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INVITATION TO BID
CITY OF VESTAVIA HILLS 1032 MONTGOMERY HIGHWAY
VESTAVIA HILLS AL 35216
BIDS TO BE OPENED AT THE CITY OF DATE: JUNE 15, 2019 VESTAVIA HILLS ON JULY 16, 2019 BID: HVAC Service AT 11:00 AM. BIDS TO BE TURNED IN NO LATER THAN 11:00 AM ON THIS DATE. Ladies and Gentlemen: Sealed bids will be received by the City of Vestavia Hills, Alabama, in the Office of the City Clerk at the Municipal Center until the above time and date, and opened as soon thereafter as practical. Please return in a sealed envelope marked with the bid name as listed above. Bids must be returned prior to the date and time listed above. Bids received in the Office of the City Clerk either by hand delivery or mail after the specified date and hour will not be considered. *******************************************************************************************************
NAME OF COMPANY:________________________________________________________________________ PRICE*: WARRANTY: DELIVERY DATE:____________________________________________________________________________ BIDS GOOD THROUGH**:____________________________________________________________________ *See Specifications Enclosed. **All bids must be good for a minimum of 90 days.
I hereby affirm that I have not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding or otherwise. This form must be notarized. FIRM_____________________________________ Sworn and Subscribed before me BY_______________________________________ this the ______ day of ____________, 20___ ADDRESS________________________________ __________________________________________ ______________________________ Notary Public PHONE___________________________________ My Commission Expires____________. DATE____________________________________ ************************************************************************************************************ ALL BIDDERS MUST USE OUR BID FORMS. COMPLETE IN INK OR TYPE. THE CITY RESERVES THE RIGHT TO REJECT OR WAIVE ANY AND ALL BIDS OR PORTIONS THEREOF. QUESTIONS SHOULD BE ADDRESSED TO THE OFFICE OF THE CITY CLERK, PHONE (205) 978-0131. __________________________________________ Rebecca Leavings, Purchasing Agent
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HVAC and Building Automation Maintenance REQUIREMENTS
1. Bid Requirements Bids not conforming with the following requirements may be rejected.
(a) Bids must be made on the blank bid form provided. (b) Bids must be complete and specific. (c) Bids will be free of alterations and erasures. (d) Mandatory Pre-Bid Meeting at 10:00 AM June 26, 2019 at City Hall
Executive Conference Room, 1st Floor, Vestavia Hills City Hall, 1032 Montgomery Highway, Vestavia Hills AL 35216
(e) Bids will be properly signed by the bidder or by a legally authorized
officer or agent of the bidder and notarized. (f) The bids will be enclosed in a sealed envelope marked “SEALED
BID --- HVAC AND BUILDING AUTOMATION.” They must be submitted no later than 11:00 AM (CST) on July 16, 2019.
(g) The sealed envelope must be addressed to:
City of Vestavia Hills Office of the City Clerk 1032 Montgomery Highway Vestavia Hills AL 35216
(h) Bids must include a bid bond for 5% of the proposed first year
amount.
(i) Successful contractors shall furnish a 100% Performance Bond and a 50% Payment Bond. Bonds shall be based on the first year amount.
(j) There are three (3) parts of the bid: Group A: City Hall and Library.
Group B: Parks and Recreational Facilities. Group C: Fire Stations. Each Group should be priced separately with an annual price for each Group. The City can choose to use separate contractors for each group or choose not to accept a group.
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(k) If you have any questions regarding the bid specifications, please contact Bobby McDaniel, Maintenance Superintendent, at 205-873-8494.
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City of Vestavia Hills Invitation to Bid
Building Automation and HVAC Preventative Maintenance
Table of Contents
SECTION 1 – GENERAL 2 PURPOSE 2 OBJECTIVE 2 SECTION 2 – BIDDER INFORMATION 2 DELIVERABLES 2 BID TIMING 3 BID CONFIDENTIALITY 3 CONTACT INFORMATION 3 SUBMITTING QUESTIONS 3 RELIANCE ON ORAL COMMENTS 4 SECTION 3 – SCOPE OF WORK 4 SECTION 4 – BID RESPONSE OUTLINE 5 COMPANY PROFILE 5 SECTION 5 – EQUIPMENT LISTS (MUST BE VERIFIED BY BIDDER) 6 BID SHEET 10
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SECTIONI–GENERAL
PURPOSE
HVAC Equipment and Building Automation System Maintenance
OBJECTIVE
The objective of this initiative is to identify a facilities service provider with an experience in managing
facility services, specifically within City/Government Facilities, that can drive and demonstrate significant
reduction in the cost of operating the facility while maintaining or improving the quality and level of
service. The City of Vestavia Hills reserves the right to not only consider price, but to consider the
qualifications and performance records of Contractor. The long range achievements expected by the site,
in order of importance, are as follows:
Significant reductions in facility operating, maintenance and repair costs without negatively
affecting service quality and service levels depicted in the specifications;
Consolidation of responsibilities relating to non‐core business support services;
Continuity in facility‐related administrative and operational processes/procedures;
Maintaining or enhancing services while increasing current levels of internal (occupant)
satisfaction with leadership and innovation.
The primary objective and goal of this proposal is to reduce costs and improve the reliability of the
identified operating systems of the sites with a focus on no down time. The intent is to award a contract
of up to 3 years with optional rollover years based on review by City Attorney. The term of service shall
start on October 1, 2019.
SECTION II – BIDDER INFORMATION
DELIVERABLES
All bidders are expected to prepare documentation supporting all of the following deliverables:
• BID response package clearly labeled “HVAC Maintenance Bid” July 16, 2019;
• Company Profile;
• Copy of all applicable Alabama state, county and local licenses;
• Corporate experience in facility related services, specifically local City/Government Facilities;
• Description of Quality Plan and operations control;
• Advantages and value adds of current bidder;
• Plan for implementation and execution;
• Resumes of resources that would deliver the scope including suppliers and personnel;
• Pricing for both Basic Preventative Maintenance Services and Total Maintenance Services;
• Proposed Contract (for review by City Attorney and Personnel Board of Jefferson County).
Bidders must submit two (2) BID response packages to The City of Vestavia Hills, 1032 Montgomery
Highway, Vestavia Hills, AL 35216. The bids are due to the Office of the City Clerk, ATTN: Rebecca Leavings
on or before July 16, 2019 at 11:00 AM CST (See Contact Information)
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BID TIMING
Timing for the bid process is outlined below:
• Release of Invitation to Bid: June 15, 2019
• Mandatory Pre‐Bid meeting: 10:00 AM June 26, 2019 Executive Conference Room City Hall
• Deadline for Bidder Questions: July 11, 2019 at 4:00 PM CST
• Bids due by 11:00 AM CST on July 16, 2019
• Execution of the contract will depend on review by city attorney, PBJC, and approval by the City
Council.
BID CONFIDENTIALITY
Bidders will be issued materials required to prepare a competent response to the invitation. All documents
received by City of Vestavia Hills, Alabama, will be the sole property of City of Vestavia Hills, Alabama.
CONTACT INFORMATION
For access to the facilities, please contact
Bobby McDaniel – Public Services Maintenance (205) 873‐8494 [email protected]
During the quotation period, questions regarding this specifications of this bid shall be directed to:
Brian C. Davis– Public Services Director 1032 Montgomery Highway Vestavia Hills, AL 35216 Office (205) 978‐0150 Email: [email protected]
SUBMITTING QUESTIONS
Questions and answers should be submitted in writing no later than the deadline for bidder questions as
stated in “Bid Timing” and will be confirmed and answered thereafter in writing, and such writing shall
supersede any oral information otherwise provided. All questions and inquires will be answered via
electronic mail and provided to all known participants to insure fairness in the process. The end date for
questions is 4:00 PM CST on July 11, 2019. All bidders shall recognize and comply with the following:
(1) The bidder has an affirmative duty to inquire about and seek clarification of any question or other item
in the invitation that the bidder does not fully understand or that the bidder reasonably believes is
susceptible to more than one interpretation; and
(2) The bidder shall explain in its bid response any and all exceptions, assumptions, and clarifications,
variations, or deviations made by the bidder in responding to any requirements of this invitation to bid.
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RELIANCE ON ORAL COMMENTS
For purposes of this invitation to bid and questions concerning the invitations to bid, no bidder shall
consider any oral representations or statements by an officer, employee, or agent of City of Vestavia Hills,
Alabama, to be an official expression of its behalf unless such oral representation or statement is
authorized by Brian Davis, Public Services Director, via written communication. Any attempt to circumvent
this process may result in immediate disqualification from the evaluation process.
SECTION III – SCOPE OF WORK
It is the intent of the city to divide all of the equipment into three (3) groups. Said three (3) groups
are listed in Section 5 of this invitation to bid entitled “Equipment List” and are labeled as Group
A, Group B and Group C. Bidder shall provide a cost for both of the following for each of the below
listed services.
a. Basic Preventive Maintenance Service ‐‐ Preventive maintenance services shall be provided
by the Service Company on all Equipment and associated devices related to the HVAC systems
listed and verified in this document.
b. Total Maintenance Service ‐‐ The Service Company shall furnish all personnel, parts, materials,
test equipment, tools and services in conformance with the terms and conditions as outlined
below.
1. Bidder shall provide a proposed contract as a part of the bid response for review by
the City Attorney and the Personnel Board of Jefferson County.
2. As part of the bid response, the Service Company shall submit for evaluation, a
comprehensive and detailed technical and business prospectus, descriptively
outlining the ability to adequately and satisfactorily perform the services as requested
in these specifications.
3. It is the intention of these specifications to establish and define those services that
are to be performed and, in addition, to determine the capability and experience of
the Service Company desiring to provide such services
4. Award of the contract shall be evaluated on a variety of factors, in addition to cost,
such factors as technical competence, references, experience, financial ability, and
other factors requisite to adequate and satisfactory performance of the services
drafted.
5. All Service Companies desiring to provide services specified shall visit the job sites to
become familiar with the facility and equipment prior to submitting a bid response.
No bid shall be accepted from any Service Company unless it has been verified that
there has been a visit and inspection prior to bid submittal. Site visits shall be
coordinated through Bobby McDaniel, (205) 873‐8494 Vestavia Hills Public Services
in order to determine that the equipment was correctly identified.
6. The Service Company shall not be relieved from assuming all responsibility for
properly estimating the difficulties and the cost of performing the services required
with these specifications because of failure to investigate the conditions or become
acquainted with all the information concerning the services to be performed.
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7. The City of Vestavia Hills reserves the right to add or delete facilities depending on
the funding available and changes in facility locations.
8. The City of Vestavia Hills reserves the right to split the services between different
service companies. Groups will not be split between companies (for example – Group
A – Service Company A, Groups B & C Service Company B would be acceptable).
SECTION IV ‐ BID RESPONSE OUTLINE
COMPANY PROFILE
The following requirements shall be considered as the minimum standards for a Service Company to be
considered as qualified to provide services under this contract and shall be a pre‐requisite to any award:
A. A period of ten (10) years’ experience in the performance of HVAC and temperature controls
maintenance as specified shall be a minimum.
B. The Service Company shall maintain a field office and/or warehouse that is located within thirty
(30) miles of the facilities to be serviced under this specification.
C. A minimum of five (5) local service personnel shall be employed full time by the Service Company
at all times of the duration of the proposed contract.
D. Services that are to be provided shall be performed by qualified and trained service personnel
that are directly employed by the Service Company. Subcontracting portions of the system or
services requested in these specifications shall not be allowed without prior written consent of
the City of Vestavia Hills.
E. The Service Company shall maintain an Engineering Department staffed by a minimum of one (1)
registered Professional Engineer currently practicing in the mechanical engineering field. In
addition, the Service Company shall be experienced in and currently engaged in design/build
projects of HVAC systems.
F. The Service Company shall be a currently licensed mechanical contractor in the State of Alabama
and shall submit, with the bid response a copy of said license, references of major mechanical
equipment installations. If awarded bid, bidder must also obtain a business license with the City
of Vestavia Hills.
G. The Service Company shall provide a minimum of three (3) references, within the State of
Alabama, for which services are presently being provided as outlined within these specifications.
H. The Service Company shall be capable of performing “non‐destructive” testing of designated
equipment.
I. The Service Company shall submit with the bid data that indicates the use of a uniform and
detailed method by which preventive maintenance tasks are defined, scheduled, recorded,
updated and processed. The Service Company’s preventive maintenance program shall be
computer generated, based on run time, manufacturer’s recommendations, and a historical data
bank of similar equipment. Simple computer based, run time only, or hand scheduled programs
are not acceptable. Each service shall be defined in detail as to annual visits, semi‐annual visits,
quarterly visits and routine maintenance.
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J. The Service Company shall have an emergency response system in place that is manned on a 24‐
hour basis by full time employees of the Service Company. These employees are to be trained
HVAC analysts to properly assist the City immediately.
SECTION V – EQUIPMENT LIST
Group A (Bidders are responsible to verify equipment)
A. Selected Equipment to be serviced at City Hall
a. Two (2) 87-Ton Air Cooled Trane Chillers with Scroll Compressors
b. Six (6) Greenheck Fans # RF-1 though RF-4, RF-6,RF-7
c. Five (5) Greenheck Exhaust Fans # EF-1, EF-2, EF-3, EF-5, EF-6
d. Three (3) Direct Drive Fans # VF-1, VF-2, VF-3
e. Fourteen (14) Motorized Louver/Dampers # L-1 through L-14
f. Seventeen (17) ABB Variable Frequency Drives # VFD-1 through VFD-8, VFD-10, VFD-12 through VFD-17, VFD-19, VFD-20
g. Four (4) Chill Water Pumps # CHP-1A, CHP-1B, CHP-2A, CHP-2B
h. Seven (7) Hot Water Pumps # HWP-1A, HWP-1B
i. Two (2) Fire Tube Boilers 1500 MBH Gross Output # B-1, B-2 ,
j. One (1) Computer Room Liebert Unit DS035A
k. Eight (8) Modular Indoor AC Units # AC-1 through AC-8
l. One (1) Energy Recovery Unit Greenheck ERV-90-15H # ERU-1
m. One (1) Trane YSC092 Gas Package RTU-1
n. Nine (9) Ductless Split System Heat Pump AC Units # DS- through DS-9 Unit size 2.5 ton – 3.5 tons
o. Two (2) Air Dirt Separators # AD-1, AD-2
p. Trane Tracer Controls
B. Selected Equipment to be serviced at Library in The Forest
a. One (1) CH-1 Trane CGAM100F2B Air Cooled Trane Chiller
b. Three (3) Trane Air Handling Units # AHU-1, AHU-2, AHU-3
c. One (1) Greenheck Energy Recovery unit ERV-581H
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d. Six (6) Variable Frequency Drives
e. One (1) Data Aire Computer Room AC Unit
f. Three (3) Trane Fan Coil Units
g. Three (3) Supply Fans for AHU-1, AHU-2, AHU-3
h. Two (2) Chill Water Pumps # CHWP-1, CHWP-2
i. Two (2) Supply Water Pumps # SHWP-1, SHWP-2
j. Two (2) Hot Water Pumps # BPUMP-1, BPUMP-2
k. One (1) Heat Pump Water Heater-AO Smith WW-96HTD
l. One (1) Indirect Water Heater Bradford White RTV-119L
m. Two (2) Boiler, Fulton PHW-750
n. Trane Tracer Summit Controls Group B (Bidders are responsible to verify equipment)
C. Selected Equipment to be serviced at Park and Recreation Gym Roof
a. Two (2) Trane Gas Packaged RTU Model YCH210C3LOEA, YCH210E3LOBB
Selected Equipment to be serviced at Park and Recreation Roof
b. One (1) Trane Gas Packaged RTU Model YCD240B3LOGA
Selected Equipment to be serviced at Civic Center Dogwood Room Roof
c. One (1) York Gas Packaged RTU Model DM120N15N2AAA3
d. One (1) Trane Gas Packaged RTU Model YCD240F3LOBB, YSD240F3RLA03
Selected Equipment to be serviced at Chamber of Commerce Roof
e. One (1) Carrier Gas Packaged RTU Model 48TFD005-A-511
f. One (1) Ductless AC Unit – Condenser on roof , Fan Coil in Conference Room Selected Equipment to be serviced at Parks and Rec. Soccer Office-Site
g. One (1) Two ton Trane Split System
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Selected Equipment to be serviced at Civic Center - Vestavia Room
h. One (1) 10 ton Carrier Split System with gas furnace’s
Selected Equipment to be serviced at Parks and Rec. Field-4 Wald Park 4 field
i. One (1) Carrier 10 ton unit
j. One (1) Trane 7.5 ton unit
D. Selected Equipment to be serviced at Park and Recreation Liberty Park
Selected Equipment to be serviced at Youth Complex
o. One (1) 3 ton Split System
p. One (1) 5 ton Split System
Selected Equipment to be serviced at Adult Complex q. One (1) 3 ton Split System r. One (1) 4 ton Split System s. Two (2) 10 ton AHU’s connected to (4)- 4 ton Condensers Selected Equipment to be serviced at Soccer Complex t. One (1) 5 ton Carrier Split System u. One (1) 3 ton Carrier Split System Selected Equipment to be serviced at Sicard Hollow Rd. Complex t. One (1) 5 ton Trane Split System u. One (1) 7.5 ton Trane Split System
E. Selected Equipment to be serviced at The New Merkle House v. Three (3) 5 ton Split Systems
Group C (Bidders are responsible to verify equipment located at Fire Stations) Fire Station 1
2 HVAC Units Sure Comfort 2 Heaters (Carrier) Reznor Gas Heaters for the Bay
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Fire Station 2 2 HVAC Units (Carrier Gas Furnace, Rheem Condensing Unit) Reznor Gas Heater for the Bay
Fire Station 3
Payne Model PA18NR060-J Carrier Model 58STA135
Fire Station 4
1 Grand aire 3 ton condensing outside unit 1 Carrier Heating/air handler units 1 Carrier Outside Condensing Units 2 Carrier Series 151 Bay heating/air handler units
Fire Station 5
Living quarters has a Bryant split system Office Training area has an American Standards rooftop system
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BID PRICING SHEET
HVAC Costs per Group
Basic Service
Group Monthly Cost Annual Cost
A
B
C
Total
HVAC Costs per Group
Total Maintenance Service
Group Monthly Cost Annual Cost
A
B
C
Total
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