Main Courthouse Chiller Rebuild
| Agency: | Sedgwick County |
|---|---|
| State: | Kansas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD10107805984457440 |
| Posted Date: | Oct 5, 2023 |
| Due Date: | Oct 24, 2023 |
| Solicitation No: | 23-0069 |
| Source: | Members Only |
| RFB/RFP | Due Date | Description | Document | Pre-bid Conference |
| 23-0069 | 10/24/2023 1:45:00 PM | Main Courthouse Chiller Rebuild |
Attachment Preview
SEDGWICK COUNTY, KANSAS
DIVISION OF FINANCE DEPARTMENT
Purchasing Department
100 N. Broadway, Suite 610 ~ Wichita, KS 67202
Phone: 316 660-7255 Fax: 316 660-1839
https://www.sedgwickcounty.org/finance/purchasing/
requests-for-bid-and-proposal/
REQUEST FOR PROPOSAL
RFP # 23-0069
MAIN COURTHOUSE CHILLER REBUILD
October 4, 2023
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide a full factory
recommended chiller rebuild on York YT Centrifugal Chiller. If your firm is interested in submitting a response, please do
so in accordance with the instructions contained within the attached Request for Proposal. Responses are due no later than
1:45 pm CDT, October 24, 2023.
All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not
contact county employees, department heads, using agencies, evaluation committee members or elected officials with
questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the
Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.
Sincerely,
Lee Barrier
Purchasing Agent
LB/ks
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Sedgwick County…Working for you
Table of Contents
I.
About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Sedgwick County’s Responsibilities
VII. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
VIII. Required Response Content
IX. Response Form
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I.
About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,
as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm
specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As
defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around
the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or
capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal
evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements
and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The
county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether
to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.
A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the
right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its
required needs, quality levels and budget constraints.
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public
facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become
public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to
public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses
and responders should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population
estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the
second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,
employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,
criminal justice, recreation, entertainment, cultural, human/social, and education.
III. Project Objectives
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide chiller rebuild. The
following objectives have been identified for this contract:
1. Acquire HVAC Services meeting the parameters, conditions and mandatory requirements presented in the
document.
2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and
customer satisfaction.
3. Acquire HVAC Services with the most advantageous overall cost to the county.
IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in
formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be
entered in the subject line and email the entire document with supplementary materials to:
Purchasing@sedgwick.gov
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Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand
corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic
copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Lee Barrier
Sedgwick County Purchasing Department
100 N. Broadway, Suite 610
Wichita, KS 67202
SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, October 24, 2023. If there is any difficulty
submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for
assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you
choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault
of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.
Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the
due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have
Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please
dial our Meet Me line @ (316) 660-7271 at 2:15 pm.
V. Scope of Work
Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,
parts, material, and equipment necessary to perform the following rebuild of Chiller #1 using the factory suggested rebuild
guidelines. This need for rebuild is based on two (2) oil analysis samples that came back with abnormal results on the
chiller.
Chiller #1 information:
Unit Model # YT H3 A3 C3-CN J
Compressor Model # YTDJ-CB
The rebuild of Chiller #1 shall include but is not limited to the below items and shall use only York factory authorized
parts (OEM).
1. Shaft seal
2. PRV shaft
3. Bearings
4. O-rings
5. Clean oil sump
6. Oil
7. Oil filter
8. Gaskets
9. Suction gaskets
10. Oil sump sight glasses
11. Low speed (LS) thrust cover
12. High speed (HS) thrust cover
13. Ring seal balance port
14. Ring eye seal
15. Motor rebuild performed by factory authorized rebuild shop
16. Oil sample for baseline after rebuild completed- sent to Johnson Controls Factory Analysis Team
17. Vibration analysis for baseline after rebuild completed- sent to Johnson Controls Factory Analysis Team
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VI. Sedgwick County’s Responsibilities
• Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or
which is relevant to this project.
• Designate a person to act as the County Contract Manager with respect to the work to be performed under this
contract.
• County reserves the right to make inspections at various points of the project. Contractor agrees to openly
participate in said inspections and provide information to the county on the progress, expected completion date
and any unforeseen or unexpected complications in the project.
VII. Proposal Terms
A.
Questions and Contact Information
Any questions regarding this document must be submitted via email to Lee Barrier at Lee.Barrier@sedgwick.gov by 5:00
pm CDT, October 17, 2023. Any questions of a substantive nature will be answered in written form as an addendum and
posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/
under the Documents column associated with this RFP number by 5:00 pm CDT, October 19, 2023. Firms are responsible
for checking the website and acknowledging any addenda on their proposal response form.
B.
Minimum Firm Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or
product(s) specified in this Request for Proposal. Firms must meet or exceed theses qualifications to be considered for
award. Any exceptions to the requirements listed should be clearly detailed in proposer’s response. Proposers shall:
1. Have a minimum of 10 years’ experience in providing services similar to those specified in this RFP.
2. Have an understanding of industry standards and best practices.
3. Have experience in managing projects of comparable size and complexity to that being proposed.
4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term,
federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether
substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are
applicable to public contracts in the county shall be followed with respect to the contract.
5. Municipal and county government experience is desired, however, the county will make the final determination
based on responses received and the evaluation process.
6. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.
7. Provide project supervision (as required) and quality control procedures.
8. Have appropriate material, equipment and labor to perform specified services.
9. Park only in designated areas and display parking permit (if provided).
10. Wear company uniform or ID badge for identification purposes.
C.
Evaluation Criteria
The selection process will be based on the responses to this RFP. County staff will judge each response as determined by
the scoring criteria below. Purchasing staff are not a part of the evaluation committee.
Component
a. Ability to meet scope of work.
b. Experience with similar equipment
c. References
d.*Cost
Points
30
30
30
10
Total Points
100
Assume the following cost proposals (examples only)
A. $50,000.00
B. $38,000.00
C. $49,000.00
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Sedgwick County…Working for you
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For more information, please visit the Publication URL Web page.
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