stockton RFP27-02HVACServices-Document.pdf

RFP 27-02

Heating, Ventilation, and Air Conditioning Services

Request for Proposal

Stockton University Office of Procurement & Contracting

Division of Administration and Finance

101 Vera King Farris Drive: Upper N-Wing Galloway NJ 08205 609.652.4325

TABLE OF CONTENTS

Section Page

Schedule of Events Timetable…………………….……………………………………. 3

Inquiries & Questions…………………….………………………………………………… 3

Required Procurement Documents………………………….....………………….. 4

Purpose and Intent………………………………………………………………………….. 5

Definitions………………………………………………………………………………………. 6

Project Introduction………………………………

Scope of Services………………………..……………………………………………………. 8

Contractor’s Warranty & Responsibilities…………………………………………. 12

Contractor Qualifications & Requirements……………………………………….. 13

Customer Service Requirements………………………………………………………. 14

Pricing & Payments………………………………………………………………………….. 16

Term of Contract & Termination Language……………………………………….. 18

Submission Requirements……………………………………………………………….. 19

Evaluation & Selection Criteria…………………………………………………………. 20

Submission Instructions……………………

Proposal Pages………………

References………………………………………………………………………………………. 24

Terms & Conditions………………………………………….……………………………… 25

Schedule of Events Timetable

• Advertisement Date September 14, 2026

• Pre-Proposal Meeting (see table below for details) September 18, 2026, at 10:00 a.m.

• Bidder Questions/Inquiries Due September 24, 2026

• University Responses Posted to Website (Addendum) September 29, 2026

• Submissions Due (see table below for details) October 15, 2026, at 2:00 p.m.

Note: All times and dates regarding this project are Eastern Time.

Pre-Proposal Meeting Information Proposal Opening Information

• Interested parties may meet in the Division of Facilities & Operations, building #70 (Meeting Room #1), located at 101 Vera King Farris Drive, Galloway, NJ 08205.

Attending the Pre-Proposal meeting is not mandatory but is strongly recommended.

• Interested parties may meet in Upper N-Wing Conference room (N123), located at 101 Vera King Farris Drive, Galloway, NJ 08205. If using the elevator, please use floor button #1.

• Attending the Bid Opening is not mandatory.

Galloway Campus Map Atlantic City Campus Map

In order to be considered for Contract award, all information must be received by the required date and time. Any RFP submission not received on time will be rejected.

Inquiries & Questions

Bidders may submit inquiries concerning this RFP. All inquiries or questions must be submitted via email, to RFP- Purchasing@Stockton.edu and should contain the RFP Project Title within in the subject line.

• All inquiries and questions submitted will be addressed as part of an Addendum, and posted on the Office of Procurement & Contracting website on the date indicated within the ‘Schedule of Events Timetable’ (located above on this page).

• Please limit inquiries to essential items in order to submit a viable submission in response to this RFP.

Requests for non-essential, or exhaustive information may receive a response of, “This information is not available.”

• Bidders are not to contact any other University Department or individual regarding this RFP.

Issues or concerns regarding opening or accessing documents on the website should be sent to:

Regina Rosenello Director of Procurement, Contracting and Risk Management E-mail: Regina.Rosenello@stockton.edu

Required Procurement Documents

The items below are Procurement documents mandated by State regulation and University policy. All documents listed must be received in order for the University to issue a Notice of Intent to Award and/or Contract.

Required Procurement Documentation & Vendor’s Checklist

Items # 1, 2 & 3 of this Checklist MUST be Included with Submission

Failure to Include Items 1, 2 & 3 with Submission Will Result in Rejection of Bidder’s Proposal

Proposal Page(s) (Do Not Modify the formatting of the Proposal Pages) Proposal Pages must be signed by a representative of the Bidder.

Please make every effort to include the Proposal Page(s) at the beginning of submission

2 Acknowledgement of Receipt of Addenda If any Addendum is issued, documents will be available on the Office of Procurement & Contracting website.

3 Ownership Disclosure

Items 4 – 16 of this Checklist Should be Included in Submission and Shall be Required Before Contract Award

4 Disclosure of Investment Activities in Iran

5 Certification of Non-Involvement in Prohibited Activities in Russia or Belarus

6 Non-Collusion Affidavit Must be notarized and include stamp/seal

7 Subcontractor Utilization Form

8 Source Disclosure Form

9 Disclosure of Investigations & Other Actions Involving Vendor Form

10 Employee or Relative Disclosure Requirement

Exhibit A: Mandatory EEO Language for Goods, Professional Services and General Service Contracts Please note, one of the following forms is required as evidence of Exhibit ‘A’ EEO Language.

Letter of Federal Affirmative Action Plan Certificate of Employee Information Report Employee Information Report Form AA-302 (Submission may be made on the New Jersey Treasury website)

12 Public Works Certificate Required by the Vendor, and must be valid at time of submission

New Jersey Business Registration Certificate Vendors should verify their NJ BRC on the Online Business Registration Certificate Service NJ Business Registrations must be valid prior to Contract award

14 Taxpayer Identification Request (W-9)

Proof of Ability to Obtain Required Insurance See Insurance section of this RFP for specifications; provided by Bidder.

Certificate of Insurance must name Stockton University & the State of NJ as additional insureds

Note: If “N/A” is included next to a document, it is not required for this RFP. An initial screening of all submissions will be conducted to determine overall responsiveness. Submissions determined to be incomplete or non-responsive will not be considered by the University.

PURPOSE & INTENT

• The intent of this RFP is to award a contract(s) to the responsible Bidder(s) whose proposal(s), conforming to this RFP, is most advantageous to the University, price and other factors considered. The University reserves the right to separately procure individual requirements that are the subject of the Contract during the Contract term, when deemed to be in the University’s best interest.

• The University reserves the right to reject any or all proposals or to award in whole or in part, or to one or multiple Bidders, if deemed to be most advantageous to the University, price, and other factors considered.

• Stockton University Terms and Conditions will apply to all contracts or purchase agreements made with the University. These terms are in addition to the terms and conditions set forth in this RFP and should be read in conjunction with them unless the RFP specifically indicates otherwise.

SUBMISSION INFORMATION

• Bidders shall follow the instructions contained in this RFP in preparing and submitting a response. Failure to abide by the instructions may cause the proposal to be deemed non-responsive and may be cause for rejection.

• The Required Forms, Addenda, Questions and Answers, and all other related items can be accessed by logging into the Office of Procurement & Contracting Vendor Portal. In addition to notice in accordance with N.J.S.A.

18A:64-65(b), the University will send email notifications pertaining to all addenda as related to this RFP to registered users.

UNIVERSITY BACKGROUND

• Stockton University is a public institution of higher education organized under the laws of the State of New Jersey. Since its founding in 1969, the University has grown into one of the nation’s top 100 public institutions. Stockton University is proud to offer the academic, technological, and cultural advantages of a large university, while staying true to its liberal arts roots and commitment to student success.

• Stockton University has more than 8,500 undergraduate and graduate students and over 700 dedicated faculty members. Stockton offers more than 160-degree programs across seven academic schools, along with continuing education and lifelong learning opportunities.

• Stockton University is firmly rooted in southern New Jersey, with campuses stretching from the 1,600-acre Galloway site in the Pinelands National Reserve to the Boardwalk in Atlantic City and instructional sites in Hammonton, Manahawkin, and the Coastal Research Center in Port Republic. As an Anchor Institution, Stockton collaborates with community partners, civic leaders, and industry stakeholders to meet workforce needs, expand educational access, and support economic and regional resilience.

• To learn more about Stockton University, please visit the following website: About Stockton

GENERAL DEFINITIONS

A. Addendum: Written revision to this RFP issued by the Office of Procurement & Contracting.

B. Affiliate: Any entity that (1) directly, indirectly, or constructively controls another entity; (2) directly, indirectly, or constructively controlled by another entity; (3) is subject to the control of a common entity. An entity controls another entity if it owns, directly or individually, more than 50% of the ownership in that entity.

C. All-Inclusive Price: A price that is all-inclusive of all direct and indirect costs, including, but not limited to, delivery, direct labor costs, overhead, fee or profit, equipment, materials, supplies, managerial support, documents, forms, reproductions thereof and any other costs. No additional fees or costs shall be paid by the University unless there is a change in the scope of work.

D. Amendment: A change in the scope of work to be performed by the Contractor after Contract award. An amendment is not effective until signed by the University’s Vice President for Administration and Finance and Chief Financial Officer, or designee.

E. Awarded Vendor: The Bidder issued a letter of Notice of Intent to Award resulting from this Bid solicitation.

F. Base Bid: The amount of money stated in the Bid as the sum for which the Bidder offers to perform the work; not including work for which alternate pricing is requested and submitted.

G. Bidder: The entity providing a submission in response to this Request for Proposal (RFP).

H. Change Order: An amendment, alteration, or modification of the terms of the Contract between the University and the

Contractor. A Change Order is not effective until it is signed and approved in writing.

I. Contract: The Contract awarded as a result of this RFP and shall consist of any addenda to this RFP, this RFP document

(including the University’s Standard Contract Terms and Conditions), the Bidder’s submission, Amendment(s), post award documents, including Change Orders, and the Contract incorporating these documents and signed by the Contractor, and the University’s Vice President for Administration and Finance and Chief Financial Officer or designee.

J. Contractor: The Bidder that is awarded a Contract resulting from this Request for Proposal (RFP).

K. Emergency: An occurrence or occasion affecting the health, safety, or welfare of occupants of University property, requiring immediate action, or delivery of materials or performance of work.

L. Evaluation: The process of the University examining Bidder’s Proposal and rating it based on pre-established criteria.

M. Firm: The entity providing a submission in response to this Request for Proposal (RFP).

N. General Contractor (GC): Main Contractor or prime Contractor is responsible for the day-to-day oversight of a construction site, management of vendors and trades, and the communication of information to all involved parties throughout the course of a building project.

O. Joint Venture: A business undertaking by two or more entities to share risk and responsibility for a specific project.

P. May: Denotes that which is permissible, but not mandatory.

Q. Must: Denotes that which is a mandatory requirement.

R. Notice of Intent to Award: Letter sent by the University to all participating Bidders, detailing the responsible Bidder(s) whose bid(s), conforming to the Request for Proposal, will be the most advantageous to the University, price and other factors considered.

S. Project: The undertakings or services that are subject to this Bid.

T. Project Specifications: Specifications, plans, drawings, and related documents developed by the University, architect, engineer, or other agency that provide detailed instructions on how the construction services are to be performed.

U. Proposer: The entity providing a submission in response to this Request for Proposal (RFP).

V. Request for Proposal (RFP): This document establishing the Project and Contract requirements and solicits submissions to meet the needs of the University.

W. Required Procurement Documents: May refer to materials either required by the University within a Proposal submission, or upon execution of a Contract resulting from this RFP. Items required at the time of submission cannot be modified or accepted after the established submission due date. Please refer to the ‘Required Procurement Documents’ table of this RFP for specific details.

X. Shall: Denotes that which is a mandatory requirement.

Y. Should: Denotes that which is recommended, but not mandatory.

Z. State: State of New Jersey

AA. Subcontractor/Subconsultant: An entity having an arrangement with the Contracted vendor, whereby the contracted vendor uses the products and/or services of that entity to fulfill some of its obligations under its Contract, while retaining full responsibility for the performance of all of its obligations under the Contract, including payment to the Subcontractor. The Subcontractor has no legal relationship with the University, only with the Awarded Contractor.

BB. University, The University or Stockton: Refers to Stockton University.

CC. Vendor: Either the Bidder or the Contractor.

-section of page intentionally left blank-

I. PROJECT INTRODUCTION

A. Stockton University is seeking proposals from qualified Bidders to provide heating, ventilation, and air conditioning (HVAC) services for all campus locations, on an as-needed basis.

B. Campus locations may include, but are not necessarily limited to the following:

1. Galloway, NJ (it is anticipated the majority of services will be on the Galloway campus)

2. Atlantic City, NJ (3711 Atlantic Ave., & 3701 Boardwalk)

3. Hammonton, NJ (30 Front Street)

4. Manahawkin, NJ (712 E. Bay Ave.)

5. Woodbine, NJ (610 Washington Ave.)

C. The intent of this RFP is to Contract with one Vendor, whose proposal, conforming to this RFP, is most advantageous to the University, price and other factors considered. The University emphasizes and values a committed relationship with its Contractors and requires quality and timely work to be performed in a professional and thorough manner.

D. IMPORTANT NOTICE - Bidder Evaluation: Bidders will be scored and ranked by a committee based on the evaluation and selection criteria established in this RFP. In order to be properly evaluated, Bidders are encouraged and should submit information relating to the stated evaluation and selection criteria. The University will evaluate Bidders based on the materials submitted within a Proposal. Failure to include information for a scoring category may result in zero points being awarded for that category. Bidders shall not rely on the University’s knowledge, history, or independent research for scoring assessment. For more information, please see the “Evaluation & Selection Criteria” section of this RFP.

II. SCOPE OF SERVICES

A. The scope of work performed under this RFP shall be for heating, ventilation, and air conditioning services on an as-needed basis. The HVAC services may be associated with, but are not limited to, mechanical systems, oil and gas burners, boilers, mechanical insulation, fire suppression systems, mechanical sheet metal, and dust collection systems.

B. The Contractor shall provide general service, installation, repair, disposal, and maintenance for a wide array of HVAC and related equipment. Services under this RFP may be performed but are not limited to the below is a list of HVAC equipment and categories. The list is for illustrative purposes only, and is not intended to be exclusive, or limiting.

1. All pipe work, including Torching, Cutting, Welding, soldering, brazing, pro-press

2. Duct Systems, all types including Sheet Metal work, Fiberboard, Fiberglass and Flexible Ducts

3. Geothermal components

4. Air Handler Roof-Top-Unit (RTU) all components including detectors, freeze-stats, etc.

5. Roof Curbing

6. Weather proofing outside units

7. Concrete pads for HVAC system components, such as air condensers

8. Oil/Gas Boilers

9. Oil/Gas Furnaces

10. Oil/Gas Burners

11. Blower motors

12. Heat Exchangers

13. Air Conditioners

14. Refrigerant Lines including refrigerant.

15. Split Systems

16. Heat pumps

17. Terminal Units

18. Balancing water flow

19. Balancing Air Flow

20. Flow Metering

21. Building Management Systems (BMS)

22. Pneumatic controls

23. Thermostats

24. Condensate lines including pumps.

25. Economizers

26. Expansion Valves

27. Evaporator

28. Condensers

29. Chillers

30. Cooling Towers

31. Hot/Cold water coils

32. Hot/Cold water piping

33. Gas Piping including in line components

34. Compressors

35. Boiler systems

36. Humidification

37. Dehumidification

38. Variable Frequency Drives (VFD)

39. Variable-Air-Volume (VAV) systems

40. Duct (Mechanical) Insulation

41. Pipe (Mechanical) Insulation

42. Duct collection

43. Exhaust Fans

44. Strobic Fans

45. Ice Machines

46. Environmental Chambers

47. Fume Hoods

48. Reheats

49. Return/Supply Registers

50. Filters

51. Louvers/Dampers

52. All miscellaneous fittings, flow/temperature sensors, valves, devices, and hardware

53. Testing/startup/training

54. Perimeter Heating

55. All HW/CW Return and supply lines

56. Booster Pumps

C. Service Requirements

1. Contractor should be familiar with and have experience in performing work and accommodating the needs of the University by mitigating hindrances and interruptions within an environment comprised of students, faculty, and staff.

2. All service costs are all-inclusive and must include, but are not necessarily limited to, all labor, setup, logistics, equipment, tools, delivery, travel time, vehicles, supervision, coordination efforts, insurance, estimates, profit and all other associated or incidental items necessary for the successful completion of the scope of work described in this RFP.

3. Contractor shall provide all equipment and tools necessary to perform services under this RFP.

Any equipment required by the Contractor to perform the services under this RFP shall be provided at no additional cost.

a. In rare circumstances, the Contractor may request and seek approval from University for additional costs related to specialized equipment. The University’s approval for the Contractor to charge additional costs for specialized equipment will only be applicable in situations where the equipment was not a reasonably foreseeable requirement to complete the scope of work under this RFP. In all instances where the Contractor is approved to charge additional fees for specialized equipment, the Contractor may only utilize direct pass-through costs (no profit) from the third-party vendor. The Contractor shall make requests, provide costs for specialized equipment, and receive approval from the University, prior to beginning any work. The University will not pay invoices for additional costs regarding specialized equipment without prior request, and approval.

b. If required, the rental of a mobile garbage bin by the Contractor will be accepted as a pass-through cost to the University. Mobile garbage bins shall not be included in the all-inclusive proposal pricing, as associated costs are permitted to be charged separately to the University.

4. Work areas shall be cleaned after work is complete, or at the end of each day, safe, and orderly.

Contractor shall remove all rubbish, waste, litter, tools, installation equipment and other foreign or surplus materials. Contractor shall remedy any stains, spills, and damage.

5. While on University property, Contractor shall ensure that safe and proper work methods and conditions from qualified personnel are being followed at all times.

6. Contractor shall adequately secure and protect tools, equipment, materials, and supplies. The University assumes no responsibility for any damage, theft, or negligent injury to the Contractor’s property, or to the property of any of its employees, agents, or subcontractors.

7. Proper Personal Protective Equipment (PPE) must be worn while performing work.

8. If applicable, Contractor shall be responsible for obtaining any permits or licenses (including application fees). Any associated costs can be charged to the University (please see the ‘Pricing Section’ below for further details).

9. Contractor shall provide proper protection of University property, including the surrounding work site from damage as a result of service, vehicles (tire ruts, oil stains, etc.), equipment, materials workmanship, etc. Any damage must be restored or repaired by the Contractor at no cost to the University.

10. University infrastructure components may have existing asbestos containing material (ACM). If the Contractor encounters asbestos or other harmful materials, work must stop immediately, and the University Project Manager must be notified. Abatement will take place prior to the continuation and completion of service.

11. Except as may be specifically permitted by through the Contract, the Contractor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Contractor’s personnel to perform any of the work required under this RFP, or assign any of its rights or obligations hereunder, without written consent of the University, which consent may be withheld at its sole discretion.

12. Services performed shall be under the charge and care of the Contractor until final acceptance by the University.

13. Contractor shall be responsible for all receiving, uncrating, assembly, and installation of all materials, and the removal of all debris, packaging, and equipment after work is completed.

14. All services shall be completed with best commercial practices and the highest standards of workmanship.

15. The University reserves the right to request, and obtain an estimate from the Contractor before authorizing any service and/or repairs. In no circumstance may the Contractor charge for estimates provided to the University, including any travel-time.

D. Service and Repair

1. The University is open year-round, and the Contractor shall have the capability of providing service 365 days a year/24 hours a day. The Contractor will be required to service all equipment year-round, unless otherwise agreed to by the University’s project representative.

2. Contractor must have a Commercial Food Service Equipment Association Certified Technician.

All service personnel must be properly licensed and certified per established industry standards.

E. Preventative Maintenance

1. The University is looking to ensure its equipment and infrastructure is working properly, extend its useful utility, and reduce unexpected breakdowns through the use of preventative maintenance services.

2. The Bidder should submit a general overview of its Preventative Maintenance services, and detail any key features, experiences, specialty equipment, etc. that would benefit the University.

3. The Contractor should provide preventative maintenance recommendations to the University during the Contract term. However, the final determination for preventative maintenance work will be at the University’s sole discretion.

4. For all projects, the University reserves the right to review the Contractor’s preventative maintenance checklists (scope of work) and make modifications that better match internal needs. The University will be permitted to request and receive preventative maintenance on all equipment or infrastructure.

F. Work Hours

1. All services under this RFP shall be performed (start through completion) during regular work hours, unless otherwise approved by the University.

2. If services are not performed during regular work hours, the Contractor shall utilize the applicable NJ Department of Labor and Workforce Development Prevailing Wage Determination schedule, in combination with the Contractor’s proposed ‘Regular Work Hourly Costs,’ to determine the rates for any shift differentials and overtime.

a. For Example: If second shift receives the regular rate plus an additional 10%, then the calculation for second shift work would be as follows: Contractor’s Regular Hourly Rate + 10% of Contractor’s Regular Hourly Rate.

b. Prevailing Wage Determinations, and additional information can be found on the Department of Labor and Workforce Development website.

III. CONTRACTOR’S WARRANTY & RESPONSIBILITIES

A. The Contractor shall provide manufacturer’s normal warranty, but shall guarantee all items against manufacturing, and installation defects for a period of at least one (1) year from the date of acceptance. Should a defect occur, the Contractor shall repair or replace any item at no charge to the University. Such repair or replacement shall be guaranteed by the Contractor for one (1) subsequent year. Contract expiration, or termination shall not release the Contractor of this obligation.

B. If any work is deemed unacceptable under Contract standards, as determined by the University, then the Contractor must take corrective measures within three (3) business days.

C. Any damage caused to University property by the Contractor shall be repaired/replaced to the satisfaction of the University by the Contractor at no cost to the University.

D. All equipment, parts, or supplies utilized under this contract shall be new, of first quality, and Original Equipment Manufacturer (OEM), unless otherwise agreed in writing by the University.

E. The Contractor is responsible for the quality, technical accuracy, timely completion, and delivery of all deliverables and other services to be furnished by the Contractor under the Contract. The Contractor agrees to perform in a good, skillful, and timely manner all services set forth in the Contract.

F. Contractor shall not shut down any equipment unless permission is obtained by the University’s Project Manager.

G. Contractor will be responsible for properly disposing of any materials removed or replaced.

H. The University reserves the right to make all final decisions to determine whether or not to proceed with any services.

I. Stockton reserves the right to retain any parts, or equipment which are replaced; this decision is at the sole discretion of the University. Equipment, or parts shall not be removed from the University without authorization from the University.

J. The Contractor shall, without additional compensation, correct, or revise any errors, omissions, or other deficiencies in its services, and deliverables furnished under the Contract. The approval of interim deliverables furnished under the Contract shall not in any way relieve the Contractor of fulfilling all of its obligations under the Contract. The acceptance, or payment for any of the services rendered under the Contract shall not be construed as a waiver by the University of any rights under the agreement, or of any cause of action arising out of the Contractor’s performance of the Contract.

K. The acceptance of, approval of, or payment for any of the services performed by the Contractor under the Contract shall not constitute a release, or waiver of any claim the University has, or may have for latent defects, errors, or other breaches of contract, including warranty, or negligence.

IV. CONTRACTOR QUALIFICATIONS & REQUIREMENTS

A. Work performed under this RFP is subject to the New Jersey Prevailing Wage Act (N.J.S.A. 34:11-

56.25 et seq). The Act requires the payment of minimum rates of pay to laborers, craftsmen, and apprentices employed on public works projects. Covered workers must receive the appropriate craft prevailing wage rate as determined by the Commissioner of Labor and Workforce Development.

1. Vendors interested in bidding on or engaging in any contract (or part thereof) for public work which is subject to the provisions of the Prevailing Wage Act must register with the Division of Wage and Hour Compliance as required by the Public Works Contractor Registration Act (PWCRA) N.J.S.A. 34:11-56.48 et seq., which establishes a unified procedure for the registration of contractors, and subcontractors engaged in public works building projects. Upon registration, the contractor, and/or subcontractor will be issued a certificate indicating compliance with the requirements of the Act.

2. A Contractor’s Public Works Certificate must be valid at the time RFP submission is due. No vendor, or subcontractor, shall engage in the performance of any public work, unless the vendor, or subcontractor is registered pursuant to the New Jersey Prevailing Wage Act.

3. Certified Payroll must be submitted for all work subject to the Prevailing Wage Act. Failure to submit certified payroll may result in a delay in payment, and grounds for Contract termination.

4. For information on Public Works Projects and Wage Rate Determinations, please visit the website for New Jersey Department of Labor and Workforce Development.

B. The Contractor should have corporate and institutional experience, preferably with institutions of Higher Education.

C. Contractor shall have sufficient staff, equipment, materials, and overall capability to meet the scope of this RFP, and to perform work on at least two (2) projects simultaneously.

D. The Contractor must have a minimum of five (5) years’ experience providing the goods and/or services listed in this RFP.

E. The Contractor agrees that it is an Independent Contractor and not an employee of the University.

As an Independent Contractor, the Contractor agrees to be responsible for any payroll or withholding taxes and workers’ compensation or other fringe benefits which may be required for it or its employees. It is further expected that the Contractor’s staff to be employed on this engagement will be of the number and experience level as to be commensurate with the level of service being provided.

F. Contractor shall provide all services in accordance with current state adopted codes, repair service laws and/or ordinances, and all rules and regulations concerning health, public and or other authorities controlling, or limiting the methods, and materials to be used, or the actions of those engaged in the work.

G. Contractor must hold a current License for any equipment and/or service(s) required by statute (if/where applicable) and a current business license. Proposing Bidder should submit a copy of any required licenses or certifications with submission.

H. Contractor must comply with all OSHA requirements, and regulatory requirements regarding safety standards at all times.

I. Proper personal protective equipment (PPE) must be worn while performing services.

J. All services provided under Contract shall conform to all requirements of all Federal, State, and/or local regulatory regulations.

K. Contractor, and all subcontractors (if applicable) must be registered in the state of New Jersey, including, but not limited to the NJ Business Registration.

V. CUSTOMER SERVICE REQUIREMENTS

A. Standard Operational Services

1. The Contractor must provide a primary account manager that will serve as the point of contact for all business-related matters. The primary account manager shall handle all Contract matters, and issues. The Contractor cannot redirect University employees to other Contractor representatives for resolution. Contact information, and a brief resume for the primary account manager should be included in the RFP submission for evaluation purposes.

2. The University is looking to build a working relationship with the Contractor and the Account Manager is required to directly respond to routine phone calls, emails, general issues, and concerns. Providing generic contact information such as ‘1-800’ numbers or general-purpose email addresses should be avoided.

B. Response Times

1. Contractor must guarantee acknowledgement of a service request from the University within six (6) hours for all non-emergency work on standard business days. If the request is sent to the Contractor on a weekend or holiday, the acknowledgement shall be made by 12:00 p.m. on the next standard business day.

2. Contractor must guarantee acknowledgement of a service request from the University within two (2) hours for all emergency work, on any day.

3. After acknowledgement of a service request, the University and Contractor will develop a schedule for the work to be performed. The Contractor must have reasonable availability to service the University’s account, inclusive of all campus locations.

C. Estimates & Invoicing

1. All estimates must contain detailed information that is representational of the pricing provided by the Contractor on the ‘Proposal Pages” of this RFP.

2. Contractor shall invoice the University based only upon the actual services performed, and billable expenses.

a. In the event that the Contractor submits an estimate, or if the University issues a Purchase

Order, containing costs in excess of the true scope of work, then the University will only make payment on the actual services performed, and billable expenses. All invoices submitted to the University shall reflect the actual scope of work. Under no circumstance shall the University issue payment based on an estimate, or invoice that is in excess of the work actually performed.

3. Separate invoices shall be submitted for each project, and billing shall occur in a timely manner.

4. Estimates to the University shall include, at a minimum, the following information with similar formatting (where applicable):

a. Material Costs: Cost to the Contractor + Percent Markup = Total Cost to the University

b. Service Costs: Number of Technicians + Hours worked = Total Cost

5. The University reserves the right to request that the Contractor substantiate material costs by providing invoices, or receipts detailing the purchase price from the original manufacturer/vendor. Failure to fulfill such a request may be considered a breach of Contract.

6. If the Contractor is quoting goods or services not accounted for as part of the pricing on the ‘Proposal Pages’ of this RFP, then the quote shall indicate that the cost is at a “negotiated rate”.

7. The University reserves the right to have the Contractor modify information supplied on quotes, or invoices in order to process orders and ensure contractual pricing is being followed.

8. Contractor shall provide electronic invoicing to a designated Stockton email address.

VI. PRICING & PAYMENTS

A. SERVICES: Pricing for services will be based on Regular Work Hourly Rates for Journeymen and Foreman for each year of award, over a total three (3) year time period.

1. For all services not performed during regular work hours, the Contractor shall utilize the applicable New Jersey Department of Labor and Workforce Development Prevailing Wage Determination schedule, in combination with the Contractor’s proposed ‘Regular Work Hourly Costs,’ to determine the rates for any shift differentials and overtime.

a. For Example: If second shift receives the regular rate plus an additional 10%, then the calculation for second shift work would be as follows: Contractor’s Regular Hourly Rate + 10% of Contractor’s Regular Hourly Rate.

2. It is the Vendor’s responsibility to price accordingly, accounting for annual adjustment increases for each Contractual year, and to remain in compliance with the New Jersey Prevailing Wage Act (N.J.S.A. 34:11-56.25 et seq).

3. Prevailing Wage Determinations and additional information can be found on the Department of Labor and Workforce Development website.

B. PREVENTATIVE MAINTENANCE: Pricing for Preventative Maintenance Services will be based on Regular Work Hourly Rates for each year of award, over a total three (3) year time period.

C. MATERIAL: Pricing for Material to the University will be based on a maximum percent increase of the material costs to the Contractor from a manufacturer/third party distributor. The proposed maximum percentage increase on material will remain unchanged for all Contractual years.

D. Specific dates for each Contractual year will be detailed and established within the Contract resulting from this RFP.

E. All pricing set forth in response to, or made part of any contract resulting from this RFP, shall be considered a maximum value. The Contractor may charge the University less than the proposed or Contractual pricing.

F. Contractor shall be required to visit campus locations and provide cost estimates for goods and/or services. Such services shall be included within proposal pricing, and at no additional cost to the University, travel-time included.

G. Costs are all-inclusive and must include, but are not necessarily limited to, all labor, setup, logistics, equipment, tools, software, delivery, travel time, supervision, coordination efforts, insurance, estimates, fuel, profit, and all other associated or incidental items necessary for the successful completion of the scope of work described in this RFP.

1. Any travel time (fuel included) for which a Contractor is obligated shall be considered as overhead and included within the all-inclusive pricing model based on the ‘Proposal Pages’ of this RFP. The University will not pay any additional fees for travel time by any employee, subcontractor, or affiliate of the Contractor.

H. In order to obtain pricing for evaluation purposes, the Bidder will need to complete the “Proposal Pages’ of this RFP. The ‘Proposal Pages’ are not meant be to be exclusive or exhaustive and serve for the purpose of expressing common goods and/or service needs. Additional goods and/or services may be purchased from the Contractor that are not specifically referenced, but are nonetheless reasonably part of the related scope of work and intent of this RFP and associated Contract. Costs for these services will be at a negotiated rate between the Contractor and the University. The Contractor shall make an effort to keep pricing consistent and within reason of other similarly priced items or services.

1. The University’s issuance of a Purchase Order shall serve as the official acceptance for any negotiated rates under this RFP for that specific order only. No negotiated cost shall be assumed to be accepted by the University for future orders.

I. If applicable, the Contractor shall be responsible for securing and paying for all necessary permits, including application fees, where applicable and requested by the University. The Contractor will be reimbursed for permit and application costs on an as needed basis. Permitting costs are therefore not a component of the all-inclusive pricing structure and shall not be factored into the all-inclusive price.

J. All pricing in the submission (including the Proposal Page(s) of this RFP) must be typed or written in ink. Any price change (including "white-outs") must be initialed. Failure to initial next to price changes shall preclude a Bidder from Contract award.

K. All pricing submitted for this RFP must remain constant for the duration of the contract resulting from this RFP. No increases to the proposed pricing model will be allowed.

L. If the Bidder puts a zero (0) on an item on the ‘Proposal Pages,’ the University conclusively deems that price to be zero and that the Bidder is offering the item to the University at no cost. Any other notations, such as “N/A” or a blank unit price will be interpreted as an item which the Bidder cannot supply, or deliver and therefore, may result in the submission being deemed non-responsive.

M. Pricing will not be based on any minimum amount of goods and/or services to be performed and the University makes no guarantee of volume.

N. Pricing must be all inclusive. Delivery costs are the responsibility of the awarded vendor and must be included in the proposal pricing. The University will not pay separate shipping costs in addition to the product prices offered. All delivery for goods must be FOB destination, unless expressly specified otherwise by the University. In the event of damage, shortage, or other loss resulting from shipment to any Stockton facility by the carrier, any claim for such damage, shortage, or other loss shall be a matter between the Firm and the carrier.

O. Bidder proposal, including pricing, must remain valid for no less than sixty (60) days from the submission due date. If awarded, Vendor agrees not to raise any price(s) for the duration of the Contract, except as allowed by the Contract.

P. All costs must be detailed on the ‘Proposal Page’ of this RFP in the format provided. Any edited or dissimilar formats may be rejected. Please do not modify the Proposal Page(s) of this RFP. The data should be entered as requested and any changes may result in rejection of submission.

VII. TERM OF CONTRACT & TERMINATION LANGUAGE

A. The anticipated contractual period will be for an initial one (1) year period with the option to renew for two (2) additional one-year terms.

1. The specific start and expiration dates will be established in the Contract resulting from this

RFP.

B. Termination for Convenience

1. Notwithstanding any provision or language in a contract resulting from this offering, the University may terminate this contract at any time, in whole or part, for convenience upon no less than thirty (30) days written notice to the awarded vendor.

C. Termination of Contract for Cause

1. Where an awarded vendor fails to perform or comply with a contract or a portion thereof, the

University may terminate the contract, in whole or part, upon thirty (30) days’ written notice to the Contractor with an opportunity to respond; and

2. Where in the reasonable opinion of the University, Contractor continues to perform a contract poorly as demonstrated by e.g., formal complaints, late delivery, poor performance of service, short-shipping and there has been a failure on the part of the vendor to make progress towards ameliorating the issue(s) or problem(s) set forth in the complaint, the University may terminate the contract, in whole or in part, upon thirty (30) days’ notice to the vendor with an opportunity to respond.

D. Termination for Non-Appropriation of Funds

1. The University shall not be obligated to the Contract for any future renewal period until funds are appropriated. In the event funding appropriation is not approved, the University may, upon written notice, terminate the Contract in whole or in part and without penalty or expense to the University. The effect of such action shall terminate the Contract on the last day of the contractual period for which appropriations were made and approved.

E. In cases of emergency, the University may shorten the time periods of notification, and may dispense with an opportunity to respond.

F. In the event of termination under this section, the vendor shall be compensated for work performed in accordance with the Contract, up to the date of termination. Such compensation may be subject to adjustments.

VIII. POST AWARD

A. Upon review and analysis of submissions, the University may declare one or more Awarded

Vendors through the a “Notice of Intent to Award.” The Awarded Vendor(s) may receive a Contract with a request to review terms, deliverables, costs, and the University’s expectations in general.

The Awarded Vendor(s) will be able to address any Contract questions or concerns at this time. If the Awarded Vendor(s) does not receive a Contract within seven business days of award, please email RFP-Purchasing@stockton.edu for an update.

1. Any Vendor that is issued a “Notice of Intent to Award” must provide all requested items detailed on the ‘Required Procurement Documents’ table of this RFP. The Awarded Vendor shall provide all procurement documents within 10 business days of request (excluding Federal Holidays). Failure to provide any required documentation may result in the Awarded Vendor being removed from consideration, at the University’s sole discretion.

-section of page intentionally left blank-

IX. SUBMISSION REQUIREMENTS

A. In order to be considered, Bidders must submit a complete response to this RFP.

B. Submission should be presented in a straightforward, concise, and clear manner so that it can be easily comprehended and understood. The University highly prefers submissions in PDF format and as a single file (not conforming to this preference will not affect evaluations). Every effort should be made to avoid duplicating the information presented in the submission.

C. Submissions should not contain Uniform Resource Locators (URL) or web addresses. The internet contains dynamically changing content, and any inclusion of a URL or web address is indicative of potentially changing information. Inclusion of a URL or web address implies that the RFP’s content changes as the referenced web page changes.

D. Each team’s RFP should be organized by distinct sections corresponding to the ‘Evaluation & Selection Criteria’ and ‘Required Procurement Documents’ and in the same order as listed below:

E. Submission Format Submission should include a Table of Contents, identifying the following sections in the table below.

Firms should provide detailed information for each scoring category for evaluation purposes:

In order to be properly evaluated, Bidders are encouraged and should submit information relating to the evaluation and selection criteria detailed in this RFP. The University will evaluate Bidders based on the materials submitted within a Proposal. Failure to include information for a scoring category may result in zero points being awarded for that category. Bidders shall not rely on the University’s knowledge, history, or independent research for scoring assessment. For more information, please see the “Evaluation & Selection Criteria” section of this RFP on the following page.

Section Section Title

Section 1 Proposal Page(s) / Pricing

Section 2 Firm + Key Personnel Experience, Qualifications & References

Section 3 Ability to Meet the Needs of the University

Section 4 Any additional/supplementary information the firm would like to submit for consideration

Section 5 ‘Required Procurement Documents’ (see page 4 of this RFP for a list of the required documents)

Evaluation and Selection Criteria

Selection of the Awarded Vendor(s) shall be based solely on the Review Committee’s evaluation of the submissions and criteria set forth below in the “Evaluation & Selection Criteria” table. The University reserves the right to interview, and/or hold presentations with the respondents or request written responses regarding a proposal. The University also reserves the right to negotiate the terms and conditions of the contract. In addition, the University reserves the right to suspend or terminate the procurement process described in this RFP at any time (in its sole discretion). If terminated, the University may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

Submission of a Proposal against this RFP is your acknowledgement that subjective criteria will be used in the evaluation of proposals. An award shall be made to the responsible Bidder that is determined to be the most advantageous to the University, price and other factors considered. By responding to this RFP, Bidder acknowledges and consents to the conditions set forth herein relative to the submission review and consideration of Proposal.

The University may request that a Bidder clarify any information contained in its Proposal. A request for clarification may be made in order to resolve minor ambiguities, irregularities, informalities, or clerical errors.

Clarifications cannot correct any deficiencies or material omissions. Bidder is required to provide a written response to such requests. A request for clarification by the University shall not be construed to imply acceptance or rejection of a Proposal. Comments regarding other Proposals are not permitted, and Bidders may not attend interviews or presentations made by competitors.

The award of this RFP will be based upon a review and analysis of all submissions to determine which Proposal(s) best meets the needs of the University. The Evaluation Committee will review and score Proposals based on the points-earned matrix, as detailed in the table below:

Evaluation & Selection Criteria Points

Firm + Key Personnel. Experience, Qualifications & References 0 – 30

Ability of Firm to Meet the Needs of the University 0 – 30

Pricing (Proposal Page) 0 – 40

Special Notes:

• The University will evaluate Bidders based on the information submitted within a proposal. Failure to include information for a scoring category may result in zero points assessed for that category. Bidders should not rely on the University’s knowledge, history, or independent research for review.

• This RFP is designed to provide interested Bidders sufficient information to submit Proposals meeting the minimum requirements, but is not intended to limit a Bidder’s content or exclude any relevant or essential documentation. Bidders are encouraged to include information regarding any added value that is consistent with the scope of work and objectives of this RFP.

• Pricing may be evaluated in relation to the quality of the services proposed and may not necessarily demonstrate a direct relationship with the numerical costs submitted by each Bidder.

• If a vendor submits a proposal that does not provide detailed and coherent information regarding a specific scoring category, the vendor may be granted zero (0) points for that category.

• The University reserves the right to conduct reference checks.

Bid Proposal:

Submission Instructions

Bid proposals must be received by the Office of Procurement & Contracting by the date and time specified in the ‘Schedule of Events Timetable’ (p. 3), subject to modification through addenda. The time of acceptance is firm, and late submissions will be ineligible for consideration.