Rockland PC (Peekskill) - HVAC #C203190 Bid Quote Sheet.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- 2139088
- Issued by
- Westchester County, New York
About this file
This is a Bid Quote Sheet for the New York State Office of Mental Health and Rockland Psychiatric Center, seeking a contractor to provide preventive maintenance services for HVAC, boiler, water treatment systems, and ancillary equipment at the Peekskill Clinic located at 1040 Main Street, Peekskill, New York. The scope of work includes quarterly, semi-annual, and annual preventive maintenance tasks for multiple equipment types including Air Handling Units (AHUs), heating and cooling units with direct expansion cooling coils, air-cooled condensing units, packaged terminal air conditioning units (PTAC), split system air conditioning systems, reheat coils, fan coil units, unit ventilators, belt-driven and direct-driven fans, domestic water heaters, pumps, boilers, chemical test kits, and water treatment systems. A mandatory site visit was scheduled for Tuesday, October 6, 2026, at 9:00 AM EST with registration required by October 5, 2026, at 3:00 PM ET. Bidders attending the site visit could submit questions by October 14, 2026, at 3:00 PM EST, with Questions and Answers to be posted by October 21, 2026. Bids were due by 3:00 PM EST on Wednesday, October 28, 2026. The contract term is five years.
The bid structure includes three components: preventive maintenance task subtotals for pages one and two, and time and material allowance subtotal for page three. The time and material allowance includes a fixed $10,000 annual material allowance for five years totaling $50,000, with estimated service hours for HVAC technicians (60 straight time and 8 overtime hours annually), boiler technicians (40 straight time and 8 overtime hours annually), water treatment technicians (24 straight time hours annually), and training (8 hours annually). All unit costs must be completed for each maintenance task, or the bid may be disqualified. Minority and Women Business Enterprises (MWBE) participation goals are set at 16 percent for Minority Business Enterprises and 14 percent for Women Business Enterprises, with Service Disabled Veteran Owned Businesses (SDVOB) participation goals at 6 percent. New York State Department of Labor Prevailing Wage Rates apply. No reimbursement is provided for travel time, travel expenses, mileage, or fuel costs. Material markup is fixed at 10 percent, and actual services performed determine invoicing. Bidders must attest to prevailing wage rate compliance, receipt of questions and answers, notification requirements for individuals with recent New York State payroll history, and readiness to accept electronic payments through the State Comptroller's system.
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Other files
| File | Type | Posted |
|---|---|---|
| C203190 - IFB Final 9.15.26.pdf | ||
| C203190 - BP Final 9.15.26.pdf |
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Text version
HVAC #C203190
| ATTACHMENT D - BID QUOTE SHEET: ROCKLAND PSYCHIATRIC CENTER #OMH01-C203190-3650547 |
| Provide Preventive Maintenance Service for the HVAC, Boiler & Water Treatment and Ancillary Equipment located at the Peekskill Clinic per Appendix D of the Contract. The FACILITY reserves the right to alter the scheduling of the services as necessary. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. |
Subcontractors Costing: The prices/rates quoted include all direct and indirect costs of any subcontractors, including those used to meet any stated M/WBE/SDVOB participation goals.
| Directions: 1) Insert the Unit Cost in the Unit Cost ($) column for each preventive maintenance service task listed (unless blocked); 2) The Annual Cost for each Contract Year, which is equal to the Bid Unit x Service Frequency per Year x Unit Cost will be calculated automatically; 3) The Total Amount (Years 1 – 5) for each preventive maintenance service task listed, which is equal to the total sum of the Annual Costs for each Contract Year (1 through 5) will be calculated automatically; 4) The Subtotal Bid for Preventive Maintenance Tasks, which is equal to the sum of the Total Amount (Years 1 – 5) column will be calculated automatically. | ||||
| Failure to follow these directions exactly may result in your bid being disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | ||||
| Page 1: Preventive Maintenance Services for the HVAC, Boiler & Water Treatment and Ancillary Equipment | ||||
| Item / | ||||
| Building 994 - Peekskill Clinic | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 |
| Unit Cost ($) | Year 1 | |||
| Annual Cost ($) | Year 2 | |||
| Unit Cost ($) | Year 2 | |||
| Annual Cost ($) | Year 3 | |||
| Unit Cost ($) | Year 3 | |||
| Annual Cost ($) | Year 4 | |||
| Unit Cost ($) | Year 4 | |||
| Annual Cost ($) | Year 5 | |||
| Unit Cost ($) | Year 5 | |||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Air Handling Units (AHU) | Quarterly PM | ||||||||||
| (No Pre-Filter Replacement) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Quarterly PM | |||||||||||
| (Single Final Filter Section Unit Replacement Only) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Annual PM | |||||||||||
| (No Final Filter Replacement) | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Heating & Cooling Unit (with Direct Expansion (DX) Cooling Coil) | Quarterly PM | ||||||||||
| (No Pre-Filter or Mesh Filter Section Service) | 4 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Quarterly PM | |||||||||||
| (Mesh Filter Section Service Only) | 3 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Quarterly PM | |||||||||||
| (Single Final Filter Section Unit Replacement Only) | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Semi-Annual PM | |||||||||||
| (Spring Seasonal) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Semi-Annual PM | |||||||||||
| (Fall Seasonal) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Annual PM | |||||||||||
| (No Final Filter Replacement) | 4 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||
| Air Cooled Condensing Unit (ACCU) - (PTAC Associated) | Annual PM | 3 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Page 1: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||
| Page 2: Preventive Maintenance Services for the HVAC, Boiler & Water Treatment and Ancillary Equipment | |||||||||||
| Please refer to the instructions above on Page 1 of the Bid Quote Sheet. The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. | |||||||||||
| Item / | |||||||||||
| Building 994 - Peekskill Clinic | Maintenance Task | Bid Unit | Service Freq. per Year | Year 1 | |||||||
| Unit Cost ($) | Year 1 | ||||||||||
| Annual Cost ($) | Year 2 | ||||||||||
| Unit Cost ($) | Year 2 | ||||||||||
| Annual Cost ($) | Year 3 | ||||||||||
| Unit Cost ($) | Year 3 | ||||||||||
| Annual Cost ($) | Year 4 | ||||||||||
| Unit Cost ($) | Year 4 | ||||||||||
| Annual Cost ($) | Year 5 | ||||||||||
| Unit Cost ($) | Year 5 | ||||||||||
| Annual Cost ($) | Total Amount |
(Years 1-5)
| Packaged Terminal Air Conditioning Units (PTAC) | Semi-Annual PM | 6 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Split System Air Conditioning System | Annual PM | 2 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Reheat Coils | One-Time PM Service | ||||||||||||||
| (Performed in Year 1) | 3 | 1 | $0.00 | $0.00 | |||||||||||
| Fan Coil Units, Unit Ventilators | Semi-Annual PM | 6 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Annual PM | 6 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Fans, Belt-Driven & Direct-Driven | Semi-Annual PM | 5 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Domestic Water Heaters (Electric) | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pump, Continuous Operation | Quarterly PM | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Pump, Seasonal Operation | Semi-Annual PM | 6 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Boiler, Non-Condensing, Gas-Fired | |||||||||||||||
| (Winter Use) | Semi-Annual PM | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Monthly PM | 1 | 5 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Semi-Annual Tune-up Service | 1 | 2 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Annual Inspection & Cleaning PM | 1 | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Chemical Test Kits - Boiler (Weekly Tests) | |||||||||||||||
| (LOT BY BLDG. - 1 Boiler) | Quarterly PM | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Water Treatment - Closed Loop (Hydronic) Hot Water System | |||||||||||||||
| (LOT BY BLDG. - 1 LOOP) | Quarterly PM | 1 | 4 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||
| Page 2: Subtotal Bid for Preventive Maintenance Tasks ($) | $0.00 | ||||||||||||||
| Page 3: Time and Material Rates | |||||||||||||||
| With respect to labor and material for repairs not covered under the routine maintenance (including emergency service), provide labor rate quote. If on-site emergency service is requested by the FACILITY, a CONTRACTOR Service Technician shall arrive on-site within two (2) hours of the FACILITY's request for an on-site CONTRACTOR Technician. Prior FACILITY approval is required for all repairs. Material markup will be fixed at 10%. Shipping costs are not to be included in the material markup. There is no reimbursement for travel time and/or travel expenses including mileage and fuel costs. | |||||||||||||||
| Straight Time is defined as an eight (8) hour day Monday thru Friday. Overtime includes all other times except hours/days indicated as Straight Time, i.e.: NY State Holidays, weekends, etc. | |||||||||||||||
| Directions: 1) Insert the Hourly Labor Rate in the Unit Cost ($) column for Straight Time, Overtime, and Training. Do not enter any pricing for the Material Allowance; 2) The Annual Cost for the Contract Year, which is equal to the Estimated Service Frequency per Year x Unit Cost is calculated automatically; 3) The Total Amount (Years 1 – 5) for Straight Time, Overtime, and Training for each Contract Year (1 through 5) is calculated automatically; 4) The Time & Material Allowance Subtotal which is equal to the sum of the Total Amount (Years 1 – 5) column (Total Material Allowance + Total Straight Time + Total Overtime + Total Training) is calculated automatically. | |||||||||||||||
| The Unit Cost for each item must be completed for each item listed (unless blocked). Do not leave any areas blank or the bid may be disqualified. Please be advised that only actual services performed may be invoiced at the Unit Costs quoted as per Appendix C of the contract. Bidders are bound by the Unit Costs provided and cannot be changed after the Bid Opening. | |||||||||||||||
| Item | Bid Unit | Est. Service Freq. Per Year | Year 1 | ||||||||||||
| Unit Cost ($) | Year 1 Annual Cost ($) | Year 2 | |||||||||||||
| Unit Cost ($) | Year 2 Annual Cost ($) | Year 3 | |||||||||||||
| Unit Cost ($) | Year 3 Annual Cost ($) | Year 4 Unit Cost ($) | Year 4 Annual Cost ($) | Year 5 | |||||||||||
| Unit Cost ($) | Year 5 Annual Cost ($) | Total Amount (Years 1-5) | |||||||||||||
| Material Allowance | LOT | 1 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $10,000.00 | $50,000.00 | ||
| HVAC Technician Straight Time | HRS. | 60 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| HVAC Technician Overtime | HRS. | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Technician Straight Time | HRS. | 40 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Boiler Technician Overtime | HRS. | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Water Treatment Technician Straight Time | HRS. | 24 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Training Rate | HRS. | 8 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||
| Page 3: Time and Material Allowance Subtotal ($) | $50,000.00 | ||||||||||||||
| Note: The material allowance and the number of straight time, overtime and training hours are estimated and are only used for purposes of determining the lowest responsible bidder and an estimated contract total cost. Payment will only be made on the actual number of hours for repairs and the cost of materials used. |
| Page 4: Bid Totals | |
| Directions: When finished, be sure to sign and date the bottom of the Bid Totals sheet. Only the signed original Bid Quote Sheet can be submitted with the proposal. | |
| Preventive Maintenance Task Sub-Total (Page 1) | $0.00 |
| Preventive Maintenance Task Sub-Total (Page 2) | $0.00 |
| Time and Material Allowance Sub-Total (Page 3) | $50,000.00 |
| TOTAL BID | $50,000.00 |
| When applicable, | |
| -The bidder’s signature below attests that they have reviewed the prevailing wage rates that apply to this solicitation. | |
| -The bidder’s signature below attests to the receipt and understanding of the questions & answers associated with this solicitation. | |
| -The bidder’s signature below attests that they will inform the OMH in writing of the name(s) of any individual(s) who will provide any service under the resulting contract who has not been off the New York State payroll for at a minimum of two years from the start date of the resulting contract. The bidder must notify the OMH of such individual(s) prior to the start of the contract or prior to that individual(s) providing any service in accordance with resulting contract. | |
| -The bidder’s signature below attests they have reviewed and understand the requirements stated in the IFB (section 17) and the OMH contract boilerplate (Appendix C) regarding the necessity to accept Electronic Payments for all invoices if awarded this contract, and certifies that it has already applied to participate in the State Comptroller’s Electronic Payment system, or will do so within 10 days of receiving notification of contract selection. | |
| -If award is to an individual: | |
| □ | The signature below attests that I have not been on the New York State payroll during the last two years. |
| OR | |
| □ | The signature below attests that I have been on the New York State payroll during the last two years and the N.Y. State Ethics Commission Approval Letter is attached. |
Name of Firm_______________________________________________________ Date _________________________
Authorized Representative (Print):_____________________________________ Authorized Signature________________________________________
&"Arial,Regular"ATTACHMENT D - BID QUOTE SHEET
ROCKLAND PSYCHIATRIC CENTER #OMH01-C203XXX-3650547
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