DHR HVAC PM_One_Time_deep cleaning service_multiple counties_ Specification 936R08_08_19_2024.docx

DHR HVAC PM Specification 936R08 08_19_2024

Mandatory site visit: All suppliers must attend the mandatory site visit on the date scheduled and tour HVAC equipment. Suppliers and DHR must complete and sign the event sign in sheet. Quotes shall not be accepted from Suppliers that do not attend, tour the equipment and sign event sign in sheet.

Purpose and Scope of Specification:

The purpose of this specification is to establish a One-Time Preventive Maintenance (PM) deep cleaning service that shall be completed per specification requirements and terms and conditions. This PM service covers all heating, ventilation, air conditioning (HVAC) equipment, cooling towers, condensing water pumps, chillers, chilled water pumps, furnaces where applicable per facility utilized by The Department of Human Resources (DHR).

This PM clean service does not include Repair services nor replacements.

This PM service does not include boiler maintenance nor cleaning.

This PM service does not include water treatment.

DHR County offices included in this specification are in Chambers, Clay, Coosa, ISD Hopper St, Jefferson Bessemer, Etowah, Hale, Mobile Cottage Hill (ISD unit only). These facilities are located throughout Alabama.

Award: Award shall be by location to lowest responsible quote for PM deep cleaning service.

Inspection Schedule for HVAC Systems:

All Preventative maintenance inspections shall be performed One time and can be completed in the month of August or September.

Appointments for PM:

All PM inspections are handled by appointment only and must be scheduled in advance through DHR County Office. County Office appointment hours are M-F, 8:30A.M.-3:00P.M., No Weekends or Holidays.

Vendor shall call the DHR County office point of contact as referenced in sourcing project solicitation to schedule appointments.

PM Labor/Travel and Mileage/Material and Supplies:

Supplier quoted unit price must represent total cost for providing PM service per each facility. Total costs shall include all travel time, mileage, labor cost, trip charges if applicable, all materials, supply costs, equipment rentals used to complete one time PM/ deep cleaning service.

PM/ deep cleaning shall include all costs and not limited to supplier providing; coil cleaner, chemicals, belts, lubricants, pleated filters, all miscellaneous items required for PM and deep cleaning all equipment as stated above.

PM inspection and total costs shall all include supplier checking all other related equipment for maintenance needs and identifying potential repairs needed per inspection report.

The State will not pay additional travel time or mileage charges (over the contract bid price) for PM Service.

All materials, supplies and equipment used in performing the HVAC PM Inspection tasks shall be first class in every respect. All items shall be new or recent manufacture and shall be suitable for their intended purpose.

PM Procedures and DHR Building Contact The technician shall sign in at the DHR County Office Front Desk at arrival time for the PM inspection. Supplier technician shall report in with Director, and authorized personnel prior to starting PM service to communicate presence on the property for Inspection.

Technician shall be responsible to take before and after pictures at time of inspection. Pictures shall contain date and time taken. Pictures shall be sent by email to the county office authorized personnel.

Mandatory walk through required with DHR authorized personnel and technician at end of PM service for each unit. For those units not on floor and not assessable by DHR pictures shall suffice to confirm deep cleaning. Review shall be to confirm total unit cleaning including all coils, shrouds, pans, air handlers, and filters that has been cleaned after completion of PM service and prior to departure of site. For those units not accessible for DHR personnel a review of pics showing cleaning as described within shall suffice. Each individual unit within the inspection report shall be signed off by DHR and Technician during walk through.

Supplier shall remove shrouds and take before PM cleaning pictures and after PM cleaning pictures of the following equipment: condensing coil, drain pan, heads on mini splits, louvers, air filters, and exhaust fans.

PM Inspections shall include requirements per inspection forms and instructions within. Each PM service shall require this deep cleaning of all condenser coils, removing shrouds, clean inside valley area where condenser pans are located, and cleaning outside of coils. Deep cleaning also includes cleaning evaporator coils, cleaning air handler.

Service technician PM service shall include complete system check. This includes review of VAV’s for proper operation, cleaning exhaust fans, changing all air filters, checking volts, and amperage on compressor, cleaning/vacuuming drain pans, cleaning indoor heads on mini splits, cleaning louvers, Check system for lubrication and lubricate system as needed using manufacturer’s recommended coil cleaner oil for semi mini-split condenser coils and micro channel coils. Check all belts and replace belts when needed. Check pan tablets and add pan tablets as needed. Review system for potential needed repairs.

Only pleated filters will be accepted for use, and all filter’s must be changed at this PM service - no exceptions.

At the PM service all new air filters must contain the following information printed on each new filter: service technician name, company name, inspection date, filter replacement date. Used filters shall be turned in to DHR authorized personnel prior to departure.

During PM service technician shall perform the task for each unit and shall check off the items only when the task has been fully completed. Partial inspection of items is not acceptable.

Inspection Forms identify specific tasks of PM. Additional tasks of deep cleaning are identified within this specification and shall be completed by technician. All specification requirements and inspection form tasks are required for this PM/deep cleaning service. Supplier is to disregard frequency on inspection form and complete all tasks for this PM/deep cleaning.

All inspection forms shall be filled out completely and correctly and contain equipment identified by brand name, type of unit, model #, unit number of the system, serial number, and specific details of needed repair or potential issue for the purpose of dispositioning and authorizing necessary repairs.

As part of verification process Technician shall meet with DHR authorized personnel at end of PM prior to departure from site for review meeting. Before and after PM pictures taken by technician phone shall be sent to DHR prior to review meeting. During review meeting Inspection form content shall be reviewed with before and after pictures plus the walk through, Technician shall show old filters removed, visually review new filters installed with required printed language to satisfy inspection process and discuss documented written problems and needed repairs.

During the review meeting DHR Director or DHR authorized personnel shall sign, the inspection form signifying review of content and before and after pictures prior to service technician departure from site.

DHR office shall maintain a copy of the signed inspection form in their file and forward a copy to DHR GSD Purchasing Office contact at end of review. Pictures remain with county office in file for reference.

The supplier shall maintain a cumulative record of all inspections and service forms for each county and for each individual HVAC unit in the building.

PM Inspection Forms:

All required Inspection forms are made a part of this quick quote sourcing project and are incorporated into subsequent purchase order.

PM Inspection Forms shall be utilized during PMs for all units at the site.

Inspection forms for this sourcing project shall be provided at time of inspection by the DHR county office.

Inspection forms referenced for each site will need to be verified by the awarded supplier for correctness of equipment based on equipment type on site. Disregard frequency all tasks shall be completed for this one-time PM deep cleaning service. Awarded supplier shall work with county office to obtain correct forms should a form be referenced in error.

Note: All counties have more than one unit. Quantity of units varies per each facility.

Building Conditions after Completing HVAC PM:

All equipment and the building shall be left in a clean and orderly fashion after performing PM. No debris will be left on property.

Environmental Protection:

The vendor shall be responsible for reporting to the DHR County Office any Freon purges or losses, to the state and federal environmental protection agencies during contract period.

Repairs:

If repair need is found during PM service supplier shall communicate to county office. Emergency repairs shall be handled through emergency procedure. No repairs are included in this PM and must have approval from DHR Purchasing. Non-emergency request shall be handled through the Alabama Buys quick quote process.

All emergency quotes shall be obtained in accordance with the Purchasing rules and regulations according to purchasing laws for State of Alabama.

All repair estimates shall include hourly labor rate, # of hours, trip charge, part cost, supply costs and total costs.

The quotation shall identify HVAC unit number, brand name, type of unit, model, and serial number, and problem detailed description.

All vendor quotes for emergency repairs are to be emailed to authorized personnel at the county office in need of repair.

Vendor can contact the DHR County Office at any time to further discuss HVAC problems and suggested repairs between the hours of 8:30 am and 4:00 pm CST, Monday through Friday.

DHR Director, or authorized DHR personnel at county office shall email documented HVAC inspection forms, to the DHR General Services Purchasing Office, in the same month of the inspection, Inspection forms shall document needed repairs, concerns, problems.

Damages:

The vendor shall be responsible for any damages caused by negligent acts of the service technician. These damages may include, but are not limited to, the following:

Equipment damage, broken ceiling tiles caused by improper handling by the technician. Damage to tiles, walls, ceilings, floors, carpet, and stored supplies caused by overflowing condensate drains that have not been properly maintained by the vendor, etc.

Quality of Work Performed:

The work performed by the vendor will be spot-checked by DHR for compliance with the terms and conditions herein specified.

Payment terms:

Net 30, paid in arrears after service completion. No invoice shall be dated nor accepted prior to completion of service. The Director, or authorized DHR personnel shall not approve any PM invoice for payment until all tasks are properly completed.

HVAC Technician Experience Requirements:

Requirement for Licenses:

The vendor that is awarded the PM contract must have current business license on file prior to doing the work.

All inspections are to be performed by a HVAC experienced field technician with a minimum of five (5) years’ experience in HVAC systems in commercial equipment.

All technicians must have completed HVAC training and training shall remain current during term of this agreement. Technician shall be knowledgeable in; but not limited to air-to-air systems, water-source heat pumps, electric and gas heat pumps, gas-fired forced-air units, air and water chillers, and cooling towers. Vendor must hold current HVAC training documents on file of technician’s experience and must be able to always confirm technician training in HVAC systems through training documents if audited. Failure to abide by this requirement can automatically void the contract.