INVITATION TO BID NO.: / 18 – 18R (Full document can be viewed and downloaded at http://paca.jccal.org)
SEALED BID FOR: / “HOUSING REHABILITATION – HVAC INSTALLATION AND MISCELLANEOUS REPAIRS”
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Regina Johnson, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd. North
Birmingham, AL 35203
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE:
FEBRUARY 26, 2018 BY 5:00 P.M.
(Central Standard Time) / FEBRUARY 27, 2018 @ 11:00 a.m.
(Central Standard Time)
Return responses to this Invitation to RFP in a sealed envelope marked:
“ITB 18 – 18 HOUSING REHABILITATION – HVAC INSTALLATION AND MISCELLANEOUS REPAIRS
Jefferson County Courthouse
Purchasing Division, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
PURPOSE:
The Department of Community Development (CD) wishes to utilize a company (vendor) with extensive HVAC experience, or has HVAC as their sole or primary business. The purpose and intent of this invitation to bid is to establish a responsible Contractor for the repair and new installation of HVAC units for single family homes in the Jefferson County Consortium.
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a proposal. Those vendors submitting a Notification of Intent will be sent a complete copy of any related addendum, answers to inquiries, etc. pertaining to this RFP. Notification of intent must be e-mailed to Regina Johnson at no later than FEBRUARY 7, 2018 by 5:00 P.M.
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification of any and all specifications of the RFP will not be accepted. All questions must be typed and e-mailed to Regina Johnson at no later than the end of business, FEBRUARY 9, by 5:00P.M. CST.
Submissions may be withdrawn, modified, and resubmitted prior to the formal proposal opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” will not be considered. The County reserves the right to accept or reject any or all proposals, and to waive any informalities or irregularities in the proposal.
All costs incurred by the company to respond to this solicitation may be wholly the responsibility of the Bidder. All copies and contents of the proposal, attachments, and explanations thereto submitted in response to this RFP, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the Consultant selected.
Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the Bidder. Similarly, the County is not responsible for, and will not open, any proposal responses which are received later than the date and time indicated above. Late proposal responses will be retained in the RFP file, unopened.
Released by:
______
INVITATION TO BID #18 – 18R
“HOUSING REHABILITATION – HVAC INSTALLATION AND MISCELLANEOUS REPAIRS”
Regina Johnson, Principal Buyer
716 Richard Arrington Jr. Blvd No., Room 830
Birmingham, Alabama 35203
Phone: (205) 325-5957
Email:
Page 21 of 24
JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)325-5381/FAX: (205)214-4034
PRINCIPAL BUYER: REGINA JOHNSON JANUARY 22, 2018
PURCHASING AGENT: MICHAEL MATTHEWS ITB NO. 18 – 18R
INVITATION TO BID – Continued
Sealed Invitations to Bid marked “18 – 18R Housing Rehabilitation – HVAC Installation and Miscellaneous Repairs” will be received by the Purchasing Manager, 716 Richard Arrington Jr. Blvd No. Room 830, Birmingham, Alabama 35203.
Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on Monday, February 26, 2018. Bids submitted after this date and time will not be considered.
Bids will be publicly opened at 11:00 A.M. on Tuesday, February 27, 2018.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are not received later than the date and time, indicated above. LATE BIDS/PROPOSALS WILL BE RETAINED IN THE BID/PROPOSAL FILE, UNOPENED.
BACKGROUND:
Jefferson County was established on December 13, 1819 by the Alabama Legislature. It is the most densely populated County in Alabama with a 2000 Census population of 662,047. It is one of the few counties in Alabama that has a limited form of home rule government. It is governed by a five-member commission. Jefferson County, Alabama d/b/a COMMUNITY DEVELOPMENT desires to enter into a contract with a qualified vendor for Housing Rehabilitation – HVAC Installation and Miscellaneous Repairs to install systems that are energy efficient, trouble free, and beneficial for homeowners.
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CONTRACT TERMS & CONDITIONS:
A contract will be awarded to the best vendor to perform HVAC installations and repairs on single family homes. It is anticipated that there will be a completion of approximately 25 – 30 homes annually. Any contract resulting from this ITB will become effective for 1 (one) year upon bid award (or within 30 days of award notification, approval of the County Commission and purchase order issuance), with the option to renew the contract annually for 2 (two) additional years. The successful bidder, hereinafter referred to as the “Contractor”, will be expected to service multiple households year round for the department of Community Development.
The start time for the Contractor’s initial project is approximately eight (8) weeks after the Contractor has received a purchase order and a contract is signed and approved by Jefferson County Commission. Community Development will send the successful bidder an Authorization to Proceed (ATP) with a home owner’s address and other pertinent information. The ATP will contain a list of work items (a scope of work or work write-up) to be accomplished at for each site. The price, or amount that the successful bidder will be paid for these services, will reflect the prices that are submitted in this proposal. The County expects all jobs to be completed in a timely manner. Failure to complete jobs within a reasonable time frame could jeopardize your contract.
After each job completion the Contractor will be required to turn in an invoice, warranty registration, and signed permits. Community Development will perform a final inspection for each job. Community Development will notify the Contractor of whether the work completed passes inspection or if there is a punch list or anything that prevents processing the Contractor’s pay request. Payments are generally sent and received within three (3) weeks of job approval via US mail.
Use of specific names and numbers is not intended to restrict the bidding of any seller and/or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, service, or equipment considered best adapted to the County's intended use. Proprietary specifications may be waived for functional equivalents offered and approved by Jefferson County.
REQUIREMENTS:
1. Contractors and Sub-Contractors cannot be listed on the U.S. Department of Housing and Urban Development’s List of Debarred Contractors.
2. The Contractor must be licensed and staffed with an adequate number of qualified, full-time employees. The contractor will furnish experienced, professional, and courteous workers. The contractor will hire licensed utility contractors (electrician, gas fitter) when needed to complete a project.
3. The Contractor must have the capacity and ability to complete several jobs in a reasonable period of time; and not violate federal or state immigration laws or knowingly employ, hire for employment, or continue to employ any illegal alien.If the Contractor is found to be in violation of this provision it shall be considered a breach of contract. The contractor’s work will be of a professional quality that is deemed acceptable by Community Development.
4. The contractor is responsible for all required municipal licenses, insurance, bond, permits, work site set-up, materials, delivery, and daily debris removal and disposal.
REQUIREMENTS – Continued:
5. The contractor must make the site available for all required inspections. This includes any local, governing Inspection Services and Community Development.
6. The contractor will warranty all the work fully for a period of one (1) year from the date of final inspection.
7. It is the contractor’s responsibility to keep the premises safe, livable, and clean during the course of work. The work areas must be clean before a job can pass final inspection.
Any Contractor that does not meet the minimum requirements, has a history of not completing work in a timely manner, or is/has been disqualified for any reason shall not bid; any bid offered shall be rejected and disqualified by Community Development.
SCOPE:
§ When repairs are warranted they will be on a “cost plus labor bases”. Parts, materials, or equipment purchased to complete a repair will be reimbursed by the County. Legible invoices from the supply house, or point of sale, for all materials or equipment are required for reimbursement. This is the ONLY occurrence for reimbursement.
§ Installing a new HVAC system in the house: the system shall be fully functional upon completion. The installation will include any/all utility modifications (electrical or gas) required to operate the system.
§ Installation will include, but not limited to, a new condensing pad, rain shield, disconnect, whip, unistrut and hangers, condensate drain and pump if applicable, exhaust vent, new duct work when applicable, a new filter grille located inside the house, and new supply registers with working dampers. This also includes pulling a new thermostat wire.
§ The equipment must have a minimum 10 year parts warranty and the installer shall warranty labor and materials for the first year. The unit must be registered with the manufacturer and a copy of the registration submitted to the County along with the invoice.
§ Thermostats shall be digital, large read out, and matched to the system installed.
§ New duct work may be metal, and/or flex, that is properly sealed and insulated. Ductwork material will be determined by the County on each job.
§ Heat pumps shall include heat strips for emergency heat, or 90% AFUE gas back up.
§ Existing duct work shall be evaluated on swap outs per job.
§ Swap outs shall include duct modifications to allow new unit to operate properly if needed.
§ Swap outs include flushing the existing line set if it will be re-used and installing a filter dryer. Swap out also includes pulling new thermostat wire if needed.
BID SUBMISSION INSTRUCTIONS:
1. Sealed Invitations to Bid marked “18 – 18R Housing Rehabilitation – HVAC Installation and Miscellaneous Repairs” will be received by the Purchasing Manager, 716 Richard Arrington Jr. Blvd No. Room 830, Birmingham, Alabama 35203. Bids will be accepted until 5:00 P.M. central time (standard or daylight savings time, as applicable) on Monday, February 26, 2018. Bids submitted after this date and time will not be considered.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid/proposal responses, which are not received later than the date and time, indicated above. LATE BIDS/PROPOSALS WILL BE RETAINED IN THE BID/PROPOSAL FILE, UNOPENED.
2. When submitting line item pricing:
a. All work includes required permits. Permit must be signed off by the governing building official. Permit will be submitted along with the invoice and equipment registration.
b. Your line item prices must be given as a “per ton” installed and completed, with your profit and overhead included. For example, if your price is $2750 per ton and we install a 2.5 ton unit your total price for that job will be $6875
c. The Contractor will be required to accomplish all work in accordance to the 2015 ICC codes and all applicable codes. All equipment will meet current Energy Star® standards at the time of installation. All work will be professional and neat. Energy Star® equipment specifications are as follows:
i. Air-source, split system heat pump = ≥ 8.5 HSPF/ ≥ 15 SEER/ ≥ 12.5 EER;
ii. Air-source, package unit heat pump = ≥ 8.2 HSPF/ ≥ 15 SEER/ ≥ 12 EER;
iii. Central (Conventional) Air Conditioner, split system = ≥ 15 SEER/ ≥ 12.5 EER;
iv. Central (Conventional) Air Conditioner, package system ≥ 15 SEER/ ≥ 12 EER;
v. Gas Furnaces must have a minimum rating of 90% AFUE.
3. Submit ALL required forms and documentation with bid submission (See page 7).
REQUIRED FORMS:
See required forms exhibited on pages 15 – 24 and fill out as described in the Bid Submission Instructions section. ALL forms MUST be completed and signed by an authorized representative of the Bidder’s Provider. If submitting online, you MUST upload all required documents to the areas that correlate with the form title or description.
ALL bidders MUST submit the following required documentation along with this bid submission. Failure to submit the required documentation or any information will disqualify your proposal and it will be considered null and void:
1. Jefferson County business license.
2. Current State of Alabama HVAC license.
3. Certificate of Insurance. (Minimum of $100,000 in liability insurance listing Jefferson County as the certificate holder for the performance of work facilitated by Community Development under the Housing Program.)
4. Contractors Certification Regarding Debarment, Suspension, And Other Responsibility Matters
5. The last three HVAC jobs you completed along with the property owner’s name, address, phone number, summary of work, and dollar amount on the next page.
*The insurance and bonding company(s) must provide the insurance certificates and bond within ten (10) days from the time Community Development informs you of being the best bidder and our intent to award the contract.
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ADDITIONS TO CONTRACT:
The County has attempted to convey requirements of the “Housing Rehabilitation – HVAC Installation and Miscellaneous Repairs” that will be required during the term of the contract. If mutually agreed upon, additional contracts may be executed, based upon this bid for the same item(s) or related types and /or sizes.