EDISON COMMUNITY COLLEGE

Request for Proposal

RFP TITLE:

ISSUED:

CLOSING DATE:

RESPONDENT

SUBMITTED BY _______________________________________________________________________ (Company Name)

STREET ADDRESS_____________________________________________________________________

CITY __________________________________________________ STATE_______ ZIP _____________

AUTHORIZED SIGNATURE ___________________________________________ DATE ___________

______________________________________________________________________________________ (Printed Name, Title)

BUSINESS PHONE ____________________________________ EMAIL_________________________

Contents

1. PROJECT OVERVIEW 3

2. COLLEGE:  MISSION, VISION, VALUES, AND HISTORY 4

3. SUBMITTING YOUR PROPOSAL5

4. AUTHORIZATION TO EXECUTE 7

5. ADMINISTRATIVE AND CONTRACTUAL INFORMATION 8

6. TERMS AND CONDITIONS 9

7. STATEMENT OF WORK 12

8. PROPOSAL CONTENTS 22

9. ALTERNATE, ENERGY EFFICIENCY MEASURES 24

10. ADDENDUM TO AGREEMENT 26

11. CONTRACT PERFORMANCE AND PAYMENT BOND 28

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1. PROJECT OVERVIEW

It is the intent of Edison Community College to enter into a contract for comprehensive, mechanical maintenance services for its HVAC systems at its facility located at 1973 Edison Drive, Piqua, Ohio.

The RFP for HVAC maintenance service will cover a period of one year beginning July 1st, 2010. It is the intent of the College to extend the contract for another two years beginning July 1st 2011 depending upon the availability of funds appropriated by the State of Ohio.

Firms may also submit a proposal for HVAC-related, energy efficiency measures specified in Section 9. Contractors responding to this RFP are not required to include a proposal for providing such energy efficiency measures. Moreover, the College, at its discretion, may choose not to award a contract for energy efficiency measures. If the College does choose to award a contract for energy efficiency measures, it may choose to select a contractor for that work that is different from the contractor chosen to perform the comprehensive, mechanical maintenance services.

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2. COLLEGE:  MISSION, VISION, VALUES, AND HISTORY

MissionThe mission of the College is to provide learning opportunities that enable and empower citizens, commerce, and communities in Darke, Miami and Shelby counties.

ValuesTo successfully fulfill the mission and vision, Edison Community College is consciously committed to communication, ethics, critical thinking, human diversity, inquiry/respect for learning, and interpersonal skills/teamwork. The core values guide the college in creating the educational environment for the colleagues, students, and the community.

Brand Promise

Edison's Brand Promise is a "A personal experience, a rewarding education." Edison's brand promise has two parts.  The first, "a personal experience", acknowledges that each student is a unique individual, and the faculty and staff will endeavor to create a college experience that is memorable and personal for each student. The second part of the brand promise, "a rewarding education", encompasses the broad spectrum of reasons why students attend college.  "Rewards" of higher education may range from a self-image to financial security, and Edison's brand promise ensures that we all strive to empower each individual to reach his or her personal and educational life goals.

History

Chartered in 1973 as the first general and technical college in Ohio, Edison Community College enrolls over 3,300 credit students and serves over 200,000 people in western Ohio. The College offers more than 30 technical fields, baccalaureate transfer programs, developmental coursework, and continuous education. Universities offer 14 Bachelor’s Degree Completion Programs on the Edison campus. College Tech Prep and the Post Secondary Enrollment Option Program allow students at 35 area high schools to earn college credit. The student demographics include: 63% part-time, 66% female, 94.6% White, non-Hispanic. From modest beginnings in 1973 in a rented Piqua, Ohio facility, the College has grown in stages to its current main campus, located on 131 acres in Piqua and the branch Darke County Campus located in Greenville. The mission of Edison Community College is to provide learning opportunities that enable and empower citizens, commerce, and communities in Darke, Miami, and Shelby counties. The Edison brand is a personal experience, a rewarding education.

Specific information about Edison Community College can be obtained at www.edisonohio.edu .

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3. SUBMITTING YOUR PROPOSAL

Respondents are cautioned to read the information contained in this RFP carefully and to submit complete responses to all requirements and questions, in the order listed, and in accordance with the instructions specified.

The closing date is: May 18, 2010

Proposals must be received at the location set forth below, prior to 4 p.m. Eastern Standard Time on the Closing Date. Late proposals will not be accepted. The College will confirm receipt of hard copies with a date and time stamp.

Proposals are legally binding offers. Once received, proposals may not be changed, replaced, or revoked.

Respondents shall submit two hardcopies of the proposal with the outside of the package clearly marked with the title of the RFP. Electronic submittals will not be accepted.

RFP TITLE: HVAC Maintenance Services

Proposals are to be delivered to the following location:

Edison Community College Office of the Vice President of Administration & Finance – Room 161

Attention: Daniel R. Reke1973 Edison DrivePiqua, Ohio 45356

3.1. Contacts

Respondents must direct all contacts and questions regarding this RFP, in writing, to the following individuals.

Buyer Technical RepresentativeName: Daniel R. RekeTitle: VP – Administration & FinancePhone: 937-778-7878Fax: 937-778-4691Email: dreke@edisonohio.edu

Name: Russ BrandtTitle: Director of Plant and FacilitiesPhone: 937-778-7979Fax: 937-778-4691Email: rbrandt@edisonohio.edu

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3.2. Schedule of Events

Event DateRFP advertised 4/19/2010Pre-proposal meeting and tour of facility 4/28/2010 2:00 PM in Room 057Proposal submission deadline 5/18/2010 4:00 PMProposal opening 5/18/2010 4:10 PM in Room 057Award notification 6/01/2010

3.3. Preparation of Proposal

In submitting a proposal or in its performance under an award by the College, the successful Respondent warrants and represents that it is not suspended or debarred by the Federal Government or the State of Ohio.

Proposals must be itemized according to the format of the RFP, and all documents bound into a single document. Digital copies will not be accepted.

Respondents must notify the College promptly of any ambiguity, inconsistency, or errors.

The College will not provide compensation for any expenses incurred by the Respondents for preparation of the proposal or for product or service demonstrations.

Alterations, deviations, or modifications must be noted on the form provided in section 8.

The College will not assume responsibility for errors or misinterpretations resulting from the use of incomplete documents.

The College will not consider proposals that require or request changes to the terms of this RFP.

Proposals and any other information submitted in response to this proposal are the property of the College and will not be returned.

3.4. Bonds

Performance Bond: The successful Vendor shall furnish a Performance Bond using the Performance Bond form included in the Request for Proposals in an amount equal to $100,000. The Performance Bond shall be effective for a period of one year starting on the Effective Date of the HVAC Maintenance Agreement, and the Performance Bond shall be renewed for additional one-year terms throughout the term of the HVAC Maintenance Agreement.

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The bond must be issued by a surety company (“Surety”) authorized by the Ohio Department of Insurance to transact business in the State of Ohio and acceptable to the Owner.

All bonds shall be signed by an authorized agent of an acceptable Surety and by the Vendor.

3.5. Supplier Diversity

The College is committed to diversity, and all suppliers are encouraged to do business with the College.

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4. AUTHORIZATION TO EXECUTE

By signature hereto, Respondent offers and agrees to furnish products and/or services as proposed and comply with all terms, conditions, and requirements set forth in the RFP documents contained herein.

Respondent further certifies that all statements and information prepared and submitted in response to this solicitation are complete and accurate.

Respondent certifies that the individual signing this document and documents made part of the RFP is authorized to sign documents on behalf of the said company and to bind the company under any Contract that may result from the submission of a proposal.

Respondent certifies compliance with all Federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action.

Submitted by:

Authorized Signature:

Printed Name and Title:

Name of Company:

Street Address:

City, State, & Zip:

Phone:

Fax:

Email:

Date Signed:

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5. ADMINISTRATIVE AND CONTRACTUAL INFORMATION

The College reserves the right to reject any or all proposals received as a result of this RFP, modify specifications proposed, waive any formalities or technicalities, or negotiate separately with any source and in any manner whatsoever.

The College does not discriminate in admission, access, or treatment in programs and activities, employment policies or practices based on race, creed, sex, color, national or ethnic origin, religion, marital status, age, sexual orientation, Vietnam-era or qualified disabled veteran status, or qualified disability.

The College reserves the right to conduct discussions with companies submitting proposals, to accept revisions to proposals and to negotiate price and term changes.

Respondents are permitted to retract and/or submit revised proposals, prior to the deadline.

5.1. Award of Contract

Edison Community College, at its sole discretion, shall decide if an award will result from this RFP.Proposals must be fully responsive to all requirements stated in the RFP to obtain consideration. The College will not consider any proposal not prepared and submitted in accordance with the provisions outlined herein.

In the event a contract is awarded, this RFP and the proposal of the successful Respondent will be included as an addendum to the contractual obligations. Therefore, no information should be submitted which cannot be incorporated into that agreement.

Price alone will not be the sole determining factor in the selection process.

The College reserves the right to award based on various selection criteria.

The College is not bound to accept the lowest cost proposal, if in its judgment the lowest cost proposal does not provide the best overall value.

It is understood that portions of the RFP may be awarded separately.

The College reserves the right to negotiate the final details of the Contract with the successful Respondent.

5.2. Pricing

The vendor must honor original pricing on all purchase orders up to the effective date of the approval.

Price changes will be considered only after the initial term. Requests for price increases, prior to this period, may result in cancellation of the contract or specific items in the contract.

Any price increase granted by Edison Community College will be in the form of a written addendum to the original purchase order.

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5.3. Delivery of Products and Service

Delivery requirements for products and services are to be in accordance with the requirements expressed in a formal purchase order issued by the College. Late deliveries may be assessed a late fee.

5.4. Billing

Invoices must reflect the purchase order number and be submitted to Accounts Payable at:

Edison Community CollegePlant & Facilities Department

1973 Edison DrivePiqua, OH 45356

5.5. Contract and License Agreements

Respondents must comply with all State of Ohio and/or Federal regulations concerning wages, liability insurance, worker’s compensation, discrimination, intimidation, and any other applicable regulations.

6. TERMS AND CONDITIONS

The following shall govern any contract issued as a result of this RFP.

6.1. Entire AgreementThe RFP, any resulting Contract, and the attached Addendum which is incorporated in Section 10 of this RFP shall be the complete and exclusive statement of the agreement between the College and the Contractor and supersedes all prior oral or written agreements.

The terms and conditions of any purchase order, agreements, amendments, modifications, or other documents submitted by either party which conflict with or in any way purport to amend or add to any of the terms and conditions of the Contract are specifically objected to by the other party and shall be of no force or effect, nor shall govern in any way the subject matter hereof unless set forth in writing and signed by both parties.

6.2. AddendumIf awarded a contract under this RFP, the attached Addendum, must be signed by all parties to the contract.

6.3. Time of PerformanceContractor agrees to perform all obligations and render services set forth in the Contract, in accordance with the schedules herein and as mutually agreed upon between the College and the Contractor during the term of the Contract.

6.4. Contract PeriodThis contract will be for one year commencing July 1st, 2010 to June 30th, 2011. If funds are available, the College will renew the contract for a two-year period from July 1st, 2011 to June 30th, 2013.

6.5. Contracts Amendments

The Contract may be amended within the Contract period by mutual consent of both parties. No modification or amendment to the Contract shall become valid unless in writing and signed by both parties. All correspondence regarding modifications or amendments to the Contract must be forwarded to the College’s Vice President of Financial Services for prior review and approval.

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6.6. Insurance

A. For any Contract which requires the Contractor to provide on-site services, prior to commencement of work, Contractor shall provide the College with Certificates of Insurance in the amounts shown below as a minimum requirement and shall maintain such coverage in effect for the duration of the Contract.

The insurer must be rated at least an ‘A’ by A. M. Best and Company.

Worker’s Compensation StatutoryEmployer’s Liability $1,000,000Comprehensive General Liability $1,000,000 each occurrence

$3,000,000 in the aggregateComprehensive Automobile Liability(Any auto, hired auto, non-owned auto)a) Bodily Injury $ 500,000 each occurrenceb) Property Damage $ 500,000 each occurrence

If any part of the Contract is sublet, similar insurance shall be provided by or on behalf of the subcontractor to cover the subcontractor’s operations. The Contractor shall provide evidence of such insurance. In the event a subcontractor is unable to furnish insurance in the limits required under the Contract, the Contractor shall endorse the subcontractor as an additional insured on the Contractor’s policies. The Contractor and Edison Community College will include reciprocal “hold harmless” language in the contractual agreement.

B. Contractor shall deliver to the College:

1. Certificates evidencing the existence of all such insurance promptly after the execution and delivery of contract and prior to the continued or additional performance of any services to be performed by the Contractor from or after the date of any agreement or purchase order.

2. Such Certificates shall name the College and its Board of Trustees as additional insured, with the exception of Workers Compensation and Employers Liability, and shall provide that the policies will not be cancelled until after 30 days unconditional written notice to the College, giving the College the right to pay the premium to maintain coverage.

C. The insurance policies required in this RFP shall be kept in force for the periods specified below:

1. The Contractor shall keep Commercial General Liability Insurance in force until receipt of final payment.

2. Workers’ Compensation Insurance shall be kept in force until the Contractor’s obligations have been fully performed and accepted by the College in writing.

D. The Contractor shall provide the College a full and complete copy of any insurance policy promptly upon request by the College, and without charge.

6.7. IndemnificationThe Contractor agrees to indemnify Edison Community College, its officers, agents, employees, and/or subcontractors and hold them harmless from any and all liability (statutory or otherwise), claim, suit, demand, damage, judgment, cost, interest, and expense including but not limited to reasonable attorneys’ fees and charges, which the Contractor may incur or pay out, by reason of or resulting from the performance of Contractor; or by any negligent act or omission by Contractor, its officers, agents,

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employees, and/or subcontractors in connection with any resulting Agreement, other than as may result from the gross negligence or willful misconduct of the College. Furthermore, the indemnification contained herein may not be assigned of subrogated to any third party, whether by operation of law or otherwise.

The indemnities herein shall survive the termination of any agreement or purchase order for any reason whatsoever.

6.8. Other BenefitsIt is understood and agreed that no benefits, payments or considerations received by Contractor for the performance of services associated with and pertinent to a resulting Contract shall accrue directly or indirectly to any employees, elected or appointed officers or representatives, persons identified as agents of, or who are by definition an employee of Edison Community College.

6.9. SeverabilityIn case any provision hereof or any resulting agreement or purchase order shall for any reason be held invalid or unenforceable in any respect, such invalidity or unenforceability shall not affect any other provision thereof; and, this Contract shall be construed as if such invalid or unenforceable provision had not been included herein.

6.10. AssignmentThis agreement is with the Contractor, and Contractor’s interest in such agreement, duties hereunder, and/or fees due hereunder may not be assigned or delegated to a third party.

6.11. Observance of College Rules and RegulationsThe Contractor agrees that at all times its employees will observe and comply with all regulations of the College, including but not limited to smoking, parking, and security regulations.

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7. STATEMENT OF WORK

7.1. Scope of Project

It is the customer’s intent to enter into a comprehensive service agreement with the selected firm for preventive maintenance, repair, emergency service, and analysis for the effective and economical operation of the mechanical systems at the customer’s facility. The selected firm shall furnish all labor, materials, tools, and resources necessary to design, develop, and implement a preventive maintenance program for the customers’ existing mechanical systems. In addition to preventive maintenance and repair, the selected firm must be able to demonstrate the capability and resources to design and install new or replacement systems.

The selected firm shall provide comprehensive maintenance services on all mechanical equipment at the facility as listed below.

The selected firm shall furnish all labor, parts, materials, test equipment, tools, programming materials, and services in conformance with the terms and conditions as outlined in this RFP.

Each firm must meet all requirements under this RFP. Any proposal not meeting these requirements may be considered incomplete.

Each firm receiving this RFP will be provided access to the College’s facilities to tour and evaluate the HVAC equipment. There will be a pre-proposal meeting at 1:30PM on April 28th, in Room 057 on the main campus at 1973 Edison Drive, Piqua, Ohio.

7.2. Equipment Covered

All mechanical HVAC systems including, chiller, cooling tower, boiler, air handling units, split system, pneumatic temperature controllers, and air compressors are covered in the scope of this RFP.

All pneumatic VAVs (variable air volume devices) and the mechanical portion of the DDC VAVs.

7.3. Equipment Not Included

Repair labor and parts replacements for portions of the mechanical systems that are non-maintainable or non-moving are not included as part of this agreement. Excluded items shall be structure support, piping, duct work, heat exchangers, and unit cabinets.

Direct digital control devices.

Water treatment chemical equipment is not included as part of this RFP.

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7.4. Service Included

7.4.1. Preventive Maintenance – The selected firm shall provide a guaranteed performance based agreement entailing every aspect of professional preventive and predictive maintenance. The required maintenance tasking must be customized to include manufacturer recommendations, operating runtime and specific needs of the customer.

7.4.2. Inspections in the form of non-destructive testing, vibration & noise monitoring, chemical analysis as well as routine visual inspections must be performed to ensure that the systems are in proper operating condition and to identify any potential system failures.

7.4.3. Visual inspection of: fan assemblies, belts and sheaves, motor mounts & vibration pads, electrical connections and contactors, heating and cooling coils, filter media and racks, sight glass condition, bearings, compressor sections, condensate drains and pans, heating sections, crankcase heaters, seals and packing.

7.4.4. Maintenance tasks must include a physical check and or test of: lubrication, oil sump, temperature controls and set-points, starter operation, water flows, alignment on couplings, motor operating conditions, suction and discharge pressures, flow switch operation, control interlocks, flue stack assembly, damper operation, outside air intakes, refrigerant pump down, external interlocks, motor voltage and amperages, refrigerant charges, system leaks, oil and fluid levels, pressures and temperatures, purge system, superheat and sub-cooling, and approach temperature.

7.4.5. The selected firm shall perform tasks to detect early signs of deteriorating performance and to predict potential system failures. The following tasks must be included:

7.4.5.1. Adjust damper and valve linkages, unloaders, belt tensions, fan speed, set points, gas pressure regulators.

7.4.5.2. Align open drive couplings, belt sheaves, pulleys, coil fins, belt drives.

7.4.5.3. Clean control devices, electrical contactor, condenser and evaporator coils, fan blades & impellers, equipment areas, and igniters.

7.4.5.4. Check damper linkages, fan bearings, axial van drives, pumps, and motors for problems caused by vibration.

7.4.5.5. Secure and tighten motor terminals, control terminals, piping clamps, line fittings, mounting hardware, electrical connections, equipment panels, motor mounts, vibration pad nuts & bolts, damper sections.

7.4.6. Replace air filters on a scheduled and as-needed basis.

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7.5. Service Not Included by this Proposal

Water Treatment – Water treatment is not included in this RFP.

7.6. Qualifications

Firm Qualifications:

7.6.1. Respondent must have a current State of Ohio contractor’s license and have been a contractor in the state under that license for a minimum of two years from the date of the issuance of this RFP.

7.6.2. Respondent must have a current State of Ohio Certificate of Authorization (COA) to perform professional engineering services as needed or be able to provide such services through an established partnership with a firm (e.g. subcontractor, vendor, etc.) that does.

7.6.3. Include concise resumes of company employees who will work on this project

7.6.4. Include resumes of a minimum of one in-house, Ohio based Certified Energy Managers (CEMs). Include copies of CEM certification licenses.

7.6.5. Service Technician Qualifications

The selected firm shall employ qualified technicians who can arrive on site within the specified time period. The service technicians assigned to maintain the mechanical systems shall be certified to service the systems under contract. Copies of the certifications must be included in the response.

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7.7. Project Deliverables

The selected firm shall:

7.7.1. Schedule preventive maintenance tasks through the use of a computerized service management system to insure a uniform and detailed method of schedule the work.

7.7.2. Maintain complete and detailed service and maintenance records for each piece of equipment referenced in Section 7.9 in a secure database that will be provided to the customer upon request.

7.7.3. Provide access via Internet portal to service call and work order status and history.

7.7.4. Have the ability to receive service requests on a 24-hour 365 day basis.

7.7.5. Perform preventive maintenance calls during normal working hours defined as 8:00 AM through 5:00 PM, Monday through Friday, or 7:00 AM through 6:00 PM Monday through Thursday during the summer schedule, unless prior arrangements are made with the College. Chiller shutdowns must be scheduled after hours or on weekends and in communication with the College.

7.7.6. The customer will provide reasonable access to all equipment covered by the agreement. The selected firm shall be free to start and stop all equipment as arranged with on-site customer representative.

7.7.7. Provide emergency service 24 hours a day to minimize downtime.

7.7.8. Provide emergency service as part of this agreement including all labor, overtime, travel costs, parts, supplies, to diagnose and repair any failed component covered under this agreement.

7.7.9. Provide parts on components replacement. The firm will repair or replace worn parts or system components covered under this agreement with new parts. All replacement parts and components for the covered mechanical systems shall be provided by the selected firm and will be included in the cost of this service agreement. All miscellaneous parts and supplies (belts, lubricants, tools, refrigerant, tests instruments, air filters) necessary to maintain the mechanical systems shall be included in the cost of this service agreement.

7.7.10. The selected firm will not be held responsible for repairs or replacements necessitated by reason of negligent, misuse of the equipment by anyone other than the selected firm or by reason of any other cause beyond the control of the selected firm, except for normal wear and tear.

7.7.11. Obtain manual or electronic signoff by a member of the College’s staff after the completion of each work order.

7.7.12. Obtain manual or electronic signoff by a member of the College’s staff after the completion of each work order.

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7.7.13. Provide a quarterly Service and Repair Report to the College’s Vice President of Finance and Administration a Quarterly Service and Repair Report summarizing the work performed during that past quarter and recommendations to the College. It will be submitted on or before the 10th business day after the end of the quarter reported. This will be a management level report. Monthly reports in lieu of quarterly reports will be acceptable.

7.8. Service Management System and Reporting

To ensure that the customer receives the scope of services required by this RFP, the selected firm shall have a service management system. The minimum information required to be captured and stored by the system shall consist of the following:

7.8.1. An inventory of all equipment under coverage of the agreement

7.8.2. Records of every service order issued during the term of the agreement including customer initiated service requests and computer generated preventive maintenance tasking by individual piece of equipment.

7.8.3. Records of refrigerant leakage, repairs, and usage must be maintained to insure EPA compliance.

7.8.4. Each service record shall include a description of the service request, resolution of the service request, the date and time the work was performed and completed, and the names of the service technicians.

7.8.5. The service requests shall be captured electronically and be available for viewing by the customer via the Internet.

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7.9. Project Timeline

April 19, 2010 – Proposal Advertised/AnnouncedApril 28, 2010 – Pre-proposal meeting and tour of facility in Room 057May 18, 2010 – Proposal submission due at 4:00 PMMay 18, 2010 – Proposals opened in Room 057June 1, 2010 – Notification of AwardJuly 1, 2010 – Service contract beginsAugust 15, 2010 – All equipment data loaded into service management system

and maintenance schedule establishedJun, 2011 – Notification of two-year extension if funds are availableJuly 1, 2011 – Years two through three of contract commence, depending upon

funding availability.

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7.10. Equipment &Filter Lists

The College does not warrant the accuracy or completeness of the following list of equipment.Table 1

EDISON STATE COMMUNITY COLLEGE HVAC EQUIPMENT LISTEquipment Size Manufacturer Model / Serial No. LocationCentrifugal Chiller 184 ton Trane -Centravac CVHE320 / N5K580A West Hall Equipment RoomChilled Water Pump 10H.P. R.L. Deppman /

Marathon  West Hall Equipment Room

Chilled Water Pump 7.5 H.P. R.L. Deppman / Marathon

  West Hall Equipment Room

Air Compressor 3 H.P. Powers Controls   West Hall Equipment RoomAir Dryer   Hankison   West Hall Equipment RoomGas Fired Boiler 2160MBH Weil-McClain 80 / CP4437628 West Hall Equipment RoomGas Fired Boiler 2160MBH Weil-McClain 80 / CP4438427 West Hall Equipment RoomHot Water Boiler Pump 2 H.P. Bell & Gossett /

Marathon / C028905-01-J60 West Hall Equipment Room

Hot Water Boiler Pump 2 H.P. Bell & Gossett / Marathon

/ C028907-01-J60 West Hall Equipment Room

Cooling Tower Pump   R.L. Deppman / Marathon

1531-3BC-8.5BF West Hall Equipment Room

Potable Hot Water Pump-Supply 0.5 H.P. Bell & Gossett   West Hall Equipment RoomPotable Hot Water Pump-Return 0.5 H.P. Bell & Gossett   West Hall Equipment RoomCooling Tower   Marley / 255437-P14EG-2005 West Hall RoofAir Handling Unit-1   Pace PF36AFSWSI / 97-79230-01 West Hall RoofAir Handling Unit-2   Trane Climate

ChangerH-50/63 West Hall Penthouse

Supply Fan 60 H.P. Leeson 3C64T17FB8D/070036 West Hall PenthouseSupply Fan Motor 20 H.P. Baldor M2334T/09C101X857E1 West Hall PenthouseAir Compressor 1 H.P. Ingersol Rand V23AF7 / 30T664155 West Hall PenthouseAir Compressor 3 H.P. Ingersol Rand 3F / 30T66428 West Hall PenthouseAir Dryer   Speed Air   West Hall Penthouse

Server Room AC 13/4hp-8 Ton

Data Air DARC-0934/93-0889-A West Hall Server Room

Server Room AC 13/4hp-8 Ton

Data Air DARC-0534/2005-2709-E West Hall Server Room

Air Handling Unit-1   Trane Climate H41 / K77C12453 South Hall Mechanical Room

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EDISON STATE COMMUNITY COLLEGE HVAC EQUIPMENT LISTEquipment Size Manufacturer Model / Serial No. Location

ChangerSupply Fan Motor 40 H.P. Marathon EM324TTDR7026FFWF1 South Hall Mechanical RoomSupply Fan Motor 15 H.P. Reliance ID. P25J811BUB South Hall Mechanical RoomElectric Boiler 270 KW Dewey-Shepard 270XBHW8T9 South Hall Mechanical RoomHot Water Boiler Pump 2H.P. Bell & Gossett   South Hall Mechanical RoomHot Water Boiler Pump 2H.P. Bell & Gossett   South Hall Mechanical RoomChilled Water Pump 3H.P. Bell & Gossett / US

Motor  South Hall Mechanical Room

Air Compressor 1 H.P. Powers Controls   South Hall Mechanical RoomAir Dryer •   Hankison   South Hall Mechanical RoomPotable Hot Water Pump-Supply 0.5 H.P. Bell & Gossett   South Hall Mechanical RoomPotable Hot Water Pump-Return 0.5 H.P. Bell & Gossett   South Hall Mechanical RoomGas Fired Boiler 1600

MBHBryan RV200-W-FDG / 65027 East Hall Ground Floor

Gas Fired Boiler 1600 MBH

Bryan RV200-W-FDG-LH / 65046 East Hall Ground Floor

Hot Water Boiler Pump 10 H.P. Armstrong   East Hall Ground FloorHot Water Boiler Pump 10 H.P. Armstrong   East Hall Ground FloorPotable Hot Water Pump-Supply 0.5 H.P. Bell & Gossett   East Hall Ground FloorPotable Hot Water Pump-Return 0.5 H.P. Bell & Gossett   East Hall Ground FloorAir Handling Unit-1 20 H.P. Air Enterprises 950 AHU1 East Hall Mezzanine Air Handling Unit-2 10H.P. Air Enterprises 950 AHU2 East Hall Mezzanine Air Compressor 0.5 H.P. Johnson Controls   East Hall Mezzanine Air Dryer   Johnson Controls   East Hall Mezzanine Air Cooled Chiller   Trane - Reciprocating CCACD101EENKR303B EGPT East Hall Mezzanine Air Cooled Condenser   Trane CAUAC8042A01 / J88A East Hall Mezzanine Chilled Water Pump 3H.P. - Armstrong / Marathon / TVN184TTDR7R7356 East Hall Mezzanine Chilled Water Pump 3 H.P. Armstrong / Marathon   East Hall Mezzanine Supply Fan   Air Enterprises   East Hall RoofExhaust Fan   Greenheck SWB-36-100 / 88C00358 East Hall RoofSplit System 150.00

BTULochinvar CH/CF 401-751/L03H00160759 East Hall Roof

Air Handling Unit-4   Engineered Air LM-8-C / 20701-AH-4 North Hall Mechanical RoomAir Handling Unit-7   Engineered Air LM-8-C North Hall Mechanical RoomChiller   McQuay - Scroll WHR18D-W / 5ZD817930 North Hall Mechanical RoomChiller   McQuay - Scroll WHR130D / 5DZ8179400 North Hall Mechanical RoomChilled Water Pump 30 H.P. Bell & Gossett VSC10375BFLHR / 1819857 North Hall Mechanical Room

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EDISON STATE COMMUNITY COLLEGE HVAC EQUIPMENT LISTEquipment Size Manufacturer Model / Serial No. LocationChilled Water Pump 30 H.P. Bell & Gossett VSC10375BFLHR / 1818548 North Hall Mechanical RoomHot Water Boiler Pump 30 H. P. Bell & Gossett VSC10375BFLHR / 1819858 North Hall Mechanical RoomHot Water Boiler Pump 30 H.P. Bell & Gossett VSC10375BFLHR / 1818547 North Hall Mechanical RoomGas Fired Boiler   Cleaver Brooks FLX700 / BT4536 North Hall Mechanical RoomGas Fired Boiler   Cleaver Brooks FLX700 / BT4537 North Hall Mechanical RoomCooling Tower   Baltimore Air Coil JE269 North Hall Mechanical RoomCooling Tower Pump 5 HP Bell & Gossett 80BF6.25 / C03255-02L60 North Hall Mechanical RoomCooling Tower Pump 5 HP Bell & Gossett 80BF6.25 / C03255-01L60 North Hall Mechanical RoomComputer Room Unit   Liebert - Split   North Hall Mechanical RoomPotable Hot Water Pump-Supply 0.5 H.P. Bell & Gossett   North Hall Mechanical RoomPotable Hot Water Pump-Return 0.5 H.P. Bell & Gossett   North Hall Mechanical RoomPotable Water Boiler 0.5 H.P. Raoco F04ANF042/2100A65279 North Hall Mechanical RoomAir Handling Unit-2 Gym 25 H.P. Engineered Air LM-26-C / 20701-AH-2 North Hall MezzanineEnergy Recovery Unit-1 7.5 H.P. Engineered Air   North Hall MezzanineAir Handling Unit-1 15 H.P. Engineered Air LM-10-C / 20701-AH-1 North Hall MezzanineAir Handling Unit-6 20 H.P. Engineered Air LM-13-C / 20701-AH-6 North Hall MezzanineAir Handling Unit-3 5 H.P. Engineered Air LM-4-C / 20701-AH-3 North Hall MezzanineAir Handling Unit-5 / Cafeteria 20 H.P. Engineered Air LM-18-C / 20701-AH-5 North Hall MezzanineAir Compressor 0.75 H.P. Curtis   North Hall MezzanineAir Dryer   Hankison   North Hall MezzanineRoof Top Unit #A   AAON RN-070-3-0-B A04-1A9 Emerson RCE RoofRoof Top Unit #B   AAON RN-040-3-0-BB04-179 Emerson RCE RoofRoof Top Unit #C   AAON RM-025-3-0-BB02-189 Emerson RCE RoofRoof Top Unit #D   AAON RM-013-3-0-BA02159 Emerson RCE RoofGas Fired Boiler #1   Generic MB750 / 070643221 Emerson RCEGas Fired Boiler #2   Generic MB750 / 070643219 Emerson RCEHot Water Boiler Pump #3   Taco Pumps FL1509E20AJ1L0B Emerson RCEHot Water Boiler Pump #4   Taco Pumps FL1509E20AJ1L0B Emerson RCEServer Room AC   Sanyo - Split / 0057864 Emerson RCEPotable Hot Water Pump-Supply 0.5 H.P. Bell & Gossett   Emerson RCEPotable Hot Water Pump-Return 0.5 H.P. Bell & Gossett   Emerson RCE42 Electrically Controlled VAV's       East & Emerson Hall's133 Pneumatically Controlled VAV's      

West, South & North Hall's

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Table 2

Equipment Filter ListEquipment Location Filter Size Quantity

Air Handling Unit-1 West Hall Roof24X24X1 912X24X1 6

Air Handling Unit-2 West Hall Penthouse 24X24X1 15

Air Handling Unit-1 South Hall Mechanical Room

24X24X1 820X24X1 212X24X1 412X22X1 1

Air Handling Unit-1 East Hall Mezzanine 24X24X1 1412X24X1 1

Air Handling Unit-2 East Hall Mezzanine

24X24X1 920X23X1 120X25X1 316X25X1 6

Supply Fan East Hall Roof 24X24X1 9Air Handling Unit-4 North Hall Mechanical Room 20X30X1 4Air Handling Unit-7 North Hall Mechanical Room 20X30X1 4

Air Handling Unit-2 Gym North Hall Mezzanine24X24X1 1212X24X1 3

Air Handling Unit-1 North Hall Mezzanine24X24X1 220X24X1 4

Energy Recovery Unit-1 North Hall Mezzanine20X30X1 216X30X1 2

Air Handling Unit-6 North Hall Mezzanine24X24X1 220X24X1 6

Air Handling Unit-3 North Hall Mezzanine 16X25X1 4Air Handling Unit-5 / Cafeteria North Hall Mezzanine 20X30X1 9Roof Top Unit #A Emerson RCE Roof 12X24X4 24

Roof Top Unit #B Emerson RCE Roof24X24X4 824X24X1 8

Roof Top Unit #C Emerson RCE Roof 20X25X4 6Roof Top Unit #D Emerson RCE Roof 16X20X4 6Data Air Server Room 20X25X4 6Data Air Server Room 20X25X4 6

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Table 3

Terminal Unit Filter ListEquipment Location Filter Size Quantity

Parallel Fan Terminal Box 020 Area - North Hall 17x17X1 2Parallel Fan Terminal Box 020 Area - North Hall 14x16X1 3Parallel Fan Terminal Box 020 Area - North Hall 19x22X1 2Parallel Fan Terminal Box 020 Area - North Hall 18x22X1 2Fan Powered VAV North Hall Hallway 17x17X1 3Fan Powered VAV North Hall Hallway 19x22X1 2Fan Powered VAV North Hall Hallway 18x22X1 1Fan Powered VAV North Hall Hallway 17x20X1 1Fan Coil Unit North to South Hallway 24X48X1 3Fan Coil Unit North Hall Foyer 24X24X1 1Fan Coil Unit Outside Coaches Offices 24X24X1 1Parallel Fan Terminal Box 160 Area - West Hall 20X24X1 2Parallel Fan Terminal Box 160 Area - West Hall 18X14X1 4Parallel Fan Terminal Box 160 Area - West Hall 18X21X1 1Parallel Fan Terminal Box 160 Area - West Hall 15X15X1 4Fan Powered VAV 160 Area - West Hall 14X20X1 14Fan Powered VAV 160 Area - West Hall 16X25X1 3

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8. PROPOSAL CONTENTS

All proposals must contain the following:

8.1. Firm Qualifications

8.1.1. A brief history of the firm submitting the proposal and a description of its experience in the HVAC business.

8.1.2. A list of the firm’s executive management and service team relevant to the scope of this RFP. Indicate how long each person has been with the firm.

8.1.3. A description of the firm’s core products and services.

8.1.4. Current copies of all State Contractor’s licenses.

8.1.5. Provide current copy of COA or describe the relationship with a partner firm (e.g. vendor, subcontractor, etc.) that does.

8.1.6. Include concise resumes of company employees who will work on this project

8.1.7. Include copies of LEED AP certification licenses. Include resumes of a minimum of one in-house, Ohio based Certified Energy Managers (CEMs). Include copies of CEM certification licenses.

8.1.8. Records of refrigerant leakage, repairs, and usage must be maintained to insure EPA compliance.

8.1.9. A list of three references with contact information – existing customers similar in size and scope to the College.

8.1.10. A list of any other, related certifications the firm’s employees have attained which might lend value to the firm’s services and proposal.

8.1.11. A list of any company certifications the firm as attained.

8.2. Technician Qualifications

8.2.1. Provide copies of the certifications held by the technicians who will be working on this project.

8.2.2. A description of the firm’s technical training program and technician certification process.

8.3. Operations

8.3.1. Provide a detailed description, including timeline of the firm’s implementation plan for this contract.

8.3.2. Describe how calls will be placed and tracked.

8.3.3. Provide samples of the minimum Service Performance Data referred to in Section 7.8.24

8.3.4. Provide a sample of the type of report that will be used to satisfy the requirement for Quarterly Service and Repair Report defined in Section 7.7.12.

8.3.5. Describe your service level of agreement for emergency repairs (response time, etc.)

8.3.6. Any other information – regarding the manner in which your firm would satisfy the requirements of this RFP – that you believe will be helpful to the college in selecting the best proposal.

8.4. Cost

8.4.1. What will be the annual cost for maintenance services provided for the equipment listed in Table 1.0? ____________

8.4.2. Intentionally left blank.

8.4.3. Note: all travel expenses and parts and replacement costs must be provided by the firm.

8.5. Proposal Evaluation Criteria

The college will evaluate the proposals based on:

8.5.1. The qualifications and experience of the firms submitting proposals.

8.5.2. The submitters’ ability to deliver the services specified in this RFP.

8.5.3. The firm’s responsiveness and completeness to the requirements of this RFP.

8.5.4. The quality of references.

8.5.5. Overall cost and value.

8.5.6. Satisfaction level of other customers or the College with prior work performed.

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9. ALTERNATE, ENERGY EFFICIENCY MEASURES

9.1. Scope of Project

In 2005, Edison Community College entered into an Energy Services Guarantee contract which significantly reduced the institution’s energy consumption. However, the College continues to seek additional opportunities to reduce energy consumption and energy-related expenses. As a result, it has identified opportunities to more efficiently operate HVAC equipment in a manner that it believes would result in significant, additional savings of both cost and energy. Those should also result in improved environmental comfort for the occupants of the College’s facility by limiting variation in temperature.

Therefore, mechanical engineering firms are invited to propose work in addition to the HVAC comprehensive maintenance services described in Section 7. The work proposed should:

Be related to the operational optimization of the current HVAC equipment,

Require minimal or no capital investment,

Result in the reduction of energy costs/consumption sufficient to yield a one or two-year payback period,

Result in verifiable savings within the first year after the measures are put into place, and

Result in improved comfort levels for building occupants by stabilizing temperatures within plus or minus 2 degrees of the base temperature established in discussions with the College.

This work may include, but is not limited to, retro-commissioning all or part of the College’s HVAC equipment, programming or re-programming of energy management system controls, implementation of occupancy sensors, or other cost-efficient measures identified by the firm to optimize the operation of the College’s HVAC system.

The scope of this request does not include installation of alternative energy sources or the modification of lighting systems.

9.2. Qualifications

The qualification requirements are the same as those for the base RFP. No further documentation is required, although documentation of additional qualifications not listed previously may be provided if the firm chooses.

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9.3. Project Deliverables

The selected firm shall:

9.3.1. Perform all of the services which they propose to improve energy efficiency,

9.3.2. Verify that those measures result in the proposed efficiencies,

9.3.3. Review and analyze energy bills in the 12 months succeeding implementation of the energy efficiency measures and prepare a report to the executives and Board of Trustees of the College showing that they have achieved the proposed.

9.3.4. If the above verification or analysis shows that the measures did not achieve the proposed savings, the firm will take corrective action or propose additional measures to make up for the shortfall.

9.4. Proposal Contents

9.4.1. A list of unique qualifications of the firm to perform the proposed work which have not been listed above.

9.4.2. A list of similar projects with information regarding the level of expenditures and resulting savings.

9.4.3. A list of at least three similar projects with contact information.

9.4.4. A list of the proposed measures that would be implemented by the firm, including:

9.4.4.1. A description of each energy savings measure and how the firm would implement it,

9.4.4.2. The associated cost of each measure, and

9.4.4.3. The estimated saving resulting from each measure so that an estimated payback period can be calculated.

9.4.5. A proposed timeline for the firm to implement the measures, and

9.4.6. A list of any subcontractors that would be used to perform any of the implementation work along with their qualifications.

9.5. Proposal Evaluation Criteria

The college will evaluate the proposals for alternate energy efficiency measures based on:

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9.5.1. The qualifications and experience of the firms submitting proposals.

9.5.2. The firm’s responsiveness and completeness to the requirements of this RFP.

9.5.3. The quality of the proposed measures including payback period, likelihood of success, and impact on the College’s operations and occupant comfort levels.

10. ADDENDUM TO AGREEMENT

Managed Services Agreement between _____________ (“Contractor”) and Edison State Community College (“Customer”),

dated _________ (the “Primary Agreement”),

1. This Addendum is attached to and incorporated by reference in the Primary Agreement, and hereby amends the Primary Agreement to include the following provisions that satisfy State of Ohio contractual requirements:

a. Choice of Law/Jurisdiction

The Primary Agreement and the rights of the parties hereunder shall be governed by the laws of the State of Ohio and only Ohio courts shall have jurisdiction over any action or proceeding concerning the Primary Agreement and/or performance thereunder. b. Declaration Regarding Material Assistance/Non-Assistance to Terrorist

Organization

Contractor hereby represents and warrants to Customer that it has not provided any material assistance, as that term is defined in Ohio Revised Code (“O.R.C.”) Section 2909.33(C), to any organization identified by and included on the United States Department of State Terrorist Exclusion List and that it has truthfully answered “no” to every question on the “Declaration Regarding Material Assistance/Non-assistance to a Terrorist Organization.” Contractor further represents and warrants that it has provided or will provide such to Customer prior to execution of the Primary Agreement. If these representations and warranties are found to be false, the Primary Agreement is void ab initio and Contractor shall immediately repay to Customer any funds paid under the Primary Agreement.

c. Campaign Contributions

Contractor hereby certifies that it is in full compliance with of O.R.C. Section 3517.13.

d. Findings for Recovery28

Contractor affirmatively represents and warrants that it is not subject to an “unresolved” finding for recovery under O.R.C. Section 9.24.

e. Confidentiality

It is understood by the parties that Customer is a state community college, created pursuant to O.R.C. Chapter 3358, and is subject to the Ohio Public Records Act, O.R.C. 149.43, et seq., and that any record kept by Customer that is deemed a public record is subject to release if a proper request is made. It is also understood by the parties that as a state community college, Customer’s maintenance of records containing student information is governed by the provisions of the Family Educational Rights and Privacy Act (“FERPA”), 20 U.S.C. §1232g.

f. Nondiscrimination

Pursuant to O.R.C. §125.111, the parties agree that the party, any subcontractors, and any person acting on behalf of the party or subcontractor, will not discriminate by reason of race, creed, color, religion, sex, age, disability as defined in O.R.C. § 4112.01, national origin, or ancestry against any citizen of this state in the employment of any person qualified and available to perform the work under this contract. Parties further agree that they, any of their subcontractors, and any person acting on their behalf of on behalf of a subcontractor shall not, in any manner, discriminate against, intimidate, or retaliate against any employee hired for the performance of work under this contract on account of race, creed, color, religion, sex, age, disability as defined in O.R.C. § 4112.01, national origin, or ancestry.

g. Ohio Drug Free Workplace

The parties agree to comply with all applicable federal, state, and local laws regarding smoke-free and drug-free work places and shall make a good faith effort to ensure that any of its employees or permitted subcontractors engaged in the work being performed hereunder do not purchase, transfer, use, or possess illegal drugs or alcohol or abuse prescription drugs in any way.

h. Ohio Ethics Laws

By signing below, the parties certify that they are currently in compliance with and will continue to adhere to the requirements of Ohio ethics law as provided by O.R.C. §§ 102.03 and 102.04

2. This Addendum must be signed by all parties to the Primary Agreement and shall be executed in the same manner. The terms of this Addendum shall amend and be in addition to those of the Primary Agreement, provided, however, that if a conflict exists between any provision of this Addendum and a provision of the Primary Agreement, the provision contained in this Addendum shall prevail.

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3. Except as modified herein by this Addendum, all terms, conditions, and covenants contained in the Primary Agreement are hereby ratified and confirmed and shall continue to remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have caused this Addendum to the Agreement to be executed by their duly authorized representatives as of the date first above written.

Contractor Edison State Community College

By: _________________________ By: _________________________Signature Signature

_____________________________ ____________________________Name Name

_____________________________ ____________________________Title Title

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11. CONTRACT PERFORMANCE AND PAYMENT BOND

KNOW ALL PERSONS BY THESE PRESENTS, that we, the undersigned ("Vendor") as principaland _________________________________________________________ as sureties, are hereby held and firmly bound unto the Board of Trustees of Edison State Community College, Piqua, Ohio ("Owner") as obligee, in the penal sum of One Hundred Thousand Dollars ($100,000.00), for the payment of which well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors, and assigns.

THE CONDITION OF THE ABOVE OBLIGATION IS SUCH that whereas, the above-named principal did on the _____ day of ___________, 20__, enter into a contract with the Owner for Basic and Additional HVAC Maintenance Services in connection with the maintenance of all of Owner’s HVAC Systems, which said contract is made a part of this bond the same as though set forth herein:

Now, if the said Vendor shall well and faithfully do and perform the things agreed by the Vendor to be done and performed according to the terms of said contract; and shall pay all lawful claims of subcontractors, material men, and laborers, for labor performed and materials furnished in the carrying forward, performing, or completing of said contract; we agreeing and assenting that this undertaking shall be for the benefit of any material man or laborer having a just claim, as well as for the obligee herein; then this obligation shall be void; otherwise the same shall remain in full force and effect; it being expressly understood and agreed that the liability of the surety for any and all claims hereunder shall in no event exceed the penal amount of this obligation as herein stated.

The said surety hereby stipulates and agrees that no modifications, omissions, or additions, in or to the terms of the said contract or in or to the plans or specifications therefore shall in any wise affect the obligations of said surety on its bond. The surety further stipulates that it is authorized to execute bonds in the State of Ohio and that the liability incurred is within the limits of Section 3929.02 of the Revised Code.

The said surety agrees, subject to an annual underwriting review of the Vendor, to renew the bondfor each year included in the contract term. If the surety determines not to issue a renewal of the bond, it shall provide written notice to the Owner no later than 60 days prior to the end of expiration of the bond each year.

Signed and sealed this ____ day of __________________, 20__.

___________________________________________________(PRINCIPAL) (Seal)

By: ________________________________________________

Printed Name & Title: __________________________________

___________________________________________________(SURETY) (Seal)

By: ________________________________________________

Printed Name & Title: _________________________________

___________________________________________________NAME OF SURETY'S AGENT

Surety's Agent's Address: ______________________________

__________________________________________________

Surety's Agent's Telephone Number: ____________________

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Surety's Agent's Fax Number: _________________________

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