Appendix_B_-_Special_Provisions_-_On-Call_Mechanical_Services-HVAC_-_260908.pdf

ITB 27-005, Appendix B – On-Call Mechanical Services - HVAC

APPENDIX B - ON-CALL MECHANICAL SERVICES-HVAC

SPECIAL PROVISIONS (d 09/08/2026)

1.0 GENERAL

PROJECT DESCRIPTION

The primary purpose of the project is for the Contractor(s) to provide on-call mechanical services-HVAC on an “as needed task order basis”. Task orders shall not exceed $100,000.00. This scope of work outlines the provision of on-call services for the maintenance, repair, and regulatory inspection support of Heating Ventilation Air Conditioning (HVAC) systems, as well as new system installations with renovations and construction projects. Mechanical Services valued over $2,500 are subject to Prevailing Wage rates.

QUANTITY/VALUE NOT GUARANTEED

The quantities of work described in these solicitation documents are the County’s best estimates and are to be utilized for purposes of evaluation only. No quantities are guaranteed and are not to be interpreted as such. Inasmuch as any work under this Contract will be done “as required”, there is no guarantee that work will be on a continual basis.

RESPONSIBILTY AND SAFETY

The Contractor shall assume full responsibility for any work and all damages and/or injury to persons, property, or equipment that result from any work performed by their employees or authorized subcontractors.

PROJECT COORDINATION

The Contractor shall coordinate with all County departments, Municipalities, and State agencies or entity having jurisdiction or a vested stake or interest that could or may be affected by services performed. The Contractor is required to notify the affected parties prior to starting and at the completion of their work affecting the party’s vested interest. The Contractor shall maintain reasonable access to allow these parties to perform their duties as it relates to their respective jurisdiction, facilities, and property.

COUNTY APPROVAL TO PERFORM SERVICES

Before performing any services, the Contractor must contact the County representative with a cost estimate of parts and labor required to complete the job. The Contractor may only proceed with repairs after obtaining written approval from the County representative. A purchase order shall be issued for jobs that are equal to or more than $2,500.00

REGULATION COMPLIANCE AND RESPONSIBILTY

• The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

• The Contractor shall assume full responsibility and liability for the compliance with all applicable laws, regulations, standards, licensing requirements and patented systems pertaining to all work practices.

• The Contractor shall assume full responsibility and liability for the protection of workers, visitors to the work site and persons occupying areas adjacent to the work site.

• The Contractor shall have available, copies of all applicable codes, regulations, standards, documents and this specification.

• Where conflicts among the requirements of the codes, regulations, standards, documents and this specification exist, the most stringent requirement shall be utilized by the Contractor.

OPEN MARKET PROCUREMENT

Charles County Government reserves the right to obtain service from Contractors or suppliers other than the Contractor if the estimated cost of the service or parts, materials, and equipment appears unreasonable or on any emergency basis. Using other Contractors shall not void the conditions of this Contract, nor shall it hold the Contractor liable for any additional costs assumed by Charles County Government by procuring on the open market except for liquidated damages for emergency response as per the Contractor.

INVOICES

Invoices shall be submitted from the Contractor to Charles County Government (CCG), Chief of Buildings and Trades for approval within thirty (30) days from date services were completed. All labor rates shall be paid in one half (1/2) hour increments. Invoices shall be detailed including the following: PO number, ITB name, ITB number, dates work was performed, location of work, itemized hourly rate pricing per the Contract, and materials, etc. Also, include the project start date and end date. Invoices not containing the required information may not be processed.

Invoices shall also include:

• Work order or service request number

• Description of services performed.

• Labor hours by classification.

• Material costs.

• Equipment charges, if applicable.

• Applicable taxes.

• Supporting documentation upon request.

• Invoices that lack required documentation may be rejected until corrected.

The invoice shall be emailed to reintzeg@charlescountymd.gov George Reintzell, HVAC Superintendent.

ACCEPTANCE

All goods, services and constructions delivered under this ITB shall be subject to final inspection, test, and acceptance by the County prior to any payment.

BASIS FOR SERVICES

The County may enter into multiple agreement(s) to provide the full range of services requested herein on a task-by-task basis. No monetary award will be made a part of these contracts and Contractors are not guaranteed any portion of work.

Awarded contractors will be issued task order requests for quotes by County representatives and purchase orders will be issued at the task order level under the same terms of the original contract and any additional or special terms and conditions as specified in the request for quotes.

The County may issue requests for quotes to one or multiple contractor(s) at its discretion. The Contractor(s) will be provided with a scope of the project and will be asked to include all materials and labor required to properly complete the project by a specified date. Contractors remain responsible for submitting responses to County requests prior to any deadlines specified by the requesting County representative. Questions shall be submitted in writing to the County representative requesting quotes. Quotes shall be submitted to the County in accordance with the pricing approved in the Contract. The County reserves the right to request Best and Final Offers and/or negotiate pricing with Contractors.

The Contractor(s) shall not purchase materials or begin work on the project until you have received a signed purchase order from the County for work exceeding $2500.00

The County may award tasks based upon price, experience, capacity, key personnel, availability, bonding capability, approach or past performance. The County reserves the right to award tasks at its sole discretion.

PRICE QUOTES FOR TIME AND MATERIAL TASK ORDER PROJECT

When contacted by an authorized representative of the County, the Contractor will be asked to provide a written price quote for a given task order project to include the scheduled start date, the completion date, and a sequence of all work. The Contractor is required to visit the work site(s) to verify the measurements of the area where work will be performed. The Contractor’s written quote must identify the area where the work is to take place. The Contractor’s price shall be itemized based on the contract pricing required to do the project.

REIMBURSEMENT FOR MATERIALS

• All materials shall be new, unused, and approved by the County prior to being installed.

• All expendable materials are reimbursable. However, non-expendable materials such as tools and equipment are not reimbursable.

• All materials, especially paints and solvents, shall be approved for use by the County prior to the Contractor bringing them onto any County property,

• The Contractor shall provide an itemized invoice with the materials listed that have been supplied and installed. The

Contractor shall provide proof of cost by attaching receipts to all invoices submitted to the County.

• The County shall pay the Contractor a ten (10) percent materials markup for any material obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

• The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

mailto:reintzeg@charlescountymd.gov

• The Contractor shall not charge a markup on products which are purchased from a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established contract price. Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

• If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative. All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

PARTS

• The Contractor must stock a complete inventory of commonly used parts at the location from which the service vehicle(s) are dispatched.

• All parts used will be purchased from the original equipment manufacturer (OEM). The County shall pay the

Contractor a ten (10) percent parts/materials markup for any parts obtained, but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. Invoices for parts must be submitted with the final invoice to be credited for payment.

• The Contractor must provide their supplier’s invoice(s) to substantiate the cost of each item. Supplier’s quotes shall not be sufficient. Quotes shall only be allowed from suppliers if said material is truck stock and shall receive prior approval by the appropriate County Representative.

• The Contractor shall not charge a markup on products which are purchased off of a government contract. Installation of new or retrofitting of existing equipment approved by the County Representative shall be charged at the established hourly labor rate plus the established markup for parts, materials, and equipment as stated herein.

Environmental surcharges shall be justified and approved by the County Representative prior to payment. At all times during the Contract, the Contractor shall obtain the best possible prices for parts, materials, equipment, and supplies for the County.

• If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

SPECIALIZED EQUIPMENT

Whenever the need arises for the Contractor to use specialized equipment such as cranes, lifts, etc., this equipment shall be charged at local rental rates including delivery charges plus ten percent (10%) markup but at no time shall the Contractor charge the ten percent (10%) markup on the tax portion. If the Contractor owns specialized equipment which is considered a rental item, the Contractor is required to send a rental company rate quote with their invoice for said equipment. Invoices for rental equipment must be submitted with the final invoice to be credited for payment. Prior approval by the County Representative is required before renting any specialized equipment.

2.0 SCOPE OF SERVICES

GENERAL

The contractor shall provide responsive, on-call support to address routine and emergency HVAC system needs. Services will be performed in accordance with applicable federal, state, and local regulations, as well as the best industry practices. Work may be scheduled or unscheduled depending on operational requirements.

The Contractor agrees to provide HVAC services including:

• Emergency Service (24/7) response for systems failures.

• Routine repair and troubleshooting.

• Equipment replacement and installation.

• Preventative maintenance (if applicable).

• New work for renovations and construction projects.

Quoters will submit documentation showing that they are qualified and/or certified to perform all maintenance and repair tasks on all County wide HVAC systems. The County shall notify the Contractor for repair services on an as needed basis for the hourly rates listed on the Quotation Form.

All repair work will be performed by journey-level mechanics with at least five (5) years of experience repairing HVAC equipment. Repairs to any HVAC systems will be performed by authorized technicians.

Before proceeding with any repairs other than routine maintenance the Contractor must contact the County representative with a cost estimate of parts and labor required to complete the job. The Contractor may only proceed with repairs after obtaining written approval from the County representative.

The total price quoted in any estimate may not be exceeded without advance written approval from the County. If during the course of the originally estimated repairs it is noted that further repairs will be needed, another estimate will be prepared for the additional work and require County written approval.

PARTS

The Contractor must stock a complete inventory of filters and commonly used parts at the location from which the service vehicle(s) are dispatched.

All parts used will be purchased from the original equipment manufacturer (OEM).

If an OEM part is not available or it is evident that procuring an OEM part will cause excessive downtime, acceptable substitutes may be used with prior written approval by the County Representative.

STANDARD PRODUCTS

All materials, supplies, and articles furnished shall, wherever it is specified and otherwise practicable, be the standard products of recognized, reputable manufacturers. The standard products of manufacturers other than those specified shall only be accepted when it is proved to the satisfaction of the appropriate authorized County Representative that they are equal or exceed in strength, durability, usefulness, and convenience for the purpose intended.

FLUIDS/LUBRICANTS

All fluids and lubricants used will meet or exceed original equipment manufacturer (OEM) specifications.

All waste fluids will be disposed of by the Contractor in accordance with local, state, and federal regulations.

RESPONSE TIME

The Contractor shall provide a local phone number of the authorized representative who may be contacted for emergency services. This individual must be available twenty-four (24) hours a day, Monday through Sunday to receive and respond to calls. As the equipment covered by this agreement supports mission critical public safety County operations, and may be called into service at any time, response time is extremely important. The County may reject quotes at its sole discretion for failure to meet this requirement.

The Contractor will possess sufficient resources to provide a response time of two (2) hours from initial contact by the County Representative, 24 hours per day, seven (7) days per week and provide a confirmation phone call to the County Representative when arriving on site. The Contractor must provide the County with a single phone number that can be used 24/7/365 to contact the Contractor.

QUALITY OF WORK

Work performed must be of an acceptable industry standard level in terms of cost, time and workmanship. Failure to service and repair the equipment properly, as determined by County representative, may be considered grounds for terminating the agreement.

EQUIPMENT LIST

The County at its sole option may add new equipment after successful installation and start-up, and/or facilities. Facilities or equipment may be deleted when such services are no longer required during the contract period, upon written notice to the Contractor.

REPLACEMENT EQUIPMENT

Charles County Government reserves the right to utilize this Contract and associated pricing to replace equipment, if necessary. Pricing shall be based upon time and material pricing.

TRUCK, TOOLS AND EQUIPMENT

Trucks, tools, and equipment necessary to perform the work required under this Agreement shall be included in the unit price quoted. The Contractor shall have available modern equipment necessary for the satisfactory execution of any preventative maintenance, emergency, and nonemergency services, including but may not be limited to all gauges and checking tools necessary to make precision adjustments when required and all special repair tools for the proper servicing of boilers called for under this Agreement.

REGULATION COMPLIANCE

The Contractor must fully comply with all applicable industry standards and Federal, State, and Local rules and regulations.

COUNTY REPRESENTATIVE AND BUSINESS HOURS

The primary and secondary County contacts will be provided to the awarded Contractor. Normal business hours for these services are Monday through Friday from 7:00am – 3:30pm, excluding holidays. All coordination of services will be done in advance, coordinated between the County Representative and the Contractor.

3.0 SPECIAL PROVISIONS

General: The County Commissioners of Charles County are hereby requesting sealed bids from qualified Contractors to perform on-call HVAC services in and around County-owned buildings and facilities. This service will be rendered on an as-needed or on-call basis.

This is an indefinite quantity contract where no minimum quantity is guaranteed. Inasmuch as any work under this agreement will be done “as required”, there is no guarantee that work will be on a continual basis.

Charles County Government reserves the right to make one award to one company that can provide all the services specified in the solicitation or individual awards as the County deems appropriate.

These Special Provisions supplement the General Conditions of Contract and establish specific requirements for the provision of HVAC On-Call Maintenance Services. In the event of conflict, these Special Provisions shall prevail.

START OF WORK

The contract does not commence prior to receiving a written notice from the County. This notice will only be in the form of an official Notice of Award letter from the County’s Purchasing Department.

Any work under the Contract shall commence within three (3) business days of notification by the Department of Public Works

- Facilities. Should work not commence within ten (10) days after notification, without written justification for the delay that is approved by the Department of Public Works - Facilities in advance, the Contract may be terminated in accordance with Part II – General Provisions.

PURPOSE

The purpose of this Contract is to provide on-call heating, ventilation, and air conditioning (HVAC) maintenance, repair, emergency response, troubleshooting, testing, inspection, and related services for HVAC equipment and associated systems located at facilities designated by the Department of Public Facilities.

SCOPE OF SERVICES

The Contractor shall furnish all labor, supervision, transportation, tools, equipment, materials, consumables, and incidentals necessary to perform HVAC services as directed by the Department of Public Facilities – HVAC Superintendent.

Services may include, but are not limited to:

• Emergency HVAC repairs.

• Corrective maintenance.

• Preventive maintenance.

• Equipment inspections and assessments.

• Testing and balancing support.

• Controls troubleshooting.

• Refrigeration system repairs.

• Replacement of HVAC components.

• Filter replacement.

• Belt replacement and alignment.

• Motor, fan, and pump repairs.

• Chiller, boiler, cooling tower, and air handler maintenance.

• Building automation system interface troubleshooting.

• Indoor air quality investigations.

• Seasonal startup and shutdown services.

Charles County Government does not guarantee any minimum quantity of work under this Contract.

CONTRACTOR QUALIFICATIONS

The Contractor shall:

• Be properly licensed to perform HVAC work in the jurisdiction where services are provided.

• Employ technicians trained and qualified to perform HVAC service and repair work.

• Maintain all certifications required for refrigerant handling and recovery.

• Have a minimum of five (5) years of experience providing commercial HVAC maintenance and repair services.

• Maintain sufficient staffing levels to meet response requirements established herein.

SERVICE REQUEST PROCEDURES

• Service requests may be initiated by telephone, email, work order system, text notification, or other method designated by the Department of Public Facilities HVAC Superintendent.

• The Contractor shall acknowledge receipt of all service requests within thirty (30) minutes.

• The Contractor shall provide an estimated arrival time upon acknowledgment of the request.

RESPONSE TIME REQUIREMENTS

Emergency Service: Emergency conditions include:

• Complete loss of heating or cooling affecting critical operations.

• Failure of life-safety ventilation systems.

• Refrigerant leaks posing safety concerns.

• Equipment failures causing facility shutdown.

• Conditions threatening property damage or occupant safety.

The Contractor shall:

• Respond within thirty (30) minutes of notification.

• Arrive on-site within two (2) hours of notification.

• Remain on-site until the emergency condition is stabilized or temporary measures are implemented.

Urgent Service: Urgent conditions include equipment malfunctions causing reduced performance but not complete failure.

• The Contractor shall arrive on-site within four (4) hours of notification.

Routine Service:

• Routine service requests shall be scheduled and completed within two (2) business days unless otherwise approved by the Department of Public Facilities HVAC Superintendent.

ON-CALL COVERAGE

The Contractor shall provide service coverage twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

The Contractor shall maintain an on-call technician and supervisor available at all times during the Contract period.

PREVENTIVE MAINTENANCE SERVICES

When requested by the Department of Public Facilities HVAC Superintendent, preventive maintenance services shall include:

• Inspection of HVAC equipment.

• Lubrication of moving components.

• Belt inspection and replacement.

• Filter inspection and replacement.

• Cleaning of coils and drain pans.

• Electrical connection inspection.

• Control calibration checks.

• Refrigerant level verification.

• Safety device testing.

• Equipment performance evaluation.

The Contractor shall document all preventive maintenance activities and provide reports to the Department of Public Facilities HVAC Superintendent.

WORK AUTHORIZATION

The Contractor shall not perform repair work exceeding the Department of Public Works - Facilities HVAC Superintendent’s established authorization threshold without prior written approval.

The Contractor shall provide:

• Description of the problem.

• Recommended corrective action.

• Estimated labor hours.

• Estimated material costs.

• Estimated completion time.

• Emergency work necessary to protect life, safety, or property may proceed immediately; however, the Contractor shall notify the Department of Public Facilities HVAC Superintendent as soon as practicable.

LABOR RATES

All labor rates shall include:

• Wages.

• Fringe benefits.

• Supervision.

• Travel time.

• Vehicles.

• Tools.

• Administrative overhead.

• Profit.

• No additional charges shall be permitted unless specifically authorized in writing.

MATERIALS AND PARTS

Materials and replacement parts shall:

• Be new and free from defects.

• Meet manufacturer specifications.

• Be compatible with existing systems.

• Comply with applicable codes and standards.

• Upon request, the Contractor shall provide invoices or supporting documentation for material costs.

• Substitutions shall require the Department of Public Facilities HVAC Superintendent’s approval.

SAFETY REQUIREMENTS

The Contractor shall comply with all applicable safety regulations and industry standards.

At a minimum, the Contractor shall:

• Follow lockout/tagout procedures.

• Use proper personal protective equipment.

• Maintain safety data sheets for hazardous materials.

• Follow confined-space requirements where applicable.

• Properly recover and handle refrigerants.

• Comply with all environmental regulations.

• Unsafe work practices may result in immediate removal from the site.

CLEANUP

Upon completion of work, the Contractor shall:

• Remove debris and waste materials.

• Clean affected work areas.

• Restore the area to a condition equal to or better than that existing before work commenced.

REPORTING REQUIREMENTS

For each service call, the Contractor shall provide a service report including:

• Date and time of call.

• Technician name.

• Arrival and departure times.

• Equipment serviced.

• Description of findings.

• Corrective actions performed.

• Materials used.

• Recommendations for future repairs or replacement.

• Reports shall be submitted within forty-eight (48) hours of service completion.

PERFORMANCE STANDARDS

The Contractor shall perform all work in accordance with:

• Manufacturer recommendations.

• Applicable building codes.

• Mechanical codes.

• Electrical codes.

• OSHA requirements.

• Industry best practices.

• All workmanship shall be of professional quality and performed by qualified personnel.

WARRANTY

The Contractor warrants:

• Labor for a minimum of one (1) year from completion.

• Materials and equipment in accordance with manufacturer warranties.

• Any defects resulting from faulty workmanship shall be corrected at no additional cost to the Charles County

Government.

PAYMENT

Payment shall be made in accordance with the Contract pricing.

SECURITY AND ACCESS

The Contractor shall:

• Comply with all facility security requirements.

• Ensure personnel sign in and out as required.

• Restrict access to authorized work areas.

• Protect keys, access cards, and credentials.

• The Contractor shall be responsible for costs associated with lost keys or access devices.

PERFORMANCE REVIEW

Charles County Government reserves the right to evaluate Contractor performance based on:

• Response times.

• Work quality.

• Safety compliance.

• Documentation quality.

• Customer service.

• Contract compliance.

• Repeated performance deficiencies may constitute grounds for termination

LIQUIDATED DAMAGES

Failure to meet emergency response requirements may result in liquidated damages of $250 per occurrence, unless delays are caused by circumstances beyond the Contractor's reasonable control.

Assessment of liquidated damages shall not limit Charles County Government to other contractual remedies.

CONTRACT TRANSITION

Upon expiration or termination of the Contract, the Contractor shall:

• Transfer maintenance records to the Department of Public Facilities – HVAC Superintendent

• Provide equipment history documentation.

• Cooperate with successor contractors.

• Complete all outstanding service documentation.

• The Contractor shall ensure an orderly transition without disruption to facility operations.

4.0 BID DESCRIPTIONS

All hourly rates shall include all costs such as fuel, tools, etc. There shall be no hidden fees. Costs for services shall begin at the arrival time to the site, unless work is already in progress on site.

B1 – STANDARD HOURS

Standard Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress anytime between 7:00 am until 5:00 pm (Eastern Time).

Items listed in Bid Items B1 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

B2 – AFTER HOURS

After Hour Rates: Are considered normal workdays, Monday through Friday with work commencing or in progress after 5:00 pm through 7:00 a.m. (Eastern Time). All after-hour services must be approved in advance in writing by the County’s authorized representative.

Items listed in Bid Items B2 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

B3 – EMERGENCY RATES

Emergency Rates: Are considered County recognized holidays defined in Section 4.15 – Holiday Schedule of the ITB, and anytime on Saturday and Sunday. All emergency services must be approved in advance in writing by the County’s authorized representative. Items listed in Bid Items B3 establishes the unit price hourly rate work will be performed, which payment will be made by the County to the Contractor.

B4 – PARTS/MATERIALS MARK UP

Per this bid item, the Bid certifies acceptance of a 10% markup that the Contractor can charge the County for parts, excluding the taxable portion.