As Needed Facility Services Pool -Dec 2023.pdf

LCC RFP 23/24-05 Facility Maintenance Services

RFP 23/24-05

Request for Proposal

As Needed Facility Services Pool

Issue Date: Friday, November 17th, 2023 2:00 pm Closing Date: Monday, December 18th, 2023 2:00 pm (Local Time)

SUBMITTAL LOCATION

https://bidlocker.us/a/lanecc/BidLocker

INDEX

Part I INVITATION Page 3

Part II INFORMATION SUBMISSION AND REQUEST Page 4

Part III INSTRUCTION TO PROPOSER Page 5-7

Part IV CONTRACT CONDITION Page 8

Part V SCOPE OF WORK & GENERAL REQUIREMENTS

Page 9-12

Appendix A Specific Experience Form Page 13

Appendix B Proposal Form & General Information Page 14-17

1. INVITATION

Lane Community College of Eugene is located in Oregon with 34 buildings and over 1.3 million gross square feet. The maintenance and improvements of these facilities occasionally require the support of a professional services provider and Lane Community College is seeking proposals from qualified firms to provide professional maintenance services on an assignment basis as defined in ORS 279B.070.

Selected respondents from this solicitation will form a pool for provision of professional services assignments on an “as-called” basis. The Asst. Director of FMP is responsible for overseeing the service and will initiate the call and represent the University accordingly. Firms that become part of the pool will still be eligible to respond to RFPs for other College projects

It is the intent of the College, as a result of this solicitation, to develop a list of qualified service firms, any of whom may be called upon to provide services during the three-year period ending June 30, 2026.

The College does not intend to add firms to this pool before June 30, 2026.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer. Minority and women-owned business are encouraged to participate in this solicitation.

All Proposals submitted shall contain a statement as to whether the Proposer is a resident or non-resident Proposer as defined in ORS 279C.365.

The Board of Education of Lane Community College may waive any or all informalities and irregularities, may reject any Proposal not in compliance with all prescribed public procurement procedures, and may reject, for good cause, any or all Proposals upon a finding of the College that it is in the public interest to do so.

The Request for Proposals (RFP) is posted and available for download at https://bidlocker.us/a/lanecc/BidLocker.

2. INFORMATION SUBMISSION AND REQUEST

Please contact to contractprocurement@lanecc.edu if you have any additional questions.

Interested firms may submit responses to this invitation by completing the requested documentation and submitting it to:

not later than December 18th ,2023 2:00 PM

Laura T. Aung Director, Contract and Procurement Lane Community College, 400 E 30th Ave, Eugene, OR.

aungl@lanecc.edu

Mark Richardson Associate Director of Facilities Management & Planning Lane Community College, 400 E 30th Ave, Eugene, OR

(541) 463-3456 richardsonm@lanecc.edu mailto:contractprocurement@lanecc.edu mailto:aungl@lanecc.edu tel:+1-541-463-3456 mailto:richardsonm@lanecc.edu

3. INSTRUCTION TO PROPOSER

1) DEFINITIONS

Hereinafter Lane Community College shall be referred to as “College” or “LCC”. Persons, firms, agencies, partnerships, or companies submitting responses to this invitation shall be referred to as “Proposers” and the successful Proposer to whom the work is awarded shall be referred to as “Contractor” or “Vendor” or “Supplier”. “Proposal Documents” and “invitation” shall mean this Request for Proposal (RFP) in its entirety.

2) PROPOSERS REPRESENTATION

Proposers, by the act of submitting their proposals, represent that:

a) They have read and understand the Proposal Documents and their Proposal is made in accordance therewith;

b) They have familiarized themselves with the local conditions under which the work will be done to their satisfaction;

c) Their Proposal is based upon the requirements described in the Proposal Documents without exception (unless exceptions are clearly stated in the response);

3) CONDITIONS OF SUBMITTAL

By submitting a response to this invitation, the person or entity proposing (hereafter referred to as "Proposer") confirms, under the risk of committing perjury, that both the Proposer and any individuals signing on behalf of the Proposer (including sole proprietorship, partnership, or corporation representatives) hereby certify, to the best of their knowledge and belief, that no member of the college Board of Education or any other college officer, employee, or person receiving salary payments, either in whole or in part, from Lane Community College, holds a direct or indirect financial interest in the proposal or the services it pertains to, nor in any of its resulting profits, except as fully disclosed in the Proposer's Transmittal Letter submitted in response to this invitation.

3) ADDENDA

a) Addenda shall be posted at https://bidlocker.us/a/lanecc/BidLocker.

b) No addenda shall be issued later than four days prior to the date set for receipt of Proposals except an addendum, if necessary, postponing the date for receipt of Proposals, or withdrawing the invitation.

c) Each Proposer shall ascertain, prior to submitting a Proposal, that the Proposer has received all Addenda issued, and receipt of each Addendum shall be acknowledged in the appropriate location on the Proposal Form.

4) COST OF RFP AND ASSOCIATED RESPONSES

This RFP does not commit the College to paying any costs incurred by any Proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary.

5) RIGHT TO CLARIFICATION AND ADDITIONAL RESEARCH

a) The College reserves the right to obtain clarification of any point in a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal.

b) The College may obtain information from any legal source for clarification of any Proposal or for information on any Proposer including, but not limited to, the Proposer’s clients, police files, insurance files and agencies, credit bureaus and professional organizations. The College need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received.

c) The College may perform, at its sole option, investigations of Proposers. Information may include, but shall not necessarily be limited to credit history, recent financial statements, current litigation, bonding capacity and related history, contracting references, etcetera. All such documents, if requested by the College, become part of the public records and may be disclosed accordingly. If, in the sole judgment of the College, it is determined that a bidder or proposer is unable to demonstrate financial responsibility in accordance with ORS 279B.110, then that respondent will be declared a non- responsible bidder or proposer and the subject proposal shall be rejected in accordance with OAR 279B.100.

6) REJECTION OF PROPOSALS

The College reserves the right to reject any or all proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to:

a) Failure of the Proposer to adhere to one or more of the provisions established in this RFP;

b) Failure of the Proposer to submit a proposal in the format specified herein;

c) Failure of the Proposer to submit a proposal within the time requirements established herein;

d) Failure of the Proposer to adhere to ethical and professional standards before, during, or following the proposal process.

The College may reject any proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all proposals upon a finding of the College that it is in the public interest to do so.

7) MODIFICATION OR WITHDRAWAL OF PROPOSAL

a) Prior to the time and date designated for receipt of Proposals, Proposals submitted early may be modified or withdrawn only by removing them from the College’s Bid Locker portal prior to the time designated for receipt of Proposals.

b) Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with these Instructions to Proposers.

8) PROPOSAL OWNERSHIP

a) All proposals submitted become and remain the property of the College and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes.

b) Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the College shall make available to any person requesting information through the College's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so.

9) PREVAILING OPINION

Should any doubt or difference of opinion arise between the College and a Proposer as to the services to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the College shall be final and binding upon all parties.

10) TIMING

The College intends to follow the following schedule:

Issue Request for Proposal November 17,2023 RFP closes Dec 18,2023 Analyze responses and submit to Board by (if needed) Jan 15 ,2024 Board of Education Approval of Pool January 2024 Notify responders by January-February 2024

4. CONTRACT CONDITIONS

Depending on the scope of services and the size of the project the college will contract with contractors using standard Purchase Orders or contracts. Likewise, depending on the scope of services, compensation shall be based on fixed fees or hourly rates not to exceed a stated maximum dollar value.

The projects generated in connection with this solicitation may be divided among several contracting jobs depending upon availability and qualifications.

1) CONDITIONS OF SERVICE

The successful proposer(s) shall be retained for the work described above under the following conditions:

a) The firm(s) shall accept assignments only from the LCC Director of Facilities Management & Planning, the Associate Director of FMP, or their designee; assignments may not be modified by clients, students, other staff, or outside agencies unless approved in writing by the AVP or Asst Director of Facilities Management & Planning; and

b) The firm shall accept assignments only if the firm certifies that they can meet the project’s time requirements.

2) ASSIGNMENTS

The college is free to contract for services with any firms that are members of the pool. There is no guarantee that all of the firms that are members of the pool will be asked to provide services.

3) COMPENSATION

Depending on the scope of services and the size of the project, the college will contract with firms using either standard agreement forms or Purchase Orders. Compensation shall be based on fixed fees or hourly rates not to exceed a maximum plus reimbursable expense. Any changes necessary will be accomplished by the issuance of Change Orders or additional Purchase Orders.

a) Mark-ups on reimbursable expenses are not permissible.

b) Mark-ups on sub-consultant costs are not permissible

c) Transportation rate is the current IRS rate.

d) All rates are negotiable.

e) Labor rate should be adhered prevailing rate of BOLI (labor rate ) https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx

5. SCOPE OF WORK & GENERAL REQUIREMENTS

This pool is being established to create a list of firms for the provision of general Facility Management contract and "related services"

LCC is seeking proposals for various services, as outlined below, to be provided on an as-needed basis. The contract will cover both planned and unplanned maintenance work, which may be scheduled during regular business hours or required on an emergency basis after hours, on weekends, and holidays. Contractors may also be asked to provide necessary materials for the assigned tasks.

CONTRACTOR QUALIFICATIONS:

1. The contractor shall be responsible for providing all equipment and materials essential for the successful completion of each project.

2. A verifiable minimum of three years of relevant experience is a prerequisite for consideration.

3. The contractor must possess a valid State-approved license and maintain adequate insurance coverage, free from any open claims with the Contractor and Contractors Board (CCB). An Oregon CCB license is an obligatory requirement for participation.

4. Upon the commencement of a project, the contractor is obliged to diligently execute the work unless any alternative arrangements are agreed upon.

5. The contractor is expected to maintain proper insurance coverage as stipulated by the relevant regulations and contractual agreements.

REQUIRED SERVICES

a. Plumbing and Pipe Fitting Services:

The scope of plumbing services includes installation, repair, testing, maintenance, and ensuring regulatory compliance for plumbing equipment, fixtures, internal plumbing systems within buildings, and the campus plumbing infrastructure. Specialized piping work, such as heat fused piping, Pressurized hydronic pipes, and solder joints may be involved.

● The contractor should be a commercial plumber with at least three years of experience.

● The contractor must provide all required equipment and materials for project completion.

● Experience in working with AO Smith Commercial water heaters is preferred.

● Availability for 24/7 emergency service is desirable.

b. Painting Services

Contractor providing painting services must have the ability to perform indoor and outdoor painting including wood structures, drywall finished, metal framework, concrete surfaces, brick or block surfaces.

The ability to complete or provide parking lot painting on small-scale projects.

● The contractor must take necessary precautions to protect all other services not included in the painting project.

● The contractor is responsible for providing all materials and equipment required to complete the painting project.

● A budget cost estimate should be provided before commencing work.

c. Mechanical (HVAC) Services

The contractor will be responsible but not limited to maintaining, repairing, and general upkeep of HVAC systems for Facilities Management. Provided services will cover installation and maintenance of fan belts, pulleys, heating and cooling valves, air filters,VFD’s, and 110v/208v electric motors. The contractor must be equipped to perform testing and inspections according to state codes and regulations.

● The contractor is responsible for providing all labor and materials needed to complete HVAC projects.

● Experience in working with large commercial equipment, including cooling towers, is required.

● Certification to work on boilers is essential.

● Troubleshooting skills with various Building Automation Systems (BAS) are expected.

● HVAC/Refrigeration Services is required.

d. Mechanical Services -continue; (Air Filter Replacement):

The contractor must provide all labor to remove and replace HVAC filters in compliance with manufacturers' requirements, on a twice a year schedule.

Documentation of filter changes and necessary corrections is the contractor's responsibility.

e. Electrical Services:

The contractor will be responsible for electrical work up to 480 volt 3-phase, including installation, repair, and maintenance of electrical switch gears, transformers,220/480 volt electrical panels, , lighting , receptacles, conduits, digital controls, and generators. Troubleshooting, repairing, and/or replacing electric motors and speed drives may also be required.

● The contractor must provide and install all materials required for electrical projects.

● Wiring should run through the electrical conduit, unless approved otherwise by the owner.

● The contractor must ensure the area is safe, including the provision of safety barricades or equipment as needed.

DELIVERABLE:

All construction methods, equipment, and materials require approval from LCC. The completion of each project must be reviewed and accepted by LCC- FMP.

MANDATORY SUBMITTALS

Proposals submitted in response to this invitation shall contain the following information to be considered “Responsive “. Proposals shall be a maximum of 20 pages including the following signature page.

Required Documents:

a. Cover letter: State firm’s interest in being included in the pool and responsiveness to assignments. Note any types of services in which the firm has special expertise.

(Maximum Length: One page.)

b. Appendix A: Complete Appendix A and include it as part of your proposal submission.

Indicate firm name and office location at the top of the form and place an x in the box underneath the services that the firm performs and specialties of the firm.

c. Appendix B Proposal Form: Complete this form, in full.

d. References: List names and contact information of at least three clients who can be contacted as references (submittal of such names shall constitute permission by the proposer for the college to contact the named individuals or firms without further notice).

e. Firm experience: Include firm and firm member’s experience with various types of projects as they relate to the disciplines listed in Appendix A. Provide information about project type and size.

f. Scope of Services: Identify the scope of services normally provided by the proposer.

g. Firm Qualifications: Describe the firm’s specific qualifications to perform the type of work indicated in Appendix A. Note the firm’s special expertise in those disciplines.

SELECTION PROCESS

For each project, the college shall negotiate fees and reimbursable expenses with the proposer whose experience best fits the project type and is capable of performing the services by the time needed. A contract will be executed upon reaching a mutually agreeable conclusion and the college will issue a Purchase Order based on the agreement. If the negotiations with the first proposer do not reach a mutually agreeable conclusion the college will negotiate with the next proposer and so forth until a satisfactory conclusion is found.

The following steps shall be taken to analyze and rank the proposals, and to finalize an agreement for the provision of consulting services.

a. The Proposals received for this solicitation will be screened for Responsibility of the

Proposer, and Responsiveness of the Proposal.

b. Those Proposals found to be Responsible and Responsive shall be considered to be in the pool.

c. As the College has need of services covered by this pool, all Proposals from qualified firms shall be evaluated by a review committee consisting of college employees;

d. The college may request supplementary submittals and written or verbal clarifications from any proposer in order to ensure each Proposer a full and careful review of qualifications and capabilities.

e. Interviews of candidate firms will be held at the discretion of the committee.

f. The college shall negotiate fees and reimbursable expenses with the proposer whose experience best fits the project type and is capable of performing the services by the time needed.

g. If the negotiations with the first proposer do not reach a mutually agreeable conclusion the college will negotiate with the next proposer and so forth until a satisfactory conclusion is found.

h. Upon reaching a mutually agreeable conclusion a contract will be executed and the college will issue a Purchase Order based on the agreement.

i. It is the intent of the College to award the contract on the basis of the most attractive offer considering experience, capabilities, and services to be provided (per ORS 279C.110).

j. Firm’s Ability to Support Lane Community College’s Community Benefits Agreement:

Describe the firm’s business policies related to both the delivery of services and how the firm’s services can support the Community Benefits goals.

Note:

Responsive means that the proposal has complied with all the requirements of this invitation;

Responsible means that the Proposer has been truthful, that pertinent negative information has not been withheld, that the proposal is not a sham, that the named staff are qualified as specified, that the Proposer is adequately financially sound for a reasonable expectation of completion of the work, and that the Proposer, in the judgment of the College, is capable of performing the work.

Lane Community College - RFP 23/24-05 - As Required Facility Maintenance Services Appendix A (RFP 23/24-05 )

Specific Experience Form

Type of Services

Plumbing Painting Mechanical General Mechanical -Air Filter Changing Electrical Specialty Detail 1.

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Specialty Detail 1.

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Additional Information in any Additional Information in any Additional Information in any Additional Information in any Additional Information in any

Appendix B (RFP 23/24-05)

As Required Facility Maintenance Services Proposal Form & General Information (page 1-3)

The undersigned hereby submits this Proposal to provide all services, material and labor as indicated and agrees to be bound by the following documents: Request for Proposals, Instructions and Supplementary Instructions to Proposers, General and Supplementary Conditions, Specifications, Proposal Form, Proposer’s Response, mutually agreed clarifications, Appropriately Priced Change Orders, and Exceptions which are acceptable to the College and all other Proposer’s submittals.

E

XCEPTIONS & RESIDENCY

Are there exceptions to this proposal? YES NO Is the Proposer a resident proposer? YES NO

Exceptions to any of the specifications or requirements shall be noted in writing, and attached to this Proposal Form when submitted. By taking exceptions and clearly stating them in writing on a separate sheet of paper headed Exceptions and showing the solicitation number and the Proposer's Name, and by offering alternates to replace the excepted requirements with clear pricing options corresponding to each exception taken, the Proposer may still compete in the proposal process. The College shall be the sole judge of the acceptability of any exceptions attached to this proposal form. In the absence of exceptions, the proposal shall be for all items precisely as specified.

Resident proposer, per ORS 279A.120, means a proposer that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, has a business address in this state and has stated on this Proposal form that the Proposer is a "resident proposer".

C

OBID CERTIFICATIONS

Does the Proposer hold any State of Oregon COBID Certification? (Circle one): YES NO

If Yes, provide the Certification Number(s)

PROPOSER NAME:

PROPOSER ADDRESS:

CORPORATE HEAD OFFICES

EMAIL

TELEPHONE:

FAX NUMBER:

LOCAL OFFICES

(To be used For All Legal and Contractual Correspondence)

PROPOSER NAME: ______________________________________________________________

PROPOSER ADDRESS:

EMAIL

TELEPHONE:

FAX NUMBER:

1)

CORP

ORATE INFORMATION

2) How long has the Proposer been in business? Under which names?

3) Proposer is a subsidiary of, or is wholly owned

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

/ NONE / 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 /

Proposal Form & General Information (page 2-3)

GENERAL INFORMATION

1) If a corporation, list the date, state and type of incorporation.

2) If a partnership list names of all partners and declare which have general or limited status.

3) List the number of staff employed in the Proposer’s Firm:

4) Has the Proposer been the subject of any legal action as plaintiff or defendant regarding architectural or engineering services during the past 10 years? If yes, describe action and outcome.

Proposal Form & General Information (page 3-3)

The undersigned hereby submits this Proposal to furnish all material and labor as indicated and agrees to be bound by the following documents: Request for Proposals, Instructions and Supplementary Instructions to Proposers, General and Supplementary Conditions, Specifications, Proposal Form, Proposer’s Response, mutually agreed clarifications, Appropriately Priced Change Orders, Exceptions which are acceptable to the college and all other Proposer’s submittals.

END OF DOCUMENT

NOTE: Submit Proposal Form and Necessary Attachments Only.

Thank you for your time and consideration. We look forward to receiving your response and hope that we can establish a long-lasting business relationship.

C

ERTIFICATIONS

Non-Collusion

The undersigned Proposer hereby certifies that it, its officers, partners, owners, Providers, representatives, employees and parties in interest, including the affiant, has not in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, potential Proposer, firm or person, in connection with this solicitation, to submit a collusive or sham Proposal, to refrain from Proposing, to manipulate or ascertain the price(s) of other Proposers or potential Proposers, or to secure through any unlawful act an advantage over other Proposers or the college.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, Providers, representatives, employees or parties in interest, including the affiant.

Conflict Of Interest

The undersigned Proposer and each person signing on behalf of the Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the Lane Community College Board of Education or college officer, employee, or person, whose salary is payable in whole or in part by Lane Community College, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof.

S

IGNATURE BLOCK

Company Name:

Signer’s Mailing Address:

Signer’s City/State/Zip:

Signer’s Telephone Number:

Signer’s Facsimile Number:

Signer's Name (Printed):

Signer's Title:

Signature: .......................................................................................................................... Date: