7692 Elevator Maintenance RFB.doc

CKS-7692

Elevator Maintenance and Repair Services

REQUEST FOR BID

ELEVATOR MAINTENANCE

REPAIR SERVICES

CKS-7692

Issued: March 23, 2020 Responses Due: April 21, 2020

STATE OF WISCONSIN

REQUEST FOR BID (RFB) # CKS 7692

FOR: Elevator Maintenance and Repair Services

TABLE OF CONTENTS

DEFINITIONS

1.

INTRODUCTION, PURPOSE, AND SCOPE

2.

BID PROCEDURE AND INSTRUCTIONS

3.

BID ACCEPTANCE, REVIEW, AND AWARD

4.

GENERAL REQUIREMENTS

5.

TECHNICAL REQUIREMENTS

6.

PRICING

7.

TERMS AND CONDITIONS

8.

STANDARD AND SUPPLEMENTAL TERMS AND CONDITIONS

9.

REQUIRED FORMS AND ATTACHMENTS

STATE OF WISCONSIN TERMS AND CONDITIONS

ATTACHMENTS

Attachment A – Service Hours, Locations, Contacts

Attachment B –Cost Report, Locations, Contacts

Attachment C- Bidder Checklist

DEFINITIONS: The following definitions are used throughout this Request for Bid document.

Bidder:

Vendor submitting a bid in response to this Request for Bid Callback Service:

“Callback Service” or “Callbacks” refers to when a facility calls for services in addition to of the regular maintenance service. There are two levels of Callback Service:

· Business Hours - 7:00 a.m. to 5:00 p.m., Monday thru Friday, non-holidays. The service will be set up by appointment, and the vendor is required to provide service by the following business day.

· 24 HR - The vendor is required to be on-site within one hour after the request for service has been received 24/7/365.

Complete Service (CS):

Complete Service refers to service as defined in Section 5.1 Contract:

The written agreement between a successful bidder(s) and DOC, pursuant to this RFB Contract Administrator:

DOC program area staff member(s) responsible for monitoring the resulting contract for compliance; serves as the primary contact person for this contract Contract Manager:

The DOC staff member responsible for 1) resolving issues that have escalated 2) processing all official actions under the contract including but not limited to: amendments, renewals, cure letters, extensions, and terminations Contractor(s):

Vendor awarded the Contract(s)

DOA:

Department of Administration has statutory authority [WI Stats. Chapter 16] to define, regulate and delegate all aspects of procurement of commodities and services for state agencies

DOC:

Department of Corrections, also referred to as “the Department” – headquartered at DOC Central Office, 3099 E Washington Ave., Madison, WI 53704

DVB:

Disabled Veteran-Owned Business

Elevator:

A conveyance as defined by SPS 318.1002 and Section 101.9871 (1) (c) of the State Statutes and modified by SPS318.1004.

Facility:

Facility refers to the building/location where the elevator(s) are located and elevator services are provided. Facilities may be referred to as “institutions” and/or “centers” throughout this RFB.

Lube Service (LUBE):

Lube Service means the specifications for examination, cleaning, and lubrication to provide a clean, safe, quiet and smooth operating elevator as defined in Section 5.1.

MBE:

Minority Business Enterprise

Offender:

Person under the custody or supervision of the Wisconsin Department of Corrections

Other Services:

Refers to services as defined in Section 5.4 Purchasing:

Department of Corrections’ Purchasing Services Section

RFB:

Request for Bid State:

State of Wisconsin

Vendor:

Firm submitting a bid in response to this RFB State Holidays:

The State of Wisconsin observes 9 Legal Holidays:

New Year’s Day

Martin Luther King Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas Eve Day

Christmas Day

New Year’s Eve Day

Must:

Requirement is mandatory

Shall:

Requirement is mandatory

Should:

Desirable but not mandatory

1. INTRODUCTION, PURPOSE, AND SCOPE

1.1. PURPOSE OF THIS REQUEST FOR BID

The Department of Corrections (DOC) requests bids for ongoing Elevator Maintenance Services. The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for Elevator Maintenance Services at the 19 locations listed in Attachment A. The Department of Corrections (DOC) intends to award a contract to provide on-site maintenance, repair, and testing services at each location.

Vendors do not need to submit bids for all locations, only locations for which they are interested in providing services. The DOC reserves the right to make a contingent (secondary) contract award to provide the appropriate services to each location included in this Request for Bid (RFB).

1.2. Scope of the Project

DOC currently has elevators located at its various institutions and facilities throughout the state. Attachment A - Facility Elevator Locations identifies the facility locations and the manufacturer, type, and use of the existing elevators.

Optional site visits will be available March 30th-April 10th, 2020. Bidders can schedule site visits by contacting the locations for which they wish to bid. The contact information is available on both Attachment A and Attachment B. If a vendor and a location cannot find a time for a site visit between the dates of March 30th – April 10th, 2020, locations may elect to schedule the visit at another mutually acceptable time.

The scope of this Bid does not include annual Elevator Inspection services required by the Wisconsin Department of Safety and Professional Services (DSPS), formally Department of Commerce.

Any contract(s) that result from this RFB will be statewide and may be used for convenience by DOC and other State agencies, Municipalities, and University of Wisconsin (UW) campuses.

1.3. CONTRACT TERM

The contract term will be for two years, with options to extend the contract for three additional one-year terms. Renewal(s) beyond the initial contract term will be executed automatically unless implementation of Section 1.7-Cancellation is necessary or the Contractor notifies the DOC of their desire for termination of the contract with at least one-hundred-twenty (120) days’ notice.

1.4. CHANGES TO THE CONTRACT

DOC reserves the right to change service levels, as needed, during the term of the contract. DOC will give the Contractor 30 days’ notice when a change is being requested, that will be communicated by email, with a copy to the Contract Manager.

During the term of this contract, if an elevator(s) is taken out of service, the service rate will be reduced to reflect the discontinued service of that elevator(s). If an elevator(s) is added to the location, the Contractor who is servicing the elevators at that location will submit a quote for the additional service. The priced quoted should be based on the price currently charged per elevator at that location. If the Contractor and DOC cannot agree upon a price for the additional elevator(s), DOC reserves the right to rebid services for that location.

1.5. Executed contract to constitute entire agreement

In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the bid of the successful bidder, and any additional terms agreed to, in writing, by DOC and the contractor shall become part of the contract. Failure of the successful bidder to accept these documents as a contractual agreement may result in a cancellation of award.

In the event of any conflicts or disputes between the parties about the meaning of any part of the contract, the following priority of documents will be used to resolve the conflict or dispute:

1. Official State of Wisconsin Purchase Order, including standard terms and conditions

2. Final Signed Contract including any attachments, amendments, and all terms and conditions

3. Bidder’s response as accepted by the State of Wisconsin

4. Request for Bid (including any amendments, exhibits and attachments)

Bidders should retain a copy of this RFB document and their response.

1.6. COOPERATIVE PURCHASING SERVICES

Commodities and services may be made available to Municipalities upon agreement of the Contractor. See Section 5 on form DOA-3832. Municipalities shall be able to obtain the commodities and services procured under the Contract at the same rates under the Contract. The Contractor shall be responsible for confirming the status of potential Municipalities.

1.7. CANCELLATION AND TERMINATION

1.7.1. TERMINATION FOR CONVENIENCE

DOC may terminate the Contract at any time, without cause and without penalty, by delivering thirty (30) days’ written notice to the Contractor.

The Contractor may terminate the Contract by providing one hundred and twenty (120) days’ written notice to DOC.

In the event of a termination for convenience, the Contractor shall be entitled to receive compensation for completed or partially completed services rendered under the Contract. Compensation for partially completed services shall be no more than the percentage of completion of the services rendered, (as determined solely by DOC), multiplied by the corresponding payment for completion of services as set forth in the Contract. Alternatively, at the sole discretion of DOC, the Contractor may be compensated for the actual service hours provided.

1.7.2. TERMINATION FOR CAUSE

If the Contractor breaches this Contract, the DOC shall provide the Contractor written notice of the breach and a time period (not less than 30 days) to cure. The notice of breach and opportunity to cure may be waived at DOC’s discretion for repeated breaches, and may result in immediate termination of the Contract.

The Contractor may terminate this Contract, with cause, by notifying DOC in writing within thirty (30) days after the Contractor becomes aware of the DOC’s alleged noncompliance to the contract. The notice shall include a complete description of the noncompliance. If the DOC does not, within forty-five (45) days after its receipt of the Contractor’s notice, either (1) effect a cure or (2) develop and diligently proceed with a plan to cure the noncompliance, then the Contractor may terminate the Contract by providing DOC written notice ninety (90) days in advance of the intended date of termination.

1.7.3. CONTRACT CANCELLATION

1.7.3.1. DOC reserves the right to cancel this Contract, in whole or in part without penalty, and without notice, if the Contractor:

a) Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;

b) Makes an assignment for the benefit of creditors;

c) Fails to provide the RFB Procurement Manager with a Certificate of Insurance, consistent with the requirements in RFB, prior to commencing Contract services. DOC may cancel the award and make another award and/or offer the Contract to the secondary awarded bidder.

d) Fails to maintain and keep in force all required insurance, permits, and licenses as provided in this Contract;

e) Fails to maintain the confidentiality of the DOC’s information that is considered to be Confidential Information;

f) Performs in a manner that threatens the health or safety of a State employee, offender, client, citizen, or customer

1.7.3.2. DOC reserves the right to cancel this Contract, in whole or in part without penalty, with 30 days’ written notice, if the Contractor:

a) Fails to follow the sales and use tax certification requirements of s. 77.66 of the WI Statutes;

b) Incurs a delinquent WI tax liability;

c) Fails to submit a non-discrimination or affirmative action plan as required;

d) Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the WI Statutes (WI’s Fair Employment Law);

e) Becomes a state or federally debarred Contractor

1.8. ESUPPLIER registration

Registration on the State of Wisconsin eSupplier Portal for bidders (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER) is available free of charge to all businesses and organizations that wish to sell commodities and/or services to the State. By registering on the Wisconsin eSupplier Portal, a Bidder may register for a bidders list for any commodity and/or service the Bidder is interested in providing to the State. The Wisconsin eSupplier Portal for Bidders also provides automatic email notification each time DOC or another procuring State Agency posts a solicitation with an estimated value over $50,000 in their designated commodity and/or service area(s). Only registered Bidders with a valid email address at the time a solicitation is posted via Wisconsin eSupplier Portal will receive email notifications of amendments. Bidders who obtain the solicitation from a third party, through the State of Wisconsin Public Notices website, VendorNet website, or by any other means assume responsibility for checking the Wisconsin eSupplier Portal for updates to the solicitation.

1.9. CONTRACT EVALUATION

Should the DOC find that the performance standards are not met and are not being maintained, DOC may notify the Contractor of such Contract performance failure. Failure to cure the contract deficiencies may result in notification of termination in according to Section 1.7.

2. BID PROCEDURES AND INSTRUCTIONS

2.1. REASONABLE ACCOMMODATIONS

The DOC will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If accommodations at a bid opening/vendor conference are needed, contact Cynda Solberg at 608-240-5581 or email Cynda.Solberg@wisconsin.gov .

2.2. BID SUBMITTAL

Bidders may submit their bid responses via the eSupplier Portal, the mail, or by hand delivery. The bid responses must be received through one of these methods no later than April 21, 2020 3:00 PM CST. Bids received after that time and date will be rejected.

eSupplier Portal Submittal:

Vendors electing to submit bids submitted via the eSupplier Portal shall follow the instructions given in the eSupplier Portal system. Failure to properly submit all required documents by the due date and time will result in rejection of the bid response.

Mailed or hand delivered bids shall be clearly marked, packaged, sealed, and submitted to:

USPS ADDRESS

COMMON CARRIER ADDRESS

Cynda Solberg/ BFAS Director

Cynda Solberg/BFAS Director Department of Corrections

Department of Corrections PO Box 7991 3099 East Washington Ave

Madison, WI 53707-7991 Madison, WI 53704-4338

Mailed or hand delivered bids shall include:

· One hard copy of the bid response clearly marked with:

· The proposer’s name and address

· Request for Bid Title: Elevator Maintenance Service

· Request for Bid Number: CKS-7692

· Bid Due Date: April 21, 2020 3:00 PM

· An electronic copy (on a USB thumb drive or flash drive) of the bid response, including all attachments.

· Note: The electronic copies must exactly match the hard copies.

2.3. CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid (RFB) must be completed. In the event that DOC finds it necessary to change any of these dates and times, it will do so by issuing an amendment to this RFB.

DATE

EVENT

March 23, 2020

RFB posting date

March 30th – April 10th, 2020

Optional Site Visits April 3, 2020

Last day for submitting written questions

April 8, 2020

Mandatory Vendor Conference at MSDF 1:00-3:00pm CST or via conference call 1-877-810-9415, access code 4306138 April 10, 2020

Vendor Conference notes and questions responses posted (est.)

April 21, 2020

Bids due 3:00pm CST May 1, 2020

Intent to Award letter(s) issued (estimated)

May 18th- June 19th

Contract kickoff meetings (estimated) July 1, 2020

Anticipated Contract(s) start date

2.4. optional Site VisiTS Bidders may visit the DOC locations prior to submitting a bid(s). Bidders should contact the person(s) listed at the site(s) they wish to visit (see Attachment A- Contacts tab) to set up a date and time to visit during the period of March 30th- April 10th. Vendors should schedule at least 5 business days ahead of the date of the planned visit to allow adequate time for background checks to clear. If a Vendor and a location cannot arrange a time March 30th-April 10th, the site may arrange for an alternate time for a site visit, no later than April 20th, 2020. Vendors that are not familiar with the site(s) they are interested in bidding are highly encouraged to schedule a site visit.

2.5. MANDATORY VENDOR CONFERENCE

DOC will be holding a mandatory vendor conference at the Milwaukee Secure Detention Facility (MSDF) on April 8, 2020 at 1:00 CST. Vendors who are not able to attend in person may attend via a conference call line at 1-877-810-9415, access code 4306138. Please note that due to CoVID-19, DOC may only allow attendance via the conference call option.

Vendors planning on attending in person should contact Phil Harkleroad at Phil.Harkleroad@wisconsin.gov no later than 5 business days prior to the conference. Vendors planning on attending by conference call should contact Cynda Solberg at DOCProcurementManager@wisconsin.gov no later than April 7, 2020. Attendance will be taken at the conference, and any vendor that is not represented in person or by conference call will not be allowed to submit a bid. Notes from the vendor conference will be published, but it is highly recommended that vendor’s take their own notes for reference.

2.6. FORMAT OF BID

Responses to this RFB must comply with the following format requirements.

2.6.1. COST SHEET(S) (ATTACHMENT B)

Bidders must fully complete the attached itemized cost sheet(s). One cost sheet must be submitted for each location being bid. All costs to furnish the services must be included, in accordance with the terms and conditions of this RFB.

Bidders should only submit bids for the location(s) for which they are willing to provide services. If a bidder submits a bid for a location, the bid must be for all elevators at that location, bids for anything other than all elevators in a location will not be accepted.

Vendors bidding on more than one location shall submit separate cost sheets, one cost sheet for each location that is being bid on. For example, if you are bidding on five locations, then five separate cost sheets shall be submitted with your bid response.

2.6.2. SIGNED BIDDER REQUIRED FORM, Form DOA-3832

Include the completed and signed DOA-3832 form, including Section 7, Bidder Certifications. By signing the form in Section 8, the Bidder is stipulating that their bid submitted is predicated upon the terms and conditions of this RFB and any amendment(s) thereof. Bids submitted in response to this RFB must be signed by the person in the Vendor’s organization responsible for the pricing decision or by a person who is an authorized agent.

The link to Form DOA-3832 includes:

· Section 1: Bidder Information

· Section 2: Bidder Contacts

· Section 3: Bidder References

· Section 4: Designation of Confidential and Proprietary Information

· Section 5: Bidder Agreement: Wisconsin’s Cooperative Purchasing Service

· Section 6: Bidder Identification

· Section 7: Bidder Certifications

· Section 8: Bidder Signature

2.6.3. BIDDER CHECKLIST, ATTACHMENT C

Bidders must complete the Bidders Checklist, Attachment C. This form must be completed by marking all check boxes and signing the bottom of the form. By marking these boxes you are acknowledging compliance with these items. Omission of any of these items may be cause for rejection of your bid. Failure by a bidder to meet any specific requirement or question shall be the basis for elimination from consideration.

2.7. State of Wisconsin Terms and ConditionS

The standard (DOA-3054) and supplemental (DOA-3681) terms and conditions shall govern this RFB and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's bid. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of DOC to do so.

2.8. INCURRING COSTS

DOC is not liable for any cost incurred by a vendor in the process of responding to this RFB.

2.9. COMMUNICATIONS, CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT

All communication and/or questions regarding this RFB must be made by email, refer to RFB # CKS-7692 and be directed to the Procurement Manager, Cynda Solberg at DOCProcurementManager@wisconsin.gov .

Bidders are expected to raise questions, exceptions, or additions concerning the RFB document by April 3, 2020. If at any time prior to the bid due date, a Bidder discovers a significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify the Procurement Manager to request modification or clarification of the RFB document.

In the event it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions, including addendums and amendments, they will be posted on (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER ).

All contact or communication with any employee or officer of the State of WI concerning this RFB, except through Purchasing Services Section and directed to the Procurement Manager, DOCProcurementManager@wisconsin.gov, is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another state employee or officer as circumstances may dictate.

Prospective Bidders who hold a current Contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of that current Contract(s) only.

Violation of the communication conditions in this section may be considered sufficient cause for rejection of a bid, irrespective of any other considerations.

3. BID ACCEPTANCE, REVIEW, AND AWARD

3.1. BID OPENING

Bids will be opened on the due date and time indicated on the RFB Cover Sheet and Calendar of Events in Section 2.3. The bid opening will be conducted via conference call at 1-877-810-9415, access code 4306138. Upon request, DOC shall provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with a disability. If accommodations are needed for a public bid opening, please contact: Cynda Solberg at 608-240-5581 or via email DOCProcurementManager@wisconsin.gov .

3.2. BID ACCEPTANCE

Bids which do not comply with instructions, or are unable to comply with specifications contained in this RFB, may be rejected by DOC. DOC retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of DOC. DOC shall be the sole judge as to compliance with the instructions contained in this RFB.

3.3. BID REVIEW

Bids will be reviewed by the DOC Procurement Manager and program managers to verify that the specified requirements have been met. Prior to award, DOC may consider results of past awards to the bidder by the State of WI.

Failure to meet a mandatory requirement shall disqualify the bid. However, if no bidder is able to comply with a given specification, condition of bid, or provide a specific item, DOC reserves the right to delete that specification, condition of bid, or item.

3.4. METHOD OF AWARD

An award shall be made to the responsive, responsible bidder that provides the lowest Total Price for each location listed on Attachment A. The awards will be made by individual location.

DOC may also make a contingent (secondary) award to the second lowest responsive, responsible bidder for each location. The purpose of the contingent (secondary) award is that if the awarded vendor is unable to fulfil the term of the contract, DOC may award the remaining term of the contract to the contingent awarded vendor.

Bidders must complete a Cost Sheet (Attachment C) for each location for which they want to bid. The cost sheet must contain the following:

· The Vendor (bidder) Name

· The Location being bid (choose from the drop down menu); refer to the location key for a list of locations (tab 2 of Attachment C)

· The Monthly Service Charge, based on the Service Type and Service Intervals listed on Attachment A and per the specifications of this RFB

· The Additional Service Hours- Business Hour Rate Unit Cost

· Input the units requested for additional service hours for the location (per Attachment A)

· If bidding on MSDF or RYOCF, input the Additional Service Hours-After Hours Rate Unit Cost; indicate the units requested (per Attachment A)

· The spreadsheet will automatically calculate the totals, do not change any formulas

· Fill out the name and contact information of the person filling out Attachment C-Cost Sheet

3.5. CONTRACT KICK-OFF MEETINGS

Following the award of the contract(s), a meeting will be scheduled at each site with the awarded vendor. This meeting will occur prior to the start of the new contract. The purpose of this meeting is to allow the DOC staff at the location and the Contractor an opportunity to discuss the contract services, maintenance schedule, terms of the contract, and any other topics relevant to the delivery of services under this contract.

3.6. MINORITY BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the Procuring Agency.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

3.7. DISABLED VETERAN-OWNED BUSINESSES

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

3.8. NOTIFICATION OF INTENT TO AWARD

All vendors that respond to this RFB will be notified by email of DOC’s intent to award the contract(s).

3.9. PROTEST AND APPEALS PROCESS

The appeals procedure applies to only those RFBs for services that are over $50,000. Notice of intent to protest and protests must be made in writing. Protesters should make their protests as specific as possible and shall identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

The written notice of intent to protest the Intent to Award a Contract must be filed with:

KEVIN A. CARR, SECRETARY

DEPARTMENT OF CORRECTIONS

PO BOX 7925

MADISON WI 53707-7925

And be received in the office above within five (5) days after the notice of intent to award is issued. The written protest must be received in the office above within ten (10) days after the notice of intent to award is issued.

Copies of the notice of intent to protest and the written protest should be sent to the DOC Purchasing Director (at the same address.)

The decision of the DOC Secretary may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency, and provided the appeal alleges a violation of statute or a provision of a Wisconsin Administrative Code.

JOEL BRENNAN, SECRETARY

WISCONSIN DEPARTMENT OF ADMINISTRATION

PO BOX 7864

MADISON, WI 53703-7864

A copy of the Appeal should also be filed with Kevin A. Carr, Secretary of Department of Corrections.

4.

GENERAL REQUIREMENTS

4.1. VENDOR EXPERIENCE AND QUALIFICATIONS:

The Bidder shall currently be in the business of providing elevator maintenance, testing, and repair services. The Bidder must have all required local, state, and federal licenses and permits to operate a business to provide maintenance and repair services for elevators in the State of Wisconsin; which must all be in place by the time of the contract award.

· Bidder shall submit documentation supporting the requirements of this Section; including copies of all applicable licenses and permits.

4.2. STAFF QUALIFICATIONS, EXPERIENCE AND TRAINING

The Bidder shall have adequate staff with the required skills, licensing, and certifications to ensure the requirements of the Contract are met with quality services.

· Upon the intent to award notice, the awarded Bidder(s) shall submit copies of all required licenses and certifications for staff working on elevators to the B & G Superintendent (or designee) of the location(s) being service. During the life of the contract, any new staff must submit copies of the required licenses and certifications prior to working on DOC elevators. Failure to submit the proper documentation by the time service is required may result in rescinding of the award of the contract.

4.3. REQUIRED FORMS

The Contract is responsible for providing all required elevator inspection forms for work completed under this contract. DOC reserves the right to approve the forms to be used by the Contractor. These forms will be filed in the elevator machine room for each respective elevator.

4.4. INABILITY TO FULFIL CONTRACT

If the Contractor is not able to fulfil any of the terms of this Contract, DOC reserves the right to contact another vendor to fulfil the service requirements of this Contract. The Contractor may be responsible for additional costs incurred by DOC. DOC also reserves the right to contact another vendor in the Contractor cannot respond to an emergency situation in a manner considered timely by DOC.

4.5. REPLACEMENT OR REPAIR OF PARTS

The Contractor shall immediately notify the B & G Superintendent (or designee) when any parts or components within the elevator system may require repair, modification or replacement. Failure to report deficiencies that result in damage/costs to DOC may be charged back to the Contractor.

5. TECHNICAL SPECIFICATIONS

5.1. COMPLETE SERVICE (CS) REQUIREMENTS

5.1.1. General Service Requirements

The Contractor shall be responsible for providing services, parts, materials, labor, supplies, tools and equipment to complete the following:

1. Maintain the elevators and associated equipment in a safe, clean, quiet, and smooth-riding condition

2. Maintain elevator monitoring systems

3. Perform elevator examinations at the intervals listed on Attachment A

4. Perform all inspections and maintenance operations required by law and/or code

5. Ensure door operation, landing accuracy, and rated speed compliance

6. Complete all repairs and corrections required by the annual inspection report by the deadline date(s).

7. Regular maintenance must be performed during business hours and by scheduled appointment, unless otherwise arranged with DOC. If “After Hours” service is requested by the DOC, services shall be billed at the rates established in the Contract.

8. Complete Service includes all services, equipment, and supplies necessary to maintain the proper function of the elevator system. The following are to be maintained by Contractor (this list is not all inclusive):

a. Driving machines

b. Controller parts and boards

c. PI (position indicator), call lights and car lights

d. Fans and car parts, including sill cleaning and guide replacement

e. Batteries for emergency lighting and alarms, battery lowering, board memory and Uninterrupted Power Sources.

f. Cleaning of hoist-way walls and ceiling, door hangers, rollers, track, sills, car tops, machine rooms, pits other associated areas or equipment.

g. Parts and motors related to door operation

h. Push buttons and key switches

i. Hoist belts and cables (travelling and hoisting)

j. Maintain an accurate log book of service calls and callbacks

k. Lubrication (grease and oil)- Refer to Section 5.1.2

9. Core items will be included in the cost of the service. Core items include the following, but is not limited to items such as: light bulbs, switches, push buttons, lubrication, belts, etc.

10. The Contractor shall perform the Firefighters Emergency Operation test, per the local and state codes, for each applicable elevator

11. The Contractor will immediately notify DOC of any parts that need repair or replacement. (see exclusion 4 below)

Exclusions to Complete Service (CS) include:

1. Repairing, refinishing, or replacing of: cab enclosures, cab floors, cab door panels, hoist-way door panels, frames and sills, hydraulic cylinders, main power disconnect switches, and the feeder to controller

2. Installation of any new attachments or features

3. Costs associated with damage from fire, theft, water, vandalism, owner caused damage, or an act of God (anything that is not normal wear and tear).

4. The costs associated with needed repair or replacement of parts are not covered under the Complete Service requirements of this Contract, and are therefore billable.

The awarded Contractor must be willing to provide quotes for and complete the part repairs or replacements, as requested and authorized by DOC. When a repair or replacement is needed, the Contractor will submit a quote to the B & G Superintendent (or designee), per the following guidelines:

a. Labor to be billed at an hourly rate not to exceed the Contracted rates

b. Parts not to exceed a markup of 10% ( Contractor’s parts invoice must be attached to invoice sent to DOC)

c. Repairs over $5,000 will require DOC to get a minimum of two more quotes

d. For repairs under $5,000, DOC may get quotes from other vendors

e. If it is cost prohibitive or not feasible to get additional quotes for repairs over $5,000, DOC reserves the right to use the maintenance waiver process and authorize the repair with the Contractor.

5. Any costs not included as part of the monthly service must be pre-authorized prior to the service being completed or parts ordered.

6. Warranty: The Contractor must honor (at a minimum), the manufacturer’s standard warranty on items and/or parts purchased for services under this Contract.

5.1.2. Lubrication Service Requirements

The following are requirements for the furnishing of examination, cleaning, and lubrication services, as listed on Attachment A.

a. Provide all cleaning materials and lubricants to meet the manufacturer’s recommendation.

b. At the prescribed time intervals, examine, adjust, clean and lubricate the following parts (list is not all inclusive):

· safety devices and features

· copper and carbon contacts

· contact springs, brushes, door and gate contacts

· governor sheaves

· governor

· solid state components

· hall buttons

· signals

· brake

· controller

· pump

· valves

· door operators

· door gibs and rollers

· door interlocks

· leveling devices and cams

· guide rails

· rail brackets

· guide shoes

· roller guides

· ledges

· door sills

· door closers

· door hangers

· machine components

· oil return systems

· elevator pit

· gland packing

· selectors and components

· deflector or idler sheaves

· compensating assemblies

5.1.3. Complete Service (CS) and Lubrication Service (lube) schedule

Monthly Services:

· Ride each car; check operation of car and hoist-way doors. Check acceleration; deceleration, floor stops, leveling, and brake action; make required corrections

· Inspect and wipe clean all motors, machines, and generators

· Inspect controllers, selectors and governors

· Clean and adjust all controller contacts and renew worn contacts and/or shunts as necessary; check sequence operation

· Wipe clean all motor, generator, and exciter commutators; clean and check brushes and brush holders; renew or reset brushes

· Clean direction and accelerating switches

· Inspect brake operations; check shoe to brake pulley clearance and adjust as required for proper operation; clean pulley as necessary

· Clean machine room and hoist-way pit; deliver any keys or other property recovered from the pit to the designated contact person at the location

· Check floors for missing indicator plates, arrows, buttons, or other parts and replace as necessary

· Replace or repair all non-functional lamps

· Inspect door monitoring equipment and safety edge units

· Clean door sills

· Perform and record Firefighters Emergency Operation as required by local and state codes

· Inspect and record oil usage levels for hydraulic elevators

Quarterly Services (begin the 1st month of the contract); in addition to regular Monthly Service

· Clean and inspect equipment in hoist-way

· Inspect working parts of all governors for free operation; clean and lubricate as necessary

· Check contacts, shaft, bushings, and rubbing surfaces for cleanliness and wear

· Inspect, clean, lubricate adjust or replace all door operating equipment, including motor brushes, commutator, belts or chains, contacts, drive vanes and locks

· Examine all wire ropes and fastenings, check and adjust rope tension

· Examine traveling cables for wear and position

· Examine counterweight; tighten all loose bolts

· Clean and lubricate automatic slow down and stopping switches on top of cars and in hoist-way

· Check car position indicators for proper operation, repair as necessary

· Inspect and clean car guides; notify the Buildings and Grounds Superintendent (or designee) of worn and cracked parts that need replacement

· Check, clean, repair, or replace car fan motors for proper operation

· Blow-out and vacuum clean controller; motors and motor generator sets

· Check, repair, or replace the oil return system

· Inspect and maintain any equipment located in a remote area (such as a rooftop enclosure); record the services in a log posted at the remote location as well as in the log book kept in the elevator machine room

Semi - Annual Services (starting the 1st month of the contract); in addition to regular Monthly and Quarterly Services

· Check for proper run-by and make adjustments as required by code

· Check bearings for proper operations and wear

· Examine machine gear teeth for cutting or noise

· While riding on top of cars, check the condition and operation of door locking equipment

· Perform electrical test of door interlock circuits

· Examine door locks and door closer equipment; clean door channels

· Examine car and counterweight guide shoe and fastening

· Renew gibs or rollers as necessary; lubricate sliding guide shoes

· Remove car station cover, blow out; clean switches and buttons

· Monitor oil level in reservoir for hydraulic elevators; note date and amount of any oil added in machine room maintenance record

Annual Services (August); in addition to regular Monthly, Quarterly, and Semi - Annual Services

· Examine, clean (with proper solution), and repair as necessary, commutator, brushes, and brush holders of all small control motors and regulators

· Thoroughly examine and clean starter and control panels; check each contactor and relay by hand for wear, cleanliness, proper adjustment; clean, adjust, repair or replace, as necessary

· Check, clean, and adjust operation of slow down and limit switches

· Examine, clean, and adjust all moving parts of governor and safety for free operation

· Examine, clean and add oil to buffers, as necessary; perform "hand test" of plunger return.

· Drain machine gear oil; seal any oil leaks; examine gear teeth, refill with fresh oil

· Overhaul machine brake, including disassembly, cleaning, replacement of worn components, re-assembly and re-adjustment

· Provide full-load governor and safety test per the State Elevator Code

· Clean and lubricate hoist-way door hangers, track, and door arms

· Examine car and counterweight wire hoist ropes and governor ropes for wear and condition; re-rope as necessary

· Clean rails, hatch walls, car top, pit, overhead sheaves and beams; check brackets and bolts for tightness

· Perform a complete systems check of all logic features and/or programs as determined by DOC

· Test emergency power operations in accordance with ANSI A 17.1 safety code for Elevators and Escalators; coordinate test date and time with DOC

· Test automatic dialing communication systems/emergency phones in elevator cars and maintain, repair, or replace as originally installed. Emergency phones shall be configured to work with the phone system at the individual locations to notify Security.

· Inspect and test all elevators as per ANSI A 17.2 and SPS 318

· Inspect equipment for rust and corrosion; clean and paint rusted equipment

5.2. Elevator Performance STANDARDS

The following shall be completed whenever elevator service, maintenance, or an inspection has been performed on an elevator.

5.2.1. Door Performance

In evaluating door performance, complete door opening and closing times shall be used. In addition, a determination that the doors open smoothly and close smoothly without slamming is required. Door closing pressures shall be maintained in conformance to existing codes. Photo electric door controls and other door reopen devices shall be maintained to operate as originally installed.

5.2.2. Landing Performance

Landing accuracy shall be plus or minus 1/2 inch, regardless of number of passengers, up to rated capacity.

5.2.3. Rated Speed Performance

The Contractor shall maintain rated speed of elevators within plus or minus 10%.

5.3. EXAMINATIONS AND TESTS

The Contractor shall provide all required examination forms to be used to ensure compliance with specifications, in accordance with current standards and regulations. These forms shall be filed in the elevator machine room for each respective elevator at the completion of service.

Tests:

· For Complete Service (CS):

All tests required by the Wisconsin Administrative Code SPS 318 and ASME A17.1 and A17.2, including five year load test, shall be performed.

· For Lubrication Service (LUBE):

· All tests required by the Wisconsin Administrative Code SPS 318 and ASME A17.1 and A17.2, shall be performed

· If oil buffers are installed, the Contractor shall perform routine tests as prescribed by ASME A17.2.1, Section 5.3, and the 5-year test as prescribed by A17.2.1, Section 5.3.2 (b), and certify acceptance as required by A17.2.1, Section 5.3.3. Contractor shall provide written verification to the DOC that the tests were completed and that the elevator passed.

· Maintain elevators in condition that they will pass the required annual inspections necessary to obtain current “permit to operate” certifications

· The Contractor will send copies of all completed test reports shall be sent to the B & G Superintendent (or designee) within 2 business days, and prior to submitting an invoice.

5.4. OTHER SERVICE REQUIREMENTS

The following sections describe requirements of the Contractor for work performed under the Contract that are not a part of the Complete Services, and are billed separately from the Complete Services. The Contractor shall be paid for these services at the hourly rates established by the Contractor's bid. Any necessary parts, materials, and equipment rental will be billed at a rate not to exceed a 10% markup, as verified by copies of the Contractor’s invoice(s).

1. Repairing, resetting, adjusting or replacing elevator components or associated equipment necessary resulting from misuse, vandalism, fire, water, theft, or an Act of God

2. Upon DOC request, be present at specific times to ensure proper operation of elevators during planned or unplanned events (examples: power outage, construction projects, etc.)

3. Any other Elevator Services that is not a part of “Complete Service”

4. If any wiring changes are made by Contractor, updated wiring diagrams must be provided to the B & G Superintendent (or designee), prior to submitting an invoice for service

5.5. EXAMINATIONS, NOTIFICATIONS AND INSPECTIONS

5.5.1. When any parts or components within the elevator system may require repair, modification, or replacement, or when any condition requires the attention of the Contracting Agency; the Contractor will notify the Buildings and Grounds Superintendent (or designee) immediately.

5.5.2. Should a failure to/in the elevator system occur because the Contractor did not notify DOC, the Contractor shall be responsible for all costs incurred by DOC to return the elevator to original safe operating condition.

5.5.3. DOC shall have the option to Contract with another vendor for service to an elevator if awarded Contractor is unable to repair the elevator in mutually agreed upon time frame.

5.5.4. Inspections: If the level of the Contractor’s performance is questioned by the DOC, a third party vendor hired by DOC may be called in to inspect and to verify possible negligence and/or contract non-compliance on the part of the Contractor. If the alleged negligence/non-compliance is verified, the costs of such inspection and corrective action will be the responsibility of the Contractor.

5.5.5. The Wisconsin Department of Safety and Professional Services (DSPS), formerly Department of Commerce, requires annual inspections of all elevators in the State of Wisconsin, which is separate and excluded from this solicitation.

5.6. SAFETY/REGULATIONS COMPLIANCE

The Contractor must at all times operate in a safe and legal manner in accordance with all applicable local, state, and federal regulations pertaining to elevator maintenance and repair. When applicable, the bidder must provide warning devices and signs, which shall be prominently displayed and be in full compliance with applicable laws, rules, regulations, and standards.

5.7. SHUTDOWN NOTIFICATION:

The Contractor shall not at any time take an elevator out of service for repairs or testing without first obtaining proper prior authorization to do so from the B & G Superintendent (or designee). Unless otherwise directed by the B & G Superintendent (or designee), the Contractor will not take more than one elevator out of service at a given time.

5.8. SCHEDULING/DELIVERIES/DEBRIS

DOC will not be responsible for any materials received or accepted on behalf of Contractor. All debris produced during the maintenance and repair of contract elevators must be removed from State property and properly disposed of by Contractor. All maintenance visits shall be scheduled at least 5 business days in advance, per the institution/center policies and procedures.

5.9. CALLBACK SERVICE:

Callback Service will be requested when an elevator needs service per the following:

Business Hour Callback Service requires Contractor to respond to requests for service (callbacks) between the hours of 7:00 a.m. and 5:00 p.m., Monday thru Friday, non-holidays. The vendor is to be on site for service by the following business day.

24HR Callback Service requires the Contractor to be on-site for service within one hour of receiving the call for service, regardless of the day/time the call was received. This coverage is 24/7/365.

5.10. TOOLS, MATERIALS, PARTS

5.10.1. The Contractor shall maintain a supply of common replacement parts, materials, and supplies on-site to keep elevators in proper operating condition and to ensure minimum shutdown for repairs. The replacement parts may be stored in Contractor-provided metal cabinets or on Contractor-provided shelves (as approved by the DOC); details to be agreed upon at the contract kickoff meeting.

5.10.2. If the Contractor needs parts, materials, or supplies that are not available on-site, the Contractor will not be allowed to charge for the time it takes to obtain the needed parts, materials, or supplies.

5.10.3. The Contractor shall provide all required cleaning materials as well as necessary lubricants (that meet the lubricant specifications) as recommended by the equipment manufacturer.

5.10.4. The Contractor shall provide SDS (Safety Data Sheet) to the B & G Superintendent (or designee) for each applicable substance being used within the facility location as defined by GHS (The Globally Harmonized System of Classification and Labelling of Chemicals), as administered by OSHA (U.S. Occupational Safety & Health Administration).

5.11. COMMUNICATION/ RESPONSE

The Contractor must have a method for receiving service requests at any time. Response time will be governed by the use of “Business Hour” or “24 Hour” contracted rates, as established by this RFB. Upon contract award, the DOC institution/center and the Contractor will finalize a procedure for requesting service.

5.12. LOG BOOK/RECORDS

5.12.1. The Contractor must supply and keep an examination log book in the elevator equipment room.

5.12.2. The examination log book must…