Contract 2023-081ADocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
40*?QI%50
AGREEMENT No. 2023-081
HVAC SERVICES
THIS AGREEMENT, is made and entered into this Wednesday, August 9, 2023, by and between
the CITY OF CLERMONT, FLORIDA, a municipal corporation under the laws of the State of
Florida whose address is: 685 W. Montrose Street, Clermont, Florida, (hereinafter referred to as
"CITY"), and WESTBROOK SERVICE CORPORATION, whose address is: 1411 South Orange
Blossom Trail, Orlando, FL 32805, (hereinafter referred to as "CONTRACTOR").
WHEREAS, the City of Clermont issued RFP 23-075 titled HVAC Services;
WHEREAS, CONTRACTOR submitted its response dated June 15, 2023, to RFP 23-075;
WHEREAS, CITY desired to award a contract to CONTRACTOR in accordance with the terms
and conditions of RFP 23-075 and CONTRACTOR's response thereto;
WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree
as follows:
SCOPE OF WORK
The CONTRACTOR shall furnish heating, ventilation, and air conditioning (HVAC) services as
described in CITY's RFP 23-075 and CONTRACTOR's June 15, 2023 response thereto, which
are expressly incorporated herein and made a part of the Agreement Documents hereto and shall
do everything required by this Agreement and the Agreement Documents. Provided, however, that
nothing herein shall require CITY to purchase or acquire any items or services from
CONTRACTOR.
2. THE CONTRACT SUM
CITY shall pay CONTRACTOR, for the faithful performance of the Agreement as set forth in the
Agreement Documents and the Unit Price Schedule an amount in accordance with the
compensation schedule set forth in Exhibit "A", attached hereto and incorporated herein.
3. PROVISION OF SERVICES AND COMPLETION OF WORK
A. The CONTRACTOR shall only provide to the CITY with HVAC services upon receipt
of an authorized order from CITY and shall provide the requested items in the timeframe
and as set forth in RFP 23-075 or in the specific purchase order submitted by CITY.
Nothing herein shall obligate CITY to purchase any specific amount of product from
CONTRACTOR or create an exclusive purchase agreement between CITY and
CONTRACTOR. CITY shall not be obligated or required to pay for any items received
until such time as CITY has accepted the items in accordance with the order provided to
CONTRACTOR.
B. CONTRACTOR, upon receipt of a purchase order hereunder, shall immediately notify
CITY if it has an issue or question related to the fulfillment of the order or whether there
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
will be any delay in providing the items requested. Failure of CONTRACTOR to so
notify CITY will preclude CONTRACTOR from seeking payment of any kind for any
items that were delayed in delivery. Upon receipt of notification of the delay, CITY may
at its sole option cancel the order and seek the items from any available source.
C. It is expressly understood and agreed that the passing, approval, and/or acceptance of any
services herein by CITY or by any agent or representative as in compliance with the
terms of this Contract shall not operate as a waiver by the CITY of strict compliance with
the terms of this Contract and the CITY may require the CONTRACTOR replace the
accepted services so as to comply with the warranties and specifications hereof.
D. COMPANY specifically acknowledges that this Contract does not bind or obligate CITY
to purchase any minimum quantity of product during the term hereof.
4. TERM AND TERMINATION
A. This Agreement is to become effective upon execution by both parties and shall remain in
effect for a period of three (3) years thereafter, unless terminated or renewed as provided
for herein.
B. Notwithstanding any other provision of this Agreement, CITY may, upon written notice
to CONTRACTOR, terminate this Agreement: a) without cause and for CITY's
convenience upon thirty (30) days written notice to CONTRACTOR; b) if
CONTRACTOR is adjudged to be bankrupt; c) if CONTRACTOR makes a general
assignment for the benefit of its creditors; d) CONTRACTOR fails to comply with any of
the conditions of provisions of this Agreement; or e) CONTRACTOR is experiencing a
labor dispute, which threatens to have a substantial, adverse impact upon the performance
of this Agreement, without prejudice to any other right or remedy CITY may have under
this Agreement. In the event of such termination, CITY shall be liable only for the
payment of all unpaid charges, determined in accordance with the provisions of this
Agreement, for work, properly performed and accepted prior to the effective date of
termination.
C. Upon mutual Agreement of the parties, this Agreement may be renewed for three (3)
additional one-year terms. Sixty (60) days prior to completion of each extended term of
this Agreement, CONTRACTOR may request and the City may consider an adjustment
to price based on changes in the Producer Price Index (PPI).
5. PAYMENTS
In accordance with the provisions fully set forth in the Contract Documents, CONTRACTOR shall
submit an invoice to CITY upon completion of the services and delivery of products to CITY as
set forth in the applicable purchase order. CITY shall make payment to the CONTRACTOR for
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
all accepted deliveries and undisputed products delivered and services provided, within thirty (30)
calendar days of receipt of the invoice.
6. DISPUTE RESOLUTION - MEDIATION
A. Any claim, dispute or other matter in question arising out of or related to this Agreement
shall be subject to mediation as a condition precedent to voluntary arbitration or the
institution of legal or equitable proceedings by either party.
B. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and other
matters in question between them by mediation.
C. The parties shall share the mediator's fee and any filing fees equally. The mediation shall
be held in Clermont, Lake County, Florida, unless another location is mutually agreed
upon. Agreements reached in mediation shall be enforceable as settlement Agreements in
any court having jurisdiction thereof.
7. INSURANCE AND INDEMNIFICATION RIDER
7.1. Worker's Compensation Insurance
The CONTRACTOR shall take out and maintain during the life of this Agreement, Worker's
Compensation Insurance for all its employees connected with the work of this Project and, in case
any work is sublet, the CONTRACTOR shall require the subCONTRACTOR similarly to provide
Worker's Compensation Insurance for all of the subCONTRACTOR employees unless such
employees are covered by the protection afforded by the CONTRACTOR. Such insurance shall
comply with the Florida Worker's Compensation Law. In case any class of employees engaged in
hazardous work under this Agreement at the site of the Project is not protected under the Worker's
Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to the
CITY, for the protection of employees not otherwise protected.
7.2. CONTRACTOR's Commercial General Liabilitv Insurance
The CONTRACTOR shall take out and maintain during the life of this Agreement, Commercial
General Liability and Business Automobile Liability Insurance as shall protect it from claims for
damage for personal injury, including accidental death, as well as claims for property damages
which may arise from operating under this Agreement whether such operations are by itself or by
anyone directly or indirectly employed by it, and the amount of such insurance shall be as follows:
A. CONTRACTOR's Commercial General Liability, $1,000,000 Each, ($2,000,000
aggregate). Liability Coverages, Bodily Injury Occurrence, & Property Damage
Combined Single Limit
B. Automobile Liability Coverages, $500,000 Each, Bodily Injury & Property Damage
Occurrence, Combined Single Limit
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
The insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be amended
to provide coverage on an occurrence basis.
7.3. CITY's and CONTRACTOR's Protective Liabilitv Insurance
The CITY shall procure and furnish a CITY's and CONTRACTOR's Protective Liability
Insurance Policy with the following minimum limits:
A. Bodily Injury Liability & $1,000,000 Each ($2,000,000 aggregate) Property Damage
Liability Occurrence Combined Single Limit.
7.4. Indemnification Rider
A. To the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold
harmless the CITY and its employees from and against all claims, damages, losses and
expenses, including but not limited to reasonable attorney's fees, arising out of or
resulting from its performance of the Work, provided that any such claim, damage, loss
or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or
destruction of tangible property (other than the Work itself) , and (2) is caused in whole
or in part by any negligent act or omission of the CONTRACTOR, any subcontractor,
anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable, regardless of whether or not such acts are caused in part by a party
indemnified hereunder. Such obligation shall not be construed to negate, abridge, or
otherwise reduce any other right to obligation of indemnity which would otherwise exist
as to any party or person described in this Article; however, this indemnification does not
include the sole acts of negligence, damage or losses caused by the CITY and its other
contractors.
B. In any and all claims against the CITY or any of its agents or employees by any
employee of the CONTRACTOR, any subcontractor, anyone directly or indirectly
employed by any of them or anyone for whose acts any of them may be liable, the
indemnification obligations under this Paragraph shall not be limited in any way by any
limitation on the amount or type of damages, compensation or benefits payable by or for
the CONTRACTOR or any subcontractor under workers' or workmen's compensation
acts, disability benefit acts or other employee benefit acts.
C. The CONTRACTOR hereby acknowledges receipt of ten dollars and other good and
valuable consideration from the CITY for the indemnification provided herein.
8. NOTICES
All notices shall be in writing and sent by United States mail, certified or registered, with return
receipt requested and postage prepaid, or by nationally recognized overnight courier service to the
address of the party set forth below. Any such notice shall be deemed given when received by the
party to whom it is intended.
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
A. CONTRACTOR:
• Westbrook Service Corporation
• Attn: Brian King, President
• 1411 South Orange Blossom Trail, Orlando, FL 32805
A. OWNER:
• City of Clermont
• Attn: Brian Bulthuis, City Manager
• 685 W. Montrose Street, Clermont, FL 34711
9. MISCELLANEOUS
9.1. Attornevs' Fees
In the event a suit or action is instituted to enforce or interpret any provision of this Agreement,
the prevailing party shall be entitled to recover such sum as the Court may adjudge reasonable as
attorneys' fees at trial or on any appeal, in addition to all other sums provided by law.
9.2. Waiver
The waiver by city of breach of any provision of this Agreement shall not be construed or operate
as a waiver of any subsequent breach of such provision or of such provision itself and shall in no
way affect the enforcement of any other provisions of this Agreement.
9.3. Severability
If any provision of this Agreement or the application thereof to any person or circumstance is to
any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified
in such a manner as to make the Agreement valid and enforceable under applicable law, the
remainder of this Agreement and the application of such a provision to other persons or
circumstances shall be unaffected, and this Agreement shall be valid and enforceable to the fullest
extent permitted by applicable law.
9.4. Amendment
Except for as otherwise provided herein, this Agreement may not be modified or amended except
by an Agreement in writing signed by both parties.
9.5. Entire Agreement
This Agreement including the documents incorporated by reference contains the entire
understanding of the parties hereto and supersedes all prior and contemporaneous Agreements
between the parties with respect to the performance of services by CONTRACTOR.
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
9.6. Assignment
Except in the event of a merger, consolidation, or other change of control pursuant to the sale of
all or substantially all of either party's assets, this Agreement is personal to the parties hereto and
may not be assigned by CONTRACTOR, in whole or in part, without the prior written consent of
city.
9.7. Venue
The parties agree that the sole and exclusive venue for any cause of action arising out of this
Agreement shall be Lake County, Florida.
9.8. Applicable Law
This Agreement and any amendments hereto are executed and delivered in the State of Florida and
shall be governed, interpreted, construed and enforced in accordance with the laws of the State of
Florida.
9.9. Public Records
The CONTRACTOR expressly understands records associated with this project are public records
and agrees to comply with Florida's Public Records law, to include, to:
A. Keep and maintain public records that ordinarily and necessarily would be required by
the CITY in order to perform the services contemplated herein.
B. Provide the public with access to public records on the same terms and conditions that the
CITY would provide the records and at a cost that does not exceed the cost provided in
this Florida's Public Records law or as otherwise provided by law.
C. Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
D. Meet all requirements for retaining public records and transfer, at no cost, to the CITY all
public records in possession of CONTRACTOR upon the termination of the contract and
destroy any duplicate public records that are exempt or confidential and exempt from
public records disclosure requirements. CONTRACTOR shall use reasonable efforts to
provide all records stored electronically to the CITY in a format that is compatible with
the information technology systems of the CITY.
E. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, THE
CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC
RECORDS AT THE CITY CLERK'S OFFICE, (352) 241-7331.
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Term Agreement
RFP 23-075 HVAC Services
10. CONTRACT DOCUMENTS
The Contract Documents, as listed below are herein made fully a part of this Contract as if herein
repeated.
Document Precedence:
A. This Agreement
B. Purchase Order / Notice To Proceed
C. An applicable Contractor Quote or Statement of Work
D. All documents contained in RFP 23-075 titled HVAC Services and CONTRACTOR'S
response thereto.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 9th day of
August 2023.
CITY OF CLERMONT
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Signedby:
692F758C492...
Tim Murry, Mayor
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ATTEST:
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Docu Signed by:
A Howe
3AD7F3490513344A...
Tracy Ackroyd Howe, City Clerk
0
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
WESTBROOK SERVICE CORPORATION
=46
by-
By:
...
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Print Name: Brian King
Title: president & CEO
Date: 8/9/2023
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Fire Station 1 Administration; 439 W Highway 50
1
Clermont, FL 34711
3
Quarterly PM
$168.00
$504.00
Manufacturer: Trane, 15-Ton, 2008 Unit
Fire Station 1 Administration; 439 W Highway 50
2
Clermont, FL 34711
1
Annual PM
$337.00
$337.00
Manufacturer: Trane, 15-Ton, 2008 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
3
34711
3
Quarterly PM
$166.20
$498.60
Manufacturer: Carrier, 3-Ton, 2020 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
4
34711
1
Annual PM
$609.40
$609.40
Manufacturer: Carrier, 3-Ton, 2020 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
5
34711
3
Quarterly PM
$166.20
$498.60
Manufacturer: Carrier, 4-Ton, 2020 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
6
34711
1
Annual PM
$609.40
$609.40
Manufacturer: Carrier, 4-Ton, 2020 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
7
34711
3
Quarterly PM
$166.20
$498.60
Manufacturer: Carrier, 5-Ton, 2020 Unit
Fire Station 3, 2155 Legends Way, Clermont, FL
8
34711
1
Annual PM
$609.41
$609.41
Manufacturer: Carrier, 5-Ton, 2020 Unit
City Hall Council Chambers (Rear); 685 W. Montrose
9
Street, Clermont, FL 34711
3
Quarterly PM
$48.00
$144.00
Manufacturer: Trane, 5-Ton, 2022 Unit
City Hall Council Chambers (Rear); 685 W. Montrose
10
Street, Clermont, FL 34711
1
Annual PM
$216.00
$216.00
Manufacturer: Trane, 5-Ton, 2022 Unit
City Hall Council Chambers (Front); 685 W. Montrose
11
Street, Clermont, FL 34711
3
Quarterly PM
$168.00
$504.00
Manufacturer: Trane, 15-Ton, 2022 Unit
City Hall Council Chambers (Front); 685 W. Montrose
12
Street, Clermont, FL 34711
1
Annual PM
$337.00
$337.00
Manufacturer: Trane, 15-Ton, 2022 Unit
City Hall 1st Floor; 685 W. Montrose Street,
13
Clermont, FL 34711
3
Quarterly PM
$175.70
$527.10
Manufacturer: Trane, 30-Ton, 2015 Unit
City Hall 1st Floor; 685 W. Montrose Street,
14
Clermont, FL 34711
1
Annual PM
$790.65
$790.65
Manufacturer: Trane, 30-Ton, 2015 Unit
City Hall 2nd Floor; 685 W. Montrose Street,
15
Clermont, FL 34711
3
Quarterly PM
$175.70
$527.10
Manufacturer: Trane, 40-Ton, 2015 Unit
City Hall 2nd Floor; 685 W. Montrose Street,
16
Clermont, FL 34711
1
Quarterly PM
$790.65
$790.65
Manufacturer: Trane, 40-Ton, 2015 Unit
City Hall 3rd Floor; 685 W. Montrose Street,
17
Clermont, FL 34711
3
Quarterly PM
$175.70
$527.10
Manufacturer: Trane, 40-Ton, 2015 Unit
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
City Hall 3rd Floor; 685 W. Montrose Street,
18 Clermont, FL 34711
Clermont City Center, 620 W. Montrose Street,
19 Clermont, FL 34711
Clermont City Center, 620 W. Montrose Street,
20 Clermont, FL 34711
Clermont City Center, 620 W. Montrose Street,
21 Clermont, FL 34711
Clermont City Center, 620 W. Montrose Street,
22 Clermont, FL 34711
Total
1 Quarterly PM
$790.65
3 Quarterly PM
$198.13
1 Quarterly PM
$594.39
3 Quarterly PM
$289.97
1 Quarterly PM
$869.09
$790.65
Manufacturer: Trane, 40-Ton, 2015 Unit
$594.39
Manufacturer: Trane 10-Ton, 2019 Unit
$594.39
Manufacturer: Trane 10-Ton, 2019 Unit
$869.91
Manufacturer: Trane 90-Ton, 2019 Unit
$869.09
Manufacturer: Trane 90-Ton, 2019 Unit
$12,247.04
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
23
HVAC Apprentise/Helper
Hour
$0.00
24
HVAC Repair Tech
Hour
$0.00
25
HVAC New System Installer Tech
Hour
$0.00
26
Honeywell Controls Programming
Hour
$0.00
27
Honeywell Controls Custom Graphics
Hour
$0.00
28
Remote HVAC support ( Alarm Tech)
Hour
$0.00
29
Project Manager
Hour
$0.00
30
Water Heater Installation Tech
Hour
$0.00
31
Gas Fitter
Hour
$0.00
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
32
Goodman HVAC
Percent
30.%
33
Carrier HVAC
Percent
30.%
34
Mitsubishi Mini Split HVAC
Percent
30.%
35
Honeywell Controllers (Jace) HVAC
Percent
30.%
36
Trane HVAC
Percent
30.%
37
Daiken HVAC
Percent
30.%
38
Rheem HVAC
Percent
30.%
39
AO Smith Water Heaters
Percent
30.%
40
Lochinvar Water Heaters
Percent
30.%
41
Rheem Water Heaters
Percent
30.%
42
GPSair Ionization Units
Percent
30.%
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
3. STATEMENT OF WORK
3.1. Background
The City of Clermont is seeking a qualified company to provide comprehensive heating,
ventilation, and air conditioning (HVAC) systems and services for all city -owned facilities. The
work includes, but it is not limited to, the following services: new system sales and installation,
on -call with on -site repairs, Honeywell controls programming and engineering, HVAC system
control upgrades, and remote support with alarm notification via Honeywell Supervisor VPN
connectivity. The services must include abilities in test and balance, custom Honeywell graphics
creation, and out -of -hours response related to the services outlined above. System facilities
outlined in this solicitation as well as a provision of a total maintenance/management program
including, but not limited to the inspection, preventative maintenance, repair, programming, and
other tasks and services are necessary to ensure safe, well -maintained HVAC systems
providing quality air for City employees and the public.
3.2. Standards and Specifications
Services must meet the following technical requirements:
A. System support, new system installation, configuration, service, and preventative
maintenance of a multi -manufacturer environment for HVAC systems (Split and Mini
Split) as identified in the pricing section as well as any future system needs.
B. System support, new system installation, configuration, service and custom
programming inclusive of graphics and all available manufacturer points to interface with
the current city-wide centralized Niagara 4 controls.
C. Program system for readiness to interface to Niagara 4 controls.
D. Must support the city's turnkey standard ionization system integration and format.
E. Leverage all existing sensors, pressure switches, and relays into new systems so
existing controls can communicate with the new equipment and the city-wide Honeywell
Supervisor software deployment.
F. Repair services in a multivendor city-wide environment.
G. Alarm response from Honeywell Supervisor software.
H. Remote troubleshooting and support via VPN-based Honeywell Supervisor software
interface.
Remote Honeywell custom controls and graphics programming
The successful respondent must retain professional personnel who have successfully and
competently provided municipal facilities with HVAC systems and services on projects of similar
scope and complexity. It will be the successful respondent's responsibility to develop and
implement a routine maintenance program to effectively maintain, to the satisfaction of the City
representative, all aspects of HVAC systems in City defined facilities. For the purpose of this
solicitation, routine preventative HVAC maintenance is defined as a scheduled routine
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
inspection and proactive servicing of HVAC systems to facilitate heating/cooling with minimal
downtime. The routine maintenance and repairs must be provided in accordance with the
highest standards of the industry, skill, workmanship, applicable trade practices, warranties, and
in conformance to all applicable laws, codes, and regulations. The successful respondent
maintenance program and repairs must include at a minimum the specifications outlined in this
herein.
The successful respondent must possess the ability to repair or replace failed or worn moving
parts such as bearings, motor rotors, motor starters, seals, gears, burners, actuators, controls,
and switches. Prior to starting a repair or replacement service, the successful respondent must
troubleshoot the system to diagnose the problem. In the event, the City is to incur any extra
charges related to serviceable items, all materials and labor must follow the contracted prices as
a result of this solicitation. The successful respondent must itemize the equipment list covered
under repair or replaceable non-moving parts such as boiler tubes, shells, refrigerant/water
tubes, and non -manufactured or produced products. Environmentally hazardous materials and
refractory replacement are excluded.
3.3. Provided Services
The successful respondent must provide an appropriate level of on -site staffing as needed and
the appropriate tools and vehicles necessary to support all of the City's facilities' HVAC
maintenance functions during regular working hours of 7:00 a.m. to 5:00 p.m., Monday to
Friday, and after regular work hours. For all service requests, the successful respondent must
have working personnel on -site within two (2) hours of the call -out, or respond by telephone to
the City's Project Manager within thirty (30) minutes if the problem is capable of being corrected
remotely. The successful respondent must be compliant with all Federal, State, OSHA, and all
other applicable regulatory requirements.
3.4. HVAC Maintenance Staffinq Levels
The successful respondent must provide a staffing level that will provide the desired level of
customer service, program support, HVAC maintenance, and repair for all equipment proposed
related to this proposal at the designated City owned facilities.
Staffing levels must include staff that is certified and proficient in the complete maintenance and
repair of HVAC systems, air handlers, pneumatic systems, and a variety of package HVAC
units. Additionally, service levels must provide the ability to respond immediately to situations
involving the health and safety of employees and the public comfort and operational capability of
any public meeting space. Routine repairs, service requests, and other non -urgent tasks must
be completed by journey -level staff within one (8) hours of a regular work day (Monday to
Friday, 7 am to 5 pm) from the date of the automated request or assignment by the City's
representative.
A. The journey -level worker(s) must be proficient in the following trades:
1. Package HVAC units.
2. All mechanical and electronic aspects of HVAC systems.
3. Multi -zone air handling systems.
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
4. A comprehensive understanding of HVAC Niagara 4 control systems.
5. Ionization bars installation and maintenance services.
B. The HVAC technician must be proficient in the following tasks:
1. Installing, maintaining, and repairing ventilation and air conditioning systems and
equipment.
2. Identifying maintenance risks on equipment.
3. Diagnosing electrical and mechanical faults for HVAC systems.
4. Cleaning, adjusting, repairing systems, and performing warranty services.
5. Performing emergency repairs promptly and efficiently.
6. Providing technical direction and on-the-job training.
7. Keeping daily logs and records of all maintenance functions.
8. Ensure compliance with appliance standards and with Occupational Health and
Safety Act (OSHA).
9. Comply with service standards, work instructions, system requirements, and
customer requirements.
10. Assisting with customers' queries.
11. Remote access/VPN to the City's Honeywell Supervisor software for remote
diagnosis and remediation.
The Honeywell Controls Technician must be proficient in the following tasks:
A. Minimum of three years of experience with HVAC controls or building automation
systems including commissioning and start-up.
B. Experience working with Niagara Tridium including BACnet, Modbus, and/or LonWorks
knowledge.
C. Experience working with system sequence of operations, system graphics, and
configuring & mapping system points.
D. Experience working with front-end and station configuration, computer networks, and
switches.
E. Experience working with project plans, schematics, and design concepts.
F. Effective interpersonal skills representing the company in an ethical and professional
manner.
G. Possesses the ability to explain technical information to technical and non -technical
staff.
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
H. Must have experience in writing as well as demonstrated understanding of computer
programs and software applications as it relates to the HVAC industry.
Demonstrated knowledge of the construction or HVAC industry.
J. Demonstrated knowledge of control theory, automatic temperature controls, building
automation systems, and other building subsystems.
Tools and Equipment:
A. The successful respondent must furnish and maintain all equipment necessary to
properly maintain the City's HVAC systems. The City's Project Manager reserves the
right to inspect equipment used to perform services in City facilities. Any equipment
determined to be in poor condition must be replaced immediately, at the successful
respondent's expense. Failure to provide suitable equipment may be grounds for
termination of the agreement.
Inspections and Remedies:
A. To ensure consistent quality of the work being performed, the City's Project Manager
may perform periodic inspections of HVAC systems to ensure compliance with
specifications. Any inconsistencies or concerns will be reported to the successful
respondent for review and corrective action for any found deficiencies. A meeting may
be requested by the City's Project Manager prior to invoices being submitted for
payment, to confirm the work performed meets specifications; and/or to discuss any
other pertinent issues. Any deficiencies not corrected will have a dollar value assigned,
represented as a percentage of the billed amount, and that dollar amount will be
deducted from the monthly payments until the reported deficiency has been corrected to
the satisfaction of the City's Project Manager.
3.5. Additional Requirements
A. The successful respondent must show evidence of having served municipal customers.
B. The successful respondent must hold current applicable State of Florida licenses at the
time of submitting a response to this solicitation.
C. The successful respondent must have personnel that have attended and completed a
state -accredited multi -year apprenticeship program. The apprenticeship program must
require 2000 hours of on-the-job training and 144 classroom hours per year to be
accredited. The staffed personnel must have taken and passed a state -accepted
competency exam administered by the apprenticeship program.
D. The successful respondent must have service and installation personnel from full-time
journeymen up to Manufacturer Certified specialists inclusive of Honeywell Controls
programming and custom graphics engineers.
E. The successful respondent must provide a comprehensive tracking report to the City's
Project Manager for any HVAC services and repairs. The report must be generated on
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
non-proprietary software and provided to the City's Project Manager electronically with
each invoice related to the services rendered.
F. The successful respondent must be willing to implement measures to remotely access
Niagara 4 HVAC control systems as needed for emergency service, as well as be able
to manage and provide services for alarm notification and response.
G. The successful respondent Honeywell Controls specialists and Engineers must
demonstrate familiarity with a variety of Honeywell HVAC control systems and
thermostats.
H. The successful respondent must advise the City Representative of the availability of
required HVAC control system interface upgrades, as they become available.
I. The successful respondent must provide their staff with company identification tags;
(printed or laminated tags acceptable) that will be worn at all times while working on city
property. Uniforms must display the company logo and the employee's first or last name
must be clearly visible.
J. The successful respondent must provide MSDS sheets to the City's Project Manager in
a complete "Right to Know" binder for all products used on city property. The City's
Project Manager will determine the location of the "Right to Know" books.
3.6. Annual Maintenance
The successful respondent will perform scheduled annual preventive maintenance in
accordance with a maintenance program of standard routines as determined the respondent's
experience, equipment application, and equipment operating hours that are recommended by
each equipment manufacturer and specific location requirements. This service is designed to
optimize the reliability and efficiency of the equipment, extend the useful life of the City's
equipment, and provide proactive indications of excessive wear and damage to HVAC systems
before a catastrophic failure occurs during the next operating season. The respondent will also
provide recommendations for additional service(s) that will better enhance equipment
performance.
3.7. Quarterly HVAC PM Service
This service is to maintain indoor air quality by changing filters quarterly and minimizing dust
and particles from collecting on ductwork. This service will ensure proper flow through cooling
and heating coils, and prevent restrictions in airflow which could lead to an inefficient system.
The equipment included under this service is itemized in the List of Maintained Equipment. In
the event the air filter material or cleaning requires different frequencies than indicated (due to
experience or changes in operating conditions), recommendations will be made for approval by
the City Representative to adjust the frequencies and any associated price.
3.8. Air Cooled Condenser Coil Cleaninq
This service will improve airflow across condenser coils, improve heat transfer, and extend the
life of the compressors. The work consists of cleaning the outside surface of the condensing unit
to remove any airborne particles or dirt build-up by using a brush, high-pressure air, chemical
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
with a low-pressure wash, or chemical with high-pressure wash based on the condition of the
outside environment, and coil accessibility.
3.9. Evaporator Coil and Ionizer Cleaninq
The successful respondent will clean air handling unit evaporator coils as well as ionizers that
will help improve air circulation in the air distribution system to reduce dust and dirt trapped in
the system. Coils and ionizers must be cleaned at a time that is mutually agreeable between the
successful respondent and the City's Project Manager. The work consists of cleaning the
surface of the evaporator coil to remove dust and dirt particles that have collected on the
evaporator coil. Coils must be cleaned using a vacuum cleaner or other devices that allow the
proper cleaning of the coil.
3.10. Operatinq Inspection
The successful respondent must provide this service to assure that mechanical equipment
continues to operate efficiently with little operating disruptions during the operating season.
Proposer will provide routine operating inspection(s) to check system performance in
accordance with a program of standard routines as determined by our experience, the
equipment manufacturer's published recommendations, equipment application, and location.
This service will focus on equipment operation, fluid levels, operating and safety controls, and
safe equipment operation.
3.11. Operatinq Inspection — Heatinq
This service will help to assure mechanical equipment continues to operate efficiently, safely
and with little operating disruptions during the operating season. The successful respondent
must provide routine operating inspection(s) to check system performance in accordance with a
program of standard routines as determined by the respondent's experience, the equipment
manufacturer's published recommendations, equipment application, and location. This service
will focus on equipment operation, fluid levels, belts, pulleys, operating and safety controls, and
safe equipment operation.
3.12. Annual and Quarterly Task Details
The following tasks listed below for each equipment type must be performed at the intervals
planned. These tasks are designed to place the equipment into prime operating condition so
that the equipment will operate effectively, reliably, and efficiently.
A. Package, Heat Electric Cool
1. Preventive maintenance.
2. Change the filter quarterly on a minimum basis. Increase as necessary.
3. Check unit voltage and record.
4. Lubricate motors as required.
5. Check and adjust dampers for localized heating.
6. Check for proper heating at the source.
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
7. Record discharge temperature, heating, and cooling modes.
8. Record return air temperature.
9. Check and adjust operating and safety controls.
B. Air Handler
1. Perform quarterly maintenance.
2. Lockout tag -out equipment.
3. Check starter contacts for excessive wear.
4. Tighten all starter wire connections.
5. Check belts, adjust belts, and replace them as needed.
6. Check belt tension and sheave alignment. Adjust as required.
7. Meg -Ohm motor and record annually.
8. Check fan motor amps.
9. Clean and lubricate unit motor bearings and fan bearings.
10. Check the operation of economy dampers.
11. Lubricate all dampers and linkages as necessary.
12. Check the operation of the static vane (if applicable).
13. Visually check all coils for leaks (annually).
14. Check and record all coil delta T (annually).
15. Inspect all mounting hardware and tighten it as needed.
C. Multi -zone Air Handler Quarterly Maintenance (if applicable)
1. Lockout tag -out equipment.
2. Check fan motor amps.
3. Clean and lubricate components.
4. Check the operation of economy dampers.
5. Check the operation of static vane or dampers.
6. Check the operation of zone dampers.
7. Check and adjust operating and safety controls.
D. Exhaust Fans Preventative Maintenance (if applicable)
1. Lock out and tag out equipment as required.
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DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
2. Check all electrical wiring and connections and tighten them as needed.
3. Check all motor starter contactor surfaces for wear.
4. Clean starter and electrical control enclosures.
5. Lubricate motor bearings and fan bearings.
6. Check exhaust fan belts for wear and replace them as needed.
7. Check belt tension and sheave alignment and adjust as needed.
8. Inspect the exhaust fan unit assembly.
9. Check all mounting hardware and tighten it as needed.
E. For any Variable Frequency Drives (if applicable)
1. Check unit operation on a quarterly basis.
2. Check the fault history report.
3. Check the operation of the manual bypass.
4. Verify the drive signal, increase, and decrease as needed.
5. Check and tighten all electrical connections.
6. Check starter contacts for wear.
3.13. Emerqencv Call -Out Service
The successful respondent must provide twenty-four (24) hour emergency service as needed in
all aspects of HVAC emergency repair for the City facilities listed in this solicitation. Emergency
call -out hours are defined as 5:00 p.m. to 7:00 a.m. Monday through Friday, and twenty-four
(24) hours each day on weekends and observed Holidays. For all service requests, the
successful respondent must have working personnel on -site within two (2) hours of the call -out,
or respond by telephone to the City's Project Manager within thirty (30) minutes if the problem is
capable of being corrected remotely.
3.14. HVAC Optional Services - Infrared Electric Panel Inspection
The successful respondent will identify if they can perform an infrared inspection that can be
provided as it is an important form of non-destructive testing that has become an indispensable
predictive maintenance tool for electrical service panels. The inspection must be performed with
a portable infrared imaging system, this equipment detects infrared energy (heat) emitted from
an object and displays it as a dynamic thermal image. Using the IEEE/ANSI Standard, this
inspection aids in the evaluation of component temperatures. The successful respondent will
perform a biennial infrared scan of main electrical panels at the facilities identified. A detailed
report must be provided to the City's Project Manager upon completion of onsite scan.
3.15. Quotations
Prior to any work being performed, the City's Project Manager may request a written quotation.
The successful respondent may provide a written estimate of job costs including separate line
DocuSign Envelope ID: C82C8F77-05A5-4044-9559-55922FC5165D
Request For Proposal #RFP 23-075
Title: HVAC Services
items for labor, equipment, parts, and materials. The successful respondent may proceed with
the repair work only after receiving written authorization for the quoted work from the City's
Project Manager. Additional maintenance or repair work that is required to maintain the efficient
operation and useful life of the equipment must be identified and advised to the City's Project
Manager. The cost of the repair or new installation must not exceed $100,000. The City has the
right to not accept the estimated job cost if the price is not deemed fair and reasonable and
issue a solicitation for the work.
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