Fillable WHITE COUNTY, TENNESSEE Bid Package for ITB Number: (White County Tennessee)

Fill Online, Printable, Fillable, Blank WHITE COUNTY, TENNESSEE Bid Package for ITB Number: (White County Tennessee) Form

Use Fill to complete blank online WHITE COUNTY TENNESSEE (TN) pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

WHITE COUNTY, TENNESSEE Bid Package for ITB Number: (White County Tennessee)

On average this form takes 6 minutes to complete

The WHITE COUNTY, TENNESSEE Bid Package for ITB Number: (White County Tennessee) form is 18 pages long and contains:

  • 0 signatures
  • 0 check-boxes
  • 24 other fields

Country of origin: US
File type: PDF

U.S.A. forms for White County Tennessee

BROWSE WHITE COUNTY TENNESSEE (TN) FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
WHITE COUNTY, TENNESSEE
DEPARTMENT OF FINANCE
COURTHOUSE ROOM 204
1 EAST BOCKMAN WAY
SPARTA, TENNESSEE 38583
PHONE (931)-836-3216 FAX (931)-836-3343
finance@whitecountytn.gov
WHITE COUNTY, TENNESSEE
Bid Package
for
ITB Number: 2020-0710-03-009
White County Middle School
HVAC Rooftop Unit Repairs and Replacements
Bid Opening:
July 10, 2020
2:00pm Central Time
Bid Opening Location:
White County Department of Finance
1 East Bockman Way, Room 204
Sparta, Tennessee 38583
Posted for public inspection at
whitecountytn.gov/bids
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 2 of 13
Table of Contents
I. Purpose and Overview ............................................................................................................................ 3
A. Purpose ............................................................................................................................................... 3
B. Project Description ............................................................................................................................. 3
II. Project Specifications ............................................................................................................................. 3
A. RTU Replacements............................................................................................................................. 3
B. RTU Repairs ....................................................................................................................................... 4
C. Roof Care ........................................................................................................................................... 4
D. Insurance and Bonding ....................................................................................................................... 5
E. Licensing ............................................................................................................................................ 5
F. Project Timetable ............................................................................................................................... 5
III. Instructions for Invitation to Bid Responses ........................................................................................... 5
A. Compliance with ITB ......................................................................................................................... 5
B. Delivery of ITB Response .................................................................................................................. 6
IV. General Terms and Conditions ............................................................................................................... 6
A. Bid Document .................................................................................................................................... 6
B. Electronic Transmissions ................................................................................................................... 6
C. Disclosures by Bidders ....................................................................................................................... 6
D. Laws and Regulations ........................................................................................................................ 6
E. Sub-contracts ...................................................................................................................................... 7
F. Award of Contract .............................................................................................................................. 7
G. Title VI of the Civil Rights Act of 1964 ............................................................................................. 7
I. Payments ............................................................................................................................................ 7
J. Errors in Bids ..................................................................................................................................... 7
K. Taxes .................................................................................................................................................. 8
L. Tie Bids .............................................................................................................................................. 8
N. Specification Details........................................................................................................................... 8
V. Advertisement for ITB ............................................................................................................................ 8
VI. ITB Response Form ................................................................................................................................ 9
VII. Exception Form .................................................................................................................................... 10
VIII. Drug-Free Workplace Affidavit ............................................................................................................ 11
IX. Iran Divestment Act .............................................................................................................................. 12
X. Appendices ........................................................................................................................................... 13
A. Appendix A – Areal Map ................................................................................................................. 13
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 3 of 13
I. Purpose and Overview
A. Purpose
The White County Department of Finance, on behalf of the White County Board of
Education, is soliciting bids for repairs and replacements of multiple heating, ventilation,
and air condition (HVAC) rooftop units (RTU) at White County Middle School located at
300 Turntable Road in Sparta, Tennessee.
B. Project Description
The objective of this project is to replace seven (7) existing RTUs and comb the fins of
fifteen (15) RTUs, all of which were damaged by hail. Work should begin immediately
after award of bid, so that as many units as possible may be operational when school starts
back in August. All work will be completed at White County Middle School located at
300 Turntable Road in Sparta.
To schedule a time to inspect the existing units, please contact Randy Alley, Supervisor of
Transportation and Maintenance at 931-316-1470 or 931-739-2011. Site visits are by
appointment only.
II. Project Specifications
A. RTU Replacements
A total of seven (7) RTUs are to be replaced as part of this project. Below are the
existing unit numbers, manufacturer, model, and serial numbers as available for the units
to be replaced.
Unit Number
Manufacturer
Model Number
Serial Number
RTU-101
York
DM300
N0F6493253
RTU-105
York
DM240N32A4AAA1C
N0F6562762
RTU-107
York
DM036
N0F6532862
RTU-110
York
DM090
N0F6547596
RTU-112
York
D6CG060
NLEM126515
RTU-203
York
DM060N10N4AAA2A
N0F65535452
RTU-301
York
X25A42QDBEA
NLEM129007
1. Removal of Old Equipment
a) Remove the seven (7) existing RTUs as noted above
b) Property disposed of equipment as per applicable state and federal regulations
c) Refrigerant should be recaptured for reuse in newly installed equipment, as
appropriate
2. Provide New Equipment
a) Provide seven (7) new high efficiency rooftop units to replace those removed
b) The newly installed units must be 100% new
c) Acceptable brands include York, Trane, or American Standard. Alternative
brands may be proposed, but will be deemed acceptable only by written consent
of White County. Any alternative brand proposed must meet or exceed the
quality of the aforementioned brands
d) All new units must be equipped with hail guards
e) New thermostats should be provided
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 4 of 13
3. Install New Equipment
a) Install the seven (7) new high efficiency rooftop units in place of the removed
units
b) Provide any necessary adapter curbs, electrical, and controls as necessary. Make
all connections for proper operation
c) Install new thermostats
d) Startup new units and verify the equipment is operating correctly. Provide
training to maintenance department staff, as necessary, on the new equipment
4. Materials and Labor
a) Provide all labor and materials needed to properly complete removal,
installation, and startup. This includes any crane needed to remove old units and
set new units
5. Warranty
a) One (1) year complete warranty on parts and labor, minimum
b) Five (5) year compressor warranty, minimum
c) Ten (10) year heat exchanger warranty, minimum
B. RTU Repairs
A total of fifteen (15) RTUs are to be repaired as part of this project. Below are the
existing unit numbers that are to be repaired.
RTU-102
RTU-104
RTU-103
RTU-109
RTU-111
RTU-204
RTU-205
RTU-206
RTU-302
RTU-305
RTU-307
RTU-308
RTU-309
1 (# on unit)
2 (# on unit)
1. Repairs Required
a) The damaged condenser coils on the above units should be repaired by
straightening or “combing” the coils with a tool designed for this specific
purpose
b) It is the express intent of White County to repair the above units by combing,
therefore every effort should be made to correctly comb the coils for proper unit
operation
2. Unrepairable Units
a) If it is determined in the field that repairs as described above cannot be made to
a unit so as to provide for proper operation, the contractor should immediately
inform Mr. Randy Alley, Supervisor of Transportation and Maintenance at 931-
316-1470
b) For those units determined to be unrepairable, the contractor may be asked to
provide pricing for the installation of a specific unit part or for replacement of an
entire unit, at White County’s sole discretion
c) In no event, does the request for pricing on the installation of a specific unit part
or for the replacement of an entire unit guarantee the contractor will be asked to
perform this work. This decision will be made by White County, at its sole
discretion
C. Roof Care
Care should be taken to not damage the existing roof when removing, installing,
repairing, or inspecting equipment.
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 5 of 13
D. Insurance and Bonding
A Certificate of Insurance must be provided to White County upon execution of a contract.
White County waives any perceived requirements for bid, performance, and payment
bonds on this project.
E. Licensing
Bidders must hold a valid HVAC contractor’s license with the State of Tennessee.
F. Project Timetable
This project should be started as soon as possible and completed by August 7, 2020. White
County reserves the right to charge liquidated damages in the amount of $200 per calendar
day, if it is determined that the contractor is willfully or negligently failing to achieve the
desired project completion date. Delays outside of the contractor’s control, including but
not limited to, weather, acts of God, or ordering lead times will not be held against the
contractor.
The contractor should receive notice of award within one business day, after bid opening,
barring any unforeseen circumstances.
The contractor should continuously communicate with White County’s its progress
throughout the project.
III. Instructions for Invitation to Bid Responses
A. Compliance with ITB
Submissions must be in strict compliance with this Invitation to Bid. Failure to comply
with all provisions of the ITB may result in disqualification.
Requests for additional information or clarifications by potential Bidders must be made in
writing. Bidders may email requests for additional information or clarifications.
Requests for additional information or clarifications shall be sent to:
Randy Alley
Supervisor of Transportation and Maintenance
White County Schools
763 Millers Point Road
Sparta, Tennessee 38583
randy.alley@whitecoschools.net
Prior to the due date, responses to inquiries and all ITB amendments White County deemed
necessary will be issued and published on the solicitation web page. Bidders should not
rely on any representations, statements, or explanations other than those made in any
written addendum to this ITB. Where there appears to be a conflict between the ITB and
any addenda issued, the last addendum issued shall prevail.
Addenda will be made available on the solicitation web page and it is solely the Bidder’s
responsibility to assure receipt of all addenda.
Solicitation Web Page is: www.whitecountytn.gov/bids
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 6 of 13
B. Delivery of ITB Response
Submissions will be accepted by the White County Department of Finance no later than
2:00 p.m. July 10, 2020 (local time).
All documents shall be submitted to the following:
Chad S. Marcum
Director of Finance
White County Department of Finance
1 East Bockman Way, Room 204
Sparta, Tennessee 38583
All submissions must be written, sealed, and labeled as a response to this ITB. Submission by
electronic means will not be accepted. Bidders should make note of envelope disclosure
requirements as outlined in Section IV-C “Disclosures by Bidders” below.
IV. General Terms and Conditions
A. Bid Document
For certain projects White County will supply a bid form to be completed by the bidder.
When such forms are issued, only bids returned with the proper forms will be accepted.
Envelopes must be sealed and marked as a bid document. Any bid may be withdrawn prior
to the day, date and time as set forth in the “bid invitation”. On construction related bids,
the envelope must contain the following information visible from the outside: TN License
number, expiration date, classifications and limitations.
B. Electronic Transmissions
Electronic transmissions will not be accepted, except when in the course of the bidding
process addendums or other notifications of errors on behalf of the owner places an undue
hardship upon prospective bidders. Written notification by the owner must precede the
acceptance of facsimile or email transmissions.
C. Disclosures by Bidders
For construction bids in excess of $25,000 interested bidders must include the following
information on the outside of the envelope containing the bid document: Name, License
number, Expiration date thereof, and license classification of the contractors applying to
bid as stated in T.C.A. §62- 6-119. For construction bids less than $25,000, the name only
is required. White County maintains a drug- free workplace and requires all bidders for
construction contracts to comply with T.C.A. §50-9-114.
D. Laws and Regulations
The bidder’s attention is directed to the fact that all applicable state laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over
construction of the project shall apply to the contract throughout, and they will be deemed
to be included in the contract the same as though herein written out in full. Bidders may
be required to provide proof of valid business license and Workers Compensation
Insurance if required by law.
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 7 of 13
E. Sub-contracts
The Bidder is specifically advised that any person, firm, or other party to whom it is
proposed to award a sub-contract under this contract must be acceptable to White County.
F. Award of Contract
White County further reserves the right to reject any and all bids, to waive any and all
informalities and to negotiate contract terms with the successful bidder, and the right to
disregard all non-conforming, non-responsive or conditional bids. White County may
conduct such investigations as it deems necessary to assist in the evaluation of any bid to
establish the responsibility, qualifications, and financial ability of the bidder, proposed sub-
contractors and other persons and organizations to perform the work in accordance with
the contract documents to the bidder who does not pass any such evaluation to the owner’s
satisfaction. The contract shall be awarded to the lowest, best and most responsible bidder,
whose evaluation by the owner indicates to the owner that the award will be in the best
interest of White County. It is also understood that the “apparent low bidder” will be
announced at the bid opening; however the “successful bidder”, who may or may not be
the lowest bidder, will not be announced until all issues, which include, but are not limited
to quality, service, conformity to specifications, etc. have been resolved and until a period
of review has been completed by the County. White County does not enter into contracts
which provide for mediation or arbitration.
G. Title VI of the Civil Rights Act of 1964
All interested parties, without regard of race, color or national origin, shall be afforded the
opportunity to bid and shall receive equal consideration. Title VI states “No person in the
United States shall, on the ground of race, color or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under any
program activity receiving Federal financial assistance.” White County strives to protect
individuals’ civil rights through active compliance with the requirements of Title VI.
H. Warranty
The vendor shall provide warranty information on the equipment, components, and items
bid with the bid submittal.
I. Payments
Invoices or Applications of Payment that are submitted by the awarded bidder are required
to provide accurate and current addresses. Payment terms shall be specified in the bid
response, including any discounts for early payment. The Finance Department of White
County discourages the practice of picking up checks in person, unless there is an
emergency situation.
J. Errors in Bids
When an error is made in extending total prices, the unit bid price will govern. Carelessness
in quoting prices or in preparation of bid otherwise, will not relieve the bidder. Erasures
or changes to bids must be initialed. Any alteration, erasure, addition to or omission of
required information, change of the specifications or bidding schedule, is made at the risk
of the bidder.
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 8 of 13
K. Taxes
White County is tax exempt except where T.C.A. §67-6-209 shall be applicable.
L. Tie Bids
If two or more bidders submit identical bids and are equally qualified; selection shall be
made at the discretion of the county based upon performance.
M. Background Checks and Dress Code
White County reserves the right to require background checks, dress codes, and certain
ethical standards of all employees on its property.
N. Specification Details
These specifications have been designed to meet a certain level of quality as well as to
standardize certain components. In numerous places reference to specific brands of
components may have been made. This has been done to establish a certain level of quality
and in no way is an attempt to write out venders of similar or equal equipment components.
V. Advertisement for ITB
White County, Tennessee
Invitation to Bid
ITB No. 2020-0710-03-009
Take notice that the Director of Finance for White County shall accept sealed written bids for
HVAC unit repairs and replacements.
Proposals, bids, or responses must be submitted to the office of the Director of Finance, Room
204, White County Courthouse, Sparta, Tennessee, 38583, no later than 2:00 P.M. central
time, July 10, 2020 at which time the bids will be opened and considered.
Copies of ITB documents may be obtained at whitecountytn.gov/bids
The owner (White County) further reserves the right to reject any and all bids, to waive any
and all informalities and to negotiate contract terms with the successful bidder, and the right
to disregard all non-conforming, non-responsive, or conditional bids.
Chad S. Marcum
Director of Finance
Publication Date: 07/02/2020
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 9 of 13
VI. ITB Response Form
Project: WCMS HVAC Rooftop Unit Repairs and Replacements
Bid Date: July 10, 2020; 2:00p.m. Central Time
Company Name: _____________________________________________
Address: _____________________________________________
_____________________________________________
Phone Number: _____________________________________________
Contact: _____________________________________________
Email Address: _____________________________________________
Base Bid:
Total Price: _____________________________________________Dollars.
($_______________________________).
All bidders must return the following completed form(s) with this bid response form:
1. Exception Form (if applicable)
2. Drug-Free Workplace Affidavit (if 5 or more employees)
3. Iran Divestment Act Certification
By signing below, I affirm that I am a duly appointed and authorized representative of the
company named herein. Furthermore, acting on behalf the named company I acknowledge
that I have read, understand, and agree to abide by all terms and conditions as outlined in this
invitation to bid unless otherwise properly and specifically noted.
Signature: ___________________________________
Title: ___________________________________
Date: ___________________________________
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 10 of 13
VII. Exception Form
Bidder has agreed to abide by all terms and conditions of this bid, except for specific
exceptions as noted below. If taking exception, please note the page and section number
where exception is taken.
Use Additional Pages as Needed
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 11 of 13
VIII. Drug-Free Workplace Affidavit
State of ___________________________
County of _________________________
The undersigned, principal officer of _________________________________________, an employer of
five (5) or more employees contracting with the White County Government to provide construction
services, hereby states under oath as follows:
1) The undersigned is a principal officer of ________________________________, (hereinafter
referred to as “Company”), and is duly authorized to execute this Affidavit on behalf of the
Company.
2) The Company submits this Affidavit pursuant to T.C.A § 50-9-113, which requires each employer
with no less than five (5) employees receiving pay who contracts with the state or any local
government to provide construction services to submit an affidavit stating that such employer has
a drug-free workplace program that complies with Title 50, Chapter 9, of the Tennessee Code
Annotated.
3) The company is in compliance with T.C.A. § 50-9-113.
Further affiant saith not.
________________________________________
Principal Officer
State of ___________________________
County of _________________________
Before me personally appeared _______________________________, with whom I am personally
acquainted (or proved to me on the basis of satisfactory evidence), and who acknowledge that such person
executed the foregoing affidavit for the purposes therein contained.
Witness my hand and seal at office this _________ day of ______________, 20______.
____________________________________
(seal) Notary Public
My commission expires: _______________
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 12 of 13
IX. Iran Divestment Act
In compliance with the Iran Divestment Act (State of Tennessee 2016, Public Chapter No. 817), which
became effective on July 1, 2016, certification is required of all bidders on contracts over $1,000.
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies,
and in the case of a joint bid each party hereto certifies as to its own organization, under penalty
of perjury, that to the best of its knowledge and belief that each bidder is not on the list created
pursuant to T.C.A.
§
12-12-106.
I affirm, under penalties of perjury, this statement to be true and correct.
________________________________ ___________________________________________
Date Signature of Bidder
_________________________________________________________
Company Name
A bid shall not be considered for award nor shall award be made where the foregoing certification has been
complied with; provided, however, that if in any case the bidder cannot make the foregoing certification,
the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the
reasons therefor. White County may award a bid to a bidder who cannot make the certification, on a case-
by-case basis if:
1) The investment activities in Iran where made before July 1, 2016, the investment activities in
Iran have not been expanded or reviewed on or after July 1, 2016, and the person has adopted,
publicized, and is implementing a formal plan to cease the investment activities in Iran and to
refrain from engaging in any new investments in Iran; or
2) White County makes a determination that the goods or services are necessary for White
County to perform its functions and that, absent such an exemption, the County will be unable
to obtain the goods or services for which the contract is offered. Such determination shall be
made in writing and shall be a public document.
Invitation to Bid
Bid Number: 2020-0710-03-009
WCMS HVAC Rooftop Unit Repairs and Replacements
1
White County, Tennessee Page 13 of 13
X. Appendices
A. Appendix A – Areal Map
The RTUs to be repaired or replaced are located as indicated above.
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

WHITE COUNTY, TENNESSEE Bid Package for ITB Number: (White County Tennessee)

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 18 July 2020

Message

View Audit Log
Print With Audit Log
Duplicate Document