C203077 - QA Memo.pdf

This is a Quality Assurance Memo related to an Invitation for Bid (IFB) issued by the New York State Office of Mental Health and Pilgrim Psychiatric Center for preventive maintenance services of boiler systems and ancillary equipment at Pilgrim Psychiatric Center in West Brentwood, New York. The contract scope encompasses preventive maintenance, supplemental maintenance, and time and material replacement and repairs for boiler systems and related equipment located in Building 132 of the facility. Two mandatory site visits have been scheduled for June 15, 2026, at 9:00 AM EST and June 18, 2026, at 9:00 AM EST, with vendors required to attend at least one visit to qualify for bidding. Site visit registration must be submitted by June 12, 2026, at 3:00 PM EST using the provided registration form. The fuel oil system and main fuel storage tanks will remain under this contract through January 31, 2026, after which they will transition to a new facility generator contract effective February 1, 2026. Routine preventive maintenance of the listed boilers and ancillary equipment will initially be performed by the facility, with the contractor providing supplemental preventive maintenance and emergency repair services; however, should the facility become unable to perform routine maintenance, the contractor will assume full responsibility upon notification.

Bidders must submit pricing using the provided Bid Quote Sheet in Excel format and provide unit costs for supplemental preventive maintenance tasks at the time of bidding. The contract structure distinguishes between routine preventive maintenance performed in-house and contractor-provided supplemental maintenance and time and material repairs, allowing flexibility in service delivery based on facility capability. Additional details regarding equipment lists, maintenance task schedules, and program work plans are located in Appendix D of the Contract Boilerplate and the IFB documentation.