Specifications

4
recent upgrade specifications. All material and equipment furnished shall be new and in excellent
working condition. All maintenance, adjustments, and repairs shall be in compliance with the equipment
manufacturer’s written recommendations latest applicable adopted editions, including supplements, of
applicable codes, standards, etc.
The Contractor shall give immediate notice to the Facility Manager of any apparent damage to the
equipment. The Contractor shall notify the Facility Manager, verbally on the day of discovery, and shall
follow-up in writing no later than three (3) days thereof, informing of the existence or development of any
defects in, or repairs required to, the equipment which the Contractor does not consider to be its
responsibility under the terms of the contract. Failure to do so will render the Contractor responsible for
those repairs at no additional cost to the Facility Manager. The Contractor shall furnish the Facility
Manager with a written estimate of the cost to correct the defects or make the required repairs. The
Contractor’s estimate shall be itemized into labor and material costs. The OGS/Facility Manager reserves
the right to make final decision concerning the responsibility for such corrections or repairs. In those
instances when the OGS/Facility Manager determines that the OGS/Facility Manager is responsible for
such corrections or repairs, the OGS may enter into negotiations with the Contractor to affect the repairs.
If the OGS, the Facility Manager, and Contractor reach agreement over the price and conduct of the
repair, the OGS will issue an Authorization Letter that will fund the repair and serve as the Contractor’s
notice to proceed. However, the OGS/Facility Manager reserves the right to solicit offers from, and have
corrections or repairs made by, other sources.
3.03 Work Scheduling
The Contractor shall instruct his/her personnel that anytime work is to be performed under this contract,
that they shall coordinate all activities with the Facility Manager prior to arriving at the Facility, to ensure
the equipment is available and access to the Facility can be granted. Also, when arriving at the Facility,
all Contract personnel shall report to the Facility Manager in such a manner as pre-determined by the
Facility Manager, and when exiting the facility, Contractor shall again notify the Facility Manager.
3.04 Overtime
During the term of the contract, the Facility Manager may authorize the Contractor to use overtime in
order to expedite major repairs. This authorization will be granted only in those instances where the
Facility Manager has made a determination that such action is in the overall best interest of the State.
When this authority is granted, the Contractor shall pay its employees at a minimum, the overtime-hourly
rate required by the New York State prevailing wage rate schedules or applicable Living Wage rate, and
the State will reimburse Contractor for the difference between the regular hourly rate and the overtime-
hourly rate.
3.05 Equipment, Wiring, and Circuit Changes
The Contractor shall not make changes or alterations to the existing mechanical equipment, circuits,
circuit wiring, or sequencing, and may not alter the original circuit or wiring design of the system(s) unless
authorized in writing by the Facility Manager. The Contractor shall submit any such proposed change to
the Facility Manager for approval, and shall include complete legible drawings and wiring diagrams, as
well as a complete description of the proposed change. Prior to submitting the proposed change, the
Contractor shall, at its own cost and expense, obtain comments from the original equipment manufacturer
concerning the overall effect of such changes on the system. If changes are made, the Contractor shall
provide the Facility Manager with three exact copies of as-built drawings of the modifications including a
complete description of the changes.
3.06 Callback Service
The Contractor shall provide 24-hour-a-day, 7 days-a-week, callback service, as part of the monthly
maintenance fee and at no added cost to the Facility Manager. The Contractor may only bill for callback
service if the work performed is not the responsibility of the Contractor (e.g. repairs for vandalism, fire,
acts of God, negligence by the State, or other unusual circumstances). In the event of callback service, a
technician will report to the site of the call when requested by the Facility Manager or those persons
designated by the OGS, within one (1) hour after receipt of request.