Mechanical Maintenance RFP 9.16.26.pdf

The Town of Dartmouth is requesting pricing for a preventative maintenance agreement for five of their town owned facilities. Maintenance will be required twice per year, once before heating season in September and once before cooling season in April.

The town is requesting a one year contract price with an option to renew for 2 or 3 years. The price for the contract should include all labor and materials to perform the maintenance tasks such as filters, belts, lubricants, oils, grease and cleaning chemicals.

After each service visit, the contractor will submit a service report that includes any findings regarding damaged, broken or inoperative equipment found during the service visit. The report should include recommendations for improvements.

The contractor must maintain $1,000,000 in General Liability Insurance, each occurrence and maintain Workers Compensation Insurance.

The facilities and equipment that will be included in the contract is listed below.

Dartmouth Police Station, 1390 Tucker Rd

(2) Lochinvar Knight HW Boilers

(8) Mitsubishi Heat Pumps with Heat Recovery

(2) Cabinet Unit Heaters

(4) Unit Heaters

(1) Hot Water Heater

(45) Air Handling Units

Southworth Library, 732 Dartmouth St

(2) Lochinvar Knight Hot Water Boilers, KBN801

(1) York Condenser

(1) York Air Cooled Chiller, YCAL0056EE17XEBBXTXAXXRL

(1) Trane Air Handler, LZ35

(1) Air Compressor

(1) Tran R/A Fan, 41

(1) Quincy Compressor, QTS3ZCB

(17) Fan Coil Units

(12) TACO pumps, (6) 1635, (2) 1611, (2) 1615, (2) 1641

(2) TACO Expansion Tanks

Council on Aging, 628 Dartmouth Street

(4) Trane Roof Top Units with heating and cooling coils

YCD075C3, YCD060C3, YCD036C1, YCD090C3

(3) Greenheck Exhaust Fans, GB-90, GB-70, BSQ-80

(1) HTP Water Heater PHR130-55

(1) A.O. Smith Water Heater GVC 50 100

(1) Crown MEGA-Stor Indirect Water Heater GV-6 Series No. 3

(1) Weil McLain GV-6 Series No. 3 Boiler

(1) Weil McLain GV-3 Series No. 3 Boiler

(1) RUUD UAKA-048JAZ Condensing Unit

(1) York Condensing Unit

Sanyo CHO922 Split System AC

(2) First Co. 60MBXR-4HW Air Handler

Modine Effinity 93 Garage Heater

North Dartmouth Library, 211 Cross Rd

(2) MACH Hot Water Boilers with VFDs

(1) Carrier Air Handler, VFDs on supply and return fans

Carrier Gemini Air Cooled Condenser, 4 Compressors, 3 fans

(1) Hot Water Heater

Dartmouth Town Hall, 400 Slocum Rd

(8) 2,400MBtu Hydrotherm MR-2400B Boilers

Trane RAUJC80EB 80 Ton split system unit at 1.15 kW/Ton system

Domestic Hot Water - AO Smith Promax 48 gallon

Heating Pumps (2) 2 HP with VFD

Domestic Hot Water Pumps (2) Circulator pumps

Air Distribution System Trane Climate Changer 63 HP Motor with VFD &

Trane Centrifugal Airfoil Fan with 50 HP and VFD on motor

Honeywell Compressor 241F6G1COD

Daikin Ductless Mini-Split AC FTXN18KVJU

(2) Allen Bradley VFDs 22C-B0224N103 PowerFlex 400 5.5

(1) Allen Bradley VFD 22C-B065A103 Powerflex 40015

(2) Marathon Electric pumps RVN 213TTDR7359BPL

(1) Century AC Motor 850024MOJ

Carnes (55) VAV Boxes

Preventative Maintenance Task Schedule

General Maintenance Tasks

Task Frequency Perform a comprehensive inspection of HVAC equipment 2 x per year Verify general operating conditions. Check for signs of poor operation. 2x per year Inspect heating and cooling operations. Prepare HVAC systems for season heating or cooling operation according to manufacturers specifications

2x per year

Inspect and calibrate safety controls to ensure conformance with manufacturers specifications. Check freeze stats, relief valves, flow and float switches, low-water cut off and other safety devices for proper operation, repair as needed.

1x per year Fall

Check all electrical connections, including contactors and arrays; tighten connections as necessary

2x per year

Inspect cooling and heating coils; check for evidence of damage, corrosion or leaks. Clean as necessary.

2 x per year

Inspect drains, drain pans, and drain lines. Clean as necessary and add neutralizing rocks where applicable.

2x per year

Assess field-serviceable bearings. Lubricate as necessary according to manufacturer specifications.

2x per year

Inspect condition of field serviceable moving components for signs of accumulation or damage; clean and lubricate as necessary.

1x per year

Check belt tension. Check for belt wear and replace if necessary to ensure proper operation. Check sheaves for evidence of improper alignment or evidence of wear and correct as needed.

2x per year

Check for particulate accumulation on all filters. Clean or replace as necessary to ensure safe proper operation.

2x per year

Inspect filed-serviceable pneumatics in the boiler room for proper operation and condition (Southworth Library).

2x per year

Boiler Maintenance Tasks

Inspect boiler area for unsafe conditions 1x per year

Inspect boiler for proper operation, including burner operating sequence, and check controls and safety devices. Cheick high limits, rollout switches, thermostats, freezer protection, reset controls pressure, and temperature gauges. Calibrate if necessary.

1x per year

Inspect combustion chamber, combustion air equipment, burner, breeching and flues, power vent, heat exchangers, and air lines for deterioration, moisture problems, condensation and combustion products. Clean all equipment as necessary.

1x per year

Perform an air combustion test. Test and adjust combustion process for proper operation.

1x per year

Check expansion tanks. Check for leaks and corrosion of piping and relief valves. 1x per year.

For condensing boilers (Police Station, North Library, Southworth Library) replace condensate media according to manufacturers specifications.

1x per year

Air Conditioning Maintenance Tasks

Check refrigerant system for leaks, pressures, and temperatures. If outside of recommended levels, find cause, repair and adjust to achieve optimal levels

1x per year

Inspect electrical equipment and check for proper amperage and voltage. 1x per year Inspect ductless mini-split system for proper operation. 1x per year Check controls and panels for proper operation. 1x per year Check crankshafts. 2x per year Check condenser fans for proper operation. Check thermostatic expansion valves.

1x per year

Perform inspection of compressors and verify correct operation. Check oil levels and change as needed.

1x per year

Check crankcase heater operation. 2x per year

AHU/ RTU/ Exhaust Fan Maintenance Tasks

Check for proper damper and linage operation. Clean, lubricate, repair, replace or adjust as needed to ensure proper operation.

1x per year

Check for equipment proper operation. Verify freeze state calibration. Inspect louvers and dampers.

1x per year

Check fan blades and housing. Clean or repair as needed to ensure proper operation.

1x per year

Inspect inlets, shaft, and check motor for operating efficiency. 1x per year Inspect electrical equipment and check for proper amperage and voltage. 1x per year

Pump Maintenance Tasks

Visually inspect pumps and associated electrical components. Check for proper amperage and voltage.

1x per year

Check for proper fluid flow. Clean, adjust, and repair as needed to restore proper flows. Check pump, piping, and seals for fluid leaks. Verify proper operation of gauges and calibrate, repair, or replace and needed.

1x per year

Check controls and devices for evidence of improper operation. Clean, lubricate, repair, adjust, or replace components as needed to ensure proper operation.

1x per year

Air Compressor Maintenance Tasks

Perform inspection of air compressor. Replace belt and change oil. 1x per year Check pressure on auto-drain on receiver and dryer. 1x per year

VAV Box Maintenance Tasks

Inspect VAV Boxes and controls for proper operation. Inspect coils for visible damage or leaks. Report needed repairs/replacement.

1x per year

Water Heater Maintenance Tasks

Check for leaks and component corrosion. 1x per year

Radiant Heat Maintenance Tasks (Council on Aging)

Check pressure of radiant heat system for leaks and controls for proper operation.

1x per year

Pricing

Prices should include all sales tax, excise tax, or other taxes for which the Town is not liable.

Prices should be firm for the term of the contract. Prices for the preventative maintenance should be submitted on the form below.

Costs for Semi-Annual Preventative HVAC Maintenance

Location Total price for preventative maintenance Town Hall Council on Aging Police Station North Dartmouth Library Southworth Library

Costs for HVAC Service Calls and Repairs

Item Description Estimated Quantity

Unit of Measure

Unit Price Total Price

1 Reg Time Hours

Hourly $ $

$ Overtime Hours

Hourly $ $

3 Materials Over Cost (Max 10%)

Certificate of Non-Collusion

The undersigned certifies under penalties of perjury that this proposal has been made and submitted in good faith and without collusion or fraud with any person. As used in this certification, the “person” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity or group of individuals.

Signature of person signing proposal

Print Name

Title

Name of Business

Date

Acknowledgement of Terms and Conditions

By signing this form, the contractor attests that they have carefully examined all specifications as well as terms and conditions set herein. They also certify that they have visited each applicable facility and verify their ability to perform identified preventative maintenance tasks. Through their signature, the proponent agrees to all terms and conditions specified. By signing below the proponent also acknowledges that it is their responsibility to verify the accuracy of the HVAC equipment at each facility.

Signature_____________________________________________________

Name _______________________________________________________

Date________________________________