INFORMAL SOLICITATION
Minnesota Department of Transportation (Mn/DOT)
Mobile Air Conditioning Training and Certification
This document is available in alternative formats for persons with disabilities by calling Melissa McGinnis, Contract Administrator at 651-366-4644 or for persons who are hearing or speech impaired by calling the Minnesota Relay Service at 1-800-627-3529.
Mn/DOT Not Obligated To Complete Project
The issuance of this informal solicitation does not obligate Mn/DOT to award a Contract or complete the project and Mn/DOT reserves the right to cancel the solicitation if it is considered to be in its best interest.
Project Overview
Mn/DOT requests responses for Mobile Air Conditioning (MAC) training.
Project Goal
The goal of this project is to ensure that Mn/DOT’s mechanics are properly trained and certified in the area of air conditioning.
Desired Skills
Responder’s must have extensive experience delivering air conditioning training and must be certified to deliver the certification testing.
Scope of Work and Deliverables
Mn/DOT’s fiscal year runs from July 1 – June 30 every year. The training needs for the current fiscal year ending June 30, 2011 have been identified and are detailed in this Informal Solicitation. The resulting contract will be written for the current fiscal year (ending June 30, 2011) and the next two fiscal years (July 1, 2011 – June 30, 2012 and July 1, 2012 – June 30, 2013). The Selected Responder will be required to work with Mn/DOT for the remaining two fiscal years to develop a training plan. See the Response Content Section #8 for information on the cost proposal that you will need to prepare for this solicitation.
The Selected Responder will deliver four 2-day Mobile Air Conditioning classes, including MACS certification. That includes the following:
A. Meet with Mn/DOT to revise and customize the curriculum to meet the needs of Mn/DOT. The Mobile Air Conditioning classes can include some or all the topics and sub-topics listed below, by agreement between Mn/DOT and the Selected Responder:
I. Principles of Heat· Definition of heat
· Heat measurement
· Heat transfer
· Atmospheric pressure and boiling points / VI. Air Conditioning Controls
· Evaporator temperature control
· Air flow mode operation
· Door motors
· Compressor controls
· Blower motor controls
· Function testing
II. Refrigerants
· Purpose and characteristics
· Working with R-12
· Working with R-134A
· What is future holds…
· Leak testing / VII. Air Conditioning System Diagnostics
· Understanding user complaints
· Quick tests
· Air conditioning testing tools
III. Refrigerant Oils
· Handling refrigerant oils
· Compressor oil conditions / VIII. Air Conditioning System Service
· Refrigerant recovery and recycling
· Orifice tube replacement
· Evacuation
· Flushing
· Identifying a contaminated system
· Proper oil service
IV. Basic Air Conditioning Systems
· Types of A/C systems
· Expansion valve system components
· Refrigerant flow in expansion valve systems
· Refrigerant flow in IRD systems
· Components of orifice tube / IX. Mobile Air Conditioning Society Certification Test
V. Air Conditioning System Components
· Compressors
· Condensers
· Evaporator
· Expansion devices
· Receiver-dryer
· Filters
· Orifice tube
· Accumulator
· Service valves and access ports
· Hoses and fittings
B. Provide an instructor for training, education and MACS certification for a series of Air Conditioning training and certification classes.
C. Each Air Conditioning training and certification class will accommodate a maximum of 15 students. Each Air Conditioning training and certification classes will be held on dates, times and at locations as agreed upon between Mn/DOT and the Selected Responder.
D. Provide each student with a MACS certification certificate and the Selected Responder’s course manual.
E. Provide class rosters with certification test results and student-completed course evaluations to Mn/DOT.
F. Work with the State to develop a training plan for the next two fiscal years (July 1, 2011 – June 30, 2012 and July 1, 2012 – June 30, 2013).
G. Deliver the same tasks above, based on the newly developed training plans, for the two remaining fiscal years.
Responders are encouraged to propose additional tasks or activities if they will substantially improve the results of the project. These items should be separated from the required items on the cost proposal.
Response Content
The following will be considered minimum contents of the response and must be submitted in the order listed:
1. Responder’s company name, business address, the contact person’s name, telephone number, fax number and email address (as available).
2. A statement of the objectives, goals and tasks to show or demonstrate the responder's view of the nature of the Contract.
3. A description of the deliverables to be provided by the responder.
4. An outline of the responder's background and experience with examples of similar work done and a list of personnel who will conduct the project, detailing their training and work experience. No change in personnel assigned to the project will be permitted without the written approval of Mn/DOT’s Project Manager.
5. A detailed work plan that will identify the major tasks to be accomplished and be used as a scheduling and management tool, as well as the basis for invoicing. The work plan must present the respondent’s approach, task breakdown, deliverable due dates and personnel working on the project and the hours assigned to each individual to reach the project results.
6. Identification of the level of Mn/DOT’s participation in the project.
7. The forms and documents required under any other section of this Informal Solicitation.
8. Provide in a separate envelope, one copy of the cost proposal, clearly mark on the outside "Cost Proposal", along with the responder’s official business name and mailing address. For purposes of completing the cost proposal, Mn/DOT does not make regular payments based upon the passage of time; it only pays for services performed or work delivered after it is accomplished. Terms of the proposal as stated must be valid for the length of the project.
If proposing a cost plus approach, use the responder's current Mn/DOT audited overhead rate. If proposing an hourly rate, unit rate or lump sum, include a breakdown (labor, overhead, profit & expenses) showing how the rate was derived. If proposing a cost plus fixed fee (profit) budget, Responder’s Overhead Rate must not exceed 160%. The responder must utilize their current Mn/DOT approved Overhead rate, not to exceed 160%. For the purposes of this Cost Proposal, Responders should utilize a fixed fee (profit) of 10%. Actual fixed fee (profit) will be determined/ calculated by Mn/DOT upon selection.
Cost proposal should include the following:
· Provide a Unit Cost for ONE 2-day Mobile Air Conditioning class.
· Identify, if any, course expenses and instructor travel expenses that are included in the Unit Cost.
· Identify, if any, course expenses and instructor travel expenses that are not included in the Unit Cost. You must provide an estimate of the costs that are not included in the Unit Cost for the class.
· Identify costs associated with developing a training plan with Mn/DOT for the remaining fiscal years.
· Identification of any assumption made while developing this cost proposal.
· Identification of any cost information related to additional services or tasks, include this in the cost proposal but identify it as additional costs and not make it part of the total project cost.
· A total project cost that includes FOUR 2-day Mobile Air Conditioning classes, anticipated direct expenses for FOUR 2-day Mobile Air Conditioning classes, and training plan development costs.
The responder must have the cost proposal signed in ink by authorized member of the firm. The responder must not include any cost information within the body of the informal solicitation technical proposal response.
Questions
Prospective responders who have any questions regarding this informal solicitation must submit questions by e-mail only to:
Melissa McGinnis, Contract Administrator
All questions and answers will be posted on Mn/DOT’s Consultant Services Web Page at www.dot.state.mn.us/consult under the P/T Notices section. All prospective responders will be responsible for checking the web page for any addendums to this Informal Solicitation and any questions that have been answered. Please note that questions will be posted verbatim as submitted.
Questions regarding this Informal Solicitation must be received by Mn/DOT no later than 2:00 p.m. Central Standard Time on February 11, 2011.
Mn/DOT anticipates posting answers to such questions no later than 2:00 p.m. Central Standard Time on February 15, 2011.
No other Mn/DOT personnel are authorized to discuss the solicitation with anyone, including responders, before the submission deadline. Contact regarding this solicitation with any personnel not listed above may result in disqualification.
Delivery of Responses
All responses must be sent to:
Minnesota Department of Transportation
Melissa McGinnis, Contract Administrator
395 John Ireland Boulevard
Consultant Services Section, Mail Stop 680
St. Paul, MN 55155
All responses must be received no later 2:00 p.m. Central Standard Time on February 22, 2011. Please note that Mn/DOT Offices have implemented new security measures. These new procedures do not allow non-Mn/DOT employees to have access to the elevators or the stairs. You should plan enough time and follow these instructions for drop-off:
· Enter through the Rice Street side of the Central Office building (1st Floor).
· Once you enter through the doors, you should walk straight ahead to the Information Desk.
· Proposals are accepted at the Information Desk only. The receptionist will call the Contract Administrator to come
down and to time stamp the proposal.
Late responses will not be considered. Fax and e-mail responses will not be considered. All costs incurred in responding to this solicitation will be borne by the responder.
Response Submittal
Submit 7 copies of the response to the address above. Responses are to be sealed in a mailing envelope or package with the responder’s name and address clearly written on the outside. Each copy of the response must be signed, in ink, by an authorized member of the firm.
Submit one copy of the Cost Proposal. This information should be placed in a separate envelope clearly marked on the outside “Cost Proposal” with the responder’s name. For purposes of completing the cost proposal, Mn/DOT does not make regular payments based upon the passage of time, it only pays for services performed or work delivered after it is accomplished. Terms of the cost proposal as stated must be valid for the length of the project. If proposing an hourly rate, unit rate or lump sum, include a breakdown (labor, overhead, profit & expenses) showing how the rate was derived. An authorized representative must sign the copy of the cost proposal, in ink.
Response Evaluation
Representatives of Mn/DOT will evaluate all responses received by the deadline. In some instances, an interview may be part of the evaluation process. A 100-point scale will be used to create the final evaluation recommendation. The factors and weighting on which responses will be judged are:
1. Work plan 25%
2. Qualifications/experience of personnel working on the project 20%
3. Expressed understanding of project objectives 10%
4. Qualifications/experience of company 5%
5. Cost Detail 30%
6. Extent to which services will be performed within the U.S.* 10%
*Note: Responders must complete the “Location of Service Disclosure and Certification Form” and submit it as part of the response.
Responses will be evaluated on a “best value” basis with 70% qualifications and 30% cost considerations. The cost proposal will not be opened by the review committee until after the qualifications points are awarded.
The selected responder will be required to submit acceptable evidence of compliance with workers' compensation insurance coverage requirements prior to execution of the contract. The selected responder will be required to comply with Mn/DOT audit standards.
Disposition of Responses
All materials submitted in response to this informal solicitation will become property of Mn/DOT and will become public record after the evaluation process is completed.
Mn/DOT will not consider the prices submitted by the responder to be proprietary or trade secret materials.
Conflicts of Interest
Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that in contemplated in the Information Solicitation. This list should indicate the mane of the entity, the relationship and a discussion of the conflict. Responders must complete the attached “Conflict of Interest Checklist and Disclosure Form” and submit it as part of the response.
Organizational Conflicts of Interest
The responder warrants that, to the best of its knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances, which could give rise to organizational conflicts of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons, a vendor is unable or potentially unable to render impartial assistance or advice to Mn/DOT, or the vendor’s objectivity in performing the Contract work is or might be otherwise impaired, or the vendor has an unfair competitive advantage. The responder agrees that, if after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to the Assistant Director of the Department of Administration’s Materials Management Division which must include a description of the action which the selected responder has taken or proposes to take to avoid or mitigate such conflicts. If an organization conflict of interest is determined to exist, Mn/DOT may, at its discretion, cancel the Contract. In the event the responder was aware of an organizational conflict of interest prior to the award of the Contract and did not disclose the conflict to the contracting officer, Mn/DOT may terminate the contract for default. The provisions of this clause must be included in all subcontracts for work to be performed similar to the service provided by the prime contractor, and the terms “contract,” “contractor,” and “contracting officer” modified appropriately to preserve the State’s rights.
IT Accessibility Standards
Responses to this solicitation must comply with the Minnesota IT Accessibility Standards effective September 1, 2010, which entails, in part, the Web Content Accessibility Guidelines (WCAG) 2.0 (Level AA) and Section 508 Subparts A-D which can be viewed at: http://www.mmd.admin.state.mn.us/pdf/accessibility_standard.pdf.