INVITATION FOR BIDS (IFB) Heating, Ventilation and Air Conditioning (HVAC) Services

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1 COUNTY OF GOOCHLAND Purchasing Department P.O. Box 10, Goochland, Virginia Phone: (804) Fax:(804) INVITATION FOR BIDS (IFB) IFB# Heating, Ventilation and Air Conditioning (HVAC) Services DATE OF THIS REQUEST: February 14, 2018 SEALED BIDS SUBJECT TO THE TERMS, CONDITIONS, AND SPECIFICATIONS HEREIN WILL BE RECEIVED UNTIL 3:00 PM, MARCH 9, 2018 LOCAL PREVAILING TIME (LPT) AT WHICH TIME THEY WILL BE PUBLICLY OPENED, READ AND MADE A PART OF THE PUBLIC RECORD FOR THE PROVISION OF HVAC SERVICES AS DESCRIBED HEREIN AND IN ACCORDANCE WITH THE DRAWINGS, PLANS AND SPECIFICATIONS. Submission: Bids shall be submitted in a sealed container. The face of the container shall be clearly marked in the lower left corner as follows: From: (Offeror name and address) IFB#: For: HVAC Services Due: March 9, 2018 at 3:00 PM (LPT) License No. Class Expires Sealed Bids must be submitted to: Wanda St. P. Tormey, Purchasing Director Purchasing Department 1800 Sandy Hook Road, Room 352 P.O. Box 10 Goochland, VA Sealed bids must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the bidder to ensure timely and correct delivery of bid to the Purchasing Department. IMPORTANT PLEASE NOTE: All overnight delivery services DO NOT GUARANTEE timely next day delivery to this location. Please check with the service you use. For information relating to this IFB please contact: Wanda St. P. Tormey, Purchasing Director P: F: wtormey@.goochlandva.us NO PRE-BID MEETING IS SCHEDULED 1

2 PROJECT DESCRIPTION Goochland County is seeking sealed bids for on-call Heating, Ventilation and Air Conditioning (HVAC) Services from licensed contractors. The intent of this solicitation is to establish contracts with a primary and secondary Contractor to provide visual inspections, maintenance, repairs, and-or new installations of County s heating, ventilation, and air conditioning (HVAC) systems (herein referred to units ). Award shall be made on a lump sum total basis to the lowest responsive and responsible bidders meeting the requirements of this solicitation. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. Selected Contractors must have contractors licenses and have the full capability and capacity in all respects to satisfy fully all of the contractual requirements. County does not currently have an on-call contract for providing these services. The average monthly service requests issued by the County are one (1) to (2) a month, with an average volume of work performed over the past five (5) years of $70,000. This information is for informational purposes only and should not be interpreted as a guarantee of future work. County offers no such guarantee. SCOPE OF WORK: Contractor shall provide all necessary supervision, labor, materials, tools, supplies, parts, equipment, and transportation necessary to perform as needed basis. Work shall be performed in accordance with the requirements stated herein, and as recommended by various manufacturers and suppliers. All work (hereinafter Work ) shall be performed in an efficient, expeditious, and satisfactory manner. A. When performing services, Contractor s technician-laborer shall have available the proper tools and test equipment as recommended by the manufacturer-supplier needed to perform the services as stated. At no time shall Contractor perform work which would adversely affect a unit s warranty from the manufacturer or supplier. B. Contractor shall consult with the appropriate County staff to seek approvals when suggesting replacement and-or repairs prior to commencement of work. All replacement parts-components shall be those identified by the manufacturer-supplier unless otherwise agreed to in advance by County. C. Attachment D (page 9) includes County owned buildings with addresses. The majority of County units are residential to commercial heat pumps, and some larger scrolls up to 133-ton units. The County reserves the right to add or delete units or locations to the Contract. D. MAINTENANCE-REPAIRS: Prior to performing work on units, County may request Contractor perform visual inspections to identify necessary maintenance and/or repairs. County will notify Contractor when units need servicing. Contractor shall then repair, clean, and make necessary adjustments (calibration of the pneumatic and electrical controls) to the unit s air conditioners, chillers, heat pumps, oil and gas furnaces, cooling towers and associated drives, dampers, motors, and other related equipment and components. 2

3 1. All maintenance-repair services shall be performed on a time and materials basis unless it is determined that the cause of failure or malfunction was due to Contractor s failure to properly perform repair services appropriately, in which case, such repairs shall be made at no additional cost to County. 2. Contractor may be called upon to perform installations of new units (systems, equipment, parts, and components). Installations shall be performed in accordance with the manufacturer s detailed specifications and requirements. 3. Response time for maintenance-repair services shall be within three (3) business days of request by County. All work shall be performed during normal working hours unless otherwise requested and approved by County in advance. Normal working hours are as follows: 8:30 a.m. 5:00 p.m., Monday through Friday, excluding County observed holidays-closings. E. EMERGENCY SERVICES: Emergency services shall be provided on an emergency as needed basis. County will notify Contractor when emergency services are required. Contractor shall be available to provide emergency services 24 hours/day, 7 days/week, 365 days/year, and have the ability to respond within three (3) hours of request by County. Or the Contractor shall demonstrate that conditions were such that travel to the site would be extremely hazardous, or there was some other extenuating circumstance. Should this be the case, Contractor shall be required to immediately contact the appropriate County staff and communicate the problem with travel and a revised time may be approved. All emergency services shall be performed on a time and materials basis unless it is determined the cause of the failure or malfunction was due to Contractor's failure to properly perform repair and-or emergency services appropriately, in which case, such emergency repairs shall be made at no additional cost to County. GENERAL REQUIREMENTS: A. CONTRACT START-UP: Prior to performing any Work, Contractor shall contact the appropriate County staff identified below to discuss and coordinate all responsibilities, scheduling, and other parameters associated with the Work. County Government: Scott Foster, Director of General Services Phone: sfoster@goochlandva.us 3

4 BID FORM IFB Heating, Ventilation and Air Conditioning (HVAC) Services THIS BID IS SUBMITTED TO: Wanda St. P. Tormey Purchasing Department 1800 Sandy Hook Road, Room 352 P.O. Box 10 Goochland, VA Name and Address of Contractor: Date: By: (Signature in Ink) Name: (Please Print) Title: Contractor s License No. FEI/FIN NO. State Corporation Commission (SCC) No. If none, state why the Vendor is not required to be so authorized: Phone: ( ) Fax: ( ) ACKNOWLEDGE RECEIPT OF: Addendum 1 Addendum 2 Addendum 3 The following documents shall be attached to and made a condition of this Bid: 1. Completed and signed Bid Form (pages 4-5) 2. Attachment A- Certification of No Collusion (page 6) 3. Attachment B- Reference List (page 7) 4. Attachment C- List of Subcontractors (page 8) 5. Key Personnel List and resumes 4

5 County anticipates awarding contracts to a primary and a secondary Contractor. Award shall be made on a lump sum total basis to the lowest responsive and responsible bidders meeting the requirements of this solicitation. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. PRICING SCHEDULE/BID FORM Bidder agrees to provide services in compliance with the scope of work and terms & conditions of this IFB as provided in the Bid Table of this section. AS NEEDED SERVICES includes visual inspections, maintenance, repairs, and-or new installations (Price scenario provided for evaluation purposes only) Normal Working Hours: Classification Hourly Rate Estimated Hours 1. Technician $ 40 $ 2. Laborer-Helper $ 20 $ After Normal Working Hours, Holidays, and Weekends: 3. Technician $ 8 $ 4. Laborer-Helper $ 4 $ SubTotal 1 $ Extended Price AS NEEDED EMERGENCY SERVICES (Price scenario provided for evaluation purposes only) Classification Hourly Rate Estimated Hours 1. Technician $ 8 $ Extended Price 2. Laborer-Helper $ 4 $ SubTotal 2 $ GRAND TOTAL $ Service Request (Contact information) Contact (please print): Title: Phone: Emergency (after normal hours) Phone: Fax: Contact (please print) Title: Fax: 5

6 ATTACHMENT A CERTIFICATION OF NO COLLUSION The undersigned, acting on behalf of, does hereby certify in connection with the procurement to which this Certification of No Collusion is incorporated and attached that: This proposal/bid is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce: nor is this proposal/bid the result of, or affected by, any act of fraud punishable under Article 1.1 of Chapter 12 of Title 18.2 Code of Virginia, 1950, as amended ( et seq.) By: Print Name Title Name of Company Date ACKNOWLEDGEMENT The foregoing Certification of No Collusion was acknowledged before me this day of,20, by. Notary Public My commission expires: Notary Registration Number: 6

7 ATTACHMENT B REFERENCES Contract Date Client Name & Address Contract Amount Contact Name, phone and Project title, dates of service, value Contract Date Client Name & Address Contract Amount Contact Name, phone and Project title, dates of service, value Contract Date Client Name & Address Contract Amount Contact Name, phone and Project title, dates of service, value Contract Date Client Name & Address Contract Amount Contact Name, phone and Project title, dates of service, value 7

8 ATTACHMENT C LIST OF SUBCONTRACTORS If using Subcontractors, complete the section below and submit with your bid. Subcontractor's Work Subcontractors Name 8

9 ATTACHMENT D Goochland County Facilities- HVAC Facility Name Address Sq Feet Circuit Court Clerk 2938 River Rd. West B 7,040 Sheriff's Administration 2938 River Rd. West C 5,432 Circuit Court 2938 River Rd. West D 5, Knibb Building 2938 River Rd. West F 1,452 Public Safety 2938 River Rd. West G 13,541 Parole Board 2938 River Rd. West H 756 Annex 2938 River Rd. West I 18,394 Maintenance Shop 2938 River Rd. West J 2,800 ECC/ EOC 2938 River Rd. West K 8,400 Jenkins 2924 River Rd West 2,060 Library 3075 River Rd West 6,563 Old Library 2931 River Rd West 2,267 County Administration Building 1800 Sandy Hook Rd 48,610 Goochland Sports Complex 1874 Sandy Hook Rd 20,284 Extension Office 1876 Sandy Hook Rd 2,500 Animal Shelter 1900 Hidden Rock Lane 2,100 Central Convenience Center 1908 Hidden Rock Lane 240 Central High School and Gym (separate buildings) 2748 Dogtown Rd 60,953 Fire Training Center 2466 Old Courthouse Rd Eastern Goochland Pump Station Patterson Ave 15,908 Western Convenience Center 3455 Hadensville-Fife Rd 300 Leakes Mill Park Concession 3951 River Rd West 1,152 Hidden Rock Park/ Concession 1920 Hidden Rock Lane 480 Fire Station Three Chopt Rd 12,000 Sr. Connections Office 3220 River Road West 1,075 9