Annual Maintenance Contract for Operation, Maintenance, Servicing & Overhauling Works of HVAC System installed at SCF-K and SCF-L

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1 Annual Maintenance Contract for Operation, Maintenance, Servicing & Overhauling Works of HVAC System installed at SCF-K and SCF-L Ref: AMC/HVAC Systems/1314/03 1. Two Envelop Open Tender with separate Financial and Technical bid are invited from reputed Firms/Contractors for Annual Maintenance Contract for Operation, Servicing and Overhauling Works (Services/Labour only) of HVAC systems located at Satellite Control Facility Karachi (SCF-K) and Satellite Control Facility Lahore (SCF-L) Kala Shah Kakoo sites on 24/7/365 basis in 03 Shifts including Annual Overhauling and Servicing. Details of HVAC systems to be maintained alongwith the detailed Scope of Work is attached as Annex- A with the Tender Documents. 2. The bids of only those bidders will be considered who meet the criteria and provide the below information a. The firm should have atleast years experience in the Operation & Maintenance of such Screw Chillers. b. Proof of valid current registration with Pakistan Engineering Council in C-2 and above Category. c. Details of present and past 05 years Operation & Maintenance Contracts of similar Screw Chillers, their Contract Value alongwith copies of Contract/Work Order. d. Should have offices at Karachi & Lahore and capable to provide the Operation & Maintenance at both sites. e. Registered Name & Address of the company alongwith phone, fax and address (copy of registration to be furnished). f. List of technical staff, their qualification/experience and details of in-house facilities. g. National Tax Number and Income Tax Clearance Certificate of last 03 years return. h. Proof of Financial Stability and Bank Certificate of Financial soundness. i. Brief of any litigation/arbitration proceedings in which the Firm has been/is involved. j. Complete profile of the firm. k. Affidavit that the Firm is not Black Listed in any Govt/Semi Govt Organization. Page 1 of 11

2 Annual Maintenance Contract for Operation, Maintenance, Servicing & Overhauling Works of HVAC System installed at SCF-K and SCF-L 1. Details of units/equipments installed at SCF-K are given below Annex- A S No. Description Unit Qty a. McQuay Chillers 100 TR, Nos 4 Model McEnergy HS-ST b. McQuay AHUs Nos 28 c. Primary Pumps, Nos 4 Model Eatanorm M M11, Make KSB d. Secondary Pumps, Nos 2 Model Eatanorm M M11, Make KSB e. Electrical Panels in AC plant room and AHU Nos 5 Rooms comprising electrical controls and VFDs. f. Carel Humidifiers Nos 17 g. McQuay/ACSON Split Units Nos 36 h. Sequence Controller Nos 04 i. Fresh Air Fan Nos 24 j. Exhaust Air Fan Nos 04 k. Operation of HVAC BMS Only Job 01 Details of units/equipments installed at SCF-L are given below S No. Description Unit Qty a. McQuay Chillers 100 TR, Nos 4 Model McEnergy HS-ST b. McQuay /Clivet AHUs Nos 26 c. Primary Pumps, Nos 4 Model GFI (SCF-L) Make Taco d. Secondary Pumps, Nos 2 Model , Make Taco e. Electrical Panels in AC plant room and AHU Nos 5 Rooms comprising electrical controls and VFDs. f. Carel Humidifiers Nos 17 g. McQuay/ACSON/LG/Haier /Mitsubishi/Orient Nos 60 Split Units h. Sequence Controller Nos 04 i. Fresh Air Fan Nos 24 j. Exhaust Air Fan Nos 04 k. Operation of HVAC BMS Only Job 01 Page 2 of 11

3 2. Detailed Scope of Works Chillers S No. Item Description a. Troubleshooting and diagnosis of fault code in the chillers. (in each shift) b. Checking/adjustment of pressure drop across the cooler. (in each shift) c. Logging of operating data/parameters of machine. (in each shift) d. Checking of compressor abnormal noise. e. Troubleshooting of motorized chiller s actuators. f. Checking of flow switches of chillers. g. Inspection of chiller components, painting and anti rusting if required. h. Checking of transducers, sensors and other controls of chillers & replacement of faulty components. i. Checking of pressure drop across the oil filter and replacement of oil filter if pressure drop exceeds 1.0 Bar. j. Checking dehydration filter pressure drop. k. Checking of compressors and condensers fan motors Amps at full load. l. Checking of electrical resistance of compressors. m. Checking of electrical resistance of condenser fan motors. n. Checking electrical wiring of chillers/components for any sign of overheating o. Cleaning of electrical panel/control cards of Chillers. p. Checking of liquid Pilot lamp for passage of bubbles and Page 3 of 11 Daily Weekly Monthly Quarterl y Yearly

4 replacement of dehydration filter on sight of bubbles. q. Cleaning/Washing of condenser batteries on weekly basis including Painting, Greasing and replacement of Evaporator and Compressor Suction Insulation. r. Visual inspections of machine for any damage/loosening. s. Checking/testing/servicing of refrigerant leakage in the system and adjustment of charge if required. t. Adding of chemicals for treatment of chilled water and pipe line as per recommendations of water treatment company. u. Checking/servicing/replacement of compressor s contactors if necessary. v. Checking/servicing of condenser fan motor s contactors for pitted points. w. Checking of insulation resistance of compressors. x. Checking of insulation resistance of condenser fan motors. y. Checking of electrical terminals for tightness. z. Replacement of compressor oil, Oil filter and Dehydration filter if TAN analysis test arranged annually/as required basis by contractor from PCSIR equals aa. Checking/adjustment of temperature and pressure of chillers. (As per temperature of summer and winter season) bb. Checking of compressor oil colour. cc. Checking of compressor oil level in compressor sight glass (should be b/w 50-90%). dd. Checking of chilled water leaving and entering pressure gauges. ee. Checking of chilled water leaving and entering thermometer. Page 4 of 11

5 ff. Chilled water treatment/testing. gg. Checking of chilled water bypass circuit. NB. The scope of maintenance shall include all the guidelines, recommendations of the OEM in the product manuals, its website and other sources of dissemination. 3. Annual Preventive Maintenance The contractor shall plan shutdown of HVAC system 04 Months before the start of winter season for undertaking complete annual preventive maintenance of HVAC system. However, he will seek prior approval of SUPARCO for the shutdown in winter season and give 01 Week advance notice stating the shutdown period. Following maintenance will be carried out under the supervision of authorized service Engineer/Supervisor of contractor. a. Chillers (1) The yearly preventive maintenance mentioned in the scope of work. b. Chilled Water Pumps (1) Checking & replacement of pump strainer. (2) Checking & replacement of faulty pump bearings. (3) Checking & replacement of faulty motor bearings. (4) Checking & replacement of coupling rubber. (5) Checking of motor winding insulation with Meggar after disconnection of motor leads from VFD. (6) Checking of earthing. (7) Checking & tightening of wire connections. (8) Painting/anti rusting of pump supports. (9) Cleaning/maintenance of air separators. c. Air Handling Units (AHUs) (1) Flushing & cleaning of finned surface& water tubes of cooling coils. (2) Checking & replacement of faulty fan bearing. (3) Checking/replacement of faulty motor bearing. (4) Checking of belt alignment and tension & mounting bolts. d. Electrical Panels and Wiring (1) Checking & servicing of contactors, overloads, MCCBs, fuses, tightening of wiring connections, replacement of faulty parts if required. (2) Checking of wiring insulations. (3) Checking of earthing. e. Piping System (1) Cleaning & flushing of chilled water pipe. (2) Painting & servicing of all valves, strainers, CFRV. (3) Checking/repair of insulation, jacketing & covering of all insulated piping. Page 5 of 11

6 f. General Change of compressor oil if required, greasing of bearing and oiling wherever required, painting of equipment will also be done. g. Chilled Water Pump Sets S No. Item Description Daily Weekly Monthly Quarterly Yearly a. Troubleshooting of pump sets. b. Checking of pump sets for abnormal noise/wear/ampere. c. Checking/replacement of pump set bearings. d. Cleaning of pumps strainers. e. Checking of suction/discharge pressure of pumps. f. Checking of secondary pump VFDs. g. Checking/replacement of mechanical seal of pumps for leakage. h. AHUs S No. Item Description Daily Weekly Monthly Quarterly Yearly a. Troubleshooting of AHUs and its actuators. Repair & replacement of actuators if required. b. Checking/servicing/adjustment of AHUs belt alignment & tension/motor amps. c. Cleaning/replacement of pre/back filters. d. Cleaning of AHU s strainers. e. Flushing & cleaning of finned surface & water tubes of cooling coils. f. Checking VFD/VAV of AHUs. g. Random water balancing of AHUs. h. Checking of AHU gauges in each shift. i. Humidifiers S No. Item Description Daily Weekly Monthly Quarterly Yearly a. Checking of humidifiers/heaters. Page 6 of 11

7 j. Split ACs S No. Item Description Daily Weekly Monthly Quarterly Yearly a. Checking/cleaning of condenser. b. Checking/cleaning of Evaporator Filter. c. Checking of refrigerant charge. d. Checking of abnormal noise. e. Checking/cleaning of Split Units, Evaporator, Blower and Condenser Fan Motor etc. 4. Contractor s Responsibilities. a. The contractor shall after physical checkup of SUPARCO Stores at both sites recommend the critical spares along with their OEM Part numbers, minimum inventory level which are required to be kept in stock by SUPARCO for routine maintenance and servicing of HVAC system. b. The contractor will specify 04 months before the start of winter season, the Spare parts/consumables etc along with their qty and specification which are required for annual preventive maintenance so as to give sufficient lead time to SUPARCO for its procurement. c. The contactor shall be responsible for efficient operation and maintenance of above HAVC system. He will depute 1 Nos AC Supervisor in general Shift and 1 No AC mechanic in each shift as per qualification and experience mentioned at in Appx-I. However, he may decide minimum number of other staff required their qualification and experience which he deems necessary for smooth routine operation and maintenance of HVAC system in shifts. d. The contractor would also ensure economical consumption of materials and spares supplied by SUPARCO. All efforts should be made to repair old parts for its re-use. New part should only be substituted when the old part cannot be satisfactorily repaired & re-used. e. The contractor will arrange tools and instruments for its technicians which are required for operation, maintenance, servicing, overhauling and minor repair of above equipments. f. The contractor shall supply safety belts, hard hats, ladders for his workers. In case such safety equipment is not provided by the contractor and not worn/used by his workers while performing their duties, the Employers shall deduct 1% of gross amount from contractors Bill for that month. g. The contractor staff will maintain log of chiller, chilled water pumps Suction/Discharge Pressure in each shift as per SUPARCO s approved format and take confirmatory signatures of SUPARCO s rep. h. The contractor shall maintain a Register for each Equipment/System and record with dates the works of servicing, maintenance & overhauling being carried out by his staff. The contractor shall take confirmatory signatures from SUPARCO s rep for the work done. i. The contractor will record and monitor the temperature and humidity of all the rooms and RF Rooms in each shift. Page 7 of 11

8 j. Temperature range of SCF-K building is 23 +/- 2 O C, humidity range 50+10%. IT server room 18+2 O C, humidity range 50+10%. k. The contractor supervisor shall submit weekly report to SUPARCO s rep regarding the overall performance of above equipments and pin point any action to be taken by the employer. l. Contractor should supply miscellaneous items required for maintenance work e.g. cotton waste, cloth nitrogen gas cylinder and acetylene cylinder. m. The contractor shall provide the names and CNIC Nos of their staff for security clearance. Staff will not be normally changed from site. However, if such a change is required then the names and CNIC Nos of substitute staff will be provided 02 days for arranging security clearance. n. The contractor shall make himself available to the employer representative whenever asked for and shall reply all communications within 2 days of their receipt. o. Contractor shall handover defective part to SUPARCO s rep. The contractor shall maintain a Register to record New parts taken from SUPARCO s rep and defective parts handed back and take confirmatory signature from SUPARCO s rep. p. For the purpose of identification and security, all employees of the contractor shall be issued proper identity cards by the contractor. q. All employees of contractor shall wear safety shoes and proper uniforms with Firm s Name and Label thereon. If any employee is noted to be working without proper uniform and safety shoes, the Employer shall deduct 2% of gross amount from that month s bill submitted by the contractor. r. The contractor shall maintain daily attendance register of his Employees and submit the same daily to SUPARCO s representative for his signatures who may if required physically verify the same. The contractor will submit alongwith his monthly bill the monthly attendance record of his Employees duly verified by SUPARCO representative for adjustment/deduction of amount due to shortage of his manpower. s. Contractor shall arrange TAN test of compressor oil from PCSIR on annually/as required basis. The cost of such test shall be reimbursed to him on production of cash memo. t. Contractor shall arrange chemical dosing of chilled water and testing of chilled water Nitrite, Iron Level, TDS and PH on monthly basis from PCSIR. Cost of such tests shall be reimbursed to him on production of cash memo. u. Water balancing of chillers/ahus if required will be done by the Contractor annually on payment of extra charges by SUPARCO subject to prior approval of charges by SUPARCO. v. Random Air Balancing of Main Building Rooms if required will be done by the Contractor annually on payment of extra charges by SUPARCO subject to prior approval of charges by SUPARCO. w. Contractor shall carry out maintenance of above Equipments in the presence of SUPARCO s rep. x. Minor repair works e.g. rewinding of pump/ahu motor, control card of Split ACs, repair of chilled water piping /duct leakages etc will be done by the Contractor from local market on payment of extra charges subject to the prior approval of repair charges by SUPARCO. y. The contractor shall be responsible for operation of chillers, AHUs, Chilled water pumps, VAV devices, Fresh/Exhaust Air Fans through HVAC BMS. He will be Page 8 of 11

9 also responsible for manual operation of above equipments in case of defect in HAVCA BMS. z. The resolution time for diagnosis and rectification of breakdown/emergent fault shall be hrs depending on the nature of fault and supply of spare parts by SUPARCO. aa. 2% LD shall be charged if the contractor is unable to rectify the fault within the agreed time line despite provisioning of spares by SUPARCO. 5. SUPARCO s Responsibilities a. SUPARCO will arrange from reputed source of its choice the required consumables/spare parts which are required for operation, maintenance, servicing, minor repair and overhauling as per recommendations of contractor with proper justification. b. SUPARCO shall arrange major repair e.g. compressor repair/replacement, cooler repair/replacement from McQuay local Distributor. c. SUPARCO shall arrange electricity and water supply. d. SUPARCO shall arrange water treatment chemicals. e. SUPARCO shall provide suitable working space to contractor s staff for carrying out repairs. f. SUPARCO shall arrange repair /troubleshooting of HVAC BMS directly from M/s I&MS. 6. Terms and Conditions a. The contractor will ensure proper functioning of AC plants/units. In case of unsatisfactory functioning / major failure / breakdown of compressor / cooler / condenser etc the contractor shall pay for the damage/losses subject to the condition that the joint investigation of SUPARCO and Contractor s senior officers reveal that such damage/loss has occurred due to the default on the part of Contractor s staff. (1) The contractor will be responsible for the insurance of their workman under the law against any accident/injury as third party insurance against any damage, losses or injury which may occur to property or an person including SUPARCO s property/suparco s employee. (2) The contractor shall indemnify and keep indemnified the Employer against all losses and claims for injury or damages to any person or any property whatsoever which may arise out of or in consequence of the performance of the contract against all claims, demands, proceedings, damages, costs, charges & expenses whatsoever in respect of or in relation thereto. 7. Bills Certificates and Payments a. The contractor shall submit his bills to the employers representative at each site during 1 st week of every month alongwith the attendance sheet of deputed contractor s staff and stating the work carried out during the preceding month duly verified by SUPARCO representative. The contractor shall be paid monthly on the certificate of employer s representative. Page 9 of 11

10 b. SUPARCO s representative shall have the power to make necessary adjustments in the bill and issue a certificate within 02 days of receipt of bill by him. c. The amount due to contractor under any certificate issued by SUPARCO s rep shall be paid by the SUPARCO to the contractor within 15 days after receipt of certificate by SUPARCO s rep. 8. Payment of Taxes a. The contractor shall be responsible for the payment of all taxes announced by the Govt of Pakistan and Taxes on services arising out of the contract. 9. Termination a. SUPARCO shall have a right to terminate the contract by giving a notice of 30 days to the contractor. (1) In the opinion of SUPARCO the contractor s performance is unsatisfactory or the contractor fails to abide by any of the condition of the contract. b. SUPARCO shall also have the right to terminate the contract by giving a notice of 30 days if it decides to discontinue the services of the contractor due to any reasons other than those mentioned above. 10. Schedule of Prices Charges for 24/7/365 basis Operation, Maintenance, Servicing and Overhauling Work of HVAC system including Annual Preventive Maintenance according to the condition of Contract and Scope of Work/details of work mentioned above. (Rs. per month) (Rupees in Word per month) Page 10 of 11

11 Appx I Minimum Technical Staff Requirement S No. Designation of Staff a. HVAC Supervisor Experience & Qualification DAE (HVAC) with 07 years experience in the maintenance of Screw Chillers/HVAC system. b. AC Mechanic DAE (HVAC)/post matric 18 months certificate course in AC with 05 years experience in the maintenance of Screw Chillers/HVAC system. Require Remarks ment 1 General Shift Only. Will be responsible for overall supervision of operation and maintenance HVAC system in shifts Nos per Shift. Should have understanding of Chiller parameters, chilled and cooling water cycle. NB: The contractor shall deploy the above staff with the approval of their academic credentials/experience by SUPARCO. Page 11 of 11