SCHAUMBURG TOWNSHIP DISTRICT LIBRARY INVITATION FOR BID HVAC MAINTENANCE AND REPAIRS IN LIBRARY OWNED BUILDINGS

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1 SCHAUMBURG TOWNSHIP DISTRICT LIBRARY INVITATION FOR BID HVAC MAINTENANCE AND REPAIRS IN LIBRARY OWNED BUILDINGS Intent: The Schaumburg Township District Library (hereafter Library) is soliciting bids from reputable contractors who can provide heating, ventilating, and air conditioning (HVAC) equipment maintenance and repairs in specified Library-owned buildings. Scope: The intent of this contract is to establish a relationship with an HVAC contractor that is capable of providing the full spectrum of services consisting of maintenance, repair, and replacement of the heating, ventilating, air conditioning systems, subsystems, building automation systems (BAS) and components normally considered as part of an HVAC system and required for the proper functioning of that system according to standard industry practices and usage. There are two different types of work anticipated under this contract: 1) preventive maintenance; 2) general repairs to restore operation of the systems. Prospective bidders are being asked to provide costs for a fixed compensation preventive maintenance contract, which shall include compensation for all filters, belts other related materials associated with the performance of preventive maintenance, labor and overhead, for each facility. Compensation for general repairs to the systems will be on a time and material basis, with the scope of the work to be mutually agreed upon by the Library and the contractor. The contractor must be capable of making repairs or replacing equipment such as motors, pumps, pulleys, belts, compressors, gauges, instruments, filters, valves, piping, furnaces, boilers, or other appurtenances used to control the temperature, humidity, and air flow. Electrical lines, mechanical, control components and building automation systems are included. The contractor shall furnish all labor, equipment, parts, and materials, to maintain and operate the respective HVAC systems in first class working order and operating condition at all times. The contractor shall provide the necessary transportation for workmen, materials, and equipment used to fulfill the terms of the contract. Pre-Bid Meeting: A pre-bid meeting to answer any questions concerning the requirements of the specifications and scope of work will be held at 10:00 a.m. on Wednesday, September 2nd, 2015 at the Schaumburg Township District Library s North Rasmussen Room, 130 S. Roselle Rd., Schaumburg IL. Contractors are advised to be completely familiar with the bid specifications prior to this meeting and come prepared to ask questions. Although attendance at the pre-bid meeting is not mandatory, all contractors wishing to bid on this contract are strongly urged to attend. Strong consideration will be given to the bidders clear understanding and familiarity with the Library s needs in determining an award of contract. Walk-through Tour: Bidders will have the opportunity to attend a walk-through of the Library facilities following the scheduled pre-bid meeting. Schaumburg Township District Library Page 1 of 23 HVAC Invitation to Bid

2 Level of Service: A description of the desired level of operations and maintenance to be performed is described herein. The contractor is responsible for verifying the condition of all HVAC equipment and inspecting the sites prior to submitting a bid. Term of Contract: The Library will be the sole arbitrator on all issues throughout the term of the contract. The initial term of this contract shall be October 1, 2015 through September 30, Upon mutual agreement, this contract may be extended for up to four (4) one (1) year optional extensions with dates as stated below: First Extension October 1, 2016 to September 30, 2017 Second Extension October 1, 2017 to September 30, 2018 Third Extension October 1, 2018 to September 30, 2019 Fourth Extension October 1, 2020 to September 30, 2021 The contractor must submit in writing for each contract extension the CPI and bid amount adjustments on or before March 31 st for budgetary purposes. Unless a written notice from the Library of its intention to not exercise this option, contract extensions are automatically renewed. A one(1) time economic adjustment for labor, material, supplies, and equipment costs shall be allowed for each one (1) year extension to the contract after the initial one (1) year contract period. This economic adjustment may not exceed the published Chicago Area Consumer Price Index (CPI) for the previous twelve (12) month period. The initial contract places no obligation on the Library to appropriate funds beyond the initial term of the contract and contract extensions are dependent upon sufficient funds being appropriated each fiscal year by the Library for this work. If budget constraints exist, the Library reserves the right to add or delete from the bid as required. No adjustments in bid Unit Price or additional compensation will be made for decreases in the quantity or services from the bid. Bid Evaluation: Prospective bidders are asked to provide a fixed, lump sum price for preventive maintenance work, and an hourly rate to cover the cost of labor (as specified), equipment, and overhead, and a percentage mark-up rate for parts utilized by the contractor to complete a repair. Bids shall be submitted on the Bid Form only. Any exceptions to the specifications are to be noted on the Detail Exception Sheet of this document. Qualification of Bidder: As evidence of past experience and work performance, the bidder must supply with their bid a reference list of previous HVAC maintenance experience, present and anticipated contractual work load, staffing, and staffing availability which will be used to verify the bidder s qualifications to perform under the terms of this contract. Schaumburg Township District Library Page 2 of 23 HVAC Invitation to Bid

3 Award of Bid: Bids will be evaluated based on the following items and any other relevant information: Thoroughness and completeness of bid submittal; Contractor's qualifications; References; and Costs for annual labor and materials, and excluded work hourly rates and material discounts Contract Supervision: This contract will be under the administration of Reiner Musni (hereafter Director), or authorized representative. Detailed daily supervision of the contract shall be provided by an authorized representative. Payment: Payment of the annual charge for the particular level of service shall be made in 12 equal monthly payments following the Library s receipt and approval of an invoice at the conclusion of each month's service. Charges for excluded contractual work shall be detailed and included on the monthly invoice and paid in connection with the monthly payment. Preventive Maintenance: These specifications set forth specific, routine preventive maintenance activities that the Library expects the contractor will perform on the HVAC systems serving Library-owned facilities. The prospective contractor shall provide a fixed monthly compensation basis for performing this preventive work for each system identified. This fixed monthly payment shall include the cost to perform the required preventive maintenance as specified. Payment for General Repairs: Bidders are required to provide pricing for standard labor hours, evening and weekend labor hours, and holiday labor hours on the Bid Sheet at the time of bid submittal for the performance of repairs that are necessary to ensure that the heating, ventilating, and air conditioning systems operate in accordance with the manufacturer s specifications. It is expected that the general repair service will be available 24 hours a day, 7 days a week, year round. Bidders must also provide a percentage factor that they would apply to the cost of repair parts that they pay the supplier as a mark-up in determining the Library s cost for the repair parts. All repairs shall be approved in advance by the Director or his designee. A listing of Library-owned buildings, as well as most HVAC equipment contained therein, is noted on Attachment A. The listing is not meant to be inclusive of all equipment covered under the contract; rather it should serve as an indication of the type and size of each system. Maintenance of additional HVAC equipment in any Library buildings during the life of this contract shall be negotiated between the Library and contractor at a mutually agreed upon rate and shall be based on the same timetable as noted in the Terms of Contract. Prosecution of Work: The purpose of this contract is 1) to assure that all components of the systems and installations operate essentially as originally installed or as subsequently modified, and 2) for preventive maintenance, to guard against and prevent equipment failures due to mechanical or electrical defects. The proper functioning of the systems and installations is Schaumburg Township District Library Page 3 of 23 HVAC Invitation to Bid

4 essential to maintain the continuous, expeditious, and safe operation of the equipment. Consequently, it is imperative that all equipment in the systems and installations be serviceable and in good operating condition at all times so as to insure maximum working efficiency and prevent unnecessary failures. When equipment failures do occur, regardless of cause, time is of the essence in arriving at the scene and taking corrective measures. Communications: The contractor shall set up a 24 hour a day communication system with the Library. The contractor and the Library shall jointly establish a system whereby notice can be given by the Library to the contractor indicating problems, complaints, and other contract discrepancies. The system shall include a method by which the contractor shall formally respond to these requests and notices. All contractors employees shall be provided a cellular phone at the contractor's expense, the number of which shall be provided to the Library. The contractor is responsible to maintain a current list and provide said list to the Library any time a change is made. The contractor shall provide telephone support to the library at no expense to resolve minor issues. Emergency Calls: In case of emergency, the contractor shall provide 24 hour operation, maintenance, and repair service, including Saturdays, Sundays, and holidays, to correct any malfunction of equipment or effect any temporary emergency repairs to damaged equipment from any cause. Response shall be immediate, or no more than 2 hours from the time the service request is placed. Personnel: The contractor may be working in areas containing sensitive or restricted information or materials. All contractor employees will display Library approved photo identification badges while working on Library premises. No employees will be allowed access to any area without displaying the required identification badge. Employees shall wear uniforms with a company identification patch at all times while working on Library premises. The awarded company shall file proof of insurance and written endorsement as stipulated in the General Supplemental Additional Conditions and will be responsible for providing the Library with renewal certificates prior to expiration. The Library shall have and shall exercise full and complete control over granting, denying, withholding, or terminating clearance for contractor's employees. Employees whom the Library deems careless, discourteous, or otherwise objectionable or who cannot meet standards required for security or other reasons, will be prohibited from entering the buildings to perform work. Security and Access: The contractor may work in areas which are under secured access. All secured areas shall be maintained in a secured condition and these areas shall be locked immediately upon completing the required work. Schaumburg Township District Library Page 4 of 23 HVAC Invitation to Bid

5 Each day, access cards or keys will be furnished to the contractor so as to allow access to the various areas to be maintained. The access cards or keys will be issued from, and shall be returned to, a location designated by the Foreman at the completion of each working shift. The contractor's representative will sign for each access card or key set received and a log shall be maintained by the Library. Qualified Personnel: The contractor shall at all times maintain a force of qualified technicians sufficient to perform the work required and described herein. The contractor's technician shall be qualified to operate and program the following building automation systems hereafter (BAS); DELTA CONTROL SYSTEMS. The force of qualified technicians shall be sufficient to respond to emergency calls which may be received at any time, and to promptly make temporary and permanent repairs. Technicians shall be fluent in both written and spoken conversational English, self-motivated, and capable of working without direct supervision. The technicians assigned to maintain mechanical systems will be qualified to service the equipment type under contract as well as all associated electric and electronic controls. The technicians shall have significant experience in the field of HVAC system service. Written documentation and references for each technician shall be provided to the Library prior to work by the technician. Technician: The contractor shall designate a technician(s) that will be assigned to the Library s account, and provide the name and other pertinent information on the individual(s) as may be necessary for the Library to contact the person(s) in the future. This designation of personnel may be subject to change during the course of the contract, provided that the Library is presented with adequate notice of said change. The technician assigned must pass the Library s security scrutiny and must be someone who has completed an apprenticeship and passed the journeyman HVAC examination and a NATE/UA STAR certified. The technician shall contact the Foreman whenever on Library premises to perform preventive or general repair service, so as to enable the Foreman to coordinate all of contract needs. The technician shall supply service tickets for all work performed on a daily basis to include scheduled preventive maintenance work. The technician must be equipped with the right tools including a laptop to service all equipment. Concurrent Operations: This contract is a nonexclusive contract with the Library. The Library reserves the right to use other contractors or its own employees to perform work similar to that being performed under the terms of this contract. Performance of work by others shall be construed as being consistent with the terms of this contract and shall not be cause for the contractor to cease performance of work as directed. Licenses and Permits: The contractor shall, at his/her expense, procure all necessary licenses and permits needed to conduct the work required under the terms of this contract. The Library will request the Village of Schaumburg to waive the cost of all required Library licenses, fees and permits, with the exception of those license and fees associated with securing a business license to conduct business within the Library. Schaumburg Township District Library Page 5 of 23 HVAC Invitation to Bid

6 Subcontracts: The contractor will not be allowed to subcontract work under this contract unless written approval is granted by the Director. The subcontractor, as approved, shall be bound by the conditions of the contract between the Library and the contractor, and shall perform in accordance with all terms of the contract and specifications. All required notices, work orders, directives, and requests for emergency services will be directed to the contractor. Severability: If any portion of this contract is found to be unenforceable by a competent court of law having jurisdiction, the remaining portions of the contract shall remain in full force and effect. Special and Unforeseen Work Requested by the Library: Due to the generalized nature of the work under this contract, instances may occur where the Library desires to have additional HVAC services provided outside the original intent of these specifications. Payment for these services will be made based on a price per man-hour for the employees of the contractor, as bid on the Bid Sheet for the performance of the additional work, plus any necessary parts and supplies that the contractor may reasonably require. The contractor shall provide the Library with material costs in advance, and the Library reserves the right to purchase the parts from another vendor for use by the contractor if the Library believes that the cost for the parts and supplies is not reasonable. Requests for additional work shall be authorized in writing only through the Director or designee. Work Not Covered: Any work required, which may be questionable under the terms of this contract or beyond these specifications, shall be negotiated for settlement between the Director or Foreman and the contractor and is subject to approval by the Library. In any event, charges for labor and materials shall be bound by the rates set forth in this contract. Warranty of installed systems: Any system, subsystem or component installed under the contract that fails within the allotted manufacturer s warranty period for the system, subsystem or component, will include parts, labor, and travel to replace or correct the failure. Response Time: The contractor shall supply the following information with the Bid Sheet: a) Location of service facility for this contract. b) Number of servicemen at this facility. c) Response time for this contract. Travel Time Compensation: The BIDDER will not be compensated for any travel time for preventative maintenance or regular time (6:00 AM to 4:30 PM Monday - Friday) service and repair calls. For all other service calls, a maximum of one (1) hour total under normal condition will be paid for travel. Hourly Repair Rates: All repair work will be billed at the Standard Hourly Rate and other rates submitted on the bid proposal as applicable. Standard Hourly Rate will apply to all work between 6:00 A.M. and 4:30 P.M., Monday through Friday. Parts Mark-ups: All repair parts shall be provided at the contractor's cost plus the percentage submitted on the bid proposal. This mark-up percentage will apply to all years of the contract including the four(4) one-year extensions. Schaumburg Township District Library Page 6 of 23 HVAC Invitation to Bid

7 Defective Work: Contractor will be notified verbally of deficiencies observed in performance of work. These deficiencies shall be immediately corrected and the Library s representative shall be notified when corrections have been completed. Exceptions: Any exceptions to the specifications shall be noted on the Detail Exception Sheet and included at the time of submittal. Schaumburg Township District Library Page 7 of 23 HVAC Invitation to Bid

8 DETAILED COST SHEET PREVENTIVE MAINTENANCE The contractor will maintain all HVAC equipment covered under this contract according to the manufacturer's recommended preventive maintenance schedule. The following preventive maintenance operations are representative of the manufacturer's recommended preventive maintenance operations and schedules. All deficiencies discovered during the preventive maintenance procedures shall be corrected and proper operation of the HVAC system restored according to the terms of this contract. NOTE: All maintenance and repairs should be performed at minimum downtime. SCHAUMBURG TOWNHIP DISTRICT LIBRARY Air Handler Units and Return Air Units A. Check at each Inspection: 1. Check air handlers for operation. 2. Check inline circulating pumps during winter operations for freeze protection. 3. Check belts and sheaves on air handler units and return air units. Check tension. B. Quarterly Maintenance: 1. Lubricate fan bearings. 2. Clean and check vanes, vane linkages, check set screws and vane adjustments. C. Yearly Maintenance: 1. Inspect electrical wiring. 2. Check fan wheels and shafts. 3. Clean drain opening and drain liners. 4. Check outside air intake screens and louvers. 5. Inspect all coils. Check for blockage. 6. Check motor operating voltage, amperage, mounts, and vibration pads. 7. Check operation of all VFD Drives. 8. Check, clean and lubricate dampers and linkages. 9. Inspect insulation of the pipes and equipment Building Automation System (DELTA Control System) 1. Check software version and recommend upgrade if necessary. 2. Check operation and condition of all components 3. Reset recommended set points on the heating and cooling systems for each season 4. Check and adjust capacity settings, temperature, and safety devices which control the equipment as needed 5. Monitor Building Automation Systems and advice building operators before making adjustments. Schaumburg Township District Library Page 8 of 23 HVAC Invitation to Bid

9 Hot Water Unit Heaters, Etc. A. Yearly Maintenance: 1. Inspect electrical wiring and BAS controls. 2. Check fan wheels and shafts. Clean if necessary 3. Check air intake screens. Clean as needed. 4. Clean grease and dirt off of the outside cabinet. CVHE0450 Trane Chiller (Centrifugal) All maintenance and repairs should meet manufacturer s specification, recommendation, and checklist. A. Startup and Operating Season 1. Check and calibrate all controls, limits, and wiring for operation and quote for needed repairs. 2. Check oil, refrigerant, discharge temp at startup and each inspection during operation. 3. Lubricate pumps per manufacturer s recommendation. 4. Record all chillers logs on each inspection. a. Oil Level b. Oil Pressure c. Discharge Pressure d. Amperage e. Percent of Load f. Other available readings. 5. Report any uncorrected deficiencies. 6. Clean unit, compressor of excess grease, oil, dirt, purge drum, etc. 7. Adjust and check operation of all motors, pumps, VFD drives, pressure switches, valves, pipes, insulation, etc. 8. Check and clean condenser fins on purge unit as needed throughout the cooling season. 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Check pressure drops through evaporators 11. Check economizer and low ambient temperature. B. Shutdown at the end of the cooling season: 1. Brush clean condenser tubes as per industry standard best practices during winter shutdown. If additional attention is required, provide quote and justification 2. Pressurize, check, and test the chiller for refrigerant leak. 3. Repair minor leaks where refrigerant recovery is not required 4. Clean unit of excess oil, dirt, purge drum, etc. 5. Take one oil sample for analysis. 6. Change oil filters. 7. Change refrigerant drier cores. 8. Check compressor motor and starter with ohm meter. 9. Check purge compressor valves and purge float valves. 10. Inspect starter and connection. 11. Inspect vane operator. 12. Fill out annual checklist and report. Schaumburg Township District Library Page 9 of 23 HVAC Invitation to Bid

10 A/C Condensers for Computer Rooms A. Each cooling season: 1. Clean coils as per industry standard best practices. Power wash condensers once a year. 2. Inspect motors, fan blades, and compressor operation. 3. Check all controls, wiring, and tighten connection. 4. Check belt alignment and tension. 5. Check motor operating conditions including voltage and amperage readings. 6. Check and test for refrigerant leak. 7. Check drain pipes and leaks. 8. Inspect insulation of the pipe and equipment 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Check humidification component Humidifiers A. Start up at each heating season: 1. Check all piping and tubing systems and water supply. 2. Inspect and adjust units. 3. Check all controls and wiring. 4. Check for leaks in the piping systems. 5. Replace canisters at least twice per winter season Cooling Tower A. Start up each cooling season: 1. Clean debris inlet air screens. 2. Flush cold water sump. 3. Clean or replace sump screens. 4. Clean and check fan blades. 5. Check and adjust fan belt and quote replacement if needed. 6. Lubricate and adjust dampers, fan shaft, motor bearing, tower floats & linkages. 7. Check all floats, valves, etc., for operation. 8. Check spray nozzles and heat transfer section. 9. Check all controls and wiring. 10. Check motor voltage and amperage. 11. Inspect VFD and operation. Drain, flush, and refill cooling towers annually as agreed upon, weather permitting, and as instructed. B. Shut down at the end of cooling season: 1. Close fill valve on the exterior of the tower 2. Clean debris from unit 3. Clean and flush sump. 4. Clean sump strainer. 5. Lubricate shaft bearings. 6. Lubricate motor base adjusting screw. 7. Drain sump below floor level of penthouse. 8. Check all controls and wiring. Tighten electrical connections. Schaumburg Township District Library Page 10 of 23 HVAC Invitation to Bid

11 Boilers A. Check at each inspection during operation and startup: 1. Check low water fuel cutoff and alarm. 2. Check combustion analyzation of operation. Post test results on the burner. 3. Check igniter. 4. Check flame failure detection system. 5. Record reading of boiler temperature and pressure 6. Test all fan and air pressure interlocks. 7. Check main burners safety shutoff valves for leakage. 8. Check low fire start switch. 9. Test high and low fuel pressure switch. 10. Adjust and check all pumps, motors, pressure switches, valves, pipes, VFD drives, insulations, etc. 11. Check and test operation of makeup air vent and dampers. Lubricate linkage as needed 12. Check equipment control with BAS. A. Yearly Maintenance: 1. Check all coils, diaphragms, controls, and shutoff valves. 2. Conduct pilot turndown test. 3. Check venting at exhaust stacks. 4. Clean/Punch tubes. Make-Up Air Unit for the Garage A. Check at each inspection during operation and startup: 1. Check igniter. 2. Test all fan and air pressure interlocks. 3. Check main burners safety shutoff valves for leakage. 4. Check low fire start switch. 5. Check gas valve and pipes for leaks 6. Check and test operation of makeup air vent and dampers. Lubricate linkage as needed 7. Check equipment control from BAS B. Yearly Maintenance: 1. Check all coils, diaphragms, controls, and shutoff valves. 2. Conduct pilot turndown test. BASE BID TOTAL: Schaumburg Township District Library Page 11 of 23 HVAC Invitation to Bid

12 ALTERNATE Belt Replacement for Power Ventilators and Exhaust Fans The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, replace belts as needed during the required Fall season inspection. See Attachment C for the power ventilator and exhaust fan schedule. COST: Air Filtration The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, all air filters shall be supplied and replaced quarterly by the contractor, see Attachment B for filter listing. Air filters with a MERV (Minimum Efficiency Reporting Value as determined by ANSI/ASHRAE Standard 52.2 Test Procedure) rating of 8 or higher will be used. COST: Schaumburg Township District Library Page 12 of 23 HVAC Invitation to Bid

13 HOFFMAN ESTATES BRANCH LIBRARY Rooftop Units 1. Inspect the entire system. 2. Check operation and condition of all components. 3. Adjust and check motors, starters, valves, VFD drives, and accessories. 4. Lubricate all moving parts as needed. 5. Adjust and lubricate all damper linkage. 6. Inspect air dampers and damper motors. 7. Check and adjust: a. Gas fired boiler b. Heating equipment controls 8. To inspect the following: a. All interconnecting refrigerant. b. All insulation on the equipment and refrigerant piping. c. All capacity, temperature, and safety devices which control the equipment. d. Electric wiring from the starter to the motor. 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Monitor Building Automation Systems and advice building operators before making adjustments. Boilers A. Check at each inspection during operation and startup: 1. Check low water fuel cutoff and alarm. 2. Check combustion analyzation of operation. Post test results on the burner. 3. Check igniter. 4. Check flame failure detection system. 5. Record reading of boiler temperature and pressure 6. Test all fan and air pressure interlocks. 7. Check main burners safety shutoff valves for leakage. 8. Check low fire start switch. 9. Test high and low fuel pressure switch. 10. Check all pumps, valves, pipes, insulation, etc. 11. Check equipment control from BAS B. Yearly Maintenance: 1. Check all coils, diaphragms, controls, and shutoff valves. 2. Conduct pilot turndown test. 3. Check venting at exhaust stacks. Schaumburg Township District Library Page 13 of 23 HVAC Invitation to Bid

14 A/C Condensers for Computer Rooms A. Each cooling season: 1. Check coils as per industry standard best practices, motors, fan blades, compressor, etc. 2. Check and record compressor discharge temperature. 3. Check all controls, wiring, and tighten connection. 4. Check belt alignment and tension. 5. Check motor operating condition including voltage and amperage readings. 6. Check and test for refrigerant leak. 7. Check drain pipes and leaks. 8. Inspect insulation of the pipe and equipment 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Check humidification component. ALTERNATE BASE BID TOTAL: Belt Replacement for Power Ventilators and Exhaust Fans The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, replace belts as needed during the required Fall season inspection. See Attachment C for the power ventilator and exhaust fan schedule. COST: Air Filtration The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, all air filters shall be supplied and replaced quarterly by the contractor, see Attachment B for filter listing. Air filters with a MERV (Minimum Efficiency Reporting Value as determined by ANSI/ASHRAE Standard 52.2 Test Procedure) rating of 8 or higher will be used. COST: Schaumburg Township District Library Page 14 of 23 HVAC Invitation to Bid

15 HANOVER PARK BRANCH LIBRARY Rooftop Units 1. Inspect the entire system. 2. Check operation and condition of all components. 3. Adjust and check motors, starters, valves, VFD drives, and accessories. 4. Lubricate all moving parts as needed. 5. Adjust and lubricate all damper linkage. 6. Inspect air dampers and damper motors. 7. Check and adjust: a. Gas fired boiler b. Heating equipment controls 8. To inspect the following: a. All interconnecting refrigerant. b. All insulation on the equipment and refrigerant piping. c. All capacity, temperature, and safety devices which control the equipment. d. Electric wiring from the starter to the motor. 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Monitor Building Automation Systems and advice building operators before making adjustments. Boilers A. Check at each inspection during operation and startup: 1. Check low water fuel cutoff and alarm. 2. Check combustion analyzation of operation. Post test results on the burner. 3. Check igniter. 4. Check flame failure detection system. 5. Record reading of boiler temperature and pressure 6. Test all fan and air pressure interlocks. 7. Check main burners safety shutoff valves for leakage. 8. Check low fire start switch. 9. Test high and low fuel pressure switch. 10. Check all pumps, valves, pipes, insulation, etc. 11. Check equipment control from BAS A. Yearly Maintenance: 1. Check all coils, diaphragms, controls, and shutoff valves. 2. Conduct pilot turndown test. 3. Check venting at exhaust stacks. Schaumburg Township District Library Page 15 of 23 HVAC Invitation to Bid

16 A/C Condensers for Computer Rooms A. Each cooling season: 1. Clean coils as per industry standard best practices, motors, fan blades, compressor, etc. 2. Check and record compressor discharge temperature. 3. Check all controls, wiring, and tighten connection. 4. Check belt alignment and tension. 5. Check motor operating conditions including voltage and amperage readings. 6. Check and test for refrigerant leak. 7. Check drain pipes and leaks. 8. Inspect insulation of the pipe and equipment 9. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state, and local regulations. 10. Check humidification component. ALTERNATE BASE BID TOTAL: Belt Replacement for Power Ventilators and Exhaust Fans The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, replace belts as needed during the required Fall season inspection. See Attachment C for the power ventilator and exhaust fan schedule. COST: Air Filtration The Library reserves the right to exclude this item from the bid. A separate bid amount must be specified in the Bid Form. If included in the contract, all air filters shall be supplied and replaced quarterly by the contractor, see Attachment B for filter listing. Air filters with a MERV (Minimum Efficiency Reporting Value as determined by ANSI/ASHRAE Standard 52.2 Test Procedure) rating of 8 or higher will be used. COST: Schaumburg Township District Library Page 16 of 23 HVAC Invitation to Bid

17 Building Automation Systems The Library has in place a building automation systems (BAS) that manages all three (3) sites using DELTA CONTROL SYSTEMS. The awarded contractor is expected to monitor this BAS, respond to warnings, failure alerts and make adjustments as needed to maintain proper facility temperatures and HVAC balance. Proof with your bid submittal is required on your company s ability to work with the DELTA CONTROL SYSTEMS. Mechanical Rooms The contractor shall maintain the mechanical rooms in a safe, clean and orderly manner. All replaced components, parts or hardware etc. shall be removed from the immediate equipment areas and discarded. Floors will be kept free from debris, oil, grease or any other products used in support of this contract. Alterations/Modifications: Any alterations or modifications of the HVAC systems performed under the contract shall be made only by written agreement between the contractor and the Library, and shall be made prior to commencement of the altered or modified work. No claims for any extra work or materials shall be allowed unless preceded by written agreement. Maintenance Inspections/Reports: The contractor shall periodically (at least quarterly) inspect the respective systems for failure and improper or non-operation of equipment providing documentation of such inspection. An inspection schedule shall be issued by the contractor upon award of the contract. Any maintenance operations found unsatisfactory, and equipment found not properly maintained, and any repair or extra work found necessary, shall be reported to the contractor and confirmed in writing. Upon receipt of such report, the contractor shall immediately make the necessary corrections and perform any work necessary to bring the system up to the prescribed standard. The contractor shall submit a report to the Director or Foreman indicating that the work covered by the Director's or Superintendent s report has been completed, giving the date of completion of the work. Invoicing: The contractor shall invoice the Library for preventive and general repair work performed under this contract within 30 calendar days of its completion. All invoices shall be sent to the attention of the Schaumburg Township District Library, Accounts Payable, 130 S. Roselle Road, Schaumburg, IL The invoice for general repair work shall detail the name of the technician(s), time, date, location of the general repair, accompanied by a specific detail of parts used to make the repair; the cost paid the supplier by the contractor, and the cost to the Library for said same parts. Inventory of Parts/Materials/Equipment: The contractor shall maintain in their local office an adequate inventory of repair and replacement parts and components, and shall demonstrate if requested that they own the proper tools and test equipment to maintain all the systems under contract. The contractor shall act in the best interest of the Library in the selection of material and equipment which has been authorized for purchase by the Director. Unauthorized Repairs: The contractor shall promptly report to the Director or Foreman any unauthorized construction or repair work being done by others upon Library owned equipment being maintained by the contractor. The contractor shall also report any construction or repair work in progress, which work may endanger the equipment of the system. Schaumburg Township District Library Page 17 of 23 HVAC Invitation to Bid

18 Inspection Services: The contractor shall make all necessary calls when requested by the Director or Foreman to supervise the installation by others of additional or auxiliary equipment to any of the Library systems. The contractor shall make a written report of such inspections, accepting or rejecting the installation for maintenance. System Downtime: The contractor shall promptly notify the Director or Foreman of the disablement of any piece of equipment on any system due to an accident or other cause, such as broken parts, or other difficulties, when such pieces of equipment cannot be readily repaired, making it necessary to discontinue operation of all or part of the installation. Protection of Public and Private Property: The contractor shall exercise all necessary caution to protect pedestrian traffic and to protect all public and private property from injury or damage caused by the contractor s operations. Any practice obviously hazardous in the opinion of the Director or Foreman shall be immediately discontinued by the contractor upon receipt of either written or oral notice to discontinue such practice. The contractor shall comply with all OSHA and other federal, state, and municipal safety standards and policies. Accidents: In the event of accidents of any kind, the contractor shall immediately notify the IT Director, and the Police Department, to secure an accident report, and shall provide a full accounting of all details of the accident. The contractor shall furnish the Library with copies of all reports of such accidents at the same time that the reports are forwarded to any other interested parties. Schaumburg Township District Library Page 18 of 23 HVAC Invitation to Bid

19 BID FORM HVAC MAINTENANCE SERVICES Note: the Bidder must complete all portions of the Bid Sheet. The undersigned, having examined the specifications and all conditions affecting the specified project, offer to furnish all services, labor, and incidentals specified for the price below. The undersigned Bidder certifies that they are not barred from bidding on this contract as a result of a conviction for the violation of state laws prohibiting bid rigging or bid rotating, (720ILCS 5/33E-1, et seq.) and is not delinquent in any taxes to the Illinois Department of Revenue. (65ILCS 5/ ) It is understood that the Library reserves the right to reject any and all bids and to waive any irregularities and that the prices contained herein will remain valid for a period of not less than sixty (60) days. I (We) propose to complete the following project as more fully described in the specifications for the following: BIDDER S COMPANY NAME: BASE BID AIR FILTERS & BELTS & FACILITIES AND LOCATIONS AMOUNT REPLACEMENTS REPLACEMENTS 1. Schaumburg Twp. District Library $ $ $ 130 S. Roselle Road Schaumburg, IL Hoffman Estates Branch $ $ $ 1550 Hassel Road Hoffman Estates, IL Hanover Park Branch $ $ $ 1266 Irving Park Road Hanover Park, IL TOTAL ANNUAL COST $ $ $ GENERAL REPAIR HOURLY RATE INCLUDING LABOR & EQUIPMENT SCHEDULE NON-SCHEDULE Standard Hourly Rate (Between 6:00AM & 4:30PM) $ $ Evening Hourly Rate (4:30PM & 6:00AM) $ $ Saturday Hourly Rate (All Day) $ $ Sunday Hourly Rate (All Day) $ $ Holiday Hourly Rate (All Day) $ $ Percentage of mark up on over Contractor s cost for repair parts % Four (4) one-year contract extensions may be granted upon agreement with the Library and as summarized in the TERM OF CONTRACT section. Schaumburg Township District Library Page 19 of 23 HVAC Invitation to Bid

20 LOCATION OF SERVICE FOR THIS CONTRACT: Facility Name: Facility Address: Facility Phone Number: Number of Service Technicians at this Facility: Represented Maximum Response Time for this contract: Minutes Have you included the following with your bid submittal? Bid Bond YES NO Insurance Certificate YES NO References YES NO State & Local License Certificate YES NO Trane Centrifugal Chiller Course Completion and Training IF YES, proof of completion with your submittal? YES YES NO NO Delta Control Systems Certified (Building Automation System) If YES, proof or letter of certification included with your submittal? YES YES NO NO Electronic Bid Bond ID#:. By indicating the Electronic Bid Bond ID # in the space provided, and by signing and submitting this Bid Sheet, the Bidder is ensuring the identified Electronic Bid Bond has been executed and the Bond is in compliance with the requirements of the bid security stated in this Invitation for Bid. Our firm has not altered any of the written text within this document. Only those areas requiring input by the respondent have been changed or completed. Our firm will comply with the Prevailing Wage requirements as outlined in section entitled A. General Supplemental Additional Conditions, and Public Act Schaumburg Township District Library Page 20 of 23 HVAC Invitation to Bid

21 If it is the Contractor s intention to utilize a subcontractor(s) to fulfill the requirements of this contract, the Library must be advised of the subcontractor s company name, address, telephone and fax numbers, and a contact person s name at the time of bid submittal. Will you be utilizing a subcontractor? YES NO If yes, have you included all required information with your bid submittal? YES NO INDEMNIFICATION: The Bidder hereby agrees to protect, defend, indemnify, and save harmless the Library against loss, damage, or expense from any suit, claim, demand, judgment, cause of action, or shortage initiated by any person whatsoever, arising or alleged to have arisen out of work described herein, except that in no instance shall the Bidder be held responsible for any liability, claim, demand, or cause of action attributable solely to the negligence of the Library. I hereby certify that the item(s) proposed is/are in accordance with the specifications as noted and that the prices quoted are not subject to change; and that (Company Name) is not barred by law from submitting a bid to the Library for the project contemplated herein because of a conviction for prior violations of either Illinois Compiled Statutes, 720 ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating); and that (Company Name) is not delinquent in payment of any taxes to the Illinois Department of Revenue in accordance with 65 ILCS 5/ ; and that (Company Name) provides a drug free workplace pursuant 30 ILCS 580/1, et seq.; and that (Company Name) certifies they have a substance-abuse program and provide drug testing in accordance with 820 ILCS 130/11G, Public Act : and that (Company Name) is in compliance with the Illinois Human Rights Act 775 ILCS 5/1.101, et seq. including establishment and maintenance of sexual harassment policies and program. Bidder s Firm Name Street Address Signed Name and Title Print Name and Title City State Zip Code Address Phone Number Fax Number Date Schaumburg Township District Library Page 21 of 23 HVAC Invitation to Bid

22 DETAIL EXCEPTIONS SHEET EXCEPTIONS: Any exception must be clearly noted on the Detail Exceptions Sheet(s). Failure to do so may be reason for rejection of the bid. It is not our intention to prohibit any potential Bidder from bidding by virtue of the specifications, but to describe the material(s) and service(s) actually required. The Library reserves the right to accept or reject any or all exceptions. DETAIL EXCEPTIONS SHEET MUST BE ENCLOSED WITH BID SHEET. Bidder s exceptions are: Schaumburg Township District Library Page 22 of 23 HVAC Invitation to Bid

23 REFERENCES List below the names of customers/clients where similar types of work have been completed within the last three (3) years: NAME OF COMPANY: ADDRESS : CONTACT PERSON IN CHARGE : PHONE NUMBER : NAME OF COMPANY: ADDRESS : CONTACT PERSON IN CHARGE : PHONE NUMBER : NAME OF COMPANY: ADDRESS : CONTACT PERSON IN CHARGE : PHONE NUMBER : NAME OF COMPANY: ADDRESS : CONTACT PERSON IN CHARGE : PHONE NUMBER : NOTE: If the bidder is a partnership, the proposal must be signed by at least two of the co-partners. If the bidder is a corporation, the proposal must be signed by an authorized officer of the corporation, attested and sealed by the secretary or other authorized officer. State of Incorporation: Schaumburg Township District Library Page 23 of 23 HVAC Invitation to Bid

24 SCHAUMBURG TOWNSHIP LIBRARY ATTACHMENT A EQUIPMENT INVENTORY QTY DESCRIPTION MAKE & MODEL SERIAL # LOCATION TON A/C CHILLER CENTRIFUGAL WITH HEAT RECOVERY TRANE CVHE0450 BASEMENT 2 HEATING BOILER GAS FIRED BURNHAM 4FW-311-G-PF BASEMENT 1 A/C COOLING TOWER WITH VFD EVAPCO LSTA 8P-181 PENTHOUSE 1 8-TON A/C AND CONDENSER UNIT LIEBERT MMD60E-AHEL0 COMPUTER ROOM CEILING 1 5-TON A/C AND CONDENSER UNIT LIEBERT BF067A-ASM COMPUTER ROOM CLOSET 2 HUMIDIFIERS 150 lbs/hr NORTEC NHTC-150 PENTHOUSE 3 HUMIDIFIERS 75 lbs/hr NORTEC NHTC-75 BASEMENT 16 HOT WATER HEATING UNITS VULCAN STAIRWELLS & OTHER 6 HOT WATER FAN COIL UNITS VARIOUS 5 AHU COOLING COILS WITH VFD PENTHOUSE & BASEMENT 1 AHU-1 HEATING COIL PENTHOUSE 6 INLINE PUMPS FOR COIL PROTECTION TACO PENTHOUSE & BASEMENT 5 AIR HANDLING UNIT WITH VFD TRANE PENTHOUSE & BASEMENT 5 RETURN AIR FANS WITH VFD TRANE PENTHOUSE & BASEMENT 1 MAKE UP AIR UNIT HEATER GARAGE 2 EXPANSION TANKS TACO BASEMENT 1 CONDENSER TOWER WATER PUMP BASEMENT 1 CHILLED WATER PUMP BASEMENT 1 CHILLED WATER PUMPS (DUPLEX PKG) WITH VFD BASEMENT 2 BOILER PUMPS BASEMENT 1 HOT WATER PUMPS (DUPLEX PKG) WITH VFD 18 POWER VENTILATORS / EXHAUST FANS PENN BASEMENT VARIOUS 114 VAV BOXES TITUS VARIOUS Schaumburg Township District Library Page 1 of 2 Attachment A

25 HOFFMAN ESTATES BRANCH LIBRARY QTY DESCRIPTION MAKE & MODEL SERIAL # LOCATION 1 HEATING BOILER GAS FIRED RAYPAK H EQUIPMENT ROOM 1 ROOFTOP HEATING/COOLING UNIT CARRIER 48TFD014-A-511DA0702G40526 ROOF 2 ROOFTOP HEATING/COOLING UNIT TBD ROOF 1 AIR COND COMPUTER ROOM LIEBERT MMD36E SPLIT SYSTEM COMPUTER ROOM 1 POWER VENTILATORS / EXHAUST FANS ROOF 1 PUMP HOT WATER WITH VFD TACO EQUIPMENT ROOM 1 PUMP HOT WATER TACO EQUIPMENT ROOM 1 HOT WATER HEATING UNIT VESTIBULE 1 HOT WATER HEATING UNIT EQUIPMENT ROOM HANOVER PARK BRANCH LIBRARY QTY DESCRIPTION MAKE & MODEL SERIAL # LOCATION 1 HEATING BOILER GAS FIRED LOCHINVAR EBN250 K05H EQUIPMENT ROOM 1 HEATING BOILER GAS FIRED LOCHINVAR EBN250 K05H EQUIPMENT ROOM 2 ROOFTOP HEATING/COOLING UNIT LENOX VARIOUS ROOF 1 AIR COND COMPUTER ROOM CARRIER TBD TBD COMPUTER ROOM 1 PUMP HOT WATER B&G 1510 C L50 EQUIPMENT ROOM 1 HOT WATER HEATING UNIT RITTLING VESTIBULE 1 POWER VENTILATORS / EXHAUST FAN LOREN COOK 90C15DL TBD ROOF 1 POWER VENTILATORS / EXHAUST FAN LOREN COOK 70ACEB TBD ROOF Schaumburg Township District Library Page 2 of 2 Attachment A

26 ATTACHMENT B HUMIDIFIER CYLINDERS AND AIR FILTERS NOTE: ALL UNIT COUNT IS BASED ON ONE(1) REPLACEMENT SCHEDULE SCHAUMBURG TOWNSHIP LIBRARY QTY DESCRIPTION FREQUENCY LOCATION 7 NORTEC CYLINDER 607 CANISTER JUG Twice(2x) per Winter Season (2) NORTEC NHTC-150 HUMIDIFIER-1 PENTHOUSE (2) NORTEC NHTC-150 HUMIDIFIER-2 PENTHOUSE (1) NORTEC NHTC-75 HUMIDIFIER-3 BASEMENT (1) NORTEC NHTC-75 HUMIDIFIER-4 BASEMENT (1) NORTEC NHTC-75 HUMIDIFIER-5 BASEMENT 80 20x25x2 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (24) AHU-1 PENTHOUSE (24) AHU-2 PENTHOUSE (12) AHU-3 BASEMENT (8) AHU-4 BASEMENT (12) AHU-5 BASEMENT 28 20x20x2 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (4) AHU-4 BASEMENT (24) AHU-5 BASEMENT 12 16x25x2 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (12) AHU-3 BASEMENT 3 20x25x1 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) 2 20x25x4 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (2) 8-TON A/C Ceiling Unit COMPUTER ROOM CEILING 1 28x30x4 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (1) 6-TON A/C UNIT COMPUTER ROOM CLOSET 1 15x20x4 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) Schaumburg Township District Library Page 1 of 2 Attachment B

27 HOFFMAN ESTATES BRANCH LIBRARY QTY DESCRIPTION FREQUENCY LOCATION 12 20x20x2 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (4) RTU-1 ROOFTOP (4) RTU-2 ROOFTOP (4) RTU-3 ROOFTOP HANOVER PARK BRANCH LIBRARY QTY DESCRIPTION FREQUENCY LOCATION 12 24x24x2 Pleated Air Filter MERV-8 Rating Quarterly (4x per year) (6) RTU-1 ROOFTOP (6) RTU-2 ROOFTOP Schaumburg Township District Library Page 2 of 2 Attachment B

28 ATTACHMENT C POWER VENTILATORS AND EXHAUST FANS SCHEDULE SCHAUMBURG TOWNSHIP LIBRARY NAME CFM HP RPM TYPE DIA. LOCATION SAF / PROP 24" BASEMENT EAF / PROP 24" BASEMENT EAF FC BASEMENT EAF FC GARAGE EAF /2 944 PROP 24" GARAGE EAF FC PENTHOUSE NORTH EAF FC PENTHOUSE SOUTH PRE / BI 12" ROOFTOP PRE / BI 10" ROOFTOP PRE / BI 14" ROOFTOP PRE / BI 7" ROOFTOP PRE / BI 12" ROOFTOP PRE / BI 12" ROOFTOP PRE / BI 9" ROOFTOP PRE / BI 12" ROOFTOP PRE / BI 7" ROOFTOP PRE / BI 7" ROOFTOP PRE / BI 9" ROOFTOP HOFFMAN ESTATES BRANCH NAME CFM HP RPM TYPE DIA. LOCATION EXHAUST FAN 489 1/ ROOFTOP HANOVER PARK BRANCH NAME CFM HP RPM TYPE DIA. LOCATION EXHAUST FAN / ROOFTOP EXHAUST FAN / ROOFTOP Schaumburg Township District Library Page 1 of 1 Attachment C