16-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking proposals from qualified vendor(s) to provide maintenance, repair, and modernization services of vertical transportation equipment Harris County, as described herein. The term shall begin on or about November 1, 2025, and ending twelve (12) months thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department.

MANDATORY PRE-PROPOSAL CONFERENCE

There will be a pre-bid conference on Monday, July 28, 2025, at 8:30 a.m. CST. Pre-bid conference will begin on time and as scheduled at 1111 Fannin, Basement Assembly Room A, Houston, TX 77002; check-in required.

Immediately following the pre-bid conference, walk-throughs shall begin at 9:00 a.m. The first day of walk-throughs is mandatory. Attendance is mandatory so that vendors have a better understanding of the requirements listed within this RFP. The pre-bid conference and walk-through(s) will not be rescheduled due to tardiness or any other issues which may arise, no exceptions. Vendors shall refer to the attachment titled 250044 In-Person Site Visit Schedule for a complete schedule of site visits.

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing.

A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions with future pricing for labor only revised according to the attachment titled CPI-W Based Price Adjustment Calculations for the maintenance and repair of vertical transportation equipment. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

SPECIFICATION INDEX FOR ELEVATOR MAINTENANCE

I. GENERAL INFORMATION

a. Equipment

b. Hazardous Material

c. Uniforms and Safety Equipment

d. Work Scheduling and Reporting

i. Onsite Staff

ii. Work Schedules

iii. Reporting

iv. Escalation

e. Parts Inventory Requirements

f. Performance Requirements

Maintenance, Repair, and Modernization Services of Vertical Transportation Equipment for Harris County

i. Elevator Speed

ii. Stopping Accuracy

iii. Door Opening Time

iv. Door Closing Time

v. Performance Time

vi. Ride Quality

vii. Callbacks

g. Liquidated Damages

h. Miscellaneous

II. MINIMUM PREVENTIVE MAINTENANCE

a. Traction Elevators

i. Monthly

1. Machine Room

2. Elevator – Inside the Cab

3. Elevator – Top of Car

4. Hoist-way

5. Elevator Pits

6. General Items

ii. Semi-Annual

1. Machine Room

2. Elevator – Inside the Cab

3. Elevator – Top of Car

4. Hoist-way

5. General Items

iii. Annual

1. Machine Room

2. Elevator – Top of Car

3. Hoist-way

4. General Items

b. Hydraulic Elevators

i. Monthly

1. Machine Room

2. Elevator – Inside the Cab

3. Elevator – Top of Car

4. Hoist-way

5. Elevator Pits

6. General Items

ii. Semi-Annual

1. Machine Room

2. Elevator – Inside the Cab

3. Elevator – Top of Car

4. Hoist-way

5. General Items

iii. Annual

1. Machine Room

2. Elevator – Top of Car

3. Hoist-way

4. General Items

c. Escalators

i. Monthly

1. Machinery Space

2. Truss Assembly

3. Exterior Components

4. General Items

ii. Semi-annual

1. Machinery

2. Truss Assembly

3. Exterior Components

iii. Annual

1. General Items

d. Vertical Platform Lifts

i. Monthly

1. Controller Cabinet

2. Platform

3. Doors

4. Safety and Operation

5. Check Lift Features

6. General Items

ii. Annual

III. EQUIPMENT LOCATION AND DESCRIPTION

a. Business Operations Services

b. Toll Road Authority

SPECIFICATION – ELEVATOR MAINTENANCE

The vendor may offer for the sale of additional items related to the scope of goods and/or services described and/or listed on the BidTable(s), of this solicitation by identifying other items and/or brands not identified by Harris County in this solicitation. Though the “related items” offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the effect of the related items cannot be extended and totaled in determining the highest qualified bidder since an estimated usage is unknown. Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The vendor shall provide all labor, materials, software, diagnostic tools, keys, and equipment, as required, and as needed, to perform all applicable services described in this Request for Proposal (RFP) to each County facility listed on the BidTable(s), and any additional facilities added during the execution of the contract. All vendors are advised, and encouraged, to inspect facilities to be serviced prior to submitting a proposal. Vendor accepts elevators and equipment as they are when contract commences, and no claims will be accepted for any portion of the cost of initial replacement of parts, labor for replacement, etc.

The rates quoted on the BidTable(s) must be all-inclusive. “All-inclusive" shall be construed as costs incorporating all charges for labor, material, equipment, and any other cost incurred. Prices listed on the BidTable(s) shall be all-inclusive of maintenance, routine repairs, parts, and labor involved with this service. No separate line-item rates or charges will be accepted. Rates for related service not described here in, when approved by Harris County and as listed in the Related

Services BidTable, will only be paid in the event of requirement for code compliance, force majeure, fire, floods, water, earthquake, vandalism, terrorism, theft, misuse and/or abuse. The vendor may be required to perform these services at any time of day or night seven (7) days a week, including Harris County holidays. Rates for “related services” will not be paid in the event of callback due to vendor error, a passenger entrapment, service elevator malfunction/failure, two (2) or more passenger elevators in the same building out of service due to malfunction/failure, or all elevators in a single building out of service due to malfunction/failure.

I. GENERAL INFORMATION

a. Equipment – All work under the resulting contract shall be performed in accordance with all the requirements and specifications given in this solicitation and under the guidance and direction of the appropriate Harris County Department Representative (HCDR). Therefore, the vendor shall, at all times, maintain direct and open communication with the appropriate HCDR.

All services shall be performed in a first-class manner to satisfy Harris County in accordance with the resulting contract. The vendor shall provide all labor, materials, software, diagnostic tools, keys, and equipment and all other items necessary for the proper execution and completion of the services. Any equipment, devices, etc. used or installed by vendor in performance of the required services must be state-of-the-art and in accordance with current industry standards, regulations and codes. When particular material manufacturers, brand names and/or model numbers are identified in this solicitation, the vendor shall use such manufacturers, brand names and/or model numbers in connection with the performance of the services. All manufacturers’ articles, materials and equipment shall be applied, installed, connected, erected, used, cleaned, etc., in accordance with the manufacturers’ published instructions, as directed by the manufacturers’ representatives, or as directed by a licensed professional overseeing the work. In the event the vendor determines that any instructions from a manufacturer or licensed professional are not appropriate, vendor shall immediately notify the HCDR prior to following said inappropriate instructions.

The vendor shall examine, operate, clean, lubricate, and adjust the vertical transportation equipment pursuant to the specified servicing intervals, and repair or replace during specified servicing intervals all portions of the equipment in accordance with the most current version, that has been adopted, of the American Society of Mechanical Engineers (ASME) A17.1 safety code for elevators and escalators. All preventive maintenance and adjustments shall meet the highest standards established by Original Equipment Manufacturer (OEM) for the equipment. During each job-site visit, the vendor shall provide the HCDR with a list of any recommended repairs and/or the ancillary parts replacement of any worn and/or defective equipment. The recommended repair list shall indicate the vendor’s estimated cost of material, equipment, lead times on material, and estimated labor hours to repair the vertical transportation unit(s).

The removal of vertical transportation equipment from service by the vendor shall be coordinated with, and approved by, the HCDR. Harris County agrees to permit the vendor to remove the vertical transportation equipment from service for a reasonable amount of time to perform routine preventive maintenance. No more than one (1) piece of vertical transportation equipment shall be removed at any one (1) time from any vertical transportation equipment group, except in emergencies. It is understood that imminent safety concerns for the traveling public or damage to equipment constitutes an emergency situation. Elevator downtime is to be scheduled at least two (2) weeks in advance, unless emergency or directed by Office of County Engineer – Building Operations Services (BOS) Leadership.

Harris County may add locations and equipment to, or delete from, the resulting contract as necessary.

The services for the added locations and equipment must be priced comparably to similar equipment then currently on the contract. Deletions from this contract may be permanent or temporary, but the cost of service for a deleted unit will not be paid until the unit is returned to service. Both parties shall agree that any additions, removals, or modifications to equipment or locations detailed in specifications shall only become effective upon mutual written agreement. These changes and modification shall be documented as a formal amendment to the award contract and signed by authorized representatives of both parties. Each amendment will clearly identify the specific changes, their effective date, and any resulting adjustments to compensation, service fees, or delivery schedules.

Harris County may inspect and test, at its convenience, any vertical transportation equipment and/or related equipment to verify that the contract requirements are being fulfilled. Deficiencies shall be expeditiously corrected. Failure to begin to correct any deficiency within forty-eight (48) hours of notification will be justification for Harris County to satisfy the deficiency outside of the current contract and deduct all costs for such services from the vendor's monthly charge for service. Harris County may utilize a consultant to determine the condition of the vertical transportation equipment at any time and requires the vendor to correct any and all deficiencies.

b. Hazardous Material – The vendor is responsible for proper disposal from Harris County facilities of all rubbish and waste materials generated by, or from, the contracted services. The Machine Room/Hallways shall not be used as a storage area for waste of any kind. Under no circumstances are the facilities waste removal systems to be used by vendor for the disposal of rubbish or waste materials.

Under no circumstances are any hazardous substances or toxic materials, as regulated by federal, state, or other environmental laws, rules, or regulations, to be brought onto the facilities, used on the facilities, or stored in the facilities without HCDR prior written consent.

c. Uniforms and Safety Equipment – During contracted servicing, each employee of the vendor shall be outfitted with a uniform and a visible Harris County issued badge, which clearly identifies the employee as with the vendor. Each employee must be wearing The Occupational Safety and Health Administration (OSHA) compliant safety gear while on site and have the equipment necessary to perform the services of the contract, and that he/she is legally authorized to carry.

d. Work Schedule and Reporting

i. Onsite Staff

1. Emergency Response Staff – The vendor shall establish a rotation ensuring two (2) technicians capable of resolving elevator entrapments are stationed in their region of responsibility every County working day from 6:00 a.m. to 6:00 p.m. CST. Primary locations shall be considered those with elevator entrapments. The technicians on duty shall be expected to immediately mobilize from that location to any elevator issue or entrapment in any County facility in their region utilizing their own vehicles or equipment. At all times, including nights/weekends/holidays, the vendors shall be expected to be on site and working to resolve an entrapment in their region within fifteen (15) minutes from the time Harris County calls the vendors twenty-four/seven (24/7) manned phone number.

2. Routine Staff – For routine preventive maintenance procedures, the vendor shall assign two (2) staff to visit and perform routine inspections, tests, maintenance and report updates within their region each day; these staff can rotate with the Emergency Response staff; however, emergency responsiveness cannot be compromised.

3. Major Work – Major Work Tasks are work that exceeds $25,000.00 or requires more than one (1) elevator to be down at a time. Staffing for this work cannot affect the emergency response timeliness and shall be negotiated on a per task basis.

ii. Work Schedules

1. Routine Work – Routine Work is work that impacts operation of one (1) or fewer elevators. This work ‘may’ occur during the weekday working hours of 6:00 a.m. and 7:00 p.m. CST. Harris County reserves the right to request this work to occur outside of working hours (between 7:01 p.m. – 5:59 a.m.) or on weekends.

2. Major Work – Major Work is any work that impacts operations of more than one (1) elevator simultaneously. This work shall occur after hours 7:01 p.m. – 5:59 a.m. CST or on approved weekends.

3. Time is of the essence with respect to the required response times. By submitting a response to this solicitation, vendor confirms that the response time(s) identified within this solicitation for performance, as it may be adjusted pursuant to the terms of the resulting contract, is a reasonable period for performing the services required in accordance with this solicitation. Vendor shall be required to do all that is necessary including, but not limited to paying overtime, working multiple crews, or hiring additional Subcontractors or employees at its own expense, to meet the required response time(s). Failure to meet any of the required response time(s) will result in the assessment of Damages.

4. No Overtime. The County is not responsible to Contractor or Contractor’s employees, Subcontractors, agents, or consultants under contract (“Contractor Personnel”) for payment of any overtime compensation or any additional payments pursuant to the Fair Labor Standards Act, 29 U.S.C. Section 207 9a)(1), as amended; the Texas Pay Day Act; the Equal Pay Act; Title VII of the Civil Rights Act of 1964, 42 U.S.C. Section 2000e, et al., as amended; or any provisions of the Texas Labor Code. Contractor understands if Contractor Personnel accrue overtime, Contractor is solely responsible for paying Contractor Personnel the overtime compensation required under all federal and state laws. The County will not be responsible for overtime wages.

iii. Reporting

1. The vendor shall provide a maintenance plan for all assigned elevator units. This plan shall be updated and available in a digital service portal that will allow County personnel the ability to track the following maintenance information:

a. The vendor shall barcode/QR code all units linking them to the digital portal to allow most up to date information to the HCDR.

b. Routine maintenance schedule and details on planned and completed items.

c. Documented compliance with all applicable codes ASME, local building codes, Americans with Disabilities Act (ADA).

d. Quarterly updates on estimated remaining life on key main components.

e. Elevator equipment lifecycle and planned replacement schedule projections

(years) to include cost estimate, photos justifying the current level wear, tear and serviceability as well as a cost benefit analysis when the repairs exceed fifty percent (50%) of replacement value.

f. Photos of any items replaced shall include any identifying labels and serial numbers of the removed and installed items, and Photos with shall include a watermark with date, time , and location information.

g. Key Performance Indicator’s (KPI’s) – The vendor must report on these monthly.

i. First time fix rate greater than eighty-five percent (>85%)

ii. System availability percentage greater than ninety percent (>90%)

This report is due finalized at the last day of each month; the vendor shall schedule a review meeting with the HCDR the week prior to the due date.

2. Emergency Reporting – For any requested or emergency work, callbacks, or entrapments. The vendor shall provide summary report of what occurred, photos, contacts of effected people, and all ELEVATOR DATA from one (1) hour before through one (1) hour after the event. This report and data are to be provided as soon as possible but no later than five (5) working hours after the event. Refusal or failure to provide ELEVATOR DATA will be investigated by Harris County or any vendors Harris County may chose, which shall be entirely at the cost of the vendor.

3. Cost control

a. Itemized preventive maintenance vs. repair costs.

b. Annual cost trend analysis by facility and equipment type.

c. Detailed justification for any emergency repair costs.

iv. Escalation

1. The vendor shall provide a twenty-four/seven (24/7) hotline or twenty-four/seven

(24/7) staff phone number to be tied into the elevator and Central Station nonfiction and response system.

2. The vendor shall provide no more than four (4) levels of escalation of contacts from Technicians up to President of Company for which Harris County will call to escalate emergencies and issues for resolution. Contact information for the escalation shall be provided to Harris County upon award of the contract.

a. Twenty-four/seven (24/7) Call Center, twenty-four/seven (24/7) On Call Technicians

b. Manager

c. Chief Financial Officer (CFO) / Chief Operating Officer (COO), Principal, or

Vice President

d. Chief Executive Officer (CEO), President of Company

3. If the vendor’s twenty-four/seven (24/7) point of contact fails to pick up, the vendor fails to report on site in time or fails to deliver their reports by the due date, Harris County, at its sole discretion, may reduce the applicable monthly payment due the vendor by $1,000.00/day/occurrence, in addition to deducting any additional fees paid by the County to resolve the issue. Documentation will be provided by Harris County validating these failures to include call logs showing missed calls, emails, and time stamped photos. Repeated failures shall result in contract compliance review and may result in scope reduction or contract termination. Harris County will review any well documented extenuating circumstances presented by the vendor for consideration.

e. Parts Inventory Requirements

i. The vendor agrees that, if motor and generator armatures are not immediately available, field coils and armatures shall be rewound or repaired by a qualified motor rewind shop immediately.

However, if purchase of a replacement in lieu of repair is required, the vendor must obtain prior written approval from HCDR.

ii. The vendor agrees that, if the vendor maintains (local or national) stock of machine gears, frames, sheaves, cabs, rails, chains, handrails, steps, drive chains and similar major equipment components, vendor shall provide HCDR information related to the sources of the aforementioned items.

iii. The vendor shall agree that no vertical transportation equipment shall be out of service in excess of forty-eight (48) hours due to a lack of spare parts inventory. Therefore, vendor must have access to an inventory of all printed circuit boards, modules and component parts to replace and/or repair any of the vertical transportation devices, should failure occur.

iv. The vendor shall maintain an ample supply of spare parts, including, but not limited to contacts, coils, leads and generator brushes, step rollers, handrail guides, motor drive belts or chains, electrical switches/lights, lubricants, wiping cloths and other minor parts in each elevator machine room.

v. The vendor shall maintain an ample supply of OEM spare exchange and replacement parts in its warehouse (local or national) inventory. This inventory shall include, but not be limited to door operator motors, brake magnets, switch contacts, solid state and/or microprocessor components, variable frequency drives, selector tapes and/or cables, door hangers, rollers, and terminal limit and/or speed reducing switches.

vi. The vendor shall be responsible for car enclosures (including, but not limited to wall panels, door panels, car gates, plenum chambers, ceiling, cab lighting system, telephones, signage, call buttons (cab & hall), indicator lights, handrails, and floor coverings), hoist-way doors, hoist-way door frames and elevator pits.

vii. The vendor shall not be responsible for smoke detectors/sensors.

viii. Contract Emergency Fund Reserve

1. The vendor shall maintain a dedicated contract emergency fund reserve equal to five percent (5%) of the annual contract value.

2. This reserve shall be used exclusively for emergency repairs not covered under the normal maintenance provisions of this contract, with prior approval by Harris County.

3. The vendor shall provide quarterly statements showing the current status of this reserve fund.

4. Any unused portion of the reserve shall be carried forward to subsequent contract years.

5. At contract termination, any unused portion of the reserve shall revert to Harris County to address any transitions costs or outstanding repairs.

Failures to any of the above shall result in a $1,000.00/day/occurrence deduction from the vendor’s monthly invoice. Repeated failures shall result in contract compliance review and may result in contract termination and deduction of damages therein. Harris County will review any well documented extenuating circumstances presented by the vendor.

f. Performance Requirements

i. Elevator Speed

1. Traction elevator speed shall be ± five percent (5%) of rated contract speed under any load condition.

2. Hydraulic elevator speed shall be ± ten percent (10%) of rated contract speed under any load condition.

3. Escalator step and handrail speeds shall be ± ten percent (10%) of rated contract speed under any load condition.

ii. Stopping Accuracy

1. Stopping accuracy shall be ± ¼" (± 6.3 mm) under any load condition.

iii. Door Opening Time

1. Door opening time is when hoist-way doors start to open to 1" or 38mm from full open.

Door Type Door Width (in.) Close (sec)

Single slide 36 2.5 Two-speed 36 2.1 Center-opening 36 1.5

Single slide 42 2.7 Two-speed 42 2.4 Center-opening 42 1.7

Two-speed 48 2.7 Center-opening 48 1.9

Two-speed 54 3.3 Center-opening 54 2.3

Two-speed 60 3.9 Center-opening 60 2.5 Two-speed, Center-opening 60 2.5

iv. Door Closing Time

1. Door closing time is when hoist-way doors start to close to 1" or 38mm from fully closed. (Door Closing Thrust and/or Kinetic Energy shall not exceed ASME A17.1 Code Requirements)

Door Type Door Width (in.) Close (sec)

Single slide 36 3.6 Two-speed 36 3.3 Center-opening 36 2.1

Single slide 42 3.8 Two-speed 42 3.7 Center-opening 42 2.4

Two-speed 48 4.5 Center-opening 48 2.9

Two-speed 54 5.0 Center-opening 54 3.2

Two-speed 60 5.5 Center-opening 60 3.5 Two-speed, Center Opening 60 3.0

v. Performance Time

1. Performance time is the time required from when the hoist-way doors start to close to within 1/4" or 6.3mm at the floor with elevator car doors two-thirds (2/3) open.

Performance time is measured when elevator is making a typical one (1) floor run.

Elevator Speed 9’ 10’ 11’ 12’ 13’ 14’ 15’ 100 7.6 8.2 8.8 9.4 10.0 10.6 11.2 150 6.7 7.1 7.5 7.9 8.3 8.7 9.1 200 5.8 6.1 6.4 6.7 7.0 7.3 7.6 300 5.2 5.4 5.6 5.8 6.0 6.2 6.4 350 5.0 5.1 5.3 5.4 5.6 5.8 6.0 400 4.8 5.0 5.1 5.2 5.4 5.6 5.7 500 4.3 4.4 4.5 4.6 4.7 700 4.3 4.4 4.5 4.6 4.7

1000 4.3 4.4 4.5 4.6 4.7

vi. Ride Quality – The vendor shall maintain a comfortable elevator ride with smooth acceleration, retardation and a soft accurate stop. Complete door operation shall be quiet, smooth and efficient. The vendor acknowledges the performance requirements indicated above are minimum standards to which the system shall be maintained. Horizontal acceleration within elevator under any ride condition shall not exceed 15mg peak to peak measured in the 1-10 Hz range.

vii. Callbacks – Callbacks shall be defined as any elevator or escalator equipment failure, which results in either a passenger entrapment or loss of elevator use due to component failure.

Responsiveness and reporting for callbacks shall be provided as detailed in the Emergency Response and Emergency Reporting requirements defined above.

Time between callbacks on individual equipment shall average no less than seventy-five (75) days. The minimum allowable time between callbacks for any unit shall be thirty (30) days.

Callbacks involving a passenger entrapment shall not exceed one (1) entrapment per elevator per any ninety-day (90) period.

Should the vendor fail to meet the above callback performance criteria during any ninety (90) concurrent day period, HCDR may deduct $5,000.00 for each instance that a vertical piece of equipment fails. Units scheduled for Major Work shall be removed from this requirement until returned to service.

viii. Miscellaneous – The vendor shall provide a daily record of routine preventive maintenance tasks or repairs and future tasks or repairs, either via machine room logs and/or via internet access. Such information shall include task date schedules, mechanic's or supervisor's name, brief description of tasks completed (including number of elevators serviced) and the approximate time required for the work. Harris County shall be given full access to inspect and/or copy the vendor provided information at any time.

The vendor shall provide a quarterly report to the HCDR consisting of a summary of all passenger entrapments, callbacks, mean time between callbacks and past ninety (90) day preventive maintenance and repair records. The intent of this report is to identify callback and repair trends.

The vendor shall provide digital copies of all completed safety testing certificates within twenty-four (24) hours of completion and third-party quality audits are required.

ix. Transition Plan Requirements

1. At the start of the contract, the vendor shall submit a detailed transition plan for assuming service responsibility from the previous contractor. This plan shall include at minimum:

a. Timeline for assuming full responsibility of all equipment.

b. Process for equipment assessment and documentation of current conditions.

c. Staffing transition plans and contact information.

d. Parts inventory establishment plan.

e. Communications procedures with County representatives.

2. Six (6) months prior to contract expiration or immediately upon notice of termination, the vendor shall submit and implement a detailed transition-out plan that includes at minimum:

a. The transfer of all equipment documentation, maintenance records, and operational manuals.

b. A comprehensive equipment status report including pending repairs.

c. The transfer of all access devices, keys, tools, and specialized equipment.

d. Training and knowledge transfer sessions with the incoming vendor.

e. Joint equipment inspection with County representatives and incoming vendor.

f. Continued maintenance through transition period.

g. Cooperation with incoming vendor to ensure seamless transition.

3. The vendor's failure to comply with transition requirements shall be grounds for liquidated damages and claim against the performance bond.

g. Liquid Damages

i. The parties agree that if the vendor fails to comply with the contract requirements specified below, Harris County will incur damages that are difficult to determine and accurately specify.

The parties agree that the damages specified herein are not penalties but represent a fair and reasonable estimate of the damages Harris County would incur due to the vendor's failure to provide the contracted services.

ii. Harris County may deduct liquidated damages from any payment due to the vendor under this contract. Harris County shall notify the vendor in writing of any claim for liquidated damages pursuant to this paragraph on or before the date Harris County deducts such sums from money payable to the vendor.

iii. Schedule of Liquidated Damages:

1. Failure to respond to emergency calls within required timeframe: $1,000 per day per occurrence

2. Failure to complete required inspections or submit reports on time: $1,000 per day per unit

3. Failure to maintain required parts inventory: $1,000 per day per occurrence

4. Failure to meet callback performance criteria: $5,000 per instance per unit

5. Failure to return elevator to service within agreed repair times: $1,000 per day per unit

6. Failure to meet emergency response time (fifteen (15) minutes for entrapments): $1,000 per occurrence plus $500 per hour until arrival

7. Failure to provide required maintenance documentation: $500 per occurrence

8. Abandonment of contract or service location: $10,000 per location plus actual transition costs

9. Failure to complete transition requirements at contract end: Actual transition costs plus

$5,000

iv. In case of repeated failures (three (3) or more occurrences of the same type of failure within a ninety (90) day period), Harris County reserves the right to double the liquidated damages amount for subsequent failures.

v. The total amount liquidated damages shall not exceed fifteen percent (15%) of the annual contract value in any contract year.

h. Miscellaneous – The vendor shall also provide a list of primary points of contacts for their manufacturers and sub-contractors.

The vendor agrees to check, maintain, and adjust the dispatching control system, making all necessary tests and/or adjustments to ensure all circuits and time settings are properly adjusted for maximum dispatching efficiency.

The vendor shall maintain and provide Harris County’s complete set of straight-line wiring diagrams under "as built" conditions and shall reflect all changes and/or modifications to circuits resulting from control modifications, parts replacement or equipment upgrades made by the vendor during the term of this contract. The vendor further acknowledges these "as built" drawings are the property of Harris County.

The vendor shall clean, remove rust, and paint/polish the equipment as required to maintain a professional appearance, prevent rusting and preserve the life of the equipment. Floors in the machine rooms, car-tops and pit shall be maintained and painted as required to maintain a professional appearance. All paint shall be for the purpose intended and shall be of the highest quality of paint.

Application of paint in all circumstances shall be as per any applicable ASME A17.1-2022, OSHA 1917.116, IBC Chapter 30, City of Houston Permit for Elevators, State Statute Title 9 Chapter 754.

When a conflict in codes arises, the vendor shall present the conflict to HCDR and BOS Leadership with recommendations to ensure safety, permit compliance, or operation quality to tenants. Harris County will review and provide final determination on resolving conflicting codes. Additional requirements may be added during this contract at the discretion of Harris County.

The vendor shall keep a record of all scheduled and unscheduled repairs, component replacements, and upgrades, such as, but not limited to hoist, governor and comp ropes replacements; traveling cable replacement; ropes shortened; machines rebuilt; governors replaced; any upgrades installed; escalator sprockets, chains, or handrails replaced; etc. The vendor shall keep these record current and updated at all times. The vendor shall send automated notifications for planned maintenance.

The vendor shall also provide the HCDR with old parts when repairs are made to verify repairs were made with new parts before discarding. These logs, photos, and part numbers are to be included in the monthly maintenance report.

Except for repairs previously scheduled with the HCDR, the vendor agrees that if an elevator is shut down for more than twenty-four (24) continuous hours, the per unit/per month maintenance billing shall be suspended for the unit until it is restored to normal service.

The vendor shall maintain comprehensive and legible records of all actions performed under this contract in Portable Document Format (PDF) and Excel File formats for a period of at least five (5) years in unzipped folders in SharePoint and make available for inspection and duplication any and all records upon request by Harris County. Monthly reports shall be submitted over email, and once approved shall be maintained within this SharePoint File. Access, Accounts and Password shall be granted and maintained by the vendor for Harris County for this five (5) year period.

The vendor shall represent and warrant that it and its employees, agents and subcontractors have been issued the appropriate licenses to perform all services required under this contract, that such licenses are current, that all fees applicable to the issuance of said licenses or prerequisite to the maintenance of said licenses are paid in full. Additionally, the vendor’s employees, agents and subcontractors shall be, and shall remain, in compliance with all applicable local, state and federal statutes, codes, ordinances or regulations listed above.

The vendor shall be responsible for ensuring that its employees, agents and subcontractors are familiar with and in compliance with local, state and federal regulations listed above.

The vendor hereby represents and warrants to Harris County that it is qualified to perform the services described herein. Any services provided by the vendor’s subcontractors must be approved in writing by the HCDR prior to service. Any person used by the vendor to perform the services shall be employees, agents, or subcontractors of the vendor and are subject to the direct supervision of the vendor.

The vendor shall perform routine and other minor repairs within twenty-four (24) hours of notification, to include any testing and certification needed and return the elevator to service. If the repair is related to a callback, then approval from BOS Leadership shall be necessary to return the unit to service.

For safety reasons, the vendor shall provide assistance to accomplish unrelated issues involving elevators as needed (i.e. retrieving fallen property into the pits, standby for various tests, etc.).

The vendor shall provide at Harris County’s request all up to date technician certification requirements.

Failure to return the elevator to service by the agreed upon repair times described above (to include any necessary certification and testing before return to service) shall result in a $1,000.00/day/unit deduction from the vendor’s monthly invoice. Repeated failures shall result in contract compliance review and may result in contract termination and deduction of damages therein. Harris County will review any well documented extenuating circumstances presented by the vendor.

II. MINIMUM PREVENTIVE MAINTENANCE – Work is to be performed on site, documentation and photos (with date/time/location water marks) are to be included in monthly report for report compliance and to approve monthly invoice payment.

Monthly – Maintenance, inspections, and reports are to be completed and submitted to the HCDR before the final day of each month.

Semi Annual – Maintenance and inspections are to be identified as “Semi Annual” within the 6th month’s report, signed, and submitted to the HCDR before the final day of the 6th month of the contract.

Annual – Maintenance and inspections are to be identified as “Annual” within the 12th Month’s report, signed and submitted to the HCDR before the final day of the 12th month of the contract.

The vendor shall identify and acquire PDF copies, or scan in PDF Copies, of all OEM manuals for the equipment to SharePoint. All equipment shall be maintained per the OEM manual for that equipment and ASME 17.1.

These digital manuals are to be maintained in SharePoint for Harris County for five (5) years. The folder structure is to be “Address” / “Unit ##” / “OEM Manuals”, so all manuals related to a unit are within one (1) location and easily locatable. These can be functional shortcuts to manuals to reduce overall SharePoint drive size.

Failure to complete the inspections and tests described below and submit the reports on-time as described above shall result in a $1,000.00/day/unit deduction from the vendor’s monthly invoice for each day delayed. Repeated failures shall result in contract compliance review and may result in contract termination and deduction of damages therein. Harris County will review any well documented extenuating circumstances presented by the vendor.

I. Traction Elevators

i. Monthly

1. Machine Room: Description of Preventive Maintenance Task:

a. Perform visual inspection of all controllers’ relays and line starters.

b. Inspect the governors, clean and lubricate as necessary ensure data tag is present and legible.

c. Inspect hoist-motor and generator (where applicable) brushes wear pattern and commutator for proper glazing, replace brushes as needed.

d. Inspect hoist-machine and generator (where applicable) bearings for unusual heat, noises or wear, replace and/or lubricate as necessary.

e. Inspect hoist-machine lubrication reservoirs for proper fill levels, lubricate as necessary.

f. Inspect hoist-machines brake assembly for proper functionality, repair and/or replace brake components as necessary.

g. Inspect and clean hoist and governor cables as necessary.

h. Thoroughly clean the machine room floor and all controllers.

2. Elevator – Inside of Cab – Description of Preventive Maintenance Task:

a. Perform inspection of the car for leveling accuracy at floor landings within a tolerance of

±1/4 inch (± 6.3mm) under rated loading to zero (0) loading conditions and verify if any tripping hazards exist. If tripping hazards exist, vendor shall take whatever means necessary to correct any/all leveling inaccuracies.

b. Verify door closing force does not exceed 30lbf (133N). Adjust and/or repair as needed.

c. Inspect the position indicators, directional indicators and gongs for proper functionality.

Replace defective components as necessary, within twenty-four (24) hours.

d. Inspect the in-car alarm bell functionality. Replace defective components as necessary.

e. Inspect in-car 2-way communication device and replace defective components as necessary.

f. Inspect door re-opening devices functionality. Replace defective components as necessary.

g. Inspect and clean photo eyes and ensure proper functionality and adjustment.

h. Inspect in-car handrails, lighting and ceiling panels and repair/replace as necessary.

i. Inspect car door sill tracks. Clean the car door sill tracks as needed.

j. Inspect car door gibs and car door restrictor device; replace missing/worn components as necessary.

k. Verify functionality of in-car voice enunciator, repair and/or replace if needed.

l. Inspect lighting and repair/replace as needed.

m. Inspect platform to hoist way clearance does not exceed 1 ¼ inch.

n. Inspect car operating panel and ensure panel is properly secured.

o. Inspect applied panel and ensure panel is securely mounted with no loose or missing screws.

p. Inspect call buttons and ensure proper illumination and operation.

q. Inspect all key switches and ensure proper operation.

r. Verify phase II instructions are present and legible.

s. Ensure door restrictor is functioning as designed and does not allow door to open more than four (4) inches. If door restrictor is not functioning properly and cannot be immediately fixed the elevator is to be removed from service and notify HCDR immediately.

3. Elevator – Top of Car – Description of Preventive Maintenance Task:

a. Inspect the car safety operated switch, leveling devices, selector tape, and/or hitches.

Repair, adjust and/or replace related components as needed to insure full functionality.

b. Inspect car and counterweight roller guides and subsequent bearings for proper tracking, lubrication, tension, noise and wear. Adjust/replace/lubricate defective roller guide components as necessary.

c. Inspect car top sheave assembly. Clean, lubricate and/or repair as necessary.

d. Inspect car top steadier assemblies. Adjust and/or repair car top steadier assemblies as necessarily required.

e. Inspect car top fan assembly for functionality. Repair/replace as needed.

f. Thoroughly clean car top free of all dirt, dust, grease, grime or any other contaminants.

g. Inspect car door operation. Take whatever means necessary to insure a quiet, smooth an efficient door operation.

h. Inspect car door operator belts for unusual wear, cracks and/or poor tracking, replace and/or adjust as needed.

i. Inspect suspension hoist ropes for unusual wear, proper equalization, cleanliness and proper lubrication. Replace, adjust, lubricate and/or clean as needed to maintain hoist ropes in a like new condition.

j. Inspect and clean cartop ensure cartop is free of dust, dirt, debris, spare or used parts and oil

k. Inspect cartop hatch ensure it is locked and operating properly.

l. Inspect shackles, ensure dead ends are hobbled and rope data tag is attached.

m. Inspect cables for breaks, kinks, signs of abrasion and diameter reduction.

n. Ensure ropes are equally tensioned.

4. Hoist-way – Description of Preventive Maintenance Task:

a. Inspect hall push buttons, braille, signal lamps and directional lanterns and/or indicators, and repair and/or replace as needed to maintain full functionality.

b. Inspect hoist-way door sill tracks. Clean the hoist-way door sill tracks as needed.

c. Inspect overhead deflector sheave bearings for unusual heat, noises and/or wear. Lubricate and/or repair as needed.

d. Inspect the door interlock and pickup roller assemblies; replace missing/worn components as necessary.

e. Inspect hoist-way door gibs and door restrictor device; replace missing/worn components as necessary.

5. Elevator Pit – Description of Preventive Maintenance Task:

a. Inspect pit equipment. Repair, adjust and replace components as needed.

b. Remove debris and standing liquids.

c. Inspect traveling cable for bends, kinks, cracks, abrasions and moisture.

6. General Items – Description of Preventive Maintenance Task:

a. Inspect and perform Fire Fighters Service Phase I & II (key) operation log appropriate information on monthly fire fighters log sheet.

b. Document and maintain all equipment maintenance records.

c. Provide the HCDR with written notification where non-contractual issues exist regarding their vertical transportation equipment.

ii. Semi-annual

1. Machine Room – Description of Preventive Maintenance Task:

a. Perform visual inspection of all main line disconnect fuses and/or circuit breakers, controller overloads, dashpots and line starters. Repair and/or replace covered preventive maintenance components as needed.

b. Tighten all controller connections, clean fuses and fuse holders.

c. Inspect all relays for proper functionality including correct carbon wear and wiping functionality. Repair and/or replace relay components as needed to provide proper functionality.

d. Inspect controller resistors for heat and/or damage, replace as needed.

e. Inspect surge protection device.

f. Inspect controller timers and timer circuits, repair, adjust and/or replace as needed to provide proper functionality.

g. Inspect governor for unusual noises or wear, repair, adjust and/or replace as needed to provide proper functionality.

h. Inspect deflector sheaves cable grooves and sheave assembly cracks or unusual wear and/or noise; repair, adjust and/or replace components as needed to provide proper operation.

2. Elevator – Inside of Cab – Description of Preventive Maintenance Task:

a. Inspect in-car emergency lighting; repair and/or replace in-car emergency lighting components as needed to provide proper operation.

b. Verify emergency stop switch functionality, adjust and/or replace as needed to provide proper operation.

c. Ensure capacity plate is present and legible.

d. Ensure inspection certificate or location instruction is present and legible.

3. Elevator – Top of Car – Description of Preventive Maintenance Task:

a. Inspect car door-operator motor’s commutator and brushes for any unusual wear and/or damage. Replace car door-operator motor components as needed to provide proper operation.

b. Inspect door operator’s clutch or drive vane assembly; adjust, repair and/or replace components as needed to provide proper operation.

c. Inspect car top emergency exit for unobstructed access and test emergency exit contacts where applicable. Repair and/or replace emergency exit contact components as needed.

4. Hoist-way – Description of Preventive Maintenance Task:

a. Inspect deflector and/or secondary sheaves cable grooves and sheave assembly for cracks or unusual wear and/or noise; repair, adjust and/or replace components as needed to provide proper operation.

b. Ensure toe guard is present and in good order.

c. Inspect overhead deflector sheave bearings for unusual heat, noises and/or wear. Lubricate and/or repair as needed.

d. Inspect the traveling cable and tracking to check for any unusual wear or subsequent damages; adjust and/or replace as needed to provide proper operation.

e. Inspect oil buffers for leaks and abrasions.

f. Inspect and test pit flood alarm where applicable.

g. Inspect hoist-way door gibs and door restrictor device; replace missing, worn and/or damaged components as needed to provide proper operation.

h. Inspect the governor tail sheave assemblies’ tension and alignment. Repair, adjust and/or replace components as needed.

i. Inspect the counterweight roller guide assemblies for any unusual wear and/or damage.

Repair, adjust and/or replace components as needed.

j. Inspect the compensation sheave bearings for unusual heat, noises and/or wear. Repair, adjust and/or replace components as needed.

k. Inspect the compensation ropes and/or chains for any unusual noises, wear, and/or damages; also, check for proper tracking and tension of compensation chains and/or ropes. Repair, adjust and/or replace components as needed to provide a proper, quiet and efficient operation.

l. Verify proper car to counterweight run-by exists. Repair and/or adjust run-by to meet code tolerances.

5. General Items – Description of Preventive Maintenance Task:

a. Elevator vendor shall provide the Harris County Designated Representative with written notification where non-contractual covered preventive maintenance issues exist regarding Harris County’s vertical transportation equipment.

b. Elevator vendor shall provide the necessary labor, material and/or testing tools necessary to perform the required periodic inspections to the equipment in accordance with the most current version that has been adopted, of ASME A17.1 Safety Code for Elevators and Escalators.

iii. Annual

1. Machine Room – Description of Preventive Maintenance Task:

a. Tighten all controller terminal block connections.

b. Thoroughly clean the controller(s) relays, solid-state and/or printed circuit boards, transformers, capacitors, resistors anesthetically free of all dirt, dust, carbon and/or any other airborne contaminants.

c. Comprehensively disassemble brake assembly, scope of work should include but not be limited to, freeing all the removable pins, removing the brake core assembly and re-greasing the core and plunger piece and removing all paint and grease buildup from said brake assembly and its affiliated components.

d. Comprehensively disassemble the motor-drive assembly, clean the motor-drive assembly, re-new worn components if needed, reassemble, readjust and torque as per OEM specifications.

e. Comprehensively clean the hoist-motor and generator assemblies. Vendor shall take whatever means necessary to ensure the hoist-motor and generator units are aesthetically free of all dirt, dust and carbon contaminants.

f. Perform and record meg-ohmmeter readings (in elevator machine maintenance logbook) for hoist motor armature, motor fields, generator commutator and windings.

g. Change all geared hoist-machines gear box oil with OEM approved lubricant.

h. Tighten all hoist-motor wiring connections.

i. Inspect all traction drive sheaves for cracks or unusual wear patterns document findings in elevator machine room maintenance logbook.

j. Paint the elevator machine room floor with a high gloss “deck gray” type of paint. Vendor shall coordinate all painting with the Harris County Designated Representative prior to painting the elevator equipment room floor and install perimeter caution tape or paint a perimeter line to indicate safe clearance of equipment.

2. Elevator – Top of Car: Description of Preventive Maintenance Task:

a. Perform inspection of the car for leveling accuracy at floor landings within a tolerance of

±1/4 inch (± 6.3mm) under rated loading to zero (0) loading conditions and verify if…