3-Specs Bid 4047.pdf

SPECIFICATIONS FOR BID 4047

MECHANICAL AND HVAC CONTRACTING SERVICE

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College is seeking bids for mechanical and HVAC contracting service, based on the following information and specifications

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION C – PROJECT SCOPE

A. QUALIFICATIONS OF BIDDERS

Hudson Valley Community College may make such investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The college reserves the right to disqualify any prospective bidder or to reject any bid if evidence required by the college from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the college that any such bidder is responsible, able or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

B. HVAC AND PLUMBING WORK

The mechanical contractor is responsible for work including the installation, repair, and maintenance of buildings’ internal operating systems including offices, classrooms, and boiler rooms.

The scope of work includes all labor, materials, tools, equipment, and supervision to provide qualified HVAC technicians on an as-needed basis for the following:

1. Routine building HVAC and plumbing services on all campus buildings such as repairing damaged and/or broken piping, troubleshooting, and installing new mechanical equipment.

2. Outside plumbing/HVAC repair or installation.

HVAC and plumbing services to be performed include but are not limited to air conditioning equipment including controls, ducts, fans, bearings, motors, compressors, and piping systems.

State licensing is not required for the HVAC technician, but technicians must follow all local rules and regulations.

Services shall include emergency response for related needs. Minimum of 2-hour response time is required.

PART 2 PRODUCTS

A. PRODUCT SELECTION

1. Materials and Equipment: When two or more items of same material or equipment are required they shall be of the same manufacturer. Product manufacturer uniformity does not apply to raw materials, bulk materials, conduit, wire, solder, fasteners, motors for dissimilar equipment units and similar items. Provide products which are compatible within systems and to other connected items.

SECTION D- SPECIAL REQUIREMENTS

AVAILABILITY

The vendor shall be available on a 7 day, 24-hour schedule.

The vendor shall provide the college with a 24-hour phone number and contact person.

QUALITY CONTROL

Contractor shall warrant that all labor and workmanship performed will be free from defects for a period of one year.

The vendor must comply with all local codes, regulations and licensing requirements.

The vendor must comply with all college regulations and requirements pertaining to operation and safety.

SECTION E- VENDOR QUALIFICATIONS

The Contractor must maintain a business location within a fifty (50) mile radius of Hudson Valley Community College’s Troy, New York campus.

Vendors should submit three professional references along with their bid.

SECTION F- CONTRACTOR RESPONSIBILITIES

Vendor must receive purchase order prior to performing services.

Vendor must receive permission from the college to enter into any agreements with sub-contractors.

Schedule of Work Prior to the commencement of any work under this Agreement, the Contractor’s designated Project Manager shall provide Hudson Valley Community College (“HVCC”) Facilities Department with advance written notice of the proposed work schedule. On the initial day of mobilization, all Contractor personnel shall be required to check in with the HVCC Department of Campus Public Safety and shall provide an estimated duration of their presence on site.

Additionally, the Contractor shall furnish the contact information of both the onsite foreman and the Project Manager to the Campus Public Safety office.

Self-Performance of Work The Contractor agrees to self-perform all work described in this Agreement using its own employees. Subcontracting of any portion of the Work is strictly prohibited without the prior written consent of HVCC, which may be granted or denied at the sole discretion of the College.

Project Manager The Contractor shall assign a qualified and competent individual to serve as the Project Manager for the duration of the Agreement. This individual shall act as the primary point of contact and shall be responsible for the coordination and execution of the Work.

Final Cleaning Upon completion of the Work, and prior to demobilization, the Contractor shall remove all equipment, tools, excess materials, and debris from the site. The Contractor shall notify the designated HVCC Facilities representative to perform a final site inspection and approval.

Campus Operations and Access The College campus shall remain open and operational throughout the duration of the Work.

Any activity that may impact internal services, utilities, or college operations must be pre-approved and coordinated with HVCC personnel to minimize disruption.

Prevailing Wage Requirements As a public institution, HVCC requires that all Contractor personnel engaged in work on site be compensated in accordance with applicable New York State prevailing wage laws. The Contractor shall provide certified payroll documentation and applicable wage rate schedules upon request by the College.

Quotes and Invoicing Requirements All services performed under this Agreement shall be preceded by the submission of a written quote or invoice to the designated HVCC representative. Quotes and invoices must include the contract bid number, applicable and approved labor rates, detailed material costs, and any approved material mark-ups. Lump sum pricing for labor or materials will not be accepted.

Invoices shall be submitted only after services are completed and formally approved by HVCC.

Work Zone Traffic Control The Contractor shall implement appropriate safety measures to protect pedestrians, vehicles, and College property during performance of the Work. This includes, but is not limited to, the use of cones, barrels, barricade tape, or other suitable traffic control devices to delineate active work zones.

SECTION G - TERMS & CONDITIONS

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

SECTION H- TERM OF CONTRACT

The contract shall run from September 1, 2026, through August 31, 2029.

At the discretion of the college the contract may be extended annually for an additional two years.

SECTION I-SCORING

The bid will be awarded to the lowest responsible bidder who meets all specifications.

All pricing should be submitted on the provided bid form. Vendor should provide pricing for all three years.

Any equipment which is rented in the performance of this contract shall be charged at the same rate as invoices by rental company.

Pricing should include hourly emergency response rates when applicable

SECTION J – SUBMISSION INFORMATION

HVCC prefers bids to be submitted using our online application system, Euna Solutions (Bonfire), located at: https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Bids can also be mailed or hand delivered must be sealed and have the Bid name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION K – CONTACTS

Issuing Office

Facilities Daniel Seaman d.seaman@hvcc.edu https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com mailto:d.seaman@hvcc.edu