Specifications include, but are not limited to: a. Preventative maintenance: The preventative maintenance program shall consist of all required maintenance and services required to maintain the equipment in accordance with the terms, conditions, provisions and schedules of this specification. The Contractor shall furnish all materials, labor, supervision, tools, supplies and equipment to provide the required services, including inspections, preventative maintenance, adjustments, parts replacements and repairs necessary to provide clean electrical power for the computer equipment to the original UPS equipment specifications. Preventative maintenance shall include, but not be limited to, the following: i. Two preventative semi-annual inspections per year per covered equipment. Preventative maintenance shall include all tests and inspections as listed in the operations and maintenance manual for each piece of covered equipment. Full electronic diagnostic selftests shall be performed at each visit. ii. Contractor shall ensure equipment is clean and free of loose dust, dirt and debris and clean enclosure with mild solution of soap and water, lightly applied with a lint-free cloth. iii. Contractor shall inspect and clean the air intake and exhaust plates and verify air movement through the unit. Contractor shall change the dust filter as required. iv. Contractor shall provide semi-annual battery inspections that shall include complete visual inspections for cracks, leaks, terminal corrosion, and excessive container bulging. The Contractor shall spot check torque on inner-battery connections and re-torque to battery manufacturers specifications. The Contractor shall measure and record inner battery load test on all units in the system and perform individual battery load test on all units in the system. v. When a battery requires replacement, Contractor shall coordinate with City prior to purchase and installation. Battery pricing and labor includes proper disposal of spent batteries. b. Services requests: The Contractor must have adequate personnel available in the immediate area to meet the response times described below. In the event of a shut down due to failure of the equipment or controls, the City shall notify the successful Contractor of the required response time based upon operational considerations. The City retains the right to define which condition and response is appropriate for each call. i. Normal service requests: Normal service requests are services used for preventative maintenance, operational, special requests, inspection and/or service required as a result of an operational non-critical code on the covered equipment. Normal working hours shall be defined as Monday through Friday, 8:00 am to 4:30 pm excluding City holidays. The Contractor shall be onsite within forty-eight hours of normal service notification. ii. Emergency service requests: Emergency service requests are for critical emergencies and unit failures. When notified of an emergency service request the Contractor shall have a technician on-site within four (4) hours of notification, twenty-four hours a day, seven days a week, 365 days a year. Failure on the part of the Contractor to respond to an emergency service request within four (4) hours of notification by the City will be just cause to secure the services of another vendor for all required repairs. The Contractor shall be responsible for all costs involved in securing services, equipment, or materials from another vendor. c. Telephone notification: The Contractor shall maintain a continuous telephone service where they can be reached twenty-four hours a day, seven days a week, 365 days a year. An answering machine or service will not be considered an acceptable procedure for handling emergency service calls.
