HomeMy WebLinkAboutItem #07 Award of RFP #09-003 Air Conditioning & Heating Maintenance Term Contract
AGENDA ITEM COVER SHEET
Meeting Date: 1/06/09
Item # 7
Contact Name:
Contact Number:
e ~-:ftfJs---
Subject: Award ofRFP #09-003 Air Conditioning & Heating Maintenance Term Contract
Joyce Tolbert
1516
Reviewed By:
Department Director:
City Manager:
Background Summary:
Due to the current contract expiring, a Request for Proposals (RFP) was advertised with the intention to select a company
deemed to be the most highly qualified to provide preventative maintenance, routine and emergency repairs of air
conditioning and heating units to the City as part of a three year term contract with two (2) one (I) year automatic renewal
options, for a total of five years.
It is estimated that the Public Works/Facilities Maintenance Division operating budget includes $10,000 annually for
preventative maintenance, with an additional $20,000 - $30,000 annually for the repairs and parts.
Issue:
Award the term contract for Citywide Air Conditioning and Heating Maintenance Term Contract to Apple Air Conditioning &
Heating, Inc., as recommended by the Selection Committee.
Recommendations
Staff recommends that the City Commission award RFP #09-003 to Apple Air Conditioning & Heating, Inc., per the Selection
Committee recommendation, and to authorize the Mayor, City Clerk, and Staff to execute all necessary contract documents
between the City and Apple Air Conditioning & Heating Inc. once the Contractor has obtained the required insurance
coverage.
Attachments:
I . RFP #09-003
2. Apple Air Proposal
3. All Mechanical Service Proposal
4. All Seasons Air Conditioning Proposal
5. Armstrong Air & Heating Proposal
6. PPT Mechanical Services Proposal
7. Wilson 5 Service Company Proposal
8. RFP Checklist
9. RFP Evaluation Form
Financial Impact:
Included in Public Works/Facilities Operating Budget
Type of Item: (please mark with an "x 'J
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
For Clerk's Dept Use:
Consent Agenda
Public Hearing
Regular Agenda
X Commission Approval
Discussion & Direction
_ Original Document/Contract Attached for Execution by City Clerk
~ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
~/dH
N/A
N/A
N/A
2
City Manager
Robert Frank
Commissioners
Gary Hood, District]
Scott Anderson, District 2
Rusty Johnson, District 3
Joel Keller, District 4
Mayor
S. Scott Vandergrift
STAFF REPORT
TO:
The Honorable Mayor and City Commissioners
FROM:
Joyce Tolbert, Purchasing Agent
DATE:
December 22, 2008
RE:
A ward of RFP #09-003 Air Conditioning & Heating Maintenance Term Contract
ISSUE
Award the term contract for Citywide Air Conditioning and Heating Maintenance Term Contract to Apple Air
Conditioning & Heating, Inc., as recommended by the Selection Committee.
BACKGROUNDfDISCUSSION
Due to the current contract expiring, a Request for Proposals (RFP) was advertised with the intention to select a company
deemed to be the most highly qualified to provide preventative maintenance, routine and emergency repairs of air
conditioning and heating units to the City as part of a three year term contract with two (2) one (I) year automatic renewal
options, for a total of five years.
It is estimated that the Public Works/Facilities Maintenance Division operating budget includes $10,000 annually for
preventative maintenance, with an additional $20,000 - $30,000 annually for the repairs and parts.
The Finance Department reviewed the proposals and all were considered responsive. Complete copies of all proposals are
available in the Finance Department for your review. All six (6) proposals were evaluated by the RFP selection
Committee, which consisted of four (4) members: Steve Krug, Public Works Director; Terry Reed, Facilities Operations
Manager; AI Butler, CIP Manager; and Commissioner Gary Hood. Commissioner Hood did not evaluate the proposals.
The public RFP selection committee meeting was held on December 16,2008 to short-list the companies based on their
proposals. Each member of the Selection Committee evaluated and ranked the finns from 0-100 points on specific
evaluation criteria, with a total of 300 possible points. Please see the attached evaluation form and checklist. The short-
listed firms and their cost proposals were as follows:
I. Apple Air Conditioning & Heating, Inc.
2. Wilson 5 Service Company
3. Armstrong Air & Heating
4. All Seasons Air Conditioning
5. All Mechanical Service
6. PPT Mechanical Services
$9,000/annual maintenance
$8,500/annual maintenance
$9,600/annual maintenance
$8,300/annual maintenance
$9,400/annual maintenance
$IO,OOO/annual maintenance
$65.00/hr
$65.00/hr
$73 .OO/hr
$65.00/hr
$63.00/hr
$70.00/hr
198 points
178 points
149 points
148 points
147 points
135 points
2
EVALUATION FORM
RFP #09-003
CITY-WIDE AIR HEATING MAINTENANCE TERM CONTRACT
COMBINED TOTALS....FOR FINANCE DEPT USE ONLY
COMBINED TOTALS
,. .......... :>
Armstrong PPT Service
All Mechanical All Seasons Air Apple Air Air& Mechanical Company,
Evaluation Criteria Service Conditioning Conditioning Heating Services Inc.
~~,-,;','~f.' JI ';' Jr . ";"1[C""':."~
.~.::.-..L ~""''''''''''"'-'o.~~,.~.-~...~.......'iiIL__~~_'''''.~~~ ~ <_ ,,__ _~~ _Jk~_ ~~"'_''''d~~..~..~t.~"",""~~i;;'.;;;.;.:.\..J t....~~~
Location of Service
Office
(0-90 points) 22 37 62 64 29 20
Contractor's
Resources
(0-60 points) 34 16 25 24 32 33
Price Proposal
(0-90 points) 46 60 56 26 34 80
Contractor's
Experience
(0-60 points) 45 35 55 35 40 45
~.- 1'1 , '____m___Jl_____ _..__.Jl ___~~ ,"
~~""'..l..:",""~_""'''~'''''''_ ~............_. .~_ .......J L_~ _.~.... __~. _ -'- ~ __ .,..l ~ _ ~ _~__ ~.~ __~~ ._ ~~-j ~
COMBINED TOTAL
ALL EV ALUA TORS 147 148 198 149 135 178
(0-300) Rank 5 4 1 3 6 2
RFP #09-003
CITY-WIDE AIR CONDITIONING HEATING MAINTENANCE TERM CONTRACT
12/09/08 2:00 pm
......, IWllson :)
All Mechanical All Seasons Air Apple Air Armstrong Air Mechanical Service
Service Conditioning Conditioning & Heating Services Company,
Addendum NO.1
Acknowledgment YES YES YES YES YES YES
ONLY
SUBMITTED 3
Submission Requirements YES YES YES COPIES YES YES
License Check ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE ACTIVE
Annual Maintenance Cost $9,400.00 $8,300.00 $9,000.00 $9,600.00 $10,000.00 $8,500.00
Normal Rate $63.00 $65.00 $65.00 $73.00 $70.00 $65.00
Non-Business Hr Rate $63.00 $65.00 $65.00 $73.00 $95.00 $65.00
Distance to City Hall 18 MILES 6 MILES 3.04 Miles 2.85 MILES 13.6 MILES 20 MILES
Contractor offers 24hr Live
Dispatch YES YES YES YES YES YES
Markup or Discount 35%-0% 35%-10% 35%-10% 35%-10% 30%-10% 20%-0%
Listed in the alphabetical order.
RFP 09-003
PRICE PROPOSAL SHEET
CITY-\VIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
$ 2.,ZS"'6 ~ 00
I\t.X)T~(~J l)C u0nJad ~(~larsand
nc
cents
2. Lump sum amount for annual maintenance for all items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$-9 I ()OCJ . (:.6
1\1; (\Q Thrl \~~:{\~A
dollars and
V16
cents
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$ CoShr.
Si')(--kt ):j- \j e ,
dollars and
no
cents
4. Rate to be charged for service during non-business hours & holidays:
$
~5hrl
r:jv~
dollars and
no
% Mark-up-1 0
cents
Six~
5. Mark-up or discount offered for parts: .3S"'
%Discount
6. Distance in one-way miles from Contractor's Service office to City Hall: 3" 0.4- Miles
7. Contractor offers 24-hour live dispatch: .;Yes No
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
8pplL Ai ( CG"d -rl-, LFII ns
Company Name
rfl\~<;lo~
Contractor's License Number
:r6h~n~ ^~Y)6n~\~
Ad - Officer (print)
~4~~
~or' gnature
12.-q -D~~
Date
RFP 09-003, CITY -WIDE AIR CONDITIONING & HEATING MAINTENANCE. TERM CONTRACT
18
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
$
~
/'t::V"
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
;;'-07S-
7~C-€.5J
>e~$~
AAr
cents
2. Lump sum amount for annual maintenance for all items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$ [5" "0 st-b
.L~L~~ ~&4lill~ ~ ~ cenis
/ ~
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PI\I):
$ Cf~
Sr~ly-h'v~
dollars and
~
cents
4. Rate to be charged for service during non-business hours & holidays:
$
5r;cly
~0<;2,o
F~ ;-'L
dollars and
/l-ff
33 % Mark-up /' G}
cents
5. Mark-up or discount offered for parts:
%Discount
6 ~ ~'lill'S
6. Distance in one-way miles from Contractor's Service office to City Hall:
7. Contractor offers 24-hour live dispatch:_~ No
The City reserves the right to delete allY portioll of the bid items above ill order to meet budget constraint.\'.
;I (.. L 5~.o.</5 ./f, '/t ~/t,j,J;o,J~
Company Name
C/lc;:, 35~S7
Contractor's License Number
F~/f/esf /t?- L:~v.e5
Authorized Office~
~<JL ..
Authorize Signature
I v/ 6) 1 ~ %'
Date I /'
RFP 09-003, CITY-WlDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
IS
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
$ .;:2. ~5'O et:J
~~l1\~J~~<..."''-A..~~ C ~( dollars and No cents
2. Lump sum amount for annual maintenance for all items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$ 9',4-0).00
N,O'L ,""c\.lSh.t1d FulJ.1' ~dr"lJ
N.O
cents
dollars and
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$ b3-ffi
SI"'k"f - 4c<:::.e- dollars and ['lO cents
4. Rate to be charged for service during non-business hours & holidays:
$h3.fX:J
S\~.~ -~e.e..
NO
cents
dollars and
5. Mark-up or discount offered for parts: ~ 5
% Mark-up 0 %Discount
6. Distance in one-way miles from Contractor's Service office to City Hall: / cg
7. Contractor offers 24-hour live dispatch:~Yes No
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
j},r Ned1ll~1'm\ ~ Sa\J\(..(.. ~f~.
Company Name l
C \LA C. (J ULJ ~:z.S
Contractor's License Number
~., \\ S\~WQ~
Authorized Officer (print)
~- r--r ~ JC-- . ~
"- A~d 19miiUre - -
\~, In \ ;:J(-y,Q
~
RFP 09-003, CITY -WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
Miles
18
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
$ ). '-teo
J
""\1\oJ5.4,vl) fbuQ. ~v(\'beG~ dollars and
{kU
?.era
cents
2. Lump sum amount for annual maintenance for aU items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$ C'1 (poa
:J
\
{\\'f\.t- T\\cl-'.s..A,vp 5; 'f.. H-vNDQ.J2~ dollars and ~'D cents
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$
13,-
SEvctVT'1 'T\\\<..tE
dollars and
-z,ero
cents
4. Rate to be charged for service during non-business hours & holidays:
$ 772,,-
SevCNTy ~~E::
dollars and
~s-o
cents
5. Mark-up or discount offered for parts: 3",,\ % Mark-up /0 %Discount
6. Distance in one-way miles from Contractor's Service office to City Hall:
7. Contractor offers 24-bour live dispatcb:~es No
.L,BS-
Miles
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
8vtV).(,~ (V, ~ ~~-h~
Company Name
CA -A "l:)J235
Contractor's License Number
06'\,~ YQct-L
Offi
I d-- o~--o6
Date
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERJ.Vf CONTRACT
18
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
$ J..}S-OO. 00
it/d- tA'~MJ -Itt't-1rl.1Idt"PJ
dollars and
N'o
cents
2. Lump sum amount for annual maintenance for all items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$ 10-,000. ~O
t~~ ~tAou.sMlI
dollars and
NO
cents
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$ ?o. 00
$ eVf'IAI-Iy
dollars and
/\In
cents
4. Rate to be charged for service during non-business hours & holidays:
$ Yr.Od
Ah N'(1y - f ; \l"C
dollars and
NO
cents
5. Mark-up.aF tli::u:vUllt offered for parts:
30
% Mark-up
%Bise8Hftt
6. Distance in one-way miles from Contractor's Service office to City Hall: ) J . "
Miles
7. Contractor offers 24-hour live dispatch:XYes No
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
?dWEll. rifJ -U:,#- SeINk'f;/ J:'tk;. U!8h+ frr }Ate A,,,;,,,,! -'sen'/eU
Company Name
C-M C. 0 S" '?/
Contractor's License Number
lO),tlf J. B'f{ll(
Authorized Officer (print)
/J. - 5'-02-
Date
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
18
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHffiIT A:
$ ~/l5'~
~rl' ':I"'~
~w" rJw,W."4 ~-.. t-I"IfId.U~ 'f'1tJ dollars and
(')
cents
2. Lump sum amount for annual maintenance for all items listed on EXHffiIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
.e1
$ "S""D :
EJ6-47' ;,-4.&1"...... ~,,.4 HUI'IJlt4d
dollars and
t1
cents
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$ cs~ /-1 tL
.5/ ~~y ~,t/e.
dollars and
fJ
cents
4. Rate to be charged for service during non-business hours & holidays:
$
~6
~
Nfl..
Sl1-TY ~I"'€
dollars and
~
cents
5. Mark-up or discount offered for parts: :z. "
%Discount
% Mark-up
6. Distance in one-way miles from Contractor's Service office to City Hall: ~ 0
7. Contractor offers 24-hour live dispatch:,XYes
No
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
/,,!Jtl..SD,J .s- S6ILVU:.4 C",.,.P."rI, ,,,c.
Company Name
(!~e t!)Jt7 D91L
Contractor's License Number
Ok 617/t.. Q /J-K,,.fftjN
AZ~
Authorized Signature
1 ,.. ~ ()(J
Date
RFP 09-003, CITY -WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
Miles
18
Mavor
S. Scott Vandergrift
center of Good L .
"-,.'0-e lttli~
Commissioners
Gary Hood, District 1
Scott Anderson, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Citv Manager
Robert Frank
CITY OF OCOEE
REQUEST FOR PROPOSALS
RFP 09-003
CITY-WIDE
AIR CONDITIONING & HEATING MAINTENANCE
TERM CONTRACT
City ofOcoee. 150 N Lakeshore Drive. Ocoee, Florida 34761
phone: (407) 905-3100. fax: (407) 656-8504. www.ci.ocoee.tl.us
BID DOCUMENTS
3
4 thru 6
7 thru 1 5
Legal Advertisement
Request For Proposal #RFP09-003
General Terms & Conditions
SCOPE OF WORK/BID FORM
16 thru 1 7
18
19
Scope of Services
Bid Form
Company Information/Signature Sheet
EXHIBITS
20 thru 22
Exhibit A - List of Units
END OF TABLE OF CONTENTS
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
2
LEGAL ADVERTISEMENT
Ocoee City Commission
Sealed bids will be accepted for RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING
MAINTENANCE TERM CONTRACT, no later than 2:00 P.M., local time, on December 9, 2008. Bids
received after that time will not be accepted or considered. No exceptions will be made. The City reserves the
right to reject any and all bids and waive informalities.
The City of Ocoee, Florida, in conformance with the policies and procedures of the City of Ocoee (City) is
soliciting bids from qualified and licensed contractors that have experience in providing the necessary services
for routine & emergency repair, and installation of air conditioning and heating systems throughout the City.
The term contract will be for three (3) years with two (2) one (l) year automatic renewal options.
The City intends to award a contract to a single contractor qualified and licensed in the State of Florida based on
(l) response time to routine and emergency calls, (2) number of certified AC & Heating Technicians, (3)
distance from Contractor's office to City Hall, (4) similar experience maintenance/repair term contracts, (5)
service rates for scheduled maintenance & emergency repairs, (6) Contractor's mark-up on parts, and (7)
satisfactory reference check.
A Pre-Bid Conference will be held on November 18,2008, at 10:00 AM to 12:00 Noon, local time, at City
Hall Conference Room, 150 N Lakeshore Drive, Ocoee, Florida. Contractors may inspect the units during this
time period only.
Contractors shall submit 'one (1) original and four (4) copies of the required RFP documents plainly marked
with the appropriate RFP number and opening date and time. Proposals will be received at the City of Ocoee,
Attn: Purchasing Technician, 150 N. Lakeshore Drive, Ocoee, Florida 34761-2258.
Interested Contractors may secure a copy of the bid documents through Demandstar by accessing the City's
website at www.ci.ocoee.fl.us under Finance/Purchasing, or copies are available from the Purchasing
Technician for a non-refundable reproduction and/or administrative fee of $20.00. Checks should be made
payable to the City of Ocoee. Copies via e-mail are not available and partial sets of bid documents will not be
issued.
No fax or electronic submissions will be accepted.
City Clerk
November 9, 2008
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
3
CITY OF OCOEE, RFP 09-003
CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE
TERM CONTRACT
INTENT:
Proposals for RFP #09-003 will be received by the City of Ocoee, hereinafter called "the City", by any
contractor, person, firm, corporation or agency submitting a proposal for the work proposed, hereinafter called"
the Contractor".
The proposed term contract will be for the purpose of providing scheduled maintenance for the City AC &
heating units, emergency repair, and emergency replacement of units, and shall provide for all labor, services,
coordination, supervision, parts/materials, equipment, supplies and incidentals for a complete service as
required by the City of Ocoee as listed under the "Scope of Services" section of this RFP.
PROPOSAL INSTRUCTIONS:
A. The proposer shall furnish one (1) original and two (2) copies of a proposal that at a minimum contain
the following required information:
Section 1 - Company Information
1) Provide name, address, contact (office and emergency contact) information for the prime and all
sub-contractors.
2) If more than one (1) office, state the location of the headquarters and the office responsible for this
contract and the distance in nearest one-way miles from the responsible office to Ocoee City Hall.
3) Provide copies of the appropriate State mechanical, electrical, heating & cooling licenses for the
prime and sub-contractors (if applicable).
4) Provide the number and the names of certified technicians, the office where they are located, and
the area of expertise and certification.
Section 2 - Company Experience
I) Provide company history, number of years in business, the main focus of the company, etc.
2) Provide at least five (5) recent (past 3 years) projects in Florida. For each project, provide client
name, client contact information, description of service, project budget, and date completed.
3) Describe the type and quantity of service vehicles, specialized tools, etc. as relevant to this contract.
4) State and describe any litigation to which the Contractor was a party to and the outcome for the past
three (3) years.
Section 3 - Service Rates
I) Provide a lump sum amount for the annual scheduled maintenance for all units listed on "Exhibit A
- List of AC & Heating Units, Ice Machines, and Water Coolers; on "Bid Form A" provided.
2) Provide loaded service rates, dollars per hour for regular (non-emergency) call outs and emergency
call outs as described under "Scope of Services."
3) Provide percentage mark-up for parts.
4) Describe and provide amount for any other fees, travel expenses (if any), delivery charge,
surcharges, disposal fees, etc. that may appear on company invoice.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
4
Section 4 - Insurance
1) Provide proof of insurance meeting or exceeding the City's requirements. Provide a sample
insurance certificate from the current insurer containing the details of the policy.
Section 5 - Additional Information
1) Provide any additional relevant information to the type of work proposed in this RFP package that is
not provided elsewhere in the RFP package.
B. Any questions or concerns regarding this RFP should be addressed in wntmg to the Finance
Department, City of Ocoee, FL, Attention: Crystal Conley, Purchasing Technician (407) 905-3100,
extension 1523 and fax (407) 656-3501 or email cconley@ci.ocoee.tl.us, and shall be received not later
than December 1, 2008. Any clarifications/changes will be made in the form of written addenda only,
issued by the Finance Department. Proposers shall not contact other City staff or other City consultants
for information before the award date. Any contact with any other member of the City Staff, City
Commission, or its Agents during this time period may be grounds for disqualification.
C. This RFP must be received as one (1) original and four (4) copies of the required RFP documents only,
by the Finance Department not later than 2:00 P.M., local time, on December 9,2008. RFP's received
by the Finance Department after the time and date specified will not be considered, but will be returned
unopened. "Postage Due" items will not be accepted. RFP's or any information transmitted by fax or e-
mail will not be accepted. RFP's shall be delivered in a sealed envelope, clearly marked with the RFP
number, title, and opening date and time to:
City of Ocoee
Finance Department
Attention: Purchasing Technician
150 N Lakeshore Drive
Ocoee, FL 34761-2258
D. RFP's will be reviewed by a 4-member selection committee appointed by the City Manager and will be
ranked in accordance with the established selection criteria. Date, time, and location of any scheduled
selection committee meeting(s) for this RFP will be announced publicly. The selection committee shall
recommend ranking of the proposals and recommendation for selection to the City Commission for
approval. Please be aware that all City Commission meetings are duly noticed public meetings and all
documents submitted to the City as a part of a bid constitute public records under Florida law.
E. All Proposers shall thoroughly examine and become familiar with the this RFP package and carefully note
the items which must be submitted, such as bid security, list of References/Experience, list of
Subcontractors, equipment listing, summary of litigation, any other information specifically called for in
RFP.
F. Submission of a proposal shall constitute an acknowledgment that the proposer has complied with
Paragraph E. The failure or neglect of a proposer to receive or examine a document shall in no way
relieve it from any obligations under its bid or the contract. No claim for additional compensation will be
allowed which is based upon a lack of knowledge or understanding of any of the Contract Documents or the
scope of work. All items quoted shall be in compliance with the contract documents/scope of work.
G. A Pre-Bid Conference will be held on November 18,2008 at 10:00 AM to 12:00 Noon at City Hall Room
109. Contractors may inspect the units during this time period only.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT 5
H. Any response by the City to a request for clarification or correction will be made in the form of a written
addendum which will be mailed, e-mailed or faxed by Demandstar to all parties to whom the RFP package
have been issued. The City reserves the right to issue Addenda, concerning date and time of review
committee meeting, clarifications, or corrections, at any time up to the date and time set for RFP
submission. In this case, RFP's that have been received by the City prior to such an addendum being issued,
will be returned to the proposer, if requested, unopened. In case any proposer fails to acknowledge
receipt of any such Addendum in the space provided on the Addendum and fails to attach the
Addendum to their proposal, its' proposal will nevertheless be construed as though the Addendum
had been received and acknowledged. Submission of a proposal will constitute acknowledgment of the
receipt of the RFP Documents and all Addenda. Only interpretations or corrections provided by written
Addenda shall be binding on the City. Proposers are cautioned that any other source by which a proposer
receives information concerning, explaining, or interpreting the Bid Documents shall not bind the City.
l. Any of the following causes may be considered as sufficient for the disqualification and rejection of a
proposal:
a) Submission of more than one (1) proposal for the same work by an individual, firm, partnership or
corporation under the same or different name. For purposes of this subparagraph, firms, partnerships
or corporations under common control may be considered to be the same entity;
b) Evidence of collusion between or among the proposers;
c) Being in arrears on any existing contracts with the City, or litigation with the City or having
defaulted on a previous contract with the City;
d) Poor, defective or otherwise unsatisfactory performance of work for the City or any other party on
prior projects which, in the City's judgment and sole discretion, raises doubts as to the proposer's
ability to properly perform the work; or
e) Any other cause which, in the City's judgment and sole discretion, is sufficient to justify
disqualification of proposer or the rejection of its proposal.
No proposal may be withdrawn and all proposed prices shall remain firm for a period of ninety
(90) days after the time and date scheduled for the proposal deadline.
The City reserves the right to accept or reject any or all proposals, to waive informalities or
irregularities, to request clarification of information submitted in any proposal, or to readvertise
for new proposals. The City may accept any item or group of items of any proposal.
The City will make an Award, in its absolute and sole discretion to the most responsible and
responsive proposer whose proposal, in the City's opinion, will be most advantageous to the City,
price and other factors considered, The City reserves the right, to aid it in determining which
proposal is responsible, to require a proposer to submit such evidence of qualifications as the City
may deem necessary, and may consider any evidence available to the City of the financial,
technical, and other qualifications and abilities of a proposer, including past performance
(experience) with the City and others. The City Commission shall be the final authority in the
award of any and all proposals.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
6
GENERAL TERMS & CONDITIONS:
1. BID SECURITY:
None Required.
2. PERFORMANCE AND PAYMENT BONDS
None Required.
3. PRICING:
A. General
Pricing should be provided as indicated on the Scope of Work/Price Proposal Sheet attached, to include any
alternate bids. Please note that alternate bids will not be accepted unless specifically called for on the Scope
of Work/Price Proposal Sheet. A total shall be entered for each item proposed. In case of a discrepancy
between the unit price and extended price, the unit price will be presumed to be correct. Cost of preparation
of a response to this proposal is solely that of the bidder and the City assumes no responsibility for such
costs incurred by the bidder.
By submission of this proposal, the proposer certifies, and in the case of a joint proposal, each party
thereto certifies as to its own organization, that in connection with this procurement:
a) The proposer represents that the article(s) to be furnished under this RFP is (are) new and unused
(unless specifically so stated) and that the quality has not deteriorated so as to impair its usefulness.
b) The prices in this RFP have been arrived at independently, without consultation, communication, or
agreement for the purpose of restricting competition, as to any matter relating to such prices with
any other proposers or with any competitor;
c) Unless otherwise required by law, the prices which have been provided in this RFP have not been
knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to
opening, directly or indirectly to any other proposer or to any competitor;
d) No attempt has been made or will be made by the proposer to induce any other person or firm to
submit or not to submit a proposal for the purpose of restricting competition. Every contract,
combination or conspiracy in restraint of trade or commerce in this State is unlawful (Florida
Statutes, Section 542.18 and all applicable federal regulations);
e) Proposer warrants the prices set forth herein do not exceed the prices charged by the bidder under a
contract with the State of Florida Purchasing Division; and
f) Proposer agrees that supplies/services furnished under this price proposal, if awarded, shall be
covered by the most favorable commercial warranties the proposer gives to any customer for such
supplies/services and that rights and remedies provided herein are in addition to and do not limit any
rights offered to the City by any other provision of the contract award.
B. Cost Escalation
The contract labor rates shall be escalated 3% upon renewal of the contract each year. All other provisions
of the contract shall remain constant for the life of the contract.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
7
4. DISCOUNTS:
a) Trade and time payment discounts will be considered in arriving at new prices and in making
awards, except that discounts for payments within less than 30 days will not be considered in
evaluation of bids. However, offered discounts will be taken for less than 30 days if payment is
made within discount period.
b) In connections with any discount offered, time will be computed from date of
delivery and acceptance at destination, or from the date correct invoice is received
in the office of Finance, whichever is later. Payment is deemed to be made, for
the purpose of earning the discount, on the date of City Check.
5. SAMPLES:
Samples of items, when required, must be furnished free of expense to the City and if not called for
within fifteen days from date of bid opening, same will be disposed of in the best interest of the City.
See "Scope of Services" section.
6. A WARD CRITERIA:
The contract will be recommended to be awarded to the overall most responSIve and responsible
proposal according to the following criteria:
a) Location of service office (0 - 30 points)
1) Distance (one-way miles) from contractor's office responsible for providing service to
the City Hall.
2) Response time to City request for emergency and non-emergency service.
b) Contractor's resources (0 - 20 points)
1) Active State licenses in specialty areas (AC & Heating, mechanical, electrical, etc.)
2) Number of certified technicians and area of certification.
3) Number of service vehicles, spare vehicles, specialized equipment, etc.
4) Brand of AC & Heating equipment supported, manufacturer certification (if applicable).
c) Price proposal (0 - 30 points)
1) Lump sum price proposal for scheduled maintenance.
2) Service call rate for emergency service.
3) Contractor mark-up on parts.
d) Contractors experience (0 - 20 points)
1) Experience with similar service contracts.
2) Overall experience of Contractor in AC & Heating maintenance and installation.
3) Contractor's references.
The City of Ocoee may waive technicalities or irregularities, reject any or all proposals, and/or accept that
proposal(s) that is in the best interest of the City, with price, qualifications and other factors taken into
consideration. The City reserves the right to award the Contract to the Contractor which, in the sole discretion
of the City, is the most responsive and responsible Contractor, price, qualifications and other factors considered.
However, the City specifically reserves the right to accept other than the lowest responsible and responsive
proposal when the City considers that to be, in its sole and absolute discretion, in the best interests of the City.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
8
7. LITERATURE:
If required by the proposal, or the specifications, descriptive literature/brochures shall be included with
this proposal in order to properly evaluate make/model offered. Proposals submitted without same may
be considered non-responsive and disqualified.
8. PROTESTS:
The City's Finance/Purchasing Department will consider Protests seeking contract award, damages,
and/or any other relief. Any proposer seeking to file a Bid Protest SHALL use the following
procedures:
1. A proposer SHALL file a written Protest under this Article, or be barred any relief.
2. A Protest: (a) must be in writing (oral protests will NOT be acknowledged); (b) the content of
the Protest shall fully state the factual and legal grounds for the protest and the legal basis for the relief
requested; and (c) The Protest shall be filed with the Purchasing Agent not later than three (3) calendar
days after the posting of the notice of intent to award or recommendation of award by staff.
3. After a Protest has been properly filed with the City, the City, by and through its
Finance/Purchasing Department shall make a determination on the merits of the protest not later than
five (5) business days after receipt of the protest. If the City denies the protest, the City may proceed
with the award of the Contract unless enjoined by order of a Court of competent jurisdiction.
4. A Protest SHALL be limited to the following grounds: (a) issues arising from the procurement
provisions of the Project Manual and/or the Proposal Package or Contract Documents; and/or (b)
applicable federal, state or local law. No Protest may be based upon questions concerning the design
documents. The proposer shall clarify all such questions concerning the design of the project prior to
submitting its proposal.
9. PAYMENT TERMS:
For scheduled quarterly maintenance, payment shall be based on invoices presented by the Contractor
after completion of all work as approved by the Public Works Director. If additional repairs are needed
as determined during the scheduled quarterly maintenance and authorized by the Public Works Director,
Contractor shall submit an itemized invoice describing work performed and clearly indicating the labor
and parts. See Scope of Services/ Assignment Procedures Section.
For emergency service, Contractor shall submit an itemized invoice upon completion of the work
describing the work and clearly identifying the labor and parts in accordance with the terms of the
contract.
Payment for work completed will be made within (30) days of approved invoice.
No payment will be made for materials ordered without proper authorization. Payment shall not be
made until materials, goods or services, have been received and accepted by the City in the quality and
quantity ordered.
Any contract resulting from this solicitation is deemed effective only to the extent of
appropriations available.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
9
The City of Ocoee, Florida has the following tax exemption certificates assigned:
. Florida Sales & Use Tax Exemption Certificate No. 58-00-094593-54C; and
. The City is exempt from federal excise, state, and local sales taxes.
10. CONTRACT:
The successful proposer hereinafter referred to, as "Contractor" will be required to enter into a contract
with the City ("the Agreement"). The City may in its sole discretion award any additional work,
whether in the existing areas, or in any additional area, to any third party, or such work may be
performed by the City's employees. Contractor will be expected to cooperate with any or all other
Contractors who may be performing work for the City. The form of Contract will be an AlA AI05 form
of Contract that has been modified for use by the City for this Project.
II. SAFETY REQUIREMENTS:
The Bidder guarantees that the services to be performed and the goods to be provided herein. shall
comply with all applicable federal, state and local laws, ordinances, regulations, orders and decrees,
including without limitation such of the following acts as may be applicable: Federal Consumer Product
Safety Act, Federal Fair Labor Standards Act, Occupational Safety and Health Act, Federal Hazardous
Substances Labeling Act, Federal Flammable Fabrics Act, and any applicable environmental
regulations.
a) All contractors are required to comply with the Congressional Federal Register (CFR) of the U.S.
Department of Labor, Occupational Safety and Health Administration (OSHA) Construction
Industry, Part 1926, and CFR 1910, General Industry Standards, that are applicable in construction
work.
b) The prime contractor is not only responsible for the safety aspects of his operation and employees.
but also that of all subcontractors on the job site.
c) Assure that a certified first aid person is designated, phone numbers of physicians, hospital and
ambulance services are posted (copy to Personnel Director, City of Ocoee) and that a first aid kit is
available.
d) All individuals are required to wear hard hats on all construction sites.
e) Provide personal protective equipment that may be required for jobs in progress (e.g.: hard hats.
safety glasses, respirators, ear protection, long pants and shirts, etc.).
f) Observe the speed limit on City property.
g) Construction areas cleaned dailv; excavations must be barricaded or flagged until backfilled. In
some cases, bracing, shoring and sloping may be required.
h) Scaffolds shall have guard rails on all open sides and secured to prevent displacement.
i) Powder actuated stud guns or low velocity and/or similar powder actuated tools require eye and ear
protection as well as to ensure that all unauthorized personnel are well clear.
j) Welding and cutting - a fire watch and appropriate fire extinguisher shall be provided and
combustible materials cleaned up.
k) All heavy equipment must have, where applicable, (a) back-up alarms, (b) boom angle indicator, ( c
) load chart, (d) reeving, (3) fire extinguisher, (f) condition of hook and other items in accordance
with OSHA 1926.550 and ANSI B30.5.
I) Construction material shall not be stored so as to block exits.
m) Ground fault circuit interrupters are required on all electrical circuits not part of the permanent
wiring of the building.
n) Personal fall protection must be provided at elevations exceeding ten (10) feet.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT 10
0) Per City Ordinance, any Contractor using construction dumpsters within the
City of Ocoee must obtain these services through Superior Waste Services of Florida, Inc.
12. DRUG-FREE WORKPLACE:
If applicable, provide a statement concerning the Bidder's status as a Drug-Free Work Place or evidence
of an implemented drug-free workplace program.
13. CERTIFICATION OF NON-SEGREGATED FACILITIES
The Bidder certifies that it does not and will not maintain or provide for the bidder's employees any
segregated facilities at any of the bidder's establishments and that the bidder does not permit the
bidder's employees to perform their services at any location, under the bidder's control, where
segregated facilities are maintained. The bidder agrees that a breach of this certification will be a
violation of the Equal Opportunity clause in any contract resulting from acceptance of this Bid. As used
in this certification, the term "segregated facilities" means any waiting room, work areas, time clocks,
locker rooms and other storage and dressing areas, parking lots, drinking facilities provided for
employees which are segregated on the basis of race, color, religion, national origin, habit, local custom,
or otherwise. The bidder agrees that (except where the bidder has obtained identical certification from
proposed contractors for specific time periods) the bidder will obtain identical certifications from
proposed subcontractors prior to the award of such contracts exceeding $10,000 which are not exempt
from the provisions of the Equal Opportunity clause, and that the bidder will retain such certifications in
the bidder's files.
The non-discriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as
amended by Executive Order 11375 and as amended, relative to Equal Opportunity for all persons and
implementations of rules and regulations prescribed by the U.S. Secretary of labor, are incorporated
herein.
14. STATEMENT OF AFFIRMATION AND INTENT:
The bidder declares that the only persons or parties interested in their bid are those named herein, that
this bid is, in all respects, fair and without fraud and that it is made without collusion with any other
vendor or official of the City of Ocoee. Neither the Affiant nor the above named entity has directly or
indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive pricing in connection with the entity's submittal for the above project. This
statement restricts the discussion of pricing data until the completion of negotiations and execution of
the Agreement for this project.
The bidder certifies that no City Commissioner, other City Official or City employee directly or
indirectly owns assets or capital stock of the bidding entity, nor will directly or indirectly benefit by the
profits or emoluments of this proposal. (For purposes of this paragraph, indirect ownership or benefit
does not include ownership or benefit by a spouse or minor child.)
The bidder certifies that no member of the entity's ownership or management is presently applying for
an employee position or actively seeking an elected position with the City. In the event that a conflict of
interest is identified in the provision of services, the bidder agrees to immediately notify the City in
writing.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
II
The bidder further declares that a careful examination of the scope of services, instructions, and terms
and conditions of this bid has occurred, and that the bid is made according to the provisions of the bid
documents, and will meet or exceed the scope of services, requirements, and standards contained in the
Bid documents.
Bidder agrees to abide by all conditions of the negotiation process. In conducting negotiations with the
City, bidder offers and agrees that if this negotiation is accepted, the bidder will convey, sell, assign, or
transfer to the City all rights, title, and interest in and to all causes of action it may now or hereafter
acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to
the particular commodities or services purchased or acquired by the City. At the City's discretion, such
assignment shall be made and become effective at the time the City tenders final payment to the bidder.
The bid constitutes a firm and binding offer by the bidder to perform the services as stated.
15. PUBLIC ENTITY CRIME STATEMENT:
All invitations to bid as defined by Section 287.012(11), Florida Statutes, requests for proposals as
defined by Section 287.012(16), Florida Statutes, and any contract document described by Section
287.058, Florida Statutes, shall contain a statement informing persons of the provisions of paragraph
(2)(a) of Section 287.133, Florida Statutes, which reads as follows:
"A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of public
building or public work, may not submit bids on leases of real property to a public entity, may not be
awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list."
All bidders that submit a Bid or Request for Proposal to the City of Ocoee are guaranteeing that
they have read the previous statement and by signing the bid documents are qualified to submit a
bid under Section 287.133, (2)(a), Florida Statutes.
16. PERMITS/LICENSESIFEES:
a) Any permits, licenses or fees required will be the responsibility of the contractor; no separate
payments will be made.
b) The City requires a City of Ocoee registration if permitting is required. Please contact the City's
Protective Inspections Department at (407) 905-3100 extension 1000, directly for information
concerning this requirement.
c) Adherence to all applicable code regulations (Federal, State, County, and City) is the responsibility
of the contractor. See "Scope of Services" section.
17. INSURANCE TERMS & CONDITIONS:
The Contractor shall not commence any work in connection with the Agreement until all of the following types of
insurance have been obtained and such insurance has been approved by the City, nor shall the Contractor allow
any Subcontractor to commence work on a subcontract until all similar insurance required of the subcontractor
has been so obtained and approved. Policies other than Workers' Compensation shall be issued only by
companies authorized by subsisting certificates of authority issued to the companies by the Department of
Insurance of Florida which maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
12
better according to the A.M. Best Company. Policies for Workers' Compensation may be issued by companies
authorized as a group self-insurer by F.S. 440.57, Florida Statutes.
a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums of money which
may represent a deductible in any insurance policy. The payment of such deductible shall be the sole
responsibility of the General Contractor and/or subcontractor providing such insurance.
b) Workers' Compensation Insurance: The Contractor shall obtain during the life of this Agreement, Worker's
Compensation Insurance with Employer's Liability Limits of $500,000/$500,000/$500,000 for all the
Contractor's employees connected with the work of this project and, in the event any work is sublet, the
Contractor shall require the subcontractor similarly to provide Workers' Compensation Insurance for all of the
latter's employees unless such employees are covered by the protection afforded by the Contractor. Such
insurance shall comply fully with the Florida Workers' Compensation Law. In case any class of employees
engaged in hazardous work under the Agreement for the City is not protected under the Workers'
Compensation statute, the Contractor shall provide, and cause each subcontractor to provide adequate
insurance, satisfactory to the City, for the protection of the Contractor's employees not otherwise protected.
. Include Waiver of Subrogation in favor of the City ofOcoee
c) Contractor's Public Liability and Property Damage Insurance: The Contractor shall obtain during the life of
this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy should name the City of Ocoee as
an additional insured, and shall protect the Contractor and the City from claims for damage for personal injury,
including accidental death, as well as claims for property damages which may arise from operations under this
Agreement whether such operations be by the Contractor or by anyone directly or indirectly employed by the
Contractor, and the amounts of such insurance shall be the minimum limits as follows:
I) Automobile Bodily Injury Liability & Property Damage Liability
. $1,000,000 Combined single limit per occurrence (each person, each accident)
. All covered automobile will be covered via symbol 1
. Liability coverage will include hired & non-owned automobile liability
. Include Waiver of Subrogation in favor of The City ofOcoee
2) Comprehensive General Liability (Occurrence Form) - this policy should name the City of Ocoee as an
additional insured and should indicate that the insurance of the Contractor is primary and non-contributory.
. $2,000,000 GENERAL AGGREGATE
. $2,000,000 PRODUCTS-COMPLETED OPERATIONS AGGREGATE
. $1,000,000 PER OCCURRENCE
. $1,000,000 PERSONAL & ADVERTISING INJURY
. Include Waiver of Subrogation in favor of the City ofOcoee
3) Subcontractor's Comprehensive General Liability, Automobile Liability and Worker's Compensation
Insurance: The Contractor shall require each subcontractor to procure and maintain during the life of this
subcontract, insurance of the type specified above or insure the activities of these subcontractors in the
Contractor's policy, as specified above.
4) Owner's Protective Liability Insurance: As applicable for construction projects, providing coverage for the
named insured's liability that arises out of operations performed for the named insured by independent
contractors and are directly imposed because of the named insured's general supervision of the independent
contractor. The Contractor shall procure and furnish an Owner's Protective Liability Insurance Policy with the
following limits: $1,000,000 per occurrence, $2,000,000 aggregate, and naming the City of Ocoee as the
Named Insured.
5) Contractual Liability: If the project is not bonded, the Contractor's insurance shall also include contractual
liability coverage to insure the fulfillment of the contract. NOTE: WITH RESPECT TO PUBLIC
LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL BE
NAMED AS ADDITIONAL INSURED.
. $1,000,000 PER OCCURRENCE
. $2,000,000 AGGREGATE
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT 13
6) Commercial Umbrella:
. $1,000,000 PER OCCURRENCE
· $2,000,000 Aggregate
. Including Employer's Liability and Contractual Liability
7) Builders Risk:
. $100,000 Any (I) Location
. $1,000,000 Any (1) Occurrence
8) Certificates oflnsurance: Certificate oflnsurance Form (see sample attached), naming the City of Ocoee as an
additional insured will be furnished by the Contractor upon notice of award. These shall be completed by the
authorized Resident Agent and returned to the Office of the Purchasing Agent. This certificate shall be dated
and show:
· The name of the Insured contractor, the specific job by name and job number, the name of the insurer,
the number of the policy, its effective date, its termination date.
· Statement that the Insurer shall mail notice to the Owner at least thirty (30) days prior to any material
changes in provisions or cancellation of the policy, except ten (10) days written notice of cancellation
for non-payment of premium.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
14
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RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
15
CITY OF OCOEE
SCOPE OF SERVICES
RFP 09-003 CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
The City ofOcoee, Florida, in conformance with the policies and procedures of the City ofOcoee (City) is
soliciting proposals from qualified and licensed contractors (Contractor) that have experience in providing the
necessary services for scheduled and emergency repair, and installation of air conditioning and heating systems
throughout the City. The term contract will be for three (3) years with two (2) one (1) year automatic renewal
options.
The City intends to award a contract to single qualified and licensed contractor based on factors including, but
not limited to (1) response time to routine and emergency calls, (2) number of certified AC & Heating
Technicians, (3) distance from Contractor's office to City Hall, (4) similar experience maintenance/repair term
contracts, (5) lump sum amount for scheduled maintenance & service rate for emergency repairs, (6)
Contractor's mark-up on parts, and (7) satisfactory reference check.
The Contract requires the Contractor to provide various scheduled maintenance services and emergency repairs
for all AC & Heating units, Ice Machines, and Water Coolers City-wide.
1. Scheduled Quarterly Maintenance
Contractor shall visit each unit listed on Exhibit A (list of city-wide AC & Heating, Ice-Machines, and Water
Coolers), every 3-months and perform the following minimum tasks:
a) Clean all refrigerant coils
b) Clean blower wheels and fan blades
c) Clean pan and condensation drains.
d) Check refrigerant level and add refrigerant as necessary
e) Check and adjust belts
f) Check current amperage draw for all motors .
g) Check bearings in motors for wear
h) Clean or replace filters as necessary
i) Electrically check compressor motor windings for breakdown
j) Visually inspect electrical parts and connections
k) Exercise machinery for all possible functions to insure proper function
1) Visibly inspect ducts and pipes for damage and contaminants
Upon completion of the scheduled maintenance, Contractor shall submit a report indicating the condition of all
units inspected and providing a list of items in need of repair and cost of repair in accordance with the terms of
the Contract. Upon authorization to proceed, Contractor shall make the necessary repairs within 5 working days
of the authorization.
Contractor shall make every attempt to schedule maintenance activities to avoid or minimize interference with
City operations and minimize discomfort to the City employees. Activities for major AC & Heating Units for
City Hall, Police Department, Community and Recreation Centers shall be scheduled for non-business hours if
the maintenance requires shut down of the system.
City may add additional units to the list provided on Exhibit A at a negotiated charge to satisfaction of both
parties. Revisions to the list shall require approval by the Public Works Director and the City Manager on
behalf of the City and authorized representative on behalf of the Contractor.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
16
2. Emergency Response
Contractor is required to respond to request for service under emergency conditions within 2 hours of the
request. Contractor shall provide 24-hours live dispatch service or a 24-hour cellular number for a licensed and
qualified "on-duty" technician for contact by City staff.
If calls for service are answered by voicemail, the maximum wait time for a call back to a recorded voicemail
shall be 15 minutes which shall be included in the 2-hour response time. Failure to respond in specified time
period to a request for service shall constitute violation of the contract subject to the following penalties:
Tardiness Penalty
15 to 60 minutes I;S of Service call Rate
60 to 120 minutes % of service call rate
More than 120 minutes No charge for service call
Three (3) or more violations in a 12-month period may result in termination of the contract at the discretion of
the City.
The "on-duty" technician shall have the means to diagnose the trouble and make temporary repairs as needed to
make the system operational. Major repairs and part replacement shall begin no later than the next business day
or as soon as the part is available. Contractor shall maintain adequate diagnostic equipment and an inventory of
common parts for immediate repairs at all times.
For repairs or replacement exceeding $4,999.99, Contractor shall submit a written proposal to the Public Works
Director for review and authorization no later than the next business day and prior to commencement of work.
Contractor shall submit an invoice after the completion of the work, which shall describe the work performed,
time called, time, arrived, time work complete, labor, and parts.
PERMITS & INSPECTIONS
Scheduled maintenance activities and minor repairs will not require a permit. The Contractor shall be
responsible for filing the necessary permit application for non-emergency major component replacement with
the City's Building Department. Under emergency conditions, the permit may be filed within 48-hours of the
service call. The City permit fees are waived.
The Contractor shall be responsible for scheduling, attending, and complete all necessary inspections to satisfy
the permit requirements.
LICENSES
All contractors and sub-contractors proposed for this project shall be fully licensed in their discipline in the
State of Florida as required by Florida law. A copy of the license for the prime and all sub-contractors shall
accompany the bid. Failure of the firm to follow the guidelines specified above may result in disqualification
from the selection process.
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
17
RFP 09-003
PRICE PROPOSAL SHEET
CITY-WIDE AC & HEATING MAINTENANCE TERM CONTRACT
1. Lump sum amount for quarterly maintenance for all items listed on EXHIBIT A:
$
dollars and
cents
2. Lump sum amount for annual maintenance for all items listed on EXHIBIT A:
(Bid Item number 1 amount multiplied by (4) quarters).
$
dollars and
cents
3. Rate to be charged for service during business hours (Monday-Friday, 7:30 AM to 5:30 PM):
$
dollars and
cents
4. Rate to be charged for service during non-business hours & holidays:
$
dollars and
cents
5. Mark-up or discount offered for parts:
% Mark-up
%Discount
6. Distance in one-way miles from Contractor's Service office to City Hall:
Miles
7. Contractor offers 24-hour live dispatch:_ Yes
No
The City reserves the right to delete any portion of the bid items above in order to meet budget constraints.
Company Name
Contractor's License Number
Authorized Officer (print)
Authorized Signature
Date
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
18
RFP #09-003 COMPANY INFORMATION/SIGNATURE SHEET
FAILURE TO COMPLY WITH THESE BID INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF YOUR BID.
PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND ALL BID INSTRUCTIONS AND
THAT THE PRICES REFLECTED ON THE "SCOPE OF WORK/BID FORM" ARE ACCURATE AND WITHOUT
COLLUSION.
COMPANY NAME
TELEPHONE (INCLUDE AREA CODE)
FAX (INCLUDE AREA CODE)
E-MAIL ADDRESS
IF REMITTANCE ADDRESS IS DIFFERENT
FROM PURCHASE ORDER ADDRESS,
PLEASE INDICATE BELOW:
AUTHORIZED SIGNATURE (manual)
NAME/TITLE (PLEASE PRINT)
STREET ADDRESS
CITY
ST A TE
ZIP
FEDERAL ID #
__Individual _Corporation _Partnership _Other (Specify)
Sworn to and subscribed before me this
day of
,20
Personally Known
or
Produced Identification
(Type of Identification)
Notary Public - State of
County of
Signature of Notary Public
Printed, typed or stamped
Commissioned name of Notary Public
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
19
MAKE
AC & HEATING UNITS
CITY HALL
TRANE
TRANE
TRANE
TRANE
TRANE
FUJITSU
LIEBERT
MODEL
TTAI80B300FA
MCCBO 12UAOAOUA
RAUCC20FBX0300
MCCB017UAOAOUA
TCH2 J OC300DA
AOUI2CI
POLICE DEPRTMENT
TRANE MCCBOZIUAOAOLJA
TRA.NE TTAI50B300EA
TRANt.: TTAI50B300EA
FUJITSU AOU30CI
MAGUIRE HOUSE
IRANE
TRANE
TRA N E
TRAIYE
TRANE
TW A090A300BA
TWH036B 140FI
TW A090A300BA
TWE090A300BB
TWN0248140FJ
VIGNITY RECREATION CENTER
TRANE TWEI20BI00EL
TRANE 2TTB3060A 1 OOOAA
TRANE 2TTB3060A I OOOAA
COMMUNITY CENTER
IRA Nt.' TT A090A300FA
TRANE TTA090A300FA
TRANE TTA090A300FA
TRANE BAYHTRL315AB
TRANE BAYHTRL315AB
TRANE BAYHTRL315AB
BEECH CENTER
ADDISON
TRANE
TRANE
TRANE
TRANE
TRANE
TRANE
m.INE
TRANE
TRANE
TRA /',' E
TRANE
TRANE
TRANE
TRANE
ADDISON
VCA27IX-3E
TWE 120A300CA
TWE I 20A300CA
TWE 120A300CA
TWE042CI4FCO
TWE060P13FBO
WBHA24J II NFBA I
WBHA24JIINFBAl
TWE 120A300CA
TTA042D300BO
'1'1' A042D300AO
W AKA-060CA5
W AKA-060CA5
TTA 120A300CA
TTAI20A300CA
TT A 120A300CA
TT A 120A300CA
RCA271-3E
FIRE STATION #1 (BLUFORD AVE)
support chief
lobby
offices/Ii b/meeting
EXHIBIT A
LIST OF EQUIPMENT
SERIAL # UNIT LOCATION/AREA/TYPE
325326RAD
K 03F87307
C03F05459
K 03F87302
20710028 J D
E009085
K04B25871
4063KCAADunitl
4071 YEKADunit2
1'004688
K 12198265
K07371838
KI2198118
K II H540PN
.142354294
6512RJBD
71737EX2F
6431KP2IF
52630W2AD
52622F3AD
5021592AD
5124W3PCD
5231 RB6CD
5231 RB5CD
990102902001
Pl422XF5H
P 1425J45H
P 14403851'1
P216LCIV
PI332GOIV
TM070005280
TM07000528I
PI435RC5H
PI63K8DFF
PI05T8C2F
4991 M359904139
4991 M469908803
P135PSKAH
PI32SNOAH
PI55PY8AH
PI560XOAH
990102901001
HIRA048525Aunit I
HIRA042525Aunit2
HIRA060525Aunit3
small souths ide unit-comm. Cham. outside COLJ
small southside unit-comm. Cham. inside 2nd fl AHU
large southside unit -2nd fl- outside CDU
large southside unit -2nd fl- inside AI-IU
northside unit- 1st fl AH/CDU
southwest unit -I st fl TV -media room- mini split
northside unit- 2nd fl computer room COU
northwest comer unit -whole bldg- insde AHU
northwest corner unit -whole bldg-outside CDU
northwest corner unit -whole bldg-outside CDU
north side unit- communications- mini split
northside unit 1 west to east CDLJ
northside 2nd fl - attic AHU
northside unit 2 CDU
north side 2nd tl - AHLJ
northside unit 3 CDU
northside 1st fl- under house AHU
northside unit 4 CDU
northside 1 st fl- under house ABU
AHLJ
CDU
CDU
north side unit outside- CDU # 1
northwest unit outside COU #2
northwest unit outside CDU #3
inside AHU # 1
inside AHlJ #2 right
inside ABlJ #3 left
southeast unit -gym-AHlJ
northeast unit-gym-AHU
northwest unit-gym-AHU
southwest unit-gym-AI-IU
northwest unit inside-oflices-AHU3
northwest unit inside-offices-AHlJ4
northside unit ceiling- studio inside AHU
northside unit ceiling-workout inside ABlJ
southside unit ceiling-storage inside-AHlJ
northwest outside unit Offices ClJ3
northwest outside unit Lobby ClJ4
northwest outside unit Work out CU I
northwest unit outside Dance rm ClJ2
northeast unit outside- CU 1 B
northeast unit outside- ClJ I A
southeast unit outside ClJ 1 C
southeast unit outside-CDlJ 5
southeast unit outside ClJ 2
outside CDU -inside AHlJ:
outside CDlJ -inside AHlJ:F2P060N06B
RFP 09-003, CITY -WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
20
trainning HIRA024506Dunit4 outside CDU -inside AHU:F2RP024N06B
corridor/batt ch ict' HIRA076525Aunit5 outside CDU -inside AIIUK4EU090A33A
H2RCO I 8506Aunit6 outside CDU -inside AHU: F2RPO 1 8N06B
HI RA048525Aunit7 outside CDU -inside AHU: F2FP048N06B
FIRE STATION #2 (CLARKE RD)
ADDISON PCA061 S-3E 990606801002 eastside unit outside-AH/CDU
TRANE TTA090A300CC M306LM8AH southeast unit outside-CDU ! NOT IN lJSE
TRANE TTA 120A300BC M303NYXAH southeast unit outside-CDU 2
GOODMAN CR22KF-PFV-230 0513101458 northwest unit outside- CDU
TRANE TWE090A300CA M244P245H hallway attic unit inside-AHU
GOODMAN ARlJF024-00A- 1 A 506042781 northwest unit inside bay storage- AHU
FIRE STATION #3 (MAGUIRE RD)
GOODMAN GSCI30181AE 0808554170 CDlJ Bay
GOODMAN AHlJ Bay
SOUTH WATER PLANT
2TWB00361000AB 5 I 62lJ.1M4F north outside CDU, Inside AHU
WASTEWATER PLANT
TRANE TW A 120A300BA H48198601 wests ide outside Heat Pump/CDlJ
TRANE TTB024C 1 00A2 3131WDG5F wests ide outside CDU
TRANE TWE 120A3008A H40170310 inside AHlJ
TRANE TWEOl24CI4FBO 3126AXnV in ceiling AHU
HACKNEY-PRAIRIE WATER PLANT
FRIDRICH WE12A33E-A LBCR 1 9003 Window Unit
WATER PLANT ADMINISTRATION
TRANE TW AI 20A300BA H4819860 1 westside outside heat pump/CDU
TRANE TTB024C 1 00A2 3131WDG5F westside outside CDU
TRANE TWE 120A300BA H40170310 Inside AHlJ
TRANE TWEO 124C 1 4FBO 3126Axnv in ceilling AHU
PUBLIC WORKS (301 MAGUIRE)
CARRIER 5055-036---301 3496G41633 westside package unit AHU/CDlJ I
CARRIER 5055-036---30 I 3496G41588 westside package unit AHU/CDlJ 2
CARRIER 5055-036---30 I 3496G41587 westside package unit AIIU/CDlJ 3
BRYANT 564ANX036000ABAF 0904G41583 westside package unit AHU/CDlJ 4
NORDYNE GP3RA036K GI'F040602355 westside package unit AHU/CDlJ 5
GOODMAN PCK036- 1 C 0410706544 westside package unit AHU/CDU 6
GOODMAN PCK036-1 F 0504174616 westside package unit AHU/CDU 7
ISON S&V
CARRIER FK4DNB006 0306A87420 AHUI
CARRIER FA4BNF036 4605A 71908 AHU2
CARRIER FA4BNF036 4605A71914 AHU3
CARRIER FA4BNF060 4405A84828 AHU4
CARRIER 38CKC060370 4205E23476 CUI
CARRIER 38CKC060370 4205E23518 CU2
CARRI ER 38CKC036350 4305E31083 ClJ3
CARRIER 38CKC036350 4305E31080 ClJ4
CLINIC
GOODMAN ARUF486016AB 4305E31080 AHU
GOODMAN GSCI3060lBC 0710254275 CU
WW NEW ADMIN
TRANE 2TEC3F60BI000AA 8015SP2V AHUI
TRANE 2TEC3F42CIOOOAA AHU2
TRANE 2TTB3060A 1 OOOM 81518RY2F CDU I
TRANE 2TTB3042A I OOOA^ 84057394F CDU2
JAMELA STORAGE
GOODMAN ARUF364216AB 0707716789 AH east
GOODMAN ARUF3642 1 6AA 0612660712 AH west
GOODMAN GSC130421AC 0709053507 CU east
GOODMAN GSC 130421 AC 0709053508 ClJ west
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT 21
PUBLIC WORKS
CARRIER 40RN-012-B61IHC 2706UI5111 AH 1 ADMIN
CARRIER 38ARD012-501 2206G40 165 CU I ADMIN
CARRIER FA4CNF024 2806A 76549 AH 2 sign shop
CARRIER 24ABR324A310 0706EI0895 CU 2 sign shop
CARRIER F A4CNB060 2006A85646 AH 3 fleet
CARRIER 24ABR360A330 3206E0387\ CU 3 fleet
NEW PO
LENNOX CB2\V-65-2P 5894F60802 AHU 1
LENNOX CB2IV-51-2P 5894G 15578 AHU 2
LENNOX CB2\ V -65-21' 5894E71262 AHU 3
LENNOX CB21 V-51-2P 5894GI5568 AHU 4
LENNOX CB21 V -65-21' 5894E71265 AHU 5
LENNOX CB21 V -65-21' 5894F26080 AHU6
LENNOX CB21 V-51-2P 5894HI3567 AHU 7
LENNOX HP23-653-2Y 5894D24427 CU
LENNOX HP23-513-2Y 5894G29238 CU
LENNOX HP23-653-2Y 5894F51052 CU
LENNOX HP29-048-7Y 5806KOl147 CU
LENNOX IIP29-060-7Y 5807 A09605 CU
LENNOX IIP29-060-7Y 5807 A09603 CU
LENNOX HP29-048-7Y 5806KOl145 ClJ
ICE MAKERS
CH ICE 0 matic ICE lJ 150HA2 D438-00455-Z 2ND FL breakroom
FLT MANITOWOC S 570 990720529 Service Bay
PW ICE 0 matic B55PSA 041012800 II 033 Breakroom
FS 1 MANITOWOC S 400 030320606 Garage Bay
FS 2 MANITOWOC S 400 030320108 Garage Bay
FS 3 ICE 0 matic KC400HAPB I V71202983 Z Garage Bay
WW HOSHIZAKI KM500MAH M25674K North side outside
BC SCOTSMAN CME456AS-1 A 582124-110 KITCHEN
IC GE monogram ZD 115CWWK AL930420 KITCHEN
WATER COOLERS
CH Halsey 2 units
FLT OASIS P8AM-DI0\
PW OASIS PLF 3CP
FS I SUNROC 2 Units
FS 2 ELKAY
FS 3 ELKA Y
WW ELKAY
I'D Halsey
I'D I Ialsey Taylor
WI' ELKA Y
CC EBCO/OASIS
BC ELKA Y
IC ELKA Y
CL Halsey Taylor
PW ELKA Y
PW ELKA Y
NP Halsey Taylor
NP Halsey Taylor
74158365001
22351165
9842522739
Dual
Upright Unit
79158365001
Dual
Upright Unit
8413068415
07043\118
060416583
DP7WMPE
EZFSTL8 1 B
EXFSTL81 B
HTV -8-Q- TTG
EZFSTLR81 B
EZFSTLR81 B
4421855001
HAC-8FS-Q
06091231 I
060823551
940534183
CC = COMM. CENTER
FS = FIRE STATION
PW = PUBLIC WORKS
WW = WASTEWATER PLANT
CH = CITY HALL
PD = POLICE DEPARTMENT
WP = WATER PLANT
BC = BEECH CENTER
IC = ISON CENTER
CL = CLINIC
PW = PlIBLlC WORKS
NP = NEW POLICE
I st floor lobby & second floor hallway
Service bay
Hallway
Service bay & lobby
Service bay
Service bay
Hallway
Lobby
Maguire Road Water Plant
Hallway
LOBBY
LOBBY
LOBBY
LOBBY
BAY
HALL
HALL
RFP 09-003, CITY-WIDE AIR CONDITIONING & HEATING MAINTENANCE TERM CONTRACT
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