INVITATION FOR BIDS
(IFB)
Issue Date: November 10, 2011 IFB # 021-12BH-DF
Title: HVAC Preventive Maintenance and On-Call Repair Services
Commodity Code: 91036
Issuing Agency: Commonwealth of Virginia
Virginia Employment Commission
Contract Officer, General Services, Rm. 4
P.O. Box 1358
Richmond, Virginia 23218-1358
Location of Work: Virginia Employment Commission
3125 Odd Fellows Road
Lynchburg , Virginia 24506
Initial Period of the Contract: February 1, 2012 through January 31, 2014 (Renewable)
SEALED BIDS Will Be Received Until 2:00 PM, December 15, 2011 For Furnishing The Services Described Herein and opened in public.
All Inquiries For Information Should Be Directed To: Doris Faulkner, Telephone: (804) 786-6030.
IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE HAND DELIVERED, DELIVER TO: 703 E. MAIN ST., GENERAL SERVICES, ROOM 4, RICHMOND, VIRGINIA.
A COMPLETE BID REQUIRES THE RETURN OF THE FOLLOWING COMPLETED FORMS: THIS COVER PAGE SECTION,VII., PRICING SCHEDULE; AND ATTACHMENT B, BIDDER DATA SHEET.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.
In Compliance With This Invitation For Bids And To All The Conditions Imposed Therein, The Undersigned Offers And Agrees To Furnish The Services At The Price(s) Indicated In Section VII, Pricing Schedule.
Contractor Registration No.______Class______Speciality Codes:
Name And Address Of Firm:
______Date: ______
______By: ______
Signature In Ink
______
Typed Name
______
Title
Telephone No: ______Fax No:______
Federal Identification Number: ______e-Mail:______
The Virginia Employment Commission is an equal opportunity employer/program.
Auxiliary aids and services are available upon request to individuals with disabilities.
TABLE OF CONTENTS
I. PURPOSE...... PAGE 3
II. SCOPE OF WORK...... PAGE 3
III SITE VISIT...... PAGE 6
IV. GENERAL TERMS AND CONDITIONS...... PAGE 7
V. SPECIAL TERMS AND CONDITIONS...... PAGE 11
VI. METHOD OF PAYMENT...... PAGE 17
VII. PRICING SCHEDULE...... PAGE 17
VIII. ATTACHMENTS...... PAGE 17
SCHEDULE A: GENERAL EQUIPMENT PM GUIDELINE
ATTACHMENT A: MASTER EQUIPMENT LIST (The equipment list under major systems is provided for the convenience of Bidders only and is not represented as being all inclusive of individual pieces of equipment.)
ATTACHMENT B: BIDDER QUALIFICATION SUMMARY SHEET
I. PURPOSE: The purpose and intent of this Invitation For Bids is to establish a contract with
one qualified Contractor that can provide preventive maintenance services at a firm fixed price, emergency service and "on call" repair service on a time and materials basis for makes and models of heating, ventilation and air conditioning (HVAC) equipment as now owned or later acquired by the Virginia Employment Commission,(VEC) an agency of the Commonwealth of Virginia. This solicitation and resulting contract shall not require or permit the Contractor to replace entire systems or major (high value) components on a furnish and install basis.
II. SCOPE OF WORK:
A. REQUIREMENTS: The Contractor shall furnish all necessary labor, supervision, tools,
parts and materials as may be required to provide complete preventive maintenance on all HVAC
equipment listed in Attachment A, except as otherwise indicated herein.
B. PREVENTIVE MAINTENANCE SERVICE:
1. As used in this contract, the term "Preventive Maintenance (PM)" shall mean all adjustments
and servicing required to maintain all systems and equipment in continuous good operating
condition, in accordance with the manufacturer(s)' specifications and Schedule A, "General
Equipment Preventive Maintenance Guidelines".
2. The frequency of PM service given in Schedule A is a minimum guide only. Specific
operating conditions such as type of media handled, environmental atmosphere, age and wear
on the unit all contribute to the necessary frequency of PM service. Operating and
maintenance personnel (using equipment maintenance, repair and replacement records) must
set reasonable and workable schedules. Scheduled downtime and seasonal use also dictate
periodic PM requirements. Schedule A is not represented as being all inclusive of services to
be performed or frequency required. The manufacturer's recommendations, Contractor's
experience and the agency's requirements will dictate and modify the services listed in
Schedule A.
3. Contractor shall prepare and submit to the Facility Manager and the Contracting Officer its
proposed PM schedule based on the recommended schedule in Schedule A and in
consideration of other pertinent factors, within ten (10) days of being awarded the contract.
The proposed PM schedule shall include a complete updated listing of all equipment which
will be serviced to include quantity, equipment name, manufacturer, model number, serial
number, horsepower, in the same format as Attachment A. Contractor shall begin PM service
on all HVAC equipment within ten (10) days of receiving approval of the schedule or on the
commencement date of the contract beginning with the "yearly" service check list described
in Schedule A as modified in the approved PM schedule. All PM shall be scheduled
thereafter from the date of this initial service. Seasonal changeover service shall be
performed when appropriate.
4. Within ten (10) days of completion of the initial PM service of the HVAC equipment and
annually thereafter, Contractor shall submit to the Contracting Officer a written report. This
report shall identify the building location, the date(s) service was performed and the
following additional information on each piece of HVAC equipment:
a. A general statement as to the condition of the equipment.
b. Specific recommendations for any major repair or modification which will enhance the
operation of this equipment to include an estimate of the number of man hours and cost to
accomplish the work recommended.
5. The approved PM schedule shall be posted on a check chart maintained for that purpose and
located within the facility. This chart shall show, in addition to the maintenance schedule:
a. Date scheduled PM was last performed.
b. Uncorrected deficiencies, reasons for deferring and any other information the VEC may need
to know in the "REMARKS" column.
6. PM service listed in the approved PM schedule shall be performed as part of the fixed cost for
PM service.
7. Maintenance checklist items that require repair and/or replacement shall be repaired or
replaced in accordance with the time and materials provisions of the contract.
C. ON CALL REPAIRS:
1. In the event of a system failure, the contractor shall be on site to perform "on call" repair
service within two (2) hours of notification.
2. Contractor shall prepare and submit to the Facility Manager, a written estimate of the man
hours by category and materials which will be required to perform any on call repairs. Such
repairs may be made only after receipt of written authorization from the VEC's
representative. Actual repair work shall not exceed the Contractor's estimate of man hours
and materials by 10% without first obtaining written approval to proceed. If the cost or man
hours estimate is considered not to be reasonable, the Contractor will be asked to review his
estimate and resubmit. If the revised estimate is still considered to be unreasonable, the VEC
reserves the right to obtain the repairs from another source.
3. All on call services shall be performed on a time and material basis unless it is determined
that the cause of the failure or malfunction was due to the Contractor's failure to properly
perform PM or repair services. In this case, such repairs shall be made by the contractor, at
no cost to the VEC
4. On call repairs authorized by the Facility Manager, which occur after normal working hours,
shall be paid at the overtime hourly rates. If regular time work must be carried over and the
Contractor wishes to continue to work beyond the VEC's normal working hours, authorization
for overtime work must be obtained from the Facility Manager before proceeding.
5. Any repair work performed by another vendor as provided in Section II.C.2 shall have a 90
day warranty. At the end of this period, Contractor shall resume responsibility for PM and
repair service of that piece of equipment.
6. Repairs necessitated by vandalism, accident or obsolescence of equipment shall be
accomplished on a time and material basis.
D. WORK HOURS: Normal work hours for the Virginia Employment Commission are from
8:00 a.m. to 5:00 p.m., Monday through Friday, except state holidays. All PM service,
whenever possible, shall be performed during normal working hours.
E. NEW EQUIPMENT: New equipment purchased by the agency on a furnish and install basis
shall be maintained by the Contractor who installed it until such time as the original warranty
expires. Upon expiration of the original warranty, the Contractor under this contract shall
assume responsibility for PM and repair services. This equipment will be added under
provisions of Section IV., Paragraph O., CHANGES TO THE CONTRACT.
F. CONTRACTOR'S GENERAL PROCEDURES:
1. The Contractor's employees shall comply with the following procedures:
a. Check in and out with the building Facility Manager. If work is to be performed on a time
and material basis, the Facility Manager shall be provided a time sheet listing each employee
expected to perform the work. The Facility Manager will record the date(s) and time(s)
Contractor's employees arrive and leave the building. Lunch breaks and other periods of time
away from the job site including leaving premises to pick up parts and materials shall be
accounted for on the time sheet.
b. If the HVAC system must be taken out of service to perform any work, the Facility Manager
shall be provided with information as to when work will begin and how long the system is
anticipated to be out of service and nature of the service or repairs to be performed.
c. Check in and out, daily with the Facility Manager, as described above, if repairs or service
must be carried over.
d. Upon completion of the work, and prior to departure, submit to the Facility Manager, a copy
of the work report form that shall include the following information:
(1) Name and address of Contractor.
(2) Name of Contractor's employee in charge of the work.
(3) Date(s) and number of hours, by type of labor expended to perform the work. (These hours
must agree with those recorded on the time sheet maintained by the Facility Manager.)
(4) Brief description of work performed. State if the work is preventive maintenance or on call
repairs.
(5) A list of materials used or parts replaced.
(6) Signature of Contractor's employee.
(7) The work report form shall be signed by the Facility Manager. The signature of the Virginia
Employment Commission's representative shall not be construed as approval of the work
performed, but only the accuracy of the man hours reported by the Contractor's employees.
2. Hours for work performed on a time and material basis under this contract will be paid only
for productive time on the job site. Time spent for transportation of workers, material
acquisition, handling and delivery of Contractor owned or rented equipment and breaks for
lunch or other time the employees are away from the job site is not chargeable.
G. MATERIAL AND WORKMANSHIP:
1. All parts furnished under this contract shall be new and genuine manufacturer's recommended
or authorized replacement parts. Use of manufacturer rebuilt parts and components may be
authorized by the VEC on a case by case basis provided these parts and components carry the
same warranty as the new part or component. Use of used parts is strictly prohibited.
2. Contractor shall maintain a sufficient quantity of repair parts on hand or have ready access to
these parts in order to prevent unnecessary downtime of equipment.
3. Contractor shall guarantee all parts and workmanship for a period of ninety days or the
manufacturer's warranty period, whichever is longer. Any calls for repairs for the same
reason or problem within this time period shall be made, by the contractor, at no cost to the
VEC.
H. CONTRACTOR'S PERSONNEL:
1. All work performed under this contract shall be by properly trained and competent personnel
and shall be performed in a good workmanlike manner and in accordance with the
manufacturer's recommended procedures and industry standards for HVAC maintenance and
repair services. Contractor's mechanics shall have a minimum of 5 years experience in the
service and repair of the specific types of HVAC systems listed in Attachment A and shall be
responsible at all times for the actions and work of assistants and helpers. The VEC reserves
the right to reject Contractor's employees who, in the Agency judgment, are not adequately
qualified to perform the work.
2. Service employees shall be capable of performing repairs and maintenance on single zone
heating and air conditioning equipment as specified in the list of equipment on Attachment A,
and be appropriately certified/licensed by the Commonwealth of Virginia/local jurisdictions
to perform HVAC and related mechanical work.
I. CONTRACT ADMINISTRATION: Upon award, the VEC will designate a Contract
Administrator authorized to administer all work performed in conjunction with this contract. The Contract Administrator shall advise the Contracting Officer of the quality, acceptability, and fitness of all aspects of the services performed under the Section II. Scope of Work and the Contracting Officer will decide all other questions in connection with the services. The Contract Administrator shall have no authority to approve changes in the Scope of Work, or changes which call for an extension of time, or a change in the contract terms or prices. Any contract modifications must be authorized by the Contracting Officer and issued as a written amendment to the contract.
III. SITE VISIT: A site visit may be arranged by calling the Office Manager, at (434) 947-6671
to schedule an appointment to see the HVAC equipment. If you should have technical questions,
please refer to Odie Coffey at (804) 786-8791.
Bring a copy of the solicitation with you. No changes will result from this site visit without a
written addendum to the solicitation by the contracting officer.
IV. GENERAL TERMS AND CONDITIONS FOR SERVICES:
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.dgs.state.va.us/dps under “Manuals.”