RFQ_Draft 5-2-2024-JN.docx

DOCX document 52 KB Posted Apr 4, 2024

Attached to: EFC - Fire prevention and detection services
Solicitation number: 463
Issued by: Idaho County, Idaho

About this file

Written by GovTribe AI · Sep 23, 2024

This document is a Request for Quotation (RFQ) issued by the Idaho State Liquor Division (ISLD) through the Idaho Division of Purchasing for On-Call HVAC Repair & Maintenance Services. The ISLD is seeking quotes from licensed and experienced HVAC contractors to provide monthly, quarterly, and annual maintenance and repair services for the HVAC systems at their central office facility in Boise, Idaho. The contract term is one year with four optional one-year renewals, for a total potential contract duration of up to five years. Vendors are required to attend a mandatory pre-bid site inspection on May 10, 2024, and submit their quotes via the IPRO system by the deadline established in IPRO. Award will be made to the responsive and responsible vendor meeting all requirements and offering the lowest total cost.

The invoice and billing procedures are detailed, requiring the contractor to submit monthly invoices with specific information. General requirements include the contractor providing all necessary labor, materials, and equipment, as well as evidence of relevant licensure and experience. The scope of work outlines the monthly, quarterly, and annual maintenance and inspection tasks the contractor will be required to perform. Attachment B provides the price sheet for bidders to submit their total cost, which will include both scheduled maintenance and hourly labor rates for non-emergency and emergency services.

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Req_One_Time_Exemption-Fire Sys Services.pdf	PDF	Apr 4, 2024
Fire Protective Services.xlsx	XLSX spreadsheet	Apr 4, 2024

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Idaho Division of Purchasing For the Idaho State Liquor Division

RFQ2024

On-Call HVAC Repair & Maintenance Services

Purpose The Idaho State Liquor Division (ISLD), through the State of Idaho Division of Purchasing, is requesting quotes for On-Call HVAC Repair & Maintenance Services.

Point of Contact (POC)

The POC for this RFQ is:

Jake Nay, Division of Purchasing

(208) 332-1600 Jake.nay@adm.idaho.gov

The POC for services is:

Mike Long, ISLD

(208) 947-9400 mike.long@liquor.idaho.gov

Timelines Please see the event in IPRO, powered by Luma, for dates.

Service Location

ISLD

1349 E. Beach Craft CT.

Boise, ID 83716

Billing Procedure

The Contractor must invoice AccountsPayable@liquor.idaho.gov on or before the 15th day of each month for work performed the prior month.

Invoices and reports are to be submitted to:

Agency Contact: AcccountsPayable@liquor.idaho.gov Agency Name: Idaho State Liquor Division Address: 1349 E. Beechcraft Ct., Boise, Idaho 83716 Any invoice submitted incorrectly (any information mentioned below is missing) will be rejected until a corrected invoice has been submitted.

The invoice must include, but not limited to:

1.1 Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, work performed, and location the work was performed);

1.2 Dates of service;

1.3 Total amount billed for the billing period;

1.4 Contractor name, address, phone number, and e-mail address;

1.5 Contract number;

1.6 Invoice Date;

1.7 Invoice Number;

Pre-Bid Site Inspection

All interested Vendors are advised to attend the Pre-Bid Site Inspection at their expense. Vendors must submit a written request to the RFQ Lead no later than May 9, 2024, 5:00p.m. MST, via E-mail. The written request must specify the name and title of each person who will be attending. A maximum of two (2) people from each vendor interested will be allowed to attend in-person.

The site inspection is scheduled on May 10, 2024, in LUMA see IPRO (Powered by LUMA) at 11:00a.m. MST, at the ISLD Central Office, 1349 E Beechcraft CT., Boise, Idaho 83716. It will be the responsibility of the Vendors to provide transportation to the location.

Site inspection is optional, but failure to attend the site inspection on the scheduled date will in no way relieve a Vendor from their performance on duties outlined herein.

Vendors are encouraged to verify each make, model, and serial number during the pre-bid site inspection. ISLD has provided this information below in Attachment D: Equipment Information.

General Requirements

7.1 The Contractor must be licensed as required by state and federal licensing regulations applicable to On-Call HVAC Repair & Maintenance Services. The Contractor must provide evidence of their license with your bid submission, to ensure requirements are met.

7.2 The Contractor must provide all supervision, labor, service trucks, materials, tools, equipment, and HVAC trade specialty tools required for the completion of this contract as required herein.

7.3 The Contractor must provide all labor, materials, and equipment necessary to perform maintenance, repair, renovations, installations, or alterations of HVAC systems related to HVAC and any other components requested by ISLD that do not require a permit. Work may be performed on the exterior or interior of buildings.

7.4 The Contractor must provide evidence that it has been in the business of HVAC, fan, and louver services for at least the last two (2) consecutive years prior to the date of issuance of this RFQ. A copy of the contractor’s current license and an affidavit or proof of licensure will fulfill this requirement.

7.5 Contractor must include with Bid submission, a minimum of three (3) former/current customers (company name, address, phone, fax, email, contact name and date ranges of the services performed) for at least two (2) years. Added below: Attachment C – References Sheet. Failure to include Attachment C – References Sheet, licenses, and certifications may find the bidder non-responsive.

7.6 All work must be performed by at least the journeyman level, apprentices are allowed if they are under direct supervision of an on-site journeyman at all times and the journeyman must accept responsibility for their work and conduct.

8. Award Basis and Term

8.1 Award will be made to the responsive responsible vendor meeting all requirements of the RFQ and with the lowest Total Cost, as provided on Attachment B, Price Sheet. The contract’s anticipated start date will be 7/1/2024.

8.2 The initial term of the resulting contract will be one (1) year, with four (4) optional renewals of one (1) year each, the total contract term is not expected to exceed five (5) years.

9. Bid Response

9.1 Enter your Total Cost on Attachment B, Price Sheet, and submit your quote via IPRO (Powered by LUMA) to ensure that it is received, prior to the deadline established in IPRO. Quotes must include all Required Submittal Items. Failure to include the required submittal items may find the bidder non-responsive. (See below).

List of Attachments

Required Submittal Items

Attachment A – Scope of Work Attachment B – Price Sheet Attachment C – Reference Sheet Attachment D – Equipment Information Attachment B – Price Sheet Attachment C – References Sheet State of Idaho Signature Page Warranty Information

Attachment A Scope of Work On-Call HVAC Repair & Maintenance Services

1. Dimensions and Measurements

1.1 The Contractor must field verify all dimensions pertaining to on-call HVAC repair and maintenance services and will be responsible for the determination of all quantities of materials required for the work and for the accuracy of all dimensions of materials and items fabricated for projects.

1.2 The Contractor must not rely on scale drawings in the project drawings for the determination of exact quantities or dimensions.

2. Craftsmanship & Quality Guarantee

2.1 Unless ISLD requires a longer period, installation and parts must be guaranteed for a minimum period of 90 days after the date of final acceptance.

2.2 During the guarantee period, repairs and replacement parts required due to defective materials, parts, installation, or craftsmanship will be repaired or replaced at no cost to the State.

3. Response Time

3.1 The Contractor must arrive at the ISLD facility to provide maintenance and or repairs to ISLD building within 3-5 business days. A business day is 8am-5pm mountain time, Monday through Friday, except for State of Idaho holidays as defined at: https://www.idaho.gov/government/state-holidays/. Or as otherwise approved by the Agency.

4. Cleaning up Building

4.1 In addition to the removal of rubbish and leaving the building rooms clean, the Contractor must remove stains, spots, marks, and dirt from decorated surfaces caused during service.

4.2 The Contractor must also clean hardware remove paint spots and smears from all surfaces clean fixtures and clean all glass and replace any broken glass caused during service.

5. Required Inspections

5.1 Monthly service/inspection includes of the following:

5.1.1 Wash durable filters.

5.1.2 Blowout condenser coils on roof units.

5.1.3 Inspect/correct flame quality in heaters.

5.1.4 Measure and report Voltage and Amp draw.

5.1.5 Measure and record condition of capacitors.

5.2 Quarterly service/inspection includes the following:

5.2.1 All requirements of Monthly service/inspection

5.2.2 Replace disposable filters in all HVAC equipment.

5.2.3 Inspect electrical, mechanical and electronic components.

5.2.4 Inspect and clean as needed: motors, fans and blowers.

5.2.5 Inspect and replace as needed: drive belts.

5.2.6 Inspect pulleys and bearings.

5.2.7 Lubricate moving parts according to manufacturer’s recommendations.

5.2.8 Inspect and repair as needed: exhaust pipes and vent covers.

5.2.9 Inspect and repair/replace as needed: safety switches, guards, panels and shields.

5.2.10 Inspect fasteners/screws.

5.2.11 Inspect for gas and refrigerant leaks.

5.2.12 Inspect and clear as needed: condensate drains.

5.2.13 Inspect all HVAC equipment for corrosion or damage.

5.3 Annual Service/inspection includes the following:

5.3.1 All requirements of Monthly and Quarterly service/inspections.

5.3.2 Refrigerant charge verification (with gauges) and adjustment as needed.

5.3.3 Belts changed (if not changed in previous six months.)

5.3.4 Gas orifice inspection/replacement.

5.3.5 Gas pressure verification and adjustment as needed.

5.3.6 Exhaust piping and assembly inspection and repair as needed.

5.3.7 Combustion quality and emission inspection.

5.3.8 Cleaning of internal equipment compartments.

5.3.9 Duct inspection and cleaning including supply ducts, return air ducts and registers.

5.3.10 Straighten bent condenser/evaporator fins and deep clean condenser/evaporator coils.

Attachment B RFQ Event 192 On-Call HVAC Repair & Maintenance Services Price Sheet

This Price Sheet must be submitted with your quote.

Provide your TOTAL COST (use the table below) for On-Call HVAC Repair & Maintenance Services, meeting the specifications outlined in Attachment A Your TOTAL COST must be fully burdened to include all costs associated with providing HVAC services meeting the required minimum specifications.

Instructions:

* Multiply Quantity X Unit Price = Extended Price

* Add All Extended Prices = Total Cost

ITEM

Description

Quantity

Unit

Unit Price

Extended Price

6.1 Monthly Service/Inspection

Month

6.2 Quarterly Service/Inspection

Quarter

6.3 Annual Service Inspection

Annual

Non-Emergency Service Rate

Hour

Emergency Service Rate

Hour

Total Cost

· The cost for labor to conduct repairs will be billed per hour.

· The quantities listed above are an estimates

· The quantities for labor may be more or less depending on the repairs needed during the term of the contract.

Company Name:

Contact Name/Phone:

Contact E-mail:

Attachment C RFQ Event 192 On-Call HVAC Repair & Maintenance Services References Sheet

Reference #1

Contact Information

Name:

Telephone:

Email:

Postal Address:

Reference #2

Contact Information

Name:

Telephone:

Email:

Postal Address:

Reference #3

Contact Information

Name:

Telephone:

Email:

Postal Address:

RFQ#### Page 1 | 1

Attachment D RFQ Event 192 On-Call HVAC Repair & Maintenance Services Equipment Information

Unit

Asset Name

Make

Model

Serial

Window unit AC in warehouse office

PAC1

Unavailable

Unit heater on mezzanine

UH1

Sterling

TSUG-TF250A1NS111

H080085674400105

Unit heater on mezzanine

UH2

Sterling

TSUG-TF250A1NS111

H0800956744001002

Unit heater on mezzanine

UH3

Sterling

TSUG-TF250A1NS111

H08000856744001004

Unit heater on mezzanine

UH9

Sterling

TSUG-TF250A1NS111

H0800856744001003

Unit Heater on Mezzanine

UH14

Sterling

TSUG-TF250A1NS111

H0800856744001001