Loading...
HomeMy Public PortalAbout140_2011-621_GeothermalRFP Page 1 of 12 RFP # 2011-621 CITY OF TYBEE ISLAND TYBEE ISLAND, GEORGIA IS ISSUING THIS REQUEST FOR PROPOSAL FOR FURNISHING THE SERVICES DESCRIBED HEREIN: The City of Tybee Island is requesting proposals for GEOTHERMAL. 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: March 21, 2011 AT 10:00AM BIDS WILL BE OPENED ON March 22 AT 10:00 AM AT CITY HALL. I. Scope of Work A. The City of Tybee Island, Georgia and Chatham County, Georgia are requesting proposals from experienced and qualified firms to enter into a contract or contracts to address the following matters for advancing electrical power generation from geothermal energy sources within the buildings of Memorial Park on Tybee Island, Georgia. Geothermal energy resources have been tested and are a viable alternative to be an emissions-free source of electrical power and heat. Development of local geothermal electrical generation capabilities could cut down greenhouse gasses and those emissions typically associated with electrical power generators that currently rely on fossil fuels to meet requirements. The City of Tybee Island and Chatham County believe that geothermal energy is one of the most viable alternative energy options for the local area and this project is intended to implement this option. Page 2 of 12 Attached to this RFP are the soil conductivity test results from the proposed location of the geothermal system that would be located within Memorial Park and provide service to Tybee City Hall and the Chatham County Public Library (Tybee Branch). The design and installation of the geothermal system should be based upon the results of this test. The first phase of the project must include calculating the load and verifying the baseline for the library and city hall to determine the optimal size for the system in order to accommodate the heating and cooling needs of these two buildings. There are currently 40 tons that operate the two buildings combined (12 tons for the library and 28 for city hall), and the resulting geothermal unit will be required to meet those comparable needs with the new system. The successful bidder must include a design and pricing for a fully operational system, including any necessary modifications to and/or replacement of existing HVAC equipment. Since there are budgetary limitations, this design must be able to be phased in over time, with the first phases providing the maximum benefit in energy savings. Specifications will conform to all applicable codes and include the following: 1. DESIGN RECORDS 1.1. For commercial applications, the building owner shall be provided with detailed design and/or construction documents which include the following minimum information. This same information is recommended for residential applications. 1.2. Heat pump specifications at rated conditions. 1.3. Pump(s) specifications, expansion tank size, and air separator (as applicable). 1.4. Fluid specifications [system volume, inhibitors, antifreeze concentration (if required), water quality, etc.]. 1.5. Design operating conditions (entering leaving ground loop temperatures, return air temperatures (including wet bulb in cooling), air flow rates and liquid flow rates and calculated pressure drops. 1.6. Pipe header details with ground loop layout including pipe diameters, bore spacing, and clearance from a permanent structure, building(s) and underground utilities. 1.7. Bore quantity, depth, bore diameter and bore spacing. 1.8. Written verification certifying piping material, visual inspection and pressure testing. 1.9. Grout/fill specification (thermal conductivity). 1.10. Purge provisions and flow requirements to ensure removal of air and debris without reinjeectio of air when switching to adjacent sub-header circuits (if applicable). 1.11. Instruction on connections to building loop(s) and coordination of building and ground loop flushing. All testing to be in compliance with IMC section 1208.1. 1.12. Provide Sequence of Operation for controls and System Schematic as required. 1.13. Provide record (as built) drawings and owner’s manuals. 1.14. The contractor shall provide a certificate describing the specifications and the start-up performance test results of the system as applicable. 1.15. Any loop registration program shall conform to IGSHPA specifications. Page 3 of 12 2. RESTORATION 2.1. Prior to any excavation, trenching, or drilling, the contractor and owner shall agree in writing to site restoration requirements. 2.2. Provide a means for proper underground detection or utility location of the buried pipe system. 3. COMMISSIONING AND VERIFICATION FOR GROUND SOURCE HEAT PUMPS 3.1. Participating Installer shall refer to manufacturer’s guidelines during installation and shall adhere to the manufactures start-up procedures. A copy of the start-up procedure and results shall be submitted, along with the factory performance data on the specified unit, to the verifier. 3.2. If not included in the start-up procedure, submission shall include documentation of loop type and size, as well as steady-state run time measurement of the ground loop pump amps, volts, and pump run-time fraction (if it does not run continuously). 3.3. Measure airflow across the unit’s coil to verify system meets design criteria. B. As funding for this system is being attained through grant funding, compliance with reporting requirements included with the GEFA grant contract including requirements of the American Recovery and Reimbursement Act (ARRA) is mandatory for the awarded firm. Information is available at www.gefa.org. II. Administrator The City Manager or his/her designee will be the Contractor Administrator for this project. III. Submission Requirements A. Submission Deadline and Location: Proposals must be submitted to the City to the address listed below by 10 o’clock a.m. on March 21, 2011: City of Tybee Island GEFA Geothermal ATTN: Diane Schleicher 403 Butler Ave. P.O. Box 2749 Tybee Island, GA 31328 Inquiries or other need for clarification in this document should be submitted no later than March 7, 2011. Questions to: Diane Schleicher 912-786-4573 EXT 109 Page 4 of 12 C. All submissions must be accompanied by copies of the necessary licenses of the parties making the proposals. E. All persons wishing to submit proposals shall submit one (1) original proposal and five (5) complete copies in an 8 ½” by 11” format and one (1) original contract that is consistent with the proposal. F. Required Information: Please submit the following information in the order requested. 1. Name, address, phone number, fax number, and e-mail address of the person or firm submitting the proposal. Provide the name of the contact person and person authorized to contract for the firm. 2. The proposer’s qualifications to meet the City’s objectives and perform tasks listed in the proposal. This shall include the size of the firm, office location from which the service is being performed and nature of staff and equipment to be employed. Job descriptions and pay classifications of the proposer’s positions and employees shall also be included. 3. Bids and all required or requested supplemental materials in compliance with this Request for Proposal shall be submitted to the Office of the Clerk of Council. Supplemental materials will not be accepted after the Proposals have been opened unless requested by the City. 4. All materials proposed on this Project must be purchased from U.S. based companies with preference given to those located within the state of Georgia. All products are intended to achieve higher energy efficiency of buildings located within Memorial Park and product specifications and descriptions are required as a part of the Proposal submittal. IV. LIMITATIONS A. This Request does not commit the City to the award of a contract or to pay any costs incurred in the preparation for a response to this Request. B. The City may or may not require the prospective proposer to participate in negotiations and to submit additional technical information or other revisions to their Proposal as may result from the negotiations. Page 5 of 12 C. The City reserves the right to reject any or all Proposals, to waive informalities, to request additional information, and to award a contract deemed most advantageous for the City. V. Minimum Requirements for a Proposer A. Proposals shall be considered only from firms normally engaged in performing the type of work specified with the Request for Proposal. In the determination of the evidence of responsibility and ability to perform the required services by the proposer, the representatives of the City shall determine whether the evidence of responsibility and ability to perform is satisfactory. The representatives of the City reserve the right to reject any or all proposals. B. Previous experience in the performance of projects of a similar nature to ensure timely and efficient completion. C. The individual/firm warrants that he/she is fully qualified, with adequate personnel and experience to undertake the services required within a reasonable time. D. The proposer shall be an equal employment opportunity employer and shall adhere to any applicable local, state, or federal affirmative action requirements. E. The proposer shall provide bonds which shall remain in effect for the full term of the subsequent contract. Upon activation of the contract, the successful contractor shall provide Performance and Payment Bonds. Page 6 of 12 VI. Criteria for Evaluation and Award The successful Proposer will be selected based upon the best response offered to the City. Proposers may be requested to give an oral presentation after submission of responses should the City find it necessary to determine which is best received. Evaluation Criteria: Submitted proposals will be evaluated and scored based upon the following criteria: Criteria Points Assigned Credentials 10 Expertise of Designated Staff 10 Past Performance 20 Managerial Capabilities 10 References 15 Capability to Perform SOW 15 Price Proposals 20 VII. Incurred Expenses The City is not responsible for any expenses which proposers may incur in the preparation and submittal of proposals requested by this RFP, including but not limited to, costs with travel, accommodations, interviews, or presentation of proposals. VIII. SPECIAL REQUIREMENTS The Proposals being submitted should be in full compliance with the requirements for contractors in connection with the grant awarded to the City and information pertaining thereto can be provided by Jan Leviner at City of Tybee Island, 403 Butler Avenue, PO Box 2749, Tybee Island, GA 31328. These requirements include, but are not limited to, special reporting requirements, Davis-Bacon compliance with respect to wages, laws addressing immigration requirements, Buy American requirements. Further, requirements include reporting required by the American Recovery and Reimbursement Act (ARRA) and all certifications for compliance with Georgia stimulus accountability. Information pertaining thereto is available at www.gefa.org. Information as to Davis-Bacon reporting requirements is available at www.gpo.gov/davisbacon/. Further, the standard terms and conditions of City contracts will apply. Page 7 of 12 Page 8 of 12 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. (a) “Purchase Order” or “Order” means this purchase order. (b) “Buyer” means The City of Tybee Island. (c) “Seller” or “Vendor” means the party furnishing the supplies under this order. (d) “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. (e) “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. 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 Page 9 of 12 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 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, Page 10 of 12 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, without 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 Page 11 of 12 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. PROTEST POLICY Any offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the Purchasing Agent. The protest shall be made to the purchasing office having responsibility for initiating the solicitation. The protest must be submitted in writing within 7 calendar days after knowledge of the facts and occurrences giving rise to the protest. The protest shall: include the name and address Page 12 of 12 of the protestant; include the solicitation number, contain a statement of the grounds for protest; and specify the ruling requested from the purchasing office. Awards will be held at bay until the protests are resolved.