Cooling_Towers_Checklist_&_Condition_Assesment.docx

This cooling towers checklist and condition assessment document is a maintenance instruction form for Pinellas County, Florida's HVAC Systems and Related Services contract, which encompasses preventive maintenance across approximately 150 county locations managing 31 cooling towers among other equipment totaling 4.5 million square feet of facilities. The document outlines mandatory annual inspection and maintenance procedures for cooling tower assets, including tasks such as inspecting interior and exterior surfaces, checking drift eliminators and spray nozzles, cleaning strainers, verifying ball float valve assembly operations, coordinating with water treatment providers, performing vibration analysis on tower fans, checking for water leaks, lubricating bearings, changing gear box oil, and conducting Megger insulation tests on motors. The form requires contractors to record start and finish values for motor voltage and amperage measurements and document any voltage and current imbalances, with completed checklists to be submitted annually as part of the preventive maintenance documentation package. The RFP response deadline is April 9, 2026, at 3:00 PM EST, with questions due by March 30, 2026, at 2:00 PM EST; the initial contract term spans 36 months from award with two optional 12-month renewal periods.

The document explicitly excludes contractor responsibility for equipment room conditions, overall system performance, water treatment and acid cleaning, corrosion or erosion damage, disconnect switches and circuit breakers, and complementary equipment such as cabinets and water supply lines. The condition assessment rating scale ranges from "Very Good" through "Failed," providing a standardized framework for documenting component status and informing future capital planning decisions. The contract requires contractors to maintain an office in Pinellas County or nearby, employ experienced HVAC personnel, complete county security clearance processes including Florida Department of Law Enforcement background checks, and meet quarterly performance metrics requiring completion of at least 25 percent of annual preventive maintenance inspections per quarter. Johnson Controls, Inc. is identified as the anticipated contractor under a projected sole source procurement method, with total estimated contract value of $375,079 over the initial three-year term ($125,026.33 annually) and a Not-To-Exceed budget of $220,000 comprising $200,000 for preventive maintenance and repairs and $20,000 for authorized services. Insurance requirements include Workers' Compensation at Florida statutory limits, $1,000,000 Commercial General Liability per occurrence, $1,000,000 Business Automobile Liability, $5,000,000 Excess/Umbrella Liability, and $1,000,000 Professional Liability, with all carriers maintaining AM Best ratings of A-VIII or better.