Scope and Design Capella Office Air Conditioning Upgrades

Central Highlands Regional Council (Council) is seeking submissions for the mechanical and electrical design, scoping and preparation of works for the replacement of the existing office air conditioning system at the Capella Council Office.

The current system experiences frequent breakdowns and is nearing the end of its operational life, resulting in escalating costs for call-outs and issues finding replacement parts. These failures also cause discomfort for both staff and customers while repairs are undertaken.

Council is seeking mechanical & electrical services for the upgrade of the AC units.

Mechanical Services?

- Detailed site investigation and verification of as-built conditions

- Remaining operational life of the existing system

- Heat load calculations for all conditioned spaces

- Selection, sizing, and design of HVAC systems (Split system unless justified otherwise)

- Decommissioning and safely dispose of the old HVAC system (if required)

- Design and assessment of outside air make-up

- Concept and Schematic (~70%) design drawings, including equipment schedules and outline specifications

- Document all necessary building works

- Existing HVAC design drawings are attached in Attachment C

This project involves the design, scoping, and preparation of work for the replacement of the existing office air conditioning system.

The works involve: ?

- Installation of new air conditioning and verification of existing infrastructure?

- Concept and schematic design, documentation, and certification of mechanical and electrical systems

- Design must confirm system capacity, not just comment on existing services

- Advise, design and scope to change system to split system - including whether option is available for the use of vents in the ceiling to assist with distribution of cool air

- The project will assess the feasibility of utilising existing ductwork and vents where possible

- Where existing vents are compatible with the new split-system air conditioning units, they may be retained to minimise disruption and cost

- Any vents or ducting found to be incompatible with the new system will be removed and replaced as required to ensure optimal airflow and system performance

- The final design will confirm the number, location, and type of vents needed to achieve consistent climate control across the facility (If required)

- The intent is to provide a compliant and energy-efficient building services design suitable for Design & Construct delivery, enabling the contractor to complete detailed design and construction without major redesign

Preliminary Works

- Review existing air conditioning system documentation, drawings, and maintenance history

- Undertake site inspection/s to assess the condition of the current air conditioning system, and associated infrastructure

- Identify system requirements, load calculations, and any constraints impacting design

Design

- Prepare a design proposal for the replacement AC units, ensuring compliance with relevant Australian Standards and building codes

- Assess integration with existing Building Management Systems (BMS), electrical supply, and associated controls

- Provide design options considering energy efficiency, system reliability, and lifecycle costs

- Incorporate AC system replacement requirements within the design

Scope Documentation

- Develop a detailed Scope of Works for the AC systems replacement, including:

- Equipment specifications (capacity, efficiency ratings, footprint)

- Connection requirements (hydraulic, electrical, controls)

- Demolition/removal methodology for existing

- Installation methodology for new equipment

- Testing and commissioning requirements

- Warranty and maintenance obligations

Deliverables

- Report detailing the existing system and recommending the best possible solution

- Finalised design documentation

- Assessment of split-system feasibility

- Electrical capacity assessment

- Detailed Scope of Works document suitable for tendering/quoting

- Cost estimate (indicative) for replacement works

- Implementation timeline and staging recommendations to minimise disruption to office operations

Exclusions

- Actual supply, installation, or commissioning of new chiller/cassettes (covered under future works contract)

- Upgrades to unrelated mechanical, electrical, or structural systems not impacted by this replacement

Standards and Compliance

All design and documentation must comply with:

- Australian Standards AS 1668, AS/NZS 3666, AS 1851

- National Construction Code (NCC)

- Workplace Health and Safety (WHS) requirements

Delivery Address: Capella Council Office - 4 Conran Street, Capella

Background information / Compatibility requirements

The other evaluation criteria and weightings that will be used to evaluate offers are:

Understanding of Scope and Methodology – 20%

Relevant Experience and Capability – 20%

Program and Deliverables – 20%

Cost and Value for Money – 30%

Development of Competitive Local Business and Industry – 10%

Start Contract Date 2 November 2026

End Contract Date 28 February 2027

Buyer: Central Highlands Regional Council

Buyer location: 65 Egerton St, Emerald, Queensland 4720, Australia

VendorPanel reference: VP526809

Buyer's reference: RFQ260217

Opens: Friday 02 October 2026 (E. Australia Standard Time)

Closes: Friday 23 October 2026 02:00 PM (E. Australia Standard Time)

Supplier query cut-off: Sunday 18 October 2026 02:00 PM (E. Australia Standard Time)

Expected decision: Friday 30 October 2026 (E. Australia Standard Time)

Categories: Building Trade & Repairs & Maintenance Services; 1: Air Conditioning Maintenance & Services; Engineering & Research & Technical Based Services; 1: Engineering Consulting Services; Mechanical Plant & Equipment & Services; 1: Air-Conditioning Systems

Regions of service: Queensland; 1: Fitzroy; All Regions of Service locations are within Australia.

Tender documents: 4

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