7-Specs Req - Kitchen Maintenance and Repairs.docx

SPECIFICATIONS AND REQUIREMENTS

KITCHEN APPLIANCE MAINTENANCE AND REPAIRS

1. SCOPE

Broward County (“County”) is seeking vendors to furnish all labor, materials, equipment, and services required to provide Kitchen Appliance Maintenance and Repairs as requested by the Broward Addiction and Recovery Division (BARC) and various other County agencies that may have a need of these services.

Repair services shall be defined as: Providing all necessary labor, materials, supplies, and supervision that will enable Vendor to repair equipment consistent with manufacturer’s service recommendations. This includes repairing any failure of any magnitude, using original equipment manufacturer (OEM) procedures and guidelines, OEM parts, and OEM recommended oils, seals, gaskets, supplies, etc. Due to the nature of the environment in which the equipment is located, subcontracting will not be allowed. Vendor will maintain an adequate inventory of necessary and customary parts in Vendor’s service vehicles to make repairs at the initial visit and keep return visits to a minimum.

2. BACKGROUND

BARC provides substance use disorder treatment services to adult residents of Broward County, Florida. BARC operates a detoxification and a Level II Residential Treatment Services (RTS) facility 24 hours per day, 7 days a week, and 365 days per year. BARC also provides intensive outpatient services, Medication-Assisted Treatment (MAT), and a host of therapy, counseling, and supportive programs.

3. VENDOR QUALIFICATIONS

Vendor shall have at least three (3) years of experience in the commercial kitchen equipment repair business and be Environmental Protection Agency (EPA) and/or Commercial Food Equipment Service Association (CFESA) certified. Vendor shall be experienced with servicing and repairing the following types/brands of appliances: stoves, steamers, ovens, refrigerators, mixers, slicers, ice machines, freezers, and steam tables. Brands include but are not limited to Garland, Cleveland, Everest, Crathco, Hobart, Scotsman, and TRUE Reach.

4. QUARTERLY PREVENTATIVE MAINTENANCE

4.1. For each location, Vendor shall perform scheduled preventative maintenance on a quarterly basis.

4.2. Vendor will follow the maintenance checklist guidelines specified in paragraph (4.7) below.

4.3. Vendor will provide a receipt/invoice within 24 hours after completion of work that must contain at a minimum:

I. Service date, II. Service location, III. Detailed checklist of equipment serviced, IV. Name of technician providing the service, and V. Signature and date of County staff present during service.

4.4. Vendor shall bill maintenance for each location in accordance with paragraph 12.1.

I. If Vendor does not perform maintenance during the service quarter, then the quarterly maintenance fee will not be charged for the affected location.

II. If Vendor does not service all equipment during the quarter, then Vendor will deduct the cost of non-serviced equipment from the quarterly invoice.

4.5. All labor and travel, including consumable items, shall be included in the quarterly rate for maintenance.

4.6. All maintenance and repairs shall be done by certified appliance service technicians or technicians in a closely related field.

4.7. Preventative Maintenance includes, but is not limited to, the following:

Walk-in Refrigerators & Freezers:

I. Verify defrost heaters and time clock operation (if applicable).

II. Verify thermostat is in working order and is calibrated.

III. Verify condenser and evaporator fan motors operation, oil condenser motors, if required.

IV. Check, clean, and blow out drain lines (add non-corrosive algaecide tablets).

V. Inspect gaskets, hinges, latches, and door closer (adjust/tighten as necessary).

VI. Brush clean evaporator coils.

VII. Check door heaters, drain line heaters, and insulation on drainpipes.

VIII. Inspect electrical cords and connections.

IX. Check food product storage for lids and proper air flow.

X. Lubricate motors, blowers, bearings, etc.

XI. Brush clean filters on condenser coils.

XII. Clean condensate pans and flush drain piping.

XIII. Clean condenser coils using a coil cleaning/stiff brush, vacuum, and/or use chemical cleaner according to the manufacturer’s instructions.

XIV. Clean fan blades and ensure fan motors are running efficiently.

XV. Ensure lights are working appropriately and bulbs are replaced as needed.

Range: Check operation of equipment, proper pilot operation and adjust for maximum performance. Clean around burner, air mixers, and orifices. Examine and clean range hood and venting system.

Hot Cooking Equipment:

I. Check all plugs, cords, and electrical connections.

II. Check all equipment exhaust and flues to be sure clear of obstruction and working properly.

III. Check calibration and set points to ensure all cooking equipment is temping at set points, calibrate as needed.

IV. Check all burner orifices to ensure they are clear, clean as needed.

V. Check all seals/gaskets to be sure no leaks are present.

VI. Check ignitors, elements, and motors as applicable.

VII. Check all tanks, vats, or boilers as applicable to ensure no cracks or leaking present.

VIII. Check drain valves, drains, and pumps for proper operation.

IX. Check all knobs and thermostats to be sure they are present and working normally.

Convection Ovens and Other Equipment:

I. Check operation of equipment and adjust for maximum performance. Clean around rear motor, louvered panels, and air vents in rear. Check and clean venting system. Follow manufacturer’s instructions and guidelines for specific model.

II. Steamers: Check operation of equipment and adjust for maximum performance. Clean interior with descaler solution.

III. Ice Machines: Check operation of equipment and adjust for maximum performance. Disassemble, clean, and sanitize ice machines and bins at least every three (3) months. Drain line check valve to be inspected and cleaned. Descale as needed. Replace water filters as needed. Reassemble machine following manufacturer’s guidelines.

IV. Slicers: Slide rod reservoir should be adequately filled quarterly with drops of lubricant.

All Appliances:

Maintenance as required for the appliances includes but is not limited to: ensure the appliance and its components operate correctly; ensure interlocks operate properly in all modes; make any adjustments necessary; watch for parts showing wear (i.e., belts, etc.); check and adjust tension of any belts, chains, etc.; clean selected components, watching for obstructions and blockages; lubricate items not moving freely using appropriate lubricating materials; delime warewash and/or steam-based equipment; run equipment to ensure it operates properly; provide formal checklist to ensure compliance with manufacturer’s recommendations/instructions. All appliances that have filters will have a filter expiration date sticker placed on them.

5. SERVICE CALL STANDARDS

5.1. Service calls will be requested by County when equipment needs repair or is non-operable. Vendor will respond to service calls as follows:

STANDARD SERVICE:

Repairs will be performed within forty-eight (48) hours after County’s request in the following schedule: 8:00 a.m. to 5:00 p.m., Monday through Sunday. The hourly rate shall begin from time of arrival at the service location and will be charged in half-hour increments. The rate is inclusive of travel.

NONSTANDARD SERVICE:

Repairs will be performed on the same day of County’s request during the hours of: 5:01 p.m. to 7:59 a.m., Monday through Sunday, and on County-observed holidays. If Vendor must perform any additional services the next day, the STANDARD SERVICE rate will apply. The hourly rate shall begin from time of arrival at the service location and will be charged in half-hour increments. The rate is inclusive of travel.

5.2. All labor and travel, including consumable items, must be included in the hourly rate for repairs.

5.3. Only new or original equipment manufacturer (OEM) refurbished parts (no third-party parts) that are of equal or better quality than the component being maintained must be used for replacement parts.

5.4. If the equipment cannot be repaired on-site, replacement equipment of similar type and quality must be provided for use until the unit is repaired and returned to County’s location, at no additional cost to County.

5.5. Estimates for repairs not requiring immediate attention (as determined by the using agency’s requester) or repairs estimated to be over $500 dollars or over 50% cost of the purchase price of a new appliance are to be submitted in advance for approval by County for the possible purchase of a replacement appliance.

5.6. Vendor must not replace any appliance using the pass-through allowance.

5.7. Service must be completed in a timely, efficient manner to ensure equipment is operational as soon as possible.

6. WARRANTY

6.1. All materials, parts, components, and equipment shall be fully warranted and guaranteed for a minimum of 90-days after date of acceptance by the Contract Administrator. Vendor shall supply all applicable manufacturers’ warranties to Contract Administrator at the time of delivery.

6.2. If new equipment or parts installed by Vendor fail and are under warranty, Vendor will be responsible for replacement and contacting the equipment company for warranty repair. County will not be responsible for any additional cost to repair new equipment or parts that are under warranty.

6.3. Labor on appliances will be warranted for at least ninety (90) days after the date of labor or repair. Follow-up service calls on an appliance that has been repaired within the last ninety (90) days will be at no additional labor cost to County.

7. SERVICE LOCATIONS

Kitchen Appliance Maintenance and Repairs will be performed at the following County facilities:

7.1. Broward Addiction and Recovery Division (BARC Central)

325 S.W. 28th Street, Fort Lauderdale, FL 33315

7.2. Broward Addiction and Recovery Division (BARC Residential) 3275 N.W. 99th Way, Coral Springs, FL 33065

County reserves the right to add, delete, or change the service locations over the contract period.

8. CURRENT EQUIPMENT INVENTORY

The equipment inventory represents the appliances currently in use at the time of this quotation. Appliances may be added or deleted during the contract period. Kitchen Appliance Maintenance and Repairs will be required when new equipment warranties expire. Refer to the Kitchen Inventory List (Exhibit A).

9. 42 C.F.R. PART 2 AND HIPAA COMPLIANCE

10.1 Vendor is subject to the federal Health Insurance Portability and Accountability Act (HIPAA) of 1996. The requirements of HIPAA mandate that certain responsibilities of vendors with access to protected health information (PHI) be upheld in accordance with the requirements of the HIPAA, Public Law 104-191, as amended.

10.2 It is the responsibility of Vendor to ensure that all Vendor staff utilized in the performance of this contract are fully trained and updated regularly on the requirements of HIPAA and client confidentiality.

10.2.1 In accordance with Code of Federal Regulations (C.F.R.) Title 42, Chapter I, Subchapter A, Part 2, Confidentiality of Substance Use Disorder Patient Records, as amended (see link: https://www.ecfr.gov/current/title-42/part-2), Vendor agrees that Vendor and Vendor’s staff must not disclose to anyone, directly or indirectly, any patient identifying information or other confidential information gained from the services provided by County, unless the individual who is the subject of the information consents to the disclosure, in writing, or the disclosure is made pursuant to County’s policies, procedures, and rules.

10.3 Vendor must require that Vendor’s service providers performing any services relating to this solicitation agree to comply with all terms and conditions specified in this solicitation unless County, in writing, excuses any specific compliance with any such term or condition.

10.4 Vendor must provide privacy and information security training to Vendor’s employees who may require access to County’s network upon hire and at least once annually. If any unauthorized party is successful in accessing any information technology component related to Vendor, including but not limited to servers or fail-over servers where County data or files exist or are housed, Vendor must report to County within twenty-four (24) hours after becoming aware of such breach. Vendor must provide County with a detailed incident report within five (5) days after becoming aware of the breach, including remedial measures instituted and any law enforcement involvement. Vendor must fully cooperate with County on incident response, forensics, and investigations into Vendor’s infrastructure as it relates to any County data or County applications. Vendor must not release County data or copies of County data without the prior written consent of County.

10.5 The awarded Vendor must sign County’s Business Associate Agreement (BAA). Attached is a sample BAA between County and the awarded Vendor (See Exhibit B).

10. COUNTY-OBSERVED HOLIDAYS

The current County-observed holidays are as follows and subject to change (Note: Actual date of observance will vary annually):

· New Year's Day

· Martin Luther King, Jr. Day

· Presidents' Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Veterans Day

· Thanksgiving Day

· Day After Thanksgiving

· Christmas Day

12. INVOICE REQUIREMENTS

12.1 Quarterly preventative maintenance invoices must be accompanied with copies of the original signed and dated service receipt(s). Additionally, quarterly preventative maintenance invoices must list the service date(s), service location(s), and details of the appliances serviced. Vendor will invoice County within thirty (30) days after completion of maintenance and acceptance by County.

12.2 Invoices for Standard Service, Nonstandard Service, and Pass-Thru Allowance items must indicate date and amount for each item category. Invoices for service calls and repairs must include copies of receipts for all parts.

12.3 Reference to County Contract Number, applicable line-item numbers, item descriptions, quantities, and pricing (unit rate/unit of measure) as reflected in the contract.

12.4 Current and valid County purchase order number (PO#), if applicable.

12.5 Vendor’s invoice must also include:

12.5.1 Date of Invoice,

12.5.2 Invoice Number,

12.5.3 Vendor’s Tax ID Number,

12.5.4 Vendor’s remit address and contact information for correspondence,

12.5.5 Shipping method and date, if applicable,

12.5.6 Contract line number and description of service performed, and

12.5.7 Name and telephone number of County’s using agency.

12.6 Payment will be made by County after products/services have been received, accepted, and properly invoiced. Failure to provide correct invoice(s) may cause payment delays.

12.7 Invoices must be submitted via email to: BARC_invoices@broward.org and an email copy to the original requester. If another County agency utilizes this contract, Vendor will invoice that agency directly.

POST-AWARD MEETING

13.1 Within five (5) business days after receiving notification of award, Vendor must attend a Post-Award Meeting with County for the purpose of reviewing contract requirements and County procedures and to meet with various individuals who will be responsible for monitoring services specified herein.

13.2 The name and contact information for the dedicated service and emergency Vendor representatives must be provided to County before the Post-Award Meeting.

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