RFP SSU 2027-01 Building Automation System Maintenance and Repairs- Final.pdf

SALEM STATE UNIVERSITY

Request For Proposals

RFP SSU-2027-01

Campus Building Automation System Preventive Maintenance, Repair, Technical

Support, and On-call Services

Salem State University

352 Lafayette Street

Salem, MA 01970

Procurement Milestone Date / Time

RFP Issue Date November 2, 2026

Optional Pre-Proposal Conference / Site Walk November 9, 2026, at 10:am

Deadline for Written Questions: email to rramos@salemstate.edu Monday, November 9, by 5pm

Addendum Issuance Target Tuesday, November 10, 2026

Technical/Price Proposals Due*: email to rramos@salemstate.edu Monday November 16, 2026, by 11am

Anticipated Notice of Intent to Award November 2026

Anticipated Contract Start December 2026

*Late submission will be rejected mailto:rramos@salemstate.edu

Document Control and Procurement Notes

Item Draft Provision

Owner Salem State University

Department Capital Planning and Facilities

Procurement Contact Reynaldo Ramos

Contract Type Service and on-call task authorization contract; final structure subject to Purchasing review

Initial Term Five (5) years

Renewal Options Up to two additional one-year options, exercisable solely by the University, subject to appropriation and written amendment

Award Basis Most advantageous responsible and responsive proposal, considering price and published comparative evaluation criteria

Price Submission Separate electronic price proposal, as directed in the final posting

Record Drawings Salem State Campus BAS Upgrades - Phase 2 ATC Record Drawings, incorporated as reference information and existing-condition documentation

Table of Contents

1. Procurement Overview

2. Instructions to Proposers

3. Minimum Qualifications

4. Campus BAS Background

5. Scope of Services

6. Service Levels and Work Authorization

7. Technical, Cybersecurity, and Documentation Requirements

8. Staffing, Safety, and Campus Operations

9. Deliverables and Acceptance

10. Proposal Content and Format

11. Evaluation and Award

12. Pricing and Payment

13. Contract Terms and Risk Allocation

Appendix A - Campus Systems and Locations

Appendix B - Preventive Maintenance Checklist

Appendix C - Price Proposal Form

Appendix D - Technical Proposal Forms

1. Procurement Overview

1.1 Purpose

Salem State University through the office of the Chief Procurement Officer invites electronic proposals from qualified building automation system contractors to provide campus-wide preventive maintenance, diagnostics, repair, programming, integration, operator support, documentation, and on-call emergency and non-emergency services for the University’s existing BAS and automatic temperature control infrastructure. The selected contractor shall furnish all labor, supervision, tools, test equipment, software access, transportation, incidental materials, and administrative services necessary to perform the work described in this RFP.

The procurement is intended for preventive maintenance, troubleshooting, repair, programming, integration, documentation, training, and on-call technical services for existing campus building automation systems.

The University will use individual written task authorizations for work beyond including recurring services. No additional work may proceed without written authorization.

The Phase 2 record drawings indicate a Honeywell WEBs / Niagara N4 supervisory environment with multiple JACE controllers and legacy LON, BACnet, Modbus, and related field networks. The drawings remain the controlling reference for specific existing conditions.

1.2 Objectives

• Maintain reliable operation of BAS supervisory, network, controller, sensor, actuator, and controlled-equipment interfaces.

• Preserve compatibility with the University’s existing Honeywell WEBs / Niagara N4 supervisory environment and campus IP network, and provide all required software, firmware, drivers, licenses, software maintenance agreements, updates, patches, and related activation or support services necessary for the continued operation, maintenance, backup, restoration, programming, integration, and cybersecurity of the BAS, unless specifically identified as University-furnished.

• Improve alarm quality, trend reliability, sequence performance, energy efficiency, and seasonal readiness.

• Provide transparent service records, backups, change logs, deficiency reports, and itemized repair recommendations.

• Establish competitive labor rates and material markups for authorized on-call work.

• Transfer knowledge to University personnel and avoid unnecessary vendor dependence.

1.3 Contract Framework

The University anticipates one primary award, but reserves the right to make no award, reject proposals, cancel the solicitation, or make other awards. The resulting contract will consist of the final RFP, addenda, the successful proposal, negotiated clarifications expressly incorporated by the University, Commonwealth of Massachusetts contract and T&Cs, purchase orders, and authorized task orders.

1.4 Governing Procurement Requirements

The terms of 801 CMR 21.00: Procurement of Commodities and Services is incorporated by Reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00. Additional definitions may also be identified in this

RFR. All terms, conditions, requirements, and procedures included in this RFR must be met for a Response to be determined responsive. If a Bidder fails to meet any material term, condition, requirement or procedure, its Response may be deemed unresponsive and disqualified. ALL Responses must be submitted in accordance with the specific terms of this

RFP.

Unless otherwise clearly stated in this RFP, any reference to a particular trademark, trade name, patent, design, type, specification, producer or supplier is not intended to restrict this RFR to any manufacturer or proprietor or to constitute an endorsement of any good or service, and the Department may consider clearly identified offers of substantially equivalent goods and services submitted in response to such reference.

If installation work includes construction as defined by M.G.L. c.149 or M.G.L. c.30, §39M, all work performed under this contract must comply with the Massachusetts construction laws, M.G.L. c. 149 and M.G.L. c. 30 s. 39M. This contract is to be used for construction, reconstruction, alteration, installation, demolition, maintenance or repair services and, if needed, associated materials. Services provided under this contract (i.e. labor) are limited to $50,000 or less per engagement.

Contract for services in excess of $25,000, MGL c. 149, s. 29 payment bonds are required from the selected Contractor(s).

All awarded Contractors will be required to execute statements of work for engagements under this contract that incorporate applicable public construction law requirements including, but not limited to: employment requirements, labor harmony and OSHA training certifications, change orders and adjustments, foreign corporations, payment requirements, weather protection, financial reporting, auditor’s certification.

2. Instructions to Proposers

2.1 Procurement Contact

Except as may be noted otherwise herein, the issuing office and sole contact for the coordination and dissemination of all information regarding this RFP is:

Reynaldo Ramos, Assistant Vice President, Purchasing and Auxiliary Services

Salem State University

352 Lafayette Street

Salem, Ma 01970-5353

Email: rramos@salemstate.edu

Bidders are prohibited from communicating directly with any other employee of the University except as specified above. The University’s Procurement Services office is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.2 Questions and Addenda

Questions must be submitted in writing by the deadline. Responses and changes will be issued only by written addendum. Oral interpretations are not binding.

2.3 Site Visit

The University will conduct an optional pre-proposal conference site visit. Proposers shall not access control panels, networks, mechanical rooms, roofs, residence halls, or occupied spaces without authorization.

2.4 Submission

Submit one technical proposal and one separate price proposal in the format, media, file-size, naming, labeling, and delivery method stated in the final posting. Price information shall not appear in the technical proposal.

2.5 Proposal Validity

Proposals shall remain valid for 120 calendar days after the due date unless the University requests and the proposer agrees to an extension.

2.6 Public Records

All responses and information submitted in response to this RFB are subject to the Massachusetts Freedom of Information

Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, Subsection 26, regarding public access to such documents. Any statements reserving any confidentiality or privacy rights in submitted Responses or otherwise inconsistent with these statutes will be void and disregarded

2.7 Costs of Proposal

The University is not responsible for costs incurred in preparing a proposal, attending meetings, conducting site review, or negotiating a contract.

2.8 Reservations

The University may waive minor informalities, request written clarification, verify information, check references, reject nonresponsive proposals, and reject any proposer determined not responsible, subject to applicable law and the published procurement procedure.

3. Minimum Qualifications A proposer must demonstrate the following at the proposal due date and throughout the contract:

• At least five years of recent organizational experience servicing commercial, institutional, or higher-education BAS environments of comparable complexity.

• Demonstrated Niagara N4 and Honeywell WEBs capabilities, including appropriately trained personnel able to service supervisory controllers, graphics, histories, alarms, schedules, and supported field integrations.

• The proposer shall be a current factory-authorized Honeywell WEBs and Niagara Framework N4 service provider and shall assign factory-trained Niagara N4 personnel to the contract. The technical proposal shall include documentation of current factory authorization and copies of applicable Niagara N4 training certificates or credentials for the proposed lead controls engineer, programmer, and service technicians. Authorization and training shall remain current throughout the contract term, and replacement personnel shall possess qualifications equal to or greater than those of the personnel originally proposed.

• Experience with BACnet/IP, BACnet MS/TP, LON, Modbus RTU/TCP, Ethernet/IP networking, VFD interfaces, and common HVAC control devices.

• Ability to provide 24/7 emergency response and remote support, subject to University network and security approval.

• Qualified Massachusetts-licensed electrical personnel when work requires licensure. Refrigeration, plumbing, sheet metal, fire alarm, or other licensed work shall be performed only by properly licensed personnel where applicable.

• A documented safety program and ability to comply with campus access, lockout/tagout, confined-space, hot-work, fall-protection, and infection-control or occupied-space requirements applicable to each task.

• Commercial general liability, automobile liability, workers compensation This insurance shall be written with respect to all coverage, for not less than the following policy limit: one million ($1,000,000) per each occurrence and one million ($1,000,000) aggregate

• No unresolved suspension, debarment, tax, wage, or contract-performance issue that would prevent a responsible award.

Failure to meet a minimum qualification may result in rejection without comparative evaluation.

4. Campus BAS Background

The referenced Phase 2 ATC record drawings describe a campus supervisory architecture based on an existing

Honeywell WEBs N4 Web Supervisor connected to building-level JACE controllers over the Salem State BMS IP network. The drawings identify existing and upgraded systems at Commons Dining, Berry Library, Horace Mann, Stanley Building, Gassett Fitness Center, Gordon Center, Peabody Residence Hall, Bowditch Residence Hall, Forten

Resident Hall, O’Keefe Sports Complex, and the School of Social Work / Adaptive Use / Lafayette Annex.

The record drawings also identify mixed existing field communications, including LON, BACnet MS/TP, BACnet/IP, Modbus RTU, IO-R, and equipment-specific interfaces. Proposers shall treat device counts and conditions as record information, verify conditions before work, and immediately report material discrepancies. Existing IP addresses, credentials, host identifiers, software keys, and security configurations are confidential University information and shall not be reproduced in public-facing reports.

4.1 Owner Standards

• Coordinate all BAS network activity with Salem State Information Technology and Facilities.

• Maintain the University’s established N4 graphics conventions, naming, navigation, alarm presentation, scheduling, and trend standards unless a written task authorization states otherwise.

• Do not introduce unsupported gateways, cloud connections, remote-access tools, wireless connections, or proprietary dependencies without written approval.

• Return replaced equipment, licensed media, backups, and owner data to the University unless directed otherwise.

• Maintain backward compatibility and operational continuity during repair or migration work.

5. Scope of Services

5.1 Mobilization and Baseline Assessment

• Kickoff meeting with Facilities, Purchasing, IT, and other stakeholders.

• Review available record drawings, controller inventories, software versions, licenses, open deficiencies, alarm history, and prior service information.

• Submit a site-specific service plan, escalation contacts, safety plan, remote-access approach, and preventive maintenance calendar.

• Create or validate a secure asset register identifying building, panel, controller role, protocol, software/firmware, service status, backup status, and observed deficiency.

• Within the first ninety (90) calendar days after the contract start date, perform and submit a comprehensive initial assessment of the general BAS infrastructure and overall system health. The assessment shall address the supervisory platform, JACE and field-controller condition, communications networks, system availability, alarms, trends, backups, licensing and software maintenance status, cybersecurity-related configuration, integration condition, and observed hardware, software, and firmware deficiencies. The contractor shall also provide a prioritized written modernization and remediation plan to bring all supported systems to current, stable, manufacturer-supported software and firmware levels approved by the University. The plan shall identify recommended versions, compatibility and licensing requirements, dependencies, cybersecurity considerations, sequencing, outage or operational impacts, estimated labor and material costs, and a proposed implementation schedule. No upgrade shall be installed without prior written authorization from the University and coordination with Facilities and Information Technology.

• Perform initial backups before any approved changes and provide encrypted copies to the University.

5.2 Preventive Maintenance

Provide two comprehensive seasonal preventive maintenance visits per contract year, coordinated for heating and cooling transition, plus recurring remote or on-site review as proposed and accepted. At minimum, perform the tasks in Appendix B and the following:

• Verify controller, JACE, supervisor, and field network communications; identify offline, intermittent, duplicate-addressed, or unstable devices.

• Review controller power, grounds, enclosures, labeling, terminal tightness, surge protection, battery or capacitor condition where applicable, and visible environmental damage.

• Calibrate representative and critical temperature, humidity, pressure, differential pressure, CO2, current, flow, and status devices; document as-found and as-left readings.

• Exercise approved outputs and verify commanded versus actual operation of valves, dampers, relays, VFD speed signals, pump/fan status, safeties, and interlocks.

• Review heating, cooling, economizer, static-pressure, differential-pressure, hot-water, chilled-water, and equipment staging loops for stability and expected operation.

• Review schedules, holidays, occupancy modes, overrides, setpoints, deadbands, alarm routing, alarm delays, and trend sampling.

• Test seasonal sequences without defeating life-safety controls or disrupting occupied operations.

• Confirm that changes are saved, backed up, logged, and available to the University.

• Provide a visit report with findings, completed corrective actions, unresolved conditions, risk ranking, and itemized recommendations.

5.3 Corrective Maintenance and Repair

• Diagnose BAS software, network, controller, sensor, actuator, wiring, interface, and sequence issues.

• Repair or replace failed components only after written University authorization when the work is not included in the fixed preventive-maintenance price. Authorized component replacement work shall be priced using the applicable pre-negotiated contract labor rates and the awarded minimum discount from MSRP or another

University-approved published manufacturer list-price basis, as further specified in Section 6.1, Section 12, and

Appendix C.

• When authorized by the University, the contractor shall furnish and install low-voltage BAS repair and replacement components, including actuators, JACE controllers, field controllers, temperature sensors, pressure sensors, differential-pressure sensors, humidity sensors, relays, transducers, power supplies, communications devices, and other related control-system components. Before proceeding, the contractor shall submit an itemized written quotation identifying the manufacturer, model or part number, quantity, applicable MSRP or other

University-approved published manufacturer list price, awarded contract discount percentage, net unit price, extended material price, applicable pre-negotiated labor classification and fully burdened hourly rate, estimated labor hours, and total not-to-exceed cost. Parts priced under the awarded discount method shall not receive an additional material markup. No component replacement or installation shall proceed without written University authorization, except where emergency direction is documented in accordance with University procedures.

• Use new, current-production, compatible components unless the University approves an alternate.

• Preserve existing sequences and graphics unless the task authorization expressly requires changes.

• Provide written root-cause findings for recurring or high-impact failures.

• Do not leave systems in hand, bypass, forced, overridden, or disabled condition without written notice and

University approval.

5.4 Programming, Graphics, and Integration

• Modify programs, databases, control logic, graphics, histories, schedules, and alarms only under written authorization.

• Use Niagara-native and open-protocol methods where practicable and avoid unnecessary proprietary lock-in.

• Provide editable source files, station backups, databases, graphics files, point lists, program exports, license documentation, and change logs.

• Perform peer review and functional testing before changes are placed into service.

• Coordinate IP addressing, ports, certificates, accounts, and firewall requirements with IT.

• All new, modified, extended, or replaced communications cabling and associated pathways, terminations, patching, labeling, testing, grounding, bonding, and documentation shall comply with the current Salem State

University Information Technology wiring standards and shall be coordinated with and approved by University

Information Technology before installation. Where University Information Technology standards are more stringent than manufacturer requirements or other referenced requirements, the University Information

Technology standards shall govern unless otherwise approved in writing by the University.

• No contractor-maintained hidden account, shared credential, backdoor, unapproved cloud tunnel, or persistent remote agent is permitted.

5.5 Operator Support and Training

• Provide telephone and approved remote support during normal business hours.

• Provide a minimum of eight (8) hours of scheduled, on-campus technical support during each calendar month at no additional cost beyond the fixed annual contract price. On-campus support shall be performed by qualified

BAS technical personnel and may include system diagnostics, programming assistance, operator support, troubleshooting, preventive technical review, minor adjustments, and coordination with University Facilities and

Information Technology personnel. The University shall schedule and direct the use of these hours. Unused monthly hours shall not be invoiced separately, converted to a credit, or carried forward to a subsequent month unless otherwise approved in writing by the University.

• Provide a minimum of four (4) hours of operator orientation and training during each contract year at no additional cost beyond the fixed annual contract price.

• Training shall address navigation, alarms, schedules, trends, overrides, backups, basic troubleshooting, and escalation procedures.

• Provide concise, University-owned training materials and a recording only if authorized by participants and

University policy.

5.6 Optional Project Services

The University may request separately priced services under task authorization, subject to the governing procurement and contract limits: controls surveys; point-to-point verification; functional performance testing; small controller replacements; graphics standardization; alarm rationalization; trend analysis; sequence optimization; energy-conservation control adjustments; integration of supported third-party equipment; and record drawing updates. Work determined to require a separate public construction procurement will not be ordered under this contract.

6. Service Levels and Work Authorization

Priority Example Acknowledgment Remote Response On-Site Target

P1 - Critical

Campus or major building outage; loss of heat in freezing conditions; loss of central BAS supervision affecting critical operations

30 minutes 1 hour 4 hours, or approved alternative

P2 - Urgent Major equipment or network impairment with limited workaround 1 hour 2 hours Same business day

P3 - Routine Localized malfunction or noncritical repair 4 business hours 1 business day

Within 3 business days

P4 - Planned Enhancement, programming, training, or scheduled repair 1 business day As scheduled As authorized

Clock exclusions apply only for documented University access restrictions, force majeure, unavailable owner-furnished information, or approved parts lead time. The contractor shall continue remote diagnostics when useful and provide status updates at intervals appropriate to the incident.

6.1 Task Authorization

• No extra work begins without a written task authorization or purchase order from an authorized University representative.

• Each request shall identify scope, assumptions, exclusions, schedule, labor classification and hours, material and subcontract cost, markup, not-to-exceed amount, deliverables, and acceptance criteria.

• For low-voltage BAS component repair or replacement, each quotation shall apply the applicable pre-negotiated, fully burdened contract labor rates and the awarded minimum discount from MSRP or another University-approved published manufacturer list-price basis. The contractor shall provide supporting price documentation sufficient for the University to verify the applicable price basis, awarded discount, net material cost, quantities, labor classifications, labor rates, estimated hours, and total proposed not-to-exceed cost. Parts priced under the awarded discount method shall not receive an additional material markup. Freight, taxes, expedited delivery, and other charges shall be separately identified and shall not be included unless permitted by the contract and approved in writing.

• Emergency verbal direction, if permitted by University procedure, must be documented in writing by the next business day and does not expand contract authority.

• The contractor shall notify the University before reaching 75 percent of a not-to-exceed amount and shall stop at the authorized limit unless amended in writing.

7. Technical, Cybersecurity, and Documentation Requirements

7.1 Technical Standards

• Follow manufacturer requirements, approved submittals, record drawings, applicable codes, and recognized BAS industry practices.

• Use BACnet device instance, network number, naming, and segmentation practices approved by the University.

• Ground network shields at one approved location where required by the applicable system design.

• Maintain controller and supervisor software at versions approved by the University. Updates shall not be installed solely because a newer version exists.

• Verify backups and rollback capability before firmware, station, driver, or programming changes.

• Coordinate shutdowns and testing with Facilities and affected campus stakeholders.

7.2 Cybersecurity

• Comply with Salem State IT security, acceptable-use, identity, remote-access, data-handling, incident-reporting, and change-management requirements provided during contracting.

• Use named user accounts, multifactor authentication where available, least privilege, and University-approved remote-access methods.

• Do not store University credentials in unencrypted files or personal password managers.

• Report suspected compromise, malware, credential exposure, unauthorized access, or material vulnerability immediately through University-designated channels.

• Provide a software bill of materials or component inventory for newly introduced software, gateways, appliances, and libraries when requested.

• At contract end, return University data, remove contractor access, certify deletion of retained copies except records legally required, and assist with credential rotation.

7.3 Required Documentation

• Daily field service ticket for each visit.

• Change log identifying date, technician, asset, before/after condition, files changed, reason, test, and rollback status.

• Updated point lists, controller databases, graphics, sequences, network diagrams, and record drawings for authorized changes.

• Encrypted backup package after every material change and at least annually.

• Open-items register with owner, status, priority, recommended action, budget estimate, and target date.

• Monthly summary of calls, response performance, recurring issues, authorized spend, and upcoming maintenance.

8. Staffing, Safety, and Campus Operations

8.1 Key Personnel

Identify an account manager, lead controls engineer/technician, emergency dispatcher, cybersecurity contact, and backup personnel. Key staff substitutions require advance notice and personnel of equal or better qualifications.

8.2 Background and Conduct

Personnel shall follow University identification, access, parking, anti-harassment, student privacy, residential access, and conduct requirements. Contractor staff shall remain under contractor supervision.

8.3 Safety

Submit task-specific job hazard analyses when requested. Coordinate lockout/tagout, hot work, energized electrical work, roof access, ladders/lifts, confined spaces, asbestos/lead awareness, chemical use, and occupied-space controls. Stop work upon discovering an unanticipated hazard.

8.4 Campus Continuity

Schedule disruptive work during approved windows. Maintain temporary control or safe manual operation where approved. Protect teaching, research, residence life, athletics, library, dining, event, and administrative operations.

8.5 Environmental Practices

Minimize waste, recycle packaging and replaced electronics where lawful, prevent refrigerant or hazardous-material releases, and provide disposal documentation when requested.

All removed, replaced, failed, obsolete, or surplus printed circuit boards, controllers, electronic modules, power supplies, communications devices, and other electronic equipment or electronic waste generated through performance of the contract shall remain the property of Salem State University and shall be surrendered to the

University at a location designated by Facilities. The contractor shall not remove, discard, recycle, sell, retain, or otherwise dispose of such materials unless specifically authorized in writing by the University. All removed or replaced batteries, including controller, backup, rechargeable, lead-acid, lithium, alkaline, and other battery types, shall also be surrendered to Salem State University for recycling or disposal through University-approved channels. Electronic components and batteries shall be safely handled, protected from damage and short circuit, segregated as appropriate, and transferred with an itemized record identifying the originating building or asset, component type, quantity, and transfer date.

9. Deliverables and Acceptance

Deliverable Due Acceptance Basis

Mobilization plan and contact matrix Within 10 business days after notice to proceed Complete, approved by Facilities and IT as applicable

Baseline asset register and condition report Within 45 days

Accurate, secure, traceable to drawings and field verification

Seasonal PM report Within 5 business days after visit Checklist complete; findings, readings, changes, backups, and recommendations included

Emergency incident report Within 2 business days after stabilization Timeline, root cause, actions, remaining risk, and prevention recommendation

Monthly service report By the 10th of following month Calls, hours, response, open items, spend, and next actions reconciled

Annual backup and documentation package Before contract anniversary

Restorable, encrypted, indexed, and transferred to

University custody

Closeout package Within 10 business days after expiration/termination Access removed, data returned, open items transferred, final invoice reconciled

Initial BAS infrastructure and system-health assessment, including software/firmware modernization plan

Within 90 calendar days after contract start

Complete asset and system-health findings;

prioritized, actionable upgrade plan; versions, dependencies, costs, impacts, and schedule identified

Acceptance does not waive latent defects, warranty obligations, cybersecurity responsibilities, or correction of inaccurate documentation.

10. Proposal Content and Format Organize the technical proposal using the following tabs or electronic bookmarks. Omission of required information may affect responsiveness or rating.

Section Required Content

A. Cover Letter Legal name, address, authorized signer, RFP acknowledgment, proposal validity, and commitment to perform.

B. Executive Approach Understanding of campus environment, mobilization, PM methodology, incident response, quality control, and transition.

C. Firm Qualifications Relevant history, company structure, locations, staffing depth, manufacturer/technology capabilities, and financial capacity.

D. Key Personnel Resumes, roles, certifications, years of relevant experience, availability, and backup coverage.

Section Required Content

E. Technical Plan Methods for backups, programming, graphics, network troubleshooting, calibration, seasonal testing, documentation, and training.

F. Cybersecurity Plan Remote access, identity, credential protection, vulnerability response, logging, data return, and incident notification.

G. Service Levels Dispatch, escalation, after-hours coverage, response tracking, parts logistics, and continuity approach.

H. Similar Projects At least three references for comparable institutional BAS service contracts completed or active within the last five years.

I. Exceptions Specific exceptions with proposed alternate language. Silence means acceptance, subject to the final contract.

J. Required Forms Certifications, tax forms, non-collusion/good-faith forms, insurance evidence, and other forms in the final package.

The separate price proposal shall use Appendix C without alteration except to add requested detail.

11. Evaluation and Award

The University will first determine responsiveness and responsibility. Responsive technical proposals meeting all minimum qualifications will then be evaluated using the published comparative criteria. Price will be evaluated separately. Final weights and scoring must be confirmed in the issued RFP.

Criterion Highly Advantageous Advantageous Not Advantageous

Relevant BAS

Experience

Extensive comparable higher-education or multi-building experience; strong evidence of successful N4/Honeywell support and mixed-protocol systems.

Adequate comparable experience with minor limitations.

Limited or weakly relevant experience; material capability gaps.

Technical Approach

Detailed, credible, asset-based plan with strong QA, backup, testing, documentation, and lifecycle methods.

Generally sound plan with acceptable detail.

Generic, incomplete, risky, or overly proprietary approach.

Personnel and Coverage Deep qualified team, clear roles, strong certifications, local/rapid coverage, and credible backups.

Qualified team and acceptable coverage.

Insufficient qualifications, availability, or backup depth.

Service and Response Robust dispatch, escalation, reporting, parts support, and measurable SLA management.

Meets basic service requirements.

Response model is unclear or does not meet requirements.

Cybersecurity and IT

Coordination

Mature controls, named accountability, approved-access model, and strong incident/data practices.

Acceptable controls with minor gaps.

Material security, access, or data-handling weaknesses.

Documentation and

Knowledge Transfer

Complete owner-controlled deliverables, editable files, transparent changes, and effective training.

Adequate documentation and training.

Proprietary dependency or inadequate owner documentation.

References and

Performance Excellent verified performance on comparable contracts.

Generally satisfactory references.

Unsatisfactory, unverifiable, or materially concerning references.

11.1 Proposed Evaluation Weights

Category Draft Weight

Technical and Management Proposal 55 points

Interview / Demonstration, if conducted 15 points

Category Draft Weight

Price Proposal 30 points

Total 100 points

Suggested evaluation process: independent review, consensus scoring, reference checks, optional interview or scenario demonstration, price analysis, responsibility determination, and written award recommendation. Any interview must use consistent core questions and documented scoring.

12. Pricing and Payment

• Provide a fixed annual price for all base preventive-maintenance, support, reporting, training, and included travel described in the proposal.

• Provide fully burdened hourly rates by labor classification for regular time, overtime, weekends/holidays, and emergency work. Rates shall include wages, fringes, overhead, profit, routine tools, local travel, dispatch, and administrative costs.

• The price proposal shall establish pre-negotiated, fully burdened labor rates for troubleshooting, removal, installation, programming, configuration, calibration, testing, commissioning, and documentation associated with authorized low-voltage BAS component repairs and replacements. The applicable labor classification and rate shall be used for each authorized task.

• The proposer shall state a firm minimum percentage discount from MSRP for BAS repair and replacement parts and components for each contract year. The discount shall apply to actuators, JACE controllers, field controllers, sensors, relays, transducers, power supplies, communications devices, and other BAS components available from the manufacturer or authorized distribution channel. If an item has no published MSRP, the contractor shall disclose that fact and provide the manufacturer’s or authorized distributor’s published list price, catalog price, or other University-approved price basis, together with the proposed contract discount.

• For each parts quotation and invoice, the contractor shall identify the manufacturer, model or part number, quantity, applicable MSRP or approved published list price, contract discount percentage, net unit price, extended price, and supporting manufacturer or authorized distributor documentation. The University may independently verify pricing and may reject unsupported, obsolete, incompatible, or unreasonably priced components.

• The awarded discount shall be a minimum discount. The contractor may offer a greater discount or lower net price for an individual item, but shall not reduce the awarded discount or substitute a higher pricing basis without a written contract amendment approved by the University.

• State subcontractor markup, if any, as a single percentage. Parts and components priced using the awarded discount from MSRP or another approved published list-price basis shall not also receive a material markup. The

University may require supplier and subcontractor quotations and invoices.

• No markup may be applied to freight already included in supplier cost, credits, rebates, or another markup.

• Invoices must reference the purchase order and task authorization, identify building and asset, provide dates, personnel, classifications, hours, materials, subcontractors, and accepted deliverables.

• The University will not pay for correcting contractor errors, unauthorized work, unapproved travel, proposal preparation, routine invoicing, or warranty work.

13. Contract Terms and Risk Allocation

13.1 Order of Precedence

The executed Commonwealth of Massachusetts contract and T&Cs and amendments govern, followed by the final

RFP and addenda, the accepted proposal, and authorized task orders. Contractor boilerplate does not apply unless expressly accepted in a signed amendment.

13.2 Ownership and License

The University shall retain all rights, title, ownership, custody, and control of all products and deliverables created, configured, customized, developed, or produced by the contractor specifically for the University under this contract, including programs, control logic, databases, sequences, graphics, dashboards, report templates, reports, drawings, point lists, configuration files, backups, documentation, training materials, passwords, administrator and service-level access credentials, software license records, activation information, entitlement records, and related technical materials. All such items shall be provided to the University in complete, current, editable, and usable form without contractor-only restrictions, hidden accounts, undisclosed credentials, or avoidable proprietary lock-in. Software licenses and maintenance entitlements acquired with University funds shall, to the fullest extent permitted by the applicable publisher or manufacturer, be registered in the University’s name and transferred to University custody upon acquisition. If a license cannot legally be assigned or transferred, the contractor shall disclose that limitation in writing before purchase and obtain the University’s written approval. The contractor shall promptly provide and update all passwords and access credentials, shall not withhold or disable University access, and shall relinquish contractor access at contract expiration or termination unless the University authorizes continued access in writing. Pre-existing contractor tools that were not developed specifically for the University may remain contractor property, but the contractor shall identify them in the proposal and grant the University a perpetual, irrevocable, fully paid-up license sufficient to operate, maintain, modify, back up, restore, and obtain third-party support for all University deliverables without interruption.

13.3 Warranty

Corrective work and supplied parts shall be warranted for at least one year after acceptance or the manufacturer’s longer warranty. Programming defects shall be corrected promptly at no additional cost.

13.4 Insurance and Indemnification

Final insurance limits, additional insured requirements, waiver provisions, and indemnification language shall be those approved by the University. The proposer shall identify any inability to comply.

13.5 Subcontractors

All subcontractors require approval. The prime contractor remains responsible for performance, safety, security, wage compliance, documentation, and payment.

13.6 Compliance

The contractor shall comply with applicable federal and Massachusetts laws, regulations, codes, licenses, wage requirements, and records-retention obligations.

13.7 Termination and Transition

The University may exercise termination rights stated in the final contract. On expiration or termination, the contractor shall support an orderly transition, provide current backups and documentation, return data and equipment, remove access, and identify unresolved risks.

13.8 Audit and Records

Maintain complete cost, time, material, subcontract, service, and change records for the period required by the final contract and law. Records supporting invoices and compliance shall be available for authorized audit.

13.9 No Minimum Guarantee

Unless expressly stated in the contract, the University does not guarantee a minimum quantity of on-call work or expenditure.

Appendix A - Campus Systems and Locations

The following list is derived from the Phase 2 ATC record drawing index and system architecture. It is provided for proposal planning and must be field verified. The University may add or remove assets within the contract’s lawful scope by written amendment or task authorization.

Building / Area Referenced BAS Condition / Panel

Commons Dining ATC-1; building-level JACE integrated with the University N4 supervisor; field LON and

BACnet networks shown.

Berry Library Two existing Honeywell WEB-8000 JACEs in penthouse chiller room; LON, BACnet/IP, and Modbus interfaces shown.

Horace Mann School ATC-1 in basement mechanical room; WEB-series JACE and IO-R architecture shown.

Stanley Building ATC-1 in IDF 106; LON, BACnet MS/TP, BACnet/IP, and Modbus interfaces shown.

Gassett Fitness Center ATC-1 in Utility Room 118; WEB-8000 with LON and BACnet/IP interfaces shown.

Gordon Center ATC-1 in Mechanical Room 022; WEB-8000 and BACnet MS/TP field network shown.

Peabody Residence Hall ATC-1 and ATC-8 in boiler room; hot-water control sequence, WEB-8000, Spyder/CIPer and existing field devices shown.

Bowditch Residence Hall ATC-7 in boiler room; WEB-8000, LON, and IO-R replacement architecture shown.

Forten Residence Hall ATC-2 in Mechanical Room M1C; WEB-8000/8200, LON, BACnet, Modbus, VRF interfaces, and related networks shown.

O’Keefe Sports Complex ATC-1 in Mechanical Room 105; hot-water, domestic hot-water, MAU, lighting, rink, cogeneration, VRF, BACnet, and field control interfaces shown.

School of Social Work / Adaptive Use /

Lafayette Annex ATC-1 in Mechanical Room 022; WEB-8000, LON, BACnet, heating plant, pump, and boiler control interfaces shown.

Record drawing note: the drawings identify existing conditions and work completed under the Phase 2 upgrade. They do not relieve the contractor from verification, coordination, safe work planning, or preservation of systems outside an authorized task.

Appendix B - Preventive Maintenance Checklist

Category Minimum Inspection / Test Record Required

Supervisor / JACE Verify status, time synchronization, CPU/memory/storage, station health, licenses/SMA status, certificates, alarms, histories, and backups.

Pass/fail, version, backup filename/date, exceptions.

Networks Check IP, BACnet, LON, Modbus and other approved networks for offline devices, errors, duplicate addressing, instability, shielding/grounding concerns, and physical damage.

Network health summary and affected devices.

Panels / Power Inspect enclosures, power supplies, breakers, transformers, surge protection, grounding, ventilation, labeling, cleanliness, moisture, corrosion, and wiring.

Condition, voltage readings, photographs where useful.

Sensors Calibrate critical and representative temperature, humidity, pressure, differential pressure, CO2, flow, and status sensors against traceable instruments.

As-found, reference, as-left, tolerance.

Outputs / Actuators Exercise approved valves, dampers, relays, VFD commands, stages, and enables; verify feedback and fail position.

Command, observed response, issue.

Heating Plant Verify pump/boiler status, lead-lag, reset, differential pressure, bypass valve, safeties, alarms, and seasonal mode without defeating safety controls.

Sequence test results and deficiencies.

Cooling Plant / RTU /

AHU

Verify communications, fan status, cooling/heating loops, VFD loops, dampers, valves, safeties, field points, and alarms.

Functional result and corrections.

Terminal Units Verify VAV, fan-powered box, unit ventilator, thermostat/sensor, damper/valve, airflow/temperature, and occupancy response on agreed sample or all units as priced.

Units tested, exceptions, corrective action.

Schedules / Alarms /

Trends

Review calendars, occupancy schedules, setpoints, overrides, alarm routing/delays, nuisance alarms, disabled alarms, trend intervals, and retention.

Changes and owner approvals.

Seasonal Changeover Support summer and winter startup, mode change, setpoints, sensor/actuator verification, and deficiency list.

Startup report and readiness status.

Documentation Update service log, open items, change log, backups, point lists, and affected record documents.

Submitted package index.

Appendix C - Price Proposal Form

Proposer: ____________________________________________

All prices shall remain firm for the initial term. Renewal adjustments, if permitted, shall be stated in the final RFP and contract.

Item Unit Year 1 Year 2 Option Year 3 Option

Fixed annual preventive maintenance and included support Annual $________ $________ $________

Additional operator training Hourly $________ $________ $________

Controls engineer / programmer - regular time Hourly $________ $________ $________

Senior controls technician - regular time Hourly $________ $________ $________

Controls technician - regular time Hourly $________ $________ $________

Licensed electrician - regular time Hourly $________ $________ $________

After-hours multiplier or rate Hourly $________ $________ $________

Weekend / holiday multiplier or rate Hourly $________ $________ $________

Emergency dispatch minimum, if any Each $________ $________ $________

Minimum discount from MSRP for BAS parts and components Percent discount ____% ____% ____%

Subcontractor markup over documented net cost, if authorized Percent ____% ____% ____%

Years 4-5 Price % increase, if any

Extensions years to be negotiated at the appropriate time.

Percent Year 4 ____% Year 5____%

Evaluated Price Scenario

For evaluation only, the University may apply estimated quantities stated in the final RFP. These quantities do not guarantee purchases.

Component Evaluation Quantity Extended Price

Annual PM price 1 $________

Controls engineer / programmer regular time 100 hours $________

Senior controls technician regular time 250 hours $________

After-hours controls technician 40 hours $________

BAS parts allowance priced at awarded discount from MSRP/list price $50,000 $________

Evaluated Total $________

Parts pricing certification: The proposer certifies that the percentage entered above is the minimum discount that will be applied to MSRP or an approved published manufacturer list price for covered BAS parts and components.

Each quotation and invoice shall disclose the list-price basis, discount, and net price. No additional material markup shall be applied to parts priced under this discount method.

Name: _______________________________ Title: __________________________________ Phone #: ___________

Authorized Signer: _________________________________________ Date: __________

Appendix D - Technical Proposal Forms

D-1 Proposer Information

Field Response

Legal name

DBA

Address

Primary Contact

Telephone / Email

Years in Business

Massachusetts offices / service locations

Parent Company, if any

Proposed subcontractors

D-2 Key Personnel

Name Role Employer Relevant Experience Certifications Availability

D-3 Comparable References

Reference 1

Field Response

Client / institution

Contact / email / telephone

Contract dates and value

Buildings / system scale

Technologies / protocols

Scope and results

Reference 2

Field Response

Client / institution

Contact / email / telephone

Contract dates and value

Buildings / system scale

Field Response

Technologies / protocols

Scope and results

Reference 3

Field Response

Client / institution

Contact / email / telephone

Contract dates and value

Buildings / system scale

Technologies / protocols

Scope and results

D-4 Exceptions and Alternate Language

RFP Section Exception Reason Proposed Alternate

END OF REQUEST FOR PROPOSALS

Prepared for Salem State University Capital Planning and Facilities.