Water Treatment Services (Cooling Towers, Boilers, Closed Loops and Chilled...

Agency:	Wichita State University
State:	Kansas
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Oct 2, 2023
Due Date:	Oct 23, 2023
Solicitation No:	B0001818
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

RFP Number:

RFP Issuance Date:

Mandatory On-Site Visit:

RFP Question Deadline:

RFP Closing Date:

Procurement Officer:

Item / Service:

Agency:

Agency Location:

Period of Contract:

Guarantee:

RFP Scope:

WICHITA STATE UNIVERSITY

REQUEST FOR PROPOSAL (RFP)

B0001818

Monday, October 2nd, 2023

Wednesday, October 11th, 2023 at 10:00am CST

Friday, October 13th, 2023 by 5:00pm CST

Monday, October 23rd, 2023 at 2:00pm CST

Robby Murray

316-978-5185

robby.murray@wichita.edu

Wichita State University

Office of Purchasing

1845 Fairmount, Campus Box 38

Wichita, KS 67260-0038

Water Treatment Services (Cooling Towers, Boilers, Closed Loops and

Chilled Water Systems) – Multiple Locations

Wichita State University (“WSU”)

1845 Fairmount, Campus Box 38

Wichita, KS 67260-0038

Date of signed contract through September 30th, 2024

With options to renew automatically for three (4) additional one (1) year

renewal periods

No Monetary Guarantee Required

WSU is issuing this Request for Proposal (“RFP”) to solicit proposals

(“Proposals”) from qualified water treatment suppliers (“Bidders”) to provide

Water Treatment Services (Cooling Towers, Boilers, Closed Loops and

Chilled Water Systems) for the following service locations:

 Central Energy Power Plant - 3911 E Wu Shock Dr.

 John Bardo Center – 1800 Innovation Blvd.

 Shocker Hall – 2020 Perimeter Rd.

 Koch Arena – 21st and Hillside

 Beech Wind Tunnel Cooling Tower – 1935 N. Research Pl.

 NIAR ETL – 3800 S. Oliver

Procurement Type:

Sealed Bid (See Section 2.1)

Page 1 of 2

READ THIS RFP CAREFULLY AND CHECK FOR UPDATES

This RFP (Number B0001818) was posted to WSU Office of Purchasing Internet website and

may be downloaded at: www.wichita.edu/purchasing.

It shall be the Bidder's responsibility to monitor this website on a regular basis for any

changes or addenda.

Please view the file posted on WSU Bid Solicitations Page:

https://www.wichita.edu/services/purchasing/Bid_Documents/BidDocuments.php, Boilerplate

of Request for Quotation: Terms and Conditions/Bidding Instructions for a sample of WSU’s

standard terms and conditions to a Request for Quotation. Such terms and conditions are

subject to change depending on the size, nature, and requirements of each project.

SECTION I

CONDITIONS TO BID

1.1. Bid Specifications. Bidder must be able to meet all bid specifications set forth in this RFP

as well as the minimum qualification and performance specifications set forth in Attachment 5:

Minimum Qualifications and Performance Specifications.

1.2. Bid Proposal. Bidder’s Proposal must include fully completed RFP attachments, except

that Bidder may complete Attachment 7: Bidder Signature Sheet by referencing separately

attached documents or information.

1.3. Proposal Reference Number: The RFP Number identified on the first page of this RFP

(the “RFP Cover Page”) has been assigned to this RFP and MUST be shown on all correspondence

or other documents associated with this RFP, including any Proposal, and MUST be referred to in

all verbal communications. Any communication or submission that does not reference the RFP

Number may be rejected or not considered by WSU, in WSU’s sole discretion.

1.4. Communication with WSU During RFP Process: All inquiries, written or verbal, shall be

directed only to the Procurement Officer at the contact information identified on the RFP Cover

Page. No communication is to be had with any other WSU employee regarding this RFP except:

(1) in the course of RFP negotiations; (2) during RFP site inspections or visits; (3) at the time of

negotiation and signing of any contractual documents resulting from the Proposal; and (4) as

otherwise specified in this RFP. Violations of this provision by Bidder or WSU personnel may

result in the rejection of the Proposal.

1.5. Exceptions: By submission of a Proposal, Bidder acknowledges and accepts all terms and

conditions of the RFP unless clearly avowed and wholly documented in a separate section of the

Technical Proposal that must be marked as: “Exceptions”. If the Bidder will not or cannot comply

with any of the terms and conditions contained within this RFP, it will be the Bidder’s

responsibility to make specific mention of conflicting terms in a separate section of the

Proposal as set forth above; otherwise, the terms and conditions of this document will prevail.

Page 2 of 3

1.6. No Bid Revisions: No additional revisions to Proposals shall be made after the Closing

Date unless requested by WSU.

1.7. Cost of Preparing Proposal: The cost of developing and submitting the Proposal is

entirely the responsibility of the Bidder. This includes costs incurred by Bidder to determine the

nature of the engagement, Bidder’s preparation and submission of their Proposal, the

negotiation of the resulting Contract and/or terms and conditions, and other costs associated

with this RFP or post-award efforts to enter into a Contract.

1.8. Contract Formation: No contract shall be considered to have been entered into by WSU

until all statutorily required signatures and certifications have been rendered, funds for the

contract have been encumbered, and a Contract is deemed formed or executed as set forth in

Section 3.3 (Award) of this RFP.

1.9. Proposals Open to the Public:

1.9.1. Proposals as WSU Property: All Proposals become the property of WSU upon

submission. With few exceptions, the Kansas Open Records Act (K.S.A. 45-215, et seq.)

requires all information contained in Proposals to become open for public review once

a Contract is formed or all Proposals are rejected. Please note: Bidders will NOT be

notified prior to release of any documents submitted in response to this RFP.

1.9.2. Submission of Proprietary Information: Trade secrets or proprietary information

legally recognized as such and protected by law may be requested to be withheld if

clearly labeled “Proprietary” on each individual page and provided as separate from

the main Proposal. Pricing information is not considered proprietary, and the Bidder’s

entire Proposal will not be considered proprietary. All information requested to be

handled as “Proprietary” shall be submitted electronically, separately from the main

Proposal, and clearly identified in the subject line of the email or DropBox submission.

The Bidder shall provide detailed written documentation justifying why this material

should be considered proprietary. WSU reserves the right to accept, amend, or deny

such requests for maintaining information as proprietary in accordance with Kansas

law. WSU does not guarantee protection of any information which is not submitted

as required.

1.10. Federal, State, and Local Taxes - Governmental Entity: Unless otherwise specified, the

Proposal price shall include all applicable federal, state, and local taxes. The successful Bidder is

solely responsible for, and shall pay, all taxes lawfully imposed on it with respect to any product

or service delivered in accordance with this RFP. WSU does not agree to reimburse or pay Bidder

for any taxes assessed unless itemized in Bidder’s bid. WSU is exempt from state sales or use

taxes and federal excise taxes for direct purchases made in Kansas. These taxes should not be

included in the Bidder's price quotations.

1.11. Tax Clearance: WSU strongly supports the State of Kansas Tax Clearance Process. Bidders

submitting Proposals which exceed twenty-five thousand dollars ($25,000.00) shall include a

copy of a Tax Clearance Certification Form with their submittal as set forth in Attachment 1: Tax

Page 3 of 4

Clearance Information. Failure to provide this information may be cause for rejection of Bidder’s

Proposal.

1.12. Debarment of Bidders: Pursuant to K.S.A. 75-37,103, a Bidder may be debarred from

consideration for award of contracts for a period of up to three (3) years for any of the reasons

set forth in K.S.A. 75-37,103(b).

1.13. Immigration Reform: The Bidder agrees, if awarded a Contract, it shall comply with the

Immigration and Reform Control Act of 1986 (IRCA; 8 C.F.R. Ch. 1, Subch. B, Pt. 245a), as may be

amended from time to time. As a condition of this Proposal, Bidder must certify, by completing

and submitting Attachment 2: Certification Regarding Immigration Reform & Control, that

Bidder has complied with all federal and state laws relating to immigration and reform.

1.14. Sexual Harassment and Retaliation Prohibited: In accordance with Kansas Executive

Order 18-04, upon selection for a Contract, Bidder will be expected to receive and read of a copy

of Executive Order 18-04, and, further, will agree to comply with all applicable provisions of this

Executive Order, and all applicable state and federal laws, including but not limited to all laws

prohibiting sexual harassment. WSU’s policies prohibiting sexual harassment, discrimination, and

retaliation provide for confidentiality and anonymous reporting. To view these policies or to

make a report of sexual harassment, discrimination, or retaliation, please visit

https://www.wichita.edu/about/policy/ch_03/ch3_06.php.

Page 4 of 5

SECTION II

PROCUREMENT TYPE, PROCESS, SELECTION, AND AWARD

2.1. Procurement Type: WSU’s competitive procurement types include: (1) Sealed Bid; (2)

Negotiated Bid; and (3) Simplified Acquisitions. The type of procurement for this RFP is noted on

the RFP Cover Page.

2.1.1. A Sealed Bid process includes: (1) a solicitation to bid; (2) publication of

solicitation; (3) Proposals submitted under seal by Bidders and the Proposals are

not opened or reviewed until the Closing Date; (4) Proposals are reviewed by WSU

after the Closing Date and are generally evaluated without discussion without the

Bidders; and (5) WSU awards the work to the “Responsible Bidder” whose

Proposal is determined to be the most advantageous to WSU based on the neutral

criteria established by WSU.

2.1.2. A Negotiated Bid is a more flexible bidding procedure that includes the receipt of

Proposals and permits negotiations between WSU and Bidders. This process

usually affords the Bidders an opportunity to revise their Proposal before award

of a Contract to account for changes in scope of services or goods, timelines, or

value-added changes to a project. “Negotiation” includes discussion, persuasion,

and alteration of initial assumptions and positions, and give-and-take may apply

to price, schedule, technical requirements, type of contract, or other terms of a

proposed contract. “Best and final offers” are frequently required under the

Negotiated Bid procurement.

2.1.3. Simplified Acquisitions is the most flexible form of procurement. Simplified

Acquisitions can only occur if the procurement expenditure does not exceed the

WSU established threshold. A Simplified Acquisition affords WSU the ability to call

upon qualified vendors, contractors, and individuals for a quote and to negotiate

a final agreement.

2.2. RFP Committee Selection: Final evaluation and selection will be made by designated

representatives of WSU who have been designated as potentially utilizing the goods and/or

services solicited in this RFP, referred to collectively as the Procurement Negotiation Committee

(PNC).

2.3. Appearance Before Committee: The PNC may award to the low Bidder without question

or negotiation. The PNC reserves the right to request information from Bidders as needed. If

information is requested, the PNC is not required to request the information of all Bidders. The

PNC may require, as a condition of bidding, that Bidders be required to appear before the PNC

to explain the Bidder's understanding and approach to the RFP and/or to respond to questions

from the PNC concerning the Proposal. Meetings with and appearances before the PNC are not

subject to the Kansas Open Meetings Act. Bidders are prohibited from electronically recording

these meetings.

2.4. Pre-Proposal On-Site Visit: A mandatory Pre-Proposal on-site visit has been scheduled

for Wednesday, October 11th, 2023, at 9:00am CST. The on-site visit will begin in the Lobby of

Page 5 of 6

Closing Date	Bid Number	Buyer	Description	Department	Addendum
10/23/23	B0001818	RAM	Water Treatment Services (Cooling Towers, Boilers, Closed Loops and Chilled Water Systems - Multiple Locations	Campus Wide

Water Treatment Services (Cooling Towers, Boilers, Closed Loops and Chilled Water Systems - Multiple Locations

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also