VT Agriculture and Environmental Lab Water Filtration System Maintenance Services

Agency: State of Vermont
State: Vermont
Type of Government: State & Local
NAICS Category:
  • 221310 - Water Supply and Irrigation Systems
  • 237110 - Water and Sewer Line and Related Structures Construction
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
  • 541380 - Testing Laboratories
  • 541620 - Environmental Consulting Services
  • 562910 - Remediation Services
Posted Date: Jan 10, 2020
Due Date: Feb 5, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Title Question Due Answers posted Due date No posting After
VT Agriculture and Environmental Lab Water Filtration System Maintenance Services 01/28/2020 02:00PM 02/05/2020 02:30PM

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Agency of Administration
Department of Buildings and General Services
109 State Street
[phone] 802-828-2211
Montpelier VT 05609-3001
[fax]
802-828-2222
http://bgs.vermont.gov/purchasing
SEALED BID
REQUEST FOR PROPOSAL
Vermont Agriculture and Environmental Lab
Water Filtration System Maintenance Services
ISSUE DATE:
BIDDERS’ CONFERENCE:
QUESTIONS DUE BY:
RFP RESPONSES DUE BY:
January 10, 2020
January 21, 2020 @ 2:30PM
January 28, 2020 @ 2:00PM
February 5, 2020 @ 2:30PM
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.
STATE CONTACT:
TELEPHONE:
E-MAIL:
FAX:
Michele Snyder
(802) 828-2211
BGS.OPCVendordocs@vermont.gov
(802) 828-2222
RFP Revised July 19, 2019
1
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Administration,
Department of Buildings and General Services (hereinafter the “State”) is seeking to establish contracts
with one company that can provide maintenance services on the water filtration systems located at the
Vermont Agriculture and Environmental Lab (VAEL) in Randolph Center, Vermont.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 3 YEARS. The State
anticipates the start date will be July 1, 2020.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held at the Vermont
Agriculture and Environmental Lab, 163 Admin Road, Randolph Center, Vermont at the date and time
indicated on the front page of this RFP. Interested parties will meet in the Lab lobby.
1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later
than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the
point of contact on the front page of this RFP. Questions or comments not raised in writing on or before
the last day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
http://www.bgs.state.vt.us/pca/bids/bids.php Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: The Agriculture and Environmental Lab has the
following water filtration system:
a. Milli-Q HX 7120-ZLXL62120 Serial # F8CA39529C
b. Millipore Super Q 3 Bowl ZFSQ11503 Serial #F8HA82883B & F7PA89380A
c. Millipore SDS 500 Single Pump Distribution System
2.1 The services under this contract will include biannual preventive maintenance visits, including travel and
check of the mechanical, hydraulic, and electrical systems.
2.2 The preventive maintenance is to include the filters and other components of the systems that are
consumables, the preventive maintenance does not include repairs of equipment that wear out over time or by
damage of the owner.
2.3 All work performed under this contract will be scheduled with the VAEL Director and the Department of
Buildings and General Services. The preventive maintenance must be scheduled at least a week in advance.
The preventive maintenance must be done during normal working hours, 7:45 AM to 4:30 PM Monday- Friday.
2.4 All unclaimed property found in or around the work area by the contractor shall be turned over to the project
manager, with the location of where the item was found.
2.5 A security background check may be required, for the technician(s) performing the services, prior to
beginning any work.
2.6 Subcontractors must be approved by the State assigned Project Manager before they can perform any
work under this contract.
2.7 All work performed under this contract shall be completed in accordance with local, state, and national
codes and standards.
2.8 The contractor and his/her employees will be subject to all applicable State and Federal regulations for the
conduct of personnel.
2.9 The contractor agrees to furnish all supervision, labor, transportation, material, tools, and equipment
necessary to complete the services. Contractor’s equipment shall be of the size and type appropriate for
completing the various types of work and for each system.
RFP Revised July 19, 2019
2
2.10 The contractor shall use OEM parts on all repairs unless prior approval is given by the State assigned
Project Manager.
2.11 All supplies, equipment, and machines shall be kept free of traffic lanes or other areas that may be
hazardous. All dirt and debris resulting for the work under this contract shall be disposed of at the end of each
day or at the completion of work.
2.12 The contractor shall, at no additional cost to the State, repair furnishings, equipment, facilities or other
property of the State damaged by the contractor. Determinations of the need for, and extent of, any repair is the
sole discretion of the State assigned Project Manager.
2.13 The following is to be included in the preventive maintenance:
Year # 1
a. Milli Q HX 7120
1. Large Custom Sanitization Cat # ZWSANTANL
2. (4) Proguard XL-S-C
Cat # PROGTXLCS2
3. Q-GARD XL-4LPM
Cat # QGARDTXL04
4. Durapore opticap XLT capsule filter Cat # KVGLA2TTT1
5. SDS Tank Elix Vent Filter (2 pack) Cat # TANKVNT22
6. (3) Sanitation bag 750a
Cat # P90050
7. (2) Milli Q HX 7120 Preventive Maintenance Cat # ZWLE2XLUE0
8. (2) SDS 500 Preventive Maintenance Cat # ZWSDS50UEO
b. Super Q 3 Bowl
1. (2) 22” Organex-Q Cartridge TP Cat # CPEX 02201
2. (4) 22” ION -EX TP CARTIDGE Cat # CPMB 02202
3. (2) Super Q Preventive Maintenance Cat # ZWSQBWUEO
Year # 2
a. Milli Q HX 7120
1. Large Custom Sanitization Cat # ZWSANTANL
2. (4) Proguard XL-S-C
Cat # PROGTXLCS2
3. Q-GARD XL-4LPM
Cat # QGARDTXL04
4. Durapore Opticap XLT capsule filter Cat # KVGLA2TTT1
5. SDS Tank Elix Vent Filter (2 pack) Cat # TANKVNT22
6. (3) Sanitation Bag 750a
Cat # P90050
7. UV lamps 254nm for SDS 500 loop Cat# TANKSDS2UVL1
8. UV Lamp (RiOs 60-22-, Elix/Afs 40-150) Cat # ZLXUVL2L1
9. UV Lamp 254nm for ASM(AFS-L/SDS500) Cat # ZLXUL2L2
10. Maintenance Kit Milli -Q HX-SD, HX, HR Cat #ZFMKLELR01
11. (2) Milli Q HX 7120 Preventive Maintenance Cat # ZWLE2XLUE0
12. (2) SDS 500 Preventive Maintenance Cat # ZWSDS50UEO
RFP Revised July 19, 2019
3
b. Super Q 3 Bowl
1. (2) 22” Organex-Q Cartridge TP Cat # CPEX 02201
2. (4) 22” ION -EX TP CARTIDGE Cat # CPMB 02202
3. (2) Super Q Preventive Maintenance Cat # ZWSQBWUEO
Year # 3
a. Milli Q HX 7120
1. Large Custom Sanitization Cat # ZWSANTANL
2. (4) Proguard XL-S-C
Cat # PROGTXLCS2
3. Q-GARD XL-4LPM
Cat # QGARDTXL04
4. Durapore Opticap XLT capsule filter Cat # KVGLA2TTT1
5. SDS Tank Elix Vent Filter (2 pack) Cat # TANKVNT22
6. (3) Sanitation bag 750a
Cat # P90050
7. (2) Milli Q HX 7120 Preventive Maintenance Cat # ZWLE2XLUE0
8. (2) SDS 500 Preventive Maintenance Cat # ZWSDS50UEO
b. Super Q 3 Bowl
1. (2) 22” Organex-Q Cartridge TP Cat # CPEX 02201
2. (4) 22” ION -EX TP CARTIDGE Cat # CPMB 02202
3. (2) Super Q Preventive Maintenance Cat # ZWSQBWUEO
2.14 The contractor is to include any software and firmware updates in the cost of yearly maintenance.
2.15 The contractor is to provide a technical support hotline with the services.
2.16 The technician working on the water filtration system is to be factory trained by MilliporeSigma’s worldwide
services.
2.17 Emergency service calls, as needed, shall be billed at the rate outlined in the Price Schedule attached to
this RFP.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the
State withhold a percentage of the total amount payable for some or all deliverables, such retainage
to be payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract.
3.2. BEST AND FINAL OFFER:
RFP Revised July 19, 2019
4
3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO.
3.2.1.1. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the
evaluation process.
3.2.2.Evaluation of Responses and Selection of Bidder(s). The State shall have the authority to
evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the
State and consistent with the goals and performance requirements outlined in this RFP.
3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors’ subcontractors, together with the identity of those
subcontractors’ workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one
or more contracts and reserves the right to make additional awards to other compliant bidders at any time
if such award is deemed to be in the best interest of the State. All other considerations being equal,
preference will be given first to resident bidders of the state and/or to products raised or manufactured in
the state, and then to bidders who have practices that promote clean energy and address climate change,
as identified in the applicable Certificate of Compliance.
3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below.
All bids shall be evaluated based on the following criteria
1. Price
2. Experience
3.6. STATEMENT OF RIGHTS: The State of Vermont reserves the right to obtain clarification or additional
information necessary to properly evaluate a proposal. Vendors may be asked to give a verbal
presentation of their proposal after submission. Failure of vendor to respond to a request for additional
RFP Revised July 19, 2019
5

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