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Contact Information

Solicitation No: 910-36-129  from City Of Grand Rapids 
Kelly Criner
300 Monroe Avenue NW Room 720 Grand Rapids MI, 49503
Tel: 616-456-3172
Fax: 616-456-3339
kcriner@grcity.us


Solicitation Header Information

Duration Dates Start Date
May 29, 2015 at 10:00:00 AM EDT
May 29, 2015 at 10:00:00 AM EDT
End Date
June 30, 2015 at 11:00:00 AM EDT
June 30, 2015 at 11:00:00 AM EDT
Solicitation 910-36-129
Title HVAC Maintenance and Repair Services
Delivery Terms Free On Board Destination
Additional Delivery Information - All shipments shall be F.O.B Delivered Freight Included to the City of Grand Rapids Michigan. F.O.B. terms other than "F.O.B. Delivered" shall not be accepted.
Description https://webprocure.perfect.com/Login

Bidders shall download all attached bid document files, complete the documents as requested, save the completed documents under a new name and upload the saved documents to the bid response.'> Bids are requested for a one-year term contract with four, one-year renewal options for maintenance & repair services for various HVAC equipment, as per the specifications contained herein. The City reserves the right to split the award to multiple vendors if it deems it in its own best interest. The City reserves the right to award any single item and/or any combination of items as it deems in its own best interest.

Bidders interested in submitting a response to this solicitation are required to be registered in the City's online procurement system, WebProcure. All solicitation information & documents shall be available to vendors registered in WebProcure system. If you are not currently registered, click on the following link to begin registration: https://webprocure.perfect.com/Login

Bidders shall download all attached bid document files, complete the documents as requested, save the completed documents under a new name and upload the saved documents to the bid response. 
Payment Terms Net 30 Days
Additional Payment Information - Vendors shall be aware that invoicing shall be accepted only from the contractor as listed on the bid form and subsequent purchase order. Invoices not meeting this requirement shall be discarded.
Additional Information
Bidders are required to submit descriptive/technical specifications, licenses, certifications, references as required, complete the questionnaire and all information requested herein with the bid response. It shall be the responsibility of the bidder to determine the correct procedures and to furnish the correct operations based upon the item description and specifications provided. Any exceptions taken to the information provided herein shall be stated on the bid form and shall become part of the bid. Failure to do so may result in the bid being rejected as non-responsive.'>All information in a bidder's response and the subsequent contract is subject to the provisions of the Freedom of Information Act 1976 no. 442, as amended, MCL 15.231 or latest revision thereof. Bidders shall note that pricing methodologies, cost and fee proposals, and any other response information related to pricing shall not be considered confidential information.

Bidders are required to submit descriptive/technical specifications, licenses, certifications, references as required, complete the questionnaire and all information requested herein with the bid response. It shall be the responsibility of the bidder to determine the correct procedures and to furnish the correct operations based upon the item description and specifications provided. Any exceptions taken to the information provided herein shall be stated on the bid form and shall become part of the bid. Failure to do so may result in the bid being rejected as non-responsive.
Pre-Bidders Conference A mandatory on-site inspection for verification of scope of project for each work location/section that the bidder is submitting a bid response shall be completed by each bidder. Bidders shall be held to have examined the premises and satisfied himself/herself as to the areas, products, and services required which he/shall be obligated to provide, or that in any way affects the work under this contract. Failure to inspect the work locations will result in rejection of the bid as non-responsive. No allowance shall be made subsequently in this connection, on behalf of the contractor for any negligence on his/her part. Inspections shall take place during the week of June 8, 2015.

The purpose of the on-site inspection is to view the existing equipment that shall be maintained under the contract and provide a general overview. Project specific questions are required to be in writing to the Project Buyer.
Scope of Work The work shall include all labor, materials, tools, test equipment, programs, software, and incidentals necessary to provide a comprehensive original equipment manufacturer recommended preventive maintenance program to eliminate downtime for HVAC and related equipment, fit for the intended use of the City. The Contractor shall provide complete preventive maintenance service for all equipment listed, utilizing skilled, licensed HVAC mechanics under the Contractor's supervision. A group of technicians shall be assigned to manage this account that shall become familiar with the facilities and all of the associated equipment. The Contractor shall assume the responsibility to inspect, examine, lubricate, and test the equipment as specified in the original equipment manufacturers (O.E.M.) literature. The Contractor shall continually provide good quality service that meets or exceeds industry standards.
Special Requirements


Solicitation Items

Mandatory Documents

 General Terms and Conditions.pdf  
 Exhibit I - Insurance Schedule II.docx  
 Bid Discount Information - Revised 2009 07.pdf  
 Contract Page 910-36-129.docx  
 910-36-129 Bid Document.docx  

Addendum Documents

 Equipment List - Revised.docx  
 910-36-129 Addendum 1.docx  

Solicitation Addenda

 ChangeDetailsReport_910-36-129_v1_Jun_24_15.pdf  
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