Department of Public Services
REQUEST FOR BIDS (RFB)
FOR
GOVERNMENT CENTER
PACKAGED ROOFTOP HVAC UNITS
REPLACEMENT PROJECT
June 5, 2014
Bids Due by 2:00 p.m. on June 26, 2014
(Public Bid Opening Will Follow at 2:00 P.M.)
One Detjen Drive, Crestwood, Missouri 63126 • 314-729-4720 • Fax 314-729-4729
http://www.ci.crestwood.mo.us
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Request for Bids for
PACKAGED ROOFTOP HVAC UNITS REPLACEMENT PROJECT
City of Crestwood, MO
The City of Crestwood, MO (“City”) is soliciting bids for a turnkey project to provide and install
six (6) rooftop high efficiency HVAC unit replacements at the City’s Government Center
(“Project”). This work shall be completed between September 15, 2014 and November 1, 2014.
Bids shall also include the removal and disposal of the HVAC units being replaced, start-up
support, and training of City Staff.
PROJECT TIMELINE
June 12, 2014
June 26, 2014
July 8 & 22, 2014
NLT August 1, 2014
NLT November 1, 2014
Mandatory Site Visit
Bids Due
Project Considered by Board of Aldermen
Notice to Proceed
Installation, start-up and training complete
HVAC EQUIPMENT SPECIFICATIONS
The HVAC units to be replaced are Carrier model units. For that reason, in order to provide
sufficient information and guidance for the HVAC units to be provided, the following equipment
criteria, standards and performance, based upon Carrier High Efficiency rooftop units, are
included. By including that equipment information from the Carrier units, the City is not requiring
that Carrier equipment be bid, nor intending to limit in any way the equipment which bidders
may propose, but to provide a reference for the equipment standards and performance which
must be met or exceeded. All bidders are expected to provide adequate documentation
demonstrating that the equipment being bid in fact meets the criteria listed. The table below lists
the units and specific areas of the Government Center where the HVAC units are to be installed.
The model numbers listed for reference are Carrier units.
HVAC Units Standard, Criteria and Performance
Unit
C2
Area
Administration
F2
Fire Department
Captains’ Office
Fire Department
Recreation Room
South
Fire Department
Captains’ Bunk Room
& Rec Room North
Fire Department South
Bunk Room
Fire Department North
Bunk Room
F3
F4
F5
F6
Model
48HCED12A2A5OAOAO
48HCED08A2A5OAOAO
48HCEAO6A2A5OAOAO
Size
12
Cooling
(Tons)
10
Heating
(BTUs)
180,000224,000
120,000180,000
93,000115,000
Efficiency
12.0 SEER
08
7.5
13.0 SEER
06
5
48HCEAO6A2A5OAOAO
06
5
93,000115,000
15.2 SEER
48HCEAO4A2A5OAOAO
48HCEAO4A2A5OAOAO
04
3
15.0 SEER
04
3
82,000115,000
82,000115,000
15.2 SEER
15.0 SEER
ADDITIONAL SPECIFICATIONS:
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All units shall be 208V, 3-Phase, 60Hz
Curbs to be adapted to existing roof penetrations
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All units shall include
o Louver condenser coil guards
o Economizer and Motor Master Control
REMOVAL AND DISPOSAL OF EXISTING EQUIPMENT
Contractor shall be responsible for the removal and disposal of all HVAC units being replaced.
MANDATORY SITE VISIT
A site visit is required by all interested parties; and firms interested in bidding should meet
Mr. John Vonarx in the lobby of the Government Center at 8:00 am on June 12, 2014. His
(mobile) phone number is (314) 608-3921. Failure by a bidder to attend the site visit may result
in its bid being rejected by the City.
BID SUBMITTAL DATE
Bids are due no later than 2:00 p.m. on, Thursday June 26, 2014, and must be received by
that time and date, at the address listed below. Bids will be publicly opened at that time, date
and location. Bids received after the time set for receiving them will not be considered, and will
be returned unopened. Bid postmark dates and times will not be considered as meeting that
deadline. Submittal should consist of one original and three copies, and each marked as the
original or copy.
Withdrawing Bids - A bidder may withdraw its bid, either personally or by written request, at any
time prior to the scheduled time for opening of bids.
Only hard-copy, signed, submittals will be considered. Telegraphic, telephonic, telecopy (FAX),
or emailed submittals or such modifications of submittals will not be considered. Bids shall be
written in ink, computer generated, or by typewriter. Mistakes may be crossed out and
corrections inserted adjacent thereto and must be initialed in ink by the person signing the bid.
Bids are to be verified before submission as they cannot be corrected or altered or signed after
bids are opened.
Proposers are solely responsible for the delivery of their submittals to the specified location by
the time and date specified. The City is not responsible for bids that are delinquent, lost,
mismarked, and sent to an address other than that given, or sent by mail or courier service.
The City reserves the right, after opening the bids, to reject any or all bids, or to accept the
bid(s) that in its sole judgment is the lowest responsible bid meeting specifications.
Bids in response to this Request for Bids must be received in a sealed envelope and be
addressed as follows:
Mr. Brian Hibdon
Acting Director of Public Services
City of Crestwood
1 Detjen Drive
Crestwood, MO 63126
RE: ROOFTOP PACKAGED HVAC UNITS REPLACEMENT PROJECT
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TRAINING
Contractor shall provide on-site training for City operating personnel after the HVAC units are
fully operational.
START-UP
Contractor shall provide start-up commissioning of the HVAC units.
BID CONTENT
1. Bid shall be an all-inclusive, fixed-cost price for completing the Project, including but not
limited to, materials, equipment, labor, professional fees, related costs, permits, training,
start-up, and all other expenses.
2. It is the contractor’s responsibility to obtain all necessary permits for this project; and the
cost of required permits should be included in the bid. Contractors will be required to apply
for the appropriate permits from the City; however, no permit fees will be charged.
3. The City requires each bidder to submit a bid which clearly addresses all of the
requirements outlined in this RFB.
4. All bids in response to this RFB should follow the format and instruction described in this
RFB. Failure to follow the instructions may result in rejection of the bid.
5. Statement of Work/Approach – Briefly explain how the bidder will address the work and
services described and required, including installation, start-up, and training.
6. Qualifications – List three (3) to five (5) completed public sector projects equal or greater in
terms of project type, size, complexity, budget and schedule for which the bidder provided a
similar or same type project. The listed projects must demonstrate that the firm, through
previously completed work, has developed expertise to provide the equipment and services
as required for this Project. Provide the following information for each project:
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Project Name
Project Dates—began and completed
Public Sector Client
Client Point of Contact (POC)
Current Phone Number for POC
Number and sizes of high-efficiency HVAC rooftop package units installed
Total Cost of Project
Whether the Project resulted from a request for bid (RFB), a request for proposal
(RFP), or was sole-source
7. Product Information –
(a) Provide manufacturer’s specification sheets and adequate documentation detailing the
standards, specifications and performance for the equipment being bid.
(b) Provide adequate documentation specifying the following warranty on the proposed
equipment: 1 year all-inclusive warranty, 5 year warranty on compressor, and 10 year
warranty on heat exchanger.
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8. Provide evidence of authorization to do business in the State of Missouri, current licensing,
and registration required to perform this Project in Crestwood, Missouri.
9. Provide the staffing plan of the individuals who will be assigned to the Project. This listing
should detail each individual’s role in this Project and specific experience on projects of this
type.
10. Suppliers and Sub-contractors – If applicable, list all suppliers and sub-contractors and
describe their experience and roles on comparable projects.
11. Provide the required documentation and affidavits to demonstrate bidder’s participation in a
Federal Work Authorization Program, as required by applicable Missouri law.
BID SECURITY
1. Each bid shall be accompanied by a certified check or bank draft on a responsible solvent
bank or a satisfactory bid bond executed by the bidder and surety company and payable to
the City of Crestwood, Missouri, in the amount of not less than five percent (5%) of the base
bid plus the greatest of any alternate bids. If the bidder fails to enter into a contract with the
City on the terms stated in this RFB, or fails to furnish a performance bond and labor and
material payment bond equal to the amount of the contract, the amount of the bid bond will
be forfeited to the City as liquidated damages, not as penalty.
2. The City will have the right to retain the bid bond of the bidder to whom an award is being
considered or is made until either: (a) the City-Contractor Agreement has been executed
and the performance and labor and material payment bond have been furnished, or (b) bids
have been rejected. The bid bond of all bidders to whom an award is not being considered
shall be returned promptly after the bid opening.
COMMUNICATIONS WITH THE CITY
Any and all communications with the City shall be in writing and shall be directed only to Brian
Hibdon, Acting Director of Public Works, to the address indicated on the first page of this RFB,
or to (email address to be included). Any questions regarding this RFB shall be in writing,
and must be received on or before June 23, 2014, by no later than 3:00 p.m. CDT. The City
reserves the right not to respond to any or all such questions.
SELECTION PROCESS AND AWARD
1. City Staff will evaluate the bids received in response to the Request for Bids.
2. The City reserves the right to reject any and all bids, to request additional information and/or
clarifications from any or all bidders for this RFB.
3. The City reserves the right to conduct interviews prior to a determination of the bidder to be
recommended for award. However, the City also reserves the right to make final selection
based solely upon evaluation of the written bids, without conducting interviews.
4. City Staff will recommend to the Board of Aldermen the bidder to be awarded the contract;
final authority to approve the contractor rests with the Board of Aldermen. A copy of the
contract in substantial form, which will be entered into, is attached to this RFB.
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5. The City will award the contract to the lowest responsible bidder meeting the specifications
of this RFB. In determining the lowest responsible bidder, in addition to price, the City will
consider the ability, capacity or skill to perform the contract or provide the service required,
whether the bidder can perform the contract or provide the service promptly and within the
time specified, without delay or interference; the character, integrity, reputation, judgment,
experience and efficiency of the bidder; the quality of performance of previous contracts or
services; the previous and existing compliance by the bidder with laws and ordinances
relating to the contract or service; the sufficiency of the financial resources and ability of the
bidder to perform the contract or provide the services; the quality, availability and
adaptability of the supplies or contractual services to the particular use required; the ability
to provide future maintenance and service for the use of the subject of the contract; and the
number and scope of conditions attached to the bid.
BOND REQUIRMENTS
1. The successful bidder shall furnish a performance bond and a labor and material payment
bond in an amount equal to one hundred percent (100%) of the contract sum, as security for
the faithful performance of the contract.
2. The surety shall be a company licensed to do business in the State of Missouri and shall be
acceptable to the City.
LIQUIDATED DAMAGES
Please note that the contract allows for liquidated damages.
GENERAL
1. The City is exempt from Missouri sales and use tax on purchases.
2. Interpretation of Bids - Any interpretation of, or change in the bid documents will be made
only by an addendum posted on the City’s web site with the RFB, and shall become part of
any contract awarded. The City will not be responsible for any other explanation or
interpretations.
3. Addenda - Any addenda issued by the City during the time of bidding and prior to the bid
submission date shall be covered in the bid and shall be made a part of the contract.
4. Payment Terms – The contractor will be paid in a lump sum after the Work is complete and
the contractor’s application for payment has been processed and approved by the City.
5. Affirmative Action - The City requires any vendor who receives business from the City to
adhere to the Equal Opportunities in Employment guidelines as set forth within Federal and
State guidelines. By signing and submitting a bid for this contract to the City, the bidder is
certifying to adhere to said guidelines.
6. All bids and related materials submitted in response to this RFB shall become the property
of the City.
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7. The City reserves the right to cancel or modify, in part or in its entirety, this RFB, including
but not limited to: selection schedule, submittal date and submittal requirements. If the City
cancels or modifies the RFB, the notice will be posted on the City’s web site with the RFB.
8. The City reserves the right to reject any and all bids and to waive any formality.
9. The contractor will be required to prepare and complete all required documentation,
including all required or necessary calculations covering the HVAC units provided, related to
the Ameren incentive program, for the City to sign and submit to Ameren.
10. The contractor selected must require all on-site employees to complete a ten-hour OSHA
construction safety program, or such employees must hold documentation of prior
completion of such program, as required by Section 296.675, Missouri Revised Statutes.
11. This project and the contract to be awarded are subject to the prevailing wage requirements,
under applicable Missouri law. The applicable Annual Wage Order No. 20 is attached to this
RFB and will be incorporated in the contract. The contractor will be required to comply with
all prevailing wage requirements.
12. The City requests that the contractor use American products whenever the quality and price
are comparable with other products.
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