4-DTC IFB ML2605112026.docx

DTC IFB ML2605112026

Elevator Maintenance

1.0 OVERVIEW

Davis Technical College (DAVISTECH) is soliciting bids for comprehensive elevator maintenance services for all College elevators identified below.

Elevators Covered Under This Contract Allied Health Building

· Manufacturer: Kone

· Hoist Type: Tirak

· Serial Number: XE2053

· Equipment Number: 43804025

· Emergency Phone Line: Analog

· Installation Date: 06/30/2020 Main Building

· Manufacturer: Schindler

· Hoist Type: 330A HX

· Equipment Number: S1030049

· Emergency Phone Line: Analog

· Installation Date: 02/01/2021 Mandatory Pre-Bid Meeting A mandatory pre-bid meeting is scheduled for:

2:00 PM MST – June 9, 2026 Allied Health Building Main Lobby 550 East 300 South Kaysville, Utah 84037 Only bidders attending the mandatory pre-bid meeting will be considered for this solicitation.

The Contractor shall be responsible for all aspects of elevator maintenance including, but not limited to:

· Preventive maintenance

· Repairs

· Replacement parts

· Lamps and lighting

· Fluids and lubricants

· Emergency callouts

· Emergency phone monitoring

2.0 GENERAL REQUIREMENTS

Failure to meet any requirement contained within this section may result in disqualification.

2.01 Terms and Conditions

Contractor agrees to all terms and conditions contained in:

· Attachment A: State of Utah Standard Terms and Conditions

· Attachment C: DAVISTECH Payment Terms and Conditions

2.02 Existing Equipment Condition

Contractor accepts all equipment in its current “as-is” condition.

2.03 Experience Requirements

Contractor must possess a minimum of five (5) years of experience providing elevator maintenance services of similar size and scope, preferably for government or higher education entities. Contractor shall provide documentation demonstrating qualifications and quality of work.

2.04 References

Contractor shall provide a minimum of three (3) references from organizations for which similar services have been provided within the last five (5) years. References shall include:

· Organization name

· Contact person

· Telephone number Preference may be given to references involving the same equipment identified within this solicitation.

2.05 Approved Service Providers

The College will consider bids only from the following service providers:

· Kone Elevator

· Schindler Elevator Corporation

· TK Elevator (formerly ThyssenKrupp Elevator)

2.06 MAINTENANCE AND SERVICE REQUIREMENTS

2.06.1 Code Requirements

All work performed under this contract shall comply with the latest applicable editions of:

· Uniform Building Code

· Life Safety Code

· National Electrical Code

· Uniform Mechanical Code

· Uniform Plumbing Code

· American Society of Mechanical Engineers (ASME)

· American National Standards Institute (ANSI)

· State of Utah Elevator Compliance Manual Where manufacturer specifications exceed applicable code requirements, the manufacturer specifications shall govern. In all cases, the most stringent requirement shall apply.

2.06.2 Services

The elevators covered under this contract operate on a twenty-four (24) hour per day, seven (7) day per week basis.

Contractor shall provide regular and systematic examination, adjustment, testing, and preventive maintenance services in accordance with manufacturer recommendations and applicable code requirements. Elevators shall be maintained in safe and proper operating condition at all times.

Contractor shall implement a comprehensive preventive maintenance program applicable to all elevator systems and associated components. The preventive maintenance program shall be subject to review and approval by the College Contract Administrator.

At a minimum, Contractor shall provide quarterly preventive maintenance services for all system components including, but not limited to:

· Relay logic control systems

· Microprocessor control systems

· Gearless machine components

· Hoistway and pit equipment

· Rails and guides

· Hoist ropes

· Wiring

· Door equipment

· Signals and accessories

· Emergency phone testing

· Car equipment Vandalism repairs and remodeling projects are not included under this contract.

2.06.2.a Included Preventive Maintenance Services The Contractor shall furnish all labor, materials, consumables, lubricants, adjustments, and minor replacement components reasonably required to perform routine preventive maintenance services necessary to maintain the equipment in proper operating condition in accordance with manufacturer recommendations and applicable code requirements.

Repairs arising from ordinary wear and tear reasonably anticipated as part of scheduled preventive maintenance shall be included within the Contract price.

Included preventive maintenance services may include, but are not limited to:

· Lubrication and adjustments

· Fuse and relay replacement

· Minor electrical tightening and connections

· Brake adjustments

· Cleaning and calibration

· Replacement of consumable or routine wear components

· Emergency phone testing and minor communication components

· Routine hoist and safety device adjustments

2.06.2.b Excluded / Chargeable Repairs Repairs, replacements, or corrective work resulting from equipment failure, damage, misuse, vandalism, power anomalies, water intrusion, accident, code-required modernization, or extraordinary wear exceeding normal preventive maintenance expectations shall be considered extra work and billed separately to the College.

Chargeable repairs may include, but are not limited to:

· Motor replacement or rebuild

· Gearbox replacement

· Wire rope replacement due to damage or failure

· Major brake assembly replacement

· Structural or mounting repairs

· Controller replacement

· Emergency phone system replacement

· Repairs caused by abuse, neglect, or external conditions

· Repairs necessary to restore equipment after breakdown or malfunction not preventable through routine preventive maintenance Contractor shall provide written notification and obtain College authorization prior to performing billable corrective repair work except in emergency situations necessary to protect life safety or prevent further equipment damage.

2.06.3 Replacement Parts

All replacement parts utilized under this agreement shall meet original manufacturer design specifications or approved equivalent standards.

Replacement parts and consumable items reasonably associated with routine preventive maintenance services shall be included within the Contract price as defined in Section 2.06.2.a.

Major component replacement, corrective repairs, and extraordinary repair work identified in Section 2.06.2.b shall be considered billable work subject to written quotation and College approval prior to performance unless emergency conditions exist.

Contractor shall maintain or have ready access to an adequate inventory of replacement parts and lubricants necessary to support timely repairs and maintenance.

2.06.4 Working Hours

Normal working hours shall be defined as 7:30 AM to 5:00 PM, Monday through Friday, excluding State and federally recognized holidays.

All preventive maintenance, servicing, adjustments, testing, and repairs shall be performed during normal working hours unless otherwise approved by the College Project Manager.

2.06.5 Service and Emergency Calls

Contractor shall provide twenty-four (24) hour, seven (7) day per week emergency response services including, but not limited to:

· Elevator failures

· Trouble alarms

· Fire alarm resets

· Entrapments Contractor shall respond onsite within one (1) hour of notification.

2.06.6 Emergency Phone Monitoring

Contractor shall provide 24-hour elevator emergency phone monitoring services meeting the following requirements:

· Contractor call center shall provide live operator response twenty-four (24) hours per day, three hundred sixty-five (365) days per year.

· College shall provide Contractor with contact information for at least two (2) College representatives to be notified in the event of elevator issues in addition to necessary emergency responders.

· Elevator emergency phone monitoring shall be included within the monthly base bid.

· Contractor shall verify emergency phone connectivity as part of its preventive maintenance program.

2.06.7 Reporting Requirements

Within seventy-two (72) hours following completion of any scheduled maintenance, repair, or emergency service, Contractor shall provide an electronic service report to the College Contract Administrator.

Reports shall include:

· Date services were performed

· Name of technician performing services

· Arrival and departure times

· Total labor hours

· Detailed description of work performed

· Parts installed, including serial numbers where applicable

· Recommendations, if any

2.06.8 Hourly Rates

Contractor shall provide a monthly cost per elevator.

Contractor shall also provide hourly labor rates for services not covered under the monthly contract fee.

If Contractor anticipates annual price adjustments, such adjustments must be identified within the submitted bid for each contract year.

Hourly labor rates shall include all associated expenses including, but not limited to:

· Travel

· Mileage

· Per diem

· Trip charges

· Standard tools of the trade The College will compensate only for hours worked onsite.

Standard service call rates shall apply between 8:00 AM and 5:00 PM, Monday through Friday, excluding State and federal holidays.

After-hours charges shall not apply if the technician arrives onsite prior to 5:00 PM.

Price increases not identified within Contractor’s original bid submission will not be considered.

2.06.9 Process for Additional Work

For each requested repair or service not covered under the monthly contract fee, a scope of work shall be established.

Contractor shall provide the College with a written, itemized quotation identifying labor, materials, and associated costs in accordance with the pricing structure established under this IFB.

Upon approval, the College will issue a purchase order authorizing work to proceed.

The College shall not be responsible for payment exceeding the approved purchase order amount.

Upon completion of work, Contractor shall submit an itemized invoice referencing the applicable purchase order number to:

ap@davistech.edu Or:

Fiscal Office – Accounts Payable Davis Technical College 550 East 300 South Kaysville, Utah 84037 If unforeseen conditions or required scope changes arise, DAVISTECH may issue a change order in accordance with the fee schedule identified within Attachment D.

Exceptions to purchase order requirements may be granted in emergency situations by the College Contract Administrator or Director of Facilities Services. Emergency authorization shall subsequently be followed by issuance of a purchase order.

Emergency situations shall be considered infrequent and time-sensitive. Contractor shall prioritize emergency requests submitted by DAVISTECH.

DAVISTECH reserves the right to seek additional competitive bids for projects exceeding $10,000.

2.06.10 Insurance Requirements

Upon award of contract, Contractor shall provide:

· General Liability Insurance with minimum coverage of:

· $1,000,000 per occurrence

· $3,000,000 aggregate

· Proof of Workers Compensation Insurance coverage

3.0 EVALUATION AND AWARD

3.01 Evaluation Process Overview

All bids submitted in response to this IFB shall be evaluated in accordance with the Utah Procurement Code and all applicable State policies and procedures.

Evaluation shall consist of:

A. Responsive determination B. Responsible determination C. Technical evaluation D. Cost evaluation

3.02 Responsive Determination

Bids shall be reviewed to determine compliance with all requirements identified within this IFB.

Non-responsive bids may be rejected.

Conditional or incomplete bids may be rejected at the discretion of the College.

3.03 Responsible Determination

The College may evaluate factors including, but not limited to:

· Financial resources

· Experience

· Organizational capacity

· Technical qualifications

· Available staffing and resources

· Past performance

· Integrity and business reputation

· Ability to successfully perform contract requirements

· Prior working relationship with the College The College reserves the right to determine whether any issue materially affects bidder responsibility.

3.04 Technical Evaluation

Bids shall be evaluated based upon the criteria identified in Section 3.05 in addition to pricing.

DAVISTECH reserves the right to request demonstrations, interviews, or additional information necessary to evaluate bidder qualifications and compliance with specifications.

3.05 Technical Bid Evaluation Criteria

Technical evaluation may include:

· Contractor’s demonstrated ability to satisfy solicitation requirements

· Contractor’s service and support program

· Qualifications and experience of management, technical staff, and support personnel

· Ability to comply with all requirements identified within Section 2.0

3.06 Cost Evaluation

Cost evaluation shall be conducted for all bids determined to be technically acceptable.

Bids shall be ranked based upon total evaluated cost.

Pricing shall include:

· Total five-year contract cost

· Monthly cost per elevator for each contract year

· All services identified within this solicitation

· Elevator emergency phone monitoring services

3.07 Award of Contract

Upon completion of the evaluation process, DAVISTECH may award a contract to the bidder determined to provide the lowest cost responsive and responsible bid meeting the specifications and evaluation criteria identified herein.

DAVISTECH reserves the right to:

· Award contracts to multiple bidders if determined to be in the best interest of the College

· Reject any or all bids

· Waive minor informalities or irregularities Fiscal Services is the only department authorized to issue procurement contract awards on behalf of DAVISTECH.

Any contract resulting from this solicitation shall include applicable College purchase order terms and conditions together with all applicable provisions contained within this IFB.