Las Pi as General Hospital And Satellite Trauma Center Tender

Description Terms Of Reference Preventive And Corrective Maintenance And All Other Airconditioning Works On All Lpgh&stc Air Conditioning Units I. Scope Of Works 1. Provide A Quarterly Preventive Maintenance And Timely Repair Of All Air Conditioning Units. 2. Conduct A Scheduled Check-up And Standard Preventive Maintenance Of The Air Conditioning Unit As Per Prescribed By The Equipment Manufacturer. 3. The General Scope Of Services Are As Follows: A. Quarterly Maintenance 1. Ensure Proper Functionality And Temperature Settings 2. Clean Or Replace Filters As Needed To Improve Airflow And Efficiency. 3. Check For Leaks Or Damage In Refrigerant Lines 4. Ensure The Drain Is Clear And Free Of Blockages To Avoid Water Damage. 5. Clean Both Coils To Remove Dust, Dirt, And Debris To Maintain Efficiency 6. Tighten All Electrical Connections And Inspect Wires For Wear Or Corrosion 7. Lubricate Motors And Bearings To Reduce Friction And Wear. 8. Ensure The Refrigerant Is At Optimal Levels For Efficient Cooling 9. Check The Blower Assembly And Clean The Fan Blades 10. Listen For Unusual Noises And Inspect For Signs Of Wear And Damage B. Semi – Annual Maintenance (as Above Plus…) 11. Ensure The Refrigerant Lines And Other Components Are Properly Insulated. 12. Clear Any Debris From Around The Outdoor Condenser Unit. C. Annual Maintenance (as Above Plus…) 13. Use A Leak Detector To Locate Possible Refrigerant Leaks 14. Ensure The Contacts Are Free Of Wear And Damage To Prevent Electrical Issues 15. Test The Voltage And Current Draw Of The Compressor To Ensure It’s Within Manufacturer Specifications D. Repair Services 1. Repair Service Is For Situations Where The Air-conditioning Units Either Breaks Down Completely Or Has A Malfunction And Is Not Operating As It Should And This Requires An Additional Unplanned Service Visit By The Service Provider’s Technician At Lpgh&stc’s Request. 2. Service Provider Shall Immediately Respond And Conduct Inspection Within Twenty-four (24) Hours From The Receipt Of Report From Lpgh&stc In Case Of Any Abnormal Operation, Breakdown, And/or Stoppage Of Air-conditioning Units 3. Upon Inspection, The Service Provider Shall Conduct The Necessary Repairs To Ensure That Safety And Functionality Of The Air-conditioning Units. In The Event The Service Provider Assesses That The Air-conditioning Units Requires The Replacement Of Parts, It Shall Give Lpgh&stc Its Recommendation For Replacement Of Parts And A Price Quotation From Their Suppliers Of The Air-conditioning Units Parts Necessary For Replacement. Recommendation For Replacement Of Parts And Price Quotation From Suppliers Must Be Approved By Lpgh&stc. All Parts Supplied By The Service Provider Shall Be Original Parts Or Of Similar Functionality And Quality As Original Parts. 4. In Case Of Unavailability Of Parts From The Service Provider’s Supplier For Whatever Reason Which Shall Cause Delay, Lpgh&stc Shall Have The Option To Purchase The Necessary Parts Form Another Source Through Applicable Mode Of Procurement Allowed Under The Law In Order To Avoid Unnecessary Delay In The Works. 5. Upon Arrival Of The Parts, The Service Provider Shall Ensure That The Parts Are Properly Installed And That The Air-conditioning Units Shall Fully Function Upon The Parts Installation. In Case, The Third-party Supplier For Parts Purchased By Lpgh&stc Under Paragraph 4 Caused The Installation Of The Parts As Required By Its Warranty, The Service Provider Shall Ensure That The Air-conditioning Units Parts Are Properly Installed In Compliance With Its Recommendation And Report. E. Call Back Service • Call Back Services Is For Situations When Within The Fourteen (14) Days, After Preventive Maintenance Or Repair Service Works, There Is A Stoppage Or Malfunctioning Of The Subject Air-conditioning Units. • The Service Provider Shall Immediately Respond Within Twenty-four (24) Hours From The Receipt Of Report From Lpgh&stc In Case Of Any Abnormal Operation And Stoppage Of The Air-conditioning Units. • The Service Provider Shall Provide Call-back Service At No Charge. However, Charges Will Be Applied For Call-backs When Malfunctioning Is Caused By Misuse Of The Equipment Or Negligence. Call Back And Repair Services Coverage Does Not Cover The Cost Of Materials And Labor For Any Additional Repairs Required To Bring The Equipment Back Into Operation. 4. Submit Test Sheets/inspection Reports Including Any Findings And Recommendations. Gathered Data Includes Voltage, Amperes, Pressure For The Gas Coolant, Temperature, Room Temperature, And Remarks And Necessary Data Needed. (data Gathering Is Based Before And After The Pms). 5. The Service Task Of The Preventive Maintenance Shall Include The Following: • A Comprehensive Quarterly Maintenance Of All Air Conditioning Units, Troubleshooting, Repair And Restoration Of All The Components Of Air Conditioning Unit. • Assistance And Advice With Regards To The Proper Operation Of The Equipment. • Check That The Units Are Functioning Properly. • Check For Unusual Noise, Vibration Or Leaks • Submit A Report In A Form Of Checklist Indicating All Components That Needs To Be Checked During Preventive Maintenance Works With The Acknowledgment Of The End User, Verified By Maintenance Personnel And Approved By The Hospital Engineer. 6. The Service Provider Makes Every Effort To Ensure That The Breakdowns Of The Air Conditioning Units As A Result Of Normal Use Of Equipment Should Be Handled By Providing The Following Services: • On-site Repair Works Shall Be Provided Within An Hour For Phone Calls Or Work Requests Received During Office Hours And Two (2) Hours If After Office Hours Or During Holidays. • 24/7 Phone And Email Support - Must Provide Phone And Email Support For Immediate And Best Effort Responses In Order To Serve Lpgh&stc Inquiries And Support Requests/issues. - Service Provider’s Technical Personnel Must Be Available/reachable Through Their Official Contact Numbers (office Telephone And Mobile Phone Numbers) To Reply To All Queries On Various Issues, Request Or Inquiries That Require Urgent Over-the-phone Support. • All Repair Works On The Equipment Shouldn’t Hinder The Progress/completion Of The Preventive Maintenance And Cleaning Works Based On The Schedule Submitted. • The Service Provider Shall Submit Quotation For Parts And Services Not Covered In This Term Of Reference. In Some Cases, Lpgh&stc May Provide The Parts And The Service Provider Will Just Quote For The Labor Cost For The Installation And Vice Versa. 7. Relocation Of Air Conditioning Units As Per Instruction From Lpgh&stc. Service Provider To Submit Quotation And Is Subject For Approval. 8. The Air Conditioning Unit Located At The Emergency Room Should Be Maintained On A Weekly Basis. Ii. Service Provider’s Responsibility 1. The Service Provider Shall Be Responsible For Any Accidental Damages On The Air Conditioning Unit And To Other Hospital Properties Occurred During The Performance Of Their Job. 2. The Service Provider Shall Submit A Schedule On A Quarterly Basis For The Preventive Maintenance And General Cleaning Services For The Duration Of The Contract And Shall Be Subject For Approval Of Lpgh&stc. 3. The Service Provider Shall Provide The Necessary Tools And Equipment Such As Pressurized Water Compressor, Pressure Gauge, Testers, Pushcart, Ppes, Step Ladder, Fins Comb, Vacuum Cleaner, Plastic Containers, Basic Cleaning Materials And Detergent, Housekeeping Tools, Mechanic Tools And All Other Materials And Tools Necessary To Complete The Task. 4. The Service Provider Is Responsible For Providing Qualified Trained Personnel To Undertake Cleaning Of Air Conditioning Units And Its Components. Consult All Local Building, Occupational Safety, Electrical, Mechanical And Other Codes Applicable To The Work/task. Safety Considerations Include, But Are Not Limited To: • The Accessibility Of The Equipment To Non-service Personnel. • Cleaning And Maintenance Procedures. • Use Of Proper Personal Protective Equipment. • Lockout Of All Power Supplies Prior To Beginning Of Work In Accordance With Electrical Safety Guidelines. • Always Return Any Protective Covers Removed From Servicing. 5. During The Contract Implementation, The Service Provider Shall Provide Protective Covering (if Necessary) For The Affected Equipment/area/s. 6. Provide Safety Work Programs To Include Wearing Of Appropriate Company Uniforms And Id For All Workers. 7. The Service Provider Shall Provide At Least Four (4) Certified Air Condition Technicians On Weekdays Working From 8:00 Am – 5:00 Pm And At Least One (1) Certified Air Condition Technician During Weekends And Holidays Working From 8:00 Am – 5:00 Pm. They Also Need To Provide A 24/7 On- Call Technician During Emergency Situations. 8. Conduct Meeting With The Clients For The Status And Other Concerns. 9. Submission Of Service Reports Ie: Preventive Maintenance Checklist, General Cleaning And Other Works Are On A Daily Basis. 10. On The Occasions That Some Areas Are Not Available, They Must Inform The Client And Provide Proper Documentation/reasons With Signature Of The End-user. Iii. Minimum Requirements For The Service Provider 1. Must Be Operating In The Philippines For The Past Five (5) Years Or More. Should Also Be An Authorized Distributor Of Air Conditioning Unit Brands Installed At Lpgh&stc. 2. Must Have At Least One (1) Registered Electrical Engineer And One (1) Registered Mechanical Engineer As Their Regular Employees For At Least Two (2) Years. 3. Must Have At Least Three (3) Certified Air Conditioning Technician With At Least Three (3) Years Of Work Experience In Refrigeration And Air Conditioning Works To Be Assigned At Lpgh&stc. 4. The Bid To Be Submitted Must Indicate The Service Cost Per Unit Of Air Conditioning Unit Per Quarter. The Service Cost Per Unit Per Quarter Shall Further Be Broken Down Into Cost For Preventive Maintenance And Cost For General Cleaning. Iv. Final Inspection And Report A Final Check Is To Be Carried Out To Ensure That No Dust Or Debris Remains On The Surfaces As A Result Of Dismantling Operations. The Maintenance Personnel Will Thoroughly Inspect The Space Jointly With The Air Condition Technician To Determine Whether Any Damage Has Been Done On The Finishes, Equipment Or Any Other Part Of The Workspace. A Final Inspection Report (2 Copies) Will Be Prepared And Submitted Jointly Between The Maintenance Personnel And The Air Conditioning Technician To The Engineering And Facilities Management (e&fm) Head. The Report Shall Contain The Following: • Completion Of The Cleaning Project, As Verified Through Visual Inspection. • The Report Shall Contain Photo Documentation Both Before And After Pictures Verifying The Air Conditioning Units Are Clean, But At A Minimum Must Contain After Pictures That Show That The Air Conditioning Unit Is Free From Non-adhered Substances And Debris. • Areas Of The Air Conditioning Unit Found To Be Damaged, In Need Of Repair, And/or Requiring More Aggressive Cleaning. A Certificate Of Preventive Maintenance And General Cleaning Shall Be Issued By The Service Provider Once All The Pm For The Month Are Completed And All The General Cleaning For The Quarter Are Accomplished. The Certificate Must Be Validated By The In-house Air-condition Technician/s And Approved The Hospital Engineer. V. Penalty 1. A Penalty Will Be Imposed For Every Unperformed Acu’s Computed As Follows: Total Amount Deducted (pro-rata) + 20% Penalty. If The Reason For The Unperformed Acu’s Is/are From The Client, No Penalty Will Be Imposed. 2. If The Service Provider Failed To Performed All The Acu’s For Two (2) Consecutive Months And/or Two (2) Unsatisfactory Evaluations Within The Duration Of The Contract. The Service Provider Will Not Be Able To Join The Bidding And Will Be Blacklisted To The Hospital. Vi. Lpgh&stc Air Conditioning Unit Inventory (complete Tor Shall Be Provided Upon Written Request) Total Cost ₱1,689,000.00 Note: Preventive Maintenance And General Cleaning Of Acu Located In The 12 Storey Building Will Only Start At The End Of Its Warranty Period. (warranty Period Ends On August 2025)