ITB #996 - HVAC WEST SOUTHWEST: General Repairs and Boiler PM

Columbus City Schools is soliciting bids for GENERAL REPAIRS and BOILER PREVENTITIVE MAINTAINCE. Vendors are expected to provide pricing for general repairs and 1 yearly Boiler PM for each building containing a boiler system. Start date of contract will be July 2024 dependent upon Board of Education approval. All vendor questions must be submitted through Public Purchase by 4/26/2024 . Questions received after this date and time will not be addressed. Prices are to be held constant over the term length. No amount of work is guaranteed. **The contract term is for 1 year. ** WEST SOUTHWEST Zone building list: General/Advanced repairs Hiltonia MS 001 Lindbergh ES 001 Westmoor MS 001 West Broad ES 001 Georgian Heights ES 034 Wedgewood MS 034 Binns ES 034 West Mound ES 034 Burroughs ES 034 Valleyview ES 001 Eakin ES 001 Westgate ES 001 Briggs HS 001 WEST SOUTHWEST BOILER DETAILS: Location Boiler Make Model Lindbergh Boiler-1 RBI CB0750 * Boiler-2 RBI CB0750 Wedgewood Boiler-1 Burnham V1114

* Boiler-2 Burnham V1115 Binns Boiler-1 De Dietrich GT-408A * Boiler-2 De Dietrich GT-408A West Mound Boiler-1 Buderus GE315/9 * Boiler-2 Buderus GE315/9 Burroughs Boiler-1 Burnham AV907WML * Boiler-2 Burnham AV907WML Briggs HS Boiler-1 Weil McClain 508 * Boiler-2 Weil McClain 508 Definitions: A crew is defined as one service technician with one fully loaded service vehicle. Zone refers to any specific grouping of administrative buildings and schools. General Repairs: are defined as any mechanical, electrical repair on HVAC/R equipment installed at a building. Includes everything not specifically listed under Advanced Repairs, such as Cabinet Unit Heaters, Roof Top Units, Exhaust Fans, Air Handler Units, etc. Advanced Repairs: Repairs on Boilers, Chillers, MultiStak Chillers, Variable Refrigerant Flow systems, Variable Frequency Drives, Mini-Splits. Reprogramming of controllers is not included, other than replacement of integrated control boards. Vetting for responsible bidders: CCS will confirm that you have the number of crews to handle the work based upon the requirements for each as listed below. CCS will confirm the vendor’s employee that is responsible for updating the work order system. That person must have 1 backup in order to ensure that the work order system is updated in a timely manner. The (2) people responsible for work order system updating must be provided to applicable HVAC supervisor within 3 days of notification of apparent low bidder. General Repairs Requirements (2) or more commercial service technicians that have (3) years of experience each. Names and years of service must be attached to the bid. There needs to be at least 1 technician at any time there is work pending. Alternative staff members may be substituted. These substitutes are also expected to have (3) years of experience or be paired with a more experienced staff member. When sending staff with less than (3) years of experience, they must be billed at 1⁄2 rate. Advanced Repairs: (2) or more service technicians at the company. Evidence of training must be provided. Formal Mitsubishi VRF training, formal chiller training (any brand), formal boiler training (any brand). Each of these technicians has at least (3) years of commercial chiller system experience/VRF experience. These techncians may be used at multiple zones, up to 3 zones per technician. Certification must be provided to applicable HVAC supervisor within 3 days of notification of apparent low bidder. Operational Expectations Quoting– time spent on quoting is not billable Quoting– quotes are generally expected within 2 days. If it will take longer, emailing with an expected timeframe is expected. Parts Surcharge – All parts marked up a flat 20% or less - (1.2 multiplier max) Provide a mark-up from their actual cost, not a mark-up or mark-down from catalog or list pricing. Trip Charge – one trip charge per service request, no matter how many trucks arrive or how many times they arrive. Hourly Charge – From the arrival time at the building until the time leaving the building. Does not include commuting. Access Control – Reporting to office and signing in/out when arriving and leaving is required on all service requests. This may be used to verify billable hours. Service Times / Priority Levels: Priority 1 – Expected onsite within 3 hours. Time is measured from when assigned to the vendor until the vendor marks “in progress” (meaning that a technician is on site) in work order system Priority 1 work orders are generally to be used for a system failure that causes multiple rooms to lose HVAC. They are also used if there is a major event in a single room that requires immediate assistance. Liquidated Damages: If the 3-hour service response window is exceeded, the vendor shall credit the District $100.00 per hour, based on half-hour increments rounded up, that this time is exceeded. Response time credits shall appear automatically on the next monthly invoice. Priority 2 – Expected onsite within 2 business days, to the minute. Time is measured from when assigned to the vendor until the vendor marks “in progress” (meaning that a technician is on site) in work order system Liquidated Damages: If the 2-business day service response window is exceeded, the vendor shall credit the District $20.00 per hour, based on half-hour increments rounded up, that this time is exceeded. Response time credits shall appear automatically on the next monthly invoice. Priority 3 – Expected to be on-site within 30 business days. This is used rarely for non-urgent work. Communication: The work order system will be the main way to document service Changing status to “in progress” (meaning that a technician is on site) stops the clock for the liquidated damages and lets the customer know help has arrived. Changing the status to “work complete” means that the work is done. The service technician report listing the actions taken and the hours on site is required to be uploaded within 2 business days of a billable trip. Changing the status to “on hold” means that a return trip is required. It is required that an estimated return date be included in the comments. Phone Calls: Priority 1-Service technician must call the CCS HVAC Supervisor and discuss the situation when arriving on site and also when a diagnosis is made Priority 2-Service technician must call the CCS HVAC Supervisor in the event that a return trip must occur Vendor declining work order – Work order must be marked “Declined” in the work order sytem within the Priority 1 or Priority 2 service window or will be subject to the same liquidated damages. Declining work orders while having fewer than the number of crews working simultaneously requested is grounds for contract dismissal. Vendor must agree to regularly scheduled in-person management review meetings at the CCS Buildings & Grounds office, preferably bi-weekly for General Repairs and monthly for all other categories. Invoicing: Each service request gets own separate invoice Invoice must be submitted to CCS Accounts Payable as instructed on the purchase order. Invoice must be attached to the work order number in the work order system before or on the day that it is submitted to Accounts Payable Invoicing expected within 30 days of service request completion The work order number is required on invoice, along with any liquidated damages as a result of missing the service level requirements. Invoice will include only the prices for the trip charge, the hourly labor, the afterhours labor, and the materials. Work Review / Performance Standards: Vendor management should field verify that work is taking place on job sites at least once per month, where applicable, and report on this at our vendor management meetings CCS has the right to in-person review contractor performance while work is ongoing and after Vendors will be given a report card that evaluates passing / needs improvement / failing for the following areas: Estimating speed On-time performance Invoicing performance Work order system usage Failure to maintain performance standards will result in dismissal of purchase order. Boiler PM: Contractors are expected to include pricing for boiler PM if bidding for general repairs. CCS expects (1) yearly boiler inspection to be completed by end of 10/2024 on all boilers in zone. See attached PM tasks and responsibilities is attached in “documents” section of ITB. Columbus City Schools has established an Outreach Program to increase participation of businesses designated as Local Economically Disadvantaged Enterprises (LEDE). The Board of Education (BOE) has established an aspirational goal of 20% participation by business designated as LEDE. Vendors are strongly encouraged to use a good faith effort to support the BOE in achieving the Districts LEDE participation goals. Additional information can be obtained by reviewing the BOE Community Inclusion Policy 6400 or by contacting the Outreach Coordinator Terri Wise at outreachservices@columbus.k12.oh.us