HVAC MAINTENANCE - fairmontstate.edu · REQUEST FOR PROPOSAL (RFP) HVAC MAINTENANCE RFP Number:...

Fairmont State University – RFP HVAC-18

REQUEST FOR PROPOSAL (RFP)

HVAC MAINTENANCE

RFP Number: RFP- HVAC-18

Issue Date: May 23, 2018 Proposal Due Date: June 14, 2018- 2:00 pm EST

Late Bids Will Be Rejected


Fairmont State University RFP-HVAC-18

Table of Contents Letter of Intent to Submit a Bid…………………………………………………………………………………………………………………………4 Section 1: General Information 1.1 Purpose .................................................................................................................................................................. 5 1.2 Untitled Paragraph ................................................................................................................................................. 5 1.3 Schedule of Events ................................................................................................................................................. 5 1.4 Letter of Intent ....................................................................................................................................................... 5 1.5 Mandatory Pre-Bid Conference ............................................................................................................................. 6 1.6 Inquiries .................................................................................................................................................................. 6 1.7 Response to Vendor’s Questions/Inquiries ............................................................................................................ 6 1.8 Verbal Communications ......................................................................................................................................... 6 1.9 Addenda ................................................................................................................................................................. 6 1.10 Oral Presentations ................................................................................................................................................ 7 Section 2: Background and Current Operating Environment 2.1 Location .................................................................................................................................................................. 8 2.2 Background ............................................................................................................................................................. 8 2.3 Intent ...................................................................................................................................................................... 8 Section 3: Vendor Qualifications and Requirements 3.1 Qualifications and Experience ................................................................................................................................ 9 3.2 Service Qualifications ............................................................................................................................................. 9 Section 4: Specifications/Scope of Work 4.1 Purpose ................................................................................................................................................................ 11 4.2 Work Specifications .............................................................................................................................................. 12 4.3 Services Provided ................................................................................................................................................. 14 4.4 Security ................................................................................................................................................................. 21 4.5 Smoking Policy ...................................................................................................................................................... 21 Section 5: Vendor Proposal Format/Submission 5.1 Economy of Preparation ....................................................................................................................................... 22 5.2 Incurring Cost ....................................................................................................................................................... 22 5.3 Proposal Format ................................................................................................................................................... 22 5.4 Proposal Submission ............................................................................................................................................ 23 5.5 Purchasing Affidavit .............................................................................................................................................. 23 5.6 Resident Vendor Preference ................................................................................................................................ 23 5.7 Interested Party Disclosure .................................................................................................................................. 24 5.8 Technical Bid Opening .......................................................................................................................................... 25 5.9 Cost Bid Opening .................................................................................................................................................. 26


Section 6: Evaluation and Award 6.1 Evaluation Process ................................................................................................................................................ 25 6.2 Evaluation Criteria ................................................................................................................................................ 25 6.3 Minimum Acceptable Score ................................................................................................................................. 26 6.4 Independent Price Determination ....................................................................................................................... 26 6.5 Rejection of Proposals .......................................................................................................................................... 26 Section 7: Contract Terms and Conditions 7.1 Contract Provisions .............................................................................................................................................. 27 7.2 Public Record ........................................................................................................................................................ 27 7.3 Conflict of Interest ................................................................................................................................................ 27 7.4 Vendor Relationship ............................................................................................................................................. 27 7.5 Term of Contract and Renewals ........................................................................................................................... 28 7.6 Non-Appropriation of Funds ................................................................................................................................ 28 7.7 Changes ................................................................................................................................................................ 28 7.8 Contract Termination ........................................................................................................................................... 28 7.9 Insurance .............................................................................................................................................................. 28 7.10 Bonding Requirements ....................................................................................................................................... 29 7.11 Record Retention ............................................................................................................................................... 29 7.12 Vendor Registration ............................................................................................................................................ 29 7.13 Agreement Addendum Form WV96 ................................................................................................................... 29 Section 8: Forms and Attachments Proposer Inquiry Form ................................................................................................................................................ 31 Proposal Certification .................................................................................................................................................. 32 Cost Proposal Form ..................................................................................................................................................... 33 Building HVAC Equipment Lists Caperton Center .............................................................................................................................................. 34 Colebank Hall ................................................................................................................................................... 35 Education Building ........................................................................................................................................... 36 Engineering Building ........................................................................................................................................ 37 Falcon Center ................................................................................................................................................... 38 Feaster Center ................................................................................................................................................. 39 Folklife Center ................................................................................................................................................. 40 Hardway Hall ................................................................................................................................................... 41 Hunt Haught Hall ............................................................................................................................................. 42 Jaynes Hall ....................................................................................................................................................... 43 Merchant Street Building ................................................................................................................................ 44 Musick Library ................................................................................................................................................. 45 Physical Plant (Main & Annex)......................................................................................................................... 46 Pierpont Community & Technical College – Advanced Technology Center .................................................... 47 Robert C Byrd Aerospace Center ..................................................................................................................... 48 Robert C Byrd Aerospace Center Hanger B ..................................................................................................... 48 Shaw House ..................................................................................................................................................... 49 Turley Center ................................................................................................................................................... 50 Wallman Hall ................................................................................................................................................... 51 Residence Halls Bryant Place ..................................................................................................................................................... 52 Morrow Hall ..................................................................................................................................................... 53 Pence Hall ........................................................................................................................................................ 54 Prichard Hall .................................................................................................................................................... 55 University Terrace (Building 1, 2, & 3) ............................................................................................................. 56


Fairmont State University RFP- HVAC-18

LETTER OF INTENT (to submit a bid)

My company intends to submit a bid response for RFP-HVAC-18.

Company Name:

Contact Name:

Address:

City, State, Zip:

Phone #:

Fax #:

Email Address:

Signature:_______________________________________________________________ Title:___________________________________________________________________ RFP addendums (if any) will be sent (by email) to the contact person listed above.

Bidders not submitting a letter of intent to bid are advised that they may not receive subsequent information relating to this specific bid.

Please return by email no later than, May 30, 2018. Please return to:

Lenora Montgomery, Financial Reporting Manager Fairmont State University

Email: [email protected]

mailto:[email protected]


SECTION ONE: GENERAL INFORMATION 1.1 Purpose: Fairmont State University, hereinafter referred to as “University” or “FSU”, is soliciting proposals, to

provide HVAC Maintenance to the University. This solicitation serves as notice, pursuant to West Virginia Code §5A-3-10b, of the commodity or service being sought and is to be considered the opportunity for vendors to indicate their interest in bidding on such commodity or service.

1.2 By signing and submitting its proposal, the successful Vendor agrees to be bound by all the terms contained in this

RFP. A Request for Proposal (RFP) is generally used for the procurement of services in situations where price is not the

sole determining factor and the award will be based on a combination of cost and technical factors (Best Value). Through its proposal, the bidder offers a solution to the objectives, problem, or need specified in the RFP, and defines how it intends to meet (or exceed) the RFP requirements.

Compliance with Laws and Regulations: The Vendor shall procure all necessary permits and licenses to comply with all applicable Federal, State, or municipal laws, along with all regulations, and ordinances of any regulating body.

The Vendor shall pay any applicable sales, use or personal property taxes arising out of this contract and the transactions contemplated thereby. Any other taxes levied upon this contract shall be borne by the Vendor. It is clearly understood that the State of West Virginia is exempt from any taxes regarding performance of the scope of work of this contract.

1.3 Schedule of Events:

RFP release date ............................................................................................................... May 23, 2018 Letter of Intent to Submit a Bid Due ................................................................................. May 30, 2018 Mandatory Pre-Proposal Meeting .................................................................................... May 30, 2018 Vendor’s Written Questions .............................................................................................. June 7, 2018 Addendum Issued by ......................................................................................................... June 8, 2018 Bid Opening Date ........................................................................................ 2:00 p.m. on June 14, 2018 Contract Award………………………………………………………………………………………...…June 20, 2018 (tentative) Contract Effective Date ........................................................................................................ July 1, 2018

1.4 Letter of Intent to Submit a Bid: Vendors planning to submit a bid as a result of this RFP are requested to return the Letter of Intent (page 2 of bid package) by May 30, 2018. Bidders not submitting a letter of intent are advised that they may not receive subsequent information relating to this specific bid.


1.5 Mandatory Pre-Proposal Conference: A pre-proposal conference will be held at 9:00 a.m. on May 30, 2018 in the

Facilities Department (Physical Plant) Conference Center which is located in the Physical Plant. Attendance at the pre-proposal conference is mandatory. Only those bidders in attendance will be authorized to

submit a proposal. The purpose of this conference will be to clarify the contents of this Request for Proposal in order to prevent any

misunderstanding of the University’s intention and desires, and/or to give prospective suppliers an opportunity to review the site of the work. Any doubt as to the requirements of this Request for Proposal, or any apparent omission or discrepancy should be presented to the University representative at this conference. The University representative will then determine the appropriate action. If necessary, the University representative will issue a written amendment to the Request for Proposal. Oral statements or instructions shall not constitute an amendment to this Request for Proposal.

A campus map can be obtained from the following link: http://www.fairmontstate.edu/about/maps_directions.asp A tour of the HVAC Units will be held after the pre-bid meeting. NOTE: Tour may carry-over into May 31, 2018. Vendors should be prepared to be available for both days to walk-

through and review existing buildings and equipment. 1.6 Inquiries: Inquiries regarding specifications of this RFP must be submitted in writing to the Procurement Officer

listed below. The only exception is for questions regarding the proposal submission which may be oral. The deadline for written inquiries is identified in the Schedule of Events, Section 1.3. All inquiries of specification clarification must be submitted on the Proposer Inquiry Form (included in section 8) and addressed to:

Lenora Montgomery, Financial Reporting Manager – [email protected] Fairmont State University Physical Plant – Room 107 1201 Locust Avenue Fairmont, WV 26554 Failure to submit inquiries by the deadline may result in the inquiry not being answered. No contact between the Bidder and the University is permitted without the express written consent of the

Procurement Officer. Violation may result in rejection of the bid. The Procurement Officer named above is the sole contact for any and all inquiries after this RFP has been released.

1.7 Response to Vendor’s Questions/Inquiries: Any vendor questions/inquiries will be answered in an RFP Addendum

which will be distributed (via email notification) to vendors who submitted a Letter of Intent to Bid and attended the mandatory pre-proposal conference. The addendum will be released via email notification no later than June 8, 2018. Addendum will also be posted on the University Procurement webpage: http://www.fairmontstate.edu/adminfiscalaffairs/procurement/bidding-opportunities

Only the written response to questions will be binding. 1.8 Verbal Communication: Any verbal communication between the Vendor and any University personnel is not

binding. Only information issued in writing and added to the RFP specifications by an official written addendum by Procurement is binding.

1.9 Addenda: If it becomes necessary to revise any part of this RFP, an official written addendum will be issued by the

Procurement Office.

http://www.fairmontstate.edu/about/maps_directions.asp

mailto:[email protected]

http://www.fairmontstate.edu/adminfiscalaffairs/procurement/bidding-opportunities


1.10 Oral Presentations: All proposals, information, and responses must be submitted in writing. Bidders submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee.

The Procurement Officer will schedule the oral presentations. During oral presentations, Bidders may not alter or

add to their submitted proposal, but only clarify information. In addition, cost information may NOT be discussed during the oral presentations.


SECTION TWO: BACKGROUND AND CURRENT OPERATING ENVIRONMENT 2.1 Location: University is located at 1201 Locust Avenue, Fairmont WV 26554.

2.2 Background: Fairmont State University are located on 120-acre main campus in Fairmont, West Virginia.

Founded: Fairmont State University in 1865.

Total enrollment: Fall 2017 approximate total headcount enrollment of both institutions: 5543

Student / Faculty Ratio: 15:1

Location: Fairmont, West Virginia – a friendly small town of 18,600 in an ideal location, close to larger cities but also close to outdoor adventure destinations.

Academic Programs: Fairmont State University offers 80+ baccalaureate majors and graduate programs in Architecture, Business Criminal Justice and, Education.

Additional information about Fairmont State University can be found on our webpage: www.fairmontstate.edu 2.3 Intent: The purpose of this project is to provide all work, including but not limited to, labor, material, equipment,

supplies, and transportation for total and complete preventive and corrective maintenance, service and repairs as required to maintain heating, ventilation, and air conditioning for the Fairmont State Main Campus, 1201 Locust Avenue, Fairmont WV 26554; Merchant Street Building, 214 Merchant Street, Fairmont WV 26554; Robert C Byrd National Aerospace Education Center, 1050 East Benedum Industrial Road, Bridgeport WV 26330; Caperton Center, 501 West Main Street, Clarksburg WV 26302.

http://www.fairmontstate.edu/


SECTION THREE: VENDOR QUALIFICATIONS AND REQUIREMENTS 3.1 Qualifications, Experience and Client Information: The vendor shall be able to demonstrate his ability to

satisfactorily maintain and repair equipment of the type and degree as specified herein. Vendors submitting a proposal must have a minimum of 10 years of experience in providing services as listed in the RFP. Prospective vendor must provide documentation with proposal that demonstrates the extensive experience in the areas covered by this contract.

The following information is to be provided: A) Describe your company, its history, corporate structure, and chain of ownership of the company to ultimate

parent corporation, and all subsidiaries. Include the number of years your company has provided higher education HVAC Maintenance service.

B) Describe what separates your company from your competitors. C) List areas technical expertise and years of experience of the technical staff. D) Provide a list of eight (8) current customers who can be contacted for references that are presently being

provided services comparable to services of this contract. E) Provide documentation of adequate financial resources to meet demands of this contract. F) Provide proof of at least $1,000,000 general liability insurance. All the above must be submitted as part of the vendor’s proposal under Tab 2 (see Section 5, Proposal Format) 3.2 Service Qualifications: Each vendor must meet all requirements under the heading “Service Company

Qualifications”. Any proposal not meeting these requirements may be considered incomplete.

A) Technicians Qualifications The successful vendor will employ a minimum of three full-time, competent service technicians who can arrive at the University within one hour. The service technicians assigned to maintain mechanical systems will be qualified to service the equipment type under the contract as well as all associated pneumatic, electric and electronic controls. The successful vendor must have an established technician training curriculum offering Certified Master level achievement in both applied HVAC and unitary HVAC areas of study including: classroom instruction, online courses, testing, and field experience.

B) Subcontracting Services to be provided will be performed by qualified and trained service personnel, directly employed by the successful vendor. Under no condition will any work specified be subcontracted with the University’s prior approval.

C) Engineering Support The successful vendor is required to maintain an engineering department staffed with full-time professionals in the fields of refrigeration, boilers, and water treatment, pneumatic, electric and electronic controls which includes at least one professional engineer (PE) and will provide two (2) hours monthly for technical help.


D) Environment, Health, and Safety (EHS) Policy: Contractor must have an Environmental, Health, and Safety Policy which requires the following:

a. Compliance with local laws and the policies, standards and practices of the service provider that are consistent with industry standards.

b. Establishment of safety and environmental goals and plans that support achievement of the performance goals of the Service Provider.

c. Accurate and timely measurement and reporting performance. d. Implementation and periodic evaluation of EHS management systems in order to reduce risks and

continually improve the effectiveness of EHS processes. e. Commitment of the methods and resources necessary to direct, support, monitor and maintain

accountability for implementation of the EHS policy.

E) Preventative Maintenance Scheduling The successful vendor will schedule preventive maintenance tasks by computer to assure a uniform and detailed method of scheduling work. The use of an electronic handheld computer device to receive, complete, and document all service calls and be connected to the computerized maintenance program is preferred. Successful vendor to acquire all applicable SERVICE SOFTWARE necessary to enter/access/interface any proprietary software attached to any and all equipment, licensed, and proprietary to Fairmont State as the end user and to remain with Fairmont State at the end of the contract period. Successful vendor is to acquire all applicable “operating and maintenance manuals” for all HVAC equipment. To assure a uniform and detailed method of defining preventative maintenance tasks, all preventive maintenance tasks will be scheduled based on the manufacturer’s maintenance recommendations. The successful vendor will be required to present copies of said computer preventative maintenance reports to University Personnel to demonstrate compliance of this requirement.

F) Successful vendor will provide a cloud-based customer community with password protected portal entry.

Provide login access to the community portal that integrates service agreement and account information. Portal will function as:

a. A method of submit a service request to the service provider. b. A database of major HVAC assets covered under the maintenance contract. c. Account information including outstanding balance and work in progress. d. The portal should show planned maintenance and schedule service. e. A list of service recommendations with corresponding work orders.


SECTION FOUR: SPECIFICATIONS/SCOPE OF WORK

4.1 Specifications to establish a contract with one qualified and experienced Mechanical Contractor to provide maintenance and repair services for heating, ventilation, and air conditioning,. Repair services are also to be provided for all work not covered under preventative maintenance, which may be paid on an hourly basis, with parts to be purchased separately.

1. Purpose

The intent and purpose of this RFP is to establish a contract, with one contractor, to furnish all labor, tools, material, equipment, and all incidentals required and implied to: a. Provide total and complete preventive and corrective maintenance service. Provide energy management systems

(Andover, I-VU, Kreuter Control, Metasys (Johnson Control), Building Control Systems (KMC), Continuum) services as required to maintain heating, ventilation, air conditioning, and components. In addition to normal maintenance and repairs, the vendor must have the capability and resources to design, install and maintain new systems or replacement systems as required by Fairmont State.

b. Furnish all labor, personnel, parts, materials, test equipment, tools, and services in conformance with the terms and conditions as outlined in this RFP.

c. All products and services not specifically mentioned in this solicitation, but which are necessary to provide the functional capabilities described by the specifications, shall be included.

d. If not otherwise provided, materials or work called for in this contract shall be furnished and performed in accordance with the best established practice and standard recognized by the contracted industry and comply with all codes and regulations which shall apply.

e. Standard manufacturer’s warranty for all equipment installed is to be considered a part of these conditions. All defective items shall be replaced free of charge.

f. The successful bidder will be the sole point of contact on any problems with the equipment or systems during the warranty period.

g. The contractor shall be responsible for all work put in under these specifications. The contractor shall make good, repair and replace, at the contractor’s own expense, as may be necessary, any defective work, material acceptance, if in the opinion of Fairmont State and said defect is due to imperfection in material, design, or workmanship for the warranty period specified.

a. Contactor shall provide a one year warranty period on workmanship and parts or components he provides on any repair job. This warranty period should cover operational time only (does not apply to off season period)

b. Contractor shall provide a one (1) year warranty period on any complete overhaul job for compressor or any components.

c. A component/system failure resulting from malfunction of a warranted component or part will be the responsibility of this contractor.

h. The contracting vendor shall certify understanding of and intent to comply with both current and future technical, professional, and environmental rules and regulations governing the HVAC industry. This requirement extends to any present or future federal, state, or local legislation or generally accepted industry standards pertaining to the repair and service of HVAC equipment involving the contracting vendor.


4.2 The vendor shall provide all labor, tools, materials, equipment and all incidentals required and/or implied for the complete

and satisfactory maintenance and repair of heating, ventilating, air conditioning, energy management systems and energy efficient measures which are tailored to each buildings HVAC’s system and operating environment. This work shall include, but not limited to, preventive maintenance, servicing, repairs, and modifications as required to keep the equipment in a first class operating condition.

1. Maintenance and Servicing: Considered to be full maintenance, and includes routine preventive maintenance and

servicing to be performed on a regularly scheduled basis, with repairs to be made as necessary. This work shall be performed for a set contract rate. The set rate shall include all materials, parts, labor, and equipment required for the work.

2. Preventative Maintenance: Shall be performed on a regular basis, and shall include, not limited to, filter, belt replacements, maintenance of fluid levels, water treatment for boilers, condensers, and chilled water, as well as recommended start-up and shut-down servicing at beginning and end of each season, greasing and oiling motors and other parts, ignition systems, gas regulators, cleaning making adjustments, and any or all necessary work to ensure proper operations.

3. Component Replacement: Any worn, defective, or doubtful components or parts shall be repaired or replaced and disposed of at no additional cost above state contract price. This includes, but not limited to, such items as compressors, pumps, motors, fan assemblies, motor starters, relays, temperature controls, drive mechanism, combustion safeguard equipment, belts, filters, thermostats, covers, and so forth. Replacement parts shall be designed and manufactured to be completely usable with installed systems and components. Parts shall be of equivalent material, strength, and design as original part, and shall be new, and of high quality. Refrigerants are not included.

4. Emergency/Corrective Maintenance: Twenty-four hour, seven days a week service, including overtime and parts and materials, will be provided at no additional cost above stated contract price. Vendor shall be responsible for an unlimited number of emergency calls. Vendor is to be available at any time and respond within two (2) hours after notification of any system problems. All scheduled maintenance (preventative and emergency) under this agreement will be performed during the normal working hours as defined as 8:00 am to 4:00 pm within the contracted period. The successful vendor must have the ability to respond to all service requests regardless of weather conditions (snow, ice, etc.)

5. Contact Information: Vendor must provide technician contact information. Vendor may be contacted at any time during the twenty-four (24) hour day, seven (7) days a week, Sundays and Holidays included.

6. Workmanship Quality: All work must be performed by person in the direct employment of the Vendor, unless prior approval is obtained from an authorized owner representative to use subcontractor. All work shall be performed according to the standards of the industry, and to the complete satisfaction of Fairmont State. All equipment shall be maintained to operate at the originally specified performance level or better. All work shall be performed in accordance to:

a. Building Officials and Code Administration (BOCA) b. ANSI/ASHRAE Standard (BACnet) c. American Society of Testing Materials (ASTM) d. American Society of Mechanical Engineers (ASME) e. National Electric Code (NEC) f. National Fire Protection Association (NFPA)

7. Certifications: Vendor shall ensure that all HVAC Maintenance performed under this contract is performed by an appropriately licensed individual. Required licenses may include, but are not limited to the following:

a. Electricians – WV Electricians License b. Plumbers – WV Plumbers License c. HVAC – EPA 608 Certification and Apprentice Certification or Completion of HVAC Vocational Program. d. WV Contractor’s License


8. Personnel Qualifications: Vendor shall provide competent repair technicians which shall be on campus at least forty

(40) hours weekly. If more than forty (40) hours per week are needed to complete the preventative maintenance required, it shall be the responsibility of the contractor to provide the additional labor necessary to complete the scheduled preventative maintenance at no additional cost to the University. Technician shall be experienced (minimum three years) mechanic with the ability to independently perform maintenance, repair, and modifications to all types of heating, ventilation, air conditioning equipment, and energy management system. All personnel used by the vendor shall be in the direct employment by the vendor, unless prior approval is obtained by the University to use outside help. All work shall be performed by properly trained and qualified for work described in the contract. Fairmont State reserves the right to refuse to accept services from any personnel deemed by Fairmont State to be unqualified, disorderly, or otherwise unable to perform the contract work. Vendor must make available engineering services (review/consultation) two hours monthly at no additional cost.

9. Performance Specifications: a. The University reserves the right to furnish equipment and parts from other means of procurement where

applicable. b. The contractor will insure that when placing a system back in service after repair that all system components

are checked and properly functioning. c. In the process of working on a system, the technician will call immediate attention to any system design or

installation problems to the University. d. Details of work specified and required will be coordinated with the University representative. Work will be

subject to inspection. 10. Mechanical System Maintenance: For purpose of defining maintenance and servicing, the list of equipment includes,

but not limited to: a. Centrifugal water chillers, including chiller units, cooling tower, circulating pumps, terminal units (air

handlers, fan coil units, etc.) and all associated piping back to nearest valve, pumps, and controls. b. Air cooled chillers, centrifugal or reciprocating, including chiller units, terminal units, and all associated piping

to nearest valve, pumps, and controls. c. Direct expansion systems (rooftop package units) including entire rooftop unit and all associated controls. d. Split systems, including compressor/condenser unit, evaporation section and all associated piping controls. e. Hot water boilers, beginning with and including the make-up water system and ending at the point of the last

valve control point. All electrical controls and thermostats included. f. Steam boilers, beginning with and including the steam condensate pump and boiler feed pump, and ending

at the point of last valve control. g. Hot air furnace, beginning at the point where the return air enters the furnace, and ending at the point where

the hot air leaves the furnace, including air filters. All electrical controls and thermostats included. h. Gas fired equipment begins at and includes the main gas valve on the supply line. i. Electrical service for equipment and system from and including primary breaker to be covered. j. Water service for equipment and system from and including last valve control to be covered. k. Water analysis and treatment where required. l. Smoke detection associated with HVAC. m. Filter changes as required. n. Exhaust fans to be included as specified. o. Make-up air units to be included. p. Energy Management Programmable System Components including but not limited to: software, boards,

switches, thermostats, pneumatics, actuators, and cabling fibers. 11. Equipment Not Included: Maintenance services, including repair, labor and parts replacement, for portions of the

systems and equipment that are non-moving are not included as part of this specification. 12. Excluded Items will be considered as: Foundations, structural supports, domestic water lines, drains, plumbing, oil

liners, gas lines, piping, oil storage tanks, air handling duct work, boiler shell and tubes, unit cabinets, boiler trim and reflector material, cooling tower structures, etc.

13. Vendor shall provide a report of any work as encountered that is outside the scope of this specification that is in need of attention, and that may include such equipment as outlined above.


4.3 Services Provided Take into consideration manufacturer’s specifications and recommendations, owner’s requirements, and building

operating hours, services provided shall include, but not limited to: 1. Preventive Maintenance to be provided no less than four (4) times per year, including seasonal start-up and shut-

down (if applicable): a. Examining each piece of equipment and device to see that it is functioning properly and is in good operational

condition. b. Painting all equipment as needed to prevent and protect against corrosion and deterioration. c. Lubricate all equipment where needed to permit bearings, gears, and all contract wearing points to operate

freely and without undue wear. d. Adjusting all linkages, motors, drivers, etc. that have drifted from the initial design settings and positions. e. Calibration all sensing, monitoring, output, safety, and readout devices for proper ranges, settings and

positions. f. Repairing the device with the addition of replacement parts should the maintenance not be adequate. g. Replacing the device should the maintenance not be adequate. h. Tearing down major pieces of equipment such as refrigeration compressors, water chillers, boilers, etc., and

overhauling periodically based on accumulated operation hours, building requirements, and/or as required to prevent breakdowns and to improve operational conditions.

i. Testing and cycling all equipment as a system after it has been cleaned, lubricated, adjusted and calibrated to assure that it operates to original design specifications.

j. Performing quarterly vibration analysis will be made on all equipment about one HP. The analysis will be provided as a written report showing the vibration measured.

k. Using an infrared scanner for a site inspection at least semi-annually to evaluate the condition of all portions of mechanical systems to include, but not limited to, motors, pumps, chillers, boilers, motor starters, and electrical panels for proper predictive/preventive maintenance.

l. Performing spectrochemical analysis of refrigeration compressor oil to determine the concentration level of each of the following chemicals:

Iron Silver Zinc Lead Tin Calcium Copper Silicon Barium Chromium Baron Magnesium Aluminum Sodium Titanium Nickel Phosphorus Molybdenum Cadmium Antimony The analysis will consist of a minimum of the following four (4) tests: ▪ Total Acid (ASTMD 664) ▪ Viscosity (ASTMD 455) ▪ Water Content (ASTMD 1744) ▪ Total Solids (ASTMD 91)

The vendor must use a qualified laboratory to perform an oil analysis during the Spring start up, and will provide the University with a detailed report, if requested.

m. Performing boiler flue-gas analysis during heating season switchover with an Electric Flue Gas Analyzer to

determine the proper energy efficiency of boiler burner system to maximize burner efficiency and providing University with a detailed report.


n. This mechanical maintenance included all parts, labor and materials necessary to make the repairs and in

addition the necessary replacement of any units including: ▪ Water circulating pumps as pertaining to heating and cooling systems. ▪ Water regulating valves ▪ Float valves ▪ Supply and exhaust fans ▪ Electric motors ▪ Belts ▪ Electric starters (all) ▪ Heating coils (cleaning only) ▪ Cooling coils (cleaning only) ▪ Belt Drives ▪ All water strainers ▪ Capacity and Safety Devices which control the equipment ▪ Unit Heaters ▪ Fan Cabinets, Air Handling Units ▪ Boilers and Controls ▪ Compressors ▪ Air Cooled Condensers ▪ Packaged Rooftop Units

2. Parts Replacement

All parts, components, or devices for the mechanical systems as listed above that are worn or are not in proper

operational condition will be repaired, and/or replaced with new parts, components, or devices. 1. Temperature Control Devices and Systems

a. Regularly and systematically examine, adjust, calibrate, and clean all thermostats, humidity controls, valves, relays, motors and accessories directly pertaining to the control systems.

b. Regularly and systematically furnish lubricants and lubricate such components as air compressors, valve directly pertaining to the control systems.

c. Replace valve packing materials of control valves as often as may be necessary in order to maintain the valves without leaking.

d. Maintenance, repair, or replacement of automatically controlled dampers is included. e. Maintenance, repair, or replacement of automatically controlled valves is included. f. All dampers shall be checked for tight closing, bent blades, and defective linkages. Repair or replacement

is included. g. Regular maintenance, repair or replacement of automatically controlled valves is included. h. All controllers shall be checked for calibration, presence of moisture or oil, control part and seat

alignment and of capillaries and shall be calibrated as required. i. All control devices shall be checked for leaks, sticking stems, air tightness, broken or weak springs,

ruptured diaphragms and shall be lubricated and adjusted as required. Control valve work to include repacking and reseating as required.


2. Pumps and Motors a. Check and repair or replace motor mounts. b. Lubricate all motor bearings. Repair or replace, if defective. c. Check and adjust coupling alignment and condition. d. Check and adjust coupling for wear and shaft security, repair and replace as needed. e. Lubricate drive shaft and replace, if worn. f. Repair or replace impeller, if defective. g. Check packing and seals for leakage. Repair or replace, if defective. h. Inspect all gaskets for deterioration and repair and replace, if defective. i. Paint components. j. Inspect starter coils and contacts. Repair or replace, if defective. k. Perform amperage and ground test. l. Check bearing assemblies with vibration analysis meter to determine wear conditions. m. The repair or replacement, if defective, motors is included.

3. Evaporator Coils

a. Check thermal expansion valve for damage or rust. Replace, if defective. b. Check for security in ductwork, tighten if required. c. Clean drain pan and check for condensate and line blockage. d. Straighten fins with coil comb and clean all surfaces. e. Check for damage or leaks and repair as necessary. f. Check distributor tubes for leaks with electronic detector, or halide torch. Repair, as needed. g. Check superheat with suction pressure gauge and thermometer. Replace, as needed.

4. Heating Coils (Hot Water and Steam)

a. Clean and check trap. Repair or replace as needed. b. Check hand valves for leakage and repair, as needed. c. Check piping insulation for damage and repair as needed. If asbestos, report to University for owner repair. d. Check condition of finned surfaces, clean air side, straighten fins, check for leaks or rust, and check for

blockage. Repair as needed.

5. Exhaust Fans (Fume Hoods /Kitchen & Bathrooms) a. See motor service requirements. b. Paint fan housings and remove rust. c. Inspect bearing and shaft for wear and alignment. Replace or repair as needed. d. Use vibration Analysis Meter to determine bearing wear condition. e. Check pulley and belt tension and adjust. Perform amperage and ground tests.

6. Air Cooled Condensers

a. See motor service requirements. b. Paint and clean frame as needed. c. See fan service requirements. d. Clean finned surfaces, check for damage or leaks, check for security and vibration. Repair as necessary.

7. Air Handling Units

a. See motor service requirements. b. See fan service requirements. c. Inspect and clean cooling and heating coils. Straighten fins and inspect for leaks. Repair as necessary. d. See control system service requirements for dampers and control devices. e. Paint and repair.

8. Boiler or Chiller Room

a. Keep area neat and orderly.


9. Boilers

a. Perform regular flue-gas analysis test and make required adjustments for combustion efficiency. Copy of analysis to be given to owner.

b. Inspect for soot and corrosion and clean or paint as required. c. Perform regular relief valve test and repair or replace as needed. d. Perform operational test and assure proper settings; operating control, high temperature safety, flame failure

safety, and high/low gas pressure cut-off. e. Inspect fireside of boiler and refractory for defects, patch and coat as required. f. Inspect firebrick and refractory for defects, patch and coat as required. g. Disassemble, inspect and clean low-water cut-off. h. Clean make-up water regulator and adjust as necessary. i. Annually break tube boilers down and inspect/clean tubes, gaskets, and water holding system. j. Clean fire passes and heating surfaces. k. Regularly check condition of water, both visually and by chemical test. l. Clean pilots and ignites. Repair or replace as needed. m. Check flame composition and shape. Adjust as required. n. Perform combustion and draft test. Repair or adjust as required. o. Inspect and clean orifices, passages and nozzles. p. Adjust fuel/air ratio. q. Check for proper operation of main and safety shut off valves. Repair, adjust, replace as needed. r. Check for leaks and overall security. Repair as needed. s. Assure gas valve shut off and check gas pressure regulator setting. Adjust, repair or replace as required. t. Check all gauges for accuracy. Calibrate or replace as needed. u. Shut down boiler at end of heating season and perform all necessary shut down tasks.

10. Heat Exchanger

a. Check exterior plates for leaks. Repair as needed. b. Paint interior. c. Check hand valves for leakage and proper shutoff. Repair or replace as needed. d. Clean, check, and adjust or repair trap. e. See temperature control service requirements for control or valves. f. Break converter down annually and clean tubes. Inspect for leaks or damage to tube assembly or shell. Repair

as needed. If not repairable report to owner.


11. Air Conditioning Chillers/Compressors

a. Check all gauges for accuracy and operation. Repair, calibrate or replace. b. Check motor service requirements. c. Completely check control panel devices for proper calibration and operation. Repair or replace as required. d. Check compressor oil level and condition. Replace as needed. e. Perform oil acid test and check oil heater operation. Repair and replace as needed. f. Check refrigerant charge for proper level and inspect holding systems for leaks. Repair and replace as needed. g. Observe bearing and operating surface temperature and take corrective action. h. Use Vibration Analysis Meter to determine wear condition of bearing assemblies. i. Sequence cylinder unloaders. j. Inspect high pressure safety valve and all safety systems. Repair, adjust or replace as required. k. Use Vibration Analysis Meter to determine proper setting or impeller assemblies. Adjust or replace as

required. l. Annually break down evaporator and condenser to perform cleaning procedures. Check for leaks and damage

and repair or replace as required. m. Replace water holding gaskets and seals as needed. n. Paint all exterior surfaces. o. Check, clean, and lubricate purge units. p. Check vibration isolators and replace if fatigue is evident. q. Completely check eliminator assembly and lubrication pump. Repair or replace as needed. r. Inspect security of condenser and chilled water connections. Tighten or repair as required. s. Inspect flow control float operation and repair or replace as required. t. Provided full start up chiller at beginning of cooling season. u. Provide full shut down of chiller at end of cooling season. v. Report any structural wear or problems to owner. Structural repair not included.

12. Cooling Tower or Evaporator Condenser

a. Check motor service requirements. b. Check fan service requirements. c. Check water treatment requirements. d. Annually clean and repair tower components. e. Paint exterior surfaces. f. Provide tower shutdown at end of season. This will include cleaning of pumps, water outlets baffles, and

float valve operational check. g. Provide for tower filling at beginning of season, including complete operational check. h. Report any structural wear or problems to owner. Structural repairs not to be included.

13. Rooftop HVAC

a. Check motor service requirements. b. Check control service requirements. c. Check fan service requirements. d. Check refrigeration/chiller requirements. e. Check boiler combustion control service requirements. f. Report any structural wear or problems to owner. Structural repairs are not included.

14. Energy Recovery Units

a. Check motor service requirements. b. Check heat wheel service requirements. c. Check control service/settings requirements. d. Regularly inspect/clean fins to assure proper operation. e. Report any structural wear or problems to owner. Structural repairs are not included.


15. Water Treatment Service

a. Vendor must supply chemical water treatment, labor and automatic treatment panels/pumps for all boilers and water tower of the systems listed.

b. Vendor must install and maintain all water treatment panels and pumps. c. Vendor must provide chemical analysis of each system treated to assure proper treatment methods and

results. d. All chemicals used must be biodegradable, environmentally safe. e. Vendor must install automatic treatment panels and pumps no all boilers and cooling towers. f. A quarterly written report on water conditions will be submitted to the University representative. Report

any problems to owner.

16. Electric Heating Units a. Regularly clean and inspect each unit to assure proper operation. Repair or replace defective components as

required. b. Perform amperage and ground tests.

17. Filters

a. Supply and install all filter media and framing material needed to satisfy requirements as listed above, or manufacturer’s recommendations, whichever is more frequent.

18. Tests a. Oil samples and refrigerant samples shall be taken from all applicable equipment and analyze for possible

bearing, and/or motor deterioration; refrigerant samples for oil, acid, and water content. Test results to be reviewed with University personnel. Additional testing as required and/or recommended by manufacture shall be performed.

19. Reports

a. Maintenance and service reports shall include the following: 1. Time and date of work. 2. Location of Work 3. Description of Work. 4. Time worked. 5. Service Technician identified. 6. Equipment worked on. 7. Materials and parts used. 8. Outcome/Corrective measures.


20. General scope of work for all areas:

a. Insure that all gauges are marked and labeled. b. Insure that operating instructions are posted and maintained in all locations. Physical check and upgrading

by October 1st of each year. c. Conduct semi-annual system indoctrination for University personnel. d. Furnish the University with a copy of a complete minimum location, equipment, and inspection and service

levels/intervals. These must be furnished within 30 days of contract award. e. Insure all heating systems are serviced and ready for winter operation no later than September 15th of each

year. f. Insure all air conditioning systems are serviced and ready for summer no later than April 15th of each year. g. Optimize system efficiency with outside air usage while maintaining a healthy building. h. Prepare equipment for inspections and accompany inspectors. i. Secure technical date as required. j. Responsible for electric service for equipment and systems covered from and including the nearest primary

circuit breaker as appropriate. k. Responsible for water service from and including last valve control point. l. Management team must visit Fairmont State campus at least twice yearly (May and October) and more, if

needed. m. Management and field personnel shall attend periodic meetings called by owner to brainstorm, review

problems, etc. n. Vendors, prior to bidding, shall do a complete HVAC survey and identify to the owner any and all equipment

that is believed to be no longer maintainable or believed to be approaching the end of its useful life. Provide the University with a report showing the data including the replacement cost and the estimated remaining life cycle. Operational analysis of all buildings, HVAC equipment condition and of operating procedures will be performed quarterly by successful contractor and reviewed with owner through discussion and written evaluation.

o. The owner remains title and control of all equipment and parts. The vendor shall not be liable for any loss, damage, or delay due to cause beyond reasonable control, including, but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, flood, riot, civil commotions, war, malicious mischief, or acts of God.

p. Except for emergency/callback services, herein provided for, all work shall be performed during regular established hours of the University, 8:00 a.m. to 4:00 p.m., Monday through Friday, legal (University) holidays excluded.

q. The University reserves the right to make such inspections, tests as and when deemed advisable, to ascertain that the requirements of these specifications are being fulfilled. Should it be found that the standards herein specified are not being satisfactorily maintained, the Owner shall immediately demand that the Vendor place the equipment in condition to meet with these requirements. If the vendor fails to comply with such demands within a reasonable time, the University may by written notice terminate the contract after 30 days, and the Vendor shall be liable to the University for any excess cost incurred by the University.


4.4 Security

1. Campus Facilities The University shall provide general security to the campus locations occupied by the Contractor. It is agreed that the campus locations assigned to the Contractor are for use solely to fulfill the Contractor’s duties and that the Contractor shall at all times keep University facilities secured.

2. Keys

The Contractor shall be responsible for any keys or locking devises provided to the Contractor at the onset of the contract. The Contractor shall be responsible for the cost of replacement of lost keys, and if the University determines that keys lost by the Contractor could compromise campus security, the Contract shall be responsible for all costs associated with re-keying designated locations. The Contractor may request the University to re-key the facilities prior to the commencement of the contract, or at any time during the duration of the contract, however, any costs of such re-keying shall be the sole responsibility of the Contractor.

3. Reporting

The Contractor shall be responsible for immediately reporting to the University any known facts related to losses incurred as a result of break-ins to the premises or the rest of the facilities. The Contractor shall be responsible for reporting to the University any accidents involving staff and customers or adverse behavioral incidents involving staff or patrons which occur in or around the premises.

4.5 Smoking Policy The University campus is tobacco and smoke-free. The use of tobacco and tobacco related products is prohibited on Fairmont State Campuses. Prohibited tobacco and

tobacco related products include, but are not limited to, cigarettes, e-cigarettes, chewing tobacco, dip, pipes, cigars, cigarillos, hookah or water pipe smoking, snus and snuff. This policy applies to faculty, staff, students, contractors, vendors, and visitors. It applies to any and all indoor and outdoor events.


SECTION FIVE: VENDOR PROPOSAL FORMAT/SUBMISSION 5.1 Economy of Preparation: Proposals should be prepared simply and economically providing a straightforward,

concise description of the Vendor’s abilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of the content. The proposals shall be bound or provided in a 3 ring binder and contain numbered Tabs as indicated below.

The front cover shall contain the name of the company and RFP number. The original package shall be clearly

marked “ORIGINAL” on the front cover. Provide three (3) additional copies. A table of contents shall be included. 5.2 Incurring Cost: Neither the University nor any of its employees or officers shall be held liable for any expenses

incurred by any Vendor responding to this RFP, including but not limited to preparation, delivery, or travel. 5.3 Proposal Format: To facilitate direct comparisons, your proposal should be submitted in the following format, listed

in order, and index tabbed to match.

Tab 1. Mandatory proposal certification as per Section 8

Tab 2. Vendor Information, qualifications and client information (information requested in Section 3)

Tab 3. Understanding of Fairmont State Needs. How the vendor proposes to meet Fairmont State Needs?

Tab 4. Cost

Cost Proposal – Any and all financial information must be submitted in a separate envelope.


5.4 Proposal Submission: Proposals must be received in two distinct parts: technical and cost.

Technical proposals must not contain any cost information relating to the project.

Cost proposal shall be sealed in a separate envelope and will not be opened initially.

All proposals must be submitted to the University prior to the date and time stipulated in the RFP as the opening date. All bids will be dated and time stamped to verify official time and date of receipt.

Vendors should allow sufficient time for delivery. In accordance with West Virginia Code §5A-3-11, the University Cannot waive or excuse late receipt of a proposal, which is delayed or late for any reason. Any proposal received after the bid opening date and time will be immediately disqualified in accordance with State law. Vendors responding to this RFP shall submit: One (1) original technical and cost proposal -- plus three (3) convenience copies to: Lenora Montgomery

Financial Reporting Manager Fairmont State University 1201 Locust Avenue Fairmont, WV 26554

The outside of the envelope or package(s) for both the technical and the cost should be clearly marked: REQ #: RFP # HVAC-18 Opening Date: June 14, 2018 Opening Time: 2:00 p.m. 5.5 Purchasing Affidavit: West Virginia Code §5A-3-10a requires that all bidders submit an affidavit regarding any debt

owed to the State. The affidavit must be signed and submitted prior to award. It is preferred that the affidavit be submitted with the proposal.

http://www.state.wv.us/admin/purchase/vrc/paffidavit.pdf 5.6 Resident Vendor Preference: In accordance with West Virginia Code §5A-3-37, Vendors may make application for

Resident Vendor Preference. Said application must be made on the attached Resident Vendor Certification form at the time of proposal submission.

http://www.state.wv.us/admin/purchase/vrc/Venpref.pdf

http://www.state.wv.us/admin/purchase/vrc/paffidavit.pdf

http://www.state.wv.us/admin/purchase/vrc/Venpref.pdf


5.7 Interested Party Disclosure: W. Va. Code § 6D-1-4 requires that vendors entering into contracts with an actual or

estimated value of at least $100,000, must disclose, in writing, the interested parties of the business entity before entering into a contract with a higher education institution.

Business entities are required to update any changes to the list of interested parties of the business entity on a periodic basis.

The disclosures required by this section are made in writing, by an authorized agent under oath and under penalty of perjury.

FSU requires that disclosure must occur on the form prescribed and approved by the WV Ethics Commission. A copy of that form is attached.

"Interested parties” means:

(1) A business entity performing work or service pursuant to, or in furtherance of, the applicable contract, including specifically sub-contractors;

(2) the person(s) who have an ownership interest equal to or greater than 25% in the business entity performing work or service pursuant to, or in furtherance of, the applicable contract. (This subdivision does not apply to a publicly traded company); and

(3) the person or business entity, if any, that served as a compensated broker or intermediary to actively facilitate the applicable contract or negotiated the terms of the applicable contract with the state agency. (This subdivision does not apply to persons or business entities performing legal services related to the negotiation or drafting of the applicable contract).

The term “interested parties” shall not include any sub-contractors receiving less than $50,000 under an applicable contract.

5.8 Technical Bid Opening: The Procurement Officer will open and announce only the technical proposals received prior

to the date and time specified in the Request for Proposal. The technical proposals shall then be provided to the evaluation committee.

5.9 Cost Bid Opening: After the evaluation of the technical proposals, the Procurement Officer will open the cost

proposals. All cost bids from qualifying proposals will be opened. Cost bids for non-qualifying proposals will not be opened. A proposal may be deemed non-qualifying for a number of reasons including, but not limited to, the bidder’s technical proposal failing to meet the minimum acceptable score and the bidder’s technical proposal failing to meet a mandatory requirement of the contract. Certain information, such as technical scores and reasons for disqualification, will not be available until after the contract award, pursuant to West Virginia Code §5A-3-11(h) and West Virginia Code of State Rules §148-1-6.2.5.


SECTION SIX: EVALUATION AND AWARD 6.1 Evaluation Process: Proposals will be evaluated by a committee of three (3) or more individuals against the

established criteria. The Vendor who demonstrates that they meet all of the mandatory specifications required; and has appropriately presented within their written response and/or during the oral demonstration (if applicable) their understanding in meeting the goals and objectives of the project; and attains the highest overall point score of all Vendors shall be awarded the contract. The selection of the successful Vendor will be made by a consensus of the evaluation committee.

6.2 Evaluation Criteria: All evaluation criteria is defined in the specifications section (section four) and based on a 100

point total score. Cost shall represent a minimum of 30 of the 100 total points. Step 1: Technical Proposal Evaluation 1. Experience and Qualifications of the Vendor (25 points)

Demonstration of strong capabilities, experience, and reputation in undertakings similar to those described herein.

2. Audit and Evaluation of Equipment (20 points)

Prepare HVAC Assessment of HVAC during walk-thru of Buildings.

3. Technical Approach and Work Plan (25 Points)

Demonstrate understanding of the specifications.

Demonstrate understanding of actual work to be performed

Vendor’s proposal to satisfy the contract requirements.

Step 2: Cost/Financial Proposals

4. Cost (30 points)

Cost to provide all labor, materials, equipment, etc for services listed throughout the Request.

Each vendor shall clearly enumerate any and all charges for the required services.

Optional services offered by the vendor for consideration by the University shall be clearly listed as optional charges.

Monthly Cost shall be listed by building. Scoring Matrix for Cost: After the technical scoring, the cost proposals will be opened for any bidder who attained the minimum acceptable score. The lowest proposed bid will be allocated the maximum points. The other bids will be allocated points based on a percentage calculation of their proposed amount in relationship to the lowest bid. The scoring will be calculated as shown by the following example: A = the lowest proposal bid B = the proposal being scored C = maximum points for cost B/A x C = cost score Example: Bid A (the lowest proposal bid) = $1,000 Bid B (the bid being scored) = $800 C = 30 (maximum points for cost) Bid A = 30 points Bid B = 24 points ($800/$1000 x 30 = 24)


6.3 Minimum Acceptable Score: Vendors must score a minimum of 70% (49 points) of the total technical points possible. All Vendors not attaining the minimum acceptable score (MAS) shall be considered as non-qualifying; therefore, the cost bids will not be opened. A proposal may be deemed non-qualifying for a number of reasons including, but not limited to, the bidder’s technical proposal failing to meet the minimum acceptable score and the bidder’s technical proposal failing to meet a mandatory requirement of the contract. Certain information, such as technical scores and reasons for disqualification, will not be available until after the contract award, pursuant to West Virginia Code §5A-3-11(h) and West Virginia Code of State Rules §148-1-6.2.5.

6.4 Independent Price Determination: A proposal will not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to prices with any competitor unless the proposal is submitted as a joint venture.

6.5 Rejection of Proposals: The University reserves the right to accept or reject any or all proposals, in part or in whole

at its discretion. The University further reserves the right to withdraw this RFP at any time and for any reason. Submission of or receipt of proposals by the University confers no rights upon the bidder nor obligates the University in any manner.


SECTION SEVEN: CONTRACT TERMS AND CONDITIONS 7.1 Contract Provisions: The RFP and the Vendor’s response will be incorporated into the contract by reference. The

order of precedence shall be the contract, the RFP and any addendum, and the vendor’s proposal in response to the RFP.

7.2 Public Record: All documents submitted to the University related to purchase orders or contracts are considered

public records. All bids, proposals, or offers submitted by Vendors shall become public information and are available for inspection during normal official business hours in the Fairmont State University Procurement Office.

Certain information, such as technical scores and reasons for disqualification, will not be available until after the

contract award, pursuant to West Virginia Code §5A-3-11(h) and West Virginia Code of State Rules §148-1-6.2.5. Risk of Disclosure: The only exemptions to disclosure of information are listed in West Virginia Code §29B-

1-4. Any information considered a trade secret must be separated from the Vendor submission and clearly labeled as such. Primarily, only trade secrets, as submitted by a bidder, are exempt from public disclosure. The submission of any information to the State by a Vendor puts the risk of disclosure on the Vendor. The University does not guarantee non-disclosure of any information to the public.

Written Release of Information: All public information may be released with or without a Freedom of

Information request; however, only a written request will be acted upon with duplication fees paid in advance. Duplication fees shall apply to all requests for copies of any document. Currently, the fees are 30 cents per page.

7.3 Conflict of Interest: Vendor affirms that neither it nor its representatives have any interest nor shall acquire any

interest, direct or indirect, which would compromise the performance of its services hereunder. Any such interests shall be promptly presented in detail to the University.

7.4 Vendor Relationship: The relationship of the Vendor with the University shall be that of an independent contractor

and no principal-agent relationship or employer-employee relationship is contemplated or created by this contract. The Vendor as an independent contractor is solely liable for the acts and omissions of its employees and agents.

Vendor shall be responsible for selecting, supervising, and compensating any and all individuals employed pursuant

to the terms of this RFP and resulting contract. Neither the Vendor, nor any employees or subcontractors of the Vendor, shall be deemed to be employees of the University for any purpose whatsoever.

Vendor shall be exclusively responsible for payment of employees and contractors for all wages and salaries, taxes,

withholding payments, penalties, fees, fringe benefits, professional liability insurance premiums, contributions to insurance and pension, or other deferred compensation plans, including but not limited to, Workers’ Compensation and Social Security obligations, licensing fees, et cetera and the filing of all necessary documents, forms and returns pertinent to all of the foregoing.

Vendor shall hold harmless the University, and shall provide the University with a defense against any and all claims

including, but not limited to, the foregoing payments, withholdings, contributions, taxes, Social Security taxes, and employer income tax returns.

The Vendor shall not assign, convey, transfer, or delegate any of its responsibilities and obligations under this

contract to any person, corporation, partnership, association, or entity without expressed written consent of the University.

Subcontracts/Joint Ventures; The Vendor may, with the prior written consent of the University, enter into

subcontracts for performance of work under this contract.


Indemnification: The Vendor agrees to indemnify, defend, and hold harmless the State and the University, their officers, and employees from and against: (1) Any claims or losses for services rendered by any subcontractor, person, or firm performing or supplying services, materials, or supplies in connection with the performance of the contract; (2) Any claims or losses resulting to any person or entity injured or damaged by the Vendor, its officers, employees, or subcontractors by the publication, translation, reproduction, delivery, performance, use, or disposition of any data used under the contract in a manner not authorized by the contract, or by Federal or State statutes or regulations; and (3) Any failure of the Vendor, its officers, employees, or subcontractors to observe State and Federal laws including, but not limited to, labor and wage laws.

Governing Law: This contract shall be governed by the laws of the State of West Virginia. The Vendor

further agrees to comply with the Civil Rights Act of 1964 and all other applicable laws and regulations as provided by Federal, State, and local governments.

7.5. Term of Contract and Renewals: This contract will be effective July 1, 2018 and shall extend for the period of five (5)

year, at which time the contract may, upon mutual consent, be renewed. Such renewals are for a period of up to one (1) year, with a maximum of five (5) one-year renewals, or until such reasonable time thereafter as is necessary to obtain a new contract. The “reasonable time” period shall not exceed twelve (12) months. During the “reasonable time” period, Vendor may terminate the contract for any reason upon giving the University ninety (90) days written notice. Notice by Vendor of intent to terminate will not relieve Vendor of the obligation to continue providing services pursuant to the terms of the contract.

7.6 Non-Appropriation of Funds: If funds are not appropriated for the University in any succeeding fiscal year for the

continued use of the services covered by this contract, the University may terminate the contract at the end of the affected current fiscal period without further charge or penalty. The University shall give the Vendor written notice of such non-appropriation of funds as soon as possible after the University receives notice. No penalty shall accrue to the University in the event this provision is exercised.

7.7 Changes: If changes to the contract become necessary, a formal contract change order will be negotiated by the

University and the Vendor. As soon as possible, but not to surpass thirty (30) days after receipt of a written change request from the University,

the Vendor shall determine if there is an impact on price with the change requested and provide the University a written Statement identifying any price impact on the contract. The Vendor shall provide a description of any price change associated with the implementation.

NO CHANGE SHALL BE IMPLEMENTED BY THE VENDOR UNTIL SUCH TIME AS THE VENDOR RECEIVES AN

APPROVED WRITTEN CHANGE ORDER FROM THE PROCUREMENT OFFICER. 7.8 Contract Termination: The contract may be terminated by the State with thirty (30) days prior notice pursuant to

West Virginia Code of State Rules § 148-1-7.16.2. 7.9 Insurance: Insurance shall be obtained from a reputable and financially responsible, insurance carrier, with an AM

Best rating of no less than (A). Fairmont State University shall be named as additional insured under the policy and certificate holder. Vendor shall furnish to the University written certificates that the insurance required herein had been procured and is being properly maintained throughout the life of this contract and that premiums therefore are paid and specifying the names of the insurers and respective policy numbers and expiration dates. All such insurance policies shall provide for, unless applicable statute otherwise specifies, at least thirty (30) days prior written notice of the effective date or cancellation to the University.

The additional insured shall read: Fairmont State University c/o Facilities Department 1201 Locust Avenue Fairmont, WV 26554


Vendor agrees to indemnify and save harmless the University against all claims, liabilities. Losses, damages and

expenses of every character whatsoever for bodily injury, sickness, and/or disease, including death at any time resulting there from sustained by an employee of Vendor, or of a subcontractor while in, on or about the premises of the University; or while engaged in the performance of the services hereunder, whether or not arising out of or in any way connected with this agreement or with the Vendor’s performance hereunder, and in whether or not such injury, sickness, and/or disease is not due to any negligence on the part of such employees or on the part of the University, its employees or agents.

Workers Compensation Vendor shall warrant that all employees are covered by valid workers compensation insurance in compliance with

the statutory requirements of the State of WV. Vendor employees exempt from mandatory participation in a workers compensation program are required to purchase workers compensation coverage. Coverage shall be secured from Brickstreet Insurance Company where required, or from a reputable and financially secure insurance company.

7.10 Bonding Requirements: Successful bidder must be capable of submitting a performance bond for the total cost of

one (1) year of the contract amount. Performance Bond form that will be part of the final contract can be reviewed by clicking on the link below:

http://www.state.wv.us/admin/purchase/vrc/BondPerform.pdf 7.11 Record Retention (Access and Confidentiality): Vendor shall comply with all applicable Federal and State rules,

regulations, and requirements governing the maintenance of documentation to verify any cost of services or commodities rendered under this contract by the Vendor. The Vendor shall maintain such records a minimum of five (5) years and make such records available to University personnel at the Vendor’s location during normal business hours upon written request by the University within ten (10) days after receipt of the request.

Vendor shall have access to private and confidential data maintained by the University to the extent required for the

Vendor to carry out the duties and responsibilities defined in this contract. Vendor agrees to maintain confidentiality and security of the data made available and shall indemnify and hold harmless the State and the University against any and all claims brought by any party attributed to actions of breach of confidentiality by the Vendor, subcontractors, or individuals permitted access by the Vendor.

7.12 Vendor Registration: Vendors participating in this process should complete and file a Vendor Registration and Disclosure Statement (Form WV-1) and remit the registration fee. Vendor is not required to be a registered Vendor in order to submit a proposal, but the successful bidder must register and pay the fee prior to the award of an actual purchase order or contract. http://www.state.wv.us/admin/purchase/vrc/wv1.pdf

7.13 AGREEMENT ADDENDUM FORM WV-96: If it is the intent of the apparent successful vendor to require the State to

execute the vendor’s contract, such contract must be attached for consideration with the proposal. It will also be a

requirement of the successful vendor to sign the “Agreement Addendum” form (WV-96) which is attached for your

review. http://www.state.wv.us/admin/purchase/vrc/wv96.pdf

http://www.state.wv.us/admin/purchase/vrc/BondPerform.pdf

http://www.state.wv.us/admin/purchase/vrc/wv1.pdf

http://www.state.wv.us/admin/purchase/vrc/wv96.pdf


SECTION EIGHT: FORMS AND ATTACHMENTS This section contains the various forms mentioned in the RFP:

Proposer Inquiry Form

Proposal Certification

Cost Proposal Format/Bid Sheet

List of Buildings and Equipment


Inquiry Form

This form is to be used to submit questions and requests for clarification of specifications.

Deadline for inquiries: June 7, 2018

Vendor Name: ___________________________________________________________________________

Contact Name: ___________________________________________________________________________

Section # and Page # (that questions or request for clarification relates to): ___________________________

Question: ________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________


Question: ________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________


Question: ________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________


Question: ________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________

________________________________________________________________________________________


PROPOSAL CERTIFICATION

(date)

Fairmont State University Physical Plant 1201 Locust Avenue Fairmont, WV 26554

The undersigned certifies that to the best of his/her knowledge: (check one)

_______ There is no officer or employee of Fairmont State University who has, or whose relative has, a substantial

interest in any contract award pursuant to this proposal.

_______ The names of any and all public officers or employees of Fairmont State University who have, or whose

relative has, a substantial interest in any contract award pursuant to this proposal/bid are identified by

name as part of this submittal.

The undersigned further certifies that their firm (check one) _____ IS or _____ IS NOT currently debarred, suspended, or

proposed for debarment by any federal entity. The undersigned agrees to notify the University of any change in this status,

should one occur, until such time as an award has been made under this procurement action.

In compliance with Request for Proposal for Food Service Operations for Fairmont State University Campus and after carefully

reviewing all the terms, conditions and requirements contained therein, the undersigned agrees to furnish such

goods/services in accordance with the specifications/scope of work.

(Firm Name) (Address) (Phone #) (Name) (Signature) (Title) (Email Address) (FEIN)


HVAC Maintenance Cost Proposal

Cost Proposal to provide HVAC Maintenance according to RFP: HVAC-18 and any addendums issued and acknowledged. Building _____Monthly Cost_______ Caperton Center $___________________

Colebank Hall $___________________

Education Building $___________________

Engineering Building $___________________

Falcon Center $___________________

Feaster Center $___________________

Folklife Center $___________________

Hardway Hall $___________________

Hunt Haught Hall $___________________

Jaynes Hall $___________________

Merchant Street Building $___________________

Musick Library $___________________

Physical Plant Buildings (Main & Annex) $___________________

Pierpont Community & Technical College Advanced Technology Center $___________________ Robert C Byrd Aerospace Center $___________________

Robert C Byrd Aerospace Center (Hanger B) $___________________

Shaw House (President’s Residence) $___________________

Turley Center $___________________

Wallman Hall $___________________

Residence Halls _____Monthly Cost_______

Bryant Place $___________________

Morrow Hall $___________________

Pence Hall $___________________

Prichard Hall $___________________

University Terrace (Buildings 1, 2, & 3) $___________________

_________________________________________________________ Signature Date _______________________________________________________________________ Printed Name & Title


Building HVAC Equipment Descriptions Caperton Center: Total environmental systems including but not limited to:

1. Total heating, cooling, ventilation, and control systems maintenance.

2. Air handling units (Qty. 7)

a. AHU-1 Model LSL-108CH

b. AHU-2 Model: LSL-106CH

c. AHU-3 Model: LSL-108CH

d. AHU-4 Model: ACH501-010-4

e. AHU-5 Model: ACH501-007-4

f. AHU-6 Model: ACH501-010-4

g. AHU-7 Model: LSL-106CH

3. 2014 Bryan TF200 natural gas boiler; Model: 140334.

4. McQuay air cooled screw chiller ALS-204-A

5. Q-Mark electric wall heaters Model: AWH4307 (Qty. 2)

6. Titus Submittal VAV boxes Model: DESV

7. Chilled water pumps.

8. Exhaust Fans (Qty. 2)

9. Ceiling room units (Qty. 2, located in library first floor)

10. Fan Coil Units

a. TSC “F” Vintage (Qty. 1)

b. TSH “F” Vintage (Qty. 2)

11. Variable frequency controls ACH 501, Series B

12. Variable frequency drive, ABB variable speed drive Model: ACH401600532 (3)

13. HVAC hydronic pumps Model: 1635C3N3013814 (HWP1 & 2) Model: F1311E2HAJIL0A (HWP-3)

14. Greenheck power ventilators Model: CWB-300

15. Energy Management i-Vu server 6.0


Colebank Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, humidification, ventilation, and control systems maintenance.

2. All pneumatic/electric temperature control devices.

3. Air compressor.

4. Boiler, including all associated components.

5. Heat pump (first floor)

6. Trane split heat pump system: outdoor heat pump 5 ton, indoor horizontal AHU 3.5 ton with electric

supplemental heat.

7. Trane 30 ton cooling only RTUs.

8. Data center Liebert DS cooling unit and condenser (Qty. 2).

9. Minimum of four filter media changes per year.

10. Smoke detectors associated with mechanical equipment.

11. Bell & Gossit Series 1510 Universal hot water heat pumps.

12. Water analysis and treatments.

13. Carrier roof top units (Qty. 4).

14. Acme power roof exhausts, gravity relief vents.

15. Trane VAV units.

16. Trane force-flo cabinet heaters.

17. VAVs on third floor.

18. Make-up air handler boiler.

19. Building control systems: Bacnet.


Education Building: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation and control systems maintenance.

2. Boilers Model: CL210-W-G (Qty. 2)

3. Boiler water analysis and treatment.

4. VAVs thermostatic controlled.

5. Air compressor.

6. Armstrong pumps and accessories Series 4030.

7. Carrier package rooftop units with hot water coil. (Qty. 3)

8. All pneumatic/electric control devices.


10. Minimum four filter changes per year.

11. Energy Management i-Vu.


Engineering Building: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation and control systems maintenance.

2. Trane rooftop units (Qty. 2) Model: SXHGD134

3. Indeeco electric wall heaters (Qty. 8)

4. Indeeco electric ceiling heaters (Qty. 7)

5. Indeeco electric finned tube radiation.

6. Qmark modular unit heaters.


8. Energy Management system.


Falcon Center: Total environmental systems including but not limited to: 1. Aaon Rooftop Units (Qty. 9)

a. AHU-1 Model: RM-030-3-0-AB02-244

b. AHU-2 Model: RM-006-3-0-AA01-232

c. AHU-3 Model: RM-030-3-0-AB02-264

d. AHU-4 Model: RM-030-3-0-AB02-274

e. AHU-5 Model: RN-070-3-0-AA04-3B4

f. AHU-6 Model: RM-030-3-0-AB02-244

g. AHU-7 Model: RN-070-3-0-AA04-2B4

h. AHU-8 Model: RN-031-3-0-AB02-2A4

i. AHU-9 Model: RM-020-3-0-AA02-244

2. DH-1 Model: RN-040-3-A-DQB4-3B4

3. HP-1 Model: SHC09DM

4. Raywall electric wall heaters (Qty. 5)

5. Taskmaster 5100 series electric unit heater.

6. Greenheck makeup air units (Qty. 8)

7. VAV terminals.

8. Greenheck Fans EFs and KHUs (Qty. 13)

9. Rooftop units (Qty. 2) Model: DM060S08P4BAA1 (conference center)

10. Energy Management Andover controls.


Feaster Center: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation and control systems maintenance.

2. Boilers including all associated components. (heating for swimming pool water)



5. Tjernlund AHUs (Qty. 9)

6. Packaged pool dehumidification unit, controls, and fabric duct sock.

7. RTUs (Qty. 4) Engineered Air rooftops that serve the Gym.

8. AHUs (Qty. 3) DX cooling with natural gas heating.

a. AHU-5 Main and Lower Lobbies Model: 2215

b. AHU-6 Offices and Meeting Rooms Model: 1515

c. AHU-7 Training and Locker Rooms Model: 1818

9. Carrier condensing unit and unit ventilators serve the elevator addition.

10. Qmark/Marley electric wall/ceiling heater and radiant ceiling panel serve the elevator addition.

11. Acme exhaust units.

12. Air compressor.

13. Minimum of six filter changes per year.

14. Energy Management Johnson Controls, Bacnet.


Folklife Center: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation and control systems maintenance.

2. York LX series air conditioner, ICM controls, heat pump bypass installed.

3. EMI America Series ductless split system condensing unit and wall evaporator.

4. Residential gas fired furnace (Qty. 5)

5. Greenheck ceiling exhaust fans

6. Minimum of four filter changes per year.


Hardway Hall / Administration Building: Total environmental systems including but not limited to: 1. Total heating, cooling and ventilation systems and control systems maintenance.

2. All Bacnet temperature control devices.

3. Chiller plant is located at Turley Center.

4. Boiler plant is located in Wallman Hall’s mechanical penthouse.

5. Circulating pumps located in basement of Hardway.

6. Two, Smartech DOAS units located on third floor.

7. Williams AHU-1.1 (110 Office suite)

8. Carrier RTU complete, including all controls. (248 suite)

9. QMark electric radiant ceiling panels.

10. Filter changes four times per year.

11. Glycol-based heat transfer fluid, analysis and treatments.

12. Energy Management Mason & Barry.


Hunt Haught Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation system and control systems, mechanical and air compressor

maintenance.

2. Boilers (Rooftop enclosure) water analysis and treatment. Thermal Solutions Model EVA 2000s boilers,

boiler pumping package and unit controls.

3. Air handling units, condenser units (Qty. 3).

4. McQuay AHU-1 Model MSL-137DH

5. McQuay AHU-2 Model LSL-106CH

6. McQuay condensing units RCU-1 Model ALP080C, RCU-2 Model: ALP-013C

7. Engineered Air rooftop unit, dedicated outside air. (RTU-1)

8. McQuay Horizontal Unit Heaters (HUH-1)

9. All pneumatic/electrical temperature control devices.

10. A minimum of four filter media changes for all HVAC systems having filters.

11. One AMSCO electric steam boiler (steam jenny)

12. Smoke detectors associated with air handling units.

13. Laboratories exhaust fans and fume hoods.

14. AVP Plate Heat Exchangers (PF-1)

15. Taco Pumps, P-1 Model: VI-3007, P-2 Model: VI-3008

16. Taco air separator, AS-1 Model: AC-5

17. Indecco Duct Coils (RH-1 thru RH-6) Sheath flanged coils.

18. Neptune chemical feeder, Chemical and Service.

19. Carnes Fans (EF-1 thru EF-30)

20. Carnes Variable Air Volume (Qty. 78)

21. Energy Management Honeywell.


Jaynes Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, and ventilation systems and control systems maintenance.

2. Lochinvar Power Fin Boiler Model: PBN0502-M9 (Qty. 2) and associated components.

3. P-Series VFD with bypass Part: CIE3R-BYPO15-P2/3 (Qty. 2) and associated components. Franklin control

systems; Bacnet.

4. Baltimore Aircoil Company closed circuit fluid cooler (roof, FC-1) Model: FXV-0809-20D-L

a. Electric immersion heater control package

b. Chemical water treatment

5. Water analysis and treatment.

6. Addison dedicated outdoor air unit (DOAS-1) water source heat pump.

7. Bell & Gossett pumps.

a. In-Line pump Series e-90 (Qty. 2)

b. Base mounted pump Series e-1510 (Qty. 2)

8. Rooftop heating/cooling unit for 200 suite.

9. Minimum six filter changes for all heat pumps.

10. Carrier i-Vu temperature control system.


Merchant Street Building: Total environmental systems including but not limited to: 1. The total heating, cooling, humidification, ventilation system and control systems maintenance.

2. Trane AC Unit.

3. Duct electric heat.

4. Trane air handler.

5. Zone dampers.

6. DDC control.

7. Replace filters four times per year.

8. Energy Management Control Honeywell.


Musick Library: Total environmental systems including but not limited to: 1. The total heating, cooling, humidification, ventilation system and control systems maintenance.


3. Rooftop units (Qty. 2) Heating and cooling, BCS controls.

4. Smoke detectors associated with AHUs.

5. All pneumatic/electric temperature control devices and air compressor.

6. Air handling units

a. AHU-1 first floor hot water pumps (Qty. 2), chilled water pump (Qty. 1), VAV boxes.

b. AHU-3 Roof near stair tower Model: LM2-C-O-MV

c. AHU-4 Model: LM8-C-M-O

7. Carrier chiller.

8. Condensing units (Qty. 2, Library roof)

9. Condensing units (Qty. 3, stand-alone elevator tower)

10. Mitsubishi Ductless split system (Qty. 3, stand-along elevator tower)

11. Series 1510 and 1510/Universal centrifugal pumps.

12. Pump Model: 2BC series 1510 centrifugal pumps- base mounted.

13. CLM series Steam and Water Boilers Model: Bryan CLM-300-W-G

14. Inline greenheck supply fan (elevator shaft)

15. Indeeco electric duct coil (elevator shaft)


17. Minimum of four filter changes per year for all equipment with filters.

18. Energy Management i-Vu, BCS, Kreuter & Honeywell (Xcel Plus and Xcel 5000)


Physical Plant Buildings (Main & Annex): Total environmental systems including but not limited to: 1. The total heating, cooling, ventilation system and control systems maintenance.



Pierpont Community & Technology College – Advanced Technology Center Total environmental systems including but not limited to:

1. 10 ton VRF condensers – quantity 2

2. VRF fan coils – quantity 6

3. Exhaust Fans – quantity 7

4. Fan Powered VAV boxes – quantity 23

5. VAV boxes – quantity 55

6. Small Split Systems – quantity 3

7. 80 ton Air Cooled Condenser

8. Air handler for Air cooled condenser

9. Rooftop Units – quantity 17


Robert C. Byrd National Aerospace Center (Bridgeport): Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, dehumidification and control systems maintenance.

2. All electrical control devices.

3. Several individual heating/cooling units through the building: Data Aire-dap4, Qmark, Frigidaire.

4. Carrier Roof top units (RTU 1-13)

5. Heating ventilation unit (HV-1-4)

6. Radiant Heaters (Qty. 6, ceiling mounted)


8. Gas fired infrared heaters.

9. Trane aid handler Model: CLCH-IM-15A

10. Condensing Units Model: 18AC41D18-1TTR-IN-3

11. Trane cabinet heaters Model: CAB-IOM-1A

12. Gas unit heaters Model: GAND-IOM-1

13. Classroom AC unit Data Air series DX cooled upflow Model: DAAU-0834 and remote condenser Model:

DARC-0934 (room 136)

14. Smoke detectors associated with air handling units.


16. Energy Management system iVu.

Robert C. Byrd National Aerospace Hanger B (Bridgeport): Total environmental systems including but not limited to:

1. Total heating, cooling, ventilation and control systems maintenance.

2. Unitary infrared heating.

3. QMark unit heaters MUH Series 15762-01

4. Exhaust fans.

5. ACUs DX cooling and electric heating (Qty. 3, hanger B classrooms and offices)



Shaw House (President’s Residence): Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Four air furnaces.

3. Condenser units (Qty. 2), blowers in crawlspace.


5. Minimum of four filter changes per year for all HVAC systems with filters.


Turley Center: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Four pipe system; hot and chilled water piping.

3. Addison outdoor air handling units (Qty. 2, serves second and third floor, located on roof)

4. SmartTech indoor air handling unit (Qty. 1, serves first floor, located first floor mechanical room)

5. Trane outside air-cooled helical rotary water chillers. (Qty. 2, serves as chiller plan for Turley, Wallman and

Hardway)

6. Boiler plant located in Wallman Hall mechanical penthouse.

7. VFDs and pumps in basement mechanical room.



10. Energy Management BCS Controls, Bacnet.


Wallman Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Four pipe system; hot and chilled water piping.

3. Trane chiller plant located at Turley Center.

4. Neptune glycol feeder system (Penthouse mechanical)

5. Armstrong commercial pumps series 4030, base mounted.

6. Greenheck centrifugal inline fans.

7. Fulton PHW-2000 Gas Pulse Boiler Plant (Qty. 4, serves Wallman, Turley and Hardway)

8. Yaskawa E7 VFDs

9. Daikin McQuay vision indoor aid handlers.

10. Panasonic DC inverter split system ductless air conditioner.

11. Dedicated outside air units (DOAS, Qty. 4)

12. IEC international environmental versatile, belt drive series, and modular hi-rise series fan coils.

13. Airedale sentinel AIR 3-500 unit ventilators.

14. Cabinet unit heater 6300/T series.

15. Mestek horizontal steam and hot water unit heaters.


17. Bacnet building control systems.


Residence Halls Bryant Place: Total environmental systems including but not limited to:

1. Total heating, cooling, ventilation and control system maintenance.

2. Snow melt system including: Raytherm heating boilers, type H Model: 0133-4001

3. Typhoon air conditioning systems.

4. Innovent energy recovery unit Model: PS-2000

5. Indeeco cabinet unit heaters CUI series.

6. Penn venter fans, penn centrex inliner, direct and belt drive.

7. Air fresh makeup, filtered supply fans.

8. Dial up on/off control, PTAC only (bedrooms)



Morrow Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Burnham PF-5 Series boilers (Qty. 2)

3. Window AC units.

4. Cleaning and replacement of filters.

5. Honeywell three way valve.

6. Temperature control i-Vu.


Pence Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Individual PTAC units.

3. Rooftop heating and cooling.

4. Trane package terminal air conditioner/ Heat Pump Model: PTEC, PTHC

5. Heat Pumps (Qty. 81)


7. Electric temperature control devices.

8. DDC Control.

9. Energy management controls Honeywell.


Prichard Hall: Total environmental systems including but not limited to: 1. Total heating, cooling, ventilation, and control system maintenance.

2. Q Mark type CU cabinet unit heaters (Qty. 3)

3. Q Mark AWH architectural type wall heaters.

a. Model: AWH-4208-2 surface mounted floor 1 and 2 (Qty. 13)

b. Model: AWH-4408-2 surface mounted floor 3 (Qty. 6)

4. McQuay incremental packaged terminal air condition (PTAC) type ES AC with electric heat type RS heat

pump.

a. AC-1 MQT-06 (Qty. 48)

b. AC-2 MQT-09 (Qty. 28)

c. AC-3 MQT-11 (Qty. 7)

d. AC-4 MWT-14 (Qty. 4)

5. Heat pumps (Qty. 77)



University Terrace (Building 1 , 2 and 3): Total environmental systems including but not limited to:

1. Total heating, cooling, ventilation, and control system maintenance. 2. Split system Acu-VRF. 3. Outdoor VRF heat pump with heat recovery system, citymulti Mitsubishi. 4. Building 1 rooftop condensing units (CU 1-1 through CU 1-8 Model: 12-ton PURY-P144TKMU-*(-BS)) 5. Building 1 rooftop condensing unit (CU1-9 Model: PUMY-P48NHMU*(-BS)) 6. Building 1 Main BC controllers (Qty. 8)

a. BC 1-1, 1-2, 1-3, 1-4 Model: CMB-P1016NU-HA1 b. BC 1-5, 1-6, 1-7 Model: CMB-P1010NU-HA1 c. BC 1-8 Model: CMB-P1013NU-GA1

7. Building 1 Fan Coil Unit #1 (Qty. 79) Model: PEFY-P12NMAU-E3 8. Building 1 Fan Coil Unit #2 (Qty. 1) Model: PEFY-P18NMAU-E3 9. Building 1 Fan Coil Unit #4 (Qty. 4) Model: PVFY-P18NAMU-E 10. Building 1 Fan Coil Unit #5 (Qty. 10) Model: PVFY-P36NAMU-E 11. Building 1 Fan Coil Unite #6 (Qty. 4) Model: PKFY-P12NHMU-E2 12. Building 1 simple remote controller thermostats (Qty. 98) 13. Building 1 EB-50GU-A centralized controller (Qty. 2) 14. Building 2 rooftop condensing units (CU 2-1 through CU 2-7 Model: 12-ton PURY-P144TKMU-*(-BS)) 15. Building 2 rooftop condensing unit (CU 2-8 Model: PUMY-P36NHMU*(-BS)) 16. Building 2 Main BC controllers (Qty. 7)

a. BC 2-1 through 2-7 Model: CMB-P108NU-HA1 17. Building 2 Fan Coil Unit #2 (Qty. 11) Model: PEFY-P18NMAU-E3 18. Building 2 Fan Coil Unit #3 (Qty. 2) Model: PVFY-P12NAMU-E 19. Building 2 Fan Coil Unit #4 (Qty. 4) Model: PEFY-P12NMAU-E3 20. Building 2 Fan Coil Unit #5 (Qty. 15) Model: PVFY-P36NAMU-E 21. Building 2 Fan Coil Unit #6 (Qty. 3) Model: PKFY-P12NHMU-E2 22. Building 2 Fan Coil Unit #7 (Qty. 1) Model: PKFY-P24NKMU-E2 23. Building 2 Fan Coil Unit #8 (Qty. 1) Model: PLFY-P12NCMU-ER4 24. Building 2 Fan Coil Unit #9 (Qty. 8) Model: PLFY-P30NBMU-ER2 25. Building 2 Fan Coil Unit #10 (Qty. 1) Model: PVFY-P24NAMU-E 26. Building 2 Fan Coil Unit #11 (Qty. 2) Model: PVFY-P54NAMU-E 27. Building 2 simple remote controller thermostats (Qty. 48) 28. Building 2 remote temperature sensor (Qty. 8 serves FCU #9) 29. Building 2 EB-50GU-A centralized controller (Qty. 2) 30. Building 3 rooftop condensing units (CU 3-1 through CU 3-6 Model: 12-ton PURY-P144TKMU-*(-BS)) 31. Building 3 rooftop condensing unit (CU 3-7 Model: PUMY-P36NHMU*(-BS)) 32. Building 3 Main BC controllers (Qty. 7)

a. BC 3-1 through 3-7 Model: CMB-P108NU-HA1 33. Building 3 Fan Coil Unit #1 (Qty. 3) 34. Building 3 Fan Coil Unit #2 (Qty. 4) Model: PEFY-P18NMAU-E3 35. Building 3 Fan Coil Unit #3 (Qty. 5) Model: PVFY-P12NAMU-E 36. Building 3 Fan Coil Unit #4 (Qty. 1) Model: PEFY-P12NMAU-E3 37. Building 3 Fan Coil Unit #5 (Qty. 17) Model: PVFY-P36NAMU-E 38. Building 3 Fan Coil Unit #6 (Qty. 3) Model: PKFY-P12NHMU-E2 39. Building 3 simple remote controller thermostats (Qty. 33) 40. Building 3 EB-50GU-A centralized controller (Qty. 2) 41. All BC controllers and indoor units have condensate pumps. 42. Sterling low profile tubular design gas fired unit heaters 43. Indeeco electric cabinet unit heaters (Qty. 6) 44. Engineered Air packaged energy recovery rooftop unit (Qty. 3, one per building) and all components.

HVAC MAINTENANCE - fairmontstate.edu · REQUEST FOR PROPOSAL (RFP) HVAC MAINTENANCE RFP Number:...

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