AC Proposal Texarkana Regional Airport Airport Operations Director 201 Airport Drive Texarkana, AR 71854

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1 I. INTRODUCTION This solicitation is being offered by Texarkana Airport Authority. The Airport is a public entity owned by the Cities of Texarkana, AR and Texarkana, TX. Funding for this project is being provided by the Airport and a grant provided by the Arkansas Department of Aeronautics (ADA). Notice to proceed for this project will be contingent upon receiving an ADA grant. The Airport is seeking proposals to restore the efficiency of the air conditioning system and associated controls that support parts of the SAU-Tech Airframe & Powerplant School and parts of the airport Passenger Terminal. Although this Request for Proposals (RFP) contains much of the information necessary to prepare and submit a proposal, a pre-bid site visit is recommended. II. DEFINITIONS Throughout this request for proposals, the following definitions shall apply: a. Airport means the Texarkana Airport Authority. For purposes of this solicitation, the Airport Director may act for the Airport Authority. b. Proposer means the individual, firm, partnership, joint venture, or corporation which submits a proposal to the Airport in response to this RFP. c. Contractor means the proposer chosen by the Airport to perform the services outlined in the RFP. d. Project or Plan means the HVAC work to be provided in accordance with the scope of services and specifications in the contract. lil. INSTRUCTIONS TO RESPONDENTS 1. This project must be completed by Friday, 29 April 2016 or a date agreed to by the Airport and Contractor. An optional Estimator s Meeting will be held at 1:30 PM CST, Thursday, 24 March 2016 at the Airport Administration Building. All proposals must be received at the Airport Administration Building, Texarkana Regional Airport, by 3:00 PM CST, Tuesday, 29 March 2016, regardless of delivery method. Proposals will be publicly opened and read aloud beginning at 3:00 PM. Proposers and interested public are invited to attend. A pre-start meeting date and time will be coordinated with the selected contractor. 2. The envelope or container conveying the proposal must be sealed and addressed as follows: AC Proposal Texarkana Regional Airport Airport Operations Director 201 Airport Drive Texarkana, AR

2 3. Any person, firm or corporation able to meet the requirements of this RFP is invited to respond. Proposals will be bound by the provisions contained in this RFP, unless an amendment or deviation is formally approved and distributed by the Airport. 4. This RFP represents in writing to all proposers the most comprehensive and definitive statement that the Airport is able to make as to the requirements, terms, and conditions for this proposal process and performance of the project. Information and understandings, verbal or written, which are not contained either in this RFP or in subsequent written addenda to this RFP, will not be considered in evaluating proposals. 5. Any conditions or expectations on the part of the proposer for performance by the Airport must be set forth in the proposal. The Airport is not obligated to consider any proposers post submittal terms and conditions. 6. The specifications/scope of work/services listed is to be interpreted as meaning the minimum acceptable by the Airport. A contract will be awarded based on low bid. Minimum warranty on workmanship and installed equipment shall be one (1) year parts and labor and five (5) year compressor warranty. 7. Proposals must include all Federal, State, and City taxes, as applicable, but they must be shown separately. Any such levies shall be the responsibility of the contractor. 8. As part of the public negotiation process leading to the selection of a contractor, the Airport may request additions or modifications to any proposal. It is the present intent of the Airport not to negotiate substantive portions of an applicant s proposal and to rely on the information submitted in these proposals in awarding a contract based on the lowest bid. 9. The Airport reserves the right to award the contract without further discussion on the proposals submitted. The Airport and its designees also reserve the right to reject and/or accept any and all proposals received or parts thereof. The Airport retains the right to waive any minor irregularities in any proposal submitted. The Airport may make such investigations it deems necessary to determine the ability of the proposer to provide/perform as sought by the Airport and the proposer shall provide relevant information as requested. 10. All proposals will become part of the official file on this matter without obligation to the Airport. In addition, respondents are hereby advised that proposals, once the Airport has made its selection, are subject to the Arkansas Freedom of Information Act and, therefore, available for viewing or copying by anyone upon request. 11. This solicitation does not commit the Airport to pay any costs incurred in preparing and submitting the proposal or to contract for the services specified. 12. Acceptance by the successful proposer of an award from this proposal indicates that the successful candidate is in no way currently indebted to the 2

3 Airport, the Cities of Texarkana, Miller or Bowie County or the State of Texas or Arkansas. Indebtedness to any of the above shall be basis for non-award and/or cancellation of any award. 13. It is the Airport s policy to encourage the involvement of Disadvantaged Business Enterprise (minority-owned and women-owned businesses) in contracts awarded. DBEs are invited to submit proposals to perform work outlined in this RFP, either as a prime contractor, subcontractor, or as part of a joint venture. Non- DBE firms are encouraged to arrange subcontracts or joint ventures with DBEs prior to submission of their proposal. 14. Any questions concerning this solicitation or bidding results should be directed to Mr. Russell Henderson, Airport Operations Director, Texarkana Regional Airport, Texarkana, AR 71854; TEL: (870) , FAX: (870) Requests for clarifications on any items, requirements or specifications contained herein must be received by the Airport, in writing, (fax permissible) not later than 11:00 AM, Monday, 28 March Upon receipt of a request for clarification, the Airport shall respond in writing no later than 4:00 PM, Monday, 28 March 2016 and shall furnish a copy of said response to all prospective respondents who have expressed their intent to the Airport to submit a proposal if the response is deemed substantive to bid estimation. The procedure outlined above shall be followed in order to ensure competitive fairness by providing all prospective respondents with the same information. Except when in the Airport s best interest, the names of prospective proposers will not be divulged. 16. A single bid is required: The bid will entail the total cost for labor and materials to conform to this RFP. 17. The contractor must hold a current license for the class of work performed and meet the insurance requirements required by the state. Evidence of either a Texas or Arkansas license will be submitted with the bid. Contractor must provide 24-hour emergency HVAC service. 18. Proposals must be signed by a company or corporate officer authorized to commit the submitting firm and shall remain in full force for ninety (90) calendar days following the date of opening. Proposals may be withdrawn prior to opening only. Negligence on the part of the proposer shall not constitute a right to withdraw the proposal after it is opened. 19. Respondents should also be available for oral presentations if such presentations are deemed necessary to determine the most qualified firm. Any such oral presentation will be scheduled at a mutually convenient time. 3

4 IV. SCOPE OF SERVICES 1. The basic project will remove equipment to be replaced and install the new equipment as listed below, service and test to confirm proper operation. Final bid price will include all equipment, materials, and labor for complete installation. a. Remove old and install two (2) new 10 Ton Split Heat Pump systems for TSA Breakroom and passenger waiting area in the terminal building. Include new air handlers with evaporator coils, heat strips, heat pump condensers and thermostats. b. Remove old and install one (1) new 7.5 Ton Split Heat Pump system in the A&P School. Include new air handler with evaporator coil, heat strips, heat pump condenser and thermostat. c. Remove old and install one (1) new 4 Ton, 14 SEER heat pump system for the A&P School. Include new horizontal fan coil, heat strips, heat pump condenser and thermostat. V. PROJECT BACKGROUND 1. The available information is limited. The original HVAC system in the passenger terminal were installed around 2006 and in the A&P School building in the early 2000s and have begun to lose their effectiveness. Several of the units have shut down completely and need to be replaced. Other than as-built drawings for the system and facility, the Airport does not have the plans and specifications for the installed equipment. The scope of services was determined during a recent system evaluation. If at any time during the project, the contractor discovers an issue not resolved by the basic project, and correction of the issue will improve air comfort and quality, energy efficiency or system performance, a proposal and cost estimate may be submitted to the Operations Director. The Operations Director will review the proposal and authorize the work or decline the offer within two work days of receipt. VI. RESPONSIBILITIES The Airport: 1. Prior to starting the project, the Airport will notify the A&P School leadership as well as passenger terminal tenants in order to minimize interruptions as much as possible. The airport will provide water and power as required. 4

5 The Contractor: 1. The Airplane & Powerplant School and the passenger terminal shall remain functional during the project. The contractor shall be responsible for protecting the facility during the project. If it is necessary to remove power or shutoff water, this will be coordinated with the Airport in advance of the requirement. The contractor shall be solely responsible for complying with federal and state environmental laws and regulations and municipal buildings codes. 2. Contactor personnel must abide by airport security requirements and coordinate their daily schedule with the airport. 3. All loose materials must be contained or controlled so as not to present a hazard to persons or property. The contractor shall be responsible for removing all waste and debris associated with the project daily. 4. The contractor shall warrant that on delivery, all materials are of new manufacture and free of defects that would diminish their serviceability or usefulness for the intended purpose. Remanufactured components must be approved by the Airport Operations Director before installation. 5. Billing for services and products completed may be submitted in two phases. The first payment date will be agreed upon at the pre-start meeting. The final payment will be rendered when the work has been accepted by the Airport Operations Director or Airport Director. 6. The contractor must adhere to AR OSHA standards. VII. AWARD AND ALTERATION OF CONTRACT The Airport Operations Director or Airport Director will make the final decision regarding contract award. Any significant work alterations or additions during the term of the contract shall be renegotiated by the Airport Operations Director and the contractor. The Airport reserves the right to request the modification of any and all proposals and/or reject all proposals. 5