RFP Professional Services for HVAC Maint.pdf

Incorporated 1901

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064 www.southhillva.org – southhill@southhillva.org

REQUEST FOR PROPOSALS

HVAC Preventative Maintenance and Service

ISSUE DATE: July 24, 2024

DUE DATE AND TIME: August 21, 2024 at 2:00 PM EST

CONTACT: Keli Reekes

Town Manager

Town of South Hill

211 S. Mecklenburg Avenue

South Hill, Virginia 23970 kreekes@southhillva.org

The Town of South Hill (the “Town”) is seeking proposals from qualified offerors (Offerors) to provide Heating, Ventilating and Air Conditioning (HVAC) preventative maintenance and service, to include on-call emergency and non-emergency repair service on Town property identified below.

All responses to this Request for Proposals and any resulting contract shall be consistent with and governed by the Virginia Public Procurement Act.

All proposals shall be turned in no later than 2:00 PM EST on Wednesday, August 21, 2024 to the Town of South Hill located at 211 S. Mecklenburg Avenue, South Hill, Virginia

23970. Proposals should be labeled: 2024 HVAC PREVENTATIVE MAINTENANCE

AND SERVICE. If proposals are sent via a mailing service or hand delivered, please address the proposals to the contact listed above. No proposals that are submitted by e-mail, phone, or facsimile shall be considered. Proposals received after the deadline shall be deemed non-responsive and returned unopened. It is the Offeror’s sole responsibility to ensure all information; including addendums, are complete and delivered on time. The Town reserves the right to reject any and all proposals and to waive informalities. If the Town closes its offices due to inclement weather, scheduled receipt of proposals will be extended to the next business day, same time.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

mailto:southhill@southhillva.org

Town of South Hill

Request for Proposal

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

I. Purpose and Scope of Services.

The Town is seeking proposals from qualified offerors (Offerors) to provide Heating, Ventilating and Air Conditioning (HVAC) Preventative Maintenance and Service for equipment listed in

Attachment D for the following buildings:

• Town Hall, 211 S. Mecklenburg Ave., South Hill, VA 23970

• R.T. Arnold Library, 110 E. Danville St., South Hill, VA 23970

• Public Works, 413 W. Main St., South Hill, VA 23970

• South Hill Exchange Building, 408 W. Danville St., South Hill, VA 23970

• Wastewater Treatment Plant, 1015 Rocky Branch Rd., South Hill, VA 23970

A. Competitive Sealed Negotiation.

This procurement shall utilize competitive sealed negotiation, pursuant to §§ 2.2-4302.2 and 2.2-

4303.

B. Communications Prior to the Response Deadline.

Any communications pertaining to the scope of work, the specifications, the preparation or submittal of a proposal, and all other communications referred to this solicitation must be made in writing to the individual whose contact information is listed below. Such communication shall be made no later than three (3) business days prior to the date set for the receipt of proposals.

Notifications regarding specifications may not be considered if received in less than three (3) business days of the date set for receipt of proposals.

Keli Reekes

Town Manager

Town of South Hill

211 S. Mecklenburg Avenue

South Hill, Virginia 23970 kreekes@southhillva.org

C. Revisions to the Request for Proposals.

Any revisions to the solicitation will be made only by addendum issued by the Contact listed above. Such revisions will be made in the form of an addendum and posted on the Town’s website at www.southhillva.org. It shall be the responsibility of the prospective Contractor to monitor the website listed above for published addenda and to have all addenda signed by an authorized representative of the company.

II. Evaluation & Selection Criteria.

Proposals will be evaluated based on the RFP and the criteria listed below. Such criteria will also be used to develop a short list of qualified firms.

• Demonstration of the Offeror’s familiarity with the Town and its mission and objectives.

(10 points)

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

• Information received from references about the Offeror, including but not limited to the quality and timeliness of performance on prior projects, quality and professionalism of members of the Offeror’s team, Offeror’s ability to remain within the budget, and other information relevant to the Offeror’s ability or fitness to perform under a contract awarded for the RFP. (25 points)

• Qualifications and experience of firm in providing like services on other similar type of maintenance and on-call contracts. (15 points)

• Qualifications and experience of the Offeror’s personnel in each discipline that may provide services relevant to the RFP. (20 points)

• Related experience in Virginia and with the Town. (10 points)

• Annual quote for preventative maintenance and service, as well as hourly rates for on-call emergency and non-emergency services to include travel rates and fees. (20 points)

TOTAL: 100 points

III. Proposal Format.

The proposals are to be submitted in a format that allows uniform review and easy access to information by the evaluation committee. A table of contents shall be provided, and pages and exhibits numbered in an organized manner. All proposals shall provide a delineation of capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content.

The items to be addressed in the proposal in the order listed are:

1. Cover Sheet

2. Completed Proposal Form

3. Description of Services to be Provided and Project Approach

4. Statement of Qualifications

5. Response Capability

6. Insurance

7. References

8. Other Supporting Data

9. Submission of Proprietary Information

10. Virginia State Corporation Commission Registration Information form

Section 1 – Cover Sheet

Included on the cover sheet shall be:

a. The name of the firm and the location of the office that will have the responsibility for the services to be provided.

b. The name, address, and phone number of a key representative who is knowledgeable about the proposal.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

c. The signature, in ink, of an officer or employee having the authority to bind the company by their signature. Signatures by anyone other than the president, vice president, or general partner should have accompanying documentation that the individual is empowered to bind the company or partnership.

Section 2 – Completed Proposal Form

Section 3 – Description of Services to be Provided and Project Approach

The Offeror should describe its understanding of the scope of services and how the firm proposes to conduct its work.

a. Preventative Maintenance Service

The Offeror shall provide all labor, tools, equipment, materials and all incidentals required for the complete and satisfactory performance of regularly scheduled preventative maintenance servicing for all the equipment. At a minimum, HVAC equipment preventative maintenance shall be provided as stated in Attachment D and in accordance with ANSI/ASHRAE/ACCA standards, as amended.

b. Repair Service (Non-Emergency)

The Offeror shall provide all labor, tools, equipment, materials and all incidentals required for the complete and satisfactory performance of repair servicing o f th e

Eq u ip men t. Repairs not included in preventative maintenance, may be paid for on an hourly labor rate basis according to final contract negotiation. At a minimum, HVAC repair service shall be provided as stated in Attachment D in accordance with ANSI/ASHRAE/ACCA standards, as amended.

The Offeror shall be required to provide a not-to-exceed (NTE) estimate of the cost and descriptive information of the necessary repairs to the Town Manager or his/her designee at the time of the service call. No repair work shall be performed until approval is given by the Town Manager or his/her designee.

c. On-Call Repair Service (Emergency)

If deemed an emergency by the Town Manager or his/her designee, the Offeror shall make contact with the Town to schedule service within two (2) hours of the time of the call. If the Offeror exceeds this time parameter, the Town reserves the right to call another vendor to provide the needed services and bill the Offeror for the difference in price.

The provisions of this section shall apply twenty-four (24) hours a day, seven (7) days a week. This would be a billable service call as per the quoted hourly rate.

Call backs for on-call repairs for the same problem within a twenty-four (24) hour period shall be at the Offeror’s expense

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

Section 4 – Qualifications and Experience of the Firm and Project Team

a. Include the organizational chart, functional discipline, and responsibilities of the project team members.

b. Provide concise resumes of each team member’s education, relevant professional experience, length of time employed by the Offeror and/or subcontractor, and professional licensure. The personnel used by the Offeror for the performance of this work shall be experienced and trained in the maintenance and repair of this type of equipment, and shall be capable and qualified in performing the work, and at a minimum must have a minimum of five (5) years’ experience as a mechanic in the maintenance and repair of HVAC equipment.

c. Offeror shall furnish all labor, supervision, tools (including software and interface means), materials and equipment required to properly maintain and service the equipment. The Offeror must have all required licenses and permissions required by law to perform the services set forth in this RFP. All work performed shall be performed in accordance with all applicable Codes.

d. The Offeror shall clearly state whether it is proposing to subcontract any of the work herein. The names of all proposed subcontractors shall be provided. By proposing such firms or individuals, the Offeror assumes full liability for the subcontractor’s performance. The Offeror shall state the amount of previous work experience with the subcontractor.

e. Include a list of projects, which contain work similar or related to that called for in this solicitation and, at a minimum, include for each project listed the following:

project name, brief project description, location of the office responsible for the project, budgeted cost, completed cost, year completed and actual completion date relative to scheduled completion date.

Section 5 – Response Capability

Give an overview of the workload priority to be assigned to this project and staffing available relative to the Offeror’s ability to respond to Town.

Section 6 – Insurance

Insurance of the types and in the amounts set forth in the terms and conditions shall be purchased and maintained by the Offeror during the life of the Contract.

Section 7 – References

Give name, address, and telephone number of references for whom similar work has been performed. The Town may, at its discretion, contact these and other known references to discuss the past performance of the firm and project team.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

Section 8 – Other Supporting Data

Other information you feel to be relevant to the selection of your firm for this Contract.

Section 9 – Virginia State Corporation Commission Registration Information

Section 10 – Submission of Proprietary Information (Submit Under Separate Cover)

Trade secrets or proprietary information submitted in a proposal shall not be subject to disclosure under the Virginia Freedom of Information Act. However, in order for this information to be protected from disclosure, the Offeror must specifically invoke the protections of Virginia Code

§ 2.2-4342 or other applicable statute, prior to or upon submission of the trade secrets or proprietary information. The Offeror must clearly identify any part of its proposal considered to be protected as trade secret or as proprietary information and must state the reasons why protection is necessary. Offerors shall submit under separate cover any information considered proprietary and any copyrighted material. Separate cover means that proprietary information must be placed in a separate area of the proposal and be clearly identified as containing proprietary and/or copyrighted information.

a. Any Offeror shall identify a trade secret or proprietary information by clearly stating

“Trade Secret” or “Proprietary Information” adjacent to the particular information, and by clearly identifying the information to be subject to the protection, such as by encircling, highlighting, underlining or other similar means. The Offeror shall state the reasons why protection is necessary on a separate page of the proposal.

b. Any Offeror shall not identify as a trade secret or proprietary information those sections of the proposal that are material to the Town’s ultimate award of the contract.

c. The Town reserves the right to contact an Offeror and to request that the Offeror explain or clarify why the Offeror identified certain information as a trade secret or as proprietary information.

d. Any Offeror shall not identify as trade secret or proprietary information their complete proposal.

All information contained within the body of the proposal not under separate cover and labeled proprietary shall be public information in accordance with state statutes.

IV. Submittal Instructions.

A. Each Offeror shall submit one (1) original and three (3) copies of their proposal. Each proposal shall be printed in English and received in hard copy by the deadline. Oral proposals, proposals received by telephone, fax, telegraph, or e-mail shall be rejected.

B. An authorized representative of the Offeror shall sign proposals.

C. Proposals should clearly respond to the Scope of Services. All information requested in this solicitation should be submitted. Failure to submit all information requested may result in

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064 the proposal being deemed non-responsive. Proposals which are deemed non-responsive, incomplete, or lack key information may be rejected in full by the Town.

D. Proposals should be organized in the order delineated above in Section III.

E. All pages of the proposal should be numbered.

F. Except as otherwise provided, and in accordance with Virginia Code § 2.2-4342, all proceedings, records, contracts, and other public records relating to the Town’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm, or corporation, in accordance with the Virginia Freedom of Information Act (Virginia Code § 2.2-

3700 et seq.). Proposals shall not be available for inspection by Offerors until interviews, if scheduled, are completed. After award, all proposals become a matter of public record and are available for inspection by the public, except those portions of the proposals that were properly and timely identified as proprietary and/or copyrighted, and thus not subject to the Virginia

Freedom of Information Act.

G. Any contact with any Town representative, other than that outlined above, concerning this RFP is prohibited. Such unauthorized contact may disqualify an Offeror from this procurement.

H. The Town will assume no responsibility for oral instruction or interpretation. Any questions regarding the procurement solicitation shall be in writing.

I. Each Offeror shall be prepared, if so requested by the Town, to present evidence of their experience, qualifications and financial ability to carry out the terms of the Contract.

J. ALL PROPOSALS RECEIVED AFTER THE DUE DATE/TIME WILL NOT BE

CONSIDERED AND SHALL BE RETURNED TO THE OFFEROR, UNOPENED.

FAILURE TO COMPLETE FORMS AS REQUIRED MAY RESULT IN THE

OFFERORBEING DETERMINED “NON – RESPONSIVE.”

V. Contract Award.

A. Negotiations

The town shall engage in individual discussions with two or more offerors deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence, to provide the required services. There may be repetitive informal interviews. The offerors shall be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. During this discussion stage, the Town may discuss nonbinding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of price for services. At the conclusion of discussion, on the basis of evaluation factors published in the Request for Proposal and all information developed in the selection process to this point, the

Town shall select in the order of preference two or more offerors whose professional qualifications and proposed services are deemed most meritorious.

Negotiations shall then be conducted, beginning with the offeror ranked first. If a contract

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064 satisfactory and advantageous to the Town can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and conditions acceptable to the Town, an award shall be made to that offeror. Otherwise, negotiations with the offeror ranked first shall be formally terminated and negotiations conducted with the offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Notwithstanding the foregoing, the Town may award contracts to more than one qualified offeror.

Should the Town determine in writing and in its sole discretion that only one offeror is fully qualified or that one offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that offeror.

B. Award

The Town intends to enter into a contract for the services solicited under this RFP with a competent, responsive, responsible firm(s) after using the competitive sealed negotiating process as authorized by the Virginia Public Procurement Act, specifically including Virginia Code

Sections 2.2-4301, 2.2-4302.2 and 2.2-4303.

Upon the award or announcement of the decision to award a contract as a result of this solicitation, the Town will publicly post such notice at 211 S. Mecklenburg Ave., South Hill, VA

23970 and also on the Town website (www.southhillva.org).

C. Term

The contract or contracts awarded will be limited to a term of one year, or the date on which cumulative total project fees reach the maximum authorized ($10 million per year), whichever occurs first. However, each such contract may be renewable for three (3) additional one-year terms at the option of the Town.

D. Payment Terms

The cumulative total fees for all projects performed in a one-year contract shall not exceed

$10,000,000. The fee for any single project shall not exceed $2,500,000.

Payment schedule and amounts will be negotiated and memorialized in the contract(s) issued following the award. The fair and reasonable prices as negotiated shall be used in determining the cost of each project performed.

VI. Termination.

The Town may terminate the contract for any reason upon ten (10) days notice and upon payment of any and all sums already earned under the contract and reasonable expenses incurred in reliance upon the contract.

Incorporated 1901

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

APPENDIX A

General Terms, Conditions and Instructions to Offerors

I. Instructions.

A. Competition Intended

It is the Town’s intent that this solicitation permit competition. It shall be the Offeror’s responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, stifles competition or inadvertently restricts or limits the requirements stated in this solicitation to a single source. The Purchasing Agent must receive such notification not later than five (5) business days prior to the deadline set for acceptance of the proposals.

B. Withdrawal

Requests for withdrawal of proposals after opening of such proposals but prior to award shall be transmitted to the Contact identified on the first page of the RFP, in writing, accompanied by full documentation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, Offeror work sheets, etc. If bid bonds were tendered with the bid, the Town may exercise its right of collection.

No Proposal may be withdrawn under this paragraph when the result would be the awarding of the contract on another Proposal of the same Offeror or of another Bidder/Offeror in which the ownership of the withdrawing Offeror is more than five percent. No Offeror who, is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid/proposal was submitted.

C. Errors

When an error is made in extending total prices, the unit bid price will govern. Erasures in proposals must be initialed by the Offeror. Carelessness in quoting prices, or in preparation of proposal otherwise, will not relieve the Offeror. Offerors are cautioned to recheck their proposals for possible error. Errors discovered after public opening cannot be corrected and the Offeror will be required to perform if his or her proposal is accepted.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

D. Acceptance of Proposals

Unless otherwise specified, all formal proposals submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following the date established for acceptance. At the end of the one hundred twenty (120) calendar days the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

E. Debarment Status

By submitting their proposals, Offerors certify that they are not currently debarred from submitting proposals on contracts by the Town, nor are they an agent of any person or entity that is currently debarred from submitting proposals on contracts by the Town or any agency, public entity/locality or authority of the Commonwealth of Virginia.

F. Ethics in Public Contracting

The provisions contained in the Virginia Public Procurement Act as set forth in the 1950 Code of

Virginia, as amended, shall be applicable to all contracts solicited or entered into by the Town.

By submitting their proposals, all Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other

Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

This specification incorporates by reference, but is not limited to, the provisions of law contained in the Virginia Conflict of Interest Act, the Virginia Governmental Frauds Act, Articles 2 and 3 of Chapter 10 of Title 18.2, the Virginia Public Procurement Act, Chapter 43 of Title 2.2 of the

Code of Virginia, as amended.

II. General Terms and Conditions.

A. Assignment of Contract

The offeror is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this contract or its rights, title or interest therein or its power to execute such contract or its rights, title or interest therein or its power to execute such contract to any other person, company or corporation without the prior consent and approval in writing by the Town.

B. Collusion among Offerors

More than one proposal from an individual, firm, partnership, corporation or association under the same or different name will be rejected. Reasonable grounds for believing that an offeror has an interest in more than one proposal for the work contemplated will cause rejection of all proposals in which the offeror is interested. Any or all proposals will be rejected if there is any reason for believing that collusion exists among the offerors. Participants in such collusion may

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064 not be considered in future proposals for the same work. Each offeror by submitting a proposal certifies that it is not a party to any collusive action.

C. Employment Discrimination by Offerors Prohibited

Pursuant to section 2.2-4311 of the VPPA, every contract in excess of $10,000 shall include the following provisions:

1. During the performance of a contract, the offeror shall agree that he will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, disability or any other basis prohibited by federal or state law relating to discrimination in employment in the solicitation and award of public contracts except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror; that he will post in conspicuous places, available to employees and applicants for employment, notices setting forth nondiscrimination practices, and that he will state, in all solicitations or advertisements for employees placed by or on behalf of the offeror, that he is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient to meet this requirement.

2. The offeror will include the provisions of the foregoing paragraphs in every subcontract or purchase order in excess of $10,000 so that the provisions will be binding upon each subcontractor or vendor.

D. Insurance Requirements

The Contractor shall maintain the following insurance to protect it from claims that could arise from performance of the Obligations, including claims (i) under the Workmen’s Compensation

Act (ii) for personal injury, including death, and (iii) for damage to property, regardless of whether such claims arise out of Contractor’s actions or inactions, or those of Contractor’s subcontractor or other persons directly or indirectly employed by either of them:

1. Worker’s Compensation and Employer’s Liability. Contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance covering all of its employees in conformance with the laws of any state, district or territory of the

United States of America in which work towards meeting Contractor’s Obligations are to be performed. Such insurance shall not have a limit of liability less than the following:

a. Bodily Injury by accident, $500,000 for each accident;

b. Bodily Injury by disease, $500,000 policy limit;

c. Bodily Injury by disease, $500,000 for each employee.

2. Commercial General Liability Insurance. This coverage shall include contractual liability, underground hazard, explosion and collapse, hazard, property

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064 damage, independent Contractor, and personal injury insurance in support of section

10 of this Agreement entitled “Indemnification”. This policy shall be endorsed to include the Town as an additional insured during the Contract Period and shall state that this insurance is primary insurance as regards any other insurance carried by the

Town. Contractor shall procure and maintain Public Liability Insurance in an amount not less than:

a. $1,000,000 for each occurrence involving bodily injury;

b. $1,000,000 for each occurrence involving property damage;

c. $2,000,000 aggregate limits.

3. Comprehensive Automobile Liability. Contractor shall procure and maintain

Comprehensive Automobile Liability Insurance covering all automobiles, trucks, tractors, trailers, or other automobile equipment, whether owned, not owned, or hired by the Contractor, with the following limits:

a. $1,000,000 for each occurrence involving personal injury;

b. $1,000,000 for each occurrence involving property damage;

c. $2,000,000 aggregate limits.

4. The Contractor shall purchase and maintain insurance coverage in a sufficient amount to cover all potential claims on his tools, equipment and machinery.

The Town reserves the right to require insurance of any Contractor in greater amounts provided notice of such requirements is stated in the Solicitation.

All insurance policies required under this paragraph, or otherwise required by the Solicitation or

Contract Documents, shall include a clause waiving any and all subrogation rights against the

Town.

Insurance policies shall provide for notification to the Town of non-payment of any premium and shall give the Town the right to make the premium payment thereunder within a reasonable time, if the insurance policy is in danger of lapsing during the Contract Period. Any premium payments made by the Town shall be deducted from amounts due Contractor under the

Contract.

E. Licenses and Permits

The successful offeror shall pay all town, county, state and federal taxes required by law enacted at the time proposals are received and resulting from the work or traceable thereto, under whatever name levied.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

F. Ownership of Documents

The offeror agrees that all information, finished or unfinished documents, data, studies, surveys, drawings, maps, specifications, models, photographs, records, reports and other material gathered and/or prepared by or for it under the terms of the contract shall, at the Town’s option, be delivered to, become, and remain the property of the Town’s. The Town shall have the right to use and reproduce the data and reports submitted hereunder, without additional compensation the offeror.

G. Payment to Contractors

In accordance with the VPPA, Section 2.2-4354, the offeror agrees that should any subcontractor be employed by the offeror to provide any goods or services under this contract, the offeror agrees to the following:

1. The offeror shall within seven (7) days after receipt of any payments from the Town pursuant to the contract, either:

a. Pay the subcontractor for the proportionate share of the total payment received from the Town attributable to the goods or services provided by the subcontractor;

or

b. Notify the Town and the subcontractor, in writing, of the intention to withhold all or a part of the subcontractor’s payment with the reason for nonpayment.

2. The offeror shall pay interest to the subcontractor, at the rate of one percent per month on all amounts owed to the subcontractor that remain unpaid after seven days following receipt of payment from the Town for goods or services provided under this contract, except for amounts withheld under subparagraph 1.b above.

3. The offeror shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

4. The offeror’s obligation to pay an interest charge to a subcontractor shall not be an obligation of the Town.

5. No contract modification shall be allowed for the purpose of providing reimbursement for these interest charges. No cost reimbursement claim shall include any amount for reimbursement of these interest charges.

6. The offeror shall provide, in the RFP submission, its social security number if an individual or its federal employer identification number if a proprietorship, partnership or corporation.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

H. Relation to Town

It is the intent of the parties hereto that the successful offeror shall be considered as an independent contractor and that neither it nor its employees shall, under any circumstances, be considered servants or agents of the Town and that these bodies shall be at no time legally responsible for any negligence on the part of said successful offeror, its servants or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation.

I. Drug-Free Workplace

During the performance of work done in connection with a specified contract awarded to an offeror in accordance with the VPPA, the offeror agrees to (i) provide a drug-free workplace for its employees; (ii) post in conspicuous places, available to employees and applicants for employment, statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the offeror that the offeror maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order exceeding $10,000 in value, so that the provisions will be binding upon each Subcontractor or vendor.

For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with a specified contract awarded to an offeror in accordance with the

VPPA, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

APPENDIX B

Proposal Form

In compliance with this Request for Proposals and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon in writing by subsequent negotiation.

CONTRACT EXECUTION: The Town reserves the right to accept or reject any or all proposals or and waive any informalities it determines are in its best interest.

State Corporation Commission ID Number: ___________________________________

NAME AND ADDRESS OF FIRM:

DATE:________________________________

BY: ______________________________

(Signature in Ink)

NAME/TITLE: ____________________________

PHONE/E-MAIL/FAX: ________________________________

EVA Vendor ID or DUNS#: _______________________________________

Acknowledgment of Addenda:

No. 1, Date _______________________________Signature___________________________

No. 2, Date _______________________________Signature___________________________

No. 3, Date _______________________________Signature___________________________

RETURN PROPOSAL FORM TO THE TOWN OF SOUTH HILL.

SIGN CERTIFICATION ABOVE.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

APPENDIX C

Virginia State Corporation Commission (“SCC”) Registration Information

The undersigned Offeror:

□ is a corporation or other business entity with the following SCC identification number: ____________ -OR-

□ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-

□ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from offeror’s out-of-state location) -OR-

□ is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Town reserves the right to determine in its sole discretion whether to allow such waiver): □

Offeror Date

By: _______________________

Print: _______________________

Title: _______________________

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

APPENDIX D

Preventative Maintenance List

*The following tasks for each piece of equipment are typical by most equipment manufactures.

Depending on the design and configuration of the specific equipment, not all tasks will apply.

Exhaust Fans

I. Annual Maintenance & Inspection

1. Check volts and amps of fan motor

2. Clean fan motor surface and clear ventilation openings

3. Check and tighten all electrical connections

4. Check all starter/contactors for wear

5. Check all operating and safety controls

6. Lubricate motor bearings per manufactures recommendations

7. Lubricate fan bearings per manufactures recommendations and check bearing wear

8. Replace belts (Replace annually)

9. Check sheaves wear and alignment

10. Check fan blades and clean blade surfaces

11. Lubricate back draft dampers and stroke damper actuators

12. Verify temperature controls operate fan, as applicable

13. Check rain and belt guards

II. Operational Inspection

1. Check fan motor operation

2. Check all operating and safety controls

3. Check motor bearings

4. Check fan bearings

5. Check sheaves wear and alignment

6. Check fan blades

7. Check back draft damper operation

8. Check overall condition of unit

Pumps

1. Check voltage & amperage of motor

2. Check & tighten all electrical connections

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

3. Check starters/contactors for wear & free & smooth operation

4. Verify water flow thru pump, use suction & discharge gauges (check gauges), and verify smooth/proper operation.

5. Check all operating & safety controls

6. Inspect coupling for wear

7. Check mechanical seals for leaks

8. Check seal packing for proper drip rate

9. Lubricate motor bearings per manufactures recommendations

10. Lubricate pump bearings per manufactures recommendations

11. Check pump & motor alignment

12. Check & clean strainers

13. Check, exercise & operate hand valves

14. Check mounts and vibration pads

II. Operational Inspection

1. Verify smooth/proper operation

2. Check coupling

3. Check seals, packing &/or gaskets – leaks or drip rate

4. Check starter & contactor

5. Check motor and pump bearings – noises/temp

6. Check & clean strainers

7. Check & operate/exercise hand valves

Fresh Air Make-Up Unit

I. Annual Cooling Season Maintenance and Inspection

1. Check condenser and evaporator coils for damage and clean coils surfaces

2. Check, clean and clear unit drain pan and condensate piping

3. Inspect, clean & lubricate supply and return air damper hinges and pins

4. Verify dampers linkages move freely and lubricate with white grease

5. Check & clean fan motors

6. Lubricate fan shaft bearings

7. Replace supply fan belts

8. Check fan sheaves for wear and alignment

9. Check compressor oil levels

10. Check crankcase heater

11. Verify all wiring terminal connections are tight

12. Check contactor operation for free & smooth operation

13. With unit running, check compressor suction and discharge pressures, each circuit and superheat, each circuit

14. Replace filters and clean unit interior

15. Check expansion/reversing valves as applicable

II. Operational Maintenance and Inspection

1. Verify smooth operation of compressors and fans

2. Verify the starter operation

3. Check coil condition

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

4. Check & clean condensate pan & drain

5. Check fan belts, sheaves, and alignment

6. Replace filters and clean unit interior

7. Verify operation and lubricate damper linkages, hinges and pins

Roof Top Air Conditioning Units

1. Check condenser and evaporator coils for damage and clean coils surfaces

2. Check, clean and clear unit drain pan and condensate piping

3. Inspect, clean & lubricate supply and return air damper hinges and pins

4. Verify dampers linkages move freely and lubricate with white grease

5. Check & clean fan motors

6. Lubricate fan shaft bearings

7. Replace supply fan belts

8. Check fan sheaves for wear and alignment

9. Check compressor oil levels

10. Check crankcase heater

11. Verify all wiring terminal connections are tight

12. Check contactor operation for free & smooth operation

13. With unit running, check compressor suction and discharge pressures, each circuit and superheat, each circuit

14. Replace filters and clean unit interior

15. Check expansion/reversing valves as applicable

II. Operational Maintenance and Inspection

1. Verify smooth operation of compressors and fans

2. Verify the starter operation

3. Check coil condition

4. Check & clean condensate pan & drain

5. Check fan belts, sheaves, and alignment

6. Replace filters and clean unit interior

7. Verify operation and lubricate damper linkages, hinges and pins

Air Handling Units

Perform the following tasks as applicable to unit being serviced

I. Quarterly Inspection

1. Check the general condition of the fan.

2. Verify smooth fan operation.

3. Check and record supply and control air pressure, if applicable.

4. Verify the operation of the control system.

5. Log the operating conditions after the system has stabilized.

6. Review operating procedures with operating personnel.

7. Provide a written service report indicating completed work, operating conditions and uncorrected deficiencies that were detected.

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

II. Cooling Annual Maintenance & Inspection

1. Check volt/amps of blower motor

2. Check/tighten all electrical connections

3. Check all starters/contactors for wear

4. Check all operating/safety controls

5. Check/clean condensate drain pan and lines

6. Check condensate pump if applicable

7. Check evaporator coil/clean surface

8. Check chilled water coil/clean surface

9. Check dampers/linkages

10. Check damper actuators

11. Check economizer operation

12. Check filters/replace per contract

13. Replace belts (one per yr)

14. Check blower wheels/ clean surface

15. Check sheaves wear/alignment

16. Check/lubricate motor bearings

17. Check/lubricate blower bearings

18. Check overall condition of unit

III. Cooling Quarterly Operational Inspection

1. Check blower motors operation

2. Clean filters (metal) or replace (cartridge/other)

3. Check belts

4. Check sheaves wear/alignment

5. Check/lubricate motor beings

6. Check/lubricate blower bearings

7. Check overall condition of unit

IV. Heating Annual Maintenance & Inspection

1. Check volt/amps of blower motor

2. Check/tighten all electrical connections

3. Check all starters/contactors for wear

4. Check all operating/safety controls

5. Check steam coil/clean surface

6. Check hot water coil/clean surface

7. Check electric heat sequence

8. Check valves/actuators

9. Check steam traps/strainers

10. Check dampers/linkages

11. Check damper actuators

12. Check economizer operation

13. Clean filters (metal) or replace (cartridge/other)

14. Check belts

15. Check blower wheels/clean surface

16. Check sheaves wear/alignment

17. Check/lubricate motor bearings

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

18. Check/lubricate blower bearings

19. Check overall condition of unit

20. Test and verify operation of duct smoke detector (1 per yr)

V. Heating Quarterly Operational Inspection

1. Check blower motors operation

2. Clean filters (metal) or replace (cartridge/other)

3. Check belts

4. Check sheaves wear/alignment

5. Check/lubricate motor bearings

6. Check/lubricate blower bearings

7. Check overall condition of unit

Cooling Tower

I. Annual PM and inspection

1. Disassemble all screens and access panels & inspect

a. Inspect condition of slats, tower fill, support structure, basins & spray nozzles

b. Clean basins & strainer

c. Verify operation of basin fill valve system & check for signs of deterioration

d. Water treatment

2. Mechanical components

a. Replace all belts – verify tension

b. Inspect sheaves and pulleys condition for wear & check alignment

c. Check and lubricate fan shafts and bearings

d. Check fan assembly condition and clearances

e. Clean motor and lubricate motor bearings

3. Electrical components

a. Clean inside control cabinet and the starters

b. Inspect wiring and connections

c. Check condition of contacts for wear and signs of trouble

d. Check disconnect terminal block for wear, tightness and signs of trouble

e. Check condition & operation of basin heater contactors

II. Start Up & Check out procedures

1. Fill basin with water & verify float operation

2. Verify operation of the heaters

3. Start condenser water pumps

4. Verify balance of the return water thru distribution boxes

5. Operate fan and verify operation is smooth

III. Shutdown & Inspection

1. Check voltage and amperage of fan motor

2. Flush and drain sump

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

3. Drain make-up water piping

4. Drain piping

5. Clean strainers and screens

6. Check/clean debris from unit

7. Check distribution pans & spray nozzles

8. Check blower/fan bearings

IV. Running Inspection

1. Check the general operation of the tower

2. Verify and clean basins and strainers

3. Verify proper water level

4. Verify proper operation of the water level control device

5. Verify smooth fans operations

Terminal Unit (VAV, FCU, etc.)

I. Annual Tasks/Procedures

1. Verify terminal box sequence of operations

2. Check air valve operation

3. Brush and clean grilles, coil, fan and unit interior

4. Lubricate fan and motor bearings per manufacture recommendations

5. Check belt and sheaves

6. Check and clean drain and drain pan

7. Check operation of box with BAS (if applicable)

8. Check and tighten electrical connections

9. Tighten linkage

10. Check heat source (HW, Electric)

11. Replace filters (if applicable)

12. Lubricate dampers and linkage

13. Check damper motor operation

14. Verify box program

Unit Heaters –

Electrical, Hot Water & Gas Fired

I. Annual Heating Season Maintenance & Inspection

1. Check voltage & amperage of fan motor

2. Check & tighten all electrical connections

3. Check all starters/contactors for wear

4. Check all operating & safety controls

5. Check heat exchanger/coils for cracks/corrosion & clean

6. Check valves if applicable

7. Check electric heaters

8. Check gas pressure

9. Check burner for proper operation

10. Clean & lubricate motor bearings

11. Clean & lubricate fan bearings

211 S. MECKLENBURG AVENUE – SOUTH HILL, VIRGINIA 23970-2619 – PHONE (434) 447-3191 – FAX (434) 447-5064

12. Check overall condition of unit

II. Heating Season Operational Inspection

1. Check fan motor operation

2. Check operation of gas train components

3. Check all operating & safety controls

4. Clean dirt accumulation on units

5. Check for leakage on HW

Package Air Conditioning Units

I. Cooling Annual Maintenance & Inspection

1. Check voltages and amps of compressor (s)

2. Check voltages and amps of condenser fan motor

3. Check voltages and amps of evaporator fan motor

4. Check refrigerant pressure/levels & for visible refrigerant leaks

5. Check compressor oil levels & for visible oil leaks

6. Check operation of unit controls and safeties

7. Replace air filter

8. Check & clean condenser coil surface

9. Check & clean evaporator coil surface

10. Check blower wheels & clean surface

11. Check & blow out condensate drain pan

12. Check overall condition of unit

II. Cooling Operational Inspection

1. Check overall operation and condition of unit

2. Replace air filter

3. Check for visible refrigerant and oil leaks

4. Check condenser and evaporator fan motors operation

5. Check condensate pan and drain

Water Chiller – Water Cooled Scroll

1. Check oil level & color in the compressors. Sample & test oil as indicated.

2. Verify operation of crankcase heaters

3. Check suction & discharge gages on the unit

4. Check refrigerant levels in the liquid line sight glasses

5. Measure and record system superheat and system sub-cooling

6. Inspect entire system for unusual conditions

7. Check the setting and function of each control

8. Inspect the condition of and replace compressor contactors if needed

9. Drain water from condenser and evaporator and associate piping systems. Inspect all piping components for leakage, damage, etc.

10. Clean out any in-line water strainers.

11. Inspect evaporator and…