HVAC RFP V211-24-087.pdf

REQUEST FOR PROPOSAL

PROJECT #V211-24-087

HVAC Full-Service Maintenance

1 April 2024

Virginia Military Institute Lexington, Virginia 24450-0304

REQUEST FOR PROPOSAL (RFP)

RFP# V211-24-087

Issue Date: 1 April 2024

Title: HVAC Full-Service Maintenance

Pre-Proposal Conference Date: Monday 15 April 2024 at 8:30 AM EST – MANDATORY.

Questions Due Date: Thursday 25 April 2024 at 2:00 PM EST

Due Date: Tuesday 7 May 2024 at 2:00 PM EST

Commodity Code: 94155

Issuing Agency: Virginia Military Institute

VMI will accept proposals electronically through the eVA Procurement Portal. Proposals must be uploaded to eVA before the electronic solicitation closes at 2:00 PM on Tuesday, 7 May 2024 at 2:00 PM. No emailed or late proposals will be accepted.

Period of Contract: 1 July 2024 – 30 June 2025 (Annually Renewable Thereafter for four (4) successive one year renewals)

PREPROPOSAL CONFERENCE- Mandatory: A MANDATORY Pre-Proposal Conference will be held at Marshall Hall, Center for Leadership and Ethics, Virginia Military Institute in Lexington, VA 24450 on Monday 15 April 2024 at 8:30 AM EST. The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. A site tour will immediately follow. Attendance at this conference and site tour is a prerequisite to submitting a bid. Any changes resulting from this conference will be issued in the form of a written addendum to this solicitation and publicly posted on www.eva.virginia.gov

All Inquiries For Information Should Be Directed To: LTC Lynn Carmack, CUPO, VCCO, VMI Procurement Services- at Procurement@vmi.edu. Use of the Understanding of Requirements Form, Attachment E, must be used. No phone calls will be accepted; no emails will be answered. Answers will be posted in the form of an addendum to the RFP.

In Compliance With This Request For Proposal And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

Name And Address Of Firm:

___________________________________________ Date: ______________________________________________

___________________________________________ By: ______________________________________________

(Signature In Ink) ___________________________________________ Name: _____________________________________________

(Please Print) _________________________Zip Code: __________ Title: _____________________________________________

EVA Vendor ID or DUNS number ________________ Phone: (_____)_______________________________________

E-mail: _____________________________________ Fax: (_____)_________________________________________

Minority Vendor: ___________ Woman owned: ___________ Small Business ___________ Certification #.: ____________

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

http://www.eva.virginia.gov/ mailto:Procurement@vmi.edu.

REQUEST FOR PROPOSAL

RFP # V211-24-087

TABLE OF CONTENTS

I. Purpose ...................................................................................................................Page 4

II. Small, Woman-Owned and Minority (SWaM) Participation ................................Page 4

III. VASCUPP Expanded Cooperative Language…………………………………..Page 4

IV. Statement of Need.................................................................................................Page 5

V. Mandatory Pre-Proposal Conference.....................................................................Page 13

VI. Evaluation & Award Criteria.................................................................................Page 14

VII. Proposal Preparation & Submission Requirements..............................................Page 15

VIII. Mandatory General Terms and Conditions.........................................................Page 18

IX. Special Terms and Conditions...............................................................................Page 26

X. Method of Payment.................................................................................................Page 32

XI. Bid Form/Pricing Schedule.................................................................................Page 33

Attachments

Attachment A: Understanding of Requirements Attachment B: Offeror Data Sheet Attachment C: Conflict of Interest Statement Attachment D: SWaM - Small, Women and Minority-Owned Business Sub-Contracting

Plan Attachment E: Sample Contract Attachment F: VMI HVAC Backflow Preventers Attachment G: Work Order HVAC Trouble Call Frequency Attachment H: VMI HVAC Materials Parts List (Excel) Attachment I: VMI HVAC Equipment Inventory (Excel)

I. PURPOSE:

The purpose and intent of this Request for Proposal (RFP) is to establish a comprehensive service contract with a qualified mechanical contractor to provide HVAC maintenance and on-call repair work in facilities at the Virginia Military Institute (herein after referred to as the "Agency" or "Institute"), located at Lexington, Virginia.

II. SMALL, WOMAN-OWNED AND MINORITY (SWaM) PARTICIPATION

It is the mission of VMI Procurement Services to obtain quality goods and services at reasonable costs in a professional, efficient, and responsive manner while adhering to the applicable governing laws of the Commonwealth of Virginia and the policies of the Institute.

In compliance with the Memorandum of Understanding authorized through the Restructured Higher Education Financial and Administrative Operations Act of 2005 and Chapter 829 of the 2008 Acts of Assembly, the Institute requires that “all procurement procedures be conducted in a fair and impartial manner with avoidance of any impropriety or appearance of impropriety, that all qualified vendors have access to public business and that no offeror be arbitrarily or capriciously excluded.”

It is the policy of the Commonwealth of Virginia and Virginia Military Institute to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. To that end, VMI is fully committed to achieving the standards set forth in the Governor’s Executive Order and expects its partners to support a goal of no less than 42% spend with SWaM certified vendors. Preference will be given during evaluation to those business entities that are current SWaM certified. Information regarding certification can be obtained at www.SBSD.virginia.gov.

Sub-Contracting Reporting Requirements: It is required that the utilization of small businesses and businesses owned by Women, Minorities and Veterans be reported quarterly and that such businesses will be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD). Only those businesses possessing this certification can be reported in an effort to reach the expected goal of 42%.

All potential Offerors are required to submit A Small Business Subcontracting Plan (Attachment E) unless the Offeror is an SBSD-certified SWaM business enterprise.

III. VASCUPP EXPANDED COOPERATIVE LANGUAGE:

CONTRACT PARTICIPATION: Under the authority of the Code of Virginia 2.2-4304.

Cooperative Procurement, it is the intent of this solicitation and resulting contract(s) to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead-issuing institution’s affiliated corporations may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor(s), the resultant contract(s) will be extended to the public bodies indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify the lead-issuing institution in writing of any such institutions accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract.

Participating entities shall place their own orders directly with the Contractor(s) and shall fully and independently administer their use of the contract(s) to include contractual disputes, invoicing and payments without direct administration from the lead-issuing institution. The lead-issuing institution shall not be held liable for any costs or damages incurred by any other participating public body as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that the lead-issuing institution is not responsible for the acts or omissions of any entity and will not be considered in default of the contract no matter the circumstances.

Use of this contract(s) does not preclude any participating entity from using other contracts or competitive processes as the need may be.

IV. STATEMENT OF NEED:

A. REQUIREMENTS:

Contractor shall furnish HVAC Full-Service Maintenance Services for HVAC related equipment (including all necessary parts, labor, supervision, materials, and equipment) on all heating, ventilation and air condition (HVAC) equipment for Virginia Military Institute in accordance with the terms and conditions and specifications set forth herein.

Contractor shall provide the following services:

1. Preventive Maintenance Services and Routine Service Calls: Regularly scheduled preventive maintenance services and respond to routine service calls (Work Orders).

2. Emergency and Repair Services: Repair services required due to sudden, accidental or catastrophic equipment failures and/or power outages.

3. Improvement-Enhancement Services: Services provided/performed to achieve improved/enhanced equipment operating efficiency or replacement, not included in regularly scheduled preventive maintenance services or routine service calls.

4. Special Events Support Services – Services to support Institute special events.

B. PREVENTIVE MAINTENANCE SERVICES AND ROUTINE SERVICE CALLS

Contractor shall perform all preventive maintenance services necessary to maintain equipment/parts/components in optimum operating condition in accordance with Original Equipment Manufacture’s recommendations and also respond to daily routine service calls.

Routine service calls will be dispatched and tracked through the Physical Plant’s work order system. In order for VMI Physical Plant Customer Service to provide timely information to customers, Contractor will be responsible for providing timely service repair updates and information on all service calls via Physical Plant’s work order system and to Physical Plant’s Customer Services Coordinator.

Contractor must provide considerable expertise in the repair and maintenance of higher education facility HVAC system operations including pneumatic controls, electronic controls, electrical controls, package and split units, VRV (Variable Refrigerant Volume) and VAV (Variable Air Volume) systems, BAS (Building Automation Systems) systems and programming, monitor and respond to remote alarms, and humidification/dehumidification systems analysis.

Air Filter Changes - Contractor shall furnish and install all air filters, including those for Air Handling Units (AHU) and Variable Air Volume (VAV) box filters at no additional cost to the Institute. Filter changes shall include cleaning of louvers. Air filters shall be changed on a periodic basis in accordance with the attached “VMI HVAC PM Material Parts List.”

Occasional additional filter changes may be requested for unusual circumstances. Various washable filters across Post will also be regularly serviced.

Contractor shall provide and maintain, at no additional cost to the Institute, an inventory of routine service parts, components, materials, etc. on-site at the Institute that are typically required by the Contractor to provide/perform preventive maintenance services and to ensure uninterrupted operation. Contractor shall be responsible for properly identifying parts, materials, etc., owned by the Contractor and for providing proper security for such items. The Institute will not be responsible for losses of Contractor’s parts, materials, etc., stored on site.

Contractor shall furnish and coordinate all rental equipment, as applicable, required to provide/perform preventive maintenance services at no additional cost to the Institute including, but not limited to freight, transportation, rigging, assembly/set-up, installation, disassembly/tear-down, and removal.

Contractor shall provide and add refrigerant as needed to equipment; refrigerant will be billed at actual material cost plus 15% markup. Contractor shall be responsible for ensuring their refrigerant management program is EPA, federal, state and locally compliant. Contractor shall provide a refrigerant tracking report to the Institute as requested documenting refrigerant used to perform services. Contractor shall establish and maintain records and make these records available to the Institute within forty-eight (48) hours upon request. All refrigerant records shall be reported to the Institute annually (at a minimum), and upon expiration (or termination) of this contract.

Contractor shall maintain equipment rooms housing HVAC and refrigeration systems in a neat, clean and orderly condition. Contractor shall clean-up after providing/performing all services including, but not limited to, proper disposal of part containers, shipping crates, used parts and used oil.

Equipment/services excluded from preventive maintenance services will include repairs due to vandalism.

Window air conditioning units are excluded from this contract. Residential houses’ hot water boilers and steam boilers are excluded from this contract.

All cooling towers and chillers are under separate contract between the Institute and original equipment manufacturers (OEM) and therefore are excluded from this contract. Contractor’s responsibility will be to investigate any chiller BAS alarms or verify if a warm chilled water loop indication is present. Contractor will attempt to reset a chiller to restart and continue to monitor until an assessment is made on the need for OEM services. Water treatment services are also excluded from this contract.

Contractor shall perform annual back-flow preventer tests and necessary repairs on all backflow prevention devices, excluding fire sprinkler systems. Confirmation of testing shall be submitted to the Contractor Administrator. See attachment “VMI HVAC Backflow Preventers”.

Contractor will provide weekly status reports, which, at a minimum, includes identifying outstanding issues, tracking recurring issues, monitoring parts deliveries, pending repairs, pending preventive maintenance schedules, etc.

Contractor shall be cognizant of performing work in “sensitive” areas of the Institute including, but not limited to, the areas of Memorial Hall (museum), Jackson House (museum), Davidson Tucker House (museum), VMI Health Center (infirmary), VMI Post Police, and IT Server Rooms.

Contractor shall submit with their proposal a preliminary preventive maintenance schedule and detailed plan that lists tasks to be performed and frequency for all major equipment. Contractor shall submit a detailed preventive maintenance schedule that includes all associated tasks to the Institute’s Contract Administrator within sixty (60) days of contract award. Contractor shall provide records of preventive maintenance services performed upon request of the Institute’s Contract Administrator or designee. Records shall indicate, at a minimum, the date last scheduled inspection was performed, preventive maintenance performed, noted deficiencies, and any other pertinent information. Preventive maintenance records shall be sufficiently detailed to demonstrate that maintenance services performed on equipment meets manufacturer’s warranty requirements for record purposes. Contractor shall keep current an inventory of all equipment serviced, including equipment description, location, manufacturer, model/serial number, and required preventative maintenance parts and quantities. This inventory shall be made available to VMI upon request.

Contractor will research and procure OEM and non-OEM parts for repairs found on service calls generated by VMI or problems found while on routine maintenance. The limit per part procured is $1,500.00. All parts will have a maximum 15% markup per item. Contractor will provide VMI Accounts Payable invoices from each vendor to VMI for every item purchased as backup documentation. If an individual part is above $1500.00 limit, contractor will submit to Procurement Services (or VMI designee) for approval prior to contractor processing the part order. The Institute will determine if parts exceeding the $1,500 limit will be procured by the Institute or approval given to the contractor for purchase. All contractor parts invoices are to include an itemized summary. Parts invoices are to be submitted monthly.

Preventive maintenance services and routine service calls shall be performed on a lump sum price basis in accordance with Section X. Specification & Bid Form/Pricing Schedule.

C. EMERGENCY AND REPAIR SERVICES

Contractor shall be responsible for emergency and repair services due to sudden, accidental or catastrophic equipment failures and/or power outages, regardless of the reason for system failure. Emergency repair services which occur and are authorized by the Institute outside of normal business hours, including but not limited to “call back services”, shall be billed on a time and material basis in accordance with the hourly rate schedule for actual time spent on the job site; travel time will not be charged.

Material, parts and supply costs will be billed in accordance with preventive maintenance and routine service calls procedures. The Contractor shall receive authorization from the Institute prior to proceeding with emergency/repair services.

Contractor shall be available for 24-hour emergency service, seven days per week, weekends and holidays included. Contractor shall provide an emergency repair telephone number.

Contractor shall, upon notification from the Institute of an emergency, have a technician on site within two (2) hours.

D. IMPROVEMENT-ENHANCEMENT SERVICES

Services to improve, enhance, or replace equipment or systems may be requested by the Institute on an as needed hourly labor rate basis. Transportation, travel time and other expenses will not be paid for separately, but shall be included in the proposed hourly rates.

Material, parts and supply costs required in the performance of improvement-enhancement services may be provided by the contractor, but will be billed at a maximum 15% markup.

The contractor will be required to provide a not-to-exceed estimate of the cost and descriptive information of the work. Work approved by the Institute will be scheduled prior to commencement. The Institute reserves the right to bid separately any improvement-enhancement services and reserves the right to purchase parts and materials from other sources.

Contractor may not use personnel assigned to preventive maintenance and service calls to perform work under improvement-enhancement services.

E. SPECIAL EVENTS SUPPORT SERVICES

Contractor shall provide support services for Institute special events as requested by the Institute. Special events may include, but not be limited to, athletic and academic events which occur outside normal business hours. These services shall be performed on an hourly labor rate basis in accordance with the hourly rate pricing schedule when they occur outside of a normal work week schedule.

F. EQUIPMENT

Equipment shall include, but not be limited to, the representative systems identified in attachment “VMI Building HVAC Equipment List”. “VMI Building HVAC Equipment List” is a representation of equipment at the Institute and may not be an accurate up-to-date detailed listing. Maintenance services will not only be limited to major pieces of equipment but will also include all appurtenant devices and associated equipment/parts/components such as air compressors, air intake screens, hot water boilers (filters, motors, couplings, strainers, valves, electrical wiring, VF drives) chillers, coils, cooling towers, control valves, heat exchangers, electrical controls, electrical starters and disconnects, exhaust fans, fans, fan chambers, fan coil units, fan scrolls, filters, heating and cooling coils, isolation eliminators, isolation valves, motors, motor starters, piping and related devices (balancing valves, check valves, coils, isolation eliminators, strainers), plenums, pneumatic controls, pumps, rotary screws, terminal units, tube bundles, unit ventilators, vacuum breakers, and valves.

HVAC Contractor will maintain steam and condensate piping and specialties including the steam isolation valve upstream of the equipment to and including the condensate isolation valve downstream of the equipment, excluding steam traps. HVAC Contractor will maintain automatic steam control valves serving HVAC equipment. HVAC contractor will maintain steam related HVAC equipment within the confines specified including piping and specialties (blow-down valves, strainers, etc.).

VMI’s Heat Plant staff will maintain steam and condensate piping, pumps, and receiving tanks Post-wide up to the last manual isolation valve prior to HVAC equipment and then downstream from the first manual isolation valve downstream of the HVAC equipment. Heat Plant staff will maintain steam traps serving HVAC equipment.

Equipment shall also include domestic ice making machines and commercial food/beverage storage refrigeration equipment.

Preventive maintenance services shall be performed for all pneumatic, electronic and digital control equipment devices regardless of manufacturer.

Contractor shall accept all equipment in “as-is” condition.

G. CONTRACTOR PERSONNEL

1. HVAC Supervisor:

Distinguishing features of the work:

a. Performs Master level HVAC work with responsibility for leading, prioritizing, planning and accomplishing assignments through efficient management of personnel.

b. Provides exceptional customer service through communication, coordination and pro-active planning.

c. Regular communications with the Institute’s Contract Administrator or designee.

d. Plans working details and follows sketches, HVAC diagrams, and/or blueprints.

Examples of Duties:

a. Supervision, development and follow-up of work assignments to personnel.

b. Provide timely updates on priority HVAC issues to Physical Plant’s Customer

Services Coordinator.

c. Provide regular and timely updates to work order assignments through appropriate communications and Physical Plant’s work order system.

d. Plan and perform work according to required code.

e. Troubleshoots and repairs all types of commercial HVAC equipment.

f. Perform other HVAC related duties as may be assigned.

Requirement of Craft:

a. Must be qualified through factory or other training to work on specific makes and types of equipment to be repaired/serviced. Proof of completion to be submitted by the Contractor when requested by the Agency.

b. Shall be appropriately certified/licensed by the Commonwealth of Virginia Department of Professional and Occupational Regulations to perform HVAC and related mechanical work.

c. Prior experience of five (5) years or more with same or other HVAC companies.

2. HVAC Mechanic(s):

Distinguishing features of the work:

a. Performs Master/Journeyman level HVAC work with responsibility for determining work methods to be used in accomplishing assignments.

b. Plans working details and follows sketches, HVAC diagrams, and/or blueprints.

Examples of duties:

a. Plan and perform work according to required code.

b. Troubleshoots and repairs all types of commercial HVAC equipment.

c. Installs all types of commercial HVAC equipment.

d. Perform other HVAC related duties as may be assigned.

Requirements of Craft:

a. Must be qualified through factory or other training to work on specific makes and types of equipment to be repaired or serviced. Proof of completion to be submitted by the Contractor when requested by the Agency.

b. Shall be appropriately Master/Journeyman certified/licensed by the Commonwealth of Virginia Department of Professional and Occupational Regulations to perform HVAC and related mechanical work.

c. Prior experience of five (5) years or more with same or other HVAC companies.

d. Contractor shall provide a sufficient number of qualified/trained personnel to perform the work required under this contract and shall provide its proposed staffing plan with the proposal.

Other contractor support personnel (apprentices, administration, etc.) shall be specified in the contractor’s staffing plan.

3. Employment Policies: Contractor employment policies shall meet the requirements of the Fair Labor Standards Act and all other regulations required by Federal or State

Law. All material relating to personnel policies and procedures will be made available to the Institute.

4. Adequacy: Contractor to provide sufficient personnel to ensure efficient and courteous service and must have adequately trained relief personnel available to substitute in the absence of regular employees. All staff shall be employees of the Contractor, who shall be solely responsible for the payment of wages and benefits.

5. Approval: Personnel assigned by the Contractor to fulfill the requirements of this contract must be approved by the Institute. Subsequent changes in assignments are to be made by the Contractor only after prior consultation with, and approval of the Institute’s Contract Administrator.

6. Personnel Replacement: The institute reserves the right to request replacement of any Contractor personnel assigned to fulfill the requirements of this contract for good cause as determined by the Institute, or for actions considered to be not in the best interests of the Institute. Such action will be taken only after consultation with the Contractor’s Administrator. If the Institute’s Contract Administrator determines that suitable and timely replacement of key personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the services ordered, the contract may be terminated by the Institute’s Contract Administrator for default or for the convenience of the Institute, as appropriate, or, at the discretion of the Institute’s Contract Administrator if he finds the contractor at fault for the condition, the contract price or fixed fee may be equitably adjusted downward to compensate the Institute for any resultant delay, loss, or damage.

7. Conduct: Contractor employees must strictly adhere to VMI Post regulations regarding personal behavior and all other rules and regulations of the Institute.

H. REPORTING AND DELIVERY REQUIREMENTS:

1. The Contractor shall provide a sufficient number of qualified supervisors and employees to physically inspect, monitor, and supervise the Contractor’s employees, ensuring adherence to the work schedule and quality of work. One supervisor shall be appointed as main contact for the Institute. The supervisor will report to the Institute’s Contract Administrator or his designee daily when work is being performed under this contract. The supervisor will provide notification of any leave of absence from the job site and a designated primary contact in his absence. At all times, contractor will have a designated leadership contact person. A 24-hour emergency contact number shall be provided to the Institute from the Contractor.

2. The supervisor shall be responsible for all keys assigned to unlock spaces and for the security of the building. Supervisors shall not leave spaces open when not working that area. Keys shall be picked up each workday from a secure location designated by the Institute. Keys are to remain on Post at all times and shall be returned and secured in the designated location at the end of each workday. Contractor is responsible for replacement of lost keys and/or re-keying, if necessary, at no additional cost to the Institute.

3. The supervisor shall be responsible for the conduct and performance of the

Contractor’s employees, in addition to being in compliance with the following rules:

a. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted on Institute’s premises.

b. No loud, boisterous or rude conduct will be permitted.

c. Contractor’s employees shall not use or tamper with office machines, equipment and Institute employee’s personal property unless approved by the Institute.

d. Contractor’s employees shall not use Institute telephones at any time.

e. Smoking is allowed only at designated smoking areas. No smoking is allowed inside buildings. Refer to VMI General Order 45 Tobacco Use Policy.

4. Unauthorized Personnel: The Contractor’s employees are not to be accompanied in their work areas or on the premises by acquaintances, family members, or any person unless said person is an authorized Contractor employee performing work under the contract.

5. Uniforms: Contractor’s employees shall be uniformed in readily identifiable clothing at all times when performing work under this contract. Uniforms shall be provided by the Contractor at no cost to the Institute.

I. PROCEDURES FOR NORMAL WORKING HOURS SERVICE CALLS:

1. Requests for services shall originate from and shall be coordinated by the VMI Physical Plant. During normal business hours, 7:30AM to 4:00PM, Monday through Friday, the Contractor shall check in with the Physical Plant prior to the beginning of work, provide the Institute with its supervisor’s name, and check-out with the Physical Plant upon completion of work. Work receipt(s) shall be checked-in and checked-out by a designated Physical Plant employee.

Virginia Military Institute operates on an annual schedule to support academic activities which includes working during several normally nationally recognized holidays. The Institute’s recognized holidays include New Year’s Day, Memorial Day, Juneteenth, Fourth of July, Thanksgiving and Christmas. The contractor shall adjust their holiday work schedule accordingly in order to provide support to the Institute’s academic operating schedule.

J. PROCEDURES FOR AFTER HOURS EMERGENCY SERVICE CALLS:

1. After Hours Emergency calls are defined as calls for service between the hours of 4:00PM and 7:30AM, Monday through Friday. Weekend emergency calls are defined as calls for service between the hours of 4:00PM Friday until 7:30AM Monday.

2. Contractor shall, upon notification from the Institute of an emergency, have a technician on site within two (2) hours.

3. The Contractor shall report to the Physical Plant’s designated standby personnel.

4. Once the Contractor has made the necessary repairs, they are to check out with the Physical Plant’s standby personnel.

5. The Contractor is to report to the Physical Plant the next business day a work ticket showing hours worked and materials used.

6. Contractor shall charge no more than 1 ½ times the fixed hourly rate for the individual(s) performing the service.

K. CONTRACTOR RESPONSIBILITIES:

1. The Contractor shall provide an on-call number to the Institute that will enable 24 hour service, 365 days a year.

2. The Contractor shall be responsible for providing the appropriate tools, equipment, and skilled personnel required to accomplish the work and for adequately supervising them during the performance of the task to assure that the work is accomplished in compliance with all applicable NEC laws, ordinances, rules, regulations and codes, including OSHA requirements, and any dated version of the Virginia Uniform Statewide Building Code issued by the Department of Housing and Community Development in effect during the contract period. All work performed under this contract shall be done in a manner that will not adversely affect the integrity of the building’s electrical, fire protection and life safety systems or any other building’s features that will overload or render useless any circuit or groups of circuits.

3. The Contractor shall be responsible to assure that all materials used comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with pre-existing HVAC materials and equipment of the building(s) involved.

L. USE OF PREMISES:

1. On or about the premises and adjacent areas, the Contractor shall cause all apparatus, storage of materials and activities of workmen to be confined to the limits indicated by law, ordinances, permits and the directions of the Contract Administrator and shall not encumber or permit the premises or adjacent areas to be encumbered with such materials or apparatus. The work site shall be kept in such orderly fashion as will not unduly interfere with the progress of the work or the work of any other Contractor.

2. The Contractor shall be responsible for repairing or replacing any work damaged by his operation immediately after notification by the Contract Administrator of damages found to any work at the site.

3. It shall be the responsibility of the Contractor to report to the Contract Administrator any damages found prior to any work at the site.

M. ACCESS TO AND INSPECTION OF WORK:

1. The Contract Administrator, his agents, any public authority and their representative shall at all times have access to the work, wherever it is in preparation or progress.

Contractor shall provide safe facilities for such access and for inspection.

2. If the contract documents, the Contract Administrator’s or his agent’s instructions, laws, ordinances or regulations of any public authority require any work to be tested or approved, Contractor shall give the Contract Administrator or his agent timely notice of its readiness for inspection by the proper authorities. If any such work shall be covered up without approval or consent, it must, if required by the Contract Administrator or his agent or other proper authorities, be uncovered for examination at Contractor’s expense.

V. MANDATORY PRE-PROPOSAL CONFERENCE:

A mandatory pre-proposal conference will be held on 15 April 2024, 8:30 A.M. at Marshall Hall, Center for Leadership and Ethics, Virginia Military Institute, Lexington, VA 24450. The purpose of this conference is to allow potential offeror’s an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all offeror’s having a clear understanding of the specification/statement of need and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a proposal. Proposals will only be accepted from those offeror’s who are represented at this pre-bid conference. Attendance at the conference will be evidenced by the representative’s signature on the attendance roster.

Vendors should RSVP their plan to attend the pre-proposal meeting and bring a copy of the solicitation with you by emailing procurement@vmi.edu. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. EVALUATION AND AWARD CRITERIA

A. EVALUATION CRITERIA

Each proposal will be evaluated for full compliance with the RFP instructions to the Offeror and the mandatory terms and conditions set forth within the RFP document. The objective of the Evaluation Committee will be to recommend the Contractor(s) who is most responsive to the herein described needs of Virginia Military Institute. The proposals shall be evaluated by the Institute using the following criteria:

No. Criteria Maximum

Point Value

1 Offeror’s Plan for Providing Services 25

2 Qualifications, including Technical, Experience and Number of Offeror/Personnel

3 Price 20

4 Small, Women-Owned, and Minority-Owned Participation Plan

5 References 10 Total Points 100

B. AWARD OF CONTRACT:

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals.

Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. The Institute may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Institute determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor’s proposal as negotiated.

VII. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. GENERAL REQUIREMENTS:

1. RFP Electronic Response

In order to be considered, Offerors must submit a complete electronic response to this RFP utilizing the eVA procurement portal.

a. All proposals must be uploaded to the eVA portal prior to the RFP closing date and time. Proposals that are not submitted timely shall not be accepted by the Procurement Officer.

b. Ownership of all data, materials and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret materials submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection and return of the proposal.

2. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the Institute requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Institute. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

3. All proposals shall be received electronically no later than the Closing Date and Time shown on the cover page of this Request for Proposal. Any proposal received after the specified date and time shall not be considered.

4. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Institute. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding explanation session only and does not include negotiation. The Institute will schedule the time and location of these presentations. Oral presentations are an option of the Institute and may or may not be conducted.

5. All information requested by this RFP on the ownership, utilization and planned involvement of small businesses, women owned businesses and minority-owned businesses must be submitted. If an Offeror fails to submit all information requested the Institute may require prompt submission of missing information after the receipt of Offeror’s proposal.

6. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

7. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposals should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number and sub-letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub-letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

B. SPECIFIC REQUIREMENTS:

Proposals should be as thorough and detailed as possible so that the Institute may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

1. The return of the RFP cover sheet and all addenda acknowledgments, if any, signed and filled out as required.

2. Complete Offeror Data Sheet, included as Attachment B to the RFP, and other specific items or data requested in the RFP.

3. Small, Women-Owned and Minority Business Participation. The Offeror must submit the following data for small businesses, women-owned businesses and minority-owned businesses: 1) ownership, 2) utilization of small, women-owned and minority-owned businesses for the most recent 12 months. Forms for submission of this data are provided in Attachment D.

4. A written narrative statement to include how the Offeror plans on accomplishing the work in the Statement of Needs, as follows:

a. Offeror’s Plan for Providing Services – Complete and detailed description of the

Offeror’s method and plan for providing services to the Institute including:

i. Description of what specific services the Offeror proposes to provide to include but not be limited to, when the services will be performed, by whom, and the anticipated durations for typical services.

ii. Identification of applicable codes, regulations, standards and manufacturer’s recommended practices to be followed by the Offeror.

iii. List of service equipment to be used by the Offeror in the performance of work included in this solicitation.

b. Qualifications, including Technical, and Experience of Offeror/Personnel

Qualifications and Experience - The expertise of staff assigned, the number of staff assigned, qualifications and areas of expertise of those designated. Provide resumes for each key personnel that will be servicing the contract. Describe his or her experience and responsibilities in rendering the services as described herein.

List any sub-Contractors to be employed and their credentials. List current accounts and lost accounts on the Offeror Data Sheet (Attachment B).

c. Price- The fees/prices charged by the Offeror for providing the equipment and services in the proposal.

d. Small, Women-Owned, and Minority-Owned Participation Plan - It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages Contractors to provide for participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, or other contractual opportunities. Submission of a report of past efforts to utilize the goods and services of such businesses and plans for involvement on this contract are required. By submitting a proposal, Offerors certify that all information provided in response to this RFP is true and accurate.

Failure to provide information required by this RFP may ultimately result in rejection of the proposal.

e. References – Provide minimum (4) recent references, either educational or governmental, for whom you have provided the type services described herein.

Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual the Institute has your permission to contact.

VIII. MANDATORY GENERAL TERMS AND CONDITIONS:

A. PURCHASING MANUAL: This procurement is subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and Their Vendors and any revisions thereto, which are hereby incorporated into this contract in their entirety. In addition, the manual may be accessed electronically at https://vascupp.org or a copy can be obtained by calling Procurement Services at (540) 464-7323.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their (proposals), (offerors) certify to the

Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where https://vascupp.org/ applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2- 4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth…