ADDENDUM 1 Date: June 13, 2018 Bid No.: Title: 18-11/AL Repair and Maintenance of Landfill Gas Chiller System Return date: Bid must be received no later than 2:00 PM, Monday, June 25, 2018 This Addendum to the specifications and contract documents is issued to provide additional information and clarification to the original Invitation to Bid s Terms and Conditions, Technical Specifications and/or Bid Form and is hereby declared a part of the original Invitation to Bid and contract documents. Bidders shall acknowledge receipt of this Addendum by inserting this Addendum Number and Date issued on the Addendum Acknowledgement Form (ACK-1) located within the Bid documents. 1. The following are responses to questions received by Monday, June 11, 2018 as per Special Terms and Conditions, Item 69 Deadline For Questions : Q.1: A.1: Q.2: A.2: Will mechanical contractor operating on the listed chiller, fan and VFD systems be required to perform any work on any natural gas systems? Work on any natural gas system is not included in the scope of services/technical Specifications of this Bid. Refer to the revised Technical Specifications attached (REV TEC-1 through REV TEC-4) for specific components of the landfill gas treatment system. Please provide clarification on what certification is required for the mechanical contractor to work on the carrier equipment. Mechanical contractor must be a Carrier factory-authorized dealer. 2. Technical Specifications have been revised as per attached named as REV - TEC-1 through REV - TEC-4. 3. Based on the NON-Mandatory Pre-Bid Conference and Site Visit on May 30, 2018, copies of the Sign-In Sheets are hereby attached. ALL ELSE REMAINS THE SAME Diane LeRay, CPPO, CPPB Procurement Manager Addendum No. 1 Bid No.: 18-11/AL - 1 -
Addendum No. 1 Bid No.: 18-11/AL - 2 -
Addendum No. 1 Bid No.: 18-11/AL - 3 -
Addendum No. 1 Bid No.: 18-11/AL - 4 -
TECHNICAL SPECIFICATIONS 1. SCOPE: REPAIR AND MAINTENANCE OF LANDFILL GAS CHILLER SYSTEM SWA Bid No. 18-11/AL A. The Solid Waste Authority of Palm Beach County ( Authority ) is seeking the services of a qualified Class A Mechanical Contractor to perform routine preventative maintenance and major repair as needed for a Landfill Gas Chiller and Treatment System. B. Facilities Location: Solid Waste Authority of Palm Beach County North County Disposal Site Landfill COMPOST BUILDING #1 5920 North Jog Road, West Palm Beach, FL. 33412 C. The Landfill Gas Chiller and Treatment system includes the following skid mounted components: i. The oil-aftercooler system is a structural steel skid which includes a primary aftercooler and knock-out pot with filter to remove oil from the gas. This skid also includes a Variable Frequency Drive (VFD), motor, instrumentation, and controls for the oil-aftercooler fan. ii. The gas drier skid is a structural steel skid which includes a secondary aftercooler and knock-out pot with filter to remove moisture from the gas stream, gas heat exchanger, gas re-heater and condensate removal system. This skid also includes a Variable Frequency Drive (VFD), motor, instrumentation, and controls for the air aftercooler fan. iii. The Chiller (Glycol refrigeration) system consists of: Two (2) Carrier Branded 70- ton redundant chilling units. Model Number 30RAP070. One (1) glycol tank, glycol recirculation pumps, heat exchanger, and associated piping, instrumentation and controls. D. The Contractor must be certified to work on Carrier-branded equipment. E. The Bidder is encouraged to attend the non-mandatory pre-bid conference and site visit thereafter, to familiarize themselves with all equipment. F. The Contractor shall log and provide a report of all preventative maintenance completed per the manufacturer s recommendations at the recommended service intervals. G. A complete list of system equipment and the respective specifications for major components is provided in the Appendices. 2. QUALIFICATIONS OF MECHANICAL CONTRACTOR: The Bidder must have a State of Florida Class A Unlimited Air Conditioning Contractor s License. This license qualifies the holder to contract unlimited air-conditioning work to install, maintain, fabricate, and alter central air-conditioning, heating, refrigeration, and ventilating systems. This includes air distribution, insulation of pipes, pneumatic control piping, condensate drains, low voltage wiring, thermostats, condensers, evaporators, compressors, and chillers. The technician performing the work must have a HVACR Journeyman s License, along with a North American Technician Excellence (NATE)/ U.S. Environmental Protection Agency (EPA) Approved Universal Technician Certification. The Bidder must also be qualified to work on the Gas Compression portion of the system. SWA Bid No. 18-11/AL REV - TEC - 1
3. PERFORMANCE: All work shall be performed on a lump sum or time and material basis, when and as directed by authorized personnel of the Authority. CONTRACTOR S STAFF, UPON ARRIVAL AT THE AUTHORITY S FACILITY SHALL HAVE THE SITE SUPERVISOR OR DESIGNEE INITIAL ACKNOWLEDGEMENT OF ARRIVAL TIME AND SHALL HAVE SUPERVISOR OR DESIGNEE SIGN ACKNOWLEDGEMENT OF DEPARTURE TIME ON ATTACHMENT A (SAFETY CHECK/TIME-SHEET), HEREIN. 4. PREVENTATIVE MAINTENANCE SERVICES: The following procedure will be followed: upon award of the Contract, the Authority (Utilities Department) will establish a recurring service schedule with the Contractor. The Contractor shall adhere to the service schedule as requested by the Authority, unless other arrangements are requested and approved by the Authority. 5. SERVICE PROCEDURE: The following procedure will be followed: A. When the need arises, the Authority (Utilities Department) will notify the Contractor of the need for maintenance services. Notification will include the nature of required service and name and telephone number of the contact person. B. The Authority will issue a Job Estimate Form (See Attachment B, herein) to the Contractor for written estimates for each project. The Authority requires a written estimate prior to beginning any job. All written estimates must provide a breakdown of labor hours, materials costs, rental equipment costs, and any subcontractor fees. All written estimates must be submitted using the Job Estimate Form Attachment B, herein. C. Within twelve (12) hours after notification of a job (or next business day), Contractor shall make a site inspection (if required) and provide a written estimate based on the prices bid, herein. i. The twelve (12) hour deadline may be extended by the Authority personnel, if required. ii. During site inspection, if the contractor detects or anticipates a potential warranty claim to the manufacturer for any piece of equipment; the Contractor shall immediately notify the Authority (Utilities Department) and await further direction from the Authority. iii. Contractor shall utilize site inspection to ascertain if there are any discrepancies from these bid specifications. iv. During site inspection, if the Contractor detects or anticipates a problem that may interfere with work set forth herein, the Contractor shall immediately notify the Authority (Utilities Department). v. Hourly rates are defined as actual time worked. Hourly rates for personnel shall commence upon arrival at site. No travel time shall be reimbursed by the Authority. Shop rate shall include pickup and/or delivery cost to all sites. vi. All O & M services will be completed within seven (7) days of the receipt of verbal or printed purchase order or blanket order release. * Some jobs may be longer. Contractor shall request permission from the Authority for extension on certain jobs. SWA Bid No. 18-11/AL REV - TEC - 2
vii. The Authority will pay a minimum charge of one (1) hour for one-man for each service call requested. viii. No travel expenses to and from the site for service calls will be paid. ix. Some materials may be furnished by the Authority. All other materials will be furnished by Contractor on the basis of actual cost plus a markup as bid. Supporting documentation must be supplied with the invoice for material costs for reimbursement by the Authority. Approval must be made in writing by authorized Authority personnel prior to purchase of materials. Such materials shall become the property of the Authority. x. Failure to respond to requests for job estimates on a timely basis on three (3) consecutive occasions will be grounds for cancellation of Contractor s contract. 6. RESPONSE TIME: Contractor shall provide hourly rates for each of the following response times: A. Routine Service: Whenever normal operations of an Authority site are not affected. Work to be accomplished during normal hours (7:00 a.m. through 5:00 p.m., Monday through Friday). Response time to be within twelve (12) hours of request for on-site repairs and for equipment to be picked-up at Solid Waste Authority locations and repaired at the Contractor s site. B. Emergency Service: Whenever lives and/or property are at risk or the normal operation of an Authority site is halted. Response time shall be within 1 ½ hours of request, twenty-four (24) hours a day, and seven (7) days a week. Repair turnaround time is to be no more than two (2) calendar days. 7. LABOR RATES: The hourly rates shall include all costs associated with the performance of the services, except Contractor s actual cost of materials and Authority pre-approved specialty rental equipment. Hourly rates shall include direct labor, consumables, overhead, profit, supervision, insurance, and all other associated costs. 8. MATERIALS/RENTAL TOOLS AND EQUIPMENT: A. In addition to the labor rates, the Authority shall reimburse Contractor for Contractor s actual cost of materials, rental equipment and tools plus mark-up not to exceed 5% of the Contractor s rental cost. Documentation of such cost, such as copies of invoices or other valid documentation for the materials, rental of equipment and tools, shall be furnished with the invoice to the Authority. In cases where the Contractor manufacturers his or her own materials, he or she will charge the Authority a price no higher than what he or she charges to his or her most favored customer. The Authority reserves the right to request verification. *Expenses for special rental equipment or tools needed to complete a job are subject to the Authority s approval. No payment for specialty rental equipment will be made without prior written approval from the Authority. B. Equipment other than Rental: Contractor shall provide a complete list and description of companyowned equipment available to provide the required services on Form EQUIP-1 herein. All company- SWA Bid No. 18-11/AL REV - TEC - 3
owned equipment needed to perform the required work shall be furnished by the Contractor at NO ADDITIONAL COST TO THE AUTHORITY. This shall include but not be limited to the following: i. All standard refrigeration industry test equipment. ii. All calibration equipment. iii. All grease/lubricants. iv. All cleaning material(s) and/or equipment. v. Fully equipped maintenance truck(s). C. All repairs or jobs shall be performed using company-owned equipment when available. Availability will be determined by the list of company-owned equipment submitted by the Contractor on Form EQUIP-1 herein. D. The Authority may, at its discretion provide the Contractor with spare parts and/or supplies. 9. SUBCONTRACTING: A. Contractor shall not employ any subcontractor, supplier or other persons or organization against whom the Authority may have reasonable objection. Acceptance of any subcontractor by the Authority shall not constitute a waiver of any right of the Authority to reject defective work. The Authority may furnish to any such subcontractor, supplier or other persons or organization to the extent practicable, information about amounts paid on their behalf to the Contractor. B. Contractor shall not be required to employ any subcontractor, other person, or organization against whom contractor has reasonable objection. If a subcontractor fails to perform or make progress as required by the Authority, and it is necessary to replace the subcontractor to complete the work in a timely fashion, the Contractor shall promptly do so, subject to acceptance of the new subcontractor by the Authority. C. The Bidder shall employ its own forces, in addition to supervision to perform not less than 75% of the proposed services. Once the estimate is approved, no charges will be made to the estimate without prior written approval by the Authority. REMAINDER OF PAGE LEFT BLANK INTENTIONALLY SWA Bid No. 18-11/AL REV - TEC - 4