ITB_32110-13905_SWC_700_Specifications_Compliant.pdf

SWC #700 Electrical, HVAC, Plumbing, Boiler, and Chiller Systems Maintenance & Repair

Specifications for SWC #700 Electrical, HVAC, Plumbing, Boiler, and Chiller

Systems Maintenance & Repair Event # 32110-13905

Table of Contents

Section A – Definitions

Section B – Scope of Contract

Section C – Exclusions

Section D –Job Performance Requirements

Section E – General Requirements

Section F – HVAC Requirements

Section G – Plumbing Preventative Maintenance

Section H – Boiler Preventative Maintenance

Section I – Chiller Preventative Maintenance

Section J – Electrical Preventative Maintenance

A. Definitions

Agency

Each State of Tennessee board, commission, committee, department, officer, or any other unit of State government except for those governmental entities identified in Tenn. Code

Ann. § 12-3-102(a).

ASHRAE

The American Society of Heating, Refrigerating, and Air-

Conditioning Engineers; the State of Tennessee follows the standards set by this organization. Awarded Contractors shall follow these standards.

Authorized User

Personnel

Any Authorized User employee who is authorized to make decisions for his or her employer’s Facility (e.g., a Facility

Administrator or a person designated by the Facility

Administrator).

Contract Administrator Contractors’ main point of contact at the Central Procurement Office.

Contractor Service Personnel

A Contractor’s employee designated to perform work at a Facility, e.g. service technician.

CPO Central Procurement Office.

Authorized User

An entity that is authorized to purchase off of this SWC and has requested service (e.g., Tennessee State Agencies;

Tennessee local governmental agencies; the board of trustees of the University of Tennessee system, the Tennessee Board of Regents system). See Terms and Conditions for more details.

EPA

The United States Environmental Protection Agency: the

State of Tennessee follows the standards set by this organization. Awarded Contractors shall also follow these standards.

Estimate The approximate total cost to complete the work requested.

Facility

The building, site, or location owned or leased by the State of

Tennessee or Authorized Users where work is requested and will be completed.

Firm Quote

A fixed sell price offered by the Contractor. When a Firm Quote is given, it means that the Contractor offering the quoted price is committing to sell the services at that price for sixty (60) days.

Job Log This document shall be used by Contractor Service Personnel to sign in and sign out of a Facility.

Normal State Operating Hours

Monday through Friday, 8:00 a.m. – 4:30 p.m. local, excluding legal State holidays. Contractors must obtain prior written approval from an Authorized User Personnel prior to conducting any work outside of Normal State Operating Hours.

OSHA

Occupational Safety and Health Administration; the State of

Tennessee follows the standards set by this organization.

Awarded Contractors shall also follow these standards.

Premium Time

Rates that apply to services rendered Monday through Friday during the hours of 6:01 p.m. - 6:59 a.m. local time. Premium

Time rates also apply to twenty-four (24) hours on Saturday, Sunday, and all legal State holidays.

Preventive Maintenance The servicing of equipment for the purpose of maintaining said equipment while still functional to prevent failure or defect.

Regular Time

Rates that apply to services rendered during the hours of 7:00 a.m. – 6:00 p.m. local time, Monday through Friday, excluding legal State holidays.

Specialized Equipment

Equipment that cannot be provided by the Contractor but which is necessary to perform services within the Contract’s scope of work. Specialized Equipment may require a license(s) and/or qualified operator(s) required for the use of Specialized Equipment.

State Building Commission

(SBC)

Created by the Tennessee Legislature in 1955 (T.C.A. § 4-

15-101) to oversee construction of all State public buildings.

Technical Assistance Any advice, assistance, and training provided by the Contractor to the Authorized User.

Trip Charge A single charge per round trip.

TOSHA

Tennessee Occupational Safety and Health Administration;

the State of Tennessee follows the standards set by this organization. Contractors shall also follow these standards.

Diagnostic

For the purposes of this Contract, if a Contractor is required to visit a job site, pull tools off their truck, and troubleshoot equipment for longer than one (1) hour to provide an estimate, this would be considered as a Diagnostic.

Contractor A The Contractor awarded as the main Contractor in a specified county per each job category.

Contractor B The Contractor awarded as the first emergency or back-up Contractor in a specified county per each job category.

Contractor C The Contractor awarded as the second emergency or back-up Contractor in a specified county per each job category.

Contractor D The Contractor awarded as the third emergency or back-up Contractor in a specified county per each job category.

Contractor E The Contractor awarded as the fourth emergency or back-up

Contractor in a specified county per each job category.

B. Scope of Contract

The purpose of this Statewide Contract (“SWC”) is to establish a network of Contractors to provide commercial and residential maintenance and repair services for five job categories: 1) Electrical, 2) Heating, Ventilation, and Air Conditioning (“HVAC”), 3) Plumbing, 4) Boiler, and 5) Chiller Systems to assist in the day-to-day operation of Facilities across the State. The State intends to award multiple contracts, per job category and per county. Services rendered as a part of this Contract shall comply with all specifications and guidelines in the Terms and Conditions and these Specifications.

The State intends to establish and maintain coverage for up to five (5) Contractors per county for Electrical, HVAC, and Plumbing Systems maintenance and repair and up to three (3) Contractors per county for boiler and Chiller Systems maintenance and repair.

This SWC covers Facilities within the State of Tennessee and the Military bases located in Catoosa, Georgia and Fort Campbell, Kentucky. The Contractor shall provide all goods or services required by this Contract to all Tennessee State Agencies and shall also make this Contract available to all Authorized Users, as defined in the Terms and Conditions. This Contract is not limited to the Facilities that are owned or leased by the State or Authorized User at the time of Contract award.

The Contractor shall provide all services included in their awarded category or categories to all Facilities within their awarded county or counties as requested by the State. Contractors shall be able to be on site within two (2) hours to all Facilities within their awarded county or counties.

The Authorized User shall maintain control of any equipment or system serviced under this Contract and shall have full authority to determine if and when a Contractor may be contacted to perform work. Authorized User Personnel shall make all decisions as to whether the Authorized User’s maintenance department or the Contractor shall perform a repair. Contractor shall use first-quality materials and best commercial practices when performing work.

The Contractor shall place the highest priority on energy conservation and shall coordinate all activities with the Authorized User Personnel or their designee for the most economical operation of building(s) equipment or systems. Pursuant to T.C.A. § 12-3-905, all office equipment; appliances; and lighting, heating, and cooling products purchased by State of Tennessee agencies shall be Energy Star qualified; provided, however, that such Energy Star qualified products and systems are commercially available.

B.1. Electric Maintenance & Repair: Contractor(s) awarded this category shall provide electrical maintenance and repair services including scheduled maintenance, repairs, additions, retrofits, upgrades, and replacements on all of the following systems:

All Lighting Systems High Mast Lighting

Breakers Light Controls

Cables Light Sensors

Commissioning Light fixtures

Electrical Transformer Metering

Electrical Utility Lines Panels

Electrical Wiring Poles

Fuses Underground Electrical

B.2. HVAC Maintenance & Repair: Contractor(s) awarded this category shall provide HVAC maintenance and repair services including scheduled maintenance, preventive maintenance, repairs, additions, retrofits, upgrades, replacements, testing, inspections, calibrations, vibration tests, and eddy current tests on all of the following systems:

Air Handlers Refrigeration Units

Condenser units Variable Air Volume (VAV) Systems

Freezers Variable Refrigerant Flow (VRF) Systems

Heat Pumps Walk-in Coolers

Ice Makers Walk-in Freezers

Motors Water Coolers

Multi-splits Water Heaters

Pumps Water Source Heat Pumps

Repair services for HVAC systems shall include any peripheral equipment that is a component whose function is required for proper operation of the system(s) under contract which may include, electric wiring, insulation, controls, starters, gas piping and fan coils units.

B.3. Plumbing Maintenance & Repair: Contractor(s) awarded this category shall provide plumbing maintenance and repair services including scheduled maintenance, repair, additions, retrofits, upgrades, and replacements on all of the following systems:

Actuators Operating Systems

Grinder Pumps Underground Chilled and Hot Water

Mechanical Lines Underground Natural Gas Lines

Scope shall also include all plumbing equipment and fixtures to include installation of backflow preventers in State building(s) or grounds.

B.4. Boiler Maintenance & Repair: Contractor(s) awarded this category shall provide boiler maintenance and repair services including scheduled maintenance, repairs, additions, retrofits, upgrades, and replacements on all the following systems are considered within scope:

All electrical wiring to all boilers Pressure gauge replacement

Blower motor testing with reports and replacement if needed

Pump motor testing and replacement

Boiler inspections of all steam, hydronic and domestic units

Pump seal replacement

Boiler safety relief valve testing and replacement

Pump motor and pump testing with reports

Boiler vent valve testing and reports Steam trap testing and reporting

E stop installation to meet boiler code

Testing of all gas valves with reports to make sure valves are sealing. Reports are part of CSD1 report

Electrical troubleshooting and replacement

Testing of all temperature switches for proper operation with paperwork

Flame safeguard testing with paperwork

Testing of differential switches on hydronic units with reports

Flame safeguard upgrades with the latest equipment

Testing of gas pressure high and low for proper working order for safety purpose with reports. This is part of CSD1 inspection

Hydronic, steam and domestic gas train CSD 1 inspection with reports

Testing of pressure switches on steam boiler for proper operation with paperwork. This is part of CSD1 report

Low water controls upgrade and testing with reports Wiring to building management system

Loop circuit setting testing and calibration

Conduct NOx emission testing per permitted requirements and/or Authorized User specifications

Carbon monoxide testing in mechanical areas of direct or associated (non- electrical) combustible equipment

Efficient operation of applicable air relief systems (closed loop)

a. Contractors shall be able to provide the following services:

Boiler and hot water units’ annual inspections which involves draining boiler opening boilers inspecting boilers with reports

Repair refractory in firebox of boilers

Boiler Tube Replacement Boiler refractory inspection to include cement, brick, and insulation

Repair hot spots on boiler and document hot spots with infrared

Repair steam, and condensate piping on steam system

Repair supply and return piping on hot water system Repair copper piping

Repair circulating pumps primary and secondary

Repair and test steam traps on steam system

Repair air vents on hot water systems

Repair condensate feed tanks on steam systems

Repair blow down systems on steam systems

Test and set hydronic flow valves with test reports

Repair underground steam and condensate piping

Repair underground hot water supply and return piping

Natural gas piping Propane piping

#2 oil piping Repair steam heat exchangers

Repair hydronic heat exchangers Repair domestic heat exchangers Stack exhaust installations and repairs Boiler installations of all types

Pipe insulation of all types Permit and working with boiler inspectors

Assist the Authorized User during applicable boiler/vessel inspection processes per TDOL requirements

Assist the authorized user with corrosion monitoring systems, equipment, and analysis processes when/where applicable

Any maintenance and repair work which is required to be done to the boiler shall be in compliance with the Tennessee Department of Labor and Workforce Development

Division of Boiler and Elevator Inspection Board of Boiler Rules as published by the

Tennessee Secretary of State’s Office, currently available online at https://publications.tnsosfiles.com/rules/0800/0800.htm and Tenn. Code Ann. § 68-

122-101 et seq. Work requiring an R-Stamp is in scope of the Boiler Maintenance and

Repair Job Category.

B.5. Chillers and Cooling Towers: Contractor(s) awarded this category shall provide chiller maintenance and repair services including scheduled maintenance, preventative and predictive maintenance, seasonal maintenance services, repairs, additions, retrofits, upgrades, replacements, testing, inspections, calibrations, vibration tests, eddy current tests and cleaning chiller tubes on all the following systems:

Air cooled and water-cooled chillers Hermetic and semi hermetic compressors

Air to air transfer condensers Hydronic piping

Air to water or glycol condensers Low voltage control circuits

Chilled water loop technology Misters and fans in cooling towers

Chilled water units in excess of 25 tons

Motors

Chiller and refrigerant monitoring equipment

Oil filtration systems

Chiller and tower gearboxes Pneumatic controls

Chiller control equipment Pumps

Chiller exchanger and condenser units

Purge tanks

Cooling tower fill media Recirculating pumps

Cooling tower pumps liquid medium condensers

Refrigerant recovery

Cooling towers Thermistors

Drive couplers Variable air volume (VAV) systems https://publications.tnsosfiles.com/rules/0800/0800.htm

Fan controls Zone controls

Repair services for Chiller systems shall include any peripheral equipment that is a component whose function is required for proper operation of the system(s) under contract which may include, electrical wiring, insulation, controls, starters, and fan coils units.

C. Exclusions. The following shall be excluded from this contract:

C.1. State Building Commission Approval. Certain projects are under the jurisdiction of the State Building Commission (“SBC”) and are therefore excluded from being purchased under this Statewide Contract, without prior SBC approval. Authorized Users should consult Item 2, Jurisdiction, of the most current version of the Policy and Procedure of the State Building Commission of Tennessee to determine applicability.

(For more information, please see the Office of the State Architect’s website currently available at https://www.tn.gov/content/tn/osa/general-information/policy---procedure.html). If further clarification is needed, the Authorized User should contact their development manager with the State of Tennessee Real Estate and Asset Management or the Contract Administrator. Any documentation of SBC Approval shall be maintained by the Authorized User.

C.2. Additional Contract Exclusions*

a. Handling of Asbestos

b. Septic Tank Related Services

c. Maintenance and Repair of Energy Management Systems

d. Maintenance and Repair of Fuel Monitoring Systems

e. Installation of Water Treatment Feeder Units

f. Monitoring System Services

g. Programming and Software Upgrades

h. Duct Cleaning Services

i. Water Treatment Services, including but not limited to sewer lift stations, treatment plants, & collection systems.

j. Server Room HVAC Units

k. Fire Hydrants

l. Electrical Utility Lines

m. Geothermal Equipment

*The services listed above shall be excluded from the scope of this Contract unless the Contractor agrees to perform the services using the Contractor’s rates as set forth in the Contract (no additional mark-ups shall be allowed, including mark-ups for Rental Equipment utilized in the performance of the excluded work).

D. Job Performance Requirements

D.1. Contract Usage

a. Successful Contractors shall provide a toll-free telephone number and an email address to the CPO Contract Administrator to be used by Authorized Users seeking to obtain services that is continuously answered/monitored seven (7) days a week https://www.tn.gov/content/tn/osa/general-information/policy---procedure.html https://www.tn.gov/content/tn/osa/general-information/policy---procedure.html https://www.tn.gov/content/tn/osa/general-information/policy---procedure.html and twenty-four (24) hours a day. An automated answering system shall not be acceptable as a contact. Service calls may include, but are not limited to, dispatching service technicians, providing technical assistance via telephone or email. Service calls, including technical assistance via shall be provided at no cost to the State.

b. The Contractor shall designate a contract manager for the contract. The contract manager will be a single point of contact for the Contract Administrator and be responsible for addressing broad contract issues and requests. The contract manager should have the authority and competence to address and correct any issues related to the contract. The Contractor shall notify the Contract Administrator in writing within three (3) business days of assigning a new contract manager.

Authorized Users must be able to reach out to each contact with questions including, but not limited to billing, invoices, and other service questions. The Contractor shall also designate an emergency contract manager for the contract in cases when an Emergency Job arises.

c. The Contractor shall respond to all requests for Estimates and Firm Quotes from Authorized Users, regardless of whether the Contractor intends to provide an Estimate or Firm Quote, the dollar value of the job, or the emergency status of the request. Estimates and Firm Quotes shall be provided free of charge to the Authorized User.

d. The Authorized User has the discretion to be flexible for the Contractor arrival time;

however, the Contractor is required to be on-site within the agreed upon arrival time.

e. All services shall be coordinated with Authorized User Personnel and scheduled at such a time that is mutually agreed upon by the Contractor and the Authorized User.

f. No work shall commence without prior written approval by Authorized User Personnel.

g. All services and repairs shall be performed in accordance with the equipment manufacturer's recommended procedure and as detailed in the scope of work for each individual job. If available and requested, maintenance manuals shall be provided to the Authorized User at no additional cost.

h. Once provided with the authorization from the Authorized User to complete the job, the Contractor Service Personnel are required to arrive on-site at the Facility with all the proper equipment, parts, and materials needed to complete the job. It is the Contractor’s responsibility to ensure that this occurs. Contractors may request an on-site visit prior to providing an Estimate or Firm Quote to know what materials are required, if needed. The Contractor shall not charge for time away from the site to obtain parts (see Section E.3).

i. Contractors shall provide an estimated timeline of project completion and a dedicated point of contact for all jobs. If a contractor does not complete a job within the original estimated timeline provided, it is up to the discretion of the Authorized User to seek additional Estimates/Firm Quotes as applicable if it is in their best interest.

j. For Preventive Maintenance for all job categories, Authorized Users shall seek Firm Quotes as described in Section D.4. regardless of the dollar value of the job.

D.2. Emergency Jobs

a. Each Authorized User has the discretion to determine in each case what constitutes an “Emergency Job”, and will identify a job request as such in its initial call to the Contractor(s). At the request of the Authorized User, Contractors shall proceed with work for Emergency Jobs until the job is completed or until the job is no longer an “emergency” as defined by the Authorized User.

b. The Contractor shall respond to the initial call within thirty (30) minutes and, unless the requesting Authorized User specifies a different timeframe, must be on-site within two (2) hours.

(1) The two (2) hour timeframe begins running when the Contractor receives authorization from the Authorized User via phone or email to perform services and ends when the Contractor arrives on-site.

c. Each Authorized User has the discretion to prescribe when the contractor must arrive at the specified location(s) and/or commence performance. The Contractor must be on-site within the agreed upon arrival time, or within the two-hour timeframe set forth above if the Authorized User does not specify a different time.

d. Contractor A shall be contacted first to respond to an Emergency Job. If Contractor A is for any reason unavailable to perform the work, is unreachable after thirty (30) minutes of initial contact, or is unable to be on-site within two (2) hours or agreed upon time frame, the Authorized User shall proceed to Contractor B.

e. If Contractor B is for any reason unavailable to perform the work, is unreachable after thirty (30) minutes of initial contact, or is unable to be on-site within two (2) hours or agreed upon time frame, the Authorized User shall proceed to Contractor C. The Authorized User has the discretion to be flexible for the Contractor arrival time; however, the Contractor is required to be on-site within the agreed upon arrival time.

f. If Contractor C is for any reason unavailable to perform the work, is unreachable after thirty (30) minutes of initial contact, or is unable to be on-site within two (2) hours or agreed upon time frame, the Authorized User shall proceed to Contractor D. The Authorized User has the discretion to be flexible for the Contractor arrival time; however, the Contractor is required to be on-site within the agreed upon arrival time.

g. If Contractor D is for any reason unavailable to perform the work, is unreachable after thirty (30) minutes of initial contact, or is unable to be on-site within two (2) hours or agreed upon time frame, the Authorized User shall proceed to Contractor E. The Authorized User has the discretion to be flexible for the Contractor arrival time; however, the Contractor is required to be on-site within the agreed upon arrival time.

h. If no Contractors are able to perform the work, are reachable, or respond telephonically within thirty (30) minutes, as it is required that the Contractor be on-site within two (2) hours, the Authorized User shall be allowed to contact any awarded Contractors in neighboring counties or non-contract suppliers.

i. Depending on the nature of the Emergency job, the job cost may be unknown prior to work beginning. Work performed by the Contractor while the job cost is not known shall be conducted using the applicable Contract labor rates and Trip Charges (see Section E.4. for detailed information on Trip Charges).

j. As soon as the job cost is ascertained, Contractor shall immediately provide an

Estimate or Firm Quote to the Authorized User. For jobs under ten thousand dollars ($10,000), the Contractor shall provide an Estimate. For jobs whose cost equals or exceeds ten thousand dollars ($10,000), Contractors shall provide a Firm Quote.

k. If a verbal Estimate or Diagnostic is accepted, the Contractor shall still provide the Authorized User Personnel, a written Estimate or Diagnostic utilizing Attachment A “Pricing Template.”

l. Estimates and Diagnostics shall be broken down according to the item numbers on the Contract.

m. When applicable, a parts and materials list shall be included in an Estimate and

Diagnostic (parts and materials shall be broken out per each item).

n. In the event an Authorized User has an Emergency Job and is given a job cost that equals or exceeds ten thousand dollars ($10,000), the Authorized User is not required to follow the Firm Quote guidelines set in Section D.4. It is up to the discretion of the Authorized User to seek Firm Quotes if it is in their best interest.

o. Note: Facilities, such as the Tennessee Department of Correction Prisons, that are twenty-four (24) hours a day, seven (7) days a week (24/7) may have high urgency requests that are deemed an emergency due to the population served. These Facilities may follow the emergency requests procedures more frequently.

Contractor shall arrive at the Facility within the time frame specified with Contractor Service Personnel.

p. As soon as the Contractor ascertains that the cost of an emergency job will exceed the bond thresholds set forth in Terms and Conditions Sections 8.17. and 8.18., the Contractor shall immediately inform the Authorized User and provide bonds in accordance with Terms and Conditions Sections 8.17. and 8.18.

D.3. Non-Emergency Jobs Under $10,000

a. Jobs under ten thousand dollars ($10,000) shall be performed by Contractor A awarded to perform work in the facility’s county. This work shall be conducted using the Contract labor rates and Trip Charges (see Section E.4. for detailed information on Trip Charges).

(1) The Contractor shall respond to all requests for Estimates and Firm Quotes from Authorized Users, regardless of the Contractor’s intent to bid, the dollar value of the job, or the emergency status of the request.

(2) For all non-emergency jobs regardless of the dollar amount of the job, the Contractor shall respond to an Authorized User’s service request within one

(1) business day to confirm if the Contractor will be providing an Estimate/Firm Quote/Diagnostic.

(3) Estimates shall be provided to the Authorized User within three (3) business days after the initial request is made.

(4) Estimates shall be provided free of charge to the Authorized User. The Contractor may charge for any time on-site associated with putting together and providing a Diagnostic as detailed in Section D.8.

(5) The Contractor shall utilize the State template (Attachment A “Pricing Template”) to provide a written Estimate or Diagnostic. If deemed acceptable by the Authorized User Personnel, the Contractor may provide a verbal Estimate over the phone or in-person.

(6) If a verbal Estimate or Diagnostic is accepted, the Contractor shall still provide the Authorized User Personnel, a written Estimate or Diagnostic utilizing Attachment A “Pricing Template.”

(7) Estimates and Diagnostics shall be broken down according to the item numbers on the contract.

(8) When applicable, a parts and materials list shall be included in an Estimate and Diagnostic (parts and materials shall be broken out per each item).

(9) The repair cost cannot exceed the amount Estimated/Diagnosed without justification from the Contractor and prior written approval from Authorized User Personnel. Note: the invoice shall reflect actual time worked, as verified by the Job Log, on-site, which may be less than that of the estimated number of hours. Note: if the Contractor has to work over the estimated number of hours to complete the job, the Contractor shall get prior written approval of the Authorized User Personnel or their designee.

(10) Estimates and Diagnostics shall be monitored by Authorized User Personnel for accuracy.

(11) The Contractor shall perform the services as described in the Estimate or Diagnostic, upon request from the Authorized User.

(12) Usage of Specialized Equipment shall be contemplated in the Estimate for the job and cannot be added as an additional charge at a later date.

b. The Contractor shall be required to sign in and sign out using Attachment B “Job Log” in accordance with Section E.3.

c. Contractor Service Personnel must arrive at the Facility within the time frame specified by the Authorized User for at least seventy-five percent (75%) of all jobs.

The Authorized User has the discretion to be flexible for the Contractor arrival time;

however, the Contractor is required to be on-site within the agreed upon arrival time.

d. If Contractor A does not respond to an Authorized User’s service request within one

(1) business day, or is otherwise unable to provide work on a specific job then the Authorized User should then, and only then, move to Contractor B. The same process shall apply if Contractor B is unable to perform the work and move to Contractor C. The same process shall apply if Contractor C is unable to perform the work and move to Contractor D. The same process shall apply if Contractor D is unable to perform the work and move to Contractor E.

e. Requests for Job Estimates: If Contractor A gives an Estimate which seems unreasonably high, or if the Authorized User wants to obtain Estimates from several Contractors, the Authorized User reserves the right to contact the other Contractors awarded in their county and awarded Contractors in neighboring counties for Estimates based on Contract prices bid and parts (if applicable) for the same job.

The Authorized User shall be required to award to the Contractor providing the lowest Estimate and meeting specifications. Once the Authorized User has accepted an Estimate for a job and has authorized the work, the Contractor shall coordinate completion of the job with the Authorized User Personnel. In cases when the Authorized User awards to another Contractor besides Contractor A for the county, it shall document the circumstances on the request document.

f. Authorized Users may request Estimates from non-Contract suppliers for a job.

For example, when the awarded Contractors in the county are unavailable or non-responsive within the response timeframe as listed in Section D.5. Service Level Agreements, or when the Estimates or Diagnostics provided seem unreasonably high, the Authorized User may request non-Contract suppliers to provide an Estimate. State Agencies shall not utilize a non-Contract supplier for a job without prior written authorization from the Contract Administrator.

D.4. Non-Emergency Jobs $10,000 and Over

a. Jobs ten thousand dollars ($10,000) and over may be performed by Contractor A, B, C, D, or E. The Authorized User shall solicit Firm Quotes from all the Contractors awarded a Contract in the county in which the Facility is located and award the job to the Contractor with the lowest Firm Quote. The Authorized User shall also follow the process below for all Preventive Maintenance for all job categories regardless of dollar value.

(1) The Contractor shall respond to all requests for Estimates and Firm

Quotes from Authorized Users, regardless of the Contractor’s intent to bid, the dollar value of the job, or the emergency status of the request.

(2) For all non-emergency jobs regardless of the dollar amount of the job, the

Contractor shall respond to an Authorized User’s service request within one

(1) business day to confirm if the Contractor will be providing an Estimate/Firm Quote/Diagnostic.

(3) Firm Quotes shall be provided to the Authorized User within five (5) business days after the initial request is made.

(4) Contractors shall provide a Firm Quote for a minimum of 75% of all job requests, unless a lower percentage is approved in writing by the Contract Administrator.

(5) The Contractor shall utilize the State template (Attachment A “Pricing

Template”) to provide a written Firm Quote. Verbal Firm Quotes shall be deemed unacceptable.

(6) Firm Quotes shall be provided free of charge to the Authorized User. The Contractor may not charge for any time on-site or for travel costs associated with putting together and providing a Firm Quote.

(7) The repair cost cannot exceed the amount quoted.

(8) Firm Quotes shall be monitored by Authorized User Personnel for accuracy.

(9) The Contractor shall perform the services as described in the Firm Quote, upon request from the Authorized User.

(10) Firm Quotes shall be provided to the Authorized User within the timeframe specified by the Authorized User. If no timeframe is specified, Firm Quotes shall be provided to the Authorized User within five (5) business days after the initial request is made by the Authorized User.

(11) Usage of Specialized Equipment shall be contemplated in the Firm Quote for the job and cannot be added as an additional charge at a later date.

(12) If the firm quote job requires a Diagnostic to determine the full scope of work, then the process outlined in Section D.8. shall be followed.

(13) Firm Quotes shall come with a detailed report that presents the full scope of work being completed.

(14) Upon completion of work, invoices for Firm Quote jobs shall include any parts, materials, rental equipment, subcontracting, etc. receipts for the Firm Quote job.

(15) Contractor Service Personnel shall arrive at the Facility within the time frame specified by the Authorized User for at least seventy-five percent (75%) of all jobs.

The Authorized User has the discretion to be flexible for the Contractor arrival time; however, the Contractor is required to be on-site within the agreed upon arrival time.

(16) Contractors shall provide an estimated timeline of project completion and a dedicated point of contact for all Firm Quote jobs.

b. It is up to the discretion of the Authorized User to seek additional Firm Quotes from Contractors in neighboring counties or non-Contract suppliers. Should the Authorized User seek additional Firm Quotes, the following process shall be followed:

(1) Firm Quotes shall be sought by Contractors awarded in the facility’s county in addition to Contractors in neighboring counties or non-Contract suppliers.

(2) In the event a non-Contract supplier provides the lowest Firm Quote; it is the responsibility of the Authorized User to obtain approval from the Contract Administrator to use a non-Contract supplier. The Authorized User shall also be responsible for obtaining all requisite bonds, licensure checks, insurance, etc.

c. The Contractor shall be required to sign in and sign out of the Job Log; the Contractor shall be required to coordinate with the Authorized User to schedule the work.

d. The Contractor shall not be allowed to invoice the Authorized User an amount any higher than what was provided on the initial Firm Quote (unless a scope change occurs, see Section D.6). The Authorized User shall pay the full amount of the invoice as it appeared on the Firm Quote in accordance with Terms and Conditions Section 6. Payment Terms and Conditions.

D.5. Service Level Agreements

a. Contractor shall meet or exceed with all Service Level Agreements (SLAs) specified below unless otherwise approved by the Authorized User.

(1) The Contractor shall respond to all requests for estimates and Firm Quotes from Authorized Users, regardless of the Contractor’s intent to bid, the dollar value of the job, or the emergency status of the request.

(2) Contractors shall provide a Firm Quote for a minimum of 75% of all job requests, unless a lower percentage is approved in writing by the Contract Administrator.

(3) Non-Emergency Jobs: For all non-emergency jobs regardless of the dollar amount of the job, the Contractor shall respond to an Authorized User’s service request within one (1) business day to confirm if the Contractor will be providing an Estimate/Firm Quote/Diagnostic.

(4) Emergency Jobs: The Contractor shall respond within thirty (30) minutes of the initial call and shall be on-site within two (2) hours. The two (2) hour timeframe begins when the Contractor receives authorization from the Authorized User via phone or email to perform services and ends when the Contractor arrives on-site.

(5) Estimates shall be provided to the Authorized User within three (3) business days after the initial request is made.

(6) Firm Quotes shall be provided to the Authorized User within five (5) business days after the initial request is made.

(7) A toll-free telephone number and an email address shall be provided to the CPO Contract Administrator by the successful Contractors that is to be answered/monitored seven (7) days a week and twenty-four (24) hours a day.

(8) Contractor Service Personnel shall arrive at the Facility within the time frame specified by the Authorized User for at least seventy-five percent (75%) of all jobs.

(9) Eighty-Five percent of 85% of invoices submitted by the Contractor are submitted within in accordance with Terms and Conditions Section 6.4 Invoice Requirements upon the completion of a job without errors or disputes.

b. Contractor compliance with the Service Level Agreements shall be monitored by the

Contract Administrator with assistance from the Authorized Users.

c. If at any time during the contract period, a Contractor is found to not be in compliance with the Service Level Agreements, the Authorized Users and/or Contract Administrator may file a Formal Supplier Complaint with the Central Procurement Office.

d. If a Contractor is found to not be in compliance with Service Level Agreements three

(3) times or more in a calendar year, then the State may exercise additional action, including but not limited to the following:

(1) The Authorized Users and/or Contract Administrator may file a Formal Supplier

Complaint with the Central Procurement Office.

(2) Lower placement on the Contractor listing for a particular Facility or county (e.g.

moving from Contractor A to Contractor B).

(3) Authorized User could be granted bypass approval for that Contractor.

(4) The Contractor’s Contract may be terminated per contract Terms and Conditions Sections 7.9. and 7.10.

e. If an Authorized User raises concerns with Contractor performance outside of the Service Level Agreements, a reasonable effort to resolve the problem should be made by the Authorized User. If the problem still exists, the State may exercise any of the actions described in Section D.5.d.

D.6. Job Changes

a. The Authorized User shall notify the awarded Contractor immediately if there is a job scope change, schedule change, or any other change that impacts the job.

b. If a Contractor discovers the need for a scope change, schedule change, or any other change that impacts the job, the Contractor shall notify the Authorized User immediately. The Contractor shall provide a supplemental Estimate or supplemental Firm Quote if there is a change in cost due to the job scope change.

c. The Authorized User has the sole discretion to approve the scope change with the originally awarded Contractor or may send the new scope of work to all other Contractors qualified in the county and allow them to provide a new Estimate or Firm Quote. This can be done either once a change is discovered or after the awarded Contractor submits the new Estimate or Firm Quote to reflect the change in job scope.

d. Any schedule changes shall only be allowed with the mutual agreement of both parties. In the event the awarded Contractor is unable to meet the requested schedule changes, the Authorized User shall seek:

(1) An Estimate from the next awarded Contractor in the facility’s county.

(2) The Contractor who provided the second lowest Firm Quote.

e. In the event the initially awarded Contractor has already performed some services, and a change to the date or job scope prevents said Contractor from being able to complete the job, the Authorized User shall pay the initially awarded Contractor for costs incurred. The Contractor shall provide detailed written documentation of the services provided, costs incurred, and reason for inability to complete the job.

f. Immediately upon the realization that a change in cost due to a job scope change shall exceed the bond thresholds as defined by Terms and Conditions Sections

8.17. and 8.18., the Contractor shall inform the Authorized User immediately and provide bonds in accordance with Terms and Conditions Sections 8.17. and 8.18.

D.7. Additional Job Requirements:

a. All Contractors contacted to provide an Estimate or Firm Quote should visit the Facility or Facilities to take exact measurements and examine the premises to become familiar with any problems or unusual circumstances which might exist. No allowances shall be made by the State for errors in Estimates or Firm Quotes due to any Contractor not visiting the sites prior to submitting their Estimate or Firm Quote. Contractors shall be responsible for their own measurements.

b. If required by the Authorized User, the awarded Contractor shall schedule and attend a pre-construction conference before work can begin. The Contractor shall not charge the Authorized User for attending the pre-construction conference.

c. The Contractor shall also schedule and attend a final inspection with the Authorized User Personnel, unless requirement is waived in writing by the Authorized User, before payment is issued. The Contractor shall not charge the Authorized User for attending the final inspection.

d. Contractors shall provide Payment and/or Performance Bonds if applicable as required in Terms and Conditions Sections 8.17. and 8.18. Contractors shall provide the required bonds at no additional cost to the State. Contractors shall provide a digital copy of the bond to the Contract Administrator and obtain Contract Administrator approval prior to sending the physical bond(s).

D.8. Diagnostic:

a. A Diagnostic fee may be necessary if an Authorized User is unable to provide a detailed scope of work to obtain a free Estimate or Firm Quote.

b. Contractors shall utilize their Regular Time, technician rate as their hourly

Diagnostic Fee.

c. Authorized Users shall utilize the Contractor A for the Diagnostic work and shall note that the request is a Diagnostic request in the service call. If Contractor A is unreachable or unable to provide the Diagnostic, then the Authorized User shall follow the process outlined in Section D.3.d.

d. Diagnostic work that takes less than one (1) hour on-site shall not be considered billable time under the contract.

e. Upon completion of the Diagnostic, the Contractor shall provide the full results of the Diagnostic to the Authorized User. Upon the receipt of the Diagnostic results, the Authorized User may either award the job to Contractor A (if it is less than $10,000) or provide the Diagnostic to the other awarded Contractors in the county to obtain a Firm Quote.

f. If the awarded Contractor is the same Contractor that performed the

Diagnostic, the Contractor shall waive fifty percent (50%) of the Diagnostic fee.

E. General Requirements

E.1. Hourly Charge Schedule

a. Regular Time Rates – Regular Time rates apply to services rendered during the hours of 7:00 a.m. – 6:00 p.m. local time Monday through Friday, excluding legal State holidays. If a Contractor anticipates that a job will take more than eight (8) consecutive hours in one day, they may charge Premium Time rates for each additional consecutive exceeding hour with the prior written approval from the Authorized User; this shall be identified on the Estimate.

b. Premium Time Rates – Premium Time rates apply to services rendered Monday through Friday during the hours of 6:01 p.m. - 6:59 a.m. local time. Premium Time rates also apply to services rendered at any time on Saturday, Sunday, and all legal State holidays. Authorized User Personnel shall approve Premium Time rates in writing prior to work being performed.

c. The State will endeavor to schedule work during Normal State Operating Hours;

however, it may be necessary to change the work schedule to a time other than Normal State Operating Hours to accommodate conditions at the Facility. If such a situation arises, all services shall be coordinated with Authorized User Personnel and scheduled at a time that is mutually agreed upon by the Contractor and the Authorized User.

d. Contract rates shall apply for all emergency jobs and for all jobs that do not require a Firm Quote.

E.2. Worker Categories and Requirements

a. Categories

(1) Technician: an employee trained and with a minimum three (3) years of experience in performing installation, modification, inspection, troubleshooting, repair and maintenance within their respective disciplines;

completed formal education courses recognized and approved by the State of Tennessee, and factory trained in manufacturers’ equipment.

(2) Helper: an employee trained to assist in the performance of installation, modification, inspection, troubleshooting, repair and maintenance within their respective disciplines: completed formal education courses recognized and approved by the State of Tennessee, and factory trained in manufacturer’s equipment.

b. Requirements

(1) The Contractor shall use trained personnel who are trained to work on the equipment or system(s) as described or as listed to perform the services as requested. The trained personnel may be Contractor Service Personnel and/or Subcontractor Personnel.

(2) At the Authorized User’s request, the Contractor may be required to furnish evidence of training or certification.

(3) Should the Authorized User be dissatisfied with Contractor Service Personnel dispatched to their location, the Contractor shall replace the Contractor Service Personnel, or any assigned technician or helper at the request of the Authorized User and at no additional cost to the Authorized

User; --provided, however, that doing so would not violate applicable laws or regulations.

(4) The Contractor agrees that its personnel shall wear professional and identifiable uniforms while on a jobsite.

c. Contractor Licenses and Work Requirements

(1) The Contractor shall meet or exceed the standards set forth in ASHRAE

90.1-2019 (but instead shall meet or exceed the current adopted State standard per the Tennessee Sustainable Maintenance Guidelines to the extent different).

(2) The Contractor shall hold all current licenses or permits necessary to perform the tasks within their awarded discipline per Tenn. Code Ann. § 62-6-101 et seq. At the Authorized User’s request, the Contractor must furnish copies of the requisite licenses and/or permits. The Contractor shall provide the CPO a copy of their current licenses or permits necessary to perform their awarded discipline annually and upon request.

(3) A list of applicable and required licenses can be found in Attachment C, “Required Licenses & Certifications.” This is not an all-inclusive list. If any work requested and within the scope of this Contract requires licenses or certifications not listed in Attachment C, “Required Licenses & Certifications”, the Contractor shall be responsible for obtaining the necessary licenses or certifications prior to the date on which performance is to commence.

(4) The Contractor shall comply with all industry standards and guidelines to ensure compliance with all federal, state, and local guidelines including but not limited to OSHA, TOSHA, and EPA regulations.

(5) The Contractor shall comply with all applicable codes, standards, and regulations in executing projects. This includes, but is not limited to:

i. Determining if there are above or underground electrical cables or lines;

ii. Determining if there are underground water, sewer, or gas lines, and obtaining the required permits to complete the job requirements; and

iii. Contractor shall work with the Authorized User to determine any above or underground obstacles prior to starting the job.

(6) It is the responsibility of the Contractor to disclose any repair issues within the Facility beyond their scope of work to the Authorized User immediately upon discovery and/or with the submittal of the Estimate, Diagnostic, or Firm Quote.

d. Specialized Certifications

(1) Disclosure Requirement - Contractors may disclose to the State all specialized certifications held by the Contractor and/or its personnel, including but not limited to manufacturer-specific, system-specific, or trade-specific certifications (e.g., geothermal systems, OSHA Confined Space certifications, non-standard boiler certifications, non-standard chiller certifications, etc.) for information purposes.

(2) Notification of Changes - For all Contractor disclosed specialized certifications, the Contractor shall provide written notice to the State within ten (10) business days of any additions, expirations, revocations, or other material changes to the certifications disclosed under this Section.

(3) Verification - The State reserves the right to request documentation verifying the validity and current status of any disclosed certification at any time during the term of the Contract.

e. Contractor Equipment

(1) The Contractor shall have access to, and bring with it, all equipment, materials, supplies, and tools which are necessary to perform the responsibilities of the Contract for each job.

(2) The Contractor shall have a supply of stock replacement parts available for immediate use. The Contractor shall bill the Authorized User for stock parts in accordance with Contract Terms and Conditions Section 7.2.

“Proof of Cost for Parts Not in a Catalog or Price List”, Specifications Section E.8. “Parts Requirement”.

(3) The Contractor shall have access to non-stock replacement parts.

(4) The Contractor shall utilize only tools, equipment, materials, and supplies considered industry standard for maintenance and repair services in the trade(s) that they have been awarded on this Contract.

E.3. Time Verification

The Contractor Service Personnel shall be required to sign in and sign out on the Job Log (see Attachment B “Job Log”) the actual time worked with an Authorized User Personnel, for all on-site services provided. All Facilities shall be required to utilize the Job Log for the signing in and out of Contractor Service Personnel.

a. The Job Log (Attachment B “Job Log”) shall be utilized regardless of the dollar amount or emergency status of the total job.