IFQ_5000_BYS1005_SOW_v1.pdf

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SCOPE OF WORK

Onsite Maintenance of Fitness Equipment

1.0 Purpose

The purpose of this contract is to provide regularly scheduled maintenance and repairs of fitness equipment onsite at the various City of Austin buildings.

2.0 Term of Contract

This Contract shall remain in effect for a term of 12 months or the City terminates the Contract.

3.0 Background

Fitness equipment is used by firefighters and police officers to remain physically fit to perform their job duties and to remain in compliance with Austin Fire Department (FIRE) and Austin Police Department (APD) fitness standards. Other City departments use fitness equipment to facilitate the health and wellness of city employees.

4.0 Tasks/Requirements

4.1 Contractor Qualifications- the Contractor shall:

4.1.1 Have a minimum of two (2) years’ experience in exercise equipment maintenance and repair services that are similar in scope to the City’s and that the business is operated out of a fixed, commercial site, not a residence.

4.1.2 Submit proof of experience along with the Bid package. Proof of experience may be in the form of resumes, references and/or letters of reference which clearly demonstrate and verifies the Contractor’s eligibility. The City reserves the right to ask for and verify proof of experience prior to the completion of the awarding process.

4.1.3 Provide a list of employees performing maintenance and repair services with copies of their credentials or certificates with the bid. Contract shall supply copies of their credentials or certificates for any additional employees performing service during the contract term prior to work commencement.

4.1.4 Have the ability to provide maintenance and repair services to, but not limited to, the following brands.

4.1.4.1 Treadmill brands include: Cybex, Fitnex, Matrix, Precor, Spirit, Startrac, True, and Vision.

4.1.4.2 Elliptical trainer brands include: Matrix, Octane, Precor, Spirit, True, and Vision.

4.1.4.3 Rowing machine brands include: Concept 2 and Spirit Fitness.

4.1.4.4 Stationary bike brands include: Precor, Schwinn, Spirit, StarTrac, Vision, and Keiser.

4.1.4.5 Stair climber brands include: Cybex, Stairmaster, and Matrix.

4.1.4.6 Recumbent bike brands include: Tuff Stuff, Bodyflex, Lift

Fitness, Precor, Startrac, and True.

4.2 Contractor Responsibilities The Contractor Shall:

4.2.1 Provide maintenance services for various city departments located

Scope of Work 2 of 5 throughout the City.

4.2.2 Provide the equipment’s location in the subject line of any email communications with City departments.

4.2.3 Provide all personnel, diagnostic equipment, materials, tools, expendable items, personnel protective equipment and transportation necessary for the proper execution and completion of inspection, maintenance and repair services on various brand of exercise equipment. The materials and services provided by the Contractor shall conform to the latest industry standards and comply with all Federal, State and Local laws, City of Austin ordinances, rules and regulations.

4.2.4 Provide safety inspection, maintenance, and repair services for treadmills, elliptical trainers, rowing machines, stationary bikes, recumbent bikes, stair climbers, multi- gyms, and all other exercise equipment at each location.

4.2.5 Maintain all equipment covered under this contract to a level of performance equal to the published specifications for the equipment when originally purchased.

4.2.6 Understand that different locations will have different security requirements as outlined in section 2.9 in the Terms and Conditions.

4.2.7 Perform work during the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding City holidays. (See section 1.35 in the Terms and Conditions

4.2.8 Contractor and Contract Manager or authorized City representative will agree on a service time for these locations.

4.2.9 Confirm all appointments by email or phone twenty-four (24) hours prior to the scheduled arrival time.

4.2.10 Inform the Department Contract Manager or authorized City representative if they will arrive at an appointment more than thirty (30) minutes late for a scheduled appointment and be required to reschedule.

4.3 Routine and Preventative Maintenance Performed Annually Service Requirements

The Contractor Shall:

4.3.1 Inspect and perform preventative maintenance service on each piece of equipment at each location, one (1) time in a twelve (12) month period or as stated otherwise.

4.3.1.1 Inspection and preventative maintenance service will include the main unit and all component parts.

4.3.1.2 Preventative Maintenance service shall include cleaning, lubricating and calibrating each unit and inspecting each unit for any damage or problems.

4.3.1.2.1 Maintenance of Rowers must include lubrication of

chain, checking for loose bolts, and cleaning of flywheel by air- duster.

4.3.1.3 Preventative Maintenance will NOT include writing down mileage or each treadmill or strides for each elliptical trainer

4.3.1.4 Contact the Department Contract Managers or authorized City representatives and create a preventative maintenance schedule for the entire year. Service visits shall be completed prior to the agreed upon due dates.

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4.3.1.5 Provide a minimum of two (2) weeks’ notice to Department Contract Manager or authorized City representatives prior to any appointment. This will allow time to schedule an escort for each location.

4.3.1.6 Provide a Service Report upon completion of each service visit to the designated Contract Manager or authorized City representative that includes the service that was performed during the visit.

4.3.1.7 Service Report shall include services that were performed, any equipment in need of repair with serial number, corrective action plans, and any potential problems. This information will allow the City to predict future maintenance visits, schedule downtime, and minimize operating costs.

4.3.1.8 Return the work area to the condition prevailing at the time of the contractor’s arrival upon completion of Preventative Maintenance or Repair Services. Upon completion of Preventative Maintenance or Repair Services, the work area should be returned to the condition prevailing at the time of the contractor’s arrival.

4.3.1.9 Review and update the Equipment Inventory Spreadsheet to keep track of service visits, repair activities, warranty information, and any problems with equipment noted during a visit. Report should be shared with the Contract Managers at the end of a contract year or upon request.

4.4 Repair Service Requirements The Contractor Shall:

4.4.1 The contractor shall be available to repair exercise equipment noticed during maintenance visits or on an as-needed basis.

4.4.1.1 Provide clear instructions or procedures for Contract Manager or authorized City representatives to follow when requesting repair services on any piece of exercise equipment. This may include phone numbers, email addresses, or website links with online forms that need to be submitted.

4.4.1.2 Respond, schedule, and begin repairs within twenty-four (24) hours from the time of a service request. In the event that the Contractor cannot meet the specified response time, the Contractor will notify the Contract Manager or authorized City representative within twelve

(12) hours of request for service and will coordinate and reschedule a time mutually agreed upon between Contract Manager or authorized City representative and Contractor. Failure to meet the required response time three (3) times within a twelve (12) month period may result in termination of the agreement.

4.4.1.3 Prepare a cost estimate for the repair of the broken equipment upon completion of Repair Inspection Service.

4.4.1.3.1 The cost estimate shall be delivered to Contract

Manager or authorized City representative, and a Departmental Purchase Order will be issued for the repair.

4.4.1.3.2 Upon receipt of a Departmental Purchase Order, the contractor shall schedule a service visit

Scope of Work 4 of 5 appointment to complete the repair.

4.4.1.4 Provide new replacement parts. No reconditioned parts will be allowed unless the Contract Manager or authorized City representative authorized their use.

4.4.1.5 Replacement parts are required to complete a repair, parts should be ordered and installed within one (1) week. If delay is caused by Manufacturers lead time, Contractor will contact Contract Manager or authorized City representative no later than twenty-four (24) hours prior to the one (1) week deadline and provide an estimated delivery and installation date. Failure to meet this expected response time three (3) times within a twelve (12) month period may result in termination of the Agreement.

4.4.1.6 Review and update the Equipment Inventory Report to keep track of service visits, repair activities, and any other problems with equipment noted during a visit. Report should be shared with the Contract Managers at the end of a contract year or upon request.

4.4.1.7 Generate a Repair Activity Report detailing all repair activities performed for each Department upon request.

4.4.1.7.1 Repair Activity Report shall include: Service Date, Location, Equipment Repaired, Labor Costs, Materials Costs, Total Cost of Repair.

4.4.1.7.2 Repair Activity Report should be an electronic format that may be sorted. 4.0 CITY REQUIREMENTS The City will: 4.1 Provide a point of contact for each City Department. 4.2 Provide an on-site City authorized representative that will provide access to City facilities.

4.3 Provide the Equipment Inventory Spreadsheet at

the Contract kick-off Meeting that will include a list of all equipment and locations covered under this contract.

4.5 City’s Responsibilities – The City will:

4.5.1 Provide a point of contact for each City Department.

4.5.2 Provide an on-site City authorized representative that will provide access to City facilities.

4.5.3 Provide the Equipment Inventory Spreadsheet at the Contract kick-off

Meeting that will include a list of all equipment and locations covered under this contract.

5.0 Specific Invoice Requirements

The City’s preference is to have invoices emailed to the below addresses as specified with each order:

Department Email Address for Invoices Building Services bsdapinvoices@austintexas.gov Austin Police Dept (APD) Jerome.Guerrero@austintexas.gov PARD PARDAccountsPayable@austintexas.gov Austin Energy accountspayable@austinenergy.com mailto:bsdapinvoices@austintexas.gov mailto:Jerome.Guerrero@austintexas.gov mailto:PARDAccountsPayable@austintexas.gov mailto:accountspayable@austinenergy.com

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Austin Fire Dept FireAcctsPayable@austintexas.gov

For questions regarding your invoice/payment please contact the City Contract Manager.

6.0 Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor’s and City’s key personnel are identified as follows:

Name/ Title Phone Number Email Address City Contract City Contract Manager/Contract Administrator

Chris Hornsby 512-974-1739 Chris.hornsby@austintexas.go v

Department Project Managers

To be provided at contract execution

7.0 Appendices/Exhibits

Attachment 1: List of equipment and locations with addresses.

mailto:FireAcctsPayable@austintexas.gov mailto:Chris.hornsby@austintexas.gov mailto:Chris.hornsby@austintexas.gov