MUNICIPAL_FACILITY_HVAC_MAINTENANCE.pdf

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Town of Waterford

REQUEST FOR PROPOSAL

RFP# 24-026

MUNICIPAL FACILITY HVAC MAINTENANCE

RELEASE DATE: March 28, 2025

RESPONSE DEADLINE: April 24, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #RFP# 24-026 Title: MUNICIPAL FACILITY HVAC MAINTENANCE

Table Of Contents

1. SCOPE OF WORK

2. FORMAT OF PROPOSAL

3. QUESTIONS CONCERNING THIS RFP

4. ACCEPTANCE PERIOD

5. ADDENDA TO THE RFP

6. THE CANDIDATE

7. ASSIGNMENT OF CONTRACT

8. FEDERAL, STATE AND LOCAL LAWS

9. RIGHT TO ACCEPT / REJECT

10. INSURANCE REQUIREMENTS

11. VENDOR QUESTIONNAIRE

12. Attachments

Attachments:

A - Attachment A-List of Equipment

B - Sample HVAC Maintenance Contract

1. SCOPE OF WORK

1.1. Scope of Services

The Contractor shall, in accordance with these specifications, furnish all professional licensed labor, transportation, materials, tools, and equipment necessary for the maintenance on all heating, ventilation-air conditioning equipment in a variety of municipal facilities. This contract includes the cleaning, maintenance, repair, and routine servicing of systems and devices, in various buildings maintained by the Department of

Public Works. It excludes Board of Education, Fire Stations and Waterford Utility Commission facilities.

The contractor shall provide services relating to heating, ventilating and air conditioning services. This would include but is not limited to all types of air conditioning equipment service including controls, ducts, fans, bearings, motors, compressors, piping systems and direct expansion coils. This contract also includes electric controls and equipment replacement such as actuators of dampers and valves, low limits, temperature controls, etc.

Any additional work outside of this scope of work will be provided as an additional service. Additional services will include itemized quotes and invoices detailing hourly labor, man hours, and materials. The Department of

Public Works must pre approve additional service proposals.

1.2. Contract Length

The Contract shall commence July 1, 2025 and will expire on June 30, 2027.

1.3. Building Size(s):

Town Hall 15 Rope Ferry Road

Community Center 24 Rope Ferry Road

Library 49 Rope Ferry Road

Police 41 Avery Lane

Public Safety 204 Boston Post Road

Youth & Family 200 Boston Post Road

Municipal Complex 1000 Hartford Turnpike

1.4. General Conditions

1. The contractor is to include any incidental expenses associated with the performance of this contract under the stipulations set forth herein.

2. Any worker entering a building shall immediately report to the building's main office and state his/her name, the contractor's name, and the purpose of his/her presence in the building and wear their contractor badge or clothing, where it can be easily seen at all times, while in the facility.

3. Contractor is to submit qualifications of key licensed personnel assigned to service equipment.

4. Contractor is responsible for verification of all equipment types and quantities that are listed in Attachment

A.

5. The contractor is expected to maintain a general inventory of lubricants, filters, and dive belts.

6. The contractor must be able to respond to an emergency within twenty-four (24) hours of a call or email notifying them of an issue.

7. The contractor must be able to demonstrate staffing capacity to complete maintenance services required from this contract and have capacity to respond to emergencies and address general repairs needed as additional services.

8. The contractor shall prepare a schedule to perform preventative maintenance work outlined in this

CONTRACT under this contract. All work can be done during the normal work day.

9. The contractor shall provide seasonal start-up/shut-down and preventative maintenance on all systems.

This work shall be scheduled two times a year:

a. Start-up work will be done no later than May 1 with completion no later than June 15th

b. Shut-down or heating seasonal start-up work will be started no later than September 1 with completion by October 15.

1.5. Equipment

Serviceable HVAC control items and repair items will include all air handling units and associated apparatus, energy recovery systems, unit ventilators, compressors, controls components, valves, fan coil units, rooftop units, exhaust fans, and heating / cooling distribution systems and pumps.

The Attachment A is a representative list of equipment by location but is not meant to be all inclusive. All equipment existing at each facility will be covered under this contract whether listed below or not. Heating hot water and chilled water distribution systems are included with this contract scope.

1.6. HVAC Preventative Maintenance

At a minimum, the contractor shall perform the following preventative maintenance activities which should be inclusive in their bid pricing:

1. Replace filters in all units a minimum of twice per year. Replacement filters must be dated each time they are replaced.

2. The contractor is to compile a list of filters by building, equipment, MERV Rating, and size, and quantities within the first 6 months and provide to owner. Replace every 6 months. The supply of replacement filters shall be inclusive in the bid pricing.

3. Clean and vacuum equipment plenums twice per year during filter changes.

4. Chemically clean all coils annually. (Includes major HVAC and terminal equipment heating, cooling, and condenser coils

5. Clean out any debris / materials from inside the fans.

6. Clear all condensate pans and drains, flush all drains. Clean out traps as required.

7. Check and record pressures of hydronic & refrigeration systems.

8. Check pressure drops across strainers (or clean at intervals) hydronic strainers for pumps and coils.

9. Visual check for leaks (water and pneumatic air leaks), vibration, or excessive operational noise as an indication of possible problems.

10. Record operating pressures and temperatures as applicable.

11. Replace drive belts in all HVAC equipment a minimum of once per year. Check, replace and/or align belts to fan and motor drives. The supply of replacement belts shall be inclusive in the bid pricing.

Contractor is to compile a list of drive belts by building, equipment, quantity, and sizes and maintain inventory. Provide list to owner.

12. Check the condition of the motor and shaft bearings for fans, pumps, and other moving equipment.

Lubricate bearings according to manufacturer's requirements for all HVAC equipment and motors.

13. The contractor is responsible for the removal I disposal of materials resulting from this maintenance contract. Contractors are not allowed to use dumpster's onsite.

14. Annual equipment condition and controls review (tasks as applicable)

a. Confirm damper operation (open/close/seat). Confirm outside air closes when unit is off. Clean dampers, blades, check I adjust linkages, tighten and lubricate, as necessary. The contractor shall check for the proper operation of any pneumatic back draft dampers and static dampers as applicable.

b. Confirm hydronic valve operation. (open/close - heat & cool)

c. Confirm refrigeration system operation as applicable. (Cooling capability)

d. Confirm energy efficiency features are clean and operational (Energy recovery, etc.)

e. Check limits and safety for proper operation (Freeze-stats, Hi/Lo duct static, etc.).

f. Repair/ replace defective components including actuators, valves, sensors, thermostats, and control components.

g. Check electrical connections and fuses. Replace fuses if necessary. The supply of fuses shall be inclusive in the bid pricing.

h. Provide a conditional report for equipment and recommendations for repair.

i. Conditional reports must be submitted to the Department of Public Works for review and auditing. Provide proposals for repair work.

15. The contractor shall provide seasonal start-up/shut-down and preventative maintenance on all systems. This work shall be scheduled two times a year:

a. Start-up work will be done no later than May 1 with completion no later than June 15th

b. Shut-down work will be started no later than September 1 with completion by October 15

c. Perform specific activities associated with equipment seasonal start-up and shutdown. This work would include:

i. (Spring) Start-up - Check operation of refrigeration equipment, compressors, cleaning condensate drains, clean evaporator and condenser coils, record operational pressures and amperages, check refrigerant charge / add refrigerant as needed, leak check if low charge, test cooling operation, etc. Provide seasonal summary report for start-up activities.

ii. (Spring) Start-up - Check chiller and chilled water distribution equipment (pumps), water quality/ glycol levels, make-up water/ fill glycol feed system, test system operation, etc. Provide seasonal summary report.

iii. (Fall - Shutdown) - Install anti-freeze as necessary. Close all valves or open valves to drain.

Provide seasonal summary report.

iv. (Fall Start-up) - Check hot water distribution system(s), confirm HW distribution pumps are operational, check amperages of motors, and confirm the make-up water, clean hot water coils and fin tube radiation. Provide seasonal summary report. Boiler service and maintenance is part of this maintenance agreement, along with the hot water distribution equipment and systems. Provide seasonal summary report.

16. Any and all other preventative maintenance specific to HVAC equipment not identified in this

CONTRACT will be negotiated. The Owner has the right to contract out with other firms if an agreement is not reached on a price.

1.7. Required Contractor Documentation

1. Payment authorization for services rendered are contingent on proper contractor documentation.

2. When additional repairs are identified not under the normal scope of this contract, the contractor shall provide a quote for repair or replacement as additional services. Repair quotes must be itemized by man hours, number of repairmen and materials. The Town has the right to seek other quotes for these types of repairs.

1.8. Emergency Calls

In the event of a malfunction of any system, the Contractor shall respond within twenty-four hours to the request to inspect and/or service said system. The labor charge for such emergency services shall be at the rates set forth of these Specifications.

To insure that such emergency service will be available, the Contractor shall maintain an emergency repair and callback service on a twenty-four (24) hour, seven (7) day a week basis.

1.9. Labor

Payment will be based on actual hours worked on site. Hourly rates for work other than preventative maintenance shall be at the rates specified in the contract, for work performed during any time period in which the rate (regular time or overtime) would apply.

The Contractor shall have the sole responsibility and control over the hiring, scheduling, and discharging of persons to be employed by the contractor to perform the obligations of this contract

1.10. Prohibited Fees and Charges

The Town will not pay any fuel sur charge, transportation fee, vehicle fee, mileage fee or other service call fees, etc.

2. FORMAT OF PROPOSAL

All responses to this RFP must conform to these instructions:

2.1. Delivery of Responses

A. Responses may be received up to but not later than Thursday, April 24, 2025 at 11:00 am via the

Town's e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. The

Town's 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 Waterford strongly recommends completing your response well ahead of the deadline.

2.2. Information to be Included

Any relevant experience and or certifications

2.3. Fee Proposal

Submit your fee proposal using the online bid sheet included with this RFP.

2.4. Exemptions

The Town of Waterford is exempt from paying excise, transportation and sales taxes imposed by the Federal

Government and/or the State. Such taxes must not be included in prices. No exemption certificates are required and none will be issued.

3. QUESTIONS CONCERNING THIS RFP

Questions concerning this Request for Proposal must be submitted through the Town’s e-Procurement Portal located at https://procurement.opengov.com/portal/waterfordct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City 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.

Questions must be received no later Thursday, April 24, 2025at 11:00 am. Responses/further information will be published in the form of an addendum and posted to the Town of Waterford’s e-Procurement Portal located at: https://procurement.opengov.com/portal/waterfordct. Failure to comply with these conditions will result in the Candidate waiving the right to dispute the bid specifications and conditions.

4. ACCEPTANCE PERIOD

In submitting the proposal, the Candidate agrees that the proposal will remain valid for a period of ninety (90) days after the closing date for submission, and may be extended beyond that time by mutual agreement. Prices quoted must be firm, for acceptance by the Town of Waterford for a period of ninety (90) days.

5. ADDENDA TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all prospective firms who have received the RFP documents.

Candidates are required to register for an account via the Town's e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their 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 https://procurement.opengov.com/portal/waterfordct.

6. THE CANDIDATE

The Candidate shall be thoroughly familiar with the requirements of all specifications and the actual physical conditions of the various actual and proposed project sites. The submission of a proposal shall be construed as evidence that the Candidate has examined the actual job conditions, requirements, and specifications. Any claim for labor, equipment or materials required or difficulties encountered that could have been foreseen will not be recognized.

7. ASSIGNMENT OF CONTRACT

The Town reserves the right to award a contract to that Consultant who is best lowest qualified bidder, and will best serve the interest of the Town. The Town reserves the right, based upon its deliberations and in its opinion, to accept or reject any or all proposals. The Town also reserves the right to waive minor irregularities or variations of the submittal requirements and BID process.

No contract may be assigned or transferred without the consent of the Purchasing Authority.

Sample contract/agreement provided in Attachments https://procurement.opengov.com/portal/waterfordct/projects/152515/document?section=1382351

8. FEDERAL, STATE AND LOCAL LAWS

All applicable Federal, State, and local laws, and rules and regulations of all authorities having jurisdiction over the locality of the project shall apply to the contract and are deemed to be included herein.

9. RIGHT TO ACCEPT / REJECT

AFTER REVIEW OF ALL FACTORS, TERMS AND CONDITIONS, INCLUDING PRICE, THE PURCHASING

AUTHORITY OF THE TOWN OF WATERFORD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS, OR ANY

PART THEREOF, OR WAIVE DEFECTS IN SAME, OR ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST

INTEREST OF THE TOWN OF WATERFORD.

10. INSURANCE REQUIREMENTS

Within five days of contract award, the awarded vendor shall provide a Certificate of Insurance in accordance with the following requirements:

Contractor/Vendor will agree to maintain in force at all times during which work/services are to be performed, the following minimum limits of insurance coverage. Coverage will include the bidder and all of its agents, employees and sub-contractors and other providers of services and shall name the Town of Waterford, its employees and agents as an Additional Insured on a primary and non-contributory basis to the bidder’s

Commercial General Liability and Automobile Liability policies. The insurance company(ies) must be licensed with the State of Connecticut and have a Financial Strength Rating of “A-” or higher and a Financial Size Rating of VIII or higher from A.M. Best Company.

(Minimum Limits)

General Liability*

Each Occurrence

General Aggregate

Products/Completed Operations

Aggregate

$1,000,000

$2,000,000

$2,000,000

Auto Liability* Combined Single Limit

Each Accident

$1,000,000

Umbrella*

(Excess Liability)

Each Occurrence

Aggregate

$1,000,000

$1,000,000

Professional Errors and Omissions Liability

$1,000,000 minimum

Workers’ Compensation &

Employers’ Liability

Work Comp

EL Each Accident

EL Disease Each Employee

EL Disease Policy Limit

Statutory Limits

$1,000,000

The Town of Waterford must be named as “Additional Insured” on these policies. A Certificate of Insurance documenting the coverage listed above must be presented to The Town of Waterford prior to the commencing of any work/service. The Contractor/Vendor also agrees to provide replacement and/or renewal certificates at least 30 days prior to the expiration of each policy. If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years following the completion date of the work/service. If the claims-made policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for two (2) years from the completion date.

11. VENDOR QUESTIONNAIRE

1. NON-CONFLICT AFFIDAVIT OF RESPONDENTS*

Please download the below documents, complete, and upload.

• NON-CONFLICT_AFFIDAVIT_Wate...

*Response required

2. NON-COLLUSION BID STATEMENT*

By clicking confirm, the undersigned Candidate, having fully informed itself regarding the accuracy of the statements herein, certifies that:

(1) The Proposal has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with, any other vendor or bidder of materials, supplies, equipment, or services described in the RFP, designed to limit independent bidding or completion, and

(2) The contents of the Proposal have not been communicated by the bidder or its employees or agents to any person not any employee or agent of the bidder or its surety on any bonds furnished with the Proposal and will not be communicated to any such person prior to the official opening of the Proposal.

The undersigned bidder further certifies that this statement is executed for the purposes of inducing the Town of Waterford to consider the Proposal and make an award in accordance therewith.

☐ Please confirm

*Response required

3. AFFIRMATIVE ACTION STATEMENT*

Please download the below documents, complete, and upload.

• AFFIRMATIVE_ACTION_STATEMEN...

*Response required

4. Candidate's Proposal*

Please download the below documents, complete, and upload.

• HVAC_Proposal_Forms.pdf

*Response required

5. References - you may also upload any certifications *

Please download the below documents, complete, and upload.

• References.pdf 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