Y26-116_Scope_of_Services_TF.docx

Y25-116-TF

SCOPE OF SERVICES

GENERAL INFORMATION

The Utilities Building Operations 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. Time is of the essence under this contract, and it is critical for Contractor to adhere to response requirements outlined herein to assist with keeping the HVAC equipment always working properly.

The Contractor shall maintain qualified technicians throughout the life of the contract that will perform the work. Such technician(s) shall be fully licensed and/or certified by the applicable government body to provide services as stated herein including at minimum, holding an Environmental Protection Agency (EPA) approved certification as Universal Technician.

I. PERSONNEL REQUIREMENTS

A. Certification/License Requirements The Contractor shall assign qualified technicians to the County’s account that will perform the work. Such technician(s) shall be fully licensed and/or certified by the applicable government body to provide services as stated herein accordingly. All technicians assigned to this contract shall hold an Environmental Protection Agency (EPA) approved certification as Universal Technician.

Personnel employed directly, or indirectly, the Contractor who is incompetent, inept, or unfit to perform the work shall be promptly removed from work covered under the Contractor. Failure of the Contractor to remove defective equipment or personnel who are incompetent, inept, or unfit may result in termination of the Contract.

B. Protective Clothing and Safety Equipment The Contractor shall provide and ensure the wearing of necessary protective clothing, masks, eye protection, hearing protection, shoes, etc. as required by any applicable laws, regulations, ordinances, and/or manufacturer's instruction for all employees and/or subcontractors at no additional Cost to the County. The Contractor shall obtain the most current version of all applicable safety regulations.

C. Equipment The Contractor shall have fully equipped service trucks and other support equipment including what is necessary to comply with all requirements of this Invitation to Bids 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 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 locations where Contractor vehicle parking is available. If there is a cost associated with parking, those costs shall be paid by the Contractor or Contractor's employee. Utilities will not be responsible for any damage to Contractor or Contractor's employees' vehicles while parked on Utilities property. Vehicles towed from Utilities property will be at the expense of the Contractor or Contractor's employee.

II. 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 f o r its intended purpose is not permitted and 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 without any charge to the Utilities

D. Quality Assurance The Contractor shall implement and maintain a detailed and comprehensive Quality Control Program for the life of this contract. The Quality Control Plan shall detail and ensure that all work performed herein conforms to contract requirements, including all applicable standards, codes, and regulations. The Quality Control Plan shall also detail the Contractor’s safety rules and policies. The Contractor's Quality Control Plan shall be submitted with the bid response. The County Representative will review the Quality Control Plan and provide comments to the Contractor within five (5) business days following contract award. The County shall finalize the Quality Control plan with the Contractor at the post award conference meeting, as further specified in the Post Award of the Special Terms and Conditions.

III. PREVENTATIVE MAINTENANCE

A. Overview Preventative Maintenance, Inspection and Reporting Service- the Contractor shall systematically inspect each unit of equipment, its component parts and operation in accordance with standard industry practices; and, as conditions warrant, perform the services to render preventative maintenance care, as specified under Section VII, Technical Specifications, and keep the equipment in proper and safe operating condition and submit a written report.

Preventative maintenance shall include at a minimum the areas addressed under Section VII, Technical Specifications and any recommendations by the manufacturer.

Preventative maintenance, inspection, and reporting will be on a quarterly basis. Filter Change out Services will be scheduled on a quarterly service unless otherwise specified.

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 designee.

2. Dates to be scheduled with the Utilities designee a minimum of one (1) week prior to arrival. Technician(s) shall check in and check out each day they are on County property with the designated County representative.

3. Failure to perform the inspections, filter change outs, cleanings, or failure to perform within the scheduled timeframes may result in contract cancellation. Payment will only be for authorized work completed and found acceptable under the terms and conditions of the bid. Any work found not completed by the County shall be performed at a designated date at the option of the County.

C. Pre-Start Up Prior to performing service or maintenance on any equipment where the unexpected energizing, startup, or release of stored energy could occur and cause injury, the equipment shall be isolated and rendered inoperative through the use of a lockout device whenever the equipment is capable of being locked out.

D. The importance of the units covered by these specifications demand that they be maintained in satisfactory and safety operating condition in accordance with the requirements of these specifications and be kept capable of providing their maximum capacity and performance as rated/published by the manufacturer. The County reserves the right to make such tests, when advisable, to ascertain that the requirements of these conditions are being fulfilled. Should it be found that the standards herein specified are not being satisfactorily maintained, the County may immediately demand that the Contractor place the unit in condition to meet these requirements or detail the necessary repairs that may be needed to bring the unit to acceptable capacity and performance. The Contractor’s failure to comply with such a demand within a reasonable time as approved by the County will constitute a circumstance under which the County may terminate the contract.

E. Filter Change Out Requirements- Filters on all air handling units shall be changed on a quarterly basis, or as scheduled by the project manager. The filter media to be used shall have a Merv rating of eight (8), unless otherwise approved by the County. Replacements shall be done in accordance with the manufacturer’s recommendations. Filters may vary based on equipment at various facilities. All removed filters to be disposed of by the Contractor, as directed by the Project Manager. The unit bid price shall be per visit. Filter sizes and quantities are provided in Attachment A to bid package

IV. AS NEEDED REPAIRS, REPLACEMENTS, INSTALLATIONS, AND RELATED SERVICES

A. On an as needed basis, the County will contact the Contractor to advise of either routine or emergency repair/installation services needed. At no cost to the County, the Contractor shall meet with the County representative at the site where work is required to determine the type of work to be performed. The Contractor shall submit a written estimate of repairs necessary to provide continuous use and efficiency of equipment within 48 hours after meeting. This estimate shall include a total firm cost to the County itemized as follows:

0. Labor Hours (Hourly Rate Bid)

0. Itemization of costs for materials/parts/equipment

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

0. Location of work

0. Time for completion

0. 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 will require County approval prior to commencement of work. The aforementioned applies to routine and/or emergency repairs, installations, and related services.

The Contractor shall immediately notify Project Manager or designee of any costs anticipated to exceed the original proposal submitted due to unforeseen circumstances for approval before proceeding with the additional work. A change order will be implemented as the written approval for any necessary changes for completion of the work.

B. Response Times

1. The Contractor shall endeavor to complete all requested work during standard work week hours and without the necessity of after hour labor, as defined herein. Standard working hours are from 8am – 5pm and standard work week is Monday through Friday. Should it be determined that work cannot be completed during the course of standard work week hours, the Contractor shall provide such information to the County Project Manager or authorized designee with a request to authorize after hour labor. Authorization must be received prior to commencement of such work. Each project shall be completed as quickly as reasonably possible. All requested work shall be completed within the timeframe quoted or as provided on the project schedule.

If the Contractor shall be delayed in the completion of work by reason of unforeseeable causes beyond its control and without fault or negligence, including but not restricted to, acts of God or neglect of any other Contractor, the period specified for the completion of delivery shall be extended by such time as shall be approved by the County project manager or designee.

2. Emergency Repairs and Related Services The Contractor shall maintain a dedicated twenty-four (24) hour emergency service designed to respond to County emergency needs, seven (7) days a week, 365 days per year. Response time for Emergency hours range from immediate (on-site within 60 minutes from notice of call) to two (2) hours and shall be defined as after Routine Hours, 7 days a week including holidays. County Project Manager or designee will convey the work schedule at time of order placement. After hours is any time after 5pm Monday through Friday or anytime on Saturdays and Sundays. The Contractor’s service representative shall respond back to all requests for emergency repairs by phone within fifteen (15) minutes. The Contractor shall provide a primary and secondary contact for emergency service including names and contact phone numbers.

Interim work done as emergency repairs may be temporary but shall render the unit usable until permanent repairs can be made. These types of repairs shall receive immediate attention by the Contractor.

3. Non-Emergency/Routine Repairs and Related Services Response time for nonemergency/routine hours is on-site within a range of four (4) hours from notice of call to twenty-four (24) hours (next day service) and shall be defined as Monday-Friday, 8:00 A.M to 5:00 P.M and excludes County observed holidays. County Project Manager or designee will convey the work schedule at time of placement. The Contractor’s service representative shall respond back to all requests to standard repairs by phone within thirty (30) minutes during the period of 8:00 A.M. to 5:00 P.M., or return the call by the next business day for any calls made after hours.

A quotation with the repair requirements and length of time to complete the job shall be prepared by the next business day for the evaluation of repairs.

V. TECHNICAL SPECIFICATIONS FOR PREVENTATIVE MAINTENANCE INSPECTIONS

A. Package Equipment: Heating and Cooling Both Quarterly and Operational Inspections are to be performed on a quarterly basis, four (4) times each calendar year. The County and Contractor will establish the quarterly dates at the pre-contract 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.

Lubricate motor bearings per manufacturer 's recommendation

b. Lubricate and adjust dampers and linkage .

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

d. Check motor operating conditions .

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

f. Check and clean unit drains and drain pans.

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

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

2. 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. Operational Inspection- Cooling

B. Refrigerant Inspection and Conservation Quarterly Inspections are to 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, if equipment covered under a Comprehensive Agreement.

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.

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 are to 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. Operating 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 are to 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 Quarterly Inspections are to 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 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 Quarterly Inspections are to 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 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 Quarterly Inspections are to 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 (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 are to 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.