FY26 - 27 COBH Chiller Maintenance

Central Ohio Behavioral Healthcare is soliciting bids for a contractor to perform preventative maintenance and testing on chillers in our main building and forensic building.Pre-bid walkthrough is scheduled on 05/07/25 at 9:00am:Address is 2200 West Broad Street, Columbus, OH  43223 in the main (new) building.  SCOPE OF WORK AND DELIVERABLES Anticipated Contract periods: FY26 - July 1, 2025 through June 30, 2026 and FY27 – July 1, 2026 through June 30, 2027.Contractor must be authorized to perform maintenance and service on Metasys equipment/systems. Please provide authorization documentation with bid submission.Scheduled Maintenance:COBH (main) building:  Annually (October/November) - Fall Shut down of three (3) Daikin AWV chillers per manufactures recommendations including but not limited to:
Inspect internal sample filters for discoloration (dirt build-up). Replace as necessary. Inspect all end-of-line filter(s) for dirt/ dust build-up. Replace as necessary. Inspect all tubing for brittleness, seal, and holes. Replace as needed. Inspect all screws and terminal blocks for looseness. Tighten as needed. Expose the sensor to clean air and span gas sources. Recalibrate as needed. Instruct and advise troubleshooting techniques as required. Provide a written report of current chiller status, all repair needs and deficiencies to the Building Construction Superintendent or designee.

 
Annually (March/April) - Spring Start-up of three (3) Daikin AWV chillers per manufactures recommendations including but not limited to:
Check condition of motor starter. Start machine; inspect, adjust and calibrate operational and safety controls for proper function. Vibration Monitoring. Inspect thermal insulation for integrity. Clean and paint as required. Electrical (Including the VFDs). Sequence test controls. Check contactors for pitting, replace as required. Check terminals for tightness, tighten as necessary. Verify solenoid plug(s) tightness and gasket integrity. Clean control panel interior. Perform oil analysis on compressor oil. Complete operating log and record readings. Check purge operation. Check trim of unit. Instruct and advise troubleshooting techniques as required. Provide a written report of current chiller status, all repair needs and deficiencies to the Building Construction Superintendent or designee.

 
Electrical (Including the VFDs)
Sequence test controls. Check contactors for pitting, replace as required. Check terminals for tightness, tighten as necessary. Verify solenoid plug(s) tightness and gasket integrity. Clean control panel interior. Megger compressor motor. Perform compressor vibration test. Perform oil analysis test on compressor oil. Refrigerant sample for contamination analysis. Sample to be taken one (1) time per year.

 
Condenser:
Clean condenser coils. Check fan blades for tightness on shaft. Check fan blades for loose rivets and cracks, check motor brackets. Check coil fins for damage and straighten as necessary.

 Moritz building:  Annually (October/November) - Fall Shut down of one (1) Carrier Model: 30RBF19064-LNW6K chiller per manufactures recommendations. Annually (March/April) - Spring Start-up of one (1) Carrier Model: 30RBF19064-LNW6K chiller per manufactures recommendations including but not limited to:
Verify that the chilled water loop is properly treated. Check chilled water strainers, clean as necessary. Check cooler heater operation, if equipped. Check condition of condenser fan blades and that they are securely fastened to the motor shaft. Perform Service Test to confirm operation of all components. Check all electrical connections, tighten as necessary. Inspect all contactors and relays, replace as necessary. Check refrigerant filter driers for excessive pressure.

 
Quarterly (Services can be completed during annual startup and shutdown services)
Check crankcase heater operation. Check chilled water flow switch operation. Check all condenser fans for proper operation. Check all refrigerant joints and valves for refrigerant leaks, repair as necessary. Hydronic System- Inspect pump seal. Lubricate pump motor as required. Inspect all contactors.

Additional Services:COBH will request and schedule services as needed. Service Rates – This contract shall include commitment for emergency calls on an ‘as needed’ basis deemed emergency by COBH. The Contractor must have adequate personnel to be capable of responding to emergencies 24 hours per day, 365 days per year. Response time shall be no more than 2 hours for emergency calls. The hourly charge for emergency services should include all costs related to providing the service (i.e., equipment and personnel, etc.). Hourly charges for emergency services shall commence upon arrival to our facility. An itemized invoice shall be provided for all emergency services.Service during regular working hours shall be billed at regular hourly wage rates. Service during hours other than 7:30 a.m. to 4:00 p.m. shall be listed clearly to describe overtime and holiday rates. The Contractor must have adequate personnel and equipment to respond to emergencies 24 hours per day, 365 days per year.The bid should show hourly rate for above services during normal working hours, weekends and holidays and be accompanied by any written certifications. Invoices must be itemized to clearly reflect labor and materials separately (if any materials are used). Materials may be provided by COBH (prior approval will be required if contractor is to provide any materials). Maintaining Records/Reporting: The contractor shall maintain a complete set of records of each scheduled preventive maintenance inspection including, but not limited to inspection dates, items checked, current chiller status, repairs, maintenance performed, problems noted and a statement of accounts with the following information: Scheduled inspection charge for the current period and the accumulated total to date; and repair charges for the current period and the accumulated total to date.  The records shall be maintained for the term of the contract and surrendered to COBH upon termination or cancellation of this contract. Following completion of each scheduled inspection or repair, the contractor shall review with the facility contact person (or designee) the details of the work just completed and any recommendations for necessary repairs or improvements to the system. Within one (1) week following a scheduled inspection or repair, the contractor shall file a written report that lists all repair needs and deficiencies, that provides a copy of the inspection log, that covers the information specified in Section 7 under “Maintaining Records/ Reporting”. The list of technicians shall be included in the report with certification or licenses listed.