8-260029 - Specification(s).pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract to provide comprehensive Heating Ventilation and Air- Conditioning (HVAC) maintenance, preventative maintenance, inspection, programming, and repair for approximately ten (10) tower locations for Harris County for the term beginning on or about June 1, 2026, and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing and directed to Tamara Twiner, Office of the Purchasing Agent, through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound by any information conveyed verbally.

M/WBE

Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects Vendors to make a good faith effort and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid.

Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and

Maintenance, Inspection, and Repair of Heating, Ventilation and Air-Conditioning Systems and Related Items for Universal Services Mission Critical Public Safety Communications

(USPSC)

https://ethics.state.tx.us/filinginfo/1295/ price of all items purchased.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Tamara Twiner immediately at tamara.twiner@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

mailto:tamara.twiner@harriscountytx.gov.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

SPECIFICATION

The purpose of this Invitation to Bid (ITB) is to establish a contract with one or more qualified, licensed, and insured vendors to provide comprehensive heating, ventilation, and air conditioning (HVAC) services for Harris County facilities. Services shall include, but are not limited to, inspection, preventive maintenance, routine maintenance, emergency repair, system diagnostics, full system replacement, new equipment installation, commissioning, decommissioning, and all associated mechanical and electrical work required to maintain HVAC systems in safe and fully operational condition.

The awarded vendor shall provide all labor, supervision, tools, equipment, materials, parts, transportation, permits, licenses, testing, commissioning, and disposal necessary to perform the required services in accordance with manufacturer specifications, applicable federal, state, and local laws, codes, and regulations. Vendor shall assume full responsibility and liability for all work performed under this contract.

Vendor shall indemnify, defend, and hold harmless Harris County, its officers, employees, and agents from and against any and all claims, damages, losses, liabilities, and expenses, including legal fees, arising out of or resulting from the performance of work, provided that such claim is attributable to bodily injury, sickness, disease, death, or damage to property caused in whole or in part by negligent acts or omissions of the vendor, its employees, agents, or subcontractors.

Vendor shall be responsible for any damage to County property, HVAC systems, electrical systems, building structures, or surrounding equipment caused by vendor operations, improper installation, poor workmanship, or failure to comply with applicable standards.

Vendor shall furnish all labor, supervision, materials, tools, equipment, transportation, and disposal services necessary to perform HVAC services on an as-needed basis. All pricing submitted in the Bid Table(s) shall be all-inclusive and shall include labor, supervision, tools, equipment, overhead, profit, permits, insurance, and all other associated costs.

No additional charges will be allowed, including but not limited to trip charges, mobilization fees, mileage, fuel surcharges, administrative fees, or travel time.

The County reserves the right to audit vendor pricing and supporting documentation for any manufacturer price increases. Any price adjustments must be supported by verifiable manufacturer documentation and shall be subject to County approval.

Vendor’s attention is called to the fact that the quantities provided are estimates only and shall not bind or limit the County to any specific quantity of work. All estimated quantities are provided for bid evaluation purposes only and have been used by the County as a basis for estimating the cost of the work and will also be used for the purpose of tabulating and comparing the proposal and possible awarding of the contract.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices shall remain firm for the first ninety (90) days following contract award. Prices cannot be increased within ninety (90) days of any previous price increase.

Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

All parts and labor shall be covered by a minimum one (1) year warranty from the date of installation or repair. Warranty service shall be provided at no cost to the County, including labor, materials, transportation, and shipping.

In the event of an emergency situation similar to a hurricane or earthquake, describe any contingency plans your company has to guarantee personnel (repair technicians, etc.), service (emergency repair) and equipment to ensure continued business operation of Harris County.

Due to security concerns, the exact locations of certain communication towers will be disclosed only to the awarded vendor after contract execution. To maintain the security and operational integrity of these facilities, location details will not be included in the solicitation documents or Bid Table. The selected vendor will receive the specific site information after contract award and execution, and any/all required confidentiality or security protocols will be communicated at that time.

I. Preferred General Services Harris County is seeking qualified firm(s) to provide a comprehensive HVAC maintenance and operations program for County facilities. Services shall include inspection, preventive maintenance, repair, emergency response, system replacement, and new installation. Vendor shall provide a complete lifecycle HVAC program, including system diagnostics, repair, replacement, retrofitting, and decommissioning of obsolete systems. All services shall ensure safe, efficient, and uninterrupted HVAC operations, particularly for mission-critical facilities. Vendor shall maintain sufficient staffing and resources to respond to emergencies within two (2) hours and complete repairs in a timely and professional manner. Vendor must be available during natural disasters or declared states of emergency for emergency response. In the event of a natural disaster or declared emergency, the vendor shall provide a written Continuity of Operations Plan (COOP) outlining staffing availability, supply chain access, fuel availability, and emergency response capabilities. Vendor must demonstrate the ability to maintain uninterrupted emergency HVAC services during such events.

HVAC Systems and related items include but are not limited to: All mechanical, electrical, and control systems necessary for proper HVAC operation, Variable Air Volume (VAV) systems, heat pumps, split systems, air handlers, boilers, chillers, circulation pumps, exhaust fans, control systems, Variable Frequency Drives (VFDs), gas packs, gas furnaces, cooling towers, water sourced heat pumps, Variable Refrigerant Flow Systems (VRFs), Packaged Terminal Air Conditioner (PTAC) units, Building Automation Systems (BAS), control panels, sensors, mini-splits, rooftop air conditioning units, air compressors, commercial refrigerators, mobile communications trailers, HVAC components and associated electrical infrastructure.

All electrical work shall comply with the National Electrical Code (NEC), local codes, and applicable safety regulations. Electrical work shall only be performed by properly licensed electricians. Vendor shall be responsible for ensuring all electrical components are properly installed, grounded, tested, and safe for operation.

The assigned technician(s) must be familiar with each site and have adequate documentation available for equipment maintenance, and site layout, etc. The County will not compensate the vendor for unnecessary diagnostic time due to technician unfamiliarity with site equipment.

II. Vendor Qualifications

The vendor shall meet the following minimum qualifications:

• Maintain a valid Texas Department of Licensing and Regulation (TDLR) Air Conditioning and

Refrigeration Contractor License.

• Maintain all required permits and certifications required by federal, state, and local laws.

• Maintain technicians certified to handle refrigerants under EPA Section 608.

• Have a minimum of three (3) years of documented experience providing commercial HVAC maintenance and repair services.

• Demonstrate the ability to provide twenty-four (24) hour emergency service response.

III. Responsibilities and Tasks For the purpose of this bid, routine preventative maintenance of HVAC systems and related items shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with minimal downtime. The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, maintain manufacturer warranty compliance and in conformance to all applicable laws, codes, and regulations. Vendor shall provide the following:

A. Appropriate Level of Staffing

Vendor shall provide sufficient staffing levels, qualified personnel, and necessary equipment to perform all services required under this contract. All personnel shall be trained in HVAC safety, electrical hazard recognition, and OSHA compliance requirements.

• Vendor shall maintain all required licenses issued by the Texas Department of Licensing and

Regulation (TDLR) license and certifications, and shall comply with all other license, insurance and permit requirements of the County, State and Federal governments, as well as all other requirements of the law.

• Vendor shall provide management and technical supervision through competent supervisors and as required.

• Vendor shall be responsible for the skills, methods and actions of all employees, subcontractors and for all work done.

• Vendor shall have the knowledge, ability, and technical expertise to troubleshoot problems.

• Due to certain County security requirements, vendor employees must have the ability to pass a background check and work unsupervised.

• Vendor personnel shall have access to a smart phone, cell phone, or direct-connect radios and must wear appropriate Personal Protective Equipment (PPE) while servicing equipment.

• Vendor shall supply their employees with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display vendor logo and employee first or last name shall be clearly visible.

B. Safety Compliance

Vendor shall be solely responsible for jobsite safety and shall comply with all OSHA regulations and industry safety standards. This includes strict adherence to Lockout/Tagout (LOTO) procedures for all applicable work. Vendor assumes all risks associated with HVAC and electrical work, including but not limited to electrical hazards, refrigerant exposure, equipment failure, and confined space entry.

Vendor shall comply with all applicable safety regulations including:

• Occupational Safety and Health Administration (OSHA) standards

• Lockout/Tagout procedures

• Electrical safety requirements

• Confined space entry requirements where applicable

Vendor shall ensure all personnel:

• Use appropriate Personal Protective Equipment (PPE)

• Follow sage work practices

• Maintain safe work areas

Vendor shall be responsible for correcting unsafe conditions caused by their personnel.

C. Refrigerant Handling Compliance The vendor shall comply with all requirements of the Clean Air Act Section 608 and EPA regulations governing refrigerant handling.

Vendor technicians must:

• Maintain valid refrigerant handling certifications

• Properly recover and dispose of refrigerants

• Maintain refrigerant usage records when required

Vendor shall be responsible for any regulatory violations resulting from improper handling of refrigerants.

D. Maintenance Hours of Operation

1) Routine Maintenance – To be completed during USPSC operational hours:

a. Normal Business Hours:

M-F, 6:30 a.m. to 3:00 p.m., local time, for radio towers and radio core building. Excluding County Holidays

2) Non- Emergency Repairs – To be completed during USPSC operational hours:

b. Normal Business Hours:

M-F, 6:30 a.m. to 3:00 p.m., local time, for radio towers and radio core building.

Excluding County Holidays

3) Emergency Repairs – Qualified technicians should be available twenty-four (24) hours a day 365 days a year.

E. Startup and Commissioning For newly installed or replaced HVAC equipment, the vendor shall perform:

• System startup

• Operational testing

• Verification of controls

• Verification of safety devices

• System performance verification

Documentation of startup testing shall be provided to the County.

F. Job Site Cleanup Upon completion of work, the vendor shall:

• Remove all debris

• Dispose of replaced parts

• Restore the work area to a clean condition

All waste materials shall be disposed of in accordance with applicable environmental regulations.

G. Parts and Materials

Vendor shall use only new, original equipment manufacturer (OEM) parts unless otherwise approved in writing by the County. No substitute, aftermarket, or third-party parts shall be installed without prior written approval from the County. Requests for substitutions must include justification, specifications, and warranty information. All repairs, replacements, and installations shall require prior written approval and issuance of a County purchase order before work begins. If equipment is deemed beyond repair, the vendor shall provide a written recommendation and detailed cost estimate for replacement. Vendor shall not perform any repair, replacement, or installation without prior written authorization from the County. All work shall be supported by detailed quotes including labor, materials, and scope of work. Unauthorized work shall not be paid.

Vendor shall protect all County property during performance of work. Any damage caused by the vendor shall be repaired or replaced at no cost to the County.

Vendor shall repair or replace failed or work moving parts (such as, but not limited to: bearing, motor rotors, motor starters, seals, gears, burners, actuators, controls and switches). Prior to beginning any repair or replacement vendor shall troubleshoot the systems to diagnose the system problems. The County shall not incur any extra charge for this service. Vendor shall provide an itemized equipment listing, documentation all repairable or replaceable parts. IF HVAC system or equipment is not repairable, vendor shall notify the designated County representative immediately and provide a cost estimate to replace with an equivalent type.

Vendor shall furnish all parts and materials necessary for properly maintaining and repairing Harris County HVAC systems. The County shall require “project quotes for any and all work required under this ITB. Project quotes will be used to create approved purchase orders. Project quotes must identify the work needed to complete the maintenance or repairs, cost of labor, and parts/materials cost.

Vendor shall not perform repair work without prior written authorization and an approved purchase order issued by the County.

H. Vendor Initial Inspection and Follow-on Reporting During the first service at each Harris County location, the vendor shall inspect HVAC systems and make recommendations on repairs or upgrades to systems within sixty (60) calendar days. The designated County representative will respond to these recommendations within thirty (30) business days of receiving them.

Vendor shall maintain detailed records of inspections, maintenance activities, repairs, and recommendations for any work recommended that is beyond the scope of the standard manufacturer’s servicing schedule.

All labor and materials used shall be documented on the vendor’s service reports, quotes, and invoices. Additional tasking shall include but are not limited to:

• Contact the Department to obtain the required escorted access needed to perform emergency repairs.

• Have the ability to obtain parts in order to complete repairs.

• Complete all emergency repairs within twenty-four (24) hours unless otherwise approved by the

County.

• Work shall be executed in such a manner that it does not disrupt day-to-day functions of the

Department where the work is performed:

• Notify the designated Harris County representative thirty (30) calendar days in advance, by e-mail, for all planned service outages that may affect the County’s services. This notice shall include:

a. Reasons for planned service outages

b. Scope of the planned service outages

c. Expected duration of the planned service outage

Harris County shall have the right to add, remove, or upgrade HVAC systems and related items anywhere within the County during the contract term(s). Any changes in scope due to any add, remove or upgrade will be addressed pursuant to the resulting contract’s amendment and change order provisions. When adding a new HVAC system, designated Harris County representative will provide the vendor with the location, make, and model.

IV. Vendor Response Time

Vendor shall have trouble-call service available on twenty-four (24) hours a day, seven (7) days a week basis including during disasters such as, hurricanes, floods, etc. with a response time not to exceed the following:

1.) EMERGENCIES – Emergency calls shall receive on-site response within two (2) hours.

2.) NON-EMERGENCIES – Vendor shall respond to routine non-emergency, routine repair request or other non-urgent tasks within twenty-four (24) hours after receiving the repair request from the designated USPSC representative.

3.) TEMPORARY COOLING – Temporary cooling solutions nay be requested by the County and shall require prior written approval before installation. Vendor may be asked to provide a quote for temporary cooling as needed. USPSC shall review the quote and determine if approval to install temporary cooling is required. Vendors shall not supply temporary cooling without prior approval from USPSC.

Response time shall begin at the time the vendor receives notification from the County. Additionally, the vendor shall provide the ability to respond immediately to situations involving the health and safety of employees and/or the public and the comfort and operational capabilities of any public meeting space.

Routine repairs, service requests or other non-urgent tasks shall be completed by qualified technicians within one (1) working day from the date of request by County representative. Vendor’s inability to respond to emergencies in the specified timeframe shall result in liquidated damages of $100 per occurrence. Additionally, the County may solicit the emergency work through other vendor(s) and deduct the cost from the vendor’s payment.

V. Quarterly Preventative Inspection and Maintenance For the purpose of the bid, routine preventative HVAC maintenance shall be defined as scheduled routine quarterly and annual inspections, and proactive servicing of HVAC systems so as to facilitate heating/cooling with minimal downtime. When performing inspection and maintenance, only one (1) HVAC system and/or Chiller can be down at a time. The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship applicable trade practices, meet warranties and be in conformance with all applicable laws, codes, and regulations. The successful vendor’s maintenance program and repairs shall, at a minimum, include but not limited to the specifications outlined herein.

Quarterly preventative maintenance shall be in accordance with a program of standard routines as determined by the manufacturer specifications, vendor’s experience, equipment application, and equipment operating hours of each Harris County location. These services are designed to optimize the reliability and efficiency of the HVAC system, components and equipment in an effort to extend the useful life while providing proactive indications of excessive wear and damage to HVAC systems before a catastrophic failure occurs. Vendors shall also provide recommendations for additional service(s) that will better enhance equipment performance. Any recommended repairs must be supported with a written estimate containing all repair parts and labor itemized in detail.

Approval must be obtained prior to commencing any repair work.

Quarterly Preventative Inspection and Maintenance shall include, but are not limited to the following:

A. Air Filter Maintenance

The service shall maintain indoor air quality by providing and changing filters and minimizing dust and particles from collection on ductwork. This service shall help ensure proper flow through cooling and heating coils, thus preventing restriction in airflow, leading to higher system and energy efficiency. All filters are to be pleated high efficiency type – Minimum Efficiency Reporting Values (MERV) 8 or higher filters are required All filters shall be marked with the date when they are replaced.

B. Cooled Condenser Coil Cleaning

This service shall improve workflow across condenser coils, improve hear transfer and the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of outside environment and coil accessibility.

C. Evaporator Coil and Cleaning Vendor shall clean air handling unit evaporator coils that shall help improve air circulation in the air distribution system and reduce dust and dirt that is in the system. Coils shall be cleaned at a time that is mutually agreeable between the vendor and the USPSC Representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils shall be cleaned using a vacuum cleaner and or other devices that allow the proper cleaning of the coil.

D. Operating Inspection Vendor shall provide this service to ensure that mechanical equipment continues to operate efficiently with little operating disruptions. Vendor shall provide routine operating inspection(s) to check system performance in accordance with manufacturer standards, manufacturer’s published recommendations, equipment applications, and USPSC requirements. Vendors shall complete the list of the tasks required under the Quarterly and Annual Equipment Inspection and Maintenance section of this bid. This service shall focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation.

E. Operation Inspection – Heating This service will help assure mechanical equipment continues to operate efficiently, safely and with little operating disruptions. Proposer will provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by Original Equipment Manufacturer (OEM)standards, published recommendations, and equipment applications. Vendors shall complete the list of the tasks required under the Quarterly and Annual Equipment Inspection and Maintenance section of this bid. This service shall focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation.

F. Operational Inspection – Cooling This service shall help to assure mechanical equipment continues to operate efficiently, safely and with little operating disruptions. Vendor shall provide routine operating inspection(s) to check system performance in accordance with a program of standard routines as determined by Original Equipment Manufacturer (OEM) standards, published recommendations, and equipment applications. Vendors shall complete the list of the tasks required under the Quarterly and Annual Equipment Inspection and Maintenance section of this bid. This service shall focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation.

VI. Quarterly and Annual Equipment Inspection and Maintenance

Vendor(s) shall provide quarterly and annual equipment preventative inspection and maintenance on each HVAC system beginning in the first month of the contract, per a department’s request. After inspections, vendor shall contact the USPSC designated representative for repairs, if any, ticket signature and collection of ticket copies. Any recommended repairs must be supported with a written estimate containing all repair parts and labor itemized in detail. Approval must be obtained prior to commencing any repair work. An inspection report for each unit should be provided documenting any readings and what was inspected and noting any readings that were out of specification prompting further investigation.

Quarterly Equipment and System Inspection Maintenance shall include but are not limited to the following:

1.) Rooftop Units

a. General

1) Filter changed quarterly on a minimum basis or as required.

2) Preventative maintenance service to be performed quarterly

3) Lockout/tagout procedures shall be implemented in accordance with OSHA standards

4) Check all electrical wiring connections. Tighten as required

5) Check all motor starter contactor surfaces for wear

6) Clean electrical control enclosures

7) Lubricate air handling unit motor bearings and fan bearings, if applicable

8) Check air handling unit belts for wear

9) Check belt tension and sheave alignment

10) Change belt and change as required

11) Check condition of evaporator coils. Chemically clean as required

12) Check and clean condensate drains, drain line and pan annually

13) Inspect air handling unit fan assembly

14) Lubricate condenser motors as required

15) Chemically clean condenser coil and fan blades annually

16) Check structural integrity of unit

17) Check all mounting hardware, tighten as needed

18) Check and calibrate controls

b. Exhaust Fans

1) Lockout/tagout procedures shall be implemented in accordance with OSHA standards

2) Check all electrical wiring and connections and tighten.

3) Check all motor starter contactor surfaces for wear

4) Clean starter and electrical control enclosures

5) Lubricate motor bearings and fan bearings

6) Check exhaust fan belts for wear, replace as required

7) Check belt tension and sheave alignment. Adjust as required

8) Inspect exhaust fan unit assembly

2.) Check all mounting hardware. Tighten as required.

The following list of items shall be completed by the vendor during the Quarterly Condensers Preventative Maintenance Inspection:

a. Condensers for Chillers Quarterly Inspections

1) Lockout/tagout procedures shall be implemented in accordance with OSHA standards

2) Check fan bracketing and blades for cracks/damage/distortion

3) Lubricate fan and motor bearings as required

4) Check all fans are operational, correct rotation, inspect fan blades

5) Visually inspect coils. Check for cleanliness and signs of oil leaks

6) Inspect fan contactors

7) Check amps for all fan motors

8) Check that wiring is secure and clear of rotating blades

9) Verify fan motor nameplate

10) Ensure access panels have been correctly fastened and secured in position

b. Condensers for Chillers Annual Inspection In addition to the Quarterly Inspection items, the following list of items shall be completed by the vendor during the Annual Condensers Preventative Maintenance Inspection:

1) Chemically clean condenser coils with non-acid based detergent

c. Gas Heating

2) Change filter quarterly on a minimum basis. Increase as necessary

3) Check unit voltage and record

4) Lubricate motors as required

5) Check and adjust burners for proper flames

6) Check for proper combustion and flue gas relief

7) Record discharge temperature, heating, and cooling modes

8) Record return air temperature

9) Check and adjust operating and safety controls

10) Inspect heat exchanger from combustion chamber for cracks

11) Verify proper operation of combustion blower

12) Verify proper lighting sequence

13) Inspect burners and combustion chamber cleanliness and condition

14) Check pilot and main burner flame quality

15) Check for flame roll-out

d. Air Handler

2) Check starter contacts for excessive wear

3) Tighten all starter wire connections

4) Check belts, adjust or replace as needed

5) Check belt tension and sheave alignment. Adjust as required

6) Meg-Ohm motor and record annually

7) Check fan motors amps

8) Clean and lubricate unit motor bearings and fan bearings

9) Check operation of economy dampers

10) Lubricate all dampers and linkages as necessary

11) Check operation of static vane (if applicable)

12) Visually check all coils for leaks (annually)

13) Check and record all coil delta T (annually)

14) Inspect all mounting hardware, tighten as needed

e. Multi-zone Air Handler

2) Check fan motor amps.

3) Clean and lubricate components

4) Check operation of economy dampers

5) Check operation of static vane or dampers

6) Check operation of zone dampers

7) Check and adjust operation and safety controls

3.) Chillers with Reciprocating Compressors

The following list of items shall be completed by the vendor during the Quarterly Chillers Preventative Maintenance Inspection:

a. Chillers Quarterly Inspections

1) Check and record all operating procedures, temperatures, and refrigerant levels

2) Check and record all operating voltage and amperages

3) Check compressor lube systems, oil levels, and temperatures

4) Check for unusual vibration, noise, excessive temperatures, and refrigerant leaks

5) Lockout/tagout procedures shall be implemented in accordance with OSHA standards

6) Inspect, test and calibrate operating and safety controls as required

7) Check cooler, refrigerant/chilled water leaving temperature approach

8) Check refrigerant charge. Replacement refrigerant not included

9) Check compressor starter contacts for abnormal wear

10) Vendor shall submit a written inspection report detailing findings and recommended corrective actions.

b. Variable Frequency Drive

1) Check unit operation quarterly

2) Check fault history report

3) Check operation of manual bypass

4) Verify drive signal increase and decrease

5) Check and tighten all electrical connections

6) Check starter contacts for wear

c. Evaporator Section

1) Check coil(s) cleanliness and condition

2) Inspect drain pans for cleanliness and standing water

3) Check pan tabs and note if replacement is required

4) Check drain line for free flow

5) Check for visual signs of oil/leaks

6) Check Thermostatic Expansion Valve (TXV) bulb secure and insulated

7) Take coil Temperature Difference (TD) reading

8) Check sight glass/moisture indication

9) Check motor, drive, and blower for unusual noise/vibration

10) Check AMP motor

11) Verify AMP motor nameplate

12) Check V-Belt(s) and sheaves condition, alignment, and tension

13) Lubricate motor bearings (Do not over lubricate)

d. Economizer Section

1) Check return air/outside air dampers, actuators for free operation

2) Lubricate dampers and linkage ball joints

3) Very minimum position properly set

4) Lubricate motor bearings (Do not over lubricate)

5) Lubricate blower shaft bearings

6) Check AMP motor

7) Verify AMP motor nameplate

e. Control Panel

1) Check all contractors, coils, and contacts

2) Check for over-heated, burned, or loose wiring/connections

3) Check all safety controls

4) Check operating controls

5) Cycle unit in all modes and check operation

6) Clean panel and components of dirt and debris

4.) Chillers Annual Inspections

In addition to the Quarterly Inspection items, the following list of items shall be completed by the vendor during the Annual Chillers Preventative Maintenance Inspection:

a. Compressor Lubrications System

1) Remove oil sample and perform spectrochemical analysis

2) Furnish oil analysis reports and recommendations

3) Check oil heater

b. Compressor Motor Megger Test

1) Meg compressor motor and wiring leads

2) Chart and plot insulation conditions. Record for future consideration

3) Check and tighten all compressor hold down bolts

c. Leak Testing

1) Leak test entire machine

2) Check chilled water/refrigerant approach

5.) Package units

The following list of items shall be completed by the vendor during the Quarterly Package Unit Preventive Maintenance Inspection:

a. Quarterly Inspections

1) Inspect evaporator coil condition

2) Check condenser coil condition

3) Check blower assembly.

4) Check belt alignment and tension

5) Check motor mountings and sheaves

6) Check motor operating conditions (volts, amperages, etc.). Any reading more than ±10% of the amperage specified on the manufacture’s performance data chart should be noted and reported.

7) Check air volume controls and adjust if necessary (where applicable)

8) Set up operating log

9) Check and adjust operating and safety controls

10) Lubricate all new moving parts as required

11) Check discharge, suction and oil pressure

12) Check space conditions

13) Check operation in heating mode.

14) Provide and replace air filters, MERV (and MERV-A if tested) ratings of ten (10) or thirteen

(13).

15) Inspect drain pans and lines.

16) Check supply and return temperatures

17) Check superheat and temperature drop across coil.

18) Check contactors for wear.

19) Check thermostat operation.

b. Annual Inspections

In addition to the Quarterly Inspection items, the following list of items shall be completed by the vendor during the Annual Package. Unit Preventative Maintenance Inspection:

1) Chemically clean condenser coils with non-acid based detergent one

2) Provide material and labor to replace belt(s)

6.) Mini Split Systems

The following list of items shall be completed by the vendor during the Quarterly Mini Split Systems Preventative Maintenance Inspection:

a. Mini Split Quarterly Inspections

1) Check coil condition

2) Check drip pan and drain condition

3) Check filter condition, pull filter, and wash.

4) Check fan and motor bearings lubricate as required.

5) Check thermostat operation

6) Check all wiring from disconnect switch to the unit including fuses

7) Check insulation, vibration, and noise

8) Check all safety and operating controls

9) Check compressor general operation and condition

10) Check discharge and suction pressure

11) Check refrigerant charge.

b. Mini Split System Annual Inspection

In addition to Quarterly Inspection items, the following list of items shall be completed by the vendor during the Annual Mini Split System Preventative Maintenance Inspection:

1) Chemically clean condenser coils with non-acid based detergent

7.) Air Compressors

The following list of items shall be completed by the vendor during the Quarterly Air Compressor Preventative Maintenance Inspection:

a. Quarterly Inspections

1) Check Pump Oil Level

2) Oil leak Inspection

3) Drain water tank

4) Check for unusual noise and vibration

5) Inspect for air leaks, tighten, or replace fittings as needed

6) Check air filters, clean or replace

7) Check safety relief valve

8) Check belts, tighten if necessary

9) Check and tighten all bolts

10) Check refrigerant charge, recharge if needed

b. Air Compressor Annual Inspection

In addition to the Quarterly Inspection items, the following list of items shall be completed by the vendor during the Annual Air Compressor Mini Preventative Maintenance Inspection:

1) Service motor

8.) Marvair/Bard Heat Pump The following list of items shall be completed by the vendor during the Quarterly Marvair Heat Pump Preventative Maintenance Inspection:

a. Quarterly Inspections

1) Check air filters, replace if needed

2) Check indoor coil, clean if needed

3) Check outdoor coil, clean if needed

4) Inspect cabinet, note repair needs

5) Check primary and secondary drains, clear if needed

6) Check motor operating conditions (volts, amperages, etc.). Any reading more than ±10% of amperage specified on the manufacturer’s performance data chart should be noted and reported.

VII. Emergency Repairs of Emergency HVAC Systems

During the contract period there may be occasions when emergency services on HVAC systems shall be required (includes weekends, holidays and during natural disasters). Vendor shall be required to provide a response time of two (2) hours to HVAC locations upon notification from the USPSC representative requesting emergency repairs. Additionally, vendor shall provide a call-back to USPSC staff within thirty (30) minutes to discuss issue(s) and response plan. Failure to provide a two

(2) hour services response, or thirty (30) minute call-back, will result in a $100.00 liquidated damage being applied to the maintenance charge for each occurrence.

If the vendor is contacted by a Harris County department other than USPSC, vendor shall notify USPSC Infrastructure Support Services at (346)-286-4238 and receive authorization to proceed prior to departure and start of repairs.

The vendor shall have at least four (4) repair technicians that can be reached twenty-four (24) hours a day. A list of these individuals shall be provided to the USPSC representative.

When emergency services commence, the vendor shall continue services until completion unless the designated USPSC representative determines another suitable course of action needs be taken. If repairs take more than twenty- four (24) hours to complete restoration, the vendor must notify the representative, on a daily basis, explaining what is causing the delay and provide a revised time of restoration.

VIII. Warranty All product(s) and/or other service(s) provided by the vendor under the rems of this solicitation shall be warranted to be free from defects in material, workmanship, and free from such defects in design for a period of one (1) year upon the later of County’s acceptance of the product and/or service or payment of the applicable invoice(s). Vendor further warrants that any services or other work performed by vendor or any subcontractor in connection with this bid shall be performed using commercially reasonable skill and care and be of a professional quality consistent with generally accepted industry standards and practices. Vendor warrants that all products and/or services furnished under this solicitation shall conform in all respects to the terms of this bid, including specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. In addition, vendor warrants that product and/or services are suitable for and will perform in accordance with the purposes for which they are intended. Vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the vendor or manufacturer’s warranty, which result from either delivery or use of product, which does not meet the specifications within this procurement solicitation, or purchase order.

Vendor hereby transfers to the County, to the extent transferable, whatever warranties and indemnities vendor receives from the manufacturer, producer, or other provider of any third-party products or services, including any transferable warranties and indemnities respecting infringement.

Vendor agrees to take commercially reasonable action to assist USPSC in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

The vendor shall obtain and submit a written warranty for replacement of any integral part of equipment listed herein as guaranteed by the factory/manufacturer.

Applicable equipment warranty shall include all conditions and response times for repair and/or replacement of any components during the warranty period.

The warranty shall consist of the period covered from the date of installation. To include but not limited to:

1) Make, Model, Serial Number, and location of the equipment

2) Life expectancy of equipment under normal use

3) Detailed information as to proposed return policy on all installed equipment

Warranty repairs shall be corrected with ten (10) business days of notification for non-emergency repairs and within twenty-four (24) hours of notification for emergency repairs. If the vendor fails to correct the repairs, the USPSC may have the defects corrected by a third party and the vendor shall be liable for all expenses incurred. Such action shall not relieve the vendor of further warranty liabilities. All parts and labor must be under warranty for a minimum of ninety (90) days. The vendor shall assist USPSC with processing warranty claims.

IX. Labor Definitions

Labor-Straight Time Hours - The vendor shall provide all necessary labor and tools to repair, as required, in order to maintain in good mechanical and electrical working condition, or to return to good mechanical and electrical working condition all equipment associated with preventive maintenance, inspection, repair of HVAC systems and related items. Prior to repair and installation of new parts, the vendor shall advise the County representative as to what parts and materials the vendor recommends being replaced or repaired. Only new, standard manufactured parts or parts of equal quality shall be used.

Labor-Emergency or After Hours - During the contract period, there may be occasions when after hour or emergency repairs shall be required. The vendor shall provide repairs, as required, in order to maintain in good mechanical and electrical working condition, or to return to good mechanical and electrical working condition all HVAC systems and related items. Refer to the emergency service sub-paragraph herein for details on emergency services and required response times.

Vendor Technicians - Vendor shall have at least four (4) repair technicians that can be reached twenty-four (24) hours a day. A list of these individuals shall be provided to the USPSC and updated when staffing changes occur. When non-emergency and emergency repairs commence, vendor shall continue repairs until completion, unless the County determines another suitable course of action needs to be taken. If repairs take more than twenty-four (24) hours to complete restoration, the vendor shall notify the County designated representative, on a daily basis, what is causing the delay and provide a revised time of restoration.

X. Billable Labor Hours, Equipment, Parts (Replacement/Repair, and Supplies) Amount of billable labor hours per non-emergency repair or maintenance shall be as per the flat rate schedule the vendor bids on the BidTables(s).

Estimated Annual Expenditure column on BidTable II (Equipment, Parts, Replacement/Repair, and Supplies) (BT-49OS) within Bonfire represents Harris County’s historical dollar amount of equipment, parts and supplies with each manufacturer for one (1) year. all charges related to equipment, parts and supplies shall be per discount percentage to the then-current Manufacturer’s Suggested List Price (MSLP) and each vendor shall indicate under the “Discount to MSLP” column a percentage for the price schedule listed. For example, if $12,000 is the “Estimated Quantity” (annual dollar expenditure by Harris County) and a 10% discount applies, the figure entered would be 10 and the “Total Price” would be $10,800.

MSLP increase/decrease realized by the vendor during the contract period may be passed on to Harris County, if and only if the price adjustments are reflected in the then-current price list(s) of the manufacturers. However, the discount percentage bid by the vendor to the Manufacturer’s Suggested List Price (MSLP) for each manufacturer as awarded will remain the same throughout the contract term (including renewals).

Official Manufacturer’s Suggested List Price (MSLP) sheets should be submitted at the time bids are due. Copies (electronic or hardcopy) of the revised MSLP shall be sent directly to Harris County Auditor’s Office, Attn.: Accounts Payable, 1001 Preston, Suite 800, Houston, TX 77002, as well as any requesting County department. Each price list shall show the job number and title as referenced on the details screen in Bonfire.

a. Workday: Vendor shall specify their normal workday hours and any additional labor charges that may be applied to repairs done outside of the normal workday.

b. Vendor shall propose their rates for straight time, overtime, and holidays. These rates are at the vendor’s discretion and may be the same or different.

c. A service call that is made by noon on a regular workday and/or work that commences during normal business hours is to be serviced under regular hourly…