Bid 2020 - 07 City Wide HVAC Maintenance Due by August 30, 2019 by 2:00 p.m.

Agency: City of Perry
State: Georgia
Type of Government: State & Local
NAICS Category:
  • 238220 - Plumbing, Heating, and Air-Conditioning Contractors
Posted Date: Aug 5, 2019
Due Date: Aug 30, 2019
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Bid 2020 - 07 City Wide HVAC Maintenance Due by August 30, 2019 by 2:00 p.m.

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CITY-WIDE HVAC MAINTENANCE
Bid No. 2020-07
Due Date: August 30, 2019 2:00 PM
AUGUST 2, 2019
Invitation to Bid
City-Wide HVAC Maintenance
BID #2020-07
Due Date August 30, 2019
INVITATION TO BID
1.1 Competitive Cost Sealed Bids
The City of Perry is soliciting bids for the provision of Annual and Quarterly HVAC
Maintenance for HVAC units/systems located at various City owned properties throughout the
City of Perry, GA.
Sealed Bids for City-Wide HVAC Maintenance will be received until 2:00 pm on August 30,
2019 at 1211 Washington Street, Perry, GA 31069. Bids will then be publicly opened and read
aloud at said office. Any bid received after 2:00 pm on August 30, 2019 will not be considered
by the Owner. Following the closing time for the receipt of bids no bid may be withdrawn for a
period of sixty (60) days.
1.2 Scope of Work
The City is soliciting bids for the services outlined below as “Annual Preventative
Maintenance”, “Quarterly Preventative Maintenance”, and “Repairs Outside of Preventative
Maintenance” to be completed at the locations and equipment described in Exhibit A
“Locations and Equipment”.
Annual Preventative Maintenance
Annual service of the units shall be performed every March
Notify building personnel that maintenance is being performed on system
Check for unusual noise and/or vibration
Turn off power, Use lock out tag out on power supply
Condenser units; rinse coils well, remove fan and clean out inside of unit.
Capacitors; using electrical meter- check microfarads, if capacitor is weak, change it
Clean evaporator coils, drain pan, drain lines and blower motor
Inspect condensate drain pan algaecide pan, add pan treatment as needed
Inspect belt (s) for cracks, worn areas, replace as necessary (If applicable)
Inspect pulleys for looseness and unusual wear, (if applicable)
Check alignment of pulleys and belt (s) and make proper adjustments
Check motor and fan shaft bearings, make sure they are free and lubed (If applicable)
Check and record motor amperage and voltage
Check for signs of leaks whether it is air or refrigerant & make repairs as needed
Inspect all fittings throughout unit, tighten as needed
Inspect electric heat connection and controls including high and low temperature
cutouts
Inspect/change filter; filter must be dated and initialed. Use pleated MERV 4 or 8 filters
Inspect all wiring, make sure wiring harness is properly insulated, taped off (No
hanging wires) Cracks, exposure, to elements or inside unit moisture, wipe dirt off
wiring as needed
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Invitation to Bid
City-Wide HVAC Maintenance
BID #2020-07
Due Date August 30, 2019
Check operation of system, while it is in operation record supply and return air
temperatures
Inspect system controls and T-Stat, recalibrate T-Stat if necessary
Check pressures, refrigerant, and top off as needed (Gauges hold refrigerant, add
back regularly)
Clean around equipment; remove all trash, sweep up and dispose of any debris
collected
Document all deficiencies
All annual preventative maintenance shall be dated and signed by the Building
Maintenance Manager or designated representative of the City of Perry Building
Maintenance Department when work is completed and verified upon completion of each
service.
Quarterly Preventative Maintenance
Quarterly service of the units shall be performed during the months of June,
September, and December
Notify building personnel that maintenance is being performed on A/C systems
Check for unusual noise and vibration
Turn power off, use lock out tag out on power supply
Rinse condenser coils out, tighten any loose wires in electrical compartment
Using a brush or shop vacuum, clean out electrical compartment, free from bugs,
cobwebs
Check contactor and capacitors, check electrical current and microfarads, replace as
needed
Inspect condensate lines, make sure condensate is freely flowing, flush as necessary
Inspect wiring, make sure connections are tight and wiring are harnessed, use zip ties
as needed
Inspect/change filter; filter must be dated and initialed. Use pleated MERV 4 or 8 filters
Check operation of system while unit is running, record supply air temp, return air
temp,
head pressure, suction pressure, subcooling and superheat.
Record amp draws of the compressor and fan motors.
A copy of each report for each systems service ticket shall be sent with the invoice
Service ticket shall have serial number and model number, make of unit and refrigerant
type
All quarterly preventative maintenance shall be dated and signed by the Building
Maintenance Manager or designated representative of the City of Perry Building
Maintenance Department when work is completed and verified upon completion of
each service.
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Invitation to Bid
City-Wide HVAC Maintenance
BID #2020-07
Due Date August 30, 2019
Repairs Outside of Preventative Maintenance
Any and all repairs shall be verified and authorized by Building Maintenance Manager or
designated representative of the City of Perry Building Maintenance Department.
Repairs outside of the Preventative Maintenance schedule shall be invoiced separately
from the Annual and Quarterly preventative maintenance.
All repairs shall be dated and signed by the Building Maintenance Manager or
designated representative of the City of Perry Building Maintenance Department when
work is completed and verified upon completion of each service.
1.3 Duration of Contract
A written contract shall be required between the awarded bidder and the City. The contract
period shall be for one (1) year with three (3) one-year extension if both parties are satisfied.
City of Perry reserves all rights to terminate contract as needed.
1.4 Mandatory Pre-Bid Meeting
The pre-bid meeting will be conducted at 9:00 AM on Wednesday August 14, 2019. The pre-
bid meeting will begin at the Wastewater Maintenance Building - 100 Frank Satterfield Road,
Perry, GA 31069 and then progress to the various locations listed in Attachment C “Locations
and Equipment”. Attendance at the pre-bid meeting will be required in order to submit a bid for
this project.
1.5 Licenses and Permits
The vendor shall obtain and pay for any permits and licenses required for the performance of
the work, post all notices required by law, and comply with all laws, ordinances, and
regulations bearing on the conduct of the work, as specified herein. For any work that requires
an inspection certificate issued by local authorities or any other governing body, such
inspection certificate(s) shall be obtained by and paid for by the vendor. The chosen vendor
shall procure all required certificates of acceptance or completion issued by state, municipal, or
other authorities, and must deliver these to the City. All work shall be completed by a
technician holding a Universal HVAC certification.
1.6 Insurance
The vendor shall, at vendor expense, procure and maintain satisfactory public liability and
casualty insurance to adequately protect the vendor’s personnel and the City against damages
for bodily injury, including death that may arise from operations under this contract, whether
such operations are by the vendor or by the vendor’s subcontractor, or anyone directly or
indirectly employed by the vendor.
The City will require the vendor with which a contract is established to provide evidence of
appropriate professional liability insurance, errors and omission insurance, and workers’
compensation insurance coverage prior to commencement of work.
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Invitation to Bid
City-Wide HVAC Maintenance
BID #2020-07
Due Date August 30, 2019
Such coverage must be provided by an insurance company or companies authorized to do
business in the State of Georgia. Certificates must name the City as an Additional Insured,
shall provide that contractor’s policy is primary over any insurance carried by the City, and
shall provide that the policy will not be cancelled or materially changed without 30 days prior
notice in writing to the City. The successful vendor must agree, if awarded a contract as a
result of its proposal, to indemnify and hold harmless the City, its officers, agents, and
employees from any and all claims and losses accruing or resulting to persons engaged in the
work contemplated by its proposal or to persons who may be injured or damaged by the firm or
its agents in the performance of the work. Provider minimum insurance coverages are
General Liability $1,000,000, Vehicle Liability $1,000,000, Worker’s Compensation &
Employees’ Liability $1,000,000. Prior to commencement of any work, these and other
provisions will be established contractually.
1.7 Bidder Responsibility
Unless otherwise stipulated, vendor shall provide, and pay for, all materials, labor, tools,
equipment, transportation, and other facilities necessary for the performance and completion of
the work. This is to include hoses, cleaners, recovery tanks, vacuum pumps, freon, ladders,
and lifts as needed.
Service contractor will be responsible for providing proper safety equipment and follow ASHRE
guidelines and OSHA regulations.
City of Perry will not pay for repair call back (trip charge) if a unit fails within 30 days of any
annual or quarterly preventative maintenance being performed. EI: Fans, Contactors,
Capacitors, Unit drain line clogged, Unit not cooling- Low on Freon, ETC. (Compressor
failure is exempt.)
1.8 E-Verify Requirement
All bidders shall provide a signed E-Verify affidavit with bid. Bids will not be considered
without the Contractor’s affidavit. The successful bidder is responsible for obtaining a signed
E-verify affidavit from their Subcontractors and Sub-subcontractors.
1.9 Rejection of Proposal:
The City reserves the right to reject any or all proposals, to waive any informality in such
proposals, to request new proposals, to revise the Bid prior to the time for final submission of
written proposals, to proceed to do the work otherwise, to withdraw this Bid, to not award the
contract, to not award a portion or portions of the contract, and/or to negotiate separately with
any source whatsoever in any manner necessary to serve the best interest of the City. The
City may not award a contract based solely on this request for proposals and will not pay for
the information obtained and solicited. The information obtained will be used in determining
the proposal that best meets the City’s needs. Unauthorized conditions, limitations or
provisions attached to a Proposal may render it as not complying with the City’s original
request and may be subsequently rejected. No oral proposal or modifications to submitted
proposals will be accepted.
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