Project Title: Appliance Replacement
Project #: RIB-204-2019
Issued by: Multnomah County view agency website
Publish Date: 4/7/2019
Due Date: 4/30/2019 This opportunity has closed.

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Description

NO PRE-BID CONFERENCE There will not be a Prebid conference. SPECIFICATIONS AND ADDITIONAL REQUIREMENTS INVITATION FOR BID OVERVIEW Multnomah County Department of County Human Services (DCHS), Youth and Family Services Division, Weatherization Program, seeks to increase the energy efficiency of low-income client homes.  To achieve this goal, DCHS is establishing a list of contractors qualified to perform Refrigerator and Washing Machine Replacement on a Requirements Basis in the residences of qualified low‑income families throughout Multnomah County.   Federal, state and local dollars fund the County's appliance replacement program. The annual workload varies.   It is estimated that $150,000 of work orders may be issued over the life of the Contract. This estimate is offered solely for the purpose of bid evaluation.  More or less work may be required without any adjustment to the price. The bid will be a single fixed price for each work item. Bidders must bid on ALL bid items to be deemed responsive in that category.  Incomplete bids may be rejected. Funding of the work described in this RIB is not guaranteed.  Fluctuations in funding year to year should be expected. The County cannot not assure that any particular level of work will be provided and the contract will permit the County to add or remove work as necessary depending on availability of funding. The effective date of the resulting contract(s) shall be approximately July 1st, 2019 or the date on which each party has signed the contract, whichever is later. Unless earlier terminated, the termination date shall be June 30, 2024. GENERAL APPLIANCE  REPLACEMENT REQUIREMENTS For each installation the selected contractor/s shall meet the following requirements: Electrical Outlet Requirements: Be located within reach of the appliance without the use of an extension cord. The outlet and cover plate shall be in good condition with nothing visibly wrong Structural Requirements: Location shall meet appliance manufacturer’s specifications for space and clearance. The floor must be level and structurally adequate to support the new appliance. Doors and hallways in the dwelling must be sufficient to allow removal of the existing appliance and installation of the new appliance. Installation Requirements: The Contractor shall: Level the unit to ensure proper operation. Ensure that door hinges are on the appropriate side and any necessary plugs are installed. Repair any damage done to the dwelling while installing the new refrigerator. Refrigerator Replacement Requirements: All refrigerator replacements shall include the following: Purchasing the replacement refrigerator. Replacing the existing refrigerator with a new refrigerator that is: Energy Star qualified; Similar in capacity to the unit being replaced, where practical; Frost free, Covered by a 1-year warranty, and Without any advanced options such as an icemaker that would increase energy consumption. County will not allow a custom color at the expense of the client.   Notifying each client of the intent to deliver and replace the refrigerator. Informing the client that they, the client, must empty and clean out the refrigerator being replaced. Delivering the refrigerator replacement. (If refrigerator that is to be replaced is not there for pick up, the delivery of the new energy efficient refrigerator will not be made). Installing the refrigerator replacement. Leveling the replacement refrigerator to ensure proper operation. Ensuring that door hinges are on the appropriate side. Instructing the client on the proper operation of the refrigerator. Delivering warranties and operating manuals to the client. Setting temperature controls appropriately. Removing replaced refrigerator from the premise.  (The old refrigerator cannot be left with client, resold, or put into service in this or any other location). Disposing of the replaced refrigerator in accordance with The Clean Air Act, USC Title 42, Section 7671g. Recycling of the replaced refrigerator. Recycling of the refrigerant in accordance with EPA guidelines. Removing all packing materials from the client’s premises. Managing all aspects of the refrigerator replacement program to the specifications of the Multnomah County Energy Program Office. Contractor is responsible for any and all damages to the units and/or the client’s home that occurs during the replacement of the refrigerator. All work identified above is to be delivered according to the specifications set forth by Multnomah County Department of County Human Services. Washing Machine Replacement Requirements: All washing machine replacements shall include the following: Purchasing the replacement washing machine. Replacing the existing washing machine with a new washing machine that is: Watersense certified Energy Star qualified; Similar in capacity to the unit being replaced, where practical; and, Covered by a 1-year warranty Allowing for a custom color at the expense of the client.  The additional cost is not an allowable weatherization cost, but shall be paid for by the client.   Notifying each client of the intent to deliver and replace the washing machine. Informing the client that they, the client, must empty and clean out the washing machine being replaced. Delivering the washing machine replacement. (If washing machine that is to be replaced is not there for pick up, the delivery of the new energy efficient washing machine will not be made). Installing the washing machine replacement. Leveling the replacement washing machine to ensure proper operation. Ensuring that door hinges are on the appropriate side (if front load). Instructing the client on the proper operation of the washing machine. Delivering warranties and operating manuals to the client. Removing replaced washing machine from the premise.  (The old washing machine cannot be left with client, resold, or put into service in this or any other location). Recycling of the replaced washing machine. Removing all packing materials from the client’s premises. Managing all aspects of the washing machine replacement program to the specifications of the Multnomah County Energy Program Office. Contractor is responsible for any and all damages to the units and/or the client’s home that occurs during the replacement of the washing machine. All work identified above is to be delivered according to the specifications set forth by Multnomah County Department of County Human Services. General Requirements: Selected contractor/s shall: Notify the client of the intent to deliver and replace appliances. Arrange date and time of delivery. Give the clients at least twenty four (24) hours notice before installing the appliance. Inform the client that the existing old appliance is to be cleaned out and ready to be recycled. Not deliver the new energy efficient appliance if the existing old appliance that is to be replaced is not there for pick up. If the homeowner or renter purchased the existing old appliance, the new appliance is theirs.  However, if the home is a rental and came with a working appliance, the new one must remain in the unit in the event the client moves out. The County will notify the landlord when an appliance is replaced under the guidelines of the appliance replacement program. The selected contractor/s is responsible for damage to the units and/or the home during appliance replacement. All work identified in this section is to be delivered according to the specifications set forth by Multnomah County Department of County Human Services. CONTRACT WORK ORDER ALLOCATION PROCESS The County Weatherization auditors will determine what work will be done at the residence. Appliances will be considered for replacement when the new  appliance reduces energy costs over the life of the appliance. New appliances costing more than the energy savings formula may not be replaced. Contractors for the individual jobs will be selected on the basis of the lowest bid. Once the lowest bidder has reached their maximum capacity, work orders will be awarded to the next lowest bidder. This will continue until either all work orders have been assigned or until all qualified bidders have reached capacity.   Work orders must be completed no later than thirty (30) days from the date of the work order.  Contractor will not receive additional work orders if they have any previously issued work orders that are outstanding thirty (30) or more days.   CONTRACTOR'S RESPONSIBILITY It is understood that the specifications and other contract documents do not purport to control the manner of performing the work, but only the requirements as to the completed work or product standard(s). The contractor assumes the entire responsibility for the manner of performing the work. Suggestions as to the manner included in the contract documents shall be deemed advisory only and the feasibility of such methods or the lack thereof, shall not affect the contractor's liability, or status as an independent contractor under this contract. In the performance of work under this contract, trade-related contractors are to include the cost of all small incidental materials and supplies within their invoiced hourly rate. These incidental supplies and materials include such items as fasteners, adhesives, hardware and other small expense items which are difficult to track or bill through any other process. CUSTOMER SERVICE Customer service is a priority of the Multnomah County Weatherization Program. Contractors are expected to maintain positive customer relationships at all times and adhere to the following customer service standards. All Contractors must ensure that the Contractor’s employees, subcontractors, and subcontractor’s employees shall treat each customer with dignity and respect. Contractor shall ensure customers are knowledgeable about the new appliance that will be, or has been, installed in their home. Contractors must communicate with customers regarding construction strategy, activities, and work schedule. Contractors must maintain a work environment that minimizes inconvenience to the household. Contractors must educate customers as to how the proper use and care of the products and materials installed can help them save energy and money, the ways in which customers can maintain and extend the life of any installed products, the use and care of any customer adjustable products. Contractors must provide product warranties and documentation to the household. Any customer complaints received by the County will be maintained by the Weatherization Program and attached to the Contractor’s contract file.  The County will review complaints and determine appropriate action including but not limited to withholding award of work orders. FUNDING Funding of the work described in this solicitation is not guaranteed.  Fluctuations in funding year to year should be expected, potentially large fluctuations may occur.  The County cannot assure that any particular level of funding will be provided and the contract will permit the County to add or remove funds as necessary depending on availability of funding. Permits: The County will not pay for, or reimburse vendors, for any expenses related to construction permits for work to be performed under the resultant contract.  Permits are considered as part of the vendor’s normal operational expenses and those costs must be factored into the relevant bid items. WARRANTY POLICY The bidder shall furnish: Standard manufacturer's warranty and/or service policy and the work will be performed by any regular authorized manufacturer's dealer; OR Warranty and/or service policy shall be in agreement with and as called for in the specifications. In addition, the warranty and/or service policy indicated above shall include the following: There shall be no distance or time limitations, not applicable to the trade in general, on either standard or extended warranty and labor. All franchised or authorized dealers of the item in the state shall honor warranty. Warranty maintenance requirements, when performed by County, shall be acceptable to dealer when said work performance meets or exceeds the dealer certification requirements. County shall provide evidence of such work performance upon request, as required by the manufacturer. Any extended warranty period customarily granted shall be made available to County at no additional cost. County shall be advised of all product recall on all or any part of the item, at no additional cost. All product recall information, replacement parts and labor, shall be provided to the County as soon as available to dealer. BID PRICE UPDATES Bid pricing is to remain fixed for the first two years of the resulting contracts, after which the County may, at its discretion and if it deems it appropriate, based on market changes or other influencing factors, request price updates from Contractors on an annual basis. The Weatherization Program will use any updated prices when calculating work orders; however, the overall Contractor ranking will not change. CONTRACTOR DEBARMENT AND CCB LICENSURE When/if a contractor becomes disqualified from performing public work projects the contractor is required to: Immediately stop all associated County work activity; and Notify the County Weatherization unit of disqualification / debarment, where the receipt of the notification from the contractor is received by the County Weatherization unit within one (1) business day. The US General Services Administration identifies contractors that are debarred, while the Oregon Construction Contractors Board (CCB) identifies contractor’s license status, such as Active, or Suspended. AT THE TIME OF CONTRACTING It is necessary for the successful bidder to hold certification for removing and recycling the refrigerant as outlined in the Clear Air Act Section 608, including the most current amendments and any subsequent amendments which may occur during the life of this bid and the Environmental Protection Agency (EPA) established regulations 40 CFR Part 82, Subpart F. Information regarding Certification and the regulations may be obtained from the following web sites: www.hvacwebtech.com www.epa.gov/oar/caa/caa608.txt Copies of all required certifications and licenses must be provided at the time of contracting before contractor will receive work orders. RESPONSIBLE BUSINESS PRACTICE HAZARDOUS MATERIALS All materials that include solvents, paints, cleaning agents, chemicals, reagents or other hazardous materials shall be labeled in accordance with Oregon Administrative Rule (OAR) 437-155-020 with the name(s) of the hazardous ingredient(s), the hazard(s) of the material(s) and the appropriate precautions. Those materials for which toxicological or hazard data are unavailable shall carry a label stating: "Toxicological and other hazards unknown. Handle as extremely hazardous.” WEATHERIZATION TOXICS REDUCTION STRATEGY Multnomah County recognizes that weatherization and other energy efficiency upgrades can have negative impacts on occupant health and safety if not accompanied by appropriate indoor air quality (IAQ) protections. With an increase in weatherization and energy efficiency improvement activities, the County seeks to ensure that energy upgrades are accompanied by appropriate IAQ actions.  Due to the enactment of air quality laws and green building certifications, major manufacturers now offer products that limit volatile organic compounds (VOCs) emissions and prohibit the use of specific toxic chemicals. No-VOC and low-VOC products are readily available and becoming the industry standard and as a result, such products can be used at no additional cost. Contractors are expected to meet and exceed County toxics reduction requirements for IAQ on projects issued under this ITB to reduce negative health and safety impacts on vulnerable clients. BID DOCUMENTS All documents for this bid are available for view and download on the Buyer Attachments page of this Sourcing Event.  The Buyer Attachments page includes the following:  Procedural Instructions Sample Contract BID SUBMISSION Bids must be submitted electronically through this Sourcing Event. NOTE: YOU MUST SUBMIT BID PRICES FOR ALL LINE ITEMS TO BE CONSIDERED RESPONSIVE INSURANCE REQUIREMENTS The Supplier(s) awarded a Contract as a result of this RIB and the follow on allocation process will be required to provide the insurance described in the table below. Insurance Requirements are also described in Exhibit 2 of the attached Multnomah County Services Contract. Type of Insurance Amount Per Occurrence Aggregate Professional Liability Not Required Commercial General Liability* $1,000,000 $1,000,000 $2,000,000 Auto Liability** $100,000 $100,000 $300,000 Workers Compensation Required per ORS 656.017 *Commercial General Liability - the Certificate shall also provide that the County, its agents, officers, directors, officials, and employees are Additional Insureds with respect to the Supplier's services to be provided under this Contract. **Auto Liability can consist of Personal Auto policy with Business Use Endorsement

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