2025-14P Supply and Install Evaporative Condenser.pdf

Request for Proposal 2025-14P Supply and Install Evaporative Condenser

Buyer:

City of Glenwood Procurement Department

101 West 8th St / Glenwood Springs, CO 81601 / ryan.muse@cogs.us

Section I: Introduction

The City of Glenwood Springs uses the Rocky Mountain E-Purchasing System (“BidNet”) to post solicitations and any supporting or additional information, including Addenda, Bid Sheets and awards. Proposals must be submitted prior to close on BidNet. The City of Glenwood cannot accept a response that did not come through the right channel on time. All documents and information are available at www.bidnetdirect.com/cityofglenwoodsprings. If you require additional information regarding BidNet call Vendor

Support at 800-835-4603 anytime Monday-Friday from 6:00 am to 6:00 pm Mountain Time.

Project Summary

The City of Glenwood Springs is seeking proposals to supply and install one evaporative condenser unit. The successful bidder will be responsible for all labor, travel expenses, and materials required for complete installation.

Section II: Timeline

Proposal Timeline.

TIMELINE DATE TIME

Pre-Proposal Walkthrough MARCH 12TH 12:00 pm

Questions and Clarifications Due MARCH 19TH 5:00 pm

Question Addendum Released MARCH 20TH 5:00 pm

Request for Proposals (RFP) Due www.bidnetdirect.com//cityofglenwoodsprings

MARCH 25TH 2:00 pm

Target Award Date (Subject to Change) APRIL 3RD 7:00 pm

The mandatory pre-proposal walkthrough will begin at the Glenwood Springs Community Center, Red Mountain Room, 100 Wulfsohn Road, at 12pm. Staff will provide a quick overview of the project and answer questions, then the meeting will allow contractors to take pictures and measurements. Attendees will be asked to provide their firm’s name on the official sign-in sheet distributed at the walkthrough. Questions that we are unable to answer at the time of the meeting will be answered later in an addendum.

Section III: Instructions to Submitters

a. The City of Glenwood Springs endeavors to provide a uniform distribution of information to vendors and conduct a fair selection process. We ask that you please follow these instructions carefully. Any submittal that does not meet the requirements set forth in this document and any addenda will not be considered by the Selection Committee.

b. We ask that you do not contact any member of staff directly with questions or comments about the RFP other than Ryan Muse, City Clerk. Any attempts to contact City personnel other than the Clerk will result in disqualification. Please send questions to bidresponse@cogs.us and they will be answered as addendums on the BidNet site.

http://www.bidnetdirect.com/cityofglenwoodsprings http://www.bidnetdirect.com/cityofglenwoodsprings mailto:bidresponse@cogs.us

c. Please upload your submittal to BidNet in one single PDF file.

1. Cover letter – including company information and qualifications

2. Bid schedule – there will be 2 lump sum prices: a lump sum for the project and a lump sum for the installation. Pricing must include the following

i. Products

ii. Material

iii. Labor

iv. Miscellaneous

3. Project timeline

i. Procurement of the materials

ii. Installation

4. Applicable warranty information

5. List of three (3) references for similar projects

6. Start date and schedule

7. Exceptions/if applicable

d. Questions regarding this RFP should not be submitted to BidNet, but submitted to bidresponse@cogs.us

e. All addenda issued by The City of Glenwood Springs will be placed on the BidNet site prior to the time that proposals are received and shall be considered part of the RFP. It shall be the Bidder’s responsibility to view all documents posted at BidNet. The City may issue several addenda during the process as needed for clarification.

f. BidNet will automatically stop allowing uploads at the date and time of closing. Sometimes the process takes a few minutes so please upload your proposal well ahead of the closing time. The City of Glenwood cannot see who or how many responses have been submitted to BidNet prior to the closing date so we are unable to confirm receipt. However, you may assume your upload was successful if BidNet accepts the document.

g. The City of Glenwood Springs makes no guarantee that an award will be made as a result of this RFP and reserves the right to accept or reject any or all proposals, waive any formalities or technical inconsistencies, or delete any item/requirements from this RFP or resulting contract when deemed to be in the City’s best interest.

h. Bidder shall purchase and maintain at its own insurance which is at least as broad, and with limits at least as great as outlined in Section V: If your proposal is successful and a contract awarded, a compliant certificate of insurance will be required with all endorsements at that time.

i. Representations made within the proposal will be binding on Bidder. Failure to comply with the requirements contained in this RFP will result in the rejection of your proposal.

j. Bidder recognizes and understands that any costs incurred by the Bidder from submitting a response to this RFP are the responsibility of the bidder.

Section IV: Specifications

The project scope includes the furnishing and installation of one evaporative condenser unit. The successful bidder will be responsible for all labor, travel expenses, and materials required for complete installation.

mailto:bidresponse@cogs.us

• Model: VCL-223 or equivalent approved by engineer.

• Certified Capacity: 3283.00 MBH based on 90.00°F condensing temperature with an entering air wet bulb of 54.20°F.

• Refrigerant: R-22 (or approved alternative).

• Fan Motor(s): One (1) 20 HP TEFC, 1 Speed/1 Winding - Premium Efficiency (Inverter Duty), suitable for 460 volt, 3 phase, 60 hertz electrical service and Space Heater. Drives are based on 0 inches ESP. Inverter Duty fan motors, furnished in accordance with NEMA Standard Mg.1 -- Part 31, are required for applications using variable frequency drives for fan motor control.

• Spray Water Pump: Must provide 284.00 USGPM flow at 2.00 PSIG at Spray Water Inlet.

• Unit Type: Factory fabricated, forced draft, counterflow evaporative condenser with vertical discharge.

• Quality Assurance: ISO 9001 compliant.

• Materials of Construction: All steel panels and structural members constructed of heavy-gauge G-235 (Z700 metric) galvanized steel. Galvanized steel fan wheel(s).

• Condensing Coil: HDGAF (Hot-Dip Galvanized After Fabrication) steel coil with 1.05" O.D. all prime surface. Copper sweat fittings. Maximum allowable working pressure of 300 psig (2170 kPa) and tested at 375 psig (2685 kPa) air pressure under water. ASME B31.5 compliant. Coils will NOT be charged with Nitrogen prior to shipment.

• Drift Eliminators: PVC, removable in easily handled sections.

• Unit Anchorage: Designed to resist wind loads up to 30 psf (146.6 kg/m^2) acting on the full vertical projected area with 16 psf (78.1 kg/m^2) acting simultaneously on the full horizontal projected area or seismic forces of 112% of the operating weight acting in the horizontal direction, and 14% of the operating weight acting in the vertical direction applied at the center of gravity.

• Spray Water Pump Assembly: Unit provided with bolt hole pattern(s) for mating with an ASME Class 150 flat face flange. Flange, gasket, and hardware. Strainer located in the remote sump.

• Spray Distribution System: Spray header with schedule 40 PVC branches. Removable branches and 360° spray pattern plastic spray nozzles.

• Extended Lube Lines: Bearing lubrication lines extended to grease fittings located on the face of the unit.

Section V: Insurance Requirements

General Liability Policy form: Occurrence Policy Aggregate $ 2,000,000 Products/completed operations aggregate 2,000,000 Each occurrence limit 1,000,000 Personal & advertising injury limit 1,000,000 Products/completed operations Defense in excess of limits Per location / per job aggregate limit Blanket contractual Independent contractors Primary & non-contributory Show Waiver of Subrogation in favor of the City All locations / operations (if not, show city job/location specifically)

Name the City as “Additional Insured”

Automobile Liability:

Combined single limit:.................................................................................................. $ 1,000,000 Any auto (or Hired & Non-owned, if you own no vehicles) Show Waiver of Subrogation in favor of the City Primary & non-contributory Auto pollution liability (IF you carry any hazardous cargo) ( If the Vendor is providing repairs to City vehicles on the Vendor's property, the Vendor shall possess Garage Liability Insurance, covering premises, auto and completed operations) Name the City as “Additional Insured”

Pollution Liability:

Policy form: Occurrence (if not, claims-made retro date must predate our contract or date of service) Per claim or occurrence limit……………………………………………………………… $ 1,000,000 Blanket contractual Primary & non-contributory Show Waiver of Subrogation in favor of the City Per location / per job aggregate limit Defense in excess of limits Designated Location or Operation must e shown as per your contract for the City Name the City as “Additional Insured”

Umbrella:

Policy form: ……………………………………..……………………………….. Occurrence - Umbrella Each occurrence or claim limit: ...................…............................................................ $ 1,000,000 Excess commercial general liability Excess Products/completed operations Show Waiver of Subrogation in our favor Excess automobile liability Excess professional liability (if you provide professional services) Excess pollution liability (if any pollution exposure exists) Excess employer’s liability Blanket contractual Per location / per job aggregate limit Defense in excess of limits Primary & non-contributory All locations / operations (if not, designate specific project or location) Name the City as Additional Insured including Products/Completed Operations

Workers’ Compensation:

Workers Compensation benefits: per Colorado Statute Employers liability – limit per accident $ 100,000 Employers liability – limit per disease 100,000 Employers liability – disease aggregate 500,000 All owners/officers who will be on City property or job site must be covered Show Waiver of Subrogation in favor of the City Coverage must apply to workers in Colorado

Insurance companies providing the coverage’s specified above must be authorized to do business under the laws of the State of Colorado and must be rated no less than “A-“ by A.M. Best Company. Issuance of a contract is contingent upon verification of all required coverage.

Section VI: Selection Criteria

In evaluating Proposals, the City shall consider the qualifications of the Submitters, whether or not the Proposals comply with the prescribed requirements, and alternates and unit prices if requested in the Proposal forms. The City may consider the qualifications and experience of sub-contractors/consultants and other persons and organizations within the Proposals proposed for those portions of the work. The identity of sub-contractors/consultant and other persons and organizations must be submitted as specified in the Supplementary Conditions. The City is looking to award the project to the firm offering the best value. Price is a consideration but not the only one.

The City may conduct such investigations as it deems necessary to establish the responsibility, qualifications, and financial ability of the Proposers, proposed sub-contractors and other persons and organizations to do the Work in accordance with the Contract Documents to the City’s satisfaction within the prescribed time. The City reserves the right to reject the Proposal of any firm that does not pass any such evaluation to the City’s satisfaction.

Section VII: RFP Terms & Conditions

Schedule

The contractor shall submit a schedule showing the order in which the contractor proposes to carry on the work including the estimated number of working days elapsed, when the critical parts are to begin, and the estimated number of calendar days required to complete the critical parts. Said schedule shall be subject to the approval of the city. Should the city be of the opinion that any schedule of operation as submitted is inadequate to secure the completion of the work in the time agreed upon or otherwise not in accordance with the specifications or the work is being inadequately or improperly prosecuted in any respect, the City may ask that the contractor submit a new schedule.

Discussions/Negotiations

The City of Glenwood Springs reserves the right to contact any Bidder for clarification of information submitted and to conduct discussions with Bidders, to accept or not accept revisions of Proposals, and to negotiate any point in the proposal or the subsequent contract at the sole discretion of the City’s Chief Operating Officer. Due to budget restrictions, this project may not be awarded in full to the selected contractor.

Indemnification

If any litigation from any claims, disputes or other matters in question arising out of or relating to this agreement, or the breach thereof, the successful party in the litigation shall be entitled to reasonable legal expenses as part of any judgment.

Proprietary Information

It is understood that the City is a public institution and, as such, is subject to the Colorado Open Records Act, CRS §§ 24-72-101 et. seq. (“CORA”). Any information uploaded to BidNet or otherwise submitted will become a public record and subject to inspection following the final selection of a bidder and the award of a contract. Bid tabulations and results will be posted to BidNet. Except as otherwise agreed prior to the award or finalization of any vendor transaction, the City shall provide upon request by any third party all information pertaining to such transaction which must be disclosed pursuant to CORA, and the City’s obligations under CORA supersede its obligations under any agreement, contract, purchase order or negotiated transaction. If you object to the disclosure of any confidential or privileged information as such is defined in CORA, any such pages must be marked confidential and submitted as outlined herein. If you fail to mark the documents confidential and fail to include the explanation, any objection to the release of any information will be deemed waived by the City.

Please note that your objection will be considered but is not binding on the City. The City is required to make a determination under CORA, and may only withhold documents that are confidential under the law. If the City releases documents marked as confidential in compliance with CORA, the Bidder waives any claims for liability or damages. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the Bidder must clearly mark all Confidential Information as such and provide a written, detailed justification with its proposal of the protected nature of the Confidential Information under CORA. This justification must address, at a minimum, the specific competitive harm that may result from any disclosure, the intrinsic value of the Confidential Information to the Bidder, and any safeguards used to protect the Confidential Information from disclosure. By submitting a proposal, the firm agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such by the Bidder or lacking written, detailed justification as supported by CORA.

Standard Contract

Bidder has had an opportunity to review the City’s standard contract for this project and agrees to the use of the standard contract and the terms and conditions contained therein.

Section VIII: Warranties, Representations and Acknowledgements of Bidder

a. Bidder acknowledges and agrees that (1) this RFP is a solicitation for proposal and is not a contract or an offer to contract and (2) the submission of a proposal by Bidder in response to this RFP will not create a contract between the City of Glenwood and Bidder.

b. Bidder offers and agrees to furnish to the City of Glenwood with the products and/or services described in its proposal, at the prices quoted in the proposal, and to comply with all terms, conditions, and requirements set forth in the RFP documents and contained herein.

c. Bidder represents and warrants that (1) Bidder is a reputable company regularly engaged in providing products and/or services necessary to meet the terms, conditions, and requirements of the RFP; (2) Bidder has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the terms, conditions and requirements of the RFP; (3) Bidder is aware of, is fully informed about, and is in full compliance with all applicable federal, state, and local laws, rules, regulations, and ordinances; (4) Bidder understands the requirements and specifications set forth in this RFP and the terms and conditions set forth; and (5) all statements, information, and representations prepared and submitted in response to this RFP are current, complete, true, and accurate. Bidder acknowledges that the City of Glenwood will rely on such statements, information, and representations in selecting the successful Bidder. If selected by the City the Bidder will notify the City immediately of any material change in any matters with regard to which Bidder has made a statement or representation or provided information.

d. Bidder agrees to be in compliance with all federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action.

e. In 2021, Colorado HB21-1110 strengthened the Colorado law for protection against discrimination against persons with disabilities; specifically, it requires the accessibility of all digital government information technology.

To comply, all digital experiences provided by the contactor must meet all applicable Level A and AA success criteria of the current non-draft version of the Web Content Accessibility Guidelines (WCAG).