QUESTIONS and ANSWERS.pdf

QUESTIONS

1. Can you provide detailed specifications for the frequency and exact scope of each PM task (e.g., weekly, monthly, annually)?

Contractor shall comply with frequency and scope of PMs as detailed in Appendix N ASME A17.1/CSA B44, Safety Code for Elevators and Escalators (2010)

2. Are there specific brands or models for the replacement parts and components that must be used, or can equivalents be provided?

Only parts incidental to PM service are included in the SOW. They must be make/model recommended by the elevator OEM. All other parts needed to fix problems found with elevator that are planned as part of the PM will be purchased by the facility and installed using hours from the service contract SOW.

3. What are the access protocols for technicians, especially for after-hours and emergency services? Are there specific security clearances required?

They will need an escort from a facilities technician that has passed background checks.

There are power plant staff here 24-7 and facilities staff escorts can be given overtime for planned events.

4. How will coordination with fire alarm contractors be managed? Is there a preferred contact or protocol for scheduling?

The project COR (Douglas Barber) will schedule both parties when necessary.

5. Is the 2-hour response time for emergencies based on initial contact or arrival on-site?

Time between our call to the elevator company and them being onsite. What are the penalties for delayed responses, if any? Penalty is a poor review on annual evaluation and possibly termination for breach of contract if egregious and/or persistent.

6. What is the process for getting repair parts approved if they are purchased separately through an alternate procurement method?

Contractor/sub-contractor would give PIMC a quote for the parts that must include CC transaction fee (PIMC is sales tax exempt for parts, tax exempt letter can be provided if needed). If the quote is under our micro purchase limit we will purchase using a credit card. This is done SEPARATELY from the contract and directly with the contractor/sub contractor providing the part quote. This process is quick and takes a few days and does not need to be competitively bid. If the quote is over our micro purchase limit it needs to go through a competitive bid process which can take a lot longer depending on the emergency status of the repair and the cost.

7. Can you provide the definitions for regular, emergency, and after-hours rates? Are there any specific time frames associated with each category?

Please see SOW "Contractor Responsibilities and Tasks 5-7. This seems to be a recurring concern. I am going to add a 4th category to the line item bid sheet for "emergency after hours calls" and distinguish it from emergency regular business hour calls.

1. 5) Contractor shall provide up to 25 of non-emergency service visit hours per year during regular business hours. Non-Emergency calls are defined as calls where there is at least 1 of the 4 elevators at the hospital working.

6)Contractor shall provide up to 15 emergency service hours defined as having no working elevators at the hospital. Contractor is required to respond within 2 hours of an emergency call.

7)Contractor shall provide up to 10 hours of after hours response.

8. Is monthly price should be provide ?

I don't understand this question. There is a line item for monthly PM so please submit your price for that service (elevator recall plus whatever is required by ASME A17.1 for monthly PM) and all monthly tasks required by ASME A17.1 and

8. Provide a monthly PM service to examine, lubricate, adjust, and when conditions warrant, to repair or replace the components of the traction elevator system listed below. Parts and components shall be purchased separately from this contract. This contract shall include the labor to PM and replace parts only.

a. Machines, Drives, Motors, Governors, Sheaves, Counterweights, Safety Mechanisms, Hoist Ropes, Relays, Motor Starters, Fuses, Transformers, Contacts, Circuit Boards, Limit Switches, Door Operators and Belts, Gibs, Door Closers and Door Protective Devices, Emergency Lighting, Car and Hall Position Indicators, Lobby Control Panels, fireman's service key switches. Re-lamping of signal fixtures is included during preventive maintenance visits per SOW

8. Are the specified service hours (25 non-emergency, 15 emergency, 10 after-hours) per elevator unit, or for all four units in total?

This is the total time for all 4 elevator cabs regardless which one or combination of them is not working. It may even be an issue in the penthouse or shaft that is not directly attributed to a specific elevator cab.

9. What are the defined "regular business hours" and "emergency service hours"? Could you please provide the specific time frames for each category?

Please see SOW "Contractor Responsibilities and Tasks 5-7 for definitions. regular business hours (RBH) can be agreed to upon time of award. RBH at the hospital are 8-5pm but they can be adjusted to match the contractors definition of RBH. Emergency hours are not defined by a specific time frame, it is when we lose access to all 4 of our elevator cabs at once. These calls could come during regular business hours or after hours. This seems to be a recurring concern. I am going to add a 4th category to the line item bid sheet for "emergency after hours calls" and distinguish it from emergency regular business hour calls.

Annual Safety Test and Five-Year Full Load Test:

10. It was mentioned that the annual safety test and five-year full load test would be performed during overtime. Will these hours be deducted from the specified service hours (25 non-emergency, 15 emergency, 10 after-hours), or will they be allocated separately? Additionally, has the specification been updated to reflect this change?

No, these are planned PMS and the after hours time needs to be accounted for in the line item for the PM.

11. Who is the incumbent and dollar value of contract?

KONE was the servicer up until 2020.The renovation project started in 2021 (Urban Elevator) and they serviced our elevators until 2023. We have used various vendors between then and now for minor issues and PMs.

The following question came up regarding hours: Are these hours per unit, or for all four units in total? Also, I’m not seeing what hours are “regular business” vs “emergency service” hours.

Hours are for all 4 cabs. Definitions are below. Emergency hours are not defined by a specific time frame, it is when we lose access to all 4 of our elevator cabs at once. These calls could come during regular business hours or after hours. This seems to be a recurring concern. I am going to add a 4th category to the line item bid sheet for "emergency after hours calls" and distinguish it from emergency regular business hour calls.

1) Contractor shall provide up to 25 of non-emergency service visit hours per year during regular business hours. Non-Emergency calls are defined as calls where there is at least 1 of the 4 elevators at the hospital working.

2) Contractor shall provide up to 15 emergency service hours defined as having no working elevators at the hospital. Contractor is required to respond within 2 hours of an emergency call.

3) Contractor shall provide up to 10 hours of after hours response.