ITB 1239 - Administrative Document - Amendment 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Division of Public Works

Invitation To Bid

Chinden Campus Building Automation Systems Maintenance

AMENDMENT 1 – 7/8/2026

ITB Number: 1239

Table of Contents

Section 1 Administrative Information and Overview

1.1 Purpose

The State of Idaho’s (“State”) Division of Purchasing (“DOP”), on behalf of Idaho Division of Public Works (“DPW”) is issuing this Invitation To Bid (“ITB”) to solicit Bids from qualified and experienced firms (“Bidders”), that can that can provide preventative maintenance and repair services for the Building Automation Systems (BAS) located throughout the State of Idaho Chinden Campus. Background information is provided in Exhibit 1. General Requirements are set forth in Exhibit 2. Scope of Work provided in Exhibit 3.

1.2 Procurement Schedule

Deadline to submit questions:

Closing Date (deadline to submit Bid):

Public Opening Date:

Bid Opening Link:

The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule.

June 15, 2026 @ 11:59 pm MT See IPRO Event Main Page for current closing date and time.

July 9, 2026 @ 10:30 am MT https://teams.microsoft.com/meet/263543198250737?p=IKuhUG84N00caIl906 https://teams.microsoft.com/meet/234456112787463?p=2CKQQIB31xgly7IFVd

1.3 ITB Lead

Name:

Title & Agency:

Email:

The individual listed below (referred to as “ITB Lead”) is responsible for the conduct of this procurement. From the issue date of this ITB, until a contract is awarded, or the ITB is cancelled, Bidders are prohibited from communicating with any State employee, Official, or Evaluators regarding this ITB or procurement.

Matt Batten Kevin Jarrett Purchasing Officer, Idaho Division of Purchasing matt.batten@adm.idaho.gov kevin.jarrett@adm.idaho.gov

1.4 Pre-Bid Conference Call

There will be no pre-bid conference call for this solicitation.

1.5 IPRO eProcurement System

This Solicitation is issued by the State via the State’s eProcurement system, IPRO. It is the Bidder’s responsibility to monitor IPRO for any updates or amendments.

Link: IPRO POWERED BY LUMA

THE ADMINISTRATIVE FEE DETAILED IN ARTICLE 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

1.7 Questions

The Bidder must review this entire ITB solicitation, including associated documents. All questions, requests for clarification, or other correspondence must be submitted in writing via email to the ITB Lead. See Exhibit 5 for additional instructions. Questions must be submitted using the table provided within Exhibit 5.

1.8 Modifications and Exceptions to Requirements, Terms, and Conditions

1.8.1 Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the ITB on Exhibit 6 – Modification and Exception Form prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

1.8.1.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

1.8.1.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

1.8.1.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

1.8.2 In the event that a Bid contains modifications or exceptions to any Solicitation requirements, terms, or conditions which are not addressed during the question-and-answer period, they must be identified and submitted on Exhibit 6 - Modification and Exception Form and must contain the same information outlined in Section 1.8, above. The State will not consider any modifications or exceptions that are not identified specifically on Exhibit 6.

1.8.3 The State has sole discretion to determine if the modifications or exceptions submitted by a Bidder would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. If the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

1.8.4 Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Bid and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Bid non-responsive.

1.8.5 Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the ITB Closing Date.

1.9 Amendments

The State may issue amendments to make changes to the ITB, or to respond to any questions. Amendments will be posted on IPRO. Bidders are responsible for monitoring IPRO for updates and amendments. All published amendments must become part of this ITB, and must be considered by the Bidder in its Bid. Oral interpretations or clarifications of this ITB are not binding and should not be relied upon. Any verbal responses provided by the State during the pre-Bid conference are considered unofficial, and will not be binding.

1.10 Authority

This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Section 2 Format & Submission Requirements

2.1 Adherence to Requirements

The Bid must be submitted in accordance with the requirements set forth in this document. Any Bid that does not adhere to the requirements may be deemed non-responsive and rejected. The State reserves the right, in its sole discretion, to waive any minor informalities or immaterial non-compliance.

2.2 Deadline to Submit

All Bids are due at the date and time specified in the Procurement Schedule (Section 1.2). Late Bids must not be accepted or considered. The State must not be responsible for any technical issues, difficulties, or delays. Bidders are strongly encouraged to begin the process of submitting the Bid response far enough in advance of the Closing Date/Time to allow for resolution of any technical difficulties.

2.3 General Format Requirements

The Bid response must meet the following requirements:

2.3.1 The Bidder must not embed information, embed files, or embed any links within the Submittals.

2.3.2 The Bidder must not attach additional information to any Submittal Form (unless it has been explicitly requested). Any additional attachments submitted will not be considered in the evaluation process.

2.3.3 Cost information must only be contained within the Bid Schedule Submittal Form. No other document or Submittal Form may contain cost or pricing information.

2.4 Electronic Submission Instructions

The Bidder must submit the Bid as follows:

2.4.1 The Bid must be submitted electronically through IPRO powered by LUMA. The State will not accept Bids in any other manner (i.e. facsimile, email, or hardcopy submissions). All Bidders participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free.

Please make sure that the entity profile under which the Bid is submitted in IPRO, is the same legal entity presented in the uploaded response materials. If there are any discrepancies, the entity information provided within Submittal Form A prevails.

2.4.2 The Bid must be submitted in the following forms:

* If applicable. Applies to Bids with trade secrets as discussed below.

2.4.3 All electronic files must be in Adobe PDF, Microsoft Word, or Microsoft Excel format as noted in the table above.

2.4.4 The Bid file(s) must not be password protected or locked in any way.

2.4.5 All submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

2.4.6 Alternate Bids are not allowed.

2.4.7 Note: When submitting through IPRO, enter your Cost in IPRO as “$0.01”.

2.4.8 If your Bid contains trade secrets (see Section 2.5), submit an additional redacted version. This submittal must have 'Redacted' in the file name.

2.5 Trade Secrets and Non-Public Information

The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

2.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret” or “exempt from disclosure.”

2.5.2 Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Act.

2.5.3 Submit a redacted copy of any Bid response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Section 3 Evaluation & Award Procedures

1. Mandatory Submission Requirements All Bids will be reviewed on a "pass" or "fail" basis to ensure compliance with all mandatory submission requirements. Bids determined by the State, at its sole discretion, to be responsive in this regard will proceed to the evaluation process outlined in this Section. Bids that do not meet the mandatory submission requirements will be deemed non-responsive. Mandatory submission requirements include, but are not limited to, the following:

3.1.1 The Bid was submitted prior to the specified Closing Date and Time.

3.1.2 The Bid complies with the submission instructions detailed in Section 2.4.

3.1.3 The Bid includes a fully completed and signed Submittal Form A.

3.1.4 The Bid includes all required Submittal Forms

3.1.6 Proof the Bidder is the manufacturer or a manufacturer-authorized distributor of Tridium Building Automation Systems.

3.1.7 The bidder must submit copies of technician certifications with their bid.

3.1.8 If the Contractor intends to utilize subcontractors, the Contractor must describe the extent to which they will be used to comply with Contract requirements. Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Contractor will ensure that all subcontractors and their employees will meet all Scope of Work requirements. Contractor must submit all subcontractors in writing to be approved by the Security Manager.

All Subcontractors must obtain the same insurance coverage that is required by the State.

1. Mandatory Responsibility Requirements The Bidder must meet the following requirements to be eligible for award:

3.2.1 The Bidder must be Tridium Advanced Certified and an authorized Niagara N4 dealer.

3.2.2 The Bidder must have a minimum of ten (10) years of verifiable experience in supplying and installing Tridium-based building automation systems.

1. Clarification Discussions The ITB Lead may, in the State’s sole discretion, perform clarification discussions with the Bidder(s) to verify and validate that the Bid will meet the needs of the Agency. At any time during this period, if it is discovered that the Bidder has not met a mandatory requirement, or has failed to adequately respond to an item below, the State may find the Bidder non-responsive.

3.3.1 The Bidder may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder being deemed non-responsible. IDAPA 38.05.01.81

3.3.2 If requested, provide any additional documentation that may be requested, which may include a detailed project/work plan, testing and commissioning plan, training, change management plan, safety plan, staffing plan, operational plan, maintenance plans, warranties, bonding and insurance, background checks, etc.

3.3.3 The clarification discussion cannot materially alter the Bid. The State does not expect to negotiate any terms or conditions requested by the Bidder, unless they were submitted by the Bidder prior to the deadline for submitting questions (see Section 1.8), or they provide the State an opportunity to secure more advantageous terms or pricing.

1. Best-And-Final-Offer (BAFO) The State reserves the right to request Best and Final Offers (BAFOs) from Bidders. If BAFOs are requested, the State will issue written instructions to the selected Bidders identifying the scope of the BAFO request and the deadline for submission. Bidders must not modify any aspect of their Bid except as specifically requested by the State. BAFO responses must be submitted in accordance with the instructions provided. Failure to submit a BAFO, if requested, may result in the Bidder’s original Bid being considered as its final offer.

1. Award An award will be made to the lowest responsive and responsible Bidder with the lowest Overall Total Cost.

1. Resulting Contract If the State awards Contract(s) from this solicitation, it will do so by issuing a Contract Purchase Order (CPO) from the State’s ERP system (Luma). The State anticipates issuing a single contract from this solicitation, incorporating the Terms and Conditions, Scope of Work, General Requirements, Insurance Requirements, and any additional documents from the solicitation.

EXHIBIT 1

Background Information

1. About The Department / Agency The Idaho Department of Administration (ADM) is the state agency responsible for Financial Services, Insurance and Internal Support, Public Works, Purchasing, and Security services. The divisions and offices within ADM serve as centers of specialized expertise, driving innovation and efficiency across state government operations. The Division of Public Works (DPW), an agency within the Department of Administration, is responsible for statewide facilities management and construction. This includes oversight of the planning, design, construction, renovation, maintenance, and leasing of state-owned and leased buildings.

1. Background Information DPW, through the Idaho Division of Purchasing (“DOP”), is soliciting Bids from qualified Vendors to provide hardware and software support services for the Building Automation Systems at the State of Idaho’s Chinden Campus. The Chinden Campus, formerly the Boise Hewlett Packard campus, was acquired by the State of Idaho in December 2017 and is located on Chinden Boulevard in West Boise. The campus consists of eight (8) office buildings and one (1) café situated on approximately 197 acres.

2. Existing Data The State is seeking Bids from qualified Vendors to provide hardware and software support services for twenty-four (24) Tridium controllers located within five (5) of the eight (8) buildings managed by the State at the Chinden Campus. The remaining three (3) buildings, containing twenty-two (22) Tridium controllers, are currently occupied by Hewlett Packard and are therefore excluded from the scope of this solicitation. The primary function of the Tridium controllers is to support energy efficiency initiatives, reduce operational costs, enhance occupant comfort, and improve operational efficiency and maintenance capabilities.

3. State of Idaho Occupied Buildings (In Scope)

4.1 Hewlett Packard Occupied Buildings (Out of Scope)

4. Current Challenges The current Building Automation System (BAS) consists of various Tridium hardware components and Niagara software versions, some of which are operating beyond their manufacturer-end-of-life support. Maintenance of this system requires a high level of proficiency, skill, and knowledge of Tridium products, as well as other associated field controllers utilized throughout the campus.

EXHIBIT 2

General Requirements

The following provisions establish the contractual performance requirements applicable to the resulting contract. These requirements are mandatory and will be incorporated into the contract upon award. Bidders should carefully review each provision and ensure their bid reflects the ability to comply.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

1. Subcontractors The Contractor will be permitted to subcontract a portion of the work, with prior DPW approval, invoicing from subcontractors to DPW will be rejected, all invoicing must be provided through the Contractor.

1. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

1. Price Adjustment Clause A price adjustment may be considered on an annual basis if a price adjustment is requested. The Contractor must notify DPW in writing at least thirty (30) days prior to the date of Contract renewal and provide supporting documentation of industry wide increases. Increases will be limited to the actual increases accrued by the Contractor. The State will notify Contractor whether the request is approved within ten (10) days of receipt of the request.

1. Compliance with Laws, Rules, Regulations Prior to commencing any work, the Contractor must hold a current Idaho Department of Public Works Contractors License and obtain all required permits and approvals from relevant preservation authorities, including local and state entities.

1. Additional Requirements The Contractor must perform all specified services using trained, skilled, bonded, and properly licensed personnel under the Contractor’s direct supervision.

5.1 The Contractors’ on-site technicians must have the following minimum qualifications:

5.1.1 Tridium Niagara 4 Advanced Technical Certification.

5.1.2 Tridium Niagara 4 Analytics Certification.

5.1.3 Tridium Niagara Ax Technical Certification.

5.1.4 Minimum of three (3) to five (5) years of experience working with LonWorks communications controllers.

5.1.5 Minimum of three (3) to five (5) years of experience with Legacy Barber Colman devices and communication protocols.

5.2 The Contractor shall submit copies of Tridium Niagara 4 Advanced Technical Certification, Tridium Niagara 4 Analytics Certification, and Tridium Niagara AX Technical Certification credentials for all proposed on-site technicians as part of its bid submission.

5.3 All technicians providing on-site support must reside within a 60-mile radius of Boise, Idaho.

5.4 The Contractor must demonstrate the necessary expertise and technical proficiency to service, troubleshoot, maintain, and repair all such systems. On-site technicians must demonstrate proficiency with the following product lines:

5.4.1 Tridium (R2, Ax, N4);

5.4.2 Honeywell Webs system line;

5.4.3 Barber Colman;

5.4.4 Schneider Electric; and

5.4.5 Alerton.

1. Installation and Acceptance The Contractor is fully responsible for performing all services using trained personnel. This includes delivering parts, equipment, and materials to multiple locations; handling and installing all items; and managing all necessary disposals. The Contractor must ensure that all serviced equipment and work areas are left safe, clean, and ready for use. Upon completion of service, a signed copy of the work order must be provided to the Facilities Manager.

1. Warranty and Warranty Service The warranty must cover all tools, parts, equipment, labor, travel, and freight required to repair or replace any defective warranted items. Any failure of equipment or software occurring within the applicable manufacturer’s warranty period must be repaired or replaced at no cost to the State.

1. Reporting Requirements The Contractor must provide reports to the State or, alternatively, provide the State with access to report data and reporting tools. Unless otherwise specified in the Contract, such reports must include, at a minimum, latency statistics, system performance metrics, user access logs, user IP addresses, user access history, security logs, and event logs for all State Data.

8.1 Reports must be available on demand and, at a minimum, generated monthly. All report data must be exportable in a commonly used, non-proprietary format. The Contractor must retain all reporting data for a minimum of twelve (12) months and ensure that logs are protected against unauthorized modification or deletion.

1. Service Records The Contractor must provide two (2) copies of each service record detailing all preventive and corrective maintenance performed. Distribution of service records must be as follows:

9.1 Original – Retained by the Contractor

9.2 Copy One – Emailed to the Site Contact

9.3 Copy Two – Submitted with each monthly invoice

1. Quarterly Review and Reporting The Contractor shall schedule and conduct quarterly meetings with the Facilities Manager, preferably in conjunction with a regularly scheduled monthly service visit, to inspect and review the current condition of each system at each location. At the time of each meeting, the Contractor shall provide a written report summarizing all maintenance, inspection, repair, and related activities performed during the preceding quarter.

1. Hourly Rates

11.1 All hourly work performed between 7:00 a.m. and 5:00 p.m., Monday through Friday, must be invoiced at the normal business hourly rate. Any work specifically requested by the Contract Administrator and performed between 5:01 p.m. and 6:59 a.m., Monday through Friday, and all work performed on weekends and State-recognized holidays, must be invoiced at the Contractor’s published or Contract hourly rate for after-hours services, as in accordance with the Contractor’s contracted rate schedule as set forth in Submittal Form B. See a list of State-recognized holidays, at the following website: State Holidays - Idaho Secretary of State

11.2 The Contractor must provide a monthly service utilization report detailing the number of hours expended during the reporting period. The report must, at a minimum, categorize hours by service type (e.g., troubleshooting, repairs, preventative maintenance, software updates, and coordination activities), identify the labor classification (e.g., Service Technician, IT Specialist) associated with the work performed, and include a brief description of work performed for each category.

1. Safety and Cleanliness

12.1 The Contractor must maintain a neat, clean, and safe work environment at all times while servicing State facilities. All debris, waste, and excess materials must be removed from the job site daily and properly disposed of in accordance with applicable regulations.

12.2 The Contractor’s vehicles, trailers, and equipment must be maintained in proper working order and kept in a neat and clean condition at all times.

1. Billing Procedure The Contractor must provide a signed invoice upon [Agency acceptance/delivery/service completion/completion of each line item/etc.]. The invoice [and respective reports] must be submitted no later thirty (30) calendar days after [acceptance/delivery/services were provided]. No invoice will be accepted or paid without receipt of required [reports/documentation/etc.]. Invoices submitted without the required [reports/documentation] will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

1. IPRO contract number (and name of project/product, if appropriate) and Agency PO number

2. Identification of billing period

3. Total amount billed for the billing period

4. Detailed description of services provided and associated # of hours/$ amounts, as appropriate

5. Name of authorized individual and contact information for Contractor

Invoices and reports must be submitted to:

Agency Contact Person: April Rice Agency Name: Division of Public Works E-mail Address: April.Rice@adm.idaho.gov

1. Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

1. Brand Name References and Equivalency Any brand names or product references included in this solicitation are intended to be descriptive of the State’s current installed products and minimum performance standards and are not intended to restrict competition. Equivalent products that meet or exceed the stated specifications will be considered.

1. Service Location Modifications DPW reserves the right, at its sole discretion, to add service locations to the Contract in the event of Hewlett Packard’s departure from the three (3) locations it currently occupies at the Chinden Campus. DPW shall provide the Contractor with at least thirty (30) calendar days’ written notice prior to the addition or removal of any service location.

EXHIBIT 3

Scope of Work

1. Service and Support Requirements The following are the minimum service requirements that your Bid must meet for the State to consider your Bid for award. All replacement equipment must be new and unused. All proposed equipment must meet or exceed the specifications set forth herein.

2. Hardware and Software Support Requirements

2.1 The Contractor must troubleshoot and repair control interface issues on Variable Frequency Drives (VFD’s).

2.2 The Contractor must be capable of providing and installing new field level controllers and JACE-9000 controllers.

2.3 The Contractor must troubleshoot and repair control systems serving Variable Air Volume (VAV) Boxes and identify and report broken damper actuators.

2.4 The Contractor must troubleshoot and repair control systems associated with chilled water systems and identify any system deficiencies.

2.5 The Contractor must troubleshoot and repair Niagara system schedules, alarms, network and communication issues, and graphical interface issues.

2.6 The Contractor must maintain current Software Maintenance Agreements (SMAs) for Niagara Supervisor and all associated JACE devices throughout the term of the Contract. All software upgrades and updates must be reviewed and approved in advance by the Facilities Manager prior to installation. The Contractor must install all applicable security patches and critical updates within ninety (90) days following release by Tridium.

3. Software Maintenance Requirements

3.1 The Contractor must perform monthly maintenance on the Niagara Supervisor Server.

3.2 The Contractor must perform software updates and ongoing maintenance on the Building Automation System (BAS) physical server.

3.3 The Contractor must perform automated system backups of the Niagara server on a monthly basis.

3.4 The Contractor must archive test system alarms, trends, and schedules.

3.5 The Contractor must provide a monthly report to the Facilities Manager identifying all active system faults and recommended corrective actions.

3.6 The Contractor must allocate a minimum of eight (8) hours per month of IT Specialist services to diagnose and resolve active system concerns. Services may be performed either on-site or remotely, as appropriate. All time must be tracked and reported to the Facilities Manager on a monthly basis. Contractor must bill only for the actual hours utilized each month at the Contractor’s published or Contract hourly rate for normal business hours, as specified in the Contract. Services performed outside normal business hours must be billed at the applicable rates set forth in Submittal Form B.

3.7 The Contractor must coordinate and collaborate with DPW facilities staff and the mechanical maintenance contractor to identify and resolve mechanical system deficiencies.

4. Network BASE Communication Protocols

4.1 The Contractor must be able to troubleshoot and repair the following network BAS communication protocols and related IP network Issues:

4.1.1 BACnet;

4.1.2 LON (LonWorks);

4.1.3 Modbus;

4.1.4 ASD, and;

4.1.5 TCP/IP

5. Emergency Response For emergency services, the Contractor must respond within thirty (30) minutes of being contacted and must begin work within two (2) hours of notification, regardless of the day of the week or time of day, unless otherwise agreed at the time of notification. The Contractor must be available to perform emergency services twenty-four (24) hours a day, three hundred sixty-five (365) days per year. All emergency services must be billed in accordance with the Contractor’s contracted rate schedule as set forth in Submittal Form B.

If the Contractor is unable to respond within the required timeframe, the State reserves the right to obtain services from another source without penalty or limitation.

6. Remote Online Support The Contractor must provide remote online support to the Chinden Campus Facilities staff between the hours of 7:00 a.m. and 5:00 p.m. MST, including remotely logging into the BMS to modify programs or code, make necessary system changes, and assist with troubleshooting malfunctioning or offline equipment.

EXHIBIT 4

Pre-Bid Conference Call Registration Form

There will be no Pre-Bid Conference Call for this Solicitation

EXHIBIT 5

Questions

Bidder Questions Form Instructions The following instructions must be followed when submitting questions using the Bidder Question form on the following page.

· Questions form must be uploaded into the Q&A Forum section within IPRO.

· Questions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· The Bidder must use the Bidder Questions form on the following page, to submit all questions .

· Do not change the format, font, font style, or font colors.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

· Do not enter text in the “Response” field (column 5). This is for the State’s use only.

Bidder Questions ITB #1239 – Chinden Campus Building Automation Systems Maintenance

EXHIBIT 6

Contract Modifications and Exceptions

Instructions Complete this form and submit with your ITB submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the ITB, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See ITB Section 1.8 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

· All modifications and exceptions to the State’s Contract Terms and Conditions must be submitted using the Contract Modification and Exceptions form and upload the form into the Q&A Forum section within IPRO.

· All requested modifications and exceptions must be received by the deadline specified in the Procurement Schedule (Section 1.2).

· Bidders must specifically address any and all proposed modifications and exceptions.

· Blanket requests to negotiate requirements, terms, or conditions will not be considered.

· Do not identify your name, your company’s name, or product names of intellectual property in your questions.

· Bidders must provide an explanation as to why the requirement, term, or condition should be considered non-material. Bidder must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in ITB Section 1.7.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State, and as otherwise provided in ITB Section 1.8.3.

Modification & Exception Form ITB #1239 – Chinden Campus Building Automation Systems Maintenance

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Bid being deemed non-responsive.

PROJECT INFORMATION

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Bid, and who can be contacted for clarification on this Bid

Contact Name:

Title:

Email:

Telephone:

AMENDMENT ACKNOWLEDGEMENT

CONFLICT OF INTEREST

The Bidder must select an option below:

☐ The Bidder declares that there are potential, perceived, or actual conflicts of interest that may arise as a result of their response to this ITB and/or subsequent award of Contract. The Bidder must attach additional information to explain the conflicts.

CERTIFICATIONS

1) Is Bidder a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Bidder in compliance with applicable equal employment regulations?

☐ Yes ☐ No

3) Does Bidder affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? Note: vendor information is available at https://sam.gov

☐ Yes ☐ No

4) Does the Bidder affirm that the Bid will be firm and binding for ninety (90) calendar days from the Bid opening date?

☐ Yes ☐ No

6) The Bidder confirms that it has the financial strength to perform the services required under this ITB.

☐ Yes ☐ No

7) The Bidder confirms that they can provide financial information (records, documents, etc.) and financial statements (Balance Sheet, Income Statement, and Cash-Flow Statement), to the State upon request.

☐ Yes ☐ No

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Bidder responded “No” to a question above.

CONTRACT TERMS AND CONDITIONS

Important Note: Any modifications or exceptions to the Contract may be rejected by the State. Therefore, the Bidder is strongly encouraged to submit any proposed modifications or exceptions during the Q&A period (see Section 1.8).

* Failure to answer, or answering “No” may be grounds for disqualification. Complete the information below if you have responded “No” to the question above.

The Bidder must review Exhibit 6 for additional information regarding the State’s Terms and Conditions. Non-material modifications or exceptions may be discussed with the apparent successful Bidder, at the discretion of the State. The State has sole discretion to determine if the modifications or exceptions would result in a material change or otherwise threaten the integrity of the procurement process. The State must have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Bidder to amend its Bid and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Bid non-responsive. The determination of materiality will be made at the State’s sole discretion. In the event that the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

The Bidder must identify all modifications or exceptions to the Contract Terms & Conditions, provided in IPRO. The Bidder must use the template that is provided in Exhibit 6. Blanket requests to negotiate requirements, terms, or conditions will not be considered.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. I certify that I have read and understand this ITB and I am authorized to sign this Bid on behalf of the Bidder.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Bid Schedule

Instructions The Bidder must complete and submit all information requested in this Submittal Form. The Bidder must provide any additional information, upon request. The Bidder is not permitted to adjust or modify this form, and may not include additional rates, amounts, costs, information, exceptions, or limitations to their costs Bid. Failure to meet these requirements may deem the Bid to be non-responsive.

Estimated Quantities: The information set forth below constitutes the State’s best estimate of the quantities of the services and/or goods that may be required over the term 1st year of the contract. These estimates do not establish, nor must they be construed as establishing, any minimum or maximum purchase obligation. The State expressly reserves the right to procure greater or lesser quantities as its needs dictate.

Please see the Questions section of the event in IPRO for Submittal Form B – Bid Schedule.

SUBMITTAL FORM C

DPW Contractors License

Bidder Name:

This attachment must be completed and returned with bid response

Failure to fully complete and submit this form with your bid may result in the Bidder being found non-responsive.

SUBMITTAL FORM D

Authorized Dealer Letter

Bidder Name:

This attachment must be completed and returned with bid response

Failure to fully complete and submit this form with your bid may result in the Bidder being found non-responsive.

image1.png