competitive procurement for: ifb c000509- … procurement for: ifb c000509- hvac ... 3.1.3.8 annual...

i.

COMPETITIVE PROCUREMENT FOR:

IFB C000509- HVAC MAINTENANCE

PROCUREMENT WEBSITE: HTTPS://ITS.NY.GOV/COMPETITIVE-PROCUREMENT-

OPPORTUNITIES

DESIGNATED CONTACT FOR INQUIRIES AND SUBMISSIONS

Kelly Herba

Contract Management Specialist

Invitation for Bids (IFB) related questions must be submitted via electronic mail using the Vendor Questions and Extraneous Terms and Conditions Form (Attachment 4) to the designated contact for this IFB at

[email protected]

No other method of inquiries will be accepted. Administrative issues pertaining to sending/receiving email through the designated mailbox may be reported at (518) 473-9341.

ITS ADDRESS FOR PROPOSAL DELIVERIES

Address to:

NYS OFFICE OF INFORMATION TECHNOLOGY SERVICES

PROCUREMENT AND CONTRACT SUPPORT UNIT

If US Post Office standard and US Post Office overnight mail, use:

ATTENTION: Kelly Herba, PO BOX 2062, ALBANY, NY 12220

If UPS and FedEx express delivery overnight and ground service, use:

ATTENTION: Kelly Herba, EMPIRE STATE PLAZA, SWAN STREET BUILDING, CORE 4, ALBANY, NY 12223

If Hand Delivery to front desk:

ATTENTION: Kelly Herba, EMPIRE STATE PLAZA, SWAN STREET BUILDING, CORE 4, 1ST FLOOR LOBBY, ALBANY, NY 12223

mailto:[email protected]

ii.

Calendar of Events

Event Date

1. IFB Release Date February 23, 2018

2. Mandatory Site Visit

March 29, 2018 at 10:00 am EST

3. Deadline for Submission of Vendor Questions April 5, 2018

4. Issuance of Response to Submitted Questions April 12, 2018

5. PROPOSAL DUE DATE May 1st at 2:00 PM EST

iii.

TABLE OF CONTENTS

APPENDICES (REQUIRE NO ACTION FROM BIDDERS) .......................................................................... V

ATTACHMENTS (MUST BE COMPLETED BY BIDDER’S AND SUBMITTED WITH PROPOSALS) .................. V

SECTION 1 - OVERVIEW ......................................................................................................................7

1.1 PURPOSE OF INVITATION FOR BIDS .............................................................................................. 7 1.2 DEFINITIONS .................................................................................................................................. 7 1.3 THE OFFICE OF INFORMATION TECHNOLOGY SERVICES .............................................................. 7

1.3.1 Mission, Vision, and Values Statement ................................................................................... 7 1.3.2 Formation of ITS ....................................................................................................................... 7

SECTION 2 - PROJECT SUMMARY ........................................................................................................8

2.1 MINIMUM BIDDER QUALIFICATIONS ............................................................................................ 8

SECTION 3 - SERVICE REQUIREMENTS .................................................................................................8

3.1 DESCRIPTION OF SERVICE REQUIREMENTS .................................................................................. 8

3.1.1 EXAMINATION OF EXISITING HVAC SYSTEMS AND CONTRACT DOCUMENTS ........................ 8 3.1.2 LIST OF EQUIPMENT TO BE SERVICED ..................................................................................... 8 3.1.3 SERVICE REQUIREMENTS ......................................................................................................... 8

3.1.3.1 Preventative Maintenance ................................................................................................. 8 3.1.3.2 All material and equipment furnished shall be in new condition. ......................................... 9 3.1.3.3 Required Minimum Quarterly Inspections and Repair .......................................................... 9 3.1.3.4 Parts and Components not covered for Repair or Replacement ........................................ 10 3.1.3.5 Emergency and Remedial Maintenance ............................................................................. 10 3.1.3.6 Decommissioning and Removal of Locations from the Contract .......................................... 10 3.1.3.7 Inventory of Spare Parts .................................................................................................... 11 3.1.3.8 Annual HVAC Condition Report to ITS ............................................................................... 11 3.1.3.9 Normal Temperature Range and Emergency Maintenance ............................................... 11 3.1.3.10 Contractor’s Service Center, Trouble Reporting & Escalation Procedures ................. 11 3.1.3.11 Trouble Prioritization .................................................................................................. 12 3.1.3.11.1 Customer Notification and Trouble Status Updates .................................................. 12 3.1.3.12 Response Times and Service Credits ........................................................................... 12 3.1.3.13 Reliability Requirements, Quality of Service and Service Credits ............................. 12 3.1.3.14 Reporting Requirements ............................................................................................. 13

3.1.4 CHARGEBACKS ....................................................................................................................... 13

3.1.4.1 Service Credits for Failure to Respond to Outages ........................................................... 13

3.1.5 KEY PERSONNEL ROLES AND REQUIREMENTS ....................................................................... 14

3.1.5.1 HVAC Personnel*. ............................................................................................................. 14

3.1.6 Transition Requirements ....................................................................................................... 14

SECTION 4 - PROCUREMENT PROCESS .............................................................................................. 15

4.1 MANDATORY SITE VISIT .............................................................................................................. 15 4.2 METHOD OF AWARD ................................................................................................................... 15 4.3 ADMINISTRATIVE REQUIREMENTS AND INFORMATION ............................................................ 16

iv.

4.3.1 Inquiries from Bidders ........................................................................................................... 16 4.3.2 Communications from NYS to Vendors ................................................................................. 16 4.3.3 Procurement Record .............................................................................................................. 16 4.3.4 Building Access Procedures for Visitors and Hand Deliveries ............................................... 16

4.4 NO LATE SUBMISSIONS ............................................................................................................... 16

SECTION 5 - PROPOSAL REQUIREMENTS ........................................................................................... 17

5.1 PACKAGE LABEL .......................................................................................................................... 17 5.2 MULTIPLE SUBMISSIONS ............................................................................................................. 17 5.3 GENERAL REQUIREMENTS FOR PROPOSALS ............................................................................... 17 5.4 TECHNICAL, FINANCIAL AND ADMINISTRATIVE PROPOSAL REQUIREMENTS ............................ 17 5.5 METHOD OF AWARD ................................................................................................................... 17

5.5.1 Proposal Completeness Review ............................................................................................. 17 5.5.2 Minimum Qualifications Evaluation ...................................................................................... 17 5.5.3 Financial Proposal Evaluation and Award .............................................................................. 18

v.

APPENDICES (REQUIRE NO ACTION FROM BIDDERS)

Appendix A – Standard Clauses for New York State Contracts

Appendix B – Reserved

Appendix C – ITS Standard Contract Clauses

Appendix C-1 - Contractor's Insurance Requirements

Appendix D-Bid Protest Policy

Appendix E –EEO 101, Workforce Employment Utilization/Diversity Compliance Report

Appendix F – MWBE 102, Quarterly MWBE Compliance Report

Appendix G – Glossary of Terms

ATTACHMENTS (MUST BE COMPLETED BY BIDDER’S AND SUBMITTED WITH PROPOSALS)

Attachment 1 – Proposal Checklist

Attachment 2 – Reserved

Attachment 3- Mandatory Site Visit Registration Form

Attachment 4 - Vendor Questions and Extraneous Terms and Conditions Form

Attachment 5 – NYS Required Certifications

Attachment 6 – Consultant Confidentiality and Non-Disclosure Agreement

Attachment 7 – Workers Compensation and Disability Insurance Requirements

Attachment 8 – Lobbying Forms All-in-One

Attachment 9 – Equal Employment Opportunity Staffing Plan – EEO 100

Attachment 10 – Minority/Women Owned Business Utilization Plan – MWBE-100

Attachment 11 – MWBE and EEO Policy Statement (Form 4)

Attachment 12 – Consultant Disclosure Form A & B

Attachment 13 – Vendor Responsibility Questionnaire

Attachment 14 – Encouraging Use of NYS Business in Contract Performance

Attachment 15 – Contractor Certification to Covered Agency, ST-220-CA

Attachment 16 – Bidder Information Form

Attachment 17 – Firm Offer Letter and Conflict of Interest Disclosure

Attachment 18 - HVAC Maintenance Plan

Attachment 19 – Minimum Bidder Qualifications

Attachment 20 - Financial Proposal Workbook

vi.

Attachment 21 - Bidder and Subcontractor Customer References

Attachment 22 - Reserved

Attachment 23 - Affirmative Statements

Attachment 24 - Use of SDVOB's in Contract Performance

Attachment 25 - FOIL and Litigation Disclosure

Attachment 26 - Reserved

Attachment 27 - Key Personnel Minimum Requirements

EXHIBITS

Exhibit 1 - HVAC System Specifications

Exhibit 2 - Prevailing Wage Schedule

Exhibit 3 - Maintenance Removal Matrix

>

NYS Office of Information Technology Services Invitation for Bids

IFB # C000509

7.

SECTION 1 - OVERVIEW

1.1 PURPOSE OF INVITATION FOR BIDS

The New York State Office of Information Technology Services (ITS) is issuing this Invitation for Bids (IFB) to seek proposals from responsive and responsible Contractors for HVAC Maintenance and Repair Services which will include the following:

• Preventative quarterly maintenance, inspection and servicing of HVAC Systems independent of

the general building environmental controls

• Remedial Maintenance to be available on a 24x7x365 basis

• Replacement and/or upgrade of aging and obsolete HVAC System Components

• Removal and disposal of HVAC Systems

1.2 DEFINITIONS

Definitions for certain terms in this document, its appendices and attachments, can be found in Appendix G – Glossary of Terms.

1.3 THE OFFICE OF INFORMATION TECHNOLOGY SERVICES

1.3.1 Mission, Vision, and Values Statement

MISSION To create and deliver innovative solutions that foster a technology-enabled government to best serve New Yorkers

VISION To lead the nation in serving citizens, businesses, and visitors through world-class technology

VALUES Accountability, Citizens, Innovation, Integrity, People, Transformation

1.3.2 Formation of ITS

In 2012, New York consolidated information technology (IT) functions and service delivery from over 52 State agencies into a single agency in the largest IT consolidation in State government history. The ITS workforce of approximately 4,000 professionals serves over 120,000 end users. Historically, IT systems and applications were primarily decentralized within individual State agencies supported by internal agency teams working with disparate IT tools, methods, and varied technical platforms. Now, ITS is transforming IT across the State to offer world-class service that provides a consistent and high-quality experience for end users and citizens using an IT environment that:

• Maximizes existing resources

• Meets agency business needs with world-class customer service

• Creates a talented, innovative IT workforce

• Increases accountability

• Provides cost savings


IFB # C000509

8.

SECTION 2 - PROJECT SUMMARY

2.1 MINIMUM BIDDER QUALIFICATIONS

Bidders must meet the minimum qualifications set forth in Attachment 19-Minimum Bidder Qualifications. Failure to meet all the requirements in this section will result in the Proposal being deemed non-responsive and eliminated from consideration:

• Bidders must be registered with the NYS Department of State as an entity authorized to conduct business in New York State.

• Bidder must have a minimum of 5 years of previous experience in maintaining commercial HVAC Systems. Each Bidder shall have the burden of demonstrating to the State's satisfaction that it can in fact perform the work. Please use Attachment 19- Minimum Bidder Qualifications to provide the necessary Bidder experience information. Also, references must be provided using Attachment 21- Bidder and Subcontractor Customer References. All statements made must be independently verifiable by ITS.

SECTION 3 - SERVICE REQUIREMENTS

3.1 DESCRIPTION OF SERVICE REQUIREMENTS

3.1.1 EXAMINATION OF EXISITING HVAC SYSTEMS AND CONTRACT DOCUMENTS

Contractor shall examine the specifications and all other data or instructions pertaining to the Services to be performed under the Contract.

3.1.2 LIST OF EQUIPMENT TO BE SERVICED

The list of the HVAC Systems to be serviced, and where the Systems are located, is found in EXHIBIT 1 - HVAC System Specifications. Contractor shall be responsible for any and all parts, or other components, not specifically listed that are supplemental to and a part of the operation of the overall System for each location. Contractor shall verify all quantities of equipment listed in EXHIBIT 1 - HVAC System Specifications.

3.1.3 SERVICE REQUIREMENTS

Contractor shall be available to maintain and repair the HVAC Systems at the locations listed in Exhibit 1 – HVAC System Specifications, on a 24x7x365 basis including all State and Federal Holidays. Contractor shall provide the Services as outlined below.

3.1.3.1 Preventative Maintenance

Contractor shall provide for Preventative Maintenance (PM) that is complete in every respect to ensure that all HVAC Systems covered in the Contract are in optimal working condition according to industry standards. Manufacturer details of service not explicitly stated in these specifications, but required by the equipment manufacturer, are deemed to be understood by the Contractor and included herein. Each HVAC System shall be examined and appropriate PM on the Systems performed minimally at least once per quarter for the duration of the Contract and any extensions thereof. Preventative Maintenance shall be performed so that the State experiences no disruption of service. PM shall be performed primarily during normal business hours according to a schedule which is acceptable to ITS and its customers. Any PM which would impact system availability must be identified at least five (5) business days in advance by the Contractor to ITS and overtime may apply (7:00 PM to 7:00 AM or the weekend).


IFB # C000509

9.

3.1.3.2 All material and equipment furnished shall be in new condition.

When Contractor repairs, replaces or substitutes parts or components under the Contract, the repaired, replaced or substituted parts or components shall be subject to all terms and conditions for new parts and components set forth in the Contract. Replaced or repaired components or parts shall be new and shall, if available, be replaced by the original manufacturer’s component or part. Remanufactured parts or components meeting new product standards may be permitted with prior notification by Contractor and approval by ITS. The remanufactured part or component shall be of equal or better quality than the original part or component being replaced.

3.1.3.3 Required Minimum Quarterly Inspections and Repair

Contractor shall, at a minimum, provide quarterly inspections of each HVAC System, commencing within thirty (30) days of OSC approval of the Contract. Many locations have multiple Systems.

Quarterly inspections shall include, at a minimum, all items listed below and shall provide for repair and/or replacement of parts and/or components at no additional cost, when required, consistent with the manufacturer’s specifications or maintenance guides for the relevant HVAC System:

• Complete all necessary adjustments.

• Complete oiling and greasing of all applicable parts, including, but not limited to, bearings, motors, fans, pumps and damper linkage.

• Inspect Systems for leaks on equipment or piping/tubing.

• Check expansion valves settings.

• Check controls and contact points as required.

• Adjust and/or replace all “V” belts as required by wear conditions or per manufacturer specifications.

• Clean and adjust evaporative condensers, spray nozzles, drain screen pans, humidification control equipment and pans, condensate pumps and drain lines etc., or cooling tower, whichever is applicable.

• Inspect and clean condensing units with chemical cleaning to be performed as required. Particular attention shall be focused on the condensing units during the Spring and early Summer months.

• Check for proper use of water treatment. Bidder is not responsible for chilled water supply problems but shall identify conditions detrimental to HVAC System operation.

• Check operating pressures of compressors and oil in crankcase.

• Inspect and replace filters no less than every quarter. Replacement filters must be rated at MERV 7 - 8. Replacement filters must be marked with the date of installation.

• Check operating current of compressor and maintain quarterly log of measured amperage on the compressor at each site.

• Sign in on a log book to be provided by ITS for each site visit. Log book entries will include:

o Date and time of site visit,

o Maintenance performed,

o Amperage readings

o Invoice or work order number, and

o Technician’s Name.


IFB # C000509

10.

3.1.3.4 Parts and Components not covered for Repair or Replacement

All parts and/or components are subject to repair or replacement, when conditions warrant or as required per the manufacturer’s specifications or maintenance guides for the relevant HVAC System, at no extra cost under the Contract with the exception of:

o compressors o condensing unit coils o evaporator coils o major control boards o fan motors o refrigerants over 25 lbs.

Contractors quoted annual maintenance schedule shall not include maintenance, repair and replacement services for the components listed above.

3.1.3.5 Emergency and Remedial Maintenance

Emergency and/or Remedial Maintenance shall be performed upon notification to the Contractor that a HVAC System is inoperable or unsuitable for use. Contractor shall respond on-site to an outage or service notification within four (4) hours of the original trouble being reported. The above response requirement includes travel time. Emergency/Remedial maintenance must be available 24x7x365.

3.1.3.6 Decommissioning and Removal of Locations from the Contract

ITS may request the decommissioning or removal of HVAC Systems from locations vacated by the State. Decommissioning shall include the disposal of materials in accordance with applicable environmental laws, rules, and regulations. In the event that ITS elects to have HVAC Systems decommissioned and/or removed from a location, ITS shall submit a written Service Request to Contractor soliciting a quote for such Services. Upon receiving a Service Request, Contractor shall prepare and provide to ITS a written quote for the decommissioning and/or removal of the Systems on a Time and Material (T&M) basis using the labor rates for normal business hours provided in Attachment 20 – Financial Proposal Workbook, unless otherwise directed by ITS to quote labor rates for other than normal business hours, and percentage discount on materials and parts provided in Attachment 20- Financial Proposal Workbook. Contractor shall itemize all costs for labor, materials and any removal and/or disposal costs. ITS reserves the right to competitively compare the Contractor’s quoted rates for decommissioning and/or removal of the HVAC Systems against the market and obtain the services of another vendor if ITS desires. If the quote is acceptable to ITS, the Parties shall execute a Service Order for the Services. Work performed under a Service Order shall be subject to all terms and conditions of the Contract. Any Service Order for the decommissioning and/or removal of HVAC System(s) that is over $50,000 will require approval of the NYS Office of the Attorney General (“OAG”) and NYS Office of the State Comptroller (“OSC”). After a Service Order for the decommissioning and/or removal of an HVAC System has been executed by the Parties and received all necessary approvals, if any, Contractor shall coordinate the removal of the HVAC System with ITS’s designee. Upon decommissioning of an HVAC System, the quarterly maintenance fee for the decommissioned HVAC System will no longer be paid to Contractor by ITS, and shall be removed from the quarterly billing based upon the date of decommissioning.


IFB # C000509

11.

3.1.3.7 Inventory of Spare Parts

Contractor shall maintain an inventory of all essential spare parts. Said spare parts inventory shall be available for use for the timely restoration of service from any HVAC System outages covered under the Contract. Contractor shall provide said parts inventory upon request to ITS within five (5) business days.

3.1.3.8 Annual HVAC Condition Report to ITS

Contractor shall submit an annual report, entitled “Annual HVAC Condition Report to ITS,” summarizing the condition of every HVAC System serviced under the Contract to ITS on the 1st business day of each calendar year. The report shall, at a minimum, identify the location, the specific HVAC System and any issues that need to be addressed. Additionally, Contractor shall inform ITS immediately upon discovering any problems which require immediate attention by utilizing the ITS Escalation and Contact List.

3.1.3.9 Normal Temperature Range and Emergency Maintenance

The normal temperature range of a ITS Facility shall remain between 70 and 80 degrees Fahrenheit at all times. Contractor shall ensure that the normal temperature in ITS Facilities remains within the normal operating temperature range. If Contractor is not able to readily repair a defective HVAC System, Contractor shall provide portable cooling equipment at no additional cost to ITS to maintain the equipment room temperature until the defective HVAC System can be repaired.

3.1.3.10 Contractor’s Service Center, Trouble Reporting & Escalation Procedures

Contractor shall have a fully staffed Service Center, which operates 24x7x365, for trouble reporting purposes. Contractor shall provide ITS with the telephone number for the Service Center as a single point of contact for trouble reporting escalation. All trouble reporting telephone calls and facsimile shall be toll free. Contractor shall provide ITS with an escalation list which can be utilized, and relied on, by ITS 24x7x365. The escalation list shall include, at a minimum, the following information: contact names, titles and telephone numbers of Bidder’s operational support and management personnel. In addition, Contractor shall provide ITS with detailed escalation procedures that will be used by ITS and ITS designated staff. Contractor’s point of contact shall be responsible for coordinating trouble isolation and repair efforts within Contractor’s organization, between other service providers who may be involved in resolving the problem, and ITS designated personnel. The point of contact shall be responsible for escalating all troubles not resolved in the required time frames. The point of contact shall stay actively involved with the trouble resolution process from start to completion, including the use of cooperative, end-to-end testing when troubles remain unresolved or become chronic. Contractor shall, at a minimum, be responsible for each of the following: 1. Centralizing trouble reporting and dispatch 2. Determining the cause of and correcting troubles 3. Working cooperatively with other Vendors and State designated representatives to resolve problems 4. Maintaining audit trails of trouble resolution activities 5. Responding to inquiries on trouble resolution status 6. Providing trouble escalation for normal and emergency events 7. Monitoring trouble report management and escalation procedures ITS shall provide Contractor with the Escalation and Contact List. Such list may be updated by ITS with ten (10) days advanced notice to the Contractor.


IFB # C000509

12.

3.1.3.11 Trouble Prioritization

Trouble reports shall be prioritized and tickets shall be updated according to the following parameters: • High Priority Problem: Any system failure resulting in an increase in Facility ambient temperature that exceeds the upper limit by ten degrees Fahrenheit or any environmental condition that threatens the safe efficient operation of the equipment located at the Facility. • Low Priority Problem: A system failure that does not impact the operation of the equipment located at the Facility.

3.1.3.11.1 Customer Notification and Trouble Status Updates

In the event that a “High Priority Problem” occurs, Contractor shall notify the ITS Data Center Command Center at 518-474-8576 for problems within a data center and shall notify the ITS NOC at 1-800-234-5364 for problems in other areas, and, at a minimum, shall provide hourly updates to the respective ITS unit. In the event that a “Low Priority Problem” occurs, Contractor shall notify the ITS Data Center Command Center at 518-474-8576 for problems within a data center and shall notify the ITS NOC at 1-800-234-5364 for problems in other areas, and, at a minimum, shall provide updates every four (4) hours to the respective ITS units.

3.1.3.12 Response Times and Service Credits

Contractor shall respond on-site and commence analysis and repair procedures within four (4) hours of a trouble reported by ITS. In the event Contractor fails to respond to a trouble report within four (4) hours of notification, the quarterly maintenance fee for the affected location(s) shall be reduced by the applicable Chargebacks(s) set forth in Section 3.1.4.

3.1.3.13 Reliability Requirements, Quality of Service and Service Credits

Service for maintenance or repair to in-use HVAC Systems shall be managed by Contractor to assure minimal disruption or interruption of ITS operations as determined by ITS. In addition to the “Failure to Respond to Outage” provisions defined above, restoration of the HVAC Systems will be performed in a timely and efficient manner as determined by ITS. Contractor shall be responsible for correcting all HVAC System failures identified. In the event that Contractor identifies a HVAC System failure, Contractor shall immediately notify the appropriate ITS designee(s), and shall work with other ITS contractors (if applicable) and any other ITS staff or customers to resolve the outages within the downtime limitations defined in Section 3.1.4. Malfunctions which cannot be immediately diagnosed and pinpointed to a certain HVAC System, part, component, or other item of equipment or service may require the participation of various service providers until responsibility for the problem is established. The involvement of other service providers does not relieve Contractor of the obligation to restore operability with the least impact on the availability of service. ITS reserves the right to determine such matters after the fact and validate charges and/or maintenance credits as applicable. Chargebacks, in the form of a credit against the quarterly service rate, will be assessed if HVAC System reliability or quality of service is not maintained (“outage”). Credits to quarterly invoices will amount to a percentage of the service cost of the affected location, adjusted upward to the nearest hour. Downtime for each outage incident shall commence from the time the trouble is reported to the Contractor and shall terminate when the trouble ticket is closed and the service is returned to full operation and reported to ITS. Travel time shall be included in the downtime calculation.


IFB # C000509

13.

A trouble ticket is defined as closed only when service is confirmed to be restored by a ITS representative and such notice is communicated to the Contractor. For each outage exceeding eight hours in duration, the quarterly maintenance fee for the affected location(s) shall be reduced by the applicable Service Credit(s) set forth in Section 3.1.4.

3.1.3.14 Reporting Requirements

Contractor shall submit the following quarterly and annual reports to ITS:

• Quarterly Reports: o Quarterly Inspection Reports o Service Trouble Status Reports

• Annual Reports: o HVAC System Evaluation – Annual report on condition of individual HVAC Systems (due

to ITS on the first business day of each calendar year)

Quarterly Inspection Reports, Annual HVAC System Evaluation Reports, and any quotes for T&M HVAC service shall be submitted in writing to the following address: New York State Office of Information Technology Services Attention: Procurement and Contract Support Unit Empire State Plaza P.O. Box 2062 Albany, NY 12220-0062 The Quarterly Inspection Reports and Annual HVAC System Evaluation Reports shall also be sent electronic to [email protected] and [email protected]. ITS shall notify the Contractor of any change to these contact email addresses with ten (10) days advanced notice. Contractor shall inform ITS immediately upon discovering any problems which require immediate attention by utilizing the ITS Escalation and Contact List.

3.1.4 CHARGEBACKS

In the event Contractor fails to meet response or repair times as set forth in Section 3.1.3 of this IFB, the quarterly maintenance fee shall be reduced by the applicable Service Credits set forth below.

3.1.4.1 Service Credits for Failure to Respond to Outages

Contractor’s failure to respond to a trouble report in accordance with the response times set forth in the Contract shall result in the following service credits per incident:

Service Credits for Failure to Respond to Outages

In excess of 4 hours, but less than 4½ hours

5% of the Quarterly Service Rate*

In excess of 4½ hours, but less than 5 hours

10% of the Quarterly Service Rate*

In excess of 5 hours, but less than 8 hours 15% of the Quarterly Service Rate*

In excess of 8 hours 33% of the Quarterly Service Rate* * ITS, at its sole discretion, may waive any service credits based upon precipitating events such as: catastrophic failure, multiple simultaneous failures and/or Contractor’s best effort to sustain/restore service. Quarterly Service Rate is defined to include the aggregate quarterly billings for all sites affected by the outage.




IFB # C000509

14.

** Any partial hours will be rounded up to the next full hour.

3.1.4.2 Service Credits for Downtime Due to Outages

Contractor’s failure to restore service for a trouble report in accordance with the response times set forth in the Contract may result in the following service credits per incident:

Service Credits for Downtime due to Outages

Service Allowance for Time-to-Restore**

Credit per Outage*

Each equipment room location Under 8 hours 0% of the Quarterly Service Rate*

8 hours to less than 12 hours 25% of the Quarterly Service Rate*



24 hours or greater 100% of the Quarterly Service Rate*

*CIO/OFT, at its sole discretion, may waive any service credits based upon precipitating events such as: catastrophic failure, multiple simultaneous failures and/or Contractor’s best effort to sustain/restore service. Quarterly Service Rate is defined to include the aggregate quarterly billings for all sites affected by the outage. **Any partial hours will be rounded up to the next full hour.

3.1.5 KEY PERSONNEL ROLES AND REQUIREMENTS

The qualifications for Key Personnel are specified in Attachment 27 – Key Personnel Form

3.1.5.1 HVAC Personnel*– The HVAC Personnel* will perform all of the duties described

herein. Please see Attachment 20- Financial Proposal Workbook. Please note the company will be paid at the rates as bid in Attachment 20 including any percentage markup.

* For evaluation purposes, the title HVAC Personnel is being used to encompass all titles. Please note that prevailing wage applies to all HVAC Personnel proposed. The Bidder is responsible for determining and paying their personnel an hourly rate that is equal to or higher than the prevailing wage for Sheetmetal Worker, Plumber and Electrician. Please Note PRC# 2017012177 has been assigned for the purposes of this solicitation and any resultant contract.

3.1.6 Transition Requirements

Upon completion of the resulting contract the winning vendor agrees to provide a transition plan that includes 30 days of knowledge transfer experience to ITS employees and or ITS’ designee.


IFB # C000509

15.

SECTION 4 - PROCUREMENT PROCESS

4.1 Mandatory Site Visit

Bidders intending to submit a bid will be required to attend a mandatory site visit, which will include an informational meeting and a tour of the building on the date and time indicated in the Calendar of Events section located on page ii of this IFB. This is the only date and time available for inspection. Alternate dates for additional site inspections will not be available. Each Bidder is permitted to send up to three (3) representatives to the site visit. Upon arrival attendees will be required to sign in and provide basic company and contact information. This information will be used to verify attendance and to communicate any changes to the solicitation (addenda). Therefore, it is imperative that the provided information be legible and accurate. Failure to attend the mandatory site visit will result in rejection of the bid. The facilitator of the event will publicly announce the official start time of the site visit, which announcement shall be made no sooner than the time stated in the Calendar of Events section on page ii of this IFB. Prospective bidders arriving after the official start time of the site visit will be precluded from attending the site visit, and therefore unable to submit a responsive bid. Due to security restrictions, all Bidders must pre-register 48 hours in advance with Ms. Kelly Herba or Mr. Warren Joscelyn using Attachment 3, Mandatory Site Visit Registration Form, at [email protected]. In the subject of the email please include: IFB# C000509 HVAC Maintenance Site Visit Registration. The Site Visit will be located at: Office of Information Technology Services Empire State Plaza Swan Street Building, Core 4, Floor 1 Albany, NY 12223 It is recommended that attendees arrive at the building at least thirty minutes prior to scheduled time with photo identification. Please check in with ITS security upon arrival. In accordance with State Finance Law §139-j(3)(a)(3), this mandatory site visit is covered by the permissible subject matter authorization. A vendor is authorized to speak with representatives other than Designated Contact(s) for the sole purpose of the site visit (to arrange attendance, during the conduct of the visit and to pose questions regarding the site). The site visit will provide an opportunity for Bidders to see first-hand the existing equipment, the tasks to be performed and the special needs of the facility. The site visit represents active units and similar site visits for all other sites are not feasible. Questions during the site visit will be permitted. It is suggested that the Bidder note the question and ask at the end of the tour. Verbal answers are not official answers. All questions asked at the conference or after the tour must be submitted via email to the designated contact for this solicitation no later than the date and time indicated in the Calendar of Events located on page ii of this IFB. Official answers to all questions will be distributed in the form of an addendum via email to all attendees of the mandatory site visit and will be posted on the ITS website located at https://its.ny.gov/competitive-procurement-opportunities. Only answers provided by addendum are considered official. NOTE: If there are any questions Bidders would like addressed at the site visit, Bidders should submit them in writing as instructed in Section 4.3 Inquiries from Bidders to the designated contact prior to the date of the site visit. Questions during the site visit will be permitted, however, only questions submitted in writing and answered via addendum will be considered official.

4.2 Method of Award

ITS will award one (1) contract in whole or in part, as a result of this solicitation to the responsive and responsible Bidder affording the best value to the State. For this procurement, “best value” has been

https://its.ny.gov/competitive-procurement-opportunities


IFB # C000509

16.

determined to equate to “Lowest Cost.” Therefore, ITS will make an award for the services described in this IFB to a responsive and responsible Bidder on a “Lowest Cost” basis. ITS will notify all awarded and non-awarded Bidders as soon as practical after Bid submission deadline.

4.3 Administrative Requirements and Information

4.3.1 Inquiries from Bidders

New York State Finance Law §§139-j and 139-k imposes certain restrictions on communication between NYS and Bidders during a procurement. Bidders must submit all IFB inquiries, questions, or comments and extraneous terms to [email protected] using the Vendor Questions and Extraneous Terms and Conditions Form (Attachment 4) by the due date indicated on the Calendar of Events. No other method of inquiries will be accepted.

Additional information is available at: http://ogs.ny.gov/Aboutogs/regulations/defaultAdvisoryCouncil.html

Administrative issues pertaining to sending/receiving email through the designated mailbox may be reported at (518) 473-9341.

4.3.2 Communications from NYS to Vendors

ITS has established a procurement website for the purpose of disseminating information relating to this procurement, and vendors are encouraged to monitor the site. The website URL is provided on the cover page of this IFB.

4.3.3 Procurement Record

ITS shall maintain a Procurement Record that documents the procurement process.

4.3.4 Building Access Procedures for Visitors and Hand Deliveries

To access the ITS office building, all visitors must present photo identification at the Security Desk and comply with other requirements. Bidders who intend to hand-deliver Proposals or utilize independent courier services should allow extra time to comply with these procedures. Bidders hand-delivering their Proposals should ask the security personnel at the security desk to call the Designated Contact(s) indicated in this IFB or the Procurement and Contracts Support Unit. Building Access procedures may change or be modified at any time. Bidders assume all risks for timely, properly submitted hand deliveries.

4.4 No Late Submissions

All Proposals must be submitted and received by the Proposal submission dates and times specified in this IFB. Proposals received after the Proposal Submission Deadline shall be rejected.

Faxed proposals and electronic submission will not be accepted. If proposal packaging labels are not sufficient to identify the contents, ITS reserves the right to open packages for the purpose of identifying the source and contents of the package. All materials submitted by the Bidder become the property of the State of New York Office of Information Technology Services and may be returned only at the sole discretion of ITS.


http://ogs.ny.gov/Aboutogs/regulations/defaultAdvisoryCouncil.html


IFB # C000509

17.

SECTION 5 - PROPOSAL REQUIREMENTS

5.1 Package Label

All Proposals must have a label on the outside of the package or shipping container with the following information:

IFB# C000509 HVAC Maintenance - PROPOSAL ENCLOSED

NOT TO BE OPENED EXCEPT BY AUTHORIZED PERSONNEL

5.2 Multiple Submissions

Bidders may submit more than one proposal for offering alternative solutions but each proposal must meet all the mandatory requirements of the IFB, be complete, and must not reference or incorporate portions of another proposal submitted by Bidder. Multiple proposals received from the same Bidder will be separately evaluated by ITS as if each proposal were the sole submission of the Bidder.

5.3 General Requirements for Proposals

Bidders must submit a complete response to this IFB that satisfies the requirements set forth in Attachment 1- Proposal Checklist. Failure to do so may render the Bidder’s proposal non-responsive. A proposal check list is included in this IFB as Attachment 1.

Proposals that make extensive use of color photographs or illustrations, or that include separate brochures or marketing materials and overly elaborate embellishments, are discouraged.

All proposals submitted in response to this IFB, must be written in the English language with quantities expressed using Arabic numerals and United States Dollars ($ USD), as applicable.

5.4 HVAC MAINTNENANCE PLAN, FINANCIAL AND ADMINISTRATIVE PROPOSAL REQUIREMENTS

Please see Attachment 1- Proposal Checklist for the HVAC Maintenance Plan, Financial, and Administrative Proposal Requirements.

5.5 Method of Award

The evaluation process will be conducted in a comprehensive and impartial manner. The Financial Proposal will be weighted at 100%.

5.5.1 Proposal Completeness Review

After the Proposal opening, each proposal will be screened for completeness and conformance with the IFB requirements. Proposals that do not meet the IFB requirements may be deemed non-responsive, removed from further consideration, and the Bidder notified accordingly. Proposals that pass will proceed to the Financial Evaluation.

5.5.2 Minimum Qualifications Evaluation

Proposals submitted by Bidders will be evaluated on a Pass/Fail basis to determine whether they satisfy the IFB’s minimum qualifications. Proposals that fail to meet the minimum qualifications will be deemed non-responsive, will not be further evaluated, and the Bidder will be notified accordingly. Passing proposals next proceed to the Financial Evaluations. Bidders may still be disqualified if it is later determined that the Bidder did not meet all of the IFB minimum qualifications and should not have qualified to move on to the Financial Evaluations stage.


IFB # C000509

18.

5.5.3 Financial Proposal Evaluation and Award

A tentative award, subject to successful contract negotiations and approval by the Attorney General and Office of the State Comptroller, may be made to the responsive and responsible Bidder which submits the proposal with the lowest overall cost over the term of the contract as identified in Attachment 20 – Financial Proposal Workbook (Pricing Summary Tab). When price and other factors are found to be substantially equivalent, ITS will select the winning Bidder at its sole discretion.

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