Heating, Ventilation and Air Conditioning Unit Inspection & Services

Event #4360

Owner:

Minneapolis Park and Recreation Board 2117 West River Road Minneapolis, MN 55411-

Project Manager Bryan Massich, MPRB

Heating, Ventilation and Air Conditioning (HVAC) Inspection and Services

1. OVERVIEW & BACKGROUND

The Minneapolis Parks and Recreation Board (MPRB) has over 600 Units providing Heating, Ventilation and Air Conditioning (HVAC) within 70 recreation and operational centers throughout the park system. Hereinafter, called units within this document. Included in this bid, is a list of the parks and associated facilities and sites having these units.

The units vary in size, age, manufacturer, model and provide heating, ventilation, and cooling to various types of facilities. These units include but are not limited to commercial water heating equipment, aquatic related heating and cooling systems, facility cooling systems, furnaces, water heaters, cooling units, fans, and other mechanical equipment.

Types of facilities include:

- MPRB Headquarters & Operation Centers – Heating, cooling ventilation units

- Recreation Centers, Community Centers, Gyms – Cooling, heating and ventilation units

- Aquatic Amenities / Facilities - mechanical equipment including water heaters, furnaces, and other HVAC equipment

2. PURPOSE

The goal of this Invitation for Bid (IFB) is to have inspection and services provided for each identified unit, ensuring that the unit is properly functioning during all seasons of the year.

This IFB is to support a positive experience for the users of the park system with proper climate-controlled environments supporting the on-site programming (activities, sports, etc.) and use within buildings including but not limited to; aquatics, ice skating, warming houses, recreation centers, gyms, and offices.

The vendor shall inspect all units within each facility for levels II and III within 30 working days after the official notice to proceed. The level I identified units shall have completed inspection within 60 working days after the official notice to proceed. This includes inventorying and inspecting (BID ITEM 5) sites within the 60 working day time period. The need for the urgency is to have all units inspected with 60 working days is to assist MPRB in understanding the needs and prioritization for the needs of the units.

The Minneapolis Park and Recreation Board (MPRB) is seeking Vendors to provide qualified, responsive and responsible individuals to:

- Provide routine services to the unit(s)

- Inspect each unit per the identified level of service (frequency) illustrated in this IFB

- Coordinate with the MPRB PM and their designees to design and implement an electronic inspection reporting and data updating templates

- Electronically document each inspection for each unit identified

- Provide as requested on-call services to support repairs to the units, as requested by the MPRB PM or their designee

- Inventory and identify units within sites that have been improved in the last few years

- Rehabilitate and / or remove and replace units as identified and agreed upon by the MPRB PM or their designee

BID ITEM 1 – Inspections and Routine Services. The inspection requirements shall include; checking, cleaning, and inspecting the units. These requirements are minimum, awarded vendor shall use appropriate best practices and requirements needed for units operational needs. The on-site inspections of the unit are listed based on a Level of Service (frequency). The frequency is identified in this IFB as Level of service; I, II and III. ATTACHMENTS A, B and C illustrate the units for each level of service.

BID ITEM 2 – Services (Force Account). The services shall apply to those times where the equipment requires immediate repair that is above and beyond the BID ITEM 1 – Inspections and Routine Services. These services require prior approval from the MPRB PM or their designee prior to initiation of the work.

BID ITEM 3A, 3B and 3C - Call out services. The awarded bidder shall respond to the need for call out services during normal working hours, after hours, and weekends or federally identified holidays. Each line item responds to the specified time periods. It is assumed for bidding that the vendor shall have 80 hours per bid item.

BID ITEM 4 – Initial Set Up - Electronic Reporting, Data Entry. The bid form identifies 20 hours for the vendor to coordinate with the MPRB a standard electronic template to be used for reporting and data entry. The MPRB’s goal is to have a seamless transfer of information between the vendor and the MPRB asset management system.

BID ITEM 5 – Inventory. The MPRB has recently completed major improvements to facilities. The vendor shall inventory each unit at each location and perform an initial inspection of each of the units within the site / facility. This bid item covers ONE inventory and inspection. Since the units are not known it is estimated that four hours are established for each site’s inventory needs and initial inspection.

Further descriptions of these BID ITEMS are included in this IFB.

3. BID AWARD AND CONTRACT TERM

a. A one-year contract will be awarded to the low, responsive, responsible bidder meeting all specifications. MPRB reserves the right to reject all bids and not award a contract. MPRB reserves the right to extend the contract for two (2) additional one-year periods if agreeable by both parties.

Prices must be held firm during the initial contract term. See “PRICE ADJUSTMENT CLAUSE” section for more information regarding price increases.

4. POST-AWARD MEETING / PROGRESS MEETINGS

a. Owner will schedule a post-award meeting with the awarded vendor before any work can begin.

b. Documentation/Information the awarded vendor must provide at the post-award meeting:

1) Provide a schedule to meet the initial inspections, based on required levels of service.

2) Provide an inspection schedule for the unit categories beyond the initial inventory and inspection for the

2027 calendar year.

3) Provide a listing of personnel working on the various units and their certifications to perform the work – as applicable based on each type of unit.

4) Provide primary contact information, including emergency contacts and contact information for all individuals performing the inspection and routine services.

5) Listing of parts, materials and suppliers supporting routine services and the associated discount rate.

6) Vendor safety plan for inspections / routine services – including personal protection equipment, and approach to providing safety, secure sites during inspections and routine services.

Documentation that will be provided by MPRB at Post-Award meeting:

1) Introduction and contact information for MPRB PM and identified designees

2) Building graphic plans for each site

3) Listing of any potential regulatory /hazardous materials that may be used during routine services.

4) Points of contact other than MPRB PM within the MPRB, including emergency contacts

Progress meetings shall occur every two weeks. These progress meetings will identify a weekly schedule for the week’s inspections and a monthly outlook for other site inspections. These schedules need to be as accurate as possible to coordinate site access, awareness to MPRB staff including but not limited to MPRB police. Should outages of power be required coordination shall occur with the MPRB PM or their designee. At no time shall power outages occur without knowledge to the MPRB PM and the site / park manager. Some sites have programmed time frames for units to be put ON or OFF, these sites will also require coordination with the MPRB PM or their designee.

Adjustments to the schedule may be directed by the MPRB PM based on site programming and / or other events occurring within the park or facility.

Sites may require additional security and / or escorting dependent on the facility. Two facilities, requiring additional security / escorting are the MPRB Headquarters building and the South Side Operation facility.

Coordination for these sites’ inspections and routine services will be coordinated with the MPRB PM or their designee.

5. GENERAL NOTES

a. MPRB COORDINATION AND COMMUNICATIONS

Access to buildings and other facilities should be coordinated with the assigned MPRB PM or their designee and the Vendor shall schedule inspections at a minimum of two working days in advance of the entry into the facility.

Access may require opening doors (unlocking) and alarm de-activation / activation when the Vendor is on site after hours.

FOR BID ITEM 1 - INSPECTION AND ROUTINE, a MPRB employee will be assigned to work with the vendor to support access and understanding of the inspection of each of the units.

The awarded Vendor shall recognize that other activities maybe occurring within the facility / site including but not limited to programmed activities, other construction and/or events. Coordination for on-site inspections shall be coordinated with the MPRB PM or their designee.

At the post-award meeting a schedule shall be provided illustrating the initial inspection schedule for each site for Level of services III and II (First 30 working days) and level of service I (First 60 working days).

Some sites may have limited availability for parking. At no time shall any obstruction occur in the drive lanes, driveways or access into and around the facility.

b. VENDOR REQUIREMENTS

All services (inspection and services) should be conducted by a Licensed Journeyman that is qualified and certified to perform the services required for each type of unit. The awarded Vendor shall provide at the post-award meeting evidence of their Minnesota Journeyman License(s) to support the work identified in this IFB and shall submit their qualifications, certifications, identify personnel within the bid forms provided.

Vendor shall be bonded in accordance with Minnesota Statute 326.992.

The vendor shall coordinate with the MPRB PM or their designee the required services and actions needed for each unit. MPRB has staff that may perform some of the functions associated to the work. This includes plumbing and / or electrical.

Plumbing - Where routine services require plumbing repairs, contact shall be made to the MPRB PM or their designee to evaluate who will assist in the work including but not limited to a MPRB Master Plumber employee or other Vendors with required skills, who have the certifications or authorization to perform the work. Required certification, licensure and / or levels of apprenticeship shall be evaluated based on the type of work needed.

Electrical - Where routine services require electrical repairs, contact shall be made to the MPRB PM or their designee to evaluate who will perform the required work including but not limited to MPRB employees performing the work or contracting with others to perform the required work. Required certification, licensure and / or levels of apprenticeship shall be evaluated based on the type of work needed.

c. INSURANCE

Prior to finalizing the contract award, the awarded Vendor must provide an insurance certificate indicating conformance with MPRB requirements and naming the MPRB as an additional insured party and indicating that the work is for HVAC inspection and services.

d. OWNER REQUIREMENTS / CONDUCT

Failure to comply with the following requirements may result in termination of the contract.

Vendor may be asked to work on or avoid work on certain dates or at certain times due to other activities occurring at the site. As noted earlier, the MPRB PM or their designee shall receive a schedule of work at the post-award meeting and at scheduled progress meetings the Vendor shall present monthly updates to the schedule, including current week and week ahead, and a month ahead illustration of anticipated sites for inspection and related services.

Should an inspection or routine service require power interruptions, coordination shall occur with the assigned MPRB PM or their designee.

At no time shall the Vendor or work crews discuss the project with those other than the MPRB PM or their designee. The Vendor shall direct all inquiries associated to the work to the assigned MPRB PM or their designee.

The vendor team members shall dress professionally while working on MPRB property. Vendor’s employees shall wear required personal protection equipment based on the unit’s inspection and routine service needs.

Awarded vendor shall observe MPRB Tobacco use policy. MPRB is 100% tobacco free. Refer to this web site regarding the MPRB policy Alcohol, Cannabis & Tobacco - Minneapolis Park & Recreation Board

The Vendor shall secure the area around the unit for proper inspection and services within the facility. The sites, parks and / or facilities within the MPRB system are public buildings and sites, thus the public is welcome, however the services provided by the Vendor need to be isolated and protected from the public.

The Vendor shall call the MPRB PM or their designee for issues with work area trespassing, or for other emergencies. If necessary, contact the MPRB park police (612-230-6550)

The Vendor shall apply for a construction permit to work on MPRB facilities, parks and / or sites. The permit will be a blanket permit authorizing the Vendor to be on the identified sites within this IFB. This is a NO cost permit.

All other permits if required are the Vendor’s responsibility to acquire, as need be. Further information regarding MPRB permit applications can be found through the link below:

https://www.minneapolisparks.org/rentals permits/construction_permits/

All personnel providing the services shall have an MPRB badge illustrating that they are a Vendor for the MPRB.

This badge shall be worn and visible while working on MPRB properties. Coordination to receive this badge will be done through the MPRB PM or their designee.

The Vendor shall follow all applicable OSHA safety requirements for the services identified in this invitation.

e. ENVIRONMENTAL STEWARDSHIP / AWARENESS

The MPRB has inventoried the regulatory and hazardous materials for most sites within the MPRB system. The reports and summary of this inventory will be provided to the awarded Vendor, by the MPRB PM or their designee. Should abatement of regulatory or hazardous materials be required as it relates to the services on the units, that work shall be coordinated through the MPRB PM or their designee.

The Vendor shall be aware of the site’s inventoried items associated to the units themselves. Units’ materials that are regulatory shall be properly stored (as required) and the Vendor shall dispose of any regulatory materials and / or liquids based on required procedures, regulations and requirements. The disposal shall include documentation of how the material was and where it was properly disposed of.

f. CONTRACT TERM AND BID AWARD

Time is of the essence to perform the initial inspection of each unit within each park, facility and / or site. The Vendor shall perform at least one inspection of all units identified as level II and level III within 30 working days after the official notice to proceed. Level I identified units shall be inspected within 60 working days after notice to proceed.

It is anticipated that the selection of the Vendor will be announced on or before December 15, 2026.

A general kick-off and post-award meeting will occur with the awarded Vendor within ten working days after award is finalized to validate the scheduling, coordination, inspection reporting, and the procedures for routine and call out services.

https://www.minneapolisparks.org/about-us/ordinances-park-rules/alcohol-tobacco/ https://www.minneapolisparks.org/rentals%09permits/construction_permits/

g. PRICE ADJUSTMENT CLAUSE Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional and/or operational increases in the contractor’s costs. For documented evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of Minneapolis Procurement Office. With the exception of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

h. POST-AWARD MEETING / PROGRESS MEETINGS

Owner will schedule a post-award meeting with the awarded vendor before any work can begin.

Documentation/Information the awarded vendor must provide at the post-award meeting:

7) Provide a schedule to meet the initial inspections, based on required levels of service.

8) Provide an inspection schedule for the unit categories beyond the initial inventory and inspection for the

2027 calendar year.

9) Provide a listing of personnel working on the various units and their certifications to perform the work – as applicable based on each type of unit.

10) Provide primary contact information, including emergency contacts and contact information for all individuals performing the inspection and routine services.

11) Listing of parts, materials and suppliers supporting routine services and the associated discount rate.

12) Vendor safety plan for inspections / routine services – including personal protection equipment, and approach to providing safety, secure sites during inspections and routine services.

Documentation that will be provided by MPRB at Post-Award meeting:

5) Introduction and contact information for MPRB PM and identified designees

6) Building graphic plans for each site

7) Listing of any potential regulatory /hazardous materials that may be used during routine services.

8) Points of contact other than MPRB PM within the MPRB, including emergency contacts

Progress meetings shall occur every two weeks. These progress meetings will identify a weekly schedule for the week’s inspections and a monthly outlook for other site inspections. These schedules need to be as accurate as possible to coordinate site access, awareness to MPRB staff including but not limited to MPRB police. Should outages of power be required coordination shall occur with the MPRB PM or their designee. At no time shall power outages occur without knowledge to the MPRB PM and the site / park manager. Some sites have programmed time frames for units to be put ON or OFF, these sites will also require coordination with the MPRB PM or their designee.

Adjustments to the schedule may be directed by the MPRB PM based on site programming and / or other events occurring within the park or facility.

Sites may require additional security and / or escorting dependent on the facility. Two facilities, requiring additional security / escorting are the MPRB Headquarters building and the South Side Operation facility.

Coordination for these sites’ inspections and routine services will be coordinated with the MPRB PM or their designee.

i. INVOICING / REIMBURSEMENTS

Invoices shall be submitted monthly. The Vendor will receive from MPRB at the post-award meeting an invoice template requiring information required within the invoice for payment. The invoices will require the vendor to identify each facility serviced, and illustration of the work performed in accordance to the bid items.

j. DAMAGE

At the Vendor’s expense, the Vendor shall promptly remedy and repair all damage or loss to any property caused by the Vendor. The Vendor shall not be responsible for damage or loss attributable to the fault or negligence of others. The Vendor shall not be liable for any loss, delay, injury, or damage, whether direct or consequential, that may be caused by conditions beyond its control relating to acts of government, strikes, lockouts, fire explosion, theft, riot, civil commotion, war, malicious mischief, floods, or other acts unforeseen, or other situations beyond the Vendor’s control.

k. WARRANTY

For work activities where new parts, components of the units or total removal and replacement of a unit is authorized the vendor shall provide required warranty information associated to the equipment. The vendor shall repair or replace defective materials that fail within the warranty period. The vendor is responsible to be aware of warranty items placed within the unit and provide the part specifications, material information to the MPRB PM or their designee.

All products, material, supplies and equipment offered and furnished must be of current manufacturer production dependent on the unit’s work and must have been formally identified by the manufacturer as being commercially available to the MPRB. If requested, the Vendor shall furnish satisfactory evidence as to the kind and quality of materials and equipment used.

All materials and equipment furnished under the contract will be of specified or superior quality and new. The equipment and related work will be free from defects not inherent in the quality required or permitted, and that the work will conform to the requirements of this contract. Work not conforming to these requirements, including equipment or material substitutions not properly approved and / or authorized, may be considered defective. The vendor’s warranty excludes remedy for damage or defect caused by abuse, modifications not executed by the vendor, improper or insufficient maintenance, improper operation, or normal wear and tear and normal usage.

l. TAX

The vendor shall include in their BID FORM responses any applicable State or Federal sales, excise or use tax on all materials, supplies and equipment that are to be utilized on this project.

m. ATTACHMENTS

ATTACHMENT A: Level of Service III list of parks | sites & facilities with Level of service III units

(14 pages) ATTACHMENT B: Level of Service II list of parks | sites & facilities with level of service II units

(2 pages) ATTACHMENT C: Level of Service I list of parks | sites & facilities with level of service I units

(6 pages)

ATTACHMENT D: SITES MPRB HAS ANOTHER VENDOR INVENTORYING | LOCATING | ASSESSING UNITS

FOR YOUR INFORMATION

ATTACHMENT E: HVAC UNIT INSPECTION & ROUTINE SERVICE REQUIREMENT LIST (MINIMUM)

ATTACHMENT F: AIR CONDITIONING UNITS – LOCATIONS, MAKE AND MODEL

AIR CONDITIONING UNIT INSPECTION & ROUTINE SERVICE REQUIREMENT LIST

(MINIMUM)

ATTACHMENT G: GAS FIRED FURNACES - LOCATIONS, MAKES AND MODELS

GAS FIRED FURNACES INSPECTION & ROUTINE SERVICE REQUIREMENT LIST

(MINIMUM)

ATTACHMENT H: GAS FIRED HOT WATER HEATING UNITS FOR HVAC - LOCATIONS, SERVICE LEVEL, MAKES &

MODELS

ATTACHMENT I: GAS FIRED HOT WATER HEATERS LOCATIONS, MAKE AND MODEL

: GAS FIRED HOT WATER HEATERS INSPECTION & ROUTINE SERVICE LIST

(Minimum)

ATTACHMENT J: HOT WATER SPACE HEATING INSPECTION & ROUTINE SERVICE LIST (MIMIMUM)

DUCT / UNIT HEATERS, TUBE, INFRARED HEATERS

TUBE, INFRARED HEATERS – LOCATIONS & SERVICE REQUIREMENT LEVELS HEATING

UNITS AND REQUIRED ROUTINE SERVICE REQUIREMENTS

ATTACHMENT K: HORIZONTAL FURNACE LOCATIONS, MAKE UP AIR UNITS, AIR HANDLERS LOCATION AND

INSPECTION ROUTINE REQUIREMENTS AND PUMP PAIR WITH BOILERS

n. BID FORM Bidders must use the Excel bid form that is posted on the eSupplier portal when responding to the bid.

The bid form is formatted to calculate line totals. Bidders must upload their completed Excel bid form, where instructed in the eSupplier portal when submitting their bid.

BID ITEM 1 – UNIT INSPECTION AND ROUTINE SERVICES

ATTACHMENTS A, B and C identify each park, site and / or facility illustrating the level of service (inspections) required for each type of unit. The level of service (inspections) required for each unit is based on the size of the facility and / or area the unit serves along with the on-site programming that occurs within the facility. While the listing identifies the levels, it is important to note some units require other or specific time frames within the year for an inspection and routine service. Some units may require additional inspections beyond the service levels as requested or identified in this IFB.

The general description for each level of service and the inspection time periods is identified in Chart A.

Level of Service III (ATTACHMENT A)

The Level III sites, parks and facilities are illustrated in ATTACHMENT A.

These units within the identified parks, sites and / or facilities are to be inspected three times per year, unless otherwise noted based on the type of unit at a park, site and / or facility.

Level of Service II (ATTACHMENT B)

The Level II sites / parks are illustrated in ATTACHMENT B.

These units within the identified parks, sites and / or facilities are to be inspected two times per year, unless otherwise noted based on the type of unit at a park, site and / or facility.

When a heating unit is identified as a level II the inspection shall be prior to the start of the heating season in August or September and once in January or February. Based on current solicitation for this work the awarded vendor shall inspect as soon as feasible these units.

NOTE – Level II HVAC Units less than 750,000 BTU are to be inspected two times per year (November and April). The capacity of each unit is illustrated in this IFB, if known at the time of the release of this IFB. Based on current solicitation for this work the awarded vendor shall inspect as soon as feasible for winter season.

Level of Service I (ATTACHMENT C)

The Level I sites / parks are illustrated in ATTACHMENT C.

These units within the identified parks, sites and / or facilities are to be inspected once a year, unless otherwise noted based on the type of unit.

HEATING UNITS - The once / year inspection shall occur prior to the start of the heating season, preferably in August or September for furnaces/ heating units – Refer to ATTACHMENTS G, J, and K identifying varying heating units. Based on current solicitation for this work the awarded vendor shall inspect as soon as feasible for winter season.

COOLING UNITS – The one time per year inspection shall occur prior to the start of the cooling season, preferably in April or May for air conditioning units – Refer to ATTACHMENTS E AND F for identifying varying cooling units.

CHART A

LEVEL OF SERVICE – INSPECTION REQUIREMENTS

Service Level

Level of Service – Seasonal identified inspections

Requirements for inspection

Spring March 1 to

May 31

Summer June 1 to August 31

Fall (autumn) September 1 to November 30

Winter December 1 to February 28

III 3 times / year (heat related)

X X X

3 times / year (cooling related)

X X X

Within 30 working days after Official Notice to Proceed inspect Level II and III units II 2 times / year X X

HVAC <750,000 BTU X X

I 1 time / year (other units that are not heating or cooling)

No identified season identified

Units associated to heat X Units associated to cooling X

Within 60 working days after Official Notice to Proceed inspect Level I units

* Based on current solicitation for this work the awarded vendor shall inspect as soon as feasible for winter season.

MPRB has a vendor that is currently inventorying forty (40) of the sites as illustrated in ATTACHMENT D. The scope of work for this other contract (BY OTHERS) includes documenting on a facility layout the location of the units and evaluating the unit’s life cycle efficiencies and analysis to enhance or improve efficiencies. This information will be provided to the awarded vendor at the post-award meeting or soon thereafter to perform service level inspections and services for the units.

DESCRIPTION

The level of services, and associated units are illustrated in ATTACHMENTS A, B, C and Chart A further illustrates the time periods (seasons) for each identified level of service. For the first year, MPRB is requesting that all units get inspected within 30 working days from the authorized notice to proceed for level of service III and II identified units. And, within 60 working days perform an initial inspection for the level of service I identified units.

Performing these initial inspections for all units will allow the MPRB to have a base line understanding of all the units including validation of unit, model, make, serial number and condition. This inspection is considered as one of the inspections required for the unit based on the identified required service level.

Inspection and routine services for each unit shall include any and all test equipment, chemicals and / or fluids required for daily operation of the unit.

Shall an inspection and / or routine service require further environmental mitigation and / or OSHA requirement for the identified unit beyond the services provided by the vendor, the vendor shall identify this at the post-award meeting (as applicable) and / or prior to having the services performed. Any, and all additional services performed by someone beyond the awarded vendor shall have prior approval by the MPRB PM or their designee.

For all inspections the vendor shall enter the reports and identified data requirements into an electronic report. This reporting and data entry are further described in BID ITEM 4, ELECTRONIC REPORTING, DATA ENTRY.

Chart B, within BID ITEM 5, INVENTORY SITES identify locations where the vendor shall inventory sites that are not illustrated in either ATTACHMENTS A, B or C for levels of service required inspections. These sites were recently renovated or built. Based on the inventory established for each site, a level of service will be identified for each unit and inspected within BID ITEM 1 –INSPECTION AND ROUTINE SERVICES.

Air Conditioning Units

The listing of air conditioner units at each park / facility are noted in ATTACHMENT E and F. These units are identified as either Level I or Level III. Per the requirements for each of these levels they will be inspected prior to seasonal needs preferably during the months of April or May of each year – as identified in Chart A.

METHOD OF PAYMENT

Each type of unit will be paid by each for the unit’s inspection and routine services as illustrated in BID ITEM 1 items (1a – 1l). The unit’s inspection and routine services include the costs for the identified minimum materials, labor and / or equipment needed per the required routine service listings identified for each type of unit. The Vendor is expected to have routine service materials, parts, filters, etc. on site and available during the inspections.

No mileage will be reimbursed for the mileage to and from site for unit inspections. Identified routine inspection materials shall be included in the cost per inspection for each unit.

BID ITEM 2 – SERVICES (Force Account)

DESCRIPTION

BID ITEM 2 – Services (Force Account) is when the vendor shall address each unit’s needs that is above and beyond what is noted as minimal routine inspection requirements (routine services) including labor, materials and equipment.

These services require the vendor to advise the MPRB PM or their designee to review the possible actions needed to address the unit’s needs. Approval for reimbursement of this bid item requires an action to be approved in writing by the MPRB PM or their designee.

The actions may require removal and replacement of the unit, which shall be agreed and documented by the MPRB PM or their designee. Supportive services to the support the action may include resources (labor, equipment or materials) from the MPRB, the vendor and MPRB PM will review this within the agreed upon action (scope of work) agreement.

METHOD OF PAYMENT

Payment for these services will be paid for by force account where the vendor is required to finalize in writing an action plan with the MPRB PM or their designee, and an estimate of the materials, equipment and labor needed to perform the task.

Reimbursement will be paid based on actuals including certified payroll for those employees who worked on the project, invoices for materials including manufacturer’s suggested retail prices with illustrated discount rate and equipment rental rates based on standard hourly rates for the equipment used. The bid form estimates a cost of $75,000 to perform services above and beyond routine services. Mileage will be reimbursed based on current federal rate to and from home office to the site. No mark-up will be authorized on this work.

Each approved action / request will be assigned a work order number with identification of the agreed upon scope of work, dates and the name of the facility and identification of the location, and type of unit being worked on. All warranty materials provided for these services shall be provided to the MPRB PM or their designee.

Once the unit is installed, inspection and routine services will be paid based on BID ITEM 1 – INSPECTION AND ROUTINE SERVICES. All required reporting and data updating will be required for the new units installed based upon agreed levels of service for the unit between the vendor and the MPRB PM or their designee.

BID ITEM 3 – CALL OUT SERVICES

The MPRB acknowledges that there may be times when a call out service will be requested for the units, as illustrated in the ATTACHMENTS within this IFB. The responder shall provide call out service costs based on:

o During Business Hours (8:00 AM to 5:00 PM) o After Business Hours & Weekends (5:01 PM – 7:59 AM) o Holidays (Federal identified holidays)

These services are specific call out service requests based on demand and need, and as identified / notified by the MPRB PM or their designee. The call out services are not predictable, however the MPRB knows that there is great probability and is aware of the variability of the units based on age of the equipment, weather conditions and use.

Response time is of essence and importance to the MPRB when there is a request for call out services. The vendor shall respond to a call, or text from the MPRB PM or their designee within thirty (30) minutes. After the vendor and the MPRB PM or their designee connect the vendor shall respond on site within two (2) hours to the site.

Call out written documentation reports shall be received to the MPRB PM within 48 hours after the call out. Based on the situation a call out response may require additional skilled labor, coordination of this should be evaluated with the MPRB PM or their designee.

METHOD OF PAYMENT

The bid form identifies three BID ITEMs associated to Call Out Services; 3a, 3b, and 3c. Reimbursement is an hourly rate for each call out category of times business hours (3a), after business hours & weekends (3b) and Federal Holidays (3c).

For estimating purposes, 120 hours are identified for each type of call out for the duration of the contract.

Expenses including parts, materials and products will be reimbursed based on receipt of original invoice, applicable manufacturer’s retail price with a discount rate, and documentation illustrating cost and no tax as allowed for local government work. All material certifications, product warranties, cut sheets shall be provided to the MPRB PM or their designee.

For call outs, mileage will be reimbursed based on the mileage from the home office to the site. Mileage will be reimbursed based on the current federal government mileage reimbursement rate.

BID ITEM 4 – INVENTORY SERVICES

The vendor shall inventory the sites identified in CHART B. These sites, and related units are not included in the ATTACHMENTS to this IFB. The inventory requires information and data gathering for each unit (reported, documented and provided to MPRB PM or their designee) shall include; identifying the type of unit, model and serial number, manufacturer, recommended service level (verify manufacturer requirements are met to maintain warranty), number of units, make, model input capacity (BTU) and year of installation. Other information can be gathered based on best practices associated to the type of unit.

Provide warranty information if available, indicating the term of the warranty for each piece of equipment, and the activation date. Identify the units within a site layout provided by the MPRB PM or their designee and within the agreed upon data information, reporting spreadsheet.

For these sites, the units are not currently identified for inspections and routine services within the various

ATTACHMENTS.

The costs for inspection and routine services for the units identified from this inventory will be reimbursed based on the vendor’s submitted bid cost for the unit type in inventory (BID ITEM 1) for inspection and routine services. Adjustments in unit quantities will be made to BID ITEM 1 based on the inventory. The level of service designation will be agreed upon between the vendor and the MPRB PM or their designee for each unit in the inventory.

CHART B

SITES TO BE INVENTORIED FOR UNIT IDENTIFICATION

# Facility / Park Address 1 Northeast Park Restroom Building 1615 Pierce St. NE 2 Northeast Recreation Center 1615 Pierce St. NE 3 Minneapolis Sculpture Garden

Restroom/Maintenance Building 726 Vineland Place

4 Phillips Aquatics Center at Phillips Community Center

2323 11th Ave. S

5 Phillips Aquatics Center – HVAC for Elevator equipment room

2323 11th Ave. S

6 North Service Operation Center 4022 ½ Washington Avenue 7 Webber Pool 4330 Webber Parkway

METHOD OF PAYMENT

Payment for these services will be paid per site (7 total) as identified in BID ITEM 4 form.

No mileage will be reimbursed for BID ITEM 4. The mileage shall be included in the cost to inventory each site.

BID ITEM 5 – ELECTRONIC REPORTING, DATA ENTRY

BACKGROUND

MPRB is integrating asset management into its programs, projects and services. At the time of release of this IFB the actual form and required response from the awarded vendor is not determined. The MPRB PM or their identified designee will review options for data and reporting needs with the awarded vendor.

Based on the need to have seamless transfer of information and the number of units within this IFB it is required that the reporting be done electronically and submitted in formats easily capable of being merged into MPRB asset management systems. An agreed format will be developed between the awarded vendor and MPRB.

Once determined all reports and data entries shall be uploaded into the MPRB data base within 48 – hours after each inspection or service. These reports shall include updates to the required minimum inspection items identified within the ATTACHMENTS.

METHOD OF PAYMENT

The bid form includes a line-item indicating 20 hours for the initial coordination, evaluating and refining an electronic form to establish the reporting and data requirements for this project. Reimbursement will be paid for each hour used to create the electronic form with MPRB staff agreeing to the form and way to merge the information.

APPENDIX A

– Level of Service III

IFB - Heating, Ventilation and Air Conditioning Unit Inspection & Services

LEVEL OF SERVICE LEVEL III (Page 1 - 14)

LEVEL OF SERVICE III

PARK ADDRESS Type MAKE

MPRB

Headquarters

2117 West River Road

Aerco gas fired hot water heating for HVAC Aerco pump (pair with boiler) Taco Evapco Cooling Tower

Carrier South RTU & Air Exchanger

Carrier Middle RTU & Air Exchanger

Carrier North RTU & Air Exchanger

AO Smith 100 gal. Cyclone Water Heater

Heat Pumps Bottineau Field Park

2000 2nd Street NE gas fired furnaces Trane Voyager

East Phillips Park

2395 17th Avenue South gas fired hot water heating for HVAC Cleaver Brooks gas fired hot water heating for HVAC Cleaver Brooks gas fired hot water heaters AO Smith Mod.

Gas Fired Furnaces (Rooftop) Aaon Gas Fired Furnaces (Rooftop) Aaon make up air unit = MUA Rupp

Elliot Park

994 14th Street East gas fired furnaces Carrier air conditioners Goodman gas fired furnaces Carrier air conditioners Goodman gas fired furnaces Lennox air conditioners Goodman

1000 14th Street E gas fired furnaces Lennox air conditioners Goodman

Remainder of page Intentionally left blank

(Page 2 - 14)

Farview Park

621 29th Avenue N gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Bryant

Unit Heater Reznor Unit Heater Reznor air conditioners Lennox air conditioners Lennox air conditioners Lennox air conditioners Lennox air conditioners Lennox gas fired furnaces Industrial Air Systems gas fired furnaces Industrial Air Systems

Folwell

1615 Dowling Avenue North gas fired furnaces Lennox Elite gas fired furnaces Lennox Elite gas fired furnaces Lennox Elite gas fired furnaces Lennox Elite gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox air conditioners Lennox

Godfrey House

28 University Avenue Southeast air conditioners Luxaire Guardian air conditioners York Nordyne

Electric Furnace Lennox Electric Furnace Lennox Electric Furnace Lennox

Humidifier April-Aire

(Page 3 - 14)

Gross Golf

2201 St. Anthony Parkway air conditioners Bryant horizontal furnace Sterling horizontal furnace Sterling electric heater (floorboard) Electric Heat

Hiawatha Golf Clubhouse

4553 Longfellow horizontal furnace Reznor make up air unit = MUA Industrial Air Systems air conditioners Carrier

Kenwood

2101 Franklin Avenue West gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Bryant air conditioners Lennox gas fired furnaces Bryant air conditioners Lennox

Lake Hiawatha

2701 44th Street East gas fired hot water heating for HVAC Weil McLain pump (pair with boiler) Bell & Gossett pump (pair with boiler) Taco gas fired furnaces Bryant Plus 90 gas fired furnaces Bryant Plus 90 air conditioners Bryant

Remainder of page Intentionally left blank.

(Page 4 - 14)

Longfellow

3435 36th Avenue S gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Samsung

Unit Heater – Gas Reznor electric heater (floorboard) Electric heat

4800 South Minnehaha Park Drive gas fired furnaces Bryant Infinity ECM gas fired furnaces Carrier Weathermaker domestic hot water heaters AO Smith

Loring Park

1382 Willow Street gas fired hot water heating for HVAC Peerless Boiler pump (pair with boiler) Bell & Gossett

Air Handler Carrier

Boiler Peerless 390,000 BTU

(Page 5 - 14)

Luxton

112 Williams Avenue

SE

pump (pair with boiler) Bell & Gossett gas fired hot water heating for HVAC Trane Roof Top unit – Gas Trane air conditioners Trane Air Handlers Trane Air Handlers Trane Air Handlers Trane air conditioners Samsung gas fired hot water heating for HVAC HydroTherm

Air Handler – Hot water Bell & Gossett

Air Handler Trane Air Handler Trane

Lynnhurst

1345 Minnehaha Parkway West duct heaters / Air Handlers (Electric) Modine air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Bryant gas fired furnaces Lennox Pulse 21

(Page 6 - 14)

Matthews Park Roof Top Unit – Gas Carrier Weathermaker I 2318 29th

Avenue South domestic hot water heaters AO Smith

Minnehaha Falls

4801 South Minnehaha Drive

Gas Fired Unit – Heater Luxaire Reznor gas fired furnaces Carrier duct heaters Reznor air conditioners Carrier domestic hot water heaters AO Smith

North Commons

1801 James Avenue N gas fired furnaces Carrier gas fired furnaces Carrier gas fired furnaces Carrier air conditioners Carrier gas fired furnaces

Carrier Weathermaker

9200 Advanced

(Page 7 - 14)

North Mississippi Interpretive

5116 North

Drive gas fired furnaces Bryant Plus 90-350 gas fired furnaces Bryant Plus 90-350

Northeast Ice Arena

1306 Central Avenue NE gas fired furnaces Bryant Plus 90

Carrier

Weathermaker 9200 Advanced tube/infrared heater Re-Verber-Ray domestic hot water heaters State Turbo Sandblaster domestic hot water heaters State Turbo Sandblaster

Parade Ice Gardens South Rink

600 Kenwood domestic hot water heaters AO Smith Cyclone XHE

Mammoth Reznor Mammoth Reznor Lennox Mammoth McQuay HydroTherm Bell & Gossett Lennox make up air unit = MUA Rupp

AO Smith Cyclone Xi

AO Smith Cyclone XHE Dehumidifier tube/infrared heater Co Ray Vacs

(Page 8 – 14)

Pershing Field

3523 48th Street W gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox

Philips Community Center

2323 11th

McQuay McQuay McQuay McQuay McQuay McQuay McQuay McQuay McQuay

McQuay McQuay McQuay McQuay exhaust fan Loren Cook Co exhaust fan Loren Cook Co.

exhaust fan General Resource

(Page 9 - 14)

Powderhorn

3400 15th

The Lenox unit was replaced in 2017 Lennox gas fired hot water heating for HVAC Fulton pump (pair with boiler) Bell & Gossett pump (pair with boiler) Bell & Gossett Gas fired unit heater Reznor

Snow – Melt boiler (electric) Electro-Boiler gas fired furnaces I.C.E.

gas fired furnaces I.C.E.

Air Handling unit Carrier air conditioners Trane

(Page 10 - 14)

Southside Service Center

3800 Bryant exhaust fan Exhaust Fans #A2, A3, A4, A5

Electric Heater (floorboard) Air Therm Tube infrared heater AMBI-Rad

Exhaust Makeup Air #47 Tube infrared heater AMBI-Rad exhaust fan Barry Blower

Tube infrared heater AMBI-Rad Air Makeup unit Sterling Air Makeup unit Sterling Makeup Air tube/infrared heater Superior Radiant Products

Air Makeup unit Sterling Makeup Air Tube infrared heater AMBI-Rad unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor unit heaters Reznor make up air unit = MUA Reznor make up air unit = MUA Sterling

Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad

(Page 11 - 14)

Avenue South

AMBI-Rad gas fired hot water heaters Bradford White LAARS Heating Systems Co.

Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad

Electric Heater – Floorboard Air Therm electric heater (floorboard) Air Therm electric heater (floorboard) Air Therm electric heater (floorboard) Air Therm

Tube infrared heater AMBI-Rad Tube infrared heater AMBI-Rad Gas fired furnaces Carrier w/AC Gas fired furnaces Carrier w/AC Gas fired furnaces Carrier w/AC Gas fired furnaces Carrier w/AC Gas fired furnaces Carrier w/AC Gas fired furnaces Carrier w/AC condenser (pair with AC) Carrier condenser (pair with AC) Carrier condenser (pair with AC) Bryant condenser (pair with AC) Carrier condenser (pair with AC) Lennox

SERVICE LEVEL III

(Page 12 - 14) electric heater (floorboard) Air Therm Electric Heat electric heater (floorboard) Air Therm Electric Heat

Gas fired furnace Carrier AC & Electric Heat electric heater (floorboard) Air Therm Electric Heat

Condenser Lennox Condenser Lennox

Gas fired furnace Bryant Plus 80

Gas fired furnace Carrier Series 160 Gas fired furnace Lennox Elite Air Conditioner Lennox

Gas fired furnace Lennox Elite Air Conditioner Lennox

Gas fired furnace GMC air conditioners Goodman Manufacturing Co.

Electric Furnace Leibert Unit

Electric Furnace Carrier Heat & Cool Rooftop Unit

Air Makeup unit Reznor Makeup Air

Air Makeup unit Reznor Makeup Air

Air conditioner Friedrich Inverter

John H. Stevens House

4901 South Minnehaha Park Drive

Trane

(Page 13 - 14)

Superintendent's

Ave. South gas fired hot water heating for HVAC Weil McLain pump (pair with boiler) Bell & Gossett

Air Handling unit – electric Lennox Air Handling unit – electric Lennox

Webber Park

4400 Dupont Avenue North gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox gas fired furnaces Lennox air conditioners Lennox

Windom Park

2251 Hayes Street NE gas fired furnaces Lennox gas fired furnaces Lennox

(Page 14 – 14)

Wirth Clubhouse

1300 Wirth gas fired furnaces Trane XR-90 gas fired furnaces Trane gas fired furnaces Trane gas fired furnaces Trane gas fired furnaces Lennox gas fired furnaces Bryant gas fired furnaces Bryant gas fired furnaces Bryant gas fired furnaces Bryant

Air Conditioner Bryant Air Conditioner Bryant Air Conditioner Bryant

Gas Fired Furnace Lennox Pulse

Gas Fired Furnace Weil McLain Pump – paired with boilers Pump-Taco

Gas Fired Furnace AO Smith

ATTACHMENT B

– Level of Service II

LEVEL OF SERVICE II

(Page 1 - 2)

Armatage Park

2500 57 Street W hot water boilers Bryan Boiler pump (pair with boiler) gas fired furnaces Reznor

Brackett Field Park 2728 39th Avenue S gas fired hot water heating for HVAC Lochinvar Power-Fin

Creekview

5001 Humboldt Ave.

N gas fired furnaces Lennox gas fired furnaces Bryant gas fired furnaces Bryant gas fired furnaces Carrier Comfort 92

Harrison Park

503 Irving Avenue N

Burner-Webster Cyclonetic gas fired hot water heating for HVAC Boiler-Dietrich pump (pair with boiler) Bell & Gossett

CUH

Carrier (?)

Hiawatha School Park 4305 42nd Street E gas fired hot water heating for HVAC EVO Boiler

Keewaydin Park

3030 53rd St E gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox electric heater (floorboard) Electric heat

Linden Hills Park

3100 43rd Street W gas fired furnaces Lennox gas fired furnaces Heil

Logan Park

690 13th Avenue NE gas fired hot water heating for HVAC HydroTherm pump (pair with boiler) Bell & Gossett

(Page 2 - 2)

Reverend Dr. Martin Luther King Jr. Park

4055 Nicollet Avenue S gas fired hot water heating for HVAC Bryan Boiler pump (pair with boiler) Grundfos pump (pair with boiler) Bell & Gossett pump (pair with boiler) Bell & Gossett

Nokomis

2401 E. Minnehaha gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox gas fired furnaces Lennox

Pearl Park

414 Diamond Lk Rd E

HVAC Bryan Boiler pump (pair with boiler) Pumps Dunham Bush gas fired furnaces Carrier

Van Cleve Park

901 15th Avenue SE

HVAC Kewanee pump (pair with boiler) Bell & Gossett Air Handler Trane

TBD

Windom Park - old bldg.

2251 Hayes…