14-ITB No. 2025-030 Elevator Maintenance and Inspection.pdf

ITB No. 2025-030 Elevator Maintenance and Inspection 1

Town of Palm Beach

ITB No. 2025-030 Elevator Maintenance and Inspection

I. PURPOSE AND INTENT

The Town of Palm Beach (the “TOWN”) seeks a qualified elevator company to provide a full-service term contract for preventative maintenance, repairs and inspection to four (4) – 3-stop hydraulic elevators, one

(1) 2-stop hydraulic elevator in five (5) TOWN owned buildings. The contractor shall utilize the latest edition of ASME A 17.1 Safety Code for Elevators and Escalators; A 17.2 Inspectors guide for Elevator and Escalators and A 17.3 Safety Code for Existing Elevators and Escalators including any supplements of the American Society of Mechanical Engineers (ASME).

The successful CONTRACTOR shall provide professional service inclusive of all certified manpower, supplies, equipment, tools, parts, materials, lubricants, labor supervision, licenses, travel and any/all incidental expenses incurred in the performance of this contract necessary to provide full preventative maintenance, adjustments, replacement and repair service for the elevators, and associated equipment as listed below.

II. SCOPE OF WORK

A. EQUIPMENT LIST

LOCATION QTY UNIT STOPS TYPE CAPACITY LICENSE/SERIAL #

North Fire Station

300 North County Rd

2024 FIJI/Hydraulic

Passenger 2100 lbs

13 people 39153

Town Hall

360 South County Rd

Dover/Hydraulic

Passenger

3500 lbs 4476

Police Department

345 South County Rd

Miami Elevator/Hydraulic

Passenger

2100 lbs 38284

Central Fire Station

355 South County Rd

Thyssen Krup/Hydraulic

Passenger

3500 lbs 74200

Par 3

2345 S.

Ocean Blvd

Symmetry Elevation LU/LA Hydraulic 2

Passenger 1400 lbs 100605/ 13014-L

ITB No. 2025-030 Elevator Maintenance and Inspection 2

B. HYDRAULIC ELEVATORS – QUARTERLY SERVICE, INSPECTION AND MAINTENANCE

Service, Inspection and Maintenance shall include but shall not be limited to the following:

1. Observe the elevator throughout the entire range of service for safe and efficient operation.

At each floor, test all control, safety device, leveling, and determine if creeping of elevator is present. Correct all deficiencies found.

2. Examine, lubricate and adjust and as required repair/replace the following accessory equipment for proper operation: car and corridor door hangers, tracks, station door operating devices, door gibs, car fan, guide shoe gibs or rollers and brakes and all indicators in the cab and at each floor. Correct all deficiencies found.

3. Check for proper operation of fireman’s service equipment, alarm bells, emergency stop switches, emergency car lights and batteries, all switches on the car panel, and maintain a quarterly log of all fire tests.

4. As required, clean, inspect and lubricate equipment and mechanism in the hoist way, pit, buffers, top and bottom of the cab, and the cab exhaust blowers or fans. If required, align elevator guide rails. Correct all deficiencies found. Pit shall be clean and free of oil and debris.

5. Observe and correct any deficiencies relating to the pump and motor, exposed oil lines, oil and valves, controls plunger, packing, controller components and parts thereof.

6. Inspect all electrical wiring, cameras, emergency phones, traveling cables, etc. from all electrical equipment to the main electrical disconnect switches. Correct all deficiencies found.

7. Test and correct any deficiencies to the manual and emergency controls.

8. Perform the annual pressure relief and leakage tests on the hydraulic elevators per local and

State codes. Correct any and all deficiencies found during these tests and provide documentation of the results of these tests to the Town representatives.

9. Perform any additional work required in accordance with the manufacturer’s recommendations for normal preventative maintenance.

C. ANNUAL CERTIFICATION OF OPERATION INSPECTION

1. The successful CONTRACTOR shall be responsible for contracting and coordinating a State Certified Elevator/Escalator Inspector. The successful CONTRACTOR shall also provide a service mechanic to accompany the State Certified Elevator/Escalator Inspector on the annual Certificate of Operation Inspections and perform such operations as necessary for the inspector to complete his inspection at no additional charge to the TOWN.

2. A written report of the results of the above tests shall be submitted to the Town

Representative and test results maintained in the elevator machine room.

3. The successful CONTRACTOR shall make any corrections cited during the inspection within thirty (30) days or penalties under the NON-PERFORMANCE OF SERVICES shall apply.

ITB No. 2025-030 Elevator Maintenance and Inspection 3

D. SUCCESSFUL CONTRACTOR’S RESPONSIBILITIES

Responsibilities shall include but shall not be limited to the following:

1. The successful CONTRACTOR shall maintain all equipment in first-class operating condition and comply with all current American Standard Safety Codes. All elevators, lifts and associated equipment maintenance procedures shall confirm to the State of Florida elevator requirements as specified under the Department of Business Regulation, Division of Hotel and Restaurants, Bureau of Elevator Safety, ANSI/ASME, and any applicable local and National codes. Successful CONTRACTOR shall abide by all existing laws, codes, rules and regulations in effect on the date of this contract and thereafter which are set forth by all appropriate authorities having jurisdiction in the location where the work is to be performed.

The successful CONTRACTOR shall be responsible for any liabilities resulting from improper maintenance, workmanship or lack thereof.

2. Successful CONTRACTOR shall regularly and systematically, in accordance with manufacturer’s recommendation, repair, examine, inspect, adjust, lubricate, and repair or replace worn or defective elevator, and/or lift components, as needed.

3. Successful CONTRACTOR shall contact the Town Contract Coordinator to schedule work and provide the Contract Coordinator with a maintenance schedule for each elevator.

Schedule shall show the preventative maintenance required for daily, weekly, monthly, quarterly and annual maintenance along with NFPA 72 certification. Failure to schedule work and/or provide a maintenance schedule may result in a rejection of payment.

4. Successful CONTRACTOR shall provide 48 hours advance notice to the Town Contract

Coordinator before arriving to perform any service. Failure to provide advanced notice may result in a rejection of payment.

5. Successful CONTRACTOR shall possess all diagnostic equipment, solid state circuitry spare parts, and full re-programming capabilities to service elevators and lifts with microprocessor equipment and or the means to repair, supervise, adjust and program any proprietary equipment necessary throughout the term of this contract, at no additional cost to the TOWN.

6. Successful CONTRACTOR shall maintain the original efficiency, safety and rated speeds of the units including full running speed, acceleration, deceleration, landing and leveling, and floor-to-floor time including door opening and closing time where power door operation exists, in accordance with manufacture’s recommendation and/ or by code requirements.

7. Successful CONTRACTOR shall maintain vibration and noise levels within acceptable industry standards for each piece of equipment.

8. Successful CONTRACTOR shall test and audit the equipment on an annual basis.

9. Successful CONTRACTOR shall regularly drain and slush hoist machine gear cases and bearing oil reservoirs in accordance with manufacturer’s recommendations, or at a minimum once every two (2) years, and refill with proper type and grade of oil.

10. Successful CONTRACTOR shall keep car tops, pits, hatch and hatch equipment, rails, indicators, hatch door hangers and tracks, switches, buffers and hoist ways clean and free from dirt, rust, oil, lint, debris and stored items and maintain each machine room in a clean and neat condition.

ITB No. 2025-030 Elevator Maintenance and Inspection 4

11. Successful CONTRACTOR shall replace all lamps for pit lights as required.

12. Successful CONTRACTOR shall repair or replace conductor cables, control cables and hoist way and machine room elevator wiring as required.

13. Successful CONTRACTOR shall periodically dismantle brake plunger assemblies, examine, clean, replace worn parts, lubricate, reassemble, and adjust for proper operation.

14. Successful CONTRACTOR shall provide only new OEM parts as authorized and/or recommended by the manufacturer of the equipment for replacement or repair and to use only those lubricants obtained from and/or authorized/recommended by the manufacturer and/or conform to recommendations of the current ASME Inspector’s Manual of the equipment. Equivalent parts or lubricants may only be used if approved in writing by the Town Contract Coordinator prior to their use.

15. Parts for which there are no OEM replacement, redesigned, re-engineered or after-market parts of equal performance shall be considered “obsolete” and not covered under this contract. Once a part is determined obsolete, the successful CONTRACTOR shall advise the Contract Coordinator, in writing, outlining options and recommendations. When OEM replacement, redesigned, re-engineered or after-market parts of equal performance are available, it shall be covered under this contract.

16. Successful CONTRACTOR shall only use materials, equipment, etc., that meet all OSHA requirements in the performance of this contract. Successful CONTRACTOR shall, if materials, equipment, etc., delivered are subsequently found to be deficient in any OSHA requirement in effect on date of delivery incur any/all cost to bring material, equipment, etc., into compliance.

17. Successful CONTRACTOR shall post out of service signs in all floors when an elevator is out of service.

18. Successful CONTRACTOR shall perform all code-mandated safety and buffer tests and assist the code inspector in witnessing these tests.

19. Successful CONTRACTOR shall program each elevator to automatically return to the first floor with total power loss.

20. Successful CONTRACTOR shall include the purchase of lubricant and hydraulic lifting fluids

(per manufacturer’s specifications) as well as the replacement of worn-out parts such as:

relays, contacts, limit switches, piston packing, emergency lighting and safety devices including governors and signal devices (to be replaced during regular visits).

21. Successful CONTRACTOR shall perform all tests including the annual no-load test in accordance with ANSI A-17 Code. Equipment shall meet NFPA, and Federal safety regulations for grounding of electrical equipment.

22. Successful CONTRACTOR shall maintain proper lubrication on the elevators at all times, and when necessary, replace step rollers, step treads and/or comb segments, to assure smooth quiet operation (step rollers, step threads and/or comb segments are to be supplied and installed by the successful CONTRACTOR).

E. NON-PERFORMANCE OF SERVICES

The TOWN shall not pay for work that fails to meet the TOWN’s standards as set forth is this Bid and as determined by the Contract Coordinator.

ITB No. 2025-030 Elevator Maintenance and Inspection 5

F. PRICING

The TOWN requires a firm price for the Maintenance and Inspection portion of the contract period.

Invoices will be checked to confirm compliance with quoted pricing. Failure to hold prices firm through the entire contract term will be grounds for contract termination.

Payments for Repairs, parts, material and equipment outside the scope of maintenance/inspection will be paid for on a “Cost Plus" basis. A copy of the CONTRACTOR’s suppliers’ invoice(s) for parts and materials shall be submitted with the CONTRACTOR’s invoice to the TOWN. Invoices for parts, materials, and labor shall include a description of the location at which the work was performed.

Labor time for repairs on an “as needed” basis shall commence upon site arrival, terminate upon departure. The TOWN shall not be bound by any minimum required hours for repairs or standby services. Labor costs shall be computed by multiplying the applicable hourly rate by labor time. The TOWN will not pay for any trip charges, travel time, fuel surcharge, or any other ancillary fee(s).

Hourly rates quoted must be inclusive of any and all fees incurred, including but not limited to supervisory personnel, fuel surcharges, etc.

G. OTHER

Work must be performed between the hours of 7:00 AM and 4:00 PM, Monday through

Friday (defined as Regular or Standard Hours). Emergency Hours defined as being outside of the Regular Hours. All work is to be as scheduled by Town representative or contract coordinator.

Contract Coordinator who shall act on behalf of the TOWN with respect to monitoring

CONTRACTOR performance under this contract. The CONTRACTOR shall notify the Contract Coordinator with schedule of inspection and maintenance, and in the event of scheduling delays or changes.

The bidder shall be a certified elevator maintenance CONTRACTOR. The bidder must show proof by submission of a copy of the certificate with the bid response. The certificate must be in the name of the bidder.

The Bidder must hold a Certificate of Competency from the Bureau of Elevator Safety and show proof by submission with the bid response, a copy of the certificate as a State of Florida or Palm Beach County Certified CONTRACTOR. The Certificate of Competency must be in the name of the Bidder.

Bidder must hold a current Tax Receipt (Occupational License.) and must be in the name of the bidder. Copy of license and certifications should be submitted with response but must be submitted within 3 calendar days of TOWN’s request. Failure to submit license and certification within the requested timeframe maybe grounds to deem offer non-responsive.

Bidder certifies that all material, equipment, etc., contained in the bid meets all O.S.H.A.

requirements. Bidder further certifies that, if he is the successful bidder, and the material, equipment, etc., delivered is subsequently found to be deficient in any O.S.H.A. requirement in effect on date of delivery, all costs necessary to bring the material, equipment, etc., into compliance with the aforementioned requirements shall be borne by the bidder.

CONTRACTOR’s employees shall present a neat, clean, well-groomed appearance and shall conduct themselves in a respectable manner while performing the duties of this quote and while on Town Property.

ITB No. 2025-030 Elevator Maintenance and Inspection 6

CONTRACTOR’s employees shall wear uniforms at all times while on the job. Name of CONTRACTOR shall be on shirts. Shirts are to be worn at all times while working in the Town of Palm Beach.

The Town of Palm Beach Police Department is a critical facility and restricted area. The successful CONTRACTOR and workers assigned to this project will be required to come to the Police Department prior to starting the project to have their fingerprints taken at no charge to CONTRACTOR. If the fingerprint background check returns with no warrants or felonies, the CONTRACTOR and workers will then be given a picture ID for access to the Police Department. This process takes up to 3 business days and needs to be planned accordingly.

Any questions regarding this operation shall be directed to the contract coordinator.

All vehicles shall be plainly marked with the company name.

CONTRACTOR will receive two (2) parking placards to be used to park in Town spaces.