Q&A Memo - TA 091026.pdf

This is a Questions and Answers Memorandum issued by the New York State Office for People with Developmental Disabilities (OPWDD) Contract Management Unit on behalf of the Taconic Developmental Disabilities State Operations Office regarding Invitation for Bid (IFB) TA 091026 for HVAC and water heater inspection, start-up, maintenance, and repair/replacement services in Columbia and Greene Counties. The solicitation encompasses preventive maintenance inspections of air conditioning systems (April 1-May 15) and heating systems and water heaters (August 1-September 30), along with emergency repair and replacement services at seven designated sites. Written questions were due August 17, 2026, and sealed bids were due September 10, 2026, with bid opening conducted via Microsoft Teams. The anticipated contract award date is September 24, 2026, and the contract term is five years commencing March 25, 2027. Bidders were required to conduct site visits and establish inspection schedules with facility managers prior to contract commencement, and emergency response within four hours with call-back service is mandatory.

Award will be made to the responsible and responsive bidder providing the lowest total estimated annual combined cost. Pricing must remain constant during the initial contract year, with annual price adjustments permitted on contract anniversary dates based on the Consumer Price Index for the Northeast Region, not to exceed 3.0 percent annually at OPWDD's sole discretion. Bidders must submit hourly rates for normal working hours, off-hours, and holiday labor, plus a parts mark-up percentage not exceeding 20 percent. All contractors and subcontractors must comply with New York State prevailing wage requirements under Labor Law Article 8 and register with the New York State Department of Labor under Labor Law Section 220-i. Bidders must demonstrate at least three years of relevant experience verified by three work references and maintain workers' compensation insurance and general liability coverage of not less than $1 million per person and $2 million per accident. The Q&A memorandum notes that no questions were submitted regarding this IFB, indicating limited contractor inquiry during the question period.