04224_SoL_AMD_Q&A.pdf

(Rev5/8/2023)

Question & Answer #1 HVAC Services - 04224

This document is posted to capture the questions received during the question-and-answer period for 04224 HVAC Services. This document is the official response to the questions received.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in Exhibit C – Bid Price on WEBS as 04224_ ExhibitC_BidPriceV2_5.16.25, and all changes are detailed below.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Sydney Sauls

(360) 407 - 2215 descontractsteamcedar@des.wa.gov

Question # Question Response

Did this change the solicitation?

1.

I see that the Southwest region is listed on the competitive solicitation but is not Exhibit C for the pricing. Is it included?

Yes. The Southwest Region is part of the Solicitation. It was missing on Exhibit C in error and will be added.

Exhibit C will be updated with this correction via an amendment.

Yes mailto:descontractsteamcedar@des.wa.gov

SOLICITATION NO. 04224 – AMENDMENT NO. 1 PAGE | 1

UPDATED 5/16/2023

State of Washington Contracts and Procurement Division Department of Enterprise Services P.O. Box 41411 Olympia, WA 98504-1411

Solicitation Amendment Solicitation No.: 04224 Amendment No.: 1 Effective Date: May 16, 2025

AMENDMENT NO. 1

TO

SOLICITATION NO. 04224

HVAC SERVICES

This Amendment (“Amendment”) to Solicitation No. 04224 is effective immediately. Amended Exhibit C

– Bid Price is required to be submitted with proposals. All other terms, conditions, and specifications remain unchanged.

P U R P O S E

THE PURPOSE of this amendment is to capture the following changes:

• The following changes will be incorporated into 04224_ ExhibitC_BidPriceV2_5.16.25.

o Change 1 – Updated Exhibit C to include the Southwest Region and associated counties.

Any communications regarding this amendment must be addressed to the Procurement Coordinator listed below.

Sydney Sauls

(360) 407 - 2215

Question & Answer #2 HVAC Service - 04224

This document is posted to capture the questions received during the question-and-answer period for 04224 HVAC Services. This document is the official response to the questions received.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in Exhibit B- Contract Scope – Included Goods/Services on WEBS as 04224_Exhibit_B_5.29.25 and all changes are detailed below.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Sydney Sauls

Question # Question Response

Did this change the solicitation?

For Questions and Responses to question #1, see 04224_QA1_5.16.25.docx posted in WEBS

2.

For regions with a higher volume and geolocation of potential purchasers, has there been given thought on having more than 2-3 awarded vendors, for example – Olympia?

Yes.

However, the determined award structure is listed in the Competitive Solicitation document for details:

Contract Award Type. As detailed below in the Contract Award Summary Table, Enterprise Services also intends to make two types of Contract Awards:

Main Awards for Contracts. Main Awards are open to all Bidders. Enterprise Services intends to make up to two (2) Main Awards within each specified Geographic Region, to the highest scored, responsive, responsible Bidders.

Reserved Awards for Contracts. Reserved Awards are best value procurement awards. Enterprise Services encourages the use of Washington Small Businesses and/or Certified Veteran-Owned Businesses for contract opportunities. Accordingly, to help facilitate Washington state agency purchases of Goods/Services from Washington Small Businesses and/or Certified Veteran-Owned Businesses, Enterprise Services intends to make up to one (1) Reserved Award, within each specified Geographic Region, to the highest scored, responsive, responsible Bidder who:

Did not receive a Main Award within such specified Geographic Region; and

Certifies pursuant to Exhibit A – Bidder’s Certification and qualifies as a Washington Small Business and/or Washington Certified Veteran-Owned Business.

No.

3.

Is the requirement to provide a technician for each trade on this list?

Requirements are noted in Exhibit B – Contract Scope – Included Goods/Services such as Section 2 Contractor’s Qualifications.

Additionally, Exhibit A – Bidder’s Certification requires the bidder to certify the following:

Washington State Licensed Electrician:

Bidders who are awarded a Contract must perform the contract with personnel who are qualified, licensed electricians. Please identify Bidder’s personnel who hold the required

Electrician Certification:

Name:

Title:

4.

Are you guys looking for pricing to be all inclusive or will we be able to quote small repairs as we go?

Pricing is all inclusive with the exception of parts.

See section 3.2 Competitive Solicitation document;

PRICING. Bidders must identify and include all cost elements in their pricing.

In the event that Bidder is awarded a Contract, the total price for the Goods/Services shall be Bidder’s price as submitted. Except as provided in the Contract, there shall be no additional or other costs of any kind.

Credit Cards (aka Purchase Cards or P-Cards): If Bidder is awarded a Contract, the total price for the Goods/Services shall be the same regardless of whether Purchasers make payment by cash, credit card, or electronic payment. Bidder shall bear, in full, any processing or surcharge fees associated with the use of credit cards or electronic payment.

Vendor Management Fee: The resulting Contract from this Competitive Solicitation shall include a Vendor Management Fee (“VMF”) as stated in the Contract attached as Exhibit D – Contract. Bidder’s pricing shall reflect and include the VMF within Bidder’s pricing and Bidder, if awarded a Contract, shall not add a separate line item charge for such VMF to any Contractor invoices to Purchasers.

Section 4.3 describes the bid pricing evaluation for Labor and Parts

Per Exhibit C – Bid Price instructions:

Bidder's percent markup must include all costs associated with the services offered on this contract, including administration, materials, supplies, overhead, travel time, etc.

5.

At the end can you provide the last contract bid winners hourly rates per trade?

You can review available information regarding the current contract 02919 located on the DES Contract Summary page.

Contract Summary

6.

In regards to the contract pricing - the price we need to provide is an all-inclusive on standard preventative maintenance including any parts for that type of service? After award - if there is equipment replacements or larger projects that are required; do we submit a quote based on that work request?

Labor and parts are to be priced separately after award.

Reference Exhibit C – Bid Price:

Bidder's percent markup must include all costs associated with the services offered on this contract, including administration, materials, supplies, overhead, travel time, etc.

Bidder must provide a percent markup for both Labor and Parts, and include all Counties within the specific Region. Bidder must provide the Prevailing Wage % markup for Labor Trade, After-Hours, Emergency Service, and Subcontractor rates, which are also required for the Bidder's bid to be responsive for that Region.

Exhibit B – Contract Scope – Included Goods/Services was amendment to include the following language:

The Contractor shall submit a proposal along with an itemized quote for parts and labor to the Purchaser for any repairs or discrepancies noted during routine inspections or maintenance. The Purchaser will decide how to proceed with all repairs. The Purchaser may proceed with the repairs using Contractor, Purchaser staff, or other contracted https://apps.des.wa.gov/DESContracts/Home/ContractSummary/02919 labor. No work should commence without the prior written approval of the Purchaser.

7.

So once deficiencies are found, we are able to charge above and beyond the PM cost?

Any resulting contract will be based on the percent markup over the prevailing wage as the hourly rate. Parts are to be included as a separate line item.

No.

8.

Subcontractors – would we still fill out Exhibit E even though it’s not our intent to use it regularly, only as necessary?

Yes, if at any time you anticipate on using subcontractors.

Bidder is to certify subcontractor use in Exhibit A – Bidder Certification.

Should the bidder indicate they will be using subcontractors, the Exhibit E will need to be completed and based on the response, will be incorporated into any resulting contract. If use of subcontractors are indicated as no, the bidder is subsequently awarded no subcontractors will be authorized unless an amendment is authorized.

No.

9.

Are you able to show an example entry for the pricing in Exhibit C?

Example of scoring and end pricing can be found as follows:

• Competitive Solicitation Section 4.3

• Exhibit C- Bid Price Instructions

No.

10.

Would 100% be double the prevailing wages on Exhibit C?

Example of scoring and end pricing can be found as follows:

• Competitive Solicitation Section 4.3

• Exhibit C- Bid Price Instructions

No.

11.

Beyond the excel pricing document, can we also include our company information and service details in a proposal format?

No unsolicited material will be reviewed or considered as part of the evaluation process.

No.

12.

Did we discuss travel costs (ferries) associated with remote counties like Island?

No additional travel fees are included. All pricing must be inclusive for the designated county with the Regional Area bid.

13.

So, we can raise our hourly rate via markup to offset ferries?

If the cost for servicing certain areas appears to be higher, the bidder should bid accordingly as well as consider all applicable fees and costs to servicing an area, as it will not be allowed to be included as a line item if awarded.

It is important to note that all percent markups, if awarded, will remain fixed for the life of the contract.

No.

14.

Is there a sample contract with the terms so we can review?

Exhibit D – Draft Contract and Exhibit B – Contract Scope – Included Goods/Services include the terms and conditions for review.

No.

15.

Is there potentially a list of buildings or facilities that would be included with each of the regions/counties we are bidding for? Or at least a quantity of facilities belonging to each region/county. Along with an equipment list or type that belongs to said regions.

Unfortunately, no list is available per this contract. Purchasers at time of selecting an awarded contactor may be able to supply that information when requesting a quote... But that would be after award of this contract.

Although this is a regional award the purpose is to be able to service the state agencies with additional eligible purchasers throughout the state or Washington. Which makes it difficult to create an ongoing list of potential buildings/facilities that will be serviced for the life of this contract.

16.

In our previous work with state entities, there was inclusion of necessary apprentice work from service providers but reading through the RFP we did not notice any sort of need for this bid.

Can you clarify whether apprentice work will be necessary or not?

For this Bid, the evaluation percent mark up is based off of journey level.

17.

Can we provide multiple pricing documents using GSA or Sourcewell Service Contracting as an option? I asked this in the RFI and would like to confirm?

Bidders cannot reference other contracts for pricing evaluation. Bidders must include all bids as a full package with pricing as noted in instructions and using all required exhibits for a bid to be responsive.

SOLICITATION NO. 04224 – AMENDMENT NO.2 PAGE | 1

UPDATED 5/8/2023

Department of Enterprise Services

Solicitation No.: 04224-2 Amendment No.: 2 Effective Date: 05/29/2025

AMENDMENT NO. 2

This Amendment (“Amendment”) to Solicitation No. 04224-2 is effective immediately. Solicitation documents as a result of this amendment are for informational purposes and are not required to be submitted with proposals. All other terms, conditions, and specifications remain unchanged.

P U R P O S E

THE PURPOSE of this amendment is to capture the following changes:

• Change 2: Exhibit B – Contract Scope – Included Goods/Services, 04224_Exhibit_B_5.14.25 revised document title 04224_Exhibit_B_5.14.29 document to reflect requests and changes Q&A period:

o Updated language to reflect Contractor submitting a proposal along with itemized quotes for parts and labor to the Purchaser for any repairs or discrepancies noted during routine inspections and maintenance.

• Change 3: Competitive Solicitation – 04224_CompSol_5.14.24 revised document title 04224_CompSol_5.29.24 document to correct name of Exhibit B – Scope of Services to Exhibit B

– Contract Scope – Included Goods/Services.

o Revision is to correct a naming error.

PRIOR AMENDMENTS

• Change 1: Exhibit C – Bid Price document title 04224_ ExhibitC_BidPriceV2_5.16.25 amended document to reflect Updated Exhibit C to include the Southwest Region and associated counties.

Question & Answer #3 HVAC Service - 04224

This document is posted to capture the questions received during the question-and-answer period for 04224 HVAC Services. This document is the official response to the questions received.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in Exhibit C - Bid Price on WEBS as 04224_ExhibitC-BidPriceV3_6.12.25, and the changes are detailed below.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Question # Question Response

Did this change the solicitation?

For Questions and Responses to question #1, see 04224_QA1_5.16.25.docx posted in

WEBS

For Questions and Responses to questions #2-#17, see 04224_QA2_5-29-25.docx posted in

WEBS

18.

In regard to the contract language, we have one request. Below is our requested change.

10.3 OVERPAYMENTS. Contractor

promptly shall refund to Purchaser the full amount of any erroneous payment or overpayment. Such refunds shall occur within thirty (30) calendar days of written notice to Contractor;

Provided, however, that Purchaser shall have the right to elect to have either direct payments or written credit memos issued. If Contractor fails to make timely refunds of overpayment(s) (either directly or by credit memo), Contractor shall pay Purchaser interest at the rate of one percent (1%) per month on the amount overdue thirty

(30) calendar days after notice to Contractor.

Your request has been reviewed; this language will remain unchanged.

19.

Why is it necessary to supply mark up information for Labor Trades we do not employ? We are a HVAC Service Shop utilizing Local 66 Trades People. No other groups or Trades.

The contract specifically requires the inclusion of markup information for the four listed trades to reflect all anticipated work to be done on the contract. Even if the vendor does not employ other trades directly, the contract stipulates that these trades must be accounted for. See EXHIBIT B-

CONTRACT SCOPE – INCLUDED

GOODS/SERVICES, Section 2 for more information.

No.

20.

Does a contractors “Score” improve if they have multiple Discipline offerings… for instance, if we offered HVAC, Full Electrical and Plumbing… would our score be better vs. just offering HVAC Services?

A bidder's score is based on pricing, not on the number of disciplines offered or whether the work is performed in-house or through subcontractors.

No.

21.

For each region we respond to, do we need to be able to submit rates for every trade within that region?

Per Exhibit C on the Bid Price Sheet tab, instructions state:

“Bidder must input a bid rate (percent mark up) in the designated fields for all four (4) labor trades: Electricians - Inside (Journeyman Level) (Hourly), Refrigeration & Air Conditioning Mechanic (Hourly), Plumber & Pipefitter, (Hourly) and your Sheet Metal Worker (hourly), additionally Bidder must include a percent mark up for After Hours, Emergency Service, and Parts.”

22.

Subcontractor percent markup change.

During Q&A_3 we made a determination not to score the Subcontractor % Markup on Exhibit C. Bidders are still required to include this rate for informational purposes if the use of subcontractors is anticipated; however is not scored.

Yes

SOLICITATION NO. 04224 – AMENDMENT NO.3 PAGE | 1

Department of Enterprise Services

Solicitation No.: 04224 Amendment No.: 3 Effective Date: 06/12/2025

AMENDMENT NO. 3

This Amendment (“Amendment”) to Solicitation No. 04224 is effective immediately. Solicitation documents as a result of this amendment are required to be submitted with proposals. All other terms, conditions, and specifications remain unchanged.

P U R P O S E

THE PURPOSE of this amendment is to capture the following changes:

• Change 4: Exhibit C – Bid Price document title 04224_ ExhibitC_BidPriceV3_6.12.25 amended document to reflect Updated Exhibit C to remove subcontractor percent markup column.

PRIOR AMENDMENTS

• Change 1: Exhibit C – Bid Price document title 04224_ ExhibitC_BidPriceV2_5.16.25 amended document to reflect Updated Exhibit C to include the Southwest Region and associated counties.

• Change 2: Exhibit B – Contract Scope – Included Goods/Services, 04224_Exhibit_B_5.14.25 revised document title 04224_Exhibit_B_5.14.29 document to reflect requests and changes Q&A period:

o Updated language to reflect Contractor submitting a proposal along with itemized quotes for parts and labor to the Purchaser for any repairs or discrepancies noted during routine inspections and maintenance.

• Change 3: Competitive Solicitation – 04224_CompSol_5.14.24 revised document title 04224_CompSol_5.29.24 document to correct name of Exhibit B – Scope of Services to Exhibit B

– Contract Scope – Included Goods/Services.

o Revision is to correct a naming error.

SOLICITATION NO. 04224 – AMENDMENT NO.3 PAGE | 2

04224_AMD3_6.12.25