ALDOT_Area_8_Speccs_HVAC.pdf

ALDOT HVAC SERVICES CONTRACT

Area Offices / District Office / Welcome

Centers / Rest Areas / Project Offices D84-Grove

Hill / D-82 Thomaston / D-83 Camden

I. CONTRACT DESIGN:

1.1 Agency master agreement for the HVAC service and repair at ALDOT facilities within the indicated counties. Master Agrement to include the following pay items:

Service Calls

Labor Rates

Service and Repair Components

The purpose of this ITB and resulting master agreements is to provide HVAC maintenance and minor repairs to all equipment listed in the agency specifications. Minor repairs may include changing out bad parts, fixing connections such as thermostat wires and capacitors, clearing clogged drain lines, repairing existing duct work, replacing belts, repairing small refrigerant leaks, etc. at no point shall new HVAC units be installed or entire systems be replaced using this contract. Also, any work that would include taking down sheetrock, breaking up concrete, or any change in the design of the current equipment, must not be done through this contract.

1.2 This master agreement is not to be used for new construction or major renovations in excess of $15,000. These services shall be procured through an individual requisition process.

by competitive bid solicitation, as required under Code of Alabama Title 39, or in accordance with declared emergency bid exemption processes. the contract service provider will be responsible for assisting in the development of competitive biddable specifications for said bid process.

2. SERVICE AND REPAIR PROCEDURES:

2.1 All service and/or repair needs discovered during inspection or diagnostics service must be brought to the attention of the facility administrator. contractor will provide the facility administrator with a detailed repair proposal including comprehensive estimate for parts and labor based on contract pricing. No additional work will be performed without prior authorization by the facility administrator.

3. MASTER AGREEMENT PERIOD, PURCHASE ORDER ISSUANCE, INVOICE PAYMENTS:

3.1 Each ALDOT Regional / District will prepare a requisition from the master agreement document in order to generate a purchase order to the contractor(s) responsible for counties within their geographical area. The purchase order shall include encumbrance for anticipated service calls which fall within the scope of the current fiscal year (October 1 through September

30) to include encumbrances for labor and parts in anticipation of services and repairs at ALDOT facilities in each county during the fiscal year. If (Open-End) purchase orders are approved by the

CPO. If not, each repair shall be accompanied by a quote with the master agreement number, noting the scope of work, location of repairs and estimated time of repair.

3.2 Transportation costs will be a consequential cost included in the service call bid price.

3.3 In the event that authorized service, or repairs require parts or components not customarily warehoused by the contractor, not available from local suppliers, special-order freight charges may be included in the parts invoice at net contractor cost, no mark-up allowed on the freight portion.

3.4 Supplier will invoice in arrears for each service call. invoice must itemize for parts, freight labor and travel separately.

3.5 Bid prices shall include the following pay items:

Service Call, to include travel from contractor’s facility or last customer location to the ALDOT facility, and one (1) hour labor for plumber and apprentice.

Hourly labor rate for a licensed HVAC mechanic, regular hours (Monday-Friday, 7:30 am – 4:30 pm)

Hourly labor rate for a licensed HVAC mechanic, overtime hours (all other days and hours, state & federal holidays)

Hourly labor for helper, regular hours (Monday Friday, 7:30 am – 4:30 pm)

Hourly labor rates for helper overtime hours (all other days and hours, state & federal holidays)

Mark-up percentage for replacement parts and components special freight

Reimbursement as described in above paragraph

3.6 OMIT.

3.7 The department reserves the right to request cancellation of a master agreement with a thirty (30) day written notice. grounds for cancellation would include but not limited to a supplier’s failure to satisfactorily discharge their responsibilities under these specifications, misrepresentation or fraudulent acts by or on behalf of the supplier, unforeseen budgetary constraints or in the event that the department closes, sells or otherwise divests itself or ownership of a particular facility which represented the department’s sole presence in a specific county.

4.0 EVALUATION AND AWARD:

4.1 Award will be all or none by grouping of each county as indicated in the bid documents and these specifications, to the supplier, who during the evaluation process, is determined to be the lowest responsible supplier for that specific county. Award will be made by a weighted award using the bid commodity lines for service call, hourly rates, percentage mark-up in supplies.

4.2 Successful supplier must be located within a 100-mile driving distance of the primary

ALDOT facility within the county for which he submits a bid. Proximity will be determined per the following hierarchy of facility types: Regional, Area or District Office, Welcome Center, Rest

Area, and Project office. in the event that the only facilities within a particular county are of the same hierarchy, proximity will be determined as an average distance from the supplier’s facility to the ALDOT facilities.

5.0 SUPPLIER QUALIFICATIONS AND REQUIREMENTS:

5.1 Each supplier must provide their bid proof of certification by the State of Alabama Board of

Heating, Air Conditioning, and Refrigeration contractors. Failure to provide said documentation may result in rejection of the bid.

5.2 Each supplier must provide with their bid a minimum of two (2) commercial references to document a minimum of three (3) year’s total experience in HVAC services for facilities of a similar size, nature and scope to the facility for which he is submitting a bid. Each reference must include complete contact information.

5.3 The awarded supplier shall provide an emergency contact phone number upon award of master agreement. The phone should be answered live during normal business hours and must be connected to a voicemail. Account or answering machine 24/365 for busy conditions or after hours.

Supplier shall respond to voicemail or messages within one (1) hour during normal business days.

Supplier must respond to after-hours voicemail or messages no later than 8:00 am the next calendar day.

Emergency service request within two (2) hours from the time of the first documented contact.

5.4 In the event that a supplier is unwilling or unable to accept any specific condition or stipulation of this specification, he shall include as an attachment to his bid a list of said exceptions.

5.5 Suppliers’ failure to document any exceptions to the bid specifications shall be construed as an affirmative declaration that the supplier, by his signature on the bid document, accepts and agrees to all stipulations of the bid specification.