ALDOT HVAC Central Office Specifications.pdf

Purpose

This Master Agreement is for the HVAC, Lumisys Lighting System, Teletrol eBuilding Control System with Alabama Department of Transportation, specifically the Central Office Complex in Montgomery.

Quality of materials and labor:

Materials used that are not otherwise specified shall be the kind and quality consistent with the trade practice for such work and shall comply with all local codes. All labor shall be well experienced in this type of work, and it shall be completed in a professional manner.

Alabama Department of Transportation (ALDOT)

HVAC Maintenance Specifications

Total services master agreement for the Heating and Air Conditioning, Lumisys Lighting System, Teletrol eBuilding Control system for the Alabama Department of Transportation Central Office Complex.

General: The successful low bidder, hereafter called the supplier, will maintain, service, repair, and furnish all parts for all facets involving the Heating and Air Conditioning, Ventilation System, Lumisys Lighting System, Teletrol eBuilding DDC system located within the buildings and upon the grounds of the Central Office Complex of the Department of Transportation located at 1409 Coliseum Boulevard, Montgomery, AL.

Successful supplier must provide local service and have trained personnel with a minimum of five (5) years’ experience in all the abovementioned facets for service in a twenty-five-mile radius or less.

This contract will include the buildings at the following addresses:

1409 Coliseum Blvd. -Central Office Complex includes:

1. 1407 Coliseum Blvd- (Building L)

2. 537 Traffic Operations Dr.-Salvage Yard Office, Warehouse, Equipment Yard, and trailer

3. 521 Traffic Operations Dr.-Signal Shop

4. 517 Traffic Operations Dr.-Communications Office

5. 523 Traffic Operations Dr.-Sign Shop

6. 515 Traffic Operations Dr.-Bridge Warehouse and Underwater Bridge

Inspection Office

7. 3704 Fairground Rd.-Materials and Tests Laboratories

8. 3700 Fairground Rd.-Materials and Tests Research Office

9. 795 Traffic Operations Dr. Overflow Lot

10. 1588 Concrete Dr. –North Montgomery Materials Trailer (gravel pit)

11. 360 Kershaw Blvd. Montgomery AL, 36117

1525 Coliseum Blvd.-Montgomery Area Office Complex

Central Office includes:

1. Signal Warehouse, Division Support & Labor Offices, Construction Offices, and Motor Repair Shop (shop is located behind the Montgomery Area office and the Central Office)

2. 660 Chisholm St.-Montgomery Area Warehouse

3. 632 Chisholm St.-Permit Office Trailers (A & B)

4. 608 Chisholm St.-District 3 Offices, Equipment Yard Office, and Gasoline Depot

2720 Gunter Park Dr. West-ALDOT Building (Gunter Annex)

1407 B Traffic Operations Drive-ALDOT Fleet Management Trailer (Motor Pool East)

Alexander City Area office 240 Highway 280 Alexander City Al. 35010 (see note)

*eTeletrol Only*

Birmingham Area main office 1020 Bankhead Hwy. West Birmingham Al. 35204 Alexander City Area office campuses, as well as the Birmingham Area office, are required to be repaired and maintained only in relation to the Teletrol Phillips E-Building controls installed in these facilities.

Excluding any repairs or preventive maintenance to any existing mechanical HVAC systems in place at these locations. Bid price should include travel time and hourly rates to cover any costs incurred in relation to responding to these facilities for controls service and or repairs. There will be no separate costs associated with the response to these facilities (i.e. no separate billing for time and materials or travel to these facilities.)

SPECIFICATIONS

1. The supplier will supply all parts, filters, chemicals, and refrigerants required to keep the systems in normal operating manner. In the event of a unit failure, the Owner reserves the right to inspect the equipment. Owner reserves the right to decide if the failed unit requires new equipment, new components, or a complete system change out.

2. The Supplier will provide all labor and materials to test, adjust, repair, service, and maintain the complete systems. Keep all HVAC equipment rooms clean and in order at all times, including the repainting of equipment when needed. Ventilation fans exhaust fans, PH units, and boilers are to be checked on a seasonal basis. Daily operational duties for climate control, scheduling using the computer and adjusting room thermostats will not be required of Supplier. (unless otherwise noted) Seasonal change-over of equipment (i.e. boiler starts and heating modes in all buildings) is required by Supplier.

Supplier must have test equipment to calibrate, test, and maintain HVAC equipment and compatible equipment. A semi-annual operations check must be completed on all lighting controls, and other integrated computer-operated systems. The Owner reserves the right to change the schedules when needed. A log will be furnished by the Supplier and kept in each mechanical room, boiler room, and in the Energy Management Room of all inspections, repairs, modifications and adjustments. The Supplier must check in with the ALDOT Plant Maintenance Supervisor (PMS), whenever work is performed on the complex.

3. Proof of ability to be able to repair major HVAC components and expertise in repairing CRT complex electronics, pneumatics, electrical units, mechanical devices, Lumisys Lighting System, and Components of System Teletrol eBuilding DDC system will be required from Supplier.

A cash bond payable from any bank within Alabama, or proof of insurance coverage will be required. Amount of cash bond or insurance will be determined by independent appraisers if considered to be inadequate for proper coverage by the State. A performance bond in the amount of $25,000.00 will be required. The Performance Bond must be redeemable within the State of Alabama.

4. As part of this contract, two (2) Indoor Air Quality (IAQ) tests taken throughout the building at different time increments and various conditions at the Owner’s choosing with no extra expense to the Owner.

5. The Owner may then request additional IAQ analysis be performed throughout the contract and will be priced as a quoted line item. Line item 10 will be for a full building analysis should only designated areas need testing. The IAQ analysis report must include defined zone areas with monitoring over no less than a 24-hour period for each zone. All data gathered must be sent to an independent IAQ laboratory not associated with the Supplier and all reports from the data gathered must be from the independent laboratory.

The HVAC Supplier may gather the Data for the IAQ analysis but must use an ALDOT approved system both for obtaining the data and for all reports giving the results. Two laboratories/systems are pre-approved: Aircuity and Smith Environmental. All other systems must be requested for approval through the bid document or bid will be voided. If for any reason the system is not approved, the Supplier will have an opportunity to secure another laboratory at bid price.

6. A storage area will be made available for the Supplier to store filters, chemicals and parts to be used only at the complex. All used parts and filters must be discarded within ten (10) days after their removal. The successful Supplier will be responsible for the neatness and cleanliness of all control panels inside and out.

7. The following guidelines relate to water treatment.

a) The cooling tower must include a separate on-line descaler and shall be a liquid blend of sodium polyacrylate polymer

b) Treatment must contain anodic and cathodic corrosion inhibitors, diphosphonic acid salts, and potassium polyacrylate in an aqueous, alkaline base, shall not contain chromate, phosphate, or zinc, and must be kept at 5-10ppm of phosphonate with the Lamotte #7625 test kit.

c) Cooling tower shall use a biocide treatment that prevents tower system contamination and build up.

d) Cooling tower PH must be between 8.0 and 9.0. The total hardness shall stay below 500. Total alkalinity shall be less than 700ppm. Six cycles of concentration shall be used to minimize water waste. Cooling tower conductivity shall be between 1100 and 1300mmhos.

e) Closed loop treatment shall include boron and nitrite. Levels shall be between 800 and 1000ppm nitrite. PH shall be between 8.5 and 10.5. Conductivity shall be lower than 4500mmhos.

f) Closed loop treatment shall include supply and replacement of bypass pot feeders and filters. Supplier to provide training on chemical pumps, ranges, and operation of controllers pertaining to chemical systems.

g) Supplier must report to Gerry Gilmore on a monthly basis. Report shall include chemical levels, photos of tower interior & exterior, PH, conductivity, and alkalinity levels. Report shall also include recommendations to correct any deficiencies in the tower or water treatment system. Supplier shall clean conductivity probe and float. Supplier shall supply replacement chemical feed pumps and tower controllers at no charge to Owner.

8. Each Supplier must submit a Preventive Maintenance Program. They will follow all manufacturers established Preventive Maintenance Programs. The minimum acceptable standards for the items listed below shall be equal to or exceed the standard “Custom Maintenance Program” for all respective manufacturers. Computer generated preventive maintenance program is required.

Miscellaneous HVAC equipment

Powered attic and restroom vents

Electric wall heater

Automatic temperature controls

Hot water boilers and radiators

Centrifugal and reciprocating chillers

Cooling tower evaporative condenser with chemical treatment injector

Fans, motors, heating coils and filters located above ceiling

Water pumps – hot, cold, condenser and injector type

Heat pump units

Telephone computer room and Computer Services room special air handling units

Heat exchange for hot water Hot water circulating pumps Direct digital control system (Teletrol eBuilding) / American Auto-Matrix Control Programs.

9. The following test and/or procedure shall be performed within the first six (6) months of each contract year. Chillers #2 and #3 shall have annual oil and filter changes. Chillers # 1, # 2, and #3 shall have a minimum of (1) oil analysis to be analyzed by a neutral lab and a written report submitted to the Department of Transportation within the last (6) months of the contract periods. Any negative reports will be the responsibility of the Supplier to refurbish or repair all concerned equipment as part of this contract. Any Supplier who desires to conduct this test or another test prior to his submittal of this bid at their own expense is welcome to do so. Evaporator and condenser vessels tubing in centrifugal chillers are required to be brush cleaned on a yearly basis.

10. All filters are to be replaced or cleaned as needed per manufacturer’s recommendation.

One, two, and four-inch filters are to be replaced with Farr 30/30 pleated filters or approved equal. Water towers shall be cleaned once a year. This includes cleaning the fill, sumps, distribution decks, and cleaning the spray heads. Spray heads are to be replaced if needed.

11. All bag filters are to be replaced every year if applicable.

NOTE: Replaceable ‘bag filters” without wire baskets; maximum face velocity 500 fpm.

maximum initial pressure drops 0.3 WG, Class 1 media: minimum 45% NBS test efficiency atmospheric dust; minimum ratio of media area to face area 10:1 are required in main mechanical rooms.

12. SUPPLIER WILL RESPOND TO THE JOB SITE WITHIN TWO (2) HOURS

OF ANY TROUBLE CALLS MADE AT ANY TIME DURING THE CONTRACT

PERIOD. Supplier will report first to Plant Maintenance Supervisor (PMS) before starting work and after finishing work. Supplier shall have a detailed description of work done. The awarded supplier shall provide business phone numbers or cellphone numbers for all employees that work at the complex under the direction of said Supplier.

The phone numbers or cellphone numbers shall be for contact purposes while on the complex. All repairs will be made as soon as possible, and before 24 hours has expired from the time the trouble call was made. Non-availability of critical parts must be reported to the Plant Maintenance Supervisor. When shutdown of major equipment (air handlers, chillers, boilers, et.) is necessary for non-emergency repair, the work must be scheduled with the PMS for the least disruption to the department work force. The PMS will work with the supplier to prevent as much overtime repair hours as possible but will have the final authority in these matters.

13. The successful supplier is to maintain an office currently within Montgomery with at least one–full time employee at the office during normal working hours (7am-4pm). The Supplier must have remote notification via phone, alarms, text messaging, and remote monitor controlling capacity for the Highway DDC system at their local office site. The Supplier must have at least one employee within a 25-mile radius of Montgomery factory trained on the Teletrol eBuilding DDC system with documentation of training submitted with the bid. The Supplier must be able to connect to the system and discuss problems or questions with Transportation personnel via phone while monitoring the DDC system. The Supplier will provide all Teletrol software updates. THE SUPPLIER WILL PROVIDE 24-HOUR ANSWERING SERVICE.

The Supplier will provide minimum of (60) man hours of preventive maintenance per week. It is in no way intended to be or suggest that preventive maintenance be limited to

(60) man, hours but rather is intended as a minimum guideline.

14. The Supplier may file for additional payment if equipment is damaged due to an act of God or other catastrophe that is beyond his prevention by the following procedures:

1. All repairs must be made through normal contract procedures.

2. All replaced equipment/materials in question must be saved for inspection and reviewed by the State.

3. Request for reimbursement must be made in writing to the Owner giving as much pertinent information as possible.

4. The Owner will then file the claim to the State Insurance Board and all receipts from this claim will be reimbursed to the Supplier by payment (this is normally 80% for the total cost). If the amount of damage is less than the deductible required by Risk Management, then all repairs will be paid by ALDOT based on the Supplier’s cost-plus percentage as spelled out in this contract for extra work performed.

15. Monthly payment will be made to Supplier during contract period based on one-twelfth (1/12) of the total bid. Billing from Supplier must be made in triplicate. All payments will be made at the end of each month.

16. Cold water drinking fountains are not part of this contract, nor the electric and natural gas hot water heaters.

17. Any equipment failures will be handled as follows:

1. All repairable equipment will be repaired under the terms of this contract.

2. All fans, compressors, etc. will be replaced under the terms of the contract.

The terms of the contract will also govern the replacement of the unit itself. All equipment determined by the Contractor to be non-repairable and in need for replacement will be substantiated to the Owner.

18. The successful supplier must have a full-time employee in the Montgomery office that is factory trained with proof of certification on Teletrol eBuilding and American Auto- Matrix HVAC hardware and software. This system must be maintained at present Level or replaced with equal or better system. Supplier must have the expertise to Adapt any updated software that is provided by warranties or Owner. Supplier must Be certified by the Alabama State Board of Heating and Air Conditioning Contractors

And licensed by the City of Montgomery. Copies of both items must be attached to bid.

19. Each supplier must provide a per hour labor rate for extra work, materials, and cost-plus percentage of mark up.