COMPANY NAME: Insert Company Name
INVITATION TO BID
SCHOOL BOARD OF LAKE COUNTY, FLORIDA
PURCHASING DEPARTMENT
29529 COUNTY ROAD 561
TAVARES, FLORIDA 32778-2496
The School Board of Lake County, Florida, located in Tavares, Florida, hereinafter referred to as the “School Board”, solicits your company to submit a bid on our Bid #3401DB – Chiller Preventative Maintenance, Repair and New Equipment Purchase and Installation.
All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor’s signature will constitute an offer to sell to the Board under the stated terms and conditions. From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns shall be directed, in writing, to:
Diane Bennett, Certified Purchasing Agent
E-mail:
Fax: 352-742-8516
Address: 29529 CR 561
Tavares, Florida 32778
1. BIDDERS RESPONSIBILITY: Before submitting their bid proposal, each bidder is required to carefully examine the invitation to bid specifications and to completely familiarize themselves with all of the terms and conditions that are contained within this bid. Ignorance on the part of the bidder will in no way relieve them of any of the obligations and responsibilities, which are a part of this bid.
2. SCOPE OF WORK AND SPECIFICATIONS: The intent of this ITB is to establish firm bid prices for chiller preventative maintenance, repair and new equipment purchase and installation, in accordance with all terms, conditions, and specifications listed and described in the body of these specifications, to be used as needed, by the School Board.
I. Scope of Work: CONTRACTOR shall perform chiller preventative maintenance, repair and new equipment purchase and installation services.
Specifications:
Section I Preventative Maintenance
Contractor will provide services to the School Board equipment including, but not limited to the following:
Chillers: Air to air/water to water type chillers and other types: reciprocation, centrifugal scroll chiller. Include all parts of the chiller unit from the entering water flange to the leaving water flange (including all chill water pumps, flow switches, air separators, controls, and chill water make-up system).
Cooling towers all types: Provide complete maintenance, service, and repairing of mechanical parts of cooling tower, cooling tower fans, fan motors, fan drives, makeup water float and valve assemblies and any other equipment or controls needed for proper cooling tower operation, including the tower water temperature control.
Complete water treatment service, to prevent scale and mud build-up; eliminate corrosion in the condenser, evaporator, piping, cooling tower; and to eliminate biological growth per the manufacturer’s recommendations and the School Board standards.
Motors: All motors related to the chiller and the cooling tower.
Pumps: All pumps related to the chiller and the cooling tower. Standard pumps as well as VFD pumps. All fans related to chiller or cooling towers.
Refrigerant Monitors: All refrigerant monitoring devices will be included in this chiller contract. This applies to all chiller schools with refrigerant gas monitoring devices. To include repairs as well as monitoring chiller equipment room condition.
Insulation: Insulation removed during repairs of chiller/heating equipment will be re-insulated by the Contractor.
PREVENTIVE MAINTENANCE SPECIFICATIONS
Preventive maintenance includes inspections, lubrication, tests, adjustments, and corrective maintenance tasks. The Contractor shall control scheduling at agreed upon intervals for preventive maintenance and task functions to be performed by both calendar periods and operating hours as applicable to each piece of equipment. Contractor shall schedule preventive maintenance tasks by computer to assure a uniform and detailed method of scheduling work.
Maintenance intervals will be determined by equipment run time, application, location, and the manufacturer’s specifications.
Preventive maintenance performed under this agreement is designed to minimize the incidence of emergency situations; however, backup emergency service shall be provided 24 hours a day to minimize down time inconvenience.
All of the manufacturer’s recommendations are to be followed. Any amendments must be approved by LCSB or representative.
Component Replacements: The School Board representative must be informed and approve, prior to the Contractor replacing worn, failed or doubtful components and parts. These replacements will be of like or current design to minimize system depreciation and obsolescence. All components replaced must be provided to the School Board representative before disposal.
A component may only be repaired or replaced in advance to prevent a system failure upon notification to the School Board representative.
PREVENTATIVE MAINTENANCE MINIMUM REQUIREMENTS PER SPECIFIED EQUIPMENT
1. CENTRIFUGAL CHILLERS
Annual Maintenance - Once a year a thorough preventive maintenance schedule will be performed to include the following:
A. Furnish materials for a thorough leak test as required.
B. Perform leak test and report on any discrepancies found.
C. Check and calibrate safety controls per manufacturer’s recommendations.
D. Megohm compressor and oil pump motor; record findings.
E. Check starter as required by manufacturer including but not limited to:
1. Check condition of starter contacts (for wear and pitting.)
2. Check starter overload devices and settings as applicable.
3. Tighten starter contacts and motor terminal connections.
F. Take samples of oil and have analyzed by a professional laboratory specializing in analysis of refrigeration equipment oil and refrigerant samples.
G. Change oil and filters as required when the oil analysis results indicate that change is required or by manufacturer recommendations.
H. Check operation of vane positioner.
I. Inspect, check purge unit
J. Restore unit to operation
K. Perform service on purge system per manufacturer’s recommendations.
L. Perform log of equipment.
M. Perform minor adjustments.
N. Submit written report on condition of equipment and all deficiencies found.
O. Eddy current analysis to be performed for heat exchanger tube condition.
Annual and Semi-Annual Oil Analysis
During the annual inspection and semi-annual inspection, oil samples shall be taken on each compressor circuit and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment.
A trend report summarizing the last sample and all other available samples will be submitted following each sample taken. This report will include a graph of data visually depicting trend in oil condition and content.
Scheduled Quarterly Maintenance – Quarterly inspections shall include the following:
A. Check equipment and log operation.
B. Analyze log readings and make minor adjustments (coordination with owner operations personnel will be made).
C. Check operation of control circuit.
D. Check operation of lubrication circuit.
E. Check operation of compressor motor and starter.
F. Review operation of the chiller with maintenance personnel.
G. Discuss operator logs and trends in the equipment.
H. Check for Refrigerant leaks.
2. AIR-COOLED CHILLERS
Annual Maintenance –Once a year the following thorough preventive maintenance schedule shall include all the manufacturer’s recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:
A. Furnish materials for a thorough leak test as required.
B. Perform leak test and report on any discrepancies found.
C. Check and calibrate safety controls as applicable.
D. Meg compressor and oil pump motor. Record findings.
E. Check starter as required by manufacturer including but not limited to:
1) Check condition of starter contacts (for wear and pining.)
2) Check starter overload devices and settings as applicable.
3) Tighten starter contacts and motor terminal connections.
F. Take samples of oil and have analyzed by a professional laboratory
specializing in analysis of refrigeration equipment oil and refrigerant
samples.
G. Change oil and filters as required when the oil analysis results indicate
that change is required or by manufacturer recommendations .
H. Check operation of slide positioner or unloaders.
I. Test and inspect purge unit.
J. Lube condenser fan motors and bearings as required.
K. Inspect outside coils for dirt and clean as required.
L. Restore unit to operation.
M. Perform log of equipment.
N. Perform minor adjustments.
O. Submit written report on condition of equipment and all deficiencies found.
P. Eddy current analysis to be performed for heat exchanger tube condition.
Annual and Semi-Annual Oil Analysis
During the annual inspection and semi-annual inspection, oil samples will be taken and analyzed by a professional laboratory specializing in the analysis of samples taken from refrigeration equipment.
A trend report summarizing the last sample and all other available samples will be submitted following each sample taken. This report will include a graph of data visually depicting trend in oil condition and content.
Scheduled Quarterly Maintenance - Quarterly inspections shall include the following:
A. Check equipment and log operation.
B. Analyze log readings and make minor adjustments (coordination with owner’s maintenance personnel will be made).
C. Check operation of control circuit.
D. Check operation of lubrication circuit.
E. Inspect condenser fans.
F. Inspect condenser coils.
G. Lube condenser fan motors and bearings as required.
H. Check operation of compressor motor and starter.
I. Review operation of the chiller with operation personnel. Discuss operator logs and trends in the equipment.
J. Check for Refrigerant leaks.
3. Reciprocating/Scroll/Screw/Centrifugal Equipment
Annual Maintenance - Once a year a thorough preventive maintenance schedule shall include all the manufacturer’s recommendations and testing. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services.
A. Check unit thoroughly for refrigerant leaks.
B. Check and calibrate safety and operating controls.
C. Meg ohm test compressor motor.
D. Check and tighten all electrical terminals and check contacts for wear.
E. Check oil level in compressor and add as required.
F. Tighten motor terminals and control panel terminals.
G. Check crankcase heater.
H. Check external interlocks, flow switches, pumps and fans.
I. Check oil sample for acid.
J. Air-cooled items:
· Inspect condenser fans.
· Inspect condenser coils.
· Lube condenser fan motors and bearings as required.
· Inspect outside coils for dirt and brush clean as required.
· Coils will be washed once per year as required.
K. Water-cooled items:
· Brush condenser tubes.
L. Verify unloaders operate properly (if applicable).
M. Report in writing any deficiencies that were noted during the inspection that could not be corrected during the inspection.
N. Eddy current analysis to be performed for heat exchanger tube condition.
Scheduled Quarterly Maintenance - Quarterly inspections shall include the following:
A. Make complete operating log and record proper operating temperatures, pressures, voltages and amperages.
B. Check and adjust operating and safety controls.
C. Check operation of crankcase heater.
D. Check compressor oil level and add as needed.
E. Check operation of control circuit.
F. Check operating log with operator, discuss operation of the machine generally.
G. Check water/air flow of evaporator and condenser.
H. Check super heat.
I. Check operation of all motors and starters.
J. Report to maintenance any uncorrected deficiencies noted.
K. Check for Refrigerant leaks.
4. Cooling Towers
Annual Maintenance - Once a year a thorough preventive maintenance schedule will be performed. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:
A. Clean debris from platform and surrounding area.
B. Clean water sump and check condition.
C. Clean float valve assembly and adjust for proper operation.
D. Check and clean bleed off line and overflow.
E. Clean tower strainers.
F. Spray wash the outside surface of cooling tower fill material.
G. Clean tower spray nozzles and eliminators.
H. Flush cooling tower after cleaning.
I. Check sump heaters and thermostats for calibration and operation.
J. Lubricate fan motor bearings per the manufacturer’s recommendation.
K. Fill system after cooling tower has been cleaned.
L. Check for leaks.
M. Check amperage on motors.
N. Inspect electrical connections, contactors, relays and operating/safety controls.
O. Check and adjust condenser water temperature regulator system.
Scheduled Quarterly Maintenance - Quarterly inspections shall include the following:
A. Inspect fan, motor and belts.
B. Check oil level in gear reducer. Add oil as required.
C. Check intake strainer, bleed and overflow.
D. Check operating conditions. Adjust as required.
Additions and Exceptions
5. Water Treatment - Condenser Water (Cooling Tower - Open System)
Annual Maintenance - Once a year a thorough preventive maintenance schedule will be performed. At a minimum, the Contractor shall, in addition to the manufacturer’s recommendations, provide the following services:
A. Clean chemical feed pump section strainer.
B. Disassemble and clean bleed line strainer.
C. Disassemble and clean flow through sensor.
D. Disassemble and clean solution bleed valve.
E. Disassemble and clean check valve assembly.
F. Check chemicals in feed tank and check as required.
G. Check dissolved solids content in water.
H. Check bleed rate.
I. Check chemical content in system being treated.
J. Check conductivity controller operation.
K. Adjust chemical feed pump as required.
L. Check for algae.
M. Add chemicals as required (chemicals provided by Contractor.).
N. Record readings.
Schedule Quarterly Maintenance - Quarterly inspections shall include the following:
A. Check chemicals in feed tank and adjust as required. (Chemicals provided by Contractor)
B. Check dissolved solids contents in water.
C. Check bleed rate.
D. Check chemical content in system being treated.
E. Check conductivity controller operation.
F. Adjust chemical feed pump as required.
G. Check for algae.
Water Treatment: Specifications
A. Tower Treatment: The formulation used for treatment of the cooling tower water shall be a highly concentrated liquid blend of corrosion inhibitors and sequestering agents. It shall successfully inhibit scale formations in the tower/condenser system at concentrations of 5-7 cycles or as indicated by the make-up water quality. Corrosion inhibition shall be provided for ferrous and non-ferrous metals. Maximum permissible rates shall be 0.5 mpy for copper and 3.5 mpy for mild steel. Two or more different biocides, including at least one oxidizer and other non-oxidizer applied alternately, shall be used to effectively prevent the growth of algae, fungi, slime or other undesirable forms of bacterial life. Application shall be as needed in concentrations and frequency, to maintain system cleanliness, heat transfer, and to avoid corrosion caused by microbiological fouling. The use of molybdate inhibitor other than as a trace is not permitted. All products used shall meet all local, state and Federal regulations for discharge into sewage systems.