Loading...
HomeMy WebLinkAbout2024-09-03 I01G_01 Professional Services Agreement_HVAC MaintenanceAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: September 3, 2024 AGENDA ITEM:Consideration Consideration of approval of a resolution approving Service Provider Agreement with MMC Contractors Iowa, Inc./Cerris Systems [City Facility HVAC and Mechanical Maintenance and Repair Services] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The City of Waukee sought proposals for the maintenance and repair of city facilities mechanical and HVAC systems and components.. Three proposals were submitted for consideration. The most responsive contractor for the most advantageous price was MMC. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: The cost for the initial twenty-one month term of this service contract (October 1, 2024 through June 30, 2025) is $15,750. This contract includes HVAC and mechanical equipment preventative maintenance services at City Hall, Public Safety, Fox Creek Pavilion, Triumph Park, Ridge Pointe Pavilion, Sugar Creek Clubhouse, and the Community Center. Both the Public Works and Public Library buildings have existing contracts which will expire after the initiation of this new contract. Those buildings will be added to the new contract at the expiration of the current contracts. This comprehensive service contract may be extended for an additional three years expiring June 30, 2029 at the City’s discretion. The cost for this service contract will be supported by budget allocations for facility maintenance. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Staff recommends approval ATTACHMENTS: I. Proposed Resolution PREPARED BY: Christine Maduro REVIEWED BY: Christine Maduro PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: I1G1 THE CITY OF WAUKEE, IOWA RESOLUTION 2024- APPROVING SERVICE PROVIDER AGREEMENT WITH MMC CONTRACTORS IOWA, INC./CERRIS SYSTEMS [CITY FACILITY HVAC AND MECHANICAL MAINTENANCE AND REPAIR SERVICES] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, Waukee City staff solicited proposals for maintenance and repair services for specific City facility HVAC and mechanical systems; AND, WHEREAS, after review of the proposals received, City staff recommend entering into an agreement with MMC Contractors Iowa, Inc./Cerris Systems. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Service Provider Agreement with MMC Contractors Iowa, Inc./Cerris Systems [City Facility HVAC and Mechanical Maintenance and Repair Services] is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved on the 3rd day of September, 2024. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa SERVICE PROVIDER AGREEMENT THIS AGREEMENT is entered into this 3rd day of September, 2024, by and between CITY OF WAUKEE, a municipal corporation, hereafter referred to as “City” and MMC CONTRACTORS IOWA, INC. / CERRIS SYSTEMS, a professional corporation incorporated and licensed under the laws of the State of Iowa, party of the second part, hereafter referred to as “Company” as follows: THE CITY HEREBY AGRESS TO RETAIN THE COMPANY FOR SERVICES AS DESCRIBED IN THIS AGREEENT AND COMPANY AGREES TO PERFORM THE SERVICES AS GENERALLY DESCRIBED IN THIS AGREEMENT. 1. SCOPE OF SERVICES Services provided under this Agreement shall be as described in EXHIBIT B, Scope of Services. 2. SCHEDULE The schedule of the services to be performed shall conform to the Schedule set forth in EXHIBIT B. Any deviations from the Schedule shall be approved by the authorized City representative. The City agrees that the Company is not responsible for delays arising from a change in the scope of services, a change in the scale of the Scope of Work or delays resulting from causes not directly or indirectly related to the actions of the Company. 3. COMPENSATION A. In consideration of the services provided herein, the City agrees to pay the Company the following sums pursuant to the SERVICE PRICING in EXHIBIT A. B. The Company shall invoice the City as described in EXHIBIT A. C. The Company shall provide evidence of comprehensive general liability coverage and contractual liability insurance by an insurance company licensed to do business int eh State of Iowa in the limits of at least $1,000,000 each personal injury accident and/or death; $1,000,000 general aggregate for each property damage accident. The evidence shall designate the City as an additional insured and that it cannot be cancelled or materially altered without giving the City at least thirty (30) days written notice by registered mail, return receipt requested. D. The Company shall provide evidence of professional liability insurance by an insurance company licensed to do business in the State of Iowa in the limit of $1,000,000 for claims arising out of the professional liability of the Company. Company shall provide City with written notice within thirty (30) days by registered mail, return receipt requested of the cancellation or material alteration of the professional liability policy. E. Failure of Company to maintain any of the insurance coverages set forth above shall constitute a material break of this Agreement. Waukee Standard Agreement Form 5/2015 1 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 5. NOTICE Any notice to the parties required under this Agreement shall be in writing, delivered to the person designated below, by United States mail or in hand delivery at the indicated address unless otherwise designated in writing. FOR THE CITY: FOR THE COMPANY: Name: City of Waukee Name: MMC Contractors Iowa Inc. Attn: Christine Maduro /Cerris Systems Title: City Maintenance Manager Attn: Brian Geiken Address: 230 W Hickman Road Title: Business Development Manager City, State: Waukee, IA 50263 Address: 5000 Park Avenue City, State: Des Moines, IA 50321 6. GENERAL COMPLIANCE In the conduct of the services contemplated hereunder, the Company shall comply with applicable state, federal, and local law, rules and regulations, technical standards, or specifications issued by the City. Company must qualify for and obtain any required licenses prior to commencement of work, including any professional licenses necessary to perform work within the State of Iowa. 7. STANDARD OF CARE Services provided by the Company under this Agreement shall be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. 8. INDEPENDENT CONTRACTOR Company understands and agrees that the Company and the Company’s employees and representatives are not City employees. Company shall be solely responsible for payment of salaries, wages, payroll taxes, unemployment benefits or any other form of compensation of benefit to Company or Company’s employees, representatives or other personnel performing the services specified herein, whether it be of a direct or indirect nature. Further, it is expressly understood and agreed that for such purposes neither Company not Company’s employees, representatives or other personnel shall be entitled to any City payroll, insurance, unemployment worker’s compensation, retirement or any other benefits whatsoever. 9. NON-DESCRIMINATION Company will not discriminate against any employee of applicant for employment because of race, color, sex, national origin, religion, age, handicap, or veteran status. Company will where appropriate or required take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, sex or national origin, religion, age, handicap, or veteran status. Company will cooperate with the City in using Company’s best efforts to ensure that Disadvantaged Business Enterprises are afforded the maximum opportunity to compete for subcontracts or work under this Agreement. Waukee Standard Agreement Form 5/2015 2 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 10. HOLD HARMLESS Company agrees to indemnify and hold harmless the City, its officials, agents and employees from any and all claims, settlements and judgements, to include all reasonable investigative fees, attorney’s fees and court costs for any damage or loss which is due to or arises from a breach of this Agreement, or from negligent acts, errors or omissions in the performance of services under this Agreement and those of its sub consultants or anyone for whom the Company is legally liable. 11. ASSIGNMENT Company shall not assign or otherwise transfer this Agreement or any right or obligations therein without first receiving prior written consent of the City. 12. APPROPRIATION OF FUNDS The funds appropriated for the Agreement are equal to or exceed the compensation to be paid to Company. The City’s continuing obligations under this Agreement may be subject to appropriation of funding by the City Council. In the event that sufficient funding is not appropriated in whole or in part for the continued performance of the City’s obligation under this Agreement, or if appropriated funding is not expended due to City spending limitations, the City may terminate this Agreement without further compensation to the Company. To the greatest extent allowed by law, the City shall compensate Company as provided in Section 18(A) of this Agreement. 13. AUTHORIZED AMENDMENTS TO AGREEMENT A. The Company and the City Acknowledge and agree that no amendment to this Agreement or other form, order or directive may be issued by the City which requires additional compensable work to be performed if such work causes the aggregate amount payable under this amendment, order or directive to exceed the amount appropriated for this Agreement as listed in Section 3. Above, unless the Company has been given written assurance by the City that lawful appropriation to cover the costs of the additional work has been made. B. The Company and the City further acknowledge and agree that no amendment to this Agreement or other form, order or directive which requires additional compensable work to be performed under this Agreement shall be issued by the City unless funds are available to pay such additional costs, and the Company shall not be entitled to any additional compensation for any additional compensable performed under this Agreement. The Company expressly waives any right to additional compensation, whether in law or equity, unless prior to commencing the additional work the Company was given a written amendment, order or directive describing the additional amendment, order or directive to be signed by the authorized City representative. It is the Company’s sole responsibility to know, determine and ascertain the authority of the City representative signing any amendment, director or order. 14. OWNERSHIP OF DOCUMENTS All sketches, tracings, plans, specifications, reports and other data prepared under this Agreement shall become the property of the City; a reproducible set shall be delivered to Waukee Standard Agreement Form 5/2015 3 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa the City at no additional cost to the City upon completion of the plans or termination of the services of the Company. All drawings and data shall be transmitted in a durable material with electronic files provided when feasible to do so. The Company’s liability for use of the sketches, tracings, plans, specifications, reports and other data prepared under this Agreement shall be limited to the Scope of Work. 15. INTERPRETATION No amendment or modification of this Agreement shall be valid unless expressed in writing and executed by the parties hereto in the same manner as the execution of the Agreement. This is a completely integrated Agreement and contains the entire agreement of the parties; any prior written or oral agreements shall be of no force or effect and shall not be binding upon either party. The laws of the State of Iowa shall govern and any judicial action under the terms of this Agreement shall be exclusively within the jurisdiction of the district for Dallas County Iowa. 16. COMPLAINCE WITH FEDERAL LAW To the extent any federal appropriation hill be provided for the Scope of Work or any federal requirement is imposed on the Scope of Work, Company agrees that Company will comply with all relevant laws, rules and regulations imposed on the City and/or Company necessary for the receipt of the federal appropriation. Company shall provide appropriate certification regarding Company’s compliance. 17. SOLICITATION AND PERFORMANCE A. The Company warrants that it has not employed or retained any company or person, other than a bona fide employee working for the Company to solicit or secure this Agreement, and that the Company has not paid or agreed to lay any company or person other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or contingent fee. B. The Company shall not engage the services of nay person or persons in the employ of the City at the time of commencing such services without the written consent of the City. 18. SUSPENSION AND TERMINATION OF THE AGREEMENT A. The right is reserved by the City to suspend this Agreement at any time. Such suspension may be affected by the City giving written notice to the Company and shall be effective as of the date established in the suspension notice. Payment for Company’s services shall be made by the City for services performed to the date established in the suspension notice. Should the City reinstate the work after notice of suspension, such reinstatement may be accomplished by thirty (30) days written notice within a period of six (6) months after such suspension, unless this period is extended by written consent of the Company. B. Upon ten (10) days written notice to the Company, the City may terminate the Agreement at any time if it is found that reasons beyond the control of either the City or Company make it impossible or against the City’s interest to complete the Agreement. In such case, the Company shall have no claims against the City except for the value of the work performed up to the date the Agreement is terminated. Waukee Standard Agreement Form 5/2015 4 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa C. The City may also terminate this Agreement at any time if it is found that the Company has violated any material term or condition of this Agreement or that the Company has failed to maintain workers’ compensation insurance or other insurance provided for in this Agreement. In the event of such default by the Company, the City may give ten (10) days written notice to the Company of the City’s intent to terminate the Agreement, Company shall have to (10) days from notification to remedy the conditions constituting the default. D. In the event that this Agreement is terminated in accordance with paragraph C of this section, the City may take possession of any work and may complete any work by whatever means the City may select. The cost of completing said work shall be deducted from the balance which would have been due to the Company had the agreement not been terminated and work completed in accordance with contract documents. E. The Company may terminate this Agreement if it is found that the City has violated any material term or condition of this Agreement. In the event of such default by the City, the Company shall give ten (10) days written notice to the City of the Company’s intent to terminate the Agreement. City shall have ten (10) days from notification to remedy the conditions constituting the default. F. This Agreement may be extended for three (3) additional twelve-month periods by the City. Company will be notified in writing sixty (60) days prior to the termination of this agreement if the City decides to execute this option to renew. 19. TAXES The Company shall pay all sales and use taxes required to be paid to the State of Iowa on the work covered by this Agreement. The Company shall execute and deliver and shall cause any subcontractor to execute and deliver to the City certificates as required to permit to make application for refunds of said sales and use taxes as applicable. The City is a municipal corporation and not subject to state and local tax, use tax, or federal excise taxes. 20. SEVERABILITY If any portion of this Agreement is held invalid or unenforceable by a court of competent jurisdiction the remaining portions of this Agreement shall continue in full force and effect. 21. MICELLANEOUS HEADINGS Title to articles, paragraphs, and subparagraphs are for information purposes only and shall not be considered a substantive part of this Agreement. 22. FURTHER ASSURANCES Each party hereby agrees to execute and deliver such additional instruments and documents and to take all such other action as the other party may reasonably request from time to time in order to affect the provisions and purposes of this Agreement. Waukee Standard Agreement Form 5/2015 5 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 23. COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall constitute an original document, no other counterpart needing to be produced and all for which when taken together shall constitute the same instrument. Signatures on next page Waukee Standard Agreement Form 5/2015 6 __________________ PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa IN WITNESS WHEREOF, the parties have caused the Agreement to be executed on the day and year first above written. MMC Contractors Iowa, Inc. / Cerris Systems CITY OF WAUKEE __ ______________ _______________________________ Bob Blaskovich, VP General Manager Courtney Clarke, Mayor RECOMMENDED FOR APPROVAL ___Christine A. Maduro__________ Christine Maduro Facility Maintenance Manager APPROVED AS TO FORM: City Attorney ____Steve Brick________ Waukee Standard Agreement Form 5/2015 7 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa EXHIBIT A Invoicing for services described in this contract will be annually by building with invoices for FY25 partial term of service submitted at the initiation of services as shown in SCHEDULE A and SCHEDULE B UNIT PRICING. Invoices for subsequent terms of service will be annually as shown in SCHEDULE A, SCHEDULE B, SCHEDULE C and SCHEDULE D. Invoicing for repairs or emergency service will be submitted following completion of emergency service or authorized repairs. Waukee Standard Agreement Form 5/2015 8 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa Waukee Standard Agreement Form 5/2015 9 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa Waukee Standard Agreement Form 5/2015 10 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa EXHIBIT B SCOPE OF SERVICES I. GENERAL INFORMATION The following scope of services is intended to provide the City with a 100% turnkey fully functional, properly maintained and optimal HVAC and other mechanical systems. Services shall include all labor, parts, components and materials for this scope of work. Service Provider shall follow all Industry-recognized ANSI/ASHRAE/ACCA 180-2012 Standard Practices for Inspection and Maintenance of Commercial Building HVAC Systems. All services shall be performed by a Qualified Journeyperson or comparable, exceptions to this shall be approved by a City of Waukee Facility Maintenance Manager in writing. Qualified Journeypersons shall be qualified to work on HVAC, mechanical and/or electrical systems. II. SAFETY AND HEALTH Service Provider shall exercise and maintain all applicable Federal, State, County and Municipal regulatory requirements as it pertains to Safety and Health. Where there is a conflict between applicable regulations, the most stringent will apply. This includes removal and disposal of any hazardous materials. III. GENERAL SCHEDULING Before any work commences under this Contract, Service Provider must prepare and submit an Annual Schedule of Mechanical and HVAC Preventative Maintenance Service for each location, acceptable to the Facilities Maintenance Manager. In addition, Service Provider shall provide monthly logs of all work performed in a manner acceptable to the Facility Maintenance Manager. The cost to prepare the schedule and report shall be included in the rates provided in EXHIBIT C. The Facility Maintenance Manager will review the proposed schedule for no less than 7 business days in advance of proposed work and approve or deny days or dates based on client departments’ previously scheduled programs or activities. The Service Agreement for the Library (SCHEDULE C equipment) facility will be in effect starting January 1, 2027. The Service Agreement for the Public Works (SCHEDULE D equipment) facility will be in effect starting July 1, 2025. The Service Agreement for all other city owned properties included in this contract will begin October 1, 2024 with a term of twenty-one (21) months terminating on June 30, 2026. IV. AUTHORIZATION FOR REPAIRS Prior to beginning any repair or replacement, contractor will troubleshoot the system to diagnose the system’s problems. The City shall not incur any extra charge for this service. Service Provider must obtain prior authorization for repairs or other work outside this defined Scope of Work from the Facility Maintenance Manager. Phone call authorization requires an estimate or quote over the phone and a written or email confirmation after the work has been completed. City reserves the right to obtain additional quotes and service from other trade providers. Waukee Standard Agreement Form 5/2015 11 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa If a repair or replacement is needed, and determined to be outside of the contract, contractor shall prepare an itemized cost proposal to replace or repair and provide this proposal to the Facility Maintenance Manager with 48 hours. V. PREVENTATIVE MAINTENANCE SERVICE Work in this category is defined as per the Manufacturer’s recommendations. PREVENTATIVE MAINTENANCE SERVICE should be based on equipment manufacturer recommendations to include, but not limited to; inspect, repair as needed, and replace all failed, worn, stationary or moving components and or parts including but not limited to refrigerant, oil, bearings, seals, gears, actuators, control valves and switches. Equipment lists are based on facility construction documents, historical service records and visual inspections. Equipment lists must be verified as part of initial service contract period. Equipment lists and facility pricing will be amended and updated to reflect actual quantities, locations and equipment details based on service provider input. Service provider will be compensated based on updated equipment lists. Included in this category are Critical Components and parts of the City HVAC and Mechanical Systems including, but not limited to: Air Handlers, Furnaces, Air Conditioners, Energy Recovery Ventilators, Make-up Air Units, Split System Refrigeration Units, Exhaust Fans, Water Heaters, Radiant Heaters, other Heaters, Sump and Circulation Pumps, Toxin Detection Systems. A. PREVENTATIVE MAINTENANCE SERVICE SPECIFICATIONS In addition to the Manufacturers recommendations, below are the minimum maintenance requirements for various types of critical equipment. Not all equipment is listed. 1. AIR HANDLING EQUIPMENT (RTU) WINTER MAINTENANCE 1. Check disconnect – operate full heating cycle. 2. Check heating operating and safety controls. 3. Inspect heating element or burner, clean as required. Gas heat option 4. Check operation and calibration of gas train components and check gas pressure. 5. Check burner sequence of operation. 6. Check combustion blower and clean if required. 7. Inspect heat exchanger. Electric heat option 8. Inspect electrical connections and contactors. SUMMER STARTUP MAINTENANCE 9. Meg test compressor motor. 10. Start unit – check controls and calibrate. 11. Check compressor oil levels (where applicable). Waukee Standard Agreement Form 5/2015 12 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 12. Check starter operation, voltage and current. 13. Check condenser coil. Wash if needed. 14. Flush condensate lines. QUARTERLY MAINTENANCE 15. Record temperatures, pressures, voltages and amperages, etc. in operation log. 16. Check and adjust operating and safety controls. 17. Check oil level. 18. Check operation of control circuit. 19. Check operation of motor and starter. 20. Check bearing and motor mounting. 21. Check motor operating voltage and amperages. 22. Inspect fan wheels. Inspect drive sheaves. 23. Check belt alignment and tension. Re-tension as required. Replace if damaged. 24. Check for any excessive vibration or noise and correct if possible. 25. Lubricate fan as required. 26. Change disposable filter (media included) or wash permanent filter. 27. Report any uncorrected deficiencies. 2. FURNACE-EVAPORATOR-CONDENSER EQUIPMENT ANNUAL WINTER MAINTENANCE Gas heat option 1. Check operation and calibration of gas train components. 2. Check heating operating and safety controls. 3. Check burner sequence of operation. 4. Check combustion blower and clean if required. 5. Inspect heat exchanger. Electric heat option 6. Inspect electrical connections and contactors. ANNUAL SUMMER STARTUP MAINTENANCE 7. Meg test compressor motor. 8. Start unit – check controls and calibrate. 9. Check compressor oil levels (where applicable). 10. Wash condenser coil. 11. Flush condensate lines. QUARTERLY PREVENTIVE MAINTENANCE 12. Record temperatures, pressures, voltages and amperages, etc. in operation log. 13. Check and adjust operating and safety controls. 14. Check operation of crankcase heater (where applicable). 15. Check oil level and add as required. 16. Inspect filters and replace as required to maintain indoor air quality. 17. Check operation of motor and starter. 18. Check and calibrate safety controls and overloads. Waukee Standard Agreement Form 5/2015 13 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 19. Lubricate fan bearings. 20. Inspect and adjust belt alignment and tension. Replace as needed. 21. Check damper operation. Lubricate and adjust as required. 22. Inspect filters – change as needed. 23. Document and report any uncorrected deficiencies. 3. SPLIT SYSTEM/MINI-SPLIT AC EQUIPMENT QUARTERLY MAINTENANCE 1. Record values including temperatures, pressures, voltages and amperages, etc. in operation log. 2. Check and adjust operating and safety controls. 3. Check oil level and add as required. 4. Check refrigeration levels and pressures. 5. Check operation of control circuit. 6. Tighten electrical connections. 7. Remove filter, clean and let dry. 8. Check condensate drain/condensate pump. Verify proper operation. 9. Verify controls operation. Calibrate thermostat. 10. Remove debris from exterior unit, blow away leaves, etc. 11. Clean condenser coils. 12. Wipe down interior and exterior units. 13. Document and report any uncorrected deficiencies. 4. EXHAUST FAN MAINTENANCE 1. Remove fan dust cover. 2. Vacuum fan and housing. 3. Wipe blades/vanes. 4. Tighten mounting screws. 5. Lubricate bearings (if possible). 6. Replace belt annually / check bearings for ease of rotation and damage. 7. Replace cover and verify proper operation. 8. Document and report any uncorrected deficiencies noted. 5. RADIANT HEATER MAINTENANCE NATURAL GAS 1. Check fan fins. 2. Check/lubricate blower motors. 3. Dust reflector panels. 4. Check exhaust and intake vents for blockages. 5. Tighten gas line connections and check inlet gas pressure. 6. Clean combustion chamber and observation windows. 7. Check/replace igniters/electrodes. 8. Calibrate thermostat. Check sensor operation. 9. Tighten/check suspension system connections. 10. Document and report any uncorrected deficiencies noted. Waukee Standard Agreement Form 5/2015 14 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa ELECTRIC 1. Check and tighten electrical connections. 2. Verify/calibrate thermostats. 3. Check electrical connections for heat or other damage. 4. Dust/clean coils. 5. Document and report any uncorrected deficiencies noted. 6. UNIT HEATER MAINTENANCE 1. Check exhaust/flue. 2. Check for leaks or corrosion. 3. Lubricate motor/ check belts and bearings/replace as needed. 4. Check/tighten electrical connections. Check wires for damage. 5. Test safety controls, limit and pressure switches. 6. Inspect heat exchanger. 7. If gas, check manifold gas pressure. 8. Document and report any uncorrected deficiencies noted. 7. ENERGY RECOVERY VENTILATOR AND MAKE-UP AIR UNIT (ERV AND MUAU) MAINTENANCE 1. Check blade pitch operation where applicable. 2. Check rotary union where applicable. 3. Inspect/lubricate damper links where applicable. 4. Inspect/lubricate bearings where applicable. 5. Lubricate spider hub where applicable. 6. Check fan operation. Check and clean fan assembly. Lubricate fan bearings if possible. 7. Check belts and sheaves – adjust as applicable. Make note of any damage or wear/replace as needed. 8. Tighten all nuts/bolts/mounting hardware. Check motor mounts and vibration pads. 9. Check motor operating conditions. Check motor voltage and amps. 10. Inspect and tighten all electrical connections. Check contactors/relays, etc. 11. Lubricate/adjust dampers. 12. Change filters. 13. Inspect and clean strainers. Clean drain line and condensate pans. 14. Clean heating and cooling coil / Check heat exchanger for cracks or damage. 15. Verify gauges for accuracy if present. 16. Clean external surfaces. 17. Re-energize and verify operation. 18. Document and report any uncorrected deficiencies noted. 8. SUMP PUMP ANNUAL MAINTENANCE 1. Remove sump lid, unplug pump. 2. Pull pump from sump and clean the pump. Waukee Standard Agreement Form 5/2015 15 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 3. Remove dirt, gravel and debris from the sump. 4. Check incoming drainage lines for blockage. Clean inlet screens. 5. Check for worn parts. 6. Check float switch (replace every two years). 7. Inspect water discharge area. 8. Test sump pump operation. Add water to sump until float switch operates pump. 9. Document and report any uncorrected deficiencies noted. 9. WATER HEATER ANNUAL/BIANNUAL MAINTENANCE 1. Flush tank. Inspect tank for leaks. 2. Electrical: check anode rod. Change if required. 3. Natural gas: check burner for corrosion or defect. Check pilot. 4. Test thermostat. Recalibrate if required. 5. Operate hand valves. 6. Document and report any uncorrected deficiencies noted. 10. CIRCULATON PUMP 1. Check for leaks and inspect gaskets for oil leaks. 2. Check for vibration and noise. 3. Check that pump is securely fastened and level. 4. Check seals and gaskets, replace as needed. 5. Check coupling for wear or misalignment. Correct as needed. 6. Check pump lubrication and lubricate as needed. 7. Document and report any uncorrected deficiencies noted. 11. TOXALERT/QED CO2/CO/NO2 DETECTION 1. Calibrate sensors (2x annually) 2. Lift required to access sensors in high-bay areas. · Public Safety facility does not have a lift onsite. 3. See manufacturer’s documentation for product specific procedures. A. REPLACEMENT PARTS AND COMPONENTS FOR PREVENTATIVE MAINTENANCE TASKS All parts, refrigerant and other material to complete repairs are furnished under the provisions of this agreement. It is recommended that spare filters be staged on site, location to be arranged and approved by the Facility Maintenance Manager. Previously purchased filter media currently onsite may be utilized by Service Provider. B. ADDITIONAL INFORMATION More information identifying the various types of equipment receiving Preventative Maintenance Services at various locations can be found in EXHIBIT D and E. Preventative Maintenance frequency is equipment and schedule dependent. The recommended frequency for all equipment at each location is listed in EXHIBIT D. Waukee Standard Agreement Form 5/2015 16 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 1. FREQUENCY QUARTER / QUARTERLY: equipment to be serviced four (4) times annually QUARTER (3) / QUARTERLY (3): equipment to be serviced three (3) times annually including spring startup, summer and fall winterization ANNUAL: equipment to be serviced once per year BIANNUAL: equipment to be serviced twice per year including spring startup and fall winterization 2. REPORTING Included in the cost for services are required resources to provide field service reports regarding all services provided and services recommended, or issues and defects noted as part of regular scheduled services. First fiscal year service will include confirmation of equipment information and compilation of missing information including manufacturer, model number, serial number and other equipment-specific information. Reporting will be hard copy and electronically through the City’s maintenance management system as available. VI. SCHEDULED MAINTENANCE SERVICE Scheduled Maintenance Service is defined as service or repair work that is non-time sensitive or where the work involved is of such a nature that allows for advanced scheduling. Examples include but are not limited to the scheduled preventative maintenance of any part of the Heating or Cooling System. Scheduled maintenance and repair requests shall be responded to within two (2) working days of notification. In no event will Scheduled Maintenance Service be considered overtime without prior approval of the Facility Maintenance Manager or their designee. VII. EMERGENCY MAINTENANCE SERVICE Work in this category is considered to be a safety concern and shall be performed by the Contractor at the direction of the Facility Maintenance Manager or designee. When notified by the City to respond to an emergency situation, the Contractor shall be at the site in four (4) hours or less from the time of notification. The Contractor shall maintain a local telephone number where contact can be made twenty-four (24) hours per day for emergency service requests. VIII. WORKING HOURS Services shall be performed during normal working days and hours, which are defined as Monday through Friday, 7:30 a.m. to 5:00 p.m. (except scheduled holidays, see below). IX. HOLIDAYS The City recognizes and will be closed on the Scheduled Holidays listed below. If a scheduled holiday falls on a Saturday, the previous Friday will be the observed holiday and if holiday falls on a Sunday, the following Monday will be the observed holiday. Waukee Standard Agreement Form 5/2015 17 PROJECT NAME: City Facil ity HVAC and Mechanical Syst ems Maintenance and Repair Services Project No.: Waukee, Iowa 1. New Year’s Day 2. President’s Day 3. Memorial Day 4. Independence Day 5. Labor Day 6. Veteran’s Day 7. Thanksgiving Day 8. Day after Thanksgiving Day 9. Christmas Day XI. LOCATIONS Below are the locations of work included in the scope of work. 1. City Hall 230 W Hickman Road 2. Public Library 950 S Warrior Lane 3. Public Safety 1300 SE LA Grant Parkway 4. Public Works 805 University Avenue 5. Fox Creek Pavilion 522 NE Westgate Drive 6. Ridge Pointe Pavilion 655 SE Legacy Pointe Boulevard 7. Sugar Creek Golf Course Clubhouse 1505 6th Street 8. Community Center 675 Walnut Street 9. Triumph Park Concessions 600 700 NW Douglas Parkway 10. Triumph Park Concessions 700 700 NW Douglas Parkway 11. Triumph Park Concessions 900 700 NW Douglas Parkway 12. Triumph Park Maintenance Building 700 NW Douglas Parkway 13. Triumph Park Miracle Restrooms 700 NW Douglas Parkway Waukee Standard Agreement Form 5/2015 18