Specifications include, but are not limited to: A. FOR QUARTERLY MAINTENACE 1) A logbook will be kept on site for each piece of equipment to be maintained by the Contractor. The logbook shall contain the date of each quarterly maintenance was performed. In addition, the logbook shall contain the records of any miscellaneous repairs. This will include date of entry, individual making entry, make, brand, model number, name plate data, manufacturer’s maintenance literature, parts breakdown, and superheat charging tables. 2) The frequency of quarterly maintenance shall be no more than 90 days between services with the first service to be conducted within 30 days of contract execution. 3) Contractor will be required to call the Area office facility contact or designee and make an appointment to perform quarterly maintenance at least three (3) days in advance. Contractor will check in with Area office facility contact or designee upon arrival and check out when the work is completed. If there are any discrepancies on invoice concerning hours worked, the California Highway Patrol (CHP) will refer to sign in sheet to confirm actual hours at facility. 4) The specifications included in this contract will serve as a checklist for the maintenance services performed. Contractor will be required to bring the checklist each time the quarterly maintenance is performed. Contractor shall leave a duplicate copy of the checklist with the Area office designee. 6) All items on the checklist will be checked off as performed. Upon completion, Contractor will provide Area office designee with the completed checklist. The checklist will be signed and dated by both Contractor and the Area office facility or designee, and filed in the appropriate logbook. Additionally, an extra copy shall be left with the Area office. This list shall accompany the invoice prepared by Contractor for the quarterly maintenance. MISCELLANEOUS REPAIRS A. Contractor will provide miscellaneous repair service as requested by CHP. All services to be provided at hourly rates as indicated in Exhibit B. 4, Rate Schedule. Contractor is to respond to miscellaneous repair service within four (4) hours of request unless other arrangements have been made with the Area office. Contractor shall provide repairs on overtime basis only when absolutely necessary at rate indicated in Exhibit B. 4, Rate Schedule. B. Contractor shall provide a legible, detailed proposal to repair the equipment. This will include the parts required, cost per item, substantiation of Manufacturer’s Suggested Retail Price (MSRP), the estimated number of hours required to complete the repairs and applicable sales tax. This will include which equipment is being repaired (unit number with serial number). The proposal will be given to the Area office for review and faxed to the CHP Facilities Section Coordinator. All repairs will require prior approval by the CHP Facilities Section Coordinator. C. After repairs are complete, the proposal shall be signed and dated by both the Area office facility contact or designee and the Contractor. One (1) copy shall be filed in the appropriate logbook, and one (1) copy left with the Area office. This document shall accompany the invoice prepared by Contractor for the miscellaneous repair service. D. All invoices for miscellaneous repairs must be sent with the appropriate accompanying documents to the Area office for signature. Invoices must be legible and completely itemized, including the parts used, cost per item, substantiation of MSRP, number of hours for labor (and rate per hour), and sales tax. Invoices that are not legible or are incomplete will be disputed. E. The expense of repair necessitated by fire, water, or accident shall not be the obligation of Contractor. Repair or modifications to state equipment due to building code changes or requirements shall not be the responsibility of Contractor. F. Repairs necessitated by faulty equipment, provided and installed by Contractor, improper maintenance procedures, and/or Contractor’s negligence or error shall be the responsibility of Contractor.
