The Contractor shall furnish all necessary labor, supervision, equipment, tools, parts, materials, supplies and incidentals required to provide seasonal preventive maintenance services, on-call repairs or modifications on an “as needed” basis, and 24 hour a day immediate response repair services for the heating, ventilation and air conditioning (HVAC) equipment in various facilities located throughout the Salem District’s twelve (12) counties. Typical facilities consist of, but are not limited to office buildings, equipment shops, material storage buildings, fuel facilities, etc. Refer to Attachment J for the HVAC Equipment list by building. The HVAC services described in this solicitation are intended to be limited to work with an estimated cost of $30,000.00 or less for any one project. Projects with an estimated cost of $30,000.00 or more may be, at VDOT’s discretion, bid as a separate solicitation. EXAMPLES OF SERVICES: Examples of service that may be requested during the performance of this contract shall include, but are not limited to furnishing, installation, replacement, relocation, upgrading, repair, modifications, adjustments, calibrations, filter changes, water treatment, or maintenance of the following: - Various types and sizes of commercial boilers - Multi-zone heating and air conditioning equipment - Air conditioning systems including window and through the wall units - Chillers - Heat pumps Exhaust fans - Oil/Gas furnaces and associated support/control systems - Ventilation control systems for the HVAC equipment - Ceiling hung gas heaters - VRF/VRV systems - HVAC Chill/HOT insulation - Unit ventilators - Humidifiers and Dehumidifiers - Service of closed/open water loop systems (chemical treatment) - Duct cleaning - Any other work that is, according to industry standard operating procedures, typically considered to be HVAC in nature 1. ON CALL REPAIRS: The Contractor shall have qualified service personnel available for “as needed” on-call repairs twenty-four hours a day, seven days a week, three hundred sixty-five days a year. a. ROUTINE SERVICE CALLS: Routine repair services and scheduled repair or replacement projects will be placed under the category of ‘Routine Service’ call. Work Orders will be issued to assign the work. The contract response time for Routine Service calls shall require that the Contractor be on site and ready to work by 7:00AM, one (1) business day after the date of notification. b. IMMEDIATE RESPONSE SERVICE CALLS: In the event of a system failure, or other situation deemed an ‘immediate response’ by the VDOT Contract Administrator or designee, the call will be placed under the category of ‘Immediate Response Service’ calls. The contract response time for all Immediate Response Service calls shall require that the Contractor be on site and ready to work within two (2) hours after notification. An Immediate Response contact name and phone number shall be provided by the Contractor on Attachment D. Immediate response work will be initiated via telephone call from the Contract Administrator or designee with indication of the requirements, location, and authorization of immediate action. The Contractor may request additional response time from the VDOT Contract Administrator. These requests will be addressed and approved or denied on a case-by-case basis by the VDOT Contract Administrator. c. IMMEDIATE RESPONSE FEE: VDOT will pay the Contractor one hundred ($250.00) dollars for responding to an immediate response service call within the two (2) hour response time or the approved response time and must be on site and ready to work to receive the immediate response fee. The immediate response fee will not be subject to any increases during the duration of the contract, including the Special T & C #40, Renewal of Contract.
