EQUIPMENT MAINTENANCE STATEMENT OF WORK

I.  Scope:

A.  Provide emergency services for a maximum of 150 normal hours and 50 overtime/ premium hours for maintenance and repairs on laboratory equipment and devices which are the responsibility of the Department of Transportation. The equipment and items requiring service are listed in Appendix A.

B.  Provide 12 service and inspection visits of listed laboratory equipment, at specified intervals:

  1. Inspections: Service contract personnel will make a very thorough examination of each piece of equipment they are called upon to inspect and report and discrepancies noting the problem and the corrective actions that should be taken to correct it. The inspection report when completed is to be turned over to the Building Maintenance Foreman. Together they will review the report, with emphasis on the solution to any problem found.
  2. Service: Service contract personnel will as part of their duties include the cleaning, adjustments, calibrations, replacing worn or damaged belts, replace filters, lube, change oil, clean coils, add Freon as part of the equipment service.
  3. All equipment is to be scheduled for service and/or inspection in the first full week of each month.
  4. Repairs: Must be pre approved. All replaced parts will be turned over to the building Maintenance Foreman for proper disposal.

C.  When a piece of equipment malfunctions or shuts down and that unit is due for a monthly service that has not been done at the time the problem occurred. The monthly service will be preformed first and if the service corrects the problem no additional amount will be paid beyond that authorized for the service. NOTE: Replacement parts are not a part of the Service Fee.

II.  Location of Work:

A.  Pennsylvania Department of Transportation, Bureau of Construction and Materials, Materials Testing Laboratory, 82 Dogwood Ave, Harrisburg, PA 17110.

B.  Restrictions: No repairman shall be permitted to enter the Computer Room or remain in the Computer Room without one of the computer people or the Building Maintenance Foreman present at all times.

III.  Clarifications of Work:

A.  Before submitting bids, the contractor shall attend a Mandatory Pre-Bid Conference scheduled for Thursday, March 28th , 2013 @ 9:00 AM to acquaint himself with the existing conditions and to clarify all portions of the proposed work.

B.  Bid estimates should be submitted as two general categories.

  1. Hourly price for emergency visits during regular hours based on the hourly rate, and hourly price for emergency visits during premium time based on hourly rate.
  2. Each scheduled service call is to be estimated and added into a grand total for all inspections to be preformed. The total will be divided by the number of service calls for the year to arrive at a cost per service call.
  3. Equipment, consumable supplies and parts are to be supplied at cost plus 20%. The total estimated cost for the part is set at $10,000.00.

IV.  General:

A.  Billing and Payment:

  1. A separate invoice shall be submitted for scheduled calls. The cost shall be for the rate listed on a per call basis and contingent upon compliance with the conditions specified herein.
  2. Emergency repairs shall be separately invoiced, per call at the applicable or overtime hourly rate contingent upon compliance within a short commutable distance.
  3. No payment will be made for travel time or mileage to the project site, since all bidders shall be available within a short commutable distance.
  4. Payment will be made at the specified hourly bid rate per man hour for regular or overtime labor as applicable.

B.  Approvals:

  1. Contractor must obtain approval prior to repair or replacement of work parts or defective controls.
  2. Contractor personnel must contact upon arrival, and before starting work, a building authority when making each visit and must obtain signature of a building authority to certify that the work has been completed.

C.  Response Time and Penalties:

  1. Contractor must answer and take care of emergency service calls with reasonable promptness and in no case (unless agreed to otherwise by the customer) shall it take more than 24 hours to respond to a call.
  2. Two (2) instances of failure to respond within the 24 hour time constraint shall constitute a contract violation. The Commonwealth may, at its discretion, impose liquidated damages of $10 per hour up to a maximum of $ 50 per day for each day the contractor fails to respond to an emergency call.

D.  Service Records:

  1. For each “inspection” visit the contractor shall provide the Building Maintenance Forman with a deficiency checklist.
  2. A service record will be maintained after completion of any service or repair call. This will include “start-up”, “shut-down”, service, maintenance, inspection and emergency repairs.

E.  Emergency Repair Service:

  1. Work required other than the scheduled work included in this contract is considered emergency repair service.

F.  Workmanship:

  1. Inspection and maintenance of equipment shall be accomplished by personnel trained, qualified and employed and supervised by contractor capable of performing this type of work.

G.  Salvage:

  1. All equipment and material removed, excluding throwaway filters shall be turned over to the Building Maintenance Foreman.
  2. Removed parts shall remain the property of the Commonwealth and no new parts will be paid for unless the old removed part has been deposited with the Building Maintenance Foreman.

H.  Liability:

  1. The contractor shall not be liable for any of the following: Corrections in the design of equipment; injuries to persons or damages to property, unless due to the negligent acts or negligent omissions of the contractor’s employees.

I.  Clean Up:

  1. After all work is complete, the contractor shall thoroughly clean the area at the facility where dust, oil or debris has accumulated as a result of contracted work.