______________________________________________________________________________

Request for Proposals # 1738-18

HVAC Services

East Hartford Public Schools seeks to enter into multi-year indefinite quantity contracts with qualified

and licensed HVAC Contractors to provide repair, installation, modification and other associated HVAC

tasks on an as-needed basis.

Proposals should be addressed as follows:

East Hartford Public Schools, Dept. of Facilities Benjamin P. Whittaker, Director of Facilities 734 Tolland St. East Hartford, CT 06108

Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:

PROPOSAL NUMBER: 1738-18 PROPOSAL NAME: HVAC Services OPENING DATE: April 6, 2018

OPENING TIME: 12:00 pm

A MANDATORY pre-bid conference will be held at the East Hartford Public Schools Department of Facilities office at 734 Tolland St, East Hartford, CT on Thursday, March 22nd, 2018 beginning at 9:00 AM The intent of this conference will be to familiarize prospective contractors with the needs and expectations of EHPS and answer questions that might impact their proposals.

Questions related to this RFP must be submitted via e-mail to ford.dc@easthartford.org no later than

3:00PM on March 28, 2018. Any addendums, if necessary, will be published on the East Hartford Public

Schools website by April 2, 2018.

cc: Nathan D. Quesnel, Superintendent of Schools Benjamin P. Whittaker, Director of Facilities Dan Ford, Facilities Maintenance Manager

“Schools that are the Pride of our Community”

Nathan A. Quesnel, Superintendent of Schools Benjamin P. Whittaker, Director of Facilities

1738-18 RFP HVAC Services

INSTRUCTIONS TO BIDDERS

These instructions are standard for all Proposals issued by the East Hartford Public Schools, East

Hartford, Connecticut, where a vendor is to furnish professional service to complete a P r o p o s a l

as outlined in our detailed specifications. East Hartford Public Schools may delete, supersede or

modify any of these standard instructions for a particular Proposal.

1.1 The attached Proposal is signed by the vendor with full knowledge of and

agreement with the general specifications, conditions and requirements of this

Proposal.

1.2 Submit Proposal in a sealed envelope marked with the vendor's name and address in the upper

left-hand corner. Proposal number, name, opening date and opening time must be marked in

the lower left hand corner.

1.3 Proposals received later than date and time specified will not be considered. Amendments to,

or withdrawals of, Proposals received later than the date and time set for Proposal opening will

not be considered.

1.4 After the opening of the Proposals, no Proposal can be withdrawn for a period of ninety (90) days.

1.5 Please note the Town of East Hartford may also elect to use these same services. All same

terms and conditions will apply. All references to East Hartford Public Schools will include the

Town of East Hartford. The right is reserved to purchase either by option or the total options

indicated, split awards and act, as it seems in the best interest of the East Hartford Public

Schools.

1.6 It is the vendor’s responsibility to check the East Hartford Public School website AND the

State DAS website for changes to the bid prior to the bid opening. The bidder will be held to

the bid and all addenda.

1.7 East Hartford Public Schools does not discriminate on the basis of sex, sexual orientation, race,

religion or national origin.

1.8 East Hartford Public Schools reserves the right to waive any formalities in Proposals; to reject

any and all Proposals, to waive technical defects and to make such award, including accepting a

Proposal, although not the low bid, as it deems to be in the best interest of the East Hartford

Public Schools.

1.9 East Hartford Public Schools may withhold acceptances of work and payment thereof when it is

determined that said work or materials do not meet the specified requirements. Payment will

not be made until corrections are made which are acceptable to the East Hartford Public Schools

officials and/or their authorized agent.

INSTRUCTIONS TO BIDDERS (cont’d)

1.10 East Hartford Public Schools may make such investigation as deemed necessary to determine

the ability of the bidder to discharge his contract. The bidder shall furnish the East Hartford

Public Schools with all such information and data including references of similar projects

conducted for other school systems as may be required for that purpose. East Hartford Public

Schools reserves the right to reject any Proposal if the bidder fails to satisfactorily convince

the East Hartford Public Schools that he/she is properly qualified by experience and has the

facilities to carry out the obligations of the contract and to satisfactorily complete the work

called for herein. Conditional Proposals will not be accepted.

1.11 Specifications cannot be relieved by anyone other than an assigned agent for East Hartford

Public Schools. All changes must be in writing, signed by agent.

1.12 The successful vendor will be required to provide proof of insurance as outlined in Appendix A

and sign an Indemnification Statement, a copy of which can be found in Appendix B.

1.13 All prices must be F.O.B. delivered.

1.14 The East Hartford Board of Education will not award a bid to any bidder who owes delinquent tax

to the town. Bidders certify by virtue of their signature on the bid sheet that neither the bidder nor

any business or corporation which the Bidder owns an interest is delinquent in tax obligations to

the Town. The Purchasing Department will verify that no delinquent taxes are owed before any bid is

awarded.

1.15 The term of contract shall be Five (5) full fiscal years. If mutually agreed between East Hartford

Public Schools and the Contractor, the contract may be extended under the same terms and

conditions for two (2) additional twelve month periods.

APPENDIX A INSURANCE REQUIREMENTS

A. GENERAL REQUIREMENTS

The VENDOR shall be responsible for maintaining insurance coverage in force for the

life of this contract of the kinds and adequate amounts to secure all of the VENDOR’S

obligations under this contract with an insurance company(ies) with an AM Best Rating

of A-VII or better licensed to write such insurance in the State of Connecticut and

acceptable to the Town of East Hartford Public Schools.

The insurer shall provide the East Hartford Public Schools with Certificates of

Insurance signed by an authorized representative of the insurer prior to the

performance of this contract describing the coverage and providing that the insurer shall

give the East Hartford Public Schools written notice at least thirty (30) days in advance of

any termination, expiration, or any and all changes in coverage.

Such insurance or renewals or replacements thereof shall remain in force during the term

of this contract and any extensions.

The VENDOR at the VENDOR’S own cost and expense shall procure and maintain all

insurance required and shall name the East Hartford Public Schools as Additional Insured

on all contracts, except Workers’ Compensation and Professional Errors & Omissions

coverage’s.

B. SPECIFIC REQUIREMENTS:

1) Workers’ Compensation Insurance

The VENDOR shall provide Statutory Workers’ Compensation Insurance,

including Employer’s Liability with limits of:

$100,000 each accident

$500,000 disease, policy limit

$100,000 disease, each employee

2) Commercial General Liability Insurance

The VENDOR shall carry Commercial General Liability Insurance (Insurance

Services Officer Incorporated Form CG-0001 or equivalent). A per occurrence

limit of $1,000,000 is required. The Aggregate Limit will be not less than

$2,000,000. Any deviations from the standard unendorsed form will be noted on

the Certificate of Insurance.

SPECIFIC REQUIREMENTS (cont’d)

3) Business Automobile Liability Insurance

The VENDOR shall carry Business Automobile Liability Insurance (Insurance

Services Office Incorporated Form CA-00001 or Equivalent). A per occurrence

limit of $1,000,000 is required. “Any Auto” (symbol 1 or equivalent) is required.

Any deviations from the standard unendorsed form will be noted on the

Certificate of Insurance.

C. OTHER:

The VENDOR shall carry Umbrella Liability or Excess Liability Coverage in the amount

of $1,000,000 per occurrence.

East Hartford Public Schools reserves the right to amend amounts of coverage required

and type of coverage’s provided based on work or service to be performed.

D. SUBCONTRACTOR’S REQUIREMENTS:

The VENDOR shall require the same insurance that it is required to carry by the East

Hartford Public Schools to be carried by any subcontractors and independent contractors

hired by the VENDOR and to obtain Certificates of Insurance before subcontractors and

independent contractors are permitted to begin work.

The VENDOR shall require that the East Hartford Public Schools be named as

Additional Insured on all subcontractors and independent contractors insurance before

permitted to begin work.

The VENDOR and all subcontractors and independent contractors and their insurers

shall waive all rights of subrogation against the East Hartford Public Schools and its

officers, agents, servants and employees for losses arising from work performed by each

on this contract.

P a g e | 5

APPENDIX A

CONTRACT

BROAD FORM CGL

REQUIRED AUTO LIABILITY

REQUIRED WORKMEN’S COMP.

REQUIRED PROFESSIONAL

E & O REQ’D UMBRELLA

REQUIRED

CONSTRUCTION $1,000,000 $1,000,000 CGS/100/500/100 $2,000,000 NON-CONSTRUCTION $1,000,000 $1,000,000 CGS/100/500/100

PROFESSIONAL (1)

SERVICES/ARCHI-

TECTURAL OR

ENGINEERING

$1,000,000

$1,000,000

CGS/100/500/100

$1,000,000

DELIVERED GOOD

SERVICES UNDER

CONTRACT

$1,000,000

$1,000,000

CGS/100/500/100

BUILDING RENTAL

ALL USE $1,000,000

E. Asbestos Abatement companies are required to provide an Asbestos Abatement Liability Policy in the amount of $1,000,000. This is in

addition to all requirements under Construction Category.

THE CONTRACTOR MUST NAME THE TOWN OF EAST HARTFORD AS AN ADDITIONAL INSURED ON BOTH THE GENERAL AND AUTO LIABILITY POLICIES.

CONTRACTOR MUST MAINTAIN COVERAGE FOR TERM OF THE CONTRACT.

FOOTNOTES:

(1) Broad Form Commercial General Liability – Coverages shall be minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property

damage liability. Automobile Liability – Coverage shall have minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property damage

liability. This shall include owned vehicles, non-owned vehicles and employee non-ownership.

Workers Compensation – Must meet statutory limits of $100,000 for each accident.

Builder’s risk insurance – For all construction projects exceeding $2,000,000 in value, Builders’ Risk Insurance shall be required for the project. The General Contractor

must carry this coverage with their base bid, however, the Owner may consider, after the Contract award, carrying this through their insurance carrier and accepting a

credit from the General Contractor. The amount of coverage to be carried will be for the project amount. The bid shall include a separate charge for the Builders Risk

policy.

Lockout/Tagout Policy

The Town of East Hartford and East Hartford Board of Education have developed a Lockout/Tagout

Program. It is designed to meet the requirements found in Code of Federal Regulations (C.F.R.) 29 part

1910.147.

Part of that program is to give notice to all outside contractors, that when they are working on any

equipment covered by this Code in or on our grounds, they are required to abide by these regulations.

It is the purpose of these procedures to establish a uniform and safe method of rendering machines and

equipment inoperative for servicing and maintenance. It shall be used to ensure that the machine or

equipment is isolated from all potentially hazardous energy sources. It should be locked out, tagged out, or

both, before employees perform any servicing or maintenance activities where the unexpected energization,

start-up or release of stored energy could cause injury to these employees or others.

A copy of our program is available for viewing at our Maintenance Office as well as a copy of OSHA

Regulation, C.F.R.29 part 1910.147.

The Director of Facilities will be notified by outside contractors when they are required to perform

(lockout/tagout) procedures on our premises. Failure on the contractors part to comply will leave him open

to any liability actions the “Board” feels is necessary; forfeiture of contract award and responsible for any

fines levied by OSHA for failing to comply.

Authorized employees will be responsible to comply with the procedures spelled out in our policy. A copy

of the policy will be provided for review to each contractor authorized to perform work in the school

system.

If any tag/lockout is to remain for duration over 8 hours, they are to notify and receive permission from the

Maintenance Supervisor to do so. When restoring power back to any device, they will be responsible to

notify those responsible at the building site as well as the Maintenance Supervisor, they have restored the

equipment to running order. They are also required to provide any and all notification as outlined in our

policy.

AT NO TIME SHALL ANY PROCEDURE IN THE EAST HARTFORD BOARD OF EDUCATION

LOCKOUT/TAGOUT POLICY BE CONSTRUED AS A LICENSE TO VIOLATE PROPER SAFETY

PRACTICES AND REQUIREMENTS OUTLINED IN CRF 29. PART 1910.147.

The Director of Facilities and Maintenance Supervisor may be reached at (860)622-5952 and (860)622-

5954 respectively.

CONFINED SPACE ENTRY

The Town of East Hartford and East Hartford Public Schools have developed a Confined Space Permit

Policy to comply with OSHA CFR 29 Part 1910.146. In the event that the Scope of Work requires a

Confined Space Permit, the contractor shall apply for such to the Director of Facilities. Any Contractor

interested in viewing the Owner’s Confined Space Policy may do so by visiting the following location

between the hours of 8 A.M. to 4 P.M. weekdays.

Revised 4/06

APPENDIX B

CONTRACTOR INDEMNIFICATION

The Contractor shall fully indemnify, defend and hold harmless the Town of East

Hartford, the East Hartford Board of Education and all of their agents servants and

employees to the fullest extent allowed by law for any claim for personal injury, bodily

injury, death, property damage, emotional injury or any other injury, loss or damage of

any kind occurring during the term of the agreement and alleged to have been caused in

whole or in part by the Contractor, and even if caused by the negligence of the Town of

East Hartford, the East Hartford Board of Education or any of their agents servants or

employees. This obligation shall further apply to:

(1) actions, suits, claims, demands, investigations and legal,

administrative or arbitration proceedings pending or threatened,

whether mature, un-matured, contingent, known or unknown, at

law or in equity, in any forum (collectively, "Claims") arising,

directly or indirectly, in connection with this {Invitation to Bid and

resulting Contract}, including any environmental matters, and

including the acts of commission or omission (collectively, the

"Acts") of the contractor or any of its members, directors, officers,

shareholders, representatives, agents, servants, consultants,

employees or any other person or entity with whom the contractor

is in privity of oral or written contract (collectively "Contractor

Parties");

(2) liabilities arising, directly or indirectly, in whole or in part, in

connection with this {Invitation to Bid and resulting contract}, out

of the Contractor's or Contractor Parties' Acts concerning its or

their duties and obligations as set forth in this Invitation to Bid and

resulting Contract; and

(3) all damages, losses, s and expenses, including but not limited to,

attorneys' and other professional' fees, that may arise out of such

claims and/or liabilities for personal injury, bodily injury,

emotional injury, death, property damage or any other injury or

loss caused in whole or in part by the Acts of the Contractor or any

Contractor’s Parties.

The Contractor hereby covenants and agrees that the Town of East Hartford or

East Hartford Board of Ed shall be endorsed on the contractor’s policies of insurance as

additional insured.

The Contractor hereby further covenants and agrees to obtain a policy of

insurance, with minimum limits of amounts listed in Appendix A, containing an

endorsement that covers this agreement to indemnify, defend and hold harmless the

Town of East Hartford or East Hartford Board of Education

The Contractor hereby further covenants and agrees to obtain an endorsement to

said policy of insurance policy that the Contractor’s insurance is primary and any

insurance obtained, or self-insurance provided, by the Town of East Hartford or East

Hartford Bd. of Education is excess.

The Contractor hereby further covenants and agrees to furnish a copy of the

insurance policy that meets all of the above requirements before any work or use of the

property commences.

The existence of insurance shall in no way limit the scope of this indemnification.

The Contractor further undertakes to reimburse the East Hartford Public Schools for

damage to property of the East Hartford Public Schools caused by the Contractor, or

his employees, agents, subcontractors or materialmen or by faulty, defective or

unsuitable material or equipment used by him or them.

STATE OF CONNECTICUT:

ss

COUNTY OF: Signed:

Contractor

By:

Name

Street

City/State Zip

Date Subscribed and Sworn to before me on this day of .

Notary Public

EAST HARTFORD PUBLIC SCHOOLS

1110 MAIN STREET

EAST HARTFORD, CT 06108

TO: All Vendors

FROM: Paul Mainuli, Director/Business Services

SUBJECT: Affirmative Action

East Hartford Public Schools is an Equal Opportunity Employer. The Board of

Education has made it a matter of policy that it will not transact business with firms,

which are not in compliance with all Federal and State Statutes and Executive Orders

pertaining to non-discrimination.

A copy of the Board of Education Affirmative Action Statement is printed on the bottom

of this letter.

In order to have your firm listed on our acceptable vendor's list and thereby be eligible

for consideration as a source for goods and services, please complete and return the

following Statement of Policy to us.

Paul Mainuli

Director of Business Services

STATEMENT OF POLICY

It is the employment policy of that there shall be no

discrimination against anyone on the grounds of race, creed, national origin, sex, sexual

orientation, or age in the hiring, upgrading, demotions, recruitment, termination and

selections for training.

In addition, this form is in full compliance with the letter and intent of the various Equal

Employment Opportunities and Civil Rights Statutes noted above.

Date Signed (Name/Title of Company Officer)

Area Code Telephone # Street Address

Area Code Fax City/State

RFP #1738-18

REFERENCE CHECKS

In the interest of securing competent contractors we are requiring the following information

be provided with your Proposal. Failure to provide this information may jeopardize your

firm being awarded this project.

Please provide three references:

Company Name

Contact Person

Telephone Number

Date Job Completed

Company Name

Contact Person

Telephone Number

Date Job Completed

Company Name

Contact Person

Telephone Number

Date Job Completed

Department of Facilities

Request for Proposals

HVAC Services

Background

East Hartford Public Schools (EHPS) is soliciting proposals from qualified and experienced mechanical contractors to provide Heating, Ventilation, Air Conditioning (HVAC) and related mechanical services at its (18) facilities totaling over 1,300,000 square feet. EHPS is interested in commissioning a long-term comprehensive Preventive Maintenance (“PM”) program for all HVAC systems in each building. This program shall include maintaining each piece of equipment in accordance with manufacturers’ requirements and industry standard practices. A service level guideline (Appendix B) and general equipment/systems list (Appendix C) for each building is included within this RFP. In addition to Preventive Maintenance services, the EHPS is soliciting pricing for service call work (including emergency work), as well as “As-Needed” services for more substantial equipment repairs and replacements. The intention of EHPS is to retain an experienced and qualified mechanical service company that can support all aspects of HVAC equipment maintenance, repairs, and replacements. It is anticipated that the services described herein will be required for a five (5) year period.

Work will be performed on high-profile properties, therefore contractors must be able to perform their

services in a neat, clean, professional manner. High quality and attention to detail are required.

Responses to this RFP must be received in the East Hartford Public Schools Department of Facilities

office at 734 Tolland St, East Hartford, CT 06108 no later than 12 Noon on April 6th, 2018.

A MANDATORY pre-bid conference will be held at the East Hartford Public Schools Department of Facilities office at 734 Tolland St, East Hartford, CT on Thursday, March 22nd, 2018 beginning at 9:00 AM The intent of this conference will be to familiarize prospective contractors with the needs and expectations of EHPS and answer questions that might impact their proposals.

Questions related to this RFP must be submitted via e-mail to ford.dc@easthartford.org no later than

3:00PM on March 28th, 2018. Any addendums, if necessary, will be published on the East Hartford

Public Schools website by April 2, 2018.

Scope of Services

Anticipated services to be performed by the Contractor may include, but are not limited to, the following: 1) Semi-annual Preventive Maintenance (PM), Test, Inspection, and Seasonal Changeover Services

The intent of the PM program is to maintain every piece of equipment in each building according to manufacturer’s specification and industry standard practices. The program will be comprehensive in nature and should entail all work necessary to verify and ensure proper operation of the systems and seasonally change over the building systems from cooling (or non-heating) to heating modes where necessary. Any and all deficiencies shall be conveyed in writing to the Facilities Department as soon as possible after the equipment is serviced, with quotes or repair options provided where applicable.

The PM Schedule is broken into “Spring” and “Fall” tasks. These terms are used for simplicity only and does not imply that there will only be 2 visits necessary per year. Tasks will be completed with the best interests of EHPS’s operational schedule in mind. For example, some “Fall” PM tasks are better completed in the summer while the school is unoccupied (ex. belt changes), but others must wait until later in the season (operational checks, tower draining, etc). It is the intention of EHPS to “partner” with the selected contractor to work out ideal schedules.

A completed PM Checklist, which gives a generic scope for each type of equipment and service frequency, (example shown in Appendix B) must be submitted and accepted by EHPS before any PM is deemed complete and payable.

An equipment list by building for the entire portfolio is supplied (Appendix C) to give a general picture of equipment present in the buildings. EHPS is aware that these lists are outdated and in need of updating.

It will be the contractor’s responsibility during the first PM service to audit, survey, catalog (make/model/serial/location) and label each piece of mechanical equipment in each building, as well as install a tag or other identifier on each piece. If there are substantially more or less pieces of equipment than shown in the equipment list supplied by EHPS, additional compensation or credit for the PM service for that building will be negotiated.

2) Service Calls

Contractor will be called upon to provide emergency and non-emergency troubleshooting and repair work on an as-needed basis. The intent of service call work is to quickly and efficiently diagnose equipment issues and return equipment to service with minimal disruption to building occupants.

Service call work will be executed on a time and material basis utilizing the rates established in Appendix A. Once the issue with the equipment is determined, contractor must report back to an EHPS

representative with findings and estimated cost so a determination can be made on whether to continue with repairs.

Service calls are expected to be responded to by (1) technician. EHPS will not pay for a second technician to respond to a call unless approved of in advance.

Please reference the “Qualifications and Other Considerations” section for additional details pertaining to service call work.

3) “As Needed” Services

It is the intent of EHPS to utilize the selected contractor(s) for repair, replacement, reconfiguration and new installations for all EHPS HVAC system work of varying scope for the duration of the contract. However, EHPS will not be contractually bound to use the selected vendor(s) for any work beyond Preventive Maintenance Services.

When the need for major repair, replacement, reconfiguration or new installations of equipment arises, EHPS may ask the selected contractor for a fixed price or not-to-exceed price for the proposed scope of work. The contractor shall use the rate schedules and material markup listed in Appendix A- Pricing to determine the price of the work. Backup must be provided at the Town’s request.

From time to time, the need may arise to perform repairs or replace HVAC equipment on an emergency basis where the extent of the work may not be known at the onset or where time is of the essence to get the system back online. In these cases, after the contractor receives notice to proceed from EHPS, the contractor shall account for all time spent and materials used and invoice EHPS based solely on the rate schedule in Appendix A- Pricing

Proposals

Contractors must provide the following in their responses to this RFP:

1. General information and company history.

2. Describe at least (3) examples of client accounts currently serviced with the same scope of

services as listed in the “Required Services” section, and provide a reference (Name,

Organization, Phone Number) for each.

3. Explain your approach to working in educational or professional occupied facilities.

4. Personnel Listing. A complete listing of the key personnel anticipated to be assigned to this project by job classification, along with their resumes. Each resume shall include the individual's qualifications and experience in the subject area.

5. Pricing submitted using “Appendix A- Pricing”

Qualifications and Other Considerations

Contractor must maintain their principal place of business within 30 miles of the East Hartford

Public Schools Department of Facilities Building at 734 Tolland Street, East Hartford, CT.

Contractor must have a proven track record managing and maintaining small, medium, and large mechanical equipment and control systems in commercial buildings, including but not limited to: steam and hot water boilers, water and air cooled chillers, cooling towers, air handling units, variable frequency drives, heat recovery units, exhaust fans, ducted and ductless split systems, heat pumps, unit ventilators, air cooled condensing units, make up air units, rooftop units, duct furnaces, VAV units, PTAC units, and pneumatic and Direct Digital Control (DDC) systems.

Contractor must have personnel with at least a solid foundation and working knowledge of control system operation and troubleshooting, including pneumatics, Johnson Metasys, American Automatrix, and Cypress wireless devices. Technicians must understand interactions between pneumatic systems and overlaid DDC controls.

Willing and capable to work with EHPS to provide limited scope design/build services

Demonstrated ability to effectively troubleshoot system problems and recommend cost effective solutions.

All work is to be performed by Connecticut licensed HVAC Technicians (S1/S2 or D1/D2), except

for apprentice labor, which may be used only if approved by EHPS on a project-by-project basis.

Each apprentice shall be supervised at all times by a S1/S2 or D1/D2 Licensed HVAC Technician-

no more than a 1:1 ratio.

Accessible areas of all equipment under this contract shall be cleaned regularly by the

contractor. Cleaning does not have to be completed by S1/S2 or D1/D2 Licensed HVAC

Technicians, but must be done by an employee familiar with the equipment being cleaned to

ensure safe practices.

Contractors responding to this Request for Proposals must have sufficient staff and expertise to

complete the required services. The Contractor must agree that all personnel assigned to the

EHPS account are qualified and licensed for this type of work.

Contractor must provide all tools, materials and equipment required to complete all tasks,

unless certain materials/equipment are agreed to be provided by EHPS.

EHPS desires to limit the amount of “hot work” conducted in its facilities. Therefore, contractors

must possess and utilize a “pro-press” or similar system for piping projects when applicable.

Contractor shall be knowledgeable of appropriate building and HVAC codes and all work shall

conform to code. Permits shall be obtained as required by the East Hartford Building

Department.

Contractor must be able to respond to emergency service calls to any East Hartford Board of

Education owned facility within (2) hours, 24 hours per day, 7 days per week. The definition of

an issue as an “emergency” is completely up to the discretion of EHPS. For non-emergency

issues called in to the contractor by 11AM, same day service is required (during regular working

hours); After 11AM, next morning service is required. Service calls expected to extend into

“premium time” hours must be approved by EHPS.

Work performed by tradesman must be periodically checked on site by a member of the

contractor’s management team, or any time at the request of EHPS. PM work must be field

verified (spot checked) by a member of the management team and signed off on (the PM

Checklist) before the PM work will be considered complete. EHPS may, at its own discretion,

request a field inspection by the contractor’s management team with an EHPS representative

present.

Work authorized under any contract executed as a result of this RFP is not expected to reach the

thresholds requiring prevailing wages. If a project does require prevailing wages, contractor will

have the opportunity to adjust labor rates accordingly.

Bonding requirements will be on a project-by-project basis at the discretion of the Board of

Education.

Labor rates for “Standard time,” is defined as 7AM-5PM, Monday through Friday. “Premium

time” includes ALL other times.

East Hartford Public Schools are exempt from Connecticut Sales Tax. Do not include sales tax in

any pricing submitted.

“Materials” do not include shop supplies, tools, small equipment, and small items to support the

task being performed. Contractor is responsible for providing these supplies at no additional

cost.

Selection Process

Contractor(s) will be selected based on overall quality of the Contractor’s RFP response, relevance of

experience, strength of references, and pricing. The Department of Facilities will select contractors to

attend in-person interviews to determine the best fit between the contractor and the needs of the East

Hartford Public Schools.

East Hartford Public Schools reserves the right to negotiate with and enter into contracts with multiple

contractors selected through this RFP process. It is the intent to select one contractor for Preventive

Maintenance Services, but multiple contractors may be selected for service call or “as-needed” services.

Appendix A- Pricing

1. Comprehensive Preventive Maintenance Program

PM Services shall be fixed fee prices for Spring and Fall Services for each year. EHPS will issue an annual Purchase Order (PO) for these services, and contractor may bill semi-annually upon completion of the Spring and Fall service referencing the PO.

Property Year

1

Fall

Year

1

Spring

Year

2

Fall

Year

2

Spring

Year

3

Fall

Year

3

Spring

Year

4

Fall

Year

4

Spring

Year

5

Fall

Year

5

Spring

Central Admin- 1110 Main Street- 22,588 sf

CIBA- 857 Forbes St- 26,000 sf East Hartford High School—69 Forbes St- 394,000 sf

East Hartford Middle School- Burnside Ave- 255,000 sf

Facilities Headquarters – 734 Tolland St- 30,000 sf

Goodwin School- 1235 Forbes St- 54,200 sf

Hockanum School- 191 Main St. – 51,800 sf

Langford School- 91 Alps Dr. – 49,800 sf

Mayberry School – 101 Great Hill Rd. 49,000sf

Norris School – 40 Remington Rd. – 37,000 sf

O’Brien School – 56 Farm Dr.- 60,800 sf

O’Connell East- 305 May Rd.- 29,300 sf

O’Connell West- 301 May Rd. – 49,800 sf

Pitkin School – 330 Hills St. – 44,400 sf

Silver Lane School – 15 Mercer Ave- 46,000 sf

Stevens (Synergy) School- 40 Butternut Drive- 27,700 sf

Sunset Ridge School- 450 Forbes St. – 64,950 sf

Woodland School- 110 Long Hill Dr.- 42,800 sf

TOTAL

2. Labor Rates

a. S1/S2 Licensed HVAC Technician - Standard Time (per hour) $__________________

b. S1/S2 Licensed HVAC Technician - Premium Time (per hour) $__________________

c. D1/D2 Licensed HVAC Technician- Standard Time (per hour) $__________________

d. D1/D2 Licensed HVAC Technician - Premium Time (per hour) $__________________

e. Apprentice HVAC Technician- Standard Time (Per hour) $______________

f. Apprentice HVAC Technician- Premium Time (Per Hour) $______________

Note: Labor will be paid for on-site time only rounded to the next ½ hour

3. Emergency Service Call fee (flat rate/fee per call in) $____________

Note: This fee is only assessed for emergency work requiring response during “Premium Time”

and is the only fee that will be allowed in addition to per-hour rates above

4. Markup on materials= ________%

5. Markup on Sub-contractors= _________%

Appendix B- Sample PM Checklist/Service Level Guidelines

Example below is for a hypothetical property and not representative of any district property. Actual templates will be developed once program is in place. This table represents a general scope required and timing for each category of equipment

System Task Frequency Date Fully Completed

Technician

Air Compressors (For Pneumatic Controls)

Check operation and replace belts, air filters, and oil.

Fall

Air Handling Units/Make Up Air Units /Rooftop Units (AHU/MAU/RTU)

Replace all air filters with PM-40 Pleated style air filters or approved alternate

Spring/Fall

MAU’s shall have filters replaced 3-4 times a year

Aprox 3 months.

Lubricate motor, blower, linkages, bearings and dampers

Spring/Fall

Visually inspect all components for proper operation. Verify proper temperatures, pressures, valve performance, damper positions, coil condition etc.

Spring/Fall

Clean condensate drains/traps Spring

Replace all belts for all supply, return, and exhaust fans

Fall

Clean coils as necessary Spring/Fall

Boilers (Gas Fired Steam)

Clean and tune gas fired burner Fall

Test boiler controls, gauges, and all safety controls for proper operation and calibration.

Fall

Perform efficiency test on each burner and leave copy of readings with equipment.

Fall

Check gas pressures and adjust if necessary. Fall

Boilers (Gas Fired HW)

Clean and tune gas fired burner on hot water boilers

Fall

Test boiler controls, gauges, and all safety controls for proper operation and calibration.

Fall

Perform efficiency test on each burner and leave copy of readings with equipment.

Fall

Check gas pressures and adjust if necessary. Fall

Chillers (Air Cooled) Clean condenser coils Spring

Refill CHW loop and start up for cooling season and check/adjust operation as needed

Spring

Check operating and safety controls, oil levels, and refrigerant charge performance.

Spring

Drain CHW loop and lay-up chiller for winter (if required)

Fall

Chillers (Reciprocating/Scroll- Water Cooled)

Clean water cooled condenser tubes chiller and replace end bell gaskets

Spring

Start up for cooling season and check/adjust operation as needed

Spring

Operational check should include but is not limited to: checking refrigerant pressure, superheat temperature on the expansion valves, staging control, oil pressure and oil level, crankcase heaters, all gauges for accuracy, electrical components and overall water flow performance.

Spring/Fall

Condensers (Air Cooled)

Clean condenser coils, using an industry accepted environmentally safe cleaning solution, for all DX cooling systems. Check refrigerant charge, electrical controls and motors, and visually check for equipment leaks.

Spring

Condensate Return Systems

Operational check and lubrication of pumps. Verify make up water system is working correctly.

Fall

Cooling Towers Clean sump pans and screens and refill cooling tower. Replace belts, lubricate all bearings, start-up tower and check operation of tower, temperature controls, and pumps

Spring

Drain tower, clean sumps, and prepare tower system for winter (if taken offline in winter). Perform general inspection of tower

Fall

Controls General operational check of all control systems (pneumatic, DDC, or hybrid)

Spring/Fall

Condensate Return Systems

Operational check and lubrication of pumps. Verify make up water system working correctly.

Fall

Ductless Split Systems

Clean condenser coils using an industry accepted environmentally safe cleaning solution, check refrigerant charge, electrical controls and motors, and visually check equipment for leaks

Spring

Wash re-usable evaporator filters and replace if needed.

Spring/Fall

Duct Furnaces (Gas Fired)

Check and test individual zones with corresponding duct furnaces, including operating and safety controls and heat exchanger condition.

Fall

Clean and tune each duct furnace Fall

Perform efficiency test on each burner and leave copy of readings with equipment.

Fall

Check gas pressures and adjust if necessary. Fall

Exhaust Fans Replace belts, lubricate bearings and check operation

Fall

Furnaces (Gas Fired- Warm Air)

Clean and tune all furnace components Fall

Perform efficiency test on each burner and leave copy of readings with equipment.

Fall

Check gas pressures and adjust if necessary. Fall

Fan Coil Units (HW/CW)

Replace filter media Spring/Fall

Visual and general operational check of all fan coil units

Spring/Fall

Clean condensate pans/traps Spring

Heat Exchangers (Steam to HW)

Check and test operation of steam to hot water converter stations and steam traps

Fall

Heat Exchangers (Water to Water/Glycol)

Check and test operation, verify correct operating temperatures, valve operation, etc

Fall

Hot Water Heaters – Domestic (Electric)

Verify correct operation and setpoints Fall

Hot Water Heaters- Domestic (Gas Fired)

Clean and tune gas fired burner. Verify correct operation and setpoints

Fall

Pumps (HW/CHW) Lubricate, perform operational test and inspection and recalibrate where necessary

Fall/Spring

PTAC Units Clean condenser coils using an industry accepted environmentally safe cleaning solution

Spring

Replace filter media Spring/Fall

Check operation, refrigerant charge, and lubricate motors.

Spring/Fall

Radiator/Convector Units

Verify correct operation, make adjustments as necessary

Fall

Steam Traps Verify proper operation of all steam traps Fall

Unit Heaters (Gas Fired, HW, or Electric)

Check operation and safety controls. Spring/Fall

Replace filter media (if equipped) and clean/vacuum unit

Spring/Fall

Lubricate/inspect motors Spring/Fall

Unit Ventilators Lubricate/adjust motors linkages, dampers, or other components as necessary

Fall

Verify correct operation of actuators, valves, and outdoor air components

Fall

Change Filter Media Fall

Variable Frequency Drives

Check operation and make minor adjustments as needed.

Fall/Spring

Variable Air Volume Boxes

Check operation of VAVs Spring/Fall

Verify reheat coils are properly functioning

Fall

Lubricate/adjust linkages, dampers, or other components as necessary

Spring/Fall

General Clean equipment where necessary Spring/Fall

General Provide report of any deficiencies including repair costs

Spring/Fall

General Perform all required valve manipulations to systems from heating to cooling and vice versa (if required). Work with EHPS to ensure building systems are changed over to meet seasonal demands. This may require visits that do not necessarily correspond with PM work. Prior coordination is required with EHPS personnel.

Spring/Fall

Other

Other

Other

Appendix C- Equipment Listing

See attached document “Appendix C- EHPS HVAC Equipment List” for a general picture of equipment present in the buildings. EHPS is aware that this list is outdated (2012) and in need of updating.

It will be the contractor’s responsibility during the first PM service to audit, survey, catalog (make/model/serial/location) and label each piece of mechanical equipment in each building, as well as install a tag or other identifier on each piece. If there are substantially more or less pieces of equipment than shown in the equipment list supplied by EHPS, additional compensation for the PM service for that building will be negotiated.

NOTE: The (3) Carrier chillers located at East Hartford High School and the (1) Carrier Chiller

located at Connecticut International Baccalaureate Academy (CIBA) are NOT included in this

contract. They are serviced by the manufacturer. The other chillers in the portfolio ARE

included in the scope of this RFP.

SUBMITTED BY:

Vendor Contact Person

Written signature Title

Address:

Telephone# Fax#

Email Date

Tax Collector verification:

No delinquent taxes owed by the awarded bidder to the Town of East Hartford