ALDOT_HVAC_Services_Contract_-_Southwest_Region_-_Mobile_Area (2).pdf

ALDOT HVAC Services Contract

Southwest Region – Mobile Area

Baldwin, Conecuh, Escambia & Mobile Counties

Area Offices / District Offices / Welcome Centers / Rest Areas Project Offices / Traffic Management Center (TMC/Tunnel)

Bayou La Batre Drawbridge

Contract Design:

Mobile Area agency contract for HVAC service and repair at ALDOT facilities within the indicated counties. Contract to include the following pay items:

Service calls

Labor rates

Service and repair parts and components

The purpose of this solicitation and resulting contract is to provide HVAC maintenance and minor repairs to all equipment listed in the agency specifications, including the chiller/boiler with individual wall units which heat and cool the Mobile Complex – Operations building. 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.

This contract is not to be used for new construction, or for major renovations in excess of $15,000.00. These services shall be procured through an individual requisition process by competitive bid solicitation, as required under Code of Alabama, Title 41, Section 16, 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.

Service and repair procedures:

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 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.

Contract period, purchase order issuance, invoice payments:

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

In the event that authorized service or repairs require parts or components not customarily warehoused by the contractor, nor 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.

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

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 licensed HVAC mechanic and apprentice.

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

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, 7:30am – 4:30pm)

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

The department reserves the right to request cancellation of a contract with a thirty (30) day written notice. Grounds for cancellation include but are not limited to a contractor’s failure to satisfactorily discharge their responsibilities under these specifications, misrepresentation or fraudulent acts by or on behalf of the contractor, 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.

Evaluation and award:

Award will be all or none by grouping of counties 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.

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.

Contractor qualifications and requirements:

Each supplier must provide with their bid proof of certification by the State of Alabama Board of Heating, Air Conditioning and Refrigeration Contractors. Failure to provide said documentation will result in rejection of the bid.

Each supplier must provide with their bid a minimum of two (2) commercial references to document a minimum of three (3) years 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.

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.

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.

Insurance requirement:

During each contract period, the contract vendor shall maintain “comprehensive general liability and property damage insurance policy” with an insurance company authorized to do business in Alabama.

The successful supplier must have “workman’s compensation insurance” in accordance with the laws of the State of Alabama and shall furnish a certificate to that effect.

Each supplier shall submit with the bid proof of insurance certificates (liability and workman’s compensation). Any failure to follow this procedure may delay the bid evaluation and contract award.

The insurance certificates should identify the State of Alabama as the certificate holder and should be mailed to:

Department of Finance

Division of Purchasing

P.O. Box 302620

Montgomery, Al 36130-2620

The successful contractor shall satisfy the following mandatory response requirements:

Contractor shall provide an emergency contact phone number upon award of contract.

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.

Contractor must respond to voicemail or messages within one (1) hour during normal business days/hours.

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

Contractor must respond to the emergency service requests within two (2) clock hours from the time of the first documented contact.

Business license:

The successful supplier must have a valid business license in each locality where he is awarded a contract.

Environmental protection:

The vendor shall be responsible for complying with all federal, state and local environmental regulations, and for reporting any violations to the ALDOT facilities manager.

Upon requests, contractor must be prepared to provide legal identification (state-issued driver’s license or non-driver’s identification card) and a USCIS Form I-9 for any contractor employee working on an ALDOT contract.