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Request for Proposal (RFP) for HVAC Equipment, Installation, Service Building Control Systems & Related Products and Services Solicitation Number: 32-21 Publication Date: Tuesday, October 5th, 2021 Submittal Deadline: Thursday, November 18th, 2021 2:00 P.M. CST TAB 1 Master Agreement/Signature Form REQUEST FOR PROPOSAL 32-21 Tab 1 – Master Agreement / Signature Form Tab 1 – Master Agreement General Terms and Conditions ♦Customer Support The vendor shall provide timely and accurate technical advice and sales support. The vendor shall respond to such requests within one (1) working day after receipt of the request. ♦Disclosures Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The respondent affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. ♦Renewal of Contract Unless otherwise stated, all contracts are for a period of one (1) year with an option to renew annually for an additional four (4) years if agreed to by Region 14 ESC and the vendor or any combination of time equally not more than 2 years if agreed to by Region 14 ESC and the vendor. ♦Funding Out Clause Any/all contracts exceeding one (1) year shall include a standard “funding out” clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the entity’s current revenue only, provided the contract contains either or both of the following provisions: Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on a best efforts attempt by the entity to obtain appropriate funds for payment of the contract. REQUEST FOR PROPOSAL 32-21 ♦Shipments (if applicable) The awarded vendor shall ship ordered products within the written estimate of delivery time by the vendor to the entity after the receipt of the order unless modified. If a product cannot be shipped within that time, the awarded vendor shall notify the entity placing the order as to why the product has not shipped and shall provide an estimated shipping date. At this point the participating entity may cancel the order if estimated shipping time is not acceptable. All deliveries shall be freight prepaid, F.O.B. destination. ♦Tax Exempt Status ♦Since this is a national contract, knowing the tax laws in each state is the sole responsibility of the vendor. ♦Payments The entity using the contract will make payments directly to the awarded vendor or their affiliates as long as written request and approval by NCPA is provided to the awarded vendor. ♦Adding authorized distributors/dealers Awarded vendors may submit a list of distributors/partners/resellers to sell under their contract throughout the life of the contract. Vendor must receive written approval from NCPA before such distributors/partners/resellers considered authorized. Purchase orders and payment can only be made to awarded vendor or distributors/business partners/resellers previously approved by NCPA. Pricing provided to members by added distributors or dealers must also be less than or equal to the pricing offered by the awarded contract holder. All distributors/partners/resellers are required to abide by the Terms and Conditions of the vendor's agreement with NCPA. ♦Pricing All pricing submitted to shall include, as a cost of sale to the awarded vendor, the administrative fee to be remitted to NCPA by the awarded vendor. It is the awarded vendor’s responsibility to keep all pricing up to date and on file with NCPA. For those pricing requiring annual or periodic pricing updates, awarded vendors are expected to provide these changes as submitted. All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing REQUEST FOR PROPOSAL 32-21 ♦Warranty Proposals should address each of the following: Applicable warranty and/or guarantees of equipment and installations including any conditions and response time for repair and/or replacement of any components during the warranty period. Availability of replacement parts Life expectancy of equipment under normal use Detailed information as to proposed return policy on all equipment All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing. ♦Audit rights Vendor shall, at Vendor’s sole expense, maintain appropriate due diligence of all purchases made by any entity that utilizes this Agreement. NCPA and Region 14 ESC each reserve the right to audit the accounting for a period of three (3) years from the time such purchases are made. This audit right shall survive termination of this Agreement for a period of one (1) year from the effective date of termination. In the State of New Jersey, this audit right shall survive termination of this Agreement for a period of five (5) years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request. Region 14 ESC shall have the authority to conduct random audits of Vendor’s pricing that is offered to eligible entities at Region 14 ESC's sole cost and expense. Notwithstanding the foregoing, in the event that Region 14 ESC is made aware of any pricing being offered to eligible agencies that is materially inconsistent with the pricing under this agreement, Region 4 ESC shall have the ability to conduct an extensive audit of Vendor’s pricing at Vendor’s sole cost and expense. Region 14 ESC may conduct the audit internally or may engage a third-party auditing firm. In the event of an audit, the requested materials shall be provided in the format and at the location designated by Region 14 ESC or NCPA. ♦Indemnity The awarded vendor shall protect, indemnify, and hold harmless Region 14 ESC and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract. REQUEST FOR PROPOSAL 32-21 ♦Licenses and Duty to keep current licenses Vendor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by vendor. Vendor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract. Region 14 ESC reserves the right to stop work and/or cancel the contract of any vendor whose license(s) expire, lapse, are suspended or terminated. Vendor is expected to provide all required license(s) with this RFP response. ♦Franchise Tax The respondent hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes. ♦Supplemental Agreements The entity participating in this contract and awarded vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor. ♦Certificates of Insurance Certificates of insurance shall be delivered to the Public Agency prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified. ♦Legal Obligations It is the Respondent’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein. REQUEST FOR PROPOSAL 32-21 ♦Protest A protest of an award or proposed award must be filed in writing within ten (10) days from the date of the official award notification and must be received by 5:00 pm CST. No protest shall lie for a claim that the selected Vendor is not a responsible Bidder. Protests shall be filed with Region 14 ESC and shall include the following: Name, address and telephone number of protester Original signature of protester or its representative Identification of the solicitation by RFP number Detailed statement of legal and factual grounds including copies of relevant documents and the form of relief requested Any protest review and action shall be considered final with no further formalities being considered. ♦Force Majeure If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. ♦The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty. REQUEST FOR PROPOSAL 32-21 ♦Prevailing Wage It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser. It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly. ♦Miscellaneous Either party may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order. ♦Cancellation for Non-Performance or Contractor Deficiency Region 14 ESC may terminate any contract if awarded vendor has not used the contract, or if purchase volume is determined to be low volume in any 12-month period. Region 14 ESC reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract. Region 14 ESC may issue a written deficiency notice to contractor for acting or failing to act in any of the following: ♦Providing material that does not meet the specifications of the contract; ♦Providing work and/or material that was not awarded under the contract; ♦Failing to adequately perform the services set forth in the scope of work and specifications; ♦Failing to complete required work or furnish required materials within a reasonable amount of time; ♦Failing to make progress in performance of the contract and/or giving Region 14 ESC reason to believe that contractor will not or cannot perform the requirements of the contract; Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to Region 14 ESC. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by contractor under the contract shall become the property of Region 14 ESC on demand. ♦Open Records Policy Because Region 14 ESC is a governmental entity responses submitted are subject to release as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-by- page and line-by-line the parts of the response, which it believes, are exempt. In addition, the respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). REQUEST FOR PROPOSAL 32-21 The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 14 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the respondent are not acceptable. Region 14 ESC must comply with the opinions of the OAG. Region14 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Respondent are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. If awarded vendor is going to do business in the State of Arizona, the following terms and conditions shall apply ♦Cancellation for Conflict of Interest Per A.R.S. 38-511 a School District/public entity may cancel this Contract within three (3) years after Contract execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of the School District/public entity is, or becomes at any time while the Contract or an extension the Contract is in effect, an employee of or a consultant to any other party to this Contract with respect to the subject matter of the Contract. The cancellation shall be effective when the awarded vendor receives written notice of the cancellation unless the notice specifies a later time. ♦Registered Sex Offender Restriction Pursuant to this order, the awarded vendor agrees by acceptance of this order that no employee of the awarded vendor or a subcontractor of the awarded vendor, who has been adjudicated to be a registered sex offender, will perform work on any School District’s premises or equipment at any time when District students are, or are reasonably expected to be, present. The awarded vendor further agrees by acceptance of this order that a violation of this condition shall be considered a material breach and may result in a cancellation of the order at the District's discretion. REQUEST FOR PROPOSAL 32-21 ♦Contract’s Employment Eligibility By entering the contract, awarded vendor warrants compliance with A.R.S. 41-4401, A.R.S. 23-214, the Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations. A School District/public entity may request verification of compliance from any contractor or subcontractor performing work under this contract. A School District/public entity reserves the right to confirm compliance in accordance with applicable laws. Should the School District/public entity suspect or find that the awarded vendor or any of its subcontractors are not in compliance, the School District/public entity may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the contract for default, and suspension and/or debarment of the awarded vendor. All costs necessary to verify compliance are the responsibility of the award vendor. ♦Terrorism Country Divestments Per A.R.S. 35-392, a School District/public entity is prohibited from purchasing from a company that is in violation of the Export Administration Act. ♦Fingerprint Checks ♦If required to provide services on School District/public entity’s property, awarded vendor shall comply with A.R.S. 15-511(h). ♦Indemnification Notwithstanding all other provisions of this agreement, School District/public entity does not agree to accept responsibility, waive liability, or indemnify the awarded vendor, in whole or in part, for the errors, negligence, hazards, liabilities, contract breach and/or omissions of the awarded vendor, its employees and/or agents. Customer Support The vendor shall provide timely and accurate technical advice and sales support. The vendor shall respond to such requests within one (1) working day after receipt of the request. ♦Disclosures Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The respondent affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. REQUEST FOR PROPOSAL 32-21 ♦Renewal of Contract Unless otherwise stated, all contracts are for a period of one (1) year with an option to renew annually for an additional four (4) years if agreed to by Region 14 ESC and the vendor. ♦Funding Out Clause Any/all contracts exceeding one (1) year shall include a standard “funding out” clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the entity’s current revenue only, provided the contract contains either or both of the following provisions: Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on a best efforts attempt by the entity to obtain appropriate funds for payment of the contract. ♦Shipments (if applicable) The awarded vendor shall ship ordered products within the written estimate of delivery time by the vendor to the entity after the receipt of the order unless modified. If a product cannot be shipped within that time, the awarded vendor shall notify the entity placing the order as to why the product has not shipped and shall provide an estimated shipping date. At this point the participating entity may cancel the order if estimated shipping time is not acceptable. All deliveries shall be freight prepaid, F.O.B. destination. ♦Tax Exempt Status ♦Since this is a national contract, knowing the tax laws in each state is the sole responsibility of the vendor. ♦Payments The entity using the contract will make payments directly to the awarded vendor or their affiliates as long as written request and approval by NCPA is provided to the awarded vendor. ♦Adding authorized distributors/dealers Awarded vendors may submit a list of distributors/partners/resellers to sell under their contract throughout the life of the contract. Vendor must receive written approval from NCPA before such distributors/partners/resellers considered authorized. Purchase orders and payment can only be made to awarded vendor or distributors/business partners/resellers previously approved by NCPA. REQUEST FOR PROPOSAL 32-21 Pricing provided to members by added distributors or dealers must also be less than or equal to the pricing offered by the awarded contract holder. All distributors/partners/resellers are required to abide by the Terms and Conditions of the vendor's agreement with NCPA. ♦Pricing All pricing submitted to shall include, as a cost of sale to the awarded vendor, the administrative fee to be remitted to NCPA by the awarded vendor. It is the awarded vendor’s responsibility to keep all pricing up to date and on file with NCPA. For those pricing requiring annual or periodic pricing updates, awarded vendors are expected to provide these changes as submitted. All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing ♦Warranty Proposals should address each of the following: Applicable warranty and/or guarantees of equipment and installations including any conditions and response time for repair and/or replacement of any components during the warranty period. Availability of replacement parts Life expectancy of equipment under normal use Detailed information as to proposed return policy on all equipment All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing. ♦Administrative Fee All pricing submitted to Region 14 ESC shall include the administrative fee to be remitted to NCPA by the awarded vendor. The awarded vendor agrees to pay administrative fees to NCPA of three percent (3%). REQUEST FOR PROPOSAL 32-21 ♦Audit rights Vendor shall, at Vendor’s sole expense, maintain appropriate due diligence of all purchases made by any entity that utilizes this Agreement. NCPA and Region 14 ESC each reserve the right to audit the accounting for a period of three (3) years from the time such purchases are made. This audit right shall survive termination of this Agreement for a period of one (1) year from the effective date of termination. In the State of New Jersey, this audit right shall survive termination of this Agreement for a period of five (5) years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request. Region 14 ESC shall have the authority to conduct random audits of Vendor’s pricing that is offered to eligible entities at Region 14 ESC's sole cost and expense. Notwithstanding the foregoing, in the event that Region 14 ESC is made aware of any pricing being offered to eligible agencies that is materially inconsistent with the pricing under this agreement, Region 4 ESC shall have the ability to conduct an extensive audit of Vendor’s pricing at Vendor’s sole cost and expense. Region 14 ESC may conduct the audit internally or may engage a third-party auditing firm. In the event of an audit, the requested materials shall be provided in the format and at the location designated by Region 14 ESC or NCPA. ♦Indemnity The awarded vendor shall protect, indemnify, and hold harmless Region 14 ESC and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract. ♦Licenses and Duty to keep current licenses Vendor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by vendor. Vendor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract. Region 14 ESC reserves the right to stop work and/or cancel the contract of any vendor whose license(s) expire, lapse, are suspended or terminated. Vendor is expected to provide all required license(s) with this RFP response. ♦Franchise Tax The respondent hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes. REQUEST FOR PROPOSAL 32-21 ♦Supplemental Agreements The entity participating in this contract and awarded vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor. ♦Certificates of Insurance Certificates of insurance shall be delivered to the Public Agency prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified. ♦Legal Obligations It is the Respondent’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein. ♦Protest A protest of an award or proposed award must be filed in writing within ten (10) days from the date of the official award notification and must be received by 5:00 pm CST. No protest shall lie for a claim that the selected Vendor is not a responsible Bidder. Protests shall be filed with Region 14 ESC and shall include the following: Name, address and telephone number of protester Original signature of protester or its representative Identification of the solicitation by RFP number Detailed statement of legal and factual grounds including copies of relevant documents and the form of relief requested Any protest review and action shall be considered final with no further formalities being considered. REQUEST FOR PROPOSAL 32-21 ♦Force Majeure If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty ♦Prevailing Wage It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser. It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly. ♦Miscellaneous Either party may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order. REQUEST FOR PROPOSAL 32-21 ♦Cancellation for Non-Performance or Contractor Deficiency Region 14 ESC may terminate any contract if awarded vendor has not used the contract, or if purchase volume is determined to be low volume in any 12-month period. Region 14 ESC reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract. Region 14 ESC may issue a written deficiency notice to contractor for acting or failing to act in any of the following: ♦Providing material that does not meet the specifications of the contract; ♦Providing work and/or material that was not awarded under the contract; ♦Failing to adequately perform the services set forth in the scope of work and specifications; ♦Failing to complete required work or furnish required materials within a reasonable amount of time; ♦Failing to make progress in performance of the contract and/or giving Region 14 ESC reason to believe that contractor will not or cannot perform the requirements of the contract; Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to Region 14 ESC. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by contractor under the contract shall become the property of Region 14 ESC on demand. ♦Open Records Policy Because Region 14 ESC is a governmental entity responses submitted are subject to release as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-by- page and line-by-line the parts of the response, which it believes, are exempt. In addition, the respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 14 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the respondent are not acceptable. Region 14 ESC must comply with the opinions of the OAG. Region14 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Respondent are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. REQUEST FOR PROPOSAL 32-21 Signature Form CS Group, Inc 8250 Park Meadows Dr. #100 Lone Tree, CO 80124 303-781-3030 303-762-6476 R.blair@chillerservices.com Raymond Blair Operation Manager TAB 2 NCPA Administration Agreement Tab 2 – NCPA Administration Agreement Tab 2 – NCPA Administration Agreement This Administration Agreement is made as of , by and between National Cooperative Purchasing Alliance (“NCPA”) and (“Vendor”). Recitals WHEREAS, Region 14 ESC has entered into a certain Master Agreement dated , referenced as Contract Number , by and between Region 14 ESC and Vendor, as may be amended from time to time in accordance with the terms thereof (the “Master Agreement”), for the purchase of HVAC Equipment, Installation, Service, & Related Products; WHEREAS, said Master Agreement provides that any state, city, special district, local government, school district, private K-12 school, technical or vocational school, higher education institution, other government agency or nonprofit organization (hereinafter referred to as “public agency” or collectively, “public agencies”) may purchase products and services at the prices indicated in the Master Agreement; WHEREAS, NCPA has the administrative and legal capacity to administer purchases under the Master Agreement to public agencies; WHEREAS, NCPA serves as the administrative agent for Region 14 ESC in connection with other master agreements offered by NCPA WHEREAS, Region 14 ESC desires NCPA to proceed with administration of the Master Agreement; WHEREAS, NCPA and Vendor desire to enter into this Agreement to make available the Master Agreement to public agencies on a national basis; NOW, THEREFORE, in consideration of the payments to be made hereunder and the mutual covenants contained in this Agreement, NCPA and Vendor hereby agree as follows: ♦General Terms and Conditions The Master Agreement, attached hereto as Tab 1 and incorporated herein by reference as though fully set forth herein, and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement. NCPA shall be afforded all of the rights, privileges and indemnifications afforded to Region 14 ESC under the Master Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal effect to NCPA under this Agreement including, but not limited to, the Vendor’s obligation to provide appropriate insurance and certain indemnifications to Region 14 ESC. Vendor shall perform all duties, responsibilities and obligations required under the Master Agreement in the time and manner specified by the Master Agreement. December 13, 2021 December 13, 2021 02-124 CS Group, Inc. NCPA shall perform all of its duties, responsibilities, and obligations as administrator of purchases under the Master Agreement as set forth herein, and Vendor acknowledges that NCPA shall act in the capacity of administrator of purchases under the Master Agreement. With respect to any purchases made by Region 14 ESC or any Public Agency pursuant to the Master Agreement, NCPA (a) shall not be construed as a dealer, re-marketer, representative, partner, or agent of any type of Vendor, Region 14 ESC, or such Public Agency, (b) shall not be obligated, liable or responsible (i) for any orders made by Region 14 ESC, any Public Agency or any employee of Region 14 ESC or Public Agency under the Master Agreement, or (ii) for any payments required to be made with respect to such order, and (c) shall not be obligated, liable or responsible for any failure by the Public Agency to (i) comply with procedures or requirements of applicable law, or (ii) obtain the due authorization and approval necessary to purchase under the Master Agreement. NCPA makes no representations or guaranties with respect to any minimum purchases required to be made by Region 14 ESC, any Public Agency, or any employee of Region 14 ESC or Public Agency under this Agreement or the Master Agreement. The Public Agency participating in the NCPA contract and Vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the Public Agency and Vendor. NCPA, its agents, members and employees shall not be made party to any claim for breach of such agreement. ♦Term of Agreement This Agreement shall be in effect so long as the Master Agreement remains in effect, provided, however, that the obligation to pay all amounts owed by Vendor to NCPA through the termination of this Agreement and all indemnifications afforded by Vendor to NCPA shall survive the term of this Agreement. ♦Fees and Reporting The awarded vendor shall electronically provide NCPA with a detailed quarterly report showing the dollar volume of all sales under the contract for the previous quarter. Reports are due on the fifteenth (15th) day after the close of the previous quarter. It is the responsibility of the awarded vendor to collect and compile all sales under the contract from participating members and submit one (1) report. The report shall include at least the following information as listed in the example below: Agency Name State Zip Code Date PO or Job # RQN Number Sale Amount Admin Fee Total Each quarter NCPA will invoice the vendor based on the total of sale amount(s) reported. From the invoice the vendor shall pay to NCPA an administrative fee of three (3%) for the amount of the agency’s purchase order less any applicable sales tax and Performance and/or Payment bond cost. Vendor’s annual sales shall be measured on a calendar year basis. Deadline for term of payment will be included in the invoice NCPA provides. ♦Supplier shall maintain an accounting of all purchases made by Public Agencies under the Master Agreement. NCPA and Region 14 ESC reserve the right to audit the accounting for a period of five (5) years from the date NCPA receives the accounting. In the event of such an audit, the requested materials shall be provided at the location designated by Region 14 ESC or NCPA. In the event such audit reveals an underreporting of Contract Sales and a resulting underpayment of administrative fees, Vendor shall promptly pay NCPA the amount of such underpayment, together with interest on such amount and shall be obligated to reimburse NCPA’s costs and expenses for such audit. ♦General Provisions This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding. Awarded vendor agrees to allow NCPA to use their name and logo within website, marketing materials and advertisement. Any use of NCPA name and logo or any form of publicity regarding this contract by awarded vendor must have prior approval from NCPA. If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement or to recover any administrative fee and accrued interest, the prevailing party shall be entitled to reasonable attorney’s fees and costs in addition to any other relief to which such party may be entitled. Neither this Agreement nor any rights or obligations hereunder shall be assignable by Vendor without prior written consent of NCPA, provided, however, that the Vendor may, without such written consent, assign this Agreement and its rights and delegate its obligations hereunder in connection with the transfer or sale of all or substantially all of its assets or business related to this Agreement, or in the event of its merger, consolidation, change in control or similar transaction. Any permitted assignee shall assume all assigned obligations of its assignor under this Agreement. This Agreement and NCPA’s rights and obligations hereunder may be assigned at NCPA’s sole discretion, to an existing or newly established legal entity that has the authority and capacity to perform NCPA’s obligations hereunder All written communications given hereunder shall be delivered to the addresses as set forth below. National Cooperative Purchasing Alliance: Name: Title: Address: Vendor: Name: Title: Address: Signature: Date: Signature: Date: Matthew Mackel Director, Business Development PO Box 701273 Houston, TX 77270 December 13, 2021 Operations Manager CS Group, Inc. Raymond Blair 8250 Park Meadows Dr. #100 Lone Tree, CO 80124 11/16/2021 NCPA Registered Vendor Quotation Number RFP responders are requested to agree to a quotation number registration program to provide consistency and faster service for our facility awarded vendors, agency members and participants. The process will require Facility Contract holders to register and receive a NCPA Vendor Registered Quotation Number that must be prominently displayed on each proposal(s) that you present to the agencies. The system will track Facility transactions from the initial proposal stage to the completion of each project. NCPA has assembled an experienced Facilities Management Team that stands ready and willing to assist its vendors in providing quality services to the awarded vendor’s organization. Failure to receive the Vendor Registered Quotation Number can result in potential delays to your services and the only acceptable proposals need to have a NCPA Vendor Registered Quotation Number. NCPA Registered Vendor Quotation Number Process Fill out the form on the Facilities page at www.NCPA.us *Click on RQN Logo at the bottom of the home page and a form will pop up. * Fill out and submit. • All registered vendor quotation number requests must be submitted and a proposal number received before you present it to your potential customer. • You will have a response with a NCPA Vendor Registered Quotation Number within 5 minutes. • Include the quotation number on all proposals. This document acknowledges that you have received and agree to the details, directions and expectations of the NCPA Vendor Registered Quotation Number process. Date: RFP Number: Company Name: Printed Name: Signature: 11/15/2021 32-21 CS Group, Inc. Raymond Blair TAB 3 Vendor Questionnaire Tab 3 – Vendor Questionnaire Please provide responses to the following questions that address your company’s operations, organization, structure, and processes for providing products and services. ♦States Covered Bidder must indicate any and all states where products and services can be offered. Please indicate the price co-efficient for each state if it varies. 50 States & District of Columbia (Selecting this box is equal to checking all boxes below) Alabama Alaska Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennsylvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming x x All US Territories and Outlying Areas (Selecting this box is equal to checking all boxes below) American Samoa Federated States of Micronesia Guam Midway Islands Northern Marina Islands Puerto Rico U.S. Virgin Islands ♦Minority and Women Business Enterprise (MWBE) and (HUB) Participation It is the policy of some entities participating in NCPA to involve minority and women business enterprises (MWBE) and historically underutilized businesses (HUB) in the purchase of goods and services. Respondents shall indicate below whether or not they are an M/WBE or HUB certified. Minority / Women Business Enterprise • Respondent Certifies that this firm is a M/WBE Historically Underutilized Business • Respondent Certifies that this firm is a HUB ♦Residency Responding Company’s principal place of business is in the city of , State of ♦Felony Conviction Notice Please Check Applicable Box; A publically held corporation; therefore, this reporting requirement is not applicable. Is not owned or operated by anyone who has been convicted of a felony. Is owned or operated by the following individual(s) who has/have been convicted of a felony If the 3rd box is checked, a detailed explanation of the names and convictions must be attached. ♦Distribution Channel Which best describes your company’s position in the distribution channel: Manufacturer Direct Certified education/government reseller Authorized Distributor Manufacturer marketing through reseller Value-added reseller Other: ♦Processing Information Provide company contact information for the following: Sales Reports / Accounts Payable Contact Person: Title: Company: Address: City: State: Zip: Phone: Email: Lone Tree Colorado X X Melissa Lutz Vice President CS Group Inc. 8250 Park Meadows Dr #100 Lone Tree CO 80124 303-781-3030 melissa@chillerservices.com Purchase Orders Contact Person: Title: Company: Address: City: State: Zip: Phone: Sales and Marketing Email: Contact Person: Title: Company: Address: City: State: Zip: Phone: Email: ♦Pricing Information In addition to the current typical unit pricing furnished herein, the Vendor agrees to offer all future product introductions at prices that are proportionate to Contract Pricing. If answer is no, attach a statement detailing how pricing for NCPA participants would be calculated for future product introductions. Yes No Pricing submitted includes the required NCPA administrative fee. The NCPA fee is calculated based on the invoice price to the customer. Yes No Vendor will provide additional discounts for purchase of a guaranteed quantity. Yes No Melissa Lutz Vice President CS Group, Inc. 8250 Park Meadows Dr. #100 Lone Tree CO 80124 303-781-3030 melissa@chillerservices.com Raymond Blair Operations Manager Chiller Services, Inc. 2840 S. 36th St. E5 Phoenix AZ 85034 480-567-2283 R.blair@chillerservices.com TAB 4 Vendor Profile REQUEST FOR PROPOSAL 32-21 Tab 4 – Vendor Profile General 1. Company’s official registered name CS Group, Inc. 2. Brief history of your company, including the year it was established. Ronald Miller, President of CS Group Inc. and Chiller Services, Inc. has been working in the Mechanical Service industry for 50 years. Ron has extensive experience in all aspects of heating, air conditioning, ventilation, and refrigeration. Ron Established CS Group, Inc. in 1991 to service the State of Colorado. Chiller Services, Inc. was established in 2004 to service the State of Arizona. 3. Company’s Dun & Bradstreet (D&B) number. 10-253-2009 4. Corporate office location. 8250 Park Meadows Dr. #100 Lone Tree, CO 80124 5. List number of employees either nationally or regionally (if your response is not all states) with breakdown of direct sales, sales support, service technicians, engineering support and administration. There are a total of twenty-seven (27) employees. Twenty (20) Service Technicians, five (5) Office Support Staff/administration, and two (2) direct sales. 6. List the number of offices, or service centers for all states being offered in solicitation. Additionally, list the names of key contacts at each location with title, address, phone and e- mail address. CS Group, Inc. serving Colorado. 1. Melissa Lutz – Vice President Address: 8250 Park Meadows Dr. #100 Lone Tree, CO 80124 Phone: 303-917-0610 E-Mail: Melissa@chillerservices.com 2. Mark Lutz – Service Manager Address: 8250 Park Meadows Dr. #100 Lone Tree, CO 80124 Phone: 303-917-0618 E-Mail: Mark.Lutz@chillerservices.com Chiller Services, Inc. serving Arizona 1. Raymond Blair – Operations Manager Address: 2840 S. 36th St. E5. Phoenix, AZ 85034 Phone: 480-567-2283 E-Mail: R.blair@chillerservices.com 2. Nick Englestad – Account Manager (Central & Southern Arizona) Address: 2840 S. 36th St. E5. Phoenix, AZ 85034 Phone: 480-570-1936 E-Mail: N.engelstad@chillerservices.com 7. Please provide contact information for the person(s) who will be responsible for the following areas, including resumes: a. Sales – Nick Englestad, Raymond Blair b. Sales Support – Raymond Blair & Mark Lutz c. Marketing – Raymond Blair d. Financial Reporting – Melissa Lutz e. Executive Support – Melissa Lutz RESUMES Melissa Lutz Vice President SUMMARY Melissa has over 23 years’ experience in the front office of the HVAC/R industry. She has been with the company for 23 years and has served in various roles. Project Role: Melissa currently services as the Vice President. She is directly involved with management of the entire office operations. Melissa ensures that all aspects of the business side from general accounting to weekly reporting is accurate. Executive Oversight: • Manages accounts payable and reviews all accounts receivable • Provides weekly reporting as necessary • Performs company wide audits on a monthly basis • Assist in operations as needed for additional support PROFESSIONAL DATA • Bachelors in Business Management • 23 years in the HVAC/R Industry • Manages all business aspects of the company Mark Lutz Service Manager SUMMARY Mark has over 30 years’ experience in the HVAC/R industry. Mark has served in various roles such as a service technician, field foreman and serving in his present role as the Service Manager. Mark has been with the company since 1999. Project Role: Mark is responsible for all aspects of the service department in Colorado, including managing the sales, technical teams, assisting in technical designs for retrofits. Execution of projects and maintenance contracts throughout Colorado. PROJECT HIGHLIGHTS • Denver International Airport • Responsible for managing and growing local municipalities relationships. • Responsible for securing and managing fire stations for the City of Denver. PROFESSIONAL DATA • ICC National Standard Master Mechanical Certificate • Holds certifications from Trane, York, Carrier, & McQuay • Currently holds supervisors licenses in Denver. • 30+ years in the HVAC Industry Raymond Blair Operations Manager SUMMARY Ray has over 27 years’ experience in the HVAC industry. Ray has performed several roles to include Field Service Manager, Service Manager, Sales Manager, Field Tech and currently serves as the Operations Manager for the Arizona Market. Project Role: Ray is currently the Operations Manager. Responsibilities including managing the sales, technical teams, assisting in technical designs for retrofits. Execution of projects and maintenance contracts throughout Arizona. PROJECT HIGHLIGHTS • INTEL New Construction • Controls Upgrade Project for Maricopa County Detention Centers • Embry Riddle Aernoutal – New Dorm Expansion & Retrofit • Cliff Castle Casino Expansion & Retrofit PROFESSIONAL DATA • Welding certification from MCC • Certified in Turbo Core Magnetic Bearing Chillers • Service Management • AAS HVAC/R from Gateway Community College • Member of ASHRAE • Member of ATMAE • Certified in all Major Manufacturer Centrifugal Compressors (Trane, York, Carrier, Turbocor) • Certified in all Major Manufacturer Rotary compressors (Trane, York, Emerson, Dunham, Bush) • Trained in JCI Metasys controls • 27+ years in the industry Nick Engelstad Account Manager SUMMARY Nick has over 5 years’ experience in the HVAC industry. Nick has performed as a technician and account manager. Project Role: Nick is an Account Manager. Responsibilities include consultation on complex projects, establishing new service agreements, assisting customers with prioritization and capital budget planning, field assessment, estimating and proposal generation for quoted repairs and retrofit projects. PROJECT HIGHLIGHTS • • PROFESSIONAL DATA • • • Worked on the ASU Bateman Chiller Change out Mescal Cooling Tower change out Bachelors Degree in Business Marketing & Econ From ASU 5 Years Experience in HVAC/R Sales 8. Define your standard terms of payment. Net 30 Days 9. Who is your competition in the public marketplace Our business platform is service, retrofit, replacement, and repair. Any company that provides mechanical services other than companies who are primary construction would be considered competition in the public marketplace. 12. What is your strategy to increase market share in the public space? We have made a commitment to provide the best level of customer service for our customers. We have brought on account managers as our first line of contact with customers. Account Managers will be responsible for developing and maintaining relationships with members/customers for CS Group Inc. & Chiller Services, Inc. Account Managers will generally be the strongest link between members and the operations team and is a vital component to Account Management and executing successful work. 13. What differentiates your company from your competitors? Our reputation for performance is based on a proven record of collective experience and expertise that few contractors can provide. Our success is due to the expertise and experience of our employees. Our attention to quality and our employee’s dedication to getting the job performed right the first time sets us on a different level from our competition. Additionally, we feel that communication is vitally important to a healthy and trusted relationship. Trust is developed as it becomes apparent that we are working in the member’s best interest. In between formal account reviews, immediate communication takes place whenever a customer issue arises or an opportunity presents itself. There is an expectation that customers are effectively communicated with in a timely fashion; this is the basis of how we do business with our customers. Our commitment to meeting all of our customers needs and expectations start from the moment they place a call and doesn’t end when we leave the job-site. We are committed to ensuring that after we have completed a project, that we are always available for the customer. 14. Briefly summarize your company’s Quality control/Quality assurance program. We utilize highly trained Journeymen Technicians that have years of experience. We believe that this is our first step of a successful QA/QC program. However we do realize that the more “eyes” that look at a project the more we can ensure that details and projects are executed in a timely, clean, safe, and successful manner. With that being said all Journeymen Technicians are managed by a Field Supervisor or Foreman. The Field Supervisor or Foreman are responsible for completing a post project walk-through and evaluation. This is performed regardless of a need for it or not. We encourage customers to be present during the walk- throughs as to show an open line of communication and to continue building trust. If any deficiencies identified are immediately corrected on the spot; otherwise a schedule will be maintained for any corrections necessary. 15. Provide information regarding whether your firm, either presently or in the past, has been involved in any litigation, bankruptcy, or reorganization. CS Group Inc. & Chiller Services, Inc. has no litigation, bankruptcy, or reorganization presently or in the past. 16. Provide evidence of your company’s ability to continuously lower the customer’s cost. Provide examples of any documented cost reduction results that your company has engaged in with your customers. We work with local utilities to provide our customers with the best possible choice for energy efficiency rebates and cost saving services. Our ability to bond projects and work with other agencies when needed assures us that we are providing the best possible cost savings for customers. Products: 17. What is the reputation of your company’s products in the public marketplace? We believe that reputation in our business is a form of currency. We feel that our company’s reputation regarding all services and products that we provide are some of the best reputations you can ask about. It wouldn’t of been possible for us to stay in business since 1991 without the development of a good reputation. 18. Indicate your company’s ability to provide temporary cooling when needed. Upon a request for temporary cooling needs; we will work with all necessary temporary cooling equipment providers to present the best solution and equipment necessary to meet the customers needs. In many cases we are able to provide same day/next day cooling solutions if all equipment/materials are available for source. 19. What equipment/system support documents will your company provide? We work closely with all necessary vendors to provide customers with the best solutions that match their existing needs. Every customer needs are different so this will range from paper documentation to physical walk-though and showing how equipment operates. 20. Identify the process of receiving a purchase order to the ordering of equipment. We compare the purchase order with the quotation that was provided by a company representative to verify accuracy. Once all information has been verified and compared; we ask the associated manufacturer (if necessary) for any submittals and/or review sheets. Once these are approved we follow up with all necessary vendor required documentation for ordering equipment. A PO is then issued to all involved parties and a timeline of equipment delivery is developed and communicated with the customer. 21. Describe your company’s shipping schedule notification procedures. All delivery schedules are provided by the associated vendor. Once an estimated delivery/schedule has been provided, this is communicated with the customer via e-mail. 22. Describe how your company deals with shipping delays. How do you notify your customer of delays? If equipment is delayed in any fashion, we will adjust any scheduling, as necessary. Typically, if there is any minor delays in shipping, we can in many cases still meet any projected timelines. If substantial delays are incurred typically we can move an entire project timeline by the necessary time in order to achieve the quickest completion as possible. Any shipping delays are immediately communicated with the customer via e-mail or phone. 23. Provide your shipping schedule reporting form. How many times do you update? We have no active tracking program other than utilizing excel spreadsheets. We update as equipment is ordered and we receive updates from the vendors. If equipment and/or parts have not arrived as promised by vendors, we will communicate with the vendor for delays and in turn communicate with customers. 24. How many products do you stock? Where? Due to the vast amount of equipment manufacturers and the vast amount of equipment requirements, it would be impossible for any products to be stocked. All equipment is ordered per project requirements. 25. What is your percentage of on-time delivery at each manufacturing plant? No manufacturing plants are owned. 26. Describe any direct order entry system or capabilities your organization has such as internet capabilities. We are not a manufacturer; most of our vendors and manufacturers that we work with have exceptional delivery times. 27. Are all HVAC units UL listed and in compliance with all applicable codes in all states. No equipment that is NOT UL listed is not utilized by us. All equipment MUST be UL listed and meet all applicable codes in the states we perform work 28. If your product is defective, what is the replacement process and turnaround? We follow all manufacturers warranty procedures and guidelines. Typically if the vendor has replacement parts in stock, many of the repairs can be performed immediately. If the repair requires a factory repair, all work will be supervised for quality control. 29. What is the capability of your company to respond to emergency/rush orders? We are a 24/7 service company. We have the ability to respond to all needs at any given time. We work with all vendors and suppliers and are able to get the best available delivery schedules. 30. State whether your company provides a quality guarantee on your products. If so, please describe We stand behind all our work with exceptional quality guarantee that requires the best craftsmanship. We provide labor warranties on all work we perform; additionally we honor any parts/equipment warranties that are still covered under manufacturer warranties. Typically we provide either a one (1) or two (2) year labor warranty depending on customer requirements and honor any manufacturer warranties. 31. Describe your procedures to monitor the quality of your products. All equipment/materials are inspected prior to installation; we use only the highest quality materials in order to provide a high-quality product as expected by our customers. All warranties are tracked and adhered to. 32. Do you offer extended parts warranties? If yes, state length of warranty. We offer extended warranties on labor and parts if the same warranties are offered by equipment manufactures. Typical warranties could be anywhere between 1-5 year labor warranties and 1-10 years parts warranties. 33. Please give examples of state and local agencies where your company has extended labor warranties. Include length of these warranties. There are no current extended labor warranties active at this time. 34. What is your standard warranty on building automation controls We provide a one (1) year labor warranty and a one (1) year replacement part warranty. 35. What is your standard warranty on replacement parts? We provide a one (1) year labor warranty and a one (1) year replacement part warranty. 36. How does your company track warranties and update equipment lists/warranty periods as units or components are replaced? All units are tracked by serial numbers. These serial numbers are typically the identifier for warranty periods. Each job is assigned a specific job number and all records are maintained during the warranty period. Services: 37. What states would your company not honor pricing on your supplied equipment for this contract, in the event that this contract is made available to all states. Pricing will only be honored in states where licenses are held. 38. Describe your company’s Customer Service Department (hours of operation, number of service centers, parts outlets, number of technicians, etc.) Clarify if the service centers are owned by your company or if they are a network of subcontractors. Normal hours of operations are 8:00am to 4:30pm Monday through Friday. There is approximately 20 service technicians to respond to calls. We do not have any service centers. 39. Describe how your company handles after-hours customer service needs indicate your average response time to emergency service calls. If a customer calls after normal hours, they will be routed to our after-hours on-call service. The on-call service will dispatch the information over to the on-call technician(s). We typically have a 1-2 hour response time to emergency calls. 40. Discuss your organization’s capability and historical flexibility in completing timely service calls and problem resolution. Our motto is “Service First”. We feel that without a strong open line of communication and relationship that we would not be able to succeed in our business. Every technician has access to a customer profile and is able to make decisions in the field based off a customer’s needs. In addition to that every customer is provided with additional lines of support, whether that be the account manager, operations mangers, or office support staff to assist in any issues that may arise. 41. Please describe the quality program(s) within your company which measures your service work. We believe that currency is not the only measure of business. We pride ourselves on the long lasting relationships and customer base. We treat every customer concern, big or small with the most respect. From the first initial phone call until the work is completed the customer is kept up to date and informed regarding work/issues that are in progress. 42. List your company’s standard scope of work performed for preventative maintenance visits. Due to the vast amount of equipment that we service and maintain, it would be impossible to have a “standard scope of work” that would cover all equipment. However, we utilize all manufacturers recommended scopes of work for all preventative maintenance visits. In most cases we exceed the recommended scopes of work. Any equipment that is serviced under a preventative maintenance visit has an equipment log sheet associated with it. This will show the existing conditions and readings at the time of the preventative maintenance visit. All forms are forwarded to the customer for review upon completion. 44. Describe your call center organization. A customer will place a call into the office for a service call; from there the dispatcher will assign the appropriate service technician the work needed to be performed. A Technician receives the ticket and is dispatched accordingly. Alternately if a customer calls the assigned account manager, the account manager will provide the information to the dispatcher, in turn the dispatcher will coordinate with the customer and the above procedure is followed. 45. Does your company offer a dedicated, 800 number for all locations to place phone and fax orders? IS the call center available 24 hours/7 days week? Depending on the region that the customer is located, they can call the office/fax number that is associated with them and it will route them to the appropriate personnel. We have an after-hours answering service that all calls are routed to automatically outside of normal business hours. 46. Describe how service call problems get escalated in emergency situations during and after hours. Who would be responsible in your company for assessing the appropriate course of action to remedy the problem. If an emergency arises during a service call issue; the operations managers make their information easily accessible by either a phone call, e-mail, or calling the office. As an additional means of contact, the customer and/or technician can contact the assigned account manager as well for further escalation. Once the situation is assessed and a solution has been agreed upon, immediate action is taken to assign proper manpower and/or additional equipment. The same procedure would be followed for any after-hours emergency calls. The after-hours answering service also has the operations managers’ phone numbers for immediate attention to any emergency situations. 47. List the steps taken from start to finish in receiving a service call through to completion of repair and invoicing. Include time frames associated with each step. A service call is placed and received by the dispatcher, a work order is entered into the system and assigned to the proper technician. The technician receives the work order via tablets or PC. – Happens immediately once the service ticket is entered and assigned to a technician. Response time is determined upon service call requirements, routine service calls 24-48 hours, emergency service calls same day, and general maintenance is scheduled. After the technician performs the work and has completed the job, description of work, materials, and labor hours are entered into the work order via tablet or PC. Technician puts the work order in completed status and the work order is automatically transmitted to the office as completed. – Depending on job timeframe, but once the job is completed and to the time the technician closes the work order is typically 30-45 minutes. Once ticket is completed the office staff will generate an invoice based off the closed ticket and generate the invoice and send to the customer. – Typically 24-48 hour turn around. 48. What technology such as GPS tracking does your company use to track completion of repairs. All vehicles have a GPS tracking; however due to the complexity of many projects, this is not an accurate way to account for time spent during a project. We perform weekly “work-in-progress” reports that are able to provide operations with insight to review of projects and service work. 49. What is the reputation of your company’s service in the public marketplace? The reputation that we hold is in high regards in the public marketplace. We have a reputation of ensuring that all our work is performed in a timely, correct, and ethical manner. We know this to be true as evidence with our long-standing relationships with customers. Without a good reputation we could not continue to grow as a company and keep customers long term. 50. How does your company spread the cost of a preventative maintenance contract over the entire year? We provide our customers with options for monthly, quarterly, semi-annual, billing intervals to ease the burden of preventative maintenance contracts. 51. Identify the process of receiving a purchase order to the providing of a service contract. Upon receipt of a purchase order, the contract is entered into the system along with all associated contract documentation to include scopes of work, associated equipment, billing intervals and any other associated documentation. After all documentation is entered into the system; all work is provided to the operations manager along with the filed supervisors for review. The field supervisor will assign two technicians to an account to serve as the primary technicians. All information is provided to the primary technicians from the field supervisor and reviewed with primary technicians for accuracy. 52. List your company’s current capabilities for energy management system monitoring. Discuss the process involved when resolving a problem associated with an HVAC unit or system where an energy management system is installed. We do not provide any “monitoring” services for energy management systems. However we work closely with all major manufacturer energy management vendors to resolve any issues that may arise whether it be mechanically related or a system issue. We have the capabilities to perform work on a selection of energy management systems and can interface with most. 53. List the number of sites your company currently monitors Energy Management Systems (EMS). We utilize 3rd party vendors for monitoring of EMS systems. We currently work with 12 different monitored sites. 54. List your company capabilities regarding system changes and repairs to EMS systems. Depending on the type of EMS system a customer may have, we can access the front end BMS system to make changes as required. Unless proprietary systems are involved we have access to parts to repair BMS systems. 55. List the reporting capabilities your company has for EMS system parameters. Providing that a customer provides us access remotely to gain entry into the EMS system, we are able to field potential problem areas through the EMS system by adjusting setpoints and other parameters. If we determine that the issue resides on the mechanical side; a service call will be issued for a technician response on-site. 56. Does your company maintain and repair/replace EMS in-house (self-perform) including monitoring, alarm resolution, repairs, and adjustments? Typically repairs, adjustments, replacements are performed by the customer and/or a 3rd party vendor. 57. Describe your process for trouble shooting a problem (HVAC, lighting, etc.) at a site with an EMS system. How does repair get escalated for service? While on-site we will first start with the BMS settings, adjustments, and/or alarms. Once we evaluate the problem and the appropriate course of action, we communicate with the on-site personnel and commence a service call on the associated piece of equipment. It could range from a communication issue and/or an actual mechanical malfunction. If additional resources or different level of expertise is required, the appropriate personnel will be dispatched. 58. Describe your company’s startup and system checkout responsibilities. Depending on job scope and equipment type, startup maybe required to be performed by a factory authorized technician. In a case where this is required, a startup will be accompanied by an in-house technician. In addition to this, many of our technicians have been factory trained in specific manufactures equipment, then all the necessary factory required startup forms are adhered to and submitted in order to obtain and meet warranty guideline specifications. 59. Describe your company’s post-installation and warranty support. We follow all factory warranty conditions. Upon a receipt of a call for a unit that is still covered under the warranty period we respond as appropriate and perform any repairs and/or warranty support that is necessary as specified by unit warranty. 60. Describe your company’s steps for system analysis. During a response to equipment failures and/or issues; we asses the entire system for issues and/or problems potentially leading up to a cause of failure. An example of a system analysis would be an issue with a chiller. A chiller could be showing a specific fault/failure; but there could be something in the ancillary system that could be causing the problem. In this example I’ll utilize a low evaporator temperature; this could be a cause of a faulty sensor, low load conditions, or other system issues. We evaluate these type of conditions to get a better system analysis in order to appropriately diagnose problems. 61. Discuss your company’s current computer system architecture. How do your company’s computer system guarantee customers receive consistent service support, HVAC responsibility verification, and management reporting? All employees are issued mobile devices such as laptops, tablets, or phones and are provided with means of Wi-Fi. This ensures that when any computer/data entry are necessary that any changes are automatically saved into our servers which are backed up on a regular basis. Reports can be complied at any given time to meet any customer/management requirements. In addition to this, we have implemented a customer portal that can be accessed 24/7 at any given time from any device that is able to utilize the internet. Reports and equipment logs are uploaded into the customer portal for review at any given time. 62. What does your company do to ensure bills are received from service centers within a reasonable time frame and issued to government entities for payments? All invoices are sent electronically via e-mail or other means, to ensure payments are received in a timely fashion. Additionally, if a paper copy is required by the customer, that is sent via customer preferred method. 63. Explain how your company qualifies/certifies it service centers and what types of checks are performed to ensure standards are upheld. We only employ service technicians that have been through an apprenticeship program and completed the journeymen classes. This ensures that all of our technicians have a minimum level of knowledge of our industry. In addition to this, we also employ apprentices that are actively enrolled in an apprenticeship program and are typically teamed up with a journeymen technician to assist in their knowledge and growth of the industry. 64. Is warranty coverage dependent on using your startup procedure? In most cases the manufacturers warranty guidelines will be utilized. If the initial work was performed by us, all necessary paperwork and warranty procedures are followed. If the initial work was performed by others; we will first check with the necessary manufacturer to ensure warranty status, then all warranty guidelines are followed. 65. Who performed your start-up procedure? Most equipment startup are performed by a technician employed by CS Group/Chiller Services that have been trained and/or authorized to perform; otherwise any necessary authorized manufacturer startup representative will perform the startup as required. 66. List the total dollar volume your company completed in HVAC retrofits annually. We perform anywhere between $500,000 - $1,000,000 per year on average. 67. List the other functions your company can provide regarding unit replacement to offer turnkey project. (ex. Electrical, sheet metal work, ems system connection and programming) As a Mechanical Contractor, we can provide all necessary services associated with mechanical retrofitting, this would include electrical, sheet metal, insulating, and all aspects of mechanical. We can utilize other contractors for any type of work necessary. 68. Explain how your company would propose a planned unit replacement program including how units would be identified for replacement and how pricing would be addressed. A site survey of equipment would be performed to evaluate age, condition, and feasibility of replacements. Most customers have a variety of equipment that would range from old to new. We would provide a customer with a necessary budget proposal that would span over a certain amount of time or as customer dictates and provide them with options of unit replacements, starting with the age and condition of units, older units being replaced first and anything that would fall outside of the useful life span of a unit as documented by ASHRAE. 69. Describe what project scheduling tools your company use to track projects during construction. We utilize Microsoft Projects in order track projects and retrofits. 70. How does your company make the proper equipment selection on a turnkey or energy retrofit contract project? During the equipment selection process we receive feedback from the customer on any preferred manufacturer and take into consideration of design specifications. We ensure that whatever manufacturer is decided on that it meets the original design specifications. In many cases an engineer may be involved in a retrofit project; when this happens all equipment selections is based off the engineering design specification and is typically followed as an engineer recommends. 71. Describe how your company handles site development and project permitting process. Since we are involved in retrofit and replacement type projects, there is typically never any site development required. If the project falls outside of a repair type scope and requires replacement, we follow all local required procedures for permitting. A permit will be applied for prior to any equipment and/or commencement of work. Once the permit has been approved and issued, a timeline will be developed between the customer and us for the project to be performed. 72. Describe your company’s design-build quality control guidelines for design, construction, and review on a turnkey or energy retrofit contract project. During a design-build project, customer input is critical to existing conditions and what is trying to be achieved. During this design-build project, we typically engage with engineering firms and have several meetings between the customer, us, and the engineer to ensure that the achieved end result will be met. We will hold pre-construction meetings, hold various walk-throughs during a project, and perform a final walk-through with all involved parties to ensure engineer and customer approval. 73. What is your company’s design approach and philosophy for a turnkey or energy retrofit contract project? We understand that not every project will have the same end result. One customer maybe more energy drive while another customer maybe more cost driven. Whatever the goal is, we work with all associated parties to achieve a product that is best suited for the customer, keeping in mind what the end goals are. Communication is paramount during a turnkey project. 74. Describe your company’s construction management plan. Once a project is requested, it has to first be evaluated for what type of work it is. This would determine how we would handle the project. We then would evaluate the size of the project, to determine if it will be a quick turn-around, or a longer duration project. Once that is completed, the team can be selected for pricing, pre- construction, and completion of the project. Typical projects would go through several layers, examples would be: 1. Design Input 2. Value Engineering 3. Pre-Construction Scheduling 4. Long Lead Items 5. Construction management 6. Experience 7. QAQC 8. Safety 9. Construction Scheduling 10. Fabrication 11. Installations 12. Pre-Commissioning 13. Project Close-Outs 75. What is your standard warranty on installation? One (1) year labor warranty and parts warranty as dictated by associated manufacturer. 76. What is your standard warranty on energy retrofit contracting? One (1) year labor and parts warranty. 77. Do you differentiate in your company’s standard warranty if financing is part of the contract? If so, please describe. Financing is typically obtained by the customer prior to any contracts or work being performed. We do not provide any financing. No difference in warranty. 78. State whether your company provides a quality guarantee on your service. If so, please describe. We provide the best level of service and work there is to offer. We guarantee any craftsmanship as project requires. Safety 79. What states would your company not honor pricing on services for this contract, in the even that this contract is made available to all states. Pricing will only be honored in states that active licenses are held. 80. Describe your company’s safety program during service/repair work. We have a comprehensive safety policy for all employees to follow. We execute work based off our safety policy, ensuring that all work is performed safely. We utilize a safety application to track and inform all of our technicians while on the job. 81. Describe your company’s safety program during construction. We have a comprehensive safety policy for all employees to follow. We execute work based off our safety policy, ensuring that all work is performed safely. We utilize a safety application to track and inform all of our technicians while on the job. 82. Indicate number of lost hours or other benchmarks to verify your company’s effectiveness of their safety record. 2020 E.M.R – .93 2019 E.M.R – 1.0 2018 E.M.R – .73 83. What reporting mechanism does your company provide to the customer upon completion of any projects? We provide a summary of project work and service tickets associated with the project. If there is a serious injury during a project we follow all of OSHA required guidelines for reporting. Marketing/Sales 84. Detail how your organization plans to market this contract within the first 90 days of the award date. This should include, but not limited to: a. A co-branded press release within the first 30 days b. announcement of award through any applicable social media sites. c. Direct mail campaigns. d. Co-branded collateral pieces e. Advertisement of contract in regional or national publications. f. participation in trade shows. g. Dedicated NCPA and Region 14 ESC internet web-based homepage with: i. NCPA and Region 14 ESC Logo ii. Link to NCPA and Region 14 ESC Website iii. Summary of contract and services offered iv. Due Diligence Documents including; copy of solicitation, copy of contract v. amendments, marketing materials Upon an award of contact, we will market the NCPA procurement tool as our only co-operative procurement tool. We will place the NCPA and Region 14 ESC logo along with link on our newly released web-page. An email campaign and all necessary trade shows to promote the NCPA tool to all of our existing customers. 85. Describe how your company will demonstrate the benefits of this contract to eligible entities if awarded. We will approach all customers who would benefit from the use of the NCPA contract and educate them on how they can best use this tool to meet all their needs. 86. Explain how our company plans to market this agreement to existing government customers. Between adding all NCPA and Region 14 ESC Logos and literature into our existing emails and web-site. We have relationships with many government customers that will require us to actively communicate and educate them on the uses of NCPA and how it will benefit them. 87. Provide a detailed 90-day plan describing how the contract will be implemented within your company. First 30 days – A campaign involving emails, phone calls, and site visits to customers who qualify to utilize the contract will be contacted. Set appointments and visits with customers to discuss particulars and introduce them to the NCPA staff. 60-90 days – Following up on appointments and visits with customers. Assisting them with becoming members of NCPA (if not already) and showing them areas where they can utilize the contact in an effort to save money, time, streamline, and improve their own processes. 88. Describe how you intend on training your national and/or regional sales force on the Region 14 ESC agreement. Although much of our staff is familiar with the NCPA and Region 14 ESC agreements. Separate trainings will be held in-house on how to best utilize NCPA contacts and how to present opportunities to customers. 89. Acknowledge that your organization agrees to provide it company logo(s) to Region 14 ESC and agrees to provide permission for reproduction of such logo in marketing communications and promotions. CS Group/Chiller Services agrees to provide logo(s) for all necessary use to Region 14 ESC. Administration 91. Describe your company’s implementation and success with existing cooperative purchasing programs, if any, and provide the cooperative’s names(s), contact person(s) and contact information as reference(s). We currently hold no other cooperative purchasing programs. 92. Describe the capacity of your company to report monthly sales through this agreement. Monthly statements will be provided to NCPA and Region 14 ESC. 93. Describe the capacity of your company to provide management reports, i.e. consolidated billing by location, time and attendance reports, etc. for each eligible agency. Upon request, we can provide all the necessary reports as required by specific locations, customers, etc. 94. Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and participating public agencies. We currently hold a contract with NCPA. We feel that there is no further improvements that need to be made at this time. Green Initiatives We are committed to helping to build a cleaner future! As our business grows, we want to make sure we minimize our impact on Earth’s climate. So we are taking every step we can to implement innovative and responsible environmental practices throughout Region 14 ES to reduce our carbon footprint, reduce waste, promote energy conservation, ensure efficient computing, and much more. We would like vendors to partner with us in this enterprise. To that effort, we ask respondents to provide their companies environmental policy and/or green initiative. 95. Please provide your company’s environmental policy and/or green initiative. CS Group does not currently have any “Green” or “Environmental Policies” in place. Vendor Certifications (if applicable) 96. Provide a copy of all current licenses, registrations and certifications issued by federal, state and local agencies, and any other licenses, registrations or certifications from any other governmental entity with jurisdiction, allowing respondent to perform the covered services including, but not limited to licenses, registrations or certifications. M/WBE, HUB, DVBE, small and disadvantaged business certifications and other diverse business certifications, as well as manufacturer certifications for sales and service must be included if applicable. See below for all current licenses. TAB 5 Products and Services / Scope REQUEST FOR PROPOSAL 32-21 Tab 5 – Products and Services HVAC Refrigeration Type (e.g., Rotary, Centrifugal, Scroll, Reciprocating, Absorption) - We can provide, install and service; Rotary, Centrifugal, Scroll, Reciprocating and Absorption machines. We have factory certifications for all major manufactures of this type of equipment. In addition we are factory authorized for the Smardt modular chiller brand as well as Stulz data center equipment. Cooling medium (e.g., air, water) - All available Brand Name(s) - We can provide, install and service any HVAC Refrigeration application that exists in the market place. These are just a few of the brands we support: o Trane o York o Daikin o Smardt o Carrier Capacity Range (tons) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (Typically 1 year parts/labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group, Inc can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 10 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 6 to 8 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. We do not consider ourselves an equipment manufacturer. Range of Efficiencies (KW/Ton) - We support all available efficiency ranges Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Keep in mind this is just a small sample of the products that we can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Smardt www.smardt.com Indoor Air Quality Products and Devices Type (Active polarization, non-ionizing, electronic air cleaning systems intended to replace passive filtration, any other.) - CS Group has provided multiple types of filtration strategies in many different types of environments. We have consulted and determined filtration strategies for various customers. These customers range from complicated surgical suites to as simple as a general office building. With these projects we have utilized active and passive type systems as well as electronic and non-ionizing systems. Brand Name(s) o UVDI (Ultra Violet Devices, Inc) www.uvdi.com o Dynamic Air Quality Solutions www.dynamicaqs.com o AtmosAir Solutions www.atmosair.com o UV Resources (UVR) www.uvresources.com o Global Plasma Solutions www.globalplasmasolutions.com o CS Group can provide the brand names above as well as any other brand/type that might exist in the market place and that makes sense in a given application. Capacity Range - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (typically 1 year parts and labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies - All available Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Please see the details below of data with general features and benefits for Indoor Air Quality products. Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. UV Resources (UVR) www.uvresources.com UVDI (Ultra Violet Devices, Inc) www.uvdi.com Unitary Type (e.g., rooftops, split systems, VRFs, Heat Pumps, PTACs, water-source, mini-splits) - CS Group can provide and install rooftops, split systems, VRF systems, heat pumps, PTACs, water source and mini-split system from multiple manufactures. We consult with clients on the best type of unit to install based on their application and facility needs. Brand Name(s) - We can provide and install any brand name that exists in the market. Here are a few of the brands we have worked with recently: o Trane o Carrier o York o Daikin o Mitsubishi Capacity Range - All available Heating Medium (Electric, Gas, Steam, Hot Water) - All available Cooling Medium (DX, Chilled Water) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (Typically 1 year parts/labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies (EER, SEER, COP) - We support all available efficiency ranges Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided -- See below Detail Features & Benefits Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Trane www.trane.com Carrier www.carrier.com Air Handling Type (e.g. central station-manufactured or custom makeup air, fan, filter, coil sections) - CS Group can provide any type of air handling unit that exists in the market place. This includes but is not limited to: Trane, Carrier and York. We can also have an air handler custom built to meet any specification or application a customer may have. Brand Name(s) - All brand names can be acquired. Here are just a few we work with regularly: o York (Johnson Controls) o Trane o Carrier Fan Types (e.g. Backward incline, Forward curve, airfoil) - All available Capacity Range (CFM) - All available Heating Medium (Electric, Gas, Steam, Hot Water) - All available Cooling Medium (DX, Chilled Water) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (Typically 1 year parts/labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies (EER, SEER, COP) - We support all available efficiency ranges Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Trane www.trane.com Carrier www.carrier.com Air Terminal Devices and Heating Products Type (e.g. VAV, Fan Coils, Unit Ventilators, Unit Heaters, Fin Tube Radiation/Convectors) - CS Group has provided and installed all of the types listed: VAV, Fan Coil, Unit Ventilators, Unit Heaters and Fin Tube Radiation/Convectors. We have consulted and determined the best type of product in a given application for various customers. These customers range from complicated surgical suites and hospitals to as simple as a general office building. Brand Name(s) - We can provide and install any brand name that exists within the market place that makes sense to customer’s application. Here are a few brand names we have worked with: o Johnson Controls (York) o Krueger o Trane o Carrier o Titus Capacity Range (CFM) - All available Heating Medium (Electric, Gas, Steam, Hot Water) - All available Cooling Medium (DX, Chilled Water) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (Typically 1 year parts/labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Krueger www.krueger-hvac.com Carrier www.carrier.com/building-solutions/en/us/products/airside DDC Controls Type (core components, end devices, lighting, panels)Brand Name(s) - CS Group can support multiple DDC control systems through our diverse contractor network. With these contractors we generally require an open protocol frontend utilizing the Tridium Niagara product. Products include and are not limited to; Distech, KMC, Honeywell, Delta and Alerton. System Protocol (BACnet, LonWorks, Proprietary or Combo) - Through Niagara, our subcontractors and our technical staff, we can support virtually any network protocol to a single frontend. LAN Communication Structure (Peer-to-peer, Polling) - Through Niagara, our subcontractors and our technical staff, we can support virtually any type of LAN communication structure. Human Machine Interface (HMI) types (PC, Notebooks, Handheld terminals) - In the Tridium Niagara world the front end is any device that can support a network (WiFi or CAT5) connection and web browser. With older systems that have a proprietary HMI we would work with a licensed and qualified subcontractor or directly support with our technical staff. Third party interface (Drivers and Gateways) - Through Niagara, our subcontractors and our technical staff, we can support numerous third party systems. Please see driver information below. Remote alarm and message capabilities - Using the Niagara framework email and paging functions for alarms and messages is a standard feature. With most modern DDC systems that are not Niagara based email and paging of alarms can be achieved either directly or with add on software that we could provide directly or through a qualified subcontractor. Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Detail Features & Benefits - Please see the details below of data with general features and benefits for DDC products. Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Tridium Niagara JACE www.niagaraax.com/cs/products/jace Delta www.deltacontrols.com Cooling Towers Type (e.g., open, closed, evaporative, other) - CS Group can provide open, closed evaporative, fiberglass and other types of cooling towers that might exist in the market place. Brand Name(s) - We can support/provide any brand name that exists in the market. Here are a few of the brands we have recently worked with: o Baltimore Air Coil (BAC) o Reymsa o Marley o Evapco Capacity Range (tons) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty (typically 1 year parts/labor) on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 6 to 14 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 4 to 10 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies - All available Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Baltimore Air Coil www.baltimoreaircoil.com Reymsa www.reymsa.com Pumps Type (e.g., single stage, split case, end suction, inline, circulator, turbines) - CS Group has provided, installed and serviced all types of pumping solutions that exist within the HVAC industry. Brand Name(s) - We have worked with all brands of pumps. Here are just a few brands we have worked with: o Armstrong o Taco o Bell and Gossett Capacity Range (GPM) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty (typically 1 year parts/labor) on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies - All available Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See Below Detail Features & Benefits - Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Armstrong www.armstrongfluidtechnology.com Taco www.taco-hvac.com Bell and Gossett http://bellgossett.com/pumps-circulators/end-suction-pumps/e-1510/ Invertors Brand Name(s) - CS Group provides, installs and services all brands of Invertors (VFD’s) that are available in the market. Here are just two of the brands we have worked with: o ABB o SquareD Capacity Range (HP) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty (typically 1 year parts/labor) on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 8 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. ABB VFD Drives http://new.abb.com/drives Boilers & Water Heaters Type (e.g., modulating, condensing, cast iron, water tube, packaged, other) - CS Group can provide and install all types of boilers that are available in the market place. We provide install and service boilers to facilities ranging from laboratories, hospitals and office buildings. Brand Name(s) - We can provide and install all brand names. Here are just a few of the brands we have worked with: o Fulton o Laars o Parker Boiler Heating Medium (Electric, Gas, Steam, Hot Water) - All available Capacity Range (MBH) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty (typically 1 year parts/labor) on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies - All available Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Laars www.laars.com HVAC Specialty Products Type (e.g., modular, outside/inside, S&T Heat Recovery, Humidity Control, Heat Wheel, Heat Pipe, Heat Exchangers) - CS Group has provided multiple types of HVAC specialty products in many different types of environments and customer applications. These customers range from complicated industrial and critical applications to as simple as a general office building. Brand Name(s) - We can provide and install any brand name that exists within the market place that makes sense to customer’s application within this category. Here are a few brand names we have worked with: o Carrier o Bard o LG o Taco o Alfa Laval o Greenheck o Lennox Heating Medium (Electric, Gas, Steam, Hot Water) - All available Cooling Medium (DX, Chilled Water) - All available Capacity Range (CFM and/or MBH) - All available Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty on to the customer (Typically 1 year parts/labor) and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - In custom situations lead/delivery times in this category can range from 4 to 12 weeks. If the need is great we typically can expedite an order but additional costs would apply. In non-custom applications the lead/delivery time can vary from 1 to 4 weeks depending on shipping and availability from the given manufacturer. Location of Manufacturing (City, State or Country) - The manufacturers we typically work with are located throughout the US and abroad. Range of Efficiencies - We support all available efficiency ranges Estimated Market Share (North America) - We provide multiple products/brands in this category so a North American market share does not apply. Provide example data on each type of product provided - See below Detail Features & Benefits - Keep in mind this is just a small sample of the products that CS Group can provide through the multiple vendors/wholesalers who our company is affiliated. More details can be found at the websites of each vendor. Equipment Parts and Supplies Type (e.g., manufactured parts, emergency parts service, miscellaneous material and supplies and other) - In the HVAC world there are numerous parts and material brands in multiple categories. With our diverse customer base we have access to parts from all manufactures and brand names. In an emergency situation we carry stock in our service vehicles and can obtain after hours parts from our many local parts wholesalers. Brand Name(s) stocked - This question is very broad. As an example here is the brand name list of just one of our many wholesale parts locations: Location of stocking parts - Each of our service vehicles contains a variety of stock that is specific to the types and brands of HVAC equipment being serviced or repaired. We also have relationships with various parts and manufacturers wholesale locations to obtain parts on demand. Standard Warranty (Parts & Labor) - We pass any manufacturer’s warranty (generally 1 year parts 90 days labor) on to the customer and can provide extensions (parts/labor) to these based on the customers’ requirements. Optional Warranty (components covered & Labor) - CS Group can provide optional (extended) warranties that cover all parts and labor on a given piece of equipment. We can provide these in addition to the typical manufacturer’s warranty coverage. Estimated Lead/Delivery Time - If a part has to be ordered we can typically obtain it within a few days or less with expedited shipping. If a part has a longer lead time we can usually use a substitute brand that is available to place equipment back in operation. Percentage of locally stocked parts to delivered parts - We typically have 70% or better locally sourced parts to delivered parts. Detail Features & Benefits - The primary features and benefits of our parts supply process is that we review our customers’ needs regularly to ensure that any key parts or materials that might be needed are located within our system. This allows us to have the right parts on hand when needed and also assists us in keeping our operating costs competitive. Startup & Commissioning Services Define process for validation of system or equipment operation to design • Review drawings, sequence of operations and specifications of project. • Review all relevant installation and operation manuals for equipment. • Review all scope of work, submittal, and drawings for sub-contractors. • Following proper startup of systems and equipment. o Meet with sub-contractor if needed. o Review equipment startup sheets. o Place system into each operating mode detailed in sequence of operations. o Verify all components operate as described in sequence of operations. o Verify equipment is performing as specified in all required modes. o Report all deficiencies to sub-contractor for correction. o Once any deficiencies are corrected repeat validation steps. o Complete validation and commissioning forms required. • Consolidate all validation and commissioning documents then deliver to customer. Type (e.g., equipment startups, system checkouts, control verification, retro commissioning, M & V verifications, rebate auditing, other) - CS Group provides equipment startups, system checkouts, control verification and retro commissioning on all projects with these requirements. With M&V verifications and rebate auditing we would perform through a qualified consulting engineering firm. List key personnel (factory, sub-contract, other) - Our key personal will vary depending on type of facility and requirements of the project References (public sector only) - At this time we have no public sector references. Case studies describing benefits of services - At this time CS Group has not developed any case studies in this category. Service & Maintenance Type (e.g., preventative and full maintenance contracts, man-at attendance, remote monitoring, annuals, emergency services, regulatory compliance, cleaning (e.g., duct, coils and filters), scheduled maintenance (e.g., oil, chemical and vibration analysis) and other) - CS Group provides all these types of services either directly or through a fully qualified subcontractor. CS Group directly performs the following: • Preventative and full maintenance contracts. • Man at attendance. • Annuals, • Emergency services. • Cleaning – coils, filters • Scheduled maintenance – oil, vibration analysis and other. - Subcontracted items are as follows: • Duct cleaning • Chemicals (cooling tower water treatment) • Remote monitoring • Regulatory compliance - Define processes for each type of service and/or maintenance of the system or the equipment • Equipment is identified by model# and serial# in contract and proposal. • Based on equipment type, weekly, monthly, quarterly, semi-annual, annual service tasks are listed. • Each piece of equipment is placed into a delivery plan and scheduled tasks are then planned out over the course of twelve months. • Based on equipment quantity and customer requirements we adjust the schedule to optimize facility uptime, seasonal needs and delivery costs. • Service reports are generated following each completed task and provided to customer. These reports can be delivered electronically and also available via a web portal. • Service management reviews overall performance with client as required. List key personnel (factory, sub-contract, other) - Our account managers and technical staff participate in the products and services processes as required. Our management reviews all documents and proposals prior to submission to a client. References (public sector only) - City of Glendale – Listed in reference section - Tempe Union High School District – Listed in reference section - As well as others… Case studies describing benefits of services - Currently CS Group has not developed a case study within this category. Installation and Turnkey Contracting Type (e.g., retrofit, new construction, energy retrofit, controls new- and upgrade and other) - CS Group can provide subcontractors for any type of mechanical installation and or retrofit projects that exist. Define processes for each type install of the system or the equipment • If plans and specifications do not exist and are needed, CS Group would engage with an engineering firm to develop them with the client. • Develop preliminary installation budgets with the client and initial rough proposals for the project. • Finalize installation proposals and pricing with client. • When approved we deploy our project management team to begin planning and scheduling the various tasks with both direct items and subcontractor items. • Manage the execution of the project with the client and trades. • Complete project and review outcome with client to ensure 100% completion. • Turn over all applicable drawings, owner manuals, etc. to client. • Warranty period begins. Bonding and licensing capabilities CS Group has bonding capabilities up to $1 Million List key personnel (factory, sub-contract, other) o Account Managers – Jack Metteer, Ray Blair o Service Management – Mark Lutz, Donnie Craft o Project Management – CS Group has a team of people that could be associated with a project. o Our subcontracting partners. References (public sector only) - City of Glendale – Listed in reference section - City of Denver – Listed in reference section - As well as others… Case studies describing benefits of services - CS Group has not developed a case study on this service. Warranty Services Type (e.g., Extended parts & labor (define maximum number of years available), delayed start-up and other) - CS Group provides extended parts and labor warranties on all types of mechanical equipment. Typically we provide this service through a multiyear contract that provides service and repair labor within defined terms and conditions. We have the ability to offer multiple years of service in our contracts dependent on customers’ needs. We can provide parts and labor repair coverage on all equipment types and ages. - “define maximum number of years available” – If this refers to equipment age, we can provide extended parts and labor warranties for as long as the parts are available (new or refurbished) for a given piece of equipment. Generally speaking, as equipment ages the cost of these warranties grow. As this occurs life cycle questions arise and we work with clients constantly to address replacement budgets. - With delayed startup projects we will generally request an alternate (future) startup date from the manufacturer. If this option isn’t available we can provide delayed startup warranties to a client upon request. Define processes for each type of warranty • Equipment is placed into service and repair contract and 90 day inspection period begins. • If equipment is not new then it will be inspected to verify proper operation in the first 90 days (If equipment is exiting a manufacturer warranty this does not apply). If operation is not normal the service and repair contract will be reviewed with client unless equipment is brought up to acceptable operational condition by client. • Once 90 day evaluation is complete and equipment is acceptable, CS Group performs all needed maintenance to prevent any failure while contract is in effect. • If a failure occurs CS Group will provide any needed repair parts and labor to return equipment to normal operations. List key personnel (factory, sub-contract, other) - Our technical staff, dispatch, parts ordering, and service management team reviews the equipment being covered and history to determine coverage and costs. References (public sector only) - City of Denver – Listed in references - City of Glendale – Listed in references - As well as others… Case studies describing benefits of services - At this time CS Group has not developed any case studies in this category. Energy Services Type (e.g., (Energy Tracking, Energy Analysis, Evaluation of Potential Upgrades, demand response, rebates and others) - When CS Group engages with a client we are always looking for potential equipment energy savings that might qualify for utility rebates or improve return on investment (ROI). With detailed energy tracking, analysis we would utilize a qualified engineering firm for these aspects. Define processes for each type of energy services - Energy Services Process: • Sales and technical staff review building operations, equipment age and conditions. Determine if detailed analysis is required and engage engineering firm if needed. • Review if any rebate programs exist. • Determine cost of retrofitting equipment and possible ROI of project. • If client wishes to move forward apply for utility rebates. If rebates are not available and if they are used in the initial ROI calculation review updated ROI with client for approval. • If projects are approved then execute project. • Perform measurement and verification (M&V) for utility (if needed) and submit for customer rebate. • Follow up with client over time to review project performance and energy savings recognized. Certifications of personnel -We can involve engineering firms with more advanced certifications and credentials in support of this product/service. List key personnel (factory, sub-contract, other) - We utilize outside engineering firms that specialize and are high qualified in this category. References (public sector only) - At this time we do not have any public references within this category. Case studies describing benefits of services - At this time CS Group has not developed any case studies in this category. Equipment Rentals Type (e.g., chillers, pumps, transformers, terminal units, generators, cooling towers, packaged unitary and other) - CS Group provides rental equipment through its subcontractor relationships. We work with United Rentals, Carrier Rentals, Aggreko and other rental providers based on the type of equipment needed and what equipment is available at time of need. Brands available - All brands are available. Locations of rental fleet - Primarily rental equipment is placed in our Colorado and Arizona. Process of accessing rental fleet during disaster event - In a disaster situation equipment can become scarce depending on the nature and severity of the disaster. With clients that might need to operate in a disaster we recommend having a disaster plan in place. The disaster plan would include any needed temporary power, cooling, etc. and CS Group can provide these plans to customers. List key personnel (factory, sub-contract, other) - Our service dispatch and management folks receive any requests for this service and engage our subcontractors and technical staff to deploy this product/service. - We can utilize any of the following providers as well as others in the market. o United Rentals o Carrier Rentals o Aggreko References (public sector only) - At this time we do not have any public references within this category Case studies describing benefits of services - CS Group has not developed a case study on this service. Financial Services Type (e.g., leasing, prompt and pre-payment discounts, guaranteed savings and other) - Leasing and project financing can be made available to a client through a third party service. - Prompt and pre-payment discounts are made on a case by case basis that is typically determined by the size and type of project. Generally a 1% or .5% Net 10 or Net 15 can be made available dependent on the given project or service. - CS Group has not provided any guaranteed savings or performance contracting options to our clients. Should an opportunity arise to work with the right client in this category we would consider implementing this type of service offering. Describe type of each funding and availability - Any leasing or project financing would be through any third party that is acceptable to both CS Group and the customer. Fund availability is dependent on customer credit worthiness. Funding Sources (internal and/or external) - All funding would be external. List key personnel (internal and/or external) - CS Groups leadership team - Third party financial representatives References (public sector only) - At this time we do not have any public references within this category Case studies describing benefits of services - At this time CS Group has not developed any case studies in this category. Professional Services Type (e.g., Engineering, Design, Drafting, Architectural, Project Management and other) - CS Group currently provides these types of services through either a subcontracting or consulting agreement with qualified firms. Our theory is that we are better served using a professional firm that specializes in these fields. Describe type of each professional service and availability - Through our relationships we can provide any type of professions service a client might need. Availability is dependent on the type of service required. Licensing and certification capabilities - All available List key personnel (internal and/or external) - CS Groups leadership team - External engineering firm References (public sector only) - At this time we do not have any public references within this category Case studies describing benefits of services - CS Group has not developed any case studies on this service. Site Surveys Type (e.g., Equipment, system analysis, operational, architectural and other) - CS Group can provide equipment surveys to document existing building conditions and equipment life cycles. This also includes system analysis and operational surveys. We can provide any architectural, structural and other types of site surveys would be performed through a qualified and licensed engineering firm that we work with regularly. Describe type of survey - We consult with customers to determine what systems within their facility need to be addressed and then build custom surveys to gather information to address any issues found. Here are just a few of the possible types: • Equipment conditions and life cycle analysis • System Analysis • Operational analysis Licensing and certification capabilities - We are a fully licensed HVAC firm and will engage with licensed and qualified architectural firms when needed. Advanced technology uses for each type of survey - We would utilize FLIR technology for thermal imaging as well as advanced digital meters to measure power when applicable to a survey. Any other technology that might exist for a survey could be deployed if needed. List key personnel (internal and/or external) - CS Groups account management and technical staff along with the qualified engineering and architectural firms. References (public sector only) - At this time we do not have any public references within this category Case studies describing benefits of services CS Group has not developed any case studies within this category. TAB 8 Value Added Products and Services REQUEST FOR PROPOSAL 32-21 Tab 8 – Value Added Products and Services Include any additional products and/or services available that vendor currently performs in their normal course of business that is not included in the scope of the solicitation that you think will enhance and add value to this contract for Region 14 ESC and all NCPA participating entities. Executive Summary • Describe the product and/or service in an outline format • Describe the value to participating agencies • Describe the value to NCPA • Describe how your company would market this product and/or service through this contract • Provide an anticipated size of the market for this product and/or service in the public arena Detail Description • Where is the product manufactured? • Any certifications provided? • Where is the service performed? • Who performs the service and what is their expertise? • Is this a proprietary product and, if not, who is your competition? • Provide references • Provide case studies • Provide any pricing that is different than the pricing in appendix C in this solicitation CS Group has a affiliate company; Chiller Services, Inc. that would perform any work needed throughout the State of Arizona. The affiliate company would provide all the same services and honor all the same pricing structure and guidelines under the CS Group, Inc. umbrella. TAB 9 Required Documents REQUEST FOR PROPOSAL 32-21 Tab 9 – Required Documents ♦Clean Air and Water Act / Debarment Notice ♦Contractors Requirements ♦Antitrust Certification Statements ♦Required Clauses for Federal Funds Certifications ♦Required Clauses for Federal Assistance by FTA ♦State Notice Addendum Clean Air and Water Act & Debarment Notice I, the Vendor, am in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970, as Amended (42 U.S. C. 1857 (h), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15 as required under OMB Circular A-102, Attachment O, Paragraph 14 (1) regarding reporting violations to the grantor agency and to the United States Environment Protection Agency Assistant Administrator for the Enforcement. I hereby further certify that my company has not been debarred, suspended or otherwise ineligible for participation in Federal Assistance programs under Executive Order 12549, “Debarment and Suspension”, as described in the Federal Register and Rules and Regulations Potential Vendor Print Name Address City, Sate, Zip Authorized signature Date CS Group, Inc. Raymond Blair 8250 Park Meadows Dr #100 Lone Tree, CO 80124 11/16/21 Contractor Requirements Contractor Certification Contractor’s Employment Eligibility By entering the contract, Contractor warrants compliance with the Federal Immigration and Nationality Act (FINA), and all other federal and state immigration laws and regulations. The Contractor further warrants that it is in compliance with the various state statues of the states it is will operate this contract in. Participating Government Entities including School Districts may request verification of compliance from any Contractor or subcontractor performing work under this Contract. These Entities reserve the right to confirm compliance in accordance with applicable laws. Should the Participating Entities suspect or find that the Contractor or any of its subcontractors are not in compliance, they may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor. The offeror complies and maintains compliance with the appropriate statutes which requires compliance with federal immigration laws by State employers, State contractors and State subcontractors in accordance with the E- Verify Employee Eligibility Verification Program. Contractor shall comply with governing board policy of the NCPA Participating entities in which work is being performed Fingerprint & Background Checks If required to provide services on school district property at least five (5) times during a month, contractor shall submit a full set of fingerprints to the school district if requested of each person or employee who may provide such service. Alternately, the school district may fingerprint those persons or employees. An exception to this requirement may be made as authorized in Governing Board policy. The district shall conduct a fingerprint check in accordance with the appropriate state and federal laws of all contractors, subcontractors or vendors and their employees for which fingerprints are submitted to the district. Contractor, subcontractors, vendors and their employees shall not provide services on school district properties until authorized by the District. The offeror shall comply with fingerprinting requirements in accordance with appropriate statutes in the state in which the work is being performed unless otherwise exempted. Contractor shall comply with governing board policy in the school district or Participating Entity in which work is being performed Business Operations in Sudan, Iran In accordance with A.R.S. 35-391 and A.R.S. 35-393, the Contractor hereby certifies that the contractor does not have scrutinized business operations in Sudan and/or Iran. Authorized signature Date 11/16/2021 Antitrust Certification Statements (Tex. Government Code § 2155.005) I affirm under penalty of perjury of the laws of the State of Texas that: (1) I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership or individual (Company) listed below; (2) In connection with this bid, neither I nor any representative of the Company has violated any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15; (3) In connection with this bid, neither I nor any representative of the Company has violated any federal antitrust law; and (4) Neither I nor any representative of the Company has directly or indirectly communicated any of the contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership or individual engaged in the same line of business as the Company. Company name Address City/State/Zip Telephone No. Fax No. Email address Printed name Position with company Authorized signature CS Group, Inc. 8250 Park Meadows Dr #100 Lone Tree, CO 80124 303-781-3030 303-762-6476 R.blair@chillerservices.com Raymond Blair Operations Manager Required Clauses for Federal Funds Certifications Participating Agencies may elect to use federal funds to purchase under the Master Agreement. The following certifications and provisions may be required and apply when a Participating Agency expends federal funds for any purchase resulting from this procurement process. Pursuant to 2 C.F.R. § 200.326, all contracts, including small purchases, awarded by the Participating Agency and the Participating Agency’s subcontractors shall contain the procurement provisions of Appendix II to Part 200, as applicable. APPENDIX II TO 2 CFR PART 200 (A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. (B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000) (C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 CFR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” Pursuant to Federal Rule (C) above, when a Participating Agency expends federal funds on any federally assisted construction contract, the equal opportunity clause is incorporated by reference herein. (D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non- Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. (E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. (G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended— Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non- Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). (H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. (I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award. RECORD RETENTION REQUIREMENTS FOR CONTRACTS INVOLVING FEDERAL FUNDS When federal funds are expended by Participating Agency for any contract resulting from this procurement process, offeror certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.333. The offeror further certifies that offeror will retain all records as required by 2 CFR § 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed. CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT When Participating Agency expends federal funds for any contract resulting from this procurement process, offeror certifies that it will comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18). CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS To the extent purchases are made with Federal Highway Administration, Federal Railroad Administration, or Federal Transit Administration funds, offeror certifies that its products comply with all applicable provisions of the Buy America Act and agrees to provide such certification or applicable waiver with respect to specific products to any Participating Agency upon request. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition. Required Clauses for Federal Assistance provided by FTA ACCESS TO RECORDS AND REPORTS Contractor agrees to: a) Maintain all books, records, accounts and reports required under this Contract for a period of not less than three (3) years after the date of termination or expiration of this Contract or any extensions thereof except in the event of litigation or settlement of claims arising from the performance of this Contract, in which case Contractor agrees to maintain same until Public Agency, the FTA Administrator, the Comptroller General, or any of their duly authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related thereto. b) Permit any of the foregoing parties to inspect all work, materials, payrolls, and other data and records with regard to the Project, and to audit the books, records, and accounts with regard to the Project and to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed for the purpose of audit and examination. FTA does not require the inclusion of these requirements of Article 1.01 in subcontracts. Reference 49 CFR 18.39 (i)(11). CIVIL RIGHTS / TITLE VI REQUIREMENTS 1) Non-discrimination. In accordance with Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000d, Section 303 of the Age Discrimination Act of 1975, as amended, 42 U.S.C. § 6102, Section 202 of the Americans with Disabilities Act of 1990, as amended, 42 U.S.C. § 12132, and Federal Transit Law at 49 U.S.C. § 5332, Contractor or subcontractor agrees that it will not discriminate against any employee or applicant for employment because of race, color, creed, national origin, sex, marital status age, or disability. In addition, Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue. 2) Equal Employment Opportunity. The following Equal Employment Opportunity requirements apply to this Contract: a. Race, Color, Creed, National Origin, Sex. In accordance with Title VII of the Civil Rights Act, as amended, 42 U.S.C. § 2000e, and Federal Transit Law at 49 U.S.C. § 5332, the Contractor agrees to comply with all applicable Equal Employment Opportunity requirements of U.S. Dept. of Labor regulations, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor, 41 CFR, Parts 60 et seq., and with any applicable Federal statutes, executive orders, regulations, and Federal policies that may in the future affect construction activities undertaken in the course of this Project. Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin, sex, marital status, or age. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation; and selection for training, including apprenticeship. In addition, Contractor agrees to comply with any implementing requirements FTA may issue. b. Age. In accordance with the Age Discrimination in Employment Act (ADEA) of 1967, as amended, 29 U.S.C. Sections 621 through 634, and Equal Employment Opportunity Commission (EEOC) implementing regulations, “Age Discrimination in Employment Act”, 29 CFR Part 1625, prohibit employment discrimination by Contractor against individuals on the basis of age, including present and prospective employees. In addition, Contractor agrees to comply with any implementing requirements FTA may issue. c. Disabilities. In accordance with Section 102 of the Americans with Disabilities Act of 1990, as amended (ADA), 42 U.S.C. Sections 12101 et seq., prohibits discrimination against qualified individuals with disabilities in programs, activities, and services, and imposes specific requirements on public and private entities. Contractor agrees that it will comply with the requirements of the Equal Employment Opportunity Commission (EEOC), “Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act,” 29 CFR, Part 1630, pertaining to employment of persons with disabilities and with their responsibilities under Titles I through V of the ADA in employment, public services, public accommodations, telecommunications, and other provisions. d. Segregated Facilities. Contractor certifies that their company does not and will not maintain or provide for their employees any segregated facilities at any of their establishments, and that they do not and will not permit their employees to perform their services at any location under the Contractor’s control where segregated facilities are maintained. As used in this certification the term “segregated facilities” means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion or national origin because of habit, local custom, or otherwise. Contractor agrees that a breach of this certification will be a violation of this Civil Rights clause. 3) Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all solicitations, either by competitive bidding or negotiation, made by Contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by Contractor of Contractor's obligations under this Contract and the regulations relative to non-discrimination on the grounds of race, color, creed, sex, disability, age or national origin. 4) Sanctions of Non-Compliance. In the event of Contractor's non-compliance with the non-discrimination provisions of this Contract, Public Agency shall impose such Contract sanctions as it or the FTA may determine to be appropriate, including, but not limited to: 1) Withholding of payments to Contractor under the Contract until Contractor complies, and/or; 2) Cancellation, termination or suspension of the Contract, in whole or in part. Contractor agrees to include the requirements of this clause in each subcontract financed in whole or in part with Federal assistance provided by FTA, modified only if necessary to identify the affected parties. DISADVANTAGED BUSINESS PARTICIPATION This Contract is subject to the requirements of Title 49, Code of Federal Regulations, Part 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”, therefore, it is the policy of the Department of Transportation (DOT) to ensure that Disadvantaged Business Enterprises (DBEs), as defined in 49 CFR Part 26, have an equal opportunity to receive and participate in the performance of DOT-assisted contracts. 1) Non-Discrimination Assurances. Contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this Contract. Contractor shall carry out all applicablerequirements of 49 CFR Part 26 in the award and administration of DOT-assisted contracts. Failure by Contractor to carry out these requirements is a material breach of this Contract, which may result in the termination of this Contract or other such remedy as public agency deems appropriate. Each subcontract Contractor signs with a subcontractor must include the assurance in this paragraph. (See 49 CFR 26.13(b)). 2) Prompt Payment. Contractor is required to pay each subcontractor performing Work under this prime Contract for satisfactory performance of that work no later than thirty (30) days after Contractor’s receipt of payment for that Work from public agency. In addition, Contractor is required to return any retainage payments to those subcontractors within thirty (30) days after the subcontractor’s work related to this Contract is satisfactorily completed and any liens have been secured. Any delay or postponement of payment from the above time frames may occur only for good cause following written approval of public agency. This clause applies to both DBE and non-DBE subcontractors. Contractor must promptly notify public agency whenever a DBE subcontractor performing Work related to this Contract is terminated or fails to complete its Work, and must make good faith efforts to engage another DBE subcontractor to perform at least the same amount of work. Contractor may not terminate any DBE subcontractor and perform that Work through its own forces, or those of an affiliate, without prior written consent of public agency. 3) DBE Program. In connection with the performance of this Contract, Contractor will cooperate with public agency in meeting its commitments and goals to ensure that DBEs shall have the maximum practicable opportunity to compete for subcontract work, regardless of whether a contract goal is set for this Contract. Contractor agrees to use good faith efforts to carry out a policy in the award of its subcontracts, agent agreements, and procurement contracts which will, to the fullest extent, utilize DBEs consistent with the efficient performance of the Contract. ENERGY CONSERVATION REQUIREMENTS Contractor agrees to comply with mandatory standards and policies relating to energy efficiency which are contained in the State energy conservation plans issued under the Energy Policy and Conservation Act, as amended, 42 U.S.C. Sections 6321 et seq. and 41 CFR Part 301-10. FEDERAL CHANGES Contractor shall at all times comply with all applicable FTA regulations, policies, procedures and directives, including without limitation those listed directly or by reference in the Contract between public agency and the FTA, as they may be amended or promulgated from time to time during the term of this contract. Contractor’s failure to so comply shall constitute a material breach of this Contract. INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION (FTA) TERMS The provisions include, in part, certain Standard Terms and Conditions required by the U.S. Department of Transportation (DOT), whether or not expressly set forth in the preceding Contract provisions. All contractual provisions required by the DOT, as set forth in the most current FTA Circular 4220.1F, dated November 1, 2008, are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Contract. Contractor agrees not to perform any act, fail to perform any act, or refuse to comply with any public agency requests that would cause public agency to be in violation of the FTA terms and conditions. NO FEDERAL GOVERNMENT OBLIGATIONS TO THIRD PARTIES Agency and Contractor acknowledge and agree that, absent the Federal Government’s express written consent and notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying Contract, the Federal Government is not a party to this Contract and shall not be subject to any obligations or liabilities to agency, Contractor, or any other party (whether or not a party to that contract) pertaining to any matter resulting from the underlying Contract. Contractor agrees to include the above clause in each subcontract financed in whole or in part with federal assistance provided by the FTA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986, as amended, 31 U.S.C. §§ 3801 et seq. and U.S. DOT regulations, “Program Fraud Civil Remedies,” 49 CFR Part 31, apply to its actions pertaining to this Contract. Upon execution of the underlying Contract, Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to me made, pertaining to the underlying Contract or the FTA assisted project for which this Contract Work is being performed. In addition to other penalties that may be applicable, Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on Contractor to the extent the Federal Government deems appropriate. Contractor also acknowledges that if it makes, or causes to me made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. § 5307, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307 (n)(1) on the Contractor, to the extent the Federal Government deems appropriate. Contractor agrees to include the above clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions. State Notice Addendum The National Cooperative Purchasing Alliance (NCPA), on behalf of NCPA and its current and potential participants to include all county, city, special district, local government, school district, private K-12 school, higher education institution, state, tribal government, other government agency, healthcare organization, nonprofit organization and all other Public Agencies located nationally in all fifty states, issues this Request for Proposal (RFP) to result in a national contract. For your reference, the links below include some, but not all, of the entities included in this proposal: http://www.usa.gov/Agencies/State_and_Territories.shtml https://www.usa.gov/local-governments