7-1 - FAC134391 RFC - Final.pdf

FAC134391

Ammonia Equipment Parts, Supplies, Service, and Preventive Maintenance for

SLCo Ice Rinks Request for Bids and Resulting Contract

GENERAL BID REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Facilities Management (Mechanical Operations), invites your company to bid on providing ammonia refrigerant oil, Frick/Vilter compressor parts, ammonia refrigeration system components, controls, back-up service, scheduled preventative maintenance service, repair services, and emergency services for equipment located at the ice rink facilities managed by Salt Lake County.

The vendor will supply parts for ammonia refrigeration equipment such as oil, oil filters, seal kits, sensors, valves, oil analysis kits, etc. and should have common parts such as oil, oil filters, oil test kits in stock. Consultation or back-up service by the vendor should be available as needed within a reasonable time. Scheduled preventative maintenance shall be performed for each location with a report of recommended repairs to be made from the maintenance inspections. Repair services as requested by the County (See Attachment 1 – Specifications).

Bidders must have a minimum of twenty (20) years of experience with ammonia refrigeration installation and service, ten (10) years of which must be directly related to ice rink installation and maintenance.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire. Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event. Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

https://solutions.sciquest.com/apps/Router/SupplierLogin?Custorg=StateOfUtah

5.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $100,000.00

The goods and services for the resulting contract(s) may be needed in the event of a natural disaster.

6.0 DELIVERY:

The bid pricing being offered must include delivery charges and be shipped FOB Destination, Freight Pre-Paid.

Special Order (items not normally in stock, rush orders, etc.) will allow for freight as per your statement in the bid specifications section (freight charges for special or rush orders).

7.0 AWARD:

Salt Lake County may award bids and contracts to suppliers through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Contract will be awarded to the lowest responsive, responsible bidder, bidding the lowest overall cost including delivery and meeting specifications.

8.0 PRICING:

County will determine the low bidder based upon price(s) bid which results in the Grand Total on the attached bid schedule. The price to be paid by County upon each order placed under the contract(s) will be the price that the successful bidder submitted for that item (See Attachment 2 – Price Schedule).

The price schedule contains only a sample of those items described above which contactor will be expected to supply. Note: Sample items, estimated quantities of items and hours do not represent a firm order nor a promise to order any number or quantity of materials or hours. The list contains some of the materials most commonly purchased. The purpose of the list is to illustrate bidders’ pricing methods for award analysis and to establish a pricing discount in a resulting contract(s).

Items listed on the sample listing shall have the same “% discount off list” as all items offered on your published price list. The discount off list price bid shall be applied to all items bids and shall be the price paid by the County in a resulting contract(s).

Bidders shall also identify the price list to which the percentage of discount will be applied, which must be the same published price list used by bidders to complete the sample bid list in the bidding schedule. Bidders shall include the website address and access information to view the current price list.

The bidder is responsible to submit to Facilities Management any updated price list within fourteen (14) days of the distribution. Published list prices may change during the contract, but the discount shall remain unchanged during the entire life of the contract.

9.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

10.0 PRICE ESCALATION / DE-ESCALATION:

The price(s) proposed must be guaranteed for 24 months and any request for price adjustment must be for an equal guarantee period. A request for a price increase must include sufficient documentation supporting the request. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer and cannot exceed 3% annually. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

The County will be given the immediate benefit of any decrease in the market, or allowable discount.

The County has the right to correct an incorrect invoice before paying.

11.0 WARRANTY:

Must include a warranty that covers all parts and labor for a period of at least 1 year.

Contractor must have a Service Facility for warranty work within 25 miles of Salt Lake County.

12.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.

—OR IF THERE WILL NOT BE ANY VEHICLE OPERATIONS—

D. The Bidder shall not operate a vehicle in connection with any services rendered under this Agreement. Inasmuch as the Bidder agrees not to operate a vehicle in connection with services rendered under this Agreement, the County shall not require the Bidder to provide commercial automobile liability insurance.

13.0 TERMS AND CONDITIONS:

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply.

14.0 SERVICE FACILITY:

Bidder shall have a service facility and personnel authorized to perform warranty work on the unit being bid and maintain a parts inventory for that unit. Facility must be located within 20 miles of Salt Lake County.