Attachment A - Scope of Work.pdf

Real Estate Development and Management 4050 Esplanade Way

Tallahassee, FL 32399-0950

Ron DeSantis, Governor J. Todd Inman, Secretary

ATTACHMENT A – SCOPE OF WORK

INVITATION TO NEGOTIATE

FOR

ELEVATOR PREVENTATIVE MAINTENANCE, REPAIR,

INSPECTION, AND TESTING SERVICES

ITN NO. DMS-21/22-198

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

SECTION 1. OVERVIEW

SECTION 2. DEFINITIONS

SECTION 3. CONTRACTOR DELIVERABLES

SECTION 4. PAYMENT

SECTION 5. CONTRACT MONITORING

SECTION 6. PERFORMANCE MEASURES

SECTION 7. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

SECTION 8. ADDITIONS AND DELETIONS

SECTION 9. INITIAL MEETING AND TRANSITION PLAN

SECTION 10. WARRANTIES

SECTION 11. DEPARTMENT RESPONSIBILITIES

ITN No. DMS-21/22-198 Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 2 of 28

SECTION 1. OVERVIEW

The Contractor shall provide elevator preventative maintenance, repair, inspection, and testing services required by the Department. All work shall be in accordance with the applicable provisions of Chapter 399, Florida Statutes. All services outlined in this Scope of Work will be services that the Contractor is responsible for providing under the resulting Contract and provision of these services shall be included in the Monthly Price unless otherwise specified herein.

SECTION 2. DEFINITIONS

Abatement – The act or process of reducing a fine or violation related to the inspection of an elevator and the resulting decision by the Agency Having Jurisdiction.

Affirmation of Correction (“AOC”) – A certification that all unsatisfactory items identified during an annual inspection have been corrected within the required timeframe established by the Authority Having Jurisdiction after the date of the inspection and test. If a Contractor receives a non-hazardous violation on an inspection, it can seek a reinspection from the Inspector and submit an Affirmation of Correction along with a copy of the violation to the Authority Having Jurisdiction to seek to have the violation removed. The Affirmation of Correction must be filed with the Authority Having Jurisdiction within the required timeframe established by Authority Having Jurisdiction and a copy provided to the Department. All hazardous conditions must be corrected immediately.

Authority Having Jurisdiction (“AHJ") – The organization, office, or individual responsible by law or rule for approving elevator layout drawings, Equipment, installation, maintenance, and/or testing procedures. Usually the AHJ is the building and/or fire official of the city or county in which the Facility is located.

ASME - The American Society of Mechanical Engineers. All services performed in accordance with this Contract will be provided in compliance with applicable local codes and current ASME codes.

Business Hours – Defined as the hours between 8:00 a.m. and 4:30 p.m. local time, Monday through Friday, excluding state holidays referenced in section 110.117, Florida Statutes.

Certificates of Operation – A current Certificate of Operation is required annually (from the date of the prior year's passed inspection) in order for elevator owners to legally utilize elevators. State law requires that the Certificate of Operation be posted in the elevator car. A Certificate of Operation shows that the elevator has passed a periodic examination.

Certified Elevator Inspector – A person registered with, and authorized by, the State to construct, install, inspect, maintain, or repair any vertical conveyance, after having properly acquired the qualified elevator inspector credential as prescribed by the American Society of Mechanical Engineers. Each Certified Elevator Inspector must annually register with the Division of Hotels and Restaurants of the Department of Business and Professional Regulation and provide proof of completion of eight (8) hours of continuing education, proof that the qualified elevator inspector credential remains in good standing, and proof of general liability insurance coverage in the minimum amounts set by the Division.

Component Obsolescence – A component of the Elevator System that is no longer produced by the original equipment manufacturer or a third-party after-market supplier and which can no longer be repaired, rebuilt, or refurbished with the same durability, reliability, maintainability, longevity, and safety.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 3 of 28

Critical Service Interruptions – An interruption or degradation in elevator function not planned in advance, whether anticipated or unanticipated, which disrupts the normal course of business operations resulting in the inability to receive services placing health or safety at risk. This includes the failure of the Contractor’s back-up plan. If these events occur, the Contractor must have a plan for temporary stabilization. An interruption or degradation in elevator function not planned in advance.

Elevator Preventative Maintenance – Preventative maintenance seeks to avoid or prevent problems through regular upkeep in an effort to keep Equipment in proper operating order, detect potential complications, and avoid costly repairs. Preventative Maintenance includes scheduled periodic examinations of the Equipment in accordance with ASME guidelines, with special attention to moving parts with the intention of preventing malfunctions from occurring during operation, as well as inspections, tests, adjustments, cleaning, and similar activities carried out on elevator and escalator Equipment. A technician performing Elevator Preventative Maintenance must look for existing faults, signs of wear, or impending problems.

Emergency Repairs – Repairs which require immediate action which are designated as serious, unexpected, or potentially dangerous, as approved by the Facility Manager or Contract Manager.

Emergency Repairs Hourly Price – The amount the Contractor may charge for Emergency Repairs when such repairs have been approved by the Facility Manager or Contract Manager.

Equipment – The machinery, functional devices, and accessories which serve the purpose of operating and maintaining the elevator, dumbwaiters, escalators, moving walkways, and vertical inclined chair lifts and all its components (also referred to as Elevator System) in good working order and in accordance with the original manufacturer’s design.

Facilities – The locations of buildings managed by the Department of Management Services as provided in Attachment C – Facility List, and any additional locations added in accordance with Section 8, Additions and Deletions.

Facility Manager – The designee of the Department of Management Services at a Facility who oversees the performance of the services performed under this Contract and is the day-to-day contact for the Contractor.

Fixed Capital Outlay Project – The appropriation category used to fund real property (land, buildings, including appurtenances, fixtures and fixed Equipment, structures, etc.), including additions, replacements, major repairs, and renovations to real property which materially extend Equipment necessary to furnish and operate a new or improved Facility, when appropriated by the Legislature in the fixed capital outlay appropriation category.

Inspection Services – Inspection Services are to provide access to the hoist way and car top for inspection and maintenance purposes and are typically performed by the AHJ. The purpose of an inspection is to evaluate whether or not all elevator Equipment and its related counterparts meet current State and Municipal elevator code to ensure safety of all Equipment for use.

Licensed Generator Contractor – A contractor licensed by the State of Florida to service generators.

Monthly Price – The amount the Contractor may charge per elevator type per month for the required preventative maintenance, repairs, inspection, and testing services. The Monthly Price includes the Contractor’s provision and installation of replacement parts unless stated otherwise, herein.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 4 of 28

Percentage Mark-up – The maximum percentage mark-up the Contractor may apply to parts when a percentage mark-up is authorized by the Contract.

Qualified Technician – The Contractor’s assigned staff who has skills and knowledge related to the construction and operation of elevators, including but not limited to parts and installations, and has received safety training to recognize and avoid the hazards involved.

Scheduled After Hours Repairs – Repairs which occur outside of Business Hours, and which have been approved by the Facility Manager or Contract Manager to occur outside of Business Hours.

Scheduled After Hours Repairs Hourly Price – The amount the Contractor may charge for Scheduled After Hours Repairs when such repairs have been approved by the Facility Manager or Contract Manager.

Service Call – A trip made by a Qualified Technician to visit a Facility at the request of the Facility Manager or designee to perform a repair on Equipment in need of service. Service Calls will be compensated at the applicable approved Hourly Price (Standard, Scheduled After Hours Repairs approved by the Facility or Contract Manger, or Emergency Repairs as designated and approved by the Facility or Contract Manager).

Service Tickets – A time sheet or ticket evidencing work performed by the Contractor on Equipment. Service Tickets shall be submitted to the Facility Manager for approval within twenty-four (24) hours of servicing or repairing an elevator or any elevator parts or components. The Service Ticket shall include the date the work was performed, the time of day the work started and finished, the Facility name, and the elevator number.

Standard Hourly Price – The amount the Contractor may charge per hour for services as specified in this Scope of Work, which are in addition to the required preventative maintenance, repairs, inspection, and testing services set forth in this Scope of Work.

Testing Services – Testing is a component of an elevator inspection. An elevator or escalator cannot pass inspection without the proper testing being completed. The type of test mandated by ASME A17.1, Safety Code for Elevators and Escalators, depends on whether the unit is hydraulic, traction, escalator, dumbwaiter, or other vertical transportation conveyances regulated by the AHJ. Some examples of testing are Category 1 (annual) tests and Category 5 (every 5 years) tests for traction elevators. Hydraulic elevators require an Annual Pressure Test. Escalators also must be tested annually or when the AHJ requires. Testing is the responsibility of the Contractor.

Code mandates that testing documents and testing tags, which give the date and type of test, be present in the machine room. An inspector checks to see if the required testing is completed during an inspection. Contractor is responsible for scheduling the necessary inspection checks.

SECTION 3. CONTRACTOR DELIVERABLES

3.1 Facilities Served, Equipment, and Service Times

3.1.1 Facilities and Equipment Services

The specific addresses and regional locations of current Facilities containing Equipment to be serviced are identified in Attachment C – Facility List. Regions are outlined in Attachment D – Regional Map. Information regarding the elevators to be serviced is contained in Attachment J – List of Elevators. All Equipment referenced in this Scope of Work is defined by ASME.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 5 of 28

3.1.2 Temporary Suspension of Services due to Fixed Capital Outlay Project The Department may, in its sole discretion, temporarily suspend all Equipment services, including the required monthly preventative maintenance, repairs, inspection, and testing, at an entire Facility or identified areas of a Facility due to a Fixed Capital Outlay Project. Such suspension shall be effective thirty (30) Calendar Days from the date of delivery of a written notification to the Contractor, or a later date, if the Department otherwise notifies Contractor of a later beginning suspension date.

Should the Fixed Capital Outlay Project completion date occur after the expiration date of this Contract, the suspended services for that Equipment will no longer be eligible to resume, as this Contract will have expired.

During the time an elevator is not in service due to a Fixed Capital Outlay Project, the Contractor may not invoice for monthly preventative maintenance, repairs, inspection, and testing. If the Fixed Capital Outlay Project is for the replacement or upgrade of an elevator that includes a warranty period for the elevator preventative maintenance and repairs, the Contractor may not invoice for monthly preventative maintenance and repairs during that warranty period.

3.1.3 Service Times

1. The Facility Manager, Facility Manager’s designee, or Contract Manager will contact the Contractor to schedule a Service Call using the method established by the Contractor or the person designated as the Contractor’s main point of contact.

2. All Service Calls shall be provided by a Qualified Technician.

3. All services shall be provided by the Contractor during Business Hours. In addition, the Contractor shall perform Emergency Repairs during and outside of Business Hours, and shall perform Scheduled After Hours Repairs, when directed by the Facility Manager or Contract Manager.

4. The Contractor shall respond on-site to non-emergency Service Calls within two (2) hours from the time the request for service is made. Non-emergency Service Calls shall be billed at the Standard Hourly Price.

5. The Contractor shall respond on-site to all Emergency Service Calls within one (1) hour from the time the request is made. An Emergency Service Call is a request for a Qualified Technician to provide services for an Emergency Repair.

6. The Contractor may provide the required monthly preventative maintenance, repairs, inspection, and testing services at any time during Business Hours with the provision of a minimum of twenty-four (24) hours’ notice to the Facility Manager or designee.

7. Elevator services at the Capitol Complex (Capitol building, House Office, Senate Office, Knott Building, and Historic Capitol) shall include an on-site Qualified Technician during Business Hours. During the legislative session, special session, and committee meetings, the on-site Qualified Technician will respond in-person to all Service Calls within thirty (30) minutes. The Contractor may request the Capitol Complex schedule from the Contract

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 6 of 28

Manager. This on-site technician will be provided space within the Facility including a desk, access to copier, or other equipment and supplies in connection with Contractor’s performance of the services under this Scope of Work. The Contractor shall not use the Department Facilities, equipment, or services other than for the services required under this Contract.

3.1.4 Contractor Office(s) and Equipment

For each awarded Region, the Contractor shall maintain at least one office located in that awarded Region. The Contractor shall equip this office(s) with the necessary tools and machinery to perform the services in this Scope of Work. The office shall be operational within sixty (60) Calendar Days of the Contract’s Effective Date.

3.2 General Facility and Site Procedures

For each visit to perform Monthly Elevator Preventative Maintenance under this Contract, the Contractor's staff shall:

1. Check in and out with the Facility Manager or designee.

2. Perform all work without unnecessary interfering with Facility occupants. The

Contractor shall confine operations at the site to areas permitted by law, ordinances, permits, and the Contract documents and shall not unreasonably encumber the site with any materials or Equipment.

3. Protect existing Facilities from damage by employees and suppliers. Report any damage to property caused by employees or suppliers to the Facility Manager or designee within the same day the damage was discovered or occurred. The Contractor shall be responsible for repair and replacement of any damaged property resulting from services provided by its employees, subcontractors, or suppliers, at the Contractor’s expense, and to the Facility Manager’s satisfaction.

4. Keep premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from Equipment. Upon completion of the work, Contractor shall remove all waste materials and rubbish from and about the installation area as well as all tools, Equipment, machinery, and surplus materials. Contractor shall clean all building surfaces, leaving the work area clean. During projects outside of Business Hours, the Contractor shall clean and remove all debris, tools, Equipment, machinery, and surplus materials from tenant access areas prior to 7:30 a.m., local time.

5. Keep the elevator pit(s) and Equipment room(s) clear and free from rubbish and debris.

6. Maintain lamps, ballasts, starters, and exhaust fans in the cabs.

7. Verify proper fuse sizing for all disconnects providing electrical power to elevator

Equipment. Verification shall be documented in writing and provided to the Contract Manager no later than thirty (30) Calendar Days after the Purchase Order start date.

8. Maintain, service, and replace the lights and light fixtures in the cab interior, top of elevator cab, and the elevator pit, regardless of fixture or bulb type.

9. Maintain and service any communications equipment installed in the cabs, including hands-free audio and/or visual two-way emergency communication equipment

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 7 of 28 between cab(s) and the Department or its authorized agent, excluding any Equipment currently provided by the current vendor providing equipment for the purpose of emergency communication.

10. When the AHJ requires a Licensed Generator Contractor to be present during repairs or maintenance, it is the responsibility of the Contractor to engage, schedule, and compensate the third-party contractor. It is the responsibility of the Contractor to be aware of the requirements of any AHJ regarding the need to engage a Licensed Generator Contractor.

3.3 Asbestos-Containing Materials

Contractor shall not disturb materials that are assumed, confirmed, or suspected to contain asbestos. If Contractor encounters such materials, the Contractor shall stop work before any such material is disturbed and contact the Contract Manager and Facility Manager or designee immediately. If the Facility Manager determines there is a need to disturb such materials, it will contact the Department’s Environmental Specialist for direction and to retain the services of other consultants or contractors to aid in the asbestos work as necessary. The Contractor is responsible for ensuring that when it comes into contact with asbestos-containing material, it handles such material in accordance with this Contract and all applicable law.

3.4 Preventative Maintenance and Repairs, Testing, Inspections, and Reporting

3.4.1 Service Requirements

3.4.1.1 Qualified Technician

The Contractor’s Qualified Technician shall perform required monthly preventative maintenance and repairs, inspections, and testing services on elevator Equipment listed on Attachment J – List of Elevators for the Facilities in Contractor’s Purchase Order. The Contractor shall provide electronic reports to the Facility Manager or designee at the completion of all services.

3.4.1.2 Original Manufacturer’s Design and Equipment Control

The Contractor shall maintain all elevator Equipment such that the operating characteristics will be as provided in the original manufacturer's design or better. The Contractor shall not at any time assume possession or control of any part of the Equipment, which shall remain the owner's exclusively.

3.4.1.3 Tools

At all times, the Contractor shall provide all tools necessary to perform any maintenance or repair required under this Contract, at the Contractor’s expense. All tools shall be readily accessible.

3.4.1.4 Initial List of Annual Tasks

The Contractor shall annually provide the Contract Manager and Facility Manager with a list of all tasks to be performed on all Equipment, as detailed in this Scope of Work, as well as the schedule for the tasks that will be performed during each scheduled service visit. The initial list shall be provided within thirty (30) Business Days of the Purchase Order start date, and annually thereafter. Emergency Repairs are not included in this list. The initial and annual lists are subject to Department approval.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 8 of 28

3.4.2 Monthly Preventative Maintenance, Repair, Inspection, and Reporting

The Contractor shall complete the required monthly preventative maintenance and repair services. Failure to provide services at a Facility within the month will result in non-payment for the listed services on the invoice for the Facility. Failure to provide services for an elevator at a Facility will result in a deduction from the invoice in the amount of the applicable monthly fee for each elevator not serviced.

Required monthly services on Equipment includes, but is not limited to, cleaning, inspection, lubrication, calibrations, hardware tightening and replacement, alignment adjustments, repair and replacement of parts, technical support, and evaluation of needed repairs.

1. Equipment Cleaning – The Contractor shall clean Equipment to maintain a clean condition and preserve the life of the Equipment.

2. Equipment Inspection – Inspection of Equipment shall follow the applicable original equipment manufacturer’s guidelines and the Contractor shall identify and document any Equipment condition that may impair the normal operation of the Equipment.

3. Emergency Repair Notification - If the Contractor discovers the need for

Emergency Repairs, the Contractor shall follow the requirements of Section 3.9, Emergency and Scheduled After Hours Repairs. Contractor shall immediately communicate the need for Emergency Repair directly to the Facility Manager or Contract Manager, and shall immediately provide notice in email to the Facility Manager. If the Facility Manager or Contract Manager has approved the designation of Emergency Repair, the Contractor shall perform the Emergency Repair and include the designated Emergency Repairs on the Monthly Report.

4. Equipment Lubrication – The Contractor shall lubricate Equipment at intervals recommended by the original equipment manufacturer or more frequently as indicated through use of the Equipment. All lubricants shall be suitable for the purpose intended and shall meet or exceed the minimum requirements specified by the original equipment manufacturer.

5. Equipment Adjustment – When the operation of the Equipment varies from its normal or originally designed performance standards as a result of normal wear and use, the Contractor shall make the necessary adjustments to correct for proper operation. Adjustments shall be made by a Qualified Technician properly equipped with the appropriate tools and instruments. Adjustments shall be made at regular intervals, frequent enough to maintain the elevator and all its Equipment in good working and normal operating condition and to preserve the useful life of all parts and assemblies.

6. Equipment Painting – The Contractor shall paint the Equipment at intervals frequent enough to maintain a professional appearance, prevent rusting, and preserve the Equipment. All paint shall be suitable for the purpose intended and be labeled by the manufacturer as high quality or premium paint.

Application of the paint shall, in all circumstances, comply with applicable local codes and current ASME codes.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 9 of 28

7. Parts and Assemblies Replacement – Parts and assemblies which have worn or deteriorated beyond normal or originally designed performance standards shall be repaired or replaced at the expense of the Contractor. Replacement of the items shall occur during the course of the Equipment Inspection in which such condition was found or reported. If the part or assembly is not readily available, the technician must record the defect in the logbook and notify the Facility Manager or designee. The worn or deteriorated part or assembly must be replaced within one (1) Business Day of the inspection, unless the part or assembly must be ordered. If the part or assembly must be ordered, the Facility Manager or designee must be notified within one (1) Business Day.

8. Equipment Repairs – The Contractor shall make all repairs attributed to normal wear and use of the Equipment at the Contractor’s expense, and the Contractor shall, at all times, maintain in-ground hydraulic lines and all other Equipment that directly affects the operation of the elevators, in good working condition.

Repairs to such Equipment must be made timely and the Facility Manager or designee must be notified in accordance with number 7 above, Parts and Assemblies Replacement, for any parts or assembly which require replacement.

3.4.3 Dedicated Maintenance Hours

The Contractor shall provide scheduled Elevator Systems inspections, adjustments, cleaning, and lubrication of all Equipment, including machinery, machinery spaces, trusses, hoistways, and pits in accordance with current ASME guidelines. The Contractor shall provide Preventative Maintenance Services a minimum of one (1) hour per month per unit for hydraulic elevators, two (2) hours per month for traction elevators, and thirty (30) minutes per month for dumbwaiters and chair lifts. All elevator types are defined by ASME.

If for any reason the Department, through the Contract Manager or the Facility Manager, notifies the Contractor that maintenance services are not required for any said time period, the Contractor shall not be penalized for not performing the required maintenance for that period.

3.4.4 List of Equipment Components

The following list of Equipment Components are items that the Contractor is required to inspect, maintain, repair, replace, and test under this Contract:

1. Automatic door systems, power operated door systems, and manual door/gate systems:

a. Power operator and engagement linkages.

b. Car door top track and hanger roller assemblies.

c. Car doors and gate, eccentrics, stops, bumpers and related operating mechanisms for multiple speed or multiple panel doors and gates.

d. Car gates, bottom guides, retainers, fire stops, gibs, entrance sills and threshold plates, gate-handles, and protection-guards.

e. Electrical safety switches and activation mechanisms, door protective and/or retracting devices, and power door operators.

f. Electromechanical safety interlock assemblies, related operating mechanisms, clutch, or other master system engaging devices, Linkages, zoned locking devices, and self-closing devices.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 10 of 28

g. Car panel doors, trim, entrance thresholds, entrance frames, and door panels.

2. Car frame, platform, and car safety devices:

a. Crosshead, stiles, hitch plates, anti-spin devices, tie rods, supports, and related structures.

b. Car guides, car rollers, shoes, stands, spindles, gibs, rollers, and tensioning devices.

c. Sub-platform, under car platform fireproofing, car sills with support cradles, load weighing devices, exit access, operating and safety hardware, and electrical switches.

d. Car fans, blowers, and cab ventilation systems.

3. Hoisting machinery and rotating power drives with mounting supports and beams, raised platforms, hoistway enclosures, and weighted foundations and structures:

a. Geared traction and winding, drum units, gearless traction, and related systems.

b. Worms, gears, shafts, couplings, drive sheaves, deflector sheaves, 2:1 sheaves, bearings, support/mounting apparatus, brake assembly, rotating elements, and all associated castings, guards, retainers, and hardware.

c. Integral and free-standing brake units, drums, discs, pulleys, shoes, linings, pads, pins, sleeves, plungers, coils, caps, adjustment devices, and hardware.

d. Alternate Current and Direct Current motors, motor generators, rotating regulators and exciters, armatures, field coils, pole pieces, interpoles, commutators, brush riggings, brush holders, carbon brushes, stator windings, fan or other ventilation mechanisms, bearings, bushings, shafts, caps, packings, seals, junction boxes, leads, connectors, and related wiring.

4. Controls, selectors, solid state power drives, encoding devices, transformers with related wiring, conduit, and circuitry:

a. Relays, contactors, switches, capacitors, resistors, fuses, circuit breakers, overloads, power supplies, regulators, tach generators, arc shields, shunts, holders, and hardware.

b. Circuit boards, transmitters, encoders, transformers, rectifiers, transistors, solid state switching devices, insulators, timing devices, suppressors, and computer apparatus.

c. Filters, fans, blowers, control cabinet air conditioning, wiring, studs, terminal blocks, plug connectors, CRTs or other diagnostic devices, keyboards, and printers.

d. Cabinets, frames, isolation pads, isolation transformers, chokes, diagnostic tools, status indicators, solid state, and hard wire circuitry.

e. Verify annually the operation of Emergency Evacuation Systems and Battery Lowering. Replace batteries, if required.

5. Car and Counterweight Safety Systems:

a. Overspeed governors and electromechanical safety devices, wire ropes and tensioning devices with related hitch and connection apparatus.

b. Car and counterweight safety devices, drums, rods, linkages, clamps, and hardware.

c. Rope grippers and similar apparatus used for compliance with ASME A 17.1 Rule 2.19, Ascending Car Overspeed and Unintended Car Movement

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 11 of 28

Protection, and any subsequent ASME rules which may supersede ASME A 17.1 Rule 2.19.

6. Hoistway and Pit Equipment:

a. Guide rails, fishplates, brackets, inserts, and related hardware to include jack bolts or other special mechanisms for mounting and alignment.

b. Wire ropes, chains, and cables with guards used for suspension, compensation, safety, and selector encoding with related hitch and connection hardware.

c. Corridor entrance top track and hanger rollers, toe guards, fascias, dust covers, sills, stops, bumpers, eccentrics, retainers, and bottom guides.

d. Overhead machine room, secondary and 2:1 wire rope sheaves, shafts, bearings, bushings, seals, mounting supports, lubrication devices, guards, and hardware.

e. Electrical wiring and conduit, electrical traveling cables, electrical limits, slow-downs, activating cams, switches, vanes, inductors, tapes, readers, and leveling and encoding systems complete with all related hardware and wiring.

f. Compensation sheaves, shafts, frames, guides, switches, rollers, cams, guards, "S" hooks, guidance systems, and all related hardware.

g. Counterweight assemblies, guides, rollers, stands, strike plates, safeties, and hitch devices.

h. Car and counterweight buffers, stands, strikes, blocking, platforms, extension devices, mounting hardware, and appurtenances.

i. Pit safety switches, cable tensioning devices, access ladders, light switches, lighting assemblies, bulbs, and guards.

7. Operating and Signal Fixtures with Electrical Wiring:

a. Car operating panels, push buttons, stop switches, audible signals, keyed or other control switches, visual signals, jewels, and indicators with electrical wiring.

b. Car position indicators, riding lanterns, signal annunciators, and visual and audible signals.

c. Corridor push button stations, hall lanterns, hall position indicators, keyed switches, access controls, electrical wiring, and traveling cables.

d. Emergency lighting systems, emergency communication devices, and signal systems including batteries.

e. Corridor and lobby fixtures with remote controls and operational monitoring devices, starter panels, emergency power selectors, telltale panels, location indicators, and security controls and monitors.

f. Remote monitoring systems, controls, monitors, printers, and related apparatus.

8. Hydraulic system's components including, but not limited to: tanks, valves, pumps, cylinder heads, above ground piping, hoses, fittings, gauges, seals, O-rings, filters, screens, packings, belts, recovery devices, overflow devices, rescuvator (battery lowering) or other emergency operating and signal systems, above-grade cylinder and plunger assemblies, mufflers, heaters, shut-off valves, and below grade hydraulic cylinders and buried piping.

9. Lighting, lighting fixtures, and wiring associated with the vertical transportation systems, including but not limited to: pit lights; equipment room lights; shaftway lights; floor indication lights; car and hall station push button lights; interior and

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 12 of 28 exterior direction lights; arrow lights; signal lantern lights; underfloor lights; cab lights; entrance lights; suspended ceiling, light diffusers, and roof lights.

10. Elevator control systems including, but not limited to, dispatch systems and destination dispatch systems.

3.4.5 Component Exclusions

Unless the Contractor is responsible for causing the disrepair or damage, the Contractor is not responsible for providing the following vertical transportation system components under this Contract:

1. Car enclosures including walls, removable panels, and floor coverings; and,

2. Machine room power disconnect switches together with fuses; power wiring located before the means of primary disconnect; power fuses or circuit breakers located in the primary means of disconnect; elevator machine room general lighting and ventilation; support structures for machine beams or other apparatus normally provided by others and not subject to preventative maintenance procedures by the Contractor; and machine room or other equipment access doors with associated locks, closers, and labeling.

NOTE: Any items not specifically listed as a component exclusion will be the responsibility of the Contractor to provide under this Contract.

3.5 Inspections, Tests, and Reports

1. The Contractor shall conduct safety and efficiency evaluations, inspections, and tests as follows:

a. Annual quality control evaluations by a Qualified Technician to ensure and confirm the services and procedures as specified herein are properly executed relative to maintenance and performance standards in accordance with ASME for the Elevator Systems serviced.

b. Mandated inspections, re-inspections, and testing in accordance with the latest ASME A17.1, Safety Code for Elevators and Escalators, standards applicable per local law and as required by the AHJ.

c. Annual quality control evaluations, the detailed initial report, all inspections, certifications, re-inspections, and tests.

2. Initial Report. The Contractor will ascertain the most current validated inspection and test dates for all Equipment and their components within twenty (20) Business Days of issuance of the first Purchase Order for a Facility. Contractor will then provide this information to the Department in the form of a detailed initial report within forty (40) Business Days of the issuance of the Purchase Order, along with anticipated schedule dates for inspections and tests required within the first twelve (12) months of the Purchase Order period. Additionally, the Contractor shall provide a list of anticipated schedule dates for inspections and tests required for the Purchase Order.

3. All periodic inspections, tests, and re-inspections shall be witnessed by the Facility

Manager or designee and by an independent Certified Elevator Inspector. Any test, inspections, and re-inspections and results shall be recorded on the day performed in the Logbook and on the Service Ticket.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 13 of 28

4. The Contractor shall obtain and post signed inspection certifications and other standard forms in the elevator cabs and in the elevator machine rooms as required by section 399.07, Florida Statutes. Up-to-date copies shall be provided to the Facility Manager.

5. The Contractor will forward all inspections and test reports within five (5) Business

Days of the inspection or test to the Department of Business and Professional Regulation in order for the Department to obtain certifications.

6. The Contractor shall prepare and file the appropriate Affirmation of Correction(s) within the timeframe required by the AHJ. The payment of applicable fees associated with all filings shall be the responsibility of the Contractor.

7. The Contractor shall correct any deficiencies observed during inspections, tests, or re-inspections. The Contractor shall immediately notify the Facility Manager if required work is necessary to resolve any aforementioned deficiencies under the terms of this Contract. The Facility Manager is responsible for determining whether the deficiency is critical or non-critical. For items deemed critical by the Facility Manager, the Contractor shall submit proposals within five (5) Business Days of the inspection, test, or re-inspection. For items deemed non-critical, the Contractor shall submit proposals within fourteen (14) Business Days. Proposals shall indicate the material cost using the Percentage Mark-up and Standard Hourly Price listed in Attachment G – Price Sheet, in addition to anticipated time to complete the repair of the identified deficiencies after receiving approval of proposal(s) from the Department. When all listed deficiencies have been corrected, the Contractor and Facility Manager shall sign and date a copy of the inspection report showing the date of completion for each deficiency.

8. The Contractor is responsible for the testing of Fire Emergency Operating Systems and

Emergency Power Systems in accordance with local ordinances and ASME standards.

9. The Department retains the right to have tests performed without interfering Facility occupants at a specified hour of the day on a specified day of the week. When the Facility Manager or Contract Manager has approved work to take place outside of Business Hours, the Scheduled After Hours Repairs shall be performed at the Scheduled After Hours Repairs Hourly Price provided on Attachment G – Price Sheet.

10. The Contractor shall maintain the results of the ASME code-required safety tests, fireman’s service tests, telephone and intercom tests, and emergency power tests on-site at the applicable Facility.

11. The Contractor shall maintain monthly oil consumption records on-site at the applicable

Facility in accordance with the current ASME A17.1, Safety Code for Elevators and Escalators, and/or as required by the AHJ for hydraulic elevators only.

12. The Contractor shall conduct testing procedures for all Equipment in a Facility

Contractor is servicing, in accordance with the most current applicable ASME A17.1, Safety Code for Elevators and Escalators standards and local code requirements at the specified intervals, and shall execute all governing authority filing procedures mandated by local authorities. The Contractor shall forward confirmation of all filings required by the authority to the Facility Manager within ten (10) Business Days of the date the test procedure was completed. Payment of all fees and charges associated with Testing Service procedures and filings will be the responsibility of the Contractor.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 14 of 28

13. The Contractor shall be solely responsible for the payment of any fines incurred for failure to complete required Testing Services, Inspection Services, or for filing irregularities .

14. Annual Electric Traction Elevator Safety Test - The Contractor shall perform an Annual

Electric Traction Elevator Safety Test conforming to the requirements contained in the current applicable ASME A17.1 Category 1, Inspection and Test Requirements and as required by the AHJ.

15. Five-Year Full Load Safety Test - The Contractor shall perform a Five-Year Safety Test conforming to the requirements contained in the current applicable ASME A17.1 Category 5, Inspection and Test Requirements on all Traction Elevators and as required by the AHJ.

16. Annual Hydraulic Elevator Safety Test - The Contractor shall perform an Annual

Hydraulic Elevator Safety Test conforming to the requirements contained in the current applicable ASME A17.1 Category 1 Inspection and Test Requirements on all Hydraulic Elevators covered by this Contract and as required by the AHJ.

17. Three-Year Hydraulic Safety Test - Contractor shall perform a Three-Year Safety Test conforming to the requirements contained in the current applicable ASME A17.1 Category 3, Inspection and Test Requirements on all Hydraulic Elevators, and as required by the AHJ.

18. Escalators and Moving Walks - The Contractor shall perform all testing and inspections on escalators and moving walks in accordance with the current applicable requirements of ASME A17.1 Safety Code for Elevators and Escalators, and/or as required by the AHJ for all escalators and moving walks covered by this Contract.

19. The Department may engage the services of a Department-approved, qualified and certified, third-party for the sole purpose of performing mandated inspections of the Equipment per local code authority requirements. The Contractor shall conform to the third-party inspector’s schedule and provide qualified labor to assist in these inspections, including assistance in gaining access to hoistways, pits, and machine rooms, at no additional charge to the Department.

20. The Contractor shall be responsible for the payment of all fines, testing fees, and re-testing fees, and shall bear the cost of all applicable labor should an inspection failure be the result of any component or Equipment covered under this Contract. If an inspection failure is caused by both 1) Equipment covered under this Contract or a component, and 2) a related building system that is the responsibility of the Department (such as building plumbing or electrical), then the cost of re-inspection shall be proportionally shared between the Contractor and the Department. The Contractor is still responsible for all fines, testing, and re-testing fees.

21. If the Contractor fails to timely correct a violation found in an inspection or noted by an inspector, the Contractor shall file for and obtain an Abatement with the AHJ. If the Contractor does not agree with the inspection report, the Contractor may file the Abatement in order to clear the violation. A copy of the Abatement must be provided to the Contract Manager within two (2) Business Days of the filing, and a copy of the

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 15 of 28 decision by the AHJ must be provided to the Contract Manager within two (2) Business Days of Contractor’s receipt of the decision.

22. It shall be the Contractor’s responsibility to contact the Facility Manager to establish mutually convenient dates, within the required time-frames, for the performance of the inspections and tests. Where possible, these inspections and tests shall be scheduled so as to coincide with the Contractor’s maintenance inspections on a “not to interfere” basis. The Contractor shall coordinate with the Facility Manager to be on-site for any testing related to the Facilities emergency power sources.

Any deficiencies discovered as a result of the Inspections and Testing Services, whether witnessed by a Department representative or not, shall be reported immediately to the Facility Manager or designee. The Contractor shall provide the Facility Manager or Designee with written confirmation of the deficiency before 10:00 a.m. of the next Business Day. The deficiencies shall be characterized as follows, or as the AHJ provides in its report:

a. Condition I “Immediate”. “Immediate” shall be utilized for life threatening conditions or other immediate deficiencies that adversely affect normal, safe operations and mandate removal of the Elevator from service at the time of testing. Upon the occurrence of the aforementioned, the Contractor shall immediately provide verbal notification to the Facility Manager or Contract Manager and provide a written confirmation prior to 10:00 a.m. of the next Business Day. Contractor shall provide a written proposal including a list of materials and labor and an estimated timeframe for completion of repair of the deficiencies to the Department within two

(2) Business Days of the Inspection. Upon approval of the proposal by the Department and subsequent completion of the deficiencies, the Contractor shall arrange with the Department to have a Facility Manager or designee present for re-inspection. The Contractor shall be responsible for having a re-inspection take place within forty-eight (48) hours of correcting the deficiency, at no cost to the Department.

b. Condition II “Priority”. “Priority” shall be utilized for those deficiencies which could become life threatening or further impair the safe operation of vertical transportation systems. Condition II “Priority” deficiency classifications shall be applied to Equipment and/or conditions that will create Critical Service Interruptions. The Contractor shall propose to the Department repairs, replacements, and adjustments to correct the Condition II Priority deficiencies. The Contractor will be responsible for re-inspection within two (2) Business Days of recording the deficiency. The Facility Manager will review the extra work proposals and coordinate this mandated work based on the severity of the reported condition and building operations. Upon approval of the proposal by the Department and subsequent completion of the deficiencies, the Contractor shall arrange with the Department to have a witness present for re-inspection, if a witness is required.

The Contractor shall be responsible for having a re-inspection take place within forty-eight (48) hours of correcting the deficiency, at no cost to the Department.

c. Condition III “Routine”. “Routine” shall be utilized for deficiencies that do not create

Critical Service Interruptions and may be addressed as soon as possible. Such conditions and/or deficiencies shall not be considered as safety infractions or conditions that will otherwise cause unscheduled removal from service of Equipment or create conditions that will hamper regular building operations. The Contractor shall issue itemized proposals for recommended extra work procedures

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 16 of 28 within five (5) Business Days of recording the deficiency. The Facility Manager will review the extra work proposals and coordinate this mandated work based on the severity of the reported condition and building operations. Upon approval of the proposal by the Department and subsequent completion of the deficiencies, the Contractor shall arrange with the Department to have a witness present for re-inspection, if a witness is required by the Department. The Contractor shall be responsible for having a reinspection take place within two (2) business days of performing the work to correct the deficiency.

23. When repairs, adjustments, or other Equipment replacements are expected to be completed over an extended period of time, the Contractor shall update the logbook and Monthly Inspection Report and ensure outstanding deficiencies are indicated on any new inspection or test as the inspection or test occurs.

24. The Department retains the right to have a representative witness all inspections, re-inspection, and test procedures.

25. Routine inspections and tests performed by city, county, state, or federal government and/or insurance agencies or their representatives, and otherwise not identified in this Scope of Work are specifically not a part of this Contract and such inspections and tests do not satisfy the Contractor’s obligations to perform inspections and tests as set forth herein.

26. The Department may request documentation regarding Testing Services and

Inspection Services from the Contractor at any time. Failure to provide requested documentation within five (5) Business Days of the request shall result in a credit being provided on the monthly invoice pursuant to Attachment E – Performance Standards and Guarantees.

27. Payment of all applicable elevator licensing fees required by the AHJ shall be borne by the Department.

3.6 Certified Elevator Inspector

At the Contractor’s expense, the Contractor shall utilize an independent Certified Elevator Inspector to perform all elevator tests, or tests required for any systems covered in this Scope of Work, as required by the AHJ. All required tests, including annual, three-year, five-year, or other required test shall be witnessed by the Certified Elevator Inspector.

3.7 Door Lock Monitoring

1. Door lock monitoring is a requirement for Florida, by adoption of the 2015 version of ASME A17.3 Code for Existing Elevators and Escalators. This is applicable to all elevators installed or modernized prior to the year 2000.

2. Under ASME A17.3-2015 by the Bureau of Elevator Safety and as it relates to door lock monitoring, within sixty (60) Calendar Days from the Effective Date of the Contract, the Contractor shall provide a report to Department detailing compliance of all door lock monitoring systems with this Scope of Work. Should any door lock monitoring systems be found to be out of compliance, regardless of the age of the Elevator or date of modernization, a complete list shall be provided to the Department, along with quotes per elevator, to bring the systems into compliance.