Westfield Public Schools s1

WESTFIELD PUBLIC SCHOOLS REQUEST FOR QUOTE #0143 “CLEANING MAINTENANCE OF BURNERS AND BOILERS AND OTHER RELATED ITEMS”

Westfield Public Schools is inviting written quotes pursuant to M.G.L. c149, for cleaning individual oil and gas burners/boilers for the fiscal year 2017 with an option to renew for an additional two (2) years at the discretion of Westfield Public Schools. Westfield Public Schools has 30 boilers at 16 locations. These boilers and locations are included in Appendix “A”.

GENERAL SPECIFICATIONS

1. The quote award will take place Wednesday, December 28, 2016 at 10:00am. If for any reason City Hall is closed due to an unforeseen circumstance, the quote may be submitted the next business day. The Director of Technology and Business Services reserves the right to accept or reject any or all quotes and to award parts of the order to separately if it appears to be in the public interest to do so.

Quotes must be sent to the School Business Office, 59 Court St, Suite 102, Westfield, MA 01085, clearly marked on the outside of the envelope with the name and number of the quote. Quotes may be emailed electronically to the Director of Technology and Business Services at [email protected]. Questions may be directed to Ronald Rix at the School Business Office at 413-572-6407.

2. The Contractor shall furnish a boiler repairman who is licensed in the Commonwealth of Massachusetts as a boiler/burner repairman. In the event that another repairman needs to be called upon for assistance in any given situation, it will be necessary for the contractor to contact the Business Office for approval. The rate quoted will be an hourly rate and shall include Worker’s Compensation, insurance, labor, tools, equipment and one truck equipped for jobbing.

3. Any and all burner/boiler repairmen will have had at least five (5) years experience as burner/boiler repairmen with experience in all phases of the boiler construction and maintenance field. Five (5) years must consist of jobbing experience.

4. The Contractor must list on Appendix “B” attached hereto the bidder name, title, bidder’s signature, company name, address, telephone number and fax number.

5. The Contractor must list on Appendix “C” attached hereto at least five (5) references where burner/boiler work has been performed, including at least references from schools or municipalities.

6. The Contractor must list on Appendix “D” attached hereto all names, license numbers, license expiration dates and years of experience of his/her qualified technicians.

1 7. Westfield Public Schools reserves the right to request copies of invoices for materials used on any of its projects so as to confirm markup costs. Westfield Public Schools reserves the right to purchase materials and supplies directly from vendors and supply the same to the Contractor, if deemed necessary to do so.

8. The Contractor shall maintain such insurance as will protect him from claims under Worker’s Compensation acts and from claims for damages due to bodily injury, including death, which may arise from and during operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them.

Public Liability Insurance: The Contractor shall maintain such insurance as will protect him against claims of the public. The amount of insurance should be as follows:

Bodily Injury - $100,000.00 - $300,000.00 Property Damage - $100,000.00

Owner’s Liability Insurance: To insure the owner, Westfield Public Schools, against all claims, the limits should be the same as for “public liability.”

Prior to starting work on the contract, the Contractor shall deliver to the Business Manager certificates from the insurers stating that the insurance policies required in the above paragraphs have been issued to the contractor and are in force.

The Contractor agrees to assume all liability for injury or damage to the Contractor and any or all persons acting by, through, at the invitation of, or on behalf of the Contractor, and to all property and equipment of the Contractor, whether owned by the Contractor or not.

The Contractor agrees to indemnify, defend and hold Westfield Public Schools harmless for any injury or damage to any person or property as a direct or indirect consequence of any aspect of the Contractor’s operation, which undertaking shall survive the term of the contract.

In addition to the foregoing, when submitting a bid, the Contractor must agree to the following,

As a matter of building security, any Contractor entering any Westfield Public Schools building will immediately report to the building’s main office and sign in, listing the name of the company represented, and the purpose of his/her presence in the building. The Contractor will request the custodian be contacted upon arrival. After completion of work, the Contractor must report to the main office and sign out. Failure to follow this procedure may result in cancellation of the contract.

1. There will be no approved charges for mileage.

2. Mark-up on material is not to exceed current industry standards.

3. The Contractor must demonstrate ability and experience in this type of service work by submitting a list of five (5) past/present clients on Attachment B for whom the Contractor has performed this type of work. This list must include at least two (2) school systems, municipal or government entities. The Contractor must also be in the business of oil burner service and repair, and show at least five (5) years of experience in the business.

4. The Contractor shall guarantee, in writing, all work under this contract for a period of thirty (30) days from final date of acceptance. Should any defects in materials or workmanship develop within this period; the Contractor agrees to promptly make all necessary repairs and replacement without additional cost to Westfield Public Schools. Said guarantee shall further stipulate that the Contractor remedy and correct any damage caused making such necessary repairs and replacements.

Specific Requirements – Boiler Cleaning/Oil Burner Maintenance

1. The Contractor shall provide boiler/burner cleaning services to those buildings and boilers specified. The Contractor shall provide an hourly rate for oil/gas burner service as required.

2. All preventative maintenance work shall be performed between Monday and Friday between the hours of 6:00 a.m. and 4:00 p.m.

3. All preventative maintenance work shall be done between January 1st and February 28th of the first year of the contract. If awarded a second and third year of this contract, preventative maintenance will be done between July 1st and October 15th of each given year.

4. The Contractor shall be responsible for opening all boilers. The Contractor shall also be responsible for cleaning all tubes, sections, smoke uptakes ,stacks, tube sheets, door (front and rear), bottom of chimneys. Also included would be the cleaning of the entire fire chamber interior, all sides, upper sections, passes and back-end connections.

5. The Contractor shall utilize a soot vac machine or similar equipment with the proper sized brushes on all tubes, until they are thoroughly clean, with no additional material being removed with the last pass. Punching/brushing of tubes by hand is not acceptable.

6. Tube sheets and doors must have soil removed by wire brushes and power vacuum.

7. Breechings shall be cleaned by power vacuum.

8. All surface areas on sections shall be thoroughly cleaned. A power vacuum shall be utilized.

9. All soot shall be removed from the bottom of all chimneys.

10. All residue soot removed from the boilers shall be removed by the contractor. The entire area of the boiler room shall be left in a clean condition.

11. All oil nozzles and oil filters shall be replaced with like in kind.

12. Westfield Public Schools will inspect all boilers after cleaning, at its discretion. 3 13. The Contractor shall not enable or modify any boiler/burner controls.

14. The Contractor shall replace all gaskets/strainers as necessary.

15. The Contractor shall remove all handholes and manholes as necessary for inspection. The Contractor shall be responsible for replacing gaskets and reinstalling after inspection.

16. The Contractor shall open/close the fire side of the boilers. It shall be left open for inspection, then closed.

17. The Contractor shall open/close the water side of all steam boilers. It shall be left open for inspection, then closed.

18. The Contractor shall open, clean and flush out all water controls. They shall be left open for inspection, then closed. Overhaul all low water cut-offs and boiler feed controls. Record this information. All electric shut-offs and alarms to burners shall be tested. All information must be recorded on the boiler maintenance log and work order.

19. Inspect all gauge glasses in water columns. Replace as needed all gauge glasses and gaskets. Inspect all hand valves.

20. Burner cleaning must include cleaning or replacing all filters that are part of the system. Replace all nozzles and replace all worn electrodes. The burner shall be fired and run for at least twenty (20) minutes. The flame shall be adjusted and tested. All information must be recorded on the boiler maintenance log and work order.

21. Check all hand valves. Confirm by opening/closing. Check for any leaks. Flush out each valve. All information must be recorded on the boiler maintenance log and work order.

22. Upon completion, CO2 testing shall be conducted on each boiler to determine boiler efficiency. Readings shall include draft, CO2, stack temperature and smoke density. Adjust burners so that highest efficiency is obtained. All information must be recorded on the boiler maintenance log and work order.

23. The Contractor shall inspect all draft-inducing fans, all belts, pulleys and fittings. Said contractor shall also grease all fittings and shaft bearings and add oil to all master bearings, as necessary.

24. The Contractor shall check for any leaks with the breaching or stacks and shall also check for any leaks in the piping, boilers, bases and feed-water tanks. All information must be recorded on the boiler maintenance log and work order.

LABOR: Payment will be based on actual hours worked on-site. Hourly rates shall be at the rates specified in the contract for work performed.

The hourly rates reflect the amount a Contractor will charge per hour. Only one technician should be assigned to emergency service calls. Prior permission must be received before the contractor can assign more than one worker per job, including apprentices/helpers.

MATERIALS:

Payment will be made based on the Contractor’s cost plus the bid mark-up. Copies of the contractor’s material invoices must be supplied upon the request of Westfield Public Schools. Payment may be withheld until requested documents are provided. Westfield Public Schools reserves the right to purchase parts and materials to be used by the Contractor.

MATERIALS SAFETY DATA SHEETS:

The Contractor must supply all applicable MSDS forms as requested by Westfield Public Schools. Pursuant to M.G.L. ch. 111F, ss. 8,9,10, any vendor who receives a contract resulting from this invitation agrees to submit a Material Safety Data Sheet for each toxic or hazardous substance or mixture containing such substance when deliveries are made. The Contractor agrees to comply with all requirements set forth in the pertinent laws.

INVOICES/APPLICATIONS FOR PAYMENT:

All invoices for all work shall be billed in full. No partial billing will be accepted. All invoices must be submitted within 10 days for payment.

For all work performed, the Contractor must fill out a work order provided by the Contractor. The Contractor must leave a copy at the school office at the time of sign out and also submit a copy with the invoice.

All jobs must be invoiced within 10 days after the job has been 100% completed. If an invoice is received after the time frame stated, Westfield Public Schools Business Manager may not approve that invoice for payment. All invoices must have one original and two copies with all applicable paperwork.

All invoices must also list the following information:

 Company name, address, telephone number and fax number  Date  Invoice number (duplicate invoice numbers will delay processing of payment) - Worker’s complete name - Detailed statement of work performed - Location where work was performed (specify building site) - List of parts/materials used. Specify quantity, manufacturer, type, model number (if appropriate) - Diagnosis of cause of problem - Starting time and completion time of work on site 5 - Total number of hours/minutes worker was on site - If work is not complete, state date and time worker will return - Statement of any observed preventative maintenance work, this should be performed in the near future - Date(s) that work was performed - Number of total hours - Total price for labor (time times rate) - Total price Contractor paid for each item/material. Multiply this by mark- up for total price Grand total price minus discounts, if applicable

GENERAL WORK REQUIREMENTS:

The Contractor shall diagnose the cause of the problem; correct any condition(s) which may result in repetitive problems, and effect necessary repairs. If replacement part(s) is/are needed, the replacement shall be the same make, model and size as the item removed, unless it is agreed upon by the Westfield Public Schools Business Manager that substitute parts will be used. All defective parts, which have been replaced, shall be left at the work site for inspection and proof of replacement.

If temporary repairs are needed due to an emergency, the Contractor will be directed to do so by the Westfield Public Schools Business Manager. Permanent repairs must be made after the problem has been diagnosed and approval to proceed has been given.

COMPLETED WORK:

All repairs/installations must be completed, tested and left in full operating order. Certification that repairs have been completed, tested and left in full operating order must be noted on the work order and signed by the building custodian.

TAXES:

Westfield Public Schools is exempt from federal and state sales and/or excise taxes. Taxes are not to be included in bid prices. Westfield Public Schools will not pay taxes for any supplies used by the Contractor to complete the contract work. Westfield Public Schools will give the contract a tax- exempt number after the contract is awarded.

CONTRACTOR TO BE CONSIDERED PRIME VENDOR:

The Contractor shall have the full and direct responsibility for the performance of the work under this contract. The Contractor shall not sub-contract or sublet any portion of the work under the contract without prior written consent of the Westfield Public Schools Business Manager. Any sub- contractor employed after being given approval by the Westfield Public Schools Business Manager shall accept and fully comply with the terms and conditions of the contract, and shall be responsible to the prime Contractor who shall assume all obligations for said sub-contractor in the event of the sub-contractor’s non-performance, or performance in a manner contrary to the provisions of the contract.

WORKSITE: The worksite must be left in a clean “broom swept” state. The Contractor shall clean up frequently all refuse, rubbish; scrap materials and debris caused by operations, to the end that at all times the site of the work shall present a neat, orderly and workmanlike appearance.

CODES: All work shall comply with the applicable Building Codes and the requirements of the Massachusetts Department of Public Safety.

All work must be performed under EPA/OSHA guidelines.

GUARANTEE/WARRANTY: The Contractor shall fully guarantee all work performed, for both parts and labor, for a period of thirty (30) days from the date of acceptance of the work. The Contractor shall repair or replace any defective parts, materials or workmanship without cost to Westfield Public Schools.

CORRECTIONS TO WORK: Westfield Public Schools reserves the right to inspect all work, either in progress or when completed. In the event the work is deemed unsatisfactory or in any way conflicts with the provisions set forth in the contract or work order, the Contractor will be notified and will have three (3) working days to correct the condition(s). Failure to make corrections to work will result in delayed payment and may be cause for cancellation of the contract.

WORK SITE DAMAGE: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the satisfaction of Westfield Public Schools at the Contractor’s expense.

WORKSITE USE: The Contractor expressly undertakes, either directly or through its sub-contractors:

1. To comply with the regulations governing the operation of premises and to perform its contract in such a manner as to not interrupt or interfere with the operation of any existing activity on the premises or at the location of the work.

2. To store all apparatus, materials, supplies and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of the work being done.

MATERIAL AND WORKMANSHIP:

1. All parts furnished under this contract shall be new and genuine manufacturer’s recommended or authorized replacements parts. Use of manufacturer rebuilt parts may be authorized by Westfield Public Schools on a case-by-case basis, provided, each part is Warranted for the same period and under the same conditions as the new part. Use of used parts is strictly prohibited.

7 2. Contractor shall maintain a sufficient quantity of repair materials supplies and parts on-hand, and transport these materials, supplies and parts to the service site or have access to these materials, supplies, and parts within twenty-four (24) hours in order to prevent unnecessary downtime.

QUALITY ASSURANCE:

“Call Backs” or repeated requests for the same service to a particular instrument or controller shall determine that the contractor’s services are ineffective. Repeated “call backs” may be grounds for default action by Westfield Public Schools. If the contractor is deemed responsible for the “call back,” there will not be an additional charge to Westfield Public Schools.

AWARD:

The Westfield Public Schools will award on a per-site basis the cleaning of the boilers. One award will be made to the lowest and responsible bidder for Option #1. Boiler cleanings in Option #2 may be awarded to the lowest responsible bidder for each site. Once the Contractor (lowest responsible) is notified by letter of intent and/or verbal confirmation that he/she has been selected to be awarded the contract, they must, within one (1) week, submit to the Westfield Public Schools Business Manager all licenses and certificates of insurance in order to execute a formal contract.

Of particular interest, once a contract is awarded to the Contractor, a CORI (Criminal Offender Record Information – M.G.L. 71 s38R) check will need to be done on the Contractor and any of his/her employees who will be entering any Westfield Public Schools for the purpose of engaging in boiler maintenance or repairs.

Failure by the selected Contractor to supply all required documentation within the mandated time limit will, at the discretion of the awarding authority, be cause for non-selection. After expiration of the designated time limit, the awarding authority will exercise its options to select the next lowest qualified bidder.

Extension Provision:

Upon the satisfactory performance of the vendor, and the recommendation of the Westfield Public Schools, the contract may be extended for an additional two (2) terms of one (1) year each.

EXECUTION:

a. Within ten (10 working days of the contract signing, a meeting will be held between the Westfield Public Schools Maintenance and the Contractor.

b. A detailed condition report on all burners and boilers is to be submitted with the billing invoice. 9 CHECK LIST

Quotes Must Include

______Quote Price Sheet

______Appendix “B” – Signed Quote Information Sheet

______Appendix “C” - References

______Appendix “D” – Qualified Staff

10 QUOTE PRICE SHEET CONTRACTOR RATES

BOILER CLEANING (AS PER QUOTES SPECS) PER SCHOOL (listed below) OPTION1: 1. AG 2. Early Child 3. Franklin 4. Angie Holmes Center 5. Munger hill 6. Parkside academy 7. Maint. facility 8. WHS greenhouse 9. Russell Elem 10. Westfield SMS TOTAL OPTION 1…………………………………………………… $ ______

OPTION 2: 11. Highland 12. Paper Mill 13. Southampton 14. Westfield NMS 15. Westfield High School 16. Westfield Technical Academy TOTAL OPTION 2……………………………………………………….$ ______TOTAL OPTIONS 1 &2 …………………………………$ ______

Percent mark-up of any parts …………………………………………….. ______%

11 Westfield Public Schools reserves the right to bid/quote of major repairs or non emergency repairs.

APPENDIX “B” Quote Information Sheet

QUOTER’S NAME: ______

TITLE: ______

COMPANY NAME: ______

STREET ADDRESS: ______

CITY: ______

STATE: ______

ZIP CODE: ______

TELEPHONE NUMBER: ______

FAX NUMBER: ______

QUOTER’S SIGNATURE: ______

DATE: ______

12 APPENDIX “C” References

LIST FIVE (5) REFERENCES WHERE BURNER/BOILER WORK HAS BEEN PERFORMED WITH AT LEAST TWO (2) REFERENCES FROM SCHOOLS OR MUNICIPALITIES:

COMPANY NAME CONTACT PERSON TELEPHONE NUMBER

1. ______

2. ______

3. ______

4. ______

5. ______

APPENDIX “D” Qualified Staff

The submitter must provide names, license numbers, license expiration dates and years of experience:

1. Name: ______Lic#: ______Exp: ______#Yrs/Exper: ______

2. Name:______Lic#: ______Exp: ______#Yrs/Exper: ______3. Name:______Lic#: ______Exp: ______#Yrs/Exper: ______

4. Name:______Lic#: ______Exp: ______#Yrs/Exper: ______

5. Name:______Lic#: ______Exp: ______#Yrs/Exper: ______

Please provide documentation to verify all workers’ licenses.

BUSINESS OFFICE Westfield Public Schools 59 Court Street, Room 102 Westfield, MA 01085 Office: (413) 572-6407 Fax: (413) 572-6537

Ronald Rix, Director of Technology & Business Services Pamela Kotarski, Director of Transportation /Business Support

WESTFIELD PUBLIC SCHOOLS REQUEST FOR QUOTE #0143 “CLEANING MAINTENANCE OF BURNERS AND BOILERS AND OTHER RELATED ITEMS”

Addendum #1

This addendum changes the time that quotes are due to Thursday, December 29, 2016 at 2:00 PM. Quotes will be open and reviewed in the School Business Office at the Westfield City Hall, 59 Court Street, Room 102, Westfield, MA 01085.

The following paragraph replaces paragraph 1 on page 1 of the original quote document:

1. The quote award will take place Thursday, December 29, 2016 at 2:00pm. If for any reason City Hall is closed due to an unforeseen circumstance, the quote may be submitted the next business day. The Director of Technology and Business Services reserves the right to accept or reject any or all quotes and to award parts of the order to separately if it appears to be in the public interest to do so.

15 WESTFIELD PUBLIC SCHOOLS REQUEST FOR QUOTE #0143 “CLEANING MAINTENANCE OF BURNERS AND BOILERS AND OTHER RELATED ITEMS” Addendum #2 This addendum replaces the original Quote Price Sheet on page 12.

QUOTE PRICE SHEET CONTRACTOR RATES BOILER CLEANING (AS PER QUOTES SPECS) PER SCHOOL (listed below) OPTION1: LOCATION COST

1. Abner Gibbs Elementary School $ ______

2. Ft. Meadow Early Childhood Center $ ______

3. Franklin Ave Elem School $ ______

4. Angie Holmes Center $ ______

5. Munger Hill Elementary School $ ______

6. Parkside Academy $ ______

7. Maintenance Barn $ ______

8. Westfield High School Greenhouse $ ______

9. Russell Elementary School $ ______

10. South Middle School $ ______

TOTAL OPTION 1 .………………………………………………… $ ______OPTION 2: 16 LOCATION 11. Highland Elementary School $ ______

12. Paper Mill Elementary School $ ______

13. Southampton Road Elementary School $ ______

14. North Middle School $ ______

15. Westfield High School $ ______

16. Westfield Technical Academy $ ______

TOTAL OPTION 2……………………………………………………….$ ______TOTAL OPTIONS 1 &2 …………………………………$ ______

Percent mark-up of any parts …………………………………………….. ______%

Westfield Public Schools reserves the right to bid/quote of major repairs

or non emergency repairs

CITY OF WESTFIELD, MASSACHUSETTS WESTFIELD PUBLIC SCHOOLS BUSINESS OFFICE 59 COURT STREET, RM 102, WESTFIELD, MA 01085 PHONE: 413-572-6553 FAX: 413-572-6537

DATE: May 26, 2018 BID NO.: 0143 ADDENDUM NO.: 1 & 2 PROJECT TITLE: “Cleaning Maintenance of Burners and Boilers and Other Related Items”

See Attached.

ACKNOWLEDGEMENT OF RECEIPT: This addendum forms part of the Bid Documents and modifies the original specifications. Acknowledged receipt of this Addendum in the space provided herein shall be required prior to award of this contract. Failure to do so may subject the bidder to be disqualified. I the undersigned do hereby acknowledge receipt of the above-described Addendum in its entirety.

17 Name of Company:______Date: ______

Signature of Corporate Officer:______