DYS Training Academy HVAC maintenance and Repair RFQ doc.docx

Ohio Department of Youth Services Request for Quote (RFQ) DYS Training Academy HVAC maintenance and Repair: SRC0000026978

Purpose: This solicitation is intended to award a purchase order to a supplier on contract MAC038 HVAC Maintenance and Repair to provide Preventative / other Maintenance and Repair to the HVAC System by a certified/licensed technician for The Department of Youth Services Training Academy.

RFQ Schedule:

· RFQ Issued: 12/20/2024

· Inquiry Periods Begins: 12/20/2024

· Site Visits: Not mandatory, no later than 1/8/2024

· Inquiry Period Ends: 1/9/2024

· Quotes Due: 1/10/2024 2:00PM

Site Location:

· Ohio Department of Youth Services Training Academy:

· 11781 State Rte 762

COOPER HALL

43146 Orient

Site Visits:

Suppliers are not required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the RFQ.

General Information:

Services will be coordinated with facility’s’ Administration and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST).

ODYS requires certified/licensed technicians to perform these services on the following systems/ equipment and have proficient knowledge of systems as it pertains to HVAC.:

· HVAC Systems

· Boiler/Chiller.

· Plumber and Pipe Fitter.

· HVAC Electrician

Inquiries:

From the issuance date of this solicitation, until a contract is awarded to an offeror, there may not be direct communications concerning the RFQ between any supplier who expects to submit a quote, and any employee of ODYS involved in the issuing of the RFQ. The only exception is provided through the submission of written requests for clarification/interpretation via the RFQ through the OhioBuys website during the inquiry period.

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

Cost Proposal:

Suppliers must complete the item grid in OhioBuys and provide a response to each item.

Each system / equipment is broken down into 3 hourly rates. The last required items are for subcontractor markup charges and a trip charge. See below:

· Regular Service Hourly Rate.

· Non-Regular Service Hourly Rate.

· Holiday-Emergency Service Hourly Rate.

· Parts and Trip Charges Materials, Parts, & Subcontractor Labor Percentage Markup over Contractor Supplier Cost.

· Trip Charge.

· Quotes must be valid for a minimum of sixty (60) days.

Time of Performance:

· The initial awarded contract is estimated to become effective on January 10TH, 2025, and remain effective through June 30, 2025, or until terminated as provided in the contract.

Evaluation / Award:

· Bids will be evaluated, and the contract will be awarded to the lowest responsive and responsible bidder as determined by the agency. If applicable Not-to-exceed pricing should be considered for each individual’s contract already established by DAS contract MAC038.

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions outlined within T&C document provided.

Contracts that Fall under MAC038:

CSP900522, RSC009219, RSC015556, RSC015554, RSC015553, RSC015546, RSC009220, RSC009218, RSC009216.

Contains Standard Terms and Conditions, special contract terms & conditions that have already been executed and awarded to the contract holders.