Pilgrim PC - BMS #C203078 Bid Quote Sheet.xlsx
XLSX spreadsheet 39 KB Posted
- Solicitation number
- 2135849
- Issued by
- Suffolk County, Brookhaven CDP, New York
About this file
Summary
This is a Bid Quote Sheet submitted in response to an Invitation for Bid (IFB) issued by the New York State Office of Mental Health (OMH) and Pilgrim Psychiatric Center for preventive maintenance services for the Building Management System (BMS) and ancillary equipment at Pilgrim Psychiatric Center, located at 998 Crooked Hill Road, Brentwood, NY 11717. The procurement seeks a contractor to provide preventive maintenance tasks across multiple buildings including quarterly, semi-annual, and annual preventive maintenance services on various BMS-DDC systems in Buildings 25, 25/95, 81, 82, 83, 102, 104, and 132. The IFB required mandatory pre-bid site visits, with the original visit scheduled for June 16, 2026, and an additional opportunity on June 30, 2026. The bid submission deadline was revised to Tuesday, July 28, 2026, by 3:00 PM ET. The contract term spans five years with service frequency varying by location and maintenance type. Two addenda were issued to provide clarifications regarding quarterly and annual PM services, final questions and answers, and adjustments to the procurement schedule.
The Bid Quote Sheet requires bidders to provide unit costs for preventive maintenance services across all specified buildings and equipment, with annual costs calculated automatically based on bid units and service frequency. The estimated contract includes a Time and Material Allowance totaling $100,000 over the five-year period, comprising a $20,000 annual material allowance with a fixed 10 percent markup, plus estimated labor hours for BMS Automation Specialists and Mechanical Technicians at straight time, overtime, and training rates. No reimbursement is provided for travel time, travel expenses, mileage, or fuel costs. Bidders must provide hourly labor rates for on-site emergency services, with a two-hour response requirement. Material allowance and estimated hours are used solely to determine the lowest responsible bidder and estimated contract total; actual payment is contingent upon services performed and materials used. All subcontractor pricing, direct and indirect costs, and M/WBE/SDVOB participation goals must be included in quoted rates. Bidders are bound by unit costs provided at bid opening and cannot modify them thereafter.
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BMS #C202XXX
| ATTACHMENT D - BID QUOTE SHEET: PILGRIM PSYCHIATRIC CENTER #OMH01-C203078-3650462 |
| Provide Preventive Maintenance Service for the BMS System and Ancillary Equipment per Appendix D of the Contract. The FACILITY reserves the right to alter the scheduling of the services as necessary. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. |
Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE/SDVOB participation goals.
| Directions: 1) Insert the Unit Cost in the Unit Cost ($) column for each preventive maintenance service task listed (unless blocked); 2) The Annual Cost for each Contract Year, which is equal to the Bid Unit x Service Frequency per Year x Unit Cost will be calculated automatically; 3) The Total Amount (Years 1 – 5) for each preventive maintenance service task listed, which is equal to the total sum of the Annual Costs for each Contract Year (1 through 5) will be calculated automatically; 4) The Subtotal Bid for Preventive Maintenance Tasks, which is equal to the sum of the Total Amount (Years 1 – 5) column will be calculated automatically. | |||||
| Failure to follow these directions exactly may result in your bid being disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||
| Page 1: Preventive Maintenance Services for the BMS System and Ancillary Equipment | |||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |
| Unit Cost ($) | Year 1 | ||||
| Annual Cost ($) | Year 2 | ||||
| Unit Cost ($) | Year 2 | ||||
| Annual Cost ($) | Year 3 | ||||
| Unit Cost ($) | Year 3 | ||||
| Annual Cost ($) | Year 4 | ||||
| Unit Cost ($) | Year 4 | ||||
| Annual Cost ($) | Year 5 | ||||
| Unit Cost ($) | Year 5 | ||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| BMS-DDC / | |||||||||||||||
| Bldg. 25 | Quarterly PM | LOT | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS-DDC / | |||||||||||||||
| Bldg. 25/95 | Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS-DDC / | |||||||||||||||
| Bldg. 81 | Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS-DDC / | |||||||||||||||
| Bldg. 82 | Quarterly PM | LOT | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS-DDC / | |||||||||||||||
| Bldg. 83 | Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 2: Preventive Maintenance Services for the BMS (ECM) System and Ancillary Equipment | |||||||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||||||
| Item / Building | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||||||
| Unit Cost ($) | Year 1 | ||||||||||||||
| Annual Cost ($) | Year 2 | ||||||||||||||
| Unit Cost ($) | Year 2 | ||||||||||||||
| Annual Cost ($) | Year 3 | ||||||||||||||
| Unit Cost ($) | Year 3 | ||||||||||||||
| Annual Cost ($) | Year 4 | ||||||||||||||
| Unit Cost ($) | Year 4 | ||||||||||||||
| Annual Cost ($) | Year 5 | ||||||||||||||
| Unit Cost ($) | Year 5 | ||||||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| BMS-DDC / | |||||||||||||||
| Bldg. 102 | Quarterly PM | LOT | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Semi-Annual PM | LOT | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS-DDC / | |||||||||||||||
| Bldg.104 | Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| BMS-DDC / | |||||||||||||||
| Bldg. 132 | Quarterly PM | LOT | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | LOT | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS Automation Specialist CABM Rate | Corrective Action Based Maintenance | HRS | 300 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| BMS Mechanical Technician CABM Rate | Corrective Action Based Maintenance | HRS | 400 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 3: Time and Material Rates | |||||||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | |||||||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | |||||||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) column for Straight Time, Overtime, and Training. Do not enter any pricing for the Material Allowance; 2) The Annual Cost for the Contract Year, which is equal to the Estimated Service Frequency per Year x Unit Cost is calculated automatically; 3) The Total Amount (Years 1 – 5) for Straight Time, Overtime, and Training for each Contract Year (1 through 5) is calculated automatically; 4) The Time & Material Allowance Subtotal which is equal to the sum of the Total Amount (Years 1 – 5) column (Total Material Allowance + Total Straight Time + Total Overtime + Total Training) is calculated automatically. | |||||||||||||||
| The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||||||||||||
| Item | Bid Unit | Est. Service Freq. Per Year | Year 1 | ||||||||||||
| Unit Cost ($) | Year 1 Annual Cost ($) | Year 2 | |||||||||||||
| Unit Cost ($) | Year 2 Annual Cost ($) | Year 3 | |||||||||||||
| Unit Cost ($) | Year 3 Annual Cost ($) | Year 4 Unit Cost ($) | Year 4 Annual Cost ($) | Year 5 | |||||||||||
| Unit Cost ($) | Year 5 Annual Cost ($) | Total Amount (Years 1-5) | |||||||||||||
| Material Allowance | LOT | 1 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $20,000.00 | $100,000.00 | ||
| BMS Automation Specialist Straight Time | HRS | 100 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS Automation Specialist Overtime | HRS | 32 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS Mechanical Technician Straight Time | HRS | 160 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| BMS Mechanical Technician Overtime | HRS | 32 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Training Rate | HRS | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Page 3: Time and Material Allowance Subtotal ($) | $100,000.00 | ||||||||||||||
| Note: The material allowance and the number of straight time, overtime and training hours are estimated and are only used for purposes of determining the lowest responsible bidder and an estimated contract total cost. Payment will only be made on the actual number of hours for repairs and the cost of materials used. | |||||||||||||||
| Page 4: Bid Totals | |||||||||||||||
| Directions: When finished, be sure to sign and date the bottom of the Bid Totals sheet. Only the signed original Bid Quote Sheet can be submitted with the proposal. |
| Preventive Maintenance Task Subtotal (Page 1) | $0.00 |
| Preventive Maintenance Task Subtotal (Page 2) | $0.00 |
| Time and Material Allowance Subtotal (Page 3) | $100,000.00 |
| TOTAL BID | $100,000.00 |
| When applicable, | |
| -The bidder’s signature below attests that they have reviewed the prevailing wage rates that apply to this solicitation. | |
| -The bidder’s signature below attests to the receipt and understanding of the questions & answers associated with this solicitation. | |
| -The bidder’s signature below attests that they will inform the OMH in writing of the name(s) of any individual(s) who will provide any service under the resulting contract who has not been off the New York State payroll for at a minimum of two years from the start date of the resulting contract. The bidder must notify the OMH of such individual(s) prior to the start of the contract or prior to that individual(s) providing any service in accordance with resulting contract. | |
| -The bidder’s signature below attests they have reviewed and understand the requirements stated in the IFB (section 17) and the OMH contract boilerplate (Appendix C) regarding the necessity to accept Electronic Payments for all invoices if awarded this contract, and certifies that it has already applied to participate in the State Comptroller’s Electronic Payment system, or will do so within 10 days of receiving notification of contract selection. | |
| -If award is to an individual: | |
| □ | The signature below attests that I have not been on the New York State payroll during the last two years. |
| OR | |
| □ | The signature below attests that I have been on the New York State payroll during the last two years and the N.Y. State Ethics Commission Approval Letter is attached. |
Name of Firm_______________________________________________________ Date _________________________
Authorized Representative (Print):_____________________________________ Authorized Signature________________________________________
&"Arial,Regular"ATTACHMENT D - BID QUOTE SHEET
PILGRIM PSYCHIATRIC CENTER #OMH01-C203078-3650462
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