Air Conditioner Servicing, RCD, and Cold-room Maintenance

Overview Banana Shire Council invites tenders from suitably qualified and experienced contractors for the servicing and maintenance of air conditioning systems, RCD testing, and cold room maintenance across all of Council's own offices and other service area properties, as further detailed in the Scope of Work (Part 5). Scope The scope includes: Provision of maintenance services and replacement for all air conditioning systems covered by the contract RCD testing across Council facilities Cold-room servicing and maintenance Maintenance of air handling units, air filters, reciprocating compressors, air-cooled condensers, air distribution systems, and air conditioning controls Six-monthly preventative maintenance service visits to each building in accordance with AIRAH DA19 and RCD testing requirements Full bag cleans for split systems and cassette air conditioners as part of the six-monthly checks Breakdown maintenance and repairs not covered by routine maintenance, quoted at scheduled hourly rates and undertaken only with written Council approval Provision of immediate feedback to Council's representative on identified faults, breakdowns, or reduced performance arising from preventative maintenance or breakdowns Supply of all products required for servicing and preventative maintenance, including refrigerant, compressor oil, drive belts, and replacement parts, priced at market rate and quoted to Council for approval Replacement of all filters (lint, washable, deep bed, and panel filters, including media and frame) every 12 months, with washable filters cleaned as part of routine maintenance A one-off full internal audit and duct clean of all ductwork at sites where air conditioning ductwork is present, including replacement of flexible ducting that has degraded, is uneconomical to clean, or is not to current BCA standards RCD testing scheduled concurrently with air conditioner maintenance, including removal of old labels/certificates and installation of updated testing certificates at each site Completion and electronic update of the facility list supplied by Council (including missing details, changes to types, and test dates), detailing switchboard type and location and circuit breaker type and number, to be returned to Council as soon as possible upon completion of works Contractor Requirements Suitably experienced contractors with appropriate resources to provide air conditioning services, maintenance or replacement, RCD testing, and cold-room servicing to Council-owned facilities Demonstrated high level of customer service with efficient communication practices Maintenance tasks to be performed by appropriately licensed, experienced, and suitably qualified tradespeople in accordance with AIRAH DA19, applicable Australian Standards, and as directed by the Council representative Underqualified personnel such as labourers, cleaners, and trades assistants must be directly supervised by licensed, experienced, suitably qualified tradespeople at all times Minimum standards for periodic inspection and servicing in accordance with AS3666.2, AS/NZS 1677 Parts 1 and 2, AS 3873, AS/NZS 3788, HB 40, manufacturer's recommendations, and other associated relevant codes, acts, regulations, and Electrical Safety Standards Duct cleaning carried out in accordance with AIRAH HVAC Hygiene Best Practice Guidelines, after hours, and supervised by a NADCA certified Air Systems Cleaning Specialist Access panels cut in at each side of every bend and no more than 5.0 metres along straight ducts; internally lined ducting to be hand vacuumed and cleaned, with compressed air cleaning methods not permitted Where commercial chemical HVAC hygiene products are used, control strategies must be implemented to purge residue chemicals, with clearance certificates issued to ensure staff and public safety Minimum qualifications for personnel engaged in refrigeration, air conditioning, mechanical services, and electrical safety work: Electrical mechanic licence/open electrical work licence; QBCC Licence (Mechanical Services, Air-conditioning and Refrigeration, Limited Design); Arctick licence RAC01 (refrigerant handling licence, full refrigeration and air conditioning licence, 2 and 3 years); expertise in servicing and repair of cold and freezer rooms; a restricted electrical or electrical licence; accreditation in the handling of Ozone Depleting Substances; expertise in servicing and repair of air handling units, air-cooled condensers, air distribution systems, air-conditioning and refrigeration controls, single and split room air conditioners, ventilation systems, and pumping systems; and expertise in RCD testing and tagging Appointment of a permanent and proxy contact person to liaise directly with Council Officers, with full contact details including name, phone number, and email address provided to Council Nominated contact persons must familiarise themselves with Council facilities and all contractual requirements Contractors are responsible for conducting their own investigations of sites prior to pricing, as Council does not warrant the accuracy of the site list or asset register Maintenance staff must attend site within 24 hours for a non-emergency service call Contract Terms and Conditions Works are expected to commence from January 2027 Initial contract term of 24 months, with Council reserving the option to extend for a further 12 months at its discretion, subject to the contractor fulfilling expectations and meeting established KPIs The contract term begins on the Contract Commencement date as determined by the Council representative and expires after the agreed term The awarded contractor may submit updated schedules of rates and pricing, including adjustments based on the Consumer Price Index (CPI) or other approved cost increases, for Council's consideration as part of the annual panel review Council will award the contract in whole Council reserves the right to remove or add any site or building to the schedule over the life of the contract Instructions to Tenderers Contractors shall review all sites detailed in the attachments and provide prices as per the Schedule of Rates Ductwork cleaning costs should be included as an identifiable separate cost within the schedule of rates Tenderers must provide a price for duct cleaning work that includes all labour hours, travel, materials, and equipment required to complete the work, and Council reserves the right to verify the accuracy of the details provided Where a major item is replaced, the defective item must be made available for inspection by Council if requested