PM RFP Final.pdf

GEO. L. SMITH II GEORGIA WORLD CONGRESS CENTER AUTHORITY

REQUEST FOR PROPOSALS

For the:

HVAC PREVENTATIVE MAINTENANCE SERVICES

GEORGIA WORLD CONGRESS CENTER AUTHORITY

ATLANTA, GEORGIA

RFP NO. GWCCA112724EC

Geo. L. Smith II Georgia World Congress Center Authority

REQUEST FOR PROPOSALS

RFP No. GWCCA112724EC

HVAC Preventative Maintenance Services Atlanta, Georgia

I. General Information

A. OVERVIEW

The Georgia World Congress Center Authority (GWCCA) seeks a qualified contractor to provide comprehensive preventative maintenance services for its HVAC systems. The scope of work includes maintaining 97 PIUs and 245 combined RTUs, AHUs, and PAHUs to ensure optimal performance, energy efficiency, and compliance with LEED Gold certification standards.

Services must be performed by skilled technicians adhering to industry best practices and safety standards. The contractor must also demonstrate flexibility to accommodate the GWCCA’s event-driven schedule, including the ability to work during non-standard hours.

This preventative maintenance program is critical to supporting the operational demands of the GWCCA and maintaining the performance and longevity of its HVAC systems.

In issuing this RFP, it is the intent of the Authority that one finalist firm whose proposal is determined through the evaluation process described herein to be especially desirable will be selected to enter into discussions with the Authority for the services described herein. However, all proposals received that are fully responsive to this RFP may be eligible for further consideration at the Authority’s discretion.

All respondents to this RFP and their team members are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully.

The Authority reserves the right to reject any or all statements, submittals and/or proposals, and to waive technicalities, irregularities, and informalities. The Authority reserves the right to cancel, stay or otherwise cease to prosecute this procurement at any time without selecting a respondent to provide the described services, without any liability to any respondents or any other person or entity.

The Authority is under no obligation to make an award relating to this RFP to any respondent. Any agreement to be executed for the services contemplated by this procurement must conform to the terms and conditions of all other agreements to which the Authority is a party and to all other antecedent or otherwise paramount legal duties of the Authority. Any agreement to be executed for the services contemplated by this procurement shall be subject also to applicable law.

B. RESTRICTION OF COMMUNICATION (REMAINS IN EFFECT)

From the time of original advertisement of this RFP solicitation, through this RFP issuance and proposal evaluation until final award is made to a successful respondent and such award is announced, interested firms are not allowed or permitted to communicate about this solicitation or scope with any staff or any official representatives of the Authority or their consultants involved in this procurement, except for submission of questions as instructed in the RFP, or as provided by any existing work agreement(s). Finalists and Apparent Awardee(s) are restricted from making public statements or press releases about their selection as finalists or the apparent award. For violation of this restriction, the Authority reserves the right to reject the submittal of the offending respondent.

C. PROJECT INFORMATION

1. Authority Information

The Georgia World Congress Center Authority (GWCCA) campus, which includes Georgia World Congress Center, Centennial Olympic Park, Mercedes-Benz Stadium, and Signia by Hilton Atlanta, is the largest combined convention, sports, and entertainment campus in North America.

Since 2014, GWCCA has managed and operated the Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement. These facilities exist for the primary benefit of promoting and facilitating events and activities that generate economic benefits to the citizens of the state of Georgia as well as enhance the quality of life for every Georgian.

Georgia World Congress Center Georgia World Congress Center is the largest LEED Gold certified convention center in the world and continues to be one of the nation’s premier destinations for conventions, trade shows, film production, and much more. GWCC encompasses 3.9 million square feet and is among the largest convention centers in the nation in terms of exhibit space. GWCC features 13 exhibit halls offering 1.5 million square feet of prime exhibit space in addition to 98 meeting rooms, 3 auditoriums, 2 grand ballrooms, and various outdoors spaces and plazas. Georgia International Plaza includes a parking deck and pedestrian plaza on Andrew Young International Boulevard adjacent to Georgia World Congress Center and Mercedes-Benz Stadium.

Centennial Olympic Park Commemorating the 1996 Centennial Olympic Games, Centennial Olympic Park (COP) is a 22-acre urban oasis in the center of Atlanta’s dynamic downtown entertainment district and is operated by Georgia World Congress Center Authority. COP’s great lawn provides natural seating for 20,000 and new features make it the ideal location for a variety of events. Centennial Olympic Park is located adjacent to the Georgia World Congress Center.

Mercedes-Benz Stadium/The Home Depot Backyard The 71,000-seat Mercedes-Benz Stadium (MBS) is home to the Atlanta Falcons and Atlanta United and annually hosts the AFLAC Kickoff Game, Chick-fil-A Peach Bowl, SEC Football Championship Game along with other special events and concerts that provide fans with an unparalleled experience while contributing to the economic growth and success of Atlanta and the state of Georgia. Sitting in the former footprint of the Georgia Dome, The Home Depot Backyard functions as a fan experience zone and parking lot during events at MBS, and as greenspace open to the public on non-event days.

Savannah Convention Center

In 2014, the Georgia International Maritime and Trade Center Authority (now Savannah-Georgia Convention Center Authority) approved the selection of GWCCA to manage and operate the Savannah International Trade & Convention Center – today known as Savannah Convention Center (SCC) – marking the industry’s first-ever private-to-public facility management agreement.

The 330,000-square-foot SCC currently features 100,000 square feet of exhibit space, a 367-seat auditorium, 50,000 square feet of prime meeting space consisting of 13 meeting rooms, a 25,000-square-foot Grand Ballroom, and four executive board rooms. In fiscal year 2020, the Georgia General Assembly approved $70M in bonds for an expansion project that will double the exhibit hall space as well as offer a 40,000 square-foot ballroom, 15 new meetings rooms, and a 900-space parking deck. The SCC expansion project broke ground in March 2021.

Signia by Hilton Atlanta Owned by GWCCA and managed by Hilton Management Services, Signia by Hilton Atlanta is the city’s largest downtown ground-up hotel development project in 40 years. The 453-foot-high, 976-room hotel overlooks Mercedes-Benz Stadium and is connected to Georgia World Congress Center’s Building C. Signia by Hilton Atlanta offers more than 100,000 square feet of meeting space, including the largest hotel ballroom in Georgia, an outdoor event deck and lawn, and three boardrooms. The hotel also features eight signature food and beverage experiences, including three restaurants and three bars, as well as world-class amenities, including a spa, beauty bar and fitness center with yoga stations, Peloton bikes and more.

The Authority enjoys a strong service reputation based upon our ability to provide a superior facility and related services. The following Request for Proposals will be used to select an organization to partner with the Authority to deliver a service to our customers in a manner that complements our ongoing operations and commitment to excellence and sustainability.

2. Project Goals

The goal of this project is to ensure the optimal performance, energy efficiency, and longevity of the HVAC systems at the Georgia World Congress Center Authority (GWCCA). Through a comprehensive preventative maintenance program, the contractor will support GWCCA’s operational goals, maintain compliance with Gold LEED certification standards, and enhance the reliability of heating, ventilation, and air conditioning systems to support the diverse activities and events hosted by the facility.

3. Minimum Qualifications

Firms submitting proposals for this project must meet the following minimum qualifications:

Experience: A minimum of five (5) years of demonstrated experience in preventative maintenance for HVAC systems, including PIUs, RTUs, AHUs, and PAHUs.

Technician Certification: All technicians performing work must hold current and relevant certifications (e.g., EPA Section 608 Certification) and have completed manufacturer-recommended training for applicable HVAC equipment.

Safety Compliance: Demonstrated knowledge and adherence to OSHA safety standards, including proper lock-out/tag-out (LOTO) procedures and the use of personal protective equipment (PPE).

Workforce Capacity: The firm must have sufficient staffing and resources to accommodate irregular work hours as needed to align with the GWCCA’s operational schedule.

Work Order System Experience: Familiarity with work order systems for recording maintenance activities and reporting deficiencies, as required by GWCCA.

Licensing: Hold all necessary business licenses and certifications required to perform HVAC maintenance in the state of Georgia.

4. Period of Performance

The period of performance is as follows:

• Two (2) years initial contract with up to three (3) one (1) year options for renewal.

II. Evaluation and Selection Process

A. OVERVIEW

The Authority has the following appropriate resources for continued assistance in carrying out this process:

1. Project Procurement Director

This individual shall be assigned by the Authority and will be responsible to the Authority. This individual shall be the Issuing Officer of the solicitation and shall facilitate this procurement process, including posting of solicitations and notices, receipt of submittals and questions, coordination of review, evaluation, ranking recommendation, facilitation of any meetings and interviews, and other duties up to, and throughout selection, and assistance with negotiation and prospective execution of the appropriate agreement(s).

2. Selection Committee This Committee shall be composed of qualified persons approved by the Authority to review and evaluate respondents’ proposals, and possibly interview qualified finalist firms. This Committee shall retain the ability to utilize qualified persons and other resources for advisement as the Committee deems necessary.

B. METHOD OF COMMUNICATION

Public procurement documents, including attachments, and associated addenda (if issued) will be publicly posted on the Georgia Procurement Registry (“GPR”) at the following web address (and may be directly downloaded using Adobe Acrobat Reader):

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp. General communication of relevant, significant http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp information regarding this solicitation will also be made via the GPR. All prospective respondents are responsible for checking the GPR on a regular basis for updates, clarifications, and announcements.

The Project Procurement Director named herein shall be the SOLE point of contact for participating firms for the duration of the procurement. Other specific communications will be made as indicated in this RFP. In accordance with Section I-B above, the Authority reserves the right to reject the submittal of any respondent violating this provision.

C. EVALUATION OF PROPOSALS AND INTERVIEWS

The Selection Committee will evaluate all submittals upon submittal validation by the Project Procurement Director, which shall include verification of receipt-on-time and in good order (apparent responsiveness) and verification of receipt of requested Exhibits (if applicable). Each Selection Committee member/evaluator will assign points using the criteria identified in Section IV. Under facilitation and coordination from the Project Procurement Director, the members will thoroughly review and evaluate Proposals submitted in response to this RFP, using the criteria herein. The Authority will require a comprehensive presentation and interview of submitting firms, the evaluation of which shall augment the proposal evaluation. (More information and instructions will be provided to finalists for the interviews well prior to interview dates). It is the intent of the Authority that one finalist firm whose proposal is determined through the evaluation process described herein to be especially desirable will be selected to enter into discussions with the Authority for the services described herein. However, one or more proposals received from finalist firms that are fully responsive to this RFP may be eligible for further consideration by the Authority.

D. APPARENT AWARD AND FINAL AWARD

After evaluation, if a firm is selected as apparent awardee, the names of the firm will be posted on the Georgia Procurement Registry and all finalists will receive direct notification from the Project Procurement Director of the firm’s selection. The Authority will then schedule and conduct discussions with the apparent awardee firm in pursuit of a prospective agreement(s) suitable to the Authority and Contractor, which will require additional submittals by the apparent awardee. Only the full execution of agreement(s) for the services described herein will constitute final award.

III. RFP Schedule of Events

The following Schedule of Events table represents the Authority’s best estimate of the schedule that will be followed. All times indicated are prevailing times in Atlanta. The Authority reserves the right to adjust the schedule, with prior notice, as it deems necessary.

DELIVERABLES for Proposals

Proposals must include certain signed and notarized Exhibits, which are provided herein, as follows:

a. Exhibit I – Proposal Certification Form

b. Exhibit II – Georgia Security and Immigration Compliance Act Affidavit

c. Exhibit III- Non-Discrimination Certification

d. Exhibit IV – Reference Form

(Exhibits II and III are required again due to probable expansion of proposing teams). The Proposals must be submitted in accordance with the instructions provided in Section V-B, must be categorized and numbered as outlined below, and must be responsive to all requested information below:

IV. Evaluation Criteria

Criteria for Evaluation of Proposals

Firms submitting proposals for this scope of work will be evaluated based on the following criteria:

Cost Effectiveness:

Firms will be evaluated on the overall cost of their proposal, including labor, materials, and any associated fees. Proposals will be assessed for competitiveness and alignment with the GWCCA’s budget while maintaining value and quality.

Technical Expertise and Experience:

Firms must demonstrate their experience and technical capability in performing preventative maintenance for similar HVAC systems, including PIUs, RTUs, AHUs, and PAHUs. Evaluation will include the qualifications, certifications, and experience of the proposed team.

a. Project Procurement Director issues RFP- 12/2/2024

b. Mandatory Pre-bid & site visit Georgia World Congress Center Sales/Event Services – Building B - Administration Georgia World Congress Center 285 Andrew Young International Boulevard Atlanta, GA. 30313

3:30 PM 12/11/2024

c. Deadline for submission of written questions and requests for clarification- 10:00 AM 12/13/2024

d. Project Procurement Director provides answers/clarifications/addenda-

12/16/2024

e. Deadline for submission of Proposals- 10:00 AM 12/23/2024

f. Proposer Presentation/Interviews (More information about interviews will be issued with clarifications (item “c”, above) TBD

Work Plan and Schedule:

Proposals will be evaluated on the clarity, efficiency, and feasibility of the firm’s proposed work plan. This includes the ability to meet the GWCCA’s schedule requirements, address LEED certification standards, and minimize disruption to operations.

Safety and Compliance:

Firms will be assessed on their commitment to safety, including adherence to OSHA standards, lock-out/tag-out (LOTO) protocols, and proper use of personal protective equipment (PPE).

Proposals must demonstrate a thorough understanding of safety requirements specific to HVAC maintenance.

Past Performance and References:

Firms will be evaluated based on their track record of successfully completing similar projects.

References and past performance will be reviewed to assess reliability, quality of work, responsiveness, and the ability to resolve deficiencies in a timely manner.

V. Submittal Conditions

A. SUBMITTAL OF QUESTIONS AND REQUESTS FOR CLARIFICATION

Questions about any aspect of the RFP, or the project, shall be submitted prior to the appropriate deadlines indicated in the Schedule of Events, and shall be submitted in writing to:

Erle Coleman Director of Supply Chain Management Georgia World Congress Center Authority E-mail: ecoleman@gwcc.com

The deadlines for submission of questions relating to the RFP are the times and dates shown in the (Schedule of Events- Section III). At any time prior to the submission date, the Authority may issue an RFP addendum to further clarify any part of this RFP, amend this RFP or issue instructions or further information. Each such addendum will be posted and/or distributed to all respondents. In addition, the Authority may adjust any timelines related to the project referenced herein or otherwise.

B. SUBMITTAL OF PROPOSALS

One (1) original and six (6) copies of the proposals shall be prepared, for a total of seven (7) sets. One complete copy must be provided via flash drive as a SINGLE .pdf file. Each submittal shall otherwise be identical and include a transmittal letter. Submittals must be printed on standard (8½” x 11”) paper.

The pages of the qualification submittals must be numbered. A table of contents with corresponding tabs must be included to identify each section as instructed in this RFP. Responses are limited to 50 pages (preferably 25 double-sided pages) or less using a minimum of size 11 font. At least one (1) page shall be devoted to an Organization Chart. This shall be single-sided and not exceed 11” x 17” in folded out size. Narrative information should not be added on this page.

Each proposal shall be prepared simply and economically, providing straightforward, concise information, and a manageable electronic file size. Fancy bindings, irrelevant colored displays and promotional materials are not desired. Emphasis must be on completeness, relevance, and clarity of content. NOTE: All pages shall be included in the page limit EXCEPT for the front cover, cover (transmittal letter), table of contents, tab dividers, organization chart(s), Exhibits I, II, III, and IV.

Submittals must be sealed in an opaque envelope or box, and reference RFP GWCCA112724EC and the words “SEALED PROPOSAL” must be clearly indicated on the outside of all of the envelopes or boxes. Proposals must be physically received by the Project Procurement Director prior to the deadline indicated in the Schedule of Events (Section III of RFP) at the exact address below:

Georgia World Congress Center Authority

GWCC Administration Attention: Erle Coleman

285 Andrew Young International Boulevard, NW Atlanta, Georgia 30313-1591

No submittals will be accepted after the time and date set for receipt. Proposals submitted via facsimile or e-mail will not be accepted. All submittals shall be considered proposals, and all submittals upon receipt become the property of the Authority. Labeling information provided in submittals “proprietary” or “confidential”, or any other designation of restricted use will not be binding upon the Authority or its representatives and ultimately may not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Authority is not obligated to any party to reimburse such expenses.

C. RFP CONDITIONS

1. Respondents understand and agree that the Authority has the right to reject any and all submittals or to cancel the RFP process at any time without any liability to the Authority or any other person and is under no obligation to make an award relating to this RFP to any person or entity.

In addition, the Authority reserves the right to evaluate only those submittals determined to be fully responsive to the RFP. All such decisions are ultimately to be made in the sole discretion of the Authority, for any reason or for no reason whatsoever, and the Authority is under no obligation to assign any reason for the rejection, non-review or non-acceptance of any submittal.

Under no circumstances shall this RFP be construed as a contractual offer.

2. Respondents understand and agree that the Authority may, in its sole discretion, request proposals from, and subsequently enter into an agreement with, any entity selected in this process, including any entity that has previously worked with the Authority in any capacity.

Furthermore, Respondents shall not hold the Authority, other Parties, their respective affiliates and/or any of their respective employees, representatives, agents, attorneys, advisors or consultants liable for any reason whatsoever related to this RFP and respondents hereby waive all such claims.

3. Respondents may make no modification, correction or withdrawal of their submissions after the submission date. By submitting its submission, each respondent represents that: (i) it has read and understands this RFP, (ii) its submission complies with the requirements of this RFP, (iii) respondent has the necessary corporate authority to submit its Proposal.

4. All information supplied in this RFP or by the parties or anyone acting on behalf of the parties to each respondent is provided solely as a convenience to facilitate the selection process. The parties do not guarantee the accuracy or completeness of any such information supplied. In addition, respondent shall not rely on any express or implied statements, warranties or representations made by the Parties or anyone acting on their behalf. Respondent agrees that the parties and their affiliates and their employees, representatives, agents, advisors or consultants cannot be held liable for any such statements, warranties or representations or inaccuracies or incompleteness in any information provided.

5. Small and Minority Business Enterprise

It is the policy of the State of Georgia that small businesses, female-owned businesses and minority businesses have a fair and equal opportunity to participate in the State purchasing process.

Therefore, the contractor and the Authority encourages all small businesses, female-owned businesses and minority-owned businesses to compete for, win, and receive contracts for goods, services, and construction. This desire on the part of the contractor and the Authority is not intended to restrict or limit competitive bidding or to increase the cost of the work. The contractor and the Authority support a healthy free market system that seeks to include responsible businesses and provides ample opportunity for business growth and development. The Georgia Department of Administrative Services maintains an office to assist small businesses, female-owned businesses and minority businesses in understanding the State procurement process. In addition to contacting the Authority Purchasing Department, all businesses, female-owned businesses and minority businesses can also contact the Governor’s Small Business Center at the following address for assistance:

The Governor's Small Business Center 75 5th Street, N.W., Suite 825 Atlanta, Georgia 30308 Telephone: (404) 962-4824

All Respondents should be aware that contractors and subcontractors who utilize qualified minority subcontractors may qualify for a Georgia state income tax credits for qualified payments made to minority subcontractors. See O.C.G.A. § 48-7-38.

6. Drug Free Workplace The Authority, as policy, operates all facilities as a drug-free workplace, and requires that the labor force of the consultant be drug-free. The consultant hereby acknowledges this requirement and asserts that the organization of the consultant adheres to such policy and practice. The consultant acknowledges that it may be required to produce certificates affirming its compliance of these requirements of drug-free workplace for duration of agreement term, at execution, or at any time during the term of the agreement. The consultant shall secure from any sub-consultant hired to work in a drug-free workplace the following written certification: "As a part of the subcontracting agreement with (consultant's name, sub-consultant's name) certifies to the consultant that a drug-free workplace will be provided for the sub-consultant's employees during the performance of this contract pursuant to paragraph 7 of subsection B of Code Section 50-24-3." The consultant may be suspended, terminated, or debarred if it is determined that: 1. The consultant has made false certification hereinabove; or 2. The consultant has violated such certification by failure to carry out the requirements of Official Code of Georgia Section 50-24-3.

7. Non-Discrimination

The Authority shall require, prior to, or incidental to, the award of a contract, confirmation by the respondent stating that the respondent has not discriminated and will not discriminate on the basis of race, creed, color, sex, religion or national origin in any of its employment practices with respect to the work force of the business, or procurement services in connection with this project. The successful respondent will be required to execute certificates, affirming these requirements of non-discrimination. More information is provided herein (See Exhibit III).

8. Vendor Protests

The Authority has established policy and procedures for processing protests from vendors, bidders or proposers regarding the bidding solicitation process and/or award of contracts related to any organizational entity of the Authority. More information on the policy and procedures can be obtained by contacting the GWCCA Purchasing Department. Bidders/Proposers are hereby cautioned that the policy dictates the following requirements of the Bidder/Proposer:

a. An actual bidder/proposer who is aggrieved regarding the award of a contract must file a written protest in accordance with this policy no later than ten (10) calendar days following the award.

b. A vendor who is aggrieved regarding a solicitation must file a written protest in accordance with this policy no later than two (2) business days prior to submittal deadline.

INSURANCE AND PERFORMANCE BOND:

With no intent to limit Contractor’s liability under indemnification provisions herein, Contractor shall provide and maintain in full force and effect, for the duration of the Term and any Renewal Term, at least the following insurance and limits of liability:

a. Commercial General Liability Combined single limit of $1,000,000 per occurrence, subject to a general aggregate of $2,000,000

b. Automobile Liability Insurance $1,000,000 combined single limit including Owned, Hired, and Non-Owned and Auto Coverage

c. Workers’ Compensation Statutory amounts for Workers’ Compensation (Contractor is not allowed to self-insure Workers’ Compensation)

d. Employer's Liability Bodily Injury by accident $1,000,000 (each accident); Bodily

Injury by disease $1,000,000 (policy limit); and Bodily Injury by disease $1,000,000 (each employee)

Insurance may be in one or more policies of insurance, the form of which is subject to approval by the GWCC. It is agreed, however, that nothing t h e G W C C does or fails to do with regard to reviewing the foregoing insurance policies relieves Contractor from its duties to provide required coverage and the GWCC’s actions or inactions will never be construed as waiving t h e G W C C ’s rights.

Each policy, except those for Workers’ Compensation, must include an endorsement naming the GWCC as additional insureds.

Each policy must include an endorsement to the effect that issuer waives any claim or right in nature of subrogation to recover against the GWCC.

The issuer of any policy shall have a Certificate of Authority to transact insurance business in Georgia or be an eligible non-admitted insurer in the State of Georgia and have an A.M. Best rating of at least A– with a financial size category of Class VI or better.

Contractor shall furnish a performance bond for $100,000.00, renewable each year of the Term, including any Renewal Terms, conditioned on Contractor’s full and timely performance of the Agreement. The bond must be in a form approved by the GWCC’s General Counsel and issued by a corporate surety authorized and admitted to writing surety bonds in Georgia.

VI. SCOPE OF SERVICES

Preventative Maintenance for HVAC Equipment

The contractor shall provide all labor, materials, tools, and expertise to perform preventative maintenance (PM) for 97 PIUs and 245 combined RTUs, AHUs, and PAHUs. This work shall follow a schedule established by the Georgia World Congress Center Authority (GWCCA). The GWCCA will supply the following resources to support the contractor’s activities:

• A detailed list of equipment, including PM and filter change frequencies, as well as general location information.

• A comprehensive filter and belt inventory (where applicable), detailing sizes and quantities.

The contractor is expected to execute the services professionally, ensuring the operational efficiency and reliability of the equipment.

Tasks to be Performed

The tasks will be divided into the following categories:

1. Regularly Scheduled Maintenance (Preventative Maintenance):

• Perform PM activities to ensure equipment is functioning efficiently and in accordance with manufacturer specifications.

2. Documentation and Reporting:

• Record all maintenance activities, including time spent, and report any deficiencies detected during PM operations to the GWCCA.

PIU Preventative Maintenance Tasks

The following tasks shall be performed to maintain PIUs:

• System Operation Check: Verify proper operation through the Building Automation System

(BAS).

• Filter Replacement: Perform annual replacement of filters as specified.

• Log Sheets: Accurately fill out and maintain PM log sheets for record-keeping and compliance purposes.

RTU, AHU, and PAHU Preventative Maintenance Tasks

For RTUs, AHUs, and PAHUs, the contractor shall:

• Filter Replacement: Regularly replace filters based on the provided schedule.

• Condensate Drain Inspection: Ensure condensate drains are clear and draining properly, clearing any blockages as necessary.

• Coil and Component Cleaning: Clean coils, fan impellers, blades, and electrical contacts to ensure optimal performance.

• Alignment Checks: Align belt drives, drive couplings, and air fins to maintain efficient operation.

• Control Calibration: Calibrate safety controls, temperature sensors, and pressure controls.

• Tightening: Secure electrical connections, mounting bolts, and pipe clamps.

• Belt Adjustment and Replacement: Adjust belt tension and replace belts as needed.

• Lubrication: Lubricate motors, bearings, valve stems, dampers, and fan linkages using manufacturer-recommended lubricants.

• Sequence of Operation Check: Verify proper operation sequence via BAS or manual operation as required.

• Exterior Inspection: Inspect unit exteriors for physical damage and ensure door latches are secure.

• Log Sheets: Document all tasks performed using PM log sheets specific to the equipment.

Filter Requirements

• Specifications: Filters must meet MERV 13 standards to maintain GWCCA’s Gold LEED certification.

• Fit and Seal: Filters must fit securely in the filter track with no air bypass or gaps.

• Frame Integrity: Filter frames shall be sized to cover the entire cross-section of the unit, preventing blow-by and ensuring a proper seal.

• Filter Supply and Replacement: The contractor shall supply, install, and regularly replace filters according to the agreed schedule.

• Disposal: Used filters must be disposed of in dumpsters provided by the GWCCA.

Recording and Reporting

To ensure transparency and accountability, the contractor must:

Record all work performed, including labor hours, in the GWCCA’s work order (W/O) system on a weekly basis.

Report any deficiencies detected during PM activities in the W/O system, detailing the nature and extent of the issues.

Use GWCCA-provided equipment and login credentials to access the W/O system.

Allow the GWCCA-assigned POC to coordinate necessary follow-up actions for repair or corrective work.

Expectations

The following expectations shall guide contractor performance:

Work Coordination and Logistics

• A GWCCA-assigned POC will coordinate work schedules, logistics, and contractor parking.

Contractors must adhere to FDC and fire egress regulations at all times.

• The contractor must have the capacity to perform work during irregular hours to accommodate event schedules, board meetings, or other operational requirements.

Personnel and Safety Requirements

• The contractor must provide a full-time, on-site POC or supervisor to oversee work while it is being performed.

• All work must be executed by skilled professionals trained in HVAC maintenance, adhering to the highest standards of safety.

• Tasks requiring de-energization of equipment must involve proper lock-out/tag-out (LOTO) procedures. If work necessitates energized inspections, the contractor must provide an approved action plan to the GWCCA prior to commencing such work.

Tools and Equipment

• The contractor shall supply all necessary tools, equipment, aerial lifts, and materials to perform the required services.

Performance and Compliance

• Contractor performance will be monitored regularly by GWCCA personnel. Non-compliance or unsatisfactory performance will result in corrective action, up to and including termination of the contract.

• The contractor must exercise due diligence to ensure all work is thorough, complete, and meets contractual obligations.

Facility Oversight

• GWCCA personnel or an assigned POC will inspect work to ensure compliance with the contract.

• Any deficiencies identified during inspections will be documented and reported to Procurement and Contract Services (PCS) for resolution.

• Follow-up actions for unresolved deficiencies may include penalties or corrective measures as outlined in the contract.

The contractor is expected to operate professionally and collaboratively, ensuring seamless operations and the ongoing functionality of GWCCA’s HVAC systems.

Exhibit I

PROPOSAL CERTIFICATION FORM

I, __________________________, being duly sworn, state that I am ______________________ (title) of ___________________________________________ (firm) and hereby duly certify that I have read and understand the information presented in the attached proposal and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the Request for Proposals is full, complete and truthful.

I further certify that the submitting firm and any principal employee of the submitting firm has not, in the immediately preceding five (5) years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the submitting firm or any team entity has not, in the immediately preceding five (5) years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the submitting firm is not now under consideration for suspension or debarment from any such agency.

I further certify that the submitting firm or any team entity has not in the immediately preceding five (5) years been defaulted in any federal, state or local government agency contract and further, that the submitting firm is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the proposer acknowledges, agrees and authorizes, that the Authority may, by means that either deems appropriate, determine the accuracy and truth of the information provided by the proposer and that the Authority may contact any individual or entity named in the Proposal for the purpose of verifying the information supplied therein.

I acknowledge and agree that all of the information contained in the Proposal is submitted for the express purpose of inducing the Authority to award a contract.

I certify we have not employed or retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this contract and that we have not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for us, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or the making of this contract.

I certify that any proposal we submit for this project shall be made without prior understanding, agreement, or connection with any corporation, firm, or person submitting or who will be submitting a separate proposal on the same project or for the same services, materials, labor, supplies, or equipment and is in all respects fair and without collusion or fraud. We understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. We agree to abide by all conditions of this solicitation. We certify that no person associated with our firm is a member of the Board of Governor’s or officer or employee of the Authority or holds any statewide elective or appointed office.

We further certify that no person who holds any state-wide elective or appointed office or who is a member of the Board of Governors or officer or employee of the Authority has been paid or promised by the firm any compensation in connection with this procurement by the Authority.

A material false statement or omission made in conjunction with this proposal is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this proposal thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the proposal to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Sworn and subscribed before me

This _____ day of ________, 20___. Signature

NOTARY PUBLIC

My Commission Expires: _________________ NOTARY SEAL

EXHIBIT II

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Solicitation No.: RFP-GWCCA112724EC

Respondent’s Name: _____________________________________________

STATE OF GEORGIA

CONSULTANT AFFIDAVIT

By executing this affidavit, the undersigned Consultant verifies its compliance with O.C.G.A. §13-

10-91, stating affirmatively that the individual, firm, or corporation which is interested in contracting with the Authority has registered with, is authorized to participate in, and is participating in the federal work authorization program commonly known as E-Verify,* in accordance with the applicable provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned Consultant further agrees that it will continue to use the federal work authorization program throughout the prospective contract period and, should it employ or contract with any sub consultant(s) in connection with the physical performance of services pursuant to this prospective contract with the Authority, Consultant will secure from such sub consultant(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the Sub consultant Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Consultant further agrees to maintain records of such compliance and provide a copy of each such verification to the Authority at the time the sub consultant(s) is retained to perform such service.

EEV / E-VerifyTM User Identification Number Date of Authorization

BY: Authorized Officer or Agent Date (Contractor Name)

Title of Authorized Officer or Agent of Consultant

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 202_

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: ___________________

*or any subsequent replacement operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

EXHIBIT III

NON-DISCRIMINATION CERTIFICATION

The undersigned, acting by and through a duly authorized officer, does hereby affirmatively certify as follows:

1. The undersigned has not discriminated, and will not discriminate, on the basis of race, creed, color, sex, or national origin in any of its employment practices with respect to the work force of the undersigned which will be directly or indirectly employed by the undersigned in connection with the performance of the proposed services with the Geo. L. Smith II Georgia World Congress Center

Authority (Authority).

2. The undersigned has not discriminated, and will not discriminate, on the basis of race, creed, color, sex, or national origin in any of its procurement practices within the scope of the aforementioned proposed services, including (a) subcontracting of the performance of any obligation imposed on the undersigned, (b) employment of any person to provide or otherwise purchase services in connection with the activities or projects under the proposed services, and (c) the purchase of goods used or provided in activities or projects within the scope of the proposed services.

Nothing herein contained shall require the undersigned to award any subcontract or contract for the purchase of goods or services on the basis of the race, creed, color, sex, or national origin composition of the ownership or work force of any firm. The undersigned further acknowledges that nothing herein is intended to restrict or limit competitive bidding in the award by the undersigned of any subcontract or other contract or is intended to increase the cost of any subcontract or other contract to the undersigned.

BY: Authorized Officer or Agent Date (Firm Name) Title of Authorized Officer or Agent of Consultant Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 202_

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires: ___________________

EXHIBIT IV

REFERENCE FORM

Bidder must be able to demonstrate that it is currently providing, or has recently had, at least one contract providing HVAC preventive maintenance services similar in size and scope to the requirements of this

RFP.

Provide at least three references below to establish that Bidder has experience performing HVAC preventative maintenance services in convention centers, theaters, or similar venues in excess of 1,000,000 square feet, which host heavily attended public events, including conventions, corporate meetings and similar events. Bidder may, but is not required to, submit letters of reference in addition to the information provided herein.

Contact Name/Title:

Contact Name/Title:

- REFERENCE 1 –

Business Name:

Address:

Phone: Fax: E - mail:

Years services were provided:

Brief Description of Project:

- REFERENCE 2 –

Business Name:

Address:

Phone: Fax: E - mail:

Years services were provided:

Brief Description of Project:

- REFERENCE 3 -

Business Name:

Address:

Contact Name/Title:

Phone: Fax: E - mail:

Years services were provided:

Brief Description of Project: