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Home My WebLink AboutHVAC Proposal 5-20-2013 HARNETT COUNTY FINANCE/PURCHASING REQUEST FOR PROPOSALS FOR HARNETT COUNTY PUBLIC BUILDINGS PROPOSALS FOR HVAC MAINTENANCE CONTRACT FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016 DUE DATE: NO LATER THAN 2:00 PM, May 20, 2013 OPENING DATE: May 20, 2013 TIME: 2:00 PM LOCATION: HARNETT COUNTY HUMAN RESOURCES 102 EAST FRONT STREET LILLINGTON, NC 27546 QUESTIONS: CHRIS JOHNSON, FACILITY MAINTENANCE MANAGER CJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538 FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE THE COUNTY OF HARNETT RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY. MAIL OR DELIVER BIDS IN A SEALED ENVELOPE IDENTIFIED “PROPOSAL ENCLOSED PB-05202013”, YOUR FIRM NAME AND THE OPENING DATE ON THE OUTSIDE OF THE ENVELOPE TO: Renea Warren-Ford Purchasing Specialist 102 E. Front Street P.O. Box 760 Lillington, N.C. 27546 REQUEST FOR PROPOSALS Title: HVAC Systems Maintenance Contract RFP#: PB-05202013 Issue Date: May 9, 2013 Due Date/Time: May 20, 2013 by 2:00 p.m. Issuing Agency: Harnett County Public Buildings Department 801 S. First Street Lillington, NC 27546 The Harnett County Public Buildings Department hereby solicits proposals to provide a three-year contract for maintenance of the HVAC systems at various County government buildings, as more particularly described in the attached specifications. All proposals shall be sealed indicating “Proposals Enclosed, PB-05202013, your firm name, and opening date prominently on the front of the each sealed proposal envelope or package. Electronically submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 2:00 p.m., May 20, 2013. The County will hold a pre-proposal viewing of the facilities on Monday, May 13, 2013 from 9:00 a.m. until 3:00 p.m. If you wish to attend the escorted viewing, you will need to be at the front entrance of the Public Buildings Meeting Room, located at 801 S. First Street in Lillington, North Carolina, at 9:00 a.m. During the escorted viewing, you will be able to take measurements, make notes, and view the HVAC systems maintained, as identified in the attached specifications. This will be the only walk through provided or allowed. All persons attending a pre-proposal viewing will be required to sign-in at the beginning of the session and sign-out at the end of the site visits. The Proposal Price Sheet to be used by the bidders, and specifications of the services and maintenance to be performed are attached. The County of Harnett hereby reserves the right to reject any and all Request for Proposals. GENERAL CONDITIONS How to Submit Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by the Public Buildings Department on May 20, 2013. Proposals not received by the date specified will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns. Mailing Address: Harnett County Finance Renea Warren-Ford, Purchasing Specialist PO Box 760 Lillington, N.C. 27546 Hand Delivery: Harnett County Finance Renea Warren-Ford, Purchasing Specialist 102 East Front Street Lillington, N.C. 27546 Contact Information: Harnett County Public Buildings Chris Johnson 910-893-7538 Standards for Acceptance of Proposal for Award Contract: The County reserves the right to reject any or all proposals. The award for Harnett County’s HVAC maintenance contract will involve both technical quality and price. Annual contract costs will be a primary consideration; however, cost alone will not be the sole decision criteria. Harnett County reserves the right to bid any other services for HVAC system maintenance not listed herein and/or award same to successful vendor. Compliance with Laws: The Contractor shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between the bidder/contractor and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and not in substitution thereof. Bids for All or Part: Unless otherwise specified by the County or by the proposer, Harnett County reserves the right to make award on all items or on any of the items according to the best interest of the County. Proposer may restrict his bid to consideration in the aggregate by so stating, but must name a unit price on each facility bid upon as shown on Attachment 1. Contract Term/Conditions: This is an annual contract for three years starting July 1, 2013 and ending on June 30, 2016. Contractor warrants that proposal prices, terms, and conditions quoted in his/her proposal will be firm for acceptance of a three year (3) term. Contract Extension: Harnett County reserves the right to renew this contract each year with the same terms and conditions upon agreement of both parties, provided that funds have been appropriated by the governing board and performance under this contract has been satisfactory. Completeness: All information required by Request for Proposal must be complete and submitted to constitute a responsible bid. Acceptance of Service: In the event that the service supplied to the County does not conform to specifications, the County reserves the right to cancel the service upon 30-day written notice to the Contractor at the Contractor’s expense. Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally guarantee the service and workmanship on all services. If within the guarantee period, any defects occur which are due to faulty services, the Contractor, at his/her expense, shall repair, adjust the condition, or replace the services to the complete satisfaction of the County. These repairs, replacements, or adjustments shall be made only at such time designated by the County to be the least detrimental to the operation of County business. Transfer, Assignment or Subcontract: The covenants and agreement contained within the awarded proposal are specifically binding and the County will not allow the awarded proposal to be transferred, assigned or subcontracted to any other party or parties without the express written consent from the County. Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and liability caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising directly or indirectly from operations, products, or services rendered or purchased under the contract. Where Contractors are required to enter or to go onto County property to deliver materials or perform work, the contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C. Where Contractors will not be required to enter or go onto County property and will only provide supplies, materials, or equipment, the Contractor, at his sole expense, will purchase and maintain insurance coverage designated below as B. Automobile – Automobile bodily injury and property damage liability insurance when the services to be performed require the use of motor vehicles. Commercial General Liability-Bodily injury and property damage liability as will protect the contractor from claims of bodily injury or property damages which arise from operations of this contract. The amounts of such insurance shall not be less than $1,000,000.00 bodily injury and property damage – combined single limit each occurrence/aggregate. This insurance shall include coverage for products/completed operations, personal injury liability and contractual liability. Workers’ Compensation and employers’ liability meeting the statutory requirements of the State of North Carolina. The successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the County will be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation due to non-payment of premium. Default Provision: Failure to satisfactorily perform the services required by the contract for the project will be grounds for Harnett County to declare the successful bidder in default. Unless otherwise provided herein, the Contract may be canceled or annulled with a 30-day notice by Harnett County in whole or in part by written notice of default to the bidder upon nonperformance or violation of contract terms. An award may be made to another bidder for services specified, or they may be purchased on the open market and the defaulting Contractor shall be liable to Harnett County for costs to the County in excess of the defaulted contract prices. The bidder shall continue the performance of this contract to the extent that any part is not terminated under the provisions of this clause. Certification of Independent Price Determination: By submission of this proposal the proposer certifies and, in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this procurement: The prices in this proposal have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter relating to such prices with any other bidder or with any competitor; Unless otherwise required by law, the prices which have been quoted in this bid have not and will not be knowingly disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition; and No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. Offer/No Bid. All contractors in receipt of a Request For Proposal for a project are urged to respond with an Offer or a No Bid. Oral Explanations. The County will not be bound by oral explanations or instructions given at any time during the proposal process or after a project is awarded. Qualified Vendor: A “Qualified Vendor” is defined for this purpose as one who meets, or by the date of bid acceptance can meet, all requirements for licensing, insurance, and service contained within these specifications. Equipment and Supplies: Vendor must provide all equipment and supplies. County will pay for the cost of freon per pound actually used. List Five References For Whom You Are Providing Services: The County requires a minimum of ten (10) years experience. Prospective Contractor must supply at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past three years. 1. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 2. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 3. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 4. Agency or Firm Name: Business Address: Contact Person: Telephone Number: 5. Agency or Firm Name: Business Address: Contact Person: Telephone Number: N.C.G.S. Sect. 143, Articles 3 and 3C. : Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the State invites and encourages participation in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose to be identified as a qualified business as referenced above. _____ I American Indian _____A Asian American _____B Black, African American _____D Disabled _____F Female ____ _H Hispanic _____S Small Contractors 20. Contractor’s Representative for Business Purposes: The name, mailing address, electronic mail address, facsimile number, and telephone number of the Contractor's authorized agent with authority to bind the firm and answer official questions concerning the Contractor's proposal must be clearly stated. 21. Equal Opportunity Employer. Harnett County is an equal employment opportunity employer. The County is a federal contractor, and therefore the provisions and affirmative action obligations of 41 CRF § 601.4(a), 41 CFR 60-741.5(a), and 41 CFR 60-250.4 are incorporated herein by reference, where applicable. 22. Criteria for Review of Proposals. Criteria to be used in screening and ranking of the proposals and selection of the successful firm are as follows: Developer teams may be interviewed as part of the selection process. All materials submitted shall become the property of Harnett County at the time of proposal submittal. Qualifications of the Firm, Including Firm Personnel: Preference shall be given to those firms and personnel with experience and training in general aviation and construction administration, particularly for similar projects/ airports. Overall Qualifications of the Project Manager and Project Team: Identify the Project Manager and those personnel that will be assigned to the project(s). Preference shall be given to project teams with specific experience in similar projects, and familiarity with permitting and construction in North Carolina. Experience in Working HVAC Full Service Maintenance Contracts: Preference shall be giving to project team personnel (especially the project manager) with a demonstrated ability to effectively manage contracts of similar scope. Response Capability/Project Understanding: Preference shall be afforded to those firms, which in the opinion of Harnett County, will be able to adequately respond to emergencies and firms that have a detailed understanding of the County’s systems. Best Value Determination: The selection of the firm will involve both technical quality and price. Price should be provided on the schedule shown in Attachment 1. Annual contract costs will be a primary consideration; however; cost alone will not be the sole decision criteria. Ability to provide appropriate insurance and financial qualifications. Provide documentation that confirms the firm’s financial ability to manage this contract. COUNTY OF HARNETT LILLINGTON, NORTH CAROLINA SPECIFIED TERMS AND CONDTIONS FOR HVAC MAINTENANCE CONTRACT This describes the terms and conditions for a three (3) year HVAC maintenance and service contract with Harnett County for various government building locations in Harnett County, as identified in Attachments 2-32 and as more particularly described herein. This agreement shall be for three (3) years starting July 1, 2013 and ending June 30, 2016, subject to appropriation by the Harnett County Board of Commissioners. 1. Required Services by Contractor: The contract awarded shall be a full maintenance and repair contract for all HVAC equipment identified in Attachment 2-32, attached hereto and hereby Incorporated herein (“the Equipment”). All costs for labor, travel, materials and parts necessary to inspect, repair and /or replace the Equipment shall be included in the price set forth in Attachment 1, attached hereto and hereby incorporated herein. There shall be no charge to County for the maintenance, repair and inspection of its HVAC units, except for the annual contract price Identified in Attachment 1. Contractor shall maintain and service all HVAC Equipment and Systems identified in Attachment 2-32, as set forth below: HVAC System Maintenance Requirements to be Performed by Contractor: Contractor shall provide maintenance and inspection of all Equipment as needed, but not less than quarterly. Condenser coils shall be cleaned by Contractor annually. Evaporator coils shall be cleaned by Contractor as needed to maintain efficiency. Condensate drain pans shall be treated for algae with drain tablets by Contractor quarterly. All condensate piping and traps shall be cleaned out by Contractor quarterly to ensure proper drainage. Operating refrigerant pressures shall be checked quarterly by Contractor. Inspect for obvious refrigerant leaks on all units at inspection. Proper superheat or sub-cooling on Equipment shall be checked quarterly by Contractor. Fan drive belts, pulleys, and alignment shall be checked quarterly by Contractor. Motors shall be oiled or greased as needed and as recommended by manufacturer. Bearings shall be greased as needed and as recommended by manufacturer. Electrical connections shall be checked and tightened quarterly by Contractor. Supply voltage shall be checked quarterly by Contractor. Compressor oil levels, where applicable, shall be checked quarterly by Contractor. Contractor shall measure supply and return temperatures quarterly. (Temperature Rise and Drop) Electric heating elements shall be checked annually by Contractor. Amp draw shall be checked and cycled annually by Contractor. Heat pumps shall be checked annually by Contractor for proper defrost operation. Steam coils and hot water coils shall be inspected quarterly by Contractor. Exhaust and supply fans shall be inspected quarterly by Contracor. Heat exchangers shall be cleaned as needed to maintain efficiency. Contractor shall remove the boiler rod and clean annually by the first of September. Chiller shall be cleaned by Contractor annually. Cooling tower shall be cleaned by Contractor as needed to maintain efficiency. HVAC Air Filter Requirements: Air filters will be pleated and of high quality Air filters will be replaced as needed, but no less than quarterly. Used filters will be properly disposed of by Contractor when changed. Contractor shall keep a record of the filter changing schedule and shall provide a copy to County quarterly or upon request by County. HVAC Preventative Maintenance Schedule: Contractor shall create a schedule for preventative maintenance on all covered HVAC and/or Chiller equipment per County building identified in Attacments 2-32, said schedule shall be approved by County. All equipment shall be inspected quarterly by Contractor. Preventative maintenance visits should be scheduled so all Equipment is inspected pursuant to the schedule. Contractor shall complete all preventative maintenance inspections and cleanings as required by County and as recommended by the manufacturer. Contractor shall provide County with copies of all inspection and repair reports upon completion. All condenser and evaporator coils shall be cleaned annually, with said cleaning being completed by the end of April each year in order to prevent unnecessary Equipment downtime at the beginning of the cooling season. Each month, Contractor shall provide County with a report summarizing the Equipment condition and indicating status of scheduled maintenance for each building. Replacement of Maintainable Parts: Contractor shall supply the necessary parts and labor for any maintainable HVAC and Chiller Parts that fail during the term of the contract, at no additional cost to the County. Maintainable parts include any repairable item such as compressors, motors, bearings, control valves, etc. Contractor shall stock critical maintainable parts in order to prevent downtime and any loss of production by County. Replacement of Non-Maintainable Parts: Contractor shall provide all non-maintainable parts for HVAC and Chiller equipment, at no additional cost to the County. Contractor shall provide the necessary labor to install the non-maintainable parts at no additional cost to the County. Non-maintainable parts include refrigerant, circuit boards, coils, fuses, electrical components, etc. Control valves and actuators shall be covered as well. All refrigeration and condensate piping from the cut-off valve at HVAC unit to the Equipment will be covered by Contractor. Contractor shall supply and maintain all boiler and chiller chemicals. Chiller at DSS-water treatment Chiller at Courthouse-water treatment Chiller at DSS-glycose Chiller at Courthouse-glycose Boiler at Shawtown-water treatment Dentention Center-Lime stone to be changed and maintenance for boiler drains Chiller and Boiler at Public Utility Business Center-sodium nitrate Refrigerant Management Program: Contractor shall provide County with a certified refrigerant management program that meets the requirements of the EPA and County. This program should be enclosed when bid is submitted. The refrigerant management report shall show cause of leak, location of leak, how leak was repaired, amount of refrigerant lost, amount added to bring system back to correct charge. A follow-up inspection of leak repair must be performed within thirty (30) days of original repair. Contractor will create all necessary reports and provide County with electronic and hard copies of all reports created. All refrigerant management reports will indicate the leakage rate calculation, the percentage of leakage, urgency of repair and action required. All reports will be provided to County as completed and will be reviewed by Contractor on a quarterly basis. Contractor Staffing Requirements: Contractor shall provide a dedicated technician, as well as a back-up technician to maintain all County HVAC systems identified herein. Contractor shall employ an adequately sized staff of commercial HVAC and/or Chiller technicians to provide timely and effective service to the County for both scheduled and unscheduled maintenance and repair calls. Contractor shall have on-staff technicians that can provide upgrades, repairs and software revisions for all Johnson Controls FMS control systems and Trane Tracer FMS building automation system. Service technicians need to be familiar with all critical areas of the County facilities relative to the HVAC systems. Contractor shall always check in with the onsite personnel upon arrival and upon departure and/or completion of work. Contractor shall be responsible for keeping the County Equipment rooms in a neat, orderly fashion. Additional Requirements: Contr actor shall provide employees with all required safety equipment and will require employees to use necessary safety equipment at all time while on County property. Upon request of the County, Contractor shall provide vibration analysis, alignment, oil analysis, eddy current testing, water treatment services, indoor air quality and energy audits. Contractor shall be able to provide and have onsite, in working order within twenty-four (24) hours, HVAC rental equipment, including chillers, boilers, and cooling towers, in the event of HVAC malfunction. Contractor shall be able to supply County factory-new or factory-refurbished control equipment and material in a timely manner to prevent downtime to the County facilities. If Contractor installs or furnishes a piece of equipment under the contract, and the equipment is covered by a warranty from the manufacturer, Contractor will transfer the benefits of that warranty to the County if the contract terminates before the warranty expires. Excluded Items: The following items are specifically excluded from this full maintenance contract: Electrical wiring, conduit and disconnects. Duct work replacement Insulation replacement and repairs. Water leaks, piping, and plumbing fixtures leading up to the cut-off at the HVAC equipment. Water piping and sewer piping leading up to the cut-off at the HVAC equipment. 2. Emergency Repair and Response. Contractor shall be available twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year to provide emergency repair and response for the County’s HVAC systems, if required. There shall be no additional charge to the County for emergency calls or repairs. Contractor shall be available to County by telephone within thirty (30) minutes and on-site at the County facility within two (2) hours of notifications to respond to an emergency call. 3. Scheduling. All inspections and maintenance shall occur during County business hours, Monday through Friday from 8:00 a.m. to 5:00 p.m., unless otherwise directed by County. Inspections and maintenance are to be scheduled so as not to impact customer activities in the buildings. 4. Employee Rules: Contractor shall ascertain that all employees abide by the following rules: Supervisors/employees shall not disturb any papers, boxes, or other materials. B. Employees shall report any personal injury or property loss or damage to their supervisor immediately. The supervisor shall report the location and extent of damage to the County as soon as possible. C. Supervisors/employees shall not open drawers, file cabinets, or use any telephone, except public pay phones, unless given specific prior approval by the County. D. Supervisors/employees shall not leave keys in doors or admit anyone to any building or office who is not a designated employee or the County. all doors, which were locked upon entry, will be immediately re-locked after entry. E. Supervisors/employees shall not engage in idle or unnecessary conversation with County employees or visitors to the buildings. Supervisors/employees shall not remove any article or materials from the premises, regardless of its value or regardless of any employee or tenant’s permission. This includes the contents of or any item found in trash containers in or around the premises. G. Supervisors/employees shall abide by rules and regulations set forth by the State of North Carolina which affect the performance of the work. H. Upon written request of the County to the Contractor, any Contractor’s employee who fails to abide by these or other rules established by the County will be immediately removed from the job and replaced. I. Supervisors/employees shall ensure that upon leaving building or office, during non-business hours, all lights shall be switched to off position and doors locked upon departure. 5. Personnel Qualifications: A. At the Contractor’s sole expense, all personnel working on County premises should, at a minimum, completely satisfy the following conditions or trainings before working on County premises: i. Verified, clear background check ii. Verified reference checks iii. OSHA training iv. Safety training B. At the time of submitting this proposal, and at all times during the contract with the County, Contractor shall hold the following licenses: i. EPA Certification, (Universal Type I and Type II, as required by 40 CFR Part 82, Subpart F); ii. North Carolina HVAC License (H1, H2, and H3); iii. North Carolina Refrigeration License; iv. North Carolina Electrical License (Class U); v. North Carolina Plumbing License (Class I); and vi. North Carolina Plumbing Fuel Piping License. C. The Contractor warrants and agrees that all of its personnel performing maintenance and repairs on the County’s HVAC system pursuant to this proposal shall be trained for the services they are to perform. 6. Payments: Invoices for services shall be submitted by Contractor to County each month for services rendered. Invoices should be submitted on or before the twenty-eighth (28th) day of each month in twelve (12) equal installments. Payment for services will be Net 30. 7. Inspection Period: Upon the award of the contract for maintenance of repairs of HVAC systems, Contractor will have May 10, 2013 to inspect all HVAC equipment and inform the County if it finds any equipment is not in working order and is in need of repair. County will make best effort to repair the equipment identified by Contractor as not in working order before the contract begins on July 1, 2013. Respectfully submitted this _________day of _____________2013. By:___________________________Title:________________ ____ Telephone Number:______________________________________ Vendor:____________________________________________ ___________________________________________________ HVAC Specs Contractor Qualifications: (EPA Certification, HVAC, Refrigeration, Electrical, Plumbing) EPA Certification: Universal Type I and Type II. (Required by 40 CFR Part 82, Subpart F). HVAC License: H1, H2, H3 NC Refrigeration License Electrical Plumbing Class I Plumbing Fuel Piping License Two hour response time for mechanical and Johnson Controls FMS control and mechanical repairs. All mechanical contractors must have a mechanical service team capable of servicing and repairing Trane and York centrifugal and screw machines. Requirements Ser vice provider must comply with the standard operating procedures of Harnett County at all Governmental facilities maintained under this service agreement. Harnett County Government safety rules must be followed at all times. Service provider must complete criminal back ground checks on all employees working in Harnett County facilities. Service will also follow their own company safety procedures. Service provider will provide employees with all required safety equipment that will be used at all times and maintained in proper condition at all times. Equipment includes but not limited to safety glasses, face shields, hard hats, gloves, fall protection, steel toed boots/shoes, etc. Service provider shall employee an adequately sized staff of Commercial HVAC and/or Chiller technicians to provide timely and effective service to the site during both scheduled and unscheduled times especially on critical areas. Service provider to have the capability to provide vibration analysis, alignment, oil analysis, eddy current testing, water treatment services, indoor air quality, and energy audits. Service provider to provide HVAC rental equipment to include chillers, boilers, and cooling towers. Service provider must be able to provide equipment and have in working order within a 24 hour period. All bidding contractors will have on staff technicians that can provide upgrades, repairs and software revisions for all Johnson Controls FMS control systems as well as Trane Tracer FMS building automation system. Service provider should be able to offer Harnett County factory new or factory refurbished control equipment and material in a timely manner to prevent long downtime to facilities. Two hour response time for mechanical, Johnson Controls Metasys, and Trane Tracer control repairs. Factory trained service technicians for all HVAC and chiller service work and/or repairs is required by service provider. Service provider will maintain in stock critical part for HVAC equipment to prevent extended downtime and loss of production. All service provider vehicles used on County property must maintain full motor vehicle insurance, liability, and comprehensive. Coverage must be provided to County upon contract acceptance. Refrige rant Management Program: Service provider will provide county with a certified refrigerant management program that meets the requirements of the EPA and County. (This should be enclosed when bid is turned in.) Refrigerant management report will show cause of leak, location of leak, how leak was repaired, amount of refrigerant loss, amount added to bring system back to correct charge and a follow up inspection of leak repair must be performed with in 30 days of original repair. Service provider will manage reports and provide County with hard copies as well as electronic copies. All refrigerant management reports will indicate the leakage rate calculation and show the percentage of leakage and urgency of repair or action needed. All reports will be provided to County as completed and will be reviewed on a quarterly basis. HVAC Equipment Service Procedures: All HVAC equipment will receive at minimum quarterly maintenance and inspections. Condenser coils will be cleaned annually. Evaporator coils will be cleaned as needed. Condensate drain pans will be cleaned semi annually. Condensate drain pans will be treated for algae with drain tablets quarterly. All condensate piping and traps will be cleaned out quarterly to ensure proper drainage. Operating refrigerant pressures checked quarterly. Inspect for obvious refrigerant leaks on all units at inspection. Check for proper superheat or sub cooling on HVAC equipment checked quarterly. Fan drive belts, pulleys, and alignment will be checked quarterly. Motors will be oiled or greased as needed and recommended by manufacturer. Bearings will be greased as needed and recommended by manufacturer. Electrical connections checked and tightened quarterly. Supply voltage checked quarterly. Compressor oil levels where applicable checked quarterly. Measure supply and return temperatures quarterly. (Temperature Rise and Drop) Electric heating elements will be checked annually and amp draw checked and cycled. Heat pumps will be checked annually for proper defrost operation. Steam coils and hot water coils will be inspected quarterly. Exhaust and supply fans will be inspected quarterly. Heat exchangers will be cleaned as needed. Boiler rod out and clean annually by the first of September. Chiller will be cleaned annually. Cooling tower will be cleaned as needed. HVAC Air Filter Requirements: Air filters will be pleated and of high quality. Air filters will be replaced quarterly. Old filters will be properly disposed of when changed. Should air filters need to be changed more often than quarterly, the County should be notified to the frequency change required. Service provider maintains the responsibility to the filter changing schedule on time and will provide a copy to the County. HVAC Preventative Maintenance Schedule: The County, along with service provider, will create a schedule for preventative maintenance on all covered HVAC and/or Chiller equipment per building. All equipment will receive quarterly inspections. Maintenance should be scheduled so all equipment is checked on time and by the schedule. Service provider will be required to complete all preventative maintenance inspections and cleanings as required by the County and manufacturer. Service provider will provide the County with copies of all inspection reports and repair reports upon completion. All condenser and evaporator coils will be cleaned annually and should have received a cleaning by the end of April in order to prevent unnecessary equipment downtime at the beginning of the cooling season. Service provider will provide the County with monthly summary of condition of equipment and completion of scheduled maintenance for each building. Service Provider Staffing Requirements: Service provider will provide a dedicated technician as well as a back up technician to maintain all facilities. Service technicians need to be familiar with all critical areas of the County facilities. Service provider will provide adequate coverage to complete all filter changes and scheduled preventative maintenance. Technician will always check in with the on site personnel upon arrival and upon leaving or completion of work. Technicians will be responsible for keeping the County equipment rooms in a neat, orderly fashion. Replacement of Maintainable Parts: Service provider will provide parts and labor for any maintainable HVAC and Chiller parts that fail during the agreement coverage period. Maintainable parts include any repairable item such as compressors, motors, bearings, control valves, etc. and will be included in preventative maintenance agreement. Service provider will stock site critical replacement parts in order to prevent down time and any loss of production. Upon award of the preventative maintenance agreement, the service provider and the County will discuss these parts and a list will be completed, ordered as required, and housed at an adequate location. Non-Mai ntainable Parts: Service provider will provide all non-maintainable parts for HVAC and Chiller equipment. Service provider will provide labor to install these parts. Non-maintainable parts include refrigerant, circuit boards, coils, fuses, electrical components. Control valves and actuators will be covered as well as replacement. All refrigeration and condensate piping from cut off valve at unit to equipment will be covered by service provider. Service provider must supply and keep all boiler and chiller chemicals. Chiller at DSS – water treatment Chiller at Courthouse – water treatment Chiller at DSS – glycose Chiller at Courthouse – glycose Boiler at Shawtown – water treatment Detention Center – Lime stone to be changed & maintenance for boiler drains Equipment Replacement: Equipment that has reached its life expectancy of 15 years will be replaced by the County, if needed. If cost to repair is greater than 40% of new unit cost, the County will replace the unit. This is for units that are less than 25 tons. County will be responsible for coordinating the bid process as well as specifications on equipment. Boilers and chillers do not fall under the 15 year replacement because the expected life span is much higher. Not Included: Electrical wiring, conduit, and disconnects. Duct work replacement. Insulation replacement and repairs. Water leaks, piping, plumbing fixtures leading up to cut off at equipment. Water piping and sewer piping leading up to cut off at equipment. Definitions Covered equipment: means the equipment for which services are to be provided under this Agreement. Equipment failure: means the sudden and accidental failure of moving parts or electric components that are part of the Covered Equipment and that are necessary for its operation. Scheduled service visits: include labor required to perform inspections and preventative maintenance on covered equipment. Scheduled service materials: include materials required to perform scheduled service visits on covered equipment. Repair Labor: includes labor necessary to restore covered equipment to working condition following and equipment failure and excludes total equipment replacement due to obsolescence or unavailability of parts. Repair materials: includes materials necessary to restore covered equipment to working condition following an equipment failure and excludes total equipment replacement due to obsolescence or unavailability of parts. basic coverage: includes scheduled service visits, plus scheduled service materials. County understands that service provider is a provider of services under this agreement. Service provider shall not be considered a merchant or a vendor of goods. If Service provider installs or furnishes a piece of equipment under this agreement, and that equipment is covered by a warranty form the manufacturer, service provider will transfer the benefits of that manufacturer’s warranty to the County if this agreement terminates before the equipment manufacturer’s warranty expires. The County warrants that, to the best of the County’s knowledge, that all covered equipment is in good working condition and that the county has given the service provider all information of which county is aware concerning the condition of the covered equipment. Awarded Service provider will have April 25th, 2013 before the contract begins, to inspect all equipment and inform the county if it finds any covered equipment not in working order in need of repair. Equipment not in working order or in need of repairs will be repaired and in working condition before contract begins on July 1, 2013. County will provide adequate environment for covered equipment as recommended by the manufacturer or as recommended by service provider, including adequate space, electrical power, air conditioning, and humidity control. County will notify service provider immediately of any equipment malfunction, breakdown, or other condition affecting the operation of the covered equipment. County will allow service provider to start and stop, periodically turn off, or otherwise change or temporarily suspend equipment operations so that service provider can perform the services required under this agreement. The County retains the right to make changes or alterations to its equipment. The County will give service provider full access to all equipment that is either covered equipment or associated with it when service provider requests such access. Service provider may provide tools, documentation, panels, or other control equipment in the County buildings for service providers convenience in performing services. That equipment shall remain the service providers property and the service provider retains the rights to remove such items at any time during the term of this agreement. EXECUTION OF PROPOSAL PAGE HVAC Maintenance Service Contract Date: By submitting this proposal, the Contractor certifies the following: An authorized representative of the firm has signed this proposal. It can obtain insurance certificates and a performance bond as required within 10 calendar days after notice of award. The Contractor has determined the cost and availability of all equipment, materials and supplies associated with performing the services outlined herein. All labor costs, direct and indirect, have been determined and included in the proposed cost. If required, the Contractor has attended the pre-proposal conference and is aware of the prevailing conditions associated with performing this contract. The Contractor agrees to complete the scope of work for this project with no exceptions. Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within (60) days from the date of the opening, to furnish the services for the prices quoted. Contractor: Mailing Address: City, State, Zip Code: Telephone Number: Principal Place of Business if different from above By Title: (Type or Print Name) (Signature)