Contract: HVAC Preventative Maintenance and Repair

"AUDITS AND ACCOUNTING:\n\nThe successful Vendor shall allow representatives of the State of New Hampshire to have complete access to all\nrecords for the purpose of determining compliance with the terms and conditions of this bid invitation and in\ndetermining the award and for monitoring any resulting contract.\n\nAt intervals during the contract term, and prior to the termination of the contract, the successful Vendor may be\nrequired to provide a complete and accurate accounting of all products and quantities ordered by each agency\nand institufion and by political sub-divisions and authorized non-profit organizations.\n\nUSAGE REPORTING:\nThe successful Vendor shall be required to submit a quarterly and annual usage report for analysis for each state\nagency or eligible participant. Reports are due no later than thirty (30) days after each end of each calendar\nqauarter to Jonah Rosa at the Bureau of Procuremernt Services and sent electronic to

href="mailto:Jonah.L.Rosa@DAS.NH.Gov">Jonah.L.Rosa@DAS.NH.Gov. At\na minimum, the Report shall include:\ne Contract Number\ne Uitiliing Agency and Eligible Participant\ne Services/Products Purchased (showing the manufacturer, item, part number, and the final cost.)\ne Recycling documentation with respect to content used in the manufacture, development and distribution\nprocess of goods and services sold. This report shall include but not be limited to:\noPercentage of recycled materials contained within finished products\noPercentage of waste recycled throughout the manufacturing process\noTypes and volume of packaging used for transport\noAny associated material avoided and/orrecycled as applicable under contract\noA standardized reporting form will be provided after contract award\n\u00abe Total Cost of all Services/Products Purchased. Ability to sort by agency/eligible participant.\ne In Excel format\n\nESTABLISHMENT OF ACCOUNTS:\n\nEach State of New Hampshire agency shall have its own individual customer account number. There may also be\ninstances where divisions or bureaus within an agency will need their own individual customer account numbers.\nShould any State of New Hampshire agency place an order under the contract, the successful Vendor agrees to\nestablish an account within three (3) business days from the date the order is placed. However, there shall be no\ndelay in any shipment; the agency shall receive the items ordered in accordance with the delivery time required\nunder this bid invitation, as if an account already exists for the agency.\n\nELIGIBLE PARTICIPANTS:\n\nPolitical sub-divisions (counties, cities, towns, school districts, special district or precinct, or any other governmental\norganization), or any nonprofit agency under the provisions of section 501c of the federal internal revenue code,\nare eligible to participate under this contract whenever said sub-division or nonprofit agency so desires. These\nentities are autonomous and may parficipate at their sole discretion. In doing so, they are entitled to the prices\nestablished under the contract. However, they are solely responsible for their association with the successful Vendor.\nThe State of New Hampshire assumes no liability between the successful Vendor and any of these entities.\n\nPAYMENT:\n\nPayment method (P-Card or ACH). Payments shall be made via ACH or Procurement Card (P-card = Credit\nCard) unless otherwise specified by the State of New Hampshire. Use the following link to enroll with the State\nTreasury for ACH paymenits: hitps://www.nh.gov/treasury/state-vendors/index.htm Eligible participants shall\nnegotiate their own payment methods with the successful Vendor.\n\nINVOICING:\nInvoices shall be submitted to the corresponding State agency after completion of work.\n\nTERMS OF PAYMENT:\nPayment shall be made in full within thirty (30) days after receipt of the invoice and acceptance of the\ncorresponding goods and/or services to the State's satisfaction.\n\nPage 6 of 19\nContractor Initials\nDate\n" "VENDOR RESPONSIBILITY:\nThe successful Vendor shall be solely responsible for meeting all terms and conditions specified in the bid, and\nany resulting contract.\n\nAll State of New Hampshire bid invitations and addenda to such bid invitations are advertised on our website\nat: https://apps.das.nh.gov/bidscontracts/bids.aspx\n\nItisa prospective Vendor\u2019sresponsibility t0o access our website to determine any bid invitation under which the\nVendor desires to participate. It is also the Vendor\u2019s responsibility to access our website for any posted\naddenda.\n\nThe website is updated several times per day; it is the responsibility of the prospective Vendor to access the\nwebsite frequently to ensure that no bidding opportunity or addendum is overlooked.\n\nIt is the prospective Vendor's responsibility to forward a signed copy of any addendum requiring the Vendor's\nsignature to the Bureau of Purchase and Property with the bid response.\n\nIn preparation of a bid response, the prospective Vendor shall:\ne Provide pricing information as indicated in the \u201cOffer\u201d section; and\n\u00abe Provide all other information required for the bid response (if applicable); and\ne Complete the \u201cVendor Contact Information\u201d section; and\ne Add applicable prospective Vendor information to the \u201cTransmittal Letter\u201d form, and sign the form in\nthe space provided. The Transmittal Letter form must be signed under oath and acknowledged by a\nnotary public or justice of the peace in order for the bid response to be considered.\n\nIt is the responsibility of the Vendor to maintain any awarded contract and New Hampshire Vendor Registration\nwith up-to-date contact information.\n\nContract specific contact information (Sales contact, Contractor contract manager, etc.) shall be sent to the\nState\u2019s Contracting Office listed in Box 1.9 of Form P-37.\n\nAdditionally, all updates i.e., telephone numbers, contact names, email addresses, W9, tax Identification\nnumbers are required to be current through a formal electronic submission to the Bureau of Purchase and\nProperty at:\nhttps://das.nh.gov/purchasing/vendorregistration/(S(qOfzcevsSghaegs45jpyaSi45))/welcome.aspx\n\nIF AWARDED A CONTRACT:\nThe successful Vendor shall complete the following sections of the attached Agreement State of New\nHampshire Form #P-37:\n\nSection 1.3 Contractor Name\nSection 1.4 Contractor Address\nSection 1.11 Contractor Signature\n\nSection 1.12 Name & Title of Contractor Signatory (if Vendor is not a sole proprietor)\n\ne Provide certificate of insurance indicafing the coverage amounts required by Section 14 of the Form\nNumber P-37.\n\n\u00abe Provide proof of sufficient workers\u2019 compensation insurance Coverage or evidence of exemption from\nRSA Chapter 81-A.\n\n. |fthe successful Vendor is a corporation, limited liability company, or other limited liability business\nentity, then provide a certificate of good standing issued by the NH Secretary of State or, for a newly\nincorporated, formed, or registered entity, a copy of the appropriate registration document certified\nby the NH Secretary of State.\n\nSPECIFICATIONS:\nComplete specifications required are detailed in the SCOPE OF SERVICES section of this bid invitation. In\nresponding to the bid invitation, the prospective Vendor shall address all requirements for information as outlined\nherein.\nPage 7 of 19\nContractor Initials\nDate\n" "SITE VISITATION:\n\nPrior to bidding, it is each Vendor's responsibility t0 become thoroughly familiar with the sites of the intended\nservice, to determine everything necessary to accomplish the services. Failure of the Vendor to make a site visit\ndoes not relieve the Vendor of responsibility to fully understand what is necessary to accomplish a successful\nand complete services.\n\nSCOPE OF SERVICES:\n\nVendeor shall supply all Jabor, tools, transportation, materials, equipment, permits, and technician cerfifications as\nnecessary and required to perform HVAC Preventative Maintenance and Repair services as described herein.\nThe preventaftive maintenance and repairs shall be in compliance with the manufacturer's specifications and\nthe following at a minimum. The Vendor shall create a recommended schedule for preventative maintenance\nand send electronically to Eric Crane at eric.s.crane@dot.nh.gov. The Vendor must be licensed to work in the\nState of New Hampshire, have a minimum of Five (5) years\u2019 verifiable commercial experience in boiler\nmaintenance and repair. Technicians employed by the Vendor must have a State of New Hampshire Gas\nFitter\u2019s llIcense. The successful Vendor must be certified by the manufacturers to work on any of the equipment\ndescribed in this bid and able to provide the cerfificates as applicable.\n\nCall Eric Crane at 603-788-4641 to make an appointment to view the site of the intended location.\n\n1. The Vendor shall provide an annual fall maintenance inspection. The maintenance inspection shall\ninclude the following services:\ne _Brush or vacuum grilles, coils, fan, etc.\nLubricate fan and motor bearings where applicable\nCheck belts and sheaves where applicable\nCheck/clean drains, pans, condenser pumps\nCheck/clean strainers where applicable\nCheck steam traps, valves, etc. where applicable\nCheck and tighten all electrical connections\nCheck all control operations\nLubricate and adjust dampers and linkages\nCheck unit-operating conditions\nCheck heat exchanger for leaks where applicable\nCheck gas valve and controls where applicable\nCheck oil burner and controls where applicable N 8\nCheck and tighten electric heater connections\nCheck amps/volts where applicable\nCheck filters\nCheck fan assembly\nLubricate fan and motor bearings as required\nCheck motor volts/amps\nCheck/adjust belts and sheaves\nCheck bumer interlock controls\nCheck and tighten all mounting hardware\nCheck overall operation\nCheck and tighten electrical connections\nCheck operating controls\nCheck thermometer accuracy\nCheck hardware and gaskets\nCheck overall operation\nAny other maintenance or component replacement or repair necessary to maintain equipment\nin accordance with manufacturer\u2019s specifications\n2. The Vendor shall provide an annual inspection in the spring (March - May). Inspections shall include the\nfollowing:\ne Check bearings for wear\ne Checkfans and fan shafts for proper balance\ne Check all belts for proper tension, alignment and wear\n\nPage 8 of 19\nContractor Initials\nDate\n" "Check all air handling systems for proper flow, operation and control sequence (All related\ncontrols are included)\n\nClean allheating and cooling coils\n\nClean and scrub all condensation pans and check to ensure that pans are pitched correctly for\nproper drainage\n\nBiocide tablets will be used in the condensation pans so that the pans are clean and in good\nworking order\n\nCheck all sheaves for proper allgnment\n\nCheck and tighten all electrical terminations\n\nCheck contacts for wear\n\nCheck and record motor current against nameplate\n\nCheck all safety controls\n\nLubricate motors/bearings where applicable\n\nCheck fan wheels - clean as required\n\nCheck fan scrolls - clean as required\n\nCheck fan bearing supports\n\nCheck motor supports\n\nCheck damper operation\n\nCheck damper linkages\n\nCheck motor damper operation\n\nInspect and clean condensate pumps where applicable\n\nReplace air filters (the State shall supply the filters and the Vendor shall install the filters)\nCheck humidifier strainer where applicable\n\nCheck and clean humidifier float assembly\n\nCheck humidifier level controls\n\nCheck and clean humidifier drain/pan\n\nCheck humidifier heating elements\n\nCheck all humidifier controls\n\nCheck and clean outside air intakes\n\nCheck for any unusual noises or vibrations\n\nCheck structural integrity of the unit\n\nAny other maintenance or component replacement or repair necessary to maintain the air\nhandlers in accordance with manufacturer's specifications is included in this agreement\n\n3. The Vendor shall inspect and complete preventative maintenance annually in the spring (March- May)\nas required to maintain them in proper operating condition by providing, at a minimum the following\nservices:\n\nCheck and record volts/amps of compressors\n\nCheck and record volts/amps of condenser fan motor where applicable\nCheck starter and contact surfaces\n\nCheck and record operating temperatures\n\nCheck refrigerant charge (Vendor shall be responsible for the removal and disposal of any used\nrefrigerant)\n\nCheck moisture indicators and sight glasses\n\nCheck oil level\n\nCheck oil contamination\n\nCheck all belts where applicable\n\nCheck all safety controls\n\nCheck superheat and adjustment\n\nCheck hot gas by-pass controls where applicable\nCheck head pressure controls where applicable\nCheck unloader operation where applicable\n\nCheck all operating controls\n\nCheck and tighten all electrical connections\nLubricate motors/bearings where applicable\n\nInspect and clean condenser coil\n\nClean and protect rusted areas\n\nCheck water cooled condenser coil where applicable\n\nPage 9 of 19\nContractor Initials\nDate\n" "Check water regulating valve where applicable\n\nCheck cap tubes/piping for chafing\n\nCheck crankcase heaters\n\nVisvally check for oil refrigerant leaks (Vendor shall be responsible for the removal and disposal\nof any used refrigerant)\n\nCheck fan wheels - clean as required\n\nCheck fan scrolls - clean as required\n\nCheck fan sheave wear\n\nCheck fan sheave alignment\n\nCheck fan bearing supports\n\nCheck motor supports\n\nCheck damper operation\n\nCheck damper linkages\n\nCheck motor damper operation\n\nInspect and clean evaporator coils\n\nInspect and clean condensate pans\n\nInspect and clean condensate pumps where applicable\nReplace air filters (the State shall supply the filters and the Vendor shall install the filters)\nCheck humidifier strainer where applicable\n\nCheck and clean humidifier float assembly\n\nCheck humidifier level controls\n\nCheck and clean humidifier drain/pan\n\nCheck humidifier heating elements\n\nCheck all humidifier controls\n\nCheck and clean outside air intakes\n\nCheck for any unusual noises or vibrations\n\nCheck structural integrity of the unit\n\nCheck glycol level if applicable\n\n4. The Vendor shall provide annual fall cleaning and inspections as described below:\n\nRemove all cleaning access panels\n\nWire brush and vacuum all fireside surfaces free of soot\n\nWash coat all refractory; perform patching of refractory as required\n\nReplace all gasket(s) as required\n\nReseal boiler access panels\n\nInspect all burners; Adjust spark gap and test pilots\n\nTest fire all burners\n\nTest all safety devices including but not limited to fire eye controls, pressure relief valves and low\nwater cut offs\n\nTest and ensure that all operating controls for the respective heating systems are working\nproperly\n\nCollect and properly dispose of all waste products that result from the cleaning or repairs to the\nabove-mentioned boilers\n\nAny other maintenance or component replacement or repair necessary to maintain the boilers,\nburners, domestic hot water systems and associated controls in proper working order in\naccordance with manufacturer's specifications is included in this agreement\n\n5. The Vendor shall provide semi-annual inspections of all control systems including all components as\ndescribed below. These inspections will take place in the spring and fall. The automatic temperature\ncontrol system services shall consist of, at a minimum, the following services:\n\nCalibrate all transmitter receiver gauges and controllers\nCheck all PE switches, solenoid air valves and limit controls\nCheck all control valves and pilot positioners\nCheck operation of all auxiliary devices\nReview HVAC system sequence of operation\nCheck all dampers and lubricate\nCheck operational sequence of all VAV's, single duct terminal units, CAV's and related preheat,\nreheat and radiation valves and motors, if equipment is not working notify maintenance\nmechanics\nPage 10 of 19\n\nContractor Initials\nDate\n"