Attachment A - Scope of Services.pdf

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ATTACHMENT A

SCOPE OF SERVICES

1. INTRODUCTION

1.1. The City of Santa Clara (hereinafter “City”) is soliciting quotes from qualified Vendors

(“Contractor” or “Bidder”) to provide Annual Inspection, Testing, Maintenance, and Repair Services for the Santa Clara Fire Department (“Fire Department”) Ground Ladders, including labor, equipment, supervision, etc. as specified herein for the Fire Department.

1.2. Provide ground ladder services specified herein in accordance with the current edition of the NFPA 1932: Standard on Use, Maintenance, and Service Testing of In-Service Fire Department Ground Ladders, industry standards, manufacturer’s specifications, and other applicable federal, state, or local codes in effect at the time of service.

1.3. Services shall be performed at City Fire Stations located throughout Santa Clara, CA.

2. GENERAL SERVICE REQUIREMENTS

Contractor shall:

2.1. Send experienced and qualified personnel who are able to perform requested services. The City reserves the right to reject Contractor personnel who are unable to perform the requested services in a timely manner. If Contractor personnel is rejected, the Contractor must send a properly qualified replacement to complete the services within the required response times as stated in Sections 2.3 herein. The rejected personnel shall not be dispatched to the City again without prior approval by the City.

2.2. Ensure all Contractor representatives performing onsite services wear a company uniform clearly identifying the company and shall present a neat and clean appearance at all times.

2.3. Respond to non-emergency services requests within two (2) business days and provide written estimates within five (5) business days.

2.4. Upon onsite arrival, check-in with the designated onsite City representative prior to beginning work.

2.5. Be responsible for the repair or replacement of any City owned property that is damaged directly or indirectly as a result of Contractor’s work. The repair(s) shall be done to the satisfaction of the City and at the Contractor’s expense.

2.6. Remove all debris, trash, surplus materials, and equipment from the job site at the end of each workday and upon completion of work and dispose of off-site in a safe and legal manner at the Contractor’s expense.

2.7. Services shall be performed on site, prescheduled with City and authorized by City representative a minimum of two (2) weeks prior to service date.

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2.8. On-site services shall be performed during normal business hours, Monday through Friday, 7:00 a.m. to 5:00 p.m., Pacific Standard Time, excluding City holidays, or as pre-approved in writing by City authorized personnel.

2.9. The City will not pay for any trip charges, mobilization fees, fuel surcharges, or other administrative costs.

3. ANNUAL INSPECTION AND TESTING SERVICE REQUIREMENTS

3.1. Use specifically designed and constructed tools and equipment for ground ladder inspections and testing

3.2. Securely fasten an out of service tag on any ground ladder(s) that fail testing. The service tag shall include the following information:

3.2.1. Ground Ladder Identification Number indicated by City

3.2.2. Date of service

3.2.3. Failure point(s) description and location on ladder

3.3. For any ground ladders not tested, include a detailed reason the service cannot be completed including deficiencies, exceptions, etc. and City representative shall be notified at the time a ground ladder is determined it cannot be tested

3.4. Provide services on site, prescheduled with City and authorized by City representative a minimum of two (2) weeks prior to service date

4. MAINTENANCE REQUIREMENTS

4.1. Provide ground ladder annual preventative maintenance services including recommended service intervals pursuant to manufacturer specifications and requirements for all existing and new ground ladders

4.2. Clean and remove any debris from roof hooks, beams, rungs, butt spurs, pulleys, guides, and other ladder components

4.3. Clean ground ladders per manufacturer’s specifications and use only recommended cleaning solutions, equipment, and drying techniques, e.g. mild soap and water, soft bristle brush, towel or air-drying

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5. AS-NEEDED REPAIR REQUIREMENTS

5.1. Provide as-needed repair services identified beyond scheduled maintenance

5.2. Propose as-needed repair work in writing with estimated labor hours, materials, parts, and estimated completion day and time

5.3. Preschedule as-needed repair work with City and authorized by City representative a minimum of two (2) weeks prior to service date

5.4. Respond to as-needed repair requests as specified in Sections 2.3 herein

6. DOCUMENTATION REQUIREMENTS

Contractor shall provide the following documentation after completion of each ground ladder inspection, testing, and repair service:

6.1. A detailed report in hardcopy or electronic copy including the following information:

6.1.1. List of materials used

6.1.2. Date and time of service

6.1.3. Technician who performed work

6.1.4. Name of authorized City representative

6.1.5. City equipment ID or description with location

6.2. Report of ground ladder inventory including:

6.2.1. Fire Department Vehicle Number

6.2.2. Ground Ladder Identification Number indicated by City

7. SAFETY REQUIREMENTS

7.1. Contractor shall, prior to commencing work, thoroughly examine and become familiar with the equipment and associated facilities to ensure service can be completed in an orderly and safe manner.

7.2. Contractor shall maintain a safe work environment at all times. Contractor shall report immediately to the City’s authorized representative the existence of unsafe condition(s), which will compromise the performance of the service.

7.3. Contractor shall assume all responsibilities for any injury to persons or property resulting directly or indirectly from performance of the work.

7.4. Contractor’s safety program is the sole responsibility of the Contractor.

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8. WARRANTY REQUIREMENTS

8.1. Workmanship/Performance

8.1.1. Contractor shall warrant all ground ladder testing services against any defect(s) in workmanship and accuracy for a period of one (1) year after completion of work. The warranty period shall commence upon date of acceptance by the City.

8.1.2. Should any defects in service, improper documentation, or failures attributable to Contractor negligence be identified within the warranty period, the Contractor shall, at no cost to the City, promptly:

8.1.2.1. Re-perform the ground ladder inspection and testing services,

8.1.2.2. Re-inspect any affected ground ladder, and

8.1.2.3. Provide corrected documentation

8.1.3. The City may consider the following performance by the Contractor as unsatisfactory performance. An unsatisfactory performance determination shall not be limited to the following:

8.1.3.1. More than one (1) service “call back” to correct the same problem within thirty (30) consecutive calendar days.

8.1.3.2. More than one (1) instance within one (1) calendar year of Contractor assigning personnel not having the skill or knowledge to diagnose the problem and/or perform the testing service.

8.1.3.3. More than two (2) instances within one (1) calendar year of response time, as defined herein, to an authorized service call exceeding the required response times as stated in Sections 2.3 herein.

9. INVOICE REQUIREMENTS

9.1. Contractor shall invoice the City on a monthly basis for services provided by Contractor during the preceding month on an invoice and in a format approved by the City and subject to verification and approval by the City.

9.2. City will pay Contractor within thirty (30) days of City’s receipt of an invoice approved by the City.

9.3. Invoice shall include, at a minimum, the below information:

9.3.1. Date of service

9.3.2. Description of services

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9.3.3. Hourly Rates

9.3.4. Labor Hours

9.3.5. Price for materials (should show details of % markup from cost)

9.3.6. Price for parts/equipment (should show details from % discount off MSRP)