Renovation of a fire / police facility in New Smyrna Beach, Florida. Completed plans call for the renovation of a fire / police facility.

The City of New Smyrna Beach (herein after, "City") has issued this Request for Proposals (hereinafter, "RFP") with the sole purpose and intent of obtaining proposals from qualified Contractors to provide, set-up and install a Replacement AC Unit and Frame. The new unit will replace the existing unit at the New Smyrna Beach Police Department, located at 246 Industrial Avenue, New Smyrna Beach, 32168. The awarded Contractor must meet or exceed all terms, conditions and specifications of the CITY. The successful proposer will hereinafter be referred to as the "Contractor". The term of this contract shall begin on the date the contract is approved by the City of New Smyrna Beach City Commission (herein after, the "Commission"), signed by all required parties and filed with the City Clerk. The term of the contract shall be sixty (60) days from the effective date. This contract may not be renewed. All prices quoted shall remain firm for the duration of the awarded agreement. If an award is made it shall be made to the best overall proposer(s) whose proposal is most advantageous to the City, taking into consideration the evaluation factors set forth in this RFP. The City shall not use any other factors or criteria in the evaluation of the proposals received. The City serves an area of 41.6 square miles in size and serves a population of approximately 30,962. It is located off of Florida's East Coast, in the County of Volusia, just north of Cape Canaveral with easy access to both Interstate 95 and Interstate 4. The City's fiscal year begins on October 1st and ends on September 30th. The City was created in 1887 by adoption of its first charter, which was replaced through Chapter 224.08, Special Acts of Florida, 1943, and subsequently amended, with the most recent update taking effect January 1, 2021. The legislative branch of the City is composed of an elected five-member City Commission consisting of the Mayor and four commissioners. The City Commission is governed by the City Charter and by state and local laws and regulations. The City Commission is responsible for the establishment and adoption of policy. The execution of such policy is the responsibility of the Commission-appointed City Manager. Deadline for Written Questions:November 21, 2022, 5:00pm Recommendation of award to City Commission :December 13, 2022 Each bid shall be accompanied by a Bid Security of no less than ten (10%) percent of the amount of the Bid Proposal. The Bid Security shall consist of a Certified Check, a Cashier's Check or a Bid Bond payable to the City of New Smyrna Beach ("Owner.) A copy of the bid bond must be uploaded with the proposal response in the form of a Bid bond, certified funds or an irrevocable letter of credit in a sum equal to the amount of ten (10%) percent of the amount of the bid proposal. The contractor shall guarantee the total proposal price for a period of 180 days from the date of the proposal opening. When requested by the City, the lowest, most responsible and responsive bidder agrees to produce the hard copy of the original Bid Bond prior to the Notice of Recommendation or Commission Meeting. Failure to do so may result in the bid being deemed non-responsive. Alternately a cash bond or cashiers' check will be acceptable. All checks shall be made payable to the City of New Smyrna Beach on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation, as a guarantee that the proposer, if its proposal is accepted, will promptly execute the Agreement. This meeting is an open forum for discussion and questioning with City staff. Giving prospective proposers an equal opportunity to hear and participate. Oral questions shall receive oral responses, neither of which shall be official, nor become part of the RFP. Only written responses to written questions shall be considered official, and shall be included.The City shall not be responsible for additional compensation if the contractor does or does not acquaint themselves with all the available conditions and information nor shall it relieve the contractor from any responsibility for properly performing the work. If the contractor selects to submit a cashiers' check or cash bond it must be received by the City no later than 5:00 pm, EST, on Monday, November 21, 2022. Please submit in a sealed envelope to the following address: City of New Smyrna Beach 210 Sam's Avenue New Smyrna Beach, Florida 32168 Attention: Purchasing Department A. Upon execution of the Contract, the successful contractor shall deliver to the Owner, if required as a part of the Contract Documents identified in "General Conditions", an executed bond in the amount of One hundred (100%) percent of the accepted bid as security for faithful performance of his Contract and for payment of all persons performing labor or furnishing materials in connection therewith, prepared on the form of bond attached hereto or the Bond Company's document, and have as surety thereon such company or companies approved by the Owner and authorized to transact business in the State of Florida. B. If within ten (10) days after the acceptance of the bid, the successful bidder shall refuse or neglect to execute the Contract and to furnish the required Contractor's bond properly signed by the Contractor and the Surety or Sureties satisfactory to the Owner, the bidder shall be deemed to be in default and the Owner shall retain the Contractor's Bid Security as liquidated damages, as set forth in the "Supplemental General Conditions", but not as a penalty. The Owner reserves the option to accept the bid of any of the other bidders within ten (10) days from such default, in which case such acceptance shall have the same effect to such bidder as though the Contractor was the original, successful bidder. C. If the Contractor is a partnership, the bond shall be signed by each of the individuals who are partners. If the Contractor is a corporation, the bond shall be signed in the correct corporate name by a duly authorized officer, agent, or attorney-in-fact. There shall be executed an appropriate number of counterparts of the bond corresponding to the number of counterparts in the Contract. Each executed bond shall be accompanied by the (a) appropriate acknowledgement of the respective parties; (b) appropriate duly certified copy of the Power-of-Attorney or other certification of authority where the bond is executed by the agent, officer or other representative of the Contractor or Surety; (c) duly certified extract from By-Laws or resolutions of Surety under which the Power-of-Attorney, or other certificate of authority of its agent, officer or representative was issued. The City reserves the right to waive any irregularities in any proposal, to reject any or all proposals, to re solicit for proposals, if desired, and upon recommendation and justification by the City, to accept the proposal which in the judgment of the City, is deemed the most advantageous for the public and the City. Any proposal which is incomplete, conditional, obscure, or which contains irregularities of any kind, may be cause for rejection. In the event of default of the successful proposer, or their refusal to enter into the City contract, the City reserves the right to accept the proposal of any other proposer, or to re advertise using the same or revised documentation, at its sole discretion. If award is made, shall be made to the responsible bidder whose qualifications indicate that the award complies with the prescribed requirements. The City of New Smyrna Beach reserves the right to retain all proposals submitted regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of New Smyrna Beach and the firm selected. The City reserves the right to award the Contract to the Respondent(s) that the City deems to offer the best overall proposal or solution, as defined in the Evaluation Criteria of this solicitation. The City is therefore not bound to accept a proposal based only on price. In addition, the City has the sole discretion and reserves the right to cancel this RFP, to reject any/all proposals, to waive any/all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications if it is deemed to be in the best interest of the City to do so. Nothing prohibits the City from rejecting and re-soliciting. Receipt of a proposal by the City or a submission of a proposal to the City offers no rights upon the Proposer nor obligates the City in any manner. Acceptance of the proposal does not guarantee the Proposer issuance of any other governmental approvals. All necessary frame work, supporting structures and hardware to be included with the installation. The project includes the removal and appropriate disposal of the existing equipment currently in use at the Police Department. Contractor shall be solely responsible to obtain all pertinent permits required as well as adhering, meeting and or exceeding all local state and national building codes. Similarly, the Contractor shall install all equipment in accordance with the National Electrical Code, NFPA 70, and the Safety Standard for Refrigeration Systems, ASHRAE Standard 15. The awarded Contractor must be licensed in the State of Florida and as a Mechanical Contractor to perform the work required for this project. Contractor shall also obtain and pay for all necessary licenses, permits, and related documents required to comply with the bid specifications It is important to note that the below list is not all inclusive. Submittals must include detailed proposals supporting the submitted fee proposal. 1. Recover any remaining refrigerant and dispose of according to Environmental Protection Agency (EPA) guidelines. 2. Shut down chiller and lockout disconnect for safety. 3. Disconnect electrical, piping, and controls from existing chiller. 4. Remove existing chiller, contractor responsible for all equipment necessary to perform removal and installation. 5. Set new 100 Ton Chiller in place. 6. Supply and connect electrical, piping, and controls as needed. 7. Modify electrical and piping as needed. 8. Test all new piping and connections to ensure leak free installation. 9. Install new insulation with metal jacket on chilled water piping. 10. Startup chiller and test for proper operation. 11. Cleanup and remove all debris from site. 12. Contractor shall shall coordinate with City of New Smyrna Project Manager and ensure this activity does not interfere with any other events or projects at the facility.