HVAC SOW.pdf

HVAC PREVENTATIVE MAINTENANCE

SCOPE OF WORK

FOR

SOUTH CAROLINA DEPARTMENT OF MENTAL HEALTH

ANDERSON-OCONEE-PICKENS

MENTAL HEALTH CENTER

200 McGee Road, Anderson SC 29625 Columbia, South Carolina 29203

PREPARED BY:

Mechanical Engineering Consulting Associates, Inc.

2330 Main Street

Columbia, South Carolina 29201

November 7, 2022

HVAC PREVENTATIVE MAINTENANCE SCOPE OF WORK

ANDERSON-OCONEE-PICKENS MENTAL HEALTH CENTER

Anderson Mental Health Center HVAC Preventative Maintenance Scope of Work Page 1 of 5

1.0 GENERAL

A. Local facility / contact:

Name: Anderson-Oconee-Pickens Mental Health Center Address: 200 McGee Road, Anderson SC 29625 Phone: (864)260-2220

B. Equipment in scope under this contract includes moving and non-moving parts for split system heat pumps, split system ductless heat pumps, air-cooled chiller, natural gas boiler, pumps, chemical treatment, chilled water/hot water fan coil units and air handling unit, ceiling style and inline fans, time-clocks, controls, control systems, 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. Service 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. The SOW is a multi-page document. The following items will be attached to the contract

SOW.

HVAC Preventative Maintenance Scope of Work Page 2 of 5

1. A listing of the equipment to be covered under this SOW.

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.

The required inspection sheet is attached.

C. Additional items to be covered at the request of the Owner (see JJ on page 5).

1. Cover all items requested by the owner not mentioned in the annual maintenance agreement.

2. Reference JJ on page 5 for additional installed equipment.

1.3 REQUIREMENTS OF THE PREVENTATIVE MAINTENANCE 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). 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. 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 (PM) 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.

HVAC Preventative Maintenance Scope of Work Page 3 of 5

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.

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 unless higher efficiency rated filters are required as noted on plans.

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 or upgrades and improvements to prolong equipment life and reduce the cost of operation during the life of the contract.

V. Specific to natural gas-fired boilers and furnaces, and in conjunction with the quarterly inspections and PM (routine, listed and per manufacturer) : prior to the heating season, test and adjust combustion efficiency in gas fired equipment to optimum performance.

Corrective actions performed to be included in the reports along with checklist in the unit report.

W. Specific to the air-cooled chiller, inspections and PM to include and not limited to refrigerant pressures, oil tested for acidity with corrective actions as necessary for proper operation, amps readings, water pressures, water temperatures, controls, etc. This data and other checklist items along with manufacturer specific PM measures and corrective actions performed to be included in the reports.

X. Chemical treatment of the chilled and hot water loops to be properly maintained by independent laboratory providing labor and chemicals complete. Water samples of each loop to be analyzed quarterly or more frequently if required for proper water quality. Test to include dissolved solids and PPM levels for corrosion inhibitor and biocide with chemicals added to the loops to achieve and maintain the recommended water chemistry of the preferred chemical treatment company.

Y. As provided under this maintenance contract, the preferred water treatment company for the South Carolina Department of Mental Health is:

Nalco Water

HVAC Preventative Maintenance Scope of Work Page 4 of 5

Josh Frady (local rep) 118 S. Stallion Drive Cowpens, SC 29330 864-612-3090

Joshua.frady@ecolab.com

It is not mandatory that Nalco Water be utilized. However, other firms deemed qualified to be vetted by the agency and engineer for approval prior to work being performed.

Z. 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).

AA. Lightning damage, acts of God, and vandalism are not covered under this SOW. 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.

BB. All calls to Department of Mental Health should 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.

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

DD. 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.

EE. 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.

FF. 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.

HVAC Preventative Maintenance Scope of Work Page 5 of 5

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.

GG. When parts are no longer available, all repair request must be directed in advance of equipment order or work performed to the agency contract manager. Labor continues to be covered under the terms of this contract.

HH: Questions arising from this SOW should be referred to the designated facility representative. Attachments to this SOW include.

1. A listing of the equipment to be covered under this SOW.

2. A certificate of insurance from the contractor to the owner.

3. HVAC drawings in PDF are included where they are available.

4. Equipment inspection sheet.

5. Attached filter checklist must be posted and updated on site.

II. 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.

JJ. An ALC EMS system is installed. The contractor to be fully knowledgeable with the system and with factory trained technicians or sub-contract such services to the local ALC vendor.

S.C DEPARTMENT OF MENTAL HEALTH

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 ___________________ Ambient temp (htg) _________ Heating temp _____________

Evap. fan FLA _______________ Condenser fan FLA _______________

Compressor RLA ____________LRA ___________________________

Unit voltage ________________

Yes / No

Properly charged: ________

Suction drier installed: ________

Condenser coil clean: ________

Are fins bent: ________

Evaporator coil clean: ________

Any duct leaks: ________

Burners cleaned: ________

Yes / No

Dampers operation OK: ________

Insulation OK: ________

Defrost cycle checked: ________

Heat strips OK: ________

Reversing Valve OK: ________

Gas leaks: ________

Thermostat/controls OK: ________

Combustion blower OK ________

Electrical components & safety controls confirmed: ________

Electrical connections properly installed/secured: ________

Confirm condensate overflow switch operation: ________

Condensate drain and pan properly installed and draining: ________

Flue vent and intake properly installed: ________ 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: ________

Exhaust fan grilles and internal blower/ motor 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.

Anderson MHC Equipment Summary

Air Cooled Chiller

Symbol Model Number Serial Number MFG Type Voltage Nom. Tonnage

ACC-1 30RAN035---511FC 1803F30139 Carrier Air-Cooled Chiller 460-3-60 35

Gas Boiler

Symbol Model Number Serial Number MFG Type Voltage Total Input AFUE

HWB-1 CBN0645 E03H00154607 Lochinvar hot water boiler 120-1-60 645,000 BTUH 81

Pumps

Symbol Model Number Serial Number MFG Type Voltage Flow / TDH

P-1 1510 2309090 B&G 3 HP End Suction Pump per label 80 GPM @ 53 FT

P-2 1510 2309084 B&G 3 HP End Suction Pump per label 80 GPM @ 53 FT

P-3 1510 239086 B&G 1 HP End Suction Pump per label 45 GPM @ 35 FT

P-4 Plate Not Legible Plate Not Legible B&G 1 HP End Suction Pump per label 45 GPM @ 35 FT

Outside Air Handler (chilled and hot water) info per original schedule and limited onsite available info. Located on mezzanine above men's restroom

Symbol Model Number Serial Number MFG Type Voltage Cooling Coil Capacity Pre-Heat Coil Capacity Re-Heat Coil Capacity Arflow (CFM)

AHU-1 39L C03ACACPBA-CA-E9 Carrier 100% O/A CW/HW Air Handler per label 109,700 122,000 32,530 1,500

Fan Coil Units (exposed ceiling style chilled and hot water), info per original schedule

Symbol Model Number Serial Number MFG Type Voltage Cooling Coil Capacity Htg Coil Capacity Airflow (CFM)

FCU-1 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 6,560 9,700 288

FCU-2 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 6,560 9,700 288

FCU-4 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-5 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 3,880 5,100 211

FCU-6 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-7 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-8 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-9 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-10 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-11 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-12 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 3,880 5,100 211

FCU-13 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-14 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 3,880 5,100 211

FCU-15 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 15,710 25,600 807

FCU-16 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 15,710 25,600 807

FCU-17 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 6,560 9,700 288

FCU-18 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-19 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 15,000 460

FCU-20 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 11,790 9,600 574

FCU-21 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 2,460 6,980 122

FCU-22 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 11,790 12,700 574

FCU-23 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 3,880 5,100 211

FCU-24 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 11,790 12,700 574

FCU-25 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 5,900 460

FCU-27 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 6,560 6,300 288

FCU-28 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 16,910 11,500 807

FCU-29 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 16,910 11,500 807

FCU-30 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 17,450 20,000 846

FCU-31 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 11,790 12,700 574

FCU-32 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 16,910 11,200 807

FCU-33 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 16,910 11,200 807

FCU-34 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 16,910 9,600 807

FCU-35 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 4,200 460

FCU-36 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 11,790 8,300 574

FCU-37 42CG -- Carrier 4-Pipe Horz. Ceiling Fan Coil per unit label 8,530 3,500 460

Split System Heat Pump Air Handler ( in crawl space)

Symbol Model Number Serial Number MFG Type Voltage Nom. Tonnage

HP-1 4TEC4F42C1000AA 10093RAD1V Trane DX Indoor AHU per label 3.5

HP-2 did not observe this AHU --- Trane DX Indoor AHU per label 3.5 anticipated

HP-3 did not observe this AHU --- American Std. DX Indoor AHU per label 3.5 anticipated

HP-4 did not observe this AHU --- American Std. DX Indoor AHU per label 3.5 anticipated

Split System Outdoor Condensing Unit

Symbol Model Number Serial Number MFG Type Voltage Nom. Tonnage

CU-1 4TWB042A1000BB 10133NR52F Trane DX Outdoor CU per label 3.5

CU-2 4TWB042A1000BB 10163LJ52F Trane DX Outdoor CU per label 3.5

CU-3 4AGH404G1000AA 17203UMGBF American Std. DX Outdoor CU per label 3.5

CU-4 4AGH404G1000AA 160747ISBF American Std. DX Outdoor CU per label 3.5

Ductless Split Outdoor AC

Symbol Model Number Serial Number MFG Type Voltage Nom. Tonnage

DHP-1 MUZ-GE18NA --- Mitsubishi DX Outdoor CU per label 1.5

Ductless Split Indoor AC Unit

Symbol Model Number Serial Number MFG Type Voltage Nom. Tonnage

DHP-1A Mr Slim plate not accessible Mitsubishi DX Indoor Wall Mount 1.5

Fans (info per original design schedule) (info per original design schedule)

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

120-1-60