HVAC MonthlyMaint FY27.docx

KENNETH S. FINK, MD, MGA, MPH

DIRECTOR OF HEALTH

KA LUNA HOʻOKELE

JOSH GREEN, M.D.

GOVERNOR OF HAWAIʻI

KE KIAʻĀINA O KA MOKUʻĀINA ʻO HAWAIʻI

STATE OF HAWAIʻIIn reply, please refer to:

File:

DEPARTMENT OF HEALTH

KA ʻOIHANA OLAKINO

ADULT MENTAL HEALTH DIVISION

HAWAII STATE HOSPITAL

45-710 KEA'AHALA ROAD

KANEOHE, HI 96744

August 26, 2026

COMPETITIVE SEALED BIDDING (IFB)

ADMINISTRATIVE AND SUPPORT SERVICES

Offer Due Date and Time:

September 2, 2026, 2026, 2:00 PM HST

The Hawaii State Hospital (“State”) is seeking a contract for the Inspection, maintenance, and repair of the air conditioning chill water equipment of the New Patient Facility and Lower Campus building(s) of Hawaii State Hospital as set forth in Section 1, Scope of Services, of this Competitive Sealed Bidding (“IFB”). For the purposes of this IFB, “employee” means any individual provided for contract work through a Contract resulting from this IFB by the awarded bidder.

Questions regarding this IFB shall be submitted via HIePRO by August 28, 2026, 2:00 PM. Answers to questions shall be published on August 31, 2026, 2:00 PM. Only questions submitted via HIePRO shall be answered, no other questions shall be accepted.

By submitting a bid under this IFB, the vendor understands and agrees to the State’s General Conditions, as attached to this solicitation, and all other administrative requirements included in this solicitation.

I. Scope of Services

Monthly Inspection, maintenance, and repairs to the air conditioning chill water equipment for Entire Hawaii State Hospital Campus (New Patient Facility (NPF), Building Q, and Guensberg building.

See attachment “HVAC Detailed Specs” for detailed equipment list and Work specification to be covered in contract.

A. Contractor’s Responsibilities. The Contractor shall:

1. Recruit, screen, interview, and assign its employees to perform the type of work described in the Position Descriptions in Section I.D., Position Descriptions, of this IFB below.

2. Prescreening requirements.

a. Education and qualification verification;

b. Employment verification of the candidate for the last two (2) employees;

c. Reference check of two (2) professional references; and

d. Criminal background check showing no conviction of any state or federal law in the past ten years.

3. Candidate identification process. The Contractor shall provide the State with a list of qualified individuals and resumes who have met the prescreening requirements within five (5) business days. If no such qualified individuals are available, the Contractor shall notify the State within five (5) business days and provide the State with any such individuals when the individual becomes available for work.

4. After selection by the State, but prior to assignment to the State,

a. Perform employee drug screening, which shall be the responsibility of Contractor, including all costs, and provide documentation of negative results to the State. Any subsequent requests for drug screening for drug screening for the same employee shall be paid for by the State;

b. Oversee and assure that the employee is current with all health requirements under current Hawaii State Hospital guidelines to safeguard the health and safety for all patients and staff; and

c. At the discretion of the State, require employee to sign appropriate confidentiality forms. Such forms shall be provided to the Contractor in advance by the State.

5. Provide services at the Hawaii State Hospital, located at 45-710 Keaʾahala Road, Kaneohe, Hawaii 96744, during standard office hours, 7:30 a.m. – 4:00 p.m., Monday through Friday.

6. Be the general or primary employer of its employees. All matters relating to the employment of its employees shall be processed through the Contractor. The Contractor reserves the sole right to establish the wages and fringe benefits, if any, of its employees, and assumes responsibility for the payment of such compensation.

II. Compensation and Payment Schedule.

Compensation shall be based on the hourly rate on the actual hours provided by the employee(s). The Contractor shall submit monthly invoices to the State for the services provided in accordance with Section I, Scope of Services.

III. Period of Performance.

The Contractor shall provide the services required under any Contract resulting from this IFB for one (1) year.

Unless sooner terminated, the period of performance may be extended upon mutual agreement between the State and the Contractor for not more than four (4) additional years and subject to availability of funds.

Unless terminated in the State’s General Conditions of the Contract, and at the State’s sole option, the contract may be extended without the necessity of rebidding for not more than four (4) additional, twelve (12) month periods, or portions thereof, without rebidding, upon mutual agreement in writing prior to contract expiration proved the contract price for the extended period shall remain the same, are lower than the initial contract prices or increased if allowed in the contract and as provided for herein.

IV. Bidder Requirements.

A. Interested bidders must be a registered company to do business in the State of Hawaii. No individual or sole proprietor may submit a bid.

B. Vendor Compliance. Bidders must provide proof of compliance obtained through Hawaii Compliance Express (HCE). The vendor’s name on the Certificate of Vendor Compliance (CVC) must exactly match the vendor’s name under which the quote for this solicitation is submitted. A copy of the CVC must be submitted with bid for verification. The vendor is responsible for maintaining compliance. Non-compliance may result in a vendor not receiving an award, delay of payment, or cancellation of award.

C. Insurance Required. The Contractor, before contract execution, shall obtain, maintain, and keep in force throughout the period of the contract the following insurance:

1. General liability insurance issued by an insurance company in the amount of at least one million and no/100 dollars ($1,000,000) for bodily injury and property damage liability arising out of each occurrence and two million and no/100 dollars ($2,000,000) aggregate.

2. Automobile Liability insurance in the amount of at least one million and no/100 dollars ($1,000,000) per accident.

The insurance shall be obtained from a company authorized by law to issue such insurance in the State of Hawaii (or meet Section 431: 8-301, Hawaii Revised Statutes, if utilizing an insurance company not licensed by the State of Hawaii).

The insurance coverage shall be primary and shall cover the insured for all work to be performed under the contract, including changes, and all work performed incidental thereto or directly or indirectly connected therewith. The vendor shall maintain in effect this liability insurance until the State has certified that the vendor’s work under the contract has been completed satisfactorily.

The vendor shall obtain a certificate of insurance verifying the existence of the necessary insurance coverage in the amounts stated above. The certificate of insurance shall be attached and be made part of the contract.

Each insurance policy required by the contract shall contain the following clause:

1. The State of Hawaii and its officers and employees are additional insured with respect to operations performed for the State of Hawaii.

2. It is agreed that any insurance maintained by the State of Hawaii will apply in excess of, and not contribute with, insurance provided by this policy.

The certificate of insurance shall indicate these provisions are included in the policy.

The vendor shall immediately provide written notice to the State should any of the insurance policies evidenced on its certificate of insurance forms be cancelled, limited in scope, or not renewed upon expiration.

If the scheduled expiration date of the insurance policy is earlier than the expiration date of the time of performance under the contract, the vendor, upon renewal of the policy, shall promptly cause to be provided to the State an updated certificate of insurance.

V. Bid Submission and Award.

All bids shall be by hourly rate by position inclusive of wages, fringe benefits, all applicable taxes, and any other incidental costs. No other costs shall be honored. Bidders shall submit offers for all positions listed. No partial bid shall be accepted.

The annual working hours of each employee are estimated at 2,080 hours. The actual working hours may vary. There is no commitment by the State as to the number of hours and the award amount for the term of this IFB. The hours may be decreased or increased due to funding or workload requirement.

All bids shall be made via HIePRO. The following documents must be completed and submitted for the bid to be considered complete and accepted by the State.

7. Form W-9

8. Wage Certificate

9. Offer’s Qualification Form

10. Offer’s Employee Qualification From

11. Offer Form OF-1

12. Proof of Insurance

Selection and award shall be contingent on the lowest, most responsible and responsive offer.

The State reserves the right to cancel this procurement or award at any time and for convenience.

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