Specifications include, but are not limited to: SITE SURVEY All Service Companies desiring to provide services specified shall visit the location listed above to become familiar with the facility and equipment prior to submitting a proposal. No proposal shall be accepted from any Service Company unless it has been verified that there has been a site visit prior to submission. The Service Company shall not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required with this specification, resulting from failure to investigate the conditions or familiarity with information concerning the services to be performed. All Service Companies are required to develop and submit a detailed list of equipment in order to accurately estimate the resources required to properly maintain the HVAC systems. The equipment list should include equipment manufacturer, model number, serial number, age of the system, quantity of components, size of the component, location of each unit, filter sizes, type of filter, quantity of filter, and frequency of change. There is a wide variety of equipment included in this RFP. A basic equipment list, labeled “Appendix A” is included later in this RFP. The point of contact for scheduling a site visit is Steve Lincoln 785-559-5145 or 785-431-5263. SERVICE COMPANY QUALIFICATIONS The following requirements shall be considered as the minimum standards for Service Company to be considered as qualified to provide services under this contract and shall be a pre-requisite to any award. • A period of TEN (10) years of experience in the performance of HVAC maintenance as specified in the local geographic area shall be considered a minimum. • The Service Company shall maintain a field office within twenty-five (25) miles of the facility to be serviced under this specification. • Upon receiving the initial service call, emergency service must be available, and a technician shall be on site within three (3) hours. • A minimum of ten (10) local qualified journeyman level service technicians employed by the Service Company shall reside in an area within a maximum thirty (30) mile radius of the facility to be serviced. All qualified technicians shall have passed previous background checks and have the ability to work in secure facilities. • Services that are to be provided shall be performed by qualified and trained service personnel that are directly employed by the Service Company. Sub-contracting portions of the system or services requested in this specification shall not be allowed without prior consent. • The Service Company shall provide a minimum of seven (7) references, within fifty miles (50) miles of the owner's facility, for which guaranteed service agreements of $50,000 or larger are presently being provided as outlined within this specification. • The Service Company shall have a minimum of ten years (10) of experience managing guaranteed service agreements as outlined within this specification. • The Service Company shall utilize computer generated preventative maintenance directions, which indicate tasking functions to be performed on each scheduled service visit, as determined by calendar periods, equipment operating hours, site specific environmental factors, and manufacturer’s recommendations as pertinent to each task. Hand scheduled programs are not acceptable. • The Service Company must provide service reports after each visit. These must be available online with information including supplies utilized, associated labor hours, and a detailed summary of services performed. A web portal with individual login and password will be provided for online access to any and all information pertaining to the site. Event ID: EVT0008785 Page 21 • The Service Company shall have a designated quality assurance contact that will meet the site manager on a semi-annual basis to ensure services needs are satisfied. The quality assurance contact shall review the agreement performance to date as well as make any changes necessary to improve the quality of services delivered. SERVICE COMPANY RESPONSIBILITIES / SCOPE OF SERVICE This Guaranteed program will provide ongoing, comprehensive maintenance for the lifetime of the contract and all renewals thereof. The Guaranteed program will be initiated, scheduled, administered, monitored, and updated by the Service Company. The service activities will be directed and scheduled on a regular basis, no less than quarterly, by a comprehensive equipment scheduling system based on manufacturer’s recommendations, equipment location, application, type, run time, and Service Company’s own experience. The Service Company is to inform the Topeka Correctional Facility, Physical Plant Supervisors of the program’s progress and results on a continuing basis via a detailed Service Report, presented after each service or maintenance call for weekly review, approval signature and record. The Service Company will provide the following professional maintenance services for the HVAC equipment listed in Appendix A: 1. ACCEPTING EQUIPMENT “AS IS”. A. The Service Company must accept the equipment “as is” for the guaranteed service agreement for the Topeka Correctional Facility. 2. Job labor, travel labor, and living expenses required to visually inspect and test equipment to determine its operating condition and efficiency. Typical activities include: A. Testing for excessive vibration; motor winding resistance; refrigerant charge; fan RPM; refrigerant oil (acid); water condition; flue gas analysis; safety controls; combustion and draft; crankcase heaters; control system(s), etc. B. Inspecting for worn, failed or doubtful parts; mountings; drive couplings; oil level; rotation; soot; flame composition and shape; pilot and igniter; steam; water; oil and/or refrigerant leaks; etc. 3. Job labor, travel labor and travel and living expenses required to clean, align, calibrate, tighten, adjust, lubricate, and paint equipment. These activities are intended to extend equipment life and assure proper operating condition and efficiency. Typical activities include: A. Cleaning coil surfaces; fan impellers and blades; electrical contacts; burner orifices; passages and nozzles; pilot and igniter; cooling tower baffles, basin, sump, and float; chiller, condenser and boiler tubes, etc. B. Aligning belt drives; drive couplings; air fins, etc. C. Calibrating safety controls; temperature and pressure controls, etc. D. Tightening electrical connections; mounting bolts; pipe clamps; refrigerant piping fittings; damper sections, etc. E. Adjusting belt tension; refrigeration charge; super heat; fan RPM; water chemical feed and feed rate; burner fuel/air ratios; gas pressure; set points of controls and limits; compressor cylinder unloaders; damper closeoff, sump floats, etc. F. Lubricating motors; fan and damper bearings; valve stems; damper linkages; fan vane linkages, etc. G. Painting, for corrosion control, as directed by our scheduling system and on an as-needed basis. 4. Job labor, travel labor, parts procurement labor (locating, ordering, expediting, and transporting) and travel and living expense required to repair or remove and replace broken, worn and/or doubtful components and or parts. 5. Job labor and travel labor, including overtime, plus travel and living expenses required for unscheduled work resulting from an abnormal condition. 6. The cost of components, parts and supplies required to keep the equipment operating properly and efficiently. A. Parts Replacement: 1. All parts, components, or devices for the mechanical systems as listed above that are worn or are not in proper operational condition shall be repaired and/or replaced with new parts, components, or devices. 2. When equipment or parts are replaced in their entirety and a newer design of this device is available and is functionally equivalent and compatible, the device of the newer design shall be used as the replacement. 3. All repair labor and replacement parts, components and devices for the mechanical systems and equipment listed shall be supplied by the Service Company and shall be included in the cost of the service program. Event ID: EVT0008785 Page 22 4. All miscellaneous parts and supplies necessary to maintain and repair the mechanical systems and equipment shall be supplied by the Service company and shall be included in the cost of the service program (belts, valve packing’s, lubricants, tools, cranes, lifts, paints, refrigerant, test instruments, meters, etc.) 5. The Service company shall not be made responsible for repairs or replacements necessitated by reason of negligence or misuse of the equipment by other that the Service company, or by reason of any other cause beyond the control of the Service Company, except ordinary wear and tear. 6. The Service Company shall provide and maintain a parts box. Critical, unique or frequently used parts and supplies shall be stocked within this box. This equipment shall remain the property of the Service Company until used and/or installed in the mechanical system. The cost of any equipment rental required to access failed parts, components or HVAC system shall be covered under this scope.