Attachment “A”

Order Specifications / Requirements:

Line Item: NIGP COMMODITY 910-13

ELEVATOR PREVENTIVE / SCHEDULED MAINTENANCE AND REPAIR

Labor and materials to perform monthly preventive and routine maintenance for elevators as described/specified below.

1. VENDOR GENERAL DUTIES AND OBLIGATIONS:

A. Provide services as described below in accordance with an applicable federal and state laws, including all constitutional, legal, and court-ordered requirements, whether now in effect or hereafter effected or implemented including but not limited to:

1) Texas Administrative Code Title 16, Part 4-Chapter 74.

2) Texas Health and Safety Code, Title 9, Subtitle A, Chapter 754.

B. Comply with all TDCJ safety Requirements all Reporting Procedures as stated herein or provided after the award.

C. Maintain the elevators covered by the award/purchase order in a satisfactory and safe operating condition in accordance with the following code requirements:

1) Texas Elevator. Law, Chapter 754, Health and Safety Codes, Subchapter A, inspection, and Certification.

2) American National Safety Code of Elevators, Dumbwaiters, and Moving Sidewalks.

3) The American society of Engineers,

4) The National Standards Institute, Safety Regulations for Elevators. Dumbwaiters, Escalators, and Moving Sidewalks.

5) ASME A17.1, A 173, Latest Edition or Revision.

2. VENDOR SPECIFIC DUTIES AND OBLIGATIONS:

A. Maintain all elevators under this order in peak. or like new operating condition.

Contractor is required to examine the premises and the existing condition under which the elevators are operating within sixty (60) days of acceptance of the contract agreement.

B. ELEVATOR PERFORMANCE (FOR EACH ELEVATOR):

IW259301

The vendor shall maintain the original elevator speed in feet per minute, performance time including acceleration and retardation, as designed and installed by the equipment manufacturer, and shall make all necessary adjustments as required to maintain the original door opening and closing time, within the limits of all applicable codes.

C. GROUP SUPERVISOR SYSTEM (FOR EACH ELEVATOR):

The vendor shall inspect the group dispatching system for each elevator under this IFB/order and shall make any and all necessary test to ensure that all circuits and time settings are properly adjusted, and that the system performs as designed.

D. The vendor shall furnish all material, labor, necessary tools, lubricants, and equipment to comply with all requirements of this order and with all of the code requirements listed herein.

3. MONTHLY REQUIREMENTS FOR EACH ELEVATOR LISTED IN THIS ORDER:

A. Examine, adjust, lubricate as required, and repair or replace, if necessary, the following machine appurtenances:

1) WORM GEAR

2) GEAR

3) THRUST BEARING

4) DRIVE SHEAVE SHAFT BEARINGS

5) BRAKE PULLEY, BRAKE COIL, BRAKE CONTACTS

6) LININGS AND COMPONENT PARTS

7) MOTOR AND MOTOR GENERATOR, MOTOR WINDINGS

8) ROTATING ELEMENTS

9) COMMUTATOR

10) BRUSHES, BRUSH HOLDERS AND BEARINGS

11) CONTROLLER

12) 5ELECTOR AND DISPATCHING EQUIPMENT RELAYS

13) SOLID STATE COMPONENTS

14) RESISTORS, CONDENSORS, TRANSFORMERS, CONTACTS, LEADS

15) DASH POTS, TIMING DEVICES

16) COMPUTER DEVICES, SOLID STATE PC BOARDS

17) SELECTOR CABLE OR TAPE AND MECHANICAL AND ELECTRICAL

18) DRIVING EQUIPMENT

19) GOVERNOR, GOVERNOR SHEAVES, GOVERNOR TENSION SHEAVE

20) ASSEMBLY, AND SHAH ASSEMBLY

21) BEARINGS

22) CONTACTS AND GOVERNOR JAWS

23) DEFLATOR OR SECONDARY SHEAVES

24) CAR AND COUNTERWEIGHT BUFFERS

25) CAR AND COUNTERWEIGHT GUIDE RAILS

26) TOP AND BOTTOM LIMIT SWITCHES

27) COMPENSATING SHEAVE ASSEMBLY

28) COUNTERWEIGHT AND COUNTERWEIGHT GUIDE SHOES

29) INCLUDING ROLLERS AND GIBS

30) HOISTWAY DOOR INTERLOCKS, HOISTWAY DOOR HANGERS

31) OPERATOR

32) CAR DOOR HANGER, CAR DOOR CONTACT, DOOR LIGHT RAY

DEVICE

33) LOAD WEIGHT EQUIPMENT

34) CAR FRAME, CAR SAFETY MECHANISM

35) PLATFORM, WOOD PLATFORM FLOORING

36) CAR DOOR SILL

37) CAB EMERGENCY LIGHT FIXTURES, CAB FAN AND FAN MOTORS

38) ELEVATOR CAR GUIDE SHOES

39) GIBS AND ROLLERS

40) PLUNGER PACKING

41) EXPOSED PIPING

42) HYDRAULIC FLUID TANKS, HYDRAULIC FLUID, OIL A5 NEEDED

43) PLUNGER ELECTRIC ELEVATOR EQUIPMENT

44) ANY OTHER ELEVATOR EQUIPMENT OR CONTROLS COVERED BY

FULL MAINTENANCE CONTRACTS AND NOT SPECIFICALLY

EXCLUDED FROM THIS BLANKET ORDER

45) ALL SAFETY DEVICES SHALL BE TESTED AND DOCUMENT RESULTS

EVERY MONTH ON THE PM CHECKLIST

B. Clean machine rooms, car tops, and pits

C. Ride each elevator.

D. Keep handrails tight and in place.

E. Check and replace all burned-out indicator lights.

F. Check for proper leveling.

G. Check, and repair or replace if needed, telephones and call boxes.

Computer or micro processing devices (PLC), such as terminal keyboards and display units, that are not exclusively dedicated to the elevator system, intercoms, heat or smoke sensors or communications or safety signaling equipment not installed by the vendor or instruction or warnings in connection with use by passengers will be an additional responsibility of the vendor. It will be the responsibility of the facility owner to provide a working communication line to the elevator control panel.

H. Note any unusual elevator operation in the service logbook.

I. Complete and sign the Maintenance Service Checklist, the service Logbook (name MUST be legibly printed above signature) and provide copy of the checklist and the vendor's Work Order Ticket to the TDCJ Maintenance Supervisor or Departmental Represent each time the vendor's employee or representative is on the TDCJ unit or at the TDCJ location.

J. There shall be a separate maintenance checklist for each elevator which contains the following information: Name of building, elevator type, elevator number, elevator serial number, specific items of maintenance, frequency of each maintenance item, date of maintenance performed and initials of service mechanic.

K. Report additional service and/or repairs required which are not covered under this IFS/order to the Unit Maintenance Supervisor (or the TDCJ Office Manager if elevator is located at an administrative office) and to the TDCJ Purchaser in writing within ten

(10) days after the inspection is performed.

4. NON-MONTHLY REQUIREMENTS FOR EACH ELEVATOR LISTED IN THIS ORDER:

THESE SERVICES SHALL BE PERFORMED BY THE VENDOR AND COST

SHALL BE COVERED THROUGH THE MONTHLY SERVICE PAYMENT.

THERE SHALL BE NO ADDITIONAL CHARGES ALLOWED AND THERE

SHALL BE NO ADDITIONAL PAYMENTS BY THE TDCJ FOR ANY SERVICES

INCLUDED IN THIS SECTION.

A. Perform testing and inspection following current or most recent recommendations for

ASME 17.1 / CSA B44:

1) Category 1: Annually, to be performed with annual certification inspection.

2) Category 5: First year of contract, to be performed with annual certification inspection.

B. Periodic (as necessary) examination of al I safety devices and governors.

C. As often as necessary:

1) Renew all wire ropes to maintain an adequate factor of safety as per ANSI A

17.1/CSA B44.

2) Equalize the tension on all hoisting ropes.

3) Replace conductor cables, hoist way, and machine room elevator wiring as needed.

a. Check the group dispatching system for each elevator or elevators for each location and make the necessary test(s) to ensure that all circuits and time settings are properly adjusted, and that the system performs as designed.

D. Lubricants and compounds:

1) The vendor shall furnish manufacturers' suggested lubricants and compounds, per each elevator's specifications.

E. Licensing Fees:

1) The vendor shall perform as part of this order any and all scheduled periodic test, inspections, and certifications as required by the TDLR.

(web site: http://www.tdlr.texas.gov/elevator/ele.htm)

2) Any and all fees associated with these test, inspections, and certifications shall be borne by the vendor.

There shall be one (1) exception to this: the TDCJ, as the "Owner", shall sign and submit the Elevator Equipment Inspection Form for the annua I certification Inspections to the TDLR and shall pay the fee associated with submitting this form to the TDLR.The vendor shall be responsible for a II costs and fees required to perform inspections and obtain certificates of compliance from TDLR. The cost for the inspections and test shall be included in the monthly cost for the routine and preventative maintenance and repair service.

The vendor shall submit and prepare an inspection and test schedule for each designated elevator in a spreadsheet type format outlining all required routine and periodic inspections and test, and the dates to be performed.

5. REGULAR WORKING DAYS AND HOURS:

A. All work will be performed during regular business days and hours unless otherwise specified in this document.

B. Regular business days: MONDAY-FRIDAY

Agency-closed state holidays are accepted. A copy of state holidays will be furnished with award and may also be obtained from the TDCJ Purchaser or from the TDCJ web site at: http://www.tdcj.state.tx.gov/divisions/hr/hr-home/holiday20. html

C. Regular working hours: between 8:00 AM and 4:00 PM.

D. Work may be performed at hours other than normal business hours at the direction and discretion of the TDCJ. Arrangements must be approved in advance by the TDCJ.

6. EMERGENCY SERVICES:

A. The vendor shall furnish emergency service during and after normal business days/hours at no additional cost to the TDCJ, when the elevator must be returned to service immediately rather than the next working day. The vendor should regard all callouts as emergencies unless instructed otherwise by the TDCJ personnel who contact the vendor for unscheduled service.

B. The vendor shall provide emergency minor adjustment service at no additional cost to the TDCJ during regular hours and during non-regular working hours.

1) This will include retrieval of objects which have fallen into elevator pits during normal work hours at no cost to the TDCJ. After hours retrieval of objects will be considered by the TDCJ as a non-covered service.

C. The vendor shall provide on-site response to all calls within four (4) hours of the initial notification by the TDCJ.

1) If the vendor fails to respond -within four (4) hours, the TDCJ may have another vendor perform the services required and charge the cost thereof to the awarded vendor.

7. UNSCHEDULED SERVICE CALLS:

A. The vendor shall maintain a complete, orderly, written record of all unscheduled service calls for each unit/location and shall furnish a consolidated report to the TDCJ before leaving the TDCI facility or location.

B. These records shall indicate in chronological order:

1) Name of the TDCJ unit, or department located in building.

2) Name/number of building, if applicable.

3) Elevator number, as stated in line item on purchase order.

4) Deficiency or deficiencies reported.

5) Corrective measures taken to eliminate all deficiencies.

6) Name of vendor's technician with date and on-site arrival and departure time.

7) Copy of technician's work order ticket.

The vendor shall maintain a complete, orderly written record of all service calls and repairs and shall submit a consolidated report of these records to the designated TDO representative each month.

8. PREVENTATIVE MAINTENANCE PROGRAM

The vendor will be required to establish and adhere to a preventive maintenance schedule. The vendor shall submit a comprehensive written preventive maintenance program to the TDCJ for approval prior to service commencement date. This program shall include a preventive maintenance checklist for each elevator at each location/unit and a service logbook in vendor's name for each machine room covered by this IFB/order and shall become the property of the TDCJ.

A. PREVENTATIVE MAINTENANCE CHECKLIST

There shall be a separate preventive maintenance checklist completed for each elevator, which contains at least the following information:

1) NAME OF THE TOO UNIT, OR DEPARTMENT LOCATED IN BUILDING

2) NAME/NUMBER OF BUILDING, IF APPLICABLE

3) ELEVATOR TYPE

4) ELEVATOR NUMBER

5) ELEVATOR SERIAL NUMBER

6) SPECIFIC ITEMS OF MAINTENANCE

7) FREQUENCY FOR EACH MAINTENANCE ITEM

8) DATE MAINTENANCE IS PERFORMED

9) LEGIBLE NAME OF SERVICE TECHNICIAN

B. MACHINE ROOM LOGBOOK

The vendor shall maintain a bound service logbook in the vendors' name in each machine room covered by this IFB/order. Each logbook shall contain at least the following information:

1) NAME OF THE TDCJ UNIT, OR DEPARTMENT LOCATED IN BUILDING

2) NAME/NUMBER OF BUILDING, IF APPLICABLE

3) ELEVATOR TYPE(S) SERVED BY THAT MACHINE ROOM

4) SERIAL NUMBER(S) FOR EACH ELEVATOR SERVED BY THAT MACHINE

ROOM

5) BLANK SPACE FOR THE TECHNICIAN TO RECORD EACH VISIT TO THE

MACHINE ROOM. EACH VISIT'S ENTRY MUST CONTAIN THE

FOLLOWING:

b. LEGIBLE NAME OF SERVICE TECHNICIAN

c. SIGNATURE OF SERVICE TECHNICIAN

d. DATE, TIME, AND DURATION OF VISIT TO MACHINE ROOM

e. PREVENTIVE MAINTENANCE PERFORMED

f. SPECIFIC INFORMATION REGARDING MALFUNCTIONS

ENCOUNTERED

i. CORRECTIVE ACTION TAKEN

ii. PARTS REPLACED

g. GENERAL COMMENTS REGARDING THE CONDITION OF THE

EQUIPMENT AND MACHINE ROOM

h. ITEMS WHICH MAY REQUIRE SPECIAL ATTENTION OF FUTURE

VISITS

i. TDCJ PERSONNEL MAY ALSO MAKE ENTRIES IN THE SERVICE

LOGBOOK

j. THE LOGBOOK IS THE PROPERTY OF THE TDCJ AND WILL NOT BE

REMOVED OR ALTERED AT ANY TIME

C. The vendor's preventive maintenance program shall ensure that all components and systems of each elevator will be visually inspected and cleaned regularly. The vendor's program shall further ensure that all components and systems for each elevator will be manufacturer's recommended frequency or once per year, whichever is the shortest period.

D. The vendor shall provide the TDCJ with on line access to at least the following information for each elevator on the IFS/Order.

1) Legible copies of all completed monthly preventive maintenance checklist and work orders, beginning with the first monthly service, showing on-site dates and Times.

2) Legible copies of all vendors work orders for all unscheduled service calls showing on site dates and times.

3) Legible copies of results of all scheduled periodic (yearly, and other non-monthly) testing, inspection, certification, and other services.

9. ON-SITE CABINETS, WIRING DIAGRAMS, ANO PARTS/INVENTORIES

A. CABINETS

The vendor shall provide and maintain lockable metal storage cabinets for the orderly storage of replacement parts in each machine room. The vendor will provide the TDCJ with locks and keys for all cabinets provided by the vendor.

B. WIRING DIAGRAMS

The vendor shall provide the TDCJ with original wiring diagrams with latest changes for each elevator covered by this lFB/order. These wiring diagrams shall be furnished to be mounted by the TDCJ on Masonite, which will become a part of the elevator equipment.

All drawings, diagrams, and revisions thereto shall remain the property of the TDCJ.

C. MATERIAL INVENTORY

The vendor shall maintain a supply of the following common parts/materials in each elevator machine room:

1) Contacts

2) Coils

3) Leads

4) Generator Brushes

5) Lubricants

6) Wiping Cloths

7) Any other minor parts deemed necessary

D. SPARE PARTS INVENTORY

1) The vendor shall have availability of spare and repair parts inventory as required to meet emergency and routine maintenance and repair requirements and must submit available parts list to the TDCJ (see submittal requirements on pages 1 and 2).

2) If the vendor fails to make routine or emergency repairs within 24-hours of notification by the TDCJ due to non-availability of repair parts, the TDCJ may have another vendor supply the parts and complete the repairs and may charge the cost thereof to the awarded vendor.

3) Exceptions to this requirement must be approved in writing in advance by the

TDCJ.

10. VENDOR SUPERVISION/SITE VISIT REQUIREMENTS:

A. The vendor shall designate a supervisor to monitor all services rendered/covered by this IFS/order, and shall provide the designated supervisor's name, phone, and e-mail contact information to the TDCJ purchaser within ten {10) business days of receipt of purchase order award.

B. The designated supervisor must select a minimum of 2-3 TDCJ locations for each month and must schedule site visits at those locations. The vendor shall furnish a copy of this monthly site visit schedule to the TDCJ by the fifth {5th ) business day of each month, and the supervisor must provide 72-hour advance notice to the TDCJ unit or location prior to each site visit.

C. The TDCJ reserves the right to request additional site visits by the supervisor if suspected deficiencies are reported.

D. At each site visit location, the awarded vendor's designated supervisor shall:

1) Ride each elevator car.

2) Inspect each elevator machine room.

3) Document each visit:

a. Documentation in the Service Logbook, to include all entries as required during the awarded vendor's service technician's monthly service calls.

b. Copies of all documentation shall be provided to the TDCJ purchaser on request.

11. VENDOR SERVICE TECHNICIAN REQUIREMENTS

A. SCHEDULING

1) Except for emergency repairs, the awarded vendor shall contact the TDCJ Unit Maintenance Supervisor/office manager or an authorized representative for the location where the work is to be performed, at least 72-hours prior to arrival.

2) All work on TDCJ units is to be coordinated through the Unit Warden or through the Unit Maintenance Supervisor.

3) All work at TDCJ non-unit locations will be coordinated through that department's office or maintenance supervisor.

B. REPORTING TO ON•SITE TDCJ REPRESENTATIVE

1) The vendor's service technician shall report to the unit maintenance supervisor or designee or the departmental office/maintenance designee upon entering and upon leaving TDCJ premises and shall follow the TDCJ unit or departmental sign-in and sign-out procedures.

2) The vendor's service technician shall notify the appropriate maintenance representative any time that the elevator is to be out of service for more than one hour, and when that elevator is returned to service.

3) The service technician's work shall be defined as:

a. PREVENTATIVE MAINTENANCE

b. MINOR ADJUSTMENTS

c. ANSWERING TROUBLE CALLS

d. MINOR REPAIRS WHICH DO NOT EXCEED FOUR (4) MAN-HOURS

WORK

C. SCHEDULING ELEVATOR TO BE OUT OF SERVICE

1) The vendor shall notify the TDCJ, in advance if possible, any time an elevator is to be out of service for more than one (1) hour, and again once that elevator is returned to service.

2) Any time an elevator is put out of service by the awarded vendor, the vendor shall provide a printed "OUT OF SERVICE" sign with the vendor's company name on it and shall place the sign on each elevator lobby door.

D. MAJOR FAILURE AND REPAIR

1) Major repairs shall be performed by a service crew and are defined as, but not limited to:

a. ALL HOIST CABLE SHORTENING OR REPLACEMENT

b. ANNUAL SAFETY TEST

c. FIVE-YEAR SAFETY TEST

d. ALL OTHER REPAIRS THAT EXCEED FOUR MAN-HOURS

2) The vendor shall coordinate all major repair jobs with the Unit Warden/location Supervisor.

3) The vendor shall schedule all work to meet security requirements until the affected elevator is returned to service.

4) The vendor shall complete all major repairs and return the affected elevator to service within seventy-two (72) hours of the time the elevator FAILS or is taken out of service unless the vendor has received prior written approval for additional time.

If the elevator is not returned to service within seventy-two (72) hours and no prior written approval for additional time is obtained from the TDCJ, then the TDCJ may have another vendor perform or complete the service/repair required and may charge the cost thereof to the awarded vendor.

5) To receive a time extension, the awarded vendor shall provide the TDCJ with a written request for a time extension. The TDO may request any additional.

information/documentation deemed necessary to make a decision regarding the time extension prior to approving or denying the request.

12. EXCLUSIONS

A. The following items of elevator equipment are excluded from this IFB/order:

1) CAR ENCLOSURES

2) FLOOR COVERINGS

3) DOOR PANELS

4) PLENUM CHAMBERS

5) HUNG CEIUNGS

6) LIGHT DIFFUSERS

7) MIRRORS

8) CARPETS

9) HOISTWAY ENCLOSURES

10) HOISTWAY GATES

11) DOORS

12) FRAMES

13) SILLS

B. Work performed that is not associated with maintenance requirements, but is the result of of abuse, physical damage, etc., shall be excluded from this IFB/order.

C. The burden of proof that the cause of elevator malfunction was due to abuse, physical damage, etc., shall be on the vendor. The elevator shall be shut off until the TDO inspects the damages and provides the awarded vendor with authorization to complete the work/repair.

D. All charges for repair services not covered by this IFB/order shall be restricted to labor and materials only. There will be no travel or mileage charges allowed. The labor rate quoted in the specifications of each line item/location shall be the rate charged for services expressly excluded from this IFB/order. All overtime must be approved in advance by the TDCJ, and no more than one and one-half {l ½) times the hourly rates quoted in the applicable line item may be charged for overtime.

E. All materials and parts for repair services expressly excluded from this IFB/order shall be charged to the TDCJ at vendor's cost plus a maximum five per cent (5%) mark-up.

The vendor must provide an invoice showing parts/materials cost and mark-up dollar amount and percentage if charging the TOO for parts and/or materials for all non-covered repair services.

F. The vendor shall provide parts at manufacturer price less discount from the latest published manufacturer's suggested retail price list as approved by the designated TDCJ representative. The vendor shall provide a copy of the page from the manufacturers published suggested retail price list of any parts necessary to complete the elevator maintenance and repair service with the invoice for payment.

G. There shall be no additional labor charge for any technician already provided for by this IFS/order.