Air Conditioning & Refrigeration Service & Maintenance

The Group invites all suitably equipped companies to tender for a planned preventative maintenance service contract for all air conditioning and refrigeration units as listed in Appendix 5 site asset list of this document. Management of Contract The Planned Preventative & Compliance Manager will be the main contact with regards to any coordination of the contract and program.

Data Capture

The successful contractor will be required to update the existing asset referencing system (i.e. re-labelling units with asset numbers). The required referencing system will be agreed with the successful contractor upon appointment. The successful contractor will also be supplied with a spreadsheet and required to update the asset list for The Group as a part of the asset referencing process.

Access to premises Please refer to contractor’s handbook. Confirmation of specific site access will be discussed during pre-commencement meeting upon successful appointment.

Please note the Grimsby Institute has a property rationalisation strategy where by the number of its premises is likely to change/reduce over time which may reduce the number of items of plant covered within this contract. The reduction of any units over the time period of this contract will not entitle the successful contractor to any compensation payments.  

Conduct of Work Please refer to contractor’s handbook. Disposal of Waste Materials

It will be the responsibility of the contractor to remove all waste materials and dispose of within current waste regulations.

Servicing, frequency & Minimum Standards of General Plant

All units will require a 6 monthly service which will consist of the following as a minimum; • Inspect outdoor unit for proper refrigerant level and take appropriate action to adjust if necessary. • Inspect compressor for proper oil levels and adjust if necessary. • Clean dirt, leaves and debris from inside and around outdoor units. • Inspect coil and cabinet – clean as needed. • Inspect heat exchanger or heating elements. • Clean and replace all filters. • Clean and disinfect evaporator coils. • Inspect drain pans for restricted drain openings – remove obstructions as necessary. • Inspect fan motor and fan blades for wear and damage – on older models lubricate as needed. • Inspect control box, associated controls/accessories, wiring and connections. Controls may include contactors, relays, circuit boards, capacitors, sump heat and other accessories.

Additional information: Data Capture

The successful contractor will be required to update the existing asset referencing system (i.e. re-labelling units with asset numbers). The required referencing system will be agreed with the successful contractor upon appointment. The successful contractor will also be supplied with a spreadsheet and required to update the asset list for The Group as a part of the asset referencing process.

Please note the Grimsby Institute has a property rationalisation strategy where by the number of its premises is likely to change/reduce over time which may reduce the number of items of plant covered within this contract. The reduction of any units over the time period of this contract will not entitle the successful contractor to any compensation payments.  

Conduct of Work Please refer to contractor’s handbook. Disposal of Waste Materials

It will be the responsibility of the contractor to remove all waste materials and dispose of within current waste regulations.

Servicing, frequency & Minimum Standards of General Plant

All units will require a 6 monthly service which will consist of the following as a minimum; • Inspect outdoor unit for proper refrigerant level and take appropriate action to adjust if necessary. • Inspect compressor for proper oil levels and adjust if necessary. • Clean dirt, leaves and debris from inside and around outdoor units. • Inspect coil and cabinet – clean as needed. • Inspect heat exchanger or heating elements. • Clean and replace all filters. • Clean and disinfect evaporator coils. • Inspect drain pans for restricted drain openings – remove obstructions as necessary. • Inspect fan motor and fan blades for wear and damage – on older models lubricate as needed. • Inspect control box, associated controls/accessories, wiring and connections. Controls may include contactors, relays, circuit boards, capacitors, sump heat and other accessories. All control box and electrical parts should be checked for wear and damage. • Insert fan coil air fresheners where necessary. • Insert drain pan disinfectant tablets to all air conditioning drain pans. • Leak test system • All relevant equipment must be PAT tested with the accompanying certification • All test equipment must be properly calibrated with accompanying certification • All staff to have had Asbestos awareness training you will need to provide a letter confirming names. • All works where required will be fully certified and appropriate drawings and manuals supplied as necessary • All materials used will be new and free of any corrosion or other form of deterioration (see previous with regards requesting invoice proof of purchase) • All materials used shall confirm to the appropriate British Standards/EN /Building Regulations part L as appropriate. Samples may be requested in advance of fitting at a cost to the Contractor