Specifications

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(g) List of all work scheduled to be performed, but that was not completed during the specified
time frame.
The monthly report format and information provided shall be pre-approved by the Facility Manager. In
addition, upon request the Contractor shall provide for review, written manufacturer recommendations for
preventive maintenance and the latest adopted editions of applicable codes, rules and/or regulations.
3.09 Safety Inspections and Tests
The Contractor shall perform all safety inspections and test that are required by applicable codes, rules
and/or regulations. The results shall be submitted monthly to the Facility Manager along with the
Preventative Maintenance Schedule (PMS) reports.
The Contractor shall provide all needed equipment to perform the tests at no additional cost to the Facility
Manager. The Contractor shall provide an adequate quantity of qualified technicians familiar with the
equipment to perform tests at no additional cost to the Facility Manager. The Contractor shall furnish test
and condition reports after each test. After tests have been performed, all affected systems, etc. shall be
checked and adjusted as required to meet manufacturer’s recommendations. Systems shall not be
placed in service until all tests, checks and adjustments are completed and the system(s) are in
proper working condition. The Contractor will not be held responsible for any damage to the building
and equipment caused by these tests, unless such damage is a result of negligence by the Contractor.
Failure to follow correct procedures to prevent damages and failure to perform pretest examination shall
be considered negligence by the Contractor.
3.10 Maintenance Services
Except for callback service, the Contractor shall perform all work during regular work hours of regular
working days or as approved by the Facility Manager. The time of day each system is to be shut down
for routine maintenance will be scheduled with the Facility Manager to minimize disruption. The
Contractor shall record, in a log maintained by the Facility Manager, the actual arrival and departure times
each day they are in the building. The Facility Manager will maintain a list of any non-emergency
maintenance items and provide this list to the Contractor for corrective action.
3.11 Spare Parts
The Contractor shall provide all replacement parts of every description. All replacement parts shall be
new as specified by the original manufacturer or new after-market parts that are accepted by the industry
as equal or better. In any instance where replacement parts specified by the original equipment
manufacturer or after-market part of equal or better quality are no longer available, an “equal” item may
be acceptable, provided advance written approval of an item is obtained from the Facility Manager. The
Contractor shall evaluate each specific installation to determine the spare parts inventory needed to be
maintained on site in order to prevent downtime for spare parts procurement. The Contractor shall have
and maintain on hand locally, a supply of spare parts sufficient for the full maintenance and expedient
emergency repairs. Extenuating circumstances shall be documented by at least two vendors for
unavailability of parts. At the Facility, the Contractor shall provide sufficient metal storage cabinet space
for spare parts storage and metal containers for storage of waste and other flammable materials. An
adequate supply of tools to make repairs without any undue delay shall also be maintained. The
Contractor shall provide a lock to keep the contents of the metal storage cabinet secure and a key for the
lock shall be provided to the Facility Manager.
3.12 Housekeeping
1. The Contractor’s work site will be kept free of dust, dirt, grease, oil, and foreign debris to the
extent possible as to not pose a safety or operational hazard.
2. The Contractor shall keep all Material Safety Data Sheets (MSDS) on file with the Facility
Manager, or designee, for all commonly used products and shall provide the 1-800 telephone
numbers for all products.