Page 1 of 33 Procurement and Contracting Services Request for Proposals for Electrical Services (preventative maintenance on the electrical distribution systems) for the University’s Mount Graham International Observatory Please mark all proposal submission Files with the following information Sealed RFP # L262301 Due on 10/06/2022 no later than 3:00 PM, MST Page 2 of 33 TABLE OF CONTENTS For REQUEST FOR PROPOSALS NO. L262301 SECTION # TITLE 1.0 Statement of Work 2.0 Definitions 3.0 General Information and Instructions to Proposers 4.0 Agreement Terms and Conditions 5.0 Scope of Work, Specifications, Technical Requirements 6.0 Certifications and Forms (Vendor to complete and return with proposal) Page 3 of 33 PROCUREMENT AND CONTRACTING SERVICES REQUEST FOR PROPOSALS, RFP # L262301 1.0 STATEMENT OF WORK 1.1 Summary. The Arizona Board of Regents (ABOR), on behalf of the University of Arizona, is soliciting proposals from interested vendors to furnish the University with a complete electrical services preventative maintenance program (Electrical Service Program) for the University of Arizona’s Mount Graham International Observatory (MGIO) Electrical Distribution Systems. The program shall apply to all on-site electrical equipment identified in the Inventory of Equipment Schedule. 1.2 Coverage and Participation. The intended coverage of this RFP and any Agreement resulting from this solicitation shall be for the use of all Departments at the University of Arizona. The other State Universities, Arizona State University (ASU) and Northern Arizona University (NAU), along with Pima Community College (PCC) and any other educational institution or Governmental entity may access an Agreement resulting from this solicitation issued and administered by the University of Arizona. 2.0 DEFINITIONS 2.1 Agreement / Contract. All types of agreements entered into by the Arizona Board of Regents, regardless of what they may be called, for the procurement of materials, services or construction, or the disposal of materials. Meaning is interchangeable. 2.2 Customer. Unless otherwise implied by the context of the specific provision within this RFP, "Customer" means a customer of the vendor, other than the University. 2.3 Contractor. Same as Successful Vendor. 2.4 May, Should. Indicates something that is not mandatory but permissible, recommended or desirable. 2.5 MST. Mountain Standard Time. We do not observe Daylight Savings Time. 2.6 Must, Shall, Will. Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of your proposal as non-responsive. 2.7 Proposal. The entirety of the vendor's responses to each point of this RFP, including any and all supplemental offers or information not explicitly requested within this RFP. 2.8 Proprietary Information. Information held by the owner that if released to the public or anyone outside the owner’s organization, would be detrimental to its interests. It is an issue of fact rather than opinion. Pricing and/or revenues cannot be considered proprietary or confidential. Page 4 of 33 2.9 Provider. Same as Vendor. 2.10 Request for Proposals (RFP). A competitive process under which discussions and negotiations are allowed, it is not to be confused with a Request for Bid (RFB), in which goods or services are precisely specified and price is substantially the only competitive factor. This RFP provides the University the flexibility to negotiate to arrive at a mutually agreeable relationship. Price will be considered, but will not be the only factor of evaluation. 2.11 Respondent. Same as Vendor. 2.12 Response. Same as Proposal. 2.13 Responsible Vendor. A person who has the capability, including necessary experience, to perform the contract requirements; who has the integrity and reliability which will ensure good faith performance and appropriate quality of the materials, services, construction or construction services, to be provided; and who is in compliance with any and all licensing requirements of the State of Arizona. 2.14 Responsive Vendor. A person who submits a proposal which conforms in all material respects to the Request for Proposals. 2.15 Successful Vendor. Any vendor selected by the University to receive a notice of award as a result of this RFP and to enter into a contract to provide the University with the products or services sought by this RFP 2.16 Supplemental Agreement. Any supplemental terms and conditions agreed to by the parties in writing, which take precedence over all other documents governing the transaction. 2.17 Supplier. Same as Vendor. 2.18 University. Arizona Board of Regents (ABOR), a body corporate, for and on behalf of the University of Arizona. 2.19 Vendor. For purposes of this RFP, "Vendor" means any entity responding to this RFP with the intention of winning the resulting award of contract, performing the work, and/or delivering the goods specified herein. 2.20 Vendor’s Proposal. Same as Proposal. 2.21 Vendor’s Response. Same as Proposal. 3.0 GENERAL INFORMATION AND INSTRUCTIONS TO PROPOSERS 3.1 Original RFP Document. The Office of Procurement and Contracting Services shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. 3.2 About the University. For information about the University of Arizona, please visit the University’s Internet web page at: www.arizona.edu/.
For specific demographic information, visit http://factbook.arizona.edu
. http://www.arizona.edu/ http://factbook.arizona.edu/
Page 5 of 33 University Purpose and Core Values. The University of Arizona’s purpose is working together to expand human potential, explore new horizons and enrich life for all. To fulfill this purpose, the University has adopted Core Values that apply to all faculty, staff, and students, as well as to those doing business with the University. The Core Values are central to the culture of the University, and Vendors are encouraged to review and uphold the following: • Integrity – Be honest respectful and just • Compassion – Choose to Care • Exploration – Be insatiably curious • Adaptation – Stay open-minded and eager for what’s next • Inclusion – Harness the power of diversity • Determination – Bear Down For additional information regarding the University’s Purpose and Core Values, please visit https://www.arizona.edu/purpose-values.
3.3 Schedule of Events. The following is the tentative schedule that will apply to this RFP, but may change in accordance with the University's needs. 08-31-22 Issuance of RFP 09-13-22 Pre-Proposal Site Visit 09-27-22 Technical Questions/Inquiries due no later than 12:00 PM, MST 10-06-22 RFP is Due Thursday, October 6, 2022 no later than 3:00 PM, MST 10-27-22 Award Notification 01-01-23 Commence Service 3.4 Pre-Proposal Conference. Not Applicable. 3.5 Pre-Proposal Site Visit. A mandatory pre-proposal site visit will be held for vendors who intend to respond to this RFP. The purpose of the site visit is to acquaint the vendors with the conditions under which the work must be performed. The University will not be responsible for additional compensation because the vendor did not acquaint themselves with all the available conditions and information nor shall it relieve the vendor from any responsibility for properly performing the project work. Notification of attendance should be made to Talaney Garth by email at firstname.lastname@example.org
. Date: Tuesday, September 13, 2022 Time: 09:00 AM, MST Place: Vendor's representatives shall meet at the old General Store in Bonita, AZ, near the intersection of SR-266 and the Ft. Grant State Prison road at 10:00 AM. Going east on I-10, take the 2nd Wilcox exit and go north on the Ft. Grant Road for about 23 miles to Bonita. This will take approximately 2 hours from Tucson. We will proceed from there to the Bonita Vacuum Breaker along the cable route paralleling SR- 266 to the Base Camp. After picking up permits we will proceed on to the observatory site stopping a various places along the cable route. We should arrive back at the Base Camp about 4:00 PM. Please note that lunch will not be provided. Each attendee must review and complete the high altitude form in advance of the site visit (Attachment #3). https://www.arizona.edu/purpose-values
Page 6 of 33 The University will not accept a proposal from any vendor who did not have a representative attend the mandatory pre-proposal site visit. The Buyer may choose to call for additional pre-proposal site visit(s) if, in the sole judgment of the Buyer, there is a need for such visit(s) in order to promote competition. 3.6 Accommodations for People with Disabilities. If the vendor or any of the vendor's employees participating in this RFP need, or have questions about the University's accommodations for people with disabilities, please make arrangements with Talaney Garth email address email@example.com
. Such requests should be made as early as possible to allow time to arrange the accommodation(s). 3.7 PROPOSAL PREPARATION INSTRUCTIONS 3.7.1 Vendor's Understanding of the RFP. In responding to this RFP, the vendor accepts the responsibility fully to understand the RFP in its entirety, and in detail, including making any inquiries to the University as necessary to gain such understanding. The University reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, the University reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. Related to this, the University's right extends to cancellation of award if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to the University. 3.7.2 University Provides Information in Good Faith without Liability. All information provided by the University in this RFP is offered in good faith. Individual items are subject to change at any time. The University makes no certification that any item is without error. The University is not responsible or liable for any use of the information, or for any claims attempted to be asserted therefrom. 3.7.3 Verbal versus Written Communication. Verbal communication shall not be effective unless formally confirmed in writing by the specified University procurement official in charge of managing this RFP’s process. In no case shall verbal communication override written communication. 3.7.4 Questions, Communications and Inquiries between the University and Vendors. All Vendor inquiries, questions and requests for clarification related to this RFP are to be directed, in writing via email, ONLY to the Buyer listed below. Once this RFP has been sent out, Vendors are not to contact any University Department, other than Procurement and Contracting Services, concerning this RFP, or risk disqualification (see Section 3.7.1 above): Attn: Talaney Garth Email Address:firstname.lastname@example.org
Applicable terms and conditions herein shall govern communications and inquiries between the University and vendors, as they relate to this RFP. Informal communications shall include but are not limited to requests from/to vendors or vendors' representatives of any kind or capacity, to/from any University employee or representative of any kind or capacity, with the exception of the Purchasing Department, for information, comments, speculation, etc. Inquiries for Page 7 of 33 clarifications and information that will not require addenda may be submitted verbally to the Buyer named above, at any time. Formal communications shall include but are not limited to the following. • Questions concerning this RFP must be submitted in writing, and be received no later than 09/27/2022 @ 12:00 PM MST. • Errors and omissions in this RFP and enhancements. Vendors shall bring to the University’s attention any discrepancies, errors, or omissions that may exist within this RFP. Vendors shall recommend to the University any enhancements in respect to this RFP, which might be in the University’s best interests. These must be submitted in writing, and be received no later than 09/27/2022 @ 12:00 PM MST. • Inquiries about technical interpretations must be submitted in writing, and be received no later than 09/27/2022 @ 12:00 PM MST. • Inquiries for clarifications / information that will not require addenda may be submitted verbally to the Buyer named above at any time during this process. • Verbal and/or written presentations and pre-award negotiations under this RFP. • Addenda to this RFP. Informal communications shall cease on the date of distribution of this RFP and formal communications shall commence. On the date that the University notifies responding vendors of this RFP's results and executes the resulting contract with the successful Vendor, informal communications may resume and formal communications may cease. 3.7.5 Addenda and the University’s Response to Communications from Vendor. The University will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within five (5) University business days. All addenda will be posted to our web site only: http://pacs.arizona.edu/RFP-BID_Opportunities
Vendors who want the addenda supplied to them in another form must notify Talaney Garth of that requirement. Otherwise, it will be the vendor’s responsibility to check the web site for any additional information and addenda concerning this RFP. The University will not respond to any questions / requests for clarification that require addenda, if received by the University after 09/27/2022 @ 12:00 PM MST. 3.7.6 Pricing and/or Revenue Proposal. Vendors shall indicate pricing and/or revenue offers in the appropriate spaces and/or areas provided in this RFP. The University may presume and hold as the vendor's final offer all pricing and/or revenue offerings, whether stated as amounts or percentages, and/or whether or not offered on an all-or- none basis, if not specified by the vendor. The University may accept or reject in part or entirely the vendor's pricing and/or revenue offerings when such offerings are not on an all-or-none basis. Vendor’s pricing and/or revenue proposals may not be modified after the RFP Due date and time unless University at its sole discretion decides that future negotiations will only enhance the Vendor’s offer to University. http://pacs.arizona.edu/RFP-BID_Opportunities
Page 8 of 33 Should University decide that such negotiations would not be in University’s best interests, pricing and revenue offer by Vendor at Due date and time may be considered by University as the Vendor’s best and final offer. Unless otherwise specifically proposed by the vendor, the University reserves the right to hold such pricing and/or revenue proposal as effective for the entire intended contract term. The University may prescribe the manner and method by which pricing and/or revenue offerings shall be communicated in the vendor’s proposal. The University may reject any proposal in which the pricing and/or revenue offering does not conform to such prescribed manner and method. Vendors shall indicate pricing and/or revenue offers in the appropriate spaces and/or areas provided in this RFP. Vendors shall ensure that any departure from this condition results in an offer that is clearly cross-referenced to the applicable sections within this RFP. For any material departure from this condition, vendors shall provide clear and unambiguous explanations how the departure relates in detail to the applicable sections within this RFP. If the vendor responds with an "All-or-None" proposal, it shall be clearly and unambiguously marked as such. 3.7.7 Revisions to the RFP. The University may revise any part of this RFP for any reason by issuing addenda. The University will communicate additional information and addenda to this RFP by posting them on our web site. http://pacs.arizona.edu/RFP-BID_Opportunities
Vendors that want the revisions supplied to them in another way must notify the Buyer listed in this document of that request. Otherwise, it will be the vendor’s responsibility to check the web site for any additional information and addenda concerning this RFP. Vendors are responsible for the information contained in such addenda, whether or not they acknowledge receipt. The University is under no obligation to communicate such addenda to vendors who notify the University that they will not be responding to this RFP. The University may determine whether an addendum will be considered as part of this RFP and/or as part of any resultant contract. The University shall reject vendors' responses to addenda if such responses are received after the RFP Due date and time. 3.7.8 Attention to Terms and Conditions. Vendors are cautioned to thoroughly understand and comply with all matters covered under the Terms and Conditions section of this RFP. The successful Vendor is expected to enter into a form of agreement approved by the Arizona Board of Regents. The University agreement terms and conditions included in this RFP are intended to be incorporated into this agreement. Proposals that are contingent upon any changes to these terms and conditions may be deemed to be non-responsive and may be rejected. 3.7.9 Required Signatures. The University may reject any vendor's response if it is not signed as indicated and/or required by the areas, spaces, or forms provided within this RFP. 3.7.10 Proposal Organization. Vendors shall present proposals in a format that can be readily incorporated into a contract. Vendors may present narrative proposals provided that such proposals follow the same outline and numbering scheme of this RFP, including full descriptive cross-references to all requirements listed in Section 5.0. Vendors should ensure that their proposals include page numbers and are organized in a manner that will facilitate the University's evaluation of them. The http://pacs.arizona.edu/RFP-BID_Opportunities
Page 9 of 33 University reserves the right to reject without prior notice and without liability of any kind or amount any proposal that it deems overly complex, disorganized, or difficult to evaluate. The University reserves the right to make such a decision without any input or communication from any other party. Vendors shall ensure that, at a minimum, their proposals contain the components set forth in the following list. Original required sections from this RFP Any additional responses in corresponding sequence order Any additional supporting data 3.7.11 Collusion Prohibited. In connection with this RFP, vendor collusion with other vendors or employees thereof, or with any employee of the University, is prohibited and may result in vendor disqualification and/or cancellation of award. Any attempt by the vendor, whether successful or not, to subvert or skirt the principles of open and fair competition may result in vendor disqualification and/or cancellation of award. Such disqualification and/or cancellation shall be at no fault or liability whatsoever to the University. 3.7.12 Improper Business Relationships / Conflict of Interest Prohibited. In connection with this RFP, each vendor shall ensure that no improper, unethical, or illegal relationships or conflict of interest exists between or among the vendor, the University, and any other party to this RFP. The University reserves the right to determine the materiality of such relationships, when discovered or disclosed, whether intended or not; and to decide whether or not vendor disqualification and/or cancellation of award shall result. Such disqualification and/or cancellation shall be at no fault or liability whatsoever to the University. 3.7.13 Corrections, Changes, and Providing Information on Forms within the RFP. Vendors shall ensure that an authorized individual initials each correction using pen and ink. Vendors shall use pen and ink or typewriter in providing information directly on pages, or copies thereof, contained within this RFP. 3.7.14 Proposal Bond. Not Applicable. 3.7.15 Performance and / or Payment Bonds. Not Applicable. 3.7.16 Anti-Kickback. In compliance with FAR 52.203-7, the University has in place and follows procedures designed to prevent and detect violations of the Anti-Kickback Act of 1986 in its operations and direct business relationships. 3.8 PROPOSAL SUBMISSION AND SUBSEQUENT ACTION Proposals must be received by the date / time and uploaded to the University’s secure box no later than 10/06/2022 @ 3:00 PM MST. Vendors, please be advised that it is your sole responsibility to ensure that your proposal is received as described in the paragraph above. The University shall not be responsible for any delay’s that may occur. Proposals must be uploaded to: Box Secure Upload: Page 10 of 33 In response to the current COVID-19 Pandemic, proposal responses will be accepted until the due date and time at: https://arizona.app.box.com/f/2d35ccbdedcb487fbaf9f06450cff037
Please title your response in the upload folder as: RFP_VendorName_Response no later than 10/06/2022 @ 3:00 PM MST. The University shall, at the specified Due date and time, accept all proposals that are otherwise in order. The University will make no immediate decision at such time, and there will be no disclosure of any information contained in any proposal until after formal notice of award and execution of any contract resulting from this RFP. When multiple solicitations have been scheduled to open at the same date and time, the University will open solicitations that have interested individuals present in sequential order by solicitation number. The University will hold unopened any proposals received after the Due date and time, and will not consider such proposals. The University reserves the right to retain or dispose of such proposals at its discretion; however, the University may return such proposals to their related vendors, but only at such vendor’s request and at no cost or expense whatsoever to the University. If the University determines that due to an insufficient number of proposals received, it would be in the University’s best interest, the University may extend the Due date in order to determine why other vendors did not respond and to encourage other vendors to respond. 3.8.1 Proposal Costs. The University is not liable in any manner or to any extent for any cost or expense incurred by any vendor in the preparation, submission, presentation, or any other action connected with proposing or otherwise responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by the vendor or indirectly through the vendor's agents, employees, assigns or others, whether related or not to the vendor. 3.8.2 Withdrawal of RFP. Vendors may withdraw their proposals any time prior to the RFP Due date and time. Vendors may request to withdraw their proposals after the RFP Due date and any time prior to selection and notice of award. The University shall have sole authority to grant or deny such a request. In the event the University grants such a request, it may withhold issuing future RFP’s to such vendors. 3.8.3 University's Right to Use Vendor's Ideas / Proprietary Information. If the vendor needs to submit proprietary information with the proposal, the vendor shall ensure that it is enclosed in a separate file from the proposal and that it is clearly designated and conspicuously labeled as such. The University shall have the right to use any ideas that are contained in any proposal received in response to this RFP, along with any adaptation of such ideas. Selection or rejection of the proposal shall not affect the University’s right of use. Provided, however, that the University will, in good faith, honor any vendor information that is enclosed in a separate file from the proposal and clearly designated and conspicuously labeled as proprietary, and the University concurs that the information is proprietary. The file must also contain the reason(s) why the enclosed material is to be considered proprietary. Trade secrets or other proprietary data contained in the proposal documents shall be maintained as confidential in accordance with procedures promulgated by the Procurement Officer and subject to limitations in https://arizona.app.box.com/f/2d35ccbdedcb487fbaf9f06450cff037
Page 11 of 33 Arizona or Federal law. Pricing information cannot be considered proprietary or confidential. The University shall not be liable in any manner or in any amount for disclosing proprietary information if such information is not clearly so designated and conspicuously so labeled. The University shall likewise not be liable if it did not know or could not have reasonably known that such information was proprietary. At no time will the entire proposal be considered proprietary and be kept confidential. 3.9 EVALUATION PROCESS AND AWARD 3.9.1 Contractual Intent / Right to Terminate and Recommence RFP Process. The University intends to contract with one or more vendors whose proposal(s) are considered to be in the best interests of the University. However, the University may terminate this RFP process at any time up to notice of award, without prior notice, and without liability of any kind or amount. Further, the University reserves the right to commence one or more subsequent RFP processes seeking the same or similar products or services covered hereunder. 3.9.2 Effective Period of Proposals. Under this RFP, the University shall hold that vendors' responses to this RFP shall remain in effect for a period of ninety (90) days following the Due date, in order to allow time for evaluation, approval, and award of the contract. Any vendor who does not agree to this condition shall specifically communicate in its proposal such disagreement to the University, along with any proposed alternatives. The University may accept or reject such proposed alternatives without further notification or explanation. 3.9.3 Proposal Acceptance/Rejection. The University reserves the right to reject any or all proposals. Such rejection may be without prior notice and shall be without any liability of any kind or amount to the University. The University shall not accept any proposal that the University deems not to be in its best interests. The University shall reject proposals submitted after the Due date and time. 3.9.4 Errors and Omissions in Vendors Proposals. The University may accept or reject any vendor's proposal, in part or in its entirety, if such proposal contains errors, omissions, or other problematic information. The University may decide upon the materiality of such errors, omissions, or other problematic information. 3.9.5 Determination of and Information Concerning Vendor's Qualifications. The University reserves the right to determine whether a vendor has the ability, capacity, and resources necessary to perform in full any contract resulting from this RFP. The University may request from vendors information it deems necessary to evaluate such vendors' qualifications and capacities to deliver the products and/or services sought hereunder. The University may reject any vendor's proposal for which such information has been requested but which the vendor has not provided. Such information may include but is not limited to: Financial resources Personnel resources Physical resources Internal financial, operating, quality assurance, and other similar controls and policies Resumes of key executives, officers, and other personnel pertinent to the requirements of the RFP Customer references Page 12 of 33 Disclosures of complaints or pending actions, legal or otherwise, against the vendor 3.9.6 Apparently Conflicting Information Obtained by Vendor. The University is under no obligation whatsoever to honor or observe any information that may apparently conflict with any provision herein, regardless of whether such information is obtained from any office, agent, or employee of the University. Such information shall not affect the vendor's risks or obligations under a contract resulting from this RFP. 3.9.7 Rejection of Vendor Counter-offers, Stipulations and Other Exceptions. Any vendor exception, stipulation, counter-offer, requirement, and/or other alternative term or condition shall be considered rejected unless specifically accepted in writing by the University and thereafter incorporated into any contract resulting from this RFP. 3.9.8 Method of Award. Each response to this RFP will be reviewed for its overall competence, compliance, format, and organization. Proposals which the University deems overly complex, disorganized, or difficult to evaluate may be rejected in accordance with Section 3.7.10 of this RFP. The award shall be made to the responsive and responsible vendor whose proposal is determined to be the most advantageous to the University of Arizona, taking into consideration the following evaluation criteria listed in the relative descending order of importance. Pricing must be a criterion. However, the University is under no obligation whatsoever to select, as most responsive the proposal that demonstrates the lowest pricing. Evaluation Criteria Ability to meet technical requirements Qualifications Experience Emergency Services Document Management System and Reporting Price References The contract will consist of the University’s RFP, the proposal with any and all revisions, award letter, and/or purchase order, and/or the signed agreement between the parties, as stated in that agreement. 3.9.9 Selection, Negotiation, Additional Information. Although the University reserves the right to negotiate with any vendor or vendors to arrive at its final decision and/or to request additional information or clarification on any matter included in the proposal, it also reserves the right to select the most responsive and responsible vendor or vendors without further discussion, negotiation, or prior notice. The University may presume that any proposal is a best-and-final offer. 3.9.10 Pre-Award Presentations. The University reserves the right to require presentations from the highest ranked vendors, in which they may be asked to provide information in addition to that provided in their proposals. 3.9.11 Pre-Award Negotiations. The University reserves the right to negotiate prior to award with the highest ranked vendors for purposes of addressing the matters set forth in the following list, which may not be exhaustive. Page 13 of 33 Resolving minor differences and scrivener's errors Clarifying necessary details and responsibilities Emphasizing important issues and points Receiving assurances from vendors Obtaining the lowest and best pricing and/or revenue agreement 3.9.12 Notification of Non-Selection. The University reserves the right not to notify vendors whose RFP responses are not selected for further consideration or notice of award. If the University decides to notify such vendors in writing, it will send the notifications to the address indicated in each such vendor's proposal. Once the award has been finalized, a notice of award may be posted on our website. 3.9.13 Vendor's Need to Use Proprietary Rights of the University. All information proprietary to the University and disclosed by the University to any vendor shall be held in confidence by the vendor and shall be used only for purposes of the vendor's performance under any contract resulting from this RFP. 3.9.14 Public Record. After the award and execution of a contract resulting from this RFP, vendors' proposals become public record and are available for review during the University's regular office hours. The University will, in good faith and to the extent allowed by law, honor any vendor information that is clearly designated and conspicuously labeled as proprietary, and the University agrees that the information is proprietary. If the vendor needs to submit proprietary information with the proposal, the vendor shall ensure that it is enclosed in a separate file from the proposal and that it is clearly designated and conspicuously labeled as such. The file must also contain the reason(s) why the enclosed material is to be considered proprietary. At no time shall the entire proposal be considered proprietary and be kept confidential. The University shall not be liable in any manner or in any amount for disclosing proprietary information if such information is not clearly so designated and conspicuously so labeled. The University shall likewise not be liable if it did not know or could not have reasonably known that such information was proprietary. Pricing information cannot be considered proprietary or confidential. 3.9.15 Certification. By signature on the “Proposal Certification” form included herein, the Vendor certifies that the submission of the proposal did not involve collusion or other anti-competitive practices. The Vendor 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 the submitted proposal. In addition, Vendor certifies whether or not any employee of the University has, or has a relative who has, a substantial interest in any Agreement that may result from this RFP. Vendor also certifies their status with regard to debarment, or suspension by any Federal entity. Failure to provide a valid signature affirming the stipulations required by this clause shall result in the rejection of the submitted proposal and, if applicable, any resulting Agreement. Signing the certification with a false statement shall void the proposal and, if applicable, any resulting Agreement. Any resulting Agreement may be subject to legal remedies provided by law. Vendor agrees to promote and offer to the University only those services and/or materials as stated in and allowed for under resulting Agreement(s). 4.0 AGREEMENT TERMS AND CONDITIONS http://www.pacs.arizona.edu/RFP-BID_Results
Page 14 of 33 The terms and conditions at https://pacs.arizona.edu/po-terms
and the Terms and Conditions that will become part of any Agreement consummated between the University and the Successful Vendor. In the event of a conflict between any provisions contained in any of the documents governing this transaction, the following shall be the order of precedence: https://pacs.arizona.edu/po-
terms; Request for Proposals; Proposal. 4.1 Actions of Successful Vendor. The University is under no obligation whatsoever to be bound by the actions of any Successful Vendor with respect to third parties. The Successful Vendor is not a division or agent of the University. 4.2 Advertising. The Successful Vendor shall not advertise or publish information concerning the Agreement without prior written consent of the University. The University shall not unreasonably withhold permission. 4.3 Americans with Disabilities Act and Rehabilitation Act. The Successful Vendor will comply with all applicable provisions of the Americans with Disabilities Act, the Rehabilitation Act, and all applicable federal regulations. All electronic and information technology and products and services to be used by University faculty/staff, students, program participants, or other University constituencies must be compliant with the Americans with Disabilities Act as amended and the Rehabilitation Act. Compliance means that a disabled person can acquire the same information, engage in the same interactions, and enjoy the same services as a nondisabled person, in an equally effective and integrated manner, with substantially equivalent ease of use. 4.3.1 Electronic and Information Technology. Any acquisition considered electronic and information technology (EIT) as defined by the Access Board at 36 CFR 1194.4 and in the FAR at 2.101 must comply with Section 508 (36 CFR Part 1194) and, for web-based applications, WCAG 2.0, Level AA Guidelines. In addition, the submission of a completed Voluntary Product Accessibility Template (VPAT) is required so the University of Arizona may ascertain conformance. Proposals or bids without a completed VPAT may be disqualified from competition. The UA Guide to the VPAT and the templates themselves are available to assist vendors in this process. See information at http://itaccessibility.arizona.edu/guidelines/purchasing/vpat.
EIT is information technology (IT) and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information. EIT includes, but is not limited to: • telecommunication products, such as telephones; • information kiosks and transaction machines; • World Wide Web sites; • software; • multimedia (including videotapes); and • office equipment, such as copiers and fax machines. The University of Arizona reserves the right to perform real-world testing of a product or service to validate vendor claims regarding Section 508 conformance. To facilitate testing, the vendor will, upon request, provide the University with access to the product being considered for purchase for a period of at least 30 calendar days. https://pacs.arizona.edu/po-terms http://itaccessibility.arizona.edu/guidelines/purchasing/vpat
Page 15 of 33 4.3.2 Services and Products. An accessible service or product is one that can be used by as many people as possible, taking into account their physical, cognitive, emotional, and sensory differences. Services provided include, but are not limited to: • education and training; • cultural and athletic events; • vehicle rentals • event space and lodging; and • parking and transportation. Products include, but are not limited to: • office equipment; • office and classroom furniture; and • kiosks 4.4 Conflict of Interest. Pursuant to the provisions of Arizona Revised Statute § 38-511, the Arizona Board of Regents may, within three years after its execution, cancel the Agreement without penalty or further obligation if any person significantly involved in negotiating, drafting, securing or obtaining the Agreement for or on behalf of the Arizona Board of Regents becomes an employee in any capacity of any other party or a consultant to any other party with reference to the subject matter of the Agreement while the Agreement or any extension thereof is in effect. 4.5 Drug Free Workplace. The Successful Vendor agrees that in the performance of the Agreement, neither the Successful Vendor nor any employee of the Successful Vendor shall engage in the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in conducting any activity covered by the Agreement. The University reserves the right to request a copy of the Successful Vendor’s Drug Free Workplace Policy. The Successful Vendor further agrees to insert a provision similar to this statement in all subcontracts for services required. 4.6 Equal Opportunity. The provisions of Section 202 of Executive Order 11246.41 C.F.R. Sec. 60-1.4.41 C.F.R. Sec. 60-250.4 and 41 C.F.R. Sec. 60-741.4 are incorporated herein by reference and shall be applicable to the Agreement unless the Agreement is exempted under the rules, regulations or orders of the U.S. Secretary of Labor. 4.7 Federal, State, and Local Taxes, Licenses and Permits. Successful Vendor is solely responsible for complying with all laws, ordinances, and regulations on taxes, licenses and permits, as they may apply to any matter under this RFP. The Successful Vendor must demonstrate that they are duly licensed by whatever regulatory body may so require during the performance of the Agreement. Prior to the commencement of Agreement, the Successful Vendor shall be prepared to provide evidence of such licensing as may be requested by the University. Successful Vendor shall, at no expense to the University, procure and keep in force during the entire period of the Agreement all such permits and licenses. 4.8 Inspection and Audit. Pursuant to the provisions of Arizona Revised Statute § 35-214, all books, accounts, reports, files and other records relating to the Agreement shall be subject at all reasonable times to inspection and audit by the Arizona Board of Regents, The University of Arizona or the Auditor General of the State of Arizona, or their agents for five (5) years after completion or termination of the Agreement. Page 16 of 33 4.9 Liens. Each Successful Vendor shall keep the University free and clear from all liens asserted by any person or entity for any reason arising out of the furnishing of services or materials by or to the Successful Vendor. 4.10 Modifications. The Agreement can be modified or rescinded only by a writing signed by both parties or their duly authorized agents. 4.11 Non-Discrimination. The parties shall comply with all applicable state and federal statutes and regulations governing equal employment opportunity, non-discrimination, and immigration. 4.12 Sales and Use Tax. The Successful Vendor agrees to comply with and to require all of his subcontractors to comply with all the provisions of applicable law. The Successful Vendor further agrees to indemnify and hold harmless the University from any and all claims and demands made against it by virtue of the failure of the Successful Vendor or any subcontractors to comply with the provisions of any and all said laws. The University is not exempt from state sales and use tax, except for equipment purchased for research or development. Any equipment ordered as tax exempt shall be invoiced separately from taxable systems, even if purchased on the same purchase order as issued by the University. 4.13 Prohibited Harassment. Federal law and the policies of the University prohibit sexual harassment of University employees or students. Sexual harassment includes any unwelcome sexual advance toward a University employee or student, any request for a sexual favor from a University employee or student, or any other verbal or physical conduct of a sexual nature that is so pervasive as to create a hostile or offensive working environment for University employees, or a hostile or offensive academic environment for University students. University vendors, subcontractors and suppliers for this project are required to exercise control over their employees so as to prohibit acts of sexual harassment of University employees and students. The employer of any person who the University, in its reasonable judgment, determines has committed an act of sexual harassment agrees as a term and condition of the Agreement to cause such person to be removed from the project site and from University premises and to take such other action as may be reasonably necessary to cause the sexual harassment to cease. 4.14 Small Business Utilization Program. The University is committed to its Small Business Utilization Program and to the development of Small Business. If subcontracting is necessary, the Successful Vendor will make every effort to use Small Businesses in the performance of the Agreement. 4.15 Smoking and Tobacco Policy. This policy applies to the University of Arizona main campus in Tucson, the Arizona Health Sciences Center, the Phoenix Biomedical Center, UA South and all University vehicles. This policy applies to University students, faculty, employees, contractors, volunteers, and visitors on its campuses and in its vehicles. To view the complete policy, click on http://www.hr.arizona.edu/policy/classified-staff/408.0.
The Successful Vendor is expected to respect this tobacco free policy and fully comply with it. 4.16 Export Control. The Parties acknowledge that any goods, materials, or services specified in this solicitation may be subject to the export control laws of the United States, specifically including, but not limited to, the requirements of the International Traffic in Arms Regulations (ITAR), 22 C.F.R. 120 et seq., and the Export Administration Regulations, 15 C.F.R. 730-774. Vendor shall inform the designated Buyer of the export classification in their response. The University may elect not to receive certain export controlled items. https://pacs.arizona.edu/supplier_diversity https://pacs.arizona.edu/supplier_diversity http://www.hr.arizona.edu/policy/classified-staff/408.0
Page 17 of 33 4.17 No Boycott of Goods or Services from Israel. If the Goods/Services provided under this Agreement include the acquisition of services, supplies, information technology or construction with a value of at least $100,000 and Supplier is engaged in for-profit activity and has 10 or more full-time employees, then, to the extent required by ARS § 35-393.01, Supplier certifies it is not currently engaged in, and during the term of this Agreement will not engage in, a boycott of goods or services from Israel. 4.18 Safety Standards. To the extent applicable to the services to be performed under this Agreement, Contractor represents and warrants that all articles and services furnished under this Agreement meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health Law (Public Law 91-596) and its regulations, in effect or proposed as the date of this Agreement, which shall include the following guidance provided by OSHA, available at the following link https://www.osha.gov/coronavirus/safework.
In addition, Contractor, Contractor employees, and/or subcontractors who will be performing work in University of Arizona locations, indoor or outdoor, must review and abide by the mask requirements listed at: https://covid19.arizona.edu/reentry-plan/return-workspaces/face-
coverings. 4.19 Arbitration. The parties agree to arbitrate disputes filed in Arizona Superior Court that are subject to mandatory arbitration pursuant to ARS § 12-133. 4.20 Travel. If authorized as part of any resulting contract, all reimbursable travel expenses must be authorized in writing by the University in advance of the planned travel and must be consistent with University Financial Policy 9.12 Independent Contractors, https://policy.fso.arizona.edu/fsm/900/912
items 33-42. Each request for reimbursement shall be itemized and accompanied by copies of original receipts. If applicable, reimbursements for airfare shall be for standard airline coach travel only. If applicable, reimbursement for auto travel and per diem shall be made at the rate permitted for State of Arizona employees. Note that the purchase of alcohol shall not be permitted as a reimbursable expense under this Contract. Vendor will submit all receipts and any required backup documentation to the University within 90 days after the applicable expenses were incurred. The University will not be required to reimburse Vendor for any expenses, invoices, or receipts for expenses received after that time. 4.21 Administrative (Legal) Remedies. The Arizona Board of Regents has promulgated Administrative (Legal) Remedies for alleged breaches or disputes arising from the Agreement. These remedies are exclusive and must be exhausted before the filing of any legal action. 4.22 Assignment-Delegation. No right or interest in the Agreement shall be assigned or delegation of any obligation made by Successful Vendor without the written permission of the University. Any attempted assignment or delegation by Successful Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. 4.23 Assignment of Anti-Trust Overcharge Claims. The parties recognize that in actual economic practice overcharges resulting from anti-trust violations are in fact borne by the ultimate purchaser; therefore, Successful Vendor hereby assigns to the University any and all claims for such overcharges. 4.24 Date for Reckoning Prompt-Payment Discount. For purposes of determining whether a prompt-payment discount, if applicable, may be taken by the University, the starting date of such reckoning period shall be the later of the date of a properly executed invoice or the date of completion of service and/or delivery of product. https://www.osha.gov/coronavirus/safework https://covid19.arizona.edu/reentry-plan/return-workspaces/face-coverings https://covid19.arizona.edu/reentry-plan/return-workspaces/face-coverings https://azregents.asu.edu/rrc/Policy%20Manual/3-809-Legal%20Remedies.pdf
Page 18 of 33 4.25 Force Majeure. Neither party shall be held responsible for any losses resulting if the fulfillment of any terms or provisions of the Agreement are delayed or prevented by any cause not within the control of the party whose performance is interfered with, and which by the exercise of reasonable diligence, said party is unable to prevent. Neither the Supplier / Contractor nor the University shall be liable for failure to perform if such failure is caused by or due to acts on regulations of public authorities, labor difficulties, civil tumult, strike, epidemic, pandemic, or any cause beyond the control of Supplier / Contractor or the University. Neither party shall be under any further obligation to the other. 4.26 Indemnification / Hold Harmless. The Successful Vendor shall indemnify, defend, and hold harmless to the fullest extent allowed by law the State of Arizona, the Arizona Board of Regents and the University, its officers, agents, and employees (“Indemnitees”) from any and all claims, demands, suits, actions, proceedings, loss, cost, and damages of every kind and description, including attorneys’ fees and/or litigation expenses, which may be brought or made against or incurred on account of breach, or loss of or damage to any property, or for injuries to or death of any person, or financial loss incurred by Indemnitees, caused by, arising out of, or contributed to, in whole or in part, by reasons of any act, omission, professional error, fault, mistake, or negligence of Successful Vendor, its employees, agents, representatives, or subcontractors, their employees, agents, or representatives in connection with or incident to the performance of the Agreement, or arising out of Workers Compensation claims, Unemployment Compensation claims, or Unemployment Disability Compensation claims of employees of Successful Vendor and/or its subcontractors of claims under similar such laws and obligations. Successful Vendor’s obligation under this provision shall not extend to any liability caused by the sole negligence of the State of Arizona, Arizona Board of Regents, University or its officers, agents, and employees. Such indemnification shall specifically include infringement claims made against any and all intellectual property supplied by Successful Vendor and third party infringement under the Agreement. 4.27 Insurance Requirements. Without limiting any liabilities or any other obligations of Successful Vendor, the Successful Vendor shall provide and maintain the minimum insurance coverage listed below unless otherwise agreed to in writing. Coverage shall be provided with forms and insurers acceptable to the University until all obligations under the Agreement are satisfied. • Commercial General Liability (CGL) insurance with minimum limits of ONE MILLION DOLLARS ($1,000,000) each occurrence and TWO MILLION DOLLARS ($2,000,000) general aggregate. • Commercial Automobile Liability insurance with a minimum combined single limit of ONE MILLION DOLLARS ($1,000,000) each occurrence. The insurance policies required in the two statements above shall be endorsed to name the State of Arizona, Arizona Board of Regents on behalf of the University of Arizona as additional insured and shall stipulate that the insurance afforded the Successful Vendor shall be primary insurance and that any insurance carried by the State of Arizona, the Arizona Board of Regents and the University of Arizona, their agents, officials or employees shall be excess and not contributory insurance to that provided by Successful Vendor. • If applicable, Worker’s Compensation insurance in accordance with applicable Arizona Statutes, for any employees engaged in the performance of Agreement; and • Employer’s Liability insurance with a minimum limit of FIVE HUNDRED THOUSAND DOLLARS ($500,000). Page 19 of 33 A certificate of insurance acceptable to the University shall be furnished to the University prior to the commencement of Agreement as evidence that policies providing the required coverage, conditions and limits are in full force and effect. 4.28 Additional Insurance Requirements (Consultants, Lawyers, Architects and Engineers Agreements). In addition to the minimum insurance coverage and endorsement requirements stated in the paragraphs above, the Successful Vendor shall provide and maintain the minimum insurance coverage listed below unless otherwise agreed to in writing: • Professional Liability/Errors and Omissions insurance with minimum limits of ONE MILLION DOLLARS ($1,000,000) each claim and ONE MILLION DOLLARS ($1,000,000) annual aggregate. A certificate of insurance acceptable to the University shall be furnished to the University prior to the commencement of Agreement as evidence that policies providing the required coverage, conditions and limits as stated within this paragraph and the above paragraphs are in full force and effect. 4.29 Additional Insurance Requirements (Handling Hazardous Wastes). In addition to the minimum insurance coverage and endorsement requirements stated in the paragraphs above, the Successful Vendor shall provide and maintain the minimum insurance coverage listed below unless otherwise agreed to in writing: • Pollution Legal Liability insurance with a minimum of combined single limit of ONE MILLION ($1,000.000) each occurrence, TWO MILLION ($2,000,000) annual aggregate. a. Coverage must be identified as specific to the operations described in the Scope of Services in this RFP. b. The Policy shall include coverage for bodily injury, sickness, disease, mental anguish or shock sustained by any person including death. c. The policy shall include coverage for property damage including physical damage to or destruction of tangible property and the resulting loss of use thereof, clean-up costs, and the loss of use of tangible property that has not been physically damaged or destroyed. d. For losses that arise from the facility, coverage shall apply to sudden and non-sudden pollution conditions including the discharge, dispersal, release or escape of smoke, vapors, soot, fumes, acids, alkalis, toxic chemicals, liquids or gases, waste materials or other irritants, contaminants or pollutants into or upon land, the atmosphere, or any watercourse or body of water, which results in bodily injury or property damage. e. The policy shall include coverage for defense, including costs, charges and expenses incurred in the investigation, adjustment or defense of claims for such compensatory damages. • Business Automobile Liability – Bodily Injury and Property Damage for any owned, hired, and/or non-owned vehicles used in the performance of any services to the University of Arizona by Contractor. The policy shall provide Automobile Pollution Liability specific to the transportation of hazardous materials from the project site to the final disposal location. Contractor shall furnish certificates of insurance, prior to the commencement of the contract, naming the State of Arizona, Arizona Board of Regents, on behalf of the University of Arizona, and its officers, officials, agents, and employees as additional insured with respect to liability arising out of the activities performed by or on behalf of (insert name of Contractor). Page 20 of 33 4.30 Intellectual Property. It is understood and agreed that ownership of intellectual property developed as a result of fulfilling the requirements of this Request for Proposals belongs solely and exclusively to the Arizona Board of Regents on behalf of the University of Arizona. Documents/drawings used in this proposal belong to the Arizona Board of Regents on behalf of the University of Arizona and/or are being used with permission. Intellectual property as used herein, means all forms of legally protectable intellectual property, including copyrights, trademarks, inventions, patent applications, patents and mask works, drawings and/or blueprints. It is also understood and agreed that anything created as a result of an award of this proposal is considered a work for hire under the U.S. copyright laws and as such, the Arizona Board of Regents on behalf of the University of Arizona will own the copyright. 4.31 Labor Disputes. Successful Vendor shall give prompt notice to the University of any actual or potential labor dispute which delays or may delay performance of the Agreement. 4.32 Laws and Regulations. Successful Vendors are solely responsible for keeping themselves fully informed of and faithfully observing all laws, ordinances, and regulations affecting the rights of their employees, and shall protect and indemnify the University, its officers and agents against any claims of liability arising from or based on any violation thereof. 4.33 No Waiver of Right by the University. No waiver by University of any breach of the provisions of the Agreement by the Successful Vendor shall in any way be construed to be a waiver of any future breach or bar the University’s right to insist on strict performance of the provisions of the Agreement 4.34 Parking. The Successful Vendor shall obtain all parking permits and/or decals that may be required while performing project work on University premises. The Successful Vendor should contact. 4.35 Performance and / or Payment Bonds. Not Applicable. 4.36 Payment Terms. Payments by the University shall be subject to the provision of Title 35 of Arizona Revised Statutes relating to time and manner of submission of claims. The University’s obligation is payable only and solely from funds appropriated for the purpose of the Agreement. Unless otherwise stated herein, the payment terms for the Agreement are Net 30 days. 4.37 Price Adjustment for Multi-Year Contracts. Price changes will normally only be considered at the end of one Agreement period and the beginning of another. Price change requests shall be in writing, submitted at least sixty (60) days prior to the end of the current Agreement period, and shall be supported by written evidence of increased costs to the Successful Vendor. The University will not approve unsupported price increases that will merely increase the gross profitability of the Successful Vendor at the expense of the University. Price change requests shall be a factor in the Agreement extension review process. The University shall, in its sole opinion, determine whether the requested price increase or an alternate option is in the best interest of the University. 4.38 Prior Course of Dealings. No trade usage, prior course of dealing, or course of performance under other agreements shall be a part of any agreement resulting from this RFP; nor shall such trade usage, prior course of dealing, or course of performance be used in the interpretation or construction of such resulting agreement. 4.39 Referencing of Orders. For each order issued against an agreement resulting hereunder, the University intends in good faith to reference this RFP for pricing, terms and conditions, delivery location, and other particulars. However, in the event the University fails to do so, the Page 21 of 33 University’s right to such terms, conditions, and particulars shall not be affected, and no liability of any kind or amount shall accrue to the University. 4.40 Remedies and Applicable Law. The Agreement shall be governed by and construed in accordance with the laws of the State of Arizona. University and Successful Vendor shall have all remedies afforded each by said law. The venue in any action or litigation commenced to enforce the Agreement shall be instituted in the appropriate courts in Arizona. 4.41 Right of Assurance. Whenever one party to the Agreement in good faith has reason to question the other party’s intent to perform, he may demand that the other party give a written assurance of their intent to perform. In the event that a demand is made and no written assurance is given within ten calendar (10) days, the demanding party may treat this failure as an anticipatory repudiation of the Agreement. 4.42 Right of Offset. The University shall be entitled to offset against any sums due the Successful Vendor, any expenses or costs incurred by the University, or damages assessed by the University concerning the Successful Vendor’s non-conforming performance or failure to perform the Agreement, or any other debt owing the University, including expenses, costs and damages described in the termination provisions contained herein. 4.43 Termination 4.43.1 Convenience. The University reserves the right to terminate the Agreement in whole or in part at any time when in the best interests of the University without penalty or recourse. Upon receipt of the written notice, the Successful Vendor shall immediately stop all work as directed in the notice, notify all subcontractors of the effective date of the termination and minimize all further costs to the University. In the event of termination under this provision, all documents, data and reports prepared by the Successful Vendor under the Agreement shall become the property of and delivered to the University. The Successful Vendor shall be entitled to receive just and equitable compensation for work in progress, work completed and materials accepted before the effective date of termination. Such compensation shall be the Successful Vendor’s sole remedy against the University in the event of termination under this provision. 4.43.2 Default. The University reserves the right to terminate the Agreement in whole or in part due to the failure of the Successful Vendor to comply with any term or condition of the Agreement, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Agreement. The University shall provide written notice of the termination and the reasons for it to the Successful Vendor. Upon termination under this provision, all goods, materials, documents, data and reports prepared by the Successful Vendor under the Agreement shall become the property of and be delivered to the University on demand. The University may, upon termination of the Agreement, procure, on terms and in the manner that it deems appropriate, materials or services to replace those under the Agreement. The Successful Vendor shall be liable to the University for any Excess Costs incurred by the University in re-procuring the materials or services. 4.43.3 Gratuities. The University may, by written notice to the Successful Vendor, cancel the Agreement if it is discovered by the University that gratuities, in the form of entertainment, gifts or other, were offered or given by the Successful Vendor, or any agent or representative of the Successful Vendor, to any officer or employee of the University with a view toward securing an Agreement or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with Page 22 of 33 respect to the performing of such Agreement. In the event the Agreement is canceled by the University pursuant to this provision, University shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Successful Vendor in providing such gratuities. 4.43.4 Insolvency. The University shall have the right to terminate the Agreement at any time in the event Successful Vendor files a petition in bankruptcy; or is adjudicated bankrupt; or if a petition in bankruptcy is filed against Successful Vendor and not discharged within thirty (30) days; or if Successful Vendor becomes insolvent or makes an assignment for the benefit of its creditors or an arrangement pursuant to any bankruptcy law; or if a receiver is appointed for Successful Vendor or its business. 4.43.5 Lack of Funding. The Agreement may be canceled without further obligation on the part of the Arizona Board of Regents and the University of Arizona in the event that sufficient appropriated funding is unavailable to assure full performance of the terms. The Successful Vendor shall be notified in writing of such non-appropriation as soon as reasonably possible. No penalty shall accrue to the Board or the University in the event this cancellation provision is exercised. This cancellation provision shall not be construed so as to permit the University to terminate the Agreement in order to acquire similar equipment, material, supplies or services from another party. 4.43.6 Stop Work Order. The University may at any time, by written order to the Successful Vendor, require the Successful Vendor to stop all or any part of the work called for by the Agreement for a period of ninety (90) days after the order is delivered to the Successful Vendor, and for any further period to which the parties may agree. The order shall be specifically identified as a Stop Work Order issued under this provision. Upon receipt of the order, the Successful Vendor shall immediately comply with its terms and take all reasonable steps to minimize the incidence of costs allocable to the work covered by the order during the period of work stoppage. If a Stop Work Order issued under this provision is canceled or the period of the order or any extension expires, the Successful Vendor shall resume work. The University shall make an equitable adjustment in the delivery schedule or Agreement price, or both, and the Agreement shall be amended in writing accordingly. 4.43.7 Suspension or Debarment. The University may by written notice to the Successful Vendor immediately terminate the Agreement if the University determines that the Successful Vendor has been debarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a subcontractor Vendor of any public procurement unit or other governmental body. 4.44 Continuation of Performance through Termination. The Successful Vendor shall continue to perform, in accordance with the requirements of Agreement, up to the date of termination, as directed in the termination notice. 4.45 Confidentiality. The parties shall comply with 20 USC Section 1232(g), the Buckley Amendment to the Family Educational Right and Privacy Act of 1974. Therefore, Vendor shall not be entitled to receive Employee or Student information directly from University, other than public information available in University directories which is not protected by federal or state privacy or confidentiality statutes or regulations. Vendor may solicit Employee and Student information directly from Employees and Students subject to prior disclosures by Vendor of all intended uses of such information. Regardless of the Employee or Student personal information, even if such information is publicly available via directories, Vendor shall under no Page 23 of 33 circumstances sell, duplicate, market, or give to any person or persons, entities or other companies a list or other personal information of any or all Employees or Students. All identities and personal information Employees and Students shall remain confidential. And disclosure by Vendor occurring without the express prior written consent of the Employee or Student shall result in the immediate termination of this agreement. 5.0 SCOPE OF WORK, SPECIFICATIONS, TECHNICAL REQUIREMENTS 5.1 Term of Agreement. The initial contract term will be three years, with two additional one year options upon mutual agreement of both parties. Continuation of the agreement shall be based upon periodic performance reviews with MGIO and the Vendor. The award of this RFP will be January 1, 2023 through January 1, 2027. 5.2 Scope of Work. The Electrical Services Program is to provide the University’s Mount Graham International Observatory with ongoing electrical system inspection, testing, infrared and ultrasonic surveying, and preventive maintenance. The Service Program is to be initiated, scheduled, administered, and updated by the Successful Vendor. The service activities will be directed and scheduled, on a regular basis, preferably with the Successful Vendor's comprehensive computerized maintenance management system, and shall be based upon manufacturer's recommendations, equipment location, application, type, age, run-time and as hereinafter specified. 5.2.1 Inventory of Equipment Schedule – Attachment #1 5.2.2 Updated MGIO Power & Utility Schematic – Attachment #2 5.2.3 High Altitude Release – Attachment #3 5.2.4 Swift Trail Road Mile Markers – Attachment #4 5.3 Technical Requirements: 5.3.1 Reference Inventory of Equipment Schedule. The Vendor shall provide the electrical services as specified herein for these electrical services. 5.3.2 Program Progress. The Successful Vendor will be required to keep the University informed of the program's progress and results on a continuing basis via detailed written reports presented after each service call, for the University's review, approval, and record. 5.3.3 Required materials, tools, equipment, etc. The Successful Vendor is to provide for his/her use all required materials, tools, equipment, etc. necessary to appropriately carry out all testing, infrared and ultrasonic surveying, and preventive maintenance tasks and procedures outlined under this Electrical Services Program. 5.3.4 ARC Flash & Fuse Coordination. The Successful Vendor shall conduct an ARC Flash & Fuse Coordination study on all equipment to maintain compliance with NFP70E 2021. This work shall be done the first contract year. Documentation for the previous (2015) ARC flash and fuse coordination study is available. 5.3.5 Harmonics testing, (under 1000 volts). the Successful Vendor is to utilize test equipment which measures "true" RMS values. Portable test equipment which is average responding RMS calibrated shall not be acceptable testing instrumentation. Medium Voltage and Current testing equipment shall accurate to +-3% or better. Page 24 of 33 5.3.6 Infrared Surveying. The Successful Vendor is to utilize thermographic test equipment, which meets or exceeds industry standards. 5.3.7 Power Factor Testing. The Successful Vendor is to utilize test equipment, which meets or exceeds industry standards. Multimeter shall measure frequencies between 0.5 Hz and 200 KHz with up to 0.01 Hz resolution. Accuracy shall be 1 % for any range for all functions. 5.3.8 Ultrasound Inspecting. The Successful Vendor is to utilize ultrasonic test equipment, which meets or exceeds industry standards. 5.3.9 Grounding Operations and Equipment. The Vendor shall be responsible for all grounding operations and equipment. 5.3.10 Micro AT Controller. The S&C Micro AT Controller will not be part of this contract award. This equipment is maintained by S&C Verde Power on a separate contract. The preventative maintenance of all equipment will be coordinated by MGIO with S&C and the Successful Vendor. 5.4 Energized System Services. Required Inspections: 5.4.1 Visual Mechanical Inspection. The Successful Vendor is to perform a visual and mechanical inspection of all electrical equipment identified in the Inventory of Equipment Schedule. Visual and mechanical inspection activities shall include all appropriate visual and mechanical inspection tasks which can be safely performed while the site's electrical power system is energized, including but not limited to the following: Inspecting for physical, electrical and mechanical condition; comparing equipment nameplate information with the latest one-line diagram and reporting discrepancies; checking for proper anchorage, required clearances, physical damage and proper alignments; inspecting all bus connections; verifying proper installation; verification of appropriate lubricant. The Successful Vendor shall utilize color photography to document any identified concerns or potential problem areas. 5.4.2 Electrical Testing. The Successful Vendor is to perform electrical tests on all electrical equipment identified in the Inventory of Equipment Schedule. Electrical test activities include all appropriate tests which can be safely performed while the site's electrical power distribution is energized, including, but not limited to, the following: Over potential tests; power factor tests; neutral-to-ground voltage checks; outlet checks, phase voltage and current checks. 5.4.3 Infrared Survey. The Successful Vendor is to perform infrared surveys on all equipment identified in the Inventory of Equipment Schedule. Infrared survey activities shall include: Removing and replacing all necessary covers; scanning all switches, busways, open buses, switchgear, cable, cable and bus connections, circuit breakers, load tap changes; and documenting and reporting all findings including problem areas ("hot spots") and phase imbalances to the University, including color images showing the above. 5.4.4 Harmonics Testing and Evaluation. The Successful Vendor is to perform harmonics testing and evaluation on all equipment identified in the Inventory of Equipment Schedule, (under 1000v, Medium voltage will be checked by Ultrasonic, Thermographic and interpolation from the load side of Transformers where necessary). Items conducted during harmonics testing and evaluation shall include: Checking transformer heat levels; checking transformer secondary phase voltages and currents; checking transformer secondary phase percentage harmonics; checking phase currents and voltages for each outgoing feeder and neutral; checking harmonic percentage of fundamental for second, third, fifth, seventh, ninth, eleventh and fifteenth harmonic order for each outgoing feeder and neutral. Page 25 of 33 5.4.5 Preventive Maintenance. The Successful Vendor is to perform preventive maintenance on all equipment identified in the Inventory of Equipment Schedule and that can be safely performed while the site's electrical power distribution system is energized. The Successful Vendor is to perform all preventive maintenance tasks required to extend equipment life, maximize safety and assure proper operating conditions and efficiency. Preventive maintenance activities shall include: Cleaning electrical components; lubricating switches, switchgear, circuit breakers, etc., as required; calibrating as required; aligning components as required; tightening all electrical and bus bar connections to the OEM torque specifications; adjusting blade alignments. 5.4.6 Preventative Maintenance Tasking Sheet. Vendors are to furnish with their proposal a preventative maintenance tasking sheet detailing the standard tasks to be performed per item of equipment. 5.5 De-Energized System Services. Required Inspections: 5.5.1 Inspection and Testing. The Successful Vendor is to perform appropriate physical, electrical and mechanical inspections and tests on all electrical equipment identified in the Inventory of Equipment Schedule while the site's electrical power distribution system is fully de-energized. Inspection and testing activities are to include: Inspecting for physical, electrical and mechanical condition; performing appropriate tests including, but not limited to, ground resistance, insulation resistance and verification of proper operation. 5.5.2 Inspection and Testing. The Successful Vendor is to schedule and safely perform all necessary inspection and testing of the electrical distribution system, which cannot be safely performed while the electrical distribution system is energized. The Successful Vendor is to ensure inspection and testing of 100% of the components of all equipment identified in the Inventory of Equipment Schedule. 5.5.3 Destructive Testing. No destructive testing (i.e., high potential testing, etc.) is to be performed at more than 133% of the operating voltage or 100% of the equipment's insulating voltage rating of the equipment being tested. 5.5.4 Preventative Maintenance. The Successful Vendor is to schedule all necessary preventive maintenance tasks on the electrical distribution system which cannot be safely performed while the electrical distribution system is energized. The Successful Vendor is to ensure preventive maintenance on 100% of the components of all equipment identified in the Inventory of Equipment Schedule. 5.6 Program Scheduling. 5.6.1 The Successful Vendor is to make regularly scheduled service visits as to perform and complete all services as specified for this Electrical Services Program. 5.6.2 The Successful Vendor is to begin and end each scheduled service visit by consulting with the University's representative. The Successful Vendor is to inform the University of Actions taken and actions planned to assure system performance. 5.6.3 The best time to perform preventative maintenance is June through September. The months of July and August are best options as the telescopes shut down for maintenance operations. MGIO would need to coordinate shut down times with all telescope owners. Page 26 of 33 5.6.4 MGIO Responsibilities to Vendor. MGIO shall be responsible for the following: 184.108.40.206 To take the load off the mountain site, MGIO will de-energize the commercial line at Bonita. MGIO does follow a lockout/tagout procedure that will be provided to the successful vendor. The Vendor is responsible for all lockout/tagout procedures. And, for all grounding operations and equipment. Vendors should budget 5-6 hours just for lockout/tagout procedure from Bonita to all sites. 220.127.116.11 MGIO shall report to the vendor information (if known) for the vendor to make proper safety assessments. 18.104.22.168 MGIO shall conduct a Pre-Job Safety Meeting to communicate pre job hazards to the vendor. 5.6.5 Time Frame Requirements for Shut Down Operations. All preventative maintenance operations must be completed within (4) four days total. Telescope sites will want minimal shutdown. De-energized must be the same day (8 hours). Energized is being on commercial power. On site generators can run while commercial power is off line. When total outage is necessary, only in house generators can support individual buildings as long as buildings can be isolated. 22.214.171.124 Energized and de-energized services are to be performed during normal working hours. Normal working hours are sunup to sundown Monday through Friday. Commercial power should be off until the job is complete within 8-12 hours. 5.6.6 Energized system services is to be scheduled annually for all equipment detailed on the Inventory of Equipment Schedule. The actual service schedule is to be reviewed and approved by the University before the Successful Vendor begins any work. 126.96.36.199 Energized system services is to be performed during normal site working hours on normal site working days or nights. The intention is to analyze the site under conditions when the telescopes are in use or peak loads are encountered. This program does not include necessary components or instructions for construction safety. The University assumes no responsibility for any workman's or transient's safety, or for the adequacy of equipment, site components, scaffolds, forms or other work aids, or any necessity to work on live electrical components. Further, no superintendence is included or intended 5.6.7 De-energized system services are to be scheduled annually for the following equipment detailed on the Inventory of Equipment Schedule: Main Service Entrances Vertical Switchgear Cabinets – Transformers Automatic Transfer Switches – Medium Voltage Cables – Line Reactors Protective Relays (secondary current injection only) 188.8.131.52 All outages are to be scheduled through and approved by the University. Scheduled outages are to be accomplished with a minimum of inconvenience and business interruption to the University. 184.108.40.206 De-energized system services are to be performed during normal working hours on normal working days; Monday through Friday, between sunrise and sunset (8 to 12 hours) 5.7 Professional Reporting Services. Page 27 of 33 5.7.1 Documentation of the services provided, testing results, potential equipment failures and recommendations for corrective action are required in a formal written format. Reports shall be sent direct to MGIO Director or appointee to be reviewed. No payment for services will be issued until receipt of a complete and qualified report, without exception. 5.7.2 Upon completion of the detailed examination, testing, infrared surveying and preventive maintenance for a site, the Successful Vendor is to compile and review all data and test results to analyze the site's electrical distribution system so as to identify: Electrical safety concerns; electrical fire hazards; power quality; possible electrical component failure/power outage concerns; and potential electrical utility bill reduction opportunities. 5.7.3 Based upon this analysis, the Successful Vendor is to prepare a formal written evaluation and report for each site/equipment, which is to include the following: Equipment Inventory; Infrared and Ultrasonic Survey Exceptions; Power Quality Analysis; and Electrical Systems Analysis, which includes descriptions of recorded problems, consequences if the problems are not corrected, recommendations for correcting the problems, and corrective actions planned and/or taken. 5.7.4 Proposals are to include a sample of the following items: A set of reports shall be provided for each piece of equipment identified in the Inventory of Equipment Schedule. As a minimum, the reports set shall include the following information: General information; inventory information including size, type, quantity, manufacturer, electrical ratings, and location of equipment; inspection/tests performed; inspection/test results; probable cause(s) of problem(s); photographs; and infrared events. An Infrared and Ultrasonic Survey Exception Report shall be provided for all identified concerns or potential problems. As a minimum, the Infrared Survey Exception Report shall consist of a color graphic report of abnormal temperature readings identified by the infrared survey. The report shall detail ambient, caution, and warning conditions. The report shall be used to establish electrical trends for future evaluations and to chart deterioration over time. A Power Quality Analysis Report shall be provided for all identified concerns or potential problems. As a minimum, the Power Quality Analysis Report shall include the spectrum of harmonic disturbances for each test point in the electrical system where disruption due to adverse power quality interaction is suspected. In addition, the report shall provide alternative options for power quality protection of operating and load systems. An Electrical Systems Analysis Report shall be provided for all identified concerns or potential problems. As a minimum, the Electrical Systems Analysis Report shall include for each identified concern or potential problem a detailed description of the situation, a color photograph of the situation, an explanation as to the cause, what the particular situation is causing, the consequences if the situation is left unrepaired, the recommended course of action to be taken to correct the identified concern or potential problem, and a list of the required action steps which will properly rectify the situation. 5.8 Document Management System. The Vendor is to submit with proposal a detailed description of the maintenance management system utilized. Successful Vendor is to provide appropriate scheduling to assure that the electrical equipment is properly inventoried, and that no Page 28 of 33 scheduled service task is overlooked. Proposal is to include a typical maintenance schedule, along with the details of your document management system and whether it allows for the following: Scheduling of visit and service tasks Tracking of equipment information Trending of electrical measurements taken Cataloging of digital images (standard and infrared) Analysis of recorded equipment problems 5.9 Additional Services. At the University’s request, the Successful Vendor may be asked to perform additional inspection, testing infrared surveying, preventive maintenance or maintenance services for electrical distribution system components not included in the scope of this contract. Additional services are to include, but not necessarily be limited to, all applicable inspection and test procedures, maintenance repair and emergency services for the following electrical distribution system components: • Transformers (Dry or Liquid Filled) • Power Transmission and Distribution Cables • Switches • Shunt Reactors • Circuit Breakers • Branch Circuit Panels 5.9.1 The University is to be billed at the Successful Vendor's prevailing preferred customer billing rate for any additional electrical inspection, testing, infrared scanning, preventive maintenance and maintenance repair services not included in or covered by this Electrical Services Program. Vendors are to include, with their proposal, this hourly rate, for both regular time and premium time, which is to apply to all work outside the scope of the Electrical Services Program and as requested by the University. This hourly rate is to include any applicable per mile travel cost(s) and any other cost(s). 5.10 Miscellaneous. 5.10.1 Design Specification Standards. This RFP Scope of Work and Specifications and The University of Arizona Manual of Design and Specification standards shall govern performance of work. Here is the DSS link: https://www.pdc.arizona.edu/dss
5.10.2 Identification. All of the Successful Vendor’s personnel shall be uniformed or photo badge identified at all times when working throughout the site. The MGIO Base Camp Office will obtain any necessary permits for the Successful Vendor’s employees assigned to the Electrical Services Program. 5.10.3 Squirrel Permit Required. Each employee must request and carry a USFS Squirrel Permit https://mgio.arizona.edu/observers-staff-and-contractors-0
5.10.4 Site Hazards. The work site can expose employees to hazards from high altitude sickness as the work starts at 4000 ft. to 10,000 ft. elevation, hazardous mountain driving conditions, weather conditions, forest fires, lightning, wild animals and poisonous snakes. 220.127.116.11 MGIO maintains the vegetation and erosion control for the specified work sites. 18.104.22.168 MGIO would ensure the roads are open to sites. During snow, 4-wheel drive with chains is required. https://www.pdc.arizona.edu/dss https://mgio.arizona.edu/observers-staff-and-contractors-0
Page 29 of 33 22.214.171.124 Emergency access for removal of injured personnel is via helicopter at the following Swift Trail Road mile markers: 126.2, 137.2 and 143.2 (Reference Attachment #4). 5.10.5 MGIO. https://mgio.arizona.edu/
5.10.6 LBT Site. Each employee must register on line prior to working at the LBT site. Visit https://wiki.lbto.org/Safety/InstrumentTeamSafety
5.11 Vendor Qualifications/Experience. 5.11.1 The Successful Vendor is to have an office staffed with fully trained personnel capable of providing engineering, supervision, system evaluation and the appropriate troubleshooting services to the University. The Successful Vendor is to perform all work in compliance with International Electrical Testing Association (NETA) standards, the National Electrical Code, and the National Fire Protection Association standards. 5.11.2 The University prefers that the Successful Vendor be an established company and full electrical services provider with a minimum of (8) years of experience in electrical testing and services. 126.96.36.199 Proposals are to include a company profile which describes your history, services offered, location(s), your bonding agent, banking reference, insurance agent and other relevant information. 188.8.131.52 Documentation submitted shall include a list of projects performed for the University of Arizona, and a list of projects of similar scope/nature performed for other clients. Documentation of experience shall include only projects completed within the last 8 years. 184.108.40.206 Proposal is to include detailed information on your safety program, safety record, training of qualified employees, and frequency of training. 5.11.3 Single Point of Contact. A designated project manager is to be assigned account responsibility to monitor equipment performance, to track service history, and to consult with the University to meet our objectives. The project manager and the entire office is to be available by telephone to assist the University in identifying or resolving operational needs and problems. Proposal is to include a primary point of contact, and a secondary point of contact to be utilized in the event the primary contact is not available. Provide the following information for each: Name, résumé that has his/her qualifications, experience, and the length of time working for your company and contact information. 5.11.4 Service Personnel. The University requires professionally trained technical service personnel to perform and complete all services specified for this RFP. Service personnel are to be skilled electrical journeymen wiremen in the regular employ of Vendor, and have a minimum of five (5) years of individual experience with electrical systems repair, installation, analysis, testing procedures and preventive maintenance services. Service personnel are to be trained in OSHA requirements for working on or near energized or de-energized electrical equipment. Proposal is to provide the following information about at least two (2) service personnel that will be assigned to the Electrical Services Program: résumés that have their qualifications, experience, and the length of time working for your company. https://mgio.arizona.edu/ https://wiki.lbto.org/Safety/InstrumentTeamSafety
Page 30 of 33 5.11.5 Licenses. Proposals are to include copies of the required Arizona State contractor licensing to perform Electrical Construction, Maintenance and High Voltage Services, (type A-17, C-11 and K-11). If such licenses are currently active, please list the name of the Contractor’s license holder, and provide a copy of the license(s). Vendor must have active license(s) prior to award. 5.11.6 Emergency Services. Proposal is to describe your 24-hour emergency service capabilities and the details on how the University will have continual priority availability for these emergency services throughout the life of the award should the need ever arise. In addition, provide information concerning the guarantee of a two (2) hour on-site response time. 5.11.7 Safety Program. Proposals shall address your companies written safety plan and training of employees for this type of preventative maintenance for energized and de- energized work. 220.127.116.11 The vendor shall ensure that each of their employees is instructed in the hazards communicated to the contractor by the responsible MGIO contact. 18.104.22.168 The vendor shall ensure that all of their employees have had the required training with respect to job function that they will be performing. 22.214.171.124 The vendor shall ensure that each of their employees are qualified and authorized to safely perform work on site. 126.96.36.199 The vendor shall ensure employees are qualified electrical workers, CPR trained, and have knowledge of approach boundaries, access to PPE, and provide Work Permits for energized work. 188.8.131.52 MGIO will communicate job related hazards to the contractor prior to beginning work. 184.108.40.206 The vendor employer shall keep MGIO advised of: Any unique hazards presented by the vendors work Any hazards founding during the vendors work that were not communicated by MGIO. The measures that the vendor takes to correct any violation reported to them by MGIO and how similar violations are prevented from re- curing. 220.127.116.11 The vendor shall ensure that each of their employees: Comply with Federal OSHA https://www.osha.gov/
Comply with State OSHA https://www.azica.gov/divisions/adosh
Comply with NFPA 70E 2021 Electrical Safe Work Standards. Comply with UA/MGIO High Altitude training/awareness requirements. 5.12 References. Proposals are to include three (3) references from clients that are currently performing ongoing electrical maintenance, similar in size, equipment type and scope of services to that which is specified herein. Information is to include the company name, contact name and telephone number. https://www.osha.gov/ https://www.azica.gov/divisions/adosh
Page 31 of 33 5.13 Detailed Pricing. Fixed price costs and labor rates. Return with your RFP Response 5.13.1 Annual cost Electrical Services Program. ______________. 5.13.2 Cost to conduct an ARC Flash Analysis with report and label installation. _________. 5.13.3 Per hour price for additional services (section 5.9) for regular time. __________. 5.13.4 Per hour price for premium time for additional services: ___________. 5.13.5 Identify other costs, if any. 5.14 Payment Terms. State your payment terms (i.e. 2% 10, net 30; etc.). _________ 5.15 Method of Payment & Discount for Early Payment. The University’s preferred method of payment is via credit card. The University would issue a Purchase Order and upon receipt of goods or services, pay subsequent invoices by credit card. Will you accept payment via credit card? Yes _____ No _____ Do you offer an early payment discount? Yes _____ No _____ If yes, what is your offer? _____ % if paid within _____ days after the University receives a proper, accurate and uncontested Invoice for Payment. If payment via credit card is accepted and an early payment discount is offered, would the University receive the discount if paying by credit card? Yes _____ No _____ 6.0 CERTIFICATIONS AND FORMS (Vendor to complete and return with proposal) 6.1 Certification of Proposal 6.2 Legal Workers Certification (Required for all Contracts for: Services; Construction or Maintenance of Structure, Building or Transportation Facility; or Improvements to Real Property costing $100K and over) Page 32 of 33 6.1. Certification of Proposal (vendor to complete and return with proposal) Explanation. This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying provisions contained herein. Action. Vendor is to ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to Request for Proposals # L262301 issued by the University of Arizona. The undersigned, as a duly authorized officer, hereby certifies that _______________ ____________________________________________________ (Vendor Name), located at ______________________________________________________________________(address), agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions and provisions of the referenced Request for Proposals (RFP) and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of ninety- (90) calendar days as of the Due Date for responses to the RFP. The undersigned certifies that to the best of his/her knowledge: (check one) There is no officer or employee of the University of Arizona who has, or whose relative has, a substantial interest in any Contract award subsequent to this proposal. The names of any and all public officers or employees of the University of Arizona who have, or who's relative has, a substantial interest in any Contract award subsequent to this proposal are identified by name as part of this