This is a service / maintenance or supply contract in Virginia Beach, Virginia. Contact the soliciting agency for additional information.

This project is an annual service contract that includes all materials, labor, and necessary equipment required to perform preventative maintenance inspections and and/or repair/replacement services for the chillers at the City of Virginia Beach Convention Center. Preventive maintenance inspections will be scheduled quarterly (4 times per year: 1 Annual Inspection, 3 Operational Inspections). An Inspection report detailing the results of the inspection shall be submitted to the City's Contract Administrator within seven (7) working days of inspections. 1. Quarterly Preventive maintenance shall include but not be limited to: a. Annual Inspection: o Test for refrigerant leaks including relief valve piping outlets. o Check main starter and control panel. o Inspect and tighten electrical connections. o Check relays, operating, and safety controls. o Check flow switch operation. o Lubricate inlet vane linkage, if applicable. o Check vane control setting and operation. o Take and record waterside pressure drops across vessels. o Perform Microteach check, log, and last fault analysis, analyze performance. o Vibration analysis. o Meg compressor and oil pump motors. o Clean oil cooler strainer, water cooled only. o Check oil sump heater operation. o Perform oil analysis for wear metals, moisture, and acid. o Inspect vibration eliminators and inspect water piping for leaks. o Check head pressure control operation for tower fans or bypass valve. o Check minimum condenser water temperature operation. o Clean purge drum and oil separator where applicable. o Lubricate purge pump where applicable. o Brush 100% of the condenser tubes once every six (6) months, before and after cooling demand seasons. Replacement of condenser head gaskets is required. o Eddy Current Test 100% of the condenser tubes no less than one time every two (2) years. o Brush 100% of the evaporator tubes once every other year during the term of this contract. o Eddy Current Test 100% of the evaporator tubes no less than one time during the term of this contract. o Clean and paint external surfaces. o Copy of annual inspection report shall be forwarded to VBCC within seven (7) working days of inspection. b. Operational Inspection: o Check auxiliary equipment operation. o Check oil levels. o Check oil sump heater, gear case heater, and purge pump oil heaters. o Check relays, operating, and safety controls. o Check condenser water pump(s) and cooling tower. o Check purge unit operation. o Log all operating conditions. o Review owner's log for trends. o Inspect chiller for leaks o Inspect starter contracts for bum and discoloration o Record unusual noises and vibrations o Verify operation of operation of the oil heater and cooler o Record oil level in sight glass o Record refrigerant level in sight glass 3. Failure of the Contractor to provide the Quarterly inspection during the appropriate time frame (Jan- March, April-June, July-September, or October-December) AND provide the required Inspection Report within 7 days of the inspection will result in a 40% deduction to the Preventive Maintenance Inspection cost for that quarter. 4. Repairs/Replacements shall be provided on an as needed basis using hourly rates listed for personnel. Parts will be paid for based on cost plus a percentage (not to exceed 10%) (see example). The percentage over cost will be included in low bid calculation. 5. It is required that the Contractor shall only use McQuay factory trained technicians and must have at least 2 years of experience repairing and maintaining McQuay centrifugal chillers and have the proper EPA certification for handling refrigerant. Certificates to be provided as part of the bid. 6. The Contractor is responsible for ensuring they understand the system and equipment involved prior to submitting a bid. This best accomplished by attending the pre-quote meeting and asking specific questions. 7. The Contractor shall have qualified/certified service personnel on the job site. Hourly rate for repairs shall be for time technicians are on site performing required services. 8. When repairs are required, Contractor shall provide a detailed written estimate of the cost for repair/replacement to the City's Contract Administrator. Contractor shall receive written authorization to proceed. Equipment repairs performed without such prior authorization will not be processed for payment. 9. Contractor shall only use replacement parts that are equal to or better than the original manufacturer's parts, unless authorized in advance by City's Contract Administrator. 10. To ensure the ability of the Convention Center to provide required services, the awarded Contractor shall have ability to perform any needed repairs under the Normal Hourly Rate, within two (2) business days of notification of the problem. If the City requires a quicker response time, the Contractor would be paid at the Emergency/Overtime Hourly Rate. Contractor must be capable of responding within 24 hours of notification to be eligible for the Emergency/Overtime Hourly Rate. 11.Labor rate for Normal Hourly Rate shall be inclusive of all costs associated with one (1) person, arriving on location to make required repairs (travel time shall not be billed as a separate expense). Time shall commence when Contractor has arrived on site at the Convention Center. Multiple workers for individual calls must be approved in advance by the City's Contract Administrator, or an assigned designee. 12. Contractor shall provide a contact number to reach a company representative after hours. Failure of the Contractor to respond telephonically to emergency calls within four (4) hours is reason for cancellation of the Contract. Emergency Service shall be available 24 hours a day, 7 days per week. 13. Contractor is responsible for disposing of used parts, after approval by the City's Contract Administrator. 14. Contractor shall use only environmentally safe products when servicing the building. 15. Inspections shall be performed during normal business hours, 8am - 5pm, Monday through Friday, not including City recognized holidays. Repairs shall be scheduled for the above time frames when possible. Should the City request the Contractor work outside the above time frame, the rate will be paid for at the "Emergency/Overtime Hourly Rate" listed in the Schedule of Prices. If the Contractor begins work during normal business hours but cannot complete the work before the end of the workday, the City's Contract Administrator will determine whether afterhours pay will be allowed, or whether the Contractor will need to return the next day to complete the work. Without pre authorization form the City's Contractor Administrator, the Contractor should assume they will need to return the next day to complete the project. 16. Listed above are the major components covered by this contract; however, the list is NOT guaranteed to include all items. The awarded Contractor is responsible for ensuring they understand the systems and equipment involved prior to bid submittal Deadline for Questions (EST) 12/23/2024 3:00 PM