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Physical Education, Fitness and Outdoor Play Equipment – Inspection, Maintenance and Repair

Contract Reference HS/1917

Framework Agreement for the Inspection, Maintenance and Repair of Physical Education and Outdoor Play Equipment the basis of two inspections per annum for Secondary Schools and Sixth Form Colleges and one inspection per annum for other customers. All servicing to be in accordance with specifications listed below.

Contractor/supplier(s)

Universal Services
Beckingham Business Park
Tolleshunt Major
Maldon
Essex
CM9 8LZ

Tel: (01621) 868700

Fax: (01621) 862629

Arrangement/contract period

1 May 2010 to 30 April 2014.

Preferential prices and terms

For Hampshire County Council customers, prices are available on SRM. For external customers please contact Sarah Wild at County Supplies.

Areas covered

Whole of Hampshire, Portsmouth and Southampton.

Ordering method

Official order sent direct to the contractor, quoting the Contract Reference number HS/1917.

Enquiries to

Sarah Wild, Procurement Officer

County Supplies, Bar End Road, Winchester SO23 9NR.

Tel: (01962) 826909

Fax: (01962) 826964

E-mail: sarah.wild@hants.gov.uk

Framework Agreement for the Inspection, Maintenance and Repair of Physical Education and Outdoor Play Equipment

Basis of the Contract

The Contractors shall, twice each year during the continuance of this agreement, visit all Secondary Schools and Sixth Form Colleges and once only any other customer, and carry out an inspection and maintenance service of the equipment specified below and in accordance with the Specification, to the satisfaction of the Headteacher/Principal/Head of Establishment. Any additional repairs or renewals required not falling within the scope of the maintenance service (for example, recovering Vault equipment of replacement of climbing ropes) which can be carried out on site at the time of the maintenance service, may be done subject to the authorisation of the Headteacher/Principal/Head of Establishment.

Purpose of the Inspection and Maintenance

  1. (a) To inspect and maintain all physical education, sport and outdoor play equipment in the Establishments in a first class and safe condition to the original manufacturer's specification as laid down in BS EN 913 – gymnastic equipment, general safety and test methods; BS1892 gymnasium equipment, general requirements; BS EN 1176 : Part 1 (materials) and Part 2 (design); BS EN 1177 impact absorbing surfaces; and in accordance with any other current British Standards or European equivalent specification relevant to the aforementioned equipment. (Some documentation may still relate to British Standards which have been replaced by updated ones – where this is the case, maintenance should comply with the recommended and relevant standard).

  2. To minimise the need to replace equipment found to be beyond repair because of the lack of regular maintenance.

  3. Identify equipment which is not acceptable for use.

Scope Inspection and Maintenance

1) Counter Balanced Beams

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing crews/bolts /nuts.
  • Wires: Inspect, adjust to level, replace if worn.
  • Weights: Remove cover panels, inspect weights and wire fixings and tighten.
  • Booms: Inspect, remove splinters and touch in varnish.
  • Boom Swivels: Inspect, tighten fixings, replace missing safety pins.
  • Hauling/Tracing Lines: Inspect, remove twists, replace if worn.
  • Wedges & Cords: Inspect, replace if worn or damaged.
  • Tracks: Inspect and lubricate if necessary.
  • Floor Plates: Inspect, clean out dirt and dust.
  • Pulleys: Inspect, free stiff pulleys, lubricate, replace if worn or broken (except internally fitted top hauling line pulleys).
  • Uprights: Repair minor splits to woodwork.
  • Wheeling Device: Inspect, tighten, adjust, replace wheels and hand grips if worn or broken.

2) Fixed Tubular Equipment

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing screws/ bolts/ nuts.
  • Tracks: Inspect, lubricate as necessary.
  • Spacing Chains: Inspect, replace if broken.
  • Hauling/Tracing Lines: Inspect, remove twists, replace if worn.
  • Floor Plates: Inspect, clean out dirt and dust.
  • Pole End Fittings: Inspect, tighten, adjust, re-thread if possible.
  • Pulleys: Inspect, free stiff pulleys, lubricate, replace if worn or broken.
  • Wheels: Inspect, replace if worn or broken.

3) Hinged Climbing Frames

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing screws/bolts/ nuts.
  • Wires: Inspect, replace if worn.
  • Tensioning Device: Inspect, adjust tension, tighten fixings, replace hand grip if worn or broken.
  • Pulleys: Inspect, free stiff pulleys, lubricate, replace if worn or broken.
  • Storage Cords: Inspect, replace if worn or missing.
  • Wheel Devices: Inspect, tighten, adjust, replace wheels and hand grips if worn or broken.
  • Floor Plates: Inspect, clean out dirt and dust.
  • Uprights & Bars: Inspect, tighten screws, remove staples or pins, remove splinters and touch in varnish, repair minor splits.
  • Alignment: Inspect for correct alignment, adjust if possible.
  • Scramble Nets: Inspect, tighten fixings.

4) Rope Tracks/Rope Frames/Ropes

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing screws/bolts/ nuts.
  • Tracks: Inspect, lubricate if necessary.
  • Tracing/Hauling Lines: Inspect, remove twists, replace if worn.
  • Pulleys: Inspect, free if stiff, replace if worn or broken.
  • Spacing Chains: Inspect, replace if broken.
  • Cleats: Inspect and tighten.
  • Ropes: Inspect, re-shoe if required, remove knots.
  • Rope Ladders: Inspect, re-whip (up to 6 rungs).
  • Trapeze/Rings: Inspect.
  • Wires: Inspect, replace if worn.
  • Tensioning Device: Inspect, adjust tension, tighten fixings, replace hand grip if worn or missing.
  • Storage Cords: Inspect, replace if worn or missing.
  • Wheeling Device: Inspect, tighten, adjust, replace wheels and hand grips if worn or damaged.
  • Floor Plates: Inspect, clean out dirt and dust.
  • Uprights: Inspect, tighten fixings, repair minor splits, remove splinters, touch in varnish.

5) Wall Bars

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing screws/bolts/ nuts.
  • Uprights: Remove splinters and touch in varnish, tighten screws.
  • Oval Bars: Remove splinters and touch in varnish.

6) Floor Sockets

  • Threaded Type: Inspect, cleaning, tighten if required, re-thread by tapping
  • Socket Type: Clean out dirt and dust.
  • Flip up Type: Inspect, clean out dirt and dust, tighten if required, check operation and lubricate if stiff.

7) Vaulting Equipment - Boxes/Horses/Bucks

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Woodwork: Inspect, remove splinters and touch in varnish, re-varnish all woodwork if necessary.
  • Metalwork: Inspect for cracked welds.
  • Padded Tops: Inspect.
  • Rubber Feet: Inspect, replace if worn or damaged.
  • Safety Devices: Inspect, check operation, replace broken or damaged chains, cords and pins.

8) Springboards

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Woodwork: Inspect, remove splinters, touch in varnish, check for delamination of plywood components.
  • Rubber Feet: Inspect, replace if worn or damaged.

9) Trestles/Poles/Ladders/Bars

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Woodwork: Inspect, remove splinters and touch in varnish, re-varnish all woodwork if necessary.
  • Metalwork: Inspect for cracked welds.
  • Rubber Feet: Inspect, replace if worn or damaged.

  • Rubber grommets/bushes: Inspect, replace if worn or damaged.

  • Plastic Tube Inserts: Inspect, replace if worn or damaged.

  • Safety Devices: Inspect, check operation, replace broken or damaged chains, cords and pins.

  • Threaded Hooks: Inspect, re-thread if required.

  • Rubber/Leather Hook Inspect, re-glue, repair or replace if worn or missing

  • Covers: (excludes re-coating in plastic).

10) Balance Benches and Planks

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Woodwork: Inspect, remove splinters, touch in varnish, re-varnish complete top and balance rails if necessary.
  • Rubber Feet: Inspect, replace if worn or missing.
  • Hooks: Inspect, check operation, fit replacement hook covers if worn or missing.
  • Bench Buttons: Inspect, replace if worn or missing.
  • Staunton Bars/Angle Brackets: Inspect.

11) Mats and Landing Mats

  • Covers: Inspect for holes, tears, split seams, detached handles, make minor repairs if practical.
  • Rubber Bases: Inspect for perished rubber.
  • Foam: Inspect for holes and tears.

12) Competition Gymnastic Equipment - Bars/Beams etc

  • Fixings & fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Adjuster Mechanisms: Inspect, check operation, lubricate and adjust if required.
  • Framework: Inspect for cracked welds.
  • Upholstery: Inspect.
  • Wires: Inspect for damage/fraying.
  • Rubber Feet: Inspect, replace if worn or damaged.
  • Bars: Inspect cast ends for damage/cracking, inspect bars for damage, remove splinters if applicable.

13) Equipment Trolleys

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Framework: Inspect, check for cracked welds.
  • Platform: Inspect.
  • Castors & Wheels: Inspect, free stiff wheels and castors, clean wheels.

14) Wall Storage

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Brackets/Hooks: Inspect, check covers for wear, re-glue or recover if practical - excludes re-coating in plastic.

15) Basketball Goals

  • Fixings & Fittings: Inspect, tighten, adjust, replace missing crews/bolts/ nuts.
  • Framework: Inspect, tighten, lubricate hinged parts and telescopic braces if required.
  • Tension Wires: Inspect, replace if worn.
  • Tensioning Device: Inspect, adjust tension, tighten fixings, replace hand grip if worn or missing.
  • Hand Winch: Inspect, tighten fixings, grease gear/lubricate as applicable - depending on type.
  • Electric Winch: Inspect, check operation of motor and limit switches and adjust if required, tighten fixings, check gearbox for oil leaks, check for binding break unit. NB - this inspection excludes testing to comply with the current edition of the Electricity at Work Act.
  • Lifting Cable: Inspect for wear.
  • Pulleys: Inspect for war, free if stiff, lubricate if required.
  • Backboard: Inspect and tighten fixing bolts.
  • Ring & Net: Inspect and tighten fixing bolts, re-secure net if detached.

16) Trackway and Netting (Divisional/Cricket)

  • Operation: Check operation for snagging joints and adjust.
  • Track: Inspect, tighten fixings.
  • Crossovers: Check operation, adjust and tighten (rotary type).
  • Trolleys: Replace up to 3 trolleys if worn or missing.
  • Nets: Inspect, re-hang if partially detached.
  • Hauling Lines: Inspect for wear, replace if worn.
  • Pulleys: Inspect, free if stiff, lubricate if required, replace if worn or broken.
  • Storage Bags: Inspect, re-sew by hand one or two detached rings or hooks if practical. Re-sew small seam splits by hand if practical.
  • Storage Straps: Inspect, replace if broken or missing.

17) Games Posts and Goals (Indoor, Hard play areas & Artificial Turf Pitches)

  • Fixings & Fittings: Inspect, tighten, replace missing screws/nuts/bolts.
  • Framework: Inspect for cracked welds, bent or damaged parts.
  • Hinges: Inspect. lubricate if necessary.
  • Safety Devices: Inspect, check operation.
  • Wheels/Wheeling Devices: Inspect, free stiff wheels, check operation.
  • Rubber Feet: Inspect, replace if damaged.

18) Table Tennis Tables

  • General: Detailed inspection and report only.
  • NB - only table tennis tables which are professionally manufactured and recommended for institution use will be inspected.

19) Trampolines and Mini Tramps

Inspect, tighten, adjust and lubricate as per specification below:-

  • General: Fully open and erect trampoline to ensure trampoline/mini tramp operates correctly.
  • Leg Sections: Check for cracked welds, check for wear on hinge bushes, floor guards, lubricate if required.
  • Side Rails: Check for cracked welds, check for wear on rollerstand bosses, check for wear on leg bosses, check for wear on anchor loops, check compression bushes are present and tighten.
  • End Rails: Check for straightness, check for wear at hinges to ensure end rails are parallel with floor or slightly tilting upwards, check for cracked welds, check wear on spigot pins, tighten allen screws to spigot pins, check for wear on anchor loops.
  • Hinges: Check for broken hinge pins, check hinge pins are secure, re-rivet hinge to secure if loose.
  • Leg Braces: Check for cracked welds, check for fit into leg section, adjust if necessary.
  • Goosenecks: Check for cracked welds, check for wear, tighten allen screws.
  • Rollerstands: Check for cracked welds, check for wear on top pin, check stands are not bent, check hooks are in place and not bent, check castors rotating freely, tighten casters if required, check for worn wheels and free rotation, lubricate if required.
  • Chains & Adjusters: Adjust to correct tension, ensure lock nuts are tight, ensure 'D' shackles are tight.
  • Springs/Cables: Check all springs/cables are present, check for rupture/ breakage.
  • Beds: Check anchor bars are not broken or cracked, check bed for cuts, wear, worn or broken stitching.
  • Frame Pads: Check that all frame pads are fitted, check that the correct type are fitted, check for tears, holes, detached straps or clips, tighten straps to re-fit properly if loose.

20) Multi-Gym/Fitness Room

  • Inspect, tighten, adjust, and lubricate all fixings and fastenings and take immediate remedial action to correct any minor faults.
  • At the time of inspection any worn cable, cam or belt, depending upon the system in place must be reported to the Head of Establishment. More sophisticated fitness centres will need a more detailed brief negotiation with the Head of Establishment

21) Outdoor Play Equipment

  • Inspect for structural integrity and advise Head of Establishment accordingly.
  • Inspect, tighten, adjust and lubricate all fixtures and fastenings and take immediate remedial action to correct any minor faults. At the time of inspection report any more serious faults to the Head of Establishment.
  • Additional Work/Repairs resulting from Inspection/Maintenance Visits
  • Additional repairs, renewals or replacements not falling within the scope of the maintenance service and which in the opinion of the Contractor will exceed a cost of £100, will be subject to separate quotations. The accepted quotation will be authorised by an official order and will be invoiced separately. No such additional work is to be carried out or new items provided until properly authorised by an official order.

Abnormal Wear

Any repair work, or replacement, found to be necessary, which in the opinion of the skilled specialist operatives, do not result from normal useage/wear and tear, must be referred to in the Inspection Report.

Inspection Reports

On completion of each inspection and maintenance service, a report providing full details of the service carried out must be submitted to the customer concerned.

Condemning Equipment

Any equipment which is considered unsafe at the time of the inspection, must be marked and taken out of service immediately. The head of the establishment must be notified in writing at the time of the visit.