REQUEST FOR PROPOSAL Southern Illinois Healthcare Foundation HVAC Preventative Maintenance RFP. Southern Illinois Healthcare Foundation will receive HVAC preventative maintenance proposals from service vendors for multiple Healthcare Centers in the Metro-East area. 0
Table of Contents Introduction Letter Section I. Request for Proposal Submittal Procedures A. Closing Submission Date/Instructions B. Pre-Bid Meeting (mandatory) C. Conditions of Proposal D. Right to Reject E. Small and/or Minority/Women-Owned Businesses F. Notification of Award Section II. Service Requirements A. Services B. Service Delivery Requirements C. Material Storage and Handling Requirements Section III. Execution and Closeout Requirements A. Closeout Procedures Section IV. Certification (signature required) Attachment (A) SIHF Healthcare Center`s Attachment (B) Evaluation Factors 1
October 7, 2015 Dear responder: Southern Illinois Healthcare Foundation will receive cost proposal to provide HVAC preventative maintenance services for various metro east Health Centers in accordance with the requirements set forth in the enclosed request for proposal. Southern Illinois Healthcare Foundation (SIHF) is a community-based, Federally Qualified Health Center (FQHC) network, with over 30 health centers located in 9 counties in Southern, Central, and Eastern Illinois. For more than 30 years SIHF s mission has remained grounded in creating access to healthcare by delivering primary care, dental, behavioral health, and other additional support services to those most in need of care. To qualify for evaluation, cost proposals must be submitted in the following quantities: two (2) paper originals and one (1) electronic version (email to lrhoden@sihf.org). Proposals must also be received no later than October 19, 2015 at 4:30 PM (Central Standard Time) to qualify for evaluation. We anticipate that the responders whose proposal is the best solution for HVAC preventative maintenance will be selected within 2 weeks of the submission closing date. In addition, we will notify all prospective responders of their proposal s status whether disqualified or unsuccessful. We thank you for your interest in our HVAC preventative maintenance request for proposal. Sincerely, 2
Section I. Request for Proposal Submittal Procedures A. Closing Submission Date/Instructions: It is the responsibility of each prospective vendor to ensure their proposal is submitted and received by SIHF no later than October 19, 2015 at 4:30 PM (Central Standard Time). Drop offs are welcome. Late proposals will not be considered. Each prospective vendor must submit two (2) paper originals of the proposal in a sealed envelope with the following information: Southern Illinois Healthcare Foundation Windsor Health Center 100 North 8 th Street Suite #232 East St. Louis, IL 62201 HVAC Request for Proposal Attn: Scott Rhoden Also each prospective vendor must submit one (1) electronic copy of the proposal to the following email address: lrhoden@sihf.org. B. Pre-Bid Pre-Bid Meeting: Meeting (Mandatory): A pre bid meeting A pre-bid and will meeting be held will on October be held xx, on 2015 October at 8:30 13th, a.m. 2015, at 7210 located West Main at (SIHF) Street West Belleville, Belleville IL followed Health by Center an on-site 7210 walk West through Main Street of each Belleville, facility in IL efforts 62223 to starting assist at bidders. 8:30 a.m. The A walk walk through through is of scheduled each facility to end will at 1 follow p.m. Please immediately plan accordingly. after to view each HVAC system in efforts to assist with bidding. The walk through is scheduled to last until 1 p.m. Please plan accordingly. C. Conditions of Proposal: All labor involved must be priced at the Prevailing Wage rate. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the prospective vendor and will not be reimbursed by SIHF. D. Right to Reject: SIHF reserves the right to reject any or all proposals or any part thereof, to waive any informality in bidding and to accept proposals deemed most favorable. A contract for the accepted proposal will be based upon the factors described in this RFP. E. Small and/or Minority/Women-Owned Businesses: Efforts will be made by SIHF to utilize small businesses and minority/women-owned businesses. A prospective vendor qualifies as a small business firm if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 121.201). F. Notification of Award: We anticipate that a vendor will be selected within (2) weeks of the submission closing date. 3
Section II. Service Requirements A. Services a. See attachment (A) for complete list of Health Centers included in this RFP. B. Service Delivery Requirements a. Services should be provided according to the unit s manufacturer s recommendations for maintenance. b. Provide proper equipment and personnel to handle products by methods that prevent soiling, disfigurement, and/or damage to our Health Center. c. Protect finishes inside and outside of the facility when providing service. d. Services must be done Monday Friday; between hours of 8:30 AM and 5 PM. C. Product Storage and Handling Requirements a. Store and protect products in accordance with manufacturer s instructions. b. Store sensitive products in weather-tight and climate-controlled enclosures, and in an environment favorable to the product. c. Provide equipment and personnel to store products by methods to prevent soiling, disfigurement, or damage. Section III. Closeout Procedures A. Closeout Procedures a. Submit final application of payment identifying total adjusted sum, previous payments, and sum remaining due. 4
Section IV. Certifications A. On behalf of the Prospective vendor: a. The individual signing certifies that he/she is authorized to contract on behalf of the prospective vendor. b. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the prospective vendor prior to an award to any other prospective vendor or potential prospective vendor. c. The individual signing certifies that there has been no attempt by the prospective vendor to discourage any potential prospective vendor from submitting a proposal. d. The individual signing certifies that he/she has read and understands the requirements relative to the Request for Proposal. Dated this day of, 2015 (Firm Name) (Signature of Representative) (Printed Name and Title of Individual Signing) 5
Attachment (A) SIHF Healthcare Centers Healthcare Centers Locations Service schedules Adult Care Center (Site 1) 6010 Bond Avenue Centreville, IL 62207 State Street Health Center (Site 2) 2001 State Street East St. Louis, IL 62205 2 Fall service/2 Spring service Mother & Child Center (Site 4) 6000 Bond Avenue 1 Fall service/1 Spring service ( as requested Centreville, IL 62207 only) IT Center (Site 9) 8080 State Street East St. Louis, IL 62203 Belleville Pediatric Center (Site 11) 2900 Frank Scott Parkway Cooper Bend South Suite 950 Belleville, IL 62223 West Belleville Health Center (Site 7210 West Main Street 19) Belleville, IL 62223 2 Fall service/2 Spring service McKinley Health Center (Site 20) 2166 Madison Avenue Granite City, IL 62040 2 Fall service/2 Spring service Windsor Health Center (Site 23) 100 North 8 th Street East St. Louis, IL 62201 2 Fall service/ 2 Spring service Delmar Dental Center (site 27) 1820 Delmar Street Granite City, IL 62040 Children`s Medical Center (37) 2810 Frank Scott Parkway Cooper Bend So. Suite 828 Belleville, IL 62223 6
Attachment (B) Request for Proposal Evaluation Factors Award will be made to the prospective vendor whose proposal is most advantageous to the project, with price and the following factors considered. Each proposal will be scored on a 100 point scale. SIHF shall consider the following factors in determining selection. Factors Maximum Points Possible Experience 20 Responsiveness 15 Price 50 Value Added Services 10 Small Businesses, Minority/Women-owned firms 5 Southern Illinois Healthcare Foundation retains all rights in the selection process and will decide, in its sole discretion, which organization and services are best able to support its mission related to the RFP. 7