Delaware Health And Social Services DIVISION OF MANAGEMENT SERVICES PROCUREMENT DATE: June 24, 2010 HSS 10-083 SUMMER COOLING ASSISTANCE PROGRAM (SCAP) AIR CONDITIONERS for Division of State Service Centers Date Due: July 13, 2010 11:00 a.m. ADDENDUM # 1 PLEASE NOTE: The following pages ( 9, 11, 13, 21, 23, 67, and 68 of the above referenced RFP have content changes and are being resubmitted along with the attached Q&A the resulted from the Mandatory Pre-Bid Meeting held on June 22, 2010. THE ATTACHED SHEETS HEREBY BECOME A PART OF THE ABOVE MENTIONED RFP. ___________________________ BRUCE KRUG PROCUREMENT ADMINISTRATOR (302)255-9291 ____________________________ LESLIE L. LEE MANAGEMENT ANALYST DIVISION OF STATE SERVICE CENTERS (302) 255-9681] II. PROJECT OVERVIEW PAGE 9 The Delaware Department of Health and Social Services, Division of State Service Centers, Office of Community Services (DHSS/DSSC/OCS) is seeking proposals from qualified vendors to purchase, deliver and install room-size air conditioners for eligible households. The vendor will be requested to work in conjunction with the DHSS/DSSC/OCS to deliver and install room-size air conditioners for qualified households. The air conditioners must be available for installation during July, August and September, 2010 and June – September if contract is renewed. The number of air conditioners expected to be needed ranges from a minimum of 200 to a maximum of 400 subject to funding and demand. Most air conditioners must include delivery and installation, but in some instances the air conditioners may be picked up by someone in the eligible household directly from the vendor. The vendor will also be required to complete applications and determine eligibility for receipt of air conditioners. Vendor may subcontract with outside vendor for purchase, delivery and installation of air conditioners. 1. Geographic Area To Be Served Air conditioners including delivery and installation will be expected to serve persons residing in New Castle County, Delaware. Occasionally you may be requested to deliver and install air conditioners in Kent and Sussex Counties. 2. Specifications The air conditioners must (delete ”have a minmum Energy Efficiency Rating EER of 9.0 or“) be an Energy Star air conditioner. Three sizes of air conditioners will be installed with the approximate British Thermal Units (BTU’s); 8000, 10,000 and 12,000. Under no circumstances will we pay to purchase and install air conditioners with more than 12,000 BTU’s. When submitting a bid, the following information must be included: * 3 Separate sizes of room sized air conditioners to be purchased; * Energy Star appliance; (deleted EER (minimum 9.0; or) * Cost of delivery and installation per unit; * Make and model of air conditioners; * No air conditioners above 12,000 BTU’s or 220 volts; * All units must be installed with support brace and include weather seals; * All units must have DSSC identification sticker attached (provided by DSSC); conditioning units in homes of eligible clients. Subcontractors will purchase air conditioning units according to specified guidelines in the Contract. SCAP SERVICES FLOW CHART PAGE 11 1) Client will be referred to the Summer Cooling Assistance Program (SCAP) or solicited through ________Community Outreach Initiatives. 2) The Data Entry manager will cross reference client name with Delaware Energy Assistance Program (DEAP) list, from DSSC or Catholic Charities, Inc. 3) If client name is on the DEAP list, they automatically qualify. 4) If client is not currently on DEAP list, client will complete intake in which eligibility for services will be verified. 5) Client information is sent to the Program Manager where a “Proceed Order” number is assigned and a work order is issued to the Subcontractor. 6) The Subcontractor will identify any needed electrical upgrades at which time the Program Manager will dispatch an approved electrician to the location to render minor electrical services. 7) (Delete” once the subcontractor states the service is completed, the Program Manager and/or Maintenance Manager will inspect the services”). 8) The approved Subcontractor provides the service and submits the invoice for payment. (Change number from 8 to 7) Provide air conditioners to income-eligible households in the State of Delaware A. ____________will provide a list of eligible households to Subcontractor B. List will include name, address, phone number, and size of air conditioner to be installed. C. Subcontractor will contact clients to arrange for delivery and installation as soon as possible after receiving list from ________, but not more than ten (10) business days after receipt of list, when air conditioners are in stock. 1. Three (3) attempts should be made to reach clients. 2. If client cannot be reached after three (3) attempts, Subcontractor must notify _____ so client can be removed from list. D. If air conditioner cannot be installed within ten (10) business days because Subcontractor is out of stock or client cannot be reached, Subcontractor must notify _______ immediately. PAGE 13 Between 50-300. Please include the costs of fans along with specifications if you would like to include fans in your bid. A. OVERVIEW Please write a brief history which includes your agency’s mission statement, description of services you provide and your experience working with low-income populations. B. SERVICES Give a general overview of how your agency will solicit applicants for air conditioners. Include procedure for providing approved lists to subcontractors. C. INSURANCE: Include your liability insurance, the amount and the insurer. Attach a copy of verification of insurance. D. NON PROFIT STATUS: Please include a copy documenting your agency’s 501 (c) (3) status as a non-profit. E. PRPRODUCTS AND DESCRIPTIONS: Use this section to describe the products (air conditioner and fans, if applicable), you will be providing. Include the BTU’s, (delete” the Energy Efficiency Rating (EEF) which must be a minimum of 9.0 or”) and the Energy Star label. The product make and model should also be included. See SCAP Cost Sheet, Appendix _E_, Contract Boilerplate Appendices. F. INSTALLATION AND SPECIFICATIONS: Detailed description of your installation plans for the air conditioners including the following: 1. Who will deliver and install a/c’s? Company employee of subcontractor name. 2. Name, number and location of installer(s) and/or subcontractor. 3. Detailed description of how a/c’s will be installed including use of braces, etc. Include installation guide and/or instructions. 4. Projected routine work that would require more than basic installation (i.e., replace 2- prong outlet with 3-prong outlet. 5. Projected work that may not be routine but may require additional work and costs. 6. Situations where additional work would cost more than $150 to safely install air conditioners. 7. Approximate number of installations per week. PAGE 21 D. Questions All questions concerning this Request for Proposal must be in writing and can be either mailed, faxed, or emailed to: Leslie L. Lee Management Analyst III 1901 North DuPont highway Debnam Building Phone: 302-255-9681 Fax: 302-255-4463 Email: leslie.lee@state.de.us Deadline for submission of all questions is June 15, 2010. Written responses will be faxed or emailed to bidders no later than June 30, 2010. Please include your fax number and/or your email address with your request. E. Amendments to Proposals Amendments to proposals will not be accepted after the deadline for proposal submission has passed. The State reserves the right at any time to request clarification and/or further technical information from any or all applicants submitting proposals. F. Proposals Become State Property All proposals become the property of the State of Delaware and will not be returned to the bidders. The State will not divulge the specific contents of any proposal to the extent that the applicant(s) identity (ies) would be disclosed. This information is privileged and confidential. G. Non-Interference Clause The awarding of this contract and all aspects of the awarded bidders contractual obligations, projects, literature, books, manuals, and any other relevant materials and work will automatically become property of the State of Delaware. The awarded bidder will not in any manner interfere or retain any information in relationship to the contractual obligations of said contract, at the time of the award or in the future tense. H. Investigation of Bidder’s Qualifications PAGE 23 K. Cost of Proposal Preparation All costs for proposal preparation will be borne by the bidder. L. Proposed Timetable The Department’s proposed schedule for reviewing proposals is outlined as follows: Activity _________ Date Pre-bid Meeting June 22, 2010 Bid Opening July 13, 2010 Selection Process Begins July 14, 2010 Vendor Selection (tentative) July 27-29, 2010 Contract Begins August 2, 2010 M. Confidentiality and Debriefing The Procurement Administrator shall examine the proposal to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified in conjunction with the Attorney General’s Office. After award of the contract, all responses, documents, and materials submitted by the offeror pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by the Director of Purchasing, under the laws of the State of Delaware. All data, documentation, and innovations developed as a result of these contractual services shall become the property of the State of Delaware. Based upon the public nature of these Professional Services (RFP) Proposals an offeror must inform the state in writing, of the exact materials in the offer which CANNOT be made a part of the public record in accordance with Delaware’s Freedom of Information Act, Title 29, Chapter 100 of the Delaware Code. If a bidder wishes to request a debriefing, he must submit a formal letter to the Procurement Administrator, Herman M. Holloway Campus, Delaware Health and Social Services Main Building, 2nd Floor, Room 259, 1901 N. duPont Highway, New Castle, Delaware 19720 within 10 PAGE 67 Appendix F Page 1 of 2 SUMMER COOLING ASSISTANCE PROGRAM (SCAP) COST SHEET Purchase, Delivery and Installation of Air Conditioners New Castle County Make/Model BTU’s* Mfr’s Warranty** Energy Star Price (years) 1Yr. Parts/Labor $ 1Yr. Parts/Labor $ 1YR. Parts/Labor ________ $ Include price by volume if different $ TASKS COST PROPOSAL Service Cost Installation Cost $ Delivery (if separate from installation) $ Mileage (if separate) per mile supplement $ Additional fee for time of day/day of week $N/A Additional fee for minor electric $ _______ Describe:(such as changed outlet from 2-prong to 3-prong)____________________ Fee for additional electric (cannot exceed $150) $ (Delete column for Energy Efficiency Rating :EER) PAGE 68 Appendix F Page 2 of 2 Describe: *No models above 12,000 BTU’s without consent of DSSC Management Analyst. **Subcontractor must get approval from ____to replace/repair equipment and will be compensated for return visit. (Delete “***EER—Energy Efficiency Ratio, minimum 9.0 or Energy Star Product”) SUMMER COOLING ASSISTANCE PROGRAM (SCAP) MANDATORY PRE BID MEETING QUESTIONS FROM ATTENDEES The following are a list of questions with answers that occurred during the pre-bid meeting for the SCAP on June 22, 2010. Karen Brady: Neighborhood House 1. Can contractor agencies use through-the-wall units in high rise buildings? And if so, is it OK to submit an invoice for an amount higher than the approved amount for standard air conditioners. Answer: Yes, and yes to the two part question. The Division of State Service Centers (DSSC) recognizes that in some instances, non standard air conditioners are required to fit into specific window spaces or wall units. In this case, eligible clients may still receive an air conditioner, but DSSC must be notified first and receive a quote for such air conditioners. While this is allowed, it is not automatic that DSSC will approve installation of such air conditioners. 2. When should the ‘Letter of Intent’ to bid be submitted? Answer: The ‘Letter of Intent’ should be submitted at the time the Request For Proposals (RFP’s) are due, which is on Tuesday, July 13, 2010, 11:00 a.m. This letter should be typed on your agency’s official letterhead. 3. Is the agency financial audit considered confidential? Answer: Yes, therefore, this attachment should be submitted with the CD marked “Confidential”. 4. Will the successful bidder(s) be required to do an RFP or advertise for sub-contractors? Answer: No 5. How often can an eligible household receive an air conditioner? Answer: One air conditioner per eligible household once every three years. Any household that has received an air conditioner in 2007, 2008, or 2009 will not be eligible unless approved by Program Manager. The Program Manager will provide successful bidder(s) with a list of households that have received air conditioners in 2007-09 so they will know which households are not eligible. 6. What information do you need about fans if we want to include them in our proposal? Answer: You will need to include the model name of the fan you plan to purchase for distribution, and indicate whether or not it’s a stand fan or a box fan. You will also need to quote the price of the fans you will purchase and an approximate number of fans you plan to purchase by model type. 7. How will successful bidder be notified of approval to purchase fans? Answer: If it’s in your proposal and accepted by the Review Committee, it will be included as an Appendix to your contract. 8. The contract in the RFP mentions an initial payment under the Budget. What will the initial payment be? Answer: The initial payment will be for all administrative costs, less the costs for purchase, delivery, and air conditioners, including any electric work necessary. Direct client services will not be included in the initial payment. This will be spelled out in detail in the contract for the successful bidder(s). 9. Can the bidder submit proposals before due date of July 13 and if all bidders present submit proposals before the due date will the bid opening occur earlier than July 13? Answer: Bidders may submit their RFP’s prior to July 13; however, bids cannot be opened prior to 11:00 a.m. on July 13, 2010. 10. How do we certify that the CD we submit is virus free? Answer: State in the cover letter that your agency certifies that the CD submitted is virus free. CAREN TURNER, Interfaith Community Housing of Delaware, Inc. 1. How long is the contract period? Answer: The contract will begin approximately August 2, 2010 and end on December 31, 2010. This will allow all invoices to be paid and reports completed in the 3 month period after applications can no longer be accepted. The successful bidder(s) has the option to renew the contract for four (4) additional years if the Dept. of Health & Social Services, Division of State Services (DHSS/DSSC) chooses to do so. In future years the contract will run approximately May 15 – December 31 of subsequent years. 2. Are portable air conditioners allowed? Answer: No, but portable air conditioners may be allowed in the future if the need is documented. 3. When renewing the contract, will a new budget be required or considered? Answer: Yes, each year you will be asked to submit a new budget, as well as the cost sheet in Appendix F of the RFP. The cost sheet will allow you to make adjustments in the make, model and cost of the room sized air conditioners, as well as delivery, installation and other related costs. 4. Since this year’s contract is starting late in the summer, should the budget be based on a full season, or a partial season? Answer: The budget should be submitted based on a full season. During contract negotiations, the successful bidder(s) will adjust the budget based on what services can be realistically provided before the delivery cut off date. 5. Is this a statewide program? Answer: No, this RFP is only for New Castle County. It is possible that from time to time you will be requested to provide services in Kent and Sussex Counties, but for budgeting purposes, please consider that you will only be operating in New Castle County. 6. Do recipients of the fans have to be aged 18 and will they have to complete an application? Answer: Yes, and yes. They must complete an application and sign it primarily to document their income and sign off that they received a fan. 7. Are we allowed to charge for storage and delivery of fans? Answer: DSSC will only pay for the cost of the fans. Delivery and storage costs associated with fan giveaways are the responsibility of the agency. 8. Applicants are only allowed to apply for a room sized air conditioner every three years. How will we know which applicants have received an air conditioner in the past three years and therefore not eligible? Answer: DSSC will provide you with a list of households that received air conditioners in the past three years (2007-2008-2009) at the time you receive a fully executed contract. Recipients of fans may receive them every year. We have not provided fans as a service to households in more than 5 years so any household eligible, can receive a fan. 9. If a households’ electricity has been turned off, can we give them an air conditioner? Answer: No, if an applicant household has no electricity, they cannot receive an air conditioner. 10. If the subcontractor goes to an applicant household to deliver an air conditioner, realizes that additional electric work is necessary; can they leave the air conditioner? Answer: No, if a household cannot have an air conditioner installed and plugged in on the day of delivery, the subcontractor cannot leave the air conditioner at the home. They must make arrangements to return to the home once the electrical problem is taken care of, which they will be compensated for. SCAP/PRE-BID MEETING: 06/24/10