GEORGIA TECH FACILITIES DEPARTMENT
SPECIFICATIONS
PROPANE STANDY SYSTEM P.M. INSPECTION AND
MAINTENANCE
1.0 General Information
A. Term of Contract
a. This contract shall provide a competitive bid for Annual Propane
Standby P.M. Inspection and Maintenance for the Georgia Tech
Facilities Department.
b. Duration of Agreement starts when bid is awarded. All work is
to be performed between the dates May 1, to Sept 30, of each
calendar year. Georgia Tech Facilities Infrastructure Department
shall reserve the right to prioritize Propane Standby Systems as
needed.
B. Price Escalation
Increases in the amount shall be only permitted during the
renewal of the contract. Price increments shall not be more than
5% of the original amount. Request for increase must be
supported by adequate written justification. Per consumer Price
index (CPI).
C. Deviation from Scope of Work
No deviations shall be made from this contract. Should the
contractor find at any time during the progress of the work, that
in his judgment conditions make desirable or necessary
modifications in the requirements covering any particular item or
items, he shall report such matters promptly to the owner’s
representative for his decision and instructions.
D. Liability of Contractor
The contractor shall be responsible for any damage to the system
during testing due to negligence by its employees or
representatives.
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E. Indemnification of the Institute
The contractor shall indemnify and hold blameless the Georgia
Institute of Technology and the Board of Regents of the
University system of Georgia from any and all claims, demands,
or actions, and any costs, judgments, or expenses, including court
costs and attorney’s fees arising out of this agreement or
resulting from the injury or death of any person(s) or damage to
property, real or personal.
F. Emergency Contact
The contractor shall be available for telephone consultation
during the term of the contract and shall provide an up to date list
of phone numbers to the Facilities Department, Georgia Tech.
G. Performance Bond
Georgia Institute of Technology reserves the right to request a
performance bond.
H. Access to Secured buildings
a. There are no secured buildings identified for this contract.
I. Cancellation
This agreement may be cancelled in its entirety following thirty
(30) days prior written notification.
a. The Institute may cancel for non-compliance and/or poor
performance by the vendor or inappropriate conduct by vendor
service personnel.
b. In either instance, the responsibilities of both parties shall be
fulfilled up to date of termination.
c. Portions of this agreement may be cancelled, leaving the
remainder of the agreement intact, following thirty (30) days
prior written notification
d. Any payment will be made proportional to work completed.
J. Right of Rejection
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The Georgia Institute of Technology reserves the right to accept
or reject any or all proposals.
K. Training
There are no training needs identified in the scope of this
contract.
L. Insurance
Contractor shall provide a properly executed Certificate of
Insurance to GIT within 5 days of notification of award. Such
certificate shall clearly evidence all coverage required by GA
Tech Procurement Insurance Policies.
2.0 Scope of Work
This scope of work applies to all the Propane Station Equipment at
10th Street Chiller Plant and at the Holland Plant and North Avenue
Apartment. The Model and make of each equipment in detailed in
Appendix-A. The detailed count of equipment is provided in
Appendix –B. The necessary repair parts list is provided in
Appendix-C.
A. Work Specifications:
I. Underground Storage Tanks
a. Cathodic Protection
1. Measure structure-to-soil potential at each test station
2. Measure structure-to-anode current (anode output current,
mA)
3. Measure anode-to-earth potential
4. Compare measurements to those previously taken at the
same location. Loss of anode-to-earth potential indicates a
failed anode or failed anode lead. Loss of anode output
current with stable anode-to-earth potential indicates
consumption of the anode and pending failure. Loss of
structure-to-earth potential with stable anode-to-earth
potential and anode output current indicates loss of
isolation
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5. Recommend any repairs or replacements that need to be
done.
II. Compressor
1.
2.
3.
4.
5.
6.
Change oil & filters in compressors
Observe if units load and unload properly
Check discharge pressure and temperature
Drain the moisture trap in the control system
Check panel LED’s for advisories
Check for dirt accumulation on oil/aftercooler core faces
and the cooling fan. If cleaning is required, clean the
exterior fin surfaces of the cores by blowing compressed air
carrying a nonflammable safety solvent.
7. Inspect the oil separator element
8. Check the relief valve for proper operation
III. Vaporizer and Mixer
The following work specifications shall apply to both the
propane systems at the 10th Street Chiller Plant.
a. Water Bath Vaporizer
1. Check bath level. Should be within 1” from top of
vaporizer when temperature is at 180 deg. F.
2. Blow down all drip legs and strainers
3. Start the system and make burner cycle at least 5 times
4. Oil the bath circulation pump and burner blower motor
5. Inspect all electrical, valves, regulators and pressure
gauges. Examine all seats, diaphragms and orifices for
damage or wear.
6. The glycol content in water solution should be at least 50%.
Add if required. Glycol will be furnished by Georgia tech
Facilities.
7. Contractor shall test the water bath for qualities. The test
and analysis of water bath shall be done be an independent
nationally recognized laboratory.
b. Burner
1. Check the burner’s high and low fire air and gas pressure
settings. Set and calibrate per manufactures specifications.
2. Examine and, if necessary, clean or replace air and gas
filter elements (strainers).
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3. Check all piping connections for leaks
4. Check the ability of the flame supervision system to
function properly by simulating system failures
a. Simulate burner flameout by manually shutting off the
gas
b. Trip out pressure switches and other limit interlocks
c. Try to light the burner before the purge and other timers
have finished their cycles
d. If simulated limit or flame failures do not shut down the
fuel system within an acceptably short period of time,
immediately take the equipment out of service and
correct the problem.
e. Leak test automatic and manual reset fuel valves per
insurance procedures.
5. Check all bolts and screws for tightness
6. Check the area around the burner-mounting flange for signs
of overheating.
7. Check the interior of the burner and immersion tube for
water accumulation. Large amounts of water may indicate
tube leakage.
8. Inspect ignition plugs and flame rods.
c. Flame Safeguard Controls
1. Clean the rod and its insulator by washing with soap and
water.
2. Wipe the viewing area of the scanner using a soft cloth
dampened with concentrated detergent.
3. Ensure proper operation of all limit switches, safety
interlocks, flame failure protection and fuel safety shutoff
valve tightness
d. Self -Operated Pressure Reducing Regulators
Inspect Disk Assembly, Diaphragm, Seat Ring and O Rings
for normal wear or damage.
e. Solenoid Valves
1. Ensure that the medium flowing through the valve is as free
from dirt and foreign material as possible.
2. Operate valve to insure proper opening and closing
3. Inspect internal valve parts for damage or excessive wear.
Thoroughly clean all parts
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f. A-C Induction Motors
1. Remove dust, grease, oil, and dirt from the windings by
using suction cleaners or by wiping
2. Tighten all terminal connections, assembly screws, bolts
and nuts.
3. Check the insulation resistance of the motors.
4. Lubricate the anti-friction bearings
The following work specifications shall apply only to the
250,000 Btu POM system
g. Piston Operated Mixer
1. Check system for leaks with soap solution. Repair if
required.
2. Blow (Pull and clean) down all strainers on blender.
Change filter element on blender propane regulator
3. Run the system on flare for 5-10 minutes on different loads.
4. Remove cap on mixing valve. Remove piston and wipe
cylinder walls with clean, dry cloth.
5. Inspect all electrical, valves and regulators. Examine all
seats, orifices and diaphragms.
6. Remove propane regulator and examine pilot diaphragms,
pilot seat, pilot orifice, pilot filter, pilot solenoid, main
body orifice, main body seat and main body diaphragm.
Clean as required.
7. Inspect diaphragm on regulated propane vapor pressure
relief valve
8. Check blender air filter regulator
9. Calibrate the output Specific Gravity Meter (e.g. 1.30)
h. Pilot Operated Regulator
1. Lubricate all Stem O-Rings, Gaskets and Seals with a good
grade of general purpose grease
2. Inspect Stem O-Rings for damage during normal operation
by line pressure leakage or unexpected grease extrusion
from the actuator vent
3. Inspect all components for wear or damage.
The following work specifications shall apply only to the
60,000 Btu LP System
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i. Gas Regulators
Inspect seat ring, valve disc, internal relief valve, and
diaphragm for normal wear or damage
j. Relief Valves
Inspect O-Rings and diaphragms for normal wear or
damage
k. Combustion Valves
Perform leak and closure tightness test. If tests disclose
valve leakage, determine if valve needs replacement or
repair.
l.
Mixed Gas Specific Gravity Output
1. Calibrate the mixed gas output propane/air mixture on each
of the venturi mixing valves individually (e.g. 1.30).
Note:
Required repairs while performing Preventive Maintenance:
1. Annually inspect all diaphragms, seats, and packing on all
valves and regulators and Replace them. Contractor shall have
the parts available at the time of Preventive maintenance. The
cost of labor and parts shall be in the bid price.
2. Annually inspect all electrical contacts, connections, and
housings. Replace as required. Contractor shall have the parts
available at the time of Preventive maintenance. Price of the
parts shall be contractor’s actual cost plus 10%. Contractor shall
charge hourly rate as in section 4.0. GA Tech may request
document for contractor’s actual cost on parts.
B. As the inspection and maintenance of each component of the
system is completed, a copy of the inspection report will be hand
delivered to BOILER PLANT SUPERINTENDENT. A separate
copy of the inspection and maintenance report for each
component will be mailed to the Preventive Maintenance Office.
The inspection and maintenance report shall be of sufficient
detail to specify for contracted repair of failed or damaged
components by manufacturer, name of component, model/part
number, and estimate of labor. All specified parts shall be priced.
Inspection Report Recommendations that merely state “Repair of
peripheral devices as noted” are not considered adequate
deficiency reports.
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C. Contractor shall provide Reports including analysis and Minimum of
three Graphs to indicate total number of problems per year for each
system, break down and type of the problems for each system per year
and repair cost for each system per year, to be submitted with the
invoice, on the inspection performed showing the deficiencies based on
each individual task findings.
D. All reports shall be in the form of hard copy and electronic copy on a
CD ROM.
E. The Inspection Maintenance Report will include the Following
four sections:
a.
SUMMARY OF PROJECT
b.
EQUIPMENT TESTED
c.
DESCRIPTION OF TEST
d.
DESCRIPTION OF THE REPAIRS PERFORMED
e. ANALYSIS AND CONCLUSIONS including graph to show
problems for each Propane Stand-By system and total for the
year. Office of Preventive maintenance will provide the
format.
F. All of the aforementioned inspections and maintenance actions
will be fully documented. The copies will be provided, as well as
kept on file at the Contractor Service Center Office and shall be
archived for a period of no less than three (3) years and
forwarded upon request.
G. The Georgia Institute of Technology reserves the right to delete
and/or add facilities to be serviced under this agreement, as needs
dictate. Additions to this listing shall be added subject to the
same general conditions and priced consistent with those prices
in effect at the time of addition. Amendments to this agreement
shall be valid only upon issuance of a written change order
issued by the Purchasing Department of Georgia Tech.
H. Submit labor rates for testing, certification, and repairs outside
the scope of work of this contract. Repairs not exceeding a total
of $1500.00 may be performed with the written authorization of
Preventive Maintenance Project Manager. Such repairs will be
billed at the above labor rate as section 4.0 with the material
price not to exceed the vendor’s actual cost plus 10%. Georgia
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Tech reserves the right to request documentation of the vendor’s
cost.
I. Performance on this agreement is restricted to the Prime
contractor. Subcontracts or collaborative proposals will not be
allowed.
J. Contractor shall provide a detail condition analysis on all four
Propane Standby systems.
K. Contractor shall provide deficiencies Graph Analysis for each
system.
L. BOILER PLANT SUPERINTENDENT or designated
representatives shall perform building access, and quality
assurance inspections of the work. The preventive maintenance
project manager shall be the primary project manager.
Surveillance and inspections will be performed on a daily or
periodic basis to validate that contract specifications have been
met.
M. Mailing Addresses for Invoices, Inspection and Maintenance
Reports.
One Copy To:
Georgia Tech Facilities
151 6th Street, N.W.
Atlanta, Georgia 30332
Attention: Moges Wossene (Preventive Maintenance Project
Manager).
3.0 Reference Standards
A. This agreement incorporates provisions of the State of Georgia
Vendor Manual by reference. As part of this agreement, the
vendor will be expected to work closely with the institute in
resolving any and all problems resulting during the term of this
agreement.
4.0 Bid Requirements
A. Bid shall be awarded based on total lowest price of work
listed in Appendix B. Bid shall include a grand total price and a
price for each individual component.
B. Each bid shall include all labor and materials cost as well as any
transportation, analytical, consulting and management services
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to effect the work included in this specification.
C. Labor Hourly Rate (Appendix D):
Provide weekday Labor rate
Provide after hours Labor rate
Provide Weekend labor rate
Provide Holiday labor rate
5.0 Scheduling
A. The final P.M. Inspection and Maintenance shall be completed
between May 1, and Sep 30, of each calendar year.
B. The Preventive Maintenance Project manager will schedule all
work.
C. All work shall be scheduled at Georgia Tech’s convenience and
in cooperation with Georgia Tech’s representative. Scheduling
shall take into account academic, research, and other campus
activities.
D. Scheduling may require approval and coordination with affected
parties. Coordinate scheduling through Georgia Tech’s
representative.
E. There shall be no additional charge to the owner for rescheduling
the work of this contract if at least 72 hours prior notice is given
to the contractor.
F. Unless otherwise specified by Boiler Plant Superintendent, no
work shall be scheduled during semester final exams and the
week prior to final exams.
6.0 Contractor Qualifications
A. Contractor will work in accordance to all current Federal, State
and Local Government Rules and Regulations and Georgia Tech
policies. Contractor and employees on job site shall have
minimum of ten (10) years experience in the maintenance of
Propane stations of a similar scale to Georgia Tech.
B. The contractor shall furnish three references for the past jobs.
References to include name, date, contact information, and scope
of work. References will be subject to verification and approval
prior to awarding the contract.
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C. The contractor should provide documentation that demonstrates
that any employee of the contractor who may work on the
facilities of Georgia Tech has completed evaluations as specified
for the covered tasks they will perform. Georgia Tech has
adopted qualification criteria as listed below for certain covered
tasks. Georgia Tech as evidence of qualification will accept
contractor personnel possessing current qualifications from these
3rd parties.
Covered Task
Recommended Qualification
Criteria
Measuring pipe-to-soil potential NACE
certification
or
proficiency with a copper/copper
sulfate half-cell and voltmeter.
Installing, replacing and testing NACE
certification
or
electrical isolation couplings.
proficiency with pipe fitting and
voltmeter
Inspecting the condition of NACE certification, or coating
exposed pipe or pipe coating
system Mfg. Certification
Replacing a section of tracer Proficiency
with
splicing
wire
electrical wire and insulating
splices.
D. Contractor shall have minimum of 20 years operational experience as a
service company in the field of Boiler Repair. Contractor shall provide
to this contract technician(s) with minimum of 10 years experience in the
field of Propane Standby system Preventive maintenance and repair.
GA Tech requires training documents and certification.
E. Contractor shall provide A list of at least three (3) customer references
where the scope of work is same to that detailed in this Invitation to Bid.
F.
Contractor shall have an office located not farther than 100 miles
radius from GA Tech campus. Contractor shall have minimum of 5 full
time employees trained in servicing Propane Standby system. Three at
Master level and two at Journeyman level. Any employee who works
on the GA Tech campus shall have minimum of three consecutive
years employment with the contractor prior to the award of the
contract. GA Tech may request proof of employment.
G.
Contractor shall provide phone # and contact name by which
authorized Georgia Institute of Technology personnel can communicate
with your company during regular working hours as well as at night
and on weekends.
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H. Contractor shall be available for emergencies, responding to the call
within an hour and arriving to the job site no later than 6 hours after
receiving the call from GA Tech.
I. Contractor shall have stocked service vehicle with necessary minor
parts for repairs.
7.0
Safety
A. The contractor is responsible for compliance with all OSHA and
other applicable safety regulations.
B. The contractor shall take precautions to prevent students and
others from coming in contact with the work being carried out
that may be hazardous to the safety of those individuals.
C. The contractor must ensure that during all testing and inspection
processes that damage does not occur to any equipment in and
around the facility.
8.0
Invoice Requirements
A. Propane Systems shall be invoiced individually. Complete
Documentation of all inspection and maintenance work shall be
completed and turned in to Preventive Maintenance Office
before invoicing. All invoices must specify this contract number,
building, manufacturer, and serial number. Invoicing must be
directed to Preventive Maintenance Office.
9.0
Payment Schedule
A. The contractor must submit invoices to Project Manager after
completion of Preventive maintenance.
NOTE:
Payments shall not be processed until Georgia
Tech’s representative receives the required
records.
Appendix – A
Standby Propane System
1.10
TH
STREET SMALL UNIT
12
ALTERNATE ENERGY SYSTEMS
MODEL WB750
SN WB684
2.10TH ST LARGE UNIT
ALTERNATE ENERGY SYSTEMS
MODEL WB2000POM
SN WB896
3. HOLLAND
ALGAS SDI
MODEL FV06100
SERIAL 0303274
4. NOTH AVENUE APARTMENT
A-Tech Equipment Co
Model # V-460-GEH-M-40-EA
Serial # 94A06
Year manufactured 1994
Max pressure 250psi @ 600*F
Burner input 250,000 btu/hr
450 gal hr max cap LP
Appendix – B
Quantity (Qty)
10th Street
Holland Plant
Plant
Underground Storage Tank
Compressor
Water bath Vaporizer
Burner
Flame Safeguard Controls
Self Operated Pressure
reducing valves
Solenoid valves
AC Induction Motors
Piston Operated mixer
Pilot Operated Regulator
Gas Regulators
Relief Valves
Combustion Valves
Mixed Gas Specific Gravity
NAA
6
2
0
0
0
4
2
2
2
2
2
0
1
1
1
6
6
6
8
0
1
0
4
2
0
1
12
4
1
6
4
2
4
1
6
2
0
1
1
2
1
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$ Unit
Price
$ (Qty)
Price
Output
Grand Total Bid Price
Appendix – C
NECESSARY SPARE PARTS
It is necessary that at least one each of the following items be inventoried for speed and
ease of repair.
VAPORIZER SPARE PARTS
AES P/N
Description
Manufacturer/Make/Model
SOL0017C-00-3
SOL0017R-00-3
PUM0030-00-3
TRA0014-00-3
AQU0001-00-3
LOW0001-00-3
SWI0042-00-3
SWI0043-00-3
SWI0049-00-3
TRA0013-00-3
SOL0023-00-3
BUR0046-00-3
BUR0047-00-3
BUR0048-00-3
BUR0049-00-3
BUR0050-00-3
CNT0004-00-3
REL0001-00-3
REL0002-00-3
FUS0005-00-3
FUS0006-00-3
FUS0008-00-3
Liquid Inlet Solenoid Coil
Liquid Inlet Solenoid
Repair Kit
Circulation Pump
Temperature Transmitter
Operator, Hi Temp Switch
Low Water Cutoff Switch
Low Gas Press. Switch
High Gas Press. Switch
Air Flow Switch
Ignition Transformer
Pilot Solenoid Valve
FSG Chassis
FSG Amplifier
FSG Purge Card
FSG Base
FSG UV Scanner
Motor Contactor
Relay w/ Cover Plate
Fuse
Fuse
Fuse
Igniter
Venturi Solenoid
Venturi Regulator
Regulator Repair Kit
Check Valve
Taco model 0010-F3, 1-1/4” flange set
Alltemp Sensors model 4RXG, 0-250°F
Honeywell Aquastat model L6006A-1244
McDonnell-Miller model 69
Honeywell model C645A-1030
Honeywell model C645B-1039
Honeywell C645C-1020
Honeywell model Q624A-1014
Asco catalog JB8040H7, NC, 115 VAC
Honeywell model RM7895C-1020
Honeywell model R7849A-1023
Honeywell model ST7800A-1054, 60-sec.
Honeywell model Q7800A-1005
Honeywell model C7027A-1049
AB model 100-C09D10
Weidmuller model 842088
1-amp, time delay
2-amp, time delay
4-amp, time delay
Pyronics P/N 2836C
MIXER SPARE PARTS
AES P/N
Description
SOL0007-00-3
REG0006-00-3
REGR008-00-3
VAL0041-00-3
GC valve model S401Z1009, NC, 115 VAC
GC valve model S401Z1009
Manufacturer/Make/Model
GC model S211XF02N5EG5, NC, 115 VAC
Fisher model 627, ½” orifice, 35-80# spring
Fisher 627 regulator repair kit
Nibco inline check valve
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Appendix D
Labor Hourly Rate
Description
Weekday Labor Rate for repair work
outside of the scope of work.*
After Hours Labor Rate for repair work
outside of the scope of work.*
Weekend Labor Rate for repair work
outside of the scope of work.*
Holiday Labor Rate for repair work outside
of the scope of work.*
Quantity & Unit
$___________Per Hour
$___________Per Hour
$___________Per Hour
$___________Per Hour
These rates will not be basis for evaluation. However the awarded vender will be required
to honor the rates during the term of the contract. In the event of job being done other
than weekday, for additional labor charge, Georgia Tech shall pay the difference between
weekday worked and other than weekday.
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