IFB 26-037 -C202969 - Sagamore - HVAC - BQS.xlsx
XLSX spreadsheet 38 KB Posted
- Attached to
- IFB 26-037 - Sagamore CPC - HVAC - C202969
- Solicitation number
- 2136947
- Issued by
- Suffolk County, New York
About this file
This is a Bid Quote Sheet for Invitation for Bid (IFB) 26-037 issued by the New York State Office of Mental Health (OMH) and Sagamore Children's Psychiatric Center for HVAC system maintenance services at 197 Half Hollow Road, Dix Hills, NY 11746. The solicitation requests preventive maintenance services for HVAC and refrigeration systems and ancillary equipment, including pneumatic air compressors, air handling units, energy recovery ventilators, packaged terminal air conditioning units, split system air conditioning systems, fan coil units, variable frequency drives, fans, domestic water heaters, pool heaters, pumps, expansion tanks, and refrigeration units. A mandatory site visit was held on July 20, 2026, with an additional site visit scheduled for August 7, 2026, both at 10:00 AM ET. Questions regarding the solicitation were due by 3:00 PM ET on August 13, 2026, with responses posted on August 19, 2026. Bids are due no later than 3:00 PM ET on August 24, 2026. The contract term covers five years.
The Bid Quote Sheet requires bidders to insert unit costs for preventive maintenance services across five contract years, with annual costs and total amounts calculated automatically. Bidders must also provide hourly labor rates for straight time, overtime, and training hours for repairs not covered under routine maintenance, with a fixed material markup of 10%. The solicitation includes a material allowance of $20,000 annually, estimated straight time of 180 hours per year, estimated overtime of 48 hours per year, and estimated training of 8 hours per year. The total bid is estimated at $100,000. The solicitation has established Minority and Women-Owned Business Enterprise (MWBE) participation goals of 30% and a Service-Disabled Veteran-Owned Business contracting goal of 6%. There is no reimbursement for travel time, mileage, or fuel costs. Bidders must comply with prevailing wage rates, electronic payment requirements through the State Comptroller's system, and state payroll restrictions for personnel providing services under the resulting contract.
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Sagamore HVAC #C202969
| ATTACHMENT D - BID QUOTE SHEET: SAGAMORE CHILDREN'S PSYCHIATRIC CENTER #OMH01-C202969-3650606 |
| Provide Preventive Maintenance Service for the HVAC & Refrigeration Systems and Ancillary Equipment per Appendix D of the Contract. The FACILITY reserves the right to alter the scheduling of the services as necessary. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. |
Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE/SDVOB participation goals.
| Directions: 1) Insert the Unit Cost in the Unit Cost ($) column for each preventive maintenance service task listed (unless blocked); 2) The Annual Cost for each Contract Year, which is equal to the Bid Unit x Service Frequency per Year x Unit Cost will be calculated automatically; 3) The Total Amount (Years 1 – 5) for each preventive maintenance service task listed, which is equal to the total sum of the Annual Costs for each Contract Year (1 through 5) will be calculated automatically; 4) The Subtotal Bid for Preventive Maintenance Tasks, which is equal to the sum of the Total Amount (Years 1 – 5) column will be calculated automatically. | |||||
| Failure to follow these directions exactly may result in your bid being disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||
| Page 1: Preventive Maintenance Services for the HVAC & Refrigeration Systems and Ancillary Equipment | |||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |
| Unit Cost ($) | Year 1 | ||||
| Annual Cost ($) | Year 2 | ||||
| Unit Cost ($) | Year 2 | ||||
| Annual Cost ($) | Year 3 | ||||
| Unit Cost ($) | Year 3 | ||||
| Annual Cost ($) | Year 4 | ||||
| Unit Cost ($) | Year 4 | ||||
| Annual Cost ($) | Year 5 | ||||
| Unit Cost ($) | Year 5 | ||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Controls - Pneumatic Air Compressors & Ancillaries / Bldg. 80 | Semi-Annual PM | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Air Handling Units (AHU) / Bldg. 80 | Quarterly PM | |||||||||||
| (No Pre-Filter Replacement) | 13 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Quarterly PM | ||||||||||||
| (Pre-Filter Replacement Only) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Quarterly PM | ||||||||||||
| (Single Final Filter Section Unit Replacement Only) | 12 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Annual PM | ||||||||||||
| (No Final Filter Replacement) | 13 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Annual PM | ||||||||||||
| (Final Filter Replacement Only) | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Energy Recovery Ventilator / Bldg. 80 | Quarterly PM | 2 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Semi-Annual PM | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Packaged Terminal Air Conditioning Units (PTAC) / Bldg. 80 | Semi-Annual PM | 5 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Split System Air Conditioning System / Bldg. 80 | Annual PM | 10 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Fan Coil Units / Bldg. 80 | Semi-Annual PM | 141 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Annual PM | 141 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||
| Variable Frequency Drives / Bldg. 80 | Annual PM | 22 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | |||||||||||
| Page 2: Preventive Maintenance Services for the HVAC & Refrigeration Systems and Ancillary Equipment | ||||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | ||||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | ||||||||
| Unit Cost ($) | Year 1 | |||||||||||
| Annual Cost ($) | Year 2 | |||||||||||
| Unit Cost ($) | Year 2 | |||||||||||
| Annual Cost ($) | Year 3 | |||||||||||
| Unit Cost ($) | Year 3 | |||||||||||
| Annual Cost ($) | Year 4 | |||||||||||
| Unit Cost ($) | Year 4 | |||||||||||
| Annual Cost ($) | Year 5 | |||||||||||
| Unit Cost ($) | Year 5 | |||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Fans, Belt-Driven & Direct-Driven / Bldg. 80 | Semi-Annual PM | 34 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Domestic Water Heaters - Storage Tank / Bldg. 80 | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Domestic Water Heaters – Gas-Fired / Bldg. 80 | Semi-Annual PM | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Domestic Water Heaters (Electric) / Bldg. 80 | Semi-Annual PM | 8 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pool Heater - Natural Gas-Fired / Bldg. 80 | Annual PM | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pumps, Continuous Operation / Bldg. 80 | Quarterly PM | 14 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pumps, Seasonal Operation - Hot Water / Bldg. 80 | Semi-Annual PM | 12 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pumps, Seasonal Operation - Secondary Chilled Water / Bldg. 80 | Semi-Annual PM | 2 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Expansion Tanks / Bldg. 80 | Annual PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Refrigeration Units and Freezer Units, Walk-In / Bldg. 80 | Semi-Annual PM | 3 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 3: Time and Material Rates | |||||||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | |||||||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | |||||||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) column for Straight Time, Overtime, and Training. Do not enter any pricing for the Material Allowance; 2) The Annual Cost for the Contract Year, which is equal to the Estimated Service Frequency per Year x Unit Cost is calculated automatically; 3) The Total Amount (Years 1 – 5) for Straight Time, Overtime, and Training for each Contract Year (1 through 5) is calculated automatically; 4) The Time & Material Allowance Subtotal which is equal to the sum of the Total Amount (Years 1 – 5) column (Total Material Allowance + Total Straight Time + Total Overtime + Total Training) is calculated automatically. | |||||||||||||||
| The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||||||||||||
| Item | Bid Unit | Est. Service Freq. Per Year | Year 1 | ||||||||||||
| Unit Cost ($) | Year 1 Annual Cost ($) | Year 2 | |||||||||||||
| Unit Cost ($) | Year 2 Annual Cost ($) | Year 3 | |||||||||||||
| Unit Cost ($) | Year 3 Annual Cost ($) | Year 4 Unit Cost ($) | Year 4 Annual Cost ($) | Year 5 | |||||||||||
| Unit Cost ($) | Year 5 Annual Cost ($) | Total Amount (Years 1-5) | |||||||||||||
| Material Allowance | LOT | 1 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $100,000.00 | ||
| HVAC Technician Straight Time | HRS. | 180 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| HVAC Technician Overtime | HRS. | 48 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Training Rate | HRS. | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Page 3: Time and Material Allowance Subtotal ($) | $100,000.00 | ||||||||||||||
| Note: The material allowance and the number of straight time, overtime and training hours are estimated and are only used for purposes of determining the lowest responsible bidder and an estimated contract total cost. Payment will only be made on the actual number of hours for repairs and the cost of materials used. | |||||||||||||||
| Page 4: Bid Totals | |||||||||||||||
| Directions: When finished, be sure to sign and date the bottom of the Bid Totals sheet. Only the signed original Bid Quote Sheet can be submitted with the proposal. | |||||||||||||||
| Preventive Maintenance Task Sub-Total (Page 1) | $0.00 | ||||||||||||||
| Preventive Maintenance Task Sub-Total (Page 2) | $0.00 | ||||||||||||||
| Time and Material Allowance Sub-Total (Page 3) | $100,000.00 | ||||||||||||||
| TOTAL BID | $100,000.00 |
| When applicable, | |
| -The bidder’s signature below attests that they have reviewed the prevailing wage rates that apply to this solicitation. | |
| -The bidder’s signature below attests to the receipt and understanding of the questions & answers associated with this solicitation. | |
| -The bidder’s signature below attests that they will inform the OMH in writing of the name(s) of any individual(s) who will provide any service under the resulting contract who has not been off the New York State payroll for at a minimum of two years from the start date of the resulting contract. The bidder must notify the OMH of such individual(s) prior to the start of the contract or prior to that individual(s) providing any service in accordance with resulting contract. | |
| -The bidder’s signature below attests they have reviewed and understand the requirements stated in the IFB (section 17) and the OMH contract boilerplate (Appendix C) regarding the necessity to accept Electronic Payments for all invoices if awarded this contract, and certifies that it has already applied to participate in the State Comptroller’s Electronic Payment system, or will do so within 10 days of receiving notification of contract selection. | |
| -If award is to an individual: | |
| □ | The signature below attests that I have not been on the New York State payroll during the last two years. |
| OR | |
| □ | The signature below attests that I have been on the New York State payroll during the last two years and the N.Y. State Ethics Commission Approval Letter is attached. |
Name of Firm_______________________________________________________ Date _________________________
Authorized Representative (Print):_____________________________________ Authorized Signature________________________________________
&"Arial,Regular"ATTACHMENT D - BID QUOTE SHEET
SAGAMORE CHILDREN'S PSYCHIATRIC CENTER #OMH01-C202969-3650606
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