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4.

SPECIFICATION

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1730 Mechanical Services Maintenance
1.0 INTRODUCTION

1.1 Background

The Port Phillip City Councils (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, manufacturers
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.

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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 manufacturers 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.

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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.

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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
Councils 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;

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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) 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.

2.1.2 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 manufacturers


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.

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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 Timelines
Three copies of the formal instrument of Within 28 days of the date of awarding
agreement together with the contract the contract
documents
O H & S System Prior to contract commencement
Draft Environmental Management Plan Prior to contract commencement
Insurances Prior to contract commencement with
Certificates of Currency annually
Complaints Handling Policy Within 6 weeks of contract
commencement
Asset Inventory Form Within 1 month of contract
commencement
Asset Inventory Within 3 months of contract
commencement
Condition Assessment Data Collection Within 1 month of contract
and Reporting Form commencement
Maintenance Logbook System Upon contract commencement
Monthly Report Structure Upon contract commencement
Monthly Schedule of Works Within 21 days of contract
commencement

Table 2

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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 Councils 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
contractors 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 propertys access restrictions.

When the performance of the Contractors obligations requires that keys or master
keys be provided to any of the Contractors 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.

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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 Contactors 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 sub-
contractors. These identity badges must be displayed at all times when on Site. The
Contractors vehicles must be well presented, regularly cleaned and maintained.

2.8 Behaviour and Complaints Management

The Contractors 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.

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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 sub-
contractors 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

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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 TECHNICAL SPECIFICATIONS


3.1 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

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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 manufacturers


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 manufacturers 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 manufacturers
requirements.

3.1.7 Air Supply Grill Cleaning and Filter Replacement

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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 manufacturers 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 18-


20C while the temperature of a cooled room in summer should be
within 24-26C.

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 22C +/-


1C (a range of 21-23C).

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.

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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
Managers 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 Councils 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 ASSET INVENTORY AND CONDITION ASSESSMENTS


4.1 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.

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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, Councils 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) Property ID;
b) Property Name;
c) Street Address;
d) Suburb;
e) Date of Audit;
f) Time of Audit;
g) Name and Qualifications of Auditor(s);
h) Asset Type;
i) Asset Manufacturer;
j) Asset Model;
k) Asset Serial No;
l) Asset Manufacture / Installation Date;
m) Asset Location;
n) Description of operating environment including accessibility and areas it
services;
o) Description of control systems;
p) Asset Condition Rating (refer to Clause 4.2.2 for required details);
q) Asset Replacement Rating (refer to Clause 4.2.3 for required details);
r) Frequency and type of scheduled maintenance required to ensure Council
meets its regulatory compliance obligations;
s) General Comments; and
t) 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

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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.

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Condition Rating Scheme

Condition ratings used are to be in accordance with Table 3.

Condition Description Expected Action Remaining


Rating Economic Life
1 Excellent Asset is as new and can be No additional maintenance 90-100%
expected to perform required. Scheduled
adequately and reach its maintenance required only
expected life
2 Good Asset is sound, Minor maintenance 60-89%
operationally safe, intervention required. No
functional and displays component replacement
superficial defects only required
3 Fair Asset is functional but Minor maintenance and/or 30 59%
shows signs of moderate minor component
wear and tear. Deferred replacement required
maintenance works are
evident
4 Poor Asset functionality is Significant ongoing 6 29%
reduced. Asset has maintenance intervention
significant defects affecting or major component or
major components and runs asset replacement
a serious risk of imminent
breakdown
5 Failed Asset is not functional. Asset requires 0 5%
Condition cannot be decommissioning and/or
improved without replacement
replacement

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 Description


Rating
A Asset will require replacement within the next
12 month period
B Asset will require replacement within the next
1 to 3 year period
C Asset will require replacement within the next
3 to 5 year period
D Asset will require replacement within the next
5 to 10 year period
E Asset will not require replacement within the
next 10 year period
Table 4

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5.0 INFORMATION MANAGEMENT AND REPORTING
5.1 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 Contractors invoice for purchase of materials will be submitted along with copies
of the suppliers 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 Councils existing asset maintenance
system.

The work order will include, but not be limited to the following information:

a) property ID;
b) property name;
c) street address and suburb;
d) work order number;
e) relevant contact details;
f) work request description;
g) priority of works including completion date;
h) expenditure limits; and
i) any other special instructions.

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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 tenderers
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 on-
site 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;

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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, manufacturers 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, manufacturers 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

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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 Councils
business needs. Performance measurement will provide major input into ensuring
facility availability is not limited through service failure, the service meets Councils
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 Contractors 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) service component / objective;


b) KPIs;
c) minimum performance standard for each KPI; and
d) source of the data used to measure the performance of the KPI.

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KEY PERFORMANCE INDICATORS

Service Proposed KPI Minimum Performance Standard Source Data


Component and
Objective
Financial Costs to Budget 100% accuracy of charges against quoted 1. Hansen Asset Management System
rates and budget 2. Contractor Invoicing
Invoicing Accuracy and Timing 100% compliance to client invoicing 1. Hansen Asset Management System
requirements 2. Contractor Invoicing
Risk Management Workplace Health & Safety 100% Compliance to legislation and 1. Incidents reported to BMT reviewed
and Compliance Contractors Plan monthly
2. Recorded incidents in Contractors
WH&S Plan reviewed monthly
Environmental Management 100% Compliance to legislation and 1. Incidents reported to BMT reviewed
Contractors Plan monthly
2. Recorded incidents in Contractors
Environmental Plan reviewed monthly
Plant Management 100% Compliance to Contractors Plan / Testing, Service and Calibration Schedules
Testing / Calibration schedules reviewed annually or as specified
HR Management 100% Compliance to Specification and Personnel changes / movements to be
Contractors Plan reviewed by an event or exception
Service Quality and Programmed Work 95% of programmed work completed Hansen Asset Management System
Planning within the month
Rework / Faulty Work <5% of services to be reworked per month 1. Complaint register
and a downward trend in reworked jobs 2. Hansen Asset Management System
Services Availability <5% of services left unserviceable per 1. Complaint register
month and a downward trend in reworked 2. Hansen Asset Management System
jobs
Fault Management 95% of faults detected and received by Hansen Asset Management System
Contractor
Responsiveness 90% of recorded faults rectified on time Hansen Asset Management System

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Service Proposed KPI Minimum Performance Standard Source Data
Component and
Objective
Management and Monthly Reports and Invoicing 100% Compliance Reviewed at quarterly coordination
Innovation meeting
Customer Satisfaction <5 complaints per month and a 1. Reviewed at quarterly coordination
downward trend in complaints meeting
2. Complaints Register
Communication at all levels <5 complaints per month and a 1. Reviewed at quarterly coordination
downward trend in complaints meeting
2. Complaints Register
Commitment and <5 complaints per month and a 1. Reviewed at quarterly coordination
Responsiveness to Contract downward trend in complaints meeting
2. Complaints Register

Table 5

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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 Contractors 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 Councils properties
included in the contract.

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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 Site List


Schedule 2 Existing Asset Register
Schedule 3 Scheduled Maintenance Activity and Frequency by Equipment
Type

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Schedule 1 Site List

Council Operated Properties

Property Property Name Street Address Suburb


ID
OPS390 Maintenance workshop 523 Williamstown Port Melbourne
Road
OP500 St. Kilda Town Hall Carlisle St St. Kilda

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 69 White Street South Melbourne


Complex
OPS313 South Melbourne Transfer 56-798 White Street South Melbourne
Station
OPS502 South Melbourne Town Hall 208 Bank Street South Melbourne

OPS248 Bank Street Offices & Maternal 222 Bank Street South Melbourne
and Child Health Centre

Libraries
Property Property Name Street Address Suburb
ID
LIB302 Albert Park Library 319 Montague South Melbourne
Street
LIB238 Emerald Hill Library 195 Bank Street South Melbourne

LIB148 St Kilda Library 150 Carlisle Street St. Kilda

Parks and Gardens


Property Property Name Street Address Suburb
ID
P&G099 St Kilda Botanical Gardens 55A Blessington St Kilda
Street
P&G180 St Kilda Pier Entry Shelter 8 Jacka Boulevard St Kilda

Markets
Property Property Name Street Address Suburb
ID
MKT505 South Melbourne Market 116 Cecil Street South Melbourne

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Sport and Recreation
Property Property Name Street Address Suburb
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 Skinners Adventure 211 Dorcas Street South Melbourne


Playground
S&R507 J L Murphy Reserve at 351 Williamstown Port Melbourne
Aaneson Oval Pavilion Road
S&R523 Lagoon Reserve Pavilion 180 Esplanade Port Melbourne
West
S&R524 Peanut Farm Reserve Pavilion 12A Blessington St Kilda
Street
S&R363 Port Melbourne Football & 525 Williamstown Port Melbourne
Cricket Club Road

Arts and Culture


Property Property Name Street Address Suburb
ID
ART220 St Kilda Vegout & Artists 11 Shakespeare St Kilda
Studio Grove
ART296 Gasworks Park Arts Complex 1-35 Graham Street Albert Park

Childcare
Property Property Name Street Address Suburb
ID
CHS008 North St Kilda Child Care Centre 71-79 Argyle Street St Kilda

CHS105 Elwood Maternal & Child Health 51 Broadway Street Elwood


Centre
CHS160 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 71-79 Argyle St Kilda


Health Centre
CHS257 Carter Street Childcare Centre 5-11 Carter Street Albert Park

CHS280 Albert-Park Preschool Dental 18 Dundas Place Albert Park


Clinic & Maternal and Child Health
Centre
CHS283 Lilian Cannam Kindergarten 97 Eastern Road South Melbourne

CHS330 Clark Street Childcare Centre 106 Clark Street Port Melbourne

CHS331 ADA Mary ABeckett Childcare 7 Cumberland Road Port Melbourne


Centre
CHS510 St Kilda Childcare Centre 171 Chapel Street St Kilda

CHS511 Clarendon Street Childcare Centre 400 Clarendon Street South Melbourne

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Community Centres
Property Property Name Street Address Suburb
ID
CCE005 Alma Road Community House 200 Alma Road St Kilda
CCE006 Betty Day Community Centre 67-69 Argyle Street St Kilda
CCE092 Cora Graves Community Centre 38-40 Blessington St Kilda
St
CCE159 St Kilda Youth Services 5-7 Duke Street St Kilda
CCE279 Mary Kehoe Community Centre 224 Danks Street Albert Park
CCE299 South Melbourne Senior Citizens 1-5 Howe Crescent South Melbourne
Club
CCE301 Sol Green Community Centre 180 Montague South Melbourne
Road
CCE305 Conservation Volunteers 62-74 Pickles South Melbourne
Australia Street
CCE307 Middle Park Community Complex 254 Richardson Albert Park
Street
CCE329 Fishermans Bend Community 10 Centre Avenue Port Melbourne
Centre
CCE333 Port Melbourne Community 219 Esplanade Port Melbourne
Centre East
CCE519 Elwood Beach Community 63A Ormond Elwood
Centre Esplanade
CCE521 Elwood/St Kilda Neighbourhood 85-87 Tennyson Elwood
Learning Centre and Public Street
Toilets
CCE392 SES Office Amenities and 523 Williamstown Port Melbourne
Garage Road
CCE347 Liardet Community Centre 154 Liardet Street Port Melbourne
CCE359 Sandridge Community Centre 1 Tucker Avenue Port Melbourne

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Schedule 2 Existing Asset Registers

BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT


L2 Mezz. Plantroom AHU-1 Colair Multi Deck
Roof Plant Room Rear 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
St. Kilda Town Hall Condensers
Exp. Tank valves and
Roof Plant Room Rear piping system
Exp. Tank valves and
piping system
HHWP-1, 2,
CHWP-1, 2, CHWSP-1,
2,
Plant Room HHWC - 13 to 17
Muster Room ACU-1 Wall Split
Rebuild Room ACU-5 Wall Split
New Extension Offices -
Ground- Ext, L1, L2-Ext Chilled Beams
Old Building Offices 1990-
Ground, 1990-L1 Chilled Beams
CRAC-1 unit (Liebert)
CRAC-2 unit D/Split
Communications Room (Daikin)
New Extension Offices F-1 Spill Air
1990 Office F-2 Spill Air
New Extension Print Room F-3 General Exhaust
Internal Street Entry F-4 Spill Air
New Extension Tea Point
Ground floor F-5 General Exhaust
New Extension Tea Point Level
1 F-6 General Exhaust
New Extension Tea Point Level
2 F-7 General Exhaust
New Extension Toilets Ground
floor F-8 Toilet Exhaust
New Extension Toilets Level 1 F-9 Toilet Exhaust
New Extension Toilets Level 2 F-10 Toilet Exhaust
1990s Tea Point LG F-11 General Exhaust
1990s Tea Point Level 1 F-12 General Exhaust
1990s Ground Comms
Cupboard F-13 General Exhaust
1990s Level 1 Comms
Cupboard F-14 General Exhaust
New Extension Comms
Cupboard.Level 2 F-15 General Exhaust
1990s Off. Lounge Tea Point LG F-16 General Exhaust

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BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Basement Storage North F-17 General Exhaust
Basement Storage South F-18 General Exhaust
Carpark Exhaust Rear F-19 General Exhaust
Carpark Exhaust Front F-20 General Exhaust
Staff Lounge & Meeting F-21 Spill Air
Info Waiting & Gallery F-22 Spill Air
AHU - 1, AHU-4, AHU-5,
St. Kilda Town Hall Roof Plant Platform Front 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
Art Store (Liebert)
Car Park Outside Air Fan
Roof Plant Platform Front General Exhaust Fan
General Exhaust Fan
General Exhaust Fan
Kitchen Exhaust Fan
Exhaust Air Fan
Exhaust Air Fan
Exhaust Air Fan
Exhaust Air Fan
Port Melbourne Town Roof Mounted
Hall Hitachi AC - Split
Workshop Panasonic AC - Split
APAC PAC
APAC PAC
Temperzone PAC
Town Hall Temperzone PAC
Dunnair PAC
Dunnair PAC
Dunnair PAC
Air Temp PAC

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BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Liardet Street Office 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
Sth Melb. Depot Hitachi AC - Split
Panasonic AC - Split
Sth Melb. Depot 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
Sth Melbourne Transfer Panasonic AC Split
Station
Panasonic AC Split
Sth Melbourne Depot Electrolux AC-Ceiling
Cassette
Teco AC-Split
Teco AC-Room
Conditioner
Teco AC-Split
AC Model Unknown
Supply/Exhaust Fans 2-
off
Supply/Exhaust Fans 2-
off
Supply/Exhaust Fans 2-
off
Supply/Exhaust Fans 2-
off

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BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Bank St Offices Roof Mounted 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 3-
off
Supply/Exhaust Fans 3-
off
South Melbourne Town East Side Roof Plant Chiller Multi-Stack
Hall Teco CHWP x 2
Teco HHWP x 2
South Melbourne Town East Side Roof Plant Raypak Boiler
Hall Muller FCU
Muller FCU
Muller FCU
Muller FCU
Muller FCU
Hitachi Split
Emailair PAC
Emailair PAC
AC Ducted Split (old)
West Side Roof Plant 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

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BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Ventilation Exhaust Hood
Filter Kitchen
South Melbourne Town Fantech Supply/Exhaust
Hall Fans 2-off
Libraries 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
Child Care 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 -

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1730 Mechanical Services Maintenance
BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Kindergarten stand alone
Child Care St Kilda - York Street MCHC and Evaporative cooling -
Kindergarten stand alone
South Melbourne - Lilian Evaporative cooling -
Cannam Kindergarten stand alone
Evaporative cooling -
stand alone
Port Melbourne - Ada Mary Evaporative cooling -
A'Beckett Child Care Centre stand alone
Evaporative cooling -
stand alone
St. Kilda Child Care Centre and Evaporative cooling -
MCHC stand alone
Evaporative cooling -
stand alone
Community St Kilda - Alma Road Split Air Conditioning
Community House System (1) - Panasonic
Split Air Conditioning
System (1) - Daikin
Split Air Conditioning
System (1) - Emailair
St Kilda - Betty Day Community
Centre Condenser (1) - Alcair
Condenser (1) - Alcair
Split Air Conditioning
System (1) -
St Kilda - Cora Graves Room Air Conditioners
Community Centre (1) - Pye
Room Air Conditioners
(1) - Kelvinator
Split Air Conditioning
System (6) - Panasonic
St Kilda - St Kilda Youth Room Air Conditioners
Services (1) - Emailair
Albert Park - Mary Kehoe Split Air Conditioning
Community Centre 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
South Melbourne - South System (1) - Nano
Melbourne Senior Citizens Club Titanium
Community South Melbourne - Sol Green Split Air Conditioning
Community Centre System (5) - Carrier

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BUILDING ASSET EQUIPMENT LOCATION EQUIPMENT
Room Air Conditioners
(1) - Panasonic
South Melbourne - Conservation Room Air Conditioners
Volunteers Australia (3) - NEC
Albert Park - Middle Park Split Air Conditioning
Community Complex System (2) - Panasonic
Split Air Conditioning
System (1) -
Port Melbourne - Liardet
Community Centre Corner Nott Split Air Conditioning
and Liardet St System (6) - Mitsubishi
AHU (1) - Not known - no
access
AHU (1) - Not known - no
access
AHU (1) - Not known - no
access
Port Melbourne - Sandridge Split Air Conditioning
Community Centre System (2) - Panasonic
Elwood - Elwood Beach Split Air Conditioning
Community Centre System (1) - Emailair
Elwood - Elwood / St Kilda
Neighbourhood Learning Centre Split Air Conditioning
And Public Toilets System (1) - Emailair
Room Air Conditioners
(1) -
Port Melbourne - Building 30: Room Air Conditioners
SES Office and Amenities Block (3) - Toshiba
Arts and Culture St Kilda Vegout & Artists Studio 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
Albert Park Gasworks Park Main
Unitary Heaters
Theatre
Unitary Heaters
Unitary Heaters
Unitary Heaters
Unitary Heaters

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BUILDING ASSET BUILDING ASSET EQUIPMENT
Markets Split Air Conditioning
South Melbourne Market
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) -
Parks and Gardens St Kilda Botanical Gardens
Contractor Change Rooms Room Air Conditioners
Stand Alone Evaporative
St Kilda Pier Entry Shelter Coolers
Stand Alone Evaporative
Coolers
Stand Alone Evaporative
Coolers
Sports and Recreation St Kilda Adventure Playground Room Air Conditioners
Office (1) - Panasonic
Room Air Conditioners
Albert Park Bowls Club (3) -
Port Melbourne Football/Cricket
Club Administration Office Next Room Air Conditioners
To Main Gate (1) - Kelvinator
J l Murphy Reserve- at Kitchen Exhaust Fans (1)
Aanenson Oval Pavilion -
Port Melbourne Football/Cricket Supply/Exhaust Fan (1) -
Club Norm Goss Grandstand Kitchen exhaust hood

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1730 Mechanical Services Maintenance
BUILDING ASSET BUILDING ASSET EQUIPMENT
Supply/Exhaust Fan (1) -
Kitchen exhaust hood
Port Melbourne Football/Cricket Supply/Exhaust Fan (1) -
Club Kiosk Kitchen exhaust hood
Supply/Exhaust Fan (1) -
Kitchen exhaust hood

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Schedule 3 Scheduled Maintenance Activity and Frequency by Equipment
Type

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 CHECK OR PROCEDURE
X Carry out random air flow checks on all systems.
X Check total air flow to each system.
X Confirm there are no changes to room usage.
X Check 33% air diffusers and record flow rates.
X Check minimum outside air quantities and record.

Boilers.

M 3M 6M A CHECK OR PROCEDURE
X Change over duty boiler if applicable
X Operate easing gear of safety relief valve
X Check boiler operating temperature
X Check all controls and prove operation of boiler
X Visually inspect boiler for leaks or physical damage
X Check and repair boiler insulation
X Dismantle clean and check safety relief valve
X Check operation of safety thermostat and alarm
X Test low alarm & safety lockout if applicable
X Open drain valve & flush out boiler to remove sludge
X Top up water level of boiler if necessary

Air Change - Enthalpy Heat Recovery Unit.

M 3M 6M A CHECK OR PROCEDURE
X As per manufacturers instructions.
X As per manufacturers instructions.
X As per manufacturers instructions.
X As per manufacturers instructions.

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1730 Mechanical Services Maintenance
Chilled Beams.

M 3M 6M A CHECK OR PROCEDURE
Passive Beams for 33% of beams per visit
X Vacuum clean coil.
X Check coil and casing for corrosion.
X Check coil, flexible hoses and piping for leaks.
X Check vent valves system for entrapped air.
X Inspect emergency drain trays where fitted.
X Clean and replace filter media where fitted.
X Check temperatures across the coil, adjust as
necessary. Record result.
X Inspect coils for fin damage and comb if applicable.
Active Beams for 33% of beams per visit
X Vacuum clean coil.
X Vacuum clean primary air duct.
X Inspect or clean primary air nozzles or slots.
X Check coil or casing for corrosion.
X Check coil and flexible hoses for leaks.
X Check vent valve and system for entrapped air.
X Inspect emergency drain trays where fitted.
X Clean and or replace filter media where fitted.
X Check air side pressure and adjust to specification as
necessary. Record result.
X Check temperatures across coil, adjust as necessary.
Record result.
X Inspect coils for fin damage comb if applicable.

Chilled Water Coils Hot Water Coils.

M 3M 6M A CHECK OR PROCEDURE
X 2X Check for leaks on coils and connections
X 3X Check air vent on coils and vent air if applicable
X X Inspect coil for dirt build up and clean if necessary
X Inspect coils for fin damage combs fins as required
X Examine coils to ensure internal circuits not blocked
X Check air on air off temperature adjust if applicable
X Inspect cold water make-up and expansion tank system
and piping
Condenser coils
X In units with sprayed coils, clean algae and slime
X Inspect drain trays clean and test drains system

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Fans (General).

M 3M 6M A CHECK OR PROCEDURE
X Inspect condition and check general operation
X Check motor bearings, grease if required.
X Check for any undue noise or vibration.
X Check associated controls and electrics
X Check belt drives (if fitted) for correct tension alignment
and condition.
X Check mounts and hold down bolts for security.
X Lubricate bearings to manufacturers data.
X Check impellers and drives are tight on shaft.
X Check drive alignment.
X Remove corrosion, repair paintwork & lightly grease.
X Clean fan blades, scroll and casing if applicable.
X Check access panel for leakage and seal.
X Replace flexible components.

Chillers.

M 3M 6M A CHECK OR PROCEDURE
X Check operation of chilled & condenser water flow
switch
X Check TX valve and superheat
X Check pressure drops, both chilled & condenser water
against nameplate.
X Check refrigerant gas charges and operating
temperatures
X Check compressor sump heater
X Check flow and return water temperatures
X Check all safety controls and associated electrical
equipment
X Clean strainer and re-establish vapour seal around
equipment
3yr Clean chiller tubes and slug dose after refilling
Remove insulation and water boxes and clean. Fit new
3yr
gaskets.

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1730 Mechanical Services Maintenance
Condensing Units.

M 3M 6M A CHECK OR PROCEDURE
X Check and service compressors, fans, motors, drives &
controls as per appropriate instruction sheet
X Adjust belts and check condition
X Remove dirt and debris from fan inlet screen
X Inspect coils for build up of dirt & clean out as
necessary
X Check operation and setting of any control dampers,
lubricate
X Inspect protective finish, repair as necessary
X Check condition of all pipe-work & tubing
X Check pipe supports, receiver & suction line
accumulator for corrosion
X Check operation of oil pressure switch
X Check oil level in sump and direction of rotation of
compressor
X Leak test the installation and check visually for signs of
leakage
X Check operating pressures & liquid line sight glass
X Check set points of high and low cut outs, also
condenser fan cycling controls & lubrication protection
switches

Dampers

M 3M 6M A CHECK OR PROCEDURE
Manual Dampers
X Inspect and clean dampers
X Check damper position & record air flows 33% of
dampers per year.
Automatic Dampers
X Check and service all controls, motors, etc
X Check for freedom of operation.
X Check all linkages & lubricate as required.
X Check all air tight seals.
X Check damper settings where there is a BCA
requirement.
X Check for undue noise & vibration.
Fire Dampers
X Inspect fire damper packings on 20% of dampers per
year.
X Inspect fire dampers for obstructions on 20% of
dampers annually.
X Confirm damper position is correct & there is no
corrosion.
X Check wall and damper mounting for integrity.
X Check damper operation and return to correct position.

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1730 Mechanical Services Maintenance
Duct Heaters.

M 3M 6M A CHECK OR PROCEDURE
X Check all electrical connections for tightness.
Check to ensure no heaters have cut out on high limit.
X Check outside casing for discoloration or any sign of
overheating.
Test high limit thermostat and pressure switch to ensure
X
heaters turn off. Check settings.
X Check for loose internal thermal insulation.
Inspect electrical heating elements for combustible
X
rubbish, dust, and electrical operation.
X Switch off fan, ensure elements switch off.
X Test individual elements and check current draw.
X Check operation of air flow sensing device. Check by
simulating loss of air flow.

Ductwork.

M 3M 6M A CHECK OR PROCEDURE
General Observations
Observe Check for air leaks, undue noises or rattles.
Observe Inspect flexible connections for damage (physical or
UV).
Observe Check for drumming on start-up.
X Inspect adjacent to wet equipment for leaks or
corrosion.
X Inspect and clean registers and grills
X Check general duct hangers for support and security.
X Inspect and test flashings at external penetrations.
Kitchen Exhaust Ducts
X Check grease arresting filters for excessive
accumulation.
X Check hood and its exhaust plenum for excessive
grease accumulation
X Check grease gutters for excessive grease
accumulation.
X Check the grease arresting filters are secured in
correct position and undamaged.
X Clean hood and its exhaust plenum.
X Check grease arresting filters for damage or excessive
leaks report if replacement required.
X Check duct for accumulated grease or dirt and report if
cleaning is required.

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1730 Mechanical Services Maintenance
Electrical Switchboards and Controls.

M 3M 6M A CHECK OR PROCEDURE
X Check for any loose connections.
X Check wiring and connectors for any signs of
overheating.
X Check controls and settings.
X Check contactor and relay contacts for excessive wear
or pitting.
X Check pilot lamps for operation replace if necessary.
X Check time clocks for correct operation and time setting.
X Reset time clocks to and from daylight saving.
X Check all motor overload settings.
X Examine the general condition of conduits, connectors,
switches & wiring.
X Carry out thermographic scanning of switchboards.
X Check for faulty meters.
X Check fuses for correct ratings.
X Replace any labels that have fallen off. Report removed
labels.
X Vacuum clean interior of switchboard.
X Check that conduits are securely fixed.
X Examine and rectify panel seals.
X Check wiring diagrams and switchboard cards that may
be incorrect.
X Lubricate all pivot points.

Evaporative Air Coolers.

M 3M 6M A CHECK OR PROCEDURE
X Check and adjust bleed rate
X Check operation of float valve and dump valve.
X Check that the pads are uniformly wet and adjust if
necessary.
X Inspect pads for cleanliness remove and hose down as
necessary. Record and report if pads need replacing.
X Remove inspection panel and check fan belts for
tension and soundness.
X Switch on and check pump operation.
Maintain heater and controls as per manufacturers
instructions, as required.

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1730 Mechanical Services Maintenance
Fan Coil Units and Air Handling Units.

M 3M 6M A CHECK OR PROCEDURE
X For units with sprayed coils clean off algae and slime
X Inspect condition and check for correct operation.
X Ensure insulation is secure.
X Replace any defective lights.
X Remove filters and replace and wash as appropriate.
X Check V belt and pulleys for correct tension, alignment
and condition.
. X Check and clean coils as required.
X Check control valves.
X Check motor and fan shaft bearings. Grease if
necessary.
X Check coils for water leaks.
Check flexible connection condition.
X Check condensate drains and trays for blockages fill
trap with water.
X Ensure all panels are secure.
X Inspect filters for dust and condition.
X Check fans for alignment and corrosion.
X Measure fan output.
X Inspect air intakes and outlets and clean as required.
Check electric duct heaters and outside surface of
X heating casing for any discoloration or indication of
overheating.
X Lubricate damper linkages.
X Check motors for noise vibration and heat.

Filters.

M 3M 6M A CHECK OR PROCEDURE
Dry Media and Panel Filters
X Clean filters when resistance exceeds 125Pa
Replace disposable panel filters when resistance
X
exceeds 125Pa
X Advance roll filters when resistance exceeds 125Pa
X Replace disposable deep bed filters when resistance
exceeds 125Pa of the initial resistance
X Replace high efficiency and absolute filters when
resistance exceeds 250Pa of the initial resistance
X Check roll filters for adequate media. Order new media
or filters for next service.
X Systems 500Lt/s or less clean and replace as
necessary
X Check for air leakage around media
X Clean filter chamber
X Lubricate filter drives as required
X Check zero setting on manometer
X Inspect HEPA filters & test after annual maintenance

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1730 Mechanical Services Maintenance
Condensing Units.

M 3M 6M A CHECK OR PROCEDURE
X Visually inspect for obvious damage
X Duct Insulation
X Check for condensation on duct, ensure continuity of
insulation over ducts
X Where internally insulated check for saturation of
insulation
X Ensure al cover strips, bands & duct tape are not
peeling off
Pipe & Pressure Vessels
X Inspect and make good metal sheathing on pipe and
vessels
X Inspect insulation for condensation. Replace wet
insulation & repair damage to vapour seal
X Check isolation at pipe hangers, repair if necessary

Pipe Work.

M 3M 6M A CHECK OR PROCEDURE
Pipe Work (Water, Gas, Oil and Compressed Air)
X X Inspect for general damage, loose supports & leaks.
X Check operation of valves, repair or replace as
necessary
X Inspect and clean all drains and scale pockets.
X Check and clean all strainers
X Check insulation for faults, secure if applicable
X Check electric heat tracing repair adjust or report as
necessary
Refrigeration Pipe Work
X Check for frosting, adjust gas charge or TX control valve
X Check temperature and pressure across refrigerated
drier
X Check operation of TX and solenoid valves
X Check all pipes and valves for leaks using suitable
detection method
X Check that pipes and gages are secure.
X Check all valves and ensure that valve cap seals are
fitted.
X Test and reset TX valve superheat settings
X Check operation of solenoid valves

Plant Rooms.

M 3M 6M A CHECK OR PROCEDURE
X Remove all waste materials
X Machinery to be wiped down and left in clean condition
X Maintain clean floors
X Replace lamps as necessary and maintain fittings in
clean condition
X Ensure all drains are clear
X Check fresh air intakes are clear of stored materials and
chemicals

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1730 Mechanical Services Maintenance
Split Room Air Conditioners.

CHECK OR PROCEDURE
M 3M 6M A

X Check casing, wiring and insulation for corrosion,


cleanliness, dryness and that all components are
secure. Record/report any make good required.
X Check drains and drip tray are clear.
X Check unit operation thru heating and cooling
sequence.
X Check for unusual noise or vibration in the indoor unit.
X Check for unusual noise or vibration in the out door unit.
X Check compressor for oil leaks.
X Check that the condenser fan operates correctly.
X Clean the air filter.
X Check the indoor coils for cleanliness.
X Check the outdoor coil for cleanliness.
X Check the operation of the reversing valve.
X Check that all controls operate correctly.
X Check and record outdoor air temperature and air on/off
temperature for both heating and cooling.

Variable Air Volume Units.

M 3M 6M A CHECK OR PROCEDURE
X Inspect and record report if cleaning is necessary.
Mandatory AS/NZS 3666.2.
X Check operation of actuator and check if stroked
correctly.
X Inspect all electrical components including the isolator,
circuit breaker, fan relays, heater relays and contactors.
X Inspect fans, fan motors and fan bearings.
X Inspect heating elements if applicable.
X Inspect HW coils if applicable. Check for water leaks.
X Inspect CW coils if applicable. Check for water leaks.
X Inspect primary air dampers. Check for free operation.
X Check velocity sensor for blockage(zero pa when fully
closed)

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1730 Mechanical Services Maintenance
Vibration Isolation

M 3M 6M A CHECK OR PROCEDURE
X Inspect vibration isolators
X Check for damaged isolators and incorrect settings on
jacking bolts
X Check that machine isolators are not short circuited by
electrical conduits, guards, debris , etc
X Ensure mounts are clear of oil and water
X Check that flexible connections are installed correctly
X Ensure all drains are clear
X Check that pipe flexible connections are not short
circuited by other pipes, electrical trays, guards, debris ,
etc
X Check pipe flexible connections for damage
X Dismantle 20% of pipe insulators made of rubber
components, inspect to ensure clear full diameter bore
passage
X Check the pressure in air springs

Water Treatment

M 3M 6M A CHECK OR PROCEDURE
Test water for correct level of corrosion inhibitor, pH &
X
tds
X Measure & record dosage and bleed off rates
X Top up dosage tank
X Slug dose biocide
X Make adjustments to dosage & bleed rates as
determined
X Clean-up and remove all empty chemical containers

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1730 Mechanical Services Maintenance