Attachment A.pdf

HVAC MAINTENANCE AND REPAIR SCOPE

OF WORK

FOR

SANTEE-WATEREE SATELLITE MENTAL HEALTH

CENTERS

SOUTH CAROLINA DEPARTMENT OF MENTAL HEALTH

Physical Plant Services

7901 Farrow Road, Building 4, PPSE

Columbia, South Carolina 29203

PREPARED BY:

Mechanical Engineering Consulting Associates, Inc.

2330 Main Street

Columbia, South Carolina 29201

REVISED BY:

SC Department of Mental Health

June 7, 2023

Santee-Wateree Satellite Mental

Health Centers HVAC Maintenance

& Repair SOW

HVAC MAINTENANCE AND REPAIR SCOPE OF WORK

SANTEE-WATEREE SATELLITE MENTAL HEALTH CENTERS (Three Locations)

1.0 General

A. Local facility / contact

Name: Kershaw County Mental Health Facility

Address: 2611 Liberty Hill Road Camden, SC

Phone: 803-840-0462 Contact: Mark Bellamy

Name: Sumter (ROI)

Address: 1175 N. Guinyard Drive, Sumter SC 29150

Phone: 803-840-0462

Contact: Mark Bellamy

Name: Clarendon County Mental Health Facility

Address: 215 Commerce Street Manning, SC 29102

Phone: 803-840-0462

Contact: Mark Bellamy

B. Equipment in scope under this contract includes moving and non-moving parts for split system heat pumps, fans, split system ductless heat pumps, intake/relief units zone dampers, time-clocks, controls, control systems, indoor and outdoor units, dedicated outside air units, piping, filters, ductwork and other components listed in requirements.

C. Correspondence between the mental health facility and maintenance contractor shall be coordinated through designated facility representative(s) – designated person or persons from the facility will be determined at the start of contract. Designated person(s) may change during the contractual time, if so the Maintenance contractor will be notified a minimum of two weeks in advanced of the change.

D. Service / maintenance calls are included in the scope of work (SOW).

E. The building’s EMS / controls to be included in the SOW. The HVAC Maintenance

Contractor shall be responsible for EMS calls and repairs under SOW. EMS / controls shall be inspected once a year at minimum and an inspection report shall be sent to

SCDMH designated facility representative(s).

1.1 SCOPE OF WORK (SOW) INTENT

A. The maintenance and repair agreement to cover all aspects of HVAC normal and preventive maintenance as a one price covers all agreement to include parts and labor on moving and non-moving parts with the following exceptions:

1. Lighting Damage: While the contractor will be reimbursed for lightning damage claims, the contractor shall accomplish the following at no charge to the owner.

a. Provide immediate information to the owner’s representative that equipment has been damaged before repairs are begun.

b. Provide photographic evidence that the lightning damage has occurred.

c. Assist the owner in filing insurance claims.

2. Acts of God.

3. Vandalism.

1.2 FORMAT

A. This is a multi-page document. The following items will be attached to the SOW:

1. A listing of the equipment

2. Each piece of HVAC equipment will be listed to include the following as available.

Equipment Capacity

Manufacturer’s Name

Model Number

Voltage

B. Equipment inspection sheet. This sheet will be completed at each quarterly inspection visit and must be submitted to the designated facility representative within 10 calendar days of inspection. The required inspection sheet is attached.

C. Additional items to be covered at the request of the Owner (see FF. of section 1.3).

1. Cover all items requested by the owner not indicated in this document.

2. Reference FF. of section 1.3 for additional installed equipment.

1.3 REQUIREMENTS OF THE STANDARD MAINTENANCE & REPAIR SOW

A. The maintenance and repair contractor will provide a minimum of four (4) inspections annually which are to be documented (see attached inspection sheet). The inspection must be completed every 90 calendar days (+ or – five days). Timing for equipment or system shutdowns as necessary for proper inspections to be coordinated with the facility prior to inspections. Attached inspection sheets must be used for each of the four (4) inspections required each year and should be completed for each piece of equipment. Inspection sheets must be sent to the designated facility representative each quarter as documentation services covered in SOW are completed. The inspection sheets shall be sent to the designated facility representative within seven (7) calendar days of the actual inspection. Alternate inspection sheet templates to be approved by the engineer via the designated facility representative prior to substitution.

B. Furnish all labor and supplies necessary to make repairs, adjustments, routine and preventive maintenance to keep the equipment operating efficiently year-round.

C. Furnish coverage on non-moving parts that included but not limited to starters, controls, control systems, oil and refrigerant piping. All ductwork either fiberglass or sheet metal is covered. Exterior painting of non-moving parts is excluded from this contract.

D. Conduct an evaporator coil and condenser coil cleaning on an annual basis. The contractor will visually inspect each coil on the quarterly visit and clean more often if needed.

E. Provide coverage for motor starters and/or variable speed drives.

F. Provide seasonal startup/shutdown/change over inspection of all air type and water type air conditioning equipment including economizer controls.

G. Supply new compressor oil, oil filters, refrigerant filters and dryers after any compressor failure or change.

H. Check for refrigerant leaks, repair leaks, and replace any refrigerant lost to ensure optimum performance of the HVAC equipment.

I. Provide coverage for miscellaneous replacement of controls components for all HVAC equipment.

J. Check superheat on expansion valve and calibrate as required.

K. Check refrigerant circuit for expansion valve operations.

L. Lubricate all moving parts.

M. Clean all drain pans and drains as needed with a minimum of once per year or more often as needed to maintain proper drain flow.

N. Check operating pressures with gauges and record on quarterly inspection report. At the time the pressure readings are taken, note the supply air temperature, return air temperature and the outdoor air temperature. List outdoor temperature under remarks.

O. Calibrate and adjust operating and safety controls.

P. Check all belts and adjust or replace as needed.

Q. Check all equipment for unusual noise and vibration and repair or replace the causes of the noise condition as needed.

R. Check electrical connections for tightness.

S. Provide filter changes quarterly or more frequently if needed. Merv 8 filters by Farr/Camfil or equal are required. Contractor to field verify sizes and thickness of filters in each facility.

T. Exhaust fan grilles and internal blower / cabinet to be cleaned annually.

U. Keep the Owner informed of upgrades and improvements to prolong equipment life and reduce the cost of operation during the life of the contract.

V. Prior to the heating season, test and adjust combustion efficiency in gas fired equipment to optimum performance.

W. The maintenance and repair contractor will not release, nor cause to be released, accidentally or otherwise, any chlorofluorocarbons (refrigerant) into the air. All refrigerants must be reclaimed and recycled according to the latest state and federal governmental requirements and guidelines as published by the American Society of

Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE).

X. Lightning damage, acts of God, and vandalism are not covered under this agreement. The contractor will be responsible for any repairs needed due to these causes as an extra to the contract. The contractor will assist the Owner in filing insurance claims and will notify the

Owner prior to repairs to allow for documentation to the insurance company. Lack of notice prior to repairs may void the ability of the contractor to be paid for collectible repairs.

Y. All calls placed from Department of Mental Health to the HVAC Maintenance and

Repair Contractor shall be deemed a priority call. All service / maintenance repair calls placed before 9:00 AM will have same day onsite service. All service / maintenance repair calls placed after 9:00 AM will have same or next day onsite service. Service / maintenance calls are included in the SOW. Lack of response by the contractor may be considered cause to cancel the contract.

1. For call placed before 9:00 AM: the HVAC Maintenance and Repair Contractor must be onsite to provide service no later than 3:00 PM same day.

2. For call placed after 9:00 AM: the HVAC Maintenance and Repair Contractor must be onsite to provide service no later than 3:00 PM same day or onsite the next day starting at 8:00 AM.

3. The HVAC Maintenance and Repair Contractor must send certified technician(s) with a minimal of five years’ experience.

4. The HVAC Maintenance and Repair Contractor’s technician(s) must be capable of correcting issues during the service call. If issues are not able to be corrected same day as services, then the technician(s) will need to be able to communicate with the designated facility representative and provide reason why issue(s) are not completed with anticipated date of correction(s).

Z. The contractor is responsible for the hauling and lawful disposal of all used parts, oil, refrigerant, etc.

AA. The maintenance contractor will be required at the beginning of each contract year and prior to the first quarterly inspection to contact the designated facility representative to conduct one or more joint inspections of the HVAC system maintenance.

BB. All correspondence between the mental health facility and the maintenance contract including billings, letters, and quarterly reports to be emailed in PDF to the designated facility representative.

CC. The contractor selected to do the work will be allowed thirty (30) days in which to review the condition of the existing equipment in all locations. The contract is in place while the contractor is conducting the 30-day deficiency inspection The contractor will be expected to generate a list of any items which need to be corrected. Along with the list of items, the contractor is expected to send the cost estimated to remedy the problem. The Department of Mental Health has several options:

1. If DMH does not agree with any of the items presented, they may veto its implementation.

2. If DMH does not agree with the pricing, there are several options.

a. They may elect to correct the items with in-house personnel.

b. They may authorize the contractor to proceed with corrections at the price quoted.

c. They may take bids from other contractors in hopes of getting a price lower than the quoted amount and getting repairs done by other.

DD. When parts are no longer available, all repair requests must be directed in advance of equipment order or work performed to the designated facility representative. Labor continues to be covered under the terms of this contract.

EE: Questions arising from this SOW should be referred to the designated facility representative.

FF. Should additional HVAC equipment be added to a facility, the additional equipment will be added to this contract in the same unit pricing ($ / ton) as the equipment originally covered under the original terms of this contract.

GG. For reference, EMS system are utilized at Kershaw MHC. CMI, Inc is the vender @

Kershaw.

S.C DEPARTMENT OF MENTAL HEALTH

SUGGESTED SAMPLE HVAC UNIT REPORT

Date:

Facility: Address _____________________________________________

Manufacturer Unit Model ___________________________ Tag

Age (yrs)

Discharge press Suction press _ Suction temp

Liquid temp Superheat Subcooling

Evap. temp in Evap. temp out _ Outdoor duct temp

Ambient Temp

Evap. fan FLA Condenser fan FLA

Compressor RLA LRA

Unit voltage

Yes / No Yes / No

Properly charged: Dampers operation OK:

Suction drier installed: Insulation OK:

Condenser coil clean: Defrost cycle checked:

Are fins bent: Heat strips OK:

Evaporator coil clean: Reversing Valve OK:

Any duct leaks: Thermostat/controls OK:

Yes / No

Electrical components & safety controls confirmed:

Electrical connections properly installed/secured:

Confirm condensate overflow switch operation:

Condensate drain and pan properly installed and draining:

continued

S.C DEPARTMENT OF MENTAL HEALTH

SAMPLE HVAC UNIT REPORT

Yes / No

Check evaporator fan condition, motor operation and bearings:

Check condenser fan condition, motor operation and bearings:

Relubrication of severely dirty bearings necessary:

Crackcase heater installed and operating:

Air filters installed and clean:

Is unit operating properly:

Unit panels properly installed and secured:

Electrical panel and boxes properly installed and secured:

VRF related items including but not limited to EEV’s solenoids, 4-way valves, controls updates:

Desiccant wheel(s) clean:

O&M manual checklist reviewed / completed:

The following corrective action is required:

Additional comments:

Technician’s name _________________________________________________

Customer’s signature:

Phone:

S.A.#

FILTER CHANGE LOG

HVAC UNIT NO.

Date Existing filter (clean / dirty) Signature of technician Date changed

Note: Filter Change Log is required on all HVAC Units at all locations.

Kershaw Equipment Summary

Outdoor Heat Pump (CU-16 located in records building)

Symbol Model Number MFG Type Voltage Nom. Tonnage

CU - 1 2TWA2020A3000AB Trane DX Condensing Unit 200/230-3-60 5

CU - 2 2TWA2030A3000AB Trane DX Condensing Unit 200/230-3-60 2.5

CU - 3 2TWR2024A1000AB Trane DX Condensing Unit 200/230-1-60 2

CU - 4 2TWA2030A3000AB Trane DX Condensing Unit 200/230-3-60 2.5

CU - 5 2TWA2048A3000AB Trane DX Condensing Unit 200/230-3-60 4

CU - 6 2TWA2030A3000AB Trane DX Condensing Unit 200/230-3-60 2.5

CU - 7 2TWA2036A3000AB Trane DX Condensing Unit 200/230-3-60 3

CU - 8 2TWA2030A3000AB Trane DX Condensing Unit 200/230-3-60 2.5

CU - 9 2TWA2042A3000AA Trane DX Condensing Unit 200/230-3-60 3.5

CU - 10 2TWA2042A3000AB Trane DX Condensing Unit 200/230-3-60 3.5

CU - 11 2TWA2030A3000AB Trane DX Condensing Unit 200/230-3-60 2.5

CU - 12 2TWR2024A1000AB Trane DX Condensing Unit 200/230-1-60 2

CU - 13 4TWA4048A3000AB Trane DX Condensing Unit 200/230-3-60 4

CU - 14 2TWA2060A3000AB Trane DX Condensing Unit 200/230-3-60 5

CU - 15 2TWR2024A1000AB Trane DX Condensing Unit 200/230-1-60 2

CU - 16 E1RA036S06D York DX Condensing Unit 200/230-1-60 2

Indoor Air Handling Unit (SHP-16 located in records building)

Symbol Model Number MFG Type Voltage Nom. Tonnage

SHP - 1 TWE065E13FB2 Trane Air Handler per unit label 5

SHP - 2 TWE031E13FB1 Trane Air Handler per unit label 2.5

SHP - 3 TWE031E13FB1 Trane Air Handler per unit label 2

SHP - 4 TWE031E13FB1 Trane Air Handler per unit label 2.5

SHP - 5 TWE065E13FB2 Trane Air Handler per unit label 4

SHP - 6 TWE031E13FB1 Trane Air Handler per unit label 2.5

SHP - 7 TWE037E13FB1 Trane Air Handler per unit label 3

SHP - 8 TWE031E13FB1 Trane Air Handler per unit label 2.5

SHP - 9 TWE040E13FB2 Trane Air Handler per unit label 3.5

SHP - 10 TWE040E13FB2 Trane Air Handler per unit label 3.5

SHP - 11 TWE031E13FB1 Trane Air Handler per unit label 2.5

SHP - 12 TWE031E13FB1 Trane Air Handler per unit label 2

SHP - 13 TEM4AOC48S412SBA Trane Air Handler per unit label 4

SHP - 14 TWE065E13FB1 Trane Air Handler per unit label 5

SHP - 15 TWE031E13FB1 Trane Air Handler per unit label 2

SHP - 16 F2RP036H06G York Air Handler per unit label 3

Fan

Symbol Model Number MFG Control Voltage Airflow (cfm) SP (in)

ILF-1 CSP-255 Greenheck EMS 120-1-60 600 0.25

CCF-1 SP-218 Greenheck Light Switch 120-1-60 165 0.25

CCF-2 SP-224 Greenheck Variable Spd Switch 120-1-60 225 0.25

CCF-3 SP-216 Greenheck Light Switch 120-1-60 105 0.25

CCF-4 SP-216 Greenheck Light Switch 120-1-60 105 0.25

CCF-5 SP-216 Greenheck Light Switch 120-1-60 105 0.25

CCF-6 SP-216 Greenheck Light Switch 120-1-60 105 0.25

CCF-7 SP-216 Greenheck Light Switch 120-1-60 105 0.25

CCF-8 SP-224 Greenheck EMS 120-1-60 225 0.25

CCF-9 SP-224 Greenheck EMS 120-1-60 225 0.25

RHF-1 CUBE 101-3 Greenheck Hood Switch 120-1-60 1030 1

Zone Damper

Symbol Model Number MFG Max Airflow (cfm) Voltage Valve Size PD (in)

ZD-8 BRT-400 Nailor 350 24v 8 <0.05

ZD-10 BRT-400 Nailor 545 24v 10 <0.05

ZD-12 BRT-400 Nailor 785 24v 12 <0.05

ZD-14 BRT-400 Nailor 1070 24v 14 <0.05

BP-10 BRT-400 Nailor 980 24v 10 <0.05

BP-12 BRT-400 Nailor 1415 24v 12 <0.05

Gravity Vent

Symbol Model Number MFG Max Airflow Velocity (fpm) Type PD (in)

RV-1 GRS-8 Greenheck 165 375 Relief 0.05

RV-2 GRS-12 Greenheck 435 530 Relief 0.05

RV-3 GRS-8 Greenheck 210 477 Relief 0.05

RV-4 GRS-8 Greenheck 105 238 Relief 0.05

RV-5 GRS-12 Greenheck 450 548 Relief 0.05

Clarendon Equipment Summary

Outdoor Heat Pump

Symbol Model Number MFG Type Voltage Nom. Tonnage

4-ton E1FB048S06A York DX Condensing Unit 200/230-1-60 4

7.5-ton E3FB090A25A York DX Condensing Unit 200/230-3-60 7.5

10-ton DZ11TA1203AA Daiken DX Condensing Unit 200/230-3-60 10

Indoor Air Handling Unit with Electric Heater

Symbol Model Number MFG Type Voltage Nom. Tonnage

4-ton N5AHD16A06 York Air Handler per unit label 4

7.5-ton F3EH090A33A York Air Handler per unit label 7.5

10-ton DAT12043AA Daiken Air Handler per unit label 10

Fan

Symbol Model Number MFG Control Voltage Airflow (cfm) SP (in)

EF-1 CSP-125A Greenheck Time Clock 120-1-60 200 0.25

EF-2 SP-108 Greenheck Time Clock 120-1-60 101 0.25

EF-3 SP-108 Greenheck Time Clock 120-1-60 101 0.25

SP-1 BSQ-120 Greenheck T'Stat 120-1-60 1600 0.5

Zone Damper

Symbol Model Number MFG Max Airflow (cfm) Voltage Valve Size PD (in)

ZD-1 lSAOMC12 York 600 per label 12 <0.05

Sumter ROI Equipment Summary

Outdoor Heat Pump

Symbol Model Number MFG Type Voltage Nom. Tonnage

OSHP-1 WCH3602GKR1 Grand Aire DX Condensing Unit 200/230-1-60 5

OSHP-2 WCH3602GKR2 Grand Aire DX Condensing Unit 200/230-1-60 5

OSHP-3 2TWB3060A1000CA Trane DX Condensing Unit 200/230-1-60 5

OSHP-4 PH13NR060-K Payne DX Condensing Unit 200/230-1-60 5

Indoor Air Handling Unit with Electric Heater

Symbol Model Number MFG Type Voltage Nom. Tonnage

10-ton TWE120B300BB Trane Air Handler per unit label 10

10-ton TWE120B300BB Trane Air Handler per unit label 10

Fan

Symbol Model Number MFG Control Voltage Airflow (cfm) SP (in)

EF-1 CSP-125A Greenheck Time Clock 120-1-60 200 0.25

EF-2 SP-108 Greenheck Time Clock 120-1-60 101 0.25

EF-3 SP-108 Greenheck Time Clock 120-1-60 101 0.25

SP-1 BSQ-120 Greenheck T'Stat 120-1-60 1600 0.5