A. Key Services Include: 1. Routine Maintenance and Repairs: a. Daily inspections and troubleshooting of HVAC, electrical, plumbing, mechanical systems, overhead and man doors, access control and camera system, air compressors, conveyance systems, life safety systems. b. Maintenance of boilers, chillers and cooling towers, air handlers, rooftop package units, split systems, exhaust systems, freezers and coolers, building control systems, and all associated downstream equipment. c. Minor carpentry, painting, and plumbing repairs. d. Other duties will include grounds and landscaping, graffiti removal, painting, and exterior building repairs. e. Snow and ice removal from entrances and sidewalks. f. Lawncare in the spring, summer, and fall. Additionally, repair and maintenance of irrigation systems. 2. Preventative Maintenance Program: a. Scheduled tasks, including filter changes, lubrication, belt replacements, water treatment, systems diagnostics, and data tracking. b. Work must be completed either weekly, monthly, quarterly, or annually depending on industry best practices or equipment manufacturers’ recommendations. c. Maintenance planning integrated with capital improvement priorities and condition audits. d. Monthly reports detailing all completed maintenance at each service location shall be submitted to City’s designated representative in digital format. Updated condition audits shall be submitted to the City annually. 3. Project Management and Technical Support: a. The contractor will provide project management services integrated into daily operations. As the City does not maintain separate line-item budgeting for internal project management labor, proposers should include a description of their standard approach to managing small-to-mid scale renovation, maintenance, and large capital projects, all of which can include the oversight of third-party contractors. This should include how such services are priced/billed (e.g., bundled in general overhead, billed hourly, or percentagebased). The City may request time-and-materials estimates or defined rates for project-related services during the contract term. b. The contractor shall act as the Owner’s Representative for assigned projects, ensuring alignment with budget, scope, timeline, and quality expectations. This will include working with architects, engineers, and contractors on projects of various size, scope, budget, and complexity. c. Develop and manage project scopes, specifications, cost estimates, contractor procurements, schedules, submittal review, construction monitoring, commissioning, closeout, and warranty phase. d. Coordinate pre-construction planning, design reviews, permitting, and stakeholder communication. e. Oversee subcontractor performance and ensure compliance with all local, state, and federal codes, safety standards, ADA/accessibility requirements, and procurement rules. f. Provide regular progress reporting, risk tracking, issue resolution, and documentation to City leadership.
