Berks County HVAC Plumbing Spec Revised 4-2013.doc

Berks County

Maintenance District 5-1 4680 Fifth Street Highway Temple, Pa. 19560 Ronald T. Whalen Roadway Program Coordinator

Telephone 610-621-4607 Fax 610-929-6920 e-mail address: rowhalen@pa.gov SPECIFICATIONS and STATEMENT OF WORK FOR PLUMBING and HVAC SERVICES for the PA DEPARTMENT OF TRANSPORTATION

Berks County

DISTRICT 5-1

The PA Department of transportation in Berks County, District 5-1 is in need of a vendor to do plumbing and HVAC Services for their Main facility and Shed located at 4680 Fifth Street Highway Temple, Pa.

Dept. is asking the awarded vendor to contact the Dept. within 24 hours for regular hours, from the initial phone call for work to be done, within one of the specified facility locations. In addition, the Dept is asking the awarded vendor to contact the Dept. within 2 hours for any emergency work that may arise within the specified facility locations, including nights, weekends, and holidays.

The awarded vendor is responsible for supplying all materials, in order to complete all plumbing and HVAC work within the specified location. Dept. will not purchase any materials needed to complete any work located within the specified location. This service will be based on an hourly basis or per call-out basis.

This service is for a one (1) year period with (1) one-year renewal option. In addition, the awarded vendor must supply the Dept. with a Certificate of Insurance to have on file before any work can begin. This service will only commence when an executed Purchase Order has been created, approved and sent to the awarded vendor, not before.

This service anticipated validity dates – July 1, 2013 to June 30, 2014 - all quantities are strictly estimated.

II. DESCRIPTION

A. This work will consist of maintaining and/or repairing all heating, ventilation and air conditioning systems (HVAC) (electrical switches, electrical lines, various fixtures, luminaries, and other electrical equipment as required, etc.); in addition to all plumbing fixtures, water lines, sewer lines (Plumbing). It may also include lines and/or parts, which are beyond repair as may be determined by the County Equipment Manager or his designee. Upon the contractor’s arrival at the facility, the contractor is required to contact the Equipment Manager or his designee documenting time of arrival. Upon departure from the facility, the contractor is responsible to contact the Equipment Manager or his designee documenting the time of departure. The contractor shall be held responsible for the disposal of item and materials removed at an approved site.

B. All work shall be performed in accordance with all state and local codes that is accepted by the Department of Labor and Industry (L&I) by qualified contractor. All materials utilized must be originally manufactured approved substitutes. The plumbing / HVAC contractor, upon notification by the County Equipment Manager or his designee shall proceed with work no longer than three days from being notified and all work is continuous until all work is completed unless otherwise agreed upon by the County Manager and Contractor. The contractor must be available to respond immediately if an on a 24-hour basis, 7 days a week, if the need arise. If the contractor cannot perform any of the above underlined procedures, the contractor will be assessed liquidated damages as stipulated within the IFB Terms and Conditions.

Liquidated Damages:

a) This section is in accordance with the Invitation for Bids (IFB) Terms and Conditions for liquidated damages and as well is stated within the Statement of Work (SOW). The Contractor is required too satisfactorily complete the awarded purchase order in accordance with the terms and conditions and attached specifications. If the purchase order is not complete and accepted by the Department, the Contractor will be assessed liquidated damages in accordance with the terms and conditions of the IFB.

C. Personnel All work scheduled will be performed on an hourly basis. Prior approval from the Equipment Manager or his designee is required when specialized equipment is required to perform a scheduled service.

D. All materials used in the repairs will be of the same kind or equal to the current

Installation. All materials are to be replaced in Kind. All materials are to be purchased by the contractor. All parts shall be billed at 10% over vendor cost. The cost of materials, parts, or repair equipment not to exceed total dollar value of the contract shall be FOB to the job site and invoiced at the contractor’s cost plus 10%. No material purchase in excess of $300 may be initiated without approval of the EM (Equipment Manager). All parts will be paid for under the yearly value of the Electrical Material Contingency line item for supplies and the Plumbing Material Contingency line item for supplies included in this contract. The contractor will use the regular hourly rates and/or the premium hourly rates (if Applicable) as contracted. No travel time will be allowed on this contract.

1. All material will be itemized. All labor and materials used will be documented on Form OS-501 (Confirmation of Services. These reports will be signed by the contractor’s representative and by the County Equipment Manager or his designee following completion of each work assignment. These reports shall service as a basis for payment. Failure to submit this paperwork to the EM will result in delay or non-payment for services.

The contractor will bill the equipment used to affect the repairs on an hourly basis as approved by the Equipment Manager or his designee. All invoices for services being submitted must be itemized. All invoices must indicate date of service, location of service (stockpile #), detailed description of (pre-approved) work performed, service timed by hourly rate, and any supportive information that will provide clarification of submitted charges. Invoices will be made out to the following address and mailed to this address:

Commonwealth of Pennsylvania – Po Invoice

P.O. Box 69180

Harrisburg, PA 17106

Contractor will leave all replaced parts with the Department representative.

II. SAFETY REQUIREMENTS

All work will be performed in a professional, safe and orderly manner in accordance with the latest publication of Bulletin 43 and/or Publication 90 with minimum interference to the traveling public. The contractor will be aware of the latest Department of Environmental Protection (DEP) safety regulations when entering confined areas. When working in such areas, all precautions will be taken as required by these regulations; including State and Federal Laws and OSHA Safety requirements.

All applicable laws are to be adhered too. All traffic control, if needed will be supplied by the Department. In the event, the Contractor fails to perform work according to the specifications and requirements of the contract or any part thereof. The Department reserves the right upon written notice to terminate further performance by the Contractor of record and award the same to another Contractor without liability therefore, except for payment for work satisfactorily performed prior to date of termination. All work will be in conformance with plumbing Code and electrical Code requirements. All necessary precautions will be the responsibility of the contractor.

III. NON-COMPLIANCE

If, for any reason, the contractor fails to comply with the requirements of the contract, Section 108.09 of the PA D.O.T. Specifications, Form 408 will prevail, which said specifications are incorporated herein by reference hereto.

In the event that any materials furnished by the contractor are found to be deficient or otherwise unacceptable, the materials will be removed by the contractor and replaced with acceptable materials and installed anew to the satisfaction and approval of the Equipment Manager or his designee at the cost and expense to the contractor.

IV. RENEWALS

This service is for a one (1) year period with (1) one-year renewal option. The renewal will receive a four (4) percent increase on each item unit price, except electrical material contingency line item and plumbing material contingency line item.

V. GREEN PLAN POLICY

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, PennDOT has established a Green Plan Policy that can be found at www.dot.state.pa.us and is posted at PennDOT District and County Offices.

The Green Plan Policy is designed to protect the environment, conserve resources and comply with environmental laws and regulations. The contractor shall ensure that its personnel (including the personnel of any of its subcontractors) are aware of PennDOT’s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they.

VI. OS-52 INSURANCE REQUIREMENTS

This section is in accordance with the Invitation for Bids (IFB) and Conditions for Insurance Certificate requirements. The Contractor shall submit to the County Equipment Manager or his/her designee within ten (10) days of notification of their successful, executed, approved purchase order, a copy of their insurance certificate in adherence to the OS-52 Insurance Requirements.

VII. BIDDING RESERVATION CLAUSE

The right is reserved to reject any or all proposals/bids or to advertise for new proposals. IFB; in the best interest of the Commonwealth will be promoted thereby.

X.

LAWS, ORDINANCES, AND FEES

The contractor must comply with all laws, ordinances, rules and regulations as applicable and as may be set forth by PennDOT, covering work specified in this contract; in addition, must secure all permits and pay all required fees.

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