C202447 - Final Q&A doc_revised 05.08.26.pdf

This is a Questions and Answers document from the New York State Office of Mental Health regarding a competitive Invitation for Bid (IFB) for preventive maintenance services of HVAC systems and ancillary equipment at Buffalo Psychiatric Center, located at 400 Forest Avenue in Buffalo, New York. The solicitation seeks a qualified contractor with a minimum of three years of documented HVAC maintenance experience to provide comprehensive preventive and time-and-material repair services across eleven buildings. The scope of work includes quarterly, semi-annual, and annual preventive maintenance tasks for pneumatic air compressors, air handling units, rooftop units, split system air conditioning systems, pool dehumidification units, fans, pumps, heat exchangers, domestic water heaters, and refrigeration units, along with one-time maintenance services scheduled for year one and year five. Critical deadlines include mandatory site visit registration by Monday, April 27, 2026 at 3:00 p.m. ET for the site visit on Tuesday, April 28, 2026 at 11:00 a.m. ET; submission of bidder questions by Tuesday, May 5, 2026 at 3:00 p.m. ET with responses posted by Tuesday, May 12, 2026; and bid submission by Tuesday, May 19, 2026 at 3:00 p.m. ET. The contract term is five years, effective October 10, 2026 through September 30, 2031.

Pricing is fixed for the entire contract term with no escalation allowed after contract award, though bidders may propose reasonable annual price increases at the time of bidding that, once submitted, become fixed for the contract duration. The solicitation includes a fixed annual material allowance of $150,000 and requires bidders to submit unit costs for preventive maintenance tasks and labor rates via an Excel Bid Quote Sheet. Award will be made to the responsive and responsible bidder offering the lowest total bid amount. The contract is subject to New York State prevailing wage requirements and New York State Finance Law Sections 139-j and 139-k procurement lobbying restrictions. Bidders must comply with New York State Workers' Compensation and Disability Benefits Insurance requirements and provide comprehensive insurance coverage including $2,000,000 general liability per occurrence and $1,000,000 commercial auto liability. Minority and Women-Owned Business Enterprises (MWBE) participation goals of 30 percent overall (16 percent minority-owned, 14 percent women-owned) and Service-Disabled Veteran-Owned Business (SDVOB) participation goals of 6 percent apply to this procurement.