On-Call Bearing Analysis and Repair Services

08 March 2024 On-Call Bearing Analysis and Repair Services On-Call Bearing Analysis and Repair Services 08 March 2024 Open 3/8/2024 8:00 AM PST Type Invitation to Bid (ITB) Close 4/11/2024 2:00 PM PDT Number ITB-94-2024 Currency US Dollar Sealed Until 4/11/2024 2:00 PM PDT Payment Terms 0% 0, Net 30 08 March 2024 Contacts Lynn Bybee lynn.bybee@multco.us Phone +1 503-988-7544 ext. 87544 Penelope Morton penelope.morton@multco.us Phone +1 503-988-2439 ext. 82439 08 March 2024 Commodity Codes Commodity Code Description 40100000 HVAC Equipment & Parts 72151200 HVAC construction & maintenance services 08 March 202408 March 202408 March 202408 March 202408 March 202408 March 202408 March 202408 March 202408 March 2024 mailto:lynn.bybee@multco.us mailto:

href="mailto:penelope.morton@multco.us">penelope.morton@multco.us IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a formal Sourcing Event (RFP, RFPQ or ITB) is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date. OPTIONAL PRE-BID CONFERENCE Pre-Bid ITB-94-2024 On-Call Bearing Analysis and Repair Thursday, March 14 · 9:00 – 9:50am Google Meet joining info Video call link: https://meet.google.com/qdf-czem-wwn Or dial: (US) +1 316-302-5966 PIN: 133 797 801# SPECIFICATIONS AND ADDITIONAL REQUIREMENTS PURPOSE AND OVERVIEW The Multnomah County Department of County Assets, Facilities and Property Management is seeking bidders from whom it may purchase on-call Bearing Analysis and Repair Services. The Scope of Work is defined below. Scope of Work. 1. Contractor shall perform the following Work: a. Routine bearing and motor analysis, maintenance and repair related services (the “Work”) upon request and Emergency Work on a twenty-four (24) hours per day, three hundred and sixty-five (365) days per year basis. b. Provide all labor, tools, parts, supplies and equipment to perform Work. c. Technicians must be within one (1) hour of travel time to the Work site. 2. The bearing and motor analysis, maintenance and repair Work shall be provided in such a manner to: a. Maintain the bearings and motors of Heating, Ventilation, and Air Conditioning (HVAC) equipment in continuous top operating condition. b. Ensure optimum performance and maximum conservation of energy. 3. Certified Technician: a. The Work shall be provided only by Certified Technicians with working knowledge of bearing analysis, maintenance and repair, utilizing only parts, materials, test equipment, personal protective equipment (PPE), tools and techniques in conformity with the bearing and motor manufacturers’ specifications and recommendations. b. A Certified Technician is one who: i. Has at least one to two years of maintenance/repair experience with bearings and motors. ii. Has been trained and certified by one or more of the manufacturers used by the County within their buildings. iii. Wears uniforms and name tag identification at all times while on the Work site. 1. The minimum requirement of a uniform shall be a shirt with the Contractor’s name. 2. The Contractor and/or County supplied ID badges shall also be worn and displayed at all times. 4. Licensing. a. The Contractor is responsible to have and maintain all required Federal, State, County, and local business licenses required to perform the work. b. The Contractor shall be able to provide copies of such licenses upon request of the County. Description https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah 5. Types of Service: a. Routine Work: i. As requested by the Contract Administrator or Assigned Representative, during the term of this Contract, the County shall have the right to request and the Contractor shall provide additional services to the bearing(s) and motor(s). ii. Extra Work can include but is not limited to replacement of equipment, removal of equipment, addition of equipment, new construction installation of equipment. iii. Any Extra Work must be: 1. Approved, in advance, by the Contract Authorized Representative or designee prior to any Extra Work being performed. 2. Proposals must include but are not limited to: a. Cost of labor; b. Cost for parts; c. Cost for materials; and d. Any additional costs. 3. Must be preceded by the issuance of a specific County Work Task by the County prior to any Extra Work performed. 4. Must be completed by the Contractor within the time specified in the County Work Task. 5. Contractor shall invoice Extra Work separately noting the specific County Work Task number on the invoice. b. Emergency Service: i. Contractor shall provide emergency response repair service on a twenty-four (24) hours per day, three-hundred sixty-five (365) day-per-year basis, to repair bearings and motor failures. ii. The Contractor shall respond to the failure, with a phone call acknowledging receipt of the request, within two (2) hours of receiving notice from the County. iii. Services shall begin immediately upon arriving on site and Contractor shall continuously pursue a solution to the failure until the equipment is operating properly or a detailed plan to complete the required repairs is presented and approved by the County’s Authorized Representative or designee. iv. The Contractor shall provide a twenty-four (24) hour answering service to receive the Emergency Services notice. v. In the event that a failed bearing(s) or motor(s) are not back in operation within seventy- two (72) hours after an Emergency Notice with no plan to correct the issue, the County may take the necessary steps to place the bearing(s) or motor(s) in operation. All costs incurred by the County in returning the bearing(s) or motor(s) to service shall be reimbursed to the County by the Contractor. vi. The Contractor will be responsible for coordinating with other contractors for proprietary and warranty equipment support services. Contractor Responsibilities. 1. In the event of accidents of any kind, the Contractor shall notify the County immediately and furnish the County with copies of all reports of such accidents at the same time that the reports are forwarded to any other interested parties. 2. The Contractor agrees to remove any of its employees from Multnomah County sites who in the sole opinion of the Multnomah County Representative may be guilty of improper conduct or who are incapable of performing the required services under this Contract. 3. Site Access. Contractor may need to obtain access badges or codes for certain sites. Any sites with access restrictions will be addressed and badges, codes, keys issues prior to inclement weather season. 4. Sustainability requirements. a. Contractor shall plan for route optimization in providing services. b. Contractor shall make a reasonable effort to include diverse suppliers, vendors, and subcontractors in the conduct of your business and supply chain. 5. Cooperative Purchasing. Other public agencies may establish contracts or price agreements directly with Contractor under the same terms, conditions and prices of this Contract, pursuant to ORS 279A.215 and provided Contractor agrees to extend the terms, conditions and prices of this Contract to the other contracting public agency. Minimum amount of Work and/or increase or decrease in Work. 1. County makes no guarantees, warranties or representations on a minimum amount of Work to be performed under this Contract. 2. During the term of this Contract, County shall have the option to increase or decrease the Work and/or frequency of the Work to be performed under this Contract. All Work performed under this Contract will be charged at the Contract rates. 3. In the event of any addition or deletion of bearing(s) and motor(s) or the increase or decrease of the amount of Work requested by the County, the Contract price provided shall be adjusted accordingly by mutual agreement of the Parties. In the event that the Parties cannot agree upon an appropriate adjustment in the Contract price, then this Contract may be terminated by either Party upon thirty (30) days written notice. Invoicing. 1. Invoices shall reflect prices in effect on the date the order was placed with the Contractor. 2. Upon completion of the project, Contractor shall submit an invoice to the following: Multnomah County Attn: DCA Finance Hub – FPM 501 SE Hawthorne Blvd, Ste 400 Portland OR 97214-3586 3. All invoices shall contain the following information: a. Building number b. Building name c. Name and number of Contractor employees required to perform the Work d. Hours worked per employee to perform the Work e. Materials needed to make repairs f. Written summary of the Work to be performed and any other pertinent information Contract Price Adjustment. Contract may be adjusted annually. 1. No increase in any fee, cost, price, or other rate charged by Contractor to County (“Rate”) shall occur during the first year of the Contract. Thereafter, such Rate may be increased once per annum, but no increase in any Rate shall occur unless Contractor provides written notice of such Rate increase to County’s Authorized Representative at least sixty (60) days prior to an anniversary date of the Contract. For the second year of the Contract, the increase allowed in this paragraph shall be limited to the lesser of (i) three percent (3%); (ii) the increase in Contractor’s published rates charged to all clients for the fully loaded services similar to the Work described herein; or (iii) the percentage increase in the published U.S. Department of Labor Consumer Price Index for All Urban Consumers (CPI-U), U.S. City Average, All Items, not seasonally adjusted, 1982-1984=100 reference base (Series Id: CUUR0000SA0) (“CPI”) as of the anniversary date over the published CPI prior to the commencement date of the Contract. In subsequent years, the increase allowed in this paragraph shall be limited to the lesser of (x) three percent (3%); (y) the increase in Contractor’s published rates charged to all clients for services similar to the Work described in the Contract; or (z) the percentage increase in the published CPI between anniversary dates. 2. Further, County shall be given the immediate benefit of any Rate decrease. Contractor shall promptly notify County’s Authorized Representative of the amount and effective date of such decrease. This decrease shall apply to orders placed on or after the effective date of the decrease. Invoices shall reflect prices in effect on the date the order was placed with the Contractor. BID DOCUMENTS All documents for this bid are available for view and download on the Buyer Attachments page of this Sourcing Event. The Buyer Attachments page includes the following: • How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide • Procedural Instructions • Sample Contract • Attachment A - Sample Project Specifications and Bid Form • Attachment B - Building List • Attachment C - Cooperative Purchasing Vendor Agreement BID SUBMISSION Bids must be submitted electronically through this Sourcing Event. Complete and upload Attachment A - Sample Project Specifications and Bid Form in Question 2.1. Enter the Bid Total from Attachment A into the Service Line item: S.1.1 On- Call Bearing Analysis and Repair Services. https://solutions.sciquest.com/apps/Router/ExternalSiteTransition?url=https%3A%2F%2Fmultco.us%2Ffile%2F73233%2Fdownload&token=MTpBRVMyI0NJTEs2TmVkZUZodi9uMXIvU2VBcVJaZWpGbFV1VE9IbXc9PQ%3D%3D Required to View Event Prerequisites Required to Enter Bid 08 March 2024 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link. 3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest. 08 March 202408 March 202408 March 202408 March 202408 March 202408 March 202408 March 2024 Buyer Attachments 1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 2. Procedural Instructions For Bid Submission 03-2023.pdf 3. Sample Contract - Public Works Agreement.pdf 4. ATTACHMENT A Fillable.pdf 5. Attachment B - Building List.xlsx 6. Attachment C - Cooperative Purchasing Vendor Agreement.pdf 08 March 202408 March 202408 March 202408 March 202408 March 202408 March 2024 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk2OTkyLTEzOTQ2NTU5MzdQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgQmlkIFN1Ym1pc3Npb24gMDMtMjAyMy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk2OTkyLTE1NDY4MDI0NjBTYW1wbGUrQ29udHJhY3QrLStQdWJsaWMrV29ya3MrQWdyZWVtZW50LnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk2OTkyLTE1NzIxMjg0ODdBVFRBQ0hNRU5UIEEgRmlsbGFibGUucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk2OTkyLTE1NDY3OTk3MjNBdHRhY2htZW50IEIgLSBCdWlsZGluZyBMaXN0Lnhsc3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk2OTkyLTE1NDY4MDczMzVBdHRhY2htZW50IEMgLSBDb29wZXJhdGl2ZSBQdXJjaGFzaW5nIFZlbmRvciBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: Company Certification Information - This section is not scored Instructions: 1.1 State of Incorporation 1.2 Date of Incorporation 1.3 Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.” b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here: 1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here. 1.5 The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose: 1.6 Upload additional explanation as needed 1.7 Name of person submitting the Bid: 1.8 Title of person submitting the Bid: 1.9 I represent that I am at least eighteen (18) years of age. 1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature. 1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder. 1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate. Group 2: Required Forms Instructions: 2.1 Complete and Upload Attachment A - Sample Project Specifications and Bid Form. 2.2 Complete and upload Attachment S - Cooperative Purchasing Vendor Agreement. 08 March 202408 March 202408 March 202408 March 202408 March 2024 Product Line Items Product Line Items There are no Items added to this event. 08 March 202408 March 202408 March 202408 March 2024 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 On-Call Bearing Analysis and Repair Services 1 USD - US Dollar 08 March 202408 March 202408 March 2024