Attachment A - Scope of Work~4.pdf

DEQ Solicitation #: S-34000-00017370

Attachment A - Scope of Work

1. Quarterly Preventative Maintenance Services

The Contractor shall perform quarterly preventive maintenance services for all HVAC systems at the locations identified in Section 2.3 in accordance with manufacturer recommendations, applicable federal, state, and local codes, and industry best practices. The Contractor shall provide all labor, travel, tools, equipment, and incidental materials necessary to perform the required preventive maintenance services. Repairs and replacement parts required as a result of identified deficiencies shall be performed in accordance with the Work Order Contract (WOC) procedures outlined in Exhibit A - Section 2, c.

Within seven (7) Business Days following Contract execution, the Contractor shall contact the VIP Maintenance Coordinator to establish a quarterly preventive maintenance schedule for each location. The schedule shall be mutually agreed upon by the Contractor and the Agency and shall minimize disruption to Agency operations.

During each preventive maintenance visit, the Contractor shall inspect, test, and evaluate each HVAC system to verify that it is operating safely and in accordance with the manufacturer's specifications. If the Contractor identifies any deficiencies, malfunctions, or repairs beyond the scope of routine preventive maintenance, the Contractor shall document the findings and proceed in accordance with the Work Order Contract (WOC) procedures outlined in Exhibit A – Section 2, c.

No repair work outside the scope of preventive maintenance shall be performed without prior Agency authorization.

Quarterly preventive maintenance services shall include, at a minimum:

o Inspect HVAC equipment for wear, damage, leaks, and proper operation o Replace or clean air filters and verify airflow through supply and return systems. Filters shall be replaced with MERV13 filters for all locations.

o Inspect and test gas heating components including burners, ignition, heat exchanger, gas connections, and venting systems o Inspect cooling components including coils, compressors, and refrigerant system performance

(as applicable) o Check and tighten electrical connections; inspect relays, contactors, capacitors, and wiring condition o Test thermostats, controls, and system start/stop and cycling functions o Inspect and clear condensate drains, pans, and pumps for proper drainage o Lubricate motors and inspect belts, fans, and moving mechanical components o Verify safety controls and shutdown devices for proper operation and compliance o Provide written report documenting system condition, deficiencies, and recommended repairs.

The report shall include the OregonBuys Master Blanket Purchase Order (MBPO) number and the HVAC unit Make/Model number, if applicable.

2. HVAC Troubleshooting and Repair The Contractor shall provide on-call HVAC troubleshooting and repair services for all locations identified in Section 2.3. Services may be performed during normal business hours or after hours, as authorized by the Agency.

The Contractor shall provide an all-inclusive troubleshooting service call at the cost identified in Attachment E – Cost Sheet, for each service request. The troubleshooting service call shall include all costs associated with dispatching a qualified technician to the site, including the base service call / trip charge, troubleshooting labor, consumables used during troubleshooting, and any other costs necessary to identify the cause of the HVAC system malfunction. No additional charges for travel, mileage, consumables, or diagnostic labor will be permitted for the troubleshooting service call.

The Contractor must be able to dispatch a qualified, licensed repair technician twenty-four

(24) hours per day, seven (7) days per week upon request of the VIP Maintenance

Coordinator or designee.

a. Non-Emergency Requests.

The Contractor shall respond to non-emergency service requests within twenty-four

(24) hours of notification. The VIP Maintenance Coordinator or designee will initiate service requests by email or telephone Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time, excluding State of Oregon holidays.

Non-emergency service requests include issues affecting HVAC systems that do not immediately impact facility operations or critical program functions.

b. Emergency Requests.

The Contractor must be able to dispatch a qualified, licensed repair technician twenty-four

(24) hours per day, seven (7) days per week upon request of the VIP Maintenance Coordinator or designee. The Contractor shall ensure a technician arrives on-site within four (4) hours of notification from DEQ/VIP.

Emergency service requests will be made only when necessary to address conditions that are critical to Agency operations or when HVAC system functionality is required to maintain safe and operational facility conditions. Emergency services may be required at any time, including during regular business hours, after hours, weekends, or holidays.

c. HVAC Repair Authorization and WOC Process.

When HVAC repairs are identified during the troubleshooting service call, the Contractor shall follow a WOC process prior to performing any repair work, unless otherwise authorized in writing by the Agency.

DEQ will establish an Open Purchase Order for repair services with a not-to-exceed (NTE) amount of $2,000.00, inclusive of all labor, parts, and materials. This Open Purchase Order may be used to authorize minor repair work identified during the troubleshooting service call.

If the Contractor determines that required repairs identified during the troubleshooting service call are estimated to be within the $2,000.00 NTE threshold, the VIP Maintenance

Coordinator or designee may provide verbal authorization to proceed with the repairs under the Open Purchase Order. The Contractor shall not exceed the authorized NTE amount without prior written approval from the Agency.

For repair work exceeding the $2,000.00 NTE threshold, the Contractor shall follow the below

WOC process and shall not proceed with any additional work until a fully executed WOC or written authorization is issued by the Agency.

For repair work exceeding the $2,000.00 NTE threshold, the WOC process shall proceed as follows:

1. Upon completion of troubleshooting, the Contractor shall submit a written assessment to the VIP Maintenance Coordinator or designee that includes, at a minimum:

o Description of the identified issue or system failure o Recommended corrective actions o Itemized estimate of labor, parts, and materials o Estimated total cost to complete the repair o Estimated timeline for completion

2. The VIP Maintenance Coordinator or designee shall prepare a WOC and obtain necessary

Agency internal approvals.

3. Agency Procurement shall route WOC for necessary signatures and issue a Purchase Order through OregonBuys with the executed WOC attached.