DRCP-25-3429 Stationary Engineers.pdf

REQUEST FOR PROPOSALS

RFP #: DRCP-25-3429

DATE ISSUED: 09/20/2024

The Ohio Department of Rehabilitation and Corrections is requesting proposals for:

Stationary Engineers

INQUIRY PERIOD BEGINS: 09/20/2024

INQUIRY PERIOD ENDS: 10/17/2024

OPENING DATE: 10/18/2024

OPENING TIME: 4p.m. E.S.T.

This RFP consists of (5) parts, and (9) attachments totaling (30) consecutively numbered pages. Please verify that you have a complete copy.

DRCP-25-3429

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PART ONE: EXECUTIVE SUMMARY

Purpose. This is a Request for Competitive Sealed Proposals (“RFP”) under Sections 125.071 and 125.18 of the Ohio Revised Code (the “Revised Code”) and Section 123:5-1-8 of the Ohio Administrative Code (the “Administrative Code”). The Ohio Department of Rehabilitation and Correction (ODRC) is soliciting competitive sealed proposals (“Proposals”) for licensed Stationary Engineers (s) and this RFP is the result of that request RFP Process. If a suitable offeror solution is made in response to this RFP, the Ohio Department of Rehabilitation and Correction may enter into a contract (the “Contract”) to have the selected Offerors (the “Contractor”) perform all or part of the Project. ODRC anticipates that multiple awards of contracted services may be necessary to meet agency needs.

This RFP provides details on what is required to submit a Proposal for the Project, how ODRC will evaluate the Proposals, and what will be required of each Contractor in performing the Project. This RFP also gives the estimated dates for the various events in the submission process, selection process, and performance of the Project. While these dates are subject to change, prospective offerors must be prepared to meet them as they currently stand.

Once awarded, the term of the Contract will be from the award date through June 30, 2025. The State may solely renew this Contract at its discretion for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the State for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 5 years and are subject to and contingent upon the discretionary decision of the Ohio General Assembly to appropriate funds for this Contract in each new biennium. The State may renew all or part of this Contract subject to the satisfactory performance of the Contractor and the needs of the Agency.

ODRC may reject any Proposal if the offeror fails to meet a deadline in the submission or evaluation phases of the selection process or objects to the dates for performance of the Project or the terms and conditions in this RFP.

Background.

ODRC was established under House Bill 494. Its responsibilities are defined in ORC 5120. ODRC is the largest agency in the State of Ohio with operations throughout the State and is the fifth largest prison system in the nation, consisting of twenty-five (25) state-administered adult correctional institutions and three (3) privately-operated institutions. The current ODRC population is over 45,000. The institutions vary in level of security and include corrections reception centers, correctional camps, and pre-release centers. A major component of ODRC is the Adult Parole Authority (APA) which is responsible for the release and supervision of adult felony offenders returning to local communities from prison, as well as assisting Courts of Common Pleas with supervision duties for felony offenders. The APA was created in 1965 and is responsible for the duties addressed in Chapter 5149 of the Ohio Revised Code. The APA is comprised of the Parole Board and Field Services.

The mission of ODRC is to reduce recidivism among those we touch. The values of the agency are aligned to support the mission of the agency. The values of the agency are as follows: (1) Take care of our staff; they will transform our offenders (2) One team-one purpose (3) Civility towards all and (4) Hope is job one.

Final responsibility for operation of the Department rests with the Governor who appoints the Director. The Department's Director serves at the pleasure of the Governor. The Director has full power and authority in the supervision and control of the Department's affairs and is its chief administrative officer.

The Bureau of Construction, Activation, Maintenance, and Sustainability (CAMS) oversees a diverse range of responsibilities related to capital improvement projects, institutional maintenance, and sustainability initiatives within the Ohio Department of Rehabilitation and Correction (ODRC). CAMS works to include innovative ideas, research, Page | 3 and technology to improve the outcome of these efforts. As part of its sustainability efforts, CAMS has responsibility for the management of agency powerhouses, which provide steam and hot water to ODRC institutions, ensuring compliance, efficiency, and infrastructure improvement.

Summary: The Ohio Department of Rehabilitation and Correction, is seeking proposals for professional staffing agencies to provide contract licensed stationary engineers for the operation of ODRC powerhouse facilities in accordance with the Department of Commerce? rules and regulations. Services provided by the contract stationary engineers in the Agency Powehouses shall be in compliance with all rules covered by Ohio Administrative Code (OAC) Chapter 4104.

Calendar of Events. The schedule for the RFP process and the Project is given below. ODRC may change this schedule at any time. If ODRC changes the schedule, the agency will schedule changes through the RFP amendment process. It is each prospective offeror’s responsibility to check the OhioBuys website for current information regarding this RFP and its Calendar of Events through award of the Contract.

Dates:

Firm Dates RFP Issued: 09/20/2024 Inquiry Period Begins: 09/20/2024 Inquiry Period Ends: 10/17/2024 Proposal Due Date: 10/18/2024 4:00 PM E.S.T.

Estimated Dates Award Date: TBD Work Begins:

There are references in this RFP to the Proposal due date. Unless it is clearly provided to the contrary in this RFP, any such reference means the date and time (Columbus, Ohio local time) that the Proposals are due and not just the date.

PART TWO: STRUCTURE OF THIS RFP

Organization. This RFP is organized into five parts and has Nine attachments. The parts and attachments are listed below. There also may be one or more supplements to this RFP listed below.

Parts:

Part 1 Executive Summary Part 2 Structure of this RFP Part 3 General Instructions Part 4 Evaluation of Proposals Part 5 Award of the Contract

Attachments:

Attachment One Evaluation Criteria Attachment Two Requirements for Proposals Attachment Three General Terms and Condition Attachment Four Sample Contract Attachment Five Offeror Certification Form Attachment Six A Offeror Profile Summary Attachment Six B Offeror Prior Project Form

Attachment Seven A Offeror Candidate Information, Education & Training Attachment Seven B Offeror’s Candidate Experience Requirement

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Attachment Eight Affirmation & Disclosure Form Attachment Nine Cost Summary Proposal

PART THREE: GENERAL INSTRUCTIONS

The following sections provide details on how to get more information about this RFP and how to respond to it. All responses must be complete and in the prescribed format.

Contacts. The following persons will represent ODRC during the RFP process:

Ohio Department of Rehabilitation and Correction Office of Acquisition and Contract Compliance 4545 Fisher Road Ste D Columbus, Ohio 43228

During the performance of the Work, a State representative (the “Work Representative”) will represent ODRC and be the primary contact for the Work. ODRC will designate the Work Representative after the Contract award.

State of Ohio Online Purchasing Solution. OhioBuys provides the primary platform for Supplier partners to engage in procurement activities with ODRC of Ohio. For additional information on submitting Proposals, see the

“Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding to Solicitations” Supplier

Training Video linked below.

Learner Guide https://procure.ohio.gov/static/pdf/S- LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf

Viewing and Responding to Solicitations https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

Inquiries. Offerors may make inquiries regarding this RFP anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab, and submit their inquiry.

The Offeror will not receive a personalized response to the question nor notification when ODRC has answered the question.

Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation

Overview and navigating to the inquiries section of that page.

ODRC usually responds to all inquiries within three (3) business days of receipt, excluding weekends and State holidays. Offerors will not be able to submit any inquiries after 8:00 a.m. on the inquiry end date.

ODRC does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this RFP.

Site Visits -. ODRC will host site visits as follows:

Day 1 - October 1, 2024 at Southern Ohio Correctional Facility at 9 am E.S.T. and Chillicothe Correctional Institution

(CCI) on October 1, 2024 at 12 pm E.S.T. and, Day 2 - October 3, 2024 at Southeastern Correctional Institution (SCI) 9am EST.

The purpose of the Site Visit is to afford contractors the opportunity to tour the facilities and to ask questions arising from their initial review of this RFP.

https://procure.ohio.gov/static/pdf/S-LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf https://procure.ohio.gov/static/pdf/S-LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

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To participate in the Site Visit/Pre Proposal Conference, contractors should provide the following details in an email by 4pm E.S.T. on 9/30/2024 for the Day 1 Site Visits, and 4pm on 10/02/2024 for the Day 2 Site Visit. to richard.shaffer@drc.ohio.gov:

Company Name Attendee First and Last Name Attendee Email

Attendance at the pre-proposal conference is not a prerequisite to submitting a Proposal.

Amendments to the RFP. If ODRC revises this RFP before the Proposals are due, an amendment will be issued in OhioBuys as a new round of the RFP. If an Offeror has submitted a Proposal prior to an amendment being issued and wishes to be considered, the Offeror must resubmit their Proposal in response to the latest round of the RFP.

Proposals submitted in response to amended RFPs prior to the most recent amendment will not be opened or evaluated. The ODRC may issue amendments any time before Proposals are due, and it is each prospective

Offeror’s responsibility to check for amendments and other current information regarding this RFP.

Proposal Submittal. Each Offeror must submit a technical proposal and a cost proposal as part of its total Proposal before the opening time on the Proposal due date.

Offerors must submit their Proposals electronically in OhioBuys before 4:00 pm E.S.T. on the Proposal due date.

Offerors will not be able to submit Proposals or unsolicited modifications after the deadline. OhioBuys will not allow submission after the deadline. An Offeror submitting an electronic Proposal must allow for adequate time for uploading a Proposal prior to the due date and time. Offerors also must allow for potential delays due to increased security.

ODRC may reject any Proposal if the Offeror takes exception to the terms and conditions of this RFP, includes unacceptable assumptions or conditions in its Proposal, fails to comply with the procedure for participating in the

RFP process, or fails to meet any requirement of this RFP. ODRC also may reject any Proposal it believes is not in its interest to accept and may decide not to award a contract to any or all of the Offerors responding to this RFP.

Offerors may not prepare or modify their Proposals on State premises.

All Proposals and other material that Offerors submit will become the property of ODRC and may be returned only at ODRC's option. All Proposals will be open to the public after ODRC has awarded the Contract.

ODRC will retain all Proposals, or a copy of them, as part of the Contract file for at least three (3) years. After the three-year retention period, ODRC may return, destroy, or otherwise dispose of the Proposals and any copies of them.

Waiver of Defects. ODRC may waive any defects in any Proposal or in the submission process followed by an

Offeror, but ODRC will only do so if it believes that it is in ODRC's interest and will not cause any material unfairness to other Offerors.

Changes to Proposals. ODRC will allow modifications or withdrawals of Proposals only if ODRC receives them before the Proposal due date. No modifications or withdrawals will be permitted after the due date, except as authorized by this RFP.

Proposal Instructions. ODRC wants clear and concise Proposals, and Offerors must answer questions completely and meet all the RFP’s requirements.

ODRC is not liable for any costs an Offeror incurs in responding to this RFP or from participating in the evaluation process, regardless of whether ODRC awards the Contract through this process, decides not to go forward with the

Work, cancels this RFP for any reason, or contracts for the Work through some other process or through another

RFP.

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Protests. This protest section only pertains to this RFP. A protest may be filed by a prospective Offeror objecting to the process of soliciting the Proposals or an actual Offeror objecting to the subsequent award of a Contract resulting from the RFP. The protest must be in writing and contain the following information:

1. The name, address, and telephone number of the protester.

2. The name and number of the RFP being protested.

3. A detailed statement of the legal and factual grounds for the protest, including copies of any relevant documents.

4. A request for a ruling by ODRC.

5. A statement as to the form of relief requested from ODRC; and

6. Any other information the protester believes to be essential to the determination of the factual and legal questions at issue in the written request.

A timely protest will be considered by ODRC, on behalf of the agency, if it is received by ODRC, Office of Acquisition and Contract Compliance (“OACC”) within the following periods:

1. A protest based on alleged improprieties in the issuance of the RFP, or any other event preceding the closing date for receipt of proposals which are apparent or should be apparent prior to the closing date for receipt of proposals, must be filed no later than five (5) business days prior to the proposal due date.

2. If the protest relates to the recommendation of the evaluation team for an award of the Contract, the protest must be filed as soon as practicable after the Offeror is notified of the decision by ODRC regarding the

Offeror’s proposal.

All protests must be filed at the following location:

Ohio Department of Rehabilitation and Correction Attn: Contracts Manager 4545 Fisher Road Ste D Columbus, Ohio 43228

SUBJECT: (DRCP-25-3429)

PART FOUR: EVALUATION OF PROPOSALS

The evaluation process may consist of up to seven distinct phases:

1. Initial review.

2. Technical evaluation.

3. Requests for more information.

4. Evaluation of costs.

5. Determination of responsibility; and

6. Contract negotiations.

ODRC may decide whether phases four and six are necessary, and ODRC may rearrange the order in which it proceeds with the phases. ODRC also may add or remove sub-phases to any phase at any time, if ODRC believes doing so will improve the evaluation process.

Initial Review. ODRC will review all Proposals for format and completeness. ODRC normally rejects incomplete or incorrectly formatted Proposals, though it may waive any defects or allow an Offeror to submit a correction according to the clauses regarding Waiver of Defects or Clarifications and Corrections, respectively. After the initial review, ODRC will forward all timely, complete, and properly formatted Proposals to an evaluation team, which the

Procurement Representative will lead.

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Clarifications and Corrections. During the evaluation process, in ODRC’s sole discretion, it may request clarifications from any Offeror under active consideration and may give any Offeror the opportunity to correct defects in its Proposal, if ODRC believes doing so would not result in an unfair advantage for the Offeror, and it is in ODRC’s interest. ODRC may reject any clarification that is non-responsive or broader in scope than what ODRC requested.

If ODRC rejects, or if the Offeror fails to respond to the request for clarification, ODRC then may request additional clarification, consider the Offeror’s Proposal without the clarification, or disqualify the Offeror’s Proposal.

Corrections and clarifications must be completed off State premises.

Technical Evaluation. ODRC will evaluate each Proposal that it has determined is timely, complete, and properly formatted. The evaluation will be scored according to the requirements identified in this RFP.

All Offerors, including current contract holders, if applicable, must provide detailed and complete responses as Proposal evaluations, and subsequent scores, are based solely on the content of the Proposal. No assumptions will be made, or values assigned for the competency of the Offeror whether or not the Offeror is a current or previous contract holder.

During the technical evaluation, ODRC will calculate a point total for each Proposal that it evaluates. At the sole discretion of ODRC, it may reject any Proposal receiving a significant number of zeros for sections in the technical portions of the evaluation. Additionally, ODRC reserves the right to reject any Proposal that fails to meet an average of 3 out of 5 on the maximum available points for the Proposal Technical Requirements. ODRC may select those Offerors submitting the highest rated Proposals for the next phase. The number of Proposals that advance to the next phase will be within ODRC’s discretion.

This RFP asks for responses and submissions from Offerors, most of which represent components of the requirements in Attachment One, Evaluation Criteria. While each requirement represents only a part of the total basis for a decision to award the Contract to an Offeror, a failure by an Offeror to make a required submission or meet a Mandatory Requirement normally will result in a rejection of that Offeror's Proposal. The value assigned above to each requirement is used to determine which Proposal is the most advantageous to ODRC in relation to the other Proposals that ODRC received. It is not a basis for determining the importance of meeting that requirement.

In doing this, ODRC may consider one or more of the highest-ranking Proposals. But ODRC may not consider any lower-ranking Proposals unless all Proposals ranked above it are also considered, except as provided below.

Team Requirements. In the case of any requirements for a team of people the Offeror is proposing, the Offeror must submit a team to do the Work that collectively meets all the team requirements. But the experience of multiple candidates may not be combined to meet a single requirement. Further, previous experience of the candidate submitted for a Work Manager position may not be used to meet any other team member requirements. Each candidate proposed for the Work team must meet at least one of the requirements.

Cost Evaluation. Once the technical merits of the Proposals are considered, ODRC may consider the costs of one or more of the highest-ranking Proposals. However, it is within ODRC’s discretion to wait until after any interviews, presentations, and demonstrations to evaluate costs. Before evaluating the technical merits or at any time during the evaluation process, ODRC may perform a review to determine if any Proposals should be rejected because of excessive cost.

Contract Negotiations. The final phase of the evaluation process may be Contract negotiations. ODRC may limit negotiations to specific aspects of the RFP or the Offeror’s Proposal. It is entirely within the discretion of ODRC whether to permit negotiations. An Offeror must not submit a Proposal assuming that there will be an opportunity to negotiate any aspect of the Proposal, and any Proposal that is contingent on ODRC negotiating with the Offeror may be rejected. ODRC is free to limit negotiations to particular aspects of any Proposal or the RFP, to limit the Offerors with whom ODRC negotiates, and to dispense with negotiations entirely. If negotiations are held, they will be scheduled at the convenience of ODRC, and the selected Offeror or Offerors must negotiate in good faith and without unreasonable delay.

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Should the evaluation result in a top-ranked Proposal, ODRC may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked Offeror, ODRC then may go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower ranking Offerors do not have a right to participate in negotiations conducted in such a manner.

Failure to Negotiate. If an Offeror fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, ODRC may terminate negotiations with that Offeror, remove the Offeror’s Proposal from further consideration, and seek such other remedies as may be available in law or in equity.

Best and Final Offer. ODRC may require best and final offers (BAFO). Following negotiations, ODRC may set a date and time for the submission of BAFO by the remaining Offeror(s) with which ODRC conducted negotiations. If negotiations were limited and all changes were reduced to signed writings during negotiations, ODRC need not require the submissions of BAFO.

If best and final Proposals are required, they may be submitted only once, unless ODRC determines that it is in

ODRC's interest to conduct additional negotiations. In such cases, ODRC may require another submission of BAFO.

Otherwise, discussion of, or changes in, the BAFO will not be allowed. If an Offeror does not submit a BAFO, ODRC will treat that Offeror's previous offer as its BAFO.

PART FIVE: AWARD OF THE CONTRACT

Contract Award. ODRC plans to award the Contract based on the schedule in the RFP, if ODRC decides the Work is in its best interest and has not changed the award date.

Included with this RFP, as Attachment Four, is a sample of the Contract for the RFP. ODRC will request electronic signature of the Contract to the Contractor proposed for award using ODRC’s electronic signature solution. The

Contract. If this RFP results in a Contract award, the Contract will consist of this RFP including all exhibits, written amendments to this RFP, the Contractor's accepted Proposal and accepted written amendments and clarifications to the Contractor's Proposal. It will also include any approved and negotiated materials incorporated by reference in the above documents and any amendments issued under the Contract. The terms and conditions for the Contract are contained in Attachments Two and Four of this RFP. If there are conflicting provisions between the documents that make up the Contract, the order of precedence for the documents is as follows:

1. The one-page Contract signature page in Attachment Four in its final form.

2. The Proposal, as negotiated, clarified, and accepted by ODRC; and

3. This RFP, as amended.

Notwithstanding the order listed above, amendments issued after the Contract is executed may expressly change the provisions of the Contract. If they do so, then the most recent of them will take precedence over anything else that is part of the Contract.

ATTACHMENT ONE – EVALUATION CRITERIA

Scored Requirements. The scale below (0-5) will be used to rate each Proposal on the criteria listed in the Technical Proposal Evaluation table.

ODRC will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s total technical score. Representative numerical values are defined as follows:

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Numerical Rating

Adjective Description

5 Excellent • Response demonstrates an approach to the proposed work with an exceptional solution or level of quality.

• Response contains many significant strengths and few minor weaknesses, if any.

• There is very little risk that the Offeror would fail to satisfy the requirement(s).

4 Very Good • Response demonstrates an approach offering a unique or innovative methods of performing the proposed work or delivering a solution.

• Response contains many strengths that outweigh the weaknesses. Weaknesses, if any, are very minor and can be readily corrected.

• There is little risk that the Offeror would fail to satisfy the requirement(s).

3 Acceptable • Response demonstrates an approach that offers an acceptable solution or level of quality.

• Response contains strengths that are balanced by the weaknesses. Weaknesses are minor and can be corrected.

• There is some probability of risk that the Offeror may fail to satisfy some of the requirement(s).

2 Weak • Response demonstrates an approach that inadequately addresses the requirements and/or objectives.

• Response contains weaknesses that are not offset by the strengths. There are significant weaknesses and very few strengths.

• There are questions about the likelihood of success and there is a risk that the Offeror may fail to satisfy the requirement(s).

1 Poor • Response demonstrates an approach that does not meet the stated requirements and/or objectives, lacks essential information, is conflicting, and/or is unproductive.

• Response contains many significant weaknesses and very minor strengths, if any.

• There is not a reasonable likelihood of success and a high risk that the Offeror would fail to satisfy the requirement(s).

0 Completely Deficient

• Response is missing necessary information to demonstrate that Offeror can perform.

• Response is devoid of strengths.

• Response has an unacceptable level of risk that the Offeror will fail to satisfy the requirement(s).

Technical Proposal Evaluation

(In addition to completing each question in the questionnaire in OhioBuys, please provide a comprehensive Vendor Response file in the Technical Proposal Envelope in OhioBuys)

Scored Requirements Weight Completely

Deficient Poor Weak Acceptable Very Good Excellent

Company background, history, capability and capacity meet requirements

20 0 1 2 3 4 5

Prior Project Experience meets requirements

20 0 1 2 3 4 5

Staffing Plan identifies individuals assigned to ODRC and role in proposed operation and meets requirements

20 0 1 2 3 4 5

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Scored Requirements Weight Completely

Deficient Poor Weak Acceptable Very Good Excellent

Education, training, and licensing of recommended staff meet requirements.

Will maintain licensing of staff during award period

20 0 1 2 3 4 5

Demonstrates an understanding of the need for and challenges of project

15 0 1 2 3 4 5

Confirms ability to provide staffing, including replacement personnel, within contract period.

20 0 1 2 3 4 5

Project Plan documents ability to meet routine and daily performance requirements, including administrative and reporting duties

25 0 1 2 3 4 5

Organization demonstrates willingness to comply with the ORC/OAC, State and ODRC requirements

15 0 1 2 3 4 5

Evaluation Scoring Formula. The evaluation team will rate the Proposals that meet the Scored Requirements based on the following criteria and respective weights.

Criteria Percentage

Technical Proposal 80%

Cost Proposal 20%

To ensure the scoring ratio is maintained, ODRC will use the following formulas to adjust each offeror’s points.

The offeror with the highest point total for the Technical Proposal will receive 800 points (example only). The remaining offerors will receive a percentage of the maximum points available based upon the following formula:

Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Offeror’s Technical Proposal Points) x 800

The offeror with the lowest proposed Cost will receive 200 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

Cost Proposal Points = (Lowest Offeror’s Total Cost / Offeror’s Total Cost) x 200

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The total points score is calculated using the following formula:

Total Points = Technical Proposal Points + Cost Proposal Points

SCOPE OF WORK AND DELIVERABLES

Offeror Requirements

The Successful Offeror will document of each of the following in its proposal:

1. Organization’s experience in staffing professional Stationary Engineers in Ohio Powerhouse facilities under the provisions of Ohio Revised Code 4104 and Ohio Administrative Code 1301:3-5-10. Five years’ experience in staffing licensed Stationary Engineers is preferred.

2. Staff recommended for deployment in ODRC facilities are properly licensed and trained as High Pressure

Boiler Operators or Stationary Steam Engineers as required per ORC 4104 and OAC 1301

3. Contract operators will maintain state licenses and credentials during the course of agreement.

4. Professional Staffing Agency has ability to provide continuous staffing to ODRC facility Stationary

Engineers and workload specified by RFP.

5. Professional Staffing Organization willingness to comply with ORC, and any applicable state & institution policies and procedures.

6. Organization is properly registered with Secretary of State to conduct business in Ohio.

Staffing Requirements – Credentials

Candidates referred by the professional staffing organization must meet the following requirements:

1. Candidates must possess a current High Pressure boiler operator’s license or any Stationary Steam

Engineer License from the State of Ohio

2. Contractor must submit the following for all candidates to be utilized at ODRC facilities

a. Resume,

b. Bureau of Criminal Investigation (BCI) Background Check utilizing code 3721.121, dated within 30 days of presenting the candidate for placement,

c. Personnel Compliance Items, including i.) 9-panel drug screen, ii.) one step tuberculosis (TB) test, conducted within a year of candidate start date, iii.) a physician administered physical examination, conducted within a year of candidate start date, and

The Professional Staffing Organization will provide services at the ODRC facility to maintain compliance with the minimum staffing requirements of ORC 4101 and OAC 1301:3-5-10.

ODRC Facility Staffing Requirements

Staffing of licensed Stationary Engineers is requested at the following ODRC Institutions/Locations

Location 1 Southern Ohio Correctional Facility (SOCF) 1724 St. Rt. 728, Lucasville, OH 45699

Current need:

• 2 - 1st shift stationary engineers 8:00am – 4:00pm

• 2 - 2nd shift stationary engineers 4:00pm – 12:00am

• 1 - 3rd shift stationary engineers 12:00am – 8:00am

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Location 2 Chillicothe Correctional Institution (CCI) 15802 OH-104, Chillicothe, OH 45601

Current need:

• 2 - Wednesday stationary engineer 7:00am – 8:20pm

• 2 - Wednesday stationary engineer 7:00pm – 8:20am Future need:

• 1 Staff member scheduled to retire in December

Location 3 Southeastern Correctional Institution (SCI) 5900 BIS Rd SW, Lancaster, OH 43130

Current need:

• 1 - 2nd shift stationary engineers 2:00pm – 10:00pm

• 1 - 3rd shift stationary engineers 10:00pm – 6:00am

• 1 - Rotating shift between 2nd and 3rd shifts

All potential temporary candidates referred by the Contractor may be interviewed by the requesting department.

Staffing needs may change based on staff attrition, hiring and retirements.

Operator Services – Routine and Daily

Contracted operators will provide the following services on a routine and daily basis:

1. Operate, maintain, adjust, repair & observe operation of powerhouse equipment (e.g., boilers, turbines, blowers, flow meters, various pumps, feed water heaters, generators, fans, fan motors, air compressors, pollution control equipment).

2. Make rounds of powerhouse (e.g., read numerous gauges & regulators; check power consumption meters

& switches; starts, synchronizes, switches & stops generators or turbines as needed; checks equipment for proper functioning).

3. Perform steam fitting & plumbing duties as related to boiler maintenance; assist with major repairs; assist in preparing powerhouse equipment for inspection; clean powerhouse & all equipment as needed.

4. Keeps powerhouse log recording gauge readings, power generated, maintenance work performed & all other related records; performs all other duties as assigned.

Agency Requirements

ODRC will be responsible for providing the following services:

1. Provide the contract Stationary Engineers access to all property and easements which contain or support the facilities.

2. Designate the contract Stationary Engineers as a contact to also receive ALL Ohio Department of Commerce Industrial Compliance correspondence.

3. Ensure all relevant personnel, including but not limited to other licensed Stationary Engineers associated with a facility, are notified of written correspondence from or to Ohio Department of Commerce Industrial Compliance. Ensure that correspondence from Ohio Department of Commerce Industrial Compliance, including boiler inspections.

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4. Provide the necessary funding for the operation and maintenance of the system to keep the system in compliance as required by Ohio Department of Commerce Industrial Compliance, or any other jurisdictional authority.

5. Provide funding to return the ODRC facility to compliance pursuant to instructions, recommendations and requirements of the Operator.

6. Pursue the correction of any deficiencies, repairs or replacements of failed or damaged equipment or system components for adequate operation of the ODRC facility as identified by contract operator, Ohio Department of Commerce Industrial Compliance or any other jurisdictional authority.

7. Designate an individual (Manager, Board President, Owner, Maintenance Person, etc.) to approve the expenditure of funds, authorize repairs and receive all communications and correspondence from the Operator.

8. The ODRC facility maintenance personnel may perform duties under the direction of the contract operator.

Many of the routine duties involved in the operation and maintenance of the system including, but not limited to, tap-in inspections, line cleaning and repairs, equipment maintenance and facility operation.

9. Perform daily visits to the facility on days when the certified professional operator is not fulfilling the minimum staffing requirements.

10. Apprise staffing agencies of changes in staffing news due to attrition, hiring, retirements, etc.

ATTACHMENT TWO – REQUIREMENTS FOR PROPOSALS

Each Proposal must contain the following sections:

1. Cover Letter. The cover letter must be in the form of a standard business letter and must be signed by an individual authorized to legally bind the Offeror. The cover letter must include a brief executive summary of the solution the Offeror plans to provide. The letter must also have the following:

a. The history, background, capability and capacity of the company, as pertains to providing the services requested in the RFP for organizations similar in size and scope to ODRC.

b. A statement regarding the Offeror’s legal structure (e.g., an Ohio corporation), Federal tax identification number, and principal place of business;

c. A list of the people who prepared the Proposal, including their titles;

d. The complete contact information for a person to answer questions related to the Proposal; and

e. A statement certifying the Contractor is a business entity and will not submit the Independent

Contractor/Worker Acknowledgement to the ordering agency.

2. Offeror Certification Form. The Offeror must complete Attachment Six, Offeror Certification Form. The

Offeror’s signature on Attachment Six serves as Offeror’s certification that it has read and understands the contents of Attachment Six and certification of the information and requirements the Offeror provides in completing Attachment Six.

3. Preference Certification Statements. Offerors claiming preference for Domestic Source End Products, the

Ohio (Buy Ohio) preference, and/or Veteran Friendly Business Enterprise (VBE) must complete and provide the Preference Certification Statements form.

4. Offeror Profiles. Each Proposal must include a description of the Offeror capability, capacity, and experience in support of the requirements. The description should include the date the Offeror was established, its https://procure.ohio.gov/pdf/Preference%20Certification%20Statements.pdf

Page | 14 leadership, number of employees, number of employees the Offeror will engage in tasks directly related to the

Work, and any other background information or relevant experience that will help ODRC gauge the ability of the Offeror to fulfill the obligations of the Contract.

The Offeror may use the various Offeror Profile Summary forms to provide required information regarding the company, it’s background and experience, prior project and the education, training and experience of personnel to be assigned to the project. These forms may be duplicated to provide multiple experiences.

5. Staffing Plan and Time Commitment. The Offeror must provide a staffing plan that identifies all the personnel by position that the Offeror proposes and that are required to do the Work. The staffing plan must show each individual’s responsibilities for the Work. ODRC requires a staffing plan that matches the proposed Work key personnel and qualifications to the activities and tasks that will be completed for the Work.

In addition, the plan must have the following information:

a. A contingency plan that shows the ability to add more staff if needed to ensure meeting the Work due date(s);

b. All candidates proposed must meet the technical experience for the candidate’s position and be named.

6. Work Plan. The Offeror Work Plan will provide details that clearly state how the offeror will implement services as requested in the RFP and perform routine and daily activities, including reporting to ODRC facility, and documentation of fulfillment of all deliverables.

7. Proof of Insurance. The Offeror must provide the certificate of insurance required by Attachment Four. The policy may be written on an occurrence or claims made basis.

8. Payment Address. The Offeror must give the address to which ODRC should send payments.

9. Legal Notice Address. The Offeror must give the name, title, and address to which ODRC should send legal notices under the Contract.

10. W-9 Form. The Offeror must complete a W-9 form in its entirety. The Offeror must submit an electronic copy of a signed W-9. A current version of the Internal Revenue’s W-9 form is available at: http://www.irs.gov/pub/irs-pdf/fw9.pdf

11. Independent Contractor Acknowledgement Form. Unless the Offeror is a “business entity” as that term is defined in R.C. 145.037 (“an entity with five or more employees that is a corporation, association, firm, limited liability company, partnership, sole proprietorship, or other entity engaged in business”), the Offeror must complete and submit an originally signed Independent Contractor Acknowledgement form in its entirety. A current version of the Independent Contractor Acknowledgement form is available at:

https://www.opers.org/forms-archive/PEDACKN-Independent-Contractor-Worker-Acknowledgment.pdf

12. Affirmation and Disclosure Form. The Offeror must complete and sign the Affirmation and Disclosure Form in Attachment Eight as part of its Proposal.

13. Acceptance of Attachment Three – General Terms and Conditions. Offerors must include a statement indicating that the Offeror has read, understands and agrees to the General Terms and Conditions contained in

Attachment Four.

14. Assumptions. The Offeror must provide a comprehensive list of all the assumptions the Offeror made in preparing the Proposal. If any assumption is unacceptable to ODRC, ODRC may at its sole discretion request that the Offeror remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Offeror response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFP that the assumption is applicable to. Offerors should not include assumptions elsewhere in their response.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.opers.org/forms-archive/PEDACKN-Independent-Contractor-Worker-Acknowledgment.pdf

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15. Support Requirements. The Offeror must describe the support it wants from ODRC other than what ODRC has offered in this RFP. Specifically, the Offeror should address the following:

a. Nature and extent of State support required in terms of staff roles, percentage of time available, etc.;

b. Assistance from State staff and the experience/qualification level required; and

c. Other support requirements.

ODRC may not be able or willing to provide the additional support the Offeror lists in this part of its Proposal.

The Offeror must therefore indicate whether its request for additional support is a requirement for its performance. If any part of the list is a requirement, ODRC may reject the Offeror’s Proposal if ODRC is unwilling or unable to meet the requirements.

16. Cost Summary

The cost summary described in Attachment Nine must be submitted with the Offeror’s Proposal.

The cost proposal must not include exceptions, additional terms and conditions, or assumptions.

ATTACHMENT THREE - GENERAL TERMS AND CONDITIONS

PART ONE: PERFORMANCE AND PAYMENT

A. Statement of Work.

The Contractor will consult with the appropriate State representatives and others necessary to ensure a thorough understanding of the Work and satisfactory performance. ODRC may give instructions to or make requests of the Contractor relating to the Work. The Contractor will comply with those instructions and fulfill those requests in a timely and professional manner. Those instructions and requests will be for the sole purpose of ensuring satisfactory completion of the Work and will not amend or alter the scope of the Work.

B. Compensation. In consideration of the Contractor's promises and satisfactory performance, ODRC will pay the Contractor the amount(s) identified in the Contract (the "Fee"), plus any other expenses identified as reimbursable in the Contract. In no event will payments under this Contract exceed the “not-to-exceed” amount in the Contract without the prior, written approval of ODRC and, when required, the Ohio Controlling Board and any other source of funding. The Contractor's right to the Fee is contingent on the complete and satisfactory performance of the Work or, in the case of milestone payments or periodic payments of an hourly, daily, weekly, monthly, or annual rate, all relevant parts of the Work tied to the applicable milestone or period. Payment of the Fee is also contingent on the Contractor delivering a proper invoice and any other documents required by the Contract.

C. Invoice Requirements. The Contractor or dealer, authorized to submit invoices, must submit an invoice to the office designated in the purchase order. The Contractor will only be compensated for the Deliverables accepted by ODRC. All invoices must be submitted to: invoices@ohio.gov.

To be a proper invoice, the invoice must include the following:

1. The purchase order number authorizing the delivery of supplies or services;

2. State of Ohio Contract Number (if applicable);

3. Agency Name;

4. Agency Billing Address;

5. Delivery location of supplies or services;

6. Contractor Name;

7. Contractor Address;

8. Contractor’s Unique Invoice Number;

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9. Date that services were provided or that supplies were delivered;

10. Itemization of supplies or services provided, including cost;

11. For leases, the invoice must also include the payment number (e.g., 1 of 36);

12. For Time and Material Contracts, the invoice must reflect labor hours actually worked and, if applicable, supplies used; and;

13. Clear statement of total payment expected.

D. Payment Due Date and Process. Unless otherwise stated in this Contract and in accordance with Section

126.30 of the Ohio Revised Code payments under this Contract will be due on the 30th calendar day after the date of actual receipt of a proper invoice in the office designated to receive the invoice. The date payment is issued by ODRC will be considered the date payment is made. Payment of an invoice by ODRC will not prejudice ODRC’s right to object to or question that or any other invoice or matter in relation thereto. ODRC’s preferred method of payment is electronic funds transfer. However, the Ordering Agency may also make payment by State of Ohio payment card or by warrant issued by the Office of Budget and Management. At the time of Contract award, Contractor must be able to accept all forms of payment from ODRC and Ordering Agency.

E. Reimbursable Expenses. ODRC will not pay reimbursable expenses unless specifically identified in the

Contract. The Contractor will assume all expenses that it incurs in the performance of this Contract that are not identified as reimbursable.

F. Certification of Funds. None of the duties or obligations in this Contract are binding on ODRC, and the

Contractor will not begin performance on this Contract, until all of the following conditions are met:

1. All statutory provisions under the Ohio Revised Code have been met.

2. All necessary funds are made available by the appropriate Ordering Agency.

3. If required, the Controlling Board of Ohio has approved the purchase in accordance with Section 127.16 of the Ohio Revised Code.

4. If applicable, an official State of Ohio Purchase Order (P.O.) has been issued from the appropriate

Ordering Agency, which is certification that the above requirements have been met.

G. Employment Taxes. All people furnished by the Contractor (the “Contractor Personnel”) are employees or subcontractors of the Contractor, and none are or will be deemed employees or contractors of ODRC. No Contractor Personnel will be entitled to participate in, claim benefits under, or become an “eligible employee” for purposes of any employee benefit plan of the State by reason of any work done under this Contract. The Contractor will pay all federal, state, local, and other applicable payroll taxes and make the required contributions, withholdings, and deductions imposed or assessed under any provision of any law and measured by wages, salaries, or other remuneration paid by or which may be due from the Contractor to the Contractor Personnel. The Contractor will indemnify, defend (with the consent and approval of the Ohio Attorney General), and hold ODRC harmless from and against all claims, losses, liability, demands, fines, and expense (including court costs, defense costs, and redeemable attorney fees) arising out of or relating to such taxes, withholdings, deductions, and contributions with respect to the Contractor Personnel. The Contractor’s indemnity and defense obligations also apply to any claim or assertion of tax liability made by or on behalf of any Contractor Personnel or governmental agency on the basis that any Contractor Personnel are employees or contractors of ODRC, that ODRC is the “joint employer” or “co-employer” of any Contractor Personnel, or that any Contractor Personnel are entitled to any employee benefit offered only to eligible regular fulltime or regular part-time employees of ODRC.

PART TWO: WORK AND CONTRACT ADMINISTRATION

A. Related Contracts. The Contractor warrants that the Contractor has not and will not enter into any contracts without written approval of ODRC to perform substantially identical services for ODRC, such that the Work duplicates the work done or to be done under the other contracts.

B. Other Contractors. ODRC may hold other contracts for additional or related work for this Work. The Contractor must fully cooperate with all other contractors and State employees and coordinate its work with such other contractors and State employees as may be required for the smooth and efficient operation of all related or additional work. The Contractor may not act in any way that may unreasonably interfere with the work of any

Page | 17 other contractors or ODRC’s employees. Additionally, the Contractor must include the obligations of this provision in all its contracts with its subcontractors that work on this project.

C. Record Keeping. The Contractor must keep all financial records in accordance with generally accepted accounting principles or equivalent consistently applied. The Contractor also must file documentation to support each action under this Contract in a manner allowing the documentation to be readily located. Additionally, the Contractor must keep all Work-related records and documents at its principal place of business or at its office where the work was performed.

D. Contract Performance Management. The Contracting and Ordering Agencies are responsible for administering and monitoring the Contractor’s compliance and performance on this Contract. Therefore, the Contractor must respond to complaints about performance of the obligations in this Contract to such entities in a timely manner. If the Contractor fails to perform any one of its obligations under this Contract, it will be in default.

If the Contractor fails to satisfactorily correct the performance or compliance issue within the time designated by the Agency, the Contracting Agency may employ all available options and remedies, including termination of the Contract if necessary, to resolve the Contractor’s continued nonperformance or noncompliance.

E. Audits. The Contractor must keep all financial records in…