Repair and Maintenance of Aquatic Dehumidification Systems on an Annual Contract

Agency:	Gwinnett County
State:	Georgia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Jan 24, 2024
Due:	Feb 12, 2024
Solicitation No:	BL025-24 INV
Publication URL:	To access bid details, please log in.

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January 24, 2024

INVITATION TO BID

BL025-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified contractors for the

Repair and Maintenance of Aquatic Dehumidification Systems on an Annual Contract with four (4) one-year options

to renew for the Gwinnett County Department of Community Services.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and

Company Name. Bids will be received until 2:50 P.M. local time on February 12, 2024 at the Gwinnett County Financial

Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this

date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M. Apparent bid results will be

available the following business day on the website www.gwinnettcounty.com.

Questions regarding bids should be directed to Jake Scarpone, Purchasing Associate II, at

jake.scarpone@gwinnettcounty.com or by calling 770-822-8722, no later than 3:00 P.M. local time on January 31,

2024. Bids are legal and binding upon the bidder when submitted.

Successful contractor(s) will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5

or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or

activities. Any requests for reasonable accommodations required by individuals to fully participate in any open

meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the

Gwinnett County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the supplier submitting the lowest responsive and responsible bid. Gwinnett County reserves

the right to reject any or all bids to waive technicalities and to make an award deemed in its best interest. Bids may

be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions, and pricing with

the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies

submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Jake Scarpone

Purchasing Associate II

The following pages should be returned in your bid:

Bid Schedule, Pages 11-13

References, Page 14

Code of Ethics, Page 15

Contractor Affidavit, Page 16

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GWINNETT COUNTY AQUATIC DEHUMIDIFICATION SYSTEMS MAINTENANCE & REPAIR SERVICES

ON AN ANNUAL CONTRACT

I. SCOPE OF WORK

A. The successful contractor shall furnish all labor, materials, and services required for Aquatic

Dehumidification Systems Maintenance & Repair.

B. Required services will include, but may not be limited to:

• Pool Pak, Seresco, Dectron and Greenheck manufacturer’s recommended periodic routine

maintenance to promote extended equipment life. Preventative maintenance will be scheduled

on an as needed basis. Preventative maintenance on our dehumidification equipment will be

completed by Gwinnett County staff as time permits. The successful contractor will only be

required to perform preventative maintenance when County staff is unavailable to do so.

• Equipment repair upon failure. All repairs or installation of parts must be of the highest quality

and consistent with the manufacturer’s standard practices.

C. The Aquatic Dehumidification Systems units are located in various facilities throughout the

County. See attached list of Gwinnett County Aquatic Facilities and equipment.

D. Award will be made to the lowest responsible bidder based on total bid provided.

II. GENERAL REQUIREMENTS

A. References

The selected contractor must have demonstrated successful performance on projects of a

similar size & scope. A minimum of three (3) references shall be provided on the “References”

form included herein. References must clearly demonstrate experience within the last two years

in preventive maintenance and repair of aquatic dehumidification equipment, preferably Pool Pak,

Seresco and Dectron.

B. Contractor Qualifications

The selected contractor will comply with state and local codes and regulations. Contractor shall

have and maintain all appropriate state, local, and federal licensing. Certification in

dehumidification equipment (Pool Pak, Seresco, or Dectron) is required.

C. Staff Qualifications

Identify by name, title and certification level, the number of full-time personnel the bidder intends

to provide for the services specified within this bid. At least one (1) technician shall be available

to respond to a service call at all times.

D. Subcontractors

There will be no subcontracting allowed in the performance of the preventive maintenance or

repairs covered under this contract without prior approval of County Representative. Bidder’s

firm should be fully capable of executing all of the requirements of this contract with “in-house”

staff.

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E. Invoicing

Section A: Preventive Maintenance Service invoices should be submitted on a monthly basis

when this service is scheduled. The invoice must reference the Purchase Order number, list each

serviced location, preventative maintenance performed and price per Bid Schedule.

Section B: Repair invoices must reference the Purchase Order number, the date(s) and location

where service was performed.

1. Invoices must be itemized with a breakdown by number of hours of labor, regular and/or

after-hours, identifying the names of technicians/helpers performing the work. Identify scope

of work performed and list parts/materials at cost plus mark up as stated on bid schedule.

2. All Contractors’ supply invoices are subject to audit to verify cost and mark up. A copy of the

Contractor’s supply invoices for any one part/material must be attached to the invoice when

submitted for payment.

3. Contractor shall invoice within 30 days after work is completed.

4. All subcontracting must be pre-approved and invoices for such are not subject to mark-up.

5. All rented equipment must include vendor’s invoice and no mark-up is allowed.

F. Equipment History

Contractor shall provide an Equipment History Report monthly that contains a complete list of all

equipment under contract showing:

• Each unit’s preventive maintenance with service ticket reference;

• Any unit repaired with service ticket reference.

G. Safety and Damages

Contractor shall adequately protect County property and take necessary precautions during the

work process to protect all persons/property from damage or loss. Reports of any damage to

County property must be submitted by the contractor to the designated County representative.

Damage to public and/or private property shall be the sole responsibility of the contractor and

shall be repaired and/or replaced at no additional cost and to the satisfaction of Gwinnett County.

Contractor shall take necessary precautions for the safety of employees and shall comply with all

applicable provisions of the Federal, State and Local safety laws to prevent accident and injury to

persons on, about or adjacent to the premises where work is being performed.

H. Clean Up

Contractor shall be responsible for proper removal and disposal of old parts and refrigerants

according to latest EPA regulations. The service provider shall clean up all refuse, rubbish, scrap

materials, and debris created during their course of work.

I. New Facilities/Equipment

Gwinnett County reserves the right to add and delete facilities/equipment as needed. When

adding facilities/equipment, the successful service provider will be given the opportunity to

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submit pricing for preventive maintenance in line with other similar facilities and/or equipment

currently quoted.

All repairs must be authorized by the County representative. Any voided warranties due to

unauthorized repairs will be the responsibility of the service provider.

III. SECTION A - PREVENTATIVE MAINTENANCE SERVICE

For the purposes of this section of the annual contract, Preventive Maintenance Service means, “for a

stated dollar amount, the selected contractor shall perform all applicable manufacturer-recommended

monthly, quarterly, semi-annual and annual maintenance on the equipment at the specified locations

at no additional cost to the County”. This fee shall include all labor and materials not related to

equipment failure.

Scheduling of the preventive maintenance service visits should be coordinated, in advance, with the

County representative. A Log Sheet will be provided to the successful bidder and shall be used to

record all inspection information and must be left on site with the designated County employee.

Contractor shall perform the following on all preventive maintenance visits:

A. Monthly Maintenance for Pool Pak Units

1. Air Filters: Replace all air filters.

2. Fans and Drives: Check for worn or loose belts and adjust or replace as necessary. When it is

necessary to replace one belt in a set, the entire set of belts should be replaced. Fan belts

must be checked for retightening 24 to 48 hours after replacement. Check that the four fan-

bearing locking-collar setscrews are tight and lubricate the bearings using high quality lithium

grease.

3. Compressor Oil Level: The ideal time for checking the oil level is during an extended period of

operation because then there will be the least amount of refrigerant mixed with the oil. The

compressor should have been in operation for at least ½ hour and the crankcase should feel

warm or hot to the touch. During the period of operation, the refrigerant will be pumped out of

the oil until only the normal quantity remains. The compressor is equipped with an oil sight

glass for checking oil level. The sight glass is located in the crankcase hand hole cover. Oil

should be added to the system by a qualified refrigerant service technician only. The oil level in

the compressor is correct when oil is visible between the bottom and two-thirds of the sight

glass.

4. Refrigerant Charge: Check the two sight glasses located in the valve compartment on the end

of the evaporator coil. When the refrigerant charge is correct, there should be no bubbles in

the sight glasses. Intermittent bubbles are normal during the first 10 minutes of operation

mode.

5. Condensate Line: Ensure that the line is free of obstructions. Always keep the condensate trap

and lines free and clear. The Pool Pak is capable of producing up to 40 gallons of condensate

per hour.

6. Unit Interior/Exterior: Check for torn insulation and repair if necessary. Check for scratches,

nicks, rust, etc. and repaint promptly using Fox Guard Gray, Part No. 13-0008Z003 or approved

alternate.

7. Logbook: Check and record, in the logbook, the following actual operating values and the

values read from the Electronic Control Center (ECCIII) display:

a. Space Temperature

b. Space Relative Humidity

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c. Pool Water Temperature

8. Damper Operation: Ensure that dampers open and close fully without binding.

B. Semi-Annual Maintenance for Pool Pak Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. Check and lubricate motor bearings (where and when applicable). Refer to motor’s

manufacturer instructions.

3. Check outdoor air louvers for accumulation of dust and/or lint, proper operation, etc. Clean as

needed.

C. Annual Maintenance for Pool Pak Units

1. ALL ITEMS LISTED UNDER MONTHLY MAINTENANCE.

2. ALL ITEMS LISTED UNDER SEMI-ANNUAL MAINTENANCE.

3. Compressor and Refrigeration System: The compressor and refrigeration system should be

inspected annually. At a minimum, the following items should be done:

a. Change and inspect the refrigerant filter drier (only if the system has been open).

b. Complete unit operation test including log entries.

c. Inspect fan bearings and belts for excessive wear and replace if necessary.

d. General refrigeration system inspection for possible leaks, chafing between tubing, or

other items detrimental to operation.

e. Touch up scratches in the paint.

f. Check electrical connections for tightness including those in the compressor electrical

box.

g. Clean debris and dirt from the drain pans.

4. Clean condenser and evaporator coils

D. Monthly Maintenance for Seresco Units

1. Check for current fault code/history.

2. Change air filters with pleated type filter.

3. Check dehumidification operation.

4. Condensate Line: Ensure that the line is free of obstructions. Always keep the condensate trap

and lines free and clear.

5. Check damper positions and operation.

6. Check controller set-points and operational mode.

7. Visually inspect pool area for proper environment.

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Repair and Maintenance of Aquatic Dehumidification Systems on an Annual Contract

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