Umbc Rfp #Bc-20630-R Page 1 of 115 Request for Proposal

UMBC AN HONORS UNIVERSITY IN MARYLAND REQUEST FOR PROPOSAL FOR ELEVATOR MAINTENANCE FOR THE OFFICE OF FACILITIES MANAGEMENT UNIVERSITY OF MARYLAND, BALTIMORE COUNTY SOLICITATION #BC- 2063O-R ISSUED: August 2, 2011 PRE-PROPOSAL MEETING: TUESDAY, AUGUST 16, 2011 at 1:00 p.m. in UMBC Administration Building, Room #929 TECHNICAL PROPOSAL DUE DATE: THURSDAY, SEPTEMBER 1, 2011 on or before 4:00 p.m. UMBC Office of Procurement Administration Building #301 1000 Hilltop Circle Baltimore, Maryland 21250 SITE TOUR: To be held immediately following the Pre-Proposal meeting on Tuesday, August 16, 2011, from 2:00 p.m. to 5:00 p.m. PRICE PROPOSAL DUE DATE: Anticipated to be on or about Monday, October 3, 2011 on or before 4:00 p.m. PROCUREMENT/ISSUING OFFICE: UMBC Office of Procurement Administration Building #301 1000 Hilltop Circle Baltimore, Maryland 21250 DEADLINE FOR QUESTIONS: Monday, August 22, 2011 by 4:00 p.m. WARNING: Prospective bidders who have received this document from a source other than the Issuing Office should immediately contact the Issuing Office and provide their name and Mailing address in order that amendments to the Request for Proposal or other communications can be sent to them. Any Prospective Proposer who fails to notify the Issuing Office with this information assumes complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date. UMBC RFP #BC-20630-R PAGE 1 OF 115 ELEVATOR MAINTENANCE BY THE UNIVERSITY OF MARYLAND, BALTIMORE COUNTY TABLE OF CONTENTS RFP #BC-20630-R SECTION # DESCRIPTION 00100 INSTRUCTIONS TO PROPOSERS 00200 INFORMATION AVAILABLE TO PROPOSERS 00300 PROPOSALS, EVALUATION AND FORMS 00400 SCOPE OF WORK 00500 {INTENTIONALLY OMITTED} 00600 {INTENTIONALLY OMITTED} 00700 UMBC STANDARD MAINTENANCE GENERAL CONDITIONS DATED 1/4/10 ATTACHMENT A: The following forms are to be submitted by each Proposer in its Technical Proposal as indicated in the RFP documents herein; please note that other information in addition to these completed forms is to be included in the Technical Prop: - Key Personnel Form - Firm Experience Form - Company Profile Form - Client Services Form - Bid/Proposal Affidavit - Acknowledgement of Receipt of Addenda Form (if applicable) ATTACHMENT B: Price Proposal Form ATTACHMENT C: The following forms are to be submitted signed by the successful firm: - UMBC Maintenance Contract; and, - Contract Affidavit Form. ATTACHMENT D: List of UMBC Elevators with location, type, and manufacturer (both current elevators and future elevators) ATTACHMENT E: Definitions UMBC RFP #BC-20630-R PAGE 2 OF 115 SECTION 00100 I. INSTRUCTIONS TO PROPOSERS UMBC RFP #BC-20630-R PAGE 3 OF 115 SECTION 00100 I. INSTRUCTIONS TO PROPOSERS FOR THE ELEVATOR MAINTENANCE AT UMBC A. SUMMARY: 1. The objective of this Request For Proposal (RFP) is for the University of Maryland, Baltimore County (herein referred to as "the University" or “UMBC”) to select a firm to provide all labor, material, equipment and supervision for the provision of full elevator maintenance and services to UMBC (see Section 00400, for complete details). The awarded firm for this contract shall be the sole provider of services for elevator maintenance/service and shall be responsible for all services associated with this contract. The use of sub-contractors for repair and or routine maintenance will not be allowed, unless prior written consent and approval from the University has been obtained by the Contractor. Where the Contractor would require the use of others to supply parts and /or other specific tasks; i.e., machine shop work, motor repair, cab repairs, etc. would be acceptable with prior notification and approval from the University. 2. The contract term is for an initial two (2) year term beginning on or about July 1, 2011 with seven (7) one-year renewals at UMBC’s sole discretion, (for a total potential contract term of 9 years). For a Multi-Year Contract or any contract where pricing adjustments may be contemplated during the contract term or subsequent renewal options, it will be the responsibility of the Contractor to request a price increase, if any, at least ninety (90) days prior to the end of the then current contract term. Any price increase not received by that time, will not be considered and pricing in the renewal term will remain as stated during the just completed contract term. A price increase, if any, will be considered for the quoted hourly rates only, and shall not exceed the consumer price index for “All Urban Consumers” for as published by the U.S. Department of Labor Statistics. For purposes of calculating the potential increase, the Consumer Price Index for the twelve-month period ending on November 30 will be used and mandatory wage and fringe benefit increases per the union agreement, if any. Verification of wage changes required shall be obtained from the Metropolitan Elevator Constructor Local #7 or any other applicable authority. In no case shall increase of the contract exceed this formula. Seventy percent (70%) of the increase of the standard trade wage rate increase and thirty percent (30%) increase of wholesale Consumer Index for parts. For example, if the contract term ends October UMBC RFP #BC-20630-R PAGE 4 OF 115 31, 2012, the price index for twelve-month period ending March 31, 2012 will be used. Statistics will be referenced as a cap for negotiating purposes only. Contractor is not to assume that any price increase will be applied to yearly renewals, as this is at the sole discretion of the University. 3. All work performed under this contract shall be in accordance with the UMBC Standard Maintenance General Conditions dated 1/4/10 (Section 00700). 4. The University of Maryland, Baltimore County’s Procurement Services Office will be the Issuing Office for this procurement. 5. The University anticipates having a contract in place with the successful Contractor(s) on or about October 31, 2011. B. INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS: For detailed information on preparation and submittal of proposals see Section 00300 "Proposals, Evaluation, Forms". C. ISSUING OFFICE: 1. The Issuing Office is: University of Maryland, Baltimore County Office of Procurement Administration Building #301 1000 Hilltop Circle Baltimore, Maryland 21250 Attn: Mallela Ralliford (410) 455-2071 Fax: (410) 455-1009 [email protected] 2. The Issuing Office shall be the sole point of contact with the University for purposes of the preparation and submittal of the RFP proposal. 3. All questions on this procurement are to be directed to the Issuing Office, via e-mail. Questions and responses will be sent to all proposers via an addendum. UMBC RFP #BC-20630-R PAGE 5 OF 115 D. PRE-PROPOSAL CONFERENCE: There will be a Pre-Proposal meeting held in conjunction with this RFP. Attendance at the Pre-Proposal Conference is not mandatory. The Conference will be held on Tuesday, August 16, 2011 at 1:00 p.m. in Administration Building, Room #929. Please refer to the campus website for directions and parking: http://www.umbc.edu/aboutumbc/campusmap/. There will be a site visit of the applicable elevators on campus to be serviced under this contract immediately following this meeting from 2:00 p.m. to 5:00 p.m. on Tuesday, 8/16/11. While attendance at the Pre-Proposal Conference is not mandatory, information presented may be very informative; therefore, all interested vendors are encouraged to attend in order to be able to better prepare acceptable proposals. If your firm plans to send representatives, please call the issuing office by Friday, August 12, 2011. We ask that a maximum of two (2) representatives from each company attend this meeting. Appropriate auxiliary aids and services for qualified individuals with disabilities will be provided upon request. Please call Ann Fusselbaugh (at 410-455-2273) with specific requests at least five (5) business days prior to the conference. E. DUE DATE AND TIME: 1. Technical Proposal: An original plus five (5) copies (for a total of 6) of the Technical Proposal must arrive at the Issuing Office by Thursday, September 1, 2011 on or before 4:00 p.m. in order to be considered. Proposers are requested to clearly mark the "original" set of the Technical Proposal. 2. Price Proposal: Those proposers that achieve a minimum of 75% of the technical points available on the Technical Proposal will be requested to submit a Price Proposal. The applicable proposers will be notified following the second phase evaluation which is conducted after the interview sessions. The Price Proposal Form to be submitted is attached in Appendix B. An original and one (1) copy of the Price Proposal (for a total of 2) must arrive at the Issuing Office by the due date which is anticipated to be on or about Monday, October 3, 2011 on or before 4:00 p.m. in order to be considered. 3. Proposers mailing proposals shall allow sufficient mail delivery time to insure timely receipt by the Issuing Office. Proposals or unsolicited amendments to proposals arriving after the due date and time will not be considered. UMBC RFP #BC-20630-R PAGE 6 OF 115 4. LATE PROPOSALS CANNOT BE ACCEPTED. Proposals are to be delivered to the University's Office of Procurement, Room 301, UMBC Administration Building, 1000 Hilltop Circle, Baltimore, MD 21250. The University recommends against use of mail or delivery services, which will not guarantee delivery directly to Room 301. Proposals delivered to the campus central mail facility or to locations other than Room 301 will not be considered "received" by the University Office of Procurement until they arrive at Room 301 and are clocked in. The University will not waive delay in delivery resulting from need to transport a proposal from another campus location to Room 301, or error or delay on the part of the carrier.

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