HomeMy WebLinkAboutBID - 6047 HVAC SERVICES 2007CITY OF FORT COLLINS
INVITATION TO BID
City of Fort Collins BID 6047
HVAC Services Annual-2007
BID OPENING: 2:30 p.m. (our clock), March 30, 2007
Sealed bids will be received and publicly opened at the office of the Director of Purchasing and Risk
Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the
time and date noted on the bid�roposal and/or contract documents. If delivered, they are to be sent
to 215 North Mason Street, 2" Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O.
Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 2:30 p.m. (our clock), March 30, 2007.
Questions concerning the scope of the bid should be directed to Project Manager Steve Seefeld,
(970) 221-6227.
Questions regarding bid submittal or process should be directed to James R. Hume, CPPO, Senior
Buyer (970) 221-6776.
A copy of the Bid may be obtained as follows:
1. Download the Bid from the Purchasing Webpage, Current Bids page, at:
https://secure2.fcgov.com/bso/login.*sp.
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal
capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set
for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into
contract or honor the purchase order will be cause for removal of supplier's name from the City of
Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may
also pursue any remedies available at law or inequity. Bid prices must be held firm for a period of
forty-five (45) days after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained
in the City's specifications initially provided to the bidder. Any proposed modification must be
accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
No proposal will be accepted from, or any purchase order awarded, to any person, firm or
corporation in default on any obligation to the City.
Bids must be furnished exclusive of any federal excise tax, wherever applicable
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 W W WAL'ov.com
City, its officers, agents and employees against and from any and all actions, suits, claims, demands
or liability of any character whatsoever, brought or asserted for injuries to or death of any person or
persons, or damages to property arising out of, result from or occurring in connection with the
performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured under this
Agreement of the type and with the limits specified within Exhibit "B", consisting of one (1) page,
attached hereto and incorporated herein by this reference. The Service Provider before
commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk
Management, P. O. Box 580, Fort Collins, Colorado 80522 one copy of a certificate evidencing the
insurance coverage required from an insurance company acceptable to the city.
18. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
19. Law/Severability. This Agreement shall be governed in all respect by the laws of the State of
Colorado. In the event any provision of this Agreement shall be held invalid or unenforceable by any
court of competent jurisdiction such holding shall not invalidate or render unenforceable any other
provision of this Agreement.
20. Prohibition Against Employing Illegal Aliens. This paragraph shall apply to all Contractors
whose performance of work under this Agreement does not involve the delivery of a specific end
product other than reports that are merely incidental to the performance of said work. Pursuant to
Section 8-17.5-101, C.R.S., et. seq., Contractor represents and agrees that:
A. As of the date of this Agreement:
1. Contractor does not knowingly employ or contract with an illegal alien; and
2. Contractor has participated or attempted to participate in the basic pilot
employment verification program created in Public Law 208, 104th Congress, as
amended, and expanded in Public Law 156, 108th Congress, as amended,
administered by the United States Department of Homeland Security (the "Basic
Pilot Program") in order to verify that Contractor does not employ any illegal aliens.
B. Contractor shall not knowingly employ or contract with an illegal alien to perform works
under this Agreement or enter into a contract with a subcontractor that fails to certify
to Contractor that the subcontractor shall not knowingly employ or contract with an
illegal alien to perform work under this Agreement.
C. Contractor shall continue to apply to participate in the Basic Pilot Program and shall in
writing verify same every three (3) calendar months thereafter, until Contractor is
4/2001
accepted or the public contract for services has been completed, whichever is earlier.
The requirements of this section shall not be required or effective if the Basic Pilot
Program is discontinued.
D. Contractor is prohibited from using Basic Pilot Program procedures to undertake pre-
employment screening of job applicants while this Agreement is being performed.
E. If Contractor obtains actual knowledge that a subcontractor performing work under
this Agreement knowingly employs or contracts with an illegal alien, Contractor shall:
Notify such subcontractor and the City within three days that Contractor has actual
knowledge that the subcontractor is employing or contracting with an illegal alien;
and
2. Terminate the subcontract with the subcontractor if within three days of receiving
the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Contractor shall not
terminate the contract with the subcontractor if during such three days the
subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with an illegal alien.
F. Contractor shall comply with any reasonable request by the Colorado Department of
Labor and Employment (the "Department") made in the course of an investigation that
the Department undertakes or is undertaking pursuant to the authority established in
Subsection 8-17.5-102 (5), C.R.S.
G. If Contractor violates any provision of this Agreement pertaining to the duties imposed
by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Contractor shall be liable for actual and consequential
damages to the City arising out of Contractor's violation of Subsection 8-17.5-102,
C.R.S.
H. The City will notify the Office of the Secretary of State if Contractor violates this
provision of this Agreement and the City terminates the Agreement for such breach.
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
4/2001
(Company name)
By:
(print name)
(Corporate President or Vice President)
Date:
4/2001
Exhibit A:
WORK ORDER FORM
PURSUANT to an AGREEMENT BETWEEN
the CITY of FORT COLLINS
and
Dated:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct costs): $
Project Description:
Scope of Services:
Service Provider agrees to perform the
services identified above and on the attached
forms in accordance with the terms and
conditions contained herein and in the
Services Agreement between the parties. In
the event of a conflict between or ambiguity in
the terms of the Services Agreement and this
work order (including the attached forms) the
Services Agreement shall control.
Service Provider
By:
Date:
Acceptance
User
The attached forms consisting of (_)
pages are hereby accepted and incorporated
herein by this reference, and Notice to
Proceed is hereby given.
City of Fort Collins
By:
Date:
Director of Purchasing and Risk Management
Over $30,000
4/2001
Exhibit B:
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the
City may deem proper and may deduct the cost of such insurance from any monies which
may be due or become due the Service Provider under this Agreement. The City, its
officers, agents and employees shall be named as additional insured on the Service
Provider's general liability and automobile liability insurance policies for any claims arising
out of work performed under this Agreement.
2. Insurance coverage shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged
in work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease
aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during
the life of this Agreement such commercial general liability and automobile liability
insurance as will provide coverage for damage claims of personal injury, including
accidental death, as well as for claims for property damage, which may arise directly
or indirectly from the performance of work under this Agreement. Coverage for
property damage shall be on a "broad form" basis. The amount of insurance for
each coverage, Commercial General and Vehicle, shall not be less than $500,000
combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed
under this Agreement by a subcontractor, which liability is not covered by the
subcontractor's insurance.
Bidders must be properly licensed and secure necessary permits wherever applicable.
Bidders not responding to this bid will be removed from our automated vendor listing for the subject
commodities.
The City may elect where applicable, to award bids on an individual item/group basis or on a total
bid basis, whichever is most beneficial to the City. The City reserves the right to accept or reject any
and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight
charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not
entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with
the City's purchasing restrictions. A copy of the resolutions is available for review in the Purchasing
Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported
to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is
not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed, self -stamped
envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after the
bid opening.
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
BID PROPOSAL
BID # 6047
BID OPENING: March 30, 2007, 2:30pm (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS
FOR HVAC SERVICES - ANNUAL PER THE BID INVITATION AND ANY REFERENCED
SPECIFICATIONS:
Service Provider will perform HV AC repair, maintenance, equipment upgrades, as requested and
minor installation services for the City of Fort Collins. Needed services during the contract period will
be requested through issuance of work order. There is no guaranteed minimum amount of services
to be ordered. No work order exceeding $50,000 will be issued. The City reserves the right to supply
any or all materials. The contractor will occasionally be required to work non-traditional hours. ie.,
hours other than 8:00 A.M. to 5:00 P.M., Monday through Friday; and weekends. The City of Fort
Collins expects quality work which may exceed minimum industry standards.
1. Service Provider must:
A. Provide normal services as established in the work order.
B. Carry insurance levels as required in the agreement.
C. Provide a contact phone number, fax number, and email address for use during normal
business hours to request regular services and for project coordination.
D. Respond to regular service requests within 24 hours of the request.
E. Provide contact information for after normal business hours to be used to request
emergency or urgently needed services.
F. Provide emergency or urgently requested services within two (2) hours of request.
G. Clean-up the job site at the end of each day and at work completion.
H. Obtain any needed permits for repair or installation work.
I. Be licensed to do business in the City of Fort Collins as a Mechanical Contractor.
J. Move and reset all furnishings such as desks, chairs, filing cabinets etc., which may
interfere with doing the work.
2. Bidder Qualification. Bidder must:
A. Have five(5) years experience in maintenance and repair of commercial/industrial HVAC
equipment and at least three (3) qualified HVAC technicians.
B. Have licensed personnel capable of wiring line voltage and control circuitry and installing
piping for solar, chillers, and other mechanical equipment installation.
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C. Have experience in all matters of HVAC controls, such as: designing basic systems,
preparing schematics of existing systems, and installing, troubleshooting, and calibrating
pneumatic, electric, and electronic controls.
D. Be able to do design and develop schematics for retrofits or modifications made to
HVAC systems.
E. Have qualified personnel with experience on boilers (up to 150 hp) and hydronic
systems, chillers (up to 100 tons) and chilled water systems, air handlers, rooftop units,
multi -zone systems, forced air furnaces, exhaust fans, water heaters, domestic and
commercial solar systems, infrared systems, etc.
F. Be able to install troubleshoot, calibrate, and repair Johnson Controls DSC's and
associated field hardware. Contractor must produce a list of DSC equipment they have
worked on or been associated with.
G. Be capable of doing water analysis/treatment on boiler and chiller systems.
H. Be capable of refrigerant reclaim on a commercial system level of R-12 and R-22.
I. Have ability and knowledge of eddy current testing of boiler and chiller tubes.
J. Be able to perform refrigerant oil sampling and provide oil analysis lab reports.
K. Provide list of at least three (3) commercial/industrial jobs that they have done in each of
the required categories (HV AC Repair, HV AC Maintenance, HV AC Controls, and HV
AC Installation), that have been completed in the last three (3) years (include: location,
date of work, scope of work, and points of contact)
L. Provide proof of personnel qualifications, to include but not limited to: copies of licenses,
CFC license, employee resumes, school certificates and reference letters.
M. Have adequate and sufficient equipment to perform quality services. Provide list of tools
(specific to HVAC) and equipment the company has on hand.
3. Work Order Procedure:
A. All job estimates must be submitted on a unit price basis consistent with the prices
established in the Methods of Award/Bid Proposal section.
B. Contractor will invoice for all jobs completed on a unit price basis with the prices
established in the Method of Award/Bid Proposal section, including appropriate mark up
on materials, if any. Material invoices must be included with the billing invoices.
C. Work order number must be included on the billing invoices.
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4. Other Fees and Surcharges
Mobilization or equipment charges: the City will not pay such charges when the Contractor is
providing regular or emergency service work. Contractor may charge the City a reasonable fee for
the use of equipment not normally carried or used in the course of providing such services, such as
special recycling equipment or the rental of equipment like a forklift. Any such extra charges must
be approved by the City contact person or project manager.
Trip charges: the City will not pay such charges when the Contractor is providing regular or
emergency service work. Trip charges may be approved in special circumstances, such as when
the Contractor arrives at the work site to find that services are no longer needed, for whatever
reason; or when the Contractor is required to make extra trips to a work site. Such charges must be
approved by the City contact person or project manager.
Fuel surcharges: when fuel prices rise enough to cause an increase in the cost of providing
services, the Contractor may request that the City allow an extra surcharge to cover such added
costs. The City will decide, on a case -by -case basis, whether or not to grant such an increase.
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Bid Proposal, Bid # 6047
HVAC Services
Bid pricing for work done under this agreement:
Journeyman - regular
Journeyman - overtime
Apprentice - regular
Apprentice - overtime
$ / hour
$ / hour
$ / hour
$ / hour
$ / hour
$ / hour
$ / hour
$ / hour
Maximum material mark-up the City will pay:
Under $500 +15%
Over $500 +10%
Enter your bid material mark-up rates:
Under $500 %
Over $500 %
For this agreement your normal work hours are a.m. to p.m.
The amount of any trip charge (if approved per Section 4, above): $ per trip.
Material invoices must be included with billing statements.
Method of Award:
Award will made to the responsive and responsible bidder with the lowest total cost forthe labor and
material requirements of the sample job listed below. Use your bid rates listed above. No additional
fees or surcharges are to be part of this sample job.
20 hours x $ (Normal Hourly rate for Journeyman) _ $
5 hours x $ (Overtime Hourly rate for Journeyman) _ $
$5000 in materials x 1. % _ $
TOTAL COST =
Signature:
Title:
Print Name:
Company Name:
Date:
Street:
Phone #:
City/State/Zip:
Fax #:
WOSA 4/2001
Sample SERVICES AGREEMENT
HVAC Services
Work Order Type
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City" and , hereinafter referred to as "Service Provider'.
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Services to be Performed.
a. This Agreement shall constitute the basic agreement between the parties for Drywall
Contractor services. The conditions set forth herein shall apply to all services performed by the
Service Provider on behalf of the City and particularly described in Work Orders agreed upon in
writing by the parties from time to time. Such Work Orders, a sample of which is attached hereto as
Exhibit "A", consisting of one (1) page, and incorporated herein by this reference, shall include a
description of the services to be performed, the location and time for performance, the amount of
payment, any materials to be supplied by the City and any other special circumstances relating to
the performance of services. No work order shall exceed $50,000. The only services authorized
under this agreement are those which are performed after receipt of such Work Order, except in
emergency circumstances where oral work requests may be issued. Oral requests for emergency
actions will be confirmed by issuance of a written Work Order within two (2) working days.
b. The City may, at any time during the term of a particular Work Order and without
invalidating the Agreement, make changes within the general scope of the particular services
assigned and the Service Provider agrees to perform such changed services.
2. Changes in the Work. The City reserves the right to independently bid any services rather
than issuing work to the Service Provider pursuant to this Agreement. Nothing within this
Agreement shall obligate the City to have any particular service performed by the Service Provider.
3. Time of Commencement and Completion of Services The services to be performed
pursuant to this Agreement shall be initiated as specified by each written Work Order or oral
emergency service request. Oral emergency service requests will be acted upon without waiting for
a written Work Order. Time is of the essence.
4. Contract Period. This Agreement shall commence April 15, 2007, and shall continue in full
force and effect until April 14, 2008, unless sooner terminated as herein provided. In addition, at the
option of the City, the Agreement may be extended for additional one year periods not to exceed
four (4) additional one year periods. Pricing changes shall be negotiated by and agreed to by both
parties. Te Denver- Boulder CPI-U as published by the Colorado State Planning and Budget Office
will be used as a guide. Written notice of renewal shall be provided to the Service Provider and
mailed no later than 60 (sixty) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without is fault or negligence, then the
WOSA 4/2001
party so prevented shall be excused from whatever performance is prevented by such cause. To
the extent that the performance is actually prevented, the Service Provider must provide written
notice to the City of such condition within fifteen (15) days from the onset of such condition.
6. Early Termination by City/Notices. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be mailed at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties. All
notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to
the following address:
City: Service Provider:
City of Fort Collins, Purchasing
P.O. Box 580
Ft. Collins, CO 80522
In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the termination date, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
7. Contract Sum. This is an open-end indefinite quantity Agreement with no fixed price. The
actual amount of work to be performed will be stated on the individual Work Orders. The City
makes no guarantee as to the number of Work Orders that may be issued or the actual amount of
services which will be requested. No Work Order of $50,000 or more shall be issued.
8. Payments.
a. The City agrees to pay and the Service Provider agrees to accept as full payment for all
work done and all materials furnished and for all costs and expenses incurred in performance of the
work the sums set forth for the hourly labor rate and material costs, with markups, set forth below:
(enter labor rates)
b. Payment shall be made only upon acceptance of the work by the City and upon the
Service Provider furnishing satisfactory evidence of payment of all wages, taxes, supplies and
materials, and other costs incurred in connection with the performance of such work.
9. City Representative. The City's representative will be shown on the specific Work Order and
shall make, within the scope of his or her authority, all necessary and proper decisions with
reference to the work requested. All requests concerning this Agreement shall be directed to the
City Representative.
10. Independent Contractor. It is agreed that in the performance of any services hereunder, the
Service Provider is an independent contractor responsible to the City only as to the results to be
obtained in the particular work assignment and to the extend that the work shall be done in
accordance with the terms, plans and specifications furnished by the City.
11. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
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responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the city.
12. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
services shall not be construed to operate as a waiver of any rights under the Agreement or of any
cause of action arising out of the performance of this Agreement.
13. Warran .
(a) Service Provider warrants that all work performed hereunder shall be performed with
the highest degree of competence and care in accordance with accepted standards
for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most
suitable grade of their respective kinds for their intended use, and all workmanship
shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work, provided
under this Agreement, except City -furnished materials, equipment and labor, against
defects and nonconformance in design, materials and workmanship for a period
beginning with the start of the work and ending twelve (12) months from and after
final acceptance under the Agreement, regardless whether the same were furnished
or performed by Service Provider or by any of its subcontractors of any tier. Upon
receipt of written notice from City of any such defect or nonconformance, the
affected item or part thereof shall be redesigned, repaired or replaced by Service
Provider in a manner and at a time acceptable to City.
14. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default thereof.
15. Remedies. In the event a party has been declared in default, such defaulting party shall be
allowed a period of ten (10) days within which to cure said default. In the event the default remains
uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the non -
defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because
of the default.
16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representative, successors and assigns of said parties.
17. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the
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