T&M HVAC

REQUEST FOR PROPOSAL 2026-10-389 MRT
THE UNIVERSITY OF AKRON IS SEEKING PROPOSALS
for
T&M Contract HVAC
AS PER THE SPECIFICATIONS LISTED HEREIN
PROPOSAL DUE DATE: 10/22/2026
PROPOSAL DUE TIME: 2:00 PM LOCAL TIME
ISSUED BY: THE UNIVERSITY OF AKRON
DEPARTMENT OF PURCHASING
Contact: Michael Trivisonno
NOTE: All questions and correspondence MUST go through Workday Strategic
Sourcing. Bidders must register to use Workday Strategic Sourcing by navigating to
the following:
https://doc.workday.com/user-guide/en-us/strategic-sourcing/supplier-account-
setup/gnj1594911610346.html
Additional vendor support is provided by emailing: scoutsupport@workday.com
Pre-Bid Meeting: Tuesday, October 13th at 11am at the Department of Purchasing
Conference Room, 1st Floor, 250 S. Forge Street, Akron, Ohio 44325-9001. PEAC Suite
102

1.0 GENERAL INFORMATION
The University of Akron (UA) is one of the highest ranked public urban research universities in Ohio and
the Midwest. Founded in 1870, UA is a Princeton Review Best Regional College and has the top
polymer science and plastics engineering program in the world, according to EduRank. The University
meets the needs of its more than 15,000 students with over 200 in-demand associate, bachelor's,
master's, doctoral and professional degree programs, and top-ranked online and adult education
programs for nontraditional students.
UA's metropolitan campus in Ohio's fifth-largest city is surrounded by thousands of businesses,
including Fortune 500 companies, offering students access to internships, co-ops and career pathways.
UA offers around 300 extracurricular opportunities and 17 NCAA Division I sports teams, as well as a
nationally recognized student success and support program, an award-winning student recreation
center and a Smithsonian-affiliate museum.
To learn more about The University of Akron, visit www.uakron.edu.
1.1 Process and Timeline
RFP Released October 6th, 2026
Pre-Bid Meeting October 13th, 2026
Deadline for Questions October 16th, 2026
Proposals Due October 22nd, 2026
Final Selection October 23rd, 2026
All dates except for Proposal Due Date are estimates and may move slightly as the process unfolds.
1.2 The University of Akron T&M Process
Time & Materials (T&M) contracts are intended for emergency or time-sensitive work where services
must be initiated quickly and there is insufficient time to obtain competitive quotes for each individual
project. Through the competitive RFP process, the University establishes a pool of qualified T&M
contractors. Labor rates, material pricing and other applicable costs submitted during the RFP process
are fixed for the contract term and will apply to all T&M work performed during that period.
1. When an emergency or time-sensitive need arises, the University will contact T&M contractors based
on the established ranking from the RFP evaluation, beginning with the contractor offering the most
favorable pricing.
2. If the first-ranked contractor is unavailable or unable to perform the work, the University will contact
the next contractor in the established order until the work is assigned.
3. Once a contractor accepts the assignment, work may proceed in accordance with the scope of services
and the terms and conditions of the contract.
4. Separate quotes are not required for each T&M project, as labor rates, material pricing and other
applicable costs were competitively established through the RFP process and incorporated into the
Professional Services Agreement (to be signed by all awarded contractors).
5. Contractors are required to maintain accurate records of labor hours, materials, equipment and any
other allowable costs associated with the work.

6. Upon completion of the work, the contractor shall submit an itemized invoice detailing all charges.
7. The University will review and verify the invoice against the pricing submitted in the RFP, as well as the
actual work performed, including labor classifications, applicable prevailing wage requirements, labor
hours, materials, equipment, and other allowable charges.
8. Once the invoice has been reviewed and approved, it will be forwarded to Accounts Payable for
payment.
2.0 PROPOSALS
2.1 Scope
SECTION 1: GENERAL REQUIREMENTS AND INSTRUCTIONS TO BIDDERS
1. Proposals are invited for furnishing labor, service, and/or materials in the HVAC trade(s) as described
in these specifications for general maintenance and repair work, alterations, and construction, on an
"as needed" basis, by The University of Akron. All work under this contract shall be in accordance
with the following General and Detailed specifications and with any supplemental plans and
specifications as may be required and issued for any specific project to be accomplished under this
agreement.
2. Proposals are to be submitted on the official "Form of Proposal" attached to these specifications. All
forms shall be filled in completely. Failure to submit required materials or provide information as
required may be cause for rejection of the proposal. Other inclusions with the proposal submission
should be:
a. Company Narrative Letter (See item 3 below for instructions)
b. Stock price list
c. Subcontract list
d. List of Exceptions (if any)
3. Proposals are solicited from, and contracts will only be awarded to, experienced prime contractors
in the trade category listed. Bidders must be able to document satisfactory experience in servicing
various commercial/industrial accounts in that trade. The bidders must submit a narrative letter
describing their company. This letter shall include: the principals; size of company; number of
employees, classifications, certifications and experience levels of full-time employees; and
equipment and facilities of the company. Failure to submit this information may be cause for
rejection of the proposal. Bidders must realize that their ability to provide the quality and levels of
service required by the University, over the life of the contract, will be a prime consideration in
awarding contracts under these specifications.
Contractors must be prepared to provide sufficient skilled tradesmen, equipment and materials to
accomplish various jobs or projects, concurrently, during our peak construction season. Depending
upon the proven capabilities of a contractor at various sized projects, the size of the contractors
regular work force, the ability of the contractor to draw upon a recognized pool of skilled craftsmen,
and the amount of yearly work normally accomplished by the University, the University reserves the
right to make an award to one (1) vendor or multiple vendors for this contract, if it is determined to
be in the University's best interest. In awarding joint contracts, the relative size of the various

bidders' full time work-forces, in comparison to estimated needs of the University, will be a major
determining factor as to which bidder(s) such award(s) is (are) made.
4. The term of the contract shall be for one year. The contract shall be renewable for four (4) additional
years, one (1) year at a time, upon mutual agreement of both parties. The University also reserves
the right to extend the contract for one hundred and twenty (120) days past the normal expiration
date. The contract may be cancelled by either party at any time during its term, by giving thirty (30)
days prior written notice to the other party.
5. Slow response time on projects, failure of the contractor to pursue the work with diligence, poor
productivity or inefficient work, and/or poor workmanship, the inability of the contractor to provide
sufficient skilled craftsmen, on a timely basis as determined by the University will be grounds to
cancel the contract. The University of Akron also reserves the right to notify the contractor regarding
any of its employees who might be in violation of the contract and University rules and regulations
or whose conduct or workmanship is unsatisfactory to the University. It is expected that the
contractor will undertake appropriate corrective action. It is understood that the contractor will
utilize workers on the campus who will abide by University rules and regulations as well as the laws
and ordinances of the City of Akron, State of Ohio, and the federal government.
6. The contractor shall have the capability of responding to the needs of The University of Akron on
both an emergency and routine basis. Routine needs will require response within 3 days
depending on the size of the job, number of workers needed, other projects on campus, etc.
Emergency work must require response within 2 hours, and require a varied number of personnel
depending on the severity of the problem. It shall be understood that for emergency work, time is of
the essence.
7. Assignment of foremen, journeymen, apprentices, and laborers on each project, and ratio of one to
another, shall vary by the size of the project and be governed by applicable local agreements or
normally accepted local practices. Contractors participating in apprenticeship programs may quote
labor rates for apprentices on an attached sheet, and use such apprentices on University work in
accordance with accepted ratios and upon approval of the University. The University reserves the
right to limit the use of, or level of, apprentices on any or all projects. Availability of qualified
apprentices at favorable rates will be a consideration, but not the sole basis, for the award. If rates
are not quoted for apprentices, the University assumes and expects that the contractor will furnish
fully qualified journeymen for all work.
8. The contractor is expected to furnish, at no additional cost: tools, safety equipment, welding
equipment, and hand power tools normally associated with the trade requested.
9. Each project will have a designated University of Akron Project Manager. All communications
regarding the project must be directed to the Project Manager. Estimates and rental rates must be
submitted in writing and written approval must be obtained from the Project Manager prior to
proceeding with any work.
10. In the event that specialty tools need rented for a specific project, it is expected that the contractor
will provide the Project Manager a written estimate of rental costs and obtain written approval prior
to renting such equipment. Availability of tools and equipment, and usage rates, may be a

consideration in award. Failure of the contractor to provide sufficient tools of the trade, for work
assigned, will be just cause for immediate cancellation of the contract. Any charges for such rentals
are to be at the agreed upon hourly rate and only for the actual hours operated, not storage hours
on campus.
11. FOR ALL WORK under these specifications, the contractor shall provide that eight (8) hours shall
constitute a day's work, and that the prevailing wage rates apply if the work exceeds the rate
schedule found at http://www.com.ohio.gov/laws/docs/dico_prevailingwagethresholds.pdf .
12. Payments for labor and services under this contract shall be made on an hourly flat rate basis, and
limited to trade work actually performed on any project. Bidders shall quote a flat hourly rate for
the job classifications and equipment as listed on the Form of Proposal, plus any additional job
classifications or equipment they have available and consider applicable to this work. Benefits,
normal travel time, insurance and taxes, other overhead, profit, and any other miscellaneous costs
shall be included in and covered by the flat rate.
13. The University will make every effort to group projects so that employees can be assigned to work
on campus for full workdays when services are required. When contractor employees can be
assigned to work lasting at least one-half workday, such that contractor employees can begin or end
their workday at the University, any travel time for which a contractor is obligated to pay his
employee should be considered a part of overhead, and allowances for such, figured into the flat
hourly rate quoted to the University. The University will pay additional hours for travel for emergency
call-in, when contractor's employees are forced to travel during normal working hours due to the
immediacy of the project; or, the project took less than four hours to complete and there were no
other projects on campus to assign the employee. The coordinator may schedule work to be
completed on other shifts.
14. Normal supervisory time and administrative time, including project evaluation and estimating shall
be considered as a part of overhead. If a specific major project or projects require a significant time
commitment by the contractor and/or his employees/tradesmen for evaluation, engineering,
consulting and/or his estimating; separate payment for these consulting services may be authorized
by the University. However, any such payment must be applied for in advance by the contractor and
approved by the Project Manager prior to the consulting/evaluation work being accomplished.
15. If any information or pricing submitted by the bidders is unclear to the University, the University may
request additional explanation and/or pricing break-downs from the bidder for the purpose of
evaluation and award decisions. The bidder shall answer requests for additional information or
clarification in writing, and these responses will become a part of their proposal. Bidders failing to
provide adequate information on any issue, in a timely manner to allow a comprehensive evaluation
by the University, shall be considered unresponsive, and their proposal subject to rejection.
16. Prices offered shall be examined by the University for reasonableness, in light of prevailing wage
requirements, overhead, and profit. Bidders may be called upon to detail and support their pricing
prior to an award, and proposals determined by the University to be unreasonable in light of required
wages and normal operational expenses may be rejected.
17. Work to be assigned under this contract shall be determined solely by The University of Akron. The

University reserves the right to bid any project separately. The University does not guarantee any
specific volume of work under this contract. All work performed under this agreement shall be billed
on a time and material basis utilizing the contract rates and based on actual labor, materials,
equipment, and services provided.
During construction, any changes to or additions in the project scope shall be submitted to the
appropriate Project Manager in writing and must receive written approval from the Project Manager
prior to the commencement of such work. There shall be no verbal agreements as part of this
contract.
18. The only increase in rates payable under this contract shall be labor increases as reflected in the
Prevailing Wage determination for Summit County. The contractor shall notify the University
immediately upon a wage increase and provide documentation for acceptance by the University. All
bid prices submitted to The University of Akron must remain firm for one hundred eighty (180) days.
After this period.
Any price increase after the initial term requires at least thirty (30) days' prior written notice and
must receive formal written approval from the University before becoming effective. The University
reserves the right to evaluate the next lowest qualified bidder prior to approving any requested price
increase. Suppliers are expected to submit their most competitive and comprehensive pricing, as
post-submission price increases are not guaranteed.
SECTION 2: WORK CONTROL, TIMEKEEPING, & INVOICING
1. The University of Akron Physical Facilities T & M Coordinator or designated Project Manager will
schedule all work, and will determine assignments and priorities.
2. A "T & M Weekly Time Sheet" will be used by each contractor and will form the basis for invoicing of
all labor under this contract.
a. Each contractor will submit to the University a list of all company tradesmen used on the
project. This list will include the employee's name, classification, and hourly flat rate being
billed to the University for this employee.
b. Each contractor will maintain a T & M Weekly Time Sheet. The weekly time sheet will list each
project on which work is accomplished that day, approximate percentage of completion, and
a list of each employee working on campus that day with the regular and overtime hours
expended on each work order. More than one time sheet per day may be used if required due
to the number of projects.
c. Time sheets must be submitted to the Project Manager no later than one week after the day
worked. Time sheets must be accurate.
d. Weekly time sheets will form the basis for billing of all labor under T & M Contracts.
3. Separate invoices shall be submitted for each project to include all labor, material, necessary and
authorized equipment and tool rental, and other misc. charges. Billing shall occur in a timely manner.
Projects being accomplished within a 2 (two) week period are to be billed upon completion. Projects
lasting more than 2 (two) weeks, may be billed up to twice monthly. Invoices shall include the purchase

order number, job title and location, total labor hours, an itemized bill of materials with mark-up, and
any approved miscellaneous charges such as trucking, equipment, etc.
4. When an invoice from the contractor to the University includes materials, the contractor must support
these billings with copies of invoices or receipts showing the purchase from the original vendor. If the
contractor will be furnishing bulk materials over time, from his own stock, the contractor must submit
a price list to the project manager in advance for approval, supporting the prices with invoices/receipts
as required. When approved, this price list shall remain on file and serve as the basis for charges for
that material, until such time as a new price list is submitted by the contractor and approved.
5. When an invoice from the contractor to the University includes subcontractors, the contractor must
support these billings with copies of invoices from the subcontractor.
6. All equipment manufacturer warranties shall be submitted to the appropriate project manager with
the final weekly timesheet submission for a given project.
SECTION 3: GENERAL SPECIFICATIONS
1. The Director of Energy Engineering shall serve as the Time and Material (T & M) Work Coordinator.
Specific Project Managers for each project may be assigned and may vary according to the trade
or project.
2. Each bidder shall be responsible for examining all drawings, specifications, field conditions and all
other available information pertaining to the project. No additional compensation will be awarded
due to oversights on the part of the successful bidder.
3. The contractor is expected to obtain actual dimensions at each project site. Dimensions, routes,
and detail shown on University drawings may not always be correct. The provisioning or use of
such drawings will not relieve the vendor of his responsibility for accurate site measurements.
4. The specified work shall be completed for The University of Akron in accordance with these
specifications and accompanying details and are subject to approval by the proper Project Manager
of The University of Akron.
5. All work shall be done in a neat and workmanlike manner and will include all labor, material, and
incidentals necessary to complete the project. All incidental rubbish and debris shall be removed
from the site by the contractor, as often as necessary to ensure those conditions in and surrounding
the work area are safe and free from pedestrian obstructions as part of this contract. All
salvageable scrap materials are the property of The University of Akron and shall be removed to
the proper holding area as directed by the Project Manager.
6. All material shall be as documented by the Project Manager. No substitutions will be allowed
without written consent of the University's Project Manager.
7. Contractors shall comply with all requirements of the Ohio Basic Building Code and "Contract for
the Construction of Buildings". All work not done in accordance with (current) applicable codes
shall be corrected by the contractor at his expense in a timely manner.

8. If at any time, improper or imperfect materials or faulty workmanship is evident, whether before
or after inclusion into the work, the contractor shall be required to take any, or all, corrective
measures at their own expense.
9. The contractor shall furnish all scaffolding, machinery, transportation, tools, test equipment, safety
equipment and any other materials necessary for the proper completion of the project, all of which
shall be suitable and safe.
10. The contractor must have all subcontractors approved by the University of Akron Purchasing
Department in advance of awarding contract to subcontractors. Such subcontractors are
responsible and liable under the same general terms and conditions of the project as the principal
contractor. A list of areas that will be subcontracted must be submitted with the proposal.
11. All contractors, before making connections to or disturbing any of the service lines in buildings or
tunnels of The University of Akron, shall obtain permission from The University Project Manager to
proceed 3 weeks in advance, when appropriate. The University shop personnel will operate valves,
switches, etc. to begin needed service interruptions and repeat when outage period is complete.
The contractor shall be present during both shutdown and startup procedures. The contractor shall
make all connections and changes to service lines in a manner to cause the least interference; this
may require after-hours scheduling.
12. The contractor shall be responsible for damages to University property and shall repair or replace
same. This includes damages which may result from any act, omission, neglect, or misconduct.
When such damage or injury occurs, the contractor shall, at his own expense, restore property.
This shall also apply to turf, shrubs, flower beds, trees, and other growth.
13. The contractor is to guarantee all workmanship (labor/materials) for one year from date of final
acceptance of the project.
14. The contractor shall insure his workmen and will not hold the University responsible for any
damage to life or limb incurred during the execution of work.
15. Unskilled, careless and otherwise objectionable employees shall be removed by the contractor on
the written request of the University.
16. Hours of Work - Work under this contract shall be accomplished during normal University work
hours unless otherwise approved by the Project Manager. These hours are Monday through Friday
from 7:00 a.m. until 5:00 p.m. Likewise, contractors are expected to honor all University holidays
unless approved by the Project Manager. The Project Manager may schedule work to be
completed on other shifts.
17. Parking - All bidders will contact The University of Akron Parking Services Department 330-972-
7213 to determine the policy governing parking permits for vehicles that will be driven to the
campus by workmen. The cost for parking permits shall be considered as part of the contractors
overhead and not billable to the University.

18. Contractors shall furnish secure storage outside the building for paints and other flammable liquids.
19. The contractor's employees are required to evacuate campus buildings during fire alarms.
20. Buildings other than those being worked in by the contractor will not be entered by contractor's
employees for use of rest rooms, lunch rooms, coffee breaks etc.
21. Temporary barricades and traffic (pedestrian or vehicle) control devices shall be furnished, erected,
and maintained by the contractor as required by the University.
22. All contractors are required to comply with University regulations concerning safety including: 1.)
Physical Facilities Operations Center Lockout/Tagout policy; 2.) University of Akron Tunnel Policy;
3.) University of Akron Contractor Work Permit; 4.) The University of Akron Confined Space Policy,
5.) The University of Akron Hot Permit, 6) The University of Akron Hazardous Communications
Policy, 7.) Other safety regulations and 8.) The University "Smoking Policy" may apply. The
University is comprised of a multitude of buildings of varying age and construction, contractors
should be aware of the possibility of the presence of materials containing asbestos. The
contractor or their employee(s) is responsible for contacting The Department of Environmental
and Occupational Health and Safety about other asbestos, and all other safety concerns. The
Department of Environmental and Occupational Health and Safety can be reached at (330) 972-
6866.
SECTION 4: DETAILED SPECIFICATIONS (HVAC)
1. The work will consist of installation, maintenance and repair projects involving general high
Temperature Hot Water systems, high and low pressure steam, Chilled Water, natural gas piping,
HVAC etc. The contractor must be experienced in servicing and installing air handling units for steam,
oil fired, gas fired and electric systems. Contractors may be required to provide skilled mechanics in
each of these areas to include a certified welder for high pressure steam lines. Contractor must
maintain an available stock of steam parts and material compatible to the University of Akron's
systems. Contractor must provide a gas- or diesel-powered electric arc welder. Attach a list that
identifies welder Qualifications including if they are R-Certified.
The type and number of personnel needed to comply will vary. In addition, the periodic need of
refrigeration mechanics, steam pipe fitters and certified welder(s) will be required. Contractor must
respond within 2 hour time frame for emergency calls at any time. The University of Akron does not
obligate itself to any minimum workload and contractors are expected to provide additional
personnel if the needs of the University dictate. Contractor must use UA 41 or equal to National
Certified Pipe Welding Bureau # 1-12-1 for GTAW, gas tungsten arc welding welders.
2. The University reserves the right to supply all or part of the material requirements for any project
that results from this contract.

The University of Akron - Department of Purchasing
Form of Proposal
Project - Time and Material - HVAC
We, the undersigned, having read the specification, hereby propose to furnish all necessary labor, equipment,
materials, and services required for the completion of all work specified at the following rates:
Labor/Equipment Rates
Hourly Rates Regular Overtime Weekend Holiday
Laborer ________ ________ ________ ________
Pipefitter ________ ________ ________ ________
Welder ________ ________ ________ ________
R-Stamp Welder ________ ________ ________ ________
Other (specify/attach list)
Materials (percent added to material cost) ____________%
Subcontractor (percent added to subcontract cost) ____________%
Number of welders on staff _____________
Number of Welders capable of welding to B31.1 _____________
Number of Welders certified UA41 or equivalent _____________
Number of plumber/pipefitters certified to work on fire protection _____________
Ability to perform hot taps (not subcontracted) Yes or No
Other charges (list all equipment and associated rates)
Attach list of areas to be subcontracted
HVAC Technical Qualifications
Number of EPA 608 Certified Technicians: _____________
Number of Building Automation Systems (BAS) Technicians: _____________
Number of Boiler Technicians: _____________
Number of Chiller Technicians: _____________
Number of Steam/Pipefitting Technicians: _____________
(name of firm) (signature)
(address) (typed name)
(city and state) (title)
(telephone) (date)