HVAC Detailed Specs.docx

SPECIFICATIONS

MAINTENANCE SERVICE OF AIR CONDITIONING EQUIPMENT AT HAWAII STATE HOSPITAL

I. SCOPE

The Contractor shall furnish all labor, parts, materials, tools, lubricants, refrigerant, equipment, transportation, and supervision necessary for the complete inspection, maintenance and repairs to the air conditioning chill water equipment located at the Hawaii State Hospital. The service shall consist of thorough maintenance work in accordance with the best commercial practices governing the maintenance of the air conditioning chill water plant or package unit. Such service shall include the regularly scheduled maintenance tasks and inspections for each unit listed herein. All maintenance services shall be as specified herein and shall be subject to the inspection and approval by the Contract Administrator. The Contractor shall completely guarantee the operation of all air conditioning chill water equipment within the scope of the specifications herein. The guaranteed full-service maintenance contract for the chill water processing plant of package unit shall not relieve the Contractor from performing the specified scheduled maintenance services.

Water treatment is not part of this contract.

The Contractor shall repair or replace all worn, failed or doubtful components and parts to ensure reliable operation of the air conditioning chill water system.

Replacement parts shall be of similar design and quality to maintain the system's integrity and serviceability. The Contractor shall be responsible for the electrical and control portions of each unit from the circuit breaker in the electrical panels, chiller contactors, chiller controls, micro-processor, input-output boards, and related electrical components for reliable chiller operation.

The Contractor shall be totally responsible for all costs necessary to maintain and repair the chill water plants at New Patient Facility, Building Q, and one 30RB air-cooled chiller located near Guensberg Building's parking lot (to include chillers, chiller electrical and electronic controls, compressors, pumps, cooling towers and all systems required for reliable operation).

Refer to Section III herein for details on the maintenance service required. Such services shall be included in the contract price and at the contractor’s expense. Refer to Section IV herein for details on emergency service.

In addition to providing maintenance service, Contractor shall provide for 24-hour emergency service, that are able to respond within two hours of all emergency calls and follow-up repair service.

Follow-up repair service shall consist of electrical or mechanical repair to the chiller's electronic processor board, input-output board, chiller temperature sensors, chill water sensors, electric water valves, chill and condenser water pumps, cooling tower fan motors, and valves, electric contractors, phase sensors, relays, individual chiller control panel electric contactors, and parts, repair of refrigerant leaks, replacement of O-rings, gaskets, thermistors, EXV, cleaning of heat exchange tubes, repair of the brush reversing valves, air compressor, and other chiller accessories associated for the chiller's designed operation.

Replacement pump parts, gaskets, refrigerants, refrigeration oil, oil filters, gaskets, and O-rings, and testing oil for acid shall be covered in the contract price. Labor costs for repair, maintenance and service calls shall be included in the contract price.

A service log shall be kept at each chiller to indicate trending pattern. Each service or repair list for the chillers and electronic controls shall be documented.

The Contractor shall not be responsible for repairs due to flagrant vandalism, fire, storm or related damages which can be attributed to causes beyond his control. However, the Contractor shall be responsible for such repairs if the damages are caused by the Contractor’s failure to properly maintain and repair the equipment, e.g., failure to reinstall protective covers causes motor to bum during rainstorm.

Other costs not covered in this contract will need the authorization of the Contract Administrator, or his authorized representative.

Definitions:

Emergency call: Any call by the hospital maintenance department, day or night, where the hospital maintenance department has already looked at the problem but is unable to get the chiller running. The contractor shall respond and place the chiller back “on-line” by either utilizing the back up chiller or repairing problem if the backup chiller is not operational. Provided, however, if the repair can wait until the following normal workday, the follow up call will be classified as a regular call. The backup chiller should always be ready for emergencies, and the time frame to repair any chiller should not be more than thirty (30) calendar days should a major breakdown occur.

Emergency repair: A repair that must be done immediately to get the supply chiller “on line” and providing chilled water to the hospital air handler units. The repair may be for electrical problems, pump problems, cooling tower problems or chiller problems.

“Other costs not covered under this contract” Examples are: Modifications to chillers such as high-efficiency purges, retrofitting chiller to safe refrigerants, rust treatment of exterior equipment, and other tasks that does not affect the performance of the chiller plant.

Vertical Booster Pump (Domestic Cold Water Supply)

Guensberg

Split AC 5TR Carrier

Building Q - Kekepa

I. MAINTENANCE SERVICE FOR CHILLERS AND COOLING TOWERS SHALL INCLUDE BUT NOT BE LIMITED TO THE FOLLOWING:

Centrifugal Chillers – Carrier 19DK, Trane HDWA Monthly Service

- Check and record entering and leaving chiller water and condenser water temperatures and pressures.

- Check and record head pressure, oil pressure, and system pressure; check oil heater.

- Check oil pump operation.

- Check for refrigerant and oil leakage; recharge system.

- Adjust chilled water temperature setting for seasonal changes.

Quarterly Service

- Check chiller response at various load conditions for proper operation.

- Check safety controls and purge controls; record setting.

- Certify performance of quarterly service and report all discrepancies.

Annual Service

- Leak check the chiller, inspect safety controls, and inspect electrical components, such as magnetic bearing controller and Uninterruptible Power Supply (UPS).

- Inspect all piping components for leakage and/or damage. Clean out any in-line strainers.

- Clean and repaint any areas that show signs of corrosion.

- Inspect vent piping of all relief valves for presence of refrigerant to detect improperly sealed relief valves.

- Clean condenser tubes annually and replace waterbox gasket.

- Visually inspect waterbox hinges to ensure that hinges have not been damaged or altered.

- Obtain a sample of fluid from the drive cooling loop via the loop drain located near the discharge of the pump. Test for pH level.

- Inspect the Drive Cooling Expansion Tank liquid level in the fluid reservoir.

- Chiller oil analyzed at laboratory and provide results.

- Replace purge and oil filter.

Air-Cooled Chiller – Carrier 30RB Monthly Service

- Check condenser coils for debris, clean as necessary following recommended guidelines.

- Check moisture indicating sight glass for possible refrigerant loss and presence of moisture.

Quarterly Service

- Check refrigerant charge.

- Check all refrigerant joints and valves for refrigerant leaks, repair as necessary.

- Check chilled water flow switch operation.

- Check condenser coils for debris, clean as necessary following recommended guidelines.

- Check sight glass moisture indicator for moisture.

- Check all condenser fans for proper operation.

- Check compressor oil level.

- Check crankcase heater operation.

- Inspect pump seal, if equipped with a hydronic pump package

Annual Service

- Check all electrical connections, tighten as necessary.

- Inspect all contactors and relays, replace as necessary.

- Check accuracy of thermistors, replace if greater than ±2° F (1.2° C) variance from calibrated thermometer.

- Check accuracy of transducers, replace if greater than ±5 psi (34.47 kPa) variance.

- Check to be sure that the proper concentration of antifreeze is present in the chilled water loop, if applicable.

- Verify that the chilled water loop is properly treated.

- Check refrigerant filter driers for excessive pressure drop, replace as necessary.

- Check chilled water strainers, clean as necessary.

- Check cooler heater operation, if equipped.

- Check pump heater operation, if equipped.

- Check condition of condenser fan blades and that they are securely fastened to the motor shaft.

- Perform Service Test to confirm operation of all components. Check for excessive cooler approach.

Cooling Towers

Monthly Service

- Inspect general condition of towers.

- Inspect, balance and clean the following:

• Balance Clean Chamber & Strainer.

• Water sump.

• Air inlet louvers.

- Check and adjust water level in cold water sump.

- Check operation of make-up valve.

- Check bleed rate and adjust.

- Certify monthly maintenance and report all discrepancies.

Quarterly Service

- Readjust tension of power train belt as needed.

- Lubricate fan shaft bearings.

- Lubricate motor base adjusting screw.

- Clean outside of fan motor.

- Certify quarterly maintenance and report all discrepancies.

Annual Service

- Drain, clean, and flush tower; coordinate with water treatment service.

- Clean condenser suction screen, drift eliminators, and spray nozzles.

- Conduct and certify semi-annual cleaning of towers and report all discrepancies.

Air Handlers

Monthly Service

- Clean drip pan and flush condensate drain lines with nitrogen. Install pan tablets if necessary to control algae.

- Change all disposable air filters at least as warranted by the pressure drop across filter. Use prescribed filters.

- Check all drives for wear; adjust belt tension.

- Operate equipment for proper operation of all controls; clean-up equipment.

- Certify performance of monthly service and certify that all discrepancies are reported and corrected.

Annual Service

- Clean cooling coils of dirt accumulation using pressure water and coil cleaner solution.

- Clean strainers, check vents and drains on chilled water coils.

- Clean return air grille and fresh air intake grille and damper.

- Clean and adjust water valve; clean strainer (chilled water).

- Secure all loose housing, seal leaks and touch-up paint after cleaning all rust.

- Certify performance of annual service and report all discrepancies.

Package or Split Air Conditioners Monthly Service

- Remove filter and wash as needed or replace.

- Spray evaporator coil with an indoor, self-rinsing, non-toxic deodorizing coil solution.

- Blow drain line with CO2 or Nitrogen to assure free-flowing condition.

- Inspect fan motor, blower, wheels, and bearings, for excessive noise and vibration.

- Inspect thermostat for normal operation.

- Certify performance of monthly service and certify that all discrepancies are reported and corrected.

Semi-Annual Service

- Clean condenser coils of dirt accumulation using pressure water and coil cleaner solution.

- Visually inspect for refrigerant and oil leakage.

- Inspect compressor, fan and motor bearings for abnormal temperature and unusual noise.

- Certify performance of annual service and report all discrepancies.

Pumps

Quarterly Service

- Check pump and motor bearings for abnormal temperature and unusual noise or vibration.

- Check packing glands and seals for excessive leakage and tighten or replace.

- Certify performance of quarterly service and report all discrepancies.

Semi-Annual Service

- Remove and clean strainer for all condenser pumps after tower cleaning.

- Check and blow down strainer to chilled water pumps after tower cleaning.

- Remove and clean strainer if excessive debris is noted.

- Check condition of insulation, re-insulate as necessary.

- Log suction and discharge pressures.

- Clean and remove all dust and foreign matter. Clean all rust spots and scratches and touch up paint with matching color.

- Lubricate motor and pump bearings as required.

- Check motor coupling for alignment; mounting bolts are secure.

- Certify performance of semi-annual service and report all discrepancies.

Ventilation Fans

Quarterly Service

- Lubricate fan motors and bearings.

- Check belt wear and tension; adjust as needed.

- Check sheaves for wear.

- Check fan collar, bearings and shaft for wear.

- Service air filters where installed; remove and wash intake grille.

All Other Equipment

- Refer to OEM recommendation.

- Certify performance of semi-annual service and report all discrepancies.

II. EMERGENCY SERVICE

Emergency service required between regularly scheduled maintenance service calls shall be provided. Contractor or his subcontractor for emergency service, shall respond in person to such emergency calls within two (2) hours after the Contractor is notified by the hospital. Refer to the Offerer Qualification requirement in the Special Conditions. Services shall be available 24-hours a day, seven (7) days a week, including holidays.

Mechanical repairs not covered by contract. Contractor shall work with hospital maintenance personnel to identify malfunctioning equipment and provide information as to any mechanical malfunction(s) and the location(s) of the malfunction(s).

III. WORK SCHEDULE

All maintenance tasks described herein shall be performed between the hours of 7:00 a.m. to 3:30 p.m., Monday through Friday. However, the State reserves the right to request the Contractor to perform maintenance and/or repairs, which are within the scope of this contract, during "off-hours." For "off hour" work ordered by the Contract Administrator, the State will compensate the Contractor 1 1/2 of the Contractor's hourly rate stated on the Offer Form page(s).

Prior to the commencement of the work on the contract. the Contractor shall submit to the Contract Administrator his monthly inspection schedule for the period of the contract.

Upon arrival at the hospital, Contractor shall check-in with the switchboard operator who will notify the Contract Administrator or his authorized representative that the Contractor is on site. The Contract Administrator will notify the Contractor, which buildings are to be serviced.

A. Monthly, bi-monthly, and quarterly maintenance tasks shall be performed in the last week of the month, normal working days (Monday through Friday) or as coordinated by the Contract Administrator.

B. Semi-annual and annual maintenance tasks shall be performed on normal working days (Monday through Friday) as coordinated by the Contract Administrator, in addition to the regular monthly, bi-monthly and quarter maintenance.

All work performed by the Contractor shall be subject to inspection by the Contract Administrator or a representative of the Hospital.

IV. REPAIRS OF EQUIPMENT AND PARTS/MATERIALS FOR REPAIRS

A. Authorization for Repairs The State will not be responsible for repairs, unless the Contractor is given a separate purchase order authorizing his personnel to proceed with the work. It is understood that the Contract Administrator has the option to have repairs not covered under the scope of the contract be performed by another vendor if it is in the best interest of the State.

B. Trouble Call Tickets The Contractor shall present his trouble call tickets to the Contract Administrator, or his authorized representative, for certification at the end of each job or each day, whichever is earlier. The trouble call ticket shall include all chargeable time, material, parts, and equipment used.

C. Parts. Materials and Labor The Contractor shall maintain a supply of parts and materials required for normal repairs to the air conditioning system.

Chiller Plant Portion All parts and materials required in the performance of this contract shall be at the expense of the Contractor.

D. Warranty The Contractor shall submit a written warranty for all replacement of any integral part of equipment listed herein, such as air handlers, compressor, fan motors, etc., as guaranteed by the factory.

The warranty shall consist of the period covered from the date of installation, make, model number, serial number, and location of equipment (including name of building, floor number, etc.).

V. REPORTS

The Contractor shall keep at his office, a separate log recording all maintenance, service, and repair calls for this contract. The log shall include at least the following information:

1. Date of call.

2. Nature of call; name of Hospital personnel requesting the service;

emergency or regular call, maintenance service or repair.

3. Name of Contractor's personnel responding to this maintenance service or repair.

4. Time in and out from project.

5. Equipment gauge and temperature readings, ambient temperature.

6. Parts and materials replaced or repaired.

7. Other data required.

The Contractor shall submit to the Contract Administrator or his authorized representative, prior to his departure from the site, a written report with the information as outlined above.

Filters: Each time a filter is changed, the Contractor shall provide a report to the Contract Administrator which lists the room number or the equipment piece number, and the date on which the filter was changed.

VIII. MAINTENANCE CHECKLIST

The Contractor shall prepare and maintain a maintenance checklist and post a checklist on each unit as described herein. The checklist will include the date maintenance was performed, the name of mechanic who performed said maintenance and the type of repair work performed on the unit, if any. It will be the contractor's responsibility to maintain the checklist by recording the above data after each scheduled maintenance and each emergency repair.