Refrigerated Chiller IFB .pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000070 Solicitation Issued: November 16, 2021

Description: Refrigerated Chillers

Department: Arkansas State Military Department

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: December 14, 2021 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Heather Bailey Buyer’s Direct Phone Number: 501-324-9320

Email Address: Heather.V.Bailey@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Heather.V.Bailey@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas State Military Department (ASMD) to obtain pricing and a contract for two (2) one hundred thirty

(130) ton refrigerated chillers, Trane mode #CGAM130 or approved equal.

This IFB is for materials only. The Arkansas State Military Department will be responsible for the installation of the refrigerated chillers.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the ASMD.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89785694643?pwd=Vmo1N0JjOGlLbzRhUm93aUZUMVJmUT09 Meeting ID: 897 8569 4643 Meeting Password: 966800 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before December 1, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on December 8, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

https://arkansas-gov.zoom.us/j/89785694643?pwd=Vmo1N0JjOGlLbzRhUm93aUZUMVJmUT09

B. “Firm Contract” means an agreement between the State and the Contractor for a one-time purchase.

C. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

D. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

E. “Requirement” means something required.

F. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

G. “Shall” and “Must” mean the imperative and are used to identify requirements.

H. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

I. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

J. “Working Day” means Monday through Friday between the hours of 8:00 a.m. and 4:30 p.m. of each week, exclusive of all official State holiday. A list of Arkansas State Holidays can be found here:

https://www.sos.arkansas.gov/calendar/.

1.5 MANDATORY SITE VISIT

A. Prospective Contractor or one (1) of their representatives shall attend and participate in a mandatory site visit for field measuring. The agency contacts will be William R. “Bill” Comer at 501.212.5868 or Gidget Sobczak at 501.212.5114.

B. The mandatory site visit will begin at the following location, date, and time:

Arkansas Reserve Center Bldg 7075 Ft. Chaffee Gate 19 Road Barling, AR 72923

Date: Tuesday, November 30, 2021 Time: 10:00 a.m. Central Time

C. Prospective Contractor shall only have one (1) representative participate in the mandatory site visit.

1. Prospective Contractor or one of their representatives shall be prepared to present a photo identification at the site visit location.

D. Upon arrival, the Prospective Contractor or one of their representatives shall sign a sign-in sheet provided by ASMD. It is strongly encouraged to arrive early enough to allow time for check-in requirements.

E. Should the Prospective Contractor or their representative arrive at the ASMD starting location specified on Attachment A – Mandatory Site Visit Verification Form after the scheduled start time of https://www.sos.arkansas.gov/calendar/ the mandatory site visit, the Prospective Contractor or their representative shall not be permitted to participate in the mandatory site visit.

1. It is strongly encouraged that the Prospective Contractor or one of their representatives drive to the ASMD location prior to the mandatory site visit to allow enough time to arrive at the correct location.

2. Late arrivals will not be permitted to join the mandatory site visit.

F. Prospective Contractor or their representative shall follow the Centers for Disease Control and Prevention (CDC) guidelines regarding COVID-19 social distancing and facial mask requirements as instructed by ASMD staff.

G. Prospective Contractor or their representative shall provide Attachment A – Mandatory Site Visit Verification Form to the ASMD personnel for signature upon completion of the mandatory site visit.

H. Prospective Contractor should submit the original, signed Attachment A – Mandatory Site Visit

Verification Form with their bid submission but shall provide the signed Attachment A – Mandatory Site Visit Verification Form within a timeframe requested by TSS OSP prior to award of a contract.

I. Should the Prospective Contractor fail to participate in the mandatory site visit at the location, date, and time specified within this IFB for any reason, the Prospective Contractor’s bid will be rejected.

J. Prospective Contractor or their representative present and participating in the mandatory site visit will be given the opportunity to ask questions during the mandatory site visit.

1. Although answer will be provided as a courtesy to all Prospective Contractors in attendance, no oral responses provided by ASMD personnel to any question posed at the mandatory site visit will become part of a contract resulting from this solicitation unless the oral response is reduced to writing, expressly adopted by TSS OSP, and attached as an addendum to this IFB.

2. Information presented should be evaluated at the Prospective Contractor’s own risk.

1.6 PRODUCT SPECIFICATIONS

A. Prospective Contractor shall bid equipment that is functionally equivalent to Trane #CGAM130 or approved equal and must include all of the following components or component equivalents approved by ASMD:

1. Air-Cooled Chiller

a. Minimum capacity: 130 tons

b. Unit type: High Efficiency

2. General Information

a. Sound attenuator package Super Quiet

b. Refrigerant R410A

c. Refrigeration capacity 126.1 tons

d. Full load refrigeration efficiency 10.31 EER (Btu/W-h)

e. IPLV.IP 16.48 EER (Btu/W-h)

f. NPLV.IP 16.48 EER (Btu/W-h)

g. Sound power level 95 dBA

h. Sound pressure level at 30 ft, free field 67 dBA

3. Evaporator Information

a. Entering temperature 53.99°F

b. Leaving temperature 44°F

c. Fluid flow rate 301.5 gpm

d. Pressure drop 14.8 ft H2O

e. Total PD evap + strainer 21.3 ft H2O

f. Maximum fouling factor 0.0001 hr-sq. ft.-deg F/Btu

g. Saturated temperature circuit 1 37.6°F

h. Saturated temperature circuit 2 37.6°F

i. Minimum flow rate 146.9 gpm

j. Pressure drop at minimum flow rate 4.87 ft. H2O

k. Flow switch set point 60 cm/sec

l. Evaporator fluid type Water

4. Condenser Information

a. Unit application High ambient

b. Ambient air temperature 95°F

c. Elevation 0.000 ft

d. Number of fans 10

e. Fan power 12.22 kW

f. FLA-Condenser Fan 3.20 A

g. Total airflow 91332 cfm

h. Fin material Lanced aluminum

5. Compressor Information

a. Number of compressors 6

b. Number of circuits 2

c. Refrigeration capacity steps 6

d. Compressor power input 134.4 kW

e. Compressor A RLA-33.00 A; LRA-215.00 A

f. Compressor B RLA-33.00 A; LRA-215.00 A

g. Compressor C RLA-41.90 A; LRA-260.00 A

h. Compressor D RLA-41.90 A; LRA-260.00 A

i. Compressor E RLA-33.00 A; LRA-215.00 A

j. Compressor F RLA-33.00 A; LRA-215.00 A

6. Electrical Information

a. Unit voltage 460 volt 3 phases

b. Unit hertz 60 hertz

c. Short circuit Factory default

d. Short circuit current rating 5000 A

e. Total power input 146.8 kW

f. Single point power MCA – 260 A; MOP – 300 A

g. Incoming power line connection Single point

h. Starter type Across the line

7. Physical Information

a. Length 202 inches

b. Width 89 inches

c. Height 92 inches

d. Operating weight 7900 pounds

e. Shipping weight 7753 pounds

f. Water connection (inlet) 4.000 inches

g. Refrigerant charge circuit 1 112.0 pounds

h. Refrigerant charge circuit 2 112.0 pounds

i. Oil charge circuit 1 5.81 gallons

j. Oil charge circuit 2 5.81 gallons

1.7 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

A. Contractor shall provide chillers that meet the existing compatibility requirement, to assure efficiency, balance, and longevity of the existing system.

1. Prior to actual purchase, Contractor shall verify compatibility with existing system to assure installation will match existing system.

B. Contractor shall provide pallet racking system and all components for complete installation.

C. Contractor shall provide all refrigeration components, such as but not limited to piping, insulation, controls, and electrical components.

D. Contractor shall inspect all materials upon delivery.

E. Contractor shall be responsible for all startup fees, final termination, and inspection after ASMD completes the installation of the chillers.

F. Contractor shall provide a manufacturer representative on site during installation.

G. Contractor shall provide a full one (1) year labor warranty for first year.

H. Contractor shall provide a parts warranty on the unit for years two (2) through five (5).

1.8 SUBMITTALS

A. Prospective Contractor shall include the following submittals in the bid response packet:

1. Product data submittals must include specification sheets providing information specified but not limited to information in IFB section 1.6.

2. Warranty documentation as specified in IFB Item 1.7.G and 1.7.H.

1.9 DELIVERY: FOB DESTINATION

A. Contractor shall contact William R. “Bill” Comer at 501.212.5868 within forty-eight (48) hours before delivery of the chillers.

B. Contractor shall contact Mr. Comer via email at William.r.comer.nfg@army.mil and Gidget Sobczak via email at gidget.sobczak@arkansas.gov of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. The Department requests delivery within one hundred forty (140) calendar days after receipt of purchase order. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See IFB Response Packet attached to the solicitation in ARBuy.)

Failure to state the alternate delivery time in the IFB Response Packet obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

D. All deliveries must be made during normal State Working hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department.

mailto:William.r.comer.nfg@army.mil mailto:gidget.sobczak@arkansas.gov

E. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

F. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.10 DELVIERY LOCATION

A. Contractor shall deliver the two (2) chillers to the following location:

Arkansas Reserve Center Bldg 7075 Ft. Chaffee Gate 19 Road Barling, AR 72923

1.11 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a Firm Contract to a single Contractor.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. ARBuy line item pricing response on the solicitation page.

Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. Prospective Contractor shall include all pricing on the ARBuy line item pricing response on the solicitation page.

B. Prospective Contractor shall include all costs associated with fulfilling the Requirements of this IFB.

If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve a successful operation, the Contractor shall bear this additional cost.

https://arbuy.arkansas.gov/

C. Prospective Contractor shall include FOB Destination delivery, freight, trip charges, unloading of the equipment, and labor fees in their bid price.

D. To allow time to review bids, pricing must be valid for ninety (90) days following the bid opening.

E. DO NOT submit nay ancillary information not related to actual pricing.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.6.A and 2.6.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/