ESBD_File_331671_Addendum #1 - FM_8.22.2023.pdf

Addendum #1

Project Name: Facil ity Management and Maintenance Services RFP Number: 2023-0252

Administrative / Procedural Questions

1. With regards to interviews, for like services (for example the two grounds RFPs) are we allowed to have the same account manager for both? Is this an approach that Baylor prefers or is it up to the supplier?

Yes, the supplier can assign the same individual to multiple roles. The choice is up to the supplier. The University does not have a preference.

2. The instructions require responses to “be on standard 8 ½” x 11” paper size, with 1” margins” and to “Utilize a minimum font size of eleven”. The University also helpfully provided submittal forms to help bidders prepare their responses. These forms, however, do not comply with the 1 inch and 11 pt requirements. Question: Will the University revise the response requirements to “responses follow the margin template and font size limitations as shown in the University-provided submittal forms”? This includes a minimum font size of 10 pt.

Yes, the supplier can use the margins and font sizes that are established/provided in the submittal form templates (which are currently 0.7 inch margins, and minimum font size of 10).

3. Will the University also consider a reduced font size for graphics and exhibits? We suggest 8 pt.

Yes, the supplier can use a reduced font size of 8 pt. for all figures and graphics.

4. The University has set an aggressive page count limitation for each proposal section. We welcome the challenge (and reminder) to provide a concise value proposition. However, we believe the limits shown in the RFP may be overly aggressive. We recommend doubling the page limit for each section (at a minimum) to ensure each offeror has an opportunity to articulate its solution and advantages.

No, the University does not want to expand on the current page limits. These limits were not made to frustrate you as suppliers. The University understands that these page limits will not allow you to provide extensive details at this stage of the process. However, the supplier that is invited into the clarification and negotiation period will no longer have any page limits, and will be required to provide a more detailed response (at that stage). At this stage, during the initial proposal process, we are looking at a very concise response to help us quickly differentiate suppliers and shortlist the top firms that can then provide additional details during the interview stage. Therefore, suppliers should be concise, prioritize, and focus on items/elements that will help it stand out from their competitors within the limited page limits.

5. Is there a file size limitation associated with the file upload link for our proposal deliverable?

Yes, the email size should be less than 20MB. The supplier can submit multiple emails if the file sizes exceed this number.

6. Due to the certain sections that have page limitations - are we still able to utilize divider pages to differentiate each section of our proposal?

Yes, divider pages can be used, but are not necessary or required. Divider pages will not be counted against you in the page count. However, the divider pages will not be passed along to the evaluation committee (once the documents have been coded).

7. Section 3 Proposal Contents: Section 3.6: Cost and Fee Schedule (Submittal Form F) In this section it states, "The purpose of the Fee Schedule is to provide a standard format by which the Proposer submits to the University estimated costs (and attached supporting information) suitable for detailed review and analysis. Please clarify what (and attached supporting information) is acceptable for submittal.

In Section 3.6, please delete the “(and attached supporting information)” from the instructions. No additional costing information should be attached to Submittal Form F.

8. I had a question on Submittal Form B. The directions state: The Proposer should also outline the experience and qualification of the key personnel that will be assigned to this Contract, and highlight any unique attributes that make the team especially qualified for the scope of services. In order to rightfully display/share the experience of this manager and team, we feel it's necessary to mention Baylor.

As instructed in Section 2.6, Submittal Form B must NOT contain any names that can be used to identify who the Proposer is (such as company names, company letterhead, personnel names, project names, subcontractor names, subconsultant names, manufacturer names, supplier names, or product names). This includes identifying or listing Baylor University. The information in this Submittal Form must be anonymous. You can mention that your key personnel have experience working for “a University”, but you cannot identify the name of the University. You can identify the metrics that they helped accomplish for “a University”, but you cannot identify the name of the University.

Scope Questions

9. Section 5.6.4, General Facilities- Is a preventive maintenance plan available for the bowling alley/equipment?

Currently, there is no preventative maintenance plan for the bowling alley and/or equipment. Baylor’s expectation is the service provider will create a PM plan based upon the manufacturer’s specifications.

10. Section 5.6.11, Pest Control- In review of the RFP’s (Custodial, Grounds, BEC/MEP and FM), each one references pest control. What level of responsibility does FM have with pest control?

FM service provider will be responsible for creating and implementing an Integrated Pest Management program for all buildings. See 5.6.11 in the RFP.

11. Section 5.5.3.15, Timing, Hours of Operation, Service Schedules- Do the MEP and FM labor hours cover Paid Events?

Support requests for non-Baylor 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.

12. Will the contractor be allowed access to utilize Baylor’s Wi-Fi network?

Yes and we will expand on details and requirements during the clarifications phase.

13. Please clarify whether the contractor is responsible for replacing/repairing bleachers/stadium seating or just the structural integrity of seating?

FM service provider will be responsible for all maintenance and repair and replacement up to $10,000. FM service provider will be exempt from costs associated with Insurance claims.

14. Are we going to be able to utilize MEP for make-ready on the dorms?

The MEP contract will be responsible for their own scope on make-ready.

15. Can you provide a list of events that have been managed by FM for the past 12 months?

This information is not available.

16. Do you have an FF&E documentation for each building?

No FF&E documentation exists currently. Download the newly added exhibit 7 for the equipment list.

17. Who is responsible for replacing banners throughout campus?

Baylor considers banners as signs. FM service provider will be responsible for installation and re-installation of any banners as required. The costs of the banners will be handled by Baylor and the maintenance and install will be handled by the service provider.

18. Are the carpeted areas in the Foster Building on raised floor?

Yes.

19. During the tour, it was stated that the contractor cleans the Dome annually. If the cost or any repairs required to complete this task is over $10K, will the provider be responsible for the full price of that item or just up to $10K?

Baylor’s expectation is that the dome at Ferrell center will be cleaned every seven years with the first cleaning within the first year of the new contract. The scheduling and planning of the cleaning will need to be created in partnership with Baylor Facilities management. Service provider will need to build the cost of cleaning this dome into their base bid. The other gold domes on campus are constructed differently than the dome at Ferrell Center and are not to be considered part of the service provider’s base bid but rather a project if Baylor Facilities management deems cleaning is necessary.

20. It is inferred on Page 18 of the FM RFP, that there is a requirement to utilize key sentry or similar lock boxes. Are any of these on hand or does the vendor needs to provide these items?

The FM service provider will be responsible for providing all equipment to fulfill the requirements this section of the

RFP.

21. Please provide additional details on spray booths and sizes and what applications are they being utilized.

Specifics of the paint booth and utilization of the booth will be a discussion between selected service provider and Baylor Facilities management during the clarification phase.

22. Pest Control - Please clarify scope for bird mitigations, termite, and bed bugs.

There is currently no program to manage bird mitigations on Baylor campus. There is a program to manage bird nesting in the parking garages with the use of electrified wire and spikes. Baylor’s requirement is that the selected FM service provider will be responsible for the repair and maintenance of the existing bird nesting program. Baylor Facilities Management wishes to partner with selected service provider to avoid, reduce, and manage potential impacts from bird nests on campus.

Termite control requires include prevention and elimination of termite infestations in the buildings and structures based on industry standards.

Properly assessing bed bugs infestations is essential for effective management and treatment with Campus Living and Learning. The selected service provider will be responsible for effective treatment plan.

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