HomeMy Public PortalAbout2014-649 Heat Pumps
RFP # 2014-649
City Of Tybee Island
TYBEE ISLAND, GEORGIA
IS ISSUING THIS REQUEST FOR bid FOR FURNISHING THE PRODUCT DESCRIBED HEREIN:
TWO 20 TON 50TCQD24 PACKAGED ROOFTOP
HEAT PUMP UNITS
Bidders shall offer services and materials which may be upgraded with optional services and materials which may not be purchased at time of bid award. Bidder shall specify
in the proposal the delivery schedule for the products and services from time of notification of award of bid.
BIDS ARE TO BE RETURNED NO LATER THAN: AUGUST 22, 2014 AT 10:00AM
BIDS
WILL BE OPENED ON AUGUST 22, 2014 AT 11:00 AM AT CITY HALL.
ALL RESPONDENTS ARE INVITED TO ATTEND.
A PREBID MEETING WILL BE HELD THURSDAY AUGUST 14, AT 10:00 A.M. ON
SITE AT 204
5th ST (TYBEE ISLAND YMCA) TO DISCUSS SPECIFICS
The City is seeking a total bid package for service/materials equal to or exceeding specifications set forth on the attached pages which
must meet or exceed stated specifications. Those not meeting these standards will be rejected. The attached material specifications become and remain a part of this request for proposal
All
responses, inquiries, or correspondence relating to, or in reference to, this request for proposals, and all reports, charts, displays, schedules, exhibits and other documentation by
the bidders shall become the property of the City when received. All proposals submitted in response to this invitation for bid shall become the property of the City. The City retains
the right to use any or all ideas presented in any proposal to the invitation to bid, whether amended or not. Selection or rejection of the proposal does not affect this right.
Mail
proposal to: BID NUMBER 2014-649
MELISSA FREEMAN
403 BUTLER AVE
PO BOX 2749
TYBEE ISLAND, GA. 31328
Inquiries or other need for clarification in this document should be submitted no later than August 27, 2014.
Questions to: Joe Wilson
912-658-8302
Email:
jwilson@cityoftybee.org
METHOD OF AWARD: Contracts shall be awarded to the lowest, responsive, and responsible bidder. Bidders must respond completely by filling in all applicable
blanks. Bids are subject to the terms and conditions of this Request for Proposal.
Bids shall be submitted in a sealed envelope, clearly marked on the outside of the envelope, to the
office of the above address prior to the time specified.
Signature of bidder indicates that bidder understands and will comply with attached terms and conditions and all other specifications
made a part of this invitation for bid and any subsequent award or contract. All terms, conditions and representations made in this invitation will become an integral part of the contract.
Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse the bidder, in whole or in part, for any costs associated with preparation, submission,
or presentation of proposals.
WAIVER: The City of Tybee Island reserves the right to reject any or all bids received. The City reserves the right to waive any variances from original
bid specifications in cases where the variances are considered to be in the best interest of the City.
Submission Of Bids And Supplemental Materials
Bids and all required or requested
supplemental materials in compliance with the attached specifications shall be submitted to the office of the Clerk of Council. Supplemental materials will not be accepted after the
bids have been opened, unless requested by the City. Please include a bid sheet, W-9, vendor application, and affidavit verifying status, which can be found at the end of this request.
Specification
s
2- 20 ton 50tcqd24 packaged rooftop heat pump units
General – Installation of 2 rooftop units and removal of old units.
contractor sheet metal duct, re-hookup to existing duct, re-hookup
to existing wiring, mastic sealer at joints, condensation drain, any low voltage wiring, and reclaim machine refrigerant.
coated coils to protect against salt air and use puron refrigerant.
contractor supplies crane, cleanup, and removal of old units.
warranty
compressor – 5 years
condenser coil – 1 year
evaporator coil – 1 year
all parts – 1 year
labor – 1 year
FACTORY
MAINTENANCE AND PARTS MANUALS TO BE INCLUDED with delivery
Payment
The bidder shall specify terms of payment. The City prefers to make payment with a Purchasing Card.
Services To
Be Provided
The successful bidder shall perform the following work for the City: Sales, Delivery and Installation of above specified heat pumps
INSURANCE REQUIREMENTS
Contractor shall
provide a Certificate of Insurance naming the City of Tybee Island as also insured, a 30 day cancellation notice, indicating the following minimum coverage:
Comprehensive
General Liability $2,000,000.00
Automobile Public Liability $2,000,000.00
Workman’s Compensation Insurance equal to the statutory requirements.
Taxes
The
City of Tybee Island, Georgia is not subject to any State or Federal taxes. Documentation will be provided with the invoice at the time of payment, if requested.
Delivery: F.O.B. Destination
Tybee
Island YMCA gymnasium, 204 5th St, Tybee Island, Georgia 31328
Termination Of Contract
The City reserves the right to terminate the contract for reasons of violations by the successful
bidder of any term or condition of the contract by giving thirty (30) days written notice, unless otherwise stated herein, stating the reasons therefore and giving the party ample time
to remedy the deficiencies.
City of Tybee Island
TERMS AND CONDITIONS
DEFINITIONS. As used herein, the following terms shall have the meanings set forth below, whether or not capitalized.
“Purchase Order” or “Order” means this purchase
order.
“Buyer” means The City of Tybee Island.
“Seller” or “Vendor” means the party furnishing the supplies under this order.
“Supplies” means what the Seller furnishes the Buyer under
this order and includes with limitation, the following; (1) the work; materials; articles; deliverable items, items, data and services, whether tangible or intangible or any combination
thereof; and (2) what is leased or licensed, pursuant to the lease(s) or license(s) signed by both the Buyer and the lessor or licensor if attached to and made a part of this order.
“Loss”
means any or all the following: claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys’ fees and expenses and other legal costs).
ACCEPTANCE. This
order constitutes an offer which shall become a binding contract upon the terms and conditions herein set forth upon acceptance by Seller either by acknowledgement of this order or commencement
of performance. Buyer objects to any difference, conflicting or additional terms proposed by Seller in the acceptance of this order, and no such terms shall be effective unless expressly
accepted by Buyer in writing. Each shipment received by Buyer from Seller shall be deemed to be only upon the terms and conditions contained in this order, except by such written instrument
modifying the order, signed by Buyer, notwithstanding any terms and conditions that may be contained in any acknowledgment, invoice, or other form issued by Seller and notwithstanding
Buyer’s act of accepting or paying for any shipment, or similar act by Buyer.
PRICES. Seller represents that the prices, terms, warranties, and benefits contained in this order are
comparable to or better than those offered to any other customer of Seller for items which are the same or substantially similar. Buyer shall receive the benefit prospectively or retrospectively
if Seller offers any item or service included in this order to any other customer at a lower price, more favorable terms, more favorable warranties, or more favorable benefits up to
one year after completion of this order.
PACKING AND SHIPPING. All items shall be suitable packed and prepared for shipment to insure their safe transportation, to secure the lowest
transportation cost, and to comply with the requirements of carriers. Buyer’s order number shall appear on all documents and correspondence relating to these items. Packing lists shall
accompany the items and shall include the order number, Buyer’s part number, Seller model number, description of items shipped and any other information called for in the order. Buyer’s
count or weight shall be final and conclusive on shipments not accompanied by a packing list. Seller shall be liable for all excess transportation or other charges resulting from Seller’s
failure to comply with Buyer’s packing, shipping, routing and delivery instructions.
DELIVERY. Any delivery schedule made a part of this order is an important, material condition;
time is of the essence of the order. Unless otherwise agreed to in writing. Seller shall not make material commitments or production arrangements in excess of the amount or in advance
of the time necessary to meet Buyer’s delivery schedule. It is Seller’s responsibility to comply with this schedule, but not to anticipate Buyer’s requirements. In addition to any
other rights or remedies, Buyer may cancel all or any part of this order for Seller’s failure to deliver in
strict accordance with the delivery terms set forth herein. Seller shall promptly notify Buyer of any anticipated delay in the delivery date and Buyer may require Seller to ship by
alternate means in order to expedite delivery. Any additional costs shall be paid by Seller and Seller shall be liable for all resulting damages to Buyer occasioned by the delay. Delivery
shall not be deemed to be complete until the items have been received and accepted by Buyer. Advance and excess shipments may at Buyer’s option be rejected and returned to Seller at
Seller’s expense.
TRANSPORTATION. Except as otherwise provided on the face of this order, transportation charges on Supplies shall be f.o.b. destination, at Seller’s sole cost and
expense. Risk of loss from any casualty to supplies ordered hereunder, regardless of cause, shall be Seller’s responsibility until goods have been delivered to Buyer’s designated delivery
post. No insurance or premium transportation costs beyond the price listed in this order will be allowed unless authorized by Buyer in writing. If Seller does not comply with Buyer’s
delivery schedule, Buyer may, in addition to any other rights that Buyer may have under this order, require delivery by fastest way, and charges resulting from the premium transportation
must be fully prepaid and absorbed by Seller.
WARRANTY. Seller warrants that all supplies delivered pursuant to this order shall strictly conform to the applicable specifications (including
without limitation information or functional performance, material content, size, appearance, response time, etc.), shall be free from all defects and workmanship in materials including
latent defects, shall be free from defects in design and suitable for their intended purpose, and shall be free from all claims, encumbrances, and liens. This warranty shall survive
inspection, delivery and payments shall run to Buyer, its successors, assigns and the users of the items and shall not be deemed to be exclusive. Seller agrees to indemnify, defend
and hold Buyer, Buyer’s employees, and those for whom Buyer may act as agent, harmless from all damages, including consequential and incidental damages, incurred or sustained by Buyer
by reason of any breach of any warranty with respect to the supplies purchased. Buyer shall be promptly reimbursed for all expenses incurred in the handling, inspection and return of
defective items, and Seller shall bear the risk of loss on all such items. If any of the supplies are found at any time prior to acceptance to be defective in material or workmanship,
or otherwise not in conformity with the requirements of this order, Buyer (in addition to any other rights which it may have under warranties or otherwise) may at its option (1) correct
or have corrected the nonconformity at Seller’s expense, or (2) reject and return such supplies or other deliverable items at Seller’s expense, such supplies or other deliverable items
not to be replaced without suitable written authorization from Buyer.
CHANGES. Buyer may at any time request in writing changes to this order in the specifications, packing, shipment,
quantities, delivery schedules, and other matters. If any such change causes an increase or decrease in the costs of or the time required for performance, Seller shall immediately notify
Buyer. Any request for an equitable adjustment must be made in writing with 30 days from the date of the written request for the change. No additional charge or change in the specifications,
packing, shipment, quantities, delivery schedules, and other matters will be allowed unless authorized by Buyer in writing.
TAXES. The Buyer, a municipality in the State of Georgia,
is exempt from Georgia Sales Tax under the Sales and Use Tax ID # 302 526 178. All sales and use tax due on materials purchased by the city for installation by the seller under this
contract are the responsibility of the contractor.
ASSIGNMENT. Neither this order nor any interest herein may be assigned, in whole or in part, by Seller without the prior written consent of Buyer. Notwithstanding the above, Seller
may assign any monies due or to become due to him hereunder, provided that such assignment shall not be binding upon Buyer until receipt of a copy of the assignment agreement is acknowledged
and approved by Buyer in writing.
SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order, including completed or substantially completed items or major
components thereof, with Buyer’s written consent. Nothing in this order shall be seen as prohibiting Seller’s purchase of standard commercial articles, raw materials, or other supplies
specified in this order if these are typically purchased by Seller in the normal course of business.
TERMINATION. Buyer may terminate or suspend performance under this order in whole
or in part from time to time by sending written notice to Seller. Upon receiving notice of such action by Buyer, Seller shall immediately comply with its terms and take all reasonable
steps to avoid incurring any additional costs under this order. Buyer’s sole liability to Seller shall be for items completed and delivered to Buyer in accordance with this order and
for Seller’s reasonable costs to the date of termination, such costs being solely attributable to this order and not being recoverable from other sources.
INDEMNIFICATION. Seller agrees
to indemnify, defend and hold Buyer, Buyer’s employees, and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities for injuries or death of persons
or damages to or destruction of property; (2) any other Loss caused by or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers or employees in the performance
of this order; (3) any Loss caused by or resulting from the supplies purchased under this order, (4) any intended use of products or materials provided by Seller; (5) any defective products
or materials provided by Seller, including without limitation the use or disposal of hazardous and/or toxic materials, such materials to include at minimum all materials recognized by
the Environmental Protection Agency as hazardous; or (6) any breach by Seller of any express or implied warranties. If Seller’s work hereunder involves operations by Seller’s agents,
subcontractors, suppliers or employees on Buyer’s premises or any place where Buyer conducts operations, Seller shall take all necessary precautions to prevent the occurrence of any
injury or damage to persons or property during the progress of such work. Further, Seller shall indemnify, defend and hold Buyer, Buyer’s employees, and those for whom Buyer may act
as agent harmless for any injuries occurring to Seller’s agents, subcontractors, suppliers or employees and Seller shall maintain public liability, property damage and employee’s liability
and compensation insurance sufficient to protect Buyer from any claims under any applicable law, statute, or regulation.
MODIFICATION; WAIVER. No waiver or modification of this order
shall be effective unless in writing and signed by both of the parties hereto. Failure of either party to enforce its rights under this order shall not constitute a waiver of such rights
or any other rights.
ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their agreement and also as a complete and exclusive statement of the terms thereof,
any prior or contemporaneous oral or written agreements as to the same subject matter notwithstanding.
INVALIDITY. In the event that any provision of this order is declared invalid,
illegal, or otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be
affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall be valid and shall be enforced to the fullest extent permitted by law.
DRUG FREE WORKPLACE.
By accepting this order, the Seller certifies that he shall provide a drug free workplace for his employees in accordance with the laws of the State of Georgia.
SPECIFICATIONS, PROPOSALS,
BID DOCUMENTS. The documents which form the basis for this order shall include the plans and specifications and bid documents as attached hereto, together with any other documents so
listed and enumerated, if any, and it is expressly understood that any special conditions listed and attached hereto are specifically made a part of this contract.
APPLICABLE LAW.
The provisions and performance of this purchase order shall be governed by the laws of the State of Georgia and applicable federal law. Seller agrees to bring any and all actions relating
to this purchase order only in the state and federal courts located within Chatham County in the State of Georgia.
APPROPRIATION. Notwithstanding any other provision hereof, this agreement
shall terminate at the end of each calendar year without liability or obligation on the part of the city in any calendar year where the City has not appropriated funds for the obligations
hereunder for the next calendar year.
Quotation Sheet
A. Description:
TOTAL COST:
$___________
Quotation
Expiration date: ___________________________________________________
City of Tybee Island, PO Box 2749, Tybee Island, GA 31328
912-786-4573 | (fax) 912-786-9465
What products/services do you provide to the City of Tybee Island:
___________________________________
______________________________________
_________________________________________________________________________
To whom shall we direct the Purchase Order?
Sales Contact:______________________Emai
l:__________________________________
Phone#______________________________ Fax#________________________________
Location: _________________________________________________________________
To
whom shall we direct Payment?
A/R Contact: _______________________ Email:_________________________________
Phone#_____________________________ Fax#________________________________
Remittance
Address:________________________________________________________
Our terms are Net 30.
Affidavit Verifying Status
for City Public Benefit Application
By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or Occupation
Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application
of a City of Tybee Island:
Business License or Occupational Tax Certificate,
Alcohol License,
Taxi Permit,
Contract
Other public benefit ____________________________________________________
_________
for _______________________________________________________ (printed name of natural person applying on behalf of individual, business, corporation, partnership, or other
private entity).
1) ______ I am a United States citizen.
OR
2) ______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant
under the Federal Immigration and Nationality Act, 18 years of age or older and lawfully present in the United States. *
In making the above representation under oath, I understand
that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20
of the Official Code of Georgia.
___________________________________________
Signature of Applicant
___________________________________________
Date
________________________________________
___
Printed Name
___________________________________________
* Alien Registration Number for Non-citizens
SUBSCRIBED AND SWORN BEFORE ME ON THIS
THE ______ DAY OF ___________________,
20
Notary Public
My Commission Expires:
Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended,
provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien
registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:
__