01 Statement of Work, Elevators Services ITQ.pdf

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STATEMENT OF WORK

ELEVATOR, ESCALATOR, AND MECHANICAL

MOVERS MAINTENANCE AND REPAIR SERVICES

INVITATION TO QUALIFY (ITQ) CONTRACT

OVERVIEW: The purpose of this Elevator, Escalator, and Mechanical Movers Maintenance and Repair Services ITQ (Invitation to Qualify) is to qualify responsible and responsive Contractors to perform maintenance, repair, and limited component-level modernization services on existing equipment for Commonwealth of Pennsylvania agencies. Covered equipment includes elevators, escalators, dumbwaiters, handicap lifts, tramways, travelators, mechanical movers, and other lifting devices governed by ASME standards adopted by the Department of Labor & Industry under the Uniform Construction Code. Services under this contract are intended to support the continued safe, reliable, and code-compliant operation of existing systems. This contract is not intended for construction projects or work that involves full system replacement or changes to system size, type, capacity, or operational capability.

Agencies are responsible for determining whether a project constitutes construction and must review the Commonwealth Procurement Handbook, Part IV, Chapter 15 (Job Order Contracting Program) as a benchmark when making that determination.

Local Public Procurement Units, as defined by the Commonwealth Procurement Code, may use this contract in accordance with the COSTARS Provision contained in this document.

ISSUING OFFICE: This ITQ is managed and administered by the Commonwealth of Pennsylvania, Department of General Services (DGS), Bureau of Procurement. All inquiries should be referred to:

Jason Collett, Commodity Specialist Department of General Services, Bureau of Procurement 2nd Floor 1800 Herr Street Harrisburg, PA 17103

(717) 346-3273 jcollett@pa.gov

TERM OF CONTRACT: Any contract issued to a qualified Contractor under this ITQ shall commence on the Contractor’s Contract Effective Date and remain in effect for the duration of the ITQ term, including any extensions exercised by the Commonwealth, unless terminated earlier in accordance with the terms of the contract.

The ITQ shall have an initial term of five years, with the option, at the Commonwealth’s sole discretion, to renew for one additional five year term and an additional period not to exceed 90 days.

Contractors may be qualified and awarded a contract at any time during the term of the ITQ, including during any renewal or extension period exercised by the Commonwealth; however, the Commonwealth reserves the right to discontinue the qualification of new Contractors at any time mailto:jcollett@pa.gov

2 | P a ge and may elect to cease qualifying Contractors approximately sixty (60) days prior to the end of the ITQ term or any extension period.

QUALIFICATIONS: Contractors interested in becoming an ITQ Contractor must meet the following requirements. Failure to meet the below requirements will result in the application being rejected. Each Contractor that meets the minimum qualifications will be awarded a contract.

Award of a contract to a Contractor is not a guarantee of business.

A. Experience. Contractors must complete the Experience Form, which includes all information required to demonstrate qualifications under this ITQ.

The Experience Form must include a narrative demonstrating a minimum of five (5) years of experience performing maintenance, repair, and/or component-level modernization services under the applicable commodity code(s) selected within the Service Categories.

Experience must involve equipment of similar size, type, and complexity.

The narrative must also confirm that the Contractor maintains a physical place of business and possesses the equipment, tools, personnel, and resources necessary to perform the services under this Contract.

In addition, Contractors must provide details within the Experience Form for a minimum of three (3) comparable contracts performed within the past five (5) years. For each contract, the Contractor must include:

• Customer name and location

• Description of services performed

• Contract term (start and end dates)

• Approximate contract value (if available)

• Reference contact information

B. Proof of Insurance. Contractors must provide proof of the required insurance coverage at the time of ITQ qualification. Insurance certificates must be kept current for the duration of the contract and must be provided upon request and with each RFQ response to confirm coverage validity.

All insurance certificates must list the following as the certificate holder:

Commonwealth of Pennsylvania, Department of General Services 1800 Herr Street Harrisburg, PA 17103

The following insurance coverages are required:

1. Workers’ Compensation Insurance

2. Commercial General Liability Insurance, including property damage coverage

Contractors are responsible for ensuring that all required insurance remains active and in

3 | P a ge good standing throughout the term of the contract. Failure to maintain required insurance may result in suspension or removal from the ITQ.

C. Iran Free Certification Form. Contractors must complete and provide the Iran Free Procurement Certification form to be eligible for the award of a contract.

D. Worker Protection and Investment. Contractors must complete and provide the Worker

Protection and Investment Certification form to be eligible for the award of a contract.

E. Lobby Certification and Disclosure. Contractors must complete and provide the Lobbying Certification and Disclosure form to be eligible for the award of a contract.

CATEGORIES: Contractors must select and qualify under the appropriate commodity code(s) to perform services under this contract. Commodity code selection will be completed within the Business Details section of the qualification process. The Commonwealth reserves the right to add additional commodity codes as needed.

Each category represents a distinct type of service, and services must be procured under the category that best aligns with the scope of work. Categories are not interchangeable and may not be combined to perform work that would otherwise fall outside the intended scope of this contract, including construction.

The table below lists the applicable commodity codes and corresponding service descriptions.

72101506-ITQ-602

Annual Elevator, Escalator, and Mechanical Movers Maintenance and Repair Service Maintenance Agreement

An agreement to provide ongoing, pre-defined maintenance and repair services for elevator, escalator, and mechanical mover equipment. Services include, but are not limited to, preventative maintenance, testing, inspections, routine repairs, labor, parts, tools, and supplies necessary to maintain safe and reliable operation. This may include cleaning, lubrication, adjustments, response to breakdowns, shutdowns, and entrapments.

Agencies will define their specific requirements for annual service maintenance agreements based on the operational needs of their equipment.

EXCLUSIONS: The following are excluded from services provided under an annual service maintenance agreement:

• Lamps for interior car/cab lighting fixtures

• Floor covering on elevator car platforms

• Repairs required due to negligence, misuse, or causes beyond the Contractor’s control, excluding normal wear and tear

• Addition of new attachments or upgrades required by inspection firms or governmental authorities

COMMODITY CODE DESCRIPTION OF CATEGORY

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Although these services are excluded from the maintenance agreement, they may be performed by the Contractor separately and at an additional cost, provided the using agency has determined that the work does not constitute construction and is not required to be procured through Job Order Contracting (JOC). A separate quote must be obtained prior to the performance of any excluded services.

39120000-ITQ-603

Time and Materials Elevator, Escalator, and Mechanical Movers Service Maintenance Agreement

An agreement to provide maintenance and repair services for elevator, escalator, and mechanical mover equipment on an as-needed basis. Services may include, but are not limited to, preventative maintenance, testing, inspections, diagnostics, repairs, labor, parts, tools, and supplies necessary to maintain safe and reliable operation. This may include cleaning, lubrication, adjustments, and response to breakdowns, shutdowns, and entrapments.

Agencies will define their specific service requirements based on operational needs.

Quotes for services under this category must include, at a minimum, hourly labor rates, material costs, trip charges, and any other applicable fees.

81110000-ITQ-604

Elevator, Escalator, and Mechanical Movers Maintenance Modernization & Upgrades

The process of upgrading or replacing existing components of elevator, escalator, and mechanical mover equipment to maintain safe, reliable, and code-compliant operation. Work under this category is limited to component-level modernization performed on a like-for-like or functionally equivalent basis.

Services performed under this category are not included in an annual service maintenance agreement or time and materials service maintenance agreement.

Prior to utilizing this category, Commonwealth agencies must evaluate the scope of work to determine whether the project constitutes construction. Agencies must review the Commonwealth Procurement Handbook, Part IV, Chapter 15 (Job Order Contracting Program) as a benchmark when making this determination and must retain documentation supporting this determination as part of the procurement file.

This category does not include full system replacement, system redesign, or any work that alters the system’s size, type, capacity, or operational capability. Such work is considered construction and must be procured through an appropriate

5 | P a ge construction contracting vehicle.

GENERAL INORMATION/REQUIREMENTS:

A. Uniform Construction Code (UCC) Requirements. Contractors must maintain all machinery and equipment in accordance with the Uniform Construction Code (UCC), Act 45 of 1999, as amended, including Title 34, Labor & Industry, Part XIV, Chapter

405. Contractors are responsible for remaining in compliance with any updates or amendments to applicable statutes and regulations.

B. Service Coverage. The Contractor must maintain an adequate service organization with local service representatives capable of supporting the geographical area in which services are performed under this Contract. Service representatives must be the Contractor’s employees or authorized representatives designated on a full-time basis.

C. Record Keeping and Reports. The Contractor must maintain complete and accurate records of all inspections, maintenance, lubrication, and service calls. These records shall be maintained on site in the machine room or another location designated by the agency using them.

Records must include, at a minimum: assigned personnel, scheduled preventative maintenance procedures, inspections, tests, third-party assisted examinations, reason for service, arrival and departure times, work performed, and parts provided or replaced. All records are the property of the Commonwealth.

Upon written request, the Contractor must provide reports detailing inspections, tests, examinations, repairs, or replacements performed at an agency location, including itemization of parts installed and services performed.

The Contractor must maintain and update wiring diagrams and control schematics to ensure “as-built” documentation remains current, on site, and the property of the Commonwealth.

Records must be made available to the Commonwealth upon request for audit or compliance review purposes.

REQUEST FOR QUOTES (RFQ) PROCEDURES: Commonwealth Agencies will issue an RFQ to qualified Contractors, through the Commonwealth’s Custom Portal, powered by the JAGGAER system. Contractors will respond to the RFQ in the system. The requesting Agencies may require the qualified Contractors to furnish, upon request, additional documentation in the RFQ. The qualified Contractors selected for the RFQ process will receive a Purchase Order (PO) and will supply the service to meet the specific requirements as indicated in the RFQ.

Agencies will exercise a scoring method based upon the criteria set forth in the RFQ, to determine

6 | P a ge the Contractor that best meets the needs of the project. The Scoring Methods are defined as follows:

• Best Value o Refers to the process of selecting the quote which provides the greatest value to the agency based on evaluating and comparing all pertinent criteria, including cost, so that the Contractor whose overall proposal best suits the agency’s needs is selected for each individual project; and

• Low Cost o Refers to the lowest cost quoted from all proposals received that are deemed both responsive and responsible for the project.

POST AWARD ADMINISTRATION: Contractor performance shall be monitored and evaluated by the using agency and/or the Department of General Services (DGS) based on contract usage, project activity, and performance risk. Formal performance evaluations will be conducted for Contractors that receive significant contract usage, participate in Requests for Quotes (RFQs), or perform project-based work under this Contract. Contractors with little or no contract activity may not be subject to formal evaluation unless performance concerns arise. Performance evaluations may include, but are not limited to: quality of work, timeliness, compliance with contract requirements, pricing accuracy, and responsiveness. Contractors may be required to participate in performance review meetings to address performance concerns or discuss overall contract performance. The Commonwealth reserves the right to document performance issues and require corrective action. Continued performance concerns may result in restriction from RFQs or removal from the ITQ.