REFRIGERATION & AIR-CONDITIONING UNIT IIT KHARAGPUR

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1 REFRIGERATION & AIR-CONDITIONING UNIT IIT KHARAGPUR Sub.: Day-to-Day operation contract & maintenance for 2 X 40 TR &1 X 20 TR DX type Central AC Plant of Netaji Auditorium of IIT Kharagpur Ref.: IIT/RAC/Netaji/OC & MC/ Sealed bids are invited from interested and qualified contractors for day-to-day operation & maintenance of 2 X 40 TR &1 X 20 TR, air cooled, direct expansion type central air conditioning plants of Netaji auditorium of IIT Kharagpur under the terms and conditions mentioned below. The duly signed sealed bids in 2 separate envelopes (one for technical & other for commercial) with all supporting documents and testimonials must be sent to Professorin-Charge, Refrigeration and Air-Conditioning unit, IIT Kharagpur on or before by (03:30 PM). The time and venue for opening the bids will be notified separately to the bidders. As the commercial bids of only the technically qualified bidders shall be opened, the bidders must clearly indicate technical and commercial on the envelops. The tenderers are advised to visit, study and understand the operational & maintenance details of the above plant before submitting their bids. They may visit the plant on any working day between 9 AM to 5 PM with prior information to and permission from Professor-in-charge (Refrigeration & Air conditioning). The Institute reserves the right to accept or reject any bid, postpone or cancel the bidding process without assigning any reason whatsoever. Description of the air conditioning plant The air cooled direct expansion type air conditioning plant of 2 X 40 TR &1 X 20 TR capacities that serves AC system of Netaji Auditorium. Air handling units are installed on the roof tops (2 nos. of 40 TR) and above the Netaji stage area (1 no. of 20 TR) of Netaji Auditorium. All the ODU s (10 X 11 TR outdoor units with scroll compressors) are placed near the AHU s. Starter panels are located near the AHU s.

2 Terms & Conditions 1) The tenderer must have at least 5 years of experience in day-to-day operation of similar, air cooled direct expansion type central air conditioning plants. The following supporting documents must be supplied along with the bid: a. List of important works executed during last five years including name of client, amount of work, duration of completion, certificate from client etc. b. List of works in hand including name of client, nature of work and amount of work. c. Number of operators proposed for the above work along with their qualifications, experience etc. The operators must be trained to handle such plants and shall be able to carry out minimum maintenance works such as cleaning of the filters, ODUs etc. d. The contractor has to ensure that all applicable labour rules and regulations are followed in the recruitment of the operators, fixing the duty hours, wages etc. e. Indicate any other information/details if any to show the technical and managerial competence. This may include testimonials and certificates from owners, consulting engineers etc. f. Tender forms and other related documents regarding the proposed work may be obtained from the Refrigeration & Air conditioning office at Indian Institute of Technology, Kharagpur on at 12 noon. The value of tender is Rs (Rupees One Thousand only) by crossed Demand draft payable at Kharagpur and drawn in favor of Indian Institute of Technology which is non-refundable. The vendor may also download the Tender document and apply for it attaching non - refundable Rs Demand draft. g. Earnest money: A non-interest bearing of Rs. 20, (Rupees Twenty Thousand only) by crossed Demand draft payable at Kharagpur and drawn in favour of Indian Institute of Technology. 2) Period of contract: a. Maintenance contract for 15 months from to b. Operation contract for 12 months from to ) Scope of operation & maintenance contract: # The Netaji Auditorium is under the custody of Technology Film Society (TFS), IIT Kharagpur and is used for screening regular movie shows during the weekends and also for holding other important institute functions as and when required as notified in advance by the competent institute authorities through office orders. The plant is to be operated on any day of the week as

3 per requirement mentioned in the office orders, and during regular film shows on Saturdays and Sundays. # The operators shall operate the plant in such a manner that the plant performance or life of the plant or any parts of the plant are not affected adversely. The operators have to be trained and must be able to identify problems, if any and take suitable actions or inform the contractor immediately. The contractor should maintain immediately to the plant as soon as he is informed of the same by the operators. # The operators have to maintain the log book by recording during the functioning of the AC plant and record all relevant parameters such as dry bulb temperature, wet bulb temperature of the auditorium, current drawn by the compressor motors, voltages etc. at regular intervals of 2 hours during the plant operation. The operators shall also record the ambient dry and wet bulb temperatures, twice in a day (morning 8 AM, evening 6 PM) during the days the system is in operation. 1. Quarterly checking and servicing the air-conditioning Plant/ Unit. 2. Attending to the Plant when called by the operator. 3. Cleaning of cooling coils, fins, once in every quarter and air-filters once in every month. 4. Cleaning of AHU-drain line quarterly. 5. Cleaning the condenser coils twice in a year if considered necessary. 6. Checking and inspecting belts and replacement of worn out belts, adjusting of tension if required once in every quarter. 7. Repairing / overhauling the components of the equipment at site/ in our service- station, including replacement of worn out parts when found necessary. 8. Replenishing refrigerant required as a result of a leak in the system arising out of fair wear and tear. 9. Repair/ replacement of microprocessor controls when found necessary. 10. Lubricating the bearings of motor, and fans when found necessary. 11. Checking the refrigerant system once in every month. If found defective the same may be replaced or repair immediately. 12. Checking motors and starters, checking the operation of controls. 13. Repairing/ replacement of compressor & condenser motors if found failure.

4 Service Reports: The service report has to be signed by the contractor and is to be certified by the custodian of the auditorium, i.e, TFS. Quarterly payment will be released only when the bills are submitted along with the completed and duly signed quarterly reports. 4)Payment: Payment shall be made on quarterly basis after satisfactory service, duly attested by quarterly service reports in the standard format highlighting the performance of the plant and the records of corrective and preventive measures taken during the period. 5) Others: # The operators engaged by the contractor shall take care of the AC plant and its surroundings taking all the precautionary measures for the safety of the plant as well as the personnel operating and maintaining the plant. # The contractor shall provide all the necessary tools, safety kits etc. required for the safety of the plant as well as the personnel operating the plant. # In case of unsatisfactory performance by the contractor, the contract may be terminated by the Institute with 3 month notice. The contractor will not be entitled to claim any compensation against such termination. In case the contractor wishes to terminate the contract for whatever reasons, he/she shall give a 3 month notice. # The contractor is responsible for the behavior and well-being of the operators employed by him. Though the operators may report to the institute on a day-to-day basis or as and when required to operate the plant, the institute shall not be responsible for the boarding, lodging, medical facilities etc. of the operators employed by the contractor. # Any dispute arising out of this contract should be settled by mutual negotiation, failing which the decision of the Director, IIT Kharagpur shall be treated as final. # A sample copy of preventive maintenance schedule is enclosed for reference. We will strictly follow the enclosed schedule during maintenance on quarterly basis. Professor-in-Charge Refrigeration & Air conditioning Indian Institute of Technology Kharagpur

5

6 PREVENTIVE MAINTENANCE CHECK LIST- AIR HANDLING UNIT/ PACKAGE UNIT CUSTOMER NAME: INDIAN INSTITUTE OF TECHNOLOGY- KHARAGPUR MAINTENANCE AREA: VENDOR NAME VENDOR'S ADDRESS WITH PHONE NO: Unit No Model Location Preventive Maintenance due on Preventive Maintenance done on A. Tick ( ) for work done/ checked and cross (x) for not work done/ not checked. Sl no Description of work Unit -1 Unit -2 Unit -3 Unit -4 Unit -5 Remarks Check & Clean the unit in general Run & check for undue vibration & noise Clean the air filters Clean the cooling coil Check & clean the condensate drain tray & pipes Check the drive motor Lubricate the motor bearings Check the 'V"grooves of the drive pulley Check the condition of drive belts Check/adjust the tension of the drive belts Check for proper drive alignment Check the coupling bolts & alignment Check the starter for proper functioning Check the contractors for proper working Check the OL relay setting & record the setting position Check for proper terminations Chech the control wiring & ensure proper working Check the canvas connection Lubricate the damper pins Check & lubricate the mixing valves Check the limit switches are working properly Ensure all the doors are refitted properly Run the unit & ensure properly working Check & clean the compressor & Condenser Check the compressor oil level Ensure working of oil heater Check all the motor bearing temerature Refrigeration Air conditioning Unit 1of2 Prep by: Nirmalya Hazari Barman

7 PREVENTIVE MAINTENANCE CHECK LIST- AIR HANDLING UNIT/ PACKAGE UNIT CUSTOMER NAME: INDIAN INSTITUTE OF TECHNOLOGY- KHARAGPUR MAINTENANCE AREA: VENDOR NAME VENDOR'S ADDRESS WITH PHONE NO: Unit No Model Location Preventive Maintenance due on Preventive Maintenance done on B. OBSERVATION Sl no Description of work Unit -1 Unit -2 Unit -3 Unit -4 Unit -5 Remarks Motor Current in Amps in (R,Y,B) Voltage Air temperature at canvas connection (⁰C) Return air temperature (⁰C) CHW temperature at inlet (⁰C) CHW temperature at outlet (⁰C) Refrigerant pressure suction (psig) Refrigerant pressure liquid (psig) Ambient temperature (⁰C) Airflow (cfm) List of spares recommended, if any: IIT's observation/ remarks, if any: Vendor's Name & Sign with date & seal: IIT's Representaive sign with date Refrigeration Air conditioning Unit 2of2 Prep by: Nirmalya Hazari Barman

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