New RFP - Power and HVAC Equipment and Maintenance

The State of Michigan Department of Technology, Management and Budget (DTMB) issued Request for Proposal No. 171-180000002112 on May 3, 2018, seeking qualified contractors to provide power monitoring, environmental monitoring, and HVAC equipment maintenance services at multiple state hosting centers and switch rooms located in Dimondale, Lansing, Grand Rapids, Detroit, and Saginaw, Michigan. The procurement is structured into four modules: Module 1A (maintenance for current power and environmental monitoring equipment), Module 1B (maintenance for new power and environmental monitoring equipment), Module 2A (maintenance for current HVAC equipment), and Module 2B (maintenance for new HVAC equipment), with bidders permitted to submit proposals for one or multiple modules. The scope of work includes preventative maintenance, break-fix services, SiteScan environmental monitoring software maintenance, and equipment solutions, with fixed annual pricing for maintenance and a separate hourly rate structure for infrastructure services not covered under fixed pricing. All services must include comprehensive labor, parts, and travel costs within the firm-fixed-price structure, with a mandatory two-hour response time for all service calls. Equipment covered under the RFP encompasses 158 line items for power infrastructure (UPS systems, batteries, flywheels, static transfer switches, monitoring software) and 83 line items for HVAC equipment (air conditioning units ranging from 1.5 to 60 tons, air handling units, VAV units, water softeners, and steam humidifiers). Bidders must demonstrate qualified service technicians with factory training certifications in Liebert equipment systems, UPS models, battery monitoring systems, power distribution cabinets, static transfer switches, flywheel energy storage systems, and HVAC systems such as Xtreme Density AC and DSE & PDX with iCOM. Evaluation criteria includes technical factors (work and deliverables at 30%, staffing at 40%, and background and experience at 30%), with proposals receiving 80 or more points eligible for pricing evaluation. A mandatory pre-proposal meeting and hosting center walkthrough was scheduled for April 24, 2018, at 3:30 PM EST in Dimondale, Michigan, with the proposal deadline of May 21, 2018 (later amended to May 27, 2018, at 3:00 PM EST) and anticipated contract commencement on September 1, 2018.

The RFP includes no specific set-aside designations for disadvantaged enterprises, though the contract extends to MiDEAL members (local units of government, school districts, universities, community colleges, and nonprofit hospitals) and may be extended to other states by mutual written agreement. The incumbent contractor currently performing maintenance is Vertiv/Emerson, with existing warranty or maintenance coverage continuing through September 30, 2018, during which time service and equipment support will transition to the selected contractor. The State seeks minimum percentage discounts from manufacturer's suggested retail price (MSRP) on future equipment and software purchases, with pricing preferably indexed to a verifiable price controlled by the manufacturer, and requires bidders to submit a one percent (1%) administrative fee on all payments remitted under the contract. The initial contract term runs from September 1, 2018, through August 30, 2023, with options for up to five two-year renewal extensions at the State's sole discretion. The current facility electrical load is 25 kilowatts with expected capacity not to exceed 100 kilowatts within five years. Contractors must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence), Professional Liability/Errors and Omissions ($5,000,000), and Crime Insurance ($1,000,000), though no specific contract award value or budget range is disclosed in the RFP documentation.