HVAC_Systems_and_Related_Services_Scope.docx

HVAC Systems and Related Services

REQUIREMENTS

1. STANDARD SERVICES AGREEMENT

The awarded contractor will be required to execute the attached standard services agreement. No exceptions to the standard services agreement will be allowed.

2. EXPERIENCE OF PERSONNEL

The awarded contractor’s technicians must have applicable experience to provide service on HVAC Systems and related services systems. Proof of applicable experience for personnel assigned to perform work under this contract must be provided to the County with bid documentation.

3. SECURITY AND BACKGROUND CHECKS

All Contractor employees who will access County facilities under this contract are required to complete the Pinellas County Security Clearance Process prior to beginning work.

The Contractor shall initiate the background check process no later than fifteen (15) calendar days prior to the start of the contract to ensure all required clearances are complete by the commencement date.

The Contractor shall be responsible for all costs associated with background checks and badging.

A valid driver license and Social Security card are required to complete the process. Orientation for the Security Clearance workflow will be provided to the awarded Contractor by the County.

Step One – The Contractor shall obtain a Level One Criminal History Records Check through the Florida Department of Law Enforcement (FDLE) for each assigned employee.

Step Two – The Contractor shall submit the FDLE Records Check along with a copy of the driver license, Social Security card and completed Sheriff’s Office Security Clearance Application, for each employee, to the Facility Operations support team.

The Pinellas County Sheriff’s Office shall have and exercise full and complete control over granting, denying, withholding, withdrawing, or terminating security clearances for contractor employees. If a submitted employee is denied for any reason, there is no opportunity to re-apply.

Additional Requirements for areas with confidential law enforcement documents and data: The Contractor shall submit for fingerprinting all personnel working in any area deemed confidential. The Contractor will schedule through the Facility Operations Support team a time for the employees to be fingerprinted by the Sheriff’s Office. All personnel that have successfully completed fingerprinting are required to complete an online Security and Awareness training.

The Contractor is responsible to pay for this added clearance requirement. The Raytheon representative shall have and exercise full and complete control over granting, denying, withholding, withdrawing, or terminating security clearances for contractor employees for the Raytheon locations only.

Step Three - The Facility Operations Support team will communicate the results of the Sheriff’s Office review to the Contractor.

a) A list of all assigned personnel, showing the employee’s full name, address, telephone number, date and place of birth, and driver license or State ID number and their assigned work location shall be submitted to the Facility Operations support team. This list is to be kept current by the Contractor and promptly submitted to the Facility Operations Support team at the beginning of each month. This referenced document is called the Employee Assignment Sheet (EAS). The EAS template will be provided to awardee.

b) The Contractor shall provide an updated FDLE Level One Criminal History Records Check for all personnel on an annual basis. The annual updates are to be sent to the Facility Operations support team for review by the Sheriff’s Office. Background check updates shall remain on file at the Contractor’s location for three (3) years from the date of the last invoice.

c) All Contractor employees are required to wear identification (ID) badges, to be furnished by Pinellas County for the various facility sections. The Contractor shall make the employees available for photographs on a schedule to be worked out with the Facility Manager. Access to sites not managed by the Facilities and Real Property Division needs to be coordinated with the County site representative for the specific department. The badges shall be made by the County before an individual may begin work and only after a favorable security clearance has been received. Contractor employees shall sign each badge at the time of receipt.

d) The Contractor will notify the respective Facility Manager when an employee badge is lost. It shall be the responsibility of the contractor to pay for replacement badges at the rate of $10.00 per badge. No employee shall be allowed to work without a current badge. Any contract employee who does not have proper identification shall be cause for the County to require removal of that employee from the property. The Contractor shall see that all badges are returned to the Facility Manager when employees are dismissed or terminated.

4. TIMELY INVOICE SUBMISSION

Contractor must submit requests for payment within 60 calendar days of services being performed or materials being received in order to remain eligible for reimbursement by the County.

The County’s fiscal year ends on September 30. All invoices for services rendered or materials received during a fiscal year must be submitted no later than close of business October 31 following the end of that fiscal year. Due to fiscal year funding constraints, payment may be denied if invoices are not received by this date.

Failure to comply with these requirements may result in denial of payment due to the unavailability of funds.

5. PROJECT INITIATION

The Contractor shall begin work, or provide written confirmation of a scheduled start date, within seventy-two (72) hours of receipt of a County-issued Purchase Order (PO). Written confirmation shall be transmitted by email or other County-approved method. Failure to commence or schedule services within the required timeframe may be considered non-compliance and subject to remedies available under this Contract, including but not limited to withholding of payment, issuance of a Cure Notice, or termination for cause.

6. QUOTE RESPONSE

The Contractor shall provide a written response to all County requests for quotes, estimates, or pricing within seventy-two (72) hours of receipt of such request, unless otherwise approved in writing by the County. Responses shall include sufficient detail to allow for timely evaluation and processing. Failure to provide the required response within the specified timeframe may be considered non-compliance and subject to remedies available under this Contract.

7. QUARTERLY MEETING:

The Contractor shall meet with the County on a quarterly basis to discuss and remedy any field questions and/or associated problems.

8. QUALIFICATIONS

The contractor must have an office located in either Pinellas County or a radius convenient so that work crews can meet the schedule and cycle times defined in the specifications.

SCOPE

1. This service shall provide one (1) scheduled comprehensive annual preventive service, inspection and condition assessment with written reports for chiller plants. The condition assessments shall be a focus on the individual components (pumps, chillers, etc.), and the entire system, current performance, physical condition and remaining useful life. Service reports and condition assessment reports shall be delivered no less than thirty (30) days after the annual Preventative Maintenance for the system/equipment is complete. The first annual service shall be one year from previous service. Previous service dates will be provided by the County after contract award.

2. Contractor shall furnish all supervision, labor, materials, equipment, tools, chemicals, transportation, and all effort necessary to perform the requirements herein. Parts shall be billed separately. The cost of parts will be based on the Contractor’s cost from the supply house plus a percentage mark-up. Documentation of costs shall accompany all invoices that show the contractor’s price.

3. Working Hours: Service shall be made available to the County three hundred sixty-five (365) days per year. The County may require service for repairs outside the normal preventive maintenance scheduling period. Working hours are defined as follows:

Regular business hours (Monday – Friday 7:00am–5:00pm) After hours (Monday – Friday 5:01pm–6:59am) Weekends (Saturday and Sunday, all hours) Holidays (County holidays, all hours) - http://www.pinellascounty.org/holiday.htm Preventive maintenance service shall be scheduled during REGULAR business hours.

Overtime Hours: All work performed outside of regular business hours is considered Overtime. All overtime work must be approved by the site contact/Facility Manager.

4. The Contractor shall be available for unscheduled REGULAR service between the hours of 7:00am-5:00pm, Monday through Friday. This will require a THREE (3) hour on-site response time from the time of call. All services requested outside of these times shall be considered AFTER HOURS but will require the same THREE (3) hour on-site response time.

5. With approval from the County, the Contractor will repair or replace any worn parts found during the preventive maintenance service, or when performing non-routine service work to maintain the chillers and chiller components in good working condition. Replacement of chiller parts and chiller component parts shall be billed at Contractor’s cost plus the percent markup per Exhibit C -Payment Schedule.

6. Labor pricing to perform REGULAR or AFTER- HOURS repair service is not included in the Preventive Maintenance program portion of this document. Therefore, regular/after hour’s service repairs will be performed on a time and materials basis upon approval by the County representative.

7. Contractor shall complete an operations log sheet as part of any maintenance service. The log sheet shall be the chiller manufacturer’s standard operation log and shall contain records of operational temperatures, pressures and amperages of the chiller under various loaded conditions. The log sheet shall be attached to the equipment in a clear sealable envelope and maintained for one (1) year to provide analytical data and confirm dates of service and repair.

8. Annual Inspection, Preventive Maintenance and Condition Assessment Report (Checklist) A report of all inspections, tests performed (as listed below), preventive maintenance and condition assessment shall be supplied annually to the County representative/facility manager. An electronic checklist is the preferred method for Submission.

9. Eddy Current Testing:

1) Contractor to perform the following services on the water-cooled chillers covered under this contract:

a) Eddy Current Test 100% of the condenser tubes no less than one time every three (3) years. The technician performing such tests must hold a current Level 2 Eddy Current Testing certification. Proof of such shall be submitted prior to award. A condition assessment report shall accompany the Eddy Current test report detailing the physical characteristics and the remaining useful life of the tubes.

b) Brush 100% of the evaporator tubes no less than one time every five (5) years to be performed within the first twelve (12) months of the contract start.

c) Brush 100% of the condenser tubes annually.

d) Eddy Current Test 100% of the evaporator tubes no less than one time every five (5) years to be performed within the first twelve (12) months of the contract start. Eddy current test 10% of condenser tubes every 2 years. A condition assessment report shall accompany the Eddy Current test report detailing the physical characteristics and the remaining useful life of the tubes. Contractor must brush tubes before each Eddy Current Test is performed.

Eddy Current Testing may be subcontracted out for no additional cost to the County. The Contractor is responsible for ensuring the subcontracted vendor technicians hold the appropriate certification to conduct such testing.

10. Annual Preventive Maintenance:

A. WATER COOLED CHILLERS:

Provide one comprehensive annual service/inspection and condition assessment to include preventive maintenance as outlined below. Annual service/inspections shall be performed on a schedule provided by Facility Operations (FO), and said services and inspections shall include, but not limited to:

Contractor shall be responsible for scheduling the annual inspection, performing the preventive maintenance and condition assessment, as well as overall chiller maintenance (main body and all components attached to the body) and ancillary components (equipment such as, but not limited to, refrigerant monitors, evacuation systems, pumps, cooling towers,) in a manner that causes the machine to be fully functional in accordance to manufacturer’s and HVAC industry standards.

The following shall be the responsibility of the Contractor during the annual preventive maintenance inspections:

a) Lubricate and adjust equipment as required by manufacturer’s recommendations.

b) Inspect and perform Megger testing of electric wiring from the line side starter to its respective motor including VFDs.

c) Inspection of refrigerant piping between two or more pieces of equipment (excluding chilled water piping) and the insulation of the piping.

d) Inspect all pressure and temperature controls, thermometers, gauges, linkages, control devices and thermostats located at equipment and calibrate as required.

e) Inspect the starters; ensure proper torque and contact.

f) Verify the working condition of all indicator/alarm lights and LED/LCD displays.

g) Check all safety switches and alarms for proper operation. Calibrate or adjust as required.

This shall include, but not limited to:

1. High-pressure cutoff

2. Low-pressure cutoff

3. Low oil pressure switch

4. Oil pump timers

5. Flow switches

6. Pump interlocks

7. System monitor timers

8. System freeze stats

9. Vane closing switches

h) Check operation of all operating controls and calibrate as required:

1. Temperature control stats

2. Motor load limit controls

3. Vane operation controls

4. Timers

5. Variable frequency drive units (if applicable)

i) Check compressor operation:

1. Performance evaluation

2. Check and record voltage imbalance

3. Check and record amperage balance

4. Check terminal lug torque to specifications

5. Check lubricating system, oil levels, and temperatures

6. Check vane operation under various loaded conditions

7. Check operation of expansion valve, superheat settings

8. Check and evaluate performance of purge compressor unit (if applicable)

j) Check operation of chiller unit:

1. Leak check compressor fittings and terminals

2. Leak check purge compressor (if applicable)

3. Leak check oil pump and fittings

4. Leak check relief valves and rupture disk

5. Leak check all service valves

6. Locate leaks if refrigerant charge is low

k) Check operation of main starter:

1. Examine contacts on all electrical connections

2. Verify overload and trip settings

3. Test all electrical connections per manufacturer’s torque specifications

4. Check terminal lug torque to specifications

l) Check operation of chiller:

1. Measure and record condenser and evaporator approach

2. Verify operation of the lead lag sequence and change if applicable

2) Oil Analysis: This will include a full spectrum analysis to be collected under EPA guidelines (www.epa.gov). The spectrochemical analysis will test for wear and corrosion elements in the oil sample. This will include, but not limited to: iron, chromium, aluminum, lead, silicon, tin, and zinc. Reported results shall be in parts per million (ppm). The Karl Fisher method shall determine the water content of the oil.

3) Vibration Analysis: Shall be conducted on an annual basis and a baseline trend established, charted, and compared with the manufacturer’s specifications. This trend chart shall be provided to FO each year apart of the annual preventive maintenance package.

4) Perform Megger Insulation Test on compressor motor per manufacturer’s specifications and schedule.

5) Complete leak check of chiller and minor leak repairs. Calculate and report refrigerant loss.

6) Checks all seals and replace as needed.

7) Change all filters per chiller maintenance recommendation.

8) Inspect all wiring and connections for tightness and signs of overheating and discoloration.

9) Inspect starter panel and main contacts for pitting/burring. Torque all connections and clean starter with approved cleaner.

10) Inspect internal piping, internal wiring, motor bearings, transmission gears and nuts and check for signs of moisture.

11) Measure and record bearing clearings.

12) Check all linkages for wear and for free and smooth operation.

13) Measure and record motor voltage and amperage and calculate the voltage and current imbalance.

Compare amperage with rated amperage.

14) Copy of annual inspection report (Contractor’s form) shall be forwarded to Facility Operations for formal review after inspection has been completed.

B. AIR COOLED CHILLERS:

Annual service/inspections shall be performed on a schedule (in Spring) provided by Facility Operations Division (FO), and said services and inspections shall include, but not limited to:

1) Oil Analysis: This will include a full spectrum analysis to be collected under EPA guidelines (www.epa.gov). The spectrochemical analysis will test for wear and corrosion elements in the oil sample.

This will include, but not limited to: iron, chromium, aluminum, lead, silicon, tin, and zinc. Reported results shall be in parts per million (ppm). The Karl Fisher method shall determine the water content of the oil.

2) Check oil level in compressor(s) and add as required or change oil if required (after the oil analysis in 1) above is completed).

3) Provide all oil filter(s) and driers changes per manufacturers’ recommendation.

4) Clean condenser coils with metal safe coil cleaner.

5) Complete leak check of unit.

6) Perform Megger Insulation Test on compressor(s) per manufacturer’s specifications and schedule.

7) Inspect all wiring and connections for tightness and signs of overheating and discoloration.

8) Check and tighten all electrical terminals (motor and control panel including starters) and check contacts for wear. Clean contacts with approved cleaner, cost of cleaner included in the contract. Replace if required.

9) Check crankcase heater for proper operation.

10) Lubricate condenser fan motors if required, cost of lubricant is included in contract.

11) Functionally test and calibrate safety and operating controls per manufacturer’s specifications.

12) Check refrigerant level and add as required; refrigerant is considered a part.

13) Check refrigerant pressures.

14) Check superheat and adjust as required.

15) Check the operation of all motors and starters including condenser fans and chilled water pump.

16) Functionally check external interlocks, flow switch and pumps.

17) Verify operation of lead/lag sequence and change if applicable.

18) Create a complete operating log and record ambient temperature, operating temperatures, pressures, voltages and amperages, entering and leaving water temperatures, pressure drop across evaporator.

19) Measure and record motor voltage and amperage and calculate the voltage and current imbalance. Compare amperage with rated amperage.

20) Record all results (including observations) on a log sheet and forward to Facility Operations.

C. PUMPS:

Annual service/inspections shall be performed on a schedule (in Spring) provided by Facility Operations Division (FO), and said services and inspections shall include, but not be limited to:

1) Check condition and operation of pump especially for signs of wear, corrosion or damage.

2) Check and record flow, discharge and suction readings or pump shut off head against performance curve.

3) Check condition and operation of associated valves and flexible connection especially for deterioration or leaks.

4) Check condition and operation of connection between pump and motor.

5) Check and clean exposed surfaces and touchup paint or protective coatings as required.

6) Check condition and security of all anchors and mountings.

7) Check and tighten all electrical terminals and check contacts for wear. Clean contacts with approved cleaner or replace if required.

8) Perform Megger Insulation Test of motor per manufacturer’s specifications and schedule.

9) Measure and record motor voltage and amperage and calculate the voltage and current imbalance. Compare amperage with rated amperage.

10) Check condition of and clean strainer.

11) Lubricate motor and pump bearings as required.

12) Record all results (including observations) on a log sheet.

13) Perform vibration analysis on all condenser, primary, and secondary pumps.

D. COOLING TOWERS

Annual service/inspections shall be performed on a schedule (in the Spring) provided by Facility Operations Division (FO), and said services and inspections shall include, but not limited to:

1) Inspect the condition/cleanliness of all interior and exterior surfaces.

2) Check the integrity of drift eliminators.

3) Check spray nozzles water distribution. Clean nozzles and remove debris.

4) Check fill for physical damage.

5) Remove sump strainer, clean and re-install.

6) Check condition and operation of ball float valve assembly (of electronic assembly). Reset to correct operational height allowing for pull down volume.

7) Coordinate with water treatment provider to check bleed flow rate and reset if required.

8) Check unit for unusual sound or vibration. Perform vibration analysis on tower fan.

9) Check for any water leaks.

10) Check fan motor, shaft and bearing operation.

11) Check vibration cut-out switch.

12) Lubricate bearings.

13) Change oil in gear box using manufacturer specified lubricant.

14) Perform Megger Insulation Test of motor per manufacturer’s specifications and schedule.

15) Measure and record motor voltage and amperage and record the voltage and current imbalance.

Compare amperage with rated amperage.

16) Record all results (including observations) on a log sheet and forward to FO.

Di. It is understood that the service and maintenance provided for herein DOES NOT include the following:

1) Responsibility for equipment room conditions or overall system performance.

2) Water treatment and acid cleaning.

3) Corrosion or erosion damage to the water side of equipment.

4) Disconnect switches and circuit breakers.

5) Complementary equipment (for example, but not confined to, the following: cabinets, fixtures, boxes, water supply lines, and drain lines).

Dii. Annual Condition Assessment: In addition, the annual preventive maintenance, inspection and report, the vendor will provide a comprehensive condition assessment of the chillers and associated components. The condition assessment must include wear and tear condition, equipment life expectancy, operating restrictions, maintenance requirements or recommendations, as well as replacement recommendations. Condition assessments shall be submitted annually in an electronic format, delivered to the designated Facility Representative for each location.

Diii. County Responsibilities:

1) The County will keep equipment rooms and spaces free of materials extraneous to said system and move any stock, fixtures, walls or partitions needed to facilitate the work called for herein.

2) Water treatment at the chiller sites will be performed by a qualified water treatment firm and will be the responsibility of the County.

DELIVERABLES

This service shall provide one (1) scheduled comprehensive annual preventive service, inspection and condition assessment with written reports for chiller plants. The condition assessments shall be a focus on the individual components (pumps, chillers, etc.), and the entire system, current performance, physical condition and remaining useful life. Service reports and condition assessment reports shall be delivered no less than thirty (30) days after the annual Preventative Maintenance for the system/equipment is complete. The first annual service shall be one year from previous service. Previous service dates will be provided by the County after contract award.

UNSPECIFIED SERVICES

(will not be used to determine award) County Estimated Amount: 10% of the NTE.

Unspecified work is defined as materials or services that may be required due to unexpected conditions or events similar to the scope of work. Unspecified work is not guaranteed as part of the contract and must be properly authorized in writing by the County before performed.

CONTACTS

Contract Administrator

Facility Operations