C203157 - Q&A - Final.pdf

This Questions and Answers document relates to Invitation for Bid OMH01-C203157-3650462 issued by the New York State Office of Mental Health and Pilgrim Psychiatric Center for preventive maintenance of chiller systems and ancillary equipment at their West Brentwood campus. The solicitation requires bidders to provide comprehensive preventive maintenance services covering seasonal startup and shutdown, 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 across three buildings (104, 101, and 701/702) at 998 Crooked Hill Road, West Brentwood, NY 11717. A mandatory site visit was held on September 2, 2026 at 11 AM ET, with site visit registration due September 1 at 3 PM ET. Bidders were required to submit questions by September 10 by 3 PM ET, with answers posted by September 17. Bids are due no later than 3 PM ET on September 24, 2026. The contract term is three years, running from January 1, 2027 through December 31, 2029, with no renewal options specified and fixed pricing with no escalation permitted.

This Questions and Answers document indicates that no questions were received from bidders for this solicitation, suggesting either strong clarity in the procurement documents or limited bidder engagement during the questioning period. Contractors must provide unit costs for each preventive maintenance task, hourly labor rates for straight time, overtime, and training hours for repairs outside routine maintenance, with a fixed material markup of 10% and an estimated annual material allowance of $30,000. Prevailing wage rates established by the New York State Department of Labor apply. MWBE and SDVOB participation goals are established at 16% MBE, 14% WBE, and 6% SDVOB. No reimbursement is provided for travel time, expenses, mileage, or fuel. Emergency response within two hours of facility request is required with prior facility approval for all repairs. Award will be granted to the responsible and responsive bidder offering the lowest total bid meeting all mandatory requirements.