PVD25-142-Parks - IFB - Re Bid Refrigeration Service Agreement - City Center Rink - 254 - MT 50813.pdf

Revised: 01/16/2025

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

INVITATION FOR BIDS

Item Description: RE-BID - REFRIGERATION SERVICE AGREEMENT – CITY CENTER RINK – (3) YEAR

CONTRACT

Procurement/MinuteTraq #: 50813

Date to be opened: 11/3/2025

Issuing Department: Parks Department

QUESTIONS

• Please direct questions related to the process, how to fill out forms, and how to submit an application(Pages 1-8) to the Purchasing Department.

o Email: purchasing@providenceri.gov

▪ Please use the subject line “Solicitation Question”

• Please direct questions relative to the Minority and Women’s Business Enterprise Program and the corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of

Providence, Grace Diaz o Email: gdiaz@providenceri.gov

▪ Please use subject line “MBE WBE Forms”

• Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing department’s subject matter expert:

o Name: Brant Gawrys o Title: Director of Athletic and Event Facilities o Email Address: Bgawrys@providenceri.gov

Pre-submission Conference

There will be a Non-Mandatory Pre-Bid Conference

Date of Pre-Bid Conference: 10/14/25 Time: 11:00 AM Other details:

Project Site – City Center Rink, Providence, RI

Deadline for questions submissions: 10/20/25 mailto:purchasing@providenceri.gov mailto:gdiaz@providenceri.gov

INSTRUCTIONS FOR SUBMISSION

Meeting Date: 11/3/2025

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room

311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the

Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the captioned

Item Description and the City Department to which the solicitation and bid are related and must include the company name and address on the envelope as well. (On page 1).

o

• If required by the Department, please keep the original bid bond and check in only one of the envelopes.

• Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product information/samples) should have “NOT A BID” written on the envelope or wrapper.

• Only use form versions and templates included in this solicitation. If you have an old version of a form do not recycle it for use in this bid.

• The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply

Department of the City Clerk – City Hall, Room 311

25 Dorrance Street

Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to provide

(such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record. The City has made a conscious effort to avoid the posting of sensitive information on the

City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing department only at their request.

BID PACKAGE CHECKLIST

Digital forms are available in the City of Providence Purchasing Department Office or online at http://www.providenceri.gov/purchasing/how-to-submit-a-bid/

The bid package MUST include the following, in this order:

• Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)

• Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)

• Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)

• Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category.

See forms and instructions enclosed (pages 10-11) or on:

https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of ALL required signatures. Forms without all required signatures will be considered incomplete.

• Supplemental Bid Form: Formal response to the specifications outlined in this RFP, including pricing information and details related to the good(s) or service(s) being provided. Please be mindful of formatting responses as requested to ensure clarity.

• Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)

All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are only required if specified on page 5.)

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required documents with all applicable signatures will result in disqualification, or in an inability to appropriately evaluate bids.

http://www.providenceri.gov/purchasing/how-to-submit-a-bid/ https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-program/

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the lowest qualified and responsible bidder.

2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will not be considered.

3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or to split the award.

4. No proposal will be accepted if the bid is made in collusion with any other bidder.

5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other than brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids.

8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence, immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open

Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales

Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern.

11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or equitably any monies or any claim thereto without the previous written consent of the City Purchasing

Director.

12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made.

13. A certificate of insurance will normally be required of a successful vendor.

14. For many contracts involving construction, alteration and/or repair work, State law provisions concerning payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)

15. No goods should be delivered, or work started without a Purchase Order.

16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document indicates otherwise.

17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national origin, gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules and regulations. (See Bid Form 2.)

http://providenceri.iqm2.com/Citizens/Default.aspx http://providenceri.iqm2.com/Citizens/Default.aspx http://webserver.rilin.state.ri.us/Statutes/TITLE37/37-13/INDEX.HTM

BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction and Service contracts. If either of the first two checkboxes below is checked, the specified assurance must accompany a bid, or the bid will not be considered by the Board of Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to be awarded the contract.

a) A certified check for $ must be deposited with the City Clerk as a guarantee that the

Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of 0 per centum (%) of the proposed total price, must be deposited with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and the amount of such bid bond shall be retained for the use of the City as liquidated damages in case of default. Any person signing a bid bond as an attorney-in-fact shall include with the bid bond an original, or a photocopy or facsimile of an original, power of attorney.

c) A performance and payment bond with a satisfactory surety company will be posted by the bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. Awards will be made within ninety (90) days of bid opening. All bid prices will be considered firm, unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents, and Acts of God.

The following entry applies only for COMMODITY BID TERMS:

4. Payment for partial delivery will not be allowed except when provided for in blanket or term contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.

6. Prior to commencing performance under the contract, the successful bidder shall attest to compliance with the provisions of the Rhode Island Worker’s Compensation Act, RIGL 28-29-1, et seq. If exempt from compliance, the successful bidder shall submit a sworn Affidavit by a corporate officer to that effect, which shall accompany the signed contract.

7. Prior to commencing performance under the contract, the successful bidder shall, submit a certificate of insurance, in a form and in an amount satisfactory to the City.

http://webserver.rilegislature.gov/Statutes/TITLE28/28-29/INDEX.htm

BID FORM 1: Bidders Blank

1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

2. Bidder’s responses must be in ink or typewritten, and all blanks on the bid form should be completed.

3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be rejected. Contracts exceeding twelve months must specify annual costs for each year.

4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless submitting a unit price bid), however each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual items.

5. All bids MUST BE SIGNED IN INK.

Name of Bidder (Firm or Individual):

Contact Name:

Business Address:

Business Phone #:

Contact Email Address:

Agrees to bid on (Write the “Item Description” here):

If the bidder’s company is based in a state other than Rhode

Island, list name and contact information for a local agent for service of process that is located within Rhode Island

Delivery Date (if applicable):

Name of Surety Company (if applicable):

Total Amount in Writing*:

Total Amount in Figures*:

*If you are submitting a unit price bid, please insert “Unit Price Bid”

Use additional pages if necessary for additional bidding details.

Signature of Representation

Title

BID FORM 2: Certification of Bidder (Non-Discrimination/Hiring)

Upon behalf of_____________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify that:

1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual orientation and/or religion in its business and hiring practices.

2. All of Bidder’s employees have been hired in compliance with all applicable federal, state and local laws, rules and regulations.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Signature of Representation

Printed Name

BID FORM 3: Certificate Regarding Public Records

Upon behalf of______________________________________________ (Firm or Individual Bidding), I, (Name of Person Making Certification), being its (Title or “Self”), hereby certify an understanding that:

1. All bids submitted in response to Requests for Proposals (RFP’s) and Requests for Qualification

(RFQ’s), documents contained within, and the details outlined on those documents become public record upon receipt by the City Clerk’s office and opening at the corresponding Board of Contract and Supply (BOCS) meeting.

2. The Purchasing Department and the issuing department for this RFP/RFQ have made a conscious effort to request that sensitive/personal information be submitted directly to the issuing department and only at request if verification of specific details is critical the evaluation of a vendor’s bid.

3. The requested supplemental information may be crucial to evaluating bids. Failure to provide such details may result in disqualification, or an inability to appropriately evaluate bids.

4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose the defined supplemental information prior to the issuing department’s request in the bidding packet submitted to the City Clerk, the City of Providence has no obligation to redact those details and bears no liability associated with the information becoming public record.

5. The City of Providence observes a public and transparent bidding process. Information required in the bidding packet may not be submitted directly to the issuing department at the discretion of the bidder in order to protect other information, such as pricing terms, from becoming public. Bidders who make such an attempt will be disqualified.

I affirm by signing below that I am duly authorized on behalf of Bidder, on this day of 20 .

Signature of Representation

Printed Name

BID FORM 4: Affidavit of City Vendor

Per our Code of Ordinances Sec. 21.-28.1 (e), this form applies to a) the business, b) any political action committee whose name includes the name of the business, c) all persons holding ten (10) percent or greater equity interest or five thousand dollars ($5,000.00) or greater cash value interest in the business at any time during the reporting period, d) all executive officers of the business entity, e) any spouse or dependent child of any individual identified in a) though d) above.

Executive officers who are not residents of the state of Rhode Island are exempted from this requirement.

Per R.I.G.L. § 36-14-2, “Business” means a sole proprietorship, partnership, firm, corporation, holding company, joint stock company, receivership, trust, or any other entity recognized in law through which business for profit or not for profit is conducted.

Name of the person making this affidavit: ____________________________________________

Position in the “Business” ________________________________________________________

Name of Entity _________________________________________________________________

Address: ________________________________________________________________________

Phone number: ________________

The number of persons or entities in your entity that are required to report under Sec. 21.-28.1 (e): _____

Read the following paragraph and answer one of the options:

Within the 12 month period preceding the date of this bid submission with the City of Providence, or with respect to the contracts that are not in writing within the 12 month period preceding the date of notification that the contract has reached the $100,000 threshold, have you made campaign contributions within a calendar year to (please list all persons or entities required under Sec. 21.-28.1 (e)).

a. Members of the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

b. Candidates for election or reelection to the Providence City Council? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

c. The Mayor of Providence? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

d. Candidates for election or reelection to the office of Mayor of Providence? ☐ Yes ☐ No

• If Yes, please complete the following:

Recipient(s) of the Contribution:

Contribution Date(s): Contribution Amount(s):

Signed under the pains and penalties of perjury. Position https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI http://webserver.rilegislature.gov/Statutes/TITLE36/36-14/36-14-2.htm https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI https://library.municode.com/ri/providence/codes/code_of_ordinances?nodeId=PTIICOOR_CH21REFI_ARTIICOPUSA_S21-28.1QUPADOBUCI

MBE/WBE Participation Plan

Please complete separate forms for each MBE/WBE subcontractor/supplier to be utilized on the solicitation.

Bidder’s Name:

Bidder’s Address:

Point of Contact:

Telephone:

Email:

Procurement #:

Project Name:

Which one of the following describes your business’ status in terms of Minority and/or Woman

Owned Business Enterprise certification with the

State of Rhode Island? (Check all that apply).

☐MBE ☐WBE ☐Neither MBE nor WBE

This form is intended to capture commitments between the prime contractor/vendor and MBE/WBE subcontractors and suppliers, including a description of the work to be performed and the percentage of the work as submitted to the prime contractor/vendor.

Please note that all MBE/WBE subcontractors/suppliers must be certified by the Office of Diversity, Equity and Opportunity at the time of bid. The MBE/WBE Directory can be found here. Please visit, the City’s MBE/WBE page for details of the program (e.g.

instructions and requirements).

• Nonprofit organizations are not required to complete the rest of this form.

• Construction projects unable to identify subcontractors prior to bid submission (e.g. Design Build) are required to provide updates to the MBE/WBE Outreach Office

Name of Subcontractor/Supplier:

Type of RI Certification: ☐MBE ☐WBE ☐Neither

Address:

Point of Contact:

Telephone:

Email:

Detailed Description of Work to Be

Performed by Subcontractor or Materials to be Supplied by Supplier Per the Scope of Work provided in the RFP

Total Contract Value ($): Subcontract

Value ($):

Participation

Rate (%):

Anticipated Date of Performance:

I certify under penalty of perjury that the forgoing statements are true and correct.

Prime Contractor/Vendor Signature Title Date

Subcontractor/Supplier Signature Title Date

*If you did not meet the 20% MBE/WBE combined participation goal, submit a Waiver Request Form.

https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe

MBE/WBE Waiver Request Form Fill out this form only if you did not meet the 20% MBE/WBE participation goal.

State-certified MBE or WBE Prime Bidders are NOT REQUIRED to fill out this form.

Submit this form to the City of Providence MBE/WBE Outreach Director, Grace Diaz, at gdiaz@providenceri.gov, for review prior to bid submission. This waiver applies only to the current bid which you are submitting to the City of Providence and does not apply to other bids your company may submit in the future. In case a waiver is needed, City Department Directors should not recommend a bidder for an award if this form is not included, absent or is not signed by the city of Providence MBE/WBE director.

Prime Bidder: _______________________________________ Contact Email and Phone________________________________

Company Name, Address: ________________________________________ Trade _________________________________

Project /Item Description (as seen on RFP):

To receive a waiver, you must list the certified MBE and/or WBE companies you contacted, the name of the primary individual with whom you interacted, and the reason the MBE/WBE company could not participate on this project.

MBE/WBE Company

Name

Individual’s Name Company Name Why did you choose not to work with this company?

I acknowledge the City of Providence’s goal of a combined MBE/WBE participation is 20% of the total bid value. I am requesting a waiver of _______ % MBE/WBE (20% minus the value of Box F on the Subcontractor Disclosure Form). If an opportunity is identified to subcontract any task associated with the fulfillment of this contract, a good faith effort will be made to select MBE/WBE certified businesses as partners.

Signature of Prime Contractor / Printed Name Date Signed or Duly Authorized Representative

Signature of City of Providence Printed Name of City of Providence Date Signed

MBE/WBE Outreach Director / MBE/WBE Outreach Director or Duly Authorized Representative mailto:gdiaz@providenceri.gov

CITY OF PROVIDENCE, RHODE ISLAND

SUPPLEMENTAL BID FORM

To whom it may concern:

1. The undersigned, having familiarized (himself) (themselves) (itself) with the REFRIGERATION SERVICE

AGREEMENT – CITY CENTER RINK – (3) YEAR CONTRACT bid affecting the cost of work, and with the Contract

Documents (which includes the Invitation for Bids, Instructions to Bidders, Form of Bid Bond, Form of Agreements, form of Non-

Collusive Affidavit, Addenda (if any), Drawings, Technical Specification, Form of Surety Bond(s); as prepared by the Providence

Parks Department, and on file in the office of the City Clerk 3rd Floor, City Hall, Providence, RI 02903, hereby proposes to furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment and services including utility and transportation services, and to perform such other required work for the REFRIGERATION SERVICE AGREEMENT – CITY CENTER RINK

– (3) YEAR CONTRACT and such other required and incidental work, complete, all in accordance with the above listed documents and for the unit prices for work in-place for the following items and quantities.

2. In submitting this Bid, the bidder understands that the right is reserved by The Providence Parks Department to reject any and all Bids, If written notice of acceptance of this Bid is mailed, telegraphed or delivered to the undersigned within (90) days after the opening thereof, or at any time thereafter before this Bid is withdrawn, the undersigned agrees to execute and deliver an Agreement in the prescribed form and furnish the required bond within (10) days after the Agreement is presented to him/her for signature.

Herewith in accordance with the instructions to Bidders.

3. Attached hereto is an affidavit in proof that the undersigned has not colluded with any person in respect to this. Bid or any bids for the Contractor for which this Bid is submitted. Also attached is a Statement of Bidder’s Qualifications.

4. Application unit prices are contained in the Agreement (established as the result of either a Unit Price Bid or a Supplemental

Schedule of Unit Prices), the City of Providence may order the Contractor to proceed with desired changes in the work, the value of such changes to be determined by the measured quantities involved and the application unit prices specified in the Contract.

5. The City of Providence reserves the right to determine the lowest responsible Bidder based on past experience with the City and/or recommendations by City and/or state agencies with an interest in this procurement. The City reserves the right to award the project to the appropriate bidder in the best interest of the City of Providence.

CERTIFICATION OF NON-SEGREGATED FACILITIES

The Bidder certifies that he/she does not maintain or provide for his/her employees any segregated facilities at any of his establishments, and that he/she does not permit his/her employees to perform their services at any location, under his/her control, where segregation facilities are maintained. The Bidder agrees that a breach of this certification will be a violation of the Equal Opportunity

Clause in any contract resulting from acceptance of this Bid. As used in this certification, term “segregation facilities” means any waiting rooms, work rooms, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employee which are segregated by explicit directive or are in fact segregated on basis of race, color, religion, or national origin, because of habit, local custom, or otherwise. The Bidder agrees that (except where he/she has obtained identical certification from proposed subcontractors for specific time periods) he/she will obtain identical certification from proposed subcontractor prior to the award of subcontracts exceeding $10,000.00 which are not exempt from provisions of the Equal Opportunity Clause, and that he /she will retain such certifications in his/her files.

NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. & 1001.

DATE ________________________________, 20___

Name of Bidder and Official Address: Name of Authorized Representative (Contact):

_____________________________________________ By ___________________________________________ (Signature)

_____________________________________________ Title __________________________________________

E-Mail: ______________________________________ Phone: ________________________________________

Bidder shall indicate, in space provided, the earliest possible Project Start-up Date:__________________________________________________, 20 _____

ADDENDA: The undersigned acknowledges receipt of the following Addenda, if any, and has included the provisions thereof in this Bid (If

Any):

Addendum No. Date Addendum No. Date

_____________ _______________, 20 _____ _____________ _______________, 20 _____

_____________ _______________, 20 _____ _____________ _______________, 20 _____

Sub-Contractors (If Any):

Name: ______________________________________ Scope of Work: ______________________________________________MBE / WBE

Name: ______________________________________ Scope of Work: ______________________________________________MBE / WBE

Name: ______________________________________ Scope of Work: ______________________________________________MBE / WBE

SUPPLEMENTAL BID FORM

Refrigeration Service Agreement - City Center Rink - (3) Year Contract

BASE BID: The City of Providence Parks Department is looking to procure the services of a qualified refrigeration contractor to provide a full preventative maintenance program on the ice making equipment at the City Center ice rink. The program is outlined in the attached technical specifications and shall include all of the items listed in the Unit Price section of this RFP.

In addition to stating the Total Base Bid, The bidder shall state Unit Prices for related work listed under each bid item which represents the work items included in the Total Base Bid._ The Unit Prices are quoted for computing adjustments to the Base Bid prior to Contract award, as well as during the course of construction, based upon extra work ordered by the City or for work countermanded, reduced or omitted by the City in order to stay within the Project budget.

Base Bid Items and Unit prices are to be Completed prices to be added or deducted on the basis of quantities of work involved, for each item in place in the unit indicated.

Service Agreement (7/1/25 – 6/30/26) – Year 1: $___________________ Pending Budget Approval

Add an Allowance of $25,000.00 to this Service Agreement Price

Service Agreement (7/1/26 – 6/30/27) – Year 2: $___________________ Pending Budget Approval

Add an Allowance of $25,000.00 to this Service Agreement Price

Service Agreement (7/1/27 – 6/30/28) – Year 3: $___________________ Pending Budget Approval

Add an Allowance of $25,000.00 to this Service Agreement Price

Total Base Bid: Includes Lump Sum for (3) Years of Service with Allowances

All Work Included in this Service Agreement for all Three years and including the allowances shall be provided for the lump sum of:

Dollars

TOTAL BASE BID

(Insert on Page 6)

BIDDER:

UNIT PRICES: CITY OF PROVIDENCE, RHODE ISLAND

1. FALL START-UP (OCTOBER - NOVEMBER)

LS

price in writing

2. MID-SEASON SERVICE CALL (NOVEMBER -

JANUARY)

LS

price in writing

3. SPRING SHUT-DOWN (MARCH-APRIL)

LS

price in writing

4. FLUID SAMPLE (ONCE PER YEAR)

EA

price in writing

SERVICE FEES:

5. TECHNICIAN RATE (REGULAR TIME)

HR

price in writing

6. TECHNICIAN RATE (OVER-TIME)

HR

price in writing

7. TECHNICIAN RATE (EMERGENCY SERVICE)

HR

price in writing

8. GLYCOL

GAL $

9. R-507 COOLA NT

GAL or LB price in writing

10. OIL MIN- RH 68 Polyester

GAL

price in writing

11. FUEL SERVICE CHARGES

MI

price in writing

BIDDER: _

CITY OF PROVIDENCE, RHODE ISLAND

SERVICE FEES (MATERIALS):

All materials provided for additional service shall include suppliers invoices and shall be marked up a maximum of 10 % over cost listed.

BID DOCUMENTS:

The complete set of Bid Documents consists of the Bid Form, Technical Specifications, Minority Participation Forms.:

DRAWINGS:

• NONE

TECHNICAL SPECIFICATION:

• SEE BELOW

ADDITIONAL INFORMATION REQUIRED WITH BID:

• Qualifications to Perform Work - See Form Below for Information Required

• Minority Participation Forms - I 0% MBE / I 0 % WBE Goal on this Project

• Addenda (If Any) :Must Be Acknowledged on Bid Form

• Product Information for Items Submitted as 'Or Equal' to Specified Materials

PROVISIONS OF THIS PROJECT:

• Upon the Issuance of the Award from the Board of Contract - the City shall issue a Contract to be executed by the City and the vendor incorporating the bid specifications. All Provisions of the

Specifications are binding.

• The City of Providence reserves the right to award the contract to the vendor deemed to be in the best interest of the City of Providence.

• Prevailing Wages Must Be Paid for On Site Hours - On-Site Interviews may be Conducted

During the Project - Employees Shall be Advised of the Prevailing Wage Rates Prior to

Mobilization on Site

• Certified payrolls Must be Submitted With Pay Requests Including Monthly Utilizations Form

• Performance and Payment Bonds (IfRequired) Must be Submitted within 10 Days of Award or Bid

Bond Will be Forfeited

• An Insurance Certificate Shall be Submitted to the City Within I 0 Days of Award

• A Copy of the Vendors Contractor's License Must be Submitted within IO Days of Award

• All On-Site Personnel Shall be Licensed (If Required) and Shall have Proof of All Licenses Required by the State of Rhode Island to Perform the Work Required

• Pay Requests Must be Submitted on Approved AJA Billing Documents (City will Provide if Needed)

• All Subcontractors Shall be Listed on the Bid Form - All Insurance & Payroll Requirements Apply

CITY OF PROVIDENCE, RHODE ISLAND

SUPPLEMENTAL INFORMATION

If the issuing department for this RFP determines that your firm's bid is best suited to accommodate their need, you will be asked to provide proof of the following prior to formalizing an award.

An inability to provide the outlined items at the request of the department may lead to the disqualification of your bid.

This information is NOT requested to be provided in your initial bid that you will submit to the City Clerk's office by the "date to be opened" noted on page 1. This list only serves as a list of items that your firm should be ready toprovide on request.

All bids submitted to the Citv Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city's Open Meetings Portal and made available as a public record.

You must be able to provide:

• Business Tax ID will be requested after an award is approved by the Board of Contract and Supply.

• Qualifications and previous experience with the equipment listed -please provide references, current contracts similar in scope and size, contact information for customers

TECHNICAL SPECIFICATIONS

Full Preventative maintenance program on the equipment at the City Center Rink,Providence, RI. The program will be divided into three (3) visits per year, taking place Monday through Friday. The following equipment will be covered under this program:

Items covered

(2) Cimco/Mycom compressors

(1) Cooling Tower

(2) Brine pumps

(1) Chiller

(1) Leak detection system

(2) Water cooled condensers

Chiller

D Lubricate motor bearings

D Check amperages

D Rotate lead lag pump

D Lubricate bearings on Brine Pump

D Perform R-22 leak check

Cooling Tower

D Clean and grease motor and pump

D Clean nozzles and sump (once a year)

D Adjust level control (as necessary)

D Take amperage readings

Oil Separators

D Check float and needle valve operation

D Disassemble and clean float (once a year)

D Check for leaks

D Perform R-22 leak check

CITY OF PROVIDENCE, RHODE ISLAND

Compressors

D Change oil and filters (once a year)

D Remove compressor hand hole and clean strainer (once a year) D Inspect for metal debris in compressor (once a year)

D Inspect crankshaft and rod bearings (once a year)

D Check alignment of compressor belts (once a year) D Lubricate motor bearings

D Check refrigerant levels D Check oil pressure

D Lubricate drive motors

D Perform R-22 leak check

Water cooled condensers

D Remove Heads on condensers and clean tubes (once a year) D Leak check tubes and tube face (once a year)

D Clean heads and tube sheet face (once a year)

D Inspect gasket condition and replace if necessary (once a year)

R-22 leak detection system

D Check operation of R-22 detection system D Calibrate R-22 Sensors (twice a year)

Fluid sampling

Send brine sample for analysis.

Emergency service calls

Contractor shall respond within two hours of receipt of notification call for required service. Emergency calls include evenings, overnights, weekends, and holidays.

Repair Work

Contractor shall provide written estimates of any required repairs prior to work being performed.

Status Reports:

A "quarterly" written report of tasks performed by the technician including findings of work, any needs, and a status of all mechanical and electrical equipment must be submitted within one week of work performed.

Experience:

Prior satisfactory experience with similar contracts as demonstrated by, but not limited to: like accounts by size; like accounts by type; review of the information presented; contract organization and staffing;

proponent's qualifications and references.