7100423271T&M.pdf

APPENDIX I

Time and Material (T&M) Proposal Form

7100423271 Appendix I – Time and Material Proposal Form

Directions: Refer to page 2 of the T&M Proposal Form for detailed instructions on completing this form.

CONTRACTOR (Complete Sections I - IV Below):

Section I: T&M Identification and Contact Information

AUTHORIZED USER NAME, CONTACT PERSON, PHONE: MINI-BID NUMBER:

T&M NUMBER:

CONTRACTOR NAME, CONTACT PERSON, PHONE: T&M TYPE (check one below) Request for Pre-approval (work to be completed)

Emergency (repairs completed, documentation incl.)

Section II: T&M Justification: (CONTRACTOR to provide a detailed justification that explains the need for the repair/scope of work.)

Building #:

Equipment ID #:

Equipment Description:

Describe Problem or Deficiency:

Describe Troubleshooting Performed:

Section III: T&M Scope of Work: (CONTRACTOR to provide a detailed description of the proposed scope of work.)

Section IV: T&M Not-to-Exceed Quote:

A. Labor

Description (indicate technician classification Contract)

Estimated Labor Hours

Contracted Hourly Labor Rate Total Labor Quote

Elevator Mechanic Straight Time Elevator Apprentice Straight Time Elevator Mechanic Overtime Elevator Apprentice Overtime

Total Labor Quote:

B. Material, Equipment and Subcontractor Costs (Please list material or components. Subcontractor costs must include a detailed breakdown of labor hours, labor rate, and material costs. Attach a separate itemized list, if necessary.)

Description of Major Components Quantity Total Estimated Cost

Material Markup (%)

Less Discounts Allowed Total Material Quote

Subcontractor costs % Freight / Shipping and Handling N/A N/A

Total Material, Equipment and Subcontractor Quote:

Total T&M Not-to-Exceed Quote for Scope of Work (A+B):

Section V: AUTHORIZED USER HEALTH & SAFETY JUSTIFICATION (AU Use Only):

The scope of work detailed below included in this proposal is necessary for the direct health and/or safety of the clients (if applicable), employees, and/or visitors.

Initials Required (AU Designee)

Authorized User Designee: Contractor Representative:

Title: Title:

Date: Date:

Signature: ________________________________________ Signature: ____________________________________

APPENDIX I

Time and Material (T&M) Proposal Form

7100423271 Appendix I – Time and Material Proposal Form

Directions for Completing the T&M Proposal Form The CONTRACTOR shall complete Sections I through IV on page 1. In Section I, the CONTRACTOR shall provide a T&M identification number and indicate if this proposal is for an Emergency T&M response. Authorized User (AU) will not consider approval of this T&M if any sections or fields are omitted by the CONTRACTOR. The CONTRACTOR shall sign the proposal at the time it is submitted to the AU for approval; the AU designee shall sign the proposal. Please expand any sections and/or use additional pages as necessary to provide the required detailed T&M repair information. The AU reserves the right to alter the T&M Proposal Form as necessary.

Summary of T&M Protocol Step 1: When a need is identified by the Contractor or the AU, the Contractor shall note any repairs necessary and provide a T&M Proposal within two (2) business days via fax/email to the AU for repairs, replacements, or upgrades. Once the T&M proposal is received from the Contractor, the AU determines if the work can be performed by internal staff. If the work cannot be performed internally, the AU shall process the T&M “Not-to-Exceed” proposal developed by the Contractor, following the subsequent steps outlined below.

Step 2: The AU reviews the T&M Proposal to ensure that it meets the terms/rates under the AU Mini-bid Agreement. The AU must also review and ensure that the proposal meets the following three (3) criteria for approval: 1) The AU staff is unable to perform the required repair and the Contractor’s services are therefore needed; 2) The scope of work is acceptable; and 3) The price quote is reasonable.

Step 3: AU Designee shall initial the Authorized User Health & Safety Justification Statement in Section V indicating the need for the repair and forwards the completed, Contractor-signed (electronic signature is acceptable) T&M Proposal Form and any related documentation via e-mail to mailto: ______________________.

Step 4: AU shall consult with any necessary personnel or consultants as needed to review and evaluate the T&M Proposal Form. If additional information is needed to complete the T&M review process, the AU will e-mail the Contractor. .

Step 5: If approved, the AU designee signs the T&M Proposal form and notifies the Contractor to proceed and provides the signed T&M Proposal.

Step 6: Contractor performs T&M work.

Step 7: AU ensures that the work has been performed to its satisfaction and make any additional notification as necessary (e.g., AU Finance Office).

Step 8: Contractor submits an invoice, with a copy of the AU-approved T&M Proposal Form, repair service tickets, material cost supporting documentation/receipts, and invoices from subcontractors (if utilized), to the email address _________________.

Step 9: AU reviews the invoice to ensure that: 1) the actual hours worked and documented in the invoice and service ticket(s) is accurate as compared to the labor hours logged by the Contractor in the AU sign-in/out log book; 2) the materials billed match the costs indicated in the material cost supporting documentation; and 3) the Contractor billed at the correct labor rate(s) and applied the correct material markup as stated in Mini-bid Agreement. If the invoice is acceptable, AU shall authorize payment in accordance with its internal procedures (e.g., FileNet / SFS).

Emergency T&M Post-Audit Review and Approval Process:

This process follows the T&M Protocol with the following deviations:

The AU will immediately call in the Contractor to perform the repair rather than waiting for pre-approval.

After the Emergency T&M repair is complete, the Contractor shall then submit the related invoice to AU e-mail at:

________________________ with a completed T&M Proposal Form and a copy of all applicable service ticket(s) and material cost supporting documentation. The Section V: T&M Not-to-Exceed Quote section of the T&M Proposal Form shall reflect the actual costs associated with the Emergency T&M repair as detailed in the invoice submitted.

The AU designee forwards the completed, Contractor and AU-signed T&M Proposal Form, the applicable service ticket(s) and material cost supporting documentation, and a copy of the AU sign-in/out log book for the applicable date(s) of service via e-mail to mailto: _________________ in accordance with its internal procedures.

mailto:

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