April 1, 2026

INVITATION TO BID

BL072-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for HVAC System Maintenance Services at Various County Facilities on a one-year contract for the Department of Support Services.

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 April 17, 2026, 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. The bid opening will be virtual ONLY. To access the bid opening virtually, visit the following Webex virtual meeting link (https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=m944ecefd3444d42d125788db71d7c31a), or dial 408-418- 9388, and enter Conference ID 23486494337## . Apparent bid results will be available the following business day on our website www.GwinnettCounty.com.

A pre-bid conference is scheduled for 10:00A.M. on April 8, 2026 at the Gwinnett County Purchasing Division, 75 Langley Drive – Second Floor, Lawrenceville, Georgia 30046 inside the Dogwood Conference Room. Questions regarding bids should be directed to Alexis Mckennery, CPPB Purchasing Manager at Alexis.Mckennery@GwinnettCounty.com, no later than 3:00 p.m. April 9, 2026. Bids are legal and binding upon the bidder when submitted.

Successful contractor 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-7 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 contractor 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 Mckennery, CPPB Purchasing Manager

The following pages should be returned in duplicate as your bid: Bid Schedule, Pages 36-53

References, Page 54 Ethics Affidavit, Page 59 E-Verify, Page 60 Subcontractors List, Page 61 https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=m944ecefd3444d42d125788db71d7c31a http://www.gwinnettcounty.com/ mailto:Alexis.Mckennery@GwinnettCounty.com

BL072-26 Page 2

GWINNETT COUNTY DEPARTMENT OF SUPPORT SERVICES

HVAC MAINTENANCE SERVICES

The Gwinnett County Board of Commissioners is soliciting competitive pricing for HVAC System Maintenance Services for various County facilities. The services will include two different work elements:

1) an Annual Program of Preventive Maintenance to be performed with a set monthly fee schedule and 2) Service Call Repairs to be performed on a Time and Material Basis. The two sets of services are described in Section I - Scope of Services outlined below. The facilities included are listed in Section II - Service Locations. This contract may be awarded by section or to the overall low responsive and responsible contractor.

No organization, firms, or individuals seeking award of a contract under this solicitation may initiate or continue any verbal or written communications regarding the solicitation with any County officer, elected official, employee, or other County representative without permission of the Purchasing Associate named on the solicitation, between the date of the issuance of the solicitation and the date of final contract award by the Board of Commissioners. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the organization, firm, or individual may be disqualified from consideration for award.

The County has compiled an Equipment Inventory List for the facilities currently covered under this contract in order. This document will assist the bidder in preparation of the bid. Due to the size of this document, interested parties are to submit a request for the Equipment Inventory List by email. Requests are to be sent to Alexis.Mckennery@GwinnettCounty.com . Failure to obtain this document does not alleviate the bidder from the responsibility of performing all of the services set forth in this solicitation at the prices stated on the Bid Schedule.

The services provided under this contract will commence on July 1, 2026 or upon Board of Commissioners approval and will be for 365 days with pricing to remain firm for the duration of the initial term.

Section I - Scope of Services

Annual Program of Preventive Maintenance

The Gwinnett County Department of Support Services has designated a list of facilities for which it requires a set schedule of preventive maintenance tasks. The services covered under this section are described under sub-sections I.A - I.B Most facilities will require quarterly maintenance, although some locations will only require monthly, semi-annual services, and some equipment items only annual. The frequency of service for each facility is specified herein, along with the actual month that the work must be performed.

The selected Contractor will be responsible for all listed work items and their associated costs. Included in these costs are administration, supervision and overhead; travel; equipment and tools necessary to perform the services, including hand tools, wet dry vacuums, torches if applicable, drills, ladders, vacuum pumps, sludge sucker kit usage, nitrogen, drain line cleaning agents or tools such as CO2, test instruments, lifts to access equipment; personnel time; and consumable materials such as filters, belts, lubricants, refrigerant, duct tape, foil tape, etc.

If during the preventative/scheduled maintenance services, the Contractor determines the need for repair or replacement of parts, the scope of which extends beyond the assigned preventive/scheduled maintenance tasks, the Contractor shall promptly notify the County, while on site, and shall proceed with the repair and/or replacement of the parts per the County’s direction. It is in the County’s best interest to authorize these repairs quickly to minimize unscheduled service calls. These repairs and replacements shall be performed under the Time and Materials element of the agreement and Service Call Charges will not be allowed for such repairs.

Any damage to a facility as a result of the Contractor or their work will be the responsibility of the Contractor to repair as required and supervised by the County at the Contractor’s expense.

mailto:Alexis.Mckennery@GwinnettCounty.com

BL072-26 Page 3 Any damage as part of a preventive maintenance task to insulation on ductwork or piping, including both internal or external on ductwork, and including any metal type covering and banding, must be repaired at no additional cost to the County. All repairs must be performed to match existing application prior to damage.

NOTE: As part of its services, the selected Contractor shall be responsible for confirming and updating the equipment list for each facility. The format for this list will be Microsoft Excel. An equipment list is included in this bid document. The County Representative shall review and approve the format prior to the Contractor preparing the updated list. The Contractor shall provide the equipment list to the County Representative as soon as practicable but no later than four (4) months after the start of the contract, and immediately following any equipment change. This is non-negotiable. 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. 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. The contractor shall provide an updated list at the time of each equipment change and a minimum of once annually if no changes. Gwinnett County will provide an update to the contractor if equipment upgrades or changes outside this agreement occur. All preventive maintenance checklists should contain model and serial number for verification for each visit.

In addition, no later than six (6) months after the start of this contract, the Contractor shall provide to Gwinnett County the following information. This shall be added to the equipment inventory lists provided.

1. Manufacturer date of each piece of equipment

2. Replacement cost of each unit and/or system. Example: Split system replacement will include AHU/Furnace, coil, and outdoor unit. Cost shall include equipment and labor.

Preventive Maintenance

The Preventive Maintenance checks listed are a minimum of tasks that Gwinnett County demands to be performed. However, it is the responsibility of the awarded contractor to review the manufacturers preventive maintenance procedures and provide these back to Gwinnett County. If there are additional tasks recommended, Gwinnett will update these procedures. This will assure all types of equipment in our Fleet are maintained as recommended to prolong the life of each unit.

BL072-26 Page 4

I. Air Conditioning Preventive Maintenance Program (Quarterly PM shall occur a minimum of three times in a calendar year)

All items listed below in the PM shall be included and recorded on the PM Checklist.

At a minimum, the Air Conditioning Preventive Maintenance Program (per system) shall include the following tasks:

A. Standard DX , Heat Pump or Split Systems

1. Record Delta T across evaporator coil and note on paperwork for records. Clean evaporator if it is less than (18) degrees.

2. Refrigerant pressures, Superheat and Subcooling should be recorded if system is not operating properly to 18 degrees Delta T or better. Replace up to five (5) pounds of refrigerant as part of basic preventive maintenance services.

3. Record voltage and amperage to all motors, compressors, etc. Example: 3 phase motor, Contractor will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3

4. Check for refrigerant leaks

5. Lubricate all moving parts, bearings, etc.

6. Replace belts and adjust tension. Replace as needed but no less than twice per year on all equipment.

7. Replace filters. (Note: Filters shall be extended service 40% pleated “Pre-Pleat 40” filters. Any proposed equivalent products must be approved by Gwinnett County personnel prior to use.)

8. Clean Condenser and evaporator coils as needed, but not less than once a year.

9. Check pressure switch and cut-out settings.

10. Check electrical lock-out circuits.

11. Check Contactor contacts

12. Check all wiring connections. Check and adjust thermostats for proper calibration and operation. On

Annual PM, contractor will be responsible for notifying County representative and calibrating all space sensors for Building Automation applications.

13. Replace batteries in thermostats, but not less than once a year.

14. Record outdoor ambient temperature.

15. Check and flush condensate drain. Add drain pan treatment at least but not limited to twice per year.

No drain pan tablets are to be utilized as part of this contract. NOTE: Clogged drain lines or stopped up drain pans will be the sole responsibility of the contractor, and not be applicable for a billable call following the initial PM as part of this contract.

16. Visually check ductwork for broken connections or faulty insulation. (Notify Gwinnett County if any repairs are needed)

17. Remove dust, soot, rust, etc. from blower

18. Operate air conditioning system through normal cycle, make any necessary adjustments. (Notify

Gwinnett County representative if necessary to make remote commands)

19. Inspect and service exhaust fans (both ceiling and roof mounted. (Change belts no less than twice per year.)

20. Clean return and exhaust intake vents as often as needed to assure proper airflow For each system and exhaust fan. Where applicable, Inspect and clean VFD’s , including wiring terminals and cooling Fans, intake grille, etc.

B. Chilled Water or Water Source Heat Pump Systems

1. Record Delta T across evaporator coil and note on paperwork for records. Clean evaporator if it is less than (18) degrees

2. Super heat and Sub cooling should be recorded if system is not operating at 18 degree Delta T or better.

3. Replace up to five (5) pounds of refrigerant as part of the basic preventive maintenance service.

BL072-26 Page 5

4. Record voltage and amperage to all motors, compressors, etc. Example: 3 phase motor. Contractor will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3 Where applicable, inspect and clean VFD’s, including wiring terminals and cooling Fans

5. Lubricate all moving parts, bearings, etc.

6. Check for refrigerant leaks

7. Replace all belts, adjust tension. Replace as needed, but no less than twice per year on all equipment.

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

9. Clean Condenser and evaporator coils as needed, but not less than once a year.

10. Check pressure switch and cut out circuits

11. Check electrical lock-out circuits

12. Check contactor contacts and wiring connections

13. Check all wiring connections. On Annual PM, contractor will be responsible for notifying County representative and calibrating all space sensors for Building Automation applications.

14. Record outdoor temperature

15. Check and flush condensate drain. No drain pan tablets are to be utilized as part of this contract. NOTE:

Clogged drain lines or stopped up drain pans will be the sole responsibility of the contractor, and not be applicable for a billable call following the initial PM as part of this contract.

16. Visually check ductwork for broken connections or faulty insulation. (Notify Gwinnett County if any repairs are needed)

17. Remove dust, soot, rust, etc. from blower

18. Operate system through cycle, make any necessary adjustments. (Notify Gwinnett County representative if necessary to make remote commands)

19. Inspect, clean and grease all pumps Annually (If applicable)

20. Inspect and service exhaust fans, change belts no less than twice per year. (both ceiling and roof mounted)

21. Clean return and exhaust intake vents as often as necessary to assure proper airflow for each system and exhaust fan.

22. Inspect and service compressors. Service screw compressors Annually (or as needed)

23. Inspect and service air cooled chillers Annually (If applicable)

24. Clean chiller coils (Annually, but not limited to)

25. Inspect and service Cooling Tower Quarterly (If applicable) Clean as necessary to ensure adequate performance, but a minimum of once per year. Follow manufacturer’s recommendations for acceptable chemicals and cleaning practices.

26. Inspect circulation pumps. Refer to Circulation Pump PM in this document.

II. Heating Preventive Maintenance Program (Quarterly PM shall occur a minimum of once per calendar year)

A. Gas Heat Applications: At a minimum, the Furnace Preventive Maintenance Program shall include the following tasks but not be limited to:

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.

6. Check for gas leaks in furnace.

7. Using a Carbon Monoxide Detector, check CO readings in space and supply ductwork.

Record readings in PPM on checklist. Where multiple units serve a common area, separate readings must be documented per system. Contractor must supply manufacturer, model no.

and last calibrated date of Carbon Monoxide Detector, on Checklist.

8. Lubricate all moving parts.

9. Change belt and adjust tension.

BL072-26 Page 6

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

11. Check flue pipe. Verify there is no blockage and no rusted connections.(Notify

Gwinnett County if any repairs are needed)

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

13. Adjust pressure regulator if needed.

14. Check air circulation for each system.

15. Visually check ductwork for broken connections or faulty installation (Notify Gwinnett County if any repairs are needed)

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

17. Operate furnace through normal cycle, make any necessary adjustments to settings within equipment, to allow for proper operation.

B. Heat Pump Applications:

1. Record Delta T across evaporator coil and note on paperwork for records.

2. Replace up to five (5) pounds of refrigerant as part of basic preventive maintenance services

3. Record voltage and amperage to all motors, compressors, etc. Example: 3 phase motor.

Contractor will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3

4. Lubricate all moving parts, bearings, etc.

5. Check for refrigerant leaks

6. Lubricate all moving parts, bearings, etc.

7. Replace belts and adjust tension. Replace as needed but no less than twice per year on all equipment.

8. Replace filters. (Note: Filters shall be extended service 40% pleated “Pre-Pleat 40” filters.

Any proposed equivalent products must be approved by Gwinnett County personnel prior to use.)

9. Clean Condenser and evaporator coils as needed, but not less than once a year.

10. Check pressure switch and cut-out settings.

11. Check electrical lock-out circuits

12. Check contactor contacts and wiring connections

13. Check all wiring connections. On Annual PM, contractor will be responsible for notifying

County representative and calibrating all space sensors for Building Automation applications.

14. Replace batteries in thermostats, but not less than once a year.

15. Record outdoor ambient temperature.

16. Visually check ductwork for broken connections or faulty insulation. (Notify Gwinnett

County if any repairs are needed)

17. Remove dust, soot, rust, etc. from blower

18. Operate system through normal cycle, make any necessary adjustments. (Notify

Gwinnett County representative if necessary to make remote Commands

19. Inspect and service exhaust fans (both ceiling and roof mounted. (Change belts no less than twice per year.)

20. Clean return and exhaust intake vents as often as needed to assure proper airflow For each system and exhaust fan.

21. Where applicable, Inspect and clean VFD’s , including wiring terminals and cooling fans, intake grille, etc.

22. Check reversing valve for proper operation

23. Check defrost board and components for proper operation.

24. Check operation of Electric Heat strips and Record amperage and supply temperature with heat strips engaged.

25. Check Crankcase heater for proper operation.

BL072-26 Page 7

III. Boilers Annual PM

1. Tear down, inspect, re-assemble with proper gasket materials, and restart all boilers for

State Department of Labor inspections. (CONTRACTORS SHALL BE FAMILIAR WITH

STATE INSPECTIONS OF BOILERS).

2. Perform all work per manufacturer’s recommendations.

IV. Circulation Pump PM (Hot Water during Heating PM, Chilled Water during Spring PM) Perform Visual inspections on every PM.

1. Check operation of Pump.

2. Verify no excess vibration is present.

3. Verify no abnormal noise is present.

4. Check for proper shaft seal, wear on shaft.

5. Record voltage and amperage to all motors, Example: 3 phase motor. Contractor will document Volts: L1 , L2 , L3 and Amps L1 , L2 , L3

6. Lubricate all necessary parts per manufacturer’s recommendations.

7. Remove electrical cover and inspect wiring connectors for proper tightness

8. Verify no water leaks are present. Notify Gwinnett County representative if there are any repairs necessary.

V. PAC Unit PM:

1. Check touch pad for any alarms present. Address or clear as needed.

2. Verify drain pan is clear and clean.

3. Change belts and set proper alignment (No less than twice per year)

4. Record voltage and amps for all motors

5. Check for refrigerant leaks. Replace up to five (5) pounds as part of the Preventative

Maintenance services.

6. Vacuum out entire unit but not limited to, and include evaporator coil, motor and blower section, control panel section and compressor section.

7. Lubricate all moving parts where applicable

8. Where such systems are dual cooling capable, such as DX or Chilled Water, check system in both sequences to assure all components such as compressors and chilled water valves are operating properly. Force each system into DX operation to test all sources of cooling and dehumidification. While DX units are operating, verify condenser fan is cycling properly.

9. Visually check ductwork for broken connections or faulty insulation.

10. Replace filters. (Note: Filters shall be extended service 40% pleated “Pre-Pleat 40” filters.

Any proposed equivalent products must be approved by Gwinnett County personnel prior to use.)

11. Check pressure switches and cut-out settings for proper operation.

12. Check electrical lock-out circuits

13. Check all relays, contactor contacts, and wiring connections.

14. Check and calibrate thermostats, and/or sensors for proper calibration and operation.

15. Check and flush condensate drain. Add drain pan treatment. No drain pan tablets are to be utilized as part of this contract.

16. If condensate pump is present, add bleach or proper chemical agent to pump to prevent sludge or algae build up.

17. Visually check ductwork for broken connections or faulty insulation.

18. If applicable, replace batteries in thermostat.

19. Once PM is complete, verify with Gwinnett County Control Room representative that full communication is restored prior to leaving facility

BL072-26 Page 8

VI. Exhaust Fan PM:

1. When applicable, Change belts and check for proper alignment. (No less than twice per Year)

2. Record voltage and amps for all motors

3. Lubricate all moving parts where applicable

4. Check for excessive vibration and any broken components.

5. Verify Fan is secured properly to ductwork, curb or wall, which ever applies.

6. If controlled by thermostat, verify for proper calibration and operation.

7. If motorized louvers are included in sequence of operation, verify all are working properly.

8. Check all relays, contactors and electrical components for proper operation and secure connections where needed.

9. All intake vents will be vacuumed and wiped down.

10. Cabinet, in-line and ceiling mounted fans: remove cover, clean inside fan, blades and motor.

VII. Electric Unit Heater/ Wall Heater Annual PM:

1. Inspect Heater for proper operation

2. Exercise with thermostat to assure proper calibration

3. Remove cover, vacuum out heat and fan sections of unit

4. Record voltage and amperage of heater. Example: 3 phase motor. Contractor will document

Volts: L1 , L2 , L3 and Amps L1 , L2 , L3

5. Verify all wiring connections are good and no signs of overheated wiring.

VIII. Humidifier PM:

1. Check system for alarms

2. Clean reservoir tank and clear of all sediments

3. Verify all water connections are without leaks

4. Verify Steam piping to ductwork is in good condition and free of cracks or leaks

5. Verify humidity sensors are calibrated correctly

6. Check all wiring internally and externally for secure connections

7. Check motor starter where applicable

8. Record humidity settings and actual humidity in space on a checklist

9. When PM is complete, verify with Gwinnett County Control Room Representative that all communication is present with no alarms prior to leaving facility.

IX. Dehumidifier PM:

1. Replace Filter

2. Clean drain line

3. Clean Coil

X. Variable Refrigerant Volume (VRV) Service Checker (For Daikin VRV system)

1. Run Daikin VRV Service Software

2. Collect Trending for at least one hour

3. Analyze the results to identify areas of concern

4. Provide detailed report to HVAC Supervisor

BL072-26 Page 9

XI. Liebert Split System PM:

Air Handler

1. Check System for alarms

2. When applicable, Change belts and check for proper alignment (No less than twice per Year)

3. Record voltage and amps for all motors

4. Lubricate all moving parts where applicable

5. Check for excessive vibration and any broken components.

6. Verify blower fan is operating without any vibration or excessive noise

7. Check all wiring internally and externally for secure connections

8. Check motor starter where applicable

9. Record humidity settings and actual humidity in space on a checklist. When PM is complete, verify with Gwinnett County Control Room Representative that all communication is present with no alarms prior to leaving facility.

10. Verify Electric Heat portion of system is working properly. Exercise all stages of heat and verify all contactor and relays are working properly.

11. Verify all wiring connectors and plugs are secure and in proper working order

12. Infrared Humidifier:

a. Verify drain for humidifier reservoir is in good condition

b. Remove water from reservoir, remove pan from unit and clean thoroughly.

c. Only Clean with recommended agents for stainless steel.

d. Check all limit switches and safeties on reservoir

e. Change Infrared bulbs (Annually)

f. Inspect mounting blocks for bulbs

g. Inspect contactors for bulbs

h. Check water solenoid valve for proper operation.

i. Provide signal for humidifier to operate.

j. Verify reservoir fills properly and infrared bulbs Operate properly.

Condensing Unit

1. Clean outdoor Coil

2. Check all electrical components for proper operation

3. When applicable, Change belts and check for proper alignment (No less than twice per

Year)

4. Record voltage and amps for all motors

5. Lubricate all moving parts where applicable

6. Check for excessive vibration and any broken components.

7. Check all wiring internally and externally for secure connections

8. Check motor starter where applicable

9. If condenser has fan cycling capability, verify fan cycles properly.

XII. Coil Cleaning

All Coil Cleanings, both evaporator and condenser, will be cleaned during the Spring Season PM. This is not the same month throughout, but usually occurs during March, April or May.

XIII. Special Filter Change and Disposal Requirements

The Police Training Facility Firing Range building has unique filter changing and disposal requirements. Filters in AHU #5A, #5B and #7 contain lead dust and will require removal from site by a qualified vendor and transportation to a proper disposal site. Successful Contractor will provide, at time of bid submission, the name of the proposed vendor, description of the proposed vendor’s disposal procedures, and documentation showing that the proposed vendor is certified for these practices.

BL072-26 Page 10

During the filter removal from the AHU process, at no time will a filter touch or drop particles onto the mechanical room or any floor on the property. Proper containment and securing will be performed to assure no lead deposits are found on site during or after replacement procedures.

NOTE: Quarterly black light inspections are performed by on site staff to assure this process is performed properly. If deposits are discovered, the contractor will be responsible for refunding Gwinnett County for such specialized services that are performed by a Gwinnett County vendor.

Once the contract is awarded, a copy of the manifest where the filters are scheduled to be transported will be submitted to Gwinnett County for our records. At time of each change, a copy of the vendors removal invoice will be provided with the PM documents. This process will guarantee Gwinnett County that at no time any filters from our site will be found illegally disposed of.

BL072-26 Page 11

XIV. Facilities Covered under Preventive Maintenance Program

Facility

Equipment

Preventive Maintenance

Frequency

Actual Months of PM Occurrence

Collins Hill Branch Library

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Monthly filter change

Semi Annual PM

Feb, May, Aug, Nov

May, November

May

Jan thru Dec

May, November

Lawrenceville Branch Library and Headquarters

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Feb, May, Aug, Nov

May, November

May

May, November

Peachtree Corners Branch Library

Semi Annual PM

Annual PM

Semi Annual PM

Jan, April, July, Oct

April, October

April

Duluth Branch Library

Water Source Heat Pump

Pumps

Boiler

Exhaust Fans

Unit/Wall Heater

Quarterly PM

Annual PM

Annual PM

Semi Annual PM

Annual PM

Jan, April, July, Oct

October

October

BL072-26 Page 12

Norcross Branch Library

Exhaust Fans

Unit/Wall Heater

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Annual

Jan, April, July, Oct

April, October

April

April, October

October

Buford Branch Library

Semi Annual PM

Annual PM

Semi Annual PM

Jan, April, July, Oct

Suwanee Branch Library

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Jan, April, July, Oct

Mountain Park Branch Library

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Unit/Wall Heaters

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Annual PM

Mar, Jun, Sept, Dec

March, September

March

June, December

December

Lilburn Branch Library

Semi Annual PM

Annual PM

Semi Annual PM

Mar, June, Sept, Dec

March, September

March

June, December

BL072-26 Page 13

Elizabeth Williams (Snellville) Branch

Quarterly PM

Semi Annual PM

Annual PM

Mar, June, Sept, Dec

March, September

March

Centerville Branch Library and Community Center

Condenser and Evaporator Cleaning

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Mar, June, Sept, Dec

March, September

March

June, December

Grayson Branch Library

Cleaning

Exhaust Fans

Quarterly PM

Plus two additional filter changes

Semi Annual PM

June, September

Dacula Branch Library

Plus two additional filter changes

Five Forks Branch Library

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Mar, June, Sept, Dec

March, September

June, December

BL072-26 Page 14

Hamilton Mill Branch

PIU Filter Changes

Air Handler HEPA Filter Changes

Unit/ Wall Heaters

Quarterly PM

Semi-Annual PM

Annual PM

Annual PM

Feb, May, Aug, Nov

February

November

Hooper Renwick Library

PIU Filter Changes

Quarterly

Annual

Semi-Annual

Jan, April, July, Oct

Jan, July

GA Department of Drivers Services

Cleaning

Exhaust Fans

Quarterly PM

Plus two

Semi Annual PM

Snellville Tag Office

Cleaning

Exhaust Fans

Quarterly PM

Plus two

Semi Annual PM

Mar, June, Sept, Dec

July, October

March, September

BL072-26 Page 15

Records Management Warehouse

All Systems

Coil Cleaning

Exhaust Fans

Quarterly

Annual

Semi-Annual

Feb, May, Aug, Nov

May

May, November

Former Duluth Library

All Systems

Belts

Coil Cleaning

Quarterly

Semi-Annual

Annual

Jan, April, July, Oct

April, Oct

Airport Administration Bldg.

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator

Cleaning Exhaust Fans

Quarterly PM

Semi Annual

PM Annual PM

Semi Annual PM

Feb, May, Aug, Nov May, November May

May, November

Airport Tower

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Feb, May, Aug, Nov

May, November

May

May, November

Peachtree Corners Tag Office

April and October

Gwinnett Entrepreneur Center

Exhaust Fans

BL072-26 Page 16

Community Resource Center and Bethany Church Road

All Systems

Exhaust Fans

VRF Checkout

Wall Heaters

Coil Cleaning

Quarterly PM

Semi Annual PM

Semi Annual PM

Annual PM

Annual PM

Jan, April, July, Oct

April, October

April, October

DOT Barn #1

Exhaust Fans Unit Heaters

Semi Annual PM

Semi Annual PM

Annual PM

Semi Annual PM Annual PM

April, October

April, October

April

April, October October

DOT Barn #2

Unit Heaters

Annual PM

Semi Annual PM

Annual PM

April, October

April, October

April

April, October

October

DOT Barn #3

Exhaust Fans

Unit Heaters

Semi Annual PM

Semi Annual PM

Annual PM

Semi Annual PM

Annual PM

April, October

April, October

April

April, October

October

DOT Barn #5

Exhaust Fans Unit Heaters

April, October

BL072-26 Page 17

Buford Human Services

All Systems

All belts in Facility (if applicable)

Centerville Senior Center

All RTU’s

All belts in Facility (if applicable)

Semi Annual PM

Annual PM

Semi Annual PM

Mar, June, Sept, Dec

March, September

March

March, September

Gwinnett Senior Services

Split Systems

All belts in Facility (if applicable)

Energy Recovery Units

Semi Annual PM

Annual PM

Quarterly PM

Jan, July

Jan, July

July

Jan, Mar, July, Oct

Gwinnett Medical Examiner’s Office

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

Unit/Wall Heaters

Quarterly PM

Semi Annual PM

Annual PM

Semi Annual PM

Annual PM

Mar, Jun, Sept, Dec

March, September

March

December

BL072-26 Page 18

Gwinnett County Comprehensive Correctional Complex

All RTUs

RTU Belts

Condenser and Evaporator Cleaning

All MUA units

MUA unit Belts

EF #42 thru EF #45, EF #47 thru

EF #50

EF #42 thru EF #45, EF #47 thru EF #50 Belts

Exhaust Fans Direct Drive

Exhaust Fan HEPA and Pre Filters (2) quantity

Quarterly PM

Semi Annual PM

Annual PM

Quarterly PM

Semi Annual

Annual PM

Feb, May, Aug, Nov

May, November

May

Jan, April, July, January

January

DOT Maintenance and Supply Facility

Condenser Coil Cleaning Annual PM April

Fleet Management Facility

All Systems

All belts in Facility (if applicable)

February, August

February, August

Connections Corner

All Systems

Condenser and Evaporator Cleaning

Annual PM

Annual PM

April

April

Gwinnett Central Services

AHU Coil Cleanings Annual PM September

BL072-26 Page 19

Lawrenceville Senior

All Systems

All belts in Facility (if applicable)

Norcross Human Services Center

All Systems

All belts in Facility (if applicable)

Condenser and Evaporator Cleaning

Exhaust Fans

PIU Filter Changes

Semi Annual PM

Semi Annual

Annual PM

Semi Annual PM

Annual PM

March, October

March, October

March

March, October

October

Innovation Square

RTU Coil Cleanings Evaporator and Condenser

Split System Coil Cleanings Evaporator and Condenser

Annual PM

Annual PM

April

April

Police Headquarters

Exhaust Fans

Dehumidifier

Semi Annual PM

Quarterly PM

Jan, April, July, Oct.

Police Annex and 911

AHU’s and Outside Air Unit

All belts in Facility (if applicable)X

Jan, April, July and Oct.

BL072-26 Page 20

Police Annex and 911 Center Continued

AHU 1 Box Filters

PAC Units

Pumps

Exhaust Fan

Humidifier

Unit Heater

PIU Unit Filter Changes

PAC Condensing Unit Coil

Semi-Annual PM

Annual PM

Annual PM

April and October

October

October

October

April, October

Police Bay Creek Precinct

Semi-Annual PM

Feb, May, Aug and Nov

Bay Creek 911 Center

Split System

Computer Room Unit

Feb, May, Aug and Nov

May, November

May

Feb, May, Aug and Nov

Police West Precinct

Oct

Police South Precinct

Oct

BL072-26 Page 21

Police South Precinct Continued

Unit/Wall Heaters

April and October

October

Police North Precinct and North Gwinnett Tag Office (same building)

Oct

Police East Precinct

Cooling Tower

Cooling Tower Cleaning

WSHP Evaporator Cleaning

WSHP

Boiler

Pumps

WSHP Filter Change

Split System

Exhaust Fan

Annual PM

Semi Annual PM

Annual PM

Jan, April, July and Oct

October

April, October

April

April, October

October

October

Oct

Police Central Precinct

Semi-Annual PM

Jan, April, July and Oct

BL072-26 Page 22

Bill Atkinson Animal Welfare

All Systems and Energy Recovery Units

All belts in Facility (if applicable)

RTU Filter Changes

Return Air Grille Filters (ceiling), and clean grilles.

Electric Duct Heaters (9)

Monthly PM

Bi-Monthly PM

Oct

Jan thru December

Jan, Mar, May, July, Sept and Nov.

Police Fleet Maintenance

Infrared Heaters

Coil Cleaning

Quarterly

April

April, October

Police Special Operations

All Systems

Coil Cleaning

Exhaust Fans

Quarterly

Annual

Semi-Annual

Jan, April, July, Oct

April

April, October

Police Training Complex

All Systems Except AHU #5A, #5B and #7

Jan, April, July and Oct

All belts in Facility (if applicable) April, October

Evaporator Coil Cleaning Annual PM April

Split System Coil Cleaning Evaporator and Condenser

Annual PM April

AHU’s 5A, #5B and #7 Pre-Filters Monthly PM January thru December

AHU’s 5A, #5B and #7 Bag Filters

Semi-Annual April and October

AHU’s #5A, #5B and #7 HEPA Filters

Annual PM April

AHU’s #5A, #5B and #7 OA- Filters

Quarterly PM Jan, Apr, July, Oct

PIU Filter Changes Annual PM November

Exhaust Fans Quarterly PM Jan, April, July, Oct

Boilers Annual PM November

Pumps Annual PM October

BL072-26 Page 23

XV. Reporting

The Contractor shall prepare and submit to the County a Preventive Maintenance Checklist for each preventive maintenance visit completed. The Preventive Maintenance Checklist must be a comprehensive account of all services performed, to include at a minimum the tasks listed in Section I and II, and must be signed and dated by the responsible technician and a County representative from the facility where the services were performed, if applicable. A legible copy of the completed Checklist must be submitted to the County’s Department of Support Services Representative within 24 hours of completion of the services. The failure by the Contractor to submit these Checklists in a timely manner for scheduled preventive maintenance visits may be cause for the County to withhold payment for that service element in a particular month. The format for the Preventive Maintenance Checklist must be approved by the County prior to the start of services under this Agreement. Every checklist and work summary shall include the model and serial number of each piece of equipment serviced on this PM. There shall be one checklist per piece of equipment or system. This checklist is in addition to a completed work order that includes labor hours and materials used. Contractor is responsible for working with Gwinnett County to develop a format and maintain all checklists for the duration of this contract. Contractor must include in Preventative Maintenance Work Summary the actual number of man hours utilized to complete the PM. Contractor must include on each Preventative Maintenance summary a list of all materials used and installed during that PM. This is to ensure that all filters, belts, etc, are serviced and replaced on this PM. All work performed on site as part of this PM shall be documented in a computerized device and generate a digital notification to the designated Gwinnett County representative, prior to leaving the work site, that the work is complete. In addition, any items found that need noting, a digital photo of item, within the report, shall be included in the work summary, so that items that need addressed can be done so in a timely manner. If for whatever reason, this is not possible, the technician must call and inform the Gwinnett County Representative that the work is complete. This does not relieve contractor of providing the digital notification of work complete. A MONTHLY REPORT shall be supplied to the Gwinnett County representative as a summary of all preventative maintenance tasks completed and will include any notes that the technician has included.

Prime Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Brown Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Tribble Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Goshen Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Lanier Mountain Radio Tower

Condenser and Evaporator Coil Cleanings Only Annual PM March

Tuggle Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Water Park Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Norris Lake Radio Tower Condenser and Evaporator Coil Cleanings Only Annual PM March

Crooked Creek Radio Tower

Condenser and Evaporator Coil Cleanings Only Annual PM March

Fire Station No. 10 Radio Tower

Condenser and Evaporator Coil Cleanings Only Annual PM March

Headquarters Radio Tower

Condenser and Evaporator Coil Cleanings Only Annual PM March

BL072-26 Page 24

This report shall be capable of attaching to an email. This will allow Gwinnett County to have records of possible equipment issues that need to be addressed with the ANNUAL BUDGET. This format must also be approved by the County prior to start of services under this Agreement.

Also, as part of this contract, Awarded contractor must provide a Preventive Maintenance plan that aligns with their organization, that will show the following:

• List of all facilities included in this contract

• Detailed man hours planned for each task, and each occurrence

• Show totals for each type, along with grand total of hours Anticipated for preventive maintenance program.

Police Training and Firing Range Facility, This facility undergoes Annual and Quarterly inspections due to the type of facility. Contractor shall submit a maintenance plan and checklist in an approved format to the Gwinnett County Representative. Contractor shall create a file for on site where the documentation of all PM’s and checklists will be stored and available for inspection representative to review. In addition, this facility requires completion of specific static pressure readings and differential pressure across filters. A chart is in place for these readings to be documented.

XVI. Invoicing

Invoices for services under the Preventive Maintenance Program shall be submitted by the Contractor directly to the Gwinnett County Department of Financial Services, Treasury Division, 75 Langley Drive, Lawrenceville, GA 30046. Invoices must include the Purchase Order Number assigned to this Contract; and must list each facility and the monthly cost for services. These are submitted on a monthly basis. A copy of the Invoice shall also be emailed to a Gwinnett County Support Services Fiscal Management representative. This information will be released upon award of contract. Each month, contractor will submit an invoice, for review, to the Gwinnett County representative. Once approved, the contractor will be authorized to send in invoice to multiple emails for processing. If invoice is not correct, contractor will be notified to correct and resend for approval. Monthly invoices for preventive maintenance services will only be for the work performed in that month. Therefore, every task listed in the Preventive Maintenance Program, shall be itemized with its approved amount. If any service is determined to be incomplete, that amount will be removed from the invoice prior to approval. Once those services are completed, the contractor can invoice for those services on the following monthly invoice.

XVII. Service Call Repair on Time and Material Basis

A. Basic Scope The Contractor shall provide HVAC system repair services on as needed basis in response to service calls. The Contractor shall be available on a 24 hour/7day per week basis, and shall respond to service requirements at all facilities listed in Section XIX, Service Locations. The Contractor shall provide all of the transportation, equipment, labor, parts and materials needed to complete necessary repairs due to service calls.

B. Service Requests

The Contractor shall provide these Time and Material services in response to specific service requests made by the Department of Support Services Representative or designees of this representative. Prior to the start of services under this Agreement the Support Services Representative shall provide the Contractor a list of what other personnel may submit a service request to the Contractor. Service requests will be submitted by telephone or email.

BL072-26 Page 25 C. Response Time

The Contractor shall respond to all emergency service requests within two (2) hours. An emergency service request shall be any service request in which an HVAC system or a significant part of said system is out of service or malfunctioning to the point that adequate heating or cooling cannot be provided to the facility. This response time is a critical requirement of the Agreement, and the Contractor’s failure to consistently adhere to this requirement may be considered non-performance.

D. 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 (but 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. Overtime labor rates may be charged for time outside of the “normal hours” specified in the bid. 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. This is accomplished by attaching the itemized invoice. Sub-contractor services when authorized by the County shall be billed at cost plus the same mark-up utilized for parts and materials. Sub-contractor costs must be documented.

As part of this contract, there are items that will not be accepted as billable. Included in these costs are administration, supervision, equipment and tools necessary to perform the services, including environmental charges (unless an invoice is provided from vendor to recycle or turn in used refrigerant), rags, hand cleaners, typical lubricants, hand tools, step ladders up to 10’ tall, extension ladders up to 30’, wet dry vacuums, torches if applicable, drills, ladders, vacuum pumps, sludge sucker kit usage, nitrogen, drain line cleaning agents or tools such as CO2, test instruments, etc. However, items that are acceptable include welding machines, man lifts, specialty ladders that are not typical to service vehicle. If refrigerant is used, Gwinnett County reserves the right to be billed for a full container or by the pound, whichever is the most efficient. For example: technician repairs leak and adds 15lb of refrigerant. If the per lb cost is $45 and the cost of a new drum from supplier is $320, then the County is subject to be billed for $320 plus mark up, and the remaining 10 to 20lb of refrigerant in drum must be turned into Gwinnett County. In addition, if drill bits, gloves, hole saws, Sawzall blades, dust masks, etc. are purchased for a repair, these are considered consumables or tools and are not subject to billing. If a specialty item is needed outside the normal list of repair and installation standards, then purchase of such item must be pre-approved and turned over to Gwinnett County at time of completion of task. Truck stock items are acceptable, however, charge for such items must be in line with customary pricing at vendor, including mark up. Internal company tool rental pricing is acceptable, however these charges must also be in line with or less than equipment/tool rental companies.

BL072-26 Page 26 E. Limitation on Utilization of Personnel

The Contractor will typically be expected to utilize one technician for a routine service call. If the Contractor anticipates using a helper for the repair, it must obtain prior approval from the Support Services 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 proposal.

F. 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 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 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. If an additional technician or technicians are required to perform the work, there is still only one Service Call Charge.

G. Repairs in Excess of $2,500/Equipment Replacements

If the Contractor expects a repair to exceed $2,500.00, the technician or another Contractor representative shall contact the Support Services 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 Support Services 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 Support Services Representative of this situation prior to any repair activities.