FOR THE PROVISION OF MAINTENANCE FOR HEATING VENTILATION AND AIR CONDITIONER (HVAC) SYSTEM

Transcription

1 REQUEST FOR QUOTATION [RFQ] No. : POS8120 FOR THE PROVISION OF MAINTENANCE FOR HEATING VENTILATION AND AIR CONDITIONER (HVAC) SYSTEM ISSUE DATE : 2 SEPTEMBER 2014 CLOSING DATE : 16 SEPTEMBER 2014 CLOSING TIME : 12:00 Page 1 of 20

2 Part 1 NOTICE TO TENDERERS Quotations which must be completed as indicated in Part 2 of this RFQ are to be submitted as follows: METHOD: [ ] ADDRESS: nthabisengm@cefgroup.co.za 1 Submissions to RFQ Submissions to this RFQ [Quotations] must not include documents or reference relating to any other quotation or Quotation. Any additional conditions must be embodied in an accompanying letter. 2 Scope of Work The Service Provide will conduct a comprehensive maintenance work on the Airconditioning and ventilation to be carried out on the following equipment listed below: Air Handling Unit (AHU) Fan Coil Unit (FCU) Diffusers Fans MCC Panels Splint Units Wall Mount Controls Water treatment 2.1 Equipment s Ciat Air Cooled Chillers Chilled Water Pumps Air Handling Units Fans (Extract) Page 2 of 20

3 2.1.5 Fan Coil Units Ducting Diffusers Split Units AC distribution boards 2.2 DETAILED SERVICE PROCEDURE 2 x Ciat Air Cooled Chillers LDC 800V Service will include: Check electrical connections and switchgear and inspect contact points Check control set up and set parameters Check gas charges at full running load Check for leaks Check evaporator approach temp and report findings Check condenser approach temp and report finding Check function and operations of chillers Check running pressure and log Check load unload sequence of chillers Check all safeties and water flow interlocks Check oil heaters Check oil filters Check compressor oil levels Taking compressor oil for analysis if necessary (change oil only if tests report indicates that oil is not fit for further use.) Change refrigerant filters if required Clean condenser coils Check condenser approach temp and report findings Mega test motors to earth Log chillers Report any other faults outside the attached report. 2.3 CHILLED WATER PUMPS Page 3 of 20

4 Service of the pumps will include: Checking oil level and toping up if required Assessing vibration of the pump Checking general condition of the pumps Cleaning switchboards and control panels Inspect electrical switchgear and tightening all terminals 2.4 AIR HANDLING UNITS Service General cleaning of the units and clean all washable air filters Clean all panels and check for damages Heat exchange coils will be cleaned All heater elements will be checked All V-belts will be checked for correct tension and alignment Pulleys will be checked and replaced if necessary Switchboards and electrical panels will be cleaned and electrical components Will be checked for defect and replaced if required Vibration and general operation will be checked and recorded All ferrous metal components will be examined and corrosion be treated All fan bearings will be checked and greased 2.5 SPLIT AIR-CONDITIONING UNITS Split type air-conditioning units includes: console units; mid and high wall split; under ceiling split and cassette type split. Service Cooling and heating operation will be checked Fan and Fan Motor operations be checked General cleaning will be carried out Evaporator and Condenser coils must be chemically cleaned Condensate panel be removed and cleaned Refrigerant system be leak tested Page 4 of 20

5 2.5.7 Operation of the unit be checked and any malfunction be reported All ferrous metal components will be checked for rust and treated if necessary 2.6 FAN COIL UNITS Fan coil units include ducted hideaway and cassette type Service All filter media will be removed and washed Condensate panel will be removed and cleaned Heating and cooling operation will be checked Heat exchanger coils will be chemically cleaned All flexible duct be checked for air leaks Electrical and control components be checked General operation of all units be checked and recorded Ferrous metal components will be checked for rust and treated if required 2.7 EXTRACT FANS Service General operation will be checked, fans will be checked for abnormal vibrations and all electrical connections will be checked and tightened 2.8 DUCTING If remedial work is required, this should be addressed with the Logistics and Facilities Manager 2.9 DIFFUSERS Service All diffuser will be cleaned and VAV diffusers service will be carried out as follows: Operation of motor will be checked Heater wiring will be checked and tightened if required Operation of heaters will be checked. Page 5 of 20

6 2.10 AC DISTRIBUTION BOARDS Service Panels will be internally cleaned Terminals will be checked and tightened LED globes be checked and replaced Starters, contactors and relays will be checked to ensure moving bridges slide freely and all contacts are cleaned Excessive burning of contacts must be investigated and rectified Amperage of all equipment must be checked ( refer to report attached) Electrical heater connections will be checked for correct amperage and faulty elements will be recorded Thermal overload setting will be checked and reset if require Insulation resistance be checked Automatic operation sequence will be checked Panel labelling be checked 2.11 WATER TREATMENT The contractor must take water samples and provide test report. If the test shows a need to dose chemicals (for corrosion and scale inhibitors chemicals) this must be communicated to the Logistics and Facilities REPAIRS These shall be reported to the Logistics and Facilities Manager verbally followed by a written quotation to facilitate the necessary repairs. An official order will be required before work is carried out. GENERAL The Service provider will not unduly disturb the occupants in the area/s concerned. The contractor will replace and fix all screws, bolts and nuts if necessary. Page 6 of 20

7 Acknowledgement of service and report will be completed by the service provider and signed by the Logistics and Facilities Manager. Reports will be given on all remedial work undertaken and on any fault found and replacements and repair required. 3 Assessment Report The report will be a guideline of the current challenges, if there are any requirements over and above what has been noted on the report (excluding the chillers as they are not covered in this report) service provider is requested to indicate such to the Logistics and Facility manager. Fresh air unit Fan =ok Heater elements drawing +_22Amps per phase. (Circuit breakers need upgrading as the current ones are 20A) Heaters all switching correctly. Filters need washing M400 cooling valve actuator is faulty and needs replacement. Dirt filter switch faulty needs to be replaced. Supply water temp sensor faulty. Return water temperature sensor faulty Controller logic improved for triac operation. Overall the system is not maintaining a good supply air temperature with the heaters on, a possible contributor to this is the missing heater element. (Cooling is undetermined as chiller is off and we are currently in winter). Atrium unit Fan=ok Heater triac element has been removed. (To be supplied) Heater step 3 interlock wiring error- this has been corrected for safe operation. Filters need to be replaced (To be supplied) Cooling valve actuator stem was found dislodged from stem. (Needs both lock nuts to be installed) Page 7 of 20

8 Mains electrical feeder is to small and needs to be upgraded (Current unit installed =20A) 3 pole Return water temp sensor faulty. Outside air temperature sensor is faulty. Controller logic improved for triac operation. Overall the unit operation is good as we are managing to maintain a good supply air temperature with the heaters on. (Cooling is undetermined as chiller is off and we are currently in winter) Ground Floor Air Handling Units Unit 01 Cooling valve actuator found to be modulating inconsistently and wiring error found and corrected. Run down timer found to be bridged out ( managed to change the electrical wiring to correct the issue) Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=4 amps White=6 Blue =0) Return air temperature sensor=ok Supply air temperature sensor=ok Unit 02 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be partly functional.(red phase=25 amps White=27 Blue =23) Page 8 of 20

9 Return air temperature sensor=ok Supply air temperature sensor=ok First Floor Air Handling Units Unit 01 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=0 amps White=0 Blue =0) Return air temperature sensor=ok Supply air temperature sensor=ok Unit 02 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=0 amps White=2.4 Blue =6.4) Return air temperature sensor=ok Supply air temperature sensor=ok Second Floor Air Handling Units Unit 01 Page 9 of 20

10 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=0 amps White=0 Blue =0) Return air temperature sensor=ok Supply air temperature sensor=ok Unit 02 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=7 amps White=0 Blue =10) Return air temperature sensor=ok Supply air temperature sensor=ok Third Floor Air Handling Units Unit 01 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Page 10 of 20

11 Field diffusers don t appear to be functional as current being drawn is too low.(red phase=0 amps White=0 Blue =0) Return air temperature sensor=ok Supply air temperature sensor=ok Unit 02 Cooling valve actuator =Ok Run down timer = ok Filters very dirty. Static pressure is very low and air volumes not being achieved due to dirty filters. Pipe sensors = Ok Variable speed drive operation= ok Field diffusers don t appear to be functional as current being drawn is too low.(red phase=0 amps White=4 Blue =0) Return air temperature sensor=ok Supply air temperature sensor=ok Floor Diffusers (Re-heaters) Within all the floors that were checked, all the areas were very cold. The re-heaters (Diffusers) are not functional and a specified supplier technician needs to investigate the Rikard Diffusers for operation.(please note that programming/ power supplies and heater elements need to be checked for operation.) As I have noted diffusers within certain plant room are lying loose, I would recommend that the air balancing be redone.(please note that this task will need to be done with an Air.conditioning company as the flow meters and instruments used for this task are normally held by them including expertise) The last issue mentioned is of critical importance to maintain the required room temperatures as the floor units do not have heaters within them. Reheat is done purely from the diffusers and these when functional will allow for a more comfortable environment. A realistic temperature set point within the floors needs to be maintained as setting the room thermostats to extremes to not conducive to a stable environment. Page 11 of 20

12 Chiller system Chiller system run request (Logic) has been made to work in line with outside air temperatures. (These were previously only time based) Full maintenance of chillers X 2 4 Broad-Based Black Economic Empowerment [B-BBEE] CEF (SOC) Ltd fully endorses and supports the Government s Broad-Based Black Economic Empowerment Programme and it would therefore prefer to do business with local business enterprises who share these same values. CEF (SOC) Ltd will accordingly allow a preference to companies who provide a valid B-BBEE Verification Certificate. All procurement transactions will be evaluated accordingly. 4.1 B-BBEE Scorecard and Rating As prescribed in terms of the Preferential Procurement Policy Framework Act (PPPFA), Act 5 of 2000 and its Regulations, Tenderers are to note that the following preference point systems are applicable to all Tenders: the 80/20 system for requirements with a Rand value of up to R1,000,000 (all applicable taxes included); and the 90/10 system for requirements with a Rand value above R1,000,000 (all applicable taxes included). Tenderers are to note that if the 80/20 preference point system is stipulated in this RFQ and all Tenders received exceed R1,000,000.00, the RFQ must be cancelled. Similarly, if the 90/10 preference point system is stipulated in this RFQ and all Tenders received are equal to or below R1,000,000.00, the RFQ must be cancelled. The value of this Tender is estimated to be below R1,000,000 (all applicable taxes included) ; and therefore the 80/20 system shall be applicable. When CEF (SOC) Ltd invites prospective suppliers to submit Quotations for its various expenditure plans, it requires Tenderers to have their B-BBEE status verified in compliance with the Codes of Good Practice issued in terms of the Broad Based Black Economic Empowerment Act No. 53 of Page 12 of 20

13 The Department of Trade and Industry recently revised the Codes of Good Practice on 11 October 2013 [Government Gazette No ]. The Revised Codes will replace the Black Economic Empowerment Codes of Good Practice issued on 9 February The Revised Codes provide for a one year transitional period starting 11 October During the transitional period, companies may elect to be measured in terms of the Revised Codes or the 2007 version of the Codes. After the first year of the implementation of the Revised Codes, B-BBEE compliance will be measured in terms of the Revised Codes without any discretion. Companies which are governed by Sector-specific Codes will be measured in terms of those Sector Codes. As such, CEF (SOC) Ltd will accept B-BBEE certificates issued based on the Revised Codes. CEF (SOC) Ltd will also continue to accept B-BBEE certificates issued in terms of the 2007 version of the Codes provided it was issued before 10 October Thereafter, CEF (SOC) Ltd will only accept B-BBEE certificates issued based on the Revised Codes. Tenderers are required to complete Annexure A [the B-BBEE Preference Point Claim Form] and submit it together with proof of their B-BBEE Status as stipulated in the Claim Form in order to obtain preference points for their B-BBEE status. Note: Failure to submit a valid B-BBEE certificate or a certified copy thereof at the Closing Date of this RFQ will result in a score of zero being allocated for B-BBEE. 5 Communication a) Tenderers are warned that a Submission will be liable for disqualification should any attempt be made by a Tenderer either directly or indirectly to canvass any officer(s) or employee of CEF (SOC) Ltd in respect of this RFQ between the closing date and the date of the award of the business. b) A Tenderer may, however, before the closing date and time, direct any written enquiries relating to the RFQ to the following CEF (SOC) Ltd employee: Name: Nthabiseng Mashao nthabisengm@cefgroup.co.za c) Tenderers may also, at any time after the closing date of the RFQ, communicate with the Procurement Department on any matter relating to its RFQ Submission. Page 13 of 20

14 6 Tax Clearance The Tenderer s original and valid Tax Clearance Certificate must accompany the Quotation. Note that no business shall be awarded to any Tenderer whose tax matters have not been declared by SARS to be in order. 7 VAT Registration The valid VAT registration number must be stated here: [if applicable]. 8 Legal Compliance The successful Tenderer shall be in full and complete compliance with any and all applicable national and local laws and regulations. 9 Changes to Quotations Changes by the Tenderer to its submission will not be considered after the closing date and time. 10 Pricing All prices must be quoted in South African Rand on a fixed price basis, including VAT. 11 Prices Subject to Confirmation Prices quoted which are subject to confirmation will not be considered. 12 Negotiations CEF (SOC) Ltd reserves the right to undertake post-tender negotiations with selected Tenderers or any number of short-listed Tenderers. 13 Binding Offer Any Quotation furnished pursuant to this Request shall be deemed to be an offer. Any exceptions to this statement must be clearly and specifically indicated. 14 Repudiations CEF (SOC) Ltd is not committed to any course of action as a result of its issuance of this RFQ and/or its receipt of a Quotation in Submission to it. Please note that CEF (SOC) Ltd reserves the right to: modify the RFQ s goods / service(s) and request Tenderers to re-tender on any changes; Page 14 of 20

15 reject any Quotation which does not conform to instructions and specifications which are detailed herein; disqualify Quotations submitted after the stated submission deadline; not necessarily accept the lowest priced Quotation; reject all Quotations, if it so decides; place an order in connection with this Quotation at any time after the RFQ s closing date; award only a portion of the proposed goods / service/s which are reflected in the scope of this RFQ; split the award of the order/s between more than one Supplier/Service Provider; or make no award at all. CEF (SOC) Ltd reserves the right to award business to the highest scoring Tenderer/s unless objective criteria justify the award to another Tenderer. 15 Evaluation Criteria CEF (SOC) Ltd will utilise the following criteria [not necessarily in this order] in choosing a Supplier/Service Provider, if so required: Criterion/Criteria Explanation Administrative responsiveness Final weighted evaluation based on 80/20 preference point system as indicated in paragraph Error! Reference source not found. Completeness of Submission and returnable documents Pricing and price basis [firm] - whilst not the sole factor for consideration, competitive pricing and overall level of unconditional discounts will be critical B-BBEE status of company - Preference points will be awarded to a Tenderer for attaining the B-BBEE status level of contribution in accordance with the table indicated in Annexure A. 16 Validity Period CEF (SOC) Ltd desires a validity period of 30 [thirty] days from the closing date of this RFQ. Page 15 of 20

16 This RFQ is valid until provide a date. 17 Banking Details BANK: BRANCH NAME / CODE: ACCOUNT HOLDER: ACCOUNT NUMBER: 18 Company Registration Registration number of company / C.C. Registered name of company / C.C. 19 Returnable Documents Returnable Documents means all the documents, Parts and Annexures, as listed in the tables below. a) Tenderers are required to submit with their Quotations the mandatory Returnable Documents, as detailed below. Failure to provide all these Returnable Documents at the Closing Date and time of this RFQ will result in a Tenderer s disqualification. Tenderers are therefore urged to ensure that all these Documents are returned with their Quotations. Please confirm submission of these mandatory Returnable Documents by so indicating [Yes or No] in the table below: Essential Returnable Documents Submitted [Yes or No] Original valid Tax Clearance Certificate [Consortia / Joint Ventures must submit a separate Tax Clearance Certificate for each party] Page 16 of 20

17 Essential Returnable Documents Submitted [Yes or No] ANNEXURE A B-BBEE Preference Points Claim Form ANNEXURE B - Declaration of Interest ANNEXURE C Declaration of Bidder s Past Supply Chain Management Practices ANNEXURE D Certificate of Independent Bid Determination B-BBEE Certificate Page 17 of 20

18 Part 2 QUOTATION FORM DELETE GOODS AND LEAVE SERVICES EVERYWHERE ON THIS PART I/We hereby offer to supply the goods/services at the prices quoted in the Price Schedule below, in accordance with the conditions related thereto. DELETE I/We accept that unless CEF (SOC) Ltd should otherwise decide and so inform me/us, this Quotation [and, if any, its covering letter and any subsequent exchange of correspondence], together with CEF (SOC) Ltd s acceptance thereof shall constitute a binding contract between CEF (SOC) Ltd and me/us. I/We further agree that if, after I/we have been notified of the acceptance of my/our Quotation, I/we fail to deliver the said goods/service/s within the delivery lead-time quoted, CEF (SOC) Ltd may, without prejudice to any other legal remedy which it may have, cancel the order and recover from me/us any expenses incurred by CEF (SOC) Ltd in calling for Quotations afresh and/or having to accept any less favourable offer. Price Schedule I/We quote as follows for the goods required, on a delivered nominated destination basis, including VAT: PROVIDE QUANTITY Item No Description of Goods Unit of Measure Quantity Unit Price (ZAR) Total Price (ZAR) 1 Ciat Air Cooled Chillers 2 2 Chilled Water Pumps 1 3 Air Handling Units 1 4 Fans ( Extract) 1 5 Fan Coil Units 6 Ducting 1 6 Diffusers 1 7 Split Units 1 8 AC Distribution Boards 1 Total Page 18 of 20

19 Delivery Lead-Time from date of purchase order: [days/weeks] Notes to Pricing: a) All Prices must be quoted in South African Rand, inclusive of VAT b) To facilitate like-for-like comparison Tenderers must submit pricing strictly in accordance with this price schedule and not utilise a different format. Deviation from this pricing schedule could result in a Tender being disqualified. c) Please note that should you have offered a discounted price(s), CEF (SOC) Ltd will only consider such price discount(s) in the final evaluation stage if offered on an unconditional basis. SIGNED at on this day of 20 SIGNATURE OF TENDERER S AUTHORISED REPRESENTATIVE NAME: DESIGNATION: REGISTERED NAME OF COMPANY: PHYSICAL ADDRESS: Page 19 of 20

20 Tenderer s contact person: [Please complete] Name : Designation : Telephone : Cell Phone : Facsimile : Website : Page 20 of 20