HVAC_Preventative_Maintenance_(Addendum_#6_Revision).pdf

Greater Dayton Regional

Transit Authority

Invitation For Bid

HVAC PREVENTATIVE MAINTENANCE

CONTRACT BID NO. IFB 25-31

RELEASE DATE

April 22, 2025

IFB Boiler Plate Revised 1.19.24

INVITATION FOR BID

HVAC PREVENTATIVE MAINTENANCE

IFB No. IFB 25-31

TABLE OF CONTENTS

Letter to Bidders Scope of Work & Special Conditions Instructions to Bidders FTA Clauses Bid Requirements

Attachments:

A - Sample Contract (DO NOT COMPLETE)

B - RTA General Terms and Conditions

C - HVAC CONTRACT PRICING SHEET - REVISED BID FORM - DB - 4-2-25

HVAC_CONTRACT_PRICING_SHEET_-_REVISED_BID_FORM_-_DB_-_4-2-25.xlsx

LETTER TO BIDDERS

RELEASE DATE: Tuesday, April 22, 2025

DEAR PROSPECTIVE BIDDER:

Re: Invitation for Bid (IFB)

HVAC Preventative Maintenance

IFB No. IFB 25-31

Notice is hereby given that the Greater Dayton Regional Transit Authority (RTA) is receiving bids for the following procurement. All bids must be submitted in accordance with requirements set forth in this procurement solicitation, and must be received via

OpenGov before 10:00 am, Dayton (Eastern) time, on Tuesday, June 24, 2025, for the following project:

HVAC Preventative Maintenance

Please view the project timeline and make arrangements to attend the pre-bid conference, if applicable.

Release Date: April 22, 2025

Pre-Bid Conference (Non-Mandatory): May 20, 2025, 10:00am

600 Longworth Rd. Maintenance

Conference Room

Final Date for Questions, Clarifications and Requests for Approved Equals:

May 27, 2025, 10:00am

Dayton RTA Responses to Questions: June 3, 2025

Bid Due Date and Public Bid Opening: June 24, 2025, 10:00am

Public Bid Opening: Greater Dayton RTA will be hosting a public bid opening for this project at 4 S Main Street., Dayton, OH 45402. Bids will be opened on Tuesday, June

24, 2025 at 10:00 am. Attendance is not required, but if you plan on attending, please arrive at least ten minutes prior to the time of the bid opening. Bids are required to be submitted via OpenGov and paper or emailed bids will not be accepted.

All bids and related documents shall be subject to a financial assistance contract between the RTA and the United States Department of Transportation under the Urban

Mass Transportation Administration Act of 1964, as amended, terms and conditions established under the Act will apply. All bidders will be required to certify they are not on the U.S. Comptroller General's Consolidated list of ineligible contractors. Manufacturers appearing on said list will be considered ineligible.

RTA hereby notifies all bidders that, in regard to any contract entered into pursuant to this procurement, advertisement or solicitation, disadvantaged business enterprises will be afforded full opportunity to submit bids in response and will not be subjected to discrimination on the basis of race, color, sex or national origin in consideration for an award.

DBE Participation: It is the policy of the Department of Transportation (DOT) that

DBEs, as defined in 49 CFR, parts 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this Agreement. RTA welcomes DBE participation regardless of whether there is a DBE requirement. The DBE requirement for this project is 0%.

Please Note: This procurement package and any addenda are available on OpenGov, https://procurement.opengov.com/portal/greaterdaytonrta. In order to ensure that you receive all updates and addenda, please be sure to follow this project on OpenGov.

Should you have any questions or comments concerning the procurement, please submit through the Q&A Section of the posting on OpenGov prior to the due date and time for questions.

Sincerely, Michelle Collier

Senior Purchasing Agent

SCOPE OF WORK & SPECIAL CONDITIONS

HVAC Preventive Maintenance & Repair Service Contract

Below are the facilities to be covered under this contract:

MAIN CAMPUS FACILITIES

Name Address

Building 600 600 Longworth Street

Building 601 601 Longworth Street

Building 705 705 Longworth Street

Building 901 901 S Ludlow Street

Building 940 940 Veteran’s Parkway

TRANSIT CENTERS / OTHER LOCATIONS

Name Address https://procurement.opengov.com/portal/greaterdaytonrta

East Hub 1218 Falke Drive

South Hub 2730 Lyons Road

West Hub 122 Elmhurst

Northwest Hub 2075 Shiloh Springs Road

Wright Stop Plaza (WSP) 4 South Main Street

Wright Stop Plaza Transit

Center including passenger waiting area and including

Monument Signs AC units

Former Market Street between

Main St. and Jefferson St.

adjacent to WSP

“Interstate” Mortgage bldg. 32 S. Main Street.

SUBSTATIONS

Name Address

4th Street 100 South Saint Clair Street

Wyoming 541 Wyoming Street

Delphos 3012 Delphos Avenue

Fairgreen 4505 Fairgreen Avenue

Far Hills 103 Stroop Road - West

Fauver 2800 Fauver Avenue

Germantown 1835 Germantown Street

Hillcrest Hillcrest Avenue

Huffman 1600 Huffman Avenue

601 Longworth 601 Longworth Street

CONTRACT TERMS / PRICING

1. The contract term shall be for a minimum period of five (5) base years plus 3 option years. Pricing shall be submitted for each annual period and should be priced based on the following two models:

A. Guaranteed “Full Service” Preventive Maintenance Program and Repair Service – Under this pricing model, the contractor shall provide

ALL Parts, ALL Labor, ALL Scheduled PMs, ALL Repairs, ALL Service Calls, ALL Emergency Calls, ALL Consumables for PM and Repair Services for one

(1) fixed Monthly Fee.

a. Please see Section IX, under Contractor Responsibilities for

Exclusions/Exceptions to the Guaranteed Full-Service pricing model.

b. Under this pricing model, the contractor shall provide a fixed labor rate for each type of trade that might be used under this contract, where applicable.

i. The labor rates shall be divided between the following time frames:

I. Regular Hours Rate – 6am to 6 pm

▪ If the contractor chooses not to have a person on-site during normal business hours, then the response time shall be one-one half (1.5) hours

II. After Regular Hours and Emergency Rate – 6pm to 6am

▪ After Regular Hours, Holidays or anytime RTA requires an immediate non-emergency response. The contractor shall be on-site asap, but shall not exceed three

(3) hours of the time of call

▪ For Emergencies - The contractor shall be on-site asap but shall not exceed one-one (1.5) hours from the time of the call.

c. Under this pricing model, the contractor shall provide a percentage parts markup that might be used under this contract, where applicable.

d. In cases where the repair work is outside of the contractor’s

Guaranteed Full-Service responsibility, if the individual parts and/or repairs exceed $10,000, the Authority will have to secure two (2) additional written quotes before the work can be approved. For all individual parts and/or repairs exceeding $100,000, the Authority will have to bid that project separate from the

Maintenance Contract.

i. Examples include the replacement of an entire unit or system, anything stated in the Exclusions/Exceptions

B. Preventive Maintenance Service Program and Repair Service –

Under this pricing model, the contractor shall provide ALL Preventive

Maintenance Parts and ALL Labor for Preventive Maintenance functions for one fixed (1) Monthly Fee.

e. Parts that shall be included in the contractor’s responsibility under this pricing model include, but is not limited to the following: Filters, Belts, Grease, Oils, Hoses, Clamps, Consumables, Coil Cleaners, Freon up to 10 pounds, Miscellaneous hardware, Cleaning products, Other de minimis parts required for the PM program.

f. Parts and Labor for repairs that are NOT included under this PM Service pricing model, shall be quoted by the contractor and approved by the RTA Project

Manager.

g. Under this pricing model, the contractor shall provide a fixed labor rate for each type of trade that might be used under this contract, where applicable.

i. The labor rates shall be divided between the following time frames:

I. Regular Hours Rate – 6am to 6 pm

▪ If the contractor chooses not to have a person on-site during normal business hours, then the response time shall be one-one

(1.5) hours.

I. After Regular Hours and Emergency Rate – 6pm to 6am

▪ After Regular Hours, Holidays or anytime RTA requires an immediate non-emergency response. The contractor shall be on-site asap, but shall not exceed three

(3) hours of the time of call

▪ For Emergencies - The contractor shall be on-site asap but shall not exceed one-one (1.5) hours from the time of the call.

e. Under this pricing model, the contractor shall provide a percentage parts markup that will be used under this contract, where applicable.

f. In cases where the repair work is outside of the contractor’s PM

Service responsibility, if the individual parts and/or repairs exceed $10,000, the

Authority will have to secure two (2) additional written quotes before the work can be approved. For all individual parts and/or repairs exceeding $100,000, the

Authority will have to bid that project separate from the Maintenance Contract.

CONTRACTOR QUALIFICATIONS AND REQUIREMENTS

1. COMPANY EXPERIENCE – The contractor/organization shall have a minimum of

10 years of experience in the following facility related systems: HVAC, Plumbing, Electrical and Pneumatic systems, including Energy Management and

Temperature Controls systems including, but not limited to, Honeywell, Johnson

Controls, Trane, Tracer-Summit, etc.

2. STAFF QUALIFICATIONS/EXPERIENCE – The Contractor shall use

Journeyman level employees, certified or licensed by the City of Dayton, directly employed and supervised by the Contractor. Journeyman must also be trained and certified by OEM on the proper maintenance of all major equipment systems to keep the equipment properly maintained. Documentation of qualified staff shall be submitted to RTA upon request.

3. ASSIGNED TECHNICIANS – RTA requires the contractor to have a minimum of one (1) assigned technician to the contract at all times during the contract in order to maintain consistency and a better understanding of the locations, equipment, PM program and RTA’s on-site expectations. If the contractor chooses not to have a person on-site during normal business hours, then the response time shall be one-one (1.5) half hours

4. SUBCONTRACTORS – The Contractor shall provide employees or subcontractors that are trained and certified in the operation, maintenance and manipulation of the EMSs used by RTA. Certification shall be received from the

EMS supplier (Trane Tracer, Honeywell Summit, Tridium, etc.).

5. PRIORITY SERVICE – The Contractor shall render priority service to RTA to perform all emergency and ordinary services as a condition of this contract.

6. CAPACITY – The Contractor shall have sufficient capacity to perform all services contained herein. This includes, employees, trucks, testing equipment, spare parts, purchasing staff and management staff to oversee the work.

7. CONTRACTOR FACILITY ACCESS – The contractor’s staff shall be required to have on their person a RTA Contractor Badge, which shall include their photo. The badges shall be provided by RTA.

CONTRACTOR RESPONSIBILITIES

1. OVERVIEW – The Contractor shall provide the Greater Dayton Regional Transit

Authority (RTA), with a continuous, comprehensive preventive maintenance and repair service program which shall include responsibility for the following:

A. All HVAC mechanical, electrical, pneumatic, energy management systems, temperature control systems, air handlers, VAV boxes, etc. at ALL RTA facilities and locations above.

B. Water treatment program for the closed loop systems.

C. Boiler room maintenance program to include the hot water boilers, motors, air valves, water valves and controls.

D. Carbon Monoxide Monitoring System at the Betty Webb building (705

Longworth St.) and the 901 S. Ludlow St. Building, including any required testing and calibration.

E. Nitrous Oxide (NO2) monitoring system in the 600 Longworth Street building, including any required testing and calibration.

F. Vehicle exhaust systems at the 600 Longworth St. Building, 601 Longworth St.

Building and the 901 S. Ludlow St. Building (RTA to maintain and replace exhaust hoses).

G. All Roof Mounted Exhaust Ventilation Fans in all RTA Buildings, Energy

Management Systems (EMS) for the 600 and 601 Longworth buildings, and

Wright Stop Plaza (WSP) HVAC systems.

H. Pumps, sump pumps, water coolers, water heaters and other mechanical equipment as itemized on RTA’s “RTA’s Master Facility and Equipment

Inventory List”

I. Annual Backflow preventer testing and certification (approximately 36 backflow devices)

J. Infrared Tube Heaters at Wright Stop Plaza (WSP), 600 and 601 Longworth

Street locations.

K. Perform daily checks of RTA's Control system (Tracer and Tridium) for all covered locations to check for alarms and issues. The contractor will have access to these controls and will be expected to manage alarms and respond accordingly. The locations covered are 600 Longworth, 601 Longworth, South

Hub, East Hub and West hub. 600 Longworth uses the Trane Tracer system. All other locations are using the Tridium system installed by Waibel

Energy Systems and Point to Point Systems.

2. DETAILED RESPONSIBILITIES – The Contractor shall provide the necessary labor, equipment, materials, parts, tools, test equipment and expense to accomplish the following tasks as related to the above-mentioned systems:

K. Inspection and testing

L. Calibration, adjustments and treatments

M. Scheduled PM maintenance

N. Unscheduled service calls and repairs

O. Monthly, Annual and/or Ad Hoc Reports

P. Insurance of an Environmentally Controlled Facility to comply with original factory specifications.

Q. The continuous, comprehensive maintenance program activities shall be scheduled, administered and monitored by the Contractor with full documentation furnished to RTA on a monthly basis. Unscheduled service calls and repairs shall be documented and submitted to RTA at time of repair

(E-mail documentation is acceptable for unscheduled work and shall include what was found to and corrective action taken). A copy of this documentation shall be included in the monthly report. The program shall include:

a. Equipment preventative maintenance, inspection and testing per the

Original Equipment Manufacturers (OEM) maintenance specifications.

b. The scheduling system is to include a complete annual plan of service activity.

c. The Schedule shall spell out all maintenance, inspection, and testing to be performed including a description of service and frequency (i.e. weekly, monthly, biannually, annually etc…).

R. The Contractor shall furnish all job labor, shop labor and travel labor, including overtime and other labor-related expenses required for all planned service activities and for unscheduled work resulting from abnormal building environment conditions. All repair and replacement labor, including labor and transportation cost required for parts or equipment procurement, shall be the Contractor’s responsibility under the Full Service Guaranteed

Pricing Model. Under the PM and Repairs pricing model, the contractor shall quote all labor specific with trades rates included as indicated in the

PM Pricing Model.

a. RTA shall reimburse contractor for time expended on nuisance calls in excess of 6 per quarter. Nuisance calls shall be defined as calls that require no action or calls that could have been addressed by RTA personnel on sight (i.e. adjust thermostat).

S. Parts and supplies, equipment components and replacement equipment required to keep the system operating per original equipment manufacturers specifications shall be furnished by the Contractor under the Full Service

Guaranteed Pricing Model, with noted Exceptions/Exclusions in Section

VIII. Under the PM and Repairs Pricing model, the contractor shall procure these parts and invoice as indicated in the PM Pricing Model. It is the Contractor’s responsibility to replace such items in a timely and expeditious manner.

T. All parts furnished shall be new and OEM approved. Used, rebuilt or reconditioned parts, components or equipment shall not be permitted, except as an emergency measure to keep the system operating. Such a measure shall be considered a temporary fix, to be followed with the installation of the correct, new item as soon as available. Replacement components or equipment must be the same manufacturer as the original equipment and the identical model or current equivalent model of the manufacturer. If substitutions are necessary due to obsolescence or delayed availability, the

Contractor may use another manufacturer, providing written documentation is submitted to RTA within three (3) days of such substitution action. This documentation shall include as a minimum:

a. Original manufacturer, model, physical data and capacity of item being replaced;

b. The reason for substitution – obsolescence or delayed availability;

c. Substitute manufacturer, model, size and capacity;

d. Substitute manufacturer, published data and drawing, showing specific physical data and capacity performance or component or equipment. Three (3) copies to be submitted for records;

e. Updated equipment inventory list identifying item changed and showing full description of substituted items;

f. If reason for substitution was delayed availability, contractor shall state availability quoted by original equipment manufacturer and by substitute manufacturer.

g. Failure to submit the required documentation of substitutions can be considered justification for contract termination, without limit of time of discovery. Such failure may be considered a default of the contract.

h. Should RTA discover that the substituted item is deficient in capacity or equivalent quality, without time limit, the Contractor shall be obligated to replace that item with an item specified by RTA, at no additional cost to RTA.

i. All parts that are replaced with new parts must be turned over to RTA, along with any written reports that may be due.

U. The 600 Longworth St. facility is controlled by a Trane Tracer Synchrony system. WSP is controlled by a mix of Honeywell SymmetrE and Honeywell

LonWorks with Honeywell Excel 5000 Controls. 601 Longworth, South, East, and West hubs are controlled by a Tridium system. To perform proper preventative maintenance on these control systems, the maintenance contractor must be able to provide the following qualifications.

a. Knowledge of Tracer Synchrony, Tridium products, and applicable

Honeywell controls with Graphical Interface.

b. Have a copy of appropriate software for communicating and Trouble-shooting VAV boxes.

c. Knowledge in Tracer Summit and applicable Honeywell Operations

d. Alarm Routing

e. Trend Logging

f. Perform Data Base back up of the system

g. Perform File Defragmenting

V. NOTE: Contractor is responsible to meet all the qualifications above for RTA’s software systems.

3. PREVENTIVE MAINTENANCE COVERAGE SHALL BE DEFINED AS

FOLLOWS – All equipment shall have preventive maintenance and testing functions performed consistent with the manufacturer’s requirements. Where

OEM preventive maintenance requirements are not available, RTA and the contractor shall determine the scheduled interval, but no PM inspection shall exceed a 90-day period, unless approved by RTA and in agreement with industry best practices. Within the PM program, parts that shall be included in the contractor’s responsibility under this pricing model include, but are not limited to the following: Filters, Belts, Grease, Oils, Hoses, Clamps, Consumables, Coil

Cleaners, Freon up to 10 pounds, miscellaneous hardware, cleaning products and other de minimis parts required for the PM program.

W. The following maintenance shall be performed (1) time per year:

a. Confirm Communications with each box.

b. Drive VAV box to maximum and record flow and position (all VAVs all facilities).

c. Drive box closed, and confirm no-flow.

d. Drive re-heat valve (if applicable) open. Record auxiliary temperature. ( If equipped with this sensor )

e. Identify any operational problems to owner.

f. Heat Exchangers and AC coils cleaned and inspected

X. The following maintenance shall be performed (2) times per year:

a. Check/Calibrate air proving switches

b. Check supply air temperature sensor

c. Check return air temperature sensor

d. Check mixed air temperature sensor

e. Check/calibrate freezestat

f. Check/calibrate chillwater actuator

g. Check/calibrate hot water actuator

h. Check/calibrate outside air actuator

i. Check/calibrate return air actuator

j. Check/calibrate face and by-pass actuator

k. Adjust drive belts (Belts not included)

l. Inspect sheaves (sheaves not included)

m. Install grease fittings on motors where required

n. Grease motors

o. Grease bearings

p. Inspect filters

q. Check fan shaft locknut for tightness

r. Note any excessive vibration or noise

Y. NOTE: Items from vi (6) thru x (10) shall be checked 2 times per year and calibrated with the PCM once per year.

Z. Bi-Weekly Walkthroughs

a. In an effort to discover problems/issues sooner, reduce downtime and service calls, regular bi-weekly walkthroughs of each location is required. Minor repairs made during these walkthroughs will be part of the program. A detailed list of items to be checked will be mutually agreed to for the walkthroughs and the technician and RTA staff will sign off when completed.

AA. The EMS system at WSP controls numerous lighting circuits. Contractor shall be familiar with and know how to turn lights on and off. Change to the light schedule shall be done as needed (and requested by RTA) but at a minimum at every time change.

4. REVISED PM PROGRAM – AFTER AWARD, AND WITHIN 120 DAYS, THE

CONTRACTOR IS REQUIRED TO DEVELOP AND SUBMIT A “REVISED” PM

PROGRAM FOR ALL RTA EQUIPMENT UNDER THIS CONTRACT. THE

CONTRACTOR SHALL MAINTAIN THE AGREED UPON PM PROGRAM FOR

THE REMAINDER OF THE CONTRACT.

5. EQUIPMENT COVERAGE – RTA has provided an equipment list for each facility as part of this IFB. RTA has endeavored to ensure that every piece of equipment is listed, but RTA does not guarantee that every piece of equipment has been included. Whether or not the equipment is listed on RTA’s provided equipment list, the contractor shall still be responsible for the maintenance of the equipment. It shall be the contractor’s responsibility to verify all RTA equipment and to add/subtract equipment from the list as applicable. Therefore, it is highly recommended that the contractor develop their own equipment list prior to submitting a proposal.

6. REVISED EQUIPMENT LIST – Within 120 days of award, the Contractor shall provide a revised itemized equipment list by facility, including Make, Model, Serial Number and PM plan. This document shall serve as “RTA’s Master

Facility and Equipment Inventory List” for the purposes of the on-going contract. The “Master Facility and Equipment Inventory List” shall include all HVAC, mechanical, electrical, pneumatic, energy management system equipment, temperature controls, carbon monoxide monitoring system, nitric oxide systems, components and controls that shall be covered. This

“Master List” shall be maintained throughout the life of the contract.

BB. ALL equipment and control devices listed in “RTA’s Master Facility

Equipment Inventory List” shall be maintained and repaired by the

Contractor. That includes, but is not limited to, all parts of all equipment including internal, external, fixed or moving components and attached insulation, jackets and accessories. This shall include all moving parts, shells, casings, control valves, motors, operators, linkage, coils, tubes, air handlers, fan motors, compressors, evaporators, condensers, dampers, filters, refrigerant, sump pumps, sewage pumps, floats, control devices, electrical gear mounted in or on the equipment, and all components of all temperature control items including room sensors, room thermostats, and EMS.

CC. Air-cooled condensers shall be thoroughly cleaned per OEM requirements but not less than twice a year prior to May 15 and September 15.

DD. All coils and other heat transfer surfaces, tubes, fans, etc. shall be cleaned and maintained per OEM recommendations. If found to be filmed or dirty the

Contractor shall clean them in accordance with OEM recommendations and requirements.

EE. The contractor shall determine required specifications and appropriate filter sizes for all equipment. The contractor shall develop and provide a schedule for filter replacements based on operation requirements and OEM recommendations. The Contractor shall submit the filter replacement schedule to RTA for RTA’s consideration and AFTER contract award. In the possible absence of other filter change frequency information, filters shall be replaced at a minimum once a month during periods of operation for most units, and twice a month for all CO-RAY-VAC units. The Contractor shall provide and install all filters. The Contractor shall remove and properly dispose of all filters off site. Use of RTA disposal (dumpsters, etc.) is not acceptable.

FF.Painting for the purpose of corrosion control and neat appearance of all equipment on an as needed basis and as instructed by RTA project manager shall be the responsibility of the Contractor.

f. The Contractor shall maintain a sufficient inventory of parts (i.e., belts, refrigerants, gaskets, filters, seals, damper motors, bearings, lubricants, cleaning products, control system parts, etc.) to provide timely service.

7. SAFETY AND REGULATORY TESTING AND INSPECTIONS

GG. Contractor shall include all required labor and permits to open or disassemble equipment for testing and inspection by State of Ohio or authorized agencies, as directed by RTA. Upon completion of such inspections, Contractor shall reassemble and restart the equipment.

8. SERVICE CALLS AND EMERGENCY SERVICE

HH. Response time shall be three (3) hours maximum for non-emergency service calls related to environmental comfort conditions.

II. Response time shall be one-one (1.5) hours or less for emergency calls.

Emergency calls are normally those related to human safety and health, property protection, computer rooms and preservation of food or materials sensitive to environment. The determination of whether a service call is non-emergency (3 hours) or emergency (1.5 hours) shall be determined solely by RTA's representative at the time the call is placed;the Contractor must respond accordingly. Response time for this contract is defined as the time lapse from the time a call is placed until a qualified service mechanic arrives at the designated building in a service vehicle fully equipped with proper tools and normal emergency parts. It is the Contractor's obligation to furnish response to all service calls, as defined above, at any hour of the day or night, weekends and holidays.

JJ. Failure to respond to non-emergencies as specified shall result in a charge to the Contractor of $125.00 per hour or part hour over the maximum allowed time. Repeated failures shall be considered justification for contract termination. Failure to respond to emergencies as specified shall result in a charge to Contractor of $250.00 per hour or part hour over the maximum time allowed.

9. EXCLUSIONS/EXCEPTIONS

KK. The Contractor shall not be held responsible for failures or equipment damage due to non-maintenance related causes:

g. Acts of God --windstorm, hail, lightning, flood waters, earth tremors

h. Domestic hot and cold-water piping system or fixture failures, after the first valve

i. Sewer backup or stoppage.

j. Fire

k. Vandalism and theft

l. Improper system operation by others

m. Response times to failures resulting from these items shall be as described herein

n. Delays due to unavailability of equipment, strikes, riots, civil or military authority

o. Electrical power wiring or main switch gear

p. Power outages or other interruption of utility services

LL. Specific Exclusions/Exceptions to the Guaranteed “Full Service”

Preventive Maintenance Program and Repair Service Pricing Model

s. Compressors above 20 ton

t. New Condenser Coils, Evaporator Coils, Heat Exchangers (Parts Only)

u. Freon in excess of 10 pounds

v. Ductwork, structural supports, cabinets, casings, chiller barrels and such like (Parts Only)

w. Cleaning of Ductwork

x. System Replacements

y. Oil and Ice Storage Tanks

z. Water, Steam or Drain Piping (Parts Only)

aa. Boiler Valves, Flues, Shell and Tube assemblies for Boilers (Parts Only)

bb. Electronic Circuit Boards (Unless failure is due to contractor error) (Parts

Only)

cc. Large Electric Motors exceeding 5 HP

MM. As part of this IFB, the contractor may request other exclusions at the time the IFB is submitted to RTA.

10. QUALITY CONTROL / QUALITY ASSURANCE

NN. As part of this IFB, the Contractor shall submit their Quality Control/Quality

Assurance program which includes the following

q. How each technicians’ work is tracked and monitored

r. Any documentation of repeat work

s. Any trends of equipment breakdowns

t. The Contractors Quality Program (How quality is managed)

RTA RESPONSIBILITIES

1. OVERVIEW – RTA shall commit to being a partner in this contract. The following guidelines shall represent RTA’s commitment to a long-term partner for the services stated above.

A. It is agreed that RTA shall provide access to all devices which are to be serviced. The Contractor shall be free to start and stop all primary equipment incidental to the operation of the mechanical system(s) as arranged with and directed by RTA

B. RTA shall immediately notify the Contractor of any unusual operating conditions associated with the equipment protected by this agreement.

C. Damage obviously due to items listed as exclusions shall cause RTA to request the Contractor for a quotation for the replacement parts plus the labor necessary to install the parts.

D. RTA shall have authority to remove from the building any employee of the

Contractor who shall be found in any way unsatisfactory or detrimental to the best interests of RTA.

E. RTA’s Project Manager shall have the authority to request a particular qualified employee to repair any mechanical system that needs repaired while

Journeyman is at RTA on a service call.

EQUIPMENT REPLACEMENTS DURING THE CONTRACT TERM

1. RTA has replaced the vast majority of all HVAC equipment in the 600 Longworth garage, and the 601 Longworth garage locations. These two (2) buildings encompass about 50% - 60% of all HVAC equipment under this contract. In addition, there is new HVAC equipment at the South, East and West Hub locations

- all replaced with the last few years.

2. RTA is aware of the need to replace some equipment that is outdated, beyond its useful life or is a high maintenance piece of equipment at Wright Stop Plaza and there may be some at other locations previously mentioned above. RTA will be seeking a list of the top ten pieces of equipment that should be replaced to improve efficiency and reduce maintenance costs.

SUBSTATIONS, ADDITIONAL FACILITIES AND EQUIPMENT ADDED TO

THE CONTRACT

1. RTA owns and operates nine (9) substations as part of the Trolley Bus System

Infrastructure. Currently, these substations DO NOT have any air conditioning systems, but do contain vent fans, space heaters and one does have an air handler, which are already included in this IFB.

2. As RTA upgrades and/or installs new substations, they will have HVAC systems which will require PM and Service. When a substation is replaced or upgraded with a HVAC system, the contractor and RTA will discuss additions to the contract.

3. In addition, whenever a new facility or piece of equipment is added by RTA, the contractor and RTA will discuss additions to the contract.

A. RTA will be replacing the 705 building with a new parking garage for our

Paratransit fleet, which will be called 701 Longworth and will be located essentially where the 705 building currently sits. There is a list of planned mechanical equipment that will be included with this scope of work.

4. It should be noted that all reasonable additions of equipment and/or facilities shall be considered with the scope of this IFB/Contract.

A. RTA will also be adding a parking garage, called the Air City Garage, which is located near the Wright Stop Plaza locations. The equipment in this parking garage shall be included as part of the contractor's responsibility under this contract. This garage was recently acquired.

COMPREHENSIVE ENERGY MANAGEMENT SYSTEM

1. During the term of this contract, RTA will be installing a comprehensive energy management system for ALL equipment and ALL facilities. This system shall be non-proprietary and shall be able to be loaded onto a desktop or a network for a centralized viewing of all systems and all locations from one location.

A. Controls have already been added to 600 Longworth, 601 Longworth, South

Hub, East Hub and West Hub. 600 Longworth uses the Trane Tracer system. All other locations are using the Tridium system installed by Waibel

Energy Systems and Point to Point Systems. The contractor will have access to these controls and will be expected to manage alarms and respond accordingly.

2. As part of the IFB, the Contractor shall provide their recommended energy management system for Wright Stop Plaza, when required, that will be the best fit for RTA’s equipment and operation. The Contractor shall provide some a detailed explanation/justification for why their recommended system is the best and highest quality system for RTA.

OTHER MAINTENANCE OR REPAIR SERVICES

I. Occasionally RTA requires quotes or proposals for other types of work within RTA facilities. This work would include HVAC, Plumbing, Electrical, Mechanical or

General Labor services. We are requesting a Fixed Labor Rate for each type of service for the contract period and any other associated costs such as trip charge, parts markup, etc.

A. The work described above would be for services not covered under the normal HVAC contract scope, but would be for service where a contractor is needed to perform urgent services for which the contractor is qualified to perform.

CONTRACTOR SAFETY REQUIREMENTS

1. The Contractor shall participate in RTA’s Contractor Safety program, prior to any work being performed. This program shall include contractor responsibilities to be in compliant with all OSHA and PERRP workplace guidelines and regulations and will include details about working safely on RTA property.

2. RTA has numerous locations where 600v DC is present, so the Contractor MUST become familiar with the dangers associated with working around 600v DC voltage.

ASSET MANAGEMENT – WORK ORDER SYSTEM

1. RTA utilizes an asset management and work order management system called

Trapeze EAM. All of RTA’s HVAC and Mechanical equipment has been loaded into the asset management system. It is RTA’s desire that the contractor use RTA asset management system for PMs and repairs. The goal under this contract would be to have this process implemented within the 1st 3 years of the long-term contract. This goal will be discussed with the new contractor and if the contractor can provide regular reports of PMs having been completed on time and reports of all maintenance actions performed on RTA equipment, this goal can be removed from the contract expectations.

END OF CONTRACT REQUIREMENTS

1. Towards the end of this contract term, it is understood that the awarded contractor of this contract will assist RTA during the new IFB process. This may include but is not limited to; being present for potential contractor walkthroughs to answer equipment-related questions; providing an updated detailed list of equipment to RTA as stated previously; working with the new contractor for 30 days prior to the start of the new contract to ensure a smooth transition of service for RTA.

Contract Terms (Requirements Contract)

1. Contract Pricing

This is a fixed price contract. All prices offered and accepted are firm for the duration of the contract. Contractors may not change or negotiate contract prices. Except as provided in this contract, no special fees or expenses shall be charged directly to RTA.

2. Contract Duration

The duration or term of this contract shall be for twelve (12) months . RTA reserves the right to award this contract to one or more contractors.

The Greater Dayton Regional Transit Authority may extend the term of this contract by written notice to the Contractor within 30 days, provided that the RTA shall give the

Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit RTA to an extension. If RTA exercises this option, the extended contract shall be considered to include this option provision. The total duration of this contract, including the exercise of any options under this clause, shall not exceed ninety-six (96) months.

3. Quantity and Delivery Requirements

There is no set quantity nor delivery schedule for this contract. Goods and/or services shall be provided as required by RTA. Awarded vendors responsible for meeting all requirements for the awarded items over the contract period. No guarantee is made or implied as to the minimum quantities that may be ordered for the duration of the contract.

INSTRUCTIONS TO BIDDERS

Greater Dayton RTA Background

History

RTA is an independent political subdivision of the State of Ohio organized pursuant to

Ohio Revised Code Section 306.30 through 306.71, inclusive, as amended.

The RTA was created on September 6, 1971, pursuant to the Revised Code, by ordinances of the Councils of the City of Dayton and the City of Oakwood. After completing the purchase of the assets of City Transit, the major privately owned public transportation system in the area, the RTA became operational on November 5, 1972.

In September 1980, after the approval in the preceding April by the voters of the County of a one-half percent sales and use tax of unlimited duration for all purposes of the RTA, the boundaries of the RTA were extended to be co extensive with the boundaries of

Montgomery County and parts of Greene County.

Governing Body

All power and authority of the RTA is vested in and exercised by its nine (9) member

Board of Trustees.

Bid Submission Instructions

The Greater Dayton Regional Transit Authority, hereinafter called "RTA", requests bids for HVAC Preventative Maintenance, hereinafter called "above-named project" or by the specific project name, under the following requirements and conditions, which shall be considered an essential part of the contract documents.

1. Submission and Modification

Submissions are due electronically by 10:00 am, Dayton (Eastern) time on Tuesday, June 24, 2025, through OpenGov. Any submission received after the exact date and time specified will not be considered.

Submissions may be modified online through OpenGov prior to the due date and time by unsubmitting a bid or proposal and making modifications and then re-submitting.

In addition, any costs incurred while preparing a bid or proposal submission, including site visits, will not be reimbursed by RTA.

2. Questions and Clarifications

All questions and clarifications must be submitted through the Q&A Section of the project on OpenGov by Tuesday, May 27, 2025.

Any new or relevant information given to any one contractor will be furnished to all contractors as addenda to this procurement.

3. Administration of Sealed Bids

1. Sealed bids shall be submitted through the appropriate project in the official

Greater Dayton RTA OpenGov site prior to the advertised due date and time. At which time the bids will be publicly opened at 4 S Main St., Dayton, OH 45402 in the 8th floor conference room. Any bid received after the time referred to will not be considered. Any bid received and opened may not be withdrawn by the bidder for sixty (60) days from the date on which the bids were opened.

2. Because bids and offers can at times be ambiguous, in its solicitation documents, the RTA reserves the right to request additional information before making an award. The RTA also reserves the right to seek clarification from any bidder or offeror about any statement in its bid or proposal that the RTA finds ambiguous.

3. The RTA reserves the right, as the interests of the RTA may require, to postpone, accept or reject all bids and to waive defects or irregularities in bids received and to award a contract(s) in the best interest of the RTA.

4. In determining the successful bidder, consideration will be given to the price, the experience of the bidder, responsibility of the bidder including financial responsibility, responsiveness to these specifications, and the bidder's record as an equal opportunity employer. RTA's maintenance history with equipment previously furnished by a bidder, directly or indirectly through a manufacturer, will also be considered.

5. All bids submitted are subject to instructions and general conditions, and any special conditions and specifications contained herein, all of which are made a part of this bid by reference and constitute the contract documents and shall become a part of any agreement and/or purchase order between the RTA and the successful bidder.

6. With respect to actions prior to award of a contract, only the RTA's Chief

Financial Officer, Director of Procurement, RTA Titles, or Chief Executive Officer have the authority to take action on behalf of the RTA. Only the RTA's board of trustees has the authority to award a contract(s) in excess of $100,000.

4. Contract Award

Contract awards are based on the lowest responsive and responsible bidder as determined by the Greater Dayton Regional Transit Authority (RTA). The RTA reserves the right, as the interests of the RTA may require, to postpone, accept or reject all bids and to waive defects or irregularities in the bids received. In awarding a contract(s), the

RTA reserves the right to consider all elements entering the determination of the responsibility of the bidder. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be cause for rejection of the bid.

Contract(s) for the purchase of goods and/or services will be awarded within sixty (60) calendar days from the date upon which bids were opened to the lowest bidder RTA deems responsive and responsible. The successful bidder will be required to execute the attached contract within five (5) calendar days after notification of award.

In the event a single bid is received, the RTA will conduct a price and/or cost analysis of the bid. Price analysis is the process of examining and evaluating a price submitted without examining in detail the separate cost elements and the profit included in the cost bid. It should be recognized that a price analysis through comparison to other similar procurements must be based on an established or competitive price of the elements used in the comparison. The comparison must be made to a purchase of similar quantities and involving similar specifications. Where a difference exists, a detailed analysis must be made of this difference and costs associated thereto. RTA has the right to enter into a negotiated procurement should only a single bid be received. Where it is impossible to obtain a valid price analysis, it may be necessary for the RTA to conduct a cost analysis of the bid price.

5. Funding

The proposed contract shall be funded in part from the Federal Transit Administration

(FTA) and the Ohio Department of Transportation (ODOT). Each vendor shall examine all contract documents noting particularly all requirements, which will affect the contractor's work.

6. Specified Material and "Approved Equals"

1. Contractors shall furnish with their submission, as an integral part thereof, complete descriptions and specifications of the product they propose to furnish.

When the descriptions and specifications of the product meet the description and specifications provided in the solicitation document, no additional submission is required.

2. Where brand names or specific items or processes are used in the specifications, consider the term "or approved equal" to follow. However, a request for approval for any proposed substitution as an equal must be submitted in writing.

3. For all items listed and which are described or defined by dimensions or another measure of physical characteristics or performance, it is understood that such information indicates the character of the required items and so strict interpretations with respect to nonessential details shall not be made as to limit competition among manufacturers of substantially equivalent items.

A. Whenever this specification defines the material or article required by using a proprietary product or of a manufacturer or vendor, rather than by using descriptive detail of substance and function, the term "or equal" always is understood to follow immediately the name of the make, vendor or proprietary product. An item of material shall be considered equal to the item so named in the specifications if: (1) it is at least equal in quality, durability, appearance, strength, and design; (2) it will perform at least equally the function imposed by the general design for the material or equipment being purchased; and (3) it conforms substantially, even with deviations, to the detailed requirements for the item in this specification.

B. Whenever in this specification the names of one or more manufacturers are mentioned as indicating that their product will comply with a particular specification or where specific trade names are mentioned, it is not intended to exclude products of other manufacturers whose names or symbols have not been provided, only however, that such products conform to the detailed requirements for the item as indicated in the specifications.

4. Bidders and Proposers shall be responsible for providing the RTA with information in the latest applicable revision of any part or process specifically called for in the specifications for consideration.

5. Only standard parts of units that conform in material, design, and workmanship to the best procedure known in the industry shall be used. No reconditioned or obsolete parts shall be used. All parts shall be identical and interchangeable in its class. All manufactured articles, material, and equipment shall be applied, installed, connected, erected, used, cleaned, adjusted and conditioned as directed by the manufacturer unless herein specified to the contrary.

7. Requesting an Approved Equal

To request an approved equal, contact Michelle Collier at mcollier@greaterdaytonrta.org prior to the final date for questions and clarifications which is Tuesday, May 27, 2025. Any request for approved equal must include a formal product sheet that lists all relevant specifications that are included in the scope of work of this project. If there are required specifications that are not addressed or the proposed equal has insufficient specifications, the proposed equal will not be approved.

8. Protest Procedures

RTA will hear and consider a sustainable protest regarding its procurement actions in accordance with the below procedures. Due to the significantly limited role of FTA in protests, it is anticipated that the majority of all protests will be evaluated, and the final decision rendered by RTA. RTA intends to provide a thorough review of all sustainable protests. The RTA's primary concern is the timely procurement of needed capital equipment, supplies, or services. Therefore, it does not intend to allow the filing of bid or proposal protests to unnecessarily delay the procurement process.

DEFINITIONS

1. Protest: A protest is a written objection by a potentially interested party to a solicitation or award of a contract over the small purchase threshold to receive a remedial result. An interested party must be an actual or prospective bidder or proposer whose direct economic interest would be affected by the award or failure to award the applicable contract in accordance with FTA Circular 4220.1.

2. Pre-Submission: A written objection is made during the solicitation phase and is received before the bid opening or proposal due date.

3. Pre-Award: A written objection is made before an award and is received after the bid opening or proposal due date, but before award of the contract.

4. Post-Award: A written objection made by an unsuccessful offeror and received after the Board approves award of the contract.

SUBMITTAL PROCESS

1. Before Protest

The contractor should contact or make an appointment with the solicitation’s procurement representative to resolve any issues.

2. Filing a Protest

Protests may be filed during the following:

A. Solicitation phase must be submitted no later than five (5) business days before the closing of said solicitation. If the protester fails to meet this deadline, protests based on those solicitation issues may not be allowed.

B. Pre-award must be received no later than five (5) business days after the bid opening or proposal due date.

C. Post-award must be received at least five (5) business days after the Board approves contract award.

3. Protest Submittals

The Protester's Submittal Procedures and RTA's Protest process can be accessed at http://proc.greaterdaytonrta.org under Resources/Protests. Protest shall include, at a minimum:

A. The name and address of the protesting party and its relationship to the procurement are sufficient to establish that an interested party is filing the protest.

B. Identity of the contact person for the protester, including name, title, address, telephone, fax, and e-mail addresses. If the contact point is a third party representing the protester, the same information must be provided, plus a statement defining the relationship between the protester and the third party.

C. The name and number of the solicitation or contract.

D. A description of the nature of the protest, referencing the portion(s) of the solicitation involved.

E. Identification of the provision(s) of any law, regulation, or other governance upon which the protest is based.

F. A complete discussion of the basis for the protest, including all supporting facts, documents, or data.

G. A statement of the specific relief requested.

H. State if an informal conference is wanted to discuss the protest with RTA.

I. Submit the protest in…