Minutes of the Pre-Bid Conference s3

Procurement & Strategic Sourcing 5700 Cass Avenue, suite 4200 Detroit, Michigan 48202 (313) 577-3734 FAX (313) 577-3747 Division of Finance and Business Operations

December 1, 2015

Minutes of the Pre-bid Conference

RFP Heat Pump Service and Repairs 2015 dated November 4, 2015

The pre-bid conference for the Heat Pump Service and Repairs 2015 was held on December 1, 2015 at 10:00 am. Robert Kuhn, Sr. Buyer, reviewed the administrative requirements of the pre-bid package, especially concerning details such as bid due dates and who vendors may contact during the live bid process. Patrick Armstrong of the Business and Auxiliary Facilities, discussed the expectations and scope of work.

The pre-bid conference attendees sign in sheet and meeting minutes are available for downloading from the University Purchasing Web Site at http://www.forms.procurement.wayne.edu/Adv_bid/Adv_bid.html.

Numerous simple questions and answers were addressed at the pre-bid meeting. Some of the issues were as follows:

1. The Deadline for project related questions is December 4, 2015, 12:00 noon. 2. Bids are due December 9, 2015 at 4:00 pm, to be time date stamped in Procurement & Strategic Sourcing located in the Academic/ Administration Bldg., 5700 Cass Avenue, 4th Floor – Suite 4200, Detroit, MI 48202. 3. We will require an original plus one copy (2 total) of your proposal. In addition, an electronic version is required, which should be submitted to our secure mailbox at [email protected]. Cost Schedules are to be submitted in Microsoft Excel Format only. 4. Any responses, materials, correspondence, or documents provided to the University are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act, regardless of notations in the VENDOR's Proposal to the contrary. 5. Parking on WSU campus lots and structures are $7.00/access. Vendor must build parking into their lump sum bid. There is no parking allowed on the malls. 6. Smoke and Tobacco Free Policies: On August 19, 2015, Wayne State joined hundreds of colleges and universities across the country that have adopted smoke- and tobacco-free policies for indoor and outdoor spaces. Contractors are responsible to ensure that all employees and all subcontractors’ employees are in compliance anytime they are on WSU’s main, medical, or extension center campuses. The complete policy can be found at http://wayne.edu/smoke-free/policy. 7. This Project Requires the Contractor and any subcontractors to compensate all employees who come to the job site at no less than State of Michigan Prevailing Wage Rates. A Prevailing Wage Rate Schedule is included in RFP Documents. Contractors must review these requirements to be sure they are in compliance with the requirements of the University and the State of Michigan. Contact the State of Michigan if further information on prevailing wage rate is needed at website http://www.michigan.gov/dleg/0,1607,7-154- 27673_27706---,00.html. Contractors must post wages at the job site in compliance with the complete Prevailing Wage Rate listing provided in Bid Documents. 8. 1099 workers and subcontractors using 1099 workers are NOT acceptable. 9. 7 x 24 hour response/service required, see revised Cost Schedule C to include Overtime Rates. 10. For emergency calls a 2 hour response time is required. 11. Reporting and record-keeping to include the serial number of the heat pumps serviced. Documents are to be detailed in their reporting of the service required, provided, and resolution. Note that the University has approximately 700 heat pumps (not all serial numbers are known at this time). 12. Vendor to coordinate all work with the Project Manager and/or his designee (building engineer). 13. Vendor’s staff are to be uniformed, marked with company logo. 14. Vendor’s staff is to check in with the receptionist/front desk when reporting for service. Arrangements will be made to provide access to the room/location where the faulty heat pump is located. Note: Atchison and Towers Residential Suites have a location where heat pumps can be tested, on campus. Ghafari does not have a testing area. 15. Any replacement units required should be same as original; however, repairs are only anticipated. 16. The University maintains a few spare units “on hand”. 17. Units are mounted thru wall and air cooled. 18. Note the hours of operation are 9:00 am – 5:00 pm. All exceptions must be approved in advance. 19. The University Engineering Staff replace motors and switches. 20. One laborer, only, for heat pump repairs to be quoted.

All questions concerning this project must be emailed to: Robert Kuhn, Sr. Buyer, Procurement & Strategic Sourcing at 313- 577-3712 Email: [email protected] (copy to Kim Tomaszewski, Email: [email protected]) by 12:00 p.m., December 4, 2015.

Do not contact the Business and Auxiliary Facilities, or other University Units, directly as this may result in disqualification of your proposal.

Thank you

Robert Kuhn, Senior Buyer, Procurement 313-577-3712

CC: Jon Barth, Patrick Armstrong, Kim Tomaszewski, Attendees list.