ESBD_File_331667_Addendum #4 - BEC MEP 9.6.2023.pdf

Addendum #4

Project Name: Baylor Energy Complex (BEC) and Mechanical, Electrical, and Plumbing (MEP) Services RFP Number: 2023-0253

Administrative / Procedural Questions

1. Submittal Form F states, “the annual cost should be the average 5-year cost for each item.” Does the university desire the proposed price to be flat for each year of the contract? Meaning any anticipated CPI increases for labor, subcontracts, and materials needs to be average into the proposed price over 5-years?

The annual cost should be the anticipated total cost for each item for the year indicated. Proposed cost increases should be indicated for each line item for the year that the proposed/anticipated increase is forecasted.

2. Submittal Form F: "The definition of labor costs includes “all associated overhead and other related fees”.

However, there is a separate line within the price table that is defined as “General Operations/Overhead Costs”.

Should all overhead and profit be captured in the “General Operations/Overhead Costs” line item. Or should bidders capture the overhead and profit associated with labor in the Labor Costs line item? "

Overhead and profit should be captured in the “General Operations/Overhead Costs” line item.

Scope Questions

3. What water treatment will fall under the major mechanical contract, and what will fall under the grounds contract.

The selected MEP/BEC service provider will be responsible for water treatment associated with equipment and systems included in the MEP / BEC RFP scope of work.

4. What is the age of main stations and what was the last load reading?

The Baylor substation was energized in early 2004. Current load data cannot be obtained at this time.

5. Can you please provide the sub-contractor that services the 13.8KV Stations, Transformers, and Main Switch Gear?

Kasparian Underground, LLC 27443 W. Hwy 84 McGregor, TX 76657 Phone (Office): 254-848-4461

6. Could you please identify which specific infrastructure systems are to be included in the capital planning study?

The selected service provider will provide capital planning input for all equipment and systems included in the MEP/BEC RFP scope of work.

7. Is there an existing master plan available to review and will it be provided to the awarded contractor to support the infrastructure capital planning study?

A master plan does not exist at this time.

8. Will the university provide estimated growth trend projections to the awarded firm?

Growth trend projections are not available at this time.

9. Will the university provide an overview of its critical business operations and associated metrics?

During the clarification stage of this process, the necessity of Baylor operations and metrics information may be discussed for consideration.

10. Will athletic facilities and athletic support infrastructure be included in the study?

Yes. The selected service provider will provide capital planning input for all equipment and systems included in the MEP/BEC RFP scope of work.

11. What is current shift pattern?

We anticipate your recommendation for staffing coverage that allows for the most effective use of the team.

To the best of our understanding, please see below:

BEC

• Operators: (3) shifts per day with (3) operators assigned per shift o (1) operator Monday-Friday o (1) operator Wednesday-Sunday o (1) operator Saturday-Wednesday

• Supervision, Maintenance, and Support: 1st-shift, Monday-Friday

MEP

• Supervision and General Staffing: 1st-shift, Monday-Friday

• Evening Staffing: 2nd-shift, Monday-Friday o (1) electrician + (1) HVAC

• After-Hours “On-Call” Support: Week-long responsibility; rotates each Friday o (1) manager + (1) technician

12. Question in the 8.28 addendum 2 states that we shall pay 1 years’ worth of salary to the existing service provider. Is this a commitment to keep anyone we transition for a minimum of 1 year?

No. Non-solicitation language in the existing contract does not contain any requirement for service duration of transitioned personnel. This requirement requires that the new service provider compensate the existing service provider 1 years’ worth of salary for any senior leader from the current service provider that is retained on the future contract.

13. Have there been critical issues with BEC performance due to staff availability issues?

Baylor is not aware of any such issues.

14. Has Baylor quantified the amount of deferred maintenance it has on its collective systems? We understand from your answers that an FCA is being conducted, but are there existing records which help provide context?

FCA information is not available at this time. Baylor is in the process of conducting an FCA, and results will be shared with the selected service provider.

15. Can you please provide the sub-contractor that services the 13.8KV Stations, Transformers, and Main Switch Gear

Same as question #5 in this addendum.

16. Could you please identify which specific infrastructure systems are to be included in the capital planning study?

Same as question #6 in this addendum.

17. Is there an existing master plan available to review and will it be provided to the awarded contractor to support the infrastructure capital planning study?

Same as question #7 in this addendum.

18. Will the university provide estimated growth trend projections to the awarded firm?

Same as question #8 in this addendum.

19. Will the university provide an overview of its critical business operations and associated metrics?

Same as question #9 in this addendum.

20. Will athletic facilities and athletic support infrastructure be included in the study?

Same as question #10 in this addendum.

21. Please clarify how all after-hours calls are handled. Is there an operational 24/7 call center that can be utilized by vendors?

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.

22. Please confirm that the proposed fixed price is to include anticipated annual repair and maintenance spend for all items under $10,000.

Please refer to questions answered in previous addendums, including, but not limited to, Addendum #2 questions #6-#10, #15, #21-#23, and #75-#77.

23. Please confirm if the $17M annual contract value referenced is inclusive of corrective/repairs & maintenance as well as subcontracts and billable event coverage, or if this is only for base scope labor.

The $17M spend referenced in RFP section 5.3 is the combined spend for MEP/BEC/FM. It includes labor, materials, and subcontractor costs associated with the currently contracted maintenance and light corrective repair scope. Billable items are not included.

24. Can you please clarify if the non-solicitation language with the incumbent contractor in Addendum #2 applies to all staff, or is limited to a specific list of management personnel/positions?

This requirement requires that the new service provider compensate the existing service provider 1 years’ worth of salary for any senior leader from the current service provider that is retained on the future contract. Current language applies to incumbent personnel who performed management or professional services during the previous 12 months.

25. During the walkthrough information was shared that due to building loads being added the condenser water system staging sequencing is very complicated within the BEC. Can Baylor share the standard operating procedures for how the pump and tower sequencing is currently handled within the BEC today?

Sequencing / operation of the BEC cooling towers and condenser water system can be discussed, as necessary during the clarification stage of this process

26. Are all the MEP assets currently in TMA and have they been kept updated by the current 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, updating, and completing, as necessary, the lists of maintainable assets and equipment.

27. Is the current barcoding system on the assets active and currently utilized.

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.

28. During the walkthrough it was mentioned that during televised athletic events there would be mandatory MEP staff coverage. Please provide how many televised events annually sporting or other?

Please refer to RFP section 5.5.25 for information regarding campus events, schedule information, etc. This varies by team and by year.

29. Please confirm the cost of the call center is carried by the University and not the contractor, and if the contractor is responsible to staff during off core hours.

Please refer to question #21 in this addendum.

30. Please confirm if overtime should be included in our proposed base price or if this will be billable. If it is to be

All in-house maintenance and repair labor should be included in the base bid. Exceptions to this can be discussed during the clarification phase.

31. Please confirm if the contractor carries the cost for the following software systems per the RFP: Siemens Desigo, Square D Power Logic, Optimum Energy Opti Cx Platform, and Cleaver-Brooks Hawks.

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.

32. Please confirm if the 7 internal employees are included in the 17 BEC and 24 MEP staff provided in the RFP.

They are separate.

33. Please confirm how many shifts the incumbent currently runs.

Please refer to question #11 in this addendum.

34. What is current shift pattern? We recognize that we are responsible for recommending our own, but are seeing if this information is available, thanks!

Same as question #11 in this addendum.

35. Question 31 on the 8.28 addendum 2 states that we shall pay 1 years’ worth of salary to the existing service provider. Apologies, wanting to clarify. Is this a commitment to keep anyone we transition for a minimum of 1 year? Or is this a promise to actually pay Aramark for every associate we choose to take on? Thanks, the wording has some material impacts depending on which way it goes here.

Please refer to questions #12 and #24 in this addendum.

36. Have there been critical issues with BEC performance due to staff availability issues?

Same as question #13 in this addendum.

37. We understand that staffing, systems and processes must be aligned in achieving desired state for all APPA Levels at Baylor University. The facilities will require investment in equipment at parts, equipment, material and labor to bring them to the desired level from current condition (potentially over a three-year period). We note that an FCA will be provided later, and that the University expects to work with the successful proposer to prioritize this investment activity. How would Baylor like the proposers to account for the cost of this investment outside of what might normally be expected to operate at APPA Level 2 in the proposal pricing?

Proposals should include a plan for transitioning from current conditions to the APPA levels identified in the RFP.

Maintenance and repair costs, as well as labor, should be identified and included in proposal submissions for accomplishing that plan. Capital investment required to achieve the target APPA levels should be handled separately through the capital planning support activity.

38. Has Baylor quantified the amount of deferred maintenance it has on its collective systems? We understand from your answers that an FCA is being conducted, but are there existing records which help provide context?

Same as question #14 in this addendum.

39. Should all bidders assume that all predictive testing services (oil analysis, eddy current, vibration, infrared) should be scheduled for the first year of performance?

Yes. The selected service provider should implement a predictive service program that assesses current equipment conditions and operates on testing frequencies as noted in the RFP.

40. Exhibit 2 - PLUMBING SYSTEM MAINTENANCE SERVICES

a. Natural gas

i. Is supplier responsible for maintaining all gas equipment above and below ground?

Yes. The selected service provider will be responsible for maintaining all Baylor-owned natural gas equipment.

ii. Can we be provided a list of all in scope natural gas equipment included in this scope of services?

Please refer to Exhibit 4 of the RFP document for all known equipment.

b. Compressed gases (specialty)

i. Please define or clarify specialty gases?

Compressed gases may include, but not be limited to, compressed air, nitrogen, oxygen, etc.

ii. Is supplier responsible for purchasing specialty gases?

The selected service provider will be responsible for purchasing compressed gases used for maintenance and repair activities. Examples may include, but not be limited to, gases for welding, cutting torches, etc. The selected service provider will not be responsible for compressed gases used in educational and research applications. Generally, those are purchased by Baylor customer departments.

iii. Is supplier responsible for maintaining specialty gas piping systems and storage systems.

Yes. Specific applications can be discussed, as necessary, during the clarification process.

iv. Is supplier responsible for managing and maintaining gas detection devices and or equipment.

No. Gas detection devices and equipment will be managed and maintained outside of the

MEP/BEC RFP.

c. Waterways / detention pond water circulation pumps

i. Please clarify scope of services for waterways and detention ponds. Can we be provided a detailed list of in scope waterways and detention ponds.

The selected service provider will be expected to manage and maintain the aerator pumps located in pond / lagoon areas, including, but not limited to, those located along the Brazos River, such as those in the Baylor Basin at McLane Stadium and the Baylor Marina.

d. Potable Water - The Contractor will ensure suitability and compliance of all potable domestic cold and hot water systems. Activities will include, but not be limited to, the following:

i. Is supplier required to perform any water quality testing?

Yes.

ii. Please clarify delineation line for in-scope water line failures that supplier is responsible.

The selected service provider will be responsible for all water leaks/piping, with the exception of lawn irrigation/sprinkler and fire protection piping.

41. UNIQUE CONSIDERATIONS – CONFERENCES, SEMINARS, AND OTHER EVENTS

a. Is managing, maintaining and setup of A/V equipment included in the BEC/MEP scope or does Baylor IT provide this service?

A/V equipment is outside the scope of the MEP/BEC RFP.

42. DOCUMENTATION / DOCUMENT CONTROL

a. Are facilities drawings, plans, sketches, photographs, O&M manuals, project specifications available for the awarded contractor to review during transition?

Available reference documents will be made accessible to the selected service provider in the future.

43. PERMITS

a. Is there an online depository for all onsite permits.

Baylor EHS uses EMIS (Environmental Management Information System) for permit tracking and data collection.

44. What is the roles and responsibilities for supplier for laboratory operations.

In general, specialty research equipment is maintained by 3rd party service contractors and technicians, either those hired by the director of the BSB/BRIC or the research faculty member. The selected service provider will be responsible for infrastructure maintenance and repair support.

45. Are Fume Hood certifications in scope for supplier to manage and maintain.

Yes, the selected service provider will be responsible for inspection and certification of lab exhaust fans and fume hoods, in collaboration with Baylor EHS.

46. Is laboratory scientific equipment included is scope of work for supplier to manage and maintain.

Please refer to question #45 in this addendum.

47. Is laboratory exhaust and supply systems within the scope of work for supplier to manage and maintain.

Yes.

48. Please clarify the number of on and off campus Data Centers that are in scope for the supplier to manage and maintain.

Baylor has one (1) on-campus data center and 3-4 on-campus data processing nodes at end-user locations.

Support services for all of these locations must be coordinated with Baylor IT. Please refer to Exhibit 4 of the RFP document for the list of all known equipment.

49. WebTMA Modules - Can the university provide bidders with the modules they have purchased through WebTMA?

The standard offerings in WebTMA version 7 are available.

50. Is the vendor responsible for the grease trap cleaning in the kitchens and the reporting or is this done by the kitchen food vendor?

The selected MEP/BEC service provider will be responsible to service grease traps that are built into the facility plumbing. Dining Services will be responsible for servicing oil and grease within the cooking equipment.

<< End of Addendum >>