24-8306_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

HVAC PREVENTATIVE MAINTENANCE SERVICES

SOLICITATION NO.: 24-8306

BARBARA LANCE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8998

Barbara.Lance@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8306

PROJECT TITLE: HVAC PREVENTATIVE MAINTENANCE SERVICES

DUE DATE: JANUARY 13, 2025, AT 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl

INTRODUCTION

As requested by the Facilities Management Division (hereinafter, the “Division”), the Collier County Board of County Commissioners

Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners

Procurement Ordinance.

The Division has utilized both contractual services and in-house crews for this service. The estimated annual expenditure for these services is $1,000,000; however, this is an estimate and may not reflect actual spending.

BACKGROUND

Collier County Facilities Management Division is responsible for maintaining the mechanical systems in various county-owned and leased buildings and facilities throughout Collier County. In order to maintain the integrity and continuous operation of the Heating, Ventilation, and Air Conditioning (HVAC) systems, the County intends to award contract(s) to perform preventative maintenance services.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with one (1) two (2) year renewal options.

Prices shall remain firm for the initial term of this contract

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this

Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price established in the solicitation as outlined below:

https://procurement.opengov.com/portal/collier-county-fl

• Lowest Total Bid Amount

➢ Collier County reserves the right to select one, or more than one supplier, award on a line-item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Award Primary, Secondary, and Tertiary Vendors o Should the Primary Contractor not be able to provide the services within the time period or is unable to perform the normal or urgent requests, the Division reserves its rights to move to the

Secondary and Tertiary, as necessary. The County reserves the right to seek services outside of the contract if the Primary, Secondary or Tertiary are unable to perform.

➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

The intent of this solicitation is to obtain preventative maintenance for mechanical systems for Collier County owned and operated facilities, to minimize operational down time and for facilities to be maintained in top operating condition. The qualified Contractors will provide preventative maintenance services including, but not limited to, HVAC, Boiler and Water Heater systems, Chilled Water

Air Handlers, walk-in freezers, coolers, and ice machines.

1. MINIMUM REQUIREMENTS, CERTIFICATIONS, AND LICENSES:

1.1. Contractors shall provide either a valid Mechanical Contractor’s license per Florida Statutes 489.105 (I) and/or a State Class

“A” Air Conditioning Contractor’s license. All licenses must be valid and current throughout the life of the agreement

(copies to be provided upon bid submission or prior to issuance of a Notice of Recommended Award (NORA)).

1.2. The Contractor's technicians shall have at least an EPA Section 608 Type II CFC Certification. All Certifications must be valid and current throughout the life of the agreement. Documentation shall be submitted upon request only. This is not required at the time of bid submittal.

1.3. The Contractors must have the ability to operate business in the State of Florida as evidenced by a current State of Florida registration (SunBiz).

1.4. The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients (during the last 5 years) with primary experience working with similar sized commercial and/or government agencies and/or private businesses providing services listed in the scope – heating, ventilation and air conditioning as a part of their proposal, using Form 5 provided in OpenGov as part of the Required Forms. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work

1.5. Contractors are to provide a list of employees that will be assigned to the Division including their names, number of years of experience, certifications, and licenses, if any. At a minimum, the list shall include six (6) HVAC journeymen, six (6) apprentices and one (1) designated contract/account representative. The list must be provided at the time of bid submittal or prior to the Notice Of Recommended Award (NORA). The Contractor’s personnel assigned to the Division under the contract shall comply with the list submitted.

2. PREVENTATIVE MAINTENANCE SERVICES:

2.1. The Division requires that a Preventative Maintenance service be performed on each piece of mechanical equipment one (1) time every three (3) months.

2.2. Preventative Maintenance services shall be priced and billed at a flat rate per unit price for one (1) Preventative Maintenance service visit per equipment unit.

2.3. Provided unit pricing for one (1) Preventative Maintenance service per equipment unit is all-inclusive, including but not limited to labor, parts, equipment/tools, required reporting, transportation costs, insurance, overhead, and all the necessary resources needed to perform the work.

2.4. Systems covered may include but are not limited to:

• HVAC and Related Control Systems: mechanical components, compressors, condensers, DX air handling units, air handling units, exhaust fans, fan coils, water pumps, belt drives, direct-drives, rooftop units, radiant systems, electric assistance systems, recovery units, blower wheels and housing, blower housing assembly and related components, condensers, evaporators, variable air volume (VAV) boxes, piping, air duct and sheet metal insulation work, damper-louvers-diffusers (supply and return vents), and other adjacent/integrated equipment.

• Ice machines, refrigeration equipment and related systems.

• Boiler and related systems.

• Water Heater and related systems.

• Walk-in Freezers, Coolers and related systems.

• All bidders must be comfortable with various energy management and building automation controls and software packages utilized by the Facilities Management Division.

2.5. For all equipment categories below, the following maintenance tasks are to be included. Contractor must provide service to the following, but not limited to:

1. Indoor and Outdoor Air Conditioning Systems:

a) Check for refrigerant leaks, if applicable.

b) Check for water leaks, if applicable.

c) Complete visual assessments for all equipment or related components – observe the equipment or related components and determine if there are any issues or potential issues.

d) Check all electrical connections (contactors, relays, check amperage draw), tighten all electrical connections as needed.

e) Lubricate bearings and check for abnormal operation.

f) Replace belts, check pulleys and sheaves for abnormal wear/damage, and ensure proper ailment. Leave spare belts at unit.

g) Clean condenser and evaporator coils and sanitize.

• Cleaning of coils includes but is not limited to: coils, drain pan, and blower wheels with assembly and all related components, etc.

h) Clean drain pan, flush drain lines, and install drain pan pills (industrial grade / heavy commercial type, at a minimum).

i) Check Temperature Differential to ensure proper operation per manufacturers design.

j) Check and clean condensate pump, if applicable.

k) Check air filter condition. Report dirty filters.

l) Remove blower wheel and motor, clean and reinstall including cleaning of all housing and assembly related items.

m) Check all safety controls for proper operation.

n) Cycle heat mode for proper operation.

o) Wipe down and clean air handling unit fan including but not limited to: blower frame assembly, exterior blower housing, motor exterior, etc.

p) Wipe down and clean air handling unit interior liner including but not limited to: interior panels within the fan section

(i.e. side walls, floor ceiling, etc.).

q) Rust removal and/or corrosion removal unless replacement parts are necessary

r) Service and disconnect disconnector box, if necessary

s) Coat finish of equipment, when applicable, to prevent rust and corrosion with chemicals / products, approved by

Division Representative or designee (typically Simple Green or equivalent)

t) Maintain service logs in all equipment.

u) Check and secure all equipment panel screws and attachments.

v) Adjust any components and equipment, as needed.

w) Update records in all existing equipment.

x) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris, etc.

2. Exhaust Fans:

a) Replace belts. Leave spare belts at unit. Align pulleys and sheaves, as needed.

b) Lubricate bearings, check pulley and blower wheel and motor, including cleaning of the blower wheel, housing, assembly, and related items.

c) Check motor operation (record amps and voltages, check for excessive vibration).

d) Clean air vents and wheels.

e) Maintain service logs in all equipment.

f) Check and secure all equipment panel screws and attachments.

g) Adjust any components and equipment, as needed.

h) Update records in all existing equipment.

i) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

3. Air Conditioning Package Units

a) Clean and sanitize evaporator /condenser coils.

• Cleaning of coils includes but is not limited to: coils, drain pan, blower wheels with assembly and all related components, etc.

b) Lubricate bearings and check for abnormal operation.

c) Replace belts, check pulleys and sheaves for abnormal wear/damage, and ensure proper alignment. Leave spare belts at unit.

d) Clean drain pan, flush drain lines and install drain pan pills.

e) Check all electrical connections, tighten as needed.

f) Check air filter condition and filter access cover. Report dirty filters and damaged covers.

g) Clean blower wheel and motor including all assembly and housing.

h) Check motor operation. (record amps, voltages, check for excessive vibration).

i) Check Temperature Differential to ensure proper operation per manufacturers design.

j) Checks crank case heater operation.

k) Check safety control.

l) Check heat mode operation.

m) Maintain service logs in all equipment.

n) Check and secure all equipment panel screws and attachments.

o) Adjust any components and equipment, as needed.

p) Update records in all existing equipment.

q) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

4. Chilled Water Air Handlers:

a) Clean and sanitizes chilled water coils.

• Cleaning of the coils includes but is not limited to cleaning of the: coils, drain pan, blower wheels and housing including assembly and related components, etc.

b) Lubricate bearings and check for alignment, adjust if needed. Replace belts, leave a spare set of belts at unit, check pulleys and sheaves for wear/damage. Check alignment, adjust if needed. Report all abnormalities.

c) Clean drain pan, flush drain lines and install drain pan pills.

d) Check all electrical connections tighten as needed.

e) Check chill water valve linkage for water leaks and valve packing.

f) Check air filter condition and filter access cover. Report dirty filters and damaged covers.

g) Check for deteriorating insulation.

h) Clean blower wheel and motor including housing, assembly, and related items.

i) Check motor operation (record amps, voltages, check for excessive vibration).

j) Check Temperature Differential to ensure proper operation per manufacturers design.

k) Maintain service logs in all equipment.

l) Check and secure all equipment panel screws and attachments.

m) Adjust any components and equipment, as needed.

n) Update records in all existing equipment.

o) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

5. Pumps

a) Check motor operation. (record amps, voltages, check for excessive vibration).

b) Lubricate bearings, (if necessary).

c) Check all electrical connections, tighten as needed.

d) Check VFD operation.

e) Maintain service logs in all equipment.

f) Check and secure all equipment panel screws and attachments.

g) Adjust any components and equipment, as needed.

h) Update records in all existing equipment.

i) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

6. Boilers

a) Check all safety controls and report all faulty controls.

b) Check for water/steam leaks.

c) Check for deteriorating insulation.

d) Check burner’s efficiency, adjust for efficient operation.

e) Check motor operation (record amps, voltages, and check for excessive vibration).

f) Check all electrical connections, tighten as needed.

g) Check operation of heat exchanger. Report all issues.

h) Maintain service logs in all equipment.

i) Check and secure all equipment panel screws and attachments.

j) Adjust any components and equipment, as needed.

k) Update records in all existing equipment.

l) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

7. Walk-in Freezers and Coolers

a) Inspect the door seals.

b) Inspect the door hinges and latches.

c) Check for refrigerant leaks.

d) Check for water leaks, if applicable.

e) Complete visual assessments for all equipment or related components, including refrigeration line sets – observe the equipment or related components and determine if there are any issues or potential issues.

f) Check all electrical connections (contactors, relays, check amperage draw), tighten all electrical connections as needed.

g) Clean condenser and evaporator coils.

a. Cleaning of coils includes but is not limited to coils, drain pan, and blower wheels, as well as assembly and all related components.

h) Check Temperature Differential to ensure proper operation per manufacturers design.

8. Ice Machines

a) Check for all refrigerant leaks.

b) Check all electrical connections (i.e. contractors, relays, check amperage draw, etc.)

c) Clean and sanitizes evaporator /condenser coils.

• Cleaning of coils includes but is not limited to cleaning of: coils and all related components, etc.

d) Check drain pan and flush drain lines.

e) Check water filter condition.

f) Check safety control and report deficiencies in writing.

g) Maintain service logs in all equipment.

h) Check and secure all equipment panel screws and attachments.

i) Adjust any components and equipment, as needed.

j) Update records in all existing equipment.

k) Wipe down and clean (including dusting) any and all components, housings, or related items to remove all dust, debris,

2.6. Contractor shall perform refrigerant recovery on any system that contains refrigerant.

3. RECORDS AND DOCUMENTATION:

3.1. After performing preventative maintenance on each unit, the Contractor must provide a weekly report/checklist to the Division

Representative or designee, which includes the unit’s ID Number detailing:

a) The services completed

b) Any issues

c) Any potential issues

d) Any deficiencies and abnormalities

e) And make specific recommendations for future remedial action, if necessary

3.2. Contractor shall take before and after pictures of all items completed per unit and submit them upon request.

3.3 The Division will provide the initial equipment list, including the unit’s ID Number, system description, address, and location.

3.4. Contractor shall maintain a summary spreadsheet listing each unit serviced, including but not limited to the unit’s ID Number, system description, address, equipment location, and date of service.

3.5. Contractor shall submit a list of units to be serviced to the Division Representative or designee (3) weeks before the start of each quarter. This list shall contain the unit's ID Number, system description, address, equipment location, and the scheduled date of service.

3.6. In the event the equipment does not have a service log, the Contractor will add the service log to the equipment at no additional charge.

3.7. The Contractor shall, under no circumstances, remove any equipment containing a County asset sticker. The Contractor shall request that, when replacing equipment, the asset sticker be removed by a County staff member authorized to adjust equipment inventory records.

3.8. The Division Representative or designee retains the right to add or to delete any facilities and equipment from service provided under the resultant contract as described herein, without further Board approval and in accordance with the Procurement

Ordinance, as amended.

3.9. The Contractor will be responsible for utilizing any systems used by the County for work requests under this Agreement. The

Contractor will be required to update, complete and close work requests and attach before and after pictures, as necessary.

4. WORK HOURS:

4.1. Normal business hours are considered Monday through Friday, between 7:00 AM to 5:00 PM, excluding Collier County observed Holidays.

4.2. After-hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday, Sunday or County

Observed Holidays.

4.3. Typically, preventative maintenance services will be conducted during normal business hours, which are Monday through

Friday, 7:00 AM to 5:00 PM, unless otherwise authorized by the Division Representative or designee. Chemicals/products that must be applied during normal business hours, or when the building is occupied, shall be approved by the Division

Representative or designee.

4.4. If the Division Representative or designee determines that a Preventative Maintenance service on a unit(s) should be performed during after hours, the Contractor may charge the After-Hours Fee for each unit serviced, in addition to the price per unit.

5. CONTRACTOR’S RESPONSIBILITIES:

5.1. Contractor shall use qualified technicians to complete all work in accordance with the requirements specified in this solicitation.

Technician credentials may be requested by the County. The technicians shall be experienced in all facets of servicing a variety of different types of HVAC equipment and related Control Systems.

5.2. The Contractor shall not commence work until a County purchase order is issued.

5.3. All Contractors and subcontractors performing service for Collier County are required and shall comply with all Occupational

Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

5.4. The Contractor must comply with Federal and State right-to-know laws if hazardous materials are used. Material Safety Data

Sheets (MSDS) will be made available and provided to the Division Representative or designee upon request. The Contractor is required to immediately report to the Division Representative or designee any spillage or dumping of hazardous material on Collier County property. The Contractor shall bear all costs associated with the cleanup of any such incidents.

5.5. The Contractor shall be responsible for removing all debris from the site and cleaning affected areas. The Contractor shall keep the premises free of debris and unusable materials resulting from their work and, as work progresses, or upon request by the

Division’s Representative or designee, shall remove such debris and materials from the property. The Contractor shall leave all affected areas as they were before beginning work.

5.6. The Contractor shall comply with the Division’s security guidelines on facility security policies, this may include additional policies and procedures for work to be performed at the Collier County Sheriff’s Office. Violations of these rules could, at a minimum, result in termination of the awarded Contract.

6. BILLING AND INVOICING:

6.1. A Collier County Purchase Order number must appear on each invoice.

6.2. If applicable, the work order number must appear on each invoice.

6.3. A summary spreadsheet shall be submitted along with the invoice listing each unit serviced, including the unit’s ID Number, the equipment type, the location of the unit, the date of service, and an attestation signed by the Contractor.

6.4. Invoices will be billed monthly for services rendered.

6.5. Preventative maintenance will be billed at the flat rate unit price per service visit, as specified in the resultant agreement..

6.6. Preventative maintenance unit pricing is all-inclusive, including but not limited to labor, parts, equipment, tools, required reporting, transportation cost, insurance, overhead, and all the necessary resources needed to perform the work.

7. WARRANTY ITEMS:

7.1. Parts and fixtures shall be new and warranted for a minimum of two (2) weeks or the maximum allowed by the manufacturer.

8. PRICE MODIFICATIONS:

8.1 Submit price increase requests in writing by email to the County’s Contract Administrator no less than 120 prior to the contract renewal date.

8.2 Price increase requests review may take over sixty (60) days to complete.

8.3 Retroactive price adjustments are not authorized,

8.4 The Contractor shall provide supporting documentation justifying price increases (examples: Bureau of Labor Statistics, Contractor’s material agreements, distributor invoices, proof of fuel increases, etc.) If there is no documented proof, price increases will not be considered.

8.5 The Contract Administrator shall analyze prices to determine whether increases are fair and reasonable.

8.6 During the review process, the Contractor shall continue to fill all purchase orders received at the current agreement prices.

8.7 The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases, or an amendment processed, as required, and uploaded into the County’s Finance System.

8.8 Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing with the effective date of any approved price increases.

SECURITY, BACKGROUND, IDENTIFICATION

The Contractor is required to comply with County Ordinance 2004-52, as amended. The Contractors providing services to Collier County under this agreement and requiring physical access to Collier County facilities or locations related to security or public safety shall be responsible for the cost of providing background checks for all contracted employees or other representatives, including all subcontractors at every tier (including vendors, repair persons, and/or delivery individuals). This may include but is not limited to, checking federal, state, and local law enforcement records, including state and FBI background screening, employment verifications, and other related records. Collier County background checks are valid for five (5) years and the Contractor shall be required to maintain records of each employee and make them available to the County throughout that specified term.

All contracted employees and subcontractors must wear and display Collier County Government identification badges at all times while performing services on County facilities and properties. Contractor ID badges are valid for one (1) year from the date of issuance.

Assigned badges can be renewed upon expiration at no cost to the Contractor during the time period in which their background check is still valid.

All Contractors under this agreement shall wear appropriate attire that includes the name of the contractor’s business. If a contracted employee assigned to Collier County separates from their employer the Contractor shall immediately notify the Collier County Facilities

Management Division via e-mail (DL-FMOPS@colliercountyfl.gov). This notification is critical to ensure the continued safety and security of Collier County staff, customers, facilities, and systems. Failure to notify within four (4) hours of separation may result in a deduction of $500 per incident. Each badge must be returned to the Facilities Management Operations Center by the assigned expiration date printed on the badge or upon separation of employment of an employee or subcontracted employee.

Collier County Sheriff’s Office (CCSO) requires separate fingerprinting prior to work being performed in any of their locations. If there are additional fees for this process, the Contractor is responsible for all costs. This will be coordinated upon the award of the contract.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***