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Engineering Procedure

SAEP-142
Management of HVAC Equipment Replacement

14 June 2015

Document Responsibility: HVAC Standards Committee

Saudi Aramco DeskTop Standards


Table of Contents
1

Scope............................................................ 2

Conflicts with Mandatory Standards.......... 2

References.................................................... 2

Definition........................................................ 3

Responsibilities.............................................. 4

Procedures Components.............................. 5

Components Description............................... 6

Appendix A......................................................... 14
Appendix B......................................................... 15

Previous Issue: New

Next Planned Update: 14 June 2018

Primary contact: Al-Hamid, Adel Sulaiman (hamias0a) on +966-13-8809593


CopyrightSaudi Aramco 2015. All rights reserved.

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

Scope
1.1

This procedure describes the implementation and administration requirements to


facilitate proactive condition monitoring and to ensure cost effective replacement of
HVAC equipment within Saudi Aramco facilities. Guidelines are based on life
cycle cost concept, ensuring continuous and reliable operation of HVAC systems.

1.2

This Procedure defines criteria for determining suitable optimization/replacement


strategy for HVAC equipment with focus on elevating energy efficiency and
reducing environmental impact throughout Saudi Aramco Facilities.

1.3

This Procedure covers the following major energy consuming HVAC equipment:
Air Cooled Chillers.
Water Cooled Chillers.
Central DX Units.
Packaged Units.

1.4

HVAC Equipment which failure would constitute a safety hazard shall be


modified or replaced immediately based on evaluation by Loss Prevention
Department.

Conflicts with Mandatory Standards


Any conflict between this Procedure and other applicable Saudi Aramco Engineering
Procedures (SAEPs), Saudi Aramco Engineering Standards (SAESs), Saudi Aramco
Material Systems Specifications (SAMSSs), Saudi Aramco General Instructions (GIs),
or other applicable Company operating instructions shall be resolved in writing through
the Manager, Consulting Service Department.

References
The mandatory engineering requirements of the HVAC system for specific application shall
be considered per the relevant Saudi Aramco and international codes and standards.
3.1

Saudi Aramco References


Saudi Aramco Engineering Standards
SAES-K-001

Heating, Ventilating and Air Conditioning (HVAC)

SAES-K-002

Air Conditioning Systems for Essential Operating


Facilities

Page 2 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAES-K-003
3.2

SAEP-142
Management of HVAC Equipment Replacement

Air Conditioning Systems for Communications


Buildings

Industry Code and Standard


American Society of Heating, Refrigerating and Air Conditioning Engineers
ASHRAE 90.1

Energy Standard for Buildings Except Low-Rise


Residential Buildings

Definition
HVAC: Heating Ventilation and Air Conditioning.
Database: Data developed and maintained by each respective proponent, this database
will be available company-wide for sharing experience and lesson learned.
HVAC Master Plan: A plan headed by FPD, to address all expected future projects,
including the replacement of HVAC equipment.
HVAC Technical Points of Contact (HTPC): Person familiar with HVAC equipment
types, and has past experience in HVAC.
Major Failures: Any event resulting in a loss or degradation of the function of the
equipment being analyzed due to failure of major parts such as compressor, heat
exchanger, refrigerant leakage, and resulted in downtime of more than 48 hours.
Energy Efficiency Ratio (EER): The ratio of net cooling capacity in Btu/h to total rate
of electric input in watts under designated operating conditions.
Coefficient of Performance (COP): Cooling in KW/input power in KW
Smart Matrix Tool (SMT): A tool that includes information about the HVAC system,
such as age, failure type, this tool utilizes scoring system based on ten categories to
estimate the final score and degree of replacement.
Life Cycle Costing (LCC): The total discounted costs of owning operating, maintaining,
and disposing of building system over appropriate study period.
FPD: Facility Planning Department
Life Cycle Costing Analysis (LCCA): A general approach to economic evaluation that
encompasses several related economic evaluation measures, and take into account all
costs related to owning, operating, maintaining equipment over the life of equipment.
Air Cooled Chillers: An air conditioning unit that removes heat from a liquid via a
vapor-compression Cycle. This liquid can then be circulated through a heat exchanger
Page 3 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

to cool air or equipment as required; the heat rejection of this chiller is removed by
Condensers fans.
Water Cooled Chillers: An air conditioning unit that removes heat from a liquid via a
vapor-compression or absorption refrigeration cycle. This liquid can then be circulated
through a heat exchanger to cool air or equipment as required, the heat rejection of this
chiller is removed by cooling tower.
Central Split: Air Conditioning system consisting of equipment provided in more than
one enclosure, usually with supply air distribution equipment housed separately from
the refrigeration equipment.
Packaged Units: An air-conditioning unit having the means of air cooling, air heating,
air circulation, air cleaning, and the controls thereof, in the same cabinet with the
condensing unit.
5

Responsibilities
5.1

5.2

Proponent Responsibility
5.1.1

Proponent is responsible for the overall administration, coordination, and


execution of the HVAC Replacement Program for his respective facility.

5.1.2

Proponent Representative is responsible to obtain and input vendor


specific Database information.

5.1.3

Proponent is responsible for updating criteria input data of equipment


using the HVAC Equipment Replacement SMT.

5.1.4

Proponent Department HTPC shall build the database sheet as per


Appendix A.

5.1.5

Complete all individual criteria section of the SMT as mentioned in this


SAEP.

5.1.6

Proponent to submit the database with SMT overall recommendation and


relevant data and documents to FPD.

5.1.7

Proponent shall follow up with FPD regarding the status of the outcome.

FPD Responsibility
5.2.1

Review the SMT overall recommendation and data provided, and


confirm the individual data input.

5.2.2

Confirm category of equipment replacement.


Page 4 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

5.3

SAEP-142
Management of HVAC Equipment Replacement

5.2.3

Conduct life cycle costing as required by this SAEP.

5.2.4

Use the HVAC Equipment Replacement Database as one input to a


business case analysis on new project submittals from proponents, and
for future updates to the HVAC Master Plan.

5.2.5

Maintain its traditional role of business case and project alternative


analysis, and the development of project justifications consistent with the
Capital Programs investment policies, and requirements of Corporate
Planning and Finance.

5.2.6

Utilize Replacement criteria evaluations to identify business


opportunities, and assist in the development of migration, upgrade and
replacement Programs and Planning Strategies via updates of the HVAC
Master Plan.

CSD Responsibility
5.3.1

HVAC Standards Committee shall be responsible for ownership of this


SAEP.

5.3.2

Assist with all technical matters associated with this effort.

5.3.3

Review equipment condition assessment reports.

5.3.4

Maintain and update SMT as necessary.

5.3.5

Mediate, and provide interpretation on issues related to this SAEP.

Procedures Components
HVAC Equipment Replacement procedure consists of the following components:
6.1

DATABASE: A Company-Wide database of HVAC Equipment information


prepared by each Proponent department. This database shall be accessible to all
Business Lines, Admin Areas and Departments. This Database shall be updated
and maintained by each respective Proponent in a cycle that does not exceed
three years.

6.2

CRITERIA: Ten points Replacement evaluation Criteria and scoring system


with guidelines that are intended to provide an objective measure of replacement
for existing HVAC Equipment. The Criteria will be populated and updated by
each respective Proponent using the database and the Smart Matrix to determine
and track HVAC equipment replacement.

Page 5 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

6.3

REPORTS: Upon completion of the Criteria evaluation, and the Smart Matrix
the Proponent shall generate the report.

6.4

Replacement Plan: Reports shall be provided by Proponent to Facilities


Planning Department (FPD) as an input to the development of the business case
methodology for new project submittals by Proponents, and shall be used for
future updates of the HVAC Master Plan.

Components Description
This section provides an overview of the requirements to manage the HVAC Equipment
Replacement Database, Replacement Criteria, and Reporting Systems.
7.1

Database
The database contains detailed information on the existing HVAC Equipment
for each Saudi Aramco facility. The database tracks the following equipment
types:
Air Cooled Chillers
Water Cooled Chillers
Central Split
Packaged units

7.2

7.1.1

Proponent Department shall develop a comprehensive database of the


HVAC equipment Using the Smart Matrix tool, see Appendix A.

7.1.2

Proponent Department shall appoint HVAC Technical Points of Contact


to collect, populate, and maintain the Smart Matrix tool database as
required by this procedure.

7.1.3

The database shall be based on best available information and shall be


updated in a cycle that does not exceed three years.

HVAC Replacement Criteria


7.2.1

The HVAC Equipment Replacement Criteria consists of 10 individual


criterions. These criterions will be inputted into the SMART Matrix
which will produce an objective measure of that HVAC equipment,
degree of replacement is classified into three categories, as follow:
Obsolete and Recommended for replacement
Transitional (require LCC as additional measure)
No action required (Periodical monitoring)
Page 6 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

7.2.1.1

SAEP-142
Management of HVAC Equipment Replacement

Criteria 1: Location of HVAC Equipment


Location is divided into the following:

Out of plant Area-Within 2 KM of seashore


Out of plant Area-More than 2 KM from seashore
In plant Area -Within 2 KM of seashore
In plant Area -More than 2 KM from seashore
In plant Area - Offshore

7.2.1.1.1 The effect of the In-plant area /proximity to


seashore is embedded in the SMT.
7.2.1.1.2 In plant area and/or Proximity to the seashore directly
affect the HVAC equipment material, which make
equipment more susceptible to corrosion and
degradation.
7.2.1.2

Criteria 2: Criticality of the Facility


HVAC equipment is considered critical if it serves:
7.2.1.2.1 Essential operating facility as defined in
SAES-K-002, or SAES-K-003.
7.2.1.2.2 For facilities not covered in the drop down list in the
SMT, Proponent Management shall submit request
to CSD for assessment and recommendation.
7.2.1.2.3 The criticality of the facility is embedded in the
Smart Matrix tool.
7.2.1.2.4 Higher score is assigned for equipment that serves
critical facilities.

7.2.1.3

Criteria 3: Age of Equipment


7.2.1.3.1 Age of equipment shall be based on the date of
installation.
7.2.1.3.2 Equipment service life is based on ASHRAE and
SAES-K-001.
7.2.1.3.3 Scoring is directly proportional to the age of
equipment.

Page 7 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

7.2.1.3.4 Age of equipment shall be inputted into the SMT.


7.2.1.4

Criteria 4: Availability of Backup System


7.2.1.4.1 HVAC equipment is considered redundant if there is
a standby unit that serves the conditioned space in
case of loss or failure of the main HVAC equipment.
7.2.1.4.2 Lack of standby unit in critical facility will result in
prioritizing replacement of the HVAC equipment by
additional scoring.
7.2.1.4.3 If critical facility is not provided with standby unit
the SMT will flag the equipment as serious concern,
Proponent shall act on complying with standards
immediately.

7.2.1.5

Criteria 5: Availability of Spare Parts


7.2.1.5.1 Availability of spare parts is a vital element in HVAC
Replacement and this is reflected in the SMT.
7.2.1.5.2 This criteria is based on the availability of spare
parts within the Saudi Aramco system, the Original
Equipment Manufacturer or from an approved third
party supplier.
7.2.1.5.3 The SMT will flag any abnormal entries based on
unit type and corresponding age.

7.2.1.6

Criteria 6: Refrigerant Type/Leakage Rate


7.2.1.6.1 This criteria is to ensure compliance with the
governmental and environmental requirements with
respect to impact on ozone depletion potential
(ODP) by CFC and HCFC refrigerants and global
warming potential (GWP).
7.2.1.6.2 This criteria is based on the refrigerant utilized in
the equipment.
7.2.1.6.3 Refrigerant Leakage percentage is calculated by
dividing the weight Refrigerant added annually/The
weight of the systems full charge.

Page 8 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

7.2.1.6.4 Leakage rate is classified into four categories, each


has a corresponding scoring weight based on the
leakage rate and refrigerant type, these categories are:

7.2.1.7

(0% - <2%)
(2% - <4%)
(4% - 6%)
More than 6%

Criteria 7: Energy Efficiency Ratio (EER)/COP


7.2.1.7.1 The energy efficiency ratio is one of the main
factors to:
Ensure compliance with Saudi Aramco Standards
Improve energy efficiency
Reduce operational costs.
7.2.1.7.2 EER, COP, or KW/Ton shall be based on the
equipment name plate.
Note:

If EER, COP, or KW/Ton is not available on


nameplate then the HVAC equipment Proponent
shall obtain this information from the respective
manufacturer.

7.2.1.7.3 Degradation in Energy efficiency of the equipment


is taken into consideration and is based on age and
condition of equipment.
7.2.1.7.4 SMT will correct the EER value based on the
inputted age of the equipment, correction is based
on an interval of 5 years of equipment life.
7.2.1.7.5 Score and weight is based on comparing the
corrected EER of the HVAC equipment with
ASHRAE 90.1 values, and SAES-K-001, and has
been divided into four categories:

50% less than SAES-K-001 EER Values


30% less than SAES-K-001 EER Values
Up to 20% less than SAES-K-001 EER Values
Meet or exceed SAES-K-001 EER Values

Page 9 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

7.2.1.8

SAEP-142
Management of HVAC Equipment Replacement

Criteria 8: Reliability of the Equipment


7.2.1.8.1 This score is based on the number of major failures
that have occurred in one year.
7.2.1.8.2 Failures caused by human error shall not be
considered.
7.2.1.8.3 Proponent shall score this criteria based on actual
existing data.
7.2.1.8.4 The assessment of the condenser/Evaporator
coils/fins has been divided into three categories
based on degradation and corrosion level relative to
brand new equipment, these are:
Degradation/Corrosion Less than 15% of brand
new equipment
Degradation/Corrosion between 15% - 30% of
brand new equipment
Degradation/Corrosion More than 30% of brand
new equipment
7.2.1.8.5 Physical condition shall be assessed by qualified
technician.
7.2.1.8.6 The assessment of the Shell & Tube heat exchanger
of chillers has been divided into four categories
based on percentage of tubes plugged to the total
number of tubes in the heat exchanger, these are:

Plugged tubes is less than 1%


Plugged tubes between 1%-<3%
Plugged tubes between 3%-<=5%
Plugged tubes more than 5% but <10%

7.2.1.8.7 Electrical components and electronic controller is


based on number of repeated major failures per year.
7.2.1.9

Criteria 9: Major Replacement of HVAC Components


7.2.1.9.1 The score will take into consideration the
replacement of the critical components such as
compressor, condenser, and evaporator.

Page 10 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

7.2.1.9.2 Equipment with replaced major parts within the last


five years will be credited accordingly.
7.2.1.10 Criteria 10: Simple Payback
7.2.1.10.1 Simple payback is a function of operational and
maintenance costs.
7.2.1.10.2 Payback is calculated by dividing the estimated cost
of new unit by the sum of the operational and
maintenance cost savings.
Payback = Estimated cost (new unit)/(operational &
maintenance savings/Yr.)
7.2.1.10.3 Maintenance cost include costs associated with
major failure/ replacement and does not include the
routine PM.
7.2.1.10.4 Operational cost saving is based on:
Capacity of the unit (Ton)
Annual operating hours
Difference between actual EER, COP, or KW/Ton
(as provided by nameplate) of the existing unit and
the proposed energy efficient unit.
Load factor of the unit.
7.2.2

Criteria Scoring
The HVAC Equipment Replacement Criteria is to be scored utilizing the
information retained in the database. The Criteria requires careful and
deliberate evaluation using the best information and data available; these
data shall be populated by the HTPC.

7.2.3

Scoring Application
The HVAC Equipment Criteria, scores, and weight factors are embedded
in the Smart Matrix Tool, which is user friendly and will require inputting
each specific criteria [hyperlink]. This input will be used to run through
logic formulas in the Matrix that will provide recommendation of the
HVAC equipment replacement, and will flag areas of concern.
The Smart Matrix tool will also provide an estimated annual energy
saving if the unit is replaced with an energy efficient unit that complies
Page 11 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

with ASHRAE 90.1.


7.3

HVAC Equipment Replacement Reporting


HVAC Equipment Category Reporting is divided into three areas:

7.4

7.3.1

Category 1: HVAC Equipment is not due for replacement, Continue to


Monitor and Report.

7.3.2

Category 2: Further Analysis is required through Life Cycle Costing


Analysis to build a business case and justify replacement.

7.3.3

Category 3: Equipment is recommended for replacement, Proponent


shall submit recommendation and documentation to FPD/PMOD for
verification.

7.3.4

HVAC Equipment Replacement request shall be initiated by Proponent.

7.3.5

HVAC Equipment Replacement Report shall be generated by the


department Proponent showing all criteria labels supported with
documentation.

7.3.6

The report and overall recommendation shall be submitted by Proponent


to FPD for review.

7.3.7

FPD shall review the report and provide recommendations to the


Proponent accordingly.

HVAC Replacement Plan


The HVAC Equipment Replacement condition as measured through this SAEP,
is one of the inputs to developing the business case justification for HVAC
Equipment upgrade or replacement projects. In itself, the result of the
replacement measurement does not constitute justification, inclusion or approval
of a project in the Capital Program.
Following are general guidelines that shall be used to plan for HVAC equipment
identification and replacement:
7.4.1

Before submitting any business case, Proponent shall conduct HVAC


Replacement assessment, and use the SMT tool.

7.4.2

Proponent shall support the SMT input data with documents,


e.g., equipment condition assessment report, equipment test result, and
maintenance cost.

Page 12 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

7.4.3

Once equipment Replacement is confirmed, FPD will prioritize HVAC


Equipment replacement based on the SMT output.

7.4.4

FPD shall conduct economic analysis based on LCC analysis for HVAC
equipment in Category 2.

7.4.5

Life Cycle Costing Analysis shall evaluate different energy efficient


options with comparison with the base case (Existing equipment).

7.4.6

Criteria for accepting or rejecting replacement shall be based on defined


acceptable net savings, ROI, and discount rate as determined by FPD.

7.4.7

Components of the LCC shall be based on:


7.4.7.1

Operational Cost
Operational cost is estimated based on EER/COP of the units,
hours of operation, and cooling capacities, for both existing
and alternative option.

7.4.7.2

Maintenance Cost
Maintenance cost includes costs associated with major failure/
replacement and does not include the routine PM.

7.4.7.3

Capital Cost
Cost for purchasing and installation of the alternative energy
efficient equipment.

7.4.7.4

Discount Rate
As determined by FPD.

7.4.7.5

Assumptions
Assumptions shall be on best engineering judgement.
These assumptions include items such as operating hours,
environmental conditions, EER, and maintenance cost of the
alternative units and shall be documented.

14 June 2015

Revision Summary
New Saudi Aramco Engineering Procedure that provides implementation and administration
guidelines and tools to facilitate proactive condition monitoring and cost effective replacement
of HVAC equipment within Saudi Aramco facilities.

Page 13 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

Appendix A
See attached SMT: (Hyperlink to SMT)

Page 14 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

Appendix B
Criteria 1: Location of HVAC Equipment
Guideline for scoring:
Score
10
10
10
10
10

Out of plant Area-Within 2 KM of seashore


Out of plant Area-More than 2 KM from seashore
In plant Area -Within 2 KM of seashore
In plant Area -More than 2 KM from seashore
In plant Area -Offshore
Criteria 2: Criticality of the Facility
Guideline for scoring:
Criticality of the facility
Critical
Non-Critical
Criteria 3: Age of Equipment
Guideline for scoring:
Age of Equipment
Water Cooled Chiller
Air Cooled Chiller
Packaged
Central Split DX

Score
10
0

Weight
2
0
4
3
5

Weight Factor
4

>3-5

>5-10

0
0
0
0

0
10
20
30

10
20
30
40

>10-15 >15-20
20
30
40
50

Criteria 4: Availability of backup system


Guideline for scoring:
Availability of backup system
No Standby
Standby Available

Score
10
0

Wt Fact

Criteria 5: Availability of spare parts


Guideline for scoring:
Spares availability
Not available
Available

Score
10
0

Wt Fact

30
40
50
60

>20
60
80
100
120

Page 15 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

Criteria 6:Refrigerant Type/Leakage Rate


CFC/HCFC
0%-2%
Score
Water Cooled Chiller
Air Cooled Chiller
Packaged
Central Split DX

2%-4%

4%-6%

More than 6%

10
Wt Fact

3
2.5
2
1.5

3.5
3
2.5
2

4
3.5
3
2.5

8
7
6
5

Other than CFC or HCFC


2%-4%

4%-6%
10
Wt Fact
3.5
3
2.5
2

Score
Water Cooled Chiller
Air Cooled Chiller
Packaged
Central Split DX

3
2.5
2
1.5

Criteria 7: Energy Efficiency Ratio (EER)/COP


Water cooled
50% less than SAES-K-001 EER Values
30% less than SAES-K-001 EER Values
Up to 20% less than SAES-K-001 EER Values
Meet or exceed SAES-K-001 EER Values
Criteria 8: Reliability of the Equipment
Guideline for scoring:
A) Mechanical Failure
Major Mechanical Failure per Year
Water Cooled Chiller
Air Cooled Chiller
Packaged
Central Split DX

Score

10

Score

10

More than 6%

7
6
5
4

Wt factor
10
5
2
0

Wt Fact
10
10
5
5

Page 16 of 17

Document Responsibility: HVAC Standards Committee


Issue Date: 14 June 2015
Next Planned Update: 14 June 2018

SAEP-142
Management of HVAC Equipment Replacement

B) Corrosion
% of Corroded Area
No corrosion
Less than 15%
15% - 30%
More than 30%

Score

10

C) Plugged tubes in Water Chillers


% of plugged tubes in Water Chillers
Less than 1%
Score
Water Cooled Chiller
D) Number of Controller Failure
Number of Controller Failure per Year
1 to 3 Failures
3 to 6
more than 6

Wt Fact
0
2
4
8

1%-3%

3%-5% More than 5%

10
Wt Fact
3.5

Score
10

Wt Fact
2
4
8

Criteria 9: Major replacement of HVAC components


Guideline for scoring:
Period of Major replacement
1 - 3 yrs.
3 - 5 yrs.
More than 5 yrs.
Criteria 10: Simple Payback
Guideline for scoring:
Simple payback
up to 3 yrs.
3 to 6 yrs.
6 to 10 yrs.

Score

Wt Fact

10

-4
-2
0

Score
10

Wt Fact
10
8
4

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