RFP 26-SCSU-3 Refrigerator and Microwave Appliances Services FINAL.pdf

REQUEST FOR PROPOSAL NO. 26-SCSU-3

REFRIGERATOR AND MICROWAVE APPLIANCE SERVICES

Procurement Services | Southern Connecticut State University

REQUEST FOR PROPOSAL 26-SCSU-3

REFRIGERATOR AND MICROWAVE APPLIANCE SERVICES

ISSUE DATE: MAY 18, 2026

QUESTIONS DUE: MAY 21, 2026

PROPOSALS DUE: MAY 29, 2026

via the DAS State Contracting Portal

Southern Connecticut State University Procurement Services

501 Crescent St.

New Haven, CT 06515

AUTHORITY

This RFP is issued under C.G.S. §§ 4a-52a, 10a-151b, and 10a-89, and applicable Connecticut State Colleges & Universities (CSCU) policies.

RFP OVERVIEW

This Request for Proposals (RFP) is organized into the sections outlined below. Proposers are encouraged to review the entire RFP carefully, including all appendices and attachments, to fully understand the scope of services, compliance requirements, and proposal submission instructions.

Table 1: RFP Organization Overview

Section Title Description

Section 1 Administrative Overview

Provides general information regarding the objectives of this RFP, the procurement schedule, submission timelines, general procurement requirements, and key administrative information applicable to all proposers.

Section 2 Scope of Work Describes the services to be performed, applicable service requirements, and the respective responsibilities of the University and the Vendor.

Section

Compliance Requirements and Performance Standards

Establishes the operational, administrative, safety, staffing, performance, and compliance standards applicable to the Scope of Work.

Section

Proposal Submission, Content, and Evaluation

Provides instructions for proposal submission through the DAS State Contracting Portal, required proposal content, specific pricing requirements, applicable references and experience, evaluation approach, and general proposal review guidance.

Section

Attachments, Exhibits, and Appendices

Includes scope-specific plans, specifications, pricing forms, compliance documents, wage determinations (if applicable), and other supporting materials necessary to prepare a complete proposal.

Important Notice: Proposers are responsible for reviewing all applicable scope-specific requirements, pricing forms, maps, and supporting documentation contained in Section 6 of this RFP. The University reserves the right to modify or clarify this solicitation through addenda issued via the DAS State Contracting Portal.

SECTION 1

ADMINISTRATIVE OVERVIEW

1.1 EXECUTIVE SUMMARY

Southern Connecticut State University (“SCSU” or “the University”) is issuing this Request for Proposal (“RFP”) to solicit competitive proposals from qualified and experienced vendors to provide compact refrigerator and microwave appliance services for use within its residential facilities. The intent of this RFP is to establish a contractual partnership with a vendor capable of supplying, delivering, installing, maintaining, repairing, and removing compact refrigerator and microwave units as part of a comprehensive, full-service program. The institution is not seeking to purchase appliances outright; rather, it seeks a service-based solution that ensures consistent quality, operational reliability, and student satisfaction.

The selected vendor will be responsible for the end-to-end management of the appliance program, including equipment that meets applicable safety and energy standards, timely delivery and setup, ongoing maintenance and repairs, unit replacement when necessary, and end-of-term or end-of-contract removal. Services must be provided in a manner that minimizes disruption to residential operations and aligns with the academic calendar and housing schedules of the institution.

This RFP is intended to encourage competitive proposals that demonstrate a vendor’s experience in higher education or residential settings, capacity to provide dependable and responsive service, and ability to manage a large-scale appliance program efficiently. Proposals should clearly outline the vendor’s service model, equipment specifications, customer support approach, sustainability practices, and pricing structure.

SCSU seeks a solution that enhances residential experience while maintaining affordability, safety, and operational effectiveness. The institution anticipates awarding a contract to the vendor whose proposal is determined to be the most advantageous overall, based on evaluation criteria outlined in this RFP, including service quality, experience, responsiveness, and overall value.

1.2BACKGROUND

Southern Connecticut State University, a 171-acre campus located in Westville section of New Haven, is part of the Connecticut State Colleges and Universities System (“CSCU”). The CSCU, governed by a Board of Regents, consists of 12 two-year community colleges, one public on-line college and four comprehensive universities. The universities are in urban areas: Central Connecticut State University in New Britain, Eastern Connecticut State University in Willimantic, Southern Connecticut State University in New Haven, and Western Connecticut State University in Danbury. Southern Connecticut State University serves roughly 9,312 students. In addition, SCSU serves almost 964 full-time graduate students, and over 1,059 part-time graduate students, making it the largest graduate school in the University system. For more information about the University please visit our website at www.southernct.edu .

1.3BID PROPOSAL REQUIREMENTS

Bidders must submit their proposals under the official legal name of the firm and ensure the submission is signed by an authorized representative. All proposals and required documents shall be submitted electronically through the DAS State Contracting Portal, where the official solicitation, updates, and addenda will be posted. Vendors are responsible for monitoring the portal for any changes. Questions must be submitted by the deadline listed in the RFP.

All bidders must comply with SEEC campaign contribution and solicitation requirements, including acknowledgment of the SEEC Form 11 notice. Instructions for completing and submitting all required forms and certifications will be provided in the bidder guidance section of this RFP.

1.4CONTRACT FORMATION

All provisions of this Request for Proposals (RFP), together with the successful proposer’s response, as mutually agreed upon through any subsequent negotiations, shall define the specifications, terms, and obligations of the parties, and shall be executed by duly authorized representatives of the University and the awarded Vendor.

1.5CONTRACT TERMS

The contract period for the services described shall be for three (3) years with the option to renew, at the discretion of the University, for two (2) additional one (1) year periods. An evaluation screening committee for this RFP will select the Vendor that will best meet the needs of the University. The awarded Vendor must be prepared to start providing services by July 1, 2026

1.6CONTRACT NEGOTIATION

Southern reserves the right to enter into negotiations with the selected proposer to reach a mutually satisfactory Contract. The final Contract shall be based on this RFP, the Draft Boilerplate Contract Language, the proposer’s submitted proposal, and any negotiated clarifications. Southern further reserves the right, at its sole discretion, to award a Contract based on the offer that, in the University’s judgment, best fulfills or exceeds the requirements of this RFP and serves the best interests of the University. The Contract, when duly executed, shall represent the entire agreement between the parties.

1.7ACCPTANCE OF CONTRACT TERMS AND CONDITIONS

The terms and conditions should be reviewed carefully to ensure full responsiveness to the RFP. The failure of any respondent to receive or examine any contract, document, form, addenda or to visit the sites and acquaint itself with conditions there-existing, will not relieve it of any obligation with respect to its proposal or any executed contract. The submission of a proposal shall be conclusive evidence and understanding of the University's intent to incorporate such terms and conditions into the resulting award and subsequent purchase orders.

By submitting a proposal, the proposer acknowledges and agrees to all terms, conditions, and requirements contained in this RFP. Submission of a proposal constitutes acceptance of all mandatory Contract terms.

1.8SUBMISSION OF QUESTIONS

All questions regarding this RFP must be submitted electronically via http://www.CTsource-CT.gov. All questions must be received no later than May 21, 2026, at 12:00pm Eastern Time. Responses to questions will be issued through CT Source contracting portal by addendum, as applicable.

1.9SUBMISSION OF PROPOSAL

Proposals shall be submitted electronically via http://www.CTsource-CT.gov. no later than May 29, 2026, at 12:00pm eastern time. Late proposals will not be accepted. No public disclosure of proposal contents will occur prior to contract award, except as required by law.

1.10 ADDENDA TO THIS RFP

SCSU may need to issue one or more addenda related to this RFP. Such addenda shall be added to the original RFP document and posted on the State of Connecticut website http://www.CTsource-CT.gov. It shall be the responsibility of prospective Vendors and other interested parties to familiarize themselves with the State of Connecticut web site http://www.CTsource-CT.gov. and visit it regularly during the RFP process for updated information or addenda related to this RFP. This process is intended to ensure that all vendors have equal access to information relative to this RFP. No information communicated verbally shall be effective unless confirmed by written communication from the Purchasing Department of the University

1.11 INSPECTION OF PROPOSALS AND CONFIDENTAL INFORMATION

Proposals shall be available for public inspection after the contract is signed by all parties. Information marked as “confidential” in any proposal shall be honored as such, to the extent allowable under the Freedom of Information Act.

The University treats Proposals as confidential until after the award is issued. At that time, they become subject to disclosure under the Freedom of Information Act. If a respondent wishes to supply any information, which it believes is exempt from disclosure under the Act that respondent should summarize such information in a separate attachment and each page submitted should clearly state "Confidential," but otherwise be presented in the same manner as the Proposal. However, any such information is provided entirely at the respondent's own risk, and the University assumes no liability for any loss or damage which may result from the University's disclosure at any time of any information provided by the respondent in connection with its proposal.

1.12 DISQUALIFICATION OF PROPOSALS

SCSU reserves the right to consider acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the scope of the work. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be disqualified without further notice.

A Vendor shall be disqualified and the proposal automatically rejected for any one or more of the following reasons:

The proposal shows any noncompliance with applicable law.

The proposal is conditional, incomplete, or irregular in such a way as to make the proposal indefinite or ambiguous as to its meaning.

The proposal has any provision reserving the right to accept or reject award, or to enter a contract pursuant to an award, or provisions contrary to those required in the solicitation.

The Vendor or is debarred or suspended.

1.13 RIGHT TO WITHHOLD AWARDING OF CONTRACT

Southern reserves the right, at its sole discretion, to make no award under this solicitation.

1.14 ASSIGNMENT, SUBCONTRACTING AND ACCOUTABILITY

The contract resulting from this RFP shall not be assigned, transferred, or otherwise conveyed by the awarded vendor without the prior written consent of the University. The awarded vendor shall be the prime vendor and shall retain full responsibility for all work performed under the contract. The use of subcontractors shall be permitted only with the prior written approval of the University. All subcontractors proposed to perform work under this contract must be identified in the proposer’s submission. No subcontractor shall perform work unless approved in writing by the University. The substitution, addition, or removal of subcontractors during the contract term shall require prior written approval by the University. Approval of subcontractors does not relieve the awarded contractor of responsibility for contract performance. The prime contractor shall remain fully responsible for the acts, omissions, performance, and compliance of all subcontractors. The awarded Vendor shall notify the University in writing of any change in ownership, control, or organizational structure. The University reserves the right, at its sole discretion, to determine whether such change constitutes grounds to continue, renegotiate, or terminate the contract.

1.15 ADVERTISING

In submitting a proposal, the Vendor agrees, unless specifically authorized in writing by an authorized representative of SCSU on a case by case basis, that it shall have no right to use, and shall not use, the name of Southern Connecticut State University, its officials or employees, or the Seal of the University, a) in any advertising, publicity, promotion; nor

b) to express or imply any endorsement of agency’s services; nor c) to use the name of the state, its officials or employees or the University seal in any manner (whether or not similar to uses prohibited by subparagraphs (a) and

(b) above) except only to manufacture and deliver in accordance with this agreement such services as are hereby contracted by the University.

1.16 SAFETY

The Vendor is advised that all work will occur on an active university campus, where safety is of critical importance.

The Vendor shall conduct all operations in a safe, controlled, and professional manner and shall comply with all applicable local, state, and federal safety regulations, as well as any requirements issued by the Agency Representative or SCSU Public Safety. Appropriate safety measures shall be implemented at all times to prevent injury to pedestrians and to protect the health, safety, and well-being of the University community.

1.17 ENVIROMENTAL, SAFETY AND HEALTH (ES&H) /OSHA

The Vendor shall comply with all applicable federal, state, and local environmental, safety, and health laws, regulations, and standards, including Occupational Safety and Health Administration (OSHA) requirements, as well as all Southern Connecticut State University (“SCSU”) Environmental, Safety, and Hygiene (ES&H) policies and procedures. At a minimum, the Vendor and all Vendor employees shall wear appropriate personal protective equipment (PPE) while performing work on University property, including safety shoes and safety glasses at all times within active work areas. Hard hats shall be worn when overhead work is being performed, and dust masks or respiratory protection shall be worn during any work producing airborne particulates or dust. The Vendor shall coordinate with and meet with the SCSU ES&H Department prior to commencing work and at such other times as required by the University. Failure to comply with SCSU ES&H or OSHA requirements may result in work being suspended or stopped until unsafe conditions are corrected. Any costs, delays, or impacts to the work arising from the Vendor’s failure to comply with these requirements shall be the sole responsibility of the Vendor. The on-site Contract Supervisor assigned to this contract shall possess a current OSHA 30-Hour certification. These requirements apply to all work performed on University property under this contract, including delivery, installation, servicing, maintenance, and removal of equipment.

1.18 ENVIRONMENTAL SUSTAINABILITY AND WASTE MANAGEMENT

The University and the State of Connecticut are committed to promoting the purchase and use of recycled and recyclable materials whenever technically, economically, or legally feasible. The Vendor shall be responsible for the proper handling, storage, transportation, and disposal of all materials generated in the performance of the contract, including regulated materials, replaced parts, supplies, debris, and waste, in accordance with all applicable federal, state, and local laws and regulations. Where practicable, the Vendor should implement sustainable disposal practices and promote recycling. Universal waste, including but not limited to electronic waste, lamps, batteries, and similar materials, shall be properly labeled, containerized, and managed in compliance with applicable Universal Waste Regulations. The University encourages proposers that demonstrate environmentally responsible practices.

SECTION 2

SCOPE OF WORK

2.1 BACKGROUND AND ESTIMATED NEED

The University seeks a qualified vendor to provide a lease-based compact refrigerator and microwave program for residential facilities (approximately 933 units). This is service-only procurement with no purchase option. The selected vendor shall be responsible for the full lifecycle management of all units, including supply, delivery, installation, maintenance, repair, replacement, and removal. The vendor must maintain sufficient inventory to ensure uninterrupted service, including a minimum of 30 additional units onsite for immediate replacement, as well as an adequate stock of replacement components such as microwave glass turntable trays and turntable support rings. All equipment must comply with applicable safety and energy efficiency standards and be suitable for residential use.

The vendor shall coordinate delivery and installation in accordance with the University’s housing schedule and ensure all units are installed and fully operational no later than August 3, 2026. The vendor shall designate a single point of contact responsible for overall program coordination, including scheduling, issue resolution, and communication with University personnel. Ongoing maintenance and repair services must be provided in a timely and efficient manner, with an emphasis on minimizing disruption to residential operations and ensuring prompt replacement of defective units.

The vendor shall implement an asset management system incorporating a unique UPC or barcode identifier for each unit to support tracking, maintenance, and identification. The system must include a barcode scanning or comparable technology-enabled process that allows University staff to monitor inventory, track service history, and coordinate maintenance and replacement activities efficiently.

The vendor shall be responsible for the removal and proper off-site disposal of all packaging materials, debris, and decommissioned or replaced units in compliance with applicable environmental and regulatory requirements. All services shall be delivered in a manner that ensures reliability, responsiveness, and overall program effectiveness in support of the University’s residential operations.

2.2 MINIMUM TECHNICAL AND SAFETY REQUIREMENTS

All proposed units must meet the following minimum requirements:

1. Units must include an internal power-management system that prevents simultaneous high-load operation, allowing only one appliance function to operate at one time.

2. Units must include an internal fire or smoke detection feature that automatically disables microwave operation.

3. Units must be UL- or ETL-listed (or equivalent) and approved for use in higher-education residential environments.

2.3 DELIVERY AND INITIAL INSTALLATION

The vendor shall be responsible for the delivery and installation of all new units on campus. Installation locations will be coordinated with the Associate Director for Operations or designee. All installations must be completed no later than August 3, 2026.

2.4 MAINTENANCE AND REPLACEMENT

All maintenance and replacement services must align with Residence Life operational needs. All units provided must be new.

1. A minimum inventory of 30 on-site replacement units must be maintained to address units requiring repair, for service swap out and ADA use. SCSU staff will exchange defective units and secure them until vendor pickup and replacement with new units.

2. Removal and replacement of units must occur at least three (3) times per academic year; January, June, and August, with additional service dates provided as needed.

3. Each unit must be assigned a unique UPC label for tracking placement and repair history. SCSU staff will use this identifier to report defective units to the vendor.

SECTION 3

COMPLIANCE REQUIREMENTS & PERFORMANCE STANDARDS

3.1 AGENCY REPRESENTATIVES

The awarded Vendor shall perform all listed services under the direct supervision of the University’s Agency Representatives. The Agency Representatives are:

3.2 STANDARDS OF CONDUCT

Southern Connecticut State University (SCSU) has established standards of conduct deemed necessary to ensure the orderly and efficient performance of services and to protect the health, safety, and welfare of all members of the University community. Vendor personnel performing services under this RFP shall comply with all applicable University policies, procedures, and security requirements.

Prohibited Conduct The following conduct by Vendor personnel is strictly prohibited while on University property or while performing services for the University:

Use, possession, or being under the influence of drugs or alcohol.

Possession of firearms or other weapons.

Smoking or vaping on University property, except in areas specifically designated by the University.

Harassment, intimidation, or discrimination of any kind, including sexual, racial, or other forms of harassment.

Violation of applicable traffic, safety, or public safety laws, regulations, or University rules and procedures.

Unauthorized use of University vehicles, equipment, systems, or property.

Use of University telephones or communication systems for personal business.

Removal, damage, or theft of University property.

Unauthorized duplication, possession, or use of University keys, access cards, identification badges, or parking credentials.

Transfer or misuse of personal identification badges or parking credentials.

Conduct or behavior that endangers the health, safety, or welfare of the University community or the public.

Interference with the work of University staff, students, visitors, or other contractors.

Improper attire or unprofessional appearance while on campus.

Loud, disruptive, vulgar, or profane language or behavior

Enforcement The University reserves the right, at its sole discretion, to require the removal from campus of any Vendor employee found to be in violation of these standards. Repeated or serious violations may be grounds for additional corrective action, up to and including termination of the contract.

Personnel Screening and Background Checks The Vendor shall be responsible for ensuring that all personnel assigned to perform services under the contract meet appropriate suitability standards for working in a campus environment.

Background checks shall be required for all Vendor personnel, including verification against applicable sex offender registries, to the extent permitted by law.

The Vendor should describe its employee screening and background check process in its proposal.

The University reserves the right to request confirmation that required background checks have been conducted.

SCSU may recommend removal of any Vendor employee violating these standards.

Stephan Sweet Director of Residential Life sweets2@southernct.edu

Edward Mulvihill Associate Director of Residence Life mulvihille1@southernct.edu

3.3 IDENNIFICATIONS, INSURANCE & TERMS

Vendor at its own cost and expense shall obtain and maintain the following coverage for the duration of the contract:

Indemnify and hold harmless SCSU and the State of Connecticut against claims arising from Contractor’s performance (acts of God and University negligence excepted).

The awarded contractor will be required to comply with all applicable State of Connecticut Terms and Conditions.

Provide a Certificate of Insurance listing the State of Connecticut, Board of Regents, and SCSU as additional insureds.

Minimum limits: $1,000,000 Commercial General Liability each occurrence and $2,000,000 in the aggregate; $1,000,000 Automobile Liability (owned/hired/non-owned as applicable); $1,000,000 Professional Liability; Statutory Workers’ Compensation and Employers’ Liability ($100,000 each accident;

$500,000 disease-policy limit; $100,000 each employee).

3.4 VENDOR-OWNED EQUIPMENT AND RISK OF LOSS

Ownership and Risk of Loss All refrigerator and microwave units provided under this contract shall always remain the sole property of the Vendor. The Vendor shall retain full responsibility for the care, custody, control, and risk of loss, theft, or damage to such units, except to the extent caused by the University’s gross negligence or willful misconduct.

Storage of Units on University Property. Any storage of Vendor-owned equipment, materials, or replacement units on University property shall be permitted only with prior written approval of the University. Such storage shall be at the sole risk of the Vendor, and the University shall not be responsible for loss, theft, damage, or deterioration of Vendor property while located on University premises.

Handling or Assistance by University Staff Any assistance provided by University personnel, including facilitating access to facilities or incidental handling of equipment, shall be performed solely as a convenience to the Vendor and shall not be construed to transfer care, custody, or control of Vendor property to the University or to create any agency relationship or assumption of liability.

Damage or Theft in Residence Halls The Vendor shall be responsible for any loss of or damage to units resulting from student use, misuse, vandalism, or theft. The University shall not be responsible for the repair, replacement, or reimbursement of such units.

Replacement and Swap-Outs All replacement, repair, removal, and swap-out of units shall be performed by the Vendor unless otherwise expressly authorized in writing by the University. Authorization for limited University staff involvement shall not shift responsibility for loss or damage to the University.

Insurance The Vendor shall maintain insurance sufficient to cover loss, theft, or damage to all Vendor-owned equipment provided under this agreement, including while in transit, in storage, or located within University facilities.

3.5 SITE CONDITIONS & SAFETY

All work should be performed in a safe manner, and the Vendor should immediately report and, at its sole expense, correct any hazardous or unsafe conditions resulting from its work. The Vendor shall be solely responsible for any damage caused by its negligence, shall promptly notify the Agency Representative of such damage or any required service shutdowns prior to occurrence, and shall remove and properly dispose of all rubbish and debris off University premises.

3.6 BILLING, PAYMENTS & WAGE COMPLIANCE

General Payment Requirements

Mandatory enrollment in Automated Clearing House (ACH) electronic payments is required as a condition of payment.

Payment shall be made only after services have been successfully performed and approved by the University’s designated Agency Representative or appointed designee(s).

Payment terms shall be Net forty-five (45) days from receipt of a properly submitted and approved invoice.

Purchase Orders No work shall commence, and no payment shall be authorized, until the University has issued an official Purchase Order (PO) to the Vendor.

Services performed prior to the issuance of a Purchase Order shall be at the Vendor’s own risk and expense and shall not be eligible for payment.

The applicable Purchase Order number must be clearly referenced on all invoices.

Invoice Requirements All invoices must comply with the following requirements to be considered valid and eligible for payment:

Invoices must be typed and submitted on the Vendor’s official company letterhead.

Handwritten invoices will not be accepted and will not be processed for payment.

Each invoice must clearly reference the applicable Purchase Order (PO) number.

Invoices that do not meet these requirements may be returned unpaid or result in delayed payment.

Invoice Submission and Points of Contact Invoices for all awarded scopes shall be submitted in accordance with University billing procedures, as communicated by the University.

The University reserves the right to require use of an electronic procurement and invoicing system for one or more scopes during the term of the contract.

Administrative Provisions The University reserves the right to update invoicing procedures, documentation requirements, submission methods, or points of contact during the term of the contract.

Failure to submit invoices in accordance with University requirements may result in delayed payment.

3.7 INVENTORY

Vendor must maintain sufficient equipment and inventory to perform all services per specification.

3.8 MAINTENANCE SERVICE PLAN

The vendor shall be responsible for maintenance and repair of all units, including coverage for normal wear and tear associated with typical residential use. Normal wear and tear shall include minor cosmetic damage, routine component degradation, and mechanical wear resulting from standard operation. Damage resulting from misuse, abuse, neglect, or intentional acts (including but not limited to broken doors, severe interior damage, missing components, or evidence of improper use) shall be excluded from normal wear and tear and may be billed separately in accordance with agreed-upon pricing. Any changes to the service plan as to methods and materials are to be made only after consultation with and approval by the Agency Representative.

3.9 CANCELLATION

SCSU reserves the right to cancel this RFP or terminate any resulting contract, in whole or in part, at any time when deemed to be in its best interest, subject to applicable terms and conditions.

SECTION 4

PROPOSAL SUBMISSION & EVALUATION

4.1 PROPOSAL SUBMISSION

Proposals must be submitted on the official name of the firm or individual under which business is conducted and must include the official business address.

Proposals must be signed by a person duly authorized to legally bind the individual, partnership, company, or corporation submitting the proposal.

All proposals shall be submitted electronically through the DAS State Contracting Portal.

Paper submissions, hand deliveries, mailed proposals, faxed proposals, or emailed proposals will not be accepted.

Late submissions will not be accepted by the portal.

Names of submitting firms will be publicly announced, no other disclosure until award.

4.2 QUESTIONS & OFFICIAL COMMUNICATIONS

All questions regarding this solicitation must be submitted through the DAS State Contracting Portal by the deadline indicated in this RFP.

Questions submitted directly to University staff outside the portal will not be accepted.

It is the proposer’s responsibility to monitor the DAS State Contracting Portal for; Addenda, Clarifications, Responses to questions and, any other solicitation updates.

All official communications shall be posted exclusively on the DAS State Contracting Portal.

4.3 PROPOSAL CONTENT REQUIREMENTS

Submit a single, clearly labeled PDF via email with the Subject Line: 26-SCSU-s Refrigerator and Microwave Appliance Services.

Executive Summary approach and Plan Company information, including parent entity and key management personnel.

Financial capacity, including ability to support equipment procurement, inventory, and staffing.

Client list and references (preferably institutions of comparable size and residential profile) Pricing structure and rental program terms, including delivery, maintenance, and replacement.

Inventory management, service request handling, and reporting capabilities.

Billing and collections processes Customer service approach and staff training Key personnel assigned to the account Program communication approach.

Affirmative Action / CHRO compliance and required ethics certifications.

4.4 PRICING PROPOSALS

Vendors shall provide a comprehensive pricing proposal for a lease-based appliance program supporting approximately 933 deployed units, along with a minimum of 30 on-site backup units.

Proposals must include:

Per-unit annual and/or semester pricing All delivery, installation, maintenance, and replacement costs An allowance for replacement of commonly damaged components (e.g., microwave trays, turntable components, refrigerator shelves), based on approximately 5–10% of total units annually.

A detailed schedule of unit pricing for replacement parts, available for University purchase on an as-needed basis Any additional fees (damage, loss, or non-standard service) Pricing shall be fully inclusive unless otherwise specified.

4.5 SCOPE-SPECIFIC ATTACHMENTS & SUPPORTING DOCUMENTATION

Proposers are responsible for reviewing and incorporating all applicable attachments related to the scope(s) proposed.

4.6 EVALUATION CRITERIA

All proposals will be evaluated by an SCSU evaluation committee in accordance with the criteria below. The University reserves the right to conduct interviews, request clarifications, or obtain additional information. In evaluating proposals, the University may consider the proposer’s overall qualifications, relevant experience, staffing approach, demonstrated ability to perform the services, past performance, and proposed pricing, as applicable to the scope(s) proposed. Evaluation criteria may include, but are not limited to:

Understanding of Scope of Work and Service Approach Vendor Experience and Past Performance Operational Capacity and Staffing Approach Equipment Quality and Technical Compliance Pricing and Overall Value Award will be made on a best value basis.

Award will be made based on a best-value determination. Price is not the sole determining factor.

4.7 REQUIRED COMPLIANCE NOTICES (SEEC)

In accordance with Public Act 07-1, all proposers are required to comply with the State Elections Enforcement Commission (SEEC) campaign contribution and solicitation prohibitions.

All proposers must review and comply with the requirements contained in SEEC Form 11, included with this RFP.

With regard to a state contract as defined in P.A. 07-1 having a value in a calendar year of $50,000 or more, or a combination or series of such agreements or contracts having a value of $100,000 or more, the authorized signatory to this submission expressly acknowledges receipt of the State Elections Enforcement Commission’s notice advising prospective state contractors of state campaign contribution and solicitation prohibitions and will inform its principals of the contents of the notice.

SECTION 5

ATTACHMENTS AND APPENDICES

ATTACHMENT A

PROPOSAL CERTIFICATION

Proposal Certification

For questions, please contact Procurement SCSUBids@southernct.edu.

Procurement | Southern Connecticut State University

RFP No. 26-SCSU-3

I certify that:

This proposal is a legal and binding offer, and I have the authority to bind the proposer indicated below to the specific terms, conditions and technical specifications required in this RFP and offered in the proposer’s proposal. I understand that by submitting this proposal, the proposer indicated below agrees to provide the services described in the RFP.

The contents of the proposal are true and accurate and that the proposer has not made any knowingly false statements in the proposal.

The proposal has been developed independently, without consultation or communication with any employee or consultant of SCSU, or with any other proposer or parties for the purpose of restricting competition.

This bid is genuine and is not made in the interest of or on behalf of any undisclosed person, firm or corporation;

that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham bid; that the proposer has not solicited or induced any person, firm or corporation to refrain from bidding; and that the proposer has not sought by collusion to obtain any advantage over any other proposer or over the University.

We have read and understood the RFP and have submitted our proposal in accordance with the terms and conditions of the bid specifications and agree to fulfill our legal obligations pursuant to the attached contractual provisions.

APPROVALS

Name of Vendor Print Name Authorized Signature Title Date

REQUEST FOR PROPOSAL NO. 26-SCSU-2

LANDSCAPING AND GROUNDS MAINTENANCE SERVICES -

CAMPUS WIDE AND ATHLETIC FIELDS

SOUTHERN CONNECTICUT STATE UNIVERSITY

ATTACHMENT B

STATEMENT OF BIDDERS QUALIFICATIONS

This form is used to determine whether the proposer is a responsible and qualified bidder under Connecticut state law.

Proposers must submit complete and accurate information. Additional pages may be attached as needed.

1. Firm Information

Legal Name of Company:

Business Address:

o Street:

o City, State, Zip:

Primary Contact Name & Title:

Phone Number:

Email Address:

2. Business Experience

Number of years the company has been in business under its present name:

Number of years performing this specific type of work:

3. Certifications, Licenses, and Registrations List all relevant certifications, licenses, registrations, or professional credentials that qualify your firm to meet the requirements of this solicitation.

(Attach documentation if applicable.)

4. Relevant Experience List current or recent contracts for services similar in size, scope, and nature. For each account, include:

Client name Description of services Annual dollar value Contract term (start/end dates)

Note: Preference may be given to firms demonstrating a minimum of five (5) years’ experience performing similar work for accounts of equal or greater scope.

(Attach additional pages if necessary.)

5. Performance History (Last Three Years) Answer each question by checking Yes or No. If Yes, attach a detailed explanation.

Failed to complete any work awarded? ☐ Yes ☐ No Had any contract terminated for failure to perform or meet requirements? ☐ Yes ☐ No Cited by the Connecticut Department of Labor or any state or federal agency for labor law violations (including nonpayment of wages or benefits)? ☐ Yes ☐ No Any judgments, claims, or suits pending or outstanding against the company or its officers? ☐ Yes ☐ No Company or principals debarred, suspended, proposed for debarment, or otherwise excluded from contracting by any state or federal agency? ☐ Yes ☐ No

6. Certification and Acknowledgment By signing below, the undersigned certifies that all information provided is true, accurate, and complete. The Agency may rely upon this information in determining the proposer’s qualifications. Any material misrepresentation may result in disqualification or contract termination.

Company Name:

Authorized Signatory (Name):

Title:

Signature:

Date:

ATTACHMENT C

PRICING PROPOSAL

All pricing must be fully inclusive of delivery, installation, maintenance, replacement, and removal unless explicitly identified otherwise in the pricing tables below. Any costs not identified will be deemed included in the proposed pricing. Vendors may propose one or more-unit models. If multiple models are proposed, quantities and pricing must be clearly allocated within the table provided. Vendors shall include an annual allowance for replacement of commonly damaged components (e.g., microwave trays, turntable components, refrigerator shelves), based on approximately 5– 10% of total units. The vendor shall maintain sufficient on-site or readily available inventory of these components. Any replacement parts required more than this allowance shall be available for purchase by the University at the unit prices provided in Section D below.

A. Core Program Pricing (Multiple Unit Options Allowed) Unit Model /

Option Unit

Description Per-Unit Cost

(Annual/Semester) Proposed Quantity

( 933)

Extended Cost Notes

Option 1 Option 2 Option 3 Option 4

B. Included Services (Check One) Service Included Not Included

Maintenance & Repairs Replacement of Defective Units

Service Swap-Outs Preventative Maintenance

Replacement Parts Allowance (5–10%) INCLUDED On-Site Parts Inventory Maintained

C. Program Costs (Must Confirm Inclusion) Cost Component Included (Y/N) If Not Included, Cost

On-Site Backup Units (30 Units) Delivery and Installation Removal at End of Term

D. Replacement Parts Pricing (For Use Above Included Allowance) Item Unit Cost

Microwave Glass Tray Turntable Ring / Motor Assembly

Refrigerator Shelf Refrigerator Door Bin

Handles / Knobs Other (Specify)

E. Additional Fees Description Cost

Lost Unit Damaged Unit (Beyond Normal Wear)

Emergency Service Call Other (Specify)

ATTACHMENT D

REFERENCES

Reference Information – Proposers shall provide a minimum of three (3) institutional references for engagements similar in scope and scale to the services requested in this RFP. References should be comparable in size and complexity to Southern Connecticut State University, with preference given to higher education institutions or comparable public-sector facilities. Any prior or current experience with a Connecticut State agency must be disclosed. The University reserves the right to contact all references provided and to consider additional information relevant to the proposer’s experience, qualifications, and past performance.

Reference Project / Client Name

Organization / Institution Type

Contact Name & Title

Phone Number

Email Address

Services Provided

Contract Term / Dates

ATTACHMENT E

NON DISCRIMINATION CERTIFICATION

(CHRO)

STATE OF CONNECTICUT

NONDISCRIMINATION CERTIFICATION — Affidavit By Entity For Contracts Valued at $50,000 or More

Form C 01-13-2016

Documentation in the form of an affidavit signed under penalty of false statement by a chief executive officer, president, chairperson, member, or other corporate officer duly authorized to adopt corporate, company, or partnership policy that certifies the contractor complies with the nondiscrimination agreements and warranties under Connecticut General Statutes §§ 4a-60 and 4a-60a, as amended

INSTRUCTIONS:

For use by an entity (corporation, limited liability company, or partnership) when entering into any contract type with the State of Connecticut valued at $50,000 or more for any year of the contract. Complete all sections of the form. Sign form in the presence of a Commissioner of Superior Court or Notary Public.

Submit to the awarding State agency prior to contract execution.

AFFIDAVIT:

I, the undersigned, am over the age of eighteen (18) and understand and appreciate the obligations of an oath. I am of , an entity Signatory’s Title Name of Entity duly formed and existing under the laws of .

Name of State or Commonwealth

I certify that I am authorized to execute and deliver this affidavit on behalf of and that Name of Entity Name of Entity has a policy in place that complies with the nondiscrimination agreements and warranties of Connecticut

General Statutes §§ 4a-60 and 4a-60a, as amended.

Authorized Signatory

Printed Name

Sworn and subscribed to before me on this day of , 20 .

Commissioner of the Superior Court/ Notary Public Commission Expiration Date

Form D

NONDISCRIMINATION CERTIFICATION — New Resolution By Entity For Contracts Valued at $50,000 or More

Documentation in the form of a corporate, company, or partnership policy adopted by resolution of the board of directors, shareholders, managers, members or other governing body of a contractor that certifies the contractor complies with the nondiscrimination agreements and warranties under Connecticut General Statutes §§ 4a-60 and 4a-60a, as amended.

For use by an entity (corporation, limited liability company, or partnership) when entering into any contract type with the State of Connecticut valued at $50,000 or more for any year of the contract. Complete all sections of the form. Submit to the awarding State agency prior to contract execution.

CERTIFICATION OF RESOLUTION:

I, , , of , Authorized Signatory Title Name of Entity an entity duly formed and existing under the laws of , Name of State or Commonwealth certify that the following is a true and correct copy of a resolution adopted on the day of

, 20 , by the governing body of Name of Entity in accordance with all of its documents of governance and management and the laws of

, and further certify that such resolution has not been modified Name of State or Commonwealth or revoked, and is in full force and effect.

RESOLVED: That the policies of comply with Name of Entity nondiscrimination agreements and warranties of Connecticut General Statutes §§ 4a-60 and 4a-60a, as amended.

The undersigned has executed this certificate this day of ,20 .

Authorized Signatory Date

Printed Name

NONDISCRIMINATION CERTIFICATION — Prior Resolution By Entity For Contracts Valued at $50,000 or More

Form E

Documentation in the form of a corporate, company, or partnership policy adopted by a prior resolution of the board of directors, shareholders, managers, members or other governing body of a contractor that certifies the contractor complies with the nondiscrimination agreements and warranties under Connecticut General Statutes §§ 4a-60 and 4a-60a, as amended

For use by an entity (corporation, limited liability company, or partnership) when entering into any contract type with the State of Connecticut valued at $50,000 or more for any year of the contract. Complete all sections of the form. Attach copy of previously adopted resolution (State of CT, Nondiscrimination Certification, Form D: New Resolution). Submit all documentation to the awarding State agency prior to contract execution.

CERTIFICATION OF PRIOR RESOLUTION:

I, the undersigned, am a duly authorized corporate officer or member of .

Name of Entity

I have reviewed the attached prior resolution. I certify that:

(1) the attached prior resolution complies with the nondiscrimination agreements and warranties of

Connecticut General Statutes §§ 4a-60 and 4a-60a, as amended; and

(2) the prior resolution remains in full force and effect on the date this documentation is submitted to the awarding State agency.

Authorized Signatory Title

Printed Name Date

RESERVED FOR STATE USE

I, the undersigned head of the awarding State agency, or designee, certify that the attached prior resolution complies with the nondiscrimination agreements and warranties of Connecticut General Statutes

§§ 4a-60 and 4a-60a, as amended.

Signature of Agency Head (or designee) Date

Awarding State Agency

ATTACHMENT F

CAMPAIGN CONTRIBUTION CERTIFICATION

OPM Form 1

Effective July 23, 2021

CAMPAIGN CONTRIBUTION CERTIFICATION

Written or electronic certification to accompany a bid or proposal or a non-competitive contract with a value of $50,000 or more, pursuant to C.G.S. § 9-612.

Complete all sections of the form. Attach additional pages, if necessary, to provide full disclosure about any campaign contributions made to campaigns of candidates for statewide public office or the General Assembly, as described herein. Sign and date the form, under oath, in the presence of a Commissioner of the Superior Court or Notary Public. Submit the completed form to the awarding State agency at the time of submission of your bid or proposal (if no bid or proposal– submit this completed form with the earliest submittal of any document to the state or quasi-public agency prior to the execution of the contract), and if there is a change in the information contained in the most recently filed certification, such person shall submit an updated certification either (i) not later than thirty (30) days after the effective date of such change or (ii) upon the submittal of any new bid or proposal for a contract, whichever is earlier.

Check One:

Initial Certification

Updated Certification because of change of information contained in the most recently filed certification

CAMPAIGN CONTRIBUTION CERTIFICATION:

I certify that neither the contractor or prospective state contractor, nor any of its principals, have made any contributions to, or solicited any contributions on behalf of, any party committee, exploratory committee, candidate for state-wide office or for the General Assembly, or political committee authorized to make contributions to or expenditures to or for, the benefit of such candidates, in the previous four years, that were determined by the State Elections Enforcement Commission to be in violation of subparagraph (A) or (B) of subdivision

(2) of subsection (f) of Section 9-612 of the General Statutes, without mitigating circumstances having been found to exist concerning such violation. Each such certification shall be sworn as true to the best knowledge and belief of the person signing the certification, subject to the penalties of false statement. If there is any change in the information contained in the most recently filed certification, such person shall submit an updated certification not later than thirty days after the effective date of any such change or upon the submittal of any new bid or proposal for a state contract, whichever is earlier.

All Campaign Contributions on behalf of any party committee, exploratory committee, candidate for state-wide office or for the General Assembly, or political committee authorized to make contributions to or expenditures to or for, the benefit of such candidate, for a period of four years prior to signing the contract or date of the response to the bid, whichever is longer, include:

Contribution Date Name of Contributor Recipient Value Description

OPM Form 1

Effective July 23, 2021

Sworn as true to the best of my knowledge and belief, subject to the penalties of false statement.

Printed Contractor Name Printed Name of Authorized Official

Signature of Authorized Official

Subscribed and acknowledged before me this day of , 20 .

Commissioner of the Superior Court (or Notary Public)

_ My Commission Expires

ATTACHMENT G

GIFT AND CAMPAIGN CERTIFICATION

OPM Ethics Form 1 Rev. 5-26-15

STATE OF CONNECTICUT

GIFT AND CAMPAIGN…