Scope of Work.PDF

SCOPE OF WORK

1. Purpose: It is the intent of this Request for Bid and resulting contract to obtain the services of a qualified contractor to be readily available to provide HVAC and refrigeration maintenance services including, but not limited to, icemakers and refrigerators at various City facilities located in the City for the period beginning from January 1, 2026 through December 31, 2026 per the following specifications. Specific jobs are not outlined herein. During the contract period the successful bidder will be available for any and all HVAC and refrigeration maintenance jobs required by the City.

2. Minimum Qualifications:

2.1 The successful bidder will be or employ a Certified HVAC Technician in commercial applications. The person(s) must have experience in installation, maintenance, troubleshooting, repair and other HVAC procedures.

2.2 The following are representative services, which may be required. This is not an all-inclusive list. Other types of repairs and services may be required.

a. Planning, installation, maintenance, troubleshooting and repairs of HVAC systems and devices in or about a building or group of buildings.

b. Work may require the demolition or alteration of existing systems; in which case all material and debris shall be cleaned up and removed from the site.

3. Response Time:

3.1 The contractor shall respond to regular service calls within the same day, or at such an interval or schedule as mutually agreed upon by the contractor and the City. Contractor shall submit estimates for service calls in accordance with section 4.1.

3.2 Contractor shall respond to requests for emergency calls within four (4) hours after notification. For the purpose of this bid, an emergency is defined as any condition(s), which is a threat to health, welfare or the safety of people and/or property, or a condition that will affect an essential service(s) as determined by the Supervisor or his authorized representative(s). In the event there is not four (4) regular working hours remaining in the day a call is received, the contractor will be expected to work overtime if requested or respond within the first working hour of the following work day. Contractor shall provide the City with a twenty-four (24) hour emergency contact phone number.

3.3 Regular service shall be made available between the hours of 7:30 a.m. and 4:00 p.m., Monday through Friday, excluding City recognized holidays. All work requested outside of these times shall be considered EMERGENCY after-hours service and shall be charged at the rate specified in the bid.

3.4 The contractor must respond to emergency calls when determined and directed by the requesting Department. Contractor must notify the requesting Department when arriving on City property in response to a service call and when work is completed.

When completion of a job is delayed for any reason, the requesting Department must be notified as soon as possible.

3.5 Service shall be made available to the City 365 days per year, 24 hours per day.

4. Estimates:

4.1 Contractor shall provide written, “not to exceed” estimates on all projects except on emergencies. This estimate shall include the estimated number of hours, hourly rate, number of types of employees required, estimated material cost and number of calendar days required to complete the work. Contractor shall respond to requests for estimates for non-emergency work within two (2) days and provide written estimates within five

(5) days.

4.2 It shall be the Contractors responsibility to ensure they have all information to prepare accurate estimates. This may include site visits to gain a complete understanding of the scope of work being estimated.

4.3 Work shall only be performed with the City’s written authorization by issuance of a

Purchase Order. Upon authorization actual work shall not exceed the contractor’s estimate.

4.4 It is the City’s intent to get the best quality work at a competitive price. If, in the City’s opinion, an estimate seems unreasonable, the City will inform the contractor. If an agreement on a competitive price cannot be reached, the City will use another vendor to complete the work.

4.5 The Contractor shall be responsible for development of a Preventative Maintenance

Program to maintain the air conditioners, heat pumps, and heating units in operational condition for locations on the attached exhibit. The Preventative Maintenance Program shall include, but not be limited to the following:

Semi-annual inspection (spring & fall service) of air and heating units

Air Conditioner Wash condenser Check capacitor Check Freon levels Check evaporator Lubricate motors Check compressors Check Thermostat operations Check condensate drain Inspect belt pulleys and bearings

Heat Pumps Check electrical components Check temperature rise Replace or wash air filter Lubricate motors Check defrost operation Check Freon levels Check Thermostat Check auxiliary heat Wash outdoor coil

Equipment assessment

The Contractor shall inspect and evaluate the chiller and boiler system to ensure proper operation and efficiency. This includes:

Checking glycol levels throughout the system.

Inspecting all expansion tanks for proper function and integrity.

Servicing and inspecting all motors, applying lubrication as required.

Documenting and reporting the overall condition of all components.

The Contractor shall evaluate the Variable Air Volume (VAV) systems located throughout City Hall and the Police Station. The evaluation shall include, but is not limited to:

Inspecting VAV boxes for functionality and wear.

Inspecting motors within the VAV boxes.

Checking damper operations for proper movement and control.

Verifying temperature sensors for accuracy and responsiveness.

Assessing overall operational status and providing a condition rating for each unit.

The Contractor shall inspect and evaluate all Fan Coil Units (FCUs) located within City

Hall, documenting operational status and reporting any deficiencies or maintenance needs.

5. Safety: All contractors and subcontractors performing service for the City are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County regulations and any other applicable rules and regulations. All contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

6. Prices:

Parts:

6.1 All parts, maintenance items, etc. must be invoiced separately. Please refer to the pricing page. Actual cost may be used plus a percentage markup.

6.2 All parts and materials supplied by the contractor and used on City equipment shall be new and of equal quality to original equipment manufacturer. No parts, accessories, or supplies shall be used which might void the manufactures warranty. When not concerned with the warranty, the maintenance department may authorize use of rebuilt assemblies or sub-assemblies when such is industry standard practice and the rebuilt item carries the same warranty as a new assembly or sub-assembly. Any part removed is City property and shall be returned or disposed of as directed by the maintenance department unless new parts prices are predicated upon an exchange basis.

Labor:

6.3 Prices quoted shall include all labor cost, insurance, overhead, profit, mobilization, travel time, mileage, and exclude taxes. Prices quoted must be firm for the initial twelve month term of the contract.

6.4 Labor, regular and overtime, pertaining to repairs must be invoiced separately.

6.5 Labor must have a minimum warranty of 30 days.

7. Invoicing: The City agrees to pay the contractor in accordance with the rates set forth on the pricing page. Payments will be paid by the City based upon an itemized statement of services furnished by the contractor and subject to approval by the requesting department that the contractor fully performed the work satisfactorily.

8. Subcontracting: The contractor must function as the single point of responsibility for the City, regardless of any subcontractor arrangements for all services provided. The contractor must submit a list of subcontractors to the Purchasing Department for approval within thirty (30) days from the beginning of this contract. This shall include assuming responsibilities and liabilities for all material, and services provided. None of the work or services covered by the contract shall be subcontracted without the prior approval of the City.

9. Term of Contract: The term of the contract shall be from a date beginning January 1, 2026 to a date ending December 31, 2026. The City may, at its sole option, give notice to the Contractor to extend the contract for up to three (3) additional successive one-year terms unless the Contractor has notified the City at least ninety (90) days prior to the end of the then contract term or extensions thereto that the Contractor will not renew the contract. The contract shall not bind, nor purport to bind, the City for any contract term beyond the original term of the contract.

10. Investigation of Conditions: Before submitting a bid, bidders should carefully examine the site of the work, and fully inform themselves to the conditions of the equipment and limitations.

The Contractor must use such methods and means to carry out his work so as to cause minimal interruption or interference with City business.

11. The City reserves the right to reject all bids. It is the intent and purpose of the City that this

Request for Bid provides fair and equal opportunity for each bidder to submit competitive bids. It is the bidder’s responsibility to furnish as much details as possible for consideration if offering a substitute product.

PRICING PAGE

The bidder must provide pricing information as specified below to provide HVAC maintenance in accordance with the terms and conditions of this Request for Bid.

001. Labor for maintenance during regular hours $ __________ / hr

002. Labor for maintenance (emergency, after hours) $ __________ / hr

003. Parts (cost plus markup) $ __________ %

004. Cost for Semi-annual Preventative Maintenance

004.1 Fire Station #1 $ __________

004.2 Fire Station #2 $ __________

004.3 Fire Station #3 $ __________

004.4 Fire Station #4 $ __________

004.5 New Police Department $ __________

004.6 Meadows Water Treatment Plant $ __________

004.7 Cliff Drive W/T $ __________

004.8 Compton Drive WWT $ __________

004.9 Public Works Shop $ __________

004.10 Cooper Creek WWT $ __________

004.11 Sign Shop $ __________

004.12 Building #80 $ __________

004.13 Pacific Street Tower $ __________

004.14 Stockstill FMS $ __________

004.15 City Hall $ __________

004.16 Branson Community Center $ __________

004.17 Branson Lake Side RV Park (Office, 2 Shower Houses) $ __________

004.18 Rec Plex $ __________

004.19 Downtown Restrooms- Liberty Plaza & Awberry $ __________

DELIVERY: F.O.B. DESTINATION

ACCEPT VISA P-CARD: YES________ NO________

Prompt Payment Discount __________%_________Days, Net _____Days

The above pricing information is hereby provided in accordance with the terms and conditions of this Request for Bid.

SIGNATURE AND IDENTITY OF BIDDER: The undersigned states that the correct LEGAL NAME and ADDRESS of (1) the individual bidder, (2) each partner or joint venture (whether individuals or corporations, and whether doing business under a fictitious name), or (3) the corporation (with the state in which it is incorporated) are shown below; that (if not signing the intention of binding himself to become the responsible and sole contractor) he is the agent of, and duly authorized in writing to sign for the bidder or bidders; and that he is signing and executing this (as indicated in the proper spaces below) as the proposal of a (check one):

( ) sole individual ( ) partnership ( ) joint venture

( ) corporation, incorporated under laws of State of Missouri

Respectfully submitted, Signed ___________________________ Title __________________ Date __________

CONTACT PERSON FOR BID:

Printed Name ____________________________________________________________ Email ____________________________________ Phone (_____) _________________ Address ________________________________________________________________

Check box if same as above: ☐

CONTACT PERSON FOR EXECUTION OF CONTRACT:

Printed Name ____________________________________________________________ Email ____________________________________ Phone (_____) __________________ Address _________________________________________________________________