University of Plymouth
Working with this higher education establishment for the maintenance of all Heating, Ventilation, Air Conditioning (HVAC) and refrigeration systems
JCW has looked after the current HVAC contract for this higher education institution since 2019. However, history between JCW and The University of Plymouth actually dates back to 1998.
When the contract grew in volume and in value, a satellite office was set up in Plymouth. The retender in 2004 saw another contract growth with the addition of boilers and ventilation services. By 2010, our contract with the University had grown to include air handling equipment and ancillary mechanical equipment.
The Relationship
The original maintenance contract for air conditioning and refrigeration equipment was awarded to JCW Bristol in August 1998. As the contract grew in volume and in value, it was recognised that a dedicated local team was required to manage, administer and deliver this contract. This was a proposal that the University Estates team were very pleased to hear, so from the year 2000, a satellite office was opened in Plymouth where, a dedicated contract manager, admin support, and a team of 4 engineers, were based full time. Back up and support continued to be provided from the Bristol office, but the greater part of the relationship and communications had been moved seamlessly to Plymouth.
The contract was retendered in 2004 to include boilers and ventilation, increasing the base maintenance to £35k per annum. JCW were awarded the contract in August 2004, and it was extended until retendered in 2010. By this time, our contract with the University of Plymouth had grown to include air handling equipment and ancillary mechanical equipment such as pumps, booster sets and pressure vessels.
However, due to a complex change of circumstances within JCW, we were not successful in the next retender, although this was by no means the end of our relationship!
The contract manager for the University, John Burgoyne remained in contact with the Estates team and continued to support them through periods of change and helped them build and develop a database capturing all mechanical equipment in preparation for the next tender in 2018.
In 2018 the preparation of retender began, released in 2019. After successfully passing the PQQ and ITT stages, JCW were awarded a 5-year contract which commenced in November 2019.
Scope of Contract
Scope of the Planned Maintenance Contract to 71 University buildings:
Air Conditioning
Air Handling Units
BMS
Boilers (gas and oil)
Chillers
Cold Water Services
Fan Coil Units
Fan Convectors
Fire Dampers
Gas Distribution
Humidifiers,
HWS and LTHW Distribution
Supply and Extract Fans
Ventilation and Duct Cleaning
Water Boilers and
Water Treatment
We currently have a fully qualified air conditioning engineer, a fully qualified heating engineer, a junior HVAC engineer as well as a plumber, all based permanently on site at the Plymouth campus. The engineers carry out all planned and reactive repairs. The University of Plymouth’s PPM is managed by a dedicated Manager and Admin located within the City of Plymouth. Together with our in-house specialists company wide, we also complete additional challenges such as the Combined Heat and Power (CHP) Systems overhaul , TM44 Energy Inspections and the BMS Integration Project.
Additional Challenges
Using our in house energy inspector, we carried out the 5 yearly energy inspections where required, providing the University with comprehensive and official reports. We have also made several recommendations for energy saving remedial works.
Combined Heat and Power Systems (CHP)
For the generation of electricity, as well as useful heat at a number of buildings, there are 4 CHP systems on the University premises. These engines were designed to save on utility bills. Not previously maintained however, means one system in particular had become unusable. Therefore the University were not getting the financial benefits they had expected. JCW took responsibility for the CHP plant. One CHP system in particular received substantial repair works, which included complete replacement of the controls to allow open protocol. This means, moving forward, we use our own specialist subcontractor, and our own engineers to carry out the required service and maintenance, rather than upholding to the manufacturer. We now work closely with our specialist subcontractors, have all 4 CHP units running correctly and began immediately saving utility costs for the University.
The University had not previously set up maintenance agreements for the solar panels and equipment that can be seen on the roofs of the buildings, most of which were not working. Again, with our network of specialist subcontractors and local suppliers, we now provide a service and maintenance cover, and the University can rest assured they are in good working order.
Working closely with the University’s Estates team, we have carried out a full survey of the equipment owned by Faculties, established how much of this equipment requires compliance maintenance and are now in the process of putting together a proposal to add this equipment to the maintenance contract. This has demonstrated our experience and ability to add equipment to the clients CAFM system and to programme in the planned maintenance visits ready for when each departmental head accepts the planned maintenance proposals. This has also allowed us, once again, to demonstrate our willingness to go over and above the contractual requirements and offer a great service rather just a good one.
The University has experienced significant growth since 2010, which has involved acquisition of new buildings and in doing so, have inherited a combination of different control systems. The systems are Continuum, Andover, Sigma and Trend, which until recently, were all operating as standalone systems. The challenge was to find a single solution to ensure all 4 BMS systems were able to communicate through one front end common dashboard. This needed to include the planned and reactive maintenance, as well as remote monitoring and first stage rectification of critical alarms through an external bureau with 24/7 cover, all encompassed under one contract, to ensure the client received a smooth, trouble-free and cost-effective service. Read the full BMS project details here.
Conclusion
JCW take pride in the success and longevity of the relationship with this long valued client. The sense of closeness and our immediate response to any problems are reasons why the University of Plymouth feel that they are “not just another client”.
