RFP HVAC Service RFP 20262027.pdf

FINANCE DEPARTMENT

4 Brush Hill Road

New Fairfield, CT 06812-2665

(203) 312-5653 FAX (203) 312-5659

Sealed Request for Proposal

DATE BID OPENING: Thursday, April 30, 2026 TIME: 10:00 A.M.

LOCATION: Finance Office, 3, Brush Hill Road, New Fairfield, CT 06812

BID TITLE: “HVAC Preventative Maintenance & Repair Services.”

BID SECURITY REQUIRED: None BID NUMBER: 2026-27-PWD2

PRE-BID MEETING will be held at 9:00 a.m. sharp Tuesday April 21, 2026, at Public Works, 188 RT39, New Fairfield, CT 06812

DATED IN NEW FAIRFIELD: April 1, 2026 Purchasing Agent

Pursuant to and in accordance with the Invitation to Bid, General Information for Bidders, and specifications relating thereto, the undersigned offers to furnish all materials, labor, equipment, tools, supplies and other facilities and means necessary or proper to repair HVAC service(s) within a designated area of New Fairfield, CT as described in the specifications for the prices listed below:

SPECIFICATIONS FOR HEATING AND AIR CONDITIONING PREVENTATIVE MAINTENANCE &

REPAIR SERVICES FOR THE TOWN OF NEW FAIRFIELD

STANDARD BID AND CONTRACT TERMS AND CONDITIONS:

All Invitations for Bids issued by the Town of New Fairfield, Finance Department will bind Bidders to the terms and conditions listed below, unless specified otherwise in any individual Invitation for Bids.

BID TIME:

All bids will be received at the office of the Purchasing Agent, 3 Brush Hill Road, New Fairfield, CT 06812, on Thursday, April 30, 2026, at 10:00 A.M. Hand-carried bids must be submitted and logged in with the Purchasing Agent prior to the advertised hour of opening, at which time all proposals will be publicly opened and read aloud. No bids will be accepted after the advertised opening hour.

BID INQUIRIES:

All questions regarding this bid or the specifications contained herein shall be directed to the Purchasing Agent at least Five (5) days prior to the bid opening date. The Town of New Fairfield shall not accept responsibility for any information given by Town employees outside the Purchasing Department unless previously authorized.

STANDARD BID AND CONTRACT TERMS AND CONDITIONS:

BID SUBMISSION:

All bids must be submitted on the Town of New Fairfield Sealed Bid Request or Proposal forms provided. Under certain conditions, bids submitted on facsimile or photocopies may be accepted. Bids submitted on retyped or rearranged formats shall be rejected. All information that you wish to have considered must be submitted on the forms provided.

Bidders wishing to make alternate proposals must request additional forms. Bidders may reproduce bid documents for their own use but shall submit their proposals on the originals only.

Bidders are urged to read all documents carefully and fill in all information requested. Proposals which are incomplete, obscure, or conditional, and which contain irregularities of any kind, may be rejected as informal. Bids based upon receipt of entire award ("ALL OR NONE") will be considered conditional and shall be rejected.

Do not bind bid proposals. Attach all materials requested (i.e. bonds, checks, literature, etc.) directly to the Sealed Bid Request or Proposal form. Bids must be submitted on forms supplied by the Town of New Fairfield’s Purchasing Agent. Telephone or facsimile bids will not be accepted in response to an Invitation for Bids.

Incomplete bid forms may result in the rejection of the bid. Amendments to bids received by the Purchasing Agent after the time specified for opening of bids shall not be considered. An original and one copy of the proposal schedule shall be returned to Purchasing Agent. Bids shall be computer prepared, typewritten or handwritten in ink. Bids submitted in pencil shall be rejected. All bids shall be signed by a person duly authorized to sign bids on behalf of the bidder. Unsigned bids shall be rejected. Errors, alterations or corrections on both the original and copy of the proposal schedule to be returned must be initialized by the person signing the bid proposal or their authorized designee. In the event an authorized designee initials the correction, there must be written authorization from the person signing the bid proposal to the person initialing the erasure, alterations, or correction. Failure to do so shall result in rejection of bid for those items erased, altered or corrected and not initialed.

Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the invitation for bids.

Alternate bids will not be considered. An alternate bid is defined as one, which is submitted in addition to the bidder’s primary response to the invitation for bids.

Prices should be extended in decimal, not fraction, to be net, and shall include transportation and delivery charges fully prepaid by the Contractor to the destination specified in the bid, and subject only to cash discount.

Pursuant to Section 12-412 of the Connecticut General Statutes, the State of Connecticut is exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or the State. Such taxes must not be included in bid prices.

In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

By its submission the Bidder represents that the bid is not made in connection with any other Bidder submitting a bid for the same commodity or commodities and is in all respects fair and without collusion or fraud.

All bids will be opened and read publicly and upon award are subject to public inspection.

STANDARD BID AND CONTRACT TERMS AND CONDITIONS (cont.):

If it becomes necessary to revise any part of the RFP or these Specifications or otherwise provide additional information, an addendum will be issued by the Owner and published on the Town of New Fairfield website www.newfairfieldct.gov It is the sole responsibility of the Vendor to consult the Purchasing Department or Town website (Invitation to Bid section) prior to submittal of their final qualifications for any addendums to this request. Town’s website at www.newfairfieldct.gov under the I Want To Section or the DAS website https://portalct.gov/DAS/CTSource/BidBoard. It is up to the bidder to check these sites before submitting the proposal.

Failure to acknowledge receipt of amendments in accordance with the instructions contained in the amendment may result in the qualifications not being considered.

GUARANTY OR SURETY:

Bid and or performance bonds may be required. Bonds must meet the following requirements: Corporation - must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature; Firm or Partnership - must be signed by all the partners and indicate they are “doing business as”; Individual - must be signed by the owner and indicated as “Owner”. The surety company executing the bond or countersigning must be licensed in Connecticut and the bond must be signed by an official of the surety company with the corporate seal affixed over their signature.

Signatures of two witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the Surety Company must be submitted with the bond.

SAMPLES:

Accepted bid samples do not supersede specifications for quality unless sample is superior in quality. All deliveries shall have at least the same quality as the accepted bid sample.

Samples are furnished free of charge. Bidder must indicate if their return is desired, provided they have not been made useless by test. Samples may be held for comparison with deliveries.

AWARD:

Award will be based on quality of the articles or services to be supplied, their conformance with specifications, delivery terms, price, administrative costs, past performance, and financial responsibility.

The Town of New Fairfield may reject any bidder in default of any prior contract or guilty of misrepresentation or any bidder with a member of its firm in default or guilty of misrepresentation.

The Town of New Fairfield may correct inaccurate awards resulting from clerical or administrative errors.

CONTRACT:

The existence of the contract shall be determined in accordance with the requirements set forth above. However, the award of the contract is not an order to ship.

The Contractor shall not assign or otherwise dispose of their contract or their right, title or interest, or their power to execute such contract to any other person, firm or corporation without the prior written consent of the Town.

Bidders have ten days after notice of award to refuse acceptance of the award; after ten days the award will be binding on the Contractor. If the Contractor refuses to accept the award within the ten-day period, the award will be made to the next lowest responsible qualified bidder.

Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for Town of New Fairfield to purchase these commodities or services on the open market. The Contractor agrees to promptly reimburse the Town for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

Rejected commodities must be removed by the Contractor from Town premises within 48 hours. Immediate removal may be required when safety or health issues are present.

http://www.newfairfieldct.govorg/ https://portalct.gov/DAS/CTSource/BidBoard

Contractor agrees to: hold the Town harmless from liability of any kind for the use of any copyright or uncopyrighted composition, secret process, patented or unpatented invention furnished or used in the performance of the contract; guarantee their products against defective material or workmanship; repair damages of any kind, for which they are responsible to the premises or equipment, to their own work or to the work of other contractors; obtain and pay for all licenses, permits, fees etc.

and to give all notices and comply with all requirements of town in which the service is to be provided and to the Town of New Fairfield; to carry proper insurance to protect the Town from loss.

Notwithstanding any provision or language in this contract to the contrary, the Town may terminate this contract whenever he/she determines in his/her sole discretion that such termination is in the best interests of the Town. Any such termination shall be effected by delivery to the Contractor of a written notice of termination. The notice of termination shall be sent by registered mail to the Contractor address furnished to the Town for purposes of correspondence or by hand delivery. Upon receipt of such notice, the Contractor shall both immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the Town all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing his duties under this contract, whether completed or in progress. All such documents, information, and materials shall become the property of the Town. In the event of such termination, the Contractor shall be entitled to reasonable compensation as determined by the Town, however, no compensation for lost profits shall be allowed.

DELIVERY:

• All products and equipment delivered must be new unless otherwise stated in the bid specifications.

• The Contractor will make delivery to the specified Town locations stated in the bid specifications.

• Deliveries are subject to re-weighing on Town scales.

• Payment terms are net 30 days after receipt of goods or invoice, whichever is later, unless otherwise specified.

• Charges against a Contractor shall be deducted from current obligations. Money paid to the Town by the Contractor shall be payable to the Town of New Fairfield.

SAVING CLAUSE:

The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably prevented by the Contractor.

The Contractor will give written notice of the cause and probable duration of any such delay.

ADVERTISING:

Contractors may not reference sales to the Town for advertising and promotional purposes without the prior approval of the Town.

RIGHTS:

The Town has sole and exclusive right and title to all printed material produced for the Town and the contractor shall not copyright the printed matter produced under the contract.

The Contractor assigns to the Town all rights title and interests in and to all causes of action it may have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the general statutes. This assignment occurs when the Contractor is awarded the contract. Contractor agrees that it is in compliance with all applicable federal, state and local laws and regulations, including but not limited to Connecticut General Statutes Sections 4a-60 and 4a-60a. The Contractor also agrees that it will hold the Town harmless and indemnify the Town from any action, which may arise out of any act by the contractor concerning lack of compliance with these laws and regulations.

All purchases will be in compliance with Section 22a-194 to Section 22a-194g of the Connecticut General Statutes related to product packaging. This contract is subject to the provisions of Executive Order No. Three of Governor Thomas J. Meskill promulgated June 16, 1971, the provisions of Executive Order No. Seventeen of Governor Thomas J. Meskill promulgated February 15, 1973 and section 16 of P.A. 91-58 nondiscrimination regarding sexual orientation, and the provisions of Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999 regarding Violence in the Workplace Prevention Policy.

RECORDS, FILES, AND INFORMATION:

Incorporated by reference into this contract and Pursuant to Public Act No. 01-169, each contract in excess of two million five hundred thousand dollars between a public agency and a person for the performance of a governmental function shall (1) provide that the public agency is entitled to receive a copy of records and files related to the performance of the governmental function, and (2) indicate that such records and files are subject to the Freedom of Information Act and may be disclosed by the public agency pursuant to the Freedom of Information Act.

Incorporated by reference into this contract is Section 4-61dd (g) (1) and 4-61dd (3) and (f) of the Connecticut General Statutes which prohibits contractors from taking adverse action against employees who disclosed information to the Auditors of Public Accounts or the Attorney General.

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):

Under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Bidders are expected to adhere to the same standards as the state agency/covered entity as to Protected Health Information (PHI), to maintain compliance with Title 45 CFR Part 164.504, Uses and Disclosures: Organizational Requirements, Bidder Contracts. Protected Health Information (PHI) includes information related to claims, health services, federal and state tax information, financials, criminal/court related information and other personally identifiable records. Bidder agrees that it shall be prohibited from using or disclosing the PHI provided or made available by the state or town agencies/covered entity or viewed while on the premises for any purpose other than as expressly permitted or required by this Contract. These uses and disclosures must be within the scope of the Bidder’s services provided to the state or town agencies/covered entity. Bidders shall establish and maintain reasonable safeguards to prevent any use or disclosure of the PHI, other than as specified in this Contract or required by law.

Bidder agrees that anytime PHI is provided or made available to any subcontractors or agents, Bidder must enter into a subcontract, which contains the same terms, conditions and restrictions on the use and disclosure of PHI as contained in this Contract. Bidder agrees to make available and provide a right of access to PHI by the individual for whom the information was created and disclosed. Bidder agrees to make information available as required to provide an accounting of disclosures.

Bidder agrees to make its internal practices, books, and records relating to the use or disclosure of PHI received from, or created or received by Bidder on behalf of the state or town agencies/covered entity, available to the Secretary of Health and Human Services (HHS) for purposes of determining compliance with the HHS Privacy Regulations. At termination of this Contract, Bidder agrees to return or destroy all PHI received from, or created by the state or town agencies/covered entity. If not feasible, extend the protections of this agreement to the PHI and limit further uses and disclosures. Bidder will have procedures in place for mitigating any harmful effects from the use or disclosure of PHI in a manner contrary to this Contract or the HHS Privacy Regulations. Bidder must develop and implement a system of sanctions for any employee, subcontractor or agent who violates this Contract or the HHS Privacy Regulations. The PHI shall be and remain the resources of the state or town agencies/covered entity. Bidder agrees that it acquires no title or rights to the information, including any deidentified information, as a result of this Contract. Bidder agrees that the state or town agencies/covered entity has the right to immediately terminate this Contract if the state or town agencies/covered entity determines that Bidder has violated a material term of this HIPAA Compliance Agreement above.

INDEMINIFICATION:

The Contractor shall indemnify, defend and hold harmless the Town and its successors and assigns from and against any and all (1) actions, suits, claims, demands, investigations and legal, administrative or arbitration proceedings pending or threatened, whether mature, unmatured, contingent, known or unknown, at law or in equity, in any forum (collectively, "Claims") arising, directly or indirectly, in connection with this Invitation to Bid and resulting Contract, including any environmental matters, and including the acts of commission or omission (collectively, the "Acts") of the CONTRACTOR or any of its members, directors, officers, shareholders, representatives, agents, servants, consultants, employees or any other person or entity with whom the CONTRACTOR is in privity of oral or written contract (collectively, "CONTRACTOR Parties"); (2) liabilities arising, directly or indirectly, in connection with this Invitation to Bid and resulting Contract, out of the CONTRACTOR's or CONTRACTOR Parties' Acts concerning its or their duties and obligations as set forth in this Invitation to Bid and resulting Contract; and (3) all damages, losses, costs and expenses, including but not limited to, attorneys' and other professionals' fees, that may arise out of such Claims and/or liabilities for bodily injury, death and/or property damages. The CONTRACTOR shall reimburse the Town, for any and all damages to the real or personal property of the Town caused by the Acts of the CONTRACTOR or any CONTRACTOR Parties. The Town shall give to the CONTRACTOR reasonable notice of any such

Claim. The CONTRACTOR shall also use counsel reasonably acceptable to the Town in carrying out its obligations under this section. This Section shall survive the expiration or early termination of the Contract, and shall not be limited by reason of any insurance coverage.

TOWN OF NEW FAIRFIELD INVOICING:

The Town of New Fairfield is exempt from payment of all taxes imposed by the State of Connecticut and/or the Federal government, including Federal transportation taxes. Such taxes must not be reflected in the bid price.

All billing must be forwarded to:

Town of New Fairfield Department of Public Works

New Fairfield, CT 06812

Questions regarding payment status must be directed to the Accounts Payable in the Town of New Fairfield, Finance Department, at (203) 312-5657. Vendor work reports must be attached to all invoices, including annual maintenance reports.

DEPARTMENT OF PUBLIC WORKS COMMUNICATIONS:

Contracts between the vendor and the Town concerning delivery, testing, problem solving, etc. will be directed only to the Town of New Fairfield, Department of Public Works. The Department of Public Works will not be responsible for any orders placed by anyone other than an authorized Department of Public Works staff. An authorized personnel listing is as follows:

CONTACT PERSON TELEPHONE NUMBER

Lloyd Decker, Public Works Department

(203) 312-5634

Lauren Massa, Office Manager (203) 312-5628

BUSINESS OPERATIONAL CHANGES:

In the event that the awarded contractor moves, updates telephone number and/or changes their name, it is the responsibility if the contractor to advise the Town of such change in writing. The Department will not be held responsible if payments or purchase orders are delayed due to additional routing caused by lack of notification on the contractor’s part. Business operational changes must be forwarded to Ms. Patty Mota, Purchasing Agent, located at 3 Brush Hill Road, New Fairfield, CT 06812.

SPECIAL REQUIREMENTS:

BIDDERS TAKE SPECIAL NOTE:

BIDDING VENDORS ARE REQUIRED TO COMPLETE THE ATTACHED VENDOR INFORMATION SHEETS AND RETURN WITH THE BID SUBMISSION. FAILURE TO COMPLY MAY RESULT IN A NON-RESPONSIVE BID.

SCOPE:

The Town of New Fairfield is soliciting competitive quotations for the purchase of a preventive maintenance service agreement for the maintenance of all heating, temperature control equipment, and air conditioning units for all Town Buildings. The maintenance contract will include but not limited to preventative maintenance, cleaning, repair, annual equipment testing and start up on the units detailed on the attached Schedules.

CONTRACT PERIOD:

The Town intends that this contract shall be in effect from the date of award for (1) one-year. The Town reserves the right to extend this contract for a period up to the full original contract term or parts thereof.

MANDATORY INSPECTION OF JOB SITES

Bidders shall visit the site and take such other steps as may be necessary to ascertain the nature and location of the work and the general location conditions, which affect the work or the cost thereof. There will be a Pre-Bid Meeting you must attend at Public Works 188 RT 39, New Fairfield, CT 06812, at 9:00 a.m., no late arrivals will be allowed to bid.

SCHEDULING OF WORK:

Inspection and routine maintenance and service shall be accomplished for all thirteen (13) locations during normal hours of work, excluding legal holidays will apply to all services, unless otherwise stated, including major repairs performed.

Normal working hours for Town Buildings is as follows:

1. Ball Pond Firehouse: No set hours of work.

2. Company A Firehouse: No set hours of work.

3. Dog Pound: No set hours of work.

4. Drop Off Center: No set hours of work.

5. Library: No set hours of work.

6. Police Department: 12:00 a.m. and 12:00 p.m., seven days per week – Sunday through Saturday.

SPECIAL NOTE: Security clearance is required for activities within the Police Department.

7. Public Works Department: 6:30 a.m. and 2:30 p.m., five days per week – Monday through Friday.

8. Town Hall: 8:30 a.m. and 4:30 p.m., four days per week – Monday through Thursday. 8:30 a.m. and 11:30p.m. on Friday.

9. Town Hall Annex: 8:30 a.m. and 4:30 p.m., four days per week – Monday through Thursday. 8:30 a.m. and 11:30p.m. on

Friday.

10. Senior Center: 8:30 a.m. and 4:30 p.m., five days per week – Monday through Friday.

11. Squantz Pond Firehouse: No set hours of work. Will have new system which will be under warranty for first year.

12. Communication Tower: 302 Ball Pond Rd No set hours of work.

13. Communication Tower: Bogus Hill Rd. No set hours of work.

Emergency work requiring shutdown shall be accomplished in the minimum time possible. In case of failure beyond normal inspection and routine maintenance, the contractor shall respond with an adequate number of personnel with a level of expertise necessary to correct the problem. Contractor shall provide emergency repair service on a 24 hour, 7-day a week basis, with a response time of 2 hours or less.

CONTRACT REQUIREMENTS:

Contractor will provide full service maintenance for all of the equipment and/or systems at each of the thirteen (13) locations as outlined in Schedule A.

Preventative maintenance shall include two (2) semi-annual inspections and include seasonal startup and shut down.

During maintenance inspections, Contractor will perform prescribed maintenance for each piece of equipment as outlined in Schedule B.

All replacement parts and labor necessary to provide preventive maintenance as listed in Schedule B are included in the semi-annual spring and fall inspections prices of the proposal Schedule C. All repairs, replacement parts and labor necessary to provide a functional system shall be included in the labor rates and parts and material pricing of the proposal Schedule C.

The Town will provide reasonable means of access to all devices that are included in this contract. Contractor will be free to start and stop any and all equipment incidental to the operation of any equipment for which it is reasonable.

The successful bidder will perform projects where the estimated cost is less than $3,000.00. When a project’s estimated cost is greater than $3000.00, the town reserves the right to bid the project separately from this contract.

The piping, ductwork and wiring pertinent and integral to the equipment covered under this contract will be maintained as it affects the proper operation of the equipment. The replacement of piping, ductwork or wiring due to corrosion, physical damage or other causes beyond the Contractor’s control is not included.

Cleaning and changing of filters shall be completed quarterly. The Contractor shall provide filters.

Changing of belts shall be completed annually.

Emergency Service, including overtime, shall be included, with a response time of two (2) hours or less.

REPAIR GUARANTEE:

Contractor shall respond on site to all service calls within four (4) business hours, respond by phone within one (1) hour and a repair time of twenty-four (24) hours from response.

If Contractor fails to respond on-site within the four (4) hour period on three documented occasions during the contract, the award, at the discretion of the Town may be canceled and re-awarded under the provisions of this contract. A response shall be defined as a service representative visiting the agency and working on the equipment.

PARTS REQUIREMENTS:

Contractor shall provide and maintain adequate inventory of replacement parts and components to maintain all of the equipment. Contractor shall stock critical, unique and frequently utilized parts and supplies therein and demonstrate they own the proper tools and test equipment to maintain all equipment.

WARRANTY:

In addition to manufacturers’ standard warranties, the Contractor shall guarantee to make replacement of defective parts or material, and correction of defective workmanship, including all labor, materials and shipping charges involved, at no additional cost to the Town for a period of one year from the date of inspection and substantial completion. Furthermore, the Contractor shall guarantee its repairs to be free from defects in materials and workmanship, given normal use and care, for 90 days over the period of the contract term.

Product, parts and accessories furnished under this contract will be guaranteed against any defects due to faulty material and/or workmanship. The Town reserves the right to inspect, at any time, the Contractors facility for adequate inventory of tools, test equipment, and parts required to maintain all of the equipment.

LABOR RATES:

The Town may, at its option, have upgrades or modifications performed on the various systems covered by this contract. The Contractor shall price man-hour labor for upgrades or modifications per contract pricing. All man-hour labor shall be for job-site labor only.

TRAVEL:

Contractor shall not charge the Town for travel to and from Town facilities. No travel time, mileage, minimum charges or portal-to-portal charges allowed. All maintenance and service provided under this contract shall include travel to and from equipment location.

SECURITY:

Contractor must adhere to established security and/or property entrance policies and procedures established for each location. It is the responsibility of each Contractor to understand and adhere to those policies and procedures prior to any attempt to enter the premises.

CONTRACT PRICES AND BILLING:

Contract prices for services performed under this Contract are shown in the Contract Award Schedule, which is attached to and made a part of this Contract. The Town agrees to pay invoices on a net 30-day basis after receipt of invoice. The Contractor shall bill the Town for the services provided. Billing notices shall include detailed information and services performed. A late payment charge shall be calculated in accordance with the Connecticut General Statutes.

CONTRACTOR QUALIFICATIONS:

The Contractor shall be capable of performing all services required herein. Contractor agrees to act as an independent Contractor in performing all services under this Contract and, except as otherwise outlined in this Contract, agrees to maintain complete control over its employees (such control over the repairers being limited to the context of this Contract). Contractor shall furnish agency with. The following items are required with your bid:

• The Contractor shall hold a current S-1 License. All service personnel performing work on the jobsite must have as a minimum, a current journeymen’s, S-2 License. Copies of licenses must be included with your bid.

• Manufacturer’s published list(s) prices for parts and/or manufacturer’s list(s) of dealer parts cost.

• Attached Proposal Schedule.

• List of names and phone numbers of at least three specially trained technicians for heat pumps and air conditioning equipment; and three servicemen for boilers, hot water heaters and gas burners with the appropriate licenses that can conduct the necessary tasks to ensure that equipment is properly maintained to manufacturer specifications.

• All required bid documentation with required signatures.

SUBLETTING OR ASSIGNING OF CONTRACT:

The contract or any portion thereof, or the work provided for therein, or the right, title, or interest of the Contractor therein or thereto may not be sublet, sold, transferred, assigned or otherwise disposed of to any person, firm, or corporation, or entity, other than the Contractor to whom the project was awarded is permitted to commence work on the project unless such consent has been granted.

INSURANCE REQUIREMENTS:

PROOF OF INSURANCE:

The Contractor shall take out and maintain during the life of the contract adequate Workmen’s Compensations Insurance for all his employees employed. In case any of employees are engaged in hazardous work under the contract at the site of the work, is not protected under the Workmen’s Compensation statute, the contractor shall provide Workmen’s Compensation Insurance for the protection of his employees not protected otherwise.

LIABILITY INSURANCE:

Take out and maintain during the life of the contract adequate public general liability insurance insuring against liability, to persons not employed by his in an amount of not less than $1,000,000 per occurrence/$1,000,000 aggregate, $1,000,000 automobile, and an umbrella policy of $5,000,000.

The certificate(s) of insurance must name the Town of New Fairfield, 3 Brush Hill Road, New Fairfield, CT as the certificate holder/additional insured. It shall be delivered to the Board of Education within five (5) days of award notification.

REPORTING REQUIREMENTS:

Upon request, the Contractor shall be required to furnish the Town with a summary of the total purchases made under this contract. Upon request, the Contractor shall provide detailed reports to the Town of repairs and maintenance history of all equipment. The Town may reasonably request additional reports if needed and the Contractor shall use every effort to provide such reports.

During the term of the Contract, the Contractor shall afford the officers, attorneys, accountants, auditors, and other authorized representatives of the Town free and full access to the records during normal business hours. The Records are deemed to be the property of the Town and shall be delivered to the Town no later than thirty (30) days after the expiration or cancellation of the Contract or 30 days after the Contractor receives a written request from the Town for the records.

AUDITS:

At the option of the Town and at its own expense, periodic audits may, at reasonable times, be made of the Contractor’s books and reports insofar to the Contract. Such audits will be conducted by the Town or a representative appointed by the Town.

Said books and records shall be made available to the Town of New Fairfield.

BASIS OF AWARD:

It is the intent of the Town that this contract be awarded to lowest, qualified, responsible bidder for all locations listed.

However, the Town reserves the right to group items and/or make an award to multiple vendors.

Lowest shall be:

• Total cost of all inspections

• Plus normal labor rate x 25 hours *

• Plus emergency service rate x 5 hours *

• Plus $1,000 of parts and materials at a percentage discount from list or cost plus. *

* Rates are estimates used for bid evaluations

Qualified, responsible bidders are those bidders who:

• Have trained technicians that can conduct the necessary tasks to ensure that equipment is properly maintained to manufacturer specifications.

• Have the appropriate licenses to provide this type of work.

• Have parts in stock as required.

• Provide Emergency Service after normal working hours (i.e. 24/7 coverage).

• Attendance at the required pre-bid meeting and site inspections.

• Completion of all required bid documents.

PRICE ADJUSTMENTS:

Bid prices will remain firm for the first year of the contract period. After the first year of the contract period, if asked to extend the contract, the awarded Contractor may file for a price increase consistent with and relative to price changes originating with the manufacturer and/or labor rates. Requests for such an increase must be fully and properly documented and, if approved, shall be firm for the remainder of the contract.

The Town reserves the rights to reject any requested price increase deemed excessive in the opinion of the Town and cancel the contract. The Contractor must submit a formal request for an increase to the Town of New Fairfield, Department Finance, 3 Brush Hill Road, New Fairfield, CT 06812, no later than thirty (30) days prior to the effective price increase date. The request shall contain the date the increase takes effect. No retroactive increases will be allowed. In the event a retroactive request for a price increase is received, the Department of Finance will set the effective date of the increase as ten (10) days from the receipt of the request.

THE NEW PRICING MEDIUM MUST BE SENT WITH THE REQUEST FOR INCREASE.

Any purchase orders issued by any Town agency prior to the effective date will be honored by the Contractor at the price in effect at the time off the issuance of the purchase order.

CONFORMITY WITH CONTRACT:

In the event the Town determines that the service performed or materials furnished by the Contractor are defective, not in conformity with the contract requirements, or has resulted in an inferior or unsatisfactory level of service, the Town shall order the Contractor, in writing, to correct the nonconforming condition with seven (7) days of receipt of letter. Upon failure of the contractor to comply, the Town shall have the authority to correct the condition by other means, including the use of Town employees or by separate contract. The costs of the action taken by the Town shall be deducted from any Moines due or to become due to the contractor under this contract. Notwithstanding the above notice provisions, if the Town determines that a condition exists which may adversely affect the health or safety of a person or property, the Town shall order the Contractor to correct the condition immediately. Upon the refusal of the Contractor to comply with the order or a determination by the Town that the Contractor is unable to correct the condition, the Town shall have the authority to correct the condition by other means without further notice. Should the Contractor fail to adhere to the specifications and requirements, the Town may, at its option, withhold any payments due until such time as the nonconforming items are corrected. The Town may also assess financial penalties as described in these specifications. If the Town has cause to correct a condition that, in the Town’s opinion, should have been done by the Contractor, the Town may elect to assess financial penalties and/or the additional cost to the Town to obtain other means to correct the nonconforming item. Continual or intentional breaches of contract will be causes for termination.

CANCELLATION:

The Town reserves the right to cancel any unfulfilled portion of the contract (30 day written notice) providing, in the opinion of the Department of Finance, services and/or materials supplied by the Contractor is not satisfactory or consistent with the terms of the contract. Upon cancellation, the maintenance charges will be prorated over the period the contract has been in force.

SCHEDULE A

LOCATION #1

Ball Pond Firehouse

Fairfield Drive

ITEM # SYSTEM/MODEL SERIAL #

Boiler Weil McLain P-678-WT N/A

Fan Coil Fan Coil

Ductless Split

Carrier Carrier

Fujitsu ASUH36LPAS

Unknown Unknown

NVC001563

LOCATION #2

Company A Firehouse 302 Ball Pond Road

Furnace #1 Adams N/A Furnace #2 Adams N/A Furnace #3 Adams N/A Furnace #4 Adams N/A

Hot Water Heater Bock 71E 9306300ST A/C Unit #1 Carrier Unknown A/C Unit #2 Carrier Unknown

LOCATION #3

Dog Pound (building on left) 223 Route 37

Furnace Carrier Unknown

Hot Water Heater Bock 51E 96082124T Ductless Split Mitsubishi MS2-GX18NL 5012164T20U40K

LOCATION #4

Drop Off Center 41 Bigelow Road

Furnace Modine OH100A 3808013295

SCHEDULE A (cont.)

LOCATION #5

Library

2 Brush Hill Road

Boiler Burnham V905-5 N/A

Chiller Pump- Library Trane – Children’ s Library

Trane- program room

Trane Chiller

2 Fan Coils in Children Lib Fan Coil 1st Floor Entrance Fan Coil Community Rm

Fan Coil Adult Lib #1 Fan Coil Adult Lib #2 Fan Coil Adult Lib #3 Fan Coil Adult Lib #4 Fan Coil Adult Lib #5 Fan Coil Adult Lib #6

Armstrong

BCVD036B2F0A1T042000000B

05U0000000KB0G00

BCVD036B2F0A1T042000000B

05U0000000KB0G00

CGAM.35A2L02AXB2A1A1A1

AXXA1C1A4XXXXXXA1A5AI

D1XXCXX

Trane Trane Trane Trane Trane Trane Trane Trane Trane

007180T3E213JP-S

T15D28279

T15E32887 U15E49093

N/A T15E3288

T15D28284 T15E33545 T15E33546 T15E33549 T15E33548 T15E33550 T15E33547

LOCATION #6

Police Department

Boiler #1 PB Peerless EC ECT05175W/S 533006-2000511 Boiler #2 PB Peerless EC ECT05175W/S 533008-2000511 Boiler #3 PB Peerless EC ECT05175W/S 533007-2000511

Hot Water Heater Bock 241 E 88103085WA Chiller Carrier/30MPA0405LA02007 0216Q23176

Chiller Pump #1 WEG/00518T3E184T-SG N/A 19 Fan Coils

Snyder General

1 Ductless Split units

Mitsubishi

2 Ductless Split units Fujitsu N/A

Indoor Ductless Split Dispatch Mitsubishi PKA-A24KA7 Outdoor Ductless Split Dispatch Mitsubishi PUY-A24NHA7 Large Server Room Mitsubishi/ PUYA36NHA 02U00866A Large Server Room Fujitsu/AOU36RLXB FTN005391

Small Server Room Fujitsu/AOU24RLX CTN006976

LOCATION #7

Public Works Department

188 Route 37

Furnace /A/C Unit #1 Carrier 24APA536 3910E09634

Furnace #2 Adam Unknown Furnace #3 Modine Unknown

LOCATION #8

Town Hall

Boiler Smith 19A 19A-4-070623

A/C Unit #1 Air Hander #1

Carrier 24APA560

FX4 DNB061

3210E19080 0710A82660

A/C Unit #2 A/H Unit #2 A/C Unit #3 A/H Unit #3

Carrier 24APA560

FX4 DNB061

Carrier 24APA530

FX4 DNB031

3010E06190 2310A84320 4710E00611 2410A70196

Ductless A/C Unit #4 Mitsubishi MSZ/MUZ12NA N/A Ductless A/C Unit #5 Mitsubishi MSZ/MUZ15NA N/A Ductless A/C Unit #6

ERV Lower Level Mitsubishi PKA/PUYA24 Carrier ERV CCLHU1200

54306V32205

LOCATION #9

Town Hall Annex

Boiler Weil McLain A/B-WGO-7

HVAC Unit #1 A/H Unit #1

Trane BWE090C100 GA Trane HYDRO

C29178118 unknown

HVAC Unit #2 A/H Unit #2

HVAC Unit #3 A/H Unit #3

Trane BWE060C100 GA Trane HYDRO

Carrier 24APA548 Carrier FX4DNB048 2 Zone

C35169927 Unknown

1307E34419 unknown

LOCATION #10

Senior Center 33 Route 37

HVAC Unit #1 Lennox model LGC12052BH2G 5609C-03121 HVAC Unit #2 Lennox model LGA060H2BH2G 5608J-14887 HVAC Unit #3 Lennox model LGA060H2BH2G 5608J-14888 HVAC Unit #4

Boiler Lennox Model LGC10252BM2G

Peerless JOTW175WPCT 5609D-00510

JOTW976180990

LOCATION #11

Squantz Pond Firehouse

255 Route 39

Boiler Burnham Unknown

2 Fan Coils Heat only Carrier Unknown North Hall Air Handling Unit #2 Carrier FTBNBC48/1024F04772

Kitchen Condensing Unit #4 Carrier 38MURAQ24AB3/1324V11153 Bar Condensing Unit #1 Carrier 38MURAQ36AB3/3024V14779

Kitchen Air Handling Unit #4 Carrier FT4BNXB24/0824F07975 Bar Air Handling Unit #1 Carrier FT4BNBC36/3124F13982

South Hall Condensing Unit #3 Carrier 38MURAQ48AB3/2124V15824 North Hall Condensing Unit #2 Carrier 38MURAQ48AB3/ 2124V15823

South Hall Air Handling Unit #3 Carrier FT4BNBC48/0924F15323 Condensing Unit Carrier 38qrr048-301/2806x92292

Refrigerant North Hall CU#2 Action A Type V1 Refrigerant R410A Refrigerant Bar CU#1 Action A Type V1 Refrigerant R410A

Refrigerant South Hall CU#3 Action A Type V1 Refrigerant R410A

LOCATION #12

Communication Tower

302 Ball Pond Rd.

Bard Wall Mount Model # WA372-A05EPXXX 225K031839649-02

LOCATION #13

Bogus Hill Communication Tower

Bogus Hill

Bard wall mount

Model # WA372-A05EPXXX

Unknown

TRANE Chiller in the Library is covered by TRANE for Air Conditioning ONLY

SCHEDULE B

PREVENTATIVE MAINTENANCE REQUIREMENTS

1. Each location shall receive semi-annual inspection and thorough preventive maintenance routine as appropriate, to be invoiced semi-annually, after spring and fall inspections. In addition, periodic tests and adjustments are made to ensure efficient and reliable operation of other major components of all equipment.

• Fall Inspection: Check, Test and calibrate all controls for heating applications. Verify, check and test all functions of equipment.

• Spring Inspection: Check, Test and calibrate all controls for cooling applications. Verify, check and test all functions of equipment.

2. Each scheduled call will have a specific set of tasks detailing exactly what is required to be performed and what special skills, tools or instruments are required to keep the equipment operating at peak level.

3. Maintenance intervals will be determined by contractor’s experience, manufacturers’ recommendations, usage, location and run-time intervals unless otherwise noted. A schedule of semiannual services will be submitted to the Public Works Department, four (4) weeks prior to the service.

4. A service report will be completed after each call and provided to the Public Works Department. A duplicate record will be maintained at contractor’s site to update the history of the work performed.

5. A listing of typical service procedures shall include, but not be limited to the following:

• REPAIR SERVICES: If in the course of a service call, it is determined that a repair to equipment or a replacement of a component would be required, the Public Works Department will be advised of the defect with a quote listing estimated cost. Subject to approval by the Public Works Department, work will be performed on a preferred time and material basis.

The Contractor shall quote repair labor rates and materials required for repairs based on contracted pricing.

• OPERATIONAL SUPPORT: The Contractor will make recommendations to improve equipment efficiency and reliability, or reduce operational costs. A summary of services performed will also be prepared upon request.

• INSPECTION: The Public Works Department reserves the right to inspect or oversee any maintenance work done by Contractor. After inspection, any maintenance work that is found to be inadequate or unsatisfactory shall be corrected promptly at no additional charge.

PREVENTATIVE MAINTENANCE REQUIREMENTS FOR APPLICABLE UNITS

Open Reciprocating Compressors Air Handling Unit

Lube motor bearings Lube motor and fan bearings Check drive belts, couplings, alignment Check and adjust belts/replace as required

Check oil level, add as required Check pulley (tighten and align) Check safety controls Check filters (clean/change)

Check head bolts, shaft seal Check cooling coil & controls Check for noise, vibration Check heating coil and controls

Record motor amps Clean condenser drain pan and drain Record low pressure Check traps and strainers/clean

Seasonal Startup/shutdown Lube damper linkage (auto)

Semi-Herm/Hermetic Reciprocating Compressors

Air Cooled Condenser Check coil, report cleaning required

Check oil level, add as required Lube fan motor and bearings Test oil for acid/moisture Check and adjust belt/replace as required

Check safety controls Clean fan blades Check for refrigerant leaks Check refrig. Circuit for leaks Check for noise, vibration Check high pressure cut-out

Record motor amps Check and calibrate low-ambient controls Record high pressure Record air temperature in/out Record low pressure Record motor amps

Seasonal Startup/shutdown Clean & adjust burner Exhaust Fans

Perform min-pilot turndown -test Lube Motor Check & adjust ignition controls Lube fan bearings Check & adjust safety controls Check belts/adjust/replace

Check & adjust gas train controls Check fan blade Check and report condition of heat exchange Check back draft, damper if applicable

Check draft stack temperature Check interlock if applicable

Oil Burner & Heat Exchanger Pumps Clean and overhaul burner Repack stuff box when required

Check electric tubes [replace as required] Clean strainers Check flame and adjust ignition, flame, operating and safety controls Lube motor and pump

Check seals and couplings Clean oil strainer Check alignment

Check oil tanks for sludge Record motor amps Check heat, exch. (if applicable)

Check CO2, smoke, draft, stack temp, C.E.% Temp. Controls- Electric Adjust, calibrate and clean T-stats, humid, controls, temp. controls, pressure controls valves, relays, motors, Lube valve, stem seals, damper bearings, linkages, switches Repack control valve if required

Electric Duct Heaters Check operation and staging

Check condition of coil and insulators Check safety controls

Record temperature in/out of coil

Electric Controls Fan Coils/Cab. Heaters/UV’s

Check, clean and/or replace contacts Clean or change filters Tighten loose connections Check motors, fans, lube if required Check arcing and pitting Lube control valves

Check condition of fuse blocks Check temperature controls operation Check coil connections Clean strainers, condenser drain pan

Check operation Lube and check dampers (if applicable)

Low Pressure Steam Boiler (under 30 psi) Hot Water Heating Boiler Test relief valve Test relief valve

Blow down water cooler Test low-water cut off Test low water cut-off Check altitude gauge for maximum pressure

Blow down boiler Drain expansion tanks Check boiler water treatment Check supply water reg. Valve

Clean boiler (fireside), breech, runways (wire brush only)

Check fire surfaces Drain boiler and open hand hole

Inspect firebox and report repairs nec. Clean breech and runways (wire brush only) Inspect waterside and report condition Check firebox and report repairs

Centrifugal Machine Absorption Machine Clean strainers, traps Clean strainers, traps

Operate purge, lube, check belts Operate purge, lube, check belts Check sight glass/lube valve linkage Check purge oil

Record chilled water temperature in/out Check sight glasses and safety controls Record condition water temperature in/out Record chilled water temperature in/out

Record chilled water pressure in/out Record condition water temperature in/out Record condition water pressure in/out Record chilled water pressure in/out

Record motor amps Record condition water pressure in/out Check purge, report rework required Record pump amps

Leak test (check rupture disc) Lube all motors Change oil, clean separator, change filter Calibrate controls

Meg motor windings Pull head, examine condition/absorber tubes

Pull heads, check condition tubes, report cleaning required report cleaning required Seasonal Startup and Shutdown

Seasonal Startup and Shutdown Cooling Towers/Evaporative. Condenser

Temp. Controls- Pneumatic Lube motor and fan bearings Blow down air compressor Check belts and pulleys

Check and adjust belts Clean water strainers/air intake screen Add or change oil/check oil separator Check and adjust float valve

Replace air intake filter Check water treatment/adjust bleed Blow down refrigerated air dryer Drain and flush sump

Check return air dryer temp Check refrigerant coil for leaks and scale Adjust, calibrate, clean, all T-stats, humid & temp controls, valves, relays and motors Report painting required

Check spray nozzles and clean Lube valve, stem seals, damper bearings, linkage, switches Check eliminator plats

Record motor amps Repair control valve as required Seasonal Startup and Shutdown

Water Cooled Condenser Humidifiers Check regulator valve and set Check water supply and treatment condition

Record water temperature in/out Check operation and controls Drain and flush Report cleaning required Clean strainers

Pull heads, check tubes, report cleaning required

TOWN OF NEW FAIRFIELD

2026-2027 HVAC Preventative Maintenance & Repair Services

Bid Sheet (Return this form to the Purchasing Agent)

COMPANY INFORMATION

COMPANY NAME:

STREET:

CITY, STATE, ZIP:

PHONE NUMBER:

BIDDER’S INFORMATION

BIDDER’S NAME:

STREET:

CITY, STATE, ZIP:

PHONE NUMBER:

ROUTINE SERVICE CONTACT PERSON

VENDOR DESIGNATED PERSON RESPONSIBLE FOR ACCEPTING AND SCHEDULING ROUTINE DELIVERIES.