C04_Attachment III - Specifications_1232SA26Q1203.pdf

Attachment III

United States Department of Agriculture Agricultural Research Service

Specifications

PENDLETON HVAC BI-ANNUAL

SERVICES

Columbia Plateau Conservation Research Center USDA Agricultural Research Service Pendleton, OR

The United States Department of Agriculture – Agricultural Research Service location in Adams Oregon (hereafter USDA-ARS) is seeking Repair and Service firm fixed price cost.

USDA-ARS is seeking a qualified firm (hereafter Contractor) to provide repair and maintenance services for the boilers, chillers, BAS controls, air handlers and hydronic plumbing system (hereafter HVAC system). The USDA-ARS requests work with a single Contractor such that the provision of the services is administratively efficient, cost-effective, and seamless. It is the USDA-ARS’s intent to enter into an agreement with an anticipated beginning date October 1, 2026, through September 30, 2027.

HVAC system services support the development and completion of the USDA-ARS annual capital and maintenance project plans. Services will include scheduled services for HVAC system. Contractor is guaranteed biannual HVAC equipment services, and biannual BAS controls services. The intent of this RFQ and subsequent contract is to control costs; ensure work is completed by a Contractor with a comprehensive understanding of the location HVAC system and service needs. This is a firm fixed price contract.

Qualifications

The selected Contractor shall have access to sufficient licensed staff, facilities, and equipment to provide the requested services. Services provided under this contract shall be performed by licensed, qualified and trained personnel, who are directly employed by the Contractor. Subcontracting portions of the services will not be allowed without prior consent from USDA-ARS. Contractor’s qualifications shall include a minimum 3 years of experience in maintaining, troubleshooting and repair of large commercial mechanical systems consisting of boilers, chillers, heating hot water and chilled water systems, variable volume air handling systems, laboratory pressure controls, lab exhaust systems, fume hood systems and Alerton building automation systems.

The successful Contractor will have, and provide documentation of the following minimum qualifications:

A) Have a current Oregon State certificate of registration as a Contractor in compliance with chapter ORS 701, which must be in effect at time of bid submittal

B) Have a current Oregon State Unified Business Identifier (UBI) number.

C) Have an Oregon Department of Revenue State Excise tax registration number.

D) Have Industrial Insurance (worker’s compensation) coverage for the Contractor’s employees working in Oregon State, as required in ORS 656.

E) Company has five (5) or more years’ experience in commercial HVAC Services.

F) The Contractor shall supply in writing the following certifications with the bid form:

• Alerton Certified Engineer (minimum of two technicians)

• Burnham

• Carrier

• Daikin

Additional information

• The contract resulting from this RFQ will be a firm-fixed price contract in which the successful Contractor is guaranteed two annual HVAC equipment, and two BAS controls services.

• The work shall be performed using the Contractor’s own tools.

• Contractor agrees to perform the work expeditiously in conformance to professional and industrial standards, codes and requirements of the agreement with the USDA-ARS. Unless the means or methods of performing a task are specified elsewhere in the contract, Contractor shall employ methods that are generally accepted and used by the industry.

• Contractor and USDA-ARS shall mutually agree upon a schedule for the performance of Contractor’s services, as needed, allowing time for USDA- ARS representative(s) to review and approve the work. Work performed by the contractor will be subject to monitoring and acceptance by USDA-ARS designee.

• Contractor must conform to building regulations including safety regulations to enter labs (i.e. long pants, close-toed sturdy shoes) when necessary.

Contractors must read and agree in writing to a USDA-ARS laboratory safety protocol prior to performing any work in laboratory spaces.

• Contractor has been made aware that asbestos-containing materials may be present in the facility. Contractor will be made aware of the location of any known asbestos-containing materials as it relates to any project prior to the commencement of work activities.

• Contractor understands that USDA-ARS will be responsible for determining the performance of Contractor’s work in response to any work assigned by USDA-ARS. Contractor also agrees to provide prompt itemized invoicing to USDA-ARS for payment of Contractor’s fees. Invoices shall be uploaded to the IPP website per award instructions.

• Contractor shall be compensated on fixed price basis.

Changes in Work

No claim for extra work shall be considered or allowed without prior consent from USDA-ARS designee and said order is in writing. Contractor shall not be entitled to claim damages or compensation for any hindrance or delay in the progress of the work that is beyond the reasonable control of Contractor or USDA-ARS.

Background Checks

All technicians working on equipment at the location will be required to have a Federal HSPD12 Tier 1 background check prior to working. All technicians working on the BAS at the location will be required to have a Federal HSPD12 Tier 2 background check prior to working. After a satisfactory background check a site badge will be issued to each technician and given while working at the location. They will return it to the Front Office once done for the day.