WILLIAM FLOYD UNION FREE SCHOOL DISTRICT



WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

BID SPECIFICATIONS DOCUMENT

FOR SERVICES ONLY

The William Floyd Union Free School District is soliciting bids for the following service(s):

The purpose of this contract is to provide preventative maintenance and repairs to emergency standby generator sets and their associated equipment located throughout the William Floyd Union Free School District. The locations and equipment information is listed below.

Location William Floyd High School

240 Mastic Beach Road

Mastic Beach, New York 11951

Unit # 1

Type Manufacturer Model Serial Number

Genset Onan 350DFCC K960623926

Engine Cummins NTA855-G3 30358430

Unit # 2

Type Manufacturer Model Serial Number

Genset Onan 100DGDB K960622831

Engine Cummins 6BT5.9-G2 45432284

Location William Paca Middle School

338 Blanco Drive

Mastic Beach, New York 11951

Type Manufacturer Model Serial Number

Genset Delco E7056 3-A-75

Engine Detroit 10637305 6A0321834

Location William Floyd Middle School

630 Moriches Middle Island Road

Moriches, New York 11955

Type Manufacturer Model Serial Number

Genset Kohler 135ROJZ 0755286

Engine John Deere 6081TF001 RG6081T159070

Location John S. Hobart Elementary School

230 Van Buren Street

Shirley, New York 11967

Type Manufacturer Model Serial Number

Genset Genrac/Guardian 0043902 3876569

Engine OHVI 0E6219 7577829

The contractor will render one preventative maintenance service per year and one semi-annual site inspection per year on the above listed equipment. Preventative maintenance shall include all items listed below. Semi-annual site inspection only to include items 6 through 17

1. Replace engine lubricating oil and remove used oil from premises

2. Replace oil, fuel, and coolant filters; add corrosion inhibitor as needed

3. Perform oil analysis. Test results to be provided to Facilities Department

4. Replace lube oil in hydraulic governors (if applicable)

5. Natural Gas/LPG fueled engines-check all spark plugs, ignition condenser, cap, rotor, wires, and points. Clean, adjust, or replace when necessary

6. Check engine oil and coolant for proper levels and condition

7. Check air filter and crankcase breathers

8. Check and adjust belts as required

9. Check genset and transfer switch for loose, bare, broken wiring or connections

10. Check governor operation, stability, linkage, and oil

11. Check fuel tanks, pumps, and lines for leaks or damage

12. Check engine, heaters, radiator hoses, and heat exchangers (if applicable) for coolant leaks and conditions

13. Check condition of batteries, electrolyte level and charging rate

14. Start and run engine (under load if possible), check temperature and pressures

15. Test transfer switch operation

16. Check unit for proper frequency/speed, voltage, and amperage

17. Submit a report to School District, and advise of any further work required along with a detailed estimate to perform recommended work.

The contractor will annually test each generator in a “black-out” power loss situation where the electric power is shut off and the generator is observed and analyzed during the power loss test. This test would be coordinated with the school shut downs as not to affect the instructional programs or the staff.

Contractor must be equipped to provide emergency service within 4 hours of request.

All parts shall be new and must be equal to or better than the original equipment. Rebuilt parts may only be used with prior written approval of the school district. The school district reserves the right to furnish parts and materials if they deem it to be in their best interest.

Contractor shall maintain an adequate inventory of new, original manufacturer’s parts and materials, thus insuring prompt repairs on short notice.

No travel time will be paid. Payments will be made only for time on the job. Daily service tickets, specifying time of arrival, work done, materials used, and time of departure, must be filled out for all service calls. All service tickets must be signed by an authorized representative of the school district. A copy of the service ticket shall be left with the signer, and this shall be the basis for payment. All invoices submitted for payment must be accompanied by an additional copy of these service tickets. Service tickets not submitted in this fashion will result in a delay of payment.

Contractor shall be required to pay his employees the “prevailing wage” as defined in the New York State Labor Law, Schedule of Wage Rates.

Contractor must be licensed by the County of Suffolk and local municipalities, where required.

All labor shall be guaranteed for a period of one year from written date of completion. All parts and materials shall be guaranteed for a minimum of ninety days or in accordance with the manufacturers warranty if greater than ninety days.

Contractor will perform all work in the best workmanlike manner, and shall clean up and remove all debris and rubbish resulting from work performed. Upon completion of work, the premises shall be left in a neat, unobstructed condition, the area broom clean, and everything in satisfactory repair and order.

Equipment, supplies, and materials shall be stored at the sight only upon written approval of the school district and at the contractor’s risk. On site storage should be avoided to prevent possible damage and theft.

Contractor shall perform work as to cause the least inconvenience to the operation of the building.

Contractor shall acquaint himself with the conditions at the work site.

Contractor shall furnish adequate protection from damage for all work and shall repair all damages of any kind for which he or his workman are responsible

This contract may be cancelled by the school district when, in the opinion of the Plant Facilities Administrator, the service rendered is incompetent, inadequate, or unresponsive to the school districts needs.

Contractors are required to be licensed. Proof of license must be submitted with the bid proposal.

The William Floyd School District will award the contract to the lowest responsible bidder, noting that the lowest cost bidder may not be the lowest responsible bidder. One component of identifying the lowest responsible bidder is to identify the lowest cost bid. The following calculation will be used to identify the lowest cost bid:

Total Cost of Annual Preventive Maintenance, including site visits

PLUS

Cost of Labor (based on 40 Hours regular time and 10 Hours overtime)

PLUS

Cost of Parts (based on estimated $5,000 in parts budget per year)

Contract Period

The terms of the contract will be as follows:

For the current School Year, the Board will award the first year (maybe partial year) of the contract from the date of award to June 30, 2011. The Board of Education has the ability to award an additional two (2) one year extensions at an amount of increase not to exceed the prior year’s increase in CPI from the date of award. If the Board chooses to award an extension, the extension for the second year will be from July 1, 2011 – June 30, 2012 and for the third year, July 1, 2012 to June 30, 2013.

Indicate the number of years you are willing to extend the contract, up to a maximum of three (3) years, at an increase up to but not exceeding the Consumer Price Index (CPI)* for the prior 12 months.  Indicate the extension amount from 0 to the full CPI increase for which you will agree to extend this contract, e.g. for the full CPI increase, ¾ of the CPI increase, ½ of the CPI increase, or no increase in contract rates.

*The CPI increase value used here will be calculated by averaging the prior 12 monthly CPI increases for the New York, Northern New Jersey, Long Island Consumer Price Increase for All Urban Wage Earners and Clerical Workers, as provided by the U. S. Department of Labor, Bureau of Labor Statistics.”

Bidding Timeframe

Bids must be submitted by using the enclosed “Bid Response Sheet”. All information must be legible. Illegible or vague bids may be rejected. Please be advised that the person signing the bid response must be authorized by your organization to contractually bind your company with regard to prices and related contractual obligations for the term of this agreement.

Bids must be received in a sealed envelope and addressed as follows:

Jennifer Schildkraut

District Office

William Floyd School District

240 Mastic Beach Road

Mastic Beach, NY 11951

SEALED BID FOR EMERGENCY GENERATOR MAINTENANCE & REPAIR

Bid Number 10-11.009

Due on or before Thursday, February 24, 2011 by 11:00 a.m

THIS ENVELOPE IS TO BE OPENED BY AUTHORIZED PERSONNEL ONLY.

**Please note only winning bidders will be notified via mail. If you are the winning bidder, please expect to be notified around March 11th, 2011. If you have questions regarding the award or would like a copy of the results please contact Jennifer Schildkraut at (631) 874-1696.

Bids will be opened as follows. Any bids received after this date/time will be rejected:

|Date: | |Thursday, February 24, 2011 |

|Time: | |11:00 a.m |

|Location: | |William Floyd School District |

| | |District Office |

| | |240 Mastic Beach Road |

| | |Mastic Beach, NY 11951 |

Bidder Responsibilities

Bidders are required to be licensed. Proof of license must be submitted with the Bid Response Sheet.

Bidder is under an affirmative duty to inform itself by personal examination of the specifications and location(s) of the proposed work and by such other means as it may select, of the character, quality, and extent of the work to be performed and the conditions under which the contract is to be executed. Each bidder shall examine specifications and all other data or instruction pertaining to the work. No pleas of ignorance of conditions that may be encountered or of any other matter concerning the work to be performed in the execution of the work will be accepted by the William Floyd School District as an excuse for any failure or omission on the part of the bidder to fulfill every detail of all the requirements of the documents governing the work. The successful bidder will not be allowed any extra compensation by reason of any matter or thing concerning which such bidder might have fully informed itself prior to bidding. Henceforth, bidders must inspect the building(s) and submit a report of their findings with their bid.

It will be the responsibility of the successful bidder to meet with the Plant Facilities Administrator immediately following the award of contract to outline the services that are expected.

Standard Clauses For All NYS Contracts

During the performance of the contract, the successful bidder agrees to the terms under the MACBRIDE Fair Employment Principles.

Insurance

I. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the Contractor hereby agrees to effectuate the naming of the District as an unrestricted additional insured on the Contractor’s insurance policies, with the exception of workers’ compensation.

II. The policy naming the District as an additional insured shall:

• Be an insurance policy from an A.M. Best rated “secured” or better, New York State admitted insurer, preferred

• Provide for 30 days notice of cancellation.

• State that the organization’s coverage shall be primary coverage for the District, its Board, employees and volunteers.

• The District shall be listed as an additional insured by using endorsement CG 2026 or broader. The certificate must state that this endorsement is being used. If another endorsement is used, a copy shall be included with the certificate of insurance.

III. The Contractor agrees to indemnify the District for any applicable deductibles.

IV. Required Insurance:

• Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per-project basis.

• Automobile Liability

$1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles

• Workers’ Compensation and N.Y.S. Disability

Statutory Workers’ Compensation, Employers’ Liability Insurance for all employees

• Owners Contractors Protective Insurance

(Required for construction projects in excess of $200,000)

$1,000,000 per occurrence/ $2,000,000 with the District as the named insured

V. The insurance producer must indicate whether or not they are an agent for the companies providing the coverage.

VI. Contractor acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The Contractor is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities.

VII. The District is a member/owner of the NY Schools Insurance Reciprocal (NYSIR). The Contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the District but also the NYSIR, as the District’s insurer.

Prime Contractor Responsibilities

If any subcontracting is approved, the William Floyd School District will only communicate with the successful bidder as prime contractor. The William Floyd School District Board of Education considers the prime contractor to be the sole contact with regard to all provisions of the bid of all services.

Right-to-Know

In accordance with the New York State Toxic Substance Act (Right-to-Know Law) and the United States Occupational Safety and Health Administration’s Hazard Communication Standard, the William Floyd School District has established and implemented a Right-to-Know / Hazard Communication Program. It is the policy of the William Floyd School District to provide information and training to advise employees of potentially hazardous substances known to be in the workplace. Part of this information is a collection of Material Safety Data Sheets for all chemicals used at the William Floyd School District by contract vendors. Material Safety Data Sheets and labels must be submitted with each bidder’s proposal. Before any chemical product is used on or in any building, authorization by the Plant Facilities Manager is required, and a copy of the product label and Material Safety Data Sheet must be provided to the Plant Facilities Manager before the chemical is applied.

NYS Department of Labor Prevailing Wage Rate Schedule

Bidders are reminded that the payment of prevailing wages and supplements is a requirement of all contracts for public works. Information indicating that prevailing wages are not being paid on a public works project will be forwarded to New York State Department of Labor for investigation. Willful violations of the prevailing wage provisions of the Labor Law may result in disbarment from the bidding and award of public contracts. The bidder cannot bid on this contract at a loss. The prevailing wage must be paid. Note: All public works contracts, regardless of dollar value, require the payment of prevailing wages and supplements.

Bidders are advised that the William Floyd School District may make random inquiries of bidder’s employees as to the rate of wages being paid and may request certified copies of one or more weekly payrolls to verify proper payment of wages. Any discrepancy found in information supplied will be reported to the Department of Labor for investigation.

Specifications of Prospective Bidders

The bidder certifies that it meets the following requirements for submitting a bid and shall provide verification of such within its bid:

1. The bidder has been in business for at least five (5) years prior to the submission of this bid. Bidder must submit a list of at least five (5) verifiable references in the form provided herein from accounts for which work, comparable to that contained in these specifications, has been completed or is currently in progress.

2. The bidder maintains a current Business Registration License from the State of New York. The bidder must provide a copy of this registration with the bid.

In addition, the bidder certifies the following:

1. The bidder and all pertinent personnel are certified to perform the work specified herein in accordance with the laws, rules, ordinances, and codes within the State of New York.

2. The bidder has never previously failed to perform satisfactorily in connection with public bidding or public contracts.

Cancellation

The William Floyd Union Free School District retains the right to cancel this contract without reason, provided the vendor is given at least sixty (60) days notice of its intent to cancel. This provision should not be understood as waiving the William Floyd School District’s right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. This contract may be cancelled by the William Floyd School District when, in its opinion, the service rendered is incompetent, inadequate, or unresponsive to the District’s needs.

If bidder did not receive the following documents, please request said items from the William Floyd School District. These two documents, along with the Bid Specifications Document and the Bid Response Sheet, represent the complete bid package:

1. General Conditions

2. Non-Collusive Bidding Certification

3. Hold Harmless

WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

BID RESPONSE SHEET

FOR EMERGENCY GENERATOR MAINTENANCE & REPAIR

Type Manufacturer Model Serial Number

Genset Onan 350DFCC K960623926

Engine Cummins NTA855-G3 30358430

Type Manufacturer Model Serial Number

Genset Onan 100DGDB K960622831

Engine Cummins 6BT5.9-G2 45432284

Type Manufacturer Model Serial Number

Genset Delco E7056 3-A-75

Engine Detroit 10637305 6A0321834

Type Manufacturer Model Serial Number

Genset Kohler 135ROJZ 0755286

Engine John Deere 6081TF001 RG6081T159070

Type Manufacturer Model Serial Number

Genset Genrac/Guardian 0043902 3876569

Engine OHVI 0E6219 7577829

Annual Preventive Maintenance Service Cost: $__________

Labor for Repairs:

Hourly rate for regular hours $__________

Hourly rate for overtime hours $__________

Parts and Materials: __________ % over certified cost

Company References:

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| |Business Name | |Phone # | |Contact |

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| |Business Name | |Phone # | |Contact |

Bid Submitted By:

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|Company D.B.A. Name: | | |

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|Company Legal Address: | | |

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|Authorized Contact’s Name: | | |

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|Authorized Contact’s Signature: | | |

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|Date: | | |

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