DHR HVAC PM specifications 1-23-26 with revisions_ kg FINAL 4.20.26.docx

The purpose of this solicitation and resulting Purchase Order award is to provide HVAC Preventative Maintenance (PM) and Repair Services for various DHR locations throughout the State of Alabama. The PM services shall include all HVAC equipment including boilers and chiller equipment, where applicable, service calls, and repairs. This Purchase Order will include maintenance and minor repairs to all equipment listed in the agency specifications. Minor repairs may include changing out bad parts, fixing connections such as thermostat wires and capacitors, clearing clogged drain lines, repairing existing duct work, replacing belts, repairing small refrigerant leaks, etc.

At no point shall new HVAC units be installed or entire systems be replaced using this Purchase Order. Also, any work that would include taking down sheetrock, breaking up concrete, or any change in the design of the current equipment, must not be done through this Purchase Order.

HVAC Technician Experience Requirements:

All PM service requirements and repairs for DHR are to be performed by a State of Alabama HVAC licensed contractor and hold a State of Alabama refrigeration license certified by the Alabama Board of Heating, Air Conditioning, and Refrigeration Contractors. Supplier must hold a State of Alabama Gasfitter plumber license and hold Master gasfitter certification certified by Alabama Plummers and Gasfitters Examining Board for servicing all gas fired equipment. All licenses required for Contractor and technicians working on DHR equipment shall be current at time of award and shall remain current throughout subsequent agreement.

Technicians that service DHR equipment handling refrigerants shall hold universal refrigeration certification from EPA (Environmental Protection Agency), per code requirement section 608, and shall have current certification at time of award and certification shall remain current throughout subsequent agreement.

Technicians performing service work to DHR equipment shall be trained and skilled at time of award in the following:

· Service work experience in all applicable brands of HVAC commercial systems at each county office and as shown on the county equipment list provided with this solicitation.

· Gas and electric boilers, air- and water-cooled chillers, closed loop, water source heat pump, mini splits, split systems, packaged units, furnaces, and all other equipment included in DHR equipment list provided with this solicitation. Any brand specific factory certifications should be available upon request.

· Required training as per HVAC commercial industry standards and this skill level must be maintained throughout the subsequent agreement, in service and repair on DHR equipment.

Apprentices must be accompanied by knowledgeable, skilled technicians to service and repair DHR equipment, and all must have refrigeration card on person while on DHR property working on HVAC equipment. Refrigeration cards do not apply to technician servicing boilers.

Upon award, Supplier shall provide a list of technician’s names that will service DHR, that currently hold EPA certification and provide a copy of the current EPA certification which shall be used as written verification of knowledge and skill level of technician(s).

PM Schedule for HVAC Systems:

All PM services shall be performed once per quarter and in sequential order within each quarter to ensure inspections are not completed back-to-back months between quarters. Example: maintenance completed in 1st quarter, during 2nd month, will be completed in 2nd quarter during, 2nd month.

PM Labor/Travel and Mileage/Material and Supplies:

Supplier unit price bid shall represent quarterly PM service total costs per location. Unit price for PM services shall include all tools, filters, travel, labor, and equipment necessary.

Replacement Filters:

All replacement filters shall be pleated, including HEPA filters, and all filter’s must be replaced quarterly – no exceptions.

All standard pleated filters shall comply with a MERV rating 10 for the specific HVAC system and building conditions. No fiberglass filters shall be used. HEPA filters shall be replaced with HEPA filters.

Boiler filters shall be pleated filters. Size is determined by system in place. Installation must adhere to HVAC industry best practices to maintain system performance and indoor air quality.

Supplier Service Requirements:

After award, all PM quarterly inspections are scheduled by appointment only. Supplier shall schedule in advance through DHR County Office. County Office appointment hours are provided M-F, 8:30 A.M.- 4:00 P.M., excluding weekends and Holidays.

Upon arrival for each PM service, the technician shall sign in at the DHR County Office Front Desk and technician must report to authorized personnel – Finance Officer, their back up or Office Director prior to start of inspection.

Each quarter during PM service, the technician shall replace all air filters and shall label all filters with the following information: Service technician initials, company name, filter replacement date, and HVAC unit number. Washable type filters shall be washed on site and reinstalled in lieu of replacement.

Technicians shall take pictures before and after cleaning at quarterly inspections. Pictures shall contain date and time taken. Technician pictures must show old filters removed and new filters installed with labeling as detailed above. These pictures shall be provided to DHR County Office personnel for review prior to technician leaving the site. All pictures shall be reviewed including pictures of shroud removal to show before and after cleaning of condensing coil, drain pan, heads on mini splits, louvers, air filters, and exhaust fans.

Inspection reports shall be signed and reviewed by Technician and DHR authorized personnel to confirm service completion. Any issues or needed repairs should be discussed on day of PM prior to technician leaving the site.

Analysis of Water Treatment and Testing:

Water treatment and testing is required on all HVAC systems that utilize water in heating or cooling the DHR buildings. Presently, there are eleven (11) DHR county offices that have a system of this type. These counties are:

· Baldwin, Blount, Calhoun, Chilton, Cullman, Elmore, Etowah, Jefferson Bessemer, Madison, Morgan, St. Clair.

The awarded supplier of the preventive maintenance PO for those DHR offices with water systems shall use a company that is certified in water treatment testing for HVAC system inspection. Water treatment reports will be submitted prior to payment of invoice.

The supplier shall provide information on water treatment and testing company along with their certifications to the county office and DHR Purchasing upon receipt of PO.

The supplier awarded the resulting HVAC PO shall be responsible for the cost of all materials, equipment, or other related costs for maintaining a proper balance in the water system.

Upon the completion of each quarterly water treatment test, a copy of each service and/or analysis report shall immediately be furnished to the DHR County Office authorized personnel.

HVAC PM tasks required annually:

· Once per year, Supplier shall check freon replacement levels and add freon as needed to bring levels back in line with equipment manufacturer requirements.

HVAC PM tasks required twice per year:

· Deep clean all condenser coils, outside included.

· Remove shrouds and clean inside valley area where condenser pans are located.

· Deep clean evaporator coils, and clean air handler.

HVAC PM tasks required Quarterly:

· Perform a complete system check to include review of Variable Air Volume (VAV) for proper operation and clean all exhaust fans.

· Replace all filters and wash all washable type filters per specification requirements.

· Check voltage and amperage on compressor,

· Clean/vacuum drain pans, clean indoor heads on mini splits, and clean louvers.

· Check system for lubrication and lubricate system as needed using manufacturer’s recommended coil cleaner.

· Check all belts and replace belts when needed.

· Check all pulleys and replace as needed.

· Inspect wiring and electrical disconnect.

· Check pan tablets and add pan tablets as needed.

· Check primary and auxiliary drains and pans for cleanliness and clean as necessary.

· Check condensate pumps for proper operation and clean screens where applicable.

· All condensate drains shall be cleaned with compressed air or an industry-standard chemical agent that poses no environmental threat.

· Check vents.

· Clean blower wheels and fan blades to ensure proper air flow.

· Review system for potential needed repairs.

Chiller PM Quarterly Requirements:

· Check for proper refrigerant charge.

· Check for control calibration and operation.

· Inspect main electrical components, check for overheating, and tighten if necessary.

· Inspect compressor operating oil level.

· Check compressor unloading and/or capacity control mechanisms.

· Check and record refrigerant sub-cooling.

· Check for refrigerant contamination and moisture.

· Check and record compressor voltage and amperage.

· Properly check expansion tank pressure.

· Inspect all pumps, motors, and bearings. Lubricate per manufacturer recommendations.

· Check crankcase heater.

Cooling Tower PM Quarterly Requirements:

· Check all belt tension and adjust as needed

· Check fan blades for cracks and vibrations.

· Check sheaves and bushings for water.

· Check motor operation and grease bearings.

· Check for proper operation of pumps and sprayer heads.

· Check for float valve for proper operation and adjust if needed.

· Check dampers for proper operations.

Boiler PM Semi-annual Requirements: All boilers are over 400,000 BTUs/ hr. Boiler Log is required to be maintained at the DHR County Office per ASME CSD-code.

· Check boiler water level.

· Check all high limit controls.

· Check all safety controls.

· Check all operating controls.

· Check control calibration and operation

· Check all relief valve operations.

· Inspect pilot flame appearance and position. Visually inspect pilot safety control.

· Check gas valve operation.

· Check burner operation.

· Check and record entering and leaving water temperatures and pressures.

· Test for proper draft.

· Check operation of circulation pumps and motors in area around boiler.

· Visually inspect all valves and piping in area around boiler.

· Check low water cut-off.

· Check expansion tanks for proper levels of water or air pressure.

· Lubricate pumps and motors per manufacturers recommendations.

· Check for proper make up water.

· Check all fresh air vents to ensure proper combustion air.

· Clean strainers

· Check and record voltage and amperage, where applicable.

PM Inspection Forms and Certificate of Inspection Form:

PM Inspection Forms and Certificate of Inspection Form shall be utilized quarterly during PMs for all units at the site.

Blank Inspection forms referenced for each site must be verified by the awarded supplier for correctness of use based on equipment type on site. Awarded supplier shall work with county office to obtain correct forms should a form be referenced in error.

Copies of all necessary inspection forms and Certificate of Inspection Form shall be provided by DHR County Office.

Partial inspections are not acceptable.

All inspection forms shall be filled out correctly and complete (inaccurate information and partially completed is not acceptable). Technicians shall identify each HVAC unit on forms by brand name, type of unit, model number, serial number, unit number within the system, and specific details of needed repair or potential issue. Required information is for purpose of dispositioning & authorizing necessary repairs. Any discrepancies in the county equipment lists should be noted and corrected on the inspection forms.

All Inspection forms shall be signed by technician after completion of PM.

Repairs:

The supplier awarded the PM service PO shall provide the repairs needed. During PM, should supplier determine a repair is needed, a Quote shall be required for repairs prior to the repair.

Procedures for Notification of HVAC Problems and Completing Repair Quotes:

All unusual or potential HVAC issues or potential needed repairs must be documented in writing, by the technician, in the current month during inspection.

During PO period, the supplier shall be responsible for reporting any freon purges or losses to the state and federal Environmental Protection Agencies (EPA) and provide written notification to the DHR County Office and DHR Purchasing that a report was filed with EPA.

Once written PO approval is obtained, supplier shall complete the repair(s). Unauthorized repairs, failure to receive written advance approval, and failure to comply with proper procedures may result in the supplier not being paid for applicable services.

All Quotes for repairs shall include equipment unit number, equipment brand name, type of unit, model number, serial number, and a detailed description of the problem. The quote shall be itemized and include the contracted hourly labor rate, service call cost, part cost percentage, estimated number of labor hours, and total cost for completion. Unit part cost is the part cost plus percentage markup that part is sold above cost (example: part cost + 10%). Percentage markup shall be stated on quote.

Damages:

The supplier shall be responsible for any damages caused by negligent acts of the service technician. 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 supplier; etc.