IAQ - HVAC Duct Cleaning Mandatory Site Visit on 02/22/2024 at 9:30 am

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Agency:	County of Rockingham
State:	New Hampshire
Level of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID:	NBD15855449481125366
Posted Date:	Feb 13, 2024
Due Date:	Mar 7, 2024
Source:	Members Only

Sealed Bids Due	Link
03/07/2024 by 7:30 am	IAQ - HVAC Duct Cleaning Mandatory Site Visit on 02/22/2024 at 9:30 am

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Rockingham County Facilities Operations

116 North Road

Brentwood, NH 03833

Jude Gates/Director of Facilities, Planning & IT

603-679-9375

jgates@co.rockingham.nh.us

Proposal Submission Deadline:

March 7, 2024 at 7:30AM

Mandatory Site Visit:

February 22, 2024 9:30am at the

Facilities Office

116 North Rd., Brentwood, NH 03833

REQUEST FOR PROPOSAL

IAQ - DUCT CLEANING

February 13, 2024

You (ORGANIZATION) are hereby invited to submit proposals as specified in this Request for Proposal. The

information necessary to complete the proposal is contained within this document.

Rockingham County, New Hampshire (Rockingham County) is a public entity composed of general

administrative offices, nursing home, assisted living, correctional facility, engineering and maintenance

services, and offices from Elected Officials: Commissioners, Delegation, County Attorney, High Sheriff,

Questions on the technical specifications of the Request for Proposal should be directed to the contact listed

above. Questions on bidding procedures can be directed to rfp@co.rockingham.nh.us. Do not alter or modify

any documents or proposal forms downloaded from Rockingham County or Public Purchase. Altering or

modifying such documents or forms may result in disqualification.

1. Proposal Instructions (3 ways to submit)

a) Two (2) copies (or one copy and one thumb drive) of the Proposal should be submitted in a sealed

envelope marked “RFP – IAQ Duct Cleaning 2024” addressed and delivered to:

Rockingham County Commissioners

119 North Road, Brentwood, NH 03833

b) Submit your bid as a PDF to: rfp@co.rockingham.nh.us. DO NOT send your bid to any other

Rockingham County email address. Doing so may result in disqualification. You will receive a

confirmation email within 1 business day. If you do not receive your confirmation email, you may

inquire with the contact person listed at the top of this document.

c) You may submit your Proposal online through Public Purchase, which is free to sign up and submit.

Please visit Public Purchase: Rockingham County Home Page, or

www.rockinghamcountynh.org/rfpbidding for the link to our Public Purchase page.

2. Submission must include:

• Organization legal name with DBA if applicable.

• Tax ID.

• Physical address and mailing address (if different).

• Organization representative name and contact information (phone, fax, and email).

• An itemized price proposal including shipping or freight is required with submission.

• Items presented as "equivalent" must be clearly identified, with all variations from the specification

annotated and are subject to approval.

• Complete cut sheets and specifications for all products quoted, if applicable.

• All pertinent information regarding warranty and service availability.

• Anticipated start time after receipt of order and anticipated time to perform the scope of services.

• Insurance requirements, non-appropriations, and indemnification obligations.

Attachments must be uploaded in PDF format. Any agreements or contracts that require our signature

need to be in Microsoft Word format for review and tracking purposes.

3. Proposal Openings: Authorization to open proposals will be given at the 03/07/2024 regular

scheduled meeting of the Board of Rockingham County Commissioners beginning at 8:30 am. Proposals

will be distributed after the meeting and will be awarded or rejected as soon as a complete review and

comparison of the proposals received has been made by Rockingham County.

a. Meetings are held in the Maureen Barrows Conference Room of the Rockingham County

Rehabilitation and Nursing Center, 117 North Road, Brentwood, NH through the following online Zoom

meeting: https://us02web.zoom.us/j/5808918771 or by telephone: 646-558-8656, Meeting ID: 580 891

8771.

b. Scheduled meetings are subject to change and information may be found here:

www.rockinghamcountynh.org/events.

4. Proposal Award: The proposal(s) will be formally awarded and announced publicly at a regular

scheduled meeting of the Board of Rockingham County Commissioners held in the Maureen Barrows

Conference Room located in the Rockingham County Rehabilitation and Nursing Center, 117 North Road,

Brentwood, NH through the following online Zoom meeting: https://us02web.zoom.us/j/5808918771 or by

telephone: 646-558-8656, Meeting ID: 580 891 8771. Formal notification of proposal award will occur

thereafter.

5. Pricing: Proposal prices are to remain in effect for a period of (60) days from opening date of the

proposal and are to remain firm once proposal is awarded to the successful Organization(s).

a. Vendors awarded a state bid/contract should offer that pricing.

b. Should you have any variations (discounts and/or penalty clauses) that may affect the price, please

specify in proposal.

6. Additional Materials: Following the review and screening of all proposals, Organization may be invited

to participate in the final selection process, which may include the submission of additional information

regarding cost or other issues, as requested by Rockingham County.

7. Performance Clause: In the event that the successful awarded Organization/Rockingham County should

default in the observance of the stipulations set forth in this Request for Proposal and such default is not

corrected within 30 days of written notice from either party, the successful awarded Organization/

Rockingham County shall have the option of canceling the proposal.

8. Contractual Obligations: In the event that contracts for the supply of materials, equipment, or services

are required under the proposal, the Board of Rockingham County Commissioners reserves the right to

review said contracts and amend to comply with county legal requirements prior to signing by the

appointed representative of the Board of Rockingham County Commissioners. All contracts entered into

by Rockingham County are required to contain Non-Appropriation and Indemnification clauses. Sample

language is provided below.

a. Non-Appropriation

Rockingham County is obligated to pay only such contract amounts that can lawfully be made from

funds budgeted and appropriated for that purpose during Rockingham County’s then current fiscal

year, subject to annual approval by the Rockingham County Delegation. Should Rockingham County

fail to budget, appropriate, or otherwise make available funds to make payments under this contract,

such contract shall be deemed terminated at the end of the then current term. Rockingham County

agrees to deliver prompt notification after any decision to non-appropriation is made, but failure to give

such notice will not extend the term beyond such Original or Renewal Term.

b. Indemnification

To the fullest extent permitted by law, (ORGANIZATION) shall protect, indemnify, save, defend and

hold harmless Rockingham County, including its officials, agents, volunteers and employees,

(“Indemnified Parties”), from and against any and all liabilities, obligations, claims, damages, penalties,

causes of action, costs, interest and expenses, including but not limited to reasonable attorney and

paralegal fees, which Indemnified Parties may become obligated or suffer by reason of any accident,

bodily injury, personal injury, death of person, or loss of or damage to property, arising indirectly or

directly under, out of, in connection with, or as a result of this Contract or the activities of

(ORGANIZATION) or its agents, employees, contractors or subcontractors, and even if caused in

whole or in part by any negligent or intentional act or omission of Indemnified Parties.

In addition, and regardless of respective fault, (ORGANIZATION) shall defend, indemnify and hold

harmless the Indemnified Parties for any costs, expenses and liabilities arising out of a claim, charge

or determination that (ORGANIZATION) officers, employees, contractors, subcontractors or agents

are employees of the Indemnified Parties, including but not limited to claims or charges for benefits,

wages, fees, penalties, withholdings, damages or taxes brought in connection with laws governing

workers compensation, unemployment compensation, social security, Medicare, state or federal

taxation, and/or any other similar obligation associated with an employment relationship.

(ORGANIZATION’S) obligations to defend, indemnify and hold harmless the Indemnified Parties

hereunder shall survive the term of this Contract.

Rockingham County shall not be required to defend or indemnify (ORGANIZATION) or its agents,

employees, contractors or subcontractors or any professional service provider.

9. Insurance Requirements: The Organization shall always maintain during the life of this proposal

insurance coverage. The Organization must also require its subcontractors to maintain such coverage.

Any request for modification of the coverage requirements must be submitted in writing with the proposal

and will be evaluated accordingly.

a. Coverage: The Organization shall have professional insurance/errors and omissions insurance with

limits of not less than $1,000,000 each occurrence. The insurance certificate and the underlying

insurance coverage shall be issued by a carrier authorized to do business in the State of New

Hampshire and having A.M. Best Company rating of “A” or better.

b. Workers Compensation Insurance: The Organization shall carry workers compensation insurance

as required by the State of New Hampshire.

c. Comprehensive General Liability Insurance: The Organization shall maintain a comprehensive

general liability insurance policy, which includes coverage for contractual liability, in an amount of no

less than $1,000,000 per occurrence.

d. Motor Vehicle Insurance: The Organization shall carry motor vehicle insurance to include bodily

injury, property damage, and uninsured motorist coverage in an amount of no less than $1,000,000

combined single limit per accident.

e. Insurance Certificate: The Organization shall provide an insurance certificate confirming the above

insurance coverage.

i. The provider shall file certificates with Rockingham County showing that the above insurance has

been purchased. Include with proposal submission and use mail to: Rockingham County, attn.

Commissioners Office, 119 North Road, Brentwood, NH 03833.

ii. 30-day notice is required for cancellation and /or material change of coverage and sent directly to

the above mail to address.

10. NOTICE:

a. The Board of Rockingham County Commissioners reserves the right to accept or reject all proposals

or parts thereof, to accept the proposal which they deem to be in the best interest of Rockingham

County and to waive any bid formality.

b. Proposals are subject to public review and cannot be honored with proprietary, confidential, do not

disclose, or any other restriction that conflicts with the New Hampshire Right To Know law.

c. Information provided in these specifications is to be used only for the purposes of preparing a

proposal detailing costs and services to be provided to Rockingham County. It is expected that

each Organization will read these specifications with care. Failure to meet certain conditions may

invalidate proposals.

d. The information contained herein is believed to be accurate but should not be considered as

warranted in any way.

e. Rockingham County may award multiple providers.

f. Any changes to the specifications shall meet the approval of Rockingham County.

g. Any variations (discounts and/or penalty clauses) that may affect the price, please specify in your

proposal.

h. Upon satisfactory completion of the work and or receipt of the product, payment is subject to standard

accounts payable process at Rockingham County.

A. PRICE SHEET

An itemized price proposal is required with submission unless otherwise noted.

B. MANDATORY SITE VISIT

Mandatory Site Visit in Person: Vendors submitting proposals are required to attend a mandatory

site visit on (February 22, 2024, at 9:30 AM), at the Facilities Operations office, 116 North Road,

Brentwood, NH 03833. Proposals from vendors who have not made a site visit will be

considered invalid.

Sincerely,

Jude Gates, Director of Facilities, Planning/IT

_____________

JG/dsr

ATTACHMENT A

General Requirement for Proposing and Instructions to Providers

INTRODUCTION AND BACKGROUND

Rockingham County Complex (Rockingham) is a public entity composed of general administrative

offices, a nursing home, and a correctional facility.

Rockingham is seeking written proposals from qualified Contractors to enter a contract with the

purpose of supplying such services as noted in section B.

SPECIFICATIONS

Please provide unit pricing (Bid Sheet attached) to clean all accessible interior portions of the

equipment, air handlers and associated duct, for each of the following, to be viewed at the mandatory

site visit.

Rockingham County Rehabilitation and Nursing Center:

1. Mitchell Bathroom Exhaust Fans

2. Mitchell AHU & Ducts – NM-1

Jail:

3. A Block (JAB)

4. B Block (JBB)

5. C Block (JCB)

6. ABC Dining AHU

SCOPE OF WORK (But not limited to)

Provide all labor, materials, and equipment necessary to perform cleaning of air handlers, all ductwork,

grilles, diffusers, heat recovery wheels, coils, and exhaust fans. Lined areas of ductwork will be

cleaned by use of a vacuum, all other ductwork to be done by use of power brush and vacuum.

Access panels shall be cut into ductwork as needed, covers are to be fabricated two inches larger than

access hole, secured with screws and sealed.

The successful awarded provider shall remove all residual cleaning products and/or other materials

generated during the cleaning process.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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