ADDENDUM #1 RFQ M1201M 06/07/13 Please replace Chiller Maintenance Specifications with the attached Chiller Maintenance Specifications. Please replace M1201M Pricing Proposal with the attached M1201M Pricing Proposal. FORM COMPLETION AND SIGNATURE REQUIRED A signed and dated copy of this addendum must be included in your bid response. Failure to do so may result in your response being considered incomplete. Company: Printed Name: Signature: Date:
3500 Ton Steam Driven Refrigeration Plant Full Planned Maintenance Specifications A. Purpose 1 P age It is the intent of these specifications to provide for Southern Illinois University, Carbondale Campus, hereafter referred to as the owner, a planned maintenance program for the 3500 ton steam driven Carrier central refrigeration plant located in the Communications building (west plant) and the 3500 ton steam driven Carrier central refrigeration plant located in the Neckers building (south plant). The west plant was installed in 1971, and the south plant was installed in 1974. B. General Conditions: 1. This maintenance contract shall be for a period of twelve (12) months beginning July 1, 2013 through June 30, 2015. The price shall be adjusted annually as: a. Material dollars of the contract price shall be increased or decreased by the percentage of increase or decrease shown by the latest published index of "Wholesale Commodity Prices for Metals and Metal Products" as published by the U.S. Department of Labor, Bureau of Statistics. b. Labor dollars of the contract price shall be increased or decreased by the percentage of increase or decrease in total straight time hourly labor costs, including all fringe benefits, currently paid to Refrigeration Mechanics located where this contract is to be performed. c. Adjustments will be computed and notice in writing shall be sent to University Purchasing Department at least 60 days prior to each anniversary date. Such proposal must be supported by documentary evidence of the change requested. 2. The price herein named is predicated on the fact that all work (except emergency service) will be done during regular working hours of regular working days unless otherwise specified. If for any reason, the owner requests that work (except emergency service) be done after regular working hours, the owner will reimburse the contractor for any additional costs including premium pay and insurance. When the contractor requires assistance to complete the repair or
maintenance on a piece of University equipment the owner has the option to supply the labor if staffing levels allow. The owner will be reimbursed by the contractor for the labor plus overhead. 3. The owner will designate a representative to receive instructions in the operation of the refrigeration plant. The representative shall have the authority to carry out recommendations received from the contractor in conjunction with the normal accomplishments of this agreement. 4. The owner will operate the refrigeration plant in accordance with the contractor's instructions and to notify the contractor promptly of any change in the usual operating conditions. 5. The owner will keep the equipment rooms and space free of materials extraneous to the equipment and to move any fixtures or partitions needed to facilitate the work called for hereunder. 6. The bidder must be a certified Carrier installer/maintenance provider and shall submit their credentials with their bid. Bidder shall submit with their bid proof of work done on like and size equipment located within the State of Illinois, or work which has been supervised by the branch office which will complete this work. Proof shall be in writing, including customer's name, address, telephone number, type, size and manufacturer's name of machine serviced. 7. The contractor shall furnish an indemnity bond on a form approved by the owner in an amount equal to one hundred percent (100%) of the contract price as security for the faithful performance of this contract and as security for the payment of all persons performing labor on the project under this contract and furnishing materials in connection with this contract. The executed bond form shall be accompanied by evidence of Power of Attorney from the Surety Company. A sample copy of the Indemnity Bond has been included in these documents. 2 P age 8. The contractor will furnish the full maintenance contract herein specified for an annual price. Beginning on the effective date of this agreement, the contractor will render an invoice on a monthly basis of
3 P age twelve (12) equal installments. 9. The contractor's obligations will be to furnish full planned maintenance that will begin on the effective date of this agreement, and shall remain in effect during the period of the contract as specified in Item #1, paragraph B, General Conditions. The owner shall have the option of terminating or renewing the contract at the end of each annual period by giving notice to the contractor at least forty-five (45) days prior to the end of any yearly period. 10. The insurance requirements as listed on the request for quotation must be filed with the insurance section of the Purchasing Office before the successful bidder can begin the work involved. C. Scope of Work: The contractor shall provide all labor, material, parts and supplies to provide a planned maintenance program on the Carrier central refrigeration plant equipment as listed in this specification and as per manufacturer's specifications and recommendations on the terms stated as required to maintain the equipment in good operating condition. 1. Make at least six (6) regular inspections of the refrigeration plant. These inspections shall be scheduled by the authorized representative of the owner. All operating inspections shall be for a minimum of four (4) working days per month. All inspections or maintenance requiring plant shutdown must be scheduled at least five (5) working days in advance of the date of inspection. a. Operating Inspections Log equipment, noting general operating conditions, operating date noises, vibrations, temperatures and pressure. Inspect control and safety devices, check for refrigerant solution, lubricant and water level, confirm control and equipment responses, adjust for normal operation and provide inspection reports. b. Spring Start-Up Start and test equipment and put into beneficial usage for normal operation as recommended by the manufacturers. 2. Lubricate and adjust refrigeration plant equipment as
required. 4 P age 3. Paint equipment as required to protect plant from deterioration. 4. Furnish all supplies, replacement parts, and labor. 5. Furnish emergency repair service, as required, between regular inspections at no additional cost to the University. Emergency service shall be provided within two (2) hours after notification by an authorized Physical Plant representative. 6. Make annual bearing inspections. 7. Make alignment inspections of drive train annually. 8. The contractor shall also maintain the following items related to the refrigeration plant equipment listed in Schedule A. a. Electric wiring from the starters to the respective motors. b. Refrigerant piping between all pieces of equipment. c. Insulation on the refrigeration plant, piping and equipment. d. All pressure and temperature controls, thermometers, gauges, dampers, steam traps, control devices, thermostats and manual valves located at the refrigeration plant. e. Motor starters. f. Compressor and turbine oil coolers 1. Remove heads 2. Remove scale and debris 3. Brush clean all tubes 4. Replace heads using new gaskets g. Refrigerant charge 1. The University has insurance coverage for losses of refrigerant charge in the event of "sudden and accidental breakdown" of the chillers. There is no coverage for losses due to ordinary wear and tear, or human error or negligence. The Contractor and the University will share 50/50 the cost of replacing any freon not
5 P age covered by the insurance. h. Compressors (annually) 1. Annual disassembly and inspection of all bearings 2. Measure and record clearances 3. Replace main shaft seal 4. Change oil and oil filters 5. Disassemble Conoflo actuator and replace "o" rings or lip seals. 6. Check alignment and adjust as needed i. Steam Turbines (annually) 1. Annual disassembly and inspection of all bearings 2. Check all oil pumps, bearings and gears and change oil and replace filters. 3. Clean oil sump 4. Inspect Woodward governor and drive mechanisms 5. Inspect steam chest nozzles, linkage, etc. 6. Inspect and repair steam traps and strainers j. Chiller Control System 1. On an annual basis, measure and record in writing the following for all pneumatic and electric controls. a. Set points b. Shutdown safety cutouts c. Calibrate and/or repair to meet design specifications. The Contractor accepts the responsibility to provide the labor and materials to repair or replace all defective components on the refrigeration equipment flange to flange as outlined in your Scope of Work (items 1-14). 9. Schedule "A" (2) Carrier 17DA76/85-3/81-2 open drive centrifugal machine, serial #00639 (west plant) and 01055 (south plant) including cooler, condenser, compressor, lubrication system, pump out unit, storage chamber and controls. (2) Terry type F, 3364 horsepower turbine drive unit, including control, condensate collecting, tanks, and condensate pumps.
(2) Graham single pass surface condenser, including two stage air ejectors, level controls and connecting valves. (4) Ingersol Rand model 2 RHV, 15 horsepower condensate pumps. 10. It is understood that the service and maintenance provided for herein does not include the following unless listed in Schedule A. a. Normal daily and weekend functions of stopping and starting the equipment covered hereunder. b. The guarantee of room conditions or system performance unless improper conditions are directly due to the failure of the mechanical equipment covered hereunder. c. The changing or cleaning of air filters. d. Piping other than refrigerant piping. e. Duct work. f. Damage due to freezing weather. g. Water treatment. h. Disconnect switches and circuit breakers. i. Portable recorders. j. Complementary equipment, for example, but not confined to, the following: cabinets, fixtures, boxes, water supply lines, and steam lines beyond the equipment valves. k. Any items of equipment as are recommended or required by insurance companies, government, state, municipal or other authorities. 11. The contractor shall maintain a minimum inventory of spare parts as per the attached Parts Inventory. 6 P age
M1201M PRICING PROPOSAL Carrier Refrigeration Plant Full Planned Maintenance Base Bid: The Base Bid shall include the necessary, labor, equipment, materials, supervision, overhead, bond, profit and other expenses. Contractor agrees to perform all work under the base bid as described in these documents for the lump sum cost of: $ Alternate Bid: The Alternate Bid shall include the necessary, labor, equipment, materials, supervision, overhead, bond, profit and other expenses to brush condenser tubes in the refrigeration machine and the steam turbine condenser, remove pipe scale and debris one time per year. Contractor agrees to perform all work under the alternate bid as described in these documents for the lump sum cost of: $ NOTE: Must provide a price for the Base Bid and Alternate Bid. Failure to do so may result in your bid being considered non-responsive. Price increases will be allowed annually based on information contained in the 3500 Ton Steam Driven Refrigeration Plant Full Planned Maintenance Specifications. The annual price listed above will be broken down in to 12 monthly payments. FORM COMPLETION AND SIGNATURE REQUIRED ON NEXT PAGE
The University reserves the sole authority to accept or reject, any of the responses received. In order to ensure quality and continuity throughout the completion of the project; an award will be made to the lowest responsible bidder meeting specifications for each trade specified. The University reserves the right to accept the base bid within 120 days of the bid opening. The vendor may extend the pricing beyond the 120 days required by the University. If the vendor chooses to extend their pricing, what would the number of days be? days Company name Telephone number Printed name and title Signature & date