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LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
MESA ENERGY SYSTEMS, INC. dba EMCOR SERVICES ARIZONA, INC.
THIS LINKING AGREEMENT (this “Agreement”) is entered into as of this day of
, 2022, between the City of Glendale, an Arizona municipal cotporation (the “City”), and Mesa
Energy Systems, Inc. dba Emcor Services Arizona, Inc., a California corporation authorized to do
business in Arizona (“Contractor”), collectively, the “Parties.”
A.
D.
RECITALS
On May 20, 2020, the State of Arizona entered into a contract with Contractor to purchase
the goods and services described in the HVAC Maintenance, Repair, and Emergency Services
Contract, Contract No. CTR049764 (“Cooperative Purchasing Agreement”), which is
attached hereto as Exhibit A. The Cooperative Purchasing Agreement permits its cooperative
use by other governmental agencies including the City.
Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods
and services by participating with other governmental units in cooperative purchasing
agreements when the best interests of the City would be served.
Section 2-149 also provides that the Materials Manager may enter into such cooperative
agreements without meeting the formal or informal solicitation and bid requitements of
Glendale City Code Sections 2-145 and 2-146.
The City desires to contract with Contractor for supplies or services identical, or nearly
identical, to the supplies or services Contractor is providing other units of government under
the Cooperative Purchasing Agreement. Contractor consents to the City’s utilization of the
Cooperative Purchasing Agreement as the basis of this Agreement, and Contractor desires to
enter into this Agreement to provide the supplies and services set forth in this Agreement.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference,
and the covenants and promises contained in this Linking Agreement, the parties agree as follows:
1.
Term of Agreement. The City is purchasing supplies and/or services from Contractor
pursuant to the Cooperative Purchasing Agreement. According to the Cooperative
Purchasing Agreement, purchases can be made by governmental entities from the date of
award, which was May 20, 2020, until the date the contract expires on May 20, 2023 unless the
term of the Cooperative Putchasing Agreement is extended by the mutual agreement of the
original contracting parties. The Cooperative Purchasing Agreement, however, may not be
extended beyond May 20, 2025. The initial period of this Agreement, therefore, is the petiod
from the Effective Date of this Agreement until May 20, 2023. The City may renew the term
of this Agreement for two (2) one year periods if the Cooperative Purchasing Agreement is
1/2/2020
likewise extended. Glendale renewals are not automatic and shall only occur if the City gives
the Contractor notice of its intent to renew. The City may give the Contractor notice of its
intent to renew this Agreement 30 days prior to the anniversary of the Effective Date to
effectuate such renewal.
Scope of Work; Terms, Conditions, and Specifications.
A. Contractor shall provide City the supplies and/or services identified in the Scope of
Work attached as Exhibit B.
B. Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.
Compensation.
A. City shall pay Contractor compensation at the same rate and on the same schedule as
provided in the Cooperative Purchasing Agreement, which is attached hereto as
Exhibit C.
B. The total purchase price for the supplies and/or services purchased under this
Agreement shall not exceed five hundred thousand dollars ($500,000) annually or one
million five hundred thousand dollars ($1,500,000) for the entire term of the
Agreement (initial term plus any renewals).
Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511.
Non-discrimination. Contractor must not discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military
veteran status or any disability. Contractor will require any Sub-contractor to be bound to the
same requirements as stated within this section. Contractor, and on behalf of any
subcontractors, warrants compliance with this section.
Insurance Certificate. A certificate of insurance applying to this Agreement must be provided
to the City prior to the Effective Date.
E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the
requirements of A.R.S. § 41-4401.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the
patties hereby certify that they are not currently engaged in, and agtee for the duration of the
Agreement to not engage in, a boycott of goods or services from Israel, as that term is defined
in A.R.S § 35-393.
4/29/2021
9, Attestation of PCI Compliance. When applicable, the Contractor will provide the City
annually with a Payment Card Industry Data Security Standard (PCI DSS) attestation of
compliance certificate signed by an officer of Contractor with oversight responsibility.
10. Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:
City of Glendale
c/o Todd Blair Supervisor, Building Maintenance
6210 W. Myrtle Avenue, Suite 111
Glendale, AZ 85301
And
Mesa Energy Systems, Inc. dba Emcor Services Arizona, Inc.
4125 E. Madison St.
Phoenix, AZ 85034
toni_klenner@emcor.net
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year
set forth above.
“City” “Contractor”
City of Glendale, an Arizona Mesa Energy Systems, Inc., dba
municipal corporation Emcor Serviges Arizona, Ing,
a Californi i
By: By: [
Kevin R. Phelps Name: Stephen P. Hunt
City Manager Title: SCP & Chief Financial Officer
ATTEST:
Julie K. Bower (SEAL)
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attorney
4/29/2021
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
MESA ENERGY SYSTEMS, INC. dba EMCOR SERVICES ARIZONA, INC.
EXHIBIT A
STATE OF ARIZONA
CONTRACT NO. CTR049764
HVAC MAINTENANCE, REPAIR, AND EMERGENCY SERVICES
4/29/2021
Request for Proposal
Solicitation No, BPM002434
Description:
HVAC Maintenance, Repair, and Emergency Services
Arizona Department of Administration
State Procurement Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
Attachment 1
SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide HVAC Maintenance, Repair, and Emergency Services in
compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:
Initial | 1. | 4/30/20 DG
ofr: “Date. _ : initial -
2.) x x 3. | x x 4. |x x
Revised date #1 initial date #1 initial date #1 initial
Offers: | 5 | x x 6. | x x 7 |x x
date #4 “initial | date#s “initial | date#e inital |
Best and | 8. | X x
Final Offer: Date initial
EMCOR Services Mesa Energy Systems
0-Dr—
Offeror company name
4125 E. Madison St.
Don Griffin, Branch Manager
Signature of person authorized to sign Offer
Address
Phoenix, AZ 85034
Don Griffin, Branch Manager
Printed name and title
City | State | ZIP
Contact name and title
33°0112640
dgriffin@emcor.net 602-314-3189
Federal tax identifier (EIN or SSN)
Contact Email Address Contact phone number
CERTIFICATION: By signature in the above, Offeror certifies that it:
1.
2.
3.
4.
will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 1 1246, [Arizona] State
Executive Order 2009-9 or A.R.S. §§ 41-1461 through 1465;
has not given, offered to give, nor intends to give at any time hereafter any economic Opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature
affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the
Offer, any resulting contract, and may be subject to legal penalties under law,
complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and
is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.
ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the latest date and
number at the top of this form (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract,
of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform
any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.
State’s Contract No. is:
etl
The effective date of the Contract is: 5/20/2020 Contract awarded 5/20/2020 v
Date
Dustin Deason
Date
PART 3 of the Solicitation Documents
Template version 6.0 (18-NOV-2019)
SECTION 3-B: Offer Forms
Page 15 of 51 8}
Available online at: APP.LAZ.govy
Contract Amendment Arizona Department of
Administration
APP: CTR049764 General Services Division
1100 W. Washington St, Suite 155
Phoenix, AZ 85007
Amendment #2 Date: 5/11/2022
Contract Extension
MESA Energy Systems Inc - EMCOR Services Arizona
1. The above mentioned contract is hereby amended as follows:
a. In accordance with Uniform Terms and Conditions Section 3.1 Term of Contract, this
contract shall be extended through
All other terms, conditions and provisions remain unchanged.
ALL OTHER REQUIREMENTS, SPECIFICATIONS,
TERMS AND CONDITIONS REMAIN UNCHANGED
ACKNOWL
AND AUTHORIZATION
This change order shall be fully executed upon the approval electronically in APP by an authorized
representative of the Contractor and applied to the contract in APP by the Procurement Officer or
delegate.
| Available online
at APP.AZ.gov
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
Part 2: Scope, Pricing and Terms and Conditions
Table of Contents
SECTION 2-C: Special Terms and Conditions......
SECTION 2-D: Uniform Terms and Conditions........csssssscssssesssssssssssssssssssssssssesssssssscssssssssssssssssssivessessecccssssee 40
PART 2 of the Solicitation Documents Table of Contents
\ >)
Template version 6.0 (28-JAN-2020) Page 1 of 49 | Z
Request for Proposal
Solicitation No. BPM002434
Description:
Arizona Department of
Administration
General Services Division
100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
SECTION 2-A: Scope of Work
1.0 Introduction
The Arizona Department of Administration, General Services Division on behalf of the State of Arizona
(hereinafter referred to as the “State") is responsible for administering the HVAC Maintenance, Repair and
Emergency Services Contract (hereinafter the "Program") for all state departments, agencies, boards and
commissions (hereinafter referred to as "Eligible Agencies") The Program is self-funded for all eligible
participants under A.R.S.§41-621.
The Arizona Department of Administration (ADOA) and Arizona Exposition and State Fair (AESF) is
requesting proposals from qualified firms for the purpose of providing HVAC Maintenance, Repair and
Emergency Services. These services will be provided for multiple facilities owned and/or managed by ADOA
and AESF.
2.0 Objective
To provide HVAC Maintenance, Repair and Emergency Services to include, but not limited to, the following;
cooling towers, chillers, supplemental support equipment, cooling tower fans, motors, all split units,
evaporative coolers, refrigerant monitoring system, smoke/fire dampers, plate and frame, valves, pumps,
air handler units and support equipment, all open and closed loop piping, all system pumps, all air and/or
dirt separators, all variable frequency drives and other specified items.
3.0 Clarifications
3.1 For clarification purposes within the scope of work as well as the attachments, the following
abbreviations are defined:
AHU Air handling unit CFM Cubic feet per minute
CLG TWR_ Cooling Tower TSP Total static pressure
CHWR Chilled water return PNEU Pneumatic
cDWS Condenser water supply ELEC Electric
CDWR Condenser water return D Daily
PPS Pumps W Weekly
GPM Gallons per minute M Monthly
TDH Total dynamic head Q Quarterly
HVAC Heating, ventilating and SA Semi-annually
AC air conditioning A Annually
RPM Revolutions per minute HX Plate Heat Exchangers
CRAC Computer Room Air Conditioner
3.2 Building Information:
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work |
Template version 6.0 (28-JAN -2020) Page 20f49 | 4
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
3.2.1 Attachments A through D contain inventories of equipment for ADOA and AESF that
will be covered under this contract.
3.2.2. Each Attachment has individual tabs that contain the location, building address,
task schedules and equipment for each agency.
3.2.3. All attachments are as complete and accurate as possible. Any changes found that
differ from these inventories once the contract is awarded shall not affect the services
or pricing under this contract. Any modifications to existing equipment, as outlined in
this RFP, will be covered under this agreement.
4.0 Service Requirements — General
4.1 The selected firm shall furnish all labor, materials, tools, and resources necessary to design,
develop and implement a maintenance procedure and provide normal maintenance repair and
emergency services for all heating, cooling, ventilating systems in the facilities listed in
Attachments A and B. (Building automation systems are NOT covered but the chiller
automation systems are covered.) The goods and services provided shall include, but are not
limited to, those outlined below:
4.1.1 Provide maintenance and repair services on all equipment related to the heating,
ventilation, air conditioning, humidity control, building control systems (pneumatic,
electric, and DDC) within the facilities listed in Attachments A and B. This involves
maintenance and repair of chillers, chiller controls, chilled water and condenser
piping in chiller rooms, in air handler rooms, in cooling towers, and in boiler rooms
as well as pumps and pump controls, cooling towers, cooling tower controls,
chemical water treatment equipment (including pumps, piping and controls) and air
handling equipment. Maintenance consists of pre scheduled recurring actions that
are to be performed on a regular interval determined by equipment operating hours
that may be recommended by each equipment manufacturer. The maintenance
tasks are designed to maintain the equipment for prime Operating conditions so
that the equipment will operate effectively, reliably, and efficiently.
4.1.2 Furnish all labor, parts, materials, test equipment, tools, programming materials,
and services in conformance with the terms and conditions as stated in this RFP. All
work shall be performed in compliance with applicable standards, regulations and
codes established by local, state and federal agencies.
4.1.3. The agency shall inform the contractor of hazardous conditions such as asbestos
containing material, confined space, lockout-tagout, fall hazards and other OSHA
regulated work hazards. If the vendor encounters any additional hazardous
materials or conditions all work must stop and the Agency shall be notified
immediately.
4.1.4 Vendor shall notify the Agency immediately of any occurrence or condition within
the service areas that interfere with the full performance of the contract, and
confirm it in writing within 24 hours.
4.1.5 During the performance of work under this contract, the Vendor shall take all
necessary precautions for the protection of the public and prevention of accidents.
This includes, but is not limited to, the use of barricades, cones and electric warning
lights, approved by the Agency in order to guard the public against any impending
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work |
Template version 6.0 (28-JAN-2020) Page3of49 | 4
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
danger. The Vendor shall provide and maintain all barricades and other barriers
related to the work during the period of the contract.
4.2 Personnel
4.2.1 Qualifications Of Personnel
The selected firm shall employ sufficient qualified staff who can arrive on the site
within the specified time period. Technicians shall have the training and necessary
experience needed for proper performance of this work. The selected firm shall
have a minimum of three (3) factory trained service technicians who have a
minimum of five (5) years’ experience in servicing and maintaining the equipment
listed in this contract.
4.2.2. Onsite Personnel
4.2.2.1 The name(s), and cell phone number(s) of all key onsite personnel shall
be provided by the selected firm. Once assigned to work under the
contract, key personnel shall not be removed or replaced without the
prior written approval of the issuing agency and a copy to the
procurement officer of record.
4.2.2.2 The key onsite personnel shall have the authority to facilitate the work,
prioritize the activities, determine the weekly (seasonal) schedules,
participate in the day to day decisions concerning maintenance, and
assist the authorized designee in making onsite inspections and
coordinating the facilities operational needs and requirements. A set of
facility access keys may be available to the approved key onsite
personnel. Should any of these facility access keys be damaged, lost, or
destroyed, the selected firm shall bear the cost of lost key replacement.
4.2.2.3 All onsite personnel shall be attired in appropriate uniforms (hats or
shirts, etc.) that identify the selected firm while on State property.
4.2.2.4 Onsite personnel may be required to follow special procedures per the
Building Manager or their designee when accessing buildings and shall
follow the required procedures.
4.3 Subcontracting
All subcontractors shall meet the same requirements as outlined in this RFP. Under no
condition will any work specified be subcontracted without the designated agency’s
representative’s prior approval. If there is a subcontractor, qualifications shall be provided to
the Agency for review and approval;
4.4 Inventory and Test Equipment
To ensure ability to meet response times as outlined in the RFP, the selected firm shall
maintain or have access to an adequate inventory of standard replacement parts for common
components in the systems under contract
4.5 Maintenance
4.5.1 | Maintenance and Scheduling
4.5.1.1 To ensure a uniform and detailed method of defining maintenance tasks,
all maintenance tasks shall be scheduled based on the manufacturers’
maintenance recommendations and according to industry standards. The
selected firm shall maintain and may be required to show copies of
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 4of49 | 4
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
maintenance reports to demonstrate compliance to this requirement.
The maintenance tasks shall be as specified in the Tasks Schedules found
in Attachments A through D. Where these Task Schedules differ from the
equipment manufacturer’s recommendations, the manufacturer’s
recommended maintenance procedures shall take precedence.
4.5.1.2 Within 60 days of request, the selected firm shall submit to the Agency
Facilities Management Professional for agency approval all scheduling
documentation for the performance of all required work under this
contract including annual inspections and equipment overhauls.
4.5.2. General Maintenance Procedures
4.5.2.1 Vendor shall maintain and may be required to show copies of complete
and detailed service and maintenance records for each piece of
equipment, in a secure central database that will be provided to using
Agency upon request.
4.5.2.2 Vendor shall provide real time records to each and all technicians
servicing any piece of equipment on the site.
4.5.2.3 Vendor shall provide work orders that clearly identify the equipment to
be serviced and contain sufficient information about the task required to
complete the work
4.5.2.4 Vendor shall have the ability to provide “real time” status of any current
work order at any time and make that status available via the Internet, e-
mail, or phone.
4.5.2.5 Vendor shall have the ability to receive service requests via an Internet
web site or centralized call center on a 24/7, 365-day basis
4.5.2.6 Vendor shall have quality processes that ensure equipment is serviced
and work actions are recorded in a uniform manner every time,
regardless of the assigned technician.
4.5.2.7 Vendor shail have the ability for service requests and maintenance
activities to be tracked to completion in a timely manner.
4.5.3. Maintenance and Repair Calls
4.5.3.1 Maintenance under this agreement shall be performed during the normal
working hours defined as 8:00 AM through 5:00 PM. When major
equipment needs to be turned off for servicing, including but not limited
to maintenance, repairs and any scheduled overhauls, and it would not
be acceptable to do so during normal business hours, the Vendor shall be
available to do work after normal business hours at no additional charge
to the Agency.
4.5.4 The Vendor must respond to all service requests, including repair calls regardless of
weather conditions. Repair calls shall be responded to within two (2) hours. All
repair service shall be determined by a designated Agency representative. Repair
services are defined as those services that are required to keep chillers, cooling
towers, air moving equipment and pumps in operating condition. The Agency will
provide reasonable means of access to all equipment covered by the resulting
agreement. The Vendor shall schedule the start and stop of all primary equipment
that is incidental to the operation of the systems as arranged with Agency
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) PageSof49 4
Request for Proposal
Solicitation No. BPM002434
Description:
Arizona Department of
Administration
General Services Division
100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
representatives. All equipment shall be repaired to equipment manufacturer’s
specifications.
4.5.5 The Vendor as part of the monthly service fee shall, regardless of cause or fault,
provide labor; overtime; travel costs; temporary equipment; all parts necessary to
repair or replace permanent equipment to manufacturer's specifications; and other
incidental expenses incurred. Any temporary equipment used shall be required to
maintain the buildings at 75 degrees F and shall be provided on a continuous basis,
including weekends and holidays, until the necessary repairs are made and the
permanent equipment is back in full service.
4.6 Emergency Service
4.6.1 Unless an exception is approved by the Agency, all major systems must be back on
line and operating whether by repair or use of temporary equipment within eight
hours of notification of systems failure.
4.6.2 The selected firm shall provide emergency service as a part of this agreement
including:
4.6.2.1 Alllabor, overtime, travel costs, parts, supplies, etc to diagnose and
repair any failed equipment. All expenses incurred and expended on such
a call are included in the cost of this program and there will be no
additional compensation to the selected firm.
4.6.2.2 | Emergency service shall be provided as often as needed, on a 24-hour
basis, weekends and holidays included.
4.6.2.3 Service personnel shall arrive on-site within 2 hours after notification of
an emergency situation.
4.6.2.4 At least one emergency phone number, available 24/7, that shall be
answered by a person, not a recording.
4.7 Parts, Labor and Complete Replacement
4.7.1 The Vendor will repair or replace worn parts or complete components covered
under this contract with new parts to original equipment manufacturer's
specifications.
4.7.2 With the exception of major equipment, and if it’s mutually determined that
equipment cannot be repaired; the cost for replacement will be covered under this
agreement. Major equipment shall include but not be limited to chillers, cooling
towers, air handlers and flat plates.
4.7.3 The Vendor shall be responsible for proper disposal of old parts and equipment in
accordance to government and environmental regulations.
4.7.4 Allrepair and replacement parts, components, and devices for the mechanical
systems and equipment shall be provided by the selected firm and will be included
in the cost of this service program.
4.7.4.1 Ifa partis determined to be obsolete
4.74.11 If the part(s) is/are obsolete and there is an equivalent
part(s); the eligible agency will pay only the difference in the
price of the part(s)
4.7.4.1.2 If the part(s) is/are obsolete and there is not an equivalent
part(s); and the upgrade does not require a major control
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work ~
Template version 6.0 (28-JAN-2020) Page 6 of 49 &
Request for Proposal
Solicitation No. BPM002434
Description:
HVAC Maintenance, Repair, and Emergency Services
Arizona Department of
Administration
General Services Division
100 N 15th Avenue, Suite 103
Phoenix, AZ 85007
4.7.5
4.7.6
4.7.7
4.7.8
4.7.9
change or expansion; the eligible agency will pay only
the difference in the price of the part(s).
4.7.4.1.3 If the part(s) is/are obsolete and there is not an equivalent
part(s); and the upgrade requires a major control change or
expansion; then the eligible agency has the option to accept
the contractor’s proposal or go for bidding.
4.7.4.1.4 All labor to replace obsolete or equivalent parts shall be
completed at no cost to the state and will be covered under
the monthly maintenance agreement. If after-hour work is
required, the state shall pay the difference between the
normal hourly rate and overtime rate but only if prior
authorization has been received
All labor to replace obsolete or equivalent parts shall be completed at no cost to the
state and will be covered under the monthly maintenance agreement. If after-hour
work is required, the state shall pay the difference between the normal hourly rate
and overtime rate but only if prior authorization has been received. All
miscellaneous parts and supplies, including but not limited to those necessary to
maintain the mechanical systems and equipment shall be supplied by the Vendor
and shall be included in the cost of this service program (belts, fuses, valves, valve
packing, insulation, lubricants, oil, tools, paints, refrigerant, test instruments,
meters, etc).
If it is determined, and mutually agreed upon, that any major equipment under this
agreement has passed its useful life and cannot be repaired, the selected firm shall
provide a quote for the replacement of the equipment upon request of the using
agency.
Major equipment replacement to be performed under this agreement will be for the
cost of equipment only and all conditions of the contract shall apply. Any other
additional charges for installation, freight, other materials, travel, etc. will not be
allowed.
The Vendor shall have written approval prior to proceeding with major repairs. It is
understood and agreed that the State of Arizona has the right to reject the written
quotation for the major equipment replacement and subject the requirement to
competitive quotation separate from this contract.
The Vendor shall provide documentation in cases of major equipment failure that all
maintenance was completed per manufacturer’s requirements to ensure that failure
was not the result of neglect or deferred maintenance
4.8 Designated State Representative
4.8.1
All work performed by the selected firm for the Arizona Department of
Administration shall be reviewed and approved by an authorized representative of
the ADOA Facilities Operations and Maintenance group. Any reports, schedules and
invoices shall be submitted to:
ADOA Facilities Operations and Maintenance
Attn: Kent Bostick
100 N. 15th Ave., Suite 202
Phoenix, AZ 85007
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 7 of 49 4
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
4.8.2
4.8.3
All work performed for the Arizona Exposition and State Fair shall be reviewed and
approved by an authorized representative for that agency. Any reports, schedules
and invoices shall be submitted to:
Arizona Exposition and State Fair
Attn: Tom Youngs
1826 W. McDowell Rd
Phoenix, AZ 85007
All work performed for the Arizona State Hospital shall be reviewed and approved
by an authorized representative for that agency. Any reports, schedules and
invoices shall be submitted to:
Arizona State Hospital
Attn: Mikel Adair
501 N. 24th St
Phoenix, AZ 85008
5.0 Services for Mechanical Systems
5.1
Routine maintenance services shall be performed in accordance with the task schedule for
each equipment type. A designated state representative must authorize, in writing, task
schedule activities prior to services being performed and may elect to be present for
maintenance activities performed.
5.1.1
5.1.2
5.1.3
Pumps
In accordance with the Task Schedule found in Attachments A and B, and as
required by the manufacturer, the Vendor shall maintain pumps back to include but
not limited to, the main service entrance section breaker. Maintenance shall
incorporate all associated valves, check valves, isolation valves, pneumatic valves,
flanges, welds and chemical feed systems including all associated pumps, injectors
and piping. Maintenance shall also include but not limited to pump motors and their
components, electrical breakers and their components, including starter heaters,
contactors, disconnects, all fuses and control wiring between pumps and other
equipment
Chillers
In accordance with the Task Schedule shown in Attachments A and B, and as
required by the manufacturer, the Vendor shall maintain entire chillers (including
but not limited to condenser and evaporator tubes) back to and including but not
limited to the main service entrance section breaker. Maintenance shall also
incorporate but not be limited to starter heaters, contactors, chiller control panels,
disconnects, all fuses and control wiring between chillers and other equipment.
Starter panels shall be cleaned and maintained semiannually. An oil analysis shall be
done annually. Additionally, the Vendor shall also inspect all chillers on a biennial
basis. This inspection shall include an eddy current test on condensers and
evaporators
Cooling Towers and Cooling Tower Fans
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work -
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Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
5.1.4
5.1.5
In accordance with the Task Schedule shown in Attachments A and B, and as
required by the manufacturer, the Vendor shall provide maintenance and repair
services for the cooling towers and cooling tower fans. All cooling towers listed are
to have a complete annual tear down, which will include but not be limited to
maintenance on the cooling tower fan(s). As part of the cooling tower annual
teardown, work on the fans is to include but not be limited to: gear box cleaning,
fan and motor cleaning and adjusting and calibrating fan vibrations switch as part of
the maintenance contract. The annual teardown shall be completed during the first
quarter of the contract.
Plate Heat Exchangers
The Vendor shall inspect all plate heat exchangers in accordance with the
appropriate Task Schedule found in Attachments A and B, and as required by the
manufacturer, shall provide evidence that the plate heat exchangers are operating
per manufacturer specifications. Should they scale, the
Vendor shall chemically clean and flush the exchangers in accordance with the
manufacturer’s recommended procedures for removing scale.
Water Treatment Systems
5.1.5.1 The water treatment systems for the closed loop (cooling, heating &
glycol) water and open cooling towers shall be maintained in accordance
with the relevant Task Schedule. The Vendor shall test water supply
source and tower water for Total Dissolved Solids (TDS), PH, alkalinity and
inhibitor level; clean and adjust bleed control based on analysis; add and
adjust chemicals to towers including inhibitor and biocides. Appropriate
Personal Protective Equipment (PPE) shall be used such as gloves when
handling chemicals.
5.1.5.2 TDS is to be maintained at 2.5 to 3.5 cycles, in all towers. Nitrate levels in
closed loop systems (cooling and heating) within the first 90 days shall be
brought up to and maintained for the duration of the contract between
500 to 600 Parts Per Million (PPM) for chilled water and 700 to 800 PPM
for hot water. The selected firm shall clean and calibrate TDS and PH
sensor probes weekly and replace as needed. Maintenance and
replacement of chemical feed systems shall be the single source
responsibility of the Vendor. Within 10 days after notice to proceed, the
Vendor shall provide initial water testing on all cooling towers and have
reports available upon request from the agency. Water treatment
chemicals’, manufacturer's safety data sheets (SDS), and test procedures
shall be submitted within thirty (30) days of contract award. A
representative of the State of Arizona may, at any time, monitor any and
all water treatment activities, test procedures, chemical treatment or
adjustments.
5.1.5.3 The Vendor shall quarterly, or as the State deems necessary, drain and
clean the cooling towers. The Vendor shall notify the State prior to
cleaning and shall chemically readjust tower water after completion of
tower cleaning. On site chemical storage will be allowed as follows: no
more than 4 barrels inside and 4 barrels outside the Tucson location, and
at most 1 barrel at each location in Phoenix.
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work | ~
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Request for Proposal
Solicitation No. BPM002434
Description:
Arizona Department of
Administration
General Services Division
100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
5.1.6 Air Moving Equipment
5.1.6.1 In accordance with the relevant Task Schedule, and as required by the
manufacturer, the Vendor shall maintain fans back to and including the
motor control centers.
5.1.6.2 _ In-line vane axial fans, including those manufactured by JOY and
American SF products, and the axial type fans (identified as “VF” in the
equipment list) shall be kept balanced to manufacturer’s specifications.
5.1.7. Variable Speed Drives
The variable speed/frequency drive controllers for equipment shall be maintained in
accordance with the appropriate Task Schedule and as required by the
manufacturer. Maintenance shall include prom chip, wiring back to and including
breaker, microprocessors, integrated circuits, all electrical components and wiring
and devices such as control wiring and duct sensors. VFD/VSD shall be cleaned on an
annual basis with the external covers removed and all dust and debris removed. All
electrical connections shall be checked for tightness.
5.1.8 Evaporative Cooler Equipment
The Vendor, in accordance with the Task Schedule, and as required by the
manufacturer, shall provide maintenance and repair services for the evaporative
cooler equipment. All evaporative cooler equipment maintenance shall include at a
minimum but not limited to five (5) site visits per year, to include one (1) spring
Start-up, three mid-season service calls, and one (1) winter shut-down visit.
6.0 Quality Control and Performance Data
6.1 General
6.1.1 Within one month after contract award, the Vendor shall establish and submit
evidence of a complete quality control program ensuring that proper services are to
be provided. Using Agencies shall review and advise of approval or denial of the
quality control program within 10 working days of submittal. In the event of denial,
the selected firm shall resolve all found deficiencies and re-submit.
6.1.2 The Vendor’s performance shall be subject to periodic inspection by the using
agency at any time. The Vendor shall provide to the Agency evidence, through
service performance data, that the service requirements of this RFP are being met.
The performance data shall be captured electronically and stored with the selected
firm who shall make performance reports available as directed by the Agency.
6.2 Service Performance Data
6.2.1 The minimum information required to be captured and stored electronically shall
consist of the following:
6.2.1.1 An inventory of all equipment, including the serial numbers and model
numbers for all mechanical equipment under coverage of the contract
resulting from this RFP;
6.2.1.2 Records of every service order issued during the term of the contract.
These records shall include customer initiated service requests and
computer generated maintenance requests; and,
PART 2 of the Solicitation Documents
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SECTION 2-A: Scope of Work -
Page 10 of 49 &
Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
6.2.1.3 Each service record shall include the description of the request, date and
time of the service request, name of the service mechanic assigned, date
and time that the mechanic arrived at the site, resolution of the request
with a description of the work performed and the date and time that the
work was completed.
6.2.2 Viewing of Service Performance Information
The information shall be provided electronically (in a format approved by the
Agency) to the Agency on a monthly basis and as reasonably requested. The service
history should be retrievable by individual building or by the type of service request
(maintenance, emergency service, etc).
End of Scope
SECTION 2-A SUPPLEMENTS:
(Offeror to insert as required and list here or type “None” on first line)
ie Title
Purposedm Otter
1. | Enter or type “None”
2. | Enter or delete row if not needed
3. | Enter or delete row if not needed
4. | Enter or delete row if not needed
5. | Enter or delete row if not needed
6. | Enter or delete row if not needed
7. | Enter or delete row if not needed
The following Exhibit applies to the Scope of Work:
Attachment A —- ADOA
Attachment B - State Fair
End of Section 2-A
I
PART 2 of the Saticitation Documents SECTION 2-A: Scope of Work ,
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Req uest for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
SECTION 2-B: Pricing Document
1.0 Compensation
1.1 COMPENSATION METHOD
Contractor will be compensated based on the final detailed written quote approved by the Customer. Pricing
shall not exceed the labor rates indicated on the Pricing Document.
2.0 Pricing
2.1 CONTRACTOR’S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set
out in Attachments/Exhibits titled ATTACHMENT 4 PRICING SHEETto_this Pricing Document, including any
subsequent agreed amendment to it (the “Contract Pricing”), will be equal to or better than the lowest prices and
largest discounts, both separately and in combination, at which Contractor sells equivalent services, items of
equipment and materials.
2.1.1 That price-plus-discount equivalence (“Contractor’s Best Pricing”) is intended to be irrespective of
whether or not those other sales have special purchase terms, conditions, rebates or allowances.
2.1.2 If Contractor's Best Pricing for equivalent services, items of equipment and materials is better than the
Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor’s Best
Pricing for all sales related to the Contractor made after the date when the Contractor's Best Pricing was
first better than the Contract Pricing.
2.1.3 For clarification of intent, that date is intended to be the date when the difference first occurred, which
might have been before the difference was first identified. If it was before, then Supplier agrees to charge
at less than the Contract Pricing until the extended difference that would have been realized {i.e., if the
Contractor's Best Pricing had been applied when it should have been) has been settled.
2.2 PRICING-ALL-INCLUSIVE:
2.2.1 _ Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work
and all aspects of Contractor's offer as accepted by State. Details of service not explicitly stated in the
Scope of Work or in Contractor's Offer, but necessarily a part of, are deemed to be understood by
Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs
and profit and any other costs toward the accomplishment of the requirements in the Contract are
included in the pricing provided.
2.3. PRICE INCREASES:
2.3.1 The State may review a fully documented request for a price increase. The requested increase shall be
in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the time
of the offer and is directly correlated to the price of the product concerned. Contractor must provide
conclusive evidence of a need for any price increases such as being substantiated by the Producer Price
index, Consumer Price Index, or similar pricing guide.
(a) Initial Contract prices will be honored for one year after award of Contract.
(b) All written requests for price adjustments made by the contractor shall be initiated thirty (30) days
in advance of any desired price increase to allow State sufficient time to make a fair and equitable
determination to any such requests. This may be waived upon proper documentation
demonstrating the urgency of the request.
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document
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Request for Proposal Arizona Department of
Administration
Solicitation No. BPM002434 General Services Division
Description: 100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
3.0
4.0
PART 2 of the Solicitation Documents
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(c) All price adjustments will be implemented by a formal contract amendment. State shall determine
whether the requested price increase or an alternate option is in the best interest of State.
2.4 PRICE REDUCTIONS:
2.4.1
Price reductions shall be immediately passed along to State and may be submitted in writing to State for
consideration at any time during the Contract period. The contractor shall offer State a price reduction
on the Contract product(s) concurrent with a published price reduction made to other customers. State
at its own discretion may accept a price reduction. The price reduction request shall be in writing and
include documentation showing the actual reduction of cost. Sales promotions requests shall include
difference in pricing, begin, and end date of promotion along with the products covered.
2.5 ADDITIONAL CHARGES:
2-5c1)
2.6 TRAVEL.
2.6.1
Funding
Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the
Contract.
Contractor shall get written approval prior to any travel under the Contract in which reimbursement of
expenses will be requested. Contractor will be reimbursed for actual expenses incurred in accordance
with the current rates specified in State’s Travel Policy. Contractor shall itemize all per diem and lodging
charges. State Travel Policy, including State rates, may be located at https://gao.az.gov/travel . The
Eligible Entity / Customer shall reject any claim for travel reimbursement without prior written approval.
No particular funding considerations apart from paragraph 4.4 [Availability of Funds for the Next State fiscal year] and
4.5 [Availability of Funds for the current State fiscal year] of the Uniform Terms and Conditions have been identified as
of the Solicitation date.
Invoicing
4.1 INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible
Entity/Customer (e.g. Eligible Agency or Co-Op Buyer) at the address indicated on the applicable Order document
or by utilizing the Buying Entity’s purchasing tool/process.
4.2. MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:
Bill-to name and address
Contractor name and contact information
Remit-to address
State
contract number
Order number (typically the The State’s e-Procurement System PO #)
Invoice number and date
Date the items shipped or services performed
Applicable payment terms
Contract line item number
Contract line item description
SECTION 2-8: Pricing Document |
az
Request for Proposal
Solicitation No. BPM002434
Description:
Arizona Department of
Administration
General Services Division
100 N 15th Avenue, Suite 103
HVAC Maintenance, Repair, and Emergency Services Phoenix, AZ 85007
4.3
4.4
4.5
4.6
Quantity delivered or performed
Line item unit of measure
item price
Extended pricing
Discount off list or catalog
Taxes (as a separate invoice line item) e
Upcharge shipping/freight, etc. (as a separate invoice line item) Materials only
Total invoice amount due e
NO INVOICE WITHOUT AUTHORIZATION, Contractor shall not seek payment for any:
1. Materials or Services that have not been authorized on an acknowledged Order;
2. Expediting, overtime, premiums, or upcharges absent State’s express prior approval; or
3. Materials or Services that are the subject of a Contract Amendment that has not been fully signed.
PRE-INVOICE REVIEW. Shortly before Contractor is scheduled to submit each invoice, the parties’ representatives
shall meet informally to review any issues relevant to that upcoming invoice so that the formal invoice process is
thereby facilitated and made more efficient.
SUBMITTING INVOICES. Contractor shall submit an invoice to the ordering Eligible Agency or Co-Op Buyer using
the form and/or process provided or required by the ordering Eligible Entity/Customer (Eligible Agency or Co-Op
Buyer). Every invoice must be signed by Contractor's authorized representative and accompanied by all
supporting information and documentation required by the Contract and applicable laws.
DEFECTIVE INVOICES. Without prejudice to its other rights under the Contract or further obligation to Contractor,
the ordering Eligible Entity/Customer (Eligible Agency or Co-Op Buyer) may, at its discretion, reject any materially
defective invoice.
4.6.1 The ordering Authorize Entity/Customer (Eligible Agency or Co-Op Buyer) shall notify Contractor within
5 (five) business days after receipt if it determines an invoice to be materially defective.
4.6.2 Invoices will be deemed automatically rejected upon delivery if they:
{a) are sent to an incorrect address;
(b) do not reference the correct State contract number; or
(c) are payable to any Person other than the Contractor.
4.6.3. The ordering Eligible Entity/Customer (Eligible Agency or Co-Op Buyer) will have no obligation to pay
against a defective invoice unless and until Contractor has re-submitted it free of defects.
5.0 Payments
5.1 PAYMENT. The applicable Eligible Agency or Co-Op Buyer shall pay undisputed amounts due to Contractor within
the time period specified in Section 4.0 Costs and Payments of the Uniform Terms and Conditions
5.2 JOINT CHECKS OR DIRECT PAY. applicable Eligible Agency or Co-Op Buyer may, but is under no obligation to, pay
by joint check or to pay directly to any Subcontractor or other creditor to whom any portion of Contractor’s
requested payment is owed.
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document
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