CTR078040_Method_of_Approach_Schrepple_Construction.pdf

Request for Proposal Arizona State Parks Board

Solicitation No. BPM006903

HVAC: Repairs, Service, Maintenance and Emergency Services

1110 W. Washington Street Suite 100

Phoenix, Arizona 85007

Attachment L - Method of Approach

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of Work requirements and describes the company's overall method of approach for providing the Service(s) stated in this Solicitation. If there is a section that is not applicable to the Services required by the Scope of Work, you may mark it "N/A".

Offeror shall provide a response either after each section or in a separate document entitled: "Attachment - Method of Approach." If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1.0 Describe if you are able to meet the hours required in Section 3.0 and if your company anticipates any issues meeting them.

1.1 Available 365 days a year, 24 hours a day if needed.

1.2 Regular Service hours

1.3 Emergency Service, After hours

1.4 Describe your company and if you have the capacity or sufficient work force should service be required.

Offeror Response:

X

2.0 Describe in detail the resources your company has to ensure you meet the needs of Section 4.0 General Service Description to include:

2.1 Resources available to ensure you are able to furnish all labor, materials, equipment and services, and supplies for repairs.

2.2 Describe your Service record process.

2.3 Describe how your company handles complaints and deficiencies of significant importance. Process for corrective action when complaints are received.

2.4 Describe your company's policies for handling EPA and OSHA Guidelines and any other regulatory requirements for your industry.

2.5 Describe how your company communicates when you are unable to fulfill the requirements of the contract because of unavailable parts, man power or any other condition that may prevent the work from being completed.

2.6 Describe your company's safety procedures when working on the job site.

2.7 Describe your process from initial communication of a Park issue to include approximate turn time for quote/estimate, to begin work upon receipt of a purchase order and billing upon completion of the project.

2.8 Describe your process should you need parts that are not on the truck. Does your company have sufficient resources statewide to ensure the job is completed in as few trips as possible.

Request for Proposal Arizona State Parks Board

Solicitation No. BPM006903 1110 W. Washington Street Suite 100

HVAC: Repairs, Service, Maintenance and Emergency Services

Phoenix, Arizona 85007

3.0 Describe in detail how your company will comply with section 5 Maintenance to include:

1.1 Describe your company's detailed service records and maintenance records.

1.2 Describe your estimate and if they provide detailed descriptions of the equipment and/or parts to be serviced.

1.3 Describe your company's policy or process in regards to providing real time status of any current work in process.

1.4 Describe your company's quality processes to ensure the work completed is to industry standards and what steps are taken to ensure the work is done properly.

2. 0 Describe in detail how your company will be available for emergency services as per Section 6 and meet the needs of the park to include:

2.1 Describe the labor, overtime, travel costs, ability to obtain parts and supplies.

2.2 Desceibe the expenses to be incurred for Emergency service.

2.3 Describe if your company will be able to meet the requirement of being on-site within three hours of notification or how long it would take you company to be on-site.

2.4 Describe how your company handles off hour calls and the process for emergency services.

3. 0 Section 7: Parts, Labors and Complete Replacements: Describe in detail how your company will meet those items per Section 7 of the solicitation to include:

3.1 Describe the labor, overtime, travel costs, ability to obtain parts and supplies.

3.2 Describe the expenses to be incurred for Emergency service.

3.3 Describe if your company will be able to meet the requirement of being on-site within three hours of notification or how long it would take you company to be on-site.

3.4 Describe how your company handles off hour calls and the process for emergency services.

3.5 How or what process can your company do to ensure ASPT is getting the best pricing on parts.

3.6 What is your process for ensuring approval is obtained prior to major repairs.

3.7 How do you ensure that energy efficient parts are utilized whenever possible.

Attachment L- Method of Approach

Section 1.0 - Service Hours and Capability Schrepple Construction LLC- General Contracting, Plumbing, and Mechanical Services

1.1 Available 365 days a year, 24 hours a day if needed:

Schrepple Construction LLC is fully equipped to provide service 24 hours a day, 365 days a year. We maintain an on-call team of experienced technicians and supervisors who can respond to service requests at any time, including nights, weekends, and holidays.

1.2 Regular Service Hours:

Our regular business hours are Monday through Friday, 7:00 AM to 3:30 PM. During these hours, we operate at full capacity, with all field and office staff available to support both scheduled work and urgent service needs.

1.3 Emergency Service / After-Hours:

Emergency and after-hours service is a standard part of our operations. We have a dedicated after-hours line and a rotating on-call schedule to ensure rapid response to emergency plumbing, mechanical, or construction issues. Our team is trained to handle critical repairs promptly and safely, minimizing downtime for the client.

1.4 Company Capacity and Workforce:

Schrepple Construction LLC is a well-established general contracting firm with specialized divisions in plumbing and mechanical services. We employ a skilled workforce of licensed plumbers, HVAC technicians, and general tradespeople, supported by a project management and administrative team. Our staff size and flexible deployment approach allow us to respond to service calls quickly, even at peak times, without affecting ongoing project commitments. We have the capacity to meet the service requirements outlined and do not anticipate any issues in doing so.

Section 2.0 - Company Resources and Service Procedures .

Schrepple Construction LLC - General Contracting, Plumbing and Mechanical Services

2.1 Resources Available:

Schrepple Construction LLC maintains a robust inventory of tools, service vehicles, and equipment to support all types of repair and maintenance projects. We have established relationships with regional suppliers and distributors to ensure quick access to materials and parts. Our in-house labor force consists of licensed plumbers, HVAC technicians, mechanics, and general tradespeople, supported by project managers and administrative staff. We are fully capable of furnishing all labor, materials, equipment, and services necessary to fulfill the requirements of this contract.

2.2 Service Record Process:

All service work is documented through our digital work order system, which tracks service requests from initial dispatch to completion. Each job includes technician notes, time on site, materials used, and photos when applicable. These records are stored securely and can be made available to the client upon request. We also maintain historical service logs for repeat visits to the same location or issue.

2.3 Handling Complaints and Corrective Action:

Complaints or performance concerns are treated with urgency. Upon receipt of a complaint, our operations manager initiates a review within 24 hours. We contact the client directly to understand the issue, dispatch a supervisor or senior technician if needed, and implement corrective action immediately. A written summary of the complaint, resolution steps, and completion status is documented and shared with the client. Preventive measures are also reviewed to avoid recurrence.

2.4 EPA, OSHA, and Regulatory Compliance:

Schrepple Construction LLC is fully compliant with all EPA, OSHA, and relevant state and local regulations. All field personnel are trained in OSHA safety protocols and receive regular updates. For environmental compliance, we ensure proper disposal of materials, handling of refrigerants, and containment of hazardous substances per EPA standards. Safety data sheets (SOS) and job-specific hazard assessments are maintained on-site as required.

2.5 Communication of Delays or Constraints:

If delays are anticipated due to part unavailability, manpower limitations, or other conditions, our project coordinator will notify the client immediately. We provide a detailed explanation, expected lead times, and alternate solutions if available. We prioritize transparency and timely communication to allow clients to plan accordingly and minimize service disruption.

2.6 Job Site Safety Procedures:

Safety is a core part of our work culture. All technicians follow strict site safety protocols, including the use of PPE (personal protective equipment), site hazard assessments, and adherence to client-specific safety requirements. Toolbox talks are conducted weekly, and all employees are trained in fall protection, confined space entry, lockout/tagout, and other industry-specific safety practices.

2.7 Process from Issue Reporting to Billing:

Upon notification of a park or facility issue, our team responds promptly-typically within the same business day. A technician is dispatched to assess the situation, and a quote or estimate is provided within 24-48 hours, depending on job complexity. Once a purchase order is received, we schedule the work immediately and begin within 1-3 business days unless otherwise specified. Upon project completion, we issue a detailed invoice with attached work records and documentation for billing.

2.8 Handling of Missing Parts and Resource Availability:

If a part is not available on the truck, our technicians coordinate with our local supply partners for same-day pickup or expedited delivery. Schrepple Construction maintains relationships with suppliers statewide, allowing us to secure materials quickly and complete work with minimal return trips. Our logistical planning and well-stocked vehicles help ensure jobs are completed efficiently and in as few visits as possible.

Section 3.0 - Maintenance Compliance Schrepple Construction LLC - General Contracting, Plumbing, and Mechanical Services

2.1 Service and Maintenance Records:

Schrepple Construction LLC maintains comprehensive service and maintenance records for every job. These records are managed through our digital service management system and include job site information, technician reports, time and date stamps, materials used, equipment serviced, and before/after photos when applicable.

Each record is archived and linked to the corresponding service request or work order, allowing for full traceability and easy access for review or audit purposes.

2.2 Estimates and Equipment Descriptions:

All estimates provided by Schrepple Construction are itemized and include a clear description of the scope of work, labor hours, equipment specifications, part numbers, materials required, and projected completion timelines. For mechanical or plumbing systems, our estimates specify model numbers, manufacturer details, and warranty information when applicable. This ensures transparency and helps the client make informed decisions before authorizing the work.

2.3 Real-Time Work Status Updates:

We provide real-time status updates for all active work through our project coordination team. Communication is maintained via email, phone, or client-preferred platforms. Our technicians and field supervisors are equipped with mobile devices to update job progress in real-time, including arrival times, current work status, and any changes or delays encountered. Clients are notified immediately of any issues that could affect scope or timeline, and updated timelines are provided when needed.

2.4 Quality Control and Industry Standards Compliance:

Schrepple Construction LLC is committed to maintaining the highest quality of workmanship. All work is completed in accordance with industry codes and manufacturer specifications. Our quality assurance process includes:

• Pre-job briefings to confirm scope and requirements

• On-site supervisor inspections for complex or high-value projects

• Use of licensed and certified technicians for all trade-specific work

• Post-completion checklists and client sign-off where required

• Ongoing technician training and performance reviews

We also conduct internal audits of completed jobs to ensure adherence to contract requirements and identify areas for improvement.

Section 4.0 - Emergency Services Compliance Schrepple Construction LLC - General Contracting, Plumbing, and Mechanical Services

4.1 Labor, Overtime, Travel, and Parts Procurement:

Schrepple Construction LLC maintains a rotating on-call schedule of licensed technicians, including plumbers, mechanical service personnel, and general trades.

Emergency services are supported by our fleet of fully equipped service vehicles and local supply partnerships that allow us to procure parts and materials quickly-even after hours.

• Labor and Overtime: Emergency service labor is billed at our standard emergency rate, which includes overtime where applicable. (Per Rate Sheet)

• Travel Costs: Travel is charged based on standard mileage or flat emergency zone rates, depending on the job location. (Per Rate Sheet)

• Parts and Supplies: We stock commonly used parts and have supplier accounts that offer 24n emergency pickup or expedited delivery to job sites, ensuring timely completion of emergency repairs.

4.2 Emergency Service Expenses:

Expenses incurred during emergency calls typically include:

• Cost of materials and parts (with markup disclosed per contract terms)

• Equipment rentals or specialized tools if needed for repair

All emergency charges are itemized on the invoice, with clear breakdowns provided for transparency and approval.

4.3 On-Site Response Time:

Schrepple Construction LLC can respond to emergency service calls within three hours or less of notification, depending on the location of the park or facility. Our goal is to arrive on-site as quickly as possible, and in most cases, we are able to dispatch a technician within 60 to 90 minutes for service areas within our primary operating radius. For remote sites, we will confirm arrival time at the time of dispatch and provide real-time updates if conditions change.

4.4 Off-Hour Calls and Emergency Process:

Our after-hours and emergency service process includes:

1. Client contacts our 24/7 emergency service line.

2. Dispatcher logs the call and immediately notifies the on-call supervisor.

3. Supervisor reviews the issue and dispatches the appropriate technician.

4. Technician arrives on-site, completes emergency assessments, and either performs the repair or implements a temporary solution until full repair can be completed.

5. Client is kept informed throughout, and a formal service report is submitted the next business day.

All emergency requests are prioritized, tracked, and documented in our system to ensure accountability and fast resolution.

Section 5.0 - Parts, Labor, and Complete Replacements Schrepple Construction LLC- General Contracting, Plumbing, and Mechanical Services

5.1 Labor, Overtime, Travel Costs, and Parts Procurement:

Schrepple Construction LLC has a qualified, in-house team of licensed professionals capable of performing repairs and full equipment replacements.

• Labor: Regular and emergency labor is provided by trained and certified technicians.

• Overtime: Overtime is billed when service occurs outside normal business hours (Monday-Friday, 7:00 AM to 3:30 PM) or on holidays.

• Travel: Travel costs are based on distance from our dispatch location and may be billed as a flat rate or per mile, depending on the location and contract terms.

• Parts and Supplies: We maintain strong supplier relationships across Texas and utilize local and regional vendors to secure high-quality parts quickly.

Our technicians also carry commonly used parts on their service vehicles to minimize downtime.

5.2 Emergency Service Expenses:

Emergency service expenses are clearly itemized on each invoice and typically include:

• After-hours labor rates (Per Rate Sheet)

• Materials and parts (at agreed contract markup)

• Rental equipment or specialty tools, if required

5.3 On-Site Emergency Response Time:

Schrepple Construction LLC can be on-site within three hours of receiving emergency notification, and often sooner, depending on site location. We maintain an emergency response schedule that ensures technician availability 24/7. Clients are notified upon dispatch and updated on ETA with real-time communication as needed.

5.4 Off-Hour Emergency Calls and Process:

Our emergency process includes the following steps:

1. Emergency call is placed through our 24/7 answering service or direct emergency line.

2. The on-call supervisor reviews and confirms the emergency level and dispatches the nearest available technician.

3. The technician arrives, assesses the situation, and performs either a full repair or a temporary fix to stabilize the condition.

4. Follow-up work is scheduled during regular hours if needed, and a full incident report is provided to

ASPT.

All calls are logged, tracked, and recorded for quality assurance.

5.5 Ensuring ASPT Receives Best Pricing on Parts:

We use a competitive procurement process to ensure ASPT receives the most cost- effective pricing. Schrepple Construction LLC works with multiple suppliers and vendors and regularly requests quotes to compare pricing before placing large orders. We also pass on volume discounts or negotiated rates when applicable and never mark up parts beyond what is contractually allowed.

5.6 Approval Process for Major Repairs:

For major repairs exceeding a predetermined threshold or scope, Schrepple Construction LLC provides a detailed written estimate for client approval. This includes:

• Scope of work

• Itemized parts and labor

• Estimated time of completion

• Alternatives, if available

No major repair work begins until ASPT provides written or verbal authorization, which is documented and retained for project records.

5.7 Use of Energy-Efficient Parts:

Schrepple Construction LLC prioritizes energy efficiency in all replacements and upgrades.

Whenever possible, we specify Energy Star, DOE-approved, or high- efficiency-rated components for HVAC, plumbing, and electrical systems. Our technicians are trained to identify opportunities to reduce energy consumption and recommend energy-efficient alternatives to standard parts.