F.O.B. DESTINATION (MULTI-AGENCY TERM CONTRACT)

F.O.B. POINT FOR SHIPMENT TO

RESTRICTED CONTRACT

THIS CONTRACT IS RESTRICTED TO THE SPECIFIC LOCATIONS WITHIN THE
COUNTIES AND SUB-GROUPS WITHIN COUNTIES LISTED.

TERM OF CONTRACT

THE ANTICIPATED EFFECTIVE DATE AND EXPIRATION DATE OF THE CONTRACT ARE
SHOWN ON THE FRONT OF THIS SOLICITATION. IF AWARD HAS NOT BEEN MADE BY
THE ANTICIPATED EFFECTIVE DATE, THEN THE CONTRACT SHALL BECOME
EFFECTIVE UPON THE DATE THE BID IS ACCEPTED AND CONTRACT AWARDED BY
THE STATE, AS INDICATED BY THE PURCHASING AGENT'S SIGNATURE ON THE
CONTRACT NOTICE OF AWARD (NOTE: THE CHANGE OF EFFECTIVE DATE MAY NOT
RESULT IN A CHANGE OF THE ANTICIPATED EXPIRATION DATE.)

RENEWAL OPTIONS: THIS CONTRACT MAY BE RENEWED UPON SATISFACTORY
COMPLETION OF THE INITIAL CONTRACT TERM. THE STATE RESERVES THE RIGHT
TO EXECUTE UP TO _2_ OPTIONS TO RENEW THIS CONTRACT ANNUALLY UNDER THE
SAME TERMS AND CONDITIONS FOR A PERIOD NOT TO EXCEED 12 MONTHS EACH BY
THE STATE. IT IS MUTUALLY UNDERSTOOD AND AGREED THAT THE STATE'S
COMMITMENT IS LIMITED TO A BASE TERM CONTRACT, NOT TO EXCEED TWELVE
(12) MONTHS, WHICH IS SUBJECT TO RENEWAL ANNUALLY AT THE STATE'S SOLE
OPTION.

IT IS UNDERSTOOD AND AGREED THAT THE STATE RESERVES THE RIGHT TO
EXTEND THE TERM CONTRACT PERIOD RESULTING FROM THIS SOLICITATION AN
ADDITIONAL PERIOD OF TIME, NOT TO EXCEED 180 DAYS BEYOND THE NORMAL
EXPIRATION DATE OF SUCH CONTRACT, UPON MUTUAL WRITTEN AGREEMENT BY
BOTH PARTIES, UNDER THE SAME TERMS AND CONDITIONS. PROVIDED, HOWEVER,
IN NO EVENT SHALL THE MAXIMUM TERM OF A CONTRACT EXCEED A TOTAL OF
SIXTY (60) MONTHS.
DELIVERY TIME (ON-TIME)

THE CONTRACTOR SHALL BE REQUIRED TO MAINTAIN OR TO HAVE AVAILABLE FOR
HIS OWN USE PERSONNEL, EQUIPMENT, AND SUPPLIES SUFFICIENT TO PERFORM
"ON-TIME" AS SPECIFIED IN THIS INVITATION TO BID.

FREIGHT F.O.B. STATE AGENCY (IN-HOUSE)

ALL QUOTATIONS SHALL BE F.O.B. DESTINATION. THE TERM F.O.B.
DESTINATION SHALL MEAN DELIVERED AND UNLOADED IN-HOUSE OR
ON-SITE SERVICE, WITH ALL CHARGES FOR TRANSPORTATION AND
UNLOADING PREPAID BY THE VENDOR/CONTRACTOR.

FIRM BID PRICE PERIOD (PRICE INCREASE ALLOWED AFTER TIME FRAME)

PRICES QUOTED SHALL BE FIRM FOR _365_ DAYS FOLLOWING THE DATE OF THE
AWARD, EXCEPT THE STATE SHALL BE ADVISED OF, AND RECEIVE THE BENEFIT
OF, ANY PRICE DECREASE IN EXCESS OF FIVE (5) PERCENT AUTOMATICALLY.
THE VENDOR/CONTRACTOR MUST PROVIDE WRITTEN PRICE REDUCTION INFORMATION
WITHIN TEN (10) DAYS OF ITS EFFECTIVE DATE.

REQUESTS FOR PRICE CHANGES BASED ON VENDOR/CONTRACTOR'S COST:

WRITTEN REQUESTS FOR PRICE CHANGES IN TERM CONTRACTS BASED ON VENDOR/
CONTRACTOR'S ACTUAL COST FOR OTHER THAN AN IMPOSED CHARGE BY FEDERAL,
STATE, COUNTY, OR CITY GOVERNMENT ENTITY AFTER THE FIRM PRICE PERIOD
SHALL BE SUBMITTED IN WRITING TO THE DEPARTMENT OF GENERAL SERVICES,
PURCHASING DIVISION. ANY INCREASE SHALL BE BASED ON THE CONTRACT
HOLDER'S ACTUAL COST INCREASE AND MAY NOT CONSTITUTE ADDITIONAL
PROFIT, AS SHOWN IN WRITTEN DOCUMENTATION SUCH AS INVOICES CLEARLY
DEMONSTRATING AN INCREASE IN COST COMPONENTS UPON WHICH ORIGINAL BID
OR LAST PRICE INCREASE WAS BASED, I.E. INVOICES FOR THE COST OF
MATERIALS, LABOR, DELIVERY, ETC., OR LABOR UNION AGREEMENTS FROM THE
START OF THE CONTRACT OR FIRM BID PRICE PERIOD AND CURRENT DATE AND/OR
A SIGNED LETTER FROM THE CONTRACT HOLDER'S SUPPLIER STATING THAT IT
HAS OR WILL BE IMPOSING A SPECIFIED DOLLAR AMOUNT OR A PERCENTAGE
INCREASE FOR ALL OF ITS CUSTOMERS. IF DOCUMENTATION IS FROM VENDOR/
CONTRACTOR'S SUPPLIER, VENDOR/CONTRACTOR MUST SHOW PROOF THAT IT HAS
TRIED TO OBTAIN THE GOODS FROM OTHER SUPPLIERS AND WAS UNABLE TO GET
IT AT ANY LOWER PRICE. ALL REQUESTS FOR PRICE INCREASES MUST BE
SUBMITTED IN WRITING.

IN ORDER FOR THE PURCHASING DIVISION TO APPROVE THE CONTRACT HOLDER'S
REQUEST FOR A PRICE INCREASE, ITS NEW BID PRICE(S) MUST STILL BE THE
LOW BID MEETING SPECIFICATIONS; THIS WILL BE DETERMINED BY USING THE
ORIGINAL EVALUATION MODEL WITH THE PRICES FROM THE NEW LIST PRICE.
IF THE CONTRACT HOLDER'S NEW BID PRICE IS HIGHER THAN THE NEXT LOW
BIDDER, PURCHASING DIVISION WILL EVALUATE THE NEXT LOW BID TO
DETERMINE IF IT MEETS SPECIFICATIONS AND IF SO, WILL ASK IF THE NEXT
LOW BIDDER IS WILLING TO HONOR ITS BID PRICES FOR POSSIBLE RE-AWARD.

IF THE NEXT LOW BIDDER AGREES TO HONOR ITS BID PRICE AND WILL HOLD IT
FOR THE FIRM BID PRICE PERIOD FOLLOWING AWARD, PURCHASING DIVISION
WILL APPRISE THE CONTRACT HOLDER OF THE SITUATION AND ASK IF IT WANTS
TO CONTINUE WITH ITS PRICE INCREASE REQUEST OR WITHDRAW ITS PRICE
INCREASE REQUEST. IF THE CONTRACT HOLDER STATES THAT IT WANTS TO
CONTINUE WITH ITS REQUEST FOR A PRICE INCREASE, PURCHASING DIVISION
WILL RECOMMEND CANCELLATION OF THE CONTRACT AND RE-AWARD TO THE NEXT
LOW BIDDER.

AT THE OPTION OF THE STATE, (1) REQUEST MAY BE GRANTED, (2) THE
CONTRACT MAY BE CANCELED AND AWARDED TO THE NEXT LOW BIDDER, (3)
THE CONTRACT MAY BE CANCELED AND THE COMMODITY/SERVICE BE READVERTISED
FOR AWARD, OR (4) CONTINUE THE CONTRACT WITHOUT CHANGE.
THE PURCHASING DIVISION WILL ACCEPT OR REJECT ALL SUCH WRITTEN
REQUESTS WITHIN FORTY-FIVE (45) WORKING DAYS OF THE DATE OF RECEIPT
OF COMPLETE AND VERIFIED DOCUMENTATION.

APPROVAL OF PRICE INCREASES

IF APPROVED, THE PURCHASING DIVISION WILL MODIFY THE CONTRACT TO
REFLECT THE APPROVED PRICE INCREASE, PRINT AND MAIL THE REVISED
CONTRACT. THE CONTRACT HOLDER SHALL HONOR ALL PURCHASE ORDERS
DATED PRIOR TO THE APPROVED PRICE INCREASE ACCEPTANCE DATE AT THE
ORIGINAL CONTRACT PRICE. APPROVAL OF ANY PRICE INCREASE RENEWS THE
FIRM PRICE PERIOD.

PRICE INCREASE REJECTION

WHEN THE STATE REJECTS A REQUEST FOR A PRICE INCREASE, THE CONTRACT
HOLDER WILL BE NOTIFIED IN WRITING OF THE STATE'S INTENTION PRIOR TO
THE FIRST OF THE FOLLOWING MONTH. IF THE CONTRACT IS TO BE CANCELED,
THE CONTRACT HOLDER WILL BE REQUIRED TO HONOR ALL PURCHASE ORDERS
THAT WERE PREPARED AND DATED PRIOR TO THE DATE OF THE TERMINATION,
IF RECEIVED BY THE CONTRACT HOLDER WITHIN A PERIOD OF THIRTY (30)
DAYS FOLLOWING THE DATE OF TERMINATION.
INSURANCE

THE CONTRACTOR SHALL PROCURE AND MAINTAIN FOR THE DURATION OF THE
CONTRACT, AT HIS/HER OWN COST AND EXPENSE INSURANCE AGAINST CLAIMS FOR
INJURIES TO PERSONS OR DAMAGES TO PROPERTY INCLUDING CONTRACTUAL
LIABILITY WHICH, MAY ARISE IN CONNECTION WITH THE PERFORMANCE OF THE
WORK PERFORMED BY THE CONTRACTOR, HIS AGENTS, REPRESENTATIVES,
EMPLOYEES OR SUBCONTRACTORS UNDER THE CONTRACT.

THE INSURANCE CARRIER(S) MUST BE LICENSED TO CONDUCT BUSINESS IN THE
STATE OF TENNESSEE. THE INSURANCE WILL BE EVIDENCED BY AN ORIGINAL OR
.PDF FORMAT DOCUMENT CERTIFICATE OF INSURANCE. THE CERTIFICATE SHALL
INCLUDE WORDING WHICH STATES THE PURCHASING DIVISION WILL BE NOTIFIED
THIRTY (30) DAYS PRIOR TO CANCELLATION OF THE COVERAGE OR A MAJOR
CHANGE IN THE COVERAGE PROVIDED. THE STATE OF TENNESSEE SHALL BE HELD
HARMLESS FOR ANY INJURIES, CLAIMS OR JUDGEMENTS AGAINST THE
CONTRACTOR.

CERTIFICATES FOR LIABILITY COVERAGES SHALL NAME THE STATE OF TENNESSEE
PURCHASING DIVISION AS AN ADDITIONAL INSURED. COVERAGES REQUIRED ARE:

WORKERS' COMPENSATION: A CERTIFICATE SHALL BE PROVIDED WHICH
INDICATES THE CONTRACTOR PROVIDES WORKERS' COMPENSATION COVERAGE
IN COMPLIANCE WITH THE STATE LAWS OF TENNESSEE.

GENERAL LIABILITY AND PROPERTY DAMAGE COVERAGE SHALL BE FOR ALL
OPERATIONS UNDER THE PROPOSAL FOR AT LEAST $100,000.00 FOR ONE
PERSON AND $300,000.00 FOR EACH OCCURRENCE FOR BODILY INJURY OR
DEATH; AND FOR PROPERTY DAMAGE AT LEAST $100,000.00 FOR EACH
OCCURRENCE, PLUS COVERAGE FOR ANY EQUIPMENT BEING MOVED.

THE VENDOR TO PROVIDE THE PURCHASING DIVISION WITH AN ORIGINAL
CERTIFICATE OF INSURANCE OR .PDF FORMAT DOCUMENT AS PROOF OF INSURANCE
COVERAGE, AS STATED ABOVE, NAMING THE STATE OF TENNESSEE, PURCHASING
DIVISION AS ADDITIONAL INSURED, WITHIN TEN (10) WORKING DAYS AFTER
REQUEST. IF THE CERTIFICATE OF INSURANCE IS IN .PDF FORMAT, IT MUST BE
RECEIVED DIRECTLY FROM THE INSURANCE COMPANY.

INSPECTION

ALL MATERIALS, EQUIPMENT, AND SUPPLIES ARE SUBJECT TO INSPECTION AND
TESTING. ITEMS THAT DO NOT MEET SPECIFICATIONS WILL BE REJECTED.
FAILURE TO REJECT UPON RECEIPT DOES NOT RELIEVE THE CONTRACTOR OF
LIABILITY. WHEN SUBSEQUENT TESTS AFTER RECEIPT ARE CONDUCTED AND
WHEN SUCH TESTS REVEAL DAMAGE OR FAILURE TO MEET SPECIFICATIONS, THE
STATE MAY SEEK DAMAGES REGARDLESS OF WHETHER A PART OR ALL OF THE
MERCHANDISE HAS BEEN CONSUMED.

MULTIPLE AWARD CONTRACTS

AN INDIVIDUAL CONTRACT SHALL BE AWARDED TO THE LOWEST THREE RESPONSIVE
AND RESPONSIBLE BIDDERS. THE LOWEST BID OF THESE THREE SHALL BE THE
PRIMARY VENDOR (VENDOR 'A'). VENDOR 'A' SHALL HAVE FULL RESPONSIBILITY
FOR ALL INITIAL CONTRACT REQUIREMENTS. THE OTHER TWO BIDDERS SHALL
BE SECONDARY VENDORS WITH THE NEXT LOW AWARDED VENDOR (VENDOR 'B')
AND THE THIRD LOW AWARDED VENDOR (VENDOR 'C'). VENDORS ARE RESPONSIBLE
FOR PROVIDING THEIR TELEPHONE AND FAX NUMBERS, EMAIL ADDRESS,
CELLULAR PHONE AND/OR PAGER NUMBERS AND AFTER HOUR EMERGENCY NUMBERS
TO THE FACILITY ADMINISTRATOR.

THE PRIMARY VENDOR SHALL BE RESPONSIBLE FOR ALL WORK IN ACCORDANCE
WITH THE SPECIFICATIONS OF THE CONTRACT. AT THE DISCRETION OF THE
STATE, THE STATE MAY UTILIZE THE SECONDARY VENDORS AS INDICATED BELOW:

EMERGENCY SITUATIONS:

VENDOR 'A' IS CONTACTED AND ASKED TO RESPOND TO A CRITICAL SITUATION.
THE SITUATION IS DEFINED AS AN "EMERGENCY" BY THE FACILITY
ADMINISTRATOR. THE COST OF REPAIR IS UNKNOWN AND TIME IS OF THE
ESSENCE.

IN THE EVENT THAT VENDOR 'A' IS UNAVAILABLE TO PERFORM THE WORK, IS
UNREACHABLE OR FAILS TO RESPOND TELEPHONICALLY WITHIN 30 MINUTES, AS
IT IS REQUIRED THAT THE VENDOR BE ON-SITE WITHIN FOUR (4) HOURS,
THE FACILITY ADMINISTRATOR CAN PROCEED TO VENDOR 'B', REQUESTING
A FOUR HOUR RESPONSE TIME.

IF VENDOR 'B' IS UNAVAILABLE TO PERFORM THE WORK, IS UNREACHABLE OR
FAILS TO RESPOND TELEPHONICALLY WITHIN 30 MINUTES, AS IT IS REQUIRED
THAT THE VENDOR BE ON-SITE WITHIN FOUR (4) HOURS, THE FACILITY
ADMINISTRATOR CAN PROCEED TO VENDOR 'C'.

IF VENDOR 'C' IS UNAVAILABLE TO PERFORM THE WORK, IS UNREACHABLE OR
FAILS TO RESPOND TELEPHONICALLY WITHIN 30 MINUTES, AS IT IS REQUIRED
THAT THE VENDOR BE ON-SITE WITHIN FOUR (4) HOURS, THE FACILITY
ADMINISTRATOR WILL ATTEMPT TO GET VENDOR 'A' OR VENDOR 'B' TO
RECONSIDER.

IF UNABLE TO GET THE EMERGENCY JOB COMPLETED BY VENDOR 'A','B', OR 'C'
THE FACILITY ADMINISTRATOR WILL CONTACT ITS PROCUREMENT OFFICER WHO
WILL CONTACT THE PURCHASING DIVISION TO REQUEST PERMISSION TO GO
OFF CONTRACT TO GET THE JOB COMPLETED.

NOTE: IF VENDOR 'A','B','C' IS NOT AVAILABLE TO PERFORM THE EMERGENCY
WORK IN THE TIME FRAME PROVIDED IN THE CONTRACT, THE VENDOR(S) SHALL
DOCUMENT IN WRITING BY EMAIL OR FAX AS TO THE REASON THAT IT WAS
UNAVAILABLE TO PERFORM THE JOB; THIS IS FOR THE AGENCY'S RECORDS TO
BE KEPT WITH THE PURCHASE ORDER DOCUMENTATION.

NON-EMERGENCY SITUATIONS:

NON-EMERGENCY SITUATIONS WILL BE BASED UPON A 24-HOUR RESPONSE TIME
USING THE SAME PROCESS AS DOCUMENTED ABOVE UNDER EMERGENCY SITUATIONS.
UNLESS THE NON-EMERGENCY SITUATION TURNS INTO AN EMERGENCY SITUATION,
THE AGENCY SHOULD ATTEMPT TO GET THE JOB COMPLETED BY ONE OF THE
AWARDED VENDORS.

REQUESTS FOR JOB ESTIMATES:

IF VENDOR 'A' GIVES AN ESTIMATE WHICH SEEMS UNREASONABLE HIGH, THE
AGENCY RESERVES THE RIGHT TO CONTACT THE OTHER TWO VENDORS TO REQUEST
ESTIMATES BASED ON THE PRICES BID AND PARTS (IF APPLICABLE) FOR THE
SAME JOB. THE AGENCY SHALL BE REQUIRED TO AWARD TO THE LOW BIDDER.
ONCE THE AGENCY HAS ACCEPTED AN ESTIMATE FOR A JOB, THE VENDOR SHALL
COORDINATE COMPLETION OF THE JOB WITH THE FACILITY ADMINISTRATOR.

IN CASES WHEN THE AGENCY AWARDS TO ONE OF THE SECONDARY VENDORS, IT
SHALL DOCUMENT THE CIRCUMSTANCES ON-LINE (IF USING AUTOMATED SYSTEM)
OR OTHER WRITTEN DOCUMENTATION (IF USING A MANUAL SYSTEM). THE
FACILITY ADMINISTRATOR OR ITS DESIGNEE SHALL REPORT THE USE OF
SECONDARY CONTRACT VENDORS TO ITS PROCUREMENT PERSONNEL AND/OR ITS
MANAGEMENT PERSONNEL.

AGENCIES SHALL ENTER A COMPLAINT TO VENDOR ON-LINE (IF USING
AUTOMATED SYSTEM) OR BY EMAIL OR FAX (IF NOT USING AUTOMATED SYSTEM)
FOR INSTANCES WHERE THE CONTRACT VENDOR REPETITIVELY FAILS TO RESPOND
BACK TO AN AGENCY REQUEST FOR SERVICE, DOES NOT PROVIDE JOB
ESTIMATES, OR FAILS TO ISSUE DOCUMENTATION TO THE AGENCY FOR NOT
PERFORMING WORK AS REQUESTED.

BASED ON THE NUMBER AND SEVERITY OF THE COMPLAINT(S), THE STATE WILL
TAKE APPROPRIATE ACTION WHICH MAY INCLUDE CANCELLATION OF THE CONTRACT
AND REMOVAL FROM THE ACTIVE BID LIST.

IF THREE (3) CONTRACTS ARE NOT AWARDED, THE AGENCY SHALL WORK WITH
EITHER ONE OR TWO CONTRACT VENDORS USING THE MULTIPLE AWARD CONCEPT
DESCRIBED ABOVE.

PURCHASE ORDER RELEASES (MULTIPLE AGENCY CONTRACT V)

ORDERS FOR SERVICES OR SUPPLIES THAT ARE INCLUDED ON AGENCY TERM
CONTRACTS SHALL BE PREPARED BY AGENCIES ON DEPARTMENTAL PURCHASE
ORDERS (FORM P4, CPO) AND MAY BE FORWARDED TO THE VENDOR/CONTRACTOR.
THESE PURCHASE ORDERS, WHEN RECEIVED BY THE VENDOR/CONTRACTOR, SERVE
AS AUTHORIZATION FOR SHIPMENT.

BILLING INSTRUCTIONS
INVOICES ARE TO BE BILLED TO THE ADDRESS SHOWN ON INDIVIDUAL PURCHASE
ORDER RELEASES.

PAYMENT
AFTER MERCHANDISE HAS BEEN RECEIVED OR SERVICE HAS BEEN PERFORMED AND
INVOICES SUBMITTED TO THE USING AGENCY, IT SHALL BE THE RESPONSIBILITY
OF THE USING AGENCY TO MAKE PAYMENT. ANY QUESTIONS CONCERNING PAYMENT
SHOULD BE ADDRESSED TO THE USING AGENCY LISTED ON THE TOP, RIGHT HAND
SIDE OF THE PURCHASE ORDER, NOT TO THE PURCHASING DIVISION.

CANCELLATION

TERMINATION FOR CONVENIENCE: THE STATE MAY TERMINATE THIS CONTRACT
WITHOUT CAUSE. SAID TERMINATION SHALL NOT BE DEEMED A BREACH OF
CONTRACT BY THE STATE. THE STATE SHALL GIVE THE VENDOR/CONTRACTOR AT
LEAST NINETY (90) DAYS WRITTEN NOTICE BEFORE THE EFFECTIVE CANCELATION
DATE.
THE VENDOR/CONTRACTOR SHALL BE ENTITLED TO RECEIVE COMPENSATION FOR
GOODS SHIPPED OR SERVICES SATISFACTORILY COMPLETED AS OF THE
CANCELATION DATE, BUT IN NO EVENT SHALL THE STATE BE LIABLE TO THE
VENDOR/CONTRACTOR FOR COMPENSATION FOR ANY GOODS OR SERVICES WHICH
HAVE NOT BEEN RENDERED.
UPON SUCH TERMINATION, THE VENDOR/CONTRACTOR SHALL HAVE NO RIGHT TO
ANY ACTUAL GENERAL, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR ANY OTHER
CLAIMS WHATSOEVER OF ANY DESCRIPTION OR AMOUNT.

TERMINATION FOR CAUSE: IF THE VENDOR/CONTRACTOR FAILS TO FULFILL ITS
OBLIGATIONS UNDER THIS CONTRACT IN A TIMELY OR PROPER MANNER, OR IF
THE VENDOR/CONTRACTOR VIOLATES ANY TERMS OF THIS CONTRACT, THE STATE
SHALL HAVE THE RIGHT TO IMMEDIATELY TERMINATE THE CONTRACT UPON
WRITTEN NOTICE OF INTENT TO CANCEL. THE STATE SHALL HAVE THE RIGHT TO
WITHHOLD PAYMENT IN EXCESS OF FAIR COMPENSATION FOR COMPLETED
SERVICES. NOTWITHSTANDING THE ABOVE, THE CONTRACTOR SHALL NOT BE
RELIEVED OF LIABILITY TO THE STATE FOR DAMAGES SUSTAINED BY VIRTUE OF
ANY BREACH OF THIS CONTRACT BY THE CONTRACTOR.

AT THE END OF ANY FISCAL YEAR ANY CONTRACT MAY BE CANCELED BY THE
STATE WITHOUT NOTICE, IN THE EVENT THAT FUNDS TO SUPPORT THE CONTRACT
BECOME UNAVAILABLE.

THE VENDOR/CONTRACTOR WILL BE REQUIRED TO HONOR ALL PURCHASE ORDERS
THAT WERE PREPARED AND DATED PRIOR TO THE DATE OF THE TERMINATION, IF
RECEIVED BY THE VENDOR/CONTRACTOR WITHIN A PERIOD OF THIRTY (30) DAYS
FOLLOWING THE DATE OF TERMINATION.

PROHIBITION OF ILLEGAL IMMIGRANTS

THE REQUIREMENTS OF STATE OF TENNESSEE'S PUBLIC ACTS, 2006, CHAPTER
NUMBER 878 AND EXECUTIVE ORDER 41 ADDRESSING THE USE OF ILLEGAL
IMMIGRANTS IN THE PERFORMANCE OF ANY CONTRACT TO SUPPLY GOODS OR
SERVICES TO THE STATE OF TENNESSEE, SHALL BE A MATERIAL PROVISION OF
THIS CONTRACT, A BREACH OF WHICH SHALL BE GROUNDS FOR MONETARY AND
OTHER PENALTIES, UP TO AND INCLUDING TERMINATION OF THIS CONTRACT.


AS REQUIRED BY PUBLIC ACTS, 2006, CHAPTER NUMBER 878, NO PERSON MAY
ENTER INTO A CONTRACT TO SUPPLY GOODS OR SERVICES TO THE STATE WITH-
OUT FIRST ATTESTING IN WRITING THAT THE PERSON WILL NOT KNOWINGLY
UTILIZE THE SERVICES OF ILLEGAL IMMIGRANTS IN THE PERFORMANCE OF THIS
CONTRACT, AND WILL NOT KNOWINGLY UTILIZE THE SERVICES OF ANY
SUBCONTRACTOR WHO WILL UTILIZE THE SERVICES OF ILLEGAL IMMIGRANTS IN
THE PERFORMANCE OF THIS CONTRACT. FOR PURPOSES OF THIS CONTRACT,
"ILLEGAL IMMIGRANT" SHALL BE DEFINED AS ANY PERSON WHO IS NOT
EITHER A UNITED STATES CITIZEN, A LAWFUL PERMANENT RESIDENT, OR A
PERSON WHOSE PHYSICAL PRESENCE IN THE UNITED STATES IS
AUTHORIZED OR ALLOWED BY THE DEPARTMENT OF HOMELAND SECURITY AND WHO,
UNDER FEDERAL IMMIGRATION LAWS AND/OR REGULATIONS, IS AUTHORIZED TO
BE EMPLOYED IN THE U.S. OR IS OTHERWISE AUTHORIZED TO
PROVIDE SERVICES UNDER THE CONTRACT. THE CONTRACTOR HEREBY ATTESTS,
CERTIFIES, WARRANTS, AND ASSURES THAT IT SHALL COMPLY WITH THIS TERM
AND CONDITION FOR THE ENTIRE CONTRACT PERIOD.

THE CONTRACTOR UNDERSTANDS AND AGREES THAT FAILURE TO COMPLY WITH
THIS SECTION WILL BE SUBJECT TO THE SANCTIONS OF PUBLIC CHAPTER 878
OF 2006 FOR ACTS OR OMISSIONS OCCURRING AFTER ITS EFFECTIVE DATE. THIS
LAW REQUIRES THE COMMISSIONER OF FINANCE AND ADMINISTRATION TO
PROHIBIT A CONTRACTOR FROM CONTRACTING WITH, OR SUBMITTING AN OFFER,
PROPOSAL, OR BID TO CONTRACT WITH THE STATE OF TENNESSEE TO SUPPLY
GOODS OR SERVICES FOR A YEAR AFTER A CONTRACTOR IS DISCOVERED TO
HAVE KNOWINGLY USED THE SERVICES OF ILLEGAL IMMIGRANTS DURING THE
PERFORMANCE OF THIS CONTRACT. THE CONTRACTOR MAY APPEAL THE
IMPOSITION OF THE ONE-YEAR PROHIBITION BY UTILIZING AN APPEALS
PROCESS ESTABLISHED BY THE COMMISSIONER OF FINANCE AND ADMINISTRATION.

AS PER EXECUTIVE ORDER 41, THE CONTRACTOR SHALL BE REQUIRED TO SUBMIT
SEMI-ANNUAL ATTESTATION FORMS AND OBTAIN A SIGNED ATTESTATION FORM
FROM ANY SUBCONTRACTOR PRIOR TO THE USE OF THE SUBCONTRACTOR AND SEMI-
ANNUALLY THEREAFTER DURING THE CONTRACT PERIOD. THE RECORDS SHALL BE
SUBJECT TO REVIEW AND RANDOM INSPECTION AT ANY REASONABLE TIME UPON
REASONABLE NOTICE BY THE STATE. RECORDS SHALL INCLUDE BUT ARE NOT
LIMITED TO THE FOLLOWING:
1.) DOCUMENTATION ON CONTRACTORS' EMPLOYEES AND SUBCONTRACTOR
PERSONNEL WORKING ON THIS CONTRACT SHOWING THAT THEY ARE LEGAL
TO WORK IN THE UNITED STATES AND PAYROLL RECORDS.
2.) SIGNED AND DATED ATTESTATION FORMS FOR YOUR COMPANY THAT HAVE
BEEN SUBMITTED TO THE PURCHASING DIVISION AND ATTESTATION FORMS
OBTAINED FROM SUBCONTRACTOR(S).

NOTE: THE CONTRACTOR SHALL BE REQUIRED TO OBTAIN PRIOR APPROVAL TO
SUBCONTRACT FROM THE DEPUTY COMMISSIONER OF GENERAL SERVICES,
PURCHASING DIVISION.

BY AUTHORIZED SIGNATURE ON THIS INVITATION TO BID THE CONTRACTOR
CONSTITUTES SIGNING THE ATTESTATION FORM FOR THE INITIAL SIX (6)
MONTHS OF THE CONTRACT PERIOD. THE CONTRACTOR SHALL BE REQUIRED
TO SUBMIT SIGNED ATTESTATION FORMS ON A SEMI-ANNUAL BASIS FROM THE
START DATE OF THE CONTRACT PERIOD THROUGH TO ITS COMPLETION DATE TO
THE PURCHASING DIVISION. THE ATTESTATION FORM IS LOCATED ON THE
PURCHASING DIVISION WEBSITE: WWW.STATE.TN.US/GENERALSERV/PURCHASING
IN THE EVENT THAT THE CONTRACTOR FAILS TO SUBMIT THE ATTESTATION FORM,
FILLED OUT, DATED AND SIGNED, BY THE END OF ANY SIX MONTH CONTRACT
INTERVAL, THE CONTRACTOR SHALL BE NOTIFIED IN WRITING OF THE
REQUIREMENT TO SUBMIT THE ATTESTATION FORM WITHIN SEVEN (7) CALENDAR
DAYS; FAILURE TO SUBMIT THE ATTESTATION FORM WITHIN THE REQUIRED TIME
FRAME MAY RESULT IN THE CANCELLATION OF THE CONTRACT.
TECHNICAL ASSISTANCE

THE VENDOR/CONTRACTOR WILL FURNISH COMPETENT TECHNICAL ASSISTANCE FOR
THE TYPE OF EQUIPMENT OR SERVICES REQUESTED WITHIN ___8___ HOURS
FOLLOWING A REQUEST AND WITHOUT ADDITIONAL COST TO THE STATE. ENTER
THE NAME, ADDRESS, AND TELEPHONE NUMBER OF THE TECHNICIAN OR SERVICE
REPRESENTATIVE IN THE SPACE PROVIDED BELOW.

NAME _______________________________
ADDRESS_______________________________
_______________________________
_______________________________

PHONE NO.______________________ FAX NO.__________________________

PAGER NO.______________________

EMAIL ADDRESS.____________________________________________

WEBSITE.__________________________________________________

DAMAGES

IF STATE PROPERTY IS DAMAGED, STOLEN OR LOST AS A RESULT OF
CONTRACTOR'S OR CONTRACTOR'S EMPLOYEES' NEGLIGENCE AND THAT PROPERTY
HAS TO BE REPAIRED OR REPLACED BY THE STATE, THE EXPENSE FOR SUCH WORK
OR REPLACEMENT WILL BE DEDUCTED FROM THE MONIES DUE THE CONTRACTOR.
IN ADDITION TO THE FOREGOING, THE STATE RESERVES THE RIGHT TO PURSUE
CLAIMS FOR DAMAGES THROUGH ANY AND ALL LEGAL REMEDIES AVAILABLE TO THE
STATE.
CLEAN-UP

CLEAN UP SHALL BE THE RESPONSIBILITY OF CONTRACTOR. CONTRACTOR TO
ASSURE THAT JOB SITE IS CLEAN OF NAILS, DEBRIS, ETC. AT END OF EACH
DAY TO ENSURE SAFETY. CONTRACTOR WILL CLEAN UP AND HAUL AWAY ALL
SCRAP WHEN WORK IS COMPLETED.

SECURITY OF PROTECTED INFORMATION (A) ALL EMPLOYEES, AGENTS, AND
OTHER AFFILIATES OF CONTRACTORS UNDER THIS CONTRACT SHALL PROTECT THE
SECURITY OF INFORMATION IDENTIFIED TO THEM AS PROTECTED HEALTH
INFORMATION (PHI).

CONTRACTOR'S MANAGING AGENTS WHO ARE NOTIFIED BY THE STATE ABOUT THE
PRESENCE OF PHI IN FACILITIES COVERED BY THIS CONTRACT WILL TRANSMIT
SUCH NOTICE TO ALL EMPLOYEES, AGENTS, AND OTHER AFFILIATES OF THE CON-
TRACTOR ALLOWED ACCESS TO SUCH FACILITIES DURING THE COURSE OF THIS
CONTRACT.

(B) ALL INDIVIDUALS COVERED BY SECTION __(A) SHALL NOT READ, EXAMINE,
REMOVE, OR OTHERWISE INTERFERE WITH PHI. THEY SHALL NOT ALLOW ACCESS
TO PHI, OR DISCLOSE THE CONTENTS OF PHI, TO ANY OTHER PERSON. ALL
INDIVIDUALS WITH KNOWLEDGE OF AN UNAUTHORIZED DISCLOSURE OF PHI SHALL
NOTIFY EITHER AN APPROPRIATE STATE OFFICIAL OR A MANAGER OF THE CON-
TRACTOR WITH RESPONSIBILITY FOR NOTIFYING THE APPROPRIATE STATE
OFFICIAL.
SURETY BOND

PURSUANT TO TENNESSEE CODE ANNOTATED 12-4-201, THE SUCCESSFUL
BIDDER(S) WILL BE REQUIRED TO FURNISH A SURETY BOND IN THE AMOUNT OF
TWENTY-FIVE PERCENT (25%) OF THE CONTRACT PRICE ON ALL CONTRACTS
IN EXCESS OF ONE HUNDRED THOUSAND DOLLARS ($100,000.00). SUCH BOND
SHALL BE ISSUED FROM A SURETY COMPANY LICENSED TO DO BUSINESS IN THE
STATE OF TENNESSEE AND SHALL BE FURNISHED TO THE PURCHASING DIVISION
WITHIN TEN (10) WORKING DAYS AFTER THE REQUEST. THE SURETY BOND WILL
INSURE THAT THE CONTRACTOR WILL PAY FOR ALL THE LABOR AND MATERIALS
USED BY THE CONTRACTOR, OR ANY IMMEDIATE OR REMOTE SUBCONTRACTOR UNDER
THE CONTRACTOR, IN SUCH CONTRACT, IN LAWFUL MONEY OF THE UNITED STATES

TECHNICIAN HELPER

CONTRACTOR IS TO CHARGE AGENCY PER THE HOURLY RATE BID FOR SERVICES
REQUESTED (EMERGENCIES, RETROFITS, ETC.) WHICH ARE BEYOND THE SCOPE OF
THE REGULARLY SCHEDULED INSPECTIONS, OR OUTSIDE THE SCOPE OF SERVICES
ASPECT OF THE CONTRACT. ONLY ONE CONTRACTOR REPRESENTATIVE IS TO BE
CONSIDERED A TECHNICIAN, AND ALL OTHERS WILL BE CONSIDERED HELPERS.
HAVING MORE THAN ONE REPRESENTATIVE DURING A SERVICE CALL WILL NEED
PRIOR APPROVAL. MORE THAN ONE REPRESENTATIVE MAY BE REQUESTED BY THE
AGENCY, DEPENDING UPON THE NATURE OF THE PROBLEM AND THE TIME IN WHICH
IT TAKES TO REPAIR.

DIVERSITY PARTICIPATION

THE STATE OF TENNESSEE ENCOURAGES DIVERSITY PARTICIPATION ON ALL OF
THEIR CONTRACTS. BIDDERS ARE ENCOURAGED TO UTILIZE GO-DBE (GOVERNOR'S
OFFICE OF DIVERSITY ENTERPRISE) CERTIFIED VENDORS AS SUB-CONTRACTORS
OR SUPPLIERS. A COMPLETE LIST OF GO-DBE CERTIFIED VENDORS CAN BE
FOUND ON THE FOLLOWING WEB-SITE:

WWW.TENNESSEE.GOV/BUSINESSOPP (CLICK ON DIVERSITY COMPANIES, THEN
CLICK ON CERTIFIED DIVERSITY COMPANIES XLS). THE LIST WILL PRINT ON
LEGAL SIZE PAPER.

TO OBTAIN GO-DBE CERTIFICATION:

PLEASE CONTACT MS. TAMMY WHITE AT 615-741-4592 TO RECEIVED ASSISTANCE
WITH OBTAINING GO-DBE CERTIFICATION IF YOU ARE A SMALL, WOMAN OWNED,
OR MINORITY OWNED BUSINESS.

IF YOUR COMPANY IS NOT REGISTERED WITH THE DEPARTMENT OF GENERAL
SERVICES, PURCHASING DIVISION, PLEASE GO TO THE PURCHASING DIVISION
WEBSITE: WWW.STATE.TN.US/GENERALSERV/PURCHASING/VENDREG/HTML AND
COMPLETE THE VENDOR REGISTRATION APPLICATION. PAGE 4 OR 5 OF THE
APPLICATION BLOCK 24 ALLOWS YOU TO INDICATE WHETHER YOU ARE A
MINORITY, WOMAN OWNED OR SMALL BUSINESS. YOU MAY SELECT ONLY ONE
DIVERSITY STATUS FOR THE CERTIFICATION PROGRAM.
PROOF OF COST FOR PARTS, MATERIALS, SUPPLIES AND EQUIPMENT

ALL PARTS, MATERIALS, SUPPLIES AND EQUIPMENT WILL BE BILLED AT
CONTRACTOR'S COST, MINUS ANY APPLICABLE SALES OR USE TAX PURSUANT TO
TENNESSEE CODE ANNOTATED SECTION 67-6-209, PLUS FIFTEEN PERCENT (+15%)
REFERENCE STANDARD TERM & CONDITION NO. 40, TITLED "TAXES".

THE VENDOR SHALL SUBMIT AS BACKUP DOCUMENTATION A COPY OF THE ORIGINAL
PURCHASE INVOICE(S) AS PROOF OF COST FOR PARTS, MATERIALS, SUPPLIES &
EQUIPMENT. THIS BACKUP DOCUMENTATION MUST ACCOMPANY THE JOB INVOICE
ORDER FOR THE AGENCY TO PROCESS PAYMENT FOR SERVICE PERFORMED. IF THE
VENDOR CANNOT PRODUCE A COPY OF THE ORIGINAL PURCHASE INVOICE AS PROOF
OF COST FOR REPAIR PARTS, MATERIALS, SUPPLIES AND EQUIPMENT, THE STATE
MAY VERIFY CURRENT MARKET VALUE AND IF NECESSARY, ADJUST THE JOB
INVOICE TO REFLECT FAIR MARKET PRICE.

DISCOUNTS, INCLUDING PROMPT PAYMENT DISCOUNT OFFERED BY SUPPLIERS,
MUST BE CREDITED TO THE STATE IN DETERMINING THE ACTUAL COST OF THE
PARTS, MATERIALS, SUPPLIES AND EQUIPMENT USED FOR THIS CONTRACT.

ESTIMATED DOLLAR VOLUME FOR PARTS, MATERIALS, SUPPLIES AND EQUIPMENT
BASED UPON LAST FISCAL YEAR USAGE

$2,054,762.73 (EXISTING CONTRACTS)

SPECIFICATIONS

MAINTENANCE AND REPAIR SERVICES COVERED BY THIS CONTRACT IS THE HEAT,
VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEMS, INCLUDING CHILLERS,
COOLING TOWERS, AIR HANDLERS, CONDENSOR UNITS, BOILERS, HOT WATER
HEATERS AND WATER TREATMENT SERVICES. THE CONTRACT HOLDER SHALL ALSO
PROVIDE REFRIGERATION MAINTENANCE AND REPAIR SERVICES FOR FREEZERS,
REFRIGERATORS, WALK-IN COOLERS, WALK-IN FREEZERS, ICE MAKERS AND
WATER COOLERS.

******************************************************************
* AWARDS SHALL BE MADE TO THE THREE LOWEST BIDDERS MEETING *
* SPECIFICATIONS AND TERMS & CONDITIONS BY COUNTY OR SUB-GROUP *
* WITHIN A COUNTY. REFERENCE TERM & CONDITION TITLED "MULTIPLE *
* AWARD CONTRACTS" FOR MORE INFORMATION. *
* *
* REQUIRED SERVICES WILL BE DEPENDENT ON THE TYPE OF EQUIPMENT *
* THAT LISTED AGENCIES WITHIN THE COUNTY OR SUB-GROUP WITHIN A *
* COUNTY CURRENTLY HAVE OR MAY ACQUIRE. *
******************************************************************

INDEX / CONTRACT SPECIFICATIONS AND SPECIAL REQUIREMENTS

I. GENERAL SCOPE OF CONTRACT

A. SCOPE OF SERVICE
B. SPECIFICATIONS

II. CONTRACTOR SPECIFICATIONS AND SPECIAL REQUIREMENTS

A. CONTRACT INFORMATION, GENERAL
B. CHARGE SCHEDULE
C. JOB ESTIMATING
D. TRIP CHARGES
E. RESPONSE TIME
F. SITE CLEAN-UP
G. TIME VERIFICATION
H. PARTS REQUIREMENTS
I. REPORTS
J. WARRANTY PERIOD/COVERAGE
K. VISITS TO ALL STATE FACILITIES - SPECIAL INSTRUCTIONS

III. CONTRACTOR REQUIREMENTS

A. GENERAL REQUIREMENTS
B. REFRIGERANT CONSERVATION SERVICES
C. WATER TREATMENT

IV. MAINTENANCE REQUIREMENTS AND SUGGESTED MAINTENANCE SCHEDULE

A. CHILLERS, RECIPROCATING
B. CHILLERS, CENTRIFUGAL
C. COOLING TOWERS
D. AIR HANDLERS
E. BOILERS AND HOT WATER HEATERS
F. WATER TREATMENT SERVICES

V. INVOICE INFORMATION

A. INVOICE REQUIREMENTS
B. PARTS REQUIREMENTS
C. PARTS FROM CONTRACTOR STOCK

**********************************************************************
I. GENERAL SCOPE OF CONTRACT

A. SCOPE OF SERVICE:

TO PROVIDE MAINTENANCE, REPAIRS, ADDITIONS, RETROFITS, UPGRADES,
REPLACEMENTS, TESTING, INSPECTIONS, CALIBRATIONS, VIBRATION TESTS,
EDDY CURRENT TESTS FOR THE HVAC SYSTEMS, INCLUDING CHILLERS, COOLING
TOWERS, AIR HANDLERS, CONDENSOR UNITS, BOILERS, HOT WATER HEATERS AND
WATER TREATMENT SERVICES. THE CONTRACT HOLDER SHALL ALSO PROVIDE
REFRIGERATION MAINTENANCE, REPAIRS, ADDITIONS, RETROFITS, INSPECTIONS,
AND REPLACEMENTS FOR FREEZERS, REFRIGERATORS, WALK-IN COOLERS,
WALK-IN FREEZERS, ICE MAKERS AND WATER COOLERS.

THE FOLLOWING SHALL BE EXCLUDED FROM THIS CONTRACT, UNLESS THE
CONTRACT VENDOR IS IN AGREEMENT TO PERFORM THE SERVICES:
1) MAINTENANCE AND REPAIR OF FUEL MONITORING SYTEMS.
2) INSTALLATION OF WATER TREATMENT FEEDER UNITS.
3) MONITORING SYSTEM SERVICES.
4) PROGRAMMING AND SOFTWARE UPGRADES.
5) HANDLING OF ASBESTOS

SERVICES SHALL INCLUDE, DEPENDING ON EQUIPMENT CURRENTLY OWNED OR
EQUIPMENT THAT MAY BE ACQUIRED FOR THE LOCATIONS AWARDED, SCHEDULED
MAINTENANCE, REPAIRS, ADDITIONS, RETROFITS, UPGRADES, & REPLACEMENTS,
OF THE EQUIPMENT COVERED UNDER THIS CONTRACT IN BUILDINGS(S) OWNED
AND/OR LEASED BY THE STATE.

THE RESULTING CONTRACT IS NOT RESTRICTED TO THE BUILDINGS CURRENTLY
AT THE AGENCY LOCATIONS AWARDED, THE AGENCY MAY ADD OR DELETE
BUILDINGS AND EQUIPMENT DURING THE COURSE OF THE CONTRACT.

SERVICES TO BE RENDERED IN ACCORDANCE WITH REQUIREMENTS AS DEFINED
BY THIS CONTRACT. THE PURPOSE OF THIS CONTRACT IS TO ASSIST IN
THE DAY TO DAY OPERATION AND MAINTENANCE OF STATE FACILITIES.

REPAIR SERVICES SHALL INCLUDE ANY/ALL PERIPHERAL EQUIPMENT THAT IS
A COMPONENT WHOSE FUNCTION IS REQUIRED FOR PROPER OPERATION OF THE
SYSTEM (S) UNDER CONTRACT WHICH MAY INCLUDE, ELECTRIC WIRING,
INSULATION, CONTROLS, STARTERS, GAS PIPING AND FAN COILS UNITS.

==== JOBS OVER $100,000.00 =====
INDIVIDUAL ORDERS OF $100,000.00 OR MORE CANNOT BE CONDUCTED UNDER
THE CONTRACT WITHOUT THE PRIOR APPROVAL OF THE STATE BUILDING
COMMISSION. THE AGENCY SHALL ENTER THE APPROVED SBC NUMBER IN THE
RELEASE ORDER NOTE SCREEN FOR ON-LINE USERS AND WILL ANNOTATE ON THE
P-4 FORM FOR MANUAL USERS. AGENCIES SHALL MAINTAIN SBC APPROVAL
DOCUMENTATION FOR SEVEN (7) YEARS FOR AUDIT PURPOSES FOR ALL CONTRACT
CONTRACT RELEASE ORDERS (JOBS) OF $100,000.00 OR MORE.

B. SPECIFICATIONS

SCHEDULED SERVICE (PLANNED MAINTENANCE) - AGENCIES CAN SCHEDULE
PLANNED MAINTAINENCE WITH THE PRIMARY CONTRACT HOLDER (VENDOR A)
FOR ITS FACILITY(S).

THE AGENCY SHALL MAINTAIN CONTROL OF THE EQUIPMENT/SYSTEM(S) COVERED
BY THIS CONTRACT, WITH FULL PREROGATIVES DETERMINING IF/WHEN THE
CONTRACTOR SHALL BE CALLED TO PERFORM WORK. AGENCY PERSONNEL WILL
MAKE ALL DECISIONS AS TO WHETHER THE AGENCY MAINTENANCE DEPARTMENT
OR THE CONTRACTOR WILL PERFORM A REPAIR.

THE ABSENCE OF DETAILED SPECIFICATION OR THE OMMISSION OF DETAILED
DESCRIPTION DOES NOT LIMIT THE QUALITY OF SERVICE RENDERED AND SHALL
BE RECOGNIZED AS MEANING THAT ONLY THE BEST COMMERCIAL PRACTICES ARE
TO PREVAIL AND THAT ONLY FIRST QUALITY MATERIALS AND WORKMANSHIP ARE
TO BE USED AND WILL BE ACCEPTABLE. THE CONTRACTOR SHALL COMPLY WITH
ALL INDUSTRY STANDARDS AND GUIDELINES, ENSURE COMPLIANCE WITH ALL
FEDERAL, STATE AND LOCAL REGULATIONS CONCERNING REFRIGERANT, HAVE
RECOVERY EQUIPMENT CERTIFIED BY EPA, AND ENSURE COMPLIANCE WITH ALL
OSHA/TOSHA REGULATIONS AND GUIDELINES. UPON REQUEST OF THE FACILITY
ADMINISTRATOR, THE VENDOR SHALL BE REQUIRED TO PROVIDE ITS EPA
CERTIFICATION DOCUMENTATION.

THE CONTRACTOR SHOULD VISIT THE SITE(S) AND BECOME FAMILIAR WITH THE
EQUIPMENT, ITS PRESENT CONDITION, AND ITS MODE OF OPERATION TO OBTAIN
INFORMATION CONCERNING ALL ASPECTS OF WHAT THE CONTRACT ENTAILS.
PLEASE CONTACT THE PERSON LISTED ON LOCATIONS LISTED WITHIN COUNTIES
OR SUB-GROUPS WITHIN COUNTIES TO SCHEDULE SITE VISITS. IF YOU CANNOT
VISIT THE SITES, PLEASE CALL TO OBTAIN INFORMATION SUCH AS EQUIPMENT
THAT THE AGENCY HAS AND OTHER INFORMATION THAT YOU NEED TO BASE YOUR
BID PRICES ON. THE STATE OF TENNESSEE IS NOT RESPONSIBLE FOR ERRORS
AND/OR OMMISSIONS IN BIDDERS PRICING DUE TO THE CONTRACTOR NOT HAVING
VISITED THE SITE(S) OR CONTACTING THE AGENCY'S TO OBTAIN INFORMATION
NECESSARY TO BASE YOUR BID PRICES ON.

**********************************************************************
II. CONTRACTOR SPECIFICATIONS AND SPECIAL REQUIREMENTS

--A. CONTRACT INFORMATION, GENERAL

1. ALL SERVICES WILL BE COORDINATED WITH AGENCY PERSONNEL, AND
SCHEDULED AT A MUTUALLY AGREED UPON TIME.
2. NO WORK SHALL COMMENCE WITHOUT PRIOR APPROVAL FROM AUTHORIZED
AGENCY PERSONNEL.
3. THE CONTRACTOR SHALL SIGN-IN AND SIGN-OUT WITH AGENCY PERSONNEL
WHEN ARRIVING AND LEAVING THE AGENCY FACILITIES AND GROUNDS;
THIS INCLUDES LEAVING TO GO TO EAT AND TO OBTAIN PARTS.
4. A PURCHASE ORDER WILL BE ISSUED PRIOR TO ALL WORK BEING
PERFORMED; INCLUDING SCHEDULED SERVICE, AND REPAIR SERVICE,
EXCLUDING NON-BUSINESS HOURS EMERGENCY SERVICE.
5. THE PURCHASE ORDER NUMBER SHALL BE REFERENCED ON THE WORK ORDER
AND THE SUBSEQUENT INVOICE.
6. AN ESTIMATE OF COST WILL BE REQUIRED FOR ALL WORK. THE CONTRACT
VENDOR SHALL RECEIVE AGENCY APPROVAL PRIOR TO STARTING ANY WORK.
A. THE AGENCY MAY ACCEPT A VERBAL FIELD ESTIMATE, OR MAY
REQUEST A WRITTEN ESTIMATE BE SUBMITTED.
B. ESTIMATES MUST BE BROKEN DOWN ACCORDING TO THE COMMODITY
LINES OF THE CONTRACT.
C. WHEN APPLICABLE, A PARTS LIST AND PARTS WILL BE INCLUDED
IN AN ESTIMATE.
D. THE TIME INVOLVED IN PROVIDING AN ESTIMATE WHILE ON-SITE
WILL BE CHARGED AT THE HOURLY RATE ON THE ESTIMATING LINE
FOR APPLICABLE AWARDED COUNTY OR SUB-GROUP WITHIN A COUNTY.
E. REPAIR COST CANNOT EXCEED THE AMOUNT ESTIMATED WITHOUT
JUSTIFICATION FROM THE CONTRACTOR AND PRIOR APPROVAL
FROM AUTHORIZED AGENCY PERSONNEL.
F. JOB ESTIMATES WILL BE MONITORED BY AGENCY PERSONNEL FOR
ACCURACY.
G. THE CONTRACTOR SHALL PERFORM THE SERVICES AS DESCRIBED,
UPON REQUEST FROM THE AGENCY.
7. ALL SERVICES AND REPAIRS MUST BE PERFORMED IN ACCORDANCE WITH
THE EQUIPMENT MANUFACTURER'S RECOMMENDED PROCEDURE OR AS
DETAILED IN THE SPECIFICATIONS.
A. IF AVAILABLE, EQUIPMENT MAINTENANCE MANUALS MAY BE PROVIDED
TO THE CONTRACTOR IF REQUESTED. MAINTENANCE MANUALS, IF
PROVIDED, SHALL REMAIN ON-SITE.

8. VENDOR'S SHALL HAVE FOR THEIR PRIVATE USE ALL TOOLS, EQUIPMENT,
MATERIALS AND SUPPLIES CONSIDERED NECESSARY FOR PERFORMANCE OF
OF THE SCOPE OF SERVICES. ANY USE OF ADDITIONAL EQUIPMENT WHERE
WILL BE A CHARGE TO THE STATE, SHALL HAVE PRIOR APPROVAL OF THE
FACILITY ADMINISTRATOR. NOTE: ALL CHARGES SHALL BE PRE-APPROVED
BY THE FACILITY ADMINISTRATOR.

WHERE THE ADDITIONAL EQUIPMENT IS RENTED, A COPY OF THE RENTAL
INVOICE MUST BE ATTACHED TO CONTRACT VENDOR'S INVOICE WHEN
SUBMITTED FOR PAYMENT. VENDOR WILL BE ALLOWED A MARK-UP AS
SPECIFIED IN THE PARTS TERM AND CONDITION.

* THE CONTRACTOR WARRANTS THAT NO EQUIPMENT SHALL BE RENTED FROM
A BUSINESS OR COMPANY IN WHICH THE CONTRACTOR OR CONTRACTOR'S
EMPLOYEES HAVE DIRECT OR INDIRECT FINANCIAL INTEREST AND WILL
BE COMPENSATED DIRECTLY OR INDIRECTLY FOR EQUIPMENT BEING
RENTED TO PERFORM WORK SPECIFIED IN THE CONTRACT. ANY EXCEPTION
TAKEN BY THE CONTRACTOR FOR OBTAINING RENTAL EQUIPMENT WILL BE
CONSIDERED A VIOLATION OF THE CONTRACT, AND MAY RESULT IN
CONTRACT CANCELLATION AND/OR LEGAL ACTION BEING TAKEN AGAINST
THE CONTRACTOR, IF SUCH ACTION IS CONSIDERED TO BE IN THE BEST
INTEREST OF THE STATE.

9. THE CONTRACTOR SHALL PLACE THE HIGHEST PRIORITY ON ENERGY
CONSERVATION AND SHALL COORDINATE ALL ACTIVITIES WITH THE
FACILITY ADMINISTRATOR AND/OR STAFF FOR THE MOST ECONOMICAL
OPERATION OF BUILDING(S) EQUIPMENT / SYSTEMS.

BOILER MAINTENANCE & REPAIR SPECIAL REQUIREMENTS:

ANY MAINTENANCE AND REPAIR WORK WHICH IS REQUIRED TO BE DONE ON THE
BOILERS MUST BE IN COMPLIANCE WITH THE TENNESSEE BOILER AND UNFIRED
PRESSURE VESSEL INSPECTION LAW, RULES AND REGULATIONS AS PUBLISHED BY
THE TENNESSEE DEPT OF LABOR. ANY CONTRACTOR PERFORMING MAINTENANCE
AND REPAIRS TO THE PRESSURE VESSEL MUST POSSESS AN "R" STAMP. ALL
WORK BY THE BOILER INSPECTION INSURANCE CARRIER AND/OR DEPT OF LABOR,
DIVISION OF BOILER AND ELEVATOR INSPECTION. THE VENDOR SHALL BE
REQUIRED TO PROVIDE PROOF OF HAVING THE REQUIRED "R" STAMP UPON
REQUEST OF THE FACILITY ADMINISTRATOR IF THE FACILITY HAS BOILERS
TO BE MAINTAINED.

--B. CHARGE SCHEDULE

1. HOURLY RATE CHARGE
A. REGULAR TIME RATE APPLIES TO: SERVICE PROVIDED DURING
REGULAR BUSINESS HOURS AS SPECIFIED. REGULAR BUSINESS
HOURS ARE MONDAY THROUGH FRIDAY, 8:00 AM TO 4:30 PM.
EXCLUDING LEGAL STATE HOLIDAYS.
B. PREMIUM TIME RATE APPLIES TO HOURS 4:31 PM TO 7:59 AM
MONDAY THRU FRIDAY; 24 HOURS ON SATURDAYS, SUNDAYS AND
LEGAL STATE HOLIDAYS.
A) AUTHORIZED AGENCY PERSONNEL MUST APPROVE PREMIUM TIME
RATE PRIOR TO WORK BEING PERFORMED.
C. GENERALLY, WORK WILL BE SCHEDULED DURING REGULAR BUSINESS
HOURS; HOWEVER, IT MAY BE NECESSARY TO CHANGE THE WORK
SCHEDULE TO A TIME OTHER THAN REGULAR BUSINESS HOURS TO
ACCOMMODATE CONDITIONS AT THE AGENCY. IF THIS IS NECESSARY
THE AGENCY WILL ARRANGE AN AGREEABLE WORK SCHEDULE WITH
THE CONTRACTOR.

--C. JOB ESTIMATING

1. GENERALLY, JOB ESTIMATING WILL BE PERFORMED UNDER NON-EMERGENCY
SITUATIONS. UPON REQUEST OF THE FACILITY ADMINISTRATOR, THE
VENDOR SHALL HAVE A 24 HOUR RESPONSE TIME DURING REGULAR
BUSINESS HOURS. THE VENDOR SHALL BE REQUIRED TO OBTAIN THE
FACILITY ADMINISTRATORS APPROVAL TO SEND MORE THEN ONE PERSON
AND VEHICLE TO THE JOB SITE TO PERFORM JOB ESTIMATING SERVICES.
2. THE HOURLY PRICE BID FOR ESTIMATING WILL INCLUDE ALL COSTS/
EXPENSES INCURRED BY THE CONTRACTOR, TRAVEL EXPENSES, ETC.
THE HOURLY RATE FOR ESTIMATING WILL BE THE ONLY CHARGE ALLOWED
AND PAID WHEN THIS SERVICE IS RENDERED. TRIP CHARGES ARE TO BE
INCLUDED. THE CONTRACTOR SHALL INVOICE THE HOURLY RATE BID FOR
TIME SPENT ESTIMATING THE JOB INCLUDING TIME TO DISMANTLE OR
TEAR DOWN THE EQUIPMENT, IF APPLICABLE.
*** THE FACILITY ADMINISTRATOR MUST APPROVE ALL STEPS IN THE
ESTIMATING PROCESS ***

--D. TRIP CHARGES

1. TRIP CHARGES ARE LIMITED TO A SINGLE CHARGE PER ROUND TRIP OR
PER GIVEN WORK ORDER. RETURN TRIPS DUE TO INCOMPLETE WORK AND/
OR SERVICES SHALL BE LIMITED TO A SINGLE TRIP CHARGE. TRIP
CHARGES ARE NOT APPLICABLE TO JOB ESTIMATES AND TECHNICAL
ASSISTANCE, BUT APPLY TO HVAC MECHANIC/TECHNICIAN REGULAR AND/OR
PREMIUM TIME. TRAVEL/TRANSPORTTION COSTS FOR JOB ESTIMATES/
TECHNICAL ASSISTANCE ARE TO BE INCLUDED IN THE PRICE BID FOR JOB
ESTIMATES AND TECHNICAL ASSISTANCE.

2. ANY JOB REQUIRING MORE THAN TWO (2) WORKING DAYS MAY BE SUBJECT
TO ADDITIONAL TRIP CHARGES. THE CONTRACTOR MAY REQUEST APPROVAL
FOR AN ADDITIONAL TRIP CHARGE FROM THE FACILITY ADMINISTRATOR,
WHO WILL DECIDE WHETHER OR NOT AN ADDITIONAL TRIP CHARGE IS
APPLICABLE.
*** THE MAXIMUM NUMBER OF TRIP CHARGES ALLOWED PER PURCHASE
ORDER SHALL NOT EXCEED TWO (2) UNLESS AUTHORIZED BY THE
FACILITY ADMINISTRATOR; THIS INCLUDES TRIPS MADE BY THE
CONTRACT HOLDER'S PERSONNEL AND THEIR SUB-CONTRACTOR'S
PERSONNEL.

--E. RESPONSE TIMES

1. REFER TO TERM AND CONDITION TITLED "MULTIPLE AWARD CONTRACTS"
FOR DETAILS ON VENDOR ON-SITE RESPONSE TIMES.
2. TELEPHONE TECHNICAL ASSISTANCE - TELEPHONE RESPONSE: NO MORE
THAN EIGHT (8) HOURS FROM NOTIFICATION TO THE CONTRACTOR
DURING REGULAR BUSINESS HOURS.
3. ON SITE SERVICE RESPONSE TIME SHALL BE DEFINED AS A SERVICE
TECHNICIAN WHO CAN PERFORM THE SERVICE REQUESTED, ON-SITE
AT THE AGENCY LOCATION, WITHIN THE TIME FRAME SPECIFIED.
4. EMERGENCY SERVICE RESPONSE - (EMERGENCY STATUS IS DETERMINED
BY THE AGENCY.

--F. SITE CLEAN-UP

1. DURING THE COURSE OF PERFORMING WORK, THE CONTRACTOR SHALL
MAINTAIN A CLEAN WORK AREA.
2. TOOLS SHALL BE CONTROLLED AND INVENTORIED ON A REGULAR BASIS.
A. MISSING TOOLS SHALL BE REPORTED IMMEDIATELY TO AGENCY
PERSONNEL.
3. THE CONTRACTOR MUST CLEAN A WORK AREA OF ANY UNSAFE MATERIALS
AND/OR DEBRIS, AND REMOVE OR SECURE ALL TOOLS WHEN THE
CONTRACTOR OR SUB-CONTRACTOR LEAVES A WORK AREA UNATTENDED.
4. THE CONTRACTOR SHALL CLEAN THE WORK AREA OF ALL WASTE OR DEBRIS
GENERATED BY THE CONTRACTOR DURING THE PERFORMANCE OF A SERVICE
CALL, LEAVING THE WORK SITE CLEAN AT THE END OF EACH WORK DAY.
5. WASTE OR DEBRIS GENERATED BY THE CONTRACTOR WILL BE REMOVED
FROM THE WORK SITE, AND DISPOSED OF PROPERLY, BY THE CONTRACTOR
IN ACCORDANCE WITH FEDERAL, STATE AND LOCAL LAWS & REGULATIONS.
UPON REQUEST BY THE FACILITY ADMINISTRATOR, THE VENDOR SHALL BE
REQUIRED TO PROVIDE WASTE DISPOSAL DOCUMENTATION.

--G. TIME VERIFICATION

1. THE CONTRACTOR SERVICE TECHNICIAN SHALL BE REQUIRED TO SIGN-IN
AND SIGN-OUT ACTUAL TIME WORKED WITH AN AUTHORIZED AGENCY
REPRESENTATIVE, FOR ALL ON SITE SERVICES PROVIDED.
A. A CONTRACTOR SIGN-IN, SIGN-OUT LOG WILL BE PROVIDED AT A
LOCATION DESIGNATED BY THE AGENCY. THE PERSON SIGNING IS
SHALL ENTER THE SERVICE TICKET NUMBER ON THE SIGN-IN LOG.
B. SAID SIGN-IN LOG WILL BE USED TO VERIFY LABOR HOURS CHARGED.
C. THE CONTRACTOR SERVICE TECHNICIAN MUST SIGN-OUT AND SIGN-
IN FOR A LUNCH PERIOD IF/WHEN TAKEN DURING A WORKDAY.
D. THE CONTRACTOR SERVICE TECHNICIAN MUST SIGN-OUT IF/WHEN
THE SERVICE TECHNICIAN LEAVES THE AGENCY PREMISES FOR ANY
REASON, AND SIGN-IN UPON RETURN TO THE AGENCY PREMISES.
E. THE AGENCY WILL PAY THE ESTABLISHED HOURLY RATE FOR
ACTUAL TIME WORKED ON-SITE ONLY.
1. LABOR RATES BEGIN UPON SIGN-IN AND END UPON SIGN-OUT
AT THE AGENCY FACILITY.
F. TIME VERIFICATION IS REQUIRED FOR HOURLY RATE PAYMENT.
G. THE AGENCY WILL PAY FOR ONE TECHNICIAN TO PERFORM THE
SERVICE REQUESTED UNLESS OTHERWISE AGREED UPON BY THE AGENCY
1. THE CONTRACTOR MAY DETERMINE THAT MORE THAN ONE
TECHNICIAN IS REQUIRED TO PERFORM SOME SERVICES. JOBS
REQUIRING MORE THAN ONE TECHNICIAN MUST HAVE PRIOR
APPROVAL FROM AUTHORIZED AGENCY PRESONNEL.
H. ONCE WORK HAS COMMENCED ON A JOB IT SHALL CONTINUE
UNINTERRUPTED DURING REGULAR BUSINESS HOURS UNTIL THE
JOB IS COMPLETED SATISFACTORILY, UNLESS OTHERWISE AGREED
UPON BY AGENCY PERSONNEL.

--H. PARTS REQUIREMENTS

1. ALL PARTS, MATERIALS, SUPPLIES AND EQUIPMENT USED IN THE
PERFORMANCE OF CONTRACT WORK MUST BE NEW.
2. MANUFACTURER PARTS, MANUFACTURER-APPROVED PARTS, OR EQUAL, AS
PER THE BRAND (S) LISTED, WILL BE USED TO MAINTAIN THE INTEGRITY
OF THE EQUIPMENT/SYSTEM (S) UNDER CONTRACT.
3. ALL PARTS, MATERIALS, SUPPLIES, AND EQUIPMENT UTILIZED AND
CHARGEABLE TO THE AGENCY, WILL BE INVOICED AS PER THE PARTS
TERM AND CONDITION.
4. DISCOUNTS, INCLUDING PROMPT PAYMENT DISCOUNT OFFERED BY
SUPPLIERS, MUST BE CREDITED TO THE STATE IN DETERMINING THE
ACTUAL COST OF THE PARTS USED FOR THIS CONTRACT.

NOTE *****
UPON RECEIPT OF A JOB ESTIMATE FOR PARTS, MATERIALS,
SUPPLIES AND EQUIPMENT; THE STATE RESERVES THE OPTION TO
UTILIZE THE CONTRACTOR'S PRICE FOR SAID PARTS, MATERIALS,
SUPPLIES AND EQUIPMENT AND/OR COMPETITVELY BID SAID
PARTS, MATERIALS, SUPPLIES AND EQUIPMENT WHEN DEEMED TO
BE IN THE BEST INTEREST OF THE STATE. FURTHERMORE, THE
STATE RESERVES THE RIGHT TO UTILIZE THE CONTRACTOR'S SERVICES
TO INSTALL SAID PARTS AND EQUIPMENT AT THE PRICES BID.

--I. REPORTS

A. A WRITTEN WORK REPORT MUST BE COMPLETED AND LEFT WITH AUTHORIZED
AGENCY PERSONNEL AT THE TIME SERVICE IS COMPLETED. THE WORK
REPORT MUST BE ITEMIZED AND CONTAIN THE FOLLOWING INFORMATION:
1. DESCRIPTION OF WORK PERFORMED
2. LABOR HOURS (TIME-IN/TIME-OUT)
3. LIST OF PARTS USED, WHEN APPLICABLE
4. ALL FINDINGS, WHICH CONCERN THE STATE OF, OR OPERATION OF,
THE EQUIPMENT/SYSTEM UNDER CONTRACT.
5. ANY RECOMMENDATION FOR REPAIR OR ADDITIONAL SERVICE.
B. THE WORK REPORT MUST REFERENCE THE PURCHASE ORDER NUMBER
ASSIGNED TO THE SERVICE PROVIDED EXCEPT WHEN AUTHORIZED BY THE
FACILITY ADMINISTRATOR.
C. PRIOR TO USE AT AN AGENCY FACILITY OR ON AGENCY GROUNDS, THE
CONTRACTOR SHALL PROVIDE A MATERIAL SAFETY DATA SHEET (MSDS)
FOR SUBSTANCES OR MATERIALS FOR WHICH A MSDS IS REQUIRED.

NOTE: FOR INCOMPLETE WORK, THE VENDOR SHALL BE REQUIRED TO
RETURN TO COMPLETE THE JOB WITHIN THE RESPONSE TIMES
LISTED IN THE TERM & CONDITION TITLED "MULTIPLE AWARD
CONTRACTS" (I.E. FOUR (4) HOURS FOR EMERGENCIES AND
TWENTY-FOUR (24) FOR NON-EMERGENCIES DURING REGULAR
BUSINESS HOURS). IF THE VENDOR FAILS TO MEET THESE
REQUIRED TIMEFRAMES, THE FACILITY ADMINISTRATOR IS
AUTHORIZED TO CONTACT THE OTHER AWARDED VENDORS IN
ACCORDANCE WITH THE AFOREMENTIONED TERM & CONDITION.

AT THE REQUEST OF THE FACILITY ADMISTRATOR, THE VENDOR
SHALL BE REQUIRED TO PROVIDE DOCUMENTATION OF ESTIMATED
TIME OF ARRIVAL FOR PARTS AND EQUIPMENT AND SHALL BE
REQUIRED TO PROVIDE BACK-UP EQUIPMENT WITHIN THE
TIME AS SPECIFIED BY THE FACILITY ADMINISTRATOR
TO ENSURE THAT THE FACILITY IS KEPT OPERATIONAL.

--J. WARRANTY PERIOD/COVERAGE

1. SERVICES REQUIRING THE CONTRACTOR TO RETURN TO THE JOB SITE
DUE TO EQUIPMENT/SYSTEM(S) FAILURE WITH REFERENCE TO SERVICES
PREVIOUSLY PROVIDED BY THE CONTRACTOR WILL BE AT NO CHARGE TO
THE AGENCY.
2. THE CONTRACTOR SHALL ABSORB ALL COST INCURRED FOR REPLACEMENT,
REPAIR, OR CORRECTIONS MADE TO AGENCY EQUIPMENT/SYSTEM(S) DUE
TO THE FOLLOWING:
A. FAULTY EQUIPMENT OR PARTS INSTALLED BY THE CONTRACTOR.
B. EQUIPMENT/SYSTEM(S) FAILURE DUE TO THE CONTRACTORS POOR
WORKMANSHIP.
C. THE AGENCY SHALL BE GIVEN MANUFACTURER WARRANTY AGREEMENTS
FOR EQUIPMENT, PARTS AND MATERIALS USED BY THE CONTRACTOR
ON THE EQUIPMENT/SYSTEM(S) UNDER CONTRACT, WHEN OWNERSHIP
IS ASSUMED.
D. EQUIPMENT, PARTS, OR MATERIALS THAT ARE UNDER WARRANTY OF
THE MANUFACTURER, AND IS OWNED BY THE STATE, SAID WARRANTY
WILL BE HONORED.
1. THERE MAY BE INSTANCES WHEREBY THE CONTRACTOR WILL
REQUIRE MANUFACTURER'S TECHNICAL ASSISTANCE. THE
CONTRACTOR MAY INVOICE AT THE HOURLY RATE IF THE
ASSISTANCE WAS CONDUCTED AT THE AGENCY LOCATION.
2. CHARGES INCURRED AS A RESULT OF TECHNICAL ASSISTANCE
WHILE NOT AT THE AGENCY LOCATION SHALL BE BORNE BY THE
THE CONTRACTOR
E. THE CONTRACTOR SHALL WARRANTY WORKMANSHIP FOR ONE (1) YEAR
AND THE MANUFACTURERS WARRANTY AGAINST DEFECTS FOR THE
DURATION OF THE MANUFACTURERS STANDARD WARRANTY PERIOD.
NOTE: DEFAULT ON THE CONTRACT WILL NOT RELIEVE THE VENDOR
FROM WARRANTY REQUIREMENTS.

--K. VISITS TO ALL STATE FACILITIES - SPECIAL INSTRUCTIONS

CONTRACT PERSONNEL SHALL BE REQUIRED TO PROVIDE A PICTURE ID FOR
INSPECTION UPON ENTERING ALL STATE FACILITIES AND MAY BE SUBJECT TO
TBI BACKGROUND CHECKS. IN THE EVENT THAT THE FACILITY REQUIRES A
BACKGROUND CHECK, THE FACILITY WILL PAY ALL COSTS INCURRED.

VISITS TO ALL STATE FACILITIES REQUIRE PROPER CHECK-IN AND CHECK-OUT;
ON NO OCCASION WILL SERVICE BE PROVIDED WITHOUT PROPER CONTACT WITH
THOSE PERSONNEL IN CHARGE OF THE FACILITY. SECURITY PROVISIONS FOR ALL
STATE FACILITIES MUST BE STRICTLY OBSERVED. THE VENDOR SHALL COORDI-
NATE ACCESS TO THE STATE FACILITY WITH THE FACILITY ADMINISTRATOR.

SECURITY REQUIREMENTS FOR STATE FACILITIES:

THE STATE RESERVES THE RIGHT TO INSPECT AND SEARCH ALL CONTRACT
PERSONNEL AND/OR VEHICLES AT ANYTIME WHILE ON THE FACILITY GROUNDS.

THE VENDOR IS ADVISED THAT FOR ALL STATE FACILITIES, THE VENDOR
AND THEIR EMPLOYEES SHALL STRICTLY ABIDE BY ALL STATE POLICIES AND
PROCEDURES AT ALL TIMES. DEVIATIONS FROM THESE POLICIES BY THE
VENDOR, THEIR EMPLOYEES OR SUB-CONTRACTOR PERSONNEL WILL NOT BE
TOLERATED AND WILL BE CONSIDERED GROUNDS FOR CONTRACT CANCELLATION.
**********************************************************************
III. CONTRACTOR REQUIREMENTS

--A. GENERAL REQUIREMENTS

1. THE CONTRACTOR MUST HAVE TRAINED PERSONNEL; TRAINED TO WORK ON
THE EQUIPMENT/SYSTEM(S) AS DESCRIBED OR AS LISTED, AND PERFORM
THE SERVICES AS REQUESTED. THE TRAINED PERSONNEL CAN BE THE
CONTRACT HOLDERS PERSONNEL OR THEIR SUB-CONTRACTOR'S PERSONNEL.
2. AT THE STATE'S REQUEST, THE CONTRACTOR MAY BE REQUIRED TO
FURNISH EVIDENCE OF TRAINING.
3. WORK SHALL BE PERFORMED BY TRAINED PERSONNEL.
4. THE CONTRACTOR MUST HAVE SUFFICIENT PERSONNEL TO PROVIDE
UNINTERRUPTED SERVICE.
5. THE CONTRACTOR MUST HAVE PERSONNEL TO EVALUATE JOBS, AND
SUBMIT ESTIMATES OF COST.
6. THE CONTRACTOR MUST HAVE EMPLOYEES TO RECEIVE AND ACT ON
SERVICE CALLS TWENTY-FOUR (24) HOURS A DAY, SEVEN- (7) DAYS A
WEEK & HOLIDAYS. AN AUTOMATED ANSWERING SYSTEM WILL NOT BE
ACCEPTABLE AS A CONTACT. SERVICE CALLS INCLUDE:
A. DISPATCHING SERVICE TECHNICIANS.
B. PROVIDING TECHNICAL ASSISTANCE VIA TELEPHONE.
7. IF REQUIRED, THE CONTRACTOR SHALL HOLD ALL CURRENT LICENSES
AND/OR PERMITS NECESSARY TO PERFORM THE TASKS CONTRACTED FOR.
AT THE STATE'S REQUEST, THE CONTRACTOR MAY BE REQUIRED TO
FURNISH COPIES OF LICENSES AND/OR PERMITS.
8. THE CONTRACTOR MUST HAVE ACCESS TO, AND BRING ALL EQUIPMENT,
MATERIALS, SUPPLIES, AND TOOLS, NECESSARY TO PERFORM THE
RESPONSIBILITIES OF THE CONTRACT.
9. THE CONTRACTOR MUST HAVE A SUPPLY OF STOCK REPLACEMENT PARTS
AVAILABLE FOR IMMEDIATE USE.
10. THE CONTRACTOR MUST HAVE ACCESS TO NON-STOCK REPLACEMENT PARTS.

NOTE: ALL STATE FACILITIES ARE NON-SMOKING; THE VENDOR, THEIR
EMPLOYEES AND SUB-CONTRACTOR PERSONNEL SHALL ADHERE TO THIS
REQUIREMENT.

--B. REFRIGERANT CONSERVATION SERVICES

1. REFRIGERANT CONSERVATION SERVICES - THE CONTRACTOR WILL ENSURE
COMPLIANCE WITH ALL FEDERAL, STATE AND LOCAL REGULATIONS
CONCERNING HVAC REFRIGERANT, AND HAVE RECOVERY EQUIPMENT
CERTIFIED BY EPA. THE VENDOR SHALL NOT BE ALLOWED TO CHARGE
FOR THE RECOVERY OF REFRIGERANT BOTTLES, TANKS AND RELATED
EQUIPMENT UNLESS AUTHORIZED BY THE FACILITY ADMINISTRATOR.

--C. WATER TREATMENT

1. WATER TREATMENT MUST BE PERFORMED BY EXPERIENCED PERSONNEL
TRAINED IN THE FIELD WITH THE FOLLOWING QUALIFICATIONS:
A. CONTRACTOR OR SUB-CONTRACTOR MUST HAVE A BUSINESS FOR A
MINIMUM OF TWO (2) YEARS WITH WATER TREATMENT AS THEIR
BUSINESS ACTIVITY, IF APPLICABLE TO LOCATIONS AWARDED.
B. CONTRACTOR MUST HAVE AVAILBABLE, A LABORATORY FACILITY
CAPABLE OF RUNNING TYPICAL WATER AND DEPOSIT ANALYSIS,
CORROSION COUPON STUDIES, BACTERIA ANALYSIS, AND ANY OTHER
ANALYSIS REQUIRED TO DETERMINE WATER CONDITIONS AND
TREATMENT REQUIREMENTS, IF APPLICABLE TO LOCATIONS AWARDED.

**********************************************************************
IV. MAINTENANCE REQUIREMENTS AND SUGGESTED MAINTENANCE SCHEDULE

****AGENCIES ARE NOT OBLIGATED TO THESE SUGGESTED MAINTENANCE
SCHEDULES OR SUGGESTED TIME FRAMES***

THE AGENCY MAY SCHEDULE MAINTENANCE WITH THE PRIMARY CONTRACT
HOLDER (VENDOR A). THE FOLLOWING IS A LIST OF MAINTENANCE
REQUIREMENTS TO BE FULFILLED UPON REQUEST AND A LIST OF EQUIPMENT
WITH SUGGESTED PREVENTATIVE AND ANNUAL MAINTENANCE SCHEDULES.
AT THE DISCRETION OF THE FACILITY ADMINISTRATOR, THE MAINTENANCE
SCHEDULES OUTLINED CAN BE USED FOR ANY HVAC EQUIPMENT.

--A. CHILLER, RECIPROCATING
MONTHLY, QUARTERLY AND ANNUAL INSPECTION/PREVENTIVE MAINTENANCE
A. MAINTENANCE SPECIFICATIONS, ANNUAL
1. CHECK AUXILIARY EQUIPMENT OPERATION.
2. CHECK REFRIGERANT LEVELS.
A) REPORT NEED OF REFRIGERANT TO AUTHORIZED AGENCY
PERSONNEL.
B) ADD REFRIGERANT WHEN AUTHORIZED.
C) REFRIGERANT SHALL BE CHARGED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND CONDITION.
3. CHECK THE CRANKCASE HEATER, OIL TEMPERATURE AND LUBE
SYSTEM.
4. CHECK AND TEST ALL OPERATING AND SAFETY CONTROLS.
5. CHECK FOR PROPER VOLTAGE AND STARTER OPERATION.
6. START THE CHILLED WATER PUMP.
7. START THE UNIT AND CALIBRATE CONTROLS AND TRANSDUCERS.
8. CHECK PROPER SETTINGS FOR SUB COOLING AND SUPER HEAT.
9. LOG OPERATING CONDITIONS AFTER THE UNIT STABILIZES.
10. REMOVE DEBRIS FROM INSIDE AND AROUND THE UNIT.
11. INSPECT CONDENSER COILS FOR BLOCKAGE AND CLEAN IF
REQUIRED.
12. INSPECT AND TIGHTEN ELECTRICAL CONNECTIONS.
13. CHECK FANS AND FAN MOTORS OPERATION AFTER STARTUP.
14. MEG AND RECORD MOTOR WINDING RESISTANCE.
15. CHECK THE OIL LEVEL IN THE COMPRESSOR.
A) ADD OIL AS NECESSARY.
B) CONDUCT AN OIL ACIDITY TEST.
16. CONDUCT A LEAK CHECK.
A) REPORT LEAK CHECK FINDINGS TO AGENCY PERSONNEL.
B) AGENCY PERSONNEL MUST AUTHORIZE LEAK REPAIR.
C) LEAK REPAIR SHALL BE CHARGED AT THE ESTABLISHED
HOURLY RATE.
D) LEAK REPAIR REFRIGERANT SHALL BE CHARGED
AS PARTS/MATERIALS REIMBURSEMENT AS PER THE PARTS
TERM AND CONDITION.
17. CHECK CRANKCASE HEATER FOR PROPER OPERATION.
18. TIGHTEN THE POWER WIRING ON CONTACTORS AND IN THE
MOTOR TERMINAL BOX.
19. CLEAN ALL CONTACTORS AND RECOMMEND REPLACEMENT IF
REQUIRED.
20. CHECK ALL RELAYS, OPERATING AND SAFETIES
21. CHECK AND CALIBRATE ALL CONTROLS, SAFETIES, UNLOADERS,
AND INTERLOCKS.
22. CHECK SUCTION AND DISCHARGE COMPRESSOR VALVES.
23. REVIEW OPERATING PROCEDURES WITH THE OPERATOR.

B. MAINTENANCE SPECIFICATIONS QUARTERLY
1. CHECK FOR GENERAL CONDITION AND OPERATION.
2. LOG OPERATING CONDITIONS AND IDENTIFY ANY
INCONSISTENCIES.
3. ADJUST OPERATING CONTROLS IF REQUIRED.
4. CHECK FOR PROPER OIL LEVEL.
A) ADD OIL AS NECESSARY.
5. CHECK REFRIGERANT CHARGE.
A) REPORT NEED OF REFRIGERANT TO AUTHORIZED
AGENCY PERSONNEL.
B) ADD REFRIGERANT WHEN AUTHORIZED.
C) REFRIGERANT SHALL BE CHARGED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND CONDITION.
6. CHECK OIL TEMPERATURE AND CRANKCASE FANS AND MOTOR
OPERATION.
7. INSPECT STARTERS, RELAYS AND CONTROLS.
8. INSPECT THE AIR-COOLED CONDENSER FANS AND MOTOR
OPERATION.
9. REMOVE DEBRIS FROM INSIDE AND AROUND THE UNIT.
10. REVIEW OPERATING PROCEDURES AND THE AGENCY'S LOG WITH
THE OPERATOR.

--B. CHILLER, CENTRIFUGAL
MONTHLY, QUARTERLY AND ANNUAL INSPECTION/PREVENTIVE MAINTENANCE
A. MAINTENANCE SPECIFICATIONS ANNUAL
1. PRESSURIZE THE UNIT AND CONDUCT A LEAK CHECK.
2. CHECK OIL LEVEL.
A) ADD OIL AS NECESSARY.
3. CHECK REFRIGERANT LEVEL.
A) REPORT NEED OF REFRIGERANT TO AUTHORIZED
AGENCY PERSONNEL.
B) ADD REFRIGERANT WHEN AUTHORIZED.
C) REFRIGERANT SHALL BE CHARGED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND CONDITION.
4. CHECK OIL SUMP AND PURGE OIL HEATER AND TEMPERATURE.
5. CHECK AND TEST ALL OPERATING AND SAFETY CONTROLS.
6. CHECK THE STARTER OPERATION.
7. START CHILLED WATER PUMP.
8. START CONDENSER WATER PUMP AND COOLING TOWER.
9. START CHILLER AND CALIBRATE CONTROLS.
10. CHECK PURGE UNIT OPERATION.
11. LOG OPERATING CONDITIONS AFTER SYSTEM AND UNIT HAVE
STABILIZED.
12. CHECK AUXILLARY EQUIPMENT OPERATION.
13. REVIEW OPERATING PROCEDURES AND AGENCY'S LOG WITH
OPERATOR.
14. CHECK COMPRESSOR-MOTOR ASSEMBLY FOR THE FOLLOWING
ITEMS AND PERFORMING PM TASKS AS INDICATED:
A) RECORD VOLTAGES
B) MEG AND RECORD MOTOR WINDING RESISTANCE
C) LUBRICATE OPEN MOTOR
D) CHECK ALIGNMENT ON OPEN DRIVE UNITS
E) CHECK THE COUPLING FOR WEAR
F) CHECK SHAFT SEAL ASSEMBLY
G) CHECK INLET VANE OPERATOR AND LINKAGE, LUBRICATE
WHERE REQUIRED
15. CHECK THE COMPRESSOR OIL SYSTEM FOR THE FOLLOWING ITEMS:
A) CHANGE OIL, OIL FILTER AND DRYER
B) CONDUCT ANALYSIS ON OIL AND OIL FILTER AT AN
INDEPENDENT LABORATORY AND PROVIDE A WRITTEN REPORT
C) CHECK OIL PUMP, SEAL AND MOTOR
D) CLEAN THE DIRT LEG
E) CHECK OIL HEATER AND THERMOSTAT FOR PROPER OPERATION
F) CHECK ALL OTHER OIL SYSTEM COMPONENTS INCLUDING
COOLER, STRAINER AND SILENOID VALVE WHERE APPLICABLE
16. CHECK MOTOR STARTER AND PERFORM THE FOLLOWING TASKS:
A) RUN DIAGNOSTIC CHECK
B) CHECK STARTER COOLING SYSTEM
C) MEG MOTOR WINDINGS
D) CHECK ALL TERMINALS AND TIGHTEN CONNECTIONS
E) CHECK OVERLOADS TRIP SET POINTS AND ADJUST IF
REQUIRED
F) DRY RUN STARTER AND CHECK STATUS LIGHTS
17. REVIEW THE CONTROL PANEL FOR THE FOLLOWING ITEMS:
A) RUN DIAGNOSTIC CHECK OF MICRO CONTROL PANEL
B) CHECK SAFETY SHUTDOWN OPERATION
C) CHECK ALL TERMINALS AND TIGHTEN CONNECTIONS
D) CHECK DISPLAY DATA ACCURACY AND SET POINTS
18. REVIEW PURGE UNIT OF THE FOLLOWING ITEMS:
A) CHECK OPERATION OF THE UNIT
B) CHANGE OIL
C) REPLACE FILTER DRYER
D) CLEAN ORIFICE IN THE LIQUID FEEDLINE TO COIL
E) CLEAN SOLENOID VALVES
F) CLEAN PURGE DRUM, CHECK AND CLEAN FLOAT VALVE;
REPLACING GASKETS
G) CHECK HEATER OPERATION
H) CHECK ALL OTHER COMPONENTS FOR PROPER CONDITION
AND OPERATION; RECORD PRESSURE CONTROL SET POINT
19. CHECK THE CONDENSER FOR THE FOLLOWING ITEMS:
A) CHECK THE WATER FLOW
B) CHECK FLOW SWITCH OPERATION
C) REMOVE CONDENSER HEADS AND INSPECT END SHEETS
D) MECHANICALLY BRUSH CLEAN CONDENSER WATER TUBES
20. CHECK THE COOLER FOR THE FOLLOWING ITEMS:
A) CHECK THE WATER FLOW
B) CHECK FLOW SWITCH OPERATION
C) CHECK REFRIGERANT LEVEL
1) REPORT NEED OF REFRIGERANT TO AUTHORIZED
AGENCY PERSONNEL.
2) ADD REFRIGERANT WHEN AUTHORIZED.
3) REFRIGERANT SHALL BE CHARGED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND
CONDITION.
21. CHECK THE SYSTEM FOR THE FOLLOWING:
A) CONDUCT A LEAK CHECK AND IDENTIFY LEAK SOURCES FOR
REPAIR
1) REPORT LEAK CHECK FINDINGS TO AGENCY PERSONNEL.
2) AGENCY PERSONNEL MUST AUTHORIZE LEAK REPAIR.
3) LEAK REPAIR SHALL BE CHARGED AT THE HOURLY
RATE.
4) LEAK REPAIR REFRIGERANT SHALL BE CHARGED
AS PARTS/MATERIALS REIMBURSEMENT AS PER THE
PARTS TERM AND CONDITION.
B) RECORD CONDITION OF SIGHT GLASSES AND REPLACE IF
REQUIRED.
C) CHECK THE REFRIGERANT CYCLE TO VERIFY THE PROPER
OPERATION BALANCE
D) CHECK CONDENSER WATER AND CHILLED WATER HEAT
TRANSFER
22. GENERAL INSPECTION INCLUDED:
A) REPAIR INSULATION REMOVED FOR INSPECTION AND
MAINTENANCE PROCEDURES
B) CLEAN EQUIPMENT AND SURROUNDING AREA UPON
COMPLETION OF WORK
C) CONSULT WITH THE OPERATOR AT COMPLETION OF SERVICE
D) PROVIDE A WRITTEN REPORT OF DEFICIENCIES AND
REPAIRS THAT MAY BE REQUIRED.

B. MAINTENANCE SPECIFICATIONS QUARTERLY
1. INSPECT CHILLER AND ADJUST SAFETY CONTROLS IF REQUIRED.
2. CHECK PURGE OPERATION.
3. CHECK OPERATION OF CONTROLS.
4. CHECK OIL LEVEL.
A) ADD OIL AS REQUIRED.
5. CHECK REFRIGERANT LEVEL.
A) REPORT NEED OF REFRIGERANT TO AGENCY PERSONNEL.
B) ADD REFRIGERANT WHEN AUTHORIZED BY THE FACILITY
ADMINISTRATOR.
C) REFRIGERANT SHALL BE CHARGED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND CONDITION.
6. CHECK OPERATION OF LUBE SYSTEM.
7. CHECK THE OIL RETURN SYSTEM.
8. CHECK OPERATION OF MOTOR AND STARTER.
9. RECORD OPERATING CONDITIONS.
10. CONDUCT ROUTINE MAINTENANCE AS PER MANUFACTURER'S
RECOMMENDATIONS.
11. LOG AND REPORT REPAIRS AND PARTS THAT MAY BE REQUIRED.
12. CHECK LOG AND REVIEW CHILLER AND SYSTEM OPERATION
WITH OPERATOR.

--C. COOLING TOWERS

ANNUAL AND QUARTERLY INSPECTION/PREVENTIVE MAINTENANCE AS PER THE
MANUFACTURERS RECOMMENDED MAINTENANCE INSTRUCTIONS AS DESCRIBED
IN THE APPLICABLE MANUFACTURERS COOLING TOWERS MANUAL THAT APPLY
TO THE SYSTEM AND ITS MODE OF OPERATION WILL BE PERFORMED BY
THE CONTRACTOR, IF REQUESTED.

IF THE SYSTEM HAS SIGNIFICANT WATER LOSS, PLANNED OR UNPLANNED,
THE COST OF THE CHEMICALS REQUIRED TO BRING THE WATER BACK TO
NORMAL WATER CHEMICAL LEVELS WILL BE BILLED AS PARTS/MATERIALS
REIMBURSEMENT AS PER THE PARTS TERM AND CONDITION.

A. MAINTENANCE SPECIFICATIONS ANNUAL
1. INSPECT THE GENERAL CONDITION OF THE TOWERS.
2. CLEAN ALL DEBRIS FROM THE INSIDE OF THE TOWER AND THE
AIR INLET LOUVERS.
3. REMOVE THE CHAMBER STRAINER, CLEAN AND REINSTALL.
4. DRAIN THE COLD WATER SUMP (WITH SUMP STRAINERS IN
PLACE) AND FLUSH TO REMOVE ACCUMULATED DIRT.
5. REMOVE THE SUMP STRAINERS, CLEAN AND REINSTALL.
6. TURN THE FAN BY HAND TO INSURE ROTATION WITHOUT
OBSTRUCTION.
7. CHECK THE FAN MOTOR FOR PROPER FAN ROTATION.
8. ADJUST THE BELT TENSION ON THE POWER TRAIN FAN DRIVE
SYSTEM.
9. CHECK FLOAT OPERATED MAKE-UP VALVE TO BE SURE IT IS
OPERATING FREELY.
10. LUBRICATE THE FAN SHAFT BEARINGS AND REPLACE IF
REQUIRED. THE FACILITY ADMINISTRATOR MAY REQUEST
THAT A VIBRATION TEST BE PERFORMED.
11. FILL COLD WATER SUMP WITH FRESH WATER TO THE OVERFLOW
LEVEL.
A) AT RESTART-UP WHERE THE SUMP WAS COMPLETELY
DRAINED; THE INITIAL BIOCIDE TREATMENT SHOULD
BE APPLIED.
B) FOLLOWING A SHUTDOWN WHERE THE SUMP WAS NOT
COMPLETELY DRAINED: AN INITIAL SHOCK TREATMENT
OF APPROPRIATE BIOCIDES SHOULD BE ADMINISTERED.
12. SET THE FLOAT ON THE MAKE-UP VALVE TO SHUT OFF THE
VALVE WHEN THE FLOAT IS APPROXIAMATELY 1/2" BELOW
THE OVERFLOW LEVEL.
13. PRIME AND START THE WATER CIRCULATING PUMP(S) AND
ADJUST SYSTEM FLOW RATE TO DESIGN.
14. OPEN THE VALVE IN THE TOWER BLEED LINE
AND ADJUST BLEED TO THE RECOMMENDED RATE.
15. CHECK THE VOLTAGE AND CURRENT OF ALL THREE LEGS OF THE
FAN MOTOR. THE CURRENT SHOULD NOT EXCEED THE
NAMEPLATE RATING. IF A PROLONGED SHUTDOWN OCCURS,
THE MOTOR INSULATION SHOULD BE CHECKED WITH A "MEGGER"
INSULATION TESTER PRIOR TO RESTARTING THE MOTOR.
CAUTION: RAPID ON-OFF CYCLING CAN CAUSE THE FAN
MOTOR TO OVERHEAT. IT IS RECOMMENDED THAT CONTROLS
BE SET TO ALLOW A MAXIMUM OF 6 ON-OFF CYCLES PER HOUR.
16. INSPECT PROTECTIVE FINISH.
A) INSPECT THE INSIDE AND OUTSIDE OF THE TOWERS FOR
BLEMISHES OR CORROSION ON THE GALVANIZED STEEL.
AFFECTED AREAS SHOULD BE THOROUGHLY WIRE
BRUSHED AND RECOATED WITH ZRC (ZINC-RICH COMPOUND)

B. MAINTENANCE SPECIFICATIONS QUARTERLY
GENERAL OPERATION
1. INSPECT GENERAL CONDITION OF TOWERS.
2. INSPECT AND CLEAN AS NECESSARY:
A) CHAMBER STRAINER
B) COLD WATER SUMP
C) AIR INLET LOUVERS
3. CHECK AND ADJUST WATER LEVEL IN COLD WATER SUMP.
4. DRAIN, CLEAN, AND FLUSH WITH FRESH WATER THE ENTIRE
COLD WATER SUMP (WITH STRAINER IN PLACE) TO REMOVE SILT
AND SEDIMENT.
5. CHECK OPERATION AND ADJUST AS NECESSARY THE MAKE-UP
VALVE.
6. CHECK BLEED RATE AND ADJUST.
7. POWER TRAIN:
A) CHECK CONDITION OF BELT
B) READJUST TENSION ON BELT
8. LUBRICATE THE FAN SHAFT BEARINGS AND REPLACE IF
REQUIRED. THE FACILITY ADMINISTRATOR MAY REQUEST
THAT A VIBRATION TEST BE PERFORMED.
9. LUBRICATE MOTOR BASE ADJUSTING SCREW.
10. CLEAN OUTSIDE OF FAN MOTOR.
11. INSPECT PROTECTIVE FINISH.
A) INSPECT THE INSIDE AND OUTSIDE OF THE TOWERS
FOR BLEMISHES OR CORROSION ON THE GALVANIZED
STEEL. AFFECTED AREAS SHOULD BE THOROUGHLY
WIRE BRUSHED AND RECOATED WITH ZRC (ZINC-RICH
COMPOUND.

C. SYSTEM CLEANING
1. IF SYSTEM CLEANING IS NECESSARY IT SHALL BE LIMITED
TO 1 - 2 DAYS DURATION.
2. MAXIMUM TEMPERATURE OF THE CLEANING SOLUTION SHOULD
NOT EXCEED ANY OF THE FOLLOWING:
A) 5.0% SODIUM HYDROXIDE
B) 5.0% SODIUM META SILICATE
C) 2.0% SODIUM CARBONATE
D) 2.0% TETRA SODIUM PYROPHOSPHATE
E) 0.5% TRISODIUM PHOSPHATE
F) 0.5% SODIUM NITRATE
G) 5-10% BUTYL CELLOSOLVE

--D. AIR HANDLERS

ANNUAL AND QUARTERLY INSPECTION/PREVENTIVE MAINTENANCE
A. MAINTENANCE SPECIFICATIONS, ANNUAL
1. INSPECT BELTS, BEARINGS, PULLEYS, AND TENSION BELTS.
2. GREASE THE BEARING.
3. INSPECT THE COILS FOR DIRT AND INFORM AGENCY IF
CLEANING IS NECESSARY.
4. CLEAN DRAIN PAN AND INSPECT FOR LEAKS.
5. USE PAN TREATMENT TABLETS (OR EQUIVALENT).
6. CHANGE FILTERS AT THE REQUEST OF THE FACILITY
ADMINISTRATOR.
7. CHECK SEALS AND DAMPERS ON ALL DOORS.
8. TREAT COILS WITH A BIOCIDE WHEN NECESSARY.
9. CHECK FOR SMOOTH OPERATION OF DAMPERS, DAMPER MOTORS,
AND LINKAGES AND LUBRICATE WHERE APPLICABLE.
10. CHECK AMPS, VOLTS, AND WEAR OF CONTACTS ON MOTORS AND
MOTOR STARTERS (OR FREQ DRIVES).
11. TIGHTEN ALL ELECTRICAL CONNECTIONS.
12. CHECK MOTOR MOUNTING AND ISOLATION PADS.
13. CHECK OPERATION OF CHILLED WATER AND HOT WATER VALVES.

B. MAINTENANCE SPECIFICATIONS, QUARTERLY
1. INSPECT BELTS, BEARING, PULLEYS, AND TENSION BELTS.
2. INSPECT COILS FOR DIRT AND INFORM AGENCY IF CLEANING
IS NECESSARY.
3. CHANGE FILTERS AT THE REQUEST OF THE FACILITY
ADMINISTRATOR.
4. INSPECT DRAIN PAN AND INSTALL PAN TREATMENT TABS
(OR EQUIVALENT).
5. CHECK AMPS, VOLTS, AND WEAR OF CONTACTS ON MOTORS AND
STARTERS (OR FREQ DRIVES).
6. TIGHTEN ALL ELECTRICAL CONNECTIONS.
7. CHECK OPERATION OF DAMPERS AND DAMPER MOTORS.
8. CHECK OPERATION OF CHILLED WATER AND HOT WATER VALVES.

--E. BOILERS AND HOT WATER HEATERS

MONTHLY, QUARTERLY AND ANNUAL INSPECTION/PREVENTIVE MAINTENANCE
A. MAINTENANCE SPECIFICATIONS, ANNUAL
1. VISUALLY INSPECT AND TEST THE FOLLOWING:
A) AIR SWITCH
B) OPERATING CONTROL
C) GAS PRESSURE SWITCH
D) LOW FIRE START SWITCH
E) HIGH LIMIT SWITCH
F) OIL PRESSURE SWITCH
2. CHECK OPERATION OF THE FOLLOWING:
A) MODULATION MOTOR
B) ALL LINKAGES
C) COMBUSTION BLOWER
3. START BURNER AND CHECK:
A) PILOT OPERATON
B) MAIN FLAME IGNITION
4. INSPECT FOR LEAKS:
A) ALL ACCESS DOORS
B) ALL FUEL PIPING (GAS AND OIL)
C) ALL BOILER TUBES
5. CHECK OPERATION: (WHERE APPLICABLE)
A) CONDENSATE TANK
B) CONDENSATE PUMPS AND CONTROLS
C) HOT WATER PUMPS AND CONTROLS
D) STEAM CONVERTER
E) D. A. TANK
F) BOILER SIGHT GLASS
G) EXPANSION TANK
6. PERFORM SAFETY CHECK:
A) SHUT PILOT GAS OFF AND CHECK FOR FLAME FAILURE
B) SHUT MAIN FUEL OFF AND CHECK FOR FLAME FAILURE
AND ELECTRIC VALVE CLOSURE
C) L. W. C. O.
7. PERFORM COMBUSTION ANALYSIS ON PRIMARY FUEL:
A) RECORD ANALYSIS
B) COMPLETE A WRITTEN REPORT FOR THE AGENCY

B. MAINTENANCE SPECIFICATIONS, QUARTERLY
1. PERFORM COMBUSION ANALYSIS.
2. CHECK OPERATION OF BOILER AND RELATED SAFETY CONTROLS.
3. CHECK OPERATION OF RELATED ELEMENTS OF BOILER STEAM
SYSTEM OR HOT WATER SYSTEM SUCH AS THE EXPANSION
TANKS, AND THE D. A. TANKS.

--F. WATER TREATMENT SERVICES

THE WATER TREATMENT PROGRAM ENCOMPASSES THE AGENCY'S FACILITY(S)
TOTAL SYSTEMS; WHEREBY, THE CONTRACTOR, OR SUB-CONTRACTOR SHALL
INSPECT, TEST AND TREAT THE BOILERS AND COOLING SYSTEMS, IF
REQUESTED. THE EQUIPMENT LISTED IS IN REFERENCE TO HOT WATER,
CHILLED WATER, AND RETURN CLOSED LOOP SYSTEMS, AND IS NOT
INTENDED TO LIMIT CONTRACTED SERVICES TO SPECIFIC COMPONENTS.
IT WILL BE THE RESPONSIBILITY OF THE CONTRACTOR TO TEST AND
MAINTAIN ACCEPTABLE WATER QUALITY. SERVICE SHALL BE PROVIDED
MONTHLY WITH UNLIMITED CALL BACK SERVICE, IF REQUESTED.
A. GENERAL INFORMATION
1. PROGRAM INFORMATION
A) THE CONTRACTOR SHALL PROVIDE COMPLETE WRITTEN
DIRECTIONS FOR APPLYING ALL MATERIALS, INCLUDING
PROCEDURES TO MAINTAIN ALL PROPER OPERATING
CONDITIONS WITHIN THE EQUIPMENT BEING TREATED.
B) THE CONTRACTOR SHALL MONITOR AND REVIEW THE
WATER TREATMENT PROGRAM TO ASSURE THE PROGRAM
IS BEING ADMINISTERED PROPERLY AND THAT THE
ANALYSIS PERFORMED BY AGENCY PERSONNEL ARE
ACCURATE.
C) THE CONTRACTOR SHALL PROVIDE ALL CHEMICALS,
REAGENTS, AND SUPPLIES REQUIRED TO ACCOMPLISH
THE WATER TREATMENT PROGRAM. THE CONTRACTOR
SHALL BE REQUIRED TO PROVIDE 99% PURE SODIUM
PELLETS IF REQUESTED BY THE FACILITY ADMINISTRATOR.
2. TRAINING
A) IF THE AGENCY REQUESTS INSTRUCTIONS AND/OR
TRAINING FOR THEIR EMPLOYEES, THE VENDOR WILL
INVOICE PER HOURLY RATE AND ONE TRIP CHARGE.
THIS TRAINING SHALL INCLUDE:
1) PROPER ADMINISTRATION OF THE CHEMICALS USED IN
THE WATER TREATMENT PROGRAM
2) WATER ANALYSIS PROCEDURE
3) SAFE HANDLING, USE, AND STORAGE OF THE
CHEMICALS USED IN THE PROGRAM
4) SAFETY EQUIPMENT RECOMMENDATIONS AND PROPER
USE
5) CHEMICAL CLEAN-UP PROCEDURE
3. CHEMICAL INFORMATION, GENERAL
A) ALL CHEMICALS AND PRODUCTS MUST MEET ALL EPA,
OSHA, TOSHA, AND FDA GUIDELINES.
B) THE CONTRACTOR SHALL ESTABLISH A STOCK INVENTORY
OF ALL CHEMICALS REQUIRED FOR THE WATER
TREATMENT PROGRAM AT THE AGENCY FACILITIES,
MAINTAINING AS ADEQUATE STOCK. ADEQUATE STOCK
SHALL BE DEFINED AS A FORTY-FIVE (45) DAY SUPPLY.
C) THE CONTRACTOR SHALL BE RESPONSIBLE FOR DELIVERY,
PICK-UP, LOADING, UNLOADING AND PLACEMENT OF
CHEMICAL DRUMS AT THE AGENCY USE LOCATION. THE
VENDOR SHALL BE REQUIRED TO PICK-UP EMPTY DRUMS
WITHIN FORTY-EIGHT (48) HOURS DURING REGULAR
BUSINESS HOURS AFTER IT HAS BEEN REQUESTED BY
THE FACILITY ADMINISTRATOR.
D) THE CONTRACTOR SHALL BE RESPONSIBLE FOR
RETURNING AND/OR DISPOSAL OF EMPTY CHEMICAL
CONTAINERS.
4. LABORATORY TESTING
THE CONTRACTOR, OR SUB-CONTRACTOR SHALL PERFORM THE
FOLLOWING TESTS AT A LABORATORY, AT THE FREQUENCY
STATED, IF REQUESTED. A COPY OF THE WRITTEN LABORATORY
TEST RESULTS WILL BE PROVIDED TO THE AGENCY, IF
REQUESTED.
A) BI-MONTHLY/OR MORE OFTEN IF NEEDED - PERFORM
WATER ANALYSIS TO VERIFY ACCURACY OF FIELD
ANALYSIS.
B) ANNUALLY - CONDUCT A CORROSION TEST (MILD STEEL
AND COPPER) ON ALL WATER SYSTEMS SET UP WITH A
CORROSION BY-PASS RACK.
C) ANNUALLY - CONDUCT A WATER ANALYSIS TESTING THE
PH OF THE BOILER WATER AND CONDENSATE, TOTAL
DISSOLVED SOLIDS, PO4, AND HARDNESS.
D) ANNUALLY - CONDUCT A DEPOSIT ANALYSIS.
E) ANNUALLY - PERFORM WATER ANALYSIS AT A LABORATORY
TESTING FOR FUEL OIL, INTERNAL SCALE AND FIRESIDE
DEPOSITS.
5. MONTHLY SERVICE SPECIFICATIONS
A) PERFORM ON-SITE WATER ANALYSIS ON EACH SYSTEM.
B) VISUALLY INSPECT ALL EQUIPMENT FOR PROPER
OPERATION, AND CLEANLINESS.
C) CHECK OFF-LINE BOILERS FOR SULFITE, ALKALINITY,
CONDUCTIVITY, AND PH.
D) CHECK THE BOILER SYSTEMS FEEDWATER SOFTENERS AND
AND CONDENSATE SYSTEMS (TREATMENT RESIDUALS,
BLOWDOWN CONTROL, ETC.)
E) CHECK, CALIBRATE, AND CLEAN CHEMICAL FEED AND
CONTROL EQUIPMENT.
F) INSTALL AND REMOVE CORROSION COUPONS FROM BY-PASS
TEST RACKS WHERE APPLICABLE.
G) DEPOSIT ANALYSIS AND TESTS FOR TOTAL BACTERIA
COUNTS AS REQUIRED TO MAINTAIN CLEAN HEAT
EXCHANGE EQUIPMENT.
H) CHECK CHEMICAL INVENTORIES AND ORDER PRODUCTS
AS NECESSARY.
I) REVIEW THE AGENCY'S DAILY REPORTS.
J) PROVIDE WATER ANALYSIS REPORTS THAT MEASURE
RELATIVE EFFECTIVENESS OF THE WATER TREATMENT
PROGRAM.
K) PROVIDE A WRITTEN SERVICE REPORT DETAILING
RESULTS OF CHEMICAL TESTS, INSPECTION FINDINGS,
AND RECOMMENDATIONS FOR ALL SYSTEMS TO AN
AUTHORIZED AGENCY CONTACT.
L) DISCUSS SERVICE VISIT RESULTS AND TEST RESULTS
WITH APPROPRIATE AGENCY PERSONNEL.
B. COOLING TOWER
1. GENERAL INFORMATION
A) THE CONTRACTOR, OR SUB-CONTRACTOR SHALL PROVIDE
A CHEMICAL WATER TREATMENT PROGRAM THAT
EFFECTIVELY CONTROLS, CORROSION, SCALE/DEPOSIT,
SLUDGE, AND MICROBIOLOGICAL CONTAMINANTS IN THE
RE-CIRCULATING WATER, IF REQUESTED.
B) ACID WATER TREATMENT SHALL NOT BE USED.
C) CHEMICALS USED MUST BE COMPATIBLE WITH ZINC COATED
STEEL AS WELL AS ALL OTHER MATERIALS USED IN THE
SYSTEM (PIPE, HEAT EXCHANGER, CHILLERS, ETC.).
D) CHEMICALS MUST BE ADDED TO THE RE-CIRCULATING
WATER THROUGH THE AUTOMATIC FEED SYSTEM, WHICH
WILL FEED INTO THE SYSTEM AT THE DISCHARGE OF
THE RE-CIRCULATING PUMP.
E) THE CYCLES OF CONCENTRATION SHOULD BE CONTROLLED
SUCH THAT THE RE-CIRCULATING WATER IS MAINTAINED
WITHIN THE GUIDELINES AS LISTED (GALVANIZED STEEL):
1) PH: 7.0 - 9.0
2) HARDNESS AS CACO3: 30 - 500 PPM
3) ALKALINITY AS CACO3: 500 PPM MAXIMUM
4) TOTAL DISSOLVED SOLIDS: 1000 PPM MAXIMUM
5) CHLORIDES: 125 PPM MAXIMUM
6) SULFATES: 125 PPM MAXIMUM
2. SCALE AND CORROSION CONTROL
A) THE CONTRACTOR MUST PROVIDE ONE DRUM (OR AMOUNT
REQUESTED BY THE FACILITY ADMINISTRATOR) OF LIQUID
CHEMICAL TREATMENT THAT INCLUDES PHOSPHONATES,
DISPERSANTS, AND CRYSTAL MODIFIERS FOR SCALE AND
DEPOSIT CONTROL, MOLYDATE AND TOLYTRAZOLE FOR STEEL
AND COPPER CORROSION CONTROL.
B) CHEMICALS MUST NOT REQUIRE MIXING OR STIRRING BY
STATE EMPLOYEES AND MUST BE IN SUCH A STATE
THAT IT CAN BE FED FROM THE SHIPPING CONTAINER IN
WHICH IT IS RECEIVED, UTILIZING EXISTING CHEMICAL
FEED EQUIPMENT.
C) THE CHEMICAL FEEDRATE SHOULD SUPPLY THE FOLLOWING
PARAMETERS:
1) TOTAL ACTIVE PHOSPHONATE: 3 - 10 PPM
2) TOTAL ACTIVE DISPERSANT/
CRYSTAL MODIFIER: 3 - 6 PPM
3) SODIUM MOLYBDATE: 5 - 10 PPM
4) TOLYTRAZOLE: 1 - 2 PPM
3. MICROBIOLOGICAL CONTROL
A) THE CONTRACTOR MUST PROVIDE A BIOCIDE TREATMENT
PROGRAM SPECIFICALLY DESIGNED TO ADDRESS
BIOLOGICAL CONTROL.
B) THE PRODUCTS USED IN THE TREATMENT PROGRAM MUST
MEET ALL EPA AND STATE OF TENNESSEE STANDARDS
WITH REFERENCE TO CONCENTRATIONS IN BLEED-OFF
WATER FROM SYSTEM IN WHICH IT IS APPLIED AND
MUST BE LABELED TO MEET ALL EPA REQUIREMENTS.
C) PERSONAL SAFETY IS OF MAJOR IMPORTANCE IN THE
CHOICE OF CHEMICAL PRODUCTS FOR CONTROL OF
BIOLOGICAL GROWTHS.
D) TWO (2) DIFFERENT MICROBIOCIDES WILL BE USED ON
AN ALTERNATING BASIS. THE BIOCIDES CHOSEN SHOULD
NOT GENERATE EXESSIVE FOAM, HOWEVER, IF FOAM
DOES OCCUR, ANTIFOAM SHALL BE ADDED AT NO
ADDITIONAL COST TO THE STATE.
E) THE CONTRACTOR, OR SUB-CONTRACTOR SHALL RUN TOTAL
BACTERIA, ATP, AND LEGIONELLA BACTERIA
TO THE AGENCY, IF REQUESTED.
4. "BLEED-OFF CONTROL"
A) "BLEED" OR "BLOWDOWN" PROCEDURE OF THE SYSTEM
RE-CIRCULATING WATER SHALL BE USED TO CONTROL
THE CYCLES OF CONCENTRATION.
B) BLEED WATER SHALL BE REPLENISHED WITH FRESH
MAKE-UP WATER.
C) THE CYCLES OF CONCENTRATION ARE TO BE MAINTAINED
WITHIN A RANGE OF 4.0 TO 5.0 WHEREVER POSSIBLE.
5. PH CONTROL
A) PH CONTROL OF THE RE-CIRCULATING COOLER TOWER
SHOULD NOT BE REQUIRED. IF THE CONTRACTOR FEELS
ACID FEED IS REQUIRED, THE REASON MUST BE STATED.
B) THE PH LEVEL SHALL BE MAINTAINED AT A MINIMUM
8.6 GENERAL CORROSION WITH ALL OPEN SYSTEMS TO
LESS THAN 2.0 MIL/YR FOR CARBON AND STAINLESS
STEEL.
C. BOILER SYSTEMS
1. GERERAL SPECIFICATION
A) ALL CHEMICAL PRODUCTS USED IN THE BOILER SYSTEMS
MUST ONLY CONTAIN INGREDIENTS FOUND ON THE FDA
APPROVAL LIST FROM 21 CODE OF THE FEDERAL
REGULATIONS PART 173.310, BOILER WATER ADDITIVES.
2. SCALE AND DEPOSIT CONTROL
A) THE CONTRACTOR, OR SUB-CONTRACTOR MUST PROVIDE A
ONE DRUM TREATMENT LIQUID PRODUCT CONSISTING OF
DISPERSING AND CRYSTAL MIDIFYING CHEMICALS
MAINTAINING AN ACTIVE LEVEL OF 15 TO 25 PPM IN
THE BOILER WATER, IF REQUESTED.
B) IF PHOSPHATE FEED IS REQUIRED, SODIUM
TRIPOLYPHOSPHATE IN ITS GRANULAR OR POWDER FORM
THAT IS 100% PURE WITH 75% AS PO4 SHALL BE USED.
C) A PHENOLPHTHALEIN ALKALINITY LEVEL OF 300 TO 600
PPM MUST BE MAINTAINED BY USING A SOLUTION OF
SODIUM HYDROXIDE OR POTASSIUM HYDROXIDE.
3. CORROSION CONTROL
A) CATALYZED SODIUM SULFITE IS TO BE USED TO
MAINTAIN AULFITE RESIDUAL OF 30 TO 50 PPM IN THE
BOILER WATER.
B) A BLEND OF MORPHOLINE AND CYCLOHEXYLAMINE OR
DIETHYLAMINOETANOL (DEAE) IS TO BE USED FOR
CONDENSATE RETURN LINE CORROSION PROTECTION.
1) THE ACTIVE INGREDIENTS MUST NOT EXCEED 40%
2) A PH LEVEL OF 8.0 TO 8.5 MUST BE MAINTAINED
IN THE CONDENSATE WATER.
4. BLOWDOWN CONTROL
A) CORRECTED CONDUCTIVITY LEVELS IN THE BOILER ARE
TO BE MAINTAINED WITH-IN A RANGE OF 1800 TO 3000
MICROMHOS FOR HARD WATER AND 3000 TO 35000
MICROMHOS FOR SOFT WATER WHENEVER POSSIBLE.
D. BOILER SYSTEM, CORROSION CONTROL
1. CORROSION CONTROL
A) THE CONTRACTOR, OR SUB-CONTRACTOR MUST PROVIDE A
PROGRAM THAT USES NITRATE AS THE PRIMARY CORROSION
INHIBITOR WITH TOLYTRAZOLE USED FOR COPPER
PROTECTION, IF REQUESTED.
B) THE SODIUM NITRITE LEVEL MUST BE MAINTAINED
WITHIN 800 TO 1200 PPM WITH TOLYTRIAZOLE PRESENT
AT 2 TO 4 PPM.

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V. INVOICE INFORMATION

--A. INVOICE REQUIREMENTS

1. THE INVOICE FOR PAYMENT MUST BE SUBMITTED TO THE AGENCY WITHIN 30
DAYS OF JOB COMPLETION. THE INVOICE, SERVICE TICKET, AND