EVENT_4064_-_SPECIFICATIONS.pdf

Event 4064 – ResidenƟal HVAC and Mechanical Services

SPECIFICATONS

RESIDENTIAL HVAC AND

MECHANICAL SERVICES

EVENT 4064

SecƟon 1. Overview The intent of this Request for Bid is to establish one or more pricing contracts for residenƟal mechanical repair and maintenance services with qualified Mechanical (the “Contractor” or “Contractors”) who can provide all labor, equipment, including service trucks with materials and tools, transportaƟon, permits, fees, licenses, etc. for residenƟal

Mechanical/HVAC repairs, including single and mulƟ-family housing units.

The City of Minneapolis offers a number of programs assisƟng residents with residenƟal HVAC services. The successful contractor may be assigned work of similar scope by the Department of Regulatory Services, Minneapolis Health

Department, Community Planning and Economic Development (CPED) or other City Departments. Therefore, the

Contractor(s) should have a flexible organizaƟon capable of performing mulƟple assignments simultaneously for emergency and non- emergency calls. The successful Contractor(s) shall be available for any and all HVAC and

Mechanical jobs required for repairs in rental property or other residenƟal housing units.

This is a City-Wide contract that will be accessible by any Department needing residenƟal HVAC and Mechanical services.

Known users of this service are the Minneapolis Health Department who assist with repairs that may include tasks like repairing and replacing furnaces and boilers, repairing and replacing radiators, repairing and replacing duct work, etc. in 1-2 unit buildings and Regulatory services who work in buildings ranging as single family to 12-unit buildings.

SecƟon 2. Contract Terms

2.1 Basis of Award

It is the City’s intent to award up to two (2) contracts to the overall low responsive and responsible bidder(s) meeƟng all specificaƟons. The iniƟal term shall begin on April 1st, 2026, and shall expire on April 1st, 2027. This contract may be renewed at the expiraƟon of the iniƟal term at the request of the City.

The City reserves the right to extend this contract for up to two (2) addiƟonal periods of up to 12-months, if agreeable to both parƟes.

In the event that bids exceed $175,000, the City reserves the right to reduce quanƟƟes unƟl bids do not exceed this maximum award amount. Furthermore, if the $175,000 maximum contract value is reached prior to expiraƟon of the agreement, the contract will be terminated early.

2.2 Price EscalaƟon

Prices shall be firm for the iniƟal contract period. AŌer the iniƟal contract period, an escalaƟon may be allowed for any extensions based upon a demonstrable industry wide, regional and/or operaƟonal increases in the contractor’s costs. For documented evidence to be considered, it must be submiƩed to the City of Minneapolis Procurement

Office sixty (60) days prior to the end of the current contract year. The exact amount of escalaƟon, if any, will be governed by the validity of the documentary evidence submiƩed. No price increase will be effecƟve unƟl approved by the City of Minneapolis Procurement Office. With the excepƟon of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

2.3 Non-Exclusive

Any contract(s) resulƟng from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

2.4 Rights of the City

The City reserves the sole and exclusive right, in accordance with all applicable law, to reject all or any part of any bid, waive informaliƟes, defects, irregulariƟes, variances, technicaliƟes, and award the contract to the lowest responsive and responsible bidder(s) to best serve the interest of the City. Informality shall mean a minor defect or variaƟon of a bid from the exact requirements of the specificaƟons which does not affect the price, quality, quanƟty, or delivery schedule for the goods, services or construcƟon being procured.

2.5 QuanƟƟes

This is an as-needed, if-needed contract that may be used by any of the City’s various Boards, Departments and

Commissions and quanƟƟes listed in the specificaƟons and/or bid form are esƟmates only and are based on the City’s historical usage of these services. They may not indicate the actual quanƟty which will be ordered under contract(s) resulƟng from this solicitaƟon, since such volume will depend upon requirements which develop during the Contract period. These esƟmated quanƟƟes shall not be construed to represent any amount which the City shall be obligated to purchase under the Contract, nor shall they relieve the Contractor of its obligaƟon to fill all orders placed by the City.

In the event that any bids exceed $175,000, the City reserves the right to reduce these esƟmated quanƟƟes in such a way as to ensure that neither the bids nor the total awards under this agreement exceed the $175,000 limit for contracts issued under this award.

2.6 Insurance

Successful bidder will be required to provide a CerƟficate of Insurance naming the City of Minneapolis as an addiƟonal insured for this project before the bid award is finalized. CerƟficate shall be issued by an insurer authorized to do business in the State of Minnesota with the at minimum, the following coverage limits:

Commercial General Liability Insurance: $1,000,000 per occurrence for bodily injury and property damage including coverage for premises/operaƟons and products/completed operaƟons.

Auto Liability: $1,000,000 combined single limit for bodily injury and property damage. (If no Auto Liability, the

Commercial General Liability policy should cover Non-Owned Auto Liability)

Workers' CompensaƟon Insurance: as required by law.

Waiver of SubrogaƟon in favor of the City of Minneapolis should be included on the ACORD Form (if applicable) for the

Insurance listed above (excluding Worker's CompensaƟon Insurance).

SecƟon 3. Work to be Performed

The Contractor shall provide all materials and labor necessary to perform maintenance, repair, renovaƟons, installaƟon or alteraƟon of mechanical systems including furnaces, boilers, duct, piping, distribuƟon, mechanical related fixtures, and all other components per drawings and specificaƟons which will be provided by the authorized City Project Manager or contained in the scope of work. Projects may include repairing and replacing furnaces and boilers, repairing and replacing radiators, repairing and replacing duct work, and other mechanical work as described by the City Project Manager to be performed in residenƟal homes and mulƟ-family or commercial structures. Work may be performed on the exterior or interior of buildings. Work may also require the demoliƟon or alteraƟon of exisƟng systems; in which case, all material and debris shall be cleaned up and removed from site by the Contractor.

3.1 Permits & InspecƟons

Contractor shall obtain all permits for inspecƟons, tests and other services required for compleƟon of work. InspecƟons shall be scheduled through the designated City Project Manager.

3.2 Hours of OperaƟon

All work shall be scheduled at the convenience of the City and property owner. Working hours for the Contractor are generally during regular business hours, unless otherwise authorized by the City. All work, including weekend work if so authorized, must comply with City of Minneapolis noise ordinances, including construcƟon noise ordinances.

(Minneapolis, Minnesota, Municipal Code §389).

The Contractor shall acknowledge to the City Project Manager the request for service via telephone no later than 30 minutes aŌer a service request is made. At iniƟal phone call, Contractor should coordinate with City Project Manager to schedule a site visit. Contractor shall provide City Project Manager a, preliminary wriƩen esƟmate within 48 hours of the iniƟal phone call or sooner as necessary given an urgent or emergency situaƟon.

3.4 OverƟme & Premium Pay

OverƟme and premium pay will be paid by the City only if the addiƟonal cost is validated by the Bidders Labor

Agreement as more fully described in bid form aƩached to the bid documents.

Bidders shall indicate when each of the following rates is effecƟve in the appropriate bid factor:

• Regular Time (1.0x)

• Time and ½ (1.5x)

• Double Time (2x)

3.5 Emergency Work

In the event an emergency is declared, and the emergency requires the prompt and immediate delivery of services, the

City will contact the Contractor, which may be at any Ɵme (24 hours a day) to furnish services on an immediate response. The Contractor will be expected to quote reasonable Ɵme frames for the arrival of equipment to the locaƟon specified. At the Ɵme of call-out, the City shall provide the reason for the underlying emergency situaƟon upon the request of the Contractor.

Answering machines are unacceptable as point of contact. For emergency calls, outside normal working hours (weekend and/or holidays), the Contractor shall provide a contact person’s name and telephone number or have voice mail paging system service or answering service. Contractors using a voice mail paging system or answering service for emergency calls in lieu of a contact person shall be required to iniƟate a call back to the sender within 15-25 minutes. Repeated failure to respond within the above Ɵmeframe shall, at the opƟon of the City, result in terminaƟon of the Contract

3.6 Delays & Delivery Failures

The Contractor must keep the City advised at all Ɵmes of status of parƟes’ agreement. If delay is foreseen, the Contractor shall give immediate wriƩen noƟce to the City Project Manager. Should the Contractor fail to deliver the proper service(s) at the Ɵme and place(s) contracted for, or within a reasonable period of Ɵme thereaŌer as agreed to in wriƟng by the City Project Manager, or should the Contractor fail to make a Ɵmely replacement of rejected services when so required, the City may purchase services of comparable quality and quanƟty in the open market to replace the undelivered or rejected services. The Contractor shall reimburse the City for all costs in excess of the Agreement price when purchases are made in the open market; or, in the event that there is a balance the City owes to the Contractor from prior transacƟons, an amount equal to the addiƟonal expense incurred by the City as a result of the Contractor's nonperformance shall be deducted from the balance as payment.

SecƟon 4. Equipment & Materials Contractor shall have in its possession all tools and equipment of the trade necessary to perform the work described in these SpecificaƟons and any subsequent addenda per industry standard as well as any tools, and safety equipment that may be required by OSHA, or any other regulaƟng government agencies. Any specialty equipment needed to perform a task that is not covered by the above statement shall be presented to the City for approval and acceptance prior to work commencement. The City will consider reimbursement of approved specialty equipment.

4.1 Materials Proposed as Equal

Whenever an arƟcle or material is defined by describing a proprietary arƟcle, or by using the name of the manufacturer, the term "or approved equal", if not inserted, shall be implied.

The specific arƟcle or materials menƟoned shall be understood as indicaƟng the type, funcƟon, minimum standard of design, efficiency and quality desired, and shall not be construed to exclude other manufacturer's products of comparable quality, design and efficiency.

Makes and models of items which the Contractor alleges to be equal to those named in the specificaƟon shall be subject to the approval of the Project Manager. The use of alternate items will not be permiƩed by the City without wriƩen approval of the Project Manager. The contractor shall not be relieved from the responsibility for furnished arƟcles or materials equal in quality, design and efficiency to those specified because of the approval of such alternates.

4.2 Delivery and Storage of Materials

Contractor shall coordinate and schedule all shipment of materials to the project site so as to prevent interference with the acƟviƟes of the work. Contractor shall also provide and maintain appropriate temporary storage faciliƟes, including enclosures and coverings, at approved locaƟons on the project site, confine all storage to the limits of construcƟon, remove storage devices when no longer needed and prior to the compleƟon of the work and shall restore all areas disturbed by storage acƟviƟes to original condiƟon.

No payment will be made for material stored off-site except in situaƟons where payments may be considered by the City for materials which are stored in a secured area, to be verified by the City and where the Contractor maintains adequate insurance coverage protecƟng specific materials from loss. Proof of insurance shall be supplied prior to payment for any materials stored off-site.

SecƟon 5. Responsible Workmanship & Professionalism It is the City’s intent to hire only those contractors who act in a responsible, careful, and professional manner. Contractor shall maintain in its employ competent, reliable, and qualified persons sufficient in number and in labor hours to saƟsfactorily carry out said funcƟons, and to fully and saƟsfactorily perform the duƟes specified in this agreement. All individuals performing services on behalf of the Contractor must wear clothing idenƟfying their company at all Ɵmes.

If any person employed by the Contractor shall appear to the City Project Manager to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately at the request of the City and shall not again be re-employed on subject project except by wriƩen consent of the City.

Contractor is responsible for ensuring that its employees abide by the terms of this Contract while engaged in performances of these services and that they are physically able to perform the work assigned to them by the

Contractor. The City reserves the right to require immediate removal of any Contractor employee from City service it deems unfit for service for any reason, not contrary to law. This right is non-negoƟable, and the Contractor agrees to this condiƟon by accepƟng this Agreement.

5.1 Quality of Work

All work under this Contract shall be performed in a skillful and workmanlike manner. Only first-class work shall be performed, and all materials furnished in carrying out this Contract shall be of character and quality required by the specificaƟons. Where no standard is specified for such work or materials, they shall be the best of their respecƟve kinds.

Any unsaƟsfactory work done, or materials furnished at whatever Ɵme they may be discovered shall be immediately removed and saƟsfactorily replaced by the Contractor when noƟfied to do so by the Project Manager.

5.2 Quality of Materials

Unless otherwise specified, all materials and equipment incorporated in this project shall be new and of the best quality for the purpose intended. Should the quality of a material be unspecified in the documents, the Contractor must provide the best product for the purpose intended to the saƟsfacƟon of the City Project Manager.

5.3 Reference Standards

For products specified by associaƟon or trade standards, Contractor must comply with the requirements of the standard, except when more rigid requirements are specified or are required by applicable codes.

Date of standard is that in effect as of Bid date, or date of Agreement when there are no Bids, except when specific date is specified.

Schedule of references:

5.3.1 ANSI - American NaƟonal Standards InsƟtute

5.3.2 ASTM – American Society for TesƟng & Materials

5.3.3 ASME – American Society of Mechanical Engineers

5.3.4 ASHRAE - American Society of HeaƟng, RefrigeraƟng and Air CondiƟoning Engineers

5.3.5 NFPA - NaƟonal Fire ProtecƟon AssociaƟon

5.3.6 SMACNA - Sheet Metal and Air CondiƟoning Contractors' NaƟonal AssociaƟon

5.4 SubcontracƟng

SubcontracƟng of any work covered by this contract is permiƩed only with the prior wriƩen consent of the City.

Contractor agrees to bind any subcontractor and every subcontractor shall agree to be bound by the terms of the fully executed Agreement, specificaƟons and drawings.

It is anƟcipated that the total amount of this award will exceed $50,000. A signed Responsible Contractor form is required from all bidders. When no subcontractors will be used, Bidders should write “none” on the first line of the form before signing, daƟng and returning it with your bid.

5.5 Drug & Alcohol Use

Drug and alcohol use are prohibited while performing work on behalf of the City. Contractor is responsible for ensuring that there is no consumpƟon of alcoholic beverages or use of illegal drugs by its employees or subcontractors during working hours.

SecƟon 6. Project Closeout

6.1 Approval and Final Acceptance

The City Project Manager will schedule the final acceptance inspecƟon with the Inspector and the Contractor.

AŌer final inspecƟon, the Contractor will be noƟfied of final acceptance or of addiƟonal or correcƟve work required before final acceptance. Deficiencies and omissions which become known at any review, or any Ɵme prior to final acceptance shall be conveyed to the Contractor in wriƩen noƟce and shall be completed before final acceptance.

6.2 Guarantee

All materials and workmanship furnished under this specificaƟon and contract shall be guaranteed for one (1) year aŌer acceptance. Upon receipt of noƟce from the City of failure during the guarantee period, the affected part or parts shall be replaced or repaired promptly by and at the expense of the Contractor to the saƟsfacƟon of City Project Manager.

SecƟon 7. Minimum QualificaƟons Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein. All bidders must submit any documentaƟon indicated in this document or in the event bid factors with their bid.

Failure to provide any of the required documentaƟon may be cause for bid to be deemed non-responsible and rejected.

The following criteria shall be met in order to be eligible for this contract:

The successful bidder must demonstrate experience with at least three (3) commercial contracts of similar size and scope with private companies or government agencies within the past five (5) years. Submit a list of such projects with your bid, including one reference and contact person for each project.

7.1 Licenses, CerƟficaƟons, and RegistraƟons

The Contractor shall meet all other license, cerƟficaƟon, registraƟon and any other requirements of the Federal, State, and local regulaƟons with jurisdicƟon in such maƩers as necessary to perform the contractual services requested in this solicitaƟon. Copies of such licenses, cerƟficaƟons, registraƟons and any other requirements shall be made available upon request by the City throughout the period of the agreement.

7.1.1 The successful Bidder must be a contractor with a Master Level Minneapolis Competency Card in the Oil

Burner, Steam/Hot Water, Warm Air/VenƟlaƟon, RefrigeraƟon, and Gas FiƩer or employ a Master in these categories to perform the services of this bid. Submit documenta on that your firm meets those requirements with your bid.

7.1.2 Bidder shall employ at least one (1) Minneapolis Competency Card Level Journeyworker, and one (1)

ApprenƟce. Each job should have a licensed worker on site at all Ɵmes. Depending on the nature of a job, it may not require two workers onsite. Bidders shall provide documenta on that your firm meets those requirements upon request by the City.

7.2 Criminal Background Checks

The Contractor shall submit names, social security numbers, and other informaƟon when requested in addiƟon to performing their own background check. The informaƟon will be used by the City to perform its own naƟon-wide criminal background checks when it is deemed necessary for reasons of security or confidenƟality. When this occurs, the

Contractor shall not send any workers to the job site who do not have a background check. If the Contractor needs to have materials delivered to the job site, deliveries from outside vendors must be approved in advance by the City Project

Manager.

SecƟon 8. Invoice & Payment All work requested under this Contract shall be placed on a City issued Purchase Order. Upon approval and final closeout as more fully described above, the Contractor shall submit an invoice detailing the appropriate charges and containing the designated Purchase Order number.

Contractor shall submit invoices and documentaƟon in Adobe PDF format compaƟble by email to:

submiƟnvoices@minneapolismn.gov

Upon receipt of invoice and final inspecƟon and acceptance of the service, the City will render payment within thirty

(30) days unless any items thereon are quesƟoned, in which event payment will be withheld pending verificaƟon of the amount claimed and the validity of the claim. The Contractor shall provide complete cooperaƟon during any such invesƟgaƟon.

The City will not pre-pay for service. All bills shall state the locaƟon and dates of service being billed. All fees, taxes, charges, surcharges, and revenue payments are to be itemized.

SecƟon 9. Bid Form A valid bid response shall include the following items. This informaƟon will become the basis for the evaluaƟon of the bid. In the event of a mathemaƟcal error, the Unit Price shall prevail.

9.1 Labor Rates

Labor hours paid under this Contract shall be only for producƟve hours at the job site. No minimum charge requirements will be accepted. Overhead, inclusive of, but not limited to includes but is not limited to esƟmates, office support, transportaƟon to/from the job, material acquisiƟon, and supervision, is not billable separately and shall be included in the producƟve hourly rate. Contractor's costs for travel Ɵme, service truck charges, and tool expenses shall be incorporated into the hourly rate for the respecƟve trade classificaƟon as stated on the Bid Form. No addiƟonal fee will be paid for travel/set-up Ɵme

9.2 Materials Markup

Bidders shall indicate the proposed markup from their actual cost on all other materials not listed on the bid form. In no instance shall the markup exceed twenty percent (20%) over the actual cost to the Contractor from their supplier. At any

Ɵme, the City may require the Contractor to provide proof of actual costs. This markup will be provided two ways:

1. Bid Factor

When responding to the Bid Factors, Bidders will be asked the following quesƟon.

During the term of this agreement, it may become necessary to purchase materials not listed on the bid form for this solicita on. Enter the markup from your actual cost that you propose to charge on these items as a percentage (e.g., 5%).

A response is required in order to submit a bid. Enter your proposed discount in this bid factor. If you intend to offer materials at cost, enter 0% for no mark-up.