Solicitation Detail - City of Springfield, MA

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23-184 - On-Call Window System Repairs for Department of Facilities Management

End date: Thursday May 18, 2023 at 2 p.m.

The City of Springfield Massachusetts (the “City”) through its Department of Parks, Buildings & Recreation Management – Facilities Division (“Facilities”) is seeking bids from qualified vendors to provide is seeking bids from qualified vendors to provide On-Call Window System Repairs as requested by the City. The purpose of this IFB is to meet the On-Call Window System Repairs needs of all City of Springfield entities. The City is seeking vendors that can meet our needs.

2. The City intends to award a contract to the most responsible and responsive bidder offering the lowest price. The contract is for one year with two possible one-year extensions with a value that is estimated at $100,000.00. This solicitation falls under Massachusetts General Law Chapter 149.

SPECIAL INSTRUCTIONS, TERM CONTRACTS

1. Awarded vendor will furnish and deliver On-Call Window System Repairs on an as needed basis in accordance with these specifications for a period of one (1) year from the date of contract award.

2. Bidder shall quote in the space provided a unit price for each size and type of On-Call Window System Repairs specified. The City reserves the right to award to the overall, low bidder for all items. More often used items have been weighted in the total for comparison and award of bids to indicate their greater worth in the expected use of the resulting contract(s). The weighted items are items A, B, & C.

3. Periodically throughout this contract the awarded bidder shall receive orders for On-Call Window System Repairs in the various sizes and quantities required.

4. Price bid shall include delivery and installation. It is the vendor’s responsibility to package all materials appropriately so as to prevent damage during shipment. At the time of delivery all materials will be subject to inspection before acceptance. Any material found to be damaged or defective will be returned and replaced by the vendor at no cost to the city.

The intent of this IFB is to result in a contract or contracts that will enable the City of Springfield to meet its needs to support the purchase window repair components and repairs to windows as needed for the contract term; whether the initial term or up to the optional three years.

The City reserves the right to either use this contract or to send such requirement to bid as best meets the overall needs of the City.

Generally, the Department is seeking Aluminum Window reconstruction/ Retrofit Side Load Single Hung Style Window via sash counter balance upgrades to existing side load windows to improve sash operation, safety, and longevity of the repair. This has been identified as a reoccurring problem district wide.

Contractor will take note that the major work includes the replacement of the window sash counter balances. The minor work includes the correction of the installation and the age deficiencies that exist in the sash and frames. Some of the corrections will need to be addressed to achieve the minimum performance requirements.

If requested, submit samples of material to be used with manufacturer’s product literature for all replacement components to be installed in existing windows demonstrating compliance with specified requirements.

Generally, work will consist of:

A) Remove existing balance system from lower sash.
B) Clean debris from side styles, jambs, interlock, and sill dam. Lubricate jamb channels. Spray shall be WRS 2Slick™ lubricant or equal. Designed to be used as a cleaner and/or contain silicone lubricant. Products that contain graphite are not acceptable.
C) Install new Turbo 2™ sash balances and new guide system. New Turbo 2™ balances to be factory calibrated to specific sash weight and sash height.
D) Install new sash stops to prevent over-retraction / extension of Turbo 2™ balances or limit travel as may be requested.
E) Adjust sill dam and interlocks as needed to maximize operation

MATERIALS AND WORK

Any materials in the work to be used shall be new, unused, and of recent manufacture and may be tested and inspected at any time by the department. All supply orders to the Vendor shall be completed in a professional and timely manner. All materials ordered under this contract shall be guaranteed by the Vendor for a minimum period of one (1) year from the date of final acceptance. Minimum of five (5) years factory warranty on all new Turbo 2™ sash balances.
(Final acceptance is understood to be 30 days of complete satisfactory conditions approved by the facility).

BALANCES: Modified spiral type Class 5 balances with integral extension spring enclosed in black PVC tube cover designed to include adjustability of internal spiral balances Series 600 Turbo 2™ by Window Repair Systems, Inc. and complying with the following requirements.

1) Meeting high performance sash balances of AAMA 902.16.
2) Extension spring connected to spiral rod with stainless steel anchor; other anchor materials not acceptable.
3) Meet all minimum Category II requirements with a minimum Positive Lift Ratio (PLR) of 0.70 and a Manually Applied Force (MAF) of 0.30. Compliance to 902.92 category PLR and MAF values shall be verified by a test report from an AAMA accredited laboratory and shall be listed on the current “Verified Component List.”
4) Operational force shall not exceed 35 lbs. in either direction.
5) Balances shall be sized for the exact weight of each sash as marked on the balances.
6) Manufacturer must supply 16,000 cycle test report for the Series 600 Turbo 2™ balance from an independent laboratory.
7) Manufacturer must supply air infiltration test report for the Series 600 Turbo 2™ balance from an independent laboratory.
B) ACCESSORY COMPONENTS: Include surface guides (2 per opening), face guides (4 per opening) and stainless steel adapter brackets (2 per opening) shall be of latest design as recommended or required by balance manufacturer for existing windows.
C) SASH STOPS: Shall be extruded anodized aluminum U-channel stop with two #8 pre-drilled holes for mounting (2 per opening).
D) FASTENERS / SCREWS: Shall be stainless steel and security.

BIDDER’S QUALIFICATIONS

Contractors seeking to submit bids on this project must specialize in the window reconstruction / retrofit industry. Contractors must have the minimum qualifications:
1) Contractors must have a minimum of five years direct experience in window balance replacement, sash reconstruction, retrofitting and calibration. The use of subcontractors for this scope does not meet qualifications for bid submittal.

2) Must have experience with block and tackle balances, spiral balances, and hybrid balances.

3) Contractor to submit list of ten (10) completed window balance repair projects within the State of Massachusetts including award dates, names, addresses, phone numbers, and contact people within the last 5 years.

B) Contractor is responsible for field verifying all quantities and conditions pertaining to window reconstruction / retrofit work, including but not limited to the following:
1) Window unit locations and associated conditions and dimensions.
2) Inspection and sizing of appropriate Turbo 2™ balance length and size for replacement of window balances at all windows.
3) Inspection on window units and replacement of operating parts including guide system, window stops, and adapter brackets.

Schedule of Bid Events:
May 3, 2023 Bid #23-184 advertised and available.
May 10, 2023 Deadline for written questions to be received at the Office
of Procurement
May 12, 2023 Addendum responding to questions
May 18, 2023 at 2:00PM Deadline for receipt of proposals.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.