REQUEST FOR PROPOSALS FOR FACILITIES MANAGMENT ...

4.14.2 Inspection Schedule:
The Contractor shall devise a monthly inspection schedule and checklists to be used by its
staff/personnel in regularly scheduled and unscheduled QCP inspections. The schedule
shall identify what equipment will be checked and the checklist shall identify what items will
be inspected on each type of equipment as the checks are being performed. Once
completed, the checklist used shall be signed and dated by the individual performing the
inspection at the time that the inspection is completed.
4.15.3 QCP Documentation of Inspections:
A local file of all inspections conducted by Contractor personnel, including corrective or
preventative actions taken, shall be maintained by the Contractor throughout the term of this
contract. Records of inspections shall be maintained and made available to the District
throughout the contract performance period and for the period after contract completion until
final settlement of any claims under this contract.
4.15 QUALITY ASSURANCE
The District will evaluate the Contractor’s performance using quarterly surveys and periodic
inspections. The Director of Facility Services will oversee the contract. When an observation
indicates defective performance, the Director of Facility Services or his/her designee will require the
Director of Maintenance to initial the observation. The initialing of the observation does not
necessarily constitute concurrence with the observation; only acknowledgment of the defective
performance. Any action taken by the District as a result of surveillance will be in accordance with
the terms of the contract.
4.15.1 Performance Evaluation Meetings:
The Director of Facility Services may require the Director of Maintenance to meet with the
other District personnel as deemed necessary. The Contractor may also request a meeting
with the Director of Facility Services when the Contractor deems a meeting to be necessary.
Meetings shall be recorded by written minutes signed by the Director of Facility Services
and the Director of Maintenance. Should the Contractor not concur in the minutes, such
nonoccurrence shall be provided in writing to the Director of Maintenance within ten
calendar days of receipt of the minutes.
4.16 WORK PERFORMANCE, COORDINATION and SCHEDULING
The Contractor shall schedule and arrange work so as to cause no interference with the normal
occurrence of District operations. In those cases where some interference may be essentially
unavoidable, the Contractor shall minimize any impacts on District operations.
4.16.1 Routine Work Coordination:
For routine work and project support work that will cause minor disruption to customers (i.e.,
minor power outages, loss of heat or cooling for a short duration, dust, noise), the
Contractor shall notify the Director of Facility Services or his/her designee and coordinate a
time period for performing the work a minimum of 24 hours prior to the desired start of work.
4.16.2 Facility Outages Coordination:
Certain preventive maintenance and certifications require a complete facility power outage
and total disruption of work by customers. These outages should be scheduled during
breaks in the school calendar or holiday weekends, if possible.
4.16.3 Unscheduled Outages:
If unscheduled facility or equipment outages or additional damage to equipment occurs that
can be attributed to the failure of the Contractor to accurately and timely report equipment
conditions, the Contractor will be assessed all actual costs incurred by the District. This will
include but is not limited to the actual cost of the District to repair or correct the damaged
building, equipment and/or systems.