APPENDIX A
TECHNICAL PROPOSAL FORMS
1. Sample Transmittal Letter
2. Table of Maintenance Tasks
3. Questionnaire
4. Bid/Proposal Affidavit
5. Acknowledgement of Receipt of Addenda Form
6. MBE Attachment M1-A – This form MUST be provided or the Proposal will be deemed not susceptible of the award; this is non-curable.
TRANSMITTAL LETTER - TECHNICAL PROPOSAL
RFP 91268 – Facilities and Equipment Maintenance
PROPOSER: ______
Federal Identification Number/Social Security Number: ______
Address:______
DATE______
The undersigned hereby submits the Technical Proposal as set forth in RFP #91268 dated January 7, 2015.
We confirm that this Technical Proposal is based on the Requirements per the RFP and any subsequent addenda.
In accordance with Section III, Proposal Requirements, Article 1, we are enclosing the following in our Technical Proposal:
1. Staffing of the Contract/Key Personnel
2. Approach to Providing the Scope of Work
3. Firm Experience
4. Company Profile
5. Bid/Proposal Affidavit (completed)
6. Acknowledgement of Receipt of Addenda form
7. Acknowledgement of review and acceptance of UMUC Sample Contract in
Appendix C
8. MBE Attachment A (This must be included in the Technical Proposal. If we do not include this Attachment A, we affirm that UMUC shall declare our proposal not-susceptible of the award. We understand that this is NON-CURABLE.)
We confirm that in the event we are shortlisted for this procurement, our proposed Executive Manager, Project Manager, and Lead Engineer are available to attend a discussion session on either Thursday, March 5, 2015 or Friday, March 6, 2015. We understand that these will be scheduled at the convenience of UMUC and that we will not be able to choose a time or date.
Authorized Signature to bind firm to Offer: Contact name and information for Proposal
Printed Name:______contents:
Signature:______Name:______
Title:______Title:______
Date:______email:______
Direct dial phone number______
Extension number (if applicable)______
TABLE OF MAINTENANCE TASKS
Below please find examples of tasks that contractor is to perform. This list is not to be considered all-inclusive or limiting. Indicate if work will be done with own forces or subcontracting to third parties by checking the appropriate column. In some cases, additional information is also requested and should be provided in attached pages.
Task / Will Use Own Personnel / Will Contract with Third PartiesInstallation including items such as panel boards, lighting, heating, and building receptacles. Conduit types include EMT one-half inch to 4 inch rigid aluminum circuitry modifications
Installation of secondary wires, switches, panels, fire and smoke detection, and intercom systems (it may require the installation of one-half to 4 inch conduit and/or 4 to 8 inch duct work).
Installation of control panels.
Installation of alarms of all kinds.
Installation of closed circuit TV to include power requirements for control panels and installation of cable in all hazardous areas
Installation of ground fault systems.
Installation of electrical wiring systems and associated switches, distribution panels, light sockets and outlet boxes.
Measuring, cutting, threading, bending and assembling, and installing conduits. Inserting, splicing and connecting wires to fixtures, outlets, switches, receptacles, and power sources.
Working from blueprints, wiring diagrams and/or sketches.
Installation of a wide variety of electrical fixtures, tools, and appliances.
Installation of ground rods, lightning rods and grounding equipment, using a meg ohm meter, various types of ground resistances and ground impedance tests and/or ground loop impedance tester for proper ground readings as required.
Installation of emergency lighting, alternating current to direct current battery systems and emergency alternating current generator systems.
Installation of concrete pads, piping, and plumbing.
Installation of new refrigeration equipment where work is not considered repair or replacement.
Renovation and installation of new toilet facilities.
Furniture repairs including desks, credenzas, consoles, wall easels, steno chairs, swivel chairs, conference chairs, confidential waste receptacles, clocks, cabinets, bookcases, files, and tables.
Lock problems on furniture and office/entry doors.
Jammed drawers.
Problems in opening and closing drawers
Broken chair bases, casters, seat backs, lost furniture feet.
Adjusting swivel and tilt mechanisms.
Setting of clocks and replacing batteries.
Mounting on walls: wall easels, chalkboards, bulletin boards, pictures, shelving, clocks, fire extinguishers, maps and signs.
Mounting on doors: coat hooks, locksets, passage sets, door closures.
Mounting in files: Frames filing systems.
Installing in ceiling: Projector screens, self-standing metal shelving units, self-standing wall partitions, plant hooks.
Bolt filing cabinets, storage cabinets, bookcases to wall, floor or to each other to meet safety requirements, and unbolt prior to any interoffice move and re-bolt upon completion.
Dismantle, store, and rebuild modular furniture parts.
Assemble knocked down furniture
- Includes work table, typewriter stands, desks, credenzas, conference tables, storage cabinets, secretarial desk extensions and portable easels.
- Includes any other one of a kind assembling requirement, i.e., mail room console units, tape library storage racks, data cabinets, etc.
Correct minor structural and building problems such as stuck doors, broken doors, door closures, ceiling tiles, venetian blinds.
Re-lamping to include bulb replacement, ballasts replacement, and resetting of tripped circuit breakers.
Miscellaneous carpentry, electrical, plumbing, painting, drywall, etc. for repairs, minor renovations or additional space buildouts.
Painting services throughout all facilities to include new construction, furniture and normal maintenance finishes etc.
Locksmith services for Best Locks System, Onity, Tesa and Integra systems. Major rekeying occurs during semester changes, due to staff changes, new hires, etc. Contractor is responsible for installation of these systems as well.
Set Up for functions throughout all facilities (chairs, tables, easels etc.) NOT FOR MARRIOTT EVENTS
Provide office moves to include (furniture, crates, boxes etc.)
Specifications for Electrical, Mechanical, HVAC, ATC, BMS, and Fire/Safety Operations and Maintenance Functions. The following specifies the overall scope of maintenance to be performed by Offeror and requirements for submitting the proposal.
Required Maintenance. The Contractor shall provide all preventive, predictive, and repair (including major repair) maintenance and operation of all electrical/mechanical and HVAC equipment and associated devices as outlined within this specification. The Contractor shall furnish all personnel, parts, materials, test equipment, tools, and services in conformance with the terms and conditions contained herein. All parts, materials, and supplies necessary for said maintenance shall be reimbursable under this contract.
HVAC Systems Maintenance: Ozone Depleting Substances. The Contractor shall insure that all Ozone Depleting Substances encountered during maintenance/repair or servicing of HVAC equipment are captured and recycled or disposed of by environmental safety methods in accordance with applicable regulations.
HVAC Systems Maintenance: Chilled Water System. Heat exchangers, pumps, piping, valves, and accessories. Chillers may be covered by a separate service contract, under management of the offeror. If so, provide details on attached pages. The current subcontract for this service is with Combustioneer.
HVAC Systems Maintenance: Condenser Water System. Cooling towers, heat exchangers, pumps, piping, valves, filters, and accessories.
HVAC Systems Maintenance: Hot Water System. Boilers, pumps, fan coil units, unit heaters, fin tube radiation, coils, piping, valves, and accessories. The boilers are currently covered under Johnson Controls Performance Contract.
HVAC Systems Maintenance: Fuel Oil System. Fuel oil storage tanks, level control pumps, filters/strainers, piping, valves, and accessories. Currently the university has 1-12,000 gallon UST and multiple AST.
HVAC Systems Maintenance: Natural Gas System. Piping, valves, regulators, kitchen equipment, boilers.
HVAC Systems Maintenance: Water Treatment System. Includes all required chemicals, control pumps, feed lines, testing and accessories. Services may be covered by a separate service contract under management by the offeror. If so, provide details on attached pages. The current subcontract for this service is with Tricon (MBE).
HVAC Systems Maintenance: Air Conditioning System. AC units, HV units, fans, coils, filters, humidifiers, air terminal units, air outlets, ductwork, dampers, condensate system, controls, and accessories.
HVAC Systems Maintenance: Ventilation System. Fans, filters, air outlets, ductwork, and accessories including supply, make-up, and exhaust air systems.
HVAC Systems Maintenance: Potable and Non-Potable Water Systems. Pumps, filters, softeners, purifiers, drains, sewage pumps, fixtures and related plumbing components
Electrical and Mechanical Systems Maintenance: Secondary Power Systems. Switchgear, motor control centers, motor starters, disconnects, panel boards, circuit breakers, transformers, computer distribution units, wiring, devices, receptacles, and accessories.
Electrical and Mechanical Systems Maintenance: Lighting Systems. Panel boards, circuit breakers, transformers, lighting relays and controls, infrared and ultrasonic sensors, lighting dimmer controls, light fixtures, ballast, bulbs and tubes, wiring, switches, and accessories.
Electrical and Mechanical Systems: Emergency Generator System. Diesel and gasoline powered generators and controls including annual inspection and major overhaul, transfer switches, switchgear, panel boards, wiring, devices, and accessories. Services may be covered by a separate service contract under management by the offeror. If so, please provide in attached pages. Generators are currently subcontracted to Fidelity Engineering.
Electrical and Mechanical Systems Maintenance: Uninterruptable Power Unit System. Batteries, transfer switches, wiring, devices, and accessories including annual inspection and major overhaul. Inoperative lights, switches, and receptacles are all considered part of normal repair maintenance and must be responded to and/or resolved within two hours of receipt of call. Services may be covered by a separate service contract under management by the offeror. If so, provide details in attached pages.
Automatic Temperature Controls (ATC)/Building Management System (BMS) Maintenance: Pneumatic Controls System. Air compressors, air dryer meters, sensors and sensing elements, controllers, operators, positioners, thermostats, humidistats, dampers, valves, piping, and accessories.
Automatic Temperature Controls (ATC)/Building Management System (BMS) Maintenance: Electronic Controls System. The existing system is maintained by the contractor. Proprietary work is handled by the manufacturer’s authorized service company as reimbursable work overseen by the offeror. Currently these systems are Johnson Controls, Facility Control and Trane.
Fire and Life Safety Systems Maintenance: Fire and Smoke Detection Equipment. Fire detectors, smoke detectors, manual pull stations, alarm bells and lights, annunciators, speakers, flow detectors, flow switches, valve switches, wiring, devices, and accessories. Current system is Notifier.
Fire and Life Safety Systems Maintenance: Fire and Smoke Detection Equipment: Fire Suppression Systems. Fire pumps and controls, jockey pumps, sprinklers (wet/dry), compressors, fire hose cabinets/racks, manual fire extinguishers, piping, valves, and accessories.
Fire and Life Safety Systems Maintenance: FM200 Fire Extinguishing System. FM200 storage tanks, manual pull stations, abort switches, alarm bells and lights, control panels, annunciators, speakers, piping, valves, wiring, devices, and accessories. Services may be covered by a separate service contract under management by the offeror. If so, provide details in attached pages.
APPROACH TO PROVIDING THE SCOPE OF SERVICES FOR THE CONTRACT
QUESTIONNAIRE
Provide a narrative as to how the Proposer plans to provide the required services per the Scope of Work, Section II. The narrative is to address all aspects of the scope of the services per this RFP document and is to be developed in response to this RFP. Below is a “Questionnaire” developed to assist the Proposer in responding. The purpose of this questionnaire is to display full comprehension of the services to be provided and how such services will be provided to the University in the areas of facilities and equipment maintenance, as well as services. Please provide concise, but detailed information. Within the response, the firm should demonstrate that it understands both the magnitude and the importance of the requirements by detailing its proposed products and/or services for the UMUC maintenance operations. A response to all items should be provided.
Note: Responses should not be simply YES replies. Firms should describe how they plan to meet the stated requirements. Any other information that may be relevant but does not fall into the above questionnaire should be provided as an appendix to this volume. If Firms’ product literature and other publications are included to respond to a RFP requirement, the response in this volume should include a reference to the document by name and page.
A. Maintenance Schedules
Although the majority of required work can be accomplished between the hours of 6:00 AM – 10:00 PM, Monday through Sunday, the operations of a lodging and conference facility requires a flexible maintenance schedule. Depending on scheduled conference activities and guest service priorities, it may be necessary to interrupt work-in-progress or postpone certain work that could be disruptive to guests or conference activities. The contractor is considered essential to the operation of the facilities, and must respond to emergency conditions such as fire, flood, snow removal, etc. The contractor is responsible for reporting all emergency situations to the University contract
administrator.
1. Contractor is responsible for all snow removal activities at all UMUC sites, utilizing in house staff as needed and supplemented with contractors as needed based on weather events with UMUC’s approval. Snow equipment is provided by UMUC. See Appendix D for details on available equipment.
· Please describe how you plan to meet the required maintenance scheduling as well as how you plan to respond to emergency situations.
· Describe your snow/ice removal capabilities.
B. REQUIRED FACILITIES AND EQUIPMENT MAINTENANCE SERVICES:
Describe how your firm plans to meet the following:
1. Provide timely, efficient, courteous and professional service. It is the responsibility of the vendor to provide recommendations to the contract administrator which outline maintenance plans to keep all facilities grounds and equipment in a safe, reliable and efficient operation.
2 Provide and incorporate additional approved equipment and software upgrades to make the facilities operations more effective and efficient. Most equipment will be bought and owned by UMUC.
3 Maintain office and shop supplies to properly manage the facilities operation. UMUC will approve all reasonable requests, depending on the item requested UMUC and/or the vendor will place orders with approved vendor and UMUC will pay for supplies. Contractor must continuously evaluate and recommend cost-effective methods of reducing operating costs while maintaining high service levels.
4 Establish a strong relationship with the UMUC Finance and Facilities Management departments for all financial and operational concerns regarding the facilities operations. Contractor will generate reports and retain records for the contract administrator and the finance department. Examples of reports would include but are not limited to monthly reimbursable reports, Minority Business Enterprise (MBE) reports, inventory listings, subcontracting details, electrical metering logs, as well as other building operating logs and any additional reports as requested.