REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL PURCHASING DEPARTMENT P.O. BOX N. PATTERSON ST. VALDOSTA, GEORGIA #LC FOR: HVAC Service for County Buildings OPENING DATE: Friday, March 6, 2015 TIME: 10:00 am Amy Woods, Purchasing Agent (229) / (229) FAX

2 GENERAL SPECIFICATIONS It is the intent of these specifications to furnish Lowndes County with the following requisitioned equipment/service, according to the attached. It is clearly understood that the following are minimum specifications and are made in order to show the exact specifications of the equipment/service proposed. The bidder agrees that Lowndes County reserves the right to waive technicalities and to reject any or all bids. If you have any questions, please call the phone number listed on the cover page. Depending upon the purchase price, the Purchasing Agent or Lowndes County Board of Commissioners will make the final decision of purchase. All sealed bids must have the Bid Number and Name of Vendor submitting the bid located on the front of the envelope. Sealed bids are due and opened on the date and time listed on the front cover page. NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME SPECIFIED! Any price(s) bid by dealer/vendor on any items offered to the Lowndes County shall be the price effective at the date of delivery. No delivery date of ASAP (As Soon As Possible) shall be considered acceptable on items that have a maximum delivery date listed in the specifications. Addendum(s) issued in a bid must be acknowledged and submitted with the original bid package. Contractor Agrees that no item, supply, article, good, material, service or process provided by Contractor under the terms and conditions of this agreement shall in any way be affected, damaged, disabled, destroyed, or injured by the computer problem known as year 2000 problem. Further, if any affect, damage, disability, destruction, or other injury occurs as a result of any item, supply, article, good, material, service or process provided by the Contractor, then the contractor shall make County whole without additional charge, renumeration, or

3 service due from the County. All Shipping is to be FOB Valdosta, GA and included in the total price unless otherwise stated in the bid document. INSTRUCTIONS TO BIDDERS 1. Bids must be made upon the form of the proposal if attached hereto. If there is not a form attached, please submit the proposal/bid on your company letterhead in a design/layout that will best suit the price and information that the County has requested. The following information should be listed legibly on the outside of the sealed envelope: 1. Name of vendor submitting the bid. 2. Bid number and Title located on the cover page of the Bid Package. Bids may be mailed or hand delivered to the Purchasing Department of Lowndes County, located on the 3 rd floor Governmental Building at 327 S. Ashley St., Valdosta, GA In the event you choose to mail your proposal, it should be mailed to Amy Woods, Purchasing Agent, P O BOX 1349, Valdosta,GA No bidder will be allowed to withdraw his bid for any reason whatsoever after the bids have been opened unless otherwise stated in the specifications. 3. The following specifications represent the minimum general size, weight, capacity and performance characteristics desired in the equipment to be purchased. These requirements are not intended to prevent obtaining fair prices or to eliminate competition, but to insure, if possible, that all bids submitted would not be subject to correction or alteration after the bid has been filed, opened, and publicly read. In view of an unusual wide disparity in details of design and manufacture, complete descriptive literature and manufacturer s specifications must be submitted on each type of equipment offered. Lowndes County reserves the right to evaluate any or all bids, particularly where there is a range in specifications. Special consideration will be given to the ready availability of repair parts and service. 4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code Title 26 and Georgia Exemption Certificate Number The names of a certain brand, make, or definite specifications are to demote quality standard of the article desired. The County does not restrict bidders to be specific brand, make or manufacturer named; it is to set forth and convey to prospective bidders the general style, type, character and quality of the article desired.

4 6. The award of the contract will be awarded to the lowest responsible bidder taking into consideration quality performance, the time specified in the specifications for the performance of the contract, provision of needed and unneeded features, usefulness to the using department, whether bidder meets guidelines set forth in the specifications, and prior County experience. 7. Any item that the county has sent out for bid(s) must be NEW equipment with the latest technology available. No remanufactured item will be accepted unless stated otherwise in the bid specifications. MECHANICAL SERVICES SPECIFICATIONS

5 For LOWNDES COUNTY BOARD OF COMMISSIONERS PART 1- GENERAL 1.1 SUMMARY OF SERVICES REQUIRED PART 2- PRODUCTS GENERAL - LOWNDES COUNTY BOARD OF COMMISSIONERS, desires to contract with the reputable Mechanical Services Contractor to provide a HVAC Technician to perform inspections and services of the mechanical systems on all County owned buildings. 2.1 SERVICE EQIUPMENT - The successful Contractor will provide all tools, equipment and test the equipment necessary to perform the work outlined in this specification. 2.2 PARTS AND SUPPLIES - The LOWNDES COUNTY BOARD OF COMMISSIONERS will purchase all parts and supplies needed to service and maintain the mechanical equipment in the facilities. In emergency situations, the Director of Public Works may direct the Contractor to purchase Parts and supplies needed for the mechanical repair. Under such an emergency situation, the Lowndes County Board of Commissioners will reimburse the Contractor for any parts and supplies purchased upon presentation of original receipts for said purchases. PART 3 PERSONNEL 3.1 STAFFING The contractor shall provide trained and experiences HVAC Technician(s) capable of performing all work required in these specifications. The HVAC Technician(s) shall have a minimum of five years of experience repairing and maintaining mechanical equipment similar to that found within our facilities and be capable of working independently with minimal supervision. The controls Technicians/ Contractor must have the following qualifications: A. Must be knowledgeable on apogee 3.10 or later version. B. Must be able to provide Siemens Apogee factory parts and software. C. Contractor will have local office with25 miles and mechanic within 4 hours.

6 D. Must be capable of providing offsite technical support after hours. 3.2 BACKGROUND INVESTIGATIONS- All proposed HVAC Technician(s) may be required to undergo a criminal background check before beginning work at LOWNDES COUNTY JUDICIAL COMPLEX, at no charge to the Contractor. 3.3 STAFF CONDUCT/APPEARANCE A. If a Mechanical Services Contactor s assigned Technician s conduct or work performance becomes objectionable, the Mechanical Services Contractor is to immediately remove the Technician from all county owned facilities upon request from the LOWNDES COUNTY PUBLIC WORKS DIRECTOR. B. The Mechanical Services Contractor s Technician(s) shall not entertain visitors nor shall they bring minor children into County facilities. C. The Mechanical Services Contractor shall insure that his/her Technician(s) do not use office equipment (radios, televisions, telephones, computer, or other equipment, other than the computer assigned to the Apogee System. D. The Mechanical Services Contractor s Technician(s) shall take breaks and meal periods in the designated areas. Under no circumstances shall Contractor s Technician(s) utilize offices or other non-public areas of the county owned facilities for breaks or meal periods. E. The Mechanical Service Contractor s Technician(s) shall inform his/her employees that firearms are prohibited. Anyone found with a firearm will be prosecuted by the County. F. The Mechanical Services Contactor s Technician(s) shall maintain a neat, clean appearance and wear a Contractor provided uniform with a company identification logo affixed. 3.4 STAFF SAFETY TRAINING- The Mechanical Services Contractor shall train his/her employees in Federal, State and Local Right to Know regulations. PART 4- EXECUTION

7 SCOPE OF WORK- The successful Mechanical Services Contractor shall provide a qualified experienced HVAC Technician(s) to perform inspection, service and repair of HVAC mechanical equipment under the direction of the director of Public Works or the Director s designated representative. Normal work hours for the Technician will be for 7:00 a.m. thru 5:00 p.m. Monday thru Friday. All hours outside normal working hours will be referred to as after hours. During after hours, the HVAC Technician must be able to respond to service calls within 4 hours of the call. The Contractor is responsible for providing the County a means of contacting the HVAC Technician during after hours (examples: cellular phone, pager, phone number etc.) Lowndes County may alter this work schedule if a repair or service of a piece of equipment will call disruption of services during normal work hours. The assigned Technician will inform Public Works if additional manpower is needed for an assigned task. The Technician and the designated County employee will collectively decide how much additional manpower will be needed and the approximate duration. The assigned Technician must have a cell phone provided by the Contractor so facility staff can contact him/her when needed. The Mechanical Services Contractor will provide on-call services for emergency situations that arise after normal operation hours. In the event of such an emergency, a Technician will be available by telephone or pager 24 hours per day, 7 days per week and 52 weeks per year. In response to an emergency call, the Mechanical Services Contractor will have a Technician on site within 4 hours of receiving the call, regardless of the time of day or day of week. The contractor s assigned Technician(s) will create a log detailing inspections, service and repairs performed and will have a copy of this log attached to the invoice at the end of each service, repair or inspection. Contractors will provide Computer Based Maintenance Management System to include but is not limited to the following capabilities: a) Computer generated detailed tasking instructions as per manufactures recommendations for planned maintenance of covered equipment. b) Computer generated reports detailing and summarizing all service work performed. c) Computer generated reports detailing all equipment by individual location and facility. Data not limited to model and serial numbers, make or brand, equipment capacity, equipment type and or class, equipment location and contract/warranty. Updated annually.

8 d) Ability to report and summarize all service work under requests by nature of problem but not limited to, too hot, too cold, equipment failure, excessive noise, odor, nuisance, too humid. e) Ability to manage labor loads and provide detailed invoicing inclusive of all parts, labor and full descriptions of the work accomplished. f) Ability to provide all reports and invoices in electronic format for delivery via internet, . BILLABLE HOURS- Billable hours begin and end with the technician(s) arrival and departure from the county owned facility, excluding breaks. No fuel charges will be added or trip charges as additional fees. PART 5- SPECIAL CONDITIONS 5.1 ADDITIONS OR DELETIONS TO THE CONTRACT- LCBOC reserves the right to delete and/or add hours to this contract at an agreed upon price, with a 30 day notice. 5.2 MECHANICAL EQUIPMENT CHANGES/UPGRADES- Since this is a pure service contract based on hourly rate for services provided, changes/upgrades to HVAC equipment or additions for HVAC equipment will have no effect on the contract and therefore changes to the contract pricing structure will not be entertained by the county. 5.3 QUALITY ASSURANCE- LCBOC designated staff will perform periodic quality assurance inspections of work assigned to the Contractor s Technician. 5.4 SAFETY/ENVIROMENTAL COMPLIANCE A. All work performed on all county owned property is to comply with federal, state, and local health, safety, environmental rules, regulations and laws. This is to include but not limited to Occupational Health and Safety Administration (OSHA) regulations including the following titles: CFR CFR CFR CFR Lockout/Tagout Procedures Hazardous Communications Hazardous Waste Operations and Emergency Procedures (HAZWOPER) Confined space entry

9 CFR Blood borne Pathogens 5.5 REFRIGERANTS- All refrigerants for the county facilities systems will be provided by the county. All recovered refrigerants will be reprocessed for reuse or disposed of by the Contractor. 5.6 HAZARDOUS MATERIALS- The Mechanical Service Contractor will disposed of all generated or recovered during the execution of this contract. 5.7 LICENSES AND PERMITS- The successful Contractor shall purchase all state, county, and city licenses and permits necessary to operate a service business in the State of Georgia, Lowndes County and the City of Valdosta. All trucks and service vehicles shall be registered in the State of Georgia and display all necessary city and county decals. MANDATORY PREBID CONFERENCE There will be a mandatory pre-bid conference on Friday, February 6, 2015 at 10:30 am. The conference will be held in the purchasing office, 3 rd floor, 327 N. Ashley Street, Valdosta, Georgia. You may attend either in person or via phone conference. Please call no sooner than 5 minutes before start time to access the conference. Vendors wishing to submit a bid must attend the conference. No Exceptions. Questions should be asked at the conference. TOUR OF COUNTY BUILDINGS Vendors are highly recommended to take a tour of all County Buildings before submitting a bid. Vendors will be responsible for the upkeep of County Buildings whether you view them or not. Contact Duke Paulo (229) , during the week of February 13, 2015 (after mandatory Pre-Bid Conference) until February 13, 2015 at 5pm EST. No tours will be available after that time. QUESTIONS/ANSWERS Questions may be asked at the mandatory pre-bid conference. Questions may also be submitted in writing after the tour of buildings has been completed by the vendor. Mr. Paulo will not be held responsible for any questions asked during the tours. Deadline for questions is 2pm EST, February 19, Answers will be sent out via (preferably) or fax to all applicable vendors as soon as possible.

10 COUNTY BUILDINGS FOR HVAC SERVICE 1. Lowndes County Courthouse 2. EOC 3. Old Administration Building 4. Hahira Health Department 5. Lake Park Health Department 6. Public Works 7. LODAC 8. Old EMA 9. E-911 Building H Camp 11. Civic Center 12. Lake Park Water & Sewer 13. Board of Elections 14. Soup Kitchen 15. New Horizons 16. Leila Ellis 17. Human Resource Building 18. Animal Shelter 19. Governmental Building 20. Historical Library 21. New Judicial Complex 22. USDA Building 23. County Libraries 24. Fire Services HQ DURATION OF CONTRACT: The services shall be provided at all Lowndes County Buildings listed in this document starting May 1, 2015 until April 30, This contract will have the option to renew for 4 One-Year terms. If either party needs to cancel this contract, a letter of said cancellation must be sent to the other party 30 days prior to the renewal annual date. P R O P O S A L

11 Please attach the contract from your company with the bid documents. Upon request, you must be able to provide said contract via once the Public Works Department is ready to make their recommendation to the Board of Commissioners. Be sure to include (if any) percentage increase per renewal year. If no increase, print the number 0. Quote must be a detailed listing of parts, prices, labor, and any other applicable fees. Signed Name (type or print) Title Date Phone # Fax # address Business Name Business Address