RFP for Cleaning of Residence Halls HVAC and Exhaust Fans

Agency: University of Oregon
State: Oregon
Level of Government: State & Local
Category:
  • 41 - Refrigeration, Air Conditioning and Air Circulating Equip.
  • J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID: NBD15747677781166845
Posted Date: Apr 17, 2019
Due Date: Apr 26, 2019
Solicitation No: PCS# 470000-00267-RFP
Source: Members Only
RFP for Cleaning of Residence Halls HVAC and Exhaust Fans
Solicitation Number : PCS# 470000-00267-RFP
Opportunity closes on: April 26, 2019 5:00pm
Description
University is soliciting Proposals from qualified Proposers for professional routine cleaning services for HVAC ductwork, coils, and ventilation systems in the Residence Halls and Family Housing units. See the attached documents for details.
Addenda
Addendum 1.
The purpose of this Addendum is advise of the date and time of the Voluntary Pre-proposal Conference and Walk Through. The Conference and Walk Through will be held on April 5, 2019 from 9:00am – 11:00am (Pacific Time) at the Housing Main Office. For details, please see the attached Addendum.
Addendum 2.

The purpose of this Addendum is to amend and clarify this RFP and extend the closing date from April 18, 2019 to April 26, 2019 at 5:00 p.m. (Pacific Time). For details, please see the attached document.

Voluntary Pre-Close Meeting
Date: Apr 5, 2019 9:00am
Description:
Pre-Proposal Conference/Walk Through
Department(s)
University Housing - 470000
UH Res Hall Facilities Admin - 472300
Purchasing & Contracting Services - 432000
Categories
Trade Services

Attachment Preview

UNIVERSITY OF OREGON
(“University”)
REQUEST FOR PROPOSAL
(“RFP”)
RFP Title:
RFP Number:
Issuing Office:
RFP for Cleaning of Residence Halls
HVAC and Exhaust Fans
PCS# 470000-00267-RFP
Purchasing and Contracting Services
1600 Millrace Dr., Suite 306
Eugene, OR 97403
submit1@uoregon.edu
Closing Date and Time:
April 18, 2019 at 5:00 p.m. (Pacific Time)
Proposals must be received by the Issuing
Office no later than the Closing Date and Time.
Postmarks will not be considered.
RFP HVAC Svcs. (PCS# 470000-00267-RFP)
Page 1 of 15
SECTION 1 - GENERAL INFORMATION
1.1.
General Purpose. University is soliciting Proposals from qualified Proposers for
professional routine cleaning services for HVAC duct work, coils and ventilation systems in the
Residence Halls and Family Housing units. Expected deliverables are listed in “Scope of
Services” below.
1.2.
Background. The University of Oregon is a public research university in Eugene,
Oregon. Founded in 1876, University's 295-acre campus is along the Willamette River. Since
July 2014, UO has been governed by the Board of Trustees of the University of Oregon.
The University exists to provide Oregonians and their peers from around the world access to an
excellent education. The University challenges its students to question critically, think logically,
communicate clearly, act creatively, and live ethically. The University serves the people of
Oregon, the nation, and the world through research, teaching, and outreach that benefits
humanity, drives innovation, strengthens the economy, and transforms lives.
The University is classified as an RI (highest research activity) institution by the Carnegie
Classification of Institutions of Higher Education. The University was admitted to the Association
of American Universities in 1969. The University is one of just two schools in the Pacific
Northwest selected for membership in the prestigious Association of American Universities, a
consortium of 62 leading public and private research institutions in the United States and
Canada.
The University is comprised of nine schools and colleges and offers over 300 undergraduate
and graduate degree programs in a wide range of disciplines. The University enrolls in excess
of 23,500 students from all 50 states and from more than 100 countries. There are some 757
tenured and tenured-track faculty members with a total population of teaching and research
faculty in excess of 2,000.
The University promotes inclusive excellence through a commitment to institutional fairness and
equality, eradication of discrimination and by celebrating the strengths of a multicultural
community. The University is a hub of information and a center for resources and expertise to
support equity and diversity across the state and throughout the world.
University alumni are leaders in business, industry, education, the arts, government, NGOs, and
their communities. They include winners of Emmy, Oscar, and Tony awards, Pulitzer Prizes,
Guggenheim Fellowships, MacArthur Genius Grants, the Nobel Prize, Olympic medals, Rhodes
Scholarships, the National Humanities Medal, and countless other honors for achievement and
public service. Our ROTC graduates more officers than any other civilian school, and we rank
16th for Peace Corps volunteers produced by the nation’s largest universities.
The University of Oregon is unsurpassed in its commitment to excellence in teaching, research,
artistic expression, and the generation, dissemination, preservation, and application of
knowledge. The University is devoted to educating the whole person, and to fostering the next
generation of transformational leaders and informed participants in the global community.
Through these pursuits, the University enhances the social, cultural, physical, and economic
wellbeing of our students, Oregon, the nation, and the world.
RFP HVAC Svcs. (PCS# 470000-00267-RFP)
Page 2 of 15
The University promotes inclusive excellence through a commitment to institutional fairness and
equality, eradication of discrimination and through celebrating and affirming the strengths of a
multicultural community. For further information about the University of Oregon, please visit
https://www.uoregon.edu/about.
1.3.
Closing Date and Time. All Proposals must be received by University’s
Issuing Office by 5:00 p.m. (Pacific Time) on or before April 18, 2019 (“Closing Date and
Time”). Postmarks will not be considered. Electronic submissions of Proposals are encouraged.
The Issuing Office’s mailing/delivery address and email address are listed on the cover page
and in the “Issuing Office” Section below.
1.4.
Issuing Office. The University’s Purchasing and Contracting Services department
is the Issuing Office for this RFP. Proposals may be submitted manually or electronically to the
Issuing Office at the following addresses:
Purchasing and Contracting Services
1600 Millrace Dr., Suite 306
Eugene, OR 97403
submit1@uoregon.edu
Issuing Office hours for receipt of manually submitted Proposals are Monday through Friday 8:00
a.m. to 5:00 p.m. Eugene, Oregon local time.
1.5.
General Responsibilities of Proposers.
1.5.1. Clarifications for Proposer. For additional information or clarification of
requirements contact (in accordance with the requirements set forth in Section 4.2 below) the
requesting University department:
Tracey Brough
University Housing Purchasing Department
1595 E. 15th Avenue
Eugene, OR 97403
tbrough@uoregon.edu
Please note that University will not respond directly to individual inquiries. University will not
address inquiries that are unique to a specific Proposer, are non-substantive, and/or are already
addressed in this RFP. University only addresses inquiries through a posted addendum when
it determines the information will assist all interested parties in preparing responsive Proposals.
University will not respond to oral inquiries.
1.5.2. Monitoring. This RFP will be posted on the University of Oregon Purchasing and
Contracting Services (PCS) website, under “Business Opportunities,” accessible at:
http://pcs.uoregon.edu/content/business-opportunities. Any Addenda including, without
limitations, extensions of the Closing Date and Time will be posted to the PCS website.
Proposers are responsible for monitoring the PCS website on a periodic basis for any
modifications to the RFP. University is not required to issue individual notifications.
RFP HVAC Svcs. (PCS# 470000-00267-RFP)
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1.6.
Voluntary Pre-Proposal Conference. A voluntary pre-proposal
conference/walk through will be held on April 5, 2019 from 9:00am 11:00am (Pacific
Time) at the Housing Main Office location, as further detailed in this section. To assist in
the preparation of a responsive proposal, all interested vendors are highly encouraged to attend.
Location of the Conference:
Housing Main Office Walton Hall (Schafer Meeting Room)
1595 E 15th Avenue, Eugene OR 97403
o Parking is available at metered or pay-to-park locations on campus. Due
to a large volume of construction occurring, it is advised that vendors show
up early to locate parking which in some cases can be more than a block
away from meeting location.
o No RSVPs are necessary. If a vendor wishes to RSVP, the RSVP should
be addressed to Tracey Brough at tbrough@uoregon.edu.
1.7.
Definitions. As used in this Request for Proposal (unless otherwise stated), the
capitalized terms shall have the meanings set forth in UO Policy 580.061, Sec B.
SECTION 2 - SCOPE OF SERVICES
2.1.
Statement of Services. The successful Proposer will provide services to the
premises described in Exhibit B attached to this RFP. The services to be provided include, but
are not limited to, the following:
2.1.1. All HVAC components shall be cleaned by using a suitable agitation device to dislodge
contaminants from the HVAC component surface and then capturing the contaminants with a
vacuum collection device. Acceptable methods will include those which will not potentially damage
the integrity of the duct, nor damage porous surface materials such as liners inside the duct or
system components.
2.1.2. Thorough cleaning of supply, return and exhaust fans and blowers. Areas to be
cleaned include blowers, fan housings, plenums, scrolls, blades, or vanes, shafts, baffles,
dampers and drive assemblies. These areas should be cleaned from all visible surface
contamination deposits. Use vacuum collection equipment fitted with HEPA filtration.
2.1.3. Cleaning of all air handling unit (AHU) internal surfaces, components and condensate
collectors and drains. Air-handling coils, fans, condensate pans, drains and similar non-porous
surfaces are recommended to be wet cleaned in conjunction with mechanical methods as
described in NADCA Standard ACR. You may download a free copy of the standard at:
https://nadca.com/resources/nadca-standards-publications
2.1.4. Ensure efforts to control water extraction are sufficient to collect debris and prevent
water damage to the HVAC components and surrounding equipment.
2.1.5. Clean air ducts to remove all non-adhered substances so that they are capable of
passing NADCA cleanliness verification tests; use mechanical agitation methods to remove
particulate, debris, and surface contamination; and capture dislodged substances with a vacuum
RFP HVAC Svcs. (PCS# 470000-00267-RFP)
Page 4 of 15
collection device.
2.1.6. Mark the position of dampers and any air-directional mechanical devices inside the
HVAC system prior to cleaning and, upon completion, restore them to their marked position.
2.1.7. Ensuring all collection devices, and other tools and devices are cleaned or sealed
before relocating to different areas of the building and before removing the equipment from
building.
2.1.8. Use existing service openings where possible.
2.1.9. Clean heating and cooling coils of units and the condenser and supply coils for chillers,
which will render the coil visibly clean in accordance with NADCA Standard ACR.
2.1.10. Access both upstream and downstream sides of each coil section for cleaning.
2.1.11. Isolate the coil from the duct system during the cleaning process to ensure disrupted
particulate does not migrate to, or redeposit on, unintended areas.
2.1.12. Perform testing as required to ensure all areas and elements are clean.
2.1.13. Dispose of debris in accordance with applicable federal, state and local requirements.
2.1.14. Control odors and/or mist vapors during the cleaning process. Controlling of odors
and/or mist vapors during the cleaning process.
2.1.15. Dispose of debris in accordance with applicable federal, state and local requirements.
2.1.16. Perform all work in accordance NADCA specifications and standards.
SECTION 3 - PROPOSER SUBMITTALS AND OTHER REQUIREMENTS
3.1.
Overview.
3.1.1. University expects all Proposers to submit the information identified in this Section
3. Where the requested submittal is marked (E), the submittal will be evaluated and Proposers
are expected to provide comprehensive written responses to the evaluated specifications. Points
will be awarded based on the degree to which the University’s evaluators determine that the
Proposer meets the evaluated specification. A Proposer that does not respond to an evaluated
specification may receive no points for that specification.
With respect to all other submittals, the determination as to whether the Proposer meets the
submittal requirements rests solely with University. If University determines that a Proposer does
not meet a submittal requirement as specified, or has not included sufficient information relevant
to allow University to evaluate a submittal requirement, University may deem the Proposal “non-
responsive” and terminate its review of the Proposal.
RFP HVAC Svcs. (PCS# 470000-00267-RFP)
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