Specifications

New York State Office of General Services
Solicitation Number 1767 Integrated Facility Management
Page 34 of 54
Where specifications or standards are not included herein or later provided by OGS, maintenance shall
be in accordance with manufacturer‘s recommendations and standards. OGS reserves the right to
engage the services of contractors to service or install tenant agency specific equipment or make
alterations. In these instances, the Contractor will coordinate with the agencies and such contractors at
no additional cost.
Contractor shall insure that maintenance and repairs are performed by trained and/or certified technicians
as appropriate, and be scheduled so as to minimize interference with the normal operations of the
tenants. Contractor will maintain a physical inventory of supplies and tools on hand at all times.
5.6.2 Operation and Maintenance (O&M) Manual
The Contractor will provide an O&M Manual for each building to document the administration,
management, and performance of non-maintenance activities to keep the buildings safe and functioning
as designed. In addition, the documented maintenance shall include reoccurring preventative
maintenance activities necessary to maintain or restore the building systems to a safe and functioning
condition.
O&M requirements are determined by the complexity of each building system, program requirements,
safety concerns, and special requirements for potentially hazardous practices. In some instances these
requirements may refer to, or include, manufacturer instructions and operator manuals specific to the
respective building systems.
In the performance of all maintenance/repair work, the contractor will insure that all codes rules, and
regulations, and applicable OGS standard operation procedures are followed by all in-house and sub-
contractor staff e.g. Code Rule 56 compliance, OGS Hot Works permits etc.
5.6.3 Energy Curtailment Plan
The Contractor shall prepare, submit to OGS, and maintain an energy curtailment plan for each facility.
The plan will define specific measures to be taken at each building during an energy emergency situation.
5.6.4 Computerized Maintenance Management System (CMMS)
OGS‘s computerized maintenance management system (CMMS) is AiM (Intelligence in Asset
Management) by Asset Works, Inc. The Contractor shall use the CMMS to manage, schedule, track and
record all activities and costs related to the operation and maintenance of each facility. Including but not
limited to, work order management, project tracking, and report generation.
OGS will provide the necessary computer, the connections, the software installation, the licensing, and
training for the Contractor‘s staff, as appropriate. In the event that AiM is not available at the time of
contract approval, the Contractor agrees to implement and maintain a comparable Computerized
Maintenance Management System at the Company‘s sole cost and expense.
OGS has provided a listing of building system equipment for each facility, (See exhibit B-7) based on the
best data available, for the Contractor‘s information and use; however it is the Contractor‘s responsibility
to verify the accuracy and completeness of the equipment inventory, and insure that the inventory is
maintained in an accurate and appropriate manner within the CMMS system in use.
5.6.5 Emergency Services
The Contractor shall be on call and be the single initial point of contact to provide emergency services as
needed on a twenty-four (24) hour, seven (7) days a week basis.
The Contractor's representative has a maximum of one hour to respond on site at the Facility to address
the emergency, and notify the OGS representative as soon as practicable.