ESBD_File_331667_Addendum #2 - BEC MEP 8.28.2023.pdf
PDF 237 KB Posted
- Solicitation number
- RFP2023-0253
- Issued by
- Mclennan County, Waco City, Texas
About this file
This document is an Addendum to a Request for Proposal (RFP) issued by Baylor University in Waco, Texas within McLennan County. The RFP is seeking proposals from qualified firms to provide facility operations and maintenance services related to the Baylor Energy Complex (BEC) and campuswide Mechanical, Electrical, and Plumbing (MEP) services. The addendum addresses various administrative, procedural, and scope-related questions regarding the RFP. Key details include requirements around separate submissions for different RFPs, equipment and material responsibilities, asset management, preventative maintenance, capital planning, and contractor staffing and hiring.
The RFP states an annual spend of $17M on BEC, MEP, and Facilities Management (FM) services, excluding utility costs. The selected contractor will be responsible for supplying all tools, equipment, vehicles, and materials needed to execute the contract. Baylor is currently conducting a Facilities Condition Assessment and a Master Utility Plan, which will be shared with the selected contractor. The contract term is not specified, but the RFP indicates the potential for a due diligence period and true-up timeframe to be discussed during the clarification phase.
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Other files
| File | Type | Posted |
|---|---|---|
| ESBD_File_331667_Addendum #4 - BEC MEP 9.6.2023.pdf | ||
| ESBD_File_331667_1 RFP BEC MEP_7.28.2023.pdf | ||
| ESBD_File_331667_2 Submittal Forms BEC MEP_7.28.2023 (1).pdf | ||
| ESBD_File_331667_3 Exhibits 1-7 BEC MEP_7.28.2023.pdf | ||
| ESBD_File_331667_Addendum #1 - BEC MEP 8.22.2023.pdf | ||
| ESBD_File_331667_Addendum #3 - BEC MEP.pdf | ||
| ESBD_File_331667_Exhibit 2 BEC MEP.xlsx | XLSX spreadsheet | |
| ESBD_File_331667_Exhibit 3 BEC MEP.xlsx | XLSX spreadsheet | |
| ESBD_File_331667_Exhibit 4 BEC MEP.xlsx | XLSX spreadsheet | |
| ESBD_File_331667_Exhibit 6 BEC MEP.xlsx | XLSX spreadsheet | |
| ESBD_File_331667_Exhibit 5 BEC MEP.xlsx | XLSX spreadsheet |
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Text version
Addendum #2
Project Name: Baylor Energy Complex (BEC) and Mechanical, Electrical, and Plumbing (MEP) Services RFP Number: 2023-0253
Administrative / Procedural Questions
1. If we are bidding both the MEP/BEC and FM RFPs, are we required to submit 2 separate RFP responses, or is it possible to combine in to one document? Just curious. We figure you want them separate, even if there are duplicative content in the proposals, Yes, separate responses are required for each RFP submission.
2. Are we able to, redesign the questionnaire pages or do we have to submit our info on those pages? We understand the anonymity required but want to understand if we can make our ~10 page total response look like a cohesive, graphically designed product.
Please use our standard format provided in the template. Do not redesign these forms. (This will enable us to keep every submittal form anonymous.)
3. In the RFP, I did not see any limitations to landscape or portrait parameters around the pages submittal. Just wanted to verify if it was possible to have both.
Portrait only
4. Can we include awards we have received and the years we received them, or just the names of the awards?
Please do not list the name of the award or name of the agency issuing the award. You may however, indicate the purpose of the award (i.e. “we received an innovation of the year award…”)
Scope Questions
5. If the vendor wishes to incorporate electric vehicles within the solution model, are there EV charging stations available? If yes, how many?
Baylor does not currently have any EV charging stations on campus.
6. Are the annual service contracts over $10K the contractor's or Baylor's responsibility?
Known annual service contracts for planned maintenance and/or repair support should be included in the base bid of the respondent and should not be considered as an additional charge. Thus, they would not be subject to the “Services over $10,000” provision.
7. Are annual predictive maintenance contracts such as Eddy Current Testing and Infrared Scanning of Steam Trap Studies part of maintenance and subject to the $10K rule?
Per the RFP, “All costs associated with planned (preventative and predictive) maintenance…will be included in the proposed base bid.”
8. If an expense exceeds the $10,000 (i.e., $11,500) threshold, is Baylor responsible for $1,150 or $11,500? Do all repairs over $10K have a $10K deductible by the contractor?
Per the RFP, “For reactive/corrective maintenance activities, all costs up to $10,000 will be included in the proposed base bid. For reactive/corrective maintenance activities, additional costs in excess of $10,000 will be the responsibility of Baylor University.” Thus, in the example provided, Baylor would be responsible for $1,150.
During the clarification stage of this process, modifications to this process may be discussed for consideration.
9. If on-site labor and 3rd party contract labor are used in conjunction to complete a project that totals over $10K, how will it be handled?
The $10,000 mark should be considered as a maintenance and repair function and not a function of projects. All in-house maintenance and repair labor should be included in the base bid.
10. How is an asset defined, i.e., If multiple fan coil units cost $2,500 to replace and numerous FCU are past their useful life, is the $10K limit for the grouping of fan coil units or one unit?
In the example provided, each fan coil unit would be identified as an individual asset. In the event numerous fan coil units need to be replaced instead of repaired, Baylor would look upon this as a project and address this need through the Baylor project approval process.
11. Can we get a list of currently utilized contracts and companies performing work to be shared?
Current service providers include Aramark (Facilities Services), Central Texas Elevator, and Impact Fire Services.
12. Does the contractor need to complete an Asset Collection and Tagging to effectively use TMA, or are these already uploaded in the system?
We are currently rolling out a new version of TMA that will be managed by Baylor University. Details regarding available information is still to be determined. The selected service provider will be responsible for reviewing current tagging program and updating and completing, as necessary, to include all maintainable assets and equipment.
13. Is the phone line/number for service requests or facilities emergencies provided by Baylor or established by the contractor?
The Baylor Service Response Center phone system will be provided by Baylor University.
14. Are overtime costs for emergency calls during off-hours billable items, or part of the base bid / fixed-fee submission?
All in-house maintenance and repair labor should be included in the base bid. Exceptions to this can be discussed during the clarification phase.
15. Are underground utilities considered part of the repair threshold of $10K? If yes, is there a topographic plan showing utilities and the age of the infrastructure serviced?
Yes, repair of underground utilities would be subject to the $10,000 provision. Exceptions to this can be discussed during the clarification phase.
General routing of Baylor utilities are shown on the campus GIS system. GIS access will be provided to the selected service provider. Specific age information for the underground infrastructure is not available currently. For the purpose of this activity, it can be assumed that the average age of underground piping, including, but not limited to, chilled water, steam / condensate, domestic water, sanitary sewer, and storm water, is approximately 20 years old.
16. Has an arc flash study been completed, and have panels and gear labeled accordingly?
Currently, the BEC and a select group of buildings have had Arc Flash studies done with proper labeling.
17. The RFP states a $17M annual spend on BEC, MEP, and FM services. Can we request a breakdown of this and does this include any utilities?
A current breakdown of the annual spend is not available as our current provider does not separate this cost in the same format that will be used in the future. The annual spend shown for BEC, MEP, and FM services does not include Baylor utility cost. Baylor will pay for utility cost outside of this contract.
18. The RFP states a requirement for cell phones for all managers. Would you also like us to equip hourly staff with phones or tablets for TMA Mobile Applications?
The selected service provider will be responsible for supplies, including electronic devices, needed to execute the contract. Baylor will provide the TMA software only.
19. Page 19 references equipment, supplies, and tools. Does this include all large shop and diagnostic and recovery tools, as well as lifts and vehicles?
The selected service provider will be responsible for supplies, including tools, equipment, and vehicles, needed to execute the contract.
20. Can you please confirm who holds overall responsibility for the life safety and suppression contracts? If it is the vendor, can you provide the name of the third-party current contractor?
Yes, it is Baylor’s current intention to hold the life safety and suppression contract(s) directly. However, if an MEP / BEC service provider can execute that work in a differentiating manner, Baylor is willing to entertain that as a proposal alternate. Impact Fire Service is the current 3rd-party provider of that service.
21. Do the 25% goals for subcontracted services include repairs and maintenance over or under $10K?
The 25% number is not a goal. It is a default limitation of the amount of outsourcing that the selected service provider should not exceed without prior approval from Baylor. The goal is to ensure that the selected service provider is performing a vast majority of the work with their own people and resources for all maintenance and repair activities.
22. Does the 25% goal include PM costs over and under $10K also included in the bid?
The 25% number is not a goal. It is a default limitation of the amount of outsourcing that the selected service provider should not exceed without prior approval from Baylor. The goal is to ensure that the selected service provider is performing a vast majority of the work with their own people and resources for all maintenance and repair activities.
23. Can you please provide more clarification on how painting projects under $10K and over $10K will be assigned?
a. How does the $10K threshold impact painting projects?
Non-maintenance and repair painting will be addressed outside of the $10,000 threshold. Routine painting related to maintenance and repair will be included in the $10,000 threshold. The selected service provider should consider staffing strategies to accomplish normal maintenance and repair painting needs, including activities that may be best accomplished after normal business hours.
24. Will Smart Phones and Tablets compatible with TMA Mobile App be provided by Baylor or purchased by the contractor?
The selected service provider will be responsible for supplies, including electronic devices, needed to execute the contract. Baylor will provide the TMA software only.
25. Will Baylor provide messaging and email addresses for critical contractor personnel with access to TMA Mobile Applications?
No, Baylor will not be providing email and messaging addresses for service provider use. Baylor will provide the selected service provider with access to the required modules of Baylor’s webTMA.
26. There is mention of BEC staff at the plant taking emergency facilities call-off hours and dispatch. What time does Help Desk operated by Baylor begin and end each day? What is volume of calls that occur off hours?
Except for Baylor University holidays, Baylor will staff the call center Monday-Friday from 7am to 5pm. While we do not have an exact count of after-hours calls, based on a one-month sample, we received an average of 43 after-hours service requests per day.
27. The RFP states we must consider hiring existing employees. Can we get a list of all current positions and titles and what licenses and certifications they hold?
No, this information is held by the current service provider.
28. Can you also provide current wage and benefit information to ensure we can offer to match these items?
No, this information is held by the current service provider.
29. Will any sick or vacation time be carried over from the current provider to the new provider?
Carry over of any sick or vacation time will be determined by the selected service provider. Company policies and the ability to attract and retain quality/qualified employees should help make this determination.
30. Are any shift differentials being provided?
Work structure and/or employee benefits are solely the responsibility of the selected service provider.
31. Are there any restrictions in the current contract preventing the new contractor from hiring individuals from their current team (i.e., non-solicitation / non-compete)?
The current contract requires that the current service provider be compensated 1 years’ worth of salary for any professional position that a newly selected service provider hires from the current service provider and allows to work on the Baylor University campus.
32. Will the TMA System Preventive Maintenance Module be fully populated with frequency and tasks for all maintainable assets?
We are currently rolling out a new version of TMA that will be managed by Baylor University. Details regarding available information is still to be determined. The selected service provider will be responsible for reviewing any current PdM/PM program content and updating, as necessary, to include all maintainable assets and equipment.
33. RFP states we are responsible for all tools, vehicles and equipment. Should we assume all new and no existing equipment, vehicles or tools will be available to successful contractor?
The selected service provider will be responsible for supplies, including tools, equipment, and vehicles, needed to execute the contract. Any existing items will be discussed in the clarification stage.
34. Will any specialty lifts or equipment that is one site will be available for use of will contractor need to purchase or rent as needed?
The selected service provider will be responsible for supplies, including tools, equipment, and vehicles, needed to
35. Can a master filter list and MERV rating be provided for Major Air Handlers and unitary units?
Any information that Baylor has for this topic will be provided to the selected service provider.
36. Can One line Electrical Drawings be provided and can any historical data on preventive maintenance on major equipment be provided and has a recent thermal imaging of electrical components been conducted?
Please review addendum #1 – BEC MEP question #27.
We are currently rolling out a new version of TMA that will be managed by Baylor University. Details regarding available information is still to be determined.
To our knowledge, systematic thermal imaging has not been performed in recent years.
37. Page 29 states contractor will be responsible for providing 5-year look ahead for 5-year infrastructure look ahead.
Given Master Utility Plan is being conducted and FCA Report is being completed; will we have access to help with process plan?
Per the RFP document, the Master Plan & FCA efforts are in progress, and the results will be shared and discussed with the selected service provider.
38. Has a complete list of backflow devices provided and are we to include secondary devices?
Please refer to Exhibit 4 of the RFP document for all known equipment.
39. Will a copy of University Refrigerant Handling and Recovery Plan be provided and are any refrigerant phase out plans initiated?
Baylor’s Refrigerant Handling and Recovery Plan will be made accessible to the selected service provider. No refrigerant phase-out plans are known at this time.
40. Is contractor responsible for changing stadium lighting, campus exterior lighting and parking lot lighting?
The selected service provider will be expected to maintain all lighting, including, but not limited to, all sporting lighting, campus exterior lighting, and parking lot and garage lighting, by whatever means required to execute the contract.
41. On page 16 of BEC RFP mentions contractor involvement in capital project data, start-up, creation equipment data, and other critical data. Is contractor responsible for commissioning of new equipment and maintainable assets as well as creating close-out documents processed of projects needed to populate TMA?
Generally, the Baylor Planning & Construction team will be responsible to execute equipment commissioning and create close-out documentation. The selected service provider will be expected to interface with Baylor’s capital project teams, review / confirm the close-out documentation, and transition that information into a robust and effective maintenance program, including the creation and population of webTMA records.
42. It was noted that the Siemens BAS is being upgraded, will this cost need to be included in the vendors pricing?
No. The ongoing BAS upgrade project will be completed prior to the start of this service contract.
43. Is there freon/refrigerant as a backup for the major of the units, and please provide quantities?
Baylor does not stock refrigerant material. The selected service provider will be responsible for supplies, including parts, products, and materials, needed to execute the contract.
44. Regarding critical parts for major equipment such as chillers, switchgear etc. - please provide the quantity and information for what is currently on site
The selected service provider will be responsible for supplies, including parts, products, and materials, needed to
45. Is there an expectation of a Facility Condition assessment, or Asset tagging and identification? Are we to include pricing for such?
Baylor is in the process of conducting an FCA at this time. Results will be shared with the selected service provider.
We are currently rolling out a new version of TMA that will be managed by Baylor University. Details regarding available information is still to be determined. The selected service provider will be responsible for reviewing current tagging program and updating and completing, as necessary, to include all maintainable assets and equipment.
46. Will the bidder require to include costs for arc flash studies for areas that have not been completed?
Not at this time.
47. For critical spare parts - does the vendor need to include costs in their bid for these items?
The selected service provider will be responsible for supplies, including parts, products, and materials, needed to execute the contract.
48. Can energy scope be more defined and detailed? (invoice paying, regulatory items etc.)
Payment of utility invoicing is the responsibility of Baylor University. Please see RFP for scope provided.
49. Does the university require a dedicated energy manager?
Staffing strategy is the responsibility of the selected service provider.
50. Will the bidder be paying any utility invoicing?
Payment of utility invoicing is the responsibility of Baylor University.
51. Please provide how the Energy program works as some locations have scope detailed to provide Energy management planning, meter readings, energy audits and water conservation and how this works with the University managing the BAS.
Please see RFP for scope provided.
52. Are there any environmental permits required that the vendor would have to include costs for?
At this time, we are not aware of any such cost responsibilities for the selected service provider.
53. It was requested to "validate the assets" in the documentation - does a Facility Conditional Assessment need to be completed and is the cost to be included in the bidder’s cost?
Baylor is in the process of conducting an FCA at this time. Results will be shared with the selected service provider.
54. Are there any performance bonds required for this contract?
No. Performance bonds are not required.
55. How will overtime for emergencies be handled? Will the vendor need to include costs for overtime due to emergencies and/or natural disasters?
All in-house maintenance and repair labor should be included in the base bid. Exceptions to this can be discussed during the clarification phase.
56. Is there any equipment that will require warranty management at any site? It was mentioned that there are new buildings on site. Can the university provide which equipment is still under warranty?
Generally, warranty periods for new buildings will be monitored by the Baylor Planning & Construction team.
Warranty documentation is being developed, but it is not shareable at this time.
57. Regarding specialized equipment such as: incinerator, tissue digester, effluent decontamination system, lab water systems, medical grade gas systems, overhead cranes, HEPA systems, etc., please provide the detailed scopes by location.
Specialized research equipment is typically maintained by 3rd party service contractors and technicians, either those hired by the director of the academic facility, the research faculty member, or Baylor’s EHS department.
Exceptions to this can be discussed during the clarification phase.
58. Can you provide the current status of projects at each university?
Question does not appear applicable to RFP scope.
59. How will new buildings and/or equipment be adjusted in the contract?
As buildings and/or equipment are added or removed, the selected service provider and Baylor will discuss the appropriate potential scope and cost adjustments.
60. For new equipment/projects will the bidder be responsible for commissioning?
Generally, the Baylor Planning & Construction team will be responsible to execute equipment commissioning and create close-out documentation. The selected service provider will be expected to interface with Baylor’s capital project teams, review / confirm the close-out documentation, and transition that information into a robust and effective maintenance program, including the creation and population of webTMA records.
61. For projects, are we to used preferred vendors or will the decision be made depending on the university?
Baylor reserves the right to approve / reject any subcontractor of the selected service provider. Baylor prefers the use of local vendors / subcontractors, where appropriate, and encourages the use of HUB/MWBE firms, where available.
62. Are there any security devices that are part of scope? (cameras, access controls, turnstiles, etc.?)
Access controls, including, but not limited to, the locksmith shop, door hardware, Baylor’s card access system, etc., will be the responsibility of the selected FM service provider. Other security systems, such as security cameras, panic buttons, etc., are the responsibility of Baylor.
63. Regarding the transformers - have all oil samples been reviewed and any corrections made?
Yes, oil samples have been collected and corrections made accordingly.
64. Call center - is the call center specific to maintenance/facilities?
The Call Center (Service Response Center, or SRC) is a customer interface for receiving all manner of facilities-related concerns. Except for Baylor University holidays, the Call Center will be staffed and operated by Baylor University directly on Mondays-Fridays from 7am to 5pm. The selected MEP / BEC service provider team will provide call and dispatch support during other times.
65. Regarding kitchen equipment in the dorms - whose cost is the replacement of a kitchen unit such as a refrigerator, microwave etc., the bidder or the university.
The selected service provider will be responsible for maintaining and repairing residence hall/departmental kitchen equipment. Procurement of replacement residence hall/departmental kitchen equipment will be the responsibility of the associated Baylor University customer department. The selected service provider will support equipment removal and reinstallation in replacement situations.
66. If the university has a deferred maintenance program, please provide.
Baylor is in the process of updating its deferred maintenance program. This information is not available at this time, but it will be made accessible to the selected service provider in the future.
67. Can you provide your backlog of repairs currently? How many days is the norm for the university?
This information is not available at this time. That said, please review Exhibits 5 and 6 for the line item listings of all work orders as of the date shown.
68. Does the university have a reliability maintenance program in place, and can it be provided?
Baylor does not have a formal reliability maintenance program at this time.
69. Does the university have a Reliability Manager on its staff and does the university require the bidder to have a Reliability Manager on staff?
No, the current team does not have a Reliability Manager. Going forward, staffing strategy is the responsibility of the selected service provider.
70. Can the university provide its current quality program?
Baylor is not able to provide its current quality program. Baylor is seeking a quality program from the selected service provider relevant to this scope of work.
71. Is there a due diligence period as well as a true up timeframe?
The potential of a due diligence period and true up timeframe can be discussed during the clarification phase.
72. Is fuel for the emergency generators and other critical equipment the cost of the bidder?
The selected service provider will be responsible for costs associated with all normal fueling / refueling operations for the emergency generators and other critical equipment. During true emergency situations, Baylor will be responsible for costs associated with emergency fuel deliveries. The selected service provider will be responsible to coordinate logistics for both normal and emergency operations.
73. Are software updates for the CMMS, BAS, BMS etc., the cost of the bidder/vendor?
The selected service provider will be responsible for software update notification, identification, implementation, and logistical support. Baylor will be responsible for the direct cost of software updates.
74. As it was noted some buildings the current APPA levels need to be increased, is there a timeframe that the university is looking at?
Recovery timeframe can be discussed during the clarification phase. However, ideally, the selected service provider would be able to increase to the desired APPA levels by the end of the third year of the service contract, if not sooner.
75. Please confirm - regarding the 10k "repair cap": are repair parts cumulative per each individual asset?
For repair/corrective activities, the $10,000 threshold applies to all incurred costs (except in-house labor) per asset per incident.
76. Does the total 10k repair cap incident/work order dollars include the actual part/repair, labor, hauling, shipping charges etc.
For repair/corrective activities, the $10,000 threshold applies to all incurred costs (except in-house labor) per asset per incident.
77. Is the end of useful working life - where equipment is too old, in too poor condition, or spares are not available since they are not manufactured any more, (obsolete) included in the 10k process?
Costs of approved replacements will be handled outside of the $10,000 threshold.
78. If the vendor wishes to incorporate electric vehicles within the solution model, are there EV charging stations available? If yes, how many?
Same as question #1 in this addendum.
79. Can a master filter list and MERV rating be provided for Major Air Handlers and unitary units?
Same as question #31 in this addendum.
80. Can One line Electrical Drawings be provided and can any historical data on preventive maintenance on major equipment be provided and has a recent thermal imaging of electrical components been conducted?
Same as question #32 in this addendum.
81. Page 29 states contractor will be responsible for providing 5-year look ahead for 5-year infrastructure look ahead.
Given Master Utility Plan is being conducted and FCA Report is being completed will we have access to help with process plan?
Same as question #33 in this addendum.
82. Has a complete list of backflow devices provided and are we to include secondary devices?
Same as question #34 in this addendum.
83. Will a copy of University Refrigerant Handling and Recovery Plan be provided and are any refrigerant phase out
Same as question #35 in this addendum.
84. Is contractor responsible for changing stadium lighting, campus exterior lighting and parking lot lighting?
Same as question #36 in this addendum.
85. On page 16 of BEC RFP mentions contractor involvement in capital project data, start-up, creation equipment data, and other critical data. Is contractor responsible for commissioning of new equipment and maintainable assets as well as creating close out document processed of projects needed to populate TMA?
Same as question #37 in this addendum.
86. What is the access control software for your campus?
Baylor’s access control software is C-Bord. Support of the access control system is the responsibility of the selected FM service provider. We can discuss details during clarification phase.
87. 5.6.11 HVAC/R Maintenance - Please verify the contractor is responsible for the annual inspection and certification of lab exhaust fans and fume hoods.
Yes, the selected service provider will be responsible for inspection and certification of lab exhaust fans and fume hoods, in collaboration with Baylor EHS.
88. What is required outside of MEP duties during events at McLane Stadium, Ferrell Center and Foster Pavilion?
We know that MEP is required at all televised events, which is most likely all sporting events. The only question we had around events is, “Do we support paid events / Non-Baylor events?” Our question was to clarify, non- Baylor sanctioned events at these locations.
Support requests for non-Baylor “Paid” events will be handled with the selected service provider on a case-by-case basis. If a non-Baylor event can be supported within the normal campus staffing plan without negatively affecting campus operations (i.e., no dedicated staffing required), no additional cost or effort is expected. If a non-Baylor event requires additional dedicated support, those efforts may be separately billable.
89. Page 29 of 47 states Capital Planning - The Proposer will provide comprehensive capital planning services for infrastructure systems to ensure (1) minimal unplanned interruption of critical business operations and (2) availability of sufficient infrastructure capacity to accommodate upcoming business requirements. At the end of each contract year, the Proposer will provide a 5-year look-ahead proposal for prioritizing infrastructure capital planning. Given a utility master plan and facilities condition are currently in process, please confirm we are to provide this 5-Year Capital Infrastructure Plan and how soon and confirm if annual updates are required? Can we utilize the studies currently underway?
FCA and utility planning efforts currently in-progress do not replace or reduce the stated expectation for capital planning support from the selected service provider. It is anticipated that the selected service provider will provide their initial formal capital plan input on the date of the first contract anniversary. Annual updates would be expected thereafter. That said, it is Baylor’s expectation that the selected service provider will also keep a running log of potential capital improvement recommendations, such that information can be supplied to Baylor, if requested, at any time.
90. Please confirm if we received a complete list of backflow devices and are we to include secondary devices in labs etc. in testing
Same as question #34 in this addendum.
91. Can a copy of University Refrigerant Handling and Recovery Plan be provided and are any refrigerant phase out
Same as question #35 in this addendum.
92. Page 28 of 47 states The Proposer must obtain from the manufacturer, or create and complete, a start-up checklist for any MEP equipment included in major repair activities. Completed forms/documents must be reviewed with Baylor Facilities Management and be properly filed, along with all related records, manuals, and drawings pertaining to the associated MEP system work. This speaks to commissioning services. Are we responsible for commissioning? If yes, when is it deemed on us?
The RFP information cited refers to “major repair activities”. In such cases, where equipment recommissioning is required, the selected service provider will be expected to complete the activities stated.
For projects involving new equipment, generally, the Baylor Planning & Construction team will be responsible to execute equipment commissioning and create close-out documentation. The selected service provider will be expected to interface with Baylor’s capital project teams, review / confirm the close-out documentation, and transition that information into a robust and effective maintenance program, including the creation and population of webTMA records.
93. Page 28 of 47 regarding Permits. Provide more details on types of permits. Fire Alarms? Elevators, Bulk Emissions? Construction, Plant Equipment Use Permits, HazMat etc.
All federal, state, local, and Baylor University permits associated with this scope of work and required to execute the contract are the responsibility of the selected service provider.
94. Page 29 of 47 re Electrical Equipment Compliance. Are thermal audits required and please confirm that all arc flash labels are in place.
Per the RFP, thermal imaging service is required.
Currently, the BEC and a select group of buildings have had Arc Flash studies done with proper labeling.
95. Can you provide the total annual call volumes for the call center? Both regular hours and after hours.
Except for Baylor holidays, Baylor will be responsible for Call Center operations during normal business hours (Monday-Friday, 7am-5pm). While we do not have an exact count of after-hours calls, based on a one-month sample, we received an average of 43 after-hours service requests per day.
96. Is there a specific list of buildings that are utilized/occupied in the summer for camps, etc.? Both academic and residential. Or does it vary from year to year?
Varies year by year. Baylor facilities management will be evaluating the use of the buildings for camps with Campus Living & Learning to maximize the utilization of the buildings yet still provide the selected service provider access to complete summer make-ready.
97. Are there any equipment optimization programs currently used by the existing contractor that should be included in a bidders pricing and if so can you please provide that information?
The BEC utilizes the Optimum Energy Opti Cx platform. The selected service provider will be responsible for software update notification, identification, implementation, and logistical support. Baylor will be responsible for the direct cost of software updates.
98. Is maintenance and repair of laundry appliances included within the MEP / BEC scope of work?
The selected service provider will be responsible to provide laundry appliance equipment maintenance and support services. This includes, but is not limited to, the Student Life Center and Baylor-owned faculty and staff housing. This excludes general student-use residence hall appliances, dining hall kitchens, and team-use athletic appliances.
<< End of Addendum >>
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