HVAC Maintenance Services

Agency:	City Of Seaford
State:	Delaware
Type of Government:	State & Local
NAICS Category:	238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date:	Mar 5, 2024
Due Date:	Apr 3, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Bid Notice

Sealed bids will be received by the City Manager of the City of Seaford, 414 High

Street, Seaford, DE 19973, until 2:00 p.m., prevailing time on Wednesday April 3,

2024 for "City of Seaford HVAC Maintenance Services". All bids will be opened in

Council Chambers and read aloud at this time. The City Manager and staff will then

evaluate them for compliance.

The bids may be presented to the Mayor and Council at their regular meeting on

April 9, 2024 at 7:00 p.m., in Council Chambers, 414 High Street. They may be

awarded at this time. The Mayor and Council reserve the right to reject any and all

bids.

Bids must be submitted in a sealed envelope, addressed ATTN: Charles D.

Anderson, City Manager, City of Seaford, P.O. Box 1100, Seaford, DE 19973. The

outside of the envelope must be marked "Attn: City Manager, City of Seaford

HVAC Maintenance Services" and the bidder's name shall be shown thereon. All

proposals must be made on the bid form provided in the specifications. All

proposals must conform to the bid documents. Any exceptions will be evaluated

for suitability and acceptance is at the sole discretion of the owner.

The successful bidder shall also secure and maintain, at its own expense, during

the contract term, the types and limits of insurance listed in the contract documents.

Complete specifications and contract documents will be available at the City of

Seaford, 414 High Street, Seaford, Delaware 19973. Copies may be obtained by

calling Ashley Blalock, City Clerk at (302) 629-9173.

No bids may be withdrawn after the scheduled time from the receipt of bids for a

period of thirty days. The City of Seaford reserves the right to reject any and all

bids and to waive any or all informalities in any bid or bids.

City of Seaford

Charles D. Anderson

City Manager

INFORMATION FOR BIDDERS

BIDS will be received by the City of Seaford (herein called the "Owner") at City

Hall, 414 High Street, Seaford, Delaware until 2:00 p.m., prevailing time, on

Wednesday, April 3, 2024 and then at said location publicly opened and read

aloud.

BIDDERS are advised that the bid is for all materials, equipment, manpower and

services, required to provide HVAC maintenance services at several City owned

facilities as described in this document.

Each BID must be submitted in a sealed envelope, addressed to the City

Manager, City of Seaford, City Hall, 414 High Street, P.O. Box 1100, Seaford, DE

19973. Each sealed envelope containing a bid must be plainly marked on the

outside as "Attn: City Manager - City of Seaford HVAC Maintenance Services"

and the envelope should bear on the outside the name of the BIDDER and their

address. If forwarded by mail, the sealed envelope containing the BID must be

enclosed in another envelope addressed to the OWNER. Any BID received after

that time and date specified shall not be considered.

All BIDS must be made on the required BID proposal form. All blank spaces for

BID prices must be filled in, in ink, or type written, and the BID form must be fully

completed and executed when submitted. One copy of the BID form is required.

BIDS and/or alternate bids submitted by FAX will not be accepted.

The OWNER may waive any informalities or minor defects or reject any and all

BIDS. Any BID may be withdrawn prior to the above scheduled time for the opening

of the BIDS or authorized postponement thereof. No BIDDER may withdraw a BID

within thirty (30) days after the actual date of the opening thereof.

BIDDERS must satisfy themselves of the accuracy of the required work in the BID

documents by a review of the CONTRACT DOCUMENTS. After BIDS have been

submitted, the BIDDER shall not assert that there was a misunderstanding

concerning the location, use of property or conditions outlined in the CONTRACT

DOCUMENTS.

Information obtained from an officer, agent or employee of the OWNER or any

other person shall not affect the risks or obligations assumed by the

CONTRACTOR or relieve them from fulfilling any of the conditions of the contract.

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Information for Bidders

The OWNER may make such investigation as they deem necessary to determine

the ability of the BIDDER to provide the necessary materials and/or labor and

equipment to carry out the work and the BIDDER shall furnish to the OWNER all

such information for this purpose as the OWNER may request. The OWNER

reserves the right to reject any BID if the evidence submitted by, or investigations

of, such BIDDER fails to satisfy the OWNER that such BIDDER is properly qualified

to carry out the obligations of the Agreement. A conditional or qualified BID will not

be accepted.

Award may be made to the lowest, responsible BIDDER. The Mayor and Council

reserve the right to reject any and all bids. The bids may be presented to the

Mayor and Council at their Regular Meeting on Tuesday, April 9, 2024 at 7:00

p.m., in the Council Chambers, 414 High Street, Seaford, DE.

All applicable laws, ordinances and the rules and regulations of all authorities

having jurisdiction over the WORK shall apply to the contract throughout.

Each BIDDER is responsible for reading and being thoroughly familiar with the

CONTRACT DOCUMENTS. The failure of the BIDDER to do any of the foregoing

shall in no way relieve any BIDDER from any obligation respective to their BID.

Facility inspections can be coordinated by contacting Mike Bailey, Building Official

@ 302.629.9173, during regular business hours.

Detailed Specifications

General Requirements

Sealed bids are being accepted to provide HVAC maintenance services for

selected facilities and equipment for the City of Seaford. The bidder shall be

capable of providing all requested maintenance and services. Any firm returning a

bid for these services shall verify that they are capable of providing emergency

services to the City of Seaford on a twenty-four-hour, seven day a week basis.

The intention is to contract with a single firm for the required services. Upon award,

the contract for services will start on July 1, 2024 and be for a period of up to three

years, ending on June 30, 2027. The City reserves the right to terminate the

contract at any point during the three-year period.

The prices bid shall include furnishing all labor, materials, and transportation

services necessary to properly maintain the specified equipment as detailed in the

specifications. The intention of the service contract is to ensure the proper function

of all mechanical equipment, prolong its useful life and ensure efficient operation

of the HVAC equipment.

Routine maintenance (non-emergency) operations must occur between the hours

of 7:00 a.m. to 4:00 p.m. Monday thru Friday excluding holidays. The vendor shall

also be responsible for the removal and proper disposal of all debris and used non

salvageable materials from all sites.

Awarding of Bids

The City of Seaford reserves the right to award the bid to the bidder deemed most

qualified by meeting the specifications by item, in total, or any other method,

deemed to be in the best interest of the City. All vendors are hereby required to

submit a minimum of three references with their bid documentation. All references

shall be for recent clients who have utilized the firm for maintenance services of

the scope and scale requested by the City of Seaford.

Insurance Requirements

The successful bidder must also provide an insurance certificate prior to the

commencement of work. Comprehensive Liability, Bodily Injury and Property

Damage, and Worker's Compensation will be required in the amounts listed herein.

The contractor shall secure and maintain at his own expense, during the contract

term a commercial general liability insurance which insures against claims for

bodily injury, property damage, personal injury and advertising injury arising out of

or in connection with, any operations or work under this contract whether such

operations are by the contractor, its employees, or subcontractors or their

employees. The policy shall provide minimum limits of liability as follows:

$500,000.00 combined single limit - each occurrence

$500,000.00 combined single limit - general aggregate

$500,000.00 combined single limit - products/completed operations aggregate.

$200,000.00 Business auto liability - combined single limit.

$500,000.00 Workers compensation - each accident, each employee

All insurance shall name the owner; it's appointed and elected officials, officers,

servants, agents, and employees as insured. The contractor shall submit proposed

insurance instruments to the City Manager prior to execution for approval.

Locations

Sealed bids are being accepted for the HVAC maintenance services for the City of

Seaford. The locations requiring service are as follows:

1. City Hall - 414 High Street. Seaford, DE 19973

2. GMB Offices - 400 High Street, Seaford, DE 19973

3. Public Utilities Building - 8000 Herring Run Road, Seaford, DE 19973

4. Wastewater Treatment Facility - 403 Nanticoke Avenue, Seaford, DE

19973

5. Police Department - 300 Virginia Avenue, Seaford, DE 19973

6. Recreation Department - 320 Virginia Avenue, Seaford, DE 19973

7. Hooper's Landing Pro Shop - 1019 Locust Street, Seaford, DE 19973

Testing and Inspection

The vendor shall provide and discuss with the owner at time of the visit, a Service

Report as a result of all maintenance visits that details all functions performed and

materials used/installed during the visit.

The vendor shall, during each scheduled visit, test all equipment for proper

operation, motor winding insulation resistance; refrigerant charge; fan RPM;

refrigerant oil (acid); water condition; flue gas analysis; safety controls; combustion

and draft, crankcase heaters and control system. All testing results shall be

documented on the Service Report and provided to the owner upon completion of

testing.

HVAC Maintenance Services

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