Final_Draft_2024-1108B_HVAC_PM_Services.pdf

MELBOURNE AIRPORT AUTHORITY

INVITATION TO BID (ITB)

FOR

HVAC Preventative Maintenance and Services

ITB # 2024-1108B

Melbourne Orlando International Airport

One Air Terminal Parkway, Suite 220

Melbourne, Florida 32901 USA

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TABLE OF CONTENTS

PAGE

SECTION I Introduction 3

SECTION II Instructions to Bidders 4

SECTION III General Terms and Conditions 6

SECTION IV Special Conditions 12

SECTION V Scope 14

SECTION VI Bid Format and Requirements 15

Appendix A –Specifications 18

Appendix B – Required Forms 24

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SECTION I

INTRODUCTION

PURPOSE

The Melbourne Airport Authority (hereinafter referred to as “Authority or MLB”) is soliciting responses of sealed bids from qualified Bidders for HVAC Preventative Maintenance and Services. The services to be performed are described in the attached Scope of Work (SOW) (Appendix A: Scope of Work) and in accordance with the original equipment manufacturer (OEM) specifications and recommendations. The term of this contract is for two (2) years, with three (3) additional one (1) year renewal options.

BACKGROUND

Melbourne Orlando International Airport (MLB) continues to gain global recognition as Central Florida’s

Coastal Gateway and an epicenter of aerospace, defense and aircraft manufacturing. With MLB’s growing campus and neighborhood of notable companies, including Northrop Grumman, Embraer, L3Harris, Collins Aerospace, Thales and more, the airport is home to a daily population of more than 20,000 and generates an economic impact of $3 billion annually.

Flying to MLB lands you right in the heart of Florida’s Space Coast with immediate access to Brevard

County’s 72 miles of pristine beaches. It is the closest airport to Port Canaveral, the world’s second busiest cruise port, and is the closest airport to NASA’s Kennedy Space Center. Being located on Central Florida’s

Atlantic Coast also provides easy access to Orlando’s world-famous theme park corridor in just over an hour’s drive.

MLB serves over 700,000 passengers annually with scheduled service provided by Delta Air Lines, American Airlines, Allegiant Air, Sun Country Airlines, and TUI Airways (provides International service to 6 to 8 destinations in the U.K. and Scotland).

In March 2022, the world’s leading holiday company and the UK’s number one holiday provider, TUI, began historic service to MLB, marking the first-ever European airline and transatlantic service from seven

UK markets. Serving as TUI’s new gateway to Florida for all its UK customers, MLB anticipates more than

135,000 arriving international visitors in this first year with next year growing to over 170,000 arriving passengers. TUI operates two to three daily transatlantic flights with its 300 to 345-seat Boeing 787

Dreamliners.

MLB completed a $72 million Terminal Renovation and Expansion Project to accommodate the increase in passenger air service. The first phase of the terminal expansion and renovation included major upgrades, including three new common-use international/domestic jet bridges capable of handling wide-body aircraft, an expanded U.S. Customs facility, a new four-lane security checkpoint, a spacious new departure gate area with fresh restaurant and retail options, and a new International Welcome Center with immediate access to ground transportation.

To learn more about Melbourne Orlando International Airport (MLB), visit www.MLBair.com or stay connected by following @FlyMLB on Facebook, Instagram, Twitter and LinkedIn.

http://www.mlbair.com/

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SECTION II

INSTRUCTIONS TO BIDDERS

HOW TO OBTAIN ITB DOCUMENTS

Via email from the contact person below, DemandStar: demandstar.com

VendorLink: myvendorlink.com

CONTACT PERSON

Summer L. Wyllie-Vitt, Procurement Manager

E-mail: swyllie-vitt@mlbair.com

Office: (321) 723-6227 x 163

ITB PROPOSED SCHEDULE (Subject to change at Authority’s discretion via notification of addenda)

BID SUBMITTAL

Bids shall be addressed for delivery and clearly marked on the outside of the sealed package to:

Melbourne Airport Authority

Attn: ITB 2024-1108B HVAC Preventative Maintenance and Services

Office hours for receipt of sealed bids are: Monday through Friday, 8:00 AM through 4:00 PM., Eastern

Standard Time. Please note that a lunch office closure occurs from 12:30 PM to 1:00 PM. Bids may be hand delivered, express mailed, or otherwise sent to arrive prior or no later than the DUE DATE AND

TIME, as determined by the official date stamp clock for the Airport Authority offices. Late submissions will not be accepted. Bidders are advised that a bid must be accepted in the Airport Authority

Administration office by the closing date or time and delivery elsewhere at the Airport does not ensure receipt.

ELECTRONIC SUBMISSIONS

Electronic bidding is available on VendorLink. Electronic bidding will be held to the same bid submission due date as hard copies. To submit electronically, bidders should scan in full the required bid package items as outlined on the Bidder Response Sheet.

ITB Proposed Schedule Dates and Time

Bid Published Friday, November 8, 2024

Non-Mandatory Site Visit To Be Announced Via Addenda

Questions Due Wednesday, December 4, 2024 by 5:00 PM via email swyllie-vitt@mlbair.com

Bids Due Thursday, December 19, 2024 @ 3:00 PM mailto:swyllie-vitt@mlbair.com

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COMMUNICATION, QUESTIONS OR INQUIRES

From the date of ITB issue to the submission closing date, the Bidders shall not make available or discuss any part of their bids with any employee or agent of the Authority besides the designated procurement liaison of Procurement Manager, Summer Wyllie-Vitt. For communication purposes, all questions and inquiries regarding this ITB shall only be directed in writing to the attention of contact person list above.

Questions and/or information requests may be submitted as they occur, but NOT LATER QUESTION DUE

DATE AND TIME. Questions are to be emailed to swyllie-vitt@mlbair.com referencing “Questions ITB

2024-1108B HVAC Preventative Maintenance and Services” on the correspondence subject line.

Questions and answers shall be posted in an addendum to the solicitation. Any applicable addenda in relation to this ITB solicitation are required to be acknowledged on the price sheet following with their submission.

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SECTION III

GENERAL TERMS AND CONDITIONS

1. EXAMINATION BY BIDDERS

All Bidders must examine the specifications, schedules, special instructions, and these general requirements prior to submitting a bid. Failure to examine this ITB in its entirety is at the Bidder’s own risk.

2. EXCEPTIONS

Any deviations to these instructions or specifications must be requested during the Question and Answers period for consideration. Approved deviations or alternatives will be published via addenda.

Failure to note said exemptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. The Authority reserves the right to accept or reject any expectations based on the best interest of the Authority.

3. DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

Bidder must certify that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from transactions with any federal department or agency. Bidders are subject to the provisions of Section 287.133, Florida Statutes, whereby the State maintains a convicted vendor listing that excludes those suppliers from bid and bid submittal for a period of thirty-six (36) months as required by Executive Order 12549, Debarment and Suspension, and implemented under the applicable CFR, for prospective participants in covered transactions, as defined in the applicable CFR§215.13.

4. FIRM PRICES

Unit prices for all items bid must be firm on bid opening date and continue to remain firm for the duration of the contract term. Respondents must make allowances for any and all peripheral costs associated with the performance of the Contract; these allowances must be reflected in the unit prices bid. Bids having statements subject to unlimited price increase and/or addressing unknown charges above and beyond the unit prices bid to the Melbourne Airport Authority will not be considered and shall be deemed non-responsive. Bids submitted on the basis of prices in effect at time of shipment, or with the potential of added costs based on market fluctuations and/or trends shall not be considered and shall be deemed non-responsive.

5. BID BONDS (NOT REQUIRED for ITB 2024-1108B HVAC Preventative Maintenance and Services)

When a bid bond is required, each bid shall be accompanied by a surety company certified Bid Bond or Cashier’s Check made payable to:

ITB # 2023-0913

Depending on the requirements, the amount of surety shall not be less than the percentage or amount as outlined for the requirement per the ITB requirements (if applicable). Said amount is to be forfeited to the Authority should the Bidder, to whom the contract is awarded, fail to enter into the contract in accordance with the ITB.

The Authority will return all bonds or deposits to unsuccessful Bidders after the contract has been awarded.

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6. PERFORMANCE BONDS (NOT REQUIRED for ITB 2024-1108B HVAC Preventative Maintenance and

Services)

If required by the specifications, the successful Bidder must post a performance bond in the amount required prior to award of contract. The bid bond or deposit may be returned to the successful Bidder upon the posting of the performance bond.

When a Performance Bond is required, the awarded Bidder shall agree to furnish the Authority with a Performance Bond in the amount equal to one hundred percent (100%) of the total amount of the award for the initial period.

The Performance Bond shall be made payable to the Authority, executed by one or more surety companies authorized to do business in the State of Florida.

The Performance Bond shall be conditioned upon the awarded Bidder’s full performance of the service, in accordance with the plans, specifications, terms and conditions of the award by the Authority’s Board.

In the event the contract is renewed, a new Performance Bond, if applicable, shall be requested for one hundred percent (100%) of the total amount of the ITB for the renewal period.

7. WARRANTY

Bidder warranties that services rendered under this contract shall be performed with the degree of skill, care and judgement customarily accepted sound quality practices and procedures.

If service fails to meet the aforementioned criteria and/or is deemed to be inadequate in the judgement of the Authority, awarded Bidder shall re-perform the service or portion of the service that is unsatisfactory.

Awarded Bidder shall be liable for all costs and expenses incurred in the performance or corrective work and services, including travel, per diem, etc.

8. EXEMPTION FROM TAXES

The purchase of equipment, materials, and/or services by the Authority is exempt from the payment of excise, transportation, and sales tax imposed by the federal, state and/or other city governments.

Such taxes must not be included in the bid prices. Upon request, applicable federal excise exemption certificates will be furnished. In the case of leases, where tangible taxes are required, the Authority will pay those taxes.

9. ATTORNEY’S FEES

The parties agree that in the event of a dispute, each party will bear its own costs of litigation and attorney’s fees.

10. REQUIRED INSURANCE COVERAGE

The awarded Bidder shall, at the awarded Bidder’s sole expense, procure, maintain and keep in force for the duration of the contract insurance conforming to the requirements in this ITB. If delivering on site, the awarded Bidder shall furnish the Authority with a Certificate of Insurance (COI) for the following (note the limits are general minimums some coverage may require higher limits for industry standards):

COMPREHENSIVE GENERAL LIABILITY: Two Million Dollars ($2,000,000) combined single limit per occurrence including, but not limited to, broad form property damage, personal

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The policy must provide coverage for bodily injury, property damage, liability arising from premises and operations, independent contractors, products-completed operations, liability assumed under an insured contract (including tort liability of another assumed in an agreement) and hangar keeper’s liability. The Bidder shall require its vendors, vendees and subcontractors, to maintain a similar commercial general liability insurance policy with the same coverages for bodily injury and property damage, and that names the Authority as an additional insured.

AUTO LIABILITY: Two Million Dollars ($2,000,000) combined single limit per accident for any auto, hired autos, and non-owned autos for bodily injury and property damage.

WORKERS’ COMPENSATION AND EMPLOYEE LIABILITY: As required by the statutes of the State of Florida.

Employer’s Liability

- $ 1,000,000 bodily injury by accident for each person

- $ 1,000,000 bodily injury by disease for each person

- $ 1,000,000 bodily injury by disease, policy limit

FIRE INSURANCE: The Bidder shall obtain and maintain at all times during the Term of the

Agreement a fire insurance policy with coverage in the amount of at least One Million Dollars ($1,000,000) annually. The fire insurance policy shall name the Authority as an additional insureds.

UMBRELLA LIABILITY: Two Million Dollars ($2,000,000) excess policy per occurrence combined limit for bodily injury and property damage that follows form and applies in excess of the primary liability coverages required hereinabove.

The insurance companies shall have an A.M. Best's rating and financial size of at least A-, unless otherwise authorized by the review of the Airport Authority, and shall be licensed, admitted, and authorized to do business in the State of Florida.

The Bidder shall waive all rights of subrogation against Authority, its respective officers, elected, or appointed officials and employees for the recovery of damages to the extent that these damages are covered by any of the insurance policies required by this Agreement.

Certificates of insurance coverage, additional insured endorsements, waiver of subrogation endorsements and notice of cancellation or termination endorsements must be provided to the Airport's Procurement Manager.

Required insurance coverage shall be primary insurance and any insurance or self-insurance maintained by the Melbourne Orlando International Airport shall be excess of and non-contributory with vendors insurance.

The required COI must be signed by a person authorized to bind coverage on the behalf of the awarded Bidder. The COI must name the Authority as the Certificate Holder as follows:

Melbourne, Florida 32901

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The required insurance shall be in effect prior to any services rendered from the awarded Bidder by the Authority and shall continue in force as appropriate until completion of the contract term.

11. AWARD OF CONTRACT

The Authority reserves the right to waive any minor informalities or irregularities in bids and/or agreements in its best interest.

The Authority reserves the right to award an agreement on the basis of individual scope of service elements, groups of elements or all elements to a single Bidder, or combination of Bidders, or none.

Taking into consideration the specified evaluation criteria, the Authority will select the Bidder whose bid is most advantageous to the Authority.

Any additional contract/agreement documents conjoined as part of this ITB for final award consideration are subject to approval by The Authority’s legal counsel and may require approval of the Authority’s Board prior to execution.

Unless specifically stated herein, if any conflicts or inconsistencies exist between terms set forth in this ITB, the awarded Bidder’s bid, and any additional contract/agreement submitted by the awarded Bidder, the language in this ITB document shall take precedence.

Bid awards are subject to the Conflict of Interest provisions of Chapter 112, Florida Statutes.

12. LICENSE AND CERTIFICATION

Bidder must be licensed or incorporated to do business in the State of Florida.

Bidder shall possess all applicable license and/or certifications to perform type of service as described in this ITB.

13. EQUAL EMPLOYMENT OPPORTUNITY STATEMENT (EEO)

Bidders must ensure that employees and applicants for employment are not discriminated against for reasons of race, color, age, religion, sex, national origin, or handicapped status. Minority and female-owned businesses are encouraged to participate. The Authority is an Equal Opportunity/Veterans’ Preference employer.

14. DISAVANTAGED BUSINESS ENTERPRISES (DBE)

Disadvantaged Business Enterprises (DBEs) are encouraged to respond to this solicitation. The goal is to provide a good faith effort for DBE participation.

15. AMERICANS WITH DISABILITIES ACT (ADA)

Bidders are to be knowledgeable and comply with the requirements of the ADA.

16. COMPLIANCE WITH APPLICABLE LAW

Federal, state, county, and local laws, ordinances, rules, and regulations that in any manner affect the item(s) covered herein apply. Lack of knowledge by Bidder shall in no way be cause for relief from responsibility.

17. LIABILITY

The awarded Bidder shall hold and save the City of Melbourne Airport Authority, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of a purchase order that may result from the bid.

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18. BID AWARD

The contract may be awarded either to the lowest responsive, responsible bidder. In determining these factors the Authority may consider:

a. The purchase price;

b. The reputation of the bidder and of the bidder’s goods or services;

c. The quality of the bidder’s goods or services;

d. The extent to which the goods or services meet the Authority’s needs;

e. The bidder’s past relationship with the Authority;

f. The total long-term cost to the Authority to acquire goods or services; and

g. Any relevant criteria specifically listed in the Invitation to Bid.

19. BID/PROPOSAL TIE

In the event of a tie score, award preference shall be given in the following order:

Bidder has a drug free workplace program in conformance with Florida Statute Chapter 287.087

Local Bidder’s office is located within the incorporated limits of the City of Melbourne.

Bidder’s business office is located within Brevard County.

The Authority determines in its sole discretion that it is no longer economically viable and/or advantageous to proceed with procurement of the services as described on this

ITB

20. REJECTION OF BIDS/PROPOSALS

The Authority reserves the right to reject any and all bids received, or any part thereof. Bids may be rejected for any of, but not limited to, the following causes:

ITB lacks signature by an authorized representative of the Bidder Evidence of collusion among Bidders exist Evidence submitted by Bidder leads the Authority to believe that the Bidder will be unable to carry out the obligations of the agreement and complete the work described.

The Authority investigation determined that Bidder is not qualified to meet the obligations of the agreement and complete the work described.

Cost of service exceeds budgetary constraint.

21. PROPOSAL NEGOTIATIONS

The Authority shall attempt to negotiate with the Bidder recommended for award prior to award by the Authority’s Board.

If the Authority is unable to negotiate a satisfactory contract with the recommended Bidder, the Authority shall, formally and in writing, end negotiations with that Bidder and proceed to negotiate with the next Bidder in the order of the selection ranking until a successful contract agreement is reached or negotiations with all ranked Bidders end.

At its sole discretion, the Authority reserves the right to award an agreement without negotiation based upon written bids.

The Authority reserves the right to accept any bid, which it deems most favorable to the

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Authority and to reject any or all bids or any portion of any bid submitted, which is not in the Authority’s best interest.

22. FORCE MAJEURE

Neither party shall be liable for failure or delay in performance under any agreement anticipated by this order in whole or in part to an act of God, strike, lockout or other labor dispute, civil commotion, sabotage, fire, flood, explosion, acts of any government, unforeseen shortages or unavailability of fuel, power, transportation, raw materials or supplies, inability to obtain or delay in obtaining governmental approvals, permits, licenses or allocations, and any other causes which are not within such party’s reasonable control, whether or not the kind is specifically enumerated above. During any period of Bidder’s inability to perform, the Authority may acquire from others said goods or services without incurring liability to Bidder.

23. BIDDER PROTEST

Any actual or prospective bidder or Bidder, aggrieved in connection with a solicitation or award of a bid or contract may protest to the Director of Finance and Administration in accordance with established procedures in the Authority’s Purchasing Manual.

NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO THAT VARY FROM THE ABOVE SHALL

HAVE PRECEDENCE.

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SECTION IV

SPECIAL CONDITIONS

1. REQUEST FOR APPROVED EQUALS

a. In all cases materials must be furnished as specified. Where brand names or specific items or processes are used in the specifications, consider the term “approved equal” to follow. However, a request for approval for any proposed substitution or “approved Equal” must be submitted in writing to the Airport Administration Office prior to submission of a bid and acceptance of the substitute will be at the Airport Authority’s discretion. The bidder may be required to supply the Authority with performance data, samples and guarantees as a condition of acceptance of any proposed alternatives. Requests for approved equals may be emailed to Summer L. Wyllie-Vitt at swyllie-vitt@mlbair.com. An addendum will be issued if there are approved equals.

b. ALL BIDDERS MUST CONFORM TO THE FINAL APPROVED SPECIFICATIONS. The product furnished must be of first quality. The design of the body and equipment which the manufacturer proposes to furnish must be such as to produce a manufacturer or purchased under subcontract from an outside supplier.

c. All equipment shall be delivered ready for operation and the bidder shall assume all responsibility and liability incident to said delivery.

d. Manufacturers shall assume responsibility for materials and accessories used in the equipment whether the same are made by the manufacturer or purchased under subcontract from an outside supplier.

The prices submitted shall include all items of labor, materials, tools, equipment and other costs necessary to fully complete the manufacture and delivery of the equipment pursuant to these specifications. Any items omitted from the specifications which are clearly necessary for the completion and operation of such equipment shall be considered a portion of such equipment, although not directly specified or called for in these specifications.

2. SUBMISSION OF REQUESTS FOR CHANGES

All requests for approved equals, contract modifications and clarifications must be submitted in writing no later than the question due date to Summer Wyllie-Vitt, Procurement Manager, at the address listed on Page 1 of the bid document. Requests for approved equals must be submitted by the question’s deadline on page 1.

3. QUALITY

Equipment must meet or exceed specifications. Alternate bids are not solicited, nor will they be considered.

4. DELIVERY

Bidders are cautioned that when stating delivery time, they are required to be as realistic as possible.

5. ACCEPTANCE/PAYMENT

Delivery of equipment does not constitute acceptance for the purpose of payment. Final acceptance and authorization of payment shall be given only after a thorough inspection indicates that the equipment meets specifications and conditions listed below. Should the delivered equipment differ

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6. WARRANTY

If bidding new model: Failure by any manufacturer's authorized dealer to render proper warranty service/adjustments, including providing a copy of the warranty work order to the Authority, may subject that dealer to suspension from the Authority’s approved vendor listing until satisfactory evidence of correction is presented to the Director of Finance and Administration. Payment will be withheld pending warranty repairs and adjustments.

The successful bidder will be responsible to rectify all warranty claims. This will include, but not be limited to, all attachments, appendices or modifications that are included in the specifications.

If bidding used model: The bidder shall indicate years remaining on existing warranty and attach terms; and provide any additional guarantees if any on used equipment transference from the bidder.

7. PRODUCTION DATE/ACKNOWLEDGMENT

Upon award, factory production date shall be furnished by the successful Bidder. In any case, written acknowledgment of all Purchase Orders received shall be submitted to the Purchasing Manager immediately (same day) upon receipt of said Purchase Orders.

This acknowledgment, one for each purchase order, will confirm the delivery date shown on each purchase order. Any change in the delivery date will be indicated on the acknowledgment along with a brief statement explaining the change.

The acknowledgments shall also include the name and phone number of the person in your firm responsible for tracking the status of the equipment we have on order with your firm.

Send the acknowledgment to:

Summer Wyllie-Vitt

One Air Terminal Parkway, Suite 220 Melbourne, FL 32901

OR

swyllie-vitt@mlbair.com

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SECTION V

SCOPE

Specifications for this equipment purchase are outlined in Appendix A:

Specifications.

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SECTION VI

Bid Format and Requirements

1. SUBMISSION OF BID

Please provide the following:

Bid Submission Form Notice of ITB Exemptions/Deviations Conflict of Interest Public Entity Crimes (two pages) Non-Collusive Affidavit Certification of Debarment E-Verify Form

ITB and any signed/acknowledged shall be submitted in a sealed envelope or box addressed and

CLEARLY MARKED ON THE OUTSIDE OF THE SEALED PACKAGE TO:

Attn: ITB 2024-1108B HVAC Preventative Maintenance and Services

In order for an ITB to be considered, it is mandatory that the ITB documents be received and time-stamped in the Airport Authority Office. Bids may be hand delivered, express mailed, or otherwise sent to arrive prior to the submission due date as outlined in the solicitation, as determined by the clock for the Airport Authority offices. Late submissions will not be accepted.

THE FOLLOWING INFORMATION MUST BE INCLUDED:

BIDDER’S RESPONSE SHEET

An authorized representative of a Bidder’s firm must sign the Bidder Response Sheet (refer to Appendix B). An unsigned form may be disqualified/rejected.

Bidders must acknowledge receipt of addenda’s by signing the Bidder Response Sheet. It is the Bidder’s responsibility to ensure review and receipt of any addenda. Failure to submit an acknowledgement of an addendum may result in rejection of an ITB.

If Bidder’s chose to download the ITB from the Authority website, Bidders must provide their name, address and phone number to Summer Wyllie-Vitt at swyllie-vitt@mlbair.com to ensure they receive any Addenda issued.

If Bidder is a member of DemandStar and has downloaded a bid document from DemandStar at demandstar.com, Bidder will electronically receive from DemandStar any Addenda issued.

If Bidder is a member of VendorLink and has downloaded a bid document from

VendorLink at myvendorlink.com, Bidder will electronically receive from VendorLink any Addenda issued.

http://www.demadstar.com/

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REQUIRED FORMS (Appendix B)

Bids with unsigned or unnotarized forms may be deemed as unresponsive and therefore, disqualified from evaluation. Reference Appendix B for all required forms.

A. PRICE SCHEDULE FORM

Bidders shall provide the price inclusive of delivery, training, and required all specification in accordance with the instructions indicated in the bid document.

A bid will be subject to being considered irregular and may be rejected if it shows omissions, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind.

Bidders are to enter unit price and period of time pricing is valid. Bidder are to identify the item bid, including year, brand name and model number, if applicable. An estimated lead time for delivery of bid item is to be provided.

Bidder agrees that bid shall be good and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receiving bids.

B. CONFLICT OF INTEREST FORM

Bid awards are subject to the Conflict of Interest provisions of Chapter 112, Florida Statutes.

C. PUBLIC ENTITY CRIMES FORM

Bidders are subject to the provisions of Section 287.133, Florida Statutes, whereby the State maintains a convicted vendor listing that excludes those suppliers from bid submittal for a period of thirty-six (36) months. Bidders must provide signed and notarized Sworn Statement.

D. NON-COLLUSIVE AFFIDAVIT FORM

If there is reason to believe that collusion exists among the bids, the Authority may refuse to consider bids from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one bid for the same work unless alternate bids are requested. Reasonable grounds for believing that any Bidder is interested in more than one bid for the same work will cause the rejection of all bids for the work in which a Bidder is interested. If there is reason to believe that collusion exists among the Bidders, the Authority may refuse to consider bids from participants in such collusion.

E. CERTIFICATION DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

As required by Executive Order 12549, Debarment and Suspension, and implemented under the applicable CFR, for prospective participants in covered transactions, as defined in the applicable CFR§215.13.

F. NOTICE OF EXEMPTIONS AND/OR DEVIATIONS

Exceptions to the Terms, Conditions and Specifications of this ITB must be noted.

Failure to note said exceptions shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified.

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G. E-Verify

All Bidders shall be advised that upon subsequent execution of the Contract, the Melbourne Airport Authority shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing the use of the system, to confirm the employment eligibility of all persons, including subcontractors, assigned by the Authority to perform work pursuant to the Contract between Authority and the selected Bidder.

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APPENDIX A: SPECIFICATIONS

Attachment A: Bid Submission Price Sheet and Attachment B: Equipment Inventory List are to be published in Addendum 1, included in this publication as a separate PDF document available for download.

Bidders shall retain professional personnel who have successfully and competently provided municipal facility HVAC preventative maintenance and service on projects of similar scope and complexity. It shall be the Bidder’s responsibility to develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the Authority representative(s), all aspects of HVAC systems in the

Authority's defined facilities. For the purpose of this ITB, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with a minimal downtime. The routine maintenance and as needed repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Bidder's maintenance program and repairs shall, at a minimum, include but not limited to the specifications outlined herein. Bidders shall provide Licensed/Certified service personnel - North

American Technician Excellence (NATE) certification, appropriate EPA Certification, license and training pertaining to the Federal Clean Air Act under Section 608.

The awarded Bidder will be required to pass Transportation Security Administration (TSA) and Criminal

History Record Check (CHRC) for all personnel assigned to work under this agreement. Security checks will be coordinated through the Melbourne Airport Police Department (MAPD). MAPD will run security checks of all personnel assigned to work under this agreement. The records check will include finger printing, Florida Driver's License check and a Security Threat Assessment. The Bidder will be responsible for the costs associated with this process. Additional checks will be required every two years or for all new employees during the lifetime of the agreement and all expenses shall be borne exclusively by the

Bidder. The Authority reserves the right to approve/refuse any prospective employees of the Bidder as a result of a Security Threat Assessment and background check.

EMERGENCY CALL OUT SERVICE

Bidder shall provide 24 hour emergency service as needed in all aspects of HVAC emergency repair for the Authority's facilities included in this specification. Bidder shall have working personnel on-site within two (2) hours for equipment located at ATCT facility and within two (2) hours for all other facilities.

EQUIPMENT PREVENTATIVE MAINTENANCE

These tasks listed below are designed to place the equipment into prime operating condition so that the equipment will operate effectively, reliably, and efficiently.

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ROOFTOP PACKAGED UNITS

1. Filters changed quarterly on a minimum basis or as required.

2. Preventative maintenance service to be performed quarterly.

3. Lock out and tag out equipment as required.

4. Check all electrical wiring, connections. Tighten as required.

5. Check all motor starter contactor surfaces for wear.

6. Clean electrical control enclosures.

7. Lubricate air handling unit motor bearings and fan bearings, if applicable.

8. Check air handling unit belts for wear.

9. Check belt tension and sheave alignment.

10. Check belt and change as required.

11. Check condition of evaporator coils. Chemically clean as required.

12. Check and clean condensate drains, drain line and pan annually.

13. Inspect air handling unit fan assembly.

14. Lubricate condenser motors as required.

15. Chemically clean condenser coil and fan blades annually.

16. Check structural integrity of unit.

17. Check all mounting hardware, tighten as needed.

18. Check and calibrate controls.

EXHAUST FANS

1. Preventative Maintenance.

2. Lock out tag out equipment as required.

3. Check all electrical wiring and connections and tighten.

4. Check all motor starter contactor surfaces for wear.

5. Clean starter and electrical control enclosures.

6. Lubricate motor bearings and fan bearings.

7. Check exhaust fan belts for wear, replace as required.

8. Check belt tension and sheave alignment. Adjust as required.

9. Inspect exhaust fan unit assembly.

10. Check all mounting hardware. Tighten as required.

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PACKAGE UNITS

1. Preventive maintenance.

2. Change filter quarterly on a minimum basis. Increase as necessary.

3. Check unit voltage and record.

4. Lubricate motors as required.

5. Check for proper combustion and flue gas relief.

6. Record discharge temperature, heating and cooling modes.

7. Record return air temperature.

8. Check and adjust operating and safety controls.

AIR HANDLER

1. Perform maintenance quarterly.

2. Lockout tag out equipment.

3. Check starter contacts for excessive wear.

4. Tighten all starter wire connections.

5. Check belts, adjust or replace as needed.

6. Check belt tension and sheave alignment. Adjust as required.

7. Meg-Ohm motor and record annually.

8. Check fan motors amps.

9. Clean and lubricate unit motor bearings and fan bearings.

10. Check operation of economy dampers.

11. Lubricate all dampers and linkages as necessary.

12. Check operation of static vane {if applicable).

13. Visually check all coils for leaks {annually).

14. Check and record all coil delta T {annually).

15. Inspect all mounting hardware, tighten as needed.

16. Clean and lubricate components.

17. Check operation of zone dampers.

18. Check and adjust operating and safety controls.

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AIR- COOLED WATER CHILLERS {quarterly maintenance)

1. Inspect water inlet and outlet for leaks.

2. Clean out and inspect the sump for corrosion.

3. Cooling coils need to be inspected and surfaces cleaned. Check for leaks, corrosion, or bent fins.

4. The zone control actuators should be inspected, cleaned, and all adjustments made.

5. The compressor needs various areas checked, these include: refrigerant charge, vibration, crankcase heater, oil levels and changes, operating temperatures, and if there are any leaks of refrigerant or oil.

6. Condenser fans should be cleaned, bearings need to be checked for wear and lubricated, and belts and couplings need to be checked and tightness checked or adjusted as necessary.

7. The condenser coil should be check for corrosion and leaks and all finds or combs need to be checked for bent sections.

8. The electrical disconnect should be inspected for proper operation and the contacts should be inspected and cleaned.

9. The exhaust air damper needs to be inspected for proper operation, have the bearings lubricated, and calibrate or adjust it for optimal operation.

10. Return air dampers also should be checked for proper operation, calibration, and bearings be lubricated.

11. Damper should also be inspected, calibrated, and bearings lubricated.

12. Filter dryer also should be inspected quarterly.

VARIABLE FREQUENCY DRIVE

1. Check unit operation quarterly.

2. Check fault history report.

3. Check operation of manual bypass.

4. Verify drive signal increase and decrease.

5. Check and tighten all electrical connections.

6. Check starter contacts for wear.

ANNUAL MAINTENANCE

Bidder will perform scheduled annual preventive maintenance in accordance with a program of standard routines as determined by experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life of the Authority's

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Equipment Inventory list.

AIR FILTER CHANGING SERVICE

This service will maintain indoor air quality by changing filters quarterly and minimizing dust and particles from collecting on ductwork. This service will insure proper flow through cooling and heating coils, thus preventing restrictions in airflow, leading to higher system and energy efficiency. The equipment included under this service is itemized in the Equipment Inventory List of the ITB. In the event the air filter material or cleaning requires different frequencies than indicated (due to experience or changes in operating conditions), recommendations will be made for approval by the Authority's

Representative to adjust the frequencies and any associated price.

Bidders are to provide pricing options for Preventative Maintenance both with and without filter supply costs.

AIR COOLED CONDENSER COIL CLEANING

This service will improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility. The equipment included under this service is itemized within the Equipment Inventory list.

EVAPORATOR COIL AND CLEANING

Bidder will clean air handling unit evaporator coils that will help improve air circulation in the air distribution system, and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the Bidder and Authority's Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and or other devices that allow the proper cleaning of the coil. The equipment included under this service is itemized within the Equipment

Inventory list.

OPERATING INSPECTION- Cooling

This service will help to assure mechanical equipment continues to operate efficiently, safely and with little operating disruptions. Bidder will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by our experience, the equipment manufacturer's published recommendations, equipment application, and location. A detailed list of the included with this service is in the Equipment Preventative Maintenance section within the scope of work (SOW) of this ITB. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. The equipment included under this service is itemized in the Equipment Inventory list.

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WORK DOCUMENTATION

The Bidder will provide a standard work documentation following completion of all work. The document must include sufficient information to identify facility where work was performed, equipment and/or components on which work was performed, purpose of work, date and time work was performed, parts used, type and amount of chemicals/refrigerants, and the name/certification # of technician(s) executing the work.

Attachment A: Bid Submission Price Sheet and Attachment B: Equipment Inventory List are to be published in Addendum 1, included in this publication as a separate PDF document available for download.

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APPENDIX B: REQUIRED FORMS

This appendix contains all forms that must be submitted with each bid. Bids with unsigned or unnotarized forms may be deemed unresponsive and therefore, disqualified from evaluation.

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BIDDER RESPONSE SHEET

This sheet must be signed and returned with your bid response

ACKNOWLEDGEMENT OF ITB NO: ITB 2024-1108B HVAC Preventative Maintenance and Services

FORMAT CHECKLIST (refer to section VI)

Required Forms

Bidder Response Sheet Bid Submission Form Notice of ITB Exemptions/Deviations Conflict of Interest Public Entity Crimes (two pages) Non-Collusive Affidavit Certification of Debarment E-Verify Form Reference Sheet

The undersigned hereby acknowledge the receipt of the following documents:

Addenda Acknowledgement (if provided) Addendum No:___________ Dated:____________

Addendum No:___________ Dated:____________

Addendum No:___________ Dated:____________

Addendum No:___________ Dated:____________

BIDDER’S CERTIFICATION:

The signed Bidder certifies that he/she has read and thoroughly understands the terms, conditions, and specifications contained in this ITB, and that the items of material or services offered in its bid meets the required minimum specifications. It is understood that any item offered as an alternate not meeting specifications might be rejected.

Bidder further certifies that all information contained in this bid is truthful to the best of Bidder’s knowledge and belief and that he/she is duly authorized to submit the bid on behalf of the vendor/contractor and that the vendor/contractor is ready, willing, and able to perform if awarded a contract.

Bidder offers and agrees to furnish services specified in the ITB at the prices or rates quoted in its bid, including the following:

The Bidder certifies, by submission and signature of this bid that the Bidder complies fully with the drug-free workplace certificate. Please indicate below, whether Bidder’s company meets the drug-free workplace certification:

[ ] Does meet Drug-free Workplace Certification [ ] Does not meet Drug-free Workplace Certification

Taxpayer ID, Federal Employer ID, or SSN

Phone

Company Name Authorized Officer Signature

Mailing Address

Typed/Printed Name

City-State-Zip

Title

Email Address

Date

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BID SUBMISSION FORM

Bidders are required to complete the Excel spreadsheet (Attachment A: Bid Submission Price Sheet), along with this signature form. Please print a copy of the Excel sheet and submit, along with an electronic copy. If submitting in hard copy, please include a CD/USB drive of your Excel sheet completed.

Date: _______________________

Subject: ITB 2024-1108B HVAC Preventative Maintenance and Services

We, the undersigned, declare and certify that:

We offer to supply in conformity with the bidding documents, including the Melbourne Airport Authority’s

General and Special Conditions, and in accordance with all bid specifications and requirements.

The total price of our bid is as outlined in attached Excel sheet detail. The Airport reserves the right to award in any combination of options or none.

Bidder agrees that bid shall be good and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receiving bids.

SIGNATURE COMPANY NAME

PRINT NAME OF CERTIFYING OFFICIAL BUSINESS ADDRESS

CITY, STATE, ZIP CODE

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NOTICE OF ALTERNATIVES

Alternatives to the Terms, Conditions and Specifications of this ITB must be noted in the space provided.

Failure to note said alternatives shall be interpreted to convey that Bidder shall propose to perform in the manner described and/or specified. If more space is required, please attach additional sheet(s) referencing ITB title and number. This form must be signed whether or not there are alternatives noted.

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CONFLICT OF INTEREST CERTIFICATE

ITB No._____________________________

Bidder must execute either Section I or Section II hereunder relative to Florida Statute 112.313(12).

Failure to execute either section may result in rejection of this bid proposal.

SECTION I

I hereby certify that no official or employee of the City or independent agency requiring the goods or services described in these specifications has a material financial interest in this company.

Signature Company Name Name of Official (type or print) Business Address

City, State, Zip Code

SECTION II

I hereby certify that the following named City official(s) and employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of Interest Statements with the Supervisor of Elections prior to bid opening.

Name Title or Position Date of Filing

Print Name of Certifying Official Business Address

City, State, Zip Code

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PUBLIC OFFICIAL DISCLOSURE

Section 126.111 of the Purchasing Code requires that a public official who has a financial interest in a bid or contract make a disclosure at the time that the bid or contract is submitted or at the time, that the public official acquires a financial interest in the bid or contract. Please provide disclosure, if applicable, with bid.

Public Official______________________________________________

Position Held _______________________________________________

Position or Relationship with Bidder _______________________________________________

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NON-COLLUSION AFFIDAVIT

By signing this offer, the Bidder certifies that this offer is made independently and free from collusion.

Bidder shall disclose below, to the best of his or her knowledge, any Melbourne Airport Authority officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1), Florida Statutes, who is an officer or director, of, or has a material interest in the Bidder's business and who is in a position to influence this…