RFQ27006934 SOW - RIARNG HVAC Maintenance and Repairs.pdf

2021-1 Page 1 of 11 Revised 4/9/2026

RFQ – AGENCY SOLICITATION SPECIFICATIONS

HEADER: RFQ27006934

TITLE: RIARNG HVAC MAINTENANCE AND REPAIRS

SECTION A: BACKGROUND

The Rhode Island Army National Guard (RIARNG) is seeking to establish a comprehensive Heating, Ventilation, and Air Conditioning (HVAC) preventive maintenance program for multiple facilities. The purpose of this program is to provide routine inspection, testing, servicing, and maintenance of HVAC equipment and associated systems to maximize equipment life expectancy, maintain reliable and efficient operation, and reduce the likelihood of unexpected equipment failures.

A structured preventive maintenance program will assist in identifying potential deficiencies before they result in system malfunctions or failures, thereby mitigating equipment downtime, minimizing disruptions to facility operations, and reducing the need for costly emergency repairs. Regular maintenance will also help ensure equipment operates in accordance with manufacturer recommendations and at optimal performance levels.

This contract will provide the preventative maintenance, inspection, testing, repair, and related services necessary to support the continued reliability and functionality of the HVAC systems at the identified facilities.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

1. Scope of Work

The Vendor shall provide all necessary labor, materials, and equipment to perform comprehensive Heating, Ventilation, and Air Conditioning (HVAC) preventative maintenance and repair services at 100% federally reimbursed facilities managed by the Rhode Island Army National Guard (RIARNG) Facilities Management Office (FMO).

Services include maintenance, repair, replacement, and calibration of HVAC systems and their components, including gas-fired boilers, radiant tube heaters, electric heaters, heat exchangers, hot water systems, boiler pumps and Variable Frequency Drives (VFDs), Variable Refrigerant Flow (VRF) systems, Air Handler Units (AHUs), Rooftop Units (RTUs), Fan Coil Units (FCUs), Makeup Air Units (MAUs), Energy Recovery Ventilators (ERVs), Chillers, cabinet heaters, ductless split unit air-conditioning and heat pumps, unit ventilators, pipe and duct insulation, duct work repair and maintenance of various sizes, and assorted thermostatically controlled devices.

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The vendor must have the ability to interface, program, adjust, and calibrate Building Management System (BMS) controls associated with each facility.

Service Category Description Preventative Maintenance (PM)

Scheduled recurring inspections, checks, and services to ensure optimal performance and longevity of HVAC systems.

See section 1.1 for tasks and frequency.

Troubleshooting Diagnostic services to identify the root cause of HVAC system issues found during PM or upon request from the Agency to include immediate efforts to resolve issues through tech labor. Any unresolved issues after PM and Troubleshooting shall be written up in a detailed service report and paired with a matching scope of work with quote to fix and resolve the issues.

Repair Services Corrective actions, including parts replacement, equipment and system adjustments, to restore HVAC systems to fully operational status. Repairs include all labor, equipment, parts, materials, specialized tools, and expendables needed in the course of work.

Non-emergency repairs shall have a quote approved as a Change Order prior to any repair work commencing beyond what can be accomplished through troubleshooting and PM tech service.

Modifications, Modernizations

Category of HVAC equipment and component repair-by-replace versus repair with existing make/model which may be obsolete or otherwise unsupported. Includes additional components or modifications to the existing system setup to allow for more optimal performance and longevity of HVAC systems.

New System Installations

New installations for HVAC Systems for any future building additions must be put out by the Agency through State Bid process

Retro- Commissioning

A by-piece equipment service report summary with quote, as to the condition of the HVAC system, equipment, and components.

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1.1. Preventative Maintenance Schedule: The Vendor shall perform the following scheduled maintenance tasks:

• Quarterly Service: Change filters, inspect and tighten belts, check thermostat calibration, and verify system control sequences are working properly. Wipe clean and disinfect registers and intakes. Quarterly PM services must be completed within the 15-day window of seasonal changes, as listed:

• Spring – Semi-Annual Service May 1 – May 15

• Summer – Quarterly Service July 5 – July 20

• Fall – Annual Service October 5 – October 20

• Winter Quarterly Service December 1 – December 15

• Semi-Annual Service (Spring & Fall): Includes all quarterly tasks, plus clean evaporator and condenser coils, clear drain lines, and inspect electrical connections.

• Annual Service: (Fall Service) Includes all semi-annual tasks, plus: lubricate motors and bearings, check refrigerant levels, and conduct a full system diagnostic test for operational efficiency and safety. Visually inspect internal ductwork, document with photographs, and make recommendations to clean if needed.

• During PM, if equipment is found to not operate correctly or is inoperable, then troubleshooting services will commence. Estimated repair costs including parts and labor totaling more than $2,500 per building will need to be quoted then approved as a Change Order prior to repairs being made. Repairs below $2,500 will be performed straight away and separately invoiced from the PM service invoice.

• The vendor shall provide and affix maintenance tags for each piece of equipment.

Service tags shall be filled out each time a piece of equipment is maintained or repaired. Service tags must be legible and include the date and technician’s name printed on the tag. Tags may be attached to outside of cabinet or adjacent piping and reused as space allows. Vendors will not remove / discard existing tags.

• Air filter media materials will be furnished by FMO to the vendor. The replacement date will be written in MM/DD/YY format on each item in permanent marker by Tech.

• A spare belt will be kept inside equipment housing and used during replacement; new belt furnished by FMO will replace the used spare by Tech.

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1.2. Facilities by Location: The Vendor shall perform maintenance tasks at the locations listed in Appendix A:

• Camp Fogarty, East Greenwich

• Combined Support Maintenance Shop (CSMS), Building #305

• United States Fiscal and Purchasing Office (USPFO), Building #235

• Rigger Support Facility, Building #216

• SimCenter, Building #214

• Quonset Air Base, Army Aviation Support Facility (AASF)

1.3. Seasonal Change Over: All RIARNG HVAC systems will be made ready to transition to the upcoming season:

• Winter Heating Season transition period starts on October 5 and is completed no later than October 20 each year. All HVAC systems under this contract are to be ready to provide heat for the buildings and maintain 68°F - 70°F, plus or minus 2°F.

• Summer Cooling Season transition period starts on May 1 and is completed no later than May 15 each year. All HVAC systems under this contract need to be ready to provide cooling via its fully operational central air conditioning system, maintaining 70°F - 72°F, plus or minus 2°F.

• Cooling is based on factors of outside temperature, relative humidity, building orientation, insulation, and solar gain. A reduction of more than 25% of outside temperature is acceptable for consecutive multiday heatwaves exceeding 96°F.

• FMO will be critical to Unit operations which negate HVAC performance such as prolonged opening of overhead doors or hangar doors: Vendors will not be held responsible for meeting standards under these Unit operational environments.

2. Labor, Time, and Rate

2.1. Time and Response

• RIARNG FMO standard business hours are based on a Condensed Work Schedule (CWS), Tuesday through Friday, 7:00 AM to 5:30 PM EST, excluding federal holidays. CWS does not preclude working Mondays, however prior coordination by FMO with Unit personnel at each facility is required. FMO will accommodate and prioritize Vendor’s work schedule as much as logistically possible with support from Unit personnel.

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• Response Time: The Vendor must acknowledge all calls for service within an hour of initial phone contact. The vendor’s workforce must physically respond onsite to troubleshooting / routine service calls within four (4) hours, and within two (2) hours for emergency service calls. Calls for troubleshooting / routine service made after 12:00pm may be scheduled for the following morning and planned as the vendor’s first service call of the day.

• Emergency services are defined as situations involving a critical system failure that jeopardizes personnel health, life, and safety, or endanger real property or military assets. Emergencies are called in by phone to the vendor’s service department upon written authorization from State Purchasing to FMO. Email communications will follow to document the emergency between FMO and vendor points of contact.

2.2. Labor Rates and Material Markups

Fully burdened hourly bill rates listed in Appendix B, “HVAC Bid Sheet”, shall apply for the duration of this contract. Bill rates are inclusive of all wages, insurance, and overhead.

Overtime Rate: Applies to work performed outside of standard commercial business hours, 7:00am – 4:00pm, or if a called-in service can be resolved same day with additional time.

Holiday or Emergency Rate: Applies to work performed on federal holidays or for called-in troubleshooting and repair response for authorized emergencies.

3. Materials, Tools, and Equipment

3.1. Materials

HVAC air filter media and belts for scheduled PM services will be furnished by FMO.

Any additional materials needed for PM services will be furnished and coordinated by vendors.

All parts and materials required for maintenance or repair by vendor shall be billed to the Agency at the Vendor's wholesale cost, plus annotated markup percentage listed in Appendix B.

Vendor must obtain prior written approval in the form of a Change Order from the Agency's Facilities Management Office for any single material purchase or repair exceeding

$2,500. Invoices must include copies of original supplier receipts for all billed parts and materials.

3.2. Equipment

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The labor rates outlined in Section 2.2, Appendix B, are inclusive of all standard tools and diagnostic equipment required for HVAC services.

The use of heavy or specialized equipment (e.g., cranes, scissor lifts) must be coordinated with and approved by the Agency. Equipment will be billed at lowest cost via Appendix B.

3.3 Tools

Vendor shall furnish all transportation, tools, diagnostic equipment and programming computer hardware, software, firmware, and licenses, necessary to perform the work.

Records of usernames and passwords for RIARNG Building Management Systems (BMS) and HVAC Controls will be kept onsite near network hub or user interface and shared with FMO personnel and the CFMO Energy Manager.

Building Management Systems are not connected to the internet: Vendor will furnish and directly install vetted system software / firmware patches and updates and make quoted recommendations for necessary licensing renewals or hardware upgrades / replacement.

3.4 Warranties

All parts and equipment shall carry manufacturer warranties. Labor warranties shall cover the first 30 days upon installation and proper equipment operation.

3.5 Exclusions

Wall touch-ups such as plastering, patching, and painting are excluded from HVAC scope.

4. Invoicing and Payment �

The Vendor shall submit accurate, itemized invoices via email as a PDF attachment to the RIARNG FMO within 30 days of service with this filename format: Invoice- [Service Date in YYYYMMDD] [building] [type of invoice] e.g.: Invoice- 20260520 AASF RTU-19 Replace Control Board.pdf

Copies of invoices may be uploaded into the State Enterprise Resource Planning (ERP) “Workday” financial system, however all invoices must be submitted directly to the Agency via email for approval and processing for payment release.

Each invoice must clearly separate charges by line for labor (type, number of hours, and rate), materials, and any specialized equipment, per Appendix B. Payment releases will be made in accordance with the State of Rhode Island, Department of Administration, Division of Purchases policy following the receipt and approval of an invoice.

RIARNG is tax exempt; a current tax-exempt certificate will be provided upon request.

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5. RIARNG Business Operations

5.1. Access to Facilities: Requires FMO state maintenance or unit personnel escort to gain access to facilities.

5.1.1 Access to Camp Fogarty requires a valid driver’s license and vehicle registration with proof of insurance for all vehicles. Passengers will be required to show a valid form of ID. Vehicles should have appropriate vendor signage / labeling and are subject to search.

5.1.2. Access to AASF on Quonset Air Base requires a valid driver’s license and vehicle registration with proof of insurance for all vehicles. Passengers will be required to show a valid form of ID. State maintenance or military personnel escorts are required for vehicles to and from the AASF when on base. Visitor badges must be returned to Quonset Air Base guard shack upon exit. Vehicles should have appropriate vendor signage / labeling and will be subject to search.

5.2 Quonset Procedures:

Vendors must report to main front gate at 1 Cripe Street, North Kingstown, RI 02852.

There is no parking on grass, in handicap spots, within fire lanes, or on sidewalks while on base.

Technicians routinely assigned to work at AASF, on Quonset Air National Guard base, may be badged by the Air Guard Security Office to gain access on base without an escort. To receive a base badge, technicians must be sponsored by AASF military personnel, have a valid Real ID, and pass state and national background checks performed by the Rhode Island Air Guard’s Security Office.

Commercial vehicles should have appropriate signage / labeling and are subject to search.

5.3 HVAC Technician and Tradesperson Requirements:

Vendor must have valid Rhode Island mechanical trades relevant contractor licenses (submit copies with bid).

Licenses must be kept current during the contract period.

Vendor is responsible for complying with all licensing or state permits required for types of services. In addition to these license requirements, Vendor, by submission of their bid certifies that all work related to this bid, and any subsequent award shall be performed by an individual holding a valid Rhode Island trade license.

At bid, provide a list of all current vendor staff with their trade licenses and numbers.

Updates to staffing or licenses must be made known to FMO when changes are effective.

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5.4 Inspections, Permits and Fees.

All inspections, permits, and permit fees are to be the responsibility of the vendor.

Vendors must follow State of RI prevailing wage rules. Failure to comply as requested may be grounds for disqualification of bid or termination of contract.

5.5 OSHA

Onsite technicians are to be properly attired. Shirts will either contain company logo, or a company identification badge shall be visibly displayed. HVAC workers are to wear OSHA compliant clothing, safety shoes, and eyewear.

OSHA rules and regulations apply to all HVAC maintenance aspects, with emphasis on Lock Out Tag Out (LOTO) for all energy systems: electrical and potential mechanical / physical.

No smoking within 50 feet of any RIARNG building or military vehicles; designated area only.

6. Retro-Commission

6.1 Retro-commission. A by-piece equipment service report summary with resulting quote for equipment or component repairs or unit replacement, and prioritized / ranked based on need as to the overall condition of a building’s HVAC system, equipment, and components.

6.2 Retro-commission quote. Quote may be processed as Change Order after an annual service report has been completed and a justification is made in writing by the vendor as to the benefit of performing a full or partial retro-commission of a building’s HVAC system.

Intent of a retro-commission is to ensure the HVAC System operation is properly balanced, controlled under the Building Management System (BMS), all equipment has physical mechanical and communication fidelity, and to further identify and recommend future repair-by-replacement, modification, or modernization efforts for HVAC components.

7. Service Reports and Repair Quotes

7.1 Service reports must be accurate for each building. Location information in reports will include building name and/or building number with address (see Appendix A).

7.2 Each building shall have its own separate reports and quotes; Report information and quotes for one building are not to be combined or otherwise intermixed with another.

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7.3 Specific issues with BMS, circuits, units, HVAC equipment or components will be annotated in reports and summarized in the corresponding repair quotes. Technicians are encouraged to provide detailed diagnostics with a summary of issues in service reports.

7.4 Service Reports will be emailed in PDF format as an attachment with the file name format set as follows: Report- [Service Date in YYYYMMDD] [building] [type of service] e.g.: Report- 20260520 AASF Semi-Annual PM.pdf e.g.: Report- 20251209 CSMS Troubleshoot RTU-2.pdf

7.5 Service Repair Quotes will be emailed in PDF format as an attachment with the file name format set as follows: Quote- [Service Date in YYYYMMDD] [building] [type of repair] e.g.: Quote- 20260520 AASF RTU-19 Replace Control Board.pdf e.g.: Quote- 20251209 CSMS RTU-2 Replace Heat Exchanger.pdf

7.6 Point of Contact (POC) information for Vendor must be submitted to Agency at start of contract, updated as necessary. POC info includes name(s), phone number(s) and email.

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BID SUBMISSION INSTRUCTIONS

1. The pricing spreadsheet titled RFQ27006934 Appendix B – HVAC_Bid_Sheet must be completed in full – both tabs; one tab is the HVAC PM Services; and the second tab is the Labor Rates tab.

The pricing for HVAC PM Services for Base Three Year Term must have a price per service and then the total for the base year period, which is required for invoicing purposes. The cost per each is one service per facility. The total cost for base term of three years is the total cost over the three year period for each facility.

The Labor Rates tab is required for repair services. These are the rates that will be included in any quote for repair services. There are not totals included on this tab.

2. The pricing spreadsheet must be attached to the “Attached Document” Section in Ocean State Procures. Failure to upload the pricing spreadsheet as an attachment by bid opening date and time will render the bid non-responsive and will be disqualified.

3. The line items in the solicitation are to be completed as follows:

Line Item 1 – Base Bid – Base Term of Three Years – HVAC PM Services – Provide the total of the pricing for the base term of three years from the HVAC PM Services from the pricing spreadsheet.

Line Item 2 - Option Year 1 - HVAC PM Services - Provide the total of the pricing for Option Year 1 from the HVAC PM Services from the pricing spreadsheet.

Line Item 3 - Option Year 2 - HVAC PM Services - Provide the total of the pricing for Option Year 2 from the HVAC PM Services from the pricing spreadsheet.

4. Failure to provide the line item pricing by bid opening date and time will render the bid non-responsive and will be disqualified.

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Appendix A

– Billing Addresses –

Billing Address, Email:

ng.ri.riarng.list.fmo@army.mil

Please send Quotes, Estimates, Reports, and Invoices in Portable Document Format (PDF). Hyperlinks to company websites may be automatically blocked by .mil email servers.

Billing Address, Postal:

JFHQ, Building #330 c/o FMO

2841 South County Trail

East Greenwich, RI 02818

– Service Locations –

Camp Fogarty 2841 South County Trail

East Greenwich, RI 02818

SimCenter, Building #214 Rigger Facility, Building #216 USPFO, Building #235 CSMS, Building #305

Camp Fogarty has an entry guard shack that requires a valid Driver’s License ID and may request vehicle insurance and registration and/or perform a vehicle search.

Quonset

104 Airport Street North Kingstown, RI 02852

AASF is located on Quonset Air Base.

Entry on base requires valid Driver’s License / ID, and will require proof of insurance, vehicle registration, vehicle search, and an escort on base, provided by FMO or AASF personnel.

Army Aviation Support Facility (AASF) mailto:ng.ri.riarng.list.fmo@army.mil