City of Hampton ITB 16-70E Page 1 of 22 City of Hampton ISSUING OFFICE: DATE: February 23, 2016 ITB ITEM NO. 16-70/E Consolidated Procurement Div. 1 Franklin Street, Suite 345 HAMPTON, VA 23669 TELEPHONE: (757) 727-2200 FAX: (757)727-2207 Attention of Bidder is Directed To Section 2.2-4367 to 2.2-4377 Code of Virginia (Ethics In Public Contracting) PROCUREMENT OFFICER Nevador Evans , CPPB Buyer BIDS will be received in the Issuing Office above until Opening Date and Opening Time as specified in this solicitation including any addenda issued by this office. The City of Hampton is not responsible for late delivery by U.S. Postal mail or other couriers or electronic submittal of bids. All inquiries for information regarding this Invitation to Bid are to be directed to the Issuing Office as defined herein. COMMODITY: Air Duct Cleaning NIGP CODE: 91004 OPENING DATE March 10, 2016 OPENING TIME 3:30p.m PLEASE FILL IN OFFEROR’S NAME & ADDRESS IN THE SPACES PROVIDED BELOW: __________________________________________ __________________________________ __________________________________ THIS IS NOT AN ORDER Mandatory PREBID CONFERENCE DATE: March 3, 2016 TIME: 11:00a.m THE CITY OF HAMPTON HEREAFTER REFERRED TO AS THE “CITY”, RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN THE BIDDING PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE CONTENTS OF THE INVITATION TO BID, ANY ADDENDA, BIDDERS RESPONSE AND ANY CHANGE ORDERS SHALL BE INCORPORATED BY REFERENCE INTO ANY RESULTING CONTRACT. THE CITY OF HAMPTON DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS. The City of Hampton is seeking sealed bids from responsible and responsive bidders to perform DUCT Cleaning at the Public Safety Building per scope herein. ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial) ________________________________________________________________________________________________________ THE CITY OF HAMPTON CANNOT LEGALLY AGREE TO ANY CLAUSE INDEMNIFYING THE CONTRACTOR FROM ANY DAMAGES ARISING OUT OF THE CONTRACT OR HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION OF A BID CONSTITUTES AN AGREEMENT BY THE CONTRACTOR NOT TO REQUEST SUCH LANGUAGE IN THE RESULTING CONTRACT. IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. Authorized Agent: _______________________________________________ ______________________ Signature Type or Print Name ___________________ ________________________ ____________________ ______________________ Email Address Telephone Number Fax Number Company FEI/FIN# ENCLOSURES INFORMAL INVITATION TO BID
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City of Hampton ITB 16-70E Page 1 of 22
City of Hampton ISSUING OFFICE:
DATE: February 23, 2016
ITB ITEM NO. 16-70/E
Consolidated Procurement Div. 1 Franklin Street, Suite 345 HAMPTON, VA 23669 TELEPHONE: (757) 727-2200 FAX: (757)727-2207
Attention of Bidder is Directed To Section 2.2-4367 to 2.2-4377 Code of Virginia (Ethics In Public Contracting)
PROCUREMENT OFFICER
Nevador Evans , CPPB Buyer
BIDS will be received in the Issuing Office above until Opening Date and Opening Time as specified in
this solicitation including any addenda issued by this office. The City of Hampton is not responsible for late delivery by U.S. Postal mail or other couriers or electronic submittal of bids. All inquiries for information regarding this Invitation to Bid are to be directed to the Issuing Office as defined herein.
COMMODITY: Air Duct Cleaning NIGP CODE: 91004
OPENING DATE
March 10, 2016
OPENING TIME
3:30p.m
PLEASE FILL IN OFFEROR’S NAME & ADDRESS IN THE SPACES PROVIDED BELOW: __________________________________________
THE CITY OF HAMPTON HEREAFTER REFERRED TO AS THE “CITY”, RESERVES THE RIGHT TO ACCEPT OR REJECT
ANY AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN THE BIDDING PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE CONTENTS OF THE INVITATION TO BID, ANY ADDENDA, BIDDERS RESPONSE AND ANY CHANGE ORDERS SHALL BE INCORPORATED BY REFERENCE INTO ANY RESULTING CONTRACT.
THE CITY OF HAMPTON DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.
The City of Hampton is seeking sealed bids from responsible and responsive bidders to perform DUCT Cleaning at the Public Safety Building per scope herein.
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)
________________________________________________________________________________________________________ THE CITY OF HAMPTON CANNOT LEGALLY AGREE TO ANY CLAUSE INDEMNIFYING THE CONTRACTOR FROM ANY DAMAGES ARISING OUT OF THE CONTRACT OR HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION OF A BID CONSTITUTES AN AGREEMENT BY THE CONTRACTOR NOT TO REQUEST SUCH LANGUAGE IN THE RESULTING CONTRACT. IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION.
Authorized Agent: _______________________________________________ ______________________ Signature Type or Print Name
___________________ ________________________ ____________________ ______________________ Email Address Telephone Number Fax Number Company FEI/FIN#
ANTI-COLLUSION CLAUSE: IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID BIDDER DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1 THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6 THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA. THE UNDERSIGNED BIDDER HEREBY CERTIFIES THAT THIS AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY, CITY HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS PROPOSAL; AND, THAT NO PERSON OR PERSONS, FIRM OR CORPORATION OTHER THAN THE UNDERSIGNED, HAVE, OR ARE, INTERESTED IN THIS PROPOSAL. DRUG-FREE WORKPLACE: DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL BIDDER AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR THE SUCCESSFUL BIDDER'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, A STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION, OR USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE SUCCESSFUL OFFEROR'S WORKPLACE AND SPECIFYING THE ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH PROHIBITION; (III) STATE IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL OFFEROR THAT THE SUCCESSFUL OFFEROR MAINTAINS A DRUG-FREE WORKPLACE; AND (IV) INCLUDE THE PROVISIONS OF THE FOREGOING CLAUSES IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUSUCCESSFUL OFFEROR OR VENDOR. FOR THE PURPOSE OF THIS SECTION, "DRUG-FREE WORKPLACE" MEANS A SITE FOR THE PERFORMANCE OR WORK DONE IN CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A SUCCESSFUL OFFEROR IN ACORDANCE WITH FEDERAL LAW, THE EMPLOYEES OF WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION OR USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING THE PERFORMANCE OF THE CONTRACT. EMPLOYMENT DISCRIMINATION BY THE SUCESSFUL OFFEROR SHALL BE PROHIBITED: 1. DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL BIDDER AGREES AS FOLLOWS:
a THE BIDDER, SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS PROHIBITED BY STATE LAW RELATING TO DISCRIMINATION IN EMPLOYMENT, EXCEPT WHERE THERE IS A BONA FIDE OCCUPATIONAL QUALIFICATION REASONABLY NECESSARY TO THE NORMAL OPERATION OF THE SUCCESSFUL OFFEROR. THE SUCCESSFUL BIDDER AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS NONDISCRIMINATION CLAUSE.
b. THE SUCCESSFUL BIDDER, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL BIDDER, SHALL STATE THAT SUCH SUCCESSFUL BIDDER IS AN EQUAL OPPORTUNITY EMPLOYER.
c. NOTICES, ADVERTISEMENTS, AND SOLICITATIONS PLACED IN ACORDANCE WITH FEDERAL LAW, RULE OR REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS SECTION.
2. THE SUCCESSFUL BIDDER WILL INCLUDE THE PROVISIONS OF THE FOREGOING PARAGRAPHS A, B, AND C IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUBCONTRACTOR OR VENDOR.
Name and Address of BIDDER: Date: _____ Authorized Signature__________________________
Federal Tax Identification Number/Social Security Number: ________________________________ Is Bidder ion below:
Please Explain: Is Offeror Is Offeror Is Offeror a Faith- Is a Disabled Veteran
City of Hampton ITB 16-70E Page 3 of 22
I. SCOPE OF WORK
General Requirements: The City of Hampton Public Works Facilities Management Division , is seeking bids for duct cleaning per scope herein. The contractor, by careful examination, shall satisfy himself as to the nature and location of the work, the character of equipment and facilities needed preliminary to and during the execution of the work, the general and local conditions, and all other matters which can in any way affect the work within this solicitation. To that end, a Mandatory Pre-bid is scheduled as follows: A Mandatory Pre-bid Conference is scheduled on Thursday, March 3, 2016 at 11:00a.m, in the Lobby of the Public Safety Building, 40 Lincoln Street, Hampton, VA 23669.
SUMMARY OF WORK
1. Description
a. The WORK includes the cleaning of the air handlers, supply and return ducts, exhaust air
ducts, diffusers, grill vents etc.
b. Cleaning will be performed in accordance to NADCA industry standards “ACR-2013,
Assessment, Cleaning, and Restoration of HVAC Systems.
c. Provide a written work plan detailing the “Means and Methods” and provides MSDS sheets
for any cleaning products to be used, the type of equipment to be used, and provide
verification and documentation that work has been completed.
d. Provide worker(s) that possess certifications such as Air System Cleaning Specialists or
equivalent certification.
2. Tenant Occupancy
The tenants will occupy the site and all facilities located at the premises. The contractor shall
cooperate fully with the Owner, Tenants, and Management during construction operations to
minimize conflicts and to facilitate the Owners usage of the facility. Communication is essential
and the contractor shall make available to the Owner direct communication to the project
manager via cell phone number.
CONTACTS
1. Owner: City of Hampton
231 Springfield Avenue
Hampton, VA 23669
2. Tenant: Public Safety Personnel
City of Hampton ITB 16-70E Page 4 of 22
3. Contact: Rick Blue
Facilities Management
City of Hampton
231 Springfield Avenue
Hampton, VA 23669
Phone: 757-726-2992
Fax: 757-726-2988
4. Building Location: Public Safety
40 Lincoln St
Hampton, VA 23669
SPECIAL CONDITIONS
1. Safety: State Occupational Safety and Health Standards apply to this project. The Owner shall not be held
responsible for enforcement of safety conditions. Particular attention to the following must be observed.
a. All ladders, scaffolds and temporary work platforms shall be kept in locked storage or removed from
the job site when not in use or when unattended.
b. Cranes, hoists, elevators and conveyors are to be guarded and/or secured at all times when on the job so
as to avoid becoming a hazard to the public and employees of the job site. When in use, equipment shall
be enclosed with boarders of safety tape. Enclosed areas shall be cleaned and Restrictions removed when
not required.
c. Contractor motor vehicles shall be parked and locked in the parking lot away from the building so as not
to inconvenience public access.
d. Demolition: Pay particular attention to safe procedures for demolition and removal of existing equipment
and debris so as not to be a hazard to the public, employees, tenants and structure.
e. Additional Safety Requirements: No hazardous materials shall be stored or kept at or on the job site.
Contractor's personnel will strictly adhere to all traffic regulations, traffic patterns and speed limits.
Any hot work, i.e; welding, torch cutting or brazing, shall require notification and approval of City of
Hampton Facilities Management prior to the start of any work.
PERMITS
Permits, as required by the City of Hampton, are the responsibility of the contractor. The contractor is also
responsible for paying all taxes applicable to the project.
CONTRACTOR’S USE OF THE PREMISES
1. The Contractor shall assure the Owner that all contractor personnel
involved with this project are aware and familiar with the property usage and any additional requirements
of this section.
City of Hampton ITB 16-70E Page 5 of 22
2. Contractor Vehicles
Parking for the Contractor’s vehicles entering the Owners property in performance of the work of
the Contract shall only use the parking as authorized by the Owner.
3. Contractor’s Use of the Building
a. Use of the building shall be limited to the areas necessary for the completion of the cleanings.
b. The Contractor shall keep public areas free from accumulation of waste materials, rubbish,
trash or other construction materials. The Contractor shall remove all waste material, trash,
etc. daily.
4. Time of Work
a. Upon awarding of the contract the job will be completed within 60 calendar days.
b. Normal building hours are Mon-Fri 8:00am to 6:00pm
c. ALL WORK WILL BE DONE AFTER-HOURS and ON WEEKENDS.
SUBMITTALS
The Contractor shall provide to the Owner the following information as part of the bid package:
1. The cost for cleaning. air handlers, supply and return ducts, exhaust air ducts, diffusers, grill vents using
ACR NADCA Standard 2013 as a guideline.
2. Written Work Plan and MSDS sheets
PRODUCT HANDLING
1. The Contractor shall replace all damaged equipment. Minor scratches and/or
dents shall be repaired to Manufacturers Standards. The Owners decision shall be final.
2. Delivery and storage shall be the responsibility of the contractor. The
Owner shall not assume any responsibility for receiving, storage or
unloading of equipment.
PROJECT CLOSEOUT
1. The Contractor shall provide to the Owner the following documents:
a. Letter on company letterhead certifying that the system has been cleaned.
b. Any Warranty paperwork
2. The Contractor shall schedule with the owner a ‘Final Inspection’.
CLEANING
City of Hampton ITB 16-70E Page 6 of 22
1. General
a. Throughout the construction period, maintain the building and site in a clean and safe
environment.
b. Do not allow the accumulation of scraps, debris, waste material or other items not required
for construction of this work.
c. At least once per day, remove all scraps, etc. to a proper waste receptacle.
d. Maintain the job site in a neat and orderly condition at all times.
2. Final Cleaning
a. “CLEAN” for the purpose of this article shall be interpreted as meaning the level of
cleanliness as found in the general owner working areas at the start of the project.
MECHANICAL
09000 – MECHANICAL GENERAL PROVISIONS
1. Workmanship shall be first class and of the best quality in
accordance with approved contemporary construction practices.
2. All appropriate codes apply to this specification.
3. All Material shall be new in accordance with this specification.
4. Owner Training
a. No Formal training is required for this project.
5. Warranty & Guarantee
a. Equipment shall be free from defects of materials and
workmanship for a period of twelve (12) Months from the date of
Final Completion.
b. The Contractor shall provide service for the Warranty period
City of Hampton ITB 16-70E Page 7 of 22
PRICING SHEET
TOTAL COST FOR CLEANING FIRST FLOOR $_____________
TOTAL COST FOR CLEANING SECOND FLOOR $_____________
TOTAL COST FOR CLEANING THIRD FLOOR $_____________
TOTAL COST FOR CLEANING FOURTH FLOOR $_____________
TOTAL COST FOR CLEANING FIFTH FLOOR $_____________
TOTAL COST: $__________
State your earliest performance or delivery date: ___________. This may become a factor in making the
award.
FOB DESTINATION, FRT INCLUDED
40 LINCOLN STREET
HAMPTON, VA 23669
City of Hampton ITB 16-70E Page 8 of 22
SPECIAL INSTRUCTIONS TO THE BIDDER Definitions:
Issuing Office:
Wherever used in this Invitation to Bid, Issuing Office will be: