Board of Selectmen - 45 (07/05/2022)

FINANCE DEPARTMENT
Memo
June 29, 2022
Mr. Rob Brule
First Selectman
Town of Waterford
15 Rope Ferry Road
Waterford, CT 06385
Re: Bid Award — Re-BID#22-111 HVAC Repairs, Maintenance and On-Call Services
Dear Mr. Brule,
On June 16, 2022, Paul Koelle and | opened bids for the above-mentioned project with the
attached results,
The Purchasing Agent on behalf of the Public Works Department recommends the contract for
this project be awarded to the most qualified and responsive bidder Action Air Systems, for
$54,900.00 year one (1) and $54,900.00 year two (2) in accordance with their submission dated
June 16, 2022. Year three at the Town’s discretion. See clarification attached.
Pufchasing Agdént,
fo 
of Watetford
“

INTER-OFFICE MEMORANDUM 
TOWN OF WATERFORD
To: 
Rawle Dummett, Purchasing Agent
From: 
Gary J. Schneider, Director of Public Works
Date: 
dune 24, 2022
Re: 
HVAC Repairs, Maintenance & on-Call Services Bid Award
The Department has reviewed the three bids submitted for HVAC
Repairs, Maintenance and On-Call services for general government
buildings. The firm selected is to provide a comprehensive heating-
ventilation-air conditioning maintenance and repair program for a
wide variety of municipal facilities. The work will include the provision
of a total maintenance/management program including, but not
limited to the inspection, preventative maintenance, on call
emergencies, repair, programming and other tasks and services
necessary to insure safe, well maintained HVAC systems for Town
employees and the public.
The town seeks to enter into a contract for two (2) years with the
opportunity to extend for two (2) additional years subject to the
agreement of both parties.
The Department recommends that Action Air Systems, Inc. be
awarded the contract.

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AFFIRMATIVE ACTION/EQUAL EMPLOYMENT ACTIVITIES
Please indicate the name and address of the company official(s) responsible for carrying out the
Equal Employment Opportunity/Affirmative Action Program for your company.
Loy Stevens
the labor market in which ‘you operate.
VN Bdouns Sreet"
= -[Fyour company-does not havea written affirmative action plan, please estimate the number of.
: ‘yacancles during the next 12 months, and indicate the numerical or percentage goals you have .
set forthe employment of minority people and females to make your labor force reflective of :
The vendor/bidder understands that failure to complete the above form ina satisfactory |
manner will preclude such vendor from being actively considered for: contract with the Town of
Waterford,-The vendor /bidder also ‘understands that the Affirmative ‘Action: statements will
become part of any contract, and that breach.of such statements will constitute a breach of the
contract subject to.such remedies as provided by law.
‘I certify that there aré rio. misrepresentations, omissions, of falsifications.in the forégoing
statements and answers, and that the entries above are true, complete; and correct to the best
of my knowledge and belief.
saree 
—— 
Os sass ae oe
tc 
ee Signature 
Title

Subscribed and sworn to before me at 
, Connecticut, this
Day of 
20
AFFIRMATIVE ACTION STATEMENT
- NOTE: 
IF YOUR COMPANY HAS LESS THAN 10 EMPLOYEES, 
OR HAS COMPLETEO
THIS SAME FORM WITHINA YEAR, YOU MAY. DISREGARD THE FOLLOWING :
EQUAL EMPLOYMENT/ACFIRMATWE ACTION SECTION, EXCEPT AS NOTED. oe
OR: pes (y - “The number of employees
— (2) 
Completed this form within one year, ee 
my ae “No oS
FOR ‘SEALED BIDS: If your company has completed this form. within one year
“Please forward.a photocopy of the initial.form with your-bid.(f significant 
: 
:
: Changes have’ taken place within the past year, please update. the information on,
cothis form. 
: 
:
oR REQUIREMENT Any vendor/bi dder seeking to do business with the Town a Waterford must,
‘upon. request, supply the Town and/or the-Waterford Human Resources with any, information
concerning the Affirmative Action/Equal. Employment practices of the vendor/bidder; which the
Town and/or Commission deems necessary in fulfilling its charge. Failure to supply: such.
information, when requested, will result in. the termination of any: further transactions between 
:
the vendor/bidder and the Town of Waterford. 
:

Subscribed and sworn to before me at 
Mancuest Ez. 
, Connecticut, this
22
Dayof_ 
Decors Se. 
2021.
KEVIN A. MICHAUD
NOTARY PUBLIC 
[ie 
.
COMMeRSION Expings 
© /30726
inne
AFFIRMATIVE ACTION STATEMENT
NOTE: 
JF YOUR COMPANY HAS LESS THAN 10 EMPLOYEES, OR HAS COMPLETED
THIS SAME FORM WITHIN 1. YEAR, YOU MAY DISREGARD THE FOLLOWING,
EQUAL EMPLOYMENT/AFFIRMATIVE ACTION SECTION, EXCEPT AS NOTED,
OR: 
(1) 
The number of employees 
52.
(2) 
Completed this form within one year 
Yes 
No
FOR SEALED BIDS: If your company has completed this form within one year
Please forward a photocopy of the initial fortn with your-bid. If significant
Changes-have taken place within the past year, please update the information on
this form.
REQUIREMENT ~ Any vendor/bidder seeking to do business with the Town of Waterford must,
upan request, supply the Town and/or the Waterford Human Resources with any information
concerning the Affirmative Action/Equal Employment practices of the vendor/bidder, which the
Town and/or Commission deems necessary in fulfilling its charge. Failure to supply such
information, when requested, will result in the termination of any further transactions between
the vendor/bidder and the Town of Waterford.

COMPANY NAME AND. ADDRESS
Achiod Ric Syetors Ne.
TYPE OF BUSINESS
VAC Weclonical Co ete ncth, c
TYPE OF ORGANIZATION
: 
eae Corporation 
i” 
__ Partnership oe
Individual:
- if unit filing this application is not the above-named company, give the name, address, and 7
telephone number of reporting uunit: (Branch, agent, representative), 
;
10

TOWN OF WATERFORD
NON-COLLUSION STATEMENT
“The undersigned affirms that they are duly authorized to execute this contract, that this
company, corporation, firm, partnership or individual has not prepared this bid in collusion
with any other bidder, and that the contents of this bid as to prices, terms or conditions of
said bid have not been communicated by the undersigned nor by any employee or agent to
any other person engaged in this type of business prior to:the official opening of this bid.”
--We understand that this proposal must be signed by an authorized agent of our company to.
constitute a valid proposal, 
ee 
cee 
=
Dates 
oe
Name of Company:
eae 
Name and Title of Agent: 
Lee Devankeld [Sores hmvior |
| 
yo . 
bee 
By (SIGNATURE): 
ee Seep £O
Address: 
\VA\ Adem Sheet 
A
Monchester, Gr owoy2-
Telephone Number: 
© 
SO 4 
5- ESAS
11

Submission Form
Town of Waterford
Board of Selectmen Request for Proposals
Town. Wide HVAC Maintenance Services Re-Bid #22-111
“The Purchasing Agent will accept Proposals until 11:00 a.m., Thursday, June.16, 2022
from qualified firris at 15. Rope Ferry Road Waterford, CT.
Firm Name:
Address:
“Email:
Bid Amount: $54 [aa O90
Written: Tex SoucVrousaed Sing Workcod one a ollars
Subscribed and sworn to before me this /47_ day
of
lene 
_ 20Z2.
Date: _ 
S Lig Jap 5 
er 
eee
Notary Public: 
97/8 
Print Name:
Title:
My Commission Expirés:.:
owes Estimeter
12

i432 Adams Street
‘Manchester, Ct, 06042,
[860-645-8838 X 233
‘Cell 860-982-1819
"E-Mail: lee@actionairsystems.com
H
{ 
_ 
_
From: Rawle Durnmett <rdummett@waterfordct.org>
Sent: Monday, June 20, 2022 10:20 AM
oy To: Lee Scheinfeld <lee@actionairsystems.com>
Subject: Re-Bid 22-211
|
Good Day lee.
7 
{
; Kindly advjse whether your proposal is for two years as requested in the bid document. IF nat, please advise what the
/ town will be charges for the second year.
Sincerely :
cate Dummett
Purchasing Agent
: 
Town of Waterford

1
“Rawle Du mmett anaes 
ie 
ns 
aan
Sn ete 
one 
need
_ From: 
Rawle Dummett
' Sent: 
Monday, June 20, 2022 11:56 AM -
‘To: 
‘Lee Scheinfeld’
* Subject: 
RE: Re-Bid 22-111
, Good morning Lee.
[ Information received.
i Thank you,
sl
'
I, Purchasing Agent
. 
Town of Waterford
| 
Tele:860-444-5842
"
a
hr
From: Lee|Scheinfeld <lee@actionairsystems.com>
1, 
Sent: Monday, June 20, 2022 11:28 AM
if 
To: Rawle|Dummett <rdummett@waterfordct.org>
1 
Subject: ia Re-Bid 22-111
[" LE 
a 
ee ge 
Me a
| 
I. 
CAUTION: This-email originated from outside of the organization. 
I
i i Do not click links or open attachments unless you recognize | the sender’s email.address and know. the i
i 
ot 
_content is safe. 
\
i
. 
Good morning Rawle,
f 
{did not notice it was a 2 year bid. My apologies.
ii 
{would hold the price for the second year @ $54,900.00 as well.
No preva
t
| 
Thank yo
|
f
Lee Sc
Action
ji 
The price,for 2 years would be $109,800.00
jing wages were included with my bid,
u, Lee
heinfeld
Air Systents, Inc.

TOWN OF WATERFORD
WATERFORD, CONNECTICUT
REQUEST FOR PROPOSALS
Re-Bid#22-111 HVAC Repairs, Maintenance and.On Call Services
Sealed bids are hereby solicited and.will be received by the Purchasing Agent ofthe Town of
Waterford at the office of the Purchasing Agent, Waterford Town. Hall, 15 Rope Ferry
Road, Waterford, Connecticut, until,10:00 a.m., Thursday, June 16, 2022 at which time
and place they will be publicly. opened and read aloud in the Louis Appleby Room. 
:
The Information for Bidders, Form of Bid, Specifications, and other-contract documents may
be obtained by. accessing the Town of-Waterford’s website at. http://www.waterfordct.org
Proposals must be submitted on the forms provided and in a sealed envelope plainly
marked “Re-Bid#22-111 
= HVAC Repairs, Maintenance and On Call Services
Asite inspection is scheduled on Wednesday 
June 8, at 10: 00a. m. Starting at the Town Hall
15 Rope Ferry Road Waterford, CT.06385.
To. receive consideration, bids must be delivered to the Purchasing Agent or his authorized
representative at The Purchasing Department, 15 Rope. Ferry Road. Waterford, CT 06385, no
later than the day and hour mentioned above.
The Town reserves.the right to accept or reject. any or.all bids; to waive any informality; or to
accept any bid deemed in. the best. interests of the ‘Town of Waterford. All bids. willbe
considered valid for a period of sixty (60) days. 
:
Rawle Dummett
Purchasing Agent
Town of Waterford 
©

TOWN OF WATERFORD
INFORMATION AND GENERAL REQUIREMENTS 
TO BIDDERS.
Sealed Proposals (ONE ORIGINAL & TWO COPIES) as detailed in the BID will be received at the
Office of the Purchasing Agent, Town Hall, 15 Rope Ferry Rd Waterford, Connecticut 06385. At
the designated time of opening, they. will be publicly opened, read, recorded and placed on file.
Proposals may be. mailed. or hand-delivered and received ‘by the Specified time. - Packets 
|
received after designated time will not be accepted, 
:
“The envelope enclosing your: Proposal should ‘be clearly marked on ‘its. front by Proposal
number, time of Proposal opening and date. 
:
Whenever it is deemed to be in.the best interest.of the Town, the Board of Selectmen shall have
the right to accept or reject any. Proposal, or. any. part.of:any Proposal, when such action is
deemed to be in the best interest of the Town of Waterford,
The award will be on the basis of qualified, lowest, responsible Bidder to meet specifications
unless otherwise specified.
Proposals willbe carefully evaluated as to conformance with stated specifications.
Specifications must be submitted complete in every detail, and when requested, samples shall
be provided. {fa Proposal involves any exception from stated specifications, they must be clearly
: noted as exceptions, underlined, and attached to the Proposal.
The Proposal Documents contain the provisions required for. the. requested. item.:Information
obtained from an officer, agent, or employee of the Town or any other: person. shall not-affect.-..
the risks.or obligations assumed. by the. Bidder ‘or. relieve him/her: from fulfilling any, of the:
conditions of the Proposal.
Each bidder is held responsible for the examination and/or to. have acquainted themselves with
any conditions at the job site which would affect their work before submitting a Proposal. Failure
to meet these criteria-shall not relieve the Bidder of the responsibility of.completing the Proposal
without extra.cost to the Town of Waterford, .
Any Proposal may be withdrawn prior to the above scheduled time for the opening of Proposals
or. authorized: postponement. thereof. .. Any Proposal. received ‘after the time. and. date
specified shall not be considered.. 
No bidder may withdraw. a Proposal within ninety {60}
days. after: the actual date ‘of the opening thereof. Should there be reasons why ‘a Proposal
cannot be awarded

within.the.specified period; the time may be extended by mutual agreement between the Town
and the bidder.
The bidder agrees and warrants that.in the submission. of this.sealed’bid, they will uphold the
Town of Waterford’s commitment to following Connecticut State and Federal .law ensuring full
compliance with Title Vi of the Civil Rights Act of 1964 which affirms. that no person or group.of
persons js excluded from participation, denied benefits, or otherwise subjected to discrimination
or permits discrimination under any program.or-activity or.any service rendered to the public, on
the grounds of race, color, creed, religion, national origin, sex, age or disability. Unless it is shown
by. such: bidder that such disability. prevents performance: of: that which must. be. done: to
successfully fulfill-the terms of this sealed bid.or in any manner which is prohibited -by the laws
of the United States or the State. of Connecticut. The bidder further: agrees to provide the
Connecticut Commission .on Human. Rights and Opportunities with such information requested
‘by. the Commission concerning the employment practices and procedures of the bidder. An
Affirmative Action Statement will be required by the successful bidder.
Bidder agrees to comply with all of the latest Federal-and State Safety Standards and. Regulations
and certifies that all .work required in_this Proposal will. conform to. and comply with: said
standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for
all damages assessed against ‘the Town asa result. of Bidder's failure to. comply with said
standards and/or regulations.
‘The.Town of Waterford is exempt from Excise, Transportation and Sales taxes imposed by the 
|
Federal Government and/or State of.Connecticut. Such taxes must not be included in proposal
prices. Exemption certificates will be provided upon.request.
By ‘submitting a proposal, Vendors/Bidders certify that the proposal is made independently and
without. collusion, agreement, understanding, or-planned course of. action. with. any: other
Vendor/Bidder and that the contents of the proposal shall not be disclosed to anyone.other than
their employees, agents, or sureties prior to the official | opening. ‘Non- Collusion Statement to be
filed: out. 
ce
IF APPLICABLE the Bidder, when applicable, agrees to pay its labor force Prevailing Wage Rates
and to. comply. with. all Laws, Regulations and Ordinances regarding these wage. rates and the -
recording of them set forth by the Connecticut Department of Labor. 
:
Vendors shall ‘observe and comply with all Federal, State and local. laws, ordinances and
regulations. Vendors shall indemnify and save harmless the Town, all of its officers, agents and
servants against any claim orliability arising.

SECTION 1.=1NTODUCTION AND INFORMATION
Purpose
The Town. of Waterford i is seeking a well- -qualified firm to provide a comprehensive heating-
ventilation-air conditioning maintenance and repair program for_a wide variety. of municipal
facilities. The work will include the provision of a total. maintenance/management ‘program
including, but not limited ta the inspection, preventative maintenance, repair, programming
and other tasks and services necessary to.insure Safe, well maintained HVAC systems for. Town
employees and the public. 
:
Submission Deadline
Sealed proposals shall be delivered during the Town’ 5 normal business hours inasealed envelope
and ‘addressed to. the Town of. Waterford.15 Rope. Ferry RD. Waterford, CT 06385: ATIN:
Purchasing Agent (Town Hall) no later than the date and time specified, at which time and place.
the proposals will be publicly opened and,.the names of the firms will-be read. After the deadline,
proposals will not be accepted. Firms are responsible for making certain that their proposal is
received at the location specified by the due date and.time. The Town. of Waterford.is. not
responsible for.delays caused by any mail, package or courier.service, including the U.S. mail, or
caused by any other occurrence or condition. The Town’s normal business hours. are Monday
through Friday, 8:00 a.m, through 4:00 pn m. excluding holidays observed by the Town.
Point of Contact 
:
All information concerning procedures and technical specifications pertaining to this solicitation
should: be directed to, Purchasing Agent. Rawle Dummett. at (860)444- -5842.-or email: at
rdummett@waterfordct.org. Clarifications will be answered by.addendum which will be posted 
©
to the Town's Website.at.http://www.waterfordct.org/depts/finance/purchasing. htm
Questions. ofa material nature must be-received .prior.to.the cut-off date specified | in the BID
Schedule. 
:
No. part of your-proposal. can, be submitted via FAX. No variation in price or:conditions. shall be.
permitted based upon a claim of ignorance. Submission of a proposal will. be considered evidence
that the Contractor has familiarized themselves with the nature and extent. ofthe work, and the
equipment, materials, and labor.required. The entire proposal must be submitted in accordance
with. all specifications contained in this solicitation. 
:
END OF SECTION -

SECTION 2 -'SPECIAL TERMS AND CONDITIONS
General Conditions
BID.General Conditions are included and made 
a part of this BID.
Changes and Interpretations
It is the sole responsibility of each firm to notify the Buyer utilizing the question /-answer during ©.”
the pre-proposal conference and/or. site visit ‘and request modification or clarification of any
ambiguity, ‘conflict, .discrepancy, omission. or. other error. discovered. in. this competitive
solicitation. Requests for clarification, modification, interpretation, or changes must be received
prior to the Question and Answer (Q & A) Deadline. Requests received after this date may not
be addressed. 
‘
Changes.and Alterations 
: 
:
Consultant ‘may. change or. withdraw..a. Proposal at.:any time prior to: Proposal submission
deadline; however, ‘no. oral modifications will be allowed. Modifications. shall not. be allowed
following the Proposal deadline.
Proposer’s Costs
The Town shall not be liable for-any costs incurred by proposers in responding to this BID.
Pricing/ Delivery
All pricing should be identified within. the contractor's bid. Failure ta identify pricing and
provide costs as requested in this BID. may deem your proposal non-responsive. Pricing shall
include all buildings listed herein as well as any unlisted buildings and equipment deemed
inclusive at time of site inspection.
Contractor. must. quote. a. firm, fixed price. for. all. services. stated. in. the ‘BID, All: costs
including travel shall be included in your. proposal. The Town. shall not accept any additional
costs including any travel associated with coming to the Town of Waterford. 
4
Prices proposed shall be valid for. at least sixty.(60) days from time. of BID opening unless
otherwise extended and 
d 
agreed upon by the Town and proposer.
Invoices/| Payment
The Town will accept invoices when work has been completed. Each invoice shall fully detail
the related costs and shall.specify the status of the particular task or. project as of the date
=<of the invoice. Payment will be made within Thirty (30) days ‘after receipt of an invoice 
:
acceptable to the Town, If at any time during the contract, the Town:shall not approve or
accept the. Contractor's ‘work, product, and. agreement cannot. be. reached ‘between ‘the
Town. and the Contractor to resolve the problem to the Town’s satisfaction, the Town. shall
negotiate with the Contractor.on a payment for the work completed.and usable to the Town.

Mistakes
The consultant shall examine this BID carefully, The submission of a Proposal shall be prima facie
evidence that the consultant has full knowledge of the scope, nature, and quality of the work to
be performed; the detailed requirements of the specifications; and the conditions under.which:
the work is to be performed. Ignorance of the requirements will not relieve the consultant from
liability and obligations under the Contract.
Acceptance of Proposals / Minor Irregularities
2.8.1 
: 
:
The Town reserves the tight to accept or reject any or_all. proposals, part of. proposals, and to
waive: minor-irregularities or variances to specifications contained in. proposals, which do not
make the: proposal conditional.in nature and-minor irregularities in. the solicitation pracess. A
minor irregularity shall:be a variation from the solicitation that does not.affect the price of the
contract. or: does not. give a respondent. an. advantage or. ‘benefit. not. enjoyed. by other
respondents, does not adversely affect the interests of other firms or, does not. affect the
fundamental fairness of.the solicitation process. The Town also reserves the Fight te
to reissue.a
Request for Proposal,
The Town reserves the right to ‘disqualify. Consultant during any. phase. of: the. competitive.’
solicitation process and terminate for cause any resulting contract upon evidence of collusion
-with intent to defraud or other illegal practices on the part. of the Consultant.
Contract Award
The Town reserves the right to.award a contract to that Consultant.who is best lowest qualified
bidder, and will best serve the.interest of the Town, The Town reserves the right, based upon its
deliberations and.in.its.opinion, to accept or.reject any or all_proposals. The Town also reserves
=the right to-waive ‘minor irregularities or Variations of the. submittal. requirements and BID
process. 
:
END OF SECTION.

INSURANCE REQUIREMENTS 
+ Within five days:of contract award, the awardéd vendor shall
provide 
a 
--Certificate.“of Insurance 
in: 
accordance. with. the following 
requirements:
Contractor/Vendor will agree to. maintain in force at all'times during which work/services are
to be performed, the following minimum limits of insurance coverage. Coverage will.include
the bidder and all of its agents, employees and sub-contractors and other providers of services
and shall name the Town of Waterford, its employees and agents.as an Additional Insured on
a primary and.-non-contributory: basis. to. the. bidders Commercial General. Liability. and
Automobile. Liability. policies. All policies shall also. include a Waiver. of Subrogation. The
- insurance company(ies) must-be licensed with the State of Connecticut.and have.a Financial
Strength Rating of “A-OF higher and a.Financial Size Rating of Villor higher from AM, Best :
: Company.
7 
[Minimum Limits
General Liability* 
Each Occurrence 
$1,000,000
General Aggregate 
$2,000,000
Products/Completed 
$2,000,000
Operations Aggregate 
:
-Fauto Liability* 
Combined Single Limit Each
Accident 
$1,000,000
Umbrella* 
Each Occurrence 
$1,000,000
(Excess Liability) 
© 
Aggregate 
$1,000,000
Workers’ Compensation. & - | Work Comp: 
Statutory Limits
Employers’: Liability 
EL Each Accident 
$1,000,000
EL Disease Each Employee. 
|'$1,000,000
EL Disease Policy Limit 
$1,000,000
The Town of Waterford must be named as “Additional.Insured”:on this policy.
A Certificates of Insurance documenting the coverage listed above must be presented to
The Town of Waterford prior to the commencing of any work/service. The
Contractor/Vendor also agrees to provide replacement and/or renewal certificates atleast
30 days prior to the expiration.of each policy.
if any policy is written on.a ‘Claims Made”:basis, the policy must be continually renewed for a.
minimum of two {2) years following the completion date of the work/service. If the claims-
made policy.is replaced and/or the retroactive date is changed; then the expiring policy must
be endorsed to extend the reporting period for claims for.two (2) years from the completion
date.

AFFIRMATIVE ACTION/EQUAL EMPLOYMENT ACTIVITIES 
|:
Please indicate the name and address of the company official{s) responsible for carrying out the
Equal Employment Opportunity/Affirmative Action.Program for your.company.
{f your company does not have a-written affirmative action plan, please estimate the number of
vacancies during the next 12: months, and indicate the numerical or percentage goals you.have
set for the employment of minority people and females to make your labor force reflective of
the labor market.in which-you operate. 
: 
:
The.vendor/bidder understands that failure to complete the above form i ina 
y satisfactory...
manner.will preclude such vendor from being actively considered for.contract with:the Town: of
Waterford. The vendor /bidder also understands that the Affirmative Action statements will
become part of:any contract, and that breach.of such statements will.constitute a breach of the
contract subject to such remedies as provided by law. : 
:
\ certify that there are no misrepresentations, omissions, or falsifications in the foregoing
statements and answers, and that the entries above are true, complete, and correct to:the best
of my knowledge and belief. 
:
Date 
: 
Signature 
; 
Title.

Subscribed and sworn to before meats: 
, Connecticut, this
: Day of. 
220
AFFIRMATIVE ACT ION STATEMENT.
NOTE: 
IF YOUR COMPANY.HAS LESS THAN 10 EMPLOYEES, OR HAS COMPLETED
THIS SAME FORM WITHIN 1 YEAR, YOU.MAY. DISREGARD. THE FOLLOWING
EQUAL EMPLOYMENT/AFFIRMATIVE ACTION SECTION, EXCEPT:AS NOTED...
OR: 
(1) 
The number of employees
«.(2) 
Completed this form within one year 
Yes 
“2 
No
FOR SEALED BIDS: if your company-has completed this form within one year!
Please forward a. photocopy of the initial form with your bid. If significant
Changes have taken place within the past year, please update the information on
“this form, 
:
‘REQUIREMENT = Any vendor/bidder seeking to do business with the Town of Waterford must,
upon request, supply the Town.and/or,the Waterford Human -Resources with any information
concerning the. Affirmative Action/Equal Employment practices of the vendor/bidder, which the
Town and/or Commission deems necessary in. fulfilling its charge. Failure to supply such 
:
information, when requested, will. result in the termination of any further transactions between
the vendor/bidder and the Town.of. Waterford, 
:

COMPANY-NAME AND ADDRESS
TYPE OF BUSINESS
TYPE OF ORGANIZATION.
Corporation
individual
==Partnership.
if unit filing this application is. not the above-named company, give the name, address, and
telephone number of reporting unit. (Branch, agent, representative).
10

TOWN OF WATERFORD
NON-COLLUSION STATEMENT.
“The undersigned. affirms that they are duly authorized to execute this contract, that this
company, corporation, firm, partnership or individual has not: prepared this bid in.collusion
with any other bidder, and that the contents.of this bid as to prices, terms or-conditions of
said bid.have not been communicated by the undersigned nor by any employee or agent to
any other person engaged in this type of business prior to the official opening of this bid.”
We understand that this proposal must be signed by.an authorized agent of our company to
constitute a valid proposal. 
: 
: 
=
Date:
Name of Company:
Name and Title of Agent:
By (SIGNATURE):
Address:
Telephone Number:
14

Submission Form
Town of Waterford
Board of Selectmen Request for Proposals
Town Wide. HVAC Maintenance Services Re-Bid #22-111
The Purchasing Agent will accept Proposals until 11:00 a.m., Thursday, June.i6, 2022
from qualified firms at 15 Rope Ferry Road Waterford, CT.
Firm Name:
~ Address:
Email:
Bid Amount: $
Written:
Doilars
Subscribed.and sworn to before me this 
day
of 
:
20...
By:
Date:
Notary. Public: 
Print, Name:
My Commission Expires: 
Title:
12

MUNICIPAL FACILITY HVAC MAINTENANCEREQUEST FOR PROPOSAL (RFP)
aft. BACKGROUND
The Town of.Waterford.is seeking.a well-qualified firm ‘to provide a comprehensive
heating-ventilation-air.-conditioning . maintenance. and.: repair. program. for awide
variety. of municipal. facilities. The: work: will include the provision of: a. total
maintenance/management: program including, 
but not. limited ‘to the inspection;
. preventative maintenance, ‘on call. emergencies, repair, programming and other tasks
and. services necessary ‘to insure safe, well maintained HVAC systems. for Tem
“employees and the public.
The. town seeks to-enter into. a contract for two (2) years 
= with the opportunity to
extend for two (2) additional years subject to the agreement of both-parties.
eke SCOPE 
OF WORK 
= 
STANDARDS 
AND | SPECIFICATIONS.
The: Contractor: 
“shall. 
retain. 
professional. licensed. 
“personnel. 
who. 
have
successfully. 
and competently. provided: municipal. facility’ HVAC. maintenance and
repair. services on. 
projects of. similar. scope.and. complexity. It shall. be. the
Contractor's. responsibility to. develop. and. implement. a. 
routine: maintenance
program. to. effectively maintain, to.the. satisfaction of the. Town representative, all
aspects of HVAC ‘systems. in. Town. defined. facilities... For the purpose of: this.”
contract, routine preventative HVAC maintenance shall be defined as scheduled
routine. inspection and. proactive servicing of HVAC systems so. as ‘to facilitate
heating/cooling with 
a_ 
minimal. downtime. The ‘routine maintenance and. all
repairs shall. 
be’ 
provided in accordance with. the highest. standards. of. the
industry, skill, workmanship, ‘applicable. trade. practices, meet warranties and in
conformance: to ail applicable laws, codes and: regulations. The. successful
Proposer's. maintenance program. and. repairs. shall; at-aTM minimum, include but
“not limited to the specifi ications outlined herein. 
poe
SERVICES TO BE PROVIDED oe
Itis the Proposer’s responsibility to provide appropriate tools and ‘Vehicles necessary
fo support all. facility HVAC maintenance functions during hours of maintenance and
for: response after
~ normal working hours. Proposer’s services are to be compliant with all Federal, ‘State,
CARB, AQMD, OSHA and_all other applicable regulatory requirements.
HVAC MAINTENANCE STAFFING LEVELS
-The Contractor ‘shail provide a. staffing level. that will provide: the desired level of
13

O00 
70
customer: service, program support, HVAC maintenance and repair at designated
Town facilities. 
:
Staffing levels should ‘include.staff. that is ‘certified and ‘proficient ‘in. the complete
maintenance. and repair of chiller.systems, air handlers, pneumatic.systems, and:a
variety of package HVAC. units. Additionally, service levels shall provide. the. ability. to
respond immediately -to situations. involving the -health and safety. of employees
and/or the. public; comfort and. operational: capability. of any. public meeting space.
Routine: repairs, service requests. or. other non-urgent. tasks. shall be ‘completed by
Journey level staff within one. (1)-hour. working day fromthe Gate of the automated
request or assignment by the Town Representative.
The journey-level worker(s) shall be prof cient.in the following trades:
Package HVAC units:
All mechanical, electronic aspects of HVAC systems.
Multi. zone air handling systems
A eomaprehenisive understanding of HVAC control systems.
BILLABLE WORK
All work beyond and. in. addition tothe scope. of the contract shall be considered.
billable hours and will require that an estimate for that proposed work be provided to
14.

the.:Town. Representative : for consideration and -. approval : prior. to. work being
“completed.
SUBCONTRACTING
~No.portion of ‘the: work covered by. these specifications: may be. subcontracted or
assigned without prior approval. of the Town Representative. Requests to subcontract
all_or.any portion of services required by this contract, will be:submitted.to the Town.
Representative, ‘at-least thirty:(3).days in advance of the proposed effective date of
the subcontract. Proposer shall include in this written request a detailed.description of
how. the Contractor. plans to. oversee: the. services performed by. the proposed 
-
“subcontractor, Contractor: shall:-be. “responsible: for. services provided. 
by. any
subcontractor.as if. Contractor were providing the. services with its own. organization.
Any subcontractor. providing services shall have successfully passed a background. -
check prior to commencing work and must meet the Town's insurance Tequirements.
Contractor shall. bear all expenses of any subcontractor background checks and any
required insurance,
Damages: The Contractor. will be responsible for all damages to the facility or aes
caused by Contractor, their Staff or Subcontractors during the performance of their
duties.
Tools and Equipment The: Contractor shall. furnish and maintain all. equipment
necessary for. properly maintaining HVAC systems in Town buildings. The. Town. of. :
Waterford reserves the right to. inspect equipment to be used:to perform services 
—
under. this. contract.. Any equipment determined. to. be in’ poor condition :must:be 
~
replaced ‘immediately, at_the contractor's. expense. Failure to. provide Suitable
equipment :for carrying. out. all requirements of. this contract may: be grounds for
‘termination, 
:
EMERGENCY CALL OUT SERVICE
Contractor shall provide 24-hour emergency service as needed in all aspects of HVAC
emergency repair for.the Town facilities included in this specification. Hours shall.be.
Monday through Friday 8: 00, a.m. to 4:00 p.m. and 24 hours each day. on weekends
and Holidays.
HEATING-VENTILATION-AIR CONDITIONING cavacy MAINTENANCE AND
MONITORING
e Contractor shall: respond to indoor temperature complaints and -provide.
expeditious Correction and -record complaints and..corrections at. all Town
facilities.
«Contractor: shall :inspect-all HVAC systems ‘at least once ‘each year, with
seasonal start-up.and run inspections. 
;
e.. Contractor. shall inspect all moving parts or components, investigate noises:
15 
ees

belts; bearings; drives; and fans, and lubricate and adjust as recommended per
manufacturers specifications.
«.. 
Contractor shall perform. air-handling ‘unit. maintenance. which includes but is
: 
not limited to; all services recommended by manufacturer; replacing air filters
at least quarterly, at all-Town facilities not.covered under Proposer contract.
« - Contractor shall inspect, provide oversight and documentation. that all ‘Town.
owned facilities under contract with Proposer are receiving required work.
* 
Contractor shall perform for preventative maintenance on-all boilers at least
once each year.
- Annual Maintenance
-Proposer:will perform scheduled annual preventive maintenance in accordance with
-a_program. of. standard .routines.-as determined by. your. experience, equipment
application, 
and. 
equipment. operating hours. that. are. recommended by each:
equipment manufacturer: and. location. This service is. desighed to ‘optimize the
reliability and efficiency. of the. equipment, extend the. useful. life. of the Town's
equipment, and provide proactive indications of excessive wear and damage.to HVAC
systems before a catastrophic failure occurs during the. next 
operating ‘season.
Proposer. will:also. provide recommendations for additional service(s) thatwill better
enhance equipment performance.
HVAC Air Filter Changing Service
This service will maintain indoor air quality by changing filters quarterly and minimizing
dust and particles. from collecting on. ductwork. This: service will insure proper flow
through cooling and heating coils, thus preventing restrictions in airflow, leading to
higher system and. energy efficiency. The. equipment included. under this service is
“itemized in. the List of Maintained Equipment. In’ the event the air filter material or
cleaning requires different frequencies than. indicated. (due to experience or changes
in. operating . conditions), recommendations. will. be made for approval.by the. Town
Representative to adjust the frequencies and:any associated price. 
:
16

Air Cooled Condenser Coil Cleaning
This.service will improve airflow across condenser ‘coils; improve heat transfer:and
‘extend the life of the compressors, Coil cleaning. consists. of cleaning ‘the. outside
surface of the condensing unit coils to remove any. airborne particles, dirt build<up by
using a. brush, high pressure. air,-chemical.with low pressure wash or.chemical with
--high.. pressure. wash based on the. condition of outside environment and coil
accessibility. 
:
Evaporator Coil and Cleaning
Proposer will clean. air. handling unit evaporator coils. that. will help improve. air
circulation in.the.air distribution system, and reduce dust.and dirt that is in the system.
Coils will be cleaned ata time that is mutually agreeable between the proposer and the
Town. Representative.’ 
Coil cleaning 
consists 
of. ‘cleaning the. surface of. the
evaporator coil to. remove dust and dirt particles that have collected on the evaporator
coil. Coils will be cleaned using a vacuum cleaner and or-other devices that allow the
proper cleaning of the coil. 
:
Operating Inspection.
Proposer. will provide this. service. to assure that mechanical.equipment continues to
opetate efficiently. with little operating disruptions during the operating season.
Proposer. will provide. routine operating inspection(s) to. check system performance i in
-accordance with a program.of standard routines as.determined by our experience, the
equipment. manufacturer's published. recommendations, equipment application, and
location. A detailed list of the tasks included .with.this service in the Equipment Tasking
section of this service agreement. This. service will focus on equipment operation, fluid
levels, opetating and safety controls, and ‘safe equipment operation.
Operating Inspection — Heating
This service will help to assure mechanical. equipment continues to operate efficiently,
safely.and.with little operating disruptions during the operating season. Proposer will
provide routine operating inspection(s) to check system: performance in accordance
with a program.of standard routines as determined by our experience, the equipment
manufacturer's published. recommendations, equipment application, and location. A
detailed list of the tasks included with this service.is.in the Equioment.Tasking section
of this service agreement (see Page 9). This service will focus on.equipment operation,
fluid levels, operating and safety controls, and safe equipment operation...
17

Operating Inspection - Cooling
This service will help to.assure mechanical equipment continues to. ‘operate efficiently,
safely. and.with little operating disruptions during the operating season. Proposer will
provide routine. operating inspection(s) to check system performance in. accordance
with.a program of standard routines as determined by.our experience, the equipment
manufacturer's published recommendations, equipment application, and location. This
service will focus on equipment operation, fluid levels, operating and safety controls,
ocand safe equipment operation:
Equipment Tasking
“The. following tasks. listed herein for each equipment type will -be ‘performed at.the
intervals planned. These tasks.are. designed to. place. the. equipment. into. prime
Operating Condition so. that: the equipment | will. -operate- effectively, reliably, ‘and
eficiently. 
:
| 
18

Town of Waterford
MUNICIPAL HVAC :
—actunicre EQUIPMENT& =
LOCATIONS
19:

HVAC SYSTEMS LOCATIONS
: 
: 
SQUARE:
: 
BUILDING AGILITY _ 
ADDRESS 
.. 
FOOTAGE 
|
Town Hall 
15 Rope Ferry Rd 
32,000
Community Center (Comm center 
& Parks) 
|.24 Rope Ferry Rd 
32,000
Police Department 
ao 
41 Avery Lane 
28,000
| Emergency Operations Center 
41 Avery Lane 
— 
9.500
Youth & Family Services 
200 Boston Post road 
3,200
Municipal Complex 
1000 Hartford Turnpike 
oe
| Library 
49 Rope Ferry Rd 
17,500
HVAC Equipment and Locations 
—
Communication Towers _
~ Address 
1 
Configuration 
- Brand 
Model # 
Location 
| QTY
-51 Daniels. Rd 
Package Unit 
- Bard 
WA372 
Outside | 
2
(Pk=Nemis Code) 
- 
WL372- 
a 
pe
-85 Miner-Ln 
Package Unit 
Bard 
WA372 
Outside: 
2
_ 
(Pk=Nemis Code) 
: 
WA372- 
ce 
/
36 South 
| 
Package Unit 
Bard | WA372 | Outside 
| 
2
-Barlett Rd 
(Pk=Nemis Code) 
: 
WL372.
Fargo Rd 
Package Unit. | Bard | WA602 | Outside | 2
-(Pk=Nemis.Code) 
WL602
20

Emergency Operations Center
room
Equipmenti.D |" Configuration 
«Make - 
Model Number | Service Cycle
Location 
i 
ean
(1) RTU Heat/ | Packaged Units 
TBD: 
TBD. 
4
Cool 
: 
: 
: 
:
Ductless, Split 
Split system 
Mitsubishi 
TBD 
A
System 
ee 
:
Police Department
Equipment 
LD. |" Configuration 
|. Make 
+. Model Number 
Service Cycle
Location - 
Reese 
eee 
:
Chiller 
= Air Cooled 
Carrier 
30RAPO555FAFSF. 
2
: 
: 
<Packaged 
|. 
: 
:
‘Air Handlers 
Package 
Carrier: 
39NM17D020VS322XG 
4
Circ Pumps 
Base mount 
B&G 
: 
TBD 
: 
2
Community Center
Equipment !.D°} Configuration 
Make 
“Model Number 
Service
Location 
: 
‘ 
: 
“Cycle
(2).Trane air 
M Series 
Trane 
Various 
4
handlers 
ee 
:
Basement
& Mezz 
Bee 
: 
: 
:
Chiller. 
Package Air 
Trane 
RTAA1254XQ01A03D1HBDE. 
2
aati 
~ 
Cooled 
S 
au 
: 
: 
‘
Ductless Split 1T: [> Split Systems 
Mitsubishi 
‘TBD 
4
21

Municipal Complex.
Eo pment LD 
Configuration 
Make 
Model Number |. Service Cycle
ocation 
: 
: 
: 
: 
:
Ductless Split 
Split System 
Mitsubishi 
PUYA18NKA7. 
4
System Raot/ 
:
Jndoor 
. 
:
‘Make up Air-unit. |: Package gas fired 
Greenshank 
PVF350.- 
2
Roof 
: 
Benen 
S
Rooftop (2) 
Package gas/elec 
Trane 
YSC036 
4
Heat/cool Roof 
: 
: 
:
Rooftop. (1) 
Package gas/elec 
Trane 
YSC048 
4
Heat/cool Roof. 
: 
:
Library
Equipment 1.D 
Configuration 
Make 
= 
“Model Number | Service Cycle
Location 
: 
: 
ee 
2
(3). Oil 
Oil Fired 
International 
TBD 
2
Furnace 
Pe 
:
bsmt 
eemeonas 
: 
Ease
(4) Oil 
» Oil Fired. 
‘Jackson church 
TBD 
2
Furnace 
: 
aes
<= -bsmt- 
+ 
: 
:
RTU Roof. 
Package Oil 
Jackson church 
—K3823 
4
: 
: 
fired/elec. 
: 
: 
: 
ae 
:
‘RTU Roof 
Package cooling 
‘Lennox 
CHA16-2753-3Y 
2:
: 
“unit 
: 
: 
;
Ductless Split 
Split systems 
-Mitsubishi 
Various 
2
“Systems (4) 
i 
aaa
Town Hall 
_
Equipment 
|-D | Configuration’: 
» Make 
Model Number. - 
Service 
©
Location 
: 
: 
ae 
Cycle
(2)Trane 
~ Packaged Units 
Trane. 
“PVG300 
4
‘Heat/cooi 
: 
: 
: 
:
RTU's. 
i 
:
(2) Ductless. . | Split Systems. 
Mitsubishi 
POYA630NHA3 | 
4
“Split
22

Youth Services 
-
UNIT.
Equipment 1.D 
Configuration 
Make 
Model._Number: | Service Cycle
Location cee 
: 
;
(5) Ductless Split 
|. Split Systems 
Mitsubishi 
PKFEY-P18NHMU- 
2
(2) OUTDOOR...) Packaged ‘Units: 
° 
Mitsubishi 
PURY-HPS6TKMU-. 
4
UNIT 
aoe 
: 
= 
; 
A-H
(1) OUTDOOR 
Packaged Unit 
Mitsubishi 
38YCB018310 
2
23

Boiler Equipment and Locations
Youth Services
Manufacturer
- Use 
“Serial Number 
Year Built 
© 
Location
Hot Water 
: 
i 
=14347A031147 
State Industries 
2014-2 
BASEMENT.
Supply/Service 
: 
EEE 
PETS 
i 
7
Municipal Complex
Use 
» 
Serial Number 
Manufacturer 
Year Built 
Location
Hot Water 
2012118717505 
‘State Industries 
2020 
‘Custodial Closet
Supply/Service. 
: 
i
Hot Water 
State Industries 
2020 
Mechanics Bay
Supply/Service 
5 
f 
ed
Hot Water 
202117713588 
State Industries 
2020 
WPCA Maint Room
i} 
Supply/Service
~ 
Town Hall
: 
Use 
Serial Number 
Manufacturer 
Year Built 
Location
Hot Water. 
61132342 
PViIndustries 
2011 
New Mechanical Room 
©”
‘Supply/Service 
i 
; 
i 
i 
y
Hot Water: 
0611432340 
PVI Industries 
2014 
Mechanical Room
Supply/Service 
y
Library
Use 
Serial Number 
‘Manufacturer 
Year Built 
Location
Hot Water 
A241612947, 
2g 
RHEEM 
: 
2016 
Basement
Supply/Service 
: 
g 
g
24

Emergency Operations Center
Serial Number
Year Built
Use . 
Manufacturer 
Location
Hot Water « 
CP5731472 
Weil-McLain 
2009 
BOILER ROOM
Supply/Service 
: 
4
Hot Water 
GP573984 
Weil-McLain 
2009 
BOILER. ROOM.
Supply/Service 
7
Police Department.
Use 
Serial Number : 
Manufacturer 
Year Built 
Location
Hot Water/ Heating 
49HE-6-114094 
EAS 
SMITH 
+2012 
Mech ‘Rm 94.
Hot Water 
4825A007548 
State Industries 
2016 
Mech Rm 94
Supply/Service 
i 
Q 
2
25