RFQ_PERS - Long Range Facility Plan - Addendum 1.pdf

REQUEST FOR QUOTES (RFQ)

Best Value Analysis (BVA)

Informal Request for Quote (RFQ)

PERS # S-45900-00016237

Headquarters Building Long Range Facilities Plan

Addendum # 1

Addendum Issue Date: March 13, 2026

Issuing Office: Public Employees Retirement System (PERS)

RFQ Contact Information (Authorized Representative): Ryan Ellis, Procurement & Contracts Specialist Address: 11410 SW 68th Parkway Tigard, OR 97223 Phone: (503) 603-7505 E-mail: ryan.ellis@pers.oregon.gov

Offer Due Date and Time: Tuesday, April 14, 2026, 4:00PM PST.

Questions Received

The following questions have been received. PERS has reviewed and has provided the following answers:

Q1: Term of contract: Item 3.1 lists the term of contract as 10-12 weeks, which is reinforced with the Deliverables listed on pages 14-15. Page 13 lists the schedule with an early May kickoff and June completion which is closer to an 8-week timeline. Based on the scope of services in the RFQ, an 8-week timeline would be very optimistic. Please confirm the timeline and if there is an opportunity to lengthen the process to meet the objectives.

A1: The anticipated duration of the project is approximately 10–12 weeks following contract execution and project kickoff.

The schedule included in the RFQ is intended to illustrate the sequencing of project phases rather than establish a fixed calendar duration. OPERS anticipates that the work will occur over approximately 10–12 weeks, allowing adequate time for document review, site evaluation, stakeholder engagement, analysis, and development of the Long-Range Facilities Plan.

The final project schedule will be coordinated with the selected consultant during project kickoff.

Q2: The evaluation criteria on page 5 lists “Experience performing facility condition assessments” under item 2 and 5. The scope of services on page 12 lists the review of the existing conditions documentation but does not reference a facility condition assessment as a specific scope item. Please clarify if a facility condition assessment (FCA) is included in the scope or if an existing FCA is available to simplify the effort to a review.

A2: OPERS does not currently maintain a comprehensive Facility Condition Assessment (FCA) for the property.

As part of the LRFP engagement, the selected consultant should expect to perform a facility condition assessment sufficient to support the development of the Long-Range Facilities Plan, including identification of major building systems, general condition observations, and long-term capital planning considerations.

OPERS will provide available documentation and facility records, including maintenance history and vendor documentation related to major building systems, to support the consultant’s review and assessment.

The assessment is intended to support long-range capital planning and is not expected to be a detailed engineering or destructive inspection of building systems.

Q3: Data request: page 14 lists the data request in phase 1, however the data is needed in advance of reviewing the information and preparation for the site walk. Please confirm if the data request will be available in advance of Phase 1 so documentation is available for review and efficient effort.

A3: Relevant documentation and reference materials will be made available in advance of Phase 1 activities, to the extent possible.

OPERS has assembled a collection of existing materials (plans, studies, policies, facility documentation, and other available records) and will provide those materials to the selected consultant early in the project to support efficient preparation for the site visit and project kickoff.

Additional information requests may be addressed during the project as needed.

Q4: Stakeholder engagement: page 13 lists the level of stakeholder engagement with OPERS leadership and operational stakeholders. Page 14 Phase 3 describes the stakeholder workshops and staff engagement sessions to occur in weeks 3-5. Please clarify how many stakeholder participants are anticipated and if they are in separate groupings, how many divisions/departments.

A4: Stakeholder engagement will involve a focused group of OPERS leadership and operational stakeholders.

OPERS anticipates approximately 3–5 participants per stakeholder session, with total attendance not expected to exceed five OPERS staff members at any given meeting.

Participants may include representatives from executive leadership, facilities and operations, information technology, administrative services, and other operational areas as appropriate.

Engagement is expected to occur through several small stakeholder sessions during the stakeholder engagement phase described in the RFQ.