1-RFP Chiller Repair and Maintenance.pdf

Request for Proposal – Chiller Maintenance and Repair Services 8/17/2026

METROPOLITAN AIRPORTS COMMISSION

Minneapolis – Saint Paul International Airport

6040 – 28th Avenue South, Minneapolis, MN 55450-2799 Phone (612) 726-8100

REQUEST FOR PROPOSALS

CHILLER REPAIR AND MAINTENANCE

Minneapolis-St. Paul International Airport (MSP) and St. Paul Downtown Airport (STP)

Date Issued: August 17, 2026

MANDATORY PRE-PROPOSAL MEETING: August 24, 2026, 8 AM

Questions/Request for Addendum must be received by: August 27, 2026, 4 PM

PROPOSALS MUST BE RECEIVED BY: Date September 8, 2026, 10 AM

The Metropolitan Airports Commission is an affirmative action employer.

Reliever Airports:

AIRLAKE * ANOKA COUNTY/BLAINE * CRYSTAL * FLYING CLOUD * LAKE ELMO * SAINT PAUL

DOWNTOWN

TABLE OF CONTENTS

INTRODUCTION Page 03 ESTIMATED PROJECT TIMELINE Page 08

CONTRACT SPECIFIC TERMS AND CONDITIONS Page 09

GENERAL TERMS AND CONDITIONS Page 21

CERTIFICATE OF INSURANCE MINIMUM REQUIREMENTS Page 31

TECHNICAL SPECIFICATIONS Page 32

EQUIPMENT AND LOCATIONS OF CHILLERS Page 35

SUSTAINABILITY Page 37

RESPONSE DOCUMENTS Page 38

MINIMUM REQUIREMENTS FORM Page 39

RESPONSE FORM Page 40

PRICE SHEET (1) Page 42

PRICE SHEET (2) Page 43

PRICE SHEET (3) Page 44

AFFIDAVIT OF NON-COLLUSION Page 45

REFERENCES FORM Page 46

SUNCONTRACTOR FORM Page 47

INTRODUCTION

The Metropolitan Airports Commission is soliciting an RFP for Chiller Service, Maintenance and Repairs, for the Minneapolis-St. Paul International Airport (MSP) and St. Paul Downtown Airport (STP). The vendor shall provide all services necessary in accordance with all local, state, and federal laws, and regulations. These services shall include all necessary personnel, labor, transportation, equipment and the compilation and submission of all documents required. The vendor shall, without additional expense to MAC, be responsible for obtaining any necessary licenses and permits. Chiller Service/Maintenance/Repairs shall be free of all imperfections or defects that might affect appearance, normal life, or serviceability. Items not specifically mentioned herein, but necessary to furnish complete service, shall also be included. It is imperative that all work conform to the best practice known to this specific trade. Additionally, the service needs to be expeditiously handled, which will require a firm completion date from the vendor.

Work to be performed by the vendor shall include, but is not limited to, the supplying of all labor, supervision, training, testing, technical services, consulting services, materials and supplies, equipment, tools (including any necessary special tools and equipment), chemicals and all other accessories, services, facilities, activities and procedures necessary for the proper execution of the maintenance/repair work specified herein.

The specifications listed are to be interpreted as meaning the minimum required by MAC.

Vendor commits to providing goods and services that are consistent with MAC's specifications in every regard unless an exception is clearly noted. MAC may accept a response subject to an exception if, in the sole judgment of MAC, the response meet or exceed MAC's specifications. If the goods and services offered do not meet or exceed MAC's specifications because of the exception, MAC will consider the response non-responsive.

Details of construction and materials, where not otherwise specified, are left to the discretion of the manufacturer, provided that only materials and workmanship of the highest quality are to be used, and best commercial practice is adhered to in the fabrication of the units(s). Except as otherwise specified herein, the manufacturer shall be solely responsible for design and construction of the product to meet the stated performance criteria.

During the progress of the work specified herein, the vendor shall keep the premises free from accumulation of waste materials, and other debris resulting from the work. At the completion of the work, vendor shall remove all waste materials and debris from, and about the premises as well as tools, equipment, machinery and surplus material, and leave the site clean and ready for occupancy by MAC.

Any manufacturer's names, trades names, brand names, or catalog numbers used in these specifications are for the purpose of describing and establishing minimum requirements or level of quality and design required and are in no way intended to prohibit the quoting of other manufacturers' item of equal material and quality.

All responses are subject to the terms and conditions of this solicitation. Material exceptions to the terms and conditions, or failure to meet MAC's minimum specifications, shall render your response non-responsive to the solicitation.

1. NATURE OF SERVICES REQUIRED

A. Scope of Work The MAC is soliciting proposals for Chiller Maintenance and Repair Services for the Minneapolis-St. Paul International Airport (MSP) and Downtown St. Paul Reliever Airport.

MAC welcomes submittals from all proposers meeting the enclosed RFP prerequisites. There is no requirement that a vendor have previous work experience with the MAC, and the review team will conduct an unbiased evaluation of all submittals.

The selected Vendor is expected and must have twenty-four (24) hour per day, seven

(7) days a week, including holidays, personnel and parts available for repairs of these units. The selected proposer must also be able to provide MAC with the following services as needed and requested:

1. Provide chiller maintenance and start-up. All units under warranty shall be per factory specifications (one spring, two during summer and one fall).

2. Provide two-hour response.

3. Provide 24-hour emergency start-up and shutdown service as per factory requirements and as directed by MAC.

4. Provide 24-hour emergency telephone numbers.

5. Provide MAC with a maintenance report for each chiller.

6. Before leaving MAC premises, vendors employee(s), must contact the MAC Engineer on duty.

7. A site visit report shall either be left with the MAC Engineer at the end of the event or mailed to the MAC Facility Maintenance Office.

8. Refer to Technical Specifications for Manufacturer, Type, Work required etc. and

Location of the Chillers.

B. Description of Work

1. The Vendor shall repair or replace all worn, failed or doubtful components and parts to ensure satisfactory operation of the systems. Replacement parts shall be of similar design and quality to maintain system integrity and serviceability.

2. The Vendor shall perform complete maintenance and repair service, including inspections and trouble calls for all equipment included in this Specification. The service shall consist of thorough maintenance work, including replacement of parts, in accordance with the equipment manuals supplied by the manufacturer.

Such service shall include regularly scheduled maintenance tasks and inspections for each unit listed herein. All maintenance services shall be as specified and shall be subject to inspection and approval by the Airport Maintenance Supervisor.

3. The Vendor shall not be responsible for repairs due to flagrant vandalism, fire, storm or related damage, which can be attributed to causes beyond Vendor's control. However, the Vendor shall be responsible for such repairs if the damage is caused by the Vendor's failure to properly maintain and repair the equipment.

This Specification covers all known services and unknown services, parts, and supplies to maintain the Chillers in top operating condition.

MAC will reimburse Vendor for all parts. However, MAC also has the right to purchase these parts from other parties.

Scheduled services/inspections will be quoted as indicated on the price form and invoiced after each has been completed.

C. Key Business Terms

1. The term of the contract shall be three years with one three-year renewal option with Commission approval.

2. Proposers are required to provide fees for the first three years of the contract. Subsequent years’ pricing will be negotiated prior to the renewal option, not to exceed three percent increase annually.

3. The agreement contains liquidated damages provisions for not meeting specific service and availability parameters.

4. The successful proposer must pay at least the prevailing wage rate for Commercial Rates in Hennepin County and/or Ramsey County (depending on work location) that is published by the Prevailing Wage Division of the Minnesota Department of Labor and Industry.

D. Minimum Requirements To submit a proposal, proposers must meet the following minimum requirements, as set forth in the RFP:

1. Proposers must have at least five years’ experience performing chiller service, maintenance and repair for TRANE™, McQUAY™, and YORK™ systems.

2. Proposers must provide a two-hour response time for repairs, 24 hours per day, 7 days a week, including holidays.

3. Have a minimum of 7 certified chiller technicians trained, to service at least one of the following chiller brands TRANE™, McQUAY™, and YORK™.

4. Must stock routine repair items for each chiller make and model owned by the

MAC. For any items that the Proposer does not normally stock, the Proposer must submit a letter from the manufacturer stating that such parts are available to the Proposer on 24 hours' notice, 7 days per week.

E. Evaluation Criteria

The RFP evaluation process will involve a focused review by Review Team members.

The following information illustrates the major elements that will be evaluated and scored by each Review Team member for each proposal submitted.

1. Service Approach 250 Points

Proposers are required to describe their service plan; list any subcontractors;

demonstrate the ability to provide around-the-clock service; and to include any innovative methods or concepts that would be particularly beneficial to MAC.

2. Personnel 250 Points

Proposers are required to describe the number, tenure and titles of personnel that would have contact with MAC. In addition, proposers are required to indicate the number of employees trained and available to provide the required services along with their years of experience in the field and their experience and training.

3. Related Work Experience 250 Points Proposers are required to include a list of clients for which the company has provided services similar to those requested. Proposers are requested to provide references from other airports, government agencies, and/or similar facilities in size and complexity as MSP.

4. Financial 250 Points The Proposer's financial submission will be evaluated on the initial three-year financial pricing submission.

Total Points: 1,000 Points

ESTIMATED PROJECT TIMELINE

Request for Proposal Issued August 17, 2026

Pre-Proposal Conference August 24, 2026, 8 AM

Vendor Request for Information and Questions Due: August 27, 2026, 4 PM

MAC Addendum Issued: September 1, 2026

Responses Due September 8, 2026, 10 AM

Recommendation for Award October 5, 2026

Commission Approval October 19, 2026

Contract Signed October 19 – November 30

Project Begins December 1, 2026

CONTRACT SPECIFIC TERMS AND CONDITIONS

1. SOLICITATION INQUIRIES:

Vendors shall promptly notify MAC’s Buyer, Sallie Karels, at:

https://metroairports.bonfirehub.com/portal/?tab=openOpportunities of any ambiguity, inconsistency or error which is discovered upon examination of the solicitation documents no less than seven (7) days prior to the bid due date.

Telephone inquiries or unsolicited visitation by Vendors or their representatives will not be responded to.

2. MANDATORY PRE-PROPOSAL CONFERENCE:

A mandatory Pre‑Proposal Conference will be held by the Metropolitan Airports Commission (MAC) as follows:

Date:

August 24, 2026, starting at 8 AM CST

Location: Coleman Conference Room

MAC General Offices

6040 S 28th Ave Minneapolis, MN 55450

The purpose of the Pre‑Proposal Conference is for MAC staff to provide an overview of the project and to receive and review questions or comments related to the solicitation. Attendance is mandatory failure to attend a mandatory conference will disqualify a Proposer from submitting a proposal.

Interested parties must RSVP by email to the Airport Contact Person at sallie.karels@mspmac.org order to attend the Pre‑Proposal Conference.

3. TERM OF AGREEMENT:

The time period to be covered will be three (3) years with a possible three (3) year renewal at the end of the time period. The Contract start date and time will be December 1, 2026, 12:01 am. Vendor’s pricing must be firm for the first three (3) year period.

mailto:sallie.karels@mspmac.org

4. RENEWAL: The Vendor agrees that MAC shall have the right, upon written agreement of both parties, to renew the Contract for an additional three (3) year time period. In the event that MAC exercises such right, all terms, conditions and provisions of the original contract shall remain the same and apply during the renewal period with the exception of the price. Prior to the renewal period, the cost of service may be negotiated between MAC and the Vendor, not to exceed a three percent annual increase, providing Vendor submits documented evidence of cost increases or decreases.

5. RFP PROCESS:

MAC has developed a review and evaluation process as described herein. Each proposal will be evaluated to determine how well it meets the Evaluation Criteria outline in this document.

a. Minimum Requirements: The first step in evaluating the proposal will be to determine if it meets the minimum requirements outline in this document. Those proposals failing to meet the minimum requirements, including completeness, format and content may be rejected without further evaluation.

b. Verification/Clarification: Verification and substantiation of all information presented in each proposal will be completed during the course of the evaluation process. Proposers may be asked to revise, clarify and/or provide additional information during the proposal review process. These requests will require prompt action by the proposer. MAC is not required to ask for clarification or verification on any part of the proposal response.

c. Evaluation: The proposals not rejected will be evaluated by the Evaluation Team according to the Evaluation Criteria. The Evaluation Team consists of MAC staff and other evaluators as the Commission determines appropriate.

d. Evaluation Matrix and Procedures: MAC intends to award the contract to the proposer MAC believes to be the best for MAC when considering the entire Proposal submitted. Price will not be the sole determining factor. Rather, MAC will utilize the evaluation matrix criteria described in this document. Points will be assigned based upon the Vendors strengths in those areas as interpreted by the Evaluation Team.

e. Interviews and Demonstrations: If the Evaluation Team deems it necessary, it may select some or all proposals as finalists and conduct product demonstrations and/or oral interviews.

f. Staff Recommendation: The Evaluation Team will make its recommendation for award to the appropriate committee. The recommendation memo is mailed to the committee members approximately one week before the meeting at which the recommendation will be considered. The Commission is not bound by the Evaluation Team or Staff recommendation.

g. Commission Decision: The Commission’s appropriate committee will consider the Evaluation Team’s and MAC Staff’s recommendation and will make their recommendation to the Full Commission. The Full Commission makes the final selection decision. Commission approval allows staff to negotiate a contract with the selected vendor. Any proposer may request to speak at either Committee meeting or at the Full Commission meeting.

h. Award of Contract: MAC will notify the successful proposer the results of the Commission approval and recommendations. Contract language will be reviewed and agreed upon by both parties.

i. Execution of Agreement: MAC may negotiate any changes in the offer deemed in the best interest of MAC. The Proposer must submit the Performance and Payment Bond and Insurance Certificate (as applicable) to MAC before the execution of the Agreement. Once the bond and insurance certification have been received by MAC and both parties agree to all terms in the agreement, two copies of the contract are created. Both copies of the contract are signed by the Vendor and sent to MAC. MAC will sign both agreements and send on of the originals back to the Vendor for their records.

6. RESPONSE:

The Metropolitan Airports Commission’s solicitations process is now managed through the Bonfire platform, which offers enhanced functionality and a more streamlined experience for users. The system improves bid submissions and communications between the MAC and bidders. All users must be registered in the platform at http://metroairports.bonfirehub.com to receive notifications when MAC solicitations are posted. Vendors must provide complete responses to each required section in the order presented in the RFP document (see Evaluation Criteria).

7. DOCUMENT:

This document and the necessary forms are provided in PDF format. No additions to text or inserting language or comments is allowed anywhere within the documents except in places where the templates allow. Inserting or deleting text in the document, other than those designated by the template, will be cause for rejection of the proposal. In the event any items are intentionally or unintentionally changed, this base document constitutes the legal writing unless changed by addendum.

8. ADDENDUM:

If it is necessary to revise any part of the Solicitation, or if additional data is necessary to enable the exact interpretation of provisions of this Solicitation, an Addendum will be provided to all vendors. Only changes made in writing, via Addendum, will be valid.

Questions must be submitted at:

All questions must be submitted on or before August 27, 2026 4:00 p.m. MN Time

9. LABOR PROVISIONS:

http://metroairports.bonfirehub.com/

The minimum wage rate per hour to be paid for each classification of work shall be the local prevailing rate for wages, working conditions and other benefits in the area, as defined in Minnesota Statutes Section 177.42. MAC shall have the right to audit Vendor’s books and records upon reasonable notice to determine compliance with this section. Failure to comply with this section shall mean MAC, may, by written notice to the Vendor, terminate the right to proceed with the work.

10. FACTORY TRAINED PERSONNEL:

The Vendor Qualifications requires a factory-authorized chiller service provider with a 24-hour staff trained service technicians for YORK™ systems, TRANE™ systems and McQUAY™ systems to perform start-up, maintenance and repair of the chillers listed in the Technical Specifications section of this Specification. Each response submitted must include a list of the Vendor's personnel who are trained to service each brand of chiller listed in the Technical Specifications.

Timely and competent service is critical to the MAC. A Vendor's response must list the factory-authorized service representatives who are the Vendor's full-time employees, and who, as a team, will provide 24-hour, 7-day-per-week, 365 days, emergency on-site service, testing and repairs within each of the MAC's chiller plants. Vendor response must provide telephone numbers for each of the people listed in this 24/7/365 emergency service team.

11. 90 HOURS OF TECHNICIANS TIME:

Each year vendor will provide MAC with 90 hours of a technician’s work time to be used at MAC's discretion including work performed on weekends, holidays, and for emergencies or training. MAC will not pay any trip charges (unless included in Vendor’s quote) for work done during these 90 hours.

This will be a yearly charge. MAC may use the hours during regular time, weekends, after hours, holidays, etc., and they will be used as MAC requires repairs, training etc.

If the 90 hours are used up before the end of the year, and MAC requires additional technicians’ times, then vendor will invoice MAC at the basic, overtime, or Sunday and holiday rate as indicated on the quote form.

12. PERSONNEL REQUIREMENTS:

For troubleshooting, testing, adjusting or balancing any systems, Vendor and or subcontractor shall provide a certified technician. When installing, troubleshooting, repairing or adjusting any temperature control system; personnel shall be factory trained and authorized for such services by the manufacturer of the equipment.

a. Vendor employee must be EPA Certified

b. Vendor employees must have a Minnesota Refrigeration License

c. Vendor employees must have either a Minnesota Recovery License or a Universal

Recovery License.

d. Vendor must supply journeymen fitters, or at least a lead journeyman when called out for work.

13. PERSONNEL:

Vendor shall screen all people prior to employment to assure MAC that only people of good character are employed on MAC’s properties. Vendor shall provide trained, experienced and full-time employees acceptable to MAC’s designated representative.

Employees shall not smoke while on duty in public areas and shall discharge their duties in a courteous and efficient manner. The Vendor shall not employ any person or person in or about the premises who shall use improper language or conduct themselves in a loud boisterous or otherwise improper manner. It shall be the duty of the Vendor to maintain a close check on employees to ensure the maintenance of a high standard of service. The performance of such obligations is to be determined at the discretion of the AIRPORT DIRECTOR OR DESIGNEE.

14. VENDOR’S VEHICLES:

The Vendor shall keep vehicles and equipment in a clean, operable and sanitary condition. All vehicles and equipment shall meet all federal, state, county and municipal regulation concerning vehicles and equipment of that type.

All vehicles operating on the airside of the airport are required to have an amber rotating beacon and the company name/logo must be displayed on the vehicle. This pertains to all sub-contractor vehicles or vehicles that are used for any repairs or service in connection to the contract.

15. BADGING REQUIREMENTS:

The Vendor’s employees at MSP must be badged according to MAC’s policies. Below is the website with the current requirements and fees the Vendor and its employees must meet. Additionally, each Vendor must complete and submit a copy of the Secured Area Access (SAACS) Change Request for Node Rooms and Telecommunications (TR) Rooms form for each employee requesting access to TR’s, prior to accessing telecommunications rooms and spaces. The form must be completed and submitted for approval to the designated MAC IS Representative.

www.mymspconnec.com/badging

16. AIRPORT SECURITY:

Upon contract award, Vendor shall review airport security rules and needs, along with the use and assignment of required access keys with the MAC’s designated representative. A key deposit is required for any keys issued by the MAC. It is not anticipated that any keys or locks controlled by the MAC and subject to specific security requirements will be necessary for the execution of vendor’s duties under this contract.

http://www.mymspconnec.com/badging

17. BILLING:

The Vendor shall bill MAC monthly for maintenance and repair services. Invoices shall show total charges by service location and be itemized to include labor and all replacement or Repair parts or modifications to each Chiller.

18. LIQUIDATED DAMAGES:

The Vendor shall guarantee to have a technician on the job site within two hours of the time of first call for emergency service. Failure to meet this time for emergency calls which are so identified by MAC when the call is placed shall result in damages of $250 for each hour or fraction thereof for which emergency responses is delayed.

In as much as the damage and loss to MAC which result from delay in delivery will include items of loss whose amounts will be incapable or very difficult to accurately estimate, the damages to MAC for each hour by which the Vendor does not complete the delivery within the time above stipulated shall be liquidated in the sum mentioned, Saturday, Sundays and holidays included.

19. REFERENCES:

Evidence satisfactory to MAC shall be furnished to indicate the prospective Vendor has the facilities, ability, experience, and financial resources to perform this contract. As a minimum, the vendor shall include not less than four (4) references of other organizations where the Vendor now provides similar services.

20. GUARANTEE/WARRANTY:

The Vendor shall warrant to MAC that all equipment, materials, and parts, offered, and to be delivered after the award of this solicitation, are newly manufactured and free from defects in material, workmanship, and title, and conform to manufacturer’s current published specifications as well as those in this document. The Vendor shall warrant to MAC that all services offered comply with any applicable national, state and local codes, laws, regulations, etc. The warranty shall also guarantee accepted trade standards of quality and fitness for the intended uses. No other express or implied warranty shall eliminate the Vendor’s liability as stated herein.

During the warranty period and during the period of time between delivery and MAC acceptance any defects of design, workmanship, or materials that would result in non-compliance with this specification or with any item’s published specifications shall be fully and promptly corrected by the vendor, including all parts and labor, without cost to MAC.

It is expressly agreed that final payment does not constitute final acceptance. It is also agreed that MAC will not accept the equipment for use until after all startup services have been successfully completed.

21. NON-EXCLUSIVE:

This contract is non-exclusive unless otherwise stated in the following specifications. If MAC’s needs are better met outside of this contract, MAC may proceed in an appropriate manner.

22. MATERIALS TO BE FURNISHED:

The items furnished shall be new, meeting or exceeding OEM Specifications, and the current model in production, as offered to commercial trade.

23. COST OF REPAIR PARTS AND EQUIPMENT:

Vendor will furnish any/all price lists as requested by the MAC. The discount quoted shall remain firm throughout the purchase order time period. Manufacturer's price list referred to in the quote form may be replaced or superseded in the event of a price change after notifying MAC Purchasing Department thirty (30) days in advance of such revision in writing. Vendor may not mark up the price of parts more than 5% above list price.

24. REPAIR SERVICES:

Vendor shall respond 24 hours a day, 7 days a week, 365 days, including all holidays.

25. PREVENTATIVE MAINTENANCE:

These inspections shall be performed during normal working hours, 7:00am to 4:00pm Minnesota Time, Monday through Friday.

26. REQUIREMENTS FOR BOTH REPAIR SERVICES AND PREVENTATIVE

MAINTENANCE:

a. The Vendor is to make provisions to work during non-regular work hours, if required by MAC.

b. The Vendor is to notify MAC 72 hours before possible delivery or service conflicts.

c. The Vendor shall coordinate its performance of the work detailed in this specification with the MAC Chief or Assistant Chief Engineer.

d. The work to be performed under this Specification is on an active airport.

Therefore, prior to the start of any work under this Specification, the Vendor shall provide the MAC Chief or Assistant Chief Engineer, with a work schedule which shall indicate a proposed sequence and time schedule of the work to be accomplished.

e. All components shall meet all applicable OSHA standards and regulations

f. Other materials: Provide fasteners, accessories, and additional materials required for a complete service

g. The Vendor shall not salvage any removed materials without consent of MAC in writing.

h. During the scheduled services/inspections, if vendor’s technician notices the need for repair service, vendor must provide MAC’s Chief Engineer or Assistant

Chief Engineer with an estimated cost of the repair services and obtain MAC permission to commence the work.

27. REPORTS:

The Vendor shall provide a report twice a year for each unit’s maintenance and service, parts, cleaning and start up performed after spring start-up and after fall shut down. Vendor will be required, upon request, to provide copies of documentation of maintenance and repair service performed. Documentation of the repairs, maintenance, and service will be included (attached to the report).

28. STATUS REPORTS:

The Vendor may be requested to provide status reports to the Assistant Airport Director of Facilities or the MAC Chief or Assistant Chief Engineer from time to time.

These Status Reports may be presented orally or in written form and are intended to apprise MAC of the continual progress of the work being performed under this Contract. Each status Report shall include a summary of the progress that has been made, identify any concerns or Obstacles that may impede the completion of the task and recommendation for resolution.

29. MATERIAL SAFETY DATA SHEETS:

To the extent that the products to be supplied to MAC by the successful Vendor contain or may create hazardous substances, harmful physical agents or infectious agents as set forth in Minnesota Rules pt. 5206.0400.5206.0500 and 5206.0600, the successful Vendor shall provide MAC with sufficient material safety data sheets regarding those substances or agents necessary for MAC to comply with the provisions of the Employee Right to Know Act of 1983, Minn. Stat. 182.65 et.seq. and Minnesota Rules pt. 5206.1000, 5206.1100. A single proof copy of the Material Safety Data Sheet shall be submitted to the MAC Safety Department, before shipment of the item. A copy shall be included with each delivery made during the term of the contract. (Provision of a properly completed federal OSHA form 20, “Material Safety Data Sheet”, shall be prima facie proof of compliance with the information requirements under Minn. Stat. 182.653, subds 4b, 4c and 4f).

30. PROTECTION OF MAC BUILDINGS, EQUIPMENT AND VEGETATION:

The Vendor shall use reasonable care to avoid damaging existing facilities, equipment and vegetation (such as trees, shrubs, and grass) on MAC property. If the Vendor fails to do so and damages such facilities, equipment and vegetation, the Vendor shall replace or repair the damage at no expense to MAC, as directed by MAC’s Purchasing Manager. Vendors are responsible for any damage caused by spillage or improper use of a product or equipment by their employees or agents. If the Vendor fails or refuses to make such repair or replacement, then the Vendor shall be liable for the cost thereof, which may be deducted from any outstanding or future invoices to MAC.

31. SITE INVESTIGATION:

The Vendor acknowledges that they have investigated and satisfied themselves as to the conditions affecting the work, including but not restricted to those bearing upon transportation, disposal, handling and storage of materials, availability of labor, water, electric power, roads and uncertainties of weather, river stages, or similar physical conditions at the site, the conformation and conditions of the ground, the character of equipment and facilities needed preliminary to and during the prosecution of the work. The Vendor further acknowledges that they have satisfied themselves as to the character, quality and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site. Any failure by the Vendor to acquaint themselves with the available information will not relieve them from responsibility for estimating properly the difficulty or cost of successfully performing the work. MAC assumes no responsibility for any conclusions or interpretations made by the Vendor on the basis of the information made available by MAC.

32. ADDITIONAL SITES:

MAC reserves the right to add sites from time to time. The additional cost of an additional site will be negotiated with the Vendor before service is started. The cost must be consistent with the cost charged for the current site(s) being serviced.

33. FAMILIARIZATION:

The Vendor shall become familiar with all available information regarding difficulties that may be encountered and the conditions, including safety precautions, under which the work must be accomplished under the Contract. The Vendor shall not be relieved from assuming all responsibility of properly estimating the difficulties and the cost of performing the services required in this Specification because the Vendor failed to investigate the conditions or to become acquainted with all information concerning the services to be performed.

34. INSPECTION OF PREMISES:

MAC’S authorized representatives reserve the right to inspect MAC premises at any and all hours for the purpose of examining and inspecting said premises And Vendor’s performance, or for other purposes necessary in the exercise of its Governmental functions.

35. CONTROL AND CARE OF WORKSITE(S):

a. All materials, tools, equipment, etc., shall be removed or safely stored. MAC is not responsible for theft or damage to the Vendor's property. All possible safety hazards to workers or the public shall be corrected immediately and left in a safe condition at the end of each workday. If there is a question in this area, the MAC Chief or Assistant Chief Engineer will be consulted.

b. Daily site clean-up shall be accomplished by the Vendor. This clean-up shall include the placing of materials and equipment in a neat and orderly arrangement in the designated staging area. Equipment and materials must never be allowed to block access to existing facilities. Rubbish, debris, rubble, and garbage shall be removed daily by the Vendor.

c. The Vendor shall keep the premises clean of all rubbish and debris generated by the work involved and shall leave the premises neat and clean. All surplus material, rubbish, and debris shall be disposed of by the Vendor at the Vendor's expense.

36. EQUIPMENT TAKEN OUT OF SERVICE:

At no time shall the Vendor take Chillers out of service without prior permission from the MAC Chief or Assistant Chief Engineer. The Vendor shall implement a Lockout / Tagout Program for its employees who take any equipment out of service. The Vendor shall submit a written procedure of this process to the MAC Chief or Assistant Chief Engineer. OSHA rules applying to this procedure are to control the process.

37. WASTE OIL:

The Vendor shall remove all waste oil from chillers and dispose of in a manner compliant with EPA guidelines. The cost of this shall be included in Vendor's response.

38. REFRIGERATOR:

The Vendor shall provide all equipment necessary, in addition to that available In the existing facility, to recover and recycle Refrigerants, reclaimer cylinder, etc., in accordance with the Clean Air Act. The Vendor shall comply with all EPA standards and procedures for handling CFCs and HCFCs.

39. SAFETY PRECAUTIONS:

The following requirements are to ensure the safety of contractor’s employees, MAC employees, MAC tenants, as well as the public.

a. All mechanical or other equipment used for this service must be of the type that is approved in the industry and shall be operated in such a way as not to cause injury to employees or other people or cause damage to any other equipment belonging to the MAC or its tenants.

a. Any injuries or damage of any nature shall be immediately reported to the maintenance coordinator’s office by calling the MAC Communications Center at

(612) 726-5577.

b. Any articles of a suspicious nature found, or persons loitering or conducting themselves in a way as to arouse suspicion or possible need for help shall be immediately reported first to the MAC Police Department by calling 911, and then to the MAC maintenance office by calling the MAC Communications Center at (612) 726-5577.

c. Necessary precautions shall be taken at all times to protect people, property and all equipment belonging to MAC and their tenants from injury or damage.

d. The interests and personal effects of MAC and its tenants must be protected at all times.

e. All electrical apparatus including portable hand tools and test equipment shall be double insulated or grounded by a separate conductor (other than service cords) or by a multiple cord edition of the National Electrical Code.

f. Where the Vendor finds it necessary to climb any antenna structure, use any ladder or lifting device, or otherwise inspect or service any system or sub-system unique to the Contract, appropriate, safety devices which have been properly tested and inspected Immediately prior to use shall be employed.

40. ADDITIONAL PROTECTION AND SAFETY REQUIREMENTS:

a. All equipment must be safe and suitable for the purpose for which it is to be used and shall Be subject to the approval of the MAC Chief or Assistant Chief Engineer.

b. Anytime Vendors Personnel is/are on the premises, he or she shall be required to log in and log out with the MAC Chief or Assistant Chief Engineer or his designee.

c. Vendor Personnel shall be equipped for personal protection as described by the Vendor. Vendor shall submit a report on the chosen form of personal protection required of the Vendor Personnel.

d. During the progress of this work, the Vendor shall protect all workers from injury.

e. In case of an emergency, the MAC Chief or Assistant Chief Engineer, the Assistant

Airport Director of Facilities, or either of their representatives, shall have the authority to order the Vendor to terminate work and clear the area of personnel and equipment. The Vendor shall comply to such an order safely and as soon as possible.

f. It is the responsibility of the Vendor to provide MAC with Material Safety Data Sheets on products the Vendor shall be bringing to the job site that employees may be using, exposed to or which may be stored on the site.

g. MAC and the MAC Chief or Assistant Chief Engineer reserve the right to suspend the work wholly or in part if deemed necessary for the best interest of MAC.

This suspension will be without compensation to the Vendor, other than to adjust the Vendor completion/delivery requirements.

h. The Vendor shall be responsible for providing and for the placement of barricades, tarps, plastic, flag tape and other safety/traffic control equipment required to protect its employees, the public, surrounding areas, equipment and vehicles.

i. The Vendor and the MAC Chief or Assistant Chief Engineer shall discuss and develop a mutual understanding relative to the administration of a safety program prior to commencing work performed in conjunction with this Contract. The Vendor shall observe safety, security and fire prevention regulations set forth by national, state and local laws, ordinances and codes, whichever are more stringent, including those of the Minneapolis-St. Paul International Airport, affected airline(s) and any/all other applicable regulations and decrees.

j. Vendor must be SCBA certified. Vendors must provide and maintain their own SCBA equipment. Vendors may store the equipment at MAC facilities. Vendors shall furnish each worker at the site with an OSHA-approved SCBA. Furnish SCBA's rated for at least 60 minutes of air supply and submit documentation to the MAC that each worker is so equipped and trained in the use of such equipment.

k. Fire Safety Precautions: Define hot work as cutting, welding, brazing or soldering or any process that could involve an open flame or could produce sparks or hot slag. When performing any hot work near or above removable combustible materials, remove those materials to make certain that sparks or hot slag cannot reach them. When performing hot work near or above wood construction, in pipe shafts or near other combustible materials that cannot be removed, use fire blankets and fire extinguishers to protect them and assign a worker solely for fire watch. Stop all hot work at least two hours before the end of the workday and maintain the fire watch until the end of the workday. When doing hot work in a vertical pipe shaft or where floor openings exist, assign a worker solely to examine all floors below the hot work. Continue these inspections for at least an hour after completion of the hot work.

1. Automatic Alarm Systems:

a. Smoke Detectors and Automatic Fire Alarm Systems: In buildings with smoke detectors or automatic fire alarm systems, coordinate the work with MAC to avoid false alarms from these automatic systems. Abide by the MAC's existing procedures for fire alarm shutdown.

b. Refrigerant Leak Detection Systems: In spaces with refrigerant leak detection, coordinate the work with the MAC to avoid false alarms from these automatic systems. Abide by MAC's existing procedures for refrigerant leak detection system shutdown.

Disabling Automatic Alarm Systems: Leave no automatic alarm system deactivated at the end of a workday. Keep a written log of the times when automatic alarm systems are deactivated and reactivated for the work. On days when these systems are deactivated, obtain the signature or initials from the MAC's Chief Engineer or Assistant Chief Engineer to verify they were reactivated before the end of the workday.

GENERAL TERMS AND CONDITIONS

1. COMPETITION IN RESPONDING:

MAC desires and encourages free and open competition among responsible Vendors. Whenever and wherever possible, MAC specifications, Solicitation terms and conditions are designed to accomplish such competition, consistent with the necessity to satisfy MAC’s needs and the accomplishment of a good economical operation. Any evidence of collusion among Vendors in any form designed to defeat competitive bidding will be reported to appropriate authorities for investigation and appropriate action. Suggestions from Vendors regarding requirements of Solicitation procedures are welcomed and will be given careful consideration.

2. COST OF RESPONSE PREPARATION:

MAC will not reimburse the cost of preparing, presenting, or providing any Response.

Responses submitted for consideration should be prepared simply and economically providing adequate information in a straightforward and concise manner.

3. SCOPE OF WORK:

Any deviation from this SOW must be clearly indicated by the Vendor, otherwise the Response will be considered to be in strict compliance, and the Vendor will be held responsible. When brand name or manufacturers’ numbers are stated in the specifications, they are intended to establish a standard only and are not restrictive unless the Solicitation states: “No substitute”. Responses will be considered on other makes, models, or brands having comparable quality, style, workmanship and performance characteristics. Alternate Responses must meet or exceed the original specifications.

4. IDENTIFICATION OF OFFER:

Vendors shall indicate brand name, trademark, catalog number, model, etc., as applicable, on the Response Form covering the product they are offering and proposing to furnish. If not indicated, it will be considered that the make and model given as a reference will be supplied.

5. AUTHORIZED SIGNATURE:

The Response must be completed and must be fully and properly executed and signed by an officer or other authorized representative, who shall state his or her title and the name of the firm or business. All lines must be completed.

Proof of authority of the person signing the Response, as described in this paragraph, must be furnished upon request. If the Vendor is a corporation, a secretarial certificate of an excerpt of the corporate minutes showing that the signing officer has authority to contractually obligate the corporation shall be furnished. Where the corporation has designated an attorney-in-fact, the power of attorney shall be furnished. If the Vendor is a partnership, a letter of authorization shall be furnished, signed by one of the general partners. If the Vendor is a proprietor, and the person signing the Response is an individual other than the owner, a letter of authorization signed by the owner shall be furnished.

6. FACSIMILE, ORAL, OR E-MAIL:

Facsimile, oral, e-mail Responses will not be considered unless specifically authorized by MAC in the solicitation.

7. MODIFICATION OR WITHDRAWAL OF RESPONSES:

Responses resulting from this Solicitation may be modified or withdrawn prior to the time set for the opening. After the time is set for the opening, no Response may be modified or withdrawn.

8. PRICES:

Prices shall be submitted in United States currency. Responses shall be irrevocable for 120 days following submission deadline date unless otherwise stated in the Solicitation. This will allow time for MAC to review the Responses and initiate a purchase order or contract accepting the terms and conditions in the Response of the selected Vendor. For each product or service, a unit price and a total price for the quantity must be stated. In case of error in the extension, the unit price prevails. No more than one unit price may be indicated on any one item. Price reductions/rebates shall be granted whenever they become available. Responses containing an “escalation clause” will not be considered unless specifically authorized by MAC in the solicitation. An escalation clause is a provision which permits the adjustment of contract prices by a given amount or percentage if certain specified contingencies occur, such as changes in the Vendor’s raw material or labor costs.

9. CONTRACT PROCESS:

A Response to any Solicitation is an offer to Contract with MAC based upon the terms, conditions, and specifications contained in MAC’s Solicitation. Solicitations or Responses do not become Contracts unless and until MAC’s Purchasing Department executes a purchase order. The purchase order and any contract or agreement will contain the terms and conditions of the Solicitation unless modified by written agreement between MAC’s Purchasing Manager and the Vendor.

10. PAYMENT TERMS:

A prompt pay discount offered by the Vendor for less than 30 days will not be considered in making the award. MAC’s standard payment terms are net 30 days from completion of the job or service, the date merchandise is received or date of invoice, whichever is later. However, Vendor may offer a discount for early payment on the Response form. Also, MAC prefers to make payments via Automated Clearing House (ACH) – electronic payments.

11. SALES/USE TAX:

The MAC is exempt from state sales and use taxes on purchases of goods received or services performed on or after January 1, 2017.

For more details regarding state sales and use taxes see the Sales and Use Tax portion of the Minnesota Department of Revenue’s website:

http://www.revenue.state.mn.us/businesses/sut/Pages/File-and-Pay.aspx

12. DELIVERY COST AND TIME:

The cost of delivery (freight, shipping, etc.) shall be listed separately from the cost of the merchandise or product. Delivery time offered is to be stated by the vendor in the space provided on the response form.

When delivery time is an important factor, the Solicitation will so specify, and in such cases delivery may be a factor in the award. MAC reserves the right to reject a lower proposed price offering delayed or protracted delivery in favor of a higher proposal price offering more timely delivery.

13. GUARANTEE:

Vendor shall guarantee their product and material as to quality, capacity, and performance, and to be free of defects in design, material and workmanship. The standard manufacturer’s warranty shall apply unless specified differently in the Solicitation.

14. PROFESSIONAL LICENSES:

Vendor shall maintain in current status all Federal, State, and local licenses and permits required for the operation of the business conducted by the Vendor as applicable to the Contract.

15. SUBCONTRACTS:

No subcontract shall be entered into by the successful Vendor after a Contract has been executed without advance written notice given to either the MAC Project Manager or the Purchasing Manager for review and approval. As part of Vendor Responses to the Solicitation, Vendors are asked to list any subcontractors to the project. All subcontracts shall comply with Federal, State, MAC ordinance, and local laws and regulations which are applicable to the services covered by the subcontract and shall include all the terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the subcontractor were the Vendor referred to herein. The Vendor is responsible for Contract performance whether or not subcontractors are used. MAC shall not unreasonably withhold approval and shall notify the vendor of MAC’s position within 15 days of receipt of written request by the Vendor.

16. NON-COLLUSION:

http://www.revenue.state.mn.us/businesses/sut/Pages/File-and-Pay.aspx

In responding to the Solicitation, the vendor affirms, under penalty of perjury, that their Response has been arrived at independently and has been submitted without collusion, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services as described in Solicitation, designed to limit independent quoting or competition. The contents of the Solicitation have not been communicated by the responder or its employees or agents to any person not an employee or agent of the responder or its surety or any bond furnished with their Response and will not be communicated to any such person prior to the official opening of the Request for Response.

17. INDEMNIFICATION:

To the fullest extent permitted by law, Vendor does hereby covenant and agree to indemnify, defend and hold harmless MAC and its Commissioners, officers, agents and employees (collectively “Indemnitees”) from and against any and all liabilities, losses, damages, suits, actions, claims, charges, judgments, settlements, fines or demands of any person arising by reason of injury or death of any person, or damage to any property, including all reasonable costs for investigation and defense thereof (including, but not limited to, investigative fees, attorney’s fees, court costs and expert fees) of any nature whatsoever arising out of or as a result of Vendor’s operation at or about the Premises…