13-Sample Project.pdf

Modernization of Hydraulic Elevator

Project Title: Annex 39 Elevator Modernization Prepared For: Office of the County Engineer Prepared By: Adam Seda Date: 06/11/2025

1. Objective

This project involves the turnkey modernization of one (1) hydraulic elevator serving two floors at Annex 39 Courthouse located at 333 Lockwood Dr, Houston TX 77011. The scope includes upgrading major components with non-proprietary equipment and the installation of pit flood alarm system and emergency lowering device. All work completed shall comply with or exceed the current ASME A17.1, ASME A17.2, ASME A17.5, ADA Accessibility guidelines, NFPA 70, NFPA 101 and all applicable state, local and ADA codes. The goal is to enhance safety, performance, energy efficiency, reliability, and flexibility, while reducing long-term operational costs and avoiding vendor lock-in by utilizing non-proprietary, open-source systems. New components must re

Prework Scope of Work

2. Project Overview

This scope of work outlines the preconstruction/prework activities required to prepare the site for the elevator modernization project. All activities are to be completed prior to the commencement of any demolition or installation work to ensure site readiness, worker safety, material accountability, and protection of existing finishes.

2.1 Site Protection

• Floor and Wall Protection:

The contractor shall install Masonite or comparable protective material to safeguard all adjacent flooring and walls in the work area.

o Masonite shall be securely fastened and laid flat to avoid trip hazards.

o Coverage shall extend from the elevator footprint to material staging areas, delivery paths, and other access points as identified in the project walk-through.

o Wall protection shall be applied to surfaces exposed to potential impact during material movement or installation.

2.2 Material Inventory and Verification

• Prior to the start of any construction activity, the contractor shall conduct a complete inventory of all received modernization components.

• Inventory shall verify:

o All materials are on-site.

o Quantities and specifications match approved submittals and engineering drawings.

o No visible damage or discrepancies exist.

• A material inventory report shall be provided to the project manager or owner's representative, including any noted shortages, damage, or required follow-up with the supplier.

2.3 Barricade Installation

• Contractor shall provide and install temporary barricades around the elevator work zone.

o Barricades must meet all local safety and code requirements, including signage for restricted access and public safety.

o Barricades are to be self-supporting; non-obtrusive, and aesthetically neutral wherever public visibility exists.

o Access points for worker entry must be clearly marked and secured after hours.

2.4 Material Staging and Logistics

• Materials shall be staged in a manner that promotes safe, efficient workflow and minimizes handling.

o Staging locations must be approved by the building management or owner's representative.

o Heavy components should be placed near the point of use when possible and arranged to facilitate just-in-time movement during installation.

o Material storage must not block egress paths or interfere with building operations.

Contractor is responsible for maintaining an organized and clean staging area throughout the project.

3. Scope of Work- All modernization work and equipment shall comply with:

• ASME A17.1 – Safety Code for Elevators and Escalators

• ASME A17.2 – Inspection Manual

• ASME A17.5 – Elevator and Escalator Electrical Equipment

• ADA Accessibility Guidelines

• NFPA 70 – National Electrical Code

• NFPA 101 – Life Safety Code

• All applicable state and local codes

3.1 Demolition & Removal

• Disconnect and remove the existing:

o Power unit (motor, pump, and valve assembly) o Hydraulic tank o Elevator controller o Hall fixtures o Car operating panel (COP) o Cab interior finishes and accessories

• Proper disposal of all removed equipment and materials per local environmental and safety regulations.

• Disconnect all power supplies to the elevator systems and ensure proper decommissioning in compliance with safety regulations.

• Perform any necessary decommissioning work, taking care to minimize disruption to building operations.

• Disposal of hydraulic fluid will be the sole responsibility of the elevator contractor.

• Dumpsters or other waste receptacles will be the sole responsibility of the elevator contactor.

3.2 Installation of New Components

All new components shall be non-proprietary to ensure open maintenance access and long-term serviceability by multiple vendors.

3.2.1 Power Unit

• Supply and install a new nonproprietary hydraulic power unit with submersible pump and motor.

• Include necessary oil lines, silencer, and vibration isolation.

• Ensure compatibility with the elevator’s load capacity and travel height.

3.2.2 Controller

• Replace existing proprietary controller with non-proprietary microprocessor-based controllers e.g. Alpha, Pixel, Motion Control, Smart Rise or equivalent with:

o Microprocessor-based logic o Fire service Phase I and II o Emergency battery lowering o Diagnostics and remote access capability (optional)

• Integrate with all other new system components.

• Ensure the controllers provide smooth and reliable ride quality, with improved acceleration and deceleration characteristics.

3.2.3Hall Fixtures

• Replace existing hall stations with new, ADA-compliant, vandal-resistant hall fixtures.

• Include illuminated call buttons and visual/audible signals per ASME A17.1 and meets or exceeds all applicable state codes, local codes and ADA guidelines.

3.2.4 Car Operating Panel (COP)

• Install a new non-proprietary COP including:

o Illuminated pushbuttons o Emergency stop switch o Alarm button o Fire recall key switch keyed in FEOK-1 key o In-car position indicator and audible floor annunciation o Pit flood indicator light o Independent service key switch o Light and fan key switch o Emergency Communication Cellular System Coss Communications 4/5G cellular system or equivalent compliant with ASME A17.1 and state and local codes

3.2.5 Door Protection Devices

• Install door detection systems to display red/green light indicators e.g.

Panachrome+ or equivalent

3.2.6 Door Operator

• Supply and install a non-proprietary door operator system compatible with the new elevator controller and mechanical systems.

o Adjustable opening/closing speeds o Soft start/stop features o Encoder feedback (if applicable) o Door motor and controller o Interface with existing controller or inclusion of interface board o Provide new mounting hardware, linkage arms, and adaptors as needed.

o Nudging and door reopen features

3.2.7 Cab Interior and Overhead Lighting

• Modernize the cab interior with new wall panels, handrails, ceiling (with LED lighting), and durable flooring.

• Ensure design meets or exceeds ASME A17.1, Applicable state and local codes, ADA guidelines and fire codes.

• Include $30,000 Cab allowance

3.2.8 Pit Flood Alarm

• Furnish and install a new pit flood alarm system for all elevators.

o Ensure that the alarm system is fully integrated with the elevator control system for immediate detection and response in case of flooding or water accumulation in the elevator pit.

o The alarm system should include:

Water sensors placed strategically in the elevator pits

Audible and visual alarms for building occupants or maintenance personnel

Indicator light shall be present in new COP o Ensure that the system meets or exceeds applicable state and local code requirements for flood detection in elevator pits.

3.2.9 Safety System Enhancements

• Install or upgrade essential safety features, including:

o Emergency Communication Cellular System Coss Communications 4/5G cellular system or equivalent compliant with ASME A17.1 and state and local codes.

o Fire Recall and Emergency Power Lowering systems as required by local regulations.

o Emergency Power Operation New controllers, drives and machines must be integrated to the current emergency power generator or have emergency battery lowering unit installed.

3.2.10 Complete

• Project will be deemed complete when all deliverables are turned in and accepted, and all deficiencies identified during final inspection are corrected.

• Retainage can be invoiced for payment following written notice of project completion.

• Liquidated Damages sand Penalties will be assessed as described below in section 3 in reference to the agreed upon Completion Date.

4. Retain and Reuse

The Office of the County Engineer shall have the exclusive authority to make the final decision regarding the retention, reuse, or disposal of any elevator equipment. This includes, but is not limited to, determining which elevator components are deemed reusable, whether for future projects or ongoing maintenance, and which items must be discarded or replaced. The Office of the County Engineer’s determination shall be final and binding, and all relevant parties shall comply with said decision.

• Retain jack and packing

• Retain buffers

• Retain guide rails

• Retain door sills and tracks

• Retain piping between machine room ball valve and jack

• Retain all Victaulic couplings

• Retain car platform and enclosure

• Retain pit ladder

• Retain door tracks and hangers

5. Code Compliance

All equipment and work shall comply with:

• ASME A17.1 – Safety Code for Elevators and Escalators

• ASME A17.2 – Inspection Manual

• ASME A17.5 – Elevator and Escalator Electrical Equipment

• ADA Accessibility Guidelines

• NFPA 70 – National Electrical Code

• NFPA 101 – Life Safety Code

• All applicable state and local codes

6. Timeline

The estimated timeline for completing the modernization of all elevators is as follows:

• Pre-Installation and Planning: [CONTRACTOR PROVIDE]

• Demolition and Removal: [CONTRACTOR PROVIDE]

• Controller, Machine, and Ropes Installations: [CONTRACTOR PROVIDE]

• Pit Flood Alarm and Signal System Installations: [CONTRACTOR PROVIDE]

• Final Testing and Commissioning: [CONTRACTOR PROVIDE]

• Estimated Total Project Duration: [CONTRACTOR PROVIDE]

• Final Inspection Date: [CONTRACTOR PROVIDE]

• Completion Date: [CONTRACTOR PROVIDE]

6.1 Delays

• Any delays in project completion date caused by elevator contactor, shipping companies chosen by elevator contactors or elevator contractors vendors will result in a $2,000 per week day penalty (Liquidated Damages) excluding county holidays starting five (5) week days after Completion Date, and accrue daily until work is complete.

• These penalties (Liquidated Damages) will be removed from final retainage payment, then billed to contractor directly, until work is complete.

7. Testing & Commissioning

• Perform complete system testing and commissioning.

• Provide code-mandated inspections and certifications by licensed inspectors.

• Submit all test results and documentation to the client.

8. Exclusions

This scope does not include:

• Structural modifications to elevator shafts or pits unless identified as necessary during the project.

• Power supply upgrades or any additional electrical work not related to the elevator system.

• Removal or remediation of hazardous materials (e.g. asbestos) if encountered during demolition.

Vehicle parking and associated fees will be the sole responsibility of the elevator contactor and will not be guaranteed or paid by Harris County

9. Deliverables

• Fully modernized elevator systems featuring non-proprietary controller, power unit, cab interior, cab lights and handrails,

9.1 Complete documentation including:

o As-built drawings of new elevator systems o Manufacturer specifications and warranty information for all installed equipment o Maintenance manuals and operational guides o A detailed performance and acceptance report, confirming compliance with all applicable state and local codes and safety standards.

o Laptop and software for remote diagnostics.

9.2 Pit flood alarm system fully operational and integrated with elevator controls.

9.3 Emergency lowering unit Capable of facilitating passenger egress int the event of power loss

10. Warranty and Post-Completion Support:

10.1 Warranty Period:

o A minimum 1-year warranty will be provided on all parts and labor associated with the elevator modernization, starting from the date of project completion and final handover.

o The warranty covers defects in materials, workmanship, and any failures in the newly installed equipment, including controllers, machines, hoist ropes, governor ropes, rope grippers, and pit flood alarms.

10.2 Warranty Coverage:

o The warranty will include the repair or replacement of defective components at no cost to the Harris County.

o The contractor will be responsible for addressing any issues related to the functionality or performance of the installed systems during the warranty period.

o The warranty does not cover damage resulting from misuse, vandalism, accidents, unauthorized modifications, or external factors such as natural disasters.

10.3 Post-Installation Support:

o After the warranty period, the contractor will offer post-warranty support and maintenance services under a separate service agreement at the discretion of Harris County.

11.Bid Guaranty and Performance/ Payment Bond

• A guaranty shall be submitted with each bid that the bidder will execute and furnish a performance and/or payment bond within ten days after award of the contract and receipt of performance/payment bond application form. Guaranty may be submitted in either of these forms: A. Individual bid bond payable to Harris County for 5% of the total amount of each separate bid, or B. Bank cashier’s check payable to Harris County for 5% of the total amount of each separate bid. If the successful bidder submits a bank cashier’s check as guaranty, Harris County may elect to hold the check until all provisions of the contract have been completed or require the contractor to make a performance and/or payment bond. The performance and/or payment bond shall be in the amount equal to the amount of money to be paid by the County under the contract, unless otherwise stated, and shall be executed by a surety company authorized to do business in the State of Texas. The prescribed performance and/or payment bond application is available to the bidder from Harris County and is the only form Harris County will accept. If the performance and/or payment bond forms and related documents are not returned to the Harris County Office of the Purchasing Agent, 1111 Fannin Street, 12th Floor, Houston, Texas 77002, within ten days, Harris County has the right to render the award ineffective. Written verification of the validity of the bond shall be received by the Office of the Purchasing Agent from the contractor’s surety before any payments will be made

12. Acceptance of Work

• Upon successful completion of the project, including testing, inspection, and commissioning, the client will formally accept the work. The warranty will then begin from the acceptance date.

13. Hold Harmless Agreement

• Contractor, the successful offeror, shall indemnify, defend, and hold Harris County harmless from all claims for personal injury, death and/or property damage resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal, appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may arise directly or indirectly from work performed under terms of this proposal.

Certification of such coverage must be provided to the County upon request.

14. Termination for health or safety violations

• Harris County has the option to terminate this contract immediately without prior notice if offeror fails to perform any of its obligations in this contract if the failure (a) created a potential threat to health or safety or (b) violated a law, ordinance, or regulation designed to protect health or safety.

15. Character of workers

• Any worker employed by the Contractor or by any Subcontractor who in the opinion of Harris County does not perform his work in a proper and skillful manner or is disrespectful, intemperate, disorderly, or otherwise objectionable, shall at the written request of Harris County be removed from the Work Site by the Contractor or Subcontractor employing such worker, and shall not be employed again on any portion of the work without the written consent of Harris County. Should the Contractor fail to remove such person or persons, Harris County may suspend the work at the Contractor's sole expense until such orders are complied with.

• All workers engaged on special work or skilled work, or in any trade, shall have sufficient experience in such work to properly and satisfactorily perform it and operate the equipment involved and shall make do and proper effort to execute the work in the manner described in the Specifications

16.Change Orders

• NO CHANGES IN CONTRACT OR CHANGES IN PRICING OR CONTRACT TIME,

SHALL BE AUTHORIZED WITHOUT PRIOR APPROVAL BY HARRIS COUNTY. THE

CONTRACTOR IS RESPONSIBLE FOR ANY ERRORS OR OMISSIONS IN THEIR

PROPOSAL.

o All proposed costs for a change in contract must be supported by itemized accounting of material, equipment, and labor in sufficient detail to allow value analysis by the Architect/Engineer and Harris County using current cost estimating guides prevalent in the area. Owner shall have up to fourteen

(14) calendar days from date of receipt of written proposal for review and approval of the proposal.

o The Contractor shall be allowed the actual cost for materials from supply houses, the total amount of wages paid for labor, and the total cost of Social Security Tax and of Worker’s Compensation and Public Liability Insurance, plus cost of Bond if the size of the change warrants revision of the bonds. To the total of the above costs, the Contractor shall be allowed to add a percentage as noted below to cover overhead and profit combined.

Overhead shall be considered to include insurance other than mentioned herein, field and office supervisors, Project Managers and assistants, clerical work, use of small hand tools, incidental job burdens (i.e. telephone, electricity, dumpster costs) and general home office expense, and no separate allowance will be made therefor. Allowable percentages for overhead and profit on changes shall not exceed 15%. In no way shall the cumulative cost burden to Owner for overhead and profit exceed 15% including the General Contractor and his Subcontractors combined.

o If additional time is required by reason of the Change, the number of days for completion provided for in this Contract shall be adjusted at the time the Change Order is entered, and if no adjustment is made on the change order form, any additional time is to be considered waived by the Contractor.

o Any extension of time given shall not release the Contractor or the Surety from their Performance and Payment Bonds or from all obligations hereunder, which shall remain in full force until the discharge of the Contract.

o All proposed costs for a change in contract must be supported by itemized accounting of material, equipment, and labor in sufficient detail to allow value analysis by the A/E and Harris County using current cost estimating guides prevalent in the area. Owner shall have up to fourteen (14) calendar days from date of receipt of written proposal for review and approval of the proposal.

o Construction Change Directive or “CCD” - A construction change directive is a written order signed by the Owner, directing a change in the work prior to agreement on adjustment, if any, in the Contract Price or Contract Time, or both. The CCD shall be based on a Not to Exceed proposal by the Contractor and upon a final agreed upon cost, be incorporated into a Change in Contract (Change Order). Upon receipt of a Construction Change Directive, the Contractor shall promptly proceed with the change in the work involved.

A CCD maybe issued for, but not limited to the following: i.e Changes in scope; ii. Unforeseen conditions; and iii. Regulatory requirements

17.Payment Structure

Total Contract Amount: $(Total Amount)

This payment structure outlines the agreed-upon milestones for payout based on job completion:

17.1 Initial Payment (Deposit)

Amount: 10% of Total Contract Due Date: Upon Signing of Agreement Conditions: This initial payment is to cover project mobilization costs, including procurement of materials, permitting, and initial labor costs.

17.2 Site Preparation and Assessment

Amount: 15% of Total Contract Due Date: Upon Completion of Site Preparation and Demolition Conditions: Payment will be made once the work site is prepared, with all necessary site prep completed, equipment removed and machineroom completed.

17.3 Delivery of Material

Amount: 25% of Total Contract Due Date: Upon Delivery of All Major Elevator Components (Controller, Power unit, Door operator) Conditions: This payment will be made once all the elevator parts have been delivered to the site, and the contractor confirms receipt of all necessary equipment.

17.4 Installation and Testing Phase

Amount: 30% of Total Contract Due Date: Upon Completion of Installation and Initial Testing Conditions: This payment will be made when the elevator system has been installed, initial safety tests are conducted, and all equipment is operational. The elevator should pass preliminary tests before this payment is made.

17.5 Milestone 4: Final Inspections and Adjustments

Due Date: Upon Completion of Final Adjustments and Compliance Inspections

Conditions: Payment will be made once the elevator system passes all final inspections and adjustments, including any regulatory compliance checks.

17.6 Final Payment (Retention Payment)

Due Date: After One Month of Operational Testing Conditions: This final payment will be made after the elevator has been in full operation for one month, with all systems functioning as expected. Any remaining punch list items or issues must be resolved before this payment is issued.

Payment Terms and Conditions:

1. Invoices: All payments will be made according to the milestones mentioned above, with the elevator company submitting invoices upon the completion of each milestone and Harris County verifying completion.

2. Disputes: In the event of a dispute regarding job completion or milestones, both parties will agree to meet on job site and in person to resolve the issue before any further payments are processed.