Cooling Tower Request for Proposal

HVAC System Upgrade for Dean Hall

ATU Bid No. 21-064

August 19, 2021
Insight Project Number: 21-017
Bid Due Date: 2:15 CST, August 31, 2021
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 Insight Engineering 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

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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.
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.
13. STORAGE: ATU will be responsible for storage if the contractor delivers within the time required
and ATU cannot accept delivery.
14. 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,

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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.
15. 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.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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.
22. 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.
23. 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 ©(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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

24. 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
25. 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.
26. 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

CONTENTS

Standard Terms and Conditions 2

00010 - Solicitation for Proposals 7

00030 - Authorized Signature Representing Proposing Company 8

00050 - Vendor Reply 1

00070 - Proposal Form 1

00090 - Schedule of Events 1

00100 - General Information for Bidders 2

00200 - Other Contractual Matters 9

00300 - Supplemental General Conditions 1

00400 - Equipment Performance Data 6

0050-Equipment Specifications Cooling Tower 7

00600 – Cooling Tower Scheduled Maintenance Specification 12

00610 – Cooling Tower Scheduled Maintenance Requirements 16

00700 - Extended Warranty Specifications – Cooling Tower 17

Arkansas Tech University - Dean Hall Cooling Tower RFP

00010 - Solicitation for Proposals
You are invited to submit proposals to furnish a cooling tower for the HVAC System Upgrade for Dean
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 set of the Proposal Request (electronic) may be obtained, at the office of Insight Engineering,
attention Kim Koch (kkoch@insightpllc.com) 201 S Chester, Little Rock, Arkansas 72201. Questions
regarding the RFP shall be emailed to Jessica Holloway at jholloway@atu.edu.

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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

00030 - Authorized Signature
Representing Proposing Company
Signature ____________________________________________________

Name ____________________________________________________

Title ____________________________________________________

Company ____________________________________________________

Address ____________________________________________________

____________________________________________________
City / State / Zip Code

Telephone (______)_____________________________________________

Fax (______)______________________________________________

E-Mail ______________________________________________________

Date ______________________________________________________

Arkansas Tech University - Dean Hall Cooling Tower RFP

00050 - Vendor Reply
VENDOR: PLEASE COMPLETE, DATE, SIGN AND RETURN TO THE OFFICE BELOW ON
OR BEFORE 08/31/21:

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 – Crossflow Cooling Tower:

Supplier agrees to furnish one CTI certified, crossflow, open-circuit, induced-draft, water
cooling tower (including installation and 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 – Crossflow Cooling Tower:

Dollars ($ )

Arkansas Tech University - Dean Hall Cooling Tower RFP

Scheduled Maintenance Price – Crossflow Cooling Tower:
Supplier agrees to furnish Scheduled Maintenance for the Cooling Tower as described in
the Request for Proposals 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 ( %)

Extended Warranty and Scheduled Maintenance Price – Four-year extension –

Crossflow Cooling Tower:
Supplier agrees to furnish the Extended Warranty and Scheduled Maintenance for the
Cooling Tower through year five (5) of operation, as described in the Request for
Proposals for the total sum of:

Dollars ($

Delivery Date – Crossflow Cooling Tower:

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:

Arkansas Tech University - Dean Hall Cooling Tower RFP

00090 - Schedule of Events
Event Date
RELEASE OF REQUEST FOR PROPOSAL August 19, 2021
DEADLINE FOR RECEIPT OF QUESTIONS August 24, 2021
DEADLINE FOR RECEIVING REQUEST FOR PROPOSAL 2:15 CST, August 31, 2021
AND OPENING DATE
EVALUATION PERIOD September 1- Sept 8 2021
NOTIFICATION OF INTENT TO AWARD September 9, 2021

Arkansas Tech University - Dean Hall Cooling Tower RFP

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
one Cooling Tower for Dean 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 Insight Engineering at 201 S.
Chester St. Little Rock, AR no later than the time and date as listed on the cover page of this RFP.
Late responses, responses enroute, those left at locations other than the office of Insight
Engineering 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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 on a flash drive and one (1)
complete copies; 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.

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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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 or other officials
designated by the Director of Facilities Management, Brian Lasey 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

A. 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.

B. 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.

C. 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.

D. 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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

F. 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:

1. Failure of the bidder to submit his bid on or before the deadline established by the
issuing office.
2. Failure of the bidder to respond to a requirement for oral/written clarification,
presentation, or demonstration.
3. Failure to supply vendor references, or other information specifically requested as
mandatory.
4. Failure to sign an Official Bid Document.
5. Failure to complete the Official Bid Price Sheet(s).
6. 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.
G. 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.
H. 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.
I. 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
J. Furnishing incorrect reference information or unsatisfactory references may lead to
rejection of bidder’s response. This is at the sole discretion of ATU.
K. 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

A. 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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

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.

C. 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.

D. 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.

E. 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.

ATU shall not contract with another party:

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

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

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

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

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

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

A party wishing to contract with ATU must:

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

2. The right to accrued payments.

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

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

5. Acknowledge in its contract that contracts become effective when awarded by the ATU

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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 Chancellor
Administration and Finance and/or Director Business Services, APO, with the consultation
of the Insight Engineering’s Engineer of Record.

1.19 ADDENDA

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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

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:

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

B. 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

00300 - Supplemental General
Conditions
1. Selection Criteria:

A. 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.

B. Scoring: Each proposal will be scored in the manner hereinafter described. The
scoring criteria will include capital cost (inclusive of incremental installation costs),
Integrated Part Load Value ratings, delivery date, extended warranty and
scheduled maintenance cost, and equipment reliability and service references.
C. Criteria Weighting: The selection criteria will be weighted as indicated below:
1. Capital Cost – 50%. 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 * 50.

2. Delivery Date – 10%. Score will be determined quantitatively by XXXXX

then multiplying by Criteria Weight. Example Calculation: Min (prop.1,
prop. 2…prop N) / prop. 1 * 10.

3. Extended Warranty – 10%. Score will be determined quantitatively by

dividing the lowest proposal Extended Warranty Cost by specific proposal
Extended Warranty cost then multiplying by Criteria Weight. Example
Calculation: Min (prop.1, prop. 2…prop N) / prop. 1 * 10.

4. Scheduled Maintenance Cost – 15%. 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 * 15.

5. Equipment Reliability – 7.5%. Score will be determined qualitatively based

equipment references. Evaluations will not be limited to references
provided in proposal.

6. Service References – 7.5%. Score will be determined qualitatively based

service references. Evaluations will not be limited to references provided
in proposal.

D. 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

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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.

E. Evaluation Process:
1. Proposals will be evaluated by the Engineer to verify compliance with the
terms and conditions of the RFP.
2. Proposals determined to be in compliance with the terms and conditions
of the RFP will be evaluated further.
3. The Engineer will contact each equipment reference and each service
reference.
4. The Engineer will develop a summary of the proposals and combination
of proposals. The Engineer will forward the summary to the Owner.
5. The Owner will consider the summary provided by Insight Engineering and
score each proposal.
6. The Owner scoring will be tabulated. The proposal receiving the highest
average score will be selected.

2. HVAC Upgrades to Dean Hall: The new Cooling Tower will be installed in the existing
mechanical room at Dean Hall. The Engineer for the project is Insight Engineering. The
General Contractor and Mechanical Contractor will be selected under competitive bid process.
The Owner or his designee will be issuing the purchase orders for equipment purchase.
3. 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.
4. Purchasing Instructions for Cooling Tower: The Owner will receive proposals, select the
Supplier, and issue a Purchase Order. The Contractor (selected by competitive bid process)
will be instructed by the project Contract Documents to install the cooling tower 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).
5. 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.
6. 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.
7. Content: Each Proposal shall contain as a minimum the following information:
A. Physical Description: Physical description of the proposed equipment (refer to
Section 00400 for additional information).
B. Performance Data: Performance data for the Cooling Tower (refer to Section
00400).

Arkansas Tech University - Dean Hall Cooling Tower RFP

 C. Preventative Maintenance Requirements: Detailed listing and description of the
factory recommendations concerning scheduled (preventative) maintenance
services (refer to Section 00600, 00610, and 00700 for additional information).
D. Service Organization: Detailed information regarding the Service Organization,
including an organizational chart (refer to Section 00600, 00610, and 00700 for
additional information).
E. 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).
F. 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).
G. Each Supplier is required to submit a completed Proposal Form.
8. 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.
9. 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.
10. 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.
11. 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 September, 16,
2021. Expected delivery date of the Cooling Tower to the job site is January, 13, 2022.
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.
12. Sales Tax: Base Equipment Price shall exclude sales tax. Sales Tax of 9% shall be listed
as a separate line item.

Arkansas Tech University - Dean Hall Cooling Tower RFP

13. Payment Terms for Equipment: The Supplier or Suppliers shall receive a payment in the
amount of 100% of the Base Proposal price within thirty (30) calendar days after the
delivery of the equipment.
14. Payment Terms for Extended Warranty: The Supplier or Suppliers shall receive
payment for the Extended Warranty from the Owner (if an Extended Warranty proposal is
accepted by the Owner). The Supplier or Suppliers shall receive a payment in the amount
of 100% of the Extended Warranty price within thirty (30) calendar days after the delivery
of the equipment.
15. Payment Terms for Scheduled Maintenance: The Supplier or Suppliers shall receive
payments for Scheduled Maintenance from the Owner (if a Scheduled Maintenance
proposal is accepted by the Owner). The Supplier shall receive payments from the Owner
for Scheduled Maintenance on a quarterly basis. Each payment shall be equal 25% of the
annual contract amount (including appropriate escalation if applicable). Payments for
Scheduled Maintenance will be made in arrears. Payments will be made within thirty (30)
days after the Scheduled Maintenance service period has expired.
16. 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).
17. 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.
18. Project Acceptance for the Project: The date of Project Acceptance for the project shall
be date on which the Engineer (Insight) 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.
19. 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.
20. Prices: Refer to Proposal forms (Section 00300) for list of required prices. The Base
Proposal prices shall include, scheduled 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.
21. 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

Arkansas Tech University - Dean Hall Cooling Tower RFP

 prior to the receipt of a Purchase Order, the Supplier shall not be entitled to recover
payment for any type of loss or damage.
22. 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.
23. 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.
24. 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 Section 00500 for additional information).
Submittal documents shall include the following;
A. Physical Description: Physical description of the proposed equipment (refer to
Section 00500 for additional information).
B. Performance Data (refer to Section 00400 for additional information).
C. Installation Instructions: Detailed installation instructions regarding rigging,
setting, foundations, structural supports, maintenance clearances, piping, power
wiring, insulation requirements, and control wiring.
25. 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

00400 - Equipment Performance Data
Design Conditions:

Below are the mandated “givens” than are not permitted to be altered when selecting equipment.

1. Number of Towers: 1

2. Number of cells per Tower: 1

3. Capacity: 200 tons

4. Entering Water Temperature: 95 deg. F

5. Leaving Water Temperature: 85 deg. F

6. Ambient Wet Bulb Temperature: 80 deg. F

7. Total Water Flow: 600 GPM

8. Electrical Service: 480 volts/3 phase

9. Fan Horsepower (hp) per cell: 15 hp

10. Basin Heaters (kW) per cell: 6 kW

11. Static Lift (ft) – 10.6

Arkansas Tech University - Dean Hall Cooling Tower RFP

0050-Equipment Specifications
Cooling Tower
PART 1 - GENERAL

1.01 GENERAL REQUIREMENTS

The requirements of this Section shall conform to the general provisions of the Contract, including
General and Supplementary Conditions, Conditions of the Contract, and Contract Drawings.

1.02 SCOPE

Section includes factory-assembled, open-circuit, induced-draft, crossflow

and counterflow cooling towers of HDPE, fiberglass or stainless-steel
construction.

1.03 QUALITY ASSURANCE

A. Experience: At the time of submission of the proposal, the cooling tower

model must have been in standard production for a minimum of one year.

B. Testing Agency Qualifications: Certified by CTI.

C. CTI (Cooling Tower Institute) Standards: Provide cooling towers which meet
the performance standards of CTI Standards STD-201.

D. FM Global: Approval and listing in the latest edition of FM Global’s “Approval

Guide.”

E. ASHRAE/IESNA 90.1 Compliance: Applicable requirements in ASHRAE/IESNA 90.1,

Section 6 - "Heating, Ventilating, and Air-Conditioning."

F. NEMA (National Electric Manufacturers Association) and IEEE Compliance: Provide

electric motors which meet the scheduled full load efficiency, per NEMA Standard MGI-
12.53a, based on dynamometers testing per IEE 12 Method B.

G. NFPA Compliance: Comply with applicable provisions of ANSI/NFPA 70

“National Electric Code”, pertaining to construction and installation of
electrically operated components.

H. NEMA and UL (Underwriters Laboratories) Compliance: Provide electric

motors and products which have been listed and labeled by UL and comply
with NEMA standards.

1.04 DELIVERY AND HANDLING

1. Factory assemble entire unit. For shipping, disassemble into as large as practical sub-
assemblies so that minimum amount of field work is required for re-assembly.

2. Provide protective covering over vulnerable components for unit protection during shipment.
Fit nozzles and open ends with plastic enclosures.

3. Unit shall be stored and handled per Manufacturer’s instructions.

Arkansas Tech University - Dean Hall Cooling Tower RFP

PART 2 - PRODUCTS

2.01 MANUFACTURERS

A. Acceptable Manufacturers:
1. Marley
2. BAC
3. Evapco
4. Delta
5. REYMSA

B. If equipment manufactured by a manufacturer other than that scheduled is utilized, then the
Mechanical Contractor shall be responsible for coordinating with the General Contractor and
all affected Subcontractors to insure proper provisions for installation of the furnished unit.
This coordination shall include, but not be limited to, the following:

1. Utilizing existing structural supports for units.

2. Piping size and connection/header locations.
3. Electrical power requirements and wire/conduit and overcurrent protection sizes.
4. Cooling Tower physical size on plant layout.
5. Site noise considerations.

2.02 GENERAL.

A. Operation Following Loss of Normal Power:

1. Equipment, associated factory- and field-installed controls, and associated electrical

equipment and power supply connected to backup power system shall automatically
return equipment and associated controls to the operating state occurring immediately
before loss of normal power without need for manual intervention by an operator when
power is restored either through a backup power source, or through normal power if
restored before backup power is brought on-line.

2. Include means and methods required to satisfy requirement even if not explicitly
indicated.

B. Vibration:

1. Rotating assemblies shall be dynamically balanced to achieve a balance level of "good"

while complying with industry-standard requirements for cooling towers.

2. Critical speed shall be at least 115 percent of design speed.

2.03 DESIGN ARRANGEMENT

A. Counterflow design with airflow from two or more sides, induced-draft, top-mounted axial
fan, and pressurized pipe distribution.

2.04 CASING AND FRAME

A. Casing Material: FRP with UV inhibitors, HDPE with UV inhibitors, or stainless steel,
minimum grade 301L.

B. Frame Material: FRP with UV inhibitors, HDPE with UV inhibitors, or stainless steel,
minimum grade 301L .

Arkansas Tech University - Dean Hall Cooling Tower RFP

 C. Hardware: stainless steel

D. Joints and Seams: Sealed watertight

E. Welded Connections: Sealed watertight by continuous welds

2.05 COLLECTION BASIN

A. Factory-Assembled Collection Basin:

1. Material: FRP with UV inhibitors HDPE with UV inhibitors Stainless steel, Grade series
300.

2. Hardware: stainless steel.

3. Joints and Seams: Sealed watertight.

4. Welded Connections: Sealed watertight by continuous welds for stainless-steel

construction.

5. Removable stainless-steel strainer with openings smaller than nozzle orifices.

6. Overflow and drain connections.

7. Makeup-water connection.

8. Outlet Connection: Right angle bottom sump with drain, configured to mate to ASME
B16.5, Class 150 flange.

9. Equalizer connection for field-installed

2.06 FILL AND AIR INLET

A. Fill shall be PVC film type high performance suitable for operating under winter icing
conditions. Air inlet louvers and drift eliminators shall be integral with PVC fill sheets.
Three pass drift eliminator shall be rated for drift loss not to exceed 0.005% of design flow
rate. Hinged access doors shall be provided in the outer end walls for service access into
eliminator and plenum area. Visual inspection of mechanical equipment, cold water basins
and adjustment of make-up valve shall be capable from access door without shutdown of
tower or recirculating water. Provide heavy gauge welded galvanized steel mesh guard
over each fan.

2.07 OPTIONS AND TRIM

A. Options and trim required for this installation are to include not less than: DPDT safety
vibration switch in NEMA 4 enclosure with reset plunger for each motor circuit; extended oil
line outside fan cylinder to level dipstick for external verification of lubricant level; factory
installed and removable stainless covers over hot water distribution basins; OSHA handrail
system with access ladder, safety gate at top of each ladder, ladder extension to grade, and
safety cage if top of tower is 20’ above grade per OSHA regulations; an access platform
assembly with handrail for installation at base of each tower cell to allow egress into tower
interior, factory installed stainless interior maintenance walkway in cold water basin between
access doorways, and factory installed air inlet screens. An electric basin heat component
system for each cell including weatherproof control panel, solid state controller with
thermostat, B/W safety level switch and panel disconnect provided. Basin heat shall be sized

Arkansas Tech University - Dean Hall Cooling Tower RFP

 to maintain 40 degF cold water basin temperature at 0 degF ambient. Basin heat element
and probe assembly shall be furnished for field mounting and wiring. All basin heat
components submerged in cooling tower water shall be of stainless steel materials.

2.10 START-UP SERVIES

Some accessories and options supersede standard product features. All options are factory-
mounted unless otherwise noted.

A. Manufacturer of cooling tower shall provide the services of a factory trained Service
Technician or Engineer to inspect the installation to insure that it is in accordance with the
manufacturer’s instructions and procedures, that rotating components provide smooth
operation within manufacturer’s vibration tolerances. He shall advise the installer in writing
of any recommended corrective action that is required to meet manufacturer’s recommended
installation procedures.

B. Cooling tower start-up by manufacturer’s representative shall include verification of

mechanical equipment clearances and alignment, adjustment of water flow and operating
water levels in hot water and cold water basins, check rotation of fan, verify operating
sequences of tower control system and temperature settings. Written start-up report shall
be provided to the Engineer and Owner confirming these procedures and including motor
operating amperage readings. Manufacturer shall provide for local stock of tower spare
and repair parts, and dedicated cooling tower repair personnel for 24 hour emergency
service.

C. Instruction of tower operation and maintenance procedures shall be provided by

manufacturer’s representative to Owner’s satisfaction.

PART 3 - EXECUTION

3.01 EXAMINATION

A. Receive off-load, and store as required, cooling tower and accessories before installation.

B. Examine cooling towers before installation. Reject Cooling towers that are damaged.

C. Before cooling tower installation, examine roughing-in connecting to existing cooling tower
supports. Verify location of piping, controls, electrical connections, sizes and other conditions
affecting cooling tower performance, maintenance, and operation.

D. Cooling tower locations indicated on Drawings are approximate. Determine exact locations
before roughing-in for piping, controls, and electrical connections.

E. Verify sizes and locations of concrete bases and support structure with actual equipment.

F. Verify sizes, locations, and anchoring attachments of structural-steel support structures.

G. Verify sizes and locations of roof curbs, equipment supports, and roof
penetrations with actual equipment.

H. Adjust tower in alignment of structural supports. Level and bolt in place.

I. Clean tower thoroughly. Comply with manufacturer’s instructions for filling and start-up of
operation to include not less than: verify lubrication of rotating parts; verify fan direction of
rotation; verify that motor amperage measured at motor junction box is in accordance with

Arkansas Tech University - Dean Hall Cooling Tower RFP

 manufacturer's data; balancing condenser water flow; adjust and verify operation of
controls; coordinate all electrical requirement with Electrical Contractor. Schedule and
coordinate initial water treatment with chemical treatment supplier.

Arkansas Tech University - Dean Hall Cooling Tower RFP

00600 – Cooling Tower 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 cell t ower.

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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

 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.

Arkansas Tech University - Dean Hall Cooling Tower RFP

3.03 SCHEDULED MAINTENANCE REQUIREMENTS:

A. The Service Organization shall provide scheduled maintenance services in

accordance with Section 00700.

B. The Service Organization shall provide additional scheduled maintenance services

as recommended by the equipment manufacturer.

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

Arkansas Tech University - Dean Hall Cooling Tower RFP

00610 – Cooling Tower Scheduled
Maintenance Requirements
1. Annual Maintenance: Once each year a thorough preventive maintenance program shall be
completed. The program shall include the items of work listed below as applicable for the selected
equipment:
A. Inspect gear-reducer oil level (lubricate as required).
B. Inspect gear-reducer and extended oil lines for signs of leakage.
C. Inspect coupling drive.
D. Inspect belts.
E. Inspect drive assembly.
F. Inspect motor operating temperature.
G. Inspect water levels.
H. Inspect structural integrity (any signs of corrosion).
I. Inspect hot water basins for scale accumulations.
J. Inspect and clean distribution nozzles.
K. Clean basins and interior (low pressure washer)
L. Inspection condition of motors.
M. Report to operator all deficiencies and corrective actions. Identify deficiencies that have
not been corrected.
N. Provide a written report to Owner.
2. Manufacturer’s Instructions: Perform all preventive maintenance services in strict accordance with
the equipment manufacturer.
3. The Service Organization shall provide all equipment necessary to service and maintain the cooling
tower.
00700 - Extended Warranty
Specifications – Cooling Tower
1.01 PRICE: Extended Warranty Prices will be combined with the Scheduled Maintenance Prices on
the Proposal Form. The following extended warranty options shall be priced. Year 1 of service
begins on the date of Project Acceptance.

1. Extend warranty by 4 additional years beyond first year of service to result in a 5 year
period of complete cooling tower warranty protection.

1.02 SCOPE OF SERVICES: Extended Warranty shall cover the entire machine including materials,
equipment, parts, and labor.

1.04 AGREEMENT: Extended Warranty Agreement shall be between the Owner and the equipment
manufacturer.

1.05 RESPONSE TIME: The Supplier shall provide on-site warranty service within 2 hours of the
initial call for warranty.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION (NOT USED)

Arkansas Tech University - Dean Hall Cooling Tower RFP