1.0 Introduction Colorado Springs Utilities, an enterprise of the City of Colorado Springs, is soliciting CONTRACTOR s to provide all supervision, service personnel certified to repair or replace OEM manufacturer materials, equipment, and supplies involved in performing Heating, Ventilation and Air Conditioning (HVAC) Services ( Work ) to be performed at the Las Vegas Wastewater Treatment Plant (LVWWTP) located at 825 E. Las Vegas St., Co. Spgs., Co., the JD Phillips Water Reclamation Facility (JDP) located at 155 Aeration View, Co. Spgs., Co., and the Clear Spring Ranch (CSR) Solids Handling and Disposal facility located at 14391 Auge Way, Fountain Co. CONTRACTOR shall be required to provide services on-call, and shall have the ability to respond to short notice requests. This agreement will be in effect for one year with the option to renew for three (3) calendar years in one (1) year increments, if agreed to in writing by both parties. UTILITIES reserves the right to award to more than one (1) CONTRACTOR. 2.0 Background UTILITIES owns and operates a four-service utility; electric, gas, water, and wastewater, with multiple operational facilities located within El Paso County. The purpose of this contract is to maintain, upgrade, alter and/or repair any UTILITIES HVAC system, to include areas that are showing signs of failure or that present a safety hazard. Maintaining these systems is critical to the continued operation of UTILITIES operations. UTILITIES forecasts some future Work requirements and anticipates when facility sites and/or buildings need to have Work performed to meet its needs. Additionally, certain circumstances may arise that require emergency or short-notice Work to be performed. 3.0 Scope The following description, while not intended to cover all details, outlines the major scope of work.. Work performed under this contract may include the service, repair, removal and/or installation of existing mechanical systems and equipment including, but not limited to: MANUFACTURERS: a. Carrier b. Trane c. York EQUIPMENT/PARTS: a. Hydronic Systems - chillers, boilers, cooling towers, pumps, zone valves b. Air Systems - packaged heating/cooling units, exhaust fans, refrigerant systems, radiant heaters, unit heaters, air handlers, humidifiers, VAV boxes, dampers c. Refrigerant Systems - CRAC units, split systems d. Controls low voltage controls, line voltage controls, pneumatic controls, DDC controls e. Packaged roof top units f. Circulating Pumps g. Valves (regulating, hand, float) h. Electric Motors and Starters i. Coils (heating, cooling) j. Belt Drives k. Air handling units l. Compressors T01-10653 (05/2007) Page 1 of 10
m. Condensers ( air cooled, water cooled) n. Chillers o. Fans (exhaust, supply) p. Controls and safety devices Work may also include electrical and electronic components such as motors, refrigeration, compressors, pumps, fans, furnace, ducts, pipes, belts, thermostats and switches. All parts, components and related devices for mechanical systems that are worn or not in proper operational condition shall be repaired/replaced with new parts, components, and devices. All miscellaneous parts, components, and related items necessary to perform the work such as, but not limited to, gaskets, filters, belts, valve packing, lubricants, tools, paints, refrigerants, test instruments, meters, etc, shall be supplied by the CONTRACTOR and included in the costs. Work shall also include maintenance of filter rack and disposal of used filters. EXCLUSIONS 1) The following items are excluded from the CONTRACTOR s responsibilities; Upgrades and modifications to enhance performance beyond current equipment specifications or design capacity. 2) Alterations, renovation, or construction work to premises or buildings where equipment is located. 3) Electrical and Plumbing services not directly associated with facility equipment to be repaired or replaced. 4) Removal of asbestos or hazardous materials necessary to perform and/or replacement work on equipment. 4.0 Tasks, Deliverables & Schedule Tasks: Tasks will be placed into one of two categories: Regularly scheduled maintenance (Preventative Maintenance) Unscheduled Work, including but not limited to, Emergency Work A. PREVENTIVE MAINTENANCE: Includes clean, align, calibrate, tighten, adjust, lubricate and paint equipment. These activities are intended to extend equipment life and assure proper: a. CLEANING coil surfaces; fan impellers and blades; electrical contacts; burner orifices; passages and nozzles; pilot and igniter; cooling tower baffles, basin, sump and float; chiller, condenser and boiler tubes, etc. at least once each calendar quarter. b. ALIGNING belt drives; drive couplings; air fins, etc. c. CALIBRATING safety controls; temperature and pressure controls, etc. d. TIGHTENING electrical connections; mounting bolts; pipe clamps; refrigerant piping fittings; damper sections, etc. e. ADJUSTING belt tension; refrigerant charge; super heat; fan RPM; water chemical feed and feed rate; burner fuel/air ratios; gas pressure; set point of controls and limits; compressor cylinder unloaders; damper close-off; sumpfloats, etc. f. LUBRICATING motors; fan and damper bearings; valve stems; damper linkages; fan vane linkages, etc. g. PAINTING, for corrosion control, on an as-needed basis. B. REPAIR AND REPLACEMENT: Job labor, travel labor, parts procurement labor (locating, T01-10653 (05/2007) Page 2 of 10
ordering, expediting and transporting) required to REPAIR or REMOVE and REPLACE broken, worn components and or parts. C. TROUBLE CALLS: Job labor and travel labor, including overtime, required for unscheduled work resulting from an abnormal condition. D. COMPONENTS, PARTS AND SUPPLIES: The cost of COMPONENTS, PARTS AND SUPPLIES required to keep the equipment operating properly and efficiently. The services described above will be provided on all HVAC Equipment listed on Attachment A1. Unscheduled Work Covered by Full Service Agreement Covered work of an unscheduled nature will be handled as follows: If covered repair work is required, CONTRACTOR shall notify UTILITITES personnel of planned repairs, including any planned equipment outages, and a schedule for completion of repairs. Upon completion of this work, CONTRACTOR shall provide UTILITIES with a detailed summary of the work completed. If any repairs completed by CONTRACTOR include new equipment, which is covered under warranty, a copy of the warranty shall be provided to UTILITIES within 30 days of installation of covered equipment. If, during the completion of these repairs, CONTRACTOR discovers that additional work, which is not covered under the Full Service Agreement, is required, CONTRACTOR shall follow the procedures outlined under "Unscheduled Work Not Covered by Full Service Agreement". Unscheduled Work Not Covered by Full Service Contract Non Covered Work of an unscheduled nature will be handled as follows: As projects arise, individual departments will contact CONTRACTOR for a project-specific quote. Specific scope will be provided by UTILITIES PM at the onset of each project. CONTRACTOR will then provide UTILITIES PM with a written response detailing the approach to be taken, cost (with details), and the schedule for completion. The CONTRACTOR shall provide "not to exceed' estimates on repair work. All work shall be approved by UTILITIES authorized representative prior to any work being performed. CONTRACTOR shall then perform Services as defined in each specific Release Purchase Order (PO). Each Release PO will include the specific Statement of Work, a schedule and cost. Deliverables: CONTRACTOR shall provide all deliverables required as part of each specific project scope as provided by UTILITIES PM. CONTRACTOR shall provide a full coverage preventive maintenance program for servicing all equipment and associated components related to the HVAC systems listed in Attachment A1. CONTRACTOR shall furnish all necessary labor, tools, equipment, and supplies to perform the required Work at UTILITIES designated facilities. FILTER SERVICE: Air Filtration System: Pre-filters, frame filters, and fan coil filters. a. Filter frames shall be of the reusable type and shall be of a permanent rigid construction that shall permit the insertion of media pads, and may also allow the use of optional pads with different efficiencies, if needed. b. Filter frames shall be sized to fill the entire cross section of the units to prevent blow-by and eliminate filter spaces in the system. T01-10653 (05/2007) Page 3 of 10
c. CONTRACTOR shall provide, install, and regularly change all air filters at a frequency agreed upon by UTILITIES d. Filter change outs shall be performed monthly unless a lesser frequency is deemed acceptable by UTILITIES due to limited change in a filters condition. e. Filters shall be pleated as manufactured by Quality Filters, Inc., Model EQP40 or UTILITIES approved equal. Area and thickness dimensions shall match existing filters. 5.0 MAINTENANCE PROCEDURES AND RECORDS: CONTRACTOR shall utilize computer generated preventive maintenance directions, which indicate task functions to be performed on each scheduled service call, as determined by calendar periods, operating hours (run time), manufacturer's recommendations, and historical database, as appropriate for each task. As required work comes due, CONTRACTOR shall perform the necessary and appropriate recommended maintenance procedures and a listing of any special lubricants, tools, etc. that are required for proper maintenance of the subject item. CONTRACTOR shall provide for continuous updating of maintenance procedures and frequencies. Breakdown experience and frequency shall determine the on-site material inventory level and preventive maintenance frequencies. The CONTRACTOR shall provide UTILITIES representative with a one week advance notification of all routine site visits. 6.0 PREVENTIVE MAINTENANCE AND EMERGENCY SERVICE CALLS: a. CONTRACTOR shall schedule and perform recommended preventive maintenance services no less than a quarterly basis (minimum of four (4) times per year). CONTRACTOR shall invoice on a quarterly basis for this Work. All invoices must be itemized and approved before payment will be made. b. After each service call, a service report shall be left with UTILITIES representative detailing the work accomplished. c. CONTRACTOR shall provide emergency service on an as needed basis. Emergency service shall be considered part of the full coverage preventive maintenance program. d. Emergency service shall be provided as often as needed, on a 24-hour basis, weekends and holidays included. e. CONTRACTOR shall respond to an emergency and have a certified technician on site within two (2) hours. f. Emergency service response system shall be a professionally manned telephone answering service. Automated telephone answering/recording machines, or home telephone numbers only are not acceptable. g. Repairs to critical equipment shall be expedited as much as possible to prevent downtime. 7.0 SERVICE PERFORMANCE GUARANTEES: a. UTILITIES may review, at any time, the services provided and reports submitted, to verify that the preventive maintenance is in fact being properly and adequately performed. Any lack of maintenance service, complaints, or deficiencies in the performance of the services will be submitted to the CONTRACTOR in writing for correction within 30 days. b. For problems or deficiencies of significant importance or of a repetitive nature, a time period of compliance shall be established after discussion and mutual agreement. Failure of CONTRACTOR to correct deficiencies within the time agreed upon shall constitute cause for termination of the services and/or withholding of payment to the CONTRACTOR. T01-10653 (05/2007) Page 4 of 10
8.0 GENERAL: a. All personnel provided by the CONTRACTOR shall be subject to the approval of UTILITIES based on training, experience, qualifications, certification, and ability to perform the required service and maintenance for all equipment in an efficient manner. Failure to provide such personnel in the required numbers shall be considered sufficient reason to terminate the agreement. b. All work shall be performed in a worker like manner. Materials and workmanship shall be subject to the UTILITIES inspection and approval. c. CONTRACTOR shall maintain all work areas in an orderly manner and shall remove and properly dispose of all trash as the work is completed. CONTRACTOR shall not be responsible for the identification or removal of any asbestos. 8.0 Schedule: CONTRACTOR shall be available to perform emergency and special services as requested by the PM and shall adopt a minimum 2 hour response time. CONTRACTOR shall provide emergency personnel on a 24 hour, 7-day a week basis. Up-to-date emergency phone numbers shall be supplied to UTILITIES. Payment for emergency and special services shall be provided as described in Exhibit B Response Form. 9.0 Performance Requirements/Acceptance Criteria UTILITIES reserves the right to eliminate, reduce, or adjust the scope of services as deemed in the best interest of UTILITIES. Any price adjustment required as a result of these changes shall be adjusted accordingly. In the event UTILITIES requires CONTRACTOR to modify Work, CONTRACTOR shall complete the modified tasks within the scheduled timeframe. If after ten (10) days written notice to CONTRACTOR, the modified tasks have not been completed UTILITIES reserves the right to obtain another CONTRACTOR to complete the task at CONTRACTOR S expense. UTILITIES does not guarantee any minimum or maximum amount of Work performed under the resultant contract. UTILITIES reserves the right to procure these services from other sources when deemed necessary or appropriate. All licenses, permits, and certificates required for, and in connection with, any parts of Work to be performed under the provisions of any contract issued pursuant to this solicitation shall be secured by CONTRACTOR entirely at CONTRACTOR S expense. CONTRACTOR shall be responsible for complying with all federal, state, and local governing codes, building codes, permits, rules, laws, regulations, and statutes pertaining to the Work being performed, including but not limited to: o Environmental Protection Agency (EPA) o State of Colorado Requirements o Efficiency Laws and Regulations All mechanical Work and equipment shall be of a quality consistent with industry standards including, but not limited to: o American Society of Heating, Refrigeration and Air-Conditioning Engineers (ASHRAE) o Sheet Metal and Air Conditioning Contractors National Association, Inc. (SMACNA) o National Environmental Balancing Bureau (NEBB) o American Society for Testing and Materials (ASTM) T01-10653 (05/2007) Page 5 of 10
Additionally, all Work shall be in compliance with the authority having jurisdiction, and applicable inspections for code compliance including: o 2011 Pikes Peak Regional Building Department (PPRBD) code and amendments o 2009 International Building Code o 2009 International Mechanical Code o 2009 International Plumbing Code o 2009 International Fuel Gas Code o 2009 National Electric Code o 2009 International Fire Code and Applicable NFPA standards Depending on the application required by the UTILITIES PM, the following items are required: o All Work shall be constructed in accordance with Colorado Springs Utilities Guidelines for Design and Construction (document available upon request from PM if required) o All Work must be installed free of defects; defective Work shall be replaced at CONTRACTOR s expense. Any damage to existing conditions caused by CONTRACTOR shall be repaired or replaced at no additional cost to the project. o All refrigerant based Work (recovery/recycle) shall be completed in accordance with EPA Best Management Practices. All documentation of proper procedures shall be provided to UTILITIES PM upon completion of Work. It is the sole responsibility of CONTRACTOR to comply with any EPA regulations. (For example: proper labeling, storage and/or disposal of any products used by CONTRACTOR). Should the EPA have any additional requirements, it is the sole responsibility of CONTRACTOR to ensure compliance. Should PM or any UTILITIES employee determine non-compliance, PM will be immediately notified and the appropriate actions will occur to ensure compliance. CONTRACTOR must be registered with the State of Colorado and carry the minimum license requirement for the individual scope of work. CONTRACTOR shall have at least five (5) years of experience in Work. Only those CONTRACTOR personnel qualified and approved by UTILITIES to perform the requested Work shall be assigned to the project. Periodic reviews between UTILITIES and CONTRACTOR will occur to review CONTRACTOR S ability to complete the Work within the mutually agreed upon cost and schedule, and to ensure all technical objectives are being met. Labor Rates & Work Hours Labor rate will start upon arrival at job site and end upon completion of Work that day at job site. UTILITIES will not accept charges for portal to portal rates or additional charges for service calls. Regular hourly rate will be based on an eight-hour day, Monday through Friday. Overtime hourly rate will be based on work in excess of eight (8) hours per day Monday through Friday, and for all Work performed on Saturday, Sunday and UTILITIES holidays. Response Time CONTRACTOR must provide a realistic and true time when it can schedule Work. If this proposed schedule is acceptable to UTILITIES PM, CONTRACTOR shall schedule the job. T01-10653 (05/2007) Page 6 of 10
CONTRACTOR shall adopt a 2 hour response time. Up-to-date emergency phone numbers shall be supplied to UTILITIES and to the Security Administrator no later than ten (10) days after contract execution. CONTRACTOR rates for emergency services are as stated in Exhibit B Rates/Pricing. Major Repairs (over $10,000) Before major non-emergency repairs (over $10,000) are approved, UTILTIES will require written quotation, detailing parts and labor charges within three (3) business days. Major emergency repairs will be quoted verbally to expedite the Work, with written confirming quotation to follow. Unit prices bid shall not exceed the prices of the resultant contract. Repair and Replacement Parts Repair or replacement parts for existing equipment may be accomplished by CONTRACTOR using other than original equipment manufacturers (OEM) parts. However, all new replacement parts or equipment furnished will require prior written UTILITIES approval and be equal to or exceed that of the original equipment manufacturer(s). Sub-CONTRACTORs CONTRACTOR shall not assign or subcontract Work, or any part thereof, without prior written consent of UTILITIES. 10.0 Performance Measurement Methods UTILITIES reserves the right to suspend Work wholly or in part if deemed necessary for the best interest of UTILITIES. Workmanship shall conform to all of the methods and operations of best industry standards and accepted practices of the trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or required for completion. CONTRACTOR shall supervise, inspect and direct Work competently and efficiently, devoting such attention and applying such skills and expertise as may be necessary to perform Work in accordance with the contract documents. CONTRACTOR shall inspect and ensure quality control of all Work. UTILITIES will inspect and confirm the quality control of all Work. If needed, UTILITIES may hire an outside entity to ensure quality standards are maintained. The UTILITIES PM shall decide all questions which may arise as to the quality and acceptability of any Work performed under the contract. If, in the opinion of the UTILITIES PM, performance becomes unsatisfactory, UTILITIES shall immediately notify the CONTRACTOR. CONTRACTOR S performance will be monitored on a regular basis. Any non-compliance or lack of performance shall result in corrective actions up to and including contract termination. When performing any services it is CONTRACTOR S responsibility to practice due diligence to ensure a complete and thorough job has been performed. UTILITIES PM shall perform inspections as needed to ensure CONTRACTOR is performing sufficiently. In the event CONTRACTOR is not performing per the contract documents, the PM will notify Procurement and Contract Services (PCS) of such deficiencies and all documentation of deficiencies. CONTRACTOR will be T01-10653 (05/2007) Page 7 of 10
given a written warning of all deficiencies with a period to resolve the deficiencies. If CONTRACTOR continues non-conformance, PCS will issue a Preliminary Notice and a subsequent Notice of Termination for Cause. Invoices will not be paid for non-performance, deficient performance, or any other breach of contract. 11.0 Resource Requirements CONTRACTOR will NOT be allowed to use any UTILITIES tools, equipment or vehicles. All needed tools, equipment and vehicles to complete Work will be the responsibility of CONTRACTOR. All materials, tools, and consumables in all respects shall be furnished by CONTRACTOR even though not specifically mentioned in these specifications. CONTRACTOR shall include all labor, materials, consumables, transportation, storage, equipment, etc., necessary to successfully complete Work as specified in individual Statements of Work. If applicable, CONTRACTOR may be permitted to store tools, equipment and material on the job site and shall be assigned storage areas based on need and priority of Work. CONTRACTOR shall submit a request for storage area to the PM one (1) week in advance of the date the space is needed and shall be responsible for the security of all such materials. UTILITIES does not take responsibility for any equipment left on site before, during, and after any projects. CONTRACTOR is responsible for its own property that may be left on any UTILITIES job site. CONTRACTOR will remove all tools, equipment and material from the job site in a timely manner after the completion of the job. 12.0 CONTRACTOR S Personnel CONTRACTOR S personnel are considered essential to the Work being performed hereunder and as such, the following provisions will apply: Personnel shall be qualified and experienced as related to this type of Work. In the event a replacement candidate proposed by CONTRACTOR does not meet the specific qualifications and experience as required by UTILITIES, UTILITIES may, at its sole discretion, determine not to utilize said candidate. When UTILITIES finds that a correlation exists or appears to exist between a documented lack of CONTRACTOR performance and a lack of CONTRACTOR employee qualification performance, CONTRACTOR agrees to immediately replace that individual with another employee with qualifications appropriate to the Work being performed. This requirement is inclusive of all CONTRACTOR personnel and CONTRACTOR S subcontractor personnel. UTILITIES may also require that CONTRACTOR remove from the job, at no additional cost to UTILITIES, employees who endanger persons or property, are disruptive to the workforce, or whose continued employment under this contract is inconsistent with the requirements of the contract and/or interests of safety or security at any UTILITIES site. If applicable, CONTRACTOR shall provide a list of subcontractor and associated personnel. UTILITIES reserves the right to view and approve/disapprove any subcontractor and associated personnel prior to start of project. 13.0 UTILITIES Personnel T01-10653 (05/2007) Page 8 of 10
Authority of UTILITIES personnel is as follows: Project Manager (PM): Responsible for the technical aspects of the performance of the contract. The PM will be the primary contact with CONTRACTOR S team. The PM may designate other personnel to oversee the performance of Work, sign field tickets, etc. However, the designated PM retains ultimate authority over the technical aspects of Work on each project. Should CONTRACTOR and PM disagree over the technical requirements of the contract such matters will be immediately referred to UTILITIES Management for resolution. The PM does not possess any authority, express or implied, to direct CONTRACTOR to deviate from the Terms and Conditions of the contract. Procurement and Contract Services (PCS) Representative: Responsible for negotiating all Terms and Conditions of the contract and is the primary point of contact throughout the solicitation and evaluation process. Additionally, all contract-related correspondence shall be issued and received by the designated PCS Representative. The PCS Representative is the only individual authorized to direct CONTRACTOR to deviate from the express, written terms of the contract. All authorizations to deviate from the contract must be authorized in writing and signed by UTILITIES PCS Representative and CONTRACTOR s designated representative. Safety Representative: All UTILITIES employees have the right to STOP CONTRACTOR s work if unsafe work practices are observed. UTILITIES Safety Representative will monitor CONTRACTOR s work and may request plans from CONTRACTOR for major lifts or other activities requiring detailed safety plans as deemed by UTILITIES. If applicable, CONTRACTOR shall provide a list of subcontractor and associated personnel. UTILITIES reserves the right to view and approve/disapprove any subcontractor and associated personnel prior to start of project. 14.0 Non-Disclosure of Information & Applicable Documents The PM may furnish drawings and documents as necessary to identify locations and work areas prior to the Work commencement. All drawings and documents are considered property of UTILITIES. Any and all information used in connection with these services shall not be disclosed without prior, written authorization from UTILITIES. CONTRACTOR will be responsible for said documents. 15.0 Security Requirements REFERENCE EXHIBIT F FOR SAFETY & SECURITY REQUIREMENTS!!! CONTRACTOR S employees shall display an identification card issued by CONTRACTOR to be worn in a visible location on their person at all times while performing Work on any UTILITIES facility. In the event an individual does not have a badge, Security Operations shall be contacted. If no authorization can be acquired the individual will be asked to leave the site. Security Operations may notify local law enforcement if an individual refuses to leave the location and the police may assist in removal. UTILITIES and/or the PM retain the right to have any CONTRACTOR employee removed from premises. Reasons for removal from site do not have to be disclosed to CONTRACTOR S employee. CONTRACTOR shall provide PM with a current list of employees stating individual job function. It is the responsibility of CONTRACTOR to notify the Security Administrator and PM immediately when CONTRACTOR no longer employs any employee. T01-10653 (05/2007) Page 9 of 10
CONTRACTOR shall provide to UTILITIES PM, prior to commencement of the project, a listing of all employees, including names, birthdates, and United States government issued identification that will be on UTILITIES sites during the project. This list must be updated daily as needed during the Work. This list shall include the names of all subcontractor employees employed by CONTRACTOR. Failure to submit names to UTILITIES will result in a delay of employee(s) access to site. UTILITIES will not be held responsible for such delays. US government issued identification (i.e. driver s license, passport, etc.) will be required for site entrance. At no time is anyone allowed access onto a UTILITIES site without approval. Under no circumstances will CONTRACTOR enter onto any UTILITIES site without providing a badge this includes vehicle entry into a site. Following someone onto a site who does have access is an unauthorized practice called piggy backing and will not be tolerated. CONTRACTOR s found piggybacking shall be charged with trespassing and shall be held responsible for any damage or other costs related to this act. CONTRACTOR S assigned security representative or onsite project manager, who will assume this role, shall promptly report all incidents involving the loss, theft or vandalism of tools, equipment or material to UTILITIES PM. Notification shall also include incidents of violence, threats against others, illegal activities and misconduct which is subject to disciplinary actions. Local Law Enforcement may be contacted if needed. All reported incidents will be followed up by a written report within 24 hours of verbal notification. T01-10653 (05/2007) Page 10 of 10