NRFP2301 HVAC Maintenance.doc

STATE OF IDAHO

THE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)

Heating, Ventilation, and Air Conditioning (HVAC) Maintenance

NRFP2301 / IPRO RFP174

Issue Date 11/07/2023

TABLE OF CONTENTS

Page

1RFP ADMINISTRATIVE INFORMATION

OVERVIEW

QUESTIONS

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

PROPOSAL FORMAT

PROPOSAL REVIEW, EVALUATION, AND AWARD

MANDATORY SUBMISSION REQUIREMENTS

Business Information Organization and Staffing

SCOPE OF WORK

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE

APPENDIX B -- REPORTS

APPENDIX C -- SPECIAL TERMS AND CONDITIONS

APPENDIX D -- RIDERS

APPENDIX E -- IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

ATTACHMENT 1 -- OFFEROR QUESTIONS

ATTACHMENT 2 -- MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 -- PRE-PROPOSAL CONFERENCE REGISTRATION FORM

ATTACHMENT 4 -- STATE SIGNATURE PAGE

ATTACHMENT 5 -- COVER FORM

ATTACHMENT 6 -- HVAC MECHANICAL EQUIPMENT

ATTACHMENT 7 – STATE HOSPITAL NORTH CAMPUS MAPS

ATTACHMENT 8 – NON-MANDATORY SITE VISIT REGISTRATION FORM

RFP ADMINISTRATIVE INFORMATION TC "RFP ADMINISTRATIVE INFORMATION" \f C \l "1"

Grants/Contracts Officer Patricia.Thomas@dhw.idaho.gov

Submit Proposal to:

Submit electronically via IPRO Electronic Submission:

IPRO LOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Tuesday, 11/14/2023, 9:00AM Mountain Time By WebEx only You must email the RFP Lead by the Pre-Proposal Registration Deadline to receive conference details. Late registrations will not be guaranteed to receive conferencing information. There will not be an in-person conference.

You must email the RFP Lead by the Non-Mandatory Site Visit Registration Deadline to be able to participate in the site visit.

The Department is conducting Virtual Electronic Bid Openings instead of in-person Public Bid Openings.

OVERVIEW TC "1

OVERVIEW" \f C \l "1" 1.1 Purpose The Department’s SHN is seeking HVAC Maintenance services for the SHN North campus.

1.2 Background Information In the fall of 2023, approximately fifty-five percent (55%) of the HVAC equipment will be replaced and will be under manufacture warranty for a one (1) year term. The remaining approximately forty-five percent (45%) of equipment will require regular service covered under the Contract resulting from this RFP.

QUESTIONS TC "2

QUESTIONS" \f C \l "1" 2.1 Restrictions on Communications

From the issue date of this RFP, until a Contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with Department staff, evaluation committee members, or other associated individuals, except the Department’s RFP Lead.

2.2 Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to ask questions of Department staff. All interested parties are invited to participate by an established call in number. To receive conference details, participants must register for the Pre-Proposal Conference no later than Monday, 11/13/2023, 3:00PM Mountain Time by submitting the completed Attachment 3 -- Pre-Proposal Conference Registration Form via e-mail to the RFP Lead at Patricia.Thomas@dhw.idaho.gov. Late registrations will not be guaranteed to receive conferencing information. Vendors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the Department during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the vendor’s own expense.

2.3 Site Visit

A non-mandatory site visit will be held at the time indicated in the RFP Administrative Information Section, page 1 of this RFP. This will be your opportunity to tour the SHN campus to see the equipment and their locations. To receive site visit details, participants must register for the Non-Mandatory Site Visit no later than Tuesday, 11/14/2023, 3:00PM Mountain Time by submitting the completed Attachment 8 – Non-Mandatory Site Visit Registration Form via e-mail to the RFP Lead at Patricia.Thomas@dhw.idaho.gov. Late registrations will not be accepted. Any oral answers given by the Department during the site are unofficial and will not be binding on the State. Site visit attendance is at the vendor’s own expense.

2.4 Questions and Vendor Proposed Modifications and Exceptions to Requirements, Terms, or Conditions

Questions must be submitted, by email, to the RFP Lead by the date and time indicated in the RFP Administrative Information Section, page 1 of this RFP in order to be considered. Vendors are strongly encouraged to submit any proposed questions, and or modifications to the requirements, terms, or conditions at this time. Written questions must be submitted using Attachment 1 -- Offeror Questions and requested modifications and or exceptions, must be submitted using Attachment 2 -- Modification and Exception Form. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. Official answers to all written questions will be posted on the State’s eProcurement system (IPRO) as an amendment to this RFP.

2.4.1 Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

a.

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

b.

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

c.

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.

2.4.2 If a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions, which are not addressed during the Question period, they must be identified and submitted on Attachment 2 -- Modification and Exception Form and must contain the same information outlined in Section 2.3.1 above. At this time, the State will not consider any modifications or exceptions that are not identified specifically on Attachment 2.

2.4.3 The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, 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. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4 Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and or exceptions, and to instruct the Offeror to amend its Proposal and remove the modifications and or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5 Except as otherwise provided in the Solicitation document, including the Special Terms and Conditions and the State of Idaho Standard Contract Terms and Conditions (updated May 2021) the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Closing Date.

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS TC "3

INSTRUCTIONS FOR SUBMISSION OF PROPOSALS" \f C \l "1" 3.1 General Instructions

3.1.1 Proposals must be submitted as detailed in 3.1.6 below. Except as otherwise addressed in this Solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2 Alternate proposals are not allowed.

3.1.3 All files must be in Microsoft Word, Excel or searchable PDF format. The only exceptions are Attachment 1 – Offeror Questions and Attachment 2 -- Modification and Exception Form which must be submitted in Word format. The electronic version must NOT be password protected or locked in any way.

3.1.4 All Offerors participating in this Solicitation must establish an account in the IPRO system as it is necessary in order to submit your response and award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.1.5 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the Closing Date to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.

3.1.6 Both the Technical Proposal and the Appendix A - Cost Proposal and Billing Procedure must be submitted electronically through IPRO. Failure to input this data in IPRO will result in the Proposal being found non-responsive. Download the Excel spreadsheet titled “Appendix A – Cost Proposal and Billing Procedure” found in the Question Section of IPRO. Complete the spreadsheet, upload it back into IPRO in an Excel spreadsheet format. Upload your Technical Proposal into the appropriate Question Section in IPRO.

3.1.7 The current versions of the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors are incorporated by reference into this Solicitation, and attached or referenced in any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/information-for-vendors/; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or purchasing@adm.idaho.gov. Failure by any Offeror to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for an Offeror’s failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS PRECEDENCE: In the event of conflict, the Department’s Special Terms and Conditions take precedence. The Department’s Special Terms and Conditions are included with this Solicitation as Appendix C.

3.2 Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes 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.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” 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.”

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; 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 materials be treated as exempt from disclosure and how material complies with the Public Records Law.

3.2.3 If your Technical Proposal contains trade secret information, you must also upload a redacted copy with all trade secret information removed or blacked out. The redacted copy must be uploaded into IPRO into the appropriate Question Section in IPRO with the word “redacted” in the file name.

3.3 Electronic Submission of Proposals 3.3.1 Proposals must be submitted through IPRO, at https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA When submitting through IPRO, upload your Technical Proposal and Appendix A - Cost Proposal and Billing Procedure, and all other required submittal items in the appropriate Question Sections. Remember to submit an additional redacted version of the TECHNICAL PROPOSAL if you have identified trade secrets.

3.3.2 The Technical Proposal and Appendix A - Cost Proposal and Billing Procedure must be separate files submitted at the same time.

3.3.3 Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response.

PROPOSAL FORMAT TC "4

PROPOSAL FORMAT" \f C \l "1" These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each Section, including page numbers of major subsections.

4.2 Format Proposals shall follow the numerical order of this RFP starting at the beginning and continuing through the end of the RFP. Proposal Sections and subsections must be identified with the corresponding numbers and headings used in this RFP. Respond to RFP Sections marked with an evaluation code. In your response, restate the RFP Section and follow with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP Section from the Offeror’s response.

4.3 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) Section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME)

Mandatory and Evaluated Response - failure to respond to any (ME) Section, or to comply with any mandatory specification or requirement in an (ME) Section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the Section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any M, ME or E requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD TC "5

PROPOSAL REVIEW, EVALUATION, AND AWARD" \f C \l "1" 5.1 Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive.

5.1.2 Evaluation Criteria

Technical Proposal:

Mandatory Submission Requirements Met Pass/Fail

Business Information (Section 7) 75 points

Organization and Staffing (Section 8) 125 points

Scope of Work (Section 9) 400 points

Cost Proposal:

Cost Proposal and Billing Procedure (Appendix A) 400 points

Total Points 1000 points

5.2 Technical Proposal

5.2.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2 The Technical Proposal will be reviewed, evaluated, and scored by one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3 The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest overall total technical score will receive a score of six hundred (600) points. Other Technical Proposals will be assigned a portion of the maximum score using the formula:

X raw score of Technical Proposal being evaluated highest raw technical score

5.3 Oral Presentations/Demonstrations

5.3.1 Oral demonstrations will not be conducted for this RFP.

5.4 Appendix A - Cost Proposal and Billing Procedure 5.4.1 The Appendix A - Cost Proposal and Billing Procedure will be reviewed first to determine if it meets the mandatory requirements of the RFP. All Proposals which are determined by the Department, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.4.2 The Appendix A - Cost Proposal and Billing Procedure will only be evaluated for Offerors who receive the top three (3) technical scores

5.4.3 The scores for the Appendix A - Cost Proposal and Billing Procedure will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Appendix A. The Proposal with the lowest ONE (1) YEAR TOTAL will receive a score of four hundred (400). Other Proposals will be assigned a portion of the maximum score using the formula:

X lowest Cost Proposal and Billing Procedure Cost Proposal and Billing Procedure being evaluated

5.5 Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, conduct a review to determine if the apparent high point Offeror is responsible. As part of the responsibility review, the RFP Lead may:

5.5.1 Require the apparent high point Offeror to provide credit or financial reports to the satisfaction of the Department.

5.5.2 Require the apparent high point Offeror to provide a reference list and contact the Offeror’s references, which may include sending references a reference questionnaire.

5.5.3 Conduct other responsibility reviews at the discretion of the RFP Lead.

Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.6 Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS TC "6

MANDATORY SUBMISSION REQUIREMENTS" \f C \l "1" A complete response begins with the mandatory items identified in this list and the following Sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

(M) State Signature Page: Upload a completed, signed, Attachment 4, State Signature Page in the appropriate Question Section of IPRO.

(M) Cover Form: Upload a completed, signed, Attachment 5, Cover Form in the appropriate Question Section of IPRO

(M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52. Upload a completed, signed, Acknowledgement of Amendments form in the appropriate Question Section of IPRO.

Section 7: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 8: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

Section 9: Provide a response to all (E) (M) and (ME) Sections, and any other required submittal items.

(ME) Appendix A - Cost Proposal and Billing Procedure: Offerors are required to upload their Appendix A – Cost Proposal and Billing Procedure in the Question Section in IPRO in an Excel spreadsheet format.

Technical Proposal: Offerors are required to upload their Technical Proposal in the Question Section in IPRO.

Trade Secret Redactions: If applicable, the Offeror must upload a redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.2

Insurance: Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a Contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract. DO NOT SUBMIT WITH PROPOSAL.

Business Information TC "7 Business Information" \f C \l "1" 7.1

(E) Business Profile

Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2

(E) Experience

Describe in detail your knowledge and experience in providing services similar to those required in this RFP.

7.3 Faith-based Organization

If you are a faith-based organization describe how you will:

7.3.1 Segregate Contract funds in a separate account if federal funds;

7.3.2 Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

7.3.3 Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

7.3.4 Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

7.3.5 Ensure that Contract funds are not expended on inherently religious activities; and

7.3.6 Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.

Organization and Staffing TC "8 Organization and Staffing" \f C \l "1" Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.1

(E) Project Lead

Identify the person who will be the dedicated Project Lead if Offeror is awarded a Contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this Section.

8.2

(E) Key Personnel and Qualifications

Provide a list of key management, customer service and other roles to be used in the fulfillment of the Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3 Subcontractors

If the Offeror utilizes any entity other than the entity submitting the Proposal to provide any of the services required by this RFP, the relationship between the two (2) entities is considered that of a contractor-subcontractor for the purpose of this Section, regardless of whether a relationship is based on an actual written Contract between the two (2).

8.3.1 If you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with Contract requirements.

8.3.2 Include each position providing service and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract (including requisite qualifications/experience).

8.3.3 If applicable, provide resumes for those subcontractors who will be managing and or directly providing services under the Contract.

8.3.4 Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all requirements.

8.3.5 Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed.

8.3.6 If you do not intend to utilize subcontractors, provide a statement to that effect.

Note: The information provided for subcontractors, if any, will be evaluated as part of the Key Personnel and Qualifications section 8.2 above.

SCOPE OF WORK (SOW) TC "9

SCOPE OF WORK" \f C \l "1" All Sections of the SOW are required Contract services. Use this Proposal outline as part of your response to the RFP by restating each Section number and then providing your response. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. Describe how you will meet each requirement marked (ME) Mandatory Evaluated and (E) Evaluated by describing, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without additional supporting information); as well as how your organization plans to meet SOW requirements detailed in this RFP. The Proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the SOW successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work. By providing a response to this Solicitation, you affirm you agree to and will comply with the following requirements.

I.

GENERAL REQUIREMENTS

A.

This Contract is intended to provide the Department of Health and Welfare (Department) State Hospital North (SHN) campus facilities in Orofino Idaho with skilled Heating, Ventilating and Air Conditioning (HVAC) service technicians capable of maintaining and servicing HVAC systems and controls.

1.

Work to be performed under this Contract will include scheduled preventive maintenance of all listed building equipment and controls systems (see Attachment 6) plus repair maintenance to said equipment and control systems on an as-needed basis.

a.

Any work in excess of one thousand dollars ($1,000) for any individual repair and associated parts must be fully described in written work orders signed by the Contract Monitor or other authorized Department representative prior to repair.

b.

The Department will:

i.

Permit access to the buildings;

ii.

Permit use of the building services;

iii.

Keep areas adjacent to the equipment clear of extraneous materials; and iv.

Promptly notify the Contractor of any unusual operating conditions or circumstances.

c.

Equipment installed new and under warranty by installer, not covered by the Contract.

i.

HVAC and walk-in cooler and freezer equipment under new installation, one (1)-year warranty will be excluded from the Contract during the warranty period. At the expiration of the warranty, the Contractor must take over repairs and maintenance of the equipment. The Contractor must work with the Department representative to establish rates or service and repair of such equipment.

B.

The Contractor must:

1.

Demonstrate proficiency in the installation, maintenance, repair and programming of building direct digital controllers. At a minimum, the Contractor must employ one (1) field technician within a fifty (50)-mile radius who has received training on:

a.

System operation b.

Installation and start-up c.

Allerton Direct Digital Control (DDC) thermostat controls.

i.

Ensure that unit is being properly controlled by DDC, and work with the Allerton service contractor when necessary to confirm proper operation.

2.

Be properly licensed and bonded and have sufficient equipment and qualified personnel to perform the work.

3.

Move and relocate building equipment, access systems, office furnishings and equipment, and any other preparatory work necessary to complete authorized projects.

4.

Take appropriate steps to protect equipment remaining in spaces where work is being performed.

5.

Clean up all scrap, dirt, dust, grease, oil, and any other construction debris generated as a result of the work being done.

6.

Return disrupted space to the same condition and layout that existed prior to the work being done.

7.

Ensure that all mechanical equipment components, packings, lubricants, oils, and cleaning materials furnished by the Contractor, under this Contract, are of the highest quality and applied or installed according to the equipment manufacturer's recommendations.

8.

Warranty all parts, equipment, materials, and labor covered under manufacturer’s warranty when applicable. Original Equipment (OE) parts must be obtained under warranty.

9.

Report the presence of all equipment repair needs and other adverse conditions to the Department before performing repairs unless the corrective measure is considered preventive maintenance.

a.

If other problems and conditions are identified outside the HVAC systems, as defined in this Contract, the Contractor must notify the Contract Monitor within five (5) business days.

10.

Use diligent care when servicing equipment located on the roof of Department facilities.

a.

Any damages to the roof membrane as a result of the Contractor's work will be repaired in compliance with the roof's extended manufacturer and installer warranties, b.

Damage must be reported immediately to the Contract Monitor.

i.

The Contract Monitor will immediately arrange for the repairs to be made by the Idaho state authorized roofing repair company. The cost of these repairs must be paid for by the HVAC service Contractor.

11.

Maintain as-built drawings, maintenance and operations manuals, and equipment monitoring logs, which all must remain on-site at all times.

a.

The lead person of each work crew must check in and out with the Department's Facilities Coordinator daily on all projects and must enter times, dates, and a general description of the work performed in the facility's maintenance log.

b.

The detailed mechanical equipment service log for equipment in the equipment room must be maintained to record and track the equipment performance of the HVAC systems.

12.

The response time for reviewing and implementing temporary or permanent repairs in emergency situations must not exceed twenty-four (24) hours after receiving a call from the Department.

13.

The response time for reviewing non-emergency-related projects must not exceed seventy-two (72) hours as defined under the "Regular Rate" definition below after receiving a call from the Department.

14.

Execution of each work order must commence within twenty-four (24) hours of the review of the work order unless otherwise agreed to by both the Department and Contractor.

II.

DEFINITIONS

A.

Contract Monitor - The Department employee who oversees the Contract and handles invoicing and payment.

B.

Facilities Coordinator - A Department employee designated by the Contract Monitor to handle facility issues. This will be the on-site Department contact.

C.

Journeyman - Any employee of the Contractor with at least five (5)-years' experience in building HVAC operations and who personally performs and/or supervises the actual physical work of maintaining, repairing, and installing HVAC equipment.

D.

Apprentice - Any person employed by the Contractor who is learning the trade of Journeyman HVAC Technician and engages in the maintenance, repair, and installation of HVAC Equipment while under the constant on-the-job supervision of a qualified journeyman, as stated above.

E.

Regular Rate - The rate of pay for work performed on any Department project or group of Department projects located within any single campus location done at the direction of the Contract Monitor between the hours of 8:00 a.m. and 5:00 p.m. local time, Monday through Friday, excluding state holidays.

F.

Overtime Rate - The rate of pay for work performed on any Department project or group of Department projects located within any single campus single location done at the direction of the Contract Monitor in excess of eight (8) hours per Contractor employee on-site in a twenty-four (24) hour day beginning at 8:00 a.m. local time and ending at 8:00 a.m. local time the following day. This rate must only apply when requested by the Department to expedite the work or to correct emergency situations and it is not practical to provide additional personnel to accomplish the work under "regular" rate time slots.

G.

Preventive Maintenance - Scheduled, routine systems checks and replacement and/or replenishment of disposable components. All such work must be bid as a lump sum per year and will be paid as specified in the Contract.

H.

Repair Maintenance - Call back or service call maintenance to correct adverse or undesirable conditions discovered by the Department through normal, routine building use or equipment inspection or by the Contractor as discovered during preventive maintenance activities in compliance with the Contract. All repair maintenance must be authorized by the Contract Monitor or designated Department representative prior to the initiation of the repair by the Contractor. The Contractor may receive hourly rate compensation for repair maintenance only if such work is pre-authorized by the Department.

I.

Disposable Components - Filters, lubricants, belts, gaskets, seals, etc., that are recommended by the manufacturer to be routinely checked and replaced or replenished. All components regulated by local, state, or federal laws and regulations must be collected and disposed of as required by the applicable laws and regulations. Disposable components and costs associated with the collection and disposal of spent components must be considered a part of the Contractor's overhead and must not be included in billings as "materials."

J.

Materials - Replacement, retrofit or new components of systems other than disposable components that are essential or desirable to the operation or condition of the equipment. Materials must only be installed by the Contractor upon authorization by the Department. If the Contractor installs materials without prior authorization by the Department, the materials will be considered disposable components as described above and the Department will not be obligated to pay the Contractor for them as materials. Materials must be billed to the Department at the Contractor's cost plus the Contractor's bid markup where specified in the Contract.

1.

The Department reserves the right to provide parts and/or materials to the Contractor for installation and/or repair activities.

a.

The Department will pay shipping costs, and no percentage mark-up will be allowed by the Contractor.

b.

Department furnished parts that fail must be returned to the Department if they are still under warranty.

III.

CONTRACT SERVICES AND ACTIVITIES

A.

(E) Preventative Maintenance Service Requirements – All service must be performed to the manufacturer requirements or specifications. Describe your experience providing preventative maintenance services on similar equipment to those in this section.

1.

The Contractor must:

a.

Complete all work in this section on a monthly, quarterly, twice a year or annual basis as specified in the detailed mechanical equipment service task descriptions. (see Attachment 6.) The specific times and dates for these services must be set and agreed to by both the Department and the Contractor.

b.

Perform all work on Department property in a safe manner. The Contractor must follow guidelines as set forth by the Occupational Safety and Health Administration (OSHA). All mechanical work must comply with the 2018 Uniform Mechanical Code. All electrical work performed must comply with the 2017 NFPA-70 National Electrical Code. In the event that later editions of these codes are adopted by the Division of Building Safety while this Contract is in force, the new codes will supersede those specified above.

2.

Ductless Mini-Split Air Conditioners a.

The Contractor must perform the following services twice a year:

i.

Inspect units for proper operation and condition.

ii.

Inspect all mounts for wear and adequate connection. Tighten loose fasteners and report worn parts to Facilities Coordinator within five (5) business days.

iii.

Inspect fins on exchange coils for the build-up of chemical residue or dirt that would signify coil leaks, bends in fins, dirt, and other foreign materials obstructing normal unit operation. Clean the unit and straighten the fins as needed. Report leaks and other problems to the Facilities Coordinator within five (5) business days.

iv.

Check for proper operation of components on the interior unit. Clean filter and replace regular maintenance or wear items as necessary.

v.

Check controls including batteries in the thermostat controller. Calibrate, if necessary, to ensure proper operation.

vi.

Report all defective devices, leaks and necessary repairs to the Facilities Coordinator within five (5) business days.

3.

Air Handler Systems a.

The Contractor must perform the following checks twice a year:

i.

Check Air Handler Unit (AHU) for proper operation. Make sure units are being properly controlled by Alerton DDC system and alert Facilities Coordinator if there are issues with this system. Listen for odd sounds. If odd sounds are noticeable, open the unit, and locate and identify the source. Make adjustments or notify the Facilities Coordinator of needed repairs within five (5) business days.

ii.

Check the filter for proper placement and cleanliness. Replace the filter if clogged. Filters are typically replaced by facilities maintenance staff every three (3) months.

iii.

Check all fittings, mounts and mechanical fasteners for secureness. Tighten and adjust as necessary. Install new fasteners if stripped or otherwise damaged.

iv.

Inspect shafts, sheaves and belts for proper mounting, excessive wear, alignment, wobble, and tension. Adjust and/or replace as necessary. Shafts and sheaves are considered materials as described above. If shafts and sheaves need to be replaced, the Contractor must notify the Facilities Coordinator immediately and wait for approval.

v.

Listen to bearings and feel for excessive heat build-up and/or vibration. Report adverse conditions or needed repairs and/or replacements to the Facilities Coordinator immediately upon discovery of a problem.

vi.

Inspect guards, hatches, inspection covers, doors, etc., for secure mounting and sealing. Tighten, remount and/or adjust as necessary.

vii.

Feel the motor for presence of excessive heat and/or vibration and listen to motor to identify uncommon noises. If the motor temperature or vibration is excessive or uncommon noises are present, identify the problems and make adjustments or report findings to the Facilities Coordinator immediately.

b.

The Contractor must perform the following services twice a year:

i.

Inspect exchange coils for leaks, damage, debris, and other obstructions. Remove obstructions, straighten coil fins, and report all leaks or damage to the Facilities Coordinator within five (5) business days.

ii.

Lubricate dampers and actuators as recommended by the manufacturer.

iii.

Check the condensate drain pan and drain line by flooding the pan and observing drain characteristics. Unplug if necessary to permit proper drainage.

c.

The Contractor must perform the following services annually:

i.

Open AHU and conduct a detailed inspection of all component parts.

ii.

Open all electrical connection junction boxes and inspect wires and connections for charring or discoloration. Report any adverse conditions to the Facilities Coordinator within five (5) business days.

iii.

Check amp draw on motor and record amperage.

iv.

Check and calibrate all controls and control connections including but not limited to thermocouples, pressure sensors, gauges, contacts, etc., to ensure proper operation.

v.

Lubricate damper motor shafts with light oil, check motors for proper adjustment and operation, clean motor housings and mounts, and adjust as necessary.

vi.

Inspect and sequence dampers through the entire set range. Adjust as necessary to meet code requirements and/or design criteria for circulated air. Lubricate damper pivot points and clean and repair seals as needed.

vii.

Deep clean the entire AHU interior by brushing, vacuuming, washing, and/or other mechanical means to remove build-ups of dirt and dust.

viii.

Utilize appropriate environmental controls to limit the spread of debris removed during the cleaning process.

4.

Exhaust Fans a.

The Contractor must perform the following services twice a year:

i.

Remove the cowl on the unit and inspect the fan drive assembly.

ii.

Inspect and test electrical switching devices.

iii.

Check the fan belt, sheaves, and fan shaft. Adjust as necessary and replace if needed.

iv.

Inspect and lubricate bearings.

v.

Inspect fan. Straighten blades and balance as necessary.

vi.

Inspect and repair bug screens as necessary.

vii.

Inspect and lubricate backdraft damper pivot points as necessary.

viii.

Wipe out dirt and grime from within the fan drive assembly housing.

ix.

Reassemble and test the unit for proper operation. Adjust as necessary.

x.

Check air intakes throughout the building for air movement. If no movement is detected, investigate the cause and repair.

5.

Heat Pumps a.

The Contractor must perform the following checks twice a year:

i.

Check all starters, disconnects and other electrical connections for loose connections and burned contacts. Report all identified irregularities to the Facilities Coordinator.

ii.

Test sequence and operation of all controls for proper operation including high- and low-pressure cut-outs.

iii.

Check refrigerant lines for corrosion and leaks, check thermal insulation on refrigerant lines for integrity, and report all adverse conditions to the Facilities Coordinator.

iv.

Check and log beginning readings as listed on the equipment inspection log in the mechanical room.

b.

The Contractor must perform the following activities twice a year:

i.

Check and log all operating pressures and temperatures.

ii.

Check unit for excessive noise or vibration.

iii.

Check all refrigerant lines for rubbing. Isolate as necessary and report all damage to Facilities Coordinator before initiating repairs.

iv.

Check refrigerant level and condition.

v.

Check for active refrigerant leaks.

vi.

Check refrigerant in site glasses for foreign material and/or low level. Recharge unit as needed. Report all recharges to Facilities Coordinator when recharge is needed and has been completed and tested to ensure there aren’t any leaks.

vii.

Check for moisture in refrigerant lines.

viii.

Check compressor for abnormal operation.

ix.

Measure vibration on main bearings.

x.

Inspect all piping connections and insulation materials.

xi.

Check bearing and operating surface temperatures.

xii.

Check motor for excessive heat.

c.

The Contractor must perform the following services on an annual basis, while the cooling system is operating, typically May through September:

i.

The services described in SOW III.A.3. a-c above.

ii.

Check and log intermediate season readings as listed on equipment inspection log in the mechanical room.

iii.

Check equipment for corrosion and fatigue. Check refrigerant line insulation for placement and integrity.

iv.

Check for refrigerant leaks with a leak detector at all possible leak points.

v.

Check all mounts for secure fastening and excessive or uneven wear.

6.

Temperature Control System (DDC) a.

The Contractor must perform the following services while performing the twice a year service:

i.

Check and test voltages.

ii.

Verify integrity test.

iii.

Check power supply.

iv.

Perform on-line service diagnostics.

v.

Check sensors and fuses.

B.

(E) Repair Services – All service must be performed to the manufacturer requirements or specifications. Describe your experience providing repair services similar to those in this section and in attachment 6.

1.

The Contractor must perform repair maintenance on listed equipment (see Attachment 6) as directed by the Department. Department direction will be given to the Contractor in the form of work orders. Compensation will be provided to the Contractor for repair maintenance work at the hourly rates for mechanics and technicians as bid by the Contractor and as specified in the Cost/Billing Procedure for completed work. The Contractor will not be compensated for unauthorized, incomplete or inappropriate work.

IV.

Communication A.

Regarding Communication

1.

Any misunderstanding regarding services to be provided, should they arise, will be discussed/resolved between the Contractor and the SHN Manager overseeing the HVAC equipment at SHN.

V.

Additional Phases/Work Assignments A.

The Department may request that the Contractor provide additional services directly related to the Contracted services. The Department will contact the Contractor if additional services are required. The Contractor must work with the Department to develop a work plan and budget based on the additional services.

APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE TC "APPENDIX A -- COST PROPOSAL AND BILLING PROCEDURE" \f C \l "1" (ME) Appendix A “Cost Proposal and Billing Procedure” must be downloaded from IPRO, completed and uploaded back into the Question Section in IPRO in an Excel spreadsheet format.

The Offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, profit, supplies, preventative maintenance and costs associated with the collection and disposal of spent components and any hazardous waste fees.

There will be no Administrative Fee to the Contract Purchase Order (CPO) resulting from this Solicitation per Paragraph 5 of the State of Idaho Standard Contract Terms and Conditions.

Part 1. Cost:

The Contract resulting from this RFP will be a FIXED UNIT COST, COST REIMBURSEMENT Contract.

The "Estimated Number of Units" shown in the cost matrix found in the Question Section of this RFP posting in IPRO is the Department's best estimate of units that may be experienced during the first year of the Contract. Estimated quantities are for evaluation and award purposes, based on the Department’s best estimate, and are not binding on the Department. Offerors must input their Cost Per Unit information (numbers only) in the blue cells. The Total Cost of Service will be automatically calculated by multiplying the Cost Per Unit by the Estimated Number of Units. This is the total amount proposed for performing all requirements under the Contract for one (1) year. Offerors must not alter the format of, or any numbers contained in, any matrix. Any Proposal not complying with this requirement will be deemed non-responsive and will receive no further consideration for award of a Contract. Enter your cost proposal amount into line item in IPRO.

The Cost Per Unit rates quoted must remain fixed for one (1) year. The Department may consider rate negotiations at the time of the Contract’s annual renewal, based on verifiable cost increases submitted by the Contractor and approved by the Department.

Part 2. Billing Procedure:

The Contractor must provide a monthly invoice and the respective reports as required in the report section of this Contract within ten (10) business days of the end of the billing period. No invoice will be accepted or paid without the required reports.

The Contractor must provide the following information with each invoice:

1. Contract number (and name of project/product, if appropriate).

2. Identification of billing period.

3. All Contract services delivered during the billing period, identified by each item as reflected in the cost matrix and the total for each.

4. Total amount billed for the billing period.

5. Contractor’s name, address, phone number and email address.

Invoices and reports must be submitted to:…