The Department of Corrections Chief Engineer and the Vendor shall coordinate all scheduled work with minimal interference to employees and inmates. The Chief Engineer will schedule the service work. All repairs will be discussed with and approved by the Chief Engineer before the Vendor proceeds with them. All planned service work under this Contract shall be performed during normal workdays, which are Monday through Friday, less holidays, between 7:00 a.m. and 4:00 p.m. The Vendor shall send only one serviceman to perform service work unless additional servicemen are pre-approved by the Chief Engineer. All work performed shall be rendered in the presence of the Chief Engineer or his designee. The Vendor shall indicate the time and date of arrival at the work location on a Department of Corrections Form DOC-0134. The Vendor shall sign in upon arrival at and sign out prior to leaving the work location. This shall be the basis for hours worked. Travel time and expenses are not reimbursable. The Vendor will not be compensated for any time off institutional grounds. The sign-in/sign-out must be done in the presence of the Chief Engineer or designee. Employees of Vendor are also to wear temporary I.D. while on premises. Vendor shall provide a repair record for each repair or call-out service rendered. The report shall include nature of call, repairs made, material used, and labor used. The Chief Engineer shall sign the record and retain a copy of said record for the facility. If applicable, Vendor shall provide a list of all toxic substances proposed for use in service at the institution. Before any service, the Material Safety Data sheets shall be supplied for all listed toxic substances. This will keep the institution in compliance with the Illinois Toxic Substance Disclosure to Employees Act which states, “Employees must obtain a Material Safety Data Sheet for each toxic substance used, produced, or stored in the workplace to which employees may be exposed.” Unattended vehicles must be locked at all times and at no time shall any vehicle be left unattended with the motor running or the key in the ignition. Invoices shall be submitted to the Pontiac Correctional Center Business Office. Invoice shall be itemized, showing dates of service, location of service, and type of service rendered. The Chief Engineer and the Voucher Clerk in the Business Office must reconcile and approve all invoices, monthly payments, etc. before processing payment for the Vendor. All security rules at the Pontiac Correctional Center will apply to employees of Vendor including vehicles, machinery, and hand tools. An Outside Contractor Booklet will be issued for all on-site Vendor employees to review and acknowledge receipt of prior to the start of the project. Employees and vehicles of Vendor will enter and exit through the Sallyport gate. (Vehicles are to be cleared prior to start of work.) 1.4.10. Upon request of the facility, Vendor shall provide, remove and/or install any equipment, system controls, parts and materials related to this contract. All equipment, system controls, parts and materials must be compatible with existing equipment at the facility and must be of original manufacture or an approved equal. 1.4.11. The Vendor and their personnel, including volunteers, and sub-contractors shall be subject to a complete background investigation of the IDOC prior to the execution of this contract, before any personnel, volunteers or sub-contractors begin to provide service for the IDOC post-execution of this contract, and at periodic times during this contract. 1.4.12. Vendors shall submit names; dates of birth and Social Security Numbers of all on-site employees that will perform on-site services within five (5) working days after being awarded the contract for security background checks. Vendor or Vendor’s employees must pass a security background check prior to being allowed on the premises. 1.4.13. All applicants for positions covered under this contract may be required to provide a urine sample as part of their background investigation. In addition, all Contractual Personnel who perform on-site services may be required to undergo a Urinalysis or Blood Test if there is reasonable suspicion to believe that they are under the influence or using controlled substances. Any contractual personnel that do not pass the urinalysis and/or blood test will not be allowed on-site at the facility.
