The City of East Palo Alto ("City") intends to seek and obtain professional heating and air conditioning maintenance services by a reputable provider to perform necessary HVAC services for various City facilities, located within the city of East Palo Alto. A list of City facilities is attached in Exhibit B. The selection will be based on overall price based on the cost provided in Table 1 of Exhibit B, services, performance and reliability of the proposers. The City's needs are outlined in the following Request for Proposal ("RFP"). GENERAL PROVISIONS. The City of East Palo Alto is required to establish a routine preventive maintenance program for all City facilities (Heating, Ventilation, and Air Conditioning) HVAC system including emergency repairs. Normal working business hours are between the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday (except 13 Official Holidays). OBJECTIVE. The City wishes to secure timely, consistent, and cost effective periodic HVAC maintenance services from one contractor. The objectives of the City are as follows:
A. The City is required to establish a periodic preventive maintenance program for all City facilities HVAC system including emergency repairs & replacement.
B. Cost efficient and effective HVAC maintenance services.
C. Respond to emergency services.
D. Minimal interruptions to City operations.
E. Ensure consistent and reliable HVAC maintenance services from one contractor for all City-owned/leased facilities.
F. Must have experience with air to water under slab heat pump (Aermac brand of equipment made in Italy) hydronic systems and Johnson DDC control systems and water treatment for closed loop systems experience. SERVICES REQUIRED. The VENDOR shall perform the duties, functions and all other work described in the below Schedule of Service in a consistent and professional manner. The VENDOR shall furnish, at its own expense, all labor, materials, machinery and equipment that may be necessary or appropriate for the performance of the work, including all related management, supervisory and administrative services. SCHEDULE OF SERVICE Vendor shall perform the duties, functions and all other work at the facilities and locations as described below. Vendor shall furnish, at its own expense, all labor, materials, machinery that may be necessary for the performance of the Heating Ventilation and Air Conditioning Services. The City reserves the right to add or delete buildings and/or facilities at any time during the life of the contract or resulting extensions, with thirty (30) days written notice. Additions shall be added at a negotiated rate that has the mutual agreement of the City and the VENDOR and the means of negotiation shall utilize comparable facilities under the existing HVAC service agreement. If the request for additional work begins during a billing cycle, the payment shall be prorated for the month in which work commenced. Deadline for proposers to submit questions/clarification request in writing to City by 4:00 pm. 02/09/2024
Deadline for City to respond to written questions to all parties receiving RFP. 02/23/2024
Award of Contract by East Palo Alto City Council. TBD
Contract start date 06/01/2024 Any bid received after the time specified will be considered late, will not be accepted and shall be returned to the bidder unopened. Proposals should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. are not desired. Emphasis should be on completeness and clarity of content. The term of the Contract shall be for a period of three years beginning June 01, 2024, and ending May 31, 2027. The City shall, at its sole discretion, have the right to extend the term of this Agreement in one-year intervals for an additional 2 years, by written notice. The total duration of this Agreement, including the exercise of any option shall not exceed 5 years. The unit price of the Contract will be adjusted each year using the California Consumer Price Index, All Urban Consumers, as published by the United States Department of Labor, Bureau of Labor Statistics for the San Francisco Oakland-San Jose Metropolitan Statistical Area (CPI-U). The City reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal. The City reserves the right to request clarification of information submitted, and to request additional information from any VENDOR. The City reserves the right to award any contract to the next most qualified VENDOR, if the successful VENDOR does not execute a contract within fifteen (15) days after contract has been awarded. The contract resulting from acceptance of a proposal by the City shall be in a form supplied or approved by the City and shall reflect the specifications in this RFP. A sample contract is attached as Exhibit E for informational purposes only. The City reserves the right to modify this sample contract as necessary to serve the best interests of the City. If a VENDOR has any exceptions to the terms of the sample contract, these must be submitted for consideration with the proposal. Otherwise, the VENDOR will be deemed to have accepted the form of the Agreement. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to this RFP.
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