Scope of Services
A. PREVENTIVE MAINTENANCE
1. ROUTINE OPERATING INSPECTIONS
Each Routine Operating Inspection is to consist of the task-actions listed herein for each equipment type and to be performed at the frequency listed.
2. ANNUAL PREVENTATIVE MAINTENANCE
Each Annual Preventative Maintenance is to consist of pre-scheduled recurring preventative maintenance actions which are to be performed on a yearly interval determined by equipment operating hours that may be recommended by each equipment manufacturer. These annual tasks are designed to prepare the equipment for prime operating condition so that the equipment will operate effectively, reliably, and efficiently during the peak demand months. Also, provide full maintenance on the cooling towers and cooling tower pumps based on each manufacturer’s recommendations.
3. PARTS AND MATERIAL REPLACEMENT
Unless otherwise stated herein, replacement parts, oil, lubricants and materials (refrigerant is a separate item herein) are to be included as necessary to perform any Major Operating Inspection(s), Routine Operating Inspection(s), Annual Preventative Maintenance or Multi-year Preventative Maintenance tasks indicated on the Service Agreement Summary. Also, replacement parts and materials are to be included for any Repair Service Material items indicated on the Service Agreement Summary.
Replacement parts may be stocked by Contractor for equipment covered herein to be based on each original equipment manufacturer (OEM) recommendations for: routine expandable parts, normal annual stop replacement parts and multi-year stop replacement parts where applicable. Unless otherwise specified, the Contractor has the option of stocking the parts locally or having access to vendor stocked parts for immediate delivery.
All parts used in the performance of this Contract shall be new or rebuilt/remanufactured parts that meet OEM specifications.
B. REPAIR SERVICE
1. MINOR REPAIRS
Minor repairs shall consist of tasks which are performed during routine inspection(s) on an as needed basis that may require minor disassembly and removal of available inspection covers for minor repairs, measurements, and adjustments including replacements including replacement of routine expandable parts, controls, switches and indicator lamps. Labor and/or Material are to be included as indicated on the Service Agreement.
2. EMERGENCY CALLS (Unscheduled Service)
Emergency Calls shall be provided when necessary to diagnose problems and perform minor adjustments between scheduled inspections. Unless otherwise indicated herein, Emergency Calls are available 365 days per year, 24 hours per day.
3. REFRIGERANT LEAK REPAIR LABOR
Refrigerant leak repair labor is included on the Agreement. Leak repair labor consists of tightening bolts and flange fittings, replace gaskets, replacing O-rings and if necessary welding, soldering or brazing to stop leaks of components or any refrigerant piping on or between two or more pieces of equipment.
4. REFRIGERANT MATERIAL
The percent of refrigerant material indicated on the Service Agreement is to be the percent of chiller’s design refrigerant charge provided per year. The refrigerant provided is to be for the performance of any Major Operating Inspection(s), Routine Operating Inspection(s), Annual Preventative Maintenance, Multi-year Preventative Maintenance or any Repair Service tasks so indicated on the Service Agreement Summary Sheet(s) herein.
Any refrigerant material stocked on the job site by the Contractor for equipment covered herein is to be in approved storage containers and in accordance with ASHRAE Standard Safety Code for Mechanical Refrigeration (ANSI/ASHRAE 15-1994). Unless otherwise specified, Contractor has the option of stocking refrigerant on the Districts site or having access to local stock for immediate delivery.
5. MAJOR REPAIRS
Major repairs consist of the repair or replacement of moving parts, motor stators, motor rotors, and maintainable components that may have failed unexpectedly (except for those failures beyond the Contractors control as stated in the Exclusions listed below).
6. EXCLUSIONS
The Contractor is not responsible for items not normally subject to mechanical maintenance including but not limited to: duct work, casing, cabinets, fixtures, structural support, grillage, water piping, steam piping, drain piping, cooling tower fill, boiler tubes, boiler refractory, disconnect switches and circuit breakers.
C. PREDICTIVE MAINTENANCE
1. VIBRATION ANALYSIS
Vibration Analysis shall be performed on the mechanical equipment as indicated on the Service Agreement as a predictive, preventative maintenance tool for early detection of potential problems.
The Contractor will provide:
A. Baseline plot of equipment under current standard conditions.
B. Future measurements to be compared to the Baseline measurements.
C. Sound level sensing – tracing any sound problems to its source.
D. Pinpointing of any equipment imbalance by use of sensors in combination with a strobe light.
E. The amount of any vibration by measuring displacement and peak velocity.
F. A determination of any imbalance by the position of its phase.
The Contractor will provide the following report information:
A. Initial condition found.
B. Vibration analysis procedure used.
C. Hard copy of data charts, severity charts and any signatures (baseline) comparisons.
D. Interpretation of all data readings.
E. Recommendations for any corrective action(s). If recommendations are within the Scope of Service herein, the Contractor shall schedule and complete such action(s).
F. Contractor shall schedule a status and recommendations meeting every 4 months or as often as needed to inform the customer (Maintenance Department) on equipment conditions.
D. EDDY CURRENT TESTING
1. Eddy Current Testing service will be provided as indicated on the Service Agreement herein. After the completion of each test, the Contractor shall interpret the results and provide a written report to the District including any recommendations for corrective action(s). If the recommended corrective action(s) are within the Scope of Service of this Contract, the Vendor shall schedule and complete such action(s).
2. The Contractor shall guarantee the quality of all workmanship of the Eddy Current Test that is performed under this Contract for a period of sixty (60) days after completion. Upon written notification within such period that the testing services were not performed in a workman like manner, the Contractor agrees to remedy and redo such testing services in a timely manner without cost to the District. In the event that it proves impractical or impossible to remedy or redo such testing service, the Contractor will reduce the Contract price to reflect the reduced value of the Eddy Current Testing services performed.
E. GENERAL SERVICES
1. COIL CLEANING
The coils indicated on the Service Agreement herein are to be cleaned at the interval(s) indicated. Coil cleaning consists of cleaning the soil are side surface to remove any airborne particles and dirt build-up using water. If it is necessary to use coil cleaner, it must be a non-acid cleaner safe for coated coils.
2. FILTER CHANGES
Filters will be cleaned and/or replaced (as necessary) at the intervals indicated on the Service Agreement for all applicable equipment. In the event the filter material or cleaning requires different frequencies than indicated (due to experience or change in operating conditions), recommendations will be made for the District’s approval to adjust the frequencies and any associated price.
F. EQUIPMENT/LOCATION LIST
The District presently has thirty-six (36) Screw and four (4) Centrifugal Chillers, listed below are the model numbers, serial numbers, start-up dates and location for each of the units. If new units are added in the District during the term of this contract pricing for additional units will be negotiated through the Purchasing Department and may be added to this Bid.
Site
Make Model Serial Number Type
Bellalago Academy Trane RTAC 2004 U17B07482 Screw
Bellalago Academy Trane RTAC 2004 U17B07483 Screw
Boggy Creek Elementary York YCIV0207EA46 RATM021437 Screw
Canoe Creek School Carrier 30XVA2006S5025310 2518Q96203 Screw
Celebration High School Carrier 30XVB3506H40165-0-1 SO 048141 4919Q40280 Screw
Celebration High School Carrier 30XVB3506H40165-0-1 SO 048141 4919Q40281 Screw
Celebration High School Carrier 30XVB3506H40165-0-1 SO 048141 4919Q40282 Screw
Celebration K8 Carrier 30XWB32568-7GSMB-1 2617Q24348 Screw
Celebration K8 Carrier 30XW-32568-70299 3315Q22924Summer 2017 Screw
Cypress Elementary Daikin AWV014A STNU19000248 Screw
Cypress Elementary Carrier 30XAA1806J-03JM3 4608Q90715 Screw
Denn John Middle School Carrier 30XAB2406M-53SRW 0619Q96572 Screw
Denn John Middle School Carrier 30XAB2406M-53SRW 0619Q96568 Screw
Gateway High School Daikin AWV018A STNU170600129 Screw
Gateway High School Daikin AWV018A STNU170600120 Screw
Horizon Middle School Trane RTHD 300T VFD U17F08543 Screw
Horizon Middle School Trane RTHD 300T VFD U17F08544 Screw
Horizon Middle School Carrier 30XV-2006S5005D-0 3419Q96876 Screw
Kissimmee Elementary Carrier 30XAB1606T-00SH3 2913Q93267 Screw
Kissimmee Elementary Carrier 30XV-1806M40-6D-0 2019Q96704 Screw
Kissimmee Middle Trane RTHDUC2F U17E08542 Screw
Kissimmee Middle Trane RTHDUC2F U17E08541 Screw
Liberty High School Carrier 30XVS4006H40045072 1319Q40146 Screw
Liberty High School Carrier 30XVS4006H40045072 1319Q40147 Screw
Liberty High School Carrier 30XVS4006H40045072 1319Q40148 Screw
Mill Creek Elementary York YCIV0177VA46 RGTM023316 Screw
Mill Creek Elementary York YCIV0177VA46 RGTM023317 Screw
Osceola Arts York YCIV0207EA46VABSXTX RNTM024217 Screw
Osceola High School Trane CVHF570 L10C01238 Centrifugal
Osceola High School Trane CVHF570 L10C01239 Centrifugal
Poinciana Academy of Fine Arts Daikin AWV010A STNU190400216 Screw
Poinciana Academy of Fine Arts Daikin AWV010A STNU190400205 Screw
Saint Cloud High School York YKCQCSQ5-CKGS SDWM-582170 Centrifugal
Saint Cloud High School York YKCQCSQ5- CKGS SDWM-58234 Centrifugal
Saint Cloud High School York YCIV0247EA46VAB 2CWM005779 Screw
Tohopekaliga High Carrier 30XVA3256H4016D-0-1 3617Q95673 Screw
Tohopekaliga High Carrier 30XVA3256H4016D-0-1 3617Q95674 Screw
Tohopekaliga High Carrier 30XVA3256H4016D-0-1 3617Q95676 Screw
Tohopekaliga High
Carrier 30XVA3256H4016D-0-1 3617Q95677 Screw
Tohopekaliga High
Carrier 30XVA3256H4016D-0-1 3617Q95680 Screw
G. SERVICE AGREEMENT SUMMARY
The following tasks are to be performed on all equipment listed above at the frequencies listed.
TASKS FREQUENCY
Routine Operating Inspections 3 per year (every 4 months)
Repair Services As Required
Annual Preventative Maintenance Once per year
Vibration Analysis Once every other year beginning year 1 of contract
Eddy Current Testing Once every other year beginning year 1 of contract
H. LIST OF TASKS REQUIRED
1. ROUTINE OPERATING INSPECTION
All of the following tasks are to be performed on all equipment listed above during the Routine Operating Inspection at a frequency of three (3) times a year (every 4 months).
TASKS
• Inform Maintenance representative of scheduled maintenance a week in advance
• Report to Customer Upon Arrival
• Check General Machine Operation
• Check Control, Power and Piping
• Check Refrigerant Charge
• Check Safety / Operating Controls
• Check Starter Wiring and Contacts
• Check Gauges / Indicator Lights
• Log CWH/Brine In Temperature
• Log CWH/Brine Out Temperature
• Log CHW/Brine Flow Delta P
• Log CHW/Brine Pump Delta P
• Log Cooler Refrigerant Temperature
• Log Cooler Pressure
• Log Cooler Leaving Temperature Difference
• Log Condensing Water In Temperature
• Log Condensing Water Out Temperature
• Log Condensing Water Delta P
• Log Condensing Water Delta P
• Log Condenser Refrigerant Temperature
• Log Condenser Pressure
• Log Rotor Inlet Temperature
• Log Condenser Leaving Temperature Difference
• Log Oil Level
• Log Oil Filter Differential Pressure
• Log Oil Sump Pressure
• Log Oil Sump Temperature
• Log Bearing Temperature
• Check Approaches Through Calculation
• STOP Equipment
• Cleanup Work Station
• Report to District with a service report via email to the Maintenance representative, Advise & Obtain Signature
2. ANNUAL PREVENTATIVE MAINTENANCE
All of the following tasks are to be performed on all equipment listed above during the Annual Preventative Maintenance Inspection at a frequency of one (1) time per year. Also, provide full maintenance on the cooling towers and water pumps based on each manufacturer’s recommendations. The District will be responsible for the motor, coupling and its alignment. Contractor will be responsible for the tower pump.
TASKS
• Report to Customer Upon Arrival
• Leak Check with Leak Detector
• Secure Circuits, Lockout and Tag
• Review and Evaluate Log Readings
• Calibrate Cooler Transducer
• Calibrate Condenser Transducer
• Calibrate Oil Pressure Transducer
• Calibrate Condenser High Pressure Cut-Out
• Calibrate Operating Controls
• Pull Oil Sample for Analysis
• Pull Refrigerant Sample for Analysis
• Replace Oil Filter
• Check Gauges / Indicator Lights
• Inspect Starter ARC Shields
• Inspect Starter Capacitors
• Inspect Starter Coil Faces
• Inspect Starter Fuse and Heaters
• Inspect Starter Linkage
• Inspect Starter Resistors
• Inspect Starter Transformers
• Inspect Starter Wire Insulation
• Replace Refrigerant and Venturi Filters
• Replace Drier Cores (When Applicable)
• Megger Compressor Motor
• Restore Power
• Leak Check Disassembled Joints
• Cleanup Work Station
• Report to District, Advise & Obtain Signature
The following tasks are to be performed on all equipment listed above during the Annual Preventative Maintenance Inspection at a frequency of one (1) time the first year of contract only.
TASKS
• Transfer Refrigerant or Isolate Charge
• Drain Oil / Properly dispose of / Replace with New
• Break Vacuum with Nitrogen
• Evacuate Unit to Remove Nitrogen
• Transfer Refrigerant from Storage
The following tasks are to be performed on all equipment listed above during the Annual Preventative Maintenance Inspection at a frequency of one (1) time every other year of the contract (year 1 and 3).
TASKS
• Perform Vibration Analysis
• Provide Vibration Analysis Report
• Perform Eddy Current Test
• Provide Eddy Current Test Report
I. REPAIR SERVICE
The following tasks are to be performed on all equipment listed above as required.
TASKS
• Emergency Calls
• Leak Repair Labor
• Major Repair Labor
• Major Repair Material
• Minor Repair Labor
• Minor Repair Material
• Refrigerant Materials up to 50%
J. WATER TREATMENT
The purpose of this option is to furnish Water Treatment for the Cooling Towers on water-cooled chillers, CW loops and Glycol loops. The following locations and loops are included in this bid.
Bellalago Academy, Closed Loop for the entire site (approximately 400 tons)
Boggy Creek Elementary School, Closed Loop for Building 1 (approximately 150 tons)
Canoe Creek School, Closed Loop (approximately 200 tons)
Celebration K-8 School, two (2) Cooling Towers and the Closed Loop for the main campus (approximately 400 tons) does not include the Gym
Celebration High, Closed Loop (approximately 1,050 tons)
Cypress Elementary, Closed Loop (approximately 380 tons)
Denn John Middle School, Closed Loop for the main campus (approximately 480 tons)
Gateway High School, Closed Loop for main campus (approximately 800 tons) does not include the 9th grade center
Horizon Middle School, two (2) Cooling Towers, the Closed Loop for the entire campus (approximately 600 tons)
Kissimmee Elementary School, Closed Loop (approximately 340 tons)
Kissimmee Middle School, two (2) Cooling Towers, the Closed Loop for the entire campus and boiler (approximately 600 tons)
Liberty High School, Closed Loop (approximately 1,200 tons)
Mill Creek Elementary School, the Closed Loop for the entire campus (approximately 400 tons)
Osceola County School for the Arts, the Closed Loop for the entire campus (approximately 400 tons)
Osceola High School, two (2) Cooling Towers and the Closed Loop for the entire campus (approximately 900 tons)
Poinciana Academy of Fine Arts, Closed Loop (approximately 350 tons)
St. Cloud High School, two (2) Cooling Towers and the Closed Loop for the entire campus (approximately 1,000 tons)
Tohopekaliga High School, Closed Loop (approximately 1,625 tons)
1. CHEMICAL TREATMENT SPECIFICATIONS
The chemical water treatment for the cooling towers shall be a “state of the art” polymer design using organic complexing agents for scale and deposit control and Alkaline Base inhibitors for corrosion protection. The use of an acid based compound on a continuous basis is prohibited unless approved by the District. Current raw make-up water analysis report from each of the three (3) Water Districts must be provided with bid submittal. Water Samples for all three (3) water districts will be made available at the Mandatory Walk Throughs pursuant to Attachment “A”. All chemicals must be completely biodegradable and conform to all local, state and federal regulations. Complete microbiological control will be maintained at all times using only EPA and the State of Florida approved micro biocides. Proof of registration will be required with submission of bid. All necessary treatment chemicals will be the responsibility of the successful bidder if option is accepted. Chemical Products are as follows: Alkaline based corrosion and scale inhibitor, Biocide control compounds (Quaternary Ammonium Compound), Bromine for Bromine feeders at all locations, Chilled Water Loop Corrosion Control Compounds.
2. SERVICE
• The successful bidder shall be responsible for conducting tests at each location twice a month (Bi-Weekly) and submitting a summary of service via email within (5) working days upon completion of each bi-weekly service to the Maintenance Department designee. Immediate notification of potential problems that might require attention must call Maintenance designee at 407-935-3740.
• System outages will only be taken when necessary. Coordinate all such outages with the Maintenance Department and School administration no less than seven calendar days in advance. Outages will normally be taken at night, after normal school hours, or on weekends and holidays. Only extreme emergency conditions will necessitate outages being taken that will interrupt normal school functions.
• The successful bidder is responsible to inspect for wear and integrity of the tube sheet. The bidder shall accept responsibility of the condensing barrel side of the system after the first Eddy Current Testing. The successful bidder shall be responsible for the initial clean-up of the systems that required cleaning. Clean up recommendations shall be submitted as part of the bid package in writing with complete details and cost estimates. Where flushing of systems is required, the bidder will be responsible for the removal and disposal of all water, materials, chemicals, etc. that result from the cleaning procedures.
• The successful bidder is required to supply the necessary water treatment chemicals and services necessary for a total system management, including labor required for administering, monitoring, and testing water treatment systems. At the District’s request only Rydlyme Biogrageable Descaler is to be used. The chemicals will be stored at the successful bidder’s warehouse.
• The successful bidder will be responsible for preventing build-up of scale, algae and other adherent mineral deposits to heat transfer sections of the equipment being treated. Periodic descaling with inhibited acids will not be considered as meeting the specification.
• In the event that scaling, algae, mineral deposits or any other type related problem develops, the successful vendor shall remove the problem at his expense and bring all systems back into proper working order. If at any time the equipment should become scaled, during some period of this contract, the successful bidder will be completely responsible for furnishing all chemicals and labor necessary to descale the equipment promptly at no additional cost to the District and confirming that everything is in good working order.
• If possible, present feed equipment will be used. If present feed equipment or additional feed equipment is required, the successful bidder shall furnish and install the equipment at a predetermined price as part of this bid. The successful bidder at no additional cost, will maintain and/or replace (when necessary) all existing equipment during the contract period. This includes pumps, tanks, feed lines, controllers and ejectors. The equipment will remain in the ownership of the School Board at the end of the contract.
• Chemicals used in the treatment of water shall provide for protection of mechanical seals, pumps, heat exchange equipment and prevent corrosion, pitting, calcium carbonate, or any scales that are caused by the various water types in the School District System.
o All chemicals used in the treatment under this contract shall be from fresh stock and of the proper grade and quality. Upon evidence that chemicals are from surplus stock, or rejects, or have been adulterated, the School Board may immediately cancel the contract in default.
o The bidder shall state in the bid submitted the identity of all chemicals to be used and submit SDS sheets for each chemical as part of the bid package.
• CLOSED LOOP TREATMENT
o The chemical water treatment program for closed chilled systems shall be “state of the art” Borate/Nitrate/Molybdate/Phenalthalene designed for total control over scale, corrosion and microorganisms and to color the Chilled Loop to aide in leak detection. Microbiological control products used shall be EPA and State of Florida approved.
o All closed loop locations must be treated and inspected quarterly with inspection findings emailed to the Maintenance representative within (5) working days. If any closed loop is found dirty or contaminated, they must be flushed and retreated at no additional cost to the School District.
o Closed circulating chilled systems must be treated with an approved product that contains at least four corrosion inhibitors for both ferrous and nonferrous metals. The treatment level and product analysis must be furnished along with the recommendations for treatment. Copies of all analysis and reports shall be furnished to the District Maintenance designee via email. All closed loop reports shall include a make-up meter reading. If a leak is suspected, system must be tested for denitrifying bacteria unless there is a significant drop on conductivity levels.
• Each report shall include previous readings for quick comparison of end users. Reports shall include all items requested on this bid, inhibitor levels (according to the application), plus any additional information the awarded contractor uses for the water treatment program. Awarded vendor shall provide training, as needed, to properly understand the submitted reports.
• WATER TREATMENT OPERATING PARAMETERS
Cooling Towers
• Conductivity 1000 – 1500 (as mmhos)
• pH 8.0 – 9.0
• LSI 1.5 – 2.0
Closed Loops
• pH 8.0 – 10.0
• Fe 0 – 1.0
• Cu -0.5 – 0.5 d.
• Nitrite
o Condenser Water Loops 700 – 1100
o Chilled Water Loops 600 – 1000
3. WARRANTY ADMINISTRATION
The Bidder shall administer, coordinate, and enforce any and all warranties that are in effect at the time of commencement of this contract. The Bidder shall also perform all work necessary to maintain warranted items in order that they remain in full force throughout the normal warranty period.
4. SAFETY DATA SHEETS
Bidder is required to submit product bulletins, material data sheets, proof of EPA and State registration of micro biocides, control ranges for all products recommended and a list of three (3) Florida references where a similar program is being maintained (list location, telephone number and contact person by name) with this bid (use attached reference sheet). In addition, bidder must certify that the products to be used will not harm personnel nor will they damage any equipment and property coming in contact with such products, as long as proper use is observed and chemical is kept in proper control ranges. Control ranges to be provided in writing with bid submittal. Safety Data Sheets are to be placed in Mechanical Room where chemicals are stored. All containment of chemical stored on District property must be in accordance with current EPA Standards. Supplier must provide secondary container labeling and reflective SDS for any mixed or diluted product.
5. SAMPLE TESTING
Sample testing will be done by Qualified Water Treatment Company hired by the District.