Pumps_Checklist_&_Condition_Assesment.docx
DOCX document 19 KB Posted
- Attached to
- HVAC-Systems and Related Services
- Solicitation number
- 26-0009-RFP
- Issued by
- Pinellas County, Florida
About this file
This is a Pumps Checklist and Condition Assessment document created by Pinellas County, Florida for use in the HVAC Systems and Related Services contract covering preventive maintenance of water-cooled chillers, air-cooled chillers, pumps, and cooling towers across approximately 4.5 million square feet of county facilities at more than 150 locations. The contract encompasses 82 chilled water pumps and 108 condenser water pumps requiring three annual preventive maintenance services per unit, with scheduled services performed Monday through Friday from 7:00 AM to 5:00 PM and a mandatory three-hour emergency response time. The RFP requires proposals by April 9, 2026, at 3:00 PM EST, with a question submission deadline of March 30, 2026, at 2:00 PM EST. The initial contract term is 36 months from the award date, with two optional 12-month renewal periods.
The checklist document specifies detailed annual inspection requirements for pump assets, including operational checks, performance measurements, valve and connection assessments, bearing lubrication, megger insulation testing, vibration analysis on condenser and primary/secondary pumps, and comprehensive documentation of all findings. Results must be recorded on log sheets and submitted as part of the Annual Preventive Maintenance documentation package. A standardized five-point condition rating scale is employed ranging from "Very Good" (new or like-new condition requiring only routine preventive maintenance) to "Failed" (nonfunctional or unsafe requiring immediate replacement or major repair). The contract is estimated at $375,079.00 for the three-year initial term, with an annual expenditure of $125,026.33, structured as a Not-To-Exceed budget of $220,000 comprising $200,000 for preventive maintenance and repairs and $20,000 for county-authorized services. Johnson Controls, Inc. is identified as the anticipated contractor, and all contractors must comply with Florida E-Verify requirements, obtain Pinellas County Security Clearance including Florida Department of Law Enforcement background checks, and maintain comprehensive insurance coverage including $1,000,000 Commercial General Liability and $5,000,000 Excess/Umbrella Liability.
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Page 2 of 2 Pumps
INSTRUCTIONS FOR COMPLETING – CHECKLIST AND CONDITION ASSESSMENT The Contractor shall complete for each asset and its associated components covered under this contract. This form must be completed annually and submitted as part of the Annual Preventive Maintenance documentation package. Check off next to each completed task.
Location
Description
Check condition and operation of pump especially for signs of wear, corrosion or damage.
Check and record flow, discharge and suction readings or pump shut off head against performance curve.
Check condition and operation of associated valves and flexible connection especially for deterioration or leaks.
Check condition and operation of connection between pump and motor.
Check and clean exposed surfaces and touchup paint or protective coatings as required.
Check condition and security of all anchors and mountings.
Check and tighten all electrical terminals and check contacts for wear. Clean contacts with approved cleaner or replace if required.
Perform Megger Insulation Test of motor per manufacturer’s specifications and schedule.
Check condition of and clean strainer.
Lubricate motor and pump bearings as required.
Record all results (including observations) on a log sheet.
Perform vibration analysis on all condenser, primary, and secondary pumps.
Date:
Signature:
County Representative Signature:
Condition Rating Scale
Notes
| Scale |
| Description of Condition Rating Scale |
| Very Good |
| Component is in new or like-new condition with full performance capability. No corrective actions are required beyond routine preventive maintenance. |
| Good |
| Component is in acceptable operating condition, performing as intended, with no immediate corrective work required outside of scheduled preventive maintenance. |
| Fair |
| Component remains functional but is degraded or showing measurable wear. Increased monitoring and prioritization for future capital planning is required. |
| Poor |
| Component condition is unacceptable or nearing failure. Significant deterioration or recurring issues exist and near‑term replacement must be planned. |
| Failed |
| Component is nonfunctional, inoperable, or unsafe to operate. Immediate replacement or major corrective repair is required. |
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