B-27-01 CLES HVAC Service - ITB.pdf

L E G A L N O T I C E

INVITATION to BID

The Town of Brookfield (the Town) invites all interested parties to submit sealed bids on the following:

Bid Item: HVAC Preventive Maintenance Service

Bid Number: B-27-01

Bid Due Date: Wednesday, August 26th, 2026

Bid Due Time: 11:00 AM

The full description and specifications of items being requested are stated on the next pages.

Pre-Bid Meeting: A MANDATORY pre-bid meeting will be held:

Wednesday, August 19th, 2026, at 2:00 PM

Candlewood Lake Elementary School 100 Candlewood Lake Road

Brookfield

CT 06804

Bid Bond: Is not required.

Payment & Performance Bond: Is not required.

Bid Copies: only one (1) hardcopy bid is required.

Sealed Proposals must be delivered no later than the date and time stated above, and must be marked and addressed to the following:

Purchasing Manager B-27-01 HVAC Preventive Maintenance Service

Town of Brookfield 100 Pocono Road

Brookfield

CT 06804

Tel: 203-775-7323

Email: purchasing@brookfieldct.gov

The Town bears no responsibility for misdirected envelopes that are incompletely labeled. Such misdirected envelopes may be declared late and not considered. Faxed or e-mailed proposals will not be accepted, unless otherwise instructed.

The sealed Proposals will be publicly opened and read aloud at the closing time and date stated above.

It is understood and agreed that should a bid/proposal be accepted, the detailed bid specifications in this document, including the instructions to bidders and the general terms and conditions, as well as the submitted bid/proposal shall all automatically by this reference become part of the purchase order, contract, agreement or addendum to any contract agreed upon.

mailto:purchasing@brookfieldct.gov

SPECIFICATIONS

The Brookfield Board of Education is requesting competitive, sealed proposals from qualified, licensed HVAC contractors to perform comprehensive Scheduled Maintenance and EPA Refrigerant Compliance Management for the Chillers and Dedicated Outdoor Air System (DOAS) units installed at Candlewood Lake Elementary School, 100 Candlewood Lake Rd, Brookfield, CT.

1. Equipment Inventory (Covered Assets)

Bidders are required to service the specific equipment assets listed below in full compliance with OEM requirements:

Equipment Type Asset Tag Manufacturer Model

Number Serial Number Required Visit Schedule

Air-Cooled Chiller CH-1 Trane ACRB2255EU U21F01576

4 Visits/Yr (Spring Inspection, Spring Start-Up, Summer Coil Clean, Fall Shut-Down)

Air-Cooled Chiller CH-2 Trane ACRB2255EU U21F01577

4 Visits/Yr (Spring Inspection, Spring Start-Up, Summer Coil Clean, Fall Shut-Down)

DOAS Unit DOA-1 Trane CSAA012UBL H21G73961 2 Visits/Yr (Spring & Fall Inspections)

DOAS Unit DOA-2 Trane CSAA030UBL H21G73979 2 Visits/Yr (Spring & Fall Inspections)

DOAS Unit DOA-3 Trane CSAA030UBL H21G73998 2 Visits/Yr (Spring & Fall Inspections)

DOAS Unit DOA-4 Trane CSAA030UBL H21G74017 2 Visits/Yr (Spring & Fall Inspections)

DOAS Unit DOA-5 Trane CSAA021UBL H21G74036 2 Visits/Yr (Spring & Fall Inspections)

2. Detailed Scope of Maintenance Services

A. Chiller Maintenance Scope (CH-1 & CH-2)

• Spring Annual Inspection: Lock Out Tag Out (LOTO), electrical panel & AFD3 inspection, drive cooling fluid level & pH check, oil level & oil laboratory analysis, control panel calibration, compressor & oil separator heater checks, condenser fan checks, visual coil & leak inspection, Tracer TU service tool diagnostic run, and detailed report generation.

• Spring Seasonal Start-Up: System power restoration, verification of pump operation & water flow, full start-up sequence logging, EXV sight glass check, operational diagnostics, and performance logging.

• Summer Coil Cleaning: Full visual coil check and comprehensive chemical/water wash cleaning per OEM approved processes.

• Fall Seasonal Shut-Down: Diagnostics review, complete isolate/freeze protection check, glycol concentration verification, lock-out/tag-out, and seasonal shutdown report.

B. DOAS Units Maintenance Scope (DOA-1 through DOA-5)

• Semi-Annual Inspections (Spring & Fall): Visual equipment inspection, LOTO, air filter inspection/replacement, supply/return/exhaust fan diagnostics, damper operation checks, coil checks, electrical wiring & VFD inspections, and operational restoration.

C. Laboratory Fluid Analysis & Environmental Compliance

• Fluid Testing: Annual laboratory oil analysis for both chillers to detect physical/chemical contaminants and trend long-term wear.

• Refrigerant Management & EPA Compliance: Contractor must provide EPA Section 608

Universal Certified technicians. Full compliance with 40 CFR Part 82 tracking is required.

Contractor must maintain continuous digital records of all refrigerant additions/recoveries and compute annual leak rates for compliance auditing.

3. Contractor Requirements & Qualification Criteria

• Licensing: Lead technicians must hold valid State of Connecticut Heating, Piping & Cooling

Unlimited Contractor/Journeyperson Licenses (e.g., S1 / S2).

• Certifications: All technicians handling refrigerant must hold EPA Universal Certification.

• Insurance Minimums: Contractor must maintain Commercial General Liability

($2,000,000/occurrence), Auto Liability ($2,000,000 combined single limit), and Statutory Workers' Compensation. Brookfield Board of Education must be named as Additional Insured.

• Safety Record: Bidders must submit their OSHA Total Recordable Incident Rate (TRIR) for the last 3 years (must be at or below industry average).

4. Contractor Bid Submission (Cost Schedule)

On the Bid Form in Appendix A below, bidders shall provide complete pricing for the full scope described above. Pricing must include all labor, travel, laboratory analysis, routine consumables, and compliance reporting.

Instructions to Bidders and General Terms and Conditions

The terms Bidders/Proposers, Bids/Proposals, Projects and Specifications shall all be used generically and equally between Invitation to Bid (ITB), Requests for Proposals (RFP), Qualifications (RFQ) or Information (RFI). The Town of Brookfield (Town) shall be used generically and equally to include the Brookfield Public School District and the Board of Education.

1. BID SUBMISSIONS: Submit bid proposals to the Purchasing Agent in a sealed envelope plainly marked with the bid number to identify this particular proposal no later than the date and time advertised. The town assumes no responsibility for misdirected proposals, either externally or internally, that have incomplete information on the exterior envelope and such misdirected envelopes may, at the Town’s discretion, be declared late and not considered.

The following items, where required, shall be submitted for a bid to be considered complete:

• Appendix A – Bid Form

• Appendix B – Bidder Information and References

• Appendix C – Executed Hold Harmless Agreement

• Appendix D – Certificate of Insurance

• Bid Bond, if required

• Supporting documentation of firm’s qualifications, as needed

2. WITHDRAWAL OF BID: Bidders may withdraw their bids/proposals at any time prior to the bid closing date and time.

No bids shall be withdrawn or cancelled for a period of sixty (60) days after the bid closing date and time. The successful bidder shall not withdraw, cancel or modify their proposal.

3. SPECIFICATIONS: The specifications listed are to be interpreted as meaning the minimum acceptable by the Town.

Bidders are requested to submit quotes on the basis of these specifications. Alternative bids, providing a broader scope and/or services than requested in these specifications may receive consideration providing such equipment and/or services are clearly noted and explained in writing in the bid proposal and will be, at the sole discretion of the Town, in the best interest of the Town.

4. QUOTATION LIMITATION: Bidders shall offer only one price for each line item. If an ‘or equivalent’ item is to be bid, the Bidder is to select the brand and model that meets or exceeds the specified item, and submit their bid for that item, and include all supporting documentation with the bid proposal.

5. BID OPENING: Bids shall be opened in public at the stated closing date and time. Bidders may be present at the bid opening. All submitted materials and documents are subject to the CT FOIA laws, with very limited exceptions, as listed in section 1-210(b) 24 of FOIA law and regulations. The Town shall comply fully with all lawful FOIA requests, as per the FOIA requirements.

6. BID ACCEPTANCE: The Town reserves the right to accept or reject any or all options, bids or proposals; to waive any technicality in any bid or part thereof, and to accept any bid deemed to be in the best interest of the Town.

7. BID VALIDITY: Bids may be held by the Town for a period not to exceed sixty (60) days from the opening of bids for the purpose of reviewing the bids and investigating the qualifications of bidders prior to the awarding of the contract.

8. BID BOND: if required, must be in the form of a surety bond of a type satisfactory to the Town and must be submitted with the bid proposal.

9. PAYMENT AND PERFORMANCE BOND: if required, the successful Bidder shall, at the time of executing the contract, furnish a corporate bond in the sum equal to the contract amount. The surety bond must be of a type satisfactory to the Town and with a surety company authorized to do business in the State of Connecticut, listed on the most recent IRS circular 570.

10. SALES TAX: The Town of Brookfield is exempt from all State of Connecticut Sales Tax and such tax shall not be included as part of the bid proposal. The Town will issue a CT Certificate 134 to the successful Bidder.

11. INCURRING COSTS: The Town of Brookfield is not liable for any cost incurred for the preparation of proposals or submission of samples by the firms submitting proposals for the goods or services requested in this invitation to bid.

12. FAMILIARITY WITH THE WORK: Each Bidder is considered to have examined the work, location, project or specifications to fully acquaint themselves with the exact existing conditions relating to the work and has fully informed themselves as to the effort required and involved, and the difficulties and restrictions in attending to the performance of this work. The submission of a bid shall be considered as conclusive evidence that the Bidder has made such an examination.

13. CONTRACT DOCUMENTS: All instructions, general conditions and detail specifications of this request for offers, as well as the submitted bid/proposal, shall be incorporated by reference into any contract or agreement, upon notice of an award.

14. INSURANCE REQUIREMENTS: if any, should be submitted with the bid. This includes any Hold Harmless requirements as well as Certificates of Insurance for the full amounts specified. Professional Liability insurance may be required for professional firms performing services.

Unauthorized changes to these forms, i.e. adding, striking out and/or changing any words, language or limits without prior written authorization, may cause the Bidder to be disqualified.

Please note, Certificates of Insurance, if required, MUST name the Town of Brookfield as “Additional Insured”. Failure to do so may mean disqualification of the bid proposal.

15. COMPLIANCE / PERMITS / LICENSES: The Bidder shall be responsible for full compliance with any and all Federal, State and Local laws, regulations, codes and standards, as applicable, including all OSHA regulations as applicable, for the work and goods or services being provided by the successful Bidder. When and as required, all licenses and permits for complying with said laws, regulations, codes and standards in connection with the performance of the work shall be obtained by the Bidder, at no additional cost to the Town. At the Towns sole discretion, Town permit fees, but not the permit, may be waived.

16. EMERGENCY WORK: if any, the successful Bidder shall file with the Town representative an after-hours telephone number of an authorized person with the firm who may be contacted regarding emergency work at the job site that may be required during non-working hours for reasons of public safety or to protect property from further damage. The person shall be readily available and have full authority to deal with any emergency that may occur to mitigate further issues.

17. DELIVERY/COMPLETION: Inasmuch as this work concerns a needed public improvement or goods or service, the provisions of this bid relating to the time of delivery, performance and completion of the work are of the essence.

Accordingly, the successful Bidder shall commence work upon receipt of the Purchase Order, unless the Town shall authorize or direct a further delay.

18. INFORMATION OWNERSHIP: The Town shall have unlimited rights to use, disclose or duplicate, for any purpose whatsoever, all information developed, derived, documented or furnished by the Bidder under any contract resulting from this RFP.

In the event of contract award, all data collected and other documentation produced as part of the contract will become the exclusive property of the Town and may not be copied or removed by any employee of the Bidder without written permission of the Town.

19. SUBCONTRACTORS: If requested, Bidders shall file with the Town a complete list of the names and addresses of competent, responsible and qualified subcontractors who are to perform portions of the work. The Town reserves the right to accept or reject any or all subcontractors. Previously approved subcontractors may not be changed without the written approval of the Town. The successful Bidder shall certify on progress payments that subcontractors will be paid at the same percentage for goods or services delivered as part of any progress payments, and shall be paid in full within a reasonable time of final payment. Failure to pay subcontractors may be a factor in qualifying for future work.

20. CONNECTICUT PREVAILING WAGE RATES – if the cost of the project is to exceed $100,000 the work will be subject to the State of Connecticut’s Prevailing Wage rates.

21. QUALIFICATION OF BIDDERS: The Town expressly reserves the right to reject a bid if records disclose that the Bidder, in the opinion of the Town, has not properly performed previous contracts or has habitually, and without just cause, neglected the payment of bills or has otherwise disregarded obligations to subcontractors, suppliers, State or local codes, or employees.

22. COMPETITION INTENDED – It is the Town’s intent that this RFP permit competition. The Bidder hereby states and certifies that by submitting a signed proposal, that the submitted proposal is genuine and is not a collusive or sham proposal. It shall be the Bidder’s responsibility to advise the Town in writing if any language, requirement, scope, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source.

23. NONDISCRIMINATION IN EMPLOYMENT: The successful Bidder shall agree and warrant that in the performance of this contract they will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, sex, religion, or national origin in any manner prohibited by Federal, State, County, or Municipal law.

24. MANUFACTURERS SPECIFICATIONS: All work shall be performed to manufacturer’s specifications in such a manner as to fully protect all warranties and guarantees. Where directed by the manufacturer, certified and trained personnel shall be used at the Bidder’s expense. Any and all costs resulting from failure to follow manufacturer’s specifications shall be fully born by the Bidder, including all consequences such as loss of warranties and guaranties.

25. GUARANTEE: The successful Bidder shall unconditionally guarantee for a period of one (1) year, except as specifically noted within these documents, from the date of acceptance, all materials, supplies, equipment, and services; including but not limited to its workmanship, delivery and installation. If within the guarantee period there are any defects or signs of deterioration, the Bidder shall repair, adjust or replace the item(s) to the complete satisfaction of the Town. These repairs, adjustments, or replacements are at the sole expense of the Bidder and shall be made at such time as is agreeable to the Town.

26. PAYMENT: The Town, after inspection and acceptance of the goods and/or services or workmanship, and in consideration of the faithful performance by the successful Bidder of any and all covenants, promises, and agreements contained herein, agrees to pay the Bidder for the full completion of the goods or services specified in this document, within (30) Thirty Days of the receipt of the final invoice. When subcontractors or suppliers are utilized, the Bidder for this project may be required to submit a Mechanics Lien Waiver acceptable to the Town, prior to any payment being made.

APPENDIX A – BID FORM

B-27-01 HVAC Preventive Maintenance Service

The Bidder understands that the Town reserves the right to reject any or all bids and to waive any informalities in the bidding.

YEAR 1 – Present - June 30th, 2027

SERVICE LINE ITEM BILLING FREQUENCY BID AMOUNT (USD)

Annual Chiller Maintenance Scope (CH-1 & CH-2, 4 visits/yr + Oil Analysis) Semi-Annual (2x/yr)

Annual DOAS Maintenance Scope (DOA-1 to DOA-5, 2 visits/yr) Semi-Annual (2x/yr)

Comprehensive EPA Refrigerant Tracking & Reporting Included in Annual Fee

TOTAL CONTRACT VALUE (YEAR 1) Annual Lump Sum

Hourly Labor Rate: Standard Hours (Mon-Fri 7am-5pm) Per Hour

Hourly Labor Rate: Overtime / Emergency Hours Per Hour

Parts & Materials Mark-Up Percentage Percentage Over Cost

YEAR 2 – July 1st, 2027 - June 30th, 2028

SERVICE LINE ITEM BILLING FREQUENCY BID AMOUNT (USD)

Annual Chiller Maintenance Scope (CH-1 & CH-2, 4 visits/yr + Oil Analysis) Semi-Annual (2x/yr)

Annual DOAS Maintenance Scope (DOA-1 to DOA-5, 2 visits/yr) Semi-Annual (2x/yr)

Comprehensive EPA Refrigerant Tracking & Reporting Included in Annual Fee

TOTAL CONTRACT VALUE (YEAR 2) Annual Lump Sum

Hourly Labor Rate: Standard Hours (Mon-Fri 7am-5pm) Per Hour

Hourly Labor Rate: Overtime /

B-27-01 HVAC Preventive Maintenance Service (continued)

YEAR 3 – July 1st, 2028 - June 30th, 2029

SERVICE LINE ITEM BILLING FREQUENCY BID AMOUNT (USD)

Annual Chiller Maintenance Scope (CH-1 & CH-2, 4 visits/yr + Oil Analysis) Semi-Annual (2x/yr)

Annual DOAS Maintenance Scope (DOA-1 to DOA-5, 2 visits/yr) Semi-Annual (2x/yr)

Comprehensive EPA Refrigerant Tracking & Reporting Included in Annual Fee

TOTAL CONTRACT VALUE (YEAR 3) Annual Lump Sum

Hourly Labor Rate: Standard Hours (Mon-Fri 7am-5pm) Per Hour

Hourly Labor Rate: Overtime /

Additional Terms:

Acknowledgment is hereby made of the following addenda, if any, to the specifications:

Addendum

No. Dated

Addendum No. Dated

Addendum

No. Dated

Addendum No. Dated

SIGNATURE:

PRINT NAME:

TITLE:

FIRM NAME:

ADDRESS:

E-MAIL: TELEPHONE:

APPENDIX B – BIDDER INFORMATION

Company Name:

Address:

Contact Name:

E-mail:

Phone: Fax:

Years in Business: Form of Firm: Sole Proprietor ; Partnership ; LLC ; Incorporated circle form of ownership

References – Municipalities Preferred (may separately attach references or other similar information)

Only required if the Firm has NOT done business with the Town in past three (3) years

1. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

2. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

3. Client:

Project Address:

Contact Name Telephone

E-Mail:

Contract value / Items:

APPENDIX C – HOLD HARMLESS AGREEMENT

To be signed, notarized and returned with the proposal

To the fullest extent permitted by law, the undersigned Contractor shall defend, indemnify and Hold Harmless the Town of Brookfield, it’s affiliated entities, and their employees and agents (collectively “the indemnified parties”) , with respect to all losses, damages, fines, penalties, costs and expenses and liabilities, including, but not limited to, costs and expenses of defending against any of the foregoing, arising from any claim, suit or action in which it is alleged or determined that any injury to or death of any person, or damage or destruction to the property of any person caused, in whole or part by : (i) the acts or omissions, whether negligent, willful or otherwise, of Contractor, it’s employees or agents; (ii) the violation of any statute, rule, ordinance or regulation, by Contractor, it’s employees or agents; or (iii) Contractors agents or employees performance of, non-performance of, or failure to properly perform, its obligations and duties under this contract.

The forgoing obligations to defend and indemnify shall apply regardless of any allegation or determination that an Indemnified Party caused or contributed to, or was liable for, in whole or in part, the death, injuries or damages alleged. Contractor hereby acknowledges its assumption of full and complete responsibility and liability for losses, claims, suits, actions, damages, fines, penalties, costs, expenses and liabilities arising from any of the causes listed herein above, even in cases where the contractors assumption of such responsibility and liability involves the defense and indemnification of an Indemnified Party from the consequences of its own alleged negligence. Contractor hereby agrees that no condition precedent to its obligations to defend and indemnify stated herein, whether by way of notice or otherwise, exists or shall constitute a defense to such obligations.

IN WITNESS WHEREOF, the parties hereto have set their hand and seal this:

Signed, Authorized Company Representative Date

Printed, Authorized Company Representative

Signed, Sealed and Delivered in the Presence of:

Signed, Notary Public Date

Printed, Notary Public

APPENDIX D – INSURANCE REQUIREMENTS

Each bidder and/or Contractor shall comply with the following Insurance obligations:

Bidder / Contractor shall at all times carry and maintain at the bidder/contractor’s sole expense, on all operations hereunder, the following insurance:

The Certificate of Insurance for the Limits of Liability stated below should be submitted with your bid or proposal or e-mailed to the Purchasing Department (or receiving Dept) at Town Hall. Bidders may not perform any work until all insurance requirements are met.

• A Comprehensive General Liability Insurance as will protect him, the Town, and any subcontractor performing work covered by this Contract, from claims for damages for personal injury, including accidental or wrongful death, as well as claims for property damages, which may arise from operations under this Contract whether such operations be by himself or by any subcontractor or by anyone directly or indirectly employed by either of them. Liability insurance shall include premises and operations, products, contractual, owners, and contractors protective. The minimum amounts of such insurance shall be as follows:

o Bodily Injury Liability and Property Damage Liability:

$1,000,000 each occurrence.

o The Town shall be named as an Additional Insured This MUST be stated explicitly on the Certificate or you may be Disqualified

• Worker’s Compensation Insurance and Employer’s Liability for all employees, employed at the site and in case any work is sublet, the Contractor shall require the subcontractor similarly to provide Workmen’s Compensation Insurance for all employees of the later unless such employees are covered by the protection afforded by the Contractor.

o Worker’s Compensation and Employer Liability:

Statutory Limits

• Comprehensive Auto Liability Insurance o Bodily Injury Insurance and Property Damage Insurance covering the operation of all Motor

Vehicles owned, hired and/or non-owned by the Contractor, or used by the Contractor in the Prosecution of the work under the Contract, shall be in the minimum of $1,000,000 each occurrence.

• Professional Liability o Evidence of a $2,000,000 policy

All policies relating to this Contract shall be so written so that the Town shall be notified of cancellation or change at least thirty (30) days prior to the effective date for each policy and type of coverage except for nonpayment which shall be ten (10 ) days prior to the cancellation. Renewal certificate covering the renewal of all policies expiring during the life of the Contract shall be filed with the Town not less than ten (10) days before the expiration of such policies. Failure to do so will result in work stoppage and possible contract cancellation.