Specifications

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unacceptable if the Contractor fails to repair or correct deficiencies reported to the Contractor
and for which the Contractor is responsible.
3. Prior to removing the system/equipment from service, the technician shall coordinate the removal
with the Facility Manager.
4. The system/equipment put out of service shall be pre-approved by the Facility Manager. The
time of day and the expected duration that the system/equipment can be shut down for routine
maintenance shall be scheduled with the Facility Manager to minimize the disruption caused by
the shutdown.
3.08 Reporting Requirements
1. Maintenance Control Plan (MCP): Within fourteen (14) calendar days of contract award of this
solicitation, the Contractor shall prepare and submit an approvable Maintenance Control Plan,
supported by written manufacturer’s documentation and applicable codes, rules and/or
regulations, to the Facility Manager for review and approval. The approved MCP shall include but
not be limited to the following;
(a) The Contractor’s approved MCP must include the number of preventative maintenance hours
(including minor repairs) per month,
(b) The MCP must reflect the 12-month contract year cycle, beginning upon contract award,
(c) The MCP must articulate all required work in such a format that the Facility Manager and/or
any lay person (a non-industry expert) can understand the required tasks and be able to
monitor whether or not the required tasks are being performed at the required intervals and to
the required specifications.
2. Building Logs: The Contractor’s technicians, helpers and their associated personnel shall sign
the building logs in accordance with the Facility Manager’s procedures and guidelines. Failure to
sign in/out, whether intentional or not, may be understood to mean that services were not
performed.
3. Building System/Equipment Records: Contractor shall keep and maintain a hard copy service
record for each system showing all preventative maintenance, repairs and all callback service
performed. The service record(s) shall be kept with the Facility Manager and shall indicate;
(a) Site location,
(b) Date and time (in work hours) required to perform the work,
(c) List all repairs and replacements performed.
The service record format and information provided shall be pre-approved by the Facility
Manager.
4. Monthly Report(s): Contractor will submit to the Facility Manager an electronic report whose
format has been previously approved by the Facility Manager, once per month, for each building
system which outlines the following;
(a) Site location,
(b) Date and time (in work hours) required to perform the work including arrival and departure
times,
(c) Type of work performed (preventative maintenance, repair, callback service, other),
(d) Description of work performed,
(e) In the case of callback service; provide a description of the callback and corrective action
taken,
(f) List of all materials used,