1.0 General Information
1.1 Purpose & Intent
The purpose of this Notice Of Award (NOA) is to provide a
qualified contractor who can service, inspect and repair Johnson
Controls computerized HVAC systems installed at the Engineering
& Operations Building and Barber-Colman computerized HVAC
controls systems installed at the Depatment of Transportation
Main Office Complex, Print Shop, Thiokol 6 & 8, Technical
Services, Annex (8000 System), and McQuat units located at
Testing Labs (Thiokol 2,3 & 4).
This awarded contract is limited to the Department of
Transportation Headquarters Complex, Ewing Township, Trenton,
The Department of Transportation is responsible for the
maintenance of all State owned buildings throughout the
Headquarters Complex. This contract will consist of maintenance
to the computerized HVAC systems at nine (9) buildings within
the Department of Transportation Headquarters Complex.
2.0 Scope of Work
2.1 All work included in this NOA shall be performed on
the Computerized HVAC Energy Management Control System and
2.2 Items to be serviced and maintained will include
computers, hard and floppy disk drives, field control
panels, power supplies, remote field and VAV
controllers, CRT's, printers, keyboards, operating and
backup system software, electro/pneumatic controls,
circuit boards, control system drawings, solid state
controls, modems, and associated equipment and wiring.
These are typical, but not all-inclusive items.
2.3 The successful contractor shall have a minimum of two (2)
certified factory trained personnel familiar with and
qualified to service the equipment listed in the NOA
Section 2.2. In addition, this contractor shall have
proper equipment to perform such work.
2.4 Each piece of equipment that is serviced must be tagged
or labeled at the time of service. This tag will show
the name of the contractor, the date and type of
service performed and the name and signature of the
technician who performed the work.
2.5 Any malfunctions or defective equipment must be
reported to the Office of teh Manager, Facilities
Management & Operations as soon as it is discovered. If
repairs to equipment are needed, the contract vendor will
be required to give a detailed description of repairs in
2.6 The contractor may be required to provide consulting
services for existing equipment and submit a written
detailed analysis for repairs or replacement based upon
the Manager, Facility Management & Operations requests.
This will be paid for at the normal service hourly rates.
2.7 The State reserves the right to accept the contractor's
estimate or to have the work performed by others,
including State personnel.
2.8 If equipment must be shut down for service or repairs,
the contractor is required to coordinate the schedule
with the Engineer In Charge before any shutdown.
2.9.1 All projects performed under contracts
generated from this noa must conform to all
applicable governmental building, electrical and
2.9.2 Permit and code inspections are performed by
other agencies; therefore, the requesting State
agency cannot control these inspection
schedules. If permit or code violations are
found with work performed the contractor, the
contractor must correct all violations at no
additional charge to the State. Failure to do
so may affect the vendor's performance security
and/or performance record.
2.10 Revisions and Updates:
2.10.1 The contractor agrees to update device databases
to current operating standards and to provide the
customer with a copy of all new scheduled releases
of original equipment manufacturer's software and
documentation which shall be made available during
the term of the agreement. This same contractor
must have a access to the most current factory
approved software and firmware revision upgrades.
2.10.2 Equipment designated to receive any hardware or
firmware upgrades shall include all local and
global control panels. Firmware and software
upgrades for the resident front and host computer
shall also be covered under this section. Computer
enhancements shall include VGA capability and
necessary increases in sysrem RAM.
2.10.3 An updated set of system control drawings shall be
provided semi-annually detailing all firmware
and/or software revisions.
2.11 Database Backup and Documentation:
2.11.1 In the event of catastrophic failure, the
contractor must have the ability to download the
existing database to a fully compatible
2.11.2 The contractor shall provide quarterly back-up of
controller device database and system hard disk to
2.12 Planned Preventive Maintenance:
2.12.1 The contractor shall provide all maintenance
service required to keep the buildings automation
systems at the Department of Transportation Main
Office Complex in good operating condition.
2.12.2 The contractor shall provide preventive
maintenance (PM service) to the hardware items
described below. The frequency of preventive
maintenance will be determined by teh State. Any
deviation from that schedule must be supported by
a brief justification. PM service shall require
the contractor to check, adjust, test, verify and
maintain an operating log for the following
CRT Monitor Display
Local AHU Control Panels
Power Supplies - Local and Remote
All Indicating Meters
Control Electronics Cabinet
Field Position Indicators
2.12.3 The contract shall provide preventive maintenance
to the software items described below to assure
proper system operations. Verification of system
operations shall be performed on a quarterly
basis. The contractor shall verify the set-up and
operation of the following:
EMS Report Applications
Archival Trend Storage Reports
Host Console Devices
Remote Site Dial-Up Communications
Users, Passwords and Privilege Levels to
agreed upon "Ad Builts"
Maintenance Time Reminder Applications
Print Screen Documentation Capability
LAN Communication Devices
Point Summary and Status Log Reports
2.12.4 The contractor must have remote datalink
capability via modem from their local office. The
contractor shall initiate communications with the
DDC control network on a monthly basis and report
any malfunctions to the building manager's office
as soon as they are discovered. Modem access shall
also be provided for the purpose of assisting the
on-site operator with system support.
2.12.5 All scheduled preventive maintenance and service
work under this agreement is to be performed
during normal working hours of the regular working
day unless otherwise specified. This shall include
twenty-five (25) full days per month as scheduled
by the State. If additional time is required for
major overhauls or to insure proper system
operation, service shall be paid for at the hourly
rates bid depending upon when the service is
2.12.6 The State shall provide a schedule of the dates of
all regular preventive maintenance inspections.
Any major inspection or overhaul must be
coordinated with the State to allow it to make the
2.12.7 Replacement and repair of parts and complete
devices is available under this contract. The
State shall be billed at repair exchange pricing
for all parts and complete devices listed on the
attached bid sheet.
2.12.8 The contractor shall have available the type of
inventory required to service the system. This
local office must be within a seventy five (75)
mile radius of the contract site.
2.12.9 The contractor shall furnish all labor and/or
materials including lubricants, test equipment and
special tools to provide the required preventive
maintenance and/or emergency service and/or
replacement pars or complete devices.
2.13 Working Hours and Personnel
2.13.1 The contractor shall be able to provide 24-hour
emergency service, i.e. service both during and
after normal working hours. This contractor must
have the ability to be notified and to respond to
emergency service calls at all times through the
use of a 24-hour emergency service telephone
2.13.2 The contractor shall use trained men directly
employed and supervised by him. These men will be
properly qualified to keep all equipment included
in this proposal properly maintained.
2.13.3 The contractor shall submit a list of the names of
his servicemen, their lengths of experience, and
their capabilities concerning maintenance of the
equipment and the system.
2.14 General Conditions:
2.14.1 The contractor shall furnish to the customer a
written report upon the completion of all
preventive maintenance or emergency service
calls detailing all work performed and parts
2.14.2 The contractor shall be available for additional
work over and above the scope of the agreement.
He will not proceed with any additional work
without written permission from the State and
shall complete work as expediently as possible
after receiving approval.
2.14.3 To ensure system continuity, replacement parts
and devices offered must be standard equipment,
compatible with existing components and installed
in accordance with the manufacturer's
recommendations. No software or wiring changes
will be permitted for modification to other than
existing system manufacture.
2.14.4 Prior to the start of work on any assigned
day, all servicemen must first report to the
Office of the Manager, Facilities Management &
Operations, sign in and sign out when leaving.
The contractor sign in and sign out sheet will be
used against the monthly invoice to verify
payment. Failure to adhere to this requirement,
could result in forfeiture of payment for services
2.14.5 In the event a serviceman cannot be provided
on the requested day, notification must be
given to the Manager, Facilities Management &
Operations Office. If the normally assigned
serviceman is not available a backup serviceman
must be obtained.
2.14.6 The work site is to be left in a clean and
2.15 Response time requirements will include the following:
2.15.1 Normal Service - including service during normal
working hours (8 AM to 5 PM). Any overtime hours
must be approved by the Manager, Facilities
Management & Operations.
2.15.2 Emergency Service - includes service that requires
a response and action within four (4) hours of
notification by the Manager's office, Facility
Management & Operations at site. A list of these
persons will be provided to the contractor.
This service will be conducted during any hour of
the day or night, which may include both overtime
and normal hours.
2.15.3 Overtime Service - includes services rendered
between the hours of 5 PM and 8 AM weekdays,
and/or service rendered on Saturdays, Sundays and
2.16 The successful contractor will be required to maintain a
24-hour-per-day, 7-days-a-week emergency telephone
3.0 Special Contractual Terms and Conditions
3.1 Terms and Conditions
The Purchase Bureau terms and conditions which accompanied the
proposal apply to all contracts made with the State of New
Jersey unless specifically deleted on the State's proposal form.
3.2 Termination of Contract
A. Where circumstances and/or the needs of the State
significantly change, or the contract is otherwise
deemed no longer to be in the public interest, the
Director may terminate a contract entered into as a
result of this bid, upon no less than thirty (30) days
notice to the vendor and an opportunity to respond.
B. Where a contractor fails to perform of comply with a
contract, and fails to comply with the complaints
procedure in N.J.A.C. 17:12-4.2 ET SEQ., the Director
may terminate the contract, upon ten (10) days notice
C. Where a contractor continues to perform a contract
poorly as demonstrated by formal complaints, late
delivery, poor performance of service, short-shipping,
etc., so that the Director is repeatedly required to
use the complaints procedure in N.J.A.C. 17:12-4.2 ET
SEQ., the Director may terminate the contract, upon ten
(10) days notice to the vendor for cause.
D. Where the contractor fails to meet quality performance
criteria as described in section 2.0 of this RFP.
3.3 Availability of Funds
The State's obligation hereunder is contingent upon the
availability of appropriated funds from which payment for
contract purposes can be made. No legal liability on the part
of the State for payment of any money shall arise unless and
until funds are made available each fiscal year to the Director
of Purchase & Property.
3.4 Transitional Period
When services are terminated by contract expiration and no new
contract exists, it shall be incumbent upon the contractor to
continue the service until a new contract can be completely
operational. At no time shall this service extend more than 90
days beyond the expiration date of the existing contract. Vendor
will be reimbursed for this service at the prior contract rate
3.5 Insurance Limits/Certificates
A. Contractor must list names of insurance firm from which he
intends to purchase the required insurance and a person
to contact at these firms.
B. The contractor shall secure and maintain in force for
the term of the contract all required insurance
coverages noted on page 2, paragraph 2.3. Contractor
shall provide the State of New Jersey with renewals
thereof which must contain the provision that the
insurance evidence by the certificates shall not be
cancelled for any reason except after thirty days
written notice to the State of New Jersey, Division of
Purchase and Property. Failure to provide and maintain
the required coverage during the continuance of this
contract shall be justification for immediate termination
of the contract and award of the contract to another
person with the contractor herein paying all the damages
and losses incurred by the State. Evidence of current
insurance coverage shall be submitted no later than ten
days after receipt of notice of intent to award contract.
C. All required insurance coverages must be in effect not
later than 12:01 AM at the start of the day of the
contract and remain in effect for the duration of the
contract, including any extensions.
D. Liability insurance must remain in effect for the
duration of the contract, including any extensions, and
for ninety (90) days following termination of all work.
E. The certificate of insurance should include the bid
identification number, name of bid and buyer's name.
Certificate should be forwarded to: John E. Clancy,
NJ Purchase Bureau, 33 West State Street, PO 230,
Trenton, NJ 08625. Each certificate of insurance must
contain an endorsement as follows:
"It is understood and agreed that
_________________________ insurance company shall
notify in writing, the Director of the Division of
Purchase and Property, thirty (30) days in advance of the
effective date of any reduction in, or cancellation of
A. If any part of the work covered by this NOA is to be
subcontracted, the contractor shall identify the
subcontracting organization and the areas to be
B. All subcontractors must be approved by the State.
C. For all subcontractors, the corporate or company name
and names of the company officers must be submitted to
the State. Payment of subcontractors is the sole
responsibility of the primary contractor.
3.7 Performance Standards
A. All contractor workmanship will be evaluated on the basis
of a review of their work performed for each job
issued. The State must receive service that is
consistently rated above average or average.
B. The basis of the performance evaluation will be the
"Contractor Performance Evaluation" form that is
included in this RFP as Appendix "A". The form
describes the criteria upon which the performance
evaluation will be based and the scoring points that
will be assigned to each criteria.
C. If a contractor earns an "unsatisfactory" or "poor"
rating,the vendor's management and supervisory staff
must meet immediately with the State's representative
to present a plan for improving performance and for
making necessary corrections to meet satisfactory
D. If a contractor receives a second "unsatisfactory" or
"poor" rating, the contract may be cancelled at the
option of the Director, Divison of Purchase and Property.
3.8 Method of Billing
3.8.1 Bills for materials, labor and incidental expenses are to
be submitted to the NJDOT, Bureau of Accounts Payable,
1035 Parkway Avenue, Trenton, NJ 08625 only on New Jersey
State Invoice Form.
3.8.2 Invoices are to identify the location and project to which
they apply and show an explanation of services performed
and a list of all parts installed and/or delivered at
prices quoted in this NOA.
If requested, the contractor must provide invoice showing
amount vendor paid for parts being sold to the NJDOT.
3.8.3 Invoices will not be processed if work is found incomplete
or unsatisfactory after an inspection by a State
representative. The invoice will be held until the
contractor makes the necessary corrections to meet the
standards stated in this NOA.
Department of Transportation
Contractor Performance Evaluation
Rating Evaluation (0 - 10) ( ) periodic
( ) 100% completion
0 - 2.9 Unsatisfactory
3.0 - 4.9 Poor
5.0 - 6.0 Average
7.0 - 10.0 Above Average
Project and Location:
Work Order Number:
(A) x (B) = (C)
Rating Weight Total
0 - 10 1 - 25 (A)x(B)
1. Meeting prompt repair schedule/ 25 = _____
contract completion date.
2. Quality of workmanship, comp-
materials & procedures. 25 = _____
3. Timely submittal of the follow-
ing items: estimates, daily time
sheets, invoices, scheduling changes,
O & M manuals, change orders. 15 = _____
4. Supervision of workforce & sub-
contractor control & performance. 15 = _____
5. Cooperation with building
management. 15 = _____
6. Follow-up & close-out. __5 = _____
Contractor score = *Col. C (Total Points) =
NOTE: All contractors are to be required to give start &
completion dates on each project.
Questions, comments and remarks:
A) Provide comments in regards to contractors' performance
particularly in regards to 1, 2 & 3 on rating disciplines, if
the rating is 5 or below.
B) Other Comments:
Project Manager Date
Building Manager Date