SPECIFICATIONS FOR RFP 26-547

FUME HOOD INSPECTION, TESTING, AND CERTIFICATION

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking an experienced and qualified vendor to provide annual inspection and testing of the chemical fume hoods on campus.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION D - SCOPE OF WORK

Annual service is to be performed for fume hoods located in the Amstuz (9 SafeAire hoods) and Science Center (38 Mott hoods) Buildings.

Service to include the following:

• Testing of low flow alarm.

• Testing of automated and/or manual sash operation.

• Measurement of hood face velocity, reported in feet per minute. Acceptable results are 80-120 ft/min for

Amstutz SafeAire hoods and 60-80 ft/min for Science Center Mott low flow hoods.

• Measurement or calculation of hood volumetric flow, reported in cubic feet per minute.

• Air flow visualization using smoke tubes or equivalent. Performed per section 6.1.1 of ASHRAE 110 standard, or equivalent. Air flow visualization results shall be reported as follows:

o Fail - Smoke observed escaping from the hood.

o Poor - Reverse flow of smoke near opening. Lazy flow into opening along boundary. Observed potential for escape.

o Fair - Some reverse flow, not necessarily at the opening. No visible escape.

o Good - No reverse flows. Active flow streams into hood around boundary.

Additional Services-Preferred but not required:

• Testing and Certification of 4 biological safety cabinets- Velocity testing, inflow testing, HEPA filter leak testing

• Testing and Certification of 2 Laminar Flow Clean Bench- Air Velocity Certification, HEPA filters inspected, particle count certification

Service is to be conducted by trained technicians with experience in fume hood testing and inspection. All instruments used for testing shall have been calibrated within the last year or within the time period specified by the instrument manufacturer.

Any deficiencies shall be reported to the college on the day of testing with full documentation of testing to follow within fifteen (15) days. Calibration data for all testing instrumentation used shall be included in the report.

The contractor is required to place certification stickers attached to applicable fume hood to document testing including testing date and average face velocity measurement

Work shall be scheduled around laboratory space class schedules.

SECTION F – VENDOR QUALIFICATIONS

The contractor shall have been handling commercial and institutional accounts for at least three years immediately prior to the submission of this bid proposal.

Contractor must submit a list of at least three verifiable references from accounts for which work, comparable to that contained in these specifications has been completed.

Vendor must provide proof of safety training for all employees providing service.

SECTION G – CONTRACTORS RESPONSIBILITIES

Contractor must use personal protective equipment (PPE) for all work.

Schedule of Work Prior to the commencement of any work under this Agreement, the Contractor’s designated Project Manager shall provide Hudson Valley Community College (“HVCC”) Facilities Department with advance written notice of the proposed work schedule. On the initial day of mobilization, all Contractor personnel shall be required to check in with the HVCC Department of Campus Public Safety and shall provide an estimated duration of their presence on site. Additionally, the Contractor shall furnish the contact information of both the onsite foreman and the Project Manager to the Campus Public Safety office.

Self-Performance of Work The Contractor agrees to self-perform all work described in this Agreement using its own employees.

Subcontracting of any portion of the Work is strictly prohibited without the prior written consent of HVCC, which may be granted or denied at the sole discretion of the College.

Project Manager The Contractor shall assign a qualified and competent individual to serve as the Project Manager for the duration of the Agreement. This individual shall act as the primary point of contact and shall be responsible for the coordination and execution of the Work.

Final Cleaning Upon completion of the Work, and prior to demobilization, the Contractor shall remove all equipment, tools, excess materials, and debris from the site. The Contractor shall notify the designated HVCC Facilities representative to perform a final site inspection and approval.

Campus Operations and Access The College campus shall remain open and operational throughout the duration of the Work. Any activity that may impact internal services, utilities, or college operations must be pre-approved and coordinated with HVCC personnel to minimize disruption.

Prevailing Wage Requirements As a public institution, HVCC requires that all Contractor personnel engaged in work on site be compensated in accordance with applicable New York State prevailing wage laws. The Contractor shall provide certified payroll documentation and applicable wage rate schedules upon request by the College.

Quotes and Invoicing Requirements All services performed under this Agreement shall be preceded by the submission of a written quote or invoice to the designated HVCC representative. Quotes and invoices must include the contract bid number, applicable and approved labor rates, detailed material costs, and any approved material mark-ups. Lump sum pricing for labor or materials will not be accepted. Invoices shall be submitted only after services are completed and formally approved by HVCC.

Work Zone Traffic Control The Contractor shall implement appropriate safety measures to protect pedestrians, vehicles, and College property during performance of the Work. This includes, but is not limited to, the use of cones, barrels, barricade tape, or other suitable traffic control devices to delineate active work zones.

SECTION H – EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

Pricing: 50% Experience and Qualifications: 40% References: 10%

All pricing should be submitted on the provided bid form.

If located over 50 miles from Hudson Valley Community College, fuel surcharges will be allowed. Please provide pricing for fuel surcharges on the provided bid form.

SECTION I – TERM OF CONTRACT

This is a one-year contract running from September 1st, 2026, to August 31st, 2027. The college will have the option to extend this contract for two (2) additional one-year periods.

SECTION J - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

Evaluations for awards shall be completed within 90 days of bid submission deadline.

SECTION K – SUBMISSION INFORMATION

Questions regarding the RFP must be submitted through the Bonfire portal.

Vendors must submit proposals using our online application system, Euna Solutions (Bonfire), located at:

https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Proposals can also be mailed or hand delivered must be sealed and have the RFP name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION L – CONTACTS

Issuing Office

Environmental Health and Safety Paul Swieton p.swieton@hvcc.edu https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com