VHH PM HVAC Project # VHH120HVAC

AWARDING ENTITY

Awarding Entity: Veterans Home at Holyoke Agency Name and Address: 120 Cherry Street Holyoke, MA Project Number: VHH120HVAC

CONTACT INFORMATION

Name and Title: Jeremy Meade, Institutional Foreman John Fydenkevez, Third Class Engineer Phone: 413-552-4765 413-552-4748 Email Address: jeremy.meade@mass.gov john.fydenkevez@mass.gov

CONTRACT AND BIDDING INFORMATION

Project Name: VHH PM HVAC Project Description (brief overview): Preventive maintenance, inspection, testing, and related services on the HVAC systems Bid Walkthrough: Friday 8/28/2026 10:00 – 12:00 OSD Trade Category: TRD01

SCOPE OF WORK

The Vendor shall furnish all labor, supervision, tools, equipment, materials, transportation, permits, documentation, and technical expertise necessary to perform preventive maintenance, inspection, testing, and related services on the HVAC systems identified in this Agreement in accordance with all applicable codes and regulations.

The Vendor shall perform all work in accordance with:

· Manufacturer's recommendations

· National Fire Protection Association (NFPA) Standards

· Centers for Medicare & Medicaid Services (CMS) regulations

· Massachusetts Department of Public Health (DPH) regulations

· U.S. Department of Veterans Affairs (VA) requirements

· All applicable Authorities Having Jurisdiction (AHJ)

1. Equipment Covered The Agreement includes maintenance, inspection, and testing of the following systems:

Variable Refrigerant Flow (VRF) Systems Services shall include, at a minimum:

· Refrigerant pressure checks

· Condensate drain inspection and flushing

· Operational testing

· Overall system performance verification Stairwell Pressurization Systems Inspection, testing, and maintenance shall be performed in accordance with:

· NFPA 92

· CMS requirements

· Massachusetts DPH regulations

· All AHJ requirements Smoke Purge Systems Inspection, testing, and maintenance shall be performed in accordance with:

· NFPA 92

· CMS requirements

· Massachusetts DPH regulations

· All AHJ requirements

2. Permits The Vendor shall obtain and pay for all permits required to perform work under this Agreement.

The Vendor shall coordinate all permitting activities with any and all Authorities Having Jurisdiction (AHJ).

3. Facility Access Upon each arrival at the Facility, Vendor personnel shall:

· Sign in with the Facility in accordance with Facility procedures.

· Obtain authorization before beginning work.

· Sign out upon departure.

The Vendor shall ensure that all employees and subcontractors comply with Facility security requirements.

4. Compliance with Facility Policies The Vendor agrees to comply with all current Massachusetts Veterans Home at Holyoke policies, procedures, infection control practices, security requirements, and safety protocols while performing work at the Facility.

5. Regulatory Scheduling The Vendor shall provide written notification to the Facility at least one (1) month prior to each required regulatory inspection, testing, or maintenance due date.

The reminder shall allow sufficient time for scheduling and coordination with the Facility.

6. Coordination of Testing Prior to placing any HVAC equipment or associated systems into testing mode, bypass, or altered operational status, the Vendor shall notify the Veterans Home Facilities Department.

Immediately upon completion of testing or maintenance, the Vendor shall notify the Facilities Department that all systems have been restored to normal operating condition.

7. System Status Changes No operational status changes, impairments, shutdowns, bypasses, programming changes, or other modifications affecting HVAC equipment or associated life safety systems shall be performed without prior notification to and coordination with the Veterans Home Facilities Department.

8. Deficiency Reporting All deficiencies identified during inspections, testing, or maintenance shall be reported to the Veterans Home Facilities Department before the Vendor leaves the Facility on the day of service.

Reports shall include:

· Equipment identification

· Description of deficiency

· Code or manufacturer reference

· Recommended corrective action

· Priority level

9. Repair Quotations The Vendor shall submit a written quotation for all recommended repairs within forty-eight (48) hours following completion of the service visit.

Repair quotations shall include:

· Description of work

· Materials

· Labor

· Estimated completion time

· Total cost

10. Service Reports Within forty-eight (48) hours following completion of any service, inspection, maintenance, or testing, the Vendor shall provide a comprehensive written report.

The report shall include:

· Date and time of service

· Personnel performing the work

· Equipment serviced

· Inspection and testing results

· Maintenance performed

· Measurements and readings

· Deficiencies identified

· Corrective recommendations

· Confirmation that systems were restored to normal operation The report shall comply with:

· NFPA requirements

· CMS regulations

· Massachusetts DPH requirements

· VA requirements

· All applicable AHJ regulations

11. Regulatory Reports For all required regulatory inspections and testing, the Vendor shall submit the completed regulatory report to the Facility within forty-eight (48) hours following completion of testing.

Reports shall satisfy all documentation requirements established by:

· NFPA

· CMS

· Massachusetts Department of Public Health

· Department of Veterans Affairs

· Authorities Having Jurisdiction

12. Workmanship Standards All work performed under this Agreement shall conform to:

· Manufacturer specifications

· NFPA Standards

· CMS regulations

· Massachusetts DPH regulations

· Department of Veterans Affairs requirements

· Massachusetts State Building Code

· Massachusetts Mechanical Code

· All applicable federal, state, and local regulations

· Requirements of all Authorities Having Jurisdiction

13. Emergency and Non-Emergency Response The Vendor shall provide service support twenty-four (24) hours per day, seven (7) days per week, three hundred sixty-five (365) days per year, including weekends and holidays.

Response requirements are as follows:

· Emergency Service

· For system failures affecting life safety or critical building operations, the Vendor shall respond on-site within two (2) to four (4) hours after notification.

· Non-Emergency Service

· For operational failures not classified as emergencies, the Vendor shall respond within twenty-four (24) hours after notification.

14. General Requirements The Vendor shall:

· Employ qualified and properly licensed technicians.

· Maintain all required licenses and certifications.

· Maintain all required insurance coverage throughout the duration of the Agreement.

· Perform work in a safe and professional manner.

· Maintain a clean work area.

· Protect Facility property during all work activities.

· Coordinate work to minimize disruption to Facility operations and resident care.