7692 Updated Quick Start User Guide Elevator Maintenance and Repair 6.13.24.docx

Quick Start User GuiQuick Start User Guide State of Wisconsin Department of Corrections

Elevator Maintenance and Repair Services at select DOC facilities statewide

410014-M20-CKS7692-RFB-00

RFB #CKS-7692

Contract Term: Two years with option to extend for three additional years. (1.3)

Scope (1.2) This contract provides on-site maintenance, repair and testing services for various elevators at select DOC facilities statewide.

Schedule (5.1.3) The Contractor shall examine elevators, document test results and work completed. Maintenance tasks are to be performed Monthly (M), Semi Annual (SA), Quarterly (Q) or Annually (A) and provide specific services as outlined in Attachment A.

Service Levels (5) Complete Service (CS) (5.1): Complete Service includes all labor and materials necessary to perform preventive maintenance work or to repair, reset, adjust or replace any components which fail to perform properly in the course of normal elevator use (except for specifically excluded components). Complete Service includes all required tests, including annual tests and five year load test. Please see Section 5.1.1 for exclusions.

Lube Service (LUBE) (5.1.2): Lube Service includes all of the tasks required to exam, clean and lubricate elevators to meet the manufacturer’s recommendations.

Other Service (5.4): Other Service includes repairs or other requested services resulting from misuse, fire, theft, water, Act of God or repairs not covered under Complete Service or Lube Service specifications.

Service Requirements (5) The Contractor must notify facility management upon arrival for all elevator related maintenance and repair services. The Contractor must notify facility management of elevator repair status upon completion of visit and may be required to go thru a checkout procedure.

The Contractor must obtain prior authorization before taking an elevator out of service for repairs or testing.

The Contractor cannot leave any elevator inoperable at the end of a shift or service visit without prior approval from facility management.

The Contractor should note in the log book; the date and time of visit, time spent on site, maintenance performed (including parts replaced) overtime hours and any deficiency or deficiencies corrected. The log book should be kept in the elevator room. Entries must include the name of the technician (printed legibly) who performed the work. Electronic reports of service shall be emailed to the B & G Superintendent (or designee).

The Contractor must have access to all replacement parts for generators, drive motors, drives and gearless machines available for replacement within 48 hours, at no additional cost to the facility.

The Contractor must honor, at a minimum, the manufacturer’s standard warranty on items and/or parts purchased for use under this contract.

The Contractor must have covered telephone service 24 hours per day, 7 days per week, 365 days a year to receive service calls from facilities.

Callback Service (5.9) Callback service is requested when an elevator is down or has problems that need immediate attention (as determined by the facility). The type of Callback Service required is selected by the facility and is outlined in Attachment A. Definitions of each service type are listed below:

Business Hours (BH) Callback Service: The Contractor is required to respond to Emergency Callbacks between the hours of 7:00 a.m. and 3:00 p.m., Monday thru Friday excluding State holidays, at no additional charge to the Agency. The Contractor is to be on site the same business day or the next business day that the request for service has been received.

24HR Callback Service: The Contractor is required to respond to Emergency Callbacks around the clock, seven days a week including weekends and holidays at no additional charge to the facility. The Contractor is to be on site within one hour after the request for service has been received.

No Callback Service: If neither the BH nor 24HR callback services are selected, the facility will be required to contact the Contractor to schedule service for equipment. The Contractor will provide service as the Contractor’s schedule permits during regular service hours (7:00 a.m. – 3:00 p.m. M-F).

Hours of Work Regular Hours: 7:00 a.m. to 3:00 p.m., Monday – Friday except for Holidays.

Overtime Hours: 3:00 p.m. to 7:00 a.m. Monday-Friday and all hours on Saturday, Sunday.

Holiday Hours State of Wisconsin recognized holidays only.

Hours of work are calculated from the time when the Contractor arrives at the facility until the time the work is completed and the Contractor leaves the facility (actual time spent on site/no travel time).

Rates (please see Complete Price List on VendorNet)

Monthly Maintenance Charge

· The Monthly Maintenance Charge covers all “Complete Service” and “Lube Service” at your facility.

· The Monthly Maintenance Charge should only be paid after service is performed, on a Monthly, Semi Monthly, Quarterly or Annual basis.

Hourly Rates

· Only paid for “Other Service” work that has been pre-approved and completed.

Overtime Hourly Rates

· Only paid for “Other Service” work that has been pre-approved and completed during Overtime Hours.

Holiday Hourly Rate

· Only paid for “Other Service” work that has been pre-approved and completed on recognized holidays.

Invoices (7) All invoices for Maintenance Services (Complete Service or Lube Service) must be itemized showing:

· Contractor name

· Remit to address

· Purchase order number

· Sales receipt

· Date of order/release

· Elevator Service Location (street address, facility name, city, etc.)

· Regulated ID number of serviced elevators

· Purpose of visit / Complete description of repair

· Prices for Preventive Planned Monthly Elevator Maintenance per Contract (Maintenance Only)

· Date & Time of service; day/month/year

· Technician performing service work

All invoices for Other Service must be itemized to include all of the info required for Maintenance Services in addition to the following:

· Number of hours onsite (travel time not allowed)

· Contract hourly rate

· Complete item description including catalog, model and/or stock number(s)

· Itemized Parts costs (if applicable) with copy of purchase invoice as identified per the Contract.

· Designated facility representative that requested service work.

Contract Manager:

Alice Salli, Procurement Specialist Senior Wisconsin Department of Corrections 3099 E. Washington Ave.

PO Box 7925 Madison, WI 53707

(608) 240-5573 AliceF.salli@wisconsin.gov

Contract Administrator:

Bonnie Hudziak-Oldenburg, Correctional Management Services Director Milwaukee Secure Detention Facility Bonnie.HudziakOldenburg@wisconsin.gov

Purchasing Help Desk:

(608) 240-5571 DOCPurchasingHelpDesk@wi.gov