SLCo SHE133296-1 Exercise Equipment Maintenance & Repair - RFC

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office, invites your company to bid on providing regularly scheduled preventative maintenance for exercise equipment. The Sheriff’s office maintains many fitness machines and exercise equipment devices located at The Adult Detention Center (ADC) and The Sheriff’s Office Administration Building (SOAB). This contract shall also include the Contractor providing “as-needed” repairs on the exercise equipment, when authorized by the County through a Purchase Order (PO). Repairs may require the need for visits outside the regularly scheduled maintenance schedule.
Preventative maintenance and associated inspections must be made on a quarterly basis (i.e., approximately once every 90 days) or as additionally requested by the Sheriff’s office. Preventive maintenance and repair services shall be performed only between the hours of 8:00 AM to 5:00 PM (Monday through Friday, excluding holidays), unless requested otherwise by the County. If any equipment is replaced, preventive maintenance for the new equipment will not be performed and will not be charged during the new equipment’s warranty period, unless the machine’s warranty requires such preventative maintenance as requested by the Sheriff’s Office.
During scheduled preventative maintenance visits, Contractor must conduct a preventative maintenance inspection on each item of equipment and make minor adjustments and repairs. The types of preventative maintenance tasks that are performed for each machine must be appropriate for that type of machine. Preventative maintenance tasks include but are not limited to the following:
• Clean / vacuum • Oil / lubricate chains, guide rods, leather brake pads, and hinge points • Check the error code logs of the electronic machines • Check for correct calibration • Check the machine’s belt(s) have optimum tension • Check the machine’s resistance settings are functioning as intended • Check that each of the machine’s adjustable positions are functioning as intended • Check cables for fraying and other signs of wear • Check that guide rods are functioning properly and are free of signs of wear • Check upholstery to make sure it has not become cracked or torn • Check selector pins to make sure they are functioning properly, will stay in place while the machine is in use, and have not become misshapen • Check that the various parts of the machine are still properly secure and have not become loose or wobbly • Check bolts, screws, and welded points for any loosening and other signs of wear • Minor repairs of issues found during the above inspections
The Contractor is to provide “as-needed” repairs on the exercise equipment, when authorized by the County through a written Purchase Order (PO). When a machine requires repair, the Sheriff’s Office may delay repair until the quarterly service appointment or require Contractor visit outside the regular schedule. The Contractor shall accommodate requests for repair within five business days.
Repairs beyond the scope of a preventative maintenance call shall be paid on an hourly rate basis, plus parts. The Contractor shall supply parts need for repairs. Prior to repairs, the Contractor shall supply a firm cost quote and receive approval through a written Purchase Order (PO).
In the event a repair is likely to near or exceed the cost of replacement, the Contractor shall immediately cease repair efforts and advise the Sheriff’s Jail Facility Management Division Lieutenant. Repairs shall not continue unless authorized by the County.
Equipment replacement is not included as part of a successful contract. County will follow County ordinances and policies to procure replacements. Contractor will not: • Be precluded from submitting a bid in any competitive solicitation process to replace equipment. • Receive preferences or other advantages, except those permitted by County ordinance or policy.
Travel time will not be paid for field labor rates, and no mileage charges or reimbursements will be paid by the County. Compensation for these types of things will be part of the all-inclusive contract prices for preventative maintenance and repairs.
The Contractor is required to use new “Original Equipment Manufacturer” (OEM) parts for maintenance and repairs performed under this contract. If new OEM parts are not available for a specific repair, the Contractor must obtain permission from the Sheriff’s Office’s Jail Facility Management Division before performing work with non-OEM parts or used parts.