Replace_Fuel_Oil_Monitor_System_-_MPLS_Vets_Home.pdf

Event Description The Office of State Procurement, on behalf of the Department of Veterans Affairs (MDVA) is seeking a Contractor to furnish and install a newly manufactured INCON EVO 200 (or State approved equivalent) fuel oil monitoring system with remote overfill alarm on three (3) above ground tanks at the Minneapolis Veterans Home located at 5101 Minnehaha Ave. S., Minneapolis, MN 55417-1647.

PRE-BID MEETING. (MANDATORY). A pre-bid meeting will take place at 8:00 AM CT., Thursday, September 3, 2026, in Building 14 at the Minneapolis Veterans Home located at 5101 Minnehaha Ave. S., Minneapolis, MN 55417. See Campus Map on Page 7 of the attached RFB. Attendance is mandatory. Responders must register to attend by contacting Jonah Smith via email at jonah.Smith@state.mn.us no later than 3:00 P.M., CT., Monday, September 2, 2026. Responders that do not register for the pre-proposal meeting may not be admitted into the facility.

Responders are responsible for their parking fee at the meeting location.

PRE-APPROVED EQUIVALENT REQUEST DEADLINE AND PROCESS. Any proposed fuel oil monitoring system can be requested for approval prior to the solicitation due date and time. Please submit request to John H. Roth at john.h.roth@state.mn.us by September 8, 2026, no later than 3:00 PM CT. Requests for approval for a proposed equivalent must include: product description, the make and model, and a product data or specification sheet from the manufacturer. The State reserves the right to request additional information about a product proposed as an equivalent. An addendum that lists any approved equivalent will be posted prior to the solicitation due date and time. Proposed equivalents that are not approved will not be included in the addendum and a communication will be sent via email prior to the solicitation due date and time.

QUESTIONS/CLARIFICATIONS. Any questions and/or clarifications in regard to the solicitation response shall be made in writing to John Roth, Buyer, via email at john.h.roth@state.mn.us by Thursday, September 8, 2026, no later than 3:00 PM CT. If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the RFB, they must immediately notify the Buyer in writing of such error and request modification or clarification of the document. Responders are not to contact anyone within any other State Agency regarding this solicitation. The State is not obligated to answer questions submitted after the questions/clarifications due date and time.

For questions about the SWIFT Vendor Supplier Portal, please contact the Vendor Help Desk at 651-201-8100, option 1, and option 1 again.

General Comments

* DOCUMENTS INCLUDED WITH THIS SOLICITATION:

1. Request For Bid (RFB)

2. Attachments and Declarations

3. Sample Contract and Exhibits

4. Prevailing Wage - Hennepin County

DOWNLOAD, COMPLETE, AND SUBMIT THE FOLLOWING DOCUMENTS WITH YOUR RESPONSE:

1. Attachment A: Responder Declaration

2. Attachment C: Responder Forms o Solicitation Bond Form (If Bid exceeds $50,000)

3. Attachment D: Additional Information

4. Sample Invoice

Event Details

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 1 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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 Ideal Response

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) 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/counties )

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.)

Required: Yes Ideal Resp Reqd? No

Response Comments

Upload all required or requested attachments here.

Required: Yes Ideal Resp Reqd? No

A file attachment is required to satisfy this question.

Your bid will need to be edited online to include attachment responses.

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 2 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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

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)

Required: Yes Ideal Resp Reqd? No

Response Comments

INSURANCE:

If awarded, will you provide proof of insurance as detailed in the event?

Required: Yes Ideal Resp Reqd? No

Response Comments

UPLOAD SAMPLE INVOICE

A sample invoice must be submitted as a part of the response. The sample 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.

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

Attach your sample contract invoice that includes the minimum invoice requirements from what is listed within Exhibit D, Supplement 1.

Required: Yes Ideal Resp Reqd? No

A file attachment is required to satisfy this question.

Your bid will need to be edited online to include attachment responses.

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 3 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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

Response Comments

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.

Required: Yes Ideal Resp Reqd? No

Response Comments

SOLICITATION SECURITY:

Responses that exceed $50,000 must be accompanied by a surety bond of a surety company duly authorized to do business in the State of Minnesota; in an amount equal to five percent (5%) of the total amount of the response, which is submitted as a solicitation security conditioned upon the Responder entering into a contract with the State of Minnesota in accordance with the terms of the solicitation. If the solicitation security is in the form of a certified check, cashier's check, or money order made payable to the State of Minnesota, it must be received by the Contracting Agency at the address identified within this Event in a clearly marked and sealed envelope no later than the due date and time indicated in the Event.

Late submissions will result in rejection of your response. Facsimile or copies of a certified check, cashier's check, or money order will not be accepted.

If your response exceeds $50,000, have you provided the correct amount of solicitation security?

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 4 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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

If your response exceeds $50,000 and you are providing solicitation security in the form of a surety bond, you may attach your surety bond here.

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 5 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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

Line Details Line: 1 Item ID: Line Qty: 1 UOM: JOB Bid Qty: 1 Required: Yes Reserve Price: No

Description: All labor, equipment, materials, tools, transportation, taxes. and incidentals necessary to furnish and install a new fuel oil monitoring system.

Question Response What is the total cost for all labor, equipment, materials, tools, transportation, taxes. and incidentals necessary to furnish and install a new fuel oil monitoring system.

Required: Yes Ideal Resp Reqd? No

Response Comments

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 6 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 7 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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

Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: JOB Description: All labor, equipment, materials, tools, transportation, taxes. and incidentals necessary to furnish and install a new fuel oil monitoring system.

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: MPLS VETS HOME WAREHOUSE

5101 MINNEHAHA AVE S

WAREHOUSE

MPLS MN 55417-1647

United States

Quantity: 1 Due Date: 03/31/2027 Freight Terms:

Ship Via: The Best Way

Event Details (cont.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 8 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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.)

Bidder: PUBLIC EVENT DETAILS

Agency: Admin/State Procurement Contact: Roth,John Henry Phone: 651/201-2457 Fax #:

Email: john.h.roth@state.mn.us

Event ID Format Type Page G0210-2000018580 Sell RFx 9 Event Round Version 1 1 Event Name Replace Fuel Oil Monitor System - MPLS Vets Home Start Time Finish Time

08/21/2026 08:00:00 CDT 09/16/2026 15:00:00 CDT

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