8-Addendum 1 Responses to Questions from Proposers H25-25-046 Elevator Maintenance.pdf

Addendum #1 RFP H25-25-046 Elevator Maintenance

Vendor Questions CCH Response

What is the required manufacturer warranty that must be submitted with the proposal? There are multiple manufacturers and most of the equipment is no longer under warranty.

Will need to evaluate exisiting warranty on equipment. Vendor will need to provide warranty on parts and equipment furnished by them.

The current equipment is at various different states of disrepair. Is Cook County responsible for the cost of replacement parts under this contract?

Yes, we will be adding a OOS line item for those repairs. Additionally, we are in the process of completing elevator modernization project for

Stroger.

What is the division of responsibility for parts/labor for repairs and/or major repairs that exceed the contracted staffing?

Contractor should have the bandwith to take on additional project caused by major repairs. All work will have to get quoted and approved by CCH.

What is the division of responsibility for parts/labor for repairs and/or major repairs that exceed the contracted staffing?

Duplicate

5 Tests are included but are 3rd party inspection witness fees paid by CCH if required?

CCH is responsible for all AIC fees. Vendor will be responsible for all project work permit fees.

4.2 States if replacement parts are not replaced in

3 days, the Contractor will be held responsible for the costs should CCH need to obtain another vendor. While common parts are not an issue, vintage or parts for obsolete equipment may not be readily available or available for stock. In addition, large items like cables, machines and motors are not stockable items and usually take more than 3 days to receive. Can CCH elaborate on the circumstances that warrant an elevator to be out of service for more than 3 days without penalty, as it is impossible for any contractor to stock all parts and equipment for every elevator in this bid.

Please disregard the following in section 4.2:

The vendor will have three (3) business days to replace the rejected maintenance and/or replacement parts. If the rejected maintenance and/or replacement parts are not replaced within three (3) business days, the Contractor will be held responsible for any additional costs should CCH need to obtain the maintenance and/or replacement parts from another vendor.

4.2 requires 2 mechanics Mon through Friday for CCH Main Campus. Are you requiring two full time mechanics at 40 hours per week for each mechanic for a total of 80 hours per week at a minimum? Are both mechanics to only work on the main campus or are the required mechanics able to help on another campus if needed? Are both mechanics to work the same hours per shift or staggered shifts?

If staggered, what is the ideal staffing situation for CCH? Is a helper able to be used instead of two mechanics?

CCh is requiring two mechanics 40 hours per week, staggered to cover 6a-4p. The mechanics will also support the Provident hospital and ACHN Clinics. The shift will be staggered. Only qualified mechanics to work on the contract.

CCH is requiring vendors to have the bandwith to take on large project work with additional staff so that we do not interfere with our regular coverage. Or have the abiltiy to deploy additional support whenever necessary to avoid lenghty down-time.

4.2 Provident requires 2 mechanics on Mondays

and Fridays. Are both mechanics to work 8 hours on both Mondays and Fridays for a total of 16 hours per week? Are the required mechanics able to help on another campus if needed? Are both mechanics to work the same hours per shift or staggered shifts? If staggered, what is the ideal staffing situation for CCH?

The two mechanics will work the the Provident Hospital and support any ACHN clinic if needed. Two mechanics for 8 hours each. Total of 16. We have P1 and P2 elevators recently upgraded.

4.3 states the contractor shall provide a copy of the manufacturer’s warranty with their bid. This is only pertinent for new equipment. Our suppliers/manufacturers all have different warranty language and conditions. We did not install the equipment, therefore it would not be possible to provide this for the bid. Please remove this requirement.

Contractor will only warranty parts, labor, and materials installed by such themselves.

Proposers will not be resposbible for submitting warranties for equipment not installed by them.

4.5 Average response time: 30 minutes Can you

please qualify this performance indicator as to where and when this applies to since some of the suburban work sites are not heavily used/staffed compared to say the Main Campus.

This is intended to be during regular busisnes hours while on-site. 15 minute on-site response required for outages and entrapments. 2 hours after hours or emergency repairs.

5.3 states the guideline should not be so rigid as to not stifle the creativity of any Proposer’s response.

Can you please elaborate if CCH is looking for additional bids besides the requirement?

We are doing an RFP open to the public. If the vendor would like to also propose a different service model for this scope of work, that would be considered.

12 5.2.6 Can the MBE participation be DBE instead of MBE? No

5.2.14 states to provide a a breakdown of all costs associated with their telehealth services proposal including set up fees, per use fees, etc? It appears some of the information in this bid may be for a different service and should be clarified to make sure we meet the requirements.

Please disregard the reference to telehealth.

The bid form includes a field for “Estimate of unscheduled maintenance costs over 3 years”. Is CCH looking for unscheduled maintenance costs or is CCH looking for an estimate of all costs not included in this contract such as repairs on overtime or costs not due to normal wear and tear such as water damage.

All costs not included in regular scheduled inspections, maintenance and certification.

We do not see an actual specification for what is included and not included for the actual service part of this RFP and it appears to be missing in entirety as we have downloaded all documents . We do not see service hours, whether parts and service call are chargeable or included, and what is expected of the contractor to include and not include?

Vendors to quote a list of stock items to be included in the proposal. Door operators, call buttons, relays, contactors, etc. Any large device to be quoted separately.

16 Is there a scope of services so bidders are bidding the same scope of work?

Scope of services is section 4, list of elevators is attachment A

17 What are regular business hours at each facility?

Hospitals are 24/7 and clinics M-F 7:00 to 5:00- Services for the hospitals under this scope is from 6:00am to 4:00PM and clinics 7:00am to

5:00PM

18 Are parts billable or included? Parts are billable after approval via quote.

19 How many hours of maintenance per elevator per month is CCH requesting? The amount required to maintain certification.

20 Are service calls billable? Repairs? Billable under Unscheduled Maintenance 21 Is travel time billable? No

22 Is obsolete equipment excluded from repairs and replacement? No

What is the process and stance on misuse and vandalism such as elevator doors being knocked off by carts?

None

24 What is the current staffing level at CCH? Will not be provided

25 How many mechanics are assigned and what are the hours of each mechanic or helper? Will not be provided

26 Are there any assigned mechanics working after normal business hours? Will not be provided

27 what is the approximate start date of this contract? May 2026

We do not see the past bid for this job. We would like to review and refer back to the previous contract. Can you please make it accessible?

No

On the walkthroughs, there are existing repairs that have not been done, including a complete tear-out needed for the elevator left out of service in Forest Park. Will all existing repairs, violations, and inspection items be completed before this contract starts? What is the timeline to complete the pre-existing deficiencies?

The pre-exisitng conditions repairs will be paid by CCH or CCh will ask for proposal from exisitng contractor to do the repairs. Once the elevator project is completed we will reset the clock on the equipment.

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