RFP Boiler Cleaning Service -2024-FINAL.pdf

TOWN OF SMITHFIELD

State of Rhode Island

On Behalf of The Smithfield School Department

Request for proposals

Rfp # 24315

BOILER CLEANING SERVICES

Table of conTenTS:

Page 1. Cover page Page 2. Table of contents / introduction Page 3. Terms & Requirements Instructions Page 4. Notice to vendors Pages 5 - 7. Specifications / scope of work Page 8. Rfp requirements Page 9. Evaluation criteria / Timeline Pages 10 - 11. Attachment a - cost proposal form

Introduction:

The Town of Smithfield on behalf of the Smithfield school department is requesting sealed proposals to perform the annual boiler/burner cleaning for all heating boilers and domestic water heaters in the school system. The

Smithfield School Department has four (4) building locations that will be serviced and are listed below:

1. Pleasant View Elementary School - 100 Pleasant View Avenue

2. LaPerche Elementary School 11 Limerock Road

3. Old County Road School 200 Old County Road

4. Administration Office 49 Farnum Pike

As per the scope of work, multiple boilers may be located in each building.

There will be a Mandatory Pre-Proposal Site Visit and Meeting held on April 10, 2024 at 10:00 AM at the Pleasant View Elementary School, 100 Pleasant View

Avenue.

Sealed pRopoSalS will be received aT the Finance office, Smithfield Town Hall, 64 Farnum pike, SmiThfield, Ri 02917 until 10:00am, Wednesday, April 17, 2024 at which Time all bidS will be publicly opened and read aloud.

ON BEHALF OF

THE SMITHFIELD SCHOOL DEPARTMENT

Terms and Requirements for Request for Proposal

Item Description: BOILER CLEANING SERVICES – SMITHFIELD SCHOOL DEPARTMENT Date and Time to be OPENED: Wednesday, April 17, 2024 at 10:00 AM

Proposals may be submitted up to 10:00 AM on the above meeting date at the Finance Office, Attention Purchasing Agent, Smithfield Town Hall 64 Farnum Pike, Smithfield, RI 02917, during normal business hours, 8:30 AM through 4:30 PM. All proposals will be publicly opened and read at the Town Hall Council Chambers, second floor, Town Hall.

Instructions

1. Bidders must submit sealed proposals in an envelope clearly labeled with the above captioned item or work. The proposal envelope and any information relative to the proposal must be addressed to the Purchasing Agent, Smithfield Town Hall 64 Farnum Pike, Smithfield, RI 02917. Any communications that are not competitive sealed proposals (i.e., product information or samples) should have “NOT A BID” written on the envelope or wrapper.

2. Proposals must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

3. Proposal responses must be in ink or typewritten.

4. The price or prices proposed should be stated both in WRITING and in NUMERALS, and any proposal not so stated may be rejected.

5. Proposals SHOULD BE TOTALED WHEN APPLICABLE. Do not group items: price each item individually. Awards may be made on the basis of total proposal or by individual items.

6. Each responder is required to state in their proposal their full name and place of residence; and must state the names of persons or firms with whom he/she is submitting a joint proposal. All proposals SHOULD BE SIGNED IN INK.

7. One original proposal and three copies shall be submitted.

NOTICE TO VENDORS

1. The Town of Smithfield reserves the right to waive any and all informalities and to award the contract on the basis of the lowest responsible evaluated bid proposal.

2. No proposal will be accepted if made in collusion with any other responder.

3. A responder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with Rhode Island General Laws, as amended, Sections 7-1.2-1401.

4. The Town of Smithfield reserves the right to reject any and all proposals.

5. In determining the lowest responsible evaluated bid proposal, cash discounts for payments less than thirty (30) days will not be considered.

6. The Town of Smithfield reserves the right to award to one responder, or to split the award.

7. All proposals will be disclosed at the formal proposal opening. After a reasonable lapse of time, tabulation of proposals may be seen on the Town’s website (www.smithfieldri.com/bids)

8. As the Town of Smithfield is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes.

9. In case of error in the extension of prices quoted, the unit price will be considered.

10. The contractor will not be permitted to either assign or underlet the contract, nor assign legally or equitably any moneys hereunder, or its claim thereto without the previous written consent of the Town Manager.

11. A certificate of insurance shall be required of a successful bidder within five (5) days of contract award. The Town of

Smithfield shall be an additionally named insured in the title holder box of said certificate.

12. For contracts involving construction, alteration and/or repair work, the provisions of State Labor Law concerning payment of prevailing wage rates apply (See R.I. General Law Sec. 37-13-1 et seq. as amended).

13. No goods should be delivered or work started without Notice from the Town.

http://smithfieldri.com/bids/

BOILER CLEANING SPECIFICATIONS

PROJECT SCOPE

The purpose of this project is to perform the annual boiler/burner cleaning for all heating boilers and domestic water heaters in the school system. The Smithfield School Department has four building locations that will be serviced as listed below:

1. Pleasant View Elementary School 100 Pleasant View Avenue

2. LaPerche Elementary School 11 Limerock Road

3. Old County Road School 200 Old County Road

4. Administration Office 49 Farnum Pike

Boiler Locations & Information Location (Department) Boiler/Furnace Equipment Information

Administration Building

49 Farnum Pike

HB Smith Cast Iron Sectional

Series 28 A-4

#2 fuel

2.5 GPH

Administration Building

49 Farnum Pike

Bock Hot Water Tank

Model# 32 E

32 gallon

#2 Fuel

LaPerche Elementary School

11 Limerock Road

Boiler #1

Lochinvar Model FBN 3001

Natural Gas

Ser.# 2030-120246251

LaPerche Elementary School

11 Limerock Road

Boiler #2

Lochinvar Model FBN 3001

Natural Gas

Ser.# 2030-120246250

LaPerche Elementary School

11 Limerock Road

Laars Neo-Therm Hot Water Heater

Model# G19422933

Natural Gas

Ser.# 422933

Old County Road School

200 Old County Road

Boiler #1

Lochinvar Model FBN 2501

Natural Gas

Ser.# 2030-120246253

Old County Road School

200 Old County Road

Boiler #2

Lochinvar Model FBN 2501

Natural Gas

Ser.# 2030-120246255

Old County Road School

200 Old County Road

Laars Neo-Therm Hot Water Heater

Model# G20422932

Natural Gas

Ser.# 422932

Pleasant View Elementary School

100 Pleasant View Ave.

Boiler #1

Lochinvar Model FBN 2001

Natural Gas

Ser.# 2030-120246401

Pleasant View Elementary School

100 Pleasant View Ave.

Boiler #2

Lochinvar Model FBN 2001

Natural Gas

Ser.# 2030-120245730

Pleasant View Elementary School

100 Pleasant View Ave.

Laars Neo-Therm Hot Water Heater

Model# G20480302

Natural Gas

Ser.# 480302

Gallagher Middle School

10 Indian Run Trail

Boiler #1

De Dietrich Cast Iron Sectional

Model# GT 430-12A

Natural Gas Power Flame Burner

Model# C3- G- 20

Gallagher Middle School

10 Indian Run Trail

Boiler #2

De Dietrich Cast Iron Sectional

Model# GT 430-12A

Natural Gas Power Flame Burner

Model# C3- G- 20

Gallagher Middle School

10 Indian Run Trail

Boiler #3

Lochinvar Model# FBN1501

Natural Gas

Ser.# 2305-132671589

Gallagher Middle School

10 Indian Run Trail

Solid State Ulta Force Hot Water Tank

Model# SUS-120-750-NEA100

Natural Gas

Ser.# 2308132996592

Smithfield High School

90 Pleasant View Ave.

Boiler #1

De Dietrich Cast Iron Sectional Model#

GT 530-1BA

Natural Gas Power Flame Burner

Model# C3- GO- 25B

Smithfield High School

90 Pleasant View Ave.

Boiler #2

De Dietrich Cast Iron Sectional

Model# GT 530-1BA

Natural Gas Power Flame Burner

Model# C3- GO- 25B

Smithfield High School

90 Pleasant View Ave.

Boiler# 3

Lochinvar Model# FBN2001

Natural Gas

Ser.# 2305-132919806

Smithfield High School

90 Pleasant View Ave.

Solid State Ulta Force Hot Water Tank

Model# SUS-120-750-NEA100

Natural Gas

Ser.# 2308132996593

** All above units are currently operational, maintained to industry standards and have PFR certifications.

The procedures are to be carried out as described, and the contractor is responsible for all work described in the specification to be turnkey with no extra costs.

The contractor must be trained to service Lochinvar Condensing Boilers. Additionally, the contractor must be familiar with and able to provide service on cast iron sectional boilers.

All work is to be performed in a workman-like manner. All boiler rooms are to be left free of water, mud, soot, etc. The condition of the boiler rooms upon completion of the work shall be equal to or better than prior to cleaning.

CONDENCING BOILERS

Cleaning Maintenance

Address reported problems.

Inspect interior; clean and vacuum if necessary.

Clean condensate trap and fill with fresh water.

Check for leaks (water, gas, flue, condensate)

Verify flue and air lines in good condition and sealed tight.

Check system water pressure/system • piping/expansion tank

Check control settings

Check ignition and flame sense electrodes (sand off any deposits; clean and reposition)

Check wiring and connections

Perform start-up checkout and performance verification per Section 10 in the Armor

Installation and Operation Manual.

Flame inspection (stable, uniform) • Flame signal (at least 10 micro amps at high fire)

Clean the heat exchanger if flue temperature is more than 54°F above return water temperature.

Check Delta T (Temperature Rise)

Clean heat exchanger

Remove and clean burner using • compressed air only.

Clean the blower wheel.

Notify the Maintenance Director of any required repairs

CAST IRON BOILERS

Fireside Cleaning

Open all fireside doors, inspection opening, smoke hoods, etc.

Remove burner from boiler to gain access to combustion chamber for cleaning and inspection.

Wire brush all fireside surfaces.

Vacuum all soot deposits and properly dispose of off premises.

Clean soot deposits and accumulations from smoke hoods, secondary air openings, and all flue passages, baffles, etc.

Inspect refractory, combustion chambers, fireside seals, casing, and boiler insulation.

Notify the Maintenance Director of any required repair

STARTUP & CHECK

Upon completion, all boiler/burner units are to be fired and checked for proper operation. All burners are to be set up for maximum efficiency.

Efficiency tests are to be performed with an electronic combustion analyzer that provides a printout of combustion test results for documentary purposes. Copies of all test results shall be provided to the Maintenance Director.

At the time of firing, all boiler limit, interlock, and safety switches and devices are to be checked individually for proper operation. If any device fails to perform correctly, a report is to be made of the failure to the Maintenance Director and the unit is to be left shut down (disabled) until repairs have been made.

When this project is complete, all equipment will be left fully operational for the heating season.

REQUIREMENTS:

1. There will be a Mandatory Pre-Proposal Site Visit and Meeting held on April 10, 2024 at 10:00

AM at the Pleasant View Elementary School, 100 Pleasant View Avenue.

2. Each responder shall be held as to have visited and examined the premises, the equipment as compared to specifications requirements, the condition of equipment, any obstructions, etc. that would interfere with satisfactorily carrying out the work prior to proposal submission.

3. No allowance shall subsequently be made on behalf of the successful responder by reason of any error or neglect on his or her part.

4. Responders must guarantee that the services can be provided to the Smithfield School Department within the time specified in the proposal form.

5. Services which do not, in the opinion of the Town, meet the specified requirements will not be accepted.

6. Inquiries:

Inquiries concerning clarification on any portion of this RFP should be made to:

Carlos Santos

Purchasing Agent

64 Farnum Pike

Smithfield, RI 02917 csantos@smithfieldri.gov

Cost Proposal:

i. The cost proposal should include the following information:

a. The responder shall submit Attachment “A” filled out completely.

b. The cost proposal should contain all pricing information relative to performing the services as described in this specification.

c. The pricing shall remain for the duration of the contract.

7. Proposal – to include the following:

i. A brief general statement describing your agency and its ability to provide the indicated services, including the total number of staff, support and professional employees.

ii. Background information regarding the specific individuals who will be responsible for running this project from your agency.

iii. List at least three (3) references of other clients that are non-profit organizations, include the name and telephone number of a person to contact.

iv. List any prior services or products supplied to the Town of Smithfield.

mailto:csantos@smithfieldri.go

8. Evaluation Criteria:

i. The Town will review and evaluate each submitted proposal in accordance with the requirements of this RFP. The evaluation will include weighted criteria detailed below. If further information is desired, vendors may be requested to make additional written submissions or oral presentations to the Town.

ii. Proposal will be evaluated on the following:

Score

1. Company Information and Years in Business 20

2. Required documents stated in RFP 20

3. Experience and References 20

4. Business located in Smithfield 5

5. Pricing 35

Grand Total 100

9. No vendor questions will be accepted after April 12, 2024 at 4:00 PM

FINAL SELECTION:

i. The Smithfield Town Council will select a firm after taking into account the recommendation submitted by the evaluation committee. The Smithfield School Committee will take final action as to whether to go forward with the project. Following the notification of the firm selected, it is expected a contract will be executed by the parties.

ii. A firm’s submission of a proposal indicates acceptance of all the conditions contained in this RFP unless clearly and specifically noted in the proposal submitted.

TIMELINE:

Request for Proposals Issued April 3, 2024 at 10:00 AM

Mandatory Pre-Proposal Site Visit & Meeting April 10, 2024 at 10:00 AM

Deadline for questions from vendors April 12, 2024 at 4:00 PM

Proposal Due Date and Opening April 17, 2024 at 10:00 AM

ON BEHALF OF

THE SMITHFIELD SCHOOL DEPARTMENT

ATTACHMENT A

COST PROPOSAL FORM

Agrees to respond on: BOILER CLEANING SERVICES – SMITHFIELD SCHOOL DEPARTMENT

Date and time to be opened: Wednesday, April 17, 2024 at 10:00 AM

VENDOR NAME:

VENDOR ADDRESS:

CITY, STATE, ZIP:

Soc. Sec. # or Fed. ID #

Contract Year: July 1, 2024 – June 30, 2025

BID (Includes all Material, Labor and Equipment): Pleasant View Elementary School

(In numerals)

(In words)

BID (Includes all Material, Labor and Equipment): LaPerche Elementary School

BID (Includes all Material, Labor and Equipment): Old County Road School

BID (Includes all Material, Labor and Equipment): Administration Building

Total Lump Sum Cost in Numbers: _____________________________________________________

Total Lump Sum Cost in Words: _______________________________________________________

PHONE____________________________FAX_______________________________

CONTACT PERSON NAME TITLE

CONTACT PERSON SIGNATURE