Fan Coil Units Replacement

10 April 2024 Fan Coil Units Replacement Nine Fan Coil Units Replacement in crosswalk between Basic Science Education Building and Biomedical Sciences Building 10 April 2024 Released 4/10/2024 12:00 AM CDT Type RFP - Request For Proposal Open 4/11/2024 12:00 AM CDT Number RFP-2024-161 Close 5/10/2024 2:00 PM CDT Currency US Dollar Sealed Until 5/10/2024 2:00 PM CDT Payment Terms 0% 45, Net 45 10 April 2024 Contacts Floyd Goodson Floyd-Goodson@ouhsc.edu Phone +1 405-271-8001 ext. 44447 10 April 2024 Commodity Codes None Added 10 April 202410 April 202410 April 202410 April 202410 April 202410 April 202410 April 202410 April 2024 mailto:Floyd-Goodson@ouhsc.edu RFP-2024-161 Fan Coil Units Replacement This RFP will NOT include an On-Campus Site Visit. The crosswalk between the Basic Science Education Building and Biomedical Sciences Building serves as a crucial link

for students, faculty, and staff navigating between these two key academic facilities. However, the existing fan coil units within this crosswalk have reached the end of their service life, necessitating a comprehensive replacement project. The aim of this project is to upgrade the HVAC system within the crosswalk area by replacing 9 aging fan coil units. The replacement process encompasses the removal of the old units and the installation of new fan coil units, along with associated ductwork, pneumatic controls, utility hookups, and necessary accessories. This specification document outlines the requirements and standards for the removal and replacement of these fan coil units. Precision and attention to detail are paramount to ensure the seamless functionality and longevity of the new HVAC system. By adhering to these specifications, the University aims to enhance the indoor comfort and air quality within the crosswalk area, thereby contributing to a conducive environment for learning, research, and collaboration among the occupants of both buildings. Additionally, the new system will offer improved energy efficiency and reliability, aligning with our commitment to sustainability and operational excellence. It is imperative that all parties involved in this project, including contractors, technicians, and project managers, work collaboratively and diligently to execute the replacement process in a timely and efficient manner. Clear communication, adherence to safety protocols, and meticulous project management will be essential to minimize disruptions to building occupants and ensure the successful completion of the project within the stipulated timeframe. Ultimately, the successful implementation of this fan coil unit replacement project will contribute to the overall enhancement of the academic and research environment within the Basic Science Education Building and Biomedical Sciences Building, supporting the mission of the University to advance education, innovation, and discovery in the field of biomedical sciences. Project Specification: Fan Coil Units Replacement 1. Project Overview: • The project involves the removal and replacement of nine fan coil units located in the crosswalk between the Basic Science Education Building and Biomedical Sciences Building. • The replacement includes the installation of ductwork, pneumatic controls, utility hookups (electric, water, drain, etc.), and necessary components as per the provided specifications. 2. Fan Coil Units: • Fan Coil Units: Enviro-Tec Model HLF-D12 (See Attachment A) • Room Controller: SE8300 (See Attachment B) • 4-row chilled water coil with 2-row heating coil preferred; 1-row heating acceptable. Please provide spec sheet and performance data with bid. • Stainless steel casings on coils. Description • Heating coil installed downstream of the cooling coil for dehumidification. • Each unit equipped with factory supplied 304 stainless steel drain pans with factory-mounted float switch. • Factory supplied fan relay board installed for fan speed selection, with wiring for all fan speeds. • Belimo pressure-independent control valves sized for flow conditions of coils. (See Attachment B for flow conditions) 3. Ductwork and Installation: • New supply ductwork with exterior wrapped insulation. • Each unit to have three 12-inch supply grills. • Return air to be pulled from common plenum space. • Install supply air sensor on each fan coil and wire into room controller. 4. Controls and Automation: • Each unit controlled by Schneider Electric SE8350 room controller with white bezel. Not supplied by University. • Control cabinet to be installed above the ceiling at the south end of the crosswalk to house Jace and controller (provided by OUHSC). • OUHSC to provide 120-volt power and data drop for the control cabinet as well as programming of JACE. • BACnet trunk to be run to each controller from the control cabinet. Not supplied by University. 5. Documentation and Data: • Provide specification sheet and performance data for Enviro-Tec Model HLF-D12. • Ensure all installation and operation manuals are provided for each component. 6. Compliance and Safety: • Ensure compliance with all relevant building codes, standards, and regulations. • Adhere to safety protocols during installation and commissioning. 7. Timeline and Completion: • Provide timeline from receipt of purchase order to completion of project. • Maintain open communication with the University throughout the project for any updates or changes. • Completion of the project within the agreed-upon timeframe, ensuring minimal disruption to building occupants. 8. Warranty and Maintenance: • Warranty information for all installed components to be provided to the University. • Recommend a maintenance schedule for optimal performance and longevity of the equipment. 9. Proposal Evaluation Criteria Proposals will be evaluated based on the following criteria: • Proposal Pricing • Time to complete request • Quality of Bid / Did bid meet specs? Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 10 April 202410 April 202410 April 202410 April 202410 April 202410 April 202410 April 2024 Buyer Attachments 1. 01 Solicitation instructions 2023.11.10.pdf 2. 02 Solicitation Rules of Usage and Definitions 2023.11.10.pdf 3. 03 Solicitation Evaluation 2023.11.10.pdf 4. University of Oklahoma Solicitation Insurance Requirements 2023.12.14.pdf 5. 05 Solicitation General Terms and Conditions 2023.11.10.pdf 6. 06 Contract Governance 2023.11.10.pdf 7. Attachment A.pdf 8. Attachment B.pdf 10 April 202410 April 202410 April 202410 April 202410 April 202410 April 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MjYzMjczODYwMSBTb2xpY2l0YXRpb24gaW5zdHJ1Y3Rpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MjYzMjc3MjUwMiBTb2xpY2l0YXRpb24gUnVsZXMgb2YgVXNhZ2UgYW5kIERlZmluaXRpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MjYzMjc2NzcwMyBTb2xpY2l0YXRpb24gRXZhbHVhdGlvbiAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MzU4NzcyNTFVbml2ZXJzaXR5IG9mIE9rbGFob21hIFNvbGljaXRhdGlvbiBJbnN1cmFuY2UgUmVxdWlyZW1lbnRzIDIwMjMuMTIuMTQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MjYzMjcyMzQwNSBTb2xpY2l0YXRpb24gR2VuZXJhbCBUZXJtcyBhbmQgQ29uZGl0aW9ucyAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1MjYzMjgzMDAwNiBDb250cmFjdCBHb3Zlcm5hbmNlIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1OTc5ODEzMDNBdHRhY2htZW50IEEucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjI0MTEwLTE1OTc5ODEyNzRBdHRhY2htZW50IEIucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: General Questions Instructions: 1.1 Provide a brief overview of your organization, including its size and experience in the industry. 1.2 How many years of experience does your organization have in providing the specific goods/services outlined in this Solicitation? 1.3 Provide a summary of similar projects or contracts you have successfully completed. 1.4 Can you identify any potential challenges or risks associated with the project and propose mitigation strategies? 1.5 Do you have the necessary resources, including equipment, infrastructure, and personnel, to fulfill the requirements of this project? 1.6 Are there any competing commitments that might affect your ability to deliver the goods or services on time? 1.7 Have you entered any contracts with the Board of Regents of the University of Oklahoma in the past twelve (12) months? 1.8 If "yes," please identify the contract, dates of performance, and University contact. 1.9 Describe how you plan to ensure effective communication and collaboration with our team throughout the project. 1.10 Provide five (5) references from projects of similar size and scope in the attached document. Group 2: Solicitation Specific Questions Instructions: 2.1 Vendor and Contractor Parking Permits. The awarded supplier shall be requested to purchase a parking permit through the OUHSC Parking Office for each vehicle they require. Contractor permits are valid only in those areas requested by the awarded supplier and authorized by the OUHSC Parking Office and Facilities Management. All costs or incurred parking fines are the responsibility of the awarded supplier. Is this understood? 2.2 The awarded supplier shall be requested to purchase an ID card (called OneCard) for building access if the awarded supplier does not already possess one with appropriate access to the job site(s). To obtain a OneCard please visit the OneCard Office. Please remember to take appropriate identification with you to obtain your ID or access card. Current ID Card Office hours are 8:00 AM – Noon and 1:00 PM -- 5:00 PM Mondays through Fridays. No appointment is necessary. HSC OneCard Office location is 865 Research Parkway, Room 240A, Oklahoma City, OK 73104, Phone: (405) 271-2980, Email: OneCard@ouhsc.edu. All costs or incurred fines are the responsibility of the awarded supplier. Is this understood? 2.3 A pricing block has been added named "RFP-2024-161 Fan Coil System Pricing." Please download the file, complete, and attach here. 2.4 Develop a timeline for the entire project from start to finish, including installation, testing, and commissioning and provide schedule for lead time on equipment procurement. Please upload information. 2.5 Is there any part of this solicitation that you cannot deliver? If yes, please explain. Group 3: Pricing Instructions: 3.1 Please attach the pricing proposal attached to this Solicitation. If one is not attached, please provide your own pricing sheet. The price proposal must include line for each type of cost charged to the University (i.e., goods, travel, etc.). The University is tax exempt and cannot be charged taxes either directly or indirectly. Group 4: General Terms & Conditions Instructions: 4.1 Please review the General Terms & Conditions for this Solicitation. If you have any comments or questions, please use the track changes and comment features in this Word document and upload it here. Submittal of questions or comments does not bind the University. Group 5: Certifications Instructions: 10 April 202410 April 202410 April 202410 April 202410 April 2024 5.1 I have reviewed the attached Instructions. I understand that (i) compliance with the Instructions is material to determining whether my Bid is responsive and (ii) any failure to the University Contact of an ambiguity, conflict, discrepancy, omission, or other error in the Solicitation that is known to the me, or that reasonably should be known to the me, shall not entitle me to any compensation, relief, or time by reason of error or its later correction. 5.2 CERTIFICATION REGARDING DEBAREMENT - Bidder certifies that neither it, its principles, nor Supplier Parties performing services arising from this Solicitation or resulting Contract or Contract Documents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions (defined as not being eligible to receive federal funds) by any Governmental Authority. 5.3 CERTIFICATION REGARDING CONFLICTS OF INTEREST - Bidder certifies that neither the Bidder nor a Bidder Party (i) paid, gave, or donated or agreed to pay, give, or donate to any University Party (including their family members) or employee or elected officer of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring the Solicitation or resulting Contract or (ii) improperly exerted or attempted to influence any University Party involved in this Solicitation or who has authority over any decision involving this Solicitation to breach, circumvent, evade, or avoid any Law or University policy or process. Bidder also certifies that no person who has been involved in the development of this Solicitation or resulting Contract while employed by the University or the State of Oklahoma shall be employed by the Bidder to fulfill any of the services provided for under said Contract. 5.4 CERTIFICATION OF COMPETITIVE BID AND CONTRACT (Non-Collusion Certification) - Bidder certifies that neither it nor anyone subject to the Bidder’s direction or control, including Bidder Parties, has been a party to (i) any collusion among Bidders or Suppliers in restraint of freedom of competition by agreement to bid or contract at a fixed price or to refrain from bidding or contracting, (ii) any collusion with any University or state official or employee as to the quantity, quality or price in the prospective contract, or as to any other terms of the prospective contract, nor, (iii) any discussions between Bidders or Suppliers and any University or state official or employee concerning the exchange of money or other things of value for special consideration in connection with the prospective contract. 5.5 Are you exempt from the Workers’ Compensation Act? 5.6 Attach a signed statement that provides specific details supporting the exemption you are claiming from the Workers’ Compensation Act. (Note: Pursuant to Attorney General Opinion #07-8, the exemption from 85 O.S. 2011, § 311 applies only to employers who are natural persons, such as sole proprietors, and does not apply to employers who are entities created by law, including but not limited to corporations, partnerships, and limited liability companies.) 5.7 Please complete and upload the attached Attestation. 10 April 202410 April 202410 April 202410 April 202410 April 2024 Product Line Items Product Line Items There are no Items added to this event. 10 April 202410 April 202410 April 202410 April 2024 Service Line Items Service Line Items There are no Items added to this event. 10 April 202410 April 202410 April 2024