ESBD_484261_1768937807353_Rider 101 - Scope of Work - Glass Wash and Sterilization.pdf

RIDER 101

SCOPE OF WORK

Maintenance for Glass and

Cage Wash, Sterilization and Drying Equipment

Introduction

The division of Facilities Management at MD Anderson Cancer Center is seeking proposals (RFP) for maintenance support for the following categories of assets used for both laboratory research and clinical activity support: (See Attachment A for detailed information of these assets)

1. Animal Cage Washing Tunnel Washers and Rack Washers

2. Glass Washers and Autoclaves / Electric Steam Boilers (supporting autoclaves)

The purpose of this RFP is to solicit proposals from vendors stating their qualifications, capabilities and pricing to provide high-quality, timely, and cost-effective maintenance support that ensures high reliability and operational efficiency to the Preventative Maintenance program for the assets identified as part of this scope of work (Attachment A).

Scope of Work

I. Preventive Maintenance Program

A. The vendor will execute a pre-defined preventive maintenance program on all assets within each category of equipment. The frequencies of each Preventative Maintenance (PM) have been defined and the associated task lists and parts to be replaced for each specific asset have been provided. Reference Attachment B and C.

B. Vendor will provide all labor and materials required to perform the defined PM tasks noted in Attachment B.

Materials used must comply with the equipment manufacturer’s requirements. Alternative materials must be approved by MD Anderson Program Coordinator in writing as a suitable substitute.

C. PM’s may be required to be performed in the evenings or weekends based on normal daily availability of the equipment. For detailed asset availability, see Attachment B.

D. PM work is to be documented within the Computerized Maintenance Management System (CMMS) utilized by MD Anderson. The system MDA uses is IBM Maximo. All PM work order information is the property of MD Anderson. Mobile devices will be provided for vendor workforce to directly enter PM documentation. All data and material usage must be recorded in real time using the mobile device for the

Program Coordinator to review prior to work order closure and subsequent approval of vendor invoicing.

E. Vendor is responsible for:

• All safety protocols as listed in the agreement when on-site.

• Ensuring that employees or subcontractors are fully knowledgeable and trained on all safety programs and use of safety systems. The Program Coordinator may request documentation of required training from vendor.

F. Vendor will schedule all PM work orders weekly. Vendor will also complete all work orders for PM by the

28th of each month. Daily communication with the Program Coordinator is critical, and any questions must be addressed directly through the Program Coordinator or their designated representative.

G. Any repairs needing to be performed that are identified during the PM work must be documented by the vendor and sent via email to the Program Coordinator to set up as a new corrective work order within the

Maximo system. Any repair work is to be performed separately from the PM tasks, unless specifically approved in writing by Program Coordinator at time of PM work. All additional parts and / or costs associated with the repair scope of work must be documented and approved on a separate work order, not the originating PM work order.

H. Recommendations for changes to PM task lists, frequencies, or materials used are welcomed and should be sent to the Program Coordinator for review and approval before implementing the proposed changes.

I. Upon completion of PM work by the vendor, Vendor must clean the work area any old materials, trash, or packaging prior to the vendor’s technician leaving the area.

II. Repair Services

A. Vendor will provide necessary labor, materials, and sub-contractors to execute assigned repairs to the assets noted.

B. If equipment is not on a ‘Full Service’ agreement, vendor will provide a detailed quote for repairs, including any vendor mark-ups, fees, or other costs.

C. No repairs are to be performed unless approved and/or scheduled by the Program Coordinator.

D. For work where MD Anderson is responsible for funding the cost of repair parts, the vendor will utilize parts and materials identified by MD Anderson as best value, which may deviate from sourcing preferred by the vendor.

For repairs under the full-service agreement where vendor is fully responsible for all parts costs, or on equipment under original warranty, vendor may procure parts from vendors of their choice, if they are of equal or better quality than original parts being replaced.

E. Within the first 6 months of contract commencement, vendor must work with the Program Coordinator to develop an inventory list of stocked parts that are required by the manufacturer to be ‘critical spares’ or to maintain reliability and facilitate timely repairs to all contracted assets at MD Anderson.

F. Vendor and MD Anderson will determine which parts will be made available in MD Anderson parts / stockrooms and managed by MD Anderson personnel and which parts should be warehoused and managed by the contractor, either onsite at a secure storage room or offsite storage location provided by the vendor and charged to MD Anderson only when used.

G. Upon completion of repair work by the vendor, the vendor must clean up any old materials, trash, or packaging prior to the vendor’s technician leaving the area.

III. Annual Equipment Condition Assessment

A. Each January, the vendor will provide an assessment of each asset on the contract and note the estimated remaining life of each asset and prioritize any assets that will be due for replacement in the near future. The exact format to be used for the assessment will be determined by vendor and MD Anderson Program Coordinator prior to the commencing of the first condition assessment. Any costs associated with this assessment are to be quoted prior to commencement of the assessment and approved by Program Coordinator.

IV. Vendor Staff /Sub-Contractor Qualifications

A. All technicians working directly for the vendor, and/or their subcontractors must be fully trained and certified to work on the equipment being maintained referenced in Attachment A. This will require documentation from the vendor on training received and any other certifications necessary to satisfy manufacturer’s warranty or regulatory agencies having jurisdiction over these required maintenance programs.

V. Working Hours

A. The contractor must be available to perform preventative maintenance work during a time that MD Anderson can make equipment available. Preventative and repair maintenance access to equipment and facilities is defined for each asset on Attachment B.

B. Other hours for servicing assets on this contract may be available but must be arranged with the Program Coordinator prior to accessing the equipment and performing work.

VI. Response Expectations

A. Normal delivery of material and parts procured directly by the vendor for repairs must be within 5 business days after PO is received by vendor if submitted by 1:00 pm, CST. After the request is made by telephone and/or email, the vendor must deliver the requested materials covered by this contract within this time frame, unless previously agreed upon by the Program Coordinator to deviate from this requirement.

B. Emergency materials and parts procured directly from the vendor must be delivered within 2 business days if submitted by 1:00 pm, CST. Additional shipping charges maybe authorized by the Program Coordinator. The

Vendor will not charge for normal delivery but may charge for any special handling or expedited freight charges.

C. All materials provided by the Vendor will be brought in directly to the job site at the time of work to be performed. MD Anderson will not warehouse any materials provided by the Vendor, unless previously coordinated with the Program Coordinator.

VII. Response times for service calls

A. Service Calls: users of the equipment listed in Attachment A often experience downtime or alarms. The users will create service requests through Maximo work order system that goes to the Program

Coordinator or their designee.

B. The Vendor must respond within 2 hours during Monday through Friday, 7:00 am CST to 4:00 pm CST business hours. After-hours service requests must be addressed within the first two hours of the next normal business day.

C. Emergency Service Calls (Defined as critical equipment that is non-operable)- After the request is made by telephone, the Vendor must be able to respond by phone within l hour and must be able to arrive on premises within 4 hours. Applicable after-hours service charges will not apply if the asset being responded to is part of a Full-Service Maintenance Agreement.

VIII. Pricing of Contracted Services

A. Vendor should provide two options for pricing services desired from this contract:

• Full-Service Pricing – inclusive of all labor, materials required for both PM’s and repairs, and sub-contractor support costs.

• PM Support Only – inclusive of all materials needed for PM task lists provided) – all repair work is quoted separately for labor and materials required.

B. Annual Contracted Services Price Increases – Vendor is limited to 3% annual contract cost escalations, unless extraordinary circumstances exist. Any price increase request must be approved by the MD

Anderson team.

C. The Vendor will provide an asset condition assessment on a portion of our contracted assets. MD Anderson

Program Coordinator will define the scope and actual assets to be assessed.

D. Pricing for an annual asset condition assessment to be quoted by the vendor annually prior to commencement of the assessment. Assessment format will be agreed upon prior to pricing and commencement of the audit.

IX. Training

A. The Vendor must submit updated copies of training certificates, and applicable licenses on a yearly basis to the

Program Coordinator. Substitutes or equivalents will not be allowed.

B. Vendor will be required to provide onsite training to MD Anderson maintenance support staff as requested at such a time that both vendor and MD Anderson staff can be scheduled. Costs associated with training MD Anderson employees will not be included in this contract and will need to be quoted and billed as additional services and via a separate Purchase Order.

C. Vendor must ensure that all its employees are fully trained in all safety programs required to work on the specific assets associated with this contract and scope of work. Vendor must make all documentation available to the

Program Coordinator showing compliance to these safety training programs.

D. Safety training, including the MD Anderson annually required training for contingent vendor workers, is the vendor's responsibility; vendor must submit all safety-training records to the Program Coordinator prior to the renewal of the maintenance contract and every 12 months thereafter.

X. Policy and Procedures

A. It is the vendor’s responsibility to ensure that employees assigned to work at MD Anderson are always in compliance with the Premises Rules, as outlined in Rider 106.

B. The vendor technicians must wear uniforms provided by the vendor to be easily identified as one of their employees by MD Anderson staff. MD Anderson will require the vendor’s technicians to always display their

MD Anderson contractor badge while on any of our campuses.

C. The vendor’s technicians are required to sign in with site personnel at any time they come on to any MD

Anderson property as required by the MD Anderson Facilities Management Contracted Services &

Corporate Service Employees Building Sign In/Out procedure PR134.

D. Vendor must contact MD Anderson Monitoring Services at 713-563-5000 during off hours such as weekends, nights or holidays prior to accessing MD Anderson buildings.

E. Vendor’s on-site employees will be subject to MD Anderson’s background check and drug testing policies.

F. Vendors’ on-site employees will be required to take the Institutional Mandatory training provided by MD

Anderson. This is typically 2 or 3 1-hour training videos. Failure to complete the required training by the due date will result in vendor’s employees’ access to MD Anderson buildings being terminated.

XI. Coordination and Scheduling of Work

A. Vendor shall abide by the following work coordination and scheduling process for all campuses. Facilities

Management will generate PM work orders based on the master load leveled PM schedules within MD

Anderson’s CMMS (Maximo), and issue work orders to vendor’s team.

B. Vendor will submit weekly work schedules by technician based on the prioritized backlog of PM’s and corrective repairs for the contracted assets within 48 hours

C. Vendor will complete all required tasks associated with the PM and document work order status and all actions performed directly into the MD Anderson CMMS program on same day work was performed.

D. The Vendor may use a mobile device for CMMS data entry if deemed compatible with MD Anderson’s CMMS software.

E. Vendor must note any needed repairs to equipment that are identified during the PM work on the Work Order and a new Service Request for repairs created in MD Anderson’s CMMS program. This will be done by the contractor directly in MD Anderson’s CMMS system via an approved mobile device.

XII. Vendor Parking

A. The vendor will be responsible for parking fees and establishing parking access at all buildings. Once vendor is on-boarded, MD Anderson project coordinator will provide the detailed information on how to get Contractor parking set up through MD Anderson Parking Team.

XIII. Key Performance Indicators for Vendor Services

A. The following performance indicators will be tracked by the owner and regularly reviewed with the service provider.

Mutually agreeable minimum expectations for performance will be established at commencement of contract and if any indicators are noted to be below the acceptable level, actions must be documented and presented to MD

Anderson Program Coordinator for review and approval. For scoring breakdown, vendor will reference MD

Anderson Rider 200 – Key Performance Indicators for Maintenance and Service.

B. Key performance indicators will include the following but not limited:

• On-time PM Completion Performance

• Number of breakdown events on assets being maintained by vendor

• Total repair costs for assets being maintained by vendor

• Timeliness of invoice submission

XIV. Communications and Service Level Agreement Meetings

A. All communication between the vendor and the owner will be coordinated through the single point of contact for

MD Anderson. The point of contact for MD Anderson will be the Program Coordinator with additional designees identified later for when Program Coordinator is not available.

B. At minimum, bi-weekly Service Level reviews will be established to allow both the vendor and owner to bring forth performance concerns or other opportunities that need to be addressed. Both the exact frequency and logistics of these meetings are to be determined and agreed to by both parties prior to commencement of services.

C. Contractual concerns, including invoicing and payment terms, should be addressed directly to the Research and

Admin Facilities Contract Specialist.

D. Vendor must have a dedicated account manager to MD Anderson that is responsive to the needs.

XV. Invoicing

A. Vendor will adhere to the invoicing guidelines outlined in Rider 116.

B. The fiscal year for MD Anderson begins on September 1st and ends the following year on August 31st. Invoices for all work completed on preventative maintenance and full-service maintenance need to be billed at the end of each month or fiscal year quarter as agreed upon post contract approval.

C. MD Anderson Program Coordinator will only approve invoices for work already confirmed as complete. MD

Anderson will not pay invoices for time periods of support or work that is to be performed in the future.

D. Invoices will not be released until the Program Coordinator confirms the work has been completed.

E. All quotes and any proposed increases to the agreement must be approved by both the MD Anderson team and the

Contractor. Any subsequent deviation from the agreed-upon pricing must receive prior approval from the MD

Anderson team before invoicing.

Attachments

Attachment A: Master Asset List - Detailed list of Assets for Master Scope of Work

Attachment B –Required PM Frequencies with Task Lists

Attachment C: Required PM Parts Required by Asset

Attachment D: Key Performance Indicators

Attachment E: Building Addresses for Assets Included in Scope of Work

Attachment F: Cost Calculator for Required PM Parts

Attachment G: FM Contracted Services and Corporate Service Employees Building Sign-In/Out Procedure PR134