ALDOT_Tuscumbia_HVAC_Specifications.pdf

ALDOT TUSCUMBIA AREA HVAC SERVICES CONTRACT

AREA OFFICES / DISTRICT OFFICES / WELCOME CENTERS / REST AREAS / MISC

I. CONTRACT DESIGN:

1.1 STATEWIDE AGENCY CONTRACT FOR THE HVAC MAINTENANCE

SERVICE/MAINTENANCE AND REPLACEMENT AT ALDOT FACILITIES WITHIN THE

INDICATED COUNTIES. CONTRACT TO INCLUDE THE FOLLOWING PAY ITEMS:

SERVICE CALLS

LABOR RATES

SERVICE AND REPAIR PARTS AND COMPONENTS WILL BE AT A 15% MARK-UP. NO

NEED TO BID THESE LINES.

1.2 THIS CONTRACT IS NOT USED FOR NEW CONSTRUCTION OR MAJOR

RENOVATIONS IN EXCESS OF $25,000. THESE SERVICES SHALL BE PROCURED

THROUGH AN INDIVIDUAL REQUISITION PROCESS. BY COMPETETIVE BID

SOLICITATION, AS REQUIRED UNDER CODE OF ALABAMA TITLE 41, SECTION 16, OR IN

ACCORDANCE WITH DECLARED EMERGENCY BID EXEMPTION PROCESSES. THE

CONTRACT SERVICE PROVIDER WILL BE RESPONSIBLE FOR ASSISTING IN THE

DEVELOPMENT OF COMPETITIVE BIDDABLE SPECIFICATIONS FOR SAID BID PROCESS.

2. SERVICE AND REPAIR PROCEDURES:

2.1 ALL SERVICE AND/OR REPAIR NEEDS DISCOVERED DURING INSPECTION OR

DIAGNOSTICS SERVICE MUST BE BROUGHT TO THE ATTENTION OF THE FACILITY

ADMINISTRATOR. CONTRACTOR WILL PROVIDE THE FACILITY ADMINISTRATOR A

DETAILED REPAIR PROPOSAL INCLUDING COMPREHENSIVE ESTIMATE FOR PARTS

AND LABOR BASED ON CONTRACT PRICING. NO ADDITIONAL WORK WILL BE

PERFORMED WITHOUT THE PRIOR AUTHORIZATION BY THE FACILITY

ADMINISTRATOR.

3. CONTRACT PERIOD, PURCHASE ORDER ISSUANCE, INVOICE PAYMENTS:

3.1 EACH ALDOT REGIONAL / DISTRICT WILL PREPARE A REQUISTION FROM THE

CONTRACT DOCUMENT IN ORDER TO GENERATE A PURCHASE ORDER TO THE

CONTRACTOR(S) RESPONSIBLE FOR COUNTIES WITHIN THEIR GEOGRAPHICAL AREA.

THE PURCHASE ORDER SHALL INCLUDE ENCUMBERANCE FOR ANTICIPATED

SERVICE CALLS WHICH FALL WITHIN THE SCOPE OF THE CURRENT FISCAL YEAR

(OCTOBER 1 THROUGH SEPTEMBER 30) TO INCLUDE ENCUMBERANCES FOR LABOR

AND PARTS IN ANTICIPATION OF SERVICES AND REPAIRS AT ALDOT FACILITIES IN

EACH COUNTY DURING THE FISCAL YEAR.

3.4 TRANSPORTATION COSTS WILL BE A CONSEQUENTIAL COST INCLUDED IN THE

SERVICE CALL BID PRICE.

3.5 IN THE EVENT THAT AUTHORIZED SERVICE OR REPAIRS REQUIRE PARTS OR

COMPONENTS NOT CUSTOMARILY WAREHOUSED BY THE CONTRACTOR, NOR

AVAILIABLE FROM LOCAL SUPPLIERS, SPECIAL-ORDER FREIGHT CHARGES MAY BE

INCLUDED IN THE PARTS INVOICE AT NET CONTRACTOR COST, NO MARK-UP

ALLOWED ON THE FREIGHT PORTION.

3.6 CONTRACTOR WILL INVOICE IN ARREARS FOR EACH SERVICE CALL. INVOICE

MUST ITEMIZE FOR PARTS, FREIGHT LABOR AND TRAVEL SEPERATELY.

3.7 BID PRICES SHALL INCLUDE THE FOLLOWING PAY ITEMS:

SERVICE CALL, TO INCLUDE TRAVEL FROM CONTRACTOR’S FACILITY OR LAST

CUSTOMER LOCATION TO THE ALDOT FACILITY, AND ONE (1) HOUR LABOR FOR

CERTIFIED HVAC TECHNICIAN AND HELPER.

HOURLY LABOR RATE FOR A CERTIFIED HVAC TECHNICIAN, REGULAR HOURS

(MONDAY-FRIDAY, 7:30AM – 4:30 PM)

HOURLY LABOR RATE FOR A CERTIFIED HVAC TECHNICIAN, OVERTIME HOURS (ALL

OTHER DAYS AND HOURS, STATE & FEDERAL HOLIDAYS)

HOURLY LABOR FOR A HVAC TECH HELPER, REGULAR HOURS (MONDAY-FRIDAY,

7:30AM – 4:30 PM)

HOURLY LABOR RATES FOR A HVAC TECH HELPER OVERTIME HOURS (ALL OTHER

DAYS AND HOURS, STATE & FEDERAL HOLIDAYS)

___ % MARK-UP PERCENTAGE FOR REPLACEMENT PARTS AND COMPONENTS. NO

NEED TO BID THESE LINES.

SPECIAL FREIGHT REIMBURSEMENT AS DESCRIBED IN ABOVE PARAGRAPH

3.8 THE DEPARTMENT RESERVES THE RIGHT TO REQUEST CANCELLATION OF A

CONTRACT WITH A THIRTY (30) DAY WRITTEN NOTICE. GROUNDS FOR CANCELLATION

WOULD INCLUDE BUT NOT LIMITED TO A CONTRACTOR’S FAILURE TO

SATISFACTORILY DISCHARGE THEIR RESPONSIBILITIES UNDER THESE

SPECIFICATIONS, MISREPRESENTATION OR FRAUDULENT ACTS BY OR ON BEHALF

OF THE CONTRACTOR, UNFORSEEN BUDGETARY CONSTRAINTS OR IN THE EVENT

THAT THE DEPARTMENT CLOSES, SELLS OR OTHERWISE DIVESTS ITSELF OR

OWNERSHIP OF A PARTICULAR FACILITY WHICH REPRESENTED THE DEPARTMENT’S

SOLE PRESENCE IN A SPECIFIC COUNTY.

4.0 EVALUATION AND AWARD:

4.1 AWARD WILL BE ALL OR NONE BY GROUPING OF COUNTY’S AS INDICATED IN THE

BID DOCUMENTS AND THESE SPECIFICATIONS, TO THE BIDDER, WHO DURING THE

EVALUATION PROCESS, IS DETERMINED TO BE THE LOWEST RESPONSIBLE BIDDER

FOR THAT SPECIFIC COUNTY.

4.2 SUCCESSFUL BIDDER MUST BE LOCATED WITHIN A ONE HUNDRED (100) MILE

DRIVING DISTANCE OF THE PRIMARY ALDOT FACILITY WITHIN THE COUNTY FOR

WHICH HE SUBMITS A BID. PROXIMITY WILL BE DETERMINED PER THE FOLLOWING

HEIRARCHY OF FACILITY TYPES: REGIONAL OR DISTRICT OFFICE, WELCOME CENTER,

REST AREA, AND PROJECT OFFICE. IN THE EVENT THAT THE ONLY FACILITIES

WITHIN A PARTICULAR COUNTY ARE OF THE SAME HEIARCHY, PROXIMITY WILL BE

DETERMINED AS AN AVERAGE DISTANCE FROM THE BIDDER’S FACILITY TO THE

ALDOT FACILITLES.

5.0 CONTRACTOR QUALIFICATIONS AND REQUIREMENTS:

5.1 EACH BIDDER SHALL PROVIDE WITH THEIR BID PROOF OF CERTIFICATION BY THE

STATE OF ALABAMA BOARD OF HEATING AND AIR CONDITIONING & REFRIGERATION.

PROOF OF INDIVIDUAL CERTIFICATIONS FOR EACH JOURNEYMAN OR MASTER

PLUMBER SHALL ALSO BE INCLUDED.

5.2 EACH BIDDER SHALL PROVIDE WITH THEIR BID A MINIMUM OF TWO (2)

COMMERCIAL REFERENCES TO DOCUMENT A MINIMUM OF THREE (3) YEARS TOTAL

EXPERIENCE IN HVAC SERVICES FOR FACILITIES OF A SIMILAR SIZE, NATURE AND

SCOPE TO THE FACILITY FOR WHICH HE IS SUBMITTING A BID. IF NO REFERENCES

ARE SUBMITTED WITH BIDS THIS COULD BE GROUNDS FOR REJECTION. EACH

REFERENCE MUST INCLUDE COMPLETE CONTACT INFORMATION.

5.3 ALL LEGAL AND REGULATORY PROVISIONS OF TITLE 34 SECTION 37, CODE OF

ALABAMA, AND THE ADMINISTRATIVE RULES AND REGULATIONS OF THE STATE OF

ALABAMA, PLUMBERS AND GAS FITTERS EXAMINING BOARD ARE HEREBY

INCORPORATED INTO THESE SPECIFICATIONS BY REFERENCE.

6.0 INSURANCE REQUIREMENT:

6.1DURING EACH CONTRACT PERIOD, THE CONTRACT VENDOR SHALL MAINTIAIN

“COMPREHENSIVE GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE POLICY”

WITH AN INSURANCE COMPANY AUTHORIZED TO DO BUSINESS IN ALABAMA.

6.2 THE MINIMUM AMOUNT OF INSURANCE LIMITS SHALL BE NO LESS THAN TWO

HUNDRED FIFTY THOUSAND DOLLARS ($250,000) PER OCCURRENCE, FIVE HUNDRED

THOUSAND DOLLARS ($500,000) AGGREGATE.

6.3 THE SUCCESSFUL BIDDER SHALL HAVE “WORKMAN’S COMPENSATION

INSURANCE” IN ACCORDANCE WITH THE LAWS OF THE STATE OF ALABAMA AND

SHALL FURNISH A CERTIFICATE TO THAT EFFECT.

6.4 EACH BIDDER SHALL SUBMIT WITH THE HIS BID PROOF OF INSURANCE

CERTIFICATES (LIABLILITY AND WORKMAN’S COMPENSATION). ANY FAILURE TO

FOLLOW THIS PROCEDURE MAY DELAY THE BID EVALUATION AND CONTRACT

AWARD.

6.5 THE INSURANCE CERTIFICATES SHOULD IDENTIFY THE STATE OF ALABAMA AS

THE CERTIFICATE HOLDER AND SHOULD BE MAILED TO:

DEPARTMENT OF FINANCE

DIVISION OF PROCUREMENT

P.O. BOX 302620

MONTGOMERY AL. 36130-2620

THE SUCCESSFUL CONTRACTOR SHALL SATISFY THE FOLLOWING MANDATORY

RESPONSE REQUIREMENTS:

6.6 CONTRACTOR SHALL PROVIDE AN EMERGENCY CONTACT PHONE NUMBER UPON

AWARD OF CONTRACT. PHONE SHOULD BE ANSWERED LIVE DURING NORMAL

BUSINESS HOURS AND MUST BE CONNECTED TO A VOICEMAIL. ACCOUNT OR

ANSWERING MACHINE 24/365 FOR BUSY CONDITION OR AFTER HOURS.

6.7 CONTRACTOR MUST RESPOND TO VOICE MAIL OR MESSAGES WITHIN ONE (1)

HOUR DURING NORMAL BUSINESS DAY/HOURS

6.8 CONTRACTOR MUST RESPOND TO AFTER-HOURS VOICE MAIL OR MESSAGES NO

LATER THAN 8:00 AM THE NEXT CALENDAR DAY.

6.9 CONTRACTOR MUST RESPOND TO EMERGENCY SERVICE REQUESTS WITHIN TWO

(2) CLOCK HOURS FROM THE TIME OF THE FIRST DOCUMENTED CONTACT.

7 BUSINESS LICENSE:

THE SUCCESSFUL BIDDER MUST HAVE A VALID BUSINESS LICENSE IN EACH

LOCALITY WHERE HE IS AWARDED A CONTRACT.

ENVIROMENTAL PROTECTION:

THE VENDOR SHALL BE RESPONSIBLE FOR COMPLYING WITH ALL FEDERAL STATE

AND LOCAL ENVIROMENTAL REGULATIONS, AND FOR REPORTING ANY VIOLATIONS

TO THE ALDOT FACILITES MANAGER.

UPON REQUESTS CONTRACTOR MUST BE PREPARED TO PROVIDE LEGAL

IDENTIFICATION (STATE-ISSUED DRIVER’S LICENSE OR NON-DRIVER’S

IDENTIFICATION CARD) AND A USCIS FROM I-9 FOR ANY CONTRACTOR EMPLOYEE

WORKING ON AN ALDOT CONTRACT.

8 PREVENTIVE MAINTENANCES:

Annual Maintenance: 1 time per year per unit

Clean Condenser Coils

Check Unit Operation

Check Pressures and temps; air delta, super heat, subcooling, Check and record volts and amps

Check belts

Check general condition of unit

Check gas pressure if applicable

Check all safeties

Verify Proper function of the condensate drains

Clean intake air screens

Clean change air filters

Verify the operation of the oil heater

Grease all fittings

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

Operational Inspection: 3 timer per year

Description Package Units, Split Systems, and Mini-Split Unit Operational

Verify Proper function of the condensate drains and treat if necessary

Ensure proper unit function

Clean/change filters

Grease all fittings

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

Annual Maintenance: 1 time per year

Exhaust Fans

Check Integrity of fan blades

Clean excess buildup

Check electrical connections

Replace belts

Lubricate motors

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