503-24.pdf

Invitation No.: 503-24 Location: Central Office Commodity: Central Office Elevator Services Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/503pricing.xlsx

Request For Proposal (RFP)

State of Ohio, Department of Transportation Office of Contract Sales, Purchasing Services

Jack Marchbanks, Ph. D., Director

Bid Submission Deadline (Bid Opening Date):

June 22, 2023 at 1:00 p.m. eastern time

Submitted by:

Company Name:

Federal Tax ID No.:

Physical/Mailing Address: Remit to Payment Address:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Telephone Number 800 Number Fax Number

Return Properly Marked, Complete Bid Packages To:

contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

VENDORS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS

PROCUREMENT VIA THE FOLLOWING WEBSITE:

https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/503pricing.xlsx mailto:contracts.purchasing@dot.ohio.gov

Attachments to be submitted in the emailed bid response:

Completed Front Page (Separate Attachment)

Completed Signature Page (Separate Attachment)

Completed Affirmation and Disclosure form (Separate Attachment)

Completed Excel Pricing Page (Separate Attachment)

Anything Else You wish to Submit (Separate Attachments)

Send multiple emails, as needed, to complete your submission to contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

Zip files CANNOT be sent.

We respond to every submission. If you don’t get a response from us saying, we received your bid within a day, reach out or resubmit.

Invitation No. 503-24

Section 1: General Purpose

1.1: Purpose

Pursuant to Ohio Revised Code 5501.71 et seq., the Ohio Department of Transportation is soliciting proposals from highly qualified and sufficiently capable vendor(s) for Elevator Maintenance services needs of the Department. The selected Proposer(s) shall manage the operations and maintenance of the elevator systems identified in this RFP. If a suitable offer is made in response to this RFP, the Department may draw up a contract to have the selected vendor perform all or part of the requested services. This RFP provides details on what is required to submit a Proposal for the services, how the Department will evaluate the Proposals, and what will be required of the vendor in performing the services. The intent of this Request for Proposals is to select the most qualified and highest scoring Proposer(s) to provide these services, while promoting the greatest extent of competition that is practicable.

1.2: Background

The Ohio Department of Transportation operates over 300 facility locations throughout the State, encompassing more than 1.5 million square feet and covering more than 3,500 acres of property.

The Central Office facilities contain several elevators of varying age within three (3) separate sites.

Because the operation and maintenance of these systems is critical to occupant safety, highly specific, and regulated by the State of Ohio, the Department has elected to contract the operation and maintenance of these systems to allow the Department to focus on their core services.

1.3: Project Location

The services described in this RFP shall be conducted at the locations listed below:

Group A:

ODOT Hilltop Building 1980 W. Broad Street Columbus, OH 43223

Group B:

ODOT West Broad Street Complex 1600-1620 W. Broad Street Columbus, OH 43223

ODOT Aviation Facility 2829 W. Dublin Granville Road Columbus, OH 43235

Section 2: Procurement Process Information

2.1: Preliminary Proposal Timetable

FIRM DATES EVENT/ACTIVITY

May 24, 2023 ODOT Office of Contracts releases RFP on ODOT website

- RFP becomes active; vendors may submit inquiries for RFP clarification.

June 14, 2023, 1:00 PM

Vendor Q & A Request Period closes

- No further RFP clarification inquiries or site visit requests will be accepted.

June 16, 2023, 1:00 PM

Answers to all vendor inquiries posted.

June 22, 2023, 1:00 PM

Deadline for vendors to submit proposals to ODOT

- Late proposals will not be considered. No exceptions will be made.

ESTIMATED DATES EVENT/ACTIVITY

June 23, 2023 ODOT begins evaluation process

TBD Contract Award Notification

The Department reserves the right to revise this tentative schedule at any time in the best interest of the Department and/or to comply with federal and State of Ohio procurement procedures and regulations, with notice to prospective vendors.

2.2: Proposal Inquiries

Pre-proposal questions must be received no later than 1:00 PM Wednesday June 14, 2023. An addendum being issued is dependent upon the information received and the impact on the competitive bidding process.

From the release date of this RFP until proposals are opened, other than the Proposal Inquiries process listed above, there may be no communications concerning the RFP between any vendor which expects to submit a proposal and any employee of ODOT in the issuing office, or any other ODOT employee, or any other individual regardless of their employment status, who is in any way involved in the development of the RFP or the selection of the contractor.

All pre-proposal inquiries must have the following: Name of the Sender, Contractor or Company Name, Phone Number, Proposal Number, Proposal Submission Deadline, and a detailed description of the question.

Proposal Inquiries will not be accepted after June 14, 2023, at 1:00 PM.

Proposal Inquiries shall be submitted at this link:

https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx

Department responses will be posted to the following website:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc

Based upon the content of any received questions/clarifications, proposal requirements may, solely at the discretion of ODOT, be modified, changed, or deleted. Any such changes to this RFP will be communicated by addendum and published to the ODOT website at the following URL:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.a spx

Section 3: Vendor Qualifications and Experience

As part of the evaluation process, vendors shall provide the following information to be scored by ODOT. Proposals must address the mandatory qualification as well as organizational and staff experience and capabilities for the proposer.

3.1: Mandatory Vendor Qualifications

To be considered for the contract expected to result from this RFP, ODOT requires that vendors shall meet, at minimum, the following qualification requirements:

• The Offeror must document previous experience in providing Elevator Maintenance services to at least two comparable facilities simultaneously for at least four years, within the past five years that is comparable to the unique requirements of ODOT Central Office Facilities.

• The Proposer must have a demonstrated track record of successfully providing all levels of elevator maintenance service programs specifically servicing Dover elevator equipment.

Vendors which do not meet the above qualifications will be disqualified from further consideration.

3.2: Organizational Experience and Capabilities

3.2.1: Description of the Organization

ODOT desires to understand the ownership and organizational structure of the vendor submitting the response, to gain insight into their business operation. The organizational structure must be described, identifying the entity that would enter into any agreement with ODOT. An organizational chart should be developed with enough detail to indicate a chain of authority from the president or comparable chief executive down through the person who will be directly responsible for project delivery and contract adherence.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.dot.state.oh.us%2FDivisions%2FContractAdmin%2FContracts%2FPages%2FPurchasePBQ1.aspx&data=05%7C01%7CTimothy.Brunney%40dot.ohio.gov%7Ca49d65ccc6ac42590f5108dac2853d9a%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C638036174759073669%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=GggnDarqpAuI0saypVlhsfDjn6SwIJcsIiAFLi3lCgw%3D&reserved=0 http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx

3.2.2: Credentials

The proposer must possess the necessary credentials to conduct business in Ohio. Proposers with out-of-state headquarters or corporations or limited liability companies not formed in Ohio must include with each proposal a copy of their registration to do business in Ohio.

3.2.3: Past Performance and Experience

The proposer must have implemented and managed a program identical or substantially like the Elevator Maintenance project. Describe Proposer’s experience in providing similar services to governmental, public and/or privately-owned organizations. Provide examples of at least two (2) projects of a comparable nature, either in progress or completed since 2015.

3.2.4: Proposal Preparation

The proposer must list the people who prepared the proposal, including their titles and the name, phone number, email address and mailing address of a contact person who has the authority to answer questions regarding the proposal.

3.2.5: Staff Experience and Capabilities

Proposer must demonstrate significant expertise in managing, developing, and operating the type and style of services that will be offered under this Request for Proposal. The qualifications and experience of Proposer’s key personnel must be described. The following information must be presented for all key personnel according to their respective roles in the project:

• Identify the personnel occupying the positions identified in the organizational chart and state the length of experience of officers, key executives, principals, and key personnel in their respective fields.

• Resumes are to be included for those personnel who will be assigned and involved in managing, directing, or supervising the work as presently contemplated.

• Proposer must provide at least two (2) contract related commercial references for all key personnel that may be called upon to obtain firsthand information to assist ODOT in its evaluation. Include the name of the organization as well as the name, address, telephone number and email address of the contact person.

Section 4: Project Scope

The Ohio Department of Transportation is seeking proposals from firms or organizations to provide the following elevator maintenance services:

• Comprehensive Full Systematic Maintenance and Repair Services for the vertical transportation systems identified as Group A Units and

• Limited Maintenance, examination, oil, and grease services for the vertical transportation systems identified as Group B Units and

• Maintain satisfactory regulatory compliance of the covered elevator systems and

• State and define the terms and conditions under which the Ohio Department of Transportation (ODOT) shall compensate the Contractor for such services rendered.

4.1: General Requirements

4.1.1: Proposer(s) shall ensure that all requirements, procedures, tests, inspections, service practices, component repairs, equipment renewals, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee the Owner that the absence of a particular item of work, service or procedure shall not alleviate the Contractor of the sole responsibility to provide such labor, expertise, materials, equipment, services or other procedures applicable to the Agreement and practical requirements unless same is specifically excluded, prorated or deleted herein.

The proposal shall provide ODOT Central Office Facilities with consistent and dependable day-to-day operation of all elevators, to help them continuously provide satisfactory vertical transportation to employees and guests of the Central Office Facilities.

4.1.2: The awarded vendor shall maintain elevators and their associated equipment and accessories to comply with the requirements of the applicable ASME/ANSI A.17.1 safety codes for the year under which the elevator was installed and inspected and any other rules, ordinances, or building codes that may apply. If there has been a major alteration to the elevator(s), ANSI/ASME A17.1 Safety Code applicable for the year the major alteration was completed and inspected shall apply. The

ANSI Elevator Inspection Manual A.17.2 shall be used as a guide to establish that the equipment is operating safely. All work must be performed in compliance with the Occupational Safety and Health Act and any revisions thereto. Any citations issued by OSHA shall be the responsibility of the Vendor.

4.1.3: The entire vertical transportation systems shall be maintained as hereinafter described, in accordance with the following detailed terms. Trained employees of the Contractor will use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all standards and regulations. The terms and requirements of this contract are specified in the singular with the understanding that all provisions shall be applicable to all units indicated unless otherwise specified.

4.1.4: Except for those items specifically identified as being performed by others, the Contract Specifications are intended to include all engineering, material, labor, testing, and inspections needed to achieve the work specified by the Contract. In as much as it is understood that any incidental work necessary to execute the Agreement is also covered by the Contract Specifications, the Contractor is cautioned to become familiar with the existing equipment and job site conditions.

Additional charges for material or labor shall not be permitted after execution of the Contractual Agreement for work, services or procedures covered herein.

4.1.5: Any potential changes in service locations, elevator systems and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Maintenance Supervisor or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract. It shall be understood that, from time to time:

• Equipment may be updated or removed at the discretion of the Department or by regulatory requirement

• Sites may be opened or closed during the life of the contract

4.2: Equipment Exclusions

The awarded vendor shall assume no responsibility for the following items, which are not included under this Contract:

• Hoistway door hinges

• Panels

• Frames

• Gates and Sills

• Cabs, Cab Doors, and removable Cab Panels

• Sump Pumps

• Power Switches

• Fuses and Feeders to Controllers

• Cover plates for signal fixtures and operating stations

• Smoke Detectors

• Plungers, Casings and Cylinders

• All hydraulic piping and connections except that portion which is exposed in the machine room and hoistway

• Intercom or music systems

• Air conditioners or heaters

• Handrails

• Mirrors

• Subflooring and Floor Coverings

• Cleaning of cab interior and exposed sills

NOTE: The items excluded above may be covered if the damage to them is due to a failure of the awarded vendor to perform its assigned duties; for example, car door panels which are scratched due to a failure to repair/replace defective door hanger assemblies.

4.3: Scope of Service

4.3.1: Group A Units

4.3.1.1: Comprehensive Full Systematic Maintenance

Contractor shall provide scheduled systematic examinations, adjustments, cleaning, and lubrication of all machinery, machinery spaces, hoistways, and pits. The Contractor shall include a specified minimum number of hours per month per unit that is to be dedicated to routine preventative maintenance. The required frequency for the scheduled systematic examinations, the specified minimum hours for routine preventative maintenance and the performance parameters are listed in the attached Equipment Coverage Attachment 2, Tables 2-1 and 2-2.

Hours assigned to meeting the specified minimum hours for routine preventative maintenance shall not include callback or emergency/unscheduled repair hours. Hours performed on routine preventative maintenance that coincides with a callback or emergency/unscheduled repair may be assigned to meeting the specified minimum hours. Monetary damages for failure to provide the specified minimum hours per month of routine preventative maintenance are provided for in Section 4.4.

4.3.1.2: Repairs, Renewals, and Replacements

The contractor shall make repairs, renewals, and replacements as part of the required services hereunder, for the normal monthly maintenance billing agreed to herein (or such additional compensation as authorized in writing by owner pursuant to Section 4.10), as soon as regularly scheduled or other examinations reveal the necessity therefore, or when the owner so advises the contractor under the terms of this contract. It is understood and agreed that repairs, renewals, and replacements shall be made in accordance with high standards of preventative maintenance practice and that the repair and renewals of parts made shall be equal in design, workmanship, quality, finish, fit, adjustment, operation and appearance to the original installation and that replacements shall be new and genuine parts equal to those parts supplied by the manufacturer of the original equipment or its successor, and shall apply to the repairs, renewal, or replacement of all mechanical, electronic and electrical parts, including but not limited to those items identified in the equipment coverage attachments.

Contractor shall maintain, repair, or replace all component parts of the system(s) unless specific renewals or other procedures are modified under the terms of this Agreement.

4.3.1.3: Annual Electric Traction Elevator No-Load Safety Test

Contractor shall perform an Annual Electric Traction Elevator No-load Safety Test conforming to the requirements contained in the applicable ASME A17.1 Safety Code for Elevators (One-Year Inspection and Test Requirements) on all Traction Elevators covered by this Contract.

4.3.1.4: Five Year Full Load Safety Test

The contractor shall perform a Five-Year Full-load Safety Test conforming to the requirements contained in the applicable ASME A17.1 Safety Code for Elevators (Five-Year Inspection and Test Requirements) on all Traction Elevators covered by this Contract.

The annual no load and five year full load safety tests for traction elevators shall be performed by an established repair crew (not the service route technician and an apprentice). The time to perform these tests shall not be counted as service time to meet the required contractual minimum hours. The cost for this service shall be priced separately from the other services required herein.

4.3.2: Group B Units

4.3.2.1: Limited Maintenance

Contractor shall provide scheduled examinations, cleaning, and lubrication of all machinery, machinery spaces, hoistways, and pits. The Contractor shall include a specified minimum number of hours per month per unit that is to be dedicated to routine preventative maintenance. The required frequency for the scheduled examinations and the specified minimum hours for routine preventative maintenance are listed in the attached Equipment Coverage Attachment 3, Table 3-1.

Hours assigned to meeting the specified minimum hours for routine preventative maintenance shall not include callback or emergency/unscheduled repair hours. Hours performed on routine preventative maintenance that coincides with a callback or emergency/unscheduled repair may be assigned to meeting the specified minimum hours. Monetary damages for failure to provide the specified minimum hours per month of routine preventative maintenance are provided for in Section 4.4.

4.3.2.2: Repairs, Renewals, and Replacements

Following regularly scheduled or other examinations that reveal the necessity, or when the owner so advises the contractor under the terms of this contract, the contractor shall submit proposals detailing any repairs, renewals and replacements as required utilizing the billing rates detailed in the pricing spreadsheet within a maximum of forty-eight (48) hours. It is understood and agreed that repairs, renewals, and replacements shall be made in accordance with high standards of preventative maintenance practice and that the repair and renewals of parts made shall be equal in design, workmanship, quality, finish, fit, adjustment, operation, and appearance to the original installation and that replacements shall be new and genuine parts equal to those parts supplied by the manufacturer of the original equipment or its successor, and shall apply to the repairs, renewal, or replacement of all mechanical, electronic, and electrical parts, including but not limited to those items identified in the attached equipment coverage attachments.

4.3.2.3: Annual Hydraulic Elevator Relief Valve Setting and System Pressure Test

Contractor shall perform an Annual Hydraulic Elevator Relief Valve Setting and System Pressure Test conforming to the requirements contained in the applicable ASME A17.1 Safety Code for Elevators (One Year Inspection and Test Requirements) on all Hydraulic Elevators covered by this Contract.

The service technician shall be utilized to perform the annual no-load safety testing on all hydraulic elevators and his time performing these tests can be counted as service time to meet the required contractual minimum hours.

4.3.3: Items Common to Group A and Group B Units

4.3.3.1: Lubrication

Lubricate monthly (twelve [12] times per year at regularly scheduled intervals) all those mechanical parts, recommended to be lubricated by the original manufacturer of the elevator equipment or otherwise lubricate as often as, and in the manner specified by, said manufacturer. Hoist ropes shall be lubricated as often as, and in the manner specified by, the hoist rope manufacturer.

4.3.3.2: Cleaning

The Contractor shall, during all examinations, remove and discard immediately all accumulated dirt and debris from the machine room(s), car top(s) and pit area(s) of the elevators. Prior to each one

(1) year anniversary date of this Contract or more often, if necessary, Contractor shall thoroughly clean down all elevator hoistways of accumulated dirt, grease, dust, and debris. The Contractor shall clean hoist ropes as often as necessary to maintain traction characteristics and allow for proper inspection.

4.3.3.3: Testing

The contractor shall conduct testing procedures in accordance with the applicable ASME a17.1 standards at intervals specified and/or local code requirements, complete and execute all governing authority filing procedures including payment of all associated fees or other charges, and forward confirmation of all authority required filings to the owner within ten (10) working days of the date the test procedure was completed. Any fines incurred for failure to complete required testing or for filing irregularities will be paid by the contractor.

4.3.3.3.1: Emergency Recall and Emergency Power System Test

The Firemen Service System, Phases I and II, shall be tested monthly on a date and time approved by the Owner, as defined by code. The elevator telephone/intercom system shall be tested at the same time. Both tests will be performed on a not-to-interfere basis and the premium (bonus only) cost for overtime work, if necessary, and if pre-approved by the Owner, will be billed as an extra to the Contract at the rates provided in the pricing spreadsheet, as periodically adjusted by the terms of this contract.

Emergency Power Recall Systems, were applicable, shall be tested annually, and on a date and time approved by the Owner, as defined by code. The Contractor shall advise the Owner 30 days in advance of the test due date to facilitate scheduling. This work will be performed on a not-to-interfere basis and the premium (bonus only) cost for overtime work, if necessary and if preapproved by the Owner, will be billed as an extra to the Contract at the rates provided in the pricing spreadsheet, as periodically adjusted by the terms of this contract.

Contractor shall submit to Owner a full description and the results of the Fireman Service, Telephone/Intercom and Emergency Power Recall tests with the monthly invoice package for the month(s) in which the tests were performed.

4.3.3.4: Record Keeping / Quarterly Reporting

A complete ASME A17.1 code compliant Maintenance Control Program (MCP) including, but not limited to records of inspections, maintenance, lubrication, repair, replacements, and callback services shall be kept in the machine room or other designated location at the property. These records are to be always available to the Owner. The records shall indicate the reason the mechanic was in the building, arrival and departure time, the work performed, etc. These records shall be the property of the Owner.

The contractor shall quarterly (within 30 days after the quarter ends), or at any time during the term of this contract upon written request of the owner, render a report of maintenance inspections, a safety test matrix for all units on a single spread sheet, maintenance hours (target vs. actual), callbacks (shall include categories for entrapments, equipment and non-equipment related calls, running on arrival (ROA), repairs or replacements made by the contractor at the building, itemized as to parts installed or services performed and supply samples of lubricants, compounds, or other materials employed if requested.

Quarterly reporting requirements shall include completed versus scheduled preventative maintenance procedures and planned repairs for the just completed quarter, and a six-month projected schedule for preventative maintenance procedures and planned repairs.

Where acceptable to the local code authority and approved by the Owner’s representative, a Contractor’s proprietary system that fulfills the requirements in this section will be accepted in lieu of the method specified provided quarterly and annual summary reports (or at any time during the term of this Contract, upon written request of the Owner) of the required data are provided.

4.3.3.5: Routine Meetings

Contractors’ personnel shall schedule and meet with the Owner quarterly to review the reports submitted under Section 4.3.3.4, the Contractor’s compliance with the minimum monthly maintenance hour provision of the specifications and any other Contract related issues deemed appropriate by the Owner. Each contract year fourth quarter meeting will also include a review of the reports submitted under Section 4.3.3.4. Contractors’ personnel shall also be required to meet with the Owner to resolve any Contract related issues that arise during the administration of this Agreement on an as needed basis.

The Contractor shall attend quarterly, or at any time during the term of this Contract, upon written request of the Owner, callback reduction meetings. Contractor shall provide reports including analytical data and charts to facilitate review of callbacks at these meetings.

4.3.3.6: Inspections

The contractor shall provide annual efficiency and maintenance survey inspections for all units.

These inspections shall be performed by a field experienced (successfully passed industry recognized mechanic examination) salaried management employee in conjunction with, or as an addition to, the applicable mandated tests under the terms of the base contract (the data for the reports may be obtained by any trained manager or supervisor but a salaried management employee meeting the criteria in the second sentence of this paragraph must visit the building and approve the data being submitted).

The assigned route technician shall not perform these inspections.

The results of these inspections shall be summarized in an annual report with appropriate backup material and be provided to the Owner on or before each anniversary date of the contract. The report shall also include a section containing capital budget planning recommendations. The Owner shall meet with Contractor to review the report to validate compliance with Contract performance criteria. This report shall also include the quarterly report required under Section 4.3.3.4 and the following performance parameters and summary data for each vertical transportation unit as appropriate:

• Unit speed up and OEM designed speed

• Unit speed down and OEM designed speed

• Door open speed and OEM designed speed

• Door close speed normal and code parameter

• Door close speed reduced (nudging) and code parameter

• Door closing torque and code parameter

• Door dwell time – car call and ADA parameter

• Door dwell time – hall call and ADA parameter

• Leveling accuracy summary and OEM designed parameter

• Date of the last annual / five-year safety test completed

• Dates and summary results of the preceding twelve (12) months communication and fire recall system tests

• Annualized Callback rate by common control group from the preceding twelve (12) months with backup detail (Group A Units only)

• Dedicated maintenance hours for the preceding twelve (12) months by unit

Owner reserves the right to make such inspections and tests whenever it deems necessary or appropriate to ascertain that the requirements of this Agreement are being fulfilled. Any deficiencies noted by Owner shall be promptly corrected at Contractor’s expense. If Contractor fails to perform elevator maintenance services pursuant to this Agreement in a diligent and satisfactory manner, Owner may, after ten (10) working days written notice to Contractor, perform, or cause to be performed, all or any part of the work required hereunder. Contractor agrees that it will reimburse the Owner for any expense incurred therefore, or, at Owner election, may deduct the amount from any sum owing Contractor. Upon request, the Contractor shall accompany the Owner, or Owner’s representative, on inspections to evaluate contract compliance.

4.3.3.7: Emergency Callback Service

Contractor shall provide emergency callback service which consists of promptly dispatching qualified employees in response to requests from the owner, by telephone or otherwise, for emergency adjustment or minor repairs on any day of the week, at any hour, day, or night.

Group A Units Only: Emergency repairs shall be made within four (4) hours to restore the equipment to operating order. If repairs cannot be made immediately, the mechanic shall notify the owner as to the reason why.

4.3.3.7.1: Passenger Entrapment Callback Services

Passenger entrapment callback service shall be provided within thirty (30) minutes during the Regular Working Hours between 6:30 AM and 5:30 PM Monday through Friday, excluding state observed holidays and within one (1) hour during all other time periods. Technicians must be on-site within these time frames.

4.3.3.7.2: Out of Service Units Callback Services

Callback services for out-of-service units shall be provided within one (1) hour during the Regular

Working Hours between 6:30 AM and 9:30 AM and 3:00 PM and 6:00 PM Monday through Friday, excluding state observed holidays. Callback services for out-of-service units shall be provided within two (2) hours at all other times not specified above. Technicians must be on-site within these time frames.

4.3.3.8: Hours of Work

All work shall be performed during Regular Working Hours of the Regular Working Days of the elevator trade, 7:00 a.m. to 6:00 p.m., Monday through Friday, excluding union designated holidays and state observed holidays unless otherwise specified in this Agreement. Maintenance involving removal of elevators from service shall be performed on a not-to-interfere basis during non-peak traffic hours whenever possible.

Repairs and/or other major adjustment procedures necessitating removal of an elevator for an extended period (greater than 4 hours) must be scheduled a minimum of three (3) business days in advance with the Owner.

The Owner retains the right for Group A units to have such work completed during overtime hours with the understanding the Contractor shall pay for the regular labor portion and the Owner’s extraordinary obligation is premium labor costs only.

Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week including weekends and holidays as further specified herein.

4.3.3.8.1: Compensation for emergency callback services shall be included in the monthly lump sum price for procedures performed during the Regular Working Hours of the Regular Working Days of the elevator trade.

4.3.3.8.2: If overtime services are requested for Group A units, the Owner shall pay for the bonus (overtime) portion of such hours only.

4.3.3.8.3: All callback services shall be invoiced monthly and presented at the same time as the normal monthly maintenance billing. The monthly callback billing, if any and the monthly maintenance billing shall be submitted as a package with an itemized statement for each service rendered using the hourly rates specified in the pricing spreadsheet as periodically adjusted by the terms of this contract.

4.3.3.9: Subsequent Equipment Modernizations/Alterations/Upgrades-Group A Units Only

Comprehensive Full Systematic service and repair coverage shall be included under the terms of this Agreement when equipment and/or component systems represented herein are modernized, modified, or upgraded by the Contractor. If new maintenance pricing is included as part of an Owner specified modernization, modification or upgrading project, such pricing shall supersede and become a part of this Agreement.

Changes in equipment necessitating continuing full comprehensive maintenance coverage may be initiated by the Owner under a separate, voluntary, extra cost upgrading agreement with or without the Contractor’s permission or direct authorization and involvement before the work is performed.

All non-elective changes or modifications necessitated due to obsolescence, parts unavailability, or the Contractor’s inability to maintain these systems in accordance with the Contract specifications shall be fully covered under this Agreement regardless of application, method, or cost assignment for the life of the Contract.

4.3.4: Contractor Installed Maintenance and Diagnostic Aids

The Contractor may install Maintenance and Diagnostic Aids provided the installed equipment does not interfere with the safety and operation of the maintained equipment and is installed according to all applicable building code requirements. All required permit fees shall be paid by the Contractor.

The Contractor assumes all liability related to any equipment installed under this Section including patent and software copyright infringement liabilities. The Contractor may remove equipment installed under this Section at any time, subject to the requirements of the Contract and must verify the integrity of the original design and operation when the equipment is removed.

4.3.5: Spare Parts

The Contractor shall maintain an inventory of spare parts at the site of the work for scheduled preventive maintenance procedures and common emergency callback service repairs. Such parts shall include, but are not limited to, contacts, coils, solid-state boards, relays, resistors, timing devices, computer devices, interlock safety switch and linkage parts, bottom guides, door closers, fuses, bulbs, guides, and an assortment of hardware.

Major electronic and mechanical assemblies routinely considered by the industry to be replaceable units shall be available for emergency shipment from the maintaining company or their supplying vendor for receipt within twenty-four (24) hours.

All replacement parts shall be specifically designed for the equipment on which they are to be used. The awarded vendor shall utilize all replacement parts from the original equipment manufacturer (OEM) of the equipment, or from suppliers that can provide such original parts. Parts purchased from suppliers other than OEM are those which are regularly supplied to the original manufacturer and are approved by the original equipment manufacturer for use in their systems. In the event the awarded vendor requires non-OEM replacement parts, the awarded vendor shall first submit a list of such parts to the District Facilities Maintenance Supervisor or designated representative to obtain a written approval. If use of non-OEM parts is approved, such parts shall be equal to or better than OEM parts and shall be completely compatible with the existing system in function and performance.

Under no circumstance shall any working parts or components from properly functioning elevator systems be removed and installed for any purpose in any elevator unit that is not operating properly. This method of troubleshooting is unacceptable and shall not be permitted under all circumstances.

4.3.5.1: Group B Units Only

The Department acknowledges that vendors utilize thousands of parts that may vary between suppliers and manufacturers depending on the individual repair needs for each repair event.

Therefore, all parts vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all parts utilized in the performance of this contract plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendors actual cost for a part includes the following:

• The vendor’s acquisition cost from the manufacturer or supplier

• The shipping cost charged by the manufacturer or supplier to get the part to the vendor’s location

• The shipping cost incurred by the vendor to direct ship the part to the ODOT location

For ALL parts, the vendor shall include with its invoice the vendors’ original invoice and the Department will pay for the part including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%. If the vendor had acquired in the parts in bulk or through a prior purchase and had the parts in stock and an invoice is not readily available, the vendor should use its best estimate for the value of the part plus the vendor specified markup not to exceed 15%.

All invoices and charges are subject to ODOT audit at any time.

4.3.6: Component Obsolescence-Group A Units Only

For this contractual contingency, Component Obsolescence shall be defined as the inability to purchase and/or otherwise repair parts of the system no longer produced by the original equipment manufacturer or a third-party after-market supplier. Obsolescence shall not be allowed when replacement parts, components or assemblies of equivalent design and functionality are readily available in the market.

In the event equipment and/or a component part thereof, as covered under this agreement, cannot be replaced on a direct exchange basis, or repaired using readily available components and labor, the condition shall be reported to the Owner designee with the following information:

• Alternative equipment or component parts renewal options for restoration of the system due to obsolescence.

• Procurement and installation time for restoration of system service.

• Any Local Law or safety code requirements that will be triggered by the alternative equipment or component renewal (i.e., including filing, tests, and approvals).

4.3.6.1: Payment for obsolescent work shall be based on the extra cost to the contractor only. Labor costs over and above the time necessary for standard equipment and component renewal or repair procedures.

• A contractual hourly rate schedule as provided in the pricing spreadsheet shall be used to compute the extraordinary labor charge if applicable.

• Actual material extra cost to the contractor minus the value of the standard component replacement cost plus a maximum of five percent (5%) mark-up on the cost variance only.

• At Owner's option, a lump sum extra cost price may be employed in lieu of time and material as indicated above.

After the Owners authorization to proceed with an alternative obsolescence repair and approval of the relative extra cost, if any, the contractor shall immediately perform such work and restore operating services.

4.3.6.2: The Owner shall retain the right to competitively bid obsolescence repairs and replacements;

and, such work as performed by another qualified contractor shall not diminish or otherwise alter the coverage provided under this agreement subject to the following:

• The maintenance contractor has the right to inspect work performed by others; and, when conditions warrant, reject obsolescent procedures that increase their contractual liability.

• Should the contractor reject an obsolescence repair by others, the contractor and the owner shall cooperatively commission a qualified third party Proposer to evaluate work and render a decision regarding the acceptability of the prevailing conditions. Fees associated with securing a qualified third party Proposer shall be equally divided by the owner and the contractor.

4.3.7: Removal of Equipment from Service

If any equipment or system component must be removed from service during normal work hours, the awarded vendor’s technician must coordinate the removal from service with the District Facilities Maintenance Supervisor or designated representative. The contractor’s technician shall post signage on the unit and isolate the power supply to the equipment with their own lockout/tagout device in accordance with OSHA standard 1910.147.

4.3.8: Sign In and Sign Out

Vendor personnel must sign in upon arrival at the Facility and must sign out upon departing. It shall be the responsibility of the Vendor to coordinate with the District Facilities Maintenance Supervisor or designated representative on a procedure for the Vendor’s maintenance personnel to follow when entering or leaving the District facilities. The Vendor’s personnel shall leave a copy of the detailed work/service ticket with the District Facilities Maintenance Supervisor or designated representative which identifies repairs or maintenance performed for the visit.

4.4: Exceptions/Deviations

Proposers shall specify requests for any exceptions/deviations from the terms and conditions of this Request for Proposal. Any exceptions or deviations taken must contain sufficient amplification and justification to permit evaluation. Descriptions of no more than one-half page of each exception and deviation, if any, shall be consolidated in the appropriate section of the proposal.

4.4.1: An exception to specific items or provisions of this Request for Proposal implies that the Proposer cannot or does not intend to meet the requirements of that item or provision. An alternative to that item or provision shall be included in the proposal and the impact, if any, of the exception shall be reflected in proposal pricing considerations. Proposers are advised that their proposals may be rejected as nonresponsive upon consideration of the exceptions taken.

4.4.2: A deviation from a specific item or provision in this Request for Proposal is a suggested change that, in the Proposer’s opinion, would enhance its ability to perform the work and/or would provide a benefit to ODOT. Each proposed deviation shall be noted in the appropriate section of the proposal and shall adequately and concisely describe its advantages and/or reasons for proposal.

4.5: Performance, Guarantees, and Penalties

4.5.1: Items Common to Group A and Group B Units

4.5.1.1: Contractual Requirement Guarantee

The Owner may have the Contractor’s work and system performance checked by a qualified third party to ensure the Contractor is performing in accordance with this Contract. If the Owner or the qualified third party determines that the contractual requirements are not being maintained, the Owner may retain the monthly payment to the Contractor until the Owner or the qualified third party verifies that the work performance is back to standard. The Contractor shall pay re-inspection costs incurred by the Owner for a qualified third party by deduction from the monthly maintenance fees. If two (2) consecutive inspections by the Owner or the Proposer (Two [2] consecutive inspections within one [1] year but more than sixty [60] days apart) indicate that the contractual requirements are not being maintained, the Owner has the right to immediately cancel the Contract or to pursue any other available remedy. If the qualified third party determines the Contractor is performing in accordance with the contract, the costs associated with the qualified third party shall be wholly borne by the Owner.

4.5.1.2: Minimum Hour Guarantee

Contractor’s failure to provide the specified Monthly Minimum Hours for routine preventative maintenance on an averaged quarterly basis shall result in the Contractor paying monetary damages by providing a refund to the Owner for the unexpended hours at the “Straight Time Rate Hourly Selling Price” or overtime rate, if appropriate, for Maintenance Mechanics listed in Attachment 1. The amount to be refunded shall be deducted from the monthly maintenance fee in the month(s) following the quarterly date of the Contract or refunded by check at the option of the Owner. The amount shall be determined as part of the periodic reports required in Section 4.3.3.4. If the Contractor fails to provide the required Monthly Minimum Hours for routine preventative maintenance on an averaged quarterly basis for three (3) consecutive quarters, the Owner has the right to immediately cancel the Contract or to pursue any other available remedy.

4.5.1.3: Entrapment Callback Response Time Guarantee

The contractor’s failure to comply with the callback entrapment response times contained in Section 3.3.7.1 will result in the callback, including any premium time charges, travel time and travel expense being provided at no cost to the Owner. This applies to all entrapment callbacks regardless of their billability under the terms of the Contract.

4.5.1.4: Reliability Guarantee

The Contractor shall correct any system or individual malfunction that requires the removal of a unit from normal operating service within forty-eight (48) hours (48 hours in this Paragraph means within two (2) full Regular Working Days of the elevator trade) of the failure.

• If the unit is not returned to service within the specified time allotment, the Contractor shall adjust the subsequent monthly maintenance charge, as monetary damages, for the unit based on an amount equal to twenty-five percent (25%) of the total monthly unit price for each twenty-four (24) hour period, or portion of such period, that the unit is out of service from the original date of system malfunction.

• If any system or individual malfunction results in multiple units, in the same bank of elevators, being removed from normal operation for twenty-four (24) hours or more, the above referenced damages will start at the end of the first twenty-four hour (24) period and be accessed at an amount equal to twenty-five percent (25%) of the total monthly unit price, for each unit, for each twenty-four hour period or majority portion of such period, that multiple units are out of service from the original date of system malfunction.

• Contractor shall not be assessed damages for pre-approved and scheduled maintenance repairs, tests or other conditions necessitating unscheduled major work procedures, resulting from a cause excluded by any other provision of this Agreement, or repairs to items not covered under this Agreement.

• The Owner has the right to immediately cancel this Contract if the Contractor fails to meet the provisions of this Section three (3) times during any three-year period. Failure to meet the provisions of this Section are understood to have occurred if the Contractor was obligated to reduce the monthly maintenance fee regardless if that reduction actually occurred.

Only one (1) elevator is allowed to be out of service for routine maintenance at any time in any bank of units. If an elevator is out of service for routine maintenance and another elevator malfunctions, the elevator that is out for routine service shall be restored to normal operation, if the other unit remains out of service, at no additional cost to the Owner.

4.5.1.5: Reporting Guarantees

4.5.1.5.1: Quarterly Reporting

Failure to provide quarterly reports within the time frame specified in Section 4.3.3.4. will result in an automatic reduction of the Contract price of 10% for a three (3) month period as monetary damages. Monetary damages will be cumulative quarter to quarter. If the quarterly reporting requirements are missed for two (2) consecutive quarterly periods, the Owner has the option to immediately cancel the Contract or to pursue any other available remedy.

4.5.1.5.2: Efficiency and Maintenance Survey Inspection Reporting

Failure to provide Efficiency and Maintenance Survey Inspection Reports within the time frame specified in Section 4.3.3.6 will result in an automatic reduction of the Contract price of 10% for a one (1) year period as monetary damages. Monetary damages will be cumulative year to year. If the yearly reporting requirements are missed for two (2) consecutive periods, the Owner has the option to immediately cancel the Contract or to pursue any other available remedy.

4.5.1.6: Testing Guarantee

4.5.1.6.1: Traction Elevators

Traction Elevators – Failure to complete the code required annual no-load and/or five year full load safety test(s) within thirty (30) calendar days prior to the scheduled due date listed on the Ohio Department of Commerce web page will result in an automatic reduction of the monthly contract price of 50% for each thirty day period the test(s) are overdue.