WBPWD/EE/DED/e-NIT- 80 of 2025-26

Annual Comprehensive & Preventive Maintenance of Air-conditioning machines with all type of spare materials like- all type of Referigarent Gas, All type of capacitor, All type of Compressor, All type of PCB Board & others materials whitch required for maintenance in place of damaged ones by the company's own tools and tackle as per given terms and conditions and as per direction of EIC.

i) 2 Ton Machines- 62 Nos. Total Capacity- 62 x 2 = 124 Ton Total capacity-62 x 2.0 TR x 12 Month =1488TR

A) SCOPE OF WORK:- 1. The motto of comprehensive Preventive and Corrective Maintenance is to minimize Breakdown/ Fault; to prevent Fire hazard from indoor & outdoor units and to minimize downtime. Any incidence of fire hazard due to lack of maintenance would be viewed seriously and the agency would be held responsible.

2. The scope of this maintenance work is from the starter panel/Main AC control panel/Timer Panelto the air-conditioning Plant.

3. This comprehensive contract cover preventive & corrective maintenance of Duct-able AC, split AC to keep the system well operative/functional round the clock (24hr X 365 days) as desired from performance and safety pint of view. This contract covers repair and replacement of spare parts & accessories including compressor, expansion valve, heat exchanger filter, blower motor, belt AHU starter with all accessories, UVC Emitter with control switch, sheet metal body, condenser coil copper tubes, capacitors; relay,thermostat, pre-filters, control panel etc. as necessary and these spare parts/accessories should be available at site in the custody of the entrusted agency. However all the replacement materials should be approved by the concerned Assistant Engineer & Executive Engineer.While replacing capacitor only burst proof capacitor (P2/S2 type) having highest level of safety features as per IEC 60252-1-2001-02 standard, protected with self-healing properties and overpressure disconnection device, should be used.

4. Preventive maintenance cover Filter cleaning, checking of all power and signal terminations, Wiring between Indoor & outdoor units, checking of Gas pressure & leakage of gas, checking of condensers, checking of belt tension, cleaning of cooling & condensing coils, blower and swing motors ( where applicable) Expansion Valves, Capacitors, Sound level and overall cleaning of the total units. Grill temperature forthe AC plants have to be maintained within 70℉+2℉ keeping proper entries in the log book as well as in service challan. During routing checking, the set point of AC plants should also be checked and if any abnormal temperature setting is noticed, that should be set right & specifically be noted in the log book.

5. Checking for any unwanted leakage current at the indoor and outdoor unit is also under purview of the contract. If any such leakage current is found that should immediately be brought in to the notice of concerned J.E & A.E and must be reflected in the log book.

6. The nature & frequency of maintenance & preventive servicing will be also follows:

(i) Monthly basis:- Checking of all power and signal terminations of electrical & electronic circuits, wiring between Indoor & Outdoor units, Checking of operating voltage, current drawn, Inlet & Outlet Temperature & any unwanted leakage current; checking of gas pressure & leakage of gas , checking of belt tension of AHUs, checking of starter Panel, Blower motor & Fans with bush & bearing etc, checking of sensors, Capacitors, Expansion valves & Dire etc, checking of UVC lamp with control switch, checking of Actuator for valves & Damper with synchronizing with set temperature, Checking of control panel for synchronizing on fire damper & fire panel etc. Checking of fire Damper operation, Checking & meaning of all types of filter (Pre, micro and Hepa etc) Checking of sound level of all units ,Checking of Liquid & suction line drain line , Checking of all supporting structure for ceiling suspended AHU, FCU & indoor unit and Trapdoor etc, Checking of entry point (outside to inside) pipe line (Gas refrigerant pipe line) Checking of Exposed ducting with Insulation and supports etc.

(ii) Quarterly basis:- Cleaning of AHU, FCU, package, Duct-able & concealed split unit , cleaning of condensing coils & Cooling Coils blower motors & fans, Sensor, capacitors, Expansion valves Etc, cleaning of AHU Starter panel & Control panels, cleaning of plant room & AHU room etc, cleaning of supply return air grills & diffusers.

(iii) Half Yearly Basis: - Checking of Capacitor strength of all type of air-conditioner machine, blower motor speed, runner conditioner etc

(iv) Yearly Basis: - Thorough overhauling of the system .Painting of all the exposed sheet metal parts, , supporting structure of outdoor unit, Base frame of AHU , condenser pipe line , Supports for water & Refrigerant pipe and drain line etc.

7. The agency will replace the nitrile rubber insulation of copper refrigerant pipes along with minimum repairing of the sheet metal duct as required against damaged one and no extra charge will be paid for the same.

8. The contract cover repairing of leakage, charging of refrigerant in AC machine as permanufacturer’s standard, as and when required, including pressure testing.

9. The Thermostats should be set properly and should be checked whether malfunctioning to avoid continuous running.

10. Grill temperature and refrigerant pressure must be measured tocheck whether it iswithin the designed value and should be recorded in the log book.

11. In case of break-down of A.C plants the restoration will have to be done within 12 hrs from the time ofbreakdown.

12. Replacement of filters and power & communication cables is under the scope of work.

13. Spare parts should be available at site.

B) TERMS & CONDITIONS 1. The philosophy of “public Interest” would be THE MOTTO of this all inclusive maintenance. Any deviation may be viewed otherwise.

2. Suitable man power should be available round the clock x 365 days, for attending breakdown calls from Hospital authorities as well as departmental officers. Any call must be attended within 1 hour

3. EIC reserves the right to terminate the contract in case of non-attendance of Maintenance Staffs within the specified time, without showing further reason.

4. The agency has to provide one dedicated cell phone for single point contact, any Preventive Maintenance/ Breakdown issues. However no claim of payment against any telephone bill will be entertained by this department.

5. The agencySupervisor and all the maintenance staffs deputed at work sitemust have mobile nos. and the same should be intimated to the E.I.C, A.E & JE concerned in writing. The Telephone call should be responded without delay.

6. The agency will have to provide self- explanatory laminated photo identity cards to their maintenance staffs. Photo identity cards should be signed by the agency and should be carried by the concerned staff, while on duty.No staff will be allowed to perform maintenance work without I- card for security reason.

7. Building wise log- book will have to be maintained by the entrusted Agency in which the Infra Red thermometer reading of Grill temperature of A.C plants and all other parameters& details of servicing will have to be noted down as per actual and duly countersigned by the JE and A.E. Log Book format should be taken from concerned Assistant Engineer.

8. The preventive maintenance activities which are to be done twice in a year and once in a year must be carried out well before expiry of the contract. If any service falls due at the time of completion, finial bill would not be drawn.

9. Service challan certifying satisfactory performance of the plants must be submitted to the concerned JE time to time. No bill will be entertained without service challan.

10. The interconnection wire between IDU & ODU should have no joint. If any joint is found at any time drastic action would be taken against the agency.

11. Transportation charges including equipments such as trolley/ladder/small vehicle for carrying spares from the site to work shop/ work shop to site or as required will not be paid extra.

12. The replaced/dismantled spares are to be carried out and deposited to the respective section officer or any other locations within the premises by the agency by its own labor/ arrangement/ tool & tackles as per direction of the A.E/ J.E. no additional claim would be entertained in this regard.

13. Any inconvenience caused regarding performance of the system due to negligence in the part of the agency, if detected, will be liable to penalty. Quantum of penalty would be decided by E.I.C depending on the gravity of situation.

14. While taking up/at the time of commencement of the comprehensive maintenance work, the agency will have tostart maintaining A.C machine and no extra charges will be paid for repairing /replacement work .similarity at the time of completion of job, condition for the machines should be at last at par with the initial condition except normal again.

15. The behavior of maintenance staff of the entrusted agency should be polite in nature and will not be allowed for maintenance work in case of any adverse is reported. In case of any workman, technician or any of the representatives is found to be engaged in any illegal activities responsibility should be borne by the agency.

16. No extra charges (Duties/Cess /Taxes etc) will be paid except the rate quoted by the agency as per unit per month basis for maintaining the above described terms & condition.

17. In case of any accident/incident and or physical illness of the staff of entrusted agency while on duty, no clime will be entertained by this Department (P.W.D) and all responsibilities thereof should be shouldered by the agency only.

18. No claim towards cost of uniform, personal Protective Equipment e.g. Hand Gloves, Mask, Goggles, protective body-ware etc. for the maintenance staff should be entertained by this department. However, if any such equipment/dress available for the Hospital Authority for their statutory requirement the same ---be provided. But IN NO CASE IT SHOULD BE ENTERTAINED AS MANDATORY CLAIM.

19. Bill should be submitted quarterly to the concerned Junior Engineer keeping at least one spare log book at site However, payment would be made as per availability of fund.

20. The EIC reserves the right to terminate the contract against two month notice for performance not observed satisfactory as well as for any other administrative reason.

21. All the maintenance staff of the agency should have proper & constant vigilance over the satisfactory cooling & smooth running of the air conditioners.

22. If Any kind of incapability & negligence are noticed in observing all the above –said terms and conditions causing inconveniences to public service, is subject to unilateral penalty, be it detected on the spot or thereafter (even after payment) This department also reserves the right to deduct the cost from the bills of the contractor on pro- rate basis as determined by the Engineer- In Charge for any shortfall in observing above T&C. In that case, the above –said contract may be terminated without issuing any notice and Stringent & Punishable action may be taken against the contractor.

23. The contract may be terminated with two month notice on either side

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