Sewer Lift Station Maintenance and Repair in

Request for Bids Sewer Lift Station Maintenance and Repair RFB (2022-007) Town of Salem NH SALEM PURCHASING Gia Faccadio, Purchasing Agent Nicole McGee, Finance Director Christopher Dillon, Town Manager Prepared for and in coordination with GENERAL TERMS AND CONDITIONS PREPARATIONS OF BIDS/PROPOSALS: Proposals shall be submitted on the forms provided and must be signed by the Bidder or his authorized representative. The person signing the proposal shall initial any corrections to entries made on the attached forms. Vendors must provide pricing on all items appearing on the bid forms unless specific directions in the advertisement, on the bid form or in the special provisions allowed for partial bids. Failure to provide pricing on all items may disqualify the bid. Alternative bids will be considered, unless otherwise stated, only if the alternate is described completely, including, but not limited to, sample, if requested and specifications sufficient so that a comparison to the

request can be made. Any questions or inquiries must be submitted in writing, and must be received by the Purchasing Department no later than seven (7) calendar days before the Request for Proposal due date to be considered. Any changes to the Request for Proposal will be provided to all bidders of record. The name of manufacturer, trade name, or catalog number mentioned in this request for bid description is for the purpose of designating a minimum standard of quality and type. Such references are not intended to be restrictive, although specified color, type of material and specified measurements may be mandatory. Proposals will be considered for any brand that meets or exceeds the quality of the specifications listed. On all such proposals, the bidder shall specify the product they are proposing and shall supply sufficient data to enable a comparison to be made with the particular brand or manufacturer specified. Failure to submit the above may be sufficient grounds for rejection of the proposal. SUBMITED BIDS/PROPOSALS: Proposals must be submitted as directed in the Notice to Qualified Firms, and on the forms provided unless otherwise specified. Proposals must be typewritten or printed in ink. Proposals must be mailed or delivered in person. Proposals that are faxed or emailed will not be accepted. WITHDRAWING BIDS/PROPOSALS: Proposals may be withdrawn prior to the opening date and time upon written request of the Proposer. Negligence on the part of the Proposer in preparing his/her proposal shall not constitute a right to withdraw a proposal subsequent to the proposal opening. PROPOSAL EVALUATION: The Town reserves the right to reject any and all proposals received for the following reasons including but not limited to: • Fails to adhere to one or more of the provisions established in the proposal. • Fails to submit its proposal at the time or in the format specified herein or to supply the minimum information requested herein. • Fails to meet the minimum evaluation criteria specified in this proposal. • Fails to submit its proposal to the required address on or before the deadline date established by the Town. • Misrepresents its services, experience and personnel by providing demonstrably false information in its proposal or fails to provide material information. • Fails to submit its cost on the enclosed bid form. • Refuses a reasonable request for an interview. • Refuses to provide clarification requested by the Town. RECEIPT AND OPENING OF PROPOSALS: Proposals shall be submitted prior to the time fixed in the Request for Sealed Bids/RFP. Proposals received after the time so indicated shall be returned unopened. PROPOSAL RESULTS: All sealed bids received will be considered confidential and not available for public review until after the bid opening is conducted. Bid and RFP openings will be scheduled and opened accordingly. Results will not be given over the phone. Please send your request in writing or send an email to gfaccadio@salemnh.gov to receive sealed bid results after the public opening. All Bids, RFP’s, and RFQ’s will remain unofficial and if applicable confidential until the award has been posted on the Town website. KNOWLEDGE AND EXPERIENCE: If and as requested per document, provide a description of the firm’s knowledge and experience in the industry. Highlight your company’s experience to provide the highest quality and effective product and reliable service and support. REFERENCES: If and as requested per document, projects within the past ten years best illustrating current qualifications for this project. AWARD OF CONTRACT; It is the policy of the Town of Salem, NH that contracts are awarded only to responsible bidders. In order to qualify as responsible, a prospective vendor must meet the following standards as they relate to this request: • Have adequate financial resources for performance or have the ability to obtain such resources as required during performance. • Have the necessary experience, organization, technical and professional qualifications, skills and facilities. • Be able to comply with the proposed or required time of completion or performance schedule; and • Have a demonstrated satisfactory record of performance. • Adhere to the specifications of this bid and provide all documentation required of this bid. The contract will be awarded to the most responsive & responsible bidder based on the best cost, qualifications, and experience, including, the quality of the equipment / product / materials / services to be provided and the support that the bidder offers during the duration of the contract terms. The selected bidder will always be utilized first however should any scheduling conflicts occur the Town, at its discretion, reserves the right to use the second selected bidder as applicable to immediate and scheduled operations. Bid Proposal evaluation will be done by the Utility Division of Municipal Services and as guided in the document and in the best interest of the Town. EXECUTION OF AGREEMENT: The successful proposer shall sign (execute) the necessary agreements for entering into the contract and return such signed agreements to the town within ten (10) calendar days from the date mailed or otherwise delivered to the successful Proposer. APPROVAL OF AGREEMENT: Upon receipt of the agreement that has been fully executed by the proposer, the owner will complete the execution of the agreement and return the agreement to the contractor. The Agreement accompanied by a Town issued purchase order will be delivered to the contractor and will constitute a mutual approval and agreement by both parties to abide by the terms and conditions of the agreement. FAILURE TO EXECUTE AGREEMENT: Failure of the successful proposer to execute the agreement at the date and time agreed upon by the Town and the successful Proposer shall be just cause for cancellation of the award and forfeiture of all deposits. CONTRACT TERMINATION: If at any time the proposer fails to provide proper services during the contract period, the Town of Salem, NH will have the option to terminate the contract at any time without notice. RIGHT TO REJECT BIDS: The Town reserves the right to reject any and all sealed bids, should the Town deem it to be in the best interest of the public. mailto:gfaccadio@salemnh.gov INSURANCE CERTIFICATES: Prior to award of this contract, the Contractor shall submit insurance certificates indicating coverage for all vehicles, public liability and property damage in the following amounts: Comprehensive General Liability Auto Liability: Property Damage Personal Injury $1,000,000/$ 1,000,000 $1,000,000/$ 1,000,000 $ 1,000,000/$ 1,000,000 Workmen’s Compensation as required by the State of New Hampshire PRICING: Unless otherwise specified all prices listed are firm for the term of the contract. All prices should include all labor and material costs, and any discounts offered. All fuel surcharges, delivery charges and miscellaneous charges that are not part of the terms and conditions of this contract will only hold up payment if they are added to the submitted invoice. INVOICING: Invoices must be physically mailed and/or submitted (emailed invoices unacceptable) to Accounts Payable at: Town of Salem c/o Accounts Payable 33 Geremonty Drive Salem NH 03079. The invoice must include an itemization of all items, supplies, repairs, labor furnished, including unit list pricing, and net pricing, as identified in the bid award. The total amount due shall be clear and apparent on the invoice for proper payment. Payment terms are net thirty (30) days from the date of the invoice. General terms as allowable: Invoices received before the twentieth of each month should get processed for said month with payment available through said month check disbursement. TAX: The Town is exempt from all sales and federal excise taxes. Our exemption number is 026000817 Please Invoice less these taxes. DELIVERY: Deliveries are to be made only to the department or division indicated on the order and in accordance with accepted commercial practices, without extra charge for packing or containers. GUARANTEES AND WARRANTIES: All parts and labor related to agreements must be guaranteed and include a warranty. If any work is unable to be guaranteed, the contractor must inform the Town, in writing, prior to the delivery of an item or any work being performed. FORCE MAJEURE: Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or any other act of God. POLICE DETAILS: Police Details shall be scheduled as required for safety, by and as required by Town, and will be paid by the Municipal Services Department. The Contractor shall coordinate and confirm work schedule with the Municipal Services Department, or the designee, discuss Police Detail, if approved, and if applicable, provide detail slips back to Municipal Services. REQUEST FOR BIDS SEWER LIFT STATIONS MAINTENANCE AND REPAIR You are cordially invited to submit a proposal for Sewer Lift Station Maintenance and Repair in accordance with the attached specifications, terms, and conditions listed in RFB 2022-007 Sewer Lift Station Maintenance and Repair which can be obtained at https://www.townofsalemnh.org/purchasing. The Town of Salem NH is requesting qualifications from a Contractor for professional services to provide maintenance and repair of Sewer Lift Stations town wide. There are currently ten (10) Sewer Lift Stations located throughout the town. The work includes the furnishing of all materials, labor, equipment, fuel, tools, transportation, and services for the successful redevelopment, rehabilitation, and repair of a wastewater lift station; and includes scheduled rehabilitation and maintenance as well as emergency repair services. The Contractor will also be retained for any general services related thereof that are applicable to other similar facilities and equipment as needed, i.e., pumps and motors for utility stations. This will be a three (3) year contract, 2022 – 2024. All proposals/bids must be received by February 21, 2022, at 11:00 AM EST. Two (2) copies of the BID package must be submitted in a sealed envelope, plainly marked: RFB 2022-007 Sewer Lift Station Maintenance and Repair Town of Salem Purchasing Office 33 Geremonty Drive Salem NH 03079 INTRODUCTION The Town of Salem NH, through the Municipal Services Department, is soliciting proposals for qualifications to provide scheduled preventative mechanical maintenance and emergency repairs to the Town's wastewater pump stations and related facilities. The Contractor must be able to respond to emergency repairs within 24 hours and within 48 hours for non-emergency repairs. The work includes, but is not limited to, all labor and equipment to repair, replace, retrofit, adjust, and maintain pumps, motors, and related mechanical systems; inspection; testing; and emergency response. Primary work will be at the ten (10) wastewater pump stations listed in Appendix A. The Contractor will also be retained for any general services related thereof that are applicable to other similar facilities and equipment as needed, i.e., pumps and motors for utility stations. The Town reserves the right to negotiate with the selected Contractor regarding variation to the original Scope and Bid request thereof, if deemed to be in the best interest of the Town to do so. The Town reserves the right to waive any item and accept or reject any or all aspects of bid, in whole or in part, if it is deemed to be in the Town's interest to do so. https://www.townofsalemnh.org/purchasing SCOPE OF SERVICES The intent of this Contract is to rehabilitate, restore, and/or maintain production to the Town of Salem NH municipal wastewater lift stations and related facilities utilizing materials and methods as herein specified. The work includes the furnishing of all materials, labor, equipment, fuel, tools, transportation, and services for the successful redevelopment, rehabilitation, and repair of a wastewater lift station; and includes scheduled rehabilitation and maintenance as well as emergency repair services. The Contractor is free to propose modifications to the scope that may result in cost savings and/or a better product. The general work and requirements for this Contract include, but not limited to, the following: A. Pump Station Maintenance and Repair Comprehensive pump station, pump, and motor repair and maintenance at the Town's ten (10) wastewater pump stations and related facilities as needed. Work may include the following but not limited to: 1. Mobilize equipment and materials and prepare job site 2. Remove existing pump, motor, and related equipment, and transport and store at the Contractor's Yard and/or Town Yard 3. Disassemble the surface plumbing 4. Pump repair and reassembly, or full replacement, as needed 5. Motor repair and reassembly, or full replacement, as needed 6. Reinstall the existing pump assembly and reconnect motor 7. Pipe, valve, control repair and reassembly, or full replacement, as needed 8. Furnish logs, daily records, and other items requested by the Town B. Equipment Types Troubleshoot and work on multiple types of pumps and motors, to include, but not limited to the following pumps and motors: 1. Pumps: Fairbanks Morse, Gormann Rupp, Smith and Loveless, Yeoman 2. Motors: Fairbanks Morse, Gormann Rupp, Smith and Loveless, Yeoman Marathon Electric REFERENCE: Appendix A for specifications and details C. Facility Types Primary work for this contract is at the Town's ten (10) wastewater pump stations, with possible secondary work at other facilities with similar equipment as needed. D. Response Time Able to respond to emergency repairs within 24 hours and within 48 hours for non- emergency repairs. E. Contractor Service Responsibilities The Contractor shall provide all labor, tools, equipment and all incidentals required and/or implied for the complete and satisfactory performance of the maintenance, and repair of Town pumps. F. Personnel Requirement Personnel used for the performance of this work shall be properly trained and qualified to perform pump or motor work on the variety and complexity of the systems in the Town facilities. The Town reserves the right to refuse to accept and authorize payment for services from any personnel deemed by the Town to be unqualified, disorderly, or otherwise unable to perform assigned work. The Contractor shall provide and keep up to date a list of all personnel performing work under this contract with classifications denoted, as well as written evidence of the personnel's qualifications for those classifications. G. Project Cost Estimates Estimates of individual project work requests shall be provided in writing to the Town via email, fax, or mail with adequate plans and specifications or written directions. The estimate should include all labor, equipment, parts and/or materials required to perform the work specified under this contract. This, or any work under this contract, shall only be performed with the Town's consent. Upon authorization, actual work shall not exceed the Contractor’s estimate without the Town's approval. H. Quality of Work 1. All work shall be quality work, performed according to the standards of the industry and to the complete satisfaction of the Town. All parts used for repair and in reassembly of equipment (example: pumps) shall be themanufacturer's authorized parts or specifically approved by the Town prior to installation. 2. Unsatisfactory work shall be immediately corrected by the Contractor at no additional cost to the Town. 3. All work shall be performed in accordance with the plans, drawings or instructions provided by the Town for each project or work assignment. Any discrepancies or previously unknown field conditions shall be brought to the attention of the Town and resolved before continuing the work. 4. All work shall be performed in accordance with Town code. I. Provide All Work Tools & Equipment The Contractor shall provide each crew and personnel ALL of the hand tools, power tools, truck, and equipment necessary for the performance of the work. J. Removing and Returning Completed Repaired Equipment Contractor shall provide service to load and pick-up pumps, motors, and related equipment for repairs within three (3) business days of being contacted by the City and return and unload repaired pumps and motors to the Town within three (3) business days after completion of repairs. Pickups and returns may be at the Town Water Treatment Plant Yard, well, or pump station location as identified by the Town. K. Capital Improvement Replacement Items Capital Items may be for any work exceeding $20,000 dollars but not more than $75,000. Absolute Emergency Work would be all-inclusive and not subject to the cost implication range suggested here. Therefore, if a major component or piece of equipment has a fatal failure and needs to be replaced, the Contractor will have first right of refusal for said work, but must clearly demonstrate proposals thereof under the following conditions: 1. Contractor is willing to provide options such as rebuilds for replacement that may offset costs. 2. Contractor will not mark up costs of supplies by any amount of the items needed by more than ten percent. The Contractor will need to provide specific cost back- up. 3. Contractor is willing to provide and/or negotiate cost of any items they may have readily available in their inventory that would be needed. 4. If applicable and needed, Contractor will complete a new design for a minimal charge 5. Contractor can guarantee timely delivery of services and products BID PROPOSAL – Six (6) page(s) packet: A. Cover Letter Describe your company’s interest and commitment in providing repair and maintenance services for the Town. An officer of the company who is authorized to contractually bind the firm and to negotiate a contract with the Town shall sign the letter. Provide name, title, address, email, and telephone number of this officer. B. Knowledge and Experience Includes a summary of experience that pertains to the disciplines described in the Scope of Services. Provide summaries of the location and scope of similar recent projects, contracts, or accounts, that show experience applicable to this Scope of Services. C. Key Personnel Background Name, position, summary of qualifications, resumes, training, licenses, certifications, and related experience and responsibilities of key personnel assigned to this work. D. Facilities Description Provide a detailed summary describing your repair shop and/or headquarters, storage facilities, any or additional facility locations, facility size, a list of activities that will take place at the facilities, support equipment/services i.e., applicable inventory on hand, etc. E. References Provide at least three (3) references including: Project Name/Description, Company/Agency Name, Key Contact Name, Address, Email, and Telephone Number). Note: References from public agencies preferred. F. Proposal Rate Sheet 1. Provide a comprehensive Rate Sheet with Unit Rates which shall include: labor, equipment, and any related costs to complete work in strict compliance with the specifications, terms, and conditions set forth in Scope of Services. 2. Provide an Active Account/Contract maintenance agreement similar to this request. 3. Include both Straight Time and Overtime rates per hour. 4. Emergency Rates and Minimums if applicable 5. Include an expected Materials Markup Percentage (Actual Cost Plus) for standard work. BID DELIVERABLES EXPECTED A. BID Proposal Packet: Six pages or less specific to request in BID PROPOSAL listed in previous section. B. Acknowledgement Forms from Appendix B completed and signed accordingly. C. All proposals/bids must be received by February 21, 2022, at 11:00 AM EST.: Two (2) copies of the BID package must be submitted in a sealed envelope, plainly marked: RFB 2022-007 Sewer Lift Station Maintenance and Repair Town of Salem Purchasing Office 33 Geremonty Drive Salem NH 03079 APPENDIX A: SEWER LIFT STATION INFORMATION FROM 2017 SEWER MASTER PLAN REPORT GENERAL INFORMATION: SOME STATIONS HAVE BEEN UPGRADED SINCE BROOKDALE ROAD BUTLER STREET COMMERCIAL DRIVE COPPER BEECH FREEDOM DRIVE HAIGH AVENUE KEEWAYDIN DRIVE SOUTH POLICY STREET