RFP - City Hall HVAC Project

Agency:	City of Claremont
State:	New Hampshire
Type of Government:	State & Local
Category:	N - Installation of Equipment Z - Maintenance, Repair or Alteration of Real Property
Posted:	Feb 22, 2024
Due:	Mar 29, 2024
Publication URL:	To access bid details, please log in.

General:

The City of Claremont, NH (hereafter referred to as the “CITY”) invites qualified firms to submit proposals for City Hall HVAC Project (hereafter referred to as the “CONTRACTOR”). Details of the project will be covered in the scope of work section of this document.

Instructions:

Proposals must be submitted in a sealed envelope no later than 10:00 A.M. EST on Friday, March 29, 2024, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont NH 03743. Envelope must be clearly marked “City Hall HVAC Project” Proposals will be opened publicly at that time. Unsealed, late, emailed, or faxed proposals will not be accepted.

CONTRACTORS submitting proposals are responsible for being totally familiar with the City of Claremont and the project requested. The contact person for this project is:

Bill Willette

58 Opera House Square, Claremont, NH 03743

Phone: (603) 542-7006

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Request for Proposal

City Hall HVAC Project

General:

The City of Claremont, NH (hereafter referred to as the “CITY”) invites qualified firms to

submit proposals for City Hall HVAC Project (hereafter referred to as the

“CONTRACTOR”). Details of the project will be covered in the scope of work section of this

document.

Instructions:

Proposals must be submitted in a sealed envelope no later than 10:00 A.M. EST on Friday,

March 8, 2024, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont

NH 03743. Envelope must be clearly marked “City Hall HVAC Project” Proposals will be

opened publicly at that time. Unsealed, late, emailed, or faxed proposals will not be accepted.

CONTRACTORS submitting proposals are responsible for being totally familiar with the City of

Claremont and the project requested. The contact person for this project is:

Bill Willette

58 Opera House Square, Claremont, NH 03743

Phone: (603) 542-7006

Email: wwillette@claremontnh.com

Schedule a walk-through with Bill individually.

Proposal specifications are available on the City’s web site,

https://www.claremontnh.com/procurement

Guidelines:

All Proposals become the property of the CITY and will therefore be considered a public

document which will be open to public viewing, after the bid opening. This Proposal, if

accepted, will become a legally binding addendum to the eventual contractual agreement with

the CITY. This request for Proposal in no way commits the CITY to make an award or reimburse

any CONTRACTOR for any expense incurred in responding to this request.

The successful CONTRACTOR will be required to provide proof of General Liability, Motor

Vehicle, Worker’s Compensation, and Excess Liability (an “umbrella” policy) insurance,

identifying the CITY as an additional insured, and must be submitted to the CITY upon signing

of a contract for services. The policy must be issued by a carrier that is duly licensed to do

business in the State of New Hampshire. Any subcontractors will be subject to the same

insurance requirements (which will be detailed as a part of the SCOPE OF WORK).

Evaluation Criteria:

All proposals received in response to this RFP will be evaluated to determine if they are

complete and meet the requirements specified in this RFP. The vendor will be chosen based on

who will provide the “best value” taking into consideration the most beneficial combination of

qualifications, services and cost and who has met the requirements of this RFP. Only proposals

judged to be responsive to the submission requirements set forth in this RFP will be evaluated.

Staff will review, analyze and evaluate all proposals and score them in accordance with the

criteria described below. If needed, additional information may be requested from one or more

CONTRACTORS.

The CITY reserves the right:

• to accept or reject any or all bids in whole or in part and to accept other than the

lowest price proposal;

• to waive any technical defect, qualification, omission, informality, or irregularity

in any proposal received;

• to amend, modify, or withdraw this Request for Proposal;

• to require supplemental statements or information from a CONTRACTOR;

• to extend the deadline for responses to this Request for Proposal;

• to waive or correct any irregularities in proposals received;

The CITY may award a contract based upon the proposals received without discussion of such

proposals with proposers. Each proposal should therefore be submitted with the most favorable

terms the proposer can make to the CITY.

The Request for Proposal documents and Notice of Award shall be the agreement between the

CITY and successful proposer with respect to the matters dealt with herein, and such shall

supersede all other oral and written proposals, representations, understandings, and agreements

previously made or existing with respect to any such matter.

Qualification of Bidders:

Each CONTRACTOR must be prepared to present satisfactory proof of their capacity and ability

to successfully complete the requirements of this solicitation.

Proposals shall include a brief summary of similar projects provided to municipalities (at least

3), including:

• The date (s) of projects provided to municipalities

• The point of contact with name and telephone number of such clients.

The CITY reserves the right to make whatever investigations or inquiries necessary to determine

the competency and ability of any CONTRACTOR to complete the requirements of this

solicitation. A review may include, but not be limited to, inspection of the CONTRACTOR’s

facilities and equipment, references or previous contract performance.

Award will not be made solely on the basis of the cost of services. Evaluation factors to be

considered in addition to cost shall be:

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• The CONTRACTOR’s reputation based on past work experience with the CITY

and other references.

• Quality of workmanship provided.

• Adequate financial resources or the ability to obtain such resources as required to

complete the performance of the project.

• Adequate experience, organization, technical and professional qualifications,

personnel, skill, equipment, and ability.

• The ability to comply with the time frames proposed.

Scope of Work:

The City of Claremont, NH is seeking proposals for the City Hall HVAC Project.

Provide Labor, Materials, Services, Supplies, Tools, Equipment, Permits, Transportation

and Facilities necessary to furnish and install the complete and operable systems as called for in

the plans.

To improve the comfort and health of employees and patrons the City of Claremont N.H.

is seeking Qualified HVAC contractors to facilitate a new system in the City Hall /Opera House

office areas. The overall goal is to install a system that is responsive to year-round temperature

fluctuation within the workplace with increased air quality. An overview of the new system is

provided. The current split system that occupies most of the offices for A/C and added heat will

be removed and disposed of by the awarded bidder while keeping the baseboard hydronic system

in place and functioning. All areas of this install are assessable through suspended ceilings or

above ceiling crawlspace. The contractor will be responsible for all electrical, plumbing,

fabrication, along with any areas that will require a contractor. Engineering fees with

documentation will be the responsibility of the contractor for any area needed to establish proper

weight loads that fall under the city or state codes. On completion of the project, all areas of

ceilings, walls and floors will be left finished off as good or better than commence of job unless

approved by the Maintenance Supervisor.

See attached plan set for more details pertaining the project.

The HVAC to be placed in the Court are within or near secure areas. All bidders are required to

include with their bid a plan as to how they will maintain security during the project. All

personnel working on site will be required to undergo a background/criminal record check.

The CONTRACTOR must supply the CITY with a warranty period of no less than one year.

The CONTRACTOR must notify and coordinate with the City Hall Maintenance Supervisor to

set a clear and precise plan of work, the CONTRACTOR will provide the Maintenance

Supervisor with a plan 24 to 48 hours in advance to work being done in certain areas of City Hall

for department coordination. The CONTRACTOR shall set clear work boundaries that do not put

personnel and public at risk. The CONTRACTOR shall complete the work that will result in the

shortest amount of down time.

Comprehensive General Liability, including Completed Operations Coverage - $1,000,000 per

occurrence/ $2,000,000 Aggregate – CITY must be named as an additional insured.

Motor Vehicle Liability - $1,000,000 combined single limit – CITY must be named as an

additional insured. Coverage must include all owned, non-owned and hired vehicles.

Worker’s Compensation on all workers providing services under this Agreement; Employer’s

Liability with limits in an amount no less than statutory limits.

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All Subcontractors, as agents of CONTRACTOR under this Agreement, are subject to the same

insurance requirements as the CONTRACTOR.

Excess Liability in the minimum amount of $3,000,000 each occurrence – CITY must be named

as an additional insured.

Proposals will be accepted that deviate from the Scope of Work, but all such submissions

must specifically state exceptions to the Scope of Work on their own page labeled

“Exceptions.”

Revisions:

Any questions or inquiries must be submitted in writing and received by 10:00 A.M. on Friday

March 1, 2024, no later than 7 calendar days prior to the proposal due date. Answers to all

questions or information given to a CONTRACTOR in response to a formal request of a

substantive nature will be posted on the CITY’s Procurement Opportunities page on the City of

Claremont, NH website (https://www.claremontnh.com/procurement) no later than five (5) days

prior to the due date.

Only such amendments, when issued by the CITY, will be considered as being binding on the

CITY. Verbal explanations or instructions given by a CITY employee to a CONTRACTOR in

regard to this solicitation shall not be binding on the CITY, and shall be considered informal

unless confirmed in writing by the CITY. CONTRACTORS should note that all clarifications

and exceptions, including those relating to the terms and conditions of the contract, are to be

resolved prior to the submission of a proposal.

Contract:

The final contract will involve, at a minimum, the terms and conditions set forth in this Request

for Proposal including the general conditions, and may include those reflected in the specific

proposal submitted. The content shall be the exclusive source of the CONTRACTOR’S rights

and remedies and shall supersede any and all prior writings, negotiations or agreements of any

kind.

The CITY is exempt of all taxes.

All CONTRACTORS must comply with all applicable Equal Employment Opportunity laws and

regulations.

Deadlines:

Copies of your proposal can be delivered or mailed in, and must be received by the CITY by no

later than 10:00 A.M. EST on Friday March 8, 2024. Proposals received after this deadline will

not be eligible for consideration.

Proposals should be delivered to:

Claremont City Manager

RE: City Hall HVAC Project

58 Opera House Square

Claremont, NH 03743

(603)542-7008

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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RFP - City Hall HVAC Project

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