County of Orange, OC Public Works

Invitation for Bid for Elevator Maintenance and Repair Service

IFB # 080-3085403-RN

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

OC Public Works

PROCUREMENT SERVICES

601 N. Ross St.

Santa Ana, CA

92701

Date: Tuesday, July 7, 2026

INVITATION FOR BIDS

FOR: ELEVATOR MAINTENANCE AND REPAIR SERVICE

BID MUST BE RECEIVED BEFORE:

August 4, 2026 / 2:00 pm

IFB # 080-3085403-RN

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

A - 3085403-Elevator Maintenance-Model Contract-OpenGov

B - Contractor Safety -Activity Checklist

C - Jobsite Safety Inspection Checklist

D - Contractor Safety Responsibility Form

County of Orange IFB

OC Public Works - Elevator Maintenance and Repair Service, 080-3085403-RN

SECTION 1. General Information

1.1 BACKGROUND

Contractor shall provide all labor, material, tools, and equipment required to provide elevator preventative maintenance and repair service.

1.2 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), Richard Nguyen, via the County’s online biding system.

1.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Tuesday, July 21, 2026 before 2:00 pm.

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Richard Nguyen, richard.nguyen@pw.oc.gov, will provide all official communication concerning this IFB.

1.5 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

2.4 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

mailto:procurement-support@opengov.com

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of

Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.5 SUBSTITUTIONS

Bids offering equivalent items meeting the standards of quality specified in the solicitation may be considered, unless otherwise specified, providing the bid clearly describes the article offered and how it differs from the specified brand. Unless Bidder specifies otherwise, it is understood that the Bidder is offering the brand item as specified in the solicitation. If Bidder bids an “equal,” Bidder must state the brand name and must submit complete specifications and/or provide samples with the bid. Determination of equality shall be at the sole discretion of the County. If it has been justified and accepted by the requesting agency/department and/or a County standards committee that only one brand can meet the

County’s requirements, “no exceptions” shall be noted in the specifications. All requests for substitutions must be submitted within the Question and Answer period and upon approval by the County, the bidder shall include the approved substitution in the Pricing table for the item(s).

2.6 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid.

If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

2.7 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the

Contract.

2.8 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors are required to submit a 587/590 Form.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 CONTRACTOR SAFETY

Contractor shall comply with the County’s Safety and Loss Prevention Policy and Procedure#306

(“Contractor Safety Responsibilities”) and submit a copy of their Injury and Illness Prevention Program

(IIPP) and Contractor Safety-Activity Checklist to the County’s Project Manager prior to the start of any work performed under the Contract. Contractor will notify County Project Manager of any revisions to the

Safety-Activity Checklist and will provide a new Safety-Activity Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section 1509 or 3203(whichever applies).

Contractor shall submit other safety programs that pertain to the type of job that will be performed on site.

County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

2.16 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Richard Nguyen at richard.nguyen@pw.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), Richard Nguyen at richard.nguyen@pw.oc.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Richard Nguyen at richard.nguyen@pw.oc.gov, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of

Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that mailto:CPOAppeals@ocgov.com shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

4.1 ELEVATOR MAINTENANCE AND REPAIR SERVICE

I. SCOPE OF WORK

A. Contractor shall provide all labor, material, tools, and equipment required to provide:

1. Inspection and Condition Report

2. Annual Inspection Report

3. Preventative Maintenance (Monthly & Yearly)

4. Routine Repair Service

5. Emergency Repair Service

6. Testing of Elevators for Fire Recall Phase 1 & 2

7. 5 year Certification Testing with State Inspector

8. Annual (no load) Testing of Elevators

B. Initial Inspection and Condition Report Within thirty (30) working days after the effective date of this Contract, the Contractor shall perform a complete inspection on all of the elevators covered under this section and file a report which includes:

1. Elevator identification

2. Specific and detailed description of all deficiencies

3. Detailed cost breakdown on labor/materials/equipment to correct those deficiencies

If the report is not submitted within this time frame, or if the report does not identify any deficiency, the

Contractor shall assume full responsibility for the condition of the elevators and shall perform any corrective action later identified.

C. Annual Inspection and Condition Report Within ten (10) working days after the effective date of each renewal of the Contract, the Contractor shall perform a complete inspection on all of the elevators covered under this section and file a report which includes:

1. Elevator identification

2. Specific and detailed description of all deficiencies

3. Detailed cost breakdown on labor/materials/equipment to correct those deficiencies

If the report does not identify any deficiency, the CONTRACTOR shall assume full responsibility for the condition of the elevators.

II. MATERIALS

Contractor shall:

A. Maintain a reasonable supply of parts for various elevators and controllers covered under this Contract.

B. Maintain a reasonable supply system for acquisition of additional parts for various elevators which will provide all of the necessary parts either immediately or with minimal delay.

C. Insure all parts used in performance of this work shall be new and shall meet or exceed original equipment manufacturer's specifications. Any parts other than those manufactured by the original equipment manufacturer shall be approved by the County before they are incorporated in this work.

D. Furnish, install and maintain all warning devices. i.e., barricades, cones, etc. required to adequately protect the public, county staff and other workers during the performance of the work including such periods as when elevators are closed awaiting additional repairs.

III. INVENTORY OF THE FACILITIES FOR PREVENTIVE MAINTENANCE & REPAIRS

A. County Administration South, 601 North Ross Street, Santa Ana 5 – Kone MRL Traction Elevators

B. County Administration North, 400 W. Civic Center Drive, Santa Ana 5 – Kone MRL Traction Elevators

IV. INVENTORY OF THE FACILITIES FOR REPAIRS ONLY

A. Law Library, 515 North Flower Street, Santa Ana 2- Kone Hydraulic Elevators

V. PERFORMANCE

A. Preventive Maintenance

Contractor shall provide regular preventive maintenance services in accordance with the following:

1. Schedule all service personnel who will be responding to requests from the County to one (1) full work day immediately following award of the Contract with the County’s elevator mechanic to become familiar with the primary County facilities, elevator locations, elevator machine room locations, parts cabinet locations and the specific equipment to be repaired and serviced.

2. At the start of the Contract the Contractor shall place a maintenance, fire recall and test log book in the elevator machine room. (See Exhibit A)

3. Contractor shall enter into the log book the day, month and check off the preventive maintenance items completed. Contractor’s personnel shall then initial each entry.

4. In the event the County finds, in a monthly inspection, that the Contractor has not completed the services in accordance with Contract requirements, monetary deductions will be made against the monthly invoices in accordance with Item VI, “Deductions for Non-Performance of Work”.

5. Preventive maintenance for Traction Elevators shall be a minimum of three (3) hours preventive maintenance service per month.

B. Elevators (Note: The services shall be performed Monday-Friday 7:00 a.m. to 4:30 p.m.)

1. Periodically, but not less than monthly, regularly and systematically examine, clean lubricate, and adjust Elevators; and when conditions warrant, repair and replace the following:

a) Machine Parts, including, but not limited to, worms, gears, sheaves, shafts, thrust bearings, brake drums, brake springs, brake magnets, brake shoes, governors, hoist motors, windings, armatures, brushes, brush rigging, commentators, hoist motor bearings, and all hoist motor wiring and wiring connections.

b) Hoist Way Equipment, including, but not limited to, car guide shoes, roller guides, tracks, door bibs, door closers, door motor limits and resistors, door motors, door linkage, interlocks, governor ropes, hoisting wire ropes, conductor trail cables, hangers, hoist way switches, cams, terminal limits, inductors, belts, and pulleys.

c) Car Operating Equipment, including, but not limited to, car operating buttons; car operating button lights; car position indicator lens and lights; hall push buttons and hall push lights; emergency lighting

(including battery) and emergency phone system.

d) Controller Components, including, but not limited to, motors, drive belts, bearings, windings, coils, rotating elements, wiring, connections, contacts, relays, fuses, resistors, capacitors, diodes, rectifiers, transformers, timers, magnets, solid state boards, solid state components, selectors, selector contacts, strainers and mufflers, packing, and piping in machine room and hoist way.

2. Furnish lubricants and hydraulic system oil compounded to meet or exceed the original equipment manufacturer's specifications.

a) Keep guide rails properly lubricated except where roller guides are used.

b) Replace guide shoe gibs or rollers, when conditions warrant and provide smooth and quiet operation.

c) Replace signal lamps, as necessary, during each regular service.

d) Repair or replace control cables when conditions warrant.

3. Periodically, but not less than monthly, examine, clean, lubricate, adjust and, when conditions warrant, repair or replace all safety devices to include, but not limited to:

a) Interlocks and door closures

b) Buffers

c) Limit landing and slowdown switches

d) Door protective devices

e) Alarm bells

f) Emergency lights (including battery)

g) Emergency phone system

4. Periodically, but not less than monthly, examine, lubricate, adjust and when conditions warrant, repair or replace the following accessory equipment:

a) Car and corridor operating stations

b) Car and corridor hangers and tracks

c) Door operating devices

d) Door gibs

e) Car fan

5. Periodically, but not less than annually, clean elevator hatch equipment including rails, inductors, sills, hatch door hangers and tracks, relating devices, switches, buffers, car tops and elevator pits, machine room and adjacent rooms.

6. Periodically, but not less than annually, clean elevator hoist ways, hoist cables, (lube if necessary) earthquake cables, selector tapes, rails, hoist ways sill, traveler cables and bottom of car.

7. Repair or replace, as necessary, the following:

a) Cab doors, gates and removable cab panels

b) Cover plates for signal fixtures and operating stations

c) Cab mirrors and handrails

d) Hoist way panels, door hinges, frames, gates and sills, all piping and connections including that portion which is exposed in the machine room and hoist way.

e) Disconnect fuses (Contractor is not responsible for the power going to the Disconnect)

f) Other equipment (all equipment that operates the elevator)

8. The following items are not included under the provisions for preventive maintenance:

a) General cleaning of cab interiors

b) Cab walls and cab flooring

c) Air conditioners or heaters

d) Emergency power generators

e) Intercoms or music systems

f) Light fixtures and lamps

g) Smoke detectors and heat sensors

h) Malfunctions arising from misuse or vandalism

i) Acts of God

j) Causes beyond Contractor’s direct or reasonable control

k) Alterations to modernize, update, upgrade or enhance

C. Fire Recall Testing Each month Contractor shall perform a phase 1 & 2 fire recall test.

1. Contractor shall enter into the fire recall log book located in machine rooms the day and month and initial when each fire recall test is completed.

2. In the event that the County finds, in a monthly inspection, that the Contractor has not completed the services in accordance with the Contract requirements, monetary deductions will be made against monthly invoices in accordance with Item VI, “Deductions for Non Performance of Work”.

3. Repeat problems of non-performance of the fire recall testing will be grounds for remedial action which may include Contract termination.

D. Provide five (5) year certification testing with a State Inspector of each elevator in accordance with regulatory agency requirements. Subject to County of Orange scheduling.

1. Perform full load, full speed test of the safety mechanism, over speed governors, car and counterweight buffers.

2. Check car balance electrically and set governor.

3. Recalibrate and seal governor for proper tripping speed, if required.

a) Conduct pressure relief valve tests:

b) Perform tests as required by A.S.M.E. A-17.1 Code.

c) Certify tests as required.

4. Prepare a written report summarizing the results of all tests and any corrective action required and/or performed.

5. Submit a copy of the written report to the State of California.

6. Submit another copy of the written report to OC Public Works/Facilities Operations with the regular monthly invoice.

E. Provide State of California annual certification testing for traction elevators:

1. The Car Safety shall be tested at full speed and manually trip the governor to determine conformance with applicable requirements.

2. Car and Counterweight buffers shall be tested to determine conformance with applicable plunger return requirement.

3. The Governor shall be inspected and operated manually to determine that all parts which impact the governor pull-through tension to the governor rope operate freely.

4. The normal and final terminal stopping devices shall be tested to determine conformance with the applicable requirements.

5. The operation of the elevator under fire and other emergency conditions shall be tested, to determine conformance with applicable requirements.

6. The operation of the elevator under stand-by power (No Load) shall be tested to determine conformance with the applicable requirement.

7. The operation of the elevator under earthquake operation and its associated devices shall be tested to determine conformance with the applicable requirements.

8. The operation of the elevator coated steel belt monitor shall be tested to verify proper functionality of that device.

9. The closing forces of the power operated hoistway doors shall be tested to determine conformance with applicable requirements.

10. The test of the elevator brake shall be performed with 125% of rated load in the car.

11. The test for power opening of car and hoistway doors shall be completed. Determine that power opening of hoistway and car doors occurs when car is at the landing.

12. The test for leveling zone and leveling speed shall be completed.

An elevator testing form is to be completed, and initialed by the Contractor’s personnel, certifying that all tests have been done and the elevator is operational. The form is to remain in the elevator machine room with the preventative maintenance and fire recall log books.

F. Performance Evaluations:

1. Contractor shall conduct visual evaluations of equipment performance including car speed, door operations, riding quality, car leveling, and system operation.

2. These evaluations shall be conducted on a quarterly basis and shall take place during the regular scheduled preventive maintenance service.

3. Contractor shall enter the day and month when the quarterly inspection evaluation for the elevator is performed in the preventive maintenance log book. Submit a copy of the written evaluation report to OC

Public Works/Facilities Operations with the regular monthly invoice.

G. Hours of Service:

1. Contractor shall provide all preventive maintenance work during regular working hours on regular working days.

2. Contractor shall provide emergency minor adjustment call-back service on a 24 hour, 7 days a week basis.

H. Schedule:

Contractor shall provide a schedule within ten (10) calendar days after the effective date of this Contract which clearly shows the specific tasks to be performed under preventive maintenance and the proposed dates for completing the work.

VI. DEDUCTIONS FOR NON PERFORMANCE OF WORK

In accordance with Section V, Items A, 4 and C, 2; Performance; the County reserves the right to deduct from the payments due or to become due to the Contractor for non-performance of work. The amount of such deductions will be based on the extent of the unsatisfactory work. A copy of the inspection record with associated deduction will be furnished to the Contractor.

The deduction for Non-Performance of Work for the Preventive Maintenance for each unit is 100% of the monthly cost for the elevators.

The deduction for Non-Performance of the Fire Recall Phase 1&2 Testing is 100% of the monthly cost.

VII. REPAIRS - ROUTINE – COUNTY ADMINISTRATION SOUTH & COUNTY

ADMINISTRATION NORTH

Contractor shall:

1. Respond the next calendar day between 7:30 a.m. and 4:30 p.m. for non-emergency repairs of a critical nature.

2. Respond the next regular work day for non-emergency repairs of routine nature.

3. Report to the building Contact Coordinator prior to beginning any work.

4. Upon arrival at the job site and after checking in with the building contact coordinator, evaluate the specific materials and labor required to complete the repair, develop and estimate of the expected cost, hours and materials required (material costs may be unknown) and advise the Contract Coordinator by telephone or by email of that cost prior to proceeding with the work.

5. Proceed with the repair work only after authorization by the Contract Coordinator.

6. When work is completed, contact the building coordinator before leaving.

7. Complete all work in accordance with the estimate or contact the Contract Coordinator for additional authorization when the repair work is estimated to exceed the original estimate by more than ten (10) percent.

8. Complete all work within regular working hours. No overtime work shall be performed without the express authorization of the Contract Coordinator. Any overtime work performed without that express authorization will only be paid at the regular hourly rates.

VIII. REPAIRS - EMERGENCY- ALL LOCATIONS

A. Contractor shall:

1. Respond within thirty (30) minutes or less for emergency entrapments, seven (7) days per week and twenty-four (24) hours per day when there are passengers trapped inside the elevator.

2. Respond within one (1) hour for emergency repairs, seven (7) days per week and twenty-four (24) hours per day.

3. Note: Failure to respond in accordance with these requirements shall be sufficient to terminate this Contract for cause.

4. Report to the building Contract Coordinator and sign-in log, name, date and time prior to beginning any work.

5. Upon arrival at the job site, evaluate the specific materials and labor required to complete the emergency portion of the repairs.

6. Proceed with the emergency repair work only.

7. Advise the Contract Coordinator by telephone of the specific repairs that were needed to resolve the emergency and provide an estimate of the cost.

8. Evaluate the specific materials and labor required to complete any non-emergency portions of the repair, develop an estimate of the expected cost, hours and materials required (material costs may be unknown) and advise the Contract Coordinator by telephone or by Fax of the cost prior to proceeding with the work.

9. Proceed with the non-emergency repair work only after authorization by the Contract Coordinator.

10. Complete all work in accordance with the estimate or contact the Contract Coordinator for additional authorization when the repair work is estimated to exceed the original estimate by more than ten (10) percent.

11. Complete all work within regular working hours.

12. No overtime work shall be performed without the express authorization of the Contract Coordinator.

Any overtime work performed without that express authorization will only be paid at regular hourly rates.

13. When work is completed, contact the building coordinator and sign back out name and time before leaving.

B. Records Contractor shall:

1. Be provided a set of construction drawings and schematics upon request to the County for each elevator.

2. Be provided with a record of all service and repair work for each elevator.

3. Maintain the construction drawing/schematic records and the service/repairs, fire recall records and emergency lowering unit records for each elevator during the entire term of the Contract.

4. Maintain and add to these records to show the complete history of service and repair during the term of this Contract.

5. Prepare and submit a written report (work order) for each service and repair to include date/time of service, work performed; additional work required, labor hours and materials.

6. Return these records to the County at the completion of this Contract.

7. All records shall be the property of the County and the Contractor shall not remove or duplicate or disseminate the information contained in these records without the express written approval of the

County.

C. Keys and Cardkeys:

Contractor shall:

1. Be issued keys and/or cardkeys as necessary for access to the work area. Contractor shall assume full responsibility for theft or loss of said keys and shall pay for re-keying all locks operated by these keys.

Keys shall not be duplicated.

2. Return all keys and/or cardkeys to the County at the completion of this Contract.

IX. REPAIR - RATES

A. The hourly rate shall include all costs for the work; direct and indirect labor charges (in accordance with the established general prevailing wage rate requirements), truck, all necessary equipment, tools, overhead, travel, depreciation, other expenses and all profit.

B. Labor hours shall be charged on the basis of actual time spent on each job, not on a portal-to-portal basis, and shall be computed to the nearest one-quarter (1/4) hour.

C. Overtime will not be paid on non-emergency response requests unless specifically authorized by the

Contract Coordinator at the time the request for service is initiated.

D. Major material items will be paid on the basis of actual invoice cost to the Contractor.

E. All major material items shall be included on the invoice and copies of the actual purchase invoices for each item shall be attached.

X. REPAIR – MATERIAL COSTS

Parts purchased by the Contractor for repair of the equipment will be charged the actual cost of the parts with no mark up. Contractor will pay for all freight charges and any equipment used to move the material.

Contractor is to provide with his invoice a copy of the supplier’s invoice for any part costing $500.00 or more.

All replacement parts are to be new and of the same manufacture as equipment being worked upon.

Contractor shall warrant all labor and materials used in the work for a period of one year (or in accordance with manufacturer’s warranty if longer) after completion of repairs.

XI. GENERAL REQUIREMENTS

A. Provide and maintain a telephone answering system with twenty-four, seven (7) days per week service capable of contacting and dispatching service personnel.

B. Provide personnel fully trained and experienced in the installation, repair, and maintenance of various

KONE elevators. Provide documentation to verify that the Contractor’s personnel have a valid California

State License.

C. Contractor must wear company uniforms with the company name permanently affixed and legible at all times while working at County facilities under this Contract.

D. Perform all work in accordance with generally accepted industry practice for safe and efficient operation.

E. Warranty all labor and materials used in the work for a period of one hundred eighty (180) days (or in accordance with manufacturer's warranty if longer) after completion of the repairs.

F. Identify and advise the County of any additional maintenance or repair work that may be required to maintain the efficient operation and useful life of the equipment.

G. Contractor shall have a preventive maintenance logbook located in each of the machine rooms describing the preventive maintenance being done on a monthly basis. (See Exhibit A). If the preventive maintenance logbook is not filled out for the current monthly service, dated and initial by the elevator mechanic the Contractor’s monthly invoice will be deducted the cost of the preventive maintenance charge and the Fire Recall charge.

XII. GENERAL CONDITIONS

A. Contractor shall hold a valid C-11 Elevator Contractor license issued by the California State

Contractor’s License Board at the time the bid is submitted.

B. Workers shall be well-disposed to the public and county staff utilizing the facilities but shall be responsive only to the requests of the Contract Coordinator unless otherwise directed and shall direct all inquiries or requests to the Contract Coordinator. Exception: the specific request involves public safety or security of the specific facility.

C. All work shall be subject to the inspection and approval of the County either by the Contract

Coordinator or a designated representative prior to acceptance and approval for payment.

D. All work shall be performed in strict accordance with:

1. California Administrative Code (O.S.H.A.)

2. California Codes for Industrial Safety

3. Chapter 4, Division of Industrial Safety, Subchapter 5, "Electrical Safety Orders"

XIII. SPECIAL CONDITIONS

A. Responsibility

1. Contractor shall, if so requested, cooperate in the defense of suits brought jointly against the County of

Orange and the Contractor based upon accidents involving this equipment.

2. Possession or control of the equipment shall remain with the County of Orange and the County will retain its normal responsibility and liability as owner, lessor, lessee, possessor or custodian of the equipment. This responsibility includes but is not limited to advising; warning or instructing passengers in the proper use of the equipment; providing a safe work place for our employees; notifications to us of operational problems, malfunctions or accidents.

B. Additional Work by Alternate Sources

1. The County reserves the right to use alternate sources for completion of the work, to obtain competitive bids on any repair, and to utilize the date provided under this Contract relative to necessary materials and repairs.

2. If such work is authorized by the County, the County may relieve the Contractor of its requirement to provide services during the term of that alternate work and may adjust the Contract accordingly.

3. Upon completion of any alternate work, the Contractor will be afforded the opportunity to review such work to insure that the work meets acceptable standards and that the services covered by the Price

Agreement can be resumed.

4. Contractor shall continue to provide service to all elevators not affected by the alternate work as provided herein.

5. The County reserves the right to shut down any elevator and reactivate that elevator in response to the energy conservation agreements between the County and a utility company.

C. Changes in Inventory County may add or delete the elevators included under this Contract as it deems appropriate. The total cost of the Contract will be adjusted accordingly.

XIV. ADDITIONAL WORK:

A. Upon County request, Contractor shall submit supplemental proposals for Additional Work not called for under the Scope of Work of this Contract. Contractor must obtain County Project Manager’s written approval prior to commencing any additional work.

B. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this Contract to obtain necessary services.

C. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

D. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

E. Upon completion of any additional work, whether by Contractor or an alternative source, County’s

Project Manager or designee and Contractor will inspect the finished product at no additional cost to

County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by County as a material breach of the contract.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our

Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal through the time of award of the contract.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. Maintains their principal center of operations (i.e. headquarters) within Orange County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the total RFP.

b. With Cost - An additional five percent (5%) shall be applied to the total cost of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or

DVBE matches the final score of a respondent who is not an OCLSB or DVBE, preference shall be given to the certified OCLSB or DVBE. If two or more OCLSBs and/or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interests. Notwithstanding these preference procedures, the

Orange County Board of Supervisors reserves the right to award contracts in any other permissible manner in consideration of the County’s best interests.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

https://caleprocure.ca.gov/pa…