2025-000201 HVAC REPAIR MAINTENANCE RFP.pdf

1 Rev. 1/7/25

Town of Summerville Request for Proposals

RFP # 2025 - 000201

HVAC Maintenance and On-Call Services Proposals Due - March 4, 2025 by 1:00 PM

1. PURPOSE

The Town of Summerville, South Carolina (Town) is seeking proposals from interested and qualified firms with past, proven, positive experiences in providing heating/ventilation/air conditioning (HVAC) routine maintenance and on-call services under a fixed price contract. The target start date for performing these services is 04/01/2025. Offerors must be Trane certified. Respondents should have significant experience with water-cooled HVAC systems, including system design, installation, maintenance, and troubleshooting of water-cooled chillers, cooling towers, and related components. (This will not disqualify a bidder if they are not qualified to perform work on these systems, the Town may decide to pull this one building out if that is the case).

The contract shall be for a period of one (1) year with the option to renew for four (4) additional 1-year periods.

At any time during the solicitation process, the Town of Summerville reserves the right to refuse any and all sealed proposals and to waive any technicalities and formalities. The Town of Summerville reserves the right to negotiate with all qualified Proposers. The Town may cancel this solicitation in part or in its entirety at any time during the solicitation process if it is in the Town’s best interest to do so.

2. SOLICITATION TERMS and CONDITIONS

Proposers’ Responsibility While the Town has used considerable efforts to ensure an accurate representation of information in this RFP, each prospective Proposer is urged to conduct its own investigations into the material facts and the Town shall not be held liable or accountable for any error or omission in any part of this RFP.

Addenda The issuance of a written addendum is the only official method by which interpretation, clarification or additional information can be given. The Town will not be responsible for any oral representation given by any employee, representative or others. It is the Proposers responsibility to check the Town of Summerville Purchasing web site for any addenda issued. Proposers must acknowledge their bid is subject to all addenda issued by entering the total number of addenda in the place so indicated on the Signatory Sheet, attached.

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Mandatory Pre- Bid Meeting A mandatory bid walk shall be held:

10 a.m. February 27, 2025

Meet at 200 S. Main Street – New Town Hall Building Lobby for a brief discussion and caravan work sites afterward.

Submittal of Proposals All proposals must be submitted electronically through BidNet Direct by the deadline specified in this RFP.

Proposals submitted through other methods, such as email or physical delivery, will not be accepted.

GENERAL PROVISIONS/INSTRUCTIONS TO BIDDERS

1. Bids, amendments or withdrawal requests must be received by the time advertised for bid opening to be timely filed. It is the Bidder’s sole responsibility to ensure that all required bid documents are received by the Town at the time indicated in this solicitation document. Any withdrawal request received after the time of bid opening must have proper approval of the Town Engineer and Purchasing Agent.

2. By submission of a bid, the Bidder guarantees that all goods and services meet the requirements of the solicitation during the contract period.

3. The Town reserves the right to award this solicitation by line item, by lot or by total using the award method that is in the best interest of the Town, unless stated otherwise elsewhere in this solicitation.

4. All amendments to and interpretations of this solicitation shall be in writing and issued by the Town Engineer and/or Purchasing Agent. The Town shall not be legally bound by any amendment or interpretation that is not in writing.

5. All Addendum and Award Notices will be posted on the Town’s website: www.summervillesc.gov/302/Bids-

RFPS, Via the BIDNETDIRECT.COM platform

6. Drug Free Workplace: (Note: This clause applies to any resultant contract of $50,000.00 or more.) The State of South Carolina has amended Title 44, Code of Laws of South Carolina, 1976, relating to health, by adding Chapter 107, to enact the Drug Free Workplace Act. (See Act. No. 593, 1990 Acts and Joint Resolutions). By submission of a signed solicitation, you are certifying that you will comply with this act. (See Section 44-107- 30).

7. This solicitation is intended to promote full and open competition. If any language, specifications, terms and conditions or any combination thereof restricts or limits the requirements in this solicitation to a single source, it shall be the responsibility of the interested Bidder to notify the Town, in writing, no later than five

(5) business days prior to the scheduled due date and time.

8. The Town reserves the right to waive any Instruction to Bidders, General or Special Provisions, General or

Special Conditions or specifications deviation if deemed to be in the best interest of the Town.

9. Default: In case of default by the Contractor, the Town reserves the right to purchase any or all items in default in the open market, charging the Contractor with any excessive costs. Should such a charge be assessed, no subsequent response will be accepted from the defaulting Contractor until the assessed charge has been satisfied.

10. Price Condition: All prices shall be firm-fixed type, unless stated otherwise. Also, all submitted responses http://www.summervillesc.gov/302/Bids-RFPS http://www.summervillesc.gov/302/Bids-RFPS

3 Rev. 1/7/25 shall remain effective for a minimum period of ninety (90) calendar days.

11. Response Form: All responses shall be printed in ink or typewritten. When required, additional pages may be attached.

A “No Response” qualifies as a response; however, it is the responsibility of the Bidder to notify the Purchasing Agent if he receives solicitations that do not apply.

12. Response Period: All responses shall be good for a minimum period of ninety (90) calendar days.

13. Response Withdrawal: Any responses may be withdrawn prior to the established closing date and time, but not thereafter, without proper approval from the Town Engineer and Purchasing Agent.

14. Bidders’ Qualifications: The Town reserves the right to request satisfactory evidence of the Bidder’s ability to furnish services in accordance with the terms and conditions listed herein. The Town reserves the right to make the final determination as to the Bidder’s ability to provide said services.

15. Insurance Requirements: The Contractor shall not commence work under this bid until he has obtained all insurance listed within this section and the designated Town Official and Town Attorney have approved such insurance coverage. Insurance certificates are required from the General Contractor, service providers and all subcontractors performing work on the project.

Worker’s Compensation Insurance: The Contractor shall provide and maintain during the life of this contract, the statutory Workers Compensation Insurance of $1,000,000 as required by all applicable Federal, State, Maritime or other laws including Employers Liability for all of his employees to be engaged in work on the project under this contract, and in case any such work is sublet, the Contractor shall require the subcontractor similarly to provide Statutory Workmen’s Compensation and Employer’s Liability Insurance of $1,000,000 for all of the latter’s employees to be engaged in such work. The requirements for Worker’s Compensation Insurance coverage will not be waived.

Liability Insurance: The Contractor shall provide and maintain during the performance of work under this Bid, General Liability and Property Damage insurance in the following amounts, to protect himself, his agents and his employees from claims for damage for personal injury, including wrongful and accidental death and property damage which may arise from operations under this bid, whether such operations be performed by himself or his employees.

GENERAL LIABILITY $1,000,000 Per Person /$1,000,000 Each Occurrence PROPERTY DAMAGE $1,000,000 each Occurrence

AGGREGATE $2,000,000

Comprehensive Automobile Liability. The Contractor shall provide and maintain during the performance of work under this bid, Comprehensive Automobile Liability Insurance, including protection for liability arising out of owned, non-owned and hired vehicles. The policy shall be extended to provide contractual coverage for the Hold Harmless Agreement, which is part of these Instructions to Bidders. The limits of liability shall be as follows:

BODILY INJURY $1,000,000 Per Person/$1,000,000 Each Occurrence PROPERTY DAMAGE $1,000,000 each Occurrence

EXCESS OR UMBRELLA LIABILITY with a limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

Said insurance shall be written by a company or companies approved to do business in the state of South Carolina and acceptable to the Town. Before commencing any work hereunder, certificates evidencing the maintenance of

4 Rev. 1/7/25 said insurance shall be furnished to the Town.

The Town, its officials, employees and volunteers are to be covered as additional insured’s as respects: liability arising out of activities performed by or on behalf of the Contractor, including the insured’s general supervision of the contract; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor;

or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees or volunteers and it shall be stated in the Insurance Certificate with the provision that this coverage is primary to all other coverage the Town may possess.

All insurance required by the Town shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party or reduced in coverage or in limits, except after thirty (30) days prior written notice has been given to the Town.

All certificates and endorsements must be received and approved by the Town within five (5) days after notification of the project award. It is required that the Town’s Purchasing Agent receives an original certificate of insurance. Faxed copies are not acceptable. If you have any questions, please call 843-851-4205.

The Town shall withhold payments to the Contractor if the required certificates of insurance and endorsements are canceled or if the Contractor otherwise ceases to be insured as required herein.

16. Town Business License: The successful Contractor and any subcontractors, prior to execution of the contract, must possess or obtain a Town Business License. Such a license must be maintained throughout the duration of the contract. Contact the Business License Department at (843) 851-4215 to determine the exact amount or to ask other pertinent questions regarding doing business within the Town.

17. Bid and Performance Bonds: Each proposal must be secured by a bid bond from an approved bonding or insurance company, authorized to do business in the State of South Carolina, in an amount not less than ten percent (10%) of the total bid amount. The Bid Bond must be duly executed by the Bidder, as principal, and issued by a surety authorized to conduct business in South Carolina. Upon award, the Town shall require from the Contractor a satisfactory bond or security for the proper performance of the contract in an amount equal to the total amount of the award.

18. Bidders’ Responsibility: Each bidder shall fully acquaint himself with conditions relating to the scope and restrictions relevant to the execution of the work outlined in this bid solicitation. It is expected that this will sometimes require on-site observation. The failure or omission of a bidder to acquaint himself with existing conditions shall in no way relieve him of any obligation with respect to this bid or to the awarded contract.

19. Exceptions and Deviations: Any bid that does not meet the specifications and design criteria must be accompanied by documentation identifying and justifying all exceptions and deviations.

20. Governing Laws: The laws of South Carolina shall govern this Agreement. All litigation arising under said Agreement shall be litigated only in a Circuit court for the First Judicial Circuit of Dorchester County, St.

George, South Carolina. The prevailing party shall be entitled to attorney’s fees and the cost of said litigation.

21. 7 % S. C. Sales Tax: Shall be added to the purchase order resulting from this solicitation. However, lump sum bid responses shall include all applicable taxes as a separate line item.

22. “Or Approved Equal”: Certain processes, types of equipment or kinds of material are described in the specifications and/or on the drawings by means of trade/brand names and catalog numbers. In each instance where this occurs, it is understood and inferred that such description is followed by the words “or approved equal”. Such a method of description is intended merely as a means of establishing a standard of comparability. However, the Town reserves the right to select the items that, in its judgment, are best suited

5 Rev. 1/7/25 to its needs based on price, quality, service, availability and other related factors. Bidders must indicate brand name, model, model number, size, type, weight, color, etc. of the item bid if not the same as the item specified. The Vendor’s stock number or catalog number is not sufficient to meet this requirement.

23. Contract Period (if applicable): The initial term of the Agreement shall be for a period of sixty (60) days. The

Town reserves the right to extend the Agreement if it determines an extension is in its best interest; said extension will be set by the Town for a period appropriate to complete the remaining work.

24. Award Process: The Town shall select the most competitive response on the terms which are considered to be the most advantageous for the Town. However, final approval may rest with members of Town Council.

25. Rejection: The Town of Summerville reserves the right to reject any bid that contains prices for individual items or services that are unreasonable when compared with the same or other bids if such action is in the best interest of the Town.

26. No bid shall be altered or amended after the specified time for bid opening.

27. Non-Appropriation: If Summerville Town Council fails to appropriate or authorize the expenditure of sufficient funds to provide for the continuation of this contract or if a lawful order issued in, or for any fiscal year during the term of the contract, reduces the funds appropriated or authorized in such amounts as to preclude making the payments set out therein, the contract shall terminate on the date said funds are no longer available without any termination charges or other liability incurring to the Town.

28. Force Majure: The Contractor shall not be liable for any excess costs if the failure to perform the contract arises out of causes beyond the control and without fault or negligence of the Contractor. Such causes may include, but are not restricted to, acts of God or of the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but, in every case, the failure to perform must be beyond the control and without the fault or negligence of the Contractor. If the failure to perform is caused by default of a Sub- Contractor, and if such default arises out of causes beyond the control of both the Contractor and Sub- Contractor and without excess costs for failure to perform, unless the supplies or services to be furnished by the Sub-Contractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule.

29. Arbitration: Under no circumstances and with no exception will the Town act as an Arbitrator between the

Contractor and any Sub-Contractor.

30. Indemnification: The Town, its officials and employees shall be held harmless from liability from any claims, damages and actions of any nature arising from the use of any materials furnished by the Contractor, provided that such liability is not attributable to negligence on the part of the Town or failure of the Town to use the materials in the manner outlined by the Contractor in descriptive literature or specifications submitted with the Contractor’s bid.

31. Guarantee: The Vendor/Contractor shall state his normal warranty and any extended warranties where available.

32. Save Harmless: (This General Condition Does Not Apply to Solicitations for Service Requirements). The successful bidder shall indemnify and save harmless the Town and its officials and employees from all suits or claims of any character brought by reason of infringing on any patent, trademark or copyright. The Bidder shall have no liability to the Town if such patent, trademark or copyright infringement or claim is based upon the Bidder’s use of material furnished to the Bidder by the Town.

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33. Publicity Releases: The Contractor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the Town.

34. Quality of Products: (This General Condition Does Not Apply to Solicitations for Printing or Service

Requirements). Unless otherwise indicated in this bid it is understood and agreed that any item offered or shipped on this bid shall be new and in first-class condition, that all containers shall be new and suitable for storage or shipment and that prices include standard commercial packaging.

35. S.C. Law Clause: Upon award of a contract under this bid, the person, partnership, association, or corporation to whom the award is made must comply with the laws of South Carolina which require such person or entity to be authorized and/or licensed to do business in this state. Notwithstanding the fact that applicable statutes may exempt or exclude the successful bidder from requirements that it be authorized and/or licensed to do business in this state, by submission of this signed bid, the bidder agrees to subject himself to the jurisdiction and process of the courts of the State of South Carolina as to all matters and disputes arising or to arise under the contract and the performance thereof, including any questions as to the liability for taxes, licenses or fees levied by the State.

36. Termination: Subject to the provision below, the contract may be terminated for any reason by the Town, provided a thirty (30) day advance notice in writing is given to the Contractor.

a. Termination For Convenience: If this contract is terminated or cancelled upon request and for the convenience of the Town without the required thirty (30) days advance written notice, then the Town may negotiate reasonable termination costs, if applicable.

b. Termination For Cause: Termination by the Town for cause, default or negligence on the part of the

Contractor shall be excluded from the foregoing provisions; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived and the default provision in this bid shall apply. (See General Provisions #1 – Default)

37. Assignment: No contract or its provisions may be assigned, sublet or transferred without the written consent of authorized Town officials or employees.

38. Item Substitution: (This General Condition Does Not Apply To Solicitations For Printing or Service Requirements). No substitutes will be allowed on an issued purchase order without permission from the Town.

39. Restriction/Limitations: No purchases are to be made from this contract of any item that is not listed or of any item that is currently authorized under any contract awarded prior to this contract.

40. Purchases From Other Sources: (This General Condition Does Not Apply to Solicitations For Printing or Service Requirements). The Town reserves the right to bid separately for any unusual requirements or large quantities of the items specified in the proposed contract.

41. Gratuities and Kickbacks

a. Gratuities: It shall be unethical for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or

7 Rev. 1/7/25 controversy, or other particular matter pertaining to any program requirement of a contract or subcontract, or to any solicitation or proposal therefore.

b. Kickbacks: It shall be unethical for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor, or to hire any subcontractor, or any person associated therewith, as an inducement for the award of a subcontractor or order.

Acceptance / Rejection The Town reserves the right to accept or reject any or all proposals. The Town also reserves the right to waive any irregularities, informalities, or technicalities and may, at its discretion, request a new solicitation.

Receipt of a proposal does not indicate that the Town of Summerville has pre-determined a company's qualifications to receive an award or contract. Such determination will be made after the opening and will be based on the Town’s evaluation of the proposals compared to the specific requirements and qualifications of a firm as contained and described in this document.

Proprietary and/or Confidential Information A proposal is a public document under the South Carolina Freedom of Information Act (FOIA) except to information that may be treated as commercial, financial, or privileged and confidential as defined by S.C. Code Section 11-35-410. Proposers should mark the pages containing any commercial, financial, or privileged and confidential information as “PROPRIETARY”.

Award It is the Town’s intent to make an award to the Proposer who submits the overall proposal that is judged to provide the most advantageous and best value to the Town. In determining the most advantageous proposal, the Town reserves the right to consider criteria, such as, but not limited to, cost, quality, workmanship, experience, ability, capability, reputation, and past performance. The Town may opt to establish alternate selection criteria to protect its best interest or meet performance or operational standards.

3. QUALIFICATIONS

At a minimum, and to be considered a responsible proposer, the individuals and/or firm must:

A. Provide evidence of certification by Trane.

B. Currently possess or be willing to obtain a Town of Summerville Business License if contract is awarded.

C. Have three (3) years of documented past, proven and positive experiences in providing the services requested.

D. Provide at least three (3) references from clients for whom the firm has provided similar services

E. Demonstrate the ability to provide the requested services.

4. SCOPE OF SERVICES

This Scope of Services defines the minimal acceptable performance by the proposer in providing the defined services at all the identified locations and related areas identified below. The successful offeror will demonstrate in its proposal the ability to perform these services for the Town of Summerville. Proposers are encouraged to propose alternate approaches and/or enhancements to the process as part of the methodology and approach of the submittal package. The target date to commence performance of these services is 04/01/2025

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Term of Contract This contract shall be effective for one (1) year following the date of execution. The terms and conditions of this solicitation shall be deemed to be incorporated into the contract.

Option to Renew:

Prior to, or upon completion of the initial term of this contract, the Town shall have the option to renew the contract for four (4) additional one (1) year periods. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a Town prerogative, and not a right of the vendor. This prerogative will be exercised only when such continuation is clearly in the best interest of the Town.

Scope of Work

Perform scheduled routine maintenance on HVAC system in the following locations:

• Town Hall, 200 S Main St o Town Hall o Annex – water cooled units o HR o Narc

• Gahagan, 515 W Boundary St o Main office o Ballfield Shop o Front Press box (Window Unit) o Main Press box Upstairs (Split Unit) o Concessions (2 Split Units) o SGSL Press box (1 Window unit)

• Small Engine Shop Main Office, 1105 Yancey St

• RECC, 301 N Hickory St

• Doty Depot Building, 320 N Laurel St

• Saul Alexander Restroom Building, 615 S Laurel St

• Stormwater Building, 1105 Yancey St

• Fire Station 1, 300 W. 2nd N. St, Summerville SC 29483

• Fire Station 2, 110 Luden Dr, Summerville SC29483

• Fire Station 3, 1703 Old Trolley Rd, Summerville SC 29485

• Fire Station 4, 307 Old Light Rd, Summerville SC 29483

• Fire Station 5, 101 W. Butternut Rd, Summerville SC 29483

• Fire Station 6, 1186 Miles-Jamison Rd, Summerville SC29485

• Fire Training site Classroom/Office, 1103 Yancey St, Summerville SC 29485

• Fire Training Site 3 car garage, 1103 Yancey St, Summerville SC 29485

• Fire Trailer, 101 W. Butternut Rd, Summerville SC 29483

• Fleet Services, 1105 Yancey St

• Police Main Station, 300 West 2nd St

• Police, 108 N Cedar St

Routine maintenance shall include:

• Inspections – to identify issues and ensure proper functioning.

• Cleaning – of filters, air-cooled condensers, and spray nozzles.

• Lubrication – of moving parts to prevent wear and tear.

• Calibration – of controls such as thermostats and sensors.

• Performance testing – to measure efficiency and identify areas of improvement.

• Refrigerant levels – check levels and pressures; document need for additional fluids.

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• Electrical connections – inspect for damage or looseness.

• Tune-Ups – comprehensive analysis and adjustments.

• System malfunction checks – using the latest software, check for system malfunctions.

• Air delivery system analysis – analyzing the air delivery system.

• Component replacement – replacing worn parts; advising on warranty.

• Filter replacement

Routine maintenance shall take place at quarterly intervals as mutually agreed upon between Town and Offeror. If there are cost savings to be made, the Offeror shall recommend in its pricing schedule which services can be performed twice annually, and which must be performed quarterly.

Offeror should be available for on-call, emergency responses as requested. Calls for non-routine service shall be returned within 2 hours and responded to within 4 hours or at a longer time as agreed to mutually between the Town and Offeror.

Significant experience with water-cooled HVAC systems:

Respondents should have significant experience with water-cooled HVAC systems, including system design, installation, maintenance, and troubleshooting of water-cooled chillers, cooling towers, and related components.

(This will not disqualify a bidder if they are not qualified to perform work on these systems, the Town may decide to pull this one building out if that is the case).

Delivery and Completion of Work The Town will use the Proposer’s estimate to develop a period of performance for work to be completed. This period of performance may be adjusted at the Town’s discretion. All work shall be performed in accordance with good commercial practice. The work schedule and completion dates shall be adhered to by the Proposer(s), except in such cases where the completion date will be delayed due to acts of God, strikes, or other causes beyond the control of the vendor. In these cases, the Proposer shall notify the Town of the delays in advance of the original completion date so that a revised delivery schedule can be appropriately considered by the Town.

Contractors/Subcontractors to be Satisfactory to Town of Summerville The Contract will not be awarded to any Proposers who have failed in any contractual obligations to the Town, or who has on any previous contract performed in a manner unsatisfactory to the Town, either as to the character of the work, the fulfillment of guarantees or the time consumed in its completion. Subcontractors shall also be satisfactory to the Town. Proposer shall identify intended Subcontractors; Subcontracts shall include all Federal, State, local regulatory and other Agency requirements, as well as the insurance requirements of the prime contract between Contractor and the Town.

Compliance

Proposers, regarding the work performed by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurement of materials and leases of equipment. Proposers will not participate directly or indirectly in the discrimination prohibited by Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR part 21. This includes FHWA or FTA specific program requirements.

During the performance of this contract, the contractor, for itself, its assignees, and successors in interest

(hereinafter referred to as the “contractor”) agrees to comply with the following non-discrimination statutes and authorities, including but not limited to:

· Title VI of the 1964 Civil Rights Act (42 U.S.C. 2§000 et seq., 78 stat. 252), (prohibits discrimination based on race, color, national origin); and 49 CFR Part 21.

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· The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C.

§4601) Prohibits unfair treatment of people displaced or whose property has been acquired because of

Federal or Federal-aid programs and projects.

· The Federal-aid Highway Act of 1973, (23 U.S.C. §324 et seq.), (prohibits discrimination on the basis of sex);

· Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination based on disability); and 49 CFR Part 27.

· The Age Discrimination Act of 1975, as amended (42 U.S.C. §6101 et seq.), (prohibits discrimination based on age).

· Airport and Airway Improvement Act of 1982, (42 U.S.C. §47123), as amended, (prohibits discrimination on race, creed, color, national origin, or sex).

· The Civil Rights Restoration Act of 1987, (P.L. 100-209), (Broadened, the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);

· Titles II and III of the Americans with Disabilities Act, which prohibit discrimination based on disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§12131-12189) as implemented by Department of

Transportation regulations at 49 CFR Parts 37 and 38.

· The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. §47123) (prohibits discrimination based on race, color, national origin, and sex).

· Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures nondiscrimination by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations.

· Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited

English proficiency (LEP). To ensure compliance, recipients must take reasonable steps to ensure that LEP people have meaningful access to programs (70 Fed. Reg. at 74087 to 74100).

· Title IX of the Education Amendment of 1972, as amended, which prohibits discrimination based on sex in education programs or activities (20 U.S.C. 1681 et seq.).

Proposers shall at all times comply with all applicable wage and hour acts, including but not limited to the Fair

Labor Standards Act (FLSA) (29 U.S.C. 201 et seq); the Davis-Bacon Act (40 U.S.C. 3141 et seq.); McNamara-O’Hara

Service Contract act (41 U.S.C. 351 et seq); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701 et seq);

Walsh-Healy Public Contracts Act (41 U.S.C. 35 et seq); Copeland Anti-Kickback Act (40 U.S.C 3145).

Proposers shall at all times comply with the Occupational Safety and Health Act (OSH Act) (29 U.S.C. chapter 15) and the South Carolina OSHA-approved state plan, which covers most private sector workers and all state and local government workers.

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Proposers shall make best efforts to ensure that minority and disadvantaged businesses are offered a fair opportunity to fully participate in the overall procurement of subcontracted goods and services.

Acceptance of Services The services rendered because of an award from this solicitation shall not be deemed complete until accepted by the Town and shall be in compliance with the terms herein, fully in accord with the specifications and of the highest quality. If the service does not conform to the specifications, the Town reserves the right to terminate the contract and will not be responsible for paying for any such service.

5. SUBMITTALS and FORMAT

By submitting a proposal, the firm certifies that it has full knowledge of the scope, nature, and quality of work to be performed. Submittals should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to fulfill the requirements of the scope of work and a solution that is viable and within the Town’s best interests.

The Town reserves the right to award a contract pursuant to this RFP without further discussion with proposers.

Therefore, it is important that each submittal is complete, adheres to the format and instructions contained herein, and is submitted in the most favorable manner possible. Failure to provide the requested information will render your proposal as non-responsive.

The contents of the proposal shall include the following:

A. Signatory Sheet

Attached.

B. Copy of Town of Summerville Business License and Copy of Trane Certification

• This section shall include a copy of the firm’s Town of Summerville Business License. If the firm does not currently have a license, then a letter of commitment to obtain a Town of

Summerville Business License if contract is awarded shall be inserted.

• Also provide documented evidence of certification to work on Trane systems.

C. Firm’s Profile

• Provide information on the number of technicians who would be available to service this contract.

• Describe current recurring customers or contracts that may pull resources from a contract award by the Town.

D. Project References

• Provide at least three (3) references for jobs of similar size and scope. Include references name, title, employer, phone number and email address.

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E. Pricing Schedule

Firms shall complete the attached pricing schedule form(s) which is based on the scope of services to be provided. The pricing schedule of this solicitation defines the requirements of the services to be purchased, and must be completed and submitted with the proposal. Use of any other form(s) or alteration of the included schedule may result in rejection of the proposal.

All overhead costs should be included in the pricing unless specifically called out as line items.

6. EVALUATION, SELECTION, NEGOTATION and AWARD

The Town of Summerville procurement code will be followed to secure the awarded firm. The contact listed within this solicitation, in coordination with the Purchasing Administrator, will be the coordinator for the selection process and the sole point of contact for all respondents. In addition to the materials provided in the written responses to this RFP, the Town may utilize site visits or may request additional material, information, interviews, presentations or references from the respondent(s) submitting a proposal or offer.

A. Evaluation Criteria

A point system will be given to each criterion listed through the identified weighting system:

EVALUATION CRITERIA MAX

POINTS

Firm’s Profile and Trane Certification 20 Project References 30 Local Vendor Preferences 10

MBE/DBE 5

Pricing 35

TOTAL POSSIBLE POINTS 100

B. Evaluation Method

All responsive submittals will be reviewed and evaluated by a Review and Selection Team which is typically comprised of three (3) to five (5) reviewers. Submittals will be individually scored based on the above criteria by each reviewer. The scores of individual reviewers are combined to form an overall team score.

If necessary, there may be a team discussion.

The Town reserves the right to request additional information and/or clarification of any information submitted by any respondent at any time during the evaluation process. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services as requested.

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The Town reserves the right to make investigations of the qualifications of the respondent as it deems appropriate, including but not limited to background investigations.

C. Selection Method

If no single top ranked firm can be clearly identified by review of the written submittals alone, then the Review and Selection Team shall request the Purchasing Administrator to schedule the top ranked firms for presentations / interviews.

The Town may choose to conduct oral interviews with, or receive oral presentations from, one or more of the Proposers. If the Town chooses to allow oral interviews and/or presentations, such interviews or oral presentations will be open to the public. The Town will not be liable for any costs incurred by a Proposer in connection with such interviews/presentations (i.e., travel, accommodations, etc.)

The Selection and Review team will rank all complete submittals received and/or formal oral presentations/interviews in order of preference and outcomes will be based on the determination of which firm will meet the needs and provide the best overall value to the Town as it pertains to the requirements of the scope of work.

D. Negotiations

The Town reserves the right to negotiate a final agreement with the top ranked proposal that meets the needs and is considered the best value to the Town of Summerville. If a contract cannot be negotiated with the highest ranking firm, negotiations may be conducted with the second, and then the third, and so on until a satisfactory contract can be agreed upon and executed. Should the Town choose to do so, it reserves the right to provide all responsive and responsible Proposers an opportunity to submit their best and final offers.

E. Award and Contract

Award will be made in accordance with the Town of Summerville's purchasing policy and procedures. A contract resulting from an award shall be the Town of Summerville's purchase order and/or contract containing the Town’s terms and conditions. A sample of the contract has been attached to this solicitation for viewing. Contracts from firms submitting a proposal will not be accepted unless specifically requested as part of the bid package. Terms and conditions of the solicitation shall be deemed incorporated into the contract.

Attachments

1. Signatory Sheet

2. Certificate of Familiarity

3. HVAC Servicing Bid Sheet

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TOWN OF

SUMMERVILLE

SIGNATORY SHEET

SOLICITATION NO: 2025 - 000201

SUBMITTAL PACKAGES DUE:

March 4, 2025

CLOSING TIME:

1:00 P.M.

FAX / E-Mail / hard copy not accepted

PROJECT TITLE & DESCRIPTION: HVAC SERVICING REQUEST FOR PROPOSAL

ACKNOWLEDGEMENT OF ADDENDA: This bid is submitted subject to Addenda numbers through .

THIS FORM MUST BE SIGNED TO BE CONSIDERED FOR AWARD

COMPANY NAME:

DATE:

MAILING ADDRESS: PHONE:

FAX:

CITY:

STATE:

ZIP:

SSN OR FEDERAL TAX NO:

TITLE OF AUTHORIZED REPRESENTATIVE:

E-MAIL:

WEB URL:

AUTHORIZED SIGNATURE:

PRINTED NAME:

By my signature I certify that this response is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting a response to this solicitation for the services to be provided, and is in all respects true, accurate and without collusion or fraud. I certify that pricing submitted is valid for 90 days from the date of bid opening.

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CERTIFICATE OF FAMILIARITY

The undersigned, having fully familiarized him or herself with the information contained within this entire solicitation and applicable amendments, submits the attached bid, and other applicable information to the Town of Summerville, which I verify to be true and correct to the best of my knowledge. I further certify that this bid response is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies or equipment, and is in all respects, fair and without collusion or fraud. I agree to abide by all conditions of this solicitation and certify that I am authorized to sign this bid. By submission of a signed bid, I certify, under penalty of perjury, that the company identified below complies with section 12-54-1020(B) for the SC Code of Law 1976, as amended, relating to payment of applicable taxes. I further certify all prices submitted shall remain effective for a minimum period of ninety (90) days, unless otherwise stated.

Company Name, as registered with the IRS Authorized Signature

Correspondence Address Printed Name

City, State, Zip Title

Date Telephone Number

Remittance Address Fax Number

City, State, Zip Cell Number

Federal Tax ID (FEIN)/SS Number SC Sales Tax Number

SC General Contractors License SC Sales Tax Number

TYPE OF BUSINESS ENTITY (check one):

_____ Individual/Sole Proprietor Partnership

_____ Corporation _____Limited Liability Company

_____ Other (please specify: _______________________________)

Note: All information submitted in or in connection with a bid is submitted under penalty of perjury. The Town of Summerville shall have the right to terminate at any time any contract awarded pursuant to a bid that contains false information.

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RFP # 2025-000201

HVAC Servicing Bid Sheet

If accepted for an award, the contents of this bid sheet will become an attachment to the contract. Check the appropriate column to indicate the required frequency. If other tasks are included in routine maintenance, please add rows to the spreadsheet.

Routine Maintenance Tasks

Required Quarterly

Required Twice

Annually

Inspections – to identify issues and ensure proper functioning

Cleaning – of filters, air-cooled condensers, and spray nozzles

Lubrication – of moving parts to prevent wear and tear

Calibration – of controls such as thermostats and sensors

Performance testing – to measure efficiency and identify areas of improvement

Refrigerant levels – check levels and pressures;

document need for additional fluids

Electrical connections – inspect for damage or looseness

Tune-Ups – comprehensive analysis and adjustments

System malfunction checks – using the latest software, check for system malfunctions

Air delivery system analysis – analyzing the air delivery system

Component replacement – replacing worn parts;

advising on warranty

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RFP # 2025-000201

HVAC Servicing Bid Sheet Continued

Fluids and other materials not under warranty may be billed at actual costs plus 10%.

Location Annual Cost

Town Hall, 20 Bridge Street $

Law Enforcement Center, 101 Progressive Street $

Law Enforcement Substation, 1264 May River Road $

Jennie Kittie (Watershed) Building, 1261 May River Road $

New Riverside Barn, 30 Red Barn Drive $

Rotary Community Center at Oscar Frazier Park, 11 Recreation Court

ANNUAL COST OF ROUTINE MAINTENCE SERVICES $

For non-maintenance, on-call tasks, provide hourly rates by job title. Rates during standard work hours may differ from rates during nights and weekends. Add rows as necessary for additional job titles.

Job Title Hourly Rate M-F, 8 am – 5 pm Hourly Rate M-F, 5:01 pm – 7:59 am and Saturday/Sunday

Calls for non-routine service shall be returned within 2 hours and responded to within 4 hours or at a longer time as agreed to mutually between the Town and Contractor.

Fluids and other materials not under warranty may be billed at actual costs plus 10%.

Bids shall be valid for 90 days from the date of proposal submittal. Rates shall be effective on a contract for one (1) year and may only be increased by mutual agreement of the parties if proposed 90 days prior to any renewal term.