01 DGS Elevator Maintenance Technical Submittal_Final.docx

6100060440

ELEVATOR/ESCALATOR PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

TECHNICAL SUBMITTAL

I-1. Statement of the Project. The Department of General Services (DGS), on behalf of the Bureau of Facilities Management (BFM), is responsible for maintaining elevators and escalators in the various buildings in the Capitol Complex in Harrisburg and in DGS BFM managed buildings located in Reading, PA and Scranton, PA. (Refer to Appendix A – DGS Elevator/Escalator Equipment List located in Buyer Attachments for a complete listing of equipment.)

A. Objective.

1. General. The objective of this Request for Proposal (RFP) is to secure the services of a contractor to provide preventative and corrective maintenance service, as listed below, for elevators and escalators housed in the various buildings managed by DGS BFM.

2. Specific. The Commonwealth is seeking a contractor that can provide the following the following services for elevators and escalators:

a. Preventive Maintenance for the elevator and escalator equipment in DGS BFM managed buildings (Refer to Appendix A – DGS Elevator/Escalator Equipment List located in the Buyer Attachments); and

b. Unscheduled/Unplanned Repairs (Including Emergency Repairs) for the elevator and escalator equipment in DGS BFM managed buildings (Refer to Appendix A – DGS Elevator/Escalator Equipment List located in the Buyer Attachments).

B. Mandatory On-Site Visit. Mandatory On-Site Visits for the locations below are scheduled for the week of 07/08/24 – 07/12/24. See Appendix B – Mandatory On-Site Visit Schedule. Those interested in attending should contact Nicole Moyer, nicomoyer@pa.gov, or Mike Weges, mweges@pa.gov, by 4pm ET Friday, 07/05/24 to schedule.

Harrisburg location on-site visits are scheduled for 07/08/24 – 07/10/24 and the morning of Friday, 07/12/24, start times to vary per Appendix B – Mandatory On-Site Visit Schedule.

Scranton State Office Building (SSOB) – 100 Lackawanna Avenue, Scranton, PA 18503 – on-site visits are scheduled for 07/11/24, 11:00AM ET.

Reading State Office Building (RSOB) – 625 Cherry Street, Reading, PA 19602 – on-site visits are scheduled for 07/12/24, 2:30PM ET.

No food or drink are permitted during the on-site visits. Photos will be permitted for common areas, but not offices. Limit two (2) attendees per supplier.

C. Method of Award. This is a single award contract. The Commonwealth will award a contract to the responsive and responsible Offeror whose proposal is evaluated with the highest score deemed to meet the eligibility requirements. Award of a contract only renders a contractor eligible to perform services under the contract. No work may be performed without the issuance of a purchase order.

D. Contract Term. The service term of this Project shall commence upon issuance of a fully executed Purchase Order to the selected Awarded Supplier. The term will be three (3) years with the option of two (2) one (1)-year renewals. The Commonwealth reserves the right, upon notice to the contractor, to extend any single term of the contract for up to three (3) months upon the same terms and conditions.

I-2. Qualifications.

A. Company Overview. Offeror shall provide an overview of their Company, a minimum of ten (10) years, providing elevator and escalator maintenance and repair services for equipment in similar size and scope of this RFP. (Refer to Appendix A – DGS Elevator/Escalator Equipment List located in the Buyer Attachments.) The overview shall include, but not be limited to, the following:

1. Name;

2. Address;

3. Telephone number;

4. Email Address; and

5. Company website.

The Company Overview must demonstrate how the Offeror will meet the response time requirements of this RFP. The Company Overview must also demonstrate the Offeror has maintained a representative inventory of products and supplies necessary to perform the requirements of contracts similar in scope to the requirements of this RFP.

Offeror Response

B. Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Offeror’s financial capability. The Commonwealth reserves the right to request information and documents regarding the selected Offeror’s financial stability and economic capability at any time during the term of the contract. Such information and documents shall be provided to the Commonwealth within thirty (30) days of the date of the Commonwealth’s request. Offeror shall acknowledge and accept these criteria.

Offeror Response

C. Contract Experience. Offeror shall specify up to three (3) contracts of similar size and scope of this RFP in which their Company is presently under as the prime contractor to provide elevator/escalator maintenance and repair services. The list of contracts shall include:

1. The client’s name and address, and the contact information of the responsible official of the client;

2. Contract duration;

3. Contract value;

4. Number of equipment serviced;

5. Summary of services;

6. Term of contract, including effective dates; and

7. Offeror shall provide any additional experience that they would like to be considered.

Offeror Response

D. Contract Cancellations, Terminations and Litigations. Offeror shall describe and identify any contract cancellations, terminations, or non-renewals within the three (3) years immediately preceding the issuance of this RFP. Provide details on the customer’s rationale for canceling or not renewing the contract and the Offeror’s position relevant to the rationale. The Offeror shall identify the name of the customer, including:

1. Name of responsible official who can address questions;

2. Address;

3. Phone number; and

4. Email address.

Offeror Response

E. Personnel. Offeror shall identify and describe the positions and project specific duties of the personnel assigned to this Project and their physical location during the contract for implementation, administration, and management of the Elevator/Escalator Preventative Maintenance and Repair Services.

1. Key Personnel. Key Personnel shall be identified as the primary contacts for each of the business area identified in this RFP. At a minimum, Offeror shall designate, as part of its staffing plan, the following Key Personnel and explain in narrative form how it will accomplish each task relative to each of the Key Personnel positions. Additionally, Offeror shall complete Section 1 Key Personnel in Appendix D – Personnel Listing and Experience by Position located in the Buyer Attachments and submit it with their Technical Response.

a. Account Manager. An Account Manager shall serve as the main point of contact throughout the initial term of the contract and any subsequent renewals. The responsibilities of the Account Manager shall include, but not be limited to, the following:

i. Provide for the successful and seamless implementation and ongoing coordination of efforts throughout the contract and any subsequent renewals;

ii. Oversee the selected Offeror’s operational team;

iii. Provide high-quality services;

iv. Resolve problems; and

v. Address and optimize recommended qualitative opportunities for DGS.

Offeror Response

b. Dedicated Service Technician(s). The selected Offeror shall designate service technician(s) that shall be available to perform services at the DGS buildings in Harrisburg, Reading, and Scranton during the Regular Working Hours, as defined in Section I-3. B.7. of this Technical Submittal, Monday – Friday, except for Commonwealth Holidays and Office Closings (refer to Appendix E – Commonwealth of Pennsylvania Holidays and Management Directive 530.17 Partial and Full-Day Closings of State Offices located in the Buyer Attachments). The responsibilities of the dedicated service technician(s) shall include, but not be limited to, the following:

i. Troubleshooting;

ii. System cleanings and preventive maintenance;

iii. Repair of equipment failures;

iv. Service on all elevator and escalator equipment (refer to Appendix A – DGS Elevator/Escalator Equipment List located in the Buyer Attachments); and

v. Maintaining effective professional communication with DGS BFM.

Offeror Response

2. Additional Personnel. Offeror shall identify all Additional Personnel that will provide services related to this project in Appendix D – Personnel Listing and Experience by Position located in the Buyer Attachments.

Offeror Response

3. Subcontractors. Offeror shall provide a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to this project. The selected Offeror is prohibited from subcontracting or outsourcing any part of this project without the express written approval from DGS BFM. Upon award of the contract resulting from this RFP, subcontractors included in this proposal submission are deemed approved.

Offeror shall describe the subcontractor’s (exclusive or affiliates) experience as it pertains to the services to be provided in this RFP and any resulting contract. If Offeror is proposing to use the services of subsidiaries or affiliated firms, the Offeror shall describe the business arrangement with that entity and the scope of services to be provided by that entity.

Offeror shall complete Section II, Subcontractor Personnel in Appendix D – Personnel Listing and Experience by Position located in the Buyer Attachments, for any position(s) identified in the subcontracting plan as Key Personnel or Additional Personnel.

a. Name of subcontractor;

b. Primary contact name, phone number and email address;

c. Address of subcontractor; and

d. Description of services to be provided.

Subcontractors shall perform their services and provide any goods or services in accordance with the requirements of this RFP and any resulting contract.

Offeror Response

4. Personnel Vacancies. The selected Offeror shall fill any key and/or subcontractor position vacancies within four (4) weeks of the position being vacated. If a position identified as key becomes vacant, the selected Offeror must appoint and identify an individual to fill that position in an acting capacity the same day as separation until the position is filled.

Offeror shall acknowledge its acceptance of this criteria and describe the process in which they will accomplish the task of filling a vacant position.

Offeror Response

I-3. Requirements. Offerors shall meet all requirements in order to be responsive to this RFP.

A. General. The selected Offeror shall adhere to the following:

1. Remain consistent with all Commonwealth Policies, Procedures and Management Directives specifically related to this RFP; and

2. Adhere to all Commonwealth Holiday and Office Closings, including schedules and announcements. (Refer to Appendix E – Commonwealth Holidays located in the Buyer Attachments and Management Directive 530.17 Partial and Full-Day Closings of State Offices.)

Offeror shall acknowledge its acceptance of this criteria, even though it may not align with Elevator Union holidays.

Offeror Response

3. Commonwealth Procurement Requirements

a. Preventative Maintenance and Repair Definitions. The services performed by the selected Offeror through this contract are limited to Preventative Maintenance and Repair.

i. Preventative Maintenance: Work performed on a routine basis, such as the cleaning and testing of equipment or systems and component parts, for the purpose of allowing the equipment or system to continue operating in the expected manner.

ii. Repair: Work performed on existing equipment or system for the purpose of a break/fix nature and includes the replacement of parts/components with factory OEM parts in order to return the equipment or system to working order. This work does not include replacement of the entire equipment/system or change or alter the equipment/system as it relates to its size, type, or capability.

b. Statewide Requirements Contracts. If equipment needed is not available through the contract resulting from this RFP and is available through a current statewide contract, the selected Offeror shall not acquire the equipment on DGS BFM’s behalf. DGS BFM shall procure that equipment through the statewide contract. See Part I, Chapter 09 Statewide Requirements Contracts of the Commonwealth Procurement Handbook.

Offeror shall acknowledge its acceptance of this criteria.

Offeror Response

B. Specific.

1. Access Badges. Offeror and their subcontractors may be required to obtain a security badge to gain access to buildings or work areas, at the selected Offeror’s expense. The selected Offeror and subcontractors must comply with the requirements of Management Directive 625.10 Card Read and Emergency Access to Certain Capitol Complex Buildings and Other State Office Buildings.

Contracted construction personnel, including mechanical, electrical, HVAC, or other technicians, must sign the Visitor Log for the building accessed. Permits or paperwork, including destination and type of work to be performed, must be provided to Security upon request. Security must notify the Bureau of Facilities and the selected Offeror’s Company identification must always be displayed.

Offeror Response

2. Background Clearances. The selected Offeror is required to arrange for background checks, at the Offeror’s expense, for each of its employees and any employees of its subcontractors that will have access to Commonwealth facilities in the performance of this contract in accordance with the requirements of Section V.45 CONTRACT-036.1 Background Checks (January 2023) of the Contract Terms and Conditions located in the Buyer Attachments.

Offeror shall acknowledge this requirement.

Offeror Response

3. Scope of Contract Repairs. The following outlines the general scope of equipment components/parts covered by this contract.

a. Traction Type: The selected Offeror shall furnish and install or repair when and as necessary: machine motors; motor generator; controllers; hoist cables; hoist belts; selectors; worms; gears; thrusts; bearings; brake magnet coils; brake shoes; magnet frames; cams; car door and hoist way door hangers tracks and guides; door operating devices, interlocks, and contacts; car gates, safety devices, governors, push buttons, enunciators, shell lanterns and indicators; lamps replacements in systems; emergency communication devices; and other elevator signal and accessory equipment complete.

b. Hydraulic Type: The selected Offeror shall furnish and install or repair when and as necessary: power unit, pump motor and controller including valves, including relief valve, pilot, lowering, leveling, and check valves, or any of the parts thereof; V-belts, strainers, spring and gaskets; controller relays, solid state control components, contacts, coils, timers, magnet frames and controller wiring; traveling cable and components for entire operating circuit; plunger, guide bearings, packing gland; and guide rails and guide shoes. Maintain hydraulic fluid at proper operating level, push buttons, enunciators, shell lanterns and indicators, lamps replacements in systems, emergency communication devices, and other elevator signal and accessory equipment complete.

c. Excluded Repairs: Repairs of the following equipment/parts are excluded from the scope of this RFP: lamps for interior car/cab lighting fixtures and floor covering on elevator car platforms.

d. Addition of Parts or Equipment: If during the term of the contract, the addition of new parts, equipment, or attachments is recommended or directed by inspection firms or by federal, state, municipal, or other government authorities, the selected Offer may perform the services necessary to furnish and install any such parts, equipment, or attachments. The selected Offeror shall provide a quote for the services, with the cost to be mutually agreed up between DGS BFM and the selected Offeror prior to the performance of the services.

Offeror shall acknowledge these requirements.

Offeror Response

4. Regulatory Inspection and Testing Requirements.

a. The selected Offeror shall be responsible for contacting the Department of Labor and Industry to schedule periodic inspections of equipment and systems covered by the UCC Elevator Code, 405.7, as amended.

b. The selected Offeror shall conduct periodic load tests on the elevators identified in Appendix A – DGS Elevator/Escalator Equipment List in accordance with paragraph C below.

c. Inspections will be made by statutorily authorized agencies. Citations and recommendations in accordance with the Terms and Conditions of this contract may be issued by inspectors. The selected Offeror shall comply with citations and recommendations immediately.

d. Service work, parts, materials, equipment, and supplies used in performance of this contract are subject to inspection and test. Items that do not meet specifications will be rejected, and payment may be withheld until corrections are made. Failure by DGS BFM to reject an item upon receipt does not relieve the selected Offeror of this requirement. Should subsequent tests conducted after receipt reveal defective material or workmanship, Offeror shall be required to replace/repair free of charge.

Offeror shall acknowledge these requirements.

Offeror Response

5. Certificate of Insurance. Per Section V.48 CONTRACT-045.1 INSURANCE of the Contract Terms and Conditions located in the Buyer Attachments, prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the selected Offeror shall provide BFM with current certificates of insurance listed below. Refer to Section V.48 CONTRACT-045.1 INSURANCE of the Contract Terms and Conditions for specific coverage requirements.

a. Worker's Compensation Insurance; and

b. Public Liability and Property Damage Insurance.

Offeror Response

6. Time for Completion of Repairs.

a. The selected Offeror shall make repairs, renewals, and replacements as soon as scheduled or other examinations show such action to be necessary, or when the DGS BFM, advises the selected Offeror such actions are required.

b. The selected Offeror shall correct any system malfunction which requires the removal of a unit from normal operating service within forty-eight (48) hours of the initial failure unless otherwise agreed upon by DGS BFM. This requirement excludes pre-approved and scheduled maintenance repairs, tests, and any unscheduled repairs for which DGS BFM has consented to an alternative timeline for completion.

Offeror shall acknowledge its acceptance of this requirement.

Offeror Response

7. Site Access, Safety, and Security Requirements. The selected Offeror shall cooperate with those in authority at the DGS facilities covered by this contract in all respects including, without limitation, the following requirements:

a. Harrisburg Locations: Regular Working Hours are 6:00 AM to 6:00 PM ET Monday through Friday, excluding Commonwealth holidays.

b. Reading and Scranton Locations: Regular Working Hours are 8:00 AM to 4:30 PM ET Monday through Friday, excluding Commonwealth holidays.

c. The selected Offeror shall keep current maintenance records in each elevator machine room which will identify date, time, and reason for each visit, including preventative maintenance procedures.

d. The selected Offeror shall take, and require its employees, subcontractors, and other representatives to take, all reasonable steps necessary:

i. To prevent the entrance to and exit from the premises of any person whose presence is forbidden or undesirable.

ii. To bring, store, and remove all required service materials and equipment.

iii. To observe all premises rules and regulations.

iv. To avoid unnecessary dust or accumulated debris.

v. To avoid undue interference with the convenience, sanitation, or routine of the Commonwealth.

vi. To prevent the loss of or damage to the premises and any property of the Commonwealth and/or its employees.

e. The selected Offeror shall repair all damage it may cause to the premises to DGS BFM’s full satisfaction.

f. The selected Offeror shall maintain each machine room hoist way and overhead area in an uncluttered, clean condition.

g. If the use of any chemical agent (no matter how benign) is required to perform work required by the scope of this contract, the selected Offeror shall provide 48-hour advance notice to the Contract Administrator, or designee, and supply a Material Safety Data Sheet (MSDS) for any such chemical substance before performing any work involving the use of the chemical agent.

h. During Regular Working Hours, as identified above, the selected Offeror shall retrieve items dropped into any elevator hoist way or pit at no additional cost. The selected Offeror is not permitted to assess any additional charges associated with running on arrival calls during normal working hours.

i. The selected Offeror must provide the required on-site services during the Commonwealth’s Regular Working Hours at no additional cost to DGS BFM.

8. Emergency Callback Service and Response Times. The selected Offeror shall provide 24-hour emergency callback service. The following are the required response times for emergency situations involving the elevator equipment serviced through this contract, including entrapments. In the case of emergency calls, for all locations, outside of Regular Working Hours, the selected Offeror’s service technician shall sign the Capitol Police or Vendor Log in the lobby area before going to any other part of the premises and then return to sign out prior to leaving the premises.

a. For Harrisburg Capitol Complex Buildings

i. During Regular Working Hours, ONSITE within thirty (30) minutes of receipt of a call.

ii. After-hours, Weekends, and holidays, ONSITE within one (1) hour of receipt of a call.

b. For Reading and Scranton State Office Buildings

i. During Regular Working Hours, ONSITE within one (1) hour of receipt of a call.

ii. After-hours, Weekends, and holidays, ONSITE within two (2) hours of receipt of a call.

c. The selected Offeror is not permitted to invoice for additional charges resulting from emergency callbacks during Regular Working Hours that are caused by emergency stop switch activation inside the elevator, fire service reset, or flipping of a switch to return the car to service.

Offeror shall acknowledge its acceptance of these response time criteria and provide a description of the Offeror’s service call procedures.

Offeror Response

9. Service Level Agreements (SLA). SLAs are a part of this RFP to ensure that the best service is being provided to the Commonwealth and that selected Offerors are held accountable for their actions when service expectations are not met. Refer to Appendix F, Service Level Agreements.

Offeror shall acknowledge its acceptance of the inclusion of SLAs.

10. Quality of Workmanship and Parts. The selected Offeror shall make all repairs, renewals, and replacements in accordance with high standards of preventive maintenance practice. All services shall be equal in design, workmanship, quality, finish, fit, adjustment, operation, and appearance to the original installation. All parts (mechanical, electronic, electrical, etc.) furnished and installed by the selected Offeror shall be new and genuine parts equal to parts supplied by the original equipment manufacturer (OEM) or its successor. All costs for parts and supplies shall include any related shipping costs and all applicable taxes.

Offeror shall acknowledge its acceptance of this criteria.

Offeror Response

11. Strawberry Square Destination Dispatch System Requirements. The elevator equipment in Strawberry Square State Office Tower #1 is included in the scope of this RFP. This equipment is a destination dispatch system which optimizes elevator travel to reduce wait and travel times. Passengers are grouped by their destinations so that people traveling to the same floor ride in the same elevator which reduces the number of stops the elevator needs to make and lowers the amount of time people spend riding and waiting for their floors. For any destination dispatch system equipment for which the selected Offeror does not have the capability to provide services, DGS BFM provides consent for the Contractor to subcontract these services out in accordance with Section V.32 CONTRACT-025.1 Assignability and Subcontracting (Oct 2013) of the Contract Terms and Conditions located in the Buyer Attachments.

Offeror shall acknowledge its acceptance of this criteria.

Offeror Response

12. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services. In the event there is a world/state pandemic, Offerors must adhere to any local, state, and federal guidelines, except where required by law, that govern the pandemic such as, temperature taking, mask wearing, etc.

a. Describe how you anticipate such a crisis will impact your operations.

b. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:

i. Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees);

ii. Identified essential business functions and key employees (within your organization) necessary to carry them out;

iii. Contingency plans for:

1. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and

2. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

iv. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and;

v. How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

Offeror Response

I-3. Tasks. Describe in narrative form your technical plan for accomplishing the work using the tasks descriptions set forth below as a reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. The Offeror’s response to the tasks identified below shall include a full project plan description and not just a restatement of the tasks listed below.

A. Start Up and Implementation. The selected Offeror shall create, maintain, and update a transition work plan identifying each task that must be completed prior to effective date of coverage under the contract, the time allotted to each element with target dates of completion, and the deliverable items to be produced.

1. Implementation Plan. Within seven (7) business days of a fully executed contract, the selected Offeror shall provide a revised implementation plan, including a detailed project plan, that address the requirements and projected timeline for the following:

a. Administrative.

i. Clearance documents.

1. Background Checks;

2. Confidentiality Statements; and

3. Staff Clearances.

ii. Badge Issuance (to include processing fees per the Contract Terms and Conditions located in the Buyer Attachments);

iii. Access to the Commonwealth’s Client Management Network (CWOPA Access).

b. Operational.

i. Retrieve warranty information and any other relevant information from the current Contractor;

ii. Site Inspections. Selected Offeror shall be responsible for the inspecting and conducting an operational health check of all existing elevator/escalator equipment; and

iii. Review and Recommendation. Selected Offeror shall compile all findings and report back to DGS BFM, a written report, of all equipment and its current condition. If equipment is deemed nonfunctional, a corrective action recommendation shall be submitted to DGS BFM

Offeror shall provide a draft implementation plan as part of their technical response. The draft implementation plan shall be detailed enough to ensure implementation is completed in time for uninterrupted services while meeting all requirements as specified in the RFP.

Offeror Response

2. Implementation Meetings and Reports. The selected Offeror shall hold weekly meetings with DGS BFM and submit weekly reports or any other frequency as determined by DGS BFM during the implementation phase to provide updates on the status of the implementation. Each weekly report must include the following sections:

a. A weekly review of the tasks that were expected to be completed within that period;

b. Tasks completed in the respective period;

c. Tasks not completed in the respective period and the reason the tasks were not completed;

d. Details on how the selected Offeror will complete incomplete tasks to meet the required implementation schedule; and

e. An updated list of the tasks that are expected to be completed during the next period.

Offeror shall describe their process for conducting weekly meetings and providing required reports throughout the implementation phase of the project. Offeror shall include with its Technical Response a sample weekly report of the information to be provided to DGS BFM.

Offeror Response

B. Maintenance and Repair Tasks. Offeror shall describe, in this Technical Response, how they will accomplish the following:

1. Preventative Maintenance (PM). Preventative maintenance is the work performed on a routine basis, such as the cleaning and testing of equipment, systems and/or component parts, for the purpose of allowing the equipment or system to continue operating in the expected manner. The selected Offeror shall:

a. Provide preventative maintenance tasks for all elevator/escalator equipment as specified in Appendix G – Preventative Maintenance and Repair Requirements and Tasks located in the Buyer Attachments.

b. Comply with the most current Original Equipment Maintenance (OEM) schedules (schedules will be provided to the selected Offeror at time of award).

c. Perform periodic inspections of equipment to ensure it is operational and within the OEM’s specifications;

d. Note any defects in the equipment, its operation or function and must make all necessary repairs. If the selected Offeror is unable to make repairs during the preventive maintenance inspection, the selected Offeror must notify Police and Safety Administration to schedule a repair time; and

e. Create and report work orders.

f. Complete any repair or replacement of equipment or parts that may result from the PM activities described above and in Appendix G – Preventative Maintenance and Repair Requirements and Tasks.

The Commonwealth reserves the right to conduct its own inspections to verify the selected Offeror’s inspections. In addition, the Commonwealth reserves the right to require additional cleaning throughout the term of this contract and any subsequent renewals.

Offeror Response

2. Unscheduled/Unplanned Repairs. Offeror shall provide repair services for DGS elevator/escalator equipment on an as-needed basis for reasons including but not limited to equipment malfunctions, emergencies, Act-of-God events, accidents, or vandalism as described in Appendix G – Preventative Maintenance and Repair Requirements and Tasks located in the Buyer Attachments. Offeror should outline what mechanisms they have available for DGS BFM for notification (i.e., 800 number, website availability, etc.)

The Offerors shall confirm their compliance with the following:

a. Ability to perform repairs for all elevator/escalator equipment to be serviced through this contract. Repair services are comprised of the repairs necessary to return equipment to working condition in accordance with Section I-3, Paragraph A.3 above;

b. Work Order shall be created and reported.

The Commonwealth reserves the right to conduct its own inspections of repairs to verify the selected Offeror completed the repairs in a manner such that the equipment is returned to working order.

3. Parts. The selected Offeror shall supply all parts required to maintain the elevator/escalator equipment in accordance with Section I-3, Paragraph B.10 above. DGS BFM shall have the right to negotiate any break/fix cost for any repairs not covered under the monthly fee for Preventative Maintenance described in Section I-5 below and in the Cost Submittal.

Offeror shall acknowledge its acceptance of this criteria.

Offeror Response

4. Additional/Removal Buildings. The Commonwealth reserves the right to add/remove buildings in the service areas depicted in this RFP or to add/remove equipment to buildings covered by the existing scope of the RFP. The addition/removal of equipment and/or buildings shall be incorporated into the scope of the contract resulting from this RFP through the mutual execution of a Change Notice using the form provided as Appendix H – Change Notice Form for Addition or Removal of Equipment located in the Buyer Attachments.

The monthly Preventative Maintenance cost for any equipment/building added to this contract shall be established through mutual agreement between DGS BFM and the selected Offeror. Any such cost shall be determined with consideration to monthly pricing submitted in the selected Offeror’s Cost Submittal for existing building(s)/equipment of a similar scope to the equipment being added, the geographic location of the building being added, and the quantity of equipment contained in the building being added.

Should a building or equipment be removed from this contract, the selected Offeror’s monthly Preventative Maintenance Fee shall be reduced by the amount of the monthly price submitted in the selected Offeror’s Cost Submittal (or price agreed upon via change notice if applicable).

Offeror shall acknowledge this statement.

Offeror Response

C. Reports.

1. The selected Offeror will leave completed service tickets detailing the purpose of each visit. Such tickets will describe the maintenance performed, repair made, or the reported call and the corrective action taken.

2. The selected Offeror will submit quarterly reports summarizing services performed, current condition of elevators, and the report shall outline all scheduled preventive maintenance, as well as repairs and replacements (service calls) and emergency service, performed in the previous contract month. The report shall also include all outlines required and/or recommended in the latest adopted edition of the ASME A17.1 including all latest revisions and addenda and other related standards as adopted by the Uniform Construction Code. American Standards Safety Code for Elevators, Dumbwaiters and Escalators, including all latest revisions and addenda. Reports are due by the tenth day following end of quarter.

a. As part of the second quarterly report, the selected Offeror shall identify elevators covered by this contract that are due for periodic testing before the end of the fourth quarter and identify the date on which periodic tests and inspections shall be performed.

b. As part of the third quarterly report, the selected Offeror shall report the conditions found during inspections and tests required by Section Inspections and Tests, paragraphs A and B above, and propose remedies for defects and maintenance problems.

c. All quarterly reports should include a list of parts/equipment provided through the contract. The report shall indicate if the part/equipment was installed as part of Preventative Maintenance activities or through an unplanned/unscheduled repair.

Offeror shall provide samples of the above reports with their Technical Submittal.

I-5. Training. The selected Offeror is responsible for certifying all onsite personnel and subcontractors participate and successfully complete all Commonwealth mandatory trainings. Offeror shall describe the process it will use to track and very that all personnel and subcontractors successfully complete any mandatory trainings.

I-6. Quality Assurance.

A. Quality Control Plan. The Offeror shall have a quality control plan with procedures to monitor their service quality, including methods for monitoring, identifying, and correcting deficiencies in service. Offeror shall provide their quality control plan in the Technical Response.

Offeror Response

B. Monthly Meetings. The selected Offeror shall meet with the DGS BFM on daily operations of the contract throughout the initial term of the contract and any subsequent renewals. These meetings shall be conducted at a Commonwealth facility or virtual. Offeror shall acknowledge its understanding of this criteria.

Offeror Response

I-7. Payment and Invoicing. Provide a single, monthly invoice for services provided based on the contract. In addition to complying with the V.21 CONTRACT-015.2 Billing Requirements (July 2021) in the Contract Terms and Conditions located in the Buyer Attachments, the selected Offeror shall provide the following:

A. Preventive Maintenance. For Preventative Maintenance activities and any resulting repairs as outlined in Section I-4., B.1. above, invoices shall reflect the prior month’s performance of services and shall address, at a minimum, total sites completed within interval, 30 days +/- from the last Preventive Maintenance performed.

B. Unplanned/Unscheduled Repairs. For repairs performed in accordance with Section I-4. B.2. above, invoices shall reflect the actual work hours performed during the prior month’s services and shall be billed at the rates submitted in the Offeror’s Cost Submittal Template.

C. Parts for Unplanned/Unscheduled Repairs. Parts provided for Unplanned/Unscheduled Repairs shall be invoiced at the selected Offeror’s cost, less the percentage discount submitted in the selected Offeror’s Cost Submittal, if any. The selected Offeror shall provide supporting documentation showing the pass-through cost of any parts required for unplanned repairs during the prior month’s performance of services.

Offeror shall provide a sample of invoice with this Technical Response.

Offeror Response

I-8. Value Added Services. The Offeror may provide in its Technical Response any optional value-added services that are within the scope of the project. Describe in narrative form the value-added services, that will be provided at no cost to the Commonwealth, that the Offeror may, at DGS BFM’s discretion, make available beyond those specifically identified in this RFP to improve the efficiency, effectiveness, or savings from management services.

Offeror Response

I-9. Contract Turnover. The selected Offeror shall be responsible to provide a final turnover plan, for approval by DGS BFM, at least 180 days prior to contract expiration. The turnover plan shall identify the critical tasks and the timeline needed to facilitate a seamless transition of services, without interruption of adverse effect to operations, to DGS BFM, or a new Contractor. Upon the Commonwealth’s request, the selected Offeror shall execute the turnover plan.

The turnover plan shall include, but not be limited to the following:

A. Any passwords and keys returned to the Commonwealth;

B. Breakdown of activities that will be performed in the transition/turnover phase;

C. Strategy for return/transfer of passwords, keys and data to the Commonwealth or a new contractor 60 days prior to contract expiration or termination;

D. Identifying the roles and responsibilities of the selected Offeror, DGS BFM and/or a new contractor in the transition/turnover phase;

E. Identify the area, including timeframes, that require continued support by the selected Offeror;

F. Strategy for transferring project responsibility to the Commonwealth or a new contractor; and

G. Knowledge transfer process

Offeror shall submit a sample turnover plan, with their Technical Response, and describe their experience in contract turnover.

Offeror Response

I-10. Objections and Additions to Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the contract Terms and Conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the contract Terms and Conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, based on the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachments section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachments section or to other provisions of the RFP.