TREASURY CIRCULAR LETTER NO. 16 YEAR 1966 Kepada:
Semua Setia Usaha2 Tetap/Setia Usaha2 Kementerian2 Semua Ketua2 Pejabat Persekutuan
Supply of New Window Type Air-Conditioning Units 1967
A Contract has been entered into with Messrs. General Electric Co.(M) Ltd., P.O. Box 256, Jalan Campbell, Kuala Lumpur. FOR THE SUPPLY OF ALL WINDOW TYPE AIR CONDITIONING UNITS FOR 1967 TO FEDERAL GOVERNMENT DEPARTMENTS IN WEST MALAYSIA AND THE INSTALLATION, SERVICING AND MAINTENANCE OF THESE UNITS.
2. No supply of window type air conditioning units and no installation, servicing and maintenance contracts in respect of these units should be entered into with any other firm for the supply, installation, servicing and maintenance of the units for the year 1967.
3. A specification of the work involved in the supply, installation, servicing and maintenance has been drawn up by the Public Works Department and agreed by the Contractor. A summary of this specification is reproduced below for the information of Departments:
(i) In accordance with Clauses 3 and 4 of the Conditions of Contract the Contractor shall inspect all room air-conditioning units supplied and installed by him under this contract at least once a month and at the same time of such inspection shall perform the normal service listed below:
(1) Inspect air filters, and clean as required. (2) Inspect condenser, and clean as required. (3) Inspect cooling coil, and clean as required.
(4) Inspect fan and impeller housing, and clean as required. (5) Inspect all motor housings, and clean as required. (6) Inspect condensate drip tray, and clean as required. (7) Inspect condensate drain, and clean as required.
(8) Lubricate all bearings, pivots, and other moving parts as required. (9) Check fresh air and exhaust vents.
(10) Check and adjust dampers and air distribution. (11) Check operation of thermostat.
(12) Check operation of refrigerant control. (13) Check operation of manual controls.
(14) Check operation of protective devices for motors. (15) Check seals and piping for leaks.
(16) Check unit mounts, springs and bolts for looseness and tighten if necessary. (17) Check unit wiring and plug for wear and damage.
(18) Check performance of electric motors.
(19) Check performance of unit, and record room temperature. (20) Check refrigerant into unit as required.
(21) Check cabinet, doors, gaskets, etc. for damage.
(22) Report any defects observed in the unit to the Assistant Director (Mechanical), P.W.D. Headquarters, Kuala Lumpur.
(ii) The Contractor shall supply the following consumable materials as and when required:
(1) Oils and greases for lubrication of compressors, fans, motor bearings, pivots and other moving parts.
(2) Cotton Waste. (3) New filter elements. and (4) Refrigerants.
The costs of these consumable materials shall not be charged for separately by the Contractor, but shall be included in the fixed monthly rate quoted by the Contractor for the service and maintenance of room air-conditioning units supplied and installed by him under this Contract. (iii) The Contractor shall repair defects in all room air-conditioning units supplied and installed by him under this Contract.
(iv) In addition to Clause 4 of the Conditions of Contract, the Contractor will be required to: (a) Maintain an efficient Cardex System which will give the type, size, location, and date of installation.
(b) Provide a maintenance card, which shall be attached to each unit for checking purposes. The name of the Contractor's nearest service station and telephone number shall also be given on the card to facilitate emergency calls.
(c) Keep an accurate record in duplicate of all maintenance carried out on each unit. Such a record is to be in the form of a Maintenance sheet which must be countersigned by a responsible Federal Government Officer where the unit is located, each time the unit is attended. These records are to be made available for inspection by the Assistant Director (Mechanical), P.W.D. Headquarters, Kuala Lumpur at one week's written notice.
(v) Payment shall be made in accordance with Clause II of the Conditions of Contract, but bills presented for payment must be accompanied by a full statement and substantiated by the individual service/repair records required under 10(c) of this Specification.
4. The cost of supply, installation, maintenance, repairs and service of all units carried out in accordance with this Contract will be met from Head 72 Subhead 15 of the Federal Estimates 1967. It is emphasised that the expenditure to be met from this vote covers only window type units and no other type of air conditioning plant.
5. The procedure for the purchase of new window type air conditioning units is as laid down in Treasury Circular Letter No. 4 of 1962.
6. The Contractor's regional depots for installation, service and maintenance in West Malaysia are as
sub-agents in all main towns.
2. JOHORE G.E.C. (Malaya) Ltd., Malacca and sub-agents in all main towns.
3. NEGRI SEMBILAN G.E.C. (Malaya) Ltd., Kuala Lumpur and sub-agents in all main towns.
4. MALACCA G.E.C. (Malaya) Ltd., Malacca and sub-agents in all main towns.
5. PERAK The Kinta Electrical Distribution Co. Ltd., Ipoh, whose organisation covers
the whole of the State.
6. PENANG G.E.C. (Malaya) Ltd., Penang. 7. PROVINCE G.E.C. (Malaya) Ltd., Penang and WELLESLEY sub-agents in all main towns. 8. KEDAH G.E.C. (Malaya) Ltd., Penang and sub-agents in all main towns.
9. PERLIS G.E.C. (Malaya) Ltd., Penang and sub-agents in all main towns.
10. KELANTAN Messrs. Nura Company, No. 2852 Jalan Ismail, Kota Bharu (Authorised Agent)
11. TRENGGANU Messrs. Chop Swee Joo, 15-17 Jalan Banggol, Kuala Trengganu
(Authorised Agent)
12. PAHANG (1) Capitol Electric Co. Ltd., 42 Bukit Ubi Road, Kuantan.
(2) Woo Sum Electric Contractor, No.5 Loke Yew Street, Bentong. (3) Woo Sum Electric Co., No.8 Leonard Street, Mentakab.
