Sullivan County RFP for HVAC Maintenance Page 2 of 5 April 14, 2016

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1 SULLIVAN COUNTY, NH REQUEST FOR PROPOSALS FOR HVAC MAINTENANCE AND MECHANICAL SERVICES PROPOSALS ARE DUE NO LATER THAN 12:00 NOON ON MONDAY, MAY 16, 2016 AND SHALL BE SEALED AND ADDRESSED TO: John Cressy Facilities & Operations Director 5 Nursing Home Drive Unity NH Phone (603) ext. 273 [email protected] Sullivan County, with facilities in Newport and Unity, New Hampshire, seeks proposals from wellqualified firms to provide a comprehensive heating, ventilation, air-conditioning (HVAC) maintenance and repair program for its facilities. The work will include a total preventative maintenance program including but not limited to the inspection, preventative maintenance, repair, programming and other tasks and services necessary to insure safe, well maintained HVAC systems providing quality air for employees, residents, and the public. All qualified proposals will be considered and the County reserves the right to reject any and/or all proposals and to waive any informalities or irregularities in procedure. The facilities to be managed under this contract are: Unity: County Farm Road buildings, including Department of Corrections, Ahern building, Sullivan County Health Care, including Stearns, MacConnell, and Sanders buildings. Newport: 14 Main Street, including Commissioners Office, Registry of Deeds, County Attorney s Office, Sheriff s Office, and Sullivan County Superior and Probate courts Newport: 24 Main Street, including UNH Cooperative Extension and Greater Sullivan County Regional Public Health Network Facility Tour: There will walkthroughs of the above facilities on THURSDAY, APRIL 28, 2016 at 9:00 AM beginning at 5 Nursing Home Drive in Unity followed by a tour of the Newport facilities. Plan 3 to 4 hours for the entire tour. To reserve a spot please contact John Cressy, Facilities Director at (603) ext. 273 or by at [email protected].

2 Sullivan County RFP for HVAC Maintenance Page 2 of 5 Scope of Services The Contractor shall develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the County, all aspects of HVAC systems in the County s facilities. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with a minimal downtime and in anticipation of seasonal changes. The Contractor shall retain professional personnel who have successfully and competently provided facility HVAC maintenance and repair services on projects of similar scope and complexity. The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The contractor shall provide staff that is certified and proficient in the complete maintenance and repair of boilers, chiller systems, air handlers, pneumatic systems, and a variety of package HVAC units. Service levels shall provide the ability to respond immediately to situations involving the health and safety of employees, residents and public as well as the comfort and operational capability of any public meeting space. Contractor s employees may be subject to and required to pass background checks. The maintenance and repair program shall, at a minimum, include but not be limited to the following: Contractor shall inspect all HVAC systems at least twice each year, with seasonal start- up and shut down as required, run inspections performed and documented. Contractor shall provide oversight and documentation of seasonal preventive maintenance on all HVAC systems and provide that data to the County within two weeks of inspection. Preventive maintenance shall include but not be limited to, cleaning, lubricating, adjusting and tuning of boilers, air handlers, air conditioning systems, exhaust systems and related equipment such as pumps, circulators and controls. Contractor shall respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all County facilities. Routine repairs, service requests or other non-urgent tasks shall be completed by the contractor within one (1) working day from the date of the County s request. The County reserves the right to authorize emergency services before they are performed. Contractor shall inspect all roof top units and support structures and provide recommendations regarding maintenance and repairs to the County. Contractor shall inspect all moving parts or components, belts, bearings, drives, and fans, investigate noises and lubricate and adjust as recommended per manufacturers specifications. Contractor shall perform air-handling unit maintenance, which includes but is not limited to all services recommended by manufacturer, and replacing air filters at least quarterly.

3 Sullivan County RFP for HVAC Maintenance Page 3 of 5 PROPOSAL REQUIREMENTS A. Proposals must be submitted in a sealed envelope addressed to the Facilities & Operations Director as noted above, and clearly labeled SEALED PROPOSAL HVAC MAINTENANCE. Faxed or ed submissions will not be accepted. The deadline to submit a proposal is 12:00 NOON on Monday, May 16, 2016 at which time all submissions will be opened in the Facilities & Operations Director s Office. The public is welcome to attend, although a contract will not be awarded on that date. B. Proposals must include the name, title, and contact information for the Contractor s project manager or person with the authority to act on behalf of the Contractor on all decisions that may be required to complete the terms and conditions of the contract. C. Proposals must include a price quote delineating the cost of materials and labor. D. Proposals must include applicable manufacturer s warranty for all materials as well as contractor s warranty for labor. E. Proposals must include a statement from the contractor that clearly identifies any and all exclusions, deviations or limitations to the proposal specifications. Any exceptions not stated in Contractor s proposal shall be assumed by the County to be provided by the contractor, regardless of the cost to the Contractor. F. Proposals must include evidence of contractor qualifications, licensing, and experience in the trades listed below in the State of New Hampshire over the past five years. A minimum of three (3) commercial or government references with contact information is required. The County will entertain proposals from vendors who do not wish to offer proposals on all of the types of systems listed. Contractor staff shall be proficient in the following trades: 1. Ten (10) years commercial experience 2. Package HVAC units 3. All mechanical, electronic aspects of HVAC systems. 4. Multi zone air handling systems 5. A comprehensive understanding of HVAC control systems 6. Commercial boiler systems. A. Indemnification: Proposals shall include a statement that the Contractor will protect, defend and indemnify the County, its officers, agents, servants, volunteers and employees from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind and nature which may result in injury or death to any persons, including the Contractor s own employees, and for loss or damage to any property, including property owned or in the care, custody or control of the County in connection with or in any way incident to or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with this contract resulting in whole or in part from negligent acts or omissions of contractor, any sub-contractor, or any employee, agent or representative of the Contractor or any sub-contractor.

4 Sullivan County RFP for HVAC Maintenance Page 4 of 5 B. Insurance: Prior to commencing work, the Contractor shall demonstrate that it carries a general liability policy with limits of $1,000,000 per occurrence and $2,000,000 aggregate, as well as completed operations coverage applicable to the work performed under this Contract. The general liability policy must also contain contractual liability coverage applicable to the contractual indemnification obligation set forth below. The Contractor shall provide proof of automobile insurance coverage in the amount of $1,000,000. The Contractor will furnish to the County a Certificate of Insurance and an endorsement prior to executing the Contract or commencing work, demonstrating that the County and its officials, agents, volunteers and employees are named as an additional insured on the general liability and automobile liability insurance coverage. The Contractor shall provide proof of workers compensation insurance that meets State of New Hampshire required limits. The Contractor s workers compensation coverage must waive subrogation against the County and its officials, agents, volunteers and employees. The County shall not be required to insure the Contractor, any subcontractor or any professional service provider. G. Proposals may include additional information pertaining to qualifications, certifications, experience, team members, subcontractors, or other documentation for the County to consider in response to this request for proposals. H. Proposals must include the following: 1. Contractor s name, address, and names of primary contact. 2. Description of the specific staff who will comprise the project team for this assignment. 3. Statement of qualifications and experience. 4. Samples of related/comparable past contracts that would serve as examples of experience and expertise necessary for this project. 5. List of any intended subcontractors. 6. List of client references. 7. Proposed fee structure for the work to be performed, including costs from all anticipated subcontractors. 8. Agreement to contract provisions and proof of insurance requirements. 9. Statement regarding any previous contract defaults (Has contractor ever defaulted on a contract? If so, where and why?). I. Contractors shall prepare each proposal simply and economically, providing a straightforward, concise description of Contractors offer and capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. The County is not responsible for any costs incurred in the preparation of a proposal.

5 Sullivan County RFP for HVAC Maintenance Page 5 of 5 J. The following factors will be considered as the basis for award of the proposal, with priority to be determined solely by the County: 1. Contractor Qualifications, Experience, Reputation and References 2. Compliance with Proposal Requirements 3. Ability to Meet Service Requirements 4. Contract Cost 5. Exclusions and Limitations 6. Warranty 7. Contractor License Standing 8. Location of Business Equal Opportunity: No Contractor of services under this RFP shall discriminate against any employee, applicant for employment, or recipient of services on the basis of veteran status, race, religion, color, sex, sexual orientation, age, disability, or national origin.