BL063_24 Inv.pdf

April 17, 2024

INVITATION TO BID

BL063-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the Provision of Comprehensive HVAC Services on an Annual Contract with four (4) additional one year options to renew for various Gwinnett County Departments.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and Company Name. Bids will be received until 2:50 P.M. local time on Wednesday, May 15, 2024 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. Apparent bid results will be available the following business day on our website www.gwinnettcounty.com.

A pre-bid conference is scheduled for 10:00 a.m. on Friday, April 26, 2024 at the Gwinnett County Oak Conference located inside the Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

All bidders are strongly urged to attend. Questions regarding bids should be directed to Alexis Holland, Purchasing Associate II, at alexisholland@gwinnettcounty.com or by calling 770-822-8741, no later than Tuesday, April 30, 2024. Bids are legal and binding upon the bidder when submitted. All bids should be submitted in duplicate.

Successful contractors will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to ADA Director, Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the contractors submitting the lowest responsive and responsible bid. Gwinnett County reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Alexis Holland Purchasing Associate II

The following pages should be returned with your bid: Bid Schedule, Page 15-21 Contractor Information, Page 22 References, Page 23 Contractor Affidavit & Agreement, Page 24 Ethics Affidavit, Page 25

Security Forms, Page 28-30 http://www.gwinnettcounty.com/ mailto:alexisholland@gwinnettcounty.com http://www.gwinnettcounty.com/

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GWINNETT COUNTY HVAC MAINTENANCE SERVICES ON AN ANNUAL CONTRACT

The Gwinnett County Board of Commissioners is soliciting competitive pricing for Comprehensive HVAC System Maintenance Services at various County facilities. Services will include an annual program of Comprehensive HVAC Services inclusive of Preventive Maintenance for facilities supported by the Department of Support Services and Department of Community Services as listed in Sections II.A and II.B and II.C. The contract award will be based on the low, responsive and responsible bid for these two elements.

The required services are described and detailed in Section I. The locations for the services and the associated equipment are available on the Purchasing Website under BL063-24 Inv, link has been provided below. Section II is Repairs and Maintenance on a time and material basis.

Bids and RFPs - Gwinnett | Gwinnett County

I. SCOPE OF SERVICES

A. Comprehensive Services

Under the terms of this procurement and subsequent contract award, Comprehensive Services means that for the stated monthly dollar amounts, the selected contractor shall provide all specified preventive maintenance, inspections, repairs and equipment replacements required to maintain the specified HVAC equipment in proper and adequate operating condition at the specified facility locations. There shall be no additional costs to the County for these services.

1. Facilities and Equipment The Comprehensive Services will apply to all facilities and equipment listed in Sections II.A and II.B and II.C. The selected contractor shall accept all equipment “as is” and shall assume complete responsibility for its maintenance during the contract term.

As part of its services, the contractor shall be responsible for confirming and updating the equipment list for each facility. The format for this list will conform with or be similar to the equipment list included in this bid document. The Designated Department Representative shall review and approve the format prior to the contractor preparing the updated list. The contractor shall provide the equipment list to the Designated Department Representative as soon as practicable but no later than six (6) months after the start of the contract. The list shall include for all major equipment, the make, model, and serial number and shall indicate the quantity and sizes of all belts and filters. Once the updated equipment list has been submitted by the contractor and reviewed and approved by the Designated Department Representative, the contractor shall assume full responsibility for all equipment for each facility in an as-is condition. Any equipment additions or subtractions must be submitted with associated cost and a change order will be processed. The contractor shall maintain this master list of equipment for the duration of the contract. When the County or the contractor replaces a piece of equipment, the contractor shall update the list to reflect the new equipment.

2. Preventive Maintenance Scope and Responsibilities As a part of the Comprehensive Services, the Contractor shall provide preventive maintenance services per the manufacturer’s recommendations for the equipment listed and described in Section II. The preventive maintenance services will be conducted twice per year, and will be scheduled according to a timetable provided by the Designated Department Representative. This performance schedule, based on the prior record of maintenance with the equipment, will be furnished to the contractor within 30 days of the start of the contract. This performance schedule shall be strictly maintained, and the contractor shall be expected to complete the required preventive maintenance tasks and services in the specified months. A consistent failure to meet these schedule terms will be considered contract non-https://www.gwinnettcounty.com/web/gwinnett/departments/financialservices/purchasing/bidsandrfps

BL063-24 Page 4 compliance and may result in reductions from the monthly payments to the contractor or a termination of the contract for non-performance.

The basic requirements for the preventive maintenance services are listed in the next two subsections.

The contractor will be responsible for all the listed work items as applicable to the equipment and will be responsible for all associated costs, including but not limited to administration, supervision and overhead, travel, equipment and tools, lifts, specialty tools, personnel time, and consumable materials such as filters, belts, lubricants, refrigerants, etc, necessary to perform the services. If during the scheduled preventive maintenance services, the contractor determines the need for repair or replacement of equipment or parts that extends beyond the scheduled preventive maintenance tasks, the contractor shall proceed with the repairs and/or replacements at its cost. Comprehensive Services include after-hours requests and work performed. Charges for response to any calls for equipment covered under the Comprehensive list are not allowed.

2a. Preventive Maintenance for Air Conditioning Systems

Unless called for differently by the manufacturer’s instructions, the preventive maintenance program for air conditioning systems shall include the following tasks:

1. Install gauges and check operating pressures.

2. Check voltage and amperage to all motors.

3. Check air temperature drop across evaporator.

4. Check all adequate refrigerant charges.

5. Check for refrigerant leaks.

6. Lubricate all moving parts.

7. Change belts and set proper tension.

8. Replace filters. (Note: Filters shall be extended service 40% pleating “Pre-Pleat 40” filters. Any equivalent products must be approved by County Representative prior to use.).

9. Check pressure switch and cut-out settings.

10. Check electrical lock-out circuits.

11. Check starting contactor contacts.

12. Check all wiring and connections.

13. Check and adjust thermostats for proper calibration and operation.

14. Check air temperature across condenser.

15. Turn exposed dampers to cooling, if marked. No balancing.

16. Check and flush condensate drain.

17. Visually check duct-work.

18. Remove dust, soot, rust, etc., from furnace blower.

19. Clean evaporator coils.

20. Operate air conditioning system through normal cycle, make any necessary adjustments.

21. Clean evaporator drain pan.

22. Clean condenser coils

2b. Preventive Maintenance for Furnace Systems

Unless called for differently by the manufacturer’s instructions, the preventive maintenance program for furnaces shall include the following tasks:

1. Check and adjust thermostat.

2. Check and adjust all safety controls.

3. Clean burners and heat exchanger as needed.

4. Clean and adjust pilot assembly.

5. Check and adjust burner for efficiency.

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6. Check for gas leaks in furnace.

7. Using a Carbon Monoxide Detector, check CO readings in space and at outlets of ductwork. Record readings in PPM on contractor service report to be provided to County.

8. Lubricate all moving parts.

9. Change belts and set proper tension.

10. Replace filters. (Note: Filters shall be extended service 40% pleating “Pre-Pleat 40” filters or equivalent.)

11. Check flue pipe for proper connections and assure it is in proper working order.

12. Shut down central air conditioner.

13. Turn exposed dampers to heating, if marked. No balancing.

14. Adjust pressure regulator.

15. Check crankcase heater.

16. Check air circulation.

17. Visually check duct work.

18. Remove dust, soot, rust, etc., from furnace blower.

19. Operate furnace through normal cycle, make any necessary adjustments.

2c. Additional Filter Changes

On all the Fire and Emergency Services facilities and all Department of Community Services Facilities, the contractor shall provide two additional filter changes beyond those required under the Preventive Maintenance tasks. These filter changes shall be implemented on a schedule that insures there are filter changes in all of the specified equipment on a quarterly basis. Once this schedule is established, it shall be documented and used as a fixed schedule for the remainder of the contract period.

2d. Preventive Maintenance Reporting The contractor shall prepare and submit to the Designated Department Representative a Preventive Maintenance Checklist for each preventive maintenance visit completed. The format and content of the Preventive Maintenance Checklist must be approved by the Designated Department Representative prior to the start of services under the contract. The Checklist shall be a comprehensive listing of the preventive maintenance tasks required and shall include space for information to be provided on repairs and replacements. The Preventive Maintenance Checklist shall be completed in full and signed and dated by the contractor’s technician and a County employee from the facility where the services were performed. A legible copy of the completed checklist must be submitted to the Designated Department Representative within 24 hours of completion of the services. The checklist may be submitted in paper form or by computer transmission. The failure of the contractor to submit these checklists in a timely manner may be cause for the County to delay or withhold payment for a service element and may lead to non-performance issues. The contractor shall maintain an up-to-date record of information from the checklists for transfer to quarterly reports described elsewhere within the procurement documents.

3. Service Calls/Equipment Repair and Replacement As a part of the Comprehensive Services, the contractor shall provide on-call repair services 24/7 365 days per year, per the manufacturers’ recommendations for operation and maintenance of the equipment for all equipment listed and described in Section II. The contractor shall be responsible for all costs associated with these repairs, including but limited to administration, supervision, overhead, travel, straight/overtime labor costs, equipment, lifts, and all tools, replacement parts and consumable materials such as filters, belts, lubricants, cleaners, refrigerants, etc. In carrying out these services, the Contractor will return the equipment to the proper operating condition.

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3a. Availability and Response Time The contractor shall be available to provide on-call repair services on a full-time basis 24 hours per day and 7 days per week. The contractor’s personnel shall provide a response call to the service call originator within 30 minutes or less and shall be on-site for the repair within two (2) hours of this response call. The contractor shall complete every service call within 12 hours; unless special conditions exist where a repair cannot be completed within said time, such as a proprietary part must be obtained from an out of area supplier or purchase of replacement equipment requires a long lead time. In such instances, the contractor’s technician shall notify the Designated Department Representative promptly after determining this situation exists. The County reserves the right to deny time extensions for repairs where it believes the contractor’s request is unreasonable or not based on fact. The Designated Department Representative also may require the contractor to respond quicker to the site and in completion of the repair if the situation is deemed an emergency. The Designated Department Representative will notify the contractor at the time of the call out if this is the case. The names of the Designated Department Representative and other County staff authorized to issue service calls will be provided to the contractor in writing upon the start of the contract period.

3b. Repair Requirements Repairs under this Comprehensive Services arrangement require the contractor to provide all services, equipment, parts, and materials that are needed to fully maintain the HVAC equipment located at each facility. Although this bid lists very specific pieces of equipment, the contractor’s repair and maintenance responsibility extends to all systems and equipment contributing to or ancillary to the proper operation of heating, ventilation, and air conditioning systems. Included are all relevant compressors, refrigerant systems, pumps, valves, exhaust fans, unit heaters, ductwork, vents, flues, water lines, hot and chilled water lines, condensate lines and drains, gas lines, electrical power services and lines, thermostat and controls systems, and other equipment associated with the HVAC systems. Where plumbing or gas piping is involved, the contractor shall be responsible for the complete system back to the regulator valve serving the equipment or to the nearest main in event there is no regulator valve. Where the electrical system is involved, the contractor shall be responsible for the complete system back to and including the disconnect, or if there is no disconnect serving the equipment, to the circuit breaker in the electrical panel. The contractor shall be responsible for any needed repair on the above-described systems and equipment. The facilities have a mix of conventional thermostats and Trane SC building automation systems. The facilities that currently have BAS systems installed will be indicated on the site equipment list. As facilities are being renovated, the number of facilities with BAS systems will increase. The contractor shall have Trane SC trained and fully equipped (software and tools) personnel on staff to provide troubling shooting of controls/mechanical issues or bare the cost of the service call to the local Trane field office. The Contractor shall be responsible for a maximum of $1,000.00 per occurrence to troubleshoot BAS control issues and must verify that all mechanical equipment is capable of operating once the control issue is resolved. Any repairs to the Trane SC system, not caused by the contractor, will be covered by the County outside of this contract. All the cost above shall be included in the base contract pricing.

3c. Replacement of HVAC Units and Major Components or Equipment

As noted in Paragraph I.A.1, the contractor assumes responsibility for all HVAC systems and equipment listed in Section II “as is”. This responsibility means that if any of the listed HVAC units or the major components of these units fails and cannot be repaired, the contractor has full responsibility for the replacement of said unit, and/or components necessary to make the HVAC system operable at the same or an enhanced level as to that intended in the design of the system.

Replacement units and components are subject to the County’s approval, and the contractor shall provide the Designated Department Representative with the manufacturer’s equipment documentation and operations and maintenance guidelines.

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3d. Hot/Cold Calls Although it is not universal, the facilities under Comprehensive Services typically are expected to maintain a temperature of 70° Fahrenheit when cooling equipment is in use and a temperature of 68° Fahrenheit when heating equipment is in use. In situations where these requirements are not the case, the Designated Department Representative will notify the Contractor of these specific variations either through written documentation of the requirements or by verbal notice at the time of call out. These temperature set-points will be used as performance guidelines by the Contractor in performing on-call services.

3e. Exclusions

On-Call Repair under Comprehensive Services includes coverage for poor performance, malfunctions, and failure that are due to routine maintenance needs, defects in equipment, and the effects of age and/or material deterioration or wear on equipment. Comprehensive Services do not cover malfunctions, damages or failures due to the following causes: fire, water or flood, lightning, earthquake, storm, theft, vandalism, misuse, or acts of God. Misuse is defined as the intentional use of equipment in an incorrect or improper way or with a destructive or malicious end. Misuse must be proven by the Contractor’s personnel and claims of such are subject to review by the Designated Department Representative who has the right to make the final decision regarding misuse claims (which will not be unreasonably withheld). Authorization for repairs or replacements due to misuse will be at the County’s discretion. Thus, the Contractor is not to make any assumption regarding such repairs/replacements but is to act on the authorization of the Designated Department Representative.

For services, repairs and replacements made for the above described reasons, the Contractor shall be reimbursed its costs in accordance with the provisions and terms in Section I.B, Maintenance and Repair Services on Time and Material Basis.

3f. Service Call Reporting

The Contractor shall submit a Contractor’s Field Service Report within 24 hours after the service call work has been completed. The Contractor Service Report must be signed by the Contractor’s service technician who provided the services or repairs and by a representative from the facility where the work was performed. The Service Report shall be in a format acceptable to and approved by the Designated Department Representative and must be completed in full. The Service Report shall include, at minimum, the following information:

• A Gwinnett County Work Order number.

• Location of Services – Facility Name/Address

• Personnel Utilized and Hours of Service

• Description of Equipment Serviced – Unit number, location, Makes, Models, Serial

Number

• Description of Services/Repairs/Replacements Performed

• Components, Materials, Parts Utilized

The Service Report must be submitted by email to Gwinnett County within 24 hours after the service call work has been completed. This email address will be provided after contract has been awarded. The Designated Department Representative will review service reports and let the Contractor know within five calendar days if there are any questions or concerns regarding the services.

If the Service Report is for services or repair that fall under 3e, Exclusions, the Report shall contain the cost information required by Section I.B, Maintenance and Repair Services on a Time and Material Basis.

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B. Maintenance and Repair Services on a Time and Material Basis

1. Basic Scope Maintenance and Repair Services on a Time and Material Basis relates to the On-Call Repair Services to be provided by the Contractor for Comprehensive Services under I.A.3e, Exclusions. These services are for the facilities and equipment described in Section II.

2. Summary of Previously Stated Service Standards Several of the requirements for Maintenance and Repair Services on a Time and Material Basis already have been stated and described in the paragraphs on Service Calls in the previous section on Comprehensive Services. These requirements, summarized below, apply to all Time and Materials work:

• I.A.3 Service Calls/Equipment Repair and Replacement.

• I.A.3a Availability and Response Time.

• I.A.3b Repair Requirements.

• I.A.3c Replacement of HVAC Units and Major Components or Equipment

3. Work Orders

The Contractor shall provide these Time and Material services in response to specific work order requests made by a Designated Department Representative or designees of this representative. Prior to the start of services under this agreement the County shall provide the Contractor a list of what personnel may submit work order requests to the Contractor. Service requests will be submitted by telephone or e-mail and will be confirmed by e-mail, subject to arrangements with the Contractor and applicable Designated Department Representative.

4. Basis of Compensation Compensation to the Contractor for service call responses will be based on the hourly labor rates provided in the bid for the contract, the actual cost of parts plus a percentage markup indicated in the same bid (not to exceed 15%), and a fixed trip charge when applicable. Hours shall be calculated daily from the time the Contractor’s personnel arrives at a service location until the personnel leaves the site. Travel time to and from the location will not be compensated, and travel time away from the service location will not be compensated on an hourly basis. However, one Service Call Charge of a fixed amount may be added to a service call to cover all travel time, including time away from the service site to pick up parts or materials. Parts must be itemized and billed at actual cost plus the pre-determined markup. The Contractor also agrees that it will provide documentation of costs for parts and materials upon request of the County. Sub-Contractor services when authorized by the County representative shall have all cost documented.

NOTE: All sub-contractors must be pre-approved by the Designated Department Representative prior to the work being performed.

5. Limitation on Utilization of Personnel

The Contractor typically will be expected to utilize one technician for a routine service call. If the Contractor anticipates using a helper for the repair, it shall obtain prior approval from the Designated Department Representative prior to committing to the use of the additional staff. The County will withhold payment for any invoice reflecting a helper, where this support did not have prior approval.

Staff utilization on larger scale repairs and projects with written authorization from the County shall reflect the staffing levels in the Contractor’s approved bid.

6. Service Call Charges As noted above, the County will not pay the hourly labor rate for time to travel to and from the service site or away from the service location to pick up parts and/or materials. Instead, compensation may

BL063-24 Page 9 include one Service Call Charge per service call to cover any travel time. This amount will be a flat fee charged in lieu of hourly time. Example: Repair personnel shows up on job at 9:00 AM, checks out problem and discovers that he needs to replace a part that he does not have on his service vehicle. He leaves the job site at 10:00 AM, picks up the part and returns to the job site at 11:30 AM. He completes the repair at 12:30 PM. Billable costs at the hourly rate are from 9:00 – 10:00 and 11:30 – 12:30, and there is one Service Call Charge.

7. Repairs in Excess of $1,500/Equipment Replacements If the Contractor expects a repair to exceed $1,500.00, the Contractor’s HVAC Technician or Contractor Service Manager shall contact the Designated Department Representative prior to initiating the repair and shall provide a written estimate of the repair costs. This estimate shall include a detailed listing of expected labor costs by personnel classification, rate and hours; an itemized description of required parts and their costs; and a schedule for when the work can be performed. This estimate must be approved in writing by the Designated Department Representative and must be retained and submitted by the Contractor to the County with the final Contractor Service Report. If the Contractor’s repair estimate exceeds 85% of the cost of a major equipment element or a complete unit of the HVAC system, the Contractor shall notify the Designated Department Representative of this situation prior to any repair activities. It will be at the County’s discretion whether to proceed with the repair or replace the equipment/unit. Depending on the exigency of the situation, the County may authorize the Contractor to proceed with purchase and installation of the replacement equipment/unit, or it may choose to purchase the equipment/unit through the County’s procedures and furnish it to the Contractor for installation.

8. Special Projects on an On-Call Basis The County may on occasion require that the Contractor participate in a pre-planned HVAC project on one of the facilities designated within this procurement. In such cases, the Designated Department Representative will provide a scope of services for said project and solicit a written cost estimate and schedule from the Contractor. The Contractor shall prepare its estimate based on the unit costs and other terms of the agreement and will perform the services as authorized by the County. The Contractor shall maintain all records for labor and parts costs so that it can bill in accordance with the terms of the agreement. The County has no projection of the number and magnitude of such project level work, and will only solicit such work from the Contractor if it is in its best interest in terms of schedule, convenience, and reliability.

9. Sub-Contractors The Contractor shall be prepared to perform all of the services called for under this agreement with its own staff, and its bid should reflect this approach. The County on occasion, may require the Contractor to utilize specialty sub-Contractors for controls, insulation, rental equipment, or other work elements that are beyond the scope of service indicated in this solicitation. In such cases, the Designated Department Representative shall approve such sub-Contractors before they are utilized.

Sub-Contractor expenses shall be billed as an invoice with no mark-up allowed. Contractor can charge an “Administrative Fee” for coordinating the subcontracted work.

10. Service Call Reporting The Contractor shall submit a Contractor’s Field Service Report within 24 hours after the service call work has been completed. The Contractor Service Report must be signed by the Contractor’s service technician who provided the services or repairs and by a representative from the facility where the work was performed. The Service Report shall be in a format acceptable to and approved by the Designated Department Representative and must be completed in full. The Service Report shall include, at minimum, the following information:

• A Gwinnett County Work Order number.

• Location of Services – Facility Name/Address

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• Personnel Utilized and Hours of Service

• Description of Equipment Serviced – Unit number, location, Makes, Models, Serial Number

• Description of Services/Repairs/Replacements Performed

• Components, Materials, Parts Utilized

The Service Report must be submitted by email to Gwinnett County within 24 hours after the service call work has been completed. This email address with be provided after contract has been awarded.

The Designated Department Representative will review service reports and let the Contractor know within five calendar days if there are any questions or concerns regarding the services.

11. Invoice Requirements

Each invoice must provide comprehensive information. The invoice shall include, at a minimum, the following information:

- Bid BL Number

- County Purchase Order Number

- A Gwinnett County Work Order Tracking Number

- Location of Services – Facility Name/Address

- Description of Equipment Serviced – Unit number, location, Makes, Models and Serial Numbers

- Description of Services/Repairs Performed

- Personnel Utilized and Hours of Service

- Calculation of Personnel Cost

- Parts & Materials Utilized/Costs/Markup

- Trip Charge (If Applicable)

- Total Cost of Service

- Vender invoices for materials.

12. Invoicing

The Contractor shall submit its invoices to the Gwinnett County HVAC Supervisor for approval. This email address with be provided after contract has been awarded. The Contractor shall invoice the County for its services only after there is confirmation that the information provided is acceptable to the County. No questions or no directions to modify the costs on the Service Report shall be taken as confirmation. If changes are required by the County, the final invoice should reflect those modifications. Invoices shall include the applicable Purchase Order Number and the Gwinnett County Work Order Tracking Number, and shall be formatted according to terms and rates in the Bid Schedule. The total monetary amount on the invoice and Service Report shall correspond, and the Service Report should be attached to the invoice. It is very important that this referenced information be complete and correct. Contractor’s failure to present thorough and correct information will confuse and slow the payment process. HVAC Supervisor will confirm approval by email, after approval invoices can be sent to Disbursements@gwinnettcounty.com for payment.

C. Performance Standards and Quality Assurance

1. Manufacturers’ Standards All preventive maintenance and repair services called for herein, unless otherwise stated in these specifications, shall be in accordance with the standards, methods, and procedures established in original manufacturers’ operations, maintenance and repair manuals. When the Contractor installs new equipment, it also shall follow the standards and procedures established by the applicable equipment manufacturers.

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2. Equipment, Components, and Parts Replacement units and equipment such as furnaces, heat pumps, and cooling condensers shall conform to industry standards and at a minimum meet Department of Energy Regulations regarding efficiency. Replacement components and parts also must meet industry standards and be compliant with manufacturers’ recommendations. All equipment, components, and parts must be new, free of defects, suitable for the intended service, at least compatible to that replaced (i.e. 1/3 HP motor must be replaced with 1/3 HP motor), and must be able to function at the same or enhanced level.

Replacements of equipment, components, and parts may be subject to the Designated Department Representative’s approval, and the Designated Department Representative may review field work and audit repair/replacement invoices.

3. Protection, Cleaning, and Restoration of Work Sites

Contractor shall keep work sites clean and free of debris. When providing services, Contractor shall maintain a level of cleanliness and neatness needed for proper execution of the work. Contractor shall keep newly installed work clean and protect it from damage. When services are complete, Contractor shall clean the work site in all areas disturbed by its activities, of rubbish, waste material and litter;

remove all tools, equipment and surplus materials from the site, and remove any temporary protection and facilities installed during its services. Any surfaces and/or finishes that are damaged by Contractor’s work shall be patched, repaired, and repainted to match surrounding area. Contractor also shall take precautions to protect trees, shrubbery, and sod at its service locations. Where such items are inadvertently destroyed or damaged, Contractor shall replace or restore at its cost and to the satisfaction of the County.

4. Waste/Refrigerant Disposal Contractor shall dispose of all waste promptly and shall comply with government regulations and legal requirements in doing so. Contractor shall not dispose of volatile wastes such as cleaning compounds, primers and solvents; in storm or sanitary drains, on pavements or in gutters, or in a manner that will contaminate soils or be harmful to plant life at the service location. The Contractor shall be responsible for proper disposal of all HVAC system parts, materials, and equipment removed during its services. The Contractor also shall be responsible for the proper removal and disposal of HVAC refrigerants according to the latest EPA regulations. Contractor shall maintain documentation showing that all of its service personnel are properly trained and certified in the latest techniques for refrigerant removal and disposal.

5. Safety Precautions and Requirements

a. Contractor shall take precautions to prevent fires. Contractor shall store flammable materials in non-combustible containers and store away from fire sources. Contractor shall remove flammable waste regularly from the work site. Contractor also shall carefully supervise operation of potential fire sources such as cutting and welding.

b. Contractor shall take precautions to prevent accidents due to physical hazards. Contractor shall provide barricades and signs as required to protect Contractor’s personnel, County employees, and the public from hazards and to inform them thereof. Barricades and warning signs shall comply with OSHA safety regulations.

c. Contractor shall provide and require use of safety equipment, clothing, and accessories as required by its work activities and safety regulations.

NOTE: As a safety precaution, Gwinnett County requires the Contractor to always furnish its own equipment, tools, and ladders.

6. Warranties

The Contractor shall warrant against failure of all materials and workmanship associated with its work for one (1) year after the date of acceptance of such work. The Contractor shall correct such work

BL063-24 Page 12 promptly, at no cost to Gwinnett County, after receipt of written notice from the County to do so.

Maximum response time for initiation of repairs during the warranty period shall be 48 hours.

Contractor shall provide to the Designated Department Representative copies of the standard manufacturer’s warranties for any new equipment and parts purchased and installed by the Contractor. The Contractor shall provide this warranty information with its Service Report whenever applicable.

7. Designated Department Representative/Contractor Service Manager In administration of the services under this agreement, the County will be represented by a Designated Department Representative for each of the two facility groupings, Sections II.A and II.B Department of Support Services; and Section II.C Department of Community Services. The role and responsibilities of the Designated Department Representative are noted in the previous sections through descriptions of his relationship to the Contractor. The Designated Department Representative from Support Services will be the Facilities Management HVAC Service Supervisor, who also may designate other personnel to provide directions or decisions.

In addition to the County’s above designations, the Contractor shall designate a person, a Service Manager, to serve as a single contact for the County to handle service and invoicing issues.

8. Security and Building Access

For facilities under Support Services jurisdiction in Sections II.A and II.B, the Contractor shall furnish the Gwinnett County Department of Support Services a list of all staff that will be working in said facilities. Prior to the County authorizing any personnel to work inside secure County facilities, the County will conduct employment, background, driving, and a criminal history checks. The Contractor must submit documentation for each employee being considered for clearance the following:

1. A copy of the Department of Homeland Security I-9 Employment Eligibility Verification for the person for whom authorization is sought. This form shall be the form submitted by the employee at the start of his or her employment with the firm.

2. Copy of an unexpired and acceptable Document of Identity as listed in the I-9 Form I instructions regarding Employment Eligibility Verification.

3. Instructions regarding Employment Eligibility Verification (If applicable). A copy of an E-Verify Program form for the person for whom authorization is requested. This form must have the notation “Resolved/Authorized” in the Resolution Section. This requirement applies to employees hired since January 1, 2008.

4. A signed County Consent Form authorizing the County to run a criminal history and driver history check on the person for whom authorization is requested. A sample of the Consent form is included in this invitation.

If these materials are not provided in full, the Contractor will be notified that the subject employee cannot be considered. If the review of information indicates fraudulent documents, criminal history, or any cases pending in the Gwinnett County Court system, the subject employee also will be rejected. For all employees who provide complete documentation and receive security clearance, the County will provide authorization to work under the contract and will issue County Identification/Access Cards with photographic images. The employees must wear the identification/Access Cards whenever providing services on County property. The Contractor shall insure that Identification/Access Cards are returned to the County when individuals leave the company’s employ, and when the Contractor’s services end.

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For work on most of the facilities listed herein, it will be necessary for the County to have personnel at the facility location to provide access to the Contractor. Prior to the start of services, the Designated Department Representative will provide instructions and guidance on procedures for insuring accessibility and will insure that all pertinent contact information is provided to the Contractor.

D. General Requirements

1. Additional Facilities/Equipment The contract award amount shall be based on the pricing provided in response to this solicitation.

Nevertheless, the County reserves the right to add and/or delete facilities and equipment during the contract period. The Contractor may be asked to provide only Preventive Maintenance Services or full Comprehensive Services depending on whether an added facility is still under warranty. These modifications will be documented by change orders to the fixed fee portion of the agreement.

2. Insurance The successful Contractor shall be required to submit a “Certificate of Insurance” per the attached

Standard Insurance Requirements and shall maintain said coverage for the duration of the agreement service period.

3. References Each bidder should provide a minimum of three (3) references with its bid. These references should contain all of the information required on the References form included herein. Attention should be paid particularly to references that demonstrate a successful history with Comprehensive HVAC Maintenance Services of a similar scope to this solicitation. The County reserves the right to request additional references if it determines they are needed to fully evaluate the capabilities and experience of a bidding contractor.

4. Staffing Each bidder should submit with its bid a Staffing Plan that illustrates how the proposing firm will provide and allocate personnel to accomplish the services described in the procurement package.

This plan should identify staff within the company’s organizational structure by title, position or job classification and describe who is responsible for the following tasks and services: contract administration and oversight, dispatch, billing, preventive maintenance, and on-call services. The plan should indicate the approximate amount of time each position will have available to devote to the specified services. The plan should indicate that a minimum of three (3) HVAC Technicians will be available to respond to service calls within the specified two (2) hour response time. An HVAC Technician is defined as personnel with a minimum of five (5) years HVAC service experience and ability to troubleshoot and diagnose operational and controls issues and independently make the necessary repairs. The bidder should provide resumes for the designated HVAC Technicians and for the person to be assigned the Service Manager role. Such resumes should thoroughly and accurately document the experience capabilities and training of the HVAC Technicians and Service Manager. The successful Contractor shall maintain these three HVAC Technicians on the service agreement unless given written approval by the County to replace them. And regardless of the assignees to the positions, the Contractor shall maintain a minimum of the three (3) HVAC Technicians to insure adequate response times.

NOTE: Also, if determined necessary by the County to determine the capability of proposing firms, the

County reserves the right to request additional information from bidders. This information may include financial statements, organizational charts, and fleet/equipment lists.

BL063-24 Page 14

5. Subcontracting There will be no subcontracting allowed in performance of Comprehensive Services or Time and

Materials Services without the express written permission of the County. The selected Contractor shall be fully capable of executing all the services of the agreement with in-house staff and without use of sub-contractors. The unauthorized use of sub-contractors may result in cancellation of the contract.

II. EQUIPMENT LIST

To obtain the equipment list please visit the Purchasing Website at the link provided below and it will be attached under BL063-24 Inv.

Bids and RFPs - Gwinnett | Gwinnett County https://www.gwinnettcounty.com/web/gwinnett/departments/financialservices/purchasing/bidsandrfps

BL063-24 Page 15 FAILURE TO RETURN THIS PAGE AS PART OF THE BID DOCUMENT MAY RESULT IN REJECTION OF BID.

Company Name

ITEM

No. SECTION A – COMMUNITY SERVICE (PARKS) – COMPREHENSIVE SERVICES

MONTHLY CHARGE ANNUAL

CHARGE

(Monthly x 12)

1. Bay Creek Park, 175 Ozora Road, Loganville, GA 30052 $ $

2. Best Friend Park, 6224 Jimmy Carter Boulevard, Norcross, GA 30071 $ $

3. Bethesda Park, 225 Bethesda Church Road, Lawrenceville, GA 30044 $ $

4. Bogan Park, 2723 North Bogan Road, Buford, GA 30519 $ $

5. Bryson Park, 5075 Lawrenceville Highway, Lilburn GA 30047 $ $

6. Cemetery Field Park, 211 Cemetery Street, Norcross, GA 30071 $ $

7. Collins Hill Park, 2225 Collins Hill Road, Lawrenceville, GA 30043 $ $

8. Collins Hill Golf Course, 2225 Collins Hill Road, Lawrenceville, GA 30043 $ $

9.a Dacula Park Activity Building, 2735 Old Auburn Avenue, Dacula, GA 30019 $ $

9.b. Dacula Park, 205 Dacula Road, Dacula, GA 30019 $ $

10. Duncan Creek Park, 3700 Braselton Highway, Dacula, GA 30019 $ $

11a. EE Robinson Park, 885 Level Creek Road, Sugar Hill, GA 30518 $ $

11b. EE Robinson Park, 800 Peachtree Industrial Blvd. Sugar Hill, GA 30518 $ $

12.. George Pierce Park, 55 Buford Highway, Suwanee, GA 30024 $ $

13. Harmony Grove Park, 119 Harmony Grove Road, Lilburn, GA 30047 $ $

14. Harbins Park, 2995 Luke Edwards Road, Dacula, GA 30019 $ $

15. JB Williams Park, 4935 Five Forks Trickum Road SW, Lilburn, GA 30047 $ $

16. Jones Bridge Park, 4901 E. Jones Bridge Road., Norcross, GA 30092 $ $

BL063-24 Page 16

Company Name

ITEM

No. SECTION A – COMMUNITY SERVICE (PARKS) – COMPREHENSIVE SERVICES MONTHLY CHARGE

ANNUAL

CHARGE

(Monthly x 12)

17. Lilburn Activity Building, 788 Hillcrest Road, Lilburn, GA 30047 $ $

18.. Lenora Church Park, 4515 Lenora Church Road, Snellville, GA 30039 $ $

19. Lions Club Park, 500 Rockbridge Circle, Lilburn, GA 30047 $ $

20. Lucky Shoals Park, 4651 Britt Road, Norcross, GA 30093 $ $

21. McDaniel Farm Park, 3020 McDaniel Road, Duluth, GA 30096 $ $

22. Mountain Park Park, 5050 Five Forks Trickum Road, Lilburn, GA 30047 $ $

23. Parks Operation Center, 352 Hosea Road, Lawrenceville, GA 30046 $ $

24. Peachtree Ridge Park, 3170 Suwanee Creek Road, Suwanee, GA 30024 $ $

25. Pinckneyville Community Center, 4650 Peachtree Industrial Blvd, Norcross, GA 30071 $ $

26a. Pinckneyville Park (Soccer), 4707 S. Old Peachtree Road, Norcross, GA 30071 $ $

26b. Pinckneyville Park (Baseball, Skate, Corp. Pavilion), 4758 S. Old Peachtree Road, Norcross, GA 30071 $ $

27. Rabbit Hill Park, 400 Rabbit Hill Road, Dacula, GA 30019 $ $

28. Rhodes Jordan Park, 100 East Crogan Street, Lawrenceville, GA 30043 $ $

29. Rock Springs Park, 550 Rock Springs Road, Lawrenceville, GA 30043 $ $

30. Shorty Howell Park, 2750 Pleasant Hill Road, Lawrenceville, GA 30136 $ $

31. Singleton Road Activity Boulevard., 5220 Singleton Road, Norcross, GA 30093 $ $

32. Simpsonwood Park, 4511 Jones Bridge Circle, NW, Norcross, GA 30092 $ $

33. South Gwinnett Park, 2015 McGee Road, Snellville, GA 30078 $ $

BL063-24 Page 17

Company Name

ITEM

No. SECTION A – COMMUNITY SERVICE (PARKS) – COMPREHENSIVE SERVICES MONTHLY CHARGE

ANNUAL

CHARGE

(Monthly x 12)

34. Tribble Mill Park, 2125 Tribble Mill Parkway, Lawrenceville, GA 30045 $ $

35. Yellow River Park, 3232 Juhan Road, Stone Mountain, GA 30087 $ $

36. Environmental & Heritage Center, 2020 Clean Water Drive, Buford, GA 30519 $ $

SECTION A - SUPPORT SERVICES (PARKS) – COMPREHENSIVE SERVICES TOTAL $ $

PRICES SHOULD NOT EXCEED 2 DECIMAL POINTS

ITEM

No. SECTION B - SUPPORT SERVICES (FIRE) – COMPREHENSIVE SERVICES MONTHLY CHARGE

ANNUAL

CHARGE

(Monthly x 12)

1 Fire Station No. 1, 165 Lawrenceville Street, Norcross, GA 30071 $ $

2. Fire Station No. 2, 12 Harmony Grove Road NW, Lilburn, GA 30047 $ $

3. Fire Station No. 3, 4394 Five Forks Trickum Road, Lilburn, GA 30047 $ $

4. Fire Station No. 4, 5550 Spalding Drive, Norcross, GA 30092 $ $

5. Fire Station No. 5, 3001 Old Norcross Road, Lawrenceville, GA 30044 $ $

6. Fire Station No. 6, 3890 Johnson Drive, Lithonia, GA 30058 $ $

7. Fire Station No. 7, 3343 Bunten Road, Duluth, GA 30096 $ $

8. Fire Station No. 8, 2295 Brannan Street., Grayson, GA 30017 $ $

9. Fire Station No. 9, 1900 Five Forks Trickum Road, Lawrenceville, GA 30044 $ $

10. Fire Station No. 10, 1131 Rock Springs Road, Lawrenceville, GA 30043 $ $

11. Fire Station No. 11, 5885 Live Oak Parkway, Norcross, GA 30093 $ $

12. Fire Station No. 12, 2815 Lenora Church Road, Snellville, GA 30078 $ $

13. Fire Station No. 13, 343 Highway 23, Suwanee, GA 30024 $ $

BL063-24 Page 18

Company Name

ITEM

No. SECTION B - SUPPORT SERVICES (FIRE) – COMPREHENSIVE SERVICES MONTHLY CHARGE

ANNUAL

CHARGE

(Monthly x 12)

14. Fire Station No. 14, 1600 Buford Highway, Buford, GA 30515 $ $

15. Fire Station No. 15, 275 Perry Street SW, Lawrenceville, GA 30045 $ $

16. Fire Station No. 16, 195 Dacula Road, Dacula, GA 30019 $ $

17. Fire Station No. 17, 2739 Brooks Road, Dacula, GA 30019 $ $

18. Fire Station No. 18, 1515 Mineral Springs Road, Hoschton, GA 30548 $ $

19. Fire Station No. 19, 3275 N. Berkley Lake Road, Duluth, GA 30136 $ $

20. Fire Station No. 20, 1801 Cruse Road, Lawrenceville, GA 30044 $ $

21. Fire Station No. 21, 470 Old Peachtree Road, Lawrenceville, GA 30024 $ $

22. Fire Station No. 22, 2180 Stone Drive, Lilburn, GA 30047 $ $

23. Fire Station No. 23, 4355 Steve Reynolds Boulevard, Norcross, GA 30093 $ $

24. Fire Station No. 24, 2735 Mall of Georgia Boulevard., Buford, GA 30519 $ $

25. Fire Station No. 25, 3575 Lawrenceville Highway, Lawrenceville, GA 30044 $ $

26. Fire Station No. 26, 6075 Suwanee Dam Road, Sugarhill, GA 30518 $ $

27. Fire Station No. 27, 2825 Old Fountain Road, Dacula, GA 30019 $ $

28. Fire Station No. 28, 3725 Rosebud Road, Loganville, GA 30052 $ $

29. Fire Station No. 29, 2800 Thompson Mill Road, Buford, GA 30519 $ $

30. Fire Station No. 30, 1052 Ozora Road, Loganville, GA 30052 $ $

31. Fire Station No. 31, 1056 Collins Hill Road, Lawrenceville, GA 30043 $ $

32.

Fire Administration Building/Headquarters, 408 Hurricane Shoals Road, Lawrenceville, GA 30045 $ $

33. Fire Logistics Bldg., 450 Hosea Road, Lawrenceville, GA 30045 $ $

34.

Fire Facilities Management, 1890 Five Forks Trickum Road, Lawrenceville, GA 30044

BL063-24 Page 19

Company Name

ITEM

No. SECTION B - SUPPORT SERVICES (FIRE) – COMPREHENSIVE SERVICES MONTHLY CHARGE

ANNUAL

CHARGE

(Monthly x 12)

35. Fire Apparatus Management, 650 Swanson Drive,…