St. Joseph High School Request for Proposals for Retrofits to Existing Roof-Top Units Serving Science Labs

1. General Project Description

a. St. Joseph Public Schools (SJPS) is Requesting Proposals from qualified mechanical contracting firms (Bidders) for mechanical / temperature controls retrofits to (6) existing Roof-top Air Handlers serving 6 labs in the High School Science Wing, as detailed below:

i. Work Location: 2521 Stadium Drive, St. Joseph, MI 49085

2. RFP Timeline

3. Mandatory Pre-Bid Meeting

a. SJPS will hold a mandatory pre-bid meeting on October 28, 2019 at 10:00 am at St. Joseph High School, 2521 Stadium Drive, St. Joseph, MI 49085.

4. Submitting a Bid

a. Sealed bid proposals are due on November 5, 2019 at 2:00 pm. at SJPS Administrative Offices at 3275 Lincoln Ave, St Joseph, MI 49085. Bid proposals received after 2:00 pm will be NOT be accepted.

b. Enveloped shall be sealed and marked ”St. Joseph HS Science Lab HVAC Retrofits”, Attn: Kathleen Hamilton

5. Project Completion Deadline

a. All aspects of project must be completed by December 31st, 2019

6. Bidder Instructions

a. The successful Bidder will provide a turn-key project for HVAC & controls retrofits of 6 existing roof-top air handlers in the High School Science Wing, as detailed in the “Work Scope” section shown below.

b. The successful Bidder must provide written documentation of all work completed, subject to requirements detailed in “Submittals” section below.

c. Bids are required to be guaranteed for 90 calendar days

d. This project does not require prevailing wage

e. All work is required to conform to all applicable codes and standards

f. Include cost of all necessary permits

g. Awarded Bidder will be prime contractor

h. Bid price shall include all equipment and supplies’ delivery and handling costs to required schools. Where it shall be deemed necessary by school officials, the successful bidder shall be prepared to provide instruction in use and care of equipment delivered in both written form and on a demonstration basis. The storing, securing and handling of equipment and supplies is the sole responsibility of the Bidder.

i. All bids shall be exclusive of applicable excise taxes. Exemption forms will be executed when necessary.

j. Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with.

7. Work Scope

Work detailed below applies to (5) rooms:

a. Demo

i. Remove existing RTU/ERU controller (unit enclosure on roof)

ii. Remove existing reheat controller (in ceiling) & room temp sensor

b. Provide and install new DDC controls

iv. Provide re-termination of existing control devices to new controller

c. All existing fan, damper, reheat coil valve and pump start/stop/status relays and actuation will remain in-place and be re-used.

d. Provide application programming, including new safeties

e. Provide on-site startup and commissioning to ensure proper operation and functionality of all devices, controls, and safeties

f. Provide and install new outside air shut-off automated damper @ outside air intake on RTU. Integrate new damper with control sequence.

g. Building Management System Integration

i. Provide labor to extend existing BACnet comm bus wiring to new controller

ii. Provide integration of all equipment controls listed above to existing BMS

iii. Provide updates to BMS graphical user interface

h. Project Documentation

i. Provide controls wiring diagrams

ii. Provide controls flow diagrams with sequence of events and bill of materials

Work detailed below applies to (1) room:

Physics Lab, B118 (RTU-21)

a. Provide and install new outside air shut-off automated damper @ outside air intake on RTU. Integrate new damper with control sequence on existing JCI controller.

b. Provide on-site startup and commissioning to ensure proper operation and functionality of all devices, controls, and safeties

8. Bid Package Requirements

a. Bidders are required to submit the following information/documents at bid time:

i. Written proposal with single lump-sum for entire project (no bid form is required).

ii. Bidder security, as detailed below

iii. Documentation of bidder qualifications, as detailed in “Bidder Qualifications” section below

iv. Documentation of product requirements, as detailed in “Product Requirements” section below

v. Affidavit of Bidder Familial Relationship

vi. Affidavit of Iran Economic Sanctions Act

9. Bid Security

a. All bids must include a Bid Security for five percent (5%) of the bid amount payable to The District, in either the form of a certified bank check or bid bond and a statement indicating no outstanding personal property tax obligations.

b. If the winning Bidder withdraws their bid or fails to execute an agreement for the proposed project at the price specified in the pricing sheet, the bidder will forfeit their bid security to the District.

10. Bidder Qualifications

a. The successful bidder must have an existing full-service branch office within Berrien County, supplying complete maintenance and support on a 24-hour, 7-day-a-week basis.

b. As evidence and assurance of the bidder’s ability to support the successful execution of this project, the contractor must have been in-business for at least the last 5 years.

c. Where applicable, service facilities and convenience of service will be considered as part of the bid. When necessary, bidders shall submit evidence of ability to install adequately, service or supply the required items, and that the sale or provision of such items or services is a substantial, regular and continuous part of the bidder's business.

d. SJPS reserves the right to:

i. reject any or all bids without assigning any reason therefore;

ii. be the sole judge of equivalency;

iii. waive any bid requirement in accepting or rejecting bids

11. Warranty

a. Equipment – All bidder installed equipment will have a one (1) year comprehensive on-site service warranty. The start date of the warranty period will be the first day after the system is certified and accepted by SJPS.

b. Labor – All bidder provided labor will be covered under a one (1) year warranty. The labor warranty period will begin the day after the system is certified and accepted by SJPS.

12. Sub-Contracting

a. All temperature controls work to be provided by the Andy J Egan Company. Contact Nate Denaway @ 269-806-5869 for information.

b. The bidder shall perform all work specified in their proposal and accompanying specification documents (except where noted). If the bidder intends to sub-contract any portion of the project, then the bidder shall list all potential sub-contractors in their proposal, including sub-contractor name, address, telephone number and e-mail address.

c. The bidder will be responsible to warranty all work and equipment provided by their sub-contractors. Additionally, the winning bidder will be required to ensure all sub-contractors meet the District’s bonding and insurance requirements.

13. Evaluation of Proposals and Winning Bidder Selection Criteria

a. Winning Bidder MUST meet qualification requirements detailed in this RFP

b. All proposals will be evaluated according to the information and required RFQ criteria outlined above.

c. Post-bid interviews MAY be held with any or all of the firms submitting proposals (as determined to be in the best interest of SJPS).

d. SJPS reserves the right to:

i. reject any or all bids without assigning any reason therefore;

ii. be the sole judge of equivalency;

iii. waive any bid requirement in accepting or rejecting bids

14. Submittals

a. Product Data: Provide complete product data which shall include the following:

i. Manufacturer’s data for all material and equipment, including controllers, local processors, computer equipment, devices, relays, cabling and any other part of the system.

b. Shop Drawings: Provide complete shop drawings which shall include the following:

i. Indicate all system/equipment device locations on building floor plans.

ii. Include full schematic wiring information on these drawings for all devices. Wiring information shall include conductor routing, quantities, and connection details at devices.

iii. Include a complete riser diagram

iv. Include controls flow diagrams for each system, including BOM & sequence of operation.

c. Hardware Manual: The manual shall describe all equipment furnished including:

i. General description and specifications

ii. Installation and check out procedures

iii. System layout drawings

iv. Manufacturer’s repair parts list indicating sources of supply

d. Software Manual: The software manual shall describe the functions of all software and shall include all other information necessary to enable proper loading, testing, and operation. The manual shall include:

i. Definition of terms and functions

ii. Use of system and applications software

iii. Initialization, start up, and shut down

iv. Alarm reports

v. Reports generation

vi. Data base format and data entry requirements

e. Operator’s Manual: The operator’s manual shall fully explain all procedures and instructions for the operation of the system. The document shall be available in electronic format and include:

i. Computers and peripherals

ii. System start up and shut down procedures

iii. Use of system, command, and applications software

iv. Recovery and restart procedures

v. Graphic alarm presentation

vi. Use of report generator and generation of reports

vii. Data entry

viii. Operator commands

ix. Alarm messages and reprinting formats

x. System access requirements

f. Maintenance Manual: The maintenance manual shall include descriptions of maintenance for all equipment including inspection, periodic preventive maintenance, fault diagnosis, and repair or replacement of defective components.

g. As Built Drawings: The Contractor shall maintain a separate set of drawings, elementary diagrams, and wiring diagrams of the BAS to be used for record drawings. This set shall be accurately kept up to date by the Contractor with all changes and additions to the BAS. In addition to being complete and accurate, this set of drawings shall be kept neat and shall not be used for installation purposes.

15. Bid Requirement Clarifications

a. Insurance Requirements The successful Bidder shall maintain the following levels of insurance during the entire project. The District will be named an Additional Insured on all coverages listed below:

i. Workers’ Compensation Insurance Statutory Limits and $500,000/$500,000/$500,000.

ii. General Liability – Occurrence Based with the following:

i. Broad form General Liability or equivalent

ii. Products & Completed Operations

iii. Contractual Liability

iii. $1,000,000 per occurrence and/or $3,000,000 aggregate combined single limit for:

iv. Broad form General Liability or equivalent

v. Personal injury

vi. Bodily injury

vii. Property Damage

iv. Vehicle Liability Coverage – Including Michigan Statutes of Coverage’s including all owned, non-owned and hired vehicles

i. Not less than $1,000,000 per occurrence/or combined single limit

v. Proof of insurance shall be provided at the time of awarding of the bid.

i. Bidder will provide thirty (30) days prior notice of insurance cancellation.

vi. Bidder will provide proof of renewal 10 days prior the expiration of; Certificates of Insurance and/or Policies.

b. Familial Disclosure Form All Bidders shall complete and notarize a Familial Disclosure Form as part of their proposal. Failure to supply a fully executed and notarized Familial Disclosure Form will render their proposal void.

c. Iran Sanctions Certification All Bidders shall complete the Iran Sanctions Certification as part of their proposal. Failure to supply a fully executed Iran Sanctions Certification will render their proposal void.

d. Payment Terms Winning Bidder may submit an invoice for 50% of project cost at the start of the project, with the remaining balance paid at project completion.