Appendix_D_-_City_Hall_MSC_Chillers_Chiller_Services_Provider_(CSP).pdf

Appendix D

CITY HALL AND MUNICIPAL SERVICES CENTER (MSC) CHILLERS

CHILLER SERVICES PROVIDER (CSP)

1. Intent

This Appendix describes the services to be provided by the Chiller Services Provider (CSP) as a part of the City of St. Petersburg, Full Coverage HVAC Services at Municipal Service Center, City Hall and City Hall Annex – hereinafter, within this Attachment, referred to as the Prime Agreement.

The Prime Agreement is held between the City of St. Petersburg and the Building Services Provider (BSP). The CSP should be an authorized, pre-approved, subcontracted service provider to the Prime Agreement holder. The City will allow for alternate CSPs. Approval of alternate CSPs will be at the Engineer of Record’s discretion. Approved CSPs are:

a. Johnson Controls, Inc. (JCI) – Tampa, FL Contact person: Lindsay Allgeyer (702) 280-2205

b. Daikin Applied Americas Inc. – Tampa, FL Contact person: Dave Lambert (407) 630-4814

Or Justin Price (813) 255-5105

c. Trane U.S. Inc. – Tampa, FL Contact person: Joe Noone (704)746-6346

d. ConServ Building Services, Inc. – Largo, FL Contact person: Ed Berry (727) 541-5503

This Attachment is a part of the Prime Agreement. The CSP should be bound by the Terms and Conditions of the Prime Agreement. Wherein there is conflicting Scope of Work or Terms and Conditions within this Attachment and the Prime Agreement, the stricter requirements should apply.

In as much as service organizations have slightly differing perspectives on the extent of “chiller services”, the intent of this Attachment is for the highest level of maintenance services offered by the CSP be provided – be it referred to as “Blue Ribbon”, “Premium”, “Assured”, “Comprehensive” level of service, or other name, this is the expected Standard of Care;

hereinafter referred to as Comprehensive CSP Services. The SUMMARY that follows is a generic outline of those services, to be added to as deemed appropriate and consistent with the CSP offered services. Material, labor and services for maintenance are included herein.

2. Summary of Water-Cooled Chiller Services

a. This Attachment applies to the two (2) water-cooled, centrifugal chillers located at the Municipal Services Center (MSC):

(1) Two (2) YORK Centrifugal Chillers – only the machines – model numbers

YTC3C3B2, S #GEDM 240.

(2) Nominal capacity rating of 240 tons each.

(3) Installed new in approximately 1995.

(4) Legal disposal of any hazardous or controlled wastes associated with the services provided are a part of the CSP Scope of Work.

(5) The requirement for additional support trades to complete the CSP Scope of Work (including, but not limited to, electrical safeguarding, rigging, shipping, and delivery charges) are a part of this Attachment.

b. Service/Support on Demand is a part of this Attachment:

(1) The MSC is a priority operating facility and support should be treated as such.

(2) This is a 24/7/365 support contract – the terms of responsiveness should be in line with the Prime Agreement.

(3) The response time and coordination should be the responsibility of the BSP as identified in the Prime Agreement.

(4) During any site visit (On-Demand; Monthly; or Annually), the CSP should notify the BSP immediately of any identified deficiencies or issues.

c. Monthly site visits are required:

(1) Provide supplies and materials (including, but not limited to consumables, accessories, filters; paper, light bulbs – other than specialty, lubrication oil and grease, gaskets, and paint). Topping off freon is required in the base bid, but is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

(2) At a minimum, provide the following services while on-site:

(3) Observe the operation of the chiller(s).

(a) Confer with the City personnel responsible for operating the chillers to help identify any notable events pertaining to the chiller operation since the last site visit.

(b) Test for leaks – including freon. Only test for leaks on low pressure chillers if the purge count is up.

(c) Lubricate equipment per the manufacturer’s published literature.

(d) Clean the area around the equipment and components as needed.

(e) Tighten connections, if needed.

(f) Lubricate linkages.

(g) Verify proper operation of the purge units.

(h) Observe run times, cycle times, alarms, frequency of start/stops, and other information available at the chiller Human Interface Panel – make note of any anomalies.

(i) Exercise chiller(s) with coordination of the BSP and/or the Owner should the equipment not be operating when arriving on-site.

(j) Provide any chiller operational performance improvement opportunities.

(k) Review Water Treatment logs (not a part of this Attachment).

(l) Observe (not analyze) water quality – both Chilled Water and

Condenser Water.

(m) Review the most recent water treatment report(s) left on site or provided upon request from the Owner; and make note of any concerns in the site visit report(s).

(4) Make note of any water treatment concerns on site visit reports. Re-charging the system is considered to be a maintenance issue and is covered as a part of this contract, but is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

(5) Provide report(s) within ten (10) calendar days of site visits or other activity on site.

(6) A legibly written report should be submitted to the BSP after each site visit, signed and dated – provide an electronic copy of all reports to city project manager identifying any unusual noises, odors, or other observable potential issues.

d. Vibration Analyses should be done on an annual basis, at a minimum:

(1) Provide a three-point (three planes) vibration analysis of the compressor and at least three (3) other benchmark locations on the machine.

(2) The vibration analysis should be performed by a technician skilled in the use of a vibration instrument.

(3) Document the vibration instrument model, serial number, and date last calibrated.

(4) Should the servicing technician identify a particular concern regarding vibration of the machines in between annual measurements, this should be brought to the attention of the Owner (via the BSP) for dispensation and direction.

e. Oil Analysis should be done on an annual basis:

(1) Wherein, several oil lubrication reservoirs exist on the chillers (including but not limited to the gear box and chiller oil), collect oil samples from each reservoir.

(2) Send collected oil samples to a lab routinely in the business of analyzing oil samples from operational machinery.

(3) Provide an electronic copy of the Oil Analysis Report to the Owner and BSP within forty-five (45) days of collecting the samples.

f. Tube brushing (cleaning) of both the Evaporator and Condenser Tubing should be Required, as noted below:

(1) Tube cleaning of both the Evaporator and the Condenser Tubes should be completed within sixty (60) calendar days of start of the Prime Agreement.

(2) Provide Annual Condenser Tube brushing.

(3) Provide Evaporator Tube cleaning, every three (3) years with the first Evaporator cleaning to be provided on Year 1 of the Prime Agreement.

(4) Gantries or other lifting devices, equipment or tools should be provided by the

CSP.

(5) Insulation, or other components, damaged during head removal/servicing should be repaired.

(6) Provide general site cleanup and disposal of debris after efforts have been completed.

g. Eddy Current Testing should be provided on Year 1 and every third year thereafter, if applicable:

(1) Provide Eddy Current Testing on both the Evaporator and Condenser Tubes.

Provide a thorough and legibly written Eddy Current Test Report, dated and signed.

(2) Eddy Current Testing should be completed in sync with the frequency of the Evaporator Tube brushing, after evaporator tubes have been brushed.

h. Minor Repair, Replacement Parts and Materials should be a part of the CSP services:

(1) Minor replacement parts include, but are not limited to gauges, thermometers, control devices, manual valves (non-refrigerant), electrical contacts, minor solenoids.

(2) Provide only new OEM parts per the Prime Agreement:

(3) Only if pre-approved by the Owner should parts other than OEM products be allowed.

i. Major replacement parts (motor replacement; re-tubing; compressor replacement;

refrigerant valves; actuators; electro-mechanical starters; etc.) are a part of the Comprehensive CSP Services as a part of the BASE BID:

j. This is a full Bumper-to-Bumper services contract.

(1) Provide a BID ALTERNATE DEDUCT to exclude Major Replacement Parts.

(2) Any replacement parts provided by the CSP should be new, unless otherwise approved by the Owner, and have a minimum one-year warranty from the date of installation as documented in site visit reports.

(3) Compressor failures judged to be caused by forces external to the chiller are not the responsibility of this contractor. Refer to Scope of Services document, paragraph on Force Majeure (Act of God) Exclusions.

k. BID ALTERNATE to Exclude Major Replacement Parts:

(1) In the event this Bid Alternate is accepted by the Owner, the following Prevails:

Upon discovering a Major Parts Replacement is in order, the CSP should immediately notify the Owner via the BSP (the Prime Agreement holder) of any scope of work (parts, labor, material, or otherwise) potentially not covered in this Attachment:

(a) Provide an explanation of the part(s) to be replaced.

(b) Provide a cost of the Replacement Part(s).

(c) The labor, supplies, and any other materials are not included in this BID ALTERNATE...these items remain a part of the Contract even if the BID ALTERNATE is accepted.

(d) Re-charging the system is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

(2) No work should be completed on items deemed to be outside of this Attachment without consent and direction from the BSP.

(3) Major Replacement parts for water cooled chillers are identified in the list below:

(a) Compressor

(b) Condenser bundle

(c) Evaporator bundle

(d) VFD

(e) Chiller control panel

(f) Gears

(g) Shaft seals

(h) Compressor Motor

(i) Suction elbow gaskets

l. Catastrophic Breakdown:

In the event of the catastrophic breakdown of a chiller, the CSP should work diligently with the BSP and the Owner to provide building Chilled Water as soon as possible.

This might entail, but does not preclude other alternatives:

(1) Provide a proposal to tie-in a temporary chiller.

(2) Provide a proposal to replace a chiller with another alternative chiller of the same or greater capacity (either new or used).

(3) Provide some other means to meet the cooling loads in the building as soon as possible.

3. Summary of Air-Cooled Chiller Services

a. This Attachment applies to the two (2), air-cooled, screw chillers located at City Hall:

(1) Two (2) TRANE Screw Chillers – model # RTAA125A.

(2) Nominal capacity rating of 125 tons each.

(3) Installed approximately in the year 2006.

(4) Legal disposal of any hazardous or controlled wastes associated with the services provided are a part of the CSP Scope of Work.

(5) The requirement for additional support trades to complete the CSP Scope of Work (including, but not limited to, electrical safeguarding, rigging, shipping and delivery charges, etc.) are a part of this Attachment.

(6) Please note that the two (2), City Hall air-cooled screw chillers will be replaced in 2026 with three (3), new air-cooled scroll Trane chillers that will require service under this contract. Each of these three (3) chillers will have a 10-year parts and labor warranty provided by Trane which will commence at time of installation.

b. Service/Support on Demand is a part of this Attachment:

(1) The City Hall is a priority operating facility and support should be treated as such.

(2) This is a 24/7/365 support contract – the terms of responsiveness should be in line with the Prime Agreement.

(3) The response time and coordination should be the responsibility of the BSP as identified in the Prime Agreement.

(4) During any site visit (On-Demand; Monthly; or Annually), the CSP should notify the BSP immediately of any identified deficiencies or issues.

c. Monthly site visits are required:

(1) Provide supplies and materials (including but not limited to consumables, accessories, filters, paper, light bulbs – other than specialty, lubrication oil and grease, gaskets, and paint) Topping off freon is required in the base bid, but is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

(2) At a minimum, provide the following services while on-site:

(a) Observe the operation of the chiller(s).

(b) Confer with the City personnel responsible for operating the chillers to help identify any notable events pertaining to the chiller operation since the last site visit.

(c) Test for leaks – including freon.

(d) Check Oil levels and purge non condensables. Oil and filter should only be replaced if analysis reveals that the oil is contaminated.

(e) Clean the area around the equipment and components as needed.

(f) Observe run times, cycle times, alarms, frequency of start/stops, and other information available at the chiller Human Interface Panel – make note of any anomalies. Exercise chiller(s) with coordination of the BSP and/or the Owner should the equipment not be operating when arriving on-site.

(g) Provide any chiller operational performance improvement opportunities.

(3) Re-charging the system is considered to be a maintenance issue and is covered as a part of this contract but is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

(4) Provide report(s) within ten (10) calendar days of site visits or other activity on site.

(5) A legibly written report should be submitted to the BSP after each site visit, signed and dated – provide an electronic copy of all reports to city project manager. Identify any unusual noises, odors or other observable potential issues.

d. Vibration Analyses should be done on an annual basis; at a minimum:

(1) Provide a three-point (three planes) vibration analysis of the compressor and at least three (3) other benchmark locations on the machine.

(2) The vibration analysis should be performed by a technician skilled in the use of a vibration instrument.

(3) Document the vibration instrument model, serial number, and date last calibrated.

(4) Should the servicing technician identify a particular concern regarding vibration of the machines in between annual measurements, this should be brought to the attention of the Owner (via the BSP) for dispensation and direction.

e. Oil Analysis should be done on an annual basis:

(1) Wherein, several oil lubrication reservoirs exist on the chillers (gear box; chiller oil, etc.), collect oil samples from each reservoir.

(2) Send collected oil samples to a lab routinely in the business of analyzing oil samples from operational machinery.

(3) Provide an electronic copy of the Oil Analysis Report to the Owner and BSF within forty-five (45) days of collecting the samples.

f. Minor Repair, Replacement Parts and Materials should be a part of the CSP services:

(1) Minor replacement parts include, but are not limited to: gauges, thermometers, control devices, electrical contacts, and minor solenoids.

(2) Provide only new OEM parts per the Prime Agreement:

(3) Only if pre-approved by the Owner should parts other than OEM products be allowed.

g. Major replacement parts (motor replacement; compressor replacement; refrigerant valves; actuators; electro-mechanical starters; etc.) are a part of the Comprehensive CSP Services as a part of the base bid:

(1) This is a full Bumper-to-Bumper services contract.

(2) Provide a BID ALTERNATE DEDUCT to exclude Major Replacement Parts.

(3) Any replacement parts provided by the CSP should be new, unless otherwise approved by the Owner, and have a minimum one-year warranty from the date of installation as documented in site visit reports.

(4) Compressor failures judged to be caused by forces external to the chiller are not the responsibility of this Contractor. Refer to Scope of Services document, paragraph on Force Majeure (Act of God) Exclusions.

h. BID ALTERNATE to Exclude Major Replacement Parts:

(1) In the event this Bid Alternate is accepted by the Owner, the following prevails:

Upon discovering a Major Parts Replacement is in order, the CSP should immediately notify the Owner via the BSP (the Prime Agreement holder) of any scope of work (parts, labor, material, or otherwise) potentially not covered in this Attachment:

(a) Provide an explanation of the part(s) to be replaced.

(b) Provide a cost of the replacement part(s).

(c) The labor, supplies, freon and any other materials are not included in this BID ALTERNATE...these items remain a part of the Contract even if the BID ALTERNATE is accepted.

(2) No work should be completed on items deemed to be outside of this Attachment without consent and direction from the BSP.

(3) Major Replacement parts for air cooled chillers are identified in the list below:

(a) Compressor

(b) Condenser bundle

(c) Evaporator bundle

(d) VFD

(e) Chiller control panel

(f) Suction elbow gaskets

(4) Re-charging the system is not required in deductive alternate Option 1 (Chiller Maintenance excluding Major replacement parts).

i. Catastrophic Breakdown:

In the event of the catastrophic breakdown of a chiller, the CSP should work diligently with the BSP and the Owner to provide building Chilled Water as soon as possible.

This might entail, but does not preclude other alternatives:

(1) Provide a proposal to tie-in a temporary chiller.

(2) Provide a proposal to replace a chiller with another alternative chiller of the same or greater capacity (either new or used).

(3) Provide some other means to meet the cooling loads in the building as soon as possible.