Part 2 - Servicing Specification

Transcription

1 Part 2 - Servicing Specification Contract Reference PSG 147 Contract Title Catering Equipment Servicing Page 2 of 10

2 Overall Scope and Nature of the Requirement Applicants are invited from suitably experienced service providers wishing to tender for the provision of Catering Equipment Servicing operated in buildings owned or operated by TDA & TDA s client s across the South West. The detailed requirements are defined within the Electrical, Gas and Refrigeration particular specification. The kitchen catering equipment maintenance & servicing shall include but not limited to the following: In-service inspection and testing of electrical equipment within the kitchen catering environment Maintenance and servicing of commercial gas-fired catering appliances for use in all types of catering establishments In-service inspection and testing of commercial catering refrigeration equipment kitchen extract ductwork clean from grease filters to discharge Reactive maintenance covering gas, electrical & refrigeration catering equipment across the South West This contract will start from 01 st April The initial contract term will be for 2 years, with an option at TDA s sole discretion to extend the contract for an additional one year plus one year. Electrical, Gas & Refrigeration Catering Particular Specification This contract comprises the statutory testing/inspection and planned preventative maintenance PPM ; as well as breakdown repairs of all catering equipment in a range of TDA assets and TDA clients across the South West, as set out in appendix A & B. 1. Service Visits All electrical, gas & refrigeration catering equipment shall be annually serviced within the schedule of equipment listed in appendix A & B. The contractor must contact and arrange with the site manager a mutually agreeable date to carry out the service visit or reactive work. Once on-site the contractor s operative will report to the property manager on both arrival and departure from the property. Page 3 of 10

3 The contractors operatives will have Identification complete with the contractors name and contact details,operatives picture, operatives full name and expiration date of the identification, it must be on show at all times whilst the operative is working on-site. On each routine service visit allow time to complete the service report sheet on site and submit a copy to TDA property services for their retention. 1.2 Service Specification To test and inspect the Gas, Electrical & Refrigeration equipment identified on site and in accordance with: Health and safety at work act 1974 Code of Practice for In-service Inspection and Testing of Electrical Equipment the Institution of Electrical Engineers Maintaining portable and transportable electrical equipment HSG107 The Electricity at Work Regulations 1989 The Provision and Use of Work Equipment Regulations of 1998 Gas Safety (Installation and Use) Regulations latest legislation F-Gas Regulations and leak checks latest legislation HSE Gas safety in catering and hospitality (Catering Information Sheet No 23) HSE Maintenance priorities in catering (Catering Information Sheet No 12) Control of Asbestos Regulations latest legislation All local water regulations and byelaws Electrical Catering Equipment The Contractor shall submit an individual electrical service report for each item of equipment. The service reports for the Kitchen Equipment shall contain the following information: Date of the service visit. Property name and address Property number (as per the Schedule of Properties and Equipment) Contractor name, address and telephone number Equipment make / manufacturer Equipment model Equipment serial number Equipment electrical load Date of manufacture Statement on the general condition of the equipment Supply cable size and type Results of the electrical tests performed as per the requirements of the servicing schedule. Details of any outstanding defects present on the equipment shall be accompanied with photographic evidence. A quotation for rectification must accompany the report. Page 4 of 10

4 Gas Catering Equipment The Contractor shall submit an individual Gas service report for each item of equipment. The service reports for the Kitchen Equipment shall contain the following information: Date of the service visit. Property name and address Property number (as per the Schedule of Properties and Equipment) Contractor name, address and telephone number Equipment make / manufacturer Equipment model Equipment serial number Date of manufacture Make up air Extraction Interlock Co2 Measurement Testing Report Warning notice Statement on the general condition of the equipment Gas Inspection Record Results of the Gas tests performed as per the requirements of the servicing schedule. Details of any outstanding defects present on the equipment shall be accompanied with photographic evidence. A quotation for rectification must accompany the report. F-Gas inspection Upon request for an F-gas inspection the Contractor shall submit an individual service report for each item of equipment. The service reports for the Kitchen Equipment shall contain the following information: Date of the service visit. Property name and address Property number (as per the Schedule of Properties and Equipment) Contractor name, address and telephone number Equipment make / manufacturer Equipment model Equipment serial number Date of manufacture Controller set point Recorded Temperature Refrigerant type Refrigerant amount Statement on the general condition of the equipment Results of the F-Gas tests performed as per the requirements of the servicing schedule. Details of any outstanding defects present on the equipment shall be accompanied with photographic evidence. A quotation for rectification must accompany the report. Page 5 of 10

5 Kitchen Extract Clean Upon request for a kitchen extract clean the Contractor shall submit an individual Kitchen Extract Clean report in accordance with TR19 regulations. The post clean verification report shall contain the following information: Date of the service visit. Property name and address Property number (as per the Schedule of Properties and Equipment) Contractor name, address and telephone number Statement on the general condition of the equipment Pre and post clean measurements Pre and post clean photographic records Additional works carried out (if any) Recommendations for future cleaning requirements Wet Film Thickness Tests (a minimum of 3) A certificate summarising the cleaning works completed Results of the Extract Clean tests performed as per the requirements of the servicing schedule. Details of any outstanding defects present on the extract system shall be accompanied with photographic evidence. A quotation for rectification must accompany the report. 2. General Conditions The service work shall be carried out according to the provisions of the British Standards and industry guidance. Although the maintenance tasks are presented in a checklist format applied to generic types of equipment, it is not implied that maintenance responsibilities should be defined in this way. The Contractor is responsible for maintaining the entire system, not just groups of components. All work shall conform to the best principles of modern practice and shall be carried out by fully competent skilled staff. All necessary work areas will be clean and hygienic on completion of work. The Portable Appliance Testing at Various School Kitchens will be carried out to the Code of Practice for In-service Inspection and Testing of Electrical Equipment (Institution of Electrical Engineers latest edition). The contractor will be a member of The Electrical Contractors Association (ECA) member or an NIC EIC approved contractor. All operatives qualified to City & Guilds 2377 code of practice for in-service inspection and testing of electrical equipment. The law places duties on the responsible person at any place of work to ensure that any gas appliance, installation pipe work or flue under their control, is maintained in a safe condition to prevent risk of injury. (The gas safety Installation & Use Regulations Regulation 35) All staff that uses gas equipment shall be trained in how to use it and in how to carry out visual checks for obvious faults. This will include such things as damaged pipe work and connections, Page 6 of 10

6 inoperative flame supervision devices, missing restraints on equipment, inoperative locks on castors of mobile equipment and smells of escaping gas. All staff shall be familiar with what to do in these situations. The engineer shall carry out the work in accordance with BS 6173:2009 Specification for installation and maintenance of gas-fired catering appliances for use in all types of catering establishments (2 nd and 3 rd family gases) The engineer shall carry out the work in accordance with Pipelines Safety Regulations 1996 (PSR) Regulation 10; The operator shall ensure that modification, maintenance or other work on a pipeline is carried out in such a way that its soundness and fitness for the purpose for which it has been designed will not be prejudiced. Regulation 13; the operator shall ensure that a pipeline is maintained in an efficient state, in efficient working order and in good repair. Appliances check, is the quality of the flame satisfactory? The gas flame should be blue. Some equipment is designed to have a yellow flame but you must check the manufacturer s instructions to confirm this. The engineer shall carry out the work in accordance with the principal standard that applies to safety standards for gas-fired catering equipment is BS EN 203-1: A1: 2008 Gas heated catering equipment (operating characteristics relating to the safety of gas heated appliances for catering which have atmospheric induction burners. It also sets out the appropriate test conditions for the control of these characteristics). Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). The following information will apply to the gas engineer: As a gas engineer registered with the Gas Safe Register, you or your employer must provide details of any gas fittings, including appliances and flues or ventilation used with the appliances, that you consider to be dangerous, to such an extent that people could die, be rendered unconscious or need to be taken to hospital, because the design, construction, installation, modification or incorrect servicing could result in: an accidental leakage of gas; incomplete combustion of gas or ; Inadequate removal of products of the combustion of gas. Test for soundness on the whole kitchen gas system, including installation pipe work and visually and examine the pipe work (as far as is reasonably practicable). The contractor shall undertake a kitchen Co 2 measurement and produce a Testing Report Effective maintenance means any servicing or repairs are carried out by a suitably registered and qualified engineer. Servicing shall be carried out in accordance with the manufactures instructions. Page 7 of 10

7 Check that the dishwasher is in good working order, well maintained and serviced regularly and used in accordance with manufacturer s instructions. A dishwasher temperature test (thermal disinfection) of 80 C shall also be undertaken. The Contractor may also be asked to provide quotes to supply and install additional or replacement items as and when the need arises. TDA at its discretion may seek further quotes to compare prices and or specification. Where current installations do not comply with BS 6173 and there is no interlocking of the ventilation system and gas supply, assess the potential for risk to arise and if so, make recommendations to the establishment and Authorised Officer for prevention and/or control. Defective Equipment Any defects shall be reported to the client and TDA as soon as reasonable possible. If the nature of the defect may give rise to danger, the item of equipment must be taken out of service, labelled and left safe. The Officer in charge should be notified before leaving site to ensure all staff are made aware that this equipment must not be used. Asset Listing/Equipment Records Register The equipment records register shall be completed and amended, where necessary, as the inspections and tests proceed. Specific notes and comments shall be entered onto the register The contractor must provide all sundry materials within the price of the contract (i.e. plug tops, fuses, pass/fail stickers, reports etc.) All other materials, replacement components etc. are to be charged at cost, plus the contract percentage addition submitted on your Appendix A & B to tender form. No labour element will be paid for the fitting of routine replacement parts, being taken as having been covered by your initial tender price and material on cost. The contractor will submit invoices to substantiate the cost of such replacement parts within 5 days of the need for replacement part being identified. The supply and installation of complete new systems or major components entailing return visits to site will be chargeable on a full labour and material basis. On all service visits to premises the contractor must substantiate the date, duration of the visit and details of the work completed by obtaining name and signature of the caretaker, site manager or other persons responsible for the premises, on a printed or digital sheet so designed for the purpose. A similar signed sheet shall also be provided to record any breakdown callouts between service visits and shall contain similar information to that on the service visit. Copies of service sheets and breakdown callout sheets will accompany all invoices to TDA s Contract Administrator. The contractor shall arrange to have at his disposal an adequate amount of spares to provide prompt attention to the range of portable appliances. Page 8 of 10

8 If at any time an electrical or gas catering appliance/equipment is expected to be left out of action for any reason, this shall be reported to the Contract Administrator. Similarly no component shall be removed from any premises without prior consent of the Contract Administrator In no case shall components, other than those approved by the manufacturer of the particular equipment concerned, be fitted. The contractor shall make good, at his own expense, any fault arising from incorrect or lack of maintenance or incorrect fitting of new parts to any unit, and be responsible for any damage caused by such defective workmanship. Any new parts that are fitted which are subsequently found to be defective within a 12-month period shall be replaced free of charge at the contractors expense. During the first month of the contract being awarded the successful Contractor will be required to survey, verify and update where necessary the kitchen schedule of equipment and quantities of appliances serviced under this contract (digital copy). On termination of the contract the contractor will be required to supply an up to date detailed list of all equipment on the contract within 30 days. The contract period shall be from 1 st April 2018 until 31 st March The figures contained in the form of tender and appendix shall cover the cost of labour and sundry materials on a fixed price basis for the 2 year contract period. Further to the contract administrator s discretion, there is the possibility of an extension to this contract of a further 1 year +1 year until 31 st March Payments The contractor shall submit invoices which shall detail the separately identified costs to each location for servicing, repairs, renewals and shall show the dates when the work was undertaken. All work will be paid for in accordance with the schedule of servicing costs, the schedule of rates or the day work rates as considered appropriate by the supervising officer. Where a call out to attend to a breakdown either during normal working hours or out of normal hours is invoiced the invoice shall also clearly show the time of day when the work was executed. The term out of hours working hours when used in these conditions and on the form of tender shall mean: - time worked in excess of eight hours per day such time being outside of the normal daily working times (8am to 5pm) on Mondays to Fridays inclusive, and time worked on Saturdays and Sundays, and time worked on public holidays when operatives are paid plus rates or nonproductive hours. The supplier needs to be aware that throughout the duration of this contract some schools, care homes and public buildings etc... may be added or removed to the service contract; therefore the size of the contract may increase or decrease accordingly. Page 9 of 10

9 The contractor must also have 10 million public liability insurance. The contractor will need to seek advice regarding appropriate insurance level. 4. Response times Breakdown repairs will be instructed by the contract administrator or a member of the TDA. Repair priorities will vary, however the Emergency Repair for school catering equipment will be requested when the equipment is critical for the production of the school lunchtime meal and therefore a rapid response by the Contractor is essential. Typically repairs will be issued using one of the following priorities. Priority Emergency Repairs (Schools Only) Urgent Repairs (All sites) Response Time (Attend on Site) Same working day Next working day if called before noon. Severity Malfunction of critical item/s of school catering equipment that significantly impacts on the Catering Service s ability to produce the school (lunchtime) meal or gas leak Malfunction of significant item of equipment causing staff or service user inconvenience Standard Repairs (All sites) 3 Calendar Days Minor malfunction (i.e. still working, but with errors) of equipment. Note that 5 separate failures to meet the Emergency Repairs response time in any contract year may be considered by TDA as Material Breach, leading to termination of the contract. The Contractor shall be responsible for making a mutually convenient appointment and reconfirming their own appointments with the site supervisors, caretakers or premise managers of any buildings and gaining access to the premise to execute work orders. The reporting format shall be agreed between the parties but the Contractor shall ensure they are able to provide electronic copies of documents where requested WORKING HOURS: As a general guide, Mon-Fri 8.00 am pm these times may differ to suit certain buildings and Users. No Weekend working will be allowed without the permission of the contract administrator. Page 10 of 10

10 5. Kitchen equipment maintenance The following typical servicing requirements will require updating in meeting all relevant gas, electrical & refrigeration equipment servicing regulations and approved codes of practice. Check fridge/freezer thermostats accuracy through calibration Check all gas cocks lubricate / adjust if necessary Check any drain cocks for leakage if applicable Check control switches / contacts / connections / cable conditions Check Door seals and hinges Check earth / continuity and insulation Check elements and terminations Check Floats / overflow / safety valves / vents if applicable Check for Leaks if applicable Check gas governors set and lubricate if necessary Check handles and catches tighten and lubricate if necessary Check inlet valves / safety valves / Pressure gauges if applicable Check pilots set if necessary Check pumps and drainage if applicable Check temperatures Check thermostat indicator lights and fuses Clean and examine burner jets set flame combustion. Where appropriate, has electrical bonding been carried out? Are the emergency control valves correctly positioned and or accessible? Is the emergency control valve(s) labelled? Is the Appliance or equipment safe to use? Is the appliance fully operational and serviceable as per manufactures instructions Check for excessive levels of Carbon Monoxide Check dishwasher and washing machine temperatures (as per Food Standards Agency, advice on control of E. Coli) F-gas inspections Page 11 of 10