Maintenance_Checklist.pdf

IFB-26-262 | HVAC, Preventative Maintenance, Municipal Buildings

HVAC Preventative Maintenance Checklist

Contractor shall on a consistent, scheduled basis perform maintenance, repairs, provide parts or replacement to maintain proper operation of HVAC systems for the equipment, instrumentation, and systems included.

Equipment Covered – All Sites

The following equipment types are covered under this Agreement across all locations:

• Chillers

• Cooling Towers

• Compressors

• Condensers

• Boilers and associated gas lines from boiler back to meter

• Air Handlers (Note: VAV box maintenance is covered separately through the City’s agreement with Honeywell and is not included in this contract.)

• Heating, electric heat, and chilled water supply and return lines

• Make-up Water Lines, Pressure Reducing Valves (PRVs), and backflow preventors

• Exhaust Fans

• Pump Motors

• Switches, relays, outer covers

• Duct, pipe, and pump insulation

General Maintenance Standards – All Sites

The following service standards apply to all equipment at all locations unless otherwise noted.

Minimum Operations and Maintenance per MRS

• Change oil.

• Inspect overall operation of equipment for performance, wear, and safety.

• Clean and adjust controls and contact points.

• Lubricate all bearings including motors, fans, and damper bearings.

• Repair equipment.

Other Services

• Change oil filters.

• Replace belts.

• Flush drain lines and cooling towers.

• Maintain proper water quality and protect equipment from corrosion.

• Inspect, adjust, and lubricate equipment, belts, and parts.

• Clean, flush, and overhaul air handlers and centrifugal compressors and their associated heat exchangers, gear boxes, and float chambers.

• Clean, calibrate, and maintain all control and indicating devices directly associated with or controlling the equipment, including motor starters, relays, thermostats, and damper controls. This shall not include control items maintained by Honeywell through its Building Automation System control service agreement with the

City.

• Maintain and perform routine repairs or replacement to valves, pumps, and drain lines. Major repairs or failures of piping larger than 1” due to age, corrosion, or deterioration are excluded and shall be at the City’s expense.

• Furnish, install, and maintain necessary equipment and/or chemicals to maintain proper pH, retard the growth of algae, and protect the condenser, chilled, and hot water systems from corrosion. See Appendix E.

• Flush cooling towers as required per MRS to protect equipment and ensure proper systems operation.

• Inspect and clean condenser tubes, evaporator coils, fan-coils, fan wheels, and scrolls annually at minimum.

• Check and clean all exhaust fans annually.

Coil and Air Handler Cleaning

• Clean evaporator coils, blower wheels, and interior of units annually on all coils and air handlers. Use neutral pH evaporator coil cleaner. Stronger coil cleaner may be used on trouble areas. Rinse coils with water after application. Coil cleaners to be approved by City Project Manager; MSDS to be provided by Contractor before use.

• Blower sections must be removed and washed outside of the building. This work must be completed on nights and weekends: Monday through Friday 5:00 PM to 11:00 PM, Saturday 7:00 AM to 7:00 PM. No Sundays.

• Contractor shall staff appropriately to clean all units within a two consecutive month period and maintain the same schedule throughout the life of the Agreement. This project is to start in January of each year.

• Clean City Hall chiller condenser coils a minimum of two times per year, before and after each cooling season.

(Applies to new chillers to be installed in 2026. See Appendix D and E for York chiller tasks at MSC.) Clean all other condenser coils annually or more frequently if required.

• Vacuum and treat all condensate pans to prevent scale, sludge, and other accumulations.

Work Area Conduct

• All peripheral damage to City structures such as ceilings, walls, etc. in the work area must be returned to an ‘as new’ condition.

• Remove all materials or debris from the cleaning process upon completion of work.

• Cooling fans are not to be damaged during cleaning or maintenance activities.

• Furniture, office equipment, walls, partitions, and flooring are not to be exposed to cleaning chemicals or debris.

City Hall – 175 5th St N

Weinman Pumps

• Service per Manufacturer’s Recommendations.

RBI Boiler – Monthly

• Check ignition assembly and electrode. Clean if necessary.

• Clean frame detector lens, check scanner cell.

• Check air dampers and blower wheel. Remove any accumulation of lint or dirt.

RBI Boiler – Annual

• Replace scanner cell in electronic controls if not functioning.

• Inspect/clean heat exchanger.

• Remove and inspect burner.

• Inspect heat exchanger and clean.

• Replace burner gasket and re-install burner as needed.

• Thoroughly inspect the air intake vent system for any signs of blockage, corrosion, or leakage and clean screen in the vent terminal. Replace any unsound vent system piping.

• Inspect the air filter and replace.

• Visually check the pilot and main burner flames to ensure proper operation.

• Test combustion readings and air box pressures. Ensure readings match the desired emissions outlined under the

Installation manual – adjust as necessary.

• Test all safety devices for proper operation.

• Remove and replace limestone neutralizing material in the acid neutralization container serving the condensate drain.

Trane Air Cooled Rotary Chillers

• Service per Manufacturer’s Recommended Maintenance procedures.

• Have a qualified laboratory perform a compressor oil analysis to determine system moisture content and acid level annually. Submit report to City Project Manager.

Fan Coil Units

• After the first year, oil once a year with 5cc (1 teaspoon) per bearing of SAE 20 non-detergent oil.

Air Handlers

• Overall vibration levels should be checked every 3 months.

• Check all moving parts for wear every 6 months.

• Check bearing collar setscrews for tightness every 6 months.

• Check bearings for grease monthly.

• Clean coils once a year using only a pre-approved, self-rinsing coil cleaner. Care needs to be taken when doing this so that the fins are not damaged.

Municipal Services Center (MSC) – 1 4th St N

Boilers – Monthly

• Inspect pilot and main burner flame and firing rate.

• Inspect and operate all controls and gas valve.

• Visually inspect system for water leaks.

• Oil pump motor and bearing assembly, if oil cups are provided.

• Disconnect pump from header and check condition of pump impeller. Check condition of bearing by attempting to move impeller from side to side. Replace any parts showing wear.

• Check pump coupler for wear and vibration.

• Clean room air intake openings to assure adequate flow of combustion and ventilation air.

Boilers – Annual / As Needed

• Remove top of heater and inspect/clean heat exchanger for soot and examine venting system.

• Remove rear header and inspect for scale deposits.

• Check flow switch paddle.

Air Handlers

• Check bearing locking collar and sheave set screws for proper tightness.

• Check/lubricate fan motors and bearings.

• Align sheaves and check level of shaft.

• Check fan belt tension. Adjust if belt slips. Replace worn or frayed belt with new.

• Inspect coils for dirt build up. Clean at least annually.

• Inspect electrical wiring and connections and tighten.

• Clean fan wheels and fan shaft. Remove rust from fan shaft with an emery cloth and recoat the shaft with L.P.S.

3 or equivalent.

• Inspect the drain pan for sludge or other foreign material. Clear the drain openings and drain line to ensure adequate flow.

• Rotate the fan wheel and check for obstructions in fan housing. The wheel should not rub on the fan housing or cutoff. Adjust to center if necessary and tighten.

• Check condition of insulation around unit.

• Examine flex connector for cracks or leaks.

Fan Coil Units

• After the first year, oil once a year with 5cc (1 teaspoon) per bearing of SAE 20 non-detergent oil.

Cooling Towers – Monthly

• Observe operation of the motor, drive shaft, Geareducer and fan.

• Check Geareducer oil level. Shut down the unit and allow 5 minutes for the oil level to stabilize. Add oil if required. Check the system for leaks if the amount of oil required seems unusual.

• Inspect louvers, hot deck, and basin trash screens and remove any debris which may have accumulated.

• Observe operation of the float valve. Depress the operating lever to make sure that the valve is operating freely.

Inspect the suction screen for plugging. Remove any debris that may have accumulated.

• Check for silt on the floor of the cold water basin.

Cooling Towers – Semi-Annual

• Re-lubricate motor per manufacturer’s instructions.

• Check to see that all bolts are tight in the fan and mechanical equipment region, including the fan guard. (Use torque settings prescribed on the fan nameplate.)

• Visually inspect the drift eliminators. Remove any accumulated debris or scale.

• Clean cooling towers before and after each cooling season, clean pump strainers.

• Perform vibration analysis – submit report to City Project Manager.

Cooling Towers – Annual

• Change Geareducer oil and send to laboratory for analysis – submit report to City Project Manager.

• Inspect the tower thoroughly, check structural bolted connections and tighten as required. Make preventative maintenance repairs as necessary.

Cooling Towers – Every Three Years

• Check Geareducer exterior and touch up with epoxy paint if required, coat any exposed threads at pipe joints to prevent corrosion.

Pump Motors

• Lubricate motors every 6 months.

• Check flexible coupling for wear and alignment.

• Periodically tighten all electrical connections.

• Check suction and discharge for piping leaks.

Liebert A/C Units – City Hall and MSC

Monthly

• Blower Section

◦ Impellers free of debris.

◦ Bearings free.

◦ Check belt tension and condition.

◦ Clean condensate pumps and check operation.

• Compressor Section

◦ Check for leaks.

◦ Check oil levels.

• Air Cooled Condenser

◦ Condenser coil clean.

◦ Motor mount tight.

◦ Refrigerant lines properly supported.

• Refrigeration Cycle/Section

◦ Check suction pressure.

◦ Check refrigerant lines.

◦ Check head pressure.

◦ Check for moisture (sight glass).

◦ Check discharge pressure.

◦ Check hot gas bypass valve.

◦ Check thermostatic exp. Valve.

• Reheat

◦ Check reheat element operation.

◦ Inspect elements for cleanliness and corrosion.

Semi-Annual

• Refrigerant Charge

◦ Check refrigerant level.

• Electrical Panel

◦ Check fuses.

◦ Inspect/tighten electrical connections.

◦ Check operation sequence.

◦ Check contactor operation.

City Hall Annex (The Greenhouse) – 440 2nd Ave N

Split DX Systems – Monthly

• Blower Section

◦ Impellers free of debris.

◦ Bearings free.

◦ Check belt tension and condition.

◦ Clean condensate pumps and check operation.

• Air Cooled Condensing Unit

◦ Check for leaks.

◦ Check oil levels.

◦ Condenser coil clean.

◦ Motor mount tight.

◦ Check suction pressure.

◦ Check refrigerant lines.

◦ Check head pressure.

◦ Check for moisture (sight glass).

◦ Check discharge pressure.

◦ Check thermostatic exp. Valve.

Split DX Systems – Semi-Annual

• Refrigerant Charge

◦ Check refrigerant level.