WOODLAND HILLS SCHOOL DISTRICT 2430 GREENSBURG PIKE PITTSBURGH, PA 15221 -- PHONE - 412-731-1300 REQUEST FOR PROPOSALS FOR BOILER MAINTENANCE SERVICE We are requesting written proposals from companies who can service boilers in the Woodland Hills School District both in the summer, as pre-season maintenance, and during the year as repair work when needed. This service proposal shall run from July 1, 2010 until June 30, 2011. All companies submitting proposals must furnish labor, material, tools, and equipment necessary to perform the task and do all else, reasonably implied, as necessary for the prompt and satisfactory completion of this contract. All companies performing work in our District are advised that some of our boilers, breeching and pipe, have an insulation jacket containing asbestos. It is required that all contractors take extreme care when working in this environment, since it is the responsibility of the District to provide an operation and maintenance plan to keep asbestos in a non-friable status. Contractors must follow guidelines as set by the EPA and the Allegheny County Department of Health, with relationship to asbestos care. Asbestos damaged, as a result of boiler work, must be repaired to the satisfaction of the District's Asbestos Program Manager. All companies performing work are advised to conduct work with the latest revisions of the ASME Code and Pennsylvania State Law, with skilled boilermakers and welders who are trained technicians and certified to complete the task. All companies submitting proposals must be able to provide twenty-four (24) hour a day service, seven (7) days a week. Emergency numbers (including home phone numbers) are to be provided to the Coordinator of Buildings and Grounds and maintenance supervisors. The contractor must employ a minimum of two (2) full-time service technicians on staff - all having a minimum of three (3) years experience in the maintenance of boilers. The contractor must provide Act 151/Act 34/FBI clearances for all employees working in the District. Proposals are to be mailed to: Joyce Sullivan, Business Manager, at 2430 Greensburg Pike, Pittsburgh, PA 15221, no later than 1:30 PM on Wednesday, March 31, 2010. John Besseck Facilities Supervisor WOODLAND HILLS SCHOOL DISTRICT \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 1 of 16
PROCEDURES FOR VISITING BUILDINGS Service technicians visiting buildings must enter building at front entrance, sign security log, and then proceed with building daylight custodian to heat plant location. Arrangements will be made with daylight custodian concerning vehicle accessibility location SAFETY CONCERNS Please be advised that the Woodland Hills School District initiated a weekly inspection log, conducted by an identified custodian in every building. These inspections include: (1) Pulling levers on safety relief valves, (2) Draining water column gage glass to see that water levels return quickly (steam boilers only), (3) Draining float chamber while boiler is running to be sure float is not sticking, (4) Checking circulating pumps to be sure of proper operation, (5) Checking burner operation. Be advised that boilers are often worked on during school days. Every effort must be made by successful contractor to INSURE that safety be of prime importance, so as not to risk any occupant of the building. WOODLAND HILLS SCHOOL DISTRICT ADMINISTRATIVE OFFICES 2430 GREENSBURG PIKE PITTSBURGH, PA 15221 CONTACT FRANK LINSENBIGLER - 412-731-1300 2 - NATURAL GAS LOW PRESSURE STEAM BOILERS WOODLAND HILLS SENIOR HIGH SCHOOL 2550 GREENSBURG PIKE PITTSBURGH, PA 15221 CONTACT LEISA MASON - 412-244-1100 3 - NATURAL GAS LOW PRESSURE STEAM BOILERS JUNIOR HIGH SCHOOL 7600 EVANS STREET PITTSBURGH, PA 15218 CONTACT BILL KEEGAN - 412-351-0698 2 - DUAL BURNING HOT WATER BOILERS (NATURAL GAS OR HEATING OIL) EAST JUNIOR HIGH SCHOOL 126 MONROEVILLE AVENUE TURTLE CREEK, PA 15145 CONTACT JOHN BESSECK - 412-731-1300 ext. 0192 2 - NATURAL GAS HOT WATER BOILERS \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 2 of 16
DICKSON INTERMEDIATE SCHOOL SCHOYER AVENUE PITTSBURGH, PA 15218 CONTACT CASSANDRA DUTRIEUILLE - 412-731-5816 2 - NATURAL GAS LOW PRESSURE HOT WATER BOILERS FAIRLESS INTERMEDIATE SCHOOL 531 JONES AVENUE NORTH BRADDOCK, PA 15104 CONTACT EDWARD NASH - 412-271-1317 2 - NATURAL GAS HOT WATER BOILERS RANKIN INTERMEDIATE-SCHOOL FOURTH AND MOUND STREETS RANKIN, PA 15104 CONTACT John Besseck 412-731-1300 ext.0192 2 - NATURAL GAS STEAM BOILERS, EXCEPT ON HOT WATER TANK EDGEWOOD PRIMARY SCHOOL MAPLE AVENUE PITTSBURGH, PA 15218 CONTACT JAMES RUTTER - 412-731-2238 2 - NATURAL GAS HOT WATER/GLYCOL BOILERS WILKINS PRIMARY SCHOOL 362 CHURCHILL ROAD PITTSBURGH, PA 15235 CONTACT Ed Mort - 412-824-3231 2 - NATURAL GAS HOT WATER BOILER SHAFFER PRIMARY SCHOOL 37 GARDEN TERRACE PITTSBURGH, PA 15221 CONTACT Joe Barbusio - 412-371-4535 ELECTRIC HEAT BUILDING - (NO WORK NEEDED) SWISSVALE LIBRARY 7350 MCCLURE AVENUE PITTSBURGH, PA 15218 CONTACT CHARLES DONOFRIO - 412-371-8374 I NATURAL GAS HOT WATER BOILER \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 3 of 16
DICKSON FIELD HOUSE SCHOYER AVENUE PITTSBURGH, PA 15218 CONTACT CASSANDRA DUTRIEUILLE - 412-371-8374 2 - NATURAL GAS HOT WATER BOILERS \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 4 of 16
CONTRACTOR IS TO SUBMIT PROPOSALS TO PERFORM THE FOLLOWING WORK: A. PRESEASON PREPARATION LOW PRESSURE STEAM BOILERS AND HOT WATER BOILERS (COMPLETE TASKS AS REQUIRED FOR EACH TYPE OF BOILER) 1. Drain boiler completely, wash insides of all deposits and rust. NOTE: Edgewood boiler uses a glycol water mixture. This must be saved and reused. 2. Remove, clean and replace all nipples, caps, plugs, manhole, and handhole covers, using new gaskets, as required. 3. Inspect fire side of boiler, and record condition. 4. Brush and vacuum soot and dirt from flues and combustion chambers, and hand clean all fire tubes. 5. Clean and repair combustion chambers; patch and repair, as required. 6. Inspect boiler pressure vessels for possible leaks, and record condition. 7. Disassemble, inspect, and clean all water level controls. 8. Inspect hand valves, automatic feed equipment; repack and adjust, as required. 9. Clean water tube glass. 10. Inspect, clean, and lubricate the burner and combustion control equipment including, but not limited to, drive linkages, pivot points, and other items subject to wear. 11. Set up inspections, with maintenance supervisors, with insurance company representatives. 12. Recommend and estimate needed repairs, now and for the future, for boiler so that little or no problems will occur during the year. 13. Accommodate all recommendations of inspector, after consultation with maintenance supervisors. 14. Reassemble boiler. 15. Refill boiler, after completion of preparatory tasks, and given an approved rating by boiler inspection. \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 5 of 16
16. Test boiler for proper operation, including the proper operation of burner sequence, combustion equipment, all control mechanisms and safety controls and devices (a slow water drain test is to be conducted on all low water cut off devices to confirm operation). 17. Check system for leaks. 18. Clean boiler room floor from related soil, derived from boiler inspection. 19. Check expansion tank for leaks and problems. 20. Inspect boiler wiring and repair, where necessary. 21. Inspect, clean, and adjust all pilots. 22. Check and repair flame safeguard and ignition system. 23. Inspect breaching and draft controls. 24. Inspect and patch damaged asbestos as a result of boiler repair work. 25. Test and calibrate all high and low gas pressure regulators, etc. 26. Check operation and timing of all flame programmers. 27. Check fuel supply. 28. Check auxiliary boiler equipment operation. 29. Inspect burner, boiler, and controls prior to startup. 30. Start burner; check operation control. 31. Adjust burner for maximum efficiency, when load conditions permit. 32. Conduct a slow blow-down to check all low water cutoff control system to be sure system is not sticking (including hydraulic systems as applicable). \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 6 of 16
B. TROUBLE SHOOTING BOILER AS NEEDED 1. In order to provide the service expected by the School District, the contractor must maintain a large in-house inventory of commonly replaced boiler parts. C. RETUBING FIRE TUBES AND REPLACING STAY BOLTS AS NEEDED D. WELDING AS NEEDED E. REFRACTORY BRICK REPLACEMENT F. FIRE EFFICIENCY TESTING AND ADJUSTMENTS G. INCIDENTAL PLUMBING AS NEEDED 1. Must maintain a Master Plumber license, with a minimum of five (5) years experience. 2. May be required to file plans with the Allegheny Count Department of Health. \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 7 of 16
COSTS MUST REMAIN SAME FOR ENTIRE CONTRACT PERIOD. THE CONTRACT PERIOD IS FROM JULY 1, 2010, TO JUNE 30, 2011 PROVIDE A COST BREAKDOWN FOR ONLY THOSE ITEMS YOUR COMPANY CAN PERFORM A. PRE-SEASON PREPARATION COSTS AS SPECIFIED Work must be completed on weekdays in early summer, during the hours of 7:00 AM to 3:00 PM, and completed by July to enable insurance inspection to occur late July. NUMBER OF EMPLOYEES REQUIRED TO COMPLETE TASK? HOURLY MANPOWER COST? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COST? (AFTER NORMAL WORKING HOURS) TRAVEL COST? (EXPLAIN?) EQUIPMENT COSTS WHAT WOULD YOU RENT? ANY INCIDENTAL COSTS EXPLAIN ANY OTHER CONCERNS \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 8 of 16
B. TROUBLE SHOOTING COSTS (when called for no heat, leaks, etc.) NUMBER OF EMPLOYEES REQUIRED? HOURLY MANPOWER COSTS? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COSTS? (AFTER NORMAL WORKING HOURS) TRAVEL COST? (EXPLAIN) EQUIPMENT/SHOP CHARGES? (EXPLAIN) WHAT EQUIPMENT WOULD YOU RENT? ANY MARKUP ON MATERIAL COSTS? OTHER COSTS OR CONCERNS? (EXPLAIN) APPROXIMATE VALUE OF IN-HOUSE INVENTORY C. RETUBING FIRE TUBES AND REPLACING STAY BOLTS AS NEEDED NUMBER OF EMPLOYEES REQUIRED? HOURLY MANPOWER COST? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COST? (AFTER NORMAL WORKING HOURS) TRAVEL COST? (EXPLAIN) WHAT EQUIPMENT WOULD YOU RENT? ANY INCIDENTAL COSTS? EXPLAIN? OTHER COSTS OR CONCERNS? \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 9 of 16
D. WELDING COSTS (Meeting all applicable requirements with state certification) NUMBER OF EMPLOYEES REQUIRED? HOURLY MANPOWER COSTS? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COSTS? (AFTER NORMAL WORKING HOURS) WHAT EQUIPMENT WOULD YOU RENT? ANY INCIDENTAL COST? EXPLAIN? OTHER COSTS OR CONCERNS? E. REFRACTORY BRICK REPLACEMENT AS NEEDED NUMBER OF EMPLOYEES? HOURLY MANPOWER COSTS? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COST? (AFTER NORMAL WORKING HOURS) WHAT EQUIPMENT WOULD YOU RENT? ANY INCIDENTAL COSTS? EXPLAIN? OTHER COSTS OR CONCERNS? \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 10 of 16
F. FIRE EFFICIENCY TESTING AND ADJUSTMENTS (work must be completed in Fall by one employee prior to the start of heating season) HOURLY MANPOWER COST? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COSTS? (AFTER NORMAL WORKING HOURS) TRAVEL COSTS? WILL YOU NEED TO RENT EQUIPMENT FOR THIS TESTING? EQUIPMENT COSTS? INCIDENTAL COSTS? WHAT TESTING EQUIPMENT WILL YOU UTILIZE TO CONDUCT TESTING? OTHER CONCERNS? G. INCIDENTAL PLUMBING AS REQUIRED (when called and directed by the Building and Grounds Coordinator) NUMBER OF EMPLOYEES REQUIRED? HOURLY MANPOWER COST? NORMAL WORKING DAYS AND HOURS? HOURLY OVERTIME COSTS? TRAVEL COSTS? (EXPLAIN) EQUIPMENT/SHOP CHARGES? (EXPLAIN) ANY MARKUP ON MATERIALS COSTS? WHAT EQUIPMENT WOULD YOU RENT? OTHER COSTS OR CONCERNS? (EXPLAIN) \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 11 of 16
INVOICING REQUIREMENTS This proposal is for a time and materials contract. The School District requires the contractor to furnish the School District with a detailed invoice for labor utilized, including dates and number of man hours, rounded to nearest 1/4 hour, employee(s) used, and a detailed material list including quantities, catalog numbers of parts used, unit prices, total prices. As a non-taxable entity, the School District will not pay tax on materials. The tax-exempt number will be provided. Invoices are to be sent by contractor, no later than one month after completion of work. If invoice arrives at our office three weeks prior to scheduled board meeting, the contractor will be paid that month. Otherwise, bills are paid the following month. Board meetings are usually scheduled for the second Wednesday of each month. SAMPLE INVOICE COMPANY ADDRESS PHONE NUMBER DATE INVOICE NUMBER TYPE OF RESPONSE: NO HEAT CALL BRUCE COLEMAN - FEBRUARY 12, 2006-7:30 AM LABOR COSTS DATE(S): February 12, 2007 8:00 AM to 3:15 PM = 7 hr. 15 min. x $32.00 hr. = $232.00 Trouble shoot no heat call - found damper motor inoperable and sight glass clogged. MATERIALS UTILIZED 1 - Damper Motor, Catalog Number - MP909A $60.03 $60.03 1 - Sight Gauge - JO642 16.05 16.05 2 - Gauge Washer 1.00 2.00 $78.08 Markup on Material Cost 10% 7.80 TOTAL $317.88 ATTACHED ARE MATERIAL INVOICES \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 12 of 16
WOODLAND HILLS SCHOOL DISTRICT COMPANY BACKGROUND COMPANY NAME ADDRESS PHONE NUMBER OF YEARS IN BUSINESS AMOUNT (IN DOLLARS) OF WORK COMPLETED LAST YEAR BONDING COMPANY PHONE BONDING LIMIT REFERENCES: 1) COMPANY CONTACT NAME PHONE NATURE OF WORK 2) COMPANY CONTACT NAME PHONE NATURE OF WORK \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 13 of 16
3) COMPANY CONTACT NAME PHONE NATURE OF WORK 4) COMPANY CONTACT NAME PHONE NATURE OF WORK 5) COMPANY CONTACT NAME PHONE NATURE OF WORK \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 14 of 16
WOODLAND HILLS SCHOOL DISTRICT As per specification, contractor must employ a minimum of two (2) full-time service technicians on staff, having a minimum of three (3) years experience in the field of HVAC, and a Master Plumber. ATTACH COPY OF CERTIFICATION: NAME HOME PHONE CERTIFICATION NAME HOME PHONE CERTIFICATION NAME HOME PHONE CERTIFICATION NAME HOME PHONE CERTIFICATION NAME HOME PHONE CERTIFICATION \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 15 of 16
WOODLAND HILLS SCHOOL DISTRICT In accordance with specifications and instructions of quote we/i propose to furnish labor, materials, and equipment to perform work as described in this contract. COMPANY ADDRESS PHONE SIGNATURE OF AUTHORIZED AGENT PLEASE PRINT SIGNATURE DATE \\Ares\bldg\BESSECK\BIDS\BIDSPEC\2010-2011\RFP-BOILER MAINTENANCE(2010-2011).DOC PAGE 16 of 16