Bid Cover Sheet HVAC · (k) If you have any questions regarding the bid specifications, please contact Bobby McDaniel, Maintena nce Superintendent, at 205-873-8494. [The remainder

INVITATION TO BID

CITY OF VESTAVIA HILLS 1032 MONTGOMERY HIGHWAY

VESTAVIA HILLS AL 35216

BIDS TO BE OPENED AT THE CITY OF DATE: JUNE 15, 2019 VESTAVIA HILLS ON JULY 16, 2019 BID: HVAC Service AT 11:00 AM. BIDS TO BE TURNED IN NO LATER THAN 11:00 AM ON THIS DATE. Ladies and Gentlemen: Sealed bids will be received by the City of Vestavia Hills, Alabama, in the Office of the City Clerk at the Municipal Center until the above time and date, and opened as soon thereafter as practical. Please return in a sealed envelope marked with the bid name as listed above. Bids must be returned prior to the date and time listed above. Bids received in the Office of the City Clerk either by hand delivery or mail after the specified date and hour will not be considered. *******************************************************************************************************

NAME OF COMPANY:________________________________________________________________________ PRICE*: WARRANTY: DELIVERY DATE:____________________________________________________________________________ BIDS GOOD THROUGH**:____________________________________________________________________ *See Specifications Enclosed. **All bids must be good for a minimum of 90 days.

I hereby affirm that I have not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding or otherwise. This form must be notarized. FIRM_____________________________________ Sworn and Subscribed before me BY_______________________________________ this the ______ day of ____________, 20___ ADDRESS________________________________ __________________________________________ ______________________________ Notary Public PHONE___________________________________ My Commission Expires____________. DATE____________________________________ ************************************************************************************************************ ALL BIDDERS MUST USE OUR BID FORMS. COMPLETE IN INK OR TYPE. THE CITY RESERVES THE RIGHT TO REJECT OR WAIVE ANY AND ALL BIDS OR PORTIONS THEREOF. QUESTIONS SHOULD BE ADDRESSED TO THE OFFICE OF THE CITY CLERK, PHONE (205) 978-0131. __________________________________________ Rebecca Leavings, Purchasing Agent

Invitation to Bid - HVAC Services Page 1

HVAC and Building Automation Maintenance REQUIREMENTS

1. Bid Requirements Bids not conforming with the following requirements may be rejected.

(a) Bids must be made on the blank bid form provided. (b) Bids must be complete and specific. (c) Bids will be free of alterations and erasures. (d) Mandatory Pre-Bid Meeting at 10:00 AM June 26, 2019 at City Hall

Executive Conference Room, 1st Floor, Vestavia Hills City Hall, 1032 Montgomery Highway, Vestavia Hills AL 35216

(e) Bids will be properly signed by the bidder or by a legally authorized

officer or agent of the bidder and notarized. (f) The bids will be enclosed in a sealed envelope marked “SEALED

BID --- HVAC AND BUILDING AUTOMATION.” They must be submitted no later than 11:00 AM (CST) on July 16, 2019.

(g) The sealed envelope must be addressed to:

City of Vestavia Hills Office of the City Clerk 1032 Montgomery Highway Vestavia Hills AL 35216

(h) Bids must include a bid bond for 5% of the proposed first year

amount.

(i) Successful contractors shall furnish a 100% Performance Bond and a 50% Payment Bond. Bonds shall be based on the first year amount.

(j) There are three (3) parts of the bid: Group A: City Hall and Library.

Group B: Parks and Recreational Facilities. Group C: Fire Stations. Each Group should be priced separately with an annual price for each Group. The City can choose to use separate contractors for each group or choose not to accept a group.


(k) If you have any questions regarding the bid specifications, please contact Bobby McDaniel, Maintenance Superintendent, at 205-873-8494.

[The remainder of this page is left blank intentionally]


City of Vestavia Hills Invitation to Bid

Building Automation and HVAC Preventative Maintenance

Table of Contents

SECTION 1 – GENERAL 2 PURPOSE 2 OBJECTIVE 2 SECTION 2 – BIDDER INFORMATION 2 DELIVERABLES 2 BID TIMING 3 BID CONFIDENTIALITY 3 CONTACT INFORMATION 3 SUBMITTING QUESTIONS 3 RELIANCE ON ORAL COMMENTS 4 SECTION 3 – SCOPE OF WORK 4 SECTION 4 – BID RESPONSE OUTLINE 5 COMPANY PROFILE 5 SECTION 5 – EQUIPMENT LISTS (MUST BE VERIFIED BY BIDDER) 6 BID SHEET 10


SECTIONI–GENERAL

PURPOSE

HVAC Equipment and Building Automation System Maintenance

OBJECTIVE

The objective of this initiative is to identify a facilities service provider with an experience in managing

facility services, specifically within City/Government Facilities, that can drive and demonstrate significant

reduction in the cost of operating the facility while maintaining or improving the quality and level of

service. The City of Vestavia Hills reserves the right to not only consider price, but to consider the

qualifications and performance records of Contractor. The long range achievements expected by the site,

in order of importance, are as follows:

Significant reductions in facility operating, maintenance and repair costs without negatively

affecting service quality and service levels depicted in the specifications;

Consolidation of responsibilities relating to non‐core business support services;

Continuity in facility‐related administrative and operational processes/procedures;

Maintaining or enhancing services while increasing current levels of internal (occupant)

satisfaction with leadership and innovation.

The primary objective and goal of this proposal is to reduce costs and improve the reliability of the

identified operating systems of the sites with a focus on no down time. The intent is to award a contract

of up to 3 years with optional rollover years based on review by City Attorney. The term of service shall

start on October 1, 2019.

SECTION II – BIDDER INFORMATION

DELIVERABLES

All bidders are expected to prepare documentation supporting all of the following deliverables:

• BID response package clearly labeled “HVAC Maintenance Bid” July 16, 2019;

• Company Profile;

• Copy of all applicable Alabama state, county and local licenses;

• Corporate experience in facility related services, specifically local City/Government Facilities;

• Description of Quality Plan and operations control;

• Advantages and value adds of current bidder;

• Plan for implementation and execution;

• Resumes of resources that would deliver the scope including suppliers and personnel;

• Pricing for both Basic Preventative Maintenance Services and Total Maintenance Services;

• Proposed Contract (for review by City Attorney and Personnel Board of Jefferson County).

Bidders must submit two (2) BID response packages to The City of Vestavia Hills, 1032 Montgomery

Highway, Vestavia Hills, AL 35216. The bids are due to the Office of the City Clerk, ATTN: Rebecca Leavings

on or before July 16, 2019 at 11:00 AM CST (See Contact Information)


BID TIMING

Timing for the bid process is outlined below:

• Release of Invitation to Bid: June 15, 2019

• Mandatory Pre‐Bid meeting: 10:00 AM June 26, 2019 Executive Conference Room City Hall

• Deadline for Bidder Questions: July 11, 2019 at 4:00 PM CST

• Bids due by 11:00 AM CST on July 16, 2019

• Execution of the contract will depend on review by city attorney, PBJC, and approval by the City

Council.

BID CONFIDENTIALITY

Bidders will be issued materials required to prepare a competent response to the invitation. All documents

received by City of Vestavia Hills, Alabama, will be the sole property of City of Vestavia Hills, Alabama.

CONTACT INFORMATION

For access to the facilities, please contact

Bobby McDaniel – Public Services Maintenance (205) 873‐8494 [email protected]

During the quotation period, questions regarding this specifications of this bid shall be directed to:

Brian C. Davis– Public Services Director 1032 Montgomery Highway Vestavia Hills, AL 35216 Office (205) 978‐0150 Email: [email protected]

SUBMITTING QUESTIONS

Questions and answers should be submitted in writing no later than the deadline for bidder questions as

stated in “Bid Timing” and will be confirmed and answered thereafter in writing, and such writing shall

supersede any oral information otherwise provided. All questions and inquires will be answered via

electronic mail and provided to all known participants to insure fairness in the process. The end date for

questions is 4:00 PM CST on July 11, 2019. All bidders shall recognize and comply with the following:

(1) The bidder has an affirmative duty to inquire about and seek clarification of any question or other item

in the invitation that the bidder does not fully understand or that the bidder reasonably believes is

susceptible to more than one interpretation; and

(2) The bidder shall explain in its bid response any and all exceptions, assumptions, and clarifications,

variations, or deviations made by the bidder in responding to any requirements of this invitation to bid.


RELIANCE ON ORAL COMMENTS

For purposes of this invitation to bid and questions concerning the invitations to bid, no bidder shall

consider any oral representations or statements by an officer, employee, or agent of City of Vestavia Hills,

Alabama, to be an official expression of its behalf unless such oral representation or statement is

authorized by Brian Davis, Public Services Director, via written communication. Any attempt to circumvent

this process may result in immediate disqualification from the evaluation process.

SECTION III – SCOPE OF WORK

It is the intent of the city to divide all of the equipment into three (3) groups. Said three (3) groups

are listed in Section 5 of this invitation to bid entitled “Equipment List” and are labeled as Group

A, Group B and Group C. Bidder shall provide a cost for both of the following for each of the below

listed services.

a. Basic Preventive Maintenance Service ‐‐ Preventive maintenance services shall be provided

by the Service Company on all Equipment and associated devices related to the HVAC systems

listed and verified in this document.

b. Total Maintenance Service ‐‐ The Service Company shall furnish all personnel, parts, materials,

test equipment, tools and services in conformance with the terms and conditions as outlined

below.

1. Bidder shall provide a proposed contract as a part of the bid response for review by

the City Attorney and the Personnel Board of Jefferson County.

2. As part of the bid response, the Service Company shall submit for evaluation, a

comprehensive and detailed technical and business prospectus, descriptively

outlining the ability to adequately and satisfactorily perform the services as requested

in these specifications.

3. It is the intention of these specifications to establish and define those services that

are to be performed and, in addition, to determine the capability and experience of

the Service Company desiring to provide such services

4. Award of the contract shall be evaluated on a variety of factors, in addition to cost,

such factors as technical competence, references, experience, financial ability, and

other factors requisite to adequate and satisfactory performance of the services

drafted.

5. All Service Companies desiring to provide services specified shall visit the job sites to

become familiar with the facility and equipment prior to submitting a bid response.

No bid shall be accepted from any Service Company unless it has been verified that

there has been a visit and inspection prior to bid submittal. Site visits shall be

coordinated through Bobby McDaniel, (205) 873‐8494 Vestavia Hills Public Services

in order to determine that the equipment was correctly identified.

6. The Service Company shall not be relieved from assuming all responsibility for

properly estimating the difficulties and the cost of performing the services required

with these specifications because of failure to investigate the conditions or become

acquainted with all the information concerning the services to be performed.


7. The City of Vestavia Hills reserves the right to add or delete facilities depending on

the funding available and changes in facility locations.

8. The City of Vestavia Hills reserves the right to split the services between different

service companies. Groups will not be split between companies (for example – Group

A – Service Company A, Groups B & C Service Company B would be acceptable).

SECTION IV ‐ BID RESPONSE OUTLINE

COMPANY PROFILE

The following requirements shall be considered as the minimum standards for a Service Company to be

considered as qualified to provide services under this contract and shall be a pre‐requisite to any award:

A. A period of ten (10) years’ experience in the performance of HVAC and temperature controls

maintenance as specified shall be a minimum.

B. The Service Company shall maintain a field office and/or warehouse that is located within thirty

(30) miles of the facilities to be serviced under this specification.

C. A minimum of five (5) local service personnel shall be employed full time by the Service Company

at all times of the duration of the proposed contract.

D. Services that are to be provided shall be performed by qualified and trained service personnel

that are directly employed by the Service Company. Subcontracting portions of the system or

services requested in these specifications shall not be allowed without prior written consent of

the City of Vestavia Hills.

E. The Service Company shall maintain an Engineering Department staffed by a minimum of one (1)

registered Professional Engineer currently practicing in the mechanical engineering field. In

addition, the Service Company shall be experienced in and currently engaged in design/build

projects of HVAC systems.

F. The Service Company shall be a currently licensed mechanical contractor in the State of Alabama

and shall submit, with the bid response a copy of said license, references of major mechanical

equipment installations. If awarded bid, bidder must also obtain a business license with the City

of Vestavia Hills.

G. The Service Company shall provide a minimum of three (3) references, within the State of

Alabama, for which services are presently being provided as outlined within these specifications.

H. The Service Company shall be capable of performing “non‐destructive” testing of designated

equipment.

I. The Service Company shall submit with the bid data that indicates the use of a uniform and

detailed method by which preventive maintenance tasks are defined, scheduled, recorded,

updated and processed. The Service Company’s preventive maintenance program shall be

computer generated, based on run time, manufacturer’s recommendations, and a historical data

bank of similar equipment. Simple computer based, run time only, or hand scheduled programs

are not acceptable. Each service shall be defined in detail as to annual visits, semi‐annual visits,

quarterly visits and routine maintenance.


J. The Service Company shall have an emergency response system in place that is manned on a 24‐

hour basis by full time employees of the Service Company. These employees are to be trained

HVAC analysts to properly assist the City immediately.

SECTION V – EQUIPMENT LIST

Group A (Bidders are responsible to verify equipment)

A. Selected Equipment to be serviced at City Hall

a. Two (2) 87-Ton Air Cooled Trane Chillers with Scroll Compressors

b. Six (6) Greenheck Fans # RF-1 though RF-4, RF-6,RF-7

c. Five (5) Greenheck Exhaust Fans # EF-1, EF-2, EF-3, EF-5, EF-6

d. Three (3) Direct Drive Fans # VF-1, VF-2, VF-3

e. Fourteen (14) Motorized Louver/Dampers # L-1 through L-14

f. Seventeen (17) ABB Variable Frequency Drives # VFD-1 through VFD-8, VFD-10, VFD-12 through VFD-17, VFD-19, VFD-20

g. Four (4) Chill Water Pumps # CHP-1A, CHP-1B, CHP-2A, CHP-2B

h. Seven (7) Hot Water Pumps # HWP-1A, HWP-1B

i. Two (2) Fire Tube Boilers 1500 MBH Gross Output # B-1, B-2 ,

j. One (1) Computer Room Liebert Unit DS035A

k. Eight (8) Modular Indoor AC Units # AC-1 through AC-8

l. One (1) Energy Recovery Unit Greenheck ERV-90-15H # ERU-1

m. One (1) Trane YSC092 Gas Package RTU-1

n. Nine (9) Ductless Split System Heat Pump AC Units # DS- through DS-9 Unit size 2.5 ton – 3.5 tons

o. Two (2) Air Dirt Separators # AD-1, AD-2

p. Trane Tracer Controls

B. Selected Equipment to be serviced at Library in The Forest

a. One (1) CH-1 Trane CGAM100F2B Air Cooled Trane Chiller

b. Three (3) Trane Air Handling Units # AHU-1, AHU-2, AHU-3

c. One (1) Greenheck Energy Recovery unit ERV-581H


d. Six (6) Variable Frequency Drives

e. One (1) Data Aire Computer Room AC Unit

f. Three (3) Trane Fan Coil Units

g. Three (3) Supply Fans for AHU-1, AHU-2, AHU-3

h. Two (2) Chill Water Pumps # CHWP-1, CHWP-2

i. Two (2) Supply Water Pumps # SHWP-1, SHWP-2

j. Two (2) Hot Water Pumps # BPUMP-1, BPUMP-2

k. One (1) Heat Pump Water Heater-AO Smith WW-96HTD

l. One (1) Indirect Water Heater Bradford White RTV-119L

m. Two (2) Boiler, Fulton PHW-750

n. Trane Tracer Summit Controls Group B (Bidders are responsible to verify equipment)

C. Selected Equipment to be serviced at Park and Recreation Gym Roof

a. Two (2) Trane Gas Packaged RTU Model YCH210C3LOEA, YCH210E3LOBB

Selected Equipment to be serviced at Park and Recreation Roof

b. One (1) Trane Gas Packaged RTU Model YCD240B3LOGA

Selected Equipment to be serviced at Civic Center Dogwood Room Roof

c. One (1) York Gas Packaged RTU Model DM120N15N2AAA3

d. One (1) Trane Gas Packaged RTU Model YCD240F3LOBB, YSD240F3RLA03

Selected Equipment to be serviced at Chamber of Commerce Roof

e. One (1) Carrier Gas Packaged RTU Model 48TFD005-A-511

f. One (1) Ductless AC Unit – Condenser on roof , Fan Coil in Conference Room Selected Equipment to be serviced at Parks and Rec. Soccer Office-Site

g. One (1) Two ton Trane Split System


Selected Equipment to be serviced at Civic Center - Vestavia Room

h. One (1) 10 ton Carrier Split System with gas furnace’s

Selected Equipment to be serviced at Parks and Rec. Field-4 Wald Park 4 field

i. One (1) Carrier 10 ton unit

j. One (1) Trane 7.5 ton unit

D. Selected Equipment to be serviced at Park and Recreation Liberty Park

Selected Equipment to be serviced at Youth Complex

o. One (1) 3 ton Split System

p. One (1) 5 ton Split System

Selected Equipment to be serviced at Adult Complex q. One (1) 3 ton Split System r. One (1) 4 ton Split System s. Two (2) 10 ton AHU’s connected to (4)- 4 ton Condensers Selected Equipment to be serviced at Soccer Complex t. One (1) 5 ton Carrier Split System u. One (1) 3 ton Carrier Split System Selected Equipment to be serviced at Sicard Hollow Rd. Complex t. One (1) 5 ton Trane Split System u. One (1) 7.5 ton Trane Split System

E. Selected Equipment to be serviced at The New Merkle House v. Three (3) 5 ton Split Systems

Group C (Bidders are responsible to verify equipment located at Fire Stations) Fire Station 1

2 HVAC Units Sure Comfort 2 Heaters (Carrier) Reznor Gas Heaters for the Bay


Fire Station 2 2 HVAC Units (Carrier Gas Furnace, Rheem Condensing Unit) Reznor Gas Heater for the Bay

Fire Station 3

Payne Model PA18NR060-J Carrier Model 58STA135

Fire Station 4

1 Grand aire 3 ton condensing outside unit 1 Carrier Heating/air handler units 1 Carrier Outside Condensing Units 2 Carrier Series 151 Bay heating/air handler units

Fire Station 5

Living quarters has a Bryant split system Office Training area has an American Standards rooftop system


BID PRICING SHEET

HVAC Costs per Group

Basic Service

Group Monthly Cost Annual Cost

A

B

C

Total

HVAC Costs per Group

Total Maintenance Service

Group Monthly Cost Annual Cost

A

B

C

Total


Bid Cover Sheet HVAC · (k) If you have any questions regarding the bid specifications, please contact Bobby McDaniel, Maintena nce Superintendent, at 205-873-8494. [The remainder

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