Attachment A Specifications.pdf

Attachment A ORG. 0300

SPECIFICATIONS

FOR

PREVENTIVE MAINTENANCE OF

HEATING AND COOLING SYSTEMS AND EQUIPMENT

AT

PENNSYLVANIA DEPARTMENT OF TRANSPORTATION

715 JORDAN AVENUE P.O. Box 218

MONTOURSVILLE PA 17754

ORG. 0300

Section PAGE

I SCOPE………………………………

II SERVICE COMPANY QUALIFICATIONS………………………………

III MECHANICAL MAINTENANCE SERVICE………………………………

IV MAINTENANCE PROCEDURES AND RECORDS………………………………

V PREVENTIVE MAINTENANCE AND EMERGENCY SERVICE…………………… 7

VI SERVICE PERFORMANCE GUARANTEES………………………………

VII SPECIAL CONDITIONS………………………………

VIII CONTRACT PAYMENT………………………………

IX EQUIPMENT LIST……………………………….............................................. 10-14

I SCOPE

A. Preventive maintenance services shall be provided by the Service Company on all equipment and associated devices related to the mechanical systems as outlined within the specification. This does not include the steam boiler system.

B. The Service Company shall furnish all personnel, parts, materials, test equipment, tools, and services in conformance with the terms and conditions as outlined below.

C. Award of the contract will be based on total bid amount of all bidders.

D. The Service Company shall not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required with this specification, because of failure to investigate the conditions or become acquainted with all the information concerning the services to be performed.

II SERVICE COMPANY QUALIFICATIONS

A. The following requirements shall be considered as the minimum standards for a Service Company to be considered as qualified to provide services under this contract, and shall be prerequisite to any award.

1. The Service Company shall be within two (2) hours of the facility to be serviced under this specification.

2. Services that are to be provided shall be performed by qualified and trained service personnel that are directly employed by the Service Company. Subcontracting portions of the system or services requested in this specification shall not be allowed without prior consent.

3. For non-emergency repairs, work must proceed within three (3) working days once notified. In the event of an emergency, the Service Company must respond immediately upon notification and must be able to work on a 24-hour basis. Sending a fax or leaving a message with the Service Company’s answering service (answering machine or individual) fulfills the Departments notification obligation.

4. Include the name, title, function, location, and years in the field of mechanical maintenance, years with the Service Company, and qualification of all the service personnel. This information shall be in a columnar format with those service personnel that are within two (2) hours of the facility to be serviced, listed first, and indicated as such. This will need to be provided by the responsive and responsible low bidder. This does not need to be sent in with bid.

III MECHANICAL MAINTENANCE SERVICE

A. EQUIPMENT INCLUDED

1. The specific quantities, sizes, and model numbers of the major pieces of equipment shall be listed separately on the Equipment List attached.

2. The preventive maintenance and the responsibility of the Service Company shall not be limited only to these major pieces of equipment as shown on the Equipment list, but shall also include all appurtenant devices and systems as listed below that are related to the mechanical systems.

A. SYSTEMS

Air conditioning compressor (s), evaporative condensers, air cooled Condensers, cooling towers, cooling tower fans, pumps, water chillers, heating and cooling coils, etc.

B. AIR HANDLING SYSTEM

Fans, motors, air grills, plenums, registers, air filters, dampers, induction units, mixing boxes, fan coil units, etc.

C. MISCELLANEOUS EQUIPMENT

Exhaust fans, electric heaters, manual valves, float valves, direct expansion valves, thermometers, gauges, magnetic starters, manual motor starters, pump and fan motor drives, belts, electrical wiring from motor starter to their respective motor, disconnect switches, unit circuit breakers, to include the wiring and conduit from the circuit breaker to the units, check valves, refrigerant piping, piping insulation and refrigerant.

3. This specification covers only that equipment as listed herein, and in the event the system is altered, changed, or if any equipment is added, or not included in this specification, then that portion shall be added or deleted as required, and shall be in accordance with this specification.

III MECHANICAL MAINTENANCE SERVICE (CONTINUED)

B. SERVICES INCLUDED

1. The general services listed below shall apply to the systems and equipment as shown on the Equipment list and as described in the section entitled Equipment Included. This preventive maintenance work shall be provided no less than the following, four (4) times per year for the Trane and Mitsubishi units, including the start-up and shutdown; and four (4) times per year on the HVAC system in the two story addition.

A. Examine each piece of equipment and device to see that it is functioning properly and is in good operational condition.

B. Clean all components of dust, old lubricants, etc., to allow the equipment to function as designed.

C. Paint all equipment as needed to prevent and protect against corrosion and deterioration.

D. Lubricate all equipment where needed to permit bearings, gears, and all contact wearing points to operate freely and without undue wear.

E. Adjust all linkages, motors, drives, etc., that have drifted from the initial design settings and positions.

F. Calibrate all sensing, monitoring, output, safety, and read-out devices for proper ranges, settings, and optimum efficiencies.

G. Repair the device by the addition or replacement parts, should the above maintenance not be adequate.

H. Replace the device by the addition of replacement parts, should the above maintenance not be adequate.

I. Tear down the major pieces of equipment such as refrigeration compressors, water chillers, etc., and overhaul periodically based on accumulated operating hours, to prevent breakdowns and to improve operational conditions.

J. Inspect all rooftop unit gas lines for damage or leaks, repair, replace as needed.

III MECHANICAL MAINTENANCE SERVICE (CONTINUED)

K. Test and cycle all equipment as a system after it has been cleaned, lubricated, adjusted, and calibrated to assure that it is in proper operating condition and performing at optimum efficiency.

C. PARTS REPLACEMENT

1. All parts, components, or devices for the mechanical systems as listed above that are worn or are not in proper operational condition shall be repaired, and/or replaced with new parts, components, or devices.

2. When equipment or parts are replaced in their entirety and a newer design of this device is available and is functionally equivalent and compatible, the device of the newer design shall be used as the replacement.

3. All repair and replacement parts, components, and devices for the mechanical systems and equipment as listed above shall be supplied by the Service Company and shall be included in the cost of the service program.

4. All miscellaneous parts and supplies necessary to maintain the mechanical systems and equipment shall be supplied by the Service Company and shall be included in the cost of the service program (belts, filters, electrical parts, valve packing, lubricants, tools, paints, refrigerant, test instruments, meters, etc.)

5. The Service Company shall not be made responsible for repairs or replacements necessitated by reason of negligence or misuse of the equipment by other than the Service Company, or by reason of any other cause beyond the control of the Service Company, except ordinary wear and tear.

6. The Service Company shall be available, at no additional charge, for recommendations regarding design changes and equipment selection, based on past experiences with similar systems.

7. The Service Company shall provide and maintain a parts supply of critical, unique or frequently used parts. This equipment shall remain the property of the Service Company until used and/or installed in the mechanical system.

D. Additional Services

1. For other additional services that apply to this mechanical maintenance section, refer to the following sections:

A. Maintenance Procedures and Records

B. Preventive Maintenance and Emergency Service

IV MAINTENANCE PROCEDURES AND RECORDS

A. Upon award, the Service Company shall provide a specific and detailed plan as to the proposed methods by which the maintenance services are to be accomplished.

B. The Service Company shall control scheduling of the preventive maintenance and task functions to be performed on each scheduled service, by both calendar periods and operating hours (run time) as pertinent to each task.

C. As work is scheduled, the Service Company shall issue, to their mechanic on the job, the necessary and appropriate recommended maintenance procedures and a listing of any special lubricants, tools, etc., that are required for proper maintenance of the apparatus concerned.

D. The Service Company’s administration system shall provide for continuous updating of maintenance procedures and frequencies from historical data. Breakdown experience and frequency shall determine the on-site material inventory level and preventive maintenance frequencies.

E. If any emergency service call is requested, and inspection does not reveal any defect in the systems and equipment for which the Service Company is responsible, compensation shall be made to the Service Company at the regular rates prevailing for such service. A line item will be added to the Purchase Order to cover any incidentals under this category to include any such labor and/or parts.

V PREVENTIVE MAINTENANCE AND EMERGENCY SERVICE CALLS

A. The Service Company shall schedule and perform the preventative maintenance services on no less than:

Trane, Goodman and Mitsubishi units --- four (4) visits HVAC in Two Story Addition --- four (4) visits Check and/or change air filters monthly. Clean non-replaceable filters monthly.

1. After each service call, a service report shall be furnished.

2. Two of the scheduled service calls for the Trane units shall include the system startup and shutdown of the cooling tower, for the appropriate season.

B. The Service Company shall provide emergency service on an as-required basis.

Emergency service shall be considered as calls in addition to the scheduled preventive maintenance calls.

1. All labor, overtime, travel costs, parts, supplies, and other expenses incurred and expended on such a call shall be provided by the Service Company and shall be included in the cost of the service program.

2. This emergency service shall be provided as often as needed, on a 24-hour basis, weekends and legal holidays included.

3. The Service Company shall be capable of responding to an emergency situation within four (4) hours.

VI SERVICE PERFORMANCE GUARANTEES

A. PERFORMANCE REVIEW

1. The (Building Foreman) may review, at any time, the services provided and reports submitted, to verify that the preventive maintenance is, in fact, being properly and adequately performed. Any lack of maintenance service, complaints, or deficiencies in the performance of the services shall be submitted to the Service Company in writing for correction.

2. For problems or deficiencies of significant importance or of a continual nature, a time period of compliance shall be established after discussion and mutual agreement. Failure of the Services Company to correct the deficiencies within the time period agreed upon shall constitute cause for termination of the services and/or the initiating of penalties.

VII SPECIAL CONDITIONS

A. The Service Company’s responsibility for injury to persons or property that may be caused by, or arise through the maintenance service, functioning, or use of the system, shall be limited to injury caused directly by the Service Company’s negligence in performing the obligations as set forth in this specification. The Service Company shall not be made liable for consequential or speculative damages.

B. The Service Company shall not be made liable for any loss, delay, injury or damage, whether direct or consequential, that may be caused by conditions beyond the Service Company’s direct control including, but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, riot, civil commotion, war, malicious mischief, flood and other acts of God.

C. Access to all devices to be serviced shall be provided for the Service Company. The Service Company shall not be held responsible for equipment malfunction or damage, should access to equipment, or the ability to start and stop primary equipment incidental to the operation of the mechanical system, be denied or not provided.

D. This specification covers only that equipment as listed herein, and in the event the system is altered, modified, changed or if any equipment is added, or not included in this specification, then that portion shall be added or deleted as required, and shall be in accordance with this specification.

VIII CONTRACT PAYMENT

A. PAYMENT - The Service program shall be for a one (1) year period with optional four (4), one (1) year renewal’s. Payment for the first quarter shall be made within 45 days of the effective date of the contract and on a quarterly basis thereafter.

IX EQUIPMENT LIST

A. TRANE A/C UNITS

1. Two (2) 6-ton Units Natural Gas Heat & Cool (Roof Top) Model YSC072A3RMA2KH000A1000000 C

2. Three (3) 5-ton Units Natural Gas Heat & Cool (Roof Top) Model YSC060A3RMA2UH000A1000000 A

3. One (1) 8.5-ton Unit Natural Gas Heat & Cool (Roof Top) Model YSC102A3RMA2MH000A1000000 D

4. One (1) 7.5-ton Unit Natural Gas Heat & Cool (Roof Top) Model YSC092A3RMA2FH000A1000000 C

5. One (1) 4-ton Unit Natural Gas Heat & Cool (Roof Top) Model YSC048A3RMA2NH000A1000000 A

6. One (1) 1-ton split system Cooling Only (Phone Room) Condensing Unit: Model TTB012C100A2 Blower Unit: Model TCC71BA100A

7. One (1) 3-ton Unit Cooling Only (Roof Top Plotter Room) Model TCD036C100BC

8. One (1) 1.5-ton split system Cooling Only (Roof Top Conf. Room A)

Condensing Unit: Model TTB018C100A2 Blower Unit: Model BWH724P100A1

9. One (1) 2-ton split system Heat and Cool (Roof Top DE Office) Condensing Unit: Model 2TWB3024A1000AA Blower Unit: Model 2TEC3F24B100AA

B Mitsubishi A/C Units

1. Two (2) 2-ton split system units Cool Only (Ground, Cadd Office & Cadd Training) Condensing Unit: Model PUGH24BKB Blower Unit: Model PLH24FK

2. Three (3) 3-ton split system units Cool Only (Roof, Server Room, Ground, Raised Area Cadd, Roof, I. T. Office)

Condensing Unit: Model PUY-A36NHA Blower Unit: Model PLA-A36AA

3. One (1) 3.5-ton split system unit Cool Only (Ground, Print Room) Condensing Unit: Model PU42EK21 Blower Unit: Model PC42EK

4. One (1) 1.5 ton split system unit Heat & Cool (Ground, Survey) Condensing Unit: Model PUZ-A18NHA Blower Unit: Model PLA-A18AA

C. Goodman A/C Units

1. One (1) 3-ton split system unit Heat & Cool (Ground, Conf. Room B) Condensing Unit: Model GSH130361BB Blower Unit: Model ARUF364216BA

D. Trane HVAC Units - New Addition

1. Two (2) Horizontal Water Source Heat Pumps Model WPHD00911J10AA010000000110

2. Four (4) Horizontal Water Source Heat Pumps Model WPHD01311J10AA010000000110

3. Four (4) Horizontal Water Source Heat Pumps Model WPHD01911J10AA010000000110

4. One (1) Horizontal Water Source Heat Pump Model WPHD028310J1AA010000000110

5. One (1) Horizontal Water Source Heat Pump Model WPHD04131J01AA010000000110

6. One (1) Horizontal Water Source Heat Pump Model WPHD05131J01AA310000000110

7. One (1) Horizontal Water Source Heat Pump Model GEHE090 1st Floor Const. Office

8. Two (2) Horizontal Water Source Heat Pumps Model GEHE060 2nd Floor Maint. Office

9. Three (3) Console Water Source Heat Pumps Model WPCE00613A20L000000000103100

E. Other Equipment

1. Three (3) Power Roof Ventilators (PRV)

ORG 0300

2. Six (6) Fresh air intake vents (FAIV) with motorized dampers

3. Six (6) Exhaust Fans (EF)

4. One (1) In-line Fan with Heater and Thermostatic Control

5. One (1) Industrial Fluid Cooler (Cooling Tower)

6. Two (2) Water Source Circulation Pumps

7. One (1) System Operating and Alarm Control Panel

8. One (1) Cooling Tower Chemical Treatment System

9. One (1) Taco Heat Exchanger Model G10204S

10. Seven (7) Trane, Wall Mounted Electric Heaters Model FFFB0802BAAC0H40AV00045001000H30000000000000

Two Story Addition Filters

Basement

LOCATION SIZE Quantity Date

Changed

Jan. Feb. March Apr il

Supply Room 9& 3/8 X 22 X 1 1

First Floor

Bridge Engr. 9& 3/8 X 22 X 1 1

Design Receptionist 9& 3/8 X 22 X 1 1

ADE-Design 9& 3/8 X 22 X 1 1

Conference Room C 16&7/8 X 30 X 1 1

Contract Mgt. 19&1/2 X 38 X 1 1

Permits 19&1/2 X 38 X 1 1

ADE- Construction 9& 3/8 X 22 X 1 1

Const. Service Engr. 14& 7/8 X 24 X 1 1

Const. Office 12 X 32 X 1 1

Stairs (2) & Hallway (1) 10&3/4 X 26&1/2 X 1/2 3

Second Floor

Maint. Service Engr. 14&7/8 X 24 X 1 1

ADE-Maintenance 9&3/8 X 22 X 1 1

Maintenance Office 20 X 30 X 1 2

Municipal Services 14&7/8 X 24 X 1 1

Conference Room D 14&7/8 X 24 X 1 1

Traffic Unit Office 12 X 32 X 1 1

Roof Top Units

LOCATION SIZE Quantity Date Changed

Jan. Feb. March April

6-Ton Roof West Wing Left 16 X 25 X 2 4

6-Ton Roof West Wing Right 16 X 25 X 2 4

5-Ton Roof HR 20 X 25 X 1 2

5-Ton Roof West Front 20 X 25 X 1 2

5-Ton Roof East Front 20 X 25 X 1 2

8.5 - Ton Roof Design Left 20 X 25 X 2 4

7.5-Ton Roof Design Right 16 X 25 X 2 4

4-Ton Roof Snack bar 20 X 25 X 1 2

3-Ton Plotter Room 20 X 25 X 1 2

Other Units

DE-Office 20 X 20 X 1 1

Conference Room A 18 X 18 X 1 1

Conference Room B 22 X 24 X 1 1

Phone Room (Basement Washable Filter

Print Room ( Basement Washable Filter

Cadd Office (Basement Washable Filter

Cadd Raised Floor(Basement Washable Filter

Cadd Training Room(Basement Washable Filter

Survey Office (Basement Washable Filter

IT Server Room (First Floor Washable Filter

CSVT Office (First Floor Washable Filter

Elec. Heater Ladies Restroom

East

8&7/8 X 42&1/8 X 1 1

Elec. Heater Mens Restroom East 8&7/8 X 42&1/8 X 1 1

Elec. Heater Front Entrance 8&7/8 X 42&1/8 X 1 1

Elec. Heater Conf. Room A (2) 8&7/8 X 42&1/8 X 1 1/each

Elec. Heater Ladies Restroom

West

8&7/8 X 42&1/8 X 1 1

Elec. Heater Mens Restroom

West

8&7/8 X 42&1/8 X 1 1