C203157 - Bid Quote Sheet.xlsx
XLSX spreadsheet 39 KB Posted
- Solicitation number
- 2138469
- Issued by
- Suffolk County, Brookhaven CDP, New York
About this file
This is a Bid Quote Sheet for the New York State Office of Mental Health (OMH) and Pilgrim Psychiatric Center for the procurement of preventive maintenance services for chiller systems and ancillary equipment at their campus located at 998 Crooked Hill Road, West Brentwood, NY 11717. The contract requires bidders to provide unit costs for preventive maintenance tasks across three buildings (104, 101, and 701/702), including seasonal startup and shutdown services, monthly preventive maintenance, and annual inspections for centrifugal chillers, air-cooled scroll chillers, chiller system controls, cooling towers, water filtration systems, condenser and chilled water pumps, variable frequency drives, and refrigerant monitor systems. A mandatory site visit was scheduled for Wednesday, September 2, 2026, at 11 AM ET, with questions due by September 10 and answers posted by September 17. Bids were due no later than 3 PM ET on Thursday, September 24, 2026. The contract term is three years, with a provision that the contractor will not be responsible for preventive maintenance once a planned equipment replacement project begins in Building 104.
The bid quote sheet requires contractors to insert unit costs for each preventive maintenance task, with annual costs and three-year totals calculated automatically. Additionally, bidders must provide hourly labor rates for straight time, overtime, and training hours for repairs not covered under routine maintenance, with a fixed material markup of 10% and an estimated annual material allowance of $30,000. The solicitation establishes Minority and Women Business Enterprises (MWBE) and Service Disabled Veteran Owned Business (SDVOB) participation goals of 16% MBE, 14% WBE, and 6% SDVOB. New York State Department of Labor prevailing wage rates apply to the contract. Subcontractor pricing must be included in all quoted rates, and no reimbursement is provided for travel time, travel expenses, mileage, or fuel costs. Emergency service response time is required within two hours of facility request, and prior facility approval is mandatory for all repairs. The estimated total bid for the three-year contract is $90,000 based on time and material allowance alone, pending completion of all preventive maintenance task pricing by bidders.
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Other files
| File | Type | Posted |
|---|---|---|
| C203157 - Chiller IFB.pdf | ||
| C203157 - Q&A - Final.pdf | ||
| C203157 - Chiller BP.pdf | ||
| C203157 - Bid Tab Sheet - signed.pdf | ||
| C203157 - Chiller BP - rev 9.2.26.pdf |
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Text version
Chiller #C203157
| ATTACHMENT D - BID QUOTE SHEET: PILGRIM PSYCHIATRIC CENTER #OMH01-C203157-3650462 |
| Provide Preventive Maintenance Service for the Chiller Systems and Ancillary Equipment per Appendix D of the Contract. The FACILITY reserves the right to alter the scheduling of the services as necessary. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. |
Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE/SDVOB participation goals.
CONTRACT NOTE:
The Facility has a project in place to replace the Chillers and Ancillary Equipment in Bldg. 104. This contract will be a three-year contract term. The Contractor will not be responsible for preventive maintenance or be able to invoice for Preventive Maintenance once the project begins and the equipment is removed.
| Directions: 1) Insert the Unit Cost in the Unit Cost ($) 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 – 3) for each preventive maintenance service task listed, which is equal to the total sum of the Annual Costs for each Contract Year (1 through 3) will be calculated automatically; 4) The Subtotal Bid for Preventive Maintenance Tasks, which is equal to the sum of the Total Amount (Years 1 – 3) 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 Chiller 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 ($) | Year 3 | ||||
| Annual Cost ($) | Total Amount |
(Years 1-3)
| Chiller, Centrifugal - CH-A, CH-B & CH-C / Bldg. 104 | Seasonal Startup | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 3 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Annual PM - Condenser Tube Inspection & Cleaning | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Chiller System Controls / Bldg. 104 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 1 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Cooling Tower / Bldg. 104 | Seasonal Startup | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 3 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Water Filtration System (Cooling Tower & Condenser Water) / | |||||||||||
| Bldg. 104 | Seasonal Startup | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 3 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 2: Preventive Maintenance Services for the Chiller Systems and Ancillary Equipment | |||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||
| Unit Cost ($) | Year 1 | ||||||||||
| Annual Cost ($) | Year 2 | ||||||||||
| Unit Cost ($) | Year 2 | ||||||||||
| Annual Cost ($) | Year 3 | ||||||||||
| Unit Cost ($) | Year 3 | ||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-3)
| Condenser & Chilled Water Pumps & Ancillary Equipment / Bldg. 104 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 1 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Variable Frequency Drives / Bldg. 104 | Seasonal Startup | 6 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 6 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 6 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Refrigerant Monitor System / Bldg. 104 | Annual PM | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 1 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Chiller, Air-Cooled, Scroll / Bldg. 101 | Seasonal Startup | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Bi-Monthly PM | 1 | 3 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Chiller System Controls / Bldg. 101 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 1 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Expansion Tank, Chilled Water Pumps & Ancillary Equipment / Bldg. 101 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 1 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 3: Preventive Maintenance Services for the Chiller Systems and Ancillary Equipment | |||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||
| Unit Cost ($) | Year 1 | ||||||||||
| Annual Cost ($) | Year 2 | ||||||||||
| Unit Cost ($) | Year 2 | ||||||||||
| Annual Cost ($) | Year 3 | ||||||||||
| Unit Cost ($) | Year 3 | ||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-3)
| Chiller, Air-Cooled, Scroll / Bldg. 701 & 702 | Seasonal Startup | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Bi-Monthly PM | 2 | 3 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Chiller System Controls / Bldg. 701 & 702 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 2 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Expansion Tank, Chilled Water Pumps & Ancillary Equipment / Bldg. 701 & 702 | |||||||||||
| (LOT BY BLDG.) | Seasonal Startup | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Monthly PM | 2 | 7 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Seasonal Shutdown | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | |||||
| Page 3: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 4: Time and Material Rates | |||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | |||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | |||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) 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 – 3) for Straight Time, Overtime, and Training for each Contract Year (1 through 3) is calculated automatically; 4) The Time & Material Allowance Subtotal which is equal to the sum of the Total Amount (Years 1 – 3) 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 ($) | Year 3 Annual Cost ($) | Total Amount |
(Years 1-3)
| Material Allowance | LOT | 1 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $30,000.00 | $90,000.00 |
| Chiller Technician Straight Time | HRS. | 160 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Chiller Technician Overtime | HRS. | 48 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Training Rate | HRS. | 8 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Page 4: Time and Material Allowance Subtotal ($) | $90,000.00 | ||||||||
| 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 Sub-Total (Page 1) | $0.00 | ||||||||
| Preventive Maintenance Task Sub-Total (Page 2) | $0.00 | ||||||||
| Preventive Maintenance Task Sub-Total (Page 3) | $0.00 | ||||||||
| Time and Material Allowance Sub-Total (Page 4) | $90,000.00 | ||||||||
| TOTAL BID | $90,000.00 |
| 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
NAME PSYCHIATRIC CENTER #OMH01-C203157-3650462
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