HVAC Preventative Maintenance and Repair Scope of Work.pdf

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veteran Services, Ohio Veterans Home Georgetown (OVH-G) is seeking bids for preventative maintenance of HVAC equipment located at 2003 Veterans Blvd Georgetown OH, 45121.

Contractor is to provide an equipment assessment and to develop, coordinate, and oversee a preventive maintenance and repair program. Contractor will provide services for maintaining, repairing, and/or replacing equipment as approved by the Ohio Department of Veteran Services (DVS). All work performed by the Contractor is expected to be of the highest quality and meet or exceed accepted industry standards.

Only considering suppliers on index# MAC038.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstance that results in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

Arrival Time and Date Location Entrance June 23,2025 Will begin promptly at 10:00am

2003 Veterans Blvd Georgetown, OH 45121

Main Entrance

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective To provide an assessment, develop, coordinate and oversee HVAC preventative maintenance and repairs/deficiencies. Contractor will provide services for maintaining, repairing, and/or replacing equipment as approved by the Ohio Department of Veteran Services (DVS). All work performed by the Contractor is expected to be of the highest quality and meet or exceed accepted industry standards.

Scope of Work (SOW)

All HVAC equipment associated with the operation of the Ohio Veterans Home - Georgetown at 2003 Veterans Blvd. Georgetown, Ohio 45121 is identified as ‘Covered Equipment’. The Covered Equipment list is provided at the end of this document. The provided list may not be 100 percent accurate. Table 1 is a brief summary of the type and numbers of Covered Equipment.

The Contractor must coordinate and oversee all required preventive maintenance and repair services for the Covered Equipment under this Agreement.

The Contractor’s preventive maintenance plan must include a monthly preventive maintenance manual, periodic inspections (Example: opening boilers for five (5) year inspection but not limited to) and follow the OVH preventive maintenance schedule Preventive maintenance will include regular service of Covered Equipment.

The Contractor’s preventive maintenance activities for covered equipment must meet or exceed the equipment manufacturer’s recommended schedule of activities. Attachment 4 -Preventative Maintenance Frequency and Requirements outlines the frequency of work to be performed at OVH. If OVH’s preventive maintenance schedule does not exist for a covered piece of equipment, Contractor must develop the preventive maintenance schedule and activities with approval from OVH.

The Contractor must include in its preventive maintenance program all costs related to any required local or State periodic inspections and/or certifications of Covered Equipment.

All preventive maintenance costs for parts, materials, travel, labor, vehicle charges, etc.

must be included in the monthly preventive maintenance cost. This includes, but is not limited to, belts, filters, lubricant, cleaning chemicals, etc.

The Contractor must report with its monthly invoice all services performed.

The Contractor must provide a 24-hour, seven (7) day a week, 365 day a year method for direct contact.

The Contractor must respond to emergency service calls and have appropriate staff onsite within 4 hours of the initial call unless approved by DVS.

Contractors may be required to perform emergency service outside of normal business hours when requested by DVS. The Contractor will respond to all requests for emergency service in twenty-four (24)-hour, seven (7) day a week, 365 day a year. A twenty-four (24) hour emergency answering service for dispatching is required. In the event the Contractor cannot respond; they must provide an approved sub-contractor that can provide the required services withing the above timeframe.

Contractor shall acknowledge receiving request for regular repair call, via e-mail or phone call, by the next business day of receipt of repair call. Contractor shall have appropriate staff on-site within two (2) business days of regular repair call for inspection of the subject of the repair call. Contractor shall have a quote for service and/or repair to DVS within two (2) business days from on-site inspection. Regular repair must be approved by DVS before work shall commence. Any work completed without approval from DVS Maintenance Superintendent or designee shall be the responsibility of the Contractor.

Regular repair calls will be billed only for the time spent onsite. Regular service calls may be scheduled with at least fifteen (15) hours advance notice and performed during normal business hours on the next business day, unless another mutually agreed upon date and time is determined.

Contractor will at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the Ohio Veterans Home employees, residents and property.

Contractor must label all filters with the date that they are installed and the person installing the filters must also initial the filters.

Contractor shall meet with OVH Staff on monthly bases to discuss monthly Preventive Maintenance issues and or concerns with the contractor. Time shall be mutually agreed up on by contractor and OVH.

Expectations

All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

Supplier must comply with all terms on index# MAC038.

General Provisions

All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the DVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during regular business hours 7:00am to 3:30pm unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of DVS/OVH and pick up an DVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

9. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

10. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

11. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

12. Contractor shall provide forty-eight (48) hour notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 7:00am and 3:30pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

13. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

14. Contractor must sign and agree to the standard state terms in the documents tab of the solicitation.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Suppliers shall submit all bids in OhioBuys.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order annotated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov.

Table 1

Ohio Veterans Home Georgetown

Rooftop Units -Dx Cooling & Hot water coils J F M A M J J A S O N D

Inspect Hot water coil X X X X

Check Operation Of hot water valve X

Inspect Condenser Coil,clean annually

Inspect and record motor amp draw

Check drain pan,flush pan and drain line

Check and align blower pulley and sheaves

Check and Lubricate motor and blower bearings

Inspect blower wheel

Inspect and adjust or replace belts as needed

Check Static pressure control operation

Check operation of return air damper,Lubricate as required

Check operation of relief dampers,lubricate as required

Check operation to outside air damper lubricate as required

Inspect motor contacts X X X X X X

Inspect motor overloads X

Check line voltage supply and record

Inspect supply and return air fan bearing, lubricate as required

Inspect supply and return air fan motor starter contact

Check and record supply & return air fan motor amperage

Check Freezestat X

Check Firestat operation if applicable

Make recommendations of required parts

Change air filters X X X X

Clean coils X X X X

Check condensation pan and or drain

Combustion Air Heater

J F M A M J J A S O N D

Inspect blower wheels X X X X X X

Check motor starter contacts X

Replace Filters X X X X

Check and record motor amperages X

Check belts and adjust or replace belts as needed

Make recommendations of any required repairs

Makeup air units Hot & Chilled water coils

J F M A M J J A S O N D

Check and align blower pulley and sheaves

Check and lubricate motor and blower bearings

Check Blower wheel X

Inspect belts and adjust, tighten or replace as

Check and record blower amperage

Inspect and tighten electrical connections

Inspect contractor and motor starters

Check time of day scheduling

Check operation of hot and chilled water valves

Check hot deck temper control

Check Freezstat X

Check Firestat X

Check cold deck temperature

Inspect outside air dampers

Check damper linkages

Check mixed air Sensor

Make recommendations of any required repairs

Check condensation pan and or drain

Hot Water Boilers - Gas

J F M A M J J A S O N D

Clean Burner tube X

Inspect flue and refractory X

Check gas Pressure X

Check and Calibrate all safety and operating controls

Check Flame safeguard

Check firing rate control

Check Pressure relief operation X

Check low water cut -off Clean simi-annually X

Check operation of feed water system

Inspect Pilot assembly, Clean as required

Check and record flame safeguard signal

Check and tighten all

Inspect and clean air intake X

Check and record burner motor amperage draw

Analyze combustion on gas of any required repairs.

Daikin Chiller with screw compressors

Check refrigerant charge

Check and record suction and head pressure

Check and record super heat

Check and record subcooling temperature drop across evaporator compressor amp rating and draw

Check compressor oil level if applicable

Inspect and tighten all

Inspect all contactors

Check operation of high and low pressure switches

Check operation of all safety

Check cooling on off set points

Check discharge air temperature

Check all control electrical connections

Check condenser quarterly

Check condenser fans blades

Check and record fan motor temperature rise across condenser

Check Microprocessor

Check all Electronic sensors

Check chilled water flow

Check chilled water barrel for leaks any required repairs

BOILER CIRCULATION PUMPS

Inspect motor bearings

Inspect Pump couplings

Inspect pump bearings,lubricate as required

Inspect contactor and amperages

CHILLED WATER CIRCULATION PUMPS

J

F

M

A

M

A

S

O

N

D

Inspect motor bearings X X X bearings,lubricate as

SECONDARY PUMPS-CIRCULAR PUMPS

J F M A M J J A S O N D

Inspect motor bearings X bearings, lubricate as

DOMESTIC HOT WATER HEATERS - GAS

J F M A M J J A S O N D

Test all safety devices X X

Calibrate and adjust all

Clean and test low water cut - off

Record gas pressure and adjust

Record water temperature and adjust

Check all pressure gauges

Analyze combustion on gas

Check and record flame safety guard signal

Inspect pilot assembly,clean as

Inspect flue and refractory as required

DOMESTIC WATER PUMP

Test all safety devices

Calibrate and adjust all

Check all pressure gauges

Inspect pilot assembly,clean as

Grease as required by Manufacturer

Mitsubishi Ductless

J F M A M J J A S O N D

Clean Coils X X

Change Filter

Check controls X X

Operating corretly

Exhaust Fans

J F M A M J J A S O N D

Inspect blower wheels X X X X

Check motor starter contacts

X X X X

Check and record motor amperages

X X X X

Vav Boxes with Hot Water Reheat

Check air flow and verify X

Clean pressure pick up probes X

Check Damper operation X

Check Hot water valve operation X replace Air Filters X

Inspect reheat coil X for required for repairs

Kitchen Exhaust Fans

J F M A M J J A S O N D

Inspect blower wheels X X X X X X

Check motor starter contacts

X X X X

AUTOMATED LOGIC Control System

J F M A M J J A S O N D

Verify Calibration of outdoor air sensor

Cal emergency status input

Review communication co-efficient

Review optimization log

Review data logs

Verify calibration of all room sensors discharge air sensors return air sensors mixed air sensors

Check and tighten electrical connections in control panels

Verify remove calibration of all interface devices

Verify all default valves of interface devices

Fan Coil Units

J F M A M J J A S O N D

Inspect sheet metal cabinets

Inspect blower wheel X

Check motor bearings, Lubricate as required

Inspect hot and chilled water coil water control valve

Check thermostat electrical connection

Check belts and adjust, tighten or replace when needed.

Check coils and clean simi-annually any required repairs.

Replace air filter

Check condensation pan and or drain

Liebert System (roof top unit)

J F M A M J J A S O N D

Inspect sheet metal cabinets

Inspect blower wheel X

Check motor bearings, Lubricate as required water coil water control valve

Replace Filter

Check belts and adjust, tighten or replace Belts as

Check thermostat

X X electrical connection

Check coils and clean simi-annually pump system of any required repairs.

Covered Equipment

Ohio Veterans Home-Georgetown Ohio

Serial# Category / Equipment Location Status Model# Manufacturer Quantity

STNU140600119

chiller 140 ton

(6) scroll compressors

Outside Mechanical room

AGZ140DC4 WARRANTY-45

MONTHS-EXP. 7/21/2019

DAIKIN

Chiller water circulating pump

1510-3E

B&G

Boiler Circulating pump mechanical room

1510-3E

B&G

Exhaust fan roof top

1 low 1high roof

FX14B PENN

2 low 2high

FX188H PENN

Exhaust fans roof top

1 low 1 high roof

FX13B PENN

low roof

FX16B PENN

FX12BH

PENN

High roof

FX10B PENN

FX08B PENN

165 ACE 165C7B COOK

Exhaust kitchen hood roof top

2 low 2high

245VH10B COOK

NKLM099919

Roof top unit #1-40 ton 4 comperssor on board hot water coil

North High roof

Y14AW14E30CBCA

YORK

NKLM099920

Roof top unit #2-40 ton 4 compressor on board hot water Coil

South high roof

NKLM099921

Roof top unit #3-30 ton 3 compressor onboard hot water coil dinning room low roof

RKLM004101

Roof top unit #4-50 ton4 compressor 2 circuit. On board hot water coil

YPAL055CVC46BBAS

York

NKLM099922

Rooftop unit #5-30 TON 2 compressor

Hot water coil in duct below unit ware house low

12AC04E9KDOCA

York

4514U44964

Roof top unit #6-20 ton gas fire heat multipurpose low

48A35020CL-62AFR

CARRIER

4514P16178

Roof top unit #7-20 ton gas fire heat multipurpose low

48HCTE24F7M6AZB5J0

CARRIER

AKLM012038

Air make up unit#1- 1 preheat coil 1 chill coil 1 reheaet coil

CP-105

AKLM012039

Air make up unit #2- 1 preheat coil 1 chill coil 1 reheat coil

CP-105

6723080110

Kitchen hood air make up unit #1

DFNP20-E47B Master air

3723080102

Kitchen hood air make up unit #2

DFNP10-EA3B Master air

5XU04292A

Telecom room cooling unit south

TUI-A18NHA6 Mitsubishi

5XU04389A

Telecom room cooling unit north

TUI-A18NHA6 Mitsubishi

02-84542S

Combustable air heater

FASU-27 LJ Wing

Boiler #b1

ZF 350 W Unilux

Boiler #b2

ZF 350 W Unilux

602107483

Domestic water

1250 P400A-TP PDI Industries

602107484

Domestic water

1250 P400A-TP PDI Industries

Varible Air volume box throughout building

Krueger

Hot and chilled fan coil unit

Airtherm

Automated logic control system

Automated logic

ET02121662 Kitchen cooler#1 low roof kitchen KARA-010E-TAC-100 HARRINGTON 1 ET02J27942 Kitchen coller #2 low roof kitchen KARA-010E-TAC-100 HARRINGTON 1 ET02J20433 Freezer low roof kitchen LAHA-032E-TAC-100 HARRINGTON 1 158231-20-1 Cabinet heater 42VFC06ARCY5AYIU CARRIER 3

Cabinet heater Stairwells F-1000-04 Mestik Inc 8 Circulation pumps RTU1--MAU1-2 B&G 7 Roof top unit server room No tag Leibert 1 Domestic water

Pumps

JMM33127 Baldors

Liebert System Roof top 1

Unit Filter Size # of filters RTU 1 25x20x2 6

20x25x6 6 25x16x2 4 16x25x6 4

RTU 2 25x20x2 6 20x25x6 6 25x16x2 4 16x25x6 4

RTU3 25x20x2 6 20x25x6 6 25x16x2 4 16x25x6 4

RTU4 25x20x2 12 25x16x2 8

RTU5 25x20x2 6 20x25x6 6 25x16x2 4 16x25x6 4

RTU6 20x24x2 10 RTU7 16x25x2 9 MAU1 24x12x2 1

24x24x2 2 12x24x6 1 24x24x6 2

MAU2 24x12x2 1 24x24x2 2 12x24x6 1 24x24x6 2

CAH1 16x20x2 3 20x20x2 3

Fan Coils

9 1/8x30 7/8x1 88

Note: 6 inch HEPA filters unless otherwise specified by manufacturer.