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HomeMy WebLinkAboutResolution - 2014-R0078 - Contract - Honeywell International Inc.- HVAC Maintenance - 02/27/2014RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 11528 for HVAC Maintenance Services for Civic Center, Coliseum and Auditorium, by and between the City of Lubbock and Honeywell International, Inc., and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on _ F ATTEST: Rebe ca Garza, City Secretary APPROVED AS TO CONTE V►► Scott Snider, Assistant City Manager Community Services APPROVED AS TO FORM: 4� Chad Weaver, Assistant City Attorney vw:ccdocslRES.Contract-Honeywell February 3, 2014 27, 2014 [t�i��l•�'Rs�l • ► u • • CONTRACT 11528 City of Lubbock, TX HVAC Maintenance Services for Civic Center, Coliseum and Auditorium RFP 13 -11528 -DG This Service Agreement (this "Agreement") is entered into as of the 27`h day of February 2014, ("Effective Date") by and between Honeywell International, Inc. (the Contractor), and the City of Lubbock (the "City"). RECITALS WHEREAS, the City has issued a Request for Proposals 13 -11528 -DG, HVAC Maintenance Services for Civic Center, Coliseum and Auditorium WHEREAS, the proposal submitted by the Contractor pursuant to the pricing, terms and conditions of RFP 13 -11528 -DG has been selected as the proposal which best meets the needs of the City for this service. WHEREAS, Contractor desires to perform as an independent contractor to provide HVAC Maintenance Services for Civic Center, Coliseum and Auditorium, upon terms and conditions maintained in this Agreement; and NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and Contractor agree as follows: City and Contractor acknowledge the Agreement consists of the following exhibits which are attached hereto and incorporated herein by reference, listed in their order of priority in the event of inconsistent or contradictory provisions: 1. This Agreement 2. Exhibit A - BAFO Price Sheet Proposal 3. Exhibit B -General Requirements 4. Exhibit C - Technical Specification 5. Exhibit D - Special Conditions 6. Exhibit E - Summary of Equipment and Service Schedule 7. Exhibit F - Insurance Requirements Scope of Work Contractor shall provide the services that are specified in Exhibit B. The Contractor shall comply with all the applicable requirements set forth in Exhibit A - F attached hereto. The contract shall be for a term of one year, with the option of two, one year extensions, said date of term beginning upon formal approval. The rates may be adjusted upward or downward at this time at a percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price Index (PPI), whichever is most appropriate for the specific contract for the previous 12 -months. At the City's discretion, the effective change rate shall be based on either the local or national index average rate for all items. If agreement cannot be reached, the contract is terminated at the end of the current contract period. Article 1 Services 1.1 Contractor agrees to perform services for the City that are specified under the General Requirements set forth in Exhibit B. The City agrees to pay the amounts stated in Exhibit A, to Contractor for performing services. 1.2 Contractor shall use its commercially reasonable efforts to render Services under this Agreement in a professional and business -like manner and in accordance with the standards and practices recognized in the industry. 1.3 Clause. All funds for payment by the City under this Agreement are subject to the availability of an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the Agreement, the City will terminate the Agreement, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this Agreement is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this Agreement, cancellation shall be accepted by the contractor on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this Agreement beyond the date of termination. Article 2 Miscellaneous. 2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in accordance with the laws of said State, without reference to choice of law provisions. 2.2 This Agreement is performable in, and venue of any action related or pertaining to this Agreement shall lie in, Lubbock, Texas. 2.3 This Agreement and its Exhibits contains the entire agreement between the City and Contractor and supersedes any and all previous agreements, written or oral, between the parties relating to the subject matter hereof. No amendment or modification of the terms of this Agreement shall be binding upon the parties unless reduced to writing and signed by both parties. 2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original. 2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining provisions of this Agreement shall not be affected thereby. 2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of any parties otherwise to insist upon strict performance of any provision hereof shall not constitute a waiver of any subsequent breach or of any subsequent failure to perform. 2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their respective heirs, representatives and successors and may be assigned by Contractor or the City to any successor only on the written approval of the other party. 2.8 All claims, disputes, and other matters in question between the Parties arising out of or relating to this Agreement or the breach thereof, shall be formally discussed and negotiated between the Parties for resolution. In the event that the Parties are unable to resolve the claims, disputes, or other matters in question within thirty (30) days of written notification from the aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies available at law or in equity. 2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 2.11 House Bill 2015, signed by the Governor on June 14, 2013 and effective on January 1, 2014, authorizes a penalty to be imposed on a person who contracts for certain services with a governmental entity and who fails to properly classify their workers. This applies to subcontractors as well. Contractors and subcontractors who fail to properly classify individuals performing work under a governmental contract will be penalized $200 for each individual that has been misclassified. Governmental entities may want to include information on this new misclassification penalty in their contracts with entities that are providing services covered by this new requirement (Texas Government Code Section 2155.001). IN WITNESS WHEREOF, this Agreement is executed as of the Effective Date. CITY OF LU B sllyv— Gle eeeWn, Mayor Contractor's Signature 7�— ek 49E�� A ST: PgWed N e e U. Title City �C4�� �V Snider, Assistant City Manager APPROAST FORM: Cha Weaver, Assistant City Attorney Exhibit A December 16, 2013 City of Lubbock, TY Purchasing & Contract Management RFP 13 -1128 -DG HVAC Nlaintenance for Civic Center, Coliseum and Auditorium PROPOSAL PRICE SHEET BAFO Proposer's Name: HONEYWELL INTERNATIONAL INC 1. Price for Contract per year Year 1 - $50,159.00 Year 2 - $57,274.00 HVAC maintenance services Civic Center Physical Plant $ Year 3 - $70,209.00 HVAC maintenance services for the Civic Center proper and Coliseum/Auditorium will be calculated using an hourly rate. The hourly rate will include the cost of all overtime, travel costs, parts, environmental charges, disposal fees and any other charges normally applied to contractor services. Employee Hourly Rate Non Emergency Supervisor Hourly Rate, Non Emergency Employee Hourly Rate Emergency Supervisor Hourly Rate, Emergency $ 85.00 $ NA $ 127.50 $ NA Mark-up on parts, with guaranteed not to exceed maximum cost. % 50 Company Name HONEYWELL INTERNATIONAL INC Prepared by: Norma Valdez Title: Business Consultant Date: December 17, 2013 I1. GENERAL REQUIREMENTS 1 INTENT Exhibit B a) The City of Lubbock (hereinafter called "City") is seeking proposals from interested firms and individuals, (hereinafter called "Proposer") to provide HVAC Maintenance for Civic Center, Coliseum and Auditorium. b) Offerors are invited to submit demonstrated competence and qualifications of their firm for providing these services. c) The information contained within this document is intended to provide interested firms with the requirements and criteria that will be used to make the selection. 2 PROJECT DESCRIPTION :Provide frill servicing to Heating and Air Conditioning Systems located at the Lubbock Civic Center Physical Plant. Provide as requested servicing for the HVAC systems located at the Civic Center, Auditorium and Coliseum. 3 PURPOSE OF THE PROJECT: To secure a contract with a contractor/vendor to service the Heating and Air Conditioning Systems located at the Lubbock Civic Center, Auditorium and Coliseum. 4 SCOPE OF WORK: Preventive maintenance service to be provided by the Contractor on all maintainable equipment and associated devices related to the Building Environmental Mechanical Systems described in the specifications. Repair or replacement of all equipment described in this specification. The three chillers in the Civic Center physical plant are under full warranty until December 1, 2015. The warranty is serviced by Johnson Controls. The warranty covers entire unit parts, labor, variable speed drive, and refrigerant. 5 EVALUATION CRITERIA The following criteria will be used to evaluate and rank submittals: a) Experience in servicing similar projects. (25%) b) Demonstrated knowledge and understanding of the project. (25%) C) Substantial representations regarding the firm's qualifications and demonstrated design skill appropriate to this project and the technical capabilities and professional competence of the Proposer and assigned personnel. (20%) e) Record of performance based on previous work with the City and/or other client references. (20%) t) Cost (10%) Exhibit B 6 PROPOSAL FORMAT a) Proposals should provide a straightforward, concise description of the Offeror's capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content, and conveyance of the information requested by the City. b) The proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume. C) If the proposal includes any comment over and above the specific information requested in the RFP, it is to be included as a separate appendix to the proposal. d) The proposal must be organized into the following response item sections and submitted in an indexed binder. i) Cover letter addressed to the Honorable Mayor and City Council that states the Offeror's understanding of the services to be provided. Include any additional information believed necessary that is not requested elsewhere in the RFP. ii) A description of the methodology to be used to complete the project to include, but not be limited to, how recommendations will be formulated and commitment of adequate appropriate resources to the project. iii) Offeror's specific expertise in areas pertinent to the project to include a listing and brief description of similar projects completed (with the dates of completion) or in progress and a list of references by name, address, and telephone number for each project listed. This list of projects in progress shall include the phase of work that each project is currently in (i.e. design, bid, construction), and the estimated completion date. iv) A brochure of past work, with emphasis on comparable projects. v) List of principal(s) of the Proposer and amount of time that principal(s) will be involved in the project. vi) List of other professionals to be used, if applicable, with a record of experience in projects of this nature. Identification of principal(s) and percentage of time the principal(s) will be involved in the project. vii) The organizational structure of the employees who will be assigned to this project along with resumes of those individuals. If a joint venture is expected, then provide the organizational structure of the sub -contractor and resumes of those persons who will be involved in the project. viii) The Proposer must assure the City that he/she will to the best of his/her knowledge, information and belief, be cognizant of, comply with, and enforce, where applicable and to the extent required, all applicable federal or state statutes Exhibit B and local ordinances including, but not limited to the Davis -Bacon Federal minimum wage requirements. ix) Describe the Offeror's methodology for handling errors and omissions. x) Disclosure of any obligations posing a potential conflict of interest, including service on City boards and/or commissions and any current contracts with the City of Lubbock. This would apply to the Proposer as well as consultants subcontracted by the Proposer. xi) Any material which the proponent wishes to submit and which is not specifically requested in the above categories. xii) Offerors are strongly encouraged to explore and implement methods for the utilization of local resources, and to outline how they would address outreach issues in their proposal. It is also the desire of the City that the City of Lubbock program serve, as much as practicable, to stimulate growth in all sectors of the local business community. Describe how your firm would facilitate this process, and provide any relevant information about similar efforts on previous projects. City of Lubbock, Texas Technical specifications RFP13-11528-DG I. Scope: Exhibit C A. Maintenance services include: (1) preventive maintenance service to be provided by the Contractor on all maintainable equipment and associated devices related to the Building Environmental Mechanical Systems described in the specifications (2) repair or replacement of all equipment described in this specification. B. The Contractor shall furnish all supplies, components, replacement parts, materials, test equipment, tools, personnel and services in conformance with the terms and conditions as outlined below. C. The contract shall be for a term of one year, with the option of two, one year extensions, said date of term beginning upon formal approval. The rates may be adjusted upward or downward at this time at a percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price Index (PPI), whichever is most appropriate for the specific contract for the previous 12 -months. At the City's discretion, the effective change rate shall be based on either the local or national index average rate for all items. If agreement cannot be reached, the contract is terminated at the end of the current contract period. D. Excluded equipment has been itemized, and includes items that are currently non - maintainable. E. The three chillers in the Civic Center physical plant are under full warranty until December 1, 2015. The warranty is serviced by Johnson Controls. The warranty covers entire unit parts, labor, variable speed drive, and refrigerant. II. Equipment Included: 1. The maintenance service contract shall cover the following items at the Civic Center Physical Plant: Pumps Boilers Water chillers— note warranty mentioned above. Air handling units Heat exchangers Exhaust fans Air compressors and dryers Fan coil units Unit heaters Exhibit C Cooling towers Temperature control devices. A complete inventory of equipment is attached, along with design drawings. The drawings have been annotated, in large print, with equipment labels that correspond with the inventory. The exact model number, capacity or size of installed equipment may differ from the attached inventory. Contractor shall confirm by on-site survey that the equipment has been adequately identified. 2. Also included: Replacement or repair of all heating and cooling coils, to include damage by freezing Water strainers Automatic control valves Automatic air vents Oil and lubricants Oil and refrigerant filters Outside air dampers and damper motors Pressure sensors Control linkages Computers and time clocks Steam and chilled water flow meters Float valves Gauges Magnetic starters Fan motor drives Bearings Belts Motor starters and associated electrical wiring Refrigerant to replace that lost in operation or service— note chiller warranty. III. Equipment Excluded: Non-moving equipment, such as foundation structural supports, domestic water lines, drains, plumbing lines, and gas lines up to boiler control valve, air handling ductwork; boiler shells, unit cabinets, boiler trim and refractory materials. IV. Service Included 1. Preventive Maintenance, as described in the attached "Summary of Equipment and Service Schedule." Repair or replacement of all included equipment, to include parts and labor. Exhibit C 3. Emergency service a. Contractor shall be on-call on a 24-hour basis and provide a telephone answering service. b. Contractor shall include all labor, overtime, travel costs, parts, environmental charges, disposal fees, and supplies in the cost of the emergency service call. c. Contractor shall be capable of responding to an emergency situation within three hours to be on site. Exhibit D City of Lubbock, Texas Special Conditions RFP 13 -11528 -DG GENERAL INSTRUCTIONS TO OFFERORS The contract shall be for a term of one year, with the option of two, one year extensions, said date of term beginning upon formal approval. The rates may be adjusted upward or downward at this time at a percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price Index (PPI), whichever is most appropriate for the specific contract for the previous 12 -months. At the City's discretion, the effective change rate shall be based on either the local or national index average rate for all items. If agreement cannot be reached, the contract is terminated at the end of the current contract period. A. Each proposer will be required to submit a proposal amount for maintenance services, for a period of one (1) year, as specified, for all buildings. For internal record purpose only, each Contractor shall submit a breakdown of his proposal as follows: 1. Maintenance Services for Civic Center Physical Plant 2. Hourly Rate for repairs as needed to Civic Center Proper and Coliseum/Auditorium B. Proposals shall cover all specified maintenance services on systems located in all building facilities listed in the proposal specifications. Please refer to those specifications for further information and scope of desired services. C. Proposers are required to inspect each system and its respective components. D. All proposals must provide for maintenance services of building environmental mechanical systems as specified herein. Through the Service Contractor's system of preventative maintenance, the Contractor must detect faulty or inoperative conditions and correct same. The City Representative will advise Contractor of any known malfunctions or operational problems. The Contractor shall respond in his monthly report to all malfunctions and operational problems. E. The Contractor shall not be relieved from assuming all responsibility for properly estimating the difficulties of performing any services, repairs, or replacements of any equipment or components required within this set of specifications due to the failure of the Contractor or his personnel to thoroughly investigate all conditions of all equipment and locations as outlined in this specification. F. All planned preventive maintenance service work under these specifications is to be performed during normal working hours, or as approved by the City of Lubbock. Contractor must check-in with designated building personnel prior to beginning any Exhibit D work and check-out upon completion. Designated building persormel will inspect all parts to be repaired or replaced prior to Contractor completing the project. G. It is agreed that the City of Lubbock will provide reasonable means of access to all devices, which are to be serviced. The Contractor shall be free to start and stop all primary equipment incidental to the operation of the Mechanical Systems when arranged with the representatives of the City of Lubbock. Contractor personnel shall comply with all regulations concerning City of Lubbock Security measures. H. The Contractor shall attend an every other monthly progress meeting, scheduled by the Owner. I. As part of this proposal, the Offerors shall submit for evaluation a comprehensive and detailed technical, financial and business prospectus, descriptively outlining his ability to adequately and satisfactorily perform the services as requested in this specification. J. It is the intention of this specification to establish and define those services that are to be performed and, in addition, to determine the capability and experience of the Offerors desiring to provide such services to the City of Lubbock facilities. K. Requirements for Offerors: 1. All Offerors shall visit the job site and become thoroughly familiar with the facilities and equipment prior to submitting a proposal. No proposal shall be accepted from any Offeror unless it has been verified that there has been a visit and inspection of all equipment at each location by qualified persons prior to submittal. 2. At the time of award the Contractor and service personnel shall be fully licensed by the State of Texas to do business at the job site and to provide a complete service. 3. Services that are to be provided shall be performed by qualified and trained service personnel that are directly employed by the Contractor. Subcontracting portions of the System or services requested in these specifications shall be allowed with prior consent of the City Purchasing Manager and Civic Center representative. All proposed subcontractors shall be listed in the proposal submittal. 4. Personnel must be employed by the successful Contractor during the life of this contract. If at any time required personnel are not available for service work, the Contractor will be required to pay all cost accrued to effect proper maintenance on systems covered by this contract. A minimum of two (2) of these personnel shall be properly certified, thoroughly trained, and qualified to repair, service and calibrate the automation systems used to control the heating and cooling in these buildings. Exhibit D L. Specifically, piping and insulation have been excluded from this maintenance contract. When control valves or equipment must be removed and replaced or repaired, the attached piping and insulation that is affected by this work shall be repaired, at additional cost to the Owner, with approved repair quotation, as specified herein. M. The Contractor shall submit, along with his invoice for scheduled completed work, a Monthly Service Report to the Owner. Upon receipt of the Contractor's invoice and Monthly Service Report, the City of Lubbock shall make a monthly lump stun payment to the Contractor. N. The Contractor shall submit, along with his invoice for scheduled completed work, a Monthly Service Report to the Owner. Upon receipt of the Contractor's invoice and Monthly Service Report, the City of Lubbock shall make a monthly lump sum payment to the Contractor. QUALIFICATIONS OF OFFERORS A. The Owner may make such investigations as deemed necessary to determine the ability of the Contractor to perform the work each Offeror shall furnish the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if evidence submitted by or investigation of such Offeror fails to satisfy the Owner such proposalder is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein. B. Although cost will be factor in the awarding of the Maintenance Services Contract, it is absolutely essential that each Offeror is financially and operationally capable of providing the requested services and possesses the necessary qualifications and experience to satisfy the contractual obligations of the agreement. Offerors are required to provide all of the data that would assist the City of Lubbock in evaluating a proposers overall ability to perform the requested services. The City's determination in this regard will be a key factor in the awarding of the contract. C. The following requirements shall be considered as the minimum standard for an Offeror to be considered as qualified to provide services under this contract, and shall be prerequisite to any award. A minimum period of 10 years experience in the performance of HVAC maintenance as specified. The Contractor shall maintain a field office and/or warehouse that is within three hours travel time of the City of Lubbock facilities. 3. The Contract shall employ a minimum of three frill -time competent technicians who reside within three-hour travel time of the job site. The Contractor must also employ a professional staff educated in mechanical and electrical fields, Exhibit D refrigeration, boilers, pneumatic and electric control systems who have a minimum of five years experience in the above specialties. D. The Contractor shall demonstrate they own the proper tools and test equipment to maintain all the systems under contract. The Contractor must own the following tools and test equipment and be able to document their use on a reasonable number of contracts of comparable size in a similar climatic area: Combustion efficiency test equipment, water conductivity tester, vibration detector, water treatment chemical drop test kit, micrometer, conductivity tester, refrigeration oil test kit, electronic refrigeration leak detector, refrigerant pump down and refrigerant recovery equipment, voltmeter, amp meter, and amp probe. Documentation must be attached to the Proposal submitted. E. In addition, the Offeror shall have access to central parts supply warehouses whose inventories include all replacement parts for any components in the system under contract to ensure fast availability in emergency situations. This includes all temperature sensors, controllers, dampers, valves, actuators, relays, air compressors, and boiler controls. F. Notwithstanding anything to the contrary herein, in no event shall either party be liable for any special, incidental, indirect, speculative, remote or consequential damages, whether arising out of or as a result of breach of contract, warranty, tort (includiing negligence), strict liability, or otherwise, arising from, relating to, or connected with the services, equipment, materails, or any goods provided hereunder.In the event the contractor encounters, discovers, becomes aware or reasonably believes hazardous substances or mold or a condition which may cause hazardous substances or mold exists at the site, which has not been rendered harmless, the contractor shall immediately stop work in the area affected and report the condition to the city. The work in the affected areas shall not thereafter be resumed until the area affected shall have been rendered harmless. The right to suspend or terminate performance under this section is solely for the benefit of the contractor and nothing in this agreement shall be construed to require contractor to discover, report, or mediate hazardous substances, mold or adverse conditions. Notwithstanding anything to the contrary herein, contractor will not be responsible or held liable for any damages caused by mold, fungus or any other biological material or agent, conditions caused by mold, or conditions that might cause or promote the accumulation, concentration, growth or dispersion of mold.Contractor will replace or repair any product contractor provides under this agreement that fails within the warranty period of one (1) year because of defective workmanship or materials, except to the extent the failure results from city's negligence, or from fire, lightning, water damage, or any other cause beyond the control of contractor. This warranty applies to all products contractor provides under this agreement, whether or not manufactured by contractor. The warranty is effective as of the date of city's acceptance of the product or the date owner begins beneficial use of the product, whichever occurs first. The warranties set forth herein are exclusive, and contractor expressly disclaims and city expressly waives all other warranties, whether written or oral, implied or statutory, including but not limited to, any warranty of workmanship, construction, merchantability or fitness for a particular purpose, with respect to the services, equipment, and materials provided hereunder. Contractor shall not be liable for any property damage, personal injury, loss of income, emotional distress, death, loss of use, loss of value, adverse health effect or any special, incidental, indirect, speculative, remote, consequential, punitive, or exemplary damages, arising from, or relating to, this limited warranty or its breach. City of Lubbock, Texas Exhibit E Summary of Equipment and Service Schedule- Civic Center RFP 13 -11528 -DG DA IL Y None NIONTHL Y CHILLERS Check coolant level on motor starter FAN COIL UNIT Align sheaves and check level of shafts CARBON DIOXIDE SENSOR Check alarm setting Check power supply and output Check calibration of sensor BINIONTHL Y None QUARTERLY CHILLERS Check evaporator, condenser pressure, oil sump temperature, net oil pressure Check oil level in compressor oil sump Verify jet pump operation in supplemental refrigerant filtration system Off season - operate chillers for 30 minutes HEAT EXCHANGER Observe water temperature and steam pressure under normal operating conditions Check the pressure relief valve COOLING TOWERS - 3 Inspect fan for noise and vibration Cooling tower sump check drain pipe for obstructions Clean hot water distribution pan at top of tower Sumps - check float operation and make-up valve Controls - check operation of controller and calibrate Controls - Check calibration of water sensor and low limit switch Controls - Check fan motor for complete movement Controls - check for proper air pressure through operating range Clean and flush water distribution system Inspect sump for dirt build up; clean if condensation water flow is clogged Inspect framework metal parts Lubricate motor Lubricate gear drive ROOM THERMOSTAT (PNEUMATIC)/OUTSIDE AIR THERMOSTAT Check calibration of each thermostat Check throttling range for proper setting TEMPERATURE SENSORS (DIGITAL CONTROLS) Check for calibration of each sensor; adjust if necessary Check throttling range for proper setting TEMPERATURE CONTROLLER (COMPUTER CONTROLS) Check operation: calibrate if necessary PUMPS - 6 Q Mroren,5e\u a Docs\RFP 13-11528-nc Check the mechanical seals for leaks - replace as needed Exhibit E Blow down strainers Lubricate pump and motor bearings PRV STATIONS - 2 Check pressure reducing valve; repair or replace as required Check pressure relief valve; repair or replace as required Check pressure switch; repair or replace as required Drain filter bowl and replace filter FAN COIL UNIT Check that fan bearing grease lines are tight to the bearings so not grease leaks at the connection - lubricate fan bearings. Inspect coils for dirt build-up. Clean if air flow is clogged. Check bearing locking setscrews and other setscrews for proper tightness. All bearing races must be tight. Coil control - check valves for complete open/shut movement Coil control - check for proper air pressure operating range FAN COIL UNIT CONTROLS Coil control - check for corrosion around valve; lubricate stem EXHAUST FAN Clean pulley, check tightness to shaft, and pulley alignment Clean fan blades Check motor continuity Check and tighten motor terminals Megger motor Check motor voltage and current at zero and normal load and compare nameplate data Clean motor Check motor starter for proper operation and check tightness of all terminals and leads BIANNUALLY CHILLERS Compressor motor - megger motor Compressor motor - check nameplate and rating Starter - check overload setting trip points amps Starter - tighten all terminals Starter - check condition of contacts Oil - change filter and oil Control circuits - low temperature control calibration set point, trip -point Control circuits - high pressure control calibration set point, trip -point Control circuits - oil pressure control calibration - cut-out, cut -in Condenser - visually inspect for dirt or lime in tubes Condenser - leak test chiller Condenser - refrigerant and oil analysis for acid content Condenser - refrigerant filter HEAT EXCHANGER Check all controls ROOM THERMOSTAT (PNEUMATIC)/OUTSIDE AIR THERMOSTAT Check nozzles and restrictor FAN COIL UNIT Coil control - check calibration of coil sensor and outdoor air sensor Coil control - check operation of controllers and calibrate QAiluichase\13id DocARPP I1 -11528 -DG 2 Coil control - check valve packing; replace and lubricate as required Exhibit E Coil control - check plug and seat for shutoff FAN COIL UNIT CONTROL Control/mixing valves - check for signs of leakage around stem, bonnet or at the connections Control/mixing valves - check for proper close -off action Control/mixing valves - check for proper air pressure to the valve Control/mixing valves - determine if stem is operating through full travel Pneumatic operators - check at tubing and bracket connection Pneumatic operators - check for proper operation; calibrate if necessary Pneumatic operators - remove rust and dirt Pneumatic controller - check for proper calibration Pneumatic controller - check proportional band for proper setting Pneumatic controller - clean nozzle flapper area as required Pneumatic controller - check for dirty filters and screens Dampers - lubricate and check travel and close -off of operator; repair as required Dampers - check, adjust and lubricate linkages Dampers - check outside air sensor and mixed air sensor for accuracy Dampers - check controller for proper adjustment of return and fresh air Dampers - check room thermostat for proper calibration Dampers - check operation of dampers system Economizer - lubricate and check travel and close -off of operator; repair as required Economizer — check, adjust and lubricate linkages Economizer - check for air leakage Economizer - check outside air sensor and mixed air sensor for accuracy Economizer - check controller for proper adjustment of return and fresh air Economizer - check room thermostats for proper calibration Temperature sensors - check for faulty sensor line ANNUALLY CHILLERS Compressor motor - check continuity Compressor motor - check and tighten terminals Supplemental refrigerant filtration system - replace filter HEAT EXCHANGER Check steam trap and condensate drain Inspect the converter tubes Break down and clean the flat plate heat water -to -water heat exchanger COOLING TOWERS - 3 Inspect and flush fill Inspect and clean drift eliminators Inspect and clean louvers Check fan pitch angle Check motor continuity Check and tighten motor terminals. Sumps - check motor continuity Sumps - check and tighten motor terminals Sumps - megger motor Sumps - Check motor voltage and current at zero and normal load and compare to nameplate data Sumps - check motor bearing temperature or case temperature Q:\11urchaseWid Duu\RI-P 13-11528 DG 3 Sumps - clean motor Exhibit E Sumps - check motor starter for proper operation and check tightness of all terminals and leads TEMPERATURE SENSORS (DIGITAL CONTROLS) Beginning of cooling season - check nozzle and restrictor PUMPS - 6 Remove strainer media and clean Check motor continuity Check & tighten motor terminals Megger motor Check motor voltage and current at zero and normal load and compare nameplate data Check motor bearing temperature or case temperature Clean motor Check motor starter for proper operation and check tightness of all terminals and leads Check operation of check valves FAN COIL UNIT Lubricate fan motors Inspect electrical wiring for condition. Tighten all connections. Inspect the unit casing and accessories for chipping or corrosion. If damage is found, clean and repaint with a good grade of rust resistant zinc chromate paint. Clean fan wheels and fan shaft. Remove rust from fan shaft with an emery cloth and recoat the shaft with L.P.S. 3 or an equivalent. Inspect the drain pan for sludge or other foreign material. Clear the drain openings and drain line to ensure adequate flow. Check motor continuity Check and tighten motor terminals. Megger motor Check motor voltage and current at zero and normal load and compare nameplate data Clean motor Check motor bearing temperature or case temperature Check motor starter for proper operation and check tightness of all terminals and leads Check drain pans and remove any trash and check drain pipes for obstructions FLOW COMPUTER Check battery backup COIL CONTROL Check calibration of coil sensor and outdoor air sensor The three chillers in the Civic Center physical plant are under Rill warranty until December 1, 2015. The warranty is serviced by Johnson Controls. The warranty covers entire unit parts, labor, variable speed drive, and refrigerant. QVurchaseWid Docs\RFP 13 -11528 -DG 4 City of Lubbock, TX Civic Center Physical Plant Inventory Exhibit E Asset# Description Serial # Model # Part # SMWM- 26973 236 Ton Packaged Water Chiller 770360 YKCPCRQ4-CHG SMWM- 26974 582 Ton Packaged Water Chiller 773560 YKGQEWP8-CSG SMWM- 26975 582 Ton Packaged Water Chiller 773720 YKGQEWP8-CSG 26976 Concrete -West Portion of Structure n/a n/a 26977 Piping n/a n/a Cooling Towers 4110466403-1 3604C -2N 26978 4110466403-2 3604C -2N U 11046640/01 240C/V Primera Hot Water Supply Boilers 511501752 2000B-03 411501738 2000B-03 411501743 2000B-03 411501737 2000B-03 511501754 2000B-03 911501811 2000B-03 411501739 2000B-03 511501757 2000B-03 26979 511501758 2000B-03 511501755 2000B-03 511501756 2000B-03 511501753 2000B-03 411501742 2000B-03 411501741 2000B-03 511501751 2000B-03 411501740 2000B-03 Pump - HWP C1009070798 EM2551T 44E196WO13G1 C10028310693 EM2551 T 44E 196 W013 G 1 Pump - CHWP A1101122050 P44G1770 EM2558T-4 26980 A1102082066 P44G1770 EM2558T-4 Pump - CWP C0910130075 EM2557T-4 18FO33X125 C0910130085 EM2557T-418FO33X125 Variable Frequency Drive JSM-003 VSD503 KFT-46 371-03789-704 26981 KSM-011 VSD503 KFT-46 371-03789-704 JSM-065 VSD503 KFT-46 371-02767-706 26982 Automation Controls n/a n/a Q Turchise bid Docs RFP 13 -11528 -DG 5 Exhibit F HVAC Maintenance for Civic Center, Coliseum and Auditorium CITY OF LUBBOCK, TEXAS RFP 13 -11528 -DG III. INSURANCE SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY. INSURANCE COVERAGE REQUIRED SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor. SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s): TYPE AMOUNT 1. Worker's Compensation Statutory OR Employers Liability $1,000,000 2. Commercial General (public) Liability insurance including coverage for the following: a. Premises operations b. Independent contractors c. Products/completed operations d. Personal injury e. Advertising injury f. Contractual liability g. Medical payments 3. Comprehensive Automobile Combined single limit for bodily injury and property damage of $1,000,000 per occurrence or its equivalent. Combined single limit for Liability insurance, including bodily injury and property Coverage for loading and unloading of $1,000,000 per occurrence hazards, for: or its equivalent. a. Owned/leased vehicles b. Non -owned vehicles c. Hired vehicles The City of Lubbock shall be named as additional insured with a waiver of subrogation in favor of the City on all coverage's. All copies of the Certificates of Insurance shall reference the RFP or proposal number for which the insurance is being supplied. Exhibit F REQUIRED PROVISIONS The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions: a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds, (as the interest of each insured may appear) as to all applicable coverage; b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change; c. Provide for notice to the City at the address shown below by registered mail; d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance; e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies. f. All copies of the Certificates of Insurance shall reference the project name or proposal number for which the insurance is being supplied. NOTICES The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to the City at the following address: Marta Alvarez, Director of Purchasing and Contract Management City of Lubbock 1625 13`" Street, Room 204 Lubbock, Texas 79401 SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from liability.