4. SPECIFICATION
44
1730 Mechanical Services Maintenance
1.0
INTRODUCTION
1.1
Background
The Port Phillip City Council’s (Council) Building Maintenance Team (BMT) is
responsible for the ongoing management of heating, ventilation and air-conditioning
(HVAC) Assets at Council properties.
The BMT is seeking to renew its expired service agreements in relation to the
provision of HVAC asset maintenance. This specification provides details on the
required maintenance activities as well as the general performance of services.
The work to be performed comprises the inspection, servicing and reporting on the
plant and equipment at nominated premises as documented in the Schedules in this
specification. The specific premises and the exact number of items of plant and
equipment that comprise this Contract may change from time to time during the
Contract Term. The work is to be carried out and reported on in accordance with the
service schedules and details contained within the specification.
1.2
Contract Type
This specification, and subsequent contract agreement is based on:
a) maintaining all existing HVAC Assets on the basis of “as is”, i.e. Assets to be
replaced only at the end of their determined useful life;
b) meeting all obligations and responsibilities in relation to regulatory compliance
maintenance activities;
c) a fixed lump sum annual pricing model for each Site inclusive of all scheduled
maintenance activities and annual condition assessments; and
d) a schedule of rates for reactive maintenance activities.
All maintenance and testing and minor new works shall comply with the current
relevant Australian Standards, applicable Codes of Practice, manufacturer’s
recommendations and any applicable federal or state legislation and the Building
Code of Australia (BCA).
1.3
Schedule of Properties and Plant
The Site list and existing assets registers included in this document (Schedules 1 and
2) provide the location of the Sites or premises at which the work is to be carried out
and nominates the plant and equipment to be inspected and serviced. The key
identifier for properties and buildings is the property ID number.
45
1730 Mechanical Services Maintenance
Council manages its building Assets in eight functional groups as shown in Table 1. .
Each group contains a number of properties which in turn may have more than one
building on that property.
Function Group
No. of Properties
Council operated properties
9
Libraries
3
Parks and Gardens
2
Markets
1
Sport and Recreation
7
Arts and Culture
2
Childcare
13
Community
16
Total
53
Table 1
During the Contract Term, the Contract Manager may add or delete premises to or
from the Schedule.
If upon inspecting the premise the register is found to be out of date or inaccurate the
Contractor shall notify the Contract Manager who will advise if the extent of work
under this is to be varied. The variation allowable will be proportional to the tendered
pricing for like maintenance.
Where schedules identify a premise without providing details of any plant to be
serviced, the Contractor shall visit the Site, determine what plant to be serviced is
present and notify the Contract Manager who will advise which plant is to be
serviced.
1.4
Interpretation of Terms
“Act” means any Act, Regulation, or local law of any government (federal, state or
local) or of any authority established by any government, which has jurisdiction over
the Site.
“Adjust” means that the Contractor must adjust an Asset so that it operates within the
original specification and/or manufacturer’s recommended limits.
“After Hours” means Services performed in time that is not during Normal Hours.
“Assets” means the air conditioning and associated equipment on the Site, which are
described in this Contract.
46
1730 Mechanical Services Maintenance
“Breakdown Maintenance Services” means unplanned services to restore equipment
to operational condition as a result of an unforeseen failure.
“Check” means that the Contractor must verify the condition and operation of an
Asset by analysing, smelling, feeling, looking at, listening to and touching. Check
shall also include “Adjust”.
“Clean” means that the Contractor must take all steps necessary to remove all
surface contamination of an Asset by brushing, wiping, vacuuming, applying
solvents, applying water under pressure or any other necessary method to return the
condition to clean finish without damaging the parent material.
“Contractor” means the person or company whose offer for the Services has been
accepted and its executors, administrators, successors or permitted assigns.
“Equipment” means every item of apparatus, machinery, or service (including
gaseous, liquid or electrical) or any such service attaching to such apparatus or
machinery, supplied to, forming part of or comprising that for which service and
maintenance is required.
“Laws” means any statutes or subordinate legislation in force from time to time.
“Normal Hours” means from 7:00 am to 5:00 pm. Monday to Friday inclusive, other
than those days that are gazetted public holidays in Victoria.
“Order” means a written order or request for a specific part of the Services that the
Contractor is required to perform on specific Equipment in accordance with the
Contract.
“Record” means that the Contractor must enter all information required in a form
provided for in the contract or, in the absence of such a provision, forms agreed by
the Contract Manager.
“Repair” means that the Contractor must carry out any necessary work on an asset to
return the asset to its intended service level.
“Replace” means that the Contractor must reinstate minor components of an asset
including nuts, bolts, screws, vee belts, fuses etc.
“Report” means both recording and advising the Contract Manager in writing of the
information recorded. Reporting and recorded shall have similar meanings depending
on the context. All reported anomalies must include costs of travel, labour and
parts/materials to fix.
“Service Report” means a written report identifying the extent of Services performed
on the Equipment by the Contractor.
“Services” means the whole of the Services to be executed in accordance with the
Contract, including variations pursuant to the Contract.
“Site” means the location referred to in the Specification included in this Contract,
where the Services are to be performed.
47
1730 Mechanical Services Maintenance
2.0
SERVICE DELIVERY PERFORMANCE
2.1
General
The Contractor must provide the service and maintenance work on the various items
of Equipment in accordance with the Equipment listings and the maintenance
schedules included in this Specification.
The Contractor may be engaged:
a) on the lump sum amount submitted in the tender for scheduled maintenance
services, and
b) at the schedule of rates submitted in their tender for reactive maintenance
services.
Written quotes are required for work that is not part of the lump sum works under
Council’s procurement policy.
To enable contract compliance and promote effective contract management, all
contractor quotations must contain separate components as appropriate. The
following should be used as a guide:
a) labour – at the schedule of rates;
b) materials;
c) cost of specialist plant or equipment;
d) the allowance for a prime cost item or provisional sum, and
e) any other item.
2.1.1
Service Delivery Process
The following general service delivery process shall be undertaken:
a) contact Site representatives (where applicable) and arrange Site access to
plant and Equipment nominated on the schedules;
b) visit premise, report to Site representative and inspect nominated plant and
Equipment;
c) inspect and service nominated plant and Equipment in accordance with
service schedules;
d) identify additional maintenance requirements and refer to the Site
representative and the Contract Manager for consideration;
e) carry out any additional work approved by the Contract Manager;
f)
clean and tidy work area;
g) complete Service Reports for all plant inspected;
48
1730 Mechanical Services Maintenance
h) prepare summary Service Reports and submit to the Contract Manager; and
i)
submit claim for payment complete with all Service Reports and summary
Service Reports.
In addition, the Contractor must:
a) provide all materials, consumables, tools, diagnostic Equipment, safety
Equipment, protective clothing and other items necessary to perform the
works;
b) maintain all log books in a format acceptable to the Contract Manager;
c) make good any damage caused whilst carrying out the maintenance;
d) ensure all labelling and signage as required by any standard, legislation or
code is affixed to the plant and Equipment being inspected and serviced.
Inform the Contract Manager where action is required;
e) report any issues becoming evident concerning the performance and
compliance of plant and Equipment serviced; and
f)
2.1.2
provide information to and attend and participate in meetings with the
Contract Manager regarding the performance and compliance of the plant
and Equipment serviced under this contract as and when requested.
Technical Work Requirements
Technical work to be carried out shall consist of, but not be limited to, the following
general activities:
a) maintaining mechanical ventilation, air conditioning and heating services free
of bacterial, fungal and chemical contaminants that create “sick buildings”;
b) maintaining mechanical ventilation, air conditioning and heating controls to
ensure safe, effective and energy efficient operations;
c) maintaining the integrity and function of condensate collectors, drains and
piping to minimize collateral water damage;
d) maintaining refrigerant systems free of carbon and moisture at manufacturer’s
specified suction and discharge pressures to ensure efficient operations;
e) maintaining legacy chiller units proactively with a view to increasing their
efficiency and decreasing energy consumption;
f)
cleaning and minor spot rust treatment of exposed external surfaces to
outdoor units; and
g) other minor works not specifically identified but necessary for the effective
completion of the specified tasks and procedures.
49
1730 Mechanical Services Maintenance
In addition to routine servicing, the Contractor may be required to undertake
maintenance / repair work, in response to breakdowns, call-outs or as a result of
an inspection during a routine service visit, or upon request from an authorised
Council representative.
The Contractor shall minimise the need for call-outs by inspecting the systems
during routine service visits with the view to effecting any minor repairs,
replacements or maintenance during these visits.
2.2
Contract Initiation
The key contract deliverables are shown in Table 2.
Deliverable
Three copies of the formal instrument of
agreement together with the contract
documents
O H & S System
Draft Environmental Management Plan
Insurances
Complaints Handling Policy
Asset Inventory Form
Asset Inventory
Condition Assessment Data Collection
and Reporting Form
Maintenance Logbook System
Monthly Report Structure
Monthly Schedule of Works
Timelines
Within 28 days of the date of awarding
the contract
Prior to contract commencement
Prior to contract commencement
Prior to contract commencement with
Certificates of Currency annually
Within 6 weeks of contract
commencement
Within 1 month of contract
commencement
Within 3 months of contract
commencement
Within 1 month of contract
commencement
Upon contract commencement
Upon contract commencement
Within 21 days of contract
commencement
Table 2
50
1730 Mechanical Services Maintenance
2.3
Hours of Work
Council operational hours vary across the building asset functional groups. The
majority of the work is to be undertaken between 7.00am to 5.00pm. The Contractor
in consultation with the Contract Manager will plan to undertake works to cause least
disruption to Council’s operational activities at the various sites.
After hours and weekend work may be required in order to maintain buildings to an
operational standard enabling Council services to be provided but only at the
direction of the Contract Manager.
It is envisaged that a majority of the Mechanical Services Maintenance work will be
undertaken in the period Monday to Friday from 7.00am to 5.00pm.
2.4
Continuity of Existing Service
The Contractor must avoid disruption to the day to day operations as much as
possible.
Following the delivery of any service or works the facilities are to be left in an
appropriate state to that intended purpose (for example – economy cycles, operating
hour setting and any air damper settings be restored to original settings when work is
complete).
The Contractor must investigate and become familiar with any building services, and
the nature of Council services within the building which proposed works may affect.
In the event that the maintenance works may adversely affect any building service or
Council service, the Contractor must seek direction from the Contract Manager prior
to proceeding with the works.
The Contractor must ensure that all emissions including noise and odour from the
contractor’s plant, equipment and materials are within legislative and regulatory
requirements and avoid disruption to Council services as far as practical. The
Contractor must consult with the Contract Manager about proposed works if there is
doubt as to the adverse impact on the Council services.
2.5
Site Access, Keys and Parking
Detailed access procedures and requirements will be supplied to the Contractor.
Site access and parking will be restricted to the designated entries, loading zones
and commercial parking spaces as provided to the general public. Most Council
properties have limited off street parking and it is the responsibility of the Contractor
to familiarize itself with each property’s access restrictions.
When the performance of the Contractor’s obligations requires that keys or master
keys be provided to any of the Contractor’s employees or Sub-Contractors, they will
sign a written acknowledgment of receiving those keys and will return all keys signed
for at the end of the period for which those keys were issued.
51
1730 Mechanical Services Maintenance
If any key issued is not returned at the appointed time the cost of replacing that key
or those keys or any security system or part of a system will be borne by the
Contractor and may be set-off against any amount owing to the Contractor.
The Contractor must ensure that there is no unauthorised duplication any key by or
on behalf of the Contractor or any employee or Sub-Contractor of the Contractor.
2.6
Cleaning, Waste Removal and Make Good
After each visit, the Contractor must ensure the work area is left clean, floor free of
any oils or fuel, bins emptied, Equipment and materials neatly stored, rubbish
removed and lights turned off. Floors shall be swept and mopped as necessary.
The Contractor must manage all waste and by-products generated by the works;
there are no facilities provided for recycling of waste on-site. Similarly, there are no
on-site facilities available for the disposal of oil wastes, chemical wastes or
associated containers.
The Contractor will be responsible for the safe disposal of all oil, chemical and other
hazardous waste in accordance with workplace health and safety requirements and
the Contactor’s Environmental Management Plan (EMP). Facilities are available for
the disposal of general litter such as food scraps, wrappers, paper and the like.
The Contractor shall, at his own expense, make good to the satisfaction of the
Contract Manager, any damage to the property or its services caused by the
Contractor.
2.7
Dress Code and Vehicle
The Contractor must provide all on-site company staff, and sub-contractors, with a
uniform that is appropriate for both the functional and presentation requirements of
the work. The company will provide identity badges for all Contractor staff and subcontractors. These identity badges must be displayed at all times when on Site. The
Contractor’s vehicles must be well presented, regularly cleaned and maintained.
2.8
Behaviour and Complaints Management
The Contractor’s on-site staff must behave in a courteous and professional manner
at all times. Interaction with Council, building occupants and members of the public
will be required. All direct enquiries must be answered courteously.
If necessary, enquiries may be directed to the Contract Manager for action. The
Contractor must prepare and implement a policy relating to the handling of
complaints. This policy will conform to the requirements of AS 4269-1995
Complaints Handling. The policy must be submitted to the Contract Manager for
approval within 6 (six) weeks of the Commencement Date.
2.9
Occupational Health and Safety
Refer to the Service General Conditions for general OHS requirements.
52
1730 Mechanical Services Maintenance
The Contractor must supply an inventory and technical specification of any major
Equipment that will be used at any of the properties. Such Equipment as an example
will be:
a) motorised access equipment; and
b) specialised test Equipment.
The Contractor must keep the Equipment calibrated and well maintained to
applicable codes.
2.10
Council Induction
The Contractor must have a management representative and all Site staff and subcontractors undertake an induction program conducted by Council. The Contractor
should allow 4 (four) hours per person for the induction program. New personnel
shall attend this induction which is conducted regularly.
2.11
Minimum Qualifications
The Contractor must ensure that all personnel utilized suitably skilled, qualified and
experienced to undertake the required activities.
The Contractor must ensure the suitability of all employees and subcontractors
delivering services at Child Care facilities having undergone and passed a police
check and a working with children check under the requirements of the Working with
Children Act 2005.
2.12
Building Automation System (BAS) / Apogee
Council currently operates a Building Automation System (BAS) at a number of larger
properties with Apogee software, administered by Siemens under a Gold Level
Service Agreement. Siemens provide a first level resolution of technical problems
related to the operation and maintenance of the BAS and Apogee software.
Sites in which Apogee is currently used include:
a) St. Kilda Town Hall;
b) South Melbourne Town Hall;
c) Port Melbourne Town Hall;
d) Albert Park Library;
e) Emerald Hill Library;
f)
St. Kilda Library;
g) South Melbourne Depot;
h) 147 Liardet Street, Port Melbourne; and
53
1730 Mechanical Services Maintenance
i)
Betty Day Community Centre.
The Contractor will have access to and fully utilize the BAS with Apogee for the
above sites to ensure a more proactive monitoring approach to maintaining the
Assets.
The Contractor must be qualified and trained in the use of the BAS and Apogee as
per Siemens’ requirements. The Contractor will be qualified and trained as required
or will undertake training and attain qualification prior to the commencement of the
contract.
2.13
Mandatory Maintenance, Legislation and Industry Standards
The Contractor must perform all mandatory maintenance requirements at
frequencies complying with all relevant Australian Standards and Codes current at
the date of tendering and also with reference Codes and Standards listed in the
prefaces to those Standards and Codes are applicable in respect of all materials and
workmanship. This shall include but be not limited to the following:
a) the BCA;
b) the Occupational Health and Safety Act 2004 and Regulations thereunder;
c) AS3666.1, AS3666.3 – Air Handling and Water Systems of Buildings –
Microbial Control;
d) AS1324.1, AS 1324.2 – Air Filters for use in General Ventilation and Air
Conditioning;
e) AS1668.1, AS 1668.2, AS1668.3 – The Use of Ventilation and Air
Conditioning in Buildings – Smoke and indoor contaminant control; and
f)
AS1851 Maintenance of Fire Protection Equipment – Part 6, Management
Procedures for Maintaining the Fire Precaution Features of Air Handling
Systems.
The Contractor must identify, confirm and advise the Contract Manager of all
mandatory maintenance and reporting activities based on the validation of Equipment
during the initial Site visits.
The Contractor must advise the Contract Manager of all subsequent amendments to
applicable regulations, standards and codes as they come into force during the
Contract Term.
3.0
3.1
TECHNICAL SPECIFICATIONS
Scheduled Maintenance
3.1.1
General
Refer to Schedule 3 for nominated scheduled maintenance activities and frequency
by Equipment type.
3.1.2
Replacement Parts and Consumable Items
54
1730 Mechanical Services Maintenance
The cost for replacement parts, consumable items and tests required to affect the
normal scheduled maintenance service for the twelve (12) month service period is to
be included in the fixed annual lump sum in Schedule 2 of the Tender Conditions.
This includes but is not restricted to oils, greases, refrigerant for charge trimming
purposes, liquid line filter driers, oil filters, lamps, fuse cartridges, gaskets and other
costs incurred during scheduled services.
3.1.3
Use of Oils, Greases and Lubricants
All greases and lubricants used must be kept clean and free of contaminants. Where
a pressure grease point will not accept grease, the nipple is to be removed and
replaced with a new nipple of the appropriate size. The quantity of grease or oil
applied is to be sufficient to provide good Lubrication. Excessive lubricant is to be
removed from around the bearing, shaft, lubricating point and surrounding area.
Lubrication must be provided at intervals as specified by the Equipment
manufacturer.
Lubrication must be carried out using lubricants recommended in manufacturer’s
maintenance and operating instructions or approved equivalent.
3.1.4
Refrigerant
Refrigerant gases are to be used and handled in accordance with Australian and
Environmental standards. Any refrigerant gas added to any unit must be reported to
the Contract Manager on a monthly basis.
3.1.5
Coil Cleaning
When air conditioning coils being cleaned involve use of a chemical cleaner, only
approved products are to be used. All chemicals used must be capable of
penetrating deep into the coil and removing contamination without contributing to
Equipment deterioration or metal fatigue.
All chemical treatments will be followed by treatment with a chemical neutraliser. The
Contractor must ensure personnel using any chemicals are adequately instructed in
its use and require protection in line with manufacturer’s recommendations and
workplace health and safety requirements.
3.1.6
Wall, Ceiling and Compact Unit Cleaning
The air conditioning wall, ceiling and compact units must be cleaned of dust and
fungus build-up, by removing or lifting the front grill and air flow flaps and wiping them
over with a soft cloth and mild detergent solution as per the manufacturer’s
requirements.
3.1.7
Air Supply Grill Cleaning and Filter Replacement
55
1730 Mechanical Services Maintenance
The air supply grills must be cleaned of dust and fungus buildup by wiping them over
with a soft cloth and mild detergent solution as per the manufacturer’s requirements.
Filters that cannot be washed or cleaned must be replaced at the required scheduled
intervals for filter replacements. All filters must meet the existing specified efficiency
requirements of the mechanical plant design.
3.1.8
Operating Temperatures and Air Flow
a)
Non-Critical General Comfort Conditions
The temperature of a heated room in winter should be between 1820°C while the temperature of a cooled room in summer should be
within 24-26°C.
The temperature should be checked after the air conditioner has been
operating for 30 minutes.
Heating and cooling systems are to be set to the relevant times of use
in the facilities.
b)
Critical 24 Hour Process – Computer Rooms Only
Air conditioned areas will be maintained at a temperature of 22ºC +/1ºC (a range of 21-23ºC).
Humidity control (if available) will be 50%RH +/- 5%
c)
Outside Air
In accordance with the BCA for natural ventilation or as per AS 1668.2
for mechanical ventilation and 10L/s per person or 7.5L/s per person
using high efficiency filters in accordance with AS1668.2.
d)
Exhaust Air
In accordance with the BCA and AS 1668.2, toilet areas shall be
ventilated in accordance with the requirements of AS1668.2 at a rate
of 10L/s per square metre or 25L/s per fixture – whichever is greater.
3.2
Reactive Maintenance
3.2.1
General
It will be the responsibility of the Contractor if reactive maintenance requirements are
identified onsite whilst undertaking scheduled maintenance activities to report to the
Contract Manager from the Site to obtain confirmation and approval of any
subsequent works. The Contractor will not be permitted to automatically undertake
reactive works without prior approval.
Repairs undertaken by the Contractor must be made so as to restore the asset to its
optimum performance level.
56
1730 Mechanical Services Maintenance
3.2.2
Minor Immediate Repairs and Replacement of Minor Parts and Components
Minor repairs are those that can be affected immediately (with the Contract
Manager’s approval) without having to return to the Site and are necessary for the
safe and correct operation of the plant.
To minimise down time and inconvenience to facility occupants and the general
public the Contractor must hold an appropriate stock of spare parts and hardware to
effect immediate reactive maintenance to essential services. The first priority is to
replace “like for like”. In the instance where the existing Equipment cannot be
replaced with “like for like” the replacement is to be approved by the Contract
Manager before installation.
The Contractor must retain the faulty component for a period of one month for hand
over to the Contract Manager if requested.
3.2.3
Major Repairs
Major repairs are those not covered by either of the categories described above and
generally require more than several hours labour and may require a return to the Site
to complete the work.
Upon finding work of this nature or work of an asset replacement, the Contractor
must first advise either the Site representative or the Contract Manager and if
requested submit an estimate of cost or fixed quote and obtain the approval before
commencing work.
Work of this nature will generally be carried out as a breakdown repair or
replacement and any order placed may not be subject to the conditions of this
Contract and may be issued to an alternative contractor depending on the value of
the work and in accordance with Council’s Procurement Policy.
3.2.4
Asset Replacement – Environmental Performance Standards
The replacement (including planning, design and/or product selection) of any asset
shall take into consideration minimum prescribed environmental performance
standards as communicated by the Contract Manager at the time of works review
and approval.
4.0
4.1
ASSET INVENTORY AND CONDITION ASSESSMENTS
Initial Asset Inventory Audit
4.1.1
General
The Contractor must undertake an initial asset inventory and condition audit at all
sites and of Equipment specified including any new sites and Equipment added
during the Contract Term.
57
1730 Mechanical Services Maintenance
This initial asset inventory and condition audit shall be completed and submitted to
the Contract Manager for review and acceptance within three months of the
Commencement Date.
The purpose of the initial asset inventory audit is to validate, and complete and/or
amend where appropriate, Council’s existing records of each relevant item of plant
and Equipment (asset) at each Site.
The finalized asset inventory registers for each Site will form the basis for
establishing the final scheduled maintenance programs as well as any fixed annual
fee adjustments in relation to the delivery of scheduled maintenance activities.
Data Fields to Collect and Report
The following information shall be collected and reported as part of the initial asset
inventory audit for each asset:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
r)
s)
t)
Property ID;
Property Name;
Street Address;
Suburb;
Date of Audit;
Time of Audit;
Name and Qualifications of Auditor(s);
Asset Type;
Asset Manufacturer;
Asset Model;
Asset Serial No;
Asset Manufacture / Installation Date;
Asset Location;
Description of operating environment including accessibility and areas it
services;
Description of control systems;
Asset Condition Rating (refer to Clause 4.2.2 for required details);
Asset Replacement Rating (refer to Clause 4.2.3 for required details);
Frequency and type of scheduled maintenance required to ensure Council
meets its regulatory compliance obligations;
General Comments; and
Representative photographs of the asset.
An appropriate initial inventory data collection and reporting form shall be devised in
consultation with the Contract Manager within one month of the Commencement
Date.
4.2
Annual Asset Condition Assessment
General
58
1730 Mechanical Services Maintenance
The Contractor must undertake an annual condition assessment for all sites and
Equipment specified including any new sites and Equipment added during the
Contract Term.
Unless instructed sooner, the Contractor must perform the condition assessment in
conjunction with the annual service from the anniversary date of the initial asset
inventory audit and every twelve months thereafter. The Contractor must carry out a
detailed inspection and assessment of the plant and present a detailed report to the
Contract Manager. The aim of the condition assessment is to comprehensively
identify and quantify the following:
a) the general condition of the plant and each of its components;
b) any deficiencies that need to be attended to immediately to maintain the plant
in an operable condition and meet statutory requirements;
c) any major plant replacements, modifications, or additions that would not
normally form part of scheduled maintenance but are required to be carried
out within the next twelve to eighteen months to bring the plant to a proper
functional condition consistent with the requirements of the asset it serves;
and
d) all replacements, modifications or additions that would normally form part of
Preventive Maintenance but are foreseeable over the next ten years and
necessary to keep the plant operating to a functional condition consistent with
the requirements of the facility it serves.
The Contractor may be requested to carry out additional condition assessments
outside of the scope of this Contract. These assessments will be conducted by using
the hourly rates as nominated.
An appropriate condition assessment data collection and reporting form shall be
devised in consultation with the Contract Manager within one month of the
Commencement Date.
59
1730 Mechanical Services Maintenance
Condition Rating Scheme
Condition ratings used are to be in accordance with Table 3.
Condition
Rating
1 – Excellent
2 – Good
3 – Fair
4 – Poor
5 – Failed
Description
Expected Action
Asset is as new and can be
expected to perform
adequately and reach its
expected life
Asset is sound,
operationally safe,
functional and displays
superficial defects only
Asset is functional but
shows signs of moderate
wear and tear. Deferred
maintenance works are
evident
Asset functionality is
reduced. Asset has
significant defects affecting
major components and runs
a serious risk of imminent
breakdown
Asset is not functional.
Condition cannot be
improved without
replacement
No additional maintenance
required. Scheduled
maintenance required only
Remaining
Economic Life
90-100%
Minor maintenance
intervention required. No
component replacement
required
Minor maintenance and/or
minor component
replacement required
60-89%
30 – 59%
Significant ongoing
maintenance intervention
or major component or
asset replacement
6 – 29%
Asset requires
decommissioning and/or
replacement
0 – 5%
Table 3
4.2.3
Asset Replacement Rating
In addition to the condition assessment rating (Clause 4.2.2) to be assigned to each
item, the Contractor must provide an estimation of the expected remaining useful life
of the asset, i.e. when Council can reasonably expect to have to replace the asset.
This shall be in accordance with the rating scheme in Table 4.
Useful Life
Rating
A
B
C
D
E
Description
Asset will require replacement within the next
12 month period
Asset will require replacement within the next
1 to 3 year period
Asset will require replacement within the next
3 to 5 year period
Asset will require replacement within the next
5 to 10 year period
Asset will not require replacement within the
next 10 year period
Table 4
60
1730 Mechanical Services Maintenance
5.0
5.1
INFORMATION MANAGEMENT AND REPORTING
Scheduled Maintenance Program
The Contractor must prepare and submit for approval to the Contract Manager within
21 days of the Commencement Date a monthly schedule of works within the broader
context of an annual program of works for the inspection and servicing of plant and
Equipment in accordance with the requirements of this Contract.
The schedule of works shall be in an electronic format as agreed with the Contract
Manager at but as a minimum in MS Excel 2003 format.
Following any variations to the plant and Equipment to be inspected and serviced the
Contractor shall, upon the request of Contract Manager, submit for approval a
revised program of works.
5.2
Reactive Maintenance Work Orders and Invoicing
5.2.1
Works Completed at Time of Scheduled Maintenance
The Contractor must identify details of any required reactive maintenance work at the
time of attending for scheduled maintenance. Before undertaking such works the
Contractor must provide a quote for costs based on the trade price of any materials,
components or parts used and the hourly rates quoted in Schedule 2 of the Tender
Conditions and receive approval from the Contract Manager to undertake the works.
The Contractor’s invoice for purchase of materials will be submitted along with copies
of the supplier’s invoice.
5.2.2
Work Orders to Undertake Maintenance Activities
In the event that Council requires any form of maintenance activity outside of the
contracted scheduled maintenance activities, the Contractor must provide a quote for
costs based on the trade price of any materials, components or parts used and the
hourly rates quoted in Schedule 2 of the Tender Conditions and receive approval
from the Contract Manager to undertake the works. This will be in the form of a fax
and/or email automatically generated out of Council’s existing asset maintenance
system.
The work order will include, but not be limited to the following information:
a)
b)
c)
d)
e)
f)
g)
h)
i)
property ID;
property name;
street address and suburb;
work order number;
relevant contact details;
work request description;
priority of works including completion date;
expenditure limits; and
any other special instructions.
61
1730 Mechanical Services Maintenance
The Contractor upon receiving the work order must acknowledge receipt and
acceptance of such by way of return email and/or fax to the Contract Manager within
24 hours of receipt unless notification is required otherwise as specified on the work
order. The Contractor shall have deemed to have received the work order at the time
of Council issuing the work order.
Each invoice must clearly identify all works associated with individual work orders by
that work order number.
5.3
Maintenance Logbooks
The Contractor must submit and implement following Council approval, a
maintenance logbook system for all activities undertaken on Site. Details of the
proposed system and any implications for Council shall be included in the tenderer’s
response.
Any such maintenance logbook system shall include but be not limited to:
a) the recording of all relevant details so as to comply with all aspects of this
specification and contract conditions, as well as to comply with all relevant
legislative requirements;
b) the ability to maintain copies of all maintenance records in a suitable format
on Site; and
c) the ability to submit all relevant information electronically to Council.
An appropriate maintenance activity logbook system shall be devised in consultation
with the Contract Manager.
5.4
Site Manuals and Reference Material
Any operating and maintenance instruction manuals or reference drawings stored onsite are to be treated with the utmost care. Should this material be deteriorating, the
condition is to be reported to the Contract Manager in order to arrange copies of the
information to be produced before the originals become illegible.
5.5
System Fault and Issues Reporting
Immediately on becoming aware of any of the following, the Contractor shall report
via phone with follow up written notification to the Contract Manager:
a) any event or circumstance which is posing a safety risk, or is likely to pose a
safety risk to any persons including building occupants, maintenance
personnel and/or visitors;
b) any event or circumstance which is adversely affecting or is likely to adversely
affect the proper and safe working of any asset or related system;
62
1730 Mechanical Services Maintenance
c) any notice or instruction issued by a relevant government or statutory
authority in respect to all or part of any of the systems; and
d) any damage to a person or property occurring in connection with the Services
or the Systems
5.6
Maintenance Activity Reporting to Council
The Contractor must prepare and submit to the Contract Manager a monthly
scheduled maintenance activity report. This report must include the following
information as a minimum for the subject month:
a) list of properties where scheduled maintenance activities were completed;
b) issues identified as a result of the scheduled maintenance activities; and
c) a signed and dated statement that all work completed during the month has
been carried out in accordance with any relevant Australian Standards,
applicable Codes of Practice, manufacturer’s recommendations and any
applicable federal and state legislation and the BCA and that such work has
been tested and found to comply with those standards or codes.
The monthly reports shall be inclusive of the first to last day of the month and shall be
submitted to the Contract Manager no later than five (5) working days from the last
day of the month.
The Contractor shall prepare and submit to the Contract Manager a monthly reactive
maintenance activity and issues report. This report will include the following
information as a minimum for the subject week:
a) reactive maintenance activities completed including relevant work order
numbers;
b) reactive maintenance activities in progress including relevant work order
numbers;
c) works scheduled for implementation in the next month including relevant work
order numbers;
d) issues identified relating to system faults and/or safety hazards; and
e) signed and dated statement that all work completed during the week has
been carried out in accordance with any relevant Australian Standards,
applicable Codes of Practice, manufacturer’s recommendations and any
applicable federal and state legislation and the BCA and that such work has
been tested and found to comply with those standards or codes.
The content structure of these reports shall be devised in consultation with the
Contract Manager at the Commencement Date however Council encourages
63
1730 Mechanical Services Maintenance
tenderers to submit details of any proposed automated information and reporting
systems in accordance with Section 5.7 of this Specification.
5.7
Information Management Systems
The Contractor must collect, maintain and report to Council all relevant information
utilizing their own asset information management systems. Council encourages
tenderers to provide details on their existing and/or proposed information
management systems including the ability for Council to access scheduling and
maintenance outcome information online.
6.0
CONTRACT PERFORMANCE MANAGEMENT
6.1
General
The Contractor must maintain and develop the designated service to meet Council’s
business needs. Performance measurement will provide major input into ensuring
facility availability is not limited through service failure, the service meets Council’s
expectations and the Assets perform effectively and efficiently over time.
The Contractor must take a proactive management approach including the
implementation of appropriate technologies to enhance the service delivery process
and levels of service.
After establishing the benchmarks for delivering services the performance measuring
strategy will be jointly refined by the Contractor and the Council. This will be the
mechanism for measuring the Contractor’s performance over time.
6.2
Key Performance Indicators
Key performance indicators (KPIs) for the service have been established. These
measures will be jointly reviewed by the Contract Manager and the Contractor and
updated where applicable annually to reflect any relevant changes in scope.
Table 5 presents the KPIs established for the delivery of services and includes:
a)
b)
c)
d)
service component / objective;
KPIs;
minimum performance standard for each KPI; and
source of the data used to measure the performance of the KPI. 64
1730 Mechanical Services Maintenance
KEY PERFORMANCE INDICATORS
Service
Component and
Objective
Financial
Proposed KPI
Costs to Budget
Invoicing Accuracy and Timing
Risk Management
and Compliance
Workplace Health & Safety
100% accuracy of charges against quoted
rates and budget
100% compliance to client invoicing
requirements
100% Compliance to legislation and
Contractor’s Plan
Environmental Management
100% Compliance to legislation and
Contractor’s Plan
Plant Management
100% Compliance to Contractor’s Plan /
Testing / Calibration schedules
100% Compliance to Specification and
Contractor’s Plan
95% of programmed work completed
within the month
<5% of services to be reworked per month
and a downward trend in reworked jobs
<5% of services left unserviceable per
month and a downward trend in reworked
jobs
95% of faults detected and received by
Contractor
90% of recorded faults rectified on time
HR Management
Service Quality and
Planning
Minimum Performance Standard
Programmed Work
Rework / Faulty Work
Services Availability
Fault Management
Responsiveness
Source Data
1.
2.
1.
2.
1.
Hansen Asset Management System
Contractor Invoicing
Hansen Asset Management System
Contractor Invoicing
Incidents reported to BMT – reviewed
monthly
2. Recorded incidents in Contractor’s
WH&S Plan – reviewed monthly
1. Incidents reported to BMT – reviewed
monthly
2. Recorded incidents in Contractor’s
Environmental Plan – reviewed monthly
Testing, Service and Calibration Schedules –
reviewed annually or as specified
Personnel changes / movements to be
reviewed by an event or exception
Hansen Asset Management System
1.
2.
1.
2.
Complaint register
Hansen Asset Management System
Complaint register
Hansen Asset Management System
Hansen Asset Management System
Hansen Asset Management System
65
1730 Mechanical Services Maintenance
Service
Component and
Objective
Management and
Innovation
Proposed KPI
Minimum Performance Standard
Monthly Reports and Invoicing
100% Compliance
Customer Satisfaction
<5 complaints per month and a
downward trend in complaints
Communication at all levels
<5 complaints per month and a
downward trend in complaints
Commitment and
Responsiveness to Contract
<5 complaints per month and a
downward trend in complaints
Source Data
Reviewed at quarterly coordination
meeting
1. Reviewed at quarterly coordination
meeting
2. Complaints Register
1. Reviewed at quarterly coordination
meeting
2. Complaints Register
1. Reviewed at quarterly coordination
meeting
2. Complaints Register
Table 5
66
1730 Mechanical Services Maintenance
6.3
Inspection of Works
From time to time, Council may conduct random inspections of work undertaken by the
Contractor for the purpose of measuring the Contractor’s performance, in order to
ensure that work undertaken consistently meets all requirements of the Specification
and all relevant conditions of the Contract.
Council will issue the Contractor with a dated certificate of acceptance within 14
working days of its satisfactory completion of any inspection tests. If Council finds an
item to be faulty after repetitive servicing and repair, Council may require that an
inspection of that Equipment be undertaken by an independent tester.
Should the repaired or serviced items fail the inspection tests, Council may, without
prejudice to any other right or action it may have under the Contract, give the
Contractor a written notice (“Failure Notice”) stating that the items are unacceptable
and require their rectification, replacement or removal by the Contractor. The
Contractor must rectify, replace or remove the items within the time period specified in
the Failure Notice. If the items are required to be rectified or replaced, the Contractor
must ensure that that the rectified or replaced items comply with the Specifications and
all relevant conditions of the contract.
Council, at its discretion, can nominate an independent tester to verify processes or
that the items have been repaired in accordance with the standards contained in the
Specifications. The Contractor must meet all costs associated with rectification,
replacement or removal of any items as well as all reasonable costs incurred by
Council and the independent tester (if applicable) in carrying out the inspection tests.
6.4
Fault Response Times
All air conditioning faults reported to the Contractor must be attended to, and the
Contractor is to be on Site within the following times of the fault being reported to the
Contractor:
a) urgent response – 3 hours;
b) routine response – same day; and
c) urgent response – within one hour.
The Contractor may need to initially attend the Site (in accordance with the above
response times) to ascertain the type and extent of the fault, and that an appropriate
response and/or remedial works be planned and agreed in consultation with the
Contract Manager outside of the above response times.
The Contractor must be available to provide the necessary callout services 24 hours a
day, 7 days per week.
6.5
Contract Management Meetings
The Contract Manager and the Contractor shall establish and conduct monthly contract
management meetings as part of the project management plan to monitor progress.
These meetings will be conducted at an agreed location at one of Council’s properties
included in the contract.
67
1730 Mechanical Services Maintenance
Ad-hoc management meetings initiated by the Contract Manager shall be conducted
by the parties from time to time when it is considered necessary by the Contract
Manager.
The Contractor must prepare and submit such progress or other reports as are
requested by the Contract Manager for the purpose of the meeting at least two working
days prior to the date of the meeting. All reports and meetings pursuant to this clause
shall be provided by the Contractor at no additional cost to the Council.
The Contract Manager will prepare and distribute minutes of the meetings.
6.6
Contract Management Reports
Table 6 contains the written reports required to be provided by the Contractor and the
frequency required.
Report
Frequency
Workplace Safety
Monthly
Environmental Management Plan
Monthly
Service Reports-Scheduled
Monthly
Service Reports-Reactive
Monthly
Summary Service Reports
Monthly
Use of Refrigerant Gas
Monthly
Condition Assessments
Annually
Table 6
7.0
SCHEDULES
Schedule 1
Schedule 2
Schedule 3
Site List
Existing Asset Register
Scheduled Maintenance Activity and Frequency by Equipment
Type
68
1730 Mechanical Services Maintenance
Schedule 1
Site List
Council Operated Properties
Property
Property Name
ID
OPS390 Maintenance workshop
Street Address
Suburb
OP500
St. Kilda Town Hall
523 Williamstown
Road
Carlisle St
OPS321
Port Melbourne Town Hall
333 Bay Street
Port Melbourne
OPS506
Liardet Street Offices
147 Liardet Street
Port Melbourne
OPS501
Council premises
200 Bank Street
South Melbourne
OPS318
South Melbourne Depot
Complex
South Melbourne Transfer
Station
South Melbourne Town Hall
69 White Street
South Melbourne
56-798 White Street
South Melbourne
208 Bank Street
South Melbourne
Bank Street Offices & Maternal
and Child Health Centre
222 Bank Street
South Melbourne
OPS313
OPS502
OPS248
Libraries
Property
Property Name
ID
LIB302
Albert Park Library
Street Address
LIB238
Emerald Hill Library
319 Montague
Street
195 Bank Street
LIB148
St Kilda Library
150 Carlisle Street
Parks and Gardens
Property
Property Name
ID
P&G099 St Kilda Botanical Gardens
P&G180
St Kilda Pier Entry Shelter
Markets
Property
Property Name
ID
MKT505 South Melbourne Market
Street Address
55A Blessington
Street
8 Jacka Boulevard
Street Address
116 Cecil Street
Port Melbourne
St. Kilda
Suburb
South Melbourne
South Melbourne
St. Kilda
Suburb
St Kilda
St Kilda
Suburb
South Melbourne
69
1730 Mechanical Services Maintenance
Sport and Recreation
Property
Property Name
ID
S&R169 St Kilda Adventure Playground
63-71 Grey Street
St Kilda
S&R286
Albert Park Bowls Club
1A St Vincent Place
South Melbourne
S&R303
211 Dorcas Street
South Melbourne
S&R524
Peanut Farm Reserve Pavilion
S&R363
Port Melbourne Football &
Cricket Club
351 Williamstown
Road
180 Esplanade
West
12A Blessington
Street
525 Williamstown
Road
Port Melbourne
S&R523
Skinners Adventure
Playground
J L Murphy Reserve at
Aaneson Oval Pavilion
Lagoon Reserve Pavilion
S&R507
Arts and Culture
Property
Property Name
ID
ART220 St Kilda Vegout & Artists
Studio
ART296 Gasworks Park Arts Complex
Childcare
Property
ID
Property Name
Street Address
Street Address
11 Shakespeare
Grove
1-35 Graham Street
Street Address
Suburb
Port Melbourne
St Kilda
Port Melbourne
Suburb
St Kilda
Albert Park
Suburb
CHS008
North St Kilda Child Care Centre
71-79 Argyle Street
St Kilda
CHS105
51 Broadway Street
Elwood
CHS160
Elwood Maternal & Child Health
Centre
Eildon Rd Child Care Centre
17 Eildon Road
St Kilda
CHS222
Elwood Childcare Centre
46 Tennyson Street
Elwood
CHS224
The Avenue Childcare Centre
39 The Avenue
Balaclava
CHS234
York Street Maternal & Child
Health Centre
Carter Street Childcare Centre
71-79 Argyle
St Kilda
5-11 Carter Street
Albert Park
CHS257
CHS280
18 Dundas Place
Albert Park
CHS283
Albert-Park Preschool Dental
Clinic & Maternal and Child Health
Centre
Lilian Cannam Kindergarten
97 Eastern Road
South Melbourne
CHS330
Clark Street Childcare Centre
106 Clark Street
Port Melbourne
CHS331
7 Cumberland Road
Port Melbourne
CHS510
ADA Mary A’Beckett Childcare
Centre
St Kilda Childcare Centre
171 Chapel Street
St Kilda
CHS511
Clarendon Street Childcare Centre
400 Clarendon Street
South Melbourne
70
1730 Mechanical Services Maintenance
Community Centres
Property
Property Name
ID
CCE005 Alma Road Community House
CCE006 Betty Day Community Centre
CCE092 Cora Graves Community Centre
CCE159
CCE279
CCE299
CCE301
CCE305
CCE307
CCE329
CCE333
CCE519
CCE521
CCE392
CCE347
CCE359
St Kilda Youth Services
Mary Kehoe Community Centre
South Melbourne Senior Citizens
Club
Sol Green Community Centre
Conservation Volunteers
Australia
Middle Park Community Complex
Fishermans Bend Community
Centre
Port Melbourne Community
Centre
Elwood Beach Community
Centre
Elwood/St Kilda Neighbourhood
Learning Centre and Public
Toilets
SES Office Amenities and
Garage
Liardet Community Centre
Sandridge Community Centre
Street Address
200 Alma Road
67-69 Argyle Street
38-40 Blessington
St
5-7 Duke Street
224 Danks Street
1-5 Howe Crescent
Suburb
St Kilda
St Kilda
St Kilda
St Kilda
Albert Park
South Melbourne
180 Montague
Road
62-74 Pickles
Street
254 Richardson
Street
10 Centre Avenue
South Melbourne
219 Esplanade
East
63A Ormond
Esplanade
85-87 Tennyson
Street
Port Melbourne
523 Williamstown
Road
154 Liardet Street
1 Tucker Avenue
Port Melbourne
South Melbourne
Albert Park
Port Melbourne
Elwood
Elwood
Port Melbourne
Port Melbourne
71
1730 Mechanical Services Maintenance
Schedule 2
BUILDING ASSET
Existing Asset Registers
EQUIPMENT LOCATION
EQUIPMENT
L2 Mezz. Plantroom
Roof Plant Room Rear
AHU-1 Colair Multi Deck
AHU-2 Colair Multi Deck
AHU-3 Colair Multi Deck
CH-1 Carrier 30RB 802
CH-2 Carrier 30RB 522
Boiler-1 Raypak 2404
BEM
Boiler-2 Raypak 1142
BEM
Condensers
Exp. Tank valves and
piping system
Exp. Tank valves and
piping system
HHWP-1, 2,
CHWP-1, 2, CHWSP-1,
2,
HHWC - 13 to 17
ACU-1 Wall Split
ACU-5 Wall Split
St. Kilda Town Hall
Roof Plant Room Rear
Plant Room
Muster Room
Rebuild Room
New Extension Offices Ground- Ext, L1, L2-Ext
Old Building Offices 1990Ground, 1990-L1
Communications Room
New Extension Offices
1990 Office
New Extension Print Room
Internal Street Entry
New Extension Tea Point
Ground floor
New Extension Tea Point Level
1
New Extension Tea Point Level
2
New Extension Toilets Ground
floor
New Extension Toilets Level 1
New Extension Toilets Level 2
1990s Tea Point LG
1990s Tea Point Level 1
1990s Ground Comms
Cupboard
1990s Level 1 Comms
Cupboard
New Extension Comms
Cupboard.Level 2
1990s Off. Lounge Tea Point LG
Chilled Beams
Chilled Beams
CRAC-1 unit (Liebert)
CRAC-2 unit D/Split
(Daikin)
F-1 Spill Air
F-2 Spill Air
F-3 General Exhaust
F-4 Spill Air
F-5 General Exhaust
F-6 General Exhaust
F-7 General Exhaust
F-8 Toilet Exhaust
F-9 Toilet Exhaust
F-10 Toilet Exhaust
F-11 General Exhaust
F-12 General Exhaust
F-13 General Exhaust
F-14 General Exhaust
F-15 General Exhaust
F-16 General Exhaust
72
1730 Mechanical Services Maintenance
BUILDING ASSET
St. Kilda Town Hall
EQUIPMENT LOCATION
EQUIPMENT
Basement Storage North
Basement Storage South
Carpark Exhaust Rear
Carpark Exhaust Front
Staff Lounge & Meeting
Info Waiting & Gallery
F-17 General Exhaust
F-18 General Exhaust
F-19 General Exhaust
F-20 General Exhaust
F-21 Spill Air
F-22 Spill Air
AHU - 1, AHU-4, AHU-5,
AHU-6
ACU-1 Ducted Split
ACU-2 Ducted Split
AC Ducted Split
AC Ducted Split
AC Ducted Split
AC PAC
AC PAC
AC PAC
AC PAC
AC PAC
AC Ceiling Cassette
AC Ceiling Cassette
AC Ceiling Cassette
AC Wall Split
AC Wall Split
AC Wall Split
AC Wall Split
AC Wall Split
AC Room Unit
Computer Room AC-2
(Liebert)
Outside Air Fan
General Exhaust Fan
General Exhaust Fan
General Exhaust Fan
Kitchen Exhaust Fan
Exhaust Air Fan
Exhaust Air Fan
Exhaust Air Fan
Exhaust Air Fan
Roof Plant Platform Front
Art Store
Car Park
Roof Plant Platform Front
Port Melbourne Town
Hall
Roof Mounted
Workshop
Town Hall
Hitachi AC - Split
Panasonic AC - Split
APAC PAC
APAC PAC
Temperzone PAC
Temperzone PAC
Dunnair PAC
Dunnair PAC
Dunnair PAC
Air Temp PAC
73
1730 Mechanical Services Maintenance
BUILDING ASSET
EQUIPMENT LOCATION
Liardet Street Office
Sth Melb. Depot
Sth Melb. Depot
Sth Melbourne Transfer
Station
Sth Melbourne Depot
EQUIPMENT
A/C Ducted Split Upstairs
A/C Ducted Split Upstairs
A/C Ducted Split
Downstairs
A/C Ducted Split
Downstairs
A/C Ducted Split
Downstairs
Supply/Exhaust Fans
Supply/Exhaust Fans
Hitachi AC - Split
Panasonic AC - Split
Panasonic AC - Split
Airtemp AC Ducted Split
Airtemp AC Ducted Split
Airtemp AC Ducted Split
Airtemp AC Ducted Split
Airtemp AC Ducted Split
Airtemp AC Ducted Split
Sanyo AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airite AC Ducted Split
Airwell AC Ducted Split
Airwell AC Ducted Split
Airwell AC Ducted Split
Panasonic AC Split
Panasonic AC Split
Electrolux AC-Ceiling
Cassette
Teco AC-Split
Teco AC-Room
Conditioner
Teco AC-Split
AC Model Unknown
Supply/Exhaust Fans 2off
Supply/Exhaust Fans 2off
Supply/Exhaust Fans 2off
Supply/Exhaust Fans 2off
74
1730 Mechanical Services Maintenance
BUILDING ASSET
EQUIPMENT LOCATION
EQUIPMENT
Bank St Offices
Roof Mounted
South Melbourne Town
Hall
East Side Roof Plant
South Melbourne Town
Hall
East Side Roof Plant
Panasonic AC - Split
APAC AC Duct Split
APAC AC Duct Split
APAC AC Duct Split
APAC AC Duct Split
APAC AC Duct Split
APAC AC Duct Split
Supply/Exhaust Fans 3off
Supply/Exhaust Fans 3off
Chiller Multi-Stack
Teco CHWP x 2
Teco HHWP x 2
Raypak Boiler
Muller FCU
Muller FCU
Muller FCU
Muller FCU
Muller FCU
Hitachi Split
Emailair PAC
Emailair PAC
AC Ducted Split (old)
Panasonic AC - Split
Panasonic AC - Split
Temperzone Ducted Split
Temperzone Ducted Split
Temperzone Ducted Split
Alcair PAC
Airwell PAC
Emailair PAC
Emailair PAC
Emailair PAC
Air Change Ht Reclaim
Unit
Lu-Ve AC
Buffalo Trident AC
Buffalo Trident AC
Supply/Exhaust Fans
Supply/Exhaust Fans
Supply/Exhaust Fans
Supply/Exhaust Fans
Supply/Exhaust Fans
Fantech Supply/Exhaust
Fans x 3
Supply/Exhaust Fans x 2
Ventilation Exhaust
Hood/Duct Kitchen
Ventilation Exhaust
Hood/Duct Kitchen
West Side Roof Plant
75
1730 Mechanical Services Maintenance
BUILDING ASSET
South Melbourne Town
Hall
Libraries
Child Care
EQUIPMENT LOCATION
EQUIPMENT
Ventilation Exhaust Hood
Filter Kitchen
Fantech Supply/Exhaust
Fans 2-off
Emerald Hill OPS238
Alcair PAC
Alcair PAC
Alcair PAC
Alcair PAC
Alcair PAC
Alcair PAC
St Kilda OPS148
Chiller
Chiller
AC Unit - Split
FCU 1
FCU 2
FCU 3
FCU 4
FCU 5
FCU 6
FCU 7
Supply/Exhaust Fan
Supply/Exhaust Fan
Supply/Exhaust Fan
Supply/Exhaust Fan
Supply/Exhaust Fan
Supply/Exhaust Fan
Supply/Exhaust Fan
Carpark Supply/Exhaust
Fan
Carpark Supply/Exhaust
Fan
Albert Park OPS302
Airtemp AHU
Airtemp AHU
Airtemp AHU
Airtemp AHU
Airtemp AHU
Airtemp AHU
Carrier PAC
Carrier PAC
Carrier PAC
Carrier PAC
Carrier PAC
Carrier PAC
Supply/Exhaust Fan
Supply/Exhaust Fan
Evaporative cooling Elwood MCHC
stand alone
Evaporative cooling stand alone
Balaclava - The Avenue Child
Evaporative cooling Care Centre
stand alone
Evaporative cooling stand alone
St Kilda - York Street MCHC and Evaporative cooling -
76
1730 Mechanical Services Maintenance
BUILDING ASSET
Child Care
EQUIPMENT LOCATION
EQUIPMENT
Kindergarten
St Kilda - York Street MCHC and
Kindergarten
South Melbourne - Lilian
Cannam Kindergarten
stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Evaporative cooling stand alone
Split Air Conditioning
System (1) - Panasonic
Split Air Conditioning
System (1) - Daikin
Split Air Conditioning
System (1) - Emailair
Port Melbourne - Ada Mary
A'Beckett Child Care Centre
St. Kilda Child Care Centre and
MCHC
Community
St Kilda - Alma Road
Community House
St Kilda - Betty Day Community
Centre
St Kilda - Cora Graves
Community Centre
St Kilda - St Kilda Youth
Services
Albert Park - Mary Kehoe
Community Centre
Community
South Melbourne - South
Melbourne Senior Citizens Club
South Melbourne - Sol Green
Community Centre
Condenser (1) - Alcair
Condenser (1) - Alcair
Split Air Conditioning
System (1) Room Air Conditioners
(1) - Pye
Room Air Conditioners
(1) - Kelvinator
Split Air Conditioning
System (6) - Panasonic
Room Air Conditioners
(1) - Emailair
Split Air Conditioning
System (1) - Hitachi
AHU (1) - Built in - no
access
AHU (1) - Built in - no
access
AHU (1) - Built in - no
access
AHU (1) - Not known roof mounted
AHU (1) - Not known roof mounted
AHU (1) - Not known roof mounted
Split Air Conditioning
System (1) - Nano
Titanium
Split Air Conditioning
System (5) - Carrier
77
1730 Mechanical Services Maintenance
BUILDING ASSET
EQUIPMENT LOCATION
EQUIPMENT
South Melbourne - Conservation
Volunteers Australia
Albert Park - Middle Park
Community Complex
Room Air Conditioners
(1) - Panasonic
Room Air Conditioners
(3) - NEC
Split Air Conditioning
System (2) - Panasonic
Split Air Conditioning
System (1) -
Port Melbourne - Liardet
Community Centre Corner Nott
and Liardet St
Port Melbourne - Sandridge
Community Centre
Elwood - Elwood Beach
Community Centre
Elwood - Elwood / St Kilda
Neighbourhood Learning Centre
And Public Toilets
Arts and Culture
Port Melbourne - Building 30:
SES Office and Amenities Block
St Kilda Vegout & Artists Studio
Albert Park Gasworks Park Main
Theatre
Split Air Conditioning
System (6) - Mitsubishi
AHU (1) - Not known - no
access
AHU (1) - Not known - no
access
AHU (1) - Not known - no
access
Split Air Conditioning
System (2) - Panasonic
Split Air Conditioning
System (1) - Emailair
Split Air Conditioning
System (1) - Emailair
Room Air Conditioners
(1) Room Air Conditioners
(3) - Toshiba
Packaged Air Cooled
Packaged Air Cooled
Packaged Air Cooled
Evaporative Cooling Unit
Evaporative Cooling Unit
Evaporative Cooling Unit
Evaporative Cooling Unit
Evaporative Cooling Unit
Evaporative Cooling Unit
Unitary Heaters
Unitary Heaters
Unitary Heaters
Unitary Heaters
Unitary Heaters
78
1730 Mechanical Services Maintenance
BUILDING ASSET
Markets
Parks and Gardens
BUILDING ASSET
South Melbourne Market
St Kilda Botanical Gardens
Contractor Change Rooms
St Kilda Pier Entry Shelter
Sports and Recreation
St Kilda Adventure Playground
Office
Albert Park Bowls Club
Port Melbourne Football/Cricket
Club Administration Office Next
To Main Gate
J l Murphy Reserve- at
Aanenson Oval Pavilion
Port Melbourne Football/Cricket
Club Norm Goss Grandstand
EQUIPMENT
Split Air Conditioning
System (2) - Airwell
Stand Alone Evaporative
Coolers (1) - Bonaire
Stand Alone Evaporative
Coolers (1) - Bonaire
Stand Alone Evaporative
Coolers (1) - Bonaire
Stand Alone Evaporative
Coolers (3) - Braemar
Stand Alone Evaporative
Coolers (3) - Braemar
Stand Alone Evaporative
Coolers (3) - Braemar
Exhaust Fan (1) Fantech
Exhaust Fan (1) Fantech
Exhaust Fan (1) Exhaust Fan (1) Exhaust Fan (1) Fantech
Exhaust Fan (1) Exhaust Force
Exhaust Fan (1) Exhaust Fan (1) Fantech
Exhaust Fan (1) Fantech
Exhaust Fan (1) Exhaust Fan (1) Exhaust Fan (1) Exhaust Fan (1) Exhaust Fan (1) Room Air Conditioners
Stand Alone Evaporative
Coolers
Stand Alone Evaporative
Coolers
Stand Alone Evaporative
Coolers
Room Air Conditioners
(1) - Panasonic
Room Air Conditioners
(3) Room Air Conditioners
(1) - Kelvinator
Kitchen Exhaust Fans (1)
Supply/Exhaust Fan (1) Kitchen exhaust hood
79
1730 Mechanical Services Maintenance
BUILDING ASSET
BUILDING ASSET
EQUIPMENT
Port Melbourne Football/Cricket
Club Kiosk
Supply/Exhaust Fan (1) Kitchen exhaust hood
Supply/Exhaust Fan (1) Kitchen exhaust hood
Supply/Exhaust Fan (1) Kitchen exhaust hood
80
1730 Mechanical Services Maintenance
Schedule 3
Type
Scheduled Maintenance Activity and Frequency by Equipment
Schedule 3 provides general guidance for quotation purposes on the checks and/or
procedures to be conducted on the different items of Equipment to ensure compliance
with the relevant regulatory requirements. The Contractor must ensure that the
activities and frequency of activities ensure Council meets its regulatory maintenance
responsibilities.
M – Monthly Activity
3M – 3 Monthly Activity
6M – 6 Monthly Activity
A – Annual Activity
Air Distribution System.
M
3M
6M
A
X
X
X
X
X
CHECK OR PROCEDURE
Carry out random air flow checks on all systems.
Check total air flow to each system.
Confirm there are no changes to room usage.
Check 33% air diffusers and record flow rates.
Check minimum outside air quantities and record.
6M
A
CHECK OR PROCEDURE
Change over duty boiler if applicable
Operate easing gear of safety relief valve
Check boiler operating temperature
Check all controls and prove operation of boiler
Visually inspect boiler for leaks or physical damage
Check and repair boiler insulation
Dismantle clean and check safety relief valve
Check operation of safety thermostat and alarm
Test low alarm & safety lockout if applicable
Open drain valve & flush out boiler to remove sludge
Top up water level of boiler if necessary
Boilers.
M
X
X
X
3M
X
X
X
X
X
X
X
X
Air Change - Enthalpy Heat Recovery Unit.
M
X
3M
6M
A
X
X
X
CHECK OR PROCEDURE
As per manufacturer’s instructions.
As per manufacturer’s instructions.
As per manufacturer’s instructions.
As per manufacturer’s instructions.
81
1730 Mechanical Services Maintenance
Chilled Beams.
M
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Passive Beams for 33% of beams per visit
Vacuum clean coil.
Check coil and casing for corrosion.
Check coil, flexible hoses and piping for leaks.
Check vent valves system for entrapped air.
Inspect emergency drain trays where fitted.
Clean and replace filter media where fitted.
Check temperatures across the coil, adjust as
necessary. Record result.
Inspect coils for fin damage and comb if applicable.
Active Beams for 33% of beams per visit
Vacuum clean coil.
Vacuum clean primary air duct.
Inspect or clean primary air nozzles or slots.
Check coil or casing for corrosion.
Check coil and flexible hoses for leaks.
Check vent valve and system for entrapped air.
Inspect emergency drain trays where fitted.
Clean and or replace filter media where fitted.
Check air side pressure and adjust to specification as
necessary. Record result.
Check temperatures across coil, adjust as necessary.
Record result.
Inspect coils for fin damage comb if applicable.
Chilled Water Coils – Hot Water Coils.
M
3M
6M
X
X
X
A
2X
3X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Check for leaks on coils and connections
Check air vent on coils and vent air if applicable
Inspect coil for dirt build up and clean if necessary
Inspect coils for fin damage combs fins as required
Examine coils to ensure internal circuits not blocked
Check air on air off temperature adjust if applicable
Inspect cold water make-up and expansion tank system
and piping
Condenser coils
In units with sprayed coils, clean algae and slime
Inspect drain trays clean and test drains system
82
1730 Mechanical Services Maintenance
Fans (General).
M
X
X
X
3M
6M
A
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Inspect condition and check general operation
Check motor bearings, grease if required.
Check for any undue noise or vibration.
Check associated controls and electrics
Check belt drives (if fitted) for correct tension alignment
and condition.
Check mounts and hold down bolts for security.
Lubricate bearings to manufacturer’s data.
Check impellers and drives are tight on shaft.
Check drive alignment.
Remove corrosion, repair paintwork & lightly grease.
Clean fan blades, scroll and casing if applicable.
Check access panel for leakage and seal.
Replace flexible components.
Chillers.
M
X
3M
6M
A
X
X
X
X
X
X
X
3yr
3yr
CHECK OR PROCEDURE
Check operation of chilled & condenser water flow
switch
Check TX valve and superheat
Check pressure drops, both chilled & condenser water
against nameplate.
Check refrigerant gas charges and operating
temperatures
Check compressor sump heater
Check flow and return water temperatures
Check all safety controls and associated electrical
equipment
Clean strainer and re-establish vapour seal around
equipment
Clean chiller tubes and slug dose after refilling
Remove insulation and water boxes and clean. Fit new
gaskets.
83
1730 Mechanical Services Maintenance
Condensing Units.
M
X
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Check and service compressors, fans, motors, drives &
controls as per appropriate instruction sheet
Adjust belts and check condition
Remove dirt and debris from fan inlet screen
Inspect coils for build up of dirt & clean out as
necessary
Check operation and setting of any control dampers,
lubricate
Inspect protective finish, repair as necessary
Check condition of all pipe-work & tubing
Check pipe supports, receiver & suction line
accumulator for corrosion
Check operation of oil pressure switch
Check oil level in sump and direction of rotation of
compressor
Leak test the installation and check visually for signs of
leakage
Check operating pressures & liquid line sight glass
Check set points of high and low cut outs, also
condenser fan cycling controls & lubrication protection
switches
Dampers
M
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Manual Dampers
Inspect and clean dampers
Check damper position & record air flows 33% of
dampers per year.
Automatic Dampers
Check and service all controls, motors, etc
Check for freedom of operation.
Check all linkages & lubricate as required.
Check all air tight seals.
Check damper settings where there is a BCA
requirement.
Check for undue noise & vibration.
Fire Dampers
Inspect fire damper packings on 20% of dampers per
year.
Inspect fire dampers for obstructions on 20% of
dampers annually.
Confirm damper position is correct & there is no
corrosion.
Check wall and damper mounting for integrity.
Check damper operation and return to correct position.
84
1730 Mechanical Services Maintenance
Duct Heaters.
M
3M
6M
A
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Check all electrical connections for tightness.
Check to ensure no heaters have cut out on high limit.
Check outside casing for discoloration or any sign of
overheating.
Test high limit thermostat and pressure switch to ensure
heaters turn off. Check settings.
Check for loose internal thermal insulation.
Inspect electrical heating elements for combustible
rubbish, dust, and electrical operation.
Switch off fan, ensure elements switch off.
Test individual elements and check current draw.
Check operation of air flow sensing device. Check by
simulating loss of air flow.
Ductwork.
M
3M
6M
A
Observe
Observe
Observe
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
General Observations
Check for air leaks, undue noises or rattles.
Inspect flexible connections for damage (physical or
UV).
Check for drumming on start-up.
Inspect adjacent to wet equipment for leaks or
corrosion.
Inspect and clean registers and grills
Check general duct hangers for support and security.
Inspect and test flashings at external penetrations.
Kitchen Exhaust Ducts
Check grease arresting filters for excessive
accumulation.
Check hood and its exhaust plenum for excessive
grease accumulation
Check grease gutters for excessive grease
accumulation.
Check the grease arresting filters are secured in
correct position and undamaged.
Clean hood and its exhaust plenum.
Check grease arresting filters for damage or excessive
leaks report if replacement required.
Check duct for accumulated grease or dirt and report if
cleaning is required.
85
1730 Mechanical Services Maintenance
Electrical Switchboards and Controls.
M
X
X
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Check for any loose connections.
Check wiring and connectors for any signs of
overheating.
Check controls and settings.
Check contactor and relay contacts for excessive wear
or pitting.
Check pilot lamps for operation replace if necessary.
Check time clocks for correct operation and time setting.
Reset time clocks to and from daylight saving.
Check all motor overload settings.
Examine the general condition of conduits, connectors,
switches & wiring.
Carry out thermographic scanning of switchboards.
Check for faulty meters.
Check fuses for correct ratings.
Replace any labels that have fallen off. Report removed
labels.
Vacuum clean interior of switchboard.
Check that conduits are securely fixed.
Examine and rectify panel seals.
Check wiring diagrams and switchboard cards that may
be incorrect.
Lubricate all pivot points.
Evaporative Air Coolers.
M
3M
X
X
X
X
X
X
6M
A
CHECK OR PROCEDURE
Check and adjust bleed rate
Check operation of float valve and dump valve.
Check that the pads are uniformly wet and adjust if
necessary.
Inspect pads for cleanliness remove and hose down as
necessary. Record and report if pads need replacing.
Remove inspection panel and check fan belts for
tension and soundness.
Switch on and check pump operation.
Maintain heater and controls as per manufacturer’s
instructions, as required.
86
1730 Mechanical Services Maintenance
Fan Coil Units and Air Handling Units.
M
X
3M
6M
A
X
X
X
X
X
.
X
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
For units with sprayed coils clean off algae and slime
Inspect condition and check for correct operation.
Ensure insulation is secure.
Replace any defective lights.
Remove filters and replace and wash as appropriate.
Check ‘V’ belt and pulleys for correct tension, alignment
and condition.
Check and clean coils as required.
Check control valves.
Check motor and fan shaft bearings. Grease if
necessary.
Check coils for water leaks.
Check flexible connection condition.
Check condensate drains and trays for blockages fill
trap with water.
Ensure all panels are secure.
Inspect filters for dust and condition.
Check fans for alignment and corrosion.
Measure fan output.
Inspect air intakes and outlets and clean as required.
Check electric duct heaters and outside surface of
heating casing for any discoloration or indication of
overheating.
Lubricate damper linkages.
Check motors for noise vibration and heat.
Filters.
M
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Dry Media and Panel Filters
Clean filters when resistance exceeds 125Pa
Replace disposable panel filters when resistance
exceeds 125Pa
Advance roll filters when resistance exceeds 125Pa
Replace disposable deep bed filters when resistance
exceeds 125Pa of the initial resistance
Replace high efficiency and absolute filters when
resistance exceeds 250Pa of the initial resistance
Check roll filters for adequate media. Order new media
or filters for next service.
Systems 500Lt/s or less clean and replace as
necessary
Check for air leakage around media
Clean filter chamber
Lubricate filter drives as required
Check zero setting on manometer
Inspect HEPA filters & test after annual maintenance
87
1730 Mechanical Services Maintenance
Condensing Units.
M
X
X
X
3M
6M
A
X
X
X
X
X
CHECK OR PROCEDURE
Visually inspect for obvious damage
Duct Insulation
Check for condensation on duct, ensure continuity of
insulation over ducts
Where internally insulated check for saturation of
insulation
Ensure al cover strips, bands & duct tape are not
peeling off
Pipe & Pressure Vessels
Inspect and make good metal sheathing on pipe and
vessels
Inspect insulation for condensation. Replace wet
insulation & repair damage to vapour seal
Check isolation at pipe hangers, repair if necessary
Pipe Work.
M
3M
6M
X
A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Pipe Work (Water, Gas, Oil and Compressed Air)
Inspect for general damage, loose supports & leaks.
Check operation of valves, repair or replace as
necessary
Inspect and clean all drains and scale pockets.
Check and clean all strainers
Check insulation for faults, secure if applicable
Check electric heat tracing repair adjust or report as
necessary
Refrigeration Pipe Work
Check for frosting, adjust gas charge or TX control valve
Check temperature and pressure across refrigerated
drier
Check operation of TX and solenoid valves
Check all pipes and valves for leaks using suitable
detection method
Check that pipes and gages are secure.
Check all valves and ensure that valve cap seals are
fitted.
Test and reset TX valve superheat settings
Check operation of solenoid valves
Plant Rooms.
M
X
X
X
X
X
X
3M
6M
A
CHECK OR PROCEDURE
Remove all waste materials
Machinery to be wiped down and left in clean condition
Maintain clean floors
Replace lamps as necessary and maintain fittings in
clean condition
Ensure all drains are clear
Check fresh air intakes are clear of stored materials and
chemicals
88
1730 Mechanical Services Maintenance
Split Room Air Conditioners.
CHECK OR PROCEDURE
M
3M
6M
A
X
X
X
X
X
X
X
X
X
X
X
X
X
Check casing, wiring and insulation for corrosion,
cleanliness, dryness and that all components are
secure. Record/report any make good required.
Check drains and drip tray are clear.
Check unit operation thru heating and cooling
sequence.
Check for unusual noise or vibration in the indoor unit.
Check for unusual noise or vibration in the out door unit.
Check compressor for oil leaks.
Check that the condenser fan operates correctly.
Clean the air filter.
Check the indoor coils for cleanliness.
Check the outdoor coil for cleanliness.
Check the operation of the reversing valve.
Check that all controls operate correctly.
Check and record outdoor air temperature and air on/off
temperature for both heating and cooling.
Variable Air Volume Units.
M
3M
6M
X
X
X
X
X
X
X
X
X
A
CHECK OR PROCEDURE
Inspect and record report if cleaning is necessary.
Mandatory AS/NZS 3666.2.
Check operation of actuator and check if stroked
correctly.
Inspect all electrical components including the isolator,
circuit breaker, fan relays, heater relays and contactors.
Inspect fans, fan motors and fan bearings.
Inspect heating elements if applicable.
Inspect HW coils if applicable. Check for water leaks.
Inspect CW coils if applicable. Check for water leaks.
Inspect primary air dampers. Check for free operation.
Check velocity sensor for blockage(zero pa when fully
closed)
89
1730 Mechanical Services Maintenance
Vibration Isolation
M
3M
X
X
6M
A
X
X
X
X
X
X
X
X
CHECK OR PROCEDURE
Inspect vibration isolators
Check for damaged isolators and incorrect settings on
jacking bolts
Check that machine isolators are not short circuited by
electrical conduits, guards, debris , etc
Ensure mounts are clear of oil and water
Check that flexible connections are installed correctly
Ensure all drains are clear
Check that pipe flexible connections are not short
circuited by other pipes, electrical trays, guards, debris ,
etc
Check pipe flexible connections for damage
Dismantle 20% of pipe insulators made of rubber
components, inspect to ensure clear full diameter bore
passage
Check the pressure in air springs
Water Treatment
M
X
X
X
X
X
X
3M
6M
A
CHECK OR PROCEDURE
Test water for correct level of corrosion inhibitor, pH &
tds
Measure & record dosage and bleed off rates
Top up dosage tank
Slug dose biocide
Make adjustments to dosage & bleed rates as
determined
Clean-up and remove all empty chemical containers
90
1730 Mechanical Services Maintenance