Buffalo PC - HVAC & Refrigeration #C202447 Bid Quote Sheet.xlsx
XLSX spreadsheet 92 KB Posted
- Solicitation number
- 2133946
- Issued by
- Erie County, New York
About this file
This is a Bid Quote Sheet for a preventive maintenance contract issued by the New York State Office of Mental Health (OMH) and Buffalo Psychiatric Center for HVAC systems and ancillary equipment at the facility located at 400 Forest Avenue, Buffalo, NY 14213. The contract seeks a qualified contractor to provide comprehensive preventive maintenance services across multiple buildings (1, 4, 22, 37, 48, 50, 51, 62, 62A, 79, and 707) on various HVAC and refrigeration equipment including air handling units, roof top units, split system air conditioning systems, pumps, fans, heat exchangers, and related components. A mandatory site visit is scheduled for Tuesday, April 28, 2026, at 11:00am ET, with registration required by Monday, April 27, 2026, at 3:00pm ET. Bidder questions must be submitted by Tuesday, May 5, 2026, by 3:00pm ET, with questions and answers to be posted by Tuesday, May 12, 2026. Bids are due no later than 3:00pm ET on Tuesday, May 19, 2026. The resulting contract will be effective October 10, 2026, for an initial five-year term.
The Bid Quote Sheet requires bidders to provide unit costs for preventive maintenance tasks across all five contract years, with annual costs and five-year totals calculated automatically based on service frequencies. A Time and Material section includes a fixed $150,000 annual material allowance and estimated hours for straight time (200 hours per year), overtime (60 hours per year), and training (8 hours per year), with labor rates to be provided by bidders; actual payment will be based on services performed. There is no reimbursement for travel time, travel expenses, mileage, or fuel costs. Subcontractors' costs, including any used to meet M/WBE/SDVOB participation goals, must be included in quoted rates. The facility reserves the right to request the contractor perform supplemental preventive maintenance on equipment currently maintained by facility staff, with supplemental unit costs to be quoted separately. New York State Department of Labor prevailing wage rates apply, and electronic payment capability is required. Failure to complete all non-blocked line items or to follow bid submission instructions exactly may result in bid disqualification.
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Other files
| File | Type | Posted |
|---|---|---|
| C202447 - Final Q&A doc_revised 05.08.26.pdf | ||
| C202447 - IFB doc 04.13.26.pdf | ||
| C202447 - DRAFT Contract BP 04.09.26.pdf |
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Text version
HVAC #C202XXX
| ATTACHMENT D - BID QUOTE SHEET: BUFFALO PSYCHIATRIC CENTER #OMH01-C202447-3650226 |
| Provide Preventive Maintenance Service for the HVAC & Refrigeration 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.
| NOTE: There is equipment that is listed in the equipment list that the Facility currently performs the routine preventive maintenance service. The Contractor will provide a Supplemental PM unit cost to perform the preventive maintenance on these units in the event that the facility requests that the Contractor is needed to begin performing these tasks during the term of the contract. The equipment will be covered for any requested repair and/or replacement under the Time and Material provisions of the contract for the entire term of the contract. This equipment is all noted in Appendix D – Program Work Plan, Exhibit B – Equipment List. | |||||
| 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 HVAC & Refrigeration Systems and Ancillary Equipment | |||||
| Item / Building | 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)
| Controls - Pneumatic Air Compressors & Ancillaries / Bldg. 4, 22, 37, 50 & 51 | Semi-Annual PM | 9 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Air Handling Units (AHU) / Bldg. 4, 50, 51, 62, 62A & 707 | Quarterly PM | |||||||||||
| (No Pre-Filter Replacement) | 52 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Quarterly PM | ||||||||||||
| (Pre-Filter Replacement Only) | 35 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Quarterly PM | ||||||||||||
| (Single Final Filter Section Unit Replacement Only) | 17 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Annual PM | ||||||||||||
| (No Final Filter Replacement) | 52 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Annual PM | ||||||||||||
| (Final Filter Replacement Only) | 35 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Roof Top Units (RTU) | ||||||||||||
| (with Direct Expansion (DX) Cooling Coil) / Bldg. 22 & 79 | Quarterly PM | |||||||||||
| (No Pre-Filter or Mesh Filter Section Service) | 4 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Quarterly PM | ||||||||||||
| (Single Final Filter Section Unit Replacement Only) | 4 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Semi-Annual PM | ||||||||||||
| (Spring Seasonal) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Semi-Annual PM | ||||||||||||
| (Fall Seasonal) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Annual PM | ||||||||||||
| (No Final Filter Replacement) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | |||||||||||
| Page 2: Preventive Maintenance Services for the HVAC & Refrigeration Systems and Ancillary Equipment | ||||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | ||||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | ||||||||
| Unit Cost ($) | 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)
| Air Cooled Condensing Unit (ACCU) - (AHU & Forced Air Furnace Associated) / Bldg. 22, 37 & 62A | Annual PM | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Split System Air Conditioning System / Heat Pump Ductless Packaged Unit / | |||||||||||||||
| Bldg. 4 & 37 | Annual PM | 11 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pool Dehumidification Unit / Bldg. 51 | Quarterly PM | ||||||||||||||
| (No Pre-Filter or Mesh Filter Section Service) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Quarterly PM | |||||||||||||||
| (Single Final Filter Section Unit Replacement Only) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual PM | |||||||||||||||
| (No Final Filter Replacement) | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Ceiling Mounted Spot Cooler / Bldg. 22 | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Variable Air Volume Box / Bldg. 4 | One-Time PM Service | ||||||||||||||
| (Year 1) | 28 | 1 | $0.00 | $0.00 | |||||||||||
| Reheat Coils / Bldg. 62 & 62A | One-Time PM Service | ||||||||||||||
| (Year 1) | 249 | 1 | $0.00 | $0.00 | |||||||||||
| Cabinet Unit Heaters, Fan Coil Units, Unit Ventilators / Bldg. 4, 37, 51, 62, 62A & 79 | Semi-Annual PM | 185 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | 185 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Variable Frequency Drives / Bldg. 4 & 62A | Annual PM | 11 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Fans, Belt-Driven & Direct-Driven / Bldg. 4, 22, 37, 48, 51, 62, 62A, 79 & 707 | Semi-Annual PM | 127 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pumps, Continuous Operation / Bldg. 62 | Quarterly PM | 2 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 3: Preventive Maintenance Services for the HVAC & Refrigeration Systems and Ancillary Equipment | |||||||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||||||
| Unit Cost ($) | 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)
| Pumps, Seasonal Operation - Heating Hot Water / Bldg. 4, 37, 50, 51, 62, 62A, 79 & 707 | Semi-Annual PM | 28 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Pumps, Seasonal Operation - Secondary Chilled Water / Bldg. 4 | Semi-Annual PM | 6 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Compression & Expansion Tanks / Bldg. 1, 4, 37, 50, 51, 62, 62A, 79 & 707 | Annual PM | 18 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Air Separators / Bldg. 1, 4, 37, 50, 51, 62, 62A & 79 | Annual PM | 11 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Forced Hot Air Furnace / Bldg. 22 & 37 | Annual PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Refrigeration Units and Freezer Units, Walk-In / Bldg. 62 | Semi-Annual PM | 4 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Page 3: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 4: Supplemental Preventive Maintenance Services for the HVAC & Refrigeration Systems and Ancillary Equipment | |||||||||||
| The Contractor will provide a Supplemental PM unit cost to perform the preventive maintenance on these units in the event that the facility requests that the Contractor is needed to begin performing these tasks during the term of the contract. Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||
| Unit Cost ($) | 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)
| Split System Air Conditioning System / | ||||||||||||||||
| Bldg. 51 | Annual PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Cabinet Unit Heaters, Unit Heaters, Convectors / Bldg. 22, 50, 51, 62, 62A, 79 & 707 | Semi-Annual PM | 61 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual PM | 61 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||
| Unit Heater (Gas-Fired) / Bldg. 48 | Annual PM | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Fans, Belt-Driven & Direct-Driven / Bldg. 22, 37, 50 & 707 | Semi-Annual PM | 19 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Heat Exchangers / Bldg. 4, 51, 62 & 62A | Semi-Annual PM | 14 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Shell & Tube - One-Time PM (Year 1) | 14 | 1 | $0.00 | $0.00 | ||||||||||||
| Domestic Water Heaters - Storage Tank / Bldg. 707 | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Domestic Water Heaters – Gas-Fired / Bldg. 1, 22, 37, 50, 51, 62, 62A, 79 & 707 | Semi-Annual PM | 16 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Pumps, Continuous Operation / Bldg. 4, 22, 37, 50, 51, 62, 62A, 79 & 707 | Quarterly PM | 21 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Pumps, Seasonal Operation - Heating Hot Water / Bldg. 1 & 62A | Semi-Annual PM | 11 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Pressure Regulating Valves / Bldg. 62 & 62A | Annual PM | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Condensate Return Systems / Bldg. 4, 22, 51, 62 & 62A | Semi-Annual PM | 15 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| One-Time PM Service | ||||||||||||||||
| (Year 5) | 15 | 1 | $0.00 | $0.00 | ||||||||||||
| Page 4: Subtotal Bid for Supplemental Preventive Maintenance Tasks ($) | $0.00 | |||||||||||||||
| Page 5: Time and Material Rates | ||||||||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | ||||||||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | ||||||||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) 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 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $150,000.00 | |||
| HVAC Technician Straight Time | HRS. | 200 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||
| HVAC Technician Overtime | HRS. | 60 | $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 | $0.00 | ||||||||
| Page 5: Time and Material Allowance Subtotal ($) | $150,000.00 | |||||||||||||||
| 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 6: 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 Sub-Total (Page 1) | $0.00 |
| Preventive Maintenance Task Sub-Total (Page 2) | $0.00 |
| Preventive Maintenance Task Sub-Total (Page 3) | $0.00 |
| Supplemental Preventive Maintenance Task Sub-Total (Page 4) | $0.00 |
| Time and Material Allowance Sub-Total (Page 5) | $150,000.00 |
| TOTAL BID | $150,000.00 |
| 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
BUFFALO PSYCHIATRIC CENTER #OMH01-C202447-3650226
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