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Addendum 2 Questions & Answers Rfp730-19080

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Addendum 2 Questions & Answers Rfp730-19080 ADDENDUM 2 QUESTIONS & ANSWERS RFP730-19080 Athletics Facility Maintenance Services 1. What is the project's estimated budget/cost if available. Answer: In Exhibit F, the FYE 18 and FYE 19 budgets identify costs regarding Facility Maintenance. Professional Services are also a part of FM costs. 2. What is the temporary staffing volume / percentage as it pertains to this RFP? Answer: No temporary staff is currently used for Facility Maintenance 3. Are you willing to explore any additional services to the partnership to support your current labor model (parking lot, new E&G space, Res Halls, etc)? Answer: No. This RFP is solely for Athletic Facilities. 4. Who do they use for temporary labor? Answer: Temporary labor is hired by the provider. 5. How much is your student labor spend? Answer: The provider currently only uses student labor for conversions and not for facility maintenance or custodial. 6. Within the campus strategic plan there are new buildings coming online. When would these building be considered “live” and would UH consider including these to support a labor model? Answer: See #3 7. How does UH support the stadium/athletics from its current custodial partner(s) on campus? Answer: The University’s custodial partner is not involved in Athletic Facilities 8. How many events are scheduled per each location (TDECU Stadium, Alumni Center, and Athletic Center)? Answer: For TDECU Stadium, Men’s Football home games and the home games for the inaugural XFL season For Fertitta Center, other commercial events are being booked. There will be approximately 5 days of graduations from University Colleges and 3 high school graduations. For Schroeder Park, Men’s Baseball home games and 3-4 weekends of high school baseball playoffs For Cougar Softball Stadium, Women’s Softball home games and 3-4 weekends of high school baseball playoffs 9. How many FTEs are staffed specifically for Alumni Center, Athletic Center? Answer: There are no Facility Maintenance FTE’s dedicated to AAC or any other single Athletic Facility. 10. What current “attendee” satisfaction programs have been implemented for athletic events? There are no attendee satisfaction programs that are available 1 | Page ADDENDUM 2 QUESTIONS & ANSWERS RFP730-19080 Athletics Facility Maintenance Services 11. Is this a fixed price or a cost-plus agreement? Answer: The University will consider either option proposed by bidders 12. For the pricing, do we need to create a document similar to the FY19 budget or do you have a pricing sheet you would like bidders to use? Answer: Provide a document similar to the FYE 19 budget. 13. Pg. 18 What are the hours of operation you would like to have someone on site? Answer: On non-event days, 8:00 am – 4:00 pm. 14. Pg. 18 What are the expectations for response time for afterhours call outs? Answer: For after hours call outs, the provider will respond to emergencies or urgent requests, and all other matters of safety and facility damage prevention within 30 minutes of initial notification by a designated representative of the Athletic Department. Other non-emergency call outs should be responded to within 60 minutes. The provider will document labor time, materials, type of event, and date and time of the event. 15. Pg. 18 Do you have a list of audio and visual equipment that the bidder is responsible for maintaining? Answer: All office based/daily use equipment should be considered part of the provider’s facility maintenance responsibility. Game presentation related equipment is excluded from the provider’s responsibilities. 16. Pg. 18 Will we create a separate invoice for event coverage? Who decides how many people to keep on staff for each event? If we are not able to bill this separately, can you provide a list of planned events? Answer: The provider will provide a separate invoice for event coverage. The Athletic Department will determine the number of staff for each event in collaboration with the provider. 17. Pg. 20 What is the frequency of required pest control? Answer: Monthly 2 | Page ADDENDUM 2 QUESTIONS & ANSWERS RFP730-19080 Athletics Facility Maintenance Services 18. Pg. 20 Can you provide the square footage of all facilities maintained in this agreement? Answer: Facility Name Number Gross Area Useable Area Floors Football Indoor Practice Facility 1 110,890 104,393 Guy V Lewis Development 3 57,027 48,750 Facility TDECU Stadium 2 846,150 588,329 Fertitta Center 2 189,804 160,604 Athletics Maintenance Building 1 870 749 Athletics Batting Cage 1 5,394 5,208 Alumni Center 2 20,224 17,693 Athletic Center 3 210,745 195,804 Darryl & Lori Schroeder Park 2 13,260 12,778 Cougar Softball Complex 2 5,253 5,253 1,459,617 1,139,561 19. Pg. 27 In the respondent questionnaire, there are multiple places where the University is asking for references where the bidder is providing food service. Should this read facilities maintenance instead of food service? Answer: Yes 20. Pg. 28 In the respondent questionnaire on question 33, are you wanting a sample schedule of facilities maintenance services, or is this question only for the custodial RFP? Answer: Yes, please provide a sample schedule of FM services. 21. Pg. 29 In the respondent questionnaire on question 46, are you wanting an example of Facilities Maintenance project work, or is this question only for the custodial RFP? Answer: Yes, please provide an example(s) of FM project work. 22. Pg. 29 Do we need to provide our own work order system? Does the school already have a work order system in place? Answer: The provider will need to provide its own work order system. 23. In the walkthrough you discussed the conversion team being part of the Facilities Maintenance, but there is nothing in the RFP that details the scope for a conversion team. How many people are currently on this team? Can you provide this scope? Answer: The Athletic Department has not made a decision regarding Conversion Services. This may be negotiated as an additional service with the Preferred Bidder. 3 | Page ADDENDUM 2 QUESTIONS & ANSWERS RFP730-19080 Athletics Facility Maintenance Services 24. Will the winning contractor be responsible for the game and field lighting? If so, does U of H have a lift on site or will it have to be rented? Answer: Yes, the provider will be responsible for game and field lighting. A lift will need to be rented. 25. Will the winning bidder be responsible for the grounds? Mowing, flower beds, taking care of the natural fields, and maintaining the artificial turf? Answer: The Athletic Department has not made a decision regarding the servicing of Grounds. This may be negotiated as an additional service with the Preferred Bidder. 26. Who is responsible for the maintenance of the kitchen equipment: stoves, fryers, vent hoods, freezers, coolers, and all other equipment? If current contractor, can you provide equipment list and the historical spend data? Answer: The food and beverage services provider will be responsible for maintenance of the kitchen/pantry/commissary equipment. In Exhibit F, the documents TDECU Kitchen Equipment and TDECU Dry Pantry/Storage identify the list of related equipment. 27. Who is responsible for the pool maintenance in the natatorium? If current contractor, can you provide equipment list and the historical spend data? Answer: Pool maintenance is handled by the University’s Facilities Department and not the current contractor 28. Who is responsible for the maintenance of the video boards? If current contractor, can you provide the list of boards in scope and historical spend data? Answer: The video boards are maintained through a service agreement with the manufacturer 29. Who is responsible for maintaining the gym equipment? If current contractor, can you provide an equipment list and the historical spend data? Answer: The fitness equipment is the responsibility of the Athletic Department’s Strength and Conditioning staff. However, the provider may be required to provide some assistance on an occasional basis. 30. What type of building automation system do you use? Are there multiple systems? What do they control? Lights, HVAC, etc. Answer: For HVAC: Climatech, Honeywell, HTS, Kratos For Lighting: Synergy, Douglas Lighting Controls 4 | Page ADDENDUM 2 QUESTIONS & ANSWERS RFP730-19080 Athletics Facility Maintenance Services 31. How many occurrences are there annually over $5,000? Can you provide the annual spend amout? Answer: There are typically 10-15 occurrences annually of expenditures that exceed $5k. Exhibit F provides the FYE 18 and FYE 19 budgets. 32. Can you provide a copy of the current monthly and annual financial reports submitted by the current contractor? Answer: In Exhibit F, the FYE 18 and FYE 19 budgets identify costs regarding Facility Maintenance. 33. Can you send an equipment list for the systems that the winning bidder will be maintaining? Answer: Exhibit F provides a Facility Maintenance/Custodial equipment list a. Fire – Past reports for the fire alarm, sprinkler, fire extinguisher, fire pumps, kitchen hood systems, and suppression systems for IDF rooms. Etc, Answer: Fire Control Systems are maintained by the University Facilities Department with the exception of hood ansul systems---will this be food service requirement now? b. HVAC – Equipment list including Chillers, Boilers, AHU’s VAV’s, DX Systems, Chill Water Pumps and Exhaust Fans Answer: Exhibit F provides a Facility Maintenance/Custodial equipment list c. Plumbing – Domestic Water Systems, Hot Water Heaters, Domestic Hot Water Boilers, Sump Pumps, Lift Stations Answer: Exhibit F provides a Facility Maintenance/Custodial equipment list d. Elevators – Number of elevators and how many stops for each? Elevator Maintenance is handled by the University Facilities Department 34. For contractors/respondents capable of providing multiple services (F&B, maintenance, and custodial or some combination), will the University of Houston System accept a combined RFP response rather than 2 or 3 separate RFP responses, as long as the requirements are met? Answer: Yes 35.
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