Township of Little Egg Harbor 665 Radio Road Phone: (609) 296 - 7241 Fax: (609) 296 - 5352

REQUEST FOR PROPOSALS HVAC MAINTENANCE SERVICES PROPOSAL DUE BY: Attention: Diana K. McCracken, RMC, Township Clerk Date: March 20, 2015 Time: 3:00 PM

I. PURPOSE OF REQUEST The Township of Little Egg Harbor (the “Township”) through this Request for Proposal (“RFP”), invites written proposals from qualified firms (the “firm”) to provide HVAC Maintenance Services. Proposals should be submitted as instructed in Section II. The term of the contract will be for the period of two (2) years from award of the contract with an option of a one-year extension contingent upon annual appropriations of funds by the Township Committee. II. INSTRUCTIONS TO PROPOSERS 1. Each firm will submit one (1) original proposal which should be delivered in a sealed envelope as follows: Township of Little Egg Harbor Attn: Diana McCracken, Township Clerk 665 Radio Road Little Egg Harbor, NJ 08087 2. All proposals must be delivered by 3:00 p.m. prevailing time, on March 20, 2015. Requests for extension of time to submit will not be granted. Late proposals will be rejected. Requests to modify a proposal after its submission will not be considered. Proposals sent via e-mail or fax will not be accepted.

3. It is the sole responsibility of the firm to insure that the proposal arrives on time and bears the handwritten signature of an official duly authorized to sign on behalf of the firm. The name, address and telephone number of the person to contact must be clearly identified. All preparation costs are the responsibility of the firm. 4. Any questions about the RFP should be directed in writing to: Patrick Donnelly ([email protected]) Director of Public Works Little Egg Harbor Township Recycling & Compost Center 1363 Route 539 Little Egg Harbor Township, NJ 08087 5. No proposal may be withdrawn for a period of ninety (90) days after the proposal submission deadline. III. SELECTION PROCESS AND CRITERIA The Township strongly recommends all firms intending to submit a proposal visit the Township of Little Egg Harbor to examine the HVAC systems located at the Township Building and the Community Center in order to submit a proposal to suit the needs of the Township. The Township will evaluate all proposals during which time they may ask questions of a clarifying nature from the firm(s) and/or contact any references provided. All proposers will be notified of the results of the selection process. The Township reserves the right to reject any or all proposals, to waive any informality in a proposal and/or to accept that proposal which is in the best interest of the Township. The selection process used for determining the most successful proposal is best described as a “Competitive Proposal” process in which pricing is one of the most important criteria but not the only criteria. The factors in the evaluation process include: A. Experience of the firm. Number of years and type of experience will be considered, as well as specific experience (verifiable through references) in the State of New Jersey. B. Organization, size, and structure of the firm. C. Qualifications of the staff to be assigned. Education, position in firm, and years and types of experience will be considered, based on the information provided in the proposal. D. Location and accessibility of the firm and of the staff to be assigned. E. Responsiveness of the written proposal to the scope of services outlined in the Township’s request and adherence to the proposal format. F. Proposed fee schedule. IV. TERMS AND CONDITIONS 1. The Township of Little Egg Harbor is seeking proposals from Contractors to provide annual HVAC Maintenance Services for a period of two (2) years from award of the contract with an option of a one-year extension.

2. The Township reserves the right to reject any or all proposals, or to award the contract to the next most qualified firm if the selected firm does not execute a contract within thirty (30) days after the award of the proposal. 3. The Township reserves the right to request clarification of information submitted and to request additional information from firms submitting proposals. 4. Any proposal submitted will constitute an irrevocable offer, for a period of ninety (90) days, to sell to the Township the services set forth in the enclosed specifications. 5. If, through any cause, the firm shall fail to fulfill in a timely and proper manner the obligations agreed to, the Township shall have the right to terminate its contract by specifying the date of termination in a written notice to the firm at least thirty (30) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed. 6. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the Township and shall contain, at a minimum, applicable provisions of the RFP. The Township reserves the right to reject any agreement that does not conform to the RFP and to any Township requirements for agreements and contracts. 7. The firm shall not assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the Township. 8. No reports, information, or data given to or prepared by the firm under the contract shall be made available to any individual or organization by the firm without the prior written approval of the Township. V. ADDITIONAL ITEMS Independent Contractor It is understood, agreed, and recognized, the successful vendor awarded the contract will be an independent contractor and not an employee of the Little Egg Harbor Township. The successful vendor will be required to comply with such terms and conditions established by Little Egg Harbor Township with regard to clearances, confidentiality indemnification and termination of services. Governing Law and Venue Awarded vendor and its subcontractors, if applicable, agree that any agreement shall be governed and construed in accordance with the laws of the State of New Jersey, including all matters of construction, validity, enforcement and performance, without regard to its conflict of law provisions. Such agreements shall be deemed to have been drafted by each party hereto, and neither party may argue otherwise. Venue of jurisdiction of any claim or dispute arising out of, related to, or implicating the terms of this Agreement shall exist exclusively in the Superior Court of Ocean County, New Jersey. Collusion Any agreement or collusion among vendors or perspective vendors in restraint of freedom of competition, by agreement, to submit a proposal at a fixed price or to refrain from submitting a proposal or otherwise shall render proposals of such vendors void and shall cause such vendors to be disqualified from submitting proposals to Little Egg Harbor Township

Reference Information Service provider shall provide a list of five (5) customers for whom they are currently or have provided services. References also must be provided for any and all subcontracts utilized by the submitting vendor. Assignment and Subcontracting The service provider may not subcontract, transfer, or assign any portion of the contract without prior written approval from the Township. Each subcontractor’s experience and performance will be the same as the service provider. The substitution of the one subcontractor for another may be made only at the discretion of the Township and only with prior written approval from the Township. The service provider must be designated as the single point of contact to be responsible for the performance, activities, and coordination of all activities of the subcontracting team. Notwithstanding the use of approved subcontractors, the service provider, if awarded a contract under this RFP, shall be the prime contractor and shall be responsible for all work performed. Right to Refuse Personnel Service providers must submit a complete list of all persons to perform work either as contractor and their employees or a partner and their employees. The list must be in the form of a brief resume to include: certification, length of time employed by said contractor, evidence of background security check and date of last drug test. This includes part-time and full-time employees. Little Egg Harbor Township reserves the right to refuse, at its sole discretion, any personnel. Insurance Throughout the term of an awarded contract and for applicable statutes of limitation periods, vendor shall maintain in full force and affect the insurance coverages set forth herein. Additional insurance requirements omitted may be requested and if so will be incorporated into the terms and conditions of the contract with the successful vendor. All insurance policies shall be issued by companies authorized to do business in the State of New Jersey. All insurance policies shall name and endorse the following as additional insured, Little Egg Harbor Township and it’s officers, agents and employees. Certificate of Insurance shall be required prior to contract signing. Awarded vendor must provide proof of insurance and carry minimum types of insurance to include, but not limited to, the following: Workers Compensation: workers compensation insurance, with statutory limits, shall apply to all employees in compliance with “Workers Compensation Law” of the State of New Jersey and all applicable Federal Laws. Excess Liability: vendor shall carry Excess Liability Insurance with minimum limits of $5,000,000 per occurrence. Comprehensive or Commercial Form General Liability Insurance: (contractual liability included) with limits as follows:

Each Occurrence $3,000,000 Products/Completed Operations Aggregate $5,000,000 Personal and Advertising Injury $3,000,000 General Aggregate (Not applicable to the Comprehensive Form) $5,000,000 A) Include a provision that the coverages will be primary and will not participate with nor be excess over any valid and collectible insurance or program of self-insurance carried or maintained by the Client. B) Such insurance shall be with insurers with at least an “A+” rating. C) Client reserves the right to obtain a copy of the technology, professional liability, data protection and/or cyber liability insurance policies. D) The insurance policies shall provide that the insurance company shall notify Client in writing at least thirty (30) calendar days in advance if Company’s insurance coverage is to be canceled or materially altered so as not to comply with the requirements of this Agreement. Professional Liability (errors and omissions) insurance: vendor shall carry Professional Liability coverage that has a per occurrence limit of not less than $ 3,000,000. Vendor’s insurance shall be endorsed to provide Little Egg Harbor Township with at least 30-calendar day’s prior written notice of cancellation, non-renewal, restrictions or reduction in coverage limits.

HVAC Maintenance Services The Township of Little Egg Harbor is seeking a well-qualified firm to provide a comprehensive heatingventilation-air conditioning HVAC maintenance and repair program for its facilities. The work will include the provision of a total preventative maintenance program including, but not limited to the inspection, preventative maintenance, repair, programming and other tasks and services necessary to insure safe, well maintained HVAC systems providing quality air for Little Egg Harbor Township employees and the public. Scope of Services The Contractor shall retain professional personnel who have successfully and competently provided municipal facility HVAC maintenance and repair services on projects of similar scope and complexity. It shall be the Contractor’s responsibility to develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the Township, all aspects of HVAC systems in Township defined facilities. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with a minimal downtime. The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer’s maintenance program and repairs shall, at a minimum, include but not be limited to the specifications outlined herein. Contractor shall repair or replace failed or worn moving parts (such as: bearings, motor rotors, motor starters, seals, gears, burners, actuators, controls and switches). Prior to beginning any repair or replacement, Contractor will troubleshoot the system to diagnose the system’s problems. The Township shall not incur any extra charge for this service. Contractor shall itemize the equipment list covered under repair or replaceable. Non-moving parts such as refrigerant/water tubes, on manufactured or produced products, environmentally hazardous materials and/or refractory replacement are excluded. Prices as stated on the HVAC Maintenance Proposal Form shall be all inclusive for services as specified in this Proposal. Normal maintenance services shall include full labor, preventative maintenance, and all labor for repairs. Emergency services, if applicable, are to be included in the full labor and maintenance agreement. The contractor shall provide staff that is certified and proficient in the complete maintenance and repair of chiller systems, air handlers, pneumatic systems, and a variety of package HVAC units. Additionally, service levels shall provide the ability to respond immediately to situations involving the health and safety of employees and/or the public; comfort and operational capability of any public meeting space. Routine repairs, service requests or other non-urgent tasks shall be completed by the contractor within one (1) working day from the date of the Township’s request.

Contractor’s staff shall have as well as be proficient in the following trades:  Ten (10) years commercial experience  Package HVAC units  All mechanical, electronic aspects of HVAC systems  Multi zone air handling systems  A comprehensive understanding of HVAC control systems

HEATING-VENTILATION-AIR CONDITIONING (HVAC) MAINTENANCE AND MONITORING      

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Contractor shall respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all Township facilities Contractor shall inspect all HVAC systems at least twice each year, with seasonal start- up and run inspections performed and documented Contractor shall provide oversight and documentation of Seasonal Preventive Maintenance on all HVAC systems and provide that data to the Township at the first of every month Contractor shall inspect all support structures, and provide documentation of maintenance and repairs to the Township Contractor shall inspect all moving parts or components, belts, bearings, drives, and fans, investigate noises and lubricate and adjust as recommended per manufacturers specifications Contractor shall perform air-handling unit maintenance, which includes but is not limited to, all services recommended by manufacturer, replacing air filters at least quarterly, at both facilities not covered under Proposer contract Contractor shall inspect, provide oversight and documentation that both Township facilities under contract with Proposer are receiving required work Contractor shall perform monthly walkthroughs of HVAC systems for preventative maintenance work requests to Proposer

REFERENCES Please provide at least five (5) current commercial / institutional customers references that have HVAC Maintenance Services of similar type, size, complexity and use. 1. _______________________________________________________________________

2. _______________________________________________________________________

3. _______________________________________________________________________

4. _______________________________________________________________________

5. _______________________________________________________________________

PROPOSAL FORM The undersigned, having become thoroughly familiar with the terms and conditions affecting the performance and costs of the HVAC Maintenance Services, hereby proposes and agrees to fully perform HVAC Maintenance Services within the time stated and in strict accordance with the Proposal Documents for the following: Contract Year One Full Maintenance & Labor Agreement

$________________ a year.

Response Time for an Emergency (90 minute maximum)

_________________ hour(s)

Contract Year Two Full Maintenance & Labor Agreement

$________________ a year.

Response Time for an Emergency (90 minute maximum)

_________________ hour(s)

Optional Contract Year Three Full Maintenance & Labor Agreement

$________________ a year.

Response Time for an Emergency (90 minute maximum)

_________________ hour(s)

Include any training and professional development included in above amounts and state the number of sessions included.