RFQQ 1239699 HVAC SERVICES PART ONE FINAL.pdf

RFQQ 1239699 FINAL - 01.29.2020 – UWMC Int. 03.06.2020 Rev. 15 – 12.03.2025 (Logo updated 9/30/2025) Page 1 of 21

JULY 29, 2026 RFQQ No. 1239699

REQUEST FOR

QUALIFICATIONS & QUOTATIONS

PROJECT TITLE

HVAC PREVENTATIVE MAINTENANCE REPAIRS AND RELATED SERVICES

Workday Strategic Sourcing Event:

https://university-of-washington.us.workdayspend.com/rfps/1239699

UW Medicine is seeking proposals from qualified and experienced Bidders to establish a pool of qualified vendors to provide heating, ventilation and air conditioning (HVAC), preventative maintenance, repairs and related services at the Hospitals.

CONTENTS OF THE REQUEST FOR QUALIFICATIONS AND QUOTATIONS:

Section 1. INTRODUCTION

Section 2. GENERAL INFORMATION FOR BIDDERS

Section 3. INSTRUCTIONS FOR PREPARING RESPONSES

Section 4. TECHNICAL SPECIFICATIONS

Section 5. PROCUREMENT PROCESS

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SECTION 1 - INTRODUCTION

1.1 GENERAL DESCRIPTION OF UW MEDICINE

The University of Washington is an institution of higher education and an agency of the State of Washington. UW Medicine is an integrated clinical, research and learning health system compromised of multiple entities that are managed together as a health system. UW Medicine consists of the following component units: Harborview Medical Center and its associated clinics (“HMC”) as managed by UW pursuant to a Hospital Services Contract between the UW and King County; Fred Hutchinson Cancer Center, a separate entity that serves as the Cancer Center for UW Medicine (“FHCC”); the University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its associated clinics (“UWMC”); UW Physicians Network dba UW Medicine Primary Care (“UWMPC”); The Association of University Physicians dba UW Physicians (“UWP”); the University of Washington School of Medicine (“UW SoM”); and Airlift Northwest (“ALNW”) (each a “part of UW Medicine” and collectively “UW Medicine Component Units”).

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. For further information on UW Medicine, please see www.uwmedicine.org.

UW Medicine Hospitals participating in this RFQQ # 1239699 shall be as follows:

Harborview Medical Center and its Associated Clinics University of Washington Medical Center, operating at two separate campuses, Montlake and Northwest, and its Associated Clinics

Bidder shall agree that any other member of UW Medicine, as listed in the first paragraph above, may be eligible to join any Contract during the initial term or any extension term, resulting from this Request for Qualifications and Quotations upon that UW Medicine Component Unit’s agreement to each and every term of the resulting Contract by signed, written amendment.

1.2 INFORMATION ABOUT UW MEDICINE’S HEALTHCARE ORGANIZATION

University of Washington Medical Center operates as one hospital with two campuses since Jan. 1, 2020, when Northwest Hospital & Medical Center became part of the University of Washington Medical Center.

• UW Medical Center – Montlake Campus (formerly University of Washington Medical Center) is a 529-bed comprehensive medical care facility. It is ranked as the top hospital in the state by U.S. News & World Report. Areas of specialization include cardiology, high-risk pregnancy and neonatal intensive care, oncology, orthopedics and organ transplantation. UW Medical Center – Montlake is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

http://www.uwmedicine.org/

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• UW Medical Center – Northwest Campus (formerly Northwest Hospital & Medical Center) is a 281-bed community hospital and Level I Stroke Center located in North Seattle. It provides inpatient, outpatient and emergency services. Areas of specialization include neurosciences, childbirth and women’s health, cardiac care, geropsychiatry, cancer care, orthopedics and sports medicine, palliative and supportive care, multiple sclerosis and hernia specialty centers.

• Harborview Medical Center is a 540-bed safety-net hospital owned by King County and managed by UW Medicine. Harborview is the only Level I Adult and Pediatric Trauma Center for Washington, Alaska, Montana, and Idaho. Other areas of specialization include burn care, eye disease, HIV/AIDS, limb viability and re-implantation, neurosciences, orthopedic rehabilitation and reconstruction, stroke care, and vascular conditions. Harborview is one of the two major teaching hospitals for the UW School of Medicine and a site for significant clinical research.

• UW Physicians Network dba UW Medicine Primary Care is a network of freestanding, community based, ambulatory clinics serving neighborhoods around the greater Puget Sound area of Washington State.

1.3 PURPOSE

UW Medicine is seeking proposals from qualified and experienced Bidders to establish a pool of qualified vendors to provide heating, ventilation and air conditioning (HVAC), preventative maintenance, repairs and related services at the Hospitals.

1.3.1 UW Medicine may, at its sole discretion, review and assess the need to refresh the Vendor Pools periodically.

1.3.2 Purchase orders will be placed on an as needed basis.

1.3.3 No contract volume is guaranteed

1.3.4 Contract(s) resulting from this solicitation will be designated as “optional”

1.4 DEFINITIONS

Definitions for the purposes of this RFQQ include:

Apparent Successful Bidder (“ASB”) – The Bidder(s) chosen to provide the selected products or to perform the anticipated services subject to the completion of Contract negotiations and execution of a written Contract.

Contract – The Contract document awarded pursuant to this RFQQ, together with all incorporated schedules and exhibits, including the RFQQ, and the Response, and all amendments.

Contractor – Individual(s) or company(ies) whose Proposal has been accepted by the specific UW Medicine Hospitals participating in this RFQQ and is awarded a fully executed Contract.

Proposal – All material prepared and assembled by a Bidder which the Bidder submits in response to this RFQQ.

Revised Code of Washington (“RCW”) – All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

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RFQQ Response (“Response”) – Written response submitted to UW Medicine in accordance with the requirements of this RFQQ. The response shall include all written material submitted by Bidder(s) as of the date set forth in the RFQQ schedule or as further requested by UW Medicine and uploaded to the RFQQ Workday Strategic Sourcing (WSS) Event.

RFQQ Coordinator – The person named in this RFQQ as the RFQQ Coordinator, or the RFQQ Coordinator’s designee within UW Medicine Supply Chain (“UWMSC”). The RFQQ Coordinator shall be the sole point of contact within UW Medicine regarding this RFQQ for potential Bidders and other interested parties.

Statement of Work (“SOW”) – The response from the Bidder(s) outlining very specifically how Bidder(s) propose to complete the work or provide the product as outlined in Section 1.4 OBJECTIVES AND STATEMENT OF WORK. It will define what will be done or purchased, from whom, by whom and cost factors.

Washington UBI No. – A Unified Business Identifier (“UBI”) number is a 9-digit number that registers Bidder with several state agencies and allows Bidder to do business in Washington State. A UBI number is sometimes called a tax registration number, a business registration number, or a business license number. For additional information and how to apply for a Washington UBI number, visit the following website: http://bls.dor.wa.gov/faqlicense.aspx

Washington’s Electronic Business Solution (“WEBS”) – Washington State’s solicitation notification system for new events and event updates. UW Medicine encourages all Bidders to register with WEBS at https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

Workday Strategic Sourcing Event Platform (“WSS Event”) – Workday Strategic Sourcing Event is the primary platform for which UW Medicine conducts its solicitations. It is also where Bidder’s will submit its proposal along with any required attachments, worksheets, and completed questionnaires.

http://bls.dor.wa.gov/faqlicense.aspx https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips

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SECTION 2. GENERAL INFORMATION FOR VENDORS

2.1 RFQQ COORDINATOR

The RFQQ Coordinator or designee, shall serve as the sole point of contact for UW Medicine with respect to this procurement. Following the release of this RFQQ, all communications between Bidder(s) and participating UW Medicine Hospitals shall be directed exclusively to the RFQQ Coordinator as follows:

RFQQ Coordinator Name: Michael Bowker

E-Mail Address for questions: bowkerm@uw.edu

2.2 PROCUREMENT SCHEDULE – TENTATIVE

The Procurement Schedule identifies the anticipated dates and times for key procurement activities. It is the sole responsibility of each Bidder to periodically review the WSS Event link at (LINK TO EVENT) for any amendments or updates to this solicitation document.

Action Time Due Date

RFQQ posted on WEBS 2:00 PM Pacific Time

Wednesday July 29, 2026

Walkthrough – Harborview MC Gather at 8th Ave Entrance Lobby 325 9th Ave, Seattle, WA 98104

10:00 AM Pacific Time

Wednesday August 05, 2026

Walkthrough – UWMC Northwest Lobby by the coffee stand 1560 North 115th Street, Seattle, WA 98133 –

1:30 PM Pacific Time

Thursday August 06, 2026

Walkthrough – UWMC Montlake Lobby across from Front Desk 1959 NE Pacific St., Main Hospital, Seattle, WA 98195

11:00 AM Pacific Time

Thursday August 06, 2026

Bidder’s Questions due 2:00 PM Pacific Time

Friday August 14, 2026

UWM provides answers 5:00 PM Pacific Time

Friday August 21, 2026

Bidder’s Proposal due 2:00 PM Pacific Time

Friday September 04, 2026

Notification of Top Finalists included in Presentations

5:00 PM Pacific Time

Estimated Friday September 11, Top Finalists Best & Final Offer Presentation/Interview

TBD Week of September 21, 2026

Notification of Apparent Successful Bidder

5:00 PM Pacific Time

Wednesday September 30, 2026

2.3 VENDOR REGISTRATION

The Apparent Successful Bidder will be required to register and to be in good standing with UW

Medicine’s vendor management system prior to providing products or services and will be responsible for annual credentialing fees. UW Medicine’s vendor management system can be accessed at https://www.greensecurityllc.com/vendors/register/step1.

mailto:bowkerm@uw.edu https://www.greensecurityllc.com/vendors/register/step1

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For additional questions regarding the Bidder credentialing process, please contact Green Security at 866-750-3373, or email them at support@greensecurityllc.com. The Green Security customer service team will be happy to guide you through the transition. Hours of operation are Monday through Friday 8am – 5pm EST. For an overview of the process, here is also a video link to help you get started. https://youtu.be/1GyFnWPkWOw”.

How to register as a Bidder with Green Security and target UW Medicine facilities - YouTube

A video from Green Videos on YouTube provided by: https://www.youtube.com/

2.4 BIDDER ELIGIBILITY

Hospitals will check the eligibility of the Apparent Successful Budder(s) against the Dept. of Health and Human Services Office of the Inspector General (“OIG”) List of Excluded Individuals (“LEIE”) and the U.S. General Services Administration (“GSA”) System for Award Management (“SAM”) as part of the Contract evaluation process prior to execution of a contract.

2.4.1 FEDERAL BUSINESS STATUS DISCLOSURE

All Bidders, including any parent companies, subsidiaries, or entities operating under a “doing business as” (DBA) name, must disclose their current federal business status.

This includes:

• Active registration in the U.S. General Services Administration (GSA) System for Award Management (SAM).

• Disclosure of any current exclusions, suspensions, or debarments from federal programs, including the U.S. Department Health and Human Services Office of Inspector General (OIG) List of Excluded Individual/Entities (LEIE).

Failure to provide accurate and complete information may result in disqualification from the solicitation process.

2.5 BIDDER WALKTHROUGH

UWMSC may request participation by interested Bidders in an on-site walk-through of the proposed Scope of Work. Walkthrough will ensure all Bidders understand the RFQQ requirements prior to submitting a Response and have an opportunity to ask questions. All walk-throughs will be facilitated by the RFQQ Coordinator listed in Section 2.1. All interested Bidders must be accompanied at all times by a designated Hospital employee and/or UWMSC representative. Walkthrough details, if applicable, shall be included in the Scope of Work in Section 1.4 of this RFQQ.

2.6 QUESTIONS AND ANSWERS

Bidders must submit all questions regarding this RFQQ through the WSS Event Message Center.

All questions must reference the applicable RFQQ number and section number. Early submission of questions is encouraged. Responses to questions will be issued by amendment and posted to the WSS Event.

Bidders that did not receive notification of this RFQQ through WEBS are encouraged to register and maintain an active vendor profile in WEBS under all commodity codes relevant to the goods and/or services it provides, including the commodity codes listed below. Registration will help ensure that Bidders receive notice of future procurement opportunities that may be of interest.

mailto:support@greensecurityllc.com https://urldefense.com/v3/__https:/youtu.be/1GyFnWPkWOw__;!!K-Hz7m0Vt54!gHEU7uG9J_kRgXygfcd5IX4XL57gMH-5Cg2AGP8tp8ljBS06-h3c6OwQ8ykKXP0DKZcEEej1H78MO-M$

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• 936-48 - Equipment Maintenance And Repair Services For General Equipment

• 941-55 - Equipment Maintenance, Repair, And Related Services for Power Generation And Transmission Equipment

• 992-47 - HVAC System Testing, Balancing and/or Troubleshooting Services

Amendments to this RFQQ may be issued to address questions submitted during the inquiry period. Bidders will be notified through the WSS Event when an amendment is available for download following its issuance by UW Medicine.

The RFQQ Coordinator or designee is the sole point of contact for all matters related to this RFQQ. All communications must be submitted through the WSS Event Message Center; phone calls nor emails are permitted. If a Bidder requires additional information, the RFQQ Coordinator will coordinate with the Bidder and the participating UW Medicine hospitals to provide the requested information.

Unauthorized contact by Bidder, potential Bidder or Bidder’s representatives regarding this RFQQ with any other UW Medicine or University of Washington employee may result in Bidder’s disqualification.

2.7 RESPONSE SUBMISSION

Bidder(s) are responsible for allowing sufficient time to complete its registration, obtain access, upload Response materials, and submit its Response prior to the Proposal submission deadline stated in the solicitation documentation.

Bidder(s) are encouraged to upload materials well before the question and proposal due dates and confirm notification from the WSS Event that its Response has been successfully submitted.

The following shall apply to all RFQQ Responses:

2.7.1 The RFQQ Response must be uploaded to the WSS Event on or before the Response due date of this RFQQ as stated in Section 2.2 above.

Name of RFQQ

RFQQ #

Due Date

HVAC PREVENTATIVE

MAINTENANCE REPAIRS

AND RELATED SERVICES

1239699 Friday, September 4, 2026 at 2:00 PM Pacific Time

2.7.2 If Bidder’s do not complete all the required attachments and worksheets and update the

Response proposal as stated in this section, UWMSC shall not be responsible for incomplete bids.

2.7.3 To be considered responsive, Bidder must complete all information requested in this

RFQQ in their Response. RFQQ Responses that do not meet the requirements as stated in this section and in other sections of this RFQQ may be deemed non-responsive and shall not receive any further consideration

2.7.4 Late or incomplete Proposals may not be accepted. All Proposals and any accompanying documentation will become the property of UWMSC and will not be returned.

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2.7.5 Environmental Sustainability and Environmental Stewardship

UW Medicine understands that to improve the health of the public, it must also improve the health of the environment by addressing both sustainability and stewardship:

2.7.5.1 Environmental Sustainability

2.7.5.1.1 UW Medicine recognizes the impact climate change has on the health of the communities we serve. With its clinical, research and teaching missions, UW Medicine is uniquely positioned to deliver transformational care and train future generations of healthcare providers how to recognize and treat populations exposed to environmental threats such as heat, smoke, flooding, poor water quality and other extreme weather events;

2.7.5.1.2 UW Medicine must remain resilient in the face of climate change and mitigate the environmental footprint of its operations through waste reduction and diversion, energy and water conservation, sustainable procurement and a reduction in greenhouse gas emissions. UW Medicine’s commitments will be achieved in collaboration with its faculty, staff, learners, patients, public health experts and the healthcare sector, and will contribute to its health equity goals. UW Medicine makes this commitment in support of its mission to improve the health of all people;

2.7.5.1.3 UW Medicine encourages the purchase of environmentally friendly products that are made with post‐consumer recycled content, recyclable, energy efficient, and/or bio‐based products. In its commitment to support the purchase and use of such products, sustainability requirements shall be included in all contract solicitations. Suppliers will be required, upon request, to provide within a reasonable timeframe, information to enable an assessment, of their impact on the environment:

2.7.5.1.3.1 Environmental sustainability will be considered when awarding contracts. The Supplier shall prioritize environmental sustainability practices throughout production, distribution, and disposition of the product;

2.7.5.1.3.2 UW Medicine may give preference to products and

services that are produced, packaged, and delivered using materials and methods that have minimal harmful impact on the affected ecological systems.

To ensure compliance with these policies, all RFQQ Bidders are required to complete the Sustainability Questionnaire in the Worksheets section of the WSS Event.

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2.7.5.2 Environmental Stewardship

2.7.5.2.1 In support of the University of Washington Policy on Environmental Stewardship, UWMSC is committed to promoting environmental and socially responsible actions. To ensure compliance with these policies, all RFQQ Responses must be submitted to the WSS Event.

2.7.6 The Response must be completed by such individual(s) who have full authority from the

Vendor to enter into a binding Contract on its behalf.

2.8 INTERPRETATION, CORRECTIONS OR CHANGES IN RFQQ

Should a Bidder find any discrepancies in, or omission from, the specifications, or have doubt as to their meaning, the Bidder shall notify the RFQQ Coordinator through the Event Message Center at once, and in any case no later than the last day to submit written questions.

Only written amendments for any interpretation, correction or update issued by UW Medicine and posted to the WSS Event shall be binding.

2.9 MODIFICATION OR WITHDRAWAL OF RESPONSES

A Bidder may withdraw a Response or modify same at any time prior to the specified time and date set of the RFQQ closing. Such a request for modification or withdrawal must be communicated through the WSS Event Message Center.

Responses submitted orally, by telephone, or by facsimile (“FAX”) will not be accepted. Any Response marked “CONFIDENTIAL” will be rejected in its entirety.

2.10 ACKNOWLEDGMENT OF AMENDMENTS OF RFQQ

Receipt of all amendments to this RFQQ must be acknowledged by the Bidder on the Response Certification Questionnaire in the WSS Event.

2.11 OFFER ACCEPTANCE PERIOD

Bidder acknowledges that the submission of a Response in the Response Certification Questionnaire shall remain in effect for a minimum period of ninety (90) calendar days from the Response closing date unless otherwise indicated and is irrevocable.

2.12 REJECTION OF QUOTATIONS

All Responses will be reviewed by the RFQQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQQ. Bidder is specifically notified that UWMSC may reject a Response at any time as non-responsive for any of the following reasons:

2.12.1 Incomplete Response;

2.12.2 Submission of a Response that proposes products or services that deviate from the technical requirements set forth in this document;

2.12.3 Failure to comply with any part of this RFQQ or any exhibit included in this RFQQ;

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2.12.4 Submission of incorrect, misleading, or false information.

UWMSC expressly reserves the right to reject any or all Responses, or reissue an RFQQ.

UWMSC may waive irregularities in a Response, provided that, in the judgment of UWMSC, such action will not negate fair competition and will permit proper comparative evaluation of the Responses submitted. UWMSC’s waiver of an immaterial deviation or defect shall in no way modify the RFQQ documents or excuse the Bidder from full compliance with the RFQQ specifications in the event the Contract is awarded to that Bidder.

2.13 PREPARATION COST

UWMSC will not be liable for any costs associated with preparation and presentation of a Response submitted in response to this RFQQ.

2.14 QUOTATION PRICE

The prices submitted in the Response shall include all costs necessary for the full performance and completion of the Contract, including, without limitation, the provision of all materials, management, supervision, labor, and services, except as otherwise expressly stated in the Response. In the event of discrepancy between the unit prices and their extensions, the extended price will be adjusted accordingly. In the event of discrepancy between the sum of the extended prices, the total Response price will be adjusted accordingly. The Response price shall not include any allowance for Washington State sales/use tax.

UW Medicine will evaluate the total price for the basic requirements with any option(s) exercised at the time of award. Evaluation of option(s) will not obligate UW Medicine to exercise the option(s).

UW Medicine may reject a Response if it is materially unbalanced as to process for the basic requirements and the option quantities. A Response is unbalanced when it is based on prices significantly less than cost for some products or services and prices that are significantly overstated for other products or services.

2.14.1 Price Escalation

The prices shall not be increased during the initial term of the Contract. After the expiration of the initial term, rates may be increased by an amount negotiated and accepted in writing by both parties, not less than thirty (30) days prior to the proposed effective date of the price increase.

2.14.2 Price De-escalation

The Vendor agrees to reduce the contract purchase price at any time during the life of the Contract if the price declines at the market level, or the Vendor provides the same service to any State of Washington public agency or political subdivision at prices less than those set forth in the Contract. Such reductions will become effective at the time of the reduction and Vendor shall notify participating UW Medicine Hospitals in writing of such adjustment.

2.15 MOST FAVORABLE TERMS

Bidders shall provide their complete Response with the best and most favorable terms upon initial submission. UWMSC reserves the right to make an award without further discussions.

Evaluation of Responses will be made by full and fair consideration of all Bidders. During the evaluation process, personnel involved in the selection process, facilitated by the RFQQ Coordinator, may contact Bidders for clarification of technical points or interpretation of Response information.

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The negotiated Contract may incorporate some or all of the Bidder’s entire Response. The ASB should be prepared to accept that its Response may be incorporated in its entirety into the Contract. It is also understood that the Response will become part of the official UWMSC file on this matter without obligation to UW Medicine.

2.16 AWARD OF CONTRACT

UWMSC may award a Contract on the basis of initial Responses received, without discussion;

therefore, each initial Response should contain the Bidder’s best terms from a cost and technical standpoint.

Bidder agrees that any other UW Medicine Component Unit, as listed in Section 1.1 of this document, may join in this RFQQ by developing a Contract that follows the Terms and Conditions of this RFQQ or by written amendment to the resulting Contract signed by all parties to the Contract.

2.17 CONTRACT TERMS AND CONDITIONS

The submission of a Response herein constitutes the agreement of any Bidder that any Contract to be drawn as the result of an award herein shall be prepared by UWMSC. The submission of a Response shall further constitute the agreement of each Bidder that it will not insist on the use of standard contract agreements, documents, or forms, and that it waives any demand for the use of its standard agreements. A UWMSC Contract shall generally follow this

RFQQ.

The submission of a Response certifies that Bidder understands and accepts the Terms and Conditions of this RFQQ as well as UW Medicine General Terms and Conditions as stated in Section 7 of this RFQQ.

Any exceptions to the UW Medicine General Terms and Conditions and Exhibits in this RFQQ must be submitted with the Response. All exceptions must be submitted as “Track Changes” to Sections 6 – 11 of Part 2 for Goods and Services, citing each clause with which Bidder has an issue and/or would like to suggest alternative language.

In the event of any inconsistencies or conflicting terms and conditions in this RFQQ, such inconsistency or conflict shall be resolved by giving precedence in the following order:

2.17.1 Federal, state, or local laws or regulations;

2.17.2 The terms of this RFQQ;

2.17.3 The UW Medicine General Terms and Conditions;

2.18.4 UW IT Security Term, UW Cyber Liability Insurance and; UW Accessibility Rider (if applicable); and

2.18.5 UW Medicine AI Technology Rider (if applicable).

In the event that a Contract and/or purchase order is issued as a result of this RFQQ, any inconsistency or conflict shall be governed by the Order of Precedence specified in such Contract or purchase order, or, if none is specified, by the UW Medicine General Terms and Conditions Section 31. ORDER OF PRECEDENCE.

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Bidder may submit additional terms and conditions relevant to the business in response to this RFQQ. UWMSC will evaluate requested exemptions or additional terms and conditions proposed by Bidder and may accept or reject the same at its sole discretion. UWMSC reserves the right to exclude the Response from further consideration in the event of excessive exceptions or additional terms in the Response.

In the event Bidder does not submit exceptions to any of the terms and conditions or exhibits contained in the RFQQ, it shall be construed by UWMSC as the Bidder fully accepting and agreeing to the RFQQ language as is. Further changes to the same will not be allowed during the negotiation of the Contract.

2.18 CONTRACT PERIOD

Unless otherwise stated, the initial term of the agreement shall be for two (2) years with fixed and firm pricing, commencing on the effective date of the Contract.

At the Hospital’s sole discretion, the Contract term may be extended by three (3) additional two-year (2 year) and one (1) one-year (1-year) extension options not to exceed a total Contract term of nine (9) years. All extension options shall be mutually agreed upon by both parties by written amendment.

If applicable, UW Medicine reserves the right to extend the Contract on a month-to- month basis beyond the extension of the current Contract Term at the then current rate to facilitate establishment of a new Contract.

2.19 STATE AND FEDERAL CERTIFICATIONS

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all of its contracts by Minority and Women’s Business Enterprises (“MWBE”) firms certified by the Office of Minority and Women’s Business Enterprises (“OMWBE”) http://www.omwbe.wa.gov. Participation may be either on a direct basis in response to this RFQQ or as a Subcontractor to a Bidder.

However, unless required by federal statutes, regulations, grants or contract terms referenced in the Contract documents, no preference to MWBE firms will be included in the evaluation of Responses. No minimum level of MWBE participation shall be required as a condition for receiving an award and Responses will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the Contract documents will apply.

2.20 RESPONSE CONFIDENTIALITY

It is the intent to receive Responses in response to this RFQQ, at the time and place designated in Section 2.2 and 2.7. At that time, only the names of the Bidders submitting Responses will be released.

Bidder, as an express condition for UW Medicine’s consideration of its Response, agrees that all Responses received, with the exception of items therein which are public information shall remain confidential until the ASB has been announced. After announcement of the ASB, all documents submitted, as part of the RFQQ process are considered part of the public record as defined in Chapter 42.56 RCW and shall be available for any party upon request.

http://www.omwbe.wa.gov/

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Any information in the Response that the Bidder desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the non-disclosure of the Bidder’s document must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Bidder is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page.

Marking of the entire Response as “PROPRIETARY” will be neither accepted nor honored.

Washington State Law RCW 42.56.270 (1) allows an exemption from public disclosure for materials that contain “valuable formulae, designs, drawings, and research data when disclosure would produce private gain and public loss.” This is the only exemption granted by law that might apply to this acquisition; however, please be advised that Bidders will need to demonstrate that disclosure of their materials would produce both private gain and public loss.

If a request is made to view a Bidder’s Response, UWMSC will release the requested information. Prior to release, the University of Washington (“UW”) Office of Public Records will provide notice to Bidder(s) of the request and of the date that the records will be released to the requester unless Bidder obtains a court order enjoining that disclosure. If Bidder fails to obtain a court order enjoining disclosure, UW Office of Public Records will release the information on the date specified.

2.21 COMPLAINT PROCEDURE

The complaint process allows Bidder to focus on the solicitation requirements and evaluation process and raises issues with these processes early enough in the RFQQ process to allow UWMSC to correct a problem before Responses are submitted and time is expended on evaluations.

The complaint process shall meet the following minimum requirements:

2.21.1 Bidders will be given an opportunity to submit a complaint to UWMSC based on any of the following:

2.21.1.1 Solicitation unnecessarily restricts competition;

2.21.1.2 Solicitation evaluation or scoring process is unfair or flawed; or

2.21.1.3 Solicitation requirements are inadequate or insufficient to prepare a Response.

2.21.2 Bidders will be allowed to submit complaints up to five (5) business days prior to the bid response deadline. Complaints must meet the following requirements:

2.21.2.1 Must be in writing;

2.21.2.2 Must be sent to the RFQQ Coordinator or designee;

2.21.2.3 Must clearly articulate the basis for the complaint;

2.21.2.4 Must include a proposed remedy.

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2.21.3 RFQQ Coordinator or designee will respond to the complaint in writing;

2.21.4 Response to all complaints including any changes to the RFQQ will be posted as an amendment to the WSS Event;

2.21.5 RFQQ Coordinator will notify the UWMSC Manager of Contracting of all complaints and provide a copy of the complaint response to the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

2.21.6 Documented complaints may not be raised again during the protest period;

2.21.7 Complaint process does not include an appeal process.

2.22 PROTEST PROCEDURE

The protest process occurs after Responses are submitted and evaluated. This allows the Bidders to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the RFQQ or how the process was executed.

The protest process will meet the following requirements:

2.22.1 After the announcement of the ASB, Bidders may request a debrief in writing;

2.22.2 Bidders must request a debrief within three business (3) days after the ASB is announced;

2.22.3 Bidders are required to participate in a debriefing as a pre-requisite for submitting a protest;

2.22.4 Bidders will be given five (5) business days after the debriefing to file a written protest

2.22.5 The grounds on which a protest may be based are as follows:

2.22.5.1 A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

2.22.5.2 Errors in computing the scores;

2.22.5.3 Non-compliance with procedures described in the solicitation document or the

UWMSC protest process.

2.22.6 Protests must be submitted to the RFQQ Coordinator, the UWMSC Manager of Contracting and the System Director, UWM Strategic Sourcing;

2.22.7 The UWMSC Manager of Contracting will issue a response within ten (10) business days from the receipt of the protest, unless additional time is needed and submit a copy of the protest response to the System Director, UWM Strategic Sourcing. The protesting Bidder shall be notified in writing if additional time is required;

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2.22.8 The UWMSC Manager of Contracting’s decision is final. If the protesting Bidder does not accept the UWMSC Manager of Contracting’s response, a Bidder may try to seek relief from Superior Court.

2.23 PREVAILING WAGE

Contractor shall pay the prevailing wage rate, as applicable, for all trades required in the performance of the Scope of Work in Section 4.2 of this RFQQ as required by the State of Washington Prevailing Wages on Public Works Act (Chapter 39.12 RCW). Contractor shall be responsible for ensuring that any and all subcontractors pay prevailing wage rate, as applicable, according to RCW 39.12 and RCW 28B.10.350. The Contractor shall be responsible for filing of all necessary paperwork for the Department of Labor and Industries (L&I).

The Washington State Department of Labor and Industries publishes information regarding the prevailing wage program and prevailing wage rates on its agency website, available at https://lni.wa.gov./licensning-permits/public-works-projects/prevailing-wage-rates/. Prevailing rates to be paid on this project can be determined using https://secure.lni.wa.gov/wagelookup.

The Hospitals make no representation regarding the accuracy of any information published by the Department of Labor and Industries and does not accept liability for any inaccuracy in the published rate.

https://lni.wa.gov./licensning-permits/public-works-projects/prevailing-wage-rates/ https://secure.lni.wa.gov/wagelookup

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SECTION 3 - INSTRUCTIONS FOR PREPARING RESPONSES

3.1 GENERAL

To aid in the evaluation process, it is required that all Responses comply with the items and sequence as presented in paragraph 3.2 RFQQ RESPONSE OUTLINE. Paragraph 3.2 outlines the minimum requirements and packaging for the preparation and presentation of a Response. Failure to comply may result in rejection of the Response. The Response should be specific and complete in every detail, prepared in a simple and straightforward manner.

Bidders are expected to examine the entire RFQQ, including all specifications, standard provisions, and instructions. Failure to do so will be at the Bidder’s risk. Each Bidder shall furnish the information required by the RFQQ. It is required that Response entries be typewritten. Periods of time, stated in number of days, in this request or in the Bidder’s Response, shall be in calendar days.

Bidder must indicate acceptance and compliance with the information and instruction of this RFQQ by completing the Acknowledgements and Response Certification Questionnaires, in the WSS Event

3.2 RFQQ RESPONSE OUTLINE

3.2.1 Background and History: Describe the company, organization, officers or partners, number of employees and operating policies which would affect this Contract. State the number of years the organization has been continuously engaged in business.

3.2.2 Financial Stability: Attach a copy of the most recent annual financial statement or current Dunn & Bradstreet certification document.

3.2.3 Technical Approach and Methodology: Describe Bidder’s technical approach and methodology for accomplishing the described Scope of Work. The proposed approach and methodology should include a detailed work plan and schedule.

All information to be provided by UW Medicine as part of this plan needs to be specified including content, format and frequency.

3.2.4 Project Team and Management Structure: Identify proposed project team and management structure for providing the Scope of Work. This should identify roles and responsibilities, including Bidder expectations of participating UW Medicine Hospital(s)’ staff resources. Provide resumes of key professional staff to be assigned to the project and their level of commitment to this engagement.

3.2.5 Proposed Fees: Provide a cost proposal to accomplish the Scope of Work or provide the requested product.

3.2.6 Firm Experience and Firm Credentials: Provide evidence of Bidder’s experience in projects or providing products as described within this RFQQ.

3.2.7 References: Please list three (3) relevant references, a description of the engagement, professional fees, duration and date of completion, contact person, title, mailing address, telephone number and e-mail address.

Do not include any UW Medicine Hospitals or Clinics as references.

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• Ensure the email address for any reference provided in the Bidder’s Proposal is correct; and

• Inform each reference that UW Medicine has been provided with their information and they will receive a reference questionnaire from the RFQQ coordinator which we ask to be completed in the timeframe requested.

3.2.8 Bidder Exceptions: Describe and submit via a Word document any exceptions to the terms and conditions contained within the Attached Files – Goods & Services Event Sections 6 – 10. All such exceptions must be submitted using “Track Changes”. Add comments about the project or product that are of concern to the Bidder; and

UWMSC reserves the right to exclude the Proposal from further consideration in the event of excessive exceptions or additional terms in the Proposal.

3.2.9 Contract Management Information: Provide primary Contract Manager Contact name, mailing address, telephone number, and email address.

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SECTION 4 - TECHNICAL SPECIFICATIONS

4.1 GENERAL

UW Medicine is seeking proposals from qualified and experienced Bidders to establish a pool of qualified vendors to provide heating, ventilation and air conditioning (HVAC), preventative maintenance, repairs and related services at the Hospitals.

4.2 STATEMENT OF WORK

A. Qualifications and Minium Requirements

1. Shall have at least three (3) year’s experience working in a healthcare setting. This will reflect in the references not including UW Medicine Hospitals.

2. Shall provide onsite supervision and cleaning personnel who are properly trained, qualified, certified and equipped to perform the work in accordance with the most recent industry standards, requirements and certifications for at least three (3) years; and

3. Shall provide supporting documentation of such training and certifications.

B. Credentials

1. Shall have a minimum of four (4) certified technicians.

a. UW Medicine sites shall have one certified technician working in each Hospital;

b. One is required to have at least 10 years of refrigeration, HVAC and/or mechanical, and control experience;

c. Both technicians must have overall knowledge of all of UW Medicine equipment at each site;

d. Shall provide all technicians that are qualified to work on electrical systems; and

e. Shall provide at least one tech (1) on-call after-hours as needed.

C. Services

1. Shall provide preventative maintenance at a semi-annual or quarterly frequency at the request of the Facilities team;

2. Shall provide all materials, equipment and labor for HVAC, and refrigeration repairs as needed in a timely manner that avoids any disruption to Hospitals standard operations;

3. Shall repair equipment but is not limited to chillers, air handlers, cooling towers, split systems, supply fans, exhaust fans, pumps, package units, test and air balance (TAB) and forced air systems throughout the Hospitals and be committed to all obligations to meet the requirements of the Hospitals;

4. The equipment to be repaired is of various types of manufacturers;

5. Shall maintain and service all equipment described herein using certified technical level personnel; and

6. Shall not subcontract any of the work to any other company without direct approval from

Facilities;

7. Shall perform emergency repairs at any time;

8. Shall perform repairs and services to up-to-date standards as required for energy efficiency;

9. Shall provide project based work proposals with itemized pricing; and

10. Shall not charge for site walks to inspect and evaluate proposed projects.

D. Customer Service

1. Shall assign designated personnel and backups and their contact information for Hospitals to call during emergency situations; and

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2. Shall have a twenty-four hour, seven days a week (24/7) on-call service availability for emergency calls or other type of outages within a 30-minute returned phone call response.

E. Reporting and Communication

1. Shall notify the respective UW Medicine Facilities Manager at each site anytime the Bidder’s representative comes on site;

I. HMC – 206-744 6474 or 206 744-3441 II. UWMC Montlake – 206-598-4911

III. UWMC Northwest – 206-668-7620

2. Shall submit a full field service report, recommendations or concerns found including reported problems that may require action to be taken by Hospital’s dedicated contact personnel;

3. Shall provide “before and after” digital pictures of the project with timestamps; and

4. Shall furnish the final report and provide photos to Hospital’s contact personnel within seven (7) to ten (10) business days after clean-up, maintenance or repair work is completed.

F. Compliance

1. Shall repair and install that adhere to the best practices of repairs, installations, and services, to meet the most current and appropriate code upon completion of the work;

2. Shall meet all work according to Hospitals and industry standards including but not limited to all applicable Washington State Codes and Licensing, International Mechanical Code (IMC), American Society of Heating, Refrigeration and Air-Conditioning Engineers (ASHREA) Standards, National Fire Protection Association (NFPA) 90A;

3. Shall provide the most like for like equipment as requested by Facilities teams; and

4. Shall keep repairs and services to current system configuration.

G. Pricing

1. Bidder shall provide pricing for standard, overtime and holiday labor rates and the percentage mark-up on materials/supplies for such work in Attachment D (Hourly Rates Pricing).

2. Shall have itemized pricing (that includes parts and contracted hourly labor rates) for proposal-based work; and

3. Shall not charge for site walks to inspect and evaluate proposed projects.

4.3 INSURANCE REQUIREMENTS

The Apparent Successful Bidder is required to obtain insurance to protect UW Medicine should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Bidder or its Subcontractor(s), or their agents, while performing work under the terms of any Contract resulting from this solicitation.

Bidders will find a complete description of the specific insurance requirements in RFQQ Section 7 UW Medicine General Terms and Conditions #28.

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SECTION 5 - PROCUREMENT PROCESS

5.1 BIDDER LIST AND QUALIFICATION EVALUATION

After the established date for receipt of Responses, a listing of Bidders submitting Responses will be prepared and will be available for public inspection. Qualifications and Responses submitted by interested Bidders will be reviewed and evaluated based on the evaluation factors set forth in the RFQQ.

5.2 RESPONSE CLASSIFICATION

For the purpose of conducting discussions with individual Bidders, if required, Responses will initially be classified as:

A. Acceptable B. Potentially Acceptable C. Unacceptable

Discussions may be conducted, if required, with any or all of the Bidders whose Responses are found acceptable or potentially acceptable. UWMSC will establish procedures and schedules for conducting oral and/or written discussions.

5.3 BIDDER INVESTIGATION

UW Medicine will make such investigations as it considers necessary to obtain full information on the Bidders selected for evaluations.

5.4 EVALUATION PROCESS

A committee that consists of members from the participating UW Medicine Hospitals’ requesting departments and other areas of the participating hospital(s) will evaluate all acceptable Responses based on the criteria identified. Responses will be rated using a weighted point structure, and then ranked. The Response(s) receiving the highest rankings will be declared the ASB(s).

5.5 EVALUATION CRITERIA

The evaluation criteria are listed below:

5.5.1 Technical Approach and Methodology

Bidder’s approach to providing this product or service, timetable and work plan that addresses the specific technical specifications and information as described in Section 3.2.4.

5.5.2 Environmental Sustainability

Evidence of the Bidder’s commitment to sustainability as described in Attachment C - Sustainability Questionnaire and in Section 2.7.5.1. above.

5.5.3 Project Team and Management Structure

Experience and qualifications of the agency’s personnel as described in Section 3.2.5.

5.5.4 Proposed Cost / Fees

The compensation rate or product rate schedule for providing this product or service as described in Section 3.2.6.

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5.5.4 Firm Experience and Credentials

Vendor’s relevant experience and expertise in providing these services as described in Section 3.2.7.

5.5.5 References

The results of the references as described in Section 3.2.8

5.6 ORAL PRESENTATION FOR BEST AND FINAL OFFERS BY TOP FINALISTS UWM may elect to schedule oral presentations by top finalists for HVAC PREVENTATIVE MAINTENANCE REPAIRS AND RELATED SERVICES. The RFQQ Coordinator will contact the top finalists to schedule a date, time, and provide zoom meeting information for the presentations. Written commitments made by the top finalists, including their questionnaire responses to the best and final offers presented at the oral presentations, if any, will be considered binding. The oral presentation may determine the Apparent Successful Bidder for HVAC PREVENTATIVE

MAINTENANCE REPAIRS AND RELATED SERVICES.

5.7 FINAL OFFERS AND AWARD OF CONTRACT

In addition to the specifications stated in this RFQQ, the following award considerations shall apply:

5.6.1 The ability, capacity, and skills of the Bidder to perform the Contract or provide the service required;

5.6.2 The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;

5.6.3 The quality of performance of pervious Contracts or service;

5.6.4 The previous and existing compliance by the Bidder with the laws relating to Contract and services;

5.6.5 Such other information as may be secured as having a bearing on the decision to award the Contract.

The UW Medicine evaluation committee will rank the final Bidders for the project, giving due consideration to the established evaluation criteria.