Request for Proposals Maintenance/Operations Facility ...€¦ · 5/10/2018 · One (1) Cleaver...
Transcript of Request for Proposals Maintenance/Operations Facility ...€¦ · 5/10/2018 · One (1) Cleaver...
Bloomington Public Transportation Corporation
Request for Proposals
Maintenance/Operations Facility
Preventative Maintenance Program and
Technical Support
October 5, 2018 Bloomington Public Transportation Corporation 130 West Grimes Lane Bloomington, Indiana 47403
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REQUESTS FOR PROPOSALS
BUILDING AND FACILITY
PREVENTATIVE MAINTENANCE PROGRAM
1. NOTICE TO PROPOSERS
Proposals will be received by the Bloomington Public Transportation Corporation
(hereafter BPTC) for the provision of professional services in the form of a Building and
Facility Preventative Maintenance Program and Technical Support. Such proposals shall
be received by BPTC, 130 W. Grimes Lane, Bloomington, Indiana, 47403, until 4:00
P.M. local time, on November 9, 2018, at which time and place all proposals will be
publicly opened. The Request for Proposals (RFP) document can be obtained at the
above address. Any requests for exceptions to the Request for Proposals document must
be received by BPTC by October 26, 2018, at 4:00 p.m., local time. Such requests for
deviation shall be subject to approval of the BPTC. Otherwise, it shall be construed that
items offered are in strict compliance with the Request for Proposals documents and the
successful offeror will be held responsible for meeting all aspects of the RFP. The BPTC
reserves the following rights: to waive clarifications and exceptions in awarding a
contract in the best interest of the BPTC, to accept or reject any or all proposals, to waive
any or all irregularities, and to award the contract to the responsive and responsible
offeror whose proposal is determined by the BPTC to be in its best interest.
Bloomington Public Transportation Corporation
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2. INTRODUCTION
The Bloomington Public Transportation Corporation (BPTC) is an independent public
corporation established under Indiana law. BPTC provides fixed route and demand
response transit service to the City of Bloomington.
BPTC operates out of a modern facility located at 130 W. Grimes Lane in Bloomington,
Indiana. The facility is shared by Indiana University Campus Bus and the BPTC.
Together, IU Campus Bus and BPTC operate a fleet of over 70 buses and vans
maintained and stored at this facility. BPTC owns the facility and IU owns the land.
BPTC contracts with an independent contractor to provide facility preventative
maintenance services and technical support. The $6.25 million facility opened in the
spring of 1997 and has approximately 70,000 square feet under roof including the bus
storage area. Features of the facility include the following:
Nine (9) vehicle service bays with overhead doors
Two (2) wash bays with four (4) overhead doors
Four (4) hydraulic vehicle hoists (lifts)
Two (2) vehicle service pits
Fire alarm and suppression system
Quincy Air Compressor & Dryer
Ingersol Rand Air Compressor & Dryer
Trane Air Conditioning Unit (2 Circuit)
Trane Air Handler Unit (7.5 hsp)
One (1) Cleaver Brooks Boiler
One (1) Crest Boiler
State Hot Water Boiler (gas)
AO Smith Hot Water Boiler (electric)
Four (4) Bell & Gossett Pumps
Twelve (12) VAV Boxes
Thirteen (13) Exhaust Fans
Twenty-six (26) Propeller UH’s
Four (4) Fan Coil UH’s
Six VFD Drives
Trane Forced Air Furnace
Trane Rooftop A/C Unit
Backflow Preventers
Water Treatment System
Automatic Bus Washer
Bus Washer Water Softener System
Bus Vacuum System
Emergency Generator
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3. SCOPE OF WORK
General. The purpose of this Request for Proposals (RFP) is to solicit proposals from
qualified firms capable of providing a comprehensive preventative maintenance program
and technical support program for the Maintenance/Operations Facility of the
Bloomington Public Transportation Corporation (BPTC) located at 130 W. Grimes Lane,
Bloomington, Indiana.
Preventative Maintenance Program. The successful proposer shall coordinate most
preventative maintenance services on the buildings, systems, and equipment indicated
within this RFP and act as the single point of contact for the facility on behalf of BPTC
and Indiana University Campus Bus Service. The successful proposer shall provide a
Project Manager to coordinate the ongoing maintenance of all systems and act as a
consultant on all building systems maintenance issues.
In order to reduce costs, the BPTC and the Indiana University Campus Bus Service shall
purchase some material and services directly from outside vendors or service providers.
In some cases, the successful proposer may coordinate these responsibilities for the
Maintenance/Operations Facility.
The particulars of the base services and materials that are covered as a part of the
preventative maintenance program are summarized in the Facility Maintenance Plan as
attached in Exhibit A. The successful proposer shall follow the Facility Maintenance
Plan and perform all the preventative maintenance program services and tasks as
identified in the Plan
Technical Support Program. The successful proposer shall cooperatively work with
BPTC to review, analyze, and identify practical solutions to facility maintenance issues
and problems. In some cases, BPTC may use the successful proposer to perform services
above and beyond the scope of the preventative maintenance program.
The successful proposer shall provide emergency corrective repairs to the BPTC facility
upon request, 24 hours per day, seven days a week, 365 days per year as part of the
Technical Support Program.
Documentation of Services. Documentation of all services performed is an essential
element of this project. The successful proposer shall provide BPTC with complete and
well organized documentation of all services performed including a description of the
preventative maintenance activities or corrective repairs performed, labor hours, materials
used, date services performed, name of the person performing the work for the contractor,
and shall present such documentation to the BPTC General Manager or his designee for
review and approval. Such documentation shall be maintained by the successful proposer
in binders and chronologically organized consistent with the tasks and schedule outlined
in the Facility Maintenance Plan in Exhibit A. The documentation shall be kept up-to-
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date by the successful proposer and shall allow BPTC staff to very easily and quickly
monitor the successful proposer’s timeliness in adhering to the preventative maintenance
schedule. The documentation must be detailed and thorough in describing all activities
and tasks performed. Preventative maintenance task sheets for features and equipment
included in the facility are included in Exhibit B. Tasks sheets included in Exhibit B
demonstrate examples of the services to be performed.
Regular Communication. The successful proposer’s project manager will meet at least
every six months with the BPTC General Manager and IU Campus Bus Operations and/or
their designee(s). The successful proposer’s project manager shall coordinate with the
parties to arrange the date and time of each quarterly meeting. Topics for typical
meetings shall include updates on the preventative maintenance program and the
timeliness of the successful proposer in competing scheduled activities and tasks, status
of preventative maintenance documentation, and any other issues that may require
discussion.
Project Schedule. The following is the projected schedule for procurement, award, and
implementation:
Estimated Date Project Milestone
October 5, 2018 Issuance of Request for Proposals
October 19, 2018 Pre-Proposal Meeting, 10:00am, local time
October 26, 2018 Request for Exceptions, Deviations, or Approved
Equals Due to BPTC by 4:00 p.m., local time.
November 2, 2018 Responses Issued to Prospective Proposers by
BPTC on Requests for Exceptions, Deviations, or
Approved Equals.
November 9, 2018 Proposals Due to BPTC by 4:00 p.m., local time.
November 20, 2018 Selection of Contractor (contract award) by BPTC.
December 1, 2018 Implementation by Selected Contractor.
Contract Term. Term of this contract shall be for three (3) years with a BPTC option for
three (3) additional one (1) year extensions. BPTC shall have sole discretion in the
exercising of any options.
4. PRE-PROPOSAL MEETING
An optional pre-proposal meeting will be held on October 19, 2018 at 10:00 a.m., local
time, in the conference room at the BPTC offices located at 130 W. Grimes Lane in
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Bloomington, Indiana. The purpose of the pre-proposal conference is to receive questions
and comments regarding this RFP and scope of work. Prospective proposers who are
unable to attend the pre-proposal conference may submit questions in writing to the
General Manager, to be received by 10:00 a.m., local time, on October 19, 2018. A
response to the pre-proposal conference questions and other questions received in writing
will be sent to all parties as an addendum to the RFP.
5. DEVIATIONS, APPROVED EQUALS, AND EXCEPTIONS
Requests for deviations, approved equals or exceptions to the Request for Proposals
and/or Scope of Work must be received by BPTC, in writing, using the attached
"Deviation, Approved Equal, Exceptions Request Form" (see Exhibit C), not later than
October 26, 2018, 4:00 p.m., local time. Any such request must be fully supported with
technical data or other pertinent information as evidence to support that such exception is
equal or superior to the specification requirement. BPTC shall notify in writing those
firms submitting such requests of their specific acceptance or rejection, item by item, by
November 2, 2018. If formal requests for deviations, approved equals, or exceptions are
not received in writing by October 26, 2018, 4:00 p.m., local time, submitted proposals
will be interpreted to comply with, and meet exactly the BPTC RFP and Scope of Work.
6. INSTRUCTIONS TO PROPOSERS
Proposals shall contain information that is relevant and demonstrates the proposer’s
capabilities to successfully undertake the project. Proposers are responsible for meeting
all terms and conditions described in this Request for Proposals (RFP), the Scope of
Work, and the attached Facility Maintenance Plan as shown in Exhibit A. Proposers
should endeavor to limit proposals to about twenty-five (25) pages or less. An original
and four (4) copies of the proposals shall be provided. For proposals to be accepted as
responsive, the following items shall be included in all proposals:
A. Preventative Maintenance Program Cost Proposal
Proposers shall submit a complete base cost proposal that outlines the annual
cost of the proposer’s base services to be performed in complete accordance
with the Facility Maintenance Plan included in this RFP as part of this project
for three (3) years plus options for three (3) one year extensions. In addition,
proposers shall submit a schedule of costs for corrective repair services to be
performed above and beyond the scope of this RFP. Proposer must fully
complete, sign, and date their cost proposal. Proposers shall include all
project costs within the cost proposal. Any deviations or exceptions made by
a proposer to the Scope of Work included in this RFP and not approved by
BPTC in advance may render the proposer’s cost proposal as non-responsive.
Proposers may, in addition to their base cost proposal, submit optional cost
alternative proposals that BPTC may consider. Such alternative cost
proposals may include services and products not provided in the base cost
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proposal. BPTC reserves the right not to exercise options for any items
included in any alternative cost proposals.
B. Description of Firm’s Capabilities and Experience
Proposals shall include a description of the organization or firm including its
legal status, authority and or licenses to operate. The description shall include
the major business functions, history, and organizational structure including
location of firm’s headquarters and major offices, management organization
with names and locations of managing director(s) for this project. The
description shall include a list of current and past clients for which similar
services have been provided. Such client list shall include the client
organization name, address, contact person, telephone number, email address
proposer’s responsibilities for the client, and years that service was provided.
C. Description of the Proposed Facility Maintenance Program
The proposer shall submit a detailed facility maintenance program that meets
or exceeds the services and tasks identified in the Facility Maintenance Plan in
Exhibit A. The program shall outline what services and materials are included
as part of the overall scope and what services and materials are not included.
A preventative maintenance schedule shall be included that illustrates the
various tasks to be performed and when such tasks would be performed.
D. Description of the Proposed Program to Document All Services Provided
Proposers shall describe their proposed program to document all services
provided as part of this project. Such program shall go into detail to describe
the documentation to be provided, how it will be organized, and the
information contained within the documentation. Proposers shall identify by
name and title the person responsible for maintaining project binder and
documentation.
E. Description of Proposed Financial, Management, and Technical Resources
Proposals shall include a description of the firm’s financial resources and
history of financial stability. Proposer may demonstrate financial stability by
providing financial statements and/or audits including an income statement
and balance sheet, supplemented if necessary by evidence of credit line or
other resources to demonstrate financial capacity to successfully undertake the
project. In addition, the proposal shall include a description of its
management plan indicating how it proposes to successfully manage the
project including technical resources.
F. Description of the Firm’s Personnel to Be Assigned to the Project
Proposals shall include a description of experience and qualifications of the
personnel assigned to participate in the project detailing the positions and the
number of employees in each position. In addition, the proposal shall identify
by name and describe the experience and qualifications through use of a
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resume for individuals assigned locally as the project manager and any
mechanics or technicians expected to regularly perform preventative
maintenance functions.
G. Description of the Proposed Program to Maintain Regular Communication
Proposers shall describe their proposed program to maintain regular
communication with BPTC including regular meetings every six months and
any other mechanisms to maintain contact.
7. IDENTIFICATION REQUIREMENTS FOR PROPOSALS
Proposals shall be received no later than 4:00 p.m., local time, November 9, 2018 at the
offices of the Bloomington Public Transportation Corporation, 130 W. Grimes Lane,
Bloomington, Indiana, 47403. Each package or envelope containing proposals shall bear
the following caption:
BPTC General Manager
Bloomington Public Transportation Corporation
130 W. Grimes Lane
Bloomington, IN 47403
Proposal for Facility Maintenance Program
Proposal Opening Date: November 9, 2018, 4:00 p.m., local time.
8. ADDENDUM
Any change in the conditions or terms of this RFP will be accomplished by written
addendum sent to prospective proposers. All such addenda shall become part of the
contract.
9. RIGHTS OF REJECTION
The BPTC reserves the right to postpone the proposal opening date for its own
convenience and to reject any or all proposals for any reason. The BPTC also reserves
the right to reject all proposals and exercise an existing one year contract option with the
firm that has the current contract for providing services.
10. RESPONSIVE PROPOSERS
The BPTC Board Chair shall determine if each proposer is responsive. The
responsiveness of each proposer shall be determined by its conformance to the scope of
work, instructions to proposers, and legal requirements of the RFP. Any proposer that
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fails to conform to the essential requirements of the RFP shall be deemed non-responsive,
and accordingly rejected.
11. RESPONSIBLE PROPOSERS
The BPTC Board Chair shall determine if each proposer is responsible. BPTC shall
award contracts only to responsible proposers who possess the potential to perform
successfully under the terms and conditions of the Request for Proposals. Consideration
shall be given to such matters as proposer integrity, record of past performance, and
accessibility to financial and technical resources. The proposer shall affirmatively
demonstrate its responsibility and, when necessary, the responsibility of any proposed
subcontractors. If information obtained by BPTC clearly indicates that the proposer is not
responsible and BPTC has doubts about the productive capacity or financial strength of a
proposer which cannot be resolved affirmatively, a determination that the proposer is
non-responsible shall be rendered.
12. WITHDRAWING PROPOSALS
After proposals are opened by BPTC, the proposer may not withdraw proposals for sixty
(60) calendar days. However, prior to the date/time set for the proposal opening,
proposals may be modified or withdrawn by the proposer’s authorized representative in
person, or by written notice. If proposals are modified or withdrawn in person, the
authorized representative shall make his identity known and shall sign a receipt for the
proposal. Written notices shall be received in the BPTC’s General Offices no later than
the exact date/time for proposal opening.
13. COMMUNICATIONS WITH PROPOSERS
After release of the RFP, all communication must be in writing to the BPTC General
Manager. The BPTC General Manager’s written response will be sent to all proposers
and prospective proposers.
14. ERRORS IN PROPOSALS
Proposers or their authorized representatives are expected to fully inform themselves as to
the conditions, requirements, and scope of work before submitting proposals. Failure to
do so shall be at the proposer's own risk and he/she cannot secure relief on the plea of
errors.
15. BASIS OF EVALUATION AND CONTRACT AWARD
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Proposals shall be scored by an evaluation committee possibly consisting of BPTC staff,
IU Campus Bus staff, and/or BPTC Board members based on the evaluation criteria and
point values shown in the following:
Evaluation Criteria Point Value
A. Cost 300
B. Capability and experience of the firm in providing facility
preventative maintenance and corrective repair services.
100
C. Quality and adequacy of proposer’s facility preventative
maintenance program.
300
D. Quality and adequacy of the proposed program to document all
services provided.
300
E. Quality and adequacy of financial, managerial and technical
resources to successfully carry out the required services.
100
F. Capability and experience of personnel to be assigned to the
project.
300
G. Quality and adequacy of the proposed program to maintain regular
communication with BPTC.
100
Total 1,500
The BPTC reserves the right to preliminarily score proposals and interview finalists prior
to final scoring of proposals. The BPTC assumes no liability for any costs incurred by
any individuals or firms responding to this RFP or participating in any interviews. A
contract shall be awarded to the responsible proposer whose proposal is most
advantageous to the BPTC, with cost and other factors considered.
16. FINANCIAL STATEMENTS
Proposers may be requested to submit financial statements to demonstrate that the
proposer is financially responsible to receive the award.
17. TAXES
BPTC is exempt from payment of federal, state, and local taxes. As such, taxes shall not
be included in proposal prices. BPTC shall furnish the necessary tax exemption
certificates.
18. TIMELY COMPLETION
All proposers by virtue of submitting a proposal agree to meet the project schedule as
included in the Scope of Work of this RFP.
19. ASSIGNMENT OF CONTRACT
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This contract may not be assigned in whole or in part without the written consent of
BPTC.
20. SUBCONTRACTING
Subcontracting to other firms, corporations, partnerships, agencies, or individuals for the
actual provision of services is not allowed without the advanced written approval of the
BPTC. Proposers shall include any proposed subcontractors in their proposal.
21. APPLICABLE LAW AND VENUE
The work performed by the successful proposer in response to this RFP shall be in
compliance with all applicable Federal, state and local laws and their respective rules and
regulations. This compliance shall be at the successful proposer's expense.
Venue for any legal action arising out of this contract and between the parties hereto shall
be exclusively in Monroe County, Indiana.
22. INDEMNIFICATION
The selected firm shall indemnify and hold harmless the Bloomington Public
Transportation Corporation, as well as any of its agents, officials, and employees, from all
claims, demands, actions, liabilities, losses, suits, judgments, costs, and expenses, which
may directly or indirectly arise from, or be incurred as a result of the firm's acts or
omissions, including acts or omissions of its employees, servants, and agents. The BPTC
will give prompt notice of any suits or claims instituted and will give all needed
information to the firm for defending itself through counsel.
23. PROTEST PROCEDURES
Protests may be made by prospective proposers or proposers whose direct economic
interests would be affected by the award of a contract or by failure to award a contract.
BPTC will consider all protests requested in a timely manner regarding the award of a
contract, whether submitted before or after an award. All protests are to be submitted in
writing to the Bloomington Public Transportation Corporation, 130 W. Grimes Lane,
Bloomington, Indiana, 47403. Protest submissions shall be concise, logically arranged,
and clearly state the grounds for the protest. Protest submissions shall be concise,
logically arranged, and clearly state the grounds for the protest. Protests must include at
least the following information:
A. Name, address, and telephone number of the protester;
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B. Identification of the solicitation or contract which the protest concerns;
C. A detailed statement of the legal and factual grounds of the protest, including
copies of relevant documents;
D. A statement as to what relief is requested;
Protests must be submitted to BPTC in accordance with these procedures and the time
requirements listed herein. For the purpose of this section, the following definitions shall
apply:
DAYS: Refers to calendar days
FILE OR SUBMIT: Refers to the date of receipt by BPTC
INTERESTED PARTY BY BPTC: Refers to an actual or prospective bidder, or offeror,
whose direct economic interest would be affected by the award of the contract, or by
failure to award the contract. May also include a subcontractor or supplier, provided they
have a substantial economic interest in a portion of the RFP.
FEDERAL LAW OR REGULATION: The violation of any valid requirement imposed
by Federal statute or regulation governing contracts awarded pursuant to a grant
agreement. This includes the requirements as stated in FTA C4220.1F and any
subsequent updates.
Oral protests not followed up by a written protest will be disregarded. The General
Manager may request additional information from the appealing party and information or
a response from other bidders, which shall likewise be submitted in writing to the General
Manager not later than five (5) days from the date of BPTC's request. So far as
practicable, appeals will be decided upon the basis of the written appeal, information, and
written response submitted by the appealing party and other bidders; all parties are urged
to make written submissions as complete as possible. Failure of any party to timely
respond to a request for information will be deemed by BPTC that such party does not
desire to participate in the proceeding, does not contest the matter, or does not desire to
submit a response; and, in such event, the protest will proceed and will not be delayed
due to the lack of a response. Upon receipt and review of written submissions and any
independent evaluation deemed appropriate by BPTC, the General Manager shall either
(a) render a decision on all substantive issues, or (b) at the sole election of the General
Manager, conduct an informal hearing at which the interested participating parties will be
afforded an opportunity to present their respective positions and facts, documents,
justification, and technical information in support thereof. Following the informal
hearing, the General Manager shall render a decision on all substantive issues, which
shall be final and advise all interested parties thereof in writing, but no later than ten (10)
days from the date of the informal hearing.
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The decision to open a bid or award a contract prior to the resolution of a protest rests
with BPTC. However, on any protest that is accepted by FTA, an adverse decision on the
protest by FTA could jeopardize funding for that procurement action.
Pre-Proposal Opening. Protests alleging restrictive specifications or improprieties which
are apparent prior to proposal opening or receipt of proposals must be submitted in
writing to the General Manager and must be received seven (7) days prior to proposal
opening or closing date for receipt of proposals. If the written protest is not received by
the time specified, proposals may be received and award may be made in the normal
manner, unless the General Manager determines that remedial action is required. Where
a written protest against the opening of a proposal is received in the time specified, that
opening will not occur prior to seven (7) days after resolution of the protest unless BPTC
determines that:
The items to be procured are urgently required;
Delivery or performance will be unduly delayed by failure to make award promptly; or
Failure to make award will otherwise cause undue harm to BPTC or the Federal
Government; and
If FTA funds are involved, BPTC is willing to pay all the cost of the project if FTA
decides not to participate in funding the project.
Pre-Award. Protests against the making of an award must be submitted in writing to the
General Manager and received by the General Manager within seven (7) days of the
proposal opening.
Notice of the protest, and the basis therefore, will be given to all prospective proposers.
In addition, when a protest against the making of an award is received and it is
determined to withhold the award pending disposition of the protest, the proposers
whose proposals might become eligible for award shall be requested, before expiration of
the time for acceptance, to extend or withdraw their bid.
Where a written protest against the making of an award is received in the time specified,
award will not be made prior to seven (7) days after resolution of the protest unless BPTC
determines that:
The items to be procured are urgently required;
Delivery or performance will be unduly delayed by failure to make award promptly; or
Failure to make award will otherwise cause undue harm to BPTC or the Federal
Government; and
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If FTA funds are involved, BPTC is willing to pay all the cost of the project if FTA
decides not to participate in funding the project.
Post-Award. In instances where the award has been made, the contractor shall be
furnished with the notice of the protest and the basis therefore. If the contractor has not
executed the contract as of the date the protest is received by BPTC, the execution of the
contract will not be made prior to seven (7) days after resolution of the protest, unless
BPTC determines that:
The items to be procured are urgently required;
Delivery or performance will be unduly delayed by failure to make award promptly; or
Failure to make award will otherwise cause undue harm to BPTC or the Federal
Government; and
If FTA funds are involved, BPTC is willing to pay all the cost of the project if FTA
decides not to participate in funding the project.
Appeals. Appeals and requests for reconsideration of the determination of the General
Manager of protests under sections involving Pre-Bid Opening, Pre-Award, and Post-
Award must be submitted to the Appeals Committee and received within seven (7) days
after the date of the written determination by the General Manager. The Appeals
Committee shall be a committee of the Board of Directors with members appointed by
the Chairman of the Board of Directors. The Appeals Committee may request additional
information from the appealing party and information or a response from other bidders,
which shall likewise be submitted in writing to the Appeals Committee. The Appeals
Committee may request additional information from the appealing party and information
or a response from other bidders, which shall likewise be submitted in writing to the
Appeals Committee not later than ten (10) days from the date of BPTC's request. So far
as practicable, appeals will be decided upon the basis of the written appeal, information,
and written response submitted by the appealing party and other bidders; all parties are
urged to make written submissions as complete as possible. Failure of any party to timely
respond to a request for information will be deemed by BPTC that such party does not
desire to participate in the proceeding, does not contest the matter, or does not desire to
submit a response; and, in such event, the appeal will proceed and will not be delayed due
to the lack of a response. Upon receipt and review of written submissions and any
independent investigation deemed appropriate by BPTC, the Appeals Committee shall
either (a) render a decision, or (b) at the sole election of the Appeals Committee, conduct
an informal hearing at which the interested participating parties will be afforded an
opportunity to present their respective positions and facts, documents, justification, and
technical information in support thereof. Parties may, but are not required to, be
represented by counsel at the informal hearing, which will not be subject to formal rules
of evidence of procedures. Following the informal hearing, the Appeals Committee shall
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render a decision, which shall be final and advise all interested parties thereof in writing,
but no later than ten (10) days from the date of the informal hearing.
Protests to Federal Transit Administration (FTA). Under certain limited circumstances,
an interested party may protest to FTA the award of a contract pursuant to an FTA grant.
FTA's review of any protest will be limited to:
Alleged failure by BPTC to have written protest procedures or alleged failure to follow
such procedures;
Alleged violations of specific Federal requirement that provides an applicable complaint
procedure shall be submitted and processed in accordance with that Federal regulation.
Protesters shall file a protest with FTA not later than five (5) Federal working days after a
final decision is rendered under the BPTC protest procedure. In instances where the
protester alleges that BPTC failed to make a final determination on the protest, the
protester shall file a complaint with FTA no later than five (5) Federal working days after
the protester knew, or should have known, of BPTC' failure to render a final
determination on the protest.
Protests should be filed with the appropriate FTA Regional Office with a concurrent copy
to BPTC. The protest filed with FTA shall:
Include the name and address of the protester;
Identify BPTC project which the protest concerns;
Contain a statement of the grounds for the protest and any supporting documentation.
This should detail the alleged failure to follow protest procedures or the alleged failure to
have procedures and fully supported to the extent possible; and
Include a copy of the local protest filed with BPTC and a copy of the BPTC decision, if
any.
When a protest has been timely filed with FTA before award, BPTC shall not make an
award prior to five (5) Federal working days after the resolution of the protest, unless
BPTC determines that:
The items to be procured are urgently required;
Delivery or performance will be unduly delayed by failure to make the award promptly;
or
Failure to make prompt award will otherwise cause undue harm to the grantee or the
Federal Government; and
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BPTC is willing to pay all cost of the project if FTA decides not to participate in funding
the project.
In the event that BPTC determines that the award is to be made during the five (5)
Federal working day period following the local protest decision or while a protests
pending, BPTC shall notify FTA prior to making such award. FTA will not review the
sufficiency of BPTC's determination to award during the pendency of a protest prior to
FTA's bid protest decision. FTA reserves the right not to participate in the funding of any
contract awarded while a protest is pending. After five (5) Federal working days, BPTC
shall confirm with FTA that FTA has not received a protest on the contract in question.
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Appendix A: Required Clauses
With submission of a proposal, proposers shall agree to all of the requirements
summarized in the following required clauses:
Access to Records and Reports - (1) The Contractor agrees to permit any of the
following parties to reproduce by any means whatsoever or to copy excerpts and
transcriptions as reasonably needed: BPTC, FTA, the Comptroller General of the United
States or any of their authorized representatives, the Secretary of Transportation of the
United States or any of their authorized representatives, and the Indiana State Board of
Accounts.
(2) - The Contractor agrees to maintain all books, records, accounts and reports required
under this contract for a period of not less than three years after the date of termination or
expiration of this contract, except in the event of litigation or settlement of claims arising
from the performance of this contract, in which case Contractor agrees to maintain same
until the Purchaser, the FTA Administrator, the Comptroller General, or any of their duly
authorized representatives, have disposed of all such litigation, appeals, claims or
exceptions related thereto. Reference 49 CFR 18.39(i)(11).
Federal Changes - Contractor shall at all times comply with all applicable FTA
regulations, policies, procedures and directives, including without limitation those listed
directly or by reference in the Agreement between Purchaser and FTA , as they may be
amended or promulgated from time to time during the term of this contract. Contractor's
failure to so comply shall constitute a material breach of this contract.
Contract Work Hours and Safety Standards - (1) The contractor agrees to comply
with applicable provisions of Section 103 and 107 of the Contract Work Hours and Safety
Standards Act (40 USC 327-330) as supplemented by Department of Labor regulations 29
CFR, Part 5.5. Compliance with the provisions of this article by all levels of
subcontractors will be the responsibility of the contractor.
No Obligation by the Federal Government. -(1) The Purchaser and Contractor
acknowledge and agree that, notwithstanding any concurrence by the Federal Government
in or approval of the solicitation or award of the underlying contract, absent the express
written consent by the Federal Government, the Federal Government is not a party to this
contract and shall not be subject to any obligations or liabilities to the Purchaser,
18
Contractor, or any other party (whether or not a party to that contract) pertaining to any
matter resulting from the underlying contract.
(2) The Contractor agrees to include the above clause in each subcontract financed in
whole or in part with Federal assistance provided by FTA. It is further agreed that the
clause shall not be modified, except to identify the subcontractor who will be subject to
its provisions.
Program Fraud and False or Fraudulent Statements or Related Acts - (1) The
Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of
1986, as amended, 31 U.S.C. § § 3801 et seq . and U.S. DOT regulations, "Program
Fraud Civil Remedies," 49 C.F.R. Part 31, apply to its actions pertaining to this Project.
Upon execution of the underlying contract, the Contractor certifies or affirms the
truthfulness and accuracy of any statement it has made, it makes, it may make, or causes
to be made, pertaining to the underlying contract or the FTA assisted project for which
this contract work is being performed. In addition to other penalties that may be
applicable, the Contractor further acknowledges that if it makes, or causes to be made, a
false, fictitious, or fraudulent claim, statement, submission, or certification, the Federal
Government reserves the right to impose the penalties of the Program Fraud Civil
Remedies Act of 1986 on the Contractor to the extent the Federal Government deems
appropriate.
(2) The Contractor also acknowledges that if it makes, or causes to be made, a false,
fictitious, or fraudulent claim, statement, submission, or certification to the Federal
Government under a contract connected with a project that is financed in whole or in part
with Federal assistance originally awarded by FTA under the authority of 49 U.S.C. §
5307, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and
49 U.S.C. § 5307(n)(1) on the Contractor, to the extent the Federal Government deems
appropriate.
(3) The Contractor agrees to include the above two clauses in each subcontract financed
in whole or in part with Federal assistance provided by FTA. It is further agreed that the
clauses shall not be modified, except to identify the subcontractor who will be subject to
the provisions.
Termination for Convenience -The BPTC may terminate this contract, in whole or in
part, at any time by written notice to the Contractor when it is in the Government's best
interest. The Contractor shall be paid its costs, including contract close-out costs, and
profit on work performed up to the time of termination. The Contractor shall promptly
submit its termination claim to the BPTC to be paid the Contractor. If the Contractor has
any property in its possession belonging to the BPTC, the Contractor will account for the
same, and dispose of it in the manner the BPTC directs.
Termination for Default - If the Contractor does not deliver supplies in accordance with
the contract delivery schedule, or, if the contract is for services, the Contractor fails to
19
perform in the manner called for in the contract, or if the Contractor fails to comply with
any other provisions of the contract, the BPTC may terminate this contract for default.
Termination shall be effected by serving a notice of termination on the contractor setting
forth the manner in which the Contractor is in default. The contractor will only be paid
the contract price for supplies delivered and accepted, or services performed in
accordance with the manner of performance set forth in the contract.
If it is later determined by the BPTC that the Contractor had an excusable reason for not
performing, such as a strike, fire, or flood, events which are not the fault of or are beyond
the control of the Contractor, the BPTC, after setting up a new delivery of performance
schedule, may allow the Contractor to continue work, or treat the termination as a
termination for convenience.
If the Contractor fails to deliver supplies or to perform the services within the time
specified in this contract or any extension or if the Contractor fails to comply with any
other provisions of this contract, the BPTC may terminate this contract for default. The
BPTC shall terminate by delivering to the Contractor a Notice of Termination specifying
the nature of the default. The Contractor will only be paid the contract price for supplies
delivered and accepted, or services performed in accordance with the manner or
performance set forth in this contract.
If, after termination for failure to fulfill contract obligations, it is determined that the
Contractor was not in default, the rights and obligations of the parties shall be the same as
if the termination had been issued for the convenience of the BPTC.
Opportunity to Cure - The BPTC in its sole discretion may, in the case of a termination
for breach or default, allow the Contractor an appropriately short period of time in which
to cure the defect. In such case, the notice of termination will state the time period in
which cure is permitted and other appropriate conditions
If Contractor fails to remedy to the BPTC's satisfaction the breach or default or any of the
terms, covenants, or conditions of this Contract within ten (10) days after receipt by
Contractor or written notice from the BPTC setting forth the nature of said breach or
default, the BPTC shall have the right to terminate the Contract without any further
obligation to Contractor. Any such termination for default shall not in any way operate to
preclude the BPTC from also pursuing all available remedies against Contractor and its
sureties for said breach or default.
Waiver of Remedies for any Breach - In the event that the BPTC elects to waive its
remedies for any breach by Contractor of any covenant, term or condition of this
Contract, such waiver by the BPTC shall not limit BPTC's remedies for any succeeding
breach of that or of any other term, covenant, or condition of this Contract.
Termination for Convenience - The BPTC, by written notice, may terminate this
contract, in whole or in part, when it is in the Government's interest. If this contract is
20
terminated, the BPTC shall be liable only for payment under the payment provisions of
this contract for services rendered before the effective date of termination.
Disputes - Disputes arising in the performance of this Contract which are not resolved by
agreement of the parties shall be decided in writing by the Chairman for the BPTC. This
decision shall be final and conclusive unless within ten (10) days from the date of receipt
of its copy, the Contractor mails or otherwise furnishes a written appeal to the BPTC
Chairman. In connection with any such appeal, the Contractor shall be afforded an
opportunity to be heard and to offer evidence in support of its position. The decision of
the BPTC Chairman shall be binding upon the Contractor and the Contractor shall abide
be the decision.
Unless otherwise directed by the BPTC, Contractor shall continue performance under this
Contract while matters in dispute are being resolved.
Should either party to the Contract suffer injury or damage to person or property because
of any act or omission of the party or of any of his employees, agents or others for whose
acts he is legally liable, a claim for damages therefore shall be made in writing to such
other party within a reasonable time after the first observance of such injury of damage.
Unless this contract provides otherwise, all claims, counterclaims, disputes and other
matters in question between the City and the Contractor arising out of or relating to this
agreement or its breach will be decided by arbitration if the parties mutually agree, or in a
court of competent jurisdiction within the State in which the BPTC is located.
The duties and obligations imposed by the Contract Documents and the rights and
remedies available thereunder shall be in addition to and not a limitation of any duties,
obligations, rights and remedies otherwise imposed or available by law. No action or
failure to act by the BPTC or Contractor shall constitute a waiver of any right or duty
afforded any of them under the Contract, nor shall any such action or failure to act
constitute an approval of or acquiescence in any breach thereunder, except as may be
specifically agreed in writing.
Civil Rights - The following requirements apply to the underlying contract:
(1) Nondiscrimination - In accordance with Title VI of the Civil Rights Act, as amended,
42 U.S.C. § 2000d, section 303 of the Age Discrimination Act of 1975, as amended, 42
U.S.C. § 6102, section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. §
12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not
discriminate against any employee or applicant for employment because of race, color,
creed, national origin, sex, age, or disability. In addition, the Contractor agrees to comply
with applicable Federal implementing regulations and other implementing requirements
FTA may issue.
(2) Equal Employment Opportunity - The following equal employment opportunity
requirements apply to the underlying contract:
21
(a) Race, Color, Creed, National Origin, Sex - In accordance with Title VII of the Civil
Rights Act, as amended, 42 U.S.C. § 2000e, and Federal transit laws at 49 U.S.C. § 5332,
the Contractor agrees to comply with all applicable equal employment opportunity
requirements of U.S. Department of Labor (U.S. DOL) regulations, "Office of Federal
Contract Compliance Programs, Equal Employment Opportunity, Department of Labor,"
41 C.F.R. Parts 60 et seq ., (which implement Executive Order No. 11246, "Equal
Employment Opportunity," as amended by Executive Order No. 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," 42 U.S.C. § 2000e
note), and with any applicable Federal statutes, executive orders, regulations, and Federal
policies that may in the future affect construction activities undertaken in the course of
the Project. The Contractor agrees to take affirmative action to ensure that applicants are
employed, and that employees are treated during employment, without regard to their
race, color, creed, national origin, sex, or age. Such action shall include, but not be
limited to, the following: employment, upgrading, demotion or transfer, recruitment or
recruitment advertising, layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. In addition, the
Contractor agrees to comply with any implementing requirements FTA may issue.
(b) Age - In accordance with section 4 of the Age Discrimination in Employment Act of
1967, as amended, 29 U.S.C. § § 623 and Federal transit law at 49 U.S.C. § 5332, the
Contractor agrees to refrain from discrimination against present and prospective
employees for reason of age. In addition, the Contractor agrees to comply with any
implementing requirements FTA may issue.
(c) Disabilities - In accordance with section 102 of the Americans with Disabilities Act,
as amended, 42 U.S.C. § 12112, the Contractor agrees that it will comply with the
requirements of U.S. Equal Employment Opportunity Commission, "Regulations to
Implement the Equal Employment Provisions of the Americans with Disabilities Act," 29
C.F.R. Part 1630, pertaining to employment of persons with disabilities. In addition, the
Contractor agrees to comply with any implementing requirements FTA may issue.
(3) The Contractor also agrees to include these requirements in each subcontract financed
in whole or in part with Federal assistance provided by FTA, modified only if necessary
to identify the affected parties.
Disadvantaged Business Enterprise – In connection with the performance of this
contract, the successful proposer agrees to cooperate with BPTC in meeting its
commitments and goals with regard to maximum utilization of Disadvantaged Business
Enterprises (DBE). The policy and obligations for maximum utilization of DBE’s are
herein set forth:
(a) Policy – It is the policy of the Department of Transportation that Disadvantaged
Business Enterprises, as defined in 49 CFR, Part 26, shall have the maximum opportunity
22
to participate in the performance of contracts financed in whole or part with Federal
funds. Consequently, the DBE requirements of 49 CFR, Part 26 apply to this contract.
(b) DBE Obligation –BPTC or its contractor aggress to ensure that Disadvantaged
Business Enterprises, as defined in 49 CFR, Part 26, have the maximum opportunity to
participate in the performance of contracts and subcontracts financed in whole or in part
with Federal funds provided under this contract. In this regard, BPTC or its contractors
shall take all necessary and reasonable steps in accordance with 49 CFR, Part 26, to
ensure that DBE’s have the maximum opportunity to compete for and to perform
contracts. BPTC and its contractor shall not discriminate on the basis of race, color,
national origin, or sex in the award and performance of DOT-assisted contracts.
Americans with Disabilities Act - The contractor agrees to comply with the
requirements of 49 U.S.C. 5301(d) which states the Federal policy that the elderly and
persons with disabilities have the same right as other persons to use mass transportation
services and facilities, and that special efforts shall be made in planning and designing
those services and facilities to implement that policy. The contractor also agrees to
comply with all applicable requirements of section 504 of the Rehabilitation Act of 1973,
as amended, 29 U.S.C. 794, which prohibits discrimination on the basis of handicaps, and
with the Americans with Disabilities Act of 1990 (ADA), as amended, 42 U.S.C. 1201 et
seq., which requires that accessible facilities and services be made available to persons
with disabilities, including any subsequent amendments thereto. In addition, the
contractor agrees to comply with all applicable requirements of the following regulations
and any subsequent amendments thereto:
(1) U.S. DOT regulations, "Transportation Services for Individuals with Disabilities
(ADA), "49 C.F.R. Part 37;
(2) U.S. DOT regulations, "Nondiscrimination on the Basis of Handicap in Programs and
Activities Receiving or Benefiting from Federal Financial Assistance", 49 C.F.R. Part 27;
(3) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability in State and
Local Government Services", 28 C.F.R. Part 35;
(4) U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability by Public
Accommodation and in Commercial Facilities", 41 C.F.R. Subpart 101-19;
Fly America Requirements – The Contractor agrees to comply with 49 U.S.C. 40118
(the “Fly America” Act) in accordance with the General Services Administration’s
regulations at 41 CFR Part 301-10, which provide that recipients and subrecipients of
Federal funds and their contractors are required to use U.S. Flag air carriers for U.S
Government-financed international air travel and transportation of their personal effects
or property, to the extent such service is available, unless travel by foreign air carrier is a
matter of necessity, as defined by the Fly America Act. The Contractor shall submit, if a
foreign air carrier was used, an appropriate certification or memorandum adequately
23
explaining why service by a U.S. flag air carrier was not available or why it was necessary
to use a foreign air carrier and shall, in any event, provide a certificate of compliance with
the Fly America requirements. The Contractor agrees to include the requirements of this
section in all subcontracts that may involve international air transportation.
Cargo Preference - Use of United States-Flag Vessels - The contractor agrees: a. to use
privately owned United States-Flag commercial vessels to ship at least 50 percent of the
gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers)
involved, whenever shipping any equipment, material, or commodities pursuant to the
underlying contract to the extent such vessels are available at fair and reasonable rates for
United States-Flag commercial vessels; b. to furnish within 20 working days following
the date of loading for shipments originating within the United States or within 30
working days following the date of leading for shipments originating outside the United
States, a legible copy of a rated, "on-board" commercial ocean bill-of -lading in English
for each shipment of cargo described in the preceding paragraph to the Division of
National Cargo, Office of Market Development, Maritime Administration, Washington,
DC 20590 and to the FTA recipient (through the contractor in the case of a
subcontractor's bill-of-lading.) c. to include these requirements in all subcontracts issued
pursuant to this contract when the subcontract may involve the transport of equipment,
material, or commodities by ocean vessel.
Incorporation of Federal Transit Administration (FTA) Terms - The preceding
provisions include, in part, certain Standard Terms and Conditions required by DOT,
whether or not expressly set forth in the preceding contract provisions. All contractual
provisions required by DOT, as set forth in FTA Circular 4220.1F are hereby
incorporated by reference. Anything to the contrary herein notwithstanding, all FTA
mandated terms shall be deemed to control in the event of a conflict with other provisions
contained in this Agreement. The Contractor shall not perform any act, fail to perform
any act, or refuse to comply with any BPTC requests which would cause the BPTC to be
in violation of the FTA terms and conditions.
Clean Air - (1) The Contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. §§ 7401 et seq .
The Contractor agrees to report each violation to the Purchaser and understands and
agrees that the Purchaser will, in turn, report each violation as required to assure
notification to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract
exceeding $100,000 financed in whole or in part with Federal assistance provided by
FTA.
Clean Water - (1) The Contractor agrees to comply with all applicable standards, orders
or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33
U.S.C. 1251 et seq. The Contractor agrees to report each violation to the Purchaser and
24
understands and agrees that the Purchaser will, in turn, report each violation as required
to assure notification to FTA and the appropriate EPA Regional Office.
(2) The Contractor also agrees to include these requirements in each subcontract
exceeding $100,000 financed in whole or in part with Federal assistance provided by
FTA.
Energy Conservation - The contractor agrees to comply with mandatory standards and
policies relating to energy efficiency which are contained in the state energy conservation
plan issued in compliance with the Energy Policy and Conservation Act.
Privacy Act Requirements - The following requirements apply to the Contractor and its
employees that administer any system of records on behalf of the Federal Government
under any contract:
(1) The Contractor agrees to comply with, and assures the compliance of its employees
with, the information restrictions and other applicable requirements of the Privacy Act of
1974,
5 U.S.C. § 552a. Among other things, the Contractor agrees to obtain the express consent
of the Federal Government before the Contractor or its employees operate a system of
records on behalf of the Federal Government. The Contractor understands that the
requirements of the Privacy Act, including the civil and criminal penalties for violation of
that Act, apply to those individuals involved, and that failure to comply with the terms of
the Privacy Act may result in termination of the underlying contract.
(2) The Contractor also agrees to include these requirements in each subcontract to
administer any system of records on behalf of the Federal Government financed in whole
or in part with Federal assistance provided by FTA.
25
Exhibit A
Facility Maintenance Plan
Bloomington Bus Maintenance Facility
Bloomington, IN
Comprehensive Facility Maintenance Plan
Bloomington Public Transportation Corporation
Indiana University Campus Bus
October 2018
26
Facility Services Summary
Purpose
The purpose of this maintenance plan is to provide an ongoing comprehensive building
systems maintenance plan for the Bloomington Bus maintenance Facility and
Administration Building located at 130 West Grimes Lane, Bloomington. The Contractor
will coordinate all maintenance services on the building systems equipment indicated
within this plan and act as the single point of contact for all services for the Bloomington
Public Transportation Corporation (BPTC) and the Indiana University Campus Bus
Service. The Contractor will provide an Account Manager to coordinate the on-going
maintenance of all systems and act as a consultant on all building systems maintenance
and warranty issues.
Documentation
All preventive maintenance activities are to be documented using task sheets developed
specifically for each piece of equipment. These task sheets will be organized and filed in
a binder(s) kept in the BPTC Planning & Special Project Manager’s office at the end of
each day the Contractor is on site and shall correspond to the overall maintenance
schedule. Such documentation shall be well organized, current, legible, and with
sufficient detail provided so that BPTC staff can quickly and easily ascertain the status of
the facility preventative maintenance program by task and equipment. Complete and
thorough documentation of all facility and equipment preventative maintenance
inspections and repairs done by the Contractor is a critical Contractor responsibility.
Services and Materials
The particulars of what services and material are covered by the Contractor and which are
the responsibility of the BPTC and the IU Campus Bus Service are summarized in the
following sections of this Plan. Lists of equipment and specific task sheets are included
in this Plan to summarize the equipment items included in this Plan as well as the tasks
that are to be completed by the Contractor. In order to reduce costs, the BPTC and the IU
Campus Bus Service will purchase some material and services directly from outside
vendors or service providers. The Contractor will coordinate these responsibilities for the
Bus Maintenance Facility.
Maintenance Schedule
The Contractor shall strictly adhere to the Maintenance Schedule included on page 35 in
Exhibit B. Any deviation from the Maintenance Schedule shall require the advanced
written approval of the BPTC General Manager. The Maintenance Schedule notes in
summary form the various tasks to be performed by the Contractor, the month that each
task shall be performed, and the frequency of the tasks.
27
Automation System
The Contractor will provide comprehensive parts and labor coverage on all automation
components.
Mechanical Equipment
The Contractor will provide preventive maintenance services on all mechanical heating
and cooling equipment. Miscellaneous preventive maintenance materials will be
included. Repair services will be billable including both labor and material (over $50).
Major repair items will be approved by the proper Bus Maintenance Facility personnel
before the repairs are made.
Filter Replacement. The Contractor will provide filter changes on all mechanical
heating and cooling equipment. Both the filter media and the labor will be
included.
Water Treatment (hot water heating system). The Contractor will provide
water treatment services including semi-annual inspections of this closed loop
system. The Contractor will add chemicals as need to maintain proper water
conditions. Water treatment chemicals will be provided by the Contractor.
Check of Back Flow Preventers. The Contractor will provide the required semi-
annual check of the building back-flow preventers by a registered cross
connection inspector.
Emergency Generator Testing
The Contractor will provide semi-annual testing of the Emergency Generator system.
Repair services will be billable including both labor and material (over $50). Major
repair items will be approved by the proper Bus Maintenance Facility personnel before
the repairs are made.
Fire Alarm and Suppression Systems
The Contractor will perform preventive maintenance as well as tests and inspections to
verify the operation of the fire alarm and fire suppression systems. The Contractor will
perform preventive maintenance in accordance with a program of standard maintenance
routines in accordance with the manufacturer's recommendations. The Contractor shall
inspect and service the Fire Alarm system twice a year.
Emergency/Exit Lighting Extended Test
Short term tests (1-2 minutes) will be completed monthly by the Contractor’s
service mechanic under the lighting maintenance task. However, once per year
long term (90 minute) tests shall be performed on all emergency light / exit sign
combination units. This long-term test shall be performed while the fire alarm
testing is being performed.
Fire Suppression Systems
28
The sprinkler system will require inspections to be performed annually as part of
the preventative maintenance program unless the insurance company for the Bus
Maintenance Facility requires greater frequency and all fire extinguishers shall be
inspected annually. The Contractor shall ensure all fire extinguishers have the
proper current and dated tags/documentation.
Portable fire extinguishers will be inspected annually. The Contractor shall
ensure that all portable fire extinguishers have the proper current and dated
tags/documentation.
All repair services on the building fire protection equipment will be billable including
both labor and material (over $50). All exit lamps will be provided by the Bloomington
Public Transportation Corporation. Major repair items will be approved by the proper
Bus Maintenance Facility personnel before the repairs are made.
Interior and Exterior Lights.
During monthly service visits the Contractor will check in with Fleet Maintenance
Manager and Planning & Special Projects Manager at the Bloomington Bus Maintenance
Facility who will inform the Contractor of any known burnt-out lamps and their general
location. As part of each regularly scheduled visit, the Contractor shall spot check
failures of LED, fluorescent and compact fluorescent lamps, and replace lamps and
lighting components as needed. When replacing lamps and lighting components, the
Contractor shall clean lenses and fixtures with a cloth and general purpose cleaner to
remove dust and debris. The Contractor shall also perform short term (2 min.) test on
each emergency/exit lighting unit.
Lighting Stock. The Bloomington Bus Maintenance Facility shall keep in stock
LED, fluorescent, compact fluorescent, incandescent, emergency/exit lamps in the
quantities required for regular replacement, as requested by the Contractor.
Plumbing
The Contractor will provide preventive maintenance and inspection services on all
plumbing equipment. Repair services will be billable including both labor and material
(over $50). Major repair items will be approved by the proper Bus Maintenance Facility
personnel before the repairs are made.
Building Electrical Systems
The Contractor will scan the electrical system’s motor control center twice per year using
a heat sensitive (infrared) instrument. High temperature areas will indicate potential
electrical problems. These areas will be noted and repaired only as needed. All repair
services on the building electrical systems will be billable.
Systems Excluded and Equipment Not Part of Maintenance Program:
Fuel Tanks
29
Acid Neutralization Tank
Piping
Fluid Delivery System
Roof or other components part of the building structure
Storm Water Collectors
Custodial Services
Corrective Repairs beyond the Scope of this Contract
The Contractor may be requested by BPTC to provide services above and beyond the
scope of this contract for corrective repairs to facility equipment and systems. Such
corrective repairs shall be billable by the Contractor to BPTC.
Response Window. The Contractor will provide emergency service between scheduled
preventive maintenance visits, Monday through Sunday, including holidays, 24 hours per
day to minimize downtime.
Automation Equipment
Comprehensive services including parts and labor coverage on all automation
components and preventive maintenance will be performed on all automation equipment.
Detailed task sheets will be created for each piece of equipment indicating the initial
condition in which it was found, the work to be performed and any recommended repair
which needs to be done. This work includes on-line service over the phone line modem
and emergency service. Emergencies on the automation system will be determined by
both BPTC and the Contractor.
The following services will be performed:
Operator Support. The Contractor will provide consultation and technical support to
assist BPTC staff in identifying, verifying and resolving problems found in executing the
tasks for which they have received training from the Contractor.
Field Panel Database/System File Backup. The Contractor will backup each field
panel database and system file two (2) times per year. In the event of memory loss, the
Contractor will reload the database from their current backup copy.
Field Panel Database Diagnostics. The Contractor will perform field panel diagnostics,
analyze the results and make recommendations to optimize building control performance
within the functional limits of the system.
30
System Preventive Maintenance. The Contractor will perform preventive maintenance
in accordance with a program of standard maintenance routines as determined by the
manufacturer's recommendations.
Corrective Maintenance and Component Replacement; Labor and Material Costs
Included. The Contractor will repair or replace failed or worn components to minimize
obsolescence and to maintain the system in peak operating condition. The Contractor
will upgrade equipment by systematically modernizing existing components as may be
necessary in their judgment. Components that are suspected of being faulty may be
repaired or replaced in advance to prevent system failure. Labor and material costs are
included within the scope of this Technical Support Program.
Mechanical Equipment
Mechanical Equipment. The Contractor will provide preventive maintenance services
on all mechanical heating and cooling equipment. Preventive maintenance will be
performed on the mechanical equipment as listed. The Contractor will perform preventive
maintenance in accordance with a program of standard maintenance routines as
determined by the manufacturer's recommendations. Detailed task sheets will be created
for each piece of equipment indicating the initial condition in which it was found, the
work to be performed and any recommended repair which needs to be done.
Maintenance Material which is part of this contract includes:
lubricants for dampers, damper actuators and control valves
air compressor oil
air compressor belts
air filter replacement cartridges
Condenser coil cleaner (chiller)
DX compressor oil analysis kit
motor lubricants
Water Chemicals
Repair services will be billable including both labor and material (over $50). Major
repair items will be approved by the BPTC General Manager or his/her designee before
the repairs are made.
Filter Replacement. The Contractor will provide filter changes on all mechanical heating
and cooling equipment. Both the filter media and the labor will be provided by The
Contractor.
31
Water Treatment (hot water heating system). The Contractor will provide water
treatment services including semi-annual inspections of this closed loop system. The
Contractor will add chemicals as need to maintain proper water conditions. Water
treatment chemicals will be provided by the Contractor.
Check of Back Flow Preventers. The Contractor will provided the required semi-
annual check of the building back-flow preventers by a registered cross connection
inspector to ensure that no chemicals from the hot water system back-flow into the
facilities potable water supply. All inspections will be in accordance with the state
building code as state law requires that this preventive maintenance service be provided
twice per year.
Emergency Generator Testing
The Contractor will perform preventive maintenance and two (2) tests per year to verify
the operation of the emergency generator. The Contractor will perform preventive
maintenance in accordance with the manufacturer's recommendations. A battery test will
also be performed. Maintenance material which is part of this work includes:
fuel filters
air filters
oil filters
glycol
Repair services on the Emergency Generator will be billable including both labor and
material (over $50). Major repair items will be approved by the BPTC General Manager
or his/her designee before the repairs are made.
List of Emergency Generator Equipment
1 Emergency Generator - Cummins Onon Gen Set Model # 80DGDA
Plumbing
The Contractor will provide preventive maintenance and inspection services on all
plumbing equipment. Basic preventive maintenance will be performed on the plumbing
32
equipment as listed. Detailed task sheets will be created for each inspection indicating
the initial condition in which it was found, the checks performed and any recommended
repair which needs to be done.
Repair services will be billable including both labor and material (over $50). Major
repair items will be approved by the BPTC General Manager or his/her designee before
the repairs are made.
Building Electrical Systems
Twice per year The Contractor will scan the electrical systems including the distribution
panels, transformers, motor control centers etc. using a heat sensitive (infrared)
instrument. High temperature areas will indicate potential electrical problems. These
areas will be noted and repaired only as needed.
All repair services on the building electrical systems will be billable including both labor
and material (over $50). Major repair items will be approved by the BPTC General
Manager or his/her designee before the repairs are made.
Overhead Garage Doors and Openers
High Pressure Bus Sprayer
Bus Vacuum Cleaner
Bus Wash Water Softener
Hydraulic Lifts
The Contractor will provide basic preventive maintenance and inspection services on the
Overhead Garage Doors and Openers, High Pressure Bus Sprayer, Bus Vacuum Cleaner,
Bus Wash Water Softener and the Hydraulic Lift equipment. Basic preventive
maintenance will be performed on the equipment as listed. The Contractor will perform
preventive maintenance in accordance with the manufacturer's recommendations.
Detailed task sheets will be created for each inspection indicating the initial condition in
which it was found, the checks performed and any recommended repair which needs to be
done.
Note: This work does not include maintaining salt in the water softener system. The
Contractor will perform checks on salt levels however maintaining the salt levels will still
be the responsibility of the BPTC.
Repair services will be billable including both labor and material (over $50). Major
repair items will be approved by the BPTC General Manager before the repairs are made.
33
Exhibit B
PREVENTATIVE MAINTENANCE TASK SHEETS
Bloomington Bus Maintenance Facility
Bloomington, IN
34
BLOOMINGTON BUS MAINTENANCE FACILITY Tasks by Month
Technical Support Tasks
Please checkmark all completed tasks ------------------------------------------------------- JANUARY
Garage Water Heater-Gas
Office Water Heater-Electric
Water Treatment
Plumbing Systems
Vehicle Service Pits
Bus Wash Water Softener
Bus Vacuum
Bus High Pressure Sprayer
Lighting Replacement
JULY
Boilers Teardown
Hot Water Pumps-B&G
VAV Boxes
Backflow Preventers
Water Treatment
Pumping Systems
Electrical Systems
Vehicle Service Pits
Bus Wash Water Softener
Bus Vacuum
Bus High Pressure Sprayer
Lighting Replacement
FEBRUARY
Emergency Generator
Lighting Replacement
AUGUST
Emergency Generator
Lighting Replacement
MARCH
Fire Alarm & Suppression Systems
VAV Boxes
Electrical Boxes
Lighting Replacement
SEPTEMBER
Fire Alarm & Suppression Systems
Office Condensing Unit-Trane
VFD Drives
Lighting Replacement
APRIL
Air Compressor-IR
Air Compressor-Quincy
Office Condensing Unit-Trane
Office Air Handling Unit-Trane
Forced Air Furnace-Trane
Rooftop Condenser-Trane
Overhead Doors
Hydraulic Lifts
Lighting Replacement
OCTOBER
Office Air Handling Unit-Trane
Fan Coil Unit Heaters
Overhead Doors
Hydraulic Lifts
Lighting Replacement
MAY
Exhaust Fans
Lighting Replacement
NOVEMBER
VAV Boxes
Propeller Unit Heaters
Lighting Replacement
JUNE
Automation Tec & Workstation
Automation MBC Panel Inspection
Lighting Replacement
DECEMBER
Boilers Operating Inspection
Lighting Replacement
35
TASK
JAN
FEBM
AR
AP
RM
AY
JUN
JUL
AU
GSEP
OC
TN
OV
DEC
AU
TOM
ATIO
N TEC
AN
D W
OR
KSTA
TION
INSP
X
AU
TOM
ATIO
N M
BC
PA
NEL IN
SPEC
TION
X
FIRE A
LAR
M &
SUP
PR
ESSION
SYSTEMS
XX
AIR
CO
MP
RESSO
R A
ND
DR
YER-IR
X
AIR
CO
MP
RESSO
R A
ND
DR
YER-Q
UIN
CY
X
OFFIC
E CO
ND
ENSIN
G U
NIT-TR
AN
EX
X
OFFIC
E AIR
HA
ND
LING
UN
IT-TRA
NE
XX
BO
ILERS (2) TEA
RD
OW
NX
BO
ILERS (2) O
PER
ATIN
G IN
SPEC
TION
X
HO
T WA
TER P
UM
PS (4)-B
&G
X
VA
V B
OX
ES (12)X
XX
PR
OP
ELLER U
NIT H
EATER
S (26)X
FAN
CO
IL UN
IT HEA
TERS (4)
X
VFD
DR
IVES (6)
X
FOR
CED
AIR
FUR
NA
CE-TR
AN
EX
RO
OFTO
P C
ON
DEN
SER-TR
AN
EX
GA
RA
GE W
ATER
HEA
TER-G
AS
X
OFFIC
E WA
TER H
EATER
-ELECTR
ICX
EXH
AU
ST FAN
S (13)X
BA
CK
FLOW
PR
EVEN
TERS
X
WA
TER TR
EATM
ENT
XX
EMER
GEN
CY G
ENER
ATO
RX
X
PLU
MP
ING
SYSTEMS
XX
ELECTR
ICA
L SYSTEMS
XX
VEH
ICLE SER
VIC
E PITS (2)
XX
OV
ERH
EAD
DO
OR
S (9)X
X
BU
S WA
SH W
ATER
SOFTEN
ERX
X
BU
S VA
CU
UM
XX
BU
S HIG
H P
RESSU
RE SP
RA
YERX
X
HYD
RA
ULIC
LIFTS (4)X
X
LIGH
TING
XX
XX
XX
XX
XX
XX
MO
NTH
BLO
OM
ING
TON
TRA
NSIT M
AIN
TENA
NC
E SCH
EDU
LE 2018
36
BLOOMINGTON BUS MAINTENANCE FACILITY Automation Preventive Maintenance
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- TEC Preventive Maintenance
Verify controller operation through system wide diagnostic at operation console for 24 TEC’s (Admin. Bldg. & Maint. Facility) and corresponding room sensors
TEC Sensor TEC Sensor 1. ______ ______ 13. ______ ______ 2. ______ ______ 14. ______ ______ 3. ______ ______ 15. ______ ______ 4. ______ ______ 16. ______ ______ 5. ______ ______ 17. ______ ______ 6. ______ ______ 18. ______ ______ 7. ______ ______ 19. ______ ______ 8. ______ ______ 20. ______ ______ 9. ______ ______ 21. ______ ______ 10. ______ ______ 22. ______ ______ 11. ______ ______ 23. ______ ______ 12. ______ ______ 24. ______ ______
Verify Operation of Printer and Clean Check Operation of CPU Check Operation of CRT Check Operation of Modem DPU Preventive Maintenance
1. Verify 24v a/c ______ 2. Verify I/O’s operation ______ 3. Verify BST LCD _______
TEC Sensor TEC Sensor 1. ______ ______ 13. ______ ______ 2. ______ ______ 14. ______ ______ 3. ______ ______ 15. ______ ______ 4. ______ ______ 16. ______ ______ 5. ______ ______ 17. ______ ______ 6. ______ ______ 18. ______ ______ 7. ______ ______ 19. ______ ______ 8. ______ ______ 20. ______ ______ 9. ______ ______ 21. ______ ______ 10. ______ ______ 22. ______ ______
37
11. ______ ______ 23. ______ ______ 12. ______ ______ 24. ______ ______
Verify Operation of Printer and Clean Check Operation of CPU Check Operation of CRT Check Operation of Modem DPU Preventive Maintenance
1. Verify 24v a/c ______ 2. Verify I/O’s operation ______ 3. Verify BST LCD _______
AHU 1 CONTROLS Check all sensors for proper readings Check operation of hot water valve Check operation of all electronic damper operators BOILERS Verify hot water sensors Verify DP’s on hot water pumps
38
BLOOMINGTON BUS MAINTENANCE FACILITY
Quincy Air Compressor M# 220981553 S# 1827-11094605
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check for proper operation, inspect wiring and termination Wipe cabinet clean Check pressure cut-in and cut-out points Check relief valve devices Check starter for correct operation and correct size if overloads Check contacts for pitting/poor contact Clean & paint equipment where necessary Drain condensate and check all condensate drains Check and lubricate electric motors Clean or replace filters Check oil and change when necessary, follow manufacturer’s
recommendation Add non detergent oil when necessary Check dryer and suction pressure (should be below 40 degrees) Clean dryer condenser Report abnormalities to owner PRESSURE REDUCING VALVES: Check for free movement Check for air leaks Reset for proper set point
39
BLOOMINGTON BUS MAINTENANCE FACILITY
Compressor INGERSOL RAND - T30 Simplex 3Hsp P/N 32298234 - 80gal
Dryer INGERSOL RAND - 1/6hsp 115v - M# DXR15 S#96LDXR2184
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check for proper operation, inspect wiring and termination Check belt tension - replace yearly Check pressure cut-in and cut-out points Check relief valve devices Check starter for correct operation and correct size if overloads Check contacts for pitting/poor contact Clean & paint equipment where necessary Drain condensate and check all condensate drains Check and lubricate electric motors Clean or replace filters Check oil and change when necessary, follow manufacturer’s
recommendation Add non detergent oil when necessary Check dryer and suction pressure (should be below 40 degrees) Clean dryer condenser Report abnormalities to owner PRESSURE REDUCING VALVES: Check for free movement Check for air leaks Reset for proper set point
40
BLOOMINGTON BUS MAINTENANCE FACILITY
9 OVERHEAD GARAGE DOORS & OPENERS
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- DOORS Check all hinges and bearings for wear Open each door and check for proper operation Visually check all return springs for wear and tightness Check all track hardware Check all floor seals OPENERS Check and lubricate all chain drives Check and tighten, if necessary, gears Check chain for wear Check drive motor, lubricate if necessary Clean interior of unit Notes
Advise of any needed repairs
41
BLOOMINGTON BUS MAINTENANCE FACILITY (4) Hydraulic Lifts
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Inspection: Check for hydraulic leaks Talk with operator for any problems Advise if repairs are needed
Annual maintenance
42
BLOOMINGTON BUS MAINTENANCE FACILITY (2) Vehicle Service Pits
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks -------------------------------------------------------
Inspection: Check for moisture or leaks Talk with operator for any problems Advise if repairs are needed
Annual maintenance
43
BLOOMINGTON BUS MAINTENANCE FACILITY
Fire Alarm System
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Inspect fire alarm control panel for signs of over-heating and dirt. Clean if
necessary Disconnect battery. Conduct functional test of system on battery Record preliminary battery voltage Test manual pull stations Test and clean duct smoke detectors Test and clean area smoke detectors Test and clean heat detectors Test sprinkler flow switch--record retard time______ Test sprinkler tamper switches Test fire pump monitor points Test notification appliances Verify annunciator and remote annunciator responses Record test ending voltage Restore AC power--Record battery charger voltage______ Perform annual emergency/exit light 90 minute discharge test Complete testing documentation Semi-Annual Test and Inspection
44
BLOOMINGTON BUS MAINTENANCE FACILITY TRANE - M# MCCA017GANOBBC - 7.5 Hsp - 460V
Air Handler Preventative Maintenance
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks -------------------------------------------------------
Check for proper operation, inspect wiring and termination Check belt tension (replace yearly)--if cracked changed immediately Check for any abnormal vibration Check all system controls for proper operation Check all system dampers for proper operation and lubricate all linkages Check contacts for pitting/poor contact Check integrity of all associated piping Clean condensate pan and check all condensate drains Check and lubricate electric motors, and blower system bearings
Clean or replace filters, quarterly Check operation of low limit and high limit controls Verify proper operation of all connected pumps Check amperage draw of fan motor and record L1____, L2____, L3____. Clean all coils yearly Add Zep tablet to condensate pan to prevent growth of fungi Check operation of humidity system and controls attached to air handler
Technical Support to be provided Semi-Annually
Filters to be changed quarterly
45
BLOOMINGTON BUS MAINTENANCE FACILITY
CREST BOILER - M# FBN2500 S# 1827-11094605 Annual Start-Up
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Address reported problems, if any Inspect interior; clean and vacuum if necessary Clean condensate trap and fill with fresh water Check for leaks (water, gas, flue, condensate) Verify flue and air lines in good condition and sealed tight Check system water pressure/system piping/expansion tank Check fill water meter Test boiler water--When test indicates, clean system water with approved
system restorer following manufacturer’s information Check control settings Check the ignition and both flames sense electrodes (sand off and
deposits; clean and reposition) Check wiring and connections Perform start-up checkout and performance verification per Section 9 of
the Crest Installation and Operation Manual Flame inspection (stable, uniform) Check both flame signals (at least 10 microamps at high fire) Test low water cutoff
If combustion or performance indicate need: Clean heat exchanger Remove and clean burner using compressed air only Clean the blower wheels
46
BLOOMINGTON BUS MAINTENANCE FACILITY CLEAVER BROOKS - M# FLX700250160250
CREST - M# FBN2500 Hot Water Boiler Safety Operating Inspection
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Lock out equipment as required Check all electrical wiring and connections, tighten as needed Lubricate motor bearings Check operation of all control devices and safety devices Visually inspect exterior of boiler pressure vessel Check condition of water level gage glass Report any needed repairs or operational adjustments Check for proper gas pressure and proper gas venting on regulators Check operation of combustion air make up system for the boiler room Check operation of boiler feed water and make up water system Perform operational check of flame fire control Test operation of low water cutoff Check operation of safety relief device Observe operation and adjust as necessary Check all operating controls and adjust as necessary Inspect combustion blower motor and dampers. Lubricate as necessary Inspect pilot and main burner assembly--clean as required Inspect ignitor--clean and adjust as required Inspect gas and oil piping--check for leaks Check operation of all automatic main shutoff valves Observe burner operation Check flame characteristics Check for proper water treatment and note any problems Blow down if steam boilers and check for proper discharge of boiler water Check oil filters for proper flow and check transfer pump operation Perform combustion efficiency test and record results--adjust fuel-to-air ratio for maximum efficiency
Boiler No. 1 Boiler No. 2
Flue gas temperature Flue gas temperature
Percent CO2 Percent CO2
Percent O2 Percent O2
Percent CO Percent CO
Smoke Number (oil) Smoke Number (oil)
Gas or Oil Pressure Gas or Oil Pressure
Efficiency Measured Efficiency Measured
Remarks:
Remarks:
47
BLOOMINGTON BUS MAINTENANCE FACILITY
AO SMITH - M# DVE52916 S# ML960602490916 - 50 Gal Electric Domestic Hot Water Heater
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Lock out equipment as required Check operation of all control devices and safety devices Visually inspect exterior Report any needed repairs or operational adjustments Check operation of makeup water system Check electric section for wire tightness Check and record amperage on all heater elements Check for burnt or corroded wires or controls Check water temperatures Check relief device on heater and pull to make sure it works Drain and flush out sediment from tank annually
Annual maintenance
48
BLOOMINGTON BUS MAINTENANCE FACILITY STATE - M# SBD100199NET S# 1016MD01222 - 100 Gal Gas
Hot Water Heater
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Lock out equipment as required Check operation of all control devices and safety devices Visually inspect exterior Report any needed repairs or operational adjustments Check operation of makeup water system Check electric section for wire tightness Check condition of flame and pilot Check ignition of pilot and main flame Check for gas leaks on piping and associated controls Check for burnt or corroded wires or controls Check water temperatures Check relief device on heater and pull to make sure it works Drain and flush out sediment from tank annually Annual maintenance
49
BLOOMINGTON BUS MAINTENANCE FACILITY
BELL & GOSSETT - 5 (S# 201421(5)(6)) & 15 Hsp S# 201612(6)(7) Hot Water Pump Preventative Maintenance
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check for proper operation, inspect wiring and termination Check coupling for proper condition and alignment Check for any abnormal vibration Check all system controls for proper operation Check for leaking seals Check integrity of all associated piping Check and lubricate electric motors, and pump bearings Check amperage draw of pump motor and record: L1____, L2____,
L3____. Check for proper delivery pressures on pump record pump pressures
Semi-annual maintenance
50
BLOOMINGTON BUS MAINTENANCE FACILITY
VAV Box Preventative Maintenance
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check for proper operation Check filters and replace when necessary Check for any abnormal vibration Check all system controls, TEC, wall sensor, for proper operation Check all system dampers for proper operation and lubricate all linkages. Check all duct connections Check cleanliness of all coils yearly Check operation of volume controller Check minimum and max settings for proper set points Check operation of heating valve and control
51
BLOOMINGTON BUS MAINTENANCE FACILITY
Exhaust & or Relief Fans – Mechanical
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check and clean fan assembly Lubricate fan bearings per manufacturer's recommendations Lubricate motor bearings per manufacturer's recommendations Check belts and sheaves (Replace belts as required) Tighten all nuts and bolts Check motor mounts and vibration pads Check motor operating conditions Inspect electrical connections and contactors Lubricate and adjust associated dampers and linkage Check fan operation Check all dampers and air intakes
Annual maintenance
52
BLOOMINGTON BUS MAINTENANCE FACILITY
(26) Propeller Unit Heater - Mechanical & Controls
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Inspect unit Check fan Inspect electrical connections, contactors, relays and operating/safeties (for
electric heat systems) Inspect and test control valve and actuator Controls Inspect all operating controls and calibrate, room thermostat, control valve
Annual maintenance
53
BLOOMINGTON BUS MAINTENANCE FACILITY
Fan Coil - Mechanical & Controls
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks -------------------------------------------------------
MECHANICAL: Inspect unit Check fan Check and clean drains and drain pans (if unit has A/C) Check unit operating conditions CONTROLS: Calibrate thermostat Inspect and test control valve and actuator Test EP (if pneumatic)
Annual maintenance
54
BLOOMINGTON BUS MAINTENANCE FACILITY
ABB - Variable Frequency Drive - ACH500
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- MECHANICAL: Inspect unit. Blow out boards with dry air if dusty Check for fan run Tighten main electrical inputs and outputs Clean interior and exterior of cabinets Switch to manual and operate by potentiometer and switch back to
automatic Check unit operating conditions
Annual maintenance.
55
BLOOMINGTON BUS MAINTENANCE FACILITY
TRANE XE80 - M# TXC031C4HPB1 S# L42762936 Forced Air Gas Furnaces Preventative Maintenance
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Clean inside of cabinet and remove debris Check fan blades for signs of cracks, etc. Check motor mounts and bearing supports Lubricate motors and fan shaft bearings Check all external wiring and wire harness for correct support Check all fan system control devices Check for any gas leaks Check all piping for proper support and any vibration rubbing Check all operating controls Check all wires and conditions of disconnects and fuses Check operation of heating Check operation of all heating controls If gas or oil fired check ignition of pilots and burners
56
BLOOMINGTON BUS MAINTENANCE FACILITY
TRANE – 2 Ton-Air Cooled Condenser Unit - Mechanical Inspection Annual
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Operating inspection Check for unusual vibration, noise, excessive temperatures, and indication
of refrigerant leaks Check and record discharge pressure ( PSIG) Check and record discharge line temp ( F) Outdoor air temperature ( F) Condenser approach temperature ( F) Record number of fans running ( ) Check operation of all condenser fans & motors Check for proper air flow and condition of coil surfaces Report any needed repairs or operational adjustments Lock out and tag out equipment as required Check all electrical wiring connections, tighten as needed Check starter contactor surfaces for wear Clean all enclosures for safe operation Lubricate all motors and fan bearings Clean condenser with high pressure sprayer and chemicals, if required Check structural integrity of unit Check all mounting hardware and tighten as needed Check and calibrate condenser fan controls
Annual maintenance
57
BLOOMINGTON BUS MAINTENANCE FACILITY
Back Flow Preventer
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Visually inspect exterior Report any needed repairs or operational adjustments Device needs to be tested semi-annually by registered cross connection
inspector Report water leaks immediately
Semi-annual maintenance
58
BLOOMINGTON BUS MAINTENANCE FACILITY Water Treatment
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Water Treatment: Check chemicals – add if needed Advise if changes are needed
Annual maintenance
59
BLOOMINGTON BUS MAINTENANCE FACILITY ONAN Generator - M# 80DGDA S# I960617001
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check run (20 minutes) and take readings _________________________________ _________________________________ _________________________________ _________________________________ Change oil 1 time per year (15w40) Change oil filter 1 time per year Change air filter 1 time per year Test batteries and note readings ___________________________ ___________________________ ___________________________ Check antifreeze and note readings ___________________________ Check radiator No unusual vibrations Clean exterior of unit Clean interior of unit
60
BLOOMINGTON BUS MAINTENANCE FACILITY
Plumbing Systems
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Visually check all fixtures, urinals, sinks for leaks Have readily available minor repair parts on hand (urinal diaphragms,
flushers, etc.) Check and record hot water temperatures to sinks Office____Garage____ Check all drains in sinks for proper draining Advise of any needed repairs Comments:
61
BLOOMINGTON BUS MAINTENANCE FACILITY ELECTRICAL SYSTEMS - Heat Check
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks -------------------------------------------------------
Item Item Temp Room Temp MECHANICAL ROOM 1 AL1 AP1-Tub1 AP1-Tub2 ALE1 ATE1-Trans APE1 APE1-Trans ONAN Transfer BUS BAY MEZZANINE MTE Trans ML1 MLE1 MTE1-Trans MPE1 LC1 LC2 LC3 LC4 LCE1 LCE2 TORKZ400B MP1 MT1-Trans MPZ MEQ1 MT3-Trans TT2-Trans MEQ2 MP3 BT1-Trans
62
BLOOMINGTON BUS MAINTENANCE FACILITY
BUS WASHER WATER SOFTENER
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check operation of regeneration timer Check salt level, refill if low and advise customer of refill schedule Test water hardness Check drain Wipe clean unit Check and clean, if necessary, dip tube Advise if any repairs needed
63
BLOOMINGTON BUS MAINTENANCE FACILITY
BUS VACUUM CLEANER – Hoffman T-VAC-150-51MOD S# MG5733
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check and clean intake motor Check exhaust filter and change if necessary. Bag # 20026028 Check amperage of intake motor and record ________ Check with user if any problems have occurred during use Check hose seals Advise of any repairs needed
64
BLOOMINGTON BUS MAINTENANCE FACILITY
HI-PRESSURE BUS SPRAYER - HOTSY
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- Check pump lube / change when required Change water nozzle (rigid only) Check pump performance: air leak, water leak, pulsing Check soap injection system: screen, line, flow Check water supply line and inlet system: filters or strainers Check hi-pressure hose, gun, quick couplers, and wand Inspect power cord: check GFCI, plug, ground lug Check relief valve Check / adjust unloader valve: leaks, spikes, cycling, not unloading Check / adjust float valve / tank Check drive belts and pulleys Check electrical system components, timer operation Check thermos controls for activation and temperature sway Check for scale or soap build-up Check ignition system pilot (gas fired) Check burner system performance Check / adjust fuel pressure (oil fired) Replace / clean fuel filter (common filter only) (oil fired) Check fuel lines and oil tank (oil fired) Make recommendations for repairs
65
BLOOMINGTON BUS MAINTENANCE FACILITY Emergency Lighting Check
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks -------------------------------------------------------
ALL EXIT SIGNS
Walk-through check of emergency lighting Replace bulbs as needed Push test button and check for lighting Advise of repairs needed
Comments:
66
BLOOMINGTON BUS MAINTENANCE FACILITY Monthly Lighting Check & Replacement
Technical Support Tasks
Done By:
Date:
Work Order #:
Please checkmark all completed tasks ------------------------------------------------------- ADMINISTRATION BUILDING
Walk-through interior/exterior of administration building; spot check, test all
light fixtures for lamp failures Foyer, front desk, lobby, cubicle area Copy room, offices, conferences rooms, storage/utility closets, bathrooms Kitchen/locker area Driver lounge, dispatch offices Exterior awnings (front entry, northside, eastside)
Replace lamps and lighting components as needed MAINTENANCE BUILDING Walk-through interior/exterior of maintenance building; spot check, test all light
fixtures for lamp failures Service bays Offices, storage/utility closets, mezzanine, bathrooms Exterior side lights (northside, eastside, southside)
Replace lamps as needed FACILITY GROUNDS Walk-around of exterior facility grounds spot check, spot check, test all light
fixtures for lamp failures Employee parking lot Bus parking lot, bus canopy Fuel island
Replace lamps and lighting components as needed Report any lamp replacements with designated individual in Maintenance
Facility
Comments:
67
Exhibit C
BLOOMINGTON PUBLIC TRANSPORTATION CORPORATION
REQUEST FOR DEVIATIONS, APPROVED EQUALS, OR EXCEPTIONS
FORM
RFP SECTION NO.: ____________________ DATE OF REQUEST: ___________
RFP TITLE: __________________________________________ PAGE ____ OF ____
DESCRIPTION OF REQUEST FOR DEVIATION, APPROVED EQUAL OR
EXCEPTION:
Approved: _____________________________
Denied: _____________________________
Comments: ______________________________________________________________
________________________________________________________________________
________________________________________________________________________
Signature: ________________________________ Date: _______________________