INVITATION TO BID

The City of Alcoa will be accepting separate sealed bids for a multiple year term HVAC Preventive Maintenance Contract for the City of Alcoa and Alcoa Schools until 2:00 p.m., Tuesday, January 24, 2023 at the office of the Alcoa Purchasing Agent, 223 Associates Blvd., Alcoa, Tennessee, 37701.  

Bids may be submitted via U.S. Mail / UPS / FedEx, etc., hand delivered, or e-mailed to .   Regardless of the mode, the Bidder shall be responsible for the early delivery of their bid.  Mailed or hand-delivered Bids should be in a sealed envelope and labeled “HVAC Maintenance Contract, RFB 24481, Bid Enclosed, January 24, 2023 2:00 p.m.”   The subject line of e-mailed bids shall state the same.  Bids received after the deadline will be unopened and discarded. 

 Bids shall be addressed to:

             Alcoa Purchasing

            Attn. Larry Harper, Purchasing Agent 

            223 Associates Blvd.

            Alcoa, TN 37701

 All purchases are F.O.B. City of Alcoa, TN. 

 The City reserves the right to accept or reject any Bid, to accept a Bid containing variations from these specifications if the Bid so merits, to negotiate Bid with the lowest bidder prior to acceptance, and to accept partial Bids.  Bids must be submitted on the Bid form issued by the City and must be completed (in ink) and signed accordingly.  

 The City of Alcoa reserves the right to waive any formality in any bid, to reject any or all bids, and to accept the best bid for the City as determined by City Officials.  The City also reserves the right not to enter into any contract as a result of this bid invitation.  

 Questions regarding this bid may be directed to  Larry Harper, Purchasing Agent, via telephone (865) 380-4822 or e-mail .  Any questions regarding this bid shall be submitted no later than 48 hours prior to the bid deadline.  

 This solicitation has been developed in accordance with Title VI of the Civil Rights Act of 1964 which provides that no person shall, on the grounds of race, sex, age, national origin, or disabling condition, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.  

 Thank you in advance for your interest in doing business with the City of Alcoa.

  Sincerely, 

Purchasing Agent 

CITY OF ALCOA

INSTRUCTIONS TO BIDDERS

Bid Evaluation

 In addition to the bid amount, additional factors will be considered as an integral part of the bid evaluation process, including, but not limited to:

 A.     The bidder’s experience, reputation, efficiency, judgment, and integrity.

 B.      The quality, availability and adaptability of the requested products or services. 

 C.      The bidder’s ability to provide future maintenance and/or services. 

 D.     Any other applicable factors as the City determines necessary and appropriate (which may be requested by the city prior to award).

 Award of Contract

 The City holds the right, in its judgment, to award the contract to the bidder(s) which it feels is in the best interest of the City.  If a contract is to be awarded, the Contractor/Vendor selection shall be based in whole or in part on the bid evaluation noted above.  No bid shall be withdrawn for a period of sixty (60) days subsequent to the opening of bids without the consent of the City of Alcoa.   

 Laws, Permits and Regulations

 The Contractor shall comply with all State and Local laws, ordinances, regulations and requirements applicable to work hereunder.  If the Contractor ascertains at any time that any requirement of this Contract is at variance with applicable laws, ordinances, regulations, or other requirements, she/he shall promptly notify the City of Alcoa in writing. 

 Cancellation of Award

 The City reserves the right to cancel the award of any contract at any time before the execution of such contract by all parties without any liability against the City.  The Vendor is advised that if in the event appropriated funds are legitimately unavailable for this product in successive fiscal years, such purchase orders resulting from this bid are null and void.

 Cooperative Purchasing

 Unless stated otherwise, vendor agrees that it shall be permissible for other governments in Tennessee to purchase these items or services at the same price. Freight charges can be adjusted to reflect differences in delivery costs. 

 Iran Divestment Act

 By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to§ 12-12-106. 

PREVENTATIVE MAINTENANCE CONTRACT

CITY OF ALCOA SERVICE CENTER

HEATING, VENTILATION, & AIR CONDITIONING (HVAC) SYSTEM

CONTRACT SPECIFICATIONS

SUMMARY OF WORK

 The City of Alcoa Municipal Building, Safety Building APD / AFD – Includes AFD Stations #2 & # 3 and Electric & Public Works Service Center Complex.       

 Please know that all facilities are different with different equipment and different maintenance requirements.   The winning vendor must adapt all facilities into a comprehensive maintenance schedule for preventive support.   

 In addition the winning vendor will be responsible to the City for ongoing emergency repairs (price as defined here-in)    

 Also know that our Service Center is heated / cooled by 30 water-source heat pumps installed in an overhead catwalk in the office building and atop shop / office areas in the warehouse.  This geothermal HVAC system is supplied groundwater from 88 wells situated south of the office building.  Water is pumped from the wells and circulated through the geothermal HVAC system utilizing two vertical centrifugal pumps installed in the Service Center Mechanical Room (W132) and one in-line pump installed at HP119.  A vertical expansion tank is also installed in the Mechanical Room.

 The Contractor shall provide QUARTERLY Preventative Maintenance (PM) on all components of all Departmental HVAC systems including our geothermal system at our Service Center Complex which includes two vertical centrifugal pumps to each individual heat pump.  Specific tasks associated with this contract are noted below as required. As-built plans of the Service Center’s HVAC can be reviewed at the Service Center by request.

 The Contractor shall also offer additional services / repairs on an as-needed basis as identified by City of Alcoa personnel.   The Contractor shall respond to such calls for service / repair within one (1) business day of the City’s request.   Except in circumstances beyond the control of the Contractor that can be easily documented, such service / repair shall be completed within three (3) business days of the request.  The City reserves the right to award a contract(s) for services / repairs to one or more contractors.

 The Contractor’s quarterly PM will generally be performed as follows:

• Upon arrival at the Building or Facility, report in with the designated representative. 
• Record and report abnormal conditions, measurements taken, etc.
• Review operation with customer representative for problems and/or trends.

General Precautions

 Contractor shall exercise due caution and adhere to all manufacturers’ recommendations with respect to servicing of the equipment described herein.  Specifically, contractor shall disconnect power supply to all components and ensure discharge of all energy before inspection / servicing.

 FEDERAL AND STATE REGULATIONS

 Contractor must coordinate lock-out/tag out-entry operations with the City and inform the City of the particular lock-out/tag-out programs that they will follow. 

 ADDITIONAL CONTRACTOR REQUIREMENTS

 Contractor is expected to supply its employees with the proper personal protection equipment and energy control devices as necessary such as monitors, respirators, rescue retrieval systems, lockout devices, tags, etc. Contractor will not be allowed to utilize City owned equipment.

 All work to include Maintenance and Service Support on – but not limited to – the following types of equipment:

 •           Air Handlers with supply & return fans

•           Boilers

•           Hot Water Pumps

•           Condensing Units

•           Gas Unit Heaters

•           Electric Wall Heaters

•           Infrared Heaters and Control Systems

•           Others as may be required

ITEMS TO BE PROVIDED BY CONTRACTOR  

The Contractor will be responsible for the installation / maintenance of unit filters in the City of Alcoa Safety building and Municipal building. The City will be responsible for installation / maintenance of all other filters.  

LENGTH OF CONTRACT / CONTRACT TIME 

The initial term of the contract will be a twenty four (24) month period with the possibility of extending for two (2) additional twelve (12) month periods. Pricing must be firm for the initial term of the two-year contract, approximately 1/30/2023 thru 1/30/2025.  Negotiation for any extension must be approved by mutual agreement, and If approved, the ADDITIONAL optional years would take affect at that time and extend the contract until January 15, 2027. 

WARRANTY 

The successful bidder shall warrant all labor, materials and equipment used in the execution of the work of this contract for a minimum of twenty four (24) months from the date of formal acceptance by the City of Alcoa.  The successful bidder will be ASKED to hold firm this PM pricing schedule  for any additional 

Contract Extensions – but this may be negotiable at the time of the proposed contract extension. 

BILLING & PAYMENT 

The City of Alcoa shall receive ONE invoice in print media for all TURN-KEY quarterly service and associated charges.  

 Bill To: City of Alcoa, Accounts Payable Department, 223 Associates Blvd., Alcoa, TN 37701.

  Bill will be paid upon acceptance of Turn-Key completed installation work.   This includes all job clean-up and residual disposal.  

 The City’s normal payment terms are Net 30. Contractors who wish to quote a discount for early payment may do so by noting the discount in the pricing document; for example - 1%/10 days = a 1% discount for payment made within 10 days.  Discounts will be considered when evaluating costs.

 No payment will be honored UNLESS Contractor submits a signed and dated work summary as an attachment to the invoice.   The City of Alcoa’s assigned Building manager – or his designee – shall sign all appropriate work documents (job tickets) at the time of service.   Payment for the services shall be made on a monthly basis for all work completed and upon receipt of a properly documented invoice and signed job tickets. Job tickets shall be signed by a City of Alcoa representative.

 ORDER PLACEMENT/PAYMENT

 Purchase Orders will be issued as a result of this bid for related repair services required on an as-needed basis.  The Contractor's obligation to provide services shall not take effect until the purchase orders are issued.  Successful Contractors are cautioned not to provide any services unless they have received the actual purchase order.  The Contractor's staff will not provide services to anyone other than authorized, designated City personnel.

DETAILED PRICING INSTRUCTIONS 

For all services that are not provided at a fixed cost; i.e. emergency and other repairs, the invoice must be delineated to include number of hours of labor and all parts being billed should be separate from the labor cost.  

 NOTE:  INVOICES FOR ANY APPROVED SERVICES MUST BE SUBMITTED WITHIN 45 DAYS AFTER ACCEPTANCE OF SERVICE.  FAILURE TO DO SO WILL RESULT IN THE SERVICE BEING CONSIDERED A NO-CHARGE ITEM.

DEVIATIONS 

The City reserves the right to deviate from the terms and conditions of this agreement if:

 a.       The successful Contractor cannot respond to an event in the time specified in this agreement.

b.       The successful Contractor does not have the necessary equipment to perform the emergency services required.

c.       Events require the service of more than one service contractor as determined by the City of Alcoa.

   Note:   For items A and B the successful Contractor will be required to pay the difference between his   bid price and the price to secure the services on the open market.

UNIT PRICE SCHEDULE

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Vendor / Bidder Name – (Clearly Write or Print Please)

Address

Authorized Representative                                                                     Telephone

Authorized Representative’s Signature                                                    Date 

NON-ASSIGMENT

The successful bidder may not assign this contract without the written consent of City of Alcoa. 

INSURANCE REQUIREMENTS

Prior to commencement of services, an insurance certificate, which meets the City’s requirements as listed below, shall be provided to the Purchasing Division.  Failure to do so can make the contract void at the City’s discretion.  Said insurance certification must be approved by the City of Alcoa Director of Finance prior to the commencement of any work and upon request, certified copies of the required insurance policies.

Companies licensed to do business in the State of Tennessee or signed by an agent licensed by the State of Tennessee must issue the insurance certificate.  Such insurance shall be primary.  The City of Alcoa will be named as additional insured with respects to General Liability.   Should any insurance policy be canceled before the expiration date of the contract or have material reduction of coverage, scopes or limits during the term of this agreement, the issuing company must provide 30 days written notice to the City of Alcoa Director of Finance.

A.  Workers Compensation and Employers/Liability Insurance: Statutory workers compensation benefits and employers liability insurance with a limit of liability not less than $100,000 each accident.   Contractor shall require subcontractors not protected under its insurance to take out and maintain such insurance.

B. Commercial General Liability: Policy shall be written to provide coverage for, but not limited to, the following:   (1) Premises and Operations, (2) Products and completed operations, (3) personal injury, (4) Blanket contractual coverage, (5) Broad form property damage and (6) Independent contractor’s coverage.

Limits of liability not less than: $1,000,000 General aggregate; $1,000,000 Products/Completed operations aggregate; $1000,000 Personal Injury; $1,000,000 Each Occurrence.  The City, its boards, commissions, agencies, officers, employees and representatives shall be named as additional insured and so stated on the Certificate of Insurance.

C.  Automobile Liability Insurance: Business automobile policy covering all owned, hired and non-owned private passenger autos and commercial vehicles.  Limit of liability not less than $500,000 combined single limit.

D.  Workers Compensation Waiver of Subrogation: City shall not be liable to contractor or its employees for any injuries to contractor’s employees arising out of the performance of work under this agreement.  Contractor and its workers compensation insurance carrier agree to waive any and all rights of recovery from the City for workers compensation claims made by its employees.  The contractor agrees that the indemnification and hold harmless provisions within this contract extend to any claims brought by or on behalf of any employee of the contractor.

TECHNICAL SPECIFICATIONS

SITE VISIT

Required:

Please coordinate your visit with the following personnel

to make a pre-bid site inspection:

City of Alcoa Municipal Building – Mr. Gary Holloway, (865) 380-4740 

City of Alcoa Safety Building – Captain Rodney Wilson (865) 380-5205  

City of Alcoa Fire Stations – Deputy Chief of Operations Colin Hurst (865) 380-5193 

City of Alcoa Service Center – Mr. Roger Fields (865) 380-4888

All work shall be complete notwithstanding any omission or errors in the specification.  

Quality is important to the City and therefore the City desires to standardize around specific units supplied / or supported were possible. Any unit replacement shall be approved by a City of Alcoa representative.

If questions arise about HVAC “as built” issues, Contractor is encouraged to collaborate with designated City of Alcoa Contract Representative either with this overall contract OR the facility representative at the time.  Call anytime if you have any questions. 

Any work beyond the scope of this allowable contract, including chargeable work on the part of the winning Contractor shall be approved in advance by the City of Alcoa Contract Representative or Building Manager – or both.  

Proof of surety bond and workman’s insurance plan shall be required at time of bid.

If extended support work is performed on any roof of any City building under the span of this solicitation where the watertight integrity of the building may be compromised, plywood shall be placed on roof from man-way to AND AROUND ANY AFFECTED UNIT during entire extraordinary maintenance activities,   all sheets shall be removed upon completion.  Job will not be considered finished until then.

LABOR RATES

A.   Straight Time Labor Rate applies to the following days and times:

                                             thru                                                 during the hours of                         and                      

B.   Overtime Labor Rate applies to the following days and times:

                                             thru                                                 during the hours of                         and                      

C.   Holiday Labor Rate applies to the following days and times:

                                                thru                                                 during the hours of                         and                  

COA BUILDING LOCATIONS