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REFRIGERATION REPAIR  SERVICES

Non-UW-Madison users contact: Vendor Representative

YES

SPECIFICATIONS

1.         CONTRACT LIMITATIONS:

            This contract is limited so no single job shall have a total cost, including all parts and labor, greater than $30,000.00.  Where releases are given, each release defines the scope of a job; one release per job.  Material costs shall not exceed 50% of the total labor cost of the job (if the total job is over $1,000.00) without the approval of Purchasing.

            No capital equipment shall be purchased on this contract.  A capital equipment item is currently defined as an item which costs more than $1000.00 ($500.00 if ordered against a Federal Grant) AND has two or more years useable life.  The University will furnish all capital equipment to be installed by Contractor.

2.         WORK REQUIREMENTS:

            The Contractor shall be responsible for the work which it receives the contract.  Work will be performed in University buildings and necessary outside areas as requested.

            The Contractor will be required to:  1) Upon request, provide written job estimates, at no cost to the University, within 3 days of a requested site visit, 2) install complete system(s) as required to complete job, 3) furnish all tools and material as needed, 4) troubleshoot failures in equipment or systems, 5) move equipment and/or furniture as needed.

            When a starting date has been determined with the Contractor, the Contractor shall be on the job site on that date. 

            Contractor's workers must provide, when requested to do so, identification showing they are employes of the Contractor.

3.         NOTIFICATION PRIOR TO START OF WORK:

            The Contractor shall notify the designated building maintenance supervisor prior to starting any work.  Contractor may presume that job site entry is permitted as soon as it has given its phone notice; no affirmative response by the Maintenance Supervisor will be made.

            Contractor must provide on-call maintenance 24 hours a day 7 days a week, including holidays. 

            Contractor must respond to emergency calls with-in 3 hours. 

            Installations shall be concealed or surface mounted and be consistent with existing conditions.  Variations of these conditions, shall be approved by the Maintenance Supervisor.

4.         PERFORMANCE:

            Workmanship shall be consistent with quality standards of the trade.  The Contractor shall employ only such workers as are skilled in the tasks to which they are assigned.  The University may require the Contractor not to assign any employe the University deems incompetent, careless, insubordinate, or otherwise objectionable to work on University projects.

            Contractor shall have in its employ, or under its control, sufficient qualified and competent personnel to perform work promptly and in accordance with a schedule or work program, as approved by the University. 

            Prior to the beginning of an individual job, the Contractor shall make its presence known to the Maintenance Supervisor.  After the completion of a job, the Contractor will leave a work order, which shows the purchase order number (and release number, if given) for that job with any person authorized by the Maintenance Supervisor.  The authorized person must sign the work order as an acknowledgment that the work has been done.  When no authorized person is immediately available to sign the work order, the Contractor shall submit the work order to its own office which will forward it to the Maintenance Supervisor.  If requested by the Maintenance Supervisor, Contractor must notify Maintenance Supervisor each day when it arrives and departs.  A clip board will be located in each mechanical space.  Service record to be updated on each piece of equipment and dated each call.

            Only actual hours worked (no minimum billings allowed and portal to portal not allowed) of any producing worker engaged in services on the projects shall be considered in computing the labor hours.  Time of nonproductive workers shall not be included in computing the labor hours.  Nonproductive workers include, but are not limited to, supervisors and journeymen or others leaving the job site for materials or equipment.

            Contractor shall provide, at no cost to the University, services to correct any defects in material and/or workmanship requiring return to the job site for rework.

            Contractor must provide repair calls received in p.m. must be acknowledged by noon the following workday and machine serviced within 24 hours of initial call.

            Contractor shall operate or provide service during the hours of 7:45 a.m. CT to 4:30 p.m., CT Monday through Friday, excluding holidays as normal business hours.

            Contractor’s service representative shall leave a dated written report indicating the service performed and signed by the University employee in charge of the machine.

            Purchasing shall have the option to contract with another vendor to service equipment if Contractor is unable to repair equipment for any reason.

            If Contractor is unable to complete service at time of initial call, the Contractor should not bill for that service call until the entire repair is completed. 

5.         ACCESS TO FACILITIES:

            Contractor shall make arrangements with Maintenance Supervisor for access to University facilities.  If Contractor is given a facility key and loses the key, Contractor shall reimburse the University the cost for rekeying the facility.

6.         WORK TIME:

            Contractor will be required to maintain a daily time sheet and material list for every job and provide a copy of the service ticket for each service job completed. 

           All work at the site shall be performed during normal working hours.  Deviation from this requirement must have prior approval of the Maintenance Supervisor.  No additional expense shall accrue to the University if directed to deviate from normal work hours.

           Over time shall be paid only for work that meets both of the following criteria:

• Exceeds 8 hours a day or 40 hours per week for work performed for the University against the provisions of this contract.
• Any work necessary to be performed after regular working hours, on weekends or Legal Holidays, shall be performed at the single hourly rate unless it meets the overtime criteria.

7.         ORDERING WORK:

            Contractor shall proceed with work only upon receipt of a purchase order or a receipt of release number against an existent Contract Blanket Order.

            If service is provided on a time and material basis, not to exceed a specified amount, Contractor shall provide an itemized invoice showing a breakdown of charges including type of service, hours worked, hourly rates and material purchase costs (to be at actual cost to Contractor).  A list of materials used and their individual purchase costs must also be included with the original and each copy of the invoice.  Invoices submitted without this information WILL BE RETURNED for entry of the missing information.

            If service is provided as the result of an estimate, Contractor may invoice the estimated amount without further itemization.  Invoices shall not exceed the estimate by greater than five per cent (5%) unless prior written approval has been granted by the Maintenance Supervisor.  Any change to the estimate must be in the form of an official written change order. 

            Contractor's sales tax paid for material must be included in its material cost and must not be shown as a separate line item on its itemization.

            Costs for approved sub-contracting and for equipment rental are to be shown on the invoice as only pass-through costs without additional charges.  Rental charges shall not exceed the most current Tool and Equipment Rental Survey as published by MCAA and NAPHCO.  A copy of the subcontractor's and/or equipment rental invoice shall accompany the Contractor's invoice.

8.         DEBRIS/HAZARDOUS WASTE:

            All debris must be removed from the job site by the Contractor.  If debris could be defined as hazardous waste, Contractor must contact UW Safety Department at (608) 262-8769 for proper disposal procedure.

9.         COMPLIANCE WITH LAWS:

            Contractor shall comply with all applicable federal, state and local laws regarding working conditions, hours of employment, overtime regulations, methods and rates of payment and any other regulation regarding employer-employe relationship.

            All work performed shall comply with all applicable federal, state and local codes.

10.        WARRANTY:

            Contractor shall be responsible for workmanship and materials for a period of one year from date of completion as established by the signed work order.  If a Contractor fails to complete job in accordance with the requirements of item #4, Performance, that Contractor shall be required to correct all faults at no charge to the University.

11.        Contractor must be able to report on a semi-annual basis all services purchased against this contract.

12.        Contractor must have covered telephone service from 7:45 a.m. CT to 4:30 p.m. CT Monday through Friday in order to respond promptly to requests for service.

13.        Contractor must perform all maintenance on campus unless prior Departmental permission has been granted to remove any equipment involved.

14.        Contractor must provide repair calls received in a.m. must be acknowledged in p.m. of the same day and machine serviced within 24 hours of initial call.

Revision History