SECTION C SPECIFICATION 1.0 INTRODUCTION 1 This section is to be read in conjunction with all other sections of the tender, but specifically the Preliminaries, for general information regarding the undertaking of the works. 1 Contractor s Obligations The Contractor shall: - Provide an economic, high quality service with a competent and professional workforce and effective supervision. - Perform the Contract diligently and expeditiously with good standards of workmanship, all to the reasonable satisfaction of the Contract Administrator. - Carry out the Work adopting best practice and using appropriate materials, plant and equipment that is regularly checked, serviced, maintained and/or renewed. 2.0 MATERIALS, PLANT AND EQUIPMENT 2 The Contractor shall supply all products, materials and equipment to be used in the execution of this Contract. 2 2 2 2.5 2.6 2.7 2.8 All products and materials shall, where appropriate, comply with the latest British Standards and European equivalents and be risk assessed and used in accordance with the manufacturer s instructions. The Contractor shall use and handle materials in a manner which is not detrimental to the fabric or the finishes of the Site in which they are used. When handling materials ensure that care is taken to maintain and protect Operatives health and safety. Products and Materials Where the Contractor is required to carry out any cleaning or lubrication operations under this contract, the Contractor shall provide a list of the products and materials intended to be used together with copies of relevant COSHH certificates. Any products and materials used on the Contract shall be used within any use by dates prescribed by the manufacturer or shall be disposed of, in accordance with the manufacturer s instructions. The Contractor shall ensure that any potentially harmful chemicals and the like do not present a hazard to the Operatives using them or to others. Special care must be taken not to leave such materials where they may be accessible to others. The Contractor shall ensure that, where potentially harmful chemicals are being used, all such areas are well ventilated. bpha Lift Servicing & Maintenance Contract C1/9 SPECIFICATION
2.9 All containers are to be clearly marked with the contents. The Contractor must never use chemicals or substances in unlabelled containers. 20 21 22 23 24 25 26 27 28 29 20 21 Equipment All equipment shall be fit for purpose, of adequate construction, properly maintained and free from defects. The Contractor shall comply with all manufacturers instructions when using equipment. The Contractor shall provide the Contract Administrator with a list detailing all special equipment intended for use in order to perform the Contract. Ladders The Contractor shall ensure ladders comply with the relevant British Standards, are marked to reflect their safe working load (SWL) and are routinely inspected. The Contractor hereby acknowledges that ladders are work equipment subject to the requirements of the Provision and Use of Work Equipment Regulations 1998. All ladders, including step ladders used on the Contract, shall be tested not less than every 12 months to ensure they remain 'fit for purpose'. Any ladders not inspected or tested in the last 12 months before their intended use will not be permitted on the Site and will not be carried in any of the vehicles attending the Site. Where so requested by the Contract Administrator, the Contractor will issue a list of ladders used on the Contract, with proof of their fitness for purpose by way of verifying and evidencing an annual inspection and name of the testing organisation. Access equipment The Contractor shall ensure all access equipment is effectively supported and does not present a hazard to those below. Where necessary the Contractor shall rope off and display caution boards around and/or below the area of work to keep out passers-by. Electrical appliances/electric shock The Contractor shall operate all electrical appliances at 110 volts only unless an RCD protected power supply is available at source and is used along the entire length of the power supply being used by the Contractor. Unless electric shock protection is available, the use of a 240 volts power supply will not be acceptable unless otherwise agreed in writing by the Contract Administrator. The Contractor shall ensure electric transformers and 240 volt appliances are annually tested for earthing. bpha Lift Servicing & Maintenance Contract C2/9 SPECIFICATION
22 The Contractor shall provide records of appliance and/or PAT testing to the Contract Administrator, where so requested. 3.0 LIFT SERVICING, MAINTENANCE AND INSPECTIONS 3. 1 The Contractor is required to provide a semi-comprehensive servicing and maintenance regime to passenger lifts in line with an Employer defined programme including, but not limited to, checking, cleaning, adjusting and lubricating all equipment and parts making up the lift installations at the Sites listed within the Contract Area (details of which can be found in Section E). The Contractor shall inspect all equipment and parts as necessary to ensure the proper and safe operation of the lift installation and to maintain its full effectiveness. 3 3 3 3.5 The semi-comprehensive service excludes the installation of replacement components. Where replacement components are required the Contractor must notify the Contract Administrator at the earliest opportunity and, subject to an approved quotation, the work will be instructed as a variation to the Contract and will be undertaken on the basis of the Conditions of Contract defined herein. Where replacements or upgrades are required, only open protocol systems/parts are permitted to be installed. The Contractor is required to employ skilled and unskilled labour of the appropriate grade and trade for the varying aspects of work required. In particular, skilled electrical operatives capable of carrying out all inspection, testing and servicing requirements (as per the Specification) with the ability to diagnose and rectify fault conditions from the tests undertaken. All works shall be carried out in a professional manner in line with all relevant and appropriate regulations and statutes, and shall be to the entire satisfaction of the Contract Administrator. The Contractor shall ensure that the lift servicing and maintenance methods used are appropriate and are subject to regular review and audit by supervisors or appointed third parties. bpha Lift Servicing & Maintenance Contract C3/9 SPECIFICATION
3.6 3.7 ACTIVITY 1 Lift Servicing & Maintenance The Contractor shall visit sites detailed within the Contract Area not less than once every month to inspect, service and test the identified passenger lifts in accordance with the manufacturers guidelines/recommendations. As part of the monthly service, the Contractor is also required to undertake the following:.5 - The engineer is to ride inside of the lift car and is to check/inspect the following: a. Starting and stopping motions b. Floor levels at each landing c. The operation of all lift doors & gates d. The operation of stop switches, safety edges and/or electronic detector devices e. Investigate any unusual sounds - The engineer is to inspect all motor rooms and equipment and must: a. Lubricate all bearings b. Remove/clean any oil spillages c. Remove any surplus grease from the equipment d. Remove any rubbish and keep the room in a generally clean and tidy condition - The engineer is to check the condition of the underside of the car, lift pit and any equipment therein and clean these items as necessary. - The engineer is to check the operation of the car top control unit and clean the car top and lubricate guides and sheaves as necessary. - The engineer is to operate the lift alarm bell and check the working condition of indicators, voice communication devices and monitoring systems. 3.8 As part of the semi-comprehensive service, the Contractor shall undertake, and be responsible for, the following tasks:.5 - Cleaning and maintaining the internal finishes to the lift car - Cleaning doors, surrounds and bottom tracks of lift installation - Renewing all light bulbs within the lift installation as necessary - Checking working condition of phone lines for communication systems - Making safe any damage caused by vandalism or inappropriate use, and reporting this to the Contract Administrator, detailing what work is required to bring the lift back into service 3.9 The Contractor shall provide a log book in each lift motor room, within which all service dates and all remedial works undertaken are to be noted. bpha Lift Servicing & Maintenance Contract C4/9 SPECIFICATION
30 Upon completion of each monthly service and within 7 working days of completion, the Contractor must submit its servicing report to the Contract Administrator electronically and leave a hard copy of the report on Site. The report is to contain the following information: - The reason for the visit (i.e. routine monthly service) - The condition of the equipment - Any new parts supplied and installed to replace defective parts - Any work or component replacement the Contractor feels is necessary, not covered by the Contract. 31 32 33 34 Upon the first visit of each Contract year to each site, the Contractor is to carry out a Site Safety Assessment, which is to be reviewed at each monthly service visit. The report is to include details of any upgrades or improvements required to ensure the lift complies with changes to any related legislation or guidelines. Upon the conclusion of this Assessment, the Contractor is to complete a new report and provide the Contract Administrator with a copy of the same. ACTIVITY 2 Reactive & Emergency Response The Contractor is required to provide a 24 hours a day, 365 days a year emergency response service to all lifts within the Contract Area for instances of a breakdown or entrapment. The Contractor is to provide a single dedicated telephone number (available at all times) of a designated person(s), who will accept and co-ordinate a response to requests for emergency work received either during normal working hours or outside of these times. Where a repair request is made by the Employer, the Contractor must attend to site within the following timescales: 1 Hour Response The Contractor must attend site within 1 hour of receipt of a repair request whereby a breakdown of a lift occurs and a person(s) becomes entrapped. 2 Hour Response The Contractor must attend site within 2 hours of receipt of a repair request whereby a breakdown of a lift occurs within a Sheltered site (the locations of which can be found in Section E2), or within a general needs site whereby only one lift is present or where the breakdown renders all lifts at the Site out of action. 4 Hour Response The Contractor must attend site within 4 hours of receipt of a repair request whereby a breakdown of a lift occurs within a general needs site, and at least one lift at the Site remains in action. bpha Lift Servicing & Maintenance Contract C5/9 SPECIFICATION
35 Upon completion of each emergency response and within 7 working days of completion, the Contractor must submit its breakdown report to the Contract Administrator electronically and leave a hard copy of the report on Site. The report is to contain the following information: - The reason for the visit (i.e. breakdown/entrapment) - The condition of the equipment - Any new parts supplied and installed to replace defective parts - Any work or component replacement the Contractor feels is necessary, not covered by the Contract. 36 37 38 39 Third Party Inspections/Testing The Employer will arrange for third party inspections of all lifts within the Contract Area, to be undertaken at intervals of not less than once every 6 months. This inspection will be carried out by a competent person, as defined by the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), who will be an engineer from the Employer s appointed Insurance company, or an approved authorised independent engineer. Following the third party inspection, a report will be compiled and forwarded to the Contractor containing details of any faults found and/or, where necessary, requesting the Contractor carries out supplementary testing (in accordance with SAFed s Guidelines on the supplementary tests of in-service lifts, 2006). Where supplementary testing is required, the Contractor will undertake the specified test(s) and issue the appropriate certification (as per the approved formats within Section 5 of the 2006 SAFed Guidelines), within 28 days of the date of the third party engineers report. Where faults are identified on the third party report, these shall be: - Rectified immediately by the Contractor, should they fall within the semicomprehensive scope of this Contract; or - Immediately referred to the Contract Administrator, with a quotation for its remedy, where additional works or replacement parts are required. 30 No lift is to remain in operation should it fail a test or examination. 4.0 OTHER SPECIAL PRECUATIONS 4 The Contractor shall carry out the Works with due regard to the following special precautions. 4 Restrictions The Contractor shall only access parts of the Site required to carry out the works and will advise any staff at Sites within the Contract Area of their presence and comply with any signing in/out procedures. bpha Lift Servicing & Maintenance Contract C6/9 SPECIFICATION
4 4 4.5 4.6 4.7 4.8 4.9 40 41 42 43 44 Notwithstanding the possible requirement for the Contractor to work in accordance with a Permit to Work system, the Contractor will advise bpha staff working at each Site (where applicable) of any work being undertaken in confined spaces. Where access systems/ladders are being used to access spaces for lift maintenance, the Contractor shall ensure these are only left in situ whilst they undertake the required work to seek to ensure they are not used by other Site users. Security The Contractor shall ensure that all communal doors and entrance doors are closed and secure, where they may have been opened to carry out the Works, on leaving each property upon completion. Vermin/Pests The Contractor shall check all areas in which the Works are performed and, where vermin infestation is suspected, shall only carry out work if suitable PPE is being worn. The Contractor shall report the presence of any rats, wasp nests or other pests to the Contract Administrator for further action. The Contractor shall provide appropriate training for staff to ensure they are aware of the risk and dangers of disease spread by rats, pigeons and other similar animals. Bodily fluids The Contractor shall provide appropriate training for staff to ensure they are aware of the risk and dangers of disease spread by bodily fluids that may be encountered when undertaking the Works. Spillages Care must be taken to prevent accidental spillages of chemicals, or any other fluids, and any such instances shall be appropriately made good with all arisings suitably disposed of. All spillages during servicing and the like shall be cleaned up and dried as quickly as possible to prevent the risk of slipping. Fire Escapes/Control/Procedures The Contractor shall ensure that fire exits and doorways are clear and free from obstruction during the undertaking of the Works. The Contractor s personnel shall familiarise themselves with the fire procedures in existence at all Sites in the Contract Area. The Contractor s personnel will adhere to the requirements of such fire procedures at all times whilst working on the Contract. Where the Contractor notices a door in a Common Area has either a fire door keep shut or fire door keep locked shut sign, and the door is open, the Contractor shall use reasonable endeavours to close such doors and re-lock if they have an available key. bpha Lift Servicing & Maintenance Contract C7/9 SPECIFICATION
5.0 PERFORMANCE INDICATORS & INSPECTIONS 5 The Contractor s performance will be assessed, recorded and monitored against key performance indicators (KPIs) collated at time periods referred to against each item. Any item marked (*) denotes data that is to be provided by the Contractor: KPI 1 Employer Satisfaction. The Employer shall provide quarterly or annual feedback (to be confirmed) to the Contractor from staff or building end-users as to their overall satisfaction with the services provided as part of the Contract. The data will be collected by the Employer and communicated to the Contractor. Target - The specific scope and extent of feedback questions will be agreed after award of contract but, where such surveys include feedback ratings as a percentage of 100%, or 1-10, the target shall be 90% satisfaction. KPI 2 Progress of services undertaken against defined programme*. The Contractor shall provide quarterly reports as to the progress of the lift servicing regime against the agreed programme. Target - The target shall be 100% of services being undertaken in accordance with the defined servicing programme. KPI 3 Emergency callout response within timescale* In accordance with item 34, where emergency & responsive works are required, the Contractor s response times to 1 hour, 2 hour and 4 hour callouts shall be measured against the following targets: - 1 hour response the target shall be 99% attendance within given timescale. - 2 hour response the target shall be 95% attendance within given timescale. - 4 hour response the target shall be 90% attendance within given timescale. KPI 4 Number of accidents and incidents* The Contractor shall record and inform the Contract Administrator of any accidents, incidents and/or near misses occurring during the course of providing the Works as and when they occur but such information should be summarised on a quarterly basis. Target - The target for such accidents and incidents is 0% but all such issues must be recorded and investigated by the Contractor s supervisory/management staff. bpha Lift Servicing & Maintenance Contract C8/9 SPECIFICATION
5 KPI Summary The following summarises the indicators of performance, prescribed targets and regularity of reporting and monitoring: KPI Item Target Data By Report Frequency 1 Employer satisfaction 90% Employer Quarterly or annually 2 Servicing progress 100% Contractor Quarterly 3 Emergency callout response within timescale 1 hour response 99% 2 hour response 95% 4 hour response 90% Contractor Quarterly 4 Number of accidents/incidents 0% Contractor Quarterly bpha Lift Servicing & Maintenance Contract C9/9 SPECIFICATION