ESBD_File_331671_Addendum #3 - FM _ 9.6.2023.pdf

Addendum #3

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

Administrative / Procedural Questions

1. 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

2. What is the material composition of the Ferrell basketball center exterior roof, i.e., steel, aluminum?

We have decided to remove Ferrell basketball center exterior roof cleaning from the scope of this RFP. It will be requested as a project.

Do not include the cleaning cost in your base bid.

3. What is the material composition of the Pat Neff Hall tower exterior roof, i.e., glass, Pat Neff tower exterior roof cleaning is out of scope. It will be requested as a project.

Do not include the cleaning cost in your base bid.

4. 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 s elected FM service provider. We can discuss details during clarification phase.

5. What are the separating lines between fountain maintenance scopes identified in the grounds RFP and FM RFP?

Grounds: includes incidental cleaning, removal of debris from water, such as grass clippings and leaf blowing, removal of gum from fountain hardscape between service dates.

FM: provide routine maintenance and repair of the pool and pool systems located in the Student Life Center (SLC) and University parks apartments. All pool, water fountains should be maintained and serviced by the selected FM service provider in accordance with all manufacturer’s recommendations and industry best practices to keep equipment and system in an optimum operating condition to satisfy campus operational needs, maximize asset useful operating life, and minimize utility consumption and operating costs. It is Baylor’s expectation that the selected contractor will make recommendations and make appropriate steps to avoid freeze damage to these features. Contractor will cover defoaming or emptying and refilling fountains that have had soap poured into them. If not self-performing this work, Baylor is requiring service provider to contract with Baylor approved vendor for maintenance and repair of water features and pools. Current vendor is Ultimate

Poolscapes. Selected service provider is responsible for the removal of foreign objects and debris during maintenance visits. Hydrotherapy rooms has been removed from the scope of this RFP.

6. Call Center & CMMS Management (WebTMA)

a. In separating the FM and BEC/MEP RFPs it looks like the CMMS management and call center are under the BEC/MEP contract. If Baylor awards these two RFPs to separate contractors how does Baylor envision the CMMS and call center coordinating between contracts?

Baylor will coordinate between various contracts.

b. Will the FM contractor have access into the CMMS to open and close their own work orders?

Yes.

c. Will the FM contractor be responsible in generating monthly PM/CM reports out of WebTMA?

d. Does the university have handheld technology?

No. contractor will provide their own technology.

e. Will the BEC/MEP contractor receive all work orders and dispatch to the FM contractor?

Contractor will support call center and dispatch accordingly for after hours, weekends, and holidays ONLY.

7. Event Management - For event support, will Baylor provide management, coordination, and preparation of all event support? For example, if the FM contract has normal event set-up/tear down responsibilities, however if there is a need for a trades (MEP) position the Baylor event coordination team will be responsible to coordinate between the contracts and ultimately with client?

Baylor will be responsible for coordinating service requests from various contracts.

8. ESBD_File_33167_1 RFP BEC MEP, Call Center (5.6.16) - Can the university confirm if the call center should be staffed by bidders 24/7?

Call center will be staffed by Baylor during normal business hours. BEC team will staff during after hours, weekends, and holidays. Please refer to 5.6.17.

9. Subcontractor Support - Please confirm which subcontractors the university will hold the contract? We see that elevators are a university held contract.

Elevators and fire/ life safety systems will be maintained by Baylor unless otherwise arranged during clarification stage.

10. ESBD_File_331671_Exhibit 7 FM Equipment List – Fire Alarm/Suppression System - Can the university confirm if bidders are responsible for the maintenance and inspection of the fire alarm and suppression systems and if yes can an asset list be provided?

The fire alarm/suppression contractor will be responsible for the maintenance and inspection of the fire alarms and suppression systems.

11. ESBD_File_331671_Exhibit-5 (FM RFP), Preventive Maintenance - Under Zone 2 the work order count includes:

AHU, condensate pumps, fume hoods, CRAC units, etc. Will these assets be covered under the BEC/MEP contract?

Please refer to BEC/MEP RFP and related addendums.

12. Vehicles

a. Does the university of current incumbent provider own the current vehicles required for performance under this contract?

The current service provider owns their vehicles.

b. If the university owns any vehicles can they provide a list of the types of vehicles owned (pickup, bucket truck, box truck, golf carts, front loaders, etc.)?

n/a

13. The equipment list included contains; AHUs, boilers, chillers, CRACs, UPS, Generators, Condensers, air compressors, etc. Should this equipment be priced in RFP 331671 (FM) or 33167 (MEP/BEC)?

Please refer to BEC/MEP RFP and related addendums.

14. In reviewing the electrical distribution assets included in Exhibit 7 it would appear that the list is not all inclusive as defined in the scope of 5.6.10 (panelboards, circuit breakers, lighting relays, dimmer controls, motor control centers, motor starters, disconnects, etc.). Does the university have a more inclusive list for bidders to evaluate the electrical preventive and predictive testing and inspection requirements?

This is not in FM Scope. Please refer to BEC/MEP RFP.

15. Foster Pavilion and Fudge Football

a. Should bidders include the cost for FM and BEC/MEP services within our proposed price response?

Yes, these buildings are included.

b. We understand that these facilities are coming online in 2023, but for bidding purposes can the university provide the assets (electrical, fire/life safety, HVAC, plumbing) associated with these facilities?

This information is not available at this time.

16. Exhibit 1 – Section D - Emergencies During emergencies, or under emergency conditions - If supplier reports or performs services in an area that is not being services or supported under the contract will this time be billable?

This will be addressed on a case-by-case basis.

17. Exhibit 1 – General Maintenance Service Overview - Services Required the Following Maintenance Services are required: Exterior Building Maintenance and Repair, Interior Building Maintenance and Repair, Preventive Maintenance, and Miscellaneous Services. - Please define what applies to Miscellaneous Services?

Please review RFP Section 5.6.4.

18. Please define bldg. pressure washing, what does this scope include, what are the expectations and frequencies?

Does Pressure washing include sidewalks and parking lots if so, what are the frequencies and expectations.

Refer to section 5.6.4 - FM Scope includes all items referenced in section 5.6.4 which includes but not limited to removal of pest and pest related debris, staining (algae, roof runoff, and dirt buildup) and graffiti. It does not include sidewalk pressure washing. See Grounds RFP for details.

19. Please provide a detailed scope of services for Aquatic? Please provide list of all aquatic service water features.

Please provide expectation of pooling cleaning including required frequency of draining of pool and cleaning.

Refer to section 5.6.8 - A successful contractor will be able to utilize industry standards and best practices required to maintain a clean and serviceable water feature and pool system according to state regulations and Baylor standards. Baylor is requiring service provider to contract with Baylor approved vendor for maintenance and repair of water features and pools if not self-performing the work. The current vendor is Ultimate Poolscapes, Waco Texas. Additionally, selected service provider will be responsible for creating a PM for the pools at SLC and University Parks apartments. See above for information on Baylor required service provider.

20. Provide a detailed scope of services for Carillons?

Baylor is requiring service provider to contract with Baylor approved vendor for maintenance and repair of the Carillons. The Verdin Company located in Cincinnati, Ohio will be able to provide more details.

21. Campus Recreational Support

a. Please provide a detailed scope of services for Campus Recreational Support?

b. Please provide scope of services for marina?

c. Please provide a scope for services for challenge course at Eastland Lakes?

d. Please provide scope of services for intramural fields, Edgefield Park, band field.

e. Is supplier expected to be responsible for the replacement costs volleyball equipment if damaged or needs replacement?

See 5.6.9 in RFP document. Additionally, bear park, parker brother intramural fields and minglewood bowl are under campus rec as well. Selected service provider will be responsible for repair and maintenance of all structures at each of the campus recreation areas. Including but not limited to sailboat slips, soccer goals, hammock stands, and sunshades at Marina, netting around SLC volleyball courts and golf netting. Selected service provider will be responsible for moving and hauling of bleachers and light trees on an as needed basis.

Repair and maintenance of campus recreation courts included but not limited to pickleball courts and tennis courts. Eastland lakes includes all structures on the grounds including but not limited to; the clubhouse, the pavilion picnic area and caretakers house. Repair and maintenance of the ropes course is not part of this RFP.

Selected service provider will not be responsible for replacement costs associated with volleyball equipment but will be responsible for repair and maintenance.

22. Painting - Provide a detailed scope of services for Interior Painting? What does this include and is a formal agreement in place for determining spot painting vs complete room re-painting?

Refer to. 5.6.5. This scope is as needed depending on current level on appearance. No formal agreement or standard exists presently.

23. Apartment building maintenance—exterior and interior.

Please provide detailed scope of services of what is included in this section.

Add 86 Cottonwood to the scope of work. All buildings listed here and on building list are under the scope of work outlined in the RFP document. Customer requested repairs and maintenance are included in this scope and make ready activities between occupants. Typical occupant may reside in each apartment for up to a year.

24. Exhibit 1 – General Maintenance Service Overview – Categories of Work – Signs—creation, installation, and maintenance of interior and exterior campus signage. Please define creation of signage.

Service provider will be able to order and/or manufacture various signage for campus. Examples would be office signs for employee names, "keep dog off grass", lightpole signage/banners, street signs etc.

25. Corrective and preventative maintenance of equipment associated with interior and exterior of buildings.

Includes but not limited to roll up doors and bowling alley. Please define scope of work and services for bowling alley?

There is currently not a PM plan created for the bowling alley. Baylor’s expectation is the service provider will create a PM plan based upon the manufacturer’s specifications. Additionally, the selected FM service provider will be responsible for repairs and service to the bowling alley.

26. Weather event prep, activity, and cleanup. In the event of a natural disaster (Tornado, Hurricane, Flooding) is it the expectation that the supplier is liable for the storm cleanup costs?

No.

27. Athletic events- provide onsite support for football and men’s and women’s basketball home games.

a. Please define scope of work for support of athletic events?

b. Does this include repair and maintenance of scoreboards? "

"To support athletic events, may include, but it is not limited to setting up tents, tables, chairs, for tailgates, ensure doors are locked/unlocked as needed. Onsite FM support for Baylor home games to include emergency and urgent repairs as needed. See RFP for details. Repair and maintenance of scoreboards is not part of this RFP.

28. Environmental, Health and Safety Services (EHS) - Will immediately notify EHS or designee of any areas with mold that is greater than 25 Sq.Ft. What is the expectation if the mold is greater than 25 Sq. Ft? Will the supplier be responsible for all costs for remediation, cleanup and build back?

Currently, If the mold is greater than 25 sq. feet, it would be handled by Baylor, unless caused by the contractor.

Baylor is open to discussing this process whereby the selected service provider would be responsible for remediation, cleanup and build back as a project billable to Baylor.

29. Will Baylor provide storage space for universal waste collection and is supplier accountable for costs associated with waste disposal?

Yes, Baylor will provide storage space; however, contractor is responsible for their own waste collection and disposal.

30. Will Baylor provide storage space for used oil storage and is supplier accountable for costs associated with oil waste disposal?

It is not Baylor’s intent to provide storage space for used oil. Selected service provider is responsible for collection and disposal of any used oil that is created during their work processes.

31. Miscellaneous Services - Provide FM personnel and events coverage for special events at nights and on weekends by request. By request events are they expected to be in-scope services or out of scope services?

If the event can be supported during normally scheduled hours and by on-hand staff then it would be in scope.

If the event is scheduled outside normally scheduled hours or requires more support than normally scheduled then it would be billable.

32. Will requested Project Management services and new construction project be a billable item with an agreed to rate (agreed to % fee or hourly billing for project manager services)

Yes, and details of this should be discussed further during clarifications stage.

33. Do you have a history of work orders?

Please refer to RFP Exhibits.

34. Can you please share some details on the budget spending?

Please refer to RFP Section 5.3. The $17 million discussed in this section is the combined spend for MEP/BEC/FM. We are unable at this time to separate MEP/BEC/FM expenditures within this $17 million.

35. What is the current pest control company or companies performing the current integrated set of pest control requirements?

Selected service provider is responsible for creating and implementing the IPM program. If the decision to outsource this program is made, then it is the service provider’s responsibility to create partnership.

36. Has Baylor experienced any underperformance from the existing Moves /Events team? If so, please describe what those experiences looked like.

This information is not available.

37. Can you please provide a list of subcontractors engaged by the current vendor under this scope of work?

This information is not available.

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

See RFP, section 5.5.17

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

40. 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.

Please refer to RFP Section 5.3. The $17 million discussed in this section is the combined spend for MEP/BEC/FM. It includes all labor, materials and sub-contractor costs associated with corrective/repairs and maintenance. Billable items are not included.

41. 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.

42. In the Baylor Stadium Function rooms are the shades automated? If so, what program do they operate under?

The shades on the 2nd and 4th floors are automated. The operating system information is not available at this time.

43. During events that are happening on the fields of the athletic facilities (ie: Baylor Stadium Graduation) is the FM team responsible for putting down the field protection floor? If so, how many events per year require field protection to be installed and removed?

No, this action is handled by Baylor.

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

No, under MEP scope. Please review the BEC/MEP Addendum #4 (9/6/23).

45. Regarding the FM coverage for Televised events. Please provide number of televised events annually?

Please refer to RFP section 5.5.26 for information regarding campus events, schedule information, etc. This varies by team and by year.

46. The two brass dome roofs that need to be cleaned each year. Please provide approximate date of last cleaning?

This has been removed for the scope of work for FM. Will be handled as a project.

47. Please confirm if the 7 internal employees are included in the 30-35 individuals on staff for FM services provided in the RFP or additional staff.

No, they are separate.

48. Please confirm the cost of the call center is carried by the University and not the contractor, and if an employee is required to come in for an oncall call, this will be billable.

A call center will be established by the University that will receive calls 24/7 and dispatch to the appropriate service provider as needed. The call center hours will be Monday-Friday 7:00 am to 5pm with the 5pm to 7am time frame being covered by Baylor Energy Complex (BEC) personnel. The Proposer shall have personnel on-call to assist on-site personnel as needed. Additionally, the Proposer will be available for emergency call in maintenance services after normal hours. The Proposer shall have personnel on-call to assist on-site personnel as needed with emergency call in maintenance services after normal hours.

Selected service provider will be responsible for providing all labor and materials necessary to execute the provisions of the RFP. Baylor's requirement is that selected service provider will provide a staffing plan that shows how the selected service provider will manage normal and after-hours service calls. Additional discussions can be held during clarification regarding staffing levels and after-hours support and any potential billable work.

49. Please confirm the cost of paint are to be included in the base price.

50. Please confirm the cost of pool chemicals are to be included in the base price.

Yes, see question 19 above

51. Please confirm how often the residence halls rooms need to be painted, and if this will be billable.

See section 5.6.4 for details. painting of residence hall rooms falls under “summer make-ready” unless the painting is a modification; new color, new sheen. Additionally, see section 5.6.5 for details on interior painting.

52. Can the University provide the list of warranties for the roofs and which buildings are no longer under warranty.

The buildings with warranties on their roof, when do they expire?

Currently, this information is not available.

53. How many student employees does the incumbent currently have for Facilities Maintenance program and are they included in the 30-35 people provided in the RFP?

To our knowledge, none.

54. Please confirm if overtime should be included in our proposed base price or if this will be billable. If it is to be included, if additional overtime for events or other one off events come up, can we still bill for it?

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

55. Please confirm all athletic games requiring additional labor for support should be staffed and included in the base scope.

All televised games will have on-site support to address issues that are under the scope of work identified in this RFP, including but not limited to doors, windows, locks, etc. See question 27 above for additional details. All non-televised games will have call-in support and/or support that is already on campus that can respond as needed.

56. Services over $10,000 – Please confirm that the contractor will not be responsible for the first $10,000 of capital improvement projects, equipment considered obsolete, and/or natural disasters?

The $10,000 is for repairs and maintenance, not projects nor natural disasters.

57. Warehouse Management – Did Baylor purchase the inventory module within WebTMA in order to manage the minimum/maximum inventory levels?

The standard offerings in WebTMA version 7 are available.

58. Shipping and Received - Can Baylor provide additional clarification around shipping and receiving? Is this contract responsible for daily delivery of USPS/Fedex/UPS mail around campus?

The selected service provider is responsible for all aspects of section 5.6.12 of this RFP including deliveries and pick ups of UPS/FEDEX/USPS packages/mail that are not handled by Baylor mailroom. Current requirement is all packages under 50 pounds is the responsibility of the mailroom unless otherwise specified.

59. Asset/Equipment List - Can the university provide the quantities of the following equipment: roll-up overhead doors, fire extinguishers, emergency lights, fire doors, sliding front doors, drinking fountains etc.?

This information is not available at this time.

60. SLC Floor Refinishing - Can the university provide the square footage (or numbers and types of courts) of wood floors to be refinished?

Gymnasium: 24,000 sqft Aerobics Room: 2,100 sqft 7 Racquetball Courts: 5,600 sqft total

61. Pressure Washing Flat Areas - "Under 5.6.4 of the FM RFP it states that the bidder will be responsible for power washing (cleaning) of all sidewalks campus wide on a semi-annual basis. In the BEC/MEP questions and answers (question #31) the following response was provided; Where does grounds and facilities meet and stop as far as hardscapes, concrete, painting, etc.…? Grounds does not have any painting responsibilities. However, all of the FLAT hardscape features (pavers, concrete, etc.) belong to grounds for cleaning. FM for maintenance/repair. Based on this response it would appear that the grounds contract will be responsible for sidewalk power washing. Can the university clarify which contract will be responsible for cleaning sidewalks?

It will be handled under the grounds contract.

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

The standard offerings in WebTMA version 7 are available.

63. What licenses and certifications are currently held by the existing FM providers workforce?

Currently, this information is unavailable

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

water treatment is under MEP RFP, with the exception of water features which are under this RFP. Nothing in grounds RFP.

65. 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?

Currently, this information is unavailable.

66. 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?

Price to maintain the desire APPA level and provide a plan during clarification to move us from the current APPA level to the desired APPA level.

<< End of Addendum >>