State of Nevada / / Brian Sandoval
Department of Employment, Training and Rehabilitation / Governor
Operations Management / Tamara L. Nash
Chief of Operations
Address: 500 E. Third Street, Suite 200
Carson City, NV 89713
State of Nevada
Department of Employment, Training and Rehabilitation
Request for Proposal (RFP): 2013-01-DETR
For
HVAC SERVICE MAINTENANCE CONTRACT
2800 E. ST. LOUIS AVE., LAS VEGAS, NEVADA
Release Date: March 13, 2013
Deadline for Submission and Opening Date and Time: April 19, 2013 at 10:00 AM
Refer to Section 8, RFP Timeline for the complete RFP schedule
For additional information, please contact:
James Lewandowski, Program Officer I
State of Nevada, Department of Employment, Training and Rehabilitation
500 E. Third Street
Carson City, NV 89713
Phone: (775) 684-3847
Email address:
Refer to Section 9 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 2013-01-DETR

Vendor Must:

A)  Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V6 will be used for development of the contract;

B)  Type or print responses; and

C)  Include this Vendor Information Sheet in Tab III of the Technical Proposal.

V1 / Company Name
V2 / Street Address
V3 / City, State, ZIP
V4 / Telephone Number
Area Code: / Number: / Extension:
V5 / Facsimile Number
Area Code: / Number: / Extension:
V6 / Toll Free Number
Area Code: / Number: / Extension:
V7 / Contact Person for Questions / Contract Negotiations,
including address if different than above
Name:
Title:
Address:
Email Address:
V8 / Telephone Number for Contact Person
Area Code: / Number: / Extension:
V9 / Facsimile Number for Contact Person
Area Code: / Number: / Extension:
V10 / Name of Individual Authorized to Bind the Organization
Name: / Title:
V11 / Signature (Individual must be legally authorized to bind the vendor per NRS 333.337)
Signature: / Date:


TABLE OF CONTENTS

1. OVERVIEW OF PROJECT 4

2. ACRONYMS.DEFINITIONS 4-6

3. SCOPE OF WORK 7-13

4. COMPANY BACKGROUND AND REFERENCES 13-18

5. VENDOR STAFF RESUMES 18

6. COST 19

7. FINANCIAL 19

7. BILLING 19-20

8. WRITTEN QUESTIONS AND ANSWERS 20

9. RFP TIMELINE 20-21

10. PROPOSAL SUBMISSION INSTRUCTIONS 21-27

11. CONFIDENTIALLITY OF PROPOSALS 27-28

12. PROPOSAL PACKAGING 28-30

13. PROPOSAL EVALUATION AND AWARD PROCESS 30-31

14. TERMS AND CONDITIONS 31-38

15. SUBMISSION CHECKLIST 38

16. Attachment A: Confidentiality and Certification of Indemnification 39

17. Attachment B: Technical Proposal Certification of Compliance with Terms and Conditions of RFP 40

18. Attachment C: Vendor Certifications 41

19. Attachment D: Contract Form (Sample Contract) 42-50

20. Attachment E: Insurance Schedule 51-53

21. Attachment F: Reference Questionnaire 54

22. Attachment G: Proposed Staff Resume 55

23. Attachment H: Cost Schedule 57

24. Attachment I: Cost Proposal Certification of Compliance 58

A Request for Proposal process is different from an Invitation to Bid. The State expects vendors to propose creative, competitive solutions to the agency's stated problem or need, as specified below. Vendors’ technical exceptions and/or assumptions should be clearly stated in Attachment B, Technical Proposal Certification of Compliance with Terms and Conditions of RFP. Vendors’ cost exceptions and/or assumptions should be clearly stated in Attachment I, Cost Proposal Certification of Compliance with Terms and Conditions of RFP. Exceptions and/or assumptions will be considered during the evaluation process; however, vendors must be specific. Nonspecific exceptions or assumptions may not be considered. The State reserves the right to limit the Scope of Work prior to award, if deemed in the best interest of the State per NRS 333.350(1).

1.  OVERVIEW OF PROJECT

Furnish a scheduled Preventive Maintenance Program for the Heating, Ventilation, Air Conditioning (HVAC), Mechanical Controls equipment and Chemical Treatment through a Standard Inspection and Maintenance Service agreement for:

STATE OF NEVADA

Department of Employment, Training and Rehabilitation

2800 East St. Louis Avenue

Las Vegas, Nevada 89104

2.  ACRONYMS / DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

Acronym / Description /
Assumption / An idea or belief that something will happen or occur without proof. An idea or belief taken for granted without proof of occurrence.
Awarded Vendor / The organization/individual that is awarded and has an approved contract with the State of Nevada for the services identified in this RFP.
BOE / State of Nevada Board of Examiners
Confidential Information / Any information relating to the amount or source of any income, profits, losses or expenditures of a person, including data relating to cost or price submitted in support of a bid or proposal. The term does not include the amount of a bid or proposal. Refer NRS §333.020(5) (b).
Contract Approval Date / The date the State of Nevada Board of Examiners officially approves and accepts all contract language, terms and conditions as negotiated between the State and the successful vendor.
Contract Award Date / The date when vendors are notified that a contract has been successfully negotiated, executed and is awaiting approval of the Board of Examiners.
Contractor / The company or organization that has an approved contract with the State of Nevada for services identified in this RFP. The contractor has full responsibility for coordinating and controlling all aspects of the contract, including support to be provided by any subcontractor(s). The contractor will be the sole point of contact with the State relative to contract performance.
Cross Reference / A reference from one document/section to another document/section containing related material.
Division / Department of Employment, Training and Rehabilitation.
Evaluation Committee / An independent committee comprised of a majority of State officers or employees established to evaluate and score proposals submitted in response to the RFP pursuant to NRS §333.335.
Exception / A formal objection taken to any statement/requirement identified within the RFP.
Key Personnel / Vendor staff responsible for oversight of work during the life of the project and for deliverables, as applicable.
LOI / Letter of Intent - notification of the State’s intent to award a contract to a vendor, pending successful negotiations; all information remains confidential until the issuance of the formal notice of award.
May / Indicates something that is not mandatory but permissible.
Must / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.
NAC / Nevada Administrative Code –All applicable NAC documentation may be reviewed via the internet at: www.leg.state.nv.us.
NOA / Notice of Award – formal notification of the State’s decision to award a contract, pending Board of Examiners’ approval of said contract, any non-confidential information becomes available upon written request.
NRS / Nevada Revised Statutes – All applicable NRS documentation may be reviewed via the internet at: www.leg.state.nv.us.
Pacific Time (PT) / Unless otherwise stated, all references to time in this RFP and any subsequent contract are understood to be Pacific Time.
Proprietary Information / Any trade secret or confidential business information that is contained in a bid or proposal submitted on a particular contract. (Refer to NRS 333.020 (5) (a).
Public Records / All books and public records of a governmental entity, the contents of which are not otherwise declared by law to be confidential must be open to inspection by any person and may be fully copied or an abstract or memorandum may be prepared from those public books and public records. (Refer to NRS 333.333 and NRS 600A.030 [5]).
Redacted / The process of removing confidential or proprietary information from a document prior to release of information to others.
RFP / Request for Proposal; a written statement which sets forth the requirements and specifications of a contract to be awarded by competitive selection NRS §333.020(7).
Shall / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.
Should / Indicates something that is recommended but not mandatory. If the vendor fails to provide recommended information, the State may, at its sole option, ask the vendor to provide the information or evaluate the proposal without the information.
State / The State of Nevada and any agency identified herein.
Subcontractor / Third party, not directly employed by the vendor, who will provide services identified in this RFP. This does not include third parties who provide support or incidental services to the vendor.
Trade Secret / Information, including, without limitation, a formula, pattern, compilation, program, device, method, technique, product, system, process, design, prototype, procedure, computer programming instruction or code that: derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by the public or any other person who can obtain commercial or economic value from its disclosure or use; and is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.
Vendor / Organization/individual submitting a proposal in response to this RFP.
Will / Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

2.1 STATE OBSERVED HOLIDAYS

The State observes the holidays noted in the following table. When January 1st, July 4th, November 11th or December 25th fails on Saturday, the preceding Friday is observed as the legal holiday. If these days fall on Sunday, the following Monday is the observed holiday.

Holiday / Day Observed /
New Year’s Day / January 1
Martin Luther King Jr.’s Birthday / Third Monday in January
Presidents' Day / Third Monday in February
Memorial Day / Last Monday in May
Independence Day / July 4
Labor Day / First Monday in September
Nevada Day / Last Friday in October
Veterans' Day / November 11
Thanksgiving Day / Fourth Thursday in November
Family Day / Friday following the Fourth Thursday in November
Christmas Day / December 25

3.  SCOPE OF WORK

HVAC, Controls & Water Treatment

Maintenance service

for 2800 East st Louis Ave., Las vegas, nevada 89104

Furnish a scheduled Preventive Maintenance Program for the Heating, Ventilation, Air Conditioning (HVAC), Mechanical Controls equipment and Chemical Treatment through a Standard Inspection and Maintenance Service agreement.

EQUIPMENT:

8 Each - Bell & Gossett Series 1510 and 1510/Universal Centrifugal Pumps

Serial Numbers:

  1. CHWP 1: C009102-02 K50
  2. CHWP 2: C009100-02 K50
  3. CHWP 3: C009101-02 K50
  4. CHWP 4: C009101-01 K50
  5. CP 1: C009102-01 K50
  6. CP 2: C009102-02 K50
  7. HWP 3: C009103-02 K50
  8. HWP 4: C009103-01 K50

2 Each - Marathon Electric Pump

Model Number: CVE56T17D5532B P

Part Numbers:

  1. HWP 1: M99081
  2. HWP 2: M99081

2 Each - Lochinvar Boiler Expansion Tank

Model Number: PBN1001-M9

Serial Numbers:

  1. J05H0081020
  2. J05H0081030

1 Each - Bell & Gossett type GPX Plate Heat Exchanger

Serial Number: 959689-01

2 Each - Power-Fin Hot Water Heating Boiler

Model Number: PBN1001-M9

Serial Numbers:

  1. J05H00181030

2.  J05H00181029

2 Each - Baltimore Aircoil (BAC) Series 1500 Cross flow Cooling Tower

Model Number: 1546/HMQ

Serial Numbers: U053897802MAD

: U056897801MAD

Belt Number: 2B128

2 Each - York Water Cooled Liquid Chiller

Model Number: YCWS0140SB46YAADBX

Serial Numbers:

  1. C1: PMPM013014
  2. C2: PMPM013013

3 Each - Scott Springfield Mfg. Inc. HQ Air Handlers

AH 1: Model Number: HQ400AHU-43000 C-H-4-I

Serial Number: A06-01822-M1

AH 2: Model Number: HQ1800AHU C-H-4-I

Serial Number: A06-01822-M2

AH 3: Model Number: HQ60AHU-6000 C-H-4-I

Serial Number: A06-01822-M3

2 Each – York Chilled Water Compressor

Model Number: DXS24L9SB46150

Serial Numbers:

  1. C1: VLPX243163
  2. C2: VLPX243147

47 each Modular Fan Terminal (MFT’s)

Inspect each unit, check strainer and change filter one (1) time per year

22 each Fan Coil Unit (FCU’s)

Inspect each unit, check strainer and change filter two (2) times per year

TERMS AND CONDITIONS:

1.  Contractor agrees to make inspections of all equipment as outlined by the owner during specified times each year.

2.  The inspection and maintenance service shall include but shall not be limited to the items of work outlined under “Maintenance Schedule”. Contractor will maintain logs on site and record the inspection date for future reference, with copies to the Department of Employment, Training and Rehabilitation, Operations Management section.

3.  The inspections shall be performed during regular working hours, Monday through Friday. Any work or inspections performed that may disrupt normal work activities have to be performed after normal work hours. Work other than that covered by inspection or off-hour work will be charged at an overtime rate. (NOTE: Work performed on the 47 under floor heating units must be done on evenings or weekends annually. All overtime and filters must be included in an initial maintenance bid. The initial bid must include cost for a two man crew to service approximately ten units per day in an eight hour overtime period for five, eight hour days.)

4.  Ductwork and insulation repairs or replacement or any work on water, drain, and waste lines should not be included as part of the Scope of Work as identified in the Maintenance Schedule.

5.  Cooling Start Up Period: (Between March and April each year)

  1. Clean Cooling Tower. (to include pressure wash to remove scale deposits and all dirt removed from holding tanks)
  2. Prepare System.
  3. Perform a Chiller start up and make all required operational checks.
  4. Any refrigerant required will be billed to owner extra to agreement.
  5. Any additional annual services to include oil change, refrigerant, etc., will be billed to owner extra to agreement.
  6. Twelve (12) months of water treatment included per year, and for each additional year of the contract. Any additional treatment will be billed to owner on a separate detailed invoice outside this agreement.
  7. Maintenance and cleaning of GDX Plate Heat Exchanger

6.  Heating Start Up Period: (Between September and October each year)

  1. Open boiler and rod out fire tubes.
  2. Replace all filters and nozzles.
  3. Check all floats for proper operation.
  4. Start boiler and make all required operational checks.
  5. Any required additional materials and labor will be billed to owner on a separate invoice, outside the work detailed in this maintenance agreement.
  6. Clean Cooling Tower. (to include pressure wash to remove scale deposits and all dirt removed from holding tanks)

MAINTENANCE SCHEDULE: