C203078 - IFB Addendum #2 07.13.26.pdf

KATHY HOCHUL

Governor

ANN MARIE T. SULLIVAN, M.D.

Commissioner

44 Holland Avenue, Albany NY 12229 | omh.ny.gov

IFB OMH01-C203078-3650462

Preventive Maintenance for Building Management System (BMS) and Ancillary Equipment Pilgrim Psychiatric Center

998 Crooked Hill Road, Brentwood, NY 11717

Addendum #2

July 13, 2026

Subject:

1. Final Q&A doc

2. Revised Procurement Schedule

3. Revised IFB Attachment B-2 – No Bid Explanation

Bids are now due no later than Tuesday, July 28, 2026 by 3:00pm ET (to bids@omh.ny.gov )

Address IFB inquires to the Designated Contacts:

Peter A. Rogers or Andrew Alliger – Contract Management Specialists

NYS Office of Mental Health (OMH)

Bureau of Procurement Enterprise Services

75 New Scotland Avenue

Albany, NY 12208

Phone: 518-549-5211

Peter.Rogers@omh.ny.gov

Andrew.Alliger@omh.ny.gov mailto:bids@omh.ny.gov mailto:Peter.Rogers@omh.ny.gov mailto:Andrew.Alliger@omh.ny.gov

1. Final Q&A doc

See the attached Q&A doc, listing vendor questions & official OMH responses.

2. Revised procurement schedule

Per the above change, the schedule for this procurement is revised as follows:

Return of Site Visit Registration form (Attachment B-1) – SV #1 Monday, June 15, 2026 by 3:00pm ET

Mandatory Site Visit #1 Tuesday, June 16, 2026 at 11:00am ET

Return of Site Visit Registration form (Attachment B-1) – SV #2 Monday, June 29, 2026 by 3:00pm ET

Mandatory Site Visit #2 (not required if attended SV #1 above) Tuesday, June 30, 2026 at 11:00am ET

Receipt of Questions from Potential Bidders (Revised) Tuesday, July 7, 2026 by 3:00pm ET

Questions & Answers sent by OMH (Revised) Tuesday, July 14, 2026

Bid Submission/No-Bid Due Date and Time (Revised) Tuesday, July 28, 2026 by 3:00pm ET

3. Revised IFB Attachment B-2 – No-bid Explanation

See attached. For use by vendors who opt not to submit a bid for this procurement.

The restricted period remains in effect for the duration of this procurement. A signed copy of this Addendum #2 must be included behind the Attachment C of your bid, should you choose to submit one, acknowledging your receipt of this revision to the above stated items.

A copy of this addendum, including the final Q&A doc & revised IFB Attachment B-2, is also posted to the New York

State Contract Reporter for this procurement.

Thank you for your attention to this matter.

I hereby acknowledge receipt of this addendum and the changes made to the IFB document as described above:

Vendor Name: _____________________________________________________________

Signature: __________________________________________________

Print Name: ___________________________________________

Title: __________________________________________

KATHY HOCHUL

Governor

ANN MARIE T. SULLIVAN, M.D.

Commissioner

44 Holland Avenue, Albany NY 12229 | omh.ny.gov

OMH01-C203078-3650462

Preventive Maintenance for BMS & Ancillary Equipment

Pilgrim Psychiatric Center

Questions & Answers

# Question Answer

Does the site have all necessary administrative login credentials? These credentials are critical to perform the PM tasking list items, such as taking a backup for the Quarterly PM.

The site maintains operator and manger level credentials for all workstations. Vendors should be able to perform backups as necessary.

Does the site have access to all the necessary software on their operator workstations to perform the PM tasking list items, such as taking a backup for the Quarterly PM?

See answer 1.

If the answer is no to either of the above questions, will OMH/NYS be able to get these administrative credentials/software from the installing contractor so that our team can perform this PM?

If access is needed beyond what the facility can provide the vendor would need to subcontract the manufacturer.

How do we get admin access to the BMS Front End and server?

See answer 3.

Will we have access to adjust programming if needed on field controllers with the credentials that are provided? If not, will OMH/NYS be able to obtain these credentials?

If access is needed beyond what the facility can provide the vendor would need to subcontract the manufacturer.

Are there mechanical drawings that can be sent over?

Drawings are available at the facility, and some are available digitally and will be shared once the contract is awarded.

Due to the facility of being an active hospital these items will not be shared during the public bid.

Are there controls as built drawings that can be sent over?

See answer 6.

If you could provide whatever architectural drawings or system documentation you have available, it would be greatly appreciated.

(Requested as soon as possible so estimating team can properly evaluate & develop an accurate estimate for the project.)

See answer 6.

Who are the other vendors that have or will attend site walks?

In the interest of transparency, the vendors who attended the two scheduled mandatory site visits are as follows:

Tues 06/16 – EMCOR Services NY/NJ Tues 06/30 – Siemens, Honeywell Technologies

Could you provide additional details around the administration of this contract? How often will you require service technicians to be on site?

Please refer to Appendix D, Scope of Work, Exhibit C – Schedule Matrix for an outline of all preventative maintenance (PM) scheduling. In addition to the pre-scheduled PM the facility can request time and material (T&M) work at any time if an issue arises.

Please refer to Appendix D, Scope of Work, Contractor General Responsibilities for more information on T&M procedure.

For the first phase of this project, we will have some limitations when it comes to the currently installed (Siemens) equipment. We are happy to provide further details on this, but please acknowledge that this is both understood by your team and not something that will prohibit us from being selected further in the process. We will be able to integrate until end of life of the current equipment and, if selected, we would then replace with our equipment in the future.

During the interim, please confirm you have full autonomy over current equipment integration.

The contract that is being solicited is for maintenance of the currently installed system.

Are you willing to consider replacement of the Desigo system? Or, are there any plans to do so?

See answer 11.

Does the owner have any requirements or preferences regarding maintaining a single-source building automation platform versus a multi-vendor environment going forward?

See answer 11.

Other requests:

• Bid extension

• Bid tabulation spreadsheet

• RFI extension

• Full Q&A

In order to allow additional time for bid preparation, following distribution of the Q&A doc, OMH BPES hereby revises the bid due date to Tuesday, July 28, 2026 by 3pm ET.

Please note, due to the pending contract start date of 09/01/2026, and the time required for final OSC review/approval, the awarded vendor shall be requested to begin providing services “at risk” until the contract has received final OSC approval. (Executed contract & PO are anticipated by first month’s invoicing.)

After bid opening, the bid tabulation shall be posted to the NYS Contract Reporter ad for this solicitation and shared directly with all bidders as part of selection & non-selection notifications.

Final Q&A are provided here as a component of IFB Addendum #2.

In Appendix D, there is a requirement for annual preventative maintenance of thermostats, sensors, and controllers; however, the quantity of this equipment is not provided. Could you please provide the inventory counts for these devices?

Appendix D, Scope of Work, Exhibit B – Equipment List is inclusive of the equipment that is covered under the agreement, Control Panels, Controllers are listed in this section of the contract.

Sensors are not listed as they are meant to be reviewed at the system level and the vendor should “Calibrate as required” during the PM visit. As stated in Appendix D, Scope of Work Exhibit A – Preventative Maintenance Tasks.

Freeze protection sequences are performed on every AHU, Quantities of AHU’s are as follows:

B.25 – 21 Units, B. 81 – 7 Units, B. 82 – 7 Units, B. 83 – 12 Units, B.95 – 1 Unit, B. 102 – 10 Units

Please also provide the quantity of batteries associated with this equipment, as this information is also required.

Uninterrupted Power Supplies are listed in Appendix D, Scope of Work, Exhibit B – Equipment List.

The pricing table requests a quarterly price for BMS/DDC – Building 132; however, it appears that there are no DDC panels located in Building

132. Could you please confirm whether this requirement is correct?

Please refer to Appendix D, Scope of Work, Exhibit A – Preventative Maintenance Tasks. Quarterly PM scope is outlined in this section and is inclusive of only backing up the information associated with the building. There may not be any controllers located in the building but there is still information in the system that needs to be backed up.

ATTACHMENT B-2 (REVISED)

NO BID EXPLANATION

IFB #: OMH01-C203078-3650462

Please return no later than: Tuesday, July 28, 2026 by 3:00pm ET

TO: Peter A. Rogers

Contract Management Specialist I Email: peter.rogers@omh.ny.gov

NYS Office of Mental Health Bureau of Procurement Enterprise Services

FROM: ________________________________/____________________________

(Print Company Representative Name) Signature

COMPANY NAME: ______________________

(PRINT)

ADDRESS: ______________________

(PRINT)

Email address for designated point of contact: _____________________________

I do not wish to submit a bid for the above solicitation due to: