CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO REQUEST FOR PROPOSAL FOR ~Preventive Maintenance Services for Generators~ PROPOSAL DATA Proposal Number: RFP # SBCMP0000050160, July 23, 2018 Description: Preventive Maintenance Services for Generators Contacts: Amy Beran, Buyer, Procurement and Contracts (909) 537-5145 FAX (909) 537-5903 E-mail: [email protected] Juan Macias, Facilities Maintenance (909) 537-7186 E-mail: [email protected] PROPOSAL REQUIREMENTS DEADLINE FOR QUESTIONS: Thursday, August 2, 2018 at 2:00 p.m. Questions can be submitted to [email protected] PROPOSAL DUE DATE (Original plus 3 copies – Instructions on page 5) Date: Thursday, August 16, 2018 Time: 2:00 p.m. Location: Procurement and Contracts, Sierra Hall, Room 125 5500 University Parkway, San Bernardino, CA 92407 PROPOSAL CONTENTS Exhibit A: General RFP Information Exhibit B: Specifications (Scope of Services) Exhibit C: Award Criteria Exhibit D: General Provisions for Maintenance Tasks Exhibit E: Agreement Sample Exhibit F: Service Locations and Campus Maps Attachment A: Small Business Preference and Certification Request Attachment B: DVBE Participation Forms Sealed written responses must be received by the Purchasing Office no later than the date, time and location indicated above for RFP due date. CSUSB assumes no responsibility for delay in delivery of the proposal to the designated delivery location by the United States Postal Service, by University Mail Services, or by any other means. Submittal of responses by fax or other electronic means is not acceptable. NOTE: This RFP does not constitute an order for the goods or services specified. RFP SBCMP0000050160 ~Preventive Maintenance Services for Generators~ Table of Contents PAGE EXHIBIT A INTRODUCTION & SUBMITTAL INSTRUCTIONS 3 • SECTION I INTRODUCTION 3 • SECTION II SCHEDULE OF EVENTS/PROPOSAL SUBMITTAL 4 ATTACHMENT NO. 1 BIDDER INFORMATION 10 ATTACHMENT NO. 2 BIDDER CERTIFICATION FORM 11 ATTACHMENT NO. 3 NONCOLLUSION DECLARATION 12 ATTACHMENT NO. 4 REFERENCES 13 ATTACHMENT NO. 5 SUBCONTRACTOR FORM 14 ATTACHMENT NO. 6 BID SCHEDULE FORM 15 EXHIBIT B SPECIFICATIONS (SCOPE OF SERVICES) 16 EXHIBIT C AWARD CRITERIA 30 EXHIBIT D GENERAL PROVISIONS FOR MAINTENANCE TASKS 32 EXHIBIT E SAMPLE AGREEMENT 46 EXHIBIT F SERVICE LOCATIONS AND FREQUENCY OF SERVICES 47 SAN BERNARDINO CAMPUS MAP 48 PALM DESERT CAMPUS MAP 49 ATTACHMENT A SMALL BUSINESS PREFERENCE AND CERTIFICATION REQUEST 50 ATTACHMENT B DVBE PARTICIPATION FORMS 51 EXHIBIT A RFP SBCMP0000050160 SECTION I: INTRODUCTION BACKGROUND The California State University is a 23 campus, statewide system of comprehensive and polytechnic universities. The CSU awards bachelor and master’s degrees in more than 200 subject areas, employs approximately 46,000 faculty and staff, and services more than 417,000 students. The Board of Trustees sets policy; the Office of the Chancellor oversees systems wide management. OVERVIEW California State University, San Bernardino, hereinafter the “University” or “CSUSB,” hereby solicits interested and qualified firms to submit proposals for the purpose of obtaining services of a highly qualified contractor to provide monthly or annual scheduled preventative maintenance, and unscheduled repair services, to the University’s seventeen (17) diesel generators, and three (3) natural gas generators. The work shall be performed under the technical supervision of the University, and shall be performed and scheduled as requested by the University. By employing appropriate resources, the Contractor is anticipated to complete all requested work within the agreed upon period. The Contractor shall provide all labor, materials, tools, instrumentation, travel, and equipment, to satisfactorily complete the services. The University reserves the right to increase or reduce service needs based on operational needs or restrictions. Nothing in this Specification shall be interpreted as relieving the Contractor of the responsibility of meeting all applicable federal, state, and local codes and regulations. 3 EXHIBIT A RFP SBCMP0000050160 SECTION II: SCHEDULE OF EVENTS/PROPOSAL SUBMITTAL SCHEDULE OF EVENTS California State University, San Bernardino (CSUSB) intends to follow an aggressive schedule in performing the proposal evaluation and selection process. The following timetable outlines the key dates on the schedule. RFP Release Date Monday, July 23, 2018 Last Date for Questions Thursday, August 2, 2018 Proposal Due Date Thursday, August 16, 2018 Evaluation Period August 20-30, 2018 Notice of Intent to Award Contract Thursday, September 13, 2018 Award of Contract Thursday, September 20, 2018 The Purchasing Office must receive all proposals no later than 2:00 p.m., on August 16, 2018. All times of day referenced are Pacific Daylight Time. Proposals must be sealed and delivered with RFP SBCMP0000050160 Preventive Maintenance Services for Generators on the outside of the package to: California State University, San Bernardino Procurement and Contracts, SH-125 Attention: Amy Beran 5500 University Parkway San Bernardino, CA 92407-2397 Proposals are due no later than the above date and time. Proposals received after the closing date and/or time will not be opened. They will be marked “LATE” and returned to the respective bidders. Proposals submitted by mail or any means other than personal delivery must be submitted sufficiently in advance of the bid opening to ensure delivery to the above address prior to the specified opening date and time. Failure to meet the proposal opening date and time will result in rejection of the proposal. Contractor is solely responsible for ensuring that its courier service provider makes proper deliveries to the required CSUSB physical location. California State University, San Bernardino is not responsible for any delays caused by the Contractor’s chosen means of proposal delivery, by the United States Postal Service, by any other means, or after delivery to a central location on campus. Contractor is solely responsible for the timely delivery of its proposal. DO NOT submit proposals by email or facsimile. They will not be opened or read and will be destroyed. 4 EXHIBIT A RFP SBCMP0000050160 Neither the University, nor any agent thereof will be obligated in any way by any Contractor response to this RFP. The selection of a Contractor and the accompanying award of a contract(s) are to be based on the award criteria established by the University and described in the Award Criteria section. The selection is at the sole discretion of the University. NOTE: PROPRIETARY AND PRIVATE INFORMATION Certain information and data that may be required to respond to the RFP may be proprietary or confidential under the California Public Records Act. All protected Public Records Act materials must be labeled as such. Bidders must notify the University in advance of any proprietary or confidential materials contained in the proposal and provide justification for not making such material public. The University shall have sole discretion to disclose such material subject to any protective order which bidder may obtain. Proposals become the property of the University and information contained therein shall become public documents subject to disclosure laws after Notice of Intent to Award. University reserves the right to make use of any information or idea contained in the proposal. All materials, ideas, and formats submitted in response to this RFP will become the property of the University upon receipt, and may be returned only at the University’s option, and at the bidder’s expense. One copy shall be retained for official files. If a proposal is accepted, the bidder shall not issue any news releases or other statements pertaining to the award or servicing of the contract that states or implies University endorsement of bidder’s products or services without prior written permission by the University. PROPOSAL FORMAT Contractors are required to send one (1) original and three (3) copies of the proposal. Please provide a detailed proposal that addresses the areas outlined in the scope of work and the evaluation criteria. The proposal is limited to 30 pages plus any required submission items. The proposal should include a cover letter identifying the contact people for the firm, person who can negotiate for the firm, etc., and acknowledgement of the firm’s intent to provide the work described herein. QUESTIONS AND INQUIRIES Any questions, interpretations, or clarifications, either administrative or technical, about this RFP must be submitted in writing. Copies of all written questions and University responses will be provided in an Addendum provided to all bidders through www.fiscal.ca.gov. The deadline for submission of written questions, submitted via email only to the name below is Thursday, August 2, 2018, at 2:00 pm PST. Please submit questions to Amy Beran at [email protected]. The University encourages potential bidders to resolve issues regarding the requirements or the procurement process 5 EXHIBIT A RFP SBCMP0000050160 through written correspondence and discussions. The University wishes to foster cooperative relationships and to reach a fair agreement in a timely manner. ADDENDA The University may modify this RFP and any of its attachments prior to the dated fixed for submission of proposal by issuance of an addendum to all parties who have been furnished the RFP for bidding purposes. Addenda will be numbered consecutively and posted to www.fiscal.ca.gov. SUBMITTING YOUR RESPONSE Proposals shall be complete in all respects as required