RFP Hood for sheltering arms.pdf

UCFS -Request for Proposal Page 1

Request for Proposal

UCFS Healthcare is seeking a general contractor to coordinate the removal and disposal of existing kitchen hood and fan and installation of new unit, installation of new fire suppression system and all other electrical, plumbing and gas connections associated with this project.

Release date: Wednesday, December 3rd

Pre-Bid Mandatory Walk through: Friday, December 12th at 8:30 am

Submittal date: Wednesday, December 31st, at 2:00

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Introduction

About UCFS

UCFS Healthcare is a nonprofit 501(c)(3) that has served Eastern CT since 1877. Designated as a

Federally Qualified Health Center in 2014, UCFS’ current scope of project includes Primary Medical Care, including Pediatrics, Adult and Geriatrics; Women’s Health/Gynecology; Dentistry and Dental Hygiene; and, Behavioral Health including Counseling, Psychiatry, Substance Abuse treatment and Addiction Services including the state’s largest Gambling Addiction program.

Our eldercare building is located at 165 McKinley Avenue, Norwich including Ross Adult Day Center and Sheltering Arms Residential Care Home.

Confidentiality

This RFP is the property of UCFS and must be held in strict confidence. The RFP contains information regarding UCFS operations and is provided solely for the purpose of submitting a proposal. The Bidder shall not disclose to anyone other than those who need to know, in order to respond to this RFP, any information concerning this RFP. In some cases, the selected vendor will need to demonstrate HIPAA compliance and where applicable will be required to enter into a Business Associates Agreement (BAA).

Contact Information

All questions pertaining to this RFP shall be in written form and sent via email to:

Pamela Allen Kinder, VP Business Development pkinder@ucfs.org or 860-822-

Proposers are responsible for familiarizing themselves with the conditions and objectives of this

RFP.

Taxes

UCFS is exempt from all federal, state and local taxes unless otherwise stated in this document.

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Mandatory Walk Thru

Friday, December 12th at 8:30 am. UCFS, 165 McKinley Avenue, Norwich.

Bid Delivery Instructions Submit (1) copy(s) of the complete proposal either by hand or mailed overnight to the name and address listed below. This RFP will also allow for submission via email to pkinder@ucfs.org. All envelopes must be sealed and all responses to the RFP must be received by 2:00 pm on Wednesday, December 31, 2025.

UCFS, Attn: Pamela Allen Kinder, VP Business Development

47 Town Street, Norwich, CT 06360

Scope of RFP

Remove and dispose of the existing kitchen hood and fan and remove from site.

• New 6’ stainless steel back supply grease exhaust hood with light fixtures and stainless-steel baffle type grease filters

• New 6’ back supply plenum for gravity supply

• New 1800 CFM wall mount utility set exhaust fan including a wall curb, grease catch and clean outdoor on blower

• If wall penetration required work is to be done by vendor

• Sealing of any old penetrations caused by exhausting ductwork

• Exhaust ductwork to be manufactured of 16-gauge steel, welded liquid tight and installed form the hood to the exhaust fan

• Insulate ductwork as needed with unifrax elite grease duct wrap per international mechanical code, current edition

• New high temperature cleanout access doors to be installed at changes of direction

• Makeup air ductwork to be manufactured using galvanized steel and installed from the hoods back supply plenum and will go through back wall and will be 3; lower than the exhaust fan

• 6’ of stainless-steel wall panels to be installed from the back supply plenum to floor

• New single phase stainless steel electrical control box including thermostatically controlled on/off duct sensors and all switches and controls to operate the fan

• Engineered stamped prints to be drawn and mechanical permit to be taken out with City of Norwich

• Bid should include all plan reviews with Fire Marshal, building and health departments as required

• Bid should include all progressive inspections required by city officials

• Factory startup and air balancing of the system by manufacturer

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Installation of new fixed kitchen fire suppression system

• Ansul 3 gallons

• Hazard protected area- 6’ hood (duct/plenum), 6 burner range, 24” griddle)

• Bid should include all necessary agent cylinders, mounting hardware, controls, fusible link detection line, Surface mounted only pull station, all system piping and nozzles with

UL listed seals at exterior hood penetrations, up to (3) microswitches for use by the electrical/fire alarm trades, a mechanical gas valve up to 2” in size for installation by the plumbing trade, diagrams, local permit and (1) test for the Fire Marshal.

Note bids should include all fire suppression, electrical, gas, carpentry, masonry and sealing of roof and other trades required to complete this scope of work.

Tobacco Free Campus

UCFS is a tobacco free campus. All individuals including contractors are prohibited from smoking (including electric cigarettes) anywhere on UCFS property including buildings, vehicles and premises. All contractors are expected to acknowledge the tobacco free policy and provide full compliance.

Hours of Operation

This work will have to be coordinated with VP of Eldercare.

Proposal Format and Content

The proposal shall respond to the following items within the format described.

Proposal Format, Information, and Bid Form:

General Letter of Interest

Maximum one page including the name of the firm, address, telephone number, email address, website address, facsimile number and contact person.

History and Credentials

Provide no more than a one-page summary that describes your firm’s history, years in practice, stability and strength of being able to perform the RFP requirements, health care experience, general qualifications, and scope of services provided.

Firm Resources

1. Indicate location of corporate headquarters and other divisional offices (if any).

Specify which office or offices will be involved in this project.

2. List specific personnel proposed for the project team. Indicate the role or area of responsibility of each individual.

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3. Include federal tax identification number and if incorporated, state in which incorporated.

References

Submit a list of 3 companies in which you provide snow removal services.

Proof of Insurance

Vendor shall purchase and maintain in full force defect insurance policies with the limits of insurance provided below.

• Commercial General Liability with limits not less than $1,000,000 per occurrence, $2,000,000 general aggregate, $1,000,000 and $2,000,000 products-completed operations aggregate. Such insurance shall cover liability arising from premises, operations, independent contractors, product-completed operations, personal and advertising injury and liability assumed under an insured contract.

• Business Automobile Liability with a limit of not less than $1,000,000 each accident, including owned, non-owned, leased and hired vehicles.

• Statutory Workers Compensation & employers liability coverage for all employees, including corporate officers and sole proprietors.

• Umbrella/Excess Liability with a limit of not less than $1,000,000 per occurrence/aggregate.

UCFS is to be included as an additional insured on a primary, non-contributory basis for the first bullet in this section.

Contractor agrees to require any, and all subcontractors hired to perform work on the project to obtain insurance coverage as provided above. All such insurance coverage shall name UCFS as an Additional Insured on a primary, Non-contributory basis on form CG2010

11/85 or its equivalent. The foregoing coverages and limits are to be considered as minimum requirements and in no way limit the liability of the Subcontractor.

All policies required by this paragraph shall include a waiver of subrogation in favor of UCFS.

All policies and certificates of insurance shall expressly provide that UCFS must receive 30 days’ written notice in the event of material alteration, cancellation or nonrenewal of coverage.

Legal Concerns

A. Explain the circumstances and outcome of any litigation, arbitration, or claims filed against your company.

B. Explain your General Liability Insurance Coverage.

C. Explain your Professional Liability Insurance Coverage.

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Various checks will be performed to determine if each vendor and listed subcontractor has any restrictions, suspensions or debarment imposed by the federal government or regulatory body.

Should any of these searches indicate a restriction it may result in the Bidder being eliminated from being considered further in the RFP process.

Selection Process

This RFP will be awarded to the lowest qualified bidder. Proposals will be evaluated to determine the proposal or proposals that offer the (best value) to UCFS. The evaluation will be based upon the following criteria:

1. Cost Analysis

• Product valuation, competitive pricing, overall cost

2. Product

• Aesthetics

• Features (ergonomics, ADA responsiveness, etc.)

3. Experience in similar projects

4. Credentials of staff to be assigned to the project

5. Ability to meet timing requirements to complete the project

6. Implementation plan – Does the submitted proposal meet the established timelines?

7. Are there any regulatory or legal restrictions that might disqualify the submitted vendor or subcontractors from the bidding process?

8. Does the vendor and subcontractors have the necessary insurances to be considered a valid responder?

9. Were there any concerns raised during the reference checking process?

10 Services

• On call services

11. Customer service

UCFS has discretion to:

Choose not to accept any and all proposals submitted in response to this RFP.

Use additional selection criteria not identified in this document.

END of RFP

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Bid Form

The undersigned, who is legally authorized to sign bid documents on behalf of the firm is familiar with the conditions surrounding this Request for Proposal is aware that UCFS reserves the right to reject any and all proposals and is making submission without collusion with any other person, individual or corporate.

Witness Signature___________________________

Company Name_____________________________

Printed Name_______________________________

Signature & Title_____________________________

Address ___________________________________

Federal ID #___________________

Telephone____________________

Email________________________

Total Cost of bid_____________________________