Maintenance_Repair_for_Automatic_Temp_Control.pdf

Event Description PURPOSE: The purpose of this Request for Proposal (RFP) solicitation is to establish a contract with a Contractor to provide preventative maintenance and repairs for the Facility Management Systems, and Automatic Temperature Controls for the Minnesota Veterans Home, located at 1300 N. Kniss Avenue, Luverne, MN 56156. The preventive maintenance service will be Premium Coverage (excluding chiller portion). The chiller equipment will have quarterly routine inspections for common issues caused by normal wear and tear. Routine maintenance such as lubrication, cleaning, and tightening connections will be performed. Repairs not included with the premium preventative maintenance will be completed on a time and materials basis, and at the request of the Agency Program Representative.

REFERENCES: Responders should submit Attachment F: Reference Form that lists at least two (2) references related to the scope of work for maintenance and repairs for the Facility Management Systems, and Automatic Temperature Controls. Failure to meet this requirement, may result in receiving zero points during the evaluation phase of this solicitation. The State reserves the right to contact the references listed in the Reference Form.

MANDATORY PRE-PROPOSAL MEETING: Meeting will be held on Tuesday, October 22, 2024, at 10:00 a.m. CT, at the Minnesota Veterans Home located at 1300 N. Kniss Avenue, Luverne, MN 56156. Responders may pre-register with Scott Edwards at scott.edwards@state.mn.us. Attendance is required. Responses received from Responders that did not attend the mandatory pre-proposal meeting will be rejected.

SUBMITTING QUESTIONS. The deadline for submitting questions is October 24, 2024, at 2:00 PM CT. Questions must be submitted in writing to Mandy Flum at mandy.flum@state.mn.us. All questions received by the due date and time will be responded to via an addendum.

Fax responses and non-electronic responses will NOT be accepted. All responses must be submitted on-line through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted.

SWIFT HELP DESK. Responders needing help with registration or assistance navigating the SWIFT system may contact the Vendor Assistance Helpdesk at 651.201.8100 Option #1, then again Option #1.

Responders need to submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment D: Responder Forms

a. Veterans Preference Form (if applicable)

b. Workforce and Equal Pay Declaration Page

4. Attachment E: Additional Information

5. Attachment F: Reference Form

6. Exhibit D Price Schedule (Excel)

General Comments

- **ATTENTION RESPONDERS**

You must submit all responses electronically through the SWIFT portal. See line items for specifications. OSP does not accept email or faxed responses. Please be aware there may be attachments included in this event. The supplier is responsible for reviewing all attachments, including the Event Details and the Responders Declarations Documents.

DOCUMENTS INCLUDED WITH THIS SOLICITATION:

1. Request for Proposal (RFP)

2. Sample Contract and Exhibits

3. Responder Attachments

4. Exhibit D Price Schedule

Event Details

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 1 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

In order to participate in this event YOU MUST BE REGISTERED as either a bidder or a supplier.

General Questions Question Response

RESPONSIBLE CONTRACTOR:

1) I am an owner or officer of the responding company, and I certify under oath that my company is in compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd. 3, and will provide verification upon request by the contracting agency.

1.1) I certify that my company has filed a certificate of authority to transact business in Minnesota with the Secretary of State if a foreign corporation or cooperative. Contact the Office of the Minnesota Secretary of State with questions about satisfying this requirement before submitting your response to this solicitation.

2) If my company is awarded a contract, I will submit a supplemental verification confirming subcontractor compliance with Minn. Stat. § 16C.285, subd. 5, clause

(7) (see attachment), and

3) If my company retains additional subcontractors with which it will have a direct contractual relationship following contract award, I will submit supplemental verification confirming subcontractor compliance with Minn. Stat. § 16C.285, subd. 5, clause (7) within 14 days after retaining any such additional subcontractors (see attachment).

4) Selecting the yes button and submitting a response to this solicitation will constitute a signed statement affirming compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd.

3.

Yes

Response Comments

DIVERSITY AND INCLUSION

Is your business based in Minnesota and considered small according to the OSP small business size standards? The link below provides size standard requirements. Please note (all web addresses can be copied and pasted into a web browser for further review)

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 2 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No https://mn.gov/admin/business/vendor-info/oep/sbcp/size

And:

Is your business a for-profit business that is majority owned, operated and controlled by:

• a racial minority,

• a woman,

• a person with a substantial physical disability,

• a veteran or service-disabled veteran, or is your business

• located in, or the owner lives in, an economically disadvantaged county?

http://mn.gov/admin/business/vendor-info/oep/sbcp/ed/co unties )

If your company meets these basic criteria, it may be eligible for certification in the state’s Small Business Procurement Program. For more information on eligibility requirements please visit https://sbcp.mn.gov/. You can also contact the Office of Equity in Procurement at Procurement.Equity@state.mn.us or 651-201-2402 for further information.

• Do you believe your company meets the criteria listed above?

• Your response to this question is for informational purposes only. If you select YES, and are not certified, a member of the Office of Equity in Procurement will contact you to provide additional information regarding the State’s Small Business Procurement Program. (Responders must select Yes or No to continue submitting their response.)

Yes

Response Comments

Upload all required or requested attachments here.

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 3 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

A file attachment is required to satisfy this question.

Response Comments

If you fail to upload attachments requested in the solicitation, your response may be disqualified. Have you uploaded the required or requested attachments?

(Yes / No)

Yes

Response Comments

UPLOAD SAMPLE QUOTE AND SAMPLE INVOICE

A sample quote and invoice can be submitted as a part of the response. The sample quote and invoice should include itemized detail and line item pricing as it will be presented to customers. Elements of the sample quote and invoice will be incorporated into the contract and must be utilized for all business conducted under the contract. This sample invoice and quote requirements are listed in the Exhibit D, Supplement 1 of the Sample Contract and Exhibits document.

Please review both the terms of the contract and the price schedule detailed in the event prior to attaching your samples.

Attach your sample quote and sample invoice here.

A file attachment is required to satisfy this question.

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 4 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Line Details

Line: 1 Item ID: Line Qty: 1 UOM: LUMP Bid Qty: 1

Reserve Price: No

Description: Exhibit D Price Schedule for Maint and Repair for Facility Management Systems and Automatic Temp Controls

Question Response Upload the Excel Exhibit D Price Schedule as instructed. However, the system still has a requirement when you submit your proposal to enter a dollar figure for the line item bid price. Enter in $0.01.

Response Comments

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 5 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Bidder Information Firm Name:

Name: Signature: Date:

Phone #: Fax #:

Street Address:

City & State: Zip Code:

Email:

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 6 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: LUMP Description: Exhibit D Price Schedule for Maint and Repair for Facility Management Systems and Automatic Temp Controls

Item Specifications

Manufacturer:

Mfg Item ID:

Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:

Item Volume: 0 Volume UOM:

Item Weight: 0 Weight UOM:

Item Size: Item Color:

Shipping Information

Schedule: 1 Ship To: ADMIN/STATE PROCUREMENT

112 ADMINISTRATION BLDG

50 SHERBURNE AVE

ST PAUL MN 55155-1402

United States

Quantity: 1 Due Date: 09/25/2024 Freight Terms:

Ship Via:

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 7 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No

Appendix B - Terms & Conditions

1. Please review the attached Terms and Conditions attached to the event.

Last Updated: 12/24/2018

Event Details (cont.)

PUBLIC EVENT DETAILS

Submit To: Admin/State Procurement Contact: Flum,Mandy Phone:

Email: Mandy.Flum@state.mn.us

Event ID Format Type Page G0210-2000016245 Sell RFx 8 Event Round Version 1 1 Event Name Maintenance/Repair for Automatic Temp Control Start Time Finish Time 10/09/2024 08:01:00 10/30/2024 14:00:00

Event Currency: US Dollar Bids allowed in other currency: No