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

{
  "id": 225162,
  "_slug": "smcgov",
  "title": "Maintenance and As-Needed Repair for Two Walk-In Freezers",
  "status": "closed",
  "summary": "<p>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.</p><p>The County of San Mateo is seeking quotations for:<em> </em></p><p>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:</p><ol style=\"list-style-type: upper-alpha;\"><li><strong>Preventive Maintenance:</strong><ul><li>Quarterly inspections and maintenance of the refrigeration systems, including:<ul><li>Test for excessive vibration, motor winding resistance, refrigerate charge, fan RMP, refrigerant oil (acid), water condition, safety controls, control systems, etc.</li><li>Inspect for worn, failed, or doubtful parts, mountings, drive couplings, and refrigerant leaks, etc.</li><li>Inspection and testing of electrical components, including wiring, fuses, and circuit breakers.</li><li>Inspection and maintenance of door seals, hinges, and gaskets to ensure proper sealing and energy efficiency.</li><li>Verify the operation of all components.</li></ul></li><li>Maintenance:<ul><li>Align belts, drive couplings, air fans</li><li>Tighten electrical connections, mounting bolts, pipe clamps</li><li>Adjust belt tension, set point of controls and limits, compressor cylinder unloaders</li><li>Lubricate motors, bearings, fan bearings, fan vane linkages, valve systems</li></ul></li><li>Clean condenser coils annually material and labor included.</li></ul></li><li><strong>As-Needed Repairs:</strong><ul><li>Emergency repair services available 24/7 to address any unexpected breakdowns or malfunctions.</li><li>Replacement of faulty components, including compressors, fans, thermostats, and other critical parts.</li><li>Refrigerant leak detection and repair, including recharging the system with the appropriate refrigerant type.</li><li>Repair or replacement of door seals, hinges, and gaskets as needed to maintain proper sealing and energy efficiency.</li><li>Electrical repairs, including wiring, fuses, and circuit breakers, to ensure safe and reliable operation.</li></ul></li><li><strong>Standards and Regulations:</strong><ul><li>All work must comply with the latest standards and regulations, including but not limited to:<ul><li>California Mechanical Code (CMC)</li><li>California Electrical Code (CEC)</li><li>Environmental Protection Agency (EPA) regulations regarding refrigerants</li><li>Occupational Safety and Health Administration (OSHA) standards</li></ul></li><li>Contractor must be licensed and insured to perform refrigeration and electrical work in the state of California.</li><li>All technicians must be certified to handle refrigerants and perform refrigeration system repairs.</li></ul></li></ol><p>Service Requirements</p><p>The contractor shall adhere to the following service requirements:</p><ol style=\"list-style-type: upper-alpha;\"><li><strong>Response Time:</strong><ul><li>For emergency repair services, the contractor must respond within 4-8 hours of receiving the service call.</li><li>For non-emergency repairs, the contractor must schedule and complete the repair within 72 hours of receiving the service request.</li></ul></li><li><strong>Reporting:</strong><ul><li>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.</li></ul></li><li><strong>Communication:</strong><ul><li>Maintain open and clear communication with County staff regarding the status of maintenance and repair activities.</li><li>Notify County staff immediately of any issues that may impact the operation of the freezers or require additional attention.</li><li>When on-site, contractor will check-in and out with the Front Office.</li></ul></li></ol><p>Delivery Requirements</p><p>The contractor shall adhere to the following delivery requirements:</p><ol style=\"list-style-type: upper-alpha;\"><li><strong>Parts and Materials:</strong><ul><li>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.</li><li>Maintain an inventory of commonly used parts to facilitate timely repairs and minimize downtime.</li></ul></li><li><strong>Scheduling:</strong><ul><li>Coordinate with County staff to schedule maintenance visits at times that minimize disruption to facility operations.</li><li>Provide advance notice of scheduled maintenance visits and any required downtime for repairs.</li></ul></li><li><strong>Worksite Management:</strong><ul><li>Ensure that all work areas are kept clean and free of debris during and after maintenance and repair activities.</li><li>Dispose of any waste materials in accordance with local regulations and County policies.</li></ul></li></ol><p>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.</p><p>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.</p><p>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.</p>",
  "isPaused": false,
  "template": {
    "title": "Request for Quotes (Departmental Use)"
  },
  "addendums": [
    {
      "id": 99487
    }
  ],
  "copyCount": 0,
  "isPrivate": false,
  "comingSoon": false,
  "created_at": "2025-12-26T22:14:33.335Z",
  "department": {
    "id": 5112,
    "name": "Sheriff's Office"
  },
  "government": {
    "code": "smcgov",
    "organization": {
      "city": "Redwood City",
      "logo": "https://assets.procurement.opengov.com/logo-uploads/cf4a120a-e7d8-4e8c-b7fd-fca8db3c7adb_Seal_of_San_Mateo_County,_California.svg.png",
      "name": "County of San Mateo",
      "phone": "(650)363-4123",
      "state": "CA",
      "website": "https://www.smcgov.org/",
      "zipCode": "94063",
      "address1": "400 County Center",
      "address2": "1st Floor",
      "phoneExt": null,
      "timezone": "America/Los_Angeles",
      "countryCode": "US",
      "phoneCountry": "1"
    }
  },
  "financialId": "2026-RFQ-00268",
  "closeOutReason": null,
  "closedSubstatus": "awarded",
  "proposalDeadline": "2026-01-15T01:00:31.567Z",
  "releaseProjectDate": "2025-12-30T22:29:32.759Z"
}