Repair Services to Replace RTU #1

REQUEST FOR PROPOSAL

Repair Services to Replace RTU #1

For

The CREC Polaris Center

474 School Street

East Hartford, CT 06108

Mandatory Site Visits by Appointment:

May 23-24, 2016, 7:00AM to 1:00PM

The Polaris Center 474 School Street, East Hartford CT

Written Proposals Due: on or beforeJune 8, 2016

Contract Award: June 15, 2016

Bidder Information

Company/Vendor______

Bidder’s Address______

Bidder’s Representative______

Telephone #’s:______

Email Address ______

QUESTIONS –Contact

John Danco

Facilities Manager

CREC Polaris Center

C-860-250-354l,

Request for Proposal

Table of Contents

SectionPage

Cover1

Table of Contents2

Invitation to bid3

Introduction 4

Submitting a Proposal 4

Requirements to Bid5

Laws and regulations6-7

InsuranceProperty Requirements8

Scope of Work9-10

Award of Contract11

Payment for Services12

Cancellation or Changes to the Contract 12

Exhibit A – Bid Submittal Form13

Exhibit B – Schedule of Values14

Exhibit C – Insurance Requirements15-17

Exhibit D – Vendor Independence18

Exhibit E – Vendor Affidavit19

INVITATION TO BID

Pursuant to the terms and conditions of this Request for Proposal (“RPF”), the Capitol Region Education Council (“CREC”) is pleased to announce the invitation to submit proposals to vendors for Repair Services for CREC Polaris Center, 474 School Street East Hartford, Ct, 06108.

Proposals may be mailed, hand delivered or E-Mailed to:

John Danco

Facilities Manager

CREC Polaris Center

474 School Street

East Hartford, CT 06108

Proposals for Repair Services)

Proposals will be accepted at CREC Polaris Center 474 School Street East Hartford, CT, until June 8, 2016, 3:00 PM. No extensions will be granted.

It is expected that a contract award decision will be made by June 15, 2016.

CREC is pleased to make this opportunity available and looks forward to receiving your proposal.

CREC is an Equal Opportunity Employer.

Please direct any and all questions concerning this RFP to, John Danco, Facilities

Manager CREC Polaris Center C-860-250-354l,

INTRODUCTION

ABOUT CREC: CREC is a RegionalEducationServiceCenter (“RESC”) established under Connecticut General Statute 10-66a-n.

CREC is a public non-profit organization and is tax exempt under section 170 c (1) of the Internal Revenue Code.

CREC’s administrative staff has been assigned the responsibility for negotiating, contracting, coordinating andmonitoring the scope of services to be provided by itsvendor.

PURPOSE OF RFP: This RFP is requesting proposals (collectively, “Proposals” and individually, a “Proposal”) for services necessary and/or required to perform the work and provide services as described in the Scope of Worklisted on pages 9-10 of this proposalfor 474 School Street East Hartford, CT 06108(as such terms are defined below) pursuant to and in compliance with the requirements set forth in this RFP.

SUBMITTING A PROPOSAL

1. A Proposal Packet must be submitted in anenvelope(s) or package(s), bearing on the outside the wording“CREC Polaris Center 474 School Street East Hartford, CT, RTU #1 Repair Services.

1. Vendors shall only rely upon the written instructions of this RFP and any written addendums to the RFP, which addendums shall be provided to all vendors. Vendor shall not rely upon, nor will CREC be responsible for,any verbal instructions given to vendors.

1. If forwarded by mail, the envelope(s) or package(s) containing the Proposal (marked as directed above) must be addressed as specified to:

John Danco

Facilities Manager

CREC Polaris Center

474 School Street

East Hartford, CT 06108

Proposals for RTU #1Repair Services)

REQUIREMENTS TO BID

MANDATORY SITE VISIT

In order to be eligible to submit a Proposal, each vendor shall have participated in a visit of CREC Polaris Center 474 School Street East Hartford, CT

The visitis scheduled by appointment,see cover page for date and times.

Vendors are encouraged to discuss the scope of services with John Danco, Facilities Manager andduring the site visit and to familiarize themselves with the areas involved and the conditions under which the work is to be performed. Failure to do so will not relieve the successful vendor of the obligation to furnish all labor, material, and equipment in accordance with the requirements of this RPF and the Contract.

DOCUMENTS TO BE PROVIDED IN PROPOSAL

A Proposal shall contain all information required by this RFP. Otherwise the Proposals may be considered non-conforming and subject to rejection.

1. Bid Submittal Form. A printed copy of the Bid Submittal Form, Exhibit A

1. Schedule of Values. A printed copy of your schedule of values outlining the portions of each individual project contract sum, Exhibit B

1. Insurance. Each vendor must include a printed and signed copy of the entire Insurance and Property Requirements section of the RFP along with a printed and signed copy ofand any additional materials the vendor wishes to include, Exhibit C.

1. Independence. Please see Exhibit D for the vendor independence statement. A signed copy of this must be included in the Proposal.

1. Affidavit. Please see Exhibit E for the vendor affidavit. A signed copy of the vendor affidavit must be included in the Proposal.

1. Other. Information which a vendor desires to present that does not fall within any of the above categories may be presented in this section.

Should a vendor desire clarification or interpretation of any item in the RFP, such request shall be made, in writing, to John Danco Facilities Manager CREC Polaris Center, 474 School Street East Hartford, CT 06108, jdanco @crec.org. Such inquiry and the response in writing will be provided to all prospective vendors.

Proposal evaluators will place emphasis on completeness and clarity of contentin each vendor’s Proposal. Thus, the clarity of a vendor’s written responsewill be considered along with a vendor’s capability to perform the requirements of this RFP.

APPLICABLE LAWS AND REGULATIONS:

1. The execution of theContract binds the vendor to all applicable State of Connecticut (“State”) labor standards, laws and regulations. All such standards, laws and regulations shall be binding to the same extent as if they were copied at length herein.

2. The vendor agrees and warrants that in the performance of the Services it will not discriminate or permit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, mental retardation, mental or physical disability, including, but not limited to, blindness, unless it is shown by the vendor that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or the State. The vendor further agrees to take affirmative action to insure that applicants with job-related qualifications are employed and that employees are treated when employed without regard to their race, color, religious creed, age, marital status, national origin, ancestry, sex, mental retardation, mental disability or physical disability, including, but not limited to blindness, unless it is shown by the vendor that such disability prevents performance of the Services.

It shall be the responsibility of the vendor to be familiar with and knowledgeable about all applicable State labor standards, laws and regulations. Avendor may be required to undergo a pre-award compliance review for the purpose of ascertaining whether, in the opinion of CREC, the vendor is willing and/or capable of complying with theserequirements.

1. All work performed under the Contract must meet State and federal OSHA standards, as amended.

1. Federal, A.H.E.R.A., and State regulations require that anyone engaged in construction and/or demolition services work in schools must have asbestos awareness training.

5.CREC is an equal opportunity employer and purchaser. The vendor agrees that in connection with the Services no employee or applicant for employment or vendor will be discriminated against because of race, color, religious creed, marital status, national origin, ancestry, sex, sexual orientation, age, present or past history of mental disorder, mental retardation or physical disability including but not limited to blindness, or veteran's status.

6. All vendors’ employees shall be attired in suitable work clothes and each shall be identified by a suitable company decal on apparel and wear a conspicuous identification badge. Apparel shall be clean and in good condition at all times.

Suitable work clothes include, but are not limited to, the following:

a. Shirts must be worn at all times;

b. Hats may not be worn in occupied buildings; and

c. Shorts may not be worn.

7. The vendor shall be solely responsible for the proper training and qualification of its employees and all persons providing the Services.

The vendor shall at all times enforce among its employees the compliance with all safety and other rules, regulations, policies and procedures as may be established by CREC for the properties contracted in this RFP.

8. The vendor shall indemnify and hold the CREC Council, CREC,and their respective officers, agents, and employees wholly harmless from any harm, damage, or loss arising from any cause related to actions or in-actions by any of its employees or anyone directly or indirectly employed by vendor or anyone for whose acts vendor may be liable.

9.The vendor shall employ an individual, or individuals, in a supervisory capacity, whose primary function will be the supervision of the vendor’s employees or anyone directly or indirectly employed by vendor or anyone for whose acts vendor may be liable performing Services for The CREC Polaris Center.

Said supervisor or supervisors shall be responsible for all communications, written or verbal, as required by the director of facilities or designate, concerning any activities related to the performance of the Services. The supervisor(s) shall represent the vendor, and all communications given to and given by the supervisor shall be as binding as if given to and given by the vendor. In addition, the supervisor(s) shall represent the policies and procedures developed by CREC as they pertain to the operations of for The CREC Polaris Center or the providing of the Services. These policies and procedures will be delivered through the direction of the CREC Director of Facilities.

Such communications may include, but not be limited to, the following:

a. Reporting in, as necessary to the director of facilities, or designee.

b. Reporting, in writing, any and all damage resulting from an occurrence during the vendor’s work at for The CREC Polaris Center.

c. Providing notification of any dangerous or potentially dangerous conditions existing at the site upon which Services are performed by the vendor.

d. Attending review meetings as scheduled by thedirector of facilities ordesignate.

10. The vendor shall employ staff sufficient in number to ensure the regular and uninterrupted operation of the work. Work hours will be established with the successful bidder following the award of the contract

11. CREC reserves the right, in its sole and absolute discretion, the removal of the vendor or any of the vendor’s employees.

Date: ______

I ______(vendor owner or authorized employee) verify and authorize that ______(vendor company name) accept and can meet the Standards, criteria, requirements and other expectations outlined above in the REQUIREMENTS TO BID section of this RFP.

Please check one box below:

□ Vendor has NO additional comments or clarifications to the STAFFING REQUIREMENTS.

□ Vendor has written comments or clarifications to the STAFFING REQUIREMENTS and they are attached.

INSURANCE & PROPERTY REQUIREMENTS:

1. The vendor will, at all times, hold harmless and indemnify CREC, related entities, its Council,its officers, its members and its employees, from and against any and all liability, damages, loss claims, accidents, costs, claims, demands, expenses, including attorney’s fees, occasioned by or rising out or caused or alleged to have been caused in any manner by the performance of the Services under this RFP or the Contract.

2. The awarded vendor will be expected to carry, and furnish proof, of insurance as defined in Exhibit C.

3. The vendor must protect all property of CREC (i.e.; all floors, furniture, glass, land, etc.) from injury or other damage occasioned by or rising out of the performance of the Services. Any damage so caused must be repaired by the vendor at its own expense.

Employees of the vendor shall not disturb papers, records, or materials left on desks, tables, or cabinets, without specific instructions from CREC.

The vendor shall take all necessary precautions to prevent loss or damage caused by vandalism, theft, or pilferage of property located within the property(s).

If given, the vendor shall exercise extreme care in handling and securing all keys and security access keyfobs (hereinafter both items referred to as keys). The vendor shall issue such keys to the employees at the start of each shift and shall collect them from the employees at the end of each shift. At all other times, the vendor shall keep such keys in a key box or other secure container furnished by CREC. In the event that such keys are lost, the vendor shall immediately notifythe director of facilities or designee. The vendor shall pay the costs of replacing lost keys and rekeying the locks to all doors operated by such keys.

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Date: ______

I ______(vendor owner or authorized employee) verify and authorize that ______(vendor company name) accept and can meet the standards, criteria, requirements and other expectations outlined above in the INSURANCE AND PROPERTYREQUIREMENTSsection of this RFP.

Please check one box below:

□ Vendor has NO additional comments or clarifications to the INSURANCE AND PROPERTY REQUIREMENTS.

□ Vendor has written comments or clarifications to the INSURANCE AND PROPERTY REQUIREMENTS and they are attached.

SCOPE OF WORK

SCOPE OF WORK / SERVICES REQUIREMENTSsection of this RFP.

Existing Equipment to be repaired or replaced:

Equipment:Roof Top Unit;

Asset Tag: RTU 1

Qyt:1

Manufacturer:Trane

Model #YCD241C3HB

Serial #321101296D

RTU 1 is also equipped with an Energy Wheel:

Equipment:Roof Top Unit Energy Wheel

Asset Tag: RTU 1-Energy Wheel

Qyt:1

Manufacturer:Trane/SEMCO Inc.

Model #FV3000T-4RN4AB

Serial #31869/MO15325-01

Scope of work “A”

Condensing Coil only Replacement:

Remove necessary panels to access Condensing Coil and piping for removal.

Recover R-22 from Circuit 2.

Disconnect coil piping and remove damaged coil from unit.

Supply New Trane OEM Condenser Coil for unit.

Using a crane, rig new Condensing Coil to unit.

Remove damaged Condensing Coil from roof with crane for proper disposal.

Install new Condensing Coil and attach all associated piping.

Removeliquid line dryers for circuits 1 and 2 and replace with new Trane OEM line dryers.

Pressure test unit with Nitrogen and check for leaks.

Pull vacuum on circuits 1 and 2 to OEM micron levels to remove moisture.

Supply and install new R-22 refrigerant to factory documented levels

reinstall panels.

Restore power and test unit operation.

When unit is running to OEM specifications return unit to normal operating condition.

Scope of work “B”

RTU 1 AC Unit and Energy wheel replacement

Trane R410a Packaged Gas/Electric Roof Top Unit

DX Cooling, Gas Heat

High Efficiency

20 Ton Dual Compressor

208-203/60/3

Reliatel Microprocessor Controls

Gas Heat – High

Economizer Comparative 0-100% with Barometric Relief

Oversize Motor

Standard panel 2 in pleated filters

Comm ¾ Communications Interface card

Factory Warranty

SEMCO ERV Wheel and Pedestal Support

Reclaim Refrigerant, Disconnect, remove and turn old RTU over to Polaris Facilities.

Receive, deliver, and rig new adapter curb/RTU

Reconnect electrical and gas service to unit

Setup and connect RTU to Trane Summit Building Automation System

Start Up and Test.

Please check one box below:

□ Vendor has NO additional comments or clarifications to the SCOPE OF WORK / SERVICES REQUIREMENTS.

□ Vendor has written comments or clarifications to the SCOPE OF WORK / SERVICES REQUIREMENTS and they are attached.

AWARD OF CONTRACT

PROPOSAL ACCEPTANCE

Proposalswill be accepted at CREC Polaris Center 474 School Street East Hartford, CT, untilJune 8, 2016, 3:00 PM. No extensions will be granted.

CREC shall have the right, in its sole and absolute discretion, to reject any or all Proposals and, in particular, to reject a Proposal not in compliance with the RFP, or a Proposal which is in any way incomplete or irregular. Further, CREC shall have the right, in it sole and absolute discretion, to waive any informality or irregularity in any Proposal received, to negotiate changes, to offered additional terms and to accept the Proposal that, in its judgment, will be in the best interest of CREC.

CREC may investigate and research, as it deems necessary, any vendor to determine the ability of the vendor to perform the Services.The vendor shall furnish all information and data for this purpose as CREC may request.

CREC reserves the right to reject any Proposal if evidence submitted by the vendor, or investigation of the vendor, fails to satisfy CREC that the vendor is properly qualified to perform the Services.

The vendor certifies under penalty of perjury that, to the best of their knowledge and belief, the prices in the Proposal have been arrived at independently, without collusion, consultation, communication, or agreement with any other vendor or competitor and, further, that the prices which have been quoted in the Proposal have not been knowingly disclosed by them, directly or indirectly, to any other vendor or competitorprior to the opening of Proposals by CREC. The submission of a Proposal shall serve as conclusive evidence that the vendor is satisfied as to all requirements outlined in the RFP and to all conditions serving to control the execution of any Contract which may be executed between the parties.

ADDITIONAL VENDOR INFORMATION

Vendors submitting a Proposal may be required to give an oral presentation of their Proposal. The oral presentation is intended to be a fact finding and explanation session only and will not include negotiation. CREC will schedule the time and location of the oral presentations. The decision to conduct oral presentations shall be exercised only at the option CREC.

During the evaluation process, CREC reserves the right, where it may serve in the bestinterests of CREC, to request additional information or clarifications from vendors, or to allow corrections of errors or omissions. CREC reserves the right to retain all Proposals submitted and to use any ideas in a Proposal regardless of whether that Proposal is selected.

AWARDING OF CONTRACT

CREC may elect to award the Contract to a vendor that has not submitted the lowest Proposal if it is judged to be in CREC’s best interest. Criteria which could be applied in the determination would include, but not be limited to, evidence of financial responsibility, performance on other contracts, experience, and ability to provide future services, references and utilization of technology.