Appendix A - SOW_ITS Heating, Ventilation, and Air Conditioner at Node Buildings.pdf

Appendix A – Scope of Work

Appendix A - Statement of Work

1. Contract Description This Statement of Work (SOW) is for Heating, Ventilation, and Air Conditioner (HVAC) services to ITS Node buildings. ITS Node buildings are currently located at:

1. CTMC Data Center: 425C Corporate Circle, Golden CO 80401 (39.72147616, - 105.192788)

2. Node 1: 3601 Park Ave. West, Denver CO 80216 (39.767185, -104.995211)

3. Node 2: 525 E. 70th Ave., Denver, CO 80229 (39.824151, -104.981286)

4. 29th Street Node: 2800 North Grand, Pueblo CO 81002 (38.296972, -104.611912)

5. CO-66 Node: 3777 Highland Drive, Mead CO 80524 (40.2026987, -104.9815198)

6. Airport Node: 3302 N Airport Blvd, Aurora CO 80011 (39.76497798, -104.79025986)

7. Broadway Node: 190 E. Kentucky Ave., Denver, CO 80209 (39.70005, -104.985158)

8. County Line Node: 8385 S. Valley Highway Road, Englewood, CO 80112 (39.561697, -

104.870245)

9. Copper Mountain Node: 60 CO-91, Frisco CO 80443 (39.50655, -106.141795)

10. Fort Collins POE Node: 13909 I-25, Fort Collins CO 80525 (40.535412, -104.995177)

11. Fountain Node: 7360 S. US Highway 85, Fountain CO 80817 (38.72475, -104.720389)

12. Greeley Node: 10601 West 10th Street, Greeley, CO 80634 (40.418804, -104.8583286)

13. Hidden Valley Node: 2407 E. County Road 314, Idaho Springs, CO 80452 (39.745103, -105.457043)

14. Monument Node: 18619 I-25, Monument CO 80132 (39.100355, -104.863505)

15. Penrose Node: 790 Highway 115, Penrose CO 81240 (38.426433, -105.025611)

16. Sterling Node: 120 N Riverview Rd, Sterling CO 80751 (40.62345142, -103.17805878)

17. Southmoor Node: 3857 S. Monaco Parkway / 3737 S. Monaco Parkway, Denver CO

80237 (39.647918, -104.914897)

18. Table Mesa Node 3: 5170/5176 Table Mesa Drive, Boulder CO 80305 (39.986404, -

105.233141)

19. Walsenburg Node: 166 US-160, Walsenburg CO 81089 (37.630397, -104.769006)

20. Wiggins Node: 5113 US-6, Wiggins CO 80654 (40.245399, -104.052347)

21. Wolcott Node: 301 Bellyache Ridge Road, Eagle CO 81632 (39.6963795, -106.6712438)

CDOT may award price agreements to multiple bidders on this SOW. If multiple contractors are selected, CDOT will assign specific locations from the 21 listed above to each contractor for the completion of Deliverable #1 (Initial Inspection) and Deliverable #2 (Routine Preventative Maintenance) to prevent duplication of work at the same site.

The contractor is responsible for performing periodic routine preventive maintenance and repairs (including emergency response) of all accepted HVAC units. The contractor will report monthly on each unit's status and all work performed over the previous month's period. Routine and preventative maintenance should be performed twice yearly in the Spring and Fall at each location. For the purpose of this document (the HVAC unit) will include all items necessary to provide Heating, Cooling, and Ventilation to the facility.

The contractor will be responsible for initially inspecting all CDOT HVAC units at the specified locations and providing a written inspection report. The contractor will inspect all units for defective units or parts prior to beginning routine preventive maintenance. A working inventory list will then be developed from all the operational Heating, Ventilation, and Air Conditioner units. Once costs and timeframes to complete work are approved by CDOT, repairs and replacement parts will be provided and installed by the Contractor.

In addition, the Contractor must be available to respond to emergency outages related to issues with the HVAC units at ITS Node locations. The Contractor must troubleshoot, isolate the source of failure, and provide replacement parts and resolution to the outages.

2. Deliverables The contractor shall provide the following Goods/Services that are required to be delivered to CDOT as part of the Work (each a “Deliverable”):

# Deliverable Estimated Delivery Date

1. Initial Inspection of all HVAC Units Within 2 months of award

2. Routine Preventative Maintenance Twice per year - Between September and October each Fall and between March and April each Spring

3. Repairs of any defective units or parts As needed, costs and timeframes are approved by CDOT before work is completed

4. Emergency response and Repairs As needed, at the request of CDOT

3. Contractor Responsibilities During the contract term, the Contractor shall furnish all parts, materials, tools, equipment, manpower, and consumables to complete the work. Potential vendors will provide a fixed price for the preventive maintenance needs identified in the list. Since this will be an option-year contract, all Repair parts used by the Contractor will be new and unused. The contractor is responsible for all repairs and or replacement of motors and/or compressors as needed. Bi-annual maintenance will generally be scheduled for the month of April for the first service and September for the second unless otherwise specified by the CDOT ITS Field Operations Manager or Supervisor. The responsibilities shall not be limited to the major components of the equipment listed. Still, they shall include all appurtenant devices and systems that are related to the equipment (e.g., controls, sensors, compressors, pumps, fans, etc.). The responsibilities shall include all filters and media associated with the HVAC units including, but not limited to, pre-filters, frame filters, pouch filters, fan coil filters, automatic roll-type filters, etc.

Contractor shall provide the following Services and/or Goods under this Contract:

A. Deliverable #1 - Initial Inspection of all HVAC Units

Initial inspection should include taking inventory of the HVAC units at each location and initial basic Routine preventative maintenance inspection tasks.

Initial inventory information to be collected includes:

● Location of the HVAC Unit (GPS latitude and longitude)

● Make, model and serial number of HVAC unit

● Estimated Age of the HVAC unit

● Typical / Estimated useful or replacement cycle in years for similar units

● Make, model, and (if possible) serial number of thermostat unit

Routine preventative maintenance inspection tasks include:

● Check for adequate refrigerant charge

● Check and Tighten electrical connections at equipment if needed

● Check voltage at unit under load.

● Check blower belt for condition, tension, and alignment. Replace as necessary.

● Check all safety controls.

● Inspect contactor points.

● Check lockout control.

● Inspect evaporator coil cleanliness.

● Inspect starting capacitor.

● Inspect running capacitor.

● Check for vibration and noise.

● Inspect relays.

● Make recommendations of any needed repairs to the system

● Unit will be kept working at optimal manufacturer specifications for performance and temperature output.

● Remove evaporative cooler media clean condenser coils.

● Reinstall evaporative cooler pressurize system verify operation

● Check economizer operation on all units

● Drain evaporative cooler system winterize system

● Check HVAC controls for proper setting and any adjustments

● Perform operational check on heating system to ensure proper operation based on operational instructions by the manufacturer

● Make recommendations of any needed repairs to the system

● Clean, adjust, repair and replace thermostats as needed

● Perform regular routine maintenance on heating sources as described by the manufacturer

● Type of refrigerant

B. Deliverable #2 - Routine Preventative Maintenance All standard preventative inspection, cleaning, part replacements, and component checks should be performed in alignment with manufacturer specifications. If not specified all HVAC units at all locations should have the following tasks performed at least twice per year in the Spring (March/April) and Fall (September/October).

Routine preventative maintenance inspection tasks include:

● Check for adequate refrigerant charge

● Check for refrigerant type

● Check and Tighten electrical connections at equipment if needed

● Check voltage at unit under load.

● Check blower belt for condition, tension, and alignment. Replace as necessary.

● Check all safety controls.

● Inspect contactor points.

● Check lockout control.

● Inspect evaporator coil cleanliness.

● Inspect starting capacitor.

● Inspect running capacitor.

● Check for vibration and noise.

● Inspect relays.

● Make recommendations of any needed repairs to the system

● Unit will be kept working at optimal manufacturer specifications for performance and temperature output.

● Remove evaporative cooler media clean condenser coils.

● Reinstall evaporative cooler pressurize system verify operation

● Check economizer operation on all units

● Drain evaporative cooler system winterize system

● Check HVAC controls for proper setting and any adjustments

● Perform operational check on heating system to ensure proper operation based on operational instructions by the manufacturer

● Make recommendations of any needed repairs to the system

● Clean, adjust, repair and replace thermostats as needed

● Perform regular routine maintenance on heating sources as described by the manufacturer

Routine preventative maintenance tasks also include:

● Equipment will need filters replaced due to regularly scheduled maintenance every 90 days or as specified by the manufacturer.

● Lubricate condenser fan

● Check condenser fan belts for correct tension, address any issues

● Check condensate drain for blockage. Clean as necessary

● Lubricate all bearings where applicable

● Check evaporative cooler spry heads and pump clean and/or replace items as needed

● Perform operational check to ensure units are functioning properly and at optimal levels based on operational instructions by the manufacturer

● Identify any faulty parts or issues

C. Deliverable #3 - Repairs of any defective units or parts Identify any issues impacting the HVAC unit's ability to operate at optimal levels during routine maintenance activities or if identified and reported by CDOT’s monitoring of the HVAC units. Identify parts needed above and beyond normal preventative maintenance replacement parts. All parts must be provided, new and unused, and installed according to manufacturer requirements. The contractor should provide all parts and services needed to complete the appropriate repair.

This work will be scheduled during Typical Business hours, but if the work extends past CDOT’s typical business hours, the contractor could use an overtime rate to complete the repair, unless CDOT requests a return trip during typical working hours to complete the work.

D. Deliverable #4 - Emergency Response and Repairs If an issue is identified by CDOT and reported outside of typical business hours, then the contractor is expected to respond with parts and services to restore HVAC units to full functionality. Typical business hours for the purposes of this contract are considered Monday through Friday, 7:00 am to 5:00 pm. Emergency response would also include response on any Monday through Friday that is a designated state holiday. This deliverable only differs from Deliverable #3 if response and repair are needed urgently outside of typical business hours.

The awarded contractor must be available 24 hours a day, 7 days a week, 365 days a year (24/7/365) including all State observed holidays, in case there are emergencies.

Emergency rates will be paid for all work considered an emergency by CDOT;

which could include work during normal business hours if a failure of a HVAC occurs. The contractor shall be responsible to call CDOT back within 30 minutes of notification and be en route to the location identified within 30 minutes of calling back. Proposed exceptions to these response times for specific sites shall be submitted to CDOT in writing for review prior to beginning work.

4. CDOT Responsibilities CDOT will provide access to HVAC systems.

5. Deliverable Acceptance Process Each Deliverable shall follow the Deliverable submission process as follows:

A. The contractor shall submit each Deliverable to CDOT for review and approval.

B. CDOT will review the Deliverable and may direct the Contractor to make changes to the Deliverable. The contractor shall make all requested changes within five (5) Business Days following CDOT’s direction to make the change unless CDOT provides a longer period in writing, which cannot be after the end of the term of the Contract.

C. Once CDOT has received an acceptable version of the Deliverable, including all changes directed by CDOT, CDOT will notify the Contractor of its acceptance of the Deliverable in writing. A Deliverable shall not be deemed accepted prior to CDOT’s written notice to the Contractor of its acceptance of that Deliverable.

6. Payment Process

The contractor shall invoice CDOT on a monthly basis, by the fifteenth (15th) Business Day of the month following the month for which the invoice covers. Invoices shall identify the Original Contract Routing No. The contractor shall not invoice CDOT for a month prior to the last day of that month. The contractor shall provide backup documentation supporting all charges listed on each invoice at the request of CDOT. The contractor shall submit invoices to the following address:

Colorado Department of Transportation (CDOT) CDOT ITS Field Operations CDOT 425C Corporate Circle Golden, CO 80401 Phone: 303-512-5802 E-mail: cdot_its_support@state.co.us