Statement of Work -IFB Facilities HVAC 4_25 (1).pdf
PDF 149 KB Posted
- Attached to
- HQ, HVAC Service
- Solicitation number
- IFB 25-102 RM
- Issued by
- Denver County, Denver City, Colorado
About this file
This Statement of Work (SOW) is for the Colorado Department of Transportation (CDOT) Facilities Branch, detailing HVAC service requirements for multiple CDOT headquarters and managed buildings across Colorado. The contract covers comprehensive HVAC maintenance and repair services for seven different locations in Denver, Golden, Aurora, and Watkins, including two-story and multi-building sites with diverse HVAC systems such as rooftop units (RTUs), boilers, evaporative coolers, and building automation systems. The contractor will be responsible for periodic repairs, emergency response, initial inspections, preventative maintenance, and replacement of HVAC units and components, with an emphasis on maintaining optimal performance according to manufacturer specifications.
The contract is structured as an option-year agreement where the contractor must provide all necessary parts, materials, tools, equipment, and manpower to complete the work. All repair parts must be new and unused, with the contractor responsible for replacing motors, compressors, and associated devices like controls, sensors, and filters. The maintenance tasks include comprehensive checks such as refrigerant levels, electrical connections, safety controls, capacitor inspections, and operational verifications. The contractor will invoice CDOT monthly, with invoices due by the 15th business day of the following month, and must provide backup documentation for all charges. The SOW emphasizes detailed reporting, emergency responsiveness, and adherence to manufacturer maintenance guidelines across the specified CDOT facilities.
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| File | Type | Posted |
|---|---|---|
| IFB 25-102 RM, HQ HVAC Service.pdf |
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Text version
Statement of Work For HQ Buildings HVAC (Standard Contract)
1. Contract Description
This Statement of Work (SOW) is for Heating, Ventilation and Air Conditioning services to Headquarter Managed buildings. Headquarter Managed buildings are currently located at:
1. 2829 W. Howard Place, Denver, CO 80204
a. 2 RTU. 167.5 tons
b. 2 Boilers
c. Controls 108 vav’s and 106 fpvav’s
2. 425 Corporate Circle, Golden, CO 80401
a. 17 RTUs – ranging from 3 ton – 10 ton
3. 4670 Holly Street, Denver, CO 80216
a. 28 RTUs - ranging from 3 ton – 12.5 ton
4. 2300 W. 11th Avenue, Denver, CO 80204
a. heating b. evaporative cooler
5. 1346 Tower Road, Aurora, CO 80011 (2 buildings)
a. 3-evaporative cooler’s
b. heat
6. 18500 E. Colfax Avenue, Aurora, CO 80011 (2 buildings)
a. Cooling. 2 mini splits at radio tower bldg. no cooling at geo
b. heating
7. 5126 Front Range Parkway, Watkins, CO 80137
a. RTU
b. Boiler
The contractor is responsible for performing periodic repairs (including emergency response) of all included HVAC units. The contractor will report on each repair status and all work performed. For the purpose of this document (the HVAC unit) will include all items necessary to provide Heating, Cooling, and Ventilation to the facility.
The Contractor must be available to respond to emergency outages related to issues with the HVAC units at listed locations. The Contractor must troubleshoot, isolate the source of failure, and provide replacement parts and resolution to the outages.
At life expectancy, the contractor is responsible for replacement of failing units, inspections after installations and all preventative maintenance during the warranty period.
2. Deliverables
The contractor shall provide the following Goods/Services that are required to be delivered to CDOT as part of the Work (each a “Deliverable”):
# Deliverable Estimated Delivery Date
1. Initial Inspection of any new HVAC Units installs Routine Preventative Maintenance for new installs
Within 2 months of award
Manufacturer recommended preventative maintenance during warranty period
2. Repairs of any defective units or parts not warranty
As needed, costs and timeframes are approved by CDOT before work is completed
3. Emergency response and Repairs As needed, at the request of CDOT
4. Response and repairs of Tridium Niagara Building Automation Controls and Clockworks Analytics – for HQR1 building. Checks control actuators on vav’s and fpvav’s
As needed, at the request of CDOT
2. Contractor Responsibilities
During the contract term, the Contractor shall furnish all parts, materials, tools, equipment, manpower, and consumables to complete the work. Potential vendors will provide a fixed price for the preventive maintenance needs identified in the list. Since this will be an option-year contract, all Repair parts used by the Contractor will be new and unused. The contractor is responsible for all repairs and or replacement of motors and/or compressors as needed. The responsibilities shall not be limited to the major components of the equipment listed. Still, they shall include all appurtenant devices and systems that are related to the equipment (e.g., controls, sensors, compressors, pumps, fans, etc.). The responsibilities shall include all filters and media associated with the HVAC units including, but not limited to, pre-filters, frame filters, pouch filters, fan coil filters, automatic roll-type filters, etc. during the warranty period for new installations.
Contractor shall provide the following Services and/or Goods under this Contract:
A. Deliverable #1 - Initial Inspection of all new installation of HVAC Units Inspection of any newly installed HVAC units at any listed location and initial basic routine preventative maintenance inspection tasks during the warranty period.
Routine manufacturer preventative maintenance inspection tasks may include:
● Check for adequate refrigerant charge
● Check and tighten electrical connections at equipment if needed
● Check voltage at unit under load.
● Check blower belt for condition, tension, and alignment. Replace as necessary.
● Check all safety controls.
● Inspect contactor points.
● Check lockout control.
● Inspect evaporator coil cleanliness.
● Inspect starting capacitor.
● Inspect running capacitor.
● Check for vibration and noise.
● Inspect relays.
● Make recommendations of any needed repairs to the system
● Unit will be kept working at optimal manufacturer specifications for performance and temperature output.
● Remove evaporative cooler media clean condenser coils.
● Reinstall evaporative cooler pressurize system verify operation
● Check economizer operation on all units
● Drain evaporative cooler system winterize system
● Check HVAC controls for proper setting and any adjustments
● Perform operational check on heating system to ensure proper operation based on operational instructions by the manufacturer
● Make recommendations of any needed repairs to the system
● Clean, adjust, repair and replace thermostats as needed
● Perform regular routine maintenance on heating sources as described by the manufacturer
● Type of refrigerant
B. Deliverable #2 - Repairs of any defective units or parts Respond to service calls impacting the HVAC unit's ability to operate at optimal levels identified and reported by CDOT’s monitoring of the HVAC units. Identify parts needed above and beyond normal preventative maintenance replacement parts.
All parts must be provided, new and unused, and installed according to manufacturer requirements. The contractor should provide all parts and services needed to complete the appropriate repair.
C. Deliverable #3 - Emergency Response and Repairs If an issue is identified by CDOT and reported outside of typical business hours, then the contractor is expected to respond with parts and services to restore HVAC units to full functionality. Typical business hours for the purposes of this contract are considered Monday through Friday, 7:00 am to 5:00 pm. Emergency response would also include response on any Monday through Friday that is a designated state holiday. This deliverable only differs from Deliverable #3 if response and repair are needed urgently outside of typical business hours.
D. Deliverable #4 - Tridium Niagara Building Automation and Clockworks Analytics for HQR1 Building
Respond to service calls related to the BAS and Clockworks Analytics that impact the HVAC unit's ability to operate at optimal levels identified and reported by said systems or CDOT personnel monitoring the HVAC units. Identify parts needed. All parts must be provided, new and unused, and installed according to manufacturer requirements. The contractor should provide all parts and services needed to complete the appropriate repair.
4. CDOT Responsibilities
CDOT will provide access to buildings and areas housing HVAC systems.
5. Deliverable Acceptance Process
Each Deliverable shall follow the Deliverable submission process as follows:
A. The contractor shall submit each Deliverable to CDOT for review and approval.
B. CDOT will review the Deliverable and may direct the Contractor to make changes to the Deliverable. The contractor shall make all requested changes within five (5) Business Days following CDOT’s direction to make the change unless CDOT provides a longer period in writing, which cannot be after the end of the term of the Contract.
C. Once CDOT has received an acceptable version of the Deliverable, including all changes directed by CDOT, CDOT will notify the Contractor of its acceptance of the Deliverable in writing. A Deliverable shall not be deemed accepted prior to CDOT’s written notice to the Contractor of its acceptance of that Deliverable.
D. Payment Process
The contractor shall invoice CDOT on a monthly basis, by the fifteenth (15th) Business Day of the month following the month for which the invoice covers. Invoices shall identify the Original Contract Routing No. The contractor shall not invoice CDOT for a month prior to the last day of that month. The contractor shall provide backup documentation supporting all charges listed on each invoice at the request of CDOT. The contractor shall submit invoices to the following address:
Colorado Department of Transportation (CDOT)
CDOT Facilities Branch
2829 W. Howard Place
Denver, CO 80204
Phone: 303-757-9633
E-mail: cdot_HQfacilitiesbranch@state.co.us mailto:cdot_HQfacilitiesbranch@state.co.us
Statement of Work For HQ Buildings HVAC (Standard Contract)
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