MAINTENANCE WORK HEATING, VENTILATION & AIR CONDITIONING MAINTENANCE & REPAIR WORK (NO WIN PROJECT) REGION 2

Transcription

1 MAINTENANCE WORK HEATING, VENTILATION & AIR CONDITIONING MAINTENANCE & REPAIR WORK (NO WIN PROJECT) REGION

2 MAINTENANCE & OPERATIONS STATE PROJECT 2

3 1. Use pen and ink to complete all paper bids. BIDDING INSTRUCTIONS 2. As a minimum, the following are to be completed and must be received prior to the time of bid opening: a. A copy of the Notice to Contractors b. the completed Acknowledgement of Bid Amendments form c. the completed Schedule of Items in Appendix A d. two (2) copies of the completed and signed Contract Agreement for Transportation Related Work form e. The completed Economic Impact within the State of Maine (check boxes) f. The completed Contractor Information Sheet g. Any other certifications or Bid requirements listed in the Bid Documents as due by Bid opening 3. Include prices for all items in the Schedule of Items 4. For security and other reasons, all Bid Packages which are mailed or sent express, shall be provided in double (one envelope inside the other) envelopes. The Inner Envelope shall have the following information provided on it: Bid Enclosed - Do Not Open Title: Town or Region: Date of Bid Opening: Name of Contractor with mailing address and telephone number: In Addition to the usual address information, the Outer Envelope should have written or typed on it: Double Envelope: Bid Enclosed Title: Town or Region: Date of Bid Opening: Name of Contractor: Hand-carried Bids may be in one envelope, and should be marked with the following information: Bid Enclosed: Do Not Open Title: Town or Region: Name of Contractor: 5. If a paper Bid is to be hand carried, deliver directly to the Reception Desk using the Public Entrance which is located on the Capitol Street side of the DOT Headquarters Building in Augusta. If a paper Bid is to be sent express, FedEx First Overnight delivery is suggested as the package is delivered directly to the DOT Headquarters Building, Mailroom, in Augusta located at 24 Child Street in Augusta. Other means, such as U.S. Postal s Service Express Mail has proven not to be reliable. If a paper bid is to be mailed, the mailing address is Maine Department of Transportation, 16 State House Station, Augusta, ME If you need further information regarding Bid preparation, call the DOT Contracts Section at (207) For complete bidding requirements, refer to Section 102 of the Maine Department of Transportation, Standard Specification, November 2014 Edition. 3

4 November 05, 2014 Supersedes September 19, 2012 NOTICE The Maine Department of Transportation is attempting to improve the way Bid Amendments/Addendums are handled, and allow for an electronic downloading of bid packages from our website, while continuing to maintain an optional plan holders list. Prospective bidders, subcontractors or suppliers who wish to download a copy of the bid package and receive a courtesy notification of project specific bid amendments must fill out the on-line plan holder registration form and provide an address to the MDOT Contracts mailbox at: MDOT.contracts@maine.gov. Each bid package will require a separate request. Additionally, interested parties will be responsible for reviewing and retrieving the Bid Amendments from our web site, and acknowledging receipt and incorporating those Bid Amendments in their bids using the Acknowledgement of Bid Amendment Form. Page 1 of 1 4

5 NOTICE Bidders: Please use the attached Request for Information form when submitting questions concerning specific Contracts that have been advertised for Bid, include additional numbered pages as required. RFI s may be faxed to , submitted electronically through the Departments web page of advertised projects by selecting the RFI tab on the project details page or via to RFI-Contracts.MDOT@maine.gov. These are the only allowable mechanisms for answering Project specific questions. Maine DOT will not be bound to any answers to Project specific questions received during the Bidding phase through other processes. When submitting RFIs by please follow the same guidelines as stated on the Request for Information form and include the word RFI along with the Project name and Identification number in the subject line. 5

6 State of Maine RFI No: Department of Transportation REQUEST FOR INFORMATION Date Time Information Requested for: WIN(S): Town(s): Bid Date: Question(s): Request by: Company Name: Phone:( ) Fax: ( ) Complete this form and fax to , Attn: Project Manager (name listed on the Notice to Contractors ), or questions to RFI-Contracts.MDOT@maine.gov, Please include the word RFI along with the Project Name and Identification Number in the Subject line, or electronically by using the RFI Tab located on the Individual Projects Detail page. 6

7 September 14, 2007 Vendor Registration Prospective Bidders must register as a vendor with the Department of Administrative & Financial Services if the vendor is awarded a contract. Vendors will not be able to receive payment without first being registered. Vendors/Contractors will find information and register through the following link 7

8 CONTRACTOR INFORMATION Contractor Name: Mailing Address: Vendor Customer Number: Contact Information (Primary Contact): Phone: Cell Phone: Fax: Mailing Address (if different from above): The company has the following organizational structure: Sole Proprietorship Partnership Corporation Limited Liability Company Joint Venture Other: (Date) (Signature) (Name and Title Printed) 8

9 9

10 Region 2 HVAC Preventative Maintenance & Repair Work April 14, 2011 Supersedes August 3, 2004 SPECIAL PROVISION ACKNOWLEDGMENT OF BID AMENDMENTS With this form, the Bidder acknowledges its responsibility to check for all Amendments to the Bid Package. For each Project under Advertisement, Amendments are located at It is the responsibility of the Bidder to determine if there are Amendments to the Project, to download them, to incorporate them into their Bid Package, and to reference the Amendment number and the date on the form below. The Maine DOT will not post Bid Amendments any later than noon the day before Bid opening without individually notifying all the planholders. Amendment Number Date The Contractor, for itself, its successors and assigns, hereby acknowledges that it has received all of the above referenced Amendments to the Bid Package. CONTRACTOR Date Signature of authorized representative (Name and Title Printed) Page 1 of 1 10

11 CTM: TEDOCS# CSN MAINE DEPARTMENT OF TRANSPORTATION CONTRACT AGREEMENT TRANSPORTATION RELATED MAINTENANCE WORK This CONTRACT is made on the date last signed below, by and between the State of Maine, acting through and by its Department of Transportation ( Department or MaineDOT ), an agency of state government with its principal administrative offices located at Child Street, Augusta, Maine, with a mailing address at 16 State House Station, Augusta, Maine , and ( Contractor ) a corporation or other legal entity organized under the laws of the State of, with its principal place of business located at, with a mailing address of, and a telephone number of. The Vendor Customer Number of the Contractor is. The following attachments are hereby incorporated into this Contract by reference: Appendix A Special Provision - Specifications of Work to be Performed Appendix B Special Provisions for State Funded Transportation Related Maintenance Work The Department and the Contractor, in consideration of the mutual promises set forth in this Contract ( hereinafter Contract ) hereby agree as follows: A. The Work. The Contractor agrees to complete all work described in Appendix A Special Provision - Specifications of Work to be Performed, and under the terms of the Contract for _HVAC Preventative Maintenance & Repair Work, in various towns in Region 2, in the Counties of Androscoggin, Kennebec, Knox, Lincoln, Sagadahoc, Somerset and Waldo Maine. The Contractor shall be responsible for furnishing all supervision, labor, equipment, tools, supplies, facilities, permanent materials and temporary materials and services required to perform the Work including quality control, all required documentation at the conclusion of the project, warranting its work and performing all other work indicated in the Contract. The Department shall have the right to alter the nature and extent of the Work as provided in the Contract; payment to be made as provided in the same Page 1 of 4 11

12 B. Time. This contract commences on July 1, 2016 or when executed, whichever is latest and expires on June 30, At the Department s discretion and upon mutual agreement with the Contractor, the contract may be extended for time and money, under all the terms of this contract, at bid prices up to three (3) additional 1 year periods. C. Price. The quantities given in the Schedule of Items of the Bid Package will be used as the basis for determining the original Contract amount and that the amount of this offer is $. The quantities given in the Schedule of Items in Appendix A will be used as the basis for determining the original Contract amount, and that the amount of this offer is The Maine DOT does not guarantee the use of any or all of the Contract amount. D. Contract. This Contract, which may be amended, modified, or supplemented in writing only, consists of the State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices. It is agreed and understood that this Contract will be governed by the documents listed above. E. Certifications. By signing below, the Contractor hereby certifies that to the best of the Contractor s knowledge and belief: 1. All of the statements, representations, covenants, and certifications required or set forth in the Contract are still complete and accurate as of the date of this contract. 2. The Contractor knows of no legal, contractual, or financial impediment that prevents Contractor from entering into this Contract. 3. The person signing below is legally authorized by the Contractor to sign this Contract on behalf of the Contractor and to legally bind the Contractor to the terms of the Contract Page 2 of 4 12

13 F. Agreement. The undersigned, having carefully examined the site of work, scope of work, State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices contained herein, hereby agrees to supply all the services, materials, tools, equipment and labor to complete the whole of the work in strict accordance with the terms and conditions of this Contract at the prices agreed to in Appendix A. The Contractor agrees to perform the work required at the prices specified above in accordance with the terms of this Contract and to provide the appropriate insurance. Contractor also agrees: First: Contractor agrees to perform extra work, not described in Appendix A, which may be ordered by the Department, and to accept as full compensation the amount determined upon basis as provided in the contract documents. Second: Contractor understands that Work may commence upon Contract Execution, unless provided elsewhere in this contract and that Work must be completed within the time limits given in this Contract. Third: That this offer shall remain open for 30 calendar days after the date of opening of bids. Fourth: The Contractor hereby certifies, to the best of its knowledge and belief that: the Contractor has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of competitive bidding in connection with its bid, and its subsequent contract with the Department. Fifth: Contractor further agrees to provide insurance as required by this Contract Page 3 of 4 13

14 IN WITNESS WHEREOF, the Contractor, for itself, its successors and assigns, hereby executes two duplicate originals of this Contract and thereby binds itself to all covenants, terms, and obligations contained in the Contract Documents. CONTRACTOR Date (Signature of Legally Authorized Representative of the Contractor) (Name and Title Printed) G. Award. Your offer is hereby accepted. documents referenced herein. This award consummates the Contract, and the MAINE DEPARTMENT OF TRANSPORTATION Date By: (Name and Title Printed) Maintenance & Operations Page 4 of 4 14

15 CTM: TEDOCS# CSN MAINE DEPARTMENT OF TRANSPORTATION CONTRACT AGREEMENT TRANSPORTATION RELATED MAINTENANCE WORK This CONTRACT is made on the date last signed below, by and between the State of Maine, acting through and by its Department of Transportation ( Department or MaineDOT ), an agency of state government with its principal administrative offices located at Child Street, Augusta, Maine, with a mailing address at 16 State House Station, Augusta, Maine , and ( Contractor ) a corporation or other legal entity organized under the laws of the State of, with its principal place of business located at, with a mailing address of, and a telephone number of. The Vendor Customer Number of the Contractor is. The following attachments are hereby incorporated into this Contract by reference: Appendix A Special Provision - Specifications of Work to be Performed Appendix B Special Provisions for State Funded Transportation Related Maintenance Work The Department and the Contractor, in consideration of the mutual promises set forth in this Contract ( hereinafter Contract ) hereby agree as follows: A. The Work. The Contractor agrees to complete all work described in Appendix A Special Provision - Specifications of Work to be Performed, and under the terms of the Contract for _HVAC Preventative Maintenance & Repair Work, in various towns in Region 2, in the Counties of Androscoggin, Kennebec, Knox, Lincoln, Sagadahoc, Somerset and Waldo Maine. The Contractor shall be responsible for furnishing all supervision, labor, equipment, tools, supplies, facilities, permanent materials and temporary materials and services required to perform the Work including quality control, all required documentation at the conclusion of the project, warranting its work and performing all other work indicated in the Contract. The Department shall have the right to alter the nature and extent of the Work as provided in the Contract; payment to be made as provided in the same Page 1 of 4 15

16 B. Time. This contract commences on July 1, 2016 or when executed, whichever is latest and expires on June 30, At the Department s discretion and upon mutual agreement with the Contractor, the contract may be extended for time and money, under all the terms of this contract, at bid prices up to three (3) additional 1 year periods. C. Price. The quantities given in the Schedule of Items of the Bid Package will be used as the basis for determining the original Contract amount and that the amount of this offer is $. The quantities given in the Schedule of Items in Appendix A will be used as the basis for determining the original Contract amount, and that the amount of this offer is The Maine DOT does not guarantee the use of any or all of the Contract amount. D. Contract. This Contract, which may be amended, modified, or supplemented in writing only, consists of the State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices. It is agreed and understood that this Contract will be governed by the documents listed above. E. Certifications. By signing below, the Contractor hereby certifies that to the best of the Contractor s knowledge and belief: 1. All of the statements, representations, covenants, and certifications required or set forth in the Contract are still complete and accurate as of the date of this contract. 2. The Contractor knows of no legal, contractual, or financial impediment that prevents Contractor from entering into this Contract. 3. The person signing below is legally authorized by the Contractor to sign this Contract on behalf of the Contractor and to legally bind the Contractor to the terms of the Contract Page 2 of 4 16

17 F. Agreement. The undersigned, having carefully examined the site of work, scope of work, State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices contained herein, hereby agrees to supply all the services, materials, tools, equipment and labor to complete the whole of the work in strict accordance with the terms and conditions of this Contract at the prices agreed to in Appendix A. The Contractor agrees to perform the work required at the prices specified above in accordance with the terms of this Contract and to provide the appropriate insurance. Contractor also agrees: First: Contractor agrees to perform extra work, not described in Appendix A, which may be ordered by the Department, and to accept as full compensation the amount determined upon basis as provided in the contract documents. Second: Contractor understands that Work may commence upon Contract Execution, unless provided elsewhere in this contract and that Work must be completed within the time limits given in this Contract. Third: That this offer shall remain open for 30 calendar days after the date of opening of bids. Fourth: The Contractor hereby certifies, to the best of its knowledge and belief that: the Contractor has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of competitive bidding in connection with its bid, and its subsequent contract with the Department. Fifth: Contractor further agrees to provide insurance as required by this Contract Page 3 of 4 17

18 IN WITNESS WHEREOF, the Contractor, for itself, its successors and assigns, hereby executes two duplicate originals of this Contract and thereby binds itself to all covenants, terms, and obligations contained in the Contract Documents. CONTRACTOR Date (Signature of Legally Authorized Representative of the Contractor) (Name and Title Printed) G. Award. Your offer is hereby accepted. documents referenced herein. This award consummates the Contract, and the MAINE DEPARTMENT OF TRANSPORTATION Date By: (Name and Title Printed) Maintenance & Operations Page 4 of 4 18

19 CTM: TEDOCS# CSN MAINE DEPARTMENT OF TRANSPORTATION CONTRACT AGREEMENT TRANSPORTATION RELATED MAINTENANCE WORK This CONTRACT is made on the date last signed below, by and between the State of Maine, acting through and by its Department of Transportation ( Department or MaineDOT ), an agency of state government with its principal administrative offices located at Child Street, Augusta, Maine, with a mailing address at 16 State House Station, Augusta, Maine , and ABC Company ( Contractor ) a corporation or other legal entity organized under the laws of the State of ME, with its principal place of business located at _123 Street, Anytown, ST 11111, with a mailing address of _P O Box Anytown, ME 11111, and a telephone number of _(207) The Vendor Customer Number of the Contractor is VC The following attachments are hereby incorporated into this Contract by reference: Appendix A Special Provision - Specifications of Work to be Performed Appendix B Special Provisions for State Funded Transportation Related Maintenance Work The Department and the Contractor, in consideration of the mutual promises set forth in this Contract ( hereinafter Contract ) hereby agree as follows: A. The Work. The Contractor agrees to complete all work described in Appendix A Special Provision - Specifications of Work to be Performed, and under the terms of the Contract for _HVAC Preventative Maintenance & Repair Work, in various towns in Region 2, in the Counties of Androscoggin, Kennebec, Knox, Lincoln, Sagadahoc, Somerset and Waldo Maine. The Contractor shall be responsible for furnishing all supervision, labor, equipment, tools, supplies, facilities, permanent materials and temporary materials and services required to perform the Work including quality control, all required documentation at the conclusion of the project, warranting its work and performing all other work indicated in the Contract. The Department shall have the right to alter the nature and extent of the Work as provided in the Contract; payment to be made as provided in the same Page 1 of 4 19

20 B. Time. This contract commences on July 1, 2016 or when executed, whichever is latest and expires on June 30, At the Department s discretion and upon mutual agreement with the Contractor, the contract may be extended for time and money, under all the terms of this contract, at bid prices up to three (3) additional 1 year periods. C. Price. The quantities given in the Schedule of Items of the Bid Package will be used as the basis for determining the original Contract amount and that the amount of this offer is $. The quantities given in the Schedule of Items in Appendix A will be used as the basis for determining the original Contract amount, and that the amount of this offer is The Maine DOT does not guarantee the use of any or all of the Contract amount. D. Contract. This Contract, which may be amended, modified, or supplemented in writing only, consists of the State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices. It is agreed and understood that this Contract will be governed by the documents listed above. E. Certifications. By signing below, the Contractor hereby certifies that to the best of the Contractor s knowledge and belief: 1. All of the statements, representations, covenants, and certifications required or set forth in the Contract are still complete and accurate as of the date of this contract. 2. The Contractor knows of no legal, contractual, or financial impediment that prevents Contractor from entering into this Contract. 3. The person signing below is legally authorized by the Contractor to sign this Contract on behalf of the Contractor and to legally bind the Contractor to the terms of the Contract Page 2 of 4 20

21 F. Agreement. The undersigned, having carefully examined the site of work, scope of work, State of Maine, Department of Transportation, Standard Specifications, November 2014 Edition, Sections 101, 102, 103 and 111, Special Provisions, Contract Agreement and Appendices contained herein, hereby agrees to supply all the services, materials, tools, equipment and labor to complete the whole of the work in strict accordance with the terms and conditions of this Contract at the prices agreed to in Appendix A. The Contractor agrees to perform the work required at the prices specified above in accordance with the terms of this Contract and to provide the appropriate insurance. Contractor also agrees: First: Contractor agrees to perform extra work, not described in Appendix A, which may be ordered by the Department, and to accept as full compensation the amount determined upon basis as provided in the contract documents. Second: Contractor understands that Work may commence upon Contract Execution, unless provided elsewhere in this contract and that Work must be completed within the time limits given in this Contract. Third: That this offer shall remain open for 30 calendar days after the date of opening of bids. Fourth: The Contractor hereby certifies, to the best of its knowledge and belief that: the Contractor has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of competitive bidding in connection with its bid, and its subsequent contract with the Department. Fifth: Contractor further agrees to provide insurance as required by this Contract Page 3 of 4 21

22 IN WITNESS WHEREOF, the Contractor, for itself, its successors and assigns, hereby executes two duplicate originals of this Contract and thereby binds itself to all covenants, terms, and obligations contained in the Contract Documents. (Date here) Date CONTRACTOR (Sign here) (Signature of Legally Authorized Representative of the Contractor) (Name and Title Printed) G. Award. Your offer is hereby accepted. documents referenced herein. This award consummates the Contract, and the MAINE DEPARTMENT OF TRANSPORTATION Date By: (Name and Title Printed) Maintenance & Operations Page 4 of 4 22

23 SCHEDULE OF ITEMS Region 2 HVAC Maintenance & Repair Work May 3, 2016 APPENDIX A SPECIAL PROVISION SPECIFICATIONS OF WORK TO BE PERFORMED Bid prices must be quoted as specified on this worksheet. The Department will reject bids if any one of the following occurs: a) the Bid is not Delivered to the precise location and by the precise time set forth in the Notice to Contractors or any applicable Bid Amendment, b) the Bid is not signed c) the unit price/lump sum price is unreadable Do not make handwritten changes to the bid documents. The Bidder will have no opportunity to cure the above Non-curable Bid Defects. For clarification, questions, comments/recommendations use the Request for Information form as directed in the Bid Book instructions. For a related provision see Standard Specification, Section Bid Responsiveness. Scoring The Bids will be scored on the basis of the following weighted criteria: Criteria Weight 1. Price 95% 2. Economic Impact within the State of Maine 5% The scoring formula for price is: (Lowest submitted cost bid / Cost of bid being scored) x 95 = pro-rated score. The contract award will be made to the bidder whose Bid receives the Committee s highest score following the final review. One award will be made for all locations. Locations will not be awarded separately. Bidders are required to Bid all items. 1. Price (95 points) See following pages Appendix A, Schedule of Items Page 1 of 16 23

24 Physical Address Location/Bldg # Contact Serial Model of Unit Make of Burner BTU's Model Year Type Est Qty/yr Bid Amount Rte 201, 0.2 mi. north of the Fairfield I95/ B35807 Roland Clement G HO-300 Cox 3/23/2005 Hot Air I-95/Rte 201 intersection on the Fairfield/ B35804 Roland Clement AR LB-275 Metromatic MFG 12/31/2007 Hot Air west side of the road. Fairfield/ B35805 Roland Clement AR LB-275 Metromatic MFG 12/9/2009 Hot Air Fairfield/ B52534 Roland Clement WBV WPCT Peerless Fairfield/ B35809 (Bridge furnace o Roland Clement A HO300 Cox Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Lyons Road, adjacent to the Sidney/ Carl Edwards A03606HKA L13-350C12-3 Armstrong unknown Hot Air northbound on/off ramp on I-95 Tony Pelotte Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 137, 2.4 mi. east of the Knox/35892 Pat Cronin H HO-300 Beckett 300, Hot Air Freedom/Knox T/L, east Roscoe Kenney side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 1, 1.9 mi. south of the Northport/35970 Dan Ward B23506 L G /450C60-2A Beckett 340,000/410,000 unknown Hot Air Belfast/Northport T/L on the Paul Ames east side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 1, 4.7 mi. east of the Searsport/ Dan Ward H05550 Allied Beckett 227,000 Fall 2015 Hot Air Belfast/Searsport T/L on Paul Ames left side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 3, 1.2 mi. east of the South China/ B K11928 LG14-225/275B40-2B UL 3/15/2005 Hot Air Vassalboro/China T/L South China/ B36072 Bill Cook WH171 SBI 171,000 Boiler on the west side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 3, at the jct with Rte 3 Montville/ K11937 LG14-225/275B40-2B Beckett 284,000 Hot Air and old Rte 3 Stuart Ryan Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Page 2 of 16 24

25 Physical Address Location/Bldg # Contact Serial Model of Unit Make of Burner BTU's Model Year Type Est Qty/yr Bid Amount Bog Rd., N. Augusta/50917 Tony Pelotte F Series-9 Smith 863, ? Boiler 0.2 mi. north- east of jct. of Chad Moody F Series-9 Smith 863, ? Boiler Rtes 27 and 11 Ty Pooler on east side of Bog Rd Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 135, 0.05 mi. west Belgrade/ Tony Pelotte A HO-300 Cox 300,000 5/26/2006 Hot Air of the intersection with Routes Chad Moody and 11. Ty Pooler Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Metcalf Rd,0.7 mi. from jct Winthrop/ Terry Fitzgerald L01342 Allied LG14-225/275B-40-2B Beckett ,000 2/27/2012 Hot Air of Metcalf Rd. and Main St.on Howard Stevens right side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Allen Pond Rd., 0.2 mi. from Greene/ Terry Fitzgerald AK Metromatic AH Beckett AK , ? Hot Air the intersection with Rte 202, Howard Stevens on the left side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 126, 0.4 mi. west of the West Gardiner Bridge/36152 Chris Pester AS HB/SU 275 Beckett 300,000 10/13/1995 Hot Air Maine Turnpike interchange Mark Davis on south side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Route 138, 4.9 mi. south Richmond Old Garage/36015 Adam Carlton B20368 LG/4-350 Beckett ,000 Hot Air of Gardiner/Richmond T/L Richmond New Garage/66012 Mark Davis Burnham V905A Carlin AR Boiler at Richmond Corner on Break Building/62051 B-2748 Biasi B series Riello 4 OFS 05L Boiler the east side Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Page 3 of 16 25

26 Physical Address Location/Bldg # Contact Serial Model of Unit Make of Burner BTU's Model Year Type Est Qty/yr Bid Amount Rte 1, 0.4 mi. east of the Edgecomb/35783 George James H Rinnai Beckett ,500 Hot Air Wiscasset/Edgecomb T/L Dave Ellis on the north side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Rte 17, 0.5 mi. west of the Washington/36163 Luke Gould H HO-300 Cox 300, Hot Air Washington/Union T/L on the Al Robbins W1L TG95080B12MP11B Johnson Controls 76,000 5/25/2014 Hot Air east side of the road Same Location Washington Bridge/ B36162 Mike Orne B F HO-300 Cox 300,000 10/13/1995 Hot Air Lump Sum for all Preventative Maintenance Work 1 Service/yr $ Old Rte 1, 0.5 mi west of the Waldoboro/36159 Paul Stilphen HO 3662 LG14-225/275B40-2B Beckett 284,000/227,000 1/31/2013 Hot Air Warren/Waldoboro T/L on east side of the road Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Birmingham Rd., 0.3 mi. Randolph/ Luke Gould K11932 LG-225/275 B40-2B Beckett 284,000 Dec-14 Hot Air norht of jct of Rte 226 and Jason Wood Birmingham Rd. on left side of Birmingham Rd Lump Sum for all Preventative Maintenance Work at this site 1 Service/yr $ Item Est Qty/yr Bid Amount Hourly rate for repair/emergency services Regular hourly rate Est Hrs 120 Hourly rate for repair/emergency services - Premium hourly rate (for hours outside of "allowable work time" specified in the Special Provisions) Est Hrs 60 Parts Allowance for estimated parts per year - (This item not bid. The value added to total contract value) $10, Page 4 of 16 26

27 Mobile Paint Striper Furnaces Town/Location Contact and phone Mobile Striper Vehicle plate # Quantity Unit BTU Est Qty/yr Bid Amount Augusta Paint Warehouse Plate T Beckett BTU 105, , Leighton Road Plate T Beckett BTU 105, ,001 Augusta, Maine Plate T Beckett BTU 105, , Plate T Beckett BTU 105, ,003 Plate T Beckett BTU 105, ,004 Lump Sum for all Preventative Maintenance Work at this site 1 Service /yr $ Repair / Emergency Service Hourly Rate Regionwide Est Qty/yr Bid Amount Hourly rate for repair/emergency services - Regular hourly rate 15 Hrs $ Hourly rate for repair/emergency services - Premium hourly rate (for hours outside of "allowable work time" specified in the Special Provisions) 20Hrs $ ALL PARTS WILL BE SUPPLIED BY MDOT Total of Lump Sum for all Preventative Maintenance and Emergency Work at all sites $ Page 5 of 16 27

28 Region 2 HVAC Maintenance & Repair Work May 3, Economic Impact within the State of Maine (5 points) In addition to bid prices, each Bidder is required to check the boxes below to indicate their Economic Impact upon the State of Maine. The term economic impact shall be defined as any activity that is directly performed by or related to the Bidder and has a direct and positive impact on the Maine Economy and public revenues within the State of Maine. Currently is defined as within the last twelve months. Bidder currently employs Maine residents Yes No Bidder currently pays Maine corporate and/or income taxes Yes No Bidder currently pays property taxes to government entities in Maine Yes No Bidder currently purchases inventory, supplies and/or services from Maine businesses Yes No Bidder currently has other Economic Impact upon Maine Yes No Bidders are required to follow the format and respond to all questions and instructions specified in the Schedule of Items. It is the responsibility of the Bidder to provide all information requested in the bid package at the time of submission prior to the date and time specified in the Notice to Contractors. For each yes box checked, the bidder will receive one point. For each no box checked, the bidder will receive no points. For each question a bidder checks neither or both boxes, the bidder will receive no points. Bidders shall take careful note that in scoring a bid submission, the Department will consider only the boxes checked for scoring purposes and that additional comments and conditional language will not affect the scoring. Page 6 of 16 28

29 Region 2 HVAC Maintenance & Repair Work May 3, 2016 Contract Administrator The Contract Administrator for this contract will be: Chris Rushton, Transportation Operations Manager Maine Department of Transportation 66 Industrial Drive Augusta, ME The Contractor shall contact the Contract Administrator, in order to coordinate the work. The Contractor shall list valid licensed technicians before they perform work, renew contracts or get awarded contracts. The Contractor shall submit invoices to the Contract Administrator as described in this contract. Contractor Requirements Prior to award Apparent Successful Bidders must submit proof that they they employ at least two persons licensed to perform the work within 7 days of the Notice of Intent to Award. The Contractor shall employ at least two persons licensed to perform the work for the duration of the contract. The Contractor must be able to be notified and the necessary personnel and equipment mobilized and be on site within 24 hours or less when MaineDOT has determined an emergency. In order to be considered for the award of this contract, the Bidder and key employees that will be assigned to the Work in this Contract shall have successfully completed projects of similar size and scope and have sufficient experience in maintenance and repair of furnaces. Contract Time The Contractor will be allowed to commence work on or after the execution date. Heating Units - are to be serviced between August 30 th and October 1 st of the contracted year and must be scheduled and coordinated prior to this date with the Department Contract Administrator. Work is to be performed during MaineDOT operating hours unless otherwise authorized. Work scheduled at designated locations must be complete before moving on to the next scheduled area. Striper Heating Units - are to be serviced between December 1 th and March 31 st of the contracted year and must be scheduled and coordinated prior to this date with the Page 7 of 16 29

30 Region 2 HVAC Maintenance & Repair Work May 3, 2016 Department Contract Administrator. Work is to be performed during MaineDOT operating hours unless otherwise authorized. Work scheduled at designated locations must be complete before moving on to the next scheduled area. Air Conditioning Units - are to be serviced between July 1st 2016 and July 31 st 2016 of the initial contracted year and May 1 st and May 31 st preceding years and must be scheduled and coordinated prior to this date with the Department Contract Administrator. Work is to be performed during MaineDOT operating hours unless otherwise authorized. Waste Oil Furnaces are to be cleaned on the annual visit, and are to be cleaned the first week of each month between November and May. Scope and Specifications of Work to be Performed The locations of work are identified in the Appendix A, Schedule of Items. Work covered by this contract consists of providing all labor and furnishing all equipment, supplies, materials and other applicable tools/items needed to perform the Work The Contractor shall perform work only during the following times Monday through Friday, 7:00AM through 3:30 PM except for they may not work on holidays as defined in Appendix B unless otherwise directed by the Department. A. Repair Work Work covered under this contract is repairing existing heat and air conditioning units and is not intended to be used for replacing and installing new equipment unless the cost is under $ Major or extensive work to systems and replacements will be contracted separately. The Contractor shall repair equipment listed in Appendix A as directed by MaineDOT during regular business hours of 7:00 a.m. to 3:30 p.m. unless otherwise authorized by MaineDOT. Replacement parts shall be billed on an itemized invoice. Contractor is to receive prior approval from the Contract Administrator for parts orders over $ Miscellaneous items and materials shall not be billed separately, but shall be considered incidental to related items. Page 8 of 16 30

31 Region 2 HVAC Maintenance & Repair Work May 3, 2016 When the MaineDOT designates work as emergency work, the Contractor must respond and be on site within 24 hours of the initial contract by the Department. Travel time for emergency calls will not be measured for payment and considered incidental to the hourly rate. The Contractor is required to get prior approval from the Contract Administrator in order to invoice for additional technicians and equipment needed to perform work. Contractor s invoices, in addition to invoicing requirements in Appendix B, shall itemize labor and materials used and identify the unit number for all items and materials invoice. MaineDOT has identified each unit per location with a unique number. B. Preventive Maintenance Work Furnaces, Waste Oil Furnaces and Striper Furnaces The Contractor shall perform preventive maintenance work as described below on equipment listed in the Schedule of Items a bid prices. The schedule for preventive maintenance work for all stationary furnaces will be coordinated with and approved by the Contract Administrator and will be performed between August 30 and October 1, annually. The Contractor shall perform preventative maintenance work as described below on Striper Furnaces between December 1 st and March 31 st annually. Preventive maintenance work to each unit shall include but not limited to the following: 1. All safety devices will be cleaned, overhauled and adjusted as necessary. 2. All furnaces and heat exchangers will be cleaned and inspected. 3. All controls will be checked, cleaned and calibrated. 4. All electrical connections will be inspected and tightened if required. 5. All corroded components of the heating system will be cleaned and reported. 6. All units will be started and run through a complete heating cycle to ensure trouble-free operations. 7. All heating equipment will be fired, tested and adjusted for maximum efficiency. 8. All burner assemblies will be cleaned and adjusted as specified by the manufacturers specifications. 9. All filters will be replaced with pleated filters twice a year, once during the annual service and the second from January 1 to February 1. Waste oil filters shall be changed as needed if more than once or monthly. 10. All motors, bearing, valves and other equipment requiring lubrication will be cleaned, lubricated and adjusted. Page 9 of 16 31

32 Region 2 HVAC Maintenance & Repair Work May 3, All motors, pumps, fans couplings, seals and mounts will be inspected and adjusted. 12. Drive belts will be inspected and replaced as required. 13. Defective and inoperative equipment will be identified and reported immediately to Contract Administrator. Ventilation and Air Conditioning Units Ventilation and Air Conditioning Units are to be serviced annually between July 1 st and July 31 st 2016 the initial year and May 1 st and May 31 st of each contracted year starting in 2017, and must be scheduled and coordinated prior to this date with MaineDOT Contract Administrator or contact listed for each location. Work is to be performed during MaineDOT operating hours unless otherwise authorized. Preventive maintenance service to each unit shall include but not limited to the following: 1. Equipment will be cleaned and inspected for proper airflow. 2. Coils and blowers will be inspected, brush-cleaned and vacuumed from dust. 3. Disposable filters will be replaced with pleated filters and washable filters will be cleaned. 4. Motors, pumps, fans, couplings, seals and mounts will be inspected and checked for proper operation and condition. 5. Motors, bearings, automatic valves and other equipment requiring lubrication will be lubricated as required and adjusted. 6. Safety Devices will be cleaned and checked for proper operation. 7. OEM temperature controls will be cleaned and calibrated. 8. Electrical connections will be inspected and tightened. 9. Drive belts will be replaced, aligned and tensioned. 10. Air conditioning and ventilation equipment will be tested and adjusted for maximum efficiency. 11. Defective and inoperative equipment will be identified and reported immediately. 12. The refrigerant will be tested and charged if needed. Service reports stating date, time, technician s name, work completed, location of unit, building #, unit type and noting any obvious problems or recommendations for repairs will be completed and left on site. Update service log on each unit and indicate date of service, type of service performed and technician s name. Service and parts needed over and above what is specified in this agreement must be authorized by the MaineDOT prior to any work performance or replacement. Page 10 of 16 32

33 Region 2 HVAC Maintenance & Repair Work May 3, 2016 Upon written notification and contract modification, equipment and locations may be changed or deleted, and added at agreed upon prices. Method of Measurement and Basis of Payment The estimated hours for Repair/Emergency Work in no way guarantees that the MaineDOT will assign Work for any or all of the total amount. For Repair/Emergency Work, the Contractor shall be paid by the hour for each accepted hour Work is performed for the Department. All Travel time, including traveling to and from the work site(s) will be considered incidental and shall not be measured for payment. The total amount of hours will be rounded off to the nearest ¼ hour. No truck costs, disposal fees, miscellaneous materials, expenses, mileage, meals, phones nor all overhead expenses will be paid. Accepted quantities will be paid for at hourly rates bid which shall include full compensation for all equipment, labor, materials and incidentals required. Regular hourly rate will be applied to the hours of Monday through Friday from 7 AM to 3:30 PM. Premium hourly rate will be applied to the following: Emergency work after 3:30 PM and before 7AM Weekend work on Saturday and/or Sunday Work after 8 hours For Preventative Maintenance Work, the Department will pay for the accepted quantities of Preventative Maintenance Work at each location at the Contract Lump Sum price for each location, such payment being full compensation for all labor, equipment, materials and incidentals for performing the work identified in this contract including cleaning, calibration, testing, adjusting and all other work required. The annual service and the monthly cleaning is included in the contract lump sum price each site for the waste oil furnaces. All Travel time, including traveling to and from the work site(s) will be considered incidental and shall not be measured for payment. No truck costs, disposal fees, miscellaneous materials, expenses, mileage, meals, phones nor all overhead expenses will be paid. Replacement parts shall be billed on an itemized invoice. Parts for furnaces on striper units will be provided by MDOT. Parts for other furnaces and air conditioning units will be furnished by the Contractor and paid for up to $500 without prior approval from the Department and greater than $500 with approval from the Department. Default and Termination The Contractor is in Default of the Contract if the Contractor: A. Fails to provide labor, Equipment or Materials specified in the Contract, Page 11 of 16 33

34 Region 2 HVAC Maintenance & Repair Work May 3, 2016 B. Fails to perform the Work with sufficient labor, Equipment, or Materials to assure the timely Completion of the Work, C. Fails to perform Work when specified in the Contract. D. Performs Defective Work neglects or refuses to repair or correct Unacceptable Work when directed by the Department; E. Becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency that could affect the Work in any way, F. Continues to perform Work after the Department directs that Work be stopped, G. In any other manner, fails to perform the Work in Substantial Conformity with any material provision of the Contract. H. Fails to obtain prior approval from the Contract Administrator when specified in the contract. I. Fails to perform Quality Work. If the Department determines that the Contractor should return to the same location, same furnace, to resolve the same original issue within 30 Heating Days then the Work performed was not Quality Work. Heating days will be measured from October 15 through April 15. J. Fails to submit proper invoices identifying work and unit or does not complete and submit accurate service reports and service logs. Failure by the Contractor to perform the Work when required or to substantially meet other contractual requirements will result in the following actions: 1 st Incident: If the Contractor does not take corrective action within 2 days upon receipt of verbal warning, the Department will issue a written warning. 2 nd Incident: The Department will issue a written warning. 3 rd Incident: The Department may (A) give written Notice of Default to the Contractor and immediately terminate the Contract by written Notice of Termination, or (B) take prosecution of the Work away from the Contractor without violating the Contract. If Default occurs, the Department may give written Notice of Default to the Contractor. Failure to give Notice of Default is in no way a waiver by the Department of any provision of the Contract. In this event, the Department may enter into an Agreement with another entity for the Completion of the Work, or use such other methods as in the opinion of the Department are required for the Completion of the intent of the Contract in an acceptable and timely manner. Termination of the Contract or portion thereof shall not relieve the Contractor of its Contractual responsibilities for the Work completed (including warranty obligations), nor shall it relieve the Surety of its obligation for claims arising from the Work or the Contract. The Department will pay for all Accepted items of Work as of the date of Termination at agreed upon prices. The Contractor shall make all Work records available to the Department upon request regarding payment under this Section. Page 12 of 16 34

35 SPECIAL PROVISION SECTION 101 CONTRACT INTERPRETATION Region 2 HVAC Maintenance & Repair Work May 3, Definitions Add the following: MaineDOT The Department of Transportation of the State of Maine, as established by 23 MRSA 4205 et seq. for the administration of Highway, Bridge, and other public Works; acting through the Commissioner and his/her duly authorized representatives Definitions Apparent Successful Bidder Delete the section in its entirety and replace with the following: All Bidders with the responsive responsible Bids as determined by the Department. A responsive responsible Bidder that is Awarded the Contract. The Department may not execute the Contract with the Apparent Successful Bidders if a) the Apparent Successful Bidder fails to comply with all applicable pre-award conditions or other pre-execution requirements of the Contract or b) if the Department chooses not to Award a Contract Definitions Contract Completion Date Delete the entire section and replace with the following: The required completion date of all Work pursuant to the Contract, except warranty work. The Contract Completion Date is usually on the Contract form Definitions Contract Execution Delete the entire section and replace with the following: Execution of the Contract by the Commissioner or their authorized agent by signing the Contract form which action, upon written notification to the Contractor, forms a Contract as provided in Section Execution of Contract by Department Definitions Contractor Delete the entire section and replace with the following: After the Department has executed the Contract by cosigning the Contract form provided in the Bid Documents, previously signed by the successful bidder, the Successful Bidder becomes the Contractor. The Contractor will be the single point of responsibility for all Contract obligations to the Department. The Contractor shall be an independent Contractor with respect to the Department and shall not be an employee, agent, or representative of the Department. Alternatively, Contractor, with a lower case c, may mean a firm engaged in construction Work. Page 13 of 16 35