PMC2703728007 Harmonie State Park HVAC 2-Year Preventative Maintenance Contract

PREVENTATIVE MAINTENANCE SERVICES
BID/CONTRACT SPECIFICATIONS
HEATING, VENTILATING, AIR CONDITIONING & WATER TREATMENT EQUIPMENT
Revised 10/13/2023
PART 1 - BID REQUIREMENTS
Professional Services Contract
Template
A. Specifications herein will be incorporated with theD SNtaRt eP roef vInednitaantaiv e Maintenance Service
Contract(found at https://www.in.gov/idoa/sRtaetqeu-epsutr fcohra Qsuinogt/actioonnt r(aRcFtQ-a)dministration/contract-
forms-manuals-and-templates/) to create the full
. Prior to submitting their completed bid packet, Contractors
are responsible for reviewing all clauses in the template and discussing any desired modifications
with the DNR Purchasing Buyer.
*
B. Prio*r to bidding, it is the responsibility of each Contractor to thoroughly familiarize themselves with:
the location(s) of the proposed site(s),
* the tools, materials, maintenance-related parts, and labor necessary to execute the required
services,
* each site's seasonal start-up/shut down timing, maintenance histories, and active equipment
warranties, and
the existence of any deferred maintenance items.
C. Prior to bidding, and/or as soon as it is known throughout the life of the contract, the Contractor
shall notify the State, in writing, of any deferred maintenance, or obsolete equipment, maintenance-
related parts or components, that are not maintainable under the terms of the contract. Contractors
may perform site visits, if desired, prior to submitting bid proposals to inspect and evaluate all
equipment relevant to the contract. If notification of non-maintainable equipment occurs prior to the
bid due/open date, then the State will inform other bidders accordingly of the disposition of those
items, by addendum of these specifications. If no such notification by the Contractor is given, then
the Contractor shall be responsible, at no additional charge to the State, for the preventative
maintenance services for all items, regardless of condition, as set forth in this contract.
D. At a minimum, pricing which shall be included in the Contractor's bid are the following: all overhead,
profit, equipment, materials, vehicles, tools, overtime, travel expenses, and labor costs for crews
performing the scheduled service visits.
PART 2 - GENERAL REQUIREMENTS
A. Failure of the Contractor to meet all terms and conditions in the final, executed contract will result in
termination of the contract.
B. Con*tr actor shall perform an initial site inspection separate from and prior to any pre-scheduled
service visits. During this initial inspection, the Contractor shall:
* Discuss with the property manager and the operators of equipment, or their designees, any
maintenance problems encountered historically,
* Become aware of manufacturer servicing recommendations and any existing equipment
* warranties,
Develop a maintenance protocol, and
Return to proper condition any system that is discovered not to be in proper operation, as
defined by equipment maintenance manuals and/or this contract's specifications, and

IDNR Preventative Maintenance Services Bid/Contract Specifications
Heating, Ventilating, and Air Conditioning
*
Review onsite operations and preventative maintenance documentation (e.g. manufacturer's
maintenance recommendations, conditions reports, inspections, etc.) and provide any
relevant maintenance documents that may be missing.
C. It is the responsibility of the Contractor to verify the system equipment and any included
appurtenant devices/systems during the initial inspecPtAioRnT a n9d -, pSrCiHorE tDoU bLeEg iAnning work, provide a
written assessment of system equipment and appurtenant devices/systems, including any necessary
correction or update to the provided Schedule A (see ).
D. The State shall provide the Contractor with a reasonable means of accessing the equipment covered
by this contract. The Contractor shall be free to start and stop all primary equipment critical to the
operation of the systems listed herein as arranged with the site's property manager or their designee.
E. In the event a system is altered, or if any equipment is added or deleted, the specifications and
contract shall be amended by the State as required to reflect these changes.
F. The Contractor shall be liable for damage to property or injury to persons directly resulting from
accidents caused by the performance or non-performance of its obligations under this contract.
PART 3 - EMERGENCY SERVICES
A. Contractor may be called upon by the State to provide emergency services related to the systems and
equipment identified within the scope of this contract. Emergencies shall be considered as additional
to, and outside of, the specifications, terms, and conditions, outlined by this preventative
maintenance services contract and its related purchase order. Emergency services are defined as
work requested by the State which is outside of the dates identified in the planned maintenance
schedule submitted by the Contractor and in exception to the conditions and requirements outlined
in the contract's technical specifications.
B. Emergency calls may occur outside of normal business hours, including evenings, weekends, or
holidays, and may necessitate the incurrence of overtime to maintain proper operation of the
systems listed herein. The Contractor shall respond by phone to an emergency call within thirty (30)
minutes and provide onsite service within a timeframe agreed upon with the site's property manager
or their designee. If the Contractor is unable to respond timely, or is unable to provide the requested
emergency service, then the site's property manager may opt to contact another vendor.
C. Emergency calls shall be invoiced by the Contractor separately from any planned costs allowable
under this preventative maintenance services contract.
PART 4 - CODE REQUIREMENTS AND MANUFACTURER INSTRUCTIONS
A. Contractor shall perform the work under this contract in accordance with the requirements of
manufacturer recommendations, industry standards, and all Federal, State and Local codes govern
the requirements of the services. In case of conflicts between State and Local codes and regulations,
State codes and regulations shall prevail.
B. Contractor shall immediately notify the State, in writing, if they observe that these contract
specifications are at variance with or in conflict of the service instructions of any manufacturer in any
respect.
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IDNR Preventative Maintenance Services Bid/Contract Specifications
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C. If the Contractor performs any work contrary to State Building Rules and Regulations, ordinances, or
any manufacturer's printed instructions, then the Contractor shall bear all costs resulting from such
non-compliance.
PART 5 - SCHEDULING SERVICE VISITS
A. All work pursuant to the preventative maintenance services contract shall be performed Monday
through Friday, between the hours of 8 am and 5 pm (local site time), unless otherwise authorized in
advance by the site's property manager or their designee. On each scheduled day of service, prior to
performing any work or inspections, the Contractor's personnel shall report to the site's office to
inform the site's property manager or their designee of their arrival.
B. Each preventive maintenance service visit shall be pre-scheduled and directed from a maintenance
management program initiated and maintained by the Contractor.
C. A scheduled visit is defined as the contiguous number of work hours or days required to inspect and
service the identified equipment outlined in or implied as covered in the scope of this specification
and contract. This, however, does not limit the Contractor from scheduling as many inspections or
service calls as deemed practical and necessary to keep all equipment in satisfactory operating
condition.
D. Scheduled visits may not begin until the contract and its related purchase order have been fully
executed and approved. The Contractor's preventative maintenance schedule shall be submitted to
the site's property manager or their designee, at least seven (7) days prior to the first visit. This
sche*d ule shall specify the following:
*
* Dates of scheduled preventive maintenance service visits per building or equipment
Description of service to be performed during each visit
Listing of the service report/work order document(s) that will be submitted by the
Contractor after each service visit
E. Once the Contractor's maintenance schedule has been submitted and approved, no deviation from
the scheduled date(s) of service shall be permitted without prior approval from the site's property
manager or their designee.
F. Any required call-back maintenance within ten (10) calendar days of a scheduled maintenance visit
shall be considered a continuation of the visit service period and not considered as a separate
emergency visit. Call backs on failed equipment which has not received the required service within
the service period shall be considered as covered expenses within this contract and shall not be
charged to the State.
G. No additional fees shall be charged to the State for time spent by the Contractor's personnel awaiting
the arrival of additional coworkers or the delivery of tools, materials, parts, or equipment, nor will
additional fees be charged for multiple visits resulting from contractor deficiencies including, but not
limited to, inexperienced personnel, incorrect or temporary installation of parts/equipment, or poor
workmanship.
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IDNR Preventative Maintenance Services Bid/Contract Specifications
Heating, Ventilating, and Air Conditioning
H. If the Contractor does not appear for a preventative maintenance service visit on the scheduled
date(s) and has not made any prior reasonable attempt to reschedule the date(s), then payment shall
not be approved for that maintenance period.
PART 6 - SERVICE DOCUMENTATION
A. Immediately upon conclusion of a scheduled preventative maintenance or emergency service visit,
the Contractor shall provide the site's property manager or their designee with a legible service
report or work order, including any checklist(s) or notes. If, for some reason, the property manager
or their designee cannot be located at the conclusion of the service visit, then the service
report/work order shall be provided via email or US Mail by the Contractor directly to the site within
three (3) business days after the visit.
B. Service reports/work orders shall state what work was performed on what equipment, as well as the
location, the technician's name, the wrench time for each item, and a list of all maintenance-related
parts and materials used during performance of the preventative maintenance service visit.
C. The State shall sign the provided service report/work order and retain one (1) copy. Failure to
supply a complete, legible, and acceptable service report/work order will constitute an incomplete
service visit.
PART 7 - PAYMENT
A. Payment shall follow all terms and conditions outlined within the preventative maintenance services
contract and/or the associated purchase order.
B. The contract pricing base bid shall be payable in arrears.
C. Invoices resulting from preventative maintenance service or emergency visits shall be provided
directly to the site's property manager or their designee either at the conclusion of the service visit or
via email or US Mail no later than seven (7) business days after the conclusion of the service visit.
The State shall require the Contractor to update or adjust the invoice date on any invoices not
provided in a timely manner.
D. Invoices will not be processed until any necessary post-service visit inspections by the State have
been completed.
PART 8 - SUMMARY OF WORK
A. Contractor shall provide sufficient means and methods, including experienced and qualified
personnel, to keep all equipment covered by these specifications operating properly.
B. Contractor shall be able to program and service the control systems specific to the site(s) and
equipment included in this agreement and shall be responsible for the procurement of any software
required to perform this function.
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IDNR Preventative Maintenance Services Bid/Contract Specifications
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PART 9 - SCHEDULE A
C. Work shall be performed on major items of equipment listed in at the site(s)
indicated on this bid/contract, plus any appurtenant devices/systems that are related to the listed
equipment covered by this contract.
D. This preventative maintenance services programH sehaatliln ign,c Vluednet itlhaet isnygs,t eamnda tAici rin Csopnedctiitoionsn,i snegr,v aicned,
rWesattoerra Ttiroena, mtmaeinntte nEaqnuciep-mreelantted part replacements, call-back service, testing, cleaning and
adjustments, as specified herein, to maintain all
in accordance with manufacturer specifications, industry standards,
building codes, and State expectations. This includes, but is not limited to, boilers, exhaust fans,
temperature controls, air compressors (used for temperature control), potable water heaters,
softening equipment, cooling towers, condensers, all related valves, pumps, dampers, diffusers, and
controls; and appurtenant devices and systems related to the HVAC equipment, including but not
limited to, valves, pneumatic switches, back flow preventers, dafomupre (r4s,) a pnrde d-sicffhuesderusl.e d service
visits per year
E. Unless identified on the Schedule A, the Contractor shall make
, conducted Quarterly, and perform all necessary preventive maintenance services as
required by these specifications. Facilities with equipment requiring two (2) seasonal visits per year
shall be conducted Spring/Fall, while equipment requiring additional visits are noted on the
Schedule A. Where two (2) visits are specified, the Contractor shall schedule with the site's property
manager or their designee all planned work requiring completion before seasonal start-up each year,
as well as assist the site with seasonal shut down of equipment, including winterization of
components subject to freezing.
Temperature Control Systems:
1. Examine each piece of equipment and device to ensure proper functioning and good operational
condition, as well as any components of an older pneumatic system that may be in use including air
compressor, dryer, condensate drainage systems, etc.
2. Calibrate all sensing, monitoring, output, safety, and readout devices for proper ranges, settings, and
optimum efficiencies per the State's requests.
3. Adjust all linkages, drives, dampers, diffusers, etc. that have drifted from initial design setting and
positions.
4. Clean and lubricate all equipment as required.
5. Inspect piping and valves for leaks; tighten connections as necessary.
6. Clean area around equipment.
Chil7le.rsE: xercise and lubricate all valves and treat all corrosion found.
1. Inspections shall include a complete system diagnostic test and check of all safety controls, operating
pressures, temperatures, oil level, refrigerant level, amps, voltage, and all controls pertaining to the
units.
2. Repair any leaks and replace refrigerant lost. Report all leaks and amount of refrigerant used.
3. Inspect, calibrate, repair, or replace defective controls.
4. On shutdown, perform the necessary preventive maintenance-related repairs and service as required
including winterization required. This work shall include, but is not limited to, changing dryer cores
and oil, oil analysis, inspection, and cleaning condenser tubes, and conducting eddy current tests at
least every five (5) years, where applicable. Contractor must determine when next test is due and
provide a copy of the previous test. If one cannot be found, Contractor must assume it is due.
5. If a problem is detected that requires a tear down inspection of the unit, this shall be reported
immediately to the site's property manager or their designee. Tear-down and replacement of major,
stand-alone-type compressors are not included within the scope of this contract and shall require
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IDNR Preventative Maintenance Services Bid/Contract Specifications
Heating, Ventilating, and Air Conditioning
prior approval and payment outside of this contract, under a separate invoice and purchase order
(which may include the State's Public Works emergency process).
6. Inspect piping and valves for leaks; tighten connections as necessary.
Con7d.enCsleerasn: area around equipment.
1. Check unit for proper operation, excessive noise, or vibration.
2. Pressure wash all coils and fans with appropriate coil cleaning solution.
3. Check electrical wiring and connections; tighten loose connections. If power factor correction is
suspected or under-sizing of conductors, report these findings.
4. Lubricate shaft bearings and motor end bearings.
5. Inspect fans or blowers for bent blades or imbalance; adjust or replace as needed.
6. Check belts for condition, proper tension, and misalignment; adjust or replace as needed. All
replaced belts must be pre-tensioned prior to installation. Multiple belts shall be matched and
replaced all at one time.
7. Inspect piping and valves for leaks; tighten connections as necessary.
8. Clean area around equipment including sweeping area and contacting the site's property manager or
Air Hantdhleeirr sd aesnidgn Feodr acebdou At iarn Eyq culuipttmere DntN:R staff must remove. Indicate this in the report.
1. Inspect each piece of equipment and all controls for proper operation, alignments, and calibration.
2. Check for unusual noise or vibration.
3. Lubricate all moving parts as required.
4. Check for wear, alignment, and proper tension; adjust or replace belts as required. Pre-tension all
replacement belts.
5. Visually inspect and clean coils, fans, drain pan, blower, motor, condensate pan or pumps, piping, and
once per year check for leaks and treat for algae or molds. Where mold seems excessive, provide
recommendations for improvement such as UV or other means.
6. Replace air filters four (4) times per year using pleated filters. For residences and equipment
operated seasonally, replace air filters two (2) times per year using pleated filters. At no time will
filter media be replaced with a less efficient type. High efficiency and UV filtration are included in this
contract, including UV tube replacement in compliance with manufacturer recommendations.
7. Inspect piping and valves for leaks; tighten connections as necessary.
8. Clean area around equipment including sweeping area and contacting site's property manager or
their designee about clutter DNR staff must remove. Indicate this in the report.
9. Humidifiers will have annual service including media replacement and water conditioning/filtering
as required.
10. All forced air systems serving public use facilities shall be balanced once per year for air distribution.
A balance report shall be submitted to the site's property manager or their designee. Check
Chilled/stHeoamt W/caotnedre Snuspaptiloyn/ tRreatpusr ann Pnuuamllpy sw ahnilde Hino ot pWeraatteiro nC.i rculat ing Pumps:
1. Inspect all pumps for proper operation and assure no cavitation or NPSH problems exist.
2. Clean and lubricate as required.
3. Check isolation valves and gauges; provide if missing or not working. Establish a gauge reading
schedule to record findings on date, temperatures, or pressures.
4. Provide a means to diagnose operational problems, determine GPM, Delta T, system balance, and
system curve.
5. Inspect piping and valves for leaks; tighten connections as necessary. Excessive condensation on
piping should be reported and insulated. Repair/replace failed insulation.
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IDNR Preventative Maintenance Services Bid/Contract Specifications
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6. Balance all hydronic systems once per year for water distribution.
7. Clean area around equipment including sweeping area and contacting the site's property manager or
Potablet hWeiart deer sHigenaetee rasb:out clutter DNR staff must remove.
1. Drain and flush all water heaters one (1) time per year at all locations after turning equipment off.
Check that the pressure temperature relief valve is functioning properly, and the piping is grounded
as required.
2. Check smoke pipe and related exhaust equipment, burner areas, power ventilators, combustion
chambers, isolation valves, pressure relief valves (including drains accepting flows from these
devices), tank, and other controls and circulating pumps for proper operation. Remove corrosion and
repaint as needed.
3. Inspect piping and valves for leaks; tighten connections as necessary.
Boil4e.rsC: lean area around equipment.
1. Check all safety devices, controls, and operating controls.
2. Clean, inspect, lubricate, and perform any necessary adjustments to obtain optimum burner(s)
efficiency.
3. Include burner test reports with the service report.
4. Clean area around equipment.
5. Complete maintenance checklist and report deficiencies to the site's property manager or their
designee.
6. Perform annual inspection of units to determine code safety requirements and satisfactory
operation. Provide written report to the site's property manager or their designee.
7. Boilers, burners, fuel delivery and filtration systems (including fuel oil filters, vents, and overfill
warning systems), condensate return systems, and water treatment services including chemical
injection equipment and storage, including the cost of chemicals used, are the contractor's
responsibility. Perform tests with every visit to ensure proper chemical treatment is occurring via
analysis of the boiler chemistry typical of these systems. All boiler rooms shall have a valve
inventory made and each valve tagged with a brass tag. A valve and pump schedule shall be placed in
the boiler room identifying each valve and pump by tag, what its function is, and when it is to be
exercised for what purpose (start-ups/shutdowns etc. such as for lock-out tag-out purposes). A
complete seasonal start up and shutdown instruction sheet shall also be placed next to the valve
schedule - mounted for visibility and laminated for protection. An electronic copy of these
Water Cdooncudmitieonntsin sgh aalnl db eS goifvteenn itnog t hEeq suiitpem's epnrot:perty manager or their designee.
1. Check hardness before and after conditioning in equipment room and farthest fixture. Report
findings and recommendations.
2. Check calibration of equipment and adjust for fewer than 5-grains hardness for other than boiler feed
uses (which shall be less than 1-grain hardness). Chemical treatment of boiler water shall be
provided where needed and contractor shall be responsible for chemicals added and reports of
conditions treated. All boilers for State Park Inns shall be tested for water quality four (4) times per
season of operation.
3. Check usage of salt and report if excessive or low for expected use. Report level of media where the
softening occurs. Verify that it is not being flushed into the potable water system during
regeneration.
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IDNR Preventative Maintenance Services Bid/Contract Specifications
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4. Annually clean the equipment and verify that back flushing and regeneration cycles are adequate,
and that softening media is at adequate levels and not being expelled into the system. Inspect piping
and valves for leaks; tighten connections as necessary.
5. Clean area around equipment including sweeping area and contacting the site's property manager or
Cross-Ctohnenire dcetisoignn Ceeo natbrooult D celuvtitceers D: NR staff must remove. Indicate this in the report.
*
* Shall be inspected by a backflow inspector or tester who has successfully completed training in the
testing and inspection of cross connection control devices from an IDEM-approved training provider.
Devices shall be maintained, repaired, and documented as stipulated in the IDEM Cross Connection
Swimmainndg PBoacokl falonwd PSpreav Eenqtuioipnm Meanntu (ailf. included on Schedule A):
1. Where facilities have swimming pools or spas, all the associated HVAC, potable water heating,
dehumidification, pumps, filtration, chemical treatment, valves, piping, and controls shall be covered
in this specification, whether or not listed in the Schedule A.
2. Inn pools shall be visited four (4) times per year; Park (outdoor) pools shall be visited two (2) times
per year for scheduled preventive maintenance. In addition, one (1) mid-season operational check is
required to verify proper operation of all equipment.
3. Test the electrical connections, grounding, and proper watertight seal of fixtures. Replace
submerged light bulbs where needed.
PART 9 - SCHEDULE A
Schedule A
*
For *e ach site covered by this contract, the provides the following:
Contact information for the IDNR site's property manager or their designee
* Inventory of equipment to be serviced, including its location at the site, description, manufacturer,
and other known identifying information
List of equipment warranties with expiration dates
TThhee SScchheedduullee AA sdhoacllu bmee unptd(sa)t erde lbeyv athnet tCoo tnhtrisa cctoonrt trharcotu agrheo auttt tahceh leifde toof tthhees ceo snptreaccifti. c ations on the
f ollowing page(s).
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