Maintenance and As-Needed Repair for Two Walk-In Freezers

The San Mateo County Sheriff's Office Forensic Laboratory, located at 50 Tower Road in San Mateo, California has two walk-in freezers that store evidence. These freezers must remain under -10 degrees Celsius at all times. The laboratory requires a vendor to provide quarterly maintenance to ensure proper operation, and also emergency repair services when the temperature fluctuates outside the acceptable range.

The County of San Mateo is seeking quotations for:

A contractor to provide comprehensive maintenance and repair services for the two walk-in freezers. The services shall include, but are not limited to, the following:

1. Preventive Maintenance:
   • Quarterly inspections and maintenance of the refrigeration systems, including:
     • Test for excessive vibration, motor winding resistance, refrigerate charge, fan RMP, refrigerant oil (acid), water condition, safety controls, control systems, etc.
     • Inspect for worn, failed, or doubtful parts, mountings, drive couplings, and refrigerant leaks, etc.
     • Inspection and testing of electrical components, including wiring, fuses, and circuit breakers.
     • Inspection and maintenance of door seals, hinges, and gaskets to ensure proper sealing and energy efficiency.
     • Verify the operation of all components.
   • Maintenance:
     • Align belts, drive couplings, air fans
     • Tighten electrical connections, mounting bolts, pipe clamps
     • Adjust belt tension, set point of controls and limits, compressor cylinder unloaders
     • Lubricate motors, bearings, fan bearings, fan vane linkages, valve systems
   • Clean condenser coils annually material and labor included.
2. As-Needed Repairs:
   • Emergency repair services available 24/7 to address any unexpected breakdowns or malfunctions.
   • Replacement of faulty components, including compressors, fans, thermostats, and other critical parts.
   • Refrigerant leak detection and repair, including recharging the system with the appropriate refrigerant type.
   • Repair or replacement of door seals, hinges, and gaskets as needed to maintain proper sealing and energy efficiency.
   • Electrical repairs, including wiring, fuses, and circuit breakers, to ensure safe and reliable operation.
3. Standards and Regulations:
   • All work must comply with the latest standards and regulations, including but not limited to:
     • California Mechanical Code (CMC)
     • California Electrical Code (CEC)
     • Environmental Protection Agency (EPA) regulations regarding refrigerants
     • Occupational Safety and Health Administration (OSHA) standards
   • Contractor must be licensed and insured to perform refrigeration and electrical work in the state of California.
   • All technicians must be certified to handle refrigerants and perform refrigeration system repairs.

Service Requirements

The contractor shall adhere to the following service requirements:

1. Response Time:
   • For emergency repair services, the contractor must respond within 4-8 hours of receiving the service call.
   • For non-emergency repairs, the contractor must schedule and complete the repair within 72 hours of receiving the service request.
2. Reporting:
   • Provide detailed service reports for each maintenance visit and repair, including a description of the work performed, parts replaced, and any recommendations for future maintenance or repairs.
3. Communication:
   • Maintain open and clear communication with County staff regarding the status of maintenance and repair activities.
   • Notify County staff immediately of any issues that may impact the operation of the freezers or require additional attention.
   • When on-site, contractor will check-in and out with the Front Office.

Delivery Requirements

The contractor shall adhere to the following delivery requirements:

1. Parts and Materials:
   • Ensure that all replacement parts and materials used in maintenance and repairs are of high quality and meet or exceed the original equipment manufacturer (OEM) specifications.
   • Maintain an inventory of commonly used parts to facilitate timely repairs and minimize downtime.
2. Scheduling:
   • Coordinate with County staff to schedule maintenance visits at times that minimize disruption to facility operations.
   • Provide advance notice of scheduled maintenance visits and any required downtime for repairs.
3. Worksite Management:
   • Ensure that all work areas are kept clean and free of debris during and after maintenance and repair activities.
   • Dispose of any waste materials in accordance with local regulations and County policies.

By adhering to the above scope of work, the contractor will ensure that the County of San Mateo's walk-in freezers are maintained in optimal condition, providing reliable and efficient operation to support the County's needs.

Please complete the Pricing Bid Table in section 3 and please also upload your competitive quotation including accurate lead times as well as any applicable freight and delivery costs for the items listed.

Cost, conformity to specifications of goods, and product availability will be considered. After an evaluation of all quotations, a County purchase order is expected to be issued in association with the lowest, responsive bid received from a qualified, responsible, and manufacturer/publisher authorized vendor.