RFI_BALT_POWERPLANT_COMPREHENSIVE_MAINTENANCE.pdf

Issuing Procurement Office OSP/DGS

REQUEST FOR INFORMATION (RFI)

RFI NUMBER: BPM043909

Issue Date: April 25, 2024

Comprehensive Operations, Management and HVAC Maintenance Services for the State Center Utility Plant at the State Center Complex

STATE OF MARYLAND

Issuing Procurement Office OSP, DGS

RFI KEY INFORMATION SUMMARY SHEET

Request for Information: Comprehensive Operations, Management, and HVAC Maintenance

Services for the State Center Central Utility Plant at the State Center Complex

Solicitation Number: BPM043909

Solicitation Type: Request for Information

RFI Issue Date: April 25, 2024

RFI Issuing Office: Department of General Services

Procurement Officer: Jessica Knott

301 W. Preston Street M-3 Baltimore, MD 21032

410-767-7064 jessica.knott@maryland.gov

Closing Date and Time: May 9, 2024; 11pm Eastern

Responses are to be submitted online only at eMarylandMarketplace Advantage emma.maryland.gov mailto:jessica.knott@maryland.gov

CONTENTS OF THIS SOLICITATION PACKAGE

Section A General Information Attachment 1 Response

Attachment 2 Specifications/Requirement Documents

SECTION A

GENERAL INFORMATION

REQUEST FOR INFORMATION

BPM043909

A. OBJECTIVE:

a) The purpose of this Request for Information (RFI), which is not a solicitation to procure, is a means of conducting market research to identify capable parties having an interest in the Comprehensive Operations, Management, and HVAC Maintenance Services for the State Center Utility Plant at the State Center Complex procurement and to increase the likelihood of increased socioeconomic inclusion. This Comprehensive Operations RFI is in addition to any formal forthcoming virtual pre-bid conference that would occur after the procurement solicitation posting once a date is determined.

b) The requirements stated in this RFI may not accurately reflect those which may be contained in a Request for Proposal, Invitation for Bid, Purchase Order RFP, Task Order RFP, or other procurement vehicle. This issuance does not constitute a commitment to issue a request for bids, award a contract, or pay any costs incurred in preparation of a response to this request. Furthermore, the Department of General Services requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

c) Any information received in response to this RFI will assist DGS in collecting information that may be used at a future date for a solicitation. A submission in response to this RFI does not guarantee that the respondent will be included in any subsequent procurement. Likewise, a non-submission in response to this RFI does not preclude a recipient or vendor from inclusion in any future procurement.

d) As part of DGS efforts to gather this information, DGS may schedule information sessions as it determines necessary with participants or others. The purpose of these sessions is strictly information gathering. This is not a procurement activity and will not result in an evaluation or a purchase.

e) DGS intends to subsequently solicit and award a Fixed Firm Price contract for Operations, Management, and HVAC Maintenance at the Central Utility Plant at the State Center Complex. The term of the contract is three (3) years, anticipated to commence the First Quarter 2025. It is anticipated that the contract will be for multiple years and potentially contain renewal options.

f) The contract award may be by a single award for the Comprehensive Operations, Management, and HVAC Maintenance Services for the State Center Central Utility Plant at the State Center Complex, however, the makeup of this has not been determined at this time. DGS would like to logically break this requirement up to increase the likelihood of being able to designate one or more portions of this requirement as a Small Business Preference (SBP) Procurement, and to allow for the maximum opportunity for Minority Business Enterprise (MBE) and Veteran Small Business Enterprise (VSBE) utilization at both the prime and subcontracting-levels.

B. BACKGROUND

a) The intent of this RFI is to gauge the potential opportunities for MBE/SBR participation regarding a future solicitation for a Fixed Firm Price Contract, for the Operations, Management and HVAC Maintenance for the State Center Central Utility Plant at the State Center Complex.

b) DGS Office of Facilities Management is currently under contract for these services.

c) Any solicitation resulting from this RFI shall require a successful full-time central plant operator will optimally operate the State Center Central Utility Plant and associated equipment while maintaining or reducing the current energy used by the plant, preventative maintenance services, and emergency 24-hour on call services as needed.

C. INSTRUCTIONS

a) This information is for internal planning purposes only. Responses will not be used to evaluate firms.

b) In order to facilitate an expedited review and response period, DGS is requesting that vendors structure their responses to match the order and number sequence provided below. Wherever possible, please duplicate the tables shown. Responses in Microsoft Word, 11pt font, Times New Roman are strongly preferred. The page limit for this response is three (3) pages.

c) Respondents should give specific attention to the identification of those portions of its response which it considers confidential, proprietary, commercial information, or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Title 4 of the General Provisions of the Annotated Code of Maryland. Respondents are advised that, upon request for this information from a third party, the Procurement Officer will be required to make an independent determination regarding whether the information may be disclosed.

d) Responses are to be submitted via eMaryland Marketplace Advantage no later than May 9, 2024; 11pm Eastern Time. While this date is the cutoff for submissions, it is preferred Contractors submit their information as soon as completed and not wait until the deadline. Submission prior to the deadline will assist the State in expediting the review process.

e) Attachment 2 – Comprehensive Operations, Management, and HVAC Maintenance Services for the State Center Utility Plant Specifications are for informational purposes only and are subject to change.

ATTACHMENT 1 - RESPONSE

A) Contractor Contact Information:

Company Name Address Email Address Website Address Telephone Number Authorized Representative: (Name, Phone and email) responsible to disseminate requested information.

Satellite/Branch Office Locations

B) Socioeconomic Information: MBE/VSBE/SBR:

MBE

VSBE

SBR:

C) Please fill out the checklist below based on your firm’s (including any anticipated team subcontractors) capabilities. Only check the box if you believe you can meet all the requirements outlined in the attached Specifications. Contractors may not have the organizational/staff capability to provide performance coverage in all areas, therefore please indicate your capabilities.

1. The successful full-time central plant operator will optimally operate the SCCUP and associated equipment while maintaining or reducing the current energy used by the plant, preventative maintenance services, and emergency 24-hour services as needed.

2. Provide all management, supervision, and labor to administer, plan, schedule, coordinate, and perform all services specified herein, including all subcontracted services for the supervision and management of the day-to-day operation of the SCCUP and associated equipment throughout the State Center complex. All staff must be able to understand, read and write English.

3. At the time of bid submission, have one (1) employed, skilled, full-time individual to serve as Plant Manager who meets all qualifications and requirements for operating the SCCUP. A licensed 1st Grade stationary Engineer is required for this position. This position shall be responsible for the day-to-day and ongoing HVAC/Technical/Mechanical/Operations and Maintenance needs of the SCCUP at 300 W. Preston Street, Baltimore, Maryland 21201, and its associated equipment in the State Center complex, consistent with the specifications contained herein. This manager’s position will be staffed at the SCCUP Building by the contractor 40 hours per week from 7:30 A.M. to 4:00 P.M. Monday through Friday, with 1/2hour for lunch, or approved DGS work hours. The plant manager shall be on emergency call 24 hours a day, 7 days a week, and 52 weeks a year.

4. The Contractor shall provide Power Plant coverage with one (1) qualified Plant Manager, and one (1) qualified operator to meet the requirements of this Scope of Work to operate and maintain the SCCUP and its associated equipment in the State Center complex 24 hours a day, 7 days a week, year-round. The role of Plant Manager and the role of Plant Operator shall not be the same as staff member.

a. Please provide tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability within the Baltimore City area you indicated above. If there is a particular task outlined in the Statement of Work that hinders you from being able to cover a particular zone or region please provide this information in your statement.

b. Please provide prior experience on projects of similar scope and magnitude. Describe no more than three (3) projects relating to the work areas outlined in the attached specifications that have been completed within the past five (5) years.

c.

Project Examples Project 1 Project 2 Project 3 Project Title Firm(s) performing the work

Location Dollar Value of the Contract

Contract Type Performance based (Yes or No)

Business owner for which the work was performed, with a reference and contact information

General description of work to demonstrate relevance to the

SOW

Tasks self-performed

Tasks that were subcontracted

D) General Questions.

a. Is there anything unduly restrictive about the draft specifications that would prevent your company from being able to compete?

b. What part of this requirement do you believe could be subcontracted out to increase MBE/VSBE participation (and why)?

c. What do you believe MBE/VSBE goals should be for this requirement, by region/county (and why?

i. As the prime, how would you go about subcontracting this work or breaking it up to achieve these goals?

d. Are there any that you believe can be designated as SBR (and why?)

e. Are there any other items you believe that DGS should consider before finalizing the specifications and soliciting?

ATTACHMENT 2 – Minimum Qualifications and Contractor Requirements/Scope of Work

2.1 Bidder Minimum Qualifications

The Bidder must provide proof with its Bid that the following Minimum Qualifications have been met.

2.1.1 Prior to submitting a bid for the work covered by the specifications for this solicitation, the successful Bidder must have: a) a minimum of three (3) consecutive years of its entity being formed and in business; and b) a minimum of three (3) complete and consecutive years, within the last ten (5) years of successful operation and maintenance of power plants and associated equipment comparable in scope, type, size, magnitude, and complexity as required in this IFB.

The Bidder must provide three (3) references that can substantiate this experience timely upon the request of the Procurement Officer.

The Bidder shall submit online with the bid response on the Company Profile (Attachment S) a minimum of three (3) references of companies or organizations for which the Bidder provided services in scope, type, size, magnitude, and complexity comparable to those specified in the Scope of Work. Each reference shall be from a client for whom the Bidder has provided services within the past ten (5) consecutive years and shall include the following information:

2.1.2 Each reference must include:

a. Name and complete address of business or company

b. Name of the contact person, email address, and current phone number

c. Term and length of each contract

d. Size and type of facility (square footage)

e. Type of services provided

f. Names of supervisory personnel who will perform under the contract, specifying the length and type of experience of each such personnel

g. Contract value

The Department reserves the right to request additional references or utilize references not provided by a Bidder.

2.1.3 If applicable:

Upon request, the Contractor shall submit documentation qualifying the Plant Manager to include a resume with all relevant licenses with grade, background clearance, and three (3) client references. These documents must reflect at least two (3) years’ experience, with plant management supervision for plants and associated facilities of the type and size of this IFB. With each reference on the resume, it must list details of the length of employment, type, and size (square footage) of the buildings serviced by the Plant Manager.

2.1.4 List of Current or Prior State Contracts: (References used to meet any Bidder Minimum Qualifications in Section 2.1.1 may be used to meet this request.

Provide a list of all contracts with any entity of the State of Maryland for which the Bidder is currently performing services or for which services have been completed within the last five (5) consecutive years. For each identified contract, the Bidder is to provide:

a. The State contracting entity;

b. A brief description of the services provided;

c. The dollar value of the contract;

d. The term of the contract;

e. The State employee contact person (name, title, telephone number, and, if possible, e-mail address); and

f. Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

Information obtained regarding the Bidder’s level of performance on State contracts will be considered as part of the responsibility determination by the Procurement Officer.

2.1.5 Qualifications of Bidders and Determination for Responsibility / Communication

The bidder/contractor must provide a reliable means of contact throughout the responsibility determination and throughout the execution of any contract. Failure to respond to any contact (phone, email, fax, letter, etc.) by the Procurement Officer or designee within 24 hours will jeopardize a Bidder’s determination of responsibility and the bid may be rejected.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

3.1.1 The State is issuing this solicitation for the purposes of providing a full comprehensive contract to operate and maintain the State Center Central Utility Plant, (herein referred to as the SCCUP) and all associated HVAC equipment in the buildings it serves (201 W. Preston, 300 W. Preston, 301 W. Preston, and 1100 N. Eutaw Streets).

3.1.2 The Department of General Services intends to make a single award See IFB Section 4.9 Award Basis for more Contract award information.

3.1.3 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

3.1.4 All Contract prices, terms, and conditions must be provided to any Maryland local government or nonprofit entity requesting services under the Contract. The Contractor bears the risk of determining whether or not a government, agency, or organization with which the Contractor is dealing is a state entity.

3.2 Scope of Work - Requirements

The State Center Central Utility Plant is located at 300 West Preston Street, Baltimore, Maryland 21201.

It is state-owned real property that is operated and managed by the Maryland Department of General Services (DGS). It serves the buildings that comprise of the State Center Complex at 201 W. Preston, 300 W. Preston, 301 W. Preston, and 1100 N. Eutaw Streets. The SCCUP is in continuous operation 24 hours a day, seven days a week.

3.2.1 Project Goals

a) The successful full-time central plant operator will optimally operate the SCCUP and associated equipment while maintaining or reducing the current energy used by the plant, preventative maintenance services, and emergency 24-hour services as needed.

3.2.2 State Staff and Roles

The State shall assign a Contract Monitor to administer the day-to-day functions and communications between DGS and the Contractor. DGS shall submit the name and phone number of respective Contract Monitor or Designee to the Contractor as well as other managed personal that may have authority to request work and information.

1) The Superintendent or Designee shall decide all questions, which may arise under the Contract, including but not limited to quality and acceptability of materials furnished, work performed, and the manner of performance and rate of progress of the work. In addition to the Contract Monitor, the Superintendent, or their designee for each DGS facility as required will provide oversight and direction to the Contractor. The contractor in the course of its work under this contract, shall be responsible for maintaining continuous communications and coordination with DGS.

3.2.3 Other State Responsibilities

a) The State will provide normal office working facilities and equipment reasonably necessary for Contractor performance under the Contract. Any special requirements (e.g., reprographic services, computer time, and key data entry) shall be identified.

b) The State shall coordinate onsite parking.

c) The State is responsible for providing required information, data, documentation, and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance and services as is specifically set forth.

d) The State reserves the right to audit the Contractors’ invoices to verify the cost for said parts.

The State shall reimburse the Contractor for cost plus 10% profit for part costs only. The Contractor shall submit documentation for part(s) cost with invoice reimbursement. Payment will not be made to the Contractor without the backup documentation.

e) The State reserves the right to directly purchase any necessary part(s) to be installed by the contractor for Emergency and Major Repairs.

f) Part cost or labor more than $1,000.00 per incident is a Major Repair. The State reserves the right to seek competitive bids for the purchase of any needed part considered a Major Repair.

The awardees of the contract shall work cooperatively with any contractor hired by the State.

3.3 Responsibilities and Tasks

3.3.1 LIMIT OF MAINTENANCE RESPONSIBILITY

a. The Contractor shall be responsible for all labor costs of all contract personnel associated with all the requirements in this Scope of Work, including management and subcontractor personnel.

b. The contractor shall be responsible for all the cost of all consumable materials, supplies, and tools, repair and replacement parts and equipment components included within this Scope of Work, with the following exception:

i. The Contractor’s cost of repair or replacement parts or equipment components owned by DGS shall be limited to a cost of $1,000.00 per unit. Unit costs above $1,000.01, shall be reimbursed out of contract expense and shall be approved in advance by DGS. Invoices for unit costs above $1,000.01 shall be submitted separately and identified as such.

c. The Contractor shall be responsible for providing all tools, equipment, and software including updates necessary for the performance of the requirements withing this Scope of Work.

d. The Contractor shall be responsible for ensuring that all software is updated, and most current versions are released.

3.3.2 CONTRACTOR STAFFING

The Contractor shall:

a. Provide all management, supervision, and labor to administer, plan, schedule, coordinate, and perform all services specified herein, including all subcontracted services for the supervision and management of the day-to-day operation of the SCCUP and associated equipment throughout the State Center complex. All staff must be able to understand, read and write English.

b. Operate and maintain the equipment described herein at levels that meet or exceed industry standards. The Contractor shall do so by always providing a 1st Grade Engineer, who possesses the necessary skills and experience for the task, on-site, and per shift.

c. Complete criminal background investigations for any individuals it assigns to act in its behalf, directly or in a delegated capacity, under this Scope of Work. All such individuals shall have their investigations completed prior to starting work on behalf of the Contractor. Verification of the investigation must be provided to the DGS Contract Monitor.

d. At the time of bid submission, have one (1) employed, skilled, full-time individual to serve as Plant Manager who meets all qualifications and requirements for operating the SCCUP. A licensed 1st Grade stationary Engineer is required for this position. This position shall be responsible for the day-to-day and ongoing HVAC/Technical/Mechanical/Operations and Maintenance needs of the SCCUP at 300 W. Preston Street, Baltimore, Maryland 21201, and its associated equipment in the State Center complex, consistent with the specifications contained herein. This manager position will be staffed at the SCCUP Building by the contractor 40 hours per week from 7:30 A.M. to 4:00 P.M. Monday through Friday, with 1/2hour for lunch, or approved DGS work hours. The plant manager shall be on emergency call 24 hours a day, 7 days a week, and 52 weeks a year.

e. The Plant Manager shall have a minimum of three (3) years’ work experience in a similar capacity in a similar central utility plant. The Plant manager must also provide evidence of experience in the use of automated building control systems. (The systems currently in use at the SCCUP are Schneider Electric’s StruxureWare and Inevsys). The Plant Manager shall be responsible for ensuring the Contractors staff are utilizing CMMS in accordance with the scope of work.

f. A key aspect of the responsibilities associated with the position of diligent focus on preventative maintenance, whether hands on or as a coordinator for the work of licensed stationary engineers or licensed HVAC subcontractors.

g. This position must be knowledgeable about and familiar with the operation and maintenance requirements associated with the following equipment:

i. Schneider Electric’s StruxureWare or equivalent systems, VAV systems, a gas fired hot water convection heating system, and a chilled water air conditioning system. This position must also possess a minimum of three (3) years’ experience in temperature control and mechanical systems.

h. The overall responsibility assigned to the Plant Manager is to ensure that HVAC, piping, fittings, valves, dual temperature loop, expansion joints, and related structures, material, and equipment in the State Center complex are monitored to ensure continued and efficient operation. Reports of defects in parts or systems must be made by the Plant Manager to the Contractor, to any other entity responsible for employing the Plant Manager, and to DGS.

i. The Contractor shall be responsible for any payments to the Plant Manager for overtime, travel, and leave. The Contractor shall ensure that staffing is available to carry out the work of the Plant Manager and associated staff during all assigned working hours.

j. The Contractor shall provide Power Plant coverage with one (1) qualified Plant Manager, and one (1) qualified operator to meet the requirements of this Scope of Work to operate and maintain the SCCUP and its associated equipment in the State Center complex 24 hours a day, 7 days a week, year-round. The role of Plant Manager and the role of Plant Operator shall not be the same as staff member.

k. Limited, Alternative off site, remote monitoring shall only be considered with the following conditions:

The Contractor shall provide 1st Grade Engineer onsite during the hours of occupancy, which is defined as Monday through Friday 6am-10pm, EST.

The Contractor shall provide 1st Grade Engineer with remote monitoring access during the hours of 10pm-6am, Monday through Friday.

The Contractor shall provide 1st Grade Engineer remote monitoring during the hours of unoccupancy which is defined as Monday – Friday 10pm – 6am; Friday 10pm – Monday 6am, and State Holidays.

The Contractor shall provide a minimum of 3rd Grade Engineer to respond onsite to an alerted issue and notify the Plant Manager as necessary within one (1) hour of occurrence.

The Contractor shall provide a minimum of a 3rd Grade Engineer to conduct one tour, every (8) eight hours of the entire Baltimore State Center Complex, during the hours of unoccupancy. The date and time of these tours shall be recorded and maintained in the official logbook.

l. Ensure that all personnel employed by the Contractor are properly trained and receive detailed instructions of the proper, efficient, and economical maintenance and operation of the SCCUP and its associated equipment throughout the State Center complex.

m. Ensure that all employees engaged in operations, maintenance, and repairs are duly licensed by the appropriate local, State, and Federal authorities, and that their license and grad are consistent with the requirements of the work to be performed.

n. Ensure that all personnel employed are properly qualified and trained to provide on call, emergency service 24 hours a day, 7 days a week, year-round.

o. Provide the Contract Monitor with a list of names and telephone numbers of personnel who will respond to emergency calls and the ascending order of responsibility and notification. Failure to be able to contact the designated emergency personnel or their refusal to respond to an emergency shall constitute a failure to perform under the terms of this contract. This shall subject the Contractor to deductions for damages caused by the emergency and costs incurred by DGS to obtain an alternative response to relieve the emergency.

p. DGS will notify the Contractor in writing if any employee or agent of the Contractor is found to be objectionable, unsatisfactory, or undesirable. The Contractor shall, within a reasonable period, remove or dismiss the individual for cause. The Contractor’s employees and agents shall:

ii. Become familiar with their respective responsibilities, including daily, weekly, monthly, and annual duties.

iii. Wear a uniform and approved identification badges always when on duty

iv. Enter and exit DGS facilities in accordance with DGS security policies

v. Subject to search any parcels larger than a hand purse that are brought on premises

vi. Not engage in loud or boisterous conduct

vii. Not be under the influence of drugs or alcohol and be subject to being barred from DGS property when appearing to be

viii. Not sleeping while on duty

ix. Not gambling while on DGS property

x. Not use tobacco products or substitutes, including electronic vaporizer and similar devices while on DGS property except in designated smoking areas.

3.3.3 RECORD KEEPING AND REPORTING

The Contractor Shall:

a. Maintain and retain all records and documents pertaining to all performance under the contract for a period of three (3) years after expiration or termination of the contract and, upon written request, shall make such records available for audit and inspection by DGS.

b. The Contractor shall furnish, install, and maintain a new computer with laser printer with software compatible with the DGS Computer Maintenance Management System (CMMS) for the purpose of on-site record keeping of all maintenance work performed, including receiving and creating work orders, preventive maintenance equipment scheduling to include checklist, asset inventory and equipment data history no later than 30 calendar days after the star of the contract term. The information shall be kept current.

c. Maintain a current record of all other operations, maintenance, utility, or other work related to this Scope of Work that is not otherwise recorded on equipment inventory systems or maintenance service request forms. This information shall be compiled in the form of a report submitted monthly to the Contract Monitor. The monthly reports must be comprehensive and include, but not limited to, the status of any incomplete work, the results of all tests and inspections performed and a report of all associated contract services performed.

d. Facilitate DGS’ inspection, at any time, of any part the Contractors’ work and of any materials, supplies, or equipment that the contractor may have on hand on DGS property.

The contractor shall cooperate with any inspection assigned by DGS to determine the Contractor’s conformity with contract specifications and adequacy of work being performed. The Contractor shall cooperate with DGS personnel to conduct and annual plant maintenance inspection.

e. Provide a monthly report of all service activity that shall be submitted to the Contract Monitor monthly. The report shall include the general condition of all equipment, work performed during the month, service records and emergencies, current problems and the names of subcontractors used to accomplish maintenance and repairs.

f. Be responsible for maintaining a file of service records. The file shall consist of preventative maintenance and emergency service records. The records shall include the date of service, the exact work performed and the location of the work for a period of three (3) years after expiration or termination of the contract and, upon written request, shall make such records available for audit and inspection by DGS.

g. Contractor shall fully integrate into DGS Computerized Maintenance Management System (CMMS) and be responsible for purchasing and maintaining, at a minimum, one Professional License of current CMMS software for the duration of the contract. The Contractor shall utilize CMMS to create a Preventative Maintenance Schedule and the purpose of creating and completing Service Tickets. The Contractor shall also utilize

CMMS for all service tickets entered by DGS. Currently, DGS uses eMaint as its CMMS.

The current estimated cost per user per year is $1020.00. This license must be purchased from eMaint using DGS eMaint Customer Success Manager Contact. Contractor shall provide a shared email account that will be monitored 365/24/7. Contractor shall attend training provided by the DGS CMMS Department within 30 days after receiving the CMMS credentials. Upon completion of CMMS training, the Contractor shall implement and utilize the DGS Computer Maintenance Management System in accordance with this section.

3.4 NON-ASSIGNABILITY

This contract may not be assigned by the Contractor.

3.4.1 SUBCONTRACTOR

a. The Contractor shall be experienced in providing any and all other services necessary for the proper operation and maintenance of the SCCUP and associated equipment throughout the SCCUP, to include the ability to procure, make payment for, oversee and be responsible for subcontractors to perform services according to the detailed specifications and descriptions provided in this document.

b. The qualifications of subcontractors shall be the same as for the Prime Contractor and include evidence of reliability, ability, and experience in providing building services as indicated under Section XX, Qualifications of Prime Contractor.

3.4.2 SCOPE OR WORK REQUIREMENTS – HEATING, VENTILATION & AIR

CONDITIONING EQUIPMENT AUTOMATIC TEMPERATURE CONTROLS

MAINTENANCE SERIVCE

Heating, ventilating, and air conditioning service shall be provided without interruption throughout the complex. HVAC system maintenance includes, but is not limited to, chillers, boilers, sump pumps, circulation pumps, valves, water treatment equipment, and all associated chilled water system components; air handling units (including all standalone equipment), dampers, variable air volume (VAV ) boxes and all associated ventilating system components;

HVAC units and all other components serving computer centers; automatic temperature controls, pneumatic equipment, Schneider Electric’s StruxureWare, Honeywell’s INVENSYS or equivalent energy management system and all associated components of the automatic controls system; circulating pumps, heat exchangers, perimeter units, valves, and all associated heating system components.

All maintenance, repairs and modifications of HVAC systems must be performed in compliance with local, State and Federal clean air, fire protection and electrical codes and regulations in accordance with equipment manufacturers’ recommendations. If no manufacturer’s recommendations are available, the Contractor shall use recognized industry practices approved by the Contract Monitor.

The Contractor shall provide comprehensive, all-inclusive maintenance services for full-time operation and management of the mechanical systems throughout the buildings, (without exception or exclusion unless expressly and specifically limited or excluded herein).

The Contractor shall provide mechanical repair service to maintain and operate existing and replacement systems and system components. The scope of the mechanical service does not include new work to upgrade or expand existing mechanical systems.

The Contractor shall provide, perform, and maintain a detailed, comprehensive chemical treatment program for all pertinent equipment, to include the Dual Temperature Loop that indicates effective controls or corrosion, algae, and bacteria. It shall warrant that the water treatment chemicals will not endanger the health or safety of persons exposed to them or to property that may encounter them. The Contractor shall warrant that chemicals used will not have a detrimental effect on the metallic or nonmetallic materials in the equipment being treated and shall comply with State and Federal environmental protection regulations.

The contractor shall establish a written preventative maintenance program, approved by the Contract Monitor that provides a schedule of activities to include inspection, testing, cleaning, adjustment, lubrication, repairs, etc. of all operating controlling, and distributing components of the mechanical systems using the DGS Computerized Maintenance Management System (CMMS) software.

3.4.3 EQUIPMENT TO BE MAINTAINED

The following list is provided to describe the type of mechanical systems included in this Scope of Work and is not intended to be all-inclusive. The Contractor shall be responsible for all components of all mechanical systems. Omission of any equipment on this list does not relieve the Contractor of responsibility to maintain those systems, components, or devices.

A. Air Compressor Qty Description Location

2 20 HP Building 300 – Power Plant

2 15 HP Building 201 – A13 Mechanical Room

B. Automatic Temperature Controls (Pneumatic) Qty Description Location

28 Air Handlers Building 300/301/201

C. Automatic Temperature Controls (Electric/Electronics) Qty Description Location

450 Room Terminal Units Building 300/301/201

28 Fan Systems and HVAC unit Control Building 300/301/201

27 Boilers/Chillers/Convectors/Cooling Towers Building 300 340 Perimeter Units Building 300

D. Centrifugal/Screw Chillers Qty Description Location

3 850 Ton Centrifugal Chiller Building 300-Power Plant

3 550 Ton Screw Chiller Building 300-Power Plant

1 14,000 BTU Ice Vault System Building 300-Power Plant

E. Direct Digital Controls Qty Description Location

21 Global Control Module Building 300/301/201

212 Microzone Building 300/301/201

1170 Micronets Building 300/301/201 5 PC Equipment Building 300/201

F. Hot Water Boilers

5 250 Hp Hot Water Boilers Building 300-Power Plant

G. Hot Water Heaters Qty Description Location

3 Hot Water Heaters (Convectors) Building 300/301

H. Pumps Qty Description Location

5 10 Hp Hot Water Cir Pump Building 300-Power Plant

3 200 Hp Dual Temp Pump Building 300-Power Plant

3 100 Hp Condenser Water Pump (Centri) Building 300-Power Plant

3 75 Hp Condenser Pump (Screw) Building 300-Power Plant

3 40 Hp Primary Chilled Water Pump (Centri) Building 300-Power Plant

2 75 Hp Primary Chilled Water Pump (Ice) Building 300-Power Plant

2 100 Hp Glycol Water Pump (Ice) Building 300-Power Plant

3 75 Hp Glycol Water Pump (Screw) Building 300-Power Plant

I. Steam Boilers Qty Description Location

1 50 Hp Steam Boiler Building 300-Power Plant

1 125 Hp Steam Boiler Building 300-Power Plant

J. Cooling Towers Qty Description Location

3 850 Ton Cooling Towers Building 300- Power Plant

3 550 Ton Cooling Towers Building 300- Power Plant

K. Water Treatment Qty Description Location

5 Chemical Treatment Unit Building 300 – Power Plant

1 Water Softener Unit Building 300 – Power Plant

L. Engine Generators

1 500kW Cummins Generator Emergency Generator Room

1 700 KW Caterpillar Generator Emergency Generator Room 1 750 KW Onan Generator Emergency Generator Room

M. Dual Temperature Coils

32 Dual Temperature Coils Building 300/301/201

N. Variable Frequency Drives Qty Description Location

3 VFD for DT Pumps Building 300-Power Plant

19 VFD for Fan Motors Building 201- Penthouse/Mechanical Room

O. Air Handling Units Qty Description Location

5 Clarage Air Handler Building 300-Mechanical Rooms

13 Clarage Air Handler Building 301-Mechanical Rooms

14 Clarage Air Handler Building 201-Mechanical Rooms

P. Heat Pumps Location

5 Heat Pumps / Roof Top Unit Building 300/301/201

Q. Dual Temperature Loop Location

2 Expansion Joint Building 300

4 Expansion Joint Building 201

3.4.4 PREVENTATIVE MAINTENANCE

b) Inspections shall be made in accordance with the Contractor’s established preventive maintenance program and manufacturer's recommendations as well as industry standards. During regularly scheduled inspections, the following work shall be performed as applicable. However, the Contractor’s responsibility is not limited to these guidelines. Failure to specify certain maintenance tasks does not relieve the Contractor of the responsibility to perform them. The Contractor’s responsibility shall be to provide complete and thorough maintenance service, regardless of whether the service requirements are explicitly stated. These services shall include scheduling and prepping equipment for all annual boiler inspection and biannual pressure vessel inspection and load bank testing of emergency generators, also to include switch gear inspection.

MAINTENANCE OF AUTOMATIC TEMPERATURE CONTROLS

Air compressors shall be inspected and cleaned as needed, checked for pressure settings, belt tightness and wear, operating cycle time, moisture, and safety valve operation. Oil changes and repairs shall be made when necessary, and units shall be maintained in top working conditions. Motors shall be lubricated in accordance with manufacturers’ recommendations.

1. Inspections of air filter assembly units and air dryers shall be performed. This includes moisture drainage, cleaning, filter replacement, setting valves and addressing all related accessories.

2. All room thermostats and operators, etc. shall be checked for calibration, proper settings, and general operation annually. When necessary, they shall be repaired or replaced.

3. All automatic temperature control valves shall be inspected, repaired, and adjusted semiannually as necessary, including repacking, reducing, and replacing when leaking valves are found.

4. All automatic temperature control damper operators shall be checked, cleaned, and lubricated semiannually. Damper bearings and linkages shall be lubricated and adjusted for designed positions and operation.

5. COOLING SEASON MAINTENANCE – PERFORMED ON OR ABOUT APRIL 15TH (MUST

INCLUDE BUT NOT LIMITED TO)

a) Cleaning chiller condenser water tubes

b) Replacing leaking pump seals

c) Lubricating moving parts

d) Checking belts and drives

e) Servicing chiller water pumps

f) Checking contacts, wiring and connections

g) Checking refrigerant charges and oil levels

h) Cleaning and adjusting operating controls

i) Cleaning, calibrating, and adjusting thermostats

j) Checking voltage and amperage of all motors

k) Adjusting, cleaning, and lubricating automatic dampers

l) Checking pressure switch cut-off settings

m) Checking the performance and efficiency of cooling systems

n) Checking and adding water treatment chemicals to condensers and chilled water units as needed

o) Checking automatic temperature control systems for proper operations, and cleaning, lubricating, and calibrating as necessary

p) Changing air filters

q) Checking Automatic Temperature Control valves for proper sequencing and close off

r) Clean Dual Temperature Coil

s) Fully exercise by opening and closing all valves on dual temperature loop

6. HEATING SEASON MAINTENANCE – Performed on or about October 15th (must include but is not limited to)

a) Replacing any leaking seals on hot water pumps

b) Lubricating moving parts

c) Checking belts and drives

d) Checking steam pressure valves, and cleaning and repairing them as required

e) Checking all contacts, wiring and connections

f) Checking refrigerant charges and oil levels

g) Checking operating pressures

h) Cleaning and calibrating all thermostats as necessary

i) Shutting down refrigeration systems

j) Checking the performance and efficiency of heating equipment

k) Changing air filters

l) Clean Dual Temperature Coil

m) Fully exercise by opening and closing all valves on dual temperature loop

7. ROUTINE CONTINUAL MAINTENANCE (must include but is not limited to)

a) Oil fan motors and bearings

b) Checking belt tensions

c) Vacuuming coils, unit housing and air screens

d) Cleaning condensate pans and drains

e) Cycling and checking temperature control systems for proper operation

8. SEMI-ANNUAL COOLING TOWER CLEANING APRIL AND AUGUST ( must include but not limited to)

a) Remove scale deposits

b) Inspect water pump

c) Inspect operations of fans

d) Review water treatment program

e) According to manufacturer’s recommendations

9. MONTHLY COOLING TOWER MAINTENANCE MARCH – DECEMBER (must include but not limited to)

a) Review water treatment program

b) Inspection of entire system

c) Inspection of fan and motor/drive mechanism

d) Check for oil leaks

e) Check any components, hoses, and fittings

f) Check oil levels

g) Clean fan motor

h) Check operation of water make up valve

i) Inspect and clean the air inlet

j) Clean and flush pan

k) Check operating level in pan and adjust float valve as necessary

l) Inspect water distribution and spray pattern

10. GENEARL WORK REQUIREMENTS/MAINTENANCE

General responsibilities of the Contractor for maintenance and operation of the SCCUP and its associated HVAC equipment, including labor and materials, shall be within the following definitions:

a) Routine Maintenance

Routine Maintenance is defined as scheduled, repetitive work to provide continuous service in support of the SCCUP. This includes daily checks on temperature, pressure, and humidity, as well as monitoring equipment operation, in accordance with manufacturer’s recommendations and industry standards.

b) Preventive Maintenance

Preventive maintenance is defined as periodically scheduled work to provide systematic checking, adjustment, cleaning, and routine services as recommended by the equipment manufacturer. This includes examination, lubrication, adjustment and calibration of parts including, but not limited to, belts, bearings, capacity and safety devices, check valves, condensate pumps, coils, control transformers, control wiring, dampers, electrodes, filters, filter driers, fuses, environmental controls, fans, motors and motor starters, pressure controls, compressors, refrigerant, refrigerant piping relays and all necessary maintenance required to keep the units in proper and continuous operation. This also includes any parts and labor that are part of a preventive maintenance program as recommended by the equipment manufacturer, as well as routine testing and inspecting equipment to reduce or avoid service interruptions and to obtain optimum operating efficiency and maximum life expectancy of equipment. All preventive maintenance shall be in strict compliance with the relevant equipment manufacturers’ recommendations and industry standards. All work performed by the Contractor shall meet local, State, and Federal codes and standards and be performed under the Contractor’s license, if applicable. Preventive maintenance includes developing and recording equipment and system performance and inspection data for operational analysis and anticipated corrective action.

Preventative maintenance includes all labor and parts paid for by the Contractor.

c) Emergency Maintenance

Emergency maintenance is defined as unscheduled work that requires immediate action to restore equipment or system operations, either to correct mechanical problems that will cause imminent interruption of operations or to avoid damage to operating equipment. Parts and labor will be paid by the contractor up to $1,000.00 per incident for parts and $1,000.00 per incident for labor.

In the event of equipment failure, or imminent failure or damage that occurs during hours not normally worked by the Contract Monitor, on-site response by a qualified 1st grade engineer shall be made within two (2) hours after the Contractor has been given notification of the emergency. Service response shall be sufficient to restore the equipment or system to full or temporary operational status at no additional cost to DGS. If temporary measures are taken to restore operation, then permanent repair service shall be completed within five (5) working days.

Under no circumstances shall equipment or system failure that results in loss of essential service exceed one (1) regular calendar day. Inability to obtain parts or special technical or engineering services will not be considered a reason to extend this period.

Emergency maintenance service shall be available 24 hours a day, every day and week of the year throughout the contract term. The Contractor must submit a phone number with 24-hour availability.

Failure of the Contractor to provide emergency service within the stated time frames may cause the DGS Procurement Officer to consider the Contractor in default of the contract.

Repair and replacement parts for emergencies chargeable to DGS will be invoiced at cost. DGS reserves the right to audit the Contractor’s invoices to verify the cost price for such parts. The Contractor must purchase suitable parts from the least costly source. Freight charges will be billed direct to DGS, and DGS shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back-up documentation. The Contractor shall pay for all labor up to $1,000.00 per incident for necessary emergency repairs. The Contractor shall bill for all labor more than $1,000.00 per incident based on the hourly rates in the contract.

d) Major Repairs

A major repair is defined as any scheduled repair that requires shutdown of equipment to make the repair or involves replacement of parts that exceed $1,000.00 per incident and labor that exceeds $1,000.00 per incident.

DGS reserves the right to seek competitive bids for all major overhauls and repairs as may be required during the term of the contract. The Contractor awarded the operation and maintenance contract as a result of this solicitation shall work cooperatively with any other Contractor DGS may hire to perform any major repairs.

Major repairs may be excluded from the scope of the Contract at the discretion of DGS. However, DGS may direct the Contractor to perform a major repair and the Contractor shall be bound to the hourly rates on the contract. Freight charges shall be billed direct to DGS and DGS shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back-up documentation.

DGS shall reimburse the Contractor for labor, based on the hourly rates on the contract, for major repairs that exceed $1,000.00 per incident for parts and $1,000.00 for labor.

e) Minor Repairs

Minor Repairs are within the scope of services to be provided under this contract.

The Contractor shall provide all labor at no additional cost to the State of Maryland. Minor repairs are under $1,000.00 per incident for parts(s) and under $1,000.00 per incident for labor.

When performing minor repairs, the Contractor shall replace all parts necessary to restore equipment to complete operational service. Use of the term “parts” is intended to imply the smallest part which effectively and completely accomplishes needed repairs. In cases where the overall cost or critical time frame may be served by replacing a large part, a DGS Contract Monitor shall exercise his right to decide on the desired approach.

Repair and replacement parts charged to DGS will be invoiced at cost.

DGS reserves the right to selectively audit the Contractor’s invoices to verify the cost price for parts. The Contractor must purchase suitable parts from the least costly source. Freight charges will be billed direct to DGS and DGS shall reimburse the Contractor for the full amount of the freight expense. The invoice shall contain the necessary breakdown of costs with back-up documentation.

f) Parts and Materials

1. Unless otherwise directed, the Contractor shall furnish and install all parts (those paid by DGS and those paid by the Contractor) for preventative maintenance, minor repairs, and emergency repairs in accordance with the specifications herein. A copy of the manufacturer's invoice to the contractor shall be submitted with the invoice for payment.

The Contractor shall provide replacement parts from the original manufacturer or substitute parts approved by the Contract Monitor or Designee. The State shall pay all parts expense, except those required for the preventative maintenance services and minor repair under $1,000.00 per incident for parts and $1,000.00 per incident for labor, at the Contractors cost.