Lift-maintenance services

Tender description

Approximately 110 lift installations requiring full breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components. Normal callouts shall be attended on site within 2 hours and emergency callouts within 1 hour. SAFed supplementary inspections/tests shall be carried out. CAFM system Planon will be used to close out all planned and reactive work. Strict deadlines will need to be met to ensure the system is kept up to date. Detailed reports required covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs, Safed inspections completed and updates on Loler report status. 2 machine rooms are considered to be restricted spaces. Some premises are multi-tenanted and there may be strict security procedures in operation to gain access to the buildings in general and lift wells/machine rooms. All company representatives will be required to carry personal identification. Fully Comprehensive Servicing and Maintenance Agreement. The provision of fully comprehensive service and maintenance of approximately 110 lift installations at the University of Southampton as set out in the ITT documents and schedules. The Service Provider shall provide fully comprehensive cover for the lift installations, based on full schedules of work which are designed to act in addition to the Service Providers' set of procedures for having the best level of preventative service care. The Service as set out also requires full breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components for the full term of the Agreement as indicated. Potential Suppliers shall note that some of the SAFed supplementary inspections/tests shall be carried out as part of the core services, with the remaining priced for separately. Further details can be found in the ITT documents. The Service Provider would be expected to update the University’s Computer Aided Facilities Management (CAFM) system Planon with maintenance records, such as closing out all planned and reactive work, repairs and call outs. Strict deadlines will need to be met by the Service Provider to ensure the Planon system is kept up to date and will form part of the service requirements. The Service Provider would be expected to provide detailed reports covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs carried out, Safed inspections completed and updates on LOLER report status. All lifts irrespective of type or location, are to be covered by the same fully comprehensive service procedures. Some premises covered by this document are multi-tenanted and there may be strict security procedures in operation to gain access to the buildings in general and lift wells/machine rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University policies and procedures including Control of Contractors Health & Safety (CC3) as may apply. The whole of the works covered by the contract will be subject to quality audits at unannounced intervals. Formal minuted meetings will take place between the Service Provider, the University and the Authorised Representative, agenda items will include but are not limited to; contract performance, any issues raised including Health & Safety. It is the responsibility of the Service Provider to ensure that they respond to and close down any actions raised for their attention by the deadlines set in the issued minutes. The Terms, Conditions and all sections of the contract will strictly relate to all installations listed. The Potential Supplier shall also note the Universities Control of Contractors Policy which is detailed within this document which shall be fully complied with. Apart from the exclusions covered within this document, the Service Provider shall not exclude any further items. The Service Provider will ensure that within one month of the Contract starting the Universities Planon system is fully up to date. Training on the Planon system will be provided to the successful Service Provider. If the Planon system is found to be out of date then it will be updated by the University and the Service Provider charged the hours x the hourly rate of the Planon team to complete this. The Service Provider shall note that the machine rooms to Lifts MO02LE001 7 2 and MO46LE001 are considered to be restricted spaces. The appropriate precautions will need to be taken by the Service Provider and these will need to be agreed by the University.