ADDENDUM # 1 TO RFP # 0053666

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (Virginia Tech)

Procurement Department (MC 0333)

North End Center, Suite 2100

300 Turner Street NW

Blacksburg, Virginia 24061

DATE
Wednesday, January 17, 2018 / Original DUE DATE AND HOUR
Friday, January 26th, 2018 at 3:00 p.m.
ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Daysha Holmes, Contracts Specialist
E-MAIL ADDRESS: TELEPHONE NUMBER (540) 231-1269
FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221

Space Use Survey Services

1.  The following questions have arisen as a result of the aforementioned RFP:

Question 1: Are you looking to hire an A/E firm? The RFP speaks towards non-professional services, but the tasks seem geared towards architects?

Virginia Tech Answer: Virginia Tech is seeking to procure non-professional services.

Question 2: Is FF & E included in this contract? Will the firm selected be evaluating furnishings as well?

Virginia Tech Answer: No.

Question 3: Is a teaming approach acceptable? For example is teaming with a laser scanning firm acceptable to have those services performed?

Virginia Tech Answer: A teaming approach is acceptable.

Question 4: Is there a preferred scanning system or 3D modeling system that VT would like to use? What are the acceptable tolerances for scanning…1/4 inch, etc.?

Virginia Tech Answer: There is no preferred scanning system or 3D modeling system for VT at this time. Tolerances must be ¼ inch or better.

Question 5: Are you interested in hiring a large firm or small firm? How much work will be performed under this contract and how quickly (this could determine the size of the company if lots of work is needed to be turned around very quickly requiring more manpower)?

Virginia Tech Answer: The size of the firm is not part of the scoring criteria for this RFP. The amount of space surveyed will depend upon pricing and capabilities of the selected firm.

Question 6: Who will be the contact for the awarded firm (who in Facilities and who in Procurement)?

Virginia Tech Answer: Please see the RFP as this is referenced there.

Question 7: The RFP states that the Contractor shall confirm inventory of space in relation to existing floor plans and update floor plans as needed. Existing floor plans will be provided, where available, by Virginia Tech Facilities and Contractor shall field verify and redraw, as necessary…This is contrary to the RFP’s Scope of Work on page 25 second paragraph which reads:

The CAD drawings provided by Virginia Tech are only for reference purposes and are NOT to be used in any form as part of the final CAD deliverables to Virginia Tech.

We interpret the italicized and bolded sentence to require complete redraws of all floor plans from field measurements as compared to updating sections of the plans as stated above. Please clarify.

Virginia Tech Answer: The intent of the provided drawings is to have a base drawing that may be used as reference when drawing the new and updated floor plans. These plans give what we believe are the current space configurations and contain the room numbers assigned to each space that we use. Each space needs to be measured even if the configuration appears to be correct on the reference drawing. The drawings are not to be used in place of new drawings unless they are completely correct.

Question 8: Is a Photo Survey Plan with photos keyed onto the drawing, an efficient and utilitarian deliverable?

Virginia Tech Answer: VT’s preference is to have a photograph of each room with the location information identified on it as well as the CAD drawing of that location.

Question 9: How many square feet are anticipated to be surveyed/completed each year?

Virginia Tech Answer: This is unknown at this time.

Question 10: The CAD standards reference polylines but the “Statement of Needs” Section A, Item 2 does not list polylines for square footages as a requirement. Is this a requirement per space?

Virginia Tech Answer: Offerors will be required to polyline the drawings, however, the Virginia Tech Computerized Maintenance Management System will determine square footage from the polylines on the drawings submitted and will update the database with the correct values.

Question 11: Is there a requirement that all building footprints, vertical penetrations and visually observable columns must be aligned floor to floor in the CAD files? Should information residing in the original CAD file, which cannot be visually verified in the field (chases, embedded columns, etc.), be shown in the new CAD files?

Virginia Tech Answer: If vertical alignment cannot be obtained then use the reference drawing. Hidden chases, columns, etc. may be copied from the reference drawings and put on a separate layer indicating that they were not measured and/or verified.

Question 12: Will you provide a sample building CAD file depicting all layers and desired data to illustrate a deliverable for Contractor evaluation through an addendum?

Virginia Tech Answer: Examples of CAD files will be provided at the interview stage to shortlisted firms.

Question 13: Is the Location Description intended to be the FICM Space Use Name, which corresponds to the FICM Space Use Code, i.e. Classroom for code 110 as an example?

Virginia Tech Answer: This is correct; however, VT would expect the Offeror to expand on that name. For example, if the classroom was named the “Smith Classroom” we would expect the spreadsheet to reflect that location name as Smith Classroom. If additional location description name is unavailable, use the FICM space use name.

Question 14: Will the Americans with Disabilities Act (ADA) Accessibility data collection consist of a yes or no field? What ADA parameters will be evaluated to make this determination? What data must be represented in the CAD files (for example, symbols to identify accessible entrances, restrooms, water coolers, areas of rescue, etc.)?

Virginia Tech Answer: The Contractor will identified any doors with a minimum door width of 3’0” and a threshold height less than ½ inch, thus assuming that the location is accessible.

Question 15: Will the Fire Suppression consist of a yes or no field? What parameters will be evaluated to make this determination and are the items to be shown graphically or noted in the Excel spreadsheet? What data must be represented in the CAD files (for example, sprinkler heads, standpipes, fire department connections, fire extinguishers, etc.)?

Virginia Tech Answer: Fire Suppression will be a validated list. No Fire Suppression will be expected to be shown on the CAD files.

Question 16: Will Contractor employees be required to perform work in permit-required confined spaces? If work is required in such areas, what is the quantity and approximate total gross area of these spaces?

Virginia Tech Answer: No work will be done in permit-required confined spaces.

Question 17: Please confirm that the Organizational Unit (school, department, division), which is a mandatory data element per FICM, is not included in the Contractor’s data collection.

Virginia Tech Answer: This information will not be collected by the Offeror.

Question 18: Will Virginia Tech only consider experience providing space survey services to universities of similar size and composition, or will it amend the RFP to instead consider experience for facilities portfolios of similar size and composition?

Virginia Tech Answer: Virginia Tech is willing to open the RFP to consider experience for facilities portfolios that have the same types of facilities found on campus, including classroom, housing, dining, industrial, athletic, research labs, and medical.

Question 19: Will Virginia Tech only consider experience working with individual Colleges and staff to retrieve the required data for the space use survey, or will it amend the RFP to instead consider experience working with similarly complex organizations and staff?

Virginia Tech Answer: Virginia Tech is willing to open the RFP to consider experience working with diverse academic representatives in complex organizations.

Question 20: How is the level of accuracy defined? Is this per a given length of measurement (example: 0.25” per XX feet) or for room dimensions (example: 0.25” for each overall room length or width)?

Virginia Tech Answer: ¼ inch per 100 feet.

Question 21: Are all drawing elements listed in the Drawing Standards (Windows, Casework, Plumbing Fixtures, Toiler Partitions and Elevators) and Layer Standards (Stairs - with treads?) to be included as part of field survey and CAD work, i.e. validated or drawn in the field using mobile CAD?

Virginia Tech Answer: Yes. Blocks may be used for plumbing fixtures and do not have to take on the actual appearance of the actual fixture as they are used for location and type reference.

Question 22: How will the Contractor staff gain access to locked rooms and other sensitive/secure areas?

Virginia Tech Answer: Virginia Tech. will grant access. The Offeror will be escorted in sensitive/secure areas.

Question 23: Are there any restrictions on work hours, and does Virginia Tech have a preferred time window(s) for fieldwork?

Virginia Tech Answer: Yes. 8:00 am to 5:00 pm Monday through Friday.

Question 24: Is it acceptable for Contractor employees to report directly to assigned buildings daily for fieldwork?

Virginia Tech Answer: No. The Contractor will have to report to Facilities daily in order to retrieve the keys for the building in which they will be working for the day.

Question 25: Is this project funded?

Virginia Tech Answer: Yes.

2.  No other inquiries will be accepted for this solicitation.

3.  All other terms, conditions and descriptions remain the same.

4.  The due date and hour remains Friday, January 26th, 2018, 3:00 p.m.

I acknowledge that I have read and understand this addendum in its entirety.

______

Signature Date

Revised 01/01/2018

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