INDIANAPOLIS HOUSING AGENCY - IN.gov dec 7.docx · Web viewContractor shall pay its employees under...

INDIANAPOLIS HOUSING AGENCYINVITATION TO QUOTE (ITQ)

HVAC ROUTINE PREVENTATIVE MAINTENANCE

AND REPAIR SERVICES

HIGH-RISE COMMUNITIES

INTRODUCTION

Indianapolis Housing Agency (IHA), located at 1919 N. Meridian Street, Indianapolis, Indiana, owns and/or has certain jurisdiction over 22 Marion County affordable housing communities, 14 of which are managed by IHA directly. Six of these communities are in Center Township, with the rest scattered throughout the rest of the county. These sites comprise 2,624 total dwelling units, including public housing units, Low Income Housing Tax Credit units, Project Based Section 8 units and market-rate units. Many of IHA’s communities operate under multiple state or federally-regulated programs. IHA also administers 7,263 Section 8 units leased under HUD’s Housing Choice Voucher Program.

IHA is governed by a nine-member Board of Commissioners. Five of the nine Board members are appointed by the Mayor of the City of Indianapolis, two Board members are appointed by the City/County Council and two members are elected as representatives for the Family and Senior community sites. The Agency’s day-to-day operations are directed by the Agency’s Executive Director. The Agency is primarily funded through the United States Department of Housing and Urban Development.

With approximately 145 employees, the Agency administers its programs with an operating budget of approximately $64 million per year and a total budget of approximately $68 million per year.

DESCRIPTION

The Indianapolis Housing Agency, and on behalf of Lugar LP, is soliciting responses to an ITQ from firms, or combinations of firms that are verifiably licensed and qualified to perform HVAC maintenance to selected communities. A more detailed description of the work and other requirements, provisions, specifications and instructions to responders, contract forms, quote requirements,

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insurance, and other documents related to the project will be set forth in the ITQ and deemed a part of this notice and are available on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org).A contract will be required of the successful vendor. A sample maintenance type contract is referenced on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org). It is suggested that serious prospective contractors provide their in-house legal departments copies of contract documentsMBE/WBE/VBE/DOBE PARTICIPATION GOALS

MBE/WBE/VBE/DOBE PARTICIPATION REQUIREMENTS

1. It is the policy of the Indianapolis Housing Agency that Women’s Business Enterprises (WBE), minority business Enterprises (MBE), Veteran Business enterprises (VBE), and Disability- owned business enterprises (DOBE) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Owner has established the following percentage goals for MBE, WBE, VBE, and DOBE participation on this Project, based on the Contract Price as awarded to the successful Bidder:

MBE: fifteen percent (15%) WBE: eight percent (8%) VBE: three percent (3%) DOBE: one percent (1%)

2. Initial evaluation and review of a Bidder’s compliance with the requirements set forth herein in respect of MBE/WBE/VBE/DOBE participation, including review of documentation and information submitted by Bidders, shall be undertaken by IHA.

3. A Bidders shall complete the Bidders itemized Proposal and Declarations form for construction or goods & services to disclose the status of its ability to meet the MBE/WBE/VBE/DOBE goals as of the submittal due date. Failure to do so shall deem the response non-responsive.

B Any Bidder who does not meet a project goal must petition IHA for relief from that goal by filing an application for a waiver, which application shall be submitted with the other required bid documents. The application for the waiver shall show with detailed documentation all good faith efforts that were made by the Bidder for the purpose of fulfilling the project goal and to assure that MBE, WBE, VBE, and DOBE firms are used as sources of supplies, equipment, construction and services. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by

contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202 or via phone at 317-261-7184. The application shall be

submitted as a 72 hour post-bid submittal.

C Examples of good faith efforts for MBE/WBE/VBE/DOBE shall include, at a minimum, all of the following:

1 Documentation of any advertising that the Bidder performed in search for prospective MBE/WBE/VBE/DOBE for the contract in general circulation, trade, and minority-focused media.

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2 Documentation of any written notifications that the bidder provided to MBE/WBE/VBE/DOBE firms notifying them of contracting

opportunities in sufficient time to allow them to participate, and to minority business assistance agencies for the purpose of locating prospective MBE/WBE/VBE/DOBE for the contract. Documentation must also include written notification to IHA for

assistance in locating prospective MBE/WBE/VBE/DOBE firms for the contract.

3 Documentation of the Bidder’s efforts t select portions of the work to be performed by MBE/WBE/VBE/DOBE firms in order to increase the likelihood of achieving the stated goals, including the division of contracts into economically-feasible units to facilitate participation.

4 Documentation of direct contact and negotiations with MBE/WBE/VBE/DOBE firms and/or partnerships for specific sub-bids, including at a minimum the following information;

A The names, addresses and telephone numbers of MBE/WBE/VBE/DOBE firms that were contacted;

B A description of the information provided to MBE/WBE/VBE/DOBE firms regarding the plans and specifications for portions of the work to be performed;

C A statement of why prospective agreements with MBE/WBE/VBE/DOBE firms were not reached.

5 Documentation of technical assistance provided to MBE/WBE/VBE/DOBE firms for obtaining bonding, insurance or a needed line of credit for the project.

6 Documentation relevant to any other efforts the Bidder has made to assist MBE/WBE/VBE/DOBE firms in overcoming the traditional barriers of participation in the industry affected by the contract.

7 Documentation of efforts to research other possible areas of participation, including, but not limited to, any of the following:

A Suppliers;

B Shipping or transport enterprises;

C Engineering enterprises; and

D Any other role that may contribute to the production and delivery of the product or service specified in the contract.

D The bidder shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE/WBE/VBE/DOBE firms and

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shall provide full access to these records to the owner upon its request to inspect them.

4. The apparent successful Bidder shall, within three (3) business days after notification by the Owner, provide the application for Program Waiver (if Bidder has not met all goals as set out in section 1 above), and any supporting documentation deemed necessary by the owner to demonstrate utilization of good faith efforts to achieve or maximize MBE/WBE/VBE/DOBE firms, participation goal levels as set out in section 1 , which shall serve as an additional condition to the Bidder being found responsible and responsive.

5. The decision of the Owner concerning whether or not a Bidder has satisfactorily demonstrated good faith efforts shall be conclusive and binding upon such Bidder.

6. Where a Bidder proposes to utilize a MBE/WBE/VBE/DOBE firm that has not been certified as such by the City of Indianapolis, Office of Minority & Women Business Development shall submit a completed certification application for such MBE/WBE/VBE/DOBE. The MBE/WBE/VBE/DOBE must become certified by OMWBD to count toward attainment of the MBE/WBE/VBE/DOBE goals for the project. Bidders must obtain copies of the certification from OMWBD at Suite 1260, City-County Building, 200 E. Washington Street, Indianapolis, IN 46204. Phone is 317-327-5262; Fax is 317-327-4482.

7. For the purposes of determining the degree of participation for MBE/WBE/VBE/DOBE firms operating as participants in Joint Ventures, as Subcontractors or Suppliers, the following methodology shall be utilized:

A A Joint Venture Bidder consisting of one or more MBE/WBE/VBE/DOBE parties will be credited with MBE/WBE/VBE/DOBE participation on the basis of percentage of the dollar amount of the work to be performed by the MBE/WBE/VBE/DOBE. For example, if such Joint Venture proposes to perform fifty percent (50%) of the dollar amount of the work quoted at $1,000,000 and fifty percent 950%) of the work is to be performed by the MBE/WBE/VBE/DOBE Joint Venture partner, MBE/WBE/VBE/DOBE participation will be credited as twenty-five percent (25%) of the work or $250,000.

B A Bidder will receive sixty percent (60%) toward goal attainment for the use of minority suppliers who are not manufacturers, i.e. where a Bidder

proposes to purchase $10,000 worth of construction materials from a minority Supplier who did not manufacture the materials, $60,000 will be credited toward the Bidder’s minority participation goal. However, where the minority Supplier is the manufacturer of the product supplied, the Bidder will receive MBE/WBE/VBE/DOBE credit of one hundred percent (100%) of the dollar amount of the supply contract.

8. The Owner may, at any time before or after award, require the Bidder/Contractor to submit additional information to the owner regarding MBE, WBE, VBE, OR DOBE certification and utilization. Such information may include but not be limited to: 9i) Copies of all executed agreements for each MBE/WBE/VBE/DOBE enterprise engaged to satisfy the participation goals, showing (ii) the name and address of the

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MBE/WBE/VBE/DOBE, (iii) the scope of work to be performed, (iv) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture partner, (v) acknowledgment and acceptance of the agreement by the MBE/WBE/VBE/DOBE and (vi) monthly utilization payment reports with each monthly application for payment using the on-line submittal process (MyLCM).

9. Failure to comply with the MBE/WBE/VBE/DOBE provisions of the contract may result in one or more of the following sanctions: cancellation, terminator or suspension of any contracts, or any portion(s) thereof, including but not limited to withholding any progress payment or any other monies payable or due under the contract, and/or inclusion on the Owner’s list of contractors or vendors who are non-responsible due to MBE/WBE/VBE/DOBE violations, meaning Bidder would not be eligible to do work for the Owner for a specified period.

Minority, Women, Veteran or Disability-Owned Business Enterprise Participation Plan for Goods and Services

It is the policy of the Indianapolis Housing Agency (IHA) that Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Veteran Business Enterprises (VBEs) and Disability-Owned Business Enterprises (DOBEs) shall have the maximum feasible opportunity to participate in the performance of contracts. Consequently, the Indianapolis Housing Agency, through it’s Board of Commissioners, has established MBE participation goals of 15%, WBE participation goals of 8%, VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public works, goods, and services.

The Contractor shall include information concerning its MBE, WBE, VBE, and DOBE utilization for this contract on the MBE/WBE/VBE/DOBE Participation Plan form, found on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org). To receive credit toward the MBE/WBE/VBE/DOBE goals, all MBE, WBE, VBE, and DOBE suppliers offered for “direct participation” in a contract (e.g. subcontracting) must be certified by the City of Indianapolis, Office of Minority & Women Business Development (OMWBD). Contractors able to offer direct participation in the form of subcontractors must indicate the name of the MBE/WBE/VBE/DOBE firm(s) with which it will work; the contact name and phone number for the firm(s); the service9s) supplied by the firm(s); and the specific dollar amount from this contract that will be directed toward each firm. The evaluation and review of a Contractor’s MBE/WBE/VBE/DOBE participation, including a review of documentation and information submitted, shall be undertaken by IHA.

The Contractor shall maintain adequate records of all relevant data with respect to the utilization and attempted utilization of MBE, WBE, VBE, and DOBE firms and shall provide full access to these records to IHA upon its request to inspect them. IHA may require the Contractor to submit information in addition to the MBE/WBE/VBE/DOBE Participation Plan and/or Application for MBE/WBE/VBE/DOBE Program Waiver regarding MBE/WBE/VBE/DOBE certification and utilization. Such information may include, but is not limited to the following: (1) Copies of all executed agreements for each MBE/WBE/VBE/DOBE engaged to satisfy the participation policies, (2) the name and address of the MBE/WBE/VBE/DOBE, (3) the scope of work to be performed, (4) the dollar value of work to be performed or furnished by each proposed MBE/WBE/VBE/DOBE subcontractor or MBE/WBE/VBE/DOBE joint venture

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partner, (5) acknowledgement and acceptance of the agreement by the MBE/WBE/VBE/DOBE, and (6) monthly utilization payment reports with each monthly application for payment.

While direct participation of MBE/WBE/VBE/DOBE subcontractors is preferred, if it cannot be accomplished for this contract, “indirect participation” may be acceptable. Examples of indirect participation might include the use of common MBE/WBE/VBE/DOBE suppliers (i.e. office suppliers, courier services, shipping services, etc.) contributing to overhead costs or the overall operation of the business. Indirect participation may occur at the local, regional or national level. (Note: For common suppliers located outside of Indiana that are participating in an indirect fashion, please return proof of home state or municipal certification to IHA.)

Any contractor that does not have MBE/WBE/VBE/DOBE direct participation shall submit the Application for MBE/WBE/VBE/DOBE Program Waiver with the reasons for the lack of participation. The application for MBE/WBE/VBE/DOBE program waiver form shall be requested by contacting IHA, Procurement Department, 1919 N. Meridian Street, Indianapolis, IN 46202, via phone at 317-261-7184 or via email at [email protected]. The application shall be submitted as a 72 hour post-bid submittal. The Waiver requires submission of documents showing the good faith efforts that were made by the Contractor for the purpose of attaining MBE/WBE/VBE/DOBE firs as subcontractors or sources of supplies, equipment, and services. The Waiver must be submitted if a contractor does not have any direct or indirect MBE/WBE/VBE/DOBE participation. If a contractor has only indirect participation, then the Waiver must be submitted for the direct participation and the MBE/WBE/VBE/DOBE Participation Plan must be submitted for the indirect participation.

Failure to provide the MBE/WBE/VBE/DOBE Participation Plan or Application for Waiver at the time of submission will result in the disqualification and rejection of the bid/proposal. IHA reserves the right to verify all information included in the MBE/WBE/VBE/DOBE Participation Plan before making final determination of the contractor’s responsiveness and responsibility.

SECTION 3Prospective responders are advised that the project is a “Section 3” covered project and described in 24 CFR 135, which implements Section 3 of the Housing and Urban Development Act of 1968, as amended (“Section T”). Without limitation of any other applicable affirmative action requirements, the successful bidder and any other subcontractor’s, such as, but not limited to, delivery, assembly and provision of raw materials, will also have an obligation to cause the work to be performed, to the greatest extent feasible, by business concerns located in or owned in substantial part by persons residing in the area of the project (i.e., City of Indianapolis), as those terms are defined in the documents. The employment of individuals residing in the communities or neighborhoods in which the project is located is considered as integral part of the Section 3 requirement. Admissions(s) to apprenticeship programs may also be considered as a fulfillment of the Section 3 requirement.

COMPLIANCE WITH E-VERIFY PROGRAMPursuant to IC 22-5-1.7, CONTRACTOR shall enroll in and verify the work eligibility status of all newly hired employees of CONTRACTOR through the E-Verify Program (“Program”).

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CONTRACTOR is not required to verify the work eligibility status of all newly hired employees through the Program if the Program no longer exists.

CONTRACTOR and its Subcontractors shall not knowingly employ or contract with an unauthorized alien or retain an employee or contract with a person that CONTRACTOR or its Subcontractor subsequently learns is an unauthorized alien. If CONTRACTOR violates this section, OWNER shall require CONTRACTOR to remedy the violation not later than thirty (30) days after OWNER notifies CONTRACTOR. If CONTRACTOR fails to remedy the violation within the thirty (30) day period, OWNER shall terminate the contract for breach of contract. If OWNER terminates the contract, CONTRACTOR shall, in addition to any other contractual remedies, be liable to OWNER for actual damages. There is a rebuttable presumption that CONTRACTOR did not knowingly employ an unauthorized alien if CONTRACTOR verified the work eligibility status of the employee through the Program.

If CONTRACTOR employs or contracts with an unauthorized alien but OWNER determines that terminating the contract would be detrimental to the public interest or public property, OWNER may allow the contract to remain in effect until OWNER procures a new contractor.

CONTRACTOR shall, prior to performing any work, require each Subcontractor to certify to CONTRACTOR that the Subcontractor does not knowingly employ or contract with an unauthorized alien and has enrolled in the Program. CONTRACTOR shall maintain on file a certification from each Subcontractor throughout the duration of the Project. If CONTRACTOR determines that a Subcontractor is in violation of this section, CONTRACTOR may terminate its contract with the Subcontractor for such violation. Such termination may not be considered a breach of contract by CONTRACTOR or the Subcontractor.

SITE INSPECTIONSSite inspections are strongly recommended for each community. The contact for site inspections is Mike Robinson, Facilities Manager. He can be reached at 317-281-0282.

PRE BID CONFERENCEA pre- bid conference will not be held.

QUESTIONSDeadline for questions is: Wednesday, November 30, 2016 11:00 a.m. Questions must be submitted in writing by e-mail to Diane Padgett, Procurement Manager, at [email protected]. Questions not in writing will not be answered. Questions and answers will be posted IHA’s website. Interested parties are advised to frequently check the website for questions and answers as daily additions are possible.

MAINTENANCE WAGE RATE DETERMINATION – DAVIS BACON Contractors are advised that the preventive maintenance work is not covered by Davis Bacon or the HUD-52158 for 2016. Actual repair work that falls outside the scope of preventive maintenance specifications for Barton Apartments, Barton Annex, and Lugar Tower Apartments is covered by the Davis Bacon Building rate – IN160002 dated 11/11/2016, Mod 19. Work that falls outside the scope at Indiana Avenue Apartments is covered by the Davis Bacon Residential rate – IN160028 dated 08/19/2016, Mod 8. The current wage rates may be also be found on the “Doing Business With IHA” page of the

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mailto:[email protected]

Agency’s website (www.indyhousing.org). Contractors are advised to view these wage determinations.Contractor shall pay its employees under the terms of the Davis Bacon Wage Determination for all employees based on the applicable trade classification. Certified payrolls are required for each week of the contract's terms. Failure to comply could result in suspension, delayed payments, and/or termination of the contract.

ON-LINE PROGRAM TRACKING

IHA has implemented an on-line process to submit documentation for various areas of contract compliance on all requiring wage rate determinations. IHA encourages on-line submittal of M/W/V/DOBE participation, Section 3 hires and/or contribution, workforce utilization, and certified payrolls if applicable. The contract monitor assigned to the project will make each contractor aware of the date, time, and location of training on this on-line submittal process. Information on the process will also be provided at pre-construction meetings where applicable.

DUE DATE & RESPONSES ITQ responses will be accepted at the Executive Offices of IHA, Attn: Diane Padgett, Procurement Manager, 1919 N. Meridian Street, Indianapolis, Indiana 46202 until 2:00 p.m. local time, December 7, 2016 . IHA is the sole determinant of timeliness. An original and three copies of the ITQ response must be submitted in a sealed envelope and marked: ITQ HVAC Maintenance. Responder’s name and address shall appear on the envelope or box. E – Mail or faxed responses are not acceptable. Submissions received after the deadline will NOT be accepted.All bid responses submitted by the deadline will be opened publicly and read aloud. A contract will be required of the successful contractor and bid must be valid for the term of the contract.

INSURANCEA certificate of current insurance is required with each bid. The certificate of insurance must document the following: Minimum of one million dollars in general liability and one million dollars vehicular liability and statutory requirements for workers compensation. A certificate showing the IHA as additional insured will be required of the successful vendor.

CONDITIONSThe contract with IHA will be for one (1) year with the opportunity to renew, for not to exceed, four one year renewals, all to the benefit of IHA. Prices bid shall remain in force for the duration of the contract and or subsequent renewals. Rate Adjustments may be made in an amount not to exceed five (5) %.Respondent must provide verifiable references demonstrating experience in their field and corroborating the ITQ response.IHA reserves the right to request copies of the professional licenses held by each employee on site during the duration of this contract. IHA reserves the right to reject all bids and waive any minor informalities in the ITQ process. IHA shall be the sole judge of minor informalities. A respondent may, at the sole discretion of the IHA, correct minor omissions, such as incomplete references, within five (5) business days of the submission date. IHA is the sole judge of a minor omission. Lateness of response is not considered a minor informality.

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IHA reserves the right to reject a bid as non-responsive that deviates from the scope of the ITQ and/or omits any of the required submission forms.An executed contract with the successful respondent(s) is subject to the approval of IHA’s Executive Director and will be subject to approval by IHA’s Board of Commissioners and may also be subject to approval by the local HUD office.All respondents are advised that attempts to influence or discuss this ITQ with IHA staff or board members prior to the award of a contract may result in disqualification of the response.IHA assumes no liability for costs incurred by respondents in the preparation and delivery of a response or for attendance at any subsequent meetings relative to this RFB.The person signing the ITQ response must be authorized to execute a contract or conduct negotiations or discussions on behalf of the respondent if required.Contractor certifies by the submission of a bid that they have the necessary staff, licensing, expertise, and materials to perform the work outlined in the scope.IHA reserves the right to make multiple awards all to the benefit of IHA.

SUBMITTALSThe following documents shall be completed and returned with the bid and are on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org).

1. HUD-5369-B Instructions to Offerors Non-Construction (Document is a “read only” but must be returned as acknowledgement of the terms contained therein.)

2 MBE/WBE/VBE/DOBE certification (if applicable)3. MBE/WBE/VBE/DOBE Contractor Initial Response form – Goods & Services4. Certificate of Non-Organizational Conflict of Interest 5. Non-Collusive Non-Identity of Interest Affidavit 6. Non-Segregated Facilities form 7. Compliance with E-Verify Affidavit8. Section 3 Plan Contractors Initial Response Form9. Certificate of current insurance10. At least three references that can comment on work quality. References shall not be IHA

employees. 11. Completed Bid Tab sheet, Attachment B. Rates are on a per community basis as detailed

in Scope of Service/Work.The Scope of Work identified as Attachment A and the Bid Tab Sheet identified, as Attachment B are included in the following pages. The required documents are also available on the “Doing Business With IHA” page of the Agency’s website (www.indyhousing.org).. Failure to submit any of the forms will deem the submittal non-responsive. The references, certificate of insurance, M/W/VBE certification and references are vendor supplied.

No other documents(s) will be considered as a valid response. Prices shall be bid completely and there shall be no extras. Contractor is responsible for providing all labor, materials, and equipment.

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FAILURE TO INCLUDE ANY OF THESE DOCUMENTS MAY CAUSE THE BID RESPONSE TO BE INVALID

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ATTACHMENT AHVAC SCOPE OF SERVICE/WORK

1. SCOPE OF SERVICES Contractor shall perform preventative maintenance procedures listed in Section 5 at the frequencies listed in Section 5. Maintenance actions not listed in Section 5 shall not be the responsibility of the Contractor. Equipment which requires maintenance by the Contractor is listed in Section 2 and includes Heating, Ventilating, Air Conditioning, Domestic Water, Fire Service, And Electrical equipment at Barton Tower Apartments, Barton Annex Apartments, Lugar Tower Apartments, and Indiana Ave Apartments. Due to the nature of this work, contractors shall carry unlimited heating, cooling, and master electrical licenses to perform duties described. Services shall include preventative maintenance as listed in Section 5, electrical underground service, breakers, outside meter bases, and other pertinent electrical repairs.If during the course of maintenance responsibilities the contractor observes any equipment or conditions which may require attention that are not part of the scope of services they shall report these concerns to IHA immediately.

Definitions of maintenance services in the RFB include:A. Preventative maintenance services are those which occur on an annual, semiannual,

quarterly, or monthly schedule as recommended by the manufacturer to prevent equipment failures and downtime. Typical preventative maintenance can be performed during typical working hours (8AM – 5PM, Monday through Friday).

B. Routine services are unexpected equipment issues which do not reoccur on a regular, basis, and which also do not require an emergency response. Typical routine maintenance can be performed during typical working hours (8AM – 5PM, Monday through Friday).

C. Emergency services are those made in response to a system or equipment failure. An emergency situation which is not corrected immediately, could result in personal injury, damage to the buildings or its components, or loss of building heat (from Oct 15th through April 15th or when outside air temperature is less than 50 degrees F.) Contractor shall provide a 24- hour service call telephone number where emergencies can be reported. Contractor shall have not more than one (1) hour after the emergency is reported to have an adequate number of trained personnel on site to respond to the emergency. Contractor shall remain on site until the emergency is corrected.

2. SYSTEMS AND EQUIPMENT INCLUDED IN EACH BUILDING

2.1. Barton Tower: 1. Chilled Water System

a. Chilleri. Manufacturer: Yorkii. Model Number: YSDACBS3 – CLAiii. Refrigerant: R-22iv. Electrical: 208V, 3 Phasev. Quantity: 1

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2. Heated Water Systema. Boilers

i. Manufacturer: Fulton Pulse Boilerii. Model Number: PHW-2000iii. Fuel: Natural Gasiv. Quantity: 4

3. Potable Water a. Domestic Hot Water Heaters

i. Manufacturer: RBIii. Model Number: FW1000NROCFPSiii. Quantity: 1

b. Domestic Hot Water Heatersi. Manufacturer: RBIii. Model Number: FW1000iii. Quantity: 1

4. Electrical Systema. Incoming serviceb. All three-phase power, to include all switchgear, panel boxes, distribution feeders,

bus bars, and motor control centers.

2.2. Barton Annex: 1. Chilled Water System

a. Plate and Frame Heat Exchangeri. Manufacturer: Baltimore Aircoil Companyii. Model Number: ECY-109-2Hiii. Quantity: 1



b. Shell and Tube Heat Exchanger


i. Manufacturer: RBIii. Model Number: 33FW0750NROCFPSiii. Quantity: 2

4. Fire Detection/Suppression Systema. Emergency Fire Pump

i. Manufacturer: Patterson Pumpsii. Model Number: 5X3 VIPiii. BHP: 20iv. Quantity: 1

b. Jockey Pumpi. Manufacturer: Grunfosii. Model Number: C9523iii. Quantity: 1

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c. Detection System: Smoke detectors, fire alarm panels, wiring, and related accessories

d. Standpipes, fire hoses, piping, valves, test ports, and related accessories

5. Emergency Generatora. Emergency Generator

i. Manufacturer: Kohlerii. Model Number: 230ROZD81iii. kW: 230iv. Quantity: 1



2.3. Lugar Tower Apartments: 1. Chilled Water System

a. Chilleri. Manufacturer: Yorkii. Model Number: YSDACBS3 – CKAiii. Refrigerant: R-22iv. Electrical: 208V, 3 Phasev. Quantity: 1




i. Manufacturer: Platinum Water Heatersii. Model Number: 399PA-PNiii. Quantity: 3

4. Fire Detection/Suppression Systema. Emergency Fire Pump

i. Manufacturer: Clarke Fire Protectionii. Model Number: VMFP06HTiii. BHP: 115iv. Quantity: 1

b. Detection System: Smoke detectors, fire alarm panels, wiring, and related accessoriesc. Standpipes, fire hoses, piping, valves, test ports, and related accessories


i. Manufacturer: Caterpillar Olympianii. Model Number: OLY00000CNPS01182iii. Quantity: 1

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2.4. Indiana Avenue Apartments: 1. HVAC Equipment

a. Hallway Air Handling Uniti. Manufacturer: Traneii. Model Number: BWE060C300GAiii. Quantity: 2

b. Hallway Air Handling Uniti. Manufacturer: Traneii. Quantity: 1

c. Rooftop HVAC Uniti. Manufacturer: Traneii. Quantity: 1

d. Rooftop HVAC Unitsi. Manufacturer: Traneii. Model Number: BTA090C300MAiii. Quantity: 1

e. Rooftop HVAC Unitsi. Manufacturer: Carrierii. Model Number: 38CKC060570iii. Quantity: 1

f. Rooftop HVAC Unitsi. Manufacturer: Goodmanii. Model Number: GSC130603BBiii. Quantity: 1


i. Manufacturer: Onanii. Model Number: 175.ODFE-15R/30431Miii. Quantity: 1

3. Fire Detection/Suppression Systema. Detection System: Smoke detectors, fire alarm panels, wiring, and related accessoriesb. Standpipes, fire hoses, piping, valves, test ports, and related accessories



3. PAYMENT PROCEDURES A. Contractor shall institute a numbered work ticket system to demonstrate compliance

with the published schedule. The work tickets shall show the control number of the maintenance action as well as the date/time of completion and the technician’s initials. Upon completion of each maintenance activity, or at the end of each workday, contractor’s technician shall present a work ticket (in two copies) to an Indianapolis Housing Agency maintenance technician and or manager, who shall

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initial that the work was completed to the best of their knowledge. The maintenance technician may keep the ticket for up to 2 working days to verify satisfactory completion of the actions. The maintenance technician shall keep one copy of the completed work ticket. Contractor shall accumulate and compile the results into a monthly maintenance report. Work tickets, which have not been initialed by an Indianapolis Housing Agency maintenance technician or manager, shall be incomplete.The payments scheduled shall be on a per-building basis; the totals are not cumulative between buildings. Withholding of any payment will also be on a per-building basis.No additional payments will be given for labor involved in responding to emergency calls.If the payment withheld amounts to 50% or greater for two (2) consecutive months, the Indianapolis Housing Agency reserves the right to terminate the Agreement.

B. Costs for materials required for preventative maintenance work shall not be paid separately. Major part and equipment that are found to be in a failed condition while performing preventative maintenance will be reported to Indianapolis Housing Agency for repair/replacement. IHA retains the option to ask the selected contractor to provide a price to perform the necessary repair.

4. CONTRACTOR REPORTS Reports shall be typed; computer-generated products are recommended but not required. A manually signed cover letter attesting to the accuracy of each report shall accompany each report. All reports shall be sent to the Maintenance Director.

A. Within 30 days of Notice to Proceed, Contractor shall:1. Survey the systems included, and provide a written report to the Indianapolis

Housing Agency. The report shall be broken down by building and system. The report shall detail the “as –found” conditions of all systems. For systems or individual pieces of equipment that do not operate, Contractor shall specifically detail required action to bring the system back in service, and provide a price quotation to accomplish the necessary work. Contractor may also provide recommendations on how to improve the existing system; recommendations should have a budget price bid included. Systems or installations not meeting current building codes shall be specifically noted. The Indianapolis Housing Agency will review the “As-Found” report and provide written comments back to Contractor. Any discrepancies between Contractor’s assessments of the existing conditions and the owner’s assessments shall be reconciled by the Agency with the results reduced to a final written report by Contractor. The final report forms the basis of the Agreement; Contractor is expected to maintain the systems at the level agreed upon in the final report for the life of the Agreement. Unless specifically written otherwise in the final report, all systems are assumed to be in good working order at the start of the contract.

2. Begin monthly maintenance activities.B. By 9:00 AM each working day, Contractor shall provide to the Indianapolis Housing

Agency a log listing any emergency service call response during the preceding night or weekend/holiday. The log shall list the building and system affected, the names of the technicians responding, the time they actually spent on site correcting the problem, and the reason behind the service call. Emergency services performed on any system or equipment that is currently covered by a manufacturer or other warranty shall be specifically noted on the report.

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C. By the 5th working day of each month, Contractor shall provide a report to the Indianapolis Housing Agency. The report shall include separate sections detailing the following items, by building:1. Maintenance actions performed the preceding month. Each repair shall be noted

in the monthly report, the date accomplished the initials of the technician who performed the work, and any notes relating to that action, equipment or system. Routine maintenance actions on equipment covered by warranty shall be specifically noted. Maintenance actions carried over and completed from a previous month shall be listed separately.

2. Maintenance items scheduled to be accomplished but not completed during the preceding month. Each item shall be noted with the reason for the non-completion, and a date by which the action will be completed. Failure to accomplish routine maintenance on systems or equipment covered by a warranty may, at the Agency’s decision, result in the contractor becoming responsible for any warranty not honored as a result of Contractor’s acts or omissions.

3. Maintenance items scheduled to be accomplished during the coming month (listed chronologically). In the case of routine maintenance on equipment located within tenant spaces (primarily the fan coil or heat pump units), the anticipated time (within 2 hours) that Contractor will require access to the apartment shall also be noted. All items shall be noted as to the required frequency and due date, the item is scheduled to be completed, and any notes relating to that item.

4. A summary of emergency service calls performed during the preceding month. This summary will note any trends or repetitive actions, which occurred.

5. SPECIFIC EQUIPMENT MAINTENANCE ACTIONS Each piece of equipment listed in Section 2 shall have the following actions accomplished at the frequency noted. In general, maintenance shall be according to the recommendations of the manufacturer of the specific piece of equipment. In the event, these specifications conflict with those of the manufacturer’s recommendations shall be followed. If during the course of their maintenance actions the Contractor observes any equipment which appears to be in need of maintenance which falls outside of the Contractor’s scope they should notify Indianapolis Housing Agency immediately.

1. Chiller Maintenancea. Annual Maintenance

i. Megohm motor windingsii. Clean or backflush heat exchangeriii. Perform oil analysis on compressor lube oiliv. Perform refrigeration analysisv. Perform vibration analysisvi. Clean tubes

2. Boiler Maintenance a. Annual Maintenance – to be performed during cooling season

i. Verify proper combustion and adjust as necessary. Compare measured combustion efficiency to rated efficiency and report to owner. Verify all flappers and dampers are properly functioning and report any deficiencies to owner.

3. Plate and Frame Heat Exchanger a. Semi-Annual Maintenance

i. Lubricate tightening bolts and nuts

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ii. Clean heat exchanger either by manually disassembling and cleaning plates or circulating cleaning solution as outlined in the General Maintenance section of the Baltimore Aircoil OM Manual

4. Shell and Tube Heat Exchanger a. Semi-Annual Maintenance

i. Clean heat exchanger by removing heads and circulating hot water through tubesii. Inspect condition of tubes for scale and corrosioniii. If circulating hot water or distillate through tubes does not work then interior

tubes may be cleaned using rodding

5. Air Handler Units a. Monthly Maintenance

i. Replace air filters.ii. Inspect coil for dirt accumulationiii. Inspect drain pan for proper drainage and accumulation of debris.iv. Verify positive drainage of condensate.

6. Hot Water Heaters a. Annual Maintenance

i. Inspect burner for damage or signs of deterioration.ii. Remove any debris from burner ports using a brush or compressed airiii. Inspect the inside and outside of heat exchanger for damage, sooting, or

corrosioniv. Outside surface of the copper tubes should be free of any soot deposits. Black

soot indicates poor combustion. Green deposits indicate condensation due to lower return water temperature.

v. Clean heat exchanger as necessary if sooting or deposits are present.vi. Inspect air intake system for any signs of blockage, corrosion, or leakage.vii. Inspect air filter and wash with warm water and soap as necessary.

7. Generator a. Monthly Maintenance

i. Operate generator for a minimum of half an hour. Check for proper operation of transfer switch and all other system components.

ii. Check oil level and fill as necessaryb. Quarterly Maintenance

i. Check for proper operation. Grease bearings. Change oil and filter.ii. Check operation of transfer switch.iii. Notify owner if fuel tank is less than ¾ full. Owner is responsible for fueliv. Check anti-freeze levels.

c. Annual Maintenancei. Perform all maintenance per manufacturer’s operations and maintenance manual

8. Fire Detection System a. Semi-Annual Maintenance

i. Perform all tests and inspections as required by the authority having jurisdiction.ii. Check the operation of all smoke and fire detectors. iii. Check fire alarm panel for proper operation. iv. Repair or replace as required any defective or failed components.

9. Fire Suppression Systems a. Quarterly Maintenance

i. Perform all tests and inspections as required by the authority having jurisdiction.

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ii. Check piping connection for leaks; repair as requirediii. Check fire and jockey pumps per section 7 “Floor Mounted End Suction Pumps”

10. Electrical Systems a. Quarterly Maintenance

i. Inspect the incoming service for signs of unusual wear; repair as required. ii. Inspect all service panels, disconnects, bus bars and related accessories and

ensure all connections are tight.

6. REPLACEMENT PARTS AND EQUIPMENT All parts replaced under this Agreement shall be of highest quality available, and meet all the requirements set forth by the equipment manufacturer and/or Indianapolis Housing Agency. The Indianapolis Housing Agency shall be the final judge as to whether a particular replacement part is of acceptable quality. Contractor shall provide a submittal for all replacement parts used in maintenance work.

7. REPLACEMENT PARTS AND EQUIPMENT The Agency shall make a good faith effort in locating leaks before contacting the Contractor.Agency is responsible for stoppage of all domestic drain lines.

8. WALL REPAIR Agency shall make repairs to all walls, ceilings, and floors where damage occurred.

END OF SCOPE OF WORK/SPECIFICATIONS

BALANCE OF PAGE INTENTIONALLY LEFT BLANK

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ATTACHMENT BBID TAB SHEET

Barton Tower, 555 N. Massachusetts Avenue, Indianapolis, IN 46204

$ ___________________________________ Monthly Service

$ ___________________________________ Annual Service

$ ___________________________________ Time & Materials, Non-Routine Repairs

Barton Annex, 501 N. East Street, Indianapolis, IN 46204

$ ___________________________________ Monthly Service

$ ___________________________________ Annual Service


Indiana Avenue Apartments, 825 Indiana Avenue, Indianapolis, IN 46202

$ ___________________________________ Monthly Service

$ ___________________________________ Annual Service


Lugar Tower Apartments, on behalf of Lugar LP, 901 Fort Wayne Avenue, Indianapolis, IN 46202

$ ___________________________________ Monthly Service

$ ___________________________________ Annual Service


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_____________________________________________________________Company submitting Response

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