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 _4_ 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.
VENDOR REPORTING

CONTRACT VENDORS WILL BE REQUIRED TO SUBMIT REPORTS VALIDATING
CONTRACT PURCHASES, BY PERIOD, ITEM NUMBER AND RECEIVING LOCATION.
REPORTS WILL DETAIL AT A MINIMUM, THE FOLLOWING INFORMATION:

1. CONTRACT NUMBER
2. CONTRACT ITEM NUMBER
3. COMMODITY DESCRIPTION
4. ITEM NUMBER QUANTITY PURCHASED
5. ITEM NUMBER DOLLAR AMOUNT (VOLUME) PURCHASED
6. THE COUNTY OR SUB-GROUP WITHIN DAVIDSON COUNTY WHERE THE
THE SERVICE WAS PERFORMED.

REPORTS ARE DUE AT THE PURCHASING DIVISION OFFICE IN APPROXIMATELY
THE FIRST WEEK OF THE FOURTH (4TH) QUARTER OF THE CONTRACT PERIOD
ANNUALLY.

REPORTS MUST BE SUBMITTED ELECTRONICALLY OR BY DIGITAL APPLIANCE IN
MICROSOFT EXCEL (.XLS) FORMAT. SEMI-ANNUAL OR QUARTERLY REPORTS MAY
BE REQUESTED IN WRITING BY THE CONTRACT ADMINISTRATOR WITH A THIRTY
(30) DAY WRITTEN NOTICE TO THE VENDOR.

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.

VENDOR QUESTIONS

IN ORDER TO PROVIDE THE OPPORTUNITY FOR VENDORS TO SUBMIT QUESTIONS,
IF ANY, CONCERNING THE REFERENCED REQUISITION'S INVITATION TO BID AND
AMENDMENTS, THE PURCHASING DIVISION IS REQUESTING THAT QUESTIONS BE
SUBMITTED IN WRITING NO LATER THAN THE CLOSE OF BUSINESS FIVE
BUSINESS DAYS PRIOR TO BID OPENING DATE TO MILTON DETILLIER AT FAX
NUMBER 615-741-0684 OR VIA EMAIL TO MILTON.DETILLIER@TN.GOV.

BASED ON THE EVALUATION OF ANY QUESTIONS RECEIVED, THE STATE MAY ISSUE
AN EXTENSION IN THE BID OPENING DATE, PROVIDE MODIFICATIONS TO THE
INVITATION TO BID AND, IF NECESSARY, PROVIDE WRITTEN RESPONSES TO
QUESTIONS AT THAT TIME. HOWEVER, AT THIS TIME THE STATE IS NOT
ANTICIPATING ANY FURTHER EXTENSION IN THE BID OPENING OR ANY
ADDITIONAL MODIFICATIONS IN THE REQUIREMENTS OR SPECIFICATIONS
INCLUDED IN THE 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.

TENNESSEE CONTRACTOR LICENSE INFORMATION

IN PREPARING BIDS(S), ALL BIDDERS SHALL COMPLY WITH THE REQUIREMENTS
OF T.C.A. SECTION 62-6-119 IN PROVIDING THE SPECIFIED INFORMATION
WITHIN THE SEALED BIDS. ANY BID NOT IN STRICT COMPLIANCE WITH THE
REQUIREMENTS OF T.C.A. SECTION 62-6-119 SHALL BE REJECTED.

THE FOLLOWING SHALL BE COMPLETED:

TENNESSEE STATE CONTRACTOR LICENSE NUMBER: ___________________________

LICENSE CLASSIFICATION APPLICABLE TO BID: ____________________________

LICENSE EXPIRATION DATE: _________________________________________

SUBCONTRACTOR(S):

TENNESSEE STATE CONTRACTOR LICENSE NUMBER: ___________________________

LICENSE CLASSIFICATION APPLICABLE TO BID: ____________________________

LICENSE EXPIRATION DATE: _________________________________________

NOTE: THE BIDDER MUST HAVE A TENESSEE CONTRACTORS LICENSE IF BIDDING
OVER $25,000.00 AND THE AUTHORIZED AMOUNT OF THE CONTRACTORS
LICENSE MUST BE EQUAL TO OR MORE THAN THE TOTAL ANNUAL PRICE
BID. THE VENDORS TOTAL ANNUAL BID PRICE FOR LOCATIONS SELECTED
SHALL BE BASED ON THE QUANTITIES PER COUNTY SELECTED AND THE
VENDORS BID PRICES PER APPLICABLE LINES.
INSURANCE REQUIRED

THE SUCCESSFUL BIDDER(S) SHALL PROCURE AND MAINTAIN FOR THE DURATION
OF THE CONTRACT, AT THEIR 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 ORIGINALOR
.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 JUDGMENTS AGAINST THE CONTRACTOR.
CERTIFICATES FOR LIABILITY COVERAGES SHALL NAME THE STATE OF TENNESSEE
PURCHASING DIVISION AS AN ADDITIONAL INSURED.
THE FOLLOWING INSURANCE COVERAGES ARE REQUIRED:

WORKERS' COMPENSATION INSURANCE: A CERTIFICATE SHALL BE PROVIDED WHICH
INDICATES THE CONTRACTOR PROVIDES WORKERS' COMPENSATION COVERAGE IN
COMPLIANCE WITH THE STATE LAWS OF TENNESSEE., AND EMPLOYER'S LIABILITY
WITH THE FOLLOWING LIMITS:

E.L. EACH ACCIDENT $500,000
E.L. DISEASE- EACH EMPLOYEE $500,000
E.L. DISEASE - POLICY LIMIT $500,000

GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE: COMPREHENSIVE
GENERAL LIABILITY INSURANCE, INCLUDING BUT NOT LIMITED TO, BODILY
INJURY, PROPERTY DAMAGE, CONTRACTUAL LIABILITY, PRODUCTS LIABILITY,
WITH COMBINED SINGLE LIMITS OF $500,000 PER OCCURRENCE WITH A MINIMUM
AGGREGATE OF $1,000,000.

THE SUCCESSFUL BIDDER(S) SHALL 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)
BUSINESS DAYS AFTER REQUEST. IF THE CERTIFICATE OF INSURANCE IS IN
.PDF FORMAT, IT MUST BE RECEIVED DIRECTLY FROM THE INSURANCE COMPANY.

UPON AWARD, FAILURE TO MAINTAIN INSURANCE COVERAGE FOR THE DURATION
OF THE CONTRACT PERIOD MAY RESULT IN CANCELLATION OF THE CONTRACT. IN
EVENT THAT THE INSURANCE POLICY ON FILE IN THE PURCHASING DIVISION
EXPIRES OR IS CANCELED, THE CONTRACTOR WILL BE REQUIRED TO CEASE WORK
UNTIL PROOF OF INSURANCE IS PRESENTED.
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').
PURCHASE ORDER RELEASE (SWC)

ORDERS FOR SERVICES OR SUPPLIES THAT ARE INCLUDED ON STATEWIDE
CONTRACTS SHALL BE PREPARED BY AGENCIES ON DEPARTMENTAL PURCHASE
ORDERS AND FORWARDED DIRECTLY TO THE VENDOR/CONTRACTOR. THESE PURCHASE
ORDERS, WHEN RECEIVED BY THE VENDOR/CONTRACTOR, SERVE AS AUTHORIZATION
FOR SHIPMENT. ITEMS FROM DIFFERENT CONTRACTS MAY BE COMBINED ON A
SINGLE PURCHASE ORDER TO THE SAME VENDOR/CONTRACTOR TO MEET MINIMUM
ORDER REQUIREMENTS. LOCAL GOVERNMENT AGENCIES OR AUTHORIZED
CORPORATIONS, WHERE APPLICABLE, WILL ISSUE THEIR PURCHASE ORDER
RELEASES DIRECTLY TO THE VENDOR/CONTRACTOR(S).

BILLING INSTRUCTIONS
THE CONTRACTOR SHALL INVOICE THE STATE ONLY AFTER COMPLETION OF THE
WORK DESCRIBED IN THE PURCHASE ORDER/CONTRACT, AND AS REQUIRED BELOW
PRIOR TO ANY PAYMENT.

THE CONTRACTOR SHALL SUBMIT AN INVOICE, WITH ALL NECESSARY SUPPORTING
DOCUMENTATION, TO: STATE AGENCY BILLING ADDRESS

SUCH INVOICE SHALL CLEARLY AND ACCURATELY DETAIL THE FOLLOWING
REQUIRED INFORMATION.

INVOICE/REFERENCE NUMBER; (ASSIGNED BY THE CONTRACTOR)
INVOICE DATE;
CONTRACT AND/OR PURCHASE ORDER NUMBER; (ASSIGNED BY THE STATE)
ACCOUNT NAME; PROCURING STATE AGENCY AND DIVISION NAME
ACCOUNT/CUSTOMER NUMBER; (UNIQUELY ASSIGNED BY THE CONTRACTOR TO
THE ABOVE-REFERENCED ACCOUNT NAME;
CONTRACTOR NAME;
VENDOR NUMBER (AS REFERENCED IN CONTRACT)
CONTRACTOR CONTACT (NAME, PHONE, AND/OR FAX FOR THE INDIVIDUAL TO
CONTACT WITH BILLING QUESTIONS);
CONTRACTOR REMITTANCE ADDRESS;
DESCRIPTION OF DELIVERED ITEM OR SERVICE; AND
TOTAL AMOUNT DUE FOR DELIVERED ITEM OR SERVICE.

THE CONTRACTOR UNDERSTANDS AND AGREES THAT THE INVOICE SHALL;

INCLUDE ONLY CHARGES FOR SERVICE DESCRIBED IN CONTRACT OR PURCHASE
ORDER AND IN ACCORDANCE WITH PAYMENT TERMS AND CONDITIONS SET FORTH
IN CONTRACT OR PURCHASE ORDER;

NOT INCLUDE ANY FUTURE WORK BUT WILL ONLY BE SUBMITTED FOR
COMPLETED SERVICE; AND

NOT INCLUDE SALES TAX OR SHIPPING CHARGES (UNLESS OTHERWISE
STIPULATED IN THE CONTRACT OR PURCHASE ORDER).

THE CONTRACTOR AGREES THAT TIMEFRAME FOR PAYMENT (AND ANY DISCOUNTS)
BEGINS WHEN THE STATE IS IN RECEIPT OF A CORRECT INVOICE MEETING THE
MINIMUM REQUIREMENTS ABOVE.

PAYMENT

IT SHALL BE THE RESPONSIBILITY OF THE "BILL TO" AGENCY TO MAKE
PAYMENT. ANY QUESTIONS CONCERNING PAYMENT SHOULD BE ADDRESSED TO THE
"BILL TO" AGENCY LISTED IN THE TOP, RIGHT SIDE OF THE PURCHASE ORDER,
NOT 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.

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.
ON-SITE INSPECTION

ALL BIDDERS SHOULD VISIT THE SITE TO TAKE EXACT MEASUREMENTS AND
EXAMINE THE PREMISES TO BECOME FAMILIAR WITH ANY PROBLEMS OR
UNUSUAL CIRCUMSTANCES WHICH MIGHT EXIST. NO ALLOWANCES WILL BE
MADE BY THE STATE FOR ERRORS IN QUOTATIONS DUE TO ANY BIDDER
NOT VISITING THE SITE PRIOR TO SUBMITTING THEIR BID. BIDDERS
SHALL BE RESPONSIBLE FOR THEIR OWN MEASUREMENTS.

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.
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 SERVICE
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.

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

NOTE: A SURETY BOND SHALL BE REQUIRED FOR ALL BIDDERS WHOSE EVALUATED
ANNUAL AWARD AMOUNT AS "VENDOR A" EXCEEDS $100,000.00.
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, 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.

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

$ 2,241,557.21

SPECIFICATIONS, SWC 173, HVAC MAINTENANCE AND REPAIR

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

INDEX / CONTRACT SPECIFICATIONS AND SPECIAL REQUIREMENTS

I. GENERAL SCOPE OF CONTRACT

A. SCOPE OF SERVICE
B. PLANNED MAINTENANCE AND GENERAL REQUIREMENTS

II. CONTRACTOR SPECIFICATIONS AND SPECIAL REQUIREMENTS

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

III. CONTRACTOR REQUIREMENTS

A. GENERAL REQUIREMENTS
B. REFRIGERANT CONSERVATION SERVICES

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

V. INVOICE INFORMATION

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

VI. VENDOR COMPLAINTS

A. ENTERING VENDOR COMPLAINTS

**********************************************************************
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, AND HOT WATER HEATERS.
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 UNDER
THE AWARDED STATE-WIDE CONTRACT AT THE PRICES BID:
1) MAINTENANCE AND REPAIR OF ENERGY MANAGEMENT SYSTEMS
2) MAINTENANCE AND REPAIR OF FUEL MONITORING SYTEMS
3) INSTALLATION OF WATER TREATMENT FEEDER UNITS
4) MONITORING SYSTEM SERVICES
5) PROGRAMMING AND SOFTWARE UPGRADES
6) HANDLING OF ASBESTOS
7) DUCT CLEANING SERVICES
8) WATER TREATMENT SERVICES
9) "R" STAMP REQUIREMENT

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. AGENCIES SHALL MAINTAIN
THE SBC APPROVAL DOCUMENTATION FOR A MINIMUM OF ONE (1) YEAR FOLLOWING
THE END OF THE CONTRACT PERIOD FOR AUDIT PURPOSES FOR ALL CONTRACT
RELEASE ORDERS (JOBS) OF $100,000.00 OR MORE.

B. PLANNED MAINTENANCE AND GENERAL REQUIREMENTS:

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.

**********************************************************************
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, TO OBTAIN PARTS, GO TO
ANOTHER BUILDING OR LEAVING THE FACILITY FOR ANY REASON.
NOTE: TIME OFF-SITE CANNOT BE CHARGED TO THE STATE.

4. ALL SERVICES AND REPAIRS MUST BE PERFORMED IN ACCORDANCE WITH
THE EQUIPMENT MANUFACTURER'S RECOMMENDED PROCEDURE OR AS
DETAILED IN THE SPECIFICATIONS. IF AVAILABLE AND REQUESTED BY
THE CONTRACTOR, MAINTENANCE MANUALS MAY BE PROVIDED TO THE
CONTRACTOR. THE MAINTENANCE MANUALS SHALL REMAIN ON-SITE.

5. VENDOR'S SHALL HAVE FOR THEIR PRIVATE USE ALL TOOLS, EQUIPMENT,
MATERIALS AND SUPPLIES CONSIDERED INDUSTRY STANDARD FOR HVAC
MAINTENANCE AND REPAIR SERVICES. ANY USE OF ADDITIONAL EQUIPMENT
WHERE THERE WILL BE A CHARGE TO THE STATE, SHALL HAVE PRIOR
APPROVAL 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. CONTRACTOR OWNED EQUIPMENT THAT IS
REQUIRED FOR SPECIALIZED WORK MAY BE CHARGED THE CURRENT RATE
THAT IS CHARGED BY RENTAL COMPANIES FOR THE SAME TYPE OF
EQUIPMENT. THE AGENCY WILL NEED TO PRE-APPROVE USE OF THE RENTED
OR OWNED SPECIALIZED EQUIPMENT. FOR THE OWNED SPECIALIZED
EQUIPMENT, THE VENDOR WILL BE REQUIRED TO PROVIDE DOCUMENTATION
FROM A MINIMUM OF TWO (2) RENTAL COMPANIES SUBSTANTIATING THE
THE RENTAL RATE PER HOUR AND/OR PER DAY ALONG WITH THE VENDOR'S
QUOTE AND/OR INVOICE. THE AGENCY RESERVES THE RIGHT TO OBTAIN
PRICES FOR THE SAME TYPE OF RENTAL EQUIPMENT FOR COMPARISON TO
PRICES QUOTED AND IF THE PRICES QUOTED APPEARS TO BE TOO HIGH,
THE AGENCY MAY OBTAIN QUOTES FOR THE JOB IN ACCORDANCE WITH
THE CONTRACT SPECIFICATIONS. THE VENDOR WILL BE ALLOWED A
MARK-UP AS SPECIFIED IN THE PARTS TERM AND CONDITION.
NOTE: IN THE EVENT THAT THE RENTED OR OWNED SPECIALIZED
EQUIPMENT REQUIRES AN OPERATOR, THE CONTRACTOR SHALL BE
ALLOWED TO INCLUDE THE COST FOR THE OPERATOR ON THE PARTS
LINE. THE COST FOR THE OPERATOR SHALL BE BASED ON THE
SAME REQUIREMENTS AS LISTED ABOVE FOR THE EQUIPMENT.

* 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.

6. THE CONTRACTOR SHALL BE ALLOWED TO OBTAIN SERVICES FOR
THE FOLLOWING USING OUTSIDE FIRMS AND MARK-UP AS SPECIFIED
IN THE PARTS TERMS AND CONDITION. THE OUTSIDE FIRMS WILL NOT
CONSIDERED SUB-CONTRACTORS; HOWEVER MUST HAVE THE REQUIRED
PERMITS, CONTRACTORS LICENSE, ETC AND MUST PROVIDE PROOF OF
HAVING THE REQUIRED CREDENTIALS TO THE FACILITY ADMINISTRATOR
UPON REQUEST.
A. CONDUCT INSPECTION AND INTERNAL CLEANING OF BOILERS TO
INCLUDE ALL LABOR AND MATERIALS REQUIRED TO OPEN, PREPARE
THE BOILER FOR INSPECTION, CLEAN, AND TO CLOSE AND START
UP THE BOILER.
B. COMPRESSOR SERVICES FOR CHILLERS INCLUDING DISASSEMBLY
OF COMPRESSORS AND REASSEMBLY WITH NEW GASKETS, O-RINGS AND
SEALS THAT MEET THE MANUFACTURER'S SPECIFICATIONS.
C. PERFORM EDDY CURRENT TESTS ON EVAPORATOR AND CONDENSER
BUNDLES ON CHILLERS.
D. OTHER HVAC/BOILER/CHILLER WORK NOT LISTED AS STANDARD
REQUIREMENTS IN THE SPECIFICATIONS AND AS REQUESTED
BY THE FACILITY ADMINISTRATOR OR THEIR DESIGNEE.

7. 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.

--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. 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. AN ESTIMATE OF COST MAY BE REQUIRED FOR ANY 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 ITEM #'S
ON 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(S) BID FOR TECHNICIAN
OR HELPER.
E. THE CONTRACTOR WILL BE ALLOWED TO CHARGE ONE TRIP CHARGE.
NOTE: IF THE AGENCY AUTHORIZES THE CONTRACTOR TO DO THE
JOB AND THE CONTRACTOR REMAINS ON-SITE TO START THE JOB,
THE CONTRACTOR SHALL NOT INVOICE FOR A SECOND TRIP CHARGE
UNLESS AUTHORIZED BY THE AGENCY.
F. THE REPAIR COST CANNOT EXCEED THE AMOUNT ESTIMATED WITHOUT
JUSTIFICATION FROM THE CONTRACTOR AND PRIOR APPROVAL
FROM AUTHORIZED AGENCY PERSONNEL. NOTE: THE INVOICE SHALL
REFLECT ACTUAL HOURS WORKED ON-SITE WHICH MAY BE LESS THAN
THAT OF THE ESTIMATED AMOUNT OF HOURS. NOTE: IF THE VENDOR
HAS TO WORK OVER THE ESTIMATED AMOUNT OF HOURS TO COMPLETE
THE JOB, THE VENDOR WILL NEED TO GET PRIOR APPROVAL OF THE
FACILITY ADMINISTRATOR OR THEIR DESIGNEE.
G. JOB ESTIMATES WILL BE MONITORED BY AGENCY PERSONNEL FOR
ACCURACY.
H. THE CONTRACTOR SHALL PERFORM THE SERVICES AS DESCRIBED,
UPON REQUEST FROM THE AGENCY.

2. 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.
*** THE FACILITY ADMINISTRATOR MUST APPROVE ALL STEPS IN THE
ESTIMATING PROCESS ***

3. REQUESTS FOR JOB ESTIMATES:
IF VENDOR 'A' GIVES AN ESTIMATE WHICH SEEMS UNREASONABLY HIGH,
OR IF THE AGENCY WANTS TO OBTAIN QUOTES FROM SEVERAL VENDORS,
THE AGENCY RESERVES THE RIGHT TO CONTACT THE OTHER TWO VENDORS
AWARDED THEIR COUNTY OR SUB-GROUP WITHIN DAVIDSON COUNTY AND
CONTRACT VENDORS IN NEIGHBORING, CONTIGUOUS, COUNTIES OR OTHER
VENDORS AWARDED DAVIDSON COUNTY FOR ESTIMATES BASED ON PRICES
BID AND PARTS (IF APPLICABLE) FOR THE SAME JOB.

THE AGENCY SHALL BE REQUIRED TO AWARD TO THE LOW BIDDER MEETING
SPECIFICATIONS. ONCE THE AGENCY HAS ACCEPTED AN ESTIMATE FOR A
JOB AND HAS AUTHORIZED THE WORK, THE VENDOR SHALL COORDINATE
COMPLETION OF THE JOB WITH THE FACILITY ADMINISTRATOR. IN CASES
WHEN THE AGENCY AWARDS TO ANOTHER VENDOR BESIDES "VENDOR A" FOR
THE COUNTY OR SUB-GROUP, IT SHALL DOCUMENT THE CIRCUMSTANCES
ON-LINE. THE FACILITY ADMINISTRATOR OR ITS DESIGNEE SHALL
REPORT THE USE OF OTHER CONTRACT VENDORS TO ITS PROCUREMENT
PERSONNEL AND/OR ITS MANAGEMENT PERSONNEL.

--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 TECHNICAL ASSISTANCE, BUT APPLY TO
MECHANIC/TECHNICIAN REGULAR AND/OR PREMIUM TIME.

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. 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 SHALL BE ALLOWED TO
CONTACT AWARDED CONTRACT VENDORS IN NEIGHBORING, CONTIGUOUS,
COUNTIES OR OTHER VENDORS AWARDED DAVIDSON COUNTY, FOR SERVICE
AND AWARD TO THE LOW BIDDER, MEETING SPECIFICATIONS.

2. NON-EMERGENCY SITUATIONS:
NON-EMERGENCY SITUATIONS WILL BE BASED UPON A 24-HOUR ON-SITE
RESPONSE TIME DURING REGULAR STATE BUSINESS HOURS USING THE
PROCESS AS DOCUMENTED ABOVE UNDER EMERGENCY SITUATIONS UNLESS
THE NON-EMERGENCY SITUATION TURNS INTO AN EMERGENCY SITUATION,
THE AGENCY SHALL FOLLOW THE SPECIFICATION REQUIREMENTS LISTED IN
PARAGRAPH II (C3) FOR NON-EMERGENCY SITUATION JOBS.

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. "SUBCONTRACTING" - RESPONSIBILITY AND LIABILITIES:

1. SUBSEQUENT TO AWARD, THE CONTRACTOR WILL BE REQUIRED TO DO THE
FOLLOWING IN THE EVENT THAT THEY NEED TO SUB-CONTRACT SERVICES
TO VENDORS OTHER THAN THOSE APPROVED AT THE TIME OF AWARD:
2. PRIOR TO USING A SUB-CONTRACTOR, THE CONTRACT HOLDER IS REQUIRED
TO OBTAIN AUTHORIZATION FROM THE DEPUTY COMMISSIONER OF THE DEPT
OF GENERAL SERVICES, PURCHASING DIVISION. THE CONTRACT HOLDER
WILL NEED TO SEND A LETTER TO THE STATE CONTRACT ADMINISTRATOR
(PURCHASING AGENT) REQUESTING PERMISSION TO SUB-CONTRACT;
LISTING THE SUB-CONTRACTOR(S) NAME, ADDRESS, CONTACT PERSON AND
TELEPHONE NUMBER AND GIVING A BREIF DESCRIPTION OF THE WORK
TO BE PERFORMED AND AN ESTIMATED DOLLAR AMOUNT TO BE GIVEN TO
THE SUB-CONTRACTOR FOR THE JOB OR ANNUALLY.
3. SUB-CONTRACTOR PERSONNEL ARE REQUIRED TO SIGN-IN AND SIGN-OUT
AND MEET THE SAME REQUIREMENTS AS THE CONTRACTOR'S PERSONNEL.
4. THE CONTRACT HOLDER CANNOT CHARGE ANY HIGHER RATES THAN THE
CONTRACT PRICE EVEN THOUGH THEIR SUB-CONTRACTOR MAY BE CHARGING
A HIGHER PRICE TO THE CONTRACT HOLDER.
5. THE CONTRACT HOLDER IS RESPONSIBLE FOR PAYING THEIR SUB-
CONTRACTORS.

--G. 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.
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 OFF-SITE PROPERLY, BY THE
CONTRACTOR IN ACCORDANCE WITH FEDERAL, STATE AND LOCAL LAWS AND
REGULATIONS. UPON REQUEST BY THE FACILITY ADMINISTRATOR,
THE VENDOR SHALL BE REQUIRED TO PROVIDE WASTE DISPOSAL
DOCUMENTATION.

--H. TIME VERIFICATION

1. THE CONTRACTOR SERVICE PERSONNEL 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 IN
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 PERSONNEL MUST SIGN-OUT AND SIGN-
IN FOR A LUNCH PERIOD IF/WHEN TAKEN DURING A WORKDAY.
D. THE CONTRACTOR SERVICE PERSONNEL MUST SIGN-OUT IF/WHEN
THE SERVICE PERSONNEL 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. 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
THE CONTRACTOR MAY DETERMINE THAT THEY NEED A HELPER OR
MORE THAN ONE TECHNICIAN AND/OR HELPER TO COMPLETE THE JOB.
JOBS REQUIRING ONE OR MORE HELPER OR MORE THAN ONE TECHNICAN
MUST HAVE PRIOR APPROVAL FROM AUTHORIZED AGENCY PERSONNEL.
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.

--I. 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 AGENCY EQUIPMENT, 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.

--J. 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. 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 PARAGRAPH II (E) TITLED "RESPONSE TIMES"
(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 OTHER AWARDED VENDORS IN ACCORDANCE WITH
THE AFOREMENTIONED PARAGRAPH.

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.

--K. 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 BID FOR
THE TECHNICIAN OR HELPER, REGULAR TIME, 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.

--L. 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. UPON REQUEST BY THE AGENCY FOR BACKGROUND
CHECK(S), THE VENDOR SHALL ABSORB ALL COSTS TO OBTAIN THE REQUESTED
TBI BACKGROUND CHECK(S). 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 COORDINATE ACCESS TO THE STATE FACILITY WITH THE
FACILITY ADMINISTRATOR OR THEIR DESIGNEE.

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.

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

--M. DAMAGES

IF STATE PROPERTY IS DAMAGED, STOLEN OR LOST AS A RESULT OF THE
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.

**********************************************************************
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 OR EMAIL.
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.

--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.

**********************************************************************
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.
**********************************************************************
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 ALL
PRODUCT RECEIPTS AND RENTAL AGREEMENTS SHALL BE LEGIBLE.
2. THE INVOICE FOR PAYMENT SHALL REFERENCE THE FOLLOWING:
A. THE FACILITY NAME, A BRIEF DESCIPTION OF WORK PERFORMED,
AN ITEMIZED LIST BY ITEM NUMBERS OF HOURS WORKED,
THE DATE(S) THE WORK WAS PERFORMED AND THE CURRENT DATE
(DATE INVOICE WAS CREATED).
B. THE AGENCY PURCHASE ORDER NUMBER ASSIGNED TO THE SERVICE/JOB;
C. THE VENDORS SERVICE TICKET NUMBER;
D. THE SERVICE TECHNICIAN AND HELPER NAMES (IF APPLICABLE).
IF THERE IS MORE THAN ONE TECHNICIAN OR ONE OR MORE HELPERS
LISTED ON THE INVOICE THAN WHAT WAS AUTHORIZED BY THE AGENCY,
THE AGENCY HAS THE AUTHORITY TO REQUEST A CORRECTED INVOICE.
E. THE COUNTY OR SUB-GROUP WITHIN DAVIDSON COUNTY FOR WHICH
THE WORK WAS PERFORMED AND MUST BE ITEMIZED AS PER THE
CONTRACT ITEM NUMBERS FOR THE CORRECT YEAR OF THE CONTRACT.

3. THE FOLLOWING IS AN EXAMPLE OF HOW THE INVOICE SHOULD APPEAR:
1) ON THE VENDORS LETTER HEAD STATIONARY WITH THEIR COMPANY
NAME, ADDRESS, CONTACT PERSON, TELEPHONE AND FAX NUMBERS,
EMAIL ADDRESS AND DATE INVOICE WAS CREATED.
2) LIST JOB DESCIPTION: REPLACED HVAC UNIT.
3) DATE(S) WORK WAS PERFORMED: JULY 1, ______.
4) FACILITY: TDOT, AERIAL SURVEYS OFFICE, 521 OLEN TAYLOR DR.
NASHVILLE, TN
5) COUNTY: DAVIDSON COUNTY, SUB-GROUP #4
6) AGENCY WORK ORDER/PURCHASE ORDER NUMBER ________
7) SERVICE TICKET NUMBER __________
8) TECHNICIANS NAME ___________
9) HELPERS NAME ____________ (IF APPLICABLE)
10) ITEM #, REG TIME, TECH, ____ HRS X $_____ = $ TOTAL
11) ITEM #, PREMIUM, TECH, _____ HRS X $_____ = $ TOTAL
12) ITEM #, TRIP CHARGE, 1 EACH AT $_____
13) PART/EQUIPMENT: 1 EA HVAC BRAND/MODEL, $_____
14) TOTAL AMOUNT DUE $_______________

**NOTE** ALL INVOICES SUBMITTED FOR PAYMENT MUST CORRESPOND
TO THE SIGN-IN AND SIGN-OUT LOG TIME SHEETS AND
THE ITEM NUMBERS OF THE SUCCESSFUL VENDORS CONTRACT
OR INVOICES WILL BE RETURNED FOR CORRECTION TO
REFLECT EXACT SERVICES RENDERED PER CONTRACT.

--B. PARTS REQUIREMENTS

WHEN APPLICABLE, PARTS, MATERIALS, SUPPLIES, AND EQUIPMENT
INVOICE(S) MUST ACCOMPANY THE INVOICE FOR PAYMENT.
1. A COPY OF THE ORIGINAL INVOICE (S) INCURRED WITH THE
PROCUREMENT OF CHARGEABLE PARTS, MATERIALS, AND SUPPLIES
SHALL BE REQUIRED AS DOCUMENTATION TO SUBSTANTIATE COST.

--C. PARTS FROM CONTRACTOR STOCK

WHEN CHARGEABLE PARTS, MATERIALS, SUPPLIES AND EQUIPMENT ARE
UTILIZED FROM THE CONTRACTOR'S STOCK, A COPY OF THE ORIGINAL
PURCHASE INVOICE SHALL BE REQUIRED AS DOCUMENTATION TO
SUBSTANTIATE COST.
1) IF NO INVOICE IS AVAILABLE, THE AGENCY MAY ELECT TO VERIFY
CURRENT MARKET VALUE, AND IF NECESSARY, AMEND THE INVOICE
TO REFLECT FAIR MARKET PRICES.

VI. VENDOR COMPLAINTS

A. ENTERING VENDOR COMPLAINTS:
AGENCIES SHALL ENTER A COMPLAINT TO VENDOR ON-LINE FOR INSTANCES
WHERE THE CONTRACT VENDOR REPETITIVELY FAILS TO RESPOND TO AN AGENCY
REQUEST FOR SERVICE, DOES NOT PROVIDE JOB ESTIMATES, FAILS TO ISSUE
DOCUMENTATION TO THE AGENCY FOR NOT PERFORMING WORK AS REQUESTED, OR
DOES NOT INVOICE CORRECTLY AND REFUSES TO CORRECT THE INVOICE(S).

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.
**********************************************************************
UNIT OF MEASURE.

LISTED BELOW ARE THE UNITS OF MEASURE FOUND ON THE LINE ITEMS:
-HR = PRICE PER HOUR
-TRIP = PRICE PER ROUND TRIP FOR COUNTIES IN THE REGION
PROTECTION

1) THE CONTRACTOR WILL PROTECT AREAS ADJACENT TO THEIR WORK AND WILL
BE REQUIRED TO REPAIR ANY DAMAGE THEY MAY CAUSE.

2) CONTRACTOR WILL CLEAN UP AND HAUL AWAY, OFF AGENCY PROPERTY, ALL
SCRAP WHEN WORK IS COMPLETED.

3) CONTRACTOR, EMPLOYEES, OR SUB-CONTRACTORS SHALL BE LICENSED,
CERTIFIED OR REGISTERED AS REQUIRED.

4) THE CONTRACTOR SHALL HAVE SUCH INSURANCE AS WILL PROTECT THE
CONTRACTOR FROM CLAIMS WHICH MAY ARISE OUT OF OR RESULT FROM THE
CONTRACTOR'S OPERATIONS UNDER THE CONTRACT AND FOR WHICH THE
CONTRACTOR MAY BE LEGALLY LIABLE, WHETHER SUCH OPERATIONS BE BY THE
CONTRACTOR OR BY SUB-CONTRACTOR OR BY ANYONE DIRECTLY OR INDIRECTLY
EMPLOYED BY ANY OF THEM, OR ANYONE FOR WHOSE ACTS ANY OF THEM MAY BE
LIABLE.

5) THE STATE OF TENNESSEE SHALL NOT BE HELD LIABLE FOR ANY DAMAGE,
LOSS OF PROPERTY, OR INJURY OF PERSONNEL RESULTING FROM ACTION OF THE
CONTRACTOR AND/OR THEIR SUB-CONTRACTORS.

6) CONTRACTOR SHALL OBTAIN ALL FEES AND PERMITS REQUIRED TO DO JOBS.
CONTRACTOR SHALL COMPLY WITH ALL CODES, STANDARDS, AND REGULATIONS
IN EXECUTING PROJECTS. THIS INCLUDES, BUT IS NOT LIMITED TO,
DETERMINING IF THERE ARE ABOVE OR UNDERGROUND ELECTRICAL CABLES/LINES,
TELEPHONE OR TELEVISION CABLE LINES, UNDERGROUND WATER, SEWER OR GAS
LINES AND OBTAINING THE REQUIRED PERMITS TO COMPLETE THE JOB REQUIRE-
MENTS. NOTE: THE VENDOR SHALL WORK WITH THE AGENCY TO DETERMINE ANY
ABOVE OR UNDERGROUND OBSTACLES PRIOR TO STARTING THE JOB. ANY DISPUTES
ON DAMAGES SHALL BE COMMUNICATED TO THE PURCHASING DIVISION.

7) ALL BIDDERS SHOULD VISIT THE SITES TO TAKE EXACT MEASUREMENTS AND
EXAMINE THE PREMISES TO BECOME FAMILIAR WITH ANY PROBLEMS OR
UNUSUAL CIRCUMSTANCES WHICH MIGHT EXIST. NO ALLOWANCES WILL BE
MADE BY THE STATE FOR ERRORS IN QUOTATIONS DUE TO ANY BIDDER
NOT VISITING THE SITES PRIOR TO SUBMITTING THEIR BID. BIDDERS
SHALL BE RESPONSIBLE FOR THEIR OWN MEASUREMENTS.

8) WORK SHALL BE SCHEDULED TO AVOID AS MUCH AS POSSIBLE ANY
INTERFERENCE WITH NORMAL OPERATION OF THE AGENCY. DURING THE WORK
PERIOD, COORDINATE WORK SCHEDULES AND OPERATIONS WITH THE AGENCY.

9) IF REQUIRED BY THE AGENCY, THE AWARDED CONTRACTOR SHALL SCHEDULE &
ATTEND A PRE-CONSTRUCTION CONFERENCE WHERE A PRE-CONSTRUCTION FORM
WILL BE SIGNED BY THE CONTRACTOR AND A REPRESENTATIVE FROM THE AGENCY
BEFORE WORK CAN BEGIN. THE CONTRACTOR MUST ALSO SCHEDULE AND ATTEND A
FINAL INSPECTION WHERE A FINAL INSPECTION FORM WILL BE SIGNED BY
THE CONTRACTOR AND A REPRESENTATIVE FROM THE AGENCY BEFORE THE
INVOICE WILL BE PAID.

SWC 173, HVAC MAINTENACE AND REPAIR
LOCATIONS INCLUDED ON STATEWIDE

THE LIST OF LOCATIONS AND THE EVALUATION MODEL ARE AVAILABLE FOR
PRINTING FROM THE WEBSITE: WWW.TENNESSEE.GOV/GENERALSERV/PURCHASING
AS THEY ARE ATTACHED TO THE SOLICITATION.

THE INFORMATION CAN ALSO BE OBTAINED BY SENDING AN EMAIL TO
MILTON DETILLIER AT MILTON.DETILLIER@TN.GOV OR BY CALLING HIM
AT 615-253-7815.