Heating Ventilation and Air Conditioning Mechanical Contractor

Statement of Work

The Pennsylvania Department of Education (PDE), Office of Commonwealth Libraries (OCL) seeks quotes from qualified suppliers to provide bi-monthly comprehensive preventative maintenance, service and emergency service repairs for HVAC environmental equipment including but not limited to air distribution systems, air quality, dehumidification and humidification systems associated with the environmental systems of the Rare Collections Library (RCL) within the State Library of Pennsylvania.

The Rare Collections Library of the State Library of Pennsylvania houses some of the rarest books which the Commonwealth owns. The Rare Collections Library has gained national and international attention as a model project in the affordability of preserving paper-based collections and maintaining strict energy conservation parameters. The multiple environmental systems of the Rare Collections Library must be maintained at pre-established parameters for the preservation of these historic collections.

Requirements

Provide bi-monthly comprehensive preventative maintenance, service and/or emergency repairs for HVAC environmental equipment including but not limited to air distribution systems, air quality, dehumidification and humidification systems associated with the RCL within the State Library of Pennsylvania, OCL, PDE. All environmental systems must be maintained in perfect condition in order to meet the predetermined environmental conditions which are currently established.

All equipment used in the various environmental systems for the RCL must perform 24/7/365, there is no off season.

The environmental equipment being serviced as narrowly defined temperature, humidity, and filtration controls for stable pollutant free environments with (+/- 1.5°F, +/- 1.5% R/H) tolerance from established set points.

Operational stability of equipment is critical to the long and short term survival of the RCL’s collections. Contractor must be experienced in working in a clean room environment demonstrated by resumes documenting five (5) years’ experience in maintaining mechanical systems designed for pharmaceutical grade clean rooms and/or for the preservation of fragile historical paper-based collections. Contractor must provide references of at least three (3) institutions/ facilities meeting the above requirements. References should provide a summary of work provided as well as responsibilities during the work process. Contact information of persons responsible for the collections and/or environments must be included in the references.

The contractor must have a Registered Mechanical Engineer with a minimum of ten (10) years’ experience in hybrid climate control systems designed for precise dehumidification/humidification and temperature control; be capable of performing air flow measurements in transverse duck work as well as water flow equipment. They must have experience in active desiccant dehumidifying equipment, i.e. install, set-up, calibration and maintenance as well as be experienced in modulating refrigerant, district steam, water and air flow system and controls. Current PA registration number as a Mechanical Engineer as defined in resume is required.

Service technicians must be factory trained and certified with the above required minimal experience. (Copies of the certifications are required.) In addition to the service technicians begin fully capable of performing their respective trade(s) they must be able to:

Prepare a written Optimum Performance Plan (OPP) after each service of any of the RCLs multiple environmental systems containing the following information but not limited to – detailing any modifications, service or operating parameter change recommendations and a list of items to be monitored if applicable. Recommended repairs, replacement parts, system modifications and routine maintenance suggestions, this OPP service report will be provided to the Office of Commonwealth Libraries before the lead service technician leaves the site.

The service technician and/or mechanical engineer will train Office of Commonwealth Libraries staff in the day-to-day operations of environmental equipment as needed. Provide routine maintenance suggestions and clarifications as well as fault troubleshooting and problem-solving. Any training will take place “unit-side” during normally scheduled visits and be fully documented in the OPP.

No service technician assistant, unless factory trained and certified with a minimum of three (3) years field experience will be allowed to service any equipment pertaining to the Rare Collections Library environmental systems and then only with the approved recommendation of the company’s registered mechanical engineer.

All tools, equipment, carry bags and clothing must be thoroughly cleaned prior to being admitted into the RCL and its support spaces.

Contractor’s technicians must be trained in the use of Tyvek clean suits, booties, gloves ECT and have their own personal gear prior to admission into the RCL to perform any maintenance.

Dependent upon reason, for an emergency service call, the contractor must be able to respond “on site” with qualified service technicians, within a two hour time frame. An emergency phone number with 24 hours/7 days a week access to a technician is a mandatory requirement.

Equipment for Rare Collections Library
Unit # / Manufacturer / Model #
AHU01 / Trane Air Handler / MCCB003UA0COUA
AHU02 / Trane Air Handler / MCCB003UA0COUA
AHU03 / Trane Air Handler / MCCB003UA0COUA
AHU04 / Trane Air Handler / MCCB003UA0COUA
AHU05 / Trane Air Handler / MCCB003UA0COUA
AHU06 / Trane Air Handler / MCCB003UA0COUA
AHU07 / Trane Air Handler / MCCB003UA0COUA
AHU08 / Trane Air Handler / MCCB003UA0COUA
AHU09A / Aaon Air Handler / H2B1256000
AHU09B / Aaon Condenser / CCB0082B2
AHU09C / Heatcraft Dry Cooler / PFG16
VFD10 / Eaton VFD / HVX1.5HP
AHU10A / Trane Air Handler / CSAA003UAB00
AHU10B / Trane Condenser / 4TTA3030-060
CH01 / Trane Chiller / CGWF030GCB0UAC
CP01 / B&G Pump / 15102BC
CP02 / B&G Pump / 15102BC
CP03 / B&G Pump / S-80
CP04 / B&G Pump / S-80
DH1B / Trane Condenser / TTA090A300FA
DH2 / Munters Dehumidifier / HCD1125SA
DH3 / Munters Dehumidifier / HC-300
DH4 / Munters Dehumidifier / HC-300
DH5 / Munters Dehumidifier / HC-300
DH6 / Munters Dehumidifier / HC-300
DH7 / Munters Dehumidifier / HC-300
EF01 / Inline Exhaust
EF02 / Inline Exhaust
EF03 / Centrifugal Exhaust
HUM01 / NORTEC Humidifier / NHTC010
HUM02 / NORTEC Humidifier / NHTC010
HUM05 / NHMC050
HUM3/4 / NORTEC Humidifier / NHTC010

Thefollowingservices will be included in the contract:

WATER-COOLEDWATERCHILLER

--Makebi-monthlyinspectionsofthesystem. Additional inspectionsmayberequiredatthecontractualhourlyrate.

--Duringeach visit, check the general operationof the machine, make minor repairs andadjustments as required.

--Performassociated preventativemaintenanceasperthemanufacturer’srecommendations.

--Instructtheoperatorof his/heragentintheoperationofthesystem. Thiswillbeaccomplished duringregularinspections.

--Annuallycheckandcalibratealloperatingandsafetycontrols.

--Annuallycheckthecompressor motorforinsulationresistance.

--Annuallytightenallelectricalconnections.

--Annuallycheckthestartercontactsforexcessivewearandreplaceasneeded.

--Checkglycollevel,concentrationandinhibitorstrengthbi-monthly.

CIRCULATINGWATERPUMPS

--Performavisualinspectionofthepumpshaft,bearings,couplingsandmechanicalseals. Lubricatepumpbearingspermanufacturer'srecommendation.

--Inspectmotorbearings. Lubricatepermanufacturer'srecommendation.

--Inspectandcheck allstarterandmotorconnectionsfortightnessandsignsofoverheatingandcontactpitting. Checkconditionofmotoroverloads.

--Monitor vibrationofrotatingequipment. Thismaybeintheformofelectronic amplitudemeasurement withdata logging,orsomeotherpredictivemethodwhichwilldetect bearingfailure intheincipientstagesandavoidonlinefailures.

--Manuallyalternatechilled-andcondenser-waterpumpstoequalizerun-time

AIR-HANDLINGUNITS

--Inspect andgrease fan bearingspermanufacturer’s recommendations.

--Inspectconditionofbelt(s)andadjustfanbelttension. Replacebelt(s)asrequired.

--Lubricate motorbearingspermanufacturer’srecommendations.

--Inspect coils andcondensate pansandcleanasrequired. Assure condensatedrainlinesareclear andflowing.

--Inspect sealsonaccess doors andflexible connectors. Repairorreplaceasrequired.

--Monitor vibrationofrotatingequipment. Thismaybeintheformofelectronic amplitudemeasurementwithdatalogging,or

some other predictive method which will detect bearingfailure inthe incipient stages and avoidon-line failures.

--SubmitMSDSSheetsforallproposedcleaningchemicals,sanitizers/disinfectants,etc.totheDeputySecretary,OfficeofCommonwealthLibrariesforapprovalbeforebringinganymaterialsintothefacility.TheremaybecompatibilityissueswiththePURAFILchemicalmediaairfiltrationsystemsalreadyinservice.

--Check andlubricate damper linkages.

--Check set screws andbladeadjustment forproperoperation.

OncePerYear

--Clean fanwheelsandfanshaft. Utilize astiff brushand mechanicallyremovebuilt-up dirt.

--Clean,sanitize anddisinfect thefan, fanshaft,casing,cooling coilsandcondensate pans anddrainlines. Assurecondensate drainlinesare clearand flowing. The useof condensatepantablets formicrobiologicalcontrol isnotpermitted.

--Inspect the unitcasing andaccessoriesforpaintchipping and/or corrosion. Provideawrittenrecommendationforrepairs.

PACKAGEDUNITS(POST-COOLINGSECTIONOFDESSICANTDEHUMIDIFIER)

--Check thegeneraloperation ofthemachine; makeminor repairsandadjustments, inspect and/or grease bearings, lubricatemotor, inspect coils andfins andassure they are circulating air freely.

--Perform associatedpreventativemaintenanceasrecommendedbytheequipment manufacturer.

--Cleancondenser coilsandfans onceperyear.

HUMIDIFIER

--Performvisual inspectionsoftheelectricalcompartment. Checkforanyloosewiresorquickconnectterminals.

--Verifythatthehighwaterlevelsensingcircuitisfunctioningproperly.

--Veritythattheunitisdrainingfreely.

--Verifythatthehumiditysetpointisatthedesiredvalue.

--Verify thattheair-proving switchclosesonnoairflow.

--Verifythatthehighlimitstatclosesatthehighlimitsetpoint.

--Verity thattherearenountrappedlowspots.

--AwardedContractorisresponsiblefortotalmaintenanceandoperationoftheseunitsinaccordancewiththemanufacturer'srecommendations.

EXHAUSTFANS

-·Lubricatefanbearingspermanufacturer’srecommendations.

--Inspectfanbelttensionandconditionofbelts.

--Lubricate motorpermanufacturer’srecommendations.

--Checkrotationoffanwheel.

--Monitorvibrationofrotatingequipment. Thismaybeintheformofelectronicamplitudemeasurementwithdatalogging,or someother predictivemethodwhichwilldetectbearingfailureintheincipientstatesandavoidon-linefailures.

--Replace fanbeltannually.

--Inspect conditionofsheavesandpulleysannually.

--Fanwheelandcasingshallbethoroughlycleanedannually.

DRIP PANS

--Inspect alldrippansunderequipmentandpipingforevidenceofleakage,whether currentorpast.

--Correctthesourceofallleakage.