On-call Refrigeration and Lab Equipment Repair Services

Agency:	University of Kansas Medical Center
State:	Kansas
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors 811219 - Other Electronic and Precision Equipment Repair and Maintenance 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Sep 21, 2023
Due Date:	Oct 18, 2023
Solicitation No:	RQ-00069 Specs (PDF) RQ-00069 Project Cost Worksheet (Excel) KUMC Campus Map (PDF)
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

RFQ#

Description

Bid Release Date

Bid Closing Date

Location

RQ-00069 Specs (PDF)

RQ-00069 Project Cost Worksheet (Excel)

KUMC Campus Map (PDF)

KUMC RFQ Guidelines (PDF)

On-call Refrigeration and Lab Equipment Repair Services

9/21/23

10/18/23

KC Campus

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REQUEST FOR PROPOSAL

Submit Bid To

UNIVERSITY OF KANSAS MEDICAL CENTER

DEPARTMENT OF PURCHASING

Mail Stop 2034

3901 Rainbow Blvd., Kansas City, KS 66160

If additional information is desired, contact Hayley Unke-Moore at hunkemoore@kumc.edu or 913 588 1117

Quotation No. RQ-00069

Date Mailed 9/21/23

Closing 2:00 pm Central 10/18/23

Items and Specifications

KUMC seeks to procure bids for On-Call Refrigeration and Lab Equipment Repair Services to fulfill the

requirements as outlined in the included specifications. KUMC reserves the right to negotiate with selected

finalists should it be deemed necessary.

Pre-bid Conference - A mandatory in-person pre-bid conference will be held on Thursday, October 5, 2023 at

10:00am Central time.

All interested bidders must contact Hayley Unke-Moore at hunkemoore@kumc.edu no later than end of day

Tuesday, October 3, 2023 to RSVP for the pre-bid meeting. Doors to the KUMC campus are locked and

access is limited. After you RSVP, instructions will be provided on where to park and meet to attend the pre-

bid meeting.

Attendance is mandatory at the pre-bid conference. Impromptu questions may be permitted, and spontaneous

unofficial answers provided. However, bidders should understand that the only official answer or position of

KUMC will be presented in writing.

Attachments:

• KUMC RFQ Guidelines.pdf

• RQ-00069 Project cost worksheet.xlsx

• KUMC Campus map.pdf

All suppliers must submit the following documents as part of their bid.

1. A signed copy of the KUMC RFQ guidelines.

2. Completed labor rates as found on pages 4 and 5 on this document.

3. An excel version of RQ-00069 project cost worksheet.xlsx.

Page 1 of 5

Contract Proposal

The University of Kansas Medical Center is requesting technical and cost proposals to provide on-call services

for refrigeration and lab equipment repair services. Work may be performed throughout the University of

Kansas Medical Center areas including the main campus to the north and south of 39th St., Fairway North, and

CRC buildings on the Fairway campus.

This RFQ consists of completion of all forms in their entirety and completion of a pricing proposal for the

attached CTSU Project cost worksheet. List scopes of work that your company will not be self-performing.

The on-call contract portion of this RFQ may be awarded to more than one supplier.

Term

The University of Kansas Medical Center is requesting a three (3)-year contract with option to renew for two

(2) additional one (1)-year periods, if mutually agreed upon by both parties and subject to annual appropriations

by the governing body.

KUMC Objectives

Contractor will be available at short notice to perform the work outlined in the scope of work below on an as

needed basis throughout the medical center. Job sizes range from work order sized projects to limited

renovations of various departments on the medical center campus and Fairway locations listed above. The

contractor must have the ability and willingness to work with: in-house or on-call architects, engineers,

construction forces, and sub-contractors.

Scope of Work

It is understood that a contractor may not self-perform all scopes of work that might be needed on our projects.

Contractor shall manage their own forces and their subcontractors as required for a complete job, as outlined by

contract documents and/or a formal walkthrough of the agency requested scope of work.

General Scopes of Work

1. Service, repair, and preventive maintenance of refrigeration equipment such as -80 freezers, -20 freezers,

+4 Refrigerators, Standard Refrigerators, Walk-in coolers, Cold Rooms, and ice machines.

2. Service, repair, and preventive maintenance of lab water filtration equipment, such as Labconco DI/RO

water point of use stations.

3. Service, repair, and preventive maintenance of refrigerated lab equipment such as centrifuges, etc.

4. Service, repair, and preventive maintenance of VRF HVAC equipment and mini-split HVAC systems.

5. Service, repair, and preventive maintenance of other miscellaneous lab equipment.

Qualifications and Criteria for Award:

The award will be made to the most qualified and responsive bidder whose bid meets the requirements and

criteria set forth in this proposal, including the criteria below:

1. Licensed contractor in specified trade in Kansas and Missouri.

2. The contractor shall have experience in specified trade for a minimum of 10 years.

3. Must have ability to service projects in a timely manner

4. List what applicable stamps/certifications the company’s employees carry, if any.

5. Must have a single point of contact and ability to devote same set of workers to projects and service work.

6. Must have the ability to work with in-house or on-call architects, engineers, construction forces to help

trouble shoot/suggest cost savings/improvements to design.

7. List labor rates and how they are structured.

Page 2 of 5

8. Previous experience at KUMC is preferable.

9. Price.

10. Must be able to staff the projects or service work accordingly for the size of each job and keep the same

staff during the entire project.

11. Must be located within 30 miles for the main University of Kansas Medical Center campus.

Code Compliance:

All work under this contract shall be compliant with local and adopted State Code requirements. All work is

subject to inspection by the architect/engineer and the authority having jurisdiction. (Jurisdiction may be

State of Kansas, Unified Government, and City of Fairway depending on funding source of the Project and

Project location.)

Cost Sheet - Commercial Refrigeration and Lab Equipment Repair Services

It is our intent to award this to multiple suppliers. There will be times when the awarded supplier(s) will be

asked to provide a competing quote for projects.

Hourly billing rates to include:

1. Contractor employee pay rate

2. Employer FICA contributions

3. Employee federal and State unemployment insurance costs

4. Workmen’s Compensation, Fidelity and liability insurance costs

5. General administrative and overhead expenses

6. Project estimating time

7. Gross profit margin

8. Any additional employee payroll contributions.

It is anticipated that most of the work to be performed by contractor’s employee(s) will be on the University of

Kansas Medical Center Campus and Fairway Campus. The University of Kansas Medical Center will incur no

expenses other than the flat hourly rate stated herein.

Page 3 of 5

Supplier Name

RQ-00069 On-call Refrigeration and Lab

Equipment Repair Services

List scopes of work that your company self performs and fill in the labor rates

Please clearly note (by a check) what scopes of work that your company self performs and what scopes of work

you will sub-contract out.

General Scopes of Work Self-

Performed

-80 freezers, -20 freezers,

+4 Refrigerators, Standard

Refrigerators

Walk-in coolers, Cold

Rooms

Ice machines

Sub-

Contract

Out

Standard

Rates

OT &

Saturdays

Sundays &

Holidays

Lab water filtration

equipment

Refrigerated lab equipment

such as centrifuges

VRF HVAC equipment

and mini-split HVAC

systems

Page 4 of 5

Supplier Name

RQ-00069 On-call Refrigeration and Lab

Equipment Repair Services

List any scopes of work not listed above that your company performs or sub-contracts out, and fill in the

labor rates

Note: these shall be “not to exceed” amounts

General Scopes of Self-

Sub-

Standard OT &

Sundays &

Work

Performed Contract Rates

Saturdays Holidays

Out

Materials and Subcontractor Markups

Unless KUMC chooses to supply materials and/or equipment, the contractor shall purchase and supply all

materials for a project. Materials shall be invoiced at a cost % markup.

Overhead and profit shall be applied as follows.

1. The overhead and profit charged by the contractor and subcontractors shall be considered to include but

not limited to; jobs site office and clerical expenses, normal hand tools, incidental job supervision, field

supervision, payroll costs and other compensation for project manager, executives, estimators, attorneys,

auditors, purchasing and contracting agents, and other personnel employed whether at the site or in the

office for general superintendent and administration of the work.

2. The percentages for overhead and profit charged on estimates/change orders can be negotiated due to the

complexity of the work but in no case shall exceed the following:

a. 15% To the contractor for work performed by their respective forces or materials purchased.

b. 5% To the subcontractor on work performed by their respective forces or materials purchased.

Project Analysis

In addition to providing contract pricing for standard maintenance and services in the tables above, there will

also be a reality-based project to quote, that will be used to assess each bidder. This will be discussed in further

detail during the mandatory pre-bid meeting.

CTSU Equipment Maintenance Service Project

The basic scope of work for this project is as follows:

• Provide costs for performing scheduled maintenance at the identified frequencies on the equipment in the included

excel list RQ-00069 project cost worksheet.xlsx.

Page 5 of 5

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