REQUEST FOR PROPOSALS FOR FACILITIES MANAGMENT ...

unscheduled task requirements not later than the normal duty day close of business. These
daily task requirements shall be distributed to appropriate Contractor personnel in time for
work the next day. The Contractor shall generate and maintain a record of work requests
and resulting accomplished tasks. The Contractor shall provide a summary of completed
work requests by location to the Director of Facility Services or designee twice per month.
4.2.9 Technical Assistance:
The Contractor shall provide technical assistance, to answer technical questions, escort and
work with consultants (hired by the District or Contractor) on building related projects, draw
technical sketches, review technical drawings, and provide advice to District representatives
in all operation, maintenance, repair, and building or system upgrades relating to the
buildings covered by this contract.
4.2.10 Maintenance Management System:
The Contractor shall also be responsible to maintain an equipment history for all service
calls (work orders), repairs, and Preventive Maintenance (PM) performed on each piece of
building equipment in inventory. The Contractor shall update all equipment history records
within 7 days after service calls, repairs, or PM activities have occurred.
4.2.10.1 Changes in Equipment Inventory:
The Contractor shall maintain and update building equipment data.
4.2.10.2 New Facilities:
Following the acceptance of a newly constructed facility (or following major
renovation), all facilities shall be entered into the Contractor's recordkeeping
systems within thirty (30) days.
4.2.11 Preventive Maintenance (PM) and Certification:
The Contractor shall schedule, perform, and document all required PM and equipment
certifications. The Contractor shall be required to provide this log to the District upon
request. PM consists primarily of inspection, cleaning, lubrication, adjustment, calibration,
corrosion control, touch-up painting, and minor part/component replacement (e.g. filters,
belts, hoses, fluids, hardware) as required to increase the reliability and effectiveness of
equipment by minimizing malfunction, breakdown, and deterioration of equipment; and the
identifying of any repairs required to bring the equipment up to the manufacturer’s operating
standards. Preventive maintenance checklists adopted from the R.S. Means recommended
standards, shall serve as the minimum acceptable preventive maintenance performed by
the Contractor. In the absence of checklist being available for a particular piece of
equipment or system, the Contractor shall follow the manufacturer's documented preventive
maintenance standards.
4.2.12 Preventive Maintenance Performance and Scheduling:
4.2.12.1 General Preventive Maintenance:
The Contractor shall perform all PM services required to effectively maintain all
building equipment and systems in accordance with the standards adopted by the
District. The Contractor shall document all PM tasks and activities. The
Contractor shall provide a new PM schedule and task lists and/or modify the
current PM schedule based on current contract requirements and the up-to-date
equipment inventory during the first 30 days of the equipment’s phase-in period.
The Contractor shall produce PM work orders in accordance with the approved
schedule. Subsequently, the Contractor shall review the PM schedule and
equipment inventory on an annual basis and make appropriate adjustments to the
schedule and records accordingly.
4.2.12.2 Special Preventive Maintenance:
The Contractor shall prepare a separate PM schedule for all building equipment
that requires a substantial outage of building systems before PM can be