RFP SSU 2027-02 Tradesperson Electrical Drain Cleaning HVACR Installation Repair and Maintenance Services.pdf

Salem State University

Request For Proposal

RFP SSU 2027-02

Tradesperson Installation, Repair and Maintenance Services

Specific Trades identified within RFP:

• On-Call Electrical Repair, Maintenance

• On-Call Drain Cleaning

• On-Call HVAC-R Repair, Maintenance

Procurement Item Solicitation Information

RFP Issue Date Nov 2, 2026

Optional Site Visit – at 265 Canal St. Salem, MA 01970, 2nd Floor, Room 220

November 10, 2026, at 11:00am

Questions due: email to rramos@salemstate.edu Tuesday November 10, 2026, at 4pm

Addendum Publish target Thursday, November 12, 2026

Proposals Due: email to rramos@salemstate.edu Tuesday November 17, at 11:00am

Awards November 2026

Contracts Start Date December 2026

Initial Contract Term Three (3) years

Renewal Options Two (2) optional one-year extensions

Number of Awards One or more contractors

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 4 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.

mailto:rramos@salemstate.edu mailto:rramos@salemstate.edu mailto:rramos@salemstate.edu

1. Purpose and Procurement Intent

Salem State University ("University") through the office of the Chief Procurement Officer invites electronic proposals from qualified, licensed trade contractors to provide on-call electrical, drain cleaning, or HVAC-R repair, maintenance, troubleshooting, emergency response, installation, testing, commissioning, preventive maintenance, and related services on an as-needed basis across University-owned and leased properties.

The University intends to establish a flexible pool of pre-qualified contractors capable of responding to routine, urgent, and emergency requirements in academic, residential, administrative, athletic, parking, utility, and auxiliary facilities. The resulting contracts are intended to function as a flexible on-call procurement vehicle while preserving every procurement option otherwise available to the University.

The University may award to one or more proposers, may assign work to any awarded contractor, and makes no representation or guarantee concerning the number, frequency, duration, or dollar value of assignments. An award does not create an exclusive right to perform University electrical work.

2. Contract Term

• Initial term: three (3) years.

• University options: two (2) additional one-year extensions.

• Maximum anticipated duration: five (5) years, subject to all required approvals.

• Renewal is subject to satisfactory performance, funding availability, continued need, and written agreement.

The University may issue annual blanket purchase orders, project-specific purchase orders, work orders, or other written authorizations during the contract term. The University may suspend assignments, decline to renew, terminate as permitted by the contract, or establish a successor procurement at any time.

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.

3. Procurement Authority and Maximum Flexibility

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.

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

4. Campus Environment

Work may occur within active, occupied, and mission-critical University environments. Contractors shall plan and execute work to protect students, employees, visitors, property, research, instruction, data, and ongoing operations.

• Academic and administrative buildings

• Residence halls and student support facilities

• Laboratories and specialized instructional spaces

• Libraries, dining, athletic, and public assembly facilities

• Data, communications, and security-support spaces

• Central Utility Plant and utility infrastructure

• Parking facilities, roadways, site systems, and exterior lighting

Assignments may require daytime, evening, weekend, holiday, semester-break, winter-recess, summer, shutdown, or emergency work. The University may establish access windows, outage restrictions, noise limits, phasing requirements, temporary service requirements, and occupant-protection measures for each assignment.

5A-B-C: Scope of Services

The Contractor shall furnish all supervision, licensed labor, incidental labor, materials, tools, vehicles, equipment, testing devices, access equipment, temporary protection, transportation, permits, disposal, documentation, and incidentals required for a complete and operational installation unless specifically identified as University-furnished.

A. ON-CALL ELECTRICAL REPAIR, MAINTENANCE, INSTALLATION,

TROUBLESHOOTING, AND EMERGENCY RESPONSE SERVICES

5.1 Emergency Electrical Repair

• Power outages and service interruptions

• Electrical hazards, ground faults, burned conductors, and damaged equipment

• Water-damaged electrical systems

• Emergency generator and transfer-switch failures

• Fire-alarm or life-safety power failures

• Temporary power and emergency stabilization

5.2 Troubleshooting, Testing, and Diagnostics

• Circuit tracing and fault finding

• Load studies and power-quality investigations

• Infrared thermographic scanning

• Short-circuit, coordination, and equipment-failure investigations

• Electrical testing, verification, commissioning, and condition assessments

• Arc-flash data collection or related field support when authorized

5.3 Maintenance Services

• Preventive and corrective electrical maintenance

• Panelboard, switchgear, transformer, and distribution-equipment service

• Transfer-switch and emergency-power-system inspection

• Lighting, emergency lighting, and exit-sign maintenance

• Motor controls, relays, contactors, starters, and disconnects

• Electrical-room inspections and deficiency correction

5.4 Installation and Modification Services

• Branch circuits, feeders, wiring devices, and equipment connections

• Lighting upgrades and controls

• Distribution-equipment replacement or modification

• Temporary power installations

• EV charging infrastructure

• Building automation system power and control connections

• Minor renovations and electrical-room improvements

5.5 Energy, Sustainability, and Decarbonization Support

• LED lighting retrofits

• Metering, lighting controls, occupancy sensors, and energy-management devices

• Electrical support for electrification and decarbonization projects

• Electrical support for photovoltaic, renewable-energy, and energy-storage systems when authorized

5.6 Utility and Site Infrastructure

• Underground and exterior electrical distribution

• Site and parking-lot lighting

• Medium-voltage systems and transformer connections

• Utility plant electrical systems

• Duct banks, handholes, pull boxes, and related site systems

5.7 Contractor Qualifications

• Valid Massachusetts Master Electrician license and all business and trade licenses required for the work.

• At least five (5) years of commercial, institutional, municipal, healthcare, higher-education, industrial, or utility electrical contracting experience.

• Sufficient licensed personnel, supervision, vehicles, tools, test equipment, and administrative support to perform concurrent assignments.

• Demonstrated ability to provide 24/7/365 emergency response.

• Three recent institutional references, including client, contact information, scope, value, and period of performance.

• Documented safety program and record appropriate to the work.

• The University may give greater consideration to demonstrated experience with occupied campuses, central utility plants, medium-voltage distribution, emergency generators, automatic transfer switches, building automation systems, fire-alarm interfaces, utility infrastructure, or Massachusetts public higher education facilities.

B. ON-CALL DRAIN CLEANING, HIGH-PRESSURE JETTING, CATCH BASIN PUMP-OUT,

INSPECTION, AND EMERGENCY RESPONSE SERVICES

5.1 Emergency Response and Drainage Stabilization

• Sewer backups, blocked drains, surcharging catch basins, flooding, and active overflows

• Emergency clearing of sanitary, storm, roof-drain, floor-drain, and site-drainage systems

• Pump-out of catch basins, manholes, sumps, pits, and flooded areas when authorized

• Rapid deployment of vacuum, jetting, pumping, containment, and traffic-control equipment

• Protection of occupied buildings, roadways, walkways, loading areas, and critical operations

• Temporary pumping, bypass, containment, cleanup support, and emergency stabilization

5.2 Inspection, Investigation, and Diagnostics

• Drainage-system investigation, blockage location, and flow-path verification

• Closed-circuit television inspection when authorized, including visual recording of existing conditions before cleaning or other work begins and, when directed, post-service recording to document the completed condition

• Video recordings shall clearly identify the building, structure, access point, pipe or drain segment, direction of travel, date, and other location information available for the inspected system.

• The Contractor shall provide Salem State University with complete copies of all requested video recordings, still images, inspection reports, and associated electronic files in a commonly accessible, non-proprietary format, or shall provide any viewer software required to access the files at no additional cost.

• Recordings shall be shared through a University-approved electronic transfer method, removable media, or other delivery method directed by the University. Files shall not be restricted by passwords, expiring links, proprietary access controls, or licensing terms that prevent University personnel from viewing, copying, retaining, or sharing the records for University purposes.

• Dye testing, tracing, probing, sounding, and visual inspection where appropriate

• Investigation of recurring backups, sediment accumulation, roots, grease, debris, and damaged piping

• Post-cleaning flow verification, condition assessment, and identification of follow-up repairs

• Measurement and documentation of removed material, observed defects, and service limitations

5.3 Scheduled and Preventive Cleaning Services

• Scheduled cleaning and preventive maintenance of sanitary, stormwater, roof-drain, and site-drainage systems

• High-pressure water jetting, rodding, snaking, flushing, and vacuum cleaning

• Catch basin, manhole, trench drain, area drain, sump, and pit pump-out

• Removal of sediment, sand, silt, leaves, grease, roots, scale, and other obstructions

• Pre-storm, seasonal, and University-directed cleaning programs

• Route-based maintenance, service records, deficiency identification, and recommended cleaning frequencies

5.4 Drain Cleaning, Jetting, Pump-Out, and Restoration Services

• Mechanical drain cleaning using appropriately sized cables, cutters, nozzles, hoses, and equipment

• High-pressure jetting of sanitary, storm, roof-drain, and exterior drainage lines

• Vacuum extraction and pump-out of catch basins, manholes, sumps, pits, separators, and related structures

• Dewatering, temporary pumping, bypass, and containment when specifically authorized

• Removal, loading, transportation, and lawful disposal of liquid, sludge, sediment, and debris

• Opening and secure replacement of drain covers, grates, manhole covers, and catch basin frames disturbed by the work

• Cleaning and restoration of affected work areas, roadways, sidewalks, loading areas, and interior spaces

5.5 Environmental Protection and Waste Management

• Characterization, containment, handling, transportation, and disposal of removed material in accordance with applicable requirements

• Protection of storm drains, sanitary systems, surface waters, landscaping, occupied areas, and University property

• Use of appropriate vacuum recovery, spill-control, erosion-control, and housekeeping practices

• Provision of disposal manifests, weight or volume tickets, receiving-facility documentation, and photographs when requested

• Before transport or disposal, removed material shall be evaluated and characterized as required to determine whether it is non-hazardous solid waste, hazardous waste, waste oil, regulated recyclable material, contaminated media, or another regulated material. Sampling and laboratory analysis shall be performed only when authorized by the University, except when immediately required by law or emergency conditions.

• The Contractor shall immediately notify the University if removed material is known, suspected, or determined to be hazardous or otherwise regulated. The Contractor shall not commingle, transport, treat, recycle, or dispose of such material without University authorization and an approved waste profile, except as necessary to protect health, safety, property, or the environment.

• Hazardous or otherwise regulated material shall be packaged, marked, labeled, placarded, accumulated, loaded, transported, treated, recycled, and disposed of using properly licensed transporters and authorized receiving facilities in accordance with all applicable requirements, including 40 CFR Parts 260 through 279, applicable provisions of 49 CFR Parts 171 through 180, 310 CMR 30.000, and other federal, Commonwealth, and local requirements.

• When a hazardous-waste manifest, shipping paper, bill of lading, waste profile, land-disposal-restriction notice, certificate of disposal, or other tracking document is required, the Contractor shall prepare it accurately and completely for review and execution by the legally authorized generator representative. The Contractor shall not sign on behalf of Salem State University unless expressly authorized in writing.

• The Contractor shall provide the University with legible copies of all waste characterization results, profiles, manifests, shipping papers, transporter receipts, weight or volume tickets, certificates of treatment, recycling or disposal, exception reports, discrepancy notices, and final signed receiving-facility documentation.

Electronic manifests shall be managed through the applicable EPA e-Manifest process when required.

• The University may establish a project-specific allowance for characterization, packaging, transportation, manifesting, treatment, recycling, and disposal of hazardous or otherwise regulated material. No regulated-waste cost may be incurred beyond the authorized allowance or not-to-exceed amount without prior written

University approval, except for immediate actions required to address an emergency or legal obligation.

5.6 Campus Drainage and Site Systems

• Sanitary sewer laterals, building drains, floor drains, roof drains, cleanouts, and associated piping

• Storm-drain piping, catch basins, manholes, trench drains, area drains, culverts, and outfalls

• Parking lots, roadways, loading areas, utility yards, landscaped areas, and building entrances

• Sumps, ejector pits, separators, interceptors, and other drainage structures when authorized

• Campus utility structures, underground piping, access points, and drainage appurtenances

5.7 Contractor Qualifications

• All business, vehicle, operator, environmental, waste-hauling, disposal, and trade licenses, permits, registrations, and certifications required for assigned work.

• At least five (5) years of commercial, institutional, municipal, higher-education, industrial, sewer, stormwater, drain-cleaning, jetting, vacuum-truck, or catch-basin service experience.

• Sufficient licensed personnel, supervision, vehicles, tools, test equipment, and administrative support to perform concurrent assignments.

• Demonstrated ability to provide 24/7/365 emergency response.

• Three recent institutional references, including client, contact information, scope, value, and period of performance.

• Documented safety program and record appropriate to the work.

• The University may give greater consideration to demonstrated experience with occupied campuses, 24/7 emergency response, sanitary and storm systems, catch basins, vacuum trucks, combination jet-vac trucks, CCTV inspection, confined spaces, traffic control, waste disposal, and Massachusetts public higher education facilities.

C. ON-CALL HVAC-R REPAIR, MAINTENANCE, INSTALLATION, TROUBLESHOOTING,

AND EMERGENCY RESPONSE SERVICES

5.1 Emergency HVAC-R Repair and Stabilization

• Loss of heating, cooling, ventilation, refrigeration, or critical environmental control

• Boiler, chiller, rooftop unit, air-handler, pump, fan, compressor, and control-system failures

• Leaks, freeze conditions, condensate failures, water damage, and loss of hydronic circulation

• Steam, hot-water, chilled-water, refrigerant, and heating-fuel system emergencies

• Ventilation failures affecting laboratories, occupied spaces, or life-safety operations

• Temporary heating, cooling, ventilation, pumping, bypass, and emergency stabilization

5.2 Troubleshooting, Testing, and Diagnostics

• System diagnostics, sequence-of-operation review, and fault isolation

• Temperature, pressure, flow, airflow, combustion, and performance testing

• Refrigerant leak detection, evacuation, dehydration, charging, and recovery support

• Equipment-failure, vibration, water-treatment, and root-cause investigations

• Functional performance testing, verification, commissioning, and condition assessments

• Testing, adjusting, balancing, trend review, and related field support when authorized

5.3 Preventive and Corrective Maintenance Services

• Preventive and corrective HVAC-R maintenance

• Boilers, chillers, cooling towers, heat exchangers, pumps, and central-plant equipment

• Air-handling units, rooftop units, exhaust systems, fan-coil units, and terminal equipment

• Refrigeration equipment, split systems, heat pumps, packaged units, and condensing equipment

• Motors, drives, actuators, valves, dampers, safeties, and control components

• Mechanical-room inspections, seasonal startup and shutdown, and deficiency correction

5.4 Installation and Modification Services

• Piping, valves, pumps, coils, heat exchangers, ductwork, insulation, and equipment connections

• HVAC and refrigeration equipment replacement, modification, and retrofit

• Boiler, chiller, air-handler, rooftop-unit, split-system, and terminal-equipment replacement or modification

• Temporary heating, cooling, ventilation, pumping, and bypass installations

• Refrigerant piping, condensate systems, drains, vents, curbs, supports, and accessories

• Building automation system controls, sensors, actuators, devices, programming support, and integration

• Minor renovations and mechanical-room improvements

5.5 Energy, Sustainability, and Decarbonization Support

• High-efficiency equipment replacements, heat recovery, and ventilation optimization

• Metering, control optimization, scheduling, setbacks, sensors, and energy-management devices

• HVAC-R support for electrification, heat-pump, geothermal, and decarbonization projects

• Steam-to-hot-water conversion, low-temperature hot-water systems, energy recovery, and related infrastructure when authorized

5.6 Central Plant, Distribution, and Site Systems

• Campus steam, condensate, hot-water, chilled-water, natural-gas, and heating-fuel distribution

• Underground and exterior mechanical systems and utility structures

• Central plant boilers, chillers, cooling towers, deaeration, pumping, and heat-transfer systems

• Fuel systems, combustion systems, flues, breeching, ventilation, and plant auxiliaries

• Piping, valves, vaults, pits, supports, insulation, identification, and related site systems

5.7 Contractor Qualifications

• Valid Massachusetts refrigeration technician and contractor licenses, plumbing and gas-fitting licenses where applicable, sheet-metal licenses where applicable, EPA refrigerant certification, and all business and trade licenses required for assigned work.

• At least five (5) years of commercial, institutional, municipal, healthcare, higher-education, industrial, central-plant, or utility HVAC-R contracting experience.

• Sufficient licensed personnel, supervision, vehicles, tools, test equipment, and administrative support to perform concurrent assignments.

• Demonstrated ability to provide 24/7/365 emergency response.

• Three recent institutional references, including client, contact information, scope, value, and period of performance.

• Documented safety program and record appropriate to the work.

The University may give greater consideration to demonstrated experience with occupied campuses, central utility plants, boilers, chillers, cooling towers, steam and hydronic distribution, refrigeration systems, heat pumps, laboratory ventilation, building automation systems, temporary heating and cooling, decarbonization projects, or

Massachusetts public higher education facilities.

6. Response and Availability Requirements

Priority Acknowledgment On-Site Response

Emergency Within 30 minutes Within 2 hours, 24/7/365

Urgent Within 2 hours Within 8 hours

Routine Within 1 business day Within 2 business days or as scheduled

Planned As requested Per approved work plan

The Contractor shall maintain a continuously available emergency contact with authority to mobilize personnel and equipment. Failure to maintain required response capability may result in reassignment, suspension from the contractor pool, nonrenewal, or other contractual remedy.

7. Personnel, Supervision, and Subcontracting

• Designate an account manager, service manager, and 24-hour emergency contact.

• Provide competent supervision and appropriately licensed personnel for every assignment.

• Ensure personnel display company identification, complete required orientation, and comply with campus access and security requirements.

• Provide trained replacement personnel and maintain continuity of service.

• Obtain prior written University approval before subcontracting any portion of an assignment.

• Remain fully responsible for subcontractor performance, safety, licensing, payment, and compliance.

The University may reject, remove, or restrict any individual whose qualifications, conduct, safety performance, or work is unsatisfactory, subject to applicable law and contract terms.

8. Safety, Security, and Environmental Requirements

• Comply with OSHA requirements, NFPA 70, NFPA 70E, the Massachusetts Electrical Code, applicable building and fire codes, permit requirements, and University Environmental Health and Safety requirements.

• Follow lockout/tagout, arc-flash, energized-work, confined-space, fall-protection, hazard-communication, hot-work, and temporary-power procedures as applicable.

• Submit job hazard analyses, safety plans, outage plans, and energized-work documentation when requested.

• Protect occupants, University property, equipment, finishes, keys, access cards, and restricted information.

• Comply with site-specific rules established by the University, its construction manager, general contractor, owner’s project manager, or other authorized representative.

• Immediately report incidents, near misses, unsafe conditions, service interruptions, property damage, and environmental releases.

9. Permits, Codes, Inspections, and Shutdowns

The Contractor shall identify, obtain, coordinate, and close out permits and inspections required for assigned work unless the work order expressly assigns that responsibility to the University. Permit fees shall be treated as reimbursable costs only when authorized.

No shutdown, tie-in, energization, impairment, or interruption of electrical, life-safety, data, utility, security, or building systems shall occur without prior University authorization. The Contractor shall submit outage plans, sequencing, notifications, temporary service provisions, and restoration procedures when requested.

10. Prevailing Wage and Labor Compliance

The Contractor shall comply with Massachusetts prevailing wage and certified payroll requirements whenever applicable to an assignment. The University may issue assignment-specific wage schedules or other labor requirements. The Contractor is responsible for determining and maintaining compliance with all applicable wage, apprenticeship, payroll, and labor requirements and for ensuring subcontractor compliance.

11. Pricing and Allowable Charges

Proposers shall complete the pricing schedule in Appendix A. Rates shall include wages, benefits, payroll costs, overhead, supervision, ordinary hand tools, administrative expense, insurance, profit, and all costs not expressly identified as separately reimbursable.

• Separate straight-time, overtime, Saturday, Sunday, and holiday rates.

• Material markup applied to documented net contractor cost.

• Subcontractor markup applied to documented net subcontract cost.

• Equipment-rental markup applied to documented net rental cost.

• Separate rates for contractor-owned specialty equipment, if proposed.

• Emergency mobilization or minimum call-out charge, if any.

• No travel, mileage, fuel, delivery, administrative, or miscellaneous fee unless expressly accepted in the resulting contract or work order.

The University may negotiate lower rates or project-specific discounts, request backup documentation, audit costs, reject unreasonable charges, and establish not-to-exceed limits. Pricing shall remain firm for the first contract year.

Any later adjustment must be requested, documented, authorized in writing, and permitted by the contract and applicable law.

12. Work Order and Authorization Process

Only work authorized by an approved University representative may proceed. Each assignment may be authorized through a purchase order, written work order, not-to-exceed authorization, fixed-price agreement, emergency authorization, or other University-approved instrument.

• Scope description and location

• Applicable wage schedule and procurement conditions

• Labor classifications and estimated hours

• Material, equipment, subcontractor, permit, and allowance costs

• Schedule, phasing, shutdowns, and response requirements

• Not-to-exceed amount or fixed price

• Required deliverables and closeout documentation

The Contractor shall not exceed an authorized amount or materially change scope, schedule, staffing, materials, or method without prior written authorization. Unauthorized work is performed at the Contractor’s risk and may not be paid.

13. Assignment and Mini-Competition Procedures

When multiple contracts are awarded, the University may assign work using any method that best supports operational need, continuity, urgency, competition, and value. The University is not required to distribute work equally.

For planned or higher-value assignments, the University may request quotations or proposals from one or more awarded contractors. The University may consider availability, response, technical approach, qualifications, relevant experience, staffing, schedule, past performance, total cost, risk, continuity, and overall best value.

Emergency and continuity-sensitive work may be assigned directly when permitted.

14. Performance Standards and Quality Management

• Perform work in a professional, code-compliant, neat, complete, and workmanlike manner.

• Maintain orderly work areas and protect occupied spaces and University equipment.

• Coordinate daily activities, outages, access, and restoration with the University.

• Correct defective or nonconforming work promptly and at no additional cost when attributable to the

Contractor.

• Maintain accurate labor, material, service, testing, and closeout records.

• Meet response, schedule, safety, communication, and customer-service requirements.

The University may maintain contractor scorecards or assignment records for contract administration and future assignment decisions. Remedies may include corrective action, re-performance, invoice withholding for disputed or deficient work, reassignment, suspension, nonrenewal, or termination as permitted by the final contract.

15. Documentation and Closeout

• Daily field reports and time tickets signed by an authorized University representative when requested.

• Itemized material invoices, equipment receipts, and subcontractor invoices.

• Permit and inspection documentation.

• Test reports, commissioning records, infrared reports, and equipment settings.

• Updated circuit directories, labels, panel schedules, and device identification.

• As-built sketches, record drawings, operation information, and warranty documents when applicable.

• Waste disposal or recycling documentation when requested.

University payment approval does not constitute acceptance of defective work or waiver of contract requirements.

16. Proposal Submission Requirements

• Signed cover letter and offer.

• Company profile, legal name, address, years in business, and contacts.

• Licenses and registrations.

• Technical approach and emergency response plan.

• Staffing, supervision, geographic coverage, and available resources.

• Relevant institutional experience and three references.

• Safety program summary and record.

• Completed Appendix A pricing schedule.

• Completed Appendix B proposal compliance checklist.

• Evidence of insurance or ability to meet insurance requirements.

• Clearly identified exceptions or requested modifications.

17. Evaluation and Award

The University may evaluate proposals using the following framework and may revise final weights before issuance.

The University may request clarification, conduct interviews, verify references, request additional documentation, negotiate where permitted, or request best-and-final offers.

Evaluation Category Suggested Weight

Qualifications and relevant experience 25%

Institutional and technical experience 20%

Emergency response and staffing capability 15%

Technical approach and contract management 15%

Safety, quality, and documentation 10%

References and past performance 5%

Price and overall value 10%

The University reserves the right to award to one, multiple, or no proposers; establish categories or tiers of contractors; make partial awards; reject any or all proposals; waive minor informalities; and determine the award structure that best serves the University, subject to applicable law.

18. Insurance Requirements

Coverage Minimum Requirement

Commercial General Liability $1,000,000 per occurrence / $2,000,000 aggregate

Automobile Liability $1,000,000 combined single limit

Workers’ Compensation Statutory limits

Final insurance, additional-insured, waiver-of-subrogation, notice, and certificate requirements shall be established in the

University contract documents. The University may require higher limits or specialized coverage for particular assignments.

19. Contract Administration and University Reservations

The contract shall be administered by Salem State University, Capital Planning and Facilities. All requests, authorizations, approvals, invoices, and contractor communications shall be coordinated through authorized University representatives.

To the fullest extent permitted by law and the final procurement documents, the University reserves the right to:

• Reject any or all proposals and cancel or rebid the solicitation.

• Waive minor informalities or request clarification.

• Award by service category, geographic response capability, technical specialization, or other lawful basis.

• Add, suspend, reactivate, or remove awarded contractors as permitted by the contract and applicable law.

• Use University personnel, other contracts, statewide contracts, cooperative contracts, emergency procedures, or separate bids.

• Increase, decrease, defer, phase, combine, or cancel assignments.

• Negotiate assignment scope, schedule, staffing, and price where permitted.

• Require bonds, additional insurance, permits, wage schedules, security, testing, or project-specific terms for individual assignments.

• Audit records supporting time-and-material invoices and markups.

• Retain ownership of University-specific reports, record documents, schedules, and deliverables paid for by the University, subject to identified pre-existing intellectual property.

Appendix A - Bid Price Schedule - On-Call Electrical Repair, Maintenance

Proposer shall enter a rate or “Not Offered” for each item. Attach explanatory notes if needed. Rates are subject to the requirements of Section 12.

Labor Classification

Straight Time Overtime Saturday Sunday Holiday

Master Electrician $____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Foreperson $____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Journeyman Electrician

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Apprentice Electrician

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Project Manager / Estimator

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Additional Pricing Component Proposed Charge

Emergency mobilization / call-out $________________

Minimum billable hours, if any ________________ hours

Materials Documented cost plus ____%

Approved subcontractors Documented cost plus ____%

Approved equipment rentals Documented cost plus ____%

Bucket truck with operator $________ / hr

Lift or specialty equipment Describe: __________________________

Other proposed charge Describe: __________________________

Certification Item Proposer Entry

Legal Company Name

Authorized Representative

Title

Signature

Email

Phone Number

Date

Appendix A - Bid Price Schedule – Drain Cleaning

Proposer shall enter a rate or “Not Offered” for each item. Attach explanatory notes if needed. Rates are subject to the requirements of Section 12.

Labor Classification

Straight Time Overtime Saturday Sunday Holiday

Drain Cleaning / Jetting Operator

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Working Foreperson / Supervisor

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Licensed Plumber, when applicable

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Laborer / Helper $____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Project Manager /

Minimum billable hours, if any ________________ hours

Materials Documented cost plus ____%

Approved subcontractors Documented cost plus ____%

Approved equipment rentals Documented cost plus ____%

Service truck / drain-cleaning equipment $________ / hr

Combination jet-vac truck / vacuum truck / CCTV or specialty equipment

Describe: __________________________

Waste characterization / laboratory analysis Describe method and unit price:

Non-hazardous disposal Per ton / cubic yard / gallon / load: __________________________

Hazardous or otherwise regulated waste packaging and transportation

Describe basis and unit price:

Hazardous or otherwise regulated waste treatment / recycling / disposal

Documented receiving-facility cost plus ____%

Manifest / shipping documentation charge, if any $________________ per shipment / manifest

Regulated-waste allowance University-established allowance; invoice only documented authorized costs

Certification Item Proposer Entry

Legal Company Name

Authorized Representative

Title

Signature

Email

Appendix A - Bid Price Schedule -HVAC-R

Proposer shall enter a rate or “Not Offered” for each item. Attach explanatory notes if needed. Rates are subject to the requirements of Section 12.

Labor Classification

Straight Time Overtime Saturday Sunday Holiday

HVAC-R Service Technician / Refrigeration Technician

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Working Foreperson / Supervisor

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Licensed Plumber / Gasfitter, when applicable

$____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Apprentice / Helper $____ / hr $____ / hr $____ / hr $____ / hr $____ / hr

Project Manager /

Minimum billable hours, if any ________________ hours

Materials Documented cost plus ____%

Approved subcontractors Documented cost plus ____%

Approved equipment rentals Documented cost plus ____%

Service vehicle / recovery or evacuation equipment $________ / hr

Crane, rigging, lift, boiler, chiller, or specialty equipment

Describe: __________________________

Price Proposal Certification: The undersigned certifies that the prices submitted are complete, accurate, and inclusive of all costs except charges expressly identified and accepted by the University.

Certification Item Proposer Entry

Legal Company Name

Authorized Representative

Title

Signature

Email

Appendix B - Proposal Compliance Checklist

☐ Signed cover letter and offer

☐ Company profile and contacts

☐ Massachusetts licenses and registrations

☐ Technical approach

☐ 24/7/365 emergency response plan

☐ Staffing and supervision plan

☐ Relevant experience and three references

☐ Safety program summary

☐ Completed Bid Price Schedule

☐ Insurance evidence

☐ Exceptions and requested changes

Appendix C - Technical Proposal Forms

C-1 Proposer Information

Field Response

Company Legal name

DBA

Address

Primary Contact

Telephone / Email

Years in Business

Massachusetts offices / service locations

Parent Company, if any

C-2 Key Personnel

Name Role Employer Relevant Experience Certifications Availability

C-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

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

End of RFP.

COMMONWEALTH OF MASSACHUSETTS ~ STANDARD CONTRACT FORM

(Updated 6/30/20) Page 1 of 1

This form is jointly issued and published by the Office of the Comptroller (CTR), the Executive Office for Administration and Finance (ANF), and the Operational Services Division (OSD) as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications, the Commonwealth Terms and Conditions for Human and Social Services or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access published forms at CTR Forms:

https://www.macomptroller.org/forms. Forms are also posted at OSD Forms: https://www.mass.gov/lists/osd-forms.

CONTRACTOR LEGAL NAME:

(and d/b/a):

COMMONWEALTH DEPARTMENT NAME:

MMARS Department Code:

Legal Address: (W-9, W-4): Business Mailing Address:

Contract Manager: Phone: Billing Address (if different):

E-Mail: Fax: Contract Manager: Phone:

Contractor Vendor Code: VC E-Mail: Fax:

Vendor Code Address ID (e.g. “AD001”): AD .

(Note: The Address ID must be set up for EFT payments.)

MMARS Doc ID(s):

RFR/Procurement or Other ID Number:

___ NEW CONTRACT

PROCUREMENT OR EXCEPTION TYPE: (Check one option only)

__ Statewide Contract (OSD or an OSD-designated Department) __ Collective Purchase (Attach OSD approval, scope, budget) __ Department Procurement (includes all Grants - 815 CMR 2.00) (Solicitation

Notice or RFR, and Response or other procurement supporting documentation) __ Emergency Contract (Attach justification for emergency, scope, budget) __ Contract Employee (Attach Employment Status Form, scope, budget) __ Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope and budget)

___ CONTRACT AMENDMENT

Enter Current Contract End Date Prior to Amendment: , 20 .

Enter Amendment Amount: $ . (or “no change”)

AMENDMENT TYPE: (Check one option only. Attach details of amendment changes.)

__ Amendment to Date, Scope or Budget (Attach updated scope and budget)

__ Interim Contract (Attach justification for Interim Contract and updated scope/budget)

__ Contract Employee (Attach any updates to scope or budget)

__ Other Procurement Exception (Attach authorizing language/justification and updated scope and budget)

The Standard Contract Form Instructions and Contractor Certifications and the following Commonwealth Terms and Conditions document are incorporated by reference into this Contract and are legally binding: (Check ONE option): __ Commonwealth Terms and Conditions __ Commonwealth Terms and Conditions For Human and Social Services __ Commonwealth IT Terms and Conditions

COMPENSATION: (Check ONE option): The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00.

__ Rate Contract. (No Maximum Obligation) Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.)

__ Maximum Obligation Contract. Enter total maximum obligation for total duration of this contract (or new total if Contract is being amended). $ .

PROMPT PAYMENT DISCOUNTS (PPD): Commonwealth payments are issued through EFT 45 days from invoice receipt. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within 10 days __% PPD; Payment issued within 15 days __ % PPD; Payment issued within 20 days __ % PPD; Payment issued within 30 days __% PPD. If PPD percentages are left blank, identify reason: __agree to standard 45 day cycle __ statutory/legal or Ready Payments (M.G.L. c. 29, § 23A); __ only initial payment (subsequent payments scheduled to support standard EFT 45 day payment cycle. See Prompt Pay Discounts Policy.)

BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT: (Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications.)

ANTICIPATED START DATE: (Complete ONE option only) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations:

__ 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date.

__ 2. may be incurred as of , 20 , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date.

__ 3. were incurred as of , 20 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations.

CONTRACT END DATE: Contract performance shall terminate as of , 20 , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments.

CERTIFICATIONS: Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certifications, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable, and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract.

AUTHORIZING SIGNATURE FOR THE CONTRACTOR:

X: . Date: .

(Signature and Date Must Be Handwritten At Time of Signature)

Print Name: .

Print Title: .

AUTHORIZING SIGNATURE FOR THE COMMONWEALTH:

X: . Date: .

(Signature and Date Must Be Handwritten At Time of Signature)

Print Name: .

Print Title: .

Salem State University

352 Lafayette Street Salem, MA 01970 Accounts-payable@salemstate.edu

SSA

http://www.macomptroller.info/comptroller/docs/forms/contracts/StandardContractForm_Instructions.pdf http://www.macomptroller.info/comptroller/docs/forms/contracts/StandardContractForm_Instructions.pdf http://www.macomptroller.info/comptroller/docs/forms/contracts/CommonwealthTermsAndConditionsForHumanAndSocialServices.pdf http://www.macomptroller.info/comptroller/docs/TermsandConditions/IT%20Terms%20and%20Conditions.pdf https://www.macomptroller.org/forms https://www.mass.gov/lists/osd-forms https://www.mass.gov/law-library/815-cmr http://www.macomptroller.info/comptroller/docs/forms/contracts/CommonwealthTermsAndConditions.pdf http://www.macomptroller.info/comptroller/docs/forms/contracts/CommonwealthTermsAndConditionsForHumanAndSocialServices.pdf http://www.macomptroller.info/comptroller/docs/forms/contracts/CommonwealthTermsAndConditionsForHumanAndSocialServices.pdf http://www.macomptroller.info/comptroller/docs/TermsandConditions/IT%20Terms%20and%20Conditions.pdf https://www.mass.gov/law-library/815-cmr https://malegislature.gov/Laws/GeneralLaws/PartI/TitleIII/Chapter29/Section23A https://www.mass.gov/law-library/801-cmr

COMMONWEALTH TERMS AND CONDITIONS

Page 1 of 2. TC Issued 10/25/19

This Commonwealth Terms and Conditions form is jointly issued by the Executive Office for Administration and

Finance (ANF), the Office of the Comptroller (CTR) and the Operational Services Division (OSD) for use by all Commonwealth of Massachusetts (“State”) Departments and Contractors. Any changes or electronic alterations by either the Department or the Contractor to the official version of this form, as jointly published by ANF, CTR and OSD, shall be void. Upon execution of the Standard Contract Form these Commonwealth Terms and Conditions will be incorporated by reference. Performance shall include services rendered, obligations due, costs incurred, commodities and deliverables provided and accepted by the Department, programs provided or other commitments authorized under a Contract.