RFP SSU 2027-01 Building Automation System Maintenance and Repairs

Salem State University through the office of the Chief Procurement Officer invites electronic proposals from qualified building automation system contractors to provide campus-wide preventive maintenance, diagnostics, repair, programming, integration, operator support, documentation, and on-call emergency and non-emergency services for the University's existing BAS and automatic temperature control infrastructure. The selected contractor shall furnish all labor, supervision, tools, test equipment, software access, transportation, incidental materials, and administrative services necessary to perform the work described in this RFP.

The procurement is intended for preventive maintenance, troubleshooting, repair, programming, integration, documentation, training, and on-call technical services for existing campus building automation systems.

Mobilization and Baseline Assessment

• Kickoff meeting with Facilities, Purchasing, IT, and other stakeholders.
• Review available record drawings, controller inventories, software versions, licenses, open deficiencies, alarm history, and prior service information.
• Submit a site-specific service plan, escalation contacts, safety plan, remote-access approach, and preventive maintenance calendar.
• Create or validate a secure asset register identifying building, panel, controller role, protocol, software/firmware, service status, backup status, and observed deficiency.
• Within the first ninety (90) calendar days after the contract start date, perform and submit a comprehensive initial assessment of the general BAS infrastructure and overall system health [...] The contractor shall also provide a prioritized written modernization and remediation plan to bring all supported systems to current, stable, manufacturer-supported software and firmware levels approved by the University.
• Perform initial backups before any approved changes and provide encrypted copies to the University.

Preventive Maintenance

Provide two comprehensive seasonal preventive maintenance visits per contract year, coordinated for heating and cooling transition, plus recurring remote or on-site review as proposed and accepted. At minimum, perform the tasks in Appendix B and the following [...]

Corrective Maintenance and Repair

• Diagnose BAS software, network, controller, sensor, actuator, wiring, interface, and sequence issues.
• Repair or replace failed components only after written University authorization when the work is not included in the fixed preventive-maintenance price.
• Use new, current-production, compatible components unless the University approves an alternate.
• Provide written root-cause findings for recurring or high-impact failures.

Operator Support and Training

• Provide telephone and approved remote support during normal business hours.
• Provide a minimum of eight (8) hours of scheduled, on-campus technical support during each calendar month at no additional cost beyond the fixed annual contract price.
• Provide a minimum of four (4) hours of operator orientation and training during each contract year at no additional cost beyond the fixed annual contract price.

**Submission:** Technical/Price Proposals are due by email to rramos@salemstate.edu on Monday November 16, 2026, by 11am. Late submission will be rejected.

Submit one technical proposal and one separate price proposal in the format, media, file-size, naming, labeling, and delivery method stated in the final posting. Price information shall not appear in the technical proposal.

Proposals shall remain valid for 120 calendar days after the due date unless the University requests and the proposer agrees to an extension.

**Evaluation:** Most advantageous responsible and responsive proposal, considering price and published comparative evaluation criteria.

• Technical and Management Proposal: 55 points
• Interview / Demonstration, if conducted: 15 points
• Price Proposal: 30 points
• Total: 100 points

**Insurance:** Commercial general liability, automobile liability, workers compensation. This insurance shall be written with respect to all coverage, for not less than the following policy limit: one million ($1,000,000) per each occurrence and one million ($1,000,000) aggregate.

**Bonds:** Contract for services in excess of $25,000, MGL c. 149, s. 29 payment bonds are required from the selected Contractor(s).

**Contract term:** Five (5) years. Up to two additional one-year options, exercisable solely by the University, subject to appropriation and written amendment.

**Site visit:** The University will conduct an optional pre-proposal conference site visit.