The District will open CORE, a new recreation center, in summer 2025 with new fitness equipment (see Attachment 1). The District also has fitness equipment of varying ages at eleven fire facilities (see Attachment 2). The Contractor will provide quarterly preventative maintenance, plus repair services as needed, by trained service personnel. Proposals shall identify services and costs separately for CORE and District fire facilities for all management, tools, supplies, equipment, and labor necessary to provide preventative maintenance and repairs as needed. The District will provide two points of contact: one for CORE and one for all District fire facilities. 3.1 - Preventive Maintenance a) Preventive maintenance is to be performed quarterly on all fitness equipment in accordance with each manufacturer’s maintenance guidelines. b) Dates and times for preventative maintenance visits must be authorized by the District point of contact for the respective equipment. Hours for service are typically between 8:00 AM and 4:00 PM, Monday through Friday, unless other arrangements are made. c) The Contractor shall complete a checklist identifying preventive maintenance service and/or repairs for each piece of equipment. A digital version of the checklist is required for recordkeeping. d) The checklist shall document work performed, issues to monitor which don’t require repair, and issues requiring repair. e) For any hazard issue identified during inspection which may cause injury, the Contractor shall immediately notify the District point of contact, or District staff, for follow up action. f) Checklist documentation shall be available digitally within 72 hours of maintenance and/or repair. g) The Contractor shall maintain a digital database of District fitness equipment by location, including each piece of equipment, preventative maintenance inspections conducted, maintenance service requests, and repair services. This information should be accessible to the District in PDF or Excel format, preferably online for easy access by CCSD staff. 3.2 - Maintenance Service Requests a) The Contractor shall provide an option to submit maintenance services requests electronically, such as a web form or email. Phone submissions are not acceptable. b) The Contractor shall track maintenance service request on the equipment database. c) The Contractor shall provide service within two (2) business days following receipt of a maintenance service request. In the event the Contractor is unable to repair the fitness equipment on the initial service call, the subsequent visit will be provided at no additional cost to CCSD. 3.3 - Repairs a) All repairs must be approved by the District point of contact before proceeding. b) Repairs work should come with a warranty of no less than 90 days. Repairs within the warranty period will be services at no additional cost to the District. c) All parts and materials used in repairs will be new and conform to the original equipment manufacturers (OEM) specifications. The Contractor shall not install parts that have been rebuilt, used, or removed from another system without the written approval of the District point of contact. If manufacturer-specific replacement parts are unavailable, the Contractor may propose an equal or better substitute part. The burden of establishing interchangeability and quality of substitute parts or materials lies with the Contractor. d) The Contractor shall provide upholstery repairs as needed. e) The Contractor shall maintain an adequate inventory of repair parts so that no undue delay is caused in the repair of the fitness equipment. f) Repair documentation shall be available electronically within 72 hours of repair.
