S000000205 HVAC Final.pdf

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STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000205 Solicitation Issued: January 12, 2023

Description: Air Conditioner Units - HVAC

Department: Arkansas State Military Department

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: January 25, 2023 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Cyndle Jump Buyer’s Direct Phone Number: 501-324-9314

Email Address: Cyndle.Jump@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

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SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas State Military Department (ASMD) to obtain pricing and a contract for Air Conditioner Units –

HVAC.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not ASMD.

1.2 LIVE BID OPENING

Use the information below to view the bid opening via Microsoft Teams.

Meeting Link: Click here to join the meeting Meeting ID: 210 478 289 716 Meeting Passcode: sobZj7 Dial-In Information: +1 501-244-3310

Phone Conference ID: 311 052 615#

1.3 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_MWExNTM2YTUtY2I4ZS00ZTNjLTk0YWEtYWI4NDA2M2VhZGRj%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25225ec1d8f0-cb62-4000-b327-8e63b0547048%2522%252c%2522Oid%2522%253a%2522cc28c9d1-f827-4559-a990-6612d77431a4%2522%257d&data=05%7C01%7CCyndle.Jump%40arkansas.gov%7C5158520cc0eb4de5bb4608daf4aa110e%7C5ec1d8f0cb624000b3278e63b0547048%7C0%7C0%7C638091308513471226%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=giT3tM1NBhw8hxl0uS0ludflU2YhyA7Il2%2F0yM8gN1k%3D&reserved=0

S000000205 Page 3 of 8 description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 PROSPECTIVE CONTRACTOR REQUIREMENTS

The Prospective Contractor should provide product data specification sheets with their bid submission but must provide when requested by OSP and/or ASMD.

1.6 SPECIFICATIONS FOR AIR CONDITIONING UNITS

A. All air conditioning units must include all of the following components or component equivalents approved by the ASMD.

B. All air conditioning units must be through-wall with heat strip and compatible with existing ICOM PTAC EMCS system.

C. All air conditioning units must not exceed measurements of 40”W x 15”H.

D. All air conditioning units must have integrated wire and wireless thermostat connectivity.

E. All air conditioning units must have troubleshooting and diagnostics availability.

F. All air conditioning units must have integrated Bluetooth + RF connectivity.

1.7 SPECIFICATIONS FOR UNIT CONTROLS

A. All air conditioning units must be wired and accessible from the top.

B. Each air conditioning unit must include the following controls:

1. High and low fan speeds for cooling, heating, and fan-only operation

2. Off position

3. Concealed ventilation control to allow the introduction of outside air

4. Concealed fan mode switch to allow preset for continuous fan or thermostatically cycled fan operation

5. Compressor restart delay

6. Random restart circuit

7. Front desk control capabilities

8. Automatic room freeze protection

9. Remote control capability

10. Electronic temperature limiter

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11. Remote temperature sensing capability

12. Load shedding capability

1.8 ITEMS

A. ITEM 1 Air Conditioning Unit 9100 BTU/H

Quantity: 15

1. 265v

2. 60 Hz

3. 1PH

4. 9100 BTU/H (cool and heat)

5. Elect resist 9100 BTHU

6. Amp draw 3.7 and 758 watts at 265v

7. 2.2 pints/hr

8. No less than 12.0 EER

9. Heat KW: 3.7

10. Plug Type: 6-20, 250v-20amp

B. ITEM 2 Air Conditioning Unit 12000 BTU/H

Quantity: 20

1. 265v

2. 60 Hz

3. 1PH

4. 12000 BTU/H (cool and heat)

5. Elect resist 12000 BTHU

6. Amp draw 5.0 and 1091 watts at 265v

7. 3.6 pints/hr

8. No less than 11.0 EER

C. ITEM 3 Air Conditioning Unit 15000 BTU/H

Quantity: 10

1. 265v

3. 1PH

4. 15000 BTU/H (cool and heat)

5. Elect resist 15000 BTHU

6. Amp draw 6.1 and 1505 watts at 265v

7. 4.4 pints/hr

8. No less than 9.7 EER

D. ITEM 4 Air Conditioning Unit 9000 BTU/H

Quantity: 40

1. 208v

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3. 1PH

4. 9000 BTU/H (cool and heat)

5. Elect resist 9000 BTHU

6. Amp draw 4.2 and 750 watts at 208v

7. 2.2 pints/hr

8. No less than 12.0 EER

9. Heat KW: 3.5

1.9 DELIVERY REQUIREMENTS

A. The agency requests delivery within forty-five (45) calendar days after receipt of the order. If this delivery date cannot be met, the bidder must state the number of days required to place the commodity in the ordering agency's designated location (See the Bid Response Packet). Failure to state the delivery time obligates the bidder to complete delivery by the agency's requested date.

Extended delivery dates may be considered when in the best interest of the state.

B. All deliveries must be made during normal state work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the agency. The vendor shall give the agency immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the agency, is the vendor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

1.10 DELIVERY: FOB DESTINATION

Delivery shall be made to the location as specified on the purchase order.

Arkansas State Military Department has two (2) locations for delivery of items:

• Arkansas State Military Department PEC Warehouse Bldg #1501 Camp Joseph T. Robinson North Little Rock, AR 72199-9600

• Fort Chaffee Maneuver Training Center Bldg #2056 F&E Warehouse Fort Chaffee, AR 72905

1.11 ACCEPTANCE STANDARDS

A. ASMD will inspect and accept or reject the products within thirty (30) days of receipt.

B. ASMD has the option to return any products within the thirty (30) day timeframe for any reason.

C. The Prospective Contractors bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

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SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract will begin at date of award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none total basis.

B. TSS OSP and/or ASMD reserves the right to request additional documentation from the Prospective Contractor at any time to complete the review of the Prospective Contractor’s bid submission.

Requested documentation must be received by TSS OSP within (72) hours of written or verbal request.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response submitted in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

f. Copy of Prospective Contractor’s Equal Opportunity Policy.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

https://arbuy.arkansas.gov/

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3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

2.6 PRICING

A. Prospective Contractor shall enter pricing for all items in the ARBuy e-Procurement portal only.

B. Prospective Contractor shall include all costs in their bid price, excluding taxes, that is associated with fulfilling the Requirements of this IFB including but not limited to the following:

1. FOB Destination, shipping/freight and handling cost paid.

2. Product Data Specification Sheets.

C. If any cost is not identified by the successful Contractor but is subsequently incurred to achieve successful operation, the Contractor shall bear this additional cost.

D. DO NOT submit any ancillary information not related to actual pricing.

2.7 PRICE ESCALATION

A. Price changes may be negotiated at the discretion of the State. Any request for a price increase must include supporting documentation demonstrating that the increase in contract price is based on an increased cost to the Contractor and that the proposed pricing is still competitive in the marketplace.

ASMD and/or TSS OSP, has the right to approve or deny any request for a price adjustment.

B. In the event of a general price decrease, the State shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/

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