IFB D27 059 Solicitation Addendum B.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

September 17, 2026

INVITATION FOR BIDS

Number IFB D27-059

SEALED BIDS

TO PROVIDE

RECURRING MAINTENANCE AND REPAIRS FOR EXHAUST AND VENTILATING FANS

FOR

THE HAWAII STATE DEPARTMENT OF EDUCATION

ON THE ISLAND OF OAHU

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html until 4:30 p.m., Hawaii Standard Time (HST) on

SEPTEMBER 29, 2026

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) in order to participate in this procurement. Registration is free.

Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Wendy Ebisui, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at wendy.ebisui@k12.hi.us.

https://hiepro.ehawaii.gov/welcome.html

RECURRING MAINTENANCE AND REPAIRS FOR EXHAUST AND VENTILATING FANS

IFB D27-059

IFB D27-059 OF-1

OFFER PAGE OF-1

Exact Legal Name of Offeror, including “dba” or “division” of a corporation (furnish the exact legal name of the entity under which an awarded contract, if any, will be executed):

Address:

Principal Place of Business

(may not be a P.O. Box):

Mailing Address (only if different):

Payment Address (only if different)

Offeror’s Primary Contact Person:

Name

Title

Telephone Number Fax Number

Email Address

Federal Tax Identification Number:

State of Hawaii General Excise Tax License Number:

Type of Business Entity (check one):

Sole Proprietor Partnership Corporation Joint Venture Limited Liability Company Other

Names of all Offeror’s parent, affiliate and subsidiary organizations:

Offeror is either:

A Hawaii business incorporated or organized under the laws of the State of Hawaii; OR

A Compliant Non-Hawaii business incorporated or organized under the laws of the State of on (date) _____________, and, if applicable, registered with the State of Hawaii Department of Commerce and Consumer Affairs Business Registration Division to do business in the State of Hawaii.

The undersigned has carefully read and understands the terms and conditions specified herein and hereby submits the following offer to provide the goods and/or perform the work specified herein, all in accordance with the true intent and meaning thereof, and further that the Offeror shall comply with all terms, conditions and requirements of the solicitation. The undersigned further understands and agrees that by submitting this offer, 1) the undersigned is declaring the undersigned’s offer is not in violation of Chapter 84, Hawaii Revised Statutes, concerning prohibited State contracts, and 2) the undersigned is certifying that the price(s) submitted was (were) independently arrived at without collusion.

Authorized (Original in ink) Signature Name (printed)

Title Date

The following offer is hereby submitted:

EXHAUST AND VENTILATING FANS (ALL OAHU)

Item Total Bid Price (Annual) for Item 1

1 $ -

Item Description Annual Estimated

Hours (A)

Unit Bid Price Hourly Labor Rate

(B)

Total Bid Price (A multiplied by B) for Item 2

2 Labor for Authorized Extra Work and "As-Needed" 1000 $ - $ -

Description

Recurring Maintenance for Exhaust and Ventilating Fans

Offeror:

TOTAL SUM BID PRICE (Items 1 and 2)

OFFER PAGE

IFB D27-059 OF-2

Wage Certificate (Rev. 01.05.2022)

WAGE CERTIFICATE

Subject:

Project Number IFB D27-059

Project Description Recurring Maintenance and Repairs for Exhaust and Ventilating Fans for the Hawaii State Department of Education on the Island of Oahu

Pursuant to §103-55, HRS, I hereby certify that, if awarded a contract in excess of $25,000.00, the services to be performed will be performed in accordance with the following conditions:

1. The services to be rendered shall be performed by employees paid at wages or salaries not less than wages paid to the public officers and employees for similar work, if similar positions are listed in the classification plan of the public sector.

Services Performed by Laborers and Mechanics:

The Contractor or the Contractor’s subcontractor shall give a copy of the rates of wages to each laborer and mechanic employed under the contract by the Contractor at the time each laborer and mechanic is employed; provided that the Contractor does not have to provide the Contractor’s employees the wage rate schedules where there is a collective bargaining agreement.

2. All applicable laws of the Federal and State governments relating to workers’ compensation, unemployment compensation, payment of wages, and safety will be fully complied with.

Contractor shall be obliged to notify its employees performing work under this contract of the provisions of §103-55, HRS, and the current wage rate for public employees performing similar work. The Contractor may meet this obligation by posting a notice to this effect in the Contractor’s place of business accessible to all employees, or the contractor may include such notice with each paycheck or pay envelope furnished to the employee

I understand that, in addition to the base wages required by §103-55, HRS, all payments required by Federal and State laws that employers must make for the benefit of their employees shall be paid.

Offeror

Signature

Title

Date

SPECIFICATIONS

IFB D27-059 S-1

SCOPE OF WORK

This is a Guaranteed Maintenance Service Contract. The CONTRACTOR shall furnish all labor, materials, parts, tools, lubricants, refrigerant, equipment, transportation, all other incidental works, and supervision necessary for the complete inspection, trouble shooting, maintenance and repairs to the exhaust and ventilating fans at various Hawaii State Department of Education (STATE) schools and offices on the Island of Oahu. The CONTRACTOR shall completely guarantee the satisfactory operation of all exhaust and ventilating fans.

There are three (3) parts, Section 1 through 3, to the guaranteed maintenance service and repair work, as follows. All services and costs in these sections are included in the Bid Price and Unit Bid Price, unless otherwise noted:

Section 1: Description of Work Section 2: Exhaust and Ventilating Fans Section 3: Other Service Requirements

IFB D27-059 S-2

SECTION 1: DESCRIPTION OF WORK

1. Maintenance and Repair

1.1. The CONTRACTOR shall perform the specified recurring maintenance service and repair service under the guaranteed full-service maintenance Contract.

1.2. Within seven (7) working days after the issuance of the Notice to Proceed, the CONTRACTOR shall submit the price breakdown for each service item awarded by completing the price breakdown columns on Exhibit B, Equipment Schedule and Price Breakdown.

1.3. The CONTRACTOR shall perform complete maintenance and repair services for all equipment included in this solicitation. This includes, but is not limited to, inspections, recurring maintenance, responding to all trouble calls, trouble shooting, and performing repair work.

1.3.1. Complete maintenance and repair services shall cover all equipment and appurtenances that may not be listed, but are part of the system.

1.3.2. After obtaining Contract Administrator (CA) approval, the CONTRACTOR may subcontract repairs. The CONTRACTOR shall submit a cost proposal for the subcontracted repairs. Upon approval by the CA, a purchase order will be issued for the repair work. The costs for these services will be paid to the CONTRACTOR in addition to the Contract Price.

1.4. The STATE will compensate the CONTRACTOR for replaced mechanical parts or components and the connected accessories and the CONTRACTOR shall be responsible for all labor and other costs. For more details, please refer to Section 3: Other Service Requirements, 7. Parts and Materials. The costs for the replaced mechanical parts or components and the connected accessories will be paid to the CONTRACTOR in addition to the Bid Price.

1.5. The CONTRACTOR shall repair or replace all worn, failed or doubtful components and parts, regardless of cause, to ensure satisfactory operation of the equipment.

1.5.1. Replacement parts shall be new, standard parts manufactured by the maker of each unit or of equal design and quality to maintain system integrity and serviceability;

1.5.2. The CONTRACTOR shall be responsible for the electrical part of each unit from the disconnect switch to the unit, including all electrical problems; and

1.5.3. Any questions as to the satisfactory performance of maintenance service and repairs and the satisfactory operation of all equipment and systems shall be determined by the CA.

1.6. The CONTRACTOR shall not be responsible for repairs due to flagrant vandalism, fire, storm or calamity related damages. The CA shall make the final determination whether or not the repair work is unforeseen. The CONTRACTOR shall be responsible and required to repair the damage at CONTRACTOR’s own cost for such repairs when the damages are caused by the CONTRACTOR’s failure to properly maintain and repair the equipment.

1.6.1. For repair work which can be attributed to flagrant vandalism, fire, storm or calamity related damages, the CONTRACTOR shall submit a cost proposal to the CA. Upon approval by the CA, a purchase order will be issued to the CONTRACTOR for the repair work. The costs for these services will be paid to the CONTRACTOR in addition to the Bid Price.

1.6.2. If the CA and the CONTRACTOR cannot agree on the price, the STATE reserves the right to make other arrangements to complete the repair work, including but not limited to, a formal solicitation.

IFB D27-059 S-3

1.7. The CONTRACTOR shall respond to all STATE trouble calls, regardless of the reason(s) for the call. See Section 3: Other Service Requirements, 5. Regular Trouble Calls and Emergency Trouble Calls. The trouble call monthly average in 2025 is as follows:

Description Regular Emergency

Exhaust and Ventilating Fans – All Oahu 5 Less than 1

IFB D27-059 S-4

SECTION 2: EXHAUST AND VENTILATING FANS

Includes: roof top mounted, kitchen exhaust fans, air curtains, high access gym exhaust fans, equipment rooms, machine rooms, and bathrooms.

2. Recurring Maintenance Requirements

2.1. The CONTRACTOR shall be responsible for all tasks and costs necessary for accomplishing the recurring maintenance tasks as specified.

2.1.1. The required recurring tasks shall consist of thorough maintenance work in accordance with the best commercial practices governing the maintenance of exhaust and ventilating fans;

2.1.2. Where parts are worn out and cannot be restored, the CONTRACTOR shall replace these parts with new parts. Only new, standard parts manufactured by the maker of each unit or parts of equal quality shall be used;

2.1.3. All mechanical parts and moving accessories, at a minimum, need to be oiled and lubricated at no additional cost to the STATE; and

2.1.4. Cleaning, including but not limited to washing, shall be implemented at no additional cost to the STATE.

Recurring Maintenance Tasks

2.2. Gym and kitchen fans, and roof top ventilators may be located in hard to access locations such as high gym ceilings, roof top mounts, or steep-sloped and/or high, elevated rooftops.

The CONTRACTOR shall be responsible to provide and use appropriate safety equipment as required to comply with Occupational Safety and Health Act (OSHA) requirements for worker protection at all maintenance service and repair locations at all times.

2.3. The CONTRACTOR shall take every precaution to protect flooring without marring or damaging the floor. The CONTRACTOR shall be responsible for any damages caused by CONTRACTOR’s work and/or negligence.

2.4. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.4.1. Check and clean fan wheels and housings, removing dust, dirt, and grease;

2.4.2. Remove and wash, or clean in place, all intake, exhaust, and supply grilles, safety cages, registers, louvers, and dampers. Replace deteriorated bird and/or insect screens;

2.4.3. Lubricate fan motors and bearings;

2.4.4. Check belt wear and tension; adjust or replace as needed;

2.4.5. Check sheaves for wear;

2.4.6. Check fan collar, bearings, and shafts for wear;

2.4.7. Replace air filters where installed;

2.4.8. Check back-draft and motor-controlled dampers and operators for proper operation;

lubricate linkage for free movement;

2.4.9. Check electrical wiring connections for proper installation;

2.4.10. Check mounting and supports and repair as necessary. Seal roof leaks around fan mountings as required. Type of sealant and color of sealant to be approved by the

CA;

2.4.11. Clean and/or wire brush all corroded mounts and supports and touch up paint to match existing trim; and

2.4.12. Operate equipment to check for proper operation, unusual noise, and vibration.

IFB D27-059 S-5

SECTION 3: OTHER SERVICE REQUIREMENTS

3. Reports

3.1. Service Reports

3.1.1. The CONTRACTOR shall submit within seven (7) days of issuance of the Notice to Proceed, a sample service report form to be used for troubleshooting and repairs for approval by the CA or appointed representative;

3.1.2. A service report shall be created for each and every service for the school or office, including recurring maintenance, trouble shooting, and repair services;

3.1.3. The approved service report forms shall be used and shall be properly completed at the time of the service;

3.1.4. The service report shall include: day and date; start time; completion time;

service performed; service person, Maximo work order number (for Trouble Calls), building letter, room number, equipment identification, and shall be certified (signed) by a representative of the school or office (Principal, Vice- Principal, SASA, Clerk, Office Administrator, Office Secretary, or Custodian) after the work is completed that day;

3.1.5. The CONTRACTOR shall provide the school or office with a copy of the signed service report by providing and maintaining a binder labelled “Exhaust Fan Service Reports” at the respective school or office for the storage of all service report copies;

3.1.6. The CONTRACTOR shall inform the school’s or office’s administrative office personnel of the purpose of the binder and the school or office will ensure that the binder is readily available to the CONTRACTOR’s service technician(s) during school or office hours; and

3.1.7. It shall be the CONTRACTOR's responsibility to maintain the binder and ensure it is complete and available for inspection at the school or office sites.

3.2. Recurring Maintenance Checklist

3.2.1. A Recurring Maintenance Checklist shall be completed and submitted along with the service report. The STATE reserves the right to provide the CONTRACTOR with a pre-printed or electronic PDF version maintenance checklist to be completed by the CONTRACTOR; and

3.2.2. All items in the checklist shall be completed by the CONTRACTOR for payment to be approved and processed.

3.3. Updated Inventory List and Replacement List

3.3.1. The CONTRACTOR shall submit an annual updated inventory of all equipment to the CA by the end of October each year during the Contract period. The inventory shall be organized by building and include equipment information, including model and serial numbers;

3.3.2. The CONTRACTOR shall submit the recommended replacement list to the CA every year by the end of July. The list shall include the device information, such as the location, model number, serial number, manufacturer, installed date and age, condition, and expected life remaining.

3.4. Maintenance log-book

3.4.1. The CONTRACTOR shall provide and maintain a maintenance log-book in the school’s or office’s administrative office at all times;

3.4.2. The purpose of this log-book is to keep track of the CONTRACTOR’s time and service on the school or office campus, including, but not limited to, sign-in and sign-out times; and

3.4.3. The CONTRACTOR shall inform the school’s or office’s administrative office personnel of the purpose of this log-book and the school will ensure that the log book is readily available to the CONTRACTOR’s service technician(s) during school or office hours.

IFB D27-059 S-6

4. Work Schedule

4.1. Maintenance Service

4.1.1. All maintenance service described herein shall be performed during regular business hours, Monday through Friday, from 7:30 a.m. to 4:00 p.m. excluding State holidays unless otherwise requested by the STATE;

4.1.2. All service reports shall be certified by a representative of the school or office.

5. Regular Trouble Calls and Emergency Trouble Calls

There are two (2) types of trouble calls: regular trouble calls and emergency trouble calls. The STATE reserves the right to determine if a trouble call is regular or emergency.

5.1. Regular Trouble Calls

5.1.1. Trouble calls that are not emergency calls as defined below are considered regular trouble calls; and

5.1.2. For regular trouble calls, the CONTRACTOR shall respond and complete the repair work within three (3) working days.

5.2. Emergency Trouble Calls

5.2.1. Emergency trouble calls are defined as equipment and/or operating conditions that must be fixed immediately due to:

5.2.1.1. Equipment operating conditions posing imminent or immediate danger to

STATE personnel;

5.2.1.2. Equipment operating conditions posing imminent or immediate damage to real property; and

5.2.1.3. Equipment required to be operational at the discretion of the CA.

5.2.2. The CONTRACTOR will be notified if the trouble call is an emergency by the STATE FMB; and

5.2.3. The CONTRACTOR shall respond within three (3) hours after the CONTRACTOR is notified. The emergency condition shall be mitigated within the day of the call.

5.3. Regular Trouble Calls and Emergency Trouble Calls Procedures

5.3.1. School or office submits a Work Order (WO) through the STATE’s automated work order system (Maximo) to report an equipment problem to the STATE FMB;

5.3.1.1. CONTRACTOR shall not respond to trouble calls directly from schools or offices. If the school or office calls the CONTRACTOR directly, the CONTRACTOR shall inform the school or office to submit a Maximo WO to the STATE FMB.

5.3.2. STATE FMB notifies the CONTRACTOR of problem and provides the CONTRACTOR with a Maximo WO number for reference;

5.3.3. Within twenty-four (24) hours of notification of an emergency trouble call, or forty-eight (48) hours of a regular trouble call, the CONTRACTOR shall email the STATE FMB a status report for the emergency or regular trouble call, referencing the applicable Maximo WO number. The report shall include a written cost proposal, as applicable;

5.3.4. The report and cost proposal shall contain the following information:

5.3.4.1. Description and breakdown of materials and parts;

5.3.4.2. Extra costs such as freight, as applicable; and

5.3.4.3. Anticipated completion date.

5.3.4.4. If the total cost for the repair is less than one thousand dollars ($1,000), the CONTRACTOR shall promptly notify the CA, as the minor repair work may be approved by the CA without requiring a written cost proposal.

5.3.5. The CONTRACTOR shall not proceed with extra work unless approved by the CA.

The STATE will not be held responsible for payment of any work that is not approved by the CA;

IFB D27-059 S-7

5.3.6. The CONTRACTOR shall invoice all approved trouble services and repairs separately and shall not include the cost for trouble services and repairs in the semi-annual service Contract invoice;

5.3.7. If repair is not completed, the CONTRACTOR shall inform the STATE FMB of the problem or cause of delay and provide an estimated completion date;

5.3.8. The CONTRACTOR shall submit an emailed report in the form of a Microsoft Excel file as formatted by the CA on the status of all trouble calls once a month; and

5.3.9. For all outstanding trouble calls, the CONTRACTOR shall provide an explanation and estimated completion date.

5.4. Regular Trouble Calls and Emergency Trouble Calls Work Schedule

5.4.1. The STATE reserves the right to have maintenance or repair tasks to be performed on the weekends or after normal operating hours; and

5.4.2. Whenever the STATE exercises this right, compensation to the CONTRACTOR shall be based on one and one-half (1-1/2) the CONTRACTOR’s Hourly Labor Rate based on the Labor for Authorized Extra Work and “As-Needed” as listed on the applicable Offer Page. This Hourly Labor Rate is all-inclusive, including, but not limited to, fringe benefits, mileage, travel, and tax costs. The CONTRACTOR shall be responsible for all other costs as if the work was performed during normal working hours.

6. Authorized Extra Work

When authorized extra work is requested by the CA, the CONTRACTOR shall promptly provide the CA with a written cost proposal within forty-eight (48) hours from the notification for extra work. The CONTRACTOR shall not proceed with any extra work unless approved by the CA. The STATE will not be held responsible for payment of work that is not approved by the CA. The CONTRACTOR shall invoice all authorized extra work separately and shall not include the cost for authorized extra work in the semi-annual service Contract invoice.

This Contract is specifically intended to cover maintenance and repairs, including equipment repairs involving component replacement and overhauls. Repair by replacement of individual units due to obsolescence or beyond-repair condition may be authorized under this Contract as determined by the CA.

7. Parts and Materials

7.1. The CONTRACTOR shall restore to serviceability all parts that are found to cost less to restore than to replace with a new part.

7.1.1. Where parts are worn out and cannot be restored, the CONTRACTOR shall replace these parts with new parts; and

7.1.2. Only new, standard parts manufactured by the maker of each unit or parts of equal quality shall be used.

7.2. The STATE shall compensate the CONTRACTOR for replaced mechanical parts or components and the connected accessories for repair work on Recurring Maintenance units that are due to unforeseen circumstances. These costs will be paid to the CONTRACTOR in addition to the Bid Price.

7.2.1. The cost shall be at the supplier’s invoice price plus a mark-up not exceeding thirty percent (30%), which shall include cost of material, overhead, profit, all taxes and any other incidental expenses, and the CONTRACTOR shall be responsible for all labor and other costs; and

7.2.2. A cost proposal with an estimate of the replaced mechanical parts or components and the connected accessories plus a mark-up not exceeding thirty percent (30%) shall be submitted to CA for approval for the repair work.

IFB D27-059 S-8

7.3. The CONTRACTOR shall maintain a supply of parts and materials that are required for normal repairs of the exhaust and ventilating fans.

7.3.1. Should the CONTRACTOR elect to purchase parts from the mainland at reduced prices, even though the part is available locally, the STATE reserves the right to require the CONTRACTOR to air express (next day delivery) the parts at the CONTRACTOR’s expense;

7.3.2. For Recurring Maintenance units, the following equipment parts are not reimbursable and the cost of these parts shall be factored into the Bid Price:

Fittings such as fasteners, bolts, couplings, wire, washers, reducers, bushings; Oil and grease; Belts and Bearings.

8. Troubleshooting and Repair Work For As-Needed Equipment

8.1. As-needed equipment refers to the units that are not included in the equipment inventory or inadvertently omitted from the inventory. These units may still be under warranty or may require service for other reasons.

8.2. Trouble shooting and repair work on these as-needed equipment shall be performed by the

CONTRACTOR if requested by the CA. The cost for trouble shooting and repair work on this equipment will be paid to the CONTRACTOR in addition to the Bid Price.

8.2.1. STATE FMB notifies the CONTRACTOR of the problem or trouble call and provides the CONTRACTOR with a Maximo WO number for reference;

8.2.1.1. When the STATE FMB provides the CONTRACTOR with a Maximo

Work Order number for as-needed equipment, the CONTRACTOR shall respond to the trouble call and will be compensated accordingly for all labor and all materials incurred for the troubleshooting and repair work completed;

8.2.1.2. CONTRACTOR shall not respond to any trouble calls directly from schools or offices. If the school or offices calls the CONTRACTOR directly, the CONTRACTOR shall inform the school or office to submit a Maximo WO to the STATE FMB;

8.2.1.3. Within twenty-four (24) hours of notification of an emergency trouble call or forty-eight (48) hours of a regular trouble call, the CONTRACTOR shall email the STATE FMB a status report for the emergency or regular trouble call, referencing the applicable Maximo WO number. The report shall include a written cost proposal, as applicable; and

8.2.1.4. The CONTRACTOR shall submit a written cost proposal for repair work to the CA for review and approval. Upon approval by the CA, a purchase order will be issued to the CONTRACTOR authorizing the CONTRACTOR to perform repairs. The STATE shall not be held responsible for payment of any work performed where approval was not granted.

8.2.1.4.1. For repair cost that is less than one thousand dollars

($1,000), the CONTRACTOR shall inform the CA through email or phone call of the repair and the estimated cost, and shall request advance approval to proceed. The CA will respond to the request accordingly; and

8.2.1.4.2. If the CA and the CONTRACTOR cannot agree on the price, the STATE reserves the right to make other arrangements to complete the repair, including but not limited to, a formal solicitation.

8.3. The STATE shall compensate the CONTRACTOR for the labor cost, and for the replaced mechanical parts, units or components and the connected accessories at supplier’s invoice price plus a mark-up not exceeding thirty percent (30%), which shall include the cost of material, overhead, profit, all taxes, and any other incidental expenses. The cost

IFB D27-059 S-9

for mechanical parts, units or components plus mark-up will be paid to the CONTRACTOR in addition to the Bid Price.

8.3.1. Compensation for labor shall be in accordance with the CONTRACTOR’s Hourly

Labor Rate based on the Labor for Authorized Extra Work and “As-Needed” as listed on the applicable Offer Page. The CONTRACTOR shall charge only for the actual hours spent for the duration of the trouble shooting and repair work as reflected on the service report certified or signed by a school or office representative. Travel time shall not be included. The CONTRACTOR shall not charge the entire estimated labor hours listed on the cost proposal if the actual labor hours spent are less.

8.3.1.1. If a subcontractor service is required and approved by the CA, the

CONTRACTOR’s mark-up shall be limited to ten percent (10%), and shall include all the above-mentioned expenses. The cost for subcontractor service plus mark-up will be paid to the CONTRACTOR in addition to the Bid Price.

8.4. The CONTRACTOR shall notify the CA or the POC when repair work is completed. The CA or POC reserves the right to inspect the completed work to verify the work is completed and acceptable. The CONTRACTOR shall provide a service report in accordance with Section 3: Other Service Requirements, 3.1, Service Reports.

8.5. Invoices for all the work shall include the Project Name, school or office and district;

description of services, month and date of service, start and finish time of the field work, Maximo WO number, cost proposal (if applicable), purchase order (if applicable), Building letter, Room number, and Equipment ID. Invoices shall be submitted together with the service report, certified or signed by a school or office authority or representative, and the original certified invoice from the supplier for any replaced mechanical parts or components and connected accessories.

9. Manpower Requirements

9.1. The CONTRACTOR shall produce documented certificates to substantiate claims of having certified technicians as indicated in the following paragraphs under this section.

Falsification of personnel qualifications shall constitute a major breach of obligation.

9.1.1. The CONTRACTOR shall assign at least six (6) qualified HVAC certified

Journeyman Technicians. Each Journeyman Technician shall have successfully completed at least two (2) years of an accredited HVAC journeyman-level program, and have a minimum of five (5) years of field experience as a journeyman. All work shall be performed in accordance with the requirements of the latest edition of the American Society of Mechanical Engineers standards and all other applicable federal, state, and local laws, regulations, rules, ordinances, codes, and in accordance with the best commercial practices. Such requirements shall apply to the maintenance, repair, and servicing of the systems specified herein or, where applicable, the manufacturer’s original specifications, whichever is more stringent.

An apprentice technician shall not be assigned to perform any work required under this solicitation.

9.1.2. The required information for the qualified technician is listed as follows:

9.1.2.1. Journeyman Technician’s name;

9.1.2.2. Number of years of experience;

9.1.2.3. Number of years with the present company; and

9.2. During the Contract period, any changes to the assigned service technicians shall be submitted in writing for approval to the CA. The request shall include a copy of the proposed service technician’s qualifications, their required training certification(s), and their vehicle license number.

9.3. The CONTRACTOR shall submit any changes in personnel to the CA for approval prior to making those changes. The CONTRACTOR shall provide documentation to show the number of Journeyman Technicians assigned to the Contract every year before the

IFB D27-059 S-10

Contract extension or upon request by the CA or appointed representative. The STATE reserves the right to require the CONTRACTOR to increase their manpower when the existing manpower is deemed insufficient to perform the Contract’s required maintenance and repair services, which may include, but is not limited to, a delayed response to trouble calls and delayed maintenance service and repair completions.

10. Inspections

All work performed by the CONTRACTOR shall be subject to random periodic inspection and testing by the CA or his representative. The STATE reserves the right to have the CONTRACTOR present at such inspections to be scheduled by the STATE periodically.

10.1. On two (2) separate days each month, the CONTRACTOR shall accompany the CA on a random inspection of schools or offices. There will be no more than two (2) schools or offices each day. The purpose of the random inspection is for the CONTRACTOR to demonstrate to the CA that the work was performed in accordance with the Contract.

10.1.1. The CA shall notify the CONTRACTOR of the date and time of each inspection one (1) week prior to the actual inspection;

10.1.2. The CA will provide the CONTRACTOR with the school or office to be inspected before the random inspection. The CONTRACTOR shall provide his own transportation to and from the inspection sites; and

10.1.3. During the random inspection, the CONTRACTOR shall point out service and/or work that was performed during the recurring maintenance and/or authorized repair.

10.2. The CONTRACTOR shall be required to attend all exhaust and ventilating fan project pre-final and final inspections and provide training for any newly installed equipment prior to the STATE’s acceptance of such equipment. Any equipment that requires recurring maintenance will be included in a supplemental Contract.

11. Cleanup and Work Practices

11.1. The CONTRACTOR shall keep the job site free of debris, including but not limited to, litter, refuse, shop towels, and worn and/or damaged, discarded parts, and shall clean and remove all fluids, oil, grease drippings, and spills during the daily progress of work.

11.2. The CONTRACTOR shall remove all tools, used parts, fluids and lubricants, and equipment from the service area upon completion of the work. CONTRACTOR shall also legally dispose of used parts, fluids, oils and lubricants, whether hazardous or not, in accordance with the Environmental Protection Agency (EPA) and/or other government regulations including providing written records, as required. The CONTRACTOR shall support, hold harmless, and protect the STATE legally and financially with regard to these regulations.

11.3. CONTRACTOR shall exercise caution during the progress of maintenance and repair work to prevent damage to any of the building utilities and structure.

11.3.1. The CONTRACTOR shall immediately restore and correct all damaged equipment and property caused by the CONTRACTOR's negligence, by CONTRACTOR’s employees or equipment, at the CONTRACTOR's own expense as requested by the STATE and to the CA’s satisfaction; and

11.3.2. If such repairs are not completed immediately and to the CA’s satisfaction, the CA reserves the right to purchase, in the open market, repair for the damaged equipment and/or property, and to deduct from any moneys due or that may thereafter become due to the CONTRACTOR, the difference between the price named in the Contract and the actual cost to the STATE. In case any money due the CONTRACTOR is insufficient for said purpose, the CONTRACTOR shall pay the difference upon demand from the STATE. The STATE may also utilize all other remedies provided by law.

IFB D27-059 S-11

12. Safety Precautions

Whenever maintenance and repair work is performed during school hours when the site is accessible to school children and other people, the CONTRACTOR shall not perform work until all safety-type barricades are in place.

12.1. The CONTRACTOR shall not perform maintenance and repair work until all switches are de-energized, locked, and tagged.

12.2. All services, equipment, and/or parts to be provided by the CONTRACTOR shall comply with all applicable federal, State, and City & County safety requirements, including the provisions of Occupational Safety and Health Administration (OSHA), EPA, and other governmental agencies. The CONTRACTOR shall be responsible to provide and use appropriate safety equipment as required to comply with OSHA requirements for worker protection at all maintenance service and repair locations at all times.

12.3. The CONTRACTOR shall submit copies of Material Safety Data Sheets (MSDS) to the

STATE FMB prior to taking any chemicals to the schools or offices.

13. Verification of Employees

In accordance with State rules and regulations, CONTRACTOR shall conduct mandatory criminal background checks at no cost to the STATE, on any employee, agent, subcontractor or volunteer working in close proximity or working directly with students.

CONTRACTOR shall notify the STATE, verbally within twenty-four (24) hours, upon learning of the occurrence of any of the events indicated below:

13.1. Any employee, agent, subcontractor or volunteer’s license required to perform services under this Contract is or has been suspended, conditioned, revoked, expired, or terminated;

13.2. Any employee, agent, subcontractor or volunteer becomes or has been the subject of any disciplinary proceeding or action before any federal or state agency or Board;

13.3. Any employee, agent, subcontractor or volunteer has been arrested or is under investigation for assault, sexual assault, child pornography or sex trafficking.

13.4. Any employee, agent, subcontractor or volunteer is or has been convicted of a fraud or felony; and

13.5. Any claim, judgment or settlement in which the CONTRACTOR or any of its employees, agents, subcontractors or volunteers is or has been named a defendant.

CONTRACTOR shall maintain the background check records, and shall make the records available for review upon request. Upon review of these records, the STATE reserves the right to request additional background information.

14. Exclusion of Specific Workers

The STATE reserves the right to require the CONTRACTOR to remove an employee, agent, subcontractor or volunteer (Worker) from performing work under this Contract. The Contract Administrator shall notify the CONTRACTOR in writing and this exclusion of a specific Worker(s) shall take effect as indicated on the notice. The CONTRACTOR may appeal this decision to the Contract Administrator, in writing within ten (10) working days of receipt of the notice. Removal of the Worker(s) shall remain in effect pending the outcome of the appeal. This provision shall not

IFB D27-059 S-12

infringe upon the right of the CONTRACTOR to employ the removed individual, but shall apply to any work requiring interaction with the STATE, its employees or students.

15. Conduct

15.1. The CONTRACTOR’s employees, agents, subcontractors or volunteers must sign in at the school’s or office’s administrative office when entering a school or office campus and sign out when leaving a school or office campus.

15.2. The CONTRACTOR’s employees, agents, subcontractors or volunteers must comply with and utilize the STATE’s visitor management system, in accordance with STATE protocol, when reporting to any school or office campus to provide services.

15.3. In addition, all CONTRACTOR’s employees, agents, subcontractors or volunteers must wear a picture identification badge listing agency name, employee name, and position at all times while on school or office premises.

15.4. The CONTRACTOR’s employees, agents, subcontractors or volunteers must maintain a professional attitude, work ethic, and appearance.

16. Security Requirements

The CONTRACTOR shall be aware of the heightened security conditions at all the school or office facilities covered by this Contract. The CONTRACTOR is required to be easily identifiable and constantly aware while conducting work under this Contract. The CONTRACTOR shall report to the CA and/or POC and the school or office any suspicious activity or obvious breach of security in relation to, or in the course of, their work at any of the school or office facilities. The report must contain as much detailed information as possible. The STATE requires that background security checks must be provided for each personnel assigned to this Contract. Any employees found to have a history of sexual abuse, drug abuse, or felony conviction shall not be allowed on school or office premises or perform the work under this Contract. The CONTRACTOR’s personnel shall be properly identified as belonging to the CONTRACTOR through company uniforms, and name tags and/or identification cards, as appropriate, to comply with this requirement. The CONTRACTOR shall follow school or office protocol when entering and exiting school or office property. This may include the requirement to sign in at the main office when entering school or office property and sign out when exiting and/or work has been completed.

17. Harm To Students Registry

The purpose of Act 156, Session Laws of Hawaii (SLH) 2024, was to create a registry for all preschools and K-12 educational institutions within the State of Hawaii containing information on school or office employees, contractors, or volunteers for whom, as a result of an investigation, a final finding has been issued that the individual has inflicted harm on a student, with the goal of preventing those individuals from subsequently gaining employment in any other public or private preschools and K-12 institutions in Hawaii.

The CONTRACTOR acknowledges and agrees to comply with the requirements set forth by Act 156, SLH 2024, and any other rules, regulations and laws, regarding the reporting and investigation of misconduct involving harm or maltreatment of students in educational institutions.

Should the STATE need to conduct an investigation into whether or not a contractor or contractor’s employee, agent, subcontractor, or volunteer engaged in acts or omissions that resulted in the infliction of harm to a student, the CONTRACTOR shall ensure the following:

IFB D27-059 S-13

17.1. The CONTRACTOR shall inform the CONTRACTOR’s employees, agents, subcontractors, or volunteers that an investigation is being conducted pursuant to Act

156, SLH 2024;

17.2. The CONTRACTOR, including the CONTRACTOR’s employees, agents, subcontractors, or volunteers shall cooperate and assist the STATE should there need to be an investigation;

17.3. The CONTRACTOR shall provide the following to the STATE within five (5) business days from the date of the request:

17.3.1. Full legal name and any prior names used, such as maiden name or married name;

17.3.2. Date of birth;

17.3.3. Photograph;

17.3.4. Last known address;

17.3.5. Any and all other STATE contracts that this individual is working on; and

17.3.6. Any and all information and documents requested by the STATE during the course of an investigation.

Should the STATE not receive the full cooperation of the CONTRACTOR, or the CONTRACTOR’s employees, agents, subcontractors, or volunteers, the STATE will move forward with and complete the investigation with the information it has available.

Should there be a finding and the CONTRACTOR’s employee, agent, subcontractor, or volunteer is deemed appropriate to be included on the Harm to Students Registry, the CONTRACTOR’s employee, agent, subcontractor, or volunteer will be given prior written notice of the STATE’s decision to include the CONTRACTOR employee’s, agent’s, subcontractor’s, or volunteer’s name for this purpose and will be given the opportunity to appeal the decision.

Should the CONTRACTOR’s employee, agent, subcontractor, or volunteer either waive the right to appeal or lose the appeal, the STATE shall place the name of the CONTRACTOR’s employee, agent, subcontractor, or volunteer on the Harm to Students Registry.

Any person currently or formerly employed by the CONTRACTOR, including subcontractors, agents, and volunteers listed on the Harm to Students Registry may request the CONTRACTOR to submit a certified request to the STATE for removal if new information proves they did not inflict harm on a student. The CONTRACTOR shall defend and indemnify the STATE from any liability resulting from claims related to the inclusion or removal of an employee from the Registry.

The CONTRACTOR shall provide to the STATE the names, dates of birth, addresses, photographs, and personal identifiers of all candidates for employment, including subcontractors, agents, or potential volunteers. If a candidate, subcontractor, agent, or volunteer's name appears on the Harm to Students Registry, the STATE can require removal of the individual from STATE work. Note that, pursuant to Act 156, SLH 2024, an employee, subcontractor, agent, or volunteer should not perform work or duties for the STATE until the CONTRACTOR has obtained clearance from the STATE.

SPECIAL CONDITIONS

IFB D27-059 SC-1

GENERAL INFORMATION

1. Addenda and Interpretations

Discrepancies, omissions, or questions related to this solicitation shall be communicated in writing to the Hawaii State Department of Education, Procurement and Contracts Branch (PCB) via facsimile at (808) 675-0133 or e-mail to wendy.ebisui@k12.hi.us for interpretation and must be received no later than seven

(7) calendar days prior to the date fixed for the close of bids.

Interpretation(s), if any, and any supplemental instructions will be in the form of written addenda that will be made available to all HIePRO registered Offerors prior to the date fixed for the close of bids. Failure of any Offeror to receive any such addenda or interpretations shall not relieve the Offeror of any obligation under this solicitation. All addenda issued shall be incorporated into the resulting contract.

2. Scope

Work under this agreement shall consist of Recurring Maintenance and Repairs for Exhaust and Ventilating Fans for the Hawaii State Department of Education on the Island of Oahu and shall be in accordance with these Special Conditions, the attached Specifications, and the State of Hawaii’s General Conditions AG-008 (latest revision).

3. Contract Administrator

For purposes of this Contract, Jeremy Koki, Program Manager or the Program Manager’s successor, is designated Contract Administrator (CA). The CA can be contacted by telephone at 808-784-6800, via facsimile at 808-733-4688, or via e-mail at jeremy.koki@k12.hi.us.

The CA is responsible for:

1. the terms, conditions, quantities, specifications, scope of services, other contract terms, and all decisions relating to the Contract;

2. monitoring the CONTRACTOR’s work, documenting that CONTRACTOR maintains the required insurance coverage (if applicable), resolving contract disputes and discrepancies, evaluating the work of the CONTRACTOR, assuring the services or goods are delivered as required in the Contract, and processing payment for services rendered; and

3. notifying the Hawaii State Department of Education, PCB in the event of change in scope of work, change in the performance period, increase or decrease in total compensation, and/or changes in any other contract terms.

Notwithstanding the responsibilities set forth hereinabove, any coordination of services falling outside those articulated above shall remain with the head of the purchasing agency, as set forth in the attached General Conditions (see General Conditions, paragraph 1, entitled "Coordination of Services by the

STATE.").

The CA has designated Cheng-Hsin Chang as Point-of-Contact (POC) for this Contract. As such, the POC, or their successor, should be the initial contact on all matters related to this Contract. The POC can be contacted by telephone at 808-382-5166, via facsimile at 808-831-6750, or via e-mail at cheng-hsin.chang@k12.hi.us.

mailto:wendy.ebisui@k12.hi.us mailto:jeremy.koki@k12.hi.us mailto:cheng-hsin.chang@k12.hi.us mailto:cheng-hsin.chang@k12.hi.us

IFB D27-059 SC-2

4. Contract Period

This Contract shall commence on January 1, 2027 and shall end on December 31, 2027, subject to availability of funds as specified in the General Conditions.

Beyond December 31, 2027, this Contract may be extended for not more than three (3) additional twelve (12)-month periods upon mutual written agreement of the parties, prior to expiration. As each option(s) to extend is mutually agreed upon, the CONTRACTOR shall be required to execute a supplement to the Contract for each additional period. The Contract Price for the extended period shall remain the same or lower than the initial Contract Price, subject to any price adjustment allowed by the Contract.

OFFEROR INFORMATION

5. Offeror’s Authority to Bid

The STATE will not participate in determinations regarding an Offeror’s authority to sell a product or perform a service. If there are any questions or doubts regarding an Offeror’s right or ability to obtain and sell a product or to render a service, the Offeror should resolve those issues prior to submitting a bid. If the Offeror’s offer meets specifications and is acceptable and the bid price submitted is the lowest bid, the Contract will be awarded to that Offeror.

6. Offeror Qualifications

In addition to meeting legal and any other requirements of this solicitation, Offeror must meet these qualifications to be considered for award.

A. License At the time of bidding and throughout the Contract period, Offeror shall have a current valid State of Hawaii Contractor C-52 license to provide maintenance and repairs for ventilating and air conditioning equipment on file with and/or as issued by the Department of Commerce and Consumer Affairs. CONTRACTOR’s license must be kept in force during the duration of this Contract and for any extension(s) that may be agreed upon. Upon request, Offeror shall furnish all necessary documentation (example: copy of license) to substantiate compliance with this requirement.

B. Experience

At the time of bidding, Offeror shall have a minimum of five (5) consecutive years of experience in providing maintenance and repairs for exhaust and ventilating fans. If Offeror is owned by a parent company in which the parent company has the required five (5) years’ experience, the Offeror shall also qualify for the experience required pending verification. Offeror must be able to produce documented maintenance and repairs experience to substantiate their claim of experience upon request.

C. Office and Service Facility Location At the time of bidding and throughout the Contract period, Offeror shall have an office and service facility on the island of Oahu from where business is conducted and from where the company is accessible to telephone calls for complaints or requests that need immediate attention. An answering service is not acceptable.

D. Personnel

1. Point of Contact - At time of bidding and throughout the Contract period, Offeror shall designate at least one (1), but no more than two (2), employee(s) as the STATE point of contact (POC) for this Contract. The individual(s) shall be based in on the Island of Oahu and available during regular business hours, 7:45 a.m. to 4:30 p.m. Hawaii Standard Time (HST), IFB D27-059 SC-3

Monday through Friday excluding State holidays, and shall be capable of answering questions, resolving problems, and providing sales, ordering, and follow-up assistance.

2. Service Technicians - At time of bidding and throughout the Contract period, Offeror shall designate the qualified service technicians that will be assigned to the Contract, if awarded.

Failure on the Offeror's part to meet these requirements may result in rejection of bid. These requirements must remain in effect during the entire contract period. Failure to maintain these requirements may/shall result in cancellation of award.

7. References

Offeror shall provide the names of at least three (3) companies or government agencies other than the Hawaii State Department of Education, with whom Offeror was or is providing maintenance and repairs for exhaust and ventilating fans, and who can attest to the quality and reliability of all aspects of Offeror’s service and personnel. The STATE reserves the right to contact these references to verify Offeror’s quality level and reliability.

8. Site Inspection

Prior to submittal of a bid, Offeror may inspect the equipment listed on…