1. Semi-Annual Preventive Maintenance (PM), Test, Inspection, and Seasonal Changeover Services The intent of the PM program is to maintain every piece of equipment in each building according to manufacturer’s specification and industry standard practices. The program will be comprehensive in nature and should entail all work necessary to verify and ensure proper operation of the systems and seasonally change over the building systems from cooling (or non-heating) to heating modes where necessary. Any and all deficiencies shall be conveyed in writing to the Facilities Department as soon as possible after the equipment is serviced, with quotes or repair options provided where applicable. The PM Schedule is broken into “Spring” and “Fall” tasks. These terms are used for simplicity only and does not imply that there will only be 2 visits necessary per year. Tasks will be completed with the best interests of EHPS’s operational schedule in mind. For example, some “Fall” PM tasks are better completed in the summer while the school is unoccupied (ex. belt changes), but others must wait until later in the season (operational checks, tower draining, etc.). It is the intention of EHPS to “partner” with the selected contractor to work out ideal schedules. EHPS using a work order /inspection program for all “as needed” work orders. We will also be using the “Inspections” portion of this program for the Spring and Fall PM work. The system will generate a list of equipment with associated “inspection lists” for the technicians. This will guide them with a floor plan to each device and also give them a check list of required PM work and allow them to update the system with needed repairs or status update of each piece of equipment. 2. Service Calls Contractor will be called upon to provide emergency and non-emergency troubleshooting and repair work on an as-needed basis. The intent of service call work is to quickly and efficiently diagnose equipment issues and return equipment to service with minimal disruption to building occupants. Service call work will be executed on a time and material basis utilizing the rates established in Appendix A. Once the issue with the equipment is determined, contractor must report back to an EHPS representative with findings and estimated cost so a determination can be made on whether to continue with repairs. Service calls are expected to be responded to by (1) technician. EHPS will not pay for a second technician to respond to a call unless approved of in advance. Please reference the “Qualifications and Other Considerations” section for additional details pertaining to service call work. 3. “As Needed” Services It is the intent of EHPS to utilize the selected contractor(s) for repair, replacement, reconfiguration and new installations for all EHPS HVAC system work of varying scope for the duration of the contract. However, EHPS will not be contractually bound to use the selected vendor(s) for any work beyond Preventive Maintenance Services. When the need for major repair, replacement, reconfiguration or new installations of equipment arises, EHPS may ask the selected contractor for a fixed price or not-to-exceed price for the proposed scope of work. The contractor shall use the rate schedules and material markup listed in Appendix A- Pricing to determine the price of the work. Backup must be provided at the Town’s request. From time to time, the need may arise to perform repairs or replace HVAC equipment on an emergency basis where the extent of the work may not be known at the onset or where time is of the essence to get the system back online. In these cases, after the contractor receives notice to proceed from EHPS, the contractor shall account for all time spent and materials used and invoice EHPS based solely on a nonprevailing wage rate schedule in Appendix A- Pricing. This RFP has provisions for certain work that qualifies for State of CT Department of Labor prevailing wage rate. In such cases, the school district will request a separate proposal for each job that requires prevailing wages.
