4-JF26-013-IFB Commercial Freezer and Refrigeration Equipment Specifications.pdf

JF26-013-IFB

Purchasing & Warehouse Department

Julie Fisher, CPPB, Manager/Buyer

SPECIFICATIONS

1. GENERAL

Specifications for an annual contract for Commercial Freezer & Refrigeration Equipment Repair Services on an “as needed basis” at the Bates Central Kitchen located at 4161 West 2200 South, West Valley City 84120. Other potential locations throughout Granite School District (GSD). Please see https://www.graniteschools.org/schools/ for potential locations. Bidders must meet or exceed all specifications and requirements as set forth in this document and all other information posted on the Utah Public Procurement Place (hereafter referred to as U3P).

Contractor must furnish all equipment/parts, materials, labor, tools, transportation, supplies, and incidentals necessary to complete the repair(s) / project(s) as described in the specifications.

2. CONTACT & ACCESS TO SITE

Access to locations for site inspections and/or for project completion must be arranged through the Foreman, LP Swainston, Granite School District Maintenance Department (385) 646-5647 and Kitchen Maintenance Lead, Matthew Miltenberger, Granites School District Maintenance Department (385) 646-2341. (Do not contact during the bidding process. Questions must be published in the U3P Q & A section. Answers will be provided in the same manner.)

3. AMENDMENTS TO INVITATION FOR BID

Any changes in quantity, specifications, schedules, opening date, corrections, clarifications, etc. will be in the form of an addendum.

Addenda will be posted at U3P. It is the responsibility of the bidder to obtain addenda. Bid submittal constitutes implied acknowledgment of all addenda.

4. BID SECURITY

N/A

5. BONDS

https://www.graniteschools.org/schools/

6. CHANGE ORDERS

No payments will be made to the contractor for additional work or materials unless a change order has been signed and executed by GSD Purchasing. Any change order which increases the contract amount shall be subject to prior written certification that the change order is within the determined project or contract budget.

7. CONFLICT WITH SUBMITTALS/INCONSISTENCIES IN TERMS &

CONDITIONS

In the event of conflict with submittals from bidders or inconsistencies in bidding documents, this bid document will take precedence.

8. CONSIDERATION, AWARD AND REJECTION OF BIDS

All bidders must be able to demonstrate that they are responsible, competent contractors with the resources to complete a project of this type and magnitude and must be prepared to provide documented proof of such upon request including references and financial statements. The contractor's past performance history, organization, equipment and demonstrated ability to perform and complete their contracts in the manner and within the time limit specified will be elements along with the dollar amount of the bid which will be considered by GSD in the vetting of the contractor. It is anticipated, GSD will award to a single vendor to meet the needs. Award will be made in accordance with Utah Code 63G-6a-606 responsive and responsible bidder will be awarded a contract. GSD reserves the right to reject any and all bids by reason of this paragraph. Bids shall be irrevocable for a period of 60 days from the bid due date. GSD intends to make a single award.

a) Any contractor that does not perform in an exemplary professional manner for GSD or if their work quality is less than exceptional will be notified of the problem and will not be invited to quote or bid on any additional GSD jobs or perform any additional work for GSD until they have demonstrated to GSD’s satisfaction that the cause of the problem(s) has been corrected.

b) Any contractor that has not performed up to our high standards in the past for GSD will not be allowed to bid on this contract.

c) If a contractor is awarded this contract but then fails to perform, GSD reserves the right to award the contract to the next low bidder.

9. CONTRACT DATES/DEADLINES

Repairs will be conducted dependent on receipt of a signed purchase order.

Equipment, delivery lead time, and work shall be coordinated with the GSD contact listed in paragraph 2 “Contact & Access to Site”.

The hours of operation shall be from 7:00 AM to 3:30 PM, Monday through Friday, unless otherwise agreed upon and coordinated with the GSD contact listed in Paragraph 2 “Contact & Access to Site”.

10. CONTRACT CLAUSES

Any contract arising from this Invitation to Bid will include the following:

a) The unilateral right of GSD to order written changes in the work and/or time of performance (Changes Clause);

b) Suspension of Work Clause;

c) Price Adjustment Clause;

d) Claims Based on a Procurement Officer’s Actions or Omissions Clause;

e) Default Delay – Time Extension Clause

f) Remedies Clause - Any dispute arising under or out of this contract is subject to the provisions of Part H (Legal and Contractual Remedies) of the Utah Procurement Code;

g) Liquidated damages as appropriate;

h) Specific excusable delays are as follows: if the contractor is delayed by GSD or architect or by change orders.

i) GSD may terminate the contract for any reason at any time if the contractor fails to perform (default) or if it is in the best interest of GSD (Convenience Clause).

11. INSPECTIONS

Contractor must be prepared, willing and accommodating to on-site inspection of all work, at any time, by a GSD representative, during job progress.

12. INSURANCE/LIABILITY/SAFETY/SECURITY

The contractor must secure and maintain liability insurance (general and auto) of one million dollars each occurrence and three million dollars General Aggregate (or more as may be required in the Project Manual on contract) against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder. The contractor’s commercial general liability policy must include builders risk insurance and completed operations coverage to guarantee recovery of damages to the work in progress during construction. Insurance must be maintained for the duration of the project. Contractor must provide proof of insurance (policy or endorsement) upon demand by GSD and agrees to, at all times, protect, indemnify, defend and hold harmless GSD and GSD employees from any and all claims.

GSD will assume no liabilities for the contractor including any of the contractor’s representatives, employees or properties.

Contractor shall, at all times, maintain safeguards for safety and protection and keep the work area in a neat, clean, safe and secure condition to avoid injury, risk of loss, theft, vandalism or sabotage.

Any damages occurring during the completion of this project, incidental or otherwise, to GSD or adjacent properties must be repaired, at the contractors expense, to the owner’s satisfaction.

13. LAWS/CODES

Contractor must abide by all federal, state and local laws including, but not limited to employment laws such as the Americans With Disabilities Act and E- Verify and meet or exceed all applicable building codes and Utah State Energy Code requirements. Undocumented (illegal immigrant) labor will not be allowed to work on GSD property. Any contract that might arise from this Invitation for Bid will be governed by Utah State Laws.

14. LICENSING

Bidders must meet all current licensing requirements of the City, County and State of Utah to do the type of work required under this bid including the proper license classifications with a sufficient monetary limit as established and issued by the Utah Division of Occupational and Professional Licensing, State Department of Commerce, as legally required by State Code Title 58, Chapter

55. Licensing must be current and valid at the date of bid opening and remain so for the duration of the contract/project(s).

15. LIQUIDATED DAMAGES

N/A

16. NOTICE TO PROCEED

Notice to proceed will be in the form of a signed Purchase Order from the GSD Purchasing Department. Do not proceed without a Purchase Order except for in emergency situations which will be communicated to you by the person listed in paragraph 2 “Contact & Access to Site”.

17. PAST PERFORMANCE

Any contractor that does not perform in an exemplary professional manner for

GSD or if their work quality is less than exceptional will be notified of the problem and will not be invited to quote or bid on any additional GSD jobs or perform any additional work for GSD until they have demonstrated to GSD’s satisfaction that the cause of the problem(s) has been corrected.

Any contractor that has not performed up to our high standards on past GSD jobs will not be awarded a contract under this bid.

18. PAYMENT

In most cases, payments will be a "lump sum" amount made at the completion and clean-up of each project and will not be made until a final inspection and approval. "Draws", prepayments, or partial progress payments will not be allowed unless specified.

19. PRE-BID CONFERENCE

20. SALES TAX

Please note that sales made to Utah school districts are exempt from sales tax (Utah Code 59-12-104). Tax exemption certificate can be provided upon request.

21. SUBCONTRACTORS

GSD reserves the right to reject any subcontractor. GSD may withhold awarding the contract to a bidder if any of the proposed subcontractors are considered by GSD to be unqualified. Subcontractors must be held, by the General, to all requirements listed herein. A list of subcontractors and their licensing classification will be required. Bidder shall certify that all subcontractors are licensed as required by State law. It is anticipated the work described in the specifications will be self-performed by the contractor and not subcontracted.

22. SUBMITTALS

Submit bids as per instructions on U3P. Additional attached or enclosed materials, not requested and not required, will be discarded and may cause bid rejection if the attachments are attempts to alter or amend the bid specifications and/or requirements. Additional or alternate terms or proposals will not be accepted

23. SUBSTITUTE PRODUCTS

24. TECHNICAL SPECIFICATIONS

Commercial Refrigeration Equipment Repair Services include inspection, repair and restoration to proper operation, preventative maintenance, emergency response, and reporting to ensure efficiency, compliance, and minimize downtime. Including but not limited to: covering checks on gaskets, coils, electricals, compressors, and temperature calibration for coolers, and freezers.

a) Response Time and Schedule:

1) Standard response time must be within 3 calendar days

2) Emergency response time must be “same day”.

3) Work must be completed during the hours of 7:00AM through

4:00PM unless otherwise scheduled.

b) GSD reserves the right to reject a job cost form or any component of it and is under no obligation to proceed with the job. GSD will issue a Purchase Order prior to the start of each job/project except for emergency situations which will be communicated to you and a purchase order issued as soon as possible.

c) Markup for subcontractors (if applicable), equipment, and materials are not allowed. Materials must be provided at cost.

d) Mileage, fuel, trip charges, travel time, office time, and overhead will not be allowed. These costs should be included in the hourly rate and/or truck charge.

e) If the job/project requires a site visit to provide a quote, it will be provided at no cost to GSD. Hourly rate can be charged if the Contractor provides services/troubleshooting and only for actual work performed. The contractor will provide the quote using the provided “Job Cost Form”.

If the completed job/project takes less time or materials than listed on the job cost form, the invoice will reflect the lower amount(s). Total payment will not exceed the information listed on the purchase order unless the Contractor receives an approved, signed change order from GSD Purchasing.

Labor rate shall be billed for on-site time only for the time the technician is performing services.

f) All technicians and service personnel must hold all necessary licenses, certificates, and any applicable manufacturer’s certifications, licensing, or authorizations to perform work. Technicians must hold EPA Section 608 Universal certification for handling refrigerants.

Technicians must be highly knowledgeable in equipment, including but not limited to Kairack, Kysor Warren, Heatcraft, Copeland, Bohn, and Emerson.

Technicians must wear a badge, distinct uniform, or t-shirt with company logo while on GSD premises.

g) Contractor must have local representation and be able to respond within

24 hours or less. Contractor must employ multiple qualified technicians to meet the service needs.

h) All parts and materials supplied under the contract must be new, first quality products meeting original equipment manufacturer (OEM) specifications.

i) GSD staff will provide most preventative maintenance services or request the Contractor to provide the services. Preventative maintenance services may include the following services and materials associated with the tasks below may include - acid test, oil test, electrical contact cleaners, and other miscellaneous supplies. If issues are discovered during a preventative maintenance service, a quote will be provided for any services required at the contracted rates. GSD staff may perform repair services, or a purchase order/change order will be issued for the Contractor to perform the work:

1) Inspect condenser coils and clean with pressurized nitrogen as needed;

2) Inspect all condensate drain lines and blow out with nitrogen as needed;

3) Inspect evaporator coils and clean surface with comb as needed;

4) Inspect operation of motors;

5) Check voltage for proper power supply;

6) Inspect electrical connections for integrity and tighten as needed;

7) Inspect operation of system controls;

8) Adjust and calibrate thermostats, thermometers, and pressure controls;

9) Check defrost timers and adjust as necessary;

10) Check sight glasses for proper refrigerant charge;

11) Inspect door hinges and gaskets on all refrigeration equipment;

12) Liquid line, oil line, and suction line and filters (annually); and

13) Cooling tower cleaning/inspection (biannual).

j) The use of alcohol, tobacco (including smokeless or chewing tobacco) or e-cigarettes on GSD property is prohibited.

25. TERMS AND CONDITIONS

The terms and conditions attached to the solicitation and contract will govern any purchases made under this contract.

Any terms and conditions attached to a contractor’s quote will not be considered.

26. WARRANTY

Contractor warrants all equipment, materials, and labor furnished or performed will be free from defects for a minimum period of twelve (12) months (unless longer as listed in the Technical Specifications or Drawings) from date of discovery (or when discovery should have been made).

Upon notice from GSD of any defect during the applicable warranty period, the affected item, parts or work shall be redone, redesigned, repaired or replaced by the contractor (at the contractor’s expense) at a time acceptable to GSD.

27. STANDARDS OF CONDUCT

Contractor must not have direct, unsupervised contact with students. In addition to ensuring compliance with GSD’s tobacco, drug, and alcohol-free workplace requirements, Contractor shall be responsible for ensuring that its employees, agents, sub-contractors, and anyone directly or indirectly employed by any of them, are appropriately identified at all times while performing work, and refrain from the following prohibited conduct:

a) any fraternization or inappropriate interactions of any nature whatsoever with GSD students, employees, and patrons, including talking, touching, staring, or otherwise contributing to a hostile or offensive environment for GSD’s students, employees, and patrons;

b) criminal conduct;

c) possession of drug paraphernalia;

d) sale, misuse or unauthorized use/possession of prescription drugs;

e) carrying weapons (except to the extent allowed by law with a valid concealed weapons permit);

f) the use of profanity or other offensive language;

g) inappropriate dress (e.g., lewd, offensive, alcohol/tobacco/drug-related t-shirts, hats, or other clothing);

h) parking anywhere except in expressly designated parking areas (violators may be towed at Contractor’s expense); and

i) accessing areas of GSD’s property that are unnecessary to the performance of the Work.

Violation of these conduct standards shall result in immediate removal of the offending individual from all work on any of GSD’s properties. Repeated minor violations resulting in removal of Contractor’s forces, or one serious infraction (as determined within the discretion of GSD) shall constitute a substantial breach of contract and constitute grounds for termination.

28. COST & CONTRACT PERIOD

Cost will be submitted using the “JF26-013-IFB_Bid Form”

Contract will be for a one-year period and will include up to four, one year renewal options for a maximum contract length of five years. Pricing is valid for one year. Following the one-year period, any requests for price adjustments must be for an equal guarantee period and must be made at least thirty (30) days prior to the renewal of the contract. Requests for price increase will be considered only for extreme changes in market conditions and must include enough documentation to support the request. Any adjustment or amendment to the contract will not be effective unless approved by GSD purchasing. Costs may not exceed the amounts listed in the prevailing consumer price index (CPI) or producer price index (PPI).

(Sample) JOB COSTING FORM

Contract Number:

Contractor Name:

Job Location: Date:

Scope of work (description): Attach drawings, detailed plans or expanded description if necessary.

Quantity Service Unit Cost Technician Labor – Regular Hours

7AM – 4PM Monday through Friday

HOUR

Technician Labor – After Hours 4:01PM – 6:58AM Monday through Thursday

HOUR

Technician Labor – Weekend Hours 4:01PM Friday to Sunday

HOUR

Truck Charge EACH

Labor Total: $

Attach an itemized list of materials. Markup on material is not allowed.

Materials Total: $

Total Cost of Job: $