Section 1: Service Coordination a. The Facilities Management Team Manager or their designee (central planning) shall be the primary liaison(s) between the University and the Contractor for the purpose of coordinating Contract related activities. The names of the Facilities Management Team Managers, central planning contact, along with the units and locations they represent and their contact information, shall be provided to the Contractor before the commencement of the Contract. Inspection services will be scheduled with Facilities Management Team Managers. b. Contractor shall conduct annual safety inspections on the equipment referenced in Attachment D: Price List. Inspection services shall include, but are not limited to, all labor, employee safety equipment, testing and adjustments, and lubrication etc. All inspections will be non-destructive and per manufacturer’s guidelines/specifications, adhere to all Occupational Safety and Health Administration (OSHA) standards, and adhere to standard accepted industry trade practices. c. The Facilities Management Team Manager shall be responsible for determining if and/or when any additional work will be performed beyond that which is defined in the Contract, including repair work. A separate Purchase Order will be issued for this additional work. All costs for additional services shall be itemized in the Contractor’s proposal and include itemized material and labor rates. d. The Contractor shall employ a sufficient number of trained and capable employees to properly, adequately, safely, and promptly provide Services. The Contractor agrees each of its employees is properly qualified and will use reasonable care in the performance of Services. The Contractor shall not engage any subcontractors or other parties to perform Services unless first approved in writing by the University. e. The Contractor to perform annual inspection and recertification services of cranes, derricks and hoists, material and personnel lifts. Inspection and re-certification services must comply with manufacturer recommendations and all applicable requirements of current OSHA and related American National Standards Institute (ANSI) standards. Section 2: Reporting a. The Contractor shall be responsible for updating and maintaining a permanent record and inventory of all annual safety inspections and repair service activities. Upon termination of Contract, all records in possession of the Contractor shall be provided to the University before final payment is made. b. Awarded Contractor(s) to red tag and/or Lockout/Tagout (LO/TO) and immediately notify the Facilities Management Team Manager, or designee of equipment that is unsafe or unusable. c. Completed inspection reports of Material Handling Equipment (MHE) must be provided to the customer (Facilities Management Team Manager and Central Planning) identifying the specific equipment inspected (include location, make, model, and serial #), inspection results including all repairs or adjustments made, deficiencies found, red tag and/or LO/TO status, and date of inspection. Estimates for repairs should be provided when deficiencies are identified in the inspection report. Reporting should be provided by email within seven to ten (7- 10) days from the date of inspection. MBID No. 10256.2024.10.07.mw, Annual Inspection/Repair of Personnel & Material Lifts and/or Hoist/Cranes 2 Section 3: Repair Services a. Repair service shall only be performed at the direction of the Facilities Management Team Manager /Central Planning. Repair quotes will be required before repair work will be authorized. b. All repair pricing is to include parts and labor. The Contractor will provide quote via email to Facilities Management Team Manager, Central Planning and Facilities Management designee. c. All repairs must be made with components and methods that are compatible with the original equipment. All materials utilized must meet or exceed manufacturer standards and maintain all warranties. The Contractor shall produce the failed or worn-out parts if asked to do so at the time of repair. Section 4: Additional Requirements a. Whenever possible, the Contractor’s work is to be performed during the standard work day. The University of Minnesota’s standard work day is 7:00 am – 3:30 pm, Monday through Friday, not including University Holidays or special events. b. If work is required to be performed at times other than the normal work day, depending on a building’s occupancy or special activities, the Facilities Management Team Manager will coordinate work times with the Contractor. c. The Contractor shall provide all tools, ladders, material, and safety equipment to perform inspections and approved repairs. d. The Contractor will identify University MHE equipment that requires a University supplied asset tag (red label), which will be applied by University staff. Section 5: Security and Site Access a. All work on premises must be coordinated and approved through the respective Facilities Management Team Manager or designee for each building. b. All business hour service calls will require a check in and check out with Information Desk personnel or Facilities Management Team Manager in the absence of info desk personnel. c. All Contractor’s employees working on University property must be clearly identified by a distinguishable uniform shirt displaying the Contractor’s company name/logo. Contractor’s employees shall wear a photo ID badge which clearly displays their first name and the Contractor’s company name/logo. d. When required, necessary keys (mechanical and/or electronic) may be checked out from the respective Facilities Management Team Manager for each location where work has been scheduled to be performed. Only pre-authorized Contractor’s employees may check out keys for which they have been approved. e. Keys may be checked out for one work day at a time and MUST be returned to the designated location at the end of each business day. Keys must not leave the University premises. f. Contractor is fully responsible for all keys in their possession, including their use and safe keeping. Contractor is responsible for the cost of replacing all user keys and rekeying all affected building areas in the event a key is not returned to the University.
