ISLAMORADA, VILLAGE OF ISLANDS FLORIDA. REQUEST FOR QUOTES for NEW HVAC UNITS (RFQ-16-11) May 11, 2016

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1 ISLAMORADA, VILLAGE OF ISLANDS FLORIDA REQUEST FOR QUOTES for NEW HVAC UNITS May 11, 2016 Islamorada, Village of Islands Village Administrative Center Overseas Highway Islamorada, Florida 33036

2 ISLAMORADA, VILLAGE OF ISLANDS, FLORIDA REQUEST FOR QUOTES for NEW HVAC UNITS Page 2 of 9 Issue Date: May 11, 2016 NOTICE IS HEREBY GIVEN that Islamorada, Village of Islands (the Village ), hereby requests Quotes from qualified parties ( Proposers ) to supply and install three (3) New HVAC Units for the Village s Fire Station #20 located at Overseas Highway, Islamorada, Florida. Sealed Proposals will be received by the Village until 3:00 p.m. EST on May 31, 2016, at the office of the Village Clerk, located at Overseas Hwy, 3 rd Floor, Islamorada, Florida, Proposals will be opened by the Village Clerk immediately thereafter. The objective of this RFQ is to find a Contractor who shall furnish all necessary supervision, labor, tools, parts and equipment required to remove the existing HVAC unit, supply and install three (3) new HVAC units. The specifications for the HVAC units are described in Section I, Scope of Services. The Contractor shall perform the services under this agreement as an independent contractor and nothing contained herein shall be construed to be inconsistent with this relationship or status. Nothing in this agreement shall be interpreted or construed to constitute the Contractor or any of its agents or employees to be the agent, employee or representative of the Village. Proposals shall be prepared, addressed and submitted in compliance with detailed instructions as set forth in the RFQ documents. Prospective proposers shall not contact or otherwise communicate with Village staff or officials regarding this RFQ, except as follows. Inquiries, clarifications or requests for interpretation of the RFQ documents shall be made in writing to the Village s Procurement and Grants Administrator, Ana Hernandez, no later than 3:00 p.m. EST on May 24, 2016, by mail to Islamorada, Village of Islands, Overseas Hwy, 3 rd Floor, Islamorada, Florida, or by to: No person is authorized to give oral interpretations of, or make oral changes to, this RFQ. The issuance of a written addendum by the Village is the only official method whereby interpretation,

3 clarification or additional information can be given. Written addenda shall be issued when changes, clarifications or amendments to the RFQ documents are deemed necessary. All addenda shall be posted online at and on the Village s website at The Village reserves the right to accept or reject any or all Proposals; to waive irregularities, technical errors and formalities; and to select a qualified individual to provide the Services as it deems will best serve the interest of the Village. Local Business Preference Preference will be given to local businesses as defined by Village Ordinance Section Please refer to Appendix A for a complete copy of Ordinance Section and the referenced Affidavit. The Village intends to select one (1) qualified proposers to perform the following services I. SCOPE OF SERVICES 1.0 GENERAL SCOPE The Contractor shall furnish all necessary supervision, labor, tools, parts and equipment required to replace the existing twenty (20) ton Trane split HVAC unit with three (3) new HVAC units. Two (2) of the HVAC units to be single stage and one (1) two stage. The existing system is utilizing a plenum ceiling, system 123. Return air ducts are to be ducted to the appropriate ceiling locations for each of the systems, in order to delete plenum ceiling returns. Contractor to install fire and smoke dampers per current Fire code. Duct all supply air. Duct system and air handlers are to be located in existing mechanical room with secondary drain pans. Smoke detectors in the duct work must be coordinated with fire alarm company. All wiring must be new and in compliance with Building and Fire Codes. All refrigerant lines must be new. Shared return and feeds via dampened box so that in the event one system become inoperable the functional system can share the return and feed. Condensing units are to be located above storage area in the rear of the building, secured to meet current wind rating in FBC. Contractor must design all systems in accordance with 2014 Florida Mechanical Code, ASHREA 62 indoor air code and local Wind Codes for equipment tie down. Contractor is responsible for taking out of service, removal and disposal of old units per EPA guidelines. Outside of manufacturer s warranty, installer must provide a one (1) year warranty on all parts and labor for installation. The installation work must be phased so that the station is not completely without HVAC for any period of time. Page 3 of 9

4 Contractor to supply temporary HVAC support to IT room during transitional period. Equipment list, mechanical drawings, engineered tie downs must be included in the bid package. As-built drawings must be supplied to the Village before final payment is made. Test and balance report by mechanical contractor must be supplied to the Village before final payment is made. 1.1 HVAC Unit Specifications One (1) East side, single stage, to cover dayroom, work out room, IT room, EMS room, storage room and bathroom. One (1) West side, two stage, to cover meeting area, office, bathroom, kitchen, elevator lobby down, elevator equipment room, watch-room. One (1) unit to cover bunkroom area, hallway, laundry and both baths within the space. Thermostats to be programmable with sensors placed in the return duct work. Thermostats to be tenant type with preset heights and lows or other viable non-tamper option with remote monitoring available. II. INSURANCE REQUIREMENTS Proposers shall provide with their Proposal evidence of insurance acceptable to the Village and in compliance with the requirements set forth in this RFQ and the Contractual Services Agreement. Upon execution of the Contractual Services Agreement, the Selected Firm shall, at its own expense, procure and maintain throughout the term of the Contractual Services Agreement and any renewals thereof, with insurers acceptable to the Village, the types and amounts of insurance conforming to the minimum requirements: A. Worker s Compensation: Coverage must apply for all employees and statutory limits in compliance with the applicable state and federal laws. In addition, the policy must include the following: 1. Employer s Liability with a minimum limit per accident in accordance with statutory requirements. 2. Notice of Cancellation and/or Restriction. The endorser to provide the Village with thirty (30) days written notice of cancellation and/or restriction. B. Comprehensive General Liability: Coverage must include: 1. $1,000, combined limit per occurrence for bodily injury, personal injury and property damage. If contract is less than $100,000.00, then, the general liability insurance requirement is $300, Contractual coverage applicable to this specific contract, including any hold harmless and/or indemnification agreement. 3. Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the Page 4 of 9

5 Village with thirty (30) days written notice of cancellation and/or restriction. C. Comprehensive Automobile Liability- Coverage must be afforded on a form no more restricted than the latest edition of the Comprehensive Automobile Liability Policy filed by the Insurance Services Office and must include: 1. $300, combined single limit per accident for bodily injury and property damage. 2. Owned Vehicles. 3. Hired and Non-Owned Vehicles. 4. Employee Non-Ownership. 5. Notice of Cancellation and/or Restriction. The policy must be endorsed to provide the Village with thirty (30) days written notice of cancellation and/or restriction. Certificates of Insurance evidencing the insurance coverage specified in this Article shall be submitted to the Village with the executed Contractual Services Agreement. The Certificates of Insurance shall be filed with the Village before the Contractual Services Agreement is deemed approved by the Village. The required Certificates of Insurance not only shall name types of policies provided, but also shall refer specifically to the Contractual Services Agreement. All the policies of insurance so required shall be endorsed to include as additional insured the Village, its officers, employees, and agents, except for Worker s Compensation. If the initial insurance policy expires prior to completion of the Project, renewal Certificates of Insurance shall be furnished thirty (30) days prior to the date of the policy expiration. III. PROPOSAL DOCUMENTS SUBMITTAL AND SELECTION 1. One (1) original Proposal Package, one (1) electronic copy in PDF Format, and five (5) hard copies must be received prior 3:00 PM EST on May 31, 2016 ( Submittal Deadline ). Proposal Packages will be opened by the Village Clerk or her designee immediately thereafter. 2. The electronic copy shall be exactly identical to what is contained in the original hardcopy Proposal. The CD shall contain a single.pdf file including all attachments in a format that enables word searches to the maximum extent possible. Forms and/or documents requiring signatures may be scanned but must be merged into the Proposal.PDF file. 3. Late Proposal Documents in response to this will not be accepted after the specified Submittal Deadline, and will be returned unopened to the Proposer. 4. All Proposals shall be directed to: Village Clerk Islamorada, Village of Islands Administration and Public Safety Headquarters Overseas Highway, 3 rd Floor Islamorada, Florida Page 5 of 9

6 Proposal Packages must be enclosed in a sealed envelope and be plainly marked in the upper left hand corner with the name and address of the Proposal and bear the following title: Islamorada, Village of Islands Request for Proposals to Modernize Passenger Elevator (RFP-16-11). If sent by mail or courier, the above mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated above. Be aware that express mail services will not guarantee a specific time delivery to Islamorada, Florida. It is the sole responsibility of the Proposer to ensure their Proposal is received in a timely manner. Proposal Package MUST include, in the following order: 1) Cover Letter; 2) List of current licenses; 3) Proposed Equipment submittal, control drawings, as built control schematics, operating instruction and manuals. 4) Price for the project. 5) Copy of Monroe County, Florida, Business License or Business Tax Receipt; and 6) Minimum of three (3) professional references, with contact information All Proposal Documents will be reviewed and evaluated by the Evaluation Committee and selection will be made by the Village Council. The Evaluation Committee and/or the Village Council may deem it necessary to interview Proposers as part of the evaluation and selection process. The Communication Protocol outlined in page 2 of this RFQ is applicable to the Evaluation Committee. The Evaluation Committee is subject to the Sunshine Law and any exparte communications with any of its member prohibited. *** REMAINDER OF PAGE LEFT INTENTIONALLY LEFT BLANK Page 6 of 9

7 APPENDIX A LOCAL BUSINESS PREFERENCE ORDINANCE AND AFFIDAVIT Sec Guidelines. (2) Preference for local businesses For purposes of this subsection, the term "local business" shall mean the following: (a) A business with a current required Monroe County occupational license or business tax receipt, which has a principal office located within the Upper Keys (Upper Keys shall be defined as that geographical area located from the southern boundary of the village at MM north to the Miami-Dade County boundary line); and (b) The principal office has been established a minimum of 18 consecutive months prior to the date of the solicitation of the purchase or contract and operates or performs business on a day-to-day basis that is a substantial component of the goods or services being offered to the village; and (c) A minimum of 51 percent of the labor or personnel used to perform the purchase or contract reside in the Upper Keys at the time of submittal; and (d) A minimum of 51 percent of the business owners reside in the Upper Keys at the time of submittal. (e) Post office boxes are not verifiable and shall not be used for the purpose of establishing a physical address pursuant to this subsection. (f) Any business seeking certification as a local business shall execute and submit to the village an affidavit, in a form provided by the village, certifying that it meets the criteria established for a determination as a local business. The affidavit shall be submitted and kept on file with the village and updated at the time of submittal of any bid or proposal (3) Exemption: The local preference provided for by this subsection shall not be applied where the application of the preference would conflict with federal law, state law or the conditions of any funding source for the purchase or contract. (4) Waiver: The application of local preference to a particular purchase or contract for which the village council is the awarding authority may be waived by the village council prior to the solicitation of the purchase or contract. (5) Notice: Both bid documents and request for proposal documents shall include notice of the local preference policy and any applicable waiver in accordance with subsection 2-237(e)(4) above. (6) Penalties: (a) Misrepresentation. Any vendor, contractor, or firm who fails to act in good faith and misrepresents the local preference status as determined by the village manager in any bid or proposal submitted to the village for the purchases of or contracts for materials, supplies, equipment, improvements, or services shall: Page 7 of 9

8 (1) Lose the privilege to submit a bid or proposal to the village for a period of up to one year from the date the misrepresentation was discovered; and (2) Pay a penalty equal to the difference between the original purchase or contract award and the next lowest responsive, responsible bidder and pay an additional ten percent penalty based upon the original value of the purchase or contract awarded. (b) Failure to maintain local business preference qualifications. Any vendor, contractor, or firm that fails to maintain its local preference status which resulted in the awarded contract shall be in breach of the contract and may be subject to termination of the contract, suspension of payments under the contract, and loss of the local preference status on the contract. (c) Prior to the imposition of penalties provided for in 2-237(e)(6)(a) or (b) above, any vendor, contractor, or firm shall be entitled to notice from the village and an evidentiary hearing before the village council. Such hearing request shall be filed with the village clerk within 20 calendar days from receipt of the notice. *** Page 8 of 9

9 Islamorada, Village of Islands, Florida AFFIDAVIT FOR CERTIFICATION AS A LOCAL BUSINESS 1. My name is. 2. I am the (Title) of (Name of Firm), and I have personal knowledge of the facts stated herein. 3. (Name of Firm) seeks certification as a local business pursuant to Ordinance 2-327(e), Islamorada, Village of Islands, and the above referenced solicitation; and 4. (Name of Firm) has a current Monroe County occupational license or business tax receipt, with a principal office located at (Physical Address), which is between MM and the Miami-Dade County boundary line; and 5. The principal office has been established a minimum of 18 consecutive months prior to the April 13, 2016 date of the above referenced solicitation and operates or performs business on a day-to-day basis that is a substantial component of the goods or services being offered to the village; and 6. A minimum of 51 percent of the labor or personnel used to perform the purchase contract reside in the Upper Keys (MM to the Miami-Dade County boundary line) at the time of submittal; and 7. A minimum of 51 percent of the business owners reside in the Upper Keys (MM to the Miami-Dade County boundary line) at the time of submittal. By my signature below, I do hereby swear, depose and state that the information stated above is accurate and true. Signature of Affiant Date Sworn to and subscribed before me this day of, 20, by (name of person signing the Affidavit) as (type of authority...e.g. officer, manager/member, trustee, attorney in fact) for (name of Firm on behalf of whom Affidavit was executed). Signature of Notary Public State of Florida SEAL: Personally Known Produced Identification Type of ID: Page 9 of 9

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