847209compCfield.pdf

ATTACHMENT A – SPECFICATIONS

A. REQUIREMENTS

1. Conduct initial and periodic maintenance inspections (annually, semiannually or as often as is recommended per the manufacturer runtime hours).

2. Maintenance Rate: All preventative maintenance shall be performed as per manufacturer’s recommendations. The annual maintenance rate shall be quoted on the bid form and shall include all labor, recommended part replacements (e.g. filters) and material for a full calendar year.

3. Hourly Rate: All repair and parts replacement work shall be billed at the fixed hourly rate quoted on the bid form. The fixed hourly rate shall include any and all costs incurred on transportation to and from the work location, tools, equipment needed, insurance, and technician wages.

4. Contractor shall provide the following information with their bid:

i. A proposed periodic inspection service schedule based on the manufacturer’s recommendations, spanning the contract term, for each Air Compressor and Air Dryer unit and which at a minimum shall include:

a. A detailed listing of the unit parts, mechanisms and functions recommended by the manufacturer to be inspected, any applicable benchmark and or performance testing.

5. Vendor shall provide and conduct air testing on each compressor quarterly.

i. Air Quality tests shall be of Grade E certification.

ii. Air test results should be returned via email within 3-5 business days.

iii. Air testing shall be completed at a laboratory certified by the

American Association for Laboratory Accreditation.

iv. A failed test response shall be incumbent on the Contractor to immediately resolve issues as quickly as possible and retest air.

a. Air test failures shall be reported immediately to the

RMD Captain via phone call 804-717-6400 and to the email address maskrepair@chesterfield.gov.

6. Vendor shall maintain accurate records and provide prompt responses to any request for correction.

7. Through the life of the contract, the county will coordinate with the vendor on additional stations to be included on an as needed basis.

B. SCHEDULED AND UNSCHEDULED MAINTENANCE.

1. The Contractor shall perform scheduled and unscheduled/emergency repair or replacement of parts where required, to ensure good working order of the air compressors and air dryers specified.

2. A cost estimate/quote shall be required for approval prior to any unscheduled work or repairs to be performed. The quote can be hand written and given to the fire station officer or emailed to maskrepair@chesterfield.gov for approval.

3. When responding to an unscheduled maintenance request the contractor shall:

a. evaluate the nature of the service needed

b. provide a (hand-written) quote for service or repair.

c. The quote shall at a minimum include:

i. Date and Hour Notified

ii. Date and Hour of arrival on site

iii. A list of the parts needed to be repaired

iv. A list and estimated cost of the parts to be replaced

v. An estimate of the total labor hours (technician hours) needed to repair and/or replace

vi. The name and signature of the Contractor’s technician drafting the work order

4. All services solicited shall be at specified locations listed in

ATTACHMENT B.

5. The Contractor shall perform all inspection, scheduled maintenance, repair or part replacement work between the hours of 8:00am and 5:00pm Monday through Friday, with exception to emergent unscheduled repairs.

C. INVOICING AND DOCUMENTATION:

mailto:maskrepair@chesterfield.gov

1. All invoices must be accompanied by corresponding supporting documentation as follows:

a. For scheduled service the Contractor must also submit:

i. A copy of the service documents.

ii. Proper location address information and reference the serial number for equipment serviced as referenced in Attachment B.

iii. For unscheduled/emergency maintenance the Contractor must also submit a copy of the approved quote signed by the proper Fire Department Representative. Proper location address information and reference the serial number for equipment serviced.

2. Invoices shall be mailed to: Chesterfield Fire & EMS Resource Management

Division P.O. Box 2200 Chesterfield, VA 23832 or emailed to:

CFEMSQuotesAndInvoices@Chesterfield.gov

3. Repair/service tickets and air testing results shall be emailed to maskrepair@chesterfield.gov

4. Any paperwork related to service at any location shall be sent to maskrepair@chesterfield.gov for record keeping and validation of work.

Invoices will not be paid without a valid service ticket that completely documents all work performed.

5. Access to each location varies and will be further arranged with the awarded contractor. Enon Fire Training Center after business hours must be pre-arranged for entry.

6. Fire Station 1 is listed in this documentation for awareness that there will be a future air compressor and should not affect the pricing schedule for the current compressors.

mailto:CFEMSQuotesAndInvoices@Chesterfield.gov mailto:maskrepair@chesterfield.gov

ATTACHMENT A – SPECFICATIONS