You are on page 1of 17

REPLACEMENT AIR CONDITIONING SYSTEMS

SPECIFICATION

SEPTEMBER 2011

Version: 1.3

Date: September 2011

Author: C Godfrey – Facilities Manager

Owner: C Godfrey

Wisdom Ref:
INDEX

Section 1.0: Introduction

Section 2.0: Building Layout

2.1: 3 Storey Office Block

2.2: Annex

2.3: I T Office

Section 3.0: Scope of Tender

Section 4.0: Scope of Works

4.1: Decommissioning & Removal of Existing Equipment

4.2: Energy Efficient Equipment Selections

4.3: Mode of Operation

4.4: Design Conditions

4.5: Guide for Equipment Selections

4.6: Fresh Air Ventilation

4.7: Ducting & Grilles

4.8: Electrical

4.9: Controls & BMS

4.10: Defects Liability Period

4.11: Warranties

Section 5.0: Planned Preventative Maintenance

Section 6.0: Reactive Service Responses

Section 7.0: Contract Requirements

Section 8.0: General Requirements

8.1: Drawings

8.2: Site Attendance

8.3: Safety

Section 9.0: Specification for Existing Building Services

9.1: Air Conditioning System

INDEX
9.2: Ventilation System

9.3: Fire Detection & Fire Extinguishing Systems

9.4: UPS Systems

9.5: CCTV & Intruder Alarms

9.6: Services to Site

9.7: Building Management System (BMS)

9.7.1: Current Control Philosophy

9.7.2 Principal of Operation

1.0 Introduction
This is a specification for a replacement air conditioning at the Coal Authority
Headquarters in Mansfield.

2.0 Building Layout

The scope of this tender covers the 3 storey office accommodation and annex and
the IT suite.

The buildings are subject to high variations in temperature due to solar impacts from
the large volume of glass around the building. The south side of the building is
especially prone to heat gains in the summer. There are no opening windows in the
building

The aim for the internal temperature of the building will be around 22oC but some
variation around this core temperature will be necessary, with areas of the building
set to their own separate control temperature.

2.1 3 Storey Office Block

The ground floor of the office block consists of entrance doors to each end of the
office. The open plan area of the office measures 449.7m2 in total, with 2 separate
offices. There are also 2 communication rooms which need to be independently
controlled, these measure 12.7m2 and 12.9m2 and are not included in the 449.7m2
stated above.

The middle floor and the top floor of the office have entrance doors to either end,
each of these floors measure 490.7m2. The middle floor has 2 partitioned office areas
and the top floor has 7 partitioned office areas.

Each floor of the main office should be independently controlled and incorporate
zone control to provide an element of minor temperature adjustment across the open
plan area should this be required. Each floor seats around 60 people each with a PC,
a monitor and a phone. There could be 2 large MDF printers per floor.

Partitioned office locations can be variable, i.e. they can be removed or added if
necessary. This tender should incorporate some degree of flexibility for movement of
the units should more / less open planning be necessary.

Each floor needs to be controlled separately hence should a floor not be occupied
the heating / cooling to this floor can be turned off.
2.2 Annex

The annex is made up of 4 conference rooms (113.4m2), 5 storage rooms (60.1m2), a


reception area (59.5m2), a kitchen area and a staff canteen area (97.9m 2). The
reception area has an open staircase to the main office block.

2.3 I T Office

The IT office (122m2) contains 2 offices with the remainder open plan. This room
seats around 25 people.
3.0 Scope of Tender

The requirement of this tender is to provide a design specification and associated


costs for all works involved in replacement of the heating and cooling and ventilation
system for the office locations listed above.

The tender is be broken down into 3 parts:


Supply and Install of of air conditioning system to the main 3 story office block
and IT office
Supply and Install of an air conditioning system to the Annex
Cost of Planned Preventative Maintenance

A submission should also be made for maintenance of each part of the new system
broken down by area to cover a 3 year period.

All calculations should be carried out in accordance with the Chartered Institute of
Building Services Engineers (CIBSE) guidelines.

Do not assume that because the current units are based on a roof that the roof is
suitable of holding the required weight should new kit be installed where the old kit is
removed. An engineering study would be required to ensure the roof has suitable
load capacity.

Tenders should assume that there will be no Coal Authority employees in the building
whilst the work is carried out.

The tender will be subject to CDM requirement should timescales dictate. A detailed
work programme plan should be submitted with the proposal. A list of the equipment
to be supplied should accompany the work programme. The successful bidder will
act as the designer and the principle contractor for CDM.

Any guarantees should be stated on the tender. Where the company is a partner of a
manufacturer, this should be clearly specified.
4.0 Scope of works

The scope of work shall include but not be limited to the following requirements set
out below to meet the criteria for consideration of the design and build contract.

4.1 Decommission and Removal of Redundant Equipment

The existing air conditioning and fresh air systems will require decommissioning,
removing and safely disposing in accordance with F GAS regulations associated with
the safe handling of refrigerants and to comply with the Environmental Health
Authority policies for the safe disposal of waste materials.

The contractor will also be required to safely decommission, disconnect and remove
any electrical installations associated with the redundant air conditioning equipment.

It will also be the responsibility of the contractor to provide suitable disposal


arrangements for waste material including skip hire and waste management to
maintain good house keeping on site throughout the duration of the project.

The successful contractor must include in their bid for all mechanical lifting
equipment including cranes / hi-abs and suitable access equipment to facilitate the
removal of all the redundant air conditioning equipment.

Any building work, making good and remedial re-decoration work associated with the
removal of the redundant air conditioning equipment including suspended ceiling
work and mechanical and electrical services access apertures must be included.

4.2 Energy Efficient Equipment Selections

Under strict Government legislation all Businesses and Authorities are committed to
reducing carbon emissions and improving their power utilization efficiencies (PUE). It
is therefore a strict requirement for the contractor to select energy efficient equipment
and heat recovery systems wherever possible and to specify the energy efficiency
ratio (EER) of the proposed equipment within the tender submission.
The proposed equipment should appear on the Government list of recognised energy
efficient equipment under enhanced capital allowance scheme (ECA).
Although the Coal Authority does not qualify for this scheme it recognises that any
equipment qualifying for the ECA has been endorsed by the Government as being
energy efficient.

4.3 Mode of Operation

The air conditioning equipment selections must be capable of providing heating and
cooling (simultaneously in different locations) as VRV & VRF heat pump systems
providing either heating or cooling will not be suitable or acceptable for this
application.

4.4 Design Conditions

The design capacity of the equipment must be adequate to maintain an internal


space temperature of 22°C with an external ambient temperature of 30°C in summer
and minus 5°C in winter.

4.5 Guide for Equipment Selections

For office environments void mounted ducted indoor units should be considered
wherever possible to achieve the desired cooling & heating capacities and deliver
suitable air volumes for optimum air distribution and quite operation.
Cassette and wall mounted systems should only be considered for applications
where ducted units would be over capacity or not suitable for the application.

For communications and equipment room applications stand alone systems must be
selected to minimise the risk of failure and work outside the control of the BMS.
Indoor unit selections and applications should be made so as to reduce the risk of
water leaking onto cabinets and equipment in the event of a condensate leak from
the indoor unit, condensate pump or drain.

4.6 Fresh Air Systems


It is a requirement of the design and build contract for the contractor to design and
install a suitable fresh air and extract system to provide the required amount of fresh
air makeup for respiratory purposes.

This is a legal requirement and to comply with building regulations the proposed
fresh air system must be capable of satisfying the size and volume of the conditioned
space and maximum occupancy levels calculated at 10 L/per second per person.

Wherever possible the proposed fresh air application should incorporate a heat
recovery process to temper the incoming air to satisfy all seasonal conditions.

4.7 Ducting & Grilles

Ducting for the indoor units shall be spiral or prefabricated to best suit the application.
All ducting must be correctly sized to take into account the air flow delivered by the
equipment and the designed air distribution.

Any ducting passing through fire breaks within the ceiling void or walls must be fitted
with suitable fire dampers to comply with building and fire regulations.

All supply ducting will be fitted with the necessary amount of volume control dampers
to evenly balance the air flow delivered to the supply air diffuser grilles.

It is a requirement for air flow noise to be kept to a minimum for the office
environment and the size and selection of diffuser grilles should be taken into
account.
Plenum boxes shall be internally lined with a suitable acoustic material and duct
inline attenuators fitted wherever necessary.

All supply ducting must be suitably thermally insulated and vapour sealed to prevent
the formation of condensation during the cooling cycle.

Any flexible ducting runs must be kept to a minimum and in the main should be
limited to making the connection between the rigid ductwork and grille / plenum
boxes.

All flexible ducting installed on the supply air must be of the insulated type and
uninsulated ducting should only be used on the return air / where there is no risk of
condensation forming.
4.8 Electrical Work

The Contractor will be required to include for all the electrical work associated with
the replacement air conditioning including the mains electrical wiring, interconnecting
wiring, control wiring, mains and local isolation including suitable containment in
accordance with IEE Regulations 17th Edition.

4.9 Controls & BMS

It is a requirement that zone controls will be included in the control hardware and
logic to make minor adjustments to the temperature in the open plan office areas and
independent temperature controls will be fitted for dedicated temperature control to
all other air conditioned rooms and sub-partitioned offices.

The control system must also include the provision to disable the air conditioning and
fresh air ventilation in the event of fire alarm activation.

This must also include the voltage free cables and suitable containment installation
between the air conditioning controls and fire alarm panel for connection onto the fire
alarm interlock relay by the appointed fire alarm service provider.

The contractor will also be required to supply, install and configure suitable BMS
interface modules to allow the proposed air conditioning systems to be controlled by
the existing Trend Building Management System.
This will also include any changes that need to be made to the control strategy and
new graphics that will require constructing for the BMS front end PC.

4.10 Defects Liability Period

The defects liability period of 12 months will commence on the date of the successful
handover from the contractor to the Coal Authority.
The Coal Authority will not accept the date of the practical completion or date of
commissioning as the start date for the defects liability period.

4.11 Warranties

The guarantee period will be a minimum of 12 months unreserved on workmanship


and all new equipment and materials supplied by the contractor.
The equipementequipment and installation will meet the Manufacturers criteria to
give a minimum 5 year Manufacturers parts warrentywarranty

5.0 Planned Preventative Maintenance

The contractor shall quote for a professionally managed service for reactive repairs
and maintenance 24 hours per day, 365 days per year for the new system.

The contractor should also quote a fixed price for 3 years for maintenance cover for
the new system. The maintenance schedule should be broken out and detailed in
the technical questionairequestionnaire and the yearly pricing quoted in the pricing
schedule. This maintenance schedule should cover all legal requirements and cover
all elements of the system installed.

The contractor shall at all time ensure that sufficient competent, appropriately trained
staff are deployed to cater for the spectrum of planned and unplanned demands on
the maintenance services. The contractor shall ensure that only appropriately trained
personnel are dispatched to reactive activities. Where interface with electrical,
mechanical or water systems are involved, documented training schemes must be in
evidence.

The contractor shall provide an adaptable and responsive maintenance technician to


undertake monthly service /inspection visits. Any personnel who execute tasks of this
nature shall be adequately trained and experienced for the work to be carried out.
The contractor shall ensure that its personnel are not presented to danger due to a
skills shortage. The maintenance technician shall have general expertise in the wide
range of maintenance and repair requests that are likely to be demanded of this
service and the contractor shall be satisfied of the ability of its personnel to carry out
duties professionally. The technician will attend site with a comprehensive set of hand
tools, test instrumentation and other equipment necessary to carry out routine
maintenance repairs.

It is the sole responsibility of the contractor to ensure that all statutory Health and
Safety requirements are met in respect of maintenance works and inspections. The
contractor shall inform the Authority, in the first instance of any and all breaches of
the regulations under which the work is being carried out together with a programme
for rectification and measures to safeguard against any repeat.
The technician undertaking the maintenance will be required to provide a written
report at the end of each visit, which shall be submitted to the Authority’s Site
Technician.

6.0 Reactive Service Responses

Standard Response Times


The contractor shall be responsible for meeting emergency and reactive
maintenance response times as determined by the Authority so that repairs are
completed with minimum disruption to the workings of the Authority.
Standard Response Times fall into the following categories:
o Within 4 Hours
o Next working day [24 Hours]
o Within 5 working days
o Within a timescale agreed with the Authority – this may be in circumstances
were lead times for replacement parts / components determine overall
completion time.

7.0 Contract Requirements

Evidence should be given of previous design and installation projects. There may be
a requirement to contact companies to verify this information. Company structure
charts and details of company size and qualifications of personnel should be
submitted. Any sub contracted work should be specified along with the details of the
subcontractors experience and credentials.

A detailed plan of how the work will be carried out should accompany the tender
considering H&S and environmental issues. A management plan as to how the work
will be project managed should be provided and a time line for completion. Any sub
contractors should be listed with the tasks they will be completing. Where sub
contractors are used, a guide should be given as to any availability issues and
foreseeable scheduling problems which would affect the dates of completion.

A description of your risk management should accompany the tender to highlight risk
areas and any associated plans you have in place to minimise such risks.

Any legal requirements for the system must be adhered to and documented on the
tender.

Access will be required to the PABX Room during works.


Asbestos is present in the building. A copy of the asbestos report is provided with the
tender documents. The Contractor will need to take the appropriate measures in
those areas.

A handover plan should be factored in following completion of the works.

Requirements
 Contractor is to undertake a full survey of the works to satisfy itself of all
necessary requirements.
 Contractor to provide all accommodation, welfare facilities, services and
facilities necessary to carry out the Works. An area has been identified for
use in the Mining Heritage Centre Car Park (refer to Site Layout – Coal
Authority Offices drawing).
 The Site and the Works are to be kept clean and free from rubbish at all
times. Disposal from site, including skips will be the responsibility of the
Contractor.
 Skips can be located within the allocated compound, as indicated by the
hatched area on the drawing “Site Layout – Coal Authority Offices”.
 The Contractor will provide all protection necessary to keep occupied
accommodation and existing finishes clean and free from damage and
accessible where necessary.
 The Contractor will take on Design responsibility for the works.
 The Contractor will be the Principal Contractor and Designer – (Construction
Design & Management Regulations 2007) and should provide for compliance
with and provision of necessary resources.
 All works to be installed in accordance with NICEIC Regulations and
certificates to be provided.
 The Works may be undertaken during normal hours. The office working
hours are Monday to Friday 08:00 to 18:00 hours. The offices have 24 hour
security cover.
 The Contractor is to provide all necessary information and submissions to
obtain Building Regulations Approval.
 Any queries relating to the Project Brief or tender documentation should be
sent via the eTender portals messaging facility
 Any damage to the building needs to be put right before works finish

8.0 General Information


8.1 Drawings

All drawings referred to within the Specification are available on request or can be
viewed by arrangement at the Authority’s head office, contact should be made with
The Coal Authority’s site engineer.

8.2 Site Attendance

The contractor is required to ensure that their employees have suitable work wear,
are clean and tidy and shall conduct themselves in a polite and conscientious
manner at all times. All contractor personnel attending site who have not done so
previously will need to undertake a site induction with the facilities site engineer.
All contractors attending site are required to comply with the Authority’s site rules,
and shall complete the engineers visit log record before leaving site.

8.3 Safety

Safe operation of plant and its immediate environment is fundamental to good


maintenance practice and should be taken into account at all times. Ventilation and
adequate lighting is essential in plant rooms and any deficiencies in these areas must
be reported to the Authority’s Supervising Officer.

9.0 Specifications for Existing Building Services


Main Office Block and Annex

9.1 Air Conditioning Systems

The offices and annex areas are heated and cooled by Hitachi variable refrigerant
volume [VRV] type reverse cycle heat pump unit air conditioning systems. The
systems comprise of outdoor condensing units, all platform mounted, connected to
internal wall mounted and ceiling cassette fan coil units.

The general layout of the Office Block VRV system is detailed on drawings:
NES3036/421/B Office Block Ground Floor AC Layout
NES3036/422/C Office Block First Floor AC Layout
NES3036/423/C Office Block Second Floor AC Layout

9.2 Ventilation System


Fresh air to the main office areas is provided by 12 heat recovery systems which
draw air from the outside passing through a heat exchanger and delivered into the
office areas via disk valves and/or through ceiling mounted cassette units. The ceiling
void is used as a general return air plenum.

The general layout of the Office Block Ventilation system is detailed on drawings:
NES3036/411/E Office Block Ground Floor Ventilation Layout
NES3036/412/E Office Block First Floor Ventilation Layout
NES3036/413/D Office Block Second Floor Ventilation Layout

9.3 Fire Detection and Fire Extinguishing Systems


Main Office Building and Mining Information Centre

The buildings are protected with a Gent Vigilon analogue addressable fire alarm
system designed to meet the requirements of BS5839 Part1, 2002, Category L1.
The Category L1 system allows for detection throughout the premises [excluding
voids < 800mm], with break glass manual call points [MCP’s] at all final exists and
within 45m search distance. Sounders are fitted that give 65Db or 5Db above
ambient noise levels in all areas.
The system consists of loop powered automatic detection [smoke and heat sensors],
some sensors are complete with integral sounders, break glass MCP’s, wall mounted
sounders and beacons. The system provides for remote transmission of fire to a
manned 24/7 monitoring centre, and input /output control of auxiliary systems such
as plant monitoring [BMS] ,air conditioning shutdowns etc.
The IT Server room is protected by a VESDA Laser Compact aspiration system; this
covers the room area and floor void only. The VESDA is linked into the main fire
alarm system using a four-way interface unit.
The main control panel for the system is located in the Main Office building in the
lobby area of entrance “B”, a repeater panel for the system is located in the Main
Office reception.

9.4 UPS Systems

The small power supplies to the Main Office Building and Mining Information Centre
[MIC] including the Server Room are supported in the event of mains failure by three
Planet 3 Uninterruptible Power Supply [UPS] Systems supplied by Constant Power
Services Ltd. The UPS systems support the full load within its autonomy until standby
generated power is on line or mains power is restored.
There is the provision for the manual transfer of the load to bypass in order to isolate
the UPS for routine maintenance.

UPS System Manufacturer Type Rated KVA AUT


Location
MIC Planet/E CPS80-A33E 80KVa@.80PF 15mins
Plant Room 3
Main Building Planet/E CPS100-A33E 100KVa@.80PF 10mins
Plant Room 4
MIC Planet/E CPS60-A33E 60KVa@.80PF 4mins
Server Room

9.5 CCTV and Intruder Alarms


The building is covered by a CCTV system and each area is covered by intruder
alarms. Any works carried out should not affect these systems.

9.6 Services to Site

There is no gas supply on site. Any electrical work should be carried out by a suitably
qualified person. All electrical installations should be quoted and included in this
tender.

9.7 Building Management System [BMS]

The operation of the Authority's building engineering services are achieved through
the BMS. The Contractor shall replace the BMS system so as to control the internal
working environment. The new system should allow for the office locations to be
joined to the existing system which monitors site temperatures. The system should
be capable of monitoring any departures from agreed environmental parameters and
flag for rectification. The specification should detail how the BMS will interact with
current and details of IT requirements for support.

9.7.1 Current Control Philosophy

A Trend 963 Building Management System [BMS] with front end graphics provides
access to view plant operational status, and provide parameter adjustment, across
the whole site using the Authority’s LAN. The BMS acts as both a control and
monitoring facility and covers electrical and mechanical installations. The system has
been configured to provide time and temperature control of plant and equipment via
control panels with particular emphasis to office environment conditions and energy
management.

9.7.2 Principle of Operation

The 963 Supervisor provides a system wide control panel with the facility to monitor
and change parameters using data displayed using colour graphics and text
information. Fault reporting, analysis and data recording is displayed for the following
plant / building services:
Mining Heritage Centre
o Heating Systems- LPG Boilers
o Chilled water systems
o Air Handling Units [AHU’s]
o Constant Temperature Circuits
o Frost protection
o Gas supply.
Mining Information Centre and Main Office Block
o AC systems
o Heat Recovery Units
o Electric Space Heating
o UPS Monitoring
o Fire Alarm and VESDA monitoring
o Generator and LV Switchgear Panel Monitoring
o Electricity Metering
o Accent and External Lighting

Inspection Regime
The control system should be inspected on a six monthly basis to check the
operation and serviceability of the equipment and ensure plant is operating within its
control parameters. Software setpoint adjustments and other settings should be
checked against as installed and default settings on a annual basis to ensure
optimum plant performance.

You might also like