VRF Shifting Contract: WAZIPOINT & DCCI

VRF Shifting Contract Between WAZIPOINT and Dhaka Chamber of Commerce and Industry, Technical issues, Safety issues, running office hours,

VRF shifting contract — scope and priorities

Below is a concise, ready-to-adapt contract framework and operational checklist for a VRF (Variable Refrigerant Flow) system relocation between WAZIPOINT (contractor) and Dhaka Chamber of Commerce and Industry (client). It covers the scope of work, technical requirements, safety obligations, running office hours/working schedule, testing & handover, and contractual protections.

1. Scope of Work (detailed)

• Survey & pre-mobilization: Site survey, as-built drawings, load verification, and written relocation plan.
• Dismantling: Safe removal of indoor and outdoor units, refrigerant recovery to certified cylinders, and labeling of all components.
• Transport & storage: Secure transport; climate-controlled storage if required.
• Reinstallation: Re-mounting units, piping, insulation, electrical reconnections, control integration, and commissioning.
• Testing & commissioning: Pressure/leak tests, vacuuming, refrigerant charging, electrical safety tests, control calibration, and performance verification under load.
• Technical references: follow manufacturer installation guides and VRF method statements for safe, code-compliant work.

• Technical references: follow manufacturer installation guides and VRF method statements for safe, code-compliant work.

2. Technical requirements & deliverables

• Design verification: Confirm capacity, line lengths, oil traps, and elevation differences; update piping schematic.
• Refrigerant handling: Use certified recovery equipment; record refrigerant quantities and certificates.
• Electrical: Provide single-line diagrams, ensure proper breakers, earthing, and overload protection.
• Controls & BMS: Preserve or reconfigure building management interfaces; test all thermostats and communication lines.
• Documentation deliverables: As-built drawings, commissioning report, refrigerant log, test certificates, and operation manuals.
• Standards: Commissioning and design should align with VRF installation best practices and ASHRAE guidance.

• Standards: Commissioning and design should align with VRF installation best practices and ASHRAE guidance.

3. Safety obligations (contract clauses & site rules)

• Primary duty: Contractor is responsible for site H&S and must comply with local regulations and the client’s site safety rules.
• Mandatory items: Toolbox talks, PPE for all personnel, hot-work permits, electrical isolation procedures, fall protection, and safe lifting plans.
• Refrigerant risk controls: Leak detection, ventilation for enclosed spaces, and an emergency response plan for refrigerant exposure.
• Permit-to-work: All high-risk tasks require written permits signed by the client representative.
• Incident reporting: Immediate notification of any incident; contractor to investigate and submit a corrective action plan.
• Best practice reference: Use a formal method statement and health & safety plan for VRF works.

• Best practice reference: Use a formal method statement and health & safety plan for VRF works.

4. Running office hours and working schedule

• Normal office hours: Define standard hours (e.g., 09:00–17:30). Routine, non-disruptive tasks to be scheduled within these hours.
• After-hours/disruptive work: Noisy, vibration, or power-isolation tasks to be scheduled outside office hours (e.g., 20:00–06:00) with prior 72-hour notice.
• Access & security: Contractor personnel must sign in/out; provide ID badges; the client must provide an escort if required.
• Daily coordination: Daily progress brief (15 minutes) at shift start with client representative; maintain a daily log of activities and any deviations.
• Emergency work: Define response window (e.g., contractor onsite within 2 hours for critical failures) and billing/compensation terms.

5. Testing, acceptance, and handover

• Pre-commissioning checks: Mechanical integrity, insulation, electrical continuity, and vacuum levels.
• Commissioning tests: Run units under design load; measure supply/return temperatures, superheat/subcooling, and power draw.
• Acceptance criteria: System meets specified cooling capacity within ±10% and operates stably for a continuous 4-hour run without alarms.
• Punch-list & rectification: Client issues punch-list; contractor to rectify within agreed SLA (e.g., 7 calendar days).
• Final handover: Handover package including test reports, warranties, and training session for facility staff.

6. Contractual protections, insurance & commercial terms

• Milestones & payments: Mobilization, dismantling complete, reinstallation complete, commissioning complete (each tied to % payment).
• Retention: Holdback (e.g., 5–10%) until successful handover and expiry of the initial defect liability period.
• Liquidated damages: Daily rate for unjustified delay beyond the agreed completion date.
• Insurance: Contractor to maintain public liability, employer’s liability, and equipment transit insurance; provide certificates before mobilization.
• Warranties: Minimum 12 months workmanship warranty plus manufacturer warranties; define remedies for defects.
• Change control: Written change orders are required for scope changes, with cost and time impacts documented.

7. Sample clause snippets (copy-ready)

Scope: “Contractor shall dismantle, transport, reinstall, and commission the VRF system as per the attached relocation plan and manufacturer guidelines. All refrigerant shall be recovered and handled by certified personnel.” Safety: “Contractor shall submit a site-specific Health & Safety Plan and Method Statement 7 days prior to mobilization. All work requires a permit-to-work for hot works and electrical isolation.” Working hours: “Normal working hours are 09:00–17:30. Disruptive activities shall be scheduled between 20:00–06:00 with 72 hours’ notice.” Acceptance: “Final acceptance upon successful commissioning tests and delivery of as-built documentation; client may withhold retention until defects are closed.”

8. Practical next steps and clarifying questions

Recommended next steps

1. Approve the scope and working hours in writing.
2. Contractor to submit: detailed relocation plan, method statement, H&S plan, and schedule.
3. Client to confirm access, security, and any building-specific constraints.
4. Agree on milestones, payment schedule, and insurance certificates.

Clarifying questions for finalizing the contract

• Exact system details: model numbers, refrigerant type, and total indoor/outdoor unit counts.
• Preferred normal and after-hours windows and any blackout dates.
• Any BMS integration constraints or third-party vendors to coordinate with?
• Site-specific safety rules or permit processes unique to DCCI premises.