State & Local Government Bid and Contract Opportunities

Request for Quote

Cascade Fish Hatchery Heat Pump Purchase & Installations


Manual or Electronic Bids Allowed

Issued By

ODFW - Procurement Section
3406 Cherry Ave NE
Salem, Oregon
97303

Contact: Mark Traynor (Browser)

Phone: 1 (541) 374-8381

Fax: 1

Email: mark.e.traynor@state.or.us

Opportunity #

ODFW-1431-08

Closing Date & Time

09/30/2008 4:00 PM

Time Zone

Pacific Time

Approx. Time Remaining

All dates are mm/dd/yyyy

Attachments Exist

Issued For

ODFW - Northwest Region
Cascade Fish Hatchery
74152 NE Eagle Creek Loop Road
Cascade Locks, Oregon
97014

Opportunity Summary

The Oregon Department of Fish and Wildlife's Cascade Hatchery is currently requesting
quotes for the removal of existing heat pumps and install new high efficiency heat pump
systems in four (4) residences; three (3) located at Cascade Fish Hatchery and one (1)
located at Bonneville Fish Hatchery approximately two miles from Cascade Fish Hatchery.

A MANDATORY Bid Form is attached. You must download the attachment and use the attached
Bid Form to bid on the solicitation.

MANDATORY SITE VISIT REQUIRED: The first site visit will be Tuesday, September 23, 2008,
and, will start promptly at 9:00 a.m., and will be held at the site 74152 NE Eagle Creek
Loop, Cascade Locks, Or, 97014. On completion of the first site visit all Vendors must go
to second location at 70543 NE Herman Loop, Cascade Locks, OR, 97014. Only bidders
attending both site visits will be eligible to bid.

DESCRIPTION OF WORK:
A. Project includes furnishing the necessary expertise, labor, equipment, and
materials to remove the existing heat pumps and install new high efficiency heat pumps and
make any necessary connections to complete the installation.
B. Contractor will remove from ODFW property and dispose of all existing heat pumps,
coils and construction debris.
C. Residences are occupied: Work will be performed in a manner that does not put the
occupants in danger. Work will be performed such that residences are secure at the end of
each work day. Work hours will be limited to between 8:00am and 5:00pm unless specific
arrangements are made with the hatchery management.

BONDING AND INSURANCE
Contractor shall be licensed by the state of Oregon Construction Contractors Board (CCB) A
bid Bond is not required for this project. A performance and a payment bond are not
required for this project.

Contractor shall carry Commercial General Liability, Automobile Liability and workers
compensation Insurance coverage. Builders risk insurance is not required for this
project. Certificates of insurance stating such coverage, naming ODFW as additional
insured shall be submitted prior to commencement of work.

Coverage amounts required:
General Liability $1,000,000 for each jobsite, each annual aggregate limit shall not be
less than $1,000,000.

Automobile:
Combined single limit per occurrence shall not be less than $1,000,000.

Workers Compensation Shall include employer's liability insurance with coverage of not
less than $1,000,000 for each accident. Insurance requirements shall comply with State of
Oregon General Conditions for Public Works Contracting.

COMPLETION TIME:
All work included in these specifications shall be completed within 3 weeks of
Contractor's receipt of Notice to Proceed.

SUBMITTALS:
Bidder to submit manufacturer's product data including warranty for the following products:
1. Heat Pumps

SUBMITTALS MUST BE INCLUDED WITH BID OR BID WILL BE REJECTED

COORDINATION WITH FACILITY OPERATION:
The contractor shall cooperate with the State and take all reasonable measures such that
interference by construction activities with facility operations is minimized.

UNIT PRICING:
Separate pricing for each residence will be submitted and lump sum pricing for all
residences will be submitted.
Residences will be identified by their street number.

WORK AND STORAGE AREA:
The contractor shall coordinate material storage area with the hatchery management.

USE OF MANUFACTURED GOODS AND PRODUCTS:
All manufactured goods and products shall essentially be the standard product of a
reputable manufacturer, appropriate to the intended use and shall be installed or applied
in strict accordance with the manufacturer's printed instructions unless specifically
indicated otherwise. Copies of such instructions shall be submitted to the owner when
requested.

HEAT PUMPS:

Scope: Install new heat pump systems in four residences; three located at Cascade
Fish Hatchery and one located at Bonneville Fish Hatchery approximately two miles from
Cascade Fish Hatchery. Utilize existing ductwork currently connected to the oil furnaces.
The heat pump outdoor units shall be installed outside of each residence generally near
the location of the existing oil furnaces. Indoor units will replace the existing oil
furnaces. This scope of work will be used as the basis for a contractor designed system.
The new system shall be fully operational including carpentry, painting, electrical,
controls, and other trades as required to complete the work. All materials and equipment
shall be new. Contractors shall obtain and pay for all permits that are required.

A. Heating and cooling load calculations: The contractor shall perform heating and cooling
load calculations for design winter and summer conditions. Loads shall include
infiltration and outside air ventilation.

B. Equipment submittals: Submit for review and approval shop drawings for the proposed
heat pump. Heat pump submittal shall show predicted performance with the specific indoor
and outdoor units as a combination.

C. Ductwork Modifications: Modify ductwork as required for supply and return distribution
of the required amount of air. Show drawings for the upsizing ducts or adding new ducts,
or adding new supply or return grills if required.

D. New Heat Pump:
1. Heat pump shall meet these requirements: 2.5 ton compressor, 15 SEER, 8.6
HSPF, air handler will be variable speed including 20kw electric strip. (Compressor and
resistance heat sizing are preliminary and for bidding purposes only. Final sizing will
be per the contractor provided load calculations and if final sizing is different,
contract adjustments will be made by change order.)
2. Fan Coils Section: Factory fabricated unit in pre-painted steel cabinet with
internal insulation, centrifugal fan, 30/30 one inch disposable filters, indoor coil
section constructed of aluminum plate fins bonded to non-ferrous tubing with all joints
brazed, integral electric resistant heaters with minimum of two step controller,
refrigerant metering device, indoor fan relay and three speed indoor fan switch.
Construct filter mounting section in the return duct work, if required. If field
constructed, the filter section shall have latches for access, no sheet metal screws.
Provide four spare filters. Provide condensate and overflow drain piping to adjacent floor
drain. Condensate drain piping shall include a trap and a threaded clean out access.
3. Outdoor Heat Pump Section: Air cooled, capacity matched with indoor section,
steel cabinet with hermetically sealed compressor, mounted on rubber vibration isolators,
automatically reversible oil pump, internal/external motor protection, propeller fan with
direct drive motor. Two stage compressor control. Factory pre-charged and insulated copper
refrigerant piping. Quiet operation. Place unit on cast in place or precast concrete pad,
on compacted grave.
4. Thermostat: Seven day programmable thermostat to be compatible with heat pump
system supplied including staged heating and cooling.
5. Unit shall be ARI certified and UL labeled.
6. Warranties: Compressor and coil shall have ten-year manufacturer's warranty.
Other heat pump components shall have manufacturer's five-year warranty.
7. Manufacturers: Carrier, Day-Night, Lennox, McQuay, Trane, or approved
substitute.

E. Electrical Work: Electrical work shall be designed and installed by the contractor. All
work shall be in accordance with NEC and local regulations

F. Oil Furnace Removal: Contractor shall remove and dispose of existing oil furnaces and
all other related parts in accordance with environmental standards. Remove exposed fuel
piping and properly cap remaining pipe. Abandonment and removal of underground fuel
piping and tanks is not part of this contract.

G. Owner Training: After installation and start up, fully train the owner in operation of
the units installed. Provide three copies of operation and maintenance manuals upon
completion.

H. Contractor shall warranty all materials and workmanship for one year after final
acceptance. Provide a written warranty upon project completion.

I. Project Cleanup: Contractor shall maintain a clean work area and minimize disruptions
to the State's operations. Affected work areas shall be cleaned up at the end of each work
day.

BIDS MUST BE SUBMITTED TO THE ODFW SALEM HEADQUARTERS BUILDING:
Oregon Department of Fish & Wildlife
ATTN: Patty Whalen / Procurement Services
3406 Cherry Avenue NE
Salem, OR 97303
By 4:00 pm on Tuesday, September 30, 2008.

Bidders may submit facsimile bids in response to this solicitation. The entire response
must arrive at the place and by the time specified.

To submit your bid via fax machine is as follows:
-Fax number: (503) 947-6069.

NOTE: You may telephone Patty Whalen at (503) 947-6138 to make certain fax transmission
was received.

The agency is not responsible for any failure attributable to the transmission or receipt
of the Facsimile bid [proposal] including, but not limited to the following:
-Receipt of garbled or incomplete documents.
-Availability or condition of the receiving facsimile machine.
-Incompatibility between the sending and receiving facsimile machine.
-Delay in transmission or receipt of documents.
-Failure of the Offeror to properly identify the offer documents.
-Illegibility of offers documents.
-Security and confidentiality of data.

ELECTRONIC BIDDING:
This opportunity allows suppliers to enter secure online electronic bid responses. In
order to enter electronic bid responses, suppliers must register in the ORPIN system and
select "Electronic Bidding" when choosing a subscription level. Suppliers must also be
certified (authenticated) with the State as an eBid supplier. This can be done by
completing and submitting the Supplier Authentication Application, which is available in
ORPIN under My Profile. If you have already registered in ORPIN but did not designate that
you wished to receive electronic bids, the Primary Contact can change this in ORPIN
under "My Profile/Subscription Information in ORPIN and submit the Supplier Authentication
Application Packet. If you need help with your Electronic Authentication Application or
registering in ORPIN you should call the ORPIN help desk at 503-378-4642"

The "optional" document titled "Instructions Supplier Electronic Bid Responses" under the
folder icon is attached as an aid to assist suppliers in understanding e-bidding more
clearly.

For Manual Bids Only: Signature on Bid must be signed by an authorized representative of
the bidder. Signature on a bid certifies that the bid is made without connection with any
person, firm or corporation making a bid for the same goods and/or services and is in all
respects fair and without collusion or fraud.

For Electronic Bids Only: If there is a MANDATORY BID FORM attached to the Request for
Quote you must download the form, fill it out, and, re-attached it to the electronic bid.
If you don't have the ability to attach the form to the electronic bid you must fax it to
(503) 947-6069. If MANDATORY BID FORMS are not submitted with the Request for Quote the
bid will be considered a "no-bid".

Signature on a Bid or response to an E-bid certifies that the bidder has read and fully
understands all bid specifications, terms and conditions. No consideration will be given
to any claim resulting from bidding without comprehending all requirements of the Request
for Quote.

ODFW reserves the right to cancel the solicitation, or reject in whole or in part, any or
all quotes when the cancellation or rejection is in the best interest of the contracting
Agency, in accordance with ORS 279B.100.

MANUAL BIDS SUBMITTED ON THE FORM PAGES BELOW FOR THIS ORPIN OPPORTUNITY WILL BE REJECTED
AND CONSIDERED AS A "NO BID". YOU MUST USE THE ATTACHED MANDATORY FORM IN A WORD DOCUMENT
FORM ATTACHED FOR ANY AND ALL MANUAL BIDS.

Manual & Electronic response must express an interest. Manual response must 1st DOWNLOAD the document. Electronic Response [if allowed] must express interest; select Supplier Response & complete response. Instructions can be found in the HELP screens

Control # 1054169