HomeMy WebLinkAboutOpening of Quotations - Preventative Maintenance of Repair and HVAC Equipment & Controls - Ideal Consolidated Inc111. ACE:
QUOTE/PROPOSAL
CITY OF SOUTH BEND
Preventative Maintenance & Repair of HVAC Equipment & Controls
QUOTE NAME South Bend Utilities 2018
FOR QUOTES DUE June 12,2018
BASE QUOTE: Preventative Maintenance & Repair (1 -Year Term)
Preventative Maintenance & Repair of HVAC Equipment and Controls
Item
Description
Qty
Unit
Unit Price
Total Price
1
Wastewater
I
Lump Sum/Year
$
$13,125.00
2
Waterworks
1
Lump Sum/Year
$
$ 7150.00
TOTAL FOR BASE QUOTE
20,275.00
ALTERNATE QUOTE: Preventative Maintenance & Repair (3-Year Term)
Preventative Maintenance & Repair of HVAC Equipment and Controls
Item
Description
Qty
Unit
Unit Price
Total Price
I
Wastewater
3
Lump Sum[Year
$
$ 42,609.00
2
Waterworks
3
Lump SUm[Year
$
$ 23,212.00
TOTAL FOR ALTERNATE QUOTE
$ 65,821.00
Selection shall be based on the lowest, responsive, responsible bidder, The City of South Bend
will also consider the cost -benefit of the Base Quote (one-year) pricing, Alternate Quote (three-
year) pricing, as well as the Contractor's attached rate schedule and questionnaire responses.
Quoter (Firm)
Address:
City/State/Zip:
Telephone Number:
Ideal Consolidated. Inc.
806 West Sample Street
South (Bend, IN 46601
574-282-1228
M
Fax Number: 57A-282-1128
x.r
7
(Signature)
Tim Stuver
nted Name)
Vice President
(Title)
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BOARD OF PUBLIC WORKS
Gary A. Gilot, President
Suzanna M. Fritzberg, Member
James A. Mueller, Mem
Elizabeth M. Maradik, Member
Therese J. Dorau, Member
ATTEST: Linda M. Martin, Clerk
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CITY OF SOUTH BEND INDIANA,
SELLER'S QUOTE FOR SALE OR LEASE OF MATERIALS4, EFL,
AND NON -COLLUSION AND NON DEBARMENT AFFIDAVIT AND
NON-DISCRIMINATION COMMITMENT FOR SELLERS_:`
Preventative Maintenance & Repair HVAC Equipment and Controls
QUOTE NAME South Bend Utilities 2018
FOR QUOTES DUE June 12, 2018
Date: June 12, 2018 Firm: Ideal Consolidated, Inc.
Address: 806 West Sample Street
City/State/Zip: South Bend IN 46601 Telephone Number: 574 282-1228
Agent of Firm (if Applicable):
When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanation to thisAffidavit.
CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT,
CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT
ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND
CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY
PRODUCTS
(Must be completed for all quotes and bids. Please type or print)
STATE OF Indiana )
) SS:
St Joseph COUNTY )
The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury
that:
1. Contractor has not, nor has any other member, representative, or agent of the firm,
company, corporation or partnership represented by him, entered into any combination,
collusion or agreement with any person relative to the price to be bid by anyone at such
letting nor to prevent any person from bidding nor to induce anyone to refrain from
bidding, and that this bid is made without reference to any other bid and without any
agreement, understanding or combination with any other person in reference to such
bidding. Contractor further says that no person or persons, firms, or corporation has, have
or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on
account of such sale; and
2. Contractor certifies by submission of this proposal that neither contractor nor any
of its principals are presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from participation in this transaction by any Federal
department or agency; and
3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in
investment activities in Iran.
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a. For purposes of this Certification, "Iran" means the government of Iran and any agency
or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as
amended from time -to -time.
b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -time, a Contractor
is engaged in investment activities in Iran if either:
i. Contractor, its successor or its affiliate, provides goods or services of twenty
million dollars ($20,000,000) or more in value in the energy sector of Iran;
or
ii. Contractor, its successor or its affiliate, is a financial institution that extends
twenty million dollars ($20,000,000) or more in credit to another person for
forty-five (45) days or more, if that person will (i) use the credit to provides
goods and services in the energy sector in Iran; and (ii) at the time the
financial institution extends credit, is a person identified on list published by
the Indiana Department of Administration.
4. Contractor does not knowingly employ or contract with an unauthorized alien, nor
retain any employee or contract with a person that the Contractor subsequently learns is an
unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work
eligibility status of all of Contractor's newly hired employees through the E-Verify
Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and
participation in the E-Verify Program is included and attached as part of this bid/quote;
and
5. Contractor shall require his/her/its subcontractors performing work under this
public contract to certify that the subcontractors do not knowingly employ or contract with
an unauthorized alien, nor retain any employee or contract with a person that the
subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has
enrolled in and is participating in the E-Verify Program. The Contractor agrees to maintain
this certification throughout the term of the contract with the City of South Bend, and
understands that the City may terminate the contract for default if the Contractor fails to
cure a breach of this provision no later than thirty (30) days after being notified by the
City.
6. Persons, partnerships, corporations, associations, or joint venture's awarded a
contract by the City of South Bend through its agencies, boards, or commissions shall not
discriminate against any employee or applicant for employment in the performance of a
City contract with respect to hire, tenure, terms, conditions, or privileges of employment,
or any matter directly or indirectly related to employment because of race, sex, religion,
color, national origin, ancestry, age, gender expression, gender identity, sexual orientation
or disability that does not affect that person's ability to perform the work.
In awarding contracts for the purchase of work, labor, services, supplies, equipment,
materials, or any combination of the foregoing including, but not limited to, public works
contracts awarded under public bidding laws or other contracts in which public bids are
not required by law, the City, its agencies, boards, or commissions may consider the
Contractor's good faith efforts to obtain participation by those Contractors certified by the
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State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise
("WBE") as a factor in determining the lowest, responsible, responsive bidder.
In no event shall persons or entities seeking the award of a City contract be required to
award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against
said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE
Utilization Board shall prohibit that person or entity from being awarded a City contract
for a period of one (1) year from the date of such determination, and such determination
may also be grounds for terminating the contact for which the discriminatory practice or
noncompliance pertains.
7. The undersigned contractor agrees that the following nondiscrimination
commitment shall be made a part of any contract which it may henceforth enter into with
the City of South Bend, Indiana or any of its agencies, boards or commissions.
Contractor agrees not to discriminate against or intimidate any employee or applicant for
employment in the performance of this contract with privileges of employment, or any
matter directly or indirectly related to employment, because of race, religion, color, sex,
gender expression, gender identity, sexual orientation, handicap, national origin or
ancestry. Breach of this provision may be regarded as material breach of contract.
I, the undersigned bidder or agent as contractor on a public works project, understand my
statutory obligations to the use of steel products or foundry products made in the United
States (I.C. 5-16-8-1). I hereby certify that I and all subcontractors employed by me for
this project will use steel products or foundry products made in the United States on this
project if awarded. I understand I have an affirmative duty to notify the City in my bid that
my proposal does not include the use of steel products or foundry products made in the
United States. I understand it is my sole obligation and responsibility to provide a
justification to the City, subject to review and approval, why the cost of United States made
steel or foundry products is unreasonable. Prior to award and upon submission of bid
which does not use steel products or foundry products made in the United States, the City,
through its director of public works, shall make a determination if the price of United States
made steel or foundry is unreasonable. I understand that violations hereunder may result
in forfeiture of contractual payments.
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I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid
for public works are true and correct.
Dated this 1 2th day of June 2018
Subscribed and sworn to before me this 12th
My Commission Expires 12/03/25
County of Residence
ldeal Consolidated, Inc.
Contrac d (Firm)
Sig Contractor/Bidder or Its Agent
Timnpk
M
im uver, Mce-President
Printed Name and "Title
day of June 1 2018
Notary Public att Meert
St Joseph
MATT HLW J MEERT
NOTARY PUBLIC
SEAL
ST. JOSEPH COUNTY, STATE OF INDIANA
MY COMMISSION EXPIRES DECEMBER 3,2025
COMMISSION NO. 708102
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(To be completed only by ContractorslBidders claiming to be, a "local Indiana business" pursuant to I. C. 36-1-12-22)
INDIANA LOCAL BUSINESS PREFERENCE CLAIM
A "local Indiana business" refers to any of the following:
(1) A, business whose principal place of business is located in an affected county.
(2) A business that pays a majority of its payroll (in dollar volume) to residents of affected counties.
(3) A business that employs residents of affected counties as a majority of its employees.
(4) A business that makes significant capital investments in, the affected counties as defined in rules adopted by the
political subdivision.
(5) A business that has a substantial positive, economic impact on the affected counties as defined by criteria in rules
adopted by the political subdivision.
An "affected county" refers to St. Joseph County, Indiana, or the following counties located adjacent to St, Joseph
County: Elkhart County, Marshall County, Starke County and LaPorte County
There are the following price preferences for supplies purchased from a local Indiana business:
* 5% for a purchase expected by the purchasing agency to be less than $50, 00f O
* 3% for a purchase expected by the purchasing agency to beat least $50,000 but less than $100,000.
* 1% for a purchase expected by the purchasing agency to beat least $100, 000�
Date: June 12, 2018
Pursuant to I.C. 36-1-12-22, Ideal Consolidated, Inc. claims a local Indiana business
P t tMaqntrance & Hepair MAC Eqp & �;ontral
preference for Project rt= n = (project # located within the City of
South Bend, St. Joseph County, Indiana.
The location of the principal place of business is 806 West Sample Street, South, Bend, IN 46601
(Address)
St, Joseph County, Indiana
to The following county located adjacent to St, Joseph, County, Indiana:
The majority of the business's payroll for the 12 months prior to the date of this Bid is, to residents of St.
Joseph County, Indiana or the adjacent county noted above,
The majority of the business's employees for the 12 months prior to the date of this Bid are residents of St.
Joseph County, Indiana, or the adjacent county noted above.
If the business is deemed to, be the apparent lowest, responsible, responsive bidder, then it shall provide
supporting documentation for the 12 month, period prior to the date of the Bid of (i) the total payroll airnount
paid to all employees of the business, and (ii) the total payroll amount paid to employees who are residents
of St, Joseph County and the adjacent County noted above.
WHEN SUPPLYING SUPPORTING PAYROLL RECORDS,
BIDDER SHALL REDACT ALL SOCIAL SECURITY NUMBERS.
Dated this 1 2th day of June 12018
Ideal Consolidated, Inc.
Contractlaer i,
pl�vae Ari rm
X
Signer fu r7 ntractor/Bidder or Its Agent
Tim Stuver, Vice President
Printed Name and Title
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U' _
SPECIFICATIONS
CITY OF SOUTH BEND
Preventative Maintenance & Repair HVAC Equipment & Controls
QUOTE NAME South Bend Utilities 2018
FOR QUOTES DUE June 12, 2018
Pursuant to notices given, the undersigned offers Quote(s) to the City of South Bend in accordance with
the following attachment(s) which specify the class or item number or description, quantity, unit, unit price.
PREVENTATIVE MAINTENANCE & REPAIR
HVAC EQUIPMENT & CONTROLS
SOUTH BEND UTILITIES 2018
PART 1 — GENERAL
The City of South Bend Utilities seeks a qualified Contractor to service and maintain Pleating, Ventilation
and Air Conditioning (HVAC) Units in various City Utilities Buildings and Remote Sites.
Bureau of Wastewater buildings are located at 3113 Riverside Drive including with ten (10) remote sites,
three (3) Sanitary Lift Stations, and one (1) building at the Organic Resources Facility located at 4340
Trade Drive. A Site Map is attached for reference and location.
Bureau of Waterworks sites include one at 125 W. Colfax, two located at 915 S. Olive Street, 830 N.
Michigan Street, 2708 Rockne Drive, 2801 Riverside Drive, and 3600 S. Main Street, and 300 Sherwood.
A Site Map is attached for reference and location.
A list of all existing equipment is attached for Wastewater and Waterworks sites.
The Base Quote agreement will be considered for one (1) year with the option to cancel service with a 30-
day written notice for unsatisfactory performance by Contractor. Owner shall be the sole judge on the
Contractor's ability to adequately complete work and provide all required deliverables.
The Alternate Quote agreement will be considered for a three (3) year Agreement with the option to
cancel service with a 30-day written notice for unsatisfactory performance by Contractor. Owner shall be
the sole judge on the Contractor's ability to adequately complete work and provide all required
deliverables.
The Division of Utilities shall consider cost -benefit when comparing 1-year Agreement and 3-year
Agreement pricing. Either a 1-Year Agreement or 3-Year Agreement will be awarded at the discretion of
the Public Works and the Division of Utilities through the Board of Public Works.
Contractors shall be responsible for coordinating service schedules with the City's designated
Maintenance Representative(s) for Wastewater Facilities and Waterworks Facilities.
PART 2 — EXECUTION AND DELIVERABLES
Preventative Maintenance shall be performed but not limited to the following items:
Testing and Inspection Services
Testing and Inspection Services shall include, but not be limited to, the following:
e Testing for excessive vibration, winding resistance; refrigerant change; fan RPM; safety controls;
crankcase heater; controls.
e Inspection for worn parts; mounting, drive couplings; oil levels, pilot igniters, and refrigerant leaks.
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Preventative Maintenance Services
Preventative Maintenance Services shall include, but not be limited to, the following:
• Cleaning coil surfaces
• Check electrical contacts
• Check burner orifices
• Calibrate temperature controls
• Tightening of electric connections and mounting bolts
• Check refrigerant levels, super cleat
• Check gas pressure to units
• Lubricate motors and bearings
• Perform filter changes (Quarterly) unless otherwise noted.
- Exception: Filter changes required at recurring cycles that are less than Quarterly (i,e. semi-
annual / annual) will be performed by Owner unless otherwise noted.
• Replace all belts semi-annually or as noted on individual unit's preventative maintenance schedules
• Recharge A/C Units when needed and Clean Coils
Specific Performance, Information, and Reporting Requirements
The Contractor shall be responsible for providing the following services as they relate to performance,
response time, informational submittals, documentation, and reporting:
• For one-year agreements, the period of performance shall be July 1, 2018 through June 30, 2019.
• For three-year agreements, the period of performance shall be July 1, 2018 through June 30, 2021.
• Preventative Maintenance and Repair services shall include all parts, labor and materials to perform
Preventative Maintenance and repairs to all HVAC equipment and controls,
• Contractor shall self -perform Preventative Maintenance and Repair Service and shall not subcontract
any services to another Contractor without consent of Owner.
• Contractor shall be on site within two (2) hours from time notified.
• Contractor must acknowledge or return Emergency calls within 30 minutes. If Contractor does not
respond, Owner may seek repairs from another source.
• Indicate Trip Charge, if any, for all non -Preventative Maintenance work. No trip charge will apply if
response is longer than 2 hours.
• Indicate percent discount on all parts.
• Indicate hourly rate for all regular hour work performed not under Preventative Maintenance Service.
• Provide Lochinvar Boiler Certified Personnel -- List Employee's.
• Contractor must be able troubleshoot and provide Siemens Talon software programming support for
all HVAC Control Systems.
• Must have Staff to respond to Emergency calls and repairs.
• Owner supplied Hazardous Safety Training shall be required for all Service personnel prior to
performing Preventative Maintenance.
• South Bend Utilities has two Bureaus / Departments: Wastewater and Waterworks.
• Provide Quotation Pricing for Wastewater and Waterworks as separate line items in Quotation Form.
• Billing for Preventative Maintenance and Repair service will be billed to each Bureau 1 Department_.
• All Preventative Maintenance procedures shall be performed as the manufacture of equipment
recommends. Exceptions shall be considered only with South Bend Utilities review and approval.
• Every attempt was made to include all assets on the attached list of Assets. Preventative
Maintenance service shall be provided on all HVAC assets at the South Bend Utilities locations listed
in this agreement.
• Any Equipment added after the effective date of the signed agreement will be serviced on a Time and
Material basis.
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Quarterly Preventative Maintenance Service
The Contractor shall be responsible for providing Quarterly Preventative Maintenance Services as
follows:
• Quarterly Filter changes for Pumping Stations (x3)
• All Belts shall be changed two (2) times yearly; old belts shall be returned to Owner on the date the
belt is replaced.
• Building #20 Truck Bay exhaust fans (2) may use belts suited for yearly (annual) service. All other
exhaust fans shall be changed two (2) times per year.
• Work history reports shall be supplied and updated in every mechanical room.
• One service person shall be assigned to Wastewater as the Contractor's representative.
• One service person shall be assigned to Waterworks as the Contractor's representative.
• Computerized tasking for each piece of equipment.
• Wastewater Equipment has assigned Asset Numbers specific to each NVAC unit. Contractor shall
use and refer to specific Asset Numbers in all documents for Preventative Maintenance tasks and
repairs.
• Waterworks Asset numbers are currently being assigned and will be provided during the agreement
term. Once Asset numbers are provided, all asset units shall be referenced with the assigned asset
number for all service documentation.
• All others asset Preventative Maintenance reports and documents shall reference equipment name
and site location.
• Perform start up and shut down service for heaters and furnaces in Buildings 4, 6, 7, 12, 13, 20, 21
and Organic Resources at Wastewater Facilities and as needed at Waterworks Facilities.
• Several service locations require an aerial lift for access. The Owner may be able to supply a lift if
scheduled in advance of work. Coordinate use of Owner supplied lift with Owner's designated
Maintenance Representative(s).
• Provide a yearly schedule for the Preventative Maintenance Inspections and a copy of the
computerized tasking report. Digital and hard copies shall be submitted to the Owner's designated
Maintenance Representative(s).
• Notify Owner before beginning Preventative Maintenance Service and expected completion date(s).
• All non -Preventative Maintenance work will require daily Service Tickets with a description of work,
parts used For repairs, and labor.
Additional Information to be provided with Quotation (See Attachment):
Complete the attached service rate worksheet and questionnaire.
• Non -Preventative Maintenance Service hourly, overtime, and premium rates and hours.
• Trip charges,
• Discount on parts.
• Contractor shall provide three local references with similar maintenance contracts with the Contractor.
• Confirm number of years in business.
• Confirm number of field service personnel.
• Provide telephone numbers for service during normal hours and after hours.
• Indicate Contractor's emergency response procedure.
Seasonal Service Information pertinent to South Bend Utilities Locations
• More frequent Preventative Maintenance Service may be required during cooling season
• Cottonwood has been known to plug condenser coils and may require cleaning or periodic removal of
debris from units.
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Hours of Service
The Contractor shall provide service personnel and emergency service personnel during the hours of
service specified as follows:
• All normal service shall be performed between 7:00 A.M. and 3:30 P.M., Monday through Friday.
• This agreement covers 24-hour emergency call -in service and includes trip charges, if applicable.
• Contractor shall be on site within two (2) hours from time notified for service work required to maintain
proper operation of equipment.
• All services, parts and labor not covered under this agreement must be reviewed and approved by
the City's designated Maintenance Representative prior to beginning work.
• Contractor must include regular hourly rates, after hours rates and weekend rates, and holiday rates
for work not included in this contract.
Parts Availabilit
The parts stock for all equipment covered herein shall be based on equipment manufactures'
recommendations for routine expendable parts. The Contractor has the option of stocking locally or
having access to immediate delivery of parts for the purpose of providing unscheduled service on an
emergency basis. In either case, the service Contractor is expected to have emergency parts available.
Special Procedures and Notes
The Contractor is hereby provided specific notice of assets requiring special Preventative Maintenance
procedures that shall be in accordance with the Owner's normally scheduled operations and site specific
requirements as follows:
• Asset # 3815, Note: 5
- Transfer Power and Control to South Unit and run for 30 days in the month of June.
- After 30 days transfer Power and Control back to North Unit Asset # 3814.
• Asset # 2840, Note: 6
- PM Service requested on Burner Assembly
• Boiler (AO Smith) Waterworks Olive Street, Note: 7
- Flush lime and sediment for Boiler
• Wastewater Building #12 Reuse:
- Two hanging heaters over pump pit will require special access. Coordinate with Owner.
• Wastewater Building #20 Dewatering
- Two Exhaust Fans in Truck bay will require an extended aerial lift. This type of lift is not available
from Owner, Contractor shall provide with service.
Documentation and Special Reports
The Contractor shall maintain a record of all maintenance and repairs relating to the equipment included
in this agreement and provide reports to Owner upon request.
Written reports on Preventative Maintenance are to be turned in to designated Maintenance
Representative(s) upon completion of each Quarterly inspection. Quarterly reports on all equipment
listed are essential to the scope of work for this agreement and required prior to the distribution of
payment for work. Reports shall be submitted within 10 days of Preventative Maintenance performed.
Report documents shall include, but not be limited to, the following information:
• Summary of repairs made with Equipment Name and Asset number if provided in agreement
• Equipment condition status (Good — Fair— Poor— Needs Replaced)
• For each status of Poor and Needs Replaced give explanation for status. Provide quote for repair
work or replacement.
• Provide recommendations for upgrades and replacements. Provide quotation for upgrades and
replacements to City Maintenance Representative(s) upon request.
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CITY OF SOUTH BEND
INSTRUCTIONS TO BIDDERS
BID FORMS AND EXECUTION
A. Bidders are expected to examine the Drawings, Specifications, Proposal and all Instructions.
Failure to do so will be at the Bidder's risk.
B. Each Bidder shall furnish all information required by the Notice, Instructions to Bidders and
Specifications. Bids must be made on the form provided, The Bidder shall sign the Proposal
and Non -Collusion Affidavit, which is a part of the provided form, where indicated, provide a
notary signature and provide all other information required.
C. The Bidder shall sign the Proposal in the following manner: If the Proposal is made by an
individual, his/her name and post office address must be shown. If made by a partnership or
joint venture, the name and post office address of each member of the partnership or joint
venture must be shown. If made by a corporation, the Proposal must be signed by an officer
of the corporation or by a representative duly authorized by the corporation to execute the
Proposal in its behalf.
2. SEALED BIDS ONLY
A. Bids, Proposals, Guaranty, and other required documents must be submitted in a sealed
envelope marked on the outside with the general classification of material Bids, i.e. "Bid for
Computer Equipment," "Bid for Front End Loader," or "Bid for Office Supplies."
B. When samples are required, such samples shall be delivered or shipped at the Bidder's
expense to the address specified in the Invitation to Bid. Samples must be shipped
separately from Bid documents and labeled clearly with the Bidder's name, address and the
commodity or equipment classifications and documents, the item (and item number, if any),
and Material Safety Data Sheets (if applicable). All samples must be representative of the
commodities or equipment which will be supplied by the successful Bidder. All samples will
become the property of the City of South Bend and none will be returned, unless otherwise
stated in the Specifications.
C. In the event of an inconsistency between provisions of the contract documents, the
inconsistency shall be resolved by giving precedence in the following order:
3. ORDER OF PRECEDENCE
A. Bid Form attached Proposal
B. Amendments to Specifications
C. Specifications
D. Special Provision
E. Instructions to Bidders
F. Notice to Bidders
4. DELIVERY OF BIDS
A. Bids must be delivered to the Office of the Board of Public Works, 131h Floor, County -City
Building, Room 1316, 227 West Jefferson Boulevard, South Bend, Indiana 46601 (574) 235-
9251, by the time specified (local time) in the Notice to Bidders. If not delivered personally,
the sealed envelope containing the Bid must be mailed to the following address:
City of South Bend
Clerk of the Board of Public Works
1316 County -City Building
227 West Jefferson Boulevard
South Bend, Indiana 46601
B, The Post Office Department will be considered agent of the Bidder in delivering the Bid. The
City will not be responsible for deliveries. Any Bids received after the time specified will
be returned unopened.
C. Bids will be opened and read publicly at the time and place designated in the Notice to
Bidders. Bidders, their authorized agents, and the public are invited to be present.
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D. The Board may reject any Hid that does not conform to these requirements as non-
responsive.
5. ADDENDA -- NO VERBAL INTERPRETATIONS
A. No inquiries by Bidders relative to interpretation of Plans, Specifications, Special Provisions,
or other Quoting Documents will be answered verbally. If any prospective Bidder is unable or
unwilling to comply with one or more requirements of the Quoting document, such Bidder
should so inform the Board of Public Works in writing. Upon receipt of such information,
consideration will be given to the advisability of issuing an Addendum which would thereupon
become applicable to all Bidders. Any such inquiry must be submitted at least seven (7) days
prior to the Bid opening date in order to give the Board sufficient time to consider any
necessary Addendum. All answers to such inquiries, in the form of Addenda, will be furnished
to all prospective Bidders who have registered with the City, All Bidders are required to
acknowledge receipt of any Addenda by inserting the Addendum number and the issuing date
on executed Proposals.
6, REJECTION OF PROPOSALS CONTAINING ALTERATION ERASURES INCOMPLETE
BIDS AND ETC.
A. Proposals shall be rejected if they show any alteration of form, additions not tailed for,
conditional or alternate Bids (except when and insofar as are invited), incomplete Bids,
erasures or irregularities of any kinds.
B. All blank spaces for Bid prices must be filled in, in ink, with the unit price and total price for
each item (This does not apply to divisible Bids). In case of incorrect totaling of amounts and
where the unit price and the extension thereof do not agree, the unit price for each item shall
govern, and the City is authorized to correct all erroneous extension and totals for the purpose
of comparing Bids.
7. TRADE DISCOUNTS
A. Trade discounts shall not be shown separately, but shall be incorporated in the Bidder's unit
price, unless otherwise specified.
8. VEHICLE BIDS
A. Bidders may Bid on one (1) or more vehicles, provided however, that the Bid submitted for
each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly
labeled on Bidders may Bid on one (1) or more vehicles, provided however, that the Bid
submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the
envelope clearly labeled on the outside as to the specific vehicle for which the Bid is being
submitted. Bidders may submit separate Bid bonds for each vehicle being Bid upon OR may
submit one (1) Bid bond equal to 10% of the combined total of all vehicle Bids submitted.
9. The Board may reject any Bid that does not conform to these requirements as non-
responsive.
10, TAX EXEMPTIONS
A. The City of South Bend is exempt from the payment of federal excise and transportation taxes
levied under the provision of the Internal Revenue Code. It is also exempt from the Indiana
State Gross Retail Tax (sales tax). The City will furnish the successful Bidder with any
certificate of exemption required.
11, WITHDRAWAL OF BIDS
A. Withdrawal of Bids will be allowed only in those cases in which a written request to withdraw a
Bid is received by the Board of Public Works prior to the date and hour for receiving and
opening Bids. In such cases, the same will be returned to Bidder unopened.
12, ESCALATOR OR CONTINGENT CLAUSES
A. The use of escalator clauses or other contingent clauses by the Bidder is prohibited, unless
requested or permitted by the Invitation to Bid. No Proposal shall contain nor be
accompanied by any writing purporting to limit or qualify the City`s right to accept such
Proposal or purporting to alter such Proposal or any Contract which may be executed
pursuant thereto.
Version 8 02/25/14
13. PRICES MUST BE DELIVERED PRICES
A, The Bid price shall be a delivered price. All materials shall be shipped F.O.B. destination as
specified in the Invitation to Bid. No fuel surcharges accepted.
14. AWARD — WAIVER OF TECHNICALITIES
A. The Award of Bid, if any award be made, will be made within sixty (60) calendar days after the
opening of Proposals to the lowest responsible and responsive Bidder who's Proposal
complies with all the requirements prescribed, exclusive of technicalities waived. Until the
final award of the Bid, however, the right is reserved by the City to reject any and all
Proposals and to waive technical errors.
15. SPLITTING OF AWARDSIDIVISIBLE BIDS
A. Bids will be awarded on the basis of the total dollar amount for all items in the Proposal unless
the Bid is described by the City as a Divisible Bid. The City may award a Divisible Bid to the
lowest responsible and responsive Bidder for each item or class of items as indicated in the
Bid documents.
16. BIDDER QUALIFICATION
A. The City may require any Bidder to submit evidence of qualifications, and may consider any
evidence of the financial, technical, and other qualifications and abilities of the Bidder. The
City will not award a Contract to a Bidder who, in its opinion, is not fully qualified on the basis
of financial resources and responsibility, possession of adequate equipment, personnel,
experience, and past record of performance to perform the obligations to be undertaken
competently and without delay.
17. PURCHASE ORDERS
A. A Purchase Order will be issued to the successful Bidder after formal acceptance of the Bid is
made by the City.
18. NEW MANUFACTURE
A. Unless otherwise specified in the Invitation to Bid, the items offered shall all be new and the
latest model of manufacture.
19. SOURCE OF SUPPLY
A. If the Bidder is not a manufacturer, the source of supply must be shown and all sub-
contractors must be identified.
20. PACKAGING
A. All items shall be delivered strongly packed and marked according to accepted commercial
practice unless otherwise directed in the Specifications. No charge shall be made for
containers and the City shall have no obligation to return containers unless otherwise
provided by the Specifications or Special Provisions. Any items not received in good
condition will be rejected.
2E INSPECTION OF GOODS
A. The City of South Send reserves the right to inspect and have any goods tested after delivery
for compliance with the specifications. Notice of latent defects, which would make the item
unfit for the purposes for which they are required, may be given at any time within one year
after discovery of the defects.
B. All items rejected must be removed immediately by the Contractor at the expense of the
Contractor. If the Contractor fails or refuses to remove the rejected items, they may be sold
by the City of South Bend.
C. In some cases, at the discretion of the City, inspection of the commodities or equipment will
be made at the factory, plant, or other establishment where they are produced before
shipment.
D. The above provision shall not be construed in limitations of any rights the City may have
under any laws including the Uniform Commercial Code,
Version 8 — 02/25/14
22, ASSIGNMENTS
A. No person to whom a Contract has been awarded may assign his interest in the Contract
without the consent, in writing, of the City.
23, CANCELLATION
A. The City of South Bend reserves the right to cancel any Contract for failure or refusal of
performance, fraud, deceit, misrepresentation, collusion, conspiracy, or any other misconduct
on the part of the Contractor.
24. DEDUCTION OF DAMAGES
A. If the City cancels the contract for any cause, it shall deduct from whatever is owed the
Contractor on the Contract or any other Contract, any amount sufficient to compensate the
City for any damages suffered by it because of the Contractor's wrongdoing.
25. METHOD OF INVOICING FOR PAYMENT
A. Contractor shall bill the City of South Bend
1. On regular invoice form giving a complete and detailed description of the goods delivered,
including purchase order number.
2. If the Contractor allows a discount, the period of time in which the City must make
payment to qualify for the discounts shall be computed from the date the City received the
invoice (completely filled out), or the date the goods are delivered and accepted,
whichever may be later, and shall not be less than twenty (20) days.
3. If more than one shipment is made under the Contract and on the same purchase order,
the City will make partial payments on a basis that is agreeable to both parties.
26. OWNERSHIP OF GOODS
A. The goods which are the subject of the Contract shall remain property of the Contractor until
delivered to and accepted by the City of South Bend.
27. ESTIMATED QUANTITIES
A. If the quantity set forth in the Notice to Bidders and Proposal is approximate and represents
the estimated requirements of the City for a specified period of time, the unit price and the
extended total price thereof shall be used only as a basis for the evaluation of Bids. The
actual quantities necessary may be more or less than the estimate, but the City shall neither
be obligated nor limited to any specific amount. The City will, if at all possible, restrict
increases to twenty percent (20%) of the estimated quantity and will, if at all possible, restrict
decreases to twenty percent (20%) of the estimated quantity.
28, TERM "OR EQUAL"
A. Where the term "OR EQUAL" is used in these Specifications, the Bidder deviating from
specified item shall file with his/her Bid a letter fully explaining and justifying his/her proposed
article or equal. The City of South Bend shall be the sole judge in determining if the "OR
EQUAL" offered meets the Specifications.
29. INDEMNIFICATION CLAUSE
A. The Contractor agrees to indemnify, defend, and hold harmless the City of South Bend, its
agents, officers, and employees from all costs, losses, claims and suits, including court costs,
attorney fees, and other expenses, arising from or out of the negligent performance of this
Contract by the Bidder or because or arising out of any defect in the goods, materials or
equipment supplied by the Bidder,
NOTE: Incoming mail does not reach the Board of Public Works until after 9:30 a.m. If
you are sending your Bid via federal Express or another overnight source,
please confirm that your package will arrive before the Bid opening time and
date.
Version 8 -- 02/25/14
City of South Bend
Division of Utilities -- Wastewater and Waterworks
Preventative Maintenance & Repair HVAC Equipment and Controls Agreement 2018
Agreement Date July 1, 2018 through June 30, 2019 or
Agreement Date July 1, 2018 through June 30, 2021
To be submitted as a sealed quote to: City of South Bend, Board of Public Works (see quotation package for delivery address)
Name of Contractor: Ideal Consolidated, Inc.
806 West Samel'e Street, South Bend, IN 46601
Contact Person: Fred Mohler Phone: Office (574-282-1228, Cell (574) 532-8990
Email; fmohlergidealconsolidated.com
Non PM Service
Hourly Rate:
Overtime Rate:
Premium Rate:
Trip Charge: $ None
Three Local References:
$ 85.00 State Hours:
$ 128.00 State Hours:
$ 170.00 State Hours:
Discount on Parts: 10
Man - Fri. 7:00 am-3:30 pm
After 3:30, pm M-F, Sat. to, Midnight
Sundays and Holidays
University of Notre Dame
I Name: Tony Polotto Company: Facilities Design & Operations
Contact Number: ...J574) 876-1713
2. Name: Mike Stine - Company: Cook Nuclear Plant
Contact Number: (269) 465-5901
3. Name: Zac Moore Company: LaVille High School
Contact Number: (574) 784-3151
Number of Years providing Service: 61 years _
Number of Field Service Personnel: 5 field service personnel
Explain how you will respond to an emergency call:
Ideal Consolidated has a 24 hour service number (574) 282-1228, or call Dave
Fred Mohler (574) 532-8990
Please provide separate quote for I Year Agreement and a 3 Year Agreement
-------------- I ----------------------------------------------------------------------------------------------------------------------------
Combined Departments quote: Agreement Date July 1, 2018 through June 30, 2019 1 20,275.00 1 Year
Agreement Date July 1, 2018 through June 30, 2021 r-65,821.0:0] 3 Year
Total PM Service Amount: $ 20,275.00
Wastewater Department: $ 13,125.00 Waterworks Department: $ 7150.00
If awarded this agreement I will perform the PM Service on all listed Equipment. I will also provide a computerized
tasking and a yearly schedule of PM Service within 30 days to the designated Wastewater personnel.
Signed: Date: June 12, 2018
Fred Mohler, Service Manager
To: IDEAL CONSOLIDATED INC
FRED MOHLER
City of South Bend Utilities is asking for quotes for an annual HVAC PM Service for the Wastewater and
Waterworks Departments.
Your packet will be available June 4, 2018 through June 8, 2018 between
gam—11:30am and 1pm --3pm
Location for pickup will be at 3113 Riverside Drive. Building #1 Headworks.
Special notification to bidder:
Located in INSTRUCTIONS TO BIDDERS
DELIVERY OF BID
SECTION 4 A
If not delivered personally. Mail is a sealed envelope to:
City of South Bend
Clerk of the Board of Public Works
1316 County -City Building
227 West Jefferson Boulevard
South Bend, Indiana 46601
MUST BE DELIVERED TO THE CLERK OF THE BOARD OF PUBLIC WORKS BY: 9.30 AM June 12'n, 2018
Packet picked up by: Fred Mohler, Service Manager
Date: June 4, 2018
Best regards
Gary
Garry Muston
Maintenance Planner Scheduler
Division of Environmental Services
(574) 235-5789
Fax (574) 277-2296
emuston(@southbendin.Rov
City of South Bend
3113 Riverside Drive
South Bend, IN 46628
http://www.southbendin.p,ov