BL091_24 inv.pdf

BL091-24

July 10, 2024

INVITATION TO BID

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for HVAC System Maintenance and Repair Services for the Gwinnett County Sheriff’s Office.

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 July 25, 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. Bids are legal and binding upon the bidder when submitted.

A pre-bid conference is scheduled for 10:30 A.M. on July 17, 2024, at the Gwinnett County Detention Center, 2900 University Parkway, Lawrenceville, GA 30043. All interested parties are urged to attend. The pre-bid conference is to be utilized by contractors and subcontractors to ask any questions in order to submit a bid for this project. All bidders are strongly urged to attend.

Questions regarding bids should be directed to Jenny Coleman, Purchasing Associate II at jenny.coleman@gwinnettcounty.com or by calling 770-822-8734, no later than 3:00 P.M. on July 18, 2024.

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 the ADA Coordinator at the 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.

Jenny Coleman Purchasing Associate II

Documents to return as your bid submittal:

• Bid Schedule, pages 13-16

• References, page 17

• E-Verify, page 18

• Code of Ethics Affidavit, page 19 http://www.gwinnettcounty.com/ mailto:jenny.coleman@gwinnettcounty.com

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STATEMENT OF WORK

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids for HVAC System Maintenance and Repair Services for the Gwinnett County Sheriff’s Office. The required services will include work elements on the following to ensure proper cooling, heating, and ventilation is provided throughout the facility:

- Preventative Maintenance and Repairs of industrial HVAC systems and equipment

- On-call repairs for industrial HVAC systems and equipment

- Rental of HVAC equipment in emergency situations

The required services are described and detailed further in Section 1.

Award for this contract is divided into two sections, one for preventative maintenance services and one for repair services. Review the equipment list included as Appendix A. Equipment may be added or removed during the life of the contract.

Section B will cover any repairs for HVAC systems and equipment and emergency HVAC equipment rentals. For each project Gwinnett County will provide a scope of work and request a cost proposal based on the awarded contract bid schedule.

The equipment and their locations at the facility are outlined in Appendix A.

HVAC systems shall be defined as any and all components of the heating, ventilation, and air conditioning systems for any facility including, but not limited to the following components:

• Boilers and heat exchangers

• Centrifugal chillers (chiller, chilled water pumps, chilled water piping and valves, etc.)

• Air conditioners (evaporator coils, condensing units, compressors, etc.)

• Terminal units

• Ventilation and exhaust fans

• Refrigerant lines

• Ducts work (ducts, supply vents, return vents, dampers, etc.)

• Thermostats and control systems

• Valves

• Cooling towers

• Air handling units

• Air compressors

• Associated electrical and control systems

• All related appurtenances not specifically listed but required for the proper operation of the HVAC System

I. SCOPE OF SERVICES

A. Comprehensive Preventative Maintenance Services for Industrial HVAC Systems and Equipment

Comprehensive preventative maintenance services will be charged at the rate listed on the bid schedule and will include preventative maintenance, inspections and condition reporting required to maintain the specified HVAC equipment in proper and adequate operating condition. There shall be no additional costs to the County for these services.

Invoicing for repairs shall include, in addition to detailed material and labor costs, detailed information on the issue identified and repairs done.

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1. Facility and Equipment The preventative maintenance services of Industrial HVAC Systems and Equipment will apply to all HVAC equipment. The selected Contractor(s) 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 awarded the preventative maintenance services shall be responsible for confirming and updating the equipment list for the facility. The format for this list will conform with or be similar to the equipment list included in this bid document as Appendix A. The Gwinnett County Sheriff’s Office Representative shall review and approve the format prior to the Contractor preparing the updated list. The Contractor shall provide the equipment list to the Gwinnett County Sheriff’s Office Representative no later than three (3) months after the start of the contract.

The list shall include 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 Gwinnett County Sheriff’s Office or the Contractor replaces a piece of equipment, the Contractor shall update the list to reflect the new equipment. If multiple contractors are awarded the repair section, the County will be responsible for notifying the PM contractor of any updates to the list for repairs handled by another contractor. This list shall be property of Gwinnett County and an updated list shall be provided to the County at the end of the contract and/or upon request from the County at any time during the contract term.

2. Preventative Maintenance Scope and Responsibilities

The Contractor(s) shall provide preventive maintenance services per the manufacturer’s recommendations for the equipment listed and described in Appendix A. The preventive maintenance services will be conducted quarterly or semiannually, depending on the specific equipment, and will be scheduled according to a timetable provided by the Gwinnett County Sheriff’s Office Representative per Appendix C. 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(s) shall be expected to complete the required preventive maintenance tasks and services in the specified months. A consistent failure to meet these scheduled terms will be considered contract non-compliance and may result in reductions from the monthly payments to the Contractor or a termination of the contract for cause.

The basic requirements for the preventive maintenance services are listed in the next six sub-sections.

The Contractor will be responsible for all the listed work items as applicable to the equipment and will be responsible for all associated costs. Included in these costs are administration, supervision and overhead, travel, equipment, and tools necessary to perform the services, personnel time, and consumable materials such as filters, belts, lubricants, refrigerants, etc. If during the scheduled preventive maintenance services, the Contractor determines the need for repair or replacement of equipment or parts that extend beyond the scheduled preventive maintenance tasks, the Contractor shall notify the Gwinnett County Sheriff’s Office Representative and provide a quote and schedule for the repair costs.

a. Comprehensive Preventative 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 tasks per Appendix C.

b. Comprehensive Preventative Maintenance for Chiller Systems program for chiller systems shall include the tasks per Appendix C.

c. C o m p r e h e n s i v e Preventative Maintenance for Fans and Blowers program for fans and blowers shall include the tasks per Appendix C.

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d. Comprehensive Preventative Maintenance Services for Boiler Systems program for boiler systems shall include the tasks per Appendix C.

e. Comprehensive Preventative Maintenance Services for Building Automation Systems (BAS) program for building automation systems shall include the equipment listed in Appendix A.

f. Comprehensive Preventative Maintenance Reporting

The Contractor shall prepare and submit to the Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office employee. A legible copy of the completed checklist must be submitted to the Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office 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 described within the manufacturer preventative maintenance list.

B. On-Call Repairs for HVAC Systems and Equipment

1. Basic Scope

On-Call Repairs for HVAC Systems and Equipment are for the On-Call Repair Services to be provided by the Contractor for repairs outside of the work defined under Preventative Maintenance Services.

These services are for the equipment described in Appendix A.

2. 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 Gwinnett County Sheriff’s Office Representative promptly after determining this situation exists. Gwinnett County Sheriff’s Office reserves the right to deny time extensions for repairs. The Gwinnett County Sheriff’s Office Representative may require the Contractor to respond quicker to the site and in completion of the repair if the situation is deemed an emergency. The Gwinnett County Sheriff’s Office Representative will notify the Contractor at the time of the call out if this is the case. The names of the Gwinnett County Sheriff’s Office Representative and other Gwinnett County Sheriff’s Office staff authorized to issue service calls will be provided to the Contractor in writing upon the start of the contract period.

3. Repair Requirements

Repairs under this Section 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

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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.

4. Service Requests The Contractor shall provide these On-Call Repair services in response to specific service requests made by a Gwinnett County Sheriff’s Office Representative or designees of this representative. Prior to the start of services under this agreement Gwinnett County Sheriff’s Office shall provide the Contractor a list of what personnel may submit service requests to the Contractor. Service requests will be submitted by telephone or e-mail and will be confirmed by e-mail or facsimile, subject to arrangements with the Contractor and applicable Gwinnett County Sheriff’s Office Representative.

5. 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 10%), 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. Only one service call charge shall be billed to any repair services/work authorizations that require multiple days to complete. 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 Gwinnett County Sheriff’s Office.

Sub-contractor services when authorized by Gwinnett County Sheriff’s Office shall be billed at cost plus the same mark-up utilized for parts and materials. Sub-contractor costs must be documented.

NOTE: All subcontractors must be pre-approved by the Gwinnett County Sheriff’s Office Representative prior to the work being performed.

6. 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 Gwinnett County Sheriff’s Office Representative prior to committing to the use of the additional staff. Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office shall reflect the staffing levels in the Contractor’s approved proposal.

7. Service Call Charges

As noted above, Gwinnett County Sheriff’s Office 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 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 one Service Call Charge. Only one service call charge shall be billed to any repair services/work authorizations that require multiple days to complete.

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8. Repairs in Excess of $1,000/Equipment Replacements Any repairs estimated to cost $1,000.00 or less will require a verbal quote to the County and a verbal approval by Gwinnett County Sheriff’s Office Representative. If the Contractor expects a repair to exceed $1,000.00, the Contractor’s HVAC Technician or Contractor Service Manager shall contact the Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office Representative and must be retained and submitted by the Contractor to Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office Representative of this situation prior to any repair activities. It will be at Gwinnett County Sheriff’s Office’s discretion whether to proceed with the repair or replace the equipment/unit. Depending on the exigency of the situation, Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office’s procedures and furnish it to the Contractor for installation. Any replacements exceeding $100,000.00 will be bid separate from this contract in accordance with public works law.

9. Special Projects on an On-Call Basis

Gwinnett County Sheriff’s Office may on occasion require that the Contractor participate in a pre-planned HVAC project. In such cases, the Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office. The Contractor shall maintain all records for labor and parts costs so that it can bill in accordance with the terms of the agreement. Gwinnett County Sheriff’s Office 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.

10. Sub-Contractors

The Contractor shall be prepared to perform all the services called for under this agreement with its own staff, and its bid should reflect this approach. Gwinnett County Sheriff’s Office on occasion, may require the Contractor to utilize specialty sub-contractors for controls, insulation or other work elements that are beyond the scope of service indicated in this solicitation. In such cases, the Gwinnett County Sheriff’s Office Representative shall approve such sub-contractors before they are utilized. Sub-contractor expenses shall be billed as “reimbursables” at the documented actual costs plus the Contractor’s pre-determined mark-up for parts/materials.

11. Repair Service Report Requirements

Each completed service call shall be documented by a Contractor Service Report. The Service Report must be signed by the HVAC Technician who provided the services or repairs and by a Gwinnett County Sheriff’s Office representative. The Service Report shall be in a format acceptable to and approved by the Gwinnett County Sheriff’s Office Representative and must provide comprehensive information. The Service Report shall include, at a minimum, the following information:

• Bid BL Number

• County Purchase Order Number

• A Service Report Tracking Number

• Location of Services – Facility Name/Address

• Description of Equipment Serviced – Makes, Models and Serial Numbers

• Description of Services Repairs Performed

• Personnel Utilized and Hours of Service

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• Calculation of Personnel Cost

• Parts & Materials Utilized/Costs/Markup

• Trip Charge (If Applicable)

• Total Cost of Service

The Service Report may be submitted in a paper version or as a computer transmission and must be legible. The Gwinnett County Sheriff’s Office Representative will review Service Reports and let the Contractor know within fourteen (14) calendar days if there are any questions or concerns regarding the services.

12. Invoicing

The contractor shall invoice Gwinnett County Sheriff’s Office 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 in the Service Report shall be taken as confirmation. If changes are required by Gwinnett County Sheriff’s Office, the final invoice should reflect those modifications. The Contractor shall submit its invoices to the Gwinnett County Sheriff’s Office at 2900 University Parkway, Lawrenceville, GA 30043. Invoices shall include the applicable Purchase Order Number and the Service Report 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. Contractors failure to present thorough and correct information will confuse and slow the payment process.

C. Minor HVAC System Replacement

Under the terms of this procurement and subsequent contract award, HVAC System Replacement means that Gwinnett County Sheriff’s Office may elect to replace HVAC systems or components in lieu of repairing them, when determined to be more cost effective. In these situations, the Contractor shall provide all required equipment, tools, and labor to complete the removal and replacement of the system or component being replaced. Any replacements that exceed $100,000.00 will be bid out separately from this contract in accordance with public works law.

1. Replacement Equipment Selection

When a decision is made to replace existing equipment within an HVAC system, the equipment to be used shall be equal to or better than the existing equipment in terms of performance standards.

Depending on the specific equipment to be replaced and the circumstances requiring the replacement, Gwinnett County Sheriff’s Office may provide the Contractor detailed specifications for the replacement equipment, or have the Contractor recommend the equipment to be used. In either case, the Contractor shall provide submittal information for the proposed equipment to be reviewed by Gwinnett County Sheriff’s Office. At a minimum, submittal information shall include the following, as applicable:

• Manufacturer’s name and model number

• Descriptive specifications and literature

• Performance characteristics and data

• Capacities and ratings

• Materials of construction

• Equipment type, size, class, drive arrangement, discharge, rotation, and bearings

• Wheel type, diameter, revolutions per minute, and tip speed

• Motor data

• Compressor data

• Vibration isolation.

• Drawings showing configuration, dimensions, and weights

• Power and control wiring diagrams

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2. Basis of Compensation Compensation to the Contractor for HVAC System Replacement will be based on the hourly labor rates provided in the bid for the contract, the actual cost of the new equipment plus a percentage markup indicated in the same bid (not to exceed 10%), 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. Only one service call charge shall be billed to any repair services/work authorizations that require multiple days to complete. 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 GC. Sub-contractor services when authorized by Gwinnett County Sheriff’s Office shall be billed at cost plus the same mark-up utilized for parts and materials. Sub-contractor costs must be documented. NOTE: All subcontractors must be pre-approved by the Gwinnett County Sheriff’s Representative prior to the work being performed.

Prior to performing any work or ordering any equipment or materials, the successful Contractor shall provide a written proposal for the replacement work, which includes a breakdown of the material and equipment costs and the labor costs, with a not-to-exceed total cost. The proposal shall also include a schedule for completion of the work, indicating lead times for equipment delivery and duration of the work at Gwinnett County Sheriff’s facility.

D. Rental of HVAC Equipment in Emergency Situations Under the terms of this procurement and subsequent contract award, Rental of HVAC Equipment in Emergency Situations means that Gwinnett County Sheriff’s Office may require equipment to be provided by the Contractor for use at Gwinnett County Sheriff’s facility to maintain proper and safe operation of the facility. In these situations, the Contractor shall provide all required equipment, accessories tools, and labor to furnish and install the rented equipment to perform in places of, or as back-up to, the normally operating HVAC system. Rental equipment may include, but is not limited to, air conditioners, air handling units, fans or blowers, unit heaters, chillers, and air ducting. During the rental period, the Contractor shall maintain the rented equipment to ensure performance, as required.

1. Basis of Compensation

Compensation to the Contractor for Rental of HVAC Equipment in Emergency Situations will be based on the hourly labor rates provided in the bid for the contract, the actual cost of the rental equipment plus a percentage markup indicated in the same bid (not to exceed 10%), 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 Gwinnett County Sheriff’s office. Sub-contractor services when authorized by Gwinnett County Sheriff’s Office shall be billed at cost plus the same mark-up utilized for parts and materials. Subcontractor costs must be documented. NOTE: All subcontractors must be pre-approved by the Gwinnett County Sheriff’s Office Representative prior to the work being performed.

Prior to performing any work or ordering any equipment or materials, the successful Contractor shall provide a written proposal for the work, which includes a breakdown of the material and equipment rental costs, the labor costs for installation and set-up, and the labor costs for maintaining the system. In some circumstances, Gwinnett County Sheriff’s Office may waive the requirement for the

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proposal prior to beginning work.

E. 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.

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 Gwinnett County Sheriff’s Office Representative’s approval, and the Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office.

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 the 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, Gwinnett County Sheriff’s Office employees, and the public from hazards and to inform them thereof. Barricades and warning signs shall comply with OSHA safety regulations.

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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 Sheriff’s Office 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 promptly, at no cost to Gwinnett County Sheriff’s Office, after receipt of written notice from Gwinnett County Sheriff’s Office to do so. Maximum response time for initiation of repairs during the warranty period shall be 48 hours. Contractor shall provide to the Gwinnett County Sheriff’s Office 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. Gwinnett County Sheriff’s Office Representative/Contractor Service Manager

In administration of the services under this agreement, Gwinnett County Sheriff’s Office will be represented by a Gwinnett County Sheriff’s Office Representative. The role and responsibilities of the Gwinnett County Sheriff’s Office Representative are noted in the previous sections through descriptions of his relationship to the Contractor.

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

8. Security and Building Access

a. The Contractor shall furnish Gwinnett County Sheriff’s Office a list of all staff that will be working in said facility. Prior to Gwinnett County Sheriff’s Office authorizing any personnel to work inside secure facility, Gwinnett County Sheriff’s Office may conduct employment, background, driving, and a criminal history check. The Contractor must submit documentation for each employee being considered for clearance the following:

i. 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 contractor.

ii. Copy of an unexpired and acceptable Document of Identity as listed in the I-9 Form.

iii. 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.

iv. A signed County Consent Form check on the person for whom authorization is requested. A copy of the Consent form has been attached as Appendix B - Consent Form.

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 Gwinnett County Sheriff’s Office Identification/Access Cards with photographic images. The employees must wear the identification/Access Cards whenever providing services on Gwinnett County Sheriff’s Office property. The Contractor shall insure

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that Identification/Access Cards are returned to the Gwinnett County Sheriff’s Office when individuals leave the company’s employ, and when the Contractor’s services end.

b. For work on the facility listed herein, it will be necessary for Gwinnett County Sheriff’s Office to have personnel at the facility location to provide access to the Contractor. Prior to the start of services, the Gwinnett County Sheriff’s Office Representative will provide instructions and guidance on procedures for insuring accessibility and will ensure that all pertinent contact information is provided to the Contractor.

9. Database and Quarterly Reporting

For the equipment described in Appendix A, the Contractor shall maintain a database documenting all of the preventive maintenance tasks and service calls completed. The information from this database shall be available to Gwinnett County Sheriff’s Office with 72-hour notice. In addition, the Contractor shall provide the Gwinnett County Sheriff’s Office Representative with computer based Quarterly Reports that summarize all the preventive maintenance tasks and service calls completed for each facility. These reports shall include any equipment assessment or notes that service technicians have made regarding the HVAC systems. In particular, the Contractor shall indicate specific equipment that is aging and/or diminishing in performance, and which is a candidate for replacement. This information shall be sufficient to assist the Gwinnett County Sheriff’s Office in budgeting for future equipment replacement.

F. General Requirements

1. Additional Equipment

The contract award amount shall be based on the pricing provided in response to this solicitation.

Nevertheless, Gwinnett County Sheriff’s Office reserves the right to add and/or delete equipment during the contract period. The Contractor may be asked to provide only Preventive Maintenance Services or full Comprehensive Services depending on whether added equipment is still under warranty.

Gwinnett County reserves the right to add or delete equipment as needed or to modify the range of services provided for any particular equipment. When changing the range of services or adding equipment, the County will solicit from the contractor a cost quote which the contractor shall develop with costs comparable to similar equipment under the contract.

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. Contractor Requirements

The qualifications and experience of the contractor are critical to the County, which must have assurances that the selected contractor is a responsible organization capable of performing the requested services.

The HVAC inspection, maintenance, and repair company shall have been in the business of industrial HVAC inspection, maintenance, and repair for the past five (5) years.

Contractor(s) shall employ certified service technicians and should submit with bid a list of current employees, who would be servicing equipment under this contract. The following information should be on the list; name of the employee, level of certification, dates of certification, location of employee, and number of years servicing; AC Units, Heat Pumps, Air Handling Units, Chillers, Exhaust Fans, Supply Fans, Hot Water Unit Heaters, and Power Induction Units. Typical manufacturers within the Gwinnett County Sheriff’s Office system include Trane, Greenheck, Goodman and others. Before award of bid the bidder should supply a copy of each employee’s certifications. Failure to provide this

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documentation may result in bid being deemed non-responsive.

In the event of an employee turnover, the successful service provider must provide the County with a replacement journeyman to service this contract. The new journeyman must follow all of the requirements set forth in this solicitation. The successful service provider must provide to the County the name of the employee leaving and the name of the new employee that will be servicing this contract. Before the employee can start work on this contract, the successful servicer provider must supply a copy of the employee’s certification and all of the documentation indicated above.

A journeyman level service technician is defined as a technician having the minimum requirement of five years mechanical experience with HVAC systems.

4. Staffing

Each bidder should submit with its bid a Staffing Plan that illustrates how the bidding contractor 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 Gwinnett County Sheriff’s Office 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 Gwinnett County Sheriff’s Office to determine the capability of bidding contractors, Gwinnett County Sheriff’s Office reserves the right to request additional information from bidders. This information may include financial statements, organizational charts, and fleet/equipment lists.

5. Subcontracting

There will be no subcontracting allowed in the performance of Comprehensive Preventative Maintenance of HVAC Systems and Equipment or On-Call Repair Services without the express written permission of Gwinnett County Sheriff’s Office. The selected Contractor shall be fully capable of executing all the services of the agreement with in-house staff and without use of subcontractors.

The unauthorized use of subcontractors may result in cancellation of the contract.

6. References Contracts in place for over 5 years of similar size and scope of industrial experience. Referenced customers should allow site visit by a representative from Gwinnett County to verify claim upon request. The qualifications of experience will be determined by the Sheriff’s Office as acceptable.

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CONTRACTOR NAME __________________________________________________________________________________________________

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID DOCUMENT MAY RESULT IN REJECTION.

BID SCHEDULE

ITEM

# Description Monthly Charge Annual Charge

(Monthly x 12)

Section A: Comprehensive Preventative Maintenance Services Rates Gwinnett County Detention Center

1. Comprehensive Preventative Maintenance for Air Conditioning Systems $ $

2. Comprehensive Preventative Maintenance for Chiller Systems $ $

3. Comprehensive Preventative Maintenance for Fans and Blowers $ $

4. Comprehensive Preventative Maintenance for Boiler Systems $ $

5. Comprehensive Preventative Maintenance for Building Automation Systems

(BAS) $ $

SECTION A TOTAL $

ITEM

# Description

*Estimated Annual

Quantity

**Hourly Charge /

Percentage Mark-Up

Annual Total

Section B: Labor Rates for On-Call Repairs for HVAC Systems & Equipment, Minor HVAC System Replacement & Rental of HVAC Equipment in Emergency Situations

1 Technician – Repair during normal hours Monday – Friday, 6:00 a.m. to 4:00 p.m. 144 Hours $ $

2 Technician –Repair after hours Monday – Friday, After 4:00 PM, Weekends & Holidays 50 Hours $ $

3 Helper – Repair during normal hours Monday – Friday, 6:00 AM to 4:00 PM 290 Hours $ $

4 Helper – Repair after hours Monday – Friday, After 4:00 PM, Weekends & Holidays 50 Hours $ $

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CONTRACTOR NAME __________________________________________________________________________________________________

5 Service Call Charge (one-time charge per call) 118 Hours $ $

6 Mechanic - Ductwork Installer during normal hours Monday – Friday, 6:00 a.m. to 4:00 p.m. 115 Hours $ $

7 Mechanic – Ductwork Installer after hours Monday – Friday, after 4:00 p.m., Weekends & Holidays 15 Hours

8 Helper – Ductwork Installer during normal hours Monday – Friday, 6:00 a.m. to 4:00 p.m. 115 Hours $ $

9 Helper – Ductwork Installer after hours Monday – Friday, after 4:00 p.m., Weekends & Holidays 15 Hours

10 State percentage of mark up above cost for repair parts (not to exceed 10%) *** $175,000.00 % $

11 State percentage of mark up above cost for new HVAC equipment (not to exceed 10%) *** $350,000.00 % $

12 State percentage of mark up above cost for rental of HVAC equipment (not to exceed 10%) *** $75,000.00 % $

SECTION B TOTAL $

OVERALL TOTAL (Section A + B) $

* The quantities and dollar amounts listed in Section B are estimates of annual time and costs based on prior experience and are for evaluation purposes only. The quantities and amounts do not represent a guarantee of annual billings.

** Unit prices cannot exceed two decimal points.

*** Example: To calculate percentage markup, multiply $175,000.00 by percentage markup (for example if markup is 10%, calculation would be $175,000.00 x 1.10 = $192,500.00. $192,500.00 would go in the total column for the line item.)

The determination of lowest cost for the On Call Repair section will be based on the total of:

1. Service Classification Hourly Rates multiplied by a projected number of hours at regular time,

2. a projected number of Service Call Charges,

3. the proposed % Mark-Up multiplied by a projected value of parts and equipment.

The projections are estimates of annual time and costs based on prior experience and are for evaluation purposes only. The amounts do not represent a guarantee of annual billings. The calculations from the On-Call Repair projections will be added to the costs for the Preventive Maintenance Services to determine the lowest bidder(s).

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CONTRACTOR NAME __________________________________________________________________________________________________

BID SCHEDULE CONTINUED

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin upon award. Any renewal options exercised will be for one (1) year periods.

Unless otherwise noted, quoted mark-up will remain firm for four (4) additional one-year periods.

If a percentage increase/decrease will be a part of this bid, please note this in the space provided together with an explanation.

Comprehensive Fee

Renewal Option 1: % Increase / Decrease (Circle one)

Renewal Option 2: % Increase / Decrease

Renewal Option 3: % Increase / Decrease

Renewal Option 4: % Increase / Decrease

Labor Rates

Renewal Option 1: % Increase / Decrease

Renewal Option 2: % Increase / Decrease

Renewal Option 3: % Increase / Decrease

Renewal Option 4: % Increase / Decrease

BL091-24 PAGE 16

BID SCHEDULE CONTINUED

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of…