Specifications

5
For each service call, the Contractor shall provide to the Facility Manager, a copy of the work ticket(s)
along with supporting documentation that contains the following minimum information:
(a) Name and address of the Contractor
(b) Name of the Contractor’s employee in charge of the work
(c) Name of the Contractor’s employee(s) performing the work.
(d) Date(s) work performed and work hours expended.
(e) Brief description of work performed/corrective action including equipment identification.
(f) Signature and name of the Contractor’s employee authorized to sign for the Contractor and attest
to the necessity and completeness of the work, and the accuracy of the invoice.
The format and medium (hard copy or electronic) of such work ticket and supporting documentation
must be approved by the Facility Manager in advance of the first submittal.
In the event of emergency callbacks during other than normal working hours necessitating the payment
by the Contractor of premium or overtime wages, 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 Facility Manager, upon receipt of properly documented bills, will certify for
payment the actual amount for the premium portion of the wages. This emergency callback service is
limited to health and safety type service. The Facility Manager will provide the Contractor with a list of
individuals who are authorized to call for emergency services. This list will be updated as required. The
Contractor shall provide the Facility Manager the names and telephone numbers (home, cellular, and
office) of the persons to be contacted for emergency services.
3.07 Minimum Preventive Maintenance Requirements
1. The Contractor shall perform the necessary preventive maintenance required for safe and reliable
operation, as specified by the manufacturer and applicable codes, rules and/or regulations. The
preventive maintenance shall be performed timely and scheduled according to timeframes set by
the manufacture’s recommendations. If specific equipment covered by this contract requires
additional preventive maintenance, the Contractor shall perform the required preventive
maintenance without additional cost to the Facility Manager. Preventive Maintenance is defined
as regularly scheduled work on the system/equipment that the Contractor shall complete, to
accomplish the following:
(a) Ensure their safe, reliable, and continued operations,
(b) Prevent breakdowns due to worn part(s),
(c) Maintain system/equipment above the point where deterioration begins.
2. Acceptable performance will be based on the following criteria:
(a) Completion of the scheduled preventative maintenance as specified by the manufacture’s
recommendations and applicable codes, rules and/or regulations,
(b) Completion of work check charts for each system/equipment components,
(c) All work required as a result of maintenance deficiencies noted as a result of State
testing/inspections shall be complete within 30 working days of testing/inspection date.
Within 3 working days of said test/inspection, Contractor shall provide the Facility Manager a
schedule which includes but is not limited to; outlining the required scope of work and start
and completion dates for the work.
(d) A level or decreasing trend in service calls/trouble calls. An increased frequency in service
calls/trouble calls is not considered acceptable performance unless they occur by no fault of
the Contractor such as acts of god or vandalism. A service call/trouble call is defined as a
report of a malfunction made by the Facility Manager or designee and the Contractor’s
subsequent response to, and correction of, the problem. In addition, performance shall be