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31 IMPLEMENTATION PLAN
<br />CITY OF SANTAANA STARTUP PROCESS
<br />Envise sets up policies and standardized processes for all areas of our business to help ensure consistent levels of
<br />service. This extends to our start up process for each client after entering into an agreement. Please review below the
<br />intended start-up plan for the City of Santa Ana.
<br />Internal Kick -Off Meeting
<br />After entering into an agreement with the City, the Envise sales team will meet with our internal Service Department
<br />and hand over details for the maintenance contract. The purpose of the meeting is to ensure all parties involved
<br />understand the full scope of work to be completed, review the timeline and inform the team of any important details
<br />requested by the City brought up during initial conversations.
<br />External Kick -Off Meeting with Client
<br />The external kick-off meeting introduces the dedicated Envise maintenance team to the City
<br />of Santa Ana team. At this time, we would introduce to Aubrey Leyva (Principal Agent), Matt
<br />Popka (Project Manager) and the service team.
<br />During the meeting, we would define roles and responsibilities, review project expectations,
<br />discuss the maintenance schedule, and explain communication protocols. We take a
<br />collaborative approach with the client on the schedule, reviewing logistics, expectations,
<br />entry points and finalizing key dates. The meeting allows us to address questions that were
<br />not covered during the procurement process to ensure we cover any outstanding items and
<br />best serve the City's needs.
<br />Additional topics discussed at kick-off include answering any service questions, gaining on -
<br />site contacts, coordinating needed access and disposals, reviewing COVID and other health
<br />and safety requirements, and collecting billing contact information and purchase order (PO)
<br />requirements.
<br />It is not uncommon for maintenance to begin on the same day as the external kick-off meeting if both parties are in
<br />alignment on this schedule.
<br />Start -Up Maintenance
<br />Our first service visit usually starts with annual service, depending on when the facility was serviced last. Our service
<br />technicians will arrive on site and check in with our on -site client contact. We then work to restore equipment as closely
<br />as possible to original manufacturing operating standards. The technicians will identify and assess any further work
<br />that may need to be completed, and document anything that prohibits the equipment from meeting manufacturing
<br />standards. After the service is completed, the team will check out with the on -site contact and may discuss their
<br />findings. Our Principal Agent, Aubrey Leyva, will follow up by sending a fully -documented Condition Report.
<br />An example of our Start-up Maintenance scope may include the areas below:
<br />TESTING for excessive vibration, motor winding resistance, refrigerant charge,
<br />fan RPM, refrigerant oil (acid), flue gas analysis, safety controls, combustion
<br />and drafT, crankcase heaters, AND control system(s);
<br />INSPECTING for worn, failed or doubtful parts, electrical wiring, mountings,
<br />drive couplings, sheaves, pulleys, heat exchangers, crankcase heater, oil level,
<br />oil leaks, rotation, soot, rust spots, flame composition and shape, operation of
<br />static vane, pilot and igniter, steam, water, oil and/or refrigerant leaks;
<br />PREVENTATIVE MAINTENANCE may include job labor, travel labor and travel
<br />and living expenses required to clean, align, calibrate, tighten, adjust, lubricate and paint equipment. These activities
<br />are intended to extend equipment life and ensure proper operating condition and promote efficiency.
<br />• CLEANING coil surfaces and splitting multiple pass coils if necessary, fan impellers and blades, electrical contacts,
<br />compartments, condensate pans, condensate drains, burner orifices, compressors, passages and nozzles, pilot
<br />Envise Proposal for City of Santa Ana - Facility HVAC Service, Maintenance and Repairs 21
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