Andrew's Refrigeration Linking Agreement

LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
ANDREW'S REFRIGERATION INC,
THIS LINKING AGREEMENT (this “Agreement”) is entered into as of this day of

» 2022, between the City of Glendale, an Arizona municipal corporation (the “City”), and

Andrew's Refrigeration Inc., a(n) Domestic For-Profit (Business) Corporation authorized to do
business in Arizona (“Contractor”), collectively, the “Parties.”

RECITALS

On December 8, 2021 under Maricopa County Office of Procutement Services, the County
entered into a contract with Contractor to purchase the goods and services described in the
HVAC Service and Repair (“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 setvices 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 requirements 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 agtee 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 December 8, 2021, until the date the contract expires on November 30,
2024 unless the term of the Cooperative Purchasing Agreement is extended by the mutual
agreement of the original contracting parties. The Cooperative Purchasing Agreement,
however, may not be extended beyond November 30, 2027. The initial period of this
Agreement, therefore, is the period from the Effective Date of this Agreement until
November 30, 2024. The City may renew the term of this Agreement for three (3) years until
the Cooperative Purchasing Agreement expites on November 30, 2027. Glendale renewals

1/2/2020

9.

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
ptior 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. Conttactor 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 two hundred thousand dollars ($200,000) annually or six
hundted thousand dollars ($600,000) 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
parties hereby certify that they are not currently engaged in, and agree 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.

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.

4/29/2021

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 Michael J. Demlong
Community Services-Housing
6842 N. 61" Avenue

Glendale, Arizona, 85301

And

Jayson Wagner

Andrew's Refrigeration Inc.
5617 E. Hillery Dr.
Scottsdale, Arizona, 85254

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 Andrew's Refrigeration Inc.,
municipal corporation an Domestic For-Profit (Business)
Corporation
By: By: Qayson Wagner
Kevin R. Phelps Name: J&fsok Wagner
City Manager Title: }O@xxot President
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
Andrew's Refrigeration Inc.

EXHIBIT A

(MARICOPA COUNTY OFFICE OF PROCUREMENT; CONTRACT SERIAL 220125-S
HVAC SERVICE AND REPAIR)

4/29/2021

SERIAL 220125-S HVAC SERVICE AND REPAIR

DATE OF LAST REVISION: December 08, 2021 CONTRACT END DATE: November 30, 2024

CONTRACT PERIOD THROUGH NOVEMBER 30, 2024

TO: All Departments

FROM: Office of Procurement Services

SUBJECT: Contract for HVAC SERVICE AND REPAIR

Attached to this letter is published an effective purchasing contract for products and/or services to be
supplied to Maricopa County activities as awarded by Maricopa County on December 08, 2021

All purchases of products and/or services listed on the attached pages of this letter are to be obtained

from the vendor holding the contract. Individuals are responsible to the vendor for purchases made
outside of contracts. The contract period is indicated above.

Kevin Tyne, Chief Procurement Officer |
Office of Procurement Services

EK/mm
Attach

Copy to: Office of Procurement Services
Sammi Birchard, FMD
Brad Koos, FMD
Ken Burt, FMD

(Please remove Serial 15049-S from your contract notebooks)

SERIAL 220125-S

ANDREW'S REFRIGERATION INC., 5617 E HILLERY DR SCOTTSDALE, AZ 85254

COMPANY NAME: Andrew's Refrigeration Inc.

DOING BUSINESS AS (dba): Andrew's Refrigeration Inc.

MAILING ADDRESS: 5617 E Hillery Dr Scottsdale, AZ 85254
REMIT TO ADDRESS: 6617 E Hillery Dr Scottsdale, AZ 85254
TELEPHONE NUMBER: 602-992-9560

FAX NUMBER: 602-992-9570

WWW ADDRESS: www.andrewsaz.com
REPRESENTATIVE NAME: Jayson Wagner

REPRESENTATIVE TELEPHONE NUMBER:

602-992-9560

REPRESENTATIVE EMAIL ADDRESS

jayson@andrewsaz.com

YES NO REBATE

WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE iw r

FROM THIS CONTRACT:

WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: Vv r

v NET 30 DAYS

1.0 LABOR RATES: COMMERCIAL/INDUSTRIAL
Item Qty ate * e Price Notes

1st Call | Regular Business Hours 4 hour $85.00 Based on 1 Hr. of Labor
After Business Hours 1 hour $127.50 Based on 1 Hr. of Labor
Weekends 1 hour $127.50 Based on 1 Hr. of Labor
Holidays 1 hour $127.50 Based on 1 Hr. of Labor

2.0 LABOR RATES: RESIDENTIAL
Item Qty Mat Price Notes

15* Call_| Regular Business Hours 1 hour ___| $85.00 Based on 1 Hr. of Labor
After Business Hours 1 hour $127.50 Based on 1 Hr. of Labor
Weekends 1 hour $127.50 Based on 1 Hr. of Labor
Holidays 1 hour $127.50 Based on 1 Hr. of Labor

ANDREW'S REFRIGERATION INC

SERIAL 220125-S

3.0 ADDITIONAL PRICING
Item Qty Me Price Notes
Parts Materials and Components -
Cost Minus Discount 1 percent %
Parts Materials and Components -
Cost Plus Percentage il percent 35%
Any Services Outside the Scope of Based on 1 Hr. Regular
Work 1 hour $85.00 Business Hours
Based on 1 Hr. Regular
Training 1 hour $85.00 Business Hours

4.0 SPECIAL TOOLS AND EQUIPMENT

Machinery/equipment may be rented as additional cost and used indirectly to the HVAC industry for the
performance of normal services. Include pricing only for the use and operation of owned or rented
special tools and equipment that may be necessary, above and beyond the tools of the trade necessary
for the performance of this contract. Additional items may be added to this list at time of bid.

Pricing shall include rental/lease/use charge plus an administrative mark-up cost not to exceed five
percent (5%) and shall also include any operating fees.

Item Price Unit of Measure
Backhoe $150.00 per hr.
Jackhammer $25.00 per hr.
Concrete cutter $25.00 per hr.
Excavator $150.00 per hr.
Chain Hoist $25.00 per hr.
Crane $150.00 per hr.
Scissor Lift $150.00 per hr.

PRICING SHEET: NIGP CODE 94155

Terms: NET 30
Vendor Number: VC0000008222
Certificates of Insurance Required

Contract Period: To cover the period ending November 30, 2024.

SERIAL 220125-S

BEL-AIRE MECHANICAL, INC., 4201 N 47TH AVE, PHOENIX, AZ 85031

COMPANY NAME: Bel-Aire Mechanical, Inc
DOING BUSINESS AS (dba):
MAILING ADDRESS: 4201 N 47th Ave, Phoenix, AZ 85031
REMIT TO ADDRESS: 4201 N 47th Ave, Phoenix, AZ 85031
TELEPHONE NUMBER: 623-846-8600
FAX NUMBER: 623-846-8700
WWW ADDRESS: www.belairemechanical.com
REPRESENTATIVE NAME: Brandon Sonju
REPRESENTATIVE TELEPHONE NUMBER: 623-846-8600
REPRESENTATIVE EMAIL ADDRESS bsonju@belairemechanical.com
YES NO REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE V r
FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: ira ri
w NET 30 DAYS
1.0 LABOR RATES: COMMERCIAL/INDUSTRIAL
Item Qty Unit of Measure Price
2"4 Call Regular Business Hours 1 hour $95.00
After Business Hours 1 hour $133.00
Weekends 1 hour $150.00
Holidays 1 hour $150.00
2.0 LABOR RATES: RESIDENTIAL
Item Qty _| Unit of Measure Price
24 Call Regular Business Hours 4 hour $90.00
After Business Hours 4 hour $125.00
Weekends 1 hour $150.00
Holidays 1 hour $150.00
3.0 ADDITIONAL PRICING
Item Qty Unit of Measure Price
Parts Materials and Components - Cost Minus Discount 1 percent 19
Parts Materials and Components - Cost Plus Percentage 1 percent 19%
Any Services Outside the Scope of Work 1 hour $65.00
Training 1 hour $65.00

BEL-AIRE MECHANICAL, INC.

SERIAL 220125-S

4.0 SPECIAL TOOLS AND EQUIPMENT

Machinery/equipment may be rented as additional cost and used indirectly to the HVAC industry for the
performance of normal services. Include pricing only for the use and operation of owned or rented special
tools and equipment that may be necessary, above and beyond the tools of the trade necessary for
the performance of this contract. Additional items may be added to this list at time of bid.

Pricing shall include rental/lease/use charge plus an administrative mark-up cost not to exceed five
percent (5%) and shall also include any operating fees.

Item Price Pane Notes
Backhoe $ per hr. All needed Equipment will be rented at current
Jackhammer $ per hr. market rates with a 5% mark-up added
Concrete cutter $ per hr.
Excavator $ per hr.
Chain Hoist $ per hr.
Crane $ per hr.
PRICING SHEET: NIGP CODE 94155
Terms: NET 30
Vendor Number: vC0000007600
Certificates of Insurance Required

Contract Period:

To cover the period ending November 30, 2024.

SERIAL 220125-S

JOHNSON CONTROLS, INC., P O BOX 730068, DALLAS, TX 75373

COMPANY NAME:

Johnson Controls, Inc.

DOING BUSINESS AS (dba):

Same

MAILING ADDRESS:

2032 West 4th Street, Tempe, AZ 85281

REMIT TO ADDRESS:

Johnson Controls, Inc., P O Box 730068, Dallas, TX
75373

TELEPHONE NUMBER:

866-854-4544

FAX NUMBER: 480-967-5213
WWW ADDRESS: www. johnsoncontrols.com
REPRESENTATIVE NAME: Allen Crews

REPRESENTATIVE TELEPHONE NUMBER:

480-517-3503

REPRESENTATIVE EMAIL ADDRESS

allen.crews@jci.com

YES | NO | REBATE
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE Vv r
FROM THIS CONTRACT:
WILL ACCEPT PROCUREMENT CARD FOR PAYMENT: id r
¥ NET 30 DAYS
1.0 LABOR RATES: COMMERCIAL/INDUSTRIAL
Unit of .
Item Qty Measure Price Notes
3 Call | Regular Business Hours 1 hour | $150.14
After Business Hours 1 hour $225.17
Sundays only; Saturdays
Weekends 1 hour $300.22 billed at $225.17
Holidays 1 hour $300.22
2.0 LABOR RATES: RESIDENTIAL
Unit of .
Item Qty Measure Price Notes

3'4 Call | Regular Business Hours

hour $117.81

After Business Hours

hour $176.73

Weekends

Sundays only; Saturdays
hour $235.62 | billed at $176.73

Holidays

hour $235.62

SERIAL 220125-S

JOHNSON CONTROLS, INC

3.0 ADDITIONAL PRICING
Item Qty Mee r Price Notes

Parts Materials and Components -

Cost Minus Discount 1 percent %

Parts Materials and Components -

Cost Plus Percentage 1 percent 30%
Apprentice labor Regular
Business Hours. After
Business Hours = $139.05,

Any Services Outside the Scope of Sundays/Holidays =

Work 4 hour $92.70 $185.40

Training 1 hour $92.70

4.0 SPECIAL TOOLS AND EQUIPMENT

Machinery/equipment may be rented as additional cost and used indirectly to the HVAC industry for the
performance of normal services. Include pricing only for the use and operation of owned or rented special
tools and equipment that may be necessary, above and beyond the tools of the trade necessary for the
performance of this contract. Additional items may be added to this list at time of bid.

Pricing shall include rental/lease/use charge plus an administrative mark-up cost not to exceed five percent
(5%) and shall also include any operating fees.

Item Price — Notes
Backhoe Current Market Price per hr. JCI to Present cost back up with invoice
Jackhammer Current Market Price per hr. JCI to Present cost back up with invoice
Concrete cutter Current Market Price per hr. JCI to Present cost back up with invoice
Excavator Current Market Price per hr. JCI to Present cost back up with invoice
Chain Hoist Current Market Price per hr. JCI to Present cost back up with invoice
Crane Current Market Price per hr. JCI to Present cost back up with invoice

PRICING SHEET: NIGP CODE 94155

Terms: NET 30

Vendor Number: VC0000003812

Certificates of Insurance Required

Contract Period: To cover the period ending November 30, 2024.

SERIAL 220125-S

HVAC SERVICE AND REPAIR

1.0

2.0

INTENT

1.2

1.3

1.4

1.5

16

1.7

1.8

1.9

The intent of this solicitation is to provide a source for repair, maintenance, installation, and
retrofit for heating, ventilation, and air conditioning (HVAC) and evaporative cooling
equipment throughout Maricopa County (County) for the Facilities Management Department
(FMD). Major retrofits and projects will be requested through the use of quotes from all
contractors awarded to this contract, at the time of the project. Contract may be used by the
County for residential and commercial/industrial services.

Each bidder shall be ranked, i.e. First Call, Second Call, and Third Call, etc. The contractor
of record having the lowest labor rate bid for time and materials service work for normal
business hours shall be called first by the requesting department. If the contractor is unable
to respond in the requested time parameters, the requesting agency shall proceed to the next
lowest bidder.

County's existing contract, Serial #15049-S will be terminated for convenience upon award
of this contract.

Respondents to this solicitation shall identify a firm, fixed cost rate for preventive
maintenance and fully burdened hourly rates for work within the scope of this contract.
Respondents will also respond with an hourly rate for work outside the scope of this contract.

Contractor's primary point of contact for work performed will be the FMD. Other County
departments may use this contract, however FMD is not responsible for payments for work
performed under the direction of other County departments.

Other governmental entities under agreement with County may have access to services
provided hereunder (see also Sections 3.18 and 3.19 below).

The County reserves the right to add additional contractors, at the County's sole discretion,
in cases where the currently listed contractors are of an insufficient number or skill-set to
satisfy the County’s needs or to ensure adequate competition on any project or task order
work.

County reserves the right to award this contract to multiple vendors. The County reserves
the right to award in whole or in part, by item or group of items, by section or geographic
area, or make multiple awards, where such action serves the County’s best interest.

SCOPE OF SERVICES

2.1

2.2

The scope of services of this solicitation includes, but is not limited to repair, maintenance,
installation, and retrofit for HVAC and evaporative cooling equipment throughout County for
the FMD. Locations of buildings managed by FMD can be found by visiting

https:/Awww.maricopa.gov/2127/Facilities-Management, “Facilities We Manage’.

Contractor shall be responsible for the supply of all labor, supervision, materials, tools,
equipment, and all effort necessary for the repairs, maintenance, retrofitting (replacement
of like-for-like with the exception of technology or inadequate performance of the unit) for
the following residential and commercial/industrial HVAC groups and services, including,
but not limited to:

2.2.1 Group 1: Residential, 1.5 ton through 20 ton units:
2.2.1.1. Package air conditioning units

2.2.1.2 Air conditioning compressors

2.2.2

2.2.3

2.2.4

2.2.5

2.2.6

2.2.7

SERIAL 220125-S
2.2.1.2.1_ Hermetic
2.2.1.2.2 Semi-hermetic
2.2.1.2.3 Open drive reciprocating
2.2.1.3 HVAC/split systems/remote condensing units
2.2.1.4 Evaporative coolers
Group 2: Commercial/Industrial, 1.5 ton through 250 ton
2.2.2.1 Package air conditioning units
2.2.2.2 Air washers
2.2.2.3 Fancoils & air handlers
2.2.2.4 Gas fired heating systems
2.2.2.5 Chilled water systems
Condenser/chilled water pumps
2.2.3.1 Centrifugal
2.2.3.2 Submersible
2.2.3.3 Vertical
2.2.3.4 Turbine

Cooling towers

2.2.4.1 Drift eliminators

2.2.4.2 Spray nozzles

2.2.4.3 Float mechanisms

2.2.4.4 Drive motors, shafts, and bearings

2.2.4.5 Fan and fan assemblies

Variable Air Volume (VAV) units

Associated support components:

2.2.6.1. Distribution piping/plumbing including component parts

Electrical components and devices

2.2.7.1 Contactors
2.2.7.2 Standalone thermostats
2.2.7.3 Magnetic starters

2.2.7.4 Transmitters

2.3

2.4

2.5

2.2.8

2.2.9

2.2.10

2.2.11

Duct

2.2.8.1 Fabrication, design, and installation
2.2.8.2 Repair

2.2.8.3 Distribution diffusers

Pneumatic controls

2.2.9.1 Repair, replace, calibrations
2.2.9.2 Repairs to the pneumatic system
Air/dirt separator units

Solar thermal systems

2.2.11.1 Solar panel array

2.2.11.2 Pumps

2.2.11.3 Piping/plumbing including component parts

2.2.11.4 Valves and Valve assemblies
2.2.11.5 Glycol makeup

2.2.11.6 Sensors and relays

SERIAL 220125-S

It is the contractor's responsibility to inform FMD (or other using agency) of any updates to
electrical panels; therefore, the contractor shall label and identify all electrical components
and shall put the newly updated panel schedule(s) inside the modified electrical panel. The
new schedule will be dated (MM/DD/YYYY) and the existing schedule shall remain in the
panel behind the new schedule.

DETENTION FACILITIES SERVICES REQUIREMENTS

2.4.1

Contractors may be required to provide services to detention facilities. Contractors
should be aware to use caution when servicing a detention facility:

2.4.1.1. Contractor’s service vehicle shall be secured and locked whenever a
technician is not in a vehicle or accessing materials, tools, and or

equipment from a vehicle.

2.4.1.2 Contractor's technicians must, at all times, monitor and account for any

and all tools taken into a detention facility.

2.4.1.3. Contractor may be required to provide services in detention facilities in
stages rather than in whole due to the nature of the facility. Contractor
shall take this into consideration when preparing a quote for detention

facility services.

WORK OUTSIDE THE SCOPE

Work outside the scope includes any work not normally performed in the scope of this
solicitation and that can be performed by the prime contractor. If a subcontractor is used,
apply mark-up as indicated in Section 2.14 - Allowable Pass-through Costs With Mark-Up
Under Time And Materials Work. Work outside the scope includes, but is not limited to,

2.6

2.7

2.8

SERIAL 220125-S

concrete cutting, underground detection, asbestos removal, or concrete removal and
reinstallation.

PERFORMANCE REQUIREMENTS

2.6.1

2.6.2

2.6.3

2.6.4

2.6.5

2.6.6

Contractor must meet all Federal Environmental Protection Agency (EPA) and
Occupational Safety and Health Administration (OSHA) guidelines in the proper
handling and disposal of refrigerant. Contractors failing to properly handle and
dispose of refrigerant may be subject to contract termination.

All service work performed by contractor shail be to a professional standard,
meeting all required city building codes, and susceptible to Facilities Management
staff inspection. Documentation, through an audit and feedback system of contract
administration shall be used in this contract, by the FMD.

Unless pre-approved by FMD, all work shall be performed by one service
technician. If needed, contractor may dispatch a helper (laborer) to aid the
technician. Any additional technicians or helpers needed for a specific job must be
pre-approved by the County. The invoice shall be notated with County personnel

Gey

pre-approval, for example, “extra technician pre-approved by ‘person's name’.

Contractor shall not make any changes to the equipment specifications, method of
fabrication, or other requirements without the express prior written consent of the
County. Any proposed changes shall be presented to the assigned County contact
prior to the change taking effect (contact information will be provided on purchase
orders).

Contractor shall utilize only original equipment manufacturer (OEM) parts, as
recommended by the equipment manufacturer, for replacement or repair, and use
only those materials obtained from and/or recommended by the equipment
manufacturer(s) unless pre-approved in writing by the County.

Contractor shall coordinate all work schedules with the County before beginning
any work which requires a utility outage or outage of equipment. Outages shall be
arranged with the County in advance, if possible, and such work shall only be
performed during County-approved times. The County must be notified
immediately if any equipment is mistakenly taken out of service.

REPLACEMENT OR OVERHAUL OF EQUIPMENT

2.7.1

2.7.2

Equipment that has reached obsolescence or that is in need of replacement or
overhaul shall be evaluated by the contractor and a written price estimate shall be
presented to the County. The County may or may not approve the work, dependent
on budgets and priorities, or may request competitive bids. If approved, existing
equipment shall be replaced with new equipment, or, with County approval, shall
be overhauled.

The County reserves the right to utilize its own sources for the purchase of new
equipment or individual components. If the County exercises this right, the
contractor may be given the opportunity to install these items.

CONTRACTOR QUALIFICATIONS

2.8.1

Contractor shall have all required licensing necessary to perform the scope of
services specified herein, including, but not limited to, those required by the State
of Arizona Registrar of Contractors. Proof of such shall be provided at time of bid
and shall be maintained throughout the term of this contract.

2.9

2.8.2

2.8.3

2.8.4

SERIAL 220125-S

Contractor should be factory authorized or able to perform full maintenance,
repairs, installations for all materials and equipment utilized in the performance of
this contract for repair, maintenance, installation, and retrofit for HVAC and
evaporative cooling equipment.

Contractor must meet all Federal EPA and OSHA guidelines (if any) in the proper
handling and disposal of special waste or contaminated materials generated by
services rendered.

Required Experience

2.8.4.1. Contractor shall have a minimum of five years of experience performing
the work listed in the Scope of Services. Proof of such must accompany
the bid packet.

2.8.4.2 Contractor’s firm must be in business HVAC service a minimum five
years, and completely familiar with the specified requirements and
methods needed for proper performance of this contract. Proof of such
must accompany the bid packet and will be inspected prior to award.

2.8.4.3. Contractor shall employ a minimum of five technicians qualified to
perform all work and to adequately service County facilities. Contractor's
technical staff shall have the following qualifications, and proof of such
shall accompany the bid packet:

2.8.4.3.1. Have chlorofluorocarbon (CFC) certification
2.8.4.3.2 Be thoroughly trained, with a minimum of five years’

experience in the field of air conditioning and heating,
including Factory Certified Training

CONTRACTOR REQUIREMENTS

2.9.1

2.9.2

2.9.3

Contractor must maintain a minimum of five adequately stocked service vehicles.
Contractor's service truck fleet and/or warehouse shall carry sufficient supply of
tepair parts and equipment to perform services per the scope of services
presented, including those needed for routine HVAC service and repairs, and hot
water boiler service and repair. Proof of such must accompany the bid packet and
truck fleet may be inspected prior to award.

Contractor shall have a local shop and/or warehouse that stocks parts to keep their
trucks supplied daily. As part of the County’s due diligence, these requirements
may be verified by FMD via a formal inspection after bid submittals and prior to bid
award.

Contractor shall submit evidence of ability to provide and maintain, during the
entire period of this contract, all labor, supervision, materials, tools, and equipment
sufficient in number, condition, and capacity to efficiently perform the work and
render the services required by this contract.

2.9.3.1. Contractor shall provide evidence of appropriate labor and supervision
by listing personnel and their qualifications in Attachment E — Personnel
Qualifications. Attachment E shall accompany the bid packet and shall
be maintained throughout the contract.

2.9.3.2. Contractor shall provide evidence of their ability to furnish equipment
and personnel by providing, with their bid packet, a listing of major tools,
vehicles, equipment using Attachment F - Vehicle and Equipment

SERIAL 220125-S

Listing. Attachment F shall accompany the bid packet and shall be
maintained throughout the contract.

2.9.4 Contractor shall provide pricing for owned or rented special tools and equipment
that may be necessary, above and beyond the tools of the trade necessary for the
performance of this contract, on Attachment D — Pricing Sheet.

2.9.5

2.9.4.1

2.9.4.2

“Tools of the trade” are generally considered to be vehicles, tools, and
equipment (e.g., hand tools, power tools, pickup trucks, vans, ladders,
scaffolding, etc.) that are normally used in the course and scope of the
contractor’s business and that should be a part of a qualified contractor’s
inventory. Costs related to the acquisition, use, or maintenance of tools
of the trade should be included as a part of the contractor's
fully-burdened hourly labor rates and are not, under any circumstances,
to be separately or directly billed to County under this contract.

“Special tools and equipment” are considered to be tools and equipment
(e.g., cranes, towed air compressors, dumpsters with associated tipping
fees, etc.) that are not typically maintained in a contractor's inventory,
but that are leased/rented to be used when needed for a specific
project/job.

Contractor shall be responsible for obtaining and transporting equipment to and
from the job site. In this regard, the contractor shall:

2.9.5.1

2.9.5.2

2.9.5.3

Ensure that its employees that are assigned to perform the work carry
their own tools of the trade or are provided with tools normally carried by
the trade on the job site.

Arrange for lease or rental of any special tools and equipment needed
to perform the work.

2.9.5.2.1 Charges for lease or rental of special tools and equipment
with associated mark-up may be directly billed to County
provided that the contractor clearly identifies these items in
advance, on Attachment D — Pricing Sheet, as a part of their
proposal to perform the work.

2.9.5.2.2 Charges for lease or rental of special tools and equipment
with associated mark-up that have not been identified in
advance as a part the contractor's bid on Attachment D —
Pricing Sheet may not, under any circumstances, be
separately or directly billed to County under this contract,
unless prior approval, in writing, has been provided by the
County.

Ensure that all vehicles, tools, and equipment used in performing the
scope of services herein are appropriately licensed, as applicable, are
in good operating condition, capable of rendering efficient, economical,
and continuous service, and are equipped with necessary and required
safety devices in accordance with State and Federal laws. While the
County reserves the right to inspect any equipment for compliance with
these requirements regarding condition, this does not relieve the
contractor of the obligation to furnish conforming equipment. If any
equipment is found to be deficient or non-conforming, the County shall
notify the contractor who shall immediately take action to place the
equipment in good operating condition at his own expense. If the
contractor does not take corrective action within a reasonable time, the

2.9.6

2.9.7

2.9.8

2.9.9

2.9.10

2.9.11

2.9.12

2.9.13

SERIAL 220125-S

County may require the immediate removal and replacement of the
deficient equipment at the contractor's expense.

Contractor shall perform the work in such a way as to minimize disruption to the
normal operation of the County site and building occupants.

Upon completion of work, the contractor shall clean and remove from the job site
all disturbances (e.g., loose dirt, dislocated gravel, removed vegetation, footprints,
old asphalt/concrete, etc.), debris, materials, and equipment associated with the
work performed. County property shall be restored to the same condition as prior
to start of the job.

2.9.7.1 If, upon County inspection, it is found that the contractor failed to
adequately clean up the site (meaning to the County's satisfaction) after
work has been performed, the County will notify the contractor and the
contractor will have 24 hours to clean. Should the contractor fail to clean
a site to the County's satisfaction, the County reserves the right to make
other arrangements to have the area cleaned, and the cost of such work
shall be offset from any monies due the contractor. Costs of such work
that exceed the amount of monies due the contractor shall be the
responsibility of the contractor and shall billed to the contractor.

Contractor shall perform all services in such a manner that County property is not
damaged.

2.9.8.1 In the event damage occurs to County property or any adjacent property
due to any services performed under this contract, the contractor shall
immediately notify the County representative about the damages and
shall replace or repair the same at no cost to the County within 48 hours
of notifying the County, or by a deadline approved by the County.

2.9.8.2 If damage caused by the contractor has to be repaired or replaced by
the County, the cost of such work shall be deducted from the monies
due the contractor. Costs of such work that exceed the amount of
monies due the contractor shall be the responsibility of the contractor
and shall billed to the contractor.

The contractor shall utilize only experienced, responsible, and capable people in
the performance of the work. The County may require that the contractor remove
from the job covered by this contract, any employee who endangers persons or
property or whose continued employment under this contract is inconsistent with
the interest of the County.

In the event the work performance of the contractor is unsatisfactory, the contractor
will be notified by FMD and be given four hours to correct the work. Labor for all
re-work will be at no cost to the County. Any additional parts replaced shall be
billed at contract pricing.

Contractor must have a business facility within 50 miles of 401 W. Jefferson Street,
Phoenix, AZ 85003.

The County may inspect contractor facilities prior to award and reserves the right
to make award based on the condition and quality of contractor facilities and
equipment.

Contractors bidding on this solicitation may visit worksites to determine conditions
that would affect prices and work performance. As some sites do have internal
restrictions, it may be necessary for a site visit to be scheduled.

2.10

2.9.14

2.9.15

2.9.16

2.9.17

2.9.18

2.9.19

2.9.20

SERIAL 220125-S

To avoid the potential transmission of COVID-19 in any County-owned or -leased
facilities, prior to entering, or when on any County facility, property, building, or
structure, all contractors, their employees, and subcontractors may be required to
wear a face mask/face covering. Attendees who do not adhere to County
requirements may be prohibited from visiting County, site(s) and/or from entering
County facilities, properties, buildings, or structures. The County is not responsible
for providing face masks or face coverings.

All vehicles used by contractor, including personal transportation vehicles, shall be
clearly identified with the name of the company on each side of the vehicle. The
letters shall be of such size that they are distinguishable at a reasonable distance.

All employees of the contractor shall wear a company uniform identified with the
company name/logo and consisting of a minimum of one of the following:

e —Shirt/blouse
e Vest
e Cap

Only authorized employees of the contractor are allowed on County work sites.
contractor’s employees are NOT to be accompanied in their work area by
acquaintances, family members, assistants, or any other person unless said
person is an authorized employee of the contractor.

All work must comply with EPA, OSHA, and any state, County, or local regulations
in effect at each service location. Contractor shall adhere to all regulations, rules,
ordinances, and standards set by Federal, state, County, and municipal
governments pertaining to safety on the job site. If the contractor is found not to be
in compliance with Federal, state, County, and/or municipal safety rules,
ordinances, policy, procedure, or codes, the County may, in accordance with the
“Suspension of Work" clause of the contract, suspend the work without cost to the
County until such non-compliant issues are rectified to the satisfaction of the using
agency. Continued non-compliance may result in termination of the contract.

Contractor shall be responsible for sourcing all HVAC parts/components/units
necessary in the repair/replacement of HVAC systems. Exceptions are if in the
best interest of the County, to utilize County’s own HVAC commodity contracts to
source said supplies.

County may conduct audits and performance reviews throughout the term of a
contract to ensure contract compliance by the contractor.

HOURS OF SERVICE

2.10.1

2.10.2

2.10.3

2.10.4

Contractor shall provide telephone access 24 hours per day, 7 days per week
(24/7), 365 days per year, and respond to a call for services within 30 minutes of
receipt of a service request received via phone or email.

Services shall be available 24/7, 365 days per year.

Contractor shall respond on-site to begin work within four hours of receipt of a
service request unless arrangements have been made for a later date/time with
the County per the work order or notice to proceed.

The four hour on-site response time for non-emergency calls shall carry over to
the next working day if called into contractor's office after 2:00 p.m. MST. The
contractor will be required to begin work by 8:00 a.m. MST the following day.

2.11

2.12

SERIAL 220125-S

2.10.5 Contractors shall respond to emergency service requests immediately and report

on-site to begin work within two hours of an emergency service call request
regardless of the day/time of day, weekend, or holiday.

2.10.5.1 Regular hours are between the hours of 6:00 a.m. and 6:00 p.m., MST,
Monday through Friday, excluding County holidays.

2.10.5.2 After hours are between the hours of 6:00 p.m. and prior to 6:00 a.m.,
MST, Monday through Friday.

2.10.5.3 Weekends are anytime on a Saturday or a Sunday.

2.10.5.4 Holidays are County holidays.

2.10.5.5 The Facilities Management Parts Warehouse is open for deliveries
between the hours of 7:00 a.m. to 3:00 p.m. MST, weekdays, except for
County holidays.

2.10.5.6 Due to the nature of work in public buildings, FMD will dictate during
what service hours the contractor shall provide services.

BUILDING ACCESS

2.11.1

2.11.2

2.11.3

2.11.4

2.11.5

The contractor may be provided access to County facilities at the discretion of
FMD. Keys, badges, or access cards will be provided per the following guidelines:

2.11.1.1 contractor employees may sign out a set of keys (all looped on a single
key ring) upon arrival at site, and must turn in the key set at the end of
the day or after completion of duties (as arranged with the County)
unless they are issued a permanent key; or

2.11.1.2 permanent keys may be provided to contractor employees on a case-
by-case basis; or

2.11.1.3 badges or access cards may be provided to contractor employees for
access to the job site.

Should an employee leave the contractor's workforce, contractor shall immediately
notify the County and all keys, badges, and access cards must be returned to the
County.

The contractor shall notify the County within 24 hours if any keys, badges, or
access cards are lost, misplaced, stolen, or otherwise not within the contractor's
control.

Once this agreement is complete, expired, or terminated, the contractor shall
immediately return all keys, badges, or access cards to the County.

Failure to comply with these requirements may result in the contractor being
assessed the cost of replacing keys, badges, or access cards and any associated
cost to ensure the security of County facilities including, but not limited to, re-keying
the entire building at the expense of the contractor.

TIME AND MATERIALS WORK AND PROJECT WORK

2.12.1

All work shall be completed as Time & Material (T&M) work and/or project work. T&M
and project work thresholds shall apply as outlined in the scope of this contract. If
the contract is awarded to a single vendor, all work with estimated costs of $10,000
or more may be performed as T&M work, or at the County's option, may be