14-Specifications and Requirements, BLD2130746B1, Central Energy Plants Preventative Maintenance.pdf

SPECIFICATIONS AND REQUIREMENTS

CENTRAL ENERGY PLANTS

PREVENTATIVE MAINTENANCE, INSPECTIONS, REPAIRS, REFURBISHMENT,

AND RENTAL SERVICES

1. SCOPE OF WORK

1.1. Provide preventative maintenance (PM), inspections, repairs, refurbishment, installation, and rental services for Water Cooled Chillers, Cooling Towers, Chiller Water and Condenser Water Pumps (CHW/CW Pumps), Heat Exchangers, Refrigerant Monitors and all associated Central Energy Plants (CEP) equipment at Fort Lauderdale- Hollywood International Airport (FLL) for Broward County Aviation Department Maintenance Division (BCAD).

1.2. The objective of this Contract is to perform comprehensive mechanical and electrical maintenance, inspections, repairs, and installations services for CEP Water Cooled Chillers, Cooling Towers, CHW/CW Pumps, Refrigerant Monitors, Heat Exchangers and related heating, ventilation, and air conditioning (HVAC) systems. This includes both corrective and preventative maintenance, repairs, installations, replacements, emergency services, ductwork, piping, parts, materials, and all equipment associated with the CEP systems at FLL Airport. This shall include complete emergency service 24-hours per day, 7 days per week and holidays response capability of repairing or replacement of worn, defective and/or obsolete parts, equipment and devices. The contractor will provide documentation in accordance with all the terms, conditions, provisions and specifications contained herein and Original Equipment Manufacturer (OEM) extended warranty requirements.

1.3. Contractor will provide all trained and certified personnel, labor, tools, materials, transportation, supplies, equipment, security badging, and on-site supervision necessary to test, clean, inspect, repair, replace, install, adjust and lubricate Water Cooled Chillers, Cooling Towers, CHW/CW pumps, refrigerant monitors, Heat Exchangers, and all equipment associated with these CEP systems.

1.4. Contractor is responsible for the maintenance and repairs of all CEP equipment and associated items. The Contractor is responsible for the development of an inspection and preventative maintenance work schedule for the Water Cooled Chillers, Cooling Towers, CHW/CW pumps, Heat Exchangers and all associated equipment detailed in this Contract.

1.5. Contractor pricing for each Semi-Annual (PM), Annual PM, and Inspections shall include all labor, on and off site supervision, project management, tools, materials, transportation, travel, supplies, equipment, and consumables to perform work. This shall also include all administrative cost not limited to project management and personnel security badging costs per the Specifications herein.

1.6. Contractor pricing submitted for major and minor repairs, new installations, refurbishment or replacements, shall include a turnkey proposal with labor hours, on and off-site supervision, transportation and travel, parts, equipment, and consumables to properly perform all major and minor repairs, new installations, or replacements. This shall include all administrative costs not limited to project management and personnel security badging costs per the Specifications herein.

1.7. Prices offered on Bid Table comprise all costs and constitute complete compensation, including administrative cost (including security badging), travel, supervision, etc. No additional charges for travel time, labor or material will be accepted.

1.8. Parts, equipment, and materials required for semi-annual PM and annual PM, inspections, repairs, refurbishment, and installation services, including items that are not included in the specifications, shall be provided by the Contractor via a pass-thru allowance. The BCAD Contract Administrator, Program/Project Coordinator Senior or on-site BCAD Superintendent (BCAD Representative) must authorize use of any allowances prior to Vendor incurring costs related to an allowance amount. No markup or additional fees are allowed on payment of allowance items. This includes, but is not limited to, overhead, profit, “runner’s fees”, etc.

2. MINIMUM QUALIFICATIONS

2.1. Proof of Local Presence: Contractor must be located within tri-County area to ensure response time for service calls. Regardless of location, Contractor must be onsite (with qualified technician) within two (2) hours of service request, 24 hours a day, 7 days a week, 365 days a year, including Broward County (County) observed Holidays.

2.2. Contractor shall demonstrate a minimum of five (5) years of consecutive experience providing CEP services for projects of similar scope and size as required per the specifications herein.

2.3. Contractor shall demonstrate a minimum of five (5) years of consecutive experience providing mechanical hydronic systems services for CEPs for projects of similar scope and size as required per the specifications herein.

2.4. The Contractor shall be responsible for obtaining the necessary services of the OEM for any controls, upgrades, or other work requiring proprietary expertise or authorization.

2.5. Contractor shall provide an Account Manager able to communicate with BCAD Representative clearly and effectively regarding all activities and/or situations related to the Contract. Contractor Account Manager shall have at least five (5) consecutive years of experience in managing CEP contracts of similar size and scope of work to this project.

2.6. Contractor shall provide an Account Supervisor responsible to be onsite and supervise the technicians’ daily work and able to communicate with BCAD Representative clearly and effectively regarding all activities and/or situations related to the Contract.

Contractor must an equally responsible alternate to provide the Account Supervisor’s duties when the primary Account Supervisor is absent. Contractor Account Supervisor shall have at least two (2) consecutive years of experience in supervising technicians involved in CEP contracts of similar size and scope of work to this project.

2.7. Contractor personnel must be able to obtain an Authorized Signatory and maintain security badging as maintenance services will be located in the secured area near or on the aircraft apron.

2.8. Contractors shall be evaluated based on the requirements set forth in this Contract, which includes Contractor experience, responsiveness, communication, customer service, capability, past performance, and other criteria to determine acceptability such as repairs, inspections, testing, quality of work, delivery and suitability for this Contract.

2.9. Certificates of factory training for water cooled chillers will be required. Contractor must submit certificates of training on the specified chillers at FLL Airport for the mechanics who will perform maintenance and repair service. Copies of the factory certificates should be provided with the bid but must be provided within three (3) days of request by BCAD.

2.10. Contractor must maintain technicians who hold Carrier, York, and Dunham and Bush factory certifications. Contractor must provide a minimum of six (6) technicians with FLL security badging at all times with the following certifications as detailed below:

2.10.1. Two (2) full-time journeymen technicians with factory certifications to provide maintenance and repair services on Carrier water cooled chillers

2.10.2. Two (2) full-time journeymen technicians with factory certifications to work on York water cooled chillers covered in this Contract.

2.10.3. Two (2) full-time journeymen technicians with factory certifications to work on Dunham and Bush water cooled chillers covered in this Contract.

2.10.4. Technicians may hold multiple certifications. Of the six total technicians, three (3) technicians who have Carrier, York, and Dunham and Bush factory certifications is acceptable.

2.10.5. All technicians must be certified by the U.S. Environmental Protection Agency

(EPA).

3. CONTRACT START-UP AND SECURITY REQUIREMENTS

3.1. Commencement of this Agreement will be on the first of the month following sixty (60) calendar days from award of the Contract or expiration of the current contract, whichever is later. During this time, the Contractor is required to:

3.1.1. Attend a start-up meeting with BCAD no later than five (5) business days following the date of award. The meeting will include a walk-through of all CEP’s at the Terminals and Rental Car Center (RCC) and other BCAD facilities to ensure that the scheduling of activities in conjunction with BCAD, all airlines and tenant operations is fully understood (excludes incumbent).

3.1.2. Contractor must immediately initiate and successfully obtain two (2) authorized Signatory (including attending training classes, initiate applications (including Customs Seal applications) and successfully obtain security badges and Seals and non-movement driving authorization (Vehicle Requirements/Vehicle Ramp Driving) for all employees assigned to this contract within 30 calendar days of contract award, for the purpose of obtaining FLL Airport Issued Identification Media pursuant to all Security Regulations of BCAD, U.S. Department of

Homeland Security, and Transportation Security Administration (TSA), and specifically, the Code of Federal Regulation (CFR) 49 CFR Part 1542 – Airport Security. Failure to do so may result in termination of the contract.

3.1.3. Identify and provide the BCAD Representative with a list of its Account Manager, Account Supervisor and key personnel, with telephone numbers, who shall be responsible for fulfilling all the requirements of this Contract. Contractor Key Personnel List shall be provided to the BCAD Representative within 30 days from the contract award and shall be updated when changes are made.

3.1.4. Perform an inspection and assess the condition of all equipment covered under this Contract to establish a condition baseline within thirty (30) calendar days from the contract award. Contractor shall prepare and provide a survey report of the equipment to the BCAD Representative for review and approval within seven (7) calendar days of the inspection and assessment date.

3.1.5. The survey report shall include the Contractor’s observations of deficiencies in equipment condition, operation and/or performance and shall provide a written baseline report of discrepancies, which once approved by the BCAD Representative will serve as a “starting point” for the Contractor to provide the ongoing maintenance and repairs.

3.1.6. Within thirty (30) calendar days from contract award, Contractor will develop and provide PM Plans and schedules. Contractor will provide a sample Preventative Maintenance Report, in MS Excel format, to cover all work to be performed for the BCAD Representative review and approval.

3.1.7. Within thirty (30) calendar days from contract award, Contractor will develop and provide a sample work checklist and service report and Lock Out Tag Out (LOTO) procedures for the BCAD Representative review and approval.

3.2. Additional Security Requirements: In addition to the Supplement Security Requirements, included in this contract, Contractor must comply with obtaining two (2) Authorized Signatory for the purpose of obtaining FLL Airport Issued Identification Media pursuant to all Security Regulations of BCAD; TSA; and specifically, the Code of Federal Regulation (CFR) 49 CFR Part 1542 – Airport Security; and U.S. Customs and Border Protection CBP Security Area pursuant to CFR 19 CFR § 122.182. Contractor must proceed with submitting applications immediately following award to ensure its employees receive FLL’s Security’s badges and Customs Seals in time for Contract Commencement.

Below are the Contractor requirements for the Signatory status:

3.2.1. Contractor will ensure acquisition of all necessary security badges, vehicle permits and Security Services from all entities having regulatory jurisdiction of the sites. All security costs, and time associated with obtaining security clearance will be at Contractor’s cost and will not be reimbursed by BCAD.

3.2.2. The management and control of Contractor employees in the performance of this contract shall be the responsibility and prerogative of the Contractor; however, The Contractor shall comply with the contract requirements, Broward BCAD, Department of Homeland Security, and Transportation Security Administration

(TSA) regulations concerning conduct of employees.

3.2.3. The delegated Signatory will be required to attend training prior to approval.

3.2.4. Contractor is required to conduct an employee background check on each person proposed for employment at FLL Airport in connection with this Contract. Only when a person is successfully approved by Contractor, shall Contractor submit FLL Airport Security badge application and a Customs Seal application for said proposed FLL Airport stationed employee. Each FLL Airport stationed employee must have successfully completed, be approved and be badged by BCAD Security prior to such person being scheduled in accordance with this document.

3.2.5. Each employee must provide a ten (10) year work history.

3.2.6. Any gaps in employment of thirty (30) days or more during a ten (10) year period must be explained.

3.2.7. For each badge applicant, Homeland Security’s criminal history is checked for the immediately preceding ten (10) years and United States Customs and Border Control’s criminal history background is conducted from applicant’s age sixteen

(16) to current day.

3.2.8. Contractor vehicles regularly used in the installation, service, or maintenance activities must prominently display the company name, telephone number, and certificate number.

3.2.9. All personnel providing services under this contract shall apply, receive and maintain an FLL Airport Issued Identification Media with United States (U.S.)

Customs and Border Protection privileges.

3.2.10. All personnel providing services under this contract shall apply, receive and maintain Ramp Driving privileges.

3.2.11. The application to obtain FLL Airport Issued Identification Media must be dropped off in-person to BCAD Credentialing Center located at 50 Terminal Drive, 4th Floor (Suite 400), Fort Lauderdale, FL 33315. Present your parking ticket and staff will validate it.

3.2.12. Under no circumstances shall any of the Contractor’s personnel, vehicles, or equipment enter or move upon any area not authorized by BCAD, Homeland Security, Customs Border Patrol, and any security mandates in place.

3.2.13. U.S. Customs and Border Protection (CBP/Customs) Access Program: In order for the Contractor employees to have unescorted access in Customs restricted, secured or sterile areas of the airport facilities it is a federal requirement that each of the Contractor’s employees pass a background check and be badged with a Custom’s seal. For specific badging requirements, costs and forms please contact the Airport’s Security Badging Office at http://fll.net.

4. CONTRACTOR RESPONSIBILITIES

4.1. Contractor must provide an Account Manager and Account Supervisor to manage, supervise, and coordinate all work on and off site described in this specification.

4.2. The Contractor Account Manager and Account Supervisor shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this Contract.

4.3. The Account Manager and Account Supervisor shall be available during normal business hours and within two (2) hours of a request to meet with BCAD Representative to discuss issues and problem areas.

4.4. The Account Manager and Account Supervisor shall attend scheduled Performance Review Meetings with the BCAD to discuss issues relating to this Contract. The Contractor will be responsible for preparing a meeting summary and disseminating to all stakeholders.

4.5. Contractor shall provide only qualified, trained, and certified technicians in performing chiller, cooling tower, pump, heat exchanger and refrigerant monitor inspections, PM, repairs, replacements, and services for all the work included in the Specifications herein.

4.6. Contractor will be responsible to provide on and off-site supervision of its staff to ensure work is completed effectively and timely. At no time will BCAD staff be considered the Contractor’s supervision.

4.7. Prior to the start of work on any assigned day, the Contractor personnel must first report to the Aviation Maintenance facility to sign in and must sign out upon completion of the work for the day. Each individual technician coming onsite to perform work must sign in.

4.8. Contractor and all employees are responsible to check in and check out with the BCAD Representative at the beginning and end of each workday. Each workday, the Contractor will review daily work, completed work, and any outstanding issues with the BCAD Representative.

4.9. Contractor shall be responsible for providing ladders, extension ladders, lifts, scissor lifts, hydraulic lifts and any other equipment, tools or testing devices required to service all CEP locations properly at no additional cost to BCAD. All equipment must be utilized in accordance with OSHA requirements approved. The Contractor is responsible for transporting such equipment at no additional expense to the BCAD, without delay and within the required response time, causing no delay in services/repairs.

4.10. Contractor is responsible for providing commonly used consumables nuts, bolts, washers refrigerant, oil, filters cleaning chemicals, rags, various tapes, wire nuts and sealants for minor repairs and preventive maintenance. The cost of all consumables shall be included in the Contractor unit prices.

4.11. The Contractor is responsible for all necessary PM, repairs and performance of all equipment and parts covered under this Agreement. The Contractor is in no way relieved of the responsibility for the performance and operation of all equipment, parts, and repairs furnished. The contractor will ensure timely delivery of materials, parts, equipment etc.

even if it is not of their manufacturers.

4.12. Contractor’s service vehicle shall contain common parts, equipment and materials necessary to perform services at the time of first response for minor repairs, Semi Annual PM, Annual PM and Inspections. BCAD will not be charged for labor hours or travel costs attributed to the Contractor personnel’s travel to obtain common parts, equipment and materials needed to perform and complete scheduled minor repairs, Semi Annual PM, Annual PM and Inspections.

4.13. Contractor must conform and execute all semi-annual PM, annual PM, inspections, repairs, replacements, and installations, based on the manufactures and BCAD specifications and in accordance with the requirements stated herein. Contractor will be fully responsible for all costs and repairs of chillers, cooling towers, CW and CHW pumps, and all associated CEP equipment due to the Contractor’s failure to provide and perform proper inspections, preventive maintenance and repairs. This includes all extended warranty requirements for Carrier and York chillers, BAC and Evapco cooling towers, and all associated CW and CHW pumps.

4.14. The Contractor must produce a set of records related to extended warrantee requirements. Records will be provided within five (5) calendar days of request to the BCAD Representative.

4.15. The Contractor will provide a preventative maintenance report, work checklist and service report for each repair, replacement, installation, inspection and preventive maintenance.

The preventative maintenance report, work check list and service report will provide information and results for each item and each piece of equipment serviced, and must be provided to the BCAD Representative within (3) three calendar days of completion of the work for review. All required paperwork, as detailed above, must be approved and signed by Contractor and BCAD Representative. BCAD Representative reserves the right to inspect the work in order to approve for payment. BCAD signatures on Contractor work ticket are not a guarantee of payment.

4.16. Contractor must schedule all work with the BCAD Representative, via email, at least 72 hours in advance of all services. Failure to notify the BCAD Representative at least 72 hours in advance of all services schedule will result in rescheduling with no charge to BCAD. Cancellations of scheduled work by either party must be made by phone or email no less than 24 hours in advance. All cancellations must be rescheduled at time of cancellation.

4.17. All Contractor’s personnel must wear photo identifications (IDs) and uniform with company name. Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Contractor vehicles must have an affixed company sign on all vehicles.

4.18. Contractor will be escorted by BCAD maintenance personnel to complete all inspections, installations, preventive maintenance, and repairs.

4.19. Contractor to provide safe, clean, reliable, efficient and operational equipment.

4.20. Contractor equipment must meet industry, safety, and operating standards.

4.21. Contractor to provide uninterrupted services to FLL Airport

4.22. Contractor will ensure appropriate staffing levels are maintained at all times.

4.23. Contractor to provide semi-annual and annual PM and inspection program in accordance with the equipment manufacture and BCAD requirements herein for water cooled chillers, cooling towers, heat exchangers, CW / CHW pumps and all associated CEP equipment.

4.24. All certified technicians must provide inspections, preventive maintenance, and repair services in a professional manner. All certified technicians must be thoroughly trained, highly motivated and consistently deliver seamless and excellent customer service to BCAD, airlines, public, and all airport staff.

4.25. Contractor shall provide employees who are literate in English. All Contractor employees who perform services pursuant to this Contract shall be able to read, write, speak and understand the English language or provide interpreter at Contractor’s expense.

4.26. The Contractor must attend routine in-person meetings as required by the BCAD Representative

4.27. Contractor shall perform all work using licensed journeymen and must comply with American Society of Heating, Refrigerating and Air- Conditioning Engineers (ASHRAE) standards, South Florida Building Code, and Sheet Metal and Air Conditioning Contractor’ National Association (SMACNA).

4.28. Contractor shall obtain any and all permits required by regulatory agencies, other than the Broward County Board of BCAD Commissioners, applicable to this contract. It is the responsibility of the Contractor to apply for, obtain and notify the BCAD Representative of all permits and impact fees as may be required from regulatory agencies to perform all work.

4.29. Contractor shall provide “signed & sealed” shop drawings required for permitting with regulatory agencies to the BCAD Representative.

4.30. BCAD shall reimburse the Contractor for permitting and shop drawing costs associated with required services under this contract. Refer to Special Instructions to Vendors.

4.31. Contractor shall provide all services to ensure permit is closed correctly as required by regulatory agencies having jurisdiction and must provide documentation upon final inspections and invoicing.

4.32. Contractor shall comply with all applicable Federal, State, BCAD, City and Local Laws, Regulations and Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used.

4.33. Contractor shall obtain required inspections closing permits within time allotted by permit, pay for any fines levied due to circumstances in which fines are incurred due to Contractor’s negligence (this type of fines is not reimbursable).

4.34. The Contractor must supply its personnel with personal protective equipment (PPE) in accordance with OSHA requirements.

5. APPLICABLE STANDARDS

5.1. Contractor shall perform all testing, maintenance, inspection, repair, removal and installation in a safe manner and in accordance with applicable laws and regulations. In addition to all Building Codes and State Standards, the following agencies and acts may apply:

EPA U.S. Environmental Protection Agency

OSHA Occupational Safety and Health Act

UL Underwriters Laboratories Standard

ASTM American Society of Test Methods

SMACNA Sheet Metal and Air-Conditioning Contractor’s National Association

ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers

ANSI American National Standards Institute

NEC National Electric Code

ADA Americans with Disabilities Act

ICC International Code Council

6. QUALITY OF WORK

6.1. Where not more specifically described in any of the various sections of these specifications, quality of work shall conform to all methods and operations of best standards and accepted practices of the trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or required for completion of the services. All work shall be executed by personnel skilled in their respective lines of work.

7. EMERGENCY REPAIRS AND REPLACEMENT TIMES

7.1. Contractor must be available twenty-four (24) hours, seven (7) days a week, 365 days a year to perform and complete Emergency Services and call back services on critical CEP systems and main Air Conditioning source for all buildings and computer rooms.

7.2. Contractor will have a 24-hours per day, 7 days per week service center or answering service. This service center or answering service shall be able to reach the Contractor’s Account Manager, Account Supervisor, and HVAC technicians at all times. Contractor shall maintain capability to respond to alarms, emergency service calls or natural disasters related to the operation of all CEP systems.

7.3. Contractor must respond and be onsite within two (2) hours of notification for Emergency Services.

7.4. Contractor will provide Emergency Service and provide authorized emergency contact personnel, including email and 24/7 telephone number. The contractor emergency contact person must be authorized to release parts, materials, and equipment to BCAD during non-business hours, in the event of an emergency repair requirement. Any changes with the Contractor’s authorized emergency contact personnel must be promptly submitted to BCAD Representative.

7.5. An immediate assessment of the emergency repair problem encountered must be communicated to the BCAD Representative within two (2) hours of arrival at site. If an immediate repair is not possible, an accurate projection of expected completion time must be provided by the Contractor by phone and e-mail to BCAD Representative, If the BCAD Representative is not available, Contractor will communicate with Airport Operations Control Center (AOCC) as last resort. The Contractor shall provide a turnkey emergency repair proposal to BCAD Representative.

7.6. No emergency work shall begin without approval from BCAD Representative.

8. MAJOR REPAIRS AND REPLACEMENT TIMES

8.1. Major Failures, Repairs, Installations, Refurbishment and Replacements are defined as work that affects airport operations and customer experience.

8.2. For Major Failures, Repairs Installations, and Replacements: Contractor is required to visit the site (CEP or BCAD Facilities) to assess the issue of concern. The Contractor must provide a turnkey proposal for the work to BCAD Representative within (3) three calendar days from the site visit. Contractor must complete all major failures, repairs, installations and replacements within thirty (30) calendar days from the date of approved proposal, unless otherwise approved in writing, in advance, by the BCAD Representative. In the event that the work takes more than thirty (30) calendar days to complete, a daily progress report by e-mail from the Contractor will be required. Status calls should be made to BCAD Representative with expected completion time refined at each report.

9. MINOR REPAIRS AND REPLACEMENTS TIMES

9.1. Minor failures, repairs, installations and replacements, for all equipment located at CEP’s and all BCAD Facilities, must be completed within two (2) calendar days from date of identified failure. In the event that the work takes more than two (2) calendar days to complete, a daily progress report by e-mail from the Contractor will be required. Status calls should be made to Representative with expected completion time refined at each report.

9.2. No work shall begin without an approved proposal, purchase order number or verbal approval from BCAD Representative.

10. HOURS OF SERVICE

10.1. Business Hours: for the purposes of billing, business hours shall be defined as 7:00 AM to 5:00 PM, Monday through Friday, except BCAD observed holidays.

10.2. Non-Business Hours: for the purposes of billing, non-business hours service shall be defined as 5:01 PM to 6:59 AM, Monday through Friday and BCAD observed holidays and weekends (Saturday and Sunday).

10.3. Contractor is expected to perform all inspections, replacements, installations, preventative maintenance and repairs during Business Hours.

10.4. All work to be performed during Non-Business Hours must be approved by the BCAD Representative in advance. BCAD will not pay for work not approved.

10.5. Only actual time on the job site shall be invoiced. Contractor’s billable time will begin when technicians sign in at BCAD Maintenance Facility. Contractor technicians’ time will end when signing out at BCAD Maintenance Facility. Each individual technician must sign in and sign out when coming on to the jobsite and leaving the jobsite. BCAD will not pay for Contractor’s employee breaks or travel time to obtain parts or materials for the work.

10.6. All hourly labor rates shall be pro-rated and billed to the closest quarter hour increments.

For example: 1 to 15 minutes = ¼ hour; 16 to 30 minutes = ½ hour, etc. All hours shall be verified by the BCAD Representative. No additional trip charges, mileage, or travel fees will be paid.

11. CHILLER RENTAL EQUIPMENT

11.1. Contractor will provide chiller rental equipment if the BCAD equipment requires off-site repair or if the on-site repair cannot be completed with twenty-four (24) hours.

11.2. Any rental must have prior approval from BCAD Representative before proceeding.

11.3. Prices for chiller rental equipment shall be in accordance with prices specified on the Item Response Form and must include freight and shipping cost. Prices offered on the Item Response Form comprise all costs and constitute complete compensation including services, equipment (including generator), materials and all licensed personnel to connect all equipment.

11.4. BCAD will not pay for rental equipment until equipment is operating.

11.5. Chiller rentals shall be of adequate size / capacity (tonnage) and power type to compensate for the unit in need of repair. Contractor may need to provide multiple rental units to meet total capacity requirements based on rental equipment availability.

11.6. Contractor will provide operation instructions to BCAD staff for chiller rental equipment at no additional cost to the BCAD.

11.7. Contractor shall provide flexible hose, electrical cables, and other connecting hardware necessary to connect chiller rental equipment to existing openings, where applicable.

11.8. If power is not available for the rental equipment, Contractor shall provide power generator capable of supporting supplied chiller rental equipment. No fuel charge shall be charged. Fuel and fueling services for generators will be provided by BCAD.

11.9. Contractor shall supply appropriate power cables per building code requirements and to include ground cables.

11.10. Contactor shall provide all services, equipment (including generator), materials and all licensed personnel to connect all equipment and make fully functional.

11.11. Contractor is responsible to obtain any all permits required for operation of rental equipment.

11.12. Contractor shall provide “signed and sealed” shop drawings required for permitting with local municipalities to the BCAD Representative.

11.13. Contractor shall submit permit application(s) for local municipalities’ approval within five

(5) business days of receipt of a Purchase Order (PO) for rental equipment; deviations must be approved by the BCAD Representative.

11.14. Contractor shall provide all services and materials to interface to the facilities’ existing life safety systems and cooling systems.

11.15. Routine maintenance for rental equipment is the responsibility of the Contractor. The Contractor will coordinate any rental equipment shutdowns for maintenance or repairs with the BCAD Representative. Routine maintenance for all rental equipment shall be performed and completed at the sole discretion and convenience of the BCAD Representative.

11.16. The Contractor shall ensure chiller rental is delivered, installed, commissioned, and fully operational within ten (10) business days of receipt of permit approval; deviations must be approved by BCAD Representative .

11.17. In the event the chiller rental is no longer operational, Contractor must repair or replace rental within 48 hours. BCAD will not pay for rental equipment that is not operational.

11.18. Contractor shall provide all services to ensure permit is closed correctly as required by local municipalities.

11.19. Contractor will provide to the BCAD Representative a written report after each routine maintenance.

11.20. In the event of a storm warning, it shall be the responsibility of the Contractor to make immediate arrangements to secure or remove the rental equipment. The contractor will coordinate with BCAD Representative to secure or remove rental equipment as necessary. Following the storm and without delay, the Contractor and BCAD Representative will inspect and determine if all rental equipment is fully operational, confirmed safe, and ready for operation.

12. DUCTWORK

12.1. Contractor shall furnish and install ductwork and all associated material. Ductwork must be installed with independent support system to the building’s structure. Ductwork installed with support system tied to other existing support systems will not be accepted.

Contractor will install turning vanes in 90-degree ducts to direct airflow. Contractor will replace all fire dampers affected by the installation of new ductwork at no additional cost to BCAD.

12.2. Interior Ductwork shall be G-90 galvanized sheet metal, 22 gauge, lined with 1.5 inches of R-6 Duct liner.

12.3. Exterior Ductwork shall be stainless steel sheet, ASTM A167, Class 304 or 316, Condition A (annealed) finish No. 4, lined with 1.5 inches of R-6 Duct liner.

12.4. Ductwork must be fabricated and installed per SMACNA HVAC Duct construction

Standards- Metal and Flexible.

12.5. All ductwork seams must be sealed with high velocity duct mastic.

12.6. Ductwork must meet all local building code requirements.

12.7. Contractor must provide all associated equipment and materials for a turnkey installation.

12.8. Contractor must coordinate with BCAD’s building automation system (BAS) controls contractor for all installations, connections and operation of BAS actuators, duct heaters, and any other device requiring BAS controls.

13. QUALITY CONTROL

13.1. Contractor shall develop and adhere to a Quality Control Program which complies at a minimum with the following:

13.1.1. Providing a proactive approach to monitor work performance a n d ensure compliance with this Contract’s requirements.

13.1.2. Providing documentation and forms to record Semi Annual and Annual PM and inspection services, including corrective actions performed.

13.1.3. Comply with BCAD Audit of Contract Performance and Compliance.

13.1.4. Comply with BCAD, per the Semi Annual and Annual PM and inspection services’ audits and requests.

13.2. Contractor shall provide a Quality Control Program to the BCAD Representative within thirty (30) days of contract award for approval.

14. LOST AND FOUND PROPERTY

Contractor shall immediately turn in all personal property found on BCAD property, while providing contracted services to BCAD Lost and Found offices.

15. SAFETY REQUIREMENT

15.1. Contractor must at all times conduct its operations in a safe manner. Contractor shall promptly take all precautions which are reasonable or necessary to safeguard against risks. Contractor shall make regular safety inspections of all equipment covered under this Contract and the tools used in the execution of this Contract, in compliance with these specifications:

15.1.1. Contractor shall be solely responsible for the discovery, determination and correction of any unsafe conditions arising in connection with the performance of the Contract.

15.1.2. Contractor shall be responsible for initiating, maintaining, and supervising safety programs in connection with the performance of this Contract.

Contractor shall take all necessary precautions to ensure the safety of persons, property, equipment and vehicles.

15.1.3. Contractor must provide maintenance services and repairs for covered equipment in compliance with the most current Original Equipment Manufacturer (OEM) manual and will be subject to safety inspections(s) by the BCAD Representative

15.1.4. Contractor shall be responsible on a daily basis to maintain a clean work site, to remove debris, and to dispose of it properly at the Contractor’s expense.

Contractor will be responsible for disposal of hazardous waste materials that may be a result from maintenance or repair work performed. Whenever disposing of hazardous material, the Department of Natural Resource Protection shall be contacted by Contractor for proper disposal instructions.

This requirement shall be solely the Contractor’s responsibility. Contractor shall provide disposal records to the BCAD Representative. Contractor’s prices in the Item Response Form must include disposal costs.

15.1.5. All refrigerants will be handled in accordance with EPA Stratospheric Ozone Protection Clean Air Act, Section 608.

15.1.6. Contractor shall provide all equipment necessary to recover, recycle, and reclaim refrigerants in accordance with the Clean Air Act. Contractor shall comply with all EPA standards and procedures for handling Chlorofluorocarbons (CFCs), Hydrochlorofluorocarbons(HCFCs), Hydrofluorocarbons (HFCs) and A2L (mildly flammable) refrigerants.

15.1.7. All work shall be performed in accordance with 2023 National Electrical Code and 2023 Florida Building Code, or the latest version accepted by the BCAD.

15.1.8. Contractor should be aware of the highly corrosive effects of hydrogen sulfide that is present at some locations. Contractor shall provide corrosion resistant protective coatings where needed on equipment as part of any repair, installation or maintenance when requested.

15.1.9. Contractor shall erect barriers and signs as necessary according to approved Maintenance of Traffic (MOT) plans obtained from FLL safety team to protect his workers, BCAD employees and the public while repair work is in progress.

Contractor shall comply with the latest 2025 OSHA standards or latest version to protect employees and his crews while performing work.

15.1.10. Contractor shall take necessary steps to minimize opportunities for CEP equipment downtime. Repairs shall be expedited to keep all CEP equipment downtime to a minimum. Contractor shall notify the BCAD Representative if it becomes necessary to take equipment out of service.

15.1.11. The repeated failure of any Contractor employees to follow the rules of the Safety Program or to otherwise comply with applicable safety requirements shall be the basis for removing such employee from work on the Contract. The BCAD Representative must be notified immediately.

15.1.12. Contractor must have an established, system-wide safety program which will identify, minimize, eliminate, and control safety hazards and their employee’s risks. The safety program shall establish appropriate requirements, levels of responsibility, accountability, and method of documentation.

15.1.13. The safety program, which may be revised from time to time, must be kept current and on file at all times with the BCAD Representative .The Safety Plan must be reviewed and updated upon request by the BCAD but under no circumstances will this be less than annually. At a minimum, the safety program shall address the following:

a) Overall approach to safety.

b) Environmental protection.

c) Property protection.

d) Health protection and use of personal protective equipment to perform scope of work.

e) Fire prevention and protection.

f) Systematic review of hazards and action plan to avoid identifiable hazards.

g) Procedures for the assessment of preventable and unpreventable accidents.

h) Documented Safety & Health Program.

15.1.14. Lock out Tag out procedures must be rigorously practiced and enforced when working on equipment.

15.1.15. BCAD reserves the right at its sole discretion, to inspect all areas and direct Contractor to make immediate corrections if any safety hazards are identified.

15.1.16. In the event BCAD should elect to stop work due to any hazards after Contractor has been notified and provided reasonable time to correct, Contractor shall bear all costs for eliminating the hazard and shall not be granted compensation for the work stoppage. Contractor shall pay all additional expenses.

15.1.17. Proper spill control measures must be taken

16. REPAIR AND REPLACEMENT PARTS

16.1. Contractor must furnish and install all replacement parts required, including replacement of obsolete parts, and upgraded parts, both of a major and minor nature. Contractor must furnish spare parts at the request of BCAD Representative

16.2. Contractor must provide all new parts, materials, necessary tools, equipment, and labor to complete repairs, installations, inspections and preventive maintenance services. Contractor to ensure replacement of all covered equipment and items is per the manufacturers and BCAD recommendations. Contractor will ensure full operation of all CEP equipment.

16.3. Contractor shall retain all parts replaced for at least ten (10) days after completion of the job. The contractor will make these parts available for inspection upon BCAD request. If it is determined upon inspection that parts, material, equipment or components provided by the Contractor are substandard, the Contractor will be required to remove, replace and/or rework the part, material, equipment and components to comply with BCAD requirements at no additional cost to BCAD. After ten (10) days or following BCAD inspection, the Contractor shall dispose of parts at its discretion.

16.4. All parts, material, equipment or components shall be per the original manufacturer’s design and specifications or proven acceptable alternates and deemed acceptable by the BCAD Representative

16.5. Contractor shall furnish Safety Data Sheet (SDS) for material, chemical and equipment that will be used in BCAD facilities, as applicable.

16.6. Contractor shall furnish an original cut sheet, brochure, pamphlet, manual or booklet containing descriptive product information for material product procedure and equipment that will be used in BCAD facilities when requested by BCAD Representative. Materials and parts to be used for repairs will be new and specifically designed for the specified equipment on which they are to be used. If requested by the BCAD Representative , all unusable materials and parts must be returned to the BCAD upon completion of repairs. It is the Contractor responsibility to remove all replaced parts, materials, and equipment from job site upon completion of repairs.

17. PREVENTATIVE MAINTENANCE SERVICES

17.1. Within (30) thirty days after contract award, Contractor shall prepare and submit a semi annual and annual preventative maintenance and inspection plan. This will include a schedule, in MS Excel format. Semi Annual and Annual PM and inspections shall be implemented by the Contractor in order to help prevent and correct deficiencies with equipment items, thus minimizing breakdowns and service interruptions, extending component service life, and maximizing operating efficiency.

17.2. The Contractor’s semi-annual and annual preventative maintenance plan and inspections shall include services of measuring and logging refrigerant levels, temps, pressures and voltages, confirming flow rates, testing safety switches, lubrication, cleaning, minor adjustments, and minor repairs of all CEP equipment and components.

This plan shall be formatted to include a schedule showing semi-annual and annual PM and inspections indicating specific semi-annual and annual preventative maintenance and inspection tasks to be accomplished per manufacture recommendations and BCAD recommendations during any particular year. When completed, each equipment item and components within the CEP system will be included in this Contract and will have been addressed.

17.3. The preventative maintenance plan is to be established based upon manufacturer’s and BCAD recommendations, handbooks, operating/service manuals, and services required to maintain the proper operation of all CEP’s. The Contractors expertise, and general engineering judgments and recommendations will be included. The submitted plan shall include equipment and maintenance frequencies, and reporting methodology. The Contractor shall update all schedules as necessary to reflect any changes in equipment inventory.

17.4. Preventative Maintenance Reports: Contractor shall provide and review with the BCAD Representative a PM report upon completion of semi-annual PM, annual PM and inspection. The PM report must include a separate checklist report of all equipment with readings taken and all tasks performed per the requirements of these Specifications herein.

17.5. Contractor must submit a copy of all PM reports and check list reports to the BCAD Representative by e-mail within 48 hours of completed service, but no later than before invoice is provided for payment.

17.6. At the time of Preventative Maintenance and inspection services and included in the Contractor’s Preventative Maintenance and inspection price on the Item Response Form, the Contractor agrees to make mechanical adjustments and minor repairs to all CEP equipment and components including chillers, ancillary equipment, pumps, cooling towers, etc., which are necessary for proper operation of all equipment within the CEP systems. Mechanical adjustments and minor repairs of CEP equipment and components is defined as requiring two (2) hour or less of additional time for the repair beyond the normal maintenance and inspection time.

17.7. In the event the Contractor discovers CEP system equipment or component requiring major repair during the performance of scheduled PM and inspections, the Contractor must immediately notify the BCAD Representative without any delay, with the exception of minor repairs as described above.

17.8. Contractor will provide the BCAD Representative with a written turnkey proposal when requested to perform major and minor repair services. The turnkey proposal shall be based on the requirements of labor hours, parts, equipment, and materials required to complete a specific repair or equipment replacement / installation job. Turnkey proposals will be broken down by quarter hour per repair person.

17.9. The turnkey proposal shall include the following:

17.9.1. Scope of work and location

17.9.2. Schedule for completion of repairs or equipment replacement / installation

17.9.3. Individual and unique quotation number for identification purposes

17.9.4. Labor costs - itemized by quarter hour and charged at the unit price specified in the Item Response Form.

17.9.5. Parts, equipment and materials costs shall be listed separately

17.9.6. Costs for any necessary permits, licenses, and specialized subcontractors.

17.9.7. When requested by the BCAD Representative, the Contractor must include a cost comparison between new equipment and repair of the existing unit.

17.9.8. All turnkey proposals must remain valid for thirty (30) calendar days from the date of issuance.

17.10. Lump sum quotations will not be accepted.

17.11. Upon execution of the approved work, the Contractor must receive prior approval from the BCAD Representative for any changes in scope of work, schedule, or costs above the original proposed price. Changes to the turnkey proposal scope of work, schedule, or price that were not previously approved by the BCAD Representative will not be approved for payment.

18. CEP SEMI-ANNUAL, ANNUAL PM, AND INSPECTIONS SERVICES AND COVERED

EQUIPMENT

18.1. Semi-Annual PM and Inspection

Contractor shall perform one (1) semi-annual preventive maintenance and inspection at each CEP (Semi-annual PM and inspection will be completed between June and July). Contractor shall provide the BCAD Representative a Semi Annual PM and Inspection Report, and provide a separate equipment check list upon completion of semi-annual PM and inspections for each CEP. Semi-annual PM and inspection coverage must include all Chillers, Pumps, Cooling Towers, Soft starters, Variable Frequency Drives, Refrigerant Monitors, and all associated CEP equipment. Record and report abnormal conditions, measurements taken, and provide turnkey repair proposals, when necessary. Review logs with the BCAD Representative for operational problems, trends, and document recommendations for corrective action.

Contractor will perform all required semi- annual PM and inspection task at each CEP per manufactures and BCAD recommendations.

18.2. Annual PM and Inspections

Contractor shall perform one (1) annual preventive maintenance and inspection at each CEP. (Annual PM and inspection will be completed between November and January). Annual PM and inspection coverage must include all Chillers, Pumps, Cooling Towers, Soft starters, Variable Frequency Drives, Refrigerant Monitors, and all associated CEP equipment. Record and report abnormal conditions, measurements taken, and provide turnkey repair proposals, when necessary.