9-RFP-9460 Building Automation System Service Agreement II.pdf

County of Allegheny

SARA INNAMORATO

COUNTY EXECUTIVE

DEPARTMENT OF MANAGEMENT AND BUDGET

DIVISION OF PURCHASING AND SUPPLIES

REQUEST FOR PROPOSAL

FOR

BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II

SPECIFICATION NO. 9460

This Request for Proposal contains requirements for proposers to assist the County in meeting

M/W/DBE goals and our Veteran owned small business goals. Therefore, proposers must document their plan or good faith efforts to meet those goals. Please see the Requirements and fill out the

Participation Statement.

RFP DUE DATE: Wednesday, April 1, 2026, 11:30 A.M., E.T.

PROPOSAL SUBMITTAL: All proposals must be submitted electronically. No proposals shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

PERIOD OF CONTRACT: May 1, 2026 – April 30, 2029

Chloe Wojcik Purchasing Agent

412-350-6179 Chloe.Wojcik@AlleghenyCounty.us mailto:Chloe.Wojcik@AlleghenyCounty.us

REQUEST FOR PROPOSAL

RFP NUMBER: 9460

TITLE: RFP for BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II

DUE DATE: April 1, 2026 ADVERTISING DATE: February 26, 2026

DESCRIPTION: Proposal to provide BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II to the County of Allegheny

The undersigned hereby offers to furnish and deliver the articles or services as specified in strict accordance with the RFP and scope of proposal, all of which are made a part of this request. This offer is not subject to withdrawal without permission of the County of Allegheny Chief Purchasing Officer.

FULL LEGAL COMPANY NAME: _____________________________________________________

STREET ADDRESS: __________________________________________________________________

CITY, STATE AND ZIP CODE: ________________________________________________________

AUTHORIZED SIGNATURE: _________________________________________________________

PRINT NAME: _______________________________________________________________________

TITLE OF AUTHORIZED SIGNER: ____________________________________________________

TELEPHONE #: ______________________________________________________________________

FAX #: ______________________________________________________________________________

E-MAIL ADDRESS: __________________________________________________________________

COMPANY INFORMATION

(This information is for tracking purposes only and has no role in the determination of the lowest, responsive, responsible proposer.)

[ ] check here if your firm is registered with the Allegheny County Department of Equity and Inclusion

[ ] check here if your firm is a “Minority Business Enterprise” or “MBE” as defined in the Small Business Act, 15 USC

[ ] check here if your firm is a “Women Business Enterprise” or “WBE” as defined in the Small Business Act, 15 USC

[ ] check here if your firm is a “Small Business” as defined by the Small Business Administration (13 C.F.R. 121.201, in most cases, this means a business with 500 or fewer employees)

NOTE: A COPY OF THIS PAGE FULLY COMPLETED MUST BE SUBMITTED WITH YOUR PROPOSAL.

TABLE OF CONTENTS

1. GENERAL INSTRUCTIONS TO SUPPLIERS

1.1 Purpose of Request for Proposals

1.2 About this Document

1.3 Terminology

1.4 Issuing Office

1.5 Proposal Delivery, Time, Date and Place

1.6 Proposal Submissions

1.7 Clarification of Requirements & General Questions

1.8 Sustainable Procurement

1.9 Addenda, Clarification and Modifications

1.10 Examination of Documents and Requirements

1.11 Minority, Women or Disadvantaged Business Enterprise (MWDBE) Requirements

1.12 Veteran Owned Small Business Requirements

1.13 Conflict of Interest

1.14 Proposal Preparation Costs

1.15 Insurance

1.16 Option to Extend

1.17 Right to Terminate

2. SCOPE OF CONTRACT ...................................................................................... Error! Bookmark not defined.

2.1 Background

2.2 General Requirements

2.3 Scope of Work – General

3. PRICE

4. EVALUATION CRITERIA

4.1 Evaluation Process

4.2 Additional Information

4.3 Award Criteria I

4.4 Award Criteria II (Responsibility) ............................................................... Error! Bookmark not defined.

4.5 Final Award Process

5. TERMS OF CONTRACT

5.1 Period of Contract

RFP for BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II SPEC#9460 Section 1

1. GENERAL INSTRUCTIONS TO SUPPLIERS

1.1 Purpose of Request for Proposals

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for the provision of BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II (the “RFP”) to the County of Allegheny, (the “County”). The County as represented by its Division of Purchasing and Supplies, intends to use the results of this process to award a contract to one or possibly more successful suppliers.

1.2 About this Document

This document is a Request for Proposal, otherwise referred to as RFP. It differs from an invitation for bid in that the County is seeking a solution, not a quotation, meeting firm specifications for the lowest price. As such, the lowest price proposal shall not guarantee an award recommendation. The electronically received proposals shall be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, experience in the field, availability or capability may be overriding factors. Price may not be determinative in the issuance of a contract award. The proposal evaluation criteria should be viewed as a standard that measures how well a supplier’s proposal meets the desired requirements and needs of the County. The criteria considered in evaluating the award are set forth in this document.

The County shall thoroughly review all proposals received. The County shall also utilize its best judgment when determining which suppliers to schedule meetings with after receipt of all proposals. The request for proposal process allows the County to negotiate with suppliers prior to awarding a contract. A contract shall be awarded to a qualified responsible supplier(s) submitting the best proposal. The County reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The issuance of this RFP does not obligate the County to enter into contract for any services or equipment.

1.3 Terminology

“Agreement” means the negotiated contract between the County and the Contractor to provide the Contract

Services or Contract Items.

“County” identifies the County of Allegheny, Pennsylvania.

“Proposer” or “Supplier” means the person, firm, or corporation that submits a proposal to the Court and County, in response to the RFP, seeking to be selected as the Contractor.

“Contractor” means the entity selected by the County to perform the Contract Services or provide the Contract

Items.

“Contract Services” means the services provided under the Scope of Contract as set forth in Section 2 of the RFP and as finalized, through negotiations, and incorporated into the Agreement.

“Contract Items” means the goods provided under the Scope of Contract as set forth in Section 2 of the RFP and as finalized, through negotiations, and incorporated into the Agreement.

1.4 Issuing Office

This RFP is issued for the County by the Division of Purchasing and Supplies (Issuing Office). The Issuing Office is the sole point of contact in the County for this RFP. Please refer all inquiries in writing to.

Point-of-Contact:

Chloe Wojcik, Purchasing Agent Chloe.Wojcik@AlleghenyCounty.US Phone 412-350-6179, Fax 412-350-5883

It is proposed that if a contract is entered into as a result of this RFP, it shall be a fixed price contract, unless otherwise stated, on a list of products or services and / or a percentage discount from catalog list price for list of manufacturers covered by the contract. The contract shall incorporate by reference this RFP and the General Conditions and Instruction to Suppliers.

Proposers who have received the RFP from a source other than through Bonfire central notification are advised to contact the point-of-contact above to provide their company’s contact information. Proposers who have received the RFP by any method are responsible for checking the website to obtain any addenda.

1.5 Proposal Delivery, Time, Date and Place

Separate and sealed Proposals will be received electronically until 11:30 A.M., E.T., Wednesday, April 1, 2026, for

BUILDING AUTOMATION SYSTEM SERVICE AGREEMENT II.

The County reserves the right to extend or postpone the date and time for accepting proposals through an addendum.

All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by supplier shall become the property of the County when received.

Nothing submitted shall be considered confidential or proprietary.

1.6 Proposal Submissions

Proposers are required to submit their Proposals electronically via https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities. No Proposals shall be accepted in person, by U.S.

Mail, by private courier service, via oral or e-mail communication, telephone or fax transmission.

Proposals must be submitted in the format described in this RFP. To be considered, the proposal must respond to all requirements in the RFP. The contents of this RFP and your proposal shall become part of any contract(s) entered into as a result of this RFP.

The County reserves the right to request additional information which, in the County's opinion, is necessary to assure that the proposer's competence, business organization, and financial resources are adequate to perform in accordance with this RFP and any resultant contract.

The County may make such investigation as it sees fit to determine the ability of the proposer to perform the work, and the proposer shall furnish the County all such information and data for this purpose as requested by the County.

The County reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the County that such proposer is properly qualified to carry out the obligations of the contract and to satisfactorily perform the work specified.

https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities

When asked, proposers shall also include their answers to the questions listed in this RFP using the same answering sequence as put forth in the RFP.

Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer’s ability to meet the requirements of the RFP.

Any other information thought to be relevant, but not applicable to the enumerated questions, should be provided as an appendix to the proposal.

1.7 Clarification of Requirements & General Questions

It is the intent and purpose of the County that this RFP permit competitive proposals. It shall be the supplier’s responsibility to advise the point-of-contact if any language, requirements, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notifications and general questions regarding this solicitation must be submitted electronically via the Bonfire system https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities and must be received no later than seven (7) days prior to the date and time noted above. A review of such notification and questions will be made and a timely response will be posted on the Bonfire site.

1.8 Sustainable Procurement

Allegheny County passed a Sustainable and Socially Responsible Procurement amendment to the county’s procurement and contracting code, which supports our ongoing efforts to integrate sustainable best practices in all county activities. Potential vendors must complete a Vendor Internal Sustainability Profile, demonstrating a commitment to sustainable business practices including actions and/or policies that address preservation of the environment, minimizing carbon impact, and protecting local and global communities. This could include energy and water efficiency efforts, greenhouse gas emission reductions, waste diversion practices, environmental responsibility, and awareness as part of investment decisions or in the development of goods and services, and more. Suppliers shall comply with all applicable environmental laws, regulations, and standards.

Contracted vendors should be prepared to provide this information about their own sustainable business practices, along with annual reporting requirements concerning the sustainable practices related to their goods and/or services provided to the county. These reporting requirements will be specified in each bid.

Waste Management

Supplier must practice responsible waste management and disposal. Supplier should take back shipping material or packaging that can be reused for future deliveries, including but not limited to pallets, plastic wrap, and cardboard boxes. Suppliers should provide the county will information on any take-back programs available to reuse or recycle spent or unused items.

Packaging

Supplier shall eliminate packaging or use the minimum amount necessary for product protection, including reductions in cardboard boxes, when possible, elimination of all Styrofoam packaging and minimizing plastic packaging. Supplier shall use where possible recyclable or compostable materials for packaging.

https://alleghenycounty.bonfirehub.com/portal/?tab=openOpportunities

Transportation

Deliveries will occur on agreed upon days, 1-2 days a week, to reduce trips and carbon footprint.

1.9 Addenda, Clarification and Modifications

Any changes, additions, deletions, or clarifications to the RFP are made by amendments (addenda). All addenda will be posted by the County on the Bonfire system, and it will be the responsibility of the proposer to access the addenda.

Any supplier in doubt as to the true meaning of any part of the RFP documents may request any interpretation thereof from the Issuing Office. At the request of the supplier, or in the event the Issuing Office deems the interpretation to be substantive, the interpretation shall be made by written addendum issued by the Issuing Office. Such addendum issued by the Issuing Office shall become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations shall be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the Issuing Office no later than seven

(7) days prior to the proposal closing date.

All addenda, amendments, and interpretations of this solicitation shall be in writing. Any amendment or interpretation that is not in writing shall not legally bind the County. Only information supplied by the County in writing or in this RFP should be used in preparing proposal responses. All contact that a supplier may have had before or shall have after receipt of this RFP with any individuals, employees, or representatives of the County and any information that may have been read in any news media or seen or heard in any communications facility regarding this RFP should be disregarded in preparing responses.

The County does not assume responsibility for the receipt of any addendum posted on Bonfire or sent directly to suppliers. All addenda issued must be signed via Bonfire along with the proposal.

1.10 Examination of Documents and Requirements

Proposers shall carefully examine all RFP documents and thoroughly familiarize themselves with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements effecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the supplier from an obligation to comply, in every detail, with all provisions and requirements of the RFP.

1.11 Minority, Women or Disadvantaged Business Enterprise (MWDBE) Requirements.

MWDBEs shall receive equal opportunities to submit proposals and shall not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award.

A MWDBE is defined as a small business concern that is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one or more socially and economically disadvantaged individuals.

Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and subcontinent Asian Americans.

A listing of MWDBEs certified by the County and the Pennsylvania Unified Certification Program can be found at www.paucp.com or https://www.alleghenycounty.us/Projects-and-Initiatives/Equity-and- Inclusion/Pennsylvania-Unified-Certification-Program%C2%A0PA-UCP

1.12 Veteran Owned Small Business Requirements

Allegheny County has an annual goal of not less than five (5) percent participation by veteran-owned small businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to contracts. The County, therefore, requires that all prospective Contractors demonstrate good faith efforts to obtain the participation of veteran-owned small businesses in work to be performed under County contracts. In order to demonstrate this good faith commitment, all prospective Contractors are required to complete and submit with their proposals an MBE/WBE/Veteran Owned Solicitation and Commitment Form, which details the efforts made by the prospective Contractor to obtain such participation. Failure to submit an MBE/WBE/Veteran Owned Solicitation and Commitment Form will result in rejection of the proposal.

A. Veteran-owned small business is defined by the County as a business having one hundred (100) or fewer full-time employees and not less than fifty-one (51) percent of which is owned by one (1) or more veterans, or in the case of any publicly owned business, not less than fifty-one (51) percent of the stock of which is owned by one (1) or more veterans, and the management and daily business operations of which are controlled by one (1) or more veterans. Vendor MUST provide proof of veteran ownership including percentage & name and address of business.

B. For contracts under one hundred thousand dollars ($100,000.00), veteran-owned small businesses shall be exempt from all bonding requirements.

C. THE ATTACHED FORMS (VETERAN OWNED SMALL BUSINESS PARTICIPATION

STATEMENT AND VETERAN OWNED SMALL BUSINESS-WAIVER REQUEST) MUST BE

COMPLETED AND SUBMITTED WITH ALL PROPOSALS. FAILURE TO SUBMIT THESE

DOCUMENTS MAY RESULT IN THE REJECTION OF YOUR PROPOSAL.

D. Attach a copy of vendor(s) DD 214 discharge form to participation statement.

1.13 Conflict of Interest

The proposer shall not accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the County.

By signing their proposal, the proposer certifies and represents to the County that the proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantaged information, recipient’s decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

1.14 Proposal Preparation Costs

Issuance of this RFP does not commit the County, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the County to contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the proposer.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.paucp.com%2F&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940722059%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6ZrPSRZ1fwSM8QdKWoTlHhcDpq44EJwB1OAPexUhJzY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.alleghenycounty.us%2FProjects-and-Initiatives%2FEquity-and-Inclusion%2FPennsylvania-Unified-Certification-Program%25C2%25A0PA-UCP&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940699778%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ne%2B5y8oJiq64jApJtSBGO3QCNGVReaFfO5GBK3fRWSM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.alleghenycounty.us%2FProjects-and-Initiatives%2FEquity-and-Inclusion%2FPennsylvania-Unified-Certification-Program%25C2%25A0PA-UCP&data=05%7C02%7CNina.Morris%40AlleghenyCounty.US%7Ceffc80c0d47d4abda02908dd510b7a1a%7Ce0273d12e4cb4eb19f708bba16fb968d%7C0%7C0%7C638755831940699778%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Ne%2B5y8oJiq64jApJtSBGO3QCNGVReaFfO5GBK3fRWSM%3D&reserved=0

1.15 Insurance

Insurance -The supplier shall obtain and maintain during the life of the contract, with an insurance supplier rated not less than A- by A.M. Best, authorized to do business in the Commonwealth of Pennsylvania, the following insurance requirements:

Automobile Liability – Commercial Auto Insurance covering any owned, hired, and/or non-owned autos with minimum limits of $1,000,000 per accident for bodily injury and property damage.

Commercial General Liability – Commercial General Liability (CGL) insurance written on an occurrence basis covering bodily injury, property damage, personal & advertising injury, products, completed operations, and contractual liability with limits of no less than $1,000,000 per occurrence and $2,000,000 general aggregate.

Professional Liability / Pollution – Coverage shall protect the Supplier and any subcontractor performing work under the Contract from claims, errors, and omissions which arise from operation of the Contract, whether such operations are performed by the Supplier, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $5,000,000 each occurrence and in the aggregate. The policy shall also include pollution liability coverage on a combined form covering bodily injury, property damage, and cleanup costs with limits of at least $1,000,000 per incident.

Workers Compensation and Employers Liability – The Supplier shall meet the statutory requirements of the Commonwealth of Pennsylvania and shall have Part II Employer’s Liability Insurance with limits of no less than $500,000 per accident, $500,000 disease per policy limit, and $500,000 disease each employee.

Umbrella Liability - A “follow form” policy with minimum limits of $5,000,000 per occurrence over the underlying policies, which at minimum must include General Liability, Commercial Auto, and Workers’ Compensation Part II.

Proof of Insurance – The Supplier shall not commence any work in connection with the contract until it has obtained all of the forgoing types of insurance and proof of such insurance provided on an ACORD form 25 has been approved by the County. The supplier shall not allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained and approved.

Deductibles – The County shall be exempt from, and in no way liable for, any sums of money which may represent a deductible or self-insured retention in any insurance policy. The payment of such deductible or self-insured retention shall be the sole responsibility of the supplier and/or subcontractor providing such insurance.

Additional Insured – The County shall be named as an additional insured for operations or services rendered under the CGL, Auto, Professional Liability, Pollution, and Umbrella coverages. The supplier’s insurance shall be primary and non-contributory of any self-funding and/or insurance otherwise carried by the County for all loss or damages arising from, caused by, or related to the supplier operations under this agreement.

Additional Requirements – Certificates of insurance will be furnished to the County and shall contain the provisions that the County be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring supplier. Should any or all of the required insurance coverage be self-funded/self-insured a copy of the certificate of Self Insurance or other documentation from the County Department of Insurance shall be furnished. If any part of the work under the contract is sublet, the subcontractor shall be required to meet all insurance requirements set forth in the Contract.

Supplier hereby grants to County a waiver of any right to subrogation which any of Supplier’s insurers may acquire against County by virtue of the payment of any loss under such insurance. Supplier agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not County has received a waiver of subrogation endorsement from the insurer. Nothing contained herein shall relieve the Supplier from meeting all insurance requirements or otherwise being responsible for the subcontractor.

No program of self-insurance shall apply to any of the foregoing coverages without prior approval of the County.

The successful proposer shall be responsible to require his sub-contractors to comply with all of the insurance requirements of this agreement.

The Chief Purchasing Officer may waive or modify any of the insurance requirements at his discretion.

1.16 Option to Extend

The Division of Purchasing and Supplies, reserves the right, upon notice to the supplier, to extend the Agreement or any part of the Agreement for up to three (3) months, upon the same terms and conditions after the indicated expiration date as described in the Agreement. This shall be utilized to prevent a lapse in Agreement coverage for the goods or services indicated on the Agreement, and only for the time necessary to enter into a new Agreement. When applicable, an extension notice shall be issued defining the exact extension of the Agreement; all other terms and conditions of the extended Agreement shall remain in full force and effect.

1.17 Right to Terminate

The county retains the right to terminate any contract(s) resulting from this solicitation upon thirty (30) days written notice.

Section 2

2. SCOPE OF CONTRACT

2.1 Background

The Siemens building automation system (BAS), located at the Public Health Laboratory (119 Commonwealth Drive, Warrendale, PA 15086) is a centralized network that monitors and controls the building's mechanical and electrical systems, such as HVAC, lighting, and similar parameters. Additionally, and of great importance to the laboratory from the standpoint of safety and compliance – the positive and negative airflow differentials between various rooms and corridors. This is of vital importance to ACHD’s Select agents Program, and the Biosafety Level Three (BSL-3) portion of the Laboratory in which it is housed. By integrating these systems, the BAS provides a single platform for management to improve upon parameters such as energy efficiency, staff members’ comfort, and enhanced safety.

By using sensors to collect data and controllers to adjust various systems in real-time based on that data, various conditions within the building can be monitored, and in many cases controlled by a human operator interfacing with the systems Desigo software component.

A user interface exists that is permissions based which can be used to monitor and/or control various parameters associated with the system. This interface has been established using Siemens Desigo software as the point of connection between operator and hardware. The Desigo CC dashboard and its underlying components allow administrators, building managers, and BSL-3 staff to interact with the system, view its status, and set parameters.

2.2 General Requirements

The County is seeking a proposer(s) to: perform regularly scheduled (e.g. monthly/bimonthly) maintenance checks on the building automation system to ensure that overall well-being of the system, collect data where necessary, report any mechanical issues that may have arisen, but is not manifest to Laboratory staff, building manager, etc. The service agreement should be renewable at the Laboratory’s discretion.

2.3 Scope of Work – General

The successful bidder must be proficient in the understanding and application of the Desigo software system, they must be able to function not only as an analyst in the system, but also as an operator. Anyone working in this capacity must be able to troubleshoot when necessary.

The successful bidder must establish and adhere to a schedule of regular service checks that is agreed upon and approved by the Public Health Laboratory, with input from property managers Elmhurst Properties. All aspects of preventative maintenance that are recommended for the system will need to be accounted for.

The successful bidder must be capable of recognizing the need for software modifications to the existing system, must be able to provide back-ups, and must be able to install software revisions when they become available.

The successful bidder must agree that all personnel who will access the Laboratory’s commissioned and licensed biosafety level three (BSL-3) facility will receive visitor training prior to any such access that is in the area of containment for BSL-3. Relatedly, the bidder must be aware of and abide by the laboratory/BSL-3 space’s security requirements such as use of radio frequency Identification (RFID) cards, and correct movement through the BSL-3 suite.

The successful bidder must work alongside the Laboratory as well as mechanical and other building contractors to ensure that any mechanical process associated with the BAS are carried through to effect satisfactorily. The bidder must recognize all aspects of a complex project/duty properly fall under the jurisdiction on the BAS service contract providers and work alongside other vendors to accomplish the overall goal. They should be able to check and provide maintenance to equipment and components, check their performance, and provide simple repairs in select cases.

The successful bidder must be aware of the laboratory’s licensing and daily work needs and must be respectful of them. Any action which would provide hazardous conditions within the laboratory, such as a stoppage in regular airflow/balance while diagnostic work is occurring, will need to be brought to the attention of management within the laboratory.

Section 2

The bidder will need to provide the laboratory with a prompt and defined response time for service requests, particularly when they involve emergencies and/or laboratory safety or essential function. Regular service hours, projected response times, emergency response times and related information must be disclosed to the laboratory and deemed acceptable by it prior to the execution of any agreement.

The successful bidder must make staff available for consultation during Centers for Disease Control (CDC) inspections, where information concerning BAS function/trends/etc. is frequently sought. Bidder representative must be able to clearly articulate a response to any requested information sought by an inspector.

Section 3

3. PRICE

Suppliers shall submit their pricing via the following format:

All pricing breakdowns must include, but not be limited to:

- The base charge, including all fees, with billing frequency (annual, semi-annual, monthly, etc)

- An explicit statement of customer directed support visits o Basic structure schedule preferred

- An explicit statement of:

o Hours of coverage o Remote (phone, text email) response times o On-site response times

- Any applicable discounts for additional labor and materials

Section 4

4. EVALUATION CRITERIA

4.1 Evaluation Process

All proposals are subject to be evaluated by the point-of-contact, the Chief Purchasing Officer or an evaluation committee made up of County department representatives and/or an independent consultant.

The County uses the concept of “Best Value” in evaluating proposals. “Best Value” means the overall combination of quality, price and various elements of required services that in total are optimal relative to the County’s needs and most advantageous.

4.2 Additional Information

Suppliers to this RFP may be required to submit additional information that the County may deem necessary to further evaluate the supplier’s qualifications.

4.3 AWARD CRITERIA

Each proposal shall be evaluated by a Selection Committee, appointed by the County Manager. The Committee shall use the following criteria to determine which vendor is capable of implementing the requirements outlined in the RFP.

However, the Committee, in its sole discretion, may use other criteria to make its decision and is not limited to the items listed below:

A. The supplier’s experience with and ability to do the specific work, including experience in the administration of building automation systems in general, and the Desigo software system specifically.

B. The supplier’s understanding of the service agreement’s purpose and scope, as evidenced by the proposal approach and level of effort.

C. Competitiveness of proposed costs to participants.

D. Availability and competence of personnel with the appropriate training and compensation in building automation system oversight.

E. Conformity with the specifics outlined in the RFP.

F. Data presented during an oral presentation, at the discretion of the Committee.

G. Innovation in approach to building automation system oversight.

As stated above, respondents may be required to provide an oral presentation, followed by a question and answer session. The number of finalists to be selected for an oral presentation has not been determined; however, the number is not expected to exceed three. Any such presentations shall be at no cost to the County.

In addition, selection of the administrator shall be conditioned upon a site visit by up to three members of the selection committee, to be conducted at a mutually agreed date and time. All expenses incurred by the members of the selection committee for this site visit shall be borne entirely by the administrator and shall be considered a cost of responding to the RFP.

It is the County’s expectation that upon successful conclusion of contract negotiations, that the selected administrator shall implement the transition work plan outlined in their response to this RFP for an effective date of May 1, 2026.

The County reserves the right to award in part, to reject any and all proposals in whole or in part, and to waive technical defects, irregularities and omissions if, in its judgment, the best interests of the County shall not be served.

Section 4

4.5 Final Award Process

A shortlist of proposers may be determined. These short-listed proposers may be scheduled for a structured oral presentation or interview. Any such presentations shall be at no cost to the County. The County also reserves the right to visit the proposer’s facilities, offices and warehouses. The oral interview may be recorded or videotaped. At the end of the oral presentation/interview process, the evaluation of the respondents shall be completed. At this time the supplier(s) deemed most advantageous to the County shall be chosen.

Section 5

5. TERMS OF CONTRACT

5.1 Period of Contract

The period of contract shall be May 1, 2026, through April 30, 2029.

The County retains the right to terminate any resulting contract upon thirty (30) days written notice.