Hvac Bid Proposal Sample Forms

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                                                                                  Bid envelope must be sealed and plainly marked in lower corner with due date
AGENCY:               WX AGENCY                                                   and Request for Bid #HVAC – 03. Late bids will be rejected. Bids MUST be date
ADDRESS:              Address                                                     and time stamped by the soliciting purchasing office on or before the date and
                                                                                  time the bid is due. Bids dated and time stamped in another office will be
                      City, WI Zip                                                rejected. Receipt of a bid by the mail system does not constitute receipt of bid
                                                                                  by the purchasing office. Any bid which is inadvertently opened as a result of
                 THIS IS NOT AN ORDER                                             not being properly and clearly marked is subject to rejection. Bids must be
                                                                                  submitted separately, i.e. not included with sample packages or other bids. Bid
                                                                                  openings are public unless otherwise specified. Records will be available for
           REQUEST FOR BID                                                        public inspection after issuance of the notice of intent to award or the award of
                                                                                  the contract. Bidder should contact the person below for an appointment to view
          HVAC Materials and Installation                                         the bid record. Bids shall be firm for acceptance for 60 days from date of bid
                                                                                  opening, unless otherwise noted. The attached terms and conditions apply to
                                                                                  any subsequent award.
                                                                                  Bids MUST be in this office no later than
                                                                                  Monday, May 5, 2003, 12:00 noon

BIDDER ( NAME AND ADDRESS)                                                        Name(Contact for further information)

                                                                                  Phone: (xxx) xxx-xxxx                         Date: day of week, date

                                                                                  Fax: (xxx) xxx-xxxx                           E-mail: email address
                                                                                  Quote Price and Delivery FOB

                                                                                                                          Fax bids are not accepted.

     See sections 4- 7 and Attachment(s) for description of bid items.

                                   ACKNOWLEDGEMENT OF ANY SUPPLEMENTS/ADDENDA and/or REVISIONS:

     In signing this section, we stipulate that this bid is predicated upon the terms and conditions of this RFB and any supplements or revisions

     _____________________________________                                ____________
     Name of Authorized Company Representative                            Date

     Note: Signature also required at the bottom of this page.

Payment Terms                                                                     Delivery Time
             minority bidder preference [Wis. Stats. s. 16.75(3m)].                          5% preference may be granted to CERTIFIED Minority
 We claim Enterprises. Bidder must be certified by the WisconsinUnder Wisconsin Statutes, a If you have questions concerning the certification process,
   Business                                                         Department of Commerce.
   contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550.
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any
action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been
independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the
opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the Agency and the Wisconsin Department of Administration in this Request for Bid and
all terms of our bid.
 Name of Authorized Company Representative (Type or Print)        Title                                                       Phone    (       )

                                                                                                                              Fax      (       )

 Signature of Above                                               Date


                         REQUEST FOR BIDS (RFB) # HVAC – 03













9.0   TERMS AND CONDITIONS (Appendices A – C, revised 06/03/03)


      2003-04 Contract (SOURCE: Wisconsin Weatherization Assistance Program Manual –
      Appendix C)

11.   ATTACHMENT 2 – Cost Sheets for Vendor Bids (required form)


      REPLACE FURNACES & AIR CONDITIONING UNITS (materials & installation) and CLEAN & TUNE

  A. PROCURING AGENCY: WX AGENCY (Agency) a local administrative and executive weatherization
     service agency, works in conjunction with the State of Wisconsin‟s Weatherization Assistance Program and
     intends to use the results of this bidding process to award a contract to a Vendor for Heating System and
     Air Conditioning Materials, Tune & Clean and/or Installation. The Agency provides these services in
     the following counties: (List counties).

  B. SCOPE: The Agency intends to utilize this bid for all purchases for a year (quantities as estimated in
     Attachment 2) from xx/xx/xx through xx/xx/xx. A one-year extension may be possible by mutual consent
     between the Agency and Vendor and prior approval from DOA. However, the Agency may bid out single
     jobs on as-needed basis when deemed in the best interest of the Agency and the state. If the
     awarded vendors are not able to meet the scope of the contract, the Agency has the right to add vendors
     that have responded to the RFB and adjust existing contract(s) accordingly or terminate vendors for failure
     to meet contract terms and conditions.

  C. CALENDAR OF EVENTS: Listed below are important dates and times by which actions related to this RFB
     must be completed. In the event that the Agency finds it necessary to change any of these dates and times
     it will do so by issuing a supplement to the RFB.

      Event                                       Date                                         Time
      Agency issues RFB                           Monday, April 7, 2003                        8:00 a.m.
      Questions are due                           Monday, April 21, 2003                       4:30 p.m.
      Bidders‟ meeting                            Thursday, April 24, 2003                     9:00 a.m.
      Bids due from Vendors                       Monday, May 5, 2003,                         12:00 noon
      Bid opening                                 Monday, May 5, 2003                          12:01 p.m.

  D. QUESTIONS: Any questions concerning this RFB must be submitted in writing to the Agency address
     listed below on or before Monday, April 21, 2003 (See Section 2.6.)

  E. BIDDERS’ MEETING: A bidders‟ meeting will be held on Thursday, April 24, 2003, 9:00 a.m., at the
     Agency address listed below. The bidders‟ meeting is a voluntary public informational meeting for potential
     bidders to respond to questions. The Agency strongly encourages all bidders to attend this meeting.

  F. DUE DATE FOR BIDS: Vendors must submit one original (marked as such) and one copy of all materials
     required for acceptance of their RFB by Monday, May 5, 2003, 12:00 noon, to the Agency address listed

  G. BID OPENING: Bids will be opened on Monday, May 5, 2003, 12:01 p.m., at the Agency address listed
     below. Names of the bidders may be read aloud at that time.

  H. METHOD OF AWARD: The award will be based upon either the total price, by-line or by-category
     subtotal from the lowest responsive, responsible bidder, whichever is in the best interest of the agency
     and the state. Bids will be awarded on a per county basis (meaning there may be one contractor for
     each county).

      AGENCY USPS ADDRESS                                     AGENCY COMMON CARRIER ADDRESS
      Attn: xxxxxxxxxx                                        Attn: xxxxxxxxxxx
      WX Agency                                               WX Agency
      Address                                                 Address
      City, WI, Zip                                           City, WI Zip

      Phone: xxx-xxx-xxxx                                     Email: xxxxxxxx@xxx.com
      Fax:   xxx-xxx-xxxx                                     TTY: xxx-xxx-xxxx

0.1    CHECKLIST FOR BIDDERS (To Be Completed by Bidders)

___    Note: The Bidders Meeting will be Thursday, April 24 at 9:00 am at WX Agency, Address, City,
       WI Zip – Conference room

___    Bid meets the specifications and special conditions set forth.

___    **Receipt of addenda acknowledged (if applicable)**

___    **Submit signed cover page with bid**

___    **Bid Cost Sheets (Attachment 2) provided**

___    **Include manufacturer’s brochure indicating specifications**

___    ** Vendor Information form (supplied with this bid package)

___    ** Vendor Reference form (supplied with this bid package)

___    **** Provide written statement of what volume (quantity) of work you can handle and meet
       the bid requirements. Include this language with Method of Award in which contractors self-
       identify volume of work (see electronic comment on Summary Page, Method of Award).

___    **Wisconsin Dept. of Commerce HVAC License

___    Other licenses required for HVAC work in xxxx geographic area, and certificates for required
       insurance must be provided by winning vendor within 5 working days following Notice of
       Intent to Award contract.

      **These items are required with the submitted bid package.


  1.1. PURPOSE OF THE REQUEST FOR BIDS: The purpose of this document is to provide interested parties
       with information to enable them to prepare and submit a bid.

  1.2. REASONABLE ACCOMMODATIONS: The Agency will provide reasonable accommodations, including
       the provision of informational material in an alternative format, for qualified individuals with disabilities upon
       request. If you think you need accommodations at a bid opening/vendor conference, contact the Agency

  1.3. CANCELLATION AND TERMINATION: The Agency reserves the right to cancel the resulting
       contract/agreement, for any reason, by giving written notice to Contractor of such cancellation and
       specifying the effective date thereof, at least ten (10) days before the effective date of such cancellation.
       Contractor shall, in the event of such cancellation, be entitled to receive compensation for any work
       accepted hereunder in accordance with the Agency's order(s). Contractor may also be compensated for
       partially completed work in the event of such cancellation. The compensation for such partially completed
       work shall be no more than the percentage of completion of each work effort, as determined in the sole
       discretion of the Agency, times the corresponding payment for completion of such work as set forth in the
       Agency‟s order(s). ). For information on breach of contract and effects of cancellation and termination or
       other expiration on the contract/agreement, see Appendix B.


       Vendors must submit one original (marked as such) and one copy of all materials required for acceptance
       of their bid by the deadline shown in the Summary.
       An authorized Agency Representative must receive and date/time-stamp all bids prior to the Agency‟s bid
       opening time. Bids not so stamped will be considered late.

       All bids must be packaged, sealed, and show the following information on the outside of the package:

           -     Vendor's Name and Address
           -     Request for Bids Title
           -     Request for Bids Number
           -     County You Are Bidding On (Separate Bids Required for Multiple Counties)
           -     Bid Due Date

  2.2. CALENDAR OF EVENTS: In the event that the Agency finds it necessary to change any of these dates
       and times it will do so by issuing a supplement to this RFB.

  2.3. FORMAT OF BID: Vendors responding to this RFB must comply with the following format requirements:

      a)       SIGNED REQUEST FOR BID SHEET: Include here the signed Request for Bid sheet (page 1 of this
               RFB package) included with the bid and those certifications required for submittal of a bid. Bids
               submitted in response to this RFB must be signed by the person in the vendor's organization who is
               responsible for the decision as to the prices being offered in the bid or by a person who has been
               authorized in writing to act as agent for the person responsible for the decision on prices.

               By submitting a signed bid, the vendor's signatories certify that in connection with this procurement:
               (a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its
               bid without consultation, communication or agreement with any other respondent or with any
               competitor for the purpose of restricting competition, (b) the prices quoted in the bid have not been
               knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and will
               not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any
               competitor, and (c) no attempt has been made or will be made by the vendor's organization or by any
               agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid
               for the purpose of restricting competition.

      b)   Agency‟s Terms and Conditions: These standard and supplemental terms and conditions shall govern
           this bid and subsequent award. Vendors must accept these terms and conditions or submit point-
           by-point exceptions along with proposed alternative or additional language for each point,
           including any vendor contracts. Submission of any standard vendor contracts as a substitute
           for language in the terms and conditions is not a sufficient response to this requirement and
           may result in rejection of the vendor's proposal. The Agency reserves the right to negotiate
           contractual terms and conditions other than those in the Agency Contract when it is in the best interest
           of the Agency to do so.

      c)   ADDITIONAL INFORMATION: Include here the completed Vendor Information and Vendor
           Reference forms and any other forms required in the bid. Include all additional information that will be
           essential to an understanding of the bid. This might include diagrams, excerpts from manuals, or
           other explanatory documentation that would clarify and/or substantiate the bid document.

      d)   COST INFORMATION: Provide cost information on the Request for Bid sheet or the cost sheets
           included in this RFB. All costs for furnishing the product(s) and/or service(s) included in the bid in
           accordance with the terms and conditions in this RFB must be included.

  2.4. MULTIPLE BIDS: Multiple bids from a vendor will be permissible, however each bid must conform fully to
       the requirements for bid submission. Each such bid must be separately submitted and labeled as Bid #1,
       Bid #2, etc. on each page included in the response. SPECIFY ON THE OUTSIDE OF EACH BID

  2.5. INCURRING COSTS: Neither the Agency or the State of Wisconsin is liable for any cost incurred by a
       vendor in the process of responding to this RFB.

  2.6. QUESTIONS: Any questions concerning this RFB must be submitted in writing on or before the date listed
       in the Summary. Vendors are expected to raise any questions, exceptions or additions they have
       concerning the RFB document at this point in the RFB process. If a Vendor discovers any significant
       ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFB, the Vendor should
       immediately notify the Agency Representative of such error and request modification or clarification of the
       RFB document.

       In the event that it becomes necessary to provide additional clarifying data or information, or to revise any
       part of this RFB, supplement will be made available either electronically or hard copy.

       From the date of release of this RFB until a Letter of Intent is issued, all contacts with the Agency
       personnel regarding this RFB shall be made through the Agency‟s Representative. Violation of this
       condition may be considered sufficient cause for rejection of a proposal, irrespective of any other

       Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any
       supplements or revisions thereof.

  2.7. NEWS RELEASES: News releases pertaining to the RFB or to the acceptance, rejection, or evaluation of
       bids shall not be made without the prior written approval of the Agency and the State of Wisconsin.

  2.8. BIDDERS MEETING: A voluntary public informational meeting for potential bidders will be held to respond
       to questions. The Agency strongly encourages all bidders to attend this meeting.


  3.1. BID OPENING: Bids will be opened on the date specified in the Summary. Names of the bidders may be
       read aloud at that time.

  3.2. BID ACCEPTANCE: Bids which do not comply with instructions or are unable to comply with
       specifications contained in this RFB may be rejected by the Agency. The Agency may request reports on a
       vendor's financial stability and if financial stability is not substantiated may reject a vendor's bid. The
      Agency retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to
      be in the best interest of the Agency. The Agency shall be the sole judge as to compliance with the
      instructions contained in this RFB.

  3.3. BID EVALUATION: Bids will be evaluated by the Agency's purchasing agent and program manager to
       verify that they will meet all specified requirements in this RFB. This verification may include requesting
       reports on the vendor's financial stability, conducting demonstrations of the vendor's proposed products(s)
       and/or service(s), and reviewing results of past awards to the vendor by the Agency of Wisconsin.

      Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference
      in accordance with Wis. Stats. s. 16.75(3m).

  3.4. NOTIFICATION OF INTENT TO AWARD: Any vendors who respond to this RFB with a bid will be notified
       in writing of the Agency's intent to award the contract(s) as a result of this RFB.

      After notification of the intent to award is made, and under the supervision of the Agency‟s staff, copies of
      bids will be available for public inspection between the hours 8:30 a.m. to 3:30 p.m. Vendors should
      schedule reviews with the authorized Agency Representative to ensure that space is available for the

  3.5. APPEALS PROCESS: The appeals procedure applies to only those requests for bids that are greater than
       $25,000. Notices of intent to protest and protests must be made in writing. Protestors should make their
       protests as specific as possible and should identify statutes, Wisconsin Administrative Code provisions
       and/or Department of Energy regulations that are alleged to have been violated.

       The written notice of intent to protest the intent to award a contract must be filed with:

           USPS ADDRESS                                           COMMON CARRIER ADDRESS
           Attn: Executive Director name                          Attn: Executive Director name
           WX AGENCY, Inc.                                        WX AGENCY, Inc.
           Address                                                Address
           City, WI Zip                                           City, WI Zip

       and received in his/her office no later than five (5) working days after the notices of intent to award are

       The written protest must be received in his/her office no later than ten (10) working days after the notices
       of intent to award are issued.

       The decision of the Chief Executive of the procuring agency may be appealed to the Wisconsin Division of
       Energy within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency,
       provided the appeal alleges a violation of a Wisconsin statute, a provision of the Wisconsin Weatherization
       Program Manual or a Department of Energy regulation. All avenues of appeal with the Agency must be
       exhausted before any appeal can be made to the Division. Any appeal must be submitted in writing to the
       Director of the Bureau of Energy Assistance, Division of Energy, Department of Administration (Steven
       Tryon, PO Box 7868, Madison, WI 53707; phone 608-266-7601).


  All requirements in this section are mandatory.

  General Performance Standards and Specifications.

  4.1. All materials and installation purchased through the Request for Bid (RFB) must meet the 10 CFR Part
       440, Appendix A, Standard for Weatherization Materials or the standards identified as part of the State of
       Wisconsin Weatherization Manual, whichever is the more restrictive. See the WAP-TAC website, Federal
       Regulations, Appendix A (http://www.waptac.org/sp.asp?id=1812 ) or ask the Weatherization Agency for this

 4.2. All proposed equipment must be capable of performing all operations in accordance with manufacturer's
      advertised data sheets and technical publications. Enclose these data specifications sheets with each
      appliance you are bidding on.

 4.3. All items bid shall be manufacturer's current production products. When product is required to be Energy
      Star-qualified, it must meet the current Energy Star standard. For the most up-to-date information on
      Energy Star-qualified products and standards, see http://www.energystar.gov/

 4.4. Contractors will be responsible for obtaining any required permits. Vendor must obtain any required state
      or local licenses to perform work in xxxx geographic area counties.

 4.5. All manufacturer documents including installation information and warranties shall be left with the unit upon
      completion of installation.

 4.6. Make old units non-functional, remove and properly dispose of units and debris.

 4.7. In mobile homes, floor must be repaired if deteriorated.

 4.8. Natural gas – Specific Installation Standards

     a)    The installation will be in compliance with the National Fuel Gas Code.

     b)    All gas piping will be bonded or grounded according to the National Electric Code.

     c)    Any gas utilization equipment connected to a piping system will have a new accessible, approved
           manual shutoff valve installed upstream on any connector and within 6 feet of the equipment it serves.
           A union or flanged connection will be provided downstream from this valve to permit removal of
           controls. The manual shutoff valve must be able to be hand operated.

     d)    Flexible gas appliance connectors will not be used unless specifically provided by the appliance

     e)    All gas piping joints will be checked for leaks; if leaks are found, repair as specified by agency.

 4.9. Electric -- Specific Installation Standards – Wiring will be in compliance with Wisconsin State Electrical
      Code which includes (but is not limited to) the following items:

     a)    Wiring will be #10 copper, 2-wire plus ground type NM, NMC or BX. Type NB and NMC may be
           installed in conduit.

     b)    Water heater will be the only load on the circuit. The circuit will be properly switched and protected.
           In no case will the protection device (fuse or circuit breaker) exceed 30 amperes.

     c)    All splices will take place within an approved enclosure.

4.10. All furnace replacements must include all items for a “normal” installation, according to manufacturer‟s
      specifications, including but not limited to the following:

     a)    Must provide electrical hook-up

     b)    Plenum transition

     c)    Filter rack, filter cover and 6 filters

     d)    PVC piping, electrical, plumbing chimney liner, class B venting vent damper and where physically
           possible, the unit will be installed at minimum on 2” concrete blocks or equivalent.

4.11. See Appendix C for „Brand Name or Equal‟ requirements that apply when exchanges are made by bidders.


   General Performance Specifications.

   5.1. Failure to comply with any of the specifications/special conditions will be sufficient reason for termination of
        agreement with the selected Vendor. First infraction: Bidders will be notified in writing of possible
        suspension. Second infraction: The Vendor agreement will be suspended and will be removed from the list
        of the Agency Vendors. The Vendor will be removed from the Agency bidder‟s list for a period of 2 to 5

   5.2. The vendor must submit one fixed price per unit for the entire contract period.

   5.3. Upon notification of intent to award, within 5 working days and before any work is awarded to selected
        Vendor, a copy of your company‟s workers compensation and liability insurance will be submitted to
        Agency, along with copies of all required state and local licenses.

   5.4. Any change in material of equal or superior quality or installation standards must be specifically approved
        in writing by the Agency. Any deviation or exceptions to the terms, conditions and/or specifications must be
        submitted in writing and approved by the Agency with a signed change order. No minimum fee is allowed
        on change orders.

   5.5. Vendor must be able to set up appointments with our customers within 15 working days of receiving job
        orders and documenting any reason they cannot.

   5.6. Vendor must complete the required work within thirty (30) days of receipt of the Agency‟s job order unless
        other arrangements have been made for unusual situations.

   5.7. Vendor shall deliver invoices within thirty (30) days of completion of work to the Agency address listed in
        the Summary. Invoices must reference the job number and customer name. Invoices for job orders
        containing several measures may use the same invoice, but each measure (for example, furnace
        replacement, ductwork, thermostat installation, air conditioning installation, heating system modification)
        must have its own breakdown of the cost of materials and labor and its own subtotal. Any work completed
        beyond normal installation must have materials itemized, including cost for installation.

   5.8. Vendor must allow thirty (30) days from the billing date for payment from the Agency to the Vendor‟s
        Accounts Payable Department.

   5.9. A sticker identifying the responsible contractor‟s name, phone number and date of installation must be
        clearly visible on each new appliance.

  5.10. Include brochure indicating energy rating as part of your bid.

  5.11. Vendor will provide customer education, including information on proper operation of any equipment
        installed and warranty.


   All requirements in this section are mandatory.

   6.1. Vendor shall provide a one (1) year service contract on material and labor on all work, as identified in
        Appendix B (20), and in addition provide the manufacturer's standard warranties on all items.

   6.2. Vendors must furnish all warranty repairs or provide alternate source of local warranty repair at no extra
        cost to the Agency.

   6.3. Vendor will correct or have corrected any substandard work as requested by the Agency. Such work shall
        be at no extra cost to the Agency.

  6.4. Vendor is required to fill out all required forms and return to the Agency attached to the invoice. Required
       forms are furnace setup sheets (see last four pages of Attachment 1).


  7.1. Pricing.

      a)    Vendors must fully complete the supplied cost sheets (Attachment 2)

      b)    Bidders are to submit pricing on the form provided.


  The following forms must be completed and submitted with the bid in accordance with the instructions given in
  Section 2.3. Blank forms are attached following the Special Condition appendices.
      Request for Bid sheet (cover)
      Vendor Information – included with this bid package
      Vendor Reference – included with this bid package
      Cost Sheet (Attachment 2)


  The Agency reserves the right to incorporate standard Agency contract provisions into any contract negotiated
  with any bid submitted responding to this RFB. Failure of the successful bidder to accept these obligations in a
  contractual agreement may result in cancellation of the award. Terms and conditions include:

      Appendix A – Special Terms and Conditions

      Appendix B – Standard Terms and Conditions

      Appendix C – Supplemental Terms and Conditions


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