ITB021404_Contract_SIGNED.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: HVAC AND REFRIGERATION MAINTENANCE & REPAIR FOR

WARRENSVILLE DEVELOPMENTAL CENTER (WDC)

CONTRACT No.: ITB021404

CONTRACT ID: 21404

EFFECTIVE DATES: 12/1/2024 to 11/30/2027

SUPPLIER: THE BREWER-GARRETT COMPANY

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000022477. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 24 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Ohio Department of Developmental Disabilities, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 SCOPE: Contractor must provide complete mechanical HVAC and refrigeration maintenance & repair for Warrensville Developmental Center (WDC), 4325 Green Road, Highland Hills, OH 44128.

Systems to be serviced include heating, ventilation, air conditioning systems, their controls and several refrigeration and freezer units.

1.2 CLASSIFICATION

The Contractor must provide services in accordance with the policies and procedures in the Administrative Rules of the Ohio Department of Developmental Disabilities; the policies of the Agency/Center, that includes but is not limited to the following:

1.2.1 OSHA Hazard Communications Standard 29 CFR 1910.1200. (MSDS)

1.2.2 Life Safety Code 2012, ICF/DD Medicaid (tag no. W429)

1.2.3 The Agency will provide the Contractor with access to these regulations and standards upon request.

1.3 REQUIREMENTS:

1.3.1 Background checks, Contractor security constraints, and identification:

1.3.1.1 Prior to working at the WDC facility, the Contractor will ensure that only those employees who have successfully completed background checks at the expense of the Contractor, have been accepted and cleared, are permitted to work in the facility.

1.3.1.2 After inception of this Contract, and the initial background checks done on all employees, WDC may request a background check on the Contractor and/or any of the Contractor’s employees at any time during this Contract. The intermittent background checks will be at the expense of WDC. Upon request, the Contractor must supply WDC with the employee’s full name, home address, driver’s license number and social security number. Failure of the Contractor to provide this information to WDC will result in that individual not being permitted to work at any agency location and may result in breach of contract on behalf of the Contractor.

1.3.1.3 The Contractor and all of the Contractor’s employees must carry valid photo identification with them at all times. Accepted forms of identification include U.S.

government issued work visa or green card, State issued driver’s license or photo identification card. There will be no exception to this condition.

1.3.1.4 The Contractor will cooperate fully with WDC and DAS at all times to control the access and movement of their employees.

1.3.2 Contractor Responsibilities

1.3.2.1 Contractor representative should report to the agency representative upon arrival on the site.

1.3.2.2 The Contractor must provide a Material Safety Data Sheet (MSDS) for any hazardous chemical that they bring onto the facility property for the performance of this contract. The MSDS must verify the Contractor’s compliance with OSHA Hazard Communications Standard 29 CFR 1910.1200. The MSDS must be given to the facility contact person prior to use of the hazardous chemical on the facility property.

1.3.2.3 The Contractor must have each person who performs service complete a report with a brief description of work performed. A copy of the service report is to be given to the Agency prior to leaving the job site.

1.3.2.4 The agency representative will determine the acceptability of all work and/or services performed. If the work and/or services are not acceptable, the Contractor will be called in to review and correct all problem areas without additional cost. Upon notification by the agency representative, the Contractor will affect repairs to deficient work and/or services in accordance with a schedule jointly agreed upon.

1.3.2.5 Permits, licenses, and taxes must be the responsibility of the Contractor at no additional cost to the State.

1.3.3 Preventive Maintenance

1.3.3.1 All preventive maintenance tasks must be based on a program using each building’s run time and on the equipment maintenance recommendations. As work is performed, it must be checked off on schedule sheets which must be kept on file by the Contractor. The Contractor must immediately provide a schedule sheet copy to agency listing the work performed for each location. The Contractor’s files must be kept for the life of the contract. This and all other work are to be performed by properly trained technicians. All maintenance must include parts, labor, and materials. Preventive maintenance calls must include checking the performance of all components and testing, adjusting, calibrating, and cleaning of all system components.

1.3.3.2 The Agency will provide access to all devices which are to be serviced. The Contractor must be free to start and stop all primary equipment incidentals to the operation of the mechanical system(s) as arranged with and directed by the agency or their duly authorized representatives. The Agency will take responsibility for equipment malfunction where such access is denied.

1.3.3.3 The Contractor must provide a preventive maintenance program listing any special tools, lubricants, etc. that are required for maintenance of the apparatus concerned. Master records must be maintained in the Contractor’s office and the Contractor must adhere to such schedules. The program must adhere to all original manufacturer requirements.

1.3.3.4 The Contractor will repair or replace worn parts or equipment with new parts.

Reconditioned components may be used only when delivery time of new components is excessive, and the part is necessary to make the system operational.

1.3.3.5 The Contractor must not be responsible for repairs or replacements for any reason other than normal wear and tear.

1.3.3.6 The Contractor must provide and maintain a parts box on site at an agreed upon location by the Contractor and the Agency. Critical and frequently used parts and supplies must be stocked in this box. This equipment must remain the property of the Contractor until used and/or installed in the systems.

1.3.3.7 All scheduled preventive maintenance will be scheduled with the center representative during normal business hours of 7:30 am-4:00 pm. No overtime will be accepted for scheduled preventive maintenance work.

1.3.3.8 Examine each piece of equipment and device to see that it is functioning properly and is in good operational condition.

1.3.3.9 Clean all components including air handling ductwork and exhaust duct work (inside and outside) of dust, old lubricants, etc., to allow the equipment to function as designed.

1.3.3.10 Paint all equipment as needed to prevent and protect against corrosion and deterioration.

1.3.3.11 Lubricate all equipment where needed to permit bearings, gears, and all contact wearing points to operate freely and without undue wear.

1.3.3.12 Adjust all linkages, motors, drives, etc. that have drifted from initial design settings and positions.

1.3.3.13 Calibrate all sensing, monitoring, output, safety, and read-out devices for proper ranges, settings, and optimum efficiencies.

1.3.3.14 Tear down major pieces of operational equipment such as refrigeration compressors, water chillers, boilers, seals, etc., and overhaul periodically based on accumulated operating hours as recommended by the original equipment manufacturers, to prevent breakdowns and to extend the performance life and condition of said items.

1.3.3.15 Clean and replace gaskets as recommended by the original equipment manufacturer.

1.3.4 Mechanical Preventive Maintenance Equipment.

1.3.4.1 Heating System: Boilers, burners, furnaces, pumps, heating coils, water strainers, unit heaters, duct heaters, heat exchangers, PRVS, expansion tanks, gas valves

1.3.4.2 Cooling System: Air conditioning compressors, package window units (when applicable), package rooftop units, evaporative condensers, air cooled condensers, and pumps.

1.3.4.3 Air Handling System: Fans, motors, air grills, plenums, compressors, registers, air filters, dampers, induction units, mixing boxes, and fan coil units.

1.3.4.4 Miscellaneous Equipment: Exhaust fans, manual valves, float valves, direct expansion valves, thermometers, gauges, magnetic starters, manual motor starters, pump, and fan motor starter to their respective motor, check valves, refrigerant piping and piping insulation and refrigerant. Damper actuators.

1.3.5 Control System Preventive Maintenance

1.3.5.1 Control system maintenance includes all parts, materials, and labor necessary to repair critical system components. Equipment included is: Metasys temperature control system, thermostats, pressure controls, relays, limits, valves, valve operators, damper motors, humidity controls, step switches, time clocks, recorders, control panels, gauges, air compressors (for pneumatic control systems), freezestats, and circuit cards, V.A.V. boxes, computerized control systems and sensors (including computer software and hardware).

1.3.5.2 Test and cycle all equipment as a system after it has been cleaned, lubricated, adjusted, and calibrated to see that it is in good operating condition and at optimum efficiency.

1.3.6 Water Treatment Preventive Maintenance

1.3.6.1 The Contractor must provide a water treatment program designed to provide suitable preventive maintenance to preserve the equipment, maintain its efficiency, prolong its life, and avoid the malfunction or breakdown.

1.3.6.2 The water treatment program must include hot water boilers, hot water heating system, heat exchangers.

1.3.6.3 The Contractor must provide a treatment program for control of scale and biological fouling to preserve the equipment, maximize its efficiency and minimize malfunctions.

1.3.6.4 The Contractor will regularly examine, test and adjust all treatment devices and perform periodic water analysis. On systems requiring continuous water analysis, a real-time monitoring system will be installed. This unit will be programmed to analyze water and automatically adjust chemical feed rates and bleed intervals.

1.3.6.5 Hot Water Heating System - The Contractor must drain the system of existing water and chromate compounds, if any, and refill the system with clean water and add the required dosage of chemical treatment. Chemicals used must be a non-chromate compound, such as borate nitrite. Chemicals must be acceptable to environmental protection agencies as a non-pollutant.

1.3.7 Heat Exchanger System Preventative Maintenance

1.3.7.1 The Contractor must drain and completely flush heat exchangers when necessary.

1.3.7.2 The Contractor must use a chemical which is multi-duty scale and corrosion inhibitor. The chemical must be non-acid, non-chromatic, non-toxic, and biodegradable. The chemical used must be approved by the environmental protection agencies as a non-pollutant.

1.3.8 Air Filter Preventive Maintenance

1.3.8.1 The Contractor must provide air filter service for each air handler system, which includes labor, frames and replacement filter media and other materials necessary for this service. Replacement must be as needed.

1.3.8.2 Air filter retaining frames must be of the permanent type, designed to hold disposable polyester filter pads. Frames must be designed for use in holding frames or slide-in applications.

1.3.8.3 The metal frame section must be of all-welded construction. The frame must be fabricated with a minimum of 20-gauge zinc-coated steel. The black media retainer must consist of a wire grid (minimum 11-gauge wire) or expanded metal (minimum 18 gauge), which must be welded to the frame section. The front retainer must be fabricated in the form of a wire grid door, double-hinged with snap-locks, or wire grid built-in frame with snap-lock feature. The retainer frames must be constructed for heavy-duty application. Front retainers with spring wire media retention must not be acceptable.

1.3.8.4 Frame filters must consist of a separate frame and filter media to allow a variety of options in types of filter media, if necessary.

1.3.8.5 Air filter media, as applicable, must be replaced on an as-needed basis, but not to exceed 60 days’ time limit.

1.3.8.6 Air Filter Media: Air filters will be MERV 8 rated or better. Air filters will be of an appropriate size to meet the equipment manufacturers’ specifications.

1.3.9 Equipment: In addition to the following, there are 18 Reznor Unit Hot Water Fan Systems, 14 across campus, and four within the dock and maintenance area. Maintenance Building contains two multi-Zone units, one with refrigeration, and one without. The Make Up Air Unit is a fan and coil unit.

1.3.10 Known equipment is included as Supplement A. Supplement A is a representative list of equipment within buildings, it is not a comprehensive list of equipment nor is it binding on the State in any way.

1.3.11 Other Maintenance and Repair

1.3.11.1 Damage to systems caused by vandalism will be replaced as a time and materials charge.

1.3.11.2 Part replacements that are considered to be outside of normal system use are not considered regular PM and the additional services markup and labor rate can be applied. Examples include: the shaft on the air handler, non-moving parts such as a pillow-block, and filter bank, where a bearing would be included. Other excluded items are foundations, structural supports, domestic water lines, drains, plumbing, oil lines, main gas lines, oil storage tanks, boiler shell and tubes, unit cabinets, boiler trim and refractory material and cooling tower structures. Refrigerant and compressors will also be charged separately from the monthly preventive maintenance fee as a time and materials charge.

1.3.11.3 The Contractor must provide emergency service on a 24-hour, seven day-a-week basis, all year. Response time must be a maximum of 4 hours.

1.3.11.4 Labor Rates: The labor rates listed on the contract are not to be exceeded.

1.3.11.4.1 Regular Services Hours Rate: rate for hours between Monday –

Friday, hours as identified in the Site-Specific Specifications.

1.3.11.4.2 Non-Regular Services Hours Rate: rate for non-Normal Business Hours, including State holidays, as follows.

1.3.11.4.3 Emergency Service Hours Rate: rate for emergency calls in which an immediate response is required.

Holiday Observance Date New Year’s Day January 1st Martin Luther King Day Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

1.3.11.5 Travel: A trip charge is allowable for any work performed 50 miles outside of the company’s office that takes less than four hours to complete. Suppliers may not charge multiple mobilization/service call fees for a single repair event.

1.3.11.6 Materials: All materials and supplies must be appropriate for the intended use.

The contractor must utilize all replacement materials and supplies from the Original Equipment Manufacturer (OEM) components, whenever possible. All materials and supplies must be installed according to the manufacturer’s specifications and industry recognized practices. The use of reconditioned or used materials and supplies must not be permitted under any circumstances unless OEM components are no longer available.

1.3.11.7 The State acknowledges that Contractors utilize various materials and supplies that may vary between suppliers and manufacturers depending on the individual repair needs for each project. Therefore, all materials and supplies that the supplier provides must be considered on contract. The requestor will pay the awarded supplier the actual cost for all materials and supplies utilized in the performance of the project, plus the specified markup. Markups must not exceed 30% over the Contractor’s invoice cost. For all materials and supplies, the Contractors must include the Contractor’s original invoice for the materials and supplies purchased.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/01/24) will apply to this Contract.

2.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease.

For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.

Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

3.2 - FIXED-PRICE WITH IN-SERVICE COST ADJUSTMENTS

The Contractor agrees to adjust the total monthly charges for any decrease/increase in the number of machines to be serviced due to programmatic changes and/or building destruction, construction, or renovations for the duration of the Contract.

4 - PREVAILING WAGE

The Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau has identified that work in this solicitation and to be performed under contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon award of a Contract by DAS, the successful Contractor, and all of the sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Labor and Worker Safety, Wage and Hour Bureau will apply to any workman assigned by the Contractor or all of the sub-contractors to this project. The participating state agency will serve as prevailing wage coordinator and will be responsible for proper application of labor rates as required by the Ohio Department of Commerce. Responsibilities of the Prevailing Wage Coordinator include, but are not limited to; setting up and maintaining payroll reports, monitoring when payments of wages are made, receiving the Contractor’s complete payroll records of each employee, establish procedures to monitor compliance, notify Contractor of any adjustment to the prevailing wage scales and report delinquencies on the part of the Contractor. The successful supplier and all of the sub-contractors shall strictly comply with the wage provisions of the contract.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

5 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

6 - SPECIAL INSTRUCTIONS TO BIDDERS

6.1 - SITE VISIT

A site visit will be held on 08/22/2024 at Warrensville Developmental Center (WDC) Administration building, 4325 Green Road, Highland Hills, OH 44128 to survey the facility and discuss the requirements of the solicitation. The site visit will commence promptly at 9:00 AM, barring an unforeseen circumstance that results in a delay of the site visit. Attendance will be taken. Attendees must bring with them a State issued ID to gain access to the facility. The state will not be responsible to a supplier for their failure to obtain information discussed during the site visit due to their failure to attend and/or arriving after the site visit has convened. Suppliers who attending the site visit for SRC0000019310 on 06/11/24 do not need to attend this site visit.

Please contact Tom Nelson by 08/21/2024 at tom.nelson@das.ohio.gov during regular business hours to make arrangements for authorization to enter the facility.

6.2 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

6.3 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the state will:

maintenance cost for each category (Refrigeration and Heating/Cooling). Then the state will multiply the Hourly Labor Rate by the estimated annual number of hours to arrive at an annual Labor cost for each category. Finally, the state will multiply the percentage mark up for replacement parts by the estimated annual cost of replacement parts to arrive at an annual parts cost for each category. All annual totals will then be added together to arrive at a lot total for all services.

Cost per month for preventive maintenance x 12 = annual preventive maintenance cost Additional Services Hourly Labor Rate x Estimated Usage = annual Labor cost Replacement Parts and Components Mark-up Percentage x Estimated Usage = annual parts cost = lot total https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf mailto:tom.nelson@das.ohio.gov

SUPPLEMENT A

Facility Equipment

Refrigeration

Building Building Type Freezer Refrigerator Ice Maker Walk-In Cooler

Walk-In Freezer

AC Bldg. Residential N/A N/A One N/A N/A Cottage One Residential One Two One N/A N/A Cottage Two Residential One Two One N/A N/A Cottage Three Residential One One One N/A N/A Cottage Four Residential One Three One N/A N/A Cottage Five Residential Two Two One N/A N/A Cottage Five Residential Two Two One N/A N/A Cottage Seven

Residential One Three One N/A N/A

Cottage Eight Residential One Three One N/A N/A Cottage Nine Residential One One One N/A N/A Maintenance Building

Service Bldg. N/A Four One One One

CC

Community Center

Community Bldg. One One

One N/A N/A

HVAC

Building Building

Type Heating Ventilation Split

System Air Handling Unit Multi- Zone

HVAC

Control

Make Up Unit

Dehumidifier Desert Air

AC Bldg. Residential One Four Two One N/A N/A Cottage One Residential One Four Two One N/A N/A Cottage Two Residential One Four Two One N/A N/A Cottage Three Residential Two Eight Two One N/A N/A Cottage Four Residential Two Eight Two One N/A N/A Cottage Five Residential Two Eight Two One N/A N/A Cottage Six Residential Two Eight Two One N/A N/A Cottage Seven Residential Two Eight Two One N/A N/A Cottage Eight Residential Two Eight Two One N/A N/A Cottage Nine Residential Two Eight Two One N/A N/A

Maintenance Building Service Bldg.

One Four Two One One One

CC Community Center Community Bldg.

One Four 1 One One One