RFB AD210873.pdf

REQUEST FOR BID

AD210873

Chiller Maintenance Service and Repairs

Issued Date: May 29, 2020

Responses Due: July 1, 2020 at 1:00PM CT

Chiller Maintenance Service and Repairs

Page 1 AD210873

Table of Contents

1 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

1.2 SCOPE OF THE REQUEST FOR BID

1.3 CONTRACT TERM

1.4 MODIFICATIONS OF CONTRACT

1.5 ORDER OF PRECEDENCE

1.6 COOPERATIVE PURCHASING SERVICES

1.7 RESPONDING TO BID REQUIREMENTS

2 MANDATORY BIDDER QUALIFICATIONS

2.1 BIDDER YEARS IN BUSINESS

2.2 DOING BUSINESS FOR THE STATE

2.3 TECHNICIAN SKILL SETS

2.3.1 EDUCATION

2.3.2 EXPERIENCE OF SIMILAR SIZE AND SCOPE

2.4 MANDATORY SITE VISIT

3 MANDATORY REQUIREMENTS OF BID

3.1 PERFORMANCE AND SUPPORT REQUIREMENTS

3.2 RECOMMENDATIONS AND REPORTS

3.3 SCHEDULED CHILLER MAINTENANCE SERVICE

3.3.1 COMPREHENSIVE SPRING START-UP

3.3.2 MID-SEASON OPERATIONAL CHECK

3.3.3 WINTER SHUT DOWN/ANNUAL PREVENTATIVE MAINTENANCE

3.4 OTHER WORK

3.4.1 REPAIRS

3.5 WARRANTY

4 SPECIAL TERMS AND CONDITIONS OF BID

4.1 BACKGROUND CHECKS

4.2 LIQUIDATED DAMAGES

4.3 TOBACCO-FREE ENVIRONMENT

4.4 FRATERNIZATION/AGENCY WORK RULES

4.5 PAYMENT TERMS

4.6 CERTIFICATES OF INSURANCE

4.6.1 HIGH RISK CERTIFICATES OF INSURANCE

4.7 ACCESS TO SECURE FACILITIES

4.8 CANCELLATION AND TERMINATION

5 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 COST SHEET INSTRUCTIONS

5.2 REQUESTING COST ADJUSTMENTS

6 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

6.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

6.3 REASONABLE ACCOMMODATIONS

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

6.5 SUBMITTING A BID

6.5.1 WISCONSIN eSUPPLIER PORTAL Submittal (Preferred)

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6.5.2 Hard Copy Bid Submittal

6.6 CONTENT OF BID RESPONSE

6.7 INCURRING COSTS

7 BID ACCEPTANCE AND AWARD

7.1 BID OPENING, REVIEW, AND ACCEPTANCE

7.2 METHOD OF AWARD

7.3 BIDDER REFERENCES

7.4 USE OF SUBCONTRACTORS

7.5 SUPPLIER DIVERSITY

7.5.1 MINORITY-OWNED BUSINESS ENTERPRISE

7.5.2 DISABLED VETERAN-OWNED BUSINESS

7.5.3 VETERAN-OWNED BUSINESS

7.5.4 WOMAN-OWNED BUSINESS ENTERPRISE

7.6 DEBARMENT

7.7 AWARD NOTIFICATION

7.8 PROTEST AND APPEALS PROCESS

7.8.1 PROTESTS

7.8.2 APPEALS

8 REQUIRED FORMS AND SUPPORTING DOCUMENTS

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1 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

For the purposes of this Request for Bid (RFB) and resulting Contract, the following definitions of terms shall apply, unless otherwise indicated.

Agency:

an office, department, agency, institution of higher education, association, society or other body in state government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority.

AMP:

amperage which is the flow rate of electrical current that is available

Bid:

A cost quotation specifically given to a prospective purchaser by a prospective seller;

a Bid is an offer to sell. For the purposes of this RFB, a Bid includes all requisite forms, response completed as instructed.

Bid Factor:

An element of the bid that does not appear in the RFB document but the bidder must respond to. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid electronically. If submitting a hard copy bid, Bid Factors can be downloaded from the Supporting Documents and included with the hard copy bid submission.

Bidder: A person or firm that responds to this Request for Bid.

CAPS: Consolidated Agency Purchasing Services

CHW:

for the purposes of this RFB means chilled water

Commodity:

A tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished products. A Commodity is not a Service for purposes of this RFB, but a Commodity may include incidental or related Services.

Contract:

The written agreement between the successful Bidder and the State covering the commodities and services to be performed pursuant to this RFB.

Contract Administrator: The Agency employee responsible for

Page 4 AD210873 oversight of the implementation, administration, and completion of the Contract.

Contract Manager:

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and

2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contractor:

The person or entity that has been awarded the Contract as a result of this Bid, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring Agency.

Contractual Services or Services:

An intangible product, including actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related material necessary to fulfill that which the successful Bidder is obligated to accomplish or to provide under this RFB.

DFDM: Division of Facilities Development and Management

DOA: Wisconsin Department of Administration

Disabled Veteran Owned Business (DVB):

a business that has been certified by the Department of Administration under §16.283, Wis. Stats.

Facility Manager: DFDM's designated supervisor for each facility

FOB: Free on Board

GPM:

for the purposes of this RFB means gallons per minute

HVAC: heating, ventilation and air conditioning

Laborer:

performs basic yet important physical work tasks

Mandatory:

A requirement labeled as such shall be present in the bid submission, exactly as stated, or the submission will not be considered by the State of Wisconsin. The terms "must" and "shall" are considered mandatory.

MM: for the purposes of this RFB means micrometers

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Mechanic: a tradesman, craftsman, or technician who uses tools to build or repair machinery

Megger: to test wire insulation

Minority Business Enterprise (MBE):

a business that has been certified by the Department of Administration under §16.287, Wis. Stats.

Municipality:

any Wisconsin county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public Contracts (s. 16.70(8), Wis.

Stats.).

Notice of (Intent to) Award:

A writing issued by the Procurement Specialist notifying all Bidders of the Procuring Agency's intent to award of a Contract to the successful Bidder(s).

OHM:

a measure of electrical resistance which also measures the heat that shall be generated in a wire carrying a given current

OEM: Original Equipment Manufacturer

PIC: product integrated control

PPM: part per million

PM: preventative maintenance

Prime Contractor: a Contractor who receives an award in response to this RFB

Procurement Specialist: The individual responsible for overseeing and administering the procurement process.

Procuring Agency: Division of Facilities Development and Management.

PSIG: pounds per square inch gauge

Requirement:

A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by DFDM.

RFB: Request for Bid

State: State of Wisconsin

State Holidays:

New Year's Day, Martin Luther King Jr.

Birthday, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, and New Year's Eve.

Steamfitter, Apprentice: generally a candidate that has been

Page 6 AD210873 indentured, the apprenticeship then encompasses no less than four years of on-the-job training and approximately 1,000 hours of classroom instruction.

Steamfitter, Journeyman:

a journeyman is one who has completed an apprenticeship in heating, ventilation and air conditioning and passed the journeyman HVAC examination.

Technician, HVAC:

skilled in journey level work required to install, modify, inspect, troubleshoot, repair and maintain commercial heating, ventilation, air-conditioning, refrigeration and equipment.

UL: Underwriter Laboratory

USPS: United States Postal Service

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1.2 SCOPE OF THE REQUEST FOR BID

The State of Wisconsin, Department of Administration (DOA) Consolidated Agency Purchasing Services (CAPS) on behalf of the Division of Facilities Development and Management (DFDM) requests Bids for the purchase of Chiller Maintenance Services for seventeen (17) DOA owned or operated facilities throughout the State and intends to use the results of this process to award a Contract(s) based on the lowest responsible Contractor for each of the five (5) zones. The locations for each zone are provided in the Mandatory Site Visit Schedule, Attachment B.

This procurement is for furnishing a comprehensive Spring Start-up (beginning the first week of April), Mid-Season Operational Inspection (beginning the second week of July) and Winter Shut Down/Annual Preventive Maintenance (beginning the first week of November) service program as per manufacturer's recommended procedures for centrifugal, reciprocating, absorption, scroll and screw type chillers. This Contract(s) also covers as needed/requested repairs beyond the maintenance service program.

DFDM does not guarantee it shall purchase any specific quantity or dollar amount. Bids that require a minimum number of commodities or services be ordered will be rejected.

There shall be no guarantee to purchase any specific quantity or pay any minimum contract cost during the term of the Contract(s).

Mandatory Site Visits: The sites to be maintained under the provisions of this document shall be examined by the Bidder prior to submitting a Bid (see Section 2.4 Mandatory Site Visits). The Bidder shall make no demands for additional service fees due to lack of understanding of the site, scope of work, and Requirements.

All State agencies, including University of Wisconsin campuses that are not included in Zones 1-5, may purchase from the Contract(s) resulting from this procurement. State agencies may be located within a single city or have remote locations statewide.

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1.3 CONTRACT TERM

The initial Contract(s) term shall be effective on the date it is executed by DFDM through June 30, 2023. DFDM and the Contractor, upon written mutual agreement, may renew the Contract(s) for up to an additional two (2), one (1) year periods. The Contract

(s) shall be effective on the date it is executed by DFDM. If no formal Contract(s) is executed, the effective date of the Contract(s) is the date of the purchase order.

The RFB documents, the awarded Contractor's response as accepted by DFDM and any purchase order related to this RFB shall become the Contract(s) between the parties unless a separate Contract(s) is executed

1.3.1 Transition Renewal Period

The Contractor may be requested to continue providing services for a period up to six (6) months after the Contract(s) end date for the purpose of completing a future solicitation process and/or transition to a contractor. The terms and conditions during the transitional renewal period shall remain the same as during the initial Contract(s) term unless otherwise agreed to in writing by both parties. DFDM shall provide written notice to the Contractor to exercise the transition renewal period, which shall include the length of the Contract(s) continuation (e.g., any period between one month and six months). During the transition renewal period, Contractor shall provide to the DFDM all reasonable cooperation, assistance, and services in order to assist DFDM in transition to a contractor.

1.4 MODIFICATIONS OF CONTRACT

The Contract(s) shall not be used for purchasing commodities or services outside of the general scope and intent of the original RFB. Any modifications made to the Contract(s) shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they shall be void.

DFDM reserves the right to negotiate with the Contractor the addition or reduction of sites, chillers and scheduled maintenance services in the Contract(s), if needed.

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1.5 ORDER OF PRECEDENCE

In the event of Contract(s) award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by DFDM, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract(s). Failure of the successful Bidder to accept these elements into the Contract(s) will result in the cancellation of the Contract(s) award.

In the event of conflict with the incorporated elements of the Contract(s), the following order of precedence will prevail:

• Final signed Contract(s) with clarifications included

• Bid response as accepted by the State

• RFB

If the official purchase order serves as the final Contract(s), in the event of a conflict with the incorporated elements of the Contract(s), the following order of precedence will prevail:

• Official purchase order

• Bid response as accepted by the State

• RFB

1.6 COOPERATIVE PURCHASING SERVICES

Commodities and services may be made available to Municipalities upon agreement of the Contractor. Where requested by the State, and agreed to by the Contractor, Municipalities shall be able to obtain the commodities and services procured under the Contract(s) at the same rates agreed to by DFDM and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with DFDM and providing appropriate documentation and support and reporting Contract(s) usage by Municipalities.

1.7 RESPONDING TO BID REQUIREMENTS

Mandatory Bidder qualifications and Requirements in this RFB document shall be minimally met without exception; failure to meet such shall disqualify your Bid. Before the award of any Contract(s), DFDM shall be satisfied the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder's responsibility to acquaint DFDM with these qualifications and Requirements by submitting appropriate or supporting documentation.

If no single Bidder can meet an individual mandatory qualification or Requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the qualification or Requirements in this RFB.

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2 MANDATORY BIDDER QUALIFICATIONS

All Bidder qualifications in this section are Mandatory and shall be met at no additional cost above the costs provided in the Bid.

Please Note: There are Bid Factors that relate to this qualification. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid electronically. If submitting a hard copy bid, Bid Factors can be downloaded from the Supporting Documents and included with your bid submission.

2.1 BIDDER YEARS IN BUSINESS

Bidder shall be in the business of providing Chiller Maintenance Services similar to the services specified in this RFB and shall have done so for the past five (5) years.

Mergers, acquisitions and business name changes of a bidder, with proper documentation, will be taken into consideration for purposes of determining the five (5)-year minimum Requirement.

Please Note: There are Bid Factors that relate to this qualification. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid

2.2 DOING BUSINESS FOR THE STATE

Bidder shall be licensed and incorporated to do business in the State. Bidder shall submit a copy of the HVAC Contractor License issued by the Wisconsin Department of Safety and Professional Services.

https://dsps.wi.gov/Pages/Professions/HVACContractor/Default.aspx

Please Note: There are Bid Factors that relate to this qualification. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid electronically. If submitting a hard copy bid, Bid Factors can be downloaded from the Supporting Documents and included with your bid submission.

2.3 TECHNICIAN SKILL SETS

Please Note: There are Bid Factors that relate to this qualification. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid electronically. If submitting a hard copy bid, Bid Factors can be downloaded from the Supporting Documents and included with your bid submission.

2.3.1 EDUCATION

Contractor technicians shall be skilled at Journeyman level which signifies successful completion of a recognized training program of 4 – 5 years consisting of formal classroom training combined with on the job training under the supervision of a journeyman level technician.

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2.3.2 EXPERIENCE OF SIMILAR SIZE AND SCOPE

Contractor technicians shall have an additional five (5) years of work experience at a Journeyman level performing maintenance and repair tasks on commercial HVAC equipment of similar size and complexity as the HVAC equipment included in this Contract. The experience of similar and size and scope may have been acquired during the Contractor technician's training mentioned in 2.3.1.

Bidders shall provide copies of the HVAC Qualifier License issued by the Wisconsin Department of Safety and Professional Services, certifications of training, educational classes, work experience, etc. to substantiate the technician's qualifications and complete the Journeyman Level Technical Experience Form, Attachment D.

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2.4 MANDATORY SITE VISIT

Bidders shall participate in the Mandatory site visit prior to submitting a Bid to assure themselves and DFDM that they understand the requirements of the RFB. The Bidder shall make no demands for additional service fees or cost increases due to lack of understanding of the Requirements and scope of work.

Bidder shall attend all Mandatory Site Visits for each Zone they intend to bid. Due to COVID-19, there will be specific instructions that the Bidder shall follow at the Mandatory Site Visit(s). Failure to adhere to these instructions may restrict the Bidder's access to the site. Failure to attend all Mandatory Site Visits for a Zone will disqualify the Bid for that Zone.

Site Visit Location/Time DFDM is limiting the number of Bidders at each site visit; therefore, the Bidder shall register in advance to reserve their spot for the Mandatory Site Visit by contacting the DFDM Information Center at 608/266-1485. Bidder shall inform the DFDM Information Center if one (1) or two (2) company representatives will be attending the site visit.

Mandatory Site Visits shall be held in accordance with the Mandatory Site Visit Schedule, Attachment B, which includes locations and specific instructions that the Bidder shall follow.

DFDM may post additional Mandatory Site Visit times as an Amendment on the eSupplier Portal if the number of registered Bidders exceeds 10 to accommodate all Bidders.

What to Bring to Site Visit Bidders should bring a copy of the Site Visit Certification Form- Attachment C. Due to COVID-19, Bidders shall wear a mask and gloves and shall have no more than two (2) company representatives per site visit. Specific instructions regarding the site visit are included on the Site Visit Certification Form that the Bidder shall follow.

Bidder shall include as part of their bid submission, a completed Site Visit Certification Form, Attachment C signed by the DFDM representative and the Bidder representative

(s) who attended the site visit for each Zone being bid with their response.

Please Note: There are Bid Factors that relate to this qualification. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid

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3 MANDATORY REQUIREMENTS OF BID

All Requirements in this section are Mandatory and shall be met at no additional cost above the costs provided in the Bid.

The Contractor shall have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all conditions and Requirements in this RFB.

Please Note: There are Bid Factors that relate to this Requirement. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a bid

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3.1 PERFORMANCE AND SUPPORT REQUIREMENTS

3.1.1 Contractor shall comply with all statutory rules and regulations. All applicable federal, state and local laws, licensing, rules and regulations governing this type of service shall apply. Contractor shall be in compliance with all environmental regulations and to provide a safe and healthy workplace at all facilities. Environmental, health and safety concerns include preventing incidents that may harm the environment, accidental injury to employees or visitors, and/or exposure to harmful chemical or physical agents. The Contractor's goals shall include the elimination of accidents that cause property loss, environmental damages or result in the interruption of business.

3.1.2 Contractor shall have available under their direct supervision, the necessary organization, experience, any special tools or equipment, the supervisory, technical and engineering assistance to fulfill all the conditions and Requirements under this RFB in the performance of the Contract(s).

3.1.3 Contractor shall provide a company point of contact to ensure effective communications with the DFDM Contract manager and the Facilities Managers at the time the Contract is signed. This information shall include a name, business telephone number, cell phone number and an email address. A 24/7 Contractor phone number shall also be provided in case of emergency outside normal business hours (Monday through Friday 7:00 am to 5:00 pm). The Contractor shall notify DFDM of any changes in the company point of contact within 10 business days of the change.

3.1.4 Contractor shall provide emergency services to perform repairs to the chillers any time of the day, 365 days per year. Contractor shall respond by phone within one (1) hour of notification and be on site within two (2) hours of notification to attend to the respective equipment malfunction and/or failure.

3.1.5 Contractor shall schedule all planned maintenance services in advance with the respective Facility Manager. It is the responsibility of the Contractor to schedule this work prior to the start date of each service period. Unless agreed upon otherwise, work shall begin in the first week of each period and continue until it is completed.

3.1.6 Contractor shall perform service work during normal weekday hours (Monday through Friday 7:00 am to 5:00 pm) excluding State Holidays. No one except authorized employees of the Contractor are allowed on the premises of State facilities.

3.1.7 Contractor shall notify the Facility Manager regarding the repair or replacement of any worn parts found during any of the scheduled service periods or any other service calls to obtain approval to proceed with recommended repairs or replacements. Replacement parts shall be billed at the Contractor's cost.

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3.1.8 Contractor shall be responsible for the replacement costs of lost refrigerant and/or repairs to equipment that is the direct or indirect result of Contractor's failure to follow proper maintenance and operating procedures.

Loss of refrigerant does not include the minimum losses that are necessary to facilitate repairs.

3.1.9 Contractor shall be responsible for removal and proper disposal of waste oil, refrigerant and any other material associated with the work performed.

3.1.10 Contractor shall be notified by the respective facilities representative and be given four (4) hours to correct the work at no cost to the State in the event the work performance of the Contractor is unsatisfactory.

3.1.11 Contractor shall utilize experienced technicians capable of all required services to the makes and models of chillers included in the Cost Sheet, Attachment A for the zones they are awarded.

3.1.12 Pursuant to s. 16.705(1r), Wis. Stats., Contractor shall perform services within the United States.The inability to perform all services in the United States shall be grounds for disqualification. Countries part of the World Trade Agreement may not be subject to this Requirement.

3.1.13 DFDM retains the right to require the reassignment of the Contractor's employees and their subcontractors (if applicable). Reasons for this request may be, but are not limited to: incompetence, carelessness, disruptive or otherwise objectionable behavior. Any Contractor's employee whose actions or performance are objectionable to the DFDM shall be immediately transferred from the premises.

A request by DFDM to transfer an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor regarding employee discipline shall be at the sole discretion of the Contractor.

The department shall be held harmless in any disputes the Contractor may have with the Contractor's employees. This shall include, but is not limited to, charges of discrimination, harassment, and discharge without just cause.

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3.2 RECOMMENDATIONS AND REPORTS

3.2.1 Contractor shall collect a refrigerant sample for analysis from each machine after Spring Start-up or in the latter time period of the Mid-Season check. Oil samples should be taken in September or October or whichever is closer to the end of the cooling season operating cycle. Multiple refrigerant circuits require multiple refrigerant and oil sampling/testing. Forward samples to pre-approved testing laboratory at the request of DOA staff. All analytical tests are to be performed at the State's designated testing laboratory.

3.2.2 Contractor shall collect vibration data on chiller motor, compressor, cold water pumps, condenser pumps and cooling tower fans during operating inspection.

Perform spectral and time waveform analysis and make recommendations to DOA staff in writing.

3.2.3 Contractor shall provide a written annual report no later than the end of the first week of December of the condition of each chiller and recommendations for any additional maintenance that may be required and submit it to the Facility Manager in person. Report should include a summary of annual maintenance activities, oil and refrigeration analysis results, and vibration analysis results.

3.2.4 Contractor shall furnish the Facility Manager or their designee, a record of the work done, identifying the unit(s) serviced, service performed, and part(s) repaired/replaced at the conclusion of each service visit, before leaving the facility.

The Contractor shall obtain a signature on each record of service. Alternatively, an electronic version of the service report can be emailed to the Facility Manager within 24 hours of the service. A copy of this record shall be sent with the invoice to receive payment for service.

3.2.5 Contractor shall provide DFDM with a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) via email. If there are multiple leaks, Contractor shall identify them by number with a corresponding list displayed on the chiller pictorial or an attached document identifying part and/or intuitive descriptive location.

3.2.6 Contractor shall provide the Facility Manager a PM report for each of the three

(3) seasonal period visits that include all recorded data as required throughout Section 3.3.

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3.3 SCHEDULED CHILLER MAINTENANCE SERVICE

• Chiller maintenance service is represented in three (3) seasonal periods; however, it shall require several visits to complete the work outlined in each period. The service outlined in this Bid shall include a comprehensive Spring Start-up, Mid-Season Operational Inspection, Winter Shut Down and Annual Preventive Maintenance program as per manufacturer's recommended procedures.

• The Annual Preventive Maintenance shall begin during Winter Shut Down and be completed prior to the comprehensive Spring Start-up and shall not constitute an additional visit.

• Contractor shall coordinate any recommended repairs with the Annual Preventative Maintenance.

• Water treatment at chiller sites shall be performed by a water treatment firm and will be the responsibility of the State.

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3.3.1 COMPREHENSIVE SPRING START-UP

Chillers shall be fully operational according to the below defined tasks by the first week of April or within one (1) week of DOA notification to Contractor that chillers shall be put in service.

3.3.1.1 CENTRIFUGAL CHILLER

Contractor shall:

a) Electronically leak-test chiller units, purge pump units, refrigerant receivers, associated refrigerant piping and equipment, and relief vent pipe outlet. Tests shall be performed in compliance with manufacturer's recommendations using an electronic leak detector capable of detecting a leak rate of one (1) ounce per year. Once leaks have been located using the electronic leak detector, they shall then be confirmed using a liquid leak detector solution. Size and location of leaks is to be recorded on a service report, along with any recommendations to repair significant leaks and the leak locations identified on a graphic representation of the chiller. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5.

b) Trim chiller refrigerant charge for optimum chiller performance. Additional refrigerant will be provided by DOA unless Facility Manager instructs Contractor to provide. Contractor shall be responsible for charging any additional refrigerant purchased into refrigeration systems.

c) Start-up chillers. Electrical demand period, chiller availability and cooling load shall determine when each chiller shall be allowed to operate. Record all three (3) phases of compressor motor current and voltage and compare with the nameplate data.

d) Check all safety and operating controls and make sure unit is running according to manufacturer's specifications. Record all pertinent parameters of unit including the following:

d.1) Refrigerant pressure (cooler and condenser) d.2) Refrigerant temperature (cooler and condenser) d.3) Water temperature, inlet and outlet (cooler and condenser) d.4) Pressure drops, waterside (cooler and condenser) d.5) GPM (cooler and condenser) d.6) Bearing oil temperature d.7) Oil sump temperature d.8) Oil pressure, psig d.9) Motor volts and amperage (all phases) d.10) Purge counts and compressor operating hours d.11) Purge condensing temperature d.12) Starter transition time (actual) d.13) Chiller - Check and record motor cooling temperature d.14) Chiller - Review and record operating conditions d.15) Chiller - Inspect vane actuator while stroking the vanes open and closed d.16) Chiller – Inspect high pressure compressor starter for signs of excessive heat, Page 19 AD210873 burns, arcing or other deterioration d.17) Chiller - Inspect refrigerant relief valve for leaks or signs of discharge d.18) Centrifugal Chiller Control Panel - Verify set points, stroke vanes, check alarm and diagnostic points d.19) Control Panel - Electrical visual inspection d.20) Control Panel - Inspect for condensation d.21) Verify output voltages on control panel power supplies d.22) Check for refrigerant leaks. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5. Perform minor repairs such as valve packing, flare nuts etc.

d.23) Megger oil pump and compressor motor and record readings d.24) Inspect and test integrity of safeties and fuses, performance and wiring

e) Test and record compressor pre-lube and post-lube cycles. Notify DFDM staff of test results, re-calibrate if needed and record their operation on PM sheets.

f) Check overall performance of machines and review operating procedures with facility maintenance personnel.

3.3.1.2 YORK YI ABSORBER

Contractor shall:

a) Check generator steam pressure, record observations

b) Verify sequence of operation with microprocessor

c) Compare operating log with microprocessor

d) Check purge system for leaks, record observations

e) Review diagnostics log

f) Review operating log

g) Record operating and performance values

Page 20 AD210873

3.3.2 MID-SEASON OPERATIONAL CHECK

Work shall begin the second week in July (coordinate with Facility Manager).

Contractor shall:

3.3.2.1 Electronically leak-test chiller units, purge pump units, refrigerant receivers, associated refrigerant piping and equipment, and relief vent pipe outlet. Test shall be performed in compliance with manufacturer's recommendations using an electronic leak detector capable of detecting a leak rate of one (1) ounce per year. Once leaks have been located using the electronic leak detector, they shall then be confirmed using a liquid leak detector solution. Size and location of leaks shall be recorded on a service report, along with any recommendations to repair significant leaks and the leak locations identified on a graphic representation of the chiller. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5.

3.3.2.2 Check with Facility Manager to verify that chiller safety devices have been operating according to manufacturer's specifications.

a) Evaporator Low Suction Pressure Cut Out

b) Low Chilled Water Temperature Cut Out

c) Low Chilled Water Temperature Alarm

d) High Condenser Pressure Cut Out

e) Compressor Auxiliary Oil Pump Pressure Switch

f) Compressor Low Oil Pressure Cut Out

g) Low Chilled Water Flow

h) Test any safety devices that are questionable, calibrate if instructed to, and record their operation

3.3.2.3 Chiller – Check control operation, pressure and temperature gauges. Discuss chiller operating performance and any recommendations with Facility Manager.

3.3.2.4 Check operation of operating controls and chiller related pressure and temperature gauges. Check chiller system operation while online. Determine if operating temperatures and pressures are running within manufacturer's recommended ranges. Notify Facility Manager of any problems or recommended changes.

3.3.2.5 Take an oil sample from each chiller compressor. Take refrigerant samples from each chiller evaporator while in operation. Provide a spectrochemical analysis for each sample taken including a detailed report of analysis results and recommendations.

Test results including recommendations shall be submitted to the Facility Manager in person, within four (4) weeks of sample collection.

3.3.2.6 End of Season Reports should include the tests results for each item listed below. Next to each test result list the acceptable limits for each type of oil or refrigerant sample. For all tests that do not meet acceptable limits provide a probable cause or causes of the abnormality along with the course of action to be taken to rectify the problem.

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Tests a through f are to be performed for both oil and refrigerant samples. Test g for oil only. Tests h and i refrigerant only.

a) Aluminum PPM

b) Copper PPM

c) Iron PPM

d) Tin PPM

e) Zinc PPM

f) Moisture PPM

g) Acid Number Oil

h) Acid Number Oil Residue

i) Acid Number Refrigerant

All analytical tests are to be performed at the State designated testing laboratory.

3.3.2.7 For York Centrifugal Chillers check and record hot component shaft alignment for compressor and driver, and for compressor speed increaser. Check and record axial forward and reverse thrust and bearing clearance on all York centrifugal chiller compressors and their Lufkin speed increaser. Compare current readings with factory specifications and readings from previous years.

Follow manufacturer's recommended guidelines for placement of dial indicators. (Note:

No variances from these procedures shall be allowed) Completely fill out information on each alignment log sheet.

Chiller availability shall determine when alignment checks can be performed. Readings shall be taken prior to chiller shut down. Facility Manager may elect to have a cold alignment check performed during the Winter Shut Down in place of this hot alignment check. Re-lubricate chiller gear couplings according to coupling manufacturer's instructions, including using the grease in compliance with the manufacture's recommendations.

3.3.2.8 Review chiller operation and complete PM sheets. Make recommendations for additional work to be performed during Winter Shut Down maintenance. Include these recommendations on the written annual report. Submit completed written annual report to the Facility Manager no later than end of the first week in December.

3.3.2.9 For York TI Absorbers in addition to the above checks, change oil in purge vacuum pump, install vacuum pump to remove non-condensables and disconnect when completed and check water flow/pressure drop and record data.

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3.3.3 WINTER SHUT DOWN/ANNUAL PREVENTATIVE MAINTENANCE

Work shall be started in the first week of November 1 and completed by April 1.

3.3.3.1 Carrier 19XL Machine

Contractor shall:

a) Inspect the Control Center. Perform general cleaning and tightening of connections. Vacuum the cabinet to eliminate dust build-up.

b) Check safety and operating controls. Run control test.

c) Change compressor oil filter

d) Change compressor oil and have an oil analysis performed. Oil is to be changed the first year and every three (3) years thereafter as a minimum along with an oil analysis. Use only the pre-approved testing laboratory and provide results to owner.

e) Change the refrigeration filter/dryer

f) Change the oil reclaim filters

g) Inspect and clean refrigerant float system. Report any problems to Facility Manager. Remove the float access cover to clean the chamber and valve assembly.

This is to be performed in the first and third run years.

h) Inspect the relief valves and piping. Report any problems to Facility Manager.

i) Inspect and clean the starting equipment. Report any problems to Facility Manager.

j) Check oil pressure, condenser pressure, and cooler pressure transducers against a pressure gauge. Calibrate as required.

k) Check guide vane linkage

l) Inspect condenser tubes. If necessary, tubes are to be cleaned by owner.

m) Electronically leak test all fabricated compressor and piping joints. Advise Facility Manager of results. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5.

n) Clean starter cabinet and tighten all electrical connections

o) Reset service-on-time value on the status 01 screen when service work is completed

p) Check and calibrate the refrigerant leak detection system as needed

q) Replace batteries in PIC control panel in the first year

3.3.3.2 Trane CVHE-320 Machines

Contractor shall:

a) Megger oil pump motor and record readings

b) Measure and record oil pump voltage and amperage

c) Inspect the starter for signs of overheating, arcing, burns, etc.

d) Verify operation of oil cooling system*

e) Tighten terminal connections on the oil pump motor

f) Verify operation of the oil heater

g) Change the compressor oil and filter

h) Clean starter cabinet

i) Inspect starter and starter components for signs of discoloration, burns, moisture, etc.

j) Test accuracy of motor current (AMP meter)

k) Test tightness of terminal connections

Page 23 AD210873

l) Check dash pot oil and add as necessary

m) Megger motor at the starter terminals and record readings

n) Measure operating voltage and record

o) Inspect the control panel for cleanliness, control air leaks, etc.

p) Inspect wiring and connections for signs of overheating, burns

q) Verify operation of the vane control system. Check for free and smooth operation.

Check mechanical linkages for wear & secureness.

r) Report accuracy of all gauges and thermometers

s) Verify working condition of all indicator and alarm lights

t) Verify operation of start, stop, and anti recycle timers

u) Verify operation of automatic and manual capacity control

v) Test all flow switch cutouts (CW, CHW)*

w) Verify operation of oil temperature and pressure controller(s)

x) Test high condenser pressure safety calibrate and record

y) Test low evaporator temperature safety calibrate and record

z) Test oil low pressure safety calibrate and record

aa) Test oil low temperature switch

bb) Test high motor temperature safety calibrate and record

cc) Verify operation of automatic and manual capacity control

dd) Test the operation of all pump auxiliary contacts (CHW, CW, oil, etc.)*

ee) Record elapsed run times and start counts *

ff) Drain, clean and inspect purge drum

gg) Clean sight glass and report condition

hh) Clean and inspect purge float assembly

ii) Inspect pulley grooves and belts for alignments, wear, and tension

jj) Lubricate purge motor

kk) Test purge safety switch and adjust if requires*

ll) Verify operation of the purge heater

mm) Change filter dryer in purge line*

nn) Verify operation of the purge timer*

oo) Megger the purge compressor motor and record condition

pp) Test and calibrate purge operating controls

qq) Clean oil separator*

rr) Set separator float*

ss) Change oil in purge compressor*

tt) Run purge compressor and verify operation

uu) Inspect the belt condition

vv) Lubricate condenser fan motor bearings

ww) Brush condenser fin surfaces clean, if required*

xx) Verify air flow through the condenser

yy) Test low ambient limit control calibrate and record

zz) Test bearing temperature control calibrate and record aaa) Lubricate condenser fan bearings bbb) Inspect condenser fan bearings, shafts, and drive assemblies for wear and alignment ccc) Remove debris from louvers, dampers and coil faces

Page 24 AD210873 ddd) Verify operation of condenser fan controls eee) Verify operation of low oil temperature start inhibitor fff) Verify distillation valve setting ggg) Inspect area around coupling/gear for oil leaks* hhh) Lubricate coupling*

iii) Test for refrigerant leaks and report results. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5.

jjj) Check refrigerant charge kkk) Replace filter/dryer in motor cooling line* lll) Test the security of mounting points and tighten all major points mmm) Record refrigerant level nnn) Review machine operation with Facility Manager ooo) Log machine at departure ppp) Run complete interlocking circuit where possible qqq) Report machine condition and repair requirements *where applicable

3.3.3.3 York YT Chillers

Contractor shall:

a) Megger oil pump motor and record readings

b) Measure and record oil pump voltage and amperage

c) Inspect the starter for signs of overheating, arcing, burns, etc.

d) Verify operation of oil cooling system*

e) Tighten terminal connections on the oil pump motor

f) Verify operation of the oil heater

g) Change the compressor oil and filter

h) Check operation of the oil return system

i) Change filter dryer in the oil return line

j) Clean dirt leg

k) Clean starter cabinet

l) Inspect starter and starter components for signs of discoloration, burns, moisture, etc.

m) Test accuracy of motor current (AMP meter)

n) Test tightness of terminal connections

o) Check dash pot oil and add as necessary

p) Megger motor at the starter terminals and record readings

q) Measure operating voltage and record

r) Inspect the control panel for cleanliness, control air leaks, etc.

s) Inspect wiring and connections for signs of overheating, burns

t) Verify operation of the vane control system. Check for free and smooth operation.

Check mechanical linkages for wear & secureness

u) Report accuracy of all gages and thermometers (use masters)

v) Verify working condition of all indicator and alarm lights

w) Verify operation of start, stop, and anti-recycle timers

x) Test all flow switch cutouts (CW, CHW)*

y) Verify operation of automatic and manual capacity control

Page 25 AD210873

z) Verify operation of oil temperature and pressure controller(s)

aa) Test high condenser pressure cutout - calibrate and record

bb) Test cooler low-pressure cutout - calibrate and record

cc) Test oil pressure cutout - calibrate and record

dd) Test high oil temperature cutout - calibrate and record

ee) Test compressor high discharge temperature cutout - calibrate and record

ff) Test low water temperature leaving cooler cutout - calibrate and record

gg) Test the operation of all pump auxiliary contacts (CHW, CW, oil, etc.)*

hh) Record elapsed run times and start counts*

ii) Drain, clean, and inspect purge drum

jj) Clean sight glass and report condition

kk) Clean and inspect purge float assembly

ll) Inspect pulley grooves and belts for alignment, wear, and tension

mm) Lubricate purge motor

nn) Test purge safety switch and adjust if required*

oo) Verify operation of the purge heater

pp) Change filter dryer in purge line*

qq) Verify operation of the purge timer*

rr) Test the secureness of mounting points and tighten all major points

ss) Measure and record the purge compressor motor voltage and amperage

tt) Test and calibrate purge operating controls

uu) Clean oil separator*

vv) Set separator float*

ww) Change oil in purge compressor

xx) Run purge compressor and verify operation

yy) Inspect area around coupling/gear for oil leaks*

zz) Lubricate coupling* aaa) Visually inspect coupling for abnormal conditions* bbb) Align shafts ccc) Test for refrigerant leaks and report results. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with section 3.2.5.

ddd) Check refrigerant charge eee) Replace filter/dryer in motor cooling line* fff) Record refrigerant level ggg) Review machine operation with operator hhh) Log machine at departure

iii) Run complete interlocking circuit where possible jjj) Report machine condition and repair requirements (if any) *where applicable

3.3.3.4 York YI Absorbers

Contractor shall:

a) Change oil in purge unit according to the manufacturer's instructions, including using the oil in compliance with the manufacturer's recommendations.

b) Inspect pump contactor and overload, record observations

Page 26 AD210873

c) Replace purge belt according to the manufacturer's instructions, including using a purge belt in compliance with the manufacturer's recommendations.

d) Purge and start the purge pump. Check and record motor AMP draw

e) Purge and start the purge pump and verify deep vacuum. Record micron level

f) Electrical visual inspection, record observations

g) Inspect for condensation, record observations

h) Internal inspection and remove dust as needed

i) Check and verify electrical connections

j) Verify and record output voltages on control panel power supplies

k) Control Sequence - Equipment linked to facility automation system, verify sequence for accuracy

l) Verify indicator and alarm lights are in proper working condition and replace as needed

m) Inspect steam valve for wear and record observations.

n) Inspect steam valve for proper modulation

o) Inspect steam system piping and components for leaks and record observations

p) Leak analysis - Analyze Vacuum / Gauge Data

q) Inspect and leak check sight glass

r) Check low refrigerant temp cutout switch

s) Check condenser water flow switch

t) Check chilled water flow switch

u) Check high temp cutout switch

v) Accuracy check of thermistors, sensors and transducers

w) Check condenser and evaporator pressure gauges and record results

x) Solution and refrigerant pumps - Inspect contactors and overloads

y) Solution and refrigerant pumps - Check electrical connections

z) Solution and refrigerant pump motors - Megger OHM and record results

aa) Review and note any issues for the Manual log inspection details

3.3.3.5 McQuay Centrifugal Chillers

Contractor shall:

a) Compressor Section - Megger Ohm motor and record values.

b) Control Panel - Electrical visual inspection.

c) Control Panel - Inspect for condensation.

d) Wiring Integrity - Tighten connections, look for overheating and discoloration.

e) Contactors - Check for free and smooth operation. Check for signs of pitting and wear.

f) Verify output voltages on control panel power supplies.

g) Chiller - Check and inspect operation of starter.

h) Inspect and test integrity, performance and wiring of safeties and fuses

i) Refrigerant Leak Check. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5. Perform minor repairs, valve packing, flare nuts etc.

j) Centrifugal Chiller - Review oil report.

k) Chiller - High Pressure - Replace compressor oil filter.

l) Chiller - Check and record oil level

Page 27 AD210873

m) Verify operation of oil sump heater.

n) Inspect refrigerant relief valve for corrosion, dust, scaling, evidence of leaking or relief and dirt.

o) Sight Glasses - Leak check and verify clear.

p) Visual Inspection - Leaks, Unusual Conditions etc.

q) Chiller - Check and record oil level.

r) Verify operation of oil sump heater.

s) Chiller - Check set point and sensitivity of the chilled water temperature control device. Verify operation.

t) Chiller - Re-Start chiller and record operating conditions.

u) Chiller - Check operation of the lubrication system.

v) Chiller - Inspect and test for proper operation of oil cooler solenoid.

w) Chiller - Observe water temp and record amp draw.

x) Chiller - Check and inspect oil pump contactor.

y) Chiller - Verify proper operation of motor load limit control.

z) Log operating performance and conditions.

aa) Safety - Post maintenance inspection - Record any concerns in writing.

3.3.3.6 Packaged Reciprocating, Screw and Scroll Chillers

Contractor shall:

a) Lock out and tag-out all chiller electrical power sources.

b) Pressurize the machine to a minimum pressure of 100 psig unless otherwise directed by the manufacturer and electronically leak test all fabricated compressor vessel and piping joints. Advise Facility Manager of findings.

c) Remove two oil samples from crankcase for field testing and lab analysis. Replace any external oil filter element and lubricant if it is acidic based on the analysis.

Recharge the compressor lube system new oil with the proper grade.

d) Check the following safety and operating controls set points, record settings and recalibrate as required:

• Condenser high-pressure cutout.

• Oil low pressure cutout.

• Oil thermostat.

• Refrigerant low temperature cutout.

• Check and verify proper operation of water flow switches.

e) Re-leak test the work performed above and repair any leaks noted. Minimum pressure 100 psig unless otherwise directed by the manufacturer. Contractor shall provide a marked-up chiller pictorial indicating location of chiller refrigerant leak(s) in accordance with 3.2.5.

f) Megger test the compressor and record values. (Phase to ground)

g) Inspect starter controls for pitting, corrosion,…