This is a service / maintenance or supply contract in Norfolk, Virginia. Contact the soliciting agency for additional information.

The City is seeking a responsible vendor to provide asphalt plant maintenance services on an as-needed basis according to the terms, conditions, and specifications of this solicitation. All qualified bidders are invited to respond to this Invitation for Bids ("IFB") by submitting a bid consistent with the terms, conditions, and specifications stated herein. SCOPE OF WORK: The Contractor shall furnish all labor, material and supplies necessary to provide hydraulic cement asphalt plant maintenance services for Al Mix Model 5424. Services to be performed within the scope of this solicitation shall include, but not be limited to: o The Contractor shall complete annual combustion analysis with printout giving date and time of test, type of fuel, stack and ambient temperature, O2 and CO2 %, CO and NOX with and without O 2 correction in parts per million, efficiency %, excess air and draft. Printout will be generated directly from the combustion analyzer. A written report shall be provided to the City within one week of performing the analysis. The Contractor shall perform annual burner control system inspection and run a test to confirm proper operation of all Honeywell burner controls and safety interlocks. A written report shall be provided to the City within one week of performing the inspection. The Contractor shall provide annual plant calibration services by confirming and testing calibrations of liquid AC, weigh bridge, and individual aggregates. Plant calibrations includes the Libra automated control system as well as the Mitsubishi drive units' manual backup system. A written report shall be provided to the City within one week of performing the service. The Contractor shall provide baghouse service by performing internal leak detection test by utilizing florescent dye and ultraviolet lighting to confirm the integrity of the filtration bags. The Contractor shall inspect exhaust fan damper and actuator including electrical system inspection of pulsars and pulsar timing board. A written report shall be provided to the City within one week of performing the service. The Contractor shall provide maintenance services by troubleshooting hot oil boiler system for the following elements: emission gas flow, pressure gages, valves, system control box, burner control box, ventilation fan motor, exhaust fan motor, and ceramic burner. Maintenance shall include scheduled repairs and the replacement parts as per manufacturer recommendations or as deemed necessary by the City. All repairs to the equipment shall be on an on-call basis. The Contractor shall perform maintenance services by troubleshooting plant control tower components such as scale calibration controls, variable frequency drives (VFD), programmable logic controllers (PLC), and plant control software on an as needed basis. The Contractor shall provide pneumatics services, to include valve and cylinder inspections and rebuilds. The 4" bore cylinders on the drag, batchers and silo cone shall have a rebuild once a year with gland seals replaced as needed. Valves shall be rebuilt every 2 to 3 years with seals replaced upon City's notification. The Contractor shall provide training for the City's asphalt plant operators to ensure operations maintenance, safety, and environmental compliance. Training shall include calibration, overall plant operations, individual plant component principles, plant management and plant controls. Training shall be provided upon City's request and shall be priced based on hourly rates of a technician. The Contractor shall provide a written quote for any repair work prior to the start of the work. Any subsequent charges that exceed the initial quote by more than 20% will require the Department's written approval before proceeding with the work. The Contractor shall troubleshoot the issue within three (3) business days after the City's notification and will complete repairs within seven (7) days. All work shall be performed during normal business hours between 8:00 A.M. and 5:00 P.M., Monday through Friday, excluding City holidays. The Contractor shall provide emergency services on a twenty-four (24) hour, seven (7) days per week basis. The Contractor's crew shall be onsite within twenty-four (24) hours after receipt of City's emergency notification call, with all equipment and materials necessary to diagnose and repair the issue. Emergency work will be performed based on Contractor's verbal quote approved by the City. All work must be completed within twenty-four (24) hours unless otherwise extended by the City. Emergency services shall be provided at the regular contract rates if performed during normal business hours. Any work performed after hours and/or on weekends shall be billed at the rate of 1.5 times the regular hourly rate. The Contractor's staff shall be properly trained and certified for the type of work performed under the resulting agreement. The Contractor shall be responsible for any damage caused to City or private property in the process of conducting work under this agreement. The Contractor shall repair such damage at its own cost. If the Contractor fails to correct such damage, the City may correct it through other means and deduct any cost incurred from monies owed to the Contractor. All work must be accepted by the City before the payment is rendered. The City reserves the right to reject any materials, parts or work and require the Contractor to correct the work or provide compliant parts at no additional cost to the City. The Contractor shall provide a minimum one-year full non-prorated warranty against defects and workmanship on all work from the date product is placed into service. Estimated quantities of services required under the resulting agreement are not guaranteed. Contact Information Project Contact: Katerina Andujar Procurement Specialist III 810 Union Street, Suite 303. Norfolk, VA 23510 Email: katerina.andujar@norfolk.gov Phone: (757) 448-9846 Question Submission Deadline: April 16, 2024, 5:00pm. All questions relating to this solicitation shall be submitted through electronically. Bidders are cautioned that any written, electronic, or oral representations made by any City representative or other person that appear to change materially any portion of the solicitation shall not be relied upon unless subsequently ratified by a written Addendum to this solicitation issued by the Office of the Purchasing Agent through electronically. METHOD OF AWARD: The award of a contract(s) shall be at the sole discretion of the City. Award(s) will be made to the lowest bidder(s) that is responsible whose bid complies with all of the provisions of the IFB, provided that the amount does not exceed the amount of funds available to finance the contract. In the event that a responsive bid from the lowest responsible bidder exceeds available funds, the Purchasing Agent may negotiate the amount of the bid with the apparent low bidder to obtain a contract price within available funds. The City reserves the right to accept or reject any or all bids in whole or in part and to waive informalities. Bidders shall submit bids, in accordance with the IFB requirements and maintain compliance with all federal, state and local laws and regulations. The contents of the bid of the selected Bidder(s) will be incorporated and made a part of any City contractual obligation when the award(s) is made. The lowest total cost will be determined by the aggregate total price for years one through five. Please see the electronic posting of the solicitation Attachment H - Bid Form to submit pricing. Discrepancies between the multiplication of unit prices and extended prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of words. Unbalanced bids will be rejected. An unbalanced bid is one containing lump sum or unit bid items which do not reflect reasonable actual costs plus a reasonable proportionate share of the bidder's anticipated profit, overhead costs, and other indirect costs, which the bidder anticipates for the performance of the items in question. The term of this Agreement shall be for five (5) years.