Air Conditioning Equipment

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1. PURPOSE OF THIS DOCUMENT

This document has been written to assist DCC Premises Managers in obtaining quotations for the ongoing servicing and maintenance of commercial air conditioning equipment where fitted to their premises. Specialist contractors will usually offer a “service agreement” for each site setting out the cost of the annual service, replacement parts and filters etc being charged in addition. This

document has been designed to set out the standards of service that is required and to enable a detailed and comprehensive quotation to be provided to the Premises Manager.

A list of specialist contractors is provided but is not endorsed by NPS South West Limited. There are many other companies who undertake such work and it is the Premises Managers

responsibility to assess the suitability and competence of such contractors.

2. GENERALLY:

Servicing is required to be undertaken in accordance with BS EN 378-4:2008, as applicable. Servicing is to be generally undertaken at 6 monthly intervals, unless agreed otherwise. All servicing and repairs will conform strictly to the specific manufacturer’s instructions and procedures contained in the relevant Service Manuals for each air conditioning system. Any contractor undertaking the servicing work is to be suitably qualified and is to be a current member of the Heating and Ventilation Contractors’ Association (HVAC)

The contractor is expected to visit site to satisfy himself of the details of the installations and that he is aware of all the associated components.

Ensure power supplies are isolated and secured before any work commences.

EXTENT OF WORK TO BE INCLUDED

1) Check operation of the system in both heating and cooling modes 2) Check operation of all functions on the remote controller

3) Interrogate remote controller for any fault codes take action accordingly and clear fault codes upon completion

4) Examine and clean external surfaces of all motors, compressors, fans, finned heat exchangers, grilles and louvers.

5) Check and adjust all driving belts and couplings and, replace if necessary. 6) Oil and grease all moving parts and bearings.

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8) Spray indoor heat exchanger with Biocide cleaner 9) Clean and flush all condensate and drain lines. 10) Check operation of the condensate pump, if fitted.

11) Check refrigerant charge and leak test all flared joints on pipework.. 12) Check interconnecting pipework.

13) Check pipework insulation replace damaged sections as required. 14) Check electrical connections on indoor unit

15) Check fixings of indoor unit

16) Check airflow across the coil on indoor unit

17) Check air temperature differentials across the coil on indoor unit in both heating and cooling modes and record information

18) Check temperature differentials across the coil on the outdoor unit in both heating and cooling modes, and record information.

19) Record the ambient temperature in the vicinity of the condensing unit. 20) Check the electrical connections on the outdoor unit.

21) Check supply voltages.

22) Check earth loop impedance and record information.

23) Check condensing unit current in both heating and cooling modes and record information. 24) Check both high and low running pressures in both heating and cooling modes and record

information.

25) Check all covers are secure.

WORKMANSHIP GENERALLY:

Protect all products from all detrimental elements as appropriate. Ensure products are clean, undamaged and otherwise in good condition.

Inspect components and products carefully before incorporating, fixing or using and reject any which are defective. Keep clean and free from contamination. Prevent straining, chipping, scratching or other disfigurement, particularly products exposed to view in the finished work.

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The whole of the work shall be carried out in a competent manner, in strict accordance with the manufactures instructions and procedures and all relevant best practice guides.

Service and install replacement components within the practical limits of the original design and specification to ensure the design performance is maintained.

3. ROUTINE SERVICING 3.1 SERVICING GENERALLY:

All servicing will be carried out strictly in accordance with the specific manufacturer’s current servicing manuals and in accordance with all of the above criteria.

Servicing will be carried out during normal working hours; this will be between the hours of 8.00am and 4.30pm Monday to Friday inclusive and will be paid for at the rate submitted by the contractor in his quotation.

The rate will include the following:-

1) All necessary labour to carry out the service.

2) All associated travelling time and costs from the contractors base to the site and return. The rate will exclude the following:-

1)The cost of any materials supplied by the contractor, including refrigerant oil, driving belts and air filters will be charged additionally to any servicing costs at the supply cost, less any discounts and plus any reasonable mark up from the contractor. Before materials are purchased, agreement to order is required from the Premises Manager.

3.2 SERVICING RESPONSIBILITIES:

To make all the appropriate arrangements with the Premises Manager prior to the service visit. To carry out the service at the agreed time in a clean workmanlike manner to all the above criteria. Provide all necessary barriers, signs, notices and any other equipment required to ensure the safety of the occupier and all visitors to the property.

Clear away all materials, plant and arising from the site on completion. Leaving the site safe, clean and tidy. All arisings must be removed from site and disposed of by the contractor. Do not use the occupiers litter or refuse bins.

Test the system and associated components on completion to ensure it is left in full working order and complies with the original design criteria.

3.3 SERVICE ROUTINE:

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On arrival, report to the reception; participate in all relevant health and safety requirements for each establishment. Become acquainted with all evacuation procedures and advise of your procedure should an evacuation become necessary during the servicing period.

Discuss with the Premises Manager any problems experienced since the last service visit. Carry out the service in accordance with the above criteria.

On completion of the service visit, report to the Premises Manager. Comment on the service, and advise if further work is required, indicating a possible time scale. A full and comprehensive report shall be sent to the Premises Manager together with any recommendations

4. CALL OUTS

4.1 CALL OUTS GENERALLY:

The contractor will provide two telephone numbers which can be used during normal working hours and out of hours to instigate the call out procedure.

Attendance to call outs during normal working hours that is between the hours of 8am to 4.30pm Monday to Friday inclusive will be paid for at the rate submitted by the contractor in the schedule. Attendance to call outs outside normal working hours will be paid for at the rate submitted by the contractor in the schedule for call outs during out of hours working

The rate will include the following in both cases:-

All necessary labour for up to one hour on site. This must include all travel time to and from site. The rate will exclude the following:-

1)The cost of any materials supplied by the contractor, including refrigerant oil, driving belts and air filters will be charged additionally to any servicing costs at the supply cost, less any discounts and plus any reasonable mark up from the contractor. Before materials are purchased, agreement to order is required from the Premises Manager.

4.2 CALL OUTS RESPONSIBILITIES

To make all the appropriate arrangements with the Premises Manager prior to the call out visit. To carry out the work in a clean workman like manner.

Provide all necessary barriers, signs, notices and any other equipment required to ensure the safety of the Premises Manager and all visitors to the property.

Clear away all materials, plant and arising from the site on completion. Leaving the site safe, clean and tidy. All arisings must be removed from site and disposed of by the contractor.

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Test the system and associated components on completion to ensure it is left in full working order and complies with the original design criteria.

4.3 CALL OUT ROUTINE:

Carry out the following routine for each call out:-

Contact the Premises Manager of the property to notify your time of arrival.

On arrival, report to the reception; participate in all relevant health and safety requirements for each establishment. Become acquainted with all evacuation procedures and advise of your procedure should an evacuation become necessary during the working period.

Ascertain the problem and carry out remedial work in accordance with the above criteria.

On completion of the work, report to the Premises Manager. Comment on the remedial work, and advise if further work is required, indicating a possible time scale.

A full and comprehensive report shall be sent to the Premises Manager.

5 NEED FURTHER INFORMATION:

NPS Contact: Chris Jay Director of Maintenance and Minor Works

Chris.jay@nps.co.uk 01392 351 005

6 SUGGESTED LIST OF CONTRACTORS

Macwhirter Western Ltd, Unit 2, Chatto Road Industrial Estate, Chatto Road, Torquay, Devon, TQ1 4UE. Tel: 01803-314566. Email: cool@mac-western.co.uk

I J Cannings & Son Ltd, Stratford House, Waterbridge Court, Matford Park Road, Exeter, EX2 8EX Tel: 01392-279354. Email: david@ijcannings.co.uk

A M S, Unit 3 Henley Business Park, Manor Road, Abbotskerswell, Newton Abbot, TQ12 5NF Tel: 01626 353844. Email: admin@airms.co.uk

A & A Refrigeration Ltd, Quay Road, Teignmouth, TQ14 8EL Tel: 01626 778747, Email: enquiries@aandarefrigeration.co.uk

Other Heating and ventilation Contractors’ Association (HVAC) Members can be found at

http://www.hvca.org.uk

Please be advised that the contractors identified in the ‘Suggested List of Contractors’ have not been drawn from DCC’s Standing List of Approved Contractors and as such have only been

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subject to limited scrutiny. The ongoing checking and monitoring that takes place on Standing List Contractors such as maintaining acceptable health & safety accreditation, financial standing, adequacy of insurance or verification of workforce competency has not been undertaken on the ‘Suggested’ contractors therefore prior to using them you must ensure compliance with Devon Health & Safety Service’s Guidance, Policies and Managers Key Action Notes for Contractors - Selection and Control.

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