BID # 61 of 2026

HVAC MAINTENANCE SERVICE CONTRACT FOR THE ERIE COUNTY PRISON

BID RECEIPT

CONFIRMATION

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COUNTY OF ERIE

DEPARTMENT OF ADMINISTRATION

BUREAU OF PURCHASING

BID DOCUMENTS

FOR

HVAC MAINTENANCE SERVICE CONTRACT

FOR THE

ERIE COUNTY PRISON

ERIE, PENNSYLVANIA

TO BE OPENED ON: OCTOBER 22ND, 2026

LEGAL NOTICE

The Erie County Manager of Procurement, Room #106, Erie County Courthouse, Erie, PA 16501, will conduct a mandatory Pre-Bid Conference and Facility Walk Through on October 14th, 2026 at 10:00 AM to review specifications and bid requirements available at https://pennbid.bonfirehub.com for the HVAC Maintenance Service Contract for the Erie County Prison.

The Pre-Bid Conference and Facility Walk Through is a Mandatory Requirement for all potential bidders and will be held at the following location:

Erie County Prison 1618 Ash St.

Erie, PA 16503

Sealed bids submitted for the above will be received electronically via PennBid and opened on October 22nd, 2026 at 10:30 AM by the Office of the County Controller, Erie County Courthouse, 140 West 6th Street, Room #107, Erie, PA 16501.

Erica Coe Manager of Procurement

Advertise: October 1st, 2026

October 5th, 2026

Please charge to Account #L0960556 – Thank you!

https://pennbid.bonfirehub.com/

HVAC MAINTENANCE SERVICE CONTRACT FOR THE

ERIE COUNTY PRISON

GENERAL SPECIFICATIONS

FAILURE TO ADHERE TO THESE GENERAL SPECIFICATIONS WILL

RESULT IN YOUR BID BEING REJECTED!

1. It is the intent of the County to bid - HVAC Maintenance Service Contract for the Erie County Prison.

2. All bids must be submitted electronically via PennBid at https://pennbid.bonfirehub.com on or before October 22nd, 2026 at 10:30 AM. Bids will be opened at that time.

3. A mandatory pre-bid conference will be held on October 14th, 2026, at 10:00 AM at the Erie County Prison, 1618 Ash St, Erie, PA 16503 to review specifications and bid requirements available at https://pennbid.bonfirehub.com.

4. A certified or cashier’s check, bid bond with corporate surety payable to the County of Erie in the amount of Ten (10%) percent of the total amount bid must accompany each sealed proposal to guarantee acceptance of the contract if awarded.

5. The County of Erie reserves the right to accept or reject any or all bids, to waive any defects in form or technicalities or to advertise for new bids where acceptance, rejection, waiving or advertising of such would be in accordance with the best interest of the County; also, to sit and act as the sole judge of the merit and qualifications of the equipment, supplies or services offered. Any interpretation of equivalency shall be determined finally and conclusively by the County of Erie.

6. The Bid shall disclose any conflict of interest that arises or may arise with regard to the potential contract. Conflict of interest arises if any County official or employee has any financial interest, direct or indirect, in the potential contract.

7. The successful bidder will be required to sign a contract containing the following provision: Equal Employment Opportunity Clause. (a) (1) The contractor shall not discriminate against any employee or applicant for employment because of race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, natural origin, criminal history or source of income. The contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment, without regard to their race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, natural origin, criminal history or source of income.

As used herein, “treated” means and includes, without limitation, the following: recruited, whether advertising or other means;

compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship;

promoted; upgraded; demoted; downgraded; transferred; laid off;

and terminated. The contractor agrees to and shall post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officers setting forth the provisions, of this nondiscrimination clause. (2) The contractor shall in all solicitations or advertisements for employees place by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, natural origin, criminal history or source of income.

(3) The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or worker’s representative of the contractor’s commitment under the Equal Employment Opportunity Clause of the County, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (4) The contractor shall furnish all information and reports requested by the County Executive or the County Council to ascertain compliance with the program. (5) The contractor shall take such action with respect to any subcontractor as the County may direct as a means of enforcing the provisions of subsections (a)(1) to (8) hereof, including penalties and sanctions for noncompliance, provided, however, that in the event the contractor becomes involved in or is threatened with litigation as the result of such direction by the County, the County shall enter into such litigation as is necessary to protect the interests of the County to effectuate the County’s Equal Employment Opportunity Program, and in the case of contracts receiving federal assistance, the contractor or the County may request the United States to enter into such litigation to protect the interests of the United States. (6) The contractor shall file and shall cause his subcontractors, if any, to file compliance reports with the County. Compliance reports filed at such times as directed shall contain information as to the employment practices, policies, programs, and statistics of the contractor and his subcontractor’s. (7) The contractor shall include the provisions of subsections (a) (1) through (8) of the Equal Employment Opportunity Clause in every subcontract or purchase order so that such provisions will be binding upon each subcontractor or vendor. (8) Refusal by the contractor or subcontractor to comply with any portion of this program as herein stated and described will subject the offending party to any and all of the following penalties: (a) Withholding of all future payments under the involved public contract to the contractor in violation until it is determined that the contractor or subcontractor is in compliance with the provisions of the contract; (b) Refusal of all future bids for any public contract with the County or any of its departments or divisions until such time as the contractor or subcontractor demonstrates that he has established and shall carry out the policies of the program as herein outlined. (c) Cancellation of the public contract ad declaration of forfeiture of the performance bond; (d) In cases in which there is substantial or material violation or the threat of substantial or material violation of the compliance procedure of as may be provided for by contract, appropriate proceedings may be brought to enforce those provisions, including the enjoining, within applicable law, of contractors, subcontractors, or other organizations, individuals, or groups who prevent directly, indirectly, or seek to prevent directly or indirectly, compliance with the policy, as herein outlined.

8. The contract will be awarded at the time of opening of the bids or at a subsequent time and place to be announced at the time of opening.

9. The bidder shall not be allowed to take advantage of any errors, inconsistencies, irregularities or omissions in the specifications.

Where errors, inconsistencies, irregularities or omissions appear in the specification, the bidder will promptly notify the County of same prior to the time set for the bid opening.

10. All bids must be made on the Bid Form furnished by the County.

No bid will be considered unless the Bid Form is properly completed.

11. THE BID PACKAGE MUST INCLUDE THE ORIGINAL BID FORM,

NON-COLLUSION AFFIDAVIT, AND CASHIER’S CHECK OR BID

BOND.

12. The County is not liable for non-receipt of bids if sent in any other manner than required or submitted after the due date and time.

13. The County will not be responsible for any costs incurred by the vendors in responding to this Bid Form or any costs incurred in responding to any demonstrations or samples required.

14. Any discounts or terms must be shown on the Bid Form. Such discounts, if any, may be computed and considered in tabulating of the bids.

15. All freight and other costs shall be included in the bid price.

16. In consideration of furnishing the equipment and/or performing the services called for herein, the supplier will be paid within thirty (30) days of invoice receipt.

17. Any questions with respect to the General & Technical

Specifications contained in this bid should be submitted via the “Ask A Question” feature in PennBid at https://pennbid.bonfirehub.com .

18. The County is exempt from all State of PA sales tax by State law.

19. The Non-Collusion Affidavit attached to these specifications must be completed and submitted with the Bid Form. Failure to do this will result in disqualification of the bid. Instructions are as follows:

a. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid.

b. Bid rigging and other efforts to restrain competition and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, necessary, of all other persons employed or associated with the bidder with responsibilities associated with the bidder with responsibilities for the preparation, approval or submission of the bid.

c. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents and an Affidavit must be submitted separately on behalf of each party.

d. The term “complementary bid” as used in the Affidavit has the meaning commonly associated with that term in the bidding process and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or non-competitive bid and any other form of bid submitted for the purpose of giving a false appearance of competition.

20. All bid equipment in this bid must be new. New shall be construed to mean the bid equipment shall be assembled using exclusively new, first time usage parts. The equipment shall not contain rebuilt or remanufactured parts or any used parts, which have been rebuilt to new specifications. The County reserves the right to require a sworn statement from the manufacturer guaranteeing the bid equipment shall meet all requirements of this specifications.

21. All items on this bid must be of CURRENT MANUFACTURE. The term CURRENT MANUFACTURE shall mean the most recent line of the bid items made available to the bidder by the manufacturer.

22. The County reserves the right to purchase additional bid items at the bid price, within 90-days of delivery and installation.

23. The bidder shall include in the bid all costs of labor, materials, equipment, allowances, fees, permits, applicable taxes, insurance and contingencies with overhead and profit necessary to produce those portions of work covered by the specifications without further cost to the owner.

24. Bids shall include the complete fabrication, finishing, delivery and setting in place ready for use of the equipment herein specified, all in accordance with these specifications. Any part or accessory not specifically mentioned herein, which is normally part of the equipment or necessary to complete installation of same, shall be included in the bid price. The County will be responsible for supplying adequate electrical power at the installation site.

25. The bidder may include with the bid a brochure containing photographs, technical specifications and any other features of the bid equipment to completely inform the County of Erie concerning the equipment the bidder proposes to furnish and install.

26. Bids may be held by the County for a reasonable amount of time, to be determined by the County, for the purpose of reviewing the bids and investing the qualifications of bidders prior to awarding the contracting.

27. The awarding of the contract shall be contingent upon the approval of funds by the County of Erie or any other governmental agencies or any other necessary source.

28. Successful vendor will be required to obtain the appropriate security clearances, at their own costs, for each individual who will be working for the vendor in any County building. Those clearances are as follows:

•PA Child Abuse Clearance Form

•PA Criminal History Clearance

•FBI Fingerprint Clearance

29. The contract resulting from this Bid will be a three (3) year contract and shall be in effect from January 1, 2027 to December 31, 2030, with two (2) optional one (1) year extensions. The contractor shall have no right of subletting or assignment of contract without written approval of ECP. The contract may be terminated by ECP by giving written notice to the contractor at least ninety (90) day prior notice.

30. During the contract period of this agreement, components that have become obsolete, unrepairable, or unavailable may be removed from this agreement. Pricing will then be adjusted accordingly to reflect the changes.

31. Contractor shall not be responsible for alterations or modifications required by governmental, regulatory or insurance agencies.

32. Contractor shall not be liable for any loss, delay, injury or damage that may be caused by circumstances beyond its control including but not restricted to acts of God, fire, theft, explosions, vandalism, work stoppage or floods.

33. Contractor shall not be liable for repair or replacement of parts as a result of abuse, negligence by others or by reason of any other cause except ordinary wear and tear.

34. Bidder shall guarantee to have a qualified service repairman on the premises within 24-hours after the call for service.

35. Cost of removal of any asbestos discovery during repairs to the system by the contractor shall be the responsibility of the County.

36. The County has no Boiler and Machinery insurance on the equipment to be covered in this Bid.

37. The following are absolute minimum specifications. The County requests that the vendor not bid any machine that does not meet specification without condition.

38. Successful Contractor will comply with the Responsible

Contractor / Project Labor Agreement.

1. RIGHT-TO-KNOW LAW

1.1 The Pennsylvania Right-to-Know Law (RTKL), 65 P.S.§ 67.101-67.3104, applies to this agreement.

1.2 Unless the Vendor provides the County, in writing, with the name and contact information of another person, the County will notify the provider using the

Vendor information provided by the Vendor in this Agreement if the County needs the Vendor’s assistance in any matter arising out of the RTKL. The Vendor must notify the County in wiring of any change in the name or the contact information within a reasonable time prior to the change.

1.3 Upon notification to the Vendor that the County has received a request for records under the RTKL related to this Agreement that may be in the Vendor’s possession, constituting or alleged to constitute a public record in accordance with the RTKL (“Requested Information”), the Vendor must

1.3.1 provide the County, within five business days after receipt of the County’s written notification, access to, and copies of, any document or information in the Vendor’s possession arising out of this Agreement that the County reasonably believes is Requested Information and may be a public record under the RTKL; and

1.3.2 provide other assistance that the County may reasonably request, in order to comply with the RTKL with respect to this Agreement.

1.4 If the Vendor considers the Requested Information to include a request for a

Trade Secret or Confidential Proprietary Information, as those terms are defined by the RTKL, or information that the Vendor considers exempt from production under the RTKL, the Vendor must notify the County and provide, within five business days of receiving the County’s written notification, a written statement signed by a representative of the Vendor explaining why the requested material is exempt from public disclosure under the RTKL.

1.5 The County will rely upon the written statement from the Vendor in denying an

RTKL request for the Requested Information unless the County determines that the Requested Information is clearly not protected from disclosure under the

RTKL.

1.6 If the Vendor fails to provide the Requested Information within the time period required by these provisions, the Vendor must indemnify and hold the County harmless for any damages, including any statutory damages assessed against the County, penalties, costs, detriment, or harm that the County may incur as a result of the Vendor’s failure to perform any actions as required in this section, which may include the public release of Requested Information.

1.7 The County will reimburse the Vendor for any costs associated with complying with these provisions only to the extent allowed under the fee schedule established by the Office of Open Records or as otherwise provided by the RTKL if the fee schedule is inapplicable.

1.8 The Vendor may file a legal challenge to a decision by the County to release a record to the public in Pennsylvania courts, however, the Vendor must indemnify the County for any legal expenses incurred by the County as a result of such a challenge and must hold the County harmless for any damages, penalties, costs, detriment, or harm that the County may incur as a result of the Vendor’s failure, including any statutory damages assessed against the County, regardless of the outcome of such legal challenge. As between the parties, the Vendor agrees to waive all rights or remedies that may be available to it as a result of the County’s disclosure if Requested Information pursuant to the RTKL.

1.9 In the event that an appeal is filed with an Appeals Officer designated under 65

P.S. § 67.503(a) or a court, the County will notify Vendor of the appeal and inform Vendor of its ability to participate in the appeal pursuant to 65 P.S §

67.1101(c). To the extent that a request involves the confidential proprietary information or trade secrets of Vendor, County and Vendor agree that County has no obligation to take any steps, other than notifying Vendor of the appeal, with respect to defending the release of such records.

1.10 The Vendor’s duties relating to the RTKL are continuing duties that survive the expiration of the Agreement and will continue as long as the Vendor as Requested Information in its possession.

NON-COLLUSION AFFIDAVIT

HVAC Maintenance Service Contract For the

Erie County Prison

State of ______________________________:

: s.s.

County of ____________________________:

I state that I am ______________________ of ___________________________ and that I

(TITLE) (NAME OF FIRM)

am authorized to make this affidavit on behalf of my firm and its owner, directors and officers. I am the person responsible in my firm for price (s) and the amount of this bid.

I state that:

1. The price (s) and amount of bid have been arrived at independently and without consolation, communication or agreement with any other contractor, bidder or potential bidder.

2. Neither the price (s) nor the amount of this bid and neither the approximate price (s) nor approximate amount of this bid, have been disclosed to any other firm or person who is bidder or potential bidder and they will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract or to submit a bid higher than this bid or to submit any intentionally high or noncompetitive or other form of complementary bid.

4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from any firm or person to submit a complementary or other noncompetitive bid.

5. ______________________, its affiliates, subsidiaries, officers, directors and

(NAME OF FIRM)

employees are not currently under investigation by any governmental agency and have not in the law four years been convicted or found liable for any act prohibited by State or Federal Law in jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract except as follows:

I state that ______________________________ understands and acknowledges that

(NAME OF FIRM)

the above representations are material and important and will be relied on by the County of Erie in awarding the contract (s) for which this bid is submitted. I understand and my firm understands that misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Erie of the true facts relating to the submission of bids for this contract.

NAME

COMPANY POSITION

SWORN TO AND SUBSCRIBED

BEFORE ME THIS __________DAY

OF _______________, 20__________

Notary Public

My commission expires:___________

Responsible Contractor

00.01. Responsible contractor requirements.

(a) This article shall apply to public works projects funded or undertaken directly by the County of Erie (“County”) (but not other authorities) for construction, demolition, alteration, renovation, modernization, service or maintenance of buildings, structures or facilities valued at $100,000 or more in total that are subject to competitive bidding under the County of Erie Administrative Code. All contractors and subcontractors of any tier that perform work on such projects regardless of value of individual contract or subcontract packages shall meet the requirements of this article.

(b) All firms engaged in public works contracts subject to this article, including general contractors, construction managers, other lead or prime contractors, and subcontractors at any level, shall be qualified, responsible contracting firms that have sufficient capabilities in all respects to successfully perform contracts on which they are engaged, including the necessary experience, equipment, technical skills and qualifications and organizational, financial and personnel resources. Firms bidding or otherwise participating in public works contracts shall also be required to have a satisfactory past performance record and a satisfactory record of law compliance, integrity and business ethics.

(c) The firm will pay all craft employees on the project, the applicable wage and fringe benefit rates required by the Pennsylvania Prevailing Wage Act, 43 P.S.

§ 165-1 et seq. These wages shall also be paid to employees performing any custom fabrication work for the project. For purposes of this subsection, "custom fabrication" shall mean the fabrication, assembly modification or other production of non-standard goods, or materials, including components, fixtures, or parts thereof, that are fabricated, assembled or modified off-site, but produced specifically for a project covered by this article. This requirement shall include, but not be limited to, custom fabrication for electrical, plumbing, mechanical, refrigeration, heating, cooling, ventilation, sheet metal or other duct systems, mechanical insulation, ornamental iron work or boiler systems. Fabrication shall also include the fabrication, assembly or other production of components or structures prefabricated to specifications for a particular project covered by this article.

000.02. Contractor responsibility certifications.

(a) As a condition of performing work on a public works contract subject to this article, a general contractor, construction manager or other lead or prime contractor seeking award of a contract shall submit a Contractor Responsibility Certification as specified herein.

(b) The Contractor Responsibility Certification shall be completed on a form provided by the County and reference the project for which a bid is being submitted by name and contract or project number.

(c) In the Contractor Responsibility Certification, the construction manager, general contractor or other lead or prime contractor shall confirm the following facts regarding its past performance and work history and its current qualifications and performance capabilities:

(1) The firm and its employees have all licenses, registrations, certificates or other credentials required by federal and state law and the laws of the municipality, township or borough where the work is to be performed with respect to the contract work it seeks to self-perform.

(2) The firm meets the bonding requirements for the contract required by law or contract specifications, as well as applicable insurance requirements for the contract, including general liability, workers' compensation and unemployment insurance.

(3) The firm has not been debarred or suspended by any federal, state or local government agency or authority in the past three years.

(4) The firms has not defaulted on any project in the past three years.

(5) The firm has not had any type of business, contracting or trade license, registration or certification revoked or suspended in the past three years.

(6) The firm and its principals/owners have not been convicted of any crime relating to its contracting business in the past 10 years.

(7) The firm shall assign workers to perform only work in their respective craft or trade for which they have sufficient skills and training or shall use qualified subcontractors to meet this requirement.

(8) The firm has all other technical qualifications and resources, including equipment, personnel and financial resources, to successfully perform the referenced contract and shall maintain such capabilities throughout the duration of the project, or will obtain same through the use of qualified, responsible subcontractors or vendors.

(9) The firm shall notify the County within seven days of any material changes in its operation that relate to any matter attested to in this certification.

(10) The firm shall ensure that all craft labor it employs on the project will have completed, prior to working on the project, the OSHA 10-hour training course for safety established by the U.S. Department of Labor and at least one person with OSHA 30 training.

(11) The construction manager, general contractor or other lead or prime contractor responsible for the project shall ensure that at least 50% of the craft labor workforce employed on the project workforce shall be comprised of either journeyperson workers who have successfully completed an apprenticeship training program registered with an approved by the U.S. Department of Labor or a state apprenticeship agency or registered apprentices currently enrolled in such programs.

(d) Execution of the Contractor Responsibility Certification required by this article shall not establish a presumption of contractor responsibility, and the County may require any additional information it deems necessary to evaluate a firm's status as a responsible contractor, including information regarding the firm's technical qualifications, financial capacity or other resources and performance capabilities.

The County may require that such information be included in a separate Statement of Qualifications and Experience or as an attachment to the Contractor Responsibility Certification.

(e) The submitting firm shall stipulate in the Contractor Responsibility Certification that, if it receives a Notice of Intent to Award Contract, it will provide a Subcontractor List and required subcontractor information as specified in 000.04 of this article.

(f) If the submitting firm has ever operated under another name or is controlled by another company or business entity or in the past five years controlled or was controlled by another company or business entity, whether as a parent company, subsidiary or in any other business relation, it shall attach an appendix to its Contractor Responsibility Certification that explains in detail the nature of any such relationship. Additional information may be required from such an entity if the relationship in question could potentially impact contract performance.

(g) If a firm fails to provide a Contractor Responsibility Certification required by this section, it shall be disqualified from bidding.

000.03. Notice of intent to award contract.

(a) After it has received bids for a project, the County shall issue a Notice of Intent to Award Contract to the firm that has submitted the lowest responsive bid.

(b) Such Notice shall stipulate that the contract award is conditioned on the issuance of a written Contractor Responsibility Determination for the firm as required by 000.05 of this article, compliance with Subcontractor Certifications required by 000.04 of this article, and any other qualification standards required by the County.

000.04. Subcontractor responsibility requirements.

(a) Within 14 days of receiving a Notice of Intent to Award Contract, the prospective awardee shall submit a Subcontractor List, which provides the name and address of the subcontractors it will use on the project, the scope of work assigned to each subcontractor, and Subcontractor Responsibility Certifications as required by this section.

(b) The prospective awardee shall not be permitted to use a subcontractor on any work performed for the County unless it has identified the subcontractor on its Subcontractor List and provided a Subcontractor Responsibility Certification in accordance with the requirements of 000.04.

(c) At the time a prospective awardee submits the Subcontractor List it shall also submit Subcontractor Responsibility Certifications and applicable supporting information for all listed subcontractors to the County.

(d) Subcontractor Responsibility Certifications shall be executed by the respective subcontractors on forms prepared by the County and contain the same information, representatives and supporting information required in Contractor Responsibility Certification.

(e) Subcontractor Responsibility Certifications shall be executed by a person having sufficient knowledge to address all matters in the certification and shall include an attestation stating, under the penalty of perjury, that all information submitted is true, complete and accurate.

(f) A subcontractor listed on a firm's Subcontractor List shall not be substituted unless written authorization is obtained from the County and a Subcontractor Responsibility Certification is provided for the substitute subcontractor.

(g) In the event the County determines that a subcontractor fails to meet the requirements of this article or is otherwise determined to be non-responsible, it may, after information about the prospective awardee, exercise one of the following options:

(1) Permit the awardee to substitute a qualified, responsible subcontractor in accordance with the requirements of this section, upon submission of a completed Subcontractor Certification for the substitute and approval of the substitute by the County.

(2) Require the awardee to self-perform the work in question if the firm has the required experience, licenses and other qualifications to perform the work in question; or

(3) Disqualify the prospective awardee.

000.05. Contractor responsibility review and determination.

(a) After the County has issued a Notice of Intent to Award Contract to the lowest responsive bidder, it shall undertake a contractor responsibility review process to determine whether the firm is a qualified, responsible firm in accordance with the requirements of this article and other applicable laws and regulations. The time frame for conducting this review process shall be as determined by the County.

(b) As part of the review process, the County shall ensure that the Contractor Responsibility Certification and Subcontractor Responsibility Certifications and applicable supporting information comply with the requirements of this article.

(c) The County may conduct any additional inquiries to verify that the prospective awardee and its subcontractors have the technical qualifications and performance capabilities necessary to successfully perform the contract and that the firms have a sufficient record of law compliance and business integrity to justify the award of a public contract. In conducting such inquiries, the County may seek relevant information from the firm, its prior clients or customers, its subcontractors or any other relevant source.

(d) After the County determines that all responsibility certifications have been properly executed and has verified that all other relevant information requested for reviews indicates that the prospective awardee and its subcontractors are qualified, responsible firms, it shall issue a written Contractor Responsibility Determination for the prospective awardee.

(e) In the event a firm is determined to be non-responsible, the County shall notify the firm and proceed to conduct a responsibility review of the next lowest, responsive bidder or, if necessary, rebid the project. A Responsibility Determination may be revoked at any time if the County obtains relevant information warranting any such revocations.

000.06. Execution of final contract.

A contract subject to this article shall not be executed until all requirements of this article have been fulfilled and until a Contractor Responsibility Determination has been issued by the County.

000.07. False, incomplete or misleading responsibility certifications.

If the County determines that a Contractor Certification, Subcontractor List or Subcontractor Responsibility Certification contains false or misleading information that was provided knowingly or with reckless disregard for the truth or omits material information knowingly or with reckless disregard of the truth, the firm for which the certification was submitted shall be disqualified from the project and shall be prohibited from performing work for the County for a period of three years.

MASTER HVAC MAINTENANCE CONTRACT FOR THE

ERIE COUNTY COURTHOUSE

TECHNICAL SPECIFICATIONS

Contractor will provide the following:

I. General Scope of Service

Contractor will provide a Comprehensive Maintenance Service Agreement.

II. System Components Covered

A. Predictive Maintenance B. Air Conditioning C. Heating D. Air Filters E. Electrical Equipment F. Temperature Controls G. Other Options

III. Emergency Service Response

This Agreement includes emergency service response, 24 hours per day 7 days per week including holidays.

IV. Furnish all labor needed to maintain the Equipment in good operating condition. Erie County will purchase any parts that are needed.

V. Factory trained by Manufacturer on HVAC equipment.

VI. Annually clean condensers with procedures established by Manufacturers.

VII. Maintain the following items related to the equipment

A. Electric wiring from the starter to its respective motor.

B. Refrigerant piping between two or more pieces of Equipment.

C. Insulation on the refrigerant piping and Equipment.

D. The pressure and temperature controls, thermometers, gauges, control devices, thermostats and manual valves located on the Equipment.

E. Starters.

VIII. Provide a written report to the customer about the condition of the equipment and recommendations for enhancements to maintain capacity, reliability and efficiency.

IX. Provide four (4) Preventative Maintenance Inspections per year.

X. Contractor will comply with all safety rules and regulations of Erie County Prison.

XI. Contractor will extend and/or transfer all Manufacturers warranties to the Erie County

Department of Corrections and provide written copies of said warranties.

AIR-COOLED CONDENSING UNITS

Contractor will perform the following procedures:

Startup Inspection, Preventative Maintenance

1. Review manufacturer's recommendation for startup.

2. Energize crankcase heater per manufacturer's recommendation.

3. Remove all debris from within and around unit.

4. Inspect for leaks.

5. Check belts, pulleys and mounts. Adjust as required.

6. Lubricate fan and motor bearings per manufacturer's recommendation.

7. Inspect electrical connections, contactors and relays.

8. Check motor operating conditions.

9. Check and clean fan blades as required.

10. Check coil.

11. Check vibration eliminators where applicable.

12. Check compressor oil level, acid test oil and meg hermetic motor(s) 20 HP and above.

13. Check and test all operating and safety controls.

14. Check operating conditions. Adjust as required.

15. Clean and paint external surfaces as needed.

Operational Inspection. Preventative Maintenance

1. Inspect for leaks.

2. Lubricate fan bearings per manufacturer's recommendation.

3. Lubricate motor bearings per manufacturer's recommendation.

4. Check belts and sheaves. Adjust as required.

5. Check, operating conditions. Adjust as required.

FANS AND CENTRAL FAN SYSTEMS

Fans - Inspection and Preventative Maintenance

1. Check and clean fan assembly.

2. Lubricate fan bearings per manufacturer's recommendations.

3. Lubricate motor bearings per manufacturer's recommendations.

4. Check belts and sheaves.

5. Tighten all nuts and bolts.

6. Check motor mounts and vibration pads.

7. Check motor operating conditions.

8. Inspect electrical connections and contactors.

9. Lubricate and adjust associated dampers and linkage.

10. Check fan operations.

11. Clean and paint external surfaces as needed.

Central Fan Systems - Inspection and Preventative Maintenance

1. Check and clean fan assembly.

2. Lubricate fan bearings per manufacturer's recommendations.

3. Lubricate motor bearings per manufacturer's recommendations.

4. Check belts and sheaves.

5. Tighten all nuts and bolts.

6. Check motor mounts and vibration pads.

7. Check motor operating conditions.

8. Inspect electrical connections and contactors.

9. Lubricate and adjust associated dampers and linkage.

10. Check fan operation.

11. Clean outside air intake screen.

12. Check and clean drains and drain pans.

13. Check and clean strainers, check steam traps and hand valves.

14. Check filter advancing mechanism. Lubricate and adjust as required.

15. Inspect filters.

16. Check heating and cooling coils.

17. Inspect humidifier.

18. Clean and paint external surfaces as needed.

PUMPS

Inspection and Preventative Maintenance

1. Lubricate pump bearings per manufacturer's recommendations.

2. Lubricate motor bearings per manufacturer's recommendations.

3. Tighten all nuts and bolts. Check motor mounts and vibration pads.

4. Visually check pump alignment and coupling.

5. Check motor operating conditions.

6. Inspect electrical connections and contactors.

7. Check and clean strainers and check hard valves.

8. Inspect mechanical seals or inspect pump packing.

9. Verify gauges for accuracy.

10. Clean and paint external surfaces as needed.

HOT WATER BOILERS

Quarterly Inspection

1. Any items deemed needing repaired or replaced must be done so within that quarter.

Seasonal Start-Up

1. Review manufacturer's recommendations for boiler and burner start-up.

2. Check fuel supply.

3. Check auxiliary equipment operation.

4. Inspect burner, boiler and controls prior to start-up.

5. Start burner, check operating controls. Test safety controls and pressure relief valve.

6. Perform combustion tests and adjust burner for maximum efficiency.

7. Log all operating conditions.

8. Review operating procedures and owner's log with boiler operator.

Operational Inspection

1. Review owner's log. Log all operating conditions.

2. Inspect boiler and burner and make adjustments as required.

3. Test low water cut-off and pressure relief valve.

4. Check operating and safety controls.

5. Review boiler operation with boiler operator.

Seasonal Shut Down

1. Review owner's log. Log all operating conditions.

2. Shut off burner and open electrical disconnect.

3. Close fuel supply valves.

4. Review boiler operation with boiler operator.

TERMINAL UNITS

Unit Ventilator Inspection and Preventative Maintenance

1. Brush and vacuum grills, coil, fan and unit interior.

2. Inspect filters.

3. Lubricate fan motor bearings per manufacturers.

4. Check unit operating conditions.

5. Check belt and sheaves. Adjust as required.

6. Lubricate and adjust dampers.

7. Check and clean drains and drain pan and linkage.

8. Check and clean strainers. Check steam traps and hand valves.

9. Clean and paint exterior surfaces as needed.

Unit Heaters Inspection and Preventative Maintenance

1. Brush and vacuum coil, fan and housing as required.

2. Inspect electrical connections, contactors, relays and operating safety controls.

3. Lubricate fan and motor bearings .per manufacturer's recommendations.

4. Check belt and sheaves. Adjust as required.

5. Check unit operation. Adjust as required.

6. Check and clean strainers. Check steam traps and hand valves.

7. Clean and paint exterior surfaces as needed.

Fan Coils Inspection and Preventative Maintenance

1. Brush and vacuum coil, grills, fan and unit interior.

2. Check and clean strainers. Check steam traps and hand valves.

3. Lubricate fan and motor bearings per manufacturer's recommendation.

4. Check belt and sheaves. Adjust as required.

5. Check unit operating conditions.

6. Check and clean drains and drain pans.

7. Clean and paint exterior surfaces as needed.

Radiation inspection and Preventative Maintenance

1. Visually inspect fins/cast iron. Clean as required.

2. Check and clean strainers. Check steam traps and hand valves.

Induction Units Inspection and Preventative Maintenance

1. Visually inspect coil. Clean as required.

2. Check and clean strainers. Check steam traps and hand valves.

3. Check and clean drains and drain pans.

4. Clean discharge grill.

5. Clean and paint exterior surfaces as needed

Reheat Coils Inspection and Preventative Maintenance

1. Visually inspect coil. Clean as required.

2. Inspect electrical connections, relays, contactors and operating and safety controls (electric coils only).

3. Check and clean strainers. Check hand valves.

Boxes - Dual Duct and Variable Air Volume Inspection and Preventative Maintenance

1. Inspect box for duct work connection.

2. Lubricate and adjust dampers and linkage.

PACKAGED UNITARY HVAC EQUIPMENT

Contractor shall perform the following procedures:

Annual Inspection and Preventative Maintenance – Heating

1. Lubricate fan bearings per manufacturer’s recommendation.

2. Lubricate motor bearings per manufacturer’s recommendation.

3. Check belts and sheaves. Adjust as required.

4. Lubricate and adjust dampers and linkage.

5. Inspect filters.

6. Check motor operating conditions.

7. Inspect electrical connections, contactors, relays and operating controls.

8. Check and clean strainers and humidifier. Check hand valves and steam traps.

9. Check and clean drains and drain pans.

10. Inspect, clean and lubricate the burner and combustion control equipment.

11. Check burner sequence of operation and combustion air equipment.

12. Clean and paint unit as needed.

Operational Inspection and Preventative Maintenance – Heating

5. Check unit operation and make adjustments as required.

6. Inspect filters.

Annual Inspection and Preventative Maintenance – Cooling

6. Check motor operating conditions.

7. Inspect electrical connections, contactors, relays and operating safety controls.

8. Check coils.

9. Check and clean drains and drain pans.

10. Check compressor oil level, acid test oil and meg compressor motor(s) 20HP and above.

Check crankcase heater operation.

11. Start compressor(s) check operating conditions and adjust as required.

12. Clean and paint unit as needed.

Operational Inspection and Preventative Maintenance – Cooling

2. Lubricate motor bearings per manufacturer’s recommendations.

4. Check coils.

6. Visually inspect for refrigerant leaks.

7. Check operating conditions and adjust as required.

PREDICTIVE MAINTENANCE

Spectrochemical Oil Analysis (to be performed annually)

Parameters Tested Results

Metals Diagnosis

Moisture Trends

Acid Number Recommendations

Refrigerant Analysis (to be performed annually)

Parameters Tested Results

High boiling residue Diagnosis

Acid number Trends

Moisture content Recommendations

AUTOMATIC TEMPERATURE CONTROLS

Pneumatic Air Compressor

1. Drain tank and check traps. 6. Check high pressure safety valve.

2. Change oil and check oil pressure. 7. Check motor operating conditions.

3. Check belt and sheaves 8. Check PE switch, starter and alternator.

4. Check suction filter. 9. Record compressor run time.

5. Check unloader and check valve. 10. Clean and paint as needed.

Refrigerated Air Dryer

1. Check refrigerant pressure (33#) 4. Check drain tap and bypass valves.

2. Check refrigerant temperature (35 °) 5. Clean and paint as needed.

3. Clean condenser and cover grills.

Filter and Pressure Reducing Station

1. Check particle filters. 3. Check pressure reducing valve settings.

2. Check oil filter. 4. Check low pressure safety switch.

Time Clocks

1. Check operation and settings. 2. Check solenoid air valve and clock bypass switch.

Barn Air Compressor

1. Oil change annually

Boiler, Converter, Pumps and Zone control

1. Calibrate all controllers. 4. Check all control valves.

2. Calibrate all transmitter and receiver gauges.

5. Check all pilot positioners

3. Check all PE switches. 6. Check all auxiliary control devices.

Fan Systems and HVAC Unit Controls

1. Review sequence of operation. 6. Calibrate all transmitters and receiver gauges.

2. Check all dampers and lubricate. 7. Check all solenoid air valves, PE switches and air valves.

3. Check pilot positioners. 8. Check all auxiliary control devices.

4 Check all control valves. 9. Clean/wipe down panel face.

5. Calibrate all controllers.

Annual Inspection - Heating only, Cooling only or Heating and Cooling

Room/Terminal Unit Controls

1. Check all room stats. 4. Check operation of all dampers and lubricate

2. Check all control valves. 5. Check all PE switches, solenoid air traps, valves and limit controls.

3. Check operation of unit coil steam traps. 6. Check operation of all auxiliary devices

CONTRACTOR QUALIFICATIONS

Successful Bidder Requirements & Qualifications

1. Successful bidder shall assign one (1) Journeyman technician as the Erie County Prison’s primary source of contact for routine maintenance and service. While substitute technicians may be used from time to time, regular rotation and random selection of technicians for scheduled and emergency service is not acceptable.

2. Successful bidder shall maintain a physical service location in Erie County, Pennsylvania where spare parts, tooling and equipment are readily available.

3. Successful bidder shall provide 1 hour service response time to accommodate critical needs of the prison.

4. Successful bidder must demonstrate their experience in managing large full responsibility service agreements in excess of $100,000. Documentation of contracts in place to be available to the County.

Successful Bidder Technician Requirements & Qualifications

1. The assigned technician shall have a minimum of five (5) years’ experience in the service and repair of HVAC&R equipment and components.

2. The assigned technician shall be a level 3 Navien technician. The successful bidder must produce documentation proving its technicians’ experience in that regard.

3. The assigned technician must have a minimum of five (5) years’ experience in correctional facility maintenance within the Commonwealth of Pennsylvania. Bidder shall provide a reference facility, contact name and telephone number as part of their bid.

4. All technicians who work at the Erie County Prison shall be in full compliance with a National

Crimes Information Center (NCIC) background check, and shall supply proof of such compliance. The successful bidder shall have at least four (4) technicians in compliance with

NCIC. Provide these names on the bid from.

5. All technicians shall have proof of certification with the USEPA Clean Air Act regulation 40

CFR, Part 82, Section 603, for protection of stratospheric ozone. Technicians shall be certified as Type 3 refrigerant handlers.

EQUIPMENT SCHEDULE

*PM’S MUST BE STARTED AND FINISHED WITHIN THE SAME QUARTER!*

Quarters begin at the start of the calendar year:

1. Quarter 1: January 1 to March 31

2. Quarter 2: April 1 to June 30

3. Quarter 3: July 1 to September 30

4. Quarter 4: October 1 to December 31

EQUIPMENT SIZE QTY MODEL MANUFACTURER FREQUENCY

EXHAUST FAN 1/25 - 56 FY24B AAF / PENN VENTILATION 1 x PER QUARTER

1.5 HP

FAN-POWERED 1/10 - 69 1 X PER QUARTER

BOX ¾ HP

KITCHEN HOOD 1/3 5 KSU- GREENHECK 1 X PER QUARTER

EXHAUST/SUPPLY HP 1098D17

UNIT

CABINET OR 1/6 4 UUH016B5 McQUAY 1 X PER QUARTER

HORIZONTAL UNIT HP

HEATER

ROOF

VENTILATOR 28 LC1ZA/LL6R AAF / PENN VENTILATION 1 X PER QUARTER

AIR HANDLING 4 MSL134DH McQUAY 1 X PER QUARTER

UNIT

MICRO TECH ALL Daikin 1 X PER QUARTER

CONTROL PANELS

VAV CONTROL BOX 38 McQUAY 1 X PER QUARTER

AIR-COOLED 4 DWL0300D73 LARKIN HEATCRAFT, INC. 1 X PER QUARTER

CONDENSING UNITS

HOT WATER PUMP 7.5 3 BELL & GOSSETT 1 X PER QUARTER

HP

GAS BOILER & 400,000 28 NFB399C NAVIEN 1 X PER QUARTER

PUMP BTU

WINDOW A/C 1 FRIGIDAIRE 1 X PER QUARTER

UNIT

CLIMATE CONTROL 1 QC03008DX3 QUINCY 1 X PER QUARTER

PNEUMATIC

COMPRESSOR

DOMESTIC WATER 200,000 32 NPE240A2 NAVIEN 1 X PER QUARTER

HEATERS BTU (+4 PUMPS) (Annual Flush with Chemical)

Watts 1 Flow 2 Change Media and Filter every 3 years beginning 2027

REFRIGERATORS 2 RR1232LUT TRAULSEN 1 X PER…