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Contract 2022-004ADocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 AGREEMENT NO. 2022-004 FOR REPLACEMENT OF HVAC UNITS AND ANNUAL MAINTENANCE THIS AGREEMENT, is made and entered into this 25 day of January 2022, 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 "OWNER"), and Westbrook Service Corporation, whose address is: 1411 S. Orange Blossom Trail, Orlando, FL 32805, (hereinafter referred to as "CONTRACTOR"). WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I — SCOPE OF WORK The CONTRACTOR shall furnish all labor, materials, equipment, machinery, tools, apparatus and transportation and perform all of the work described in the specifications entitled: RFB NO. 22-009 titled Replacement of Existing HVAC Units and Annual Maintenance as prepared by Owner and its agents and shall do everything required by this Contract and the other Contract Documents contained in the specifications, which are a part of these Documents. ARTICLE 2 — THE CONTRACT SUM The OWNER shall pay to the CONTRACTOR, for the faithful performance of the Contract, in lawful tender of the United States, and subject to addition and deductions as provided in the Contract Documents, the Price Schedule, attached hereto and incorporated herein as Exhibit "A". The total contract sum shall not exceed FIFTY TWO THOUSAND, NINE HUNDRED SEVENTY THREE DOLLARS ($52,973). ARTICLE 3 — COMMENCEMENT AND COMPLETION OF WORK 3.1. The CONTRACTOR shall commence work within Ten (10) calendar days after receipt of (i) Notice to Proceed or Purchase Order, and (ii) receipt of all permits required to perform the work, and the CONTRACTOR will complete the same within ONE HUNDRED TEN (110) days, unless the period for completion is extended otherwise by the CONTRACT DOCUMENTS. 3.2. The CONTRACTOR shall prosecute the work with faithfulness and diligence. 3.3. The CONTRACTOR further declares he has examined the site of the work and that DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 from personal knowledge and experience or that he has made sufficient investigations to fully satisfy himself that such site is correct and suitable for the work and he assumes full responsibility therefore. The provisions of this Contract shall control any inconsistent provisions contained in the specifications. All Drawings and Specifications have been read and carefully considered by the CONTRACTOR, who understands the same and agrees to their sufficiency for the work to be done. It is expressly agreed that under no circumstances, conditions or situations shall this Contract be more strongly construed against the OWNER than against the CONTRACTOR and his Surety. ARTICLE 4 — MAINTENANCE TERM AND TERMINATION 4.1. The maintenance portion of this Agreement shall become effective upon the completion of HVAC installation and shall remain in effect for a period of one (1) year thereafter, unless terminated as provided for herein. ARTICLE 5 — LIQUIDATED DAMAGES 5.1. It is mutually agreed that time is of the essence in regard to this Contract. Therefore, notwithstanding any other provision contained in the Contract Documents, should the CONTRACTOR fail to complete the work within the specified time as set by the Notice to Proceed, or any authorized extension thereof, CONTRACTOR shall pay to OWNER the sum of THREE HUNDRED DOLLARS ($300.00) per calendar day as fixed, agreed and liquidated damages for each calendar day elapsing beyond the specified time date; which sum shall represent the damages sustained by the OWNER, and shall be considered not as a penalty, but in liquidation of damages sustained. CONTRACTOR shall pay the liquidated damages amount contained herein to Owner within fifteen (15) days of receipt of Owner's written demand for such payment. 5.2. For the purposes of this Article, the day of final acceptance of the work shall be considered a day of delay, and the scheduled day of completion of the work shall be considered a day schedule for protection. ARTICLE 6 — 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 to CITY as set forth in the applicable purchase order. CITY shall make payment to the CONTRACTOR for all accepted and undisputed services provided, within thirty (30) calendar days of receipt of the invoice. 2 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 ARTICLE 7 — ADDITIONAL BONDS It is further mutually agreed between the parties hereto that if, at any time after the execution of this Agreement and the Surety Bonds hereto attached for its faithful performance and payment of labor and materials, the OWNER shall deem the Surety or Sureties upon such bonds to be unsatisfactory, or if, for any reason, such bonds cease to be adequate to cover the performance and payments of the work, the CONTRACTOR shall, at his expense, and within seven (7) days after receipt of Notice from the OWNER to do so, furnish additional bonds, in such form and amounts, and with such Sureties as shall be satisfactory to the OWNER. In such event, no further payment to the CONTRACTOR shall be deemed due under this Agreement until such new or additional security for the faithful performance and for payment of labor and materials of the work shall be furnished in manner and form satisfactory to the OWNER. ARTICLE 8 — DISPUTE RESOLUTION - MEDIATION 8.1. 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. 8.2. The Owner and CONTRACTOR shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 8.3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in the place where the Project is located, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement Agreements in any court having jurisdiction thereof. ARTICLE 9 — INSURANCE AND INDEMNIFICATION RIDER 9.1. 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. 9.2. CONTRACTOR's Commercial General Liability Insurance — The CONTRACTOR shall take out and maintain during the life of this Agreement, Commercial General Liability and Business Automobile Liability Insurance as 3 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 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, $500,000 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 Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be amended to provide coverage on an occurrence basis. 9.3. SubCONTRACTOR's Public Liability and Property Damage Insurance — The CONTRACTOR shall require each of his subCONTRACTORs to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of his subCONTRACTORs in his policy, as specified above. 9.4. 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. 2 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 (c) The CONTRACTOR hereby acknowledges receipt of ten dollars and other good and valuable consideration from the CITY for the indemnification provided herein. ARTICLE 10 —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. CONTRACTOR: Westbrook Service Corporation 1411 S. Orange Blossom Trail Orlando, FL 32805 Attn: Stephen Robinson, Account Executive OWNER: City of Clermont Attn: Brian Bulthuis, City Manager 685 W. Montrose Street Clermont, FL 34711 ARTICLE 11— MISCELLANEOUS 11.1. Attorneys' 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. 11.2. 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. 11.3. 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. 5 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 11.4. 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. 11.5. 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. 11.6. Assigningnt — Except in the event of 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. 11.7. 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. 11.8. 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. 11.9. Public Records — 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 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 must be provided to the CITY in a format that is compatible with the information technology systems of the CITY. (e) IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE 71 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE, (352) 241-7331. ARTICLE 12 — CONTRACT DOCUMENTS The Contract Documents, as stated in the Instructions to Bidders and herein made a part, are as fully a part of this Contract as if herein repeated. Document Precedence: 11.1. Contract Agreement 11.2. All documents contained in RFB No.: 22-009 titled Replacement of Existing HVAC Units and Annual Maintenance and CONTRACTOR's response thereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 25 day of January 2022. CITY OF CLERMONT 1: DocuSigned by: 2BA7692F758C492... DS Tim Murry, Mayor ATTEST: DocuSigned by: ? p4tiQyot Howc 3AD7F34905B344A... Tracy Ackroyd Howe, 7 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 WESTBROOK SERVICE CORPORATION By: (Signature) DocuSigned by: D1486ED54976446... Print Name: Brian King Title: President & CEO Date: 2/3/2022 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 EAHIBIT "A" City of Clermont Bid 22-009 SECTION — C PRICE SCHEDULE NOTE: By signing this form, the respondent fully acknowledges that there will be no additional compensation (no overhead, no anticipated profits, etc.) other than the unit price of the items times the number of items authorized, ordered, placed, and accepted by the City. L.N. 1 Description Furnish & Install 5 Ton HVAC Unit Qty. / Unit 1 /ea. Unit Price 2 Furnish & Install 15 Ton HVAC Unit 1 / ea. $ 21,988.00 3 Install of Ionization Bar on Five (5) Units 1 / sum 4 Annual Maintenance to Five (5) Units. 1 / year Total Price. Contractor's Days to Final Completion on Installation of HVAC Units and Ionization Bars: Calendar Days. Not to Exceed: One -Hundred Twenty (120) Calendar from Issuance of Purchase Order or Notice To Proceed. By signing below, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation, and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items set forth in this solicitation. Company Name (print): bVkS y(j o C K .SiiZ✓ jC L- 4!fo e f ca A 7/ O Street Address: l 1 f � S D A 1)J/, L 0.tS wit T2 02 LA ) D 0 Mailing Address (if different): Telephone: VG ( 9,y) Fax: y0 % y.2Z 9 % d-3 Email: —Gj4S7�ma/LL L- COA-1 Payment Terms: % days,net-3-0 FEIN: s 1 - Z�,�� �� 6 Professional. License No.: /I L 3 y Signature: �— Date: • Z Print Name: �S 7't0//dJ ycopp _jC of ?— Title:j4gLo,. 7- L, i Does the respondent accept payment using the City's MASTERCARD? Yes ❑ No END OF SECTION — C RFB No: 22-009 Page 23 of 38 11/16/2021 2:31 PM p.26 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK The City of Clermont is accepting bids from qualified respondents to replace two (2) existing heating, ventilation, and air conditioning (HVAC) units (5 Ton and 15 Ton) at City Hall, 1st Floor. HVAC units must be new with a full manufacturer's warranty on all components. City Hall address is 685 W. Montrose Street, Clermont. The work includes the installation of ionization bars to five (5) HVAC units, and a maintenance/management program including inspection, preventative maintenance, repair, programming and other tasks and services necessary to insure safe, well maintained HVAC system. All work must be done during normal business hours defined as Monday through Friday, 8am to 5pm. All deliveries must be coordinated with the City's designated Project Manager prior to delivery of the equipment. Delivery must take place between the hours of 8:00am to 4:00pm, Monday to Friday, except for City observed holidays. Deliveries made without prior authorization of the City's Project Manager will not be accepted. All HVAC units must be F.O.B. Destination, Clermont City Hall, 685 W. Montrose Street, Clermont, FL 34711. All shipping, handling and delivery charges must be included in the Unit Price (see Section C). 1 — STANDARDS AND SPEFICIATIONS Both HVAC units must meet the following technical requirements and process: a. Must support and interface with City wide centralized Niagara 4 controls. b. Provide necessary hardware for integration to standardized City Niagara 4 management. c. Program system for readiness to interface to Niagara 4 controls. d. Must support city standard ionization system integration and format. e. Leverage all existing sensors, pressure switches and relays into new systems so existing controls can communicate with new equipment. f. Recover refrigerant and dispose of according to EPA guidelines. g. Disconnect electrical, piping and ductwork from existing equipment. h. Remove existing equipment and set new equipment in same location. i. Add new plywood top on air handler platform. j. Inspect insulation inside plenum and repair/replace as needed. RFB No: 22-009 Page 13 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK k. Add new pre -cast pads for outdoor units to meet code height. I. Flush existing refrigerant lines to prepare for use with new refrigerant. m. Connect existing electrical, piping and ductwork to new equipment. n. Pressure test system before evacuating to 500 microns. o. Install existing sensors, pressure switches and relays back into systems so existing controls can communicate with new equipment. p. Startup system per manufacturer specifications and check for proper operation. q. Clean up all debris and remove from site. 2 — ADDITIONAL SERVICES Furnish and install ionization bars on each of the systems below at City Hall • 1st Floor main unit • 2nd Floor main unit • 3rd Floor main unit • Chambers unit 1 • Chambers unit 2 Task to include: a. Shut off power to unit intermittently as needed. b. Open unit and mount ionization bar(s) to inside of unit. c. Install step down transformer from 460 volts to ionization bar voltage. d. Connect power to purifier with fuses to isolate purifier. e. Apply power and verify purifier is operational. f. Close up unit and clean up any debris. g. Process will be the same for all five (5) units. 1st 2nd & 3rd floors as well as new HVAC units going into Council Chambers. h. Clean up all debris and remove from site. RFB No: 22-009 Page 14 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK 3 — WARRANTY HVAC units to include at a minimum: a. One (1) year warrant on materials and workmanship b. Five (5) year warranty on compressor provided by manufacturer. 4 — REQUIREMENTS • Successful respondent must show evidence of having served municipal customers. • Successful respondent must hold current a C10 and C20 licenses and provide proof with bid response. • Successful respondent must have a full-time journeymen -level mechanical personnel and factory -trained automation specialist. Provide proof with bid response. • Successful respondent must be willing to implement measures to remotely access Niagara 4 HVAC control system as needed for emergency service. • Service Automation specialist must demonstrate familiarity with a variety of generic HVAC control systems. • Successful respondent must provide MSDS sheets to City in a complete "Right To Know" binder for all products used. City will determine location of "Right To Know" books. 5 — SERVICES TO BE PROVIDED Successful respondent must retain professional personnel who have successfully and competently provided municipal facility HVAC systems, service and repair services on projects of similar scope and complexity. It is the successful respondent responsibility to develop and implement a routine maintenance program to effectively maintain, to the satisfaction of the City's Project Manager, all aspects of HVAC systems in City defined facilities. Routine preventative maintenance is defined as schedule routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with a minimal downtime. The routine maintenance and all repairs must be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. It is the successful respondent responsibility to provide an appropriate level of on -site staffing as needed, provide appropriate tools and vehicles necessary to support all facility HVAC maintenance functions during business hours and for prompt response after normal business hours. Services must be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements. RFB No: 22-009 Page 15 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK 6 — SUPPLEMENTAL COVERAGE 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 beginning any repair or replacement, the successful respondent must troubleshoot the system to diagnose the system's problems. In the event the City incurs extra charges related to serviceable items, all materials and labor quote must be provided to the City's designated Project Manager for review and approval. Successful respondent must itemize the equipment list covered under repair or replaceable non-moving parts such as refrigerant/water tubes, non -manufactured or produced products, and environmentally hazardous materials to name few. 7 — HVAC MAINTENANCE STAFFING LEVELS AND LOCATIONS Successful respondent is responsible for a staffing level that will provide a high level of customer service, program support, HVAC maintenance and repair for all equipment. Staffing levels should include certified staff to 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. Routine repairs, service requests or other non -urgent tasks must be completed by journey level staff within one (1) eight -hour work day, from the date of the automated request or assignment by the City's Project Manager. All journey level staff must be proficient in the following trades: • Package HVAC units. • Mechanical, electronic aspects of HVAC systems. • Multi zone air handling systems. • A comprehensive understanding of HVAC Niagara 4 control system. HVAC System Locations: City Hall Council Chambers Front Room — 685 W. Montrose Street, Clermont. City Hall Council Chambers Rear Room — 685 W. Montrose Street, Clermont. City Hall 1 st Floor — 685 W. Montrose Street, Clermont City Hall 2nd Floor — 685 W. Montrose Street, Clermont City Hall 3rd Floor — 685 W. Montrose Street, Clermont RFB No: 22-009 Page 16 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK Existing HVAC Equipment List: City Hall Council Chambers Front Room — AHV /Condensor, Trane, 15 Tons, Split City Hall Council Chambers Rear Room — AHV w/Condensor, Trane, 5 Tons, Split City Hall 1 st Floor Mechanical Room — AHV w/Condensor, Trane, 30 Tons, Split City Hall 2nd Floor Mechanical Room — AHV w/Condensor, Trane, 40 Tons, Split City Hall 3rd Floor Mechanical Room — AHV w/Condensor, Trane, 40 Tons, Split Provide a list of individual(s) who will be conducting the scheduled maintenance as described in this solicitation and indicate the functions that each will perform. Include a resume or summary of experience and qualifications for each designated individual. If the successful respondent chooses to assign different personnel, the individual(s) resume or summary of experience and qualifications must be submitted to the City's Project Manager for approval prior to conducting any work on City property. 8 — EMERGENCY CALL OUT SERVICE Successful respondent must provide twenty-four (24) hour emergency service as needed in all aspects of HVAC emergency repair for the City facilities included in this solicitation. Emergency call out hours are defined as Monday through Friday, 5:00pm to 6:00am and twenty-four (24) hours each day on weekends and Holidays. Contractor 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. 9 — HVAC MAINTENANCE AND MONITORING Successful respondent must have the ability to respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at City facilities provided in this solicitation. Successful respondent must inspect all HVAC systems at least twice each year, with seasonal start-up and run inspections performed and documented. Successful respondent must provide oversight and documentation of Seasonal Preventive Maintenance on all HVAC systems provided in this solicitation and provide the data to City's Project Manager at time of turn -up Successful respondent must inspect all manufacturer support structures and provide documentation of maintenance and repair to the City's Project Manager. RFB No: 22-009 Page 17 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK Successful respondent must inspect all moving parts or components, investigate noises: belts; bearings; drives; and fans, and lubricate and adjust as recommended per manufacturer's specifications. Successful respondent must perform air -handling unit maintenance which includes, but is not limited to, all services recommended by the manufacturer; replacing air filters at least quarterly. 10 —ANNUAL MAINTENANCE Successful respondent must perform scheduled annual preventative maintenance in accordance with a program of standard routines as determined by respondent experience and past performance, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. This service is designed to optimize the reliability and efficiency of the equipment, extend the useful life or the City's equipment, and provide proactive indications of excessive wear and damage to HVAC systems before catastrophic failure occurs. Successful respondent must also provide recommendations for additional service(s) that will better enhance equipment performance. The equipment included under this service is provided on Section B.7 of this solicitation. 11 — HVAC AIR FILTER CHANGING SERVICE This service will maintain indoor air quality by changing filters on a quarterly basis and minimizing dust and particles from collecting on ductwork. This service will insure proper flow through cooling and heating coils, therefore preventing restrictions in airflow. The equipment included under this service is provided on Section B.7 of this solicitation. In the event the air filter material or cleaning requires different frequencies than indicated, recommendations must be made to the City's Project Manager for adjustment and associated price. 12 — AIR COLLED CONDENSER COIL CLEANING This service will improve airflow across condenser coils, improve heat transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure wash based on the condition of the outside environment and coil accessibility. The equipment included under this service is provided on Section B.7 of this solicitation. RFB No: 22-009 Page 18 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK 13 — EVAPORATOR COIL AND IONIZER CLEANING Successful respondent will be responsible for cleaning the air handling unit, evaporator coil, as well as ionizers in order to help improve air circulation in the air distribution system. Coils and ionizers will be cleaned at a time that is mutually agreeable between the proposer and the City's Project Manager. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the coil. Coils will be cleaned using a vacuum cleaner and other devices that allow the proper cleaning of the coil. The equipment included under this service is provided on Section B.7 of this solicitation. 14 — OPERATING INSPECTION HEATING/COOLING Successful respondent will provide this service to assure that mechanical equipment continues to operate efficiently with little operating disruptions during the operating season. Successful respondent will provide routine 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. A detailed list of the tasks included with this service is provided in the section below titled Equipment Tasking. This service will focus on equipment operation, fluid levels, operating and safety controls, and safe equipment operation. The equipment included under this service is provided on Section B.7 of this solicitation. 15 — EQUIPMENT TASKING The following tasks listed herein for each equipment type will be performed at the intervals planned. These tasks are designed to place the equipment into prime operation condition so that the equipment operates effectively, reliably and efficiently. Package, Heat Electric Cool 1. Preventive maintenance. 2. Change 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 source. 7. Record discharge temperature, heating and cooling modes. 8. Record return air temperature. 9. Check and adjust operating and safety controls. RFB No: 22-009 Page 19 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION - B STATEMENT OF WORK Air Handler 1. Perform maintenance quarterly. 2. Lockout tag out equipment. 3. Check started contacts for excessive wear. 4. Tighten all starter wire connections. 5. Check belts, adjust or replace as needed. 6. Check belt tension and sheave alignment. Adjust as required. 7. Meg -Ohm motor and record annually. 8. Check fan motors amps. 9. Clean and lubricate unit motor bearings and fan bearings. 10. Check operation f economy dampers. 11. Lubricate all dampers and linkages as necessary. 12. Check operation of 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, tighten as needed. Multi -Zone Air Handler (if applicable) 1. Perform maintenance quarterly. 2. Lockout tag out equipment. 3. Check fan motor amps. 4. Clean and lubricate components. 5. Check operation of economy dampers. 6. Check operation of static vane or dampers. 7. Check operation of zone dampers. 8. Check and adjust operating and safety controls. Exhaust Fans (if applicable) 1. Preventative Maintenance. 2. Lock out tag out equipment as required. 3. Check all electrical wiring and connections and tighten. 4. Check all motor starter contactor surfaces for wear. 5. Clean starter and electrical control enclosures. 6. Lubricate motor bearings and fan bearings. 7. Check exhaust fan belts for wear, replace as required. 8. Check tension belt and sheave alignment. Adjust as required. RFB No: 22-009 Page 20 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK 9. Inspect exhaust fan unit assembly. 10. Check all mounting hardware. Tighten as required. For Any Variable Frequency Drives (if applicable) 1. Check unit operation quarterly. 2. Check fault history report. 3. Check operation of manual bypass. 4. Verify drive signal increase and decrease. 5. Check and tighten all electrical connections. 6. Check starter contacts for wear. 16 — RESPONDENT REQUIREMENTS Successful respondent must provide evidence with their bid of having served municipal customers. Successful respondent must hold current C10 and C20 licenses. Provide evidence of such licenses with bid response. Successful respondent must staff project with employees that have attended and completed a state accredited multi -year apprenticeship program. Apprenticeship program requires 2000 hours of on job training and 144 classroom hours per year to be accredited. Employees must have taken and passed a state accepted competency exam administered by the apprenticeship program. Provide evidence of certifications with bid response. Successful respondent must have full-time journeymen level mechanical personnel and factory -trained automation specialists. Provide evidence of certifications with bid response. Successful respondent must have resources housed within a twenty (20) mile radius from the City boundary line of the City of Clermont, FL, capable of support and meets the City's required response time for emergency service in critical situations. Successful respondent must provide the City's Project Manager with a comprehensive tracking report for any HVAC services and repairs. The report must be generated on nonproprietary software and given to the representative electronically with each invoice related to services rendered. Successful respondent must be willing to implement measure to remotely access Niagara 4 HVAC control systems. RFB No: 22-009 Page 21 of 38 DocuSign Envelope ID: 9D513066-BABD-4405-A30E-B17F5EB9E441 SECTION — B STATEMENT OF WORK Successful respondent must advise the City's Project Manager of the availability of generic or required HVAS control system interface upgrades as they become available. Successful respondent must provide emergency access twenty-four 24 hours a day / seven (7) days a week, Monday through Sunday. Successful respondent must supply their staff with company identification tags (printed of laminated) that will be worn at all times while on City property. Company uniforms must have the company logo and employee first or last name clearly visible. Successful respondent must provide MSDS sheets to the City's Project Manager in a complete "Right to Know" binder for all products used in City facilities described in this solicitation. The City's Project Manager will determine the location of the "Right to Know" binders. END OF SECTION — B RFB No: 22-009 Page 22 of 38