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​“BID FORM"
McLean County Courthouse
Mechanical/Maintenance Service 
Request for Proposals

McLean County Fiscal Court 
 210 Main Street
        
, Calhoun, KY 42327

                                                                                ​Judge/Executive's Office 270-273-3213 Ext. 1


Firm Name:_________________________________________________________
Address: ___________________________________________________________  
City, State, Zip: ______________________________________________________  Phone Number:___________________________
Signature & Title:_____________________________________________________ Date:___________________
Overall Cost Estimate for Proposed Work:_______________

Requirements for bidding (These requirements become part of the contract for successful bidder):

  • To be considered for this request, the office of the County Judge/Executive must receive a complete RFP package using this form by November 22, 2022.
  • Bids shall be submitted in a sealed envelope with the company name, street address, bid due date and project name “McLean County Courthouse HVAC Preventative Maintenance" to Judge/Executive's Office.
  • All bidders and their employees, assigns, subcontractors, etc., must be fully covered by Workers Compensation. A certificate of liability insurance with workers compensation must be included in the bid response.
  • All bid forms must be signed.
  • Successful firms must be in good standing with the Kentucky Secretary of State, the Kentucky Revenue Cabinet, registered with McLean County Occupational Tax Administrator and must not be debarred or excluded from federal work before award of the contract. IRS Form W-9 must be included with the bid.
  • Bids will be opened on November 23rd, 2022 during the scheduled public Fiscal Court meeting.

    The County reserves the right to waive any irregularities and/or reject any or all proposals.

 

 

 


SUPPLEMENTAL CONDITIONS

McLean County Fiscal Court requests proposals that provide priority service. Contractor will respond to the McLean County Fiscal Court's request for emergency service before providing service to any customer who does not have a Service Agreement.
All miscellaneous service materials such as lubricants, cleaning materials, etc. required for the performance of P.M. work to be included in proposal. All truck costs, mileage and expenses required for the performance of P.M. work to be included in proposal.
Any repairs, emergency response, service work or parts required by the McLean County Fiscal Court beyond that which is covered in proposed agreement will be invoiced at special contract customer rates.
Upon the completion of each maintenance, contractor will provide the McLean County Fiscal Court with a detailed report of the work performed, corrections made and any recommended services or repairs needed.


 

EQUIPMENT TO BE SERVICED

QTY.MANUFACTURERMODEL NO.DESCRIPTION
11TraneYSC/YSDRoof Top Unit

 

                                                                                                                          SCHEDULE OF SERVICES

EQUIPMENTJANFEBMARAPRMAYJUNEJULYAUGSEPTOCTNOVDEC
RTU PF,BC CC  PF  PF,CC  PF 
             
             
             
             
             

2 Condenser Coil Cleanings Per Year included in PM, depending on when coils are dirty cleaning may schedule may float to other quarters.

AI = ANNUAL INSPECTIONFS = FILTER SERVICE
AT = ACID TESTOA = OIL ANALYSIS
BC = BELT CHANGEOC = BOILER YEARLY TEARDOWN
CA = COMBUSTION ANALYZATIONPF = PM AND FILTER CHANGE
CC = CONDENSER OR COIL CLEANINGPM = OPERATIONAL INSPECTION
FO = FIELD OIL ACID TESTPT = PRESSURE TEST
CS = CALIBRATION SERVICERA = REFRIGERANT ANALYSIS
DC = DESCALINGSD = SHUTDOWN
EC* = EVAPORATOR CLEANING​SU = START-UP
EDD = EDDY CURRENTTA = TUBE ANALYSIS
ET = EFFICIENCY TESTINGTB = TUBE BRUSHING



SCHEDULE OF WORK, HEAT PUMP

  1. Condenser coil will be inspected for heat transfer loss.
  2. Blower wheels and fans will be inspected and cleaned to assure proper air delivery.
  3. Refrigerant will be checked for proper charge and visually inspected to assure system is leak free.
  4. Exposed ductwork will be visually inspected for leaks and proper insulation.
  5. Belts and pulleys will be inspected and adjusted as needed.
  6. Thermostats will be checked and calibrated as needed.
  7. Motors and bearings will be lubricated as needed.
  8. Controls and safeties will be tested.
  9. Condensate drain will be checked.
  10. Crankcase heater will be checked for proper operation.
  11. Relays and contactors will be inspected.
  12. Unit wiring and electrical disconnect will be inspected.
  13. Economizer operation will be checked, where applicable.
  14. Temperature and pressures will be recorded.
  15. Evaporator coil will be inspected.
  16. Defrost timer will be checked.
  17. Reversing valve will be operationally checked.
  18. Auxiliary heat strips will be operationally checked.
  19. Air filters will be replaced four time(s) per year.
  20. Condenser coils will be washed one time(s) per year.



SCHEDULE OF WORK, AIR HANDLER

  1. Inspect fan/blower assembly.
  2. Lubricate fan/blower bearings per manufacturer's recommendations.
  3. Inspect belts and sheaves and adjust as required.

    4       Inspect electrical wiring and tighten connections as required.
  1. Inspect condition and check operation of fan motor contactor/starter.
  2. Inspect cooling and/or heating coils.
  3. Record entering and leaving coil temperature(s).
  4. Record fan/blower motor current consumption (amp draw).
  5. Record manometer readings, if installed.

    10      Inspect outside air intake screen.
  1. Inspect economizer operation, where applicable.
  2. Visually inspect dampers, linkages and lubricate as required.
  3. Inspect condensate drain pan.
  4. Check and calibrate all zone thermostats.
  5. Air filters will be replaced four time(s) per year.
  6. Condenser coils will be washed one time(s) per year.
  7. Furnish inspection report and advise of any abnormal conditions or repairs needed.



SCHEDULE OF WORK, GAS HEATING SYSTEM

  1. Heat exchanger will be inspected annually for cracks and deterioration.
  2. Burners will be inspected.
  3. Thermocouple will be inspected.
  4. Fan switch will be checked and adjusted as needed.
  5. Pilot orifice will be cleaned and pilot flame adjusted as necessary.
  6. Safety controls will be operationally checked.
  7. Blower wheel will be inspected.
  8. Blower bearings will be inspected and lubricated per manufacturer's recommendations.
  9. If installed, blower belt and pulleys will be inspected.
  10. Motor(s) will be lubricated.
  11. Combustion air openings will be checked.
  12. Flue pipe will be inspected for deterioration.
  13. Exhaust system will be checked for proper draft.
  14. All panels will be properly secured.
  15. Thermostat will be checked.
  16. Temperatures and performance will be recorded.
  17. Air filters will be replaced four time(s) per year.
  18. Furnish inspection report and advise of any abnormal conditions or repairs needed.


 


SCHEDULE OF WORK, UNITARY EQUIPMENT

  1. Condenser coil will be inspected for heat transfer, loss.
  2. Blower wheels and fans will be inspected.
  3. Refrigerant will be checked for proper charge.
  4. Exposed ductwork will be visually inspected for leaks and proper insulation.
  5. Belts and pulleys will be inspected.
  6. Thermostats will be inspected.
  7. Motors and bearings will be lubricated as needed.
  8. Controls and safeties will be tested.
  9. Condensate drains will be checked.
  10. Crankcase heaters will be inspected.
  11. Relays and contactors will be inspected.
  12. Unit wiring and electrical disconnects will be inspected.
  13. Economizer operation will be inspected.
  14. Temperatures and pressures will be recorded.
  15. Evaporator coils will be inspected.
  16. Air filters will be changed per schedule.
  17. Condenser coils will be washed per schedule.
  18. ​A report will be submitted after each inspection to the owner's representative detailing the work performed and noting any abnormal conditions.​










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