Amendment 3.docx

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Attached to
VERTICAL TRANSPORTATION MAINTENANCE
Solicitation number
5400026929
Issued by
Richland County, Columbia City, South Carolina

About this file

This document is Amendment 3 to a Request for Proposal (RFP) issued by the State of South Carolina, Department of Administration, for a 5-year Vertical Transportation Maintenance Contract. The RFP seeks proposals for a complete preventative maintenance and repair program for elevators and escalators across various state government buildings in Columbia, South Carolina. The RFP provides detailed equipment inventory information, including equipment type, speed, capacity, and manufacturer, and requires offerors to provide a monthly price per unit. Key dates include a revised pre-bid conference on June 27, 2024, a revised proposal due date of August 9, 2024, and a projected award date of October 24, 2024. The contract term is 5 years.

The RFP outlines specific requirements for periodic inspections, testing, and maintenance of the equipment, with the state arranging and paying for the annual inspections independently. The state will allow repairs to boards and materials if replacements are not available, but any required upgrades will be bid out separately. The RFP also addresses procedures for handling obsolete parts, service callbacks, and responsibilities for pre-existing conditions. Preferences and the ability to claim in-state status are addressed, but no incumbent contractor is identified. The state anticipates spending approximately $35,851 per month on the current contract and an additional $80,000 to $120,000 annually on non-covered repairs and upgrades.

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Amendment 1.docx DOCX document
Amendment 2.docx DOCX document
Amendment 3.docx DOCX document
Attachment A revised.docx DOCX document
Attachment C.xlsx XLSX spreadsheet
Solicitation Document.docx DOCX document
Attachment C Revision #2.xlsx XLSX spreadsheet
Attachment C revised.xlsx XLSX spreadsheet
Amendment 1.docx DOCX document
Amendment 2.docx DOCX document
Attachment A revised.docx DOCX document
Attachment C revised.xlsx XLSX spreadsheet
Attachment C Revision #2.xlsx XLSX spreadsheet
Attachment C.xlsx XLSX spreadsheet
Solicitation Document.docx DOCX document
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State of South Carolina

Request for Proposal

Amendment 3

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400026929 7/25/2024

KAYLA MIDDLETON

803-737-2609 kmiddleton@mmo.sc.gov SFAA, Div. of Procurement Services PO Box 101103 Columbia SC 29201-3734

DESCRIPTION: Vertical Transportation Maintenance

USING GOVERNMENTAL UNIT: Department of Administration

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 8/5/2024 8/9/2024 11:00: AM ET (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 6/21/2024 6/28/2024 12:00 PM ET (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: One (1) Online Submission, One (1) Technical, One (1) Business Proposal, One (1) Redacted Technical & Business Proposal

Initial here if NO redacted copy is necessary __________

CONFERENCE TYPE: Pre-Bid Conference

DATE & TIME: 6/20/2024 6/27/2024 @ 10:00 AM (ET)

If you’d like to attend email the Procurement Officer for instructions no later than 6/19/2024 6/26/2024 by 5:00 PM ET.

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Online via Microsoft Teams

AWARD & AMENDMENTS
Award will be posted on 10/24/2024. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of sixty (60) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

__________________________________________________ Area Code - Number - Extension Facsimile

__________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date
Amendment No.
Amendment Issue Date

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

10 Calendar Days (%)
20 Calendar Days (%)
30 Calendar Days (%)
_____Calendar Days (%)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)] Preferences do not apply.

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)). Preferences do not apply.

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

Highlighted text is added to the original provision. Stricken text is deleted.

SERVICE INFORMATION

Contractor will make available web-based access to Owner to allow owner to see data concerning equipment service calls and entrapment calls. The information should be available within 1 business day of the call and should include: time of call, building, equipment identification, fault, resolution and notes. At the end of the contract term, Contractor shall either: (i) continue to make web-based data regarding Owner's equipment or servicing provided by Contractor to Owner's equipment available to Owner; or (ii) provide all information to Owner in a searchable electronic format.

PERIODIC INSPECTIONS AND TESTING

Contractor shall perform periodic tests on all equipment. The last date of testing is identified on equipment.

Category 1 Periodic Tests shall be performed on an annual basis. Contractor shall, at intervals of no longer than one (1) year from the last Category 1 Periodic Test date, perform the Category 1 Periodic Testing of the elevator and escalator equipment in conformance with the requirements detailed in ASME A17.1 Safety Code for Elevators and Escalators. Category 1 Periodic Tests shall follow the procedures set forth in the ASME A17.1 Safety Code for Elevators and Escalators and ASME A17.2 Inspectors Guide.

Category 5 Periodic Tests shall be conducted on a five (5) year frequency. Contractor shall, at intervals of no longer than five (5) years from the last Category 5 Periodic Test date, perform the Category 5 Periodic Testing of the elevator and escalator equipment in conformance with the requirements detailed in ASME A17.1 Safety Code for Elevators and Escalators. Category 5 Periodic Tests shall follow the procedures set forth in the ASME A17.1 Safety Code for Elevators and Escalators and ASME A17.2 Inspectors Guide.

Periodic Inspections: Owner shall contract for annual inspection services and pay inspector fees independent of this Contract. Fees for re-inspection due to deficiencies discovered by inspector during this Contract period shall be the responsibility of Contractor and at Owner’s election, Owner may withhold the amount the re-inspection fees from its monthly payments due to Contractor. As part of the contract services, Contractor shall facilitate the Owner arranged (and paid for independently of this Contract) annual inspections by a certified elevator inspector. It still shall remains remain the responsibility of Contractor to schedule and coordinate with the designated third-party inspector for all periodic test and inspection requirements.

Contractor shall provide owner with at least two weeks advance notice of planned inspection services or other testing to allow owner to approve the proposed date and coordinate with building occupants.

All costs associated with Contractor’s efforts in facilitating performance of tests or operation of equipment required for periodic inspection and testing covered by this Contract is included in the Contract cost.

Contractor shall perform all currently adopted ASME A17.1 Safety Code for Elevators and Escalators equipment tests including all testing requirements detailed in A17.1 & A17.2 but not limited to, Normal and Final Terminal Stopping Devices Test, Power Operations of Door System Test, monthly Firefighters' Service operational tests; annual standby power operation tests on elevator (if provided), battery pack car emergency lighting, and five (5) year, full load, full speed, test of car and counterweight safeties, governors and buffers, etc. In the event of differing testing requirements between these requirements and local codes or ordinances, the more stringent requirement shall prevail.

Category 1 & 5 Periodic Test results shall be recorded on forms acceptable to Owner in conformance with the requirements detailed in A17.1 Safety Code for Elevators and Escalators. A metal tag with the applicable code requirement(s) and date(s) performed, and the name of the person or firm performing the test, shall be installed to be readily visible and securely attached to the controller of each unit for all periodic tests required by A17.1 Safety Code for Elevators and Escalators. All data shall be permanently affixed to the tag without the use of inked based markers.

Contractor shall affix approved metal tags approved by the South Carolina Department of Labor, Licensing and Regulation (“LLR”) to the tested devices, as required by applicable codes and statutes, clearly indicating the type of test, date of test, Contractor performing test, and applicable code rule. All data shall be permanently affixed to the tag without the use of inked based markers.

Contractor shall provide a written record kept on-site indicating the date or dates of routine examinations and required testing. This record must be provided and available for review by LLR, or its contractual designees. This record shall be turned over to Owner to be placed in the building files in conformance with the Location of Records section of this Contract.

IX. ATTACHMENTS TO SOLICITATION

Attachment A: Equipment Inventory (Revised) Attachment C: Price Proposal (Separate Excel Attachment in SCEIS) Revision #2

Attachment A - Revised

EQUIPMENT INVENTORY

Disclaimer: The Equipment data indicated in “Appendix A - Equipment Inventory”, including but not limited to; equipment identification numbers, capacities, speeds, number of stops and openings, step width and rise are strictly for reference only. The Elevator Contractor is responsible to field verify all data before submitting bid for the Vertical Transportation Maintenance 5 Year Agreement. Report any discrepancies found immediately to the Owner.

UNIT COST PER MONTH:

Provide monthly price per unit for labor, equipment, transportation, supervision, tools, administrative costs, materials, and any incidental cost necessary to perform all work specified in the Scope of Work.

Table 1 – Vertical Transportation Units Maintenance

BLDG
ADDRESS
EQUIP. ID NO
DESIGN TYPE
SPEED FPM
CAP.

LBS.

NO. FLOORS
CONTROL MNFR.
UNIT COST PER MONTH
Adjutant General
1 National Guard Rd.
1/Pass
Hydraulic
120
2000
3
Otis
Adjutant General
1 National Guard Rd.
2/Pass
Hydraulic
120
2000
3
Otis
Blatt
1105 Pendleton St.
1/Pass
Geared
350
3000
8
Dover / MCE
Blatt
1105 Pendleton St.
2/Pass
Geared
350
3000
8
Dover / MCE
Blatt
1105 Pendleton St.
3/Pass
Geared
350
3000
8
Dover / MCE
Blatt
1105' Pendleton St,
4/Pass
Geared
350
3000
8
Dover / MCE
Blatt
1105 Pendleton St.
5/DW
D. Waiter
25
400
5
Energy
Brown
1205 Pendleton St.
1/Pass
Geared
350
3500
8
Otis
Brown
1205 Pendleton St.
2/Pass
Geared
350
3500
8
Otis
Brown
1205 Pendleton St.
3/Pass
Geared
350
3500
8
Otis
Brown
1205 Pendleton St.
4/Pass
Geared
350
3500
8
Otis
Columbia Mills
301 Gervais St.
1/Pass
Hydraulic
125
2500
4
West / MCE
Columbia Mills
301 Gervais St.
2/Pass
Hydraulic
125
2500
4
West / MCE
Columbia Mills
301 Gervais St.
3/Ft
Hydraulic
100
5000
5
Esco
Columbia Mills Parking Garage
301 Gervais St.
1/Pass
Hydraulic
150
2500
2
Schindler
Columbia Mills Museum
301 Gervais St.
1/Pass
Hydraulic
125
3500
3
Westing House
Columbia Mills Museum
301 Gervais St.
2/Svc
Hydraulic
100
10000
4 w Rear
MCE
Columbia Mills Museum
301 Gervais St.
3/Frt
Hydraulic
50/75
12000
3 w Rear
Esco
Columbia Mills Museum
301 Gervais St.
4/HL
Hand. Lift
25
500
2 w Rear
Amer. Stair
Commission for the Blind
1430 Confederate Ave.
1/Pass
Hydraulic
125/150
2000
2
MCE
Commission for the Blind
1430 Confederate Ave.
2/Pass
Hydraulic
125/150
2000
3
MCE
Dennis
1000 Assembly St.
1/Pass
Geared
350
3000
7
Otis
Dennis
1000 Assembly St.
2/Pass
Geared
350
3000
7
Otis
Dennis
1000 Assembly St.
3/Pass
Geared
350
2000
7
Otis
Dennis
1000 Assembly St.
4/Pass
Geared
350
2000
7
Otis
Dennis
1000 Assembly St.
5/Pass
Geared
300
3000
7
Otis
DSS/Harden St
3150 Harden St Ext.
1/Pass
Hydraulic
135
2500
3
Dover
DSS/Harden St
3150 Harden St Ext.
2/Pass
Hydraulic
135
2500
3
Dover
DSS/North Tower
1535 Confederate Avenue
1/Pass
Gearless
250
3000
7
Otis
DSS/North Tower
1535 Confederate Avenue
2/Pass
Gearless
250
3000
6
Otis
DSS/North Tower
1535 Confederate Avenue
3/Pass
Gearless
250
3000
6
Otis
Hayne (DHEC LAB)
8231 Parklane Rd.
1/Pass
Hydraulic
125/150
2500
4
Dover
Hayne (DHEC LAB)
8231 Parklane Rd.
2/Frt
Geared
100
12000
4
MCE
Mills/Jarrett
2100 Bull St.
1/Pass
Hydraulic
125
2500
4
Dover
Mills/Jarrett
2100 Bull St.
2/Pass
Hydraulic
125
2500
4
Dover
Mills/Jarrett
2100 Bull St.
3/Pass
Hydraulic
125
2100
4
Dover
Assembly Street Parking Deck
1101 Assembly St.
1/Pass
Hydraulic
75
3500
8 w Rear
Esco
Gressette Collins
202 Arbor Lake Dr.
1/Pass
Hydraulic
150
2500
3
Westhouse
Gressette Collins
202 Arbor Lake Dr.
2/Pass
Hydraulic
150
2500
3
Westhouse
HR Senate Street
1401 Senate St.
1/Pass
Hydraulic
95
2100

Dover

Sims/Aycock
2600 Bull St.
1/Pass
Gearless
200
2500
4
Otis
Sims/Aycock
2600 Bull St.
2/Pass
Gearless
200
25000
4
Otis

Sims/Aycock

2600 Bull St.
3/Svc
Hydraulic
105
4000
3
Otis

Sims/Aycock

2600 Bull St.
4/Pass
Hydraulic
200
3000
4
MCE
Sims/Aycock
2600 Bull St.
5/Pass
Hydraulic
200
3000
4
MCE
State Library
1500 Senate St.
1/Pass
Hydraulic
ISO
1500
6
Dover / MCE
State Library
1500 Senate St.
2/Pass
Hydraulic
150
1500
5
Dover / MCE
State Library
1500 Senate St.
3/Pass
Hydraulic
IOO
1500
2
Dover / MCE
Sumter Street
1026 Sumter St.
1/Pass
Hydraulic
125
2500
3
Dover
Supreme Court
1231 Gervais St.
1/Pass
Hydraulic
150/200
2000
4
MCE
Supreme Court
1231 Gervais St.
2/Pass
Hydraulic
ISO/200
1500
4
MCE
Calhoun
120 Senate St.
1/Pass
Geared
350
2000
6
MCE
Calhoun
120 Senate St
2/Pass
Geared
350
2000
6
MCE
Calhoun
120 Senate St
3/Svc
Geared
200
4000
6
MCE
Gressette
1101 Pendleton St.
1/Pass
Geared
350
3000
9
Dover / MCE
Gressette
1101 Pendleton St.
2/Pass
Geared
350
3000
9
Dover / MCE
Gressette
1101 Pendleton St.
3/Pass
Geared
350
3000
9
Dover / MCE
Data Center
4430 Broad River Rd.
1/Pass
Hydraulic
100
3500
2
Schindler
Data Center
4430 Broad River Rd.
2/Pass
Hydraulic
100
4500
2
Schindler
Archives & History
8301 Parklane Rd.
1/Pass
Hydraulic
150
3500
3
Southeastern / MCE
Archives & History
8301 Parklane Rd.
2/Pass
Hydraulic
150
3500
3
Southeastern / MCE
Archives & History
8301 Parklane Rd.
3/Svc
Hydraulic
100
4000
3
Southeastern / MCE
Wade Hampton
1200 Senate St.
1/Pass
Gearless
500
2500
7
Otis / MCE
Wade Hampton
1200 Senate St.
2/Pass
Gearless
500
2500
7
Otis / MCE
Wade Hampton
1200 Senate St.
3/Svc
Gearless
350
2500
7
Otis / MCE
Governor‘s Mansion
800 Richland St.
1/Pass
Hydraulic
100
2100
3
Schindler
State House
1100 Gervais
1/Pass
Hydraulic
150
4000
3
Southeastern / MCE
State House
1100 Gervais
2/Pass
Hydraulic
150
400
4
Southeastern / MCE
State House
1100 Gervais
3/Pass
Hydraulic
150
3500
2
Southeastern / MCE
State House
1100 Gervais
4/Pass
Hydraulic
150
300
4
Otis / MCE
State House
1100 Gervais
7H/L
Screw
10
750
2 w Rear
Porch-Lift / Access Ind.
State House
1100 Gervais
Esc 1

(649676)

Escalator
-
-
2
Otis
State House
1100 Gervais
Esc 2

(649677)

Escalator
-
-
2
Otis

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

The following questions were received pursuant to the original date and time specified on the front of the solicitation.

1. What is the position of the owner regarding parts that are obsolete and no longer supported by the OEM?

State’s Response: See III. SCOPE OF WORK/SPECIFICATIONS, MATERIALS.

1. Will the owner allow repairs to boards and materials if a replacement is not available?

State’s Response: Yes, the owner will allow repairs to boards and materials if a replacement is not available.

1. Will the Owner give any upgrades required exclusively to the provider or will they be bid out as a separate project?

State’s Response: Required upgrades will be bid out as a separate bid.

1. “Special Requirements” Pg.17:

a. If the owner requires preventative maintenance to be scheduled on weekends, will this time be billed to the Department of Admin?

State’s Response: Routine and preventive maintenance for State House, Blatt and Gressette Buildings shall be performed on Mondays, Fridays, or weekends only, subject to advance scheduling with Owner. The Owner will attempt to minimize weekend scheduling of preventive maintenance. Monthly cost to be provided on Bid Schedule (Attachment C) shall be a Unit Cost per month regardless of which day preventive maintenance will be required to be provided for these three buildings.

1. “Elevator Failures /Entrapments” (Pg. 19) Are service callbacks requested after normal business hours to be billed to the Department of Admin? Or are these callbacks to be included in the contract price?

State’s Response: As set forth in III. SCOPE OF WORK/SPECIFICATIONS, Elevator Failures/Entrapments are included in the Monthly cost to be provided on Bid Schedule (Attachment C) unless the equipment failure or entrapment results from conditions beyond control of the Contractor, such as a power outage.

1. Will mechanics be given parking passes?

State’s Response: Mechanics will be allowed to park at each building or complex.

1. Are there any units scheduled for modernization over the next 24 months (about 2 years) after the start of the contract?

State’s Response: There are currently no approvals granted for elevator modernizations in the next 24 months, however, permanent improvement projects, such as elevator modernizations are regularly reviewed. If there is approval to move forward with the modernization of an elevator or elevator controls that are being serviced under this contract, if awarded, a change order, as appropriate will be issued.

1. At the contract’s start date, will there be any units not on the maintenance contract that are on the bidding schedule and if so, when will they come back onto the maintenance contract?

State’s Response: The equipment to be serviced and maintained under this Contract is specified in “Attachment A”, as amended, of this solicitation. Owner reserves the right to add or remove equipment as needed. If a unit is added or deleted, the price as then in effect on said individual unit(s) will be prorated over the remainder of the contract period and so added or subtracted from the contractual amount due under this Contract.

1. Was the requirement for walk-through at each location mandatory to be considered for award at that location?

State’s Response: Attendance at the site visit was not mandatory.

1. Are the any elevators within the Dept of Admin portfolio that are currently under warranty service due to modernization or any modernization projects that plan to be awarded prior to the commencement date of service?

State’s Response: See response to questions numbered 7 and 8 above.

1. “Minimum hours” On Page 19:

“A resident mechanic (“Resident Mechanic”) is qualified with minimum qualifications of an elevator Journeyman, able to respond independently to elevator failures, entrapments and service calls and assigned to the Owner’s properties in this Contract only. Resident Mechanics shall not respond to other Contractor obligations not covered by the scope of this Contract during Normal Working Hours. Resident Mechanics shall be supported by additional similarly skilled mechanics when on Resident Mechanics are on vacation or sick leave.”

Continued: Per this section and the requirement for two mechanics, if these mechanics cannot be used for large repairs or testing requirements, does that mean the winning bidder needs to have at least four mechanics readily available in the Columbia area within 30 miles to satisfy the requirement? If so, would you like the names and addresses of service mechanics that meet this requirement?

State’s Response: The Resident Mechanics will be able to perform any work required by this contract, including but not limited to the annual and 5-year testing on elevators and escalators. The following are listed as excluded from the complete preventative maintenance and repair program:

1. Car enclosures (including removable panels, door panels, car gates, plenum chambers, hung ceilings, light diffusers, handrails, mirrors, carpet and tile flooring).

2. Rail alignment, when affected by building compression or shifting.

3. Hoistway enclosures, hoistway gates, doors, frames, and sills, inserts and brackets, mainline disconnect switches, swing door hinges and closing devices, underground hydraulic jack cylinders including underground piping and fittings, plungers, exterior panels, shirt and deck panels, balustrades, wedge guards and smoke sensors.

Additionally, the Contractor will not be responsible for computer and microcomputer devices, such as terminal keyboards and display units that are not exclusively dedicated to the elevator system, telephones, electricity, intercoms, heat or smoke sensors or communications or safety signaling equipment not installed by the Contractor, or instructions or warnings in connection with use by passengers.

If there are any repairs that are needed to the items listed as excluded from the complete preventative maintenance and repair program, the Resident Mechanic(s) will not be allowed to perform that work.

1. Please explain what if any consequence is expected if an elevator or escalator needs a part to return to service and the part is literally not available in the market for an extended period, and the existing part cannot be repaired for an extended period or at all - is there a penalty when the contract makes all best efforts and cannot get a part quickly?

State’s Response: The Contractor shall be required to maintain a local supply of spare parts equal to or greater than the equipment manufacturer’s recommended list for normal maintenance and repair of the specified equipment. The owner may visit the local warehouse or satellite office to view equipment supply with one or more days’ prior notice.

Motor armatures, field coils and any other major component shall be delivered to the job site within two (2) days of known equipment failure.

Used parts or parts that are not equal to or better than original manufacturer’s parts are not acceptable as a permanent solution and shall not be used on the Owner’s equipment, however, with Owner’s consent, used parts may be installed to keep equipment in service until a modification may be completed.

See also Default (Jan 2006).

1. If a needed part of the same fit and function cannot be obtained, does the state consider such condition to indicate that the unit is obsolete?

State’s Response: See response to question number 1 above.

1. “Minor Vandalism”: can the State of South Carolina define a dollar value threshold for what constitutes major vs minor vandalism?

State’s Response: The Department of Administration considers any action involving deliberate destruction of or damage to property to be vandalism.

1. Can the State of South Carolina define a dollar threshold for when repairs outside the scope of the contract are put out for bid?

State’s Response: The Department of Administration may seek bids for any repairs that are outside the scope of the contract.

1. Is the State of South Carolina willing to offer the awarded contractor a pre-maintenance assessment period for the first 45 days of the contract to assess the elevators for existing deferred maintenance conditions for which the contractor will not be responsible?

State’s Response: See Section III. SCOPE OF WORK/SPECIFICATIONS, INSPECTION OF EQUIPMENT AND CONDITIONS AT JOB SITE

1. What is the monthly billing for contractual services and annual spend above them?

State’s Response: The current monthly billing for contractual services is approximately $35,851.00.

1. How many ROA and pit retrieval call backs in 2023?

State’s Response: There are five (5) retrievals (6) running on arrival.

1. Can you provide copies of the 2023 Abatement forms?

State’s Response: Yes, copies of the 2023 Abatement forms can be provided once an award has been finalized.

1. When will the 2024 Abatement be available?

State’s Response: Inspections were completed in January 2024.

1. Are there any elevators currently out of service for major repair?

State’s Response: There are currently no elevators out of service for major repair.

1. If any major repairs are found within the first 30 days, will the State of South Carolina pay for the repairs?

State’s Response: See response to question number 16 above.

1. How many modernizations have occurred since 2019 and who were the modernizations awarded to?

State’s Response: Since 2019, 21 elevators were modernized. Carolina Elevator modernized 11 elevators, Otis modernized 6 elevators, and Charter modernized four (4) elevators.

1. Does the State of South Carolina require the use of any kind of work order system by our mechanics, I.e. a portal that they have to log info into?

State’s Response: See revised Section III SCOPE OF WORK/SPECIFICATIONS, SERVICE INFORMATION.

1. The language regarding regular time and overtime service calls was not clear to us, are all overtime service requests billable regardless of reason if they are outside normal working hours?

State’s Response: Regarding regular time and overtime service calls, as set forth in the solicitation, the Contractor is to provide a unit cost per month which includes the entire Scope of Work/Specifications. Unless work is a result of Section III SCOPE OF WORK/SPECIFICATIONS Exclusions.

1. Is the intent to provide a schedule to the State of South Carolina of testing so that a state representative can supervise the testing if desired? What lead time is preferred on the testing schedule?

State’s Response: See revised language in Section III SCOPE OF WORK/SPECIFICATIONS, PERIODIC INSPECTIONS AND TESTING.

1. Per performance Levels will an outside group or agent be conducting review and testing.

State’s Response: See Section III SCOPE OF WORK/SPECIFICATIONS RIGHT TO INSPECT.

1. Are all safety testing, inspection, and violation corrected and completed at this time?

State’s Response: As of July 17, 2024, all required safety testing and inspections have been completed and any noted violations have been corrected and it is anticipated that any testing and/or inspections required before the date this contract begins will be completed.

1. Are the current maintenance records and MCP available for review for any bidding contractor?

State’s Response: The awarded Contractor will be able to review the current maintenance records and MCP for review within ten (10) business days of the effective date of this Contract.

1. Are there any proprietary elevator units or parts within this RFP?

State’s Response: Yes, during the 10-day period of inspection referenced in the response to question number 16 above, the Contractor may further determine proprietary elevator units and/or parts within this RFP.

1. Are all units free of rust and completely painted at this time? If not, will the awarded vendor be compensated to adhere to the RFP and remove all rust and repaint the equipment covered under this scope of work?

State’s Response: Yes, also see the response to question number 16 above.

1. Does the State of South Carolina define the hoistway or pit as confined space?

State’s Response: See Section VII. TERMS AND CONDITIONS—B. SPECIAL COMPLIANCE WITH LAWS (JAN 2006)

1. What amount of deduction have been enforced on any prior contract concerning the elevator covered in this RFP?

State’s Response: Approximately $4,000.00 was deducted for minimum maintenance non-performance.

1. What time frame will the awarded vendors receive to correct any deficiencies or unsatisfactory performance?

State’s Response: See response to question number 16 above.

1. Are the violations up to date?

State’s Response: All documented violations have been corrected to date.

1. Does every elevator have a thumb drive attached to the controller with backup software?

State’s Response: Every elevator does not have a thumb drive attached to the controller with backup software. Also see response to question number 16 above.

1. Does the State of South Carolina do any maintenance on elevators?

State’s Response: As set forth in III Scope of Work/Specifications, The Department of Administration is seeking “a complete preventative maintenance and repair program” from a vendor.

1. Who is the incumbent service provider?

State’s Response: The current Contract can be found at https://webprod.cio.sc.gov/SCSolicitationWeb/solicitationAttachment.do?solicitnumber=5400017846.

1. How much has the State of South Carolina spent on items not covered under the current contract in the last 12 months? How about the last 24 months? (i.e. non-covered repairs, upgrades, open order, etc) State’s Response: Other than costs associated with elevator modernizations the Department of Administrations estimates that it has spent $80,000.00 in the last 12 months and $120,000.00 last 24 months on non-covered repairs.

1. How many callbacks has the State of South Carolina had in the last 12 months?

State’s Response: In the last 12 months the Department of Administration has had approximately callbacks as follows: 73 equipment, 4 emergency, 15 others, excluding callbacks related to elevators that were modernized during this time frame or not on the current vertical maintenance service agreement.

1. How many overtime callbacks has the State of South Carolina had in the last 12 months?

State’s Response: In the last 12 months the Department of Administration has had approximately 5 overtime callbacks excluding callbacks related to elevators that were modernized during this time frame or not on the current vertical maintenance service agreement.

1. Can you provide a list of when the last 5-year tests were completed on each of the elevators?

State’s Response: No, the agency cannot provide a list of when the last 5-year tests were completed on each elevator, but during the 10-day period of inspection referenced in the response to question number 16 above, the Contractor may further determine when the last 5-year tests were completed on each of the elevators.

1. If a repair or modernization is needed, what is the monetary threshold before it goes out to bid?

State’s Response: All modernizations go out for bid. Also see response to question number 15 above.

1. Who will be responsible for any pre-maintenance repairs?

State’s Response: See response to question number 16 above.

1. Will the awarded vendor be given the chance to identify any pre-existing conditions and provide the State of South Carolina with a proposal to make the necessary repairs?

State’s Response: See response to question number 16 above.

1. If the awarded vendor is unable to satisfy the RFP requirements due to obsolescence of an existing component, will such obsolete items be excluded from the scope of this agreement?

State’s Response: See response to question number 1 above.

1. When was the last step index performed? Can results be provided?

State’s Response: The last upside step index was completed on 5/10/24 and the downside was completed 6/08/24. These were completed in conjunction with the annual testing.

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