Request for Quotes.docx

The Adjutant General’s Department

STATE OF OHIO

Adjutant Generals Department Installation Management and Resources State Contracting Section

Request for Quotes: Replace Failed Split Unit - DSCC Building 6 (CSMS)

Commodity Code: 72151207- Heating and cooling and air conditioning HVAC installation and maintenance service

BID NUMBER: SRC0000028991

BIDS CAN ONLY BE SUBMITTED ONLINE THROUGH OHIOBUYS, VISIT

https://ohiobuys.ohio.gov/page.aspx/en/rfp/request_browse_public

FOR INSTRUCTIONS:

OhioBuys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on submitting proposals see the “Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding to Solicitations” Supplier Training Video linked below.

Learner Guide https://procure.ohio.gov/static/pdf/S-LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG%20v2.1.pdf

Supplier training materials may be found by following this link:

https://procure.ohio.gov/bidders-and-suppliers/resources/bidder-and-supplier-training/04-ob-training

Viewing and Responding to Solicitations https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

Is your company already a registered vendor with the Sate of Ohio? Do you already have a vendor ID number? It is important that you provide your quote using a vendor ID number if at all possible. The link below provides a means for looking up your supplier information and to be certain you are listed as a vendor contact for your company.

https://ohiobuys.ohio.gov/page.aspx/en/sup/supplier_directory_public

If you are new to OhioBuys, and your company is not registered as a vendor or payee with the State of Ohio, please see the attachment, “How to register as a payee’” attached to this solicitation.

If you have any difficulties, please contact Ohio Shared Services at 1-877-644-6771.

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, STANDARD CONTRACT TERMS AND CONDITIONS, SUPPLEMENTAL CONTRACT TERMS AND CONDITIONS AND ADDITIONAL SPECIFICATIONS Revised 4/10/2023, are a part of this Request for Quotes. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and void.

BIDS OR QUOTES CAN ONLY BE SUBMITTED ONLINE. Please download and review all documents. Attach an itemized quote on company letterhead or business form in the questionnaire section. Note: Any pre-printed terms and conditions on forms used by the supplier do not supplement or replace the Standard Terms and Conditions of the State of Ohio, or any Specific Terms and Conditions of the resulting contract of any solicitation. No quotes sent by email, or any other means will be accepted.

SITE VISITS:

Contractors are encouraged to arrange to attend a scheduled site visit on March 26 2025 at 9:30AM, prior to submitting their proposal to take measurements of the structure and note any indoor and/or outdoor features that could impact the planning and/or installation of the project deliverables. Failure to complete a site visit to become familiar with the facility and requirements that will be detailed in this solicitation will be insufficient reason to support any request to be released from the contract or to request financial adjustments to a quoted price. Point of contact is Mr. Thom Thorpe, Monday through Friday between 7:00 a.m. and 3:00 p.m. by phone at 624-496-1577 or 614-336-6997 or by e- mail at thom.l.thorpe.nfg@army.mil. Contractors attending the site visit should arrive to the DSCC visitor center located at 401 N Yearling Rd. Whitehall, OH 43213 at the scheduled time.

Bidders should be aware that they are entering a military installation. No bidder shall bring a weapon of any sort onto the property even if said bidder is in possession of a concealed carry permit. A definition of a weapon will include any item identified by Ohio law as a deadly weapon, such as handguns, rifles, shotguns, dangerous ordnance, etc. Bidders will not be permitted onto the property with any item deemed a weapon by security personnel. There will be no exceptions.

**All prices, costs, and conditions outlined in the submitted bid shall remain fixed and valid for acceptance for 60 days, starting on the due date for bids. The awarded contractor must hold the accepted prices and/or costs for the initial term of the contract. No price change shall be effective without prior written consent from ADJ. The State shall not be liable for any costs the Bidder does not identify in its bids.**

The respective proposal, including proposal submission instructions, Specific Terms and Conditions, Standard Terms and Conditions, solicitation, any amendments to the solicitation, specifications, pricing schedules, Scope of Work, and any attachments incorporated by reference and accepted by ADJ become a part of this Contract and constitutes the entire agreement between the parties, and any changes or modifications to this Contract must be in writing. A completed and signed bidder’s certificate is prima facie evidence of this understanding.

**Standard Terms and Conditions of the State of Ohio are tied to legislation and are therefore not negotiable. Bidders who take exception to said terms and conditions may not be considered for award. Questions for clarification of terms and conditions are acceptable. **

Post questions as an inquiry through OhioBuys only. To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab, and submit their inquiry. Offerors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered. Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page. ADJ will try to respond to all inquiries within 48 hours of receipt, excluding weekends and State holidays. ADJ will not respond to any inquiries received after 8:00am on the inquiry end date.

SPECIFICATIONS

DESCRIPTION: Please see the attached Scope of Work.

1. AWARD: Any award made pursuant to this Request for Quotes shall be placed with the lowest responsive and responsible bidder having proper facilities to insure prompt performance of the work. All bids will be reviewed by subject matter experts.

2. Compliance Verification Documents must accompany the quote. A list of said documents may be found below. Please do not include documents there are not requested. Safety Data Sheets are the one exemption, if chemicals are to be used. Quotes that are not accompanied by Compliance Verification Documents will not be considered. All Contractors who are actively doing business with the State of Ohio or who are seeking to do business with the State of Ohio are responsible to review and comply with all relevant provisions of O.R.C. Sections 102.01 to 102.09. Contractor certifies that it is currently in compliance and will continue to adhere to the requirements of Ohio ethics laws.

3. Submit three pdf’s. One pdf will by the quote, one pdf will be the signed and completed bidder’s certificate, and one will be Compliance Verification Documents. Please see the attachment on how to submit a quote.

4. Bidder shall not insert a unit cost more than 3 digits after the decimal point. Digit(s) beyond 3, after the decimal point shall be dropped by ADJ and not used in evaluation and any subsequent award.

A completed copy of the Bidder Certification must accompany the submitted quote as a separate document.

BIDDER CERTIFICATION: A completed and signed copy of the Bidder Certification must accompany the submitted quote. This document becomes the contract after award to include the respective proposal, proposal submission instructions, Specific Terms and Conditions (if any), Standard Terms and Conditions (Attachment 2), addenda to the solicitation, specifications, pricing schedules, Scope of Work (Attachment 1), and any attachments incorporated by reference and accepted by ADJ become a part of this Contract and constitutes the entire agreement between the parties, and any changes or modifications to this Contract must be in writing by amendment.

5. SPECIFICATIONS: Scope of Work: See attachment 1

6. CONTRACT STANDARD TERMS AND CONDITIONS: See attachment 2. The Standard Terms and Conditions for the State of Ohio and not negotiable.

7. INSTRUCTIONS TO BIDDERS: See attachment 3

8. COMPLIANCE VERIFICATION DOCUMENTATION MUST BE SUBMITTED WITH QUOTE AS A SEPARATE DOCUMENT FROM THE BIDDERS CERTIFICATE AND QUOTE (compliance verification documents should be combined together as one document in and of itself):

· Acord Certificate or Certificate of Liability Insurance with Endorsements and Stop Gap coverage

· Verify Current Address and Contact Information – Signed Bidder’s Certification Form (blank form provided)

· PROHIBITION OF THE EXPENDITURE OF PUBLIC FUND FOR OFFSHORE SERVICES

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form https://procure.ohio.gov/pdf/EO2022-02D/04-Affirmation%20and%20Disclosure%20Form_3-4-22.pdf affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

· Affirmative Action Program Verification Form (AAPV)

· Secretary of State Charter/Registration Number (questions regarding registration should be directed to (614) 466-3910 or visit the web site at https://www.ohiosos.gov/

· Current BWC Certification

· MBE, EDGE, VBE, WBE certification if applicable

· Specialty Trade Certification if applicable (refer to the Scope of Work)

9. APPROPRIATION OF FUNDS: This agreement, and the exercise by ADJ of any option to renew the Contract Term, is subject to appropriation by the General Assembly, and certification by the Director of Budget and Management of available funds as required by Chapter 126 of the Ohio Revised Code and approval by the State Controlling Board, if required pursuant to Chapter 127 of the Ohio Revised Code. Furthermore, funding for this agreement is also dependent on the availability of cooperative agreements through the National Guard Bureau, Office of Grants and Cooperative Agreements utilizing NGR 5-1. If at any time these funds are no longer available, the ADJ will be released from its obligations on the date funding is set to cease.

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