Provision of Variable Frequency Drive (VFD) Maintenance Services on an Annual Contract

Agency:	Gwinnett County
State:	Georgia
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Posted:	Mar 4, 2024
Due:	Mar 18, 2024
Solicitation No:	BL042-24 INV
Publication URL:	To access bid details, please log in.

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BL042-24

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February 28, 2024

INVITATION TO BID

BL042-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service

providers for the Provision of Variable Frequency Drive (VFD) Maintenance Services on an Annual

Contract for the Department of Water Resources.

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

BL042-24# and Company Name. Bids will be received until 2:50 P.M. local time on March 18, 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 Michael Milstein, Purchasing Associate II, at

michael.milstein@gwinnettcounty.com or by calling 770-822-7811, no later than March 7, 2024. Bids are

legal and binding upon the vendor when submitted. All bids should be submitted in duplicate.

Successful service provider 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 consultant 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 vendor(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.

Michael Milstein

Purchasing Associate II

MM/km

The following pages should be returned in duplicate as your bid: Bid Schedule, Pages 12-21

References, Page 22

Contractor Affidavit, Page 25

Code of Ethics, Page 26

Appendix A, Pages

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SPECIFICATIONS

The Gwinnett County Board of Commissioners is soliciting competitive pricing for VFD

Maintenance Services on various Department of Water Resources (GCDWR) facilities. The

majority of the GCDWR facilities are industrial in nature and utilize VFD equipment for the

proper operation of their water and wastewater treatment systems. The required services

will include two different work elements:

1. Comprehensive Preventative Maintenance of VFD Equipment, and

2. On-Call Repairs for VFD Equipment

The work under this contract will supplement services available to GCDWR through sole

source agreements with specific VFD manufacturers and suppliers. GCDWR reserves the right

to utilize the sole source agreements for VFD maintenance and repair when deemed to be in

the best interest of GCDWR.

The contract award(s) will be based on the low, responsive, and responsible bids.

I. SCOPE OF SERVICES

A. Comprehensive Preventative Maintenance Services

Under the terms of this procurement and subsequent contract award,

Comprehensive Preventative Maintenance Services means that for the stated annual

dollar amounts, the selected Contractor shall provide all specified or scheduled

preventive maintenance, inspections, and condition reporting required to maintain

the specified VFD equipment in proper and adequate operating condition at the

specified facility locations. There shall be no additional costs to the County for these

services.

1. Preventive Maintenance Scope and Responsibilities

As a part of the Comprehensive Preventative Maintenance Services, the

Contractor shall provide preventive maintenance services per the manufacturer’s

recommendations for the equipment listed and described in Appendix A. The

preventive maintenance services will be conducted annually and will be scheduled

according to a timetable provided by the GCDWR Representative. This

performance schedule, based on the prior record of maintenance with the

equipment, will be furnished to the Contractor within 30 days of the start of the

contract. This performance schedule shall be strictly maintained, and the

Contractor shall be expected to complete the required preventive maintenance

tasks and services in accordance with the schedule. A consistent failure to meet

these schedule terms will be considered contract non-compliance and may result

in reductions from the monthly payments to the Contractor or a termination of the

contract for non-performance.

The basic requirements for the preventive maintenance services are listed below.

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The Contractor will be responsible for all the listed work items as applicable to the

equipment and will be responsible for all associated costs. Included in these costs

are administration, supervision and overhead, travel, equipment and tools

necessary to perform the services, personnel time, and consumable materials. If

during the scheduled preventive maintenance services, the Contractor determines

the need for repair or replacement of equipment or parts that extend beyond the

scheduled preventive maintenance tasks, the Contractor shall notify the GCDWR

Representative and provide a quote and schedule for the repair or replacement

costs.

a. Monitor system running under normal load, if possible, before starting

maintenance. Analyze input, DC buss, output, voltage, and current waveforms.

Analyze power supplies. Verify all for proper operation and record

abnormalities.

b. Record fault history.

c. Tighten all power and control wiring connections. Record any abnormalities.

d. Visually inspect circuit boards and power assemblies for deterioration and

overheating, including removal of circuit boards for full examination of all

sides.

e. Clean drive enclosure interior, circuit boards, power circuit assemblies, and

entire heat-sink with low pressure compressed air, vacuum, and approved

solvents.

f. Fully re-assemble components disassembled for cleaning, observing proper

techniques for assembly specified by the manufacturer in the drive’s service

manual.

g. Perform functional test in all modes of operation including Hand/Local and

Auto/Remote. During the functional test, perform a vibration test of all circuit

boards and wiring assemblies.

h. Verify monitoring system with an Oscilloscope or Scopemeter, running under

normal load after maintenance is complete. Analyze input, DC buss and output,

voltage, and current waveforms. Analyze power supplies. Verify all

measurements for proper operation and record all information.

i. Perform a calibration check and record drive to factory specifications and

application, including operational testing of the drive. The calibration check is

to verify the VFD responds correctly to the input speed control signal and the

output frequency correctly matches the called for frequency.

j. Review and record adjustments/programming.

k. Complete a written report of findings, including recommendations, and

submit to the GCDWR Representative.

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B. On-Call Repairs for VFD Equipment

1. Basic Scope

On-Call Repairs for VFD Equipment are for the On-Call Repair Services to be

provided by the Contractor for repairs outside of the work defined under Section

I.A Comprehensive Preventative Maintenance Services. These services are for

the facilities and equipment described in Appendix A.

2. Availability and Response Time

The Contractor shall be available to provide on-call repair services on a full-time

basis 24 hours per day and 7 days per week. The Contractor’s personnel shall

provide a response call to the service call originator within 30 minutes or less and

shall be on-site for the repair within two (2) hours of this response call. The

Contractor shall complete every service call within 12 hours; unless special

conditions exist where a repair cannot be completed within said time, such as a

proprietary part must be obtained from an out of area supplier or purchase of

replacement equipment requires a long lead time. In such instances, the

Contractor’s technician shall notify the GCDWR Representative promptly after

determining this situation exists. GCDWR reserves the right to deny time

extensions for repairs where it believes the Contractor’s request is unreasonable

or not based on fact. The GCDWR Representative also may require the Contractor

to respond quicker to the site and in completion of the repair if the situation is

deemed an emergency. The GCDWR Representative will notify the Contractor at

the time of the call out if this is the case. The names of the GCDWR

Representative and other GCDWR staff authorized to issue service calls will be

provided to the Contractor in writing upon the start of the contract period.

3. Repair Requirements

Repairs under this Section require the Contractor to provide all services,

equipment, parts, and materials that are needed to fully maintain the VFD

equipment located at each facility. Although this bid lists specific pieces of

equipment, the Contractor’s repair and maintenance responsibility extends to all

systems and equipment contributing to or ancillary to the proper operation of the

VFD equipment. Where the electrical system is involved, the Contractor shall be

responsible for the complete system back to and including the upstream circuit

breaker. The Contractor shall be responsible for any needed repair on the above

described systems and equipment.

4. Service Requests

The Contractor shall provide these On-Call Repair services in response to specific

service requests made by a GCDWR Representative or designees of this

representative. Prior to the start of services under this agreement GCDWR shall

provide the Contractor a list of what personnel may submit service requests to

the Contractor. Service requests will be submitted by telephone or e-mail and will

be confirmed by e-mail or facsimile, subject to arrangements with the Contractor

and applicable GCDWR Representative.

5. Basis of Compensation

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Compensation to the Contractor for service call responses will be based on the

hourly labor rates provided in the bid for the contract, the actual cost of parts plus

a percentage markup indicated in the same bid (not to exceed 10%), and a fixed

trip charge when applicable. Hours shall be calculated daily from the time the

Contractor’s personnel arrives at a service location until the personnel leaves the

site. Travel time to and from the location will not be compensated, and travel

time away from the service location will not be compensated on an hourly basis.

However, one Service Call Charge of a fixed amount may be added to a service

call to cover all travel time, including time away from the service site to pick up

parts or materials. Overtime labor rates may be charged for time outside of the

“normal hours” specified in the bid. Parts must be itemized and billed at actual

cost plus the pre-determined markup. The Contractor also agrees that it will

provide documentation of costs for parts and materials upon request of GCDWR.

Sub-contractor services when authorized by GCDWR shall be billed at cost plus

the same mark-up utilized for parts and materials. Sub- contractor costs must be

documented. NOTE: All sub-contractors must be pre-approved by the GCDWR

Representative prior to the work being performed.

6. Limitation on Utilization of Personnel

The Contractor typically will be expected to utilize one technician for a routine

service call. If the Contractor anticipates using a helper for the repair, it shall

obtain prior approval from the GCDWR Representative prior to committing to the

use of the additional staff. GCDWR will withhold payment for any invoice

reflecting a helper, where this support did not have prior approval. Staff utilization

on larger scale repairs and projects with written authorization from GCDWR shall

reflect the staffing levels in the Contractor’s approved proposal.

7. Service Call Charges

As noted above, GCDWR will not pay the hourly labor rate for time to travel to and

from the service site or away from the service location to pick up parts and/or

materials. Instead, compensation may include one Service Call Charge per

service call to cover any travel time. This amount will be a flat fee charged in lieu

of hourly time. Example: Repair personnel shows up on job at 9:00 AM, checks

out problem and discovers that he needs to replace a part that he does not have

on his service vehicle. He leaves the job site at 10:00 AM, picks up the part and

returns to the job site at 11:30 AM. He completes the repair at 12:30 PM. Billable

costs at the hourly rate are from 9:00 – 10:00 and 11:30 – 12:30, and there is one

Service Call Charge.

8. Repairs in Excess of $1,000/Equipment Replacements

If the Contractor expects a repair to exceed $1,000.00, the Contractor’s VFD

Technician or Contractor Service Manager shall contact the GCDWR

Representative prior to initiating the repair and shall provide a written estimate of

the repair costs. This estimate shall include a detailed listing of expected labor

costs by personnel classification, rate and hours; an itemized description of

required parts and their costs; and a schedule for when the work can be

performed. This estimate must be approved in writing by the GCDWR

Representative and must be retained and submitted by the Contractor to GCDWR

with the final Contractor Service Report.

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Provision of Variable Frequency Drive (VFD) Maintenance Services on an Annual Contract

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