Air_Cooled_Chillers_Checklist_&_Condition_Assesment.docx

This is an Air-Cooled Chillers Checklist and Condition Assessment form developed by Pinellas County, Florida for use under a comprehensive HVAC Systems and Related Services contract. The document establishes mandatory annual preventive maintenance procedures and condition assessment protocols for air-cooled chillers across the county's portfolio of approximately 4.5 million square feet spanning more than 150 locations. The checklist encompasses 20 air-cooled chillers and requires contractors to complete detailed inspections including oil analysis with full spectrum spectrochemical testing, refrigerant level and pressure checks, compressor insulation testing, electrical connection verification, safety control calibration, motor and fan operation testing, and comprehensive operating logs documenting ambient temperature, pressures, voltages, amperages, and water temperatures. The form includes a structured condition rating scale categorizing component status as Very Good, Good, Fair, Poor, or Failed, with corresponding corrective action requirements ranging from routine preventive maintenance to immediate replacement or major repair. Contractors must submit completed documentation as part of the Annual Preventive Maintenance documentation package, with all work performed during regular business hours (Monday-Friday, 7:00 AM-5:00 PM) and submissions required within 30 days of service completion.

The checklist serves as a standardized tool supporting Pinellas County's broader preventive maintenance framework and asset lifecycle planning strategy. Completion of this form is mandatory for all contractors awarded under the HVAC Systems and Related Services contract, which establishes a 36-month initial term with two optional 12-month renewal periods. Contractors must maintain an office in Pinellas County or convenient radius, complete Florida Department of Law Enforcement background checks and Pinellas County Security Clearance processes prior to work commencement, and demonstrate compliance with manufacturer standards and HVAC industry best practices. The contract requires quarterly vendor performance meetings with a measurable metric of 25 percent of annual preventive maintenance inspections completed per quarter, supported by comprehensive insurance coverage including $1,000,000 Commercial General Liability per occurrence and $5,000,000 Excess/Umbrella Liability. The total estimated contract value is $375,079.00 for the three-year initial term with an estimated annual expenditure of $125,026.33, with a Not-To-Exceed budget of $220,000 comprised of $200,000 for preventive maintenance and repairs and $20,000 for unspecified services requiring prior written county authorization.