AZSP_Method_of_Approach_Complete.pdf

Request for Proposal

Solicitation No. BPM006447

HVAC: Repairs, Service, Maintenance and Emergency Services

Arizona State Parks Board 1110 W. Washington Street

Suite 100 Phoenix, Arizona 85007

Solicitation Attachment – Method of Approach | Revision No. 1 | Revised 11-22

Attachment L – Method of Approach – GRS Mechanical

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of Work requirements and describes the company’s overall method of approach for providing the Service(s) stated in this Solicitation. If there is a section that is not applicable to the Services required by the Scope of Work, you may mark it “N/A”.

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment - Method of Approach.” If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1.0 Describe if you are able to meet the hours required in Section 3.0 and if your company anticipates any issues meeting them.

1.1 Available 365 days a year, 24 hours a day if needed.

1.2 Regular Service hours

1.3 Emergency Service, After hours

1.4 Describe your company and if you have the capacity or sufficient work force should service be required.

Offeror Response: 1.1- Yes. 1.2- 8am-5pm, M-F. 1.3- Yes. 1.4- Small business, has obtained substantial growth during our time in business. Company has not had any issues adding staff and resources to fulfil our obligations to our clients.

2.0 Describe in detail the resources your company has to ensure you meet the needs of Section 4.0 General Service Description to include:

2.1 Resources available to ensure you are able to furnish all labor, materials, equipment and services, and supplies for repairs.

2.2 Describe your Service record process.

2.3 Describe how your company handles complaints and deficiencies of significant importance. Process for corrective action when complaints are received.

2.4 Describe your company’s policies for handling EPA and OSHA Guidelines and any other regulatory requirements for your industry.

2.5 Describe how your company communicates when you are unable to fulfill the requirements of the contract because of unavailable parts, man power or any other condition that may prevent the work from being completed.

2.6 Describe your company’s safety procedures when working on the job site.

2.7 Describe your process from initial communication of a Park issue to include approximate turn time for quote/estimate, to begin work upon receipt of a purchase order and billing upon completion of the project.

2.8 Describe your process should you need parts that are not on the truck. Does your company have sufficient resources statewide to ensure the job is completed in as few trips as possible.

Arizona State Parks Board 1110 W. Washington Street

Offeror Response: 2.1- Accounts in good standing with multiple vendors provides access to virtually anything we need to complete the tasks we are charged with. 2.2- Service records are duly kept electronically and on paper.

2.3- Internal chain of command. All issues are processed and mitigated with transparency and integrity. Our company does not try to hide mistakes, should they arise, but will make every reasonable effort to rectify them, often at no additional cost to the client. 2.4- We are compliant with all EPA and OSHA safety standards and procedures. 2.5- Proper party (park manager, park staff, director) will be notified as soon as possible if this issue is present. 2.6- All reasonable and mandatory procedures are followed. Included, but not limited to, provision and enforcement of wearing proper PPE, following industry safety standards, and instilling common sense. 2.7- This process normally starts with a service call and initial tech response to identify the issue. After that, the proper vendor is contacted for pricing and availability of said part/equipment. Once this is received, the proper party will create a bid and submit to the staff. Once approved, the part will be procured and service will be scheduled. It is hard to gauge the turn around time. We make every reasonable effort to make this operation happen within 1-2 days for the quote process. So much of this is dictated by my vendors availability to answer the request for quote, park staff response time and availability of said parts. 2.8- With the exception of Lyman Lake, we have access to common parts throughout the state of AZ. Specific parts that require OEM replacement may not be available throughout the entire state.

3.0 Describe in detail how your company will comply with section 5 Maintenance to include:

3.1 Describe your company’s detailed service records and maintenance records.

3.2 Describe your estimate and if they provide detailed descriptions of the equipment and/or parts to be serviced.

3.3 Describe your company’s policy or process in regards to providing real time status of any current work in process.

3.4 Describe your company’s quality processes to ensure the work completed is to industry standards and what steps are taken to ensure the work is done properly.

Offeror Response: 3.1- All records kept duly via electronic record and paper record. 3.2- Estimate generated either by email response, or by formal proposal on letter head. All estimates are detailed in full. 3.3- Contact via email or telephone to appropriate party. 3.4- GRS only employs well qualified and reputable staff. Staff members are trained to be professional and thorough in their tasks. Work is often subject to QC inspection by either of the members.

4.0 Describe in detail how your company will be available for emergency services as per Section 6 and meet the needs of the park to include:

4.1 Describe the labor, overtime, travel costs, ability to obtain parts and supplies.

4.2 Desceibe the expenses to be incurred for Emergency service.

4.3 Describe if your company will be able to meet the requirement of being on-site within three hours of notification or how long it would take you company to be on-site.

4.4 Describe how your company handles off hour calls and the process for emergency services.

Offeror Response: 4.1- Standard labor rate for normal business hours $100.00 per hour. Overtime/after hours labor rate $150.00 per hour. Travel costs billed at hourly rates for travel TO the park. We have multiple vendors throughout the state that we can acquire parts/materials when needed. 4.2- Emergency services will be billed at

Arizona State Parks Board 1110 W. Washington Street standard labor rates unless after normal business hours. Afterhours will be billed at overtime/after hours rate listed above. 4.3- Every reasonable effort will be made to accommodate this request, however during busy summer months, this is not guaranteed unless mandated by contract. 4.4- Internally, calls placed with either member will be administered to the proper tech for response.

5.0 Section 7: Parts, Labors and Complete Replacements: Describe in detail how your company will meet those items per Section 7 of the solicitation to include:

5.1 Describe the labor, overtime, travel costs, ability to obtain parts and supplies.

5.2 Describe the expenses to be incurred for Emergency service.

5.3 Describe if your company will be able to meet the requirement of being on-site within three hours of notification or how long it would take you company to be on-site.

5.4 Describe how your company handles off hour calls and the process for emergency services.

5.5 How or what process can your company do to ensure ASPT is getting the best pricing on parts.

5.6 What is your process for ensuring approval is obtained prior to major repairs.

5.7 How do you ensure that energy efficient parts are utilized whenever possible.

5.1- Standard labor rate for normal business hours $100.00 per hour. Overtime/after hours labor rate $150.00 per hour. Travel costs billed at hourly rates for travel TO the park. We have multiple vendors throughout the state that we can acquire parts/materials when needed. 5.2- Emergency services will be billed at standard labor rates unless after normal business hours. Afterhours will be billed at overtime/after hours rate listed above. 5.3- Every reasonable effort will be made to accommodate this request, however during busy summer months, this is not guaranteed unless mandated by contract. 5.4- Internally, calls placed with either member will be administered to the proper tech for response. 5.5- Most jobs are custom bid with pricing that is inline with industry standards.

However, we have been informed by MULTIPLE clients that our pricing is typically 5-15% lower than competitor pricing. 5.6- This is standard practice for our company. Park staff is generally notified of a necessary repair, given a ball park estimate of price, and park staff determines if it will need to be bid. 5.7- Our method of repair is to provide and install OEM parts, when available. Doing so provides a product that will last longer than aftermarket parts, as well as keep the unit compliant with its efficiency and electrical ratings.