Air_Cooled_Chillers_Checklist_&_Condition_Assesment.docx
DOCX document 20 KB Posted
- Attached to
- HVAC-Systems and Related Services
- Solicitation number
- 26-0009-RFP
- Issued by
- Pinellas County, Florida
About this file
This is a Condition Assessment and Maintenance Checklist document for air-cooled chillers issued by Pinellas County, Florida as part of a comprehensive HVAC Systems and Related Services contract. The checklist establishes annual preventive maintenance requirements for 20 air-cooled chillers across the county's 150+ facility locations, with three preventive maintenance services required per unit annually. The contract encompasses 122 total line items including cooling towers, pumps, and water-cooled chillers requiring structured maintenance performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) with a mandatory three-hour emergency response time. Proposals are due April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026. The initial contract term is 36 months from award with two optional 12-month renewal periods. An anticipated award date of August 12, 2026, has been identified for Johnson Controls, Inc.
The checklist specifies mandatory tasks including full spectrum oil analysis under EPA guidelines testing for wear and corrosion elements, oil level checks and changes per manufacturer recommendations, condenser coil cleaning, leak detection, Megger insulation testing, electrical terminal inspection and tightening, refrigerant level and pressure checks, safety control calibration, motor and starter functional testing, and comprehensive operating logs recording ambient temperature, pressures, voltages, amperages, and water temperatures. Contractors must submit annual preventive maintenance documentation within 30 days of service completion and provide formal Condition Assessments with Remaining Useful Life projections. The condition rating scale ranges from "Very Good" (new or like-new condition requiring only routine maintenance) through "Failed" (nonfunctional and requiring immediate replacement). The total estimated contract amount is $375,079.00 for the three-year initial term with a Not-To-Exceed budget of $220,000 comprising $200,000 for standard preventive maintenance and repairs and $20,000 for authorized additional services. Contractors must maintain comprehensive insurance coverage including $1,000,000 Commercial General Liability, $1,000,000 Business Automobile Liability, and $5,000,000 Excess/Umbrella Liability from carriers with AM Best ratings of A-VIII or better.
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Page 2 of 2 Air Cooled Chillers
INSTRUCTIONS FOR COMPLETING – CHECKLIST AND CONDITION ASSESSMENT The Contractor shall complete for each asset and its associated components covered under this contract. This form must be completed annually and submitted as part of the Annual Preventive Maintenance documentation package. Check off next to each completed task.
Location
Description
Oil Analysis: This will include a full spectrum analysis to be collected under EPA guidelines. The spectrochemical analysis will test for wear and corrosion elements in the oil sample. This will include, but not limited to: iron, chromium, aluminum, lead, silicon, tin, and zinc. Reported results
Check oil level in compressor(s) and add as required or change oil if required (after the oil analysis in 1) above is completed).
Provide all oil filter(s) and driers changes per manufacturers’ recommendation.
Clean condenser coils with metal safe coil cleaner.
Complete leak check of unit.
Perform Megger Insulation Test on compressor(s) per manufacturer’s specifications and schedule
Inspect all wiring and connections for tightness and signs of overheating and discoloration.
Check and tighten all electrical terminals (motor and control panel including starters) and check contacts for wear. Clean contacts with approved cleaner, cost of cleaner included in the contract. Replace if required.
Check crankcase heater for proper operation.
Lubricate condenser fan motors if required, cost of lubricant is included in contract.
Functionally test and calibrate safety and operating controls per manufacturer’s specifications.
Notes
Check refrigerant level and add as required; refrigerant is considered a part.
Check refrigerant pressures.
Check superheat and adjust as required.
Check the operation of all motors and starters including condenser fans and chilled water pump.
Functionally check external interlocks, flow switch and pumps.
Verify operation of lead/lag sequence and change if applicable.
Create a complete operating log and record ambient temperature, operating temperatures, pressures, voltages and amperages, entering and leaving water temperatures, pressure drop across evaporator.
Start Value
Finished Value
Measure and record motor voltage and amperage and calculate the voltage and current imbalance. Compare amperage with rated amperage.
Notes
Date:
Signature:
County Representative Signature:
Condition Rating Scale
Notes
| Scale |
| Description of Condition Rating Scale |
| Very Good |
| Component is in new or like-new condition with full performance capability. No corrective actions are required beyond routine preventive maintenance. |
| Good |
| Component is in acceptable operating condition, performing as intended, with no immediate corrective work required outside of scheduled preventive maintenance. |
| Fair |
| Component remains functional but is degraded or showing measurable wear. Increased monitoring and prioritization for future capital planning is required. |
| Poor |
| Component condition is unacceptable or nearing failure. Significant deterioration or recurring issues exist and near‑term replacement must be planned. |
| Failed |
| Component is nonfunctional, inoperable, or unsafe to operate. Immediate replacement or major corrective repair is required. |
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