IFB D27 019 Solicitation.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

September 2, 2026

INVITATION FOR BIDS

Number IFB D27-019

SEALED BIDS

TO PROVIDE

RECURRING MAINTENANCE AND REPAIRS FOR AIR CONDITIONING AND VENTILATING

EQUIPMENT, AND EXHAUST AND VENTILATING FANS

FOR

THE HAWAII STATE DEPARTMENT OF EDUCATION

ON THE ISLAND OF OAHU

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html until 4:30 p.m., Hawaii Standard Time (HST) on

SEPTEMBER 15, 2026

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) in order to participate in this procurement. Registration is free.

Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Wendy Ebisui, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at wendy.ebisui@k12.hi.us.

https://hiepro.ehawaii.gov/welcome.html

RECURRING MAINTENANCE AND REPAIRS FOR AIR CONDITIONING AND VENTILATING EQUIPMENT AND

EXHAUST AND VENTILATING FANS

IFB D27-019

IFB D27-019 OF-1

OFFER PAGE OF-1

Exact Legal Name of Offeror, including “dba” or “division” of a corporation (furnish the exact legal name of the entity under which an awarded contract, if any, will be executed):

Address:

Principal Place of Business

(may not be a P.O. Box):

Mailing Address (only if different):

Payment Address (only if different)

Offeror’s Primary Contact Person:

Name

Title

Telephone Number Fax Number

Email Address

Federal Tax Identification Number:

State of Hawaii General Excise Tax License Number:

Type of Business Entity (check one):

Sole Proprietor Partnership Corporation Joint Venture Limited Liability Company Other

Names of all Offeror’s parent, affiliate and subsidiary organizations:

Offeror is either:

A Hawaii business incorporated or organized under the laws of the State of Hawaii; OR

A Compliant Non-Hawaii business incorporated or organized under the laws of the State of on (date) _____________, and, if applicable, registered with the State of Hawaii Department of Commerce and Consumer Affairs Business Registration Division to do business in the State of Hawaii.

The undersigned has carefully read and understands the terms and conditions specified herein and hereby submits the following offer to provide the goods and/or perform the work specified herein, all in accordance with the true intent and meaning thereof, and further that the Offeror shall comply with all terms, conditions and requirements of the solicitation. The undersigned further understands and agrees that by submitting this offer, 1) the undersigned is declaring the undersigned’s offer is not in violation of Chapter 84, Hawaii Revised Statutes, concerning prohibited State contracts, and 2) the undersigned is certifying that the price(s) submitted was (were) independently arrived at without collusion.

Authorized (Original in ink) Signature Name (printed)

Title Date

The following offer is hereby submitted:

GROUP A: HVAC - CENTRAL DISTRICT

Item Total Bid Price (Annual) for Item 1

1 $ -

Item Description Annual Estimated

Hours (A)

Unit Bid Price Hourly Labor Rate

(B)

Total Bid Price (A multiplied by B) for Item 2

2 Labor for Authorized Extra Work and "As-Needed" 2000 $ - $ -

Description

Recurring Maintenance for Air Conditioning and Ventilating Equipment

Offeror:

TOTAL SUM BID PRICE GROUP A (Items 1 and 2)

OFFER PAGE

IFB D27-019 OF-2

GROUP B: HVAC - HONOLULU AND WINDWARD DISTRICT

Item Total Bid Price (Annual) for Item 1

1 $ -

Item Description Annual Estimated

Hours (A)

Unit Bid Price Hourly Labor Rate

(B)

Total Bid Price (A multiplied by B) for Item 2

2 Labor for Authorized Extra Work and "As-Needed" 2000 $ - $ -

Description

Recurring Maintenance for Air Conditioning and Ventilating Equipment

Offeror:

TOTAL SUM BID PRICE GROUP B (Items 1 and 2)

IFB D27-019 OF-3

GROUP C: EXHAUST AND VENTILATING FANS (ALL OAHU)

Item Total Bid Price (Annual) for Item 1

1 $ -

Item Description Annual Estimated

Hours (A)

Unit Bid Price Hourly Labor Rate

(B)

Total Bid Price (A multiplied by B) for Item 2

2 Labor for Authorized Extra Work and "As-Needed" 1000 $ - $ -

Description

Recurring Maintenance for Exhaust and Ventilating Fans

Offeror:

TOTAL SUM BID PRICE GROUP C (Items 1 and 2)

IFB D27-019 OF-4

Wage Certificate (Rev. 01.05.2022)

WAGE CERTIFICATE

Subject:

Project Number IFB D27-019

Project Description Recurring Maintenance and Repairs for Air Conditioning and Ventilating Equipment, and Exhaust and Ventilating Fans for the Hawaii State Department of Education on the Island of Oahu

Pursuant to §103-55, HRS, I hereby certify that, if awarded a contract in excess of $25,000.00, the services to be performed will be performed in accordance with the following conditions:

1. The services to be rendered shall be performed by employees paid at wages or salaries not less than wages paid to the public officers and employees for similar work, if similar positions are listed in the classification plan of the public sector.

Services Performed by Laborers and Mechanics:

The Contractor or the Contractor’s subcontractor shall give a copy of the rates of wages to each laborer and mechanic employed under the contract by the Contractor at the time each laborer and mechanic is employed; provided that the Contractor does not have to provide the Contractor’s employees the wage rate schedules where there is a collective bargaining agreement.

2. All applicable laws of the Federal and State governments relating to workers’ compensation, unemployment compensation, payment of wages, and safety will be fully complied with.

Contractor shall be obliged to notify its employees performing work under this contract of the provisions of §103-55, HRS, and the current wage rate for public employees performing similar work. The Contractor may meet this obligation by posting a notice to this effect in the Contractor’s place of business accessible to all employees, or the contractor may include such notice with each paycheck or pay envelope furnished to the employee

I understand that, in addition to the base wages required by §103-55, HRS, all payments required by Federal and State laws that employers must make for the benefit of their employees shall be paid.

Offeror

Signature

Title

Date

SPECIFICATIONS

IFB D27-019 S-4

SCOPE OF WORK

This is a Guaranteed Maintenance Service Contract. The CONTRACTOR shall furnish all labor, materials, parts, tools, lubricants, refrigerant, equipment, transportation, all other incidental works, and supervision necessary for the complete inspection, trouble shooting, maintenance and repairs to the air conditioning (AC) and ventilating equipment, and exhaust and ventilating fans at various Hawaii State Department of Education (STATE) schools and offices on the Island of Oahu in the Central District, Honolulu and Windward Districts. The CONTRACTOR shall completely guarantee the satisfactory operation of all air conditioning and ventilating systems within the Scope of Work such that the temperature of air-conditioned rooms can be maintained at seventy-five (75) degrees Fahrenheit, plus or minus three (3) degrees.

Group A: Heating, Ventilation, and Air Conditioning (HVAC) - Central District Group B: HVAC - Honolulu and Windward District Group C: Exhaust and Ventilating Fans (All Oahu)

There are four (4) parts, Section 1 through 4, to the guaranteed maintenance service and repair work, as follows. All services and costs in these sections are included in the Bid Price and Unit Bid Price, unless otherwise noted:

Section 1: Description of Work - Applicable to Groups A, B, and C.

Section 2: General Requirements, Recurring Maintenance - Applicable to Groups A and B.

Section 3: Exhaust and Ventilating Fans - Applicable to Group C.

This includes: Roof Top Mounted, Kitchen Exhaust Fans, Air Curtains, High Access Gym Exhaust Fans, Equipment Rooms, Machine Rooms, and Bathrooms.

Section 4: Other Service Requirements - Applicable to Groups A, B, and C.

IFB D27-019 S-5

SECTION 1: DESCRIPTION OF WORK - Applicable to Groups A, B, and C

1. Maintenance and Repair

1.1. The CONTRACTOR shall perform the specified recurring maintenance service and repair service under the guaranteed full-service maintenance Contract.

1.2. Within seven (7) working days after the issuance of the Notice to Proceed, the CONTRACTOR shall submit the price breakdown for each service item awarded by completing the price breakdown columns on Exhibit B, Equipment Schedule and Price Breakdown.

1.3. The CONTRACTOR shall perform complete maintenance and repair services for all equipment included in this solicitation. This includes, but is not limited to, inspections, recurring maintenance, responding to all trouble calls, trouble shooting, performing repair work, coordinating trouble shooting and repairs for Direct Digital Control (DDC) web control devices with appropriate and/or respective installer or supplier, coordinating trouble shooting and repairs for Heat Abatement (HA) AC, emergency service, and re-setting air conditioning equipment schedule as requested by STATE.

1.3.1. Complete maintenance and repair services shall cover all equipment and appurtenances that may not be listed, but are part of the system which may include but not limited to, Variable Air Volume (VAV) boxes, duct smoke detectors, and motorized dampers. Replacements shall be corrosion protection coated with Blygold ‘Polual’, Thermoguard, or MicroGuard for coils and fins, and Polysilone- PSX-700 or Thermoguard for casings with three (3) year warranty. The CONTRACTOR shall submit a certification for the corrosion protection work.

1.3.2. After obtaining Contract Administrator (CA) approval, the CONTRACTOR may subcontract repairs for DDC web control devices that are not covered under the STATE’s existing DDC service contracts, including repairs for HA AC. The CONTRACTOR shall submit a cost proposal for the subcontracted repairs to the CA for approval. Upon approval by the CA, a purchase order will be issued to the CONTRACTOR for the DDC web control repair work, HA AC repair work. The costs for these services will be paid to the CONTRACTOR in addition to the Contract Price.

1.4. The STATE will compensate the CONTRACTOR for replaced mechanical parts or components and the connected accessories and the CONTRACTOR shall be responsible for all labor and other costs. For more details, please refer to Section 4: Other Service Requirements, 8. Parts and Materials. The costs for the replaced mechanical parts or components and the connected accessories will be paid to the CONTRACTOR in addition to the Bid Price.

1.5. The CONTRACTOR shall repair or replace all worn, failed or doubtful components and parts, regardless of cause, to ensure satisfactory operation of the air conditioning and ventilation equipment.

1.5.1. Replacement parts shall be new, standard parts manufactured by the maker of each unit or of equal design and quality to maintain system integrity and serviceability;

1.5.2. The CONTRACTOR shall be responsible for the electrical and built-in control (except DDC web control system) of each unit from the disconnect switch to the unit, including all electrical problems; and

1.5.3. Any questions as to the satisfactory performance of maintenance service and repairs and the satisfactory operation of all equipment and systems shall be determined by the CA.

1.6. The CONTRACTOR shall not be responsible for repairs due to flagrant vandalism, fire, storm or calamity related damages. The CA shall make the final determination whether or

IFB D27-019 S-6

not the repair work is unforeseen. The CONTRACTOR shall be responsible and required to repair the damage at CONTRACTOR’s own cost for such repairs when the damages are caused by the CONTRACTOR’s failure to properly maintain and repair the equipment. For example, failure to reinstall protective covers causes motor to burn during rainstorm.

1.6.1. For repair work which can be attributed to flagrant vandalism, fire, storm or calamity related damages, the CONTRACTOR shall submit a cost proposal to the CA. Upon approval by the CA, a purchase order will be issued to the CONTRACTOR for the repair work. The costs for these services will be paid to the CONTRACTOR in addition to the Bid Price.

1.6.2. If the CA and the CONTRACTOR cannot agree on the price, the STATE reserves the right to make other arrangements to complete the repair work, including but not limited to, a formal solicitation.

1.7. The CONTRACTOR shall respond to all STATE trouble calls, regardless of the reason(s) for the call. See Section 4: Other Service Requirements, 6. Regular Trouble Calls and Emergency Trouble Calls. The trouble call monthly average in 2025 is as follows:

Group Description / District Regular Emergency Group A HVAC - Central 32 Less than 1 Group B HVAC - Honolulu and Windward 23 Less than 1 Group C Exhaust and Ventilating Fans –

All Oahu 5 Less than 1

IFB D27-019 S-7

SECTION 2: RECURRING MAINTENANCE FOR HVAC - Applicable to Groups A and B

2. Recurring Maintenance

2.1. Within seven (7) days after the issuance of the Notice to Proceed, the CONTRACTOR shall submit in writing to the CA for approval, a proposed recurring maintenance schedule for each school and office and a proposed scheduled date in sufficient detail to show its adequacy in carrying out the terms of this Contract.

2.2. The CONTRACTOR shall be responsible for all tasks and costs necessary for accomplishing the recurring maintenance tasks as specified.

2.2.1. The required recurring tasks shall consist of thorough maintenance work in accordance with the best commercial practices governing the maintenance of air conditioning and ventilating systems;

2.2.2. Where parts are worn out and cannot be restored, the CONTRACTOR shall replace these parts with new parts. Only new, standard parts manufactured by the maker of each unit or parts of equal quality shall be used;

2.2.3. All parts and materials need to be oiled and lubricated. The refrigerant, at a minimum, needs to be refilled at no additional cost to the STATE; and

2.2.4. Coil cleaning, including but not limited to, coil chemical cleanings, if necessary, shall be implemented at no additional cost to the STATE.

Recurring Maintenance Tasks

2.3. Air Handling Units (AHU) and Fan Coil Units

2.3.1. The CONTRACTOR shall perform the following services on a MONTHLY basis, unless frequency is indicated otherwise:

2.3.1.1. Clear and clean all drip pans and flush all related condensate drain lines with compressed air, water, nitrogen or other applicable means.

CONTRACTOR may be liable for water damages due to clogged drains. Install pan tablets if necessary to control algae. Tablets shall not block drain hole at any time they are used in drip pans.

CONTRACTOR shall be responsible for drain lines up to where it enters the wastewater system;

2.3.1.2. Change all disposable air filters, including automatic filters as required, but at least once every two (2) months or sooner, if needed; use two

(2) inch pleated, thirty percent (30%) efficiency type – FARR 30/30 or equal. The washable filters shall be washed at least once a month or sooner if needed. Filters shall be hand marked with the date of installation using a permanent ink marker by the technician servicing the equipment.

Markings shall be easily readable with a one (1) inch minimum height font size. With the exception of Ductless Split Units, all new filters shall be positioned so that the markings are visible without having to remove the filters;

2.3.1.3. Wash permanent type filters with a CA approved detergent and spray coat with a HVAC industry approved filter treatment solution. Replace deteriorated permanent type filters, which cannot be cleaned;

2.3.1.4. With the exception of Ductless Split Units, lubricate and oil all fan and motor bearings, and connections of dampers and vanes. Check controls to ensure proper operation;

2.3.1.5. Check all drives for wear; adjust belt tension. Replace belt as required;

2.3.1.6. With the exception of Ductless Split Units, check ultraviolet-C (UVC) lamps and carbon dioxide (CO2) monitor systems; repair and/or replace items as required to keep systems operating properly;

2.3.1.6.1. Replace UVC lamps that have been in place more than one

(1) year (see Annual Service requirements in this section);

and

IFB D27-019 S-8

2.3.1.6.2. Recalibrate the CO2 monitor system quarterly during early morning hours. Calibration of the interior CO2 sensor shall consist of comparison with readings from an outside CO2 sensor that has been calibrated and is used as the control sensor; only a relative comparison is required. Calibrate the interior sensor if the reading differs by more than 75 parts per million (ppm). Replace CO2 sensor if it is inoperative;

2.3.1.7. Check back-draft and motor-controlled dampers and operators for proper operation; lubricate linkage for free movement; and

2.3.1.8. Operate equipment to check for proper operation, unusual noise, and vibration. Adjust, repair, and correct all discrepancies before certifying service reports.

2.3.2. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.3.2.1. Except for Ductless Split Units, adjust the alignment of bearings and sheaves, and lubricate fan and motor bearings. Replace worn or noisy bearings or sheaves;

2.3.2.2. Wash cooling coils and clean all dirt accumulation, using appropriate cleaning method, including water washer, steam, or surfactant chemical coil cleaner, as necessary. Alkali or acidic cleaners are not allowed. UVC lights shall be fully protected during washing operations. Damaged lights shall be replaced;

2.3.2.3. Except for Ductless Split Units, all supply and return air grilles, registers and diffusers and exterior surfaces of all related air conditioning equipment shall be vacuumed and wiped clean. Clean fresh air intake grille and damper, and replace deteriorated bird and/or insect screens;

and

2.3.2.4. Operate equipment to check for proper operation, unusual noise, and

2.3.3. The CONTRACTOR shall perform the following services on an ANNUAL basis:

2.3.3.1. Except for Ductless Split Units, check pressure drop and temperature differential across coils, and log readings. Clean strainers and check vents and drains on chilled water coils;

2.3.3.2. Secure all loose housings, seal leaks and touch-up paint after treating and cleaning all rust;

2.3.3.3. Except for Ductless Split Units, replace any UVC light tubes that have not been replaced since the last annual service. Ensure that UVC light is operating. UVC light bulbs shall be replaced every twelve (12) months as a minimum. Following execution of the Contract, a UVC lamp replacement schedule shall be submitted to the CA for approval. The CONTRACTOR shall submit backup documentation such as order or bill of lading or delivery sheets and invoices to prove that replacement UVC lights were ordered, delivered and installed. The backup documents shall be attached to the CONTRACTOR's Annual Maintenance Invoice. The invoice will not be processed unless the aforementioned backup documents are submitted and the UVC lights are replaced;

2.3.3.4. Check condition of insulation; repair and/or re-insulate properly and immediately, including any adjustments made to the insulation when required to make repairs, or upon discovery or notification;

2.3.3.5. Calibrate temperature controls;

2.3.3.6. Clean all fan wheels and interior housings;

2.3.3.7. Except for Ductless Split Units, check for VAV boxes. Locate and exercise every VAV box primary air damper to verify proper response to

IFB D27-019 S-9

“open-close” commands. Adjust as required to provide full operational function; and

2.3.3.8. Operate equipment to check for proper operation, unusual noise, and

2.4. Pumps

2.4.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.4.1.1. Lubricate; check pump and motor bearings including pump couplings for abnormal temperature and unusual noise or vibration and replace as needed. Check pump and motor shafts for proper alignment, re-align as necessary and provide new couplings;

2.4.1.2. Check packing glands and seals for excessive leakage. Adjust, tighten, and replace as required; and

2.4.1.3. Operate equipment to check for proper operation, unusual noise, and vibration.

2.4.2. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.4.2.1. Check and operate blow down strainer valve to chilled and condenser water pumps. Remove and clean strainer if excessive debris is noted;

2.4.2.2. Check condition of insulation; re-insulate properly and immediately, upon discovery or notification;

2.4.2.3. Log suction and discharge pressures and motor amperes for all pumps in recurring maintenance database;

2.4.2.4. Clean and remove all dust and foreign matter. Clean all rust spots and scratches and touch up paint with matching color, immediately upon discovery or notification;

2.4.2.5. Check motor coupling for alignment and that mounting bolts are secure.

Cracked and deteriorated rubber coupling inserts shall be removed and new coupling inserts shall be provided once shaft alignment is checked and corrected; and

2.4.2.6. Operate equipment to check for proper operation, unusual noise, and

2.5. Temperature Controls

2.5.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.5.1.1. Check all DDC, electric or pneumatic control thermostats, controllers, smoke detectors, control dampers, control valves and actuators for proper operation; lubricate, adjust, recalibrate or replace as required.

Adjust room thermostats to maintain seventy-five (75) degrees Fahrenheit plus or minus three (3) degrees Fahrenheit in the interior space unless otherwise directed by the CA;

2.5.1.2. Check control dampers, at a minimum, for tight closing, bent blades, defective linkage. Rusted linkages and blades shall be replaced with new parts;

2.5.1.3. Verify cooling equipment stages on and off optimally;

2.5.1.4. Verify compressors are loading and unloading;

2.5.1.5. Verify all adjustable speed drives are functioning and functioning in accordance with control strategy;

2.5.1.6. Verify soft starters are working properly;

2.5.1.7. Verify air conditioning equipment has staggered start times to reduce peak electricity demand;

2.5.1.8. Verify unoccupied spaces have cooling equipment turned off or set points are at setback temperatures;

2.5.1.9. Verify schedules that are overridden are returned to their normal operating mode; and

2.5.1.10. Operate equipment to check for proper operation.

IFB D27-019 S-10

2.5.2. The CONTRACTOR shall perform the following services on an ANNUAL basis:

2.5.2.1. Replace worn parts or complete controls with new;

2.5.2.2. Replace all worn contactors; and

2.5.2.3. Operate equipment to check for proper operation.

2.6. Packaged Water Chiller, Reciprocating Compressor, Air-Cooled Condenser and

Condensing Unit

2.6.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.6.1.1. Check and record entering and leaving chilled water temperatures and pressures, as well as water-cooled condenser temperatures and pressures, in the “chiller maintenance log book” located in the mechanical room;

2.6.1.2. Check and record refrigerant compressor suction, discharge, and oil pressures in the chiller maintenance log-book;

2.6.1.3. Visually check for water, refrigerant and/or oil leakage; correct as required. Check vibration isolator mounts;

2.6.1.4. Check compressor, fan, and motor bearings for abnormal temperature and unusual noise; lubricate, and/or replace as required;

2.6.1.5. Check refrigerant sight glass; change filter and/or drier if moisture is indicated (Direct Expansion (DX) system). Check compressor oil level and add oil as required;

2.6.1.6. Check air-cooled condenser fans, sheaves, and belts. Adjust tension or replace belts as required;

2.6.1.7. Adjust alignment of bearings and sheaves for fans, motors, and compressors, and replace worn or noisy bearing or sheaves;

2.6.1.8. Note and run system operation through complete operating cycle and adjust for proper operation;

2.6.1.9. Operate equipment to check for proper operation, unusual noise, and vibration;

2.6.1.10. Adjust chilled water temperature settings for seasonal change (Winter:

October 15th through April 30th; Summer: May 1st through October 14th).

Annotate date changed and temperature settings in the maintenance log-book; and

2.6.1.11. Certify performance of monthly maintenance service; correct and report all discrepancies.

2.6.2. The CONTRACTOR shall perform the following services on a QUARTERLY basis:

2.6.2.1. Check chiller response at various cooling load conditions for proper operation and calibration of capacity control system and record settings in recurring maintenance log-book;

2.6.2.2. Check operation of freezestat and oil failure switch; record settings in the maintenance log-book;

2.6.2.3. Clean condenser coils of all dirt and/or salt accumulation with water, steam, or surfactant chemical coil cleaning solution (air-cooled). Alkali or acidic cleaners are not allowed;

2.6.2.4. Test and/or adjust “make-up” water pressure and expansion tank;

2.6.2.5. Operate equipment to check for proper operation, unusual noise, and vibration; and

2.6.2.6. Certify performance of quarterly maintenance service; correct and report

2.6.3. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.6.3.1. Remove heads of condenser end bell and internally brush tubes on

Chillers with cooling towers if the approach temperature is above manufacturer’s specification (less than eighty-five (85) degrees Fahrenheit condenser water entering); and

IFB D27-019 S-11

2.6.3.2. Certify performance of semi-annual maintenance service; correct and report all discrepancies.

2.6.4. The CONTRACTOR shall perform the following services on an ANNUAL basis:

2.6.4.1. Have compressor crankcase oil analyzed and submit written report;

replace if contaminated; clean or replace strainer and oil filter;

2.6.4.2. Replace refrigerant filter and/or drier;

2.6.4.3. Megger compressor motor and submit report; check starter relay and control contacts and electrical connections for tightness and clean as required;

2.6.4.4. Add chilled water corrosion inhibitor (closed loop) chemicals as necessary;

2.6.4.5. Test operate control switches, compressor unloading and safeties;

calibrate and record settings. Adjust as required;

2.6.4.6. Check, wipe down with shop towels, and clean all unit housings (inside, outside, and components), seal leaks and remove rust from exterior components and touch-up paint with matching color, immediately upon discovery or notification;

2.6.4.7. Check condition of insulation; re-insulate properly and immediately, including any adjustments made to the insulation when required to make repairs, or upon discovery or notification;

2.6.4.8. Operate equipment to check for proper operation, unusual noise, and vibration; and

2.6.4.9. Certify performance of annual service; report and correct all discrepancies. Submit maintenance report in writing to the STATE’s Facilities Maintenance Branch (FMB) within thirty (30) days of service.

2.7. Packaged or Split DX Air Conditioning Units

2.7.1. The CONTRACTOR shall perform the following services on a MONTHLY basis, unless frequency is indicated otherwise:

2.7.1.1. Clear and clean all drip pans and flush all related condensate drain lines (including insulation) with compressed air, water, nitrogen or other applicable means. CONTRACTOR may be liable for water damages due to clogged drains. Install pan tablets if necessary to control algae. Tablets shall not block drain hole at any time they are used in drip pans. CONTRACTOR shall be responsible for drain lines up to where it enters the waste system;

2.7.1.2. Change all disposable air filters, including automatic filters as required, but at least once every two (2) months or sooner, if needed; use two

(2) inch pleated, thirty percent (30%) efficiency type – FARR 30/30 or equal. The washable filters shall be washed at least once a month or sooner if needed. Filters shall be hand marked with the date of installation using a permanent ink marker by the technician servicing the equipment.

Markings shall be easily readable with a one (1) inch minimum height font size. New filters shall be positioned so that the markings are visible without having to remove the filters;

2.7.1.3. Wash permanent type filters with a detergent approved by CA, and spray coat with an HVAC filter treatment solution approved by CA. Replace deteriorated permanent type filters, which cannot be cleaned;

2.7.1.4. Lubricate and oil all fan and motor bearings, and connections of dampers and vanes. Check controls to ensure proper operation;

2.7.1.5. Check all drives for wear; adjust belt tension. Replace belt(s) as required;

2.7.1.6. Check UVC lamps and CO2 monitor systems; repair and/or replace items as required to keep systems operating properly;

2.7.1.6.1. Replace UVC lamps that are not functioning. (See Annual

Service requirements in this section.); and

IFB D27-019 S-12

2.7.1.6.2. Calibrate the interior sensor if the outside CO2 sensor reading differs by more than 75 ppm. Replace CO2 sensor if it is inoperative;

2.7.1.7. Check back-draft and motor-controlled dampers and operators for proper operation; lubricate linkage for free movement;

2.7.1.8. Check and record refrigerant compressor suction, discharge, and oil pressures;

2.7.1.9. Visually check for water, refrigerant and/or oil leakage; correct as required. Check vibration isolator mounts;

2.7.1.10. Check compressor, fan, and motor bearings for abnormal temperature and/or unusual noise; lubricate, and/or replace as required;

2.7.1.11. Check refrigerant sight glass; change filter and/or drier if moisture is indicated (DX system). Check compressor oil level and add oil as required;

2.7.1.12. Check air-cooled condenser fans, sheaves, and belts. Adjust tension or replace belts as required;

2.7.1.13. Operate equipment to check for proper operation, unusual noise, and vibration. Adjust, repair and correct all discrepancies before certifying service reports; and

2.7.1.14. Certify performance of monthly maintenance service; correct and report

2.7.2. CONTRACTOR shall perform the following services on a QUARTERLY basis:

2.7.2.1. Check unit response at various cooling load conditions for proper operation and calibration of capacity control system and record settings in recurring maintenance log-book;

2.7.2.2. Recalibrate the CO2 monitor system quarterly during early morning hours. Calibration of the interior CO2 sensor shall consist of comparison with readings from an outside CO2 sensor that has been calibrated and is used as the control sensor; only a relative comparison is required;

2.7.2.3. Clean air-cooled condenser coils of all dirt and/or salt accumulation with water, steam, or surfactant chemical coil cleaning solution. Alkali or acidic cleaners are not allowed;

2.7.2.4. Operate equipment to check for proper operation, unusual noise, and vibration; and

2.7.2.5. Certify performance of quarterly maintenance service; correct and report

2.7.3. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.7.3.1. Adjust the alignment of bearings and sheaves, and lubricate fan and motor bearings. Replace worn or noisy bearings or sheaves;

2.7.3.2. Wash cooling coils and clean all dirt accumulation, using appropriate cleaning method, including water washer, steam, or surfactant chemical coil cleaner, as necessary. Alkali or acidic cleaners are not allowed. UVC lights shall be fully protected during washing operations. Damaged lights shall be replaced;

2.7.3.3. All supply and return air grilles, registers and diffusers and exterior surfaces of all related air conditioning equipment shall be vacuumed and wiped clean. Clean fresh air intake grille and damper, and replace deteriorated bird and/or insect screens;

2.7.3.4. Operate equipment to check for proper operation, unusual noise. Adjust, repair, and correct all discrepancies before certifying service reports; and

2.7.3.5. Certify performance of semi-annual maintenance service; correct and report all discrepancies.

2.7.4. The CONTRACTOR shall perform the following services on an ANNUAL basis:

IFB D27-019 S-13

2.7.4.1. Check pressure drop and temperature differential across coils, and log readings. Clean strainers and check vents and drains on water coils;

2.7.4.2. Secure all loose housings, seal leaks and touch-up paint after treating and cleaning all rust;

2.7.4.3. Replace any UVC light tubes that have not been replaced since the last annual service. Ensure that UVC light is operating. UVC light bulbs shall be replaced every twelve (12) months as a minimum. Following execution of the Contract, a UVC lamp replacement schedule shall be submitted to the CA for approval. The CONTRACTOR shall submit backup documentation such as order or bill of lading or delivery sheets and invoices to prove that replacement UVC lights were ordered, delivered and installed. The backup documents shall be attached to the CONTRACTOR's Annual Maintenance Invoice. The invoice will not be processed unless the aforementioned backup documents are submitted and the UVC lights are replaced.

2.7.4.4. Check condition of insulation; repair and/or re-insulate properly and immediately, including any adjustments made to the insulation when required to make repairs, or upon discovery or notification;

2.7.4.5. Calibrate temperature controls;

2.7.4.6. Clean all fan wheels and interior housings;

2.7.4.7. Check for VAV boxes. Locate and exercise every VAV box primary air damper to verify proper response to “open-close” commands. Adjust as required to provide full operational function;

2.7.4.8. Have compressor crankcase oil analyzed and submit written report;

replace if contaminated; clean or replace strainer and oil filter;

2.7.4.9. Inspect refrigerant filter and/or drier. The refrigerant filter and/or drier must be replaced whenever a refrigerant leak is repaired;

2.7.4.10. Megger compressor motor and submit report; check starter relay and control contacts and electrical connections for tightness and clean as required;

2.7.4.11. Add chilled water corrosion inhibitor (closed loop) chemicals approved by CA as necessary;

2.7.4.12. Test operate control switches, compressor unloading and safeties;

calibrate and record settings in the log-book. Adjust as required;

2.7.4.13. Inspect, wipe down with shop towels, and clean all unit housings, including interior, exterior, and components. Seal any leaks, remove rust from exterior components, and touch-up damaged paint with matching color immediately upon discovery or notification;

2.7.4.14. Check condition of insulation; re-insulate properly and immediately, including any adjustments made to the insulation when required to make repairs, or upon discovery or notification;

2.7.4.15. Operate equipment to check for proper operation, unusual noise, and vibration; and

2.7.4.16. Certify performance of annual service, report and correct all discrepancies. Submit maintenance report in writing to the STATE FMB.

2.8. Duct-Less Split DX Air Conditioners

2.8.1. The CONTRACTOR shall perform the following services on a QUARTERLY basis:

2.8.1.1. Clean, wipe exterior down with shop towels, and wash evaporator and condenser coils of all dirt and/or salt accumulation with water, steam, or surfactant chemical coil cleaner. Alkali or acidic cleaners are not allowed;

wash unit to remove dirt, oil, and debris from fan assembly and chassis;

2.8.1.2. Clean condensate pan and flush drain line;

2.8.1.3. Lubricate fan motor bearings;

2.8.1.4. Check system refrigerant charge;

2.8.1.5. Clean, wash, or furnish and install new filter as required;

IFB D27-019 S-14

2.8.1.6. Run and check unit operation and controls through complete cycle, record temperature and setting when compressor cuts in; and

2.8.1.7. Operate equipment to check for proper operation, unusual noise, and

2.9. Standby and Lead-Lag Equipment (Includes, but is not limited to, Pumps and Chillers), Control Panel Switches, and Time Clocks

2.9.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.9.1.1. Verify the operational changeover of all standby and lead-lag equipment;

2.9.1.2. Check lead-in wires to see that all connections are tightly secured. Clean contacts, replace as necessary;

2.9.1.3. Check and adjust time settings as directed or required. Change battery for back-up if applicable, as necessary;

2.9.1.4. Should the time clock fail, replace it with an electronic time clock equipped with capacitance back up. Batteries are not permitted;

2.9.1.5. Should the bypass timer switch fail, replace it with an adjustable, four (4)-hour programmable electronic selector switch or push button; add and/or revise wiring as necessary;

2.9.1.6. Should insects and/or vermin enter device housings, remove them and correct device housings by providing door gaskets, screens over air vents, and seal over conduit openings entering the housing; and

2.9.1.7. Operate equipment to check for proper operation.

2.9.2. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.9.2.1. Thoroughly clean out all dust and dirt by wiping down exterior with shop towels;

2.9.2.2. Inspect and tighten loose fasteners and adjust spring tensions as required;

2.9.2.3. Check and operate all release mechanisms to see that they are in proper working order;

2.9.2.4. Clean out all dust and dirt from inside of all control and/or electrical panels by using dry compressed air or nitrogen to blow out dust and foreign matters; and

2.9.2.5. Operate equipment to check for proper operation.

2.10. Valves and Condenser Water Lines, Equipment and Supports

2.10.1. The CONTRACTOR shall perform the following services on a QUARTERLY basis:

2.10.1.1. The CONTRACTOR shall check and inspect all equipment shut-off valves by turning the valves on and off every three (3) months for proper operation and tightness; and

2.10.1.2. Wire-brush and remove rust from pipe, equipment, and support surfaces.

Prime and paint affected surfaces to prevent further rusting. Perform work immediately upon discovery of rust and/or corrosion or upon notification by the CA.

2.11. Ventilation Fans (Part of Air Conditioning System)

2.11.1. The CONTRACTOR shall perform the following services on a QUARTERLY basis:

2.11.1.1. Check back-draft and motor-controlled dampers and operators for proper operation; lubricate linkage for free movement;

2.11.1.2. Lubricate fan motors and bearings;

2.11.1.3. Check belt wear and tension; adjust or replace as needed;

2.11.1.4. Check sheaves for wear and replace as needed;

2.11.1.5. Check fan collar, bearings, and shaft for wear, and replace as needed;

2.11.1.6. Replace air filters where installed; and

2.11.1.7. Operate equipment to check for proper operation, unusual noise, and

IFB D27-019 S-15

2.11.2. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.11.2.1. Inspect and clean fan wheels and housings; remove dust, dirt, and grease by wiping down with shop towels;

2.11.2.2. Remove and wash all intake and/or exhaust or supply grilles, registers, louvers and dampers; replace deteriorated bird and/or insect screens;

and

2.11.2.3. Operate equipment to check for proper operation, unusual noise, and

2.12. Dehumidifiers

2.12.1. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.12.1.1. Inspect the filter and wash or vacuum to remove dust and dirt buildup.

Change disposable filter every year or sooner if needed. Filters shall be hand marked with the date of installation using a permanent ink marker by the technician servicing the equipment. Markings shall be easily readable with a one (1) inch minimum height font size. New filters shall be positioned so that the markings are visible without having to remove the filters. Replace deteriorated permanent type filters which cannot be cleaned;

2.12.1.2. Clean coils by vacuuming both sides until fully clean. Make sure the nozzle does not make contact with the fins. Coil cleaners can be used if the coils have become excessively dirty and need more than a good vacuuming; and

2.12.1.3. Check drain hose and blower wheel for any debris that may be blocking flow. Remove any debris or blockages to allow a comprehensive scrub.

2.13. Evaporative Condenser

2.13.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.13.1.1. Check and adjust water make-up float valve and bleed rate;

2.13.1.2. Check general condition tower interior and water distribution pattern;

2.13.1.3. Check and lubricate motor fan bearings;

2.13.1.4. Check all drives for wear and adjust belt tension. Replace belts as required;

2.13.1.5. Remove foreign material from inside the tower, vacuum basin residue as required; and

2.13.1.6. Check for leaks and repair or patch immediately upon discovery or notification.

2.13.2. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

2.13.3. Drain, clean and flush tower;

2.13.4. Clean condenser suction screen, drift eliminators, and spray nozzles, and vacuum basin residue; and

2.13.5. Certify semi-annual cleaning of towers; correct and report all discrepancies.

2.14. Cleaning of Mechanical Equipment Rooms or Enclosures

2.14.1. The CONTRACTOR shall perform the following services on a MONTHLY basis:

2.14.2. Vacuum or wipe clean all equipment surfaces and all related appurtenance;

2.14.3. Vacuum or sweep all floor and platform areas thoroughly. DO NOT wet floor and platform area where there is no waterproofing;

2.14.4. Keep all exterior louvers and screens free of built-up dust and dirt;

2.14.5. Mop complete floor area with tap water where allowed. DO NOT splash water onto the electrical and mechanical equipment;

2.14.6. Remove all used, deteriorated, replaced, and discarded parts and related debris;

2.14.7. Remove tall grass, brush or other vegetation within outdoor enclosures, which affects operation or maintenance of equipment; and

IFB D27-019 S-16

2.14.8. Notify the CA of any dangerous conditions, improper storage of furniture, materials, and/or supplies that may interfere with the CONTRACTOR’s work within rooms and enclosures, including any evidence of vandalism.

IFB D27-019 S-17

SECTION 3: EXHAUST AND VENTILATING FANS - Applicable to Group C Includes: roof top mounted, kitchen exhaust fans, air curtains, high access gym exhaust fans, equipment rooms, machine rooms, and bathrooms.

3. Recurring Maintenance Requirements

3.1. The CONTRACTOR shall be responsible for all tasks and costs necessary for accomplishing the recurring maintenance tasks as specified.

3.1.1. The required recurring tasks shall consist of thorough maintenance work in accordance with the best commercial practices governing the maintenance of exhaust ventilation fans;

3.1.2. Where parts are worn out and cannot be restored, the CONTRACTOR shall replace these parts with new parts. Only new, standard parts manufactured by the maker of each unit or parts of equal quality shall be used;

3.1.3. All mechanical parts and moving accessories, at a minimum, need to be oiled and lubricated at no additional cost to the STATE; and

3.1.4. Cleaning, including but not limited to washing, shall be implemented at no additional cost to the STATE.

Recurring Maintenance Tasks

3.2. Gym and kitchen fans, and roof top ventilators may be located in hard to access locations such as high gym ceilings, roof top mounts, or steep-sloped and/or high, elevated rooftops.

The CONTRACTOR shall be responsible to provide and use appropriate safety equipment as required to comply with Occupational Safety and Health Act (OSHA) requirements for worker protection at all maintenance service and repair locations at all times.

3.3. The CONTRACTOR shall take every precaution to protect flooring without marring or damaging the floor. The CONTRACTOR shall be responsible for any damages caused by CONTRACTOR’s work and/or negligence.

3.4. The CONTRACTOR shall perform the following services on a SEMI-ANNUAL basis:

3.4.1. Check and clean fan wheels and housings, removing dust, dirt, and grease;

3.4.2. Remove and wash, or clean in place, all intake, exhaust, and supply grilles, safety cages, registers, louvers, and dampers. Replace deteriorated bird and/or insect screens;

3.4.3. Lubricate fan motors and bearings;

3.4.4. Check belt wear and tension; adjust or replace as needed;

3.4.5. Check sheaves for wear;

3.4.6. Check fan collar, bearings, and shafts for wear;

3.4.7. Replace air filters where installed;

3.4.8. Check back-draft and motor-controlled dampers and operators for proper operation;

lubricate linkage for free movement;

3.4.9. Check electrical wiring connections for proper installation;

3.4.10. Check mounting and supports and repair as necessary. Seal roof leaks around fan mountings as required. Type of sealant and color of sealant to be approved by the

CA;

3.4.11. Clean and/or wire brush all corroded mounts and supports and touch up paint to match existing trim; and

3.4.12. Operate equipment to check for proper operation, unusual noise, and vibration.

IFB D27-019 S-18

SECTION 4: OTHER SERVICE REQUIREMENTS - Applicable to Groups A, B, and C

4. Reports

4.1. Service Reports

4.1.1. The CONTRACTOR shall submit within seven (7) days of issuance of the Notice to Proceed, a sample service report form to be used for troubleshooting and repairs for approval by the CA or appointed representative;

4.1.2. A service report shall be created for each and every service for the school or office, including recurring maintenance, trouble shooting, and repair services;

4.1.3. The approved service report forms shall be used and shall be properly completed at the time of the service;

4.1.4. The service report shall include: day and date; start time; completion time;

service performed; service person, Maximo work order number (for Trouble Calls), building letter, room number, equipment identification, and shall be certified (signed) by a representative of the school or office (Principal, Vice- Principal, SASA, Clerk, Office Administrator, Office Secretary, or Custodian) after the work is completed that day;

4.1.5. The CONTRACTOR shall provide the school or office with a copy of the signed service report by providing and maintaining a binder labelled “HVAC Service Reports” at the respective school or office for the storage of all service report copies;

4.1.6. The CONTRACTOR shall inform the school’s or office’s administrative office personnel of the purpose of the binder and the school or office will ensure that the binder is readily available to the CONTRACTOR’s service technician(s) during school or office hours; and

4.1.7. It shall be the CONTRACTOR's responsibility to maintain the binder and ensure it is complete and available for inspection at the school or office sites.

4.2. Recurring Maintenance Checklist

4.2.1. A Recurring Maintenance Checklist shall be completed and submitted along with the service report. The STATE reserves the right to provide the CONTRACTOR with a pre-printed or electronic PDF version maintenance checklist to be completed by the CONTRACTOR; and

4.2.2. All items in the checklist shall be completed by the CONTRACTOR for payment to be approved and processed.

4.3. Updated Inventory List and Replacement List

4.3.1. The CONTRACTOR shall submit an annual updated inventory of all equipment to the CA by the end of October each year during the Contract period. The inventory shall be organized by building and include equipment information, including model and serial numbers;

4.3.2. The CONTRACTOR shall submit the recommended air conditioning unit replacement list to the CA every year by the end of July. The air conditioning unit replacement list shall include the device information, such as the location, model number, serial number, manufacturer, installed date and age, condition, and expected life remaining.

4.4. Maintenance log-book

4.4.1. The CONTRACTOR shall provide and maintain a maintenance log-book in the school’s or office’s administrative office at all times;

4.4.2. The purpose of this log-book is to keep track of the CONTRACTOR’s time and service on the school or office campus, including, but not limited to, sign-in and sign-out times; and

4.4.3. The CONTRACTOR shall inform the school’s or office’s administrative office personnel of the purpose of this log-book and the school will ensure that the log

IFB D27-019 S-19

book is readily available to the CONTRACTOR’s service technician(s) during school or office hours.

5. Work Schedule

5.1. Maintenance Service

5.1.1. All maintenance service described herein shall be performed during regular business hours, Monday through Friday, from 7:30 a.m. to 4:00 p.m. excluding State holidays unless otherwise requested by the STATE;

5.1.2. Monthly maintenance services shall be performed not less than three (3) weeks and no more than five (5) weeks from the last service period.

5.1.3. Quarterly maintenance services shall be performed in March, June, September, and December during business hours, or as coordinated by the CA.

5.1.4. Semi-Annual maintenance services shall be performed in April and October during business hours, or as coordinated by the CA.

5.1.5. Annual maintenance services shall be performed in November during business days or as coordinated by the CA.

5.1.6. All service reports shall be certified by a representative of the school or office.

6. Regular Trouble Calls and Emergency Trouble Calls

There are two (2) types of trouble calls: regular trouble calls and emergency trouble calls. The STATE reserves the right to determine if a trouble call is regular or emergency.

6.1. Regular Trouble Calls

6.1.1. Trouble calls that are not emergency calls as defined below are considered regular trouble calls; and

6.1.2. For regular trouble calls, the CONTRACTOR shall respond and complete the repair work within three (3) working days.

6.2. Emergency Trouble Calls

6.2.1. Emergency trouble calls are defined as equipment and/or operating conditions that must be fixed immediately due to:

6.2.1.1. Equipment operating conditions posing imminent or immediate danger to

STATE personnel;

6.2.1.2. Equipment operating conditions posing imminent or immediate damage to real property;…