RFP-2026-012 - Mechanical Services.pdf

REQUEST FOR PROPOSALS

Town of Southington

RFP-2026-012

The Town of Southington requests proposals from qualified mechanical maintenance services companies to perform the overall HVAC preventive maintenance and service for the mechanical systems of the Southington Barnes Museum, Calendar House, Fire House #1, Fire House #2, Fire House #3, Fire House #5, Highway Department, Panthorn Highway Garage, Public Library, Police Department, Animal Control Facility, and Town Hall.

Requests for Proposals can be submitted to the Town of Southington’s PlanetBids website at https://vendors.planetbids.com/portal/61724/bo/bo-search. Prospective bidders must complete a one-time registration process on the web site in order to receive log-in credentials

– this is accomplished by navigating to the link provided, clicking “log-in”, then clicking “register for free here” to be taken to the vendor registration portal. Bidders must log in to the web site to download bidding documents for the project. Bidders will be added to the “plan holders” or prospective bidders list upon downloading the bidding documents for the project.

Bidding documents will not otherwise be available for examination at other locations.

Submissions by the qualified mechanical maintenance services companies shall be received electronically only via the Town’s PlanetBids website by 10:00 o’clock, a.m. on Wednesday, August 12th, 2026.

David Nourse Town Engineer John Weichsel Municipal Center 196 North Main Street Southington CT 06489 860-276-6231

SOUTHINGTON, CONNECTICUT

REQUESTS FOR PROPOSALS

Mechanical Maintenance Services

1. INTENT AND GENERAL INFORMATION

The Town of Southington, Connecticut is seeking services of a qualified mechanical maintenance services company to perform the overall preventive maintenance and service for the mechanical systems of the Southington Barnes Museum, Calendar House, Fire House #1, Fire House #2, Fire House #3, Fire House #5, Highway Department, Panthorn Highway Garage, Public Library, Police Department, Animal Control Facility, and Town Hall.

2. GENERAL REQUIREMENTS

A sealed proposal is hereby being solicited by the Town of Southington for a qualified mechanical maintenance services company to perform the overall preventive maintenance and service for the mechanical systems of the Southington Barnes Museum, Calendar House, Fire House #1, Fire House #2, Fire House #3, Fire House #5, Highway Department, Panthorn Highway Garage, Public Library, Police Department, Animal Control Facility, and Town Hall.

Prospective firms must respond thoroughly to the requirements of this Request for Proposals (RFP). The Proposal shall be a part of the Contract resulting from this RFP. Prospective firms are cautioned not to make claims or statements to which they are not prepared to commit contractually.

All terms, conditions, requirements, and procedures included on this RFP must be met for a response to be acceptable. If a Proposer fails to meet any material terms, condition, requirement of procedure, its response may be deemed unresponsive and disqualified.

3. EXPECTED DURATION OF CONTRACT SERVICES

The term of this contract shall be one (1) year, renewable up to 3 years by mutual agreement, subject to a COLA not to exceed 3% annually.

4. RFP TIMELINE

All proposals must be received by the Town’s PlanetBids website by 10:00am EST. August 12th 2026. Any inquiries can be made via email to engineering@southingtonct.gov until July 27th, 2026 at 2:00 PM. No paper submissions will be accepted.

mailto:engineering@southingtonct.gov

5. USE OF SUBCONTRACTORS

The Proposer must identify any subcontractors that will be used on this project and describe the contractual arrangements that will exist with all subcontractors. The Proposer will be considered the prime Contractor and will be fully responsible for the performance of all services, including the quality and timeliness of work performed by the subcontractor

6. NO GUARANTEE OF PURCHASE

The Town of Southington makes no guarantee; either expressed or implied that any purchases will take place from any contract or Agreement resulting from this RFP. Any statement made regarding past expenditures or estimated expenditures are for informational purposes only, and are not binding on the Town of Southington.

7. INQUIRIES

Proposers may digitally submit written questions concerning this RFP through the PlanetBids website no later than the date specified in the RFP Timeline. All inquiries must be in writing.

Written inquiries received after the deadline for inquiries will not be considered. Copies of questions and responses thereto will be sent to all Proposers who have obtained a copy of this RFP from the Town of Southington no later than the date specified in the RFP Timeline.

8. ADDENDA TO RFP

If it becomes necessary to revise any part of this RFP, or if additional data is necessary to clarify any of its Provisions, an addendum will be issued through PlanetBids.

The Town of Southington intends to adhere to the schedule and dates specified in the RFP Timeline. However, if it is necessary, due to revisions made to this RFP, the proposal due date and all subsequent dates may be extended and such changes would be noted in PlanetBids.

9. PROPOSAL PREPARATION COSTS

The Town of Southington will not be responsible for any costs or expenses incurred by Proposers responding to this RFP.

10. CANCELLATION OF SOLICITATION

The Town of Southington retains the right to cancel this Solicitation at any time prior to the execution and approval of a Contract. If this Solicitation is canceled, all Proposals received in response to this RFP will be rejected. All proposal preparation costs remain the responsibility of the Proposer

PROCUREMENT SCOPE

A. PURPOSE

The Purpose of this Proposal is to seek services of a qualified mechanical maintenance services company to perform the overall preventive maintenance and service for the mechanical systems of the Southington Barnes Museum, Calendar House, Fire House #1, Fire House #2, Fire House #3, Fire House #5, Highway Department, Panthorn Highway Garage, Public Library, Police Department, Animal Control Facility, and Town Hall.

B. SCOPE OF WORK

Part A. Routine Maintenance

The maintenance/service shall be performed on this equipment by licensed technicians, supervised by the Proposer company, and will be outlined on the attached Maintenance Schedule(s). An anticipated scope of services is also included for the purpose of determining a minimum scope and corresponding pricing. The proposer should use their expertise to ensure all equipment is in working order upon execution of a forthcoming contract.

It is agreed that customers will provide reasonable means of access to all equipment which is to be serviced. The Proposer will be free to start and stop any and all equipment incidental to the operation of any other equipment for which it is responsible.

Part B. Inspections

Two (2) per year and (2) mid-season for filters and belts. The maintenance/service inspection will be rendered according to the Maintenance Schedule(s) attached. Each time an inspection is conducted a list shall be generated for work recommendations.

Part C. Working Hours

All work under this Agreement is to be performed during the hours of the regular working day except as otherwise specified.

Part D. Emergency Repair Service

If an emergency service call is requested by the Town of Southington at a time other than a scheduled maintenance call, the Town of Southington agrees to pay the Contract Emergency Service Rate, either regular or overtime, then applicable.

Emergency Service will be made available to the Town of Southington on a preferential basis with a one hour response time, seven days a week, 24 hours a day. A $50.00 charge per each half hour past the response time may be assessed at the town’s discretion.

Regular Time: 8:30 am to 4:30 pm weekdays Overtime: 4:30 pm through 8:30 am Weekdays and Saturdays Double time: Sundays and Holidays

Part D. Other

1. Parts and Replacement: The Proposer will supply and install parts at an additional charge when parts or replacement devices are needed to maintain equipment charge, with the Town of Southington’s approval.

MISCELLANEOUS REQUIREMENTS

1. PRINCIPAL/COLLUSION

See attached Affidavit.

2. INSURANCE

The selected Proposer shall be required to furnish proof of the following insurance coverage within 10 (ten) days of receipt of Notice of Selection. Insurance shall be provided by an insurance company licensed to conduct business in the State of Connecticut with a Best's Key Rating of A-, or 7, or better. The Town of Southington must approve any and all exceptions. Insurance coverage shall remain in full force for the duration of the contract term including any and all extensions or renewals thereof. Each insurance certificate shall contain a 30 (thirty) day notice of cancellation. All renewal certificates shall be furnished at least 30 (thirty) days prior to policy expiration.

INSURANCE REQUIREMENTS

1. Workers Compensation Insurance

2. Employer's Liability Insurance

3. Liability Insurance

(i) General Liability - at least $ 2 million

(ii) Automobile Liability - at least $ 2 million

Cancellation of insurance or other termination of insurance policies required without immediate replacement thereof may be considered a default in the terms and conditions of any such agreement. The Proposer agrees that such default may be cured by procurement of insurance by the Town of Southington on behalf of Proposer, at the Proposer's expense, at the Town of Southington's option.

3. TERMINATION

The Town of Southington may terminate the services of the Proposer after thirty

(30) days written notice if the Town of Southington in its sole discretion feels that the Proposer has failed to satisfactorily meet the terms under the contract.

FORMAT FOR PROPOSALS

TITLE PAGE

- RFP Project Title

- Name of proposing firm

- Address and telephone number of proposing firm

- Name and title of contact person

- Date of submission

Please provide a Table of Contents after the Title page giving a clear identification by section and by page number. Such sections will be those identified below.

Also, please provide individual bids for each building and another bid for servicing all buildings under this Proposal. Furthermore, please provide a standard hourly rate and overtime rate.

A. COMPANY OVERVIEW

1. Description of your firm and, if applicable, associated partners and subcontractors.

2. Provide a brief history of your firm.

3. References: list current governmental clients and private sector clients that are relevant to this project. Include names and phone numbers of references that may be contacted.

4. Describe your firm's experience with providing mechanical system services.

B. NON-COLLUSION AFFIDAVIT

See Attached Sample

C. PROPOSAL SIGNATURE PAGE

See Attached Sample

NONCOLLUSION AFFIDAVIT

A F F I D A V IT

STATE OF

: ss

COUNTY OF

being duly sworn according to the law, deposes and says:

1. That he/she is (a partner/officer) of the firm of , the party making the foregoing proposal, that such proposal is genuine and not collusive or sham; that said proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any Proposer or person, to put in a sham proposal or to refrain from submitting a proposal, and has not, in any manner directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the price of this or any other proposal, or to secure any advantage against or any person interested in the proposed contract; and that all statements in said proposal are true.

(Firm Name)

By:

(Signature of Proposer)

(Title)

PROPOSAL SIGNATURE PAGE

An officer of the firm duly authorized to bind the firm to the proposal submitted must sign all proposals. Responses to all sections of this proposal must be completed where appropriate and included in the sealed package submitted to the Town Manager. Failure to properly sign the proposal and include all required information may result in the rejection of the proposal.

The information in this proposal and all attachments hereto is true and correct, and the officer signing below is duly authorized to bind this firm to such proposal.

Signed this day of , 200 .

By:

Name of Officer:

Title of Officer:

Name and Address of Firm:

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