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South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 1
SPECIFICATIONS 1 GENERIC SPECIFICATION
1.1 The scope of work for the maintenance of air conditioners is as follows:
No Description
1.1.1 All periodical service shall not be less than at industry acceptable intervals and specific
timeframes should be submitted with the bid.
1.1.2 Maintenance records must be kept (format of maintenance record shall be submitted with
the bid)
1.1.3 Attend to all the repairs and replacements to avoid any failure of the system within the
time period as indicated under “response times”
1.1.4 Where the supplier does not attend to SAPO’s repair requirements, SAPO reserves the
right to rectify the fault through requesting the services of another bidder.
1.1.5 Details of types and capacities of air conditioners installed at relevant SAPO buildings are
provided with this bid document for pricing on a rate per unit type and capacity basis.
For pricing on a per location basis for larger buildings, specific make and model
information is attached.AActivities
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 2
1. DETAIL SPECIFICATION MAINTENANCE OF AIR CONDITIONERS
Maintenance of air conditioners detailed specification
General property information:
Site
SA Post Office Head Office
Brief property description (type and number of buildings, and their use)
Offices
Total property size 18,002 m²
Name and physical address of building 350 Witch Hazel Ave, Eco Park
2.1 HVAC INSTALLATION
Block A, B & C
Buildings are air conditioned by inverters/midwall split units. Some condensers connected to ground floor evaporators are mounted in the basement on the galvanized steel brackets at a higher level and other compressors are on the roof. The condensers serving units on the first floor are secured on the concrete plinths on the roof of the building. Unit are controlled by remote controllers and the BMS.
NCC auditorium
The auditorium is air conditioned by four ducted in ceiling hide-away DX split units. Two outdoor units are mounted in the basement on the galvanized steel brackets at a higher level and the other two are placed on the roof. Each indoor unit is operated by means of the wired remote controller.
Preventative maintenance
Indoor unit
Fully clean and deodorise filters and indoor housing
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 3
Schedule of equipment
Area
Description Quantity Capacity (kW)
Building A
UPS room basement Midwall split unit 1 8.7
Patch room 1 Ground Floor Midwall split unit 1 2.6
Patch room 2 Ground Floor Midwall split unit 1 2.6
Patch room 1 First Floor Midwall split unit 1 2.6
Patch room 2 First Floor Midwall split unit 1 2.6
UPS room Basement Midwall split unit 2 8.7
Security Control room Midwall split unit 1 3.5
Check supply and return air temperatures
Check evaporator drain
Clean indoor coils
Outdoor unit
Inspect outdoor coil; and clean it
Check condenser fan for any obstruction
Check refrigerant levels
Check pipe insulation, replace if necessary
Check condenser levels
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 4
Security Ops room Midwall split unit 1 8.7
Offices Inverters/split walls 53 Various
Building B
Patch room 1 Ground Floor Midwall split unit 1 2.6
Patch room 2 Ground Floor Midwall split unit 1 5.27
Patch room 1 First Floor Midwall split unit 1 2.6
Patch room 2 First Floor Midwall split unit 1 2.6
UPS room Basement Midwall split unit 2 5.8
Offices Inverters/split walls 57 Various
Building C
Patch room 1 Ground Floor Midwall split unit 1 2.6
Patch room 1 First Floor Midwall split unit 1 2.6
Patch room 2 First Floor Midwall split unit 1 2.6
Sapo Restaurant Manager Cassette split unit 1 2.6
Kitchen Office Midwall split unit 1 2.6
UPS room Basement Midwall split unit 2 8.7
Offices Inverters/split walls 47 Various
NCC auditorium In ceiling hide-away split
4 10.5
NCC offices In ceiling hide-away split
1 17.6
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 5
2.2 VENTILATION
Kitchen canopy ventilation
The kitchen is mechanically ventilated by means of a kitchen extract canopy and a fresh air make up system.
Fumes are extracted via a canopy, fan and ducted system, and discharges the air into the atmosphere.
The fresh air system is mechanically ventilated. Fresh air sucked through a weather louvre and filters by a fan and forced into a ducting system and discharged into the kitchen area via fresh air grilles.
The canopy fans are controlled via a start/stop switch located near the canopy.
Fresh air
The fresh air system is mechanically ventilated. Fresh air is sucked through a weather louvre and filter by a fan and forced into an area served via fresh air grilles.
The fans are connected to the electrical distribution board and runs 24 – hours a day 7days a week. When there is a fire signal the fresh air fans automatically switch off.
Preventative maintenance
Fans
Monthly
V-belts to be checked for correct tension and alignment, replace if necessary (if
applicable)
Drive pulleys on both fan and motor to be checked and tightened (if applicable)
Impeller hubs to be checked for tightness and tighten if necessary (where
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 6
Schedule of equipment
Fans
Code Type Make Model Air Flow @ Pressure
No. off
FA1 Kitchen Axial Flow Fan
Donkin MAJAX 2
630.20.D.4
5750 l/s @ 400Pa
1
FA2 Kitchen Axial Flow Fan
Donkin MAJAX 2 5000 l/s @ 300Pa
1
accessible)
Flexible connections to be checked and air leaks rectified.
Casing and holding down bolts to be checked for corrosion and security
Check for undue noise and vibration
Check security of fan belts on shaft and tighten if required (where applicable)
Clean fresh air filters where applicable
Six monthly
All ferrous metal components to be examined, corrosion removed treated and
repainted to prevent further corrosion.
Check motor starter and run up speeds
Check motor support bolts on pedestal
Check drive belts and replace as necessary (where applicable)
Check wear on fan blades
Clean blades of dirt accumulation
Repeat monthly check
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 7
630.20.D.4
FT1 Security Tube Fan System Air K150M 30 l/s 2
FA2 Locker room
Plate Mounted
Axial
AMS SCP 500 4 3 315 l/s @ 150Pa
2
2.3 Refrigeration installation
Cold and Freezer room
The cold and freezer rooms are cooled by a split type cold / freezer room unit. Air is passed over a cooling coil in the cold /freezer room cooling down to the preferred temperature.
The cold and freezer room units have a thermostat situated in the cold / freezer room that automatically maintains the temperature at the desired set point.
Preventative maintenance
Cold / Freezer room units
Monthly
Check cooling operation
Check fan and fan motor operation
Check condensate drains for obstruction
Test thermostat and control operation
Generally clean equipment externally
Operate unit and check all functions. Advise client of any malfunctions.
Six monthly
Check compressor and gas pressure
Clean condensate pans and drains
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 8
Schedule of equipment
Code Description Make Cooling Electric Heating
No. off
Cold room Cold room unit
Kovco 4.5kW - 1
Freezer room
Freezer room unit
Kovco 12kW - 1
2.4 Server room
Air conditioning
The server room is cooled by two Down Blow Server Room Units. Warm air is drawn from the room over the unit coil and cooled down before being blown back into the room cooling the servers.
The server room units are controlled by a control keypad situated in the unit.
Preventative maintenance
All ferrous metal components to be examined, corrosion removed treated and
repainted with Techtyl or similar to prevent further corrosion.
Report any malfunctions to client
Repeat monthly service checks
Server room units
Monthly
Clean filters
Check heating and cooling operation
Check fan and fan motor operation
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 9
Schedule of equipment
Code Description Make Model Cooling Heating No. off
Server room units
Airedale DF80AD 71.7kW - 2
2.5 Fresh air systems
Fresh air systems: Ground and First floor
The fresh air systems are mechanically ventilated via AXIAL FLOW fans. The AXIAL fan sucks in air from the atmosphere through a washable pleated filter and disperses it into the ceiling void.
Fans are controlled via BMS system.
Preventative maintenance
Check condensate drains for obstruction
Test thermostat and control operation
Generally clean equipment externally
Operate unit and check all functions. Advise client of any malfunctions.
Six monthly
Check compressor and gas pressure
Clean condensate pans and drains
All ferrous metal components to be examined, corrosion removed treated and
repainted with Techtyl or similar to prevent further corrosion.
Report any malfunctions to client
Repeat monthly service checks
Fans
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 10
Schedule of equipment
Building Name Type Model No. off
Block A FT1 IN LINE AXIAL FLOW FAN
AP0312AP5/.55 4
Block B FT1 IN LINE AXIAL FLOW FAN
AP0312AP5/.55 4
Block C FT1 IN LINE AXIAL FLOW FAN
AP0312AP5/.55 4
PRICING
Monthly
Impeller hubs to be checked for tightness and tighten if necessary (where
accessible)
Casing and holding down bolts to be checked for corrosion and security
Check for undue noise and vibration
Clean fresh air filters where applicable
Six monthly
All ferrous metal components to be examined, corrosion removed treated and
repainted to prevent further corrosion.
Check motor starter and run up speeds
Check motor support bolts on pedestal
Check wear on fan blades
Clean blades of dirt accumulation
Repeat monthly check
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 11
Item Quantity Price VAT Annual Price
Monthly air conditioning service
5 R R R
Six monthly air conditioning service
1 R R R
Total cost R R R
General
Components and parts replacements
Total % mark-up including handling cost
…………..%
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 12
DULE OF KEY PERSONNEL EXPERIENCE
Information provided in this section will be used to evaluate bidder’s key personnel capability in relation to the Maintenance of air conditioners
No.
Name and Surname Designation
Employment Status
Highest Relevant Qualification Number of Years
Relevant Industry
Experience
Membership / Accreditation
Full Time
Temp (provide contract end date)
Qualification Name Certificate Number
Association / Professional
Body
Membership / Registration
Number
1
2
3
4
ADDITIONAL INFORMATION NEEDED FOR KEY PERSONNEL’S EXPERIENCE EVALUATION
(i) Curriculum Vitae (s) (ii) Certified Copies of Identity Documents (iii) Highest Relevant Qualification (iv) Professional Body’s Membership Certificates NOTE: Attach additional pages should the space provided be insufficient.
South African Post Office
MAINTENANCE AND REPAIRS TO AIR CONDITIONING SYSTEM Page 13
SCHEDULE OF COMPANY EXPERIENCE
Information provided in this section will be used to evaluate bidders experience in successful execution of maintenance of air conditioners projects.
No. Company /
Project Name Project Start
Date Project
End Date
Project
Duration
Project/ Contract Amount
Reliable References
Contact Person (Name & Surname)
Telephone Number Email
1
2
3
4
5
6
NOTE: Attach additional pages should the space provided be insufficient.