EXHIBIT A – Statement of Work
Adams County
4 Pages
MAINTENANCE AND REPAIR OF HVAC and BOILER HEATING SYSTEMS AT ADAMS COUNTY PENNDOT, 1185 FAIRFIELD RD, GETTYSBURG, PA AND STOCKPILES THROUGHOUT ADAMS COUNTY.
CONTACT PERSON:
Doug Shaffer
717-549-3009
CONTRACTOR MUST VISIT SITE BEFORE BIDDING TO BE FAMILIAR WITH TYPES OF EQUIPMENT TO BE MAINTAINED. Tours can be scheduled Monday-Friday (7AM-3PM) by calling Doug at 717-334-3155 or 717-549-3009.
This contract shall provide for the maintenance and repair of HVAC and Boiler Systems at the Adams County Maintenance Office and HVAC units at other Stockpile areas, by way of replacement or repair of existing parts as deemed beneficial to the Commonwealth, as determined by the Department Representative. The replacement part must be new, of the same exact component or a new upgraded component. All repairs must be authorized by the Department Contract Representative.
1. Call-out for non-emergency repairs shall be scheduled within three (3) work days of initial notification. Contractor will normally perform work during the hours of 7:00AM and 3:00PM, Monday-Friday, excluding State recognized holidays.
2. Emergency repairs are a part of this contract. In an emergency, the Contractor is responsible to have an HVAC Technician on site within two (2) hours of Call-Out request. Department will state during the request notification if the callout is an emergency. Emergency repairs may occur on a limited basis after 3:00PM till 7:00AM weekdays and weekends from Friday at 3:00PM until Monday 7:00AM and State Recognized Holidays.
The Contractor shall be available for call-out on a 24-hour basis. Contractor shall provide names and telephone numbers for individuals in his company who may be contacted should an emergency occur.
3. Building access will be accommodated by the Department
providing an escort during the unoccupied period, weekdays
from 3:00PM till 7:00AM; and weekends from Friday at 3:00PM
until Monday 7:00AM and State Recognized Holidays.
4. Contract period shall be 3 years with no renewal.
5. Bid prices shall include all travel, labor, equipment, overhead and
profit. Time starts upon arrival at the jobsite and ends when leaving the jobsite. Award shall be based on the total low bid for all line items.
All quantities are estimated: Number of hours are not guaranteed.
6. This Contract provides for Regular Hours for HVAC Technician for Monday through Friday, 7 AM to 3 PM, Excluding Holidays and Weekends.
7. This Contract provides for an HVAC Apprentice/Helper to assist the HVAC Technician when necessary.
The HVAC Technician MUST receive PRE-AUTHORIZATION from the Facilities Manager, Doug Shaffer, to utilize the HVAC Apprentice/Helper if needed.
8. All labor and materials used at this facility will be documented on
Confirmation of Service Form (OS-501). This form will be signed
by the contractor’s representative and faxed to the Department Contract Administrator following completion of work assignment. Supporting documentation for materials used will be attached to the OS-501 and the Invoice. This form shall serve as backup documentation for payment. Original invoices will be mailed to the Comptroller’ Office listed on the Purchase Order.
9. Each Heat/AC system in office area shall have (2) two routine maintenance inspections performed as follows with one between April 1st - April 15th and October 1st – October 15th. Prior to making any repairs to the system, contractor must provide a written cost estimate.
10. Boiler system will have (2) two routine maintenance inspections
performed as follows between May 1st – May 15th (Before heat is
turned off) and September 1st - September 15th (Before heat is turned
on). ALL ITEMS on the WORK SCHEDULE DATA
SHEETS must be completed for each visit. The checklists
must be signed and dated by both the contractors’ and
Departments’ representatives. Failure to comply with ALL ITEMS
on the “Boiler System Checklists” will result in withholding of
payment until completed to the satisfaction of the Department
Contract Administrator. The contractor shall furnish a cost
estimate to make repairs or install new equipment required to put
defective parts and system into proper operation.
11. The Department reserves the right to furnish all repair parts
whenever possible. Contractor must leave all related parts
that have no trade-in value with the Contract Administrator.
12. Emergency is defined as:
Summer Season: Insufficient to maintain 76 degrees or no air
generation in the building at any time.
Winter Season: Insufficient to maintain 60 degrees. The
Department will state during the request notification if the callout
is an emergency.
13. Two instances of failure to respond within the timed constraints,
unless otherwise permitted in writing from the Department
Contract Administrator, can constitute a violation of the contract
which gives the Department, at its discretion, the right to cancel
the contract and retain services from the next lowest bidder and
surcharge the low bidding contractor for cost differences incurred
during current contract term.
14. The authorized department representative calling for service
must provide his/her name/title/phone #. This information must
appear on the service call work-order. The work-order is to be
completed with a description of work & services needed along
with a cost estimate for repairs. The work-orders are to be signed
by the Department Representative and the Contractor’s Service
Technician. A copy is to be given to the Department.
15. The Contractor shall not use jumpers (illegal wiring connector)
to bypass safety controls on AC or gas/oil burners in order to
place them in operation. All existing and new safety controls,
programmers, valves, switches, solenoids, etc. installed on any
unit must be fully operational and in compliance with UL and
FM requirements.
Scope of Work for routine maintenance of A/C and Heating System
One Maintenance check in Spring (April 1st – April 15th) and one in Fall (October 1st – October 15th ).
(Maintenance by Manufactures spec.)
Type of Systems:
2 – Weil McLain Natural Gas Fired Boilers
Model 88 Series with 2-power flame burners, Model WCR2-G-20B
And associated pipes, traps, and radiators.
1 - Trane 2TTA0030A3000AA A/C Heat Unit for Lower Office Space.
1 – Trane Roof Mounted A/C Heat Unit – YSC092A3RMA1SE1B000010604 with Natural Gas, 150,000 BTU Capacity.
Scope of Work for routine maintenance of 2 boilers:
One Maintenance check between May 1st – May 15th and one between September 1st – September 15th .
(Maintenance according to Boilers Checklist)
Address/Location
Stockpile 01 - Gettysburg
1185 Fairfield Rd
Gettysburg, PA
Stockpile 05 - Bendersville
SR0034 Seg 0200,
Southern end of Bendersville
Stockpile 07 - Littlestown
T434 Ulricktown Road,
1 ½ miles SW Littlestown on SR 0194
Stockpile 10 - Berwick
151 Enterprise Drive,
approx ½ mile S of Cross Keys off Rt 94
*AWARDED CONTRACTOR MUST CONTACT DOUG BEFORE EACH BOILER AND HVAC INSPECTION TO INSURE ACCESS TO BUILDINGS AT PHONE 717-334-3155.
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