City Hall Complex HVAC

Agency:	City of Gatlinburg
State:	Tennessee
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Nov 27, 2023
Due:	Dec 7, 2023
Publication URL:	To access bid details, please log in.

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INVITATION TO BIDDERS

The City of Gatlinburg is accepting sealed bids for a twenty-four (24) month Maintenance

Agreement for the Temperature Control/HVAC System for the Gatlinburg City Hall Complex,

adjacent Gatlinburg Fire Department Station No. 1, American Legion Building, Gatlinburg Post

Office and the Anna Porter Public Library. The City reserves the right to extend this agreement

for an additional twenty-four (24) months if mutually agreeable.

These bids will be received at Gatlinburg City Hall, 1230 Parkway East, Suite 2, P.O. Box 5,

Gatlinburg, Tennessee, 37738, until 2:30 p.m., December 7, 2023, at which time they will be

publicly opened and read aloud, and the contract awarded as soon thereafter as practicable. Please

indicate on your bid to be submitted "Bid on HVAC Maintenance Agreement".

For questions concerning the Bid Documents, Bidders may contact City of Gatlinburg, Delea

Patterson, AP/Purchasing at 865-436-1409 or Fax 865-436-6464 or deleap@gatlinburgtn.gov.

Questions about the specifications need to be directed to Building Maintenance Department,

Wayne Large, at 865-436-1444, or WayneL@gatlinburgtn.gov. Please Contact Wayne Large

to schedule appointment for visual inspection of the included locations.

Bid specifications will also be available on the City of Gatlinburg website at

www.gatlinburgtn.gov under “Out for Bids” tab. This bid tab is located under Gatlinburg

Government, and then Purchasing. Bid results are posted in the same area as shortly after bid

opening as possible.

Each bidder shall be able to provide the City of Gatlinburg with Certificates of Insurance covering

property damage and liability in amounts suitable to the City annually.

No bidder will be permitted to withdraw their bid for a period of thirty (30) days following the

date of the bid opening.

The City of Gatlinburg reserves the right to waive any informalities in or to reject any or all bids

and to accept the bid deemed favorable to the interest of the City of Gatlinburg.

It is the policy of the City of Gatlinburg not to discriminate on the basis of race, color, national

origin, age, sex, or disability in its hiring and employment practices, or in admission to, access to,

or operation of its programs, services and activities. With regard to all aspects of this contract,

contractor certifies and warrants it will comply with this policy.

GENERAL PROVISIONS

Prices quoted shall not include Federal or State taxes, if any are applicable. The successful bidder

shall furnish tax exemption forms, if required, with their invoices.

The prices quoted are that for which the materials or services will be delivered F.O.B. Gatlinburg,

Tennessee.

Any additions, deletions, or variations from the following specifications must be noted.

Inspection of the materials or equipment will be made by an agent of the City of Gatlinburg, and

if found defective or fails in any way to meet the terms of this agreement, it will be rejected.

Rejected materials or equipment will be replaced at the expense of the bidder.

All technical specifications must accompany bid.

The City of Gatlinburg reserves the right to extend this agreement for an additional twenty-four

(24) months after the completion of the first agreement, provided this is agreeable to both parties.

The City of Gatlinburg reserves the right to defer payment for thirty (30) days after delivery. The

City of Gatlinburg also reserves the right to reject any and/or all bids.

The bidder agrees to indemnify the City of Gatlinburg from any and all liability, loss or damage

the City may suffer as a result of claims, demands, costs, or judgments against it arising from any

and all work under this agreement.

The bidder agrees to notify the City, in writing, within thirty (30) days, by registered mail, at the

City's address as stated in this agreement, of any claim against the bidder on the obligations

indemnified against.

TECHNICAL SPECIFICATIONS

A. SCOPE

To provide preventive maintenance, repairs and twice a year inspections (spring and fall) to all

temperature controls (Direct Digital Control) for the Energy Management System, the HVAC

Systems including central air conditioning units, heating units, gas furnace, thru-the-wall units and

related equipment located at the City of Gatlinburg City Hall Complex and adjacent main station

of the Gatlinburg Fire Department, American Legion Building, Gatlinburg Post Office and Anna

Porter Public Library.

B. GENERAL PROVISIONS

1. The importance of maintaining the systems and their components in a safe and satisfactory

operating condition requires that the services be performed by a contractor who is regularly

engaged with his own personnel in the installation and maintaining of HVAC and ATC systems

of the grade and design installed at this location. The successful bidder shall have been in the

service business of this type for at least five (5) years. Additionally, the contractor shall remotely

monitor the site and receive failure alarms and provide training to Gatlinburg personnel on the

software.

2. The contractor shall demonstrate that he has satisfactorily performed maintenance on

similar systems and that he has a local organization and facilities location within seventy-five (75)

miles of the site to properly fulfill all of the services required on the type of equipment installed at

this location.

3. Only companies who are qualified as above will be permitted to submit a bid on this work.

4. Inspection and major repairs are to be made during normal working hours. Normal

operating hours are 8:00 a.m. to 4:30 p.m. Monday through Friday. The City reserves the right to

direct that this work be done on an overtime basis (Hours other than normal operating hours).

5. Contractor shall be free to stop and start the various pieces of equipment covered by this

contract when this is essential to the proper performance of the contract, but only with the approval

of the Facilities Maintenance Supervisor.

6. A written report shall be provided by each service mechanic working under this contract

which shall detail each piece of equipment on which work was performed, the nature of all work,

total hours worked and indicate recommendation for future work. Each report is to be signed by

one of the authorized persons designated by the City each day that work is performed. A copy of

each report is to be left with the Facilities Maintenance Department.

7. All work on units is included in agreement.

8. All repairs, adjustments and alternations to the systems covered by this contract are

subject to the City's approval.

9. "Furnish" as used in this specification is hereby defined as “Provide/or install" at no

additional cost to the City beyond the agreed upon contract price.

10. It will be mandatory that every unit be inspected with a Maintenance Department

representative to familiarize themselves with all equipment involved before submitting a bid.

11. Contract can be terminated if vendor fails to abide by the contract.

12. The City has the option of providing any or all materials required for repair or servicing.

C. REPLACEMENT PARTS AND MATERIALS

All parts installed and/or materials used are to be exact duplicate, an approved substitute or original

used and/or specified by the manufacturer of the equipment, and in every case, guaranteed as per

manufacturer's specifications.

D. LAWS AND ORDINANCES:

All work shall be performed in all respects, in strict conformity to all laws, regulations and

ordinances of the Federal, State, County, and Municipal governments, and all departments and

bureaus thereof having jurisdiction and of the National Board of fire Underwriters and the Utility

Companies which are in force at the time of inspection and/or repair work.

E. REPAIR SERVICE

The contractor shall also provide repairs to the Energy Management equipment, the ATC/HVAC

equipment as required and/or requested. Repairs are to be made during normal working hours,

Monday-Friday. If overtime work is authorized, the contractor shall pay the normal hourly rate

and the City shall pay the premium rate. Normal service calls are to be answered within eight (8)

working hours. Critical service calls (as determined by the City) shall be answered within two (2)

working hours. Repair service must be available twenty-four hours a day, seven days a week,

three hundred sixty-five days per year.

F. INSURANCE

The contract shall, during the entire progress of the work to be done hereunder maintain insurance

by a reputable company for Workman's Compensation insurance as required by the statutes of the

State of Tennessee, and Public Liability Insurance insuring against bodily injury and property

damage in the amount of $3,000,000.00 combined single limit, insuring you as contractor, as well

as the City of Gatlinburg, as an additional named insured, with respect only to liability afforded

by the policy. Said liability insurance shall be the Comprehensive General Liability form and

include blanket contractual as well as Independent Contractor's and completed operations

coverage.

G. SPECIAL NOTE

Prospective bidders are required to visit the work site on which they are to submit bids to

completely familiarize themselves with the Energy Management System, the Temperature

Controls and HVAC units in service and of the conditions to be met under the above maintained

bids. By submitting a bid, the prospective bidder covenants and agrees that they fully understand

their obligations and that they will not make claim for, or have right to cancellation or relief without

penalty of the contract because of any misunderstanding or lack of information. This is an

important and irrevocable part of any resulting contract.

H. PROTECTION OF WORK AND PROPERTY

1. The successful bidder shall, during the period of inspection and/or repair, maintain good,

clean, safe working conditions at all times and shall be responsible for keeping the areas free from

all debris, machine parts, tools, etc. and shall leave the areas clean and orderly.

2. The contractor shall continuously maintain adequate protection for all of their items from

damage and shall protect the City's property from damage, injury or loss arising in connection with

this contract.

3. The contractor agrees to indemnify the City of Gatlinburg from any and all liability, loss

or damage the City my suffer as a result of claims, demands, costs, or judgments against it arising

from any and all work under this contract.

I. WORK INCLUDED

Energy Management System, Temperature Control Systems (Direct Digital Control), Central Air

Conditioning Units, Heating Units, Gas Furnace, and all thru-the-wall equipment and evaporative

cooling tower with spray pump piping. All of the electrical components of the cooling tower are

to be included as well.

1. Regularly and systematically test, examine, adjust, calibrate, and clean all thermostats,

humidity controls, temperature controls, pressure controls, valves, relays, motors, fans,

compressors, and any other parts and accessories directly pertaining to each particular system or

piece of equipment.

2. Furnish and install all necessary parts, relays, switch controls, thermostats, automatic

valves, limit switches, belts, etc. to maintain each particular system and its components in proper

operating condition. Compressors and fan motors are not included.

3. Furnish and install all lubricants, painting and cleaning supplies, glycol, refrigerant gas,

etc. Clean all permanent filters.

4. To maintain the operating integrity and unified appearance of the systems, only parts made

by the original manufacturer or other authorized replacement parts manufacturer will be an

acceptable replacement.

5. Inspect, test, adjust, lubricate and clean all equipment as applicable.

6. Calibrate system as required to maintain manufacturer's specified system performance.

7. Provide and install or repair (if applicable) all parts and other attachments and materials as

required to maintain manufacturer's system performance.

8. Each bid submitted shall include twice a year (spring & fall, before cooling & heating

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City Hall Complex HVAC

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