REQUEST FOR PROPOSAL FOR DORCHESTER COUNTY COUNCIL HVAC SERVICES DCG Due Date December 6, 2011

Transcription

1 REQUEST FOR PROPOSAL FOR DORCHESTER COUNTY COUNCIL HVAC SERVICES DCG Due Date December 6, 2011 DORCHESTER COUNTY COUNCIL 501 COURT LANE, ROOM 110 CAMBRIDGE, MARYLAND 21613

2 I. INTRODUCTION Dorchester County Council is requesting proposals for HVAC service at its facilities for the calendar year In addition, the county reserves the option of extending the contract, without bid, on a year-to-year basis for two (2) additional one (1) year periods. II. OBJECTIVES OF REQUEST FOR PROPOSALS The objectives of this RFP are to secure a long term contractual relationship with a qualified HVAC vendor that results in: A comfortable environment in our facilities, for County employees and residents, Minimal downtime, breakdowns, malfunctions, etc within our HVAC systems, Maximum operating efficiency regarding energy consumption, Lowest reasonable cost. III. PROPOSAL PROCESS Timeline Following is a tentative schedule for the bid process Publication of RFP November 7, 2011 Due date / bid opening December 6, 2011 Council consideration December 20, 2011 Notification of award December 21, 2011 Commence services January 1, 2012 Inquiries There will be no pre-bid meeting. All questions regarding this RFP should be directed to Robert L x130 or rwilley@docogonet.com. Submission / Deadline An original and two duplicate hard copies of the proposal are to be submitted to: Dorchester County Council 501 Court Lane Room 110 BID BOX Cambridge, MD by 2:00pm, December 6, 2011, after which they will be publicly opened and read aloud. Any proposals submitted after the deadline will not be considered. Evaluation / Selection Process The contract will be awarded based on the proposal considered, by the Council, to be responsive to the objectives and represent the best overall value to the taxpayers of the County.

3 The County Council reserves the right at its option to waive any informalities, irregularities, defects, errors or omissions in any or all of proposals and to accept or reject any or all parts of the proposals which in its judgment is in the best interest of the County. IV. SERVICES REQUESTED The Council is soliciting proposals for comprehensive services, including preventative maintenance and emergency repairs for the HVAC equipment and systems at various county government buildings throughout the county. Attachment A lists the locations and descriptions of the subject equipment and systems. Equipment Equipment includes, but is not necessarily limited to: Split central Heat Pumps, Split A/C units, PTAC units, Propane wall heaters, oil boilers, ice machines, and Propane furnaces. Routine Maintenance- Vendor will be contacted by County during the course of the year to perform preventative maintenance and inspections on various HVAC units. The work being completed under routine maintenance will be done during normal working hours. Routine maintenance may include pre-winter and pre-summer unit inspections and services as called for by HVACR standards and manufacturer s recommendations. This work may consist of work similar to the following: cleaning coils, flushing condensate pans, fan cleaning, inspecting capacitors, checking amp draws, lubricating motors, checking refrigerant levels, visual check of ductwork and plenums, checking condensation drainage, changing filter media, checking operation in cooling and heating mode, checking connections, check backup heat (H/P), and any and all other related work needed to properly test and maintain the units being worked on. A typical crew for this type of work will consist of one Maryland State licensed Apprentice and/or Journeyman HVAC technician. Pricing and invoicing for routine maintenance shall be based on individual flat rate charges for each type service. See Standard Bid Form - A Repairs, System Replacements/ Emergency Repairs- Vendor may be contacted by County during the course of the year to perform repairs or system replacements (if deemed nonrepairable) during normal business hours of 7am-3:30pm Monday through Friday OR emergency repairs after 3:30 pm or on weekends. All repairs will include the diagnosis and repair of units as called for by HVACR standards and the unit manufacturer s recommendations. This work may consist of work similar to the following: diagnostic testing of units, replacing capacitors, compressor replacement, fan motor replacement, installing hard start kits, adding refrigerant, repair of ductwork and plenums, replacing control boards, repairing connections and any and all other related work needed to bring the unit back to working order. Upon diagnosing the problem

4 with any unit, vendor is to provide to the County a cost estimate to repair the unit. This should be a verbal estimate if the repair is under $300 or a written quote if the repair is over this amount. County may elect not to repair unit if the cost is prohibitive. All repair parts used must be compatible with and must meet or exceed the specifications listed by the manufacturer of the unit being repaired including warranty coverage similar to the original part. Pricing and invoicing for repair work shall be based on time and materials charges for repair call. See Standard Bid Form - B V. Pricing and Invoicing Services are to be bid and invoiced on the basis of flat rate per service for routine maintenance and time and materials for repair work. Invoiced man-hours paid under this contract shall be only for productive hours at the job site. Time spent for lunch, idle time, etc is not chargeable directly but is considered overhead and shall be included in the hourly rate bid for labor. All transportation time, tools, equipment and miscellaneous supplies such as cleaners, rags, etc should be considered overhead and are to be included in the flat rate or hourly rate billed. Vendor may charge one trip-charge per day per location for maintenance and repair work. Any trips to pick up supplies and materials may be invoiced at the applicable hourly rate. Maintenance and repair parts and materials (not supplies) may be invoiced at the markup rate indicated on the bid form. TO BE REIMBURSED FOR PARTS AND MATERIALS IN EXCESS OF $300.00, COUNTY WILL REQUIRE A COPY OF THE VENDOR S SOURCE INVOICE FROM THEIR SUPPLIERS. All invoice rendered to the County under this contract will be paid within 30 days of receipt. Any discount offered for early payment should be indicated in the proposal. VI. CONTENTS OF PROPOSAL All proposals submitted under this solicitation shall contain, as a minimum: 1. Cover letter containing: Company name, address, contact information, etc., Any proposed terms and discount rate for early payment of invoices, Statement that prices bid are good for 60 days, Any other information considered, by the bidder, to be necessary for a complete understanding of the proposal, Signature of person with authority to bind vendor. 2. Completed Standard Form A (attached). Any information requested in the Standard Bid Form that is not submitted, inapplicable, etc should be marked n/a.

5 3. Completed Standard Bid Form B (attached). Any information requested in the Standard Bid Form that is not submitted, inapplicable, etc should be marked n/a. 4. List of three customer references along with contact names and telephone numbers. The original, and two copies, shall be sealed in an envelope that is clearly marked HVAC BID DCG This request, coupled with the proposal documents submitted by the successful vendor, shall form the basis of a contractual relationship between the County and the vendor for the duration of the contract. VII. emarylandm@rketplace Eligible proposers must be registered with the emarylandm@rketplace website.

6 STANDARD BID FORM - A DORCHESTER COUNTY GOVERNMENT REQUEST FOR PROPOSALS HVAC MAINTENANCE SERVICE Under provisions of Proposal No: DCG HVAC Services, we submit the following bid for routine HVAC maintenance service: Flat Rates per service: Trip charge all locations $ Highway Building: Cambridge Airport: Dorchester County Landfill: Public Safety Complex: Information Technology:

7 STANDARD BID FORM - B DORCHESTER COUNTY GOVERNMENT REQUEST FOR PROPOSALS HVAC REPAIR SERVICE Under provisions of Proposal No: DCG HVAC Services, we submit the following bid for repair service: Hourly Rates: Master Technician Journeyman Apprentice Other Markup on Materials & Parts % Discount & terms for early payment % Expected response time after repair call

8 Dorchester County HVAC Request for Proposals 2012 Attachment A Department / Building Location Equipment /System Description Highway Department building 5435 Handley Road Oil fired hot water boiler Cambridge, MD Propane space heater Cambridge Airport Bucktown Rd Cambridge, MD Terminal building Old terminal bldg North hanger Maintenance bldg Quonset hut hanger Nanticoke house Propane fired boiler, 2 Carrier AC condensers located outside, 2 air handlers. Electric baseboard heat, window AC Electric baseboard heat, window AC Propane space heater, window AC Window AC Propane space heater & heat pump Dorchester County Landfill Beulah landfill Double wide office & new scale house 3 heat pumps Public Safety Complex 829 Fieldcrest Road Cambrdge, MD 13 rooftop heating units natural gas - Reznor 8 rooftop heat/ac units natural gas - Carrier 6 exterior heat pump/ac units electric - Carrier, etc 1 wall AC unit electric - Sanyo 2 hot water heaters natural gas Bradford & AO Smith

9 IT Department 829 Fieldcrest Road tower 2936 Greenbrier Road tower Smithville Road tower Exterior heat pump unit Exterior heat pump units (2) Exterior heat pump unit