Equipment Maintenance Management Program

  1. Purpose

The State of Tennessee Purchasing Division is requesting proposals for a Best Value statewide contract for an Equipment Maintenance Program which is to be established to provide a comprehensive management program for repair and preventative maintenance of office and/or laboratory equipment at an established minimum fixed guaranteed cost savings percentage.

The objectives of the program are to provide a more predictable and fixed budget for maintenance, to provide a cost savings through reduced repair and maintenance expenditures, and to provide improved detailed and aggregated information regarding maintenance and repair costs.

  1. Equipment

Equipment, for the scope of this contract, shall include the following:

  • Office Automation Equipment
  • Laboratory and Medical Equipment
  • Information Technology Equipment
  1. Specifications
  1. Service shall provide an annual fixed percentage amount for providing any maintenance or repair for covered equipment.
  1. Service shall include all maintenance and repair for covered equipment, with no deductible. It shall include repair labor, parts and preventative maintenance as recommended by the manufacturer. This contract shall not include repairs for damages caused by power surges, air conditioning failures and acts of God, but shall include human error of negligence. Program shall provide for rental of substitute equipment up to 45 days and $10,000.00 if, deemed operationally necessary by the State.
  1. Participating State agencies will select their preferred maintenance and/or repair vendor with no limitations.
  1. The State prefers that the repair or maintenance vendor (the company that actually performs the repair or service) to be dispatched by the contractor. However, the State will allow other available options that may be offered and the end-using State agencies will determine what is deemed most advantageous to them.
  1. The contractor must provide dispatcher that shall be available on a 24-hour basis. A toll free telephone number shall be provided by contractor to receive service requests if dispatcher service is offered. Contractor shall provide guaranteed response time to agency under contract.
  1. Contractor shall require that maintenance or repair vendors send invoices directly to the contractor. Contractor shall make direct payment to maintenance or repair Vendor. The State prefers that the procurement card used by the State of Tennessee agencies be accepted as method of payment.
  1. Records of maintenance and repair costs shall be maintained by the contractor in sufficient detail to determine repair and maintenance history individually and in aggregate for all covered equipment.
  1. All records and data maintained by the contractor shall include data fields using relevant state agency coding, such as organization codes and assigned property numbers, in addition to equipment serial numbers.
  1. Participation in this program by State agencies shall be voluntary.
  1. The contractor must provide a designated program representative(s) with the inception of the program sufficient to cover the State of Tennessee agencies. This representative(s) must be accessible Monday through Friday during regular business hours to provide any required assistance.
  1. The contractor shall provide a marketing and education program to the end-using State agencies.
  1. The selected contractor is expected to market the program to the end using State agency. The marketing program shall provide the necessary education to the end user and various departments/divisions with a clear understanding of the maintenance program’s benefits and limitations.
  1. The contractor shall be responsible for all costs associated with the marketing and educational program including development and associated printing costs.
  1. Contractor shall provide support and assist agencies in coordinating and implementation of program transition of equipment from current maintenance contract to this contract. Contractor support shall include assistance with identifying and consolidation of contracts. Contractor is responsible for performing a physical inventory and tagging of equipment. Exiting contracts are identified and canceled as necessary and in an allowable time frame. Contractor must not add any equipment to the program without written approval from the participating agency.
  1. The contractor shall be responsible for the guarantee of payment to the repair or maintenance vendor upon successful completion of required maintenance/repair services within 30 days. The end-using agency reserves the right to request at any time during the contract period, proof of payment by the contractor.
  1. Contract Usage Report: Contractor is required to file a contract usage report quarterly to include participating agency’s name, contract cost and realized savings. The contract usage report will be required within 15 days after the end of each calendar quarter and an annual summary report within 15 days after the contract’s renewal date or expiration.
  1. Payment Terms
  1. Payment will be made at the end of each term, i.e., monthly.
  1. Calculation of costs shall be stated in sufficient detail to allow allocation of charge by each agency’s organization code (department). This would include identification and of all items by the agencies property number and organization code, as well as the manufacturer serial number.
  1. The end-using agency may add or delete equipment during the contract period, for any reason. Pro-rated amounts due to or from the contractor shall be included in calculation of each immediately succeeding term payment.
  1. The State reserves the right to negotiate further discounts with increased participation on an annual basis.

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