5-01- Specifications.pdf

City of Dallas

Request for Bids (RFB) Project Title: Central Utilities Plant Maintenance

Buyer Solicitation Number: BH26-00029189 http://www.dallascitynews.net/ http://www.dallascitynews.net/�

Scope of Work or Specifications

I. Introduction, Purpose and Intent

The City of Dallas (City) is soliciting bids to establish a sixty (60) month Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for inspection, maintenance and repair of all equipment in the Central Utilities Plant (CUP) located at Dallas Love Field 7920 Aviation Place, Dallas, Texas, 75235 and if applicable, any HVAC support equipment at a facility located within the borders of Dallas Love Field property. The CUP equipment must function 24 hours per day, 7 days per week, 365 days per year, to supply hot and cold water to our Love Field Terminal Complex HVAC Systems. An ID/IQ agreement is established when quantities of services and/or delivery schedules cannot be determined.

Services under this agreement will be ordered on an as needed basis for the term of the agreement. This specification shall cover the requirements for the inspection, maintenance and repair activities for all the various equipment described in Exhibit A operated and maintained by the City of Dallas’ Aviation Department. The CUP supervisor will determine schedules and repair projects based on equipment needs and notify the Contractor when services are necessary.

Dallas Love Field is occupied by city staff and other airport employees with approximately 18 million passengers entering the facility annually.

II. Pre-Bid Meeting Schedule, Questions, and Inquiries

During the solicitation process bidders are required to limit their communication regarding this project to the Buyer referenced herein. A pre-bid meeting will be held by the City whereby the bidders will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-bid meeting will be the only time when bidder and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address to the assigned Buyer. Bidders may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically. The City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Bid Submittal Requirements

To be considered responsive, bid response must be submitted electronically (https://dallascityhall.bonfirehub.com/login.) by the due date and time indicated in the solicitation. All bidders submitting bids through the electronic bidding system shall scan and upload a copy of their $100.00 bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their electronic bid. Original document(s) for the bid security shall be required from the recommended vendor(s) to be delivered to the city’s purchasing https://dallascityhall.bonfirehub.com/login agent upon request. If the awarded bidder fails to execute and deliver the contract within ten

(10) days after the notice of award, City may annul the notice of award and shall be entitled to make a claim against the bid security. The bid security of recommended bidders will be retained until the contract is awarded and the contract becomes effective, or all bids are rejected, whereupon bid security furnished by all recommended bidders will be returned.

The following documents should be submitted with your bid:

- Copy of Bid Security ($100.00)

IV. Local Preference

Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents.

V. Specifications or Scope of Work

QUALIFICATIONS OF BIDDERS:

Due to the critical nature of this work, Bidder shall have been in the business of disassembly, inspection, repair, scope development, actual performance of maintenance and repair work of Central Utilities Plant equipment for at least ten (10) years.

Bidder should provide a list of 5 clients serviced for the last seven (7) years, evidence of years in business. References shall include the company name, address, phone number and contact name of a person who can and will discuss the nature of the bidders work for their firm.

Bidders will include affidavit stating they have the knowledge, certifications, licensing and experience to perform the work on all systems at the Dallas Love Field CUP, including the list of maintenance and repair activities for all the various equipment in Exhibit A operated and maintained by the City of Dallas’ Aviation Department.

• Bidder shall include proof of certifications and licensing held by the organization or its employees who will be directly responsible for work performed at Dallas Love Field.

PLEASE NOTE: bidders who do not meet minimum required technical capabilities will not be considered for award.

Before submitting bid, potential bidder will be required to attend one of two MANDATORY pre-bid meeting(s) to examine sample job site and assess the conditions. The City will provide two one-hour tours of the site immediately following the pre-bid meeting. Attendance at both pre-bid meetings is not required. It is the Contractor’s responsibility to be thoroughly acquainted with all matters relating to the performance of the contract. Bids received from vendors who did not attend at least one of the pre-bid meetings may be deemed non-responsive.

Lack of knowledge of the CUP site shall not be a cause for re-negotiation of unit prices or justification for additional compensation

MINIMUM QUALITY OF WORK STANDARDS:

These specifications are a statement of minimum levels of work and services which Contractor must provide and are not to be construed as maximum performance levels. At a minimum, the contractor must take all steps and measures which a prudent building owner would take to maximize the life expectancy of the property and mechanical systems. Contractor will furnish all management, skilled labor and/or safety materials, communication devices, computers, small tools and equipment necessary for the effective and economical maintenance, as per Original Equipment Manufacturer (OEM) recommendations, and repair of the CUP equipment in Exhibit A.

The successful service provider will perform the following minimum tasks for the cooresponding equipment listed on Exhibit B:

CUP MAINTENANCE AND REPAIR:

Maintain and repair all central plant equipment which includes, but not limited to, all equipment in the chiller building, boiler room building, hot and chilled water pumps, controls, cooling towers, chilled water storage tank and all equipment associated with the delivery of heating and chilled water throughout Love Field facilities.

All work shall be done on site or in the Contractor’s facility or a pre-approved subcontractor’s facility.

City shall be notified of the firms utilized for Subcontractor work prior to work being performed.

The Contractor shall execute all work in strict accordance with all local, state, and national codes, ordinances and regulations governing the work involved and related procedures. The Contractor shall incur all costs associated with compliance.

The Contractor shall be held responsible for material and/or property damages when the equipment is in the Contractor’s care, custody or control. All damages including, but not limited to, those caused by transport, misuse, carelessness, neglect, abuse, unqualified and/or unlicensed personnel, acts of nature, or disappearance (theft) shall be the responsibility of the Contractor to correct and repair/replace the damage to the satisfaction of the City, at no cost to the City.

Contractor shall provide all materials, labor and equipment to perform all manufacturers’ recommended preventive maintenance (PM) and inspections on all equipment listed in Exhibit B. The results of the PMs and inspections shall be documented. Any PMs or inspections that could potentially affect the chilled or heating water being provided from the CUP should be scheduled in advance and approved by the CUP Supervisor or airport designee

The Contractor is responsible for ensuring all shipments received from manufacturers or suppliers are constructed with the proper materials to the required minimum tolerances.

Improper manufacturing, damage occurring during transport and all other transactions between the Contractor and parts supplier, manufacturer, or another Contractor/Vendor shall be the sole responsibility of the Contractor. The City shall not be responsible for additional or unforeseen costs incurred by either party.

The City reserves the right to send a representative to accompany any equipment to the Contractor’s repair facilities and/or any proposed Subcontractor’s facilities to ensure that proper methods of handling, measurement, machining, assembly and preparation for return shipping are taken. The City’s representative shall have the authority to stop any work in progress that does not meet the requirements of these specifications. Additionally, this does not relieve the Contractor of any liability for any corrective measures that the representative may have missed that should have been performed or taken that would have prevented any malfunction and/or damage to the equipment or personal injuries.

Standard turn-around time for routine repairs shall be a maximum of thirty (30) calendar days.

Repeated failures to meet turn-around time requirements for routine repairs will be a cause for corrective action or cancellation of the contract.

Repeated incidents of improper repairs or equipment failures during the repair warranty period will be a cause for corrective action or cancellation of the contract.

If it is determined that corrective action is needed, the City reserves the right to continue repair and maintenance services during the corrective period by bidding those services out to other contractors until the issue(s) is resolved.

Maintain the building automation system Tracer ES or Trane Summit and Enterprise Server and, if applicable, notify the CUP Supervisor or the HVAC Supervisor of any alarms on the Automation system related to the division’s responsibility (space temp., static pressure, AHU fan status, etc.). No software upgrades required by this contract.

Insure that the CUP chilled water systems, hot water systems and water conditioning systems are running as efficiently as possible.

Provide all materials and supplies to perform all manufacturers’ recommended scheduled preventive maintenance and repairs on equipment listed on the attachment. For chiller annuals, both ends of the chillers must be removed when the tubes are brushed. Cooling towers, strainers and basin of cooling towers shall be cleaned twice annually.

Ensure all equipment maintenance is properly documented per the City’s standards, and that documentation is provided to the CUP Supervisor.

Provide periodic updates to the CUP Supervisor with the following information: what work was performed the previous week, what is planned for the current week, and what (if anything) has been deferred due to parts on order.

The service provider shall make repairs required to repair or replace defective equipment.

The service provider shall identify emergency, planned repairs and replacement of equipment to the CUP Supervisor.

The service provider shall be knowledgeable of the Trane automation system.

Any additional support required by Trane to operate or maintain the automation system is the responsibility of the service provider to coordinate with Trane directly.

It is the responsibility of the service provider to create a staffing plan that supports the requirements of this contract.

The City requires phone numbers that will be answered 24 hours a day 7 days a week for immediate assistance and response.

Maintenance mechanics must have a universal EPA and be working under a Texas contractor’s license, operators must have appropriate knowledge and experience with central plant equipment.

All personnel working at Love Field must be able to clear a Security Threat Assessment and background check and receive valid airport identification. The cost of security badges is the responsibility of the contractor. The fees, plus additional information, can be found here:

http://www.dallas-lovefield.com

All personnel working on site must wear a uniform that clearly identifies their company name.

The cost of security badges is the responsibility of the contractor. The fees, plus additional information, can be found here: http://www.dallas-lovefield.com/resources-badging-office.html

Parking will be provided free of charge to contractor’s employees in designated locations.

Airport parking procedures must be followed.

It is the responsibility of the service provider to provide all safety equipment and personal protective equipment for their employees on site per the Federal, State, local and City regulations regarding safety.

Only employees of the contractor may be on premises. No friends, family members, including children, are to be allowed in the building or on the property

Quarterly or Annual maintenance on all equipment shall consist of:

• Reporting with the CUP Supervisor you are conducting the maintenance required and the equipment.

• Record and report on all conditions and measurements taken.

• Review logs with CUP Supervisor for operational problems and trends.

http://www.dallas-lovefield.com/ http://www.dallas-lovefield.com/resources-badging-office.html

• Preventative Maintenance will be performed to manufacturers specifications or recommendations for any equipment not listed on the bid sheet by name, otherwise known as “Other Equipment”, after approval from the CUP Supervisor.

• If preventative maintenance of a specific item is not specified below, it will be done to manufacture specifications or recommendations after approval from the CUP Supervisor.

EQUIPMENT MAINTENANCE REQUIREMENT:

Trane Centrifugal Chillers, W-C (CVHE/F Style Units) o Report with the City of Dallas Representative.

o Record and report abnormal conditions, measurements taken, etc.

o Review customer logs with customer for operational problems and trends

1. General Assembly:

A.) Check and record refrigerant pressures.

B.) Inspect leaks and report leak results.

• The refrigerant should be correct before starting the leak check.

• To prevent unnecessary venting of refrigerant, EPA-recommended methods (example: hot water and/or electric blankets) must be used to pressurize the vessels.

• To use EPA-recommended methods, certain conditions must be met:

a.) The isolation valves on the chilled water and condenser water lines must shut off and have no circulation completely.

b.) The temperature of the equipment room should be 70°F or higher.

c.) Access connections to the condenser water and chilled water circuits must be provided (COD Aviation CUP responsibility).

d.) If these conditions cannot be met, the refrigerant must be removed and the vessel pressurized, using dry nitrogen and trace gas.

C.) Repair minor leaks as required (example: valve packing, flare nuts).

D.) Visually inspect condenser tubes for cleanliness.

E.) Check vanes for free and smooth operation.

F.) Check mechanical linkages for wear.

2. Purge Unit:

A.) Check purge unit controls for proper operation.

B.) Check and clean purge drum as required.

C.) Clean the condenser coil.

D.) Clean strainers or replace filters as required.

E.) Check the purge compressor assembly for leaks as required.

F.) Check the purge unit for proper operation

3. Controls and Safeties:

A.) Verify all settings in the electronic control panel.

B.) Inspect the control panel for cleanliness.

C.) Inspect wiring and connections for tightness and signs for overheating and discoloration.

D.) Verify the operation of the vane control system E.) Verify the working condition of all indicator/alarm lights and LED/LCD displays.

F.) Verify the operation of the oil sump temperature control device.

G.) Test high condenser pressure safety device. Calibrate and record setting.

H.) Test low evaporator temperature safety device. Calibrate and record setting.

I.) Test low oil pressure safety device. Calibrate and record setting.

J.) Test high motor temperature safety device. Calibrate and record.

K.) Test operation of chilled water pump and condenser water pump starter auxiliary contacts. Check wire connections, fuses, amps, and VFD’s (proper working order and alarms) for both pumps.

L.) Clean and calibrate condenser and chill water FIR flow sensors.

4. Lubrication System A.) Pull oil sample for spectroscopic analysis B.) Check oil tor acid content and discoloration. Make recommendations to the customer based on the results of the test.

C.) Measure and record the oil pump voltage and amperage.

D.) Verify the operation of the oil heater. Measure amps and compare readings with the watt rating of the heater.

E.) Check regulator pressure and adjust if needed.

F.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

G.) Change the oil filter.

H.) Verify the oil level.

5. Motor and Starter

A.) Clean the starter and cabinet.

B.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

C.) Check the condition of the contacts for wear and pitting.

D.) Check contactors for free and smooth operation.

E.) Check the mechanical linkages for wear, security, and clearances.

F.) Check the tightness of the motor terminal connections.

G.) Verify the operation of the electrical interlocks.

Start-Up/ Checkout Procedure Chillers

1. Reassemble chiller with new gaskets and or seals.

2. Verify the operation of the oil heater and that the oil temperature is at least 110°F before starting the chiller.

3. Verify full water systems, Including the cooling tower, condenser, and evaporator.

4. Verify clean cooling tower and strainers. (Condenser pump strainers must be cleaned after cooling tower cleaning)

5. Start the condenser water pump, chilled water pump, and cooling tower fan(s).

6. Test all flow-proving devices on the chilled water and condenser water circuits. Verify the flow rates through the condenser and the evaporator.

7. Start the chiller.

8. Verify the operation of all timing devices.

9. Verify the operation of the current control device.

10. Check the setpoint and sensitivity of the chilled water temperature control device. Verify the operation.

11. Verify the operation of the condenser water temperature control device

12. Check the mechanical limits of both vane arms. Verify smooth movement of vane arms through the full range of operation.

13. Check the starter operation.

14. Verify the motor cooling operation.

15. Check the purge operation.

16. Shut down the chiller.

17. Check the oil and refrigerant levels.

18. Re-start the chiller and log the operating conditions after the system has stabilized,

19. Review operating procedures with the operating personnel.

20. Provide a written report of completed work, operating log, and indicate any deficiencies detected.

3 Mid-Season Running Inspections for Chillers

1. Check the general operation of the unit.

2. Log the operating temperatures, pressures, voltages, and amperages.

3. Check the operation of the purge unit.

4. Check the operation of the control circuit.

5. Check the operation of the lubrication system.

6. Check calibration and clean FIR flow sensors.

7. Check the operation of the motor and starter.

8. Analyze the recorded data. Compare the data to the original design conditions.

9. Review operating procedures with operating personnel.

10. Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

Water-Cooled Condensers Brush Tubes (600) Annually

1. Pull both condenser end bells.

2. Brush tubes one time at annual inspection

Eddy Current 1 Chiller Evaporator and Condenser Tubes Annually

1. Pull evaporator end bell during annual, brush evaporator tubes (perform this while doing condenser tubes on required chiller in rotation)

2. Brush tubes (600)

3. Perform Eddy Current on condenser and evaporator

4. Report any deficiencies found

5. Give a copy of Eddy Current report to COD Aviation HVAC Supervisor

Direct Drive Pumps Annual Inspection Chiller Plant

1. General Assembly A.) Check the motor shaft and pump shaft for alignment.

B.) Inspect the coupling for wear.

C.) Verify that the shaft guard is in place and tight.

D.) Verify water flow through the pump.

E.) Check for leaks on the mechanical pump seals.

F.) Verify smooth operation of the pump.

G.) Check motor amperage, and voltage.

H.) Inspect VFD for proper settings, voltage, amps, and programing. If applicable.

I.) Provide a written report of completed work, operating log, and indicate any

2. Lubrication A.) Lubricate the motor bearings, as necessary.

B.) Lubricate the pump bearings, as necessary.

3. Motor and Starter

B.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

C.) Verify tight connections on the motor terminals.

D.) Check the condition of the contacts for wear and pitting, if applicable.

E.) Check the contactors for free and smooth operation.

F.) Verify proper volts and amps.

Three Pump Run Inspections Chiller Plant

1. Verify smooth operation of the pump.

2. Check for leaks on the mechanical pump seals, if applicable.

3. Provide a written report of completed work, operating log, and indicate any

Strainers Chiller Plant

1. Inspect/Clean in-line strainer one time at annual inspection.

Cooling Towers, Gear Drive Comprehensive Annual Inspection

1. STRUCTURE

A.) Disassemble all screens and access panels for inspection. Inspect the conditions of the slats, if applicable.

B.) Inspect the condition of the tower fill.

C.) Inspect the condition of the support structure D.) Provide 2 complete tower cleanings E.) Verify condition and operation of basin fill valve system

2. MECHANICAL

A.) Inspect gear box for leaks.

B.) Inspect drive and coupling for condition and balance C.) Inspect fan assembly for condition, balance, and clearances (blade tip clearance).

D.) Verifying all mechanical connections are torqued correctly.

3. Lubrication

A.) Lubricate motor bearings as needed.

B.) Check gear box oil level

4. Motor and Starter

B.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

C.) Check the condition of the contacts for wear and pitting.

D.) Check contactor(s) for free and smooth operation.

E.) Check disconnects terminal block for wear, tightness and signs of overheating and discoloration.

F.) Check the condition and operation of the basin heater contactor(s).

Start-Up / Checkout Procedure Cooling Towers

1. Fill the basin and verify float level.

2. Verity the operation of the basin heaters. Verify the operation, setpoint, and sensitivity of the basin temperature control device. Check the condition of the contacts for wear and pitting. Check contactor(s) for free and smooth operation.

3. Start chiller and observe the condenser water pumps.

4. Verify the balance of the return water through the distribution boxes.

5. Verify proper operation of the bypass valve(s), if applicable.

6. Operate the fan(s) and verify smooth operation.

7. Log operation after the system has stabilized.

8. Review operating procedures with operating personnel.

9. Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

Three Mid-Season Running Inspections for Cooling Towers

1. Check the general condition of the tower.

2. Verify clean basins and strainers (upper and lower) and/or spray nozzles.

3. Verify proper water levels in the basin.

4. Verify proper operation of the water level control device.

5. Verify smooth operation of the fan(s).

6. Verify proper operation of the bypass valve(s), If applicable.

7. Review operating procedures with operating personnel.

8. Provide a written report of completed work, operating log, and indicate uncorrected

Air Compressors Annual Maintenance Chiller Plant

A.) Verify the operation of the automatic blow-down on the air tank, if applicable.

B.) Check pulleys and sheaves for wear and alignment.

C.) Inspect belts for tension, wear, cracks, and glazing.

D.) Verify clean air filter.

E.) Verity smooth operation of the compressor(s).

F.) Check for leaks on the air compressor unit.

G.) Verify proper operation of the unloaders, if applicable

2. Controls and Safeties

A.) Verify the operation of the high-pressure safety device.

B.) Verify the operation of the pressure operating controls.

C.) Verify the operation of the sequence switch, if applicable.

D.) Verify the operation of the low oil pressure safety device, If applicable.

A.) Lubricate the compressor motor(s) as necessary, if applicable.

B.) Change oil in the compressor(s), if applicable

A.) Clean the starter and cabinet, if applicable.

B.) Check all electrical connections for tightness and signs of overheating and discoloration.

C.) Check contactors for free and smooth operation, if applicable.

D.) Check the condition of the contacts for wear and pitting, if applicable.

Three Air Compressors Run Inspections Chiller Plant

1. Check the general condition of the unit.

2. Verify smooth operation of the compressor(s).

3. Verify the operation of the automatic blow-down valve, if applicable.

4. Verify clean air filter.

5. Log run time and off time.

6. Verify the operation of the unloaders, if applicable.

7. Verify proper oil level, if applicable.

Air Driers Four Inspections Chiller Plant

1. Verify clean condenser coil and fan.

2. Check the pressure drop across the external air filter and drier if taps or gauges are available.

3. Verify the operation of the refrigeration circuit.

Annual Chilled Water Thermal Storage Tank Inspection

1. Inspect structure per AWWA DI01 -Inspection and Repair of Steel Water Tanks.

2. Provide written report of Inspection with pictures of Interior and exterior surfaces.

3. Provide TCEQ Inspection Form and maintain on file for five (5) years as required.

4. Provide engineering evaluation to determine what, if any, repairs are required.

5. Provide engineering cost estimate to perform repairs and timeline when repairs should be performed

Quarterly Refrigerant Monitoring System

1. Verify correct sensor wiring to the controller and equipment controls.

2. Check for proper wire size, insulation, and protection from damage.

3. Confirm connections to external devices and controls as specified.

4. Verifying the monitor is calibrated using NIST traceable test mixture.

5. Attach a calibration sticker on the monitor listing date of calibration and details.

6. Ensure the monitor is set up and configured according to manufacturer's instruction

7. Verify the monitor initiates a system response over the humidity, temperature, and air pressure ranges.

8. Verify alarm setpoints are correctly configured and documented.

9. Maintain records of all required inspections, repairs, and calibrations done to the system.

Have them readily available when requested or needed.

10. Provide a written service report indicating services provided and listing all controller settings and alarm setpoint.

Boiler Room Maintenance

Gas-Fired Boilers (LPHW) Annual Maintenance o Report in with the City of Dallas Representative.

o Review customer logs with the customer for operational problems and trends.

A.) Lockout, tagout and drain the boiler.

B.) Open the fire and water side for cleaning and inspection.

C.) Check the heating surfaces and water side for corrosion, pitting, scale, blisters, bulges, and soot.

D.) Brush Tubes E.) Inspect the refractory.

F.) Check the expansion tank and drain if needed.

G.) Clean the fire inspection glass.

H.) Check the blow-down valve packing and lubricate.

I.) Check and test boiler blow-down valve.

J.) Perform hydrostatic test, if required.

K.) Clean burner fan wheel and air dampers. Check the fan for vibration.

L.) Verity tightness of the linkage set screws.

M.) Check the gas valves against leakage (where test cocks are provided).

2. GAS TRAIN BURNER ASSEMBLY

A.) Check the gas train Isolation valves for leaks. Check the gas supply piping for leaks.

B.) Check the gas pilot solenoid valve for wear and leaks.

C.) Check the main gas and the pilot gas regulators for wear and leaks. Test the low gas pressure switch. Calibrate and record setting.

D.) Test the high gas pressure switch. Calibrate and record setting. Verify the operation of the burner fan air flow switch.

E.) Inspect and clean the burner assembly. Inspect and clean the pilot Igniter assembly. Inspect and clean the burner fan.

F.) Run the Ian and check for vibration. Inspect the flue and flue damper.

G.) Burner Control Panel:

o Inspect the panel for cleanliness.

o Inspect wiring and connections for tightness and signs of overheating and discoloration.

o Check the condition of the contacts for wear and pitting.

o Check contactor(s) for free and smooth operation.

o Check overloads for proper settings.

o Check safety relays.

o Check control panel settings.

3. Controls and Safeties

A.) Disassemble and inspect the low water cutoff safety device.

B.) Reassemble the boiler low water cutoff safety device with new gaskets.

C.) Clean the contacts in the program timer, if applicable.

D.) Check the operation of the low water cutoff safety device and feed controls.

E.) Verify the setting and test the operation of the operating and limit controls.

Start-Up/ Checkout Procedure Boilers

1. Perform vessel pressure test with city water fill.

2. Reassemble boiler with new gaskets and or seals.

3. Verify full boiler.

4. Test the safety/relief valve after start-up (full pressure test).

5. Inspect, clean, and functionally test the flame scanner and flame safeguard relay.

6. Clean and adjust the Ignition electrode.

7. Replace the vacuum tube in flame safeguard control, if applicable.

8. Perform pilot turn down test.

9. Verify proper water flow through the boiler.

10. Perform combustion test and adjust the burner for maximum efficiency.

11. Test the following items:

o Firing rate o Fuel/air ratio o CO2 o CO o NOX

12. Review operating procedures with operating personnel.

13. Provide a written report of completed work, operating log, and indicate any uncorrected

Three Mid-Season Running Inspections Boilers

1. Check the general condition of the unit.

2. Inspect the burner.

3. Adjust the burner controls to obtain proper combustion.

4. Check the operation of the pressure relief valve.

5. Check the operation of the low water cutoff and feed controls.

6. Check the setting and test the operation of the operating and limit controls.

7. Check the operation of the modulating motor.

8. Lift the safety/relief valves with at least 70% of rated pressure.

9. Blow down and try gauge cocks to confirm glass water level.

10. Check and test boiler blow down valve.

11. Log operating conditions after the system has stabilized.

12. Review operating procedures with operating personnel.

13. Provide a written report of completed work, operating log, and indicate uncorrected deficiencies detected.

Direct Drive Pumps Annual Inspection Boiler Room

1.General Assembly

A.) Check the motor shaft and pump shaft for alignment.

B.) Inspect the coupling for wear.

C.) Verify that the shaft guard is in place and tight.

D.) Verify water flow through the pump.

E.) Check for leaks on the mechanical pump seals.

F.) Verify smooth operation of the pump.

G.) Check motor amperage, and voltage.

H.) Inspect VFD for proper settings, voltage, amps, and programing, If applicable.

I.) Provide a written report of completed work, operating log, and indicate any

Three Pump Run Inspections Boiler Room

1. Verify smooth operation of the pump.

2. Check for leaks on the mechanical pump seals, if applicable.

3. Provide a written report of completed work, operating log, and indicate any uncorrected

Air Compressors Annual Maintenance Boiler Room

a. Verify the operation of the automatic blow-down on the air tank, if applicable.

b. Check pulleys and sheaves for wear and alignment.

c. Inspect belts for tension, wear, cracks, and glazing.

d. Verify clean air filter.

e. Verity smooth operation of the compressor(s).

f. Check for leaks on the air compressor unit.

g. Verify proper operation of the unloaders, if applicable

B.) Controls and Safeties

a. Verify the operation of the high-pressure safety device.

b. Verify the operation of the pressure operating controls.

c. Verify the operation of the sequence switch, if applicable.

d. Verify the operation of the low oil pressure safety device, If applicable.

C.) Lubrication

a. Lubricate the compressor motor(s) as necessary, if applicable.

b. Change oil in the compressor(s), if applicable

D.) Motor and Starter

a. Clean the starter and cabinet, if applicable.

b. Check all electrical connections for tightness and signs of overheating and discoloration.

c. Check contactors for free and smooth operation, if applicable.

d. Check the condition of the contacts for wear and pitting, if applicable.

Air Driers Four Inspections Boiler Room

1. Verify clean condenser coil and fan.

2. Check the pressure drop across the external air filter and drier if taps or gauges are available.

3. Verify the operation of the refrigeration circuit.

Maintenance Comms / IT Rooms Crac Units

Annual Maintenance Crac Units

A.) Inspect for leaks and report the results.

B.) Repair minor leaks as required (example: valve packing, flare nuts). Visually inspect the condenser for cleanliness.

C.) Inspect pulleys and sheaves for wear and alignment. Check belts for tension, wear, cracks, and glazing.

D.) Verify clean evaporator coil, fan wheels, and condensate pan. Verify proper operation of the condensate drain.

E.) Verify clean air filters.

F.) Verify clean humidifier.

G.) Verify proper operation of the humidifier.

H.) Verify proper operation of the heating system (reheat). Check condenser fans for cracks, if applicable.

I.) Verify the operation of the oil heater, if applicable. Lubricate the fan bearings as required.

J.) Lubricate the motor bearings as required, if applicable.

2. Controls and Safeties

A.) Inspect the control panel for cleanliness.

B.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

C.) Verify the working condition of all indicator/alarm lights.

D.) Test the low evaporator pressure safety device. Calibrate and record setting, if applicable.

E.) Test the high condenser pressure safety device. Calibrate and record setting, if applicable.

F.) Test the oil pressure safety device, if applicable. Calibrate and record setting.

G.) Verify proper operation of the temperature controls.

H.) Verify proper operation of the humidity controls.

A.) Check the oil level in the compressor, if applicable.

B.) Test the oil for acid content and discoloration. Make recommendations to the COD Aviation HVAC Supervisor based on the results of the test.

B.) Inspect wiring and connections for tightness and signs of overheating and discoloration.

C.) Check the condition of the contacts for wear and pitting, if applicable.

D.) Check the contactors for free and smooth operation.

E.) Check the tightness of the motor terminal connections.

F.) Verify the operation of the electrical interlocks.

G.) Provide a written report of completed work, operating log, and indicate any uncorrected deficiencies detected.

5. Start-up / Checkout Procedure A.) Verify the operation of the oil heater, if applicable.

B.) Verify clean air filters.

Three Running Inspections Crac Units

1. Verify the operation of the oil heater, if applicable.

2. Verify clean air filters.

3. Verify smooth operation of the compressor and fans.

4. Verify the starter operation, amperage, and voltage.

5. Verify the operation of the humidifier, if applicable.

6. Verify the operation of the heating system.

7. Check the setpoint and sensitivity of the temperature control device.

8. Provide a written report of completed work, operating log, and indicate any

Building Automation Maintenance

Trane Tracer ES / Summit Yearly Maintenance

1. Performance Optimization

2. Safety Assurance

3. Energy Efficiency

4. Compliance

5. Preventive Maintenance

Annual Maintenance

1. Controllers: Check all BCU / SC ‘s for functionality and connectivity.

2. Sensors: Check for calibration connectivity and functionality.

3. Output devices: Check for proper functionality and calibration

4. Communication Protocols: Check to assure communication components and BCU / SC’s are seamless.

5. Dashboard / User Interface: Make sure graphics inputs and adjustment points are working correctly.

3 Mid-Season Inspections

1. Dashboard / User Interface: Go through all pieces of equipment and alarms to check for any existing or potential problems.

2. Communication Protocols: Verify communication components are communicating seamlessly.

3. Alarms / Maintenance: Check with COD HVAC / CUP Supervisor for any issues that have occurred since the last inspection.

Love field Air Handler Maintenance

Air Handler Annual Maintenance

1. Filter Inspection

A.) Verify Filters are in place, clean and permit proper airflow

2. Component Inspection

A.) Check Motor and VFD o Clean the starter and cabinet.

o Inspect wiring and connections for tightness and signs of overheating and discoloration.

o Check the condition of the contacts for wear and pitting, if applicable.

o Check the contactors for free and smooth operation.

o Check the tightness of the motor terminal connections.

o Verify the operation of the electrical interlocks.

B.) Grease Fittings on Motor and Fan bearings if applicable C.) Check belt for wear and pulley for alignment D.) Check to ensure unit vibration is less than 0.16 in/sec(2.8mm/sec) and report to

HVAC supervisor if balancing is indicated.

E.) Check water lines and valves for leaks and proper operation F.) Check condensate pans for proper drainage G.) Check condensate pump for proper functionality if applicable

3. Cleanliness Inspection

A. Check unit for general cleanliness to include condensate pans, hot deck, and cold deck if applicable.

B. Check diffusers and fan for cleanliness C. Check for any unusual odors

4. Provide a written report of completed work, operating log, and indicate any uncorrected

Maintenance Garage c exhaust Fans, Supply air Fans, CO2 /NO2 sensors

Garage C Exhaust Fans Annual Maintenance o Report with the City of Dallas Representative.

1. Component Inspection

A.) Check Motor and VFD o Clean the starter and cabinet.

o Inspect wiring and connections for tightness and signs of overheating and discoloration.

o Check the condition of the contacts for wear and pitting, if applicable.

o Check the contactors for free and smooth operation.

o Check the tightness of the motor terminal connections.

o Verify the operation of the electrical interlocks.

B.) Grease Fittings on Motor and Fan bearings if applicable C.) Check belt for wear and pulley for alignment D.) Check to ensure unit vibration is less than 0.16 in/sec(2.8mm/sec) and report to

HVAC supervisor if balancing is indicated.

2. Check the vent: Inspect the vent leading outside to ensure it is not blocked by debris, bird nests, or other obstructions.

3. Inspect fan blades: Check for any signs of damage or wear and tear on the fan blades.

4. Lubricate the fan bearings with a suitable lubricant to prevent squeaking and grinding noises.

Garage C Supply Air Fans Annual Maintenance

1. Component Inspection A.) Check Motor and VFD (If Applicable) o Clean the starter and cabinet.

o Inspect wiring and connections for tightness and signs of overheating and discoloration.

o Check the condition of the contacts for wear and pitting, if applicable.

o Check the contactors for free and smooth operation.

o Check the tightness of the motor terminal connections.

o Verify the operation of the electrical interlocks.

B.) Grease Fittings on Motor and Fan bearings if applicable C.) Check belt for wear and pulley for alignment D.) Check to ensure unit vibration is less than 0.16 in/sec(2.8mm/sec) and report to

HVAC supervisor if balancing is indicated.

5. Check the vent: Inspect the vent leading outside to ensure it is not blocked by debris, bird nests, or other obstructions.

6. Inspect fan blades: Check for any signs of damage or wear and tear on the fan blades.

7. Lubricate the fan bearings with a suitable lubricant to prevent squeaking and grinding noises.

CO2 / NO2 Sensor Annual Maintenance & Calibration

1. Clean sensors

2. Calibrate and test sensors: Use certified calibration gases to ensure accurate reading.

3. Log all tests and calibrations to track performance and identify potential issues.

4. Ensure sensors are communicating correctly with the BAS.

Note: The sensors at T-point (outbound) and inbound baggage claim are included in this annual maintenance.

Quarterly Running Inspections o Check the general condition of the unit.

o Inspect the burner.

o Adjust the burner controls to obtain proper combustion.

o Check the operation of the pressure relief valve.

o Check the operation of the low water cutoff and feed controls.

o Check the setting and test the operation of the operating and limit controls.

o Check the operation of the modulating motor.

o Lift the safety/relief valves with at least 70% of rated pressure.

o Blow down and try gauge cocks to confirm glass water level.

o Check and test boiler blow down valve.

o Log operating conditions after the system has stabilized.

o Review operating procedures with operating personnel.

o Provide a written report of completed work, operating log, and indicate uncorrected deficiencies detected.

Other Equipment – Preventative Maintenance o CRACs - Quarterly o Air Dryer - Quarterly o Air Compressors - Quarterly o Chilled water storage tank - Annually o Refrigerant Monitoring System – Annually (One of the 4 Quarterly) o Cooling Tower Deep Cleaning – Annually (One of the 4 Quarterly)

EMERGENCY REPAIRS

Emergency repairs are defined as repairs needed between 5:01 p.m. and 6:59 a.m. If an emergency repair is needed, the contractor will be notified and must be on-site at the CUP within 24 hours. Contractor must be capable of performing emergency work on an around-the-clock basis, if requested by the City. An Emergency Surcharge Cost line is included on the pricing sheet.

VI. Communication

To provide the customer service required for this purchase, the awarded Contractor shall respond quickly and clearly. Contractor shall answer written correspondence from the City within three

(3) working days; Contractor shall have a company employee (not an answering service or answering machine) answer the phone 8am-5pm daily or M-F; or provide either a cell phone number or pager number. Phone messages shall be returned within one hour. The awarded Contractor(s) shall be responsible for all correspondence with the City and shall not delegate communication responsibilities to anyone of impropriety in contact between the bidder, its agent, contractor, or consultant, of manufacturers.

VII. Commencement Date

The service price agreement will become effective upon City Council approval and contract execution. No contract shall be binding with the City until it has been approved and authorized as to form by the City Council, City Attorney and executed by the City Manager.

VIII. Award Method

The City’s intent is to award this solicitation in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive.

City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

IX. Location and Invoicing

The City shall pay invoices in 30 days. In order for the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered.

If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided

• Contact information of City staff who placed order (name, phone number, department)

• Date of order or Service

• Detailed description of each service performed

• Price goods or services (charges for all services covered by this contract are to be separately stated and explained

• Total cost of goods/services

• Vendor Number & Contract Number

• Vendor Remit To: Address

Submitting invoices without the above information may cause delays in payment processing.

Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow these instructions risk having the contract with the City cancelled.

Pricing shall be firm for the term of the contract. Prices quoted must include all equipment, materials, labor, tools, and transportation needed to complete the work as described in this specification. Pricing must also include any delivery, shipping or freight charges, the City will not pay shipping, delivery or freight charges (All quotations must be F.O.B City, and included in unit cost.), The City will not pay for travel, transportation or meal expenses for contractor personnel. All costs for travel, transportation and meals must be included in the prices proposal herein.

The hourly labor rates must be inclusive of any and all costs associated with the successful bidder accomplishing the work of this contract, excluding parts and materials.

Hourly rates shall be invoiced in 15-minute increments

The contractor’s employees shall inform the CUP Supervisor or designee, upon arrival on-site.

The contractor shall have a representative of the City sign the sheet upon arrival and departure.

Without proper City representative signatures, there will be no payment.

LABOR CHARGES:

On-Site labor charges are related to work done at the CUP. This hourly rate shall be all-inclusive and include, but not limited to, all overhead, profit, clerical, management, meals, lodging, and travel.

Shop labor charges are related to all work done at the contractor’s facility. This hourly rate shall be all-inclusive and include, but not be limited to, all overhead, profit, clerical, supervision, and management.

Overtime is defined as any time other than 7:00 a.m. – 5:00 p.m., Monday – Friday. Overtime shall also apply to work performed on legal holidays recognized by the City. The CUP Representative must pre-approve any Overtime charges. Overtime for any individual worker is anytime more than 40 hours per week.

Additional Material cost “Additional Materials” shall include parts and materials not required for preventive scheduled maintenance of the equipment. Should repairs be needed beyond the maintenance tasks, they shall be billed at the rates that the contractor proposed.

Written approval must be obtained from the CUP Supervisor for any Additional Materials not identified in the initial inspection and cost estimate. Failure to do so will result in the contractor not being paid for this material.

Invoices including parts/materials shall include proof of contractor’s cost. The City reserves the right to determine the adequacy of proof of cost submitted. Failure to provide this information on an invoice may delay the payment process.

Expedited material surcharges for items needed during emergency repairs must have prior approval and must be billed with the expedited charges separated from the remaining material costs. The material surcharge shall be billed per job; there shall not be multiple charges for the same job.

X. Ownership

The City shall be the owner of any records, equipment, work product and/or intellectual property produced as a result of this contract and/or contract term.

XI. Total Cost of Goods and/or Services

For services performed by the Contractor, the City will pay the Contractor a fee based on the terms outlined for the Facility and the not to exceed amount authorized by the City Council and reflected in the Contract.

The fees, which are proposed by the Contractor to be paid by the City, shall be submitted on the Bid Sheet.

The City reserves the right to deny payment to Contractor when the services rendered have not met the Specifications herein. In the event the Contractor is unable to meet the Specifications, 10% of the billing will be deducted from the monthly charges.

Cost to the city will be invoiced after each service has been completed, with details and cost of each line item on the bid sheet, after all work has been completed to the satisfaction of the Director.

XII. Performance Measures and Contract Management

The City of Dallas shall designate a Contract Compliance Administrator who will be responsible for evaluating the Contractor's performance in accordance with the Contract specifications.

Inspections of Work Performed:

Inspections will be performed for each purchase order to verify contracted work has been completed to the satisfaction of the Director.

• Work will be evaluated on three criteria: 1) Correctness of the repair, 2) Response Time meeting the contractual requirement, and 3) Quality of the repair and problem not reoccurring.

• Quarterly Reports will be submitted by the Contract Compliance Administrator to the City rating the vendor’s performance

XIII. Special Requirements

WARRANTY

All materials/products provided and used for repairs shall be new and warranted to be free from defects in workmanship, design and materials. Warranty for parts shall be for the manufacturer’s customary warranty period or a period of one (1) year, whichever is greater.

The warranty will begin upon the City’s final acceptance of the product, installation, and or service.

Defective parts shall be replaced with new materials when it has been…