Bid #3401DB Chiller Preventative Maintenance, Repair and New Equipment Purchase And

Superintendent: School Board Members: LAKE Susan Moxley, Ed.D. District 1 Jim Miller COUNTY District 2 Rosanne Brandeburg SCHOOLS District 3 Tod Howard District 4 Debbie Stivender District 5 Leading our Children to Success Kyleen Fischer

Purchasing Department 29529 CR 561  Tavares  FL 32778 (352) 253-6759  Fax: (352) 742-8516  http://lake.k12.fl.us

September 20, 2011

ADDENDUM #1 Bid #3401DB Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation

Addendum #1 for Bid #3401DB Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation has been issued to provide clarifications and answers to questions received at the pre-bid for this proposal. Answers are in red italic font and underlined. This addendum is currently posted on our website as a Microsoft Word and a PDF format. To download the document, go to http://lake.k12.fl.us, click on Bid Opportunities under the Announcement section. Once on the Bid Opportunities page scroll down the table to the bid title and click for a list of all the current information and documents published for this bid. Please contact Diane Bennett at [email protected] or 352-253-6751 if you have difficulties downloading or need further assistance.

Please note that the opening date has not been changed. All proposals are due in the Purchasing Department, 29529 County Road 561, Tavares, Florida 32778 by no later than 2:00 PM, local time, on Thursday, October 6, 2011.

1. On Page 8, Water Treatment Specifications, section H.3. “The Contractor shall supply all parts required to maintain the water treatment system during the contract period.”, does this mean if a pump goes out we have to supply the pump at no additional cost to the district? Per this addendum, change section H. 3. to read “The Contractor shall supply all parts supplies/materials required to maintain the water treatment system during the contract period.” Component parts (i.e. pumps, check valves, etc.) shall be quoted to LCSB under the repair section of this bid.

2. Attachment 8, Questionnaire, item 4 requests documentation of training for technicians. Do you want documentation for every technician submitted with the bid? Yes, if the technician will be working on LCSB equipment you will need to submit their training documentation with your bid. Reminder: everyone who works on School Board property must adhere to the Jessica Lunsford Act.

3. Can we visit the sites? Yes, if you would like to visit the sites meet us at Tavares High at 8:00 AM on Friday, September 23rd.

4. Does every cooling tower have a coupon rack? No, some of the schools do not have coupon racks. However, it is our intent for all cooling towers to have a coupon rack.

“Equal Opportunity in Education and Employment” Cooling towers that do not have a coupon rack would need a proposal from the Contractor after award to install the rack per the installation section of this bid.

5. We have not been able to find the tonnage on some of the models on the equipment list. You will need to contact the manufacturer with the model numbers to obtain this information.

6. There are some schools listed on the cost proposal form that are not on the equipment list. Every school listed on the cost proposal form is on either Attachment 9 Chiller list or Attachment 10 Cooling Tower list. Refer to these attachments for information regarding the type of equipment at each school.

7. How many centrifugal motors on LCSB Chillers and/or Cooling Towers? There are two at Gray Middle, two at East Ridge Middle and 3 at Lake Minneola High School. Please note equipment at Lake Minneola High School is currently under warranty. Preventative Maintenance under this bid/contract will not start at this school until after the warranty period expires. Be sure to include a cost for Lake Minneola High on the Cost Proposal Form as Preventative Maintenance for this school will be included during the contract period.

8. Does the preventative maintenance include punching tubes? Yes, see page 5 Section 3 Annual Maintenance, item K. All preventative maintenance recommended by the manufacturer for annual maintenance is required.

9. Is Eddy current analysis to be performed annually? Is the analysis to be performed on both the condenser and the evaporator? Yes, the analysis shall be performed annually on both the condenser and the evaporator on the centrifugals.

10. Will the Contractor be required to utilize LCSB forms for the preventative maintenance? No, Contractor will submit their report forms reflecting the information required in the bid.

11. What is the process for scheduling the preventative maintenance? All scheduling must be done in conjunction with and approved by the Maintenance department. Campuses will be occupied and FCAT testing, etc. will be factors that will have to be considered when scheduling preventative maintenance. In addition, each school has a Chiller PM Log book that the Contractor’s employees must use to sign in and out at each site.

12. Who has the current contract? The current contract is with Trane USA. However, only 3 schools with cooling towers are a part of the current contract, the rest of the cooling towers have been maintained by LCSB. This bid includes all schools with chillers and/or cooling towers.

13. What is the current contract value? In the 2010-2011 school year, LCSB paid $317,540.90 against the current contract. The Preventative Maintenance cost was $143,114.69; this included one annual, one semi annual and two quarterly inspections. The cost of repairs and new installation was $142,256.79.

14. What is the term of this contract? The term of this contract is 36 months with two additional twelve-month renewal options.

Acknowledgement of Addendum by Vendor: This addendum shall be completed by Vendor and returned with the proposal package. If a proposal package has already been submitted, this addendum must be submitted to the above address in a sealed envelope, which is marked on the outside: Addendum to Bid #3401DB Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation. This is to acknowledge receipt of this addendum, which will become a part of the proposal document. This addendum must be signed and returned in order for your proposal to be considered.

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