DESIGN A/E NOTE - GUIDE SPECIFICATION CONVENTIONS
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Rev 19JUN09 j:\Projects\Active\com-deca_design_criteria_revisions-04071\Guide Specifications\TJG Innformation
SECTION 15995
MAINTENANCE AND EMERGENCY REPAIR FOR HVAC AND REFRIGERATION
PART 1 - GENERAL
1.1SUMMARY
1.1.1.Scope Of Work:
a.Preventive Maintenance (PM): Provide PM on existing HVAC and refrigeration equipment. Provide PM on new HVAC and refrigeration equipment. See description of PM in PART 3, paragraph titled ‘CONTRACTOR FURNISHED SERVICES”.
b.Emergency Response: Provide emergency response to commissary requests for emergency repair of new or existing HVAC and refrigeration equipment. See description of Emergency Response in PART 3, paragraph titled “CONTRACTOR FURNISHED SERVICES”.
c.Emergency Repair: Provide emergency repair of existing HVAC and refrigeration equipment. See description of Emergency Repair in PART 3, paragraph titled “CONTRACTOR FURNISHED SERVICES”.
d.Contractor Furnished, Parts & Labor & Refrigerant & Items: Provide, Parts & Labor & Refrigerant & Items as indicated in PART 3, paragraph titled “CONTRACTOR FURNISHED, PARTS & LABOR & REFRIGERANT & ITEMS”.
e.Inspections & Reports: Provide pre-performance inspection, PM inspection, inspection reports, and close out letter. See PART 3, paragraphs titled “Pre-Performance Inspection” and “Preventative Maintenance” and “closet out Letter”.
1.1.2.Related Sections: Refer to related sections:
a.Section 01042 - Mechanical, Refrigeration, Food Service Equipment and Electrical Coordination.
b.Section 01400 - Quality Control.
c.Section 01720 – [Phased Turnover and] contract Closeout.
d.Sections 1535 through 15971 – Refrigeration and Air Conditioning.
1.2PERFORMANCE PERIOD:
a.Pre Performance Inspection: within 10 days after contract award, conduct a visual inspection of the existing commissary Refrigeration and HVAC equipment to be maintained under this section. Within 7 days after the inspection, provide a letter to the Contracting Officer.
b.Preventive Maintenance, Emergency Response & Repair Service: Preventive Maintenance, Emergency Response & Repair Service shall commence 60 days after the first notice to proceed has been issued by the Contracting Officer and shall continue until 90 days after final acceptance of the entire construction project.
c.Preventive Maintenance (PM):
(1)Initial PM: Initial PM shall be accomplished within 14 days after commencement of Maintenance and Emergency Response & Repair Service.
(2)Periodic PM: After Initial PM has been accomplished, provide periodic PM as necessary but not less frequent than once every 45 days until Final Preventative Maintenance occurs.
(3)Final PM: Final PM shall be accomplished 14 – 21 days before the end of Maintenance and Emergency Response & Repair Service.
(4)Air Filter Changes: change air filters as part of PM. Provide additional filter changes as necessary to protect equipment and to control construction dust.
(5)Closeout Letter: Prior to the end of the performance Period for Maintenance and emergency Response & repair Service, provide a letter to the Contracting Officer.
1.3CONTRACTORS QUALIFICATIONS:
a.Contractor Experience: the contractor (or refrigeration/HVAC subcontractor) shall have operated a minimum of 5 years as a refrigeration repair and installation contactor on commercial supermarket refrigeration systems and supermarket HVAC systems equal in type and complexity to the systems indicated in the Contract.
b.Mechanic Experience: the refrigeration mechanic shall have at least 5 years of journeyman refrigeration experience in the field of commercial supermarket refrigeration and HVAC that is equal to the type and complexity to the systems indicated in this contract. On every occasion where the contractor performs services at least one qualified mechanic shall be sent to the job site.
1.4DEFINITIONS:
a.Provide: Contractor furnished and Contractor installed.
b.New Equipment: New equipment installed under the requirements of another specification section of this construction contract. (Includes associated controls, piping, and power wiring between system components and back to power distribution panels).
c.Existing Equipment: Equipment listed in Tech Exhibit #1 of this section. (Includes associated controls, piping, and power wiring between system components and back to power distribution panels).
d.Emergency: Events which are Emergencies and require an Emergency response and repair:
(1)When a refrigerated display case or a conditioned room is not within the temperature limits shown in Technical Exhibit 2 for a period of 2 hours.
(2)When electrical power outages occur, that upon restoration of the electrical power, deficient temperatures occur as a result of equipment failing to re-start and commissary personnel are unable to re-start the refrigeration equipment.
(3)When the Refrigeration Alarm System (RMCS) becomes inoperable.
PART 2 - PRODUCTS
2.1PARTS AND MATERIAL QUALITY STANDARD:
a.All parts, materials and equipment provided under this contract shall be new. Replacement parts, furnished by others than the original manufacturer, may be used only if the parts are equal to or better than the original and has been approved by the Contracting Officer or appointed government representative. Remanufactured compressors may be used, provided the compressors are furnished by a manufacturer that is authorized and approved by the original refrigeration equipment manufacturer and the contractor has obtained written approval from the Contracting Officer.
(1)Air filters. Use filters per equipment manufacturer recommendations. However, as a minimum, pleated media type filters Merv 7 (ASHRAE 52.2-1999) SHALL BE USED. Fiberglass or polyester filters shall not be permitted.
(2)Refrigerant: All refrigerant shall be new unless it is being charged into an existing piece of equipment, which is to be removed under this construction contract.
2.2REPLACEMENT PARTS:
a.Parts for replacement requiring special order due to non-availability locally relieves the contractor for the 24 hour requirements. The contractor shall forward written justification for approval by the contracting officer. The written justification shall include the non-available parts that are required, the expected delivery date, the means of shipment, and the anticipated completion date. The contractor shall make every effort to expedite the purchase and delivery of such parts by using special means of shipment.
PART 3 - EXECUTION
3.1CONTRACTOR FURNISHED SERVICES:
a.Pre Performance Inspection: Inspection shall include the following as a minimum:
(1)Visually inspect all Refrigeration equipment.
(2)Test refrigerated room lights.
(3)Test display case lights.
(4)Make record of all display case and storage room temperatures.
(5)Make record of all conditioned room temperatures.
(6)Visually check all HVAC equipment and controls.
(7)Note the operation of, and gasket condition on, refrigerated room doors.
(8)Provide report of findings to Contracting Officer within 7 days after inspection.
b.Emergency Response: Provide Emergency Response to all emergency calls from the commissary requesting emergency repair of new or existing refrigeration or HVAC equipment. (See definition of emergency, this section.)
(1)Emergency Response Time: the contractor shall respond to all requests for Emergency Repair and shall arrive at the commissary within 2 hours after he receives a request for emergency repair.
(2)Emergency Response Availability: The contractor shall be available for emergency response and repairs 24 hours a day, 7 days a week.
(3)Warranty determination:
(a)If new equipment is determined to be the cause of emergency and repairs of refrigeration equipment is required for new HVAC or refrigeration equipment under warranty, then inform the installing contractor and monitor the warranty repairs.
(b)If existing equipment is determined to be the cause of emergency, then provide emergency repair of the existing equipment.
c.Emergency Repair: Provide Emergency Repair of existing HVAC and refrigeration equipment. Where parts or refrigerant are required, see paragraph titled, “Contractor Furnished, Parts & Labor & Refrigerant & Items”.
(1)Emergency Repair Time Limitation: Equipment shall be repaired within 24 hours after the contractor or his representative receives the request for emergency repairs.
(a)Failure to comply: If the contractor does not repair the equipment to proper operation within 24 hours of a request for emergency repairs, then the government reserves the right to arrange for repairs by other means and to pay for these repairs, by deduction from the contracted amount for this construction contract.
d.Preventative Maintenance (PM): Provide PM on existing and new HVAC and refrigeration equipment. During PM conduct all tests and make coordinate repairs and adjustments necessary to keep all systems operating properly. Where repairs and parts are required, see paragraph titled, “Contractor Furnished, Parts & Labor & Refrigerant & Items”.
(1)Minimum PM Requirements for Initial PM, Periodic PM, & final PM: Insure that the following work is accomplished (where repairs and parts are required, see paragraph titled, “Contractor furnished, Parts & Labor & Refrigerant & Items”):
(a)Air filter change. Each time filters are changed; date each and every filter being installed in ink, indicating the day, which the filter was installed.
(b)Refrigerant receivers levels are brought to a minimum of 30% with heat reclaim on.
(c)All HVAC equipment including boilers are ran to verify automatic controls and equipment operation.
(d)Sales Area Dry bulb and RH sensor is calibrated and recorded for the PM report.
(e)All compressor rooms cleaned.
(f)All refrigerated display cases and walk ins are adjusted to maintain tech exhibit 2 temperatures and manufacturer specified defrosts.
(g)All display case anti sweat heaters and their controllers are working.
(h)All display case and storage/processing room lights are working.
(i)All missing or loose display case trim or kick panels are installed.
(j)All display case and refrigerated room door gaskets are repaired or replaced.
(k)Parts and Labor and Refrigerant: Where repairs and parts or refrigerant are required to complete PM, see breakout of responsibility in paragraph titled, Contractor Furnished, Parts & Labor & Refrigerant & Items.
(l)Inspection Report: Within 10 days after PM is conducted, provide a PM inspection report to the Contracting Officer. In the letter, specifically identify any item, which was not in proper working condition upon completion of PM.
3.2CONTRACTOR FURNISHED, PARTS & LABOR & REFRIGERANT & ITEMS
a.Existing Equipment: Provide items and services indicated below to accomplish PM and Emergency Repair on existing equipment.
(1)Air Filters: Provide all air filters.
(2)Labor: Provide all labor for repair of existing equipment (exception, see government Reimbursement for labor).
(3)Refrigerant and Oil: Provide all refrigerant and oil.
(4)Other parts & Items: Provide parts costing less than $500. (See Reimbursement for Parts/Equipment.)
b.New Equipment: Provide items and services indicated below to accomplish PM and Emergency Repair on new equipment.
(1)Air filters: Provide all air filters.
(2)Labor: Notify installing contractor when warranty work is required.
(3)Refrigerant and Oil: Notify installing contractor when warranty work is required.
(4)Other Parts & Items: Notify installing contractor when warranty work is required.
c.Interconnected New & Existing Equipment: (Example: when an airconditioning condenser, but not the compressor, is replaced under another spec section.) Provide items and services indicated below to accomplish PM and emergency Repair on interconnected new & existing equipment.
(1)Provide all air filters.
(2)Labor: Provide all labor for repair of existing portions of the system (exception, see Government Reimbursement for labor). Notify installing contractor when warranty work is required on new equipment.
(3)Refrigerant: Provide all refrigerant and oil.
(4)Other Parts & Items: Provide parts costing less than $500 each if needed for repair of existing equipment. (See Reimbursement for Parts/Equipment.) Notify installing contractor when warranty work is required on new equipment portions of the system.
3.3GOVERNMENT REIMBURSEMENT:
a.Reimbursement for Parts/Equipment: the government shall reimburse for individual parts or equipment, which exceeds $500.00. The established cost of parts shall be at actual cost invoiced to the contractor including cash, trade discounts or rebates. The contractor shall obtain written approval from the Contracting Officer prior to replacing a part or piece of refrigeration or HVAC equipment costing $500.00 or more. The contractor shall provide written request indicating the work to be done, the parts to be replaced and the estimated cost prior to starting the work. Additionally, upon request of the Contracting Officer, the contractor shall provide three quotes for the equipment being replaced.
(1)Crane Rental: If a crane is used to lift reimbursable parts, then the government shall reimburse the rental costs for the crane.
(2)Excluded Items: Excluded from reimbursable items are:
(a)Equipment/items that are new under other section of this construction contract.
(b)Refrigerant, refrigerant oil.
(c)Labor shall not be reimbursed unless the requirements for Reimbursement for Labor & Overhead are met.
b.Reimbursement for Labor: the government shall reimburse labor and Overhead for Emergency Replacement of the existing equipment types listed below. Do not replace any of this equipment unless directed to do so by the Contracting Officer. Note: This commissary may not contain all of these types of equipment.
(1)HVAC Compressors over 11 Horsepower (excludes refrigeration compressors).
(2)Condensing units over 11 Horsepower.
(3)Condensers over 300 MBH @ 20 degree TD.
(4)Evaporators over 100 MBH @ 25 degree TD.
(5)Air Handlers over 2000 CFM.
(6)Chillers or chiller tube bundles.
(7)Boilers or boiler tubes.
(8)Display Cases.
(9)Unit Coolers.
(10)Refrigerated Storage/Processing room panels or doors.
(11)Cool Towers.
3.4SECURITY:
a.The Contractor shall be responsible for safeguarding government property which the contractor is given access. At the close of each work period, government facilities, equipment, and materials shall be properly secured. Upon arrival at the commissary, the Contractor shall request that the commissary personnel unlock the doors to the mechanical rooms, thus allowing the Contractor or his representative access to the refrigeration or HVAC equipment. The Contractor shall notify the commissary personnel to secure the unlocked doors prior to departure.
3.5AUTHORIZED GOVERNMENT PERSONNEL (AGP):
a.Commissary personnel or construction inspector authorized by the Contracting Officer to call the contractor for emergency work and to log the time when the contractor was called, arrived for the emergency service, and time repairs were completed. The contractor is responsible for obtaining the names of AGP from commissary officer in writing.
3.6STORAGE:
a.No storage space is available in the commissary mechanical rooms. The government is not responsible for theft or damage to contractor's property that is stored in the mechanical rooms.
3.7SERVICE STATEMENTS:
a.The contractor shall provide a separate service statement upon completion of each Emergency Service Work Call, and Periodic Preventive Maintenance Visit. The service statement shall list all material (and amount of refrigerant, system charged, and the like for reimbursement purposes) and man hours provided, reason for the call, description of work, serial number of equipment, part repaired or provided, and the names of person(s) doing the work and shall be signed by the AGP. A copy shall be left with the commissary officer or representative signing the service statement.
3.8CLOSE OUT LETTER:
a.Prior to the end of the Performance Period for Maintenance and Emergency Repair Service, provide a letter to the Contracting Officer. Indicate in this letter:
(1)The date on which the Final PM was completed.
(2)That refrigerant receivers levels were checked during Final PM and the levels are all at least 30% full with the heat reclaim ON.
(3)All HVAC equipment (including boilers) and controls were tested during the Final PM and that all are in proper working condition.
(4)All display cases and walk-ins were checked during Final PM and are maintaining contract specified temperatures.
(5)Specifically identify any item, which was not in proper working condition upon completion of the final PM. Include projected date when the item will be made operational.
TECHNICAL EXHIBIT 1
EXISTING COMMISSARY STORE EQUIPMENT TO BE MAINTAINED
The following listing includes, but not limited to, the major pieces of EXISTING equipment that shall be maintained under this Contract. The contractor shall also maintain associated controls, piping, wiring, etc., associated with these major pieces of equipment.