STATE 0000000502SL-01 rb.docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Facility HVAC Mechanical Equipment Inspection, Maintenance, and Repair Services

PROPOSAL DUE NO LATER THAN: August 10, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Ryan Bulinski

PHONE NO.: (573) 522 0001

EMAIL: Ryan.bulinski@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Office of Administration, Facilities Management, Design, and Construction Various Facilities throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

AMENDMENT #01 to STATE 0000000502SL

CONTRACT PERIOD: Effective Date of Contract Through One Year

PLEASE BE ADVISED OF THE FOLLOWING CHANGES AND CLARIFICATIONS:

1. Exhibit C, West Region Title has been REVISED

2. Exhibit C, Central Region Title has been REVISED

3. Exhibit C, North Central Region Title has been REVISED

4. Exhibit C, North Central Region, Ralls County has been DELETED

5. Attachment 1, Regional Map, has been REVISED

Vendors may review the revision(s) to the MissouriBUYS, powered by MOVERS electronic solicitation and the amendment document(s) at https://MissouriBUYS.mo.gov. You may be required to acknowledge the electronic amendment.

ATTENTION: IF YOU HAVE ALREADY SUBMITTED A RESPONSE TO THE SOLICITATION, ACCEPTANCE OF THE AMENDMENT AND RESUBMISSION YOUR SOLICITATION RESPONSE IS NECESSARY TO ENSURE THE STATE OF MISSOURI SUCCESSFULLY RECEIVES YOUR SOLICITATION RESPONSE.

Follow the instructions in the Reference Guide for How to Submit Response Online (https://missouribuys.mo.gov/media/pdf/movers-bid-response-instructions ) and outlined below if previously responded to the solicitation prior to the amendment issuance.

1) Log into MissouriBUYS, powered by MOVERS (https://missouribuys.mo.gov/).

2) Under Tasks click View Negotiations below Solicitations.

3) The Active Solicitations page will appear. Utilize the search filters and click on the Solicitation Number to open.

4) The Overview page will display. Click Create Response.

5) A Warning pop-up box will open. The supplier must click Yes to continue to view and acknowledge amendments.

6) The supplier should highlight the Amendment(s) and view the changes made via the amendment(s). Once the review is complete, select the Acknowledgement checkbox for each amendment and click Submit at the top right-hand corner of the page. NOTE: A Warning pop-up box will open if all amendments have not been acknowledged. Click Yes to continue.

7) A Confirmation pop-up box will open confirming amendments have been acknowledged. It will also warn that resubmission of the previously submitted response is necessary prior to response to the amendment. Click OK.

8) Supplier will need to click Create Response again and respond to the amended solicitation. NOTE: The Create Response step includes attaching the supplier’s response again.

STATE 0000000502SL Page 2

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Facility HVAC Mechanical Equipment Inspection, Maintenance, and Repair Services

PROPOSAL DUE NO LATER THAN: August 10, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Ryan Bulinski

PHONE NO.: (573) 522 0001

EMAIL: Ryan.bulinski@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Office of Administration, Facilities Management, Design, and Construction Various Facilities throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

Attachments (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the provision of Facility HVAC Equipment Inspection, Maintenance, and Repair services for the various facilities throughout the State of Missouri as set forth herein for the Office of Administration, Facilities Management, Design, and Construction (hereinafter referred to as “state agency”).

Minimum Experience Qualifications: There are minimum experience qualifications in the RFP (See Section 2.2, Minimum Experience Requirements in Section 2: Scope of Work).

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background Usage Information:

The Office of Administration, Division of Facilities Management, Design and Construction is responsible for maintaining assets and assisting state entities in meeting their facility needs for the benefit of the public through preventive maintenance and repair of the facility systems. The mission is to provide a superior workplace environment to assure health and safety for state occupants and their visitors and protect the state’s investments in property assets.

The State of Missouri is divided into six (6) regions for Facility HVAC Equipment Inspection, Maintenance, and Repair services. Each individual region has an assigned state agency contact person that the contractor will correspond with throughout the life of the contract.

Current and/or Previous Contract Information:

Current contracts exist for the services being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number STATE PURCHASE-FY25-0267-SL or the contract number(s) MS250267001 through MS250267006 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Pre-Proposal Teleconference:

Pre-proposal Teleconference Date and Time: A pre-proposal teleconference regarding this RFP will be held on Friday, July 31, 2026 at 1:00 p.m, Central Time. Vendors are encouraged to participate in the pre-proposal teleconference as it will be used as the forum for questions, communications, and discussions regarding the RFP, teleconference in order to ask questions and otherwise participate in the public communications regarding the RFP. The vendor should become familiar with the RFP and develop all questions prior to the pre-proposal teleconference in order to ask questions and otherwise participate in the public communications regarding the RFP.

Pre-Proposal Teleconference Agenda: The vendor should have a copy of the RFP for the pre-proposal teleconference since it will be used as the agenda for the pre-proposal teleconference.

Communication Prior to the Teleconference: The vendor is encouraged to review the RFP prior to the pre-proposal teleconference and may submit written communications and/or questions regarding the RFP, which reference the RFP paragraph numbers, to the buyer identified on page one. Such prior communication will provide the State of Missouri with insight into areas of the RFP which may be brought up for discussion during the conference and which may require clarification.

Communication During the Teleconference: During the pre-proposal teleconference, it shall be the sole responsibility of the vendor to orally address all issues previously presented to the buyer by the vendor, including any questions regarding the RFP or areas of the RFP requiring clarification.

Amendment to the RFP: Any modifications needed to the RFP as a result of discussions from the pre-proposal teleconference will be accomplished as an amendment to the RFP. Neither formal minutes of the pre-proposal teleconference nor written records of the questions/communications will be maintained.

Pre-Proposal Teleconference Special Accommodations: Vendors are strongly encouraged to advise the Division of Purchasing within five (5) state business days of the scheduled pre-proposal teleconference of any special accommodations needed for people with health conditions or impairments who will be participating in the pre-proposal teleconference so that these accommodations can be made.

Pre-Proposal Teleconference Dial-In Information: The vendor should contact the buyer from the Division of Purchasing as indicated on the first page of this RFP to obtain dial-in instructions. The vendor will be provided with a telephone number to dial and/or webinar information to access, in order to listen and participate in the pre-proposal teleconference. The vendor shall refrain from contacting anyone other than the buyer to obtain the dial-in information.

Building Tour:

Any vendor interested in scheduling an inspection of a building’s HVAC equipment to examine and assess the HVAC equipment and to determine any existing conditions and factors of the HVAC equipment that may affect the performance of the services required herein may contact the individuals listed on Attachment 2, Office of Administration, Division of Facilities Management, Design and Construction Buildings/Facilities List. All inspections must be completed five (5) business days prior to the close of the RFP.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall provide Facility HVAC Mechanical Equipment Inspection, Maintenance, and Repair Services for the Office of Administration, Facilities Management, Design, and Constructions (herein referred to as state agency) in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

The contractor shall serve as the primary, secondary, or tertiary contractor for Facility HVAC Mechanical Equipment Inspection, Maintenance, and Repair Services, as stated in the Notice of Award issued by the Division of Purchasing. The state agency will contact the primary contractor first for all services needed within a specific county. In the event the primary contractor is unable to provide the services needed, the secondary contractor shall be used to fulfill the needs of the state agency. In the event the secondary contractor is unable to provide the services needed, the tertiary contractor shall be used to fulfill the needs of the state agency.

When the state agency requests the contractor’s services, the contractor must indicate to the state agency if the contractor cannot provide services according to the state agency’s needs. The contractor shall make every effort to meet the needs of the state agency and the state agency shall document each instance of the contractor’s inability to provide the required services. If the contractor continually or consistently is unable to provide the required services, the Division of Purchasing may elect to change the contractor’s award status via contract amendment or cancel the contract.

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein.

Minimum Experience Requirements:

The contractor must meet or exceed the following minimum experience requirements at the time of proposal submission and for the duration of the contract:

The contractor must have at least five (5) years of experience, expertise, knowledge, and training in providing full-service HVAC, Chiller, Boiler maintenance, inspection, and repair services on similar types of equipment, with a similar scope of work, and with similar facilities to those included herein.

Team Qualifications:

The contractor shall include a contract manager to administer and perform the contract requirements. The contractor’s contract manager shall have at least five (5) years of direct experience with HVAC, chiller, and boiler maintenance, inspections, and repair services and at least two (2) years of management experience supervising HVAC Technicians. The contractor shall designate a Contract Manager who shall serve as the contractor’s contact and shall be the liaison between the contract and the state agency by no later than five (5) business days after authorization to proceed. The contractor’s Contract Manager shall (1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the state agency.

The contractor shall have at minimum two (2) HVAC Technicians on staff. Each of the contractor’s HVAC Technicians shall have at least three (3) years of experience installing, repairing, and maintaining heating, ventilation, and air conditioning (HVAC) systems.

The contractor shall understand and agree that the state agency reserves the right to request any of the contractor’s personnel assigned to provide the services be removed without just cause. The contractor shall understand and agree that the state agency will allow the contractor a reasonable time to find a replacement. The state agency shall approve all replacement personnel. The state agency reserves the right to require background checks and non-disclosure agreements (NDA) of selected contractor personnel, at the contractor’s expense.

Service Request Requirements:

Upon a service request by the state agency, the contractor shall arrive at the facility within three (3) hours of receiving the service request. The contractor shall respond via phone call, text, and/or email to service requests within thirty (30) minutes of receiving the request from the state agency.

The contractor shall provide services requested by the state agency in order to resolve issues with the covered unit to restore the normal equipment operation to acceptable condition as determined by the state agency.

Emergency Services - In the event of equipment failure or problem that threatens life, property, public health or public safety, the contractor should respond via phone call, text, and/or email to all state agency calls for emergency services within thirty (30) minutes of the contractor receiving the initial emergency call. The contractor’s HVAC Technician shall be onsite within two (2) hours to make repairs in response to the state agency’s request for emergency services.

The contractor shall provide 24-hour emergency phone numbers to the state agency personnel at the facility location.

The state agency will provide the contractor with the names of persons from the state agency who are authorized to request emergency service. In the event there is change to the contact list, the contractor will be notified by the state agency.

The contractor must have prior written approval from the state agency’s Service Level Manager (SLM) before working and assessing any overtime hours (before 7:00 AM, After 5:00 Monday through Friday) or weekend hours (Saturday and Sunday).

Unless the contractor and the state agency mutually determine that normal operation can only be accomplished through a repair, the contractor shall make every reasonable effort to restore normal operation during the response to a service request.

Inspection Requirements:

Upon the request of the state agency, the contractor must perform the inspection tasks as specified by the state agency at the time of the inspection request.

The timeframe for conducting any requested inspection shall be identified by the state agency when requesting such inspection.

The state agency representative shall have the authority to make spot inspections to ensure the contractor is properly providing inspection services with the requested inspection.

At the end of the inspection, the contractor shall provide the state agency with a written inspection report outlining the asset and location, condition of the asset, detailed findings including any deficiencies, problems, or areas of concern identified during the inspection, recommendations for repairs, maintenance or further evaluation recommended, signature and dates of inspector and contractor. The contractor’s technician that provided the inspection shall sign the written inspection report.

Repair Requirements:

As a result of normal wear and tear, and due to the life expectancy of various components, repair services may be required. For purposes of this document, repairs shall be defined as services to include but not limited to parts and labor to restore the normal operation to acceptable condition as determined by the state agency.

The contractor shall only provide repair services at the request of and with the prior written approval by the state agency.

In the event the state agency requests the contractor to provide repair service, the contractor shall provide the state agency with a guaranteed not-to-exceed total price or a recommendation for replacement/upgrade of the covered unit in its entirety, and a definite timeline for completing the repair or replacement/upgrade.

The guaranteed not-to-exceed total price shall be computed using the firm, fixed price per hour as stated on the Exhibit C, Pricing Page for repair, or the prevailing wage requirements (see section 3.17 and 3.18), if applicable, and the cost for the parts and materials plus the percentage of mark-up over the actual net cost for the parts and materials as stated on the Exhibit C, Pricing Page.

If the guaranteed not-to-exceed price is approved by the state agency, the contractor shall proceed with the approved repair services upon written Notice to Proceed by the state agency.

The contractor shall understand and agree that the state agency will have the right to approve or reject a guaranteed not-to-exceed total price and obtain the necessary repair services from another party as deemed to be in the best interest of the State of Missouri.

The contractor shall provide a detailed materials list and adequately describe all materials and services required to complete the repair service in order for the state agency to properly evaluate the suggested repair service and ensure compliance with the mandatory technical specifications of the covered unit.

Fabrication of Components – In the event a repair of a system requires the manufacturing or refurbishing of a component through a fabrication process, the contractor shall obtain the necessary fabrication from a third-party fabricator.

The contractor shall unconditionally guarantee all services, materials, parts, labor, etc. to be free from defects for a period of one (1) year from date of installation or performance of the service.

Parts Requirements:

The contractor shall furnish and install genuine original equipment manufacturer (OEM) replacement parts, made especially for the make of the covered unit on which they are to be installed, unless substitution is specifically approved by the state agency prior to installation.

The contractor shall complete all work in accordance with the National Electric Code, the American Standard Safety Code, International Building Code, and the National Fire Protection Association (NFPA) codes.

Safety Requirements:

The contractor must exercise precaution at all times to ensure the protection of persons and property.

The contractor shall maintain a company safety program that educates all technicians on the hazards associated with the performance of the services required herein, and compliance with the codes and regulations governing the work required herein.

The contractor shall comply with the provisions of all applicable federal, state, county and local laws, ordinances, regulations, and codes (including obtainment of any required permits or certificates) in the contractor’s performance, and all other applicable codes not specifically mentioned herein.

The contractor must guard or remove machinery, equipment, and all hazards in accordance with the safety provisions of the Manual of Accident Prevention in Construction, published by the Associated General Contractors of America, to the extent that such provisions are not in contravention of applicable laws.

The contractor shall comply with applicable requirements of the Occupational Safety and Health Act of 1970 and the latest revisions thereto.

The contractor shall ensure equipment is locked out before removing any guards. If work is being done during business hours, the contractor shall ensure effected employees or area supervisors are aware of the work being done.

The contractor must maintain good housekeeping practices in the performance of services. The contractor must keep covered unit pits, machine rooms, and penthouse clean and free of scrap parts, oily rags, combustible materials, and/or accumulation of debris of any kind.

The contractor must keep the exterior of all covered units and all other parts and equipment that are subject to rust or corrosion, properly painted, protected, and presentable at all times.

The contractor shall capture and recycle or dispose by environmentally safe methods all ozone depleting substances encountered during inspection/maintenance or repair of the applicable facility equipment and systems, in accordance with applicable regulations and codes.

Upon notification of an approved security clearance, the contractor must submit a photo of the approved personnel to fmdccontractorscreenings@oa.mo.gov. A photo captured with an iPhone is preferred; however, as a last resort, a clear copy of a driver’s license or other form of photo identification is acceptable.

Security Requirements:

The contractor shall prevent all unauthorized persons from entering the building and shall keep the building(s) locked while the contractor and the contractor’s personnel are on the premises.

The contractor and/or the contractor’s personnel shall only access an office suite at the time services are to be performed in that particular office suite.

The contractor and/or the contractor's personnel shall properly scan their identification badge before entering an office suite.

The contractor and/or the contractor’s personnel shall lock the door to the office suite upon exiting an office suite.

When the contractor and/or the contractor’s personnel leave the building, the contractor shall lock all doors and turn off lights. In addition, if the building contains security system(s), the contractor or the contractor’s personnel shall activate the system(s) according to state agency instructions in order to protect the security of the building.

The contractor shall be issued keys and/or access cards to all areas in which janitorial services shall be provided. The contractor must take care of and not lose any keys and/or access cards. In addition, the contractor shall not duplicate any of the keys and/or access cards issued to the contractor. If the evidence of duplication is ascertained beyond reasonable doubt, the State of Missouri shall have the right to immediately replace the locks and keys and charge the contractor for such replacement.

In the event the contractor or the contractor’s personnel assigned to perform services loses a key(s), the contractor must notify the state agency within one (1) working day from the date the loss is discovered. The contractor shall pay the state agency for the actual costs incurred for the replacement of all locks and keys, including keys held by the building tenants.

In the event the contractor or each of the contractor’s personnel assigned to perform services requires a replacement of an access card due to loss or damage, the contractor must notify the state agency within one (1) working day from the date the need is discovered. The contractor shall pay the state agency approximately $3.50 for each replacement access card beyond the first initial issued access card.

At the expiration, termination, or cancellation of the contract, any payments due the contractor shall be withheld until the contractor has surrendered all keys and/or access cards issued. In the event that all keys are not returned, the contractor shall pay the state agency for the actual costs incurred for the replacement of all locks and keys, including keys held by the building tenants.

Security Clearance: The contractor and its employees shall comply with the process for background checks and contractor ID badges found on the state agency’s website at: https://oa.mo.gov/facilities/facilities-operations/security-information/fmdc-contractor-background-and-id-badge . At least forty-five (45) working days prior to each individual employee providing services under this contract, the contractor must require the personnel to submit to a fingerprint-based background and check/criminal records screening (“background check”) through the Missouri State Highway Patrol.

Effective June 1, 2026, the state agency requires all forms to be submitted via the online application system and will no longer accept any other submission format for these required forms. The contractor shall submit a signed Missouri Applicant Fingerprint Privacy Notice, Authorization for Release of Information Confidentiality Oath, State Identification Badge Agreement, and a forward-facing photo with no headwear or face coverings and a solid neutral background for each contractor employee at least forty-five (45) working days prior to the expected project start date to initiate the background check process via FMDC’s website at: https://oa.mo.gov/facilities/facilities-operations/security-information/fmdc-contractor-background-and-id-badge.

All employees of the contractor approved by the state agency to work at a State facility must obtain a contractor ID badge from the state agency prior to beginning work on-site.

The contractor should contact the Office of Administration, Division of Facilities Management, Design and Construction at FMDCContractorScreening@oa.mo.gov with any questions.

The contractor shall be responsible for all costs associated with background checks of its employees.

The contractor shall notify its employees, that the Office of Administration, Division of Facilities Management, Design and Construction participates in the Missouri Rap Back and National Rap Back programs pursuant to section 43.540, RSMo; as such, Missouri State Highway Patrol, Central Records Repository, and the Federal Bureau of Investigations will retain the fingerprints submitted by each of the contractor’s employees, and those fingerprints will be searched again against other fingerprints on file, including latent fingerprints. While retained, contractor’s employee's fingerprints may continue to be compared against other fingerprints submitted or retained by the Federal Bureau of Investigation, including latent fingerprints.

The contractor shall notify its employees, that the Missouri State Highway Patrol will provide the results of the employee's background check directly to the Office of Administration, Division of Facilities Management, Design and Construction. The Office of Administration, Division of Facilities Management, Design and Construction will not release the results of the background check to the contractor nor provide the contractor any information obtained from a background check, either verbally or in writing.

After the results of the fingerprint-based background checks become available, the Office of Administration, Division of Facilities Management, Design and Construction must conduct an individualized assessment of each contractor’s employee’s results, considering the nature of the position, including the access the contractor’s employee would have, the seriousness of the offense, and how long ago the offense was committed. Available information about the contractor’s employee's behavior, including conduct underlying any arrest or any other that might tend to bring the personnel member into public disrepute or ridicule, or which may embarrass, offend, insult, or denigrate individuals or groups, or that may shock, insult, or offend the community, disrupt the workplace, or prejudice the reputation or image of the state, may be considered. The contractor shall be notified of the security clearance approval or denial.

The contractor shall understand and agree that the security clearance for each of its employees is valid for the duration of the contract, so long as the contractor's personnel are continually employed by the contractor. In the event the employee leaves the employment of the contractor, then is re-employed by the contractor at a later date, the employee shall submit to a new security clearance. In the event, the contractor hires personnel who had previously been employed by a different company; the employee shall submit to a new security clearance.

The contractor shall require its employees to report all arrests or convictions to the contractor immediately, and the contractor shall notify the state agency at FMDCContractorScreenings@oa.mo.gov within five (5) calendar days after the arrest or conviction.

In addition to the background check requirements set forth above, the contractor must receive approval from the Department of Corrections, Division of Probation and Parole and/or Department of Public Safety, Division of Alcohol and Tobacco Control for each of its employees that perform services in an area occupied by the Department of Corrections, Division of Probation and Parole and/or Division of Alcohol and Tobacco Control.

The state agency has the right to deny access to the building(s) and/or to request replacement of any of the contractor’s employees for any reason, including criminal and non-criminal conduct as set forth.

If the state agency determines, at its discretion, that any contractor’s employee should be denied access immediately, the state agency will notify the contractor, and the contractor must immediately take all appropriate steps to stop the employee from accessing the building. The contractor shall replace the rejected employee within fourteen (14) business days after the notification.

Identification Badges: The contractor and each of the contractor’s employees must obtain a Contractor Identification Badge from the appropriate Office of Administration, Division of Facilities Management, Design and Construction regional office. The contractor’s employees shall wear the Contractor Identification Badge at all times while working at each building.

The contractor will be notified by email from the state agency when the identification badge is ready. All state agency contractor employees statewide are required to pick up their own badges. It will no longer be allowed for a contractor, company supervisor, or co-worker to pick up badges for another individual. The contractor's employee must show their driver’s license or government – issued photo identification when picking up their badge, in addition to signing the badge out with the state agency.

Contractor employees more than 40 miles away from the processing badge office location may have their own respective badge mailed out directly to their personal address via certified mail. The respective badge office is not to mail the badges to the contractor’s business address. A signature is required upon delivery. The state agency will only mail the badge one time. If the badge is returned due to no signature, the contractor’s employee must pick up the badge from the processing badge office.

In the event the contractor or each of the contractor’s or its employees assigned to perform services requires a replacement of a state agency issued Contractor Identification Badge due to loss, damage, or name change, the contractor or its employee must notify the state agency within one (1) working day from the date the need is discovered.

Financial Records and Document Retention:

Retention of Records and Documents: Unless specified in writing as a shorter period of time, the contractor shall preserve and make available with no limitation all books, documents, papers, and records involving transactions related to the contract for a period of ten years from the date of the cancellation, expiration, or termination of the contract. Records and supporting documentation under audit or involved in litigation shall be kept for two years following the conclusion of the litigation or audit. During the contract period, access to these items shall be provided through a vehicle specified by the state agency. During the post contract period delivery and access to these items shall be at no cost to the state agency.

The contractor must maintain financial and accounting records and evidence pertaining to the contract in accordance with generally accepted accounting principles.

The contractor shall maintain all financial records, supporting documentation, and all other records pertinent to the contract for a period of five (5) years from the date of the final payment by the state agency or the completion of an audit, whichever is later, or as otherwise stated in the contract.

If any litigation, claim, negotiation, audit, investigation, or other action involving the records has been started before the expiration of the five (5) year period, the contractor shall retain the records until completion of such action and resolutions of all issues that arise from it or until the end of the regular five (5) year period, whichever is later.

If the state agency is subject to any litigation, claim, negotiation, audit, or other action involving the records, the state agency will notify the contractor in writing to extend the contractor’s retention period.

Electronic Funds Transfer, Invoicing, and Payment Requirements:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: The contractor shall submit an itemized invoice upon completion of services. Invoices shall be due by the last day of the month following the month in which the contractor provided services under the contract. The contractor shall perform the services prior to invoicing the state agency.

The contractor shall invoice the state agency on the contractor’s original descriptive business invoice form and submit the invoice to the following address:

Office of Administration Division Facilities Management, Design & Construction PO Box 809 301 West High Street, HST 730 Jefferson City, MO 65102

The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the RFP.

The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and should be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment.

The contractor shall not invoice federal or state taxes unless otherwise required under law or regulation.

Payment:

Payments are due upon receipt of a valid invoice, payable in thirty (30) calendar days. All invoices for equipment, supplies, and/or services purchased by the State of Missouri shall be subject to late payment charges as provided in section 34.055, RSMo.

The State of Missouri does not pay state or federal taxes unless otherwise required under law or regulation.

The State of Missouri assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the contractor's expense.

The contractor may obtain detailed information for payments issued for the past 24 months from the State of Missouri’s central accounting system (SAM II) on the Vendor Services Portal at https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx.

Inspection and Acceptance Specifications: For purposes of acceptance, no equipment, supplies, and/or services received by the state pursuant to a contract shall be deemed accepted until the state has had reasonable opportunity to inspect said equipment, supplies, and/or services.

All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected by the state. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

The State of Missouri reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

The State of Missouri's right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the state may have.

If the state agency denies a request by the contractor for payment, the state agency will provide the contractor…