Custodial Equipment Repairs with optional Planned Maintenance Service Program

2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL. The intent of this bid is to secure firm fixed pricing and select multiple Bidders to provide Custodial Equipment Repairs to be used on an as needed basis. The performance of awarded Bidders shall be in accordance with the terms of the specifications and at the quality standards of service set forth herein. A. This bid is for the purchase of repair services for custodial equipment owned by the School District of Osceola County. This equipment includes, but is not limited to vacuum cleaners, carpet extractors and floor machines. B. The Price Sheet has a “One-Time Pick-Up/Delivery Fee” this fee is to cover the expense of traveling & fuel to and from any school/location within Osceola County. This one-time pick-up/delivery fee is per Purchase Order, if multiple pieces of equipment are being picked up only one (1) pick-up/delivery fee will be allowed. C. Bid pricing will be considered on a basis of hourly rate of service, discount off parts and location of company. In order to meet the needs of the entire District, awards may be made to a variety of vendors who offer the lowest overall hourly rate, best discount and convenient location. D. Bidders may bid on one (1) manufacturer or multiple manufacturers on the price sheet (must be an authorized service provider for each manufacturer you are bidding). E. Items that are not economically repairable or damaged beyond repair shall be tagged with defect information and returned to the school or department which originally submitted the equipment. F. On all items which need replacement parts, vendor is to notify the school or department on a total cost for the job before work is to be started. No repairs are to be done before the vendor receives a hard copy of the purchase order, or an authorized credit card to pay for repairs. G. Initial Purchase Orders may list an estimated charge for parts with a “Not to Exceed” dollar amount. The school or department may be required to issue an additional purchase order to cover amounts exceeding the estimate. H. All bidders are required to submit all catalogs and price guides to be used under this contract with their bid submittal. I. All bidders must be authorized to work on the equipment, and provide a manufacturer’s parts list they are offering discounts on. 2.01 SERVICE DEPARTMENT REQUIREMENTS A. Loaner/Rental machines available at no charge if equipment cannot be repaired within 4 business days after receipt of the Purchase Order. B. A “One-Time Pickup and Delivery Fee” is listed on the Price Sheet to cover the cost for both roundtrip pick-up and delivery travel/fuel expenses. C. No charge for estimates, evaluations and quotes of service repair. D. If service estimate is not approved, machine must be returned to the school with only the “One-Time Pickup & Delivery Fee” as a charge. E. Must have indoor and secured warehouse/service bays. F. Must have fully stocked service vehicles (for repairs that can be made on site and paid by P-Card). G. Minimum of one (1) Company owned service vehicles. H. Inventory of stocked parts for product lines sold/serviced. 2.02 PLANNED MAINTENANCE SERVICE PROGRAM The District wants to know if you are able provide an Onsite Planned Maintenance Service program for each type of equipment listed on the price sheet. Each School wishing to take advantage of this program will issue a Purchase Order indicating the frequency of the PM Service (annually, bi-annually or quarterly). Schools may choose to cover some, all, or just one (1) critical piece of equipment. Planned Maintenance Service shall follow the Manufacturers’ recommended PM Service requirements, and an example is listed below. (Different Manufacturers may have additional PM Service requirements, which shall be included in your service price). Example A battery Auto Scrubber unit will include the following PM inspections: • Batteries/cables inspected, specific gravity checked, batteries filled, and cables cleaned and treated if necessary • Amp draw checked on all motors using an OTC meter • Machine lubed at grease points and pivots • Filters inspected and cleaned if possible • Vacuum system and hoses checked and cleaned if necessary • Squeegees removed, cleaned, rotated, and adjusted • Skirts checked and adjusted • Brush/pad motors and hubs inspected, lubed and cleaned if necessary • Solution system tested and checked for leaks • All mechanical functions inspected, lubed and adjusted as necessary • All safety functions inspected and adjusted as required • Test run machine to ensure optimum performance • Machine wiped clean • Machine operation and necessary recommendations made to school Propane/Gas Units would have additional inspections made: • CO Test performed as a safety measurement and machine performance check • Belts Inspected • Fluids checked, topped off, or changed as needed Any machine within or outside these categories may also have additional checklists based on different manufacturers’ recommended maintenance schedule and it is up to vendor to stay up to date with all manufacturers’ service requirements. All PM Service pricing shall include up to 1.25 hours of labor (onsite). If additional parts or labor are required, the additional costs would need to be approved by the school at the time of PM Service. If parts are known to be defective or worn out prior to the scheduled PM Service. The school may request and estimate so a purchase order can be done to cover the cost of parts at the percentage off discounted prices per this bid. Any travel time or costs must be included in your overall PM service fee. 2.03 CURRENT LIST OF EQUIPMENT The following is a sample list of the types of equipment currently used in the District. However, there may be some that are not listed, see price sheet. BURNISHERS: Aztec Betco Gloss Boss Eagle Elite Honda NuSource Onan Pioneer Pullman Holt Sterling Tornado Windsor CARPET CLEANERS:_____ _____ Advance Betco CFR Hoover Host Nobles Powerflite Pullman Holt Super Nova Tornado US Products Windsor CARPET DRYER: Windsor FLOOR MACHINES: Betco Dabers Mastercraft Merit Minute Man Nobles Numatic NuSource Pacific Pioneer Pullman Holt Sterling Tennant Tornado Triple S Windsor MULTI-PURPOSE CLEANER: Kaivac UP-RIGHT VACUUMS: Advance Royal Tornado Windsor WET/DRY VACUUMS: Advance Dayton Edic Hoover Minute Man Shop Vac Pullman Holt Tennant Viper Windsor Workman