Date-6/13/2024 RFP Number-24-18
Project Name -Garvin Elementary School and Cumberland High school ductless splits for classroom in the High school and nurses office space at Garvin Elementary School
Opening Date , Time and Place -June 24th -9:00 AM Cumberland School District Business Office 2602 Mendon Road Cumberland, Rhode Island 02864
Pre-Bid / Proposal Conference-6/18- Recommended but not mandatory - 8:30 AM- at Garvin Elementary School- 1364 Diamond Hill road Cumberland Rhode island 02864, Cumberland High School to immediately follow- 2600 Mendon Road Cumberland RI 02864
For issues call Will DeJesus -401-376-9928
Project Summary-The Cumberland School department is looking for a licensed contractor to install ductless split units for the nurses office at garvin elementary School along with two classroom spaces at the cumberland high school transition building.
Proposals must be mailed or hand delivered in a sealed envelope marked with the above RFP number and project name to:
Cumberland School Department Business office
2602 Mendon Road
Cumberland Rhode Island 02864
The Cumberland School Committee reserves the right to award on the basis of cost alone,
accept or reject any or all bids, and to act in its best interest including, but not limited to, directly negotiating with any vendor who submits a proposal in response to this RFP and to award a contract for collection services based upon the results of those negotiations alone. Proposals found to be technically or substantially nonresponsive at any point in the evaluation process will be rejected and not considered further. The Cumberland School Committee may, at its sole option, elect to require presentations(s) by bidders clearly in consideration for award.
Timothy McGrath Joyce Bonner
Director of Finance Purchasing Clerk
Cumberland School Department
This is a Request for Proposals, not an Invitation for bid. Responses will be evaluated on the basis of the relative merits of the proposal, in addition to price.
INSTRUCTIONS AND NOTIFICATIONS TO BIDDERS
• Potential bidders are advised to review all sections of this request carefully and to follow instructions completely as failure to make a complete submission as described herein may result in rejection of the proposal.
• All costs associated with developing or submitting a proposal in response to this request, or to provide oral or written clarification of its content shall be borne by the bidder. The Cumberland School Department assumes no responsibility for these costs.
• Proposals are considered to be irrevocable for a period of not less than sixty (60) days following the opening date, and may not be withdrawn, except with the express written permission of the Cumberland School Committee.
• All pricing submitted will be considered to be firm and fixed unless otherwise indicated herein.
. • Proposals misdirected to other School Department locations or which are otherwise not received by the Business Office by the time of opening for any cause, will be deemed late and will not be considered. For the purposes of this requirement, the official time and date shall be that of the time clock in the Cumberland School Department Business office.
• It is intended that an award pursuant to this request will be made to a prime contractor, who will assume responsibility for all aspects of the work. Joint venture and cooperative proposals will not be considered, but subcontracts are permitted, provided that their use is clearly indicated in the bidder's proposal, and the subcontractor(s) proposed to be used are identified in the proposal.
• Bidders are advised that all materials submitted to the Cumberland School Department for consideration in response to this Request for Proposals shall be considered to be public records as defined in Title 38 Chapter 2 of the Rhode Island General Laws, without exception, and may be released for inspection immediately upon request once an award has been made.
BID / RFP SPECIFICATION SHEET
Project Name -Garvin Elementary school/ Cumberland High School Ductless HVAC system Install
Project Number: 24-18
Prepared by: Timothy McGrath- Director of Finance
Joyce Bonner- Purchasing Clerk
All bids and/or proposal specifications are subject to and governed by the Cumberland School Department Rules and Regulations and General Terms and Conditions of Purchase.
Contents:
1.0- Overview
2.0- Scope of Work
3.0- Proposal Content and Organization
4.0- Evaluation Criteria
5.0 Miscellaneous
1.0 Overview
The Cumberland School Department is seeking a company (“Contractor” or “Vendor”), to install ductless HVAC systems in the nurse's office at Garvin elementary school along with two class room spaces at the Cumberland High School Transition building
2.0 Scope of Work
Cumberland High School
- Install ductless split
- Crane to raise new condensers on roof- 4-ton and 3-ton
- Install two 2-ton wall mount heads for classroom- old ladies locker room
- Connect to 4-ton condenser on roof
- Pressure test system
- Vacuum to 500 microns and charge accordingly
- Repeat steps for 3-ton unit- old boys locker room
- 3-ton unit will have a single 3-ton wall mount evaporator
- Start systems and confirm they are working correctly
Garvin Elementary school
- Install ductless split
- Mount condenser on stand on ground
- Hang wall mount heads in designated area
- Supply and install new line sets
- Install condensate lines
- Pressure test system
- Vacuum to 500 microns and charge with new refrigerant
- Start up unit and confirm it is working correctly
3.0 Proposal Content and Organization
Pricing must include all costs as specified in Section 2.0 – Scope of Work. Interested parties shall submit a proposal with indicated specs along with pricing to be considered responsive. Proposals shall be sealed with the RFP number on the envelope and delivered to the CSD business office by the deadline specified.
4.0 Evaluation Criteria
The Cumberland School Department reserves the right to award on the basis of cost alone, accept or reject any or all proposals, and to otherwise act in its best interest including, but not limited to, directly negotiating with any bidder who submits a proposal in response to this RFP and to award a contract for these services based upon the results of those negotiations alone. Proposals found to be technically or substantially non-responsive at any point in the evaluation process will be rejected and not considered further. The Cumberland School Committee may elect to require presentations(s) by bidders in consideration for award.
Proposals will be evaluated in two (2) phases:
1. The first phase is an initial review to determine if the proposal, as submitted, is complete. To be complete, a proposal must meet all the requirements of this RFP.
2. The second phase is an in-depth analysis and review based on criteria below and their associated weights.
Evaluation Criteria Importance
Ability to Meet Specifications 30%
Price 70%
5.0 Miscellaneous
The Cumberland School Department reserves the right to renegotiate the terms of this RFP and any resulting contract with the selected vendor for subsequent years provided it agrees to the negotiated contract terms for the renewal period. The CSD reserves the right to cancel an agreement with the Vendor with thirty (30) days written notice and to award the contract to the next highest evaluated bidder.The payment and performance of any obligations under this RFP and any resulting contract are subject to the availability of funds.
