SPECIFICATIONS FOR SERVICE, PREVENTATIVE & PREDICTIVE ...



SPECIFICATIONS FOR SERVICE, PREVENTATIVE & PREDICTIVE MAINTENANCE OF HVAC EQUIPMENT LOCATED WITHIN THE RARE BOOKS & NEWSPAPER VAULTS AT THE FORUM BUILDING, CAPITOL COMPLEX, HARRISBURG, PA

GENERAL: Through this invitation for bid, the Pennsylvania Department of Education (PDE) is seeking a comprehensive service, repair, preventative & predictive maintenance contract for heating, ventilation and air conditioning equipment associated with the Rare Collections Library within the Department of Education, Office of Commonwealth Libraries. The equipment listed below creates and maintains a temperature- and humidity-controlled, pollutant-free environment for the long-term storage and preservation of the Commonwealth’s Rare Book and Newspaper collections, within the Rare Collections Library. As such, the equipment is deemed to be a “process” environment rather than a “comfort” environment, and therefore, has no “off-season”. The equipment operates, and must be capable of performing 24/7/365. One hundred percent operational availability of this equipment is crucial to the long-term health and survival of the Collections.

TERM OF CONTRACT: The term of the contract shall commence on the Effective Date, which shall be no earlier than October 1, 2006, and shall expire on September 30, 2009, with two (2) additional one-year options for renewal upon mutual agreement between PDE and the Contractor.

MANDATORY PRE-BID CONFERENCE/SITE VISIT: A MANDATORY PRE-BID CONFERENCE/SITE VISIT is planned for Wednesday, September 6, 2006 at 9:00 a.m. in Room 321, on the 3rd floor of the Forum Building, 607 South Drive, Capitol Complex, Harrisburg, PA. The MANDATORY PRE-BID CONFERENCE/SITE VISIT will include a tour of the locations to be serviced. Interested bidders must read these specifications thoroughly before attending the Pre-Bid Conference/Site Visit in order to have a complete understanding of the services requested.

The Contract Officer will conduct a Pre-bid Conference/Site Visit of the job site. ALL INTERESTED BIDDERS must carefully examine applicable drawings, and attend a pre-bid walk through of the facility to ensure that they are thoroughly familiar with the requirements and conditions, and to determine the extent of work to be performed under the contract before submitting a bid. The Pre-bid Conference/Site Visit is MANDATORY for all prospective bidders who wish to have their bid considered. Bids from prospective bidders not attending or who are not present for the entire Pre-bid Conference/Site Visit will not be considered for award.

All questions and concerns regarding these conditions and specifications should be addressed to the Contract Officer. The Contract Officer is:

Cynthia Anderson, Procurement Supervisor

PA Department of Education

Bureau of Management Services

333 Market Street, 15th Floor

Harrisburg PA 17126-0333

Telephone: (717) 787-8037

Email: cyanderson@state.pa.us

REQUIRED INFORMATION:

Performance Bond: The AWARDED CONTRACTOR must, within ten (10) days after notification of award, submit a performance bond with good and sufficient surety or sureties acceptable to PDE in connection with the performance of the work under the contract. The amount of the performance bond will be ten percent (10%) of the contract price. Failure to comply with the foregoing requirement in the specified time period may result in award of the contract to the next lowest responsible bidder. The Services Bid Contract number should appear on the Performance Bond.

The bond will remain in effect during the entire term of this contract. If claims are paid under this performance bond, the awarded contractor will replace the amounts paid to maintain the bond’s full amount.

Insurance: The AWARDED CONTRACTOR will perform the work required by the contract as an independent contractor and not as an agent of PDE. The awarded contractor shall purchase and maintain at its expense the following types of insurance by the companies acceptable to PDE and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania.

A. Worker’s Compensation Insurance for all of the awarded contractor’s employees and those of any subcontractor engaged in work at the site of the project in accordance with the Worker’s Compensation Act of 1915 and any supplements or amendments thereof.

B. Public liability and property damage insurance to protect the Commonwealth, the awarded contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death, and damage to property, including loss of use resulting from any property damage, which may arise from operations under this contract whether such operation be by the awarded contractor, by any subcontractor or by anyone directly or indirectly employed by either. The limits of such insurance shall be in an amount not less than $500,000 each person and $2,000,000 each occurrence, personal injury and property damage combined. Such policies shall be occurrence rather than claim-made policies and shall name the endorsements or any other from designed to limit and restrict any action by the Commonwealth as an additional insured against the insurance coverage in regard t the work performed for the Commonwealth.

Prior to commencement of work under this contract, the awarded contractor shall provide PDE with current certificates of insurance enumerated in (A) and (B) of this Insurance Section. These certificates shall contain a provision that coverage afforded under the policies will not be canceled or changed until at least thirty (30) days prior written notice has been given to PDE.

EMPLOYEE CRIMINAL RECORD CHECK:

A. The AWARDED CONTRACTOR must obtain a criminal record check for each of its employees as well as the employees of all subcontractors or suppliers, who will be required to enter the Commonwealth building as part of this project.

B. The criminal record check must be requested from the Pennsylvania State Police by completing a “Request for Criminal Record Check” form and submitting it to the Pennsylvania State Police.

C. The AWARDED CONTRACTOR is responsible for the costs incurred for the record check including: the $10.00 processing fee for each of its employees as well as the employees of subcontractors or suppliers who will be required to enter the building as part of the project.

D. The forms must be obtained directly from the Pennsylvania State Police.

E. The AWARDED CONTRACTOR shall not allow any contractor, subcontractor or supplier employee access to the building until the criminal record check has been performed.

F. If the criminal record check discloses a criminal record for the awarded contractor, subcontractor or supplier employee, the awarded contractor shall not allow the employee access to the building unless authorized by the Department.

G. Failure to comply with the provisions of this section shall be grounds for termination of the contract for cause.

SCOPE OF WORK: The AWARDED CONTRACTOR shall, at a minimum, provide service, repair and predictive & preventative maintenance for the following listed equipment. All non-emergency visits must be prescheduled with the Library Representative, Jeanne Metcalf (717-772-2374) and should be understood that even a scheduled appointment is subject to change. An emergency phone number for 24 hours/7 days a week access to a technician is a requirement for this contract. Additionally, any and all requests for emergency service and repair should be given immediate attention, with a technician to be on-site within 2 hours from the time the call was placed by the Commonwealth.

|RARE BOOKS EQUIPMENT SCHEDULE |

|EQUIPMENT & SYSTEMS COVERED UNDER THIS AGREEMENT |

QTY/TAG |EQUIPMENT |MANUFACTURER

MODEL #

SERIAL # |JAN |FEB |MAR |APR |MAY |JUN |JUL |AUG |SEP |OCT |NOV |DEC | |1 |37 Degree Chiller

30-Tons (Glycol) |Trane

CGWF030 |X | |X | |X | |X | |X | |X | | |1 |Cond. Water System

Heat Exchanger

30-Ton |Paul Mueller Accu-

Therm AT10 G |X | |X | |X | |X | |X | |X | | |2 |Chilled Water System Circulating Pumps

3HP 80 GPM |B&G

1510 2BC |X | |X | |X | |X | |X | |X | | |2 |Cond. Water System

Circulating Pumps

2HP 90 GPM |B&G

Series 80 |X | |X | |X | |X | |X | |X | | |

QTY/TAG |EQUIPMENT |MANUFACTURER

MODEL #

SERIAL # |JAN |FEB |MAR |APR |MAY |JUN |JUL |AUG |SEP |OCT |NOV |DEC | |1 |Air Handler

AHU-1

5-HP |Trane

M-Series Size 3 |X | |X | |X | |X | |X | |X | | |1 |Air Handler

AHU-2

2-HP |Trane

M-Series Size 3 |X | |X | |X | |X | |X | |X | | |2 |Air Handler

AHU-3 & 4

5-HP |Trane

M-Series Size 6 |X | |X | |X | |X | |X | |X | | |1 |Air Handler

AHU-5

3-HP |Trane

M-Series Size 6 |X | |X | |X | |X | |X | |X | | |2 |Air Handler

AHU-6 & 7

5-HP |Trane

M-Series Size 3 |X | |X | |X | |X | |X | |X | | |1 |Air Handler

AHU-8

5-HP |Trane

M-Series Size 6 |X | |X | |X | |X | |X | |X | | |2 |Humidifiers |Nortec |X | |X | |X | |X | |X | |X | | |2 |Exhaust Fans |In-Line |X | |X | |X | |X | |X | |X | | |1 |Exhaust Fan |Centrifugal Refrigerant Purge |X | |X | |X | |X | |X | |X | | |2 |Water Treatment

(Takes effect in year 2) |Cascade |X | |X | |X | |X | |X | |X | | |1 |Refrigerant Monitor |Haloguard |X | |X | |X | |X | |X | |X | | |1 |Condensing Unit

(Munters Cargocaire Dehumidifier Post-cooling System |Trane |X | |X | |X | |X | |X | |x | | |

THE FOLLOWING ITEMS ARE EXCLUDED FROM THIS AGREEMENT

• Automated Logic DDC Controls installed and serviced under separate contract.

• Air Filtration media, filter boxes and UV emitters serviced under separate contract.

• Dessicant dehumidifier and DX post-cooling evaporator module serviced under separate contract.

THE FOLLOWING REQUIREMENTS SHOULD BE INCLUDED IN THE CONTRACT

WATER-COOLED WATER CHILLER

• Make bi-monthly inspections of the system. Additional inspections maybe required at the contractual hourly rate.

• During each visit, check the general operation of the machine; make minor repairs and adjustments as required. Perform associated preventative maintenance as per the manufacturer’s recommendations.

• Instruct the operator or his/her agent in the operation of the system. This will be accomplished during regular inspections.

• Annually check and calibrate all operating and safety controls.

• Annually check the compressor motor for insulation resistance.

• Annually tighten all electrical connections.

• Annually check the starter contacts for excessive wear and replace as needed.

• Check glycol level, concentration and inhibitor strength bi-monthly.

CIRCULATING WATER PUMPS

• Perform a visual inspection of the pump shaft, bearings, couplings and mechanical seals. Lubricate pump bearings per manufacturer’s recommendations.

• Inspect motor bearings. Lubricate per manufacturer’s recommendations.

• Inspect and check all starter and motor connections for tightness and signs of over heating and contact pitting. Check condition of motor overloads.

• Monitor vibration of rotating equipment. This may be in the form of electronic amplitude measurement with data logging, or some other predictive method which will detect bearing failure in the incipient stages and avoid on-line failures.

• Manually alternate chilled- and condenser-water pumps to equalize run-time.

AIR-HANDLING UNITS

• Inspect and grease fan bearings per manufacturer’s recommendations.

• Inspect condition of belt(s) and adjust fan belt tension. Replace belt(s) as required.

• Lubricate motor bearings per manufacturer’s recommendations.

• Inspect coils and condensate pans and clean as required. Assure condensate drain lines are clear and flowing.

• Inspect seals on access doors and flexible connectors. Repair or replace as required.

• Monitor vibration of rotating equipment. This may be in the form of electronic amplitude measurement with data logging, or some other predictive method which will detect bearing failure in the incipient stages and avoid on-line failures.

• Submit MSDS Sheets for all proposed cleaning chemicals, sanitizers/disinfectants, etc. to the Deputy Secretary, Office of Commonwealth Libraries for approval before bringing any materials into the facility. There may be compatibility issues with the PURAFIL chemical media air filtration systems already in service.

• Check and lubricate damper linkages.

• Check set screws and blade adjustment for proper operation.

Once Per Year

• Clean fan wheels and fan shaft. Utilize a stiff brush and mechanically remove built-up dirt.

• Clean, sanitize and disinfect the fan, fan shaft, casing, cooling coils and condensate pans and drain lines. Assure condensate drain lines are clear and flowing. The use of condensate pan tablets for microbiological control is not permitted.

• Inspect the unit casing and accessories for paint chipping and/or corrosion. Provide a written recommendation for repairs.

PACKAGED UNITS (POST-COOLING SECTION OF DESSICANT DEHUMIDIFIER)

• Check the general operation of the machine; make minor repairs and adjustments, inspect and/or grease bearings, lubricate motor, inspect coils and fins and assure they are circulating air freely.

• Perform associated preventative maintenance as recommended by the equipment manufacturer.

• Clean condenser coils and fans once per year.

HUMIDIFIER

• Perform a visual inspections of the electrical compartment. Check for any loose wires or quick connect terminals.

• Verify that the high water level sensing circuit is functioning properly.

• Verity that the unit is draining freely.

• Verify that the humidity set point is at the desired value.

• Verify that the air-proving switch closes on no airflow.

• Verify that the high limit stat closes at the high limit set point.

• Verity that there are no untrapped low spots.

• Awarded Contractor is responsible for total maintenance and operation of these units in accordance with the manufacturer’s recommendations.

Exhaust Fans

• Lubricate fax bearings per manufacturer’s recommendations.

• Inspect fan belt tension and condition of belts.

• Lubricate motor per manufacturer’s recommendations.

• Check rotation of fan wheel.

• Monitor vibration of rotating equipment. This may be in the form of electronic amplitude measurement with data logging, or some other predictive method which will detect bearing failure in the incipient states and avoid on-line failures.

• Replace fan belt annually.

• Inspect condition of sheaves and pulleys annually.

• Fan wheel and casing shall be thoroughly cleaned annually.

DRIP PANS

• Inspect all drip pans under equipment and piping for evidence of leakage, whether current or past.

• Correct the source of all leakage.

INITIAL INSPECTION: During the first 30 days of this contract or upon initial start-up, if the Awarded Contractor should find any equipment covered under this contract to be in need of repair or replacement, the Awarded Contractor will inform the Contract Officer in writing of the equipment condition with a written proposed corrective action and any additional costs. When the Awarded Contractor so notifies the Contract Officer it is understood that the Awarded Contractor will not be responsible for the present or future repair or replacement, or operability of the equipment under this contract until such a time the equipment is restored to a condition acceptable to the Awarded Contractor.

CUSTOMER RESPONSIBILITIES: In order to permit the Provider to properly perform the services included in this agreement, the Customer agrees:

To provide reasonable and timely access to all equipment covered by this contract.

To allow the Provider to start and stop equipment, with proper notice and coordination.

To provide water treatment for the proper functioning of the equipment unless included in this agreement.

WARRANTY: The Provider warrants that the work performed hereunder shall be done in a workmanlike manner and that all parts and components shall be free from defects in workmanship and materials. This warranty shall be effective for a period of ninety (90) days from the date the work is done or the part or component is installed or until the date on which this Agreement terminates, whichever first occurs. The Customer remedy, should any breach of the warranty occur, shall be for the Provider to re-perform defective work or to repair or replace, at the Provider’s option, any parts or components which are shown, to the Provider’s satisfaction, to be defective, provided that notice is given promptly upon discovery of the defect.

PAYMENT FOR SERVICES: The Awarded Contractor will prepare and submit invoices for services rendered on a monthly basis. See also Standard Purchase Order Terms & Conditions – SAP STD272 (attached) Page 1, Paragraph 6 Compensation/Invoices, and Paragraph 7 Payment.

UNSATISFACTORY: When services performed by the Awarded Contractor are considered unsatisfactory by PDE, the awarded contractor shall be given five (5) working days to render satisfactory services. If at the end of five (5) days the services are still considered unacceptable, PDE reserves the right to secure satisfactory services from another vendor and surcharge the awarded contractor any and all difference(s) in cost between the contract price and the cost PDE pays the other contractor. See Standard Purchase Order Terms & Conditions – SAP STD272 (attached) Page 4, Paragraph17 Default, Subparagraph 3.

DEDUCTIONS IN PAYMENT: PDE may make deductions from the invoice payments if the Awarded Contractor does not perform the work specified herein in a satisfactory manner. Deductions will be calculated based upon the number of hours required to perform the function(s) multiplied by the prevailing labor rate. See also Standard Purchase Order Terms & Conditions – SAP STD272 (attached) Page 2, Paragraph 7 Payment.

LOCAL CONDITIONS COVERING WORK: The Awarded Contractor must cooperate with those in authority on the premises to prevent the entrance and exit of all workmen and/or others whose presence is forbidden or undesirable and in bringing, storing, or removing of all materials and equipment, to observe all rules and regulations in force on the grounds, to avoid unnecessary dust, accumulated debris, or the undue interference with the convenience, sanitation, or routine of the Commonwealth, and to prevent the loss of or damage to the property of the Commonwealth and/or its employees.

An awarded contractor engaged to perform a service that will introduce any chemical agent (no matter how benign) onto Commonwealth grounds must do the following:

1. Provide 48 hour advance notice to the Contracting Officer, before the start of any work.

2. Supply a Material Safety Data Sheet (MSDS) for all chemical substances in use, before performing any work.

The awarded contractor must repair any and all damages he/she may cause to the building or property to the full satisfaction of PDE.

ADDITIONAL CONTRACT REQUIREMENTS: The following requirements are MANDATORY.

1. The vendor shall provide all labor and equipment/instruments required for the preventative maintenance check, which includes refrigerants and Glycol test strips for the Water-Cooled Water Chiller (as required), lubrication for circulating water pumps and air-handling units, belts, seals for the air-handling units, fan belts for the exhaust fans, Tyvec booties and jump suits, etc.

2. All materials, supplies, and services shall conform to Federal, State, and Local Laws and Regulations. All parts shall be new and unused.

3. Schedule changes may be mutually agreed upon by the designated contact person and the vendor, but must be in writing and signed by the authorized representative of both parties.

4. Upon completion of the inspection/maintenance/repairs, the technician shall provide a report to the designated contact person detailing the condition of each unit along with any recommendations/estimates for repairs needed. This estimate must include all billable parts. This requirement may be waived in the case of an emergency.

5. This agreement may not be assigned to a subcontractor by the vendor under any circumstances unless the Department of Education Contracting Officer has approved the subcontracting in writing.

PRICING:

Contract pricing should be broken out as follows:

1. Contract Bid Price (Monthly Rate) Year 1 ____________

2 Contract Bid Price (Monthly Rate) Year 2 ____________

3. Contract Bid Price (Monthly Rate) Year 3 ____________

4. Emergency response (M-F normal working hours- Year 1 ____________

hourly rate) Year 2 ____________

Year 3 ____________

5. Emergency response (M-F overtime – hourly rate) Year 1 ____________

Year 2 ____________

Year 3 ____________

6. Emergency response (holidays/weekends – hourly Year 1 ____________

rate) Year 2 ____________

Year 3 ____________

Also, specify discount percentage off list pricing on standard replacement parts and materials.

Discount percentage off list price for parts and materials Year 1 ____________

Year 2 ____________

Year 3 ____________

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