FY26_HVAC_Maintenance___Emergency_Repairs_Standard_-_Selection.pdf

HVAC Preventative Maintenance and Emergency Response/Repairs.

MARCS is the largest P25 trunked digital radio system for Public Safety Responders in the World.

MARCS provides communications for a number of State Agencies, 75 of the 88 County Sheriff’s Offices, Federal, City, Township, County, Village, and other users. This equates to over 3000 agencies across the state and a total of radios that exceeds 150,000. MARCS shelters house the radio equipment that makes this all possible. Each shelter is basically a remote server room and thus requires very similar care and maintenance.

MARCS is looking for the following from its HVAC Service provider:

An Emergency response 24/7/365 to all 261 MARCS sites for any HVAC related issues that MARCS deems urgent. Excessive heat can cause the radio equipment to fail, resulting in coverage loss. This includes damages resulting from environmental issues such as inclement weather. A 2-hour response time from the First Call is required of the Contractor in an Emergency Response. Contractor is required to provide a single after hours/emergency phone number.

MARCS also require yearly preventative maintenance on all HVAC units at its 261 remote communication sites across Ohio. Each HVAC unit is to be inspected in accordance to MARCS specifications and standards.

The following is required for Preventative Maintenance:

➢ Replace air filters

➢ Clean condenser coils and evaporator coils

➢ Bringing in fresh clean water to properly perform

➢ Treat and clean piping and drain pan

➢ Check refrigerant level and top off charge if needed

➢ Check refrigerant pressures and temps

➢ Check voltage levels

➢ Tighten and/or repair any electrical connections as needed

➢ Check all contacts, relays and safety controls

➢ Check amperage of compressors, motors, and heating elements

➢ Check economizer to ensure proper operation and lubricate as needed

➢ Check thermostat operation and cal ibrat ion

➢ Check HVAC controllers

➢ Provide written report with repairs found/needed

➢ Update equipment tags with all work performed

➢ Maintain a history of work within vendor system for all sites

➢ Provide priority service - immediate repair scheduling

➢ Inspect/remove any rodent & insect infestations.

Time of Completion: Focus of Work.

1st Quarter Fiscal Year 45%

2nd Quarter Fiscal Year 20%

3rd Quarter Fiscal Year 10%

4th Quarter Fiscal Year 25%

State Fiscal Year runs from July 1 - June 30.

All site visits require notifying the MARCS 24/7/365 HelpDesk that a tech is on site.

• They must advise:

o Their (tech’s) Full Name o Contact Number o Company they work for o Why they are on site.

• Exterior:

o Inspect for Intrusions through fencing and shelter regardless of site ownership.

▪ Advise HelpDesk of their findings.

o Examination of exterior electrical grounding on the unit and hood.

▪ Notify MARCS HelpDesk if Repair/Replace is needed.

o Examination of caulking around HVAC unit & hood.

▪ Repair/Replace as needed.

o Examination of units for infestations of rodents and insects.

▪ Remove & dispose of as needed.

o Examination of Hoods for damage.

▪ Notify MARCS HelpDesk, and Repair/Replace as instructed.

• Interior:

o Leaks coming from roof issues.

▪ Notify MARCS HelpDesk of any/all issues.

o Lighting issues.

▪ Notify MARCS HelpDesk of any/all issues.

o Improper electrical outlet uses.

▪ Report to MARCS HelpDesk.

o Flooring issues.

▪ Notify MARCS HelpDesk of any/all issues.

o Electrical grounding.

▪ Notify MARCS HelpDesk of any/all issues.

Leaving a MARCS Tower Site:

Prior to exiting the Contractor’s tech must notify the MARCS HelpDesk with their findings and request a confirmation from the MARCS HelpDesk that there are NO active alarms. Once the MARCS HelpDesk has confirmed NO alarms Contractor’s tech is to secure all doors and gates and give a final notification to the

MARCS HelpDesk that they are now clear of the site. If an HVAC unit or Controller is replaced contractor must take pictures pre-work and post work as well as a picture of the new unit’s manufacturer serial tag.

MARCS prefers a single vendor who has multiple locations with a centralized office for dispatching. A single vendor makes it easy for the MARCS Help Desk to manage incidents and the multiple locations reduces response times, both these factors lead to a reduction in costs. All technicians are required to undergo background checks prior to entering a MARCS tower site.

Selection Process:

MARCS referenced the State of Ohio’s MMA list of HVAC Service providers. MARCS Management reviewed the list of MMA providers with all the above information in mind and concluded that Air Force

One (AF1) meets all the criteria. AF1 provides a Single source for all 88 counties because of its multiple locations, while dispatching from single center for MARCS services. AF1 Technicians are familiar with

MARCS Specifications and Standards and over the last year have exceeded MARCS expectations. AF1 technicians are familiar with other MARCS vendors and have shown the ability to schedule and work with and around MARCS other vendors work. AF1 Technicians have passed backgrounds, and completed key agreements, and thus have been granted access to all MARCS Tower Sites.

A single provider, with multiple locations like AF1 has helped MARCS reduce response and repair times.

This has a twofold affect, 1st it increases MARCS network reliability for its First Responder customers and

2nd it helps MARCS to reduce its maintenance costs.

See FY26 MARCS Tower Site Information spreadsheet for list of sites and units at each site.

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