VH08032026 RFP HVAC Preventative Maintenance Final.pdf

REQUEST FOR PROPOSALS

RFP #VH-08032026

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

Issue Date: August 3, 2026

Contract Officer: Yvonne Henderson (804) 343-5731 email: Yvonne.Henderson@Virginiahousing.com.

RFP Submittal Instruction: Offeror’s proposals and the required Attachments must be uploaded to Virginia Housing ShareFile no later than September 3, 2026, by 5:00 P.M. to:

https://vhda.sharefile.com/r-r10e2b7bba4d24596af4b950d726fcf16 (See Attachment D for instructions).

Questions and inquiries: Must be submitted to Yvonne Henderson by Email:

Yvonne.Henderson@Virginiahousing.com on or before August 24, 2026, at 5:00 p.m.

The email subject line must reference “Q&A - RFP #VH-07312026 HVAC Preventative Maintenance”.

Timeline of Events: (Dates are subject to change).

Events Date RFP Issue and Q &A Open August 3, 2026 Mandatory Site Visit HQ 601 S. Belvidere Street, Richmond, VA 23220 VHC – 4224 Cox Road, Glen Allen, VA 23060

Monday, August 13, 2026, 10:00 a.m. – 11:00 a.m.

11:30 a.m. – 12:30 p.m.

Q & A Close August 24, 2026 Proposal Due September 3, 2026, at 5:00 p.m.

Anticipated Award Date September 13, 2026 Contract Start Date October 1, 2026

Virginia Housing does not discriminate based on race, color, religion, sex, age, national origin, familial status, sexual orientation, gender identity, political affiliation, veteran status, or any other basis prohibited by law.

Virginia Housing does not discriminate against faith-based organizations pursuant to § 2.2-4343.1 of the Code of Virginia.

mailto:Yvonne.Henderson@VHDA.com https://vhda.sharefile.com/r-r10e2b7bba4d24596af4b950d726fcf16 mailto:Yvonne.Henderson@Virginiahousing.com

I. PURPOSE: Virginia Housing is seeking a qualified company to provide heating, ventilation, and air conditioning (HVAC) preventative maintenance and reactive repair services.

II. SCOPE OF SERVICES: The Offeror shall provide to Virginia Housing full comprehensive preventative maintenance and reactive repair services at the following locations:

Headquarters (HQ) 601 S. Belvidere St.

Richmond, VA 23220;

Spring Street Parking Deck 111 Spring Street, Richmond, VA 23220

Virginia Housing Center (VHC) 4224 Cox Rd, Glen Allen, VA 23060; and

Southwest Virginia Housing Center (SWVH) 105 East Main Street, Wytheville, VA 24382.

**** NOTE: The Southwest VA Housing Center has a separate contract for PM and service, however, Virginia Housing has listed this location in the event support is needed.

III. SPECIFICATIONS:

A. Offeror Qualifications and Responsibilities:

1. The following are the minimum qualifications for the successful Offeror. The successful Offeror shall:

a. Be fully qualified to perform the scope of work specified and shall possess demonstrated expertise with water and air‑cooled chillers, cooling towers, pumps, centralized air‑handling units, mini‑splits, split systems, exhaust fans, boilers, hydronic systems, and other systems typically found in a commercial office setting. The contractor shall be a Virginia Class A Contractor with a minimum of ten (10) years of experience.

b. Personnel: Contractor shall provide a qualified service technician with a masters HVAC license or 15 years of experience in large commercial office building maintenance and repair who shall be assigned to Virginia Housing properties and perform these duties. Anyone else performing these duties must meet the requirements or work under the supervision of same.

c. Comprehensive report of qualifications, experience, licenses and affiliations of at least three (3) of the offerors service personnel who would provide the maintenance and repair to the HVAC equipment and would be responding within the response time window.

d. Be able and ready to make emergency and repair service response:

i. 24 hours a day

ii. Seven days a week

iii. 365 days a year

iv. Arrive at the required Virginia Housing specified location within a minimum of two (2) hours of receiving a request from Virginia Housing.

v. In the event the on-call personnel are unable to address an issue on his or her own, additional support shall be available to assist.

vi. All personnel are required to wear Offeror’s company uniforms that display the company’s name and/or logo.

vii. All personnel are expected to adhere to Virginia Housing’s security protocols which include, but are not limited to:

• Sign in and out with security as required.

• Follow directions regarding badge display and usage.

• Do not prop open interior or exterior doors unless express permission is granted by Virginia Housing.

• Accessing areas not relevant to the work being performed is strictly prohibited.

• Violations of security protocols may result in immediate removal from the property. Any violation deemed critical may result in the offender being banned from Virginia Housing property indefinitely.

• Smoking and tobacco use on Virginia Housing property is prohibited.

• Playing music on Virginia Housing property is prohibited unless express permission is granted. If permission is granted, no vulgar or derogatory content will be tolerated.

2. Provide a 24-hour answering service or single point of contact (POC) who shall be specifically assigned to Virginia Housing’s account.

3. Comply with OSHA standards pertaining to the industry, which includes a Lock Out Tag Out program for the control of hazardous energy, ladder safety, PPE, fall protection, etc.

4. Be willing and able to provide Virginia Housing with Safety Data Sheets on all chemicals brought into the facilities.

5. All services shall be performed by qualified service personnel and shall be trained either by a factory or by formal training to work on the equipment list provided by Virginia Housing or what is typically found in a commercial office setting. Upon request by Virginia Housing, evidence of qualifications shall be made available to Virginia Housing.

6. Virginia Housing reserves the right to reject any of the Offerors service personnel who are not adequately trained to perform the service(s) required to maintain or repair the HVAC equipment. This includes the right of Virginia Housing to request the removal of Offeror’s service personnel dispatched to provide service if Virginia Housing determines the individual(s) lacks a clear understanding of the required task(s) or does not have a firm understanding of the technical knowledge to render quality service.

7. The Offeror shall provide an electronic work/service management system that captures the following information:

• Company Name & Information

• Technician name

• Date of service

• Labor hours

• Virginia Housing Work Order number (If applicable)

• Detailed description of service rendered

• Detailed description of parts used

• Photographs

• Refrigerant type and quantity supplied, recovered for reuse and/or disposal

8. Following the rendering of services, the Offeror shall forward the service report(s) via email to Virginia Housing in PDF format. A copy of the service report(s) shall also accompany all invoices. Invoiced submittals that do not include service reports will be rejected at no penalty to Virginia Housing.

9. For more complex projects, the Offeror shall provide a dedicated Project Manager to collaborate with Virginia Housing, and provide updates, schedules, etc.

Frequently, recurring updates are required at intervals set by Virginia Housing in collaboration with the Offeror.

10. Offeror must acknowledge any non-emergency inquiries from Virginia Housing within four (4) hours of the inquiry being made during normal business hours, Monday through Friday. Following the initial acknowledgement, continual updates no more than 24 hours apart (excluding weekends and holidays) are required until a resolution is provided.

• Offeror shall provide a list of their personnel who shall be included in email and phone communications to ensure this requirement is met.

11. Subcontractors:

a. Subcontractors are not permitted for scheduled preventative maintenance. Subcontractors may be used for extensive repairs or replacement of existing equipment or the installation of new equipment.

b. Virginia Housing may disapprove for any reason of the use of any subcontractor without penalty to Virginia Housing.

c. Provide a list of all proposed subcontractors.

12. Offeror shall provide a copy of Certificate of Insurance, including liability limits.

13. Contract default – If Offeror has ever defaulted on a contract, a detailed written explanation is required. Failure to disclose a default is cause of the immediate termination of any agreement.

IV. Building

A. Except for emergencies, the successful Offeror shall not operate or disturb the settings of any valves, switches, or electrical equipment on the service lines to or within the facility except by previous arrangement with and in the presence of an authorized representative of Virginia Housing.

B. The successful Offeror agrees and understands that cell phones and laptops are not permitted in data centers, IT closets, or security offices unless express permission has been granted by Virginia Housing staff for limited usage to support the execution of the Offeror’s services.

C. All non-emergency work at the facility shall be coordinated with Virginia Housing to minimize disruption of daily operations at VHDA.

V. Cleanliness/ Clean Up

A. Daily cleanup is the responsibility of the successful Offeror. During maintenance to and/or replacement of equipment, the area shall be kept neat and clean so as not to be a safety hazard. Work locations in finished areas shall be vacuumed if carpeted, swept if hard-surfaced, and mopped if the hard surface cannot be adequately cleaned with a broom.

B. The Offeror is responsible for providing all materials needed to protect surrounding areas or equipment during a work effort. This includes but is not limited to drop cloths, plastic, painters' tape, zip poles, water containment devices, etc.

C. Upon completion of work, all surplus materials and debris shall be removed from the property, unless Virginia Housing requests the surplus material remain onsite.

VI. Damage Replacement

A. The successful Offeror shall be responsible for repairing or replacing, with Virginia Housing’s approval, any item damaged by his operations within ten (10) working days after notification by Virginia Housing. For systems deemed critical by Virginia Housing, the Offeror shall expedite repairs within 24 hours of notification by Virginia Housing.

B. It shall be the responsibility of the successful Offeror to report to Virginia Housing any damage or concerning conditions found before any work begins at the facility.

VII. Monthly Preventative Maintenance Schedules

A. Preventative maintenance will be determined by following the tasks provided by Virginia Housing and the successful Offeror’s experience, industry standards, equipment application and other factors.

B. Maintenance in all cases shall meet or exceed manufacturers or industry recommendations and specifications for the specific piece of equipment or system.

C. Maintenance shall include all testing equipment, lubricants, transportation, etc. to maintain the continually efficient operation of the equipment.

D. Preventative Maintenance and non-emergency repairs shall be scheduled with Virginia Housing before performing.

E. Virginia Housing provided schedules of minimum preventative maintenance are subject to change. Offeror should be prepared to collaborate with Virginia Housing on best practices.

F. Virginia Housing typically supplies the filters needed to perform preventive maintenance on the equipment. However, if requested, the Offeror shall be prepared to provide filters that meet Virginia Housing’s requirements for both type and quality.

VIRGINIA HOUSING

HVAC PREVENTIVE MAINTENANCE-- HQ

JANUARY

Check Pumps Action

1. Check visually- record amps and voltages Pumps 1--11

Computer Room Quarterly Inspection

Action

1. Record refrigerant pressure

2. Record temperature drop across evaporator

3. Record condenser coil cleanliness

4. Record amps on condenser fan, evaporator fan, compressor and heat

5. Clean condensate drain, blow out, replace water filter

3rd floor men’s room closet for CRAC#2—CRAC #1 Under unit

6. Check humidifier amp draw

7. Adjust belt tension as needed

8. Tighten all electrical connections

9. See Quarterly tasks

Pre-filter Change AHU

#1 Action

1. Vacuum debris

2. Change Pre-filters

3. Check Ops

Ductwork Smoke dampers

Visual check for leaks and operation

Air compressor visual MINI-SPLITS Check operation- insp filter and clean if needed

Pre-filter Change AHU

#2 Action

1. Vacuum debris

2. Check operation

3. Change Pre-filters

HVAC PREVENTIVE MAINTENANCE--HQ

FEBRUARY

Computer Room – monthly Visual

Action

1. Check drain pan

2. Check for signs of leaks- check sight glass

3. Change air filters in both units

4. Check humidifier clean if needed

5. Change belts

6. See Monthly tasks

Pre-Filter Change Air Handler #1

Action

1. Change pre-filters

2. Vacuum debris

3. Perform during weekend—visual inspection supply and return fans- Bag Filter Action

1. Change during the weekend

2. Vacuum clean debris

Pre-Filter Change Air Handler #2

Action

1. Change pre-filters

2. Vacuum debris

3. Grease fan bearings and motor

Belt Replacement Action

1. CRAC UNIT 1 & 2

2. Air Handler # 2

BELTS & GREASE 3. All exhaust fans (see attached list)

Chill water coil Action

1. Clean coil, clean pan, change pan tabs--weekend work

Clean CW Strainers Action

1. Clean water strainers at the condenser pumps

AHU-1 Supply Fan Inspection –

Action

1 – check belts and grease motor and fan bearings BAROMETRIC FANS Check barometric fans bld. pressure controls

Return Fan Inspection – Action

1.grease motor Ahu-1 and 2 1.Visual check on damper actuators for-air leaks and operation 2.Visual on freeze-stats for cap tube rub and operation Air compressor 1.visual Refrigerant monitor 1. Check operation-calibrate sensor if needed

Auxiliary mail room

1.Check operation

Cooling Tower – Action

1. Check operation

2. Perform visual inspection vfd’s

3. Check sump heaters connections, amps and associated controls

4. Check amp draw -North tower- Note speed

5. Check amp draw- South tower- Note speed

Check Amperage Draws for Fans

Action

1. Record draws on fans Voltage AMPS L1 L2 L3 % loaded Supply Fans #1 _____ _____ _____ _____ Fans #2 _____ _____ _____ _____ Fans #3 _____ _____ _____ _____ Return Fan #1 _____ _____ _____ _____ Fan #2 _____ _____ _____ _____ AHU #2 Fan #1 _____ _____ _____ _____

EXHAUST FAN EQUIPMENT INVENTORY---HQ

Location Size Belts Grease AMPS/Voltage Bearings location

CRAC #1 2 – B42

CRAC #2 2 – B52

Kitchen hood exhaust 10 hp 2 – B50 Dishwasher hood exhaust 1/4 hp 1 -4L210

Restroom exhaust 1 ½ hp 1 – A28

Smoke purge exhaust 5 hp Direct

P-1 Parking deck exhaust 20 hp 2 -Bx120

P-2 Parking deck exhaust 25 hp 3 -Bx144

P-3 Parking deck exhaust Direct

Electrical room north exhaust

1/4 hp 1 – 4L210

Electrical room south exhaust

1/4 hp 1- 4L210

Penthouse Elevator Room Exhaust

1/4 hp 1 – 4L400/ A38

Refrigerant (2) Exhaust 3/4hp 2-A80

Boiler room combustion air

½ hp 1- A36

Health Facility Exhaust 1 1/2 hp 1-A50

Relief Fan Exhaust 10 hp 2-B71 Relief Fan Exhaust 10 hp 2-B71 Basement switchgear 1/2HP 1 – A48 Over chiller exhaust 1/2hp 1--A48 Penthouse exhaust 1/2hp 1-4L460

Boiler room temp. fan ½ hp 1-A49 Air Handler #2 1-A59 Air Handler #1 9ea-

5vx1320

Cooling Towers 2-5B148

MARCH

Computer Room – monthly Visual

Action

1. Check drain pan

2. Check for leaks, check sight glass

3. Check belts 4.

5.Check humidifier CLEAN IF NEEDED

6.see monthly tasks Cooling Tower Action

1. Drain, clean and refill

2. Lubricate fan bearings

3. Clean intake baffles

4. Check float valve (adjust)

5. Check and replace chemical bags if applicable

6. Check spray nozzle

7. Change belts

8. Tighten electrical connections

9. Check amp draw (fan motor) – North

10. Check amp draw (fan motor) – South

11. Clean tower screen

4. Check hot water valve for air or water leaks Unit heaters Visual for leaks and operation

Pre filters AHU1

1. Change filters

Pre-filter Change AHU #2 Action

2. Check starter

VAV s Action

1. Perform Visual inspection of VAV Box operations

2. Change filters

3. Perform during weekend

APRIL

Cooling tower Action check float and screen

Auxiliary mail room Action

1. Visual -check operation

2. Check filter –change if needed

Grease Pumps – Check Starters and Couplings

Action

Pump#1 _____ Pump#2 _____ Pump#3 _____ Pump #4 _____ Pump #5 _____ Pump #6 _____ Pump #7 _____ Pump #8 _____ Pump #9 _____ Pump #10 _____ Pump #11 _____

Pneumatic related Smoke damper Visual check for leaks and operation

Air compressor 1.Change belt and visual

Computer Room - Quarterly Action

1. Record refrigerant pressure- check for proper charge

2. Record temperature drop across evaporator

3. Grease supply fan motor once in 2014 then again in 5 yrs.

4. Record amps condenser, evaporator, compressor, check electrical connections and contactors

5. Clean condensate drain, pump----blow out

6. Check humidifier CLEAN IF NEEDED

7. Adjust belt tension as needed

Computer room Quarterly 8. Clean condenser coil

9. Check electrical connections in Control Panel by condenser

10. See quarterly inspection tasks

Pre-filter Change AHU#1 Action

1. Change pre-filters

2. Clean Debris

Pre-filter Change AHU#2 Action Change Filters

1. Check operation

2. Check belt

MAY

Action

1. Check drain pan

2. Check for oil leaks

3. Check air filters

4. Check fan belts

5. See monthly tasks Pre-filter Change AHU#1 Action

1. Clean debris

2. Change pre-filters

3. Check Operation Pre-filter Change AHU#2 Action

1. Clean debris

3. Change pre-filters

JUNE

Computer Room – Visual Action

1. Check drain pan

2. Check oil and refrigerant leaks check sight glass

3. Change water filter

4. Check air filter

5. Check humidifier

6. Check fan belts

7. See monthly tasks

Check Amperage Draws for Fans

Action

2. Record draws on fans Voltage AMPS L1 L2 L3 % loaded Supply Fans #1 _____ _____ _____ _____ Fans #2 _____ _____ _____ _____ Fans #3 _____ _____ _____ _____ Return Fan #1 _____ _____ _____ _____ Fan #2 _____ _____ _____ _____ AHU #2 Fan #1 _____ _____ _____ _n/a____

Pre-filter Change AHU#1 Action

2. Clean debris

Pre-filter Change AHU#2 Action

1. Change filters

Air compressor 1.visual

JULY

Location Action Auxiliary mail room 1. Check unit – clean condenser coil

Computer Room - Quarterly Action

1. Record refrigerant pressure-check sight glass

2. Record temperature drop across evaporator

3. Record condenser coil cleanliness

4. Record amps condenser, evaporator, compressor

5. Check humidifier and associated controls

6. Adjust belt tension as needed

7. Tighten all electrical connections

8. Check amps voltages on condenser

9. Check electrical connections in Control Panel @ condenser

10. See quarterly tasks

11. Change water filter for Humidifier CRAC 1&2

2. Clean debris

Air Compressor Action---Change oil and visual

2. Check operation

Cooling Tower Action

1. Grease Fan bearings

2. Clean tower screen

3. Record Amp Draw - North

4. Record Amp Draw - South

5. Check belts

6. Check nozzles

7. Check water level and check chemical bags

8. Check float

PUMPS Record Amps and Voltage on Pumps Voltage Phase to Phase Amps

1-2 2-3 3-1 Line 1 2 3 Pump #1 ____ ____ ____ ____ ____ ____ #2 ____ ____ ____ ____ ____ ____ #3 ____ ____ ____ ____ _____ ____ #4 _____ _____ _____ _____ _____ _____ #5 _____ _____ _____ _____ _____ _____ #6 _____ _____ _____ _____ _____ _____ #7 _____ _____ _____ _____ _____ _____ #8 _____ _____ _____ _____ _____ _____ #9 _____ _____ _____ _____ _____ _____ #10 _____ _____ _____ _____ _____ _____ #11 _____ _____ _____ _____ _____ _____

MINI-SPLITS ACTION

1. Check operation- inspect filter and clean if needed

2. Clean coils

3. check condensate pumps

HVAC PREVENTIVE MAINTENANCE---HQ

AUGUST

2. Check oil leak

3. Change air filters in #2

4. Check humidifier clean if needed

5. Change fan belts

6. Change water filters in both CRAC’S

7. See monthly tasks

2. Wknd work

1. Change filters – wknd

Bag Filters Action AHU-1 1. Change filters- wknd work

Clean Chill water Coil AH-1 Action

1. Perform during weekend, clean pan and add pan tabs Supply fans action

1.Grease fan and motor bearings-check belts Return fans

Ahu-2 1.Grease motors

AUGUST

ROOF TOP EXHAUST FANS

Change belts and grease motors and bearings

Report and deficiencies

All Damper Actuators Visual for leaks and operation

Freeze Stats Visual and operation

Air Compressor Visual for leaks and operation

Refrigerant Monitor Check operation-calibrate sensor if needed

SEPTEMBER

2. Check oil leak

3. Check air filter

4. Check fan belts

5. See monthly tasks

2. Check dampers

VAV Filters - Change Action

1. Perform visual inspection of VAV Box operation

2. Perform during weekend

VAV H.W. Valves 3.Visual check for leaks and operation Unit heaters Check operation and visual for leaks

Quarterly Cooling Tower PM

Action

1. Drain and clean tower- performed during wknd

2. Check spray nozzle

3. Check belts – replace if needed

4. Tighten electrical connections

5. Check amp draw (fan motor) – North % loaded _____

6. Check amp draw (fan motor) – South % loaded _____

7. Clean tower screen

8. Check fill valve and float

BOILER Seasonal Startup 1.Inspect interior and clean 2- PBN 1302 2.flush and inspect condensate system

3.Check igniters, clean and inspect burners, Inspect and Clean HEX

4.Reassemble and fill boiler- check controls and electrical connections

5.Check operation, check fame response, gas pressure, 1- Exodraft powervent

6. Perform combustion analysis and provide printed reports

1. Clean inside housing and wheel per manufacturer instructions, check drains. Check operation

OCTOBER

COOLING TOWER Action 1.Grease fan bearings

2.check sump heaters, level switches, stats& contactors Computer Room -

Quarterly Action

1. Record refrigerant pressure

2. Record temperature drop across evaporator

3. Record condenser coil cleanliness

4. Record amps condenser, evaporator, compressor

5. Clean condensate, drain, blow out

6. Check humidifier

7. Adjust belt tension as needed

8. Tighten all electrical connections

9. Clean condenser coil – check if needed

10. Check electrical connections in Control Panel by condenser

11. See quarterly task checklist

1. Clean debris

2. Perform during weekend

Pre-filter Change AHU#2 Action

1. Clean debris

Auxiliary mail room action

1. Check ops

Smoke Dampers visual Air Compressor Visual Thermo Stats calibrate

Grease Pumps – Check Starters and Couplings

Action

Pump #1 _____ Pump #2 _____ Pump #3 _____ Pump #4 _____ Pump #5 _____ Pump #6 _____ Pump #7 _____ Pump #8 _____ Pump #9 Pump #10 Pump #11

Water Heater Action

1. Valve off and Drain water heaters – flush and remove scaling

2. Remove, clean and inspect flame rod/igniter assembly

3. Change and rotate anode rods on State water heater

4. Refill, bleed air, perform ops check – perform combustion analysis, provide reports

5. Bleed air from domestic loop at faucets on 4th fl. south

6. Report any deficiencies

NOVEMBER

2. Check oil leak

3. Check air filter

4. Check fan belts

5. See monthly tasks checklist

2.

Check belts and pulleys 1. Change filters

Change Supply Fan Belts Action Check pulleys 1. Change belts, check pulleys and expansion joints

2. Perform during weekend

DECEMBER

Action

1. Check drain pan

2. Check for oil leaks

3. Check water filter

4. Check air filter

5. Check fan belts

6. See monthly task checklist

AHU #2 Action

1. Check belt

Pre-filter Change AHU#1 Action

1. Change filters

2. Clean debris

Pre-filter Change AHU#2 Action

CRAC Inspection Tasks Monthly Tasks

1) Check belts and filters – change in February and August

2) Check humidifier and associated controls – clean if needed

3) Check sight glass

4) Check wiring for signs of overheating

5) Check for proper operation

6) Check for proper compressor loading

Quarterly Tasks

1) Check humidifier pan – clean if needed

2) Check amp draw each leg and electrical connections

3) Check lamps

4) Check high water alarm

5) Check condensate drain line, trap and pan – clean if needed

6) Check for leaks

7) Check condensate pump for proper operation; check for debris

8) Change water filter for humidifier in July and January (located in closet 3rd floor men’s room)

9) Check belts and filters – DUE February and August

10) Check electrical connections and contactors for proper operation and condition

11) Check for proper refrigerant charge

12) Motor due for lubrication once every five (5) years starting in 2014

13) Check pulleys and motor mount

14) Check motor amp draw and compare to rated amperage

15) Check compressor oil level, amp draw compare to rated, check L.L. sight glass

16) Check compressor wiring for loose connections, check operation

17) Check fuses in electrical panel, check contactors for pitting and wiring connections

18) Check condenser coil on air cooled condensers; clean in October and April.

19) Check fan motors

20) Check piping for visual leaks

21) Check fuses

22) Check contactors

23) Check fan speed control

24) Check condenser fan amps; compare to rated

HVAC PREVENTATIVE MAINTENANCE – HQ

HQ EQUIPMENT COVERED UNDER PREVENTATIVE MAINTENANCE AND LABOR

See VHC equipment inventory – all equipment covered

EQUIPMENT LOCATION COMMENTS

AHU#1 built-up Main Mechanical

Room

(MMR)

(3) 50 HP fan motors and fans [9] chill water coils

• (9) 5VX-1320 BELTS

• (60) 24X24

ANTIMICROBIAL RING

PANELS PRE FILERS

• (60) 24X24X22 BAG

FILTERS

AHU#2 – McQuay MMR Associated controls and dampers • (1) A-59

• (2) 16x20

• (2) 16x25 antimicrobial ring panels

(2) CRAC Units & AC4 Controller

4th Floor Computer Room

(1) DH245AUAGEI

(1) DS070ADAOE16375

• (2) B-42 BELTS

• (4) 24X24X4 30%

• (2) B-52 BELTS

• (7) 16X24X4 PLEAT

Exhaust Fans Various Locations See attached list • SEE EXHAUST FAN LIST Unit Heaters Various Locations (20) hot water

(4) electric with associated controls and stats

120 Heating VAV Boxes

SSD-WC-2/VVF-WC-2

Various Locations With associated H.W. valves, controls and stats

(85) cooling only boxes

SSD-2

Various Locations Including associated controls and stats

(1) Carrier split system Auxiliary mail room (P-1 deck)

Has HEPA filter and ultra violet light

(1) Curtis duplex air compressor and drier

MMR All associated controls

Tox-alert refrigerant monitor system

MMR Associated controls and (2) R- 134A sensors

(2) B&G pumps for Chiller #3 (pumps #10 & #11)

MMR These pumps normally only run as backups

Starters for pumps 1, 2, 3, 6, 7, 8, 9, 10, &11

MMR

[2]- Evapco Cooling Towers-ATS-628 roof [2] 5b148 banded belts

[6]-B&G series 1510 pumps for chill water

MMR

[2-] Precision Boilers –

FPH-39-30-150-P-N--

associated valves and BAS controls- Heat timer controller

MMR

[2] State Hot Water Heaters TPG-200—

MMR

[1]Leonard mixing valve and recirculation pump [2]-25 H.P. return fan motors and fan wheels /with Eaton Drives

MMR

Complete Chill water system with[3] Schneider 8223 chill water valves with actuators and BAS controls and[1] bypass valve

MMR

[3]-5 H.P. B&G pumps for Boiler HW system with VFD’s

MMR

[2] – Data Closet Mini Split Systems

2nd Floor

VHC PM QUARTERLY TASKING

January

RTU’s Action

1. Change Prefilters

2. Check belts and pulleys for wear and proper alignment

3. Check economizer linkage, rods and operation

4. Check backdraft damper for excessive flow

5. Check electric resistant heat strip operation, fuses, links and burnt wiring

6. Check condensates pan and traps; blow out if needed

7. Check crankcase heaters

8. Check electrical control panel for burnt or overheated wiring

CRAC Units Action

1. Check evap. fan and motor

2. Check for visual signs of refrigerant or oil leaks

3. Change water filters for humidifiers (2) in closet (1south hall)

4. Change air filter, check humidifier; clean if needed

Water Heater Action

1: Perform ops check and amp readings on circulating pump

2: Drain and flush water heater

3: Perform ops check and record amp readings on heating elements

4: Record Loop temperatures

RTU’s Action

1. Change belts, prefilters and box filters

2. Check all motors for correct amps, connections and operation.

Check for bearing play.

3. Grease supply and return fan motors and fan bearings; where applicable

4. Check pulleys and belts for wear and alignment

5. Check compressor operation, amp draw and voltage

6. Check for proper refrigerant charge, pressures and temperature drops

7. Check for visual signs of oil or refrigerant leaks

8. Check condensates pan and drain lines for proper drainage, blow out or clean if needed add pan tabs

9. Check evaporator coil, advise if dirty

10. Check all electrical connections for tightness or signs of overheating

11. Check all contactors for wear or voltage drop

12. Check for proper compressor alternating

13. Clean condenser coils and check for bent fins

CRAC’s Action

1. Check belts and filters, check pulleys for wear and proper belt alignment

2. Clean condenser coils/check belt for fins

3. Check for proper refrigerant charge and proper pressures

4. Check humidifier – clean if needed

5. Check condensate pump for proper operation and safety switch

6. Check water sensor

7. Check condenser fan and all contactors and controls for proper operation and wear

8. Check for visual signs of refrigerant or oil leaks

9. Check for proper pump down and hold

EXHAUST FANS Action

1. Change belts and grease

2. Check pulleys for wear and proper belt alignment

3. Check wheel for proper balance and excessive vibration

4. Check all electrical connections for tightness and signs of overheating VAV BOX Action

2. Change operation

RTU’S Action

1. Change prefilters, check belts

2. Check pulleys for wear and proper belt alignment

3. Check for proper unit operation and temperature drop across evap.

coil

4. Check all fans and motors for proper operation

5. Check condensate pans and traps – clean if needed

6. Check all wiring for signs of overheating

7. Check for visual signs of oil and refrigerant leaks

CRAC’s Action

1. Check belts and change filters

2. Check humidifier for proper operation – clean if needed

3. Change water filters for humidifiers (2) in closet – 1 south hall

4. Check for proper operation and drop across evap. coil

Water Heater Action 1: Check circulating pump ops and record amp readings 2: check water heater operation 3: Record loop temperatures

RTU’s Action

1. Check belts, pulleys for proper belt alignment and wear

2. Check economizer for proper operation, check actuator motors and damper blades

3. Check electric resistance heat for proper operation, check fuses and links and for broken elements

4. Check for visual signs of refrigerant and oil leaks

5. Check condenser fans for proper operation

6. Check compressor crankcase heaters

7. Grease supply and return fan motors and fan bearings; where applicable

8. Check all electrical connections

9. Check backdraft dampers for excessive flow

10. Change prefilters

CRAC’s Action

1. Check humidifiers – clean if needed

2. Change filters

3. Check belts and pulleys for proper wear and belt alignment

4. Check unit operation and correct temperature drop across evap.

coil

5. Check for visual signs of oil and refrigerant leaks

6. Check for proper low ambient head pressure control

VAV Box Action

1. Change filters

2. Check box for proper operation

3. Check and tighten electrical connections

4. Check temperature rise across heater coil

5. Check amps and voltages at contactors

6. Check air flow switches

Unit Heaters Action

1. Check for proper operation

2. Adjust temperature set point to winter setting

HVAC PREVENTATIVE MAINTENANCE

VHC EQUIPMENT INVENTORY

QTY DECRIPTION MODEL

NUMBER

SERIAL NUMBER LOCATION FILTER

QTY

FILTER SIZE BELT

QTY

BELT

SIZE

1 McQuay Rooftop RDT-060CSY FBOU06110035602 Roof 4

12X24X2 30% PLT

24X24X2 30%PLT

12X24X12 95% BAG

24X24X1295% BAG

A-78

BX-73

1 McQuay Rooftop RDT-075CLY FBOU6110035702 Roof 4

12X24X2 30% PLT

24X24X2 30%PLT

12X24X12 95% BAG

24X24X1295% BAG

A-81 B68

2 Liebert Crac Unit BUO67A-

AAE1-1187

921887-002 921887-001

Computer Room

2 28.5X29.5X2 2 A-40

2 Condenser Liebert DCSF083-Z 0651C93182 0651C93167

Roof

2 Cook Exhaust Fans 135C3B Roof 1 Cook Exhaust Fans 100C3B Roof TOTAL BELTS ALL EX.

FANS

A-21 4L-210

2 Cook Exhaust Fans 70C2B Roof 1 Kitchen Exhaust Fans Roof 3 Kreuger Fan Powered

Boxes QFC SIZE #2 Various 3 11X15X1 POLY

29 Kreuger Fan Powered Boxes

QFC SIZE #3 Various 29 11X15X1 POLY

16 Kreuger Fan Powered Boxes

QFC SIZE #4 Various 22

17X17X1POLY

11 Kreuger Terminal Boxes

LMHS Various

8 Markel Electric Wall Heaters

3423T Stairwells and Entrance Door

SOUTHWEST VIRGINIA HOUSING CENTER

HVAC EQUIPMENT LIST

Equipment

QTY Manufacturer Model # Serial #

Cu-1 1 Trane 4TTA3060A3000AA 84640WG2F Cu-2 1 Trane 4TTA3060A3000AA 84640X12F Cu-3 1 Trane 4TTA3060A3000AA 84640HS2F Cu-4 1 Trane 4TTB3018A1000AA 8442UJ81F Cu-5 1 Trane 4TTA3060A3000AA 84640T62F

Equipment QTY Manufacturer Model # Serial #

Ahu-1 1 Trane TUX1B040A9241AB 8431X2N7G Ahu-2 1 Trane TUX1D100A9601AB 83864547G Ahu-3 1 Trane TUX1D100A9601AB 8424NCF7G Ahu-4 1 Trane TUX1D120A9601AB 8483P307G Ahu-5 1 Trane TUX1D120A9601AB 8483P3X7G

Exhaust Fan 7 Trane EX. Fan 1-7 TBD

Varitrac Controls 1 Trane X1365093901 E08M41970

Equipment QTY Physical review/Yr

Electronic review/yr

Replacement labor coverage

Parts replacement coverage Tracker Control

System 1 1 11 No No

Bypass damper 1 Trane VADA12A00R0 R0M73956A Zone VAV 1 Trane VCEF08000H0DD05A00000L200

A020120000 R08M74100A

Zone VAV 1 Trane VCEF08000H0DD05A00000L200 A025120000

R0M74099A

Zone VAV 1 Trane VCEF10000H0DD05A00000L200 A030120000

R08M74098A

HVAC PREVENTIVE MAINTENANCE—Spring Street Parking Deck

Quarterly PM – January, April, July, October

Mini- Splits Action

1.Check operations

2.Check filters- wash and clean if needed

3. record temps

4. Check condensate

5. Clean coils – annually (April)

Bard Action

1.Check operations

2. Check Filter- change if needed

3. Inspect electrical and controls

4. Clean coils – annually (April)

Ex. Fans Action

1. Check operations

2. Check and grease bearings- if applicable

3. Check belts- Change annually (July)

EQUIPMENT COVERED UNDER WARRANTY /WITH OR WITHOUT INCLUDED P.M.

At warranty end date equipment needs to be covered by PM and L CONTRACT

EQUIPMENT CONTRACTOR WARRANTY

END DATE

P.M. COVERAGE BY INSTALLING

CONTRACTOR/COMMENTS

[2]-Daikin WMC250DM-Chillers (1)- Mcquay PEH050

Daikin 2-04-19 Daikin under comprehensive maintenance contract- chillers only

2- Lochinvar PBN1302 Warwick 1-19-27 NO-1 yr labor /5yr parts 1- Enervex tdf 300 power venter Warwick 1-19-28 No- 2yr factory warranty 1- PVI 215 gal. gas water heater.

Install date 2-9-22

Warwick No- 25 yr tank/10 yr heat exchanger

2 – RTU’s (VHC) Colonial Webb TBD after startup

No- under contract for replacement.

Equipment ordered Install date TBD

2- Mitsubishi ductless split systems (New P-deck)

Southern Air TBD after startup

NO- TBD

1-Bard w12AF-AO3XP (New P-deck) Southern Air TBD after startup

No-TBD

4- Electric unit heaters (New p-deck) Southern Air TBD after startup

No-TBD

Various DD exhaust fans and Rooftop exhaust fans (New p-deck)

Southern Air TBD No- TBD

ATTACHMENT A

PRICING

Rate Schedule – Provide a straight time and overtime rate schedule for services requested. This includes the specific equipment listed by Virginia Housing and any equipment not listed but what would typically be found in a commercial office setting.

ITEM DESCRPITION RATE/COST OVERTIME RATE

Full labor required to perform preventative maintenance

A rate schedule for, entire pieces of equipment and performing preventative maintenance.

Repair and/or Replacement of equipment including replacement of worn parts.

Escalation clause Include any proposed escalation clause with your proposal.

Parts Markup Provide a replacement parts mark-up percentage to be charged to Virginia Housing

Additional service List any optional services which may be provided such as electrical, plumbing, etc.

RETURN OF THIS PAGE IS REQUIRED

ATTACHMENT B

OFFEROR INFORMATION

A. Offeror’s Virginia State Corporation Commission Identification Number, or a statement explaining why Contractor is not required under Virginia law to be authorized to do business in Virginia and be so registered with the Virginia State Corporation Commission: Click or tap here to enter text.

B. Brief history of the Contractor:

Click here to enter text.

C. Client References List: A detailed description of work performed must be provided. Accompanying photos of the listed work is preferred. Offerors must include the following for their listed references:

Virginia Housing may request a site inspection of the references, so Offeror should ensure the listed references can honor this request Provide at least three (3) business references with similar sizes and scopes.

Company Name

Contact

Address

Phone:

E-mail address

Description and date(s) and services provided

D. Certification by Virginia Department of Small Business and Supplier Diversity (“SBSD”)

Are you SBSD Certified? Yes ☐ No ☐ If yes, which category: Small Business ☐, Minority-Owned ☐, Women-Owned ☐, other ☐

E. Provide any other information which Virginia Housing should consider in evaluating your proposal:

Click here to enter text.

F. List of contract provisions in the RFP you are taking exception(s) to:

Click here to enter text.

ATTACHMENT C

ACCEPTANCE

Contractor Name: Click here to enter text

This document and all related documents submitted to Virginia Housing as part of your response to this request will serve as the Master Services Agreement between Contractor and Virginia Housing.

Representative Name: Click here to enter text.

Title: Click here to enter text.

Date: Click here to enter a date.

☐ Electronic Signature: By typing the name of the Contractor’s authorized representative/signatory into the field above the Contractor certifies that it is providing a binding “Electronic Signature” and further specifically validates that the individual affixing the Electronic Signature below is fully authorized to bind the Contractor with respect to the goods, services, pricing, terms and conditions listed herein. The Selected Contractor will be issued an award letter if Virginia Housing proceeds with issuance of an award. This Agreement is not valid without an award letter.

Virginia Housing DEVELOPMENT AUTHORITY

PART A

MANDATORY GENERAL CONTRACT PROVISIONS:

1 No Unlawful Discrimination by Contractor: During the performance of this contract, the Contractor agrees:

a) The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, veteran status, or other basis prohibited by Virginia law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b) The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

1.1 The Contractor shall include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

1.2 This contract provision is included because it is required by § 2.2-4311 of the Code of Virginia.

Please note that subsection 1(a) is substantially the same as the anti-discrimination laws of the majority of jurisdictions in the United States and 1(c) plainly states that if the Contractor is in compliance with federal law, it is in compliance with this contract provision. Please also note that if the Contractor is not a Virginia business, will not have employees in Virginia on anything other than a temporary basis during the term of this contract, and is not required to obtain authorization to transact business in Virginia pursuant to either Title 13.1 or Title 50 of the Code of Virginia, then Virginia Housing will not enforce subsections 1(b) or 1.1 of this contract provision.

2 No Unlawful Discrimination By Virginia Housing: Virginia Housing shall not discriminate against a bidder, offeror, or contractor in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, status as a faith-based organization as defined in § 2.2-4343.1 of the Code of Virginia, or any other basis prohibited by Virginia or federal law relating to discrimination in employment. Virginia Housing shall not discriminate against a bidder, offeror, or contractor in the solicitation or award of this contract because the bidder or offeror employs ex-offenders unless Virginia Housing has made a written determination that employing ex-offenders for this contract is not in its best interest.

3 Authorization to Conduct Business in Virginia: If the Contractor is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership, it shall have obtained authorization to transact business in Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. It shall obtain such authorization prior to executing this contract or submitting its bid or proposal. If it was required to obtain such authorization to conduct business in Virginia as described above, the Contractor shall include in this contract, and if applicable in its bid or proposal, the identification number issued to it by the Virginia State Corporation Commission and it shall not allow its existence to lapse or its certificate of authority or registration to transact business in Virginia to be revoked or cancelled at any time during the term of this contract. Virginia Housing may void this contract if the Contractor was required to obtain such authorization to conduct business in Virginia as described above and it allows its existence to lapse or its certificate of authority or registration to transact business in Virginia to be revoked or cancelled. Any potential contractor or vendor that wishes to claim it is not required to be authorized to transact business in Virginia as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law, shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Any potential contractor or vendor that wishes to seek authorization to transact business in Virginia only after being awarded the contract, conditioned on obtaining such authorization, shall include in its bid or proposal a request that this be allowed. Virginia Housing is under no obligation to grant such request.

4 Ethics and Conflicts of Interest: By executing this contract and, if applicable, by submitting a bid or proposal in connection with this solicitation, the Contractor certifies it did not, in connection with the award of this contract or the submission of such bid or proposal, a) unlawfully collude with any Virginia Housing employee or contractor or other potential contractor or vendor, b) commit fraud, c) offer or receive any kickbacks or inducements from any other potential contractor, vendor, supplier, manufacturer or subcontractor, or d) confer on any Virginia Housing employee any payment, loan, services or anything else of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged and such transaction occurred in the ordinary course of business. In addition, to the extent the Contractor is subject to Virginia law, the Contractor further certifies it did not participate in any activity which would be a violation, by any of the participants, of any of the following sections of the Virginia Code: the State and Local Government Conflict of Interest Act, § 2.2-3100, et seq., the Governmental Frauds Act, § 18.2-446, et seq., and the Ethics in Public Contracting chapter of the Public Procurement Act, §§ 2.2-4367 through 2.2-4377, of the Code of Virginia.

5 Immigration Reform and Control Act of 1986: The Contractor shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

6 Taxes: The Contractor shall not charge to Virginia Housing taxes for which Virginia Housing has an exemption. Virginia Housing is exempt from Virginia sales tax as well as certain federal excise and transportation taxes. Certificates for exemptions will be issued upon request.

7 Assignment of Contract: This contract is not assignable, in whole or in part, without the written consent of Virginia Housing and the Contractor.

8 Changes to Contract: The Contractor and Virginia Housing may agree in writing to modify the provisions, conditions, or scope of this contract. No amendment of this contract shall be effective unless executed by Virginia Housing’s Senior Procurement Manager, Chief Counsel, Chief Operations Officer, or Executive Director. If Contractor deviates from any contract provision or requirement without a written amendment it does so at its own risk. Virginia Housing’s failure to complain about such deviations shall not be construed to indicate Virginia Housing’s approval.

9 Cancellation of Contract: Virginia Housing reserves the right to cancel and terminate this contract, in part or in whole, without penalty, upon 30 days’ written notice to the Contractor. If Virginia Housing has suffered a loss resulting from the wrongful or criminal activity of an employee of the Contractor, Virginia Housing need only provide 5 days’ written notice to the Contractor to exercise its rights to terminate this contract. Any such contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation for which Virginia Housing has paid or confirmed it will pay.

10 No Limits on Other Sources: Virginia Housing shall have the unrestricted right to purchase the goods and services covered under the scope of this contract from any other vendor by any lawful means at any time.

11 The Virginia Freedom of Information Act: Notwithstanding any alleged contract provision, claim or demand to the contrary made by the Contractor at any time, in writing or orally communicated, Virginia Housing will at all times comply with the Virginia Freedom of Information Act, § 2.2-3700, et seq., Code of Virginia (“FOIA”). The entire contents of this contract, including pricing, are records that Virginia Housing could be compelled to disclose pursuant to FOIA. The Contractor is solely responsible for understanding FOIA and making any requests to Virginia Housing allowed by FOIA and making them in the manner FOIA requires.

12 Notice: Any notice permitted or required by this contract shall be in writing and will be deemed delivered to Virginia Housing (a) if delivered in person, when received; (b) if sent by UPS, FedEx, or DHL, on the date of the receipt provided by such delivery service; (c) if sent by a courier service with an office in Richmond, Virginia, on the date of the receipt provided by such delivery service; (d) if sent by registered mail, postage prepaid, return receipt requested, on the date shown on the signed receipt; and

(e) if sent by email to a Virginia Housing employee, on the date that Virginia Housing employee acknowledges receipt by reply email. The Virginia Housing employee Contractor shall send notices to shall be the Contract Officer identified elsewhere in this contract, or:

Virginia Housing Development Authority Head of Procurement Department 601 South Belvidere Street Richmond, VA 23220

13 Virginia Tax Compliance: Except as provided for in § 2.2-4321.1 of the Code of Virginia, Virginia Housing shall not enter into contracts with any entity which is, or whose affiliate is, subject to the provisions of § 58.1-612 of the Code of Virginia and fails or refuses to collect and remit the tax on its sales delivered by any means to locations within Virginia or subject to the provisions of Article 2 (§ 58.1- 320 et seq.) or Article 10 (§58.1-400 et seq.) of Chapter 3 of Title 58.1 of the Code of Virginia and fails or refuses to remit income tax due there under. By executing this contract and, if applicable, by submitting a bid or proposal in connection with this contract, the Contractor certifies it has no outstanding violations of the laws described above. A false certification shall be deemed a breach of this contract.

14 Drug-Free Workplace Requirements:

14.1 During the performance of this contract, the Contractor agrees to:

a) provide a drug-free workplace for the Contractor's employees;

b) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition;

c) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and

d) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

14.2 For the purposes of this contract provision, the term “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of this contract.

14.3 This contract provision is included because it is required by § 2.2-4312 of the Code of Virginia.

Please note that if the Contractor is not a Virginia business, will not have employees in Virginia on anything other than a temporary basis during the term of this contract, and is not required to obtain authorization to transact business in Virginia pursuant to either Title 13.1 or Title 50 of the Code of Virginia, then Virginia Housing will not enforce this contract provision.

15 E-Verify Program: If the Contractor has 50 employees or more at the time it executes this contract or had an average of 50 employees or more for the…