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Notice of Award
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T-1157
HVAC COMPUTERIZED SYSTEM MAINTENANCE
MAIN OFFICE COMPLEX - DOT

Instructions/Specifications
Vendor Information
By Vendor
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Email to DANIEL DELANEY

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NOAs By Number NOAs By Title Search NOAs
 
Index #:
T-1157
Contract #: 83617
Contract Period: FROM:   04/01/13   TO:   03/31/16
Applicable To: SELECTED STATE AGENCIES
Cooperative Purchasing: NOT APPLICABLE
Vendor Name & Address: GEORGE S HALL INC
30 CHAPIN RD
UNIT 1204 /PO BOX 103
PINE BROOK, NJ 07058
For Procurement Bureau Use:  
Solicitation #: 22835
Bid Open Date: 12/07/12
CID #: 1040818
Commodity Code: 914-50
Set-Aside: NONE

CONDITIONS AND METHODS OF OPERATION

Multi-Source Contracts: State Agencies and Cooperative Purchasing partners should review each vendor's product/service and prices carefully and place orders in accordance with the terms and conditions of the contract. Note that

A. Delivery: All prices F.O.B. Destination
B. Method of Operation - State Agencies Only:
Issue an agency purchase order to the appropriate contract vendor(s).

In the event of an emergency, contact the following in the order listed:

DANIEL DELANEY PROCUREMENT SPECIALIST 609-984-7917
JACKIE KEMERY PROCUREMENT SPECIALIST SUPERVISOR 609-984-6239
ROBERT BEAUREGARD ASSISTANT DIRECTOR 609-984-2084
  PUB DATE: 04/04/14

INSTRUCTIONS/SPECIFICATIONS



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,
      New Jersey.

1.2   Background

      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
            Associated Equipment.

      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
            writing.

      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   Codes:

            2.9.1   All projects performed under contracts
                    generated from this noa must conform to all
                    applicable governmental building, electrical and
                    safety codes.

            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
                    replacement device.

            2.11.2  The contractor shall provide quarterly back-up of
                    controller device database and system hard disk to
                    floppy diskette.

      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
                    equipment:

                          Host Computer
                          CRT Monitor Display
                          LAN Wiring
                          Sensor Wiring
                          Local AHU Control Panels
                          Keyboard Functions
                          Printers
                          Batteries
                          Power Supplies - Local and Remote
                          VAV Controls
                          Electric Actuators
                          Control Console
                          Convertors
                          Trunk Wiring
                          All Indicating Meters
                          Control Electronics Cabinet
                          Field Sensors
                          Field Position Indicators
                          Pneumatic Actuators

            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:

                          Monitor Screen
                          EMS Report Applications
                          Trend Reports
                          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
                    requested.

            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
                    necessary arranagements.

            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
                    number.

            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
                    replaced.

            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
                    rendered.

            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
                    orderly condition.

      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
                    legal holidays.

      2.16  The successful contractor will be required to maintain a
            24-hour-per-day, 7-days-a-week emergency telephone
            contact.

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
            for cause.

      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
      schedule.

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
            this policy."

3.6   Subcontracting

      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
            subcontracted.

      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
            standards.

      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.

**********************************************************************

Appendix A

                     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

Contractor: _________________________________________________________

Project and Location:
_________________________________________________________

Project Number:
_________________________________________________________

Brief Description:
_________________________________________________________

_________________________________________________________

_________________________________________________________

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-
    liance w/specified
    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)  =
                                           100
___________________________________________________________________
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:

       _____________________________________________________________

       _____________________________________________________________

       _____________________________________________________________


      Signed by:


___________________________________          ____________________
Project Manager                              Date

___________________________________          ____________________
Building Manager                             Date





    

VENDOR INFORMATION
Vendor Name & Address:
GEORGE S HALL INC
30 CHAPIN RD
UNIT 1204 /PO BOX 103
PINE BROOK, NJ 07058
Contact Person: KEVIN O'KEEFFE
Contact Phone: 973-487-1025
Order Fax: 973-227-5226
Contract#: 83617
Expiration Date: 03/31/16
Terms: NONE
Delivery: SPECIFIED ELSEWHERE
Small Business Enterprise: NO
Minority Business Enterprise: NO
Women Business Enterprise: NO
Cooperative Purchasing *: NO
* WILL VENDOR EXTEND CONTRACT PRICES TO COOPERATIVE PURCHASING PARTICIPANTS?
 

CONTRACT ITEMS/SERVICES BY VENDOR
Vendor:  GEORGE S HALL INC Contract Number:  83617
UNLESS SPECIFIED OTHERWISE BELOW:
SHIP TO: 786100 / S001
NJDOT MAINTENANCE BLDG 7
999 PARKWAY AVE BLDG 7
TRENTON NJ 08625
LINE#  DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00001 COMM CODE:  914-50-072952
[CONSTRUCTION SERVICES, TRADE (NEW...]
 
ITEM DESCRIPTION:
HVAC COMPUTERIZED SYSTEM
& ASSOCIATED EQUIPMENT
DOT MAIN OFFICE COMPLEX - TRENTON

% UPCHARGE FOR THE PREVAILING RATE FOR A
JOURNEYMAN (MECHANIC)


1.000 HOUR 83.00% N/A
LINE#  DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00002 COMM CODE:  914-50-072953
[CONSTRUCTION SERVICES, TRADE (NEW...]
 
ITEM DESCRIPTION:
HVAC COMPUTERIZED SYSTEM
& ASSOCIATED EQUIPMENT
DOT MAIN OFFICE COMPLEX - TRENTON

REPAIR PARTS
NO MARKUP OVER CONTRACTORS COSTS


1.000 EACH 6.00%

MARKUP
N/A
LINE#  DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00003 COMM CODE:  914-50-072954
[CONSTRUCTION SERVICES, TRADE (NEW...]
 
ITEM DESCRIPTION:
HVAC COMPUTERIZED SYSTEM
& ASSOCIATED EQUIPMENT
DOT MAIN OFFICE COMPLEX - TRENTON

CONSULTING FEE HOURLY RATE



1.000 HOUR N/A $150.00000


Downloadable RFP Documents
(Please utilize scroll bar on right side of box if necessary to view all documents)
The Download All Documents hyperlink will place compressed files on your computer. Files may be unzipped and viewed using WinZip. The evaluation version is available for free. Click here to learn more about WinZip or to download the latest version from the WinZip web site.

Forms in this section are stored in Adobe Acrobat (PDF) format. PDF formatted documents appear the same as the original printed forms. To view and print these forms, you must have a PDF viewer which is available free from Adobe. Click here to learn more about Adobe Acrobat or to download the latest version of the Adobe Acrobat viewer from the Adobe Web site.  



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