HVAC Systems and Related Services

The Vendor is required to provide comprehensive chiller preventive maintenance and condition assessment program to enhance system reliability, reduce operational risk, and support long-term asset lifecycle planning.
- Service schedule and response requirements
1. Preventive maintenance services shall be scheduled and performed in accordance with the following requirements:
•    Preventive maintenance shall be performed during regular business hours (Monday – Friday, 7:00 am – 5:00 pm) unless otherwise approved by the county.
•    The contractor shall coordinate scheduling with the designated county representative(s) to ensure operational impact is minimized and facility needs are considered. 
•    The first annual service shall occur one (1) year from the previous service date. 
•    The county will provide historical service dates after contract award.
•    The contractor shall be responsible for maintaining a proactive preventive maintenance schedule to ensure timely completion of required services.
2. Response requirements
•    Provide unscheduled regular service response between 7:00 am – 5:00 pm, Monday through Friday, with a three (3) hour on-site response time. 
•    Services requested outside regular business hours (after hours, weekends, or holidays) shall maintain the same three (3) hour response time, require county approval, and will be considered overtime services.
3. General requirements
•    Provide all labor, supervision, tools, equipment, materials, chemicals, transportation, and effort necessary to support compliance with these requirements. 
•    Replacement parts shall be billed at contractor cost plus contract markup, with supporting cost documentation required.
- Documentation, reporting and logging
1. Operations log (unit-level performance history)
•    Record key operational values including, at minimum:
o    Temperatures
o    Pressures
o    Amperages
o    Load conditions
•    Be maintained on the unit in a sealed protective sleeve
•    Remain available for county review for at least one (1) year
•    Support trend analysis and condition-based maintenance decisions
2. Annual reporting package (formal documentation submission requirement)
•    Annual preventive maintenance report on company letterhead summarizing work performed and system status, including pertinent test results 
•    Completed inspection checklist and condition assessment
3. Condition assessment requirements (asset management support)
•    Please use the inspection checklist and condition assessment for directions on choosing an assigned condition rating using the county’s approved rating scale
•    Condition assessments will be used by the county to support:
o    Capital planning
o    Asset lifecycle management
o    Prioritization of maintenance investments
o    Reduce risk and improve reliability
•    Documentation integrity and consistency
o    Be accurate, complete, and legible
o    Reflect actual site conditions, testing outcomes, and professional observations
o    Clearly align each report to the correct asset, location, and serial number
o    Be consistent with industry standards and manufacturer requirements
4. Invoice documentation and payment eligibility
•    Annual preventive maintenance report 
•    Completed inspection checklist and condition assessment
- Preventive maintenance
1. Water-cooled chillers
•    Mechanical inspections and component condition verification
•    Lubrication and adjustments per manufacturer recommendations
•    Calibration of controls and operating set points
•    Safety device testing and verification
•    Electrical inspection, tightening, torque verification, and megger testing as appropriate
•    Leak detection and refrigerant integrity evaluation
•    Performance testing to confirm operating efficiency and system stability
•    Vibration analysis and oil analysis as applicable
a. Eddy current testing and tube cleaning (water-cooled chillers only)
•    This requirement applies only to water-cooled chiller condenser and evaporator tube bundles. 
•    The contractor shall perform the following:
o    Eddy current testing – 100% of condenser tubes every 3 years
o    Eddy current testing – 10% of condenser tubes every 2 years
o    Eddy current testing – 100% of evaporator tubes every 5 years
o    Tube brushing – condenser tubes annually
o    Tube brushing – evaporator tubes every 5 years
•    Technicians performing eddy current testing shall possess level ii eddy current certification. 
•    Testing may be subcontracted at no additional cost to the county. 
•    Reports shall include tube condition assessment, test results, identified defects, and an estimated remaining useful life evaluation to support county asset management and capital planning. 
•    Test results shall be documented in the written report that includes:
o    Condition assessment
o    Test findings
o    Identified deficiencies
o    Recommended actions
o    Estimated remaining useful life
o    Reports shall be submitted as part of the required documentation package to support county asset management
2. Air-cooled chillers
•    Oil analysis and oil service as required
•    Coil cleaning
•    Refrigerant level verification and leak detection
•    Electrical inspection and tightening
•    Safety and operating control testing and calibration
•    Lead and lag verification and operational sequencing review
•    Functional testing of motors, starters, and related components
•    Completion of performance logs and documentation of readings
3. Pumps
•    Operational and performance verification
•    Flow and pressure condition checks
•    Alignment, mounting, and support integrity inspection
•    Electrical inspection and megger testing
•    Lubrication of moving components per manufacturer specifications
•    Vibration analysis where applicable
4. Cooling towers
•    Annual preventive maintenance shall include:
•    Interior and exterior structural condition evaluation
•    Drift eliminator and nozzle condition assessment and cleaning
•    Cleaning of interior surfaces and debris removal
•    Inspection of mechanical drive assemblies, shaft, bearings, and motor
•    Vibration testing and operational verification
•    Electrical inspection and testing
•    Gear oil service as applicable.