IFB_250132_SOW_GMEDITS.pdf

IFB 250132

EXHIBIT A

SCOPE OF WORK

Heating, Ventilation, and Air Conditioning Preventive Maintenance and Repair Services

1. GENERAL REQUIREMENTS

The Orange County Transportation Authority (OCTA) requires preventive maintenance and repair services for all Heating, Ventilation, and Air Conditioning (HVAC) mechanical systems.

Contractor shall provide all necessary labor, materials, and equipment to perform a comprehensive range of scheduled, unscheduled, and emergency preventive maintenance and repair services for all OCTA-owned HVAC equipment, including auxiliary systems. Although repair work may be authorized, this is not a full-service contract. The primary scope of this agreement is preventive maintenance. Contractor shall ensure a high level of service and strive to maintain 100% operational reliability of all HVAC systems within the scope of this contract.

2. STANDARDS OF PERFORMANCE

2.1. Contractor shall maintain an active C-20 Warm-Air Heating, Ventilating, and Air-

Conditioning Contractor license, issued by the California Contractors State License Board (CSLB). Upon request, a copy of the current CSLB pocket card (front and back) must be submitted to OCTA. This license must remain valid and in good standing for the duration of the contract.

2.2. Contractor shall:

2.2.1. Provide a qualified labor force capable of performing all maintenance services in accordance with manufacturer specifications, original equipment design criteria, and industry-standard maintenance practices.

2.2.2. Adhere to maintenance frequencies as outlined in the manufacturer’s recommendations and detailed in Exhibit B – Price Summary Sheet.

2.2.3. Ensure all subcontractors meet the same licensing and qualification requirements and comply with the same standards of performance as the primary Contractor.

2.3. Contractor must maintain the ability to perform services simultaneously at a minimum of three (3) separate properties, with adequate staffing. While work is in progress, Contractor shall ensure that:

2.3.1. At least one (1) employee on-site at each specified location speaks and understands the English language.

2.3.2. If multiple employees are present, one (1) shall be designated as the on-site representative who speaks and understands English and serves as the Contractor’s official point of contact for that site.

3. SAFETY TRAINING

OCTA will provide a mandatory four (4)-hour OC Streetcar Roadway Worker Program training/qualification for Contractor field representatives designated to work near the OC Streetcar facility, tracks, and/or the overhead contact system. Contractor shall ensure that all designated field representatives complete this training, remain up to date, and renew it annually. At the discretion of the OCTA Supervisor of Facilities Maintenance, training may be scheduled on the same day as approved work but must be satisfactorily completed prior to beginning any OC Streetcar facility work.

4. PREVAILING WAGES

Contractor shall comply with all applicable requirements of Division 2, Part 7, Chapter 1 of the Labor Code and all applicable federal requirements respecting prevailing wages. If there is a difference between the minimum wage rates predetermined by the Secretary of Labor and the wage rates determined by the Director of the Department of Industrial Relations (DIR) for similar classifications of labor, the Contractor and subcontractors shall not pay less than the higher wage rate. The DIR will not accept lower state wage rates not specifically included in the Federal minimum wage determination. Wage schedules are available on the internet at http://www.dir.ca.gov/OPRL/statisticsresearch.html.

5. PREVENTIVE MAINTENANCE SERVICE PLAN AND SCHEDULE

5.1. Contractor shall submit a detailed Annual Preventive Maintenance Plan to OCTA for review and approval prior to the start of the contract. The Contractor must strictly adhere to the approved plan for the duration of the contract.

5.1.1. The plan must include a minimum of six (6) full inspections and services annually, with no less than one (1) inspection every sixty (60) calendar days.

5.1.2. The first inspection shall be completed within fourteen (14) days of the contract start date.

5.1.3. Any changes to the schedule or scope must be approved in writing by the OCTA Facilities Maintenance Manager.

6. PREVENTIVE MAINTENANCE

6.1. Contractor shall check and verify the performance and condition of all HVAC equipment and components covered under the contract on a scheduled basis and upon request. All inspections and services must conform to:

6.1.1. Manufacturer specifications

6.1.2. Original design criteria

6.1.3. Industry-standard maintenance practices

6.2. Scope of Preventive Maintenance Includes:

6.2.1. Filter and belt replacement, as needed.

6.2.2. As-needed tasks, including but not limited to:

6.2.2.1. Inspection, lubrication, testing, adjustment, calibration, and fluid level maintenance

6.2.2.2. Cleaning and servicing of major and auxiliary components such as:

6.2.2.2.1. Belts, bearings, blowdown valves, boiler safety equipment

6.2.2.2.2. Burner flame safeguard equipment, check valves, condensate pumps

6.2.2.2.3. Control transformers/wiring, dampers, duct heaters, motors, starters

6.2.2.2.4. Fans, float valves, gas burners, regulators, ignition transformers

6.2.2.2.5. Pumps, refrigeration controls, compressors, condensing units, condenser tubes

6.2.2.2.6. Solenoid valves, relays, thermostats, humidifiers, thermal expansion valves, and other related components

6.2.3. Semi-annual condenser cleaning on all OCTA-owned HVAC systems.

6.3. Contractor is responsible for ensuring that the equipment operates at 100% efficiency throughout the contract term.

http://www.dir.ca.gov/OPRL/statisticsresearch.html

7. COORDINATION

Contractor shall schedule all preventive maintenance work at least one (1) week in advance of the proposed service date. All preventive and regular repair work must be coordinated through the Facilities Maintenance Section Supervisor for each facility, or their designated representative.

8. TEMPERATURE CONTROLS MAINTENANCE

8.1. All temperature control equipment shall be included in the preventive maintenance scope.

Contractor shall maintain and service all related devices, including but not limited to:

8.1.1. Thermostats

8.1.2. Variable Air Volume (VAV) units

8.1.3. Actuators, valves, and relays

8.1.4. Pneumatic control lines and switches

8.1.5. Motors and other associated control devices

8.2. Annual calibration shall be performed for:

8.2.1. Thermostats

8.2.2. Actuators

8.2.3. Velocity controllers

9. CHLOROFLUOROCARBONS (CFC) MANAGEMENT

Contractor shall perform all tasks and submit reports as required to comply with applicable regulations, including SCAQMD Rule 1415 and Section 608 of the U.S. Environmental Protection Agency (EPA) Clean Air Act, relating to the handling, recovery, and management of refrigerants.

10. CLEANING REQUIREMENTS

Contractor is responsible for the removal and proper disposal of all waste materials, debris, and rubbish generated during the performance of work. Each work area shall be thoroughly cleaned and restored to its original condition prior to Contractor’s departure from the facility.

11. AIR FILTER SERVICE

Contractor shall supply all labor and materials to perform air filter replacements as-needed or upon request by OCTA. If service trends indicate that more frequent replacement is necessary, Contractor shall adjust the service frequency at no additional cost to OCTA. All replacement filters shall meet or exceed a Minimum Efficiency Reporting Value (MERV) rating of 8 and be pleated type filters.

12. PAINT BOOTH TESTING

Contractor shall perform annual testing in accordance with South Coast Air Quality Management District (SCAQMD) Rule 1147 for nitrogen oxide (NOx) emissions. The required certification of this testing shall be completed and submitted to OCTA no later than September of each calendar year. All testing shall be conducted by personnel holding a valid Boiler Technician certification, as required for compliance with applicable regulations.

13. CORRECTIVE MAINTENANCE

13.1. Contractor may identify equipment deficiencies not addressed under the

Preventive Maintenance scope. Any corrective maintenance activities required to address such deficiencies shall be performed only with prior written approval from OCTA Facilities Maintenance Supervisors.

13.2. If authorized, Contractor shall furnish all labor, materials, and equipment necessary to troubleshoot and repair failed systems or components. Belts and filters identified as deficient shall be replaced with components of equivalent or current design, at no additional cost to OCTA. OCTA Facilities Maintenance Supervisors shall have sole discretion to determine the suitability and equivalence of all replacement parts, devices, and components. All equipment and parts replaced under this provision shall be fully covered by the terms of this Agreement.

13.3. Refrigerant handling during corrective maintenance shall follow these guidelines:

13.3.1. Reusable refrigerant (i.e., not contaminated) shall be recovered and reused.

13.3.2. If the refrigerant is determined to be non-reusable, the Contractor shall submit a written estimate for the cost of replacement, which may be billable with OCTA approval.

13.4. Contractor is responsible for verifying all required filters and belts listed in the Price

Summary Sheet prior to the commencement of the contract.

14. EMERGENCY SERVICE

14.1. Contractor shall provide on-call emergency maintenance services on a 24-hour basis, 365 days per year, including weekends and holidays. Contractor is required to respond to all emergency service requests within a maximum of two (2) hours from the time of notification by OCTA.

14.2. OCTA will make every effort to ensure that emergency service requests are appropriate and justified; however, Contractor shall respond to all requests in good faith and in accordance with the requirements of this contract.

14.3. In the event that cooling equipment cannot be repaired within twenty-four (24) hours, Contractor shall acquire and connect a temporary cooling unit of sufficient capacity to meet OCTA’s requirements. OCTA may also require a temporary replacement unit in situations where continuous cooling is necessary due to the sensitivity of the location, or for the protection of personnel or equipment, regardless of whether the equipment has failed.

15. ESCALATION PROCEDURE

Contractor shall implement a clearly defined escalation and priority-handling procedure to address service issues based on both the severity of the problem and the duration since its onset. Senior-level technicians shall address those issues classified as higher priority to ensure timely and effective resolution. An escalation chart shall be provided to OCTA, identifying the names, titles, and direct contact information (including cell phone numbers and email addresses) of responsible service personnel and management, up to and including the President of the organization. In addition, Contractor shall provide after-hours support contact details, including names and phone numbers of available technicians designated for emergency support outside of standard business hours.

16. TRAVEL

Contractor shall include all travel time, fuel surcharges or trip charges within the labor rate price structure. No additional charges shall be allowed.

17. INSPECTION AND PROOF OF WORK DOCUMENTATION

Upon completion of all work, Contractor shall complete and sign a Verification of Work Form (Attachment No. 1) and submit it to the OCTA Maintenance Supervisor or designee. A final inspection and verification of services will be conducted by the OCTA designee prior to the Contractor’s departure from the premises. In addition, Contractor must provide standard proof of work documentation that includes sufficient detail to identify the facility, the equipment or components serviced, the purpose of the work, the date and time of service, parts used, types and amounts of chemicals/refrigerants, and the name and 608 certification number of the technician(s) who performed the work. Failure to adhere to these requirements may result in non-payment of invoices.

18. LOCATIONS

18.1. Anaheim - Maintenance & Operations Base

Bus Operations Building 1717 E. Via Burton Anaheim, CA 92806

Bus Maintenance Building-Fuel Service, Brake Check & Bus Wash Building 1717 E. Via Burton Anaheim, CA 92806

18.2. Garden Grove - Maintenance & Operations Base

Bus Operations and Annex Building "B" 11800 Woodbury Road Garden Grove, CA 92843

11790 Cardinal Circle

Marketing Warehouse 11903 Woodbury Road

18.3. Irvine Sand Canyon - Maintenance & Operations Base

Bus Operations Building 6671 Marine Way Irvine, CA 92618

14736 Sand Canyon Avenue Irvine, CA 92618

18.4. Irvine Construction Circle - Maintenance and Operations Base Bus Maintenance and Operations Building 16281 Construction Circle West Irvine, CA 92606

18.5. Santa Ana - Maintenance & Operations Base

Bus Operations Building 4301 W. MacArthur Boulevard Santa Ana, CA 92704

Bus Maintenance Building-Fuel Service, Brake Check, Tire Shop, Body Shop, Bus Wash/Brake Dyno & Detail Cleaning Buildings 4301 W. MacArthur Boulevard Santa Ana, CA 92704

18.6. Laguna Hills Transportation Center

Transportation Center 24282 Calle de los Caballeros Laguna Hills, CA 92653

18.7. OC Streetcar***

Maintenance Storage Facility (MSF) & Car Wash Building 2008 W. 5th Street Santa Ana, CA 92703

Traction Power Substation #1 (TPSS) 3580-3/4 Westminster Ave.

Santa Ana, CA 92703

Traction Power Substation #2 (TPSS) 2008-3/4 W. 5th Street Santa Ana, CA 92703

Traction Power Substation #3 (TPSS) 603-3/4 Civic Center Drive Santa Ana, CA 92701

Traction Power Substation #4 (TPSS) 761-3/4 N. Santiago Street Santa Ana, CA 92701

***This is a newly constructed OCTA facility. For reference, please consult Attachment 2: “OC Streetcar Mechanical Schedules.” The schedule provided is based on pre-construction plan sets and may not reflect final “as-built” conditions.

Contractor is responsible for verifying all installed equipment at this location prior to submitting the Preventive Maintenance Plan or performing any as-needed services. It is the Contractor’s duty to confirm field conditions and ensure alignment with actual system specifications before initiating any maintenance activities.

Georgia Martinez Highlight Add this to the sow. Also, is there an Attachment 1? If not, make this document Attachment 1. Shouldn't have 2 if there's no 1.