Specification_Sheet_for_On_Call_Kitchen_Supression_Reparis_25-26.docx

City of New Haven, BOE Food Service Bid On Call Kitchen Suppression Repair Services

GENERAL OVERVIEW

The New Haven Public Schools is seeking formal Bids for regular and overtime hourly wage rates and a percent (%) markup over original material invoices from qualified contractors.

The Contractor shall provide full Testing, Inspection, Preventive Maintenance, On-Call Repairs and Emergency Services for New Haven Public Schools’ at the locations.

Preventative inspections must be done on a semi-Annual basis.

GENERAL CONDITIONS

Intent of these General Conditions and Specifications are to ensure testing, inspection, preventative maintenance, on-call repairs and emergency services are complete in every respect. Details of requirements and services not explicitly stated in these specifications but necessarily attendants thereto are deemed to be understood by the Contractor and included herein.

Items on this list should be used as guidelines, but not considered all-inclusive of requirements according to industry standards, which the Contractor is expected to follow.

All material and equipment furnished shall be new and in excellent condition. However, on occasion, the contractor may be requested to install salvaged equipment, this request will be made at the sole discretion of the City of New Haven and refusal to comply will be considered a violation of the terms and conditions

The City of New Haven’s interpretation of the General Conditions and Specifications shall be final and binding upon the Contractor.

CONTRACT PERIOD

This is a one-year contract. The contract will begin July 1, 2025 and will continue through June 30, 2026. At the sole discretion of the New Haven Public Schools, Food and Nutrition Department, any award under this request for proposal can renewed for two (2) additional one-year periods.

I. 1st Option to renew period July 1, 2026 to June 30, 2027 II. 2ND Option to renew period July 1, 2027 to June 30, 2028

SCOPE OF WORK

The work to be performed by the Testing, Inspection, Preventive Maintenance, On-Call Repairs and Emergency Services Contractor under these Specifications shall consist of furnishing all material, labor, supervision, tools, supplies and other expenses necessary to provide full Testing, Inspection and Preventive Maintenance per local and state code.

On-Call Repairs and Emergency Services of every description, including but not limited to inspections, adjustments, testing and replacement of parts for all district-wide kitchen refrigeration equipment and related equipment covered under this Contract and the preparation/furnishing of certifications and reports as required by the New Haven Public Schools.

PREVENTATIVE MAINTENANCE

NHPS has an expectation is that the provider’s service technician(s) have the necessary generalist’s skills and ability to properly resolve the overwhelming majority of repairs identified during the preventative maintenance inspections. The service provider(s) shall submit a checklist for each piece of equipment inspected per school.

Preventive maintenance of equipment will be done at least once per school year. Preventative maintenance is to include cleaning, replacing equipment and other preventive actions deemed necessary. Minor repairs must be done during the preventive maintenance inspection.

Major repairs discovered during a preventive maintenance inspection must be noted and relayed to the Executive Director or Authorized designee. Major Maintenance will consist of the restoration or replacement of parts as necessitated by the wear and tear, damage, failure of parts, etc.

HOURS

All work, except that which is deemed disruptive to the normal operation of the school, shall be conducted during normal business hours. Alternate arrangements for disruptive work shall be scheduled through the Executive Director of Food Services or his/her designee.

No work shall be performed unless such is authorized by the City of New Haven or its authorized representative. Further, notification must be given to the Executive Director of Food Services or his/her designee before the close of the business day prior to the day work is to be scheduled.

In the event that work is to be scheduled for two (2) or more consecutive days, the Executive Director of Food Services must be informed on a daily basis as to all aspects of the status of work progress.

BASIS OF HOURLY CHARGES

The bid price shall include all labor, transportation, fuel and other charges applicable The bidder shall enter on Bid Form the amount he proposes to charge per hour for the service to meet all specifications, regular hourly rate, overtime hourly rate and preventative maintenance for equipment NHPS Food Service shall pay contractor for the time spent at the work site ONLY.

REPAIR WORK

Repair work includes labor and materials Equipment within the Food Service Department. Work also includes installation of equipment when necessary.

SERVICE WORK

This bid shall be for Food Service Equipment and materials, based on hourly charges for making routine and emergency service calls involving equipment problems of the kitchen facilities of NHPS Food Service. For this service work the Food Service Equipment Repair Service Contractor shall provide all labor and materials necessary to complete the job as follows:

· NHPS designated representative shall notify the Service Contractor of the location and nature of the problem requiring service

· Service Contractor shall make service call and diagnosis the problem and report back to the NHPS Executive Director or Designee

· NHPS will acknowledge report and advise the Service contractor if further service work is required, such as repair work.

· Where actual repairs work is to be involved, hourly rate, as bid shall apply for labor excluding cost of materials.

EMERGENCY WORK

Although the intent is to schedule work during normal business hours, any condition deemed by the New Haven Public School’s Executive Director of Food Services to be an emergency and/or urgent shall be responded to by the Contractor as follows:

The Contractor shall have a local office located within 25 miles of the City of New Haven. The Contractor shall be capable of responding to on-call and emergency calls via telephone and/or via FAX within ½ hour (normal working hours) and 1 hour (after hours, weekends, and holidays) of receipt of the call from the following: New Haven Public Schools Facilities Management Service Response Center.

EMERGENCY NOTIFICATION PROCEDURE

The Contractor shall furnish emergency telephone numbers to the New Haven Public School’s Service Response Center at 203-691-3910 that will provide direct access to the Contractor’s staff responsible for emergency dispatch of service technicians. The telephone numbers shall provide the City of New Haven and its representatives with 24 hours/7 days per week access to the Contractor. All costs associated with any emergency call shall be included in the base price hourly rates of the Contract

REPORTING FOR PREVENTATIVE MAINTENANCE

On an annual or bi-annual basis, during the month of July, the vendor will inspect all district-wide kitchen equipment and identify all deficiencies.

The inspections will include, but not be limited to: cleaning condensers; checking condition of door gaskets; and the operations of all equipment.

A detailed report shall be provided to the Director of food Service no later than one week after August 15, with the following details:

· School Location

· Number of Equipment inspected

· Inspection Check list (What the vendor inspected)

· Make and Model

· Age of equipment (if available)

· Recommendations for the equipment from vendor

The priority of repairs for such deficiencies will be determined by the Executive Director of Food Services for the New Haven Board of Education.

The security and protection of all materials, tools and equipment stored at any work location are the sole responsibility of the Contractor.

WARRANTY

All workmanship and materials performed and installed pursuant to these specifications and the contract shall be fully warranted for a period of one (1) year from the date of approval of the Contractor’s invoice for any project, task or assignment by the Director of Food Services.

PRIMARY CONTACT

The primary contact individual that represents the City of New Haven, BOE Food Service relating to all requirements of this Contract is:

Baron Young Executive Director of Food Services New Haven Public Schools 75 Barnes Avenue New Haven CT, 06513 Phone: 475-220-1611

FAX: 203-946-7650

In the event that Baron Young is not available to contact, a designee will be assigned who is authorized to initiate a service call.

In all cases, whether initial contact is made by the individuals referenced above, a confirming Work Order will be faxed to the Contractor’s office after such Work Order is generated. In some situations, in lieu of a telephone call to the Contractor, only a Faxed Worked Order will be issued to the Contractor.

Should a project, task or assignment be performed by the Contractor that is not initiated by one of the individuals listed above, the Contractor’s invoice will not, under any circumstances (except for a bona fide emergency), be approved for payment.

Should the Contractor receive a call from any individual other than the individuals listed above, the Contractor shall instruct the caller to contact the Service Response Center at (203)-691-3900 to provide details of the repair or service need.

RIGHT TO CANCEL

NHPS Food Service reserves the right, without notice, to cancel service agreement for the following reasons:

· Failure of Contractor to adhere to hourly rates as bid.

· Contractor's failure to timely respond to service requests.

· Contractor's failure to comply with any part of this specification.

· Inferior work performed to EICSD property determined by EICSD

· Evidence of collusion, price fixing, or theft of EICSD provided materials

· Failure to provide proof of insurance as required herein.

METHOD OF SELECTION

The City reserves the right to award portions of this contract to multiple bidders. The primary selection will be the low bidder by total price (hourly rate, overtime, and preventative maintenance)

RECORD KEEPING AND INVOICING

The City of New Haven and its representatives require the Contractor to keep accurate timesheets for all employees assigned to perform any project, task or assignment pursuant to this Contract. Hourly rates submitted during bid process should include amounts to cover all associated costs including but not limited to travel and fuel charges. Contractors will only be allowed to invoice for TIME SPENT ON SITE and so noted on a service ticket. All other charges will be eliminated from invoices received.

The City of New Haven and its representatives require the Contractor to keep an accurate listing of supplies and materials used in the performance of any project, task or assignment pursuant to this Contract.

A Work Order (established by the Executive Director of Food Services for the New Haven Public Schools) issued to the Contractor for a project, task or assignment will be noted as “complete” along with the date of such completion and it will be returned to Maintenance Services as part of the invoice documentation.

Upon arriving at any school or facility said contractor will record arrival and departure time on a service ticket. Both arrival and departure times will be verified and signed for by an authorized representative of said school or facility.

Invoices shall be submitted, as provided for herein, with the Purchase Order Number or Contract Number, Work Order Number, date of service, and location(s) of the school(s) where work was performed clearly identified. This service ticket will be attached to the invoice as set forth below. At a minimum, the invoice must contain the following information:

· Complete description of the work or service that was performed

· Clear summary with extensions of labor hours and costs

· Clear summary with extensions of materials used, and costs

· Total of All work

· The following must be attached to the invoice:

· Service Ticket signed on-site by NHBOE representative showing hours on site (with arrival and departure times) and/or

· The completed Work Order.

If the above required information and back-up documentation does not accompany an invoice, the invoice will not be reviewed nor processed for payment until such information and back-up documentation is furnished by the Contractor.

Invoices and work orders should be mailed to the address below. Vendors can also email invoices and back up documentation to the address below as well. Invoices may be emailed or mailed on a daily, weekly, or bi-weekly basis. The contact for invoicing:

New Haven, CT 06513

A monthly statement of New Haven Public Schools – Food Service should also be emailed to the above individuals: