Provision of Planned Preventative Maintenance for the Chillers, AC Systems and Refrigeration

Contract Background

The contract is for single supplier for the provision of Chillers, Air Conditioning Systems and Refrigeration Maintenance Contract at The Pirbright Institute.

Scope of works

Work Package 1 – Chillers, Air Conditioning & Refrigeration Equipment

This works package is for a single supplier to service and or repair all refrigeration, air conditioning and associated systems at The Pirbright Institute.

Service visits should be arranged according to F gas regulations, site requirements and insurance inspections schedules.

The attached schedule (Schedule 5.C - Refrigeration Plant List) details the buildings, the details of the Chillers, Freezers and Air conditioning equipment and frequency of service visits required. A site plan showing the locations and relative sizes of these buildings is included in Schedule 5.D - Site Plan.

The contractor will be expected to advise on the condition of the equipment and provide details of any remedial works required following each service. Critical remedial works should be advised to Pirbright on the same day.

Quotations for non-critical remedial works should be provided to Pirbright within 1 week of a service visit.

The contractor should also allow for the supply of:

• 1 x vacuum pump
• 1 x recovery machine
• 1 x set of gauges
• 1 x refrigerant leak detector

These will be kept in our restricted areas and will only be used by the contractor. These can be taken out of containment and returned to contractor at the end of the contract. This is to prevent the unnecessary passage and time-consuming decontamination for contractor’s tools when work is being done on our contained systems.

Within the first 6 months of the contract the contractor will be expected to provide a critical spares list and an itemised quotation for all systems.

Service reports should be left on site or received by site on the day of the service and test certificates should be received by site within one week of the service visit.

In addition to providing their own access equipment, it is expected that the supplier will include in their works, performing basic tasks required to access equipment such as lifting ceiling panels.

Work Package 2 – Emergency Call out Service

The supplier of works package 1 must also provide a 24-hour emergency call out service. With an engineer site attendance time of under 4 hours. All specification requirements that are associated with work package 1 also apply this work package.

Work Package 3 – Insurance Inspection Facilitation

The contractor will need to allow for the supply of an engineer to aid our insurance inspector with PSSR inspections on chillers. This can take up to 5 days per year.