HEATING_AND_VENTILATION_MECHANICAL_EQUIPMENT_SERVICE_RE-BID_(Addendum_#2_Revision).pdf

INVITATION TO BID

24/25-4

HEATING AND VENTILATION MECHANICAL EQUIPMENT SERVICE

RE-BID

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: August 2, 2024

DEADLINE FOR QUESTIONS: August 13, 2024

RESPONSE DEADLINE: August 16, 2024, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

24/25-4

HEATING AND VENTILATION MECHANICAL EQUIPMENT SERVICE RE-BID

I. Introduction II. Instructions to Bidders

III. Insurance and Indemnification Requirements IV. Standard Instructions for Supplies, Materials & Equipment V. Project Details

VI. Living Wage Ordinance VII. Vendor Submissions

VIII. Pricing Table

Attachments:

T - Manchester Living Wage Certification

Invitation To Bid #24/25-4 Title: HEATING AND VENTILATION MECHANICAL EQUIPMENT SERVICE RE-BID

1. Introduction

1.1. Summary

The Town of Manchester is soliciting bids to contract for preventive maintenance (PM) services to HVAC systems to Town facilities. Work shall include all recommended annual preventative maintenance and services as outlined in the specifications.

The Town of Manchester is also soliciting bids to contract for routine and emergency repair services to

HVAC systems. The Town intends to have one or more Contractor(s) available for facility H.V.A.C.

systems services. Work shall be assigned to contractors based on factors including a) experience level,

b) pricing of work assignments and c) past work history in accordance with labor and markup rates provided in response to this solicitation.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Facilities

Department Head:

Chris Till

Facilities Director

1.3. Timeline

Release Project Date August 2, 2024

Question Submission Deadline August 13, 2024, 4:00pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Bid Opening Date and Time August 16, 2024, 11:00am

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2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Friday, August 16, 2024

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Insurance and Indemnification Requirements

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the Purchasing Division. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident,

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

•If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

•Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence.

Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services.

The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate. This insurance requirement applies when a contractor will be performing environmental clean-up work

(decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

Version 4.2.2024

4. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. Project Details

5.1. Heating & Ventilation Equipment Preventive Maintenance and Services

The Town of Manchester is soliciting bids to contract for preventive maintenance (PM) services to HVAC systems to Town facilities. Work shall include all recommended quarterly preventative maintenance and services at all locations, except for the Public Works - Fleet Garage & Police Department Garage, which shall be monthly, as outlined in these specifications.

The Town of Manchester is also soliciting bids to contract for routine and emergency repair services to

HVAC systems. The Town intends to have one or more Contractor(s) available for facility H.V.A.C.

systems services. Work shall be assigned to contractors based on factors including a) experience level,

b) pricing of work assignments and c) past work history in accordance with labor and markup rates provided in response to this solicitation.

5.2. Site Locations for Heating & Ventilation Equipment Preventative Maintenance and Services

01. Public Works- Fleet Garage;

263 Olcott Street

02. Town Hall;

41 Center Street

03. Weiss Center;

479 Main Street

04. Lincoln Center;

494 Main Street

05. Police Department HQ;

239 Middle Turnpike East

06. Police Department Service Garage;

239 Middle Turnpike East

07. Mary Cheney Library;

586 Main Street

08. Probate Court;

66 Center Street

09. Public Works - Field Services;

321 Olcott Street

10. Landfill Scale house (Sanitation);

311 Olcott Street

11. East Cemetery;

220 East Center Street

12. Public Works - Vehicle Wash Bay Building;

263 Olcott Street

13. Northwest Park;

448 Tolland Turnpike

14. Senior Center;

549 Middle Turnpike East

15. Recreation Department;

39 Lodge Drive

16. Youth Services Bureau;

263 Linden Street

17. Community Y;

78 North Main Street

18. Whiton Library;

100 North Main Street

19. Office of Neighborhood & Families;

153 Spruce Street

20. Work Space;

901/903 Main Street

21. M.E.L.C. (Front);

80F Waddell Road

22. M.E.L.C. (Rear);

80R Waddell Road

23. IOH Pool @ Manchester High School;

134 Middle Turnpike East

24. Lutz Museum;

247 South Main Street

25. Nathan Hale School;

160 Spruce Street

26. Nike Site;

232 Garden Grove Road

27. Nike Site;

241 Garden Grove Road

28. Nike Site;

260 Garden Grove Road

29. Nike Site;

280 Garden Grove Road

30. Nike Site;

281 Garden Grove Road

31. Nike Site;

255 Garden Grove Road

32. Fire Station #1;

128 McKee Street

33. Fire Station #2;

75 Center Street

34. Fire Station #3;

11 Weaver Road

35. Fire Station #4;

105 Highland Street

36. Fire Station #5;

331 Tolland Turnpike

37. Globe Hollow Water Treatment Plant;

125 Spring Street

38. Water Shop Garage;

192 Charter Oak Street

39. Wastewater Treatment Plant;

120 Thrall Road

40. Washington School/ Mahoney Recreation Center

94/110 Cedar Street

41. Fire Station #6

138 Main Street

42. Fire Station #7

1039 Tolland Turnpike

43. Main Building

18 Main Street

44. Old Fire Station

32 Main Street

45. Fire Engine Repair Facility

361 Hilliard Street

5.3. Payment

Services performed under this contract shall be paid for by the Town of Manchester within 30 days upon receipt of a proper invoice for work performed. Proper is defined as reflecting actual work performed in accordance with contract requirements and invoiced according to the terms of this contract.

5.4. Licensing

Bidders shall, at the time of the bid, provide proof that they hold a current and valid S-1 unlimited license for the State of Connecticut.

5.5. Experience

The Contractor shall demonstrate that they have worked with similar contracts or systems and have been in business under the present name for not less than five (5) years in the State of Connecticut by providing a copy of Incorporation or other documentation as may be deemed acceptable by the

Town. Failure to comply may result in the contractors bid rejection.

5.6. Contract Administration and Manpower Requirements

The Contractor will provide designated contacts for service appointments, PM scheduling, and contract billing/administration.

The Contractor will provide a list of at least four factory trained service technicians qualified to perform the required service work who shall reside within a sixty (60) mile radius of the Town of Manchester.

5.7. Material Inventory

The Contractor must be able to demonstrate that they maintain an adequate inventory of replacement parts and product at their local office, and that their service vehicles are adequately stocked. An inventory value of material owned by the service company for local repair and replacement must be disclosed with the bid package. Failure to comply may result in the contractors bid rejection.

5.8. Tools and Test Equipment

The Contractor must be able to demonstrate that they own and maintain locally the proper tools and test equipment required to perform the services as covered under this agreement.

5.9. Scheduled Preventative Maintenance Visits

Scheduled preventative maintenance visits covered under this contract shall be performed Monday through Fridays, 7:30 AM to 3:30 PM. The Town reserves the right to divide the award of the preventative maintenance portion of this contract to multiple contractors if it deems that it is in the best interest of the Town to do so.

5.10. Routine and Emergency Service Work

The Contractor(s) shall be available during normal working hours to perform Routine Service Work and to perform Emergency Service Work after normal working hours, weekends and holidays. The

Contractor(s) shall be capable of responding to an emergency call within two (2) hours after receiving the emergency call. The Contractor(s) shall provide after-hours emergency phone numbers upon award of the contract. The Contractor(s) shall also be available for scheduled repairs in all Town buildings as needed.

The Town does not guarantee any amount of routine service or emergency service work to the contractor awarded the preventative maintenance portion of this bid. The Town reserves the right to provide opportunities for routine service or emergency service work to multiple contractors .

5.11. Outsourcing/ Subcontracting

At no time will the Town allow the Contractor to subcontract any portion of this contract to other vendors without prior written approval by the Town of Manchester. Any violation of this provision may result in immediate termination of the contract.

5.12. Scheduled Tasks and Records

The Contractor shall execute scheduled maintenance per a task-based system, and is responsible for complying with all manufacturers’ recommended maintenance procedures on all equipment covered under this contract.

The Contractor shall maintain and update the HVAC Equipment List provided by the Town by updating and correcting Make/Model/SN/Date of Installation for each piece of equipment serviced under this contract. The Town intends to use this list as the basis for asset management to develop schedules and budgets for HVAC equipment replacement.

5.13. Engineering Assistance

The Contractor shall meet monthly with the Town to review the condition of HVAC equipment and recommended repairs and capital replacements. The cost for this time (up to 12 hours per year) shall be included in the fixed fees for PM as part of the contractor’s OH&P. No additional compensation will be allowed.

The Contractor shall advise the Town of any improvements or replacements which maybe identified that would either improve performance or conserve energy related to the operations of the buildings covered under this contract. Any such recommendations or changes by the Contractor must be approved by a Connecticut-licensed Professional Engineer.

5.14. Customer References

The bidders shall submit with the bid package a list of customers including: customer name, address, telephone number and site contact name for current active contracts. Failure to comply may result in rejection of the bid proposal.

5.15. Management Employee Background

The bidders shall submit with the bid package a description of the relative work experience and education by the management level employees of the company. Failure to comply may result in rejection of the bid proposal.

5.16. Written Safety Policy

The Contractor shall provide upon request a copy of their Written Safety Policy including ladder safety, personal protection devices, hazardous waste handling, and MSDS sheets as it relates to this contract. Failure to comply may result in rejection of the bid proposal.

5.17. Drug and Alcohol Abuse Policy

The Town of Manchester requires their employees and contractors to abstain from drug and alcohol use to maintain a safe workplace environment for all employees. The Contractor shall provide upon request a copy of their Policy on Drug and Alcohol Abuse including pre-employment drug screening, periodic random drug testing, and programs to help employees with substance abuse problems. Failure to comply may result in rejection of the bid proposal.

5.18. Material Repair and Replacement

The Contractor shall inform and gain approval from the Town for the replacement of any parts or equipment that is unable to function as originally designed and require repair or replacement. Records of parts replacement recommendations shall be maintained on PM checklists that shall be attached to invoicing for PM services.

5.19. Preventative Maintenance Proposal and Bid Prices

All Bid prices for Preventative Maintenance shall include labor, materials, equipment, supplies, etc. to perform the work. No additional charges shall be allowed by the Town for mileage, fuel surcharges, travel time, etc.

The Contractor shall perform all of the tasks indicated on the Equipment Maintenance Checklist* listed for each piece of HVAC equipment on the HVAC Equipment List* for each building. With the exception of the Public Works - Fleet Garage & Police Department Garage, all Preventative Maintenance shall be performed quarterly. The Public Works - Fleet Garage & Police Department Garage shall be performed monthly. Seasonal equipment that is only in service for the heating or cooling season shall receive

Preventative Maintenance upon seasonal startup, approximately 3 months after start-up, and seasonal shutdown, as required. Contractors bid prices for this work for each building shall include all labor, materials, equipment, supplies, components such as filters, belts, lubricants, etc. necessary to perform the work outlined in the bid.

*See Attached, Equipment Maintenance Checklist, and HVAC Equipment List (listed by building).

5.20. Scheduled and Emergency Services Proposal and Bid Prices

For scheduled service work and unscheduled visits, the Contractor shall perform work on an hourly rate basis at the rates indicated within the Bid Proposal. This hourly rate shall include all tools and equipment and shall begin upon arrival at the job site and end at the completion of and departure from the site. On visits where parts and materials are needed the contractor shall invoice, and include copies of invoices for materials used, allowing for a ten (10%) percent markup over wholesale prices. For bidding and award purposes only, the Town has estimated the number of hours for unscheduled repair visits during the contract year. This is only an estimate and the Town shall only pay for actual work performed.

5.21. DDC Control Systems

It is the responsibility for the HVAC PM Contractor to coordinate with the Town’s control vendors to provide an integrated approach to troubleshooting and correction of issues related to building controls. All DDC control systems in Town buildings are Alerton (ABS Controls) except the Police

Department – Invensys/TAC (SNE Building Systems).

The building DDC Control system repairs are not included as part of the Bid Price per building. The Town maintains Service Contracts with control vendors for certain buildings. The Town will authorize and expect the HVAC Contractor to initiate and coordinate troubleshooting and resolution with the appropriate DDC vendor

5.22. Add Locations to Contract

The Town reserves the right to add or remove buildings from the preventive maintenance (PM) services contract. The pricing for additional buildings is subject to negotiation as mutually agreed between the

Town and the contractor.

5.23. Contract Term

The term of the contract shall be from Date of Award up to and including September 30, 2025.

Prices must be held firm during the contract term.

The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

5.24. Contract Extension

The contract contains an option to extend on an annual basis beyond its original term for 5 additional one year periods.

The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.

5.25. Contract Price Adjustment

Price adjustment shall be made on the following basis:

1. The price adjustment shall be equal to the percentage increase or decrease in the U.S. Bureau of

Labor Statistics Consumer Price Index, (Base 1982-84=100) all Urban Consumers, not seasonally adjusted.

2. Adjustments will be made annually, beginning on the anniversary date of the contract. Fractions of one percent (1%) will be carried to one place after the decimal only.

3. A review of the Consumer Price Index will be made for the latest twelve month period available four months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months, if the contract is extended beyond its original term.

4. For example, the adjustment for a contract year beginning September 1st will be calculated based upon the Consumer Price Index information published on May 1st.

5. Adjustments for years following the first year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.

5.26. Contract Award

Award of shall be made to contractors based on factors including a) experience level, b) pricing of work assignments and c) past work history in accordance with labor and markup rates provided in response to this solicitation.

The contract award shall be made to the qualified vendor using price proposal as the primary consideration. However, the Town may split the award of contract among two or more vendors as deemed appropriate and, in the Town’s best interests.

In the event the Town splits the award of contract among two or more vendors, the assigned location(s) will remain within the awarded vendor until the end of the contract period, provided the contractor performs according to the standards set forth in this contract.

The Town is not required to award based on the lowest price for a location and may bundle the locations to the lowest price overall for a group of assigned buildings.

5.27. Contract Scope Alignment

The Town may modify the award of contract as deemed appropriate and, in the Town’s best interests.

For example, Preventative Maintenance may be extended from quarterly (every 3 months) to three times per year (every four months). Likewise, Preventative Maintenance may be extended from monthly to every 6 weeks. These modifications may apply to all buildings or only a portion of the Towns buildings. Any modifications of this sort will be reviewed in detail with the contractor in advance and stated explicitly on the purchase order.

6. Living Wage Ordinance

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $17.25 per hour for employees that are provided comprehensive health care benefits, or $25.46 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the Town Manager. The

Town Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.gov on the left side of the page. Click on Document Center, scroll to Purchasing and click on Living Wage Ordinance.

7. Vendor Submissions

7.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

7.2. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

7.3. Document Uploads

Please upload any required information in this section.

7.4. Vendor Information *

Please provide your Company Name

Your Company Address

Your Company's FEIN Number

Your Company's System Award Management Number (SAM)

Your Company's State Contractor License Number (if applicable)

Main Contact Name and Title

Telephone Number

Email Address

*Response required

8. Pricing Table

HVAC PREVENTATIVE MAINTENANCE LOCATIONS

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