3-contractor facility asset turnover mission critical.xlsx
XLSX spreadsheet 194 KB Posted
- Attached to
- 20260624 - Enterprise Phone Replacement
- Solicitation number
- US.252010
- Issued by
- Adams County, Pennsylvania
About this file
This Excel file appears to be a facility asset turnover checklist or tracking document related to a mission-critical contractor transition, likely supporting the Susquehanna Regional Transportation Authority's (SRTA/rabbittransit) Enterprise Phone Replacement project. The document tracks facility assets and contractor responsibilities during a system migration involving the replacement of SRTA's existing Cisco Unified Communications Manager platform and associated administrative desk phones across multiple counties in Pennsylvania (Adams, Columbia, Cumberland, Dauphin, Franklin, Harrisburg City, Montour, Northumberland, Perry, Snyder, Union, and York). The solicitation, issued as RFP 20260624, requires comprehensive services including labor, project management, hardware, software, licensing, implementation, configuration, testing, training, and support, with the critical requirement that the NICE CXone Customer Service call center platform remain operational throughout implementation. Proposals were due by 2:00 PM on October 14, 2026, submitted through the PennBid.net platform.
The project operates under Commonwealth and Federal laws with financial assistance from the Federal Transit Administration (FTA) and Pennsylvania Department of Transportation (PennDOT). All proposal development costs are the sole responsibility of proposers and cannot be reimbursed or included in cost proposals. While the Excel file itself does not contain specific pricing information, contract amounts, or set-aside designations visible in the provided content, it serves as an operational tool for managing the contractor's facility asset responsibilities during the mission-critical phone system transition. The document is integral to ensuring proper handover and accountability of facility-related assets throughout the implementation period.
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README - Instructions
| Contractor Facility Asset Turnover Data Request |
| Purpose: capture all installed facility assets, building systems, subcomponents, safety-critical items, inspection requirements, PM cycles, warranty data, and turnover documentation needed for SRTA's maintenance program, AssetWorks/EAM setup, capital planning records, and FTA audit support. |
| Contractor requirement |
| The contractor must identify every installed asset, major building subcomponent, facility system, and piece of equipment that requires maintenance, inspection, testing, calibration, warranty tracking, code compliance, or future replacement planning. Mission-critical and safety items listed on the Mission Critical Checklist tab must be explicitly answered. If the project includes one of those categories, the related items must be entered on the Asset Intake tab and the associated PM/Inspection requirements must be entered on the PM Inspection Requirements tab. |
| Legend | |
| Yellow columns | Required for every asset/component row. |
| Orange columns | Mission-critical / safety / compliance fields. These are mandatory where the item is present or applicable. |
| Dropdown cells | Use the dropdown list rather than free-typing when available. |
| Separate PM tab | Every asset requiring PM, inspection, testing, calibration, or manufacturer-required maintenance needs a matching row. |
| Tabs to complete | |
| Mission Critical Checklist | Start here. Mark whether each FTA mission-critical/safety category is included in the project. If Yes, provide related row IDs. |
| Asset Intake | List each installed asset, equipment item, system, and building subcomponent. |
| PM Inspection Requirements | List manufacturer, warranty, code, inspection, testing, and PM cycles for each applicable asset. |
| Warranty & Turnover Docs | List all O&M manuals, startup reports, as-builts, warranties, test reports, certifications, inspection forms, and BABA/Buy America documents. |
| Field Dictionary | Definitions for the fields and what SRTA expects from each entry. |
| Do not omit subcomponents | |
| Examples of subcomponents to include when present: pumps, motors, VFDs, control panels, sensors, valves, compressors, air handlers, rooftop units, door operators, lift components, washer/recycling system components, security cameras, access-control devices, fire alarm panels, suppression systems, generators, transfer switches, switchgear, backflow preventers, elevators/escalators, ADA/accessibility features, and any other item with a manufacturer manual, PM cycle, inspection requirement, warranty, serial number, or replacement value. |
| Manual basis |
| The FY2026 FTA Contractor Manual requires written facility/equipment maintenance plans and periodic inspections/preventive maintenance at defined intervals. It also specifically calls out mission-critical and safety items that maintenance plans should address. This workbook is designed to collect the contractor turnover data needed to build that plan. |
Pick Lists
| MissionCriticalCategory | YesNoTBD | YesNo | AssetType | UnitOfMeasure | TaskType | Frequency | IntervalUnit | DocumentType | Criticality | Risk | ProvidedStatus |
| Buildings | Yes | Yes | Building component | Each | Preventive maintenance | Daily | Days | O&M manual | Mission critical | 1 - Low | Provided |
| Elevators | No | No | Building system | Set | Inspection | Weekly | Weeks | Warranty | Safety critical | 2 | Not provided |
| Escalators | TBD | Installed equipment | Pair | Testing | Biweekly | Months | As-built drawing | High | 3 - Moderate | Pending | |
| Passenger stations/shelters | N/A | Facility equipment | System | Calibration | Monthly | Years | Shop drawing | Medium | 4 | Not applicable | |
| Parking lots | Safety/security equipment | Assembly | Certification | Quarterly | Runtime hours | Submittal | Low | 5 - High | |||
| Right-of-way (guideway, track, ballast, etc.) | ADA/accessibility feature | Linear feet | Cleaning | Semiannual | Cycles | Startup report | Unknown/TBD | ||||
| Electric distribution and control equipment | Utility/infrastructure | Square feet | Lubrication | Annual | Meter reading | Commissioning report | |||||
| Plumbing systems | Site/civil asset | Lot | Filter replacement | Biennial | Season | Inspection certificate | |||||
| Overhead doors | IT/communications asset | Other | Software/firmware update | 3-year | Other | Test report | |||||
| Vehicle maintenance lifts | Other | Emergency test | 5-year | PM checklist | |||||||
| Vehicle washers and wash water recycling systems | Other | Manufacturer recommended | Safety data sheet | ||||||||
| Heating and/or air conditioning units | Code required | Training material | |||||||||
| Power substations / electrical switchgear | Warranty required | BABA/Buy America certification | |||||||||
| Security equipment | As needed | ADA/accessibility documentation | |||||||||
| Fire suppression / life safety equipment | Other | Other | |||||||||
| Emergency generator / backup power | |||||||||||
| ADA accessibility features | |||||||||||
| Other installed equipment or component | |||||||||||
| Not mission critical / not safety item |
Mission Critical Checklist
| Mission Critical / Safety Item Checklist |
| Contractor must complete this tab first. For every category marked Yes, enter the related Asset Intake row ID(s) and PM/Inspection row ID(s). Do not leave mission-critical categories implicit or buried in drawings/submittals. |
| MANDATORY: these categories must be explicitly answered. If present in the new facility, enter the asset/component rows and PM/inspection rows. | ||||||
| Mission Critical / Safety Category | Must be included if present? | Project includes this category? | ||||
| ChatGPT: Every row must be answered. If Yes, provide related row IDs in columns D and E. | Asset Intake Row ID(s) | PM / Inspection Row ID(s) | What to include | Manual / audit reason | ||
| Buildings | Yes | Building shell, roof, structure, major building systems, maintainable architectural components, access points. | FTA expects maintenance plans to cover FTA-funded facilities/equipment and mission-critical/safety items. | |||
| Elevators | Yes | Each elevator, controller, cab, door operator, machine-room or machine-room-less equipment, inspections, state certificates, emergency phone. | ADA/accessibility features must be maintained in operative condition and repaired promptly. | |||
| Escalators | Yes | Each escalator, controller, drive system, steps, handrails, safety devices, inspections and certificates. | Accessibility and safety-critical facility equipment must have PM/inspection coverage. | |||
| Passenger stations/shelters | Yes | Shelters, benches, lighting, signage, ADA features, communications, cameras, electrical service, doors/gates, snow/ice critical elements. | FTA lists passenger stations/shelters as mission-critical/safety items. | |||
| Parking lots | Yes | Pavement, drainage, lighting, striping/signage, accessible parking, access aisles, gates, security cameras, stormwater assets. | Accessible features and safety/security elements need maintenance coverage. | |||
| Right-of-way (guideway, track, ballast, etc.) | Yes | Guideway, track, ballast, drainage, signals interfaces, wayside assets, fencing, signage, catenary/power elements if applicable. | FTA lists right-of-way as a mission-critical/safety item, especially for rail/fixed guideway contexts. | |||
| Electric distribution and control equipment | Yes | Switchgear, panels, MCCs, transformers, disconnects, controls, VFDs, UPS, grounding, arc-flash labels, inspections/tests. | Electrical distribution/control equipment is explicitly listed as mission-critical/safety. | |||
| Plumbing systems | Yes | Domestic water, sanitary, storm, backflow preventers, pumps, water heaters, valves, interceptors, sump/sewage ejectors. | Plumbing systems are explicitly listed as mission-critical/safety. | |||
| Overhead doors | Yes | Each overhead/roll-up door, operator, safety edge, sensors, tracks, springs, controls, manual release, inspection cycles. | Overhead doors are explicitly listed as mission-critical/safety. | |||
| Vehicle maintenance lifts | Yes | Each lift/hoist, columns, controls, locks, anchors, hydraulic/pneumatic components, certified inspection requirements. | FTA identifies lifts/hoists as critical items to sample during PM record reviews. | |||
| Vehicle washers and wash water recycling systems | Yes | Washer, pumps, brushes, reclaim tanks, filtration, separators, controls, chemical systems, water recycling components. | Vehicle washers and wash water recycling systems are explicitly listed as mission-critical/safety. | |||
| Heating and/or air conditioning units | Yes | RTUs, AHUs, boilers, chillers, split systems, exhaust fans, controls, filters, coils, pumps, VAV boxes, BAS components. | HVAC units are explicitly listed as mission-critical/safety. | |||
| Power substations / electrical switchgear | Yes | Substations, main switchgear, transformers, relays, protective devices, batteries, chargers, testing cycles. | Power substations are explicitly listed as mission-critical/safety. | |||
| Security equipment | Yes | Cameras, NVRs, access control, card readers, intrusion detection, emergency call stations, gates, duress buttons. | FTA specifically asks whether plans address mission-critical items and security equipment. | |||
| Fire suppression / life safety equipment | Yes | Fire alarm, sprinkler, suppression, extinguishers, emergency lighting, exit signs, smoke control, alarms and testing. | FTA PM sampling references fire suppression as a critical item. | |||
| Emergency generator / backup power | Yes | Generator, transfer switch, fuel system, batteries, charger, load-bank tests, controls, annunciator, emissions equipment. | FTA PM sampling references emergency generators as critical items. | |||
| ADA accessibility features | Yes | Accessible routes, doors, ramps, lifts, elevators, signage, communications, parking, counters, tactile/warning features. | ADA features must be maintained in operative condition and regular checks/PM must be documented. |
Asset Intake
| Asset Intake - Installed Equipment, Building Systems, and Subcomponents |
| Enter one row per installed asset, maintainable component, equipment item, safety/security item, ADA feature, or building subcomponent. Yellow columns are required. Orange columns make mission-critical/safety items obvious. |
| Required: list all installed equipment and building subcomponents. For every mission-critical category marked Yes on the checklist, there must be related rows here. | |||||||||||||||||
| Contractor Item ID / Tag | Mission Critical / Safety Category | ||||||||||||||||
| ChatGPT: Use the mission-critical category dropdown. If the category is one of the required FTA mission-critical/safety items, the item must not be omitted. | Must Include Item? | Asset / Component Name | Asset Type | Parent Building / System / Area | Physical Location / Room / Area | Description / Scope Notes | Manufacturer | Model | Serial Number / Asset Tag | Quantity | Unit of Measure | Installed Date | Commissioning / Startup Date | Placed in Service? | Safety Critical? | ADA / Accessibility Feature? | Requires PM? |
| ChatGPT: If Yes or TBD, add a matching row in PM Inspection Requirements. | Requires Inspection / Testing? | PM / Inspection Row ID(s) | O&M Manual Provided? | Warranty Provided? | Warranty Start Date | Warranty End Date | Turnover Document Row ID(s) | BABA / Buy America Documentation Provided? | Notes / Exceptions |
PM Inspection Requirements
| PM / Inspection / Testing / Calibration Requirements |
| Enter one row for every manufacturer-recommended, warranty-required, code-required, inspection, testing, calibration, or PM task. Include recommended cycles and documents/checklists. |
| Required for every asset that has manufacturer PM, inspection/testing, warranty maintenance, code inspection, certification, calibration, or safety check requirements. | |||||||||
| PM / Inspection Row ID | Related Contractor Item ID / Tag | Asset / Component Name | Task Type | Task Description | Manufacturer Required? | Code / Regulatory Required? | Required by Warranty? | Cycle / Frequency | |
| ChatGPT: Enter the manufacturer-recommended or code/warranty-required cycle/frequency. | Interval Number | Interval Unit | Meter Basis / Trigger | Procedure / Checklist Provided? | Safety Lockout/Tagout Required? | Required Credential / License | Failure Risk if Missed | Reference Manual / Document | Notes |
Warranty & Turnover Docs
| Warranty and Turnover Documents |
| List all documents supplied by the contractor/subcontractors/vendors. Include document/file names so SRTA can match the documents to assets and PM requirements. |
Document Row ID Related Contractor Item ID(s) Related PM / Inspection Row ID(s) Document Type Document Title File Name / Link / Location Revision / Version Received Status Required? Expiration / Renewal Date Notes
Field Dictionary
| Field Dictionary |
| Use this as the contractor-facing definition sheet. Yellow fields are required. Orange fields are critical for FTA maintenance/compliance/audit readiness. |
| Sheet | Field | Required? | Why SRTA needs it | Expected format / instructions |
| Mission Critical Checklist | Project includes this category? | Required | Forces the contractor to explicitly confirm whether FTA mission-critical/safety categories are present. | Yes, No, TBD, or N/A. |
| Asset Intake | Contractor Item ID / Tag | Required | Unique temporary identifier used to tie asset rows to PM rows and documents. | Contractor-defined ID such as HVAC-RTU-01, DOOR-OH-03, LIFT-01. |
| Asset Intake | Mission Critical / Safety Category | Required | Identifies whether the item is one of the FTA mission-critical/safety categories. | Use dropdown. Do not leave blank. |
| Asset Intake | Asset / Component Name | Required | Human-readable name for SRTA inventory, maintenance setup, and future AssetWorks load. | Clear name such as Emergency Generator 1 or Overhead Door 3. |
| Asset Intake | Parent Building / System / Area | Required | Supports hierarchy and tells SRTA where the component belongs. | Example: Maintenance Building > Electrical System. |
| Asset Intake | Manufacturer / Model / Serial | Required where applicable | Needed for warranty, parts, manuals, inspections, PM cycles, and asset identification. | Enter exact values from equipment plates/submittals. |
| Asset Intake | Installed Date / Commissioning Date | Required | Starts lifecycle, warranty, useful-life, and PM schedules. | Use date format YYYY-MM-DD. |
| Asset Intake | Requires PM? / Requires Inspection? | Required | Determines whether a matching PM/inspection requirement row is needed. | Yes, No, TBD, or N/A. |
| PM Inspection Requirements | Cycle / Frequency / Interval | Required | Needed to build PM schedules and prove defined periodic inspections. | Example: Quarterly every 3 months; Annual; every 500 runtime hours. |
| PM Inspection Requirements | Manufacturer Required? | Required | Ensures SRTA follows manufacturer minimum requirements, especially under warranty. | Yes, No, TBD, or N/A. |
| Warranty & Turnover Docs | Document Type / File Name | Required | Allows SRTA to confirm receipt of O&M manuals, warranties, test reports, inspections, and certifications. | Enter exact file name or turnover package location. |
Sources
| FTA Manual Basis / Sources |
| This sheet records the compliance basis used to design the contractor data request. It is not a legal determination; it is a practical turnover-data checklist. |
| Source | Manual Location | Requirement / Reason Used in Template |
| FY2026 FTA Contractor Manual | Maintenance 8-1 to 8-3 / pp. 266-268 | Recipients must keep federally funded vehicles, equipment, and facilities in good operating condition, have written maintenance plans, and identify periodic inspections/PM at defined intervals. |
| FY2026 FTA Contractor Manual | Maintenance 8-3 / p. 268 | Maintenance plans should address mission-critical and safety items including buildings, elevators, escalators, passenger stations/shelters, parking lots, right-of-way, electric distribution/control equipment, plumbing systems, overhead doors, vehicle maintenance lifts, vehicle washers/recycling systems, HVAC units, power substations, and security equipment. |
| FY2026 FTA Contractor Manual | Maintenance 8-4 to 8-5 / pp. 269-270 | FTA deficiency risk exists if facility/equipment maintenance plans or systems do not describe periodic inspections and preventive maintenance at defined intervals. |
| FY2026 FTA Contractor Manual | Maintenance 8-9 to 8-10 / pp. 274-275 | FTA reviewers sample critical facility/equipment items and look for on-time PM records; examples include fire suppression systems, hoists/lifts, emergency generators, substations, and ADA accessibility features. |
| FY2026 FTA Contractor Manual | ADA General 12-35 to 12-36 / pp. 452-453 | Accessibility features must be maintained in operative condition and repaired promptly; regular checks and PM coverage are expected. |
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