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______________________________________________________________________________
Request for Proposals # 1738-18
HVAC Services
East Hartford Public Schools seeks to enter into multi-year indefinite quantity contracts with qualified
and licensed HVAC Contractors to provide repair, installation, modification and other associated HVAC
tasks on an as-needed basis.
Proposals should be addressed as follows:
East Hartford Public Schools, Dept. of Facilities Benjamin P. Whittaker, Director of Facilities 734 Tolland St. East Hartford, CT 06108
Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:
PROPOSAL NUMBER: 1738-18 PROPOSAL NAME: HVAC Services OPENING DATE: April 6, 2018
OPENING TIME: 12:00 pm
A MANDATORY pre-bid conference will be held at the East Hartford Public Schools Department of Facilities office at 734 Tolland St, East Hartford, CT on Thursday, March 22nd, 2018 beginning at 9:00 AM The intent of this conference will be to familiarize prospective contractors with the needs and expectations of EHPS and answer questions that might impact their proposals.
Questions related to this RFP must be submitted via e-mail to [email protected] no later than
3:00PM on March 28, 2018. Any addendums, if necessary, will be published on the East Hartford Public
Schools website by April 2, 2018.
cc: Nathan D. Quesnel, Superintendent of Schools Benjamin P. Whittaker, Director of Facilities Dan Ford, Facilities Maintenance Manager
“Schools that are the Pride of our Community”
Nathan A. Quesnel, Superintendent of Schools Benjamin P. Whittaker, Director of Facilities
1738-18 RFP HVAC Services
INSTRUCTIONS TO BIDDERS
These instructions are standard for all Proposals issued by the East Hartford Public Schools, East
Hartford, Connecticut, where a vendor is to furnish professional service to complete a P r o p o s a l
as outlined in our detailed specifications. East Hartford Public Schools may delete, supersede or
modify any of these standard instructions for a particular Proposal.
1.1 The attached Proposal is signed by the vendor with full knowledge of and
agreement with the general specifications, conditions and requirements of this
Proposal.
1.2 Submit Proposal in a sealed envelope marked with the vendor's name and address in the upper
left-hand corner. Proposal number, name, opening date and opening time must be marked in
the lower left hand corner.
1.3 Proposals received later than date and time specified will not be considered. Amendments to,
or withdrawals of, Proposals received later than the date and time set for Proposal opening will
not be considered.
1.4 After the opening of the Proposals, no Proposal can be withdrawn for a period of ninety (90) days.
1.5 Please note the Town of East Hartford may also elect to use these same services. All same
terms and conditions will apply. All references to East Hartford Public Schools will include the
Town of East Hartford. The right is reserved to purchase either by option or the total options
indicated, split awards and act, as it seems in the best interest of the East Hartford Public
Schools.
1.6 It is the vendor’s responsibility to check the East Hartford Public School website AND the
State DAS website for changes to the bid prior to the bid opening. The bidder will be held to
the bid and all addenda.
1.7 East Hartford Public Schools does not discriminate on the basis of sex, sexual orientation, race,
religion or national origin.
1.8 East Hartford Public Schools reserves the right to waive any formalities in Proposals; to reject
any and all Proposals, to waive technical defects and to make such award, including accepting a
Proposal, although not the low bid, as it deems to be in the best interest of the East Hartford
Public Schools.
1.9 East Hartford Public Schools may withhold acceptances of work and payment thereof when it is
determined that said work or materials do not meet the specified requirements. Payment will
not be made until corrections are made which are acceptable to the East Hartford Public Schools
officials and/or their authorized agent.
INSTRUCTIONS TO BIDDERS (cont’d)
1.10 East Hartford Public Schools may make such investigation as deemed necessary to determine
the ability of the bidder to discharge his contract. The bidder shall furnish the East Hartford
Public Schools with all such information and data including references of similar projects
conducted for other school systems as may be required for that purpose. East Hartford Public
Schools reserves the right to reject any Proposal if the bidder fails to satisfactorily convince
the East Hartford Public Schools that he/she is properly qualified by experience and has the
facilities to carry out the obligations of the contract and to satisfactorily complete the work
called for herein. Conditional Proposals will not be accepted.
1.11 Specifications cannot be relieved by anyone other than an assigned agent for East Hartford
Public Schools. All changes must be in writing, signed by agent.
1.12 The successful vendor will be required to provide proof of insurance as outlined in Appendix A
and sign an Indemnification Statement, a copy of which can be found in Appendix B.
1.13 All prices must be F.O.B. delivered.
1.14 The East Hartford Board of Education will not award a bid to any bidder who owes delinquent tax
to the town. Bidders certify by virtue of their signature on the bid sheet that neither the bidder nor
any business or corporation which the Bidder owns an interest is delinquent in tax obligations to
the Town. The Purchasing Department will verify that no delinquent taxes are owed before any bid is
awarded.
1.15 The term of contract shall be Five (5) full fiscal years. If mutually agreed between East Hartford
Public Schools and the Contractor, the contract may be extended under the same terms and
conditions for two (2) additional twelve month periods.
APPENDIX A INSURANCE REQUIREMENTS
A. GENERAL REQUIREMENTS
The VENDOR shall be responsible for maintaining insurance coverage in force for the
life of this contract of the kinds and adequate amounts to secure all of the VENDOR’S
obligations under this contract with an insurance company(ies) with an AM Best Rating
of A-VII or better licensed to write such insurance in the State of Connecticut and
acceptable to the Town of East Hartford Public Schools.
The insurer shall provide the East Hartford Public Schools with Certificates of
Insurance signed by an authorized representative of the insurer prior to the
performance of this contract describing the coverage and providing that the insurer shall
give the East Hartford Public Schools written notice at least thirty (30) days in advance of
any termination, expiration, or any and all changes in coverage.
Such insurance or renewals or replacements thereof shall remain in force during the term
of this contract and any extensions.
The VENDOR at the VENDOR’S own cost and expense shall procure and maintain all
insurance required and shall name the East Hartford Public Schools as Additional Insured
on all contracts, except Workers’ Compensation and Professional Errors & Omissions
coverage’s.
B. SPECIFIC REQUIREMENTS:
1) Workers’ Compensation Insurance
The VENDOR shall provide Statutory Workers’ Compensation Insurance,
including Employer’s Liability with limits of:
$100,000 each accident
$500,000 disease, policy limit
$100,000 disease, each employee
2) Commercial General Liability Insurance
The VENDOR shall carry Commercial General Liability Insurance (Insurance
Services Officer Incorporated Form CG-0001 or equivalent). A per occurrence
limit of $1,000,000 is required. The Aggregate Limit will be not less than
$2,000,000. Any deviations from the standard unendorsed form will be noted on
the Certificate of Insurance.
SPECIFIC REQUIREMENTS (cont’d)
3) Business Automobile Liability Insurance
The VENDOR shall carry Business Automobile Liability Insurance (Insurance
Services Office Incorporated Form CA-00001 or Equivalent). A per occurrence
limit of $1,000,000 is required. “Any Auto” (symbol 1 or equivalent) is required.
Any deviations from the standard unendorsed form will be noted on the
Certificate of Insurance.
C. OTHER:
The VENDOR shall carry Umbrella Liability or Excess Liability Coverage in the amount
of $1,000,000 per occurrence.
East Hartford Public Schools reserves the right to amend amounts of coverage required
and type of coverage’s provided based on work or service to be performed.
D. SUBCONTRACTOR’S REQUIREMENTS:
The VENDOR shall require the same insurance that it is required to carry by the East
Hartford Public Schools to be carried by any subcontractors and independent contractors
hired by the VENDOR and to obtain Certificates of Insurance before subcontractors and
independent contractors are permitted to begin work.
The VENDOR shall require that the East Hartford Public Schools be named as
Additional Insured on all subcontractors and independent contractors insurance before
permitted to begin work.
The VENDOR and all subcontractors and independent contractors and their insurers
shall waive all rights of subrogation against the East Hartford Public Schools and its
officers, agents, servants and employees for losses arising from work performed by each
on this contract.
P a g e | 5
APPENDIX A
CONTRACT
BROAD FORM CGL
REQUIRED AUTO LIABILITY
REQUIRED WORKMEN’S COMP.
REQUIRED PROFESSIONAL
E & O REQ’D UMBRELLA
REQUIRED
CONSTRUCTION $1,000,000 $1,000,000 CGS/100/500/100 $2,000,000 NON-CONSTRUCTION $1,000,000 $1,000,000 CGS/100/500/100
PROFESSIONAL (1)
SERVICES/ARCHI-
TECTURAL OR
ENGINEERING
$1,000,000
$1,000,000
CGS/100/500/100
$1,000,000
DELIVERED GOOD
SERVICES UNDER
CONTRACT
$1,000,000
$1,000,000
CGS/100/500/100
BUILDING RENTAL
ALL USE $1,000,000
E. Asbestos Abatement companies are required to provide an Asbestos Abatement Liability Policy in the amount of $1,000,000. This is in
addition to all requirements under Construction Category.
THE CONTRACTOR MUST NAME THE TOWN OF EAST HARTFORD AS AN ADDITIONAL INSURED ON BOTH THE GENERAL AND AUTO LIABILITY POLICIES.
CONTRACTOR MUST MAINTAIN COVERAGE FOR TERM OF THE CONTRACT.
FOOTNOTES:
(1) Broad Form Commercial General Liability – Coverages shall be minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property
damage liability. Automobile Liability – Coverage shall have minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property damage
liability. This shall include owned vehicles, non-owned vehicles and employee non-ownership.
Workers Compensation – Must meet statutory limits of $100,000 for each accident.
Builder’s risk insurance – For all construction projects exceeding $2,000,000 in value, Builders’ Risk Insurance shall be required for the project. The General Contractor
must carry this coverage with their base bid, however, the Owner may consider, after the Contract award, carrying this through their insurance carrier and accepting a
credit from the General Contractor. The amount of coverage to be carried will be for the project amount. The bid shall include a separate charge for the Builders Risk
policy.
Lockout/Tagout Policy
The Town of East Hartford and East Hartford Board of Education have developed a Lockout/Tagout
Program. It is designed to meet the requirements found in Code of Federal Regulations (C.F.R.) 29 part
1910.147.
Part of that program is to give notice to all outside contractors, that when they are working on any
equipment covered by this Code in or on our grounds, they are required to abide by these regulations.
It is the purpose of these procedures to establish a uniform and safe method of rendering machines and
equipment inoperative for servicing and maintenance. It shall be used to ensure that the machine or
equipment is isolated from all potentially hazardous energy sources. It should be locked out, tagged out, or
both, before employees perform any servicing or maintenance activities where the unexpected energization,
start-up or release of stored energy could cause injury to these employees or others.
A copy of our program is available for viewing at our Maintenance Office as well as a copy of OSHA
Regulation, C.F.R.29 part 1910.147.
The Director of Facilities will be notified by outside contractors when they are required to perform
(lockout/tagout) procedures on our premises. Failure on the contractors part to comply will leave him open
to any liability actions the “Board” feels is necessary; forfeiture of contract award and responsible for any
fines levied by OSHA for failing to comply.
Authorized employees will be responsible to comply with the procedures spelled out in our policy. A copy
of the policy will be provided for review to each contractor authorized to perform work in the school
system.
If any tag/lockout is to remain for duration over 8 hours, they are to notify and receive permission from the
Maintenance Supervisor to do so. When restoring power back to any device, they will be responsible to
notify those responsible at the building site as well as the Maintenance Supervisor, they have restored the
equipment to running order. They are also required to provide any and all notification as outlined in our
policy.
AT NO TIME SHALL ANY PROCEDURE IN THE EAST HARTFORD BOARD OF EDUCATION
LOCKOUT/TAGOUT POLICY BE CONSTRUED AS A LICENSE TO VIOLATE PROPER SAFETY
PRACTICES AND REQUIREMENTS OUTLINED IN CRF 29. PART 1910.147.
The Director of Facilities and Maintenance Supervisor may be reached at (860)622-5952 and (860)622-
5954 respectively.
CONFINED SPACE ENTRY
The Town of East Hartford and East Hartford Public Schools have developed a Confined Space Permit
Policy to comply with OSHA CFR 29 Part 1910.146. In the event that the Scope of Work requires a
Confined Space Permit, the contractor shall apply for such to the Director of Facilities. Any Contractor
interested in viewing the Owner’s Confined Space Policy may do so by visiting the following location
between the hours of 8 A.M. to 4 P.M. weekdays.
Revised 4/06
APPENDIX B
CONTRACTOR INDEMNIFICATION
The Contractor shall fully indemnify, defend and hold harmless the Town of East
Hartford, the East Hartford Board of Education and all of their agents servants and
employees to the fullest extent allowed by law for any claim for personal injury, bodily
injury, death, property damage, emotional injury or any other injury, loss or damage of
any kind occurring during the term of the agreement and alleged to have been caused in
whole or in part by the Contractor, and even if caused by the negligence of the Town of
East Hartford, the East Hartford Board of Education or any of their agents servants or
employees. This obligation shall further apply to:
(1) actions, suits, claims, demands, investigations and legal,
administrative or arbitration proceedings pending or threatened,
whether mature, un-matured, contingent, known or unknown, at
law or in equity, in any forum (collectively, "Claims") arising,
directly or indirectly, in connection with this {Invitation to Bid and
resulting Contract}, including any environmental matters, and
including the acts of commission or omission (collectively, the
"Acts") of the contractor or any of its members, directors, officers,
shareholders, representatives, agents, servants, consultants,
employees or any other person or entity with whom the contractor
is in privity of oral or written contract (collectively "Contractor
Parties");
(2) liabilities arising, directly or indirectly, in whole or in part, in
connection with this {Invitation to Bid and resulting contract}, out
of the Contractor's or Contractor Parties' Acts concerning its or
their duties and obligations as set forth in this Invitation to Bid and
resulting Contract; and
(3) all damages, losses, s and expenses, including but not limited to,
attorneys' and other professional' fees, that may arise out of such
claims and/or liabilities for personal injury, bodily injury,
emotional injury, death, property damage or any other injury or
loss caused in whole or in part by the Acts of the Contractor or any
Contractor’s Parties.
The Contractor hereby covenants and agrees that the Town of East Hartford or
East Hartford Board of Ed shall be endorsed on the contractor’s policies of insurance as
additional insured.
The Contractor hereby further covenants and agrees to obtain a policy of
insurance, with minimum limits of amounts listed in Appendix A, containing an
endorsement that covers this agreement to indemnify, defend and hold harmless the
Town of East Hartford or East Hartford Board of Education
The Contractor hereby further covenants and agrees to obtain an endorsement to
said policy of insurance policy that the Contractor’s insurance is primary and any
insurance obtained, or self-insurance provided, by the Town of East Hartford or East
Hartford Bd. of Education is excess.
The Contractor hereby further covenants and agrees to furnish a copy of the
insurance policy that meets all of the above requirements before any work or use of the
property commences.
The existence of insurance shall in no way limit the scope of this indemnification.
The Contractor further undertakes to reimburse the East Hartford Public Schools for
damage to property of the East Hartford Public Schools caused by the Contractor, or
his employees, agents, subcontractors or materialmen or by faulty, defective or
unsuitable material or equipment used by him or them.
STATE OF CONNECTICUT:
ss
COUNTY OF: Signed:
Contractor
By:
Name
Street
City/State Zip
Date Subscribed and Sworn to before me on this day of .
Notary Public
EAST HARTFORD PUBLIC SCHOOLS
1110 MAIN STREET
EAST HARTFORD, CT 06108
TO: All Vendors
FROM: Paul Mainuli, Director/Business Services
SUBJECT: Affirmative Action
East Hartford Public Schools is an Equal Opportunity Employer. The Board of
Education has made it a matter of policy that it will not transact business with firms,
which are not in compliance with all Federal and State Statutes and Executive Orders
pertaining to non-discrimination.
A copy of the Board of Education Affirmative Action Statement is printed on the bottom
of this letter.
In order to have your firm listed on our acceptable vendor's list and thereby be eligible
for consideration as a source for goods and services, please complete and return the
following Statement of Policy to us.
Paul Mainuli
Director of Business Services
STATEMENT OF POLICY
It is the employment policy of that there shall be no
discrimination against anyone on the grounds of race, creed, national origin, sex, sexual
orientation, or age in the hiring, upgrading, demotions, recruitment, termination and
selections for training.
In addition, this form is in full compliance with the letter and intent of the various Equal
Employment Opportunities and Civil Rights Statutes noted above.
Date Signed (Name/Title of Company Officer)
Area Code Telephone # Street Address
Area Code Fax City/State
RFP #1738-18
REFERENCE CHECKS
In the interest of securing competent contractors we are requiring the following information
be provided with your Proposal. Failure to provide this information may jeopardize your
firm being awarded this project.
Please provide three references:
Company Name
Contact Person
Telephone Number
Date Job Completed
Company Name
Contact Person
Telephone Number
Date Job Completed
Company Name
Contact Person
Telephone Number
Date Job Completed
Department of Facilities
Request for Proposals
HVAC Services
Background
East Hartford Public Schools (EHPS) is soliciting proposals from qualified and experienced mechanical contractors to provide Heating, Ventilation, Air Conditioning (HVAC) and related mechanical services at its (18) facilities totaling over 1,300,000 square feet. EHPS is interested in commissioning a long-term comprehensive Preventive Maintenance (“PM”) program for all HVAC systems in each building. This program shall include maintaining each piece of equipment in accordance with manufacturers’ requirements and industry standard practices. A service level guideline (Appendix B) and general equipment/systems list (Appendix C) for each building is included within this RFP. In addition to Preventive Maintenance services, the EHPS is soliciting pricing for service call work (including emergency work), as well as “As-Needed” services for more substantial equipment repairs and replacements. The intention of EHPS is to retain an experienced and qualified mechanical service company that can support all aspects of HVAC equipment maintenance, repairs, and replacements. It is anticipated that the services described herein will be required for a five (5) year period.
Work will be performed on high-profile properties, therefore contractors must be able to perform their
services in a neat, clean, professional manner. High quality and attention to detail are required.
Responses to this RFP must be received in the East Hartford Public Schools Department of Facilities
office at 734 Tolland St, East Hartford, CT 06108 no later than 12 Noon on April 6th, 2018.
A MANDATORY pre-bid conference will be held at the East Hartford Public Schools Department of Facilities office at 734 Tolland St, East Hartford, CT on Thursday, March 22nd, 2018 beginning at 9:00 AM The intent of this conference will be to familiarize prospective contractors with the needs and expectations of EHPS and answer questions that might impact their proposals.
Questions related to this RFP must be submitted via e-mail to [email protected] no later than
3:00PM on March 28th, 2018. Any addendums, if necessary, will be published on the East Hartford
Public Schools website by April 2, 2018.
Scope of Services
Anticipated services to be performed by the Contractor may include, but are not limited to, the following: 1) Semi-annual Preventive Maintenance (PM), Test, Inspection, and Seasonal Changeover Services
The intent of the PM program is to maintain every piece of equipment in each building according to manufacturer’s specification and industry standard practices. The program will be comprehensive in nature and should entail all work necessary to verify and ensure proper operation of the systems and seasonally change over the building systems from cooling (or non-heating) to heating modes where necessary. Any and all deficiencies shall be conveyed in writing to the Facilities Department as soon as possible after the equipment is serviced, with quotes or repair options provided where applicable.
The PM Schedule is broken into “Spring” and “Fall” tasks. These terms are used for simplicity only and does not imply that there will only be 2 visits necessary per year. Tasks will be completed with the best interests of EHPS’s operational schedule in mind. For example, some “Fall” PM tasks are better completed in the summer while the school is unoccupied (ex. belt changes), but others must wait until later in the season (operational checks, tower draining, etc). It is the intention of EHPS to “partner” with the selected contractor to work out ideal schedules.
A completed PM Checklist, which gives a generic scope for each type of equipment and service frequency, (example shown in Appendix B) must be submitted and accepted by EHPS before any PM is deemed complete and payable.
An equipment list by building for the entire portfolio is supplied (Appendix C) to give a general picture of equipment present in the buildings. EHPS is aware that these lists are outdated and in need of updating.
It will be the contractor’s responsibility during the first PM service to audit, survey, catalog (make/model/serial/location) and label each piece of mechanical equipment in each building, as well as install a tag or other identifier on each piece. If there are substantially more or less pieces of equipment than shown in the equipment list supplied by EHPS, additional compensation or credit for the PM service for that building will be negotiated.
2) Service Calls
Contractor will be called upon to provide emergency and non-emergency troubleshooting and repair work on an as-needed basis. The intent of service call work is to quickly and efficiently diagnose equipment issues and return equipment to service with minimal disruption to building occupants.
Service call work will be executed on a time and material basis utilizing the rates established in Appendix A. Once the issue with the equipment is determined, contractor must report back to an EHPS
representative with findings and estimated cost so a determination can be made on whether to continue with repairs.
Service calls are expected to be responded to by (1) technician. EHPS will not pay for a second technician to respond to a call unless approved of in advance.
Please reference the “Qualifications and Other Considerations” section for additional details pertaining to service call work.
3) “As Needed” Services
It is the intent of EHPS to utilize the selected contractor(s) for repair, replacement, reconfiguration and new installations for all EHPS HVAC system work of varying scope for the duration of the contract. However, EHPS will not be contractually bound to use the selected vendor(s) for any work beyond Preventive Maintenance Services.
When the need for major repair, replacement, reconfiguration or new installations of equipment arises, EHPS may ask the selected contractor for a fixed price or not-to-exceed price for the proposed scope of work. The contractor shall use the rate schedules and material markup listed in Appendix A- Pricing to determine the price of the work. Backup must be provided at the Town’s request.
From time to time, the need may arise to perform repairs or replace HVAC equipment on an emergency basis where the extent of the work may not be known at the onset or where time is of the essence to get the system back online. In these cases, after the contractor receives notice to proceed from EHPS, the contractor shall account for all time spent and materials used and invoice EHPS based solely on the rate schedule in Appendix A- Pricing
Proposals
Contractors must provide the following in their responses to this RFP:
1. General information and company history.
2. Describe at least (3) examples of client accounts currently serviced with the same scope of
services as listed in the “Required Services” section, and provide a reference (Name,
Organization, Phone Number) for each.
3. Explain your approach to working in educational or professional occupied facilities.
4. Personnel Listing. A complete listing of the key personnel anticipated to be assigned to this project by job classification, along with their resumes. Each resume shall include the individual's qualifications and experience in the subject area.
5. Pricing submitted using “Appendix A- Pricing”
Qualifications and Other Considerations
Contractor must maintain their principal place of business within 30 miles of the East Hartford
Public Schools Department of Facilities Building at 734 Tolland Street, East Hartford, CT.
Contractor must have a proven track record managing and maintaining small, medium, and large mechanical equipment and control systems in commercial buildings, including but not limited to: steam and hot water boilers, water and air cooled chillers, cooling towers, air handling units, variable frequency drives, heat recovery units, exhaust fans, ducted and ductless split systems, heat pumps, unit ventilators, air cooled condensing units, make up air units, rooftop units, duct furnaces, VAV units, PTAC units, and pneumatic and Direct Digital Control (DDC) systems.
Contractor must have personnel with at least a solid foundation and working knowledge of control system operation and troubleshooting, including pneumatics, Johnson Metasys, American Automatrix, and Cypress wireless devices. Technicians must understand interactions between pneumatic systems and overlaid DDC controls.
Willing and capable to work with EHPS to provide limited scope design/build services
Demonstrated ability to effectively troubleshoot system problems and recommend cost effective solutions.
All work is to be performed by Connecticut licensed HVAC Technicians (S1/S2 or D1/D2), except
for apprentice labor, which may be used only if approved by EHPS on a project-by-project basis.
Each apprentice shall be supervised at all times by a S1/S2 or D1/D2 Licensed HVAC Technician-
no more than a 1:1 ratio.
Accessible areas of all equipment under this contract shall be cleaned regularly by the
contractor. Cleaning does not have to be completed by S1/S2 or D1/D2 Licensed HVAC
Technicians, but must be done by an employee familiar with the equipment being cleaned to
ensure safe practices.
Contractors responding to this Request for Proposals must have sufficient staff and expertise to
complete the required services. The Contractor must agree that all personnel assigned to the
EHPS account are qualified and licensed for this type of work.
Contractor must provide all tools, materials and equipment required to complete all tasks,
unless certain materials/equipment are agreed to be provided by EHPS.
EHPS desires to limit the amount of “hot work” conducted in its facilities. Therefore, contractors
must possess and utilize a “pro-press” or similar system for piping projects when applicable.
Contractor shall be knowledgeable of appropriate building and HVAC codes and all work shall
conform to code. Permits shall be obtained as required by the East Hartford Building
Department.
Contractor must be able to respond to emergency service calls to any East Hartford Board of
Education owned facility within (2) hours, 24 hours per day, 7 days per week. The definition of
an issue as an “emergency” is completely up to the discretion of EHPS. For non-emergency
issues called in to the contractor by 11AM, same day service is required (during regular working
hours); After 11AM, next morning service is required. Service calls expected to extend into
“premium time” hours must be approved by EHPS.
Work performed by tradesman must be periodically checked on site by a member of the
contractor’s management team, or any time at the request of EHPS. PM work must be field
verified (spot checked) by a member of the management team and signed off on (the PM
Checklist) before the PM work will be considered complete. EHPS may, at its own discretion,
request a field inspection by the contractor’s management team with an EHPS representative
present.
Work authorized under any contract executed as a result of this RFP is not expected to reach the
thresholds requiring prevailing wages. If a project does require prevailing wages, contractor will
have the opportunity to adjust labor rates accordingly.
Bonding requirements will be on a project-by-project basis at the discretion of the Board of
Education.
Labor rates for “Standard time,” is defined as 7AM-5PM, Monday through Friday. “Premium
time” includes ALL other times.
East Hartford Public Schools are exempt from Connecticut Sales Tax. Do not include sales tax in
any pricing submitted.
“Materials” do not include shop supplies, tools, small equipment, and small items to support the
task being performed. Contractor is responsible for providing these supplies at no additional
cost.
Selection Process
Contractor(s) will be selected based on overall quality of the Contractor’s RFP response, relevance of
experience, strength of references, and pricing. The Department of Facilities will select contractors to
attend in-person interviews to determine the best fit between the contractor and the needs of the East
Hartford Public Schools.
East Hartford Public Schools reserves the right to negotiate with and enter into contracts with multiple
contractors selected through this RFP process. It is the intent to select one contractor for Preventive
Maintenance Services, but multiple contractors may be selected for service call or “as-needed” services.
Appendix A- Pricing
1. Comprehensive Preventive Maintenance Program
PM Services shall be fixed fee prices for Spring and Fall Services for each year. EHPS will issue an annual Purchase Order (PO) for these services, and contractor may bill semi-annually upon completion of the Spring and Fall service referencing the PO.
Property Year
1
Fall
Year
1
Spring
Year
2
Fall
Year
2
Spring
Year
3
Fall
Year
3
Spring
Year
4
Fall
Year
4
Spring
Year
5
Fall
Year
5
Spring
Central Admin- 1110 Main Street- 22,588 sf
CIBA- 857 Forbes St- 26,000 sf East Hartford High School—69 Forbes St- 394,000 sf
East Hartford Middle School- Burnside Ave- 255,000 sf
Facilities Headquarters – 734 Tolland St- 30,000 sf
Goodwin School- 1235 Forbes St- 54,200 sf
Hockanum School- 191 Main St. – 51,800 sf
Langford School- 91 Alps Dr. – 49,800 sf
Mayberry School – 101 Great Hill Rd. 49,000sf
Norris School – 40 Remington Rd. – 37,000 sf
O’Brien School – 56 Farm Dr.- 60,800 sf
O’Connell East- 305 May Rd.- 29,300 sf
O’Connell West- 301 May Rd. – 49,800 sf
Pitkin School – 330 Hills St. – 44,400 sf
Silver Lane School – 15 Mercer Ave- 46,000 sf
Stevens (Synergy) School- 40 Butternut Drive- 27,700 sf
Sunset Ridge School- 450 Forbes St. – 64,950 sf
Woodland School- 110 Long Hill Dr.- 42,800 sf
TOTAL
2. Labor Rates
a. S1/S2 Licensed HVAC Technician - Standard Time (per hour) $__________________
b. S1/S2 Licensed HVAC Technician - Premium Time (per hour) $__________________
c. D1/D2 Licensed HVAC Technician- Standard Time (per hour) $__________________
d. D1/D2 Licensed HVAC Technician - Premium Time (per hour) $__________________
e. Apprentice HVAC Technician- Standard Time (Per hour) $______________
f. Apprentice HVAC Technician- Premium Time (Per Hour) $______________
Note: Labor will be paid for on-site time only rounded to the next ½ hour
3. Emergency Service Call fee (flat rate/fee per call in) $____________
Note: This fee is only assessed for emergency work requiring response during “Premium Time”
and is the only fee that will be allowed in addition to per-hour rates above
4. Markup on materials= ________%
5. Markup on Sub-contractors= _________%
Appendix B- Sample PM Checklist/Service Level Guidelines
Example below is for a hypothetical property and not representative of any district property. Actual templates will be developed once program is in place. This table represents a general scope required and timing for each category of equipment
System Task Frequency Date Fully Completed
Technician
Air Compressors (For Pneumatic Controls)
Check operation and replace belts, air filters, and oil.
Fall
Air Handling Units/Make Up Air Units /Rooftop Units (AHU/MAU/RTU)
Replace all air filters with PM-40 Pleated style air filters or approved alternate
Spring/Fall
MAU’s shall have filters replaced 3-4 times a year
Aprox 3 months.
Lubricate motor, blower, linkages, bearings and dampers
Spring/Fall
Visually inspect all components for proper operation. Verify proper temperatures, pressures, valve performance, damper positions, coil condition etc.
Spring/Fall
Clean condensate drains/traps Spring
Replace all belts for all supply, return, and exhaust fans
Fall
Clean coils as necessary Spring/Fall
Boilers (Gas Fired Steam)
Clean and tune gas fired burner Fall
Test boiler controls, gauges, and all safety controls for proper operation and calibration.
Fall
Perform efficiency test on each burner and leave copy of readings with equipment.
Fall
Check gas pressures and adjust if necessary. Fall
Boilers (Gas Fired HW)
Clean and tune gas fired burner on hot water boilers
Fall
Test boiler controls, gauges, and all safety controls for proper operation and calibration.
Fall
Perform efficiency test on each burner and leave copy of readings with equipment.
Fall
Check gas pressures and adjust if necessary. Fall
Chillers (Air Cooled) Clean condenser coils Spring
Refill CHW loop and start up for cooling season and check/adjust operation as needed
Spring
Check operating and safety controls, oil levels, and refrigerant charge performance.
Spring
Drain CHW loop and lay-up chiller for winter (if required)
Fall
Chillers (Reciprocating/Scroll- Water Cooled)
Clean water cooled condenser tubes chiller and replace end bell gaskets
Spring
Start up for cooling season and check/adjust operation as needed
Spring
Operational check should include but is not limited to: checking refrigerant pressure, superheat temperature on the expansion valves, staging control, oil pressure and oil level, crankcase heaters, all gauges for accuracy, electrical components and overall water flow performance.
Spring/Fall
Condensers (Air Cooled)
Clean condenser coils, using an industry accepted environmentally safe cleaning solution, for all DX cooling systems. Check refrigerant charge, electrical controls and motors, and visually check for equipment leaks.
Spring
Condensate Return Systems
Operational check and lubrication of pumps. Verify make up water system is working correctly.
Fall
Cooling Towers Clean sump pans and screens and refill cooling tower. Replace belts, lubricate all bearings, start-up tower and check operation of tower, temperature controls, and pumps
Spring
Drain tower, clean sumps, and prepare tower system for winter (if taken offline in winter). Perform general inspection of tower
Fall
Controls General operational check of all control systems (pneumatic, DDC, or hybrid)
Spring/Fall
Condensate Return Systems
Operational check and lubrication of pumps. Verify make up water system working correctly.
Fall
Ductless Split Systems
Clean condenser coils using an industry accepted environmentally safe cleaning solution, check refrigerant charge, electrical controls and motors, and visually check equipment for leaks
Spring
Wash re-usable evaporator filters and replace if needed.
Spring/Fall
Duct Furnaces (Gas Fired)
Check and test individual zones with corresponding duct furnaces, including operating and safety controls and heat exchanger condition.
Fall
Clean and tune each duct furnace Fall
Perform efficiency test on each burner and leave copy of readings with equipment.
Fall
Check gas pressures and adjust if necessary. Fall
Exhaust Fans Replace belts, lubricate bearings and check operation
Fall
Furnaces (Gas Fired- Warm Air)
Clean and tune all furnace components Fall
Perform efficiency test on each burner and leave copy of readings with equipment.
Fall
Check gas pressures and adjust if necessary. Fall
Fan Coil Units (HW/CW)
Replace filter media Spring/Fall
Visual and general operational check of all fan coil units
Spring/Fall
Clean condensate pans/traps Spring
Heat Exchangers (Steam to HW)
Check and test operation of steam to hot water converter stations and steam traps
Fall
Heat Exchangers (Water to Water/Glycol)
Check and test operation, verify correct operating temperatures, valve operation, etc
Fall
Hot Water Heaters – Domestic (Electric)
Verify correct operation and setpoints Fall
Hot Water Heaters- Domestic (Gas Fired)
Clean and tune gas fired burner. Verify correct operation and setpoints
Fall
Pumps (HW/CHW) Lubricate, perform operational test and inspection and recalibrate where necessary
Fall/Spring
PTAC Units Clean condenser coils using an industry accepted environmentally safe cleaning solution
Spring
Replace filter media Spring/Fall
Check operation, refrigerant charge, and lubricate motors.
Spring/Fall
Radiator/Convector Units
Verify correct operation, make adjustments as necessary
Fall
Steam Traps Verify proper operation of all steam traps Fall
Unit Heaters (Gas Fired, HW, or Electric)
Check operation and safety controls. Spring/Fall
Replace filter media (if equipped) and clean/vacuum unit
Spring/Fall
Lubricate/inspect motors Spring/Fall
Unit Ventilators Lubricate/adjust motors linkages, dampers, or other components as necessary
Fall
Verify correct operation of actuators, valves, and outdoor air components
Fall
Change Filter Media Fall
Variable Frequency Drives
Check operation and make minor adjustments as needed.
Fall/Spring
Variable Air Volume Boxes
Check operation of VAVs Spring/Fall
Verify reheat coils are properly functioning
Fall
Lubricate/adjust linkages, dampers, or other components as necessary
Spring/Fall
General Clean equipment where necessary Spring/Fall
General Provide report of any deficiencies including repair costs
Spring/Fall
General Perform all required valve manipulations to systems from heating to cooling and vice versa (if required). Work with EHPS to ensure building systems are changed over to meet seasonal demands. This may require visits that do not necessarily correspond with PM work. Prior coordination is required with EHPS personnel.
Spring/Fall
Other
Other
Other
Appendix C- Equipment Listing
See attached document “Appendix C- EHPS HVAC Equipment List” for a general picture of equipment present in the buildings. EHPS is aware that this list is outdated (2012) and in need of updating.
It will be the contractor’s responsibility during the first PM service to audit, survey, catalog (make/model/serial/location) and label each piece of mechanical equipment in each building, as well as install a tag or other identifier on each piece. If there are substantially more or less pieces of equipment than shown in the equipment list supplied by EHPS, additional compensation for the PM service for that building will be negotiated.
NOTE: The (3) Carrier chillers located at East Hartford High School and the (1) Carrier Chiller
located at Connecticut International Baccalaureate Academy (CIBA) are NOT included in this
contract. They are serviced by the manufacturer. The other chillers in the portfolio ARE
included in the scope of this RFP.
SUBMITTED BY:
Vendor Contact Person
Written signature Title
Address:
Telephone# Fax#
Email Date
Tax Collector verification:
No delinquent taxes owed by the awarded bidder to the Town of East Hartford