HVAC& Boiler Maintenance Specs 2015.doc

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF TRANSPORTATION

SPECIFICATIONS

FOR

HVAC/BOILER

CONTRACT

AT

Pennsylvania Department of Transportation Maintenance District 11-2 – Beaver County 155 Stewart Avenue Rochester, PA 15074 CONTACT PERSON: Jerry Runtas 724-774-6610

HVAC CONTRACTORS GENERAL REQUIREMENTS

1. Each bidder must attend a pre-bid meeting to become acquainted with the existing conditions before the time of bidding and to become familiar with the conditions to be encountered and the type of work that may be required. No claims of unfamiliarity or lack of knowledge or extra work will be allowed for failure to comply with this requirement

2. Contractors bidding on this contract must have a minimum of five (5) years experience in HVAC maintenance and repair. The Commonwealth of Pennsylvania has no requirements related to the registration, certification or licensure of contractors (or their employees) that are engaged in the construction industry. Some of Pennsylvania’s 2,565 municipalities have established local licensure or certification requirements for contractors or construction trades people. Typically, these requirements pertain to home improvement contractors, electrical contractors (or electricians), and plumbing contractors (or plumbers). Since the Commonwealth has no jurisdiction in this matter, the Department maintains no records concerning municipalities that have established licensure or certification requirements. This information can only be obtained by contacting the municipality where construction work will occur. All work will be completed in a workmanship like manner and not violate any codes or common work practices

3. Bid prices shall include all travel, labor, equipment, overhead, profit, routine maintenance, and all parts associated with performing routine maintenance. Award shall be based on combination of maintenance and emergency visits and cost. Number of hours is not guaranteed.

4. This service contract will have an initial period and any renewal periods as stated in the final Purchase Order. .

I. Description of Bid – HVAC/Boiler

A. This is a request for a HVAC/Boiler maintenance and repair service contract. The contractor is expected to provide/supply all tools, equipment, and vehicles to perform all duties, related duties, and responsibilities associated with performing this contract.

B. The work under this contract includes, but is not limited to, furnishing material, equipment and labor necessary to service and maintain the facilities located at 155 Stewart Avenue, Rochester, PA 15074 and 149 Stewart Ave. Rochester, Pa. 15074. The county stockpiles noted on the attached appendix C will be serviced on an on-call basis only for repair services of HVAC Equipment.

C. Work will Include but is not limited to:

· Boiler

· HVAC

D. The Contractor’s attention is directed to the fact that the hours to be furnished under the service portion of the contract are an estimate and are given only as a basis of the calculation (along with the scheduled maintenance portion of the contract) upon which the award of the contract is to be made. The Department does not assume any responsibility that the quantities shall materialize. Nor shall the Contractor plead misunderstanding or deception because of such estimate of quantities.

E. Material and workmanship shall be guaranteed for a period of one year or the remaining term of the original manufacturer warranty whichever is greater. Contractor shall be responsible for making adjustments during this period of time due to any defective material and/or workmanship.

F. Experience:

The contractor must meet the following minimum requirements to be considered for the award of this contract. Documentation will be required to be provided with bid submission.

1.

Five (5) years experience in the HVAC/Boiler Field.

1. A branch office of the contractor must be within 1.5 hours of the facility.

II. Description of Work- HVAC/Boiler System

a. All labor and materials used at the facility will be documented in a log or work order. This log or work order will be signed by the contractor’s representative and by the Facilities Manager or his/her designee following completion of the work assignment. This log or work order shall serve as a basis for payment. Invoices will be submitted to: Commonwealth of PA, Comptroller’s Office – PO Invoicing, PO Box 69180, Harrisburg, PA 17106. The contractor is to provide the log or work order to the Department.

b. The HVAC system shall have a routine inspection done one (1) time a year. The HVAC inspection checklist (Appendix A) will be completed and provided to the Facilities Manager at the completion of the inspection. The boiler system shall have a routine inspection done two (2) times a year, or as recommended by manufacturer, whichever is greater. The Boiler inspection checklist (Appendix B) will be completed and provided to the Facilities Manager at the completion of the boiler inspection.

c. As part of these visits, the contractor is responsible for performing routine manufacturer maintenance.

d. The intervals and periods for the inspections that also include routine maintenance are as follows:

i. April 1st – April 15th, October 1st – October 15th; these are maintenance dates for the boiler system (1 location)

ii. April 1st – April 15th, maintenance date for the HVAC system. (2 locations)

e. Prior to making any repairs to the system, contractor must provide a written cost estimate. The Department reserves the right to furnish repair parts whenever possible.

f. Liquidated damages will be assessed as follows if arrival to the site for system diagnosis is not within times shown.

2-4 hours 4-8 hours 8-24 hours 24-48 hours 2-3 days 3-10 days 10 or more days

per day** $500.00 per day**

per hour $400.00 per hour $600.00 per hour $800.00 per hour $1000.00 per day* $1500.00 per day* $2000.00 per day*

* Calendar Day ** Work Day

g. In the event of a state or federally declared emergency when the roadway transportation system is closed, liquidated damage timed hours will not begin to be calculated until state or federal emergency declaration is rescinded and the roadway system re-opened. All penalties will be deducted from invoiced cost.

h. The Department reserves the right to pursue repairs from another source during a state or federally declared emergency and also after the initial day of liquidated damages are assessed. If in the best interest of the Department it is decided to have another source make repairs, the service provider will be responsible for the cost difference.

i. The service provider would then be liable for the liquidated damages and the cost difference. All of which would be deducted from the service providers invoice

j. Two instances of failure to respond within the time constraints, unless otherwise permitted in writing from the Contract Administrator, can constitute a violation of the contract which gives the Department, at its discretion, the right to cancel the contract and retain services from the next lowest bidder and surcharge the low bidding contractor for cost difference.

k. Emergency is defined as when the system:

Winter Season

Insufficient to maintain 70° F or no heat generation in the building at any time.

Summer Season

Insufficient to maintain 76° F or no cool air generation in the building at any time

All year long

Insufficient to maintain humidity level less than 60%.

l. An emergency call can only be placed by those identified in a list provided by the Facilities Manager or his/her designee at time of contract award. The Department will state during the request notification if the call-out is an emergency.

m. The authorized department representative calling for service must provide his/her name/title/phone #. This information must appear on the service call work order. The work order is to be completed with a description of work and services needed along with a cost estimate for repairs. The work orders are to be signed by the Department representative and the Contractor’s Service Technician. A copy is to be given to the Department.

n. Attached is a suggested maintenance schedule checklist (See Appendix “A” & Appendix “B”). This maintenance is the minimum required by the Department unless the manufacturer’s recommendation is more stringent. Records on the HVAC system/Boiler will be maintained by the contractor and readily available upon request. This is a suggested list and work will not be limited to this listing.

lll

Call-out Procedure

A.

A regular call-out shall occur when the contractor receives notification to do work by the Facilities Manager. Upon notification of a call-out request, contractor must be on site ready to commence work by the beginning of the second workday.

B.

An emergency call-out shall occur when the contractor receives a telephone authorization to do work by the Facilities Manager or his designee. The contractor shall respond to the site of the emergency within two (2) hours. This shall be followed up with a written authorization by the Contract Administrator. The contractor shall be available for call-out 365 days a year on a 24-hour basis. He shall provide names and telephone numbers for individuals in his company who may be contacted should an emergency occur.

V Equipment

Be it known that the Department does not expect the Contractor to own all needed vehicles and equipment; however, he is advised that when the use of an item he does not own is needed to perform this contract that he must supply one as part of his bid price. This also includes the operator for the equipment or vehicle.

VI

Hours of Work

The contractor will normally perform work during the hours of 7:30am and 2:30pm Monday through Friday, except on Department holidays, unless otherwise directed by the Facilities Manager. The contractor is advised that if an emergency condition should occur, he may be required to work holidays, Saturdays and/or Sundays, and/or as directed by the Facilities Manager. For normal maintenance, repairs and inspection, the contactor will be paid the standard unit price/hour in the contract. No overtime will be paid for services, maintenance or equipment. Emergency call-out will be paid at the premium rate. The contractor will not be paid for travel time or mileage.

VII

Authorization to do Work

It is distinctly understood and agreed under this contract that the contractor shall perform such work and furnish such materials as authorized by the Contract Administrator or his designated representative.

Vlll Cost of Materials, Parts and/or Equipment A. The cost of materials, parts, or repair equipment shall be invoiced at the contractor’s cost plus 15%. No material purchase in excess of $300.00 may be initiated at any one call without approval of the Contract Administrator or designee. The Department reserves the right to supply materials to be installed by the contractor when it is deemed to be in the best interest of the Commonwealth. Supplier’s invoices required for all materials costing more than $20.00.

lX Payment

The contractor shall submit invoices to: Commonwealth of PA, Comptroller’s Office, PO Box 69180, Harrisburg, PA 17106. A copy of the invoice will be sent to: PennDot 11-2 155 Stewart Ave. Rochester, Pa. 15074. He shall also submit other documentation as may be required and provided by the Department.

X Liability

A. Except as otherwise noted herein specified, the contractor shall also be responsible for damage claims as provided in Section 107.14 of the PennDOT Specifications, PUB 408.

XI

Safety Requirements

A. All work shall be performed in a safe and orderly manner with minimum interference to persons using the facility. The contractor shall be aware of the latest safety regulations when entering confined areas. When working in such areas, all precautions shall be taken as required by these regulations.

B. The contractor shall comply with all Local, State, and Federal laws and to OSHA safety requirements.

XlI Non-Compliance

If for any reason, the contractor fails to comply with the requirements of this contract, Section 108.90 of the current PennDOT Specifications, PUB 408 shall prevail. In the event that any materials or workmanship furnished by the contractor are found to be defective, unsuitable or otherwise unacceptable, the materials shall be removed by the contractor and replaced with acceptable materials and installed new to the satisfaction and approval of the Contract Administrator at the cost and expense of the contractor. Repair of any damages caused by poor workmanship of the contractor shall be at the contractor’s cost.

Items to be quoted

APPENDIX “A”

CONTRACTOR’S HVAC ROOM CHECKLIST OF MAINTENANCE

Contractor: _______________________________

Date:_______________________________________

Work By: _________________________________

Boiler:______________________________________

Time Start: __________________

Time Finished:_________________________________

PENNDOT Building#: ________________________

PENNDOT Signature: _________________________

Inspections

Inspections and corrective actions should be fully documented.

Preventive maintenance schedule for HVAC equipment:

1) Fans supply and return

a) Check fan operation for excessive noise, vibration belt tightness and temperature of supply air.

b) Check that the actuators for the economizer return dampers and the outdoor air dampers are operating properly, and an adequate minimum amount of outside air is always provided. Lubricate as needed.

c) A visual inspection of the supply fan systems

d) Lubricate fan bearings.

e) Check and tighten all set-screws and loose bolts.

f) Motor lubrication instructions are listed on nameplate

g) Note: some motors have sealed bearings that to not require lubrication.

h) Clean outside air screen. Clean outside drains to prevent standing rainwater from accumulating.

______ Initial

Comments:

2) Exhaust Fans

a) Check fan belt tension and alignment.

b) Check set-screws and bolts for tightness.

c) Check for excessive noise, vibration and temperature.

d) Lubricate fan bearings.

e) Check motor nameplate for lubrication requirements.

f) Clean fan scroll, if needed.

______ Initial

Comments:

3) Air Handling Equipment package units

a) Check for excessive noise, vibration and temperature.

b) Bearings should be checked to be sure all setscrews and bolts are tight.

c) Check v-belts for wear, and belt tightness.

d) Check seismic snubbers and spring isolators to see if they are grounded out.

e) Check at 60% to 80% speed of the fans. Fan flex connections should not be strained. Clean condensate pans and drain lines. Clean outside air screens, dampers, damper motors and linkage. Lubricate as needed. Check, replace filters as prescribed by system manufacturer, or when the total pressure drops through the pre-filters and filters exceed 1.5 inches water gauge.

f) Grease bearings as required with the proper grease.

g) Inspect operation of motor starters and wiring.

h) Check amperage and voltage to motors and compare with nameplate rating.

i) Grease motors as required.

j) Check v-belt alignment, proper belt tension, belt wear and dirt.

k) Check motor and fan sheaves for proper alignment, replace v-belts if worn.

l) Check and clean fans and scrolls.

m) Check heating and cooling coils for dirt, clean as required.

4) Fan powered boxes

a) Check motors.

b) Check filters.

______ Initial

Comments:

5) Fan-coil units and convectors

a) Check filter, change or replace.

b) Lubricate and clean motor.

6) Air filters inspection

a) Check filter manometers for pressure drop across filter bank

7) Air filter changes

a) When the pressure drop across the filter reaches the maximum recommended by the system manufacturer, or when the pressure drop across the filter is twice the pressure drop of new filters, or on a regular schedule, based on visual inspections and pressure measurements.

b) Filters should also be changed if they become wet, if microbial growth on the filter media is visible, or if they collapse or become damaged to the extent that air bypasses the media.

c) The filter area should be cleaned and washed down while fans are off.

8) Filter Manometers

a) Check calibration on manometers and magnehelics.

_______ Initial

9) Backdraft dampers

a) Clean and check for free operation

b) Lubricate bearings if required.

______ Initial

Comments:

10) Dampers

a) Inspect, clean with wiping cloth, and lubricate.

11) Plenums/Ducts

a) Variable Air Volume (VAV) control boxes should be checked to verify minimum damper position still provides acceptable volume of outside air.

b) Supply and return air plenum systems (in representative locations) should be inspected periodically for cleanliness, obstructions that block air paths, water damage, visible microbial growth, or hazardous materials.

c) Annually perform a video inspection of the system air plenums and duct system

12) Digitally Controlled Systems

a) Check and calibrate the temperature, pressure, and air velocity sensors per manufacturer recommendations.

APPENDIX “B”

CONTRACTOR’S BOILER ROOM CHECKLIST OF MAINTENANCE

Contractor: _______________________________

Date:_______________________________________ Work By: _________________________________

Boiler:______________________________________ Time Start: __________________

Time Finished:_________________________________ PENNDOT Building#: ________________________

PENNDOT Signature: _________________________

1. Boiler Blow Down: __________________________________________________________________________________________

2. Boiler Water Feeder: ________________________________________________________________________________________

3. Boiler Low Water Cut-Offs: ____________________________________________________________________________________

4. Boiler Gauge Glass/Columns: __________________________________________________________________________________

5. Boiler Safety/Relief Valves: ____________________________________________________________________________________

6. Boiler Barometric Damper: _____________________________________________________________________________________

7. Boiler Tubes/Flues, Breeching: _______________________________________________________________________(Initial Visit)______

8. Boiler Combustion Chamber: __________________________________________________________________________(Initial Visit)______

9. Boiler Valves: ________________________________________________________________________________________________

10. Chemical Feed System: Pump: ________________________________________________________________________________________

Feeder:____________________________________________________________________

11. Boiler Burner Controls and Gauges: _______________________________________________________________________________

12. Boiler Condition: ________________________________________________________________________________________________

13. Boiler Leaks:________________________________________________________________________________________________________

14. Burner Motor, Blower, Air Intake:_________________________________________________________________________________________

15. Boiler Controls:________________________________________________________________________________________________________

16. Burner Scanner, Electrodes, Nozzles:______________________________________________________________________________________

17. Boiler Leaks:________________________________________________________________________________________________________

18. Buner Gas/Oil Pressure Switches:_______________________________________________________________________________________

19. Burner Oil Pump, Filter, Gauges:_________________________________________________________________________________________

20. Remote Oil Pump, Filter, Gauges:________________________________________________________________________________________

21. Burner Tests – Efficiency %:____________________________________________________________________________________________

Burner CO2________________________

Draft:________________________________

Burner Stack F______________________ Smoke:______________________________

22. Burner Condiiton:_____________________________________________________________________________________________________

23. Furnace (Dravo, Powermatic) Flues:_________________________________________________________________(Initial Visit)____________

24. Furnace (Dravo, Powermatic, Etc.):_______________________________________________________________________________________

25. Furnace Controls:_____________________________________________________________________________________________________

26. Furnace Condition:____________________________________________________________________________________________________

27. Condensate Pumps – Boiler Room:________________________________________________________________________________________

Office/Basement:_____________________________________ Garage Area:_________________________________

28. Circulating Pumps – HW Heating System:____________________________________________________________________________________

29. Sump and/or Sewage Ejector Pumps – Boiler Room:____________________________________________________________________________

30. Water Heater Flue Pipe (Initial Visit)__________________________________________________________________________________________

31. Water Heater – Boiler Room (Gas): __________________________________________________________________________________________

(Oil): ___________________________________________________________________________________________

(Electric):________________________________________________________________________________________

Garage Area (Gas): __________________________________________________________________________________________

(Electric):________________________________________________________________________________________

32. Water Heater Circulating Pump:_____________________________________________________________________________________________

33. Water Heater Relief Valve:_________________________________________________________________________________________________

34. Outside Air Louver and Screen: _____________________________________________________________________________________________

35. Gas Wall Heaters (Initial Visit):_______________________________________________________________________________________________

36. Gas or Oil Ceiling Hung Unit Heaters: (Initial Visit)_______________________________________________________________________________

37. Boiler Room Condition:

(Clean)_________ (Dirty)___________ (Trash)________________ (Other)___________________

38. Remove plugs or open valves to clean strainers. Check to see if screens are in place

(Initial Visit):_______________________________________________________________________________________________________________

39. Remove plugs or open valves and flush F & T traps and verify proper operation.

(Initial Visit):_______________________________________________________________________________________________________________

40. Check all radiator valves and other temperature control valves in the heating system.

(Initial Visit):_______________________________________________________________________________________________________________

41. Perform all maintenance services recommended in manufacturer’s controls manual and installation and service manual___________________________

42. Clean coil fins on all unit heaters, fin tubes and/or cabinet heaters______________________________________________________________________

43. Lubricate all unit heaters, cabinet heaters and fan motors:____________________________________________________________________________

CONTRACTOR – Mail copy of “Boiler Room Checklist” to:

Pennsylvania Department of Transportation Maintenance District 1120

Attn.: Jerry Runtas

155 Stewart Avenue

Rochester, PA 15074

APPENDIX C

Stockpile Address

Roeder