6-UTD20250905-AN RFP.pdf

UTD20250905-AN

University of Texas at Dallas Request for Proposals for As-Needed Pump Services

RFP # UTD20250905-AN

ISSUED ON: October 6, 2025

SUBMITTAL DEADLINE: November 3, 2025, at 5:00 PM CST

Prepared By:

Angela Niezgoda, Senior Buyer

The University of Texas at Dallas Office of Budget & Finance – Procurement Management

About University of Texas at Dallas (“UTD”)

The University of Texas at Dallas is a Carnegie R1 classification (Doctoral Universities

– very high research activity) institution, located in a suburban setting 20 miles north of downtown Dallas. The University enrolls more than 31,000 students — 72 percent undergraduate and 28 percent graduate — and offers a broad array of bachelor’s, master’s, and doctoral degree programs.

Established by Eugene McDermott, J. Erik Jonsson and Cecil Green, three founders of

Texas Instruments, UTD is driven by the entrepreneurial spirit of its founders and their commitment to academic excellence. In 1969, the public research institution joined The

University of Texas System and became The University of Texas at Dallas.

UTD is one of the fastest growing universities in the country and is among the top three public universities in Texas, as ranked by U.S. News and World Report. UTD is home to nationally ranked programs in a variety of fields, including those in science, engineering, business, and audiology. The University also has educational paths in the liberal arts and social sciences. UTD’s faculty includes members of the National Academies and more than 560 tenured and tenure-track professors. UTD’s athletic department is the second-largest Division

III program in the U.S.

1. Scope of Work The Office of Facilities Management of The University of Texas at Dallas (the “University”) is seeking proposals from qualified pump services providers (each, a “Contractor”) to perform pump, motor, mixer, blower and/or compressor troubleshooting, maintenance, repair, and rebuilding services (the “Services”) on an “as needed” basis, including emergency response, at various University locations. The Services will be performed on multiple types of pumps including but not limited to:

Circulation Pumps Booster Pumps & Rack Assembly Mixing Pumps Sewer Grinders & Grinder Sumps Trash Pumps Lifting Pumps Chill Water Pumps Split Case Pumps Submersible Pumps Electronic Boxes, Variable Drives Vacuum Pump and System

The Contractor will furnish all labor, materials, tools, equipment, supervision, transportation, and all effort necessary for the complete and satisfactory maintenance, inspection, and repair of the University pumps.

The Contractor will be experienced in the installation, removal, teardown, rebuild, and reinstallation of various types of pumps, installation of operating boxes, and connection of electrical wiring. The Contractor will provide service truck with crane equipment and operator, when needed, to perform the Services.

1.1. Personnel

1.1.1 The Services will be made in a neat and skillful manner, in accordance with the best practices of the trade. The Contractor will supervise, inspect, and direct the Services competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the Services in accordance with University requirements. The Contractor will be solely responsible for the means, methods, techniques, sequences, and procedures of the Services.

1.1.2 The Contractor will provide sufficient, competent, and suitably qualified personnel to complete the Services as stated in the scope of work, and the Contractor will at all times maintain good discipline and order at the site.

1.1.3. The Contractor will appoint a main point of contact, who will routinely review operations and consult with the University on current and future needs. The individual must be experienced in the Services being performed and fully capable of managing, directing, and coordinating the Services, reading and thoroughly understanding the contract (the “Agreement”), and receiving and carrying out directions from the University.

1.1.4. The Contractor will give all notices required by and will comply with all laws and regulations applicable to the performance of the Services. If the Contractor performs any of the Services knowing or having reason to know that it is contrary to laws or regulations, the Contractor will bear all claims, costs, losses, and damages (including but not limited to all fees and charges of engineers, architects, attorneys, and other professionals, and all court or arbitration or other dispute resolution costs) arising out of or relating to such Services.

1.1.5. The Contractor will submit a list by name and position of all personnel that will be assigned to perform the Services for the University. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor will notify the University in advance.

The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced.

1.2. Qualifications

1.2.1. The Contractor must have a minimum of ten (10) years of experience performing the Services.

The Contractor is responsible for ensuring the Services under the Agreement are performed by qualified personnel. The Contractor will list all skills, experience, licenses, certifications, and other qualifications relevant to the Services for all personnel assigned to perform such Services for the University. Proposers must also describe their quality assurance program.

1.3. On-Call Services

1.3.1. Routine Services – except as otherwise required for the safety or protection of persons or property at the site or adjacent thereto, are restricted to daylight hours performed during regular business hours, and only when visibility conditions allow safe performance of the Services. The Contractor will not permit performance of the Services on a Saturday, Sunday, or any legal holiday without the University’s written consent (which will not be unreasonably withheld) given after prior written notice to the University.

1.3.2 For all intents and purposes, regular business hours will consist of 8:00 AM to 5:00 PM.

1.3.2. Emergency Services – will be performed as necessary with prior approval by the University.

The Contractor must be able to provide emergency Services twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year, including holidays, to handle University needs and emergencies after-hours. The University will contact the Contractor and advise the nature of the emergency Services that are required.

1.4. Vehicles and Parking

1.4.1. All Contractor vehicles used in performance of the Services on University premises will be clearly identified as company vehicles, and be maintained in a neat, clean, and sanitary condition. All Contractor vehicles must park in designated service vehicle parking area only.

1.5. Cost Proposal Form

1.5.1. The Contractor will provide proposed costs utilizing the Cost Proposal Form included with the scope of work. The Contractor will define the proposed hours of operation, hourly rate, travel expense, and material cost mark-up percentage.

2. Response Format

2.1. Requirements

All questions related to this solicitation shall be submitted within Bonfire prior to the questions deadline.

In order to be considered, contractors must submit a complete proposal in response to this RFP by the stated deadline. Additionally, all required forms listed below must be fully completed and included with the submission:

2.1.1. Completed Proposer Questionnaire

• Contractors shall provide a detailed response to all sections of the attached proposer questionnaire. Submission of an incomplete questionnaire may result in disqualification.

2.1.2. Completed Cost Proposal Form

• Contractors shall submit a completed cost proposal form with all the requested information completed.

• Per section 1.6.1 of the proposer questionnaire, contractors may provide cost information at the bottom of the spreadsheet for anything described in this section, if different than the normal proposed rates.

2.1.3. Completed Signature Page

2.1.4. Completed Terms and Conditions

3. Evaluation Criteria

Criteria Score Percentage

Cost of Providing the Service 30%

Experience and Qualification 25%

Extent to Which Goods/Services Meet University’s Requirements

25%

Proposer’s Past Performance on Representatives Projects

20%

Total 100%

Any discussion of the RFP with a department staff member can result in Bidder disqualification. All questions regarding the RFP should be directed through the Bonfire portal.