EXHIBIT A - Scope of Services .pdf

EXHIBIT A - Scope of Services

ITB No.: C007134 Project: HVAC Chiller Overhauls- CHOT & NSCEP locations

SECTION 1. SCOPE OF SERVICES OVERVIEW

The scope of work for the Contemporary Hotel Energy Plant (“CHOT”) and North Studios Central Energy Plant (“NSCEP”) Chiller Overhaul project shall include, but not be limited to, labor, materials, equipment and tools necessary to provide turnkey services for motors, compressors and condenser tubes for Carrier manufactured centrifugal chillers as described below.

SECTION 2. SCOPE OF SERVICES

2.1 The chillers included in this scope of work shall include the following:

A. NSCEP Chiller 8 – Carrier, Model #19XR7270, Serial #1299J5961, installed 1999 (“NSCEP Chiller 8”)

B. CEP Chiller 1 – Carrier, Model #19CB8941XX, Serial #40288, installed 1989 (“CHOT Chiller 1”)

2.2 MOTOR:

A. The Contractor shall furnish all labor, materials, equipment, rigging, transportation, and tools necessary to remove, package, and transport each chiller motor to the Xcel Motor Repair facility in Waynesboro, North Carolina. Services shall include complete motor disassembly, cleaning, inspection, dimensional verification of critical components, electrical and mechanical testing, condition assessment, and evaluation of the motor's overall integrity. The Xcel Motor Repair facility address, and contact information are provided below:

Xcel Hermetic Motor Rewinding Miranda Paul, Service Operations Manager 2356 Bethel Rd.

Wadesboro, NC 28170 Phone: 704-694-6001 - Fax: 704-694-6003 Email: miranda@xcelhmr.com

B. Upon completion of the inspection and evaluation, the Contractor shall provide a detailed written report documenting all findings, test results, measured tolerances, and identified deficiencies. The report shall include recommended repairs, replacement requirements, and associated costs for Owner review and approval prior to the commencement of any repair work.

C. At a minimum, motor overhaul work shall include replacement or refurbishment of worn components as required to restore the motor to OEM specifications. All bearings, seals, gaskets, O-rings, and other rubber components shall be replaced. Motors shall be reassembled, dynamically balanced, operationally tested, reinstalled, aligned, and returned to service.

D. The Owner shall be responsible for de-energizing the equipment, implementing and maintaining all required lockout/tagout (“LOTO”) procedures, and disconnecting and reconnecting all associated electrical connections necessary to facilitate the Contractor's work.

E. Contractor shall coordinate with Owner to verify correct rotation prior to connecting coupling.

2.3 COMPRESSORS:

A. The Contractor shall furnish all labor, materials, equipment, and tools necessary to recover, weigh, and manage the existing refrigerant charge; disassemble the compressor; inspect and evaluate all internal components;

perform dimensional measurements; and complete all OEM-recommended inspections, testing, and condition assessments.

B. Upon completion of the inspection and evaluation, the Contractor shall provide a detailed written report documenting all findings, test results, measured tolerances, and identified deficiencies. The report shall include

ITB # C007134 Page 2 of 8 recommended repairs, replacement requirements, and associated costs for Owner review and approval prior to the commencement of any repair work.

C. Following Owner approval, the Contractor shall restore the compressor to OEM operating specifications through the repair, machining, refurbishment, or replacement of worn or damaged components as required. All bearings, seals, gaskets, O-rings, and other rubber components shall be replaced.

D. Contractor shall inspect, measure, and evaluate the condition of the compressor drive coupling and provide recommendations for repair or replacement as necessary.

E. Upon completion of the overhaul, the Contractor shall reassemble and reinstall the compressor, recharge the unit with refrigerant, and perform all required startup, commissioning, and operational testing. Refrigerant charge shall be adjusted as necessary to achieve OEM-recommended operating conditions and optimal system performance. The Contractor shall provide the Owner with all refrigerant recovery, recycling, reclamation, and disposal documentation in accordance with applicable EPA regulations.

F. Contractor shall provide all refrigerant recovery equipment, refrigerant management services, and any additional refrigerant required to return chiller to full operational condition.

G. The Owner shall be responsible for de-energizing the equipment, implementing and maintaining all required LOTO procedures, and disconnecting and reconnecting all associated electrical connections necessary to facilitate the Contractor's work.

2.4 CONDENSER TUBES:

A. Contractor shall remove condenser heads, water boxes, and associated components necessary to access condenser tubes for inspection.

B. Contractor shall perform Eddy Current Testing (ECT) on 100 percent of the condenser tubes and provide a detailed inspection report documenting the condition of all tubes. The Contractor's proposal shall include a separate lump-sum price for complete condenser tube replacement should the Owner determine that replacement is necessary. Based on the ECT results and the percentage of tubes within any pass that are found to be outside acceptable specifications, the Owner may, at its sole discretion, authorize full condenser tube replacement at the proposed lump-sum price. Upon authorization, the Contractor shall remove and properly dispose of all existing condenser tubes and furnish, install, test, and commission new high-efficiency Skip-Fin Turbo copper condenser tubes, or an approved equal. Replacement tubes shall be compatible with the existing chiller design and shall match the existing tube length, configuration, diameter, and wall thickness unless otherwise specified. The Contractor shall replace all tube-to-tubesheet sealing components, gaskets, and other associated rubber goods necessary to provide a complete and fully functional installation.

C. Following installation of the new condenser tubes, Contractor shall perform Eddy Current Testing (ECT) on 100 percent of the tubes and provide a detailed inspection report documenting tube condition. The report shall establish a baseline record for future inspections, performance evaluations, and comparison of tube degradation over time.

D. Upon completion of tube replacement work, Contractor shall reinstall condenser heads and water boxes with new gaskets, perform hydrostatic and leak testing as required, and conduct operational testing to verify proper chiller performance and system integrity.

E. Contractor shall provide all inspection reports, tube replacement records, test results, and commissioning documentation upon completion of the work.

F. The Owner shall be responsible for de-energizing the equipment, implementing and maintaining all required LOTO procedures necessary to facilitate the Contractor's work.

INTENTIONALLY LEFT BLANK

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SECTION 3. PROJECT MILESTONE SCHEDULE AND LOCATIONS

3.1 Owner will attempt to use the following time schedule, which will result in the final completion of the above scope of services.

MILESTONE DESCRIPTION START DATE COMPLETION DATE

Notice to Proceed / Contract Execution October 9, 2026 -

Removal of Motors for Shipment to Repair Facility - October 30, 2026

Initial Reports Submitted - December 11, 2026

Completion of Repairs - January 29, 2027

Final Completion (Chillers Returned to Service) - February 26, 2027

NOTE: These dates are estimated dates only and are subject to change.

3.2 LOCATIONS:

• CHOT: 4875 N World Drive

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• North Studios Energy Plant: 245 Showbiz BLVD

SECTION 4. EMPLOYEES

4.1 The Contractor shall perform scheduled services in accordance with Owner approved work windows. Normal work hours are generally between 7:00 A.M. and 5:00 P.M., Monday through Friday; however, the Contractor shall provide twenty-four (24) hour per day, seven (7) day per week emergency response capabilities throughout the term of this Agreement. Work activities requiring system shutdowns, equipment tie-ins, commissioning, electrical cutovers, refrigerant transfers, or other operationally sensitive tasks may be required during nights, weekends, holidays, or other off-hour periods to minimize impacts to Owner operations. All such activities shall be coordinated with and approved by the Owner prior to execution.

4.2 Owner will designate where Contractor's crew will take breaks, lunches, and use restroom facilities. Employee personal vehicles will be parked only in areas designated by the Owner.

4.3 Owner reserves the right to refuse any Contractor's employee who does not meet or conform to Owner’s policies.

Contractor's employees shall be required to maintain a level a professional appearance at all times while performing required tasks in or out of guest view. This includes a level of professional hygiene that includes all contractor provided uniforms.

4.4 Contractor shall be responsible for initiating, maintaining and supervising safety precautions and programs in connection with the services, and shall provide all protection to prevent injury to all persons involved in any way

ITB # C007134 Page 5 of 8 in the services.

4.5 The Contractor shall acknowledge all service requests within twenty-four (24) hours of receipt. For emergency service requests involving critical HVAC, chiller, refrigeration, controls, or associated mechanical systems, the Contractor shall provide a qualified technician response within the response times established in this Agreement.

Contractor shall diligently pursue all corrective actions through completion and maintain communication with the Owner regarding status, findings, and repair progress.

4.6 Contractor shall cause all of its employees to behave in a friendly, respectable, and courteous manner towards Owner, guests, staff, and management. In the event the Owner believes that any of Contractor's employees are acting other than as herein required, or Owner or its agents determine that any of such employees are not performing their duties in a competent manner, Owner shall so advise Contractor and Contractor shall promptly arrange to correct the deficiencies or to replace such employee as reasonably approved by Owner. Contractor shall maintain continuous and regular communications with Owner concerning safety and other factors that relate to the performance requirements hereunder and concerning any injury or damage to guests or Contractor's employees that may result or occur in connection with the Services to be provided by Contractor hereunder.

4.7 All scheduled work, preventive maintenance, repairs, shutdowns, testing, startup, commissioning, and system modifications shall be approved and coordinated through the Owner or the Owner's designated representative.

4.8 The Contractor shall perform site evaluations, equipment inspections, and operational assessments necessary to identify deficiencies affecting system reliability, efficiency, safety, or performance. The Owner may participate in such inspections at its discretion.

4.9 The Contractor shall provide written responses to all service requests submitted by the Owner. Service documentation shall include equipment serviced, deficiencies identified, corrective actions taken, materials utilized, labor hours expended, and recommendations for future action.

4.10 All services, whether performed by the Contractor, its subcontractors, or anyone directly or indirectly employed by any of them, and all applicable equipment, machinery, materials, tools, and like items used in the services, shall be in compliance with, and conform to: (a) all applicable laws, ordinances, rules, regulations, and orders of any public, quasi-public, or other governmental authority; and (b) all codes, rules, regulations, and requirements, of the Owner and its insurance carriers relating thereto. In the event of conflicting requirements, the more stringent shall govern.

4.11 Contractor shall at all times keep the general area in which the services are to be performed clean and free from accumulation of waste materials or rubbish (including, without limitation, hazardous waste), caused by performance of the Services, and shall continuously throughout performance of the services remove and dispose of all such materials. The Owner may require the Contractor to comply with such standards, means, and methods of cleanup, removal, disposal as the Owner may make known to the Contractor and/or as required by any applicable laws. In the event the Contractor fails to keep clean of such rubbish and waste in the affected areas, and the Owner incurs the clean-up cost, the Owner will deduct the expenses incurred from any sums then or thereafter due the Contractor.

SECTION 5. QUALITY CONTROL

5.1 The Contractor shall establish, implement, and maintain a documented Quality Control/Quality Assurance

(QC/QA) program specific to HVAC, chiller, refrigeration, building automation controls, and mechanical systems work performed under this Agreement. The program shall include inspection procedures, testing requirements, commissioning verification, startup documentation, service reporting, and corrective action processes.

5.2 All work shall be performed by qualified personnel utilizing industry best practices and in accordance with manufacturer requirements, applicable codes, engineering standards, and Owner requirements. The Owner reserves the right to reject any work, equipment, materials, or installations that fail to meet the requirements of this Agreement.

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5.3 The Contractor shall provide adequately trained and experienced personnel to perform the Work. Technicians performing refrigerant work shall possess all applicable EPA certifications, and technicians responsible for startup, commissioning, controls integration, or specialized equipment repairs shall possess relevant manufacturer training and certifications.

SECTION 6. DAMAGE

6.1 Any damages caused by Contractor shall be repaired by Contractor within twenty-four (24) hours, or shall be repaired by the Owner and back-charged at the current rate per man hour plus material plus twenty percent (20%) on material only. Any materials required to correct damages caused by Contractor shall be the responsibility of Contractor.

6.2 Should the Owner elect to have Contractor perform any work outside the scope of services, the Owner may request a lump sum proposal for the Work or may direct Contractor to proceed on a time and material basis.

6.3 The Contractor shall immediately notify the Owner of any property damage, equipment failure, refrigerant release, personal injury, environmental incident, or operational disruption occurring in connection with the Work and shall provide a written incident report within twenty-four (24) hours.

SECTION 7. SAFETY

7.1 All Contractor-owned and subcontractor-owned equipment, vehicles, tools, rigging, lifting devices, testing instruments, and safety equipment shall be properly maintained, inspected, and operated in accordance with applicable regulations and manufacturer requirements.

7.2 The Contractor shall maintain all licenses, certifications, permits, and qualifications required to perform the Work.

Personnel shall hold applicable certifications, including but not limited to EPA Refrigerant Handling Certification, OSHA training, equipment-specific manufacturer certifications, welding certifications, electrical qualifications, and other certifications relevant to the services being provided.

7.3 The Contractor shall provide and enforce the use of all required Personal Protective Equipment (PPE), including but not limited to eye protection, hearing protection, hand protection, foot protection, fall protection, respiratory protection, arc-flash protection, and other PPE as required by the hazards present and applicable regulatory requirements.

7.4 The Contractor shall comply with all Owner Lockout/Tagout (LOTO), confined space entry, hot work, energized electrical work, fall protection, rigging, crane operations, refrigerant handling, and other hazardous work procedures.

No hazardous work activity shall commence until all required permits, approvals, and safety controls have been implemented and approved by the Owner.

7.5 The Contractor shall maintain sufficient staffing, tools, equipment, vehicles, and material resources to respond to emergency service requests 24 hours per day, 7 days per week. Emergency response personnel shall be trained to safely diagnose, isolate, repair, and restore critical HVAC and chiller systems while minimizing impacts to Owner operations.

SECTION 8. QUALIFICATIONS

8.1 CONTRACTOR QUALIFICATIONS:

A. The Contractor shall have a minimum of five (5) years of experience performing major maintenance, repair, and overhaul services on Carrier centrifugal chillers, including motor and compressor overhauls, condenser tube inspections and retubing, testing, startup, and commissioning of large 2,000-ton chillers, and shall demonstrate the experience, qualified personnel, technical expertise, and resources necessary to perform such services, including at least three (3) comparable projects completed within the past five (5) years involving Carrier centrifugal chillers, with at least one (1) project involving a centrifugal chiller rated at 2,000 tons or more, and shall provide the required information for each project in EXHIBIT D – Similar Project Reference.

8.2 Contractor shall have a State of Florida Mechanical License.

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8.3 PERSONNEL QUALIFICATIONS:

A. The Contractor shall submit resumes and qualifications for key personnel assigned to the project. Information shall include:

i. Years of experience.

ii. Relevant certifications and training.

iii. Factory training, where applicable.

iv. Experience servicing Carrier centrifugal chillers.

v. Experience performing motor overhauls, compressor overhauls, condenser tube inspections, and condenser retubing.

8.4 OEM CERTIFICATIONS AND TECHINICAL RESOURCES

A. The Contractor shall provide current and active Original Equipment Manufacturer (OEM) certifications, authorizations, or equivalent documented factory training required to service the equipment.

B. The Contractor shall demonstrate access to the personnel, tools, and resources necessary to perform the work, including:

i. Factory-trained technicians with experience servicing Carrier centrifugal chillers.

ii. OEM technical support.

iii. OEM service manuals, engineering documentation, and service bulletins.

iv. Diagnostic software, testing equipment, and specialty tools required to evaluate, repair, and commission the equipment.

v. Genuine OEM replacement parts and materials.

8.5 TECHNICAL EXPERIENCE

A. The Contractor shall provide documentation demonstrating experience in successfully performing, at a minimum, the following services:

i. Motor inspection, testing, repair, and overhaul.

ii. Compressor inspection, testing, repair, and overhaul.

iii. Bearing replacement, alignment, balancing, and vibration analysis.

iv. Refrigerant recovery and system restoration.

v. Eddy Current Testing (ECT) of condenser tubes.

vi. Condenser retubing.

vii. Startup, commissioning, and performance testing.

viii. Description of work performed.

8.6 DISTRICT DETERMINATION OF QUALIFICATIONS:

A. The District reserves the right to determine whether a Contractor possesses the experience, personnel, technical capability, and resources necessary to successfully perform the services required under this Contract. The District may reject any proposal that does not adequately demonstrate the required qualifications or experience.

B. Subcontractor List Form: Contractors are required to disclose a complete list of sub-contractors using the Exhibit C - Subcontractor List form with their bid submittal. The District will reject any bid submittal that does not include a Subcontractor List, or if the list is found incomplete. If the Contractor will not utilize any subcontractors, they must write “None” on the form. Contractors are not allowed to change or add subcontractors without approval by the District. Contractor shall not subcontract any part of Work with any subcontractor not listed on the Subcontractor List without prior written approval of the District. The District may revoke approval of any Subcontractor when such Subcontractor evidences an unwillingness or inability to perform the Work in strict accordance with the Contract provisions. Contractor shall cause appropriate provisions inserted in all approved subcontracts relative to the Work to bind subcontractors to the terms of the Contractor’s Contract, insofar as applicable to the Work of subcontractors, and provide language regarding the termination of any subcontracts the District may exercise over the Contractor under provisions of this

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i. District’s approval of a Subcontractor shall not relieve the Contractor of any of their responsibilities, duties, and liabilities. The Contractor shall be solely responsible to the District for the acts, defaults, or omissions of their Subcontractor and of such Subcontractor’s Officers, Agents, and Employees each of whom shall for all purposes be deemed to be the agent or employee of the Contractor. It is the responsibility of the Contractor to require all subcontractors to maintain adequate insurance coverage, equal to the minimums of the Contractor.