RFP 608 HVAC and MAU Preventative Maintenance and Repair Services.pdf

RENEWABLE WATER RESOURCES

Purchasing Department 561 Mauldin Road

Greenville, South Carolina 29607

REQUEST FOR PROPOSAL

FOR

HVAC AND MAKE-UP AIR UNIT

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 2/19

REQUEST FOR PROPOSAL

FOR

HVAC AND MAKE-UP AIR UNIT

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

E-Procurement NOTE: All formal ReWa solicitations will be conducted through the online ReWa Bid/Proposal Management Portal hosted by PlanetBids System (PB SystemTM). Vendors wishing to receive proposal alert notices or participate in this solicitation must register.

I. SCOPE OF SOLICITATION AND TECHNICAL INFORMATION

Renewable Water Resources is soliciting proposals from qualified Vendors capable of providing necessary labor, materials, tools, and equipment to perform HVAC and Make-Up Air Unit (MAU) Preventative Maintenance and Repair Services.

1.0 GENERAL

1.1 Scope

The purpose of this solicitation is to procure annual HVAC and MAU inspections, preventative maintenance on air handling and conditioning systems, troubleshooting, and repair services on all associated units as needed and in emergency situations at ReWa's nine (9) Water Resource Recovery Facilities (WRRFs) and various Pump Stations.

1.2 General

Outlined specifications in this document are intended to give a general description of what is required, but do not cover all details which may vary according to the exact requirements of the equipment and facilities. Any additional labor, materials, tools, equipment, or incidentals necessary for the proper performance of the proposed preventative maintenance services not specifically mentioned in these Specifications shall be furnished and included in the applicable Contract Price.

Vendor shall submit Safety Plan to ReWa’s Safety Department for review prior to beginning service to include, but not limited to elevated areas, roofs, and potential classified spaces.

All replacement products and components furnished under this section shall be new and unused unless otherwise approved by ReWa.

1.3 Correction Period, Warranty, and Guarantee

The correction period, warranty, and guarantee shall be manufacturer’s warranty and/or Vendor’s workmanship warranty, whichever is applicable. The VENDOR shall be held responsible for all defects in materials and workmanship associated with the repair work performed. The start date of the warranty shall be the first day following a 30-day operational period in which no problems are discovered. Should any leakage, defects, or damage to the equipment, materials, or tools become evident during the guarantee period, the VENDOR shall repair, correct, and/or replace the defective equipment, materials, or tools at no additional cost to ReWa.

1.4 Data

VENDOR shall submit complete details and specifications covering the preventative maintenance, inspection, troubleshooting, and repair services prior to the start of the work.

The data shall include full information on the proposed maintenance program, service frequency, technician qualifications, testing procedures, and basic materials and equipment specifications.

2.0 EQUIPMENT

2.1 The services under this RFP may include, but are not limited to, the following equipment:

• Rooftop HVAC units and packaged HVAC units

• Split-system air conditioners and heat pumps

• Mini-split systems and heat pumps

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 3/19

• Air handling units (AHUs)

• Make-up air units (MAUs) and dedicated outdoor-air units

• Exhaust, supply, and ventilation fans

• Unit heaters, electric heaters, and gas-fired heating equipment

• Heating and cooling coils, condensers, and condensing units

• Evaporator coils

• Variable-frequency drives serving HVAC equipment

• Thermostats, sensors, and building/HVAC controls

• Dampers, actuators, economizers, and louvers

• Condensate pumps, drains, and pans

• Associated electrical disconnects, controls, and related HVAC accessories

• Other HVAC equipment identified by ReWa during the contract period

VENDOR shall maintain equipment regardless of manufacturer unless otherwise specifically noted in their proposal and made known to the authorized ReWa personnel.

3.0 INSPECTION AND PREVENTATIVE MAINTENANCE

3.1 Scope

This section covers the inspection and preventative maintenance of HVAC and MAU equipment.

3.2 Specifications

Vendor shall bear the responsibility for inspections and preventative maintenance on all HVAC and MAU equipment. The Vendor will be responsible for maintaining the HVAC and MAU equipment to a high standard of performance. The required services to be performed under this RFP are the preventative maintenance component and shall consist of providing labor, supervision, tools, materials, and equipment with no travel charges, truck charges, fuel surcharges or any other additional costs.

The preventative maintenance program shall include four (4) quarterly visits per year, unless ReWa determines that more frequent servicing is necessary. Expendables to include but not limited to consist of the following: refrigerant, belts, filters, and cleaning supplies shall be included at no additional charge during PM services.

Vendor shall submit a proposed annual PM schedule with the proposal with WRRF or various Pump Stations, Equipment, Equipment type, and the Proposed PM month

Vendor will provide a report upon completion of inspection and preventive maintenance on each piece of HVAC and MAU equipment and indicate details of services performed, condition of equipment, and recommendations for any service required beyond the scope of this RFP. This report shall be forwarded to the WRRF Supervisor responsible for that facility on the day of the service. Reports shall include the following:

WRRF name Repairs recommended

Date of service Parts recommended for replacement

Technician name Equipment requiring immediate attention

Equipment manufacturer Equipment condition

Equipment model and serial number Photographs of significant deficiencies

Equipment location Recommendations for future maintenance

Maintenance performed Estimated repair priority

Filters replaced Deficiencies identified

Refrigerant added, if applicable Amperage readings

Operating pressures, if applicable Airflow/static pressure readings

Temperature readings

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 4/19

3.3 Storage

Storage will not be permitted.

4.0 REPAIRS

4.1 Scope

This section covers the repairs recognized and documented during the service inspections, troubleshooting, emergency service, and preventative maintenance. When repairs are identified, the Vendor shall notify the designated ReWa representative and provide sufficient information to allow ReWa to determine the appropriate corrective action.

4.2 Specifications

In the event necessary repairs are recognized during the service inspections and maintenance, the Vendor is expected to notify the Owners that day to ensure the HVAC and MAU systems will continue to operate as designed.

Repair services will be requested on an as and when requested basis to be approved in advance by the Owners designated on an hourly rate basis to be specified in Vendor’s proposal.

There shall be no separate truck charges, fuel surcharges, administrative fees, or similar charges unless specifically identified and accepted in the proposal.

Parts and materials shall be charged at the actual Vendor cost plus the markup identified in the proposal.

ReWa reserves the right to obtain alternative quotations for repair services.

The Vendor shall provide emergency HVAC/MAU repair services when requested by an authorized ReWa representative.

The Vendor shall state in the proposal normal business-hour response time, after-hours response time, weekend response time, holiday response time, emergency hourly labor rate, and minimum emergency charge, if any.

For repairs, the Vendor shall provide a written estimate before proceeding.

The estimate shall include:

• Description of problem

• Recommended repair

• Labor hours and labor costs

• Parts/materials and material markup

• Equipment rental, if applicable

• Estimated completion time

• Warranty

• Total estimated cost

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 5/19

5.0 REPLACEMENT AND INSTALLATION

5.1 General

a. Scope This section covers the installation of approved replacement equipment and components.

b. Specifications Each replacement part shall be installed in strict compliance with the manufacturer’s written instructions, the applicable governing standard, and to the satisfaction of the Owner. All materials, labor, equipment, and incidentals to install the field-required modifications to the HVACs and MAUs in conformance to the specifications shall be provided.

Replacement components may include, but are not limited to:

• Compressors, motors, fan assemblies, belts, bearings, capacitors, contactors, and relays

• Control boards, thermostats, sensors, actuators, dampers

• Coils, heat exchangers, gas valves, and ignition components

• Refrigerant components, condensate pumps, and filters

• HVAC units, MAUs, exhaust fans, and other associated equipment

Damage to any existing structures, etc. shall be repaired to the pre-damaged condition or better to the satisfaction of the Owner.

All replacement equipment shall be installed in accordance with the manufacturer's written instructions and applicable codes.

When replacement and installation have been completed, job site shall be cleaned, to the satisfaction of the Owner. Abrasive cleaning agents shall not be used.

c. Delivery, storage, and handling

Materials shall be handled, transported, and delivered in a manner that will prevent damage of any kind.

d. Inspection

All equipment and accessories shall be inspected for damage by Owner before replacement and installation. Any item damaged in handling shall not be used unless it has been repaired to the original manufacturer’s requirements and approved by the Vendor. Such items shall be segregated from undamaged items and shall be inspected and approved by Owner representative before their use.

Vendor shall be responsible for the removal and disposal of the existing parts to be replaced unless otherwise directed by ReWa. Upon completion of work, the Vendor shall clean the work area and remove all debris, packaging, replacement parts, and waste generated by the Work.

II. SOLICITATION INFORMATION

1.0 PROPOSAL PACKAGES

To be considered, please provide your proposal package in the following format:

1.1. Vendor Information

No teaming or partnering with another Vendor to compete for this solicitation is permissible.

Include at a minimum:

a. Business Structure (Corporation, Joint Venture, Partnership)

b. Financial Statement – This statement will be an audited report with comments not older than one (1) year. If the most current report has not yet been audited, the previous audited report with comment shall affirm the most recent financial statement. The Financial Statement (included in the Appendix) is not included in overall page count.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 6/19

c. History of the Vendor, including number of years it has been in business, present ownership and key management individuals. Describe any anticipated or existing changes in overall corporate management ownership.

d. Pending litigation that may have a material impact to the company’s financial standing and/or the company’s performance on this project, and major disputes, contract defaults, and liens in the last 10 years. A list of open litigation cases referencing design and construction matters in the past 5 years must be provided; please specify the area of owner’s project location as defined by EPA regions.

e. Ownership and key management personnel

f. Office and service locations

g. Number of HVAC technicians available for these services

h. Certifications and licenses including: Refrigerant certifications and Manufacturer certifications

1.3 Vendor Experience

Briefly describe the Vendor's related experience by including the five (5) most recent projects of a similar scope and size clearly demonstrating ability to meet time and budget requirements. The following information should be included:

a. Name and location of the project

b. Owner's name

c. General description of the project

d. Date awarded

e. Date completed or date of anticipated project completion

f. Project Cost (original and final contract price)

g. Vendor's role in the project (work for which Vendor was responsible)

h. Personnel assigned and proof of certification to work on the specific equipment

i. Contact Name, phone number, and e-mail address

1.4 References

Vendor must submit three (3) most recent references of similar size, scope, and approach in reference to HVAC and MAU preventative maintenance and repair services. References should preferably include wastewater treatment plants, industrial facilities, municipal facilities, or other facilities with complex HVAC/ventilation requirements. The project site location and project name, date of installation/delivery, contact name, and phone number of each reference shall be provided.

1.5 Approach

Please describe your approach to providing the proposed services defined below. Please submit a work plan that includes time estimates for each significant segment of the service and the staff level to be assigned.

• Preventative maintenance methodology

• Proposed service frequency

• Technician staffing

• Emergency response plan

• Reporting procedures

• Repair process

• Parts availability

• Refrigerant management

• Equipment inventory management

• Approach to equipment operating in corrosive environments

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 7/19

• Proposed method for tracking deficiencies and repairs

1.6 Schedule

The Vendor should include an optimum schedule for all nine (9) WRRFs as appropriate for the Scope of Work detailed in this request for proposal. The Vendor shall include their emergency response plan or on-call schedule.

1.7 Knowledge of Site and Local Conditions

The Vendor shall describe its experience servicing wastewater treatment facilities and its understanding of the environmental conditions associated with WRRF HVAC and MAU systems.

1.8 Previous Work With ReWa

Please provide information on your previous work awarded and/or completed, in an excel spreadsheet stating:

a. Project Name

b. Date Awarded

c. Date Completed (if applicable)

Above information will be verified with ReWa’s records and used as an evaluation criterion.

1.9 Cost

The proposal shall include a proposed cost for each individual WRRF per the Cost Form (Exhibit A): (all labor, materials, tools, transportation, supervision, consumables, and equipment necessary) for providing the services described herein. There shall be no additional truck charges or fuel surcharges.

2.0 INSURANCE REQUIREMENTS

ReWa shall be named as additional insured for its interest on all policies of insurance except Worker's Compensation as regards ongoing operations, products and completed operations and this shall be noted on the face of the Certificate of Insurance.

Certificates for all such policies shall be provided by VENDOR’S insurance agent or broker to ReWa within 10 (ten) working days from the date of award. VENDOR will provide Owner a minimum of 30 days advance notice in the event of the insurance policies or insurance policy is canceled.

SUBVENDORS approved by Owner to perform work on this project are subject to all of the requirements in this section.

VENDOR agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina for the following insurance policies:

Automobile Liability $ 1,000,000 Per Occurrence - Combined Single Limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired.)

Comprehensive General Liability $ 1,000,000 Per Occurrence combined single limit $ 2,000,000 General Aggregate

Umbrella Liability $ 1,000,000 Per Occurrence Over Primary Insurance $ 2,000,000 Annual Aggregate

Worker's Compensation Coverage A - State of South Carolina Statutory Worker’s Compensation Coverage B - Employers Liability $100,000/$500,000

Pollution Liability $ 1,000,000 Per Occurrence

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 8/19

Cyber Insurance

$1,000,000 Per Incident Coverage shall include theft of funds, data, or damage to digital assets

Crime Insurance

$500,000 per Incident Coverage shall include employee theft, third-party theft, forgery, robbery, and loss outside your premises

3.0 SUBMITTALS & INQUIRIES

All submittals shall be submitted via ReWa PlanetBids Bid/Proposal Management Portal.

https://rewaonline.org/resources/vendor/current-solicitations/

Proposals must be posted in the PlanetBids portal no later than the opening date and time specified below:

ReWa PlanetBids # 608 HVAC and Make-up Air Unit Preventative Maintenance and Repair Services

Proposals shall be electronically received and only the names disclosed on the ReWa PlanetBids Bid/Proposal Management Portal on 12/17/2026 at 2:00 p.m. local time.

There will be a mandatory in-person pre-proposal meeting 12/01/2026 at 9:00 a.m. Immediately following the pre-proposal meeting, there will be a mandatory drive-around. The drive-around will take place on 12/01/2026 and 12/02/2026 with an additional date on 12/03/2026 if necessary. The drive-around leader will be Kevin Coker. There will also be a ride-around tour to follow the Pre-Proposal meeting. Additional meet-up locations for drive-arounds will be given at pre-proposal meeting.

Inquiries on the project or requests for additional information must be in writing and submitted via the ReWa PlanetBids Bid Management Portal or via email to: ronshicam@re-wa.org no later than 12/07/2026 at 12:00 p.m. local time. ReWa will not be responsible for or bound by any oral instruction made by an employee(s) of ReWa regarding this project.

4.0 EVALUATION CRITERIA

Provided information related to eligibility shall be reviewed prior to proposal evaluation. Only proposals from eligible Vendors will be considered for evaluation. There is a possibility that if there are two vendors that are close in evaluation criteria, the two may be shortlisted.

a. Vendor Qualifications

b. Service Costs

c. Locality

d. Technical Approach

e. Vendor Resource Availability

f. Experience with Wastewater Facilities

g. Quality and Completeness of Preventative Maintenance Program https://rewaonline.org/resources/vendor/current-solicitations/ mailto:ronshicam@re-wa.org

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 9/19

5.0 VENDOR TERMS AND CONDITIONS

5.1 Proposal Opening and Award: No decision will be made until Purchasing and the user department(s) have had ample time to review each response. However, award will be made at the earliest possible date. ReWa reserves the right to award in whole or in part, by item, group of items, geographic area or by section where such action serves ReWa's best interest.

The contract will be awarded to the response that meets the requirements and criteria set forth in the request for proposal. Proposals received after the closing time/date will not be accepted. By submission of a response, you are guaranteeing that all goods and/or services meet the requirement of the solicitation during the contract period. Contract award shall be based on the proposal evaluations.

5.2 Rights Reserved by ReWa: ReWa reserves the right to reject any and all responses, any portion thereof, and waive any technicalities. Accordingly, the right is reserved to make awards in the best interest of ReWa. Integrity, reputation, experience and past performance will be heavily weighed in response evaluation. This solicitation does not commit ReWa to award a contract, to pay any costs incurred in the preparation of the response, or to procure or contract for goods and/or services listed herein.

5.3 Responders Qualification: Responders must, upon request of ReWa, furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. ReWa reserves the right to make the final determination as to the responder’s ability to provide the products or services requested herein.

5.4 Responders Responsibility: Each responder shall be fully acquainted with the conditions relating to the scope and restrictions attending the execution of the work under the conditions of this response. It is expected that this will sometimes require on-site observation. The failure or omission of an offeror to be acquainted with existing conditions shall in no way relieve the offeror of any obligations with respect to this proposal or to any contract as a result of this proposal.

5.5 Waiver: ReWa reserves the right to waive any Instructions to Responders, General or Special Terms and Conditions, specifications, or technicalities when it is deemed to be in the best interest of ReWa to do so.

5.6 Rejection: ReWa reserves the right to reject any response that contains prices for individual items or services that are inconsistent or unrealistic when compared to pricing of like responses; or ambiguous responses which are uncertain as to terms, delivery, quantity, or compliance with specifications may be rejected or otherwise disregarded if such action is in the best interest of ReWa.

5.7 Proposal Form: The responder shall sign his response correctly or the proposal may be rejected. If the proposal shows any omissions, alteration of form, unauthorized additions, a conditional proposal or any irregularities of any kind, the proposal may be rejected.

Information essential to an understanding and evaluation of the proposal should be submitted.

Vendor

5.8 Specification Changes, Additions and Deletions: All changes in specifications shall be in writing in the form of an addendum and published to all responders via ReWa PlanetBids Bid Management portal. ReWa shall not be responsible for any verbal information given by any employees of ReWa in regard to this proposal.

5.9 Proposal Changes: Proposals, amendments thereto or withdrawal requests received after the advertised time for proposal opening, shall be void regardless of when they were submitted.

5.10 Proposal Price: The proposal price presented as a result of these specifications shall be for the contract period. The proposal shall be acceptable for sixty (60) days from the date of opening. All prices and notations shall be printed in ink or signing the proposal. No proposal shall be altered or amended after specified time for opening.

5.11 Federal, State and Local Laws: The Vendor assumes full responsibility and liability for compliance with any and all local, state and federal laws and regulations applicable to the Vendor and his employees including, but not limited to, compliance with the EEO guidelines, the Occupational Safety and Health Act of 1970, and minimum wage guidelines.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 10/19

Further, vendor hereby certifies he will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws and agrees to provide to ReWa upon request any documentation required to establish either: (a) that Title 8, Chapter 14 is inapplicable both to vendor and its subVendors or sub-subVendors; or (b) that vendor and its subVendors or sub-subVendors are in compliance with Title 8, Chapter 14. Pursuant to Section 8-14-60, "A person who knowingly makes or files any false, fictitious, or fraudulent document, statement, or report pursuant to this chapter is guilty of a felony, and, upon conviction, must be fined within the discretion of the court or imprisoned for not more than five years, or both." Vendor agrees to include in any contracts with its subVendors language requiring its subVendors to

(a) comply with the applicable requirements of Title 8, Chapter 14, and (b) include in their contracts with the sub-subVendors language requiring the sub-subVendors to comply with the applicable requirements of Title 8, Chapter 14.

5.12 Deduction and Holdbacks: In addition to ReWa’s right of termination, ReWa shall be entitled to full reimbursement for any costs incurred by ReWa by reason of the Vendor’s failure to perform or to satisfactorily perform its responsibilities and duties. Such costs may include, but are not limited to, the cost of using ReWa’s employees or employees of any other entity to perform the obligations of a contract resulting from this solicitation. ReWa may obtain any such reimbursement by deduction from payments otherwise due to the Vendor or by any other proper and lawful means. All deductions from any money due to the Vendor are to be as liquidated damages and not as a penalty. It is ReWa’s intent to give the Vendor a reasonable opportunity whenever practicable, to correct any such failure to perform or satisfactorily perform its responsibilities and duties. In no circumstances shall any uncorrected situation extend for more than five days. ReWa will make the following deductions from the contract sum in the event that the Vendor fails to perform any of the required work within the required time limits in the event ReWa carries out the work using its forces or another Vendor.

a. For use of ReWa’s forces – actual cost involved.

b. For use of another Vendor – the amount charged by said Vendor. ReWa reserves the right to hold back and/or withhold part of complete payments for unsatisfactory work, deficiencies, etc. until said defects are satisfactorily corrected or cleared.

5.13 Quality: Unless otherwise indicated in this proposal it is understood and agreed that any goods and/or services offered or shipped on this proposal shall be new and in first class condition unless otherwise indicated herein.

5.14 Default: In case of default by Vendor ReWa may procure the item or services from other sources and may recover the loss occasioned thereby from any unpaid balance due by the Vendor or by proceeding against the Vendor’s performance bond, if any, and/or by suit against Vendor.

5.15 Termination for Cause: Any contract resulting from this solicitation shall be subject to termination for failure to comply with the specifications, terms and conditions by ReWa or the Vendor upon written notice by registered mail. Such termination shall be effective not less than 30 (thirty) days nor more than 90 (ninety) days after receipt of such notice by the vendor from ReWa. Receipt of notice by one party to terminate the contract shall nullify any subsequent reciprocal notice by the receiving party prior to the announced termination date.

In the event of termination ReWa shall be responsible to pay the vendor only for work satisfactorily completed upon the effective date of termination and shall not be responsible for any other charges.

5.16 Termination for Convenience: ReWa may terminate for convenience any contract resulting from this solicitation by providing ninety (90) calendar days advance written notice to the Vendor.

5.17 Non-Appropriation: Any contract entered into by ReWa resulting from this invitation shall be subject to cancellation without damages or further obligation when funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period or appropriated year.

5.18 Incorporation of Proposal into Contract: The terms, conditions, and specifications of this proposal and the selected Vendor’s response are to be incorporated, in total, into the contract.

5.19 S.C. Law Clause: Upon award of contract under this proposal, the person, partnership, association or corporation to whom the award is made must comply with the laws of South

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 11/19

Carolina which require such person or entity to be authorized and/or licensed to do business with this State. Notwithstanding the fact that applicable statutes may exempt or exclude the successful offeror from requirements that it be authorized and/or licensed to do business in this State, by submission of this signed proposal, the offeror understands and agrees to be bound to the jurisdiction and process of the courts of the State of South Carolina, as to all matters and conflicts or future conflicts under the contract and the performance thereof, including any questions as to the liability for taxes, licenses, or fees levied by the State.

5.20 Assignment Clause: Successful responder will be required to give ReWa ninety (90) days notice in the event of a change in the ownership of a contract resulting from this solicitation.

ReWa is under no obligation to continue the contract resulting from this solicitation with an assignee. No contract or its provisions may be assigned, sublet, or transferred without the written consent of ReWa.

5.21 Indemnification: The Vendor agrees to indemnify and save harmless ReWa and all ReWa officers, agents and employees from any and all claims, suits, actions, legal proceedings, damages, costs, expenses & attorney fees of every name and description, arising out of or resulting from the use of any materials furnished by the Vendor, or any work done in the performance of a contract resulting from this solicitation arising out of a willful or negligent act or omission of the provider, its officers, agents and employees; provided that such liability is not attributable to a willful or negligent act or omission on the part of ReWa, its officers, agents and employees.

5.22 Deviations from Specifications: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and successful offeror will be held responsible therefore. Deviations must be explained in detail on separate attached sheets(s). The listing of deviations, if any, is required but will not be construed as waiving any requirements of the specifications.

Deviations found in the evaluation of the proposal and not listed may be cause for rejection.

Responders offering substitute or equal items must provide information sufficient enough to determine acceptability of item offered.

5.23 Minor Deviations: ReWa reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected Vendor.

5.24 Price Reductions: By submitting a proposal in response to this solicitation, offeror guarantees that ReWa is receiving the lowest price offered by offeror’s company for like items/services to other customers. If at any time during the contract period, offeror proposes a lower price to another customer, upon discovery ReWa shall reserve the right to take any or all of the following actions:

a. Cancel the contract, if it is currently in effect;

b. Determine the amount which ReWa was overcharged and submit a request for payment from the responder for that amount or deduct the difference from any amount due to the responder;

c. Demand that the responder offer ReWa the same pricing schedule;

d. Take the necessary steps to collect any performance surety provided on the applicable contract.

5.25 Vendor License Requirement: The Vendor shall procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of his business. He shall keep himself fully informed of existing and future Federal, State, and Local Laws, ordinances and regulations which in any manner affect the fulfillment of his contract and shall comply with the same.

5.26 Conflict of Interest Statement: The Vendor may become involved in situations where a conflict of interest could occur due to individual or organizational activities within ReWa. The Vendor, by submitting a proposal, is in essence assuring ReWa that his company, and/or subVendors, is in compliance with all federal, state, and local conflict of interest laws, statutes, and regulations.

5.27 Contracts: ReWa reserves the option to prepare and negotiate its own contract with the Vendor, giving due consideration to the stipulations of the Vendor’s contracts and associated

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 12/19 legal documents. Vendors should include with their submittal a copy of any proposed standard contract.

5.28 By submitting a bid/proposal for this project/commodity, you agree to accept payment via ReWa credit card for all purchases made under the contract award from this solicitation.

When preparing a bid/proposal, electronic payment processing fees shall be included in all unit prices. No price increases shall be permitted for accepting electronic payment from ReWa.

5.29 Vendor Liability: The Vendor assumes full responsibility for all injuries to, or death of any person and for all damage to property, including property and employees of ReWa and for all claims, losses or expense which may in any way arise out of the performance of the work, whether caused by negligence or otherwise; and the Vendor shall indemnify and save ReWa harmless from all claims, losses, expense, or suits for any such injuries, death or damages to property, and from all liens, losses, expenses, claims or causes of action of any sort which may arise out of the performance of the work, and shall defend, on behalf of ReWa and suit brought against ReWa for attorney’s fees and for all other expenses incurred by ReWa in connection with or as a result of any such suit, claims, or loss. Under no circumstances and with no exception will ReWa act as arbitrator between the Vendor and any subVendor. The Vendor will be solely responsible for compliance with building code requirements, all dimensions, and all conditions relating to his work under a contract resulting from this solicitation. Workmanship shall be first quality in every respect. All measures necessary to ensure a first class job shall be taken.

5.30 Sub-Contracting: The Vendor shall not subcontract any portion of a Vendor resulting from this solicitation without proper written approval from ReWa.

5.31 Non-Collusion: The Vendor expressly warrants and certifies that neither the Vendor nor its employees or associates has directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive procurement in conjunction with this proposal.

5.32 Prohibition of Gratuities: Neither the Vendor nor any person, Vendor or corporation employed by the Vendor in the performance of the contract shall offer or give, directly or indirectly, to any employee or agent of ReWa, any gift, money, or anything of value, or promise any obligations, or contract for future reward or compensation at any time during the term of a Vendor resulting from this solicitation.

5.33 Publicity Releases: Vendor agrees not to refer to the award of a Vendor resulting from this solicitation in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the user. The Vendor shall not have the right to include ReWa’s name in its published list of customers without prior approval of ReWa. With regard to news releases, only the name of the contract, type and duration of contract may be used and then only with prior approval of ReWa. The Vendor also agrees not to publish, or cite in any form, any comments or quotes from the ReWa Staff unless it is a direct quote from the Public Relations Officer.

5.34 Public Record: All information submitted relating to this proposal, except for proprietary information, shall become part to the public record to the extent required by the Freedom of Information Act. Vendors shall be responsible for clearly marking all information submitted that is proprietary based on the Freedom of Information Act. ReWa assumes no responsibility for the release of information not clearly and properly labeled as proprietary.

5.35 Contact Limitation: By submission of a response to this solicitation, vendor agrees that during the period following issuance of the solicitation and prior to the statement of intent to award, vendor shall not discuss this procurement with any party except members of ReWa or other parties designated in this solicitation. OFFERORS shall not attempt to discuss or attempt to negotiate with the user department any aspects of the procurement without the prior approval of the buyer responsible for the procurement.

5.36 Precedence: In the event of conflict between the terms and conditions and the specifications, the more restrictive instruction shall take precedence unless stated otherwise in the specifications.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 13/19

Exhibit A: Vendor Responsibilities Checklist for HVAC and Make-Up Air Unit Preventative Maintenance and

Repair Services

During each preventative maintenance visit, the Vendor shall inspect equipment for:

General HVAC Inspection:

• Proper operation

• Unusual noise or vibration

• Evidence of water leakage

• Refrigerant leakage

• Oil leakage

• Corrosion and deterioration

• Loose or damaged components

• Damaged insulation, wiring, ductwork, or access panels

• Evidence of overheating

• Excessive dirt or debris

• Equipment accessibility

• General condition and remaining serviceability

• Document deficiencies and identify conditions requiring corrective action

Filters:

• Inspect all HVAC and MAU filters.

• Replace filters included in the applicable PM price.

• Verify proper filter size and fit.

• Verify filter installation direction.

• Inspect filter racks and access doors.

• Inspect gaskets and seals.

• Identify excessive filter loading.

• Recommend changes in filter type or replacement frequency when appropriate.

• Record filter sizes and quantities for each piece of equipment.

• Provide replacement filters of the size and rating specified by ReWa or the equipment manufacturer. Where ReWa employees normally replace filters between Vendor PM visits, the Vendor shall document filter condition and provide recommended replacement frequency.

Coils:

• Clean evaporator coils.

• Clean condenser coils.

• Clean heating coils.

• Inspect coils for corrosion and damage.

• Straighten damaged fins where practical.

• Inspect coil connections for leakage.

• Inspect coil insulation.

• Verify adequate airflow through coils.

• Identify coils requiring chemical cleaning or repair.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 14/19

Condensate Systems:

• Inspect and clean condensate pans.

• Clear condensate drains.

• Inspect condensate traps.

• Verify proper drainage.

• Inspect and test condensate pumps where provided.

• Inspect drain piping for leaks.

• Identify conditions that could result in water damage or equipment shutdown.

Refrigeration Systems:

For applicable equipment, the Vendor shall inspect and document:

• Compressor operation and amperage

• Refrigerant piping and insulation

• Refrigerant leaks

• Condenser and evaporator fan operation

• Expansion devices, service valves, and pressure controls

• Safety controls

Refrigerant shall be added only when necessary and shall be documented. Refrigerant leaks shall be identified and reported. Refrigerant repairs shall be performed in accordance with applicable federal and state requirements.

Compressors:

• Compressor operation, amperage, temperature, and vibration

• Electrical connections and terminals

• Refrigerant pressures

• Mounting and oil leakage

• Starting components, capacitors, contactors, and overload protection

• Compressor controls

Fans, Blowers, Belts, Bearings, and Motors:

• Fan blades, blower wheels, shafts, and guards

• Bearings and lubrication points

• Motors and motor mounts

• Belts, pulleys, sheaves, alignment, and tension

• Vibration and fan rotation

• Motor amperage

Belts shall be replaced when worn, cracked, stretched, or otherwise determined to be unserviceable.

Electrical Components:

• Contactors, relays, and capacitors

• Motor starters and overload protection

• Wiring and terminations

• Control wiring

Loose connections shall be corrected. Electrical deficiencies requiring repair beyond routine PM shall be documented and submitted to ReWa for approval.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 15/19

Controls and Thermostats:

• Thermostats and temperature sensors

• Humidity and pressure sensors

• Start/stop controls

• Alarm functions

The Vendor shall verify that equipment responds appropriately to normal control signals. Batteries should be replaced in thermostats and sensors if low.

Dampers, Economizers, Louvers, and Outdoor-Air Systems:

• Outside-air, return-air, and exhaust-air dampers

• Economizer dampers and actuators

• Linkages and seals

• Louvers and outdoor-air intakes

• Screens and backdraft dampers

Dampers shall be cycled and verified for proper operation. The Vendor shall identify dampers that are stuck, damaged, excessively corroded, improperly adjusted, or otherwise unable to perform their intended function. Issues with units requiring repair should be documented and submitted to ReWa.

Make-Up Air Units:

MAU service shall include, where applicable:

• Outdoor-air intake, filters, supply fan, motor, belts, bearings, and fan wheel

• Dampers and actuators

• Gas valves and safety controls

• Controls and louvers

• Cabinet condition, insulation, drainage, and corrosion

The Vendor shall perform combustion testing when appropriate for the equipment and shall document test results. Any unsafe combustion condition shall be immediately reported to the Facility Supervisor immediately.

The Vendor shall verify that MAUs are operating at appropriate airflow and temperature conditions.

Where practical, the Vendor shall document supply-air temperature, return/space temperature where applicable, outdoor-air temperature, static pressure, fan speed, motor amperage, airflow or calculated airflow, heating operation, and cooling operation where applicable.

Exhaust and Ventilation Equipment:

The Vendor shall inspect applicable exhaust and ventilation equipment serving process areas, buildings, electrical rooms, chemical rooms, laboratories, offices, and other ReWa facilities listed.

• Fan operation, motor, bearings, belts, pulleys, fan wheel, and shaft

• Electrical components, dampers, louvers, and duct connections

• Flexible connections, corrosion, mounting, guards, and backdraft dampers

• Controls and operating condition

Wastewater Environment and Corrosion Control:

Because HVAC equipment at WRRFs may operate in corrosive and high-moisture environments, the Vendor shall specifically inspect equipment for:

• Corrosion, rust, and deteriorated coatings

• Corroded electrical connections and fasteners

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 16/19

• Deteriorated cabinet panels and coil fins

• Corroded refrigerant and gas piping

• Corroded fan components

• Chemical exposure

• Hydrogen sulfide or other wastewater-related environmental impacts

The Vendor shall identify equipment that requires corrosion mitigation, protective coatings, replacement, or relocation. ReWa typically requires coil coatings for all HVAC units at WRRFs such as Infiniguard or equivalent.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 17/19

COST FORM:

HVAC AND MAU PREVENTATIVE MAINTENANCE AND REPAIR

SERVICES

ANNUAL PREVENTATIVE MAINTENANCE – INDIVIDUAL WRRF PRICING:

The Vendor shall provide a separate annual lump-sum preventative maintenance price for each WRRF listed below.

The annual PM price shall include all labor, supervision, normal tools, equipment, transportation, consumables, and incidentals necessary to perform the specified preventative maintenance.

No. WRRF Annual PM Lump Sum

1 Durbin Creek WRRF $________________

2 Georges Creek WRRF $________________

3 Gilder Creek WRRF $________________

4 Lower Reedy WRRF $________________

5 Marietta WRRF $________________

6 Mauldin Road WRRF $________________

7 NGU WRRF $________________

8 Pelham WRRF $________________

9 Piedmont Regional WRRF $________________

10 Pump Stations $________________

TOTAL ANNUAL PM PRICE – ALL WRRFs $________________

The Vendor shall not combine multiple WRRFs into a single PM price. Each WRRF shall have a separately identifiable annual PM price.

ADDITIONAL PREVENTATIVE MAINTENANCE:

Service Unit Unit Price

Additional PM Visit – HVAC Per WRRF/Visit $____________

Additional PM Visit – MAU Per WRRF/Visit $____________

Filter Replacement Labor Per Visit $____________

Coil Cleaning Per Unit $____________

Additional Diagnostic Inspection Per Visit $____________

REPAIR LABOR RATES:

Repair labor shall be charged at the following rates:

Service Unit Rate Technician Normal Business-Hour Repair Hour $____________ Technician After-Hours/Weekend Repair Hour $____________ Technician Emergency Response Hour $____________

Travel time shall not be charged unless specifically approved by ReWa.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 18/19

MATERIAL AND PARTS PRICING:

Item Vendor Pricing Parts/Materials Markup ________ % Refrigerant Markup ________ % Equipment Rental Markup ________ %

Parts and materials shall be supported by invoices or other documentation upon request by ReWa.

EMERGENCY RESPONSE:

Requirement Vendor Response Normal Business-Hour Response ________ hours After-Hours/Weekend Response ________ hours Holiday Response ________ hours Emergency Service Call Fee $____________ 24-Hour Emergency Contact ____________________________ Emergency = Respond within 2 hours.

RFP 608 HVAC and Make-Up Air Unit Preventative Maintenance and Repair Services 19/19

INSTRUCTIONS TO RESPONDENTS

1. All aspects of this solicitation shall be governed by the Procurement Code adopted by ReWa.

2. Response amendments thereto or withdrawal requests received after the time advertised for opening will be void regardless of when they were mailed.

3. Attach complete specifications for and permitted substitutions offered, or when amplification is desirable or necessary.

4. If specifications or descriptive papers are submitted with the response, enter respondents name thereon.

5. If applicable, unit prices shall govern over extended prices, and written out prices shall govern over numeric prices, unless otherwise stated in notice.

6. Responses must be based upon payment 30 EOM. Discounts for payment in less than thirty (30) days will not be considered in making award.

7. In case of Respondent’s default ReWa reserves the right to purchase any or all items/services in default on open market, charging Respondent with any excessive costs.

8. The right is reserved to reject any response in which the delivery time indicated is considered sufficient to delay the operation for which the goods/services are intended.

In compliance with solicitation, and subject to all conditions, thereof, the undersigned offers and agrees to, if this response is accepted.

Below listed Addenda (if applicable) is hereby acknowledged:

1. 4.

2. 5.

3. 5.

Company Name:

Phone: Fax:

Address:

Response signed in writing by:

Signature:

Printed Name:

Title:

Response Date: