Y26-116_Scope_of_Services.pdf

Invitation for Bids: #Y26-116 Title: HVAC Maintenance and Repairs for Orange County Utilities Sites

Y26-116-TF

SCOPE OF SERVICES

I. GENERAL INFORMATION

The Utilities Fiscal and Operations Support Division is responsible for several Utilities sites. The Contractor shall furnish all material, labor, supervision, materials, supplies, and equipment as required to successfully provide maintenance (PM), repairs, and filter changes for Heating, Ventilation, Air Conditioning (HVAC) preventative maintenance, installation, replacement, tests, inspections, repairs, and/or other related services as it pertains to the continuous use and efficiency of equipment for the intended purpose at the various Orange County Utility sites covered under this contract.

II. PERSONNEL REQUIREMENTS

A. Certification/License Requirements

1. The Contractor shall hold and maintain a valid Air-Conditioning Contractor License issued by the State of Florida (Certified Class A, Certified Class B, or Registered).

2. Technicians shall work under the supervision of the licensed qualifying contractor.

3. All technicians assigned to this Contract shall:

o Hold a valid EPA (Environmental Protection Agency) Section 608 Universal Technician Certification.

o Be qualified and competent to perform HVAC services specified herein.

The County reserves the right to require removal of any personnel deemed incompetent, unqualified, unsafe, or otherwise unsuitable. Failure to remove such personnel may result in the issuance of an Unsatisfactory Performance Report, and further, may constitute grounds for termination of the Contract.

4. The Contractor shall provide a Primary and Secondary point of contact for emergency and routine (non-emergency) service requests.

B. Protective Clothing and Safety Equipment The Contractor shall provide, at no additional cost to the County, and require the use of all necessary personal protective equipment (PPE), including, but not limited to:

• Protective clothing

• Masks/respirators

• Eye protection

• Hearing protection

• Appropriate footwear

All work shall comply with applicable laws, regulations, and manufacturer instructions.

C. Equipment The Contractor shall maintain fully equipped service vehicles and all necessary support equipment required to comply with all requirements of this scope of services and all applicable regulations, standards, rules, and ordinances.

D. Background Checks All costs for background investigations shall be Contractor's responsibility as further outlined below. The Utilities Department shall have the right to request any additional investigative background information including, but not limited to, the employment record, Right-To-Know records, training records, payroll records, position for which hired including site location of any personnel assigned to perform the services. The Contractor shall furnish, in writing, such information to the extent allowed by law, prior to commencement of services.

The Contractor shall perform Level I background checks and drug screens (Five Panel) in accordance with all applicable federal, state and local laws, regulations and ordinances.

LEVEL I (Past 5 years) shall include the following:

1. Identification Verification

2. Selective Service Status (registered/unregistered)

3. FDLE Automated Criminal Record

4. Clerk of Courts by county of Residence

5. Employment Verification

6. OMV by State of residence

7. Military Service Verification

8. Professional License & Certification Check

Drug Screen - Five Panel Shall include the following:

1. Amphetamines

2. Cocaine Metabolites

3. Marijuana Metabolites

4. Opiate Metabolites

5. Phencyclidine

The Contractor shall provide the background checks and drug screens for designated Contractor staff that will be working at the Utilities sites within ten (10) business days from receipt of request by the County. Utilities shall review and approve the background checks and drug screens and advise whether the individual shall be allowed to work at Utilities sites prior to start of service. This background check requirement shall be applicable to any subcontractors that the Contractor will hire. The Contractor shall submit background checks to UD-Safety@ocfl.net.

E. Parking

The Utilities Department will identify and designate locations where Contractor vehicle parking is permitted. Parking fees shall be the responsibility of the Contractor or Contractor's employee(s). The County shall not be held responsible for any damage to Contractor or Contractor's employees' vehicles while parked on County property.

Vehicles towed from County property shall be at the expense of the Contractor or Contractor's employee(s).

mailto:UD-Safety@ocfl.net

III. PERFORMANCE AND SAFETY STANDARDS

A. All equipment and workmanship shall meet the standards specified herein, and shall be accomplished in accordance with the most current approved and accepted standards of the; (1) industry, (2) equipment manufacturer, (3) applicable Federal and local standards and codes, and (4) applicable building and safety codes to include but not limited to:

1. Occupational Safety and Health Act (OSHA)

2. National Institute for Occupational Safety & Health (NIOSH)

3. National Fire Protection Association (NFPA)

4. American Society of Heating, Refrigeration & Air-Conditioning

Engineers (ASHRAE)

5. American National Standards Institute (ANSI)

6. National Electrical Manufacturers Association (NEMA)

B. All equipment used in the performance of these services shall be properly maintained and subject to inspection by the Utilities Representative upon request. Any equipment deemed faulty, inoperable, unsafe or improper shall be removed from the Utilities' premises immediately.

C. Any damage to Utilities facilities or property due to the services performed by the Contractor shall be the responsibility of the Contractor. The Contractor shall repair such damages at no additional cost to the County.

IV. PREVENTATIVE MAINTENANCE

A. Overview - Preventative Maintenance, Inspection and Reporting Service

Preventative maintenance, inspection, and reporting shall be quarterly (four times per year), unless otherwise specified. Filter change-out services shall be scheduled on a quarterly service unless otherwise specified.

The Contractor shall:

• Inspect each unit of equipment, its components, and operation in accordance with standard industry practices; and, as conditions warrant

• Perform the services to render preventative maintenance care, as specified under Section VI, Technical Specifications.

• Submit written inspection and repair reports within two (2) business days of completion.

Preventative maintenance shall include, at a minimum, the areas addressed under

Section VI, Technical Specifications, and any recommendations by the manufacturer.

B. Inspection and Scheduling

1. All Maintenance work shall be scheduled to provide the least inconvenience to building occupants and visitors. Utilities sites are extremely secure, and all work will be scheduled through the Utilities County Representative.

2. Scheduling shall be coordinated with the Utilities County Representative a minimum of one (1) week prior to arrival.

3. Technician(s) shall sign in upon arrival and sign out upon departure each day at every location where work is performed. Sign-in and sign-out shall be completed with a County Representative or county-designated security guard personnel.

4. The County will hold the Contractor responsible for meeting all the Contractor’s contractual obligations. If performance issues arise, such as failure to perform the inspections, filter change-outs, cleanings, or failure to perform within the scheduled timeframes, etc., that cannot be resolved between the contractor and the County’s representative, the matter will be referred to the Procurement Division for appropriate action.

C. Pre-Start Up Prior to servicing or maintaining any equipment that poses a risk of unexpected energization, start-up, or release of stored energy, the Contractor shall fully isolate the equipment and implement lockout procedures in compliance with all applicable federal, state, and local safety regulations.

Note: Failure to adhere to the Pre-Start process may result in the issuance of an Unsatisfactory Report.

Any damage to Utilities facilities or property for failure to adhere to the Pre-Start Up procedure performed by the Contractor shall be the responsibility of the Contractor.

The Contractor shall repair such damages at no additional cost to the County.

D. The units covered by these specifications shall be maintained and kept in satisfactory and safe operating condition capable of providing their maximum capacity and performance as rated/published by the manufacturer.

The County reserves the right to conduct such tests, when advisable, to ascertain that the requirements of these conditions are being fulfilled. If the County determines that the specified standards are not being satisfactorily maintained, the County may immediately require that the Contractor place the unit in compliance with such requirements or provide a written assessment detailing the repairs necessary to restore the unit to acceptable capacity and performance.

Failure on the Contractor to comply with the request within twenty-four (24) hours, as approved by the County, will constitute a circumstance under which the County may result in the matter being referred to the Procurement Division for appropriate action.

E. Filter Change Out Requirements

1. Filter replacements are inclusive of the unit bid price per visit. Filter sizes and quantities are provided in Attachment A to the bid package.

2. Filters for all air handling units shall be changed quarterly or as scheduled by the

County Representative.

3. The filter media to be used shall have a MERV rating of eight (8), unless otherwise approved by the County. Replacements shall be completed in accordance with the manufacturer’s recommendations. Filters may vary based on equipment at various facilities. All removed filters are to be disposed of by the Contractor, unless otherwise directed by the County Representative.

V. AS NEEDED REPAIRS, REPLACEMENTS, INSTALLATIONS, AND RELATED

SERVICES

A. On an as-needed basis, the County may notify the Contractor of required routine or emergency repair/installation services. The Contractor shall meet with the County Representative at the project site to assess and determine the type of work to be performed. The Contractor shall submit a written estimate of the necessary repairs to provide continuous use and efficiency of equipment within forty-eight (48) hours after receiving the notification from the County. This estimate shall include a total firm cost to the County, itemized as follows:

1. Labor Hours (Hourly Rate Bid)

2. Itemization of costs for materials/parts/equipment

3. A brief description of the repair and/or replacement work to be done

4. Location of work

5. Time for completion

6. Any work being performed by the subcontractor, hours, and name of subcontractor estimates shall be complete and specific with measurements and quantities of time, completion, and materials. Estimates shall be submitted to the County for review and approval prior to the commencement of any work. The aforementioned applies to routine and/or emergency repairs, installations, and related services.

The Contractor shall notify the County Representative within two (2) hours of any costs anticipated to exceed the original estimate. Requests for modifications shall be submitted to the County Representative for review and approval before proceeding with the additional work.

B. Response Times

1. The Contractor shall complete all requested work during Standard work week hours and without the necessity of Non-Standard hours, as defined below:

a. Standard Hours: Monday through Friday, 8 am – 5 pm (excluding County holidays)

b. Non-Standard Hours: Monday through Friday, 5:01 pm – 7:59 am; Saturdays and Sundays.

2. Emergency Repairs and Services:

a. Standard or Non-Standard Hours (upon approval)

b. 24/7/365 availability

c. Phone response within 15 minutes of notice. The County Representative will convey the work schedule and instructions at time of order placement.

d. On-Site response within 60 minutes to 2 hours of notice

e. Submit repair quotation within 48 hours of equipment evaluation

3. Routine Repairs and Services (Non-Emergencies):

a. Standard Hours

b. Phone response within 30 minutes of notice, or the next business day if request is made after hours. The County Representative will convey the work schedule and instructions at time of order placement.

c. On-Site within 4 to 24 hours of notice

d. Submit repair quotation within 48 hours of equipment evaluation

4. The Contractor shall coordinate with the County Representative if it is determined that work will not be completed as previously scheduled during the course of the standard work week within two (2) hours of becoming aware of the delay. The Contractor shall provide such information to the County Representative with a request to authorize Non-Standard hours. Authorization must be received prior to commencement of such work.

5. Each project shall be completed as scheduled and completed by the deadline listed on the delivery order, unless otherwise authorized by the County Representative.

6. Extension Requests

If the Contractor shall be delayed in the completion of work due to unforeseeable causes beyond its control and without fault or negligence, including but not limited to, acts of God or neglect of another Contractor, the period specified for the completion of delivery, at the County’s discretion, shall be extended for a period approved by the County Representative.

The Contractor shall notify the County Representative within two (2) hours of becoming aware of the unforeseeable circumstance to request an extension. The Contractor shall submit a written request to the County Representative within twenty-four (24) hours of the established deadline for written approval by the County Representative.

VI. TECHNICAL SPECIFICATIONS FOR PREVENTATIVE MAINTENANCE INSPECTIONS

A. Package Equipment: Heating and Cooling Both Quarterly and Operational Inspections shall be performed on a quarterly basis, four

(4) times each calendar year. The County and Contractor shall establish the quarterly dates at the Post-Award meeting. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspection – Heating (Frequency: Four Times Per Year)

a. Lubricate fan bearings per manufacturer's recommendation.

b. Lubricate motor bearings per manufacturer 's recommendation

c. Lubricate and adjust dampers and linkage .

d. Replace filters . (Monthly or as specified on bid response form)

e. Check motor operating conditions .

f. Inspect electrical connections, contactors , relays and operating safety controls

g. Check and clean unit drains and drain pans.

h. Inspect and lubricate the burner and combustion control equipment.

i. Check burner sequence of operation and combustion air equipment.

2. Quarterly Operational Inspection- Heating (Frequency: Four Times Per Year)

a. Lubricate fan bearings per manufacturer's recommendation .

b. Lubricate motor bearings per manufacturer's recommendation

c. Check belts and sheaves

d. Adjust as required.

e. Replace filters.

f. Check unit operation and make adjustments as required.

3. Quarterly Inspection – Cooling (Frequency: Four Times Per Year)

a. Lubricate fan bearings per manufacturer 's recommendation .

b. Lubricate motor bearings per manufacturer's recommendation .

c. Replace belts

d. Check sheaves . Clean coils.

e. Lubricate and adjust dampers and linkages. Check and clean unit drain pan and drains

f. Replace filters.

g. Check motor operating conditions.

h. Inspect electrical connections, contactors, relays and operating/safety controls.

i. Check compressor oil level, acid test oil if indicated by conditions and Meg motor

20hp and above.

j. Check crankcase heater operation (DX only).

k. Start compressor, check operating conditions and adjust as required (DX only).

l. Add Anti Corrosion/Water Treatment to chilled water systems.

4. Quarterly Operational Inspection – Cooling (Frequency: Four Times Per Year)

a. Lubricate fan bearings per manufacturer's recommendation.

b. Lubricate motor bearings per manufacturer's recommendation. Check the belt and sheaves. Adjust as required.

c. Replace filters. Check coils.

d. Inspect for refrigerant leaks using an electronic leak detector

e. Check operating conditions and adjust as required.

B. Refrigerant Inspection and Conservation

Quarterly Inspections shall be performed four (4) times each calendar year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspection

a. Leak Testing

i. Test all units and related equipment for refrigerant leakage. Identify and locate leaks.

ii. Recommend corrective procedures.

b. Recover/Retain/Recycle

i. Recover and recycle refrigerant from each unit as necessary

ii. Identify type(s) of refrigerant and amount(s) recycled.

iii. Replenish refrigerant in chiller as needed, and leaks are repaired. Cost of refrigerant is additional.

iv. Identify type(s) of refrigerant and amount(s) required.

v. Reclaim refrigerant from equipment, if equipment covered under a

Comprehensive Agreement. Identify type(s) and amount(s) of refrigerant reclaimed.

vi. Verify date(s) tested, distillation vendor and date(s) shipped and returned.

c. Disposal

i. Dispose of refrigerant as necessary, in accordance with EPA regulations.

ii. Identify type (s) and amount(s) of disposed refrigerant. Verify date(s) tested disposal vendor and date shipped.

iii. Obtain necessary federal, state and local authorization for transport and disposal of refrigerant.

C. Scroll Compressor Chiller Equipment Quarterly Inspections shall be performed four (4) times each calendar year and Operational Inspections to be performed three (3) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspection (Frequency: four times per year)

a. Inspect for refrigerant and oil leaks.

b. Inspect vibration eliminators and water piping for leaks.

c. Check unit freeze protection.

d. Check refrigerant in sight glass.

e. Check compressor oil presence in sight glass, if applicable.

f. Inspect and tighten electrical connections.

g. Check relays and operating/safety controls.

h. Check crankcase heater operation.

i. Download latest software version if applicable

j. Check operation of electronic expansion valve.

k. Perform microprocessor check, log, and analyze performance 12. Check condenser coils, clean condenser coils, air cooled units.

l. Check condenser fan operation, air cooled units.

2. Operational Inspection (Frequency: three times per year)

a. Inspect for refrigerant and oil leaks.

b. Inspect vibration eliminators and inspect water piping for leaks

c. Check refrigerant in sight glass.

d. Check compressor oil presence in sight glass, if applicable.

e. Download latest software version if applicable

f. Inspect electrical connections.

g. Check relays and operating/safety controls

h. Check crankcase heater operation.

i. Perform microprocessor check, log, and analyze performance .

10.Check condenser coils, air cooled units.

j. 11.Take and record water side pressure drops across vessels.

D. Pump Equipment

Quarterly Inspections shall be performed four (4) times per year and Operational Inspections to be performed three (3) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspection

a. Lubricate pump bearings per manufacturer's recommendations

b. Lubricate motor bearings per manufacturer's recommendations

c. Check motor mounts and vibration pads.

d. Visually check pump alignment and coupling.

e. Check motor operating conditions.

f. Inspect electrical connections and contactors .

g. Check and clean strainers.

h. Inspect mechanical seals or inspect pump packing.

i. Verify gauges for accuracy

j. Check for areas of corrosion/decay of water system.

E. Comfort Cooling Equipment

Inspections to be performed three (3) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspections

a. Lubricate fan bearings per manufacturer's recommendation .

b. Lubricate motor bearings per manufacturer 's recommendation .

c. Change belts .

d. Inspect sheaves

e. Clean strainers on all VAV boxes

f. Clean coils.

g. Check and clean drain pan and drains.

h. Add pan tabs to condensate drain pans.

i. Lubricate and adjust dampers and linkages.

j. Change filters . (Monthly)

k. Check motor operating conditions.

l. Inspect electrical connections, contactors ,relays and operating/safety controls.

m. Check compressor oil level, acid test oil and Meg motor(s) 20 HP an above. Check crankcase heater operation (DX only).

n. Start compressor, check operating conditions and adjust as required (DX only).

2. Operational Inspection

a. Lubricate fan bearings per manufacturer’s recommendation.

b. Lubricate motor bearings per manufacturer's recommendation.

c. Check belts and sheaves . Adjust as required.

d. Change filters. (Quarterly unless otherwise specified)

e. Check coils.

f. Inspect for refrigerant leaks.

g. Check operating conditions and adjust as required.

F. Comfort Cooling Equipment - Heating and Cooling

Inspections to be performed three (3) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspections – Heating (Frequency: Four times per year)

a. Lubricate fan bearings per manufacturer 's recommendation .

b. Lubricate motor bearings per manufacturer's recommendation.

c. Change belts.

d. Check sheaves. Adjust as required.

e. Lubricate and adjust dampers and linkage.

f. Change filters (Quarterly unless otherwise specified) This includes filters in VAV boxes in all areas of buildings.

g. Check motor operating conditions.

h. Inspect electrical connections ,contactors , relays and operating safety controls .

i. Check and clean unit drains and drain pans.

j. Inspect and lubricate the burner and combustion control equipment.

k. Check burner sequence of operation and combustion air equipment.

2. Quarterly Inspections - Inspection –Cooling (Frequency: Four times per year)

a. Lubricate fan bearings per manufacturer 's recommendation

b. Lubricate motor bearings per manufacturer’s recommendation ion.

c. Change belts

d. Clean condensates drain pans.

e. Add pan tabs to condensate drain pans.

f. Lubricate and adjust dampers and linkages.

g. Check and clean unit drain pan and drains.

h. Change filters (Quarterly unless otherwise specified) This includes filters in VAV boxes all areas of building.

i. Check motor operating conditions.

j. Inspect electrical connections, contactors, relays and operating/safety controls.

k. Check compressor oil level, acid test oil if indicated by conditions and Meg motor

20hp and above. Check crankcase heater operation (DX only).

l. Start compressor, check operating conditions and adjust as required (DX only).

Inspect sheaves

m. Check coils

3. Operational Inspection (Frequency: Three Times per year)

a. Lubricate fan bearings per manufacturer's recommendation.

b. Lubricate motor bearings per manufacturer's recommendation.

c. Check belt and sheaves. Adjust as required.

d. Change filters. (Quarterly unless otherwise specified)

e. Check coils. Visually inspect for refrigerant leaks.

f. Check operating conditions and adjust as required. Exceptions and additions:

G. Variable Frequency Drives

Inspections to be performed three (3) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Inspection (Frequency: Four times per year)

a. Clean P.C. boards and internal cabinet parts.

b. Visually inspect all power connections for discoloration.

c. Tighten all electrical connections on line/load side of circuit breaker, output contactors, by-pass switches,

d. Verify cabinet fan operation, clean and lubricate (if applicable).

e. Verify all interlocks are connected correctly, i.e., by-pass switches, motor and temperature switches, overloads, and supply/return fans.

f. Verify all remote stop/start contacts. Run, enable contacts

g. Megger output leads, record reading.

h. Verify that supply voltage and phase sequence are correct.

i. Verify speed command for auto operation is correct. Adjust as needed 10.Verify speed shaping is correct for application. Adjust as needed.

j. Start and run VFD in manual at full speed. Verify output voltages and clamp voltages.

k. Adjust if necessary.

l. If applicable, run out set points and faults, etc. on thermal tape printer for customer file.

m. Verify with customer whether auto restart and other special options are enabled per their request.

2. Operational Inspection (Frequency: Four times per year)

a. Check heat sinks, clean as needed.

b. Visually inspect all power connections for discoloration.

c. Visually inspect all electrical connections on line/load side of circuit breaker, output contactors, by-pass switches, SCR's, and power modules.

d. Verify cabinet fan operation, clean and lubricate (if applicable).

e. Verify supply voltage and phase sequence is correct.

f. Verify speed command for auto operation is correct. Adjust as needed. Start and run VFD in manual at full speed, if system conditions allow.

g. Verify output voltages and clamp voltages. Adjust if necessary.

h. Verify with customer auto restart operation and other special options.

H. Fan and Central Fan Systems

Quarterly Inspections shall be performed four (4) times per year. The following tasks shall be performed at a minimum during each inspection.

1. Quarterly Fan Inspections (Frequency: Four times per year)

a. Check and clean fan assembly.

b. Lubricate fan bearings per manufacturer's recommendations .

c. Lubricate motor bearings per manufacturer's recommendations

d. Change belts.

e. Check sheaves.

f. Check motor mounts and vibration pads

g. Check motor operating condition.

h. Inspect electrical connections and contactors.

i. Lubricate and adjust associated dampers and linkage.

j. Check fan operation.

2. Quarterly Central Fan Systems (Frequency: Four times per year)

a. Lubricate fan bearings per manufacturer's recommendations.

b. Check and clean fan assembly.

c. Lubricate motor bearings per manufacturer's recommendations. Check belts and sheaves. Belts on exhaust fans are required to be changed twice per year.

d. Check motor mounts and vibration pads.

e. Check motor operating conditions.

f. Inspect electrical connections and contactors.

g. Lubricate and adjust associated dampers and linkage

h. Check fan operation.

i. Check and clean unit drains and drain pans.

j. Check filter advancing mechanism. Lubricate and adjust as required.

k. (Quarterly) Inspect filters and replace.

l. Check heating and cooling coils.

m. Inspect humidifier.

n. Ensure no mold/mildew/ is present in/on/or around equipment.