2025-PS-017 Mechanical Contract Services.pdf

CITY OF NEWPORT, RHODE ISLAND

PURCHASING DIVISION

NOTICE TO BIDDERS

SEALED BIDS

RFP #2025-PS-017

Sealed Bids are being requested to provide All City Buildings and All Newport Public Schools - Mechanical Contract Services, in accordance with all terms and specifications contained herein, will be received in the Purchasing Office, City Hall, 43 Broadway, Newport, R.I., until:

One Thirty (1:30) O’clock P.M., Local Time Monday March 17, 2025

THIS IS A PUBLIC OPENING

If additional information is needed, please contact the Technical POC listed in the package.

There will be no prebid meeting. Bids must be submitted in sealed envelopes addressed to the Purchasing Office, City Hall, 43 Broadway, Newport, R.I. 02840, and must be plainly marked in the lower left hand corner, “All City Buildings and All Newport Public Schools - Mechanical Contract Services RFP# 2025-PS-017”. The City requests that each bidder provide Two (2) originals, One (1) copy and One (1) full electronic copy (Flash Drive / CD) with your submittal.

Note: Bid Tabulations will be posted on the City of Newport website generally within twenty-four (24) hours of the closing date.

It is the bidder’s responsibility to see that the bid is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. Bids may be withdrawn on written request on the letterhead of the bidder and signed by the person signing the bid) which must be received prior to the time fixed for opening. Bids may be modified in the same manner. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the City that such non-arrival before the time set for opening was due solely to the delay in the mails for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation mad as a result thereof will be published in an addendum and mailed to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the City and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The City may, at its discretion, accept or reject any or all exceptions.

Federal Excise Taxes and/or Rhode Island Use Taxes are not to be included in the bid. The City will execute exemption certificates if furnished by the bidder when submitting his invoice.

The bidder will state the approximate delivery date in the bid, or the time required to make delivery after notification of award.

The right is reserved, as the interest of the City may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

The City of Newport reserves the right to reject any or all proposals or to accept any proposals deemed to be for the best interest of the City.

The technical point of contact for this package is Mr. David Janiesch, Superintendent of Facilities Management at email djaniesch@cityofnewport.com

Note: All bidders are responsible for insuring that no addenda have been added to the original bid package.

Prevailing Wage – Any construction over $1,000.00 is required by state law to pay state prevailing wage. A current copy of the most recent Prevailing Wage scale is obtained from the State of Rhode Island, Department of Labor and Training, Division of Professional Regulation or at the Davis-Bacon Wage Determination link. It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who work on the project. No payments are made until all payrolls are up to date, and correct.

Prevailing Wages also applies to ALL other (Non-Construction) Requirements. If the City’s requirement is sealed bid, the DAVIS-BACON Wage Determination applies.

mailto:djaniesch@cityofnewport.com

GENERAL CONDITIONS (if applicable)

1. The City reserves the right to reject any and all proposals, to waive any informality, to request interviews of Service Providers prior to award and to select and negotiate the Service Provider services in the best interest of the City.

2. The Service Provider shall guarantee to perform the services offered and the total price of the proposal for a period of not less than 60 days from the deadline for submission of proposals.

3. The City reserves the right to accept all or part of any proposal, and to negotiate a contract for services and cost with the selected Service Provider.

4. The Service Provider shall provide all necessary personnel (No duplicate man hour billings) materials and equipment to perform and complete all work under this proposal.

5. Charges will be on time and material basis, or lump sum proposal based on a scope of work to be mutually agreed upon by the City and the contractor(s). No travel time or portal to portal is authorized.

6. All original documents and drawings shall become the property of the City after completion of the Service Provider’s work.

7. The City of Newport intends to recommend award of a contract to the City Council and School Committee respectively for the requested services within one (1) month of receipt of the proposals. The Service Provider shall be prepared to commence work immediately upon execution of the contract with the City and Newport Public Schools.

8. Awards will not be made to any person, firm, or company in default of a contract with the City, Newport Public Schools the State of Rhode Island or the Federal Government.

9. The Service Provider hereby agrees that it will assign to the City of Newport all cause of action that it may acquire under the anti-trust laws of Rhode Island and the United States as the result of conspiracies, combination of contracts in restraint of trade which affect the price of goods or services obtained by the City under this contract if so requested by the City of Newport.

10. Unless otherwise stated, invoices are to be submitted (to Accounting Office) in duplicate upon delivery of service to the City or (the Business Office) in duplicate upon delivery of service to Newport Public Schools. The invoice must include an itemization of all services provided, including the unit list price, net price, extensions and total amount(s) due.

11. Unless otherwise stated, payment will be made within thirty (30) days of the completion of the service, in an acceptable fashion, to the City and/or Newport Public Schools and receipt of invoice, whichever is later.

12. City is exempt from all sales and Federal excise taxes. Our exemption number is 05-6000-260. Please bill less these taxes.

13. The City of Newport and Newport Public School’s obligations to pay any amount due under a contract are contingent upon availability and continuation of funds for the purpose. The City and/or Newport Public Schools may terminate the contract, for non-appropriation of funds, and all payment obligations of the City and/or Newport Public Schools cease on the date of termination.

14. None of the services covered by the contract shall be assigned in full or in part, or sub-contracted without the prior written approval of the City and/or Newport Public Schools.

15. This contract will be for the services described above and the Scope of Work; however, this agreement should not be considered exclusive. As deemed necessary, the City and/or Newport Public Schools reserve the right to obtain these services from any other vendor.

16. Unless otherwise specified all costs listed are firm for the term of the contract.

17. Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or other act of God.

18. Notification of the parties shall be considered to have been constructively received when it is mailed via the United States Postal Service or delivered in hand to the parties as stated in the contract.

19. If any of the GENERAL TERMS AND CONDITIONS is held to be invalid or unenforceable, it will be construed to have the broadest interpretation which would make it valid and enforceable under such holding. Invalidity or unenforceability of a term or condition will not affect any of the other GENERAL

TERMS AND CONDITIONS.

20. Each and every provision and clause required by law to be inserted in any subsequent Contract shall be deemed to be inserted herein and the Contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the application of either party, the Contract shall forthwith by physically amended to make such insertion or correction.

21. Proposal shall also mean quotation, bid, offer, qualification/experience statement, and services.

Proposers shall also mean vendors, offerors, bidders, or any person or firm responding to a Request for Proposals.

22. All contracts entered into by the City of Newport or Newport Public Schools shall be governed by the Laws of the State of Rhode Island. Any disputes shall be resolved within the venue of the State of Rhode Island and Newport County.

23. The Service Provider selected for this project shall procure and maintain the following types of insurance:

• Statutory Workers Compensation and Employer’s Liability Insurance

• Professional Services Liability Insurance for errors and omissions ($1,000,000.00 minimum)

• Liability and Property Damage Insurance (a) Bodily Injury liability: $500,000 each person, $1,000,000 each occurrence; (b) Property Damage liability: $500,000 each occurrence, $1,000,000 aggregate.

CITY OF NEWPORT, RHODE ISLAND

Alex Casagrande, Acting Purchasing Agent

CITY OF NEWPORT, RI

City Buildings and Newport Public Schools – Mechanical Contract Services

RFP #2025-PS-017

SPECIFICATIONS

1. The City of Newport, including Newport Public Schools is seeking bids on Mechanical Contract Services for maintenance/repairs and upgrades for all mechanical equipment including, but not limited to: gas fired boilers, oil fired boilers, HVAC and all associated components.

2. Bidders MUST possess the capability to perform all scheduled / preventative equipment maintenance in accordance with RI mechanical code, and troubleshoot, maintain and upgrade computerized building management and energy control systems with in-house personnel. Mechanical equipment includes, but is not limited to: gas fired boilers, oil fired boilers, HVAC and all associated components.

3. In addition to providing Mechanical Services for All City Buildings and All Newport Public Schools, an inventory of all mechanical equipment and development of scheduled / preventative maintenance manuals and timelines will be completed for the following facilities upon request;

o City Hall; 43 Broadway o Police Station; 120 Broadway o Golden Hill Rec Center; 35 Golden Hill St.

o Easton’s Beach: Rotunda/Carousel 175 Memorial Blvd o Fire Headquarters; W Marlborough St / America’s Cup Ave o Old Fort Road Fire Station 100 Old Fort Road o Touro St., Fire Station Touro St./Mary St o Public Services Cottage 280 Spring St.

o Claiborne Pell Elementary School 35 Dexter St.

o Thompson Middle School 55 Broadway o Rogers High School 15 Wickham Road o Newport Area Career & Tech Ctr 109 Old Fort Road o Utilities Department 70 Halsey Street o Public Services DPW 80 Halsey Street o Gateway Center 23 America’s Cup Avenue o Harbormaster Building 39 America’s Cup Avenue o Armory (Maritime Center) 365 Thames Street o Innovate Newport 513 Broadway

4. Scheduled / Preventative Maintenance Plans based upon findings made during equipment inventories shall include the following services at a minimum.

o Bi-annual or as needed filter changes and visual inspection of all Air Handlers o Annual cleaning and visual inspection of all boilers o Check A/C charge in refrigerant lines annually and add refrigerant as needed* o Clean outdoor coils annually to remove salt and debris

Note: Additional charges will be authorized for adding refrigerant as deemed necessary.

5. The candidate is to be a licensed RI Mechanical Contractor to provide the City of Newport and Newport Public Schools routine maintenance/repairs, emergency service, and improvement projects as required.

6. The contract period shall be in effect for a Base Year from July 1, 2025 through June 30, 2026, with two

(2) one-year options (July 1- June 30), at the sole discretion of the City and School Department.

7. Award will be made to the lowest responsible bidder meeting all terms and specifications deemed to be in the best interest of the City of Newport and Newport Public Schools. Evaluation criteria will be based on regular rate, overtime rate and ability to perform.

8. The following are considered normal working hours: Monday – Friday 7:00AM-4:00PM

Work performed outside of this window shall only be permitted in the case of emergencies, or as specifically directed by City personnel. This work shall be billed at the Emergency/Off-hours/Holiday rate.

9. Travel time/ truck time is not billable

Note: The successful candidate will be “on call” 24 hours, 7 days per week/365 days per year.

Requirements:

1. Licenses R.I. Contractor, Mechanical License-submit copy of license(s) with bid submittal.

2. Insurance – Contractor is required to provide evidence of auto liability, general liability and workman’s compensation coverage.

3. Have sufficient manpower to provide emergency service response 24-hour, 7-day coverage. Maximum expected response time will be two (2) hours in emergencies and seventy-two (72) hours for routine calls, barring delays for delivery of other than normally maintained or stocked material.

4. Determination of emergency work will be identified by the City of Newport or Newport Public Schools upon each occurrence for billing purposes. Emergency rates will not be permitted without this notification. Failure to respond within two (2) hours will result in the City / Newport Public Schools reverting to the standard hourly rate for work performed.

5. When responding to calls, the contractor must provide justification for using additional staff. This applies to all incidents where the hourly rate to complete a job will be greater than the rate indicated on the proposal form. This applies to both the standard rate and the emergency rate.

6. Provide a company brochure that outlines all services and includes reference to in-house capability and experience.

7. Provide a list of at least three (3) client references.

CITY OF NEWPORT, RI

All City Buildings and Newport Public Schools – Mechanical Contract Services

RFP# 2025-PS-017

PROPOSAL FORM

The undersigned, as bidder, declares that no person or persons other than those named herein are interested in this proposal; that this proposal is made without collusion with any other person, firm or corporation; that he has carefully examined the location of the proposed work, the proposed form of contract, and the plans therein referred to; that no person or persons acting in any official capacity for the City or Newport Public Schools is directly or indirectly interested therein or in any portion of the profit thereof; and that he proposes and agrees, if this proposal is accepted, to execute the form of contract with the City, to provide all necessary equipment, tools, and other means of construction, and to do all work and furnish all materials shown and specified in the Contract Documents, and according to the requirements of the Director of Public Services as therein set forth, and that he will take in full payment therefore, the following sums to wit:

All prices must be written in words and figures. In case of discrepancy, the amount shown in words will govern.

Bidder acknowledges receipt of the following addendum:

(Signature)

(Title)

(Name of Firm or Corporation)

Bid Sheet

RFP# 2025-PS-017

Date:_________________

I/WE _____________________________________________, the undersigned do hereby propose to furnish the City of Newport, Rhode Island and Newport Public Schools, All City Buildings and All Newport Public Schools - Mechanical Contract Services , for the period of Base year starting July 1, 2025 through June 30, 2026, in accordance with all terms and specifications contained herein:

1.) Hourly rate for base year period (July 1, 2025 through June 30, 2026)

(Per Hour Rate in words) (Per Hour Rate in figures) Emergency/Off-hour/Holiday* rate (July 1, 2025 through June 30, 2026) (Per Hour Rate in words) (Per Hour Rate in figures)

2.) Hourly rate for Option Year One (1) period (July 1, 2026 through June 30, 2027) (Per Hour Rate in words) (Per Hour Rate in figures)

Emergency/Off-hour/Holiday* rate (July 1, 2026 through June 30, 2027)

3.) Hourly rate for Option Year One (1) period (July 1, 2027 through June 30, 2028)

(Per Hour Rate in words) (Per Hour Rate in figures)

Emergency/Off-hour/Holiday* rate (July 1, 2027 through June 30, 2028)

Name of Firm Signature & Title Email Address

Address, City, State, Zip Code Telephone Number

All bidders are responsible for insuring that no addendums have been made to the original bid package.

RFP#2025-PS-017

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