RFP Chiller Preventative Maintenance 24.pdf

Alamance-Burlington School System Central Offices

1712 Vaughn Road Burlington NC 27217

Request for Proposal

2024 - 2025 Service Agreement for HVAC Chiller Preventive Maintenance - Trane and Carrier

Optional Renewals

2025 - 2026 Service Agreement for HVAC Chiller Preventive Maintenance – Trane and Carrier 2026 - 2027 Service Agreement for

HVAC Chiller Preventive Maintenance – Trane and Carrier

October 28, 2024

IMPORTANT NOTICE TO ALL BIDDERS / PROPOSERS: Alamance-Burlington School System reserves the right to disqualify incomplete proposals, waive minor defects, as it deems applicable, in the written proposals, to request additional information from any respondent, change or modify the scope of the project at any time, without any penalty, negotiate terms with one or more of the respondents, reject any or all proposals, without a penalty, and take any steps necessary to act in ABSS’s best interest. Bids / proposals will not be considered for award if received by Alamance-Burlington School System after the official closing date and time.

A. INVITATION TO BID

Alamance-Burlington School System 2024 - 2025 Service Agreement for HVAC Chiller Preventive Maintenance - Trane and Carrier

The Alamance-Burlington School System is requesting sealed bids for HVAC chiller preventative maintenance for Trane and Carrier. Qualified contractors are invited to bid this project as outlined in this RFP. Bidders may bid one, any, or all sites. Bidders may be awarded all or a combination of selected sites. Sealed bids will be accepted on or before December 9, 2024 until 12:00 PM. Electronic bids will not be accepted. All terms must remain effective until the end of contract.

FORM OF PROPOSAL

Contractors should submit an original and two (2) additional copies of their complete proposal and completed Bid Form and other necessary documents by 12:00 PM on December 9, 2024 in a sealed envelope or package clearly marked: “HVAC Chiller Preventive Maintenance”. Bids will be opened at 12:30 PM December 9, 2024 in the Operations Department.

The address: 1712 Vaughn Road, Burlington, NC 27217.

All questions and concerns should be sent via email to rfp@abss.k12.nc.us. Responses and/or questions should be sent to this email with “HVAC Chiller Preventive Maintenance” as the subject line. The deadline for questions is November 15, 2024 at 1:00 PM. Any responses will be sent to all vendors that are included in the email list. If you choose to be part of the email response list, please email the above email address with “HVAC Chiller Preventive Maintenance” on the subject line.

The winning bid will be chosen on its merit consisting of cost, bidder’s reputation, references, bidder’s proximity to Alamance County, prior experience performing HVAC chiller preventative maintenance at school sites, and the ability to meet the district’s time schedule, service after-the-fact and the best all- around interest to the Alamance-Burlington School System.

The Alamance-Burlington School System reserves the right to reject any or all bids and to accept the bid which appears to be in the best interest of the district, even if the bid is not the lowest. The Board reserves the right to waive any formalities in, or reject, any or all bids or any part of any bid. Any bid may be withdrawn prior to the scheduled time for the opening of bids.

Any bid received after the time and date specified shall not be considered. The Board also reserves the right to negotiate with a bidder when all bids exceed the budgeted appropriation.

mailto:rfp@abss.k12.nc.us

B. PROJECT DETAILS

1.

Pre-Bid Site Visits There is no pre-bid meeting for this project.

BID PROPOSAL.

(The rates submitted will be for the period of July 1, 2024 through June 30, 2025 and are eligible for renewal.):

Scope of Work

HVAC Chiller Preventive Maintenance - Trane (SA) and Carrier - Contractor must carry appropriate licenses and manufacturer's certifications providing authorization to perform scheduled programmed maintenance on chillers. Contractor must provide a written report for each scheduled P.M. outlining satisfactory / unsatisfactory conditions of the chiller. Contractor will perform preventive maintenance tasks BOTH in conformance with manufacturer's recommendations AND the attached checklist. Contractor providing scheduled programmed maintenance must also be capable of performing chiller installation and repair. Chillers will be serviced once per year.

Annual Preventive Maintenance Procedure for Air-Cooled Chillers

● Inspect units for proper operation and inspect for excess vibration. Run system diagnostics test, if applicable.

● Inspect unit for refrigerant and oil leaks.

● Perform spectrochemical analysis on compressor oil. Check refrigerant in sightglass.

● Check compressor oil level in sightglass, if applicable.

● Check contactors, sensors, and mechanical safety limits.

● Check electrical wiring and connections, tighten as needed.

● Check unit components for corrosion.

● Check crankcase or unit heater operations.

● Check pressure drop across driers and refrigerant pressures.

● Inspect and clean coils.

● Inspect fans for bent, fractured blades or imbalances.

● Lubricate shaft bearings and motor bearings as required.

● Clean debris from around the chiller.

● Complete maintenance checklist and report deficiencies.

Service Description

Provide proposal (including all labor, materials, and taxes) to perform preventative maintenance on Alamance-Burlington School System Trane and Carrier brand chillers listed in Exhibit B. See Exhibit B for chiller quantities, manufacturer name, location, unit model and serial number.

Pricing shall include manufacturer prescribed preventative maintenance on air-cooled chillers per the listed procedure at minimum. Submit a proposal complete with this form, preventative maintenance procedure, manufacturer's certification(s) and pricing breakdown as appropriate for brands that your company is certified to perform this service.

2. Bidders must be able to meet the minimum insurance requirements listed below:

1. Worker’s Compensation Part One: Worker’s Compensation Bodily Injury by Accident $100,000 each accident Bodily Injury by Disease $500,000 policy limit

Bodily Injury by Disease $100,000 each employee Statutory Part

Two: Employers Liability

2. General Liability $1,000,000 per occurrence $2,000,000 policy aggregate

3. Auto Liability Combined Single Limit Combined Single Limit $1,000,000 per accident Uninsured Motorists $1,000,000 per accident

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C. EXHIBIT A: ALAMANCE-BURLINGTON SCHOOL SYSTEM BID FORM

Company Name:

Street Address:

Telephone Number:

Fax Number:

Email:

Qualifications Number of Years in Business: _________ Number of Local Service Employees: ______

Three references from school systems or corporate customers:

1. __________________________________________ ____________________________ Reference School/Corporate Name Contact Person Address Phone

2. __________________________________________ ____________________________ Reference School/Corporate Name Contact Person

3. __________________________________________ ____________________________ Reference School/Corporate Name Contact Person

Signature: ________________________________________________________________

Printed Name:______________________________________________________________

Date: ____________________________________________________________________

This bid must be signed by a person authorized to legally bind the bidder.

D. EXHIBIT B: CHILLER LISTING

Location Manuf. Model # Serial # Tonnag e

B. Everett Jordan Elementary Carrier 30GXN135-A-650KA 1803F29727 135 Eastern High Carrier 30GT-170-610FC 5095F83033 170 EM Yoder Elementary Carrier 30GT-040-610JC 4798F85533 40 Graham High Carrier 30GT-170-610FC 0196F84081 170 Graham Middle Carrier 30GB-150--550AA Y982965 160 Hillcrest Elementary Carrier 30GT-250-600AJ 0893F35655 250 South Mebane Elementary Carrier 30RAP0355DC0F1J4 2723Z76381 35 Southern Middle Carrier 30RAN040-611D7 2905Q4319 40 Southern Middle Carrier 30RAN040-6-D5 2905Q04321 40 Turrentine Middle Carrier 30RBF13064-LPG5K 5023Q95974 130 Turrentine Middle Carrier 30RBF13064-LPG5K 5023Q95846 130 Western High Carrier 30GT-170-610FC 0196F84110 170 Western Middle Carrier 30RBF21064-LPG5K 5023Q95851 210 Williams High Carrier 30XVB1606M4056DD2-1 3921Q97849 150 Williams High Carrier 30RBF13064-LPG5K 5023Q95872 130 Williams High Carrier 30RBF13064-LPG5K 5123Q95877 130 Williams High Carrier 30BF16064-LPG5K 5023Q95956 160 Admin Office Trane RTAA080AYK01A3D0ABG U99A05470 80 AO Elementary Trane CGAM 70F 2R03 AXD2 U19C73767 70 AW Elementary Trane RTAA110AYF01A1C0ABF U96G35995 110 CTEC Trane CGAM110A2C02AXD2 U10M20171 110

Eastlawn Elementary Trane

RTAC140AUT0NUAFNL1TY1T

DLNN0NN11CR0CXN U10G08000 140

EM Holt Elementary Trane

CGAFC50EAKA1L000F000000

0000W00 C06A00642 50

EM Holt Elementary Trane CGAM070A2R03AXD2 U19C73769 70 EM Holt Elementary Trane CGAM070A2R03AXD2 U19C73768 70 EM Yoder Elementary Trane RTAA1004XF01A3C0ABF U96G35994 100 Garrett/Hawfields Trane RTAA2404XT01A3D0BGN U99G09882 240 Garrett/Hawfields Trane RTAA2404XT01A3D0BGN U99G09881 240

Garrett/Hawfields Trane

RTAC 2004

U1MNUAFNN1TY1DDB

NN5TA10CR0EXN U22C01629 215

Grove Park Elementary Trane

RTAC155AUR0NUAFNN1TY1T

DNNN5EN10CR0EXN U10D07138 155

Haw River Elementary Trane CGAFC504ANA1L000F C08A00837 50 Newlin Elementary Trane RTAA1254YT01A3LOGMBP U07E04138 125

North Graham Elementary Trane

RTAC1404UZ0HUAFNN1WY1

TDBNN5TN11AN0EXN U14L00722 140

Smith Elementary Trane RTAA2404XG01A100BOG U94J24282 240 South Graham Elementary Trane CGAM 030A 2R03 U19C73772 30 South Mebane Elementary Trane GCAM052A2W03AXD U21H02371 52 Southern Middle Trane RTAA0904XHOLA3D2ABDN U97C09543 90 Southern Middle Trane RTAA0904XHOLA3D2ABDN U97C09189 90 Western High Trane CGAM052F2R03AX02 U19C73770 52 Western Middle Trane CGAM060F2R03AXD2 U19C73771 60 Woodlawn Middle Trane RTAA2704XT01A3D1BZGMQ U00K04464 270