Boiler #C203077 Bid Quote Sheet.xlsx
XLSX spreadsheet 39 KB Posted
- Solicitation number
- 2135905
- Issued by
- Suffolk County, Brookhaven CDP, New York
About this file
Summary
This is a Bid Quote Sheet for the New York State Office of Mental Health and Pilgrim Psychiatric Center solicitation for Preventive Maintenance of Boiler Systems & Ancillary Equipment (Contract #OMH01-C203077-3650462). The contract requires a contractor to provide preventive maintenance services for boiler systems and ancillary equipment at Pilgrim Psychiatric Center located at 988 Crooked Hill Road, West Brentwood, New York. Services include preventive maintenance for various boiler types (oil-fired, gas-fired, and condensing), pumps, fuel oil systems, meters, and variable frequency drives across multiple buildings. Two mandatory site visits were scheduled for June 15, 2026, and June 18, 2026, at 9:00 AM EST, with bidders required to attend at least one visit and register by June 12, 2026, at 3:00 PM EST. The contract term spans five years, with the fuel oil system and main fuel storage tanks covered through January 31, 2026, transitioning to a separate generator contract on February 1, 2026.
Bidders must submit unit costs for all preventive maintenance tasks, supplemental preventive maintenance services, and time-and-material labor rates using the provided Excel Bid Quote Sheet. The estimated total bid in the sample sheet is $125,046.00, consisting of $46.00 in preventive maintenance tasks, $0.00 in supplemental preventive maintenance tasks, and $125,000.00 in time-and-material allowance (which includes $25,000 annually for materials and estimated labor hours at 180 straight-time hours and 40 overtime hours per year). Material markup is fixed at 10%, with no reimbursement for travel time, mileage, or fuel costs. Emergency on-site service must be provided within two hours of the facility's request. Bidders must attest to prevailing wage compliance, electronic payment system participation, and compliance with New York State payroll requirements, and unit costs become binding after bid opening with no modifications permitted.
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Other files
| File | Type | Posted |
|---|---|---|
| IFB Addendum C203077 - Addendum #1 6.15.26.pdf | ||
| C203077 - IFB Final 6.5.26.pdf | ||
| C203077 - BP Final 6.4.26.pdf | ||
| C203077 - QA Memo.pdf |
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Text version
Boiler #C203077
| ATTACHMENT D - BID QUOTE SHEET: PILGRIM PSYCHIATRIC CENTER - #OMH01-C203077-3650462 |
| Provide Preventive Maintenance Service for the Boiler Systems and Ancillary Equipment per Appendix D of the Contract. The FACILITY reserves the right to alter the scheduling of the services as necessary. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. |
Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE/SDVOB participation goals.
CONTRACT NOTES:
• The fuel oil system / main fuel storage tanks serving the Boiler Plant (Bldg. 132) will be covered under the terms of this contract through January 31, 2026. The systems will then be covered under the new facility Generator contract effective February 1, 2026.
• The Boilers and Ancillary Equipment listed in the Boiler Plant (Bldg. 132) will have the routine PM performed by the Facility. The equipment will be covered for Supplemental Preventive Maintenance and Time & Material (T&M) replacement and repairs. In the event the Facility can no longer perform the routine PM tasking of the equipment, the Contractor will be notified in advance and become responsible for the Preventive Maintenance of the equipment. The Contractor will provide a unit cost for the Supplemental PM tasks for this equipment at the time of bid.
| Directions: 1) Insert the Unit Cost in the Unit Cost ($) column for each preventive maintenance service task listed (unless blocked); 2) The Annual Cost for each Contract Year, which is equal to the Bid Unit x Service Frequency per Year x Unit Cost will be calculated automatically; 3) The Total Amount (Years 1 – 5) for each preventive maintenance service task listed, which is equal to the total sum of the Annual Costs for each Contract Year (1 through 5) will be calculated automatically; 4) The Subtotal Bid for Preventive Maintenance Tasks, which is equal to the sum of the Total Amount (Years 1 – 5) column will be calculated automatically. | |||||
| Failure to follow these directions exactly may result in your bid being disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||
| Page 1: Preventive Maintenance Services for the Boiler Systems and Ancillary Equipment | |||||
| Item / Bldg. | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |
| Unit Cost ($) | Year 1 | ||||
| Annual Cost ($) | Year 2 | ||||
| Unit Cost ($) | Year 2 | ||||
| Annual Cost ($) | Year 3 | ||||
| Unit Cost ($) | Year 3 | ||||
| Annual Cost ($) | Year 4 | ||||
| Unit Cost ($) | Year 4 | ||||
| Annual Cost ($) | Year 5 | ||||
| Unit Cost ($) | Year 5 | ||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Meters, In-Line, Steam / Bldg. 104 | Annual PM | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Boilers, Non-Condensing – Oil-Fired - Residential / Bldg. 705 & 900 / Boilers #1 | Semi-Annual PM | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Semi-Annual Tune-up Service | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Boiler Annual Inspection & Cleaning Service | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Boilers, Non-Condensing – Gas-Fired (Slant Fin, Weil-Mclain, Lochinvar) / Bldg. #100 - Boiler #1 & 2, Bldg. 101 - Boiler #1 & 2 & Bldg. 706 - Boiler #1 | Semi-Annual PM | 5 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Monthly PM | 5 | 6 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Semi-Annual Tune-up Service | 5 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Boiler Annual Inspection & Cleaning Service | 5 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Boilers, Non-Condensing – Gas-Fired - Residential / Bldg. 703, 902 & 903 / Boilers #1 | Semi-Annual PM | 3 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Semi-Annual Tune-up Service | 3 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Boiler Annual Inspection & Cleaning Service | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 2: Preventive Maintenance Services for the Boiler Systems and Ancillary Equipment | |||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||
| Item / Bldg. | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||
| Unit Cost ($) | Year 1 | ||||||||||
| Annual Cost ($) | Year 2 | ||||||||||
| Unit Cost ($) | Year 2 | ||||||||||
| Annual Cost ($) | Year 3 | ||||||||||
| Unit Cost ($) | Year 3 | ||||||||||
| Annual Cost ($) | Year 4 | ||||||||||
| Unit Cost ($) | Year 4 | ||||||||||
| Annual Cost ($) | Year 5 | ||||||||||
| Unit Cost ($) | Year 5 | ||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Boilers, Condensing – Gas-Fired (Lochinvar) / Bldg. 701 & 702 / Boilers #1, 2 & 3 | Semi-Annual PM | 6 | 2 | $0.00 | $1.00 | $12.00 | $0.00 | $0.00 | $0.00 | $12.00 | |||
| Semi-Annual Tune-up Service | 6 | 2 | $0.00 | $1.00 | $12.00 | $0.00 | $0.00 | $0.00 | $12.00 | ||||
| Boiler Annual Inspection & Cleaning Service | 6 | 1 | $0.00 | $1.00 | $6.00 | $0.00 | $0.00 | $0.00 | $6.00 | ||||
| Pump, Continuous Operation / Bldg. #701 & 702 | Quarterly PM | 2 | 4 | $0.00 | $1.00 | $8.00 | $0.00 | $0.00 | $0.00 | $8.00 | |||
| Pump, Seasonal Operation / Bldg. #701 & 702 | Semi-Annual PM | 4 | 2 | $0.00 | $1.00 | $8.00 | $0.00 | $0.00 | $0.00 | $8.00 | |||
| Fuel Oil System / Main Fuel Storage Tank / Bldg. 132 | Monthly PM | 3 | 12 | $0.00 | $0.00 | ||||||||
| Monthly PM | |||||||||||||
| (Year 2 - January only) | 3 | 1 | $0.00 | $0.00 | |||||||||
| Semi-Annual PM | |||||||||||||
| (Year 1 only) | 3 | 2 | $0.00 | $0.00 | |||||||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $46.00 | ||||||||||||
| Page 3: Supplemental Preventive Maintenance Services for the Boiler Systems and Ancillary Equipment | |||||||||||||
| NOTE: The Boilers and Ancillary Equipment listed in the Boiler Plant (Bldg. 132) will have the routine PM performed by the Facility. The equipment will be covered for Supplemental Preventive Maintenance and Time & Material (T&M) replacement and repairs. In the event the Facility can no longer perform the routine PM tasking of the equipment, the Contractor will be notified in advance and become responsible for the Preventive Maintenance of the equipment. The Contractor will provide a unit cost for the Supplemental PM tasks for this equipment at the time of bid. | |||||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||||
| Item / Bldg. | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||||
| Unit Cost ($) | Year 1 | ||||||||||||
| Annual Cost ($) | Year 2 | ||||||||||||
| Unit Cost ($) | Year 2 | ||||||||||||
| Annual Cost ($) | Year 3 | ||||||||||||
| Unit Cost ($) | Year 3 | ||||||||||||
| Annual Cost ($) | Year 4 | ||||||||||||
| Unit Cost ($) | Year 4 | ||||||||||||
| Annual Cost ($) | Year 5 | ||||||||||||
| Unit Cost ($) | Year 5 | ||||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-5) Boilers, Firetube – Dual Fuel (Cleaver Brooks) / Bldg. 132 / Boilers #BLR-1, BLR-2 &
| BLR-3 | Minor PM | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Monthly PM | 3 | 6 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Major PM | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Semi-Annual Tune-up Service | 3 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Annual Inspection & Cleaning Service | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Wet Layup Service | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boilers, Firetube – Dual Fuel | |||||||||||||||
| (Cleaver Brooks) / Bldg. 132 / Boilers #BLR-4 & BLR-5 | Minor PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Monthly PM | 2 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Major PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Semi-Annual Tune-up Service | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Annual Inspection & Cleaning Service | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Wet Layup Service | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Variable Frequency Drives / Bldg. 132 | Annual PM | 6 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Fuel Oil Set & Pumps / Bldg. 132 | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pump, Continuous Operation / Bldg. 132 | Quarterly PM | 3 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Meters, In-Line, Steam / Bldg. 132 | Annual PM | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Page 3: Subtotal Bid for Supplemental Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 4: Time and Material Rates | |||||||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | |||||||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | |||||||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) column for Straight Time, Overtime, and Training. Do not enter any pricing for the Material Allowance; 2) The Annual Cost for the Contract Year, which is equal to the Estimated Service Frequency per Year x Unit Cost is calculated automatically; 3) The Total Amount (Years 1 – 5) for Straight Time, Overtime, and Training for each Contract Year (1 through 5) is calculated automatically; 4) The Time & Material Allowance Subtotal which is equal to the sum of the Total Amount (Years 1 – 5) column (Total Material Allowance + Total Straight Time + Total Overtime + Total Training) is calculated automatically. | |||||||||||||||
| The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||||||||||||
| Item | Bid Unit | Est. Service Freq. per Year | Year 1 | ||||||||||||
| Unit Cost ($) | Year 1 Annual Cost ($) | Year 2 | |||||||||||||
| Unit Cost ($) | Year 2 Annual Cost ($) | Year 3 | |||||||||||||
| Unit Cost ($) | Year 3 Annual Cost ($) | Year 4 Unit Cost ($) | Year 4 Annual Cost ($) | Year 5 | |||||||||||
| Unit Cost ($) | Year 5 Annual Cost ($) | Total Amount (Years 1-5) | |||||||||||||
| Material Allowance | LOT | 1 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $25,000.00 | $125,000.00 | ||
| Technician Straight Time | HRS | 180 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Technician Overtime | HRS | 40 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Training Rate | HRS | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Page 4: Time and Material Allowance Subtotal ($) | $125,000.00 | ||||||||||||||
| Note: The material allowance and the number of straight time, overtime and training hours are estimated and are only used for purposes of determining the lowest responsible bidder and an estimated contract total cost. Payment will only be made on the actual number of hours for repairs and the cost of materials used. | |||||||||||||||
| Page 5: Bid Totals | |||||||||||||||
| Directions: When finished, be sure to sign and date the bottom of the Bid Totals sheet. Only the signed original Bid Quote Sheet can be submitted with the proposal. | |||||||||||||||
| Preventive Maintenance Task Subtotal (Page 1) | $0.00 | ||||||||||||||
| Preventive Maintenance Task Subtotal (Page 2) | $46.00 | ||||||||||||||
| Supplemental Preventive Maintenance Task Subtotal (Page 3) | $0.00 | ||||||||||||||
| Time and Material Allowance Subtotal (Page 4) | $125,000.00 | ||||||||||||||
| TOTAL BID | $125,046.00 |
| When applicable, | |
| -The bidder’s signature below attests that they have reviewed the prevailing wage rates that apply to this solicitation. | |
| -The bidder’s signature below attests to the receipt and understanding of the questions & answers associated with this solicitation. | |
| -The bidder’s signature below attests that they will inform the OMH in writing of the name(s) of any individual(s) who will provide any service under the resulting contract who has not been off the New York State payroll for at a minimum of two years from the start date of the resulting contract. The bidder must notify the OMH of such individual(s) prior to the start of the contract or prior to that individual(s) providing any service in accordance with resulting contract. | |
| -The bidder’s signature below attests they have reviewed and understand the requirements stated in the IFB (section 17) and the OMH contract boilerplate (Appendix C) regarding the necessity to accept Electronic Payments for all invoices if awarded this contract, and certifies that it has already applied to participate in the State Comptroller’s Electronic Payment system, or will do so within 10 days of receiving notification of contract selection. | |
| -If award is to an individual: | |
| □ | The signature below attests that I have not been on the New York State payroll during the last two years. |
| OR | |
| □ | The signature below attests that I have been on the New York State payroll during the last two years and the N.Y. State Ethics Commission Approval Letter is attached. |
Name of Firm_______________________________________________________ Date _________________________
Authorized Representative (Print):_____________________________________ Authorized Signature________________________________________
&"Arial,Regular"ATTACHMENT D - BID QUOTE SHEET
PILGRIM PSYCHIATRIC CENTER - #OMH01-C203077-3650462
File details come from the government source that posted it. Updated .