Crabaugh Hall HVAC Renovation Air Handler RFP 21-071 ...

Crabaugh Hall HVAC Renovation

Air Handler

RFP 21-071 Request for Proposal Russellville, Arkansas

9/10/2021

Prepared by

ATU Project No. RFP 21-071

BE Project No. ATU-001

17200 Chenal Pkwy. Suite 300, PMB 324 Little Rock, Arkansas 72223

501-448-0100 www.BrownEngineers.net

Table of Contents

Standard Terms and Conditions .................................................................................................................... 1

00010 - Solicitation for Proposals ................................................................................................................. 6

00030 - Authorized Signature Representing Proposing Company ............................................................... 7

00050 - Vendor Reply.................................................................................................................................... 8

00070 - Proposal Form .................................................................................................................................. 9

00090 - Schedule of Events ......................................................................................................................... 11

00100 - General Information for Bidders .................................................................................................... 12

00200 - Other Contractual Matters ............................................................................................................ 18

00300 - Supplemental General Conditions ................................................................................................. 19

00400 - Equipment Specifications – Air Handler ........................................................................................ 25

00500 – Air Handler Scheduled Maintenance Specification ....................................................................... 32

00510 – Air Handler Scheduled Maintenance Requirements .................................................................... 36

00600 – Drawings........................................................................................................................................ 37

RFP 21-071 Request for Proposal Page 1

Standard Terms and Conditions

1. GENERAL: Any special terms and conditions included in the Invitation for Bid override these standard terms and conditions. The standard terms and conditions along with any special terms and conditions become part of any contract entered in to pursuant to acceptance by the Arkansas Tech University (ATU) any or all parts of a bid response.

2. ACCEPTANCE AND REJECTION: The ATU reserves the right to accept or reject all or any and all bids. Furthermore, the University reserves the right to waive minor technicalities and to award the bid to best serve the interests of the University and the State.

3. CERTIFICATION: By submission of a bid response, the bidder certifies that he has read all standard terms and conditions and any special terms and conditions included in the Invitation for Bid and that the bid submitted is in accordance therewith.

4. BID SUBMISSION: Bids must be submitted to Brown Engineers on the Invitation for Bid form, with attachments when necessary, on or before the date and time specified for bid opening. Failure to use and submit the Invitation for Bid form may result in rejection of the bid. The envelope should be completely and properly identified with the bid number and the bid opening date and time. Late bids will not be considered under any circumstances.

The bid must be typed or printed in ink. Failure to sign the bid where indicated or to not sign the bid in ink will disqualify it. The person signing the bid should show title or authority to bind his firm in a contract.

In responses to an invitation for bid or a request for proposal, your response in no way commits ATU to pay any costs incurred in the preparation of that bid or response.

5. NO BID: If not submitting a bid the bidder should respond by marking ‘No Bid” on the front of the Invitation for Bid form and explaining the reason on the front as well. The bidder should then return the form in an envelope to the ATU Procurement Department on or before the bid opening date and time.

6. PRICES: Bidders must quote FOB destination and must bid the unit price. In case of errors in extension, unit price shall govern. Prices are firm and thus, are not subject to escalation unless otherwise stated in the Invitation for Bid. Unless otherwise specified, the bid must be firm for acceptance for thirty (30) days from the bid opening date. “Discount from list” bids are not accepted unless requested in the bid invitation.

7. TYPE OF CONTRACT: There are two basic types of contracts awarded and/or administered by the ATU Procurement Department.

A Firm Contract is one entered for the purpose of obtaining a fixed number of commodities and/or services to be delivered immediately upon receipt of award or at such other time(s) in such quantities as delineated in the contract. Quantities stated on firm contracts are actual requirements of ATU on behalf of the ordering department.

A Term Contract is one entered for the purpose of obtaining an estimated number of commodities and/or services during a definite period of time. The estimate quantities in the Invitation for Bid are not guaranteed, and ATU may order more or less than the estimated quantity during the contract period. Contract award will be made through


issuance of a University purchase order which will indicate the estimated quantities to be ordered along with the dollar expenditures. However, the Contractor is to make actual delivery only after receipt of a purchase order which will reference the purchase order number and will request a specific number of commodities and/or services

8. BRAND NAME REFERENCES: Any catalog brand name or manufacturer’s reference used in the bid invitation is descriptive only, not restrictive, and is used only to indicate desirable type and quality. Bids on brands of like nature and quality will be considered. If bidding on other than referenced specifications, the bidder must show on the Invitation for Bid the manufacturer, brand or trade name, and any other descriptions and should include the manufacturer’s illustrations and complete descriptions of the product offered. The University reserves the right to determine whether an alternate offered equals and meets the standards of the item specified. The bidder may be required to submit additional descriptive material and information for the purpose of making a determination. By submission of a bid, the bidder guarantees that the product offered will meet or exceed specifications identified in the bid invitation. If the bidder takes no exception to specifications or reference data set forth in the bid invitation, he will be required to furnish the product accordingly as specified.

9. GUARANTY: All items bid shall be new or newly manufactured, in first class condition, of latest model and design, to include where applicable containers suitable for shipment and storage. The bidder hereby guarantees that everything furnished hereunder will be free from defects in design, workmanship and material and that, if sold by drawing or specification or sample, it will conform and will serve the function for which it was furnished. The bidder further guarantees that, if the items furnished hereunder are to be installed by the bidder, such items will function properly when installed. The bidder also guarantees that all applicable laws relating to construction, packaging, labeling, and registration have been complied with. The bidder’s obligations under this paragraph shall survive for a period of one (1) year from the date of delivery, unless otherwise specified herein.

10. SAMPLES: Samples or demonstrators, when requested, must be furnished free of expense to the University. If samples are not destroyed during reasonable examination, they will be returned to the bidder, if requested, within ten (10) days following the bid opening at the bidder’s expense. All demonstrators will be returned after reasonable examination. Each sample should be marked with the bidder’s name and address, bid number, and item number.

11. TESTING PROCEDURES FOR SPECIFICATIONS COMPLIANCE: Tests may be performed on samples or demonstrators submitted with the bid or on samples taken from regular shipment. In the event tested products fail to meet all conditions and requirements of the specification, the cost of the sample used and the reasonable cost of the testing shall be borne by contract vendor.

12. AMENDMENTS: A bid cannot be altered or amended after the bid opening except as permitted by regulation.

13. DELIVERY: The invitation for Bid should show the number of days to place a commodity in a designated University location under normal conditions, ATU Procurement reserves


the right to extend delivery on an awarded contract if reasons appear valid. If the delay is not acceptable, ATU may buy elsewhere, and any additional cost will be borne by the contract vendor.

No substitutions or cancellations are permitted without written approval of the ATU Procurement Department. Delivery should be made during normal work hours 8:00 a.m. to 5:00 p.m. (CST) Central Standard Time. Packing memoranda should be enclosed with each shipment. Vendor must include the cost and responsibility for inside delivery.

14. STORAGE: Installing contractor (to be selected by separate bid) will be responsible for storage of equipment if the contractor delivers within the time required and ATU cannot accept delivery.

15. DEFAULT: All commodities furnished will be subject to inspection and acceptance by ATU after delivery. For those defaults due to backorders, promised delivery, quality problems, late delivery, warranty performance, or other factors within the control of the vendor, the Agency Procurement Official (APO) will notify the bidder of the default. If, after notification of default, and the bidder fails to remedy the situation in the time specified, the APO, in order to achieve the greatest economy for ATU, may at its option, cancel a contract or any portion thereof and reasonably purchase the commodity elsewhere and charge full increase of cost, if any, to the defaulting contractor. The contractor must give written notice of default issues to the APO and the corrective action being taken to remedy the situation.

Consistent failure to meet delivery without a valid reason may result in removal from the bidders’ list or suspension of eligibility for award. In order to achieve the greatest economy, ATU may at it’s option, choose the next qualified bidder as determined through the evaluation process, re-advertise for bids, negotiate a purchase, or complete any other action consistent with the procurement laws.

16. VARIATION IN QUANTITY: ATU assumes no liability for commodities produced, processed, or shipped in excess of those quantities specified on the ATU purchase order. The University will accept no “free” items or items that are not expressly requested on the face of the purchase order.

17. INVOICING: The contract vendor shall be paid upon completion of all the following (1) submission of an original and two copies of a properly itemized invoice showing both the bid number and purchase order numbers (2) delivery and acceptance of all commodities, and (3) proper and legal processing of the invoice by all necessary state agencies. Invoices must be sent to the ATU Accounts Payable Department, Browning Suite 302, 1505 N Boulder Avenue, Russellville, AR 72801.

18. STATE PROPERTY: Any specifications, drawings, technical information, dies, cuts, negatives, positive, data, or any other commodity furnished to the contractor hereunder or in contemplation hereof or developed by the contractor for use hereunder shall remain property of ATU and the State and shall be kept confidential, used only as expressly authorized, and returned to ATU at the contractor’s expense. Commodities must be properly identified by description when returned. Payment shall be withheld pending receipt of the same.


19. PATENTS OR COPYRIGHTS: The contract vendor agrees to indemnify and hold the ATU harmless from all claims, damages, and costs, including attorney’s fees, arising from infringement of patents or copyrights.

20. ASSIGNMENTS: Any contract entered into pursuant to the Invitation for Bid is not assignable nor the duties thereunder delegable by either party without the written consent of the other party of the contract.

21. OTHER REMEDIES: In addition to the remedies outlined herein the contractor and the ATU have the right to pursue any other remedy permitted by law or in equity.

22. LACK OF FUNDS: ATU may cancel a contract to the extent funds are no longer available for expenditures under said contract. Any delivered but unpaid goods will be returned in normal condition to the contractor by the University. If the University is unable to return the commodities in normal condition and there are no funds legally available to pay for the goods the contractor may file claim with the Arkansas Claims Commission. If the contractor has provided services and there are no funds legally available to pay for the services, the contractor may file claim also.

23. DISCRIMINATION: In order to comply with the provision of ACT 954 of 1977 relating to unfair employment practices, the bidder agrees as follows: (a) the bidder will not discriminate against any employee or applicant for employment because of race, sex, color, age, religion, handicap, or national origin; (b) in all solicitations, or advertisements for employees, the bidder will state that all qualified applicants will receive consideration without regard to race, color, sex, age, religion, handicap, or national origin; (c) the bidder will furnish such relevant information and reports as requested by the Human Resources Commission for the purpose of determining compliance with the statue; (d) failure of the bidder to comply with the statute; and/or the rules and regulations promulgated thereunder and this nondiscrimination clause shall be deemed a breach of contract, and the contract may be cancelled, terminated, or suspended in whole or in part; (e) the bidder will include the provisions of items (a) through (d) in every subcontract so that such provisions will be binding upon such subcontractor or vendor.

24. IRS TAX CERTIFICATION INFORMATION: Arkansas Tech University is a State Institution. It is an organization described in the Internal Revenue Code 170(b)(1)(A)(V), in that it is described in code 170 (C)(1). The University also falls within Code 509(a)(1) in that it is an organization described in Code 170(b)(1)(A). The taxpayer ID # 71-6014834

No other IRS certification will be agreed to or stated by the University.

25. ANTITRUST ASSIGNMENT: As part of the consideration for entering into any contract pursuant to the Invitation for Bid acting herein by the authorized individual, its duly authorized agent, hereby assign, sells and transfers to the ATU all rights, title, and interest in and to all causes of action it may have under the antitrust laws of the United States or this State for price fixing, which causes of action have accrued prior to the date of this assignment and which relate solely to the particular goods or services purchased or produced by the ATU pursuant to this contract

26. MINORITY BUSINESS POLICY: It is the policy of the State of Arkansas that Minority Business Enterprises shall have the maximum opportunity to participate in the State


Purchasing Process. Therefore, the State of Arkansas encourages all Minority Businesses to compete for, win, and receive contracts for goods, services, and construction. The State also encourages all companies to subcontract portions of any State contract to Minority Business Enterprises.

27. PROHIBITION ON CONTRACTING WITH ENTITIES THAT BOYCOTT ISRAEL: In accordance with Ark. Code Ann. § 25-1-503, Vendor hereby certifies to college that Vendor (a) is not currently engaged in a boycott of Israel and (b) agrees for the duration of this agreement not to engage in a boycott of Israel. A breach of this certification will be considered a material breach of contract. In the event that Vendor breaches this certification, college may immediately terminate this agreement without penalty or further obligation and exercise any rights and remedies available to it by law or in equity.


00010 - Solicitation for Proposals

You are invited to submit proposals to furnish an Air Handler for the HVAC Renovation for Crabaugh Hall project for the Board of Trustees of Arkansas Tech University acting for Arkansas Tech University (ATU), hereinafter termed Owner. The proposals shall be on a lump sum basis.

Proposals must be submitted on copy of the proposal form provided in this Request for Proposal document.

A complete Proposal Request set (electronic) may be obtained, at the office of Brown Engineers, LLC at (501) 448-0100 ext. 117 or [email protected]. Questions regarding the RFP shall be emailed to Jessica Holloway at [email protected].

Suppliers will be furnished one (1) set of electronic Contract Documents.

Obtaining contract documents through any source other than the Design Professional listed above, or her representative(s) is not advisable due to the risks of receiving incomplete or inaccurate information, and the proposer runs the risk of basing proposer’s proposal on such information. The documents obtained through the Engineer, or her representative(s) are considered the official version and take precedence if any discrepancies occur.

Suppliers are hereby notified that any proposer who desires to enter into Contract for this work must comply with disclosure requirements pursuant to Governor Executive Order 98-04. Submission to the Owner of completed Disclosure forms will be a condition of the Contract. The Owner cannot enter into any contract, which does not obligate the contractor to require the submission of Disclosure forms for subcontractors.

This invitation does not commit the Owner to pay any cost incurred in the preparation of proposals.

The Owner and the General Contractor each reserve the right to reject any and all proposals, and to waive any formalities.

Pursuant to Ark. Code Ann. § 22-9-203, the State encourages all small and minority business enterprises to submit proposals for capital improvements. Encouragement is also made to all general contractors that in the event they subcontract portions of their work, consideration be given to the identified groups.

mailto:[email protected]


00030 - Authorized Signature Representing Proposing Company

Signature ____________________________________________________

Name ____________________________________________________

Title ____________________________________________________

Company ____________________________________________________

Address ____________________________________________________

____________________________________________________

City / State / Zip Code

Telephone (______)_____________________________________________

Fax (______)______________________________________________

E-Mail ______________________________________________________

Date ______________________________________________________


00050 - Vendor Reply

VENDOR: PLEASE COMPLETE, DATE, SIGN AND RETURN TO THE OFFICE BELOW ON OR BEFORE 09/21/21:

WE DO_________DO NOT__________ Intend to bid this solicitation: we are not bidding because we;

DO NOT________ Presently have available adequate resources

DO NOT________ Regularly supply the requested services/equipment

CANNOT_______ Meet the required delivery/schedule

FOLD HERE AND SEAL

________________________________________________________________________

VENDOR COMMENTS:___________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________________________________________________

COMPANY NAME:_______________________________________________________

ADDRESS:_____________________________________TITLE___________________

ZIP:_____________PHONE_____________________DATE______________________

Jessica Holloway, APO, Director Business Services , Arkansas Tech University, Young Building, 203 West O Street, Russellville, AR 72801, (479) 968-0269.

NOTE: Bidders not submitting letters of intent to bid or the Vendor Reply Form are advised that they may not receive subsequent information relating to this proposal.


00070 - Proposal Form

Proposal of

(Hereinafter called “Supplier”) corporation, organized and existing under the laws of the state of partnership, or an individual doing business as .

To: Jessica Holloway, APO, Director Business Services Young Building, 203 West O Street Russellville, AR 72801

Suppliers:

The Supplier, in compliance with your Request for Proposal to purchase equipment for Arkansas Tech University, having examined the Request for Proposals and being familiar with all conditions of these documents, hereby proposes to furnish equipment and services in accordance with the Request for Proposal, within the time set forth therein, and at the prices stated below.

Supplier acknowledges receipt of the following Addenda:

Base Equipment Price – Air Handler:

Supplier agrees to furnish one Air Handler (including start-up assistance, the first year warranty, and preventive maintenance through the date of Project Acceptance) as described in the Request for Proposal for the total sum of:

Dollars ($ )

Sales Tax – Base Equipment Price - Air Handler:

Dollars ($ )

Pre-Payment Discount Price – Air Handler:

Supplier agrees to provide a dollar ($) discount for the product and services if the Owner elects to prepay for the products. The prepayment discount offered is:

Dollars ($ )

Scheduled Maintenance Price – Air Handler:

Supplier agrees to furnish Scheduled Maintenance for the Air Handler as described in the Request for Proposal during the first year of equipment operation after date of acceptance for the total annual sum of:

Dollars ($ )


The sum will be increased each year thereafter by not more than the annual percentage amount of:

Percent ( %)

Delivery Date – Air Handler:

Supplier agrees to deliver the equipment to the site at the earliest date of:

Supplier understands that the Owner reserves the right to reject any or all Proposals and to waive any formalities in the Proposals.

(Seal if by corporation) Respectfully submitted,

Business Address Supplier

Date: , 2021 By:

Signature: Title:


00090 - Schedule of Events

Event Date

RELEASE OF REQUEST FOR PROPOSAL September 5, 2021

DEADLINE FOR RECEIPT OF QUESTIONS September 15, 2021

DEADLINE FOR RECEIVING REQUEST FOR PROPOSAL AND OPENING DATE

2:00 CST Sept 21, 2021

EVALUATION PERIOD Sept 22- Sept 29, 2021

NOTIFICATION OF INTENT TO AWARD Sept 30, 2021


00100 - General Information for Bidders

1.00 INTRODUCTION

It is the intent of the Arkansas Tech University to contract with a single vendor for the purchase of an Air Handler as shown on the included specification and drawing for Crabaugh Hall, no installation required.

1.01 RESERVATION

This invitation does not commit ATU to pay any cost incurred in the preparation of bids. Further, ATU reserves the right to accept or reject any or all bids or any part of a proposal.

1.02 PROPRIETARY INFORMATION

All proposal information, application, briefs, sales brochures, etc. will become the property of ATU when submitted in response to this RFP. All proposal documents submitted by the bidder shall be available for inspection after the bid opening, at the appropriate time.

Bidder should carefully mark each page that is considered proprietary so that it can clearly be identified as such.

1.03 CLARIFICATION

All questions concerning this RFP must be addressed to Jessica Holloway, APO, Director Business Services, Arkansas Tech University, Young Building, 203 West O Street, Russellville, AR 72801, (479) 968-0269. Bidders are advised to read all information provided, supply all information requested, and note any variance to these specifications in written form with the submission of their response.

The Request for Proposal (RFP) is issued by the Office of Procurement for ATU. The Procurement Official is the sole point of contact for the university. There shall be no other point of contact throughout this phase of the process but through Jessica Holloway or designee.

1.04 PROPOSAL OPENING DATE AND LOCATION

To be considered, sealed, signed, written bids must be received by ATU Procurement no later than the time and date as listed on the cover page of this RFP. Late responses, responses enroute, those left at locations or other than the Office of Procurement by special carrier or other will not be considered if they are not in the Office of Procurement by or before the time as indicated on the front of the RFP document as Proposal Opening Date and Time.

1.05 CONDITIONS AND TERMS OF PROPOSAL

If the bidder submits standard terms and conditions with the proposal, and if any of those terms and conditions are in conflict with the laws of the State of Arkansas, the State laws shall govern. Standard terms and conditions submitted may need to be altered to adequately reflect all of the conditions of this invitation, the bidder’s responses and Arkansas State law.

1.06 INVOICE

Payment will be paid to the bidder by ATU thirty (30) days after approval by the requesting department and receipt of invoice. Invoice in triplicate must be sent to the Arkansas Tech University. You must


indicate on the invoice the purchase order number you received prior to commencing service. Invoices should be sent to:

Jessica Holloway, APO, Director Business Services Young Building, 203 West O Street Russellville, AR 72801

1.07 BID IDENTIFICATION

Response envelopes should be filled out to indicate RFP number and the name of the bidder including the date of the proposal opening and time.

1.08 OTHER AGREEMENTS

There are no other contractual agreements other than what is stated and agreed to between ATU, and the successful contractor in this RFP.

1.09 BID SUBMISSION

Bidders must submit one (1) signed, one (1) electronic copy and one (1) complete copy; of their proposal, with five (5) total of the appropriate number of referenced and descriptive literature to accompany each set. The “Original” shall be clearly identified. Prefer electronic copy on flash drive.

If the RFP does not result in ATU obtaining reasonable prices in the sole opinion of ATU, when considering all the price and cost factors associated with the service, ATU may opt to reject all bids or in the event time or economic considerations preclude re-solicitation of work or a reduced scope we may negotiate an adjustment of the bid price including changes in the bid requirements, with the bidder who has the lowest price bid, within the amount of the available funds. In the event that negotiations are necessary, a bidder may be determined to be non-responsive if the bidder and agency are unable to reach a negotiated adjustment, we may then opt to move to the next ranked bidder.

1.10 INDEPENDENT PRIME CONTRACTOR

It is mutually understood and agreed that it is the intent of ATU that an independent contractor relationship be established, under the terms and conditions of this RFP and the resulting contract with the successful bidder.

1.11 AWARD/ADMINISTRATION RESPONSIBILITY

The ATU Director of Business Services, APO will be responsible for award and other officials designated by ATU will be responsible for administration and contract compliance.

1.12 BUSINESS INTERRUPTIONS

If, because of riots, war, public emergency or calamity, fire, earthquake, Acts of God, governmental restriction, labor disturbance or strike, business operations at the described premises shall be interrupted or stopped, performance of the contract by the successful bidder, with the exception of monies already due and owing, shall be suspended or excused to the extent commensurate with such interfering occurrence.


1.13 CAUTION TO BIDDERS

During the time between the proposal opening and contract award, any contact concerning this RFP will be initiated by the issuing office or requesting entity and not the bidder. Specifically, the person(s) named herein will initiate all contact.

1. Bidder shall respond to each numbered paragraph of this RFP that requires a response stating first the paragraph number, the specification, then, the vendor’s response. To assure a thorough evaluation of each respondent’s proposal, bidder must address everything in the Selection Criteria Section of this RFP. Where it calls for explanation, each point shall be addressed summarily in written form with the bidder referencing first the section and the appropriate response.

2. The vendor must provide written, point-by-point narrative responses to each proposal requirement; simply stating “agreed” or “complies” is not acceptable, supplemental information, literature and other supporting materials that further explain or demonstrate the proposed service capabilities may also be included within the proposal response.

3. For a response to be considered, an official authorized to bind the bidder to a resultant contract must have signed the original and all copies of the proposal that are submitted.

4. All official documents and correspondence shall be included as part of the resultant contract.

5. The ATU Procurement Official reserves the right to award a contract or reject a proposal for any or all line items of a bid received as a result of this RFP, if it is in the best interest of ATU to do so. Bids shall be rejected for one or more reasons not limited to the following:

6. Failure of the bidder to submit his bid on or before the deadline established by the issuing office.

7. Failure of the bidder to respond to a requirement for oral/written clarification, presentation, or demonstration.

8. Failure to supply vendor references, or other information specifically requested as mandatory.

9. Failure to sign an Official Bid Document.

10. Failure to complete the Official Bid Price Sheet(s).

11. Any wording by the bidder in their response to the RFP, or in subsequent correspondence, which conflicts with or takes exception to a bid requirement in this RFP.

12. ATU may reject any and all bids if deemed in the best interest of ATU, and may reject a bid of any party who has breached any former contract with ATU. ATU also reserves the right to re-solicit proposals.

13. ATU reserves the right to waive any informalities in the proposals received and to negotiate minor exceptions, irregularities, or errors taken by bidder in this RFP. These errors may be corrected by the bidder involved provided that, in the judgment of the


Agency Procurement Official such action will not negate fair competition and will permit proper comparative evaluations of bids submitted.

14. Bidders are cautioned not to delete or make changes in provisions, terms or specifications of this RFP; as such changes may affect further consideration. ATU will reject any proposal which it deems does not meet the terms of the solicitation

15. Furnishing incorrect reference information or unsatisfactory references may lead to rejection of bidder’s response. This is at the sole discretion of ATU.

16. If this RFP does not result in ATU obtaining reasonable prices in the opinion of ATU, when considering all the price and cost factors associate with this service, ATU may opt to reject all proposals or in the event time or economic considerations preclude re-solicitation of work or a reduced scope we may negotiate an adjustment of the proposal price including changes in the proposal requirements, with the bidder who is responsive and responsible and who has the highest rating of the evaluation committee at this point to bring the proposal within the amount of the available funds. In the event that negotiations are necessary, a bidder may be determined to be non-responsive if the bidder and agency are unable to reach a negotiated adjustment, we may then opt to move to the next ranked proposer.

1.14 OTHER REQUIRED INFORMATION

1. Any statement in this document which contains the word “must” or “shall” means that compliance with the statement is mandatory, and failure by the bidder to comply with that statement shall cause the bid to be rejected.

2. Where the term “UNIVERSITY” (ATU) or “OWNER” is used, it shall Arkansas Tech University.

3. Where the term “CONTRACTOR” “VENDOR” or “BIDDER” is used, it shall mean individuals, firms or corporations responding to the RFP. The terms Proposal and Bids are used herein, synonymously.

4. NO PROPOSAL MAY BE WITHDRAWN AFTER THE SCHEDULED CLOSING TIME FOR RECEIPT FOR AT LEAST SIXTY (60) DAYS. All contract offers must remain valid for the same period of time unless otherwise stated.

5. A PROPOSAL FORWARDED WITHOUT ALL PAPERS ATTACHED – GENERAL CONDITIONS, SCHEDULE OF ITEMS, MANDATORY SUCH AS THE PROPOSAL SHEET, INSTRUCTIONS TO BIDDERS, REQUIREMENTS, SPECIFICATIONS, OR OTHER MATERIAL NECESSARY TO COMPLETELY DESCRIBE THE SERVICES QUOTED WILL BE CAUSE FOR REJECTION OF THE PROPOSAL BY ARKANSAS TECH UNIVERSITY.

6. Bidders should note the following regarding ATU’s contracting authority, and amend any documents accordingly. Failure to conform to these standards may result in rejection of bid.

7. ATU shall not contract with another party:

a. To indemnify, defend, or hold harmless any party any liability and damages.

b. Upon default, to pay all sums to become due under a contract.


c. To pay damages, legal expenses or other costs and expenses of any party.

d. To continue a contract once the services have been cancelled.

e. To conduct litigation in a place other than Pulaski County, Arkansas.

f. To agree to any provision of a contract which violates the law or Constitution of the State of Arkansas

8. A party wishing to contract with ATU must:

a. Remove any language from its contract which grants to it any remedies other than:

b. The right to accrued payments.

c. The right to recover only amounts due at the time of cessation of services.

d. Include in its contract that the laws of the State of Arkansas govern the contract.

e. Acknowledge in its contract that contracts become effective when awarded by the ATU Agency Procurement Official.

1.15 BIDS/PROPOSAL FORMATS

Bid marked “ATU” are formal bids and must be received in sealed packaging and clearly marked with the proposal number, date and opening time as listed on the front of this RFP. “ATU” bids cannot be faxed or hand delivered unsealed as they will not be considered.

Multiple and Alternate Bid Packages – There will be no alternative bid packages. Only one Request for Proposal response shall be accepted.

1.16 OPENING OF PROPOSALS

All bids and proposals shall be for public opening. Proposals shall not be subject to public review until after the committee has completed its’ work. The opening will serve only to open, read and tabulate the proposal price of each. No discussion will be entered into with any vendor as to the quality or provisions of the specifications and no award will be made either stated or implied at the proposal opening.

1.17 ERROR IN PROPOSAL

In case of error in the extension of prices in the proposal, the unit price will govern. Proposals, modification or corrections thereof received after the closing time specified will not be considered.

1.18 PROPOSAL PROTEST

In the case of protest associated with this RFP, the protest will be resolved by the Vice President of Administration and Finance and/or Director Business Services, APO, with the consultation of the Brown Engineer’s Engineer of Record.

1.19 ADDENDA

Any Addenda issued during the time of submission of Proposals, shall be covered in the Proposal and shall be made a part of the Purchase Order. The Supplier shall acknowledge receipt of each Addendum on the Proposal Forms in the designated location.


1.20 DISCLOSURE OF CONTRACTS OVER $25,000 – GOVERNOR’S EXECUTIVE ORDER 98-04

No contract for commodities or services greater than $25,000 and no discretionary grant greater than $25,000 shall be awarded, extended amended or renewed by an agency to any bidder who has not disclosed as required in this proposal with the exception of bidders in Sec 3D (emergencies) for goods and services for which disclosure may be obtained after purchase or service.

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant to the order, shall be a material breach of the terms of this contract. Any bidder, whether an individual, or entity, who fails to make the required disclosure or who violates any rule, regulation, or policy shall be subjected to all legal remedies available to the agency. DISCLOSURE FORM IS ATTACHED.

1.21 EQUAL OPPORTUNITY POLICY

ACT 215 (SB#1123) of 2005 of the Arkansas Legislature:

Each entity and person interested in contracting with the State (ATU) must include with its proposal response a copy of the company’s EQUAL OPPORTUNITY POLICY.

1.22 NOTIFICATION TO PROCEED

No delivery shall commence until successful bidder is in receipt of the approved purchase order as issued by ATU.


00200 - Other Contractual Matters

2.00 REMEDIES ON BREACH OF CONTRACT

In the event of any breach of contract by Contractor then in addition to any other remedies available to ATU at law or in equity, ATU may:

1. Continue the contract in effect and thereby be entitled to enforce all rights and remedies under the contract; or

2. Terminate the contract by providing written notice to Contractor of such intention and recover from Contractors any amount necessary to compensate ATU for all detriment negligently or willfully caused by Contractor's failure to perform its obligations under the contract.

2.01 INVALIDITY

The invalidity of any provision of the contract as determined by a court of competent jurisdiction shall in no way affect the validity of any other provision hereof.

2.02 WAIVER

No waiver of either party hereto of any provision of the contract shall be deemed a waiver of any other provision hereof or of any subsequent breach by such party of the same or any other provision. The failure of ATU to terminate the contract due to the Contractor's violation of its terms or conditions, or a waiver on the part of ATU of any violation by Contractor of any term or condition of the contract, shall not be considered a waiver of ATU's right to terminate the contract due to any subsequent violation of the same or other terms or conditions of the contract.

2.03 INDEMNIFICATION

Contractor shall indemnify, defend and hold harmless ATU, its officers, agents and employees from and against any claims, damages, expenses, including an amount equal to reasonable attorney's fees, or liabilities arising out of or in any way connected with this contract including, without limitation, claims, damages, expenses, or liabilities for loss or damage to any property, or for death or injury to any person or persons in proportion to the extent that such claims, damages, expenses, or liabilities arise from the negligence or willful acts of omissions of Contractor, its officers, agents, or employees.


00300 - Supplemental General Conditions

Selection Criteria:

1. General: Proposals will be evaluated based upon physical size, equipment cost, delivery date, energy efficiency, estimated maintenance cost, local service capabilities, equipment references, service organization references, compliance with the terms and conditions of the RFP, voluntary alternates, and other factors. The proposal or combination of proposals considered to be in the best interest of the Owner will be selected.

2. Scoring: Each proposal will be scored in the manner hereinafter described. The scoring criteria will include capital cost (inclusive of incremental installation costs), life cycle cost, extended warranty and scheduled maintenance cost, and equipment reliability and service references.

3. Criteria Weighting: The selection criteria will be weighted as indicated below:

4. Capital Cost – 15%. Score will be determined quantitatively by dividing the lowest proposal Capital Cost by specific proposal Capital Cost then multiplying by Criteria Weight. Example Calculation: Min (prop.1, prop. 2…prop N) / prop. 1 * 15.

5. Life Cycle Cost – 40%. Score will be determined quantitatively by dividing the lowest proposal Life Cycle Cost by specific proposal Life Cycle cost then multiplying by Criteria Weight. Example Calculation: Min (prop.1, prop. 2…prop N) / prop. 1 * 40.

6. Delivery Date – 20%. Score will be determined quantitatively by dividing the lowest proposal delivery duration by specific proposal delivery duration then multiplying by Criteria Weight. Example Calculation: Min (prop.1, prop. 2…prop N) / prop. 1 * 10.

7. Scheduled Maintenance Cost – 10%. Score will be determined quantitatively by dividing the lowest proposal Scheduled Maintenance Cost by specific proposal Scheduled Maintenance cost then multiplying by Criteria Weight. Example Calculation: Min (porp.1, prop. 2…prop N) / prop. 1 * 10.

8. Equipment Reliability – 7.5%. Score will be determined qualitatively based equipment references. Evaluations will not be limited to references provided in proposal.

9. Service References – 7.5%. Score will be determined qualitatively based service references. Evaluations will not be limited to references provided in proposal.

10. References: Each proposal shall include equipment and service organization references. A minimum of three (3) equipment references and three (3) service organization references shall be provided. Equipment and service organization references will be scored (0 to 100%) based upon the quantity of the references, applicability of the references (similarity of the equipment operated by the reference to the proposed equipment), and the quality of the reference (satisfaction level of the contact individual). In addition, the Owner may contact up to two (2) other Institutional Peers for their experiences with similar equipment.

11. Evaluation Process:


a. Proposals will be evaluated by the Engineer to verify compliance with the terms and conditions of the RFP.

b. Proposals determined to be in compliance with the terms and conditions of the RFP will be evaluated further.

c. The Engineer will develop estimates of incremental capital cost and life cycle costs for each proposal and combination of proposals.

d. The Engineer will contact each equipment reference and each service reference.

e. The Engineer will develop a summary of the proposals and combination of proposals. The Engineer will forward the summary to the Owner.

f. The Owner will consider the summary provided by Brown Engineers and score each proposal.

g. The Owner scoring will be tabulated. The proposal receiving the highest average score will be selected.

12. HVAC Renovation for Crabaugh Hall: The new Air Handler will be installed in the existing mechanical room at Crabaugh Hall. Refer to attached Drawing (Section 00600) that indicates physical constraints for installation and location of equipment. The Engineer for the project is Brown Engineers. The General Contractor and Mechanical Contractor under contract for the installation will be selected under separate competitive bid process. The Owner or his designee will be issuing the purchase orders for equipment purchase.

13. Exclusions, Clarifications, and Exceptions: Proposals shall be in strict accordance with the terms and conditions of the RFP as modified by Addenda. Exclusions, clarifications, and exceptions shall not be accepted and labeled non-responsive.

14. Purchasing Instructions for Air Handler: The Owner will receive proposals, select the Supplier, and issue a Purchase Order. The Contractor (selected by a separate competitive bid process) will be instructed by the project Contract Documents to install the Air Handler furnished by the selected Supplier in accordance with the terms and conditions of the Request for Proposals. The Contract Documents for the project will require the Contractor to accept full responsibility and coordinate equipment delivery, unload the equipment, and install the equipment for a complete and operable system. The selected contractor will provide the required insurance to cover the equipment after receipt of the equipment. (This will include but not limited to; builders risk, general liability performance and payment bonds, and other insurance or surety as required by the Owner).

15. Laws and Regulations: The selection and procurement of the equipment is subject to all applicable State laws, municipal ordinances, and rules and regulations of authorities having jurisdiction. Proposals shall be structured to comply with these requirements.

16. Form: Proposals shall be made on the form included in the RFP. Proposals shall be submitted in a sealed envelope. Each envelope shall be clearly marked to indicate the name of the Supplier and ATU Bid No.

17. Content: Each Proposal shall contain as a minimum the following information:


18. Performance Data: Performance data for the Air Handlers (refer to Section 00400 and 00500).

19. Preventative Maintenance Requirements: Detailed listing and description of the factory recommendations concerning scheduled (preventative) maintenance services.

20. Service Organization: Detailed information regarding the Service Organization, including an organizational chart

21. Equipment References: A complete list of references where equipment of similar configuration and capacity has been installed. The list shall include a complete description of the equipment that has been installed (capacity, electrical voltage, and design conditions), the dates that the equipment was installed and placed in operation, and contact information (name, telephone number, and email address of a person that is knowledgeable of the equipment application and performance).

22. Service References: A complete list of references for the Service Organization. The list shall include the name of the facility, description of the equipment being serviced, scope of services (preventative maintenance, comprehensive maintenance, etc.), and contact information (name, telephone number, and email address of a person that is knowledgeable of the equipment being serviced and the work of the Service Organization).

23. Each Supplier is required to submit a completed Proposal Form and completed LCCA worksheet.

24. Delivery of Proposals: Proposals shall be delivered by the time and to the place stipulated in the Request for Proposals. It is the sole responsibility of the Supplier to ensure that the Proposal or Proposals are received in proper time. Any Proposal received after the scheduled closing time for receipt of Proposals shall be returned to the Supplier unopened. Supplier shall provide 3 copies of submitted proposals.

25. Withdrawal: Any Supplier may withdraw their Proposal, either personally or by written request, at any time prior to the scheduled closing time for receipt of Proposals.

26. Interpretation of Documents: If any person contemplating submitting a Proposal is in doubt as to the true meaning of any part of the Request for Proposal or finds discrepancies or omissions they may submit, to ATU Office of Procurement, a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the documents will be made only by Addendum duly issued, and a copy of the Addendum will be mailed or delivered to each person receiving a Request for Proposal. The Owner will not be responsible for any other explanations or interpretations of the Request for Proposal.

27. Purchase Order and Delivery: It is anticipated that the successful Supplier (or Suppliers) will receive a Purchase Order for the selected equipment by not later than October 11, 2021. Expected delivery date of the Air Handler to the job site is by December 15, 2021. The submittal documents for the equipment shall be submitted by the Supplier to the Mechanical or General Contractor for processing and approval by not later than twenty-one (21) calendar days after the Purchase Order has been assigned to the Mechanical or


General Contractor. The Supplier shall determine the earliest delivery date. The Supplier shall be prepared and capable of making delivery to the site not later than the date stipulated on the Bid Form. All shipping and transportations of products purchased from the supplier shall be FOB destination/site, not FOB shipping point. Supplier shall commit in writing the expected lead times and delivery dates. Supplier shall not be responsible for damages for failure to make delivery in the event of strikes, fires, accidents and any other cause beyond the reasonable control of Supplier.

28. Sales Tax: Base Equipment Price shall exclude sales tax. Sales Tax of 9% shall be listed as a separate line item.

29. Payment Terms for Equipment: The Supplier or Suppliers shall receive full payment in the amount of the Base Proposal price within thirty (30) calendar days after the delivery of the equipment.

30. Price Escalation and Carrying Charges: The prices indicated on the Proposal Form should be inclusive of all required price escalation and carrying charges associated with the stipulated timing of the equipment purchase order, equipment delivery, Project Acceptance, and the specified partial payments. Provided that the actual dates of the equipment purchase order, equipment delivery, and Project Acceptance are not significantly different (within 30 days) from the stipulated dates, payments will be made at the stipulated amount and no adjustments for price escalation and / or carrying charges will be made. In the event that the actual dates are substantially different (more than 30 days) from the stipulated dates at no fault of the Supplier, the Supplier and the Owner will negotiate mutually acceptable adjustments to the payment amounts based upon an appropriate carrying charge (up to a maximum of 4.5% per annum).

31. Proposal Acceptance: Base and Alternate Proposal prices shall be valid until the date indicated for the receipt of a Purchase Order. Extended Warranty and Scheduled Maintenance Proposal prices shall be valid until the date of equipment delivery. It is understood that the prices for Extended Warranty and Scheduled Maintenance are conditional upon the Owner’s acceptance of the Supplier’s Base Proposal.

32. Project Acceptance for the Project: The date of Project Acceptance for the project shall be date on which the Engineer (Brown) and the Owner accept the project and approve the payment of final retainage to the General Contractor. The project schedule provides for Project Acceptance on or about April 15, 2022.

33. Failure to Receive a Purchase Order: In the event that the selected Supplier fails to receive a Purchase Order for the equipment prior to the date indicated above, the selected Supplier and the Owner shall be unconditionally released of all obligations. The Supplier and the Owner, however, may decide to proceed with the purchase based upon revised terms and conditions that are agreeable to both parties.

34. Prices: Refer to Proposal forms (Section 00070) for list of required prices. The Base Proposal prices shall include, preventative maintenance from the date of start-up to Project Acceptance, and first year warranty. The Owner reserves the right to accept the price for the Base Proposal and reject any or all of the other prices.

35. Price Escalation and Carrying Charges: The prices indicated on the Proposal Form should be inclusive of all required price escalation and carrying charges associated with


the stipulated timing of the equipment purchase order, equipment delivery, Project Acceptance, and the specified partial payments. Provided that the actual dates of the equipment purchase order, equipment delivery, and Project Acceptance are not significantly different (within 30 days) from the stipulated dates, payments will be made at the stipulated amount and no adjustments for price escalation and/or carrying charges will be made. In the event that the actual dates are substantially different (more than 30 days) from the stipulated dates at no fault of the Supplier, the Supplier and the Owner will negotiate mutually acceptable adjustments to the payment amounts based upon an appropriate carrying charge (up to a maximum of 4.5% per annum).

36. Termination of the Equipment Purchase by the Owner for Convenience: The Owner may elect to terminate the purchase of the equipment for convenience and without cause at any time. Upon receipt of written notice from the Owner of such termination, the Supplier shall immediately terminate all Purchase Orders and enter into no further Purchase Orders. If such termination for convenience occurs after the receipt of a Purchase Order by the Supplier, the Supplier shall be entitled to recover payment for proven loss associated with respect to submittal preparation, materials, labor, tools, and equipment including reasonable overhead, profit, and damages. If such termination for convenience occurs prior to the receipt of a Purchase Order, the Supplier shall not be entitled to recover payment for any type of loss or damage.

37. Termination of the Equipment Purchase by the Owner for Cause: The Owner may elect to terminate the purchase of the equipment for cause if the Supplier either (1) disregards laws, ordinances, or rules, regulations or orders of a public authority having jurisdiction or (2) is otherwise guilty of a substantial breach of a provision of the RFP. If the purchase is terminated by the Owner for cause, the Owner shall be entitled to recover payment from the Supplier for loss.

38. Termination of the Scheduled Maintenance Agreement: The Owner may elect to terminate the Scheduled Maintenance Agreement by providing ninety (90) days written notice to the Supplier. In the event of Termination, the Supplier will receive payment for services rendered prior to the Termination. The cost of the services rendered prior to Termination will be determined by pro rata allocation of the annual cost.

39. Shop Drawings, Submittal Documents, and Maintenance Manuals: The selected Supplier shall furnish to the Engineer and Owner electronic shop drawings, submittal documents and maintenance manuals (refer to Sections 00400 and 00500 for additional information). Submittal documents shall include the following;

40. Performance Data (refer to Drawing 00500 for additional information).

41. Installation Instructions: Detailed installation instructions regarding rigging, setting, foundations, structural supports, maintenance clearances, piping, power wiring, insulation requirements, and control wiring.

42. Ownership and Responsibility: The Supplier shall be responsible for all arrangements and costs associated with equipment including freight and insurance until the equipment is delivered to the project site and acceptance is signed by the Contractor’s representative. Place of delivery shall be the Arkansas Tech University, Russellville, AR. Equipment title shall pass to the Contractor at the place of delivery upon signed


acceptance by the Contractor’s representative (equipment is shipped "FOB Site"). Shipment “FOB Factory” with full freight allowed will not be acceptable. Supplier shall notify the Contractor and the designated representative of the Owner a minimum of forty-eight (48) hours prior to delivery. Contractor shall be responsible for coordinating the receipt and offloading of the equipment.


00400 - Equipment Specifications – Air Handler

SECTION 237313 – MODULAR AIR HANDLING UNIT – EARLY PROCUREMENT

PART 1 - GENERAL

1.01 SECTION INCLUDES

Design, performance criteria, and controls for Modular Air Handling Unit.

1.02 REFERENCES

A. AMCA Standard 99: Standards Handbook B. AMCA/ANSI Standard 204: Balance Quality and Vibration Levels for Fans C. AMCA Standard 210: Laboratory Methods of Testing Fans for Ratings D. AMCA Standard 300: Reverberant Room Method for Sound Testing of Fans E. AMCA Standard 500: Test Methods for Louvers, Dampers and Shutters F. AHRI Standard 410: Forced-Circulation Air-Cooling and Air-Heating Coil G. AHRI Standard 430: Performance Rating of Central Station Air-handling Unit Supply Fans H. ASHRAE Standard 52: Gravimetric and Dust Spot Procedures for Testing Air Cleaning

Devices Used in General Ventilation for Removing Particulate Matter I. ASHRAE/ANSI Standard 111: Practices for Measurement, Testing, Adjusting and Balancing

of Building Heating, Ventilation, Air-Conditioning and Refrigeration Systems J. ASTM A-525: Specification for General Requirements for Steel Sheet, Zinc-Coated

(Galvanized) by the Hot-Dip Process

1.03 SUBMITTALS

A. Submittals shall include the following: 1. Dimensioned plan and elevation view drawings, including motor starter and

control cabinets, required clearances, and location of all field connections. 2. Summary of all auxiliary utility requirements such as: electricity, water,

compressed air, etc. Summary shall indicate quality and quantity of each required utility.

3. Ladder type schematic drawing of the power and ancillary utility field hookup requirements, indicating all items that are furnished.

4. Manufacturer’s performance of each unit. Selection shall indicate, as a minimum, the following:

a. Input data used for selection. b. Model number of the unit. c. Net capacity. d. Rated load amp draw. e. Noise levels produced by equipment. f. Fan curves. g. Approximate unit shipping weight.


1.04 OPERATION AND MAINTENANCE DATA

A. Include data on design, inspection and procedures related to preventative maintenance. Operation and Maintenance manuals shall be submitted at the time of unit shipment.

1.05 QUALIFICATIONS

A. Manufacturer shall be a company specializing in the design and manufacture of commercial / industrial HVAC equipment. Manufacturer shall have been in production of HVAC equipment for a minimum of 5 years.

1.06 DELIVERY, STORAGE, AND HANDLING

A. Deliver, store, protect and handle products to site under the supervision of the owner.

1.07 SEQUENCING AND SCHEDULING

A. Coordinate work performed under this section with work performed under the separate installation contract.

1.08 WARRANTY

A. The complete unit shall be covered with a parts-only warranty for 18 months as a standard. The warranty period shall start on the date of equipment shipment.

PART 2 - PRODUCTS

2.01 ACCEPTABLE MANUFACTURERS

A. Subject to compliance with requirements, manufacturers offering equipment which may be incorporated in the work include, but are not limited to, the following:

1. VTS America 2. Daikin Applied 3. York 4. Trane 5. Carrier

2.02 GENERAL A. Furnish air handling units with construction features as specified below. The units shall

be provided in strict accordance with the specifications. All units shall be complete with all components and accessories as specified. Any exceptions must be clearly defined. The contractor shall be responsible for any additional expenses that may occur due to any exception made.


2.03 FACTORY TESTING AND QUALITY CONTROL A. Standard Factory Tests: The fans shall be factory run tested to ensure structural integrity

and proper RPM. All electrical circuits shall be tested to ensure correct operation before shipment of unit. Units shall pass quality control and be thoroughly cleaned prior to shipment.

2.04 UNIT CONSTRUCTION DESCRIPTION A. General: Provide factory-fabricated air handling units with capacity as indicated on the

schedule. Units shall have overall dimensions as indicated and fit into the space available with adequate clearance for service as determined by the Engineer. Units shall be completely assembled or multiple sectioned, shall be shipped as a single package (except where shipping limitations prevent) de-mounted into modular sections in the field by the contractor. Units shall be furnished with sufficient gasket and bolts for reassembly in the field by the contractor. Unit manufacturer shall provide certified ratings conforming to the latest edition of AMCA 210, 310, 500 and AHRI 410. All electrical components and assemblies shall comply with NEMA standards. Unit internal insulation must have a flame spread rating not over 25 and smoke developed rating no higher than 50 complying with NFPA 90A, “Standard for the Installation of Air Conditioning and Ventilating Systems.” Units shall comply with NFPA 70, “National Electrical Code,” as applicable for installation and electrical connections of ancillary electrical components of air handling units. Tags and decals to aid in service or indicate caution areas shall be provided.

B. Rigging Provision – Multiple Piece Units: Units shipped in multiple sections shall be engineered for field assembly. All gasket and necessary assembly hardware shall ship loose with unit. Junction boxes with a factory supplied numbered terminal strip shall be supplied at each shipping split for reconnection of control wiring.

C. Unit Casing – The construction of the air handling unit shall consist of a non-skeleton structure made by a “C” or “L” sandwich 2.0 inch thick polyurethane foam with an external side 22 gauge coated steel and 25 gauge galvanized steel on the inside, making it a double wall construction. All the elements are connected with sealed joints.

D. Cabinet air leakage shall not exceed 1% of CFM, at +/- 8 in wg.

E. Insulation - Entire unit to be insulated with a full (R13) 2” thick closed cell foam insulation. Entire unit is fully thermally broken constructions, including shipping section joints and assemblies. All insulation edges shall be encapsulated within the panel. All field penetrations must be completely sealed by installing contractor.

F. Access Doors - The unit shall be equipped with a solid double wall insulated (same as the unit casing), hinged or latched access doors as shown on the plans. The doorframe shall


be extruded aluminum, with a built in thermal break barrier and full perimeter gasket. The door hinge assembly shall be made of composite material.

2.05 UNIT COMPONENT DESCRIPTION

A. Unit Fans – All fans shall meet the air flow performance specified and shall not exceed the break horsepower or sound power levels specified on the mechanical equipment schedule. Fan performance shall be based on testing and be in accordance with AMCA Standards 210 and 300.

B. FANS 1. The fan shall include direct driven, arrangement up to 5 plenum fan constructed

per AMCA requirements for the duty specified. Fans shall be classified as class II or class III as required; class I fans are not acceptable. Fan wheels shall be made of composite material or aluminum construction and rated in accordance with and certified by AMCA for performance. All fans shall be selected to deliver the specified airflow quantity at the specified operating Total Static Pressure and specified fan/motor speed. The fan shall be selected to operate at a system Total Static Pressure that does not exceed 90% of the specified fan’s peak static pressure producing capability at the specified fan/motor speed. Each fan/motor assembly shall include a G90 galvanized steel motor support plate and fan base with internal RIS isolation.

2. All motors shall be selected at the specified operating voltage, RPM, and efficiency as specified or as scheduled elsewhere. Motors shall meet the requirements of NEMA MG-1 Part 30 and 31, section 4.4.2. Motors shall operate at varying synchronous speeds as driven by an approved VFD. Motor HP shall not exceed the scheduled HP as indicated in the AHU equipment schedule(s). All motors shall include permanently sealed L10-200,000 hr bearings with shaft grounding to protect the motor bearings from electrical discharge machining due to stray shaft. Each fan wheel shall be dynamically balanced to BV-5 or better.

3. Multiple Fan Arrays - Each fan motor shall be individually wired to a control panel containing one VFD per fan with one serving as the primary VFD. Each VFD shall be sized for the HP of the accompanying fan motor contained in the fan array. Wire sizing shall be determined, and installed, in accordance with applicable NEC standards and local code requirements.

C. Heat Transfer Coils – Water Coil

1. Performance is to be certified under AHRI Standard 410. Coils exceeding the range of AHRI standard rating conditions shall be noted.


2. Single stacked cooling coils shall be mounted on rack to permit coils to slide out individually from the unit. Provide intermediate drain pans on all double stacked cooling coils. The intermediate pan shall drain to the main drain pan. Water coils shall be constructed of seamless copper tubing mechanically expanded into fin collars. All fins shall be continuous within the coil casing to eliminate carryover inherent with a split fin design.

3. Headers are to be seamless copper with die formed tube holes.

4. Connections shall be male pipe thread (MPT) with vent and drain. All coil connections shall be extended to the exterior of the unit casing by the manufacturer. Coils shall be suitable for 261 PSIG working pressure. Maximum leak tested pressure shall be 522 PSIG and maximum burst pressure shall be 1189 PSIG.

5. Water coils shall have the following construction: i. 1/2" o.d. x .020" wall copper tube with .020” return bends

ii. .006" aluminum fins iii. Stainless steel casing for 4, 6, and 8 row coils and Galvanized casing

for 1, 2, and 3 row coils. D. Gas Heating

1. Unit shall include an indirect fired natural gas fired heater.

2. Gas heater shall include an induced draft fan for positive venting of flue exhaust.

3. Gas heater shall provide a minimum combustion efficiency of 80% with Type 409 Stainless Steel .044 Min. Wall thickness tubular heat exchanger produced to ASTM A268

4. Gas heater shall be equipped with electronic modulating 10:1 operating controls and all required safety controls including auto reset high limit switch, high flue gas temperature switch, manual reset rollout switch, combustion air proving switch, condensate drain connection and traps and blocked condensate drain shut-off switch.

5. Gas heater shall include direct spark ignition of gas burners with remote flame sensor to prove carryover across all burners.

6. Gas heater shall include listed combination gas valve incorporating redundant safety shut-off valve, manual shut-off, and gas regulator which regulates gas pressure to burner supply manifold.


7. Gas heater shall incorporate a Direct Spark Ignition control module that is design certified by a recognized national testing agency. The control shall provide:

a. 100% safety shut-off b. A 15 second minimum pre-purge period prior to trial for ignition c. High energy direct spark ignition of main burners d. Electronic flame supervision incorporating a 0.8 second flame failure

response time e. Up to 2 additional ignition retrials preceded by an inter-purge period f. A minimum 30 second post-purge g. Automatic reset after one hour to initiate additional ignition trials if

lockout occurs during heat call h. An LED indicator light to provide a flash code to identify the operating

condition of the control

8. Heat exchanger shall carry a 10-year prorated warranty from the date of original equipment shipment from the factory.

E. Condensate / Drain Pans - The drain pan shall be fabricated from stainless steel. All pans are to be pitched for complete drainage with no standing water in the unit. Provide stainless steel drain connection extended to the exterior of the casing. All drain connections shall be piped and trapped separately for proper drainage.

F. Filters - Provide filters of the type indicated on the schedule. Factory fabricated filter sections shall be of the same construction and finish as the unit. Side service filter racks shall be fabricated from galvanized steel and include hinged access doors. Internal blank-offs shall be provided by the air unit manufacturer as required to prevent air bypass around the filters.

G. Dampers –Dampers to be airfoil, opposed blade type. Frame and dampers to be constructed out of extruded 6060-T66 aluminum. Damper blades to be connected by FRP nylon infused gears for long life. Dampers to have square actuator shaft to prevent actuator slippage. Dampers to be AMCA certified.

2.06 ELECTRICAL POWER AND CONTROLS

A. All electrical and automatic control devices not previously called out or listed below are to be furnished and installed in the field by OTHERS.

B. All wiring shall be (75°C) Insulated copper wires.


C. The unit shall feature a mounted permanent nameplate displaying at a minimum the manufacturer, serial number, model number and current and amps voltage.

D. The unit shall feature a main non-fused disconnect of the proper amp rating to allow shutoff of all electrical motors and VFDs.

PART 3 – EXECUTION

A. DELIVERY, STORAGE, AND HANDLING

1. Deliver, store, protect and handle products under the supervision of the owner’s representative and per the manufacturer’s Installation, Operation & Maintenance Instructions. Store in a clean dry place and protect from weather and construction traffic. Handle carefully to avoid damage to components, enclosures and finish.

B. INSTALLATION

1. Verify all components, accessories and appurtenances are on site.

END OF SECTION


00500 – Air Handler Scheduled Maintenance Specification

PART 1 - GENERAL

1.01 PROPOSAL: The Supplier shall indicate a price on the Proposal Form in the designated location for a price to provide Scheduled Maintenance Services. The Supplier shall also indicate a maximum annual price escalation rate on the Proposal Form in the designated location for the cost of the Scheduled Maintenance Services.

A. First year scheduled maintenance price.

B. Scheduled maintenance for 4 additional years beyond the first year of service to result in a 5 year period of scheduled maintenance.

1.02 WORK INCLUDED: Provide scheduled (preventive) maintenance services for each chiller.

1.03 SCOPE OF SERVICES: Scheduled maintenance shall be performed in accordance with the manufacturer's recommendations and accepted industry standards. Adequate documentation of preventive maintenance programs shall be provided to satisfy all federal, state and local regulations.

1.04 QUALIFICATIONS OF THE SERVICE ORGANIZATION: The Service Organization shall have been active in this type of work in the Arkansas area for a minimum of 5 years.

1.05 SERVICE ORGANIZATION PERSONNEL REQUIREMENTS:

A. Personnel:

1. The Service Organization shall perform all services using qualified and trained personnel.

2. The conduct of the Service Organization and all employees of the Service Organization shall be in accordance with the rules and regulations of the Owner.

3. If requested by the Owner the Service Organization shall remove any employee that engages in improper conduct, appears unqualified to perform their assigned duties or has violated established procedures regarding security, conduct or safety.

4. The Service Organization shall warrant that all employees are U.S. citizens or are otherwise legally entitled to accept employment with the Service Organization and perform services under this Agreement. The Service Organization shall pay all wages and all applicable federal, state and local taxes, including FICA, unemployment taxes, etc., arising out of such employment.

5. All employees of the Service Organization shall wear uniforms which bear the name of the employee and the name of the Service Organization.

6. In the event that the Service Organization becomes a party to a collective bargaining agreement, no provision in that agreement shall be binding upon the Owner. Any attempt to so bind the Owner shall be deemed to be a material


breach of this Agreement. No provision in a collective bargaining agreement shall relieve the Service Organization of its obligations under this Agreement.

7. The Service Organization shall have a sufficient number of experienced and qualified personnel to fulfill the requirements of this Agreement. The Service Organization shall respond on site to requests for service within 4 hours after the request for service.

8. Account Representative: The Service Organization shall designate an Account Representative, having supervisory status, who shall be accessible regarding any communication relevant to the Agreement.

1.06 INDEMNIFICATION; LIMITS OF LIABILITY: The Service Organization shall agree to indemnify and hold the Owner harmless from any and all costs, expense, damages, liens, charges, claims, judgments, demands or liabilities whatsoever (including attorney's fees) arising from the acts or omissions of the Service Organization or its agents or employees.

1.07 INSURANCE:

A. The Service Organization shall obtain, pay for and maintain the following insurance covering the performance of Services as a minimum:

1. Comprehensive General Liability Insurance covering each occurrence of bodily injury in an amount of not less than $1,000,000 and covering each occurrence of property damage in an amount of not less than $1,000,000. In lieu of providing separate coverage for bodily injury and property damage, as specified above, the Service Organization may provide umbrella coverage with the total limit of $1,000,000 for each occurrence. The Comprehensive General Liability Insurance shall cover the Owner as an additional insured and shall contain endorsements providing coverage for the following:

a) Personal Injury Liability

b) Broad Form Property Damage

c) Blanket Contractual Liability

d) Products and Completed Liability

e) Premises-Operations Liability

f) Independent Contractor's Protective Liability, if the Service Organization employs subcontractors to perform portions of the Services.

2. Comprehensive Automobile Liability Insurance for owned, hired and non-owned motor vehicles, if any, used for the performance of the Services. This insurance shall have the same minimum coverage limits as specified above for Comprehensive General Liability Insurance.

3. Workers' Compensation Insurance, Occupational Disease Insurance and Disability Benefits Insurance, in accordance with applicable statutory requirements.


4. Employers' Liability Insurance in an amount not less than $100,000.

B. Prior to the commencement of the Services on the Owner’s premises, the Service Organization shall furnish the Owner with certificates of insurance providing evidence of the coverage and limits of liability required under Paragraph 1.07 A. These certificates shall state that at least 30 days written notice shall be provided to the Owner prior to any cancellation, expiration, non-renewal or material change in the insurance coverage that occurs during the life of this Agreement.

C. The Service Organization shall be responsible to the Owner for the amount of any deductible contained in any of the foregoing policies and certificate of insurance.

D. These provisions set forth the minimum amounts and scopes of coverage and are not be construed in any way as a limitation on the Service Organization's liability under this Agreement.

PART 2 - PRODUCTS

2.01 GENERAL:

A. Parts, components and accessories furnished and installed by the Service Organization shall be new and as manufactured by or recommended by the Original Equipment Manufacturer (OEM).

B. Fluids, oil, components, devices, etc., furnished and installed by the Service Organization shall be as recommended by the Original Equipment Manufacturer (OEM).

2.02 SPARE PARTS: The Service Organization shall maintain spare parts, materials and supplies that are typically required for normal and emergency repairs and maintenance.

PART 3 - EXECUTION

3.01 REPORTING METHOD AND OWNER INSPECTION:

A. Inspection: All work done and all materials furnished shall be subject to random and periodic inspection and approval by the Owner so as to ensure that the services rendered are in accordance with requirements and intentions of the specifications and special provisions.

B. Reporting Method: The Service Organization shall furnish the Owner 2 copies of a service check receipt for each unit serviced or repaired and a service checklist bearing the signature of the service personnel and the signature of the Owner’s designated representative certifying receipt of services.

3.02 CLEAN-UP: The Service Organization shall keep the job site free of debris, litter, refuse, etc., and shall clean all fluids that spill or drip during the progress of the work. The Service Organization shall remove all equipment from the area upon completion of the work.

3.03 SCHEDULED MAINTENANCE REQUIREMENTS:

A. The Service Organization shall provide scheduled maintenance services in accordance with Section 00510.


B. The Service Organization shall provide additional scheduled maintenance services as recommended by the equipment manufacturer.

The Owner shall provide access to building, parking and the use of utilities. The Owner shall maintain security of the equipment rooms.


00510 – Air Handler Scheduled Maintenance Requirements

1. Periodic Maintenance: A thorough preventive maintenance program shall be completed per the following service intervals and scope of work:

a. Monthly Maintenance:

i. Replace air filters with new MERV filters

ii. Inspect the coils for dirt build-up. Clean fins if airflow is clogged.

iii. Measure the current absorbed by the unit.

b. Semi-Annual Maintenance:

i. With power disconnected, manually rotate the fan wheel to check for obstructions in the fan diaphragm or interference with fan blades. Remove any obstructions and debris.

ii. Inspect the coils for dirt build-up. Clean fins if airflow is clogged.

c. Annual Maintenance:

i. Inspect, clean, and tighten all electrical connections and wiring.

ii. Visually inspect the entire unit casing for chips or corrosion. Remove rust or corrosion and repaint surfaces.

iii. Clean fan wheels. Remove any rust from the fan shaft with an emery cloth and recoat with L.P.S. 3 or equivalent.

iv. Inspect the drain pan for sludge or other foreign material. Clear the drain openings and drain line to ensure adequate flow.

v. Rotate the fan wheel and check for obstructions in the fan diaphragm. The wheel should not rub on the fan diaphragm.

vi. Examine flex connector for cracks or leaks.

vii. Repair or replace any damaged duct material.

viii. Inspect and clean burners, heat exchanger, draft inducer, and flue system. Replace damaged or deteriorated components as required.

ix. Check for gas tightness of all pipe joints and connections.

x. Check the automatic gas valve to ensure that the gas valve seat is not leaking.

xi. Check incoming gas pressure.

1. Manufacturer’s Instructions: Perform all preventive maintenance services in strict accordance with the equipment manufacturer recommendations.

2. Service Equipment: The Service Organization shall provide all equipment necessary to service and maintain the air handler.


00600 – Drawings

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ISSUE DATE: 09/07/21

1/4" = 1'-0"

MECH ROOM HVAC DIMENSION PLAN1

HVAC -- AHU SCHEDULE

DESIGNATION

DESCRIPTION MANUFACTURER MODEL

AIRFLOW FAN DATA CHILLED WATER COIL DATA HEATING DATA ELECTRICAL DATA

TYPE MARK SUPPLY AIR OSA

EXTERNALSTATICPRESS.

TOTALSTATICPRESS. (QTY) @ HP

TOTALCAPACITY

SENSIBLECAPACITY

AIRSIDE DATA WATERSIDE DATA

NUMBEROF ROWS TYPE INPUT OUTPUT VOLTAGE PHASE MCA MOCPEAT DB EAT WB LAT DB LAT WB EWT F° LWT F° FLOW

WATERPRESS DROP

AHU 01 MODULAR AIR HANDLER VTS AMERICA AVS170-R-MFEEECVE 18,500 CFM 6,000 CFM 2.75 in-wg 5.04 in-wg (2) @ 15 1,428,100 Btu/h 922,100 Btu/h 100.00 °F 77.00 °F 55.00 °F 54.50 °F 45 °F 58 °F 218.75 GPM 8.61 ftH2O 8 GAS PREHEAT 400,000 Btu/h 320,000 Btu/h 208 V 3 115.6 A 150 A

1 PROVIDE DIRECT DRIVE SUPPLY FAN ARRAY WITH PREMIUM EFFICIENCY SUPPLY FAN MOTORS AND VFDS.

2 PROVIDE MERV 13 - 2" PLEATED FILTERS.

3 PROVIDE INSULATED MIXING BOX WITH MOTORIZED DAMPERS AND FACTORY DUAL ENTHALPY ECONOMIZER CONTROLS.

4 PROVIDE STAINLESS STEEL DRAIN PAN AND 2" FOAM INSULATED CABINET CONSTRUCTION

5 PROVIDE MODULATING GAS HEAT WITH 10:1 TURNDOWN AND STAINLESS STEEL HEAT EXCHANGER

6 PROVIDE SCHEDULED BASIS OF DESIGN EQUIPMENT OR APPROVED EQUAL.

KEYED NOTES:

1. AIR HANDLER MODULES SHALL BE SIZED TO LOAD INTO EXISTING YARD BELOW GRADE. 2. AIR HANDLER MODULES SHALL BE SIZED TO FIT THROUGH EXISTING 7'-0" HIGH DOOR OPENING.3. ASSEMBLED AIR HANDLER SHALL NOT EXCEED DIMENSIONS OF EXISTING CONCRETE HOUSEKEEPING PAD.4. BASIS OF DESIGN EQUIPMENT DIMENSIONS SHOWN FOR REFERENCE. AHU HEIGHT SHALL NOT EXCEED 6'-3".

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REV # DESCRIPTION DATE

Crabaugh Hall HVAC Renovation Air Handler RFP 21-071 ...

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