Boiler Services and Repairs IFB 2025 Signed.pdf

City of Huntsville, Alabama Finance Department

Procurement Services Division

Invitation For Bids for

Boiler Services and Repairs

Invitation for Bid#: 67-2025-14

Issue Date: July 14, 2025

Bid Bond Requirements: Yes, a bond is required

Performance Bond Requirements: Yes, a bond is required under certain circumstances

Labor & Materials Payment Bond Requirements: Yes, a bond is required under certain circumstances

Certificate of Insurance Requirements: Yes, a certificate is required

Deadline for Questions:

July 24, 2025 @ 2:00 PM CST

All questions must be submitted in writing to

Carrie.power@huntsvilleal.gov

IFB Closing Date and Time: July 31, 2025 @ 2:00 PM CST

Procurement Services Contact:

Carrie Power

Carrie.power@huntsvilleal.gov

(256) 564-8060

City Internet Site: https://www.bidnetdirect.com/alabama/cityofhuntsville

IFB E-Documents: COH Boilers

Bid Copies to be Submitted: 1 Original

City File Reference: Boiler Services and Repairs https://www.bidnetdirect.com/alabama/cityofhuntsville

Periodic Bid for

Boiler Services and Repairs

Table of Contents

Section Title Nbr. of Pages

Advertisement for Bids – Notice to Contractors 4

Appendix A Scope of Work & Related Information 2

Appendix B Bid Proposal and Pricing Form 2

Appendix C Bidder Pricing Form – Bid Quantities 1

Appendix D Bidder Information & Acknowledgments 2

Appendix E Report of Ownership Form 1

Attachment A General Terms and Conditions 4

Attachment B Bonds and Insurance Requirements

Attachment C Mailing Labels

ADVERTISEMENT FOR BIDS – NOTICE TO CONTRACTORS

BID # 67-2025-14

BID OPENING DATE: July 31, 2025 at 2:00:00PM local time DEADLINE FOR QUESTIONS: July 24, 2025 at 2:00PM local time

The City of Huntsville will receive sealed bids, priced on a firm fixed price basis (stipulated sum), to provide all necessary equipment, materials, labor and supervision necessary, as outlined in the Plans, Specifications, and Bid

Manual for the Boiler Services and Repairs

PROJECT ADDRESS Various Facilities throughout the City

LEAD DEPARTMENT General Services – (256) 427-5660

PROCUREMENT SERVICES Carrie Power – carrie.power@huntsvilleal.gov – (256) 564-8060

305 Fountain Circle, 3rd Floor, Huntsville, AL 35801 (physical address)

P. O. Box 308, Huntsville, AL 35804 (mailing address)

DECRIPTION OF PROJECT: The City of Huntsville is seeking a qualified contractor(s) for Boiler Services and

Repairs (City-wide). The resulting contract shall include all labor, equipment, materials, tools, licensing, travel, and all other items necessary to provide preventive maintenance, services, and repairs required to ensure continuous and efficient operation of boilers owned and/or operated by the City of Huntsville. The minimum requirement or this contract shall be for the provision of the monthly, semi-annual, and annual preventative maintenance. Services shall also include but are not limited to repairing and servicing boilers on an as-needed basis. Services provided under this contract is intended to be performed within the shortest possible time frame with the work beginning and ending on dates selected by the City of Huntsville for each work authorization. Failure to comply with the times specified in the

Notice to Proceed (NTP) may result in the contractor being prohibited from bidding on additional work for the City of Huntsville until such time as contractor is back on schedule.

BID OPENING: The bid opening will be held in the City Council Chambers located on the second floor of the City of Huntsville Administration Building, 305 Fountain Circle, Huntsville, Alabama.

PLANS: The contract documents, plans, and specifications will be available for inspection no later than July 16, 2025 and can be downloaded through Bidnet Direct at https://www.bidnetdirect.com/alabama/cityofhuntsville .

Bidders will be responsible for costs of duplicating their own plans and can choose photocopying facility of their choice. Additionally, Bidders are responsible for registering with Bidnet Direct and monitoring it for any revisions/updates. Contractor is required to submit pricing, provided by the COH (Appendix B - Bid Proposal and

Pricing Form”) and made available for download from Bidnet Direct. Bid must be submitted from the file provided and downloaded from Bidnet Direct. Failure to do so may cause for rejection of bid. The City reserves the right to reject any altered bid resulting from altering the file in any manner. All bids must be SEALED before submittal at the bid opening. Any bids received that are not sealed will be immediately rejected.

INTERPRETATIONS: Any bidder finding discrepancies in or omissions from documents or in doubt as to their meaning should immediately notify the Procurement Services Division. If necessary, written additional instructions or clarifications will be sent to all plan holders in the form of addenda issued by the City of Huntsville. The City of

Huntsville will not be responsible for oral instructions.

RECEIVING BIDS: All bids shall be submitted to the City of Huntsville, Procurement Services, no later than the time to be determined on the above referenced bid date at which time the bids will be publicly opened and read aloud in the City Council Chambers of the Municipal Building located at 305 Fountain Circle. All bids received prior to the time of bid opening shall be kept secure and unopened. Late bids will not be accepted. All bids shall be submitted on the bid forms prepared and furnished by the City of Huntsville in a sealed envelope addressed to the

City’s Procurement Services Division.

mailto:carrie.power@huntsvilleal.gov

After proposals are opened and read, they will be compared based on the base bid price as detailed on Appendix B –

Bid Proposal & Pricing Form. In the event of a discrepancy between base bid and the summation of the unit bid prices and extensions, the unit bid price shall govern. A proposal will not be considered unless signed by the bidder or this authorized agent and accompanied by cashier's check or properly signed bid bond, as required by law.

In determining the successful bidder, the Owner will consider in addition to the bid prices, such responsibility factors as characteristics and responsibility, skill, experience, record of integrity in business, and of performance offered and past record of performance on Owner contracts on other similar projects. Any other factors not specifically mentioned or provided for herein, in addition to that of the bid price which would affect the final cost of the Owner, will be taken into consideration in making award of contract. The right is reserved to reject any bid where investigation of the business and technical organization of the bidder available for the contemplated work, including financial resources, equipment, and experience on similar projects does not satisfy the Owner that such a bidder is qualified to perform the work. The City Council of the City of Huntsville reserves the right to reject any and all bids and to waive informalities.

BID WITHDRAWAL: No bid may be withdrawn after the scheduled closing time for receipt of bids for a period of ninety (90) days without consent of the City of Huntsville.

REJECTION OF BIDS: The City of Huntsville reserves the right to reject any or all bids and to waive informalities.

BID BOND: A Bid Bond payable to the City of Huntsville, in an amount not less than five (5%) percent of the amount of the bid, but in no event more than $10,000 must accompany the bid response. The bid bond/deposit shall be in the form of a cashier’s check drawn on an Alabama bank or an original bid bond executed by a surety company duly authorized and qualified to make such bonds in the State of Alabama, payable to the City of Huntsville.

PERFORMANCE BOND: A Performance Bond (Surety Bond) shall be required for each City-issued Purchase

Order in an amount equal to or in excess of $100,000. The successful bidder to whom the contract is awarded shall furnish at his expense an acceptable bond to the City of Huntsville, in the amount equal to one hundred (100%) percent of the purchase order amount within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. Bond shall be countersigned by the authorized agent resident in the state and shall attach thereto power of attorney of signing official. The date of the bond shall not be earlier than the purchase order issuance date.

LABOR AND MATERIALS BOND: A Payment of Labor, Materials, Foodstuffs and Supplies Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder shall furnish at his expense an acceptable bond to the City of Huntsville , in the amount not less than fifty

(50%) percent of the purchase order amount, with the obligation that the Contractor shall promptly make payment to all persons furnishing him or them with labor, materials, foodstuffs, or supplies for, or in, the prosecution of the work, including the payment of the reasonable attorney’s fees incurred by successful claimants or plaintiffs in suits on said bond. The bond shall be provided within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. The date of the bond shall not be earlier than the purchase order issuance date.

ALTERNATES: If alternates are requested, the City of Huntsville reserves the right to award only the basic effort without any of the alternates or may award the basic effort along with one or more of the alternates.

INSURANCE: Insurance requirements for this project are included in the contract documents.

DOMESTIC PREFERENCES: In the performance of this contract, the contractor shall comply with Ala. Code

(1975) §§ 39-3-1 through 39-3-5 in supplying steel, materials, supplies, other products, and labor. Failure to comply with these requirements shall subject the contractor to the penalties set forth in the sections of the Alabama Code set forth above.

AMERICANS WITH DISABILITIES ACT: The contractor must comply fully with the Americans with

Disabilities Act and indemnify and hold harmless the City of Huntsville from all cost, including but not limited to damages as well as attorney's fees and staff time, in any action or proceedings brought alleging a violation of the

Americans with Disabilities Act. The City of Huntsville is an "Equal Opportunity" entity and encourages all

Contractors to utilize the services provided by minority, disadvantaged and/or women-owned businesses whenever possible.

NON-RESIDENT CONTRACTOR: In awarding the Contract, preference will be given to Alabama resident contractors and a nonresident bidder domiciled in a state having laws granting preference to local contractors shall be awarded the Contract only on the same basis as the nonresident bidder's state awards contracts to Alabama contractors bidding under similar circumstances.

SALES AND USE TAX: General Contractors are responsible for paying all applicable taxes on materials used for this job.

E-VERIFY: The City has adopted an ordinance that requires certain contractors of the City to comply with certain requirements regarding the hire of unauthorized aliens under federal law. Contractor must complete and submit the

Contractor E-Verify Certification prior to Award Notification upon request of the City and comply with the requirements described therein.

IRON OR STEEL PRODUCTS: This project is subject to Alabama Department of Transportation Alabama

Standards Specifications, 2022 Editions, Section 600, Subitem 106.01(a)2a:

(a) Any contractor for a public works project, financed entirely by the State of Alabama or any political subdivision thereof, within this state, shall use iron or steel produced within the United States when specifications in the construction contract require the use of iron or steel and do not limit its supply to a sole source under subsection (f) of Section 39-2-2. If the awarding authority decides that the procurement of domestic iron or steel products becomes impractical as a result of a national emergency, national strike or other cause, the awarding authority shall waive the above restriction. (b) In the event the contractor violates the domestic iron or steel requirements of subsection (a), and domestic iron or steel is not used, there shall be a downward adjustment in the contract price equal to any realized savings or benefits to the contractor.

APPENDIX A

SCOPE OF WORK & RELATED INFORMATION

CITY OBJECTIVES AND DESCRIPTION OF PROJECT

The City of Huntsville is seeking a qualified contractor(s) for Boiler Services and Repairs (City-wide). The resulting contract shall include all labor, equipment, materials, tools, licensing, travel, and all other items necessary to provide preventive maintenance, services, and repairs required to ensure continuous and efficient operation of boilers owned and/or operated by the City of Huntsville. The minimum requirement or this contract shall be for the provision of the monthly, semi-annual, and annual preventative maintenance. Services shall also include but are not limited to repairing and servicing boilers on an as-needed basis. Services provided under this contract is intended to be performed within the shortest possible time frame with the work beginning and ending on dates selected by the City of Huntsville for each work authorization. Failure to comply with the times specified in the Notice to Proceed (NTP) may result in the contractor being prohibited from bidding on additional work for the City of Huntsville until such time as contractor is back on schedule.

The City reserves the right to add or remove facilities during the duration of contract.

AWARD & CONTRACT TERM

Awards shall be made to the lowest responsive and responsible bidder(s). The term of the contract shall be for a period of one (1) year from the date of award, with services provided on an as-needed basis up to the Not to Exceed

(NTE) Amount. The City of Huntsville reserves the right to extend the contract time for up to two (2) additional one

(1) year terms.

It is the intent of the City of Huntsville to award this contract to one (1) or more contractors as deemed in the best interest of the City and contractors’ ability to perform the required services.

Any questions pertaining to the attached specifications should be directed in writing to Carrie Power at carrie.power@huntsvilleal.gov.

SPECIFIC REQUIREMENTS

In accordance with §39-2-8 of Code of Alabama (1975), as amended, a Performance Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder to whom the contract is awarded shall furnish at his expense an acceptable bond to the City of Huntsville, in the amount equal to one hundred (100%) percent of the purchase order amount (forms are attached in specifications) within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. Bond shall be countersigned by the authorized agent resident in the state and shall attach thereto power of attorney of signing official. A Payment of Labor, Materials, Foodstuffs and Supplies Bond (Surety

Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder shall furnish at his expense an acceptable bond to the City of Huntsville , in the amount not less than fifty (50%) percent of the purchase order amount, with the obligation that the Contractor shall promptly make payment to all persons furnishing him or them with labor, materials, foodstuffs, or supplies for, or in, the prosecution of the work, including the payment of the reasonable attorney’s fees incurred by successful claimants or plaintiffs in suits on said bond. The date of the bond shall not be earlier than the purchase order issuance date. Performance and

Payment Bonds shall ONLY be required for individual projects equal to or more than $100,000 as authorized by the issuance of a Purchase Order (PO).

In accordance with §39-2-4(a) of the Code of Alabama (1975), as amended, the bidder shall provide a certified check or bid bond in the amount of not less than five percent (5%) of the total amount shown on the schedule of prices not exceeding $10,000.00 payable to the City of Huntsville, Alabama, which is to be forfeited, as liquidated damages, if, in the event that his proposal is accepted, the undersigned shall fail to execute the contract and furnish a satisfactory contract bond under the conditions and within the time specified in this proposal; otherwise, said certified check or bid bond is to be returned to the undersigned.

OTHER REQUIREMENTS

• A Certificate of Insurance is required of the successful bidder for the term of this Contract as outlined in the attached General Terms and Conditions. A valid Certificate of Insurance must be maintained for the entire term of the contract.

• A current copy of your City of Huntsville business license will be required of the successful bidder.

• The following shall be included in your submittal:

o Bid Proposal and Pricing Form o Detailed Requirements Checklist o Bidder Information & Acknowledgments o Report of Ownership o E-Verify MOU (Memorandum of Understanding) – www.e-verify.gov

• One (1) original copy of all completed forms listed above.

http://www.e-verify.gov/

APPENDIX B

BID PROPOSAL AND PRICING FORM

The City reserves the right to make an award in whole or part to one or more Bidders whenever deemed necessary and in the best interest of the City. Per Appendix A-Scope of Work & Related Information, bids will be evaluated as a whole. All minimum quantities provided are considered to be estimates only.

Bidder must include in its Bid price all labor, supervision, materials, equipment, and tools of the trade required to meet the Contract requirements. Prices quoted shall be in U.S. Dollars, delivered prices, F.O.B. destination, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will not accept charges for transportation, handling, packaging, installation or out-of-pocket expense other than as specified in the Bid.

Prices quoted to the City shall remain firm for a minimum of ninety (90) days from the date of opening of the bid, unless so stated differently in the bid. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. The City will be protected against any increase above the price in the bid. Any bid containing an "Escalator

Clause" will not be considered unless so stipulated in the Invitation for Bid. Discounts will be considered in determining the lowest responsible bidder, however, any payment term based on less than 30 days will not be considered. Discounts will be figured from the date of acceptance by the City regardless of date of delivery or invoice.

The undersigned bidder understands that when unit prices are called for, the quantities shown herein are approximate only and are subject to increase or decrease and offers to do the work whether the quantities are increased, or decreased, at the unit prices stated in the following schedule. The undersigned bidder also understands that when lump sum bids are called for, he will be required to furnish all equipment, labor, materials and other items or cost to construct a complete facility. The undersigned bidder further understands that any deletions or additions designated on the outside of the bid envelope, must indicate the particular bid item relative to the deletion or addition, even if the deletion or addition references to deduct or add to the Total Base Bid. Any bids received that are unsealed will be immediately rejected.

The undersigned bidder has carefully examined the drawings or plans, bid documents, the specifications, the general requirements, the supplement to general requirements, the general terms and conditions, this proposal, the agreement, together with any addenda thereto, and agrees to furnish and deliver all the materials, and to do and perform all the work and labor required to be furnished and delivered, done and performed in and about the improvements as described above and in accordance with certain specifications prepared and approved by the OWNER (City of Huntsville, Alabama).

In the event a project requires a work item(s) not specified herein, the successful contractor shall submit to the City of

Huntsville a description of the additional work items required and the proposed additional charges for such work, which shall be reviewed by the City of Huntsville for content and costs approval. At such time that unspecified work items are discovered at the site, all work shall cease on that particular project until final approval is obtained from the City of

Huntsville.

Certificates of Insurance are required naming the City as the Certificate Holder. Also, the name of the project and project number should be included on the certificate. The Certificates should reflect the insurance coverage required herein. In addition, a copy of the policy may be requested upon award. Certificates signed using digital signatures will not be accepted unless accompanied by a written statement from the insurance/surety company indicating that their electronic signature is intended as their signature. The Certificates are to be signed by a person authorized by the

Insurer to bind coverage on its behalf and must indicate coverage will not be canceled or non-renewed except after thirty

(30) days prior written notice to the City at the following address: City of Huntsville, Procurement Services Division, P.O. Box 308, Huntsville, Alabama 35804.

The undersigned bidder understands that the contract for this specific periodic contract is one (1) year from the date of award, with services provided on an as-needed basis. The City of Huntsville reserves the right to extend the contract for up to two (2) additional one (1) year terms. Yearly renewals are at the discretion of the City of Huntsville and are subject to the availability of funds. Notification of yearly renewal shall be by written letter from the City of Huntsville.

Each project to be performed within this contract will require a separate work authorization and purchase order from City of Huntsville. Beginning and end dates for each project will be stated and shall be signed by contractor accepting the terms for each work authorization. Bid prices shall remain firm for the entire length of the contract. Any price increase imposed during the extended contract period shall be in exact increments of any ·increase imposed by the contractor's supplier. Written verification of any such increase must be submitted to the City of Huntsville for consideration and approval prior to any costs being incurred.

If an agreement cannot be reached concerning any such price increases, the City of Huntsville reserves the right to cancel the contract.

The City of Huntsville will direct and approve the work element and the quantities required for each project location and will compute the overall cost for each element of work and their respective quantities.

THE UNDERSIGNED BIDDER ALSO AGREES AS FOLLOWS:

All bonds must be approved by the Mayor and the Clerk of the City of Huntsville. Within fifteen (15) days of the purchase order issuance date, the contractor shall execute the contract and furnish to the OWNER a payment (labor and material) bond and a performance bond. No contract extension will be allowed for delays in the issuance of the notice to proceed that are a result of the contractor failing to submit the required items within the 15 days.

It is further understood and agreed that the Contractor shall commence upon issuance of a purchase order, unless otherwise instructed in writing by the OWNER. All work shall be carried on continuously to completion.

Accompanying this proposal is a certified check or bid bond in the amount of not less than five percent (5%) of the total amount shown on the schedule of prices not exceeding $10,000.00 payable to the City of Huntsville, Alabama, which is to be forfeited, as liquidated damages, if, in the event that his proposal is accepted, the undersigned shall fail to execute the contract and furnish a satisfactory contract bond under the conditions and within the time specified in this proposal; otherwise, said certified check or bid bond is to be returned to the undersigned.

Bidder shall acknowledge receipt of all addenda in the space provided on the Bidder Pricing Form below. Failure to acknowledge receipt of addenda shall not relieve Bidder of full responsibility for all requirements contained in addenda.

We acknowledge receipt of the following addenda: ______________________________

Total Base (Based on estimated quantities) $__________________________

SERVICE

COST PER

HOUR

EVALUATION PURPOSES ONLY

QUANTITY TOTAL

Technician 300 HOURS

Helper 100 HOURS

SUBTOTAL

*ALL WORK MUST BE APPROVED BY THE GENERAL SERVICES DEPARTMENT*

Note 1: Estimated hours shall be used for evaluation purposes only to aid in determining the lowest responsible bidder. Actual amounts will be subject purchase orders issued.

This Price Bid Form is hereby submitted by the undersigned. I affirm that I understand and agrees that any form of electronic signature, including but not limited to signatures via facsimile, scanning, or electronic mail, may substitute for the original signature and shall have the same legal effect as the original signature.

Signature of the Proposer Legal Name of Firm

Print or Type Name of Proposer Mailing Address

Date City, State, Zip Code

Email Address

APPENDIX C

DETAILED REQUIREMENTS

Line Ref

SPECIFIC FUNCTIONAL REQUIREMENTS

Vendor

Compliance

YES NO

A. NOTICE TO BIDDERS

Each bidder, before submitting a bid shall become fully informed as to the extent and character of the work required. No consideration will be granted for any alleged misunderstanding of the material to be furnished or work to be done, it being understood that the submission of a bid is an agreement with all of the items and conditions referred to herein.

B. LAW AND REGULATIONS

The contractor shall perform in accordance with all applicable state, local and federal statutes and legal requirements in his performance of the contract.

C. SCOPE OF SERVICES

A licensed boiler contractor must provide repair and/or maintenance service on a twenty-four (24) hour a day, seven (7) days a week basis on all boiler systems (HVAC Controls, HVAC Services and Repairs, and Chillers will be under separate bid). All work shall be started within two (2) hours after notification unless further delay is authorized, and all such work should be completed as soon as possible after commencement. If the City of

Huntsville deems any work to be an emergency, work must be started within one (1) hour.

D. CONTRACTOR REQUIREMENTS

At least three (3) maintenance contracts of a commercial/governmental/institutional nature, still in effect, for Boiler services, maintenance, and repairs.

At least four (4) qualified service technicians on staff with at least (5) years of field experience or more, individually, servicing, maintaining, and repairing Boilers ranging from 400,000 BTU to 200 BHP. The contractor shall submit resumes and references for qualified service technicians who will perform maintenance and service, listing specific experience, training, and provide proof of qualifications.

Must have the necessary tools, software, equipment, knowledge, and certifications to capable of troubleshooting, repairing, servicing, and maintaining Boilers owned or managed by the City.

Must be capable of troubleshooting, repairing, servicing and maintaining the following equipment in a factory condition and operation. Manufacturers included but not limited to:

• Lochinvar

• RBI

• Raypak

• Weil McClain

• Burnham

• Clever Brooks

8 Must be a State Certified Gas Fitter.

9 I have attached as part of my bid copies of the required qualifications.

E. RESPONSIBILITY OF CONTRACTOR

10 Obtain all necessary licenses and permits.

11 Provide competent supervision.

12 Provide competent workmen.

Take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. He shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him or his employee’s fault or negligence.

Perform work without unnecessarily interfering with the City of Huntsville activities or other contractor(s).

15 Must comply with all applicable Federal, State, Local and County Regulations

The contractor is responsible for maintaining the premises and surrounding areas free of waste materials and debris resulting from work performed under the Contract. Upon completion of the work, the contractor shall remove all waste, rubbish, tools, equipment, and excess materials from the site. If the contractor fails to clean up as required by the

Contract Documents, the City may perform the cleanup, and the contractor shall reimburse the City for all associated costs.

If, during the term of the contract and extension (s) thereto, regulations are passed which in order to comply with the contractor is required to purchase or otherwise obtain equipment, which is necessary for the trade, the contractor shall obtain the required equipment at no liability of the City.

The successful contractor must inspect each job and provide a written estimate of the materials and labor hours at the hourly contract rate per labor category in a timely manner.

Any estimate of $100,000 or require the issuance of separate purchase order (PO) and cannot be performed under an established blanket PO. Projects with an estimate of

$100,000 or more shall require the provision of Performance Bond and Payment Bond.

F. OSHA & LOCK OUT TAG OUT

The contractor must abide by all OSHA regulations and requirements including Lock Out

Tag Out of energy sources.

G. ADDITIONAL VENDOR REQUIREMENTS

CHECK-IN / CHECK-OUT

At the City’s option, the contractor may be required to check-in or check-out using one of the following methods:

a. The contractor shall post in a conspicuous place, at site locations, a check sheet and enter thereon the date of each service visit, the name of the individual performing the service, and the time of the service.

b. The contractor shall call, from the work site location phone, the requesting department and give the operator the name of the individual performing the service, work order numbers, and the time of the start and stop of service.

c. The contractor shall call, from the work site location phone, the requesting department and log into an automated check in system at the time of the start and stop of service.

The Contractor will be responsible for providing their lead personnel with cellular or digital portable telephones whereby they can be contacted and can contact the requesting department at all times.

The Contractor’s personnel must wear appropriate professional working attire including pants, shirts with sleeves, tennis shoes/boots and have a picture I.D. badge visibly worn at all times.

H. REPAIR STATUS, WHEN A DELAY

Notify the requesting department whether project has been completed or if job site is abandoned to pick up or order materials to complete project and estimated time frame to return to job.

In the event the Contractor must leave the site to purchase parts for completion of job, this departure time must be reported to the requesting department with estimated time allotted to pick up parts and estimated time to return to job site for completion of project. Time to and from location site not reported to the requesting department will not be credited for processing of invoices.

I. EXECUTION OF WORK

When possible and practical, division personnel will instruct the contractor of what the work consists of and, when applicable, the materials and equipment to be used. When practical, a Purchase Order will be issued to Contractor based upon an estimate before any work is performed. The estimate must itemize anticipated technician hours. It is required that only one (1) technician will respond for a repair or maintenance call. Furthermore, the contractor must obtain approval to having another technician or helper on site to assist in repairs/maintenance.

J. RESPONSE TIME

It is the intention of this contract that equipment be maintained so as to preserve the operating characteristics in line with the original design. Contractor must respond

(including weekends) within the times listed in the main specification of the request for service. Should the City of Huntsville find through its own investigation or that of its representative that these standards are not being maintained, the contractor shall be given fourteen (14) days notice to restore the performance to the required level. Failure by the contractor to restore the performance to the required level within that time shall constitute sufficient cause for termination of the contract by reason of default.

K. INSPECTION AND ACCEPTANCE

The City of Huntsville inspection and acceptance of contractual compliance will be accomplished by a representative of the department requesting such services. The name and telephone number of each representative appointed for this contract will be furnished to the contractor in writing prior to commencement of the contract period. The requesting

City Department will approve a record of time and materials used for the job as maintained by the contractor and state on the invoice that work has been inspected and accepted.

All repairs shall be done in a professional manner inspected by Owner, or any representative Owner selects, including but not limited to the City of Huntsville Inspection

Department.

L. CALL BACK AND WARRANTY SERVICES

Call back service for previous repairs or maintenance will be on a twenty-four (24) hour, seven (7) days a week basis at no additional cost to the City, and response time will be within one (1) hour of notification for emergencies and two (2) hours for non-emergencies unless further delay is authorized. Parts and Labor warranty for replacement parts shall not be less than 90 days.

Service Contractor shall warrant new and replacement equipment installations for all labor, parts and equipment for one year unless manufacturer warranty/guarantee is greater.

M. ALLOWANCE OF IN-HOUSE WORK

No section or portion of this contract shall be construed or interpreted to preclude the city from accomplishing any task or undertaking any operation or project utilizing its own work force.

N. MATERIALS & EQUIPMENT

New or added materials or equipment installed shall be invoiced at contractor’s actual cost. Contractor must furnish all new materials and necessary equipment required to perform the requested work. Material prices are subject to verification. Materials shall be furnished by the successful bidder unless otherwise directed by the City of Huntsville.

Reimbursement for any new or added systems approved by General Services shall be invoiced at Contractor’s actual cost to include any and all discounts offered by their supplier.

Such materials, equipment rental, and subcontractor work shall be itemized and billed at the bidders actual cost-plus ten percent (10%).

A copy of the invoice for the materials must be furnished to the City along with the invoice for the work performed under this contract. Taxes will be reimbursed but will not be subject to the 10% markup.

33 All subcontractor work/equipment rental must be pre-approved by the Owner.

P. INVENTORY

34 See COH Boilers document

Q. SUMMARY REPORT

Using a Job Summary Report the contractor must complete matching invoice with break-down of costs to include: hours, total material, date, invoice #, work order#, mark-up with sub-total, grand total. Attach all copies of tickets/work orders/invoices to the Summary

Report.

R. INVOICING

The contractor will invoice the City on a job-by-job/project basis to include a copy of the

Summary report. The contractor’s invoice shall contain a complete account of all activity for that job/project, cost of parts sold to the City and cost of transportation and special shipping for special order requests on direct charge and/or non-stock items as specified in the resulting contract. All freight charges must be approved by the City in advance. All items that come from stock must be approved along with the price. The City reserves the right to require any information considered necessary to monitor the contractor’s operation and to receive reports on whatever frequency needed (i.e. daily, weekly or monthly). Invoices shall be submitted in a timely manner.

Original invoices shall be submitted at the completion of each job with the following information:

The requesting department

Attention: General Services Accounts Payable

P. O. Box 308

Huntsville, Alabama 35804

Telephone: 256-427-5660 accountspayable@huntsvilleal.gov

1. Name and address of Contractor

2. Invoice date

3. Invoice # and Work Order #

4. Bid Number

5. Description, quantity, unit of measure, unit price and extended price of services performed for each location.

6. Name, title, phone number and mailing address of person to be notified in event of a defective invoice. A job summary report including work order number

7. S. LABOR CHARGES

38 The City does not pay overtime or holiday pay.

39 The City of Huntsville will not incur any trip or fuel charges under this contract.

T. TRAVEL TIME

No travel time will be permitted. The City of Huntsville will pay only for time spent at the job site.

U. HOUR ROUNDING

For purposes of processing invoices, labor will be rounded up to the next ¼ hour of time spent on the job site.

V. EXCESS PROJECT AMOUNT

When practical, a Purchase Order will be issued to Contractor based upon an estimate before any work is performed. The estimate must itemize anticipated hours. It is required the contractor must obtain approval from the requesting department prior to beginning work.

W. FAILURE FORM

Contractor’s failure to perform will be documented. The document is called a “Vendor

Complaint Form. The Contractor will receive a copy of the “Vendor Complaint Report”, and given an opportunity to respond. A copy of the report will be sent to Procurement

Services for their files.

In the event of failures, Procurement Services will make a determination to terminate the award by providing a ten (10) day letter of cancellation notification.

X. OWNER’S RIGHT TO AWARD MULTIPLE CONTRACTS

The City of Huntsville reserves the right to award multiple contracts to additional bidders/contractors to ensure that the needs of the City are being achieved.

mailto:accountspayable@huntsvilleal.gov

Y. TERMINATION FOR DEFAULT

The contractor’s right to perform this contract may be terminated by the City of Huntsville in the event services are not performed, as required, in the contract. In the event, services are not performed, as required in the contract, the City may have the service performed by others and contractor shall be liable for all costs to the city in excess of the contract price for the remaining portion of any incomplete job.

Z. TERMINATION FOR CAUSE OR CONVENIENCE

If the City of Huntsville elects to terminate this contract, written notice will be given at least thirty (30) days in advance of the effective date. The contractor will be paid for all labor and material provided as of termination date. No consideration will be given for anticipated loss of revenue on the canceled portion of the contract.

The chosen bidder shall be required to give the City of Huntsville 60 days notice before cancellation of the contract, should the bidder wish to end service before the contract expires.

AA. 24 HOUR CONTACT

49 Please provide 3 contact names listing each 24-Hour phone number

Name:

Phone Number:

Name:

Phone Number:

Name:

Phone Number:

BB. REFERENCES

Bidder must provide three (3) references from similar maintenance contracts in which your company has held within the past two (2) years.

Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:

Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:

Company Name:

Contact Name:

Address:

Phone Number:

E-Mail Address:

APPENDIX D

BIDDER INFORMATION & ACKNOWLEDGEMENTS

1. BIDDER INFORMATION

Business Organization

Name of Proposer (exactly as it would appear on an agreement):

Doing-Business-As Name of Proposer:

Principal Office Address:

Telephone Number: _________________________________________________________

Fax Number: _________________________________________________________

Form of Business Entity [check one (“X”]

Corporation _____

Partnership _____

Individual _____

Joint Venture _____

Other (describe): _____ _________________________________________________

Corporation Statement

If a corporation, answer the following:

Date of incorporation: _________________________________________________________

Location of incorporation: _________________________________________________________

The corporation is held: Publicly ___ Privately ___

Names and titles of corporate officers:

Partnership Statement

If a partnership, answer the following:

Date of organization: _________________________________________________________

Location of organization: _________________________________________________________

The partnership is: General ___ Limited ___

Name, address, and ownership share of each general partner owning more than five percent (5%) of the partnership:

Joint Venture Statement

If a Joint Venture, answer the following:

Date of organization: _________________________________________________________

Location of organization: _________________________________________________________

JV Agreement recorded? Yes ___ No ___

Name, address of each Joint Venturer and percent of ownership of each:

2. CITY OF HUNTSVILLE EMPLOYEE, MEMBER OF HOUSEHOLD OR BUSINESS

ASSOCIATE

Code of Ala. 1975§36-25-11 requires that contracts entered into with a public official, a public employee, a member of the household of the public official or public employee, or a business with which a public official or public employee associates be filed with the Alabama Ethic Commission. If you are awarded the contract, and if you are a

City employee, or if a member of your household is a City employee or public official, or if your business associates with a City employee or public official, you must comply with the provisions of Code al Ala. 1975§36-25-11.

City Employee Yes ______ No ______

If “Yes,” Department ________________________

Member of Household City Employee Yes ______ No ______

If “Yes,” Name (s) ________________________

Anyone associated with your company a City Employee Yes ______ No ______

If “Yes,” Name (s) ________________________

3. CONTRACTOR E-VERIFY – NOTICE

The Beason-Hammon Alabama Taxpayer and Citizen Protection Act, Act No. 2011-535, Code of Alabama (1975) §

31-13-1 through 31-13-30 (also known as and hereinafter referred to as “ the Alabama Immigration Act”) as amended by Act No. 2012-491 on May 16, 2012 is applicable to all competitively bid contracts with the City of Huntsville.

As a condition for the award of a contract and as a term and condition of the contract with the City of Huntsville, in accordance with § 31-13-9 (a) of the Alabama Immigration Act, as amended, any business entity or employer that employs one or more employees shall not knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama.

During the performance of the contract, such business entity or employer shall participate in the E-Verify program and shall verify every employee that is required to be verified according to the applicable federal rules and regulations. The business entity or employer shall assure that these requirements are included in each subcontract in accordance with §31-13-9(c). Failure to comply with these requirements may result in breach of contract, termination of the contract or subcontract, and possibly suspension or revocation of business licenses and permits in accordance with §31-13-9 (e) (1) & (2).

Code of Alabama (1975) § 31-13-9 (k) requires that the following clause be included in all City of Huntsville contracts that have been competitively bid and is hereby made a part of this contract:

“By signing this contract the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the State of Alabama. Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

4. CONTRACTOR – PUBLIC CONTRACT WITH ENTITIES ENGAGING IN CERTAIN

BOYCOTTING ACTIVITIES

Alabama Legislative Act 2016-312, as adopted on May 5, 2016, prohibits Alabama governmental bodies from entering into contracts with commercial entities that participate in boycotts against nations or business organizations that Alabama citizens can otherwise trade with (members of the World Trade Organization or other countries with which the United States has free-trade agreements).

In accordance with Alabama Act 2016-312 as adopted and approved on May 5, 2016, on behalf of

___________________________________________________________ I do hereby certify and represent that this

(Insert Name of Business) business is not currently engaged in, and will not engage in, the boycott of a person or an entity based in or doing business with a jurisdiction with which the state can enjoy open trade.

I, the undersigned, certify to the State of Alabama as follows:

a. I am authorized to provide representation set out in this Certificate as the official and binding act of the

Contractor and have knowledge of Alabama’s Act 2016-312.

b. In compliance with Act 2016-312, the Contractor is not currently engaged in, or will not engage in, the boycott of a person or entity based in or doing business with a jurisdiction with which the state can enjoy open trade.

5. ACKNOWLEDGEMENTS

I hereby certify that I have read and understand the City of Huntsville’s General Terms and Conditions. I hereby certify that I agree to comply with all of the General Terms and Conditions of this IFB. I also understand that the General Terms

& Conditions are standard and that any contradicting requirements of the IFB supercede.

I affirm that I have not been in any agreement or collusion among Proposers or prospective Proposers in restraint of freedom of competition.

Upon award of this bid, I will not substitute any item on this bid under any circumstances.

By signing this submittal, the Bidder understands that this project is subject to Alabama Department of Transportation

Alabama Standards Specifications, 2022 Editions, Section 600, Subitem 106.01(a)2a:

Any contractor for a public works project, financed entirely by the State of Alabama or any political subdivision thereof, within this state, shall use iron or steel produced within the United States when specifications in the construction contract require the use of iron or steel and do not limit its supply to a sole source under subsection (f) of Section 39-2-2. If the awarding authority decides that the procurement of domestic iron or steel products becomes impractical as a result of a national emergency, national strike or other cause, the awarding authority shall waive the above restriction. (b) In the event the contractor violates the domestic iron or steel requirements of subsection (a), and domestic iron or steel is not used, there shall be a downward adjustment in the contract price equal to any realized savings or benefits to the contractor.

I affirm that I understand and agrees that any form of electronic signature, including but not limited to signatures via facsimile, scanning, or electronic mail, may substitute for the original signature and shall have the same legal effect as the original signature.

Signature of Proposer Legal Name of Firm

Print or Type Name of Proposer Mailing Address

Date City State Zip Code

Phone Fax

Email Address

Website Address

APPENDIX E

REPORT OF OWNERSHIP FORM

A. General Information. Please provide the following information:

◼ Legal name(s) (include “doing business as”, if applicable):______________________________________________.

◼ City of Huntsville current taxpayer identification number (if available): _____________________________________.

(Please note that if this number has been assigned by the City and if you are renewing your business license, the number should be listed on the renewal form.)

B. Type of Ownership. Please complete the un-shaded portions of the following chart by checking the appropriate box below and entering the appropriate Entity I.D. Number, if applicable (for an explanation of what an entity number is, please see paragraph C below):

Type of Ownership (check appropriate box)

Entity I. D. Number & Applicable State

❑ Individual or Sole Proprietorship

Not Applicable

❑ General Partnership

Not Applicable

❑ Limited Partnership (LP)

Number & State:

❑ Limited Liability Partnership (LLP)

❑ Limited Liability Company (LLC) (Single Member)

❑ LLC (Multi-Member)

❑ Corporation

❑ Other, please explain:

Number & State (if a filing entity under state law):

C. Entity I.D. Numbers. If an Entity I.D. Number is required and if the business entity is registered in this state, the number is available through the website of Alabama’s Secretary of State at: www.sos.state.al.us/, under “Government

Records”. If a foreign entity is not registered in this state please provide the Entity I.D. number (or other similar number by whatever named called) assigned by the state of formation along with the name of the state.

D. Formation Documents. Please note that, with regard to entities, the entity’s formation documents, including articles or certificates of incorporation, organization, or other applicable formation documents, as recorded in the probate records of the applicable county and state of formation, are not required unless: (1) specifically requested by the City, or (2) an

Entity I.D. Number is required and one has not…