Elevator Maintenance IFB - 03.12.2025.pdf

City of Huntsville, Alabama Finance Department

Procurement Services Division

Invitation For Bids for Elevator Preventive Maintenance & Services

Invitation for Bid#: 32-2025-14

Issue Date: March 12, 2025

Bid Bond Requirements: Yes, a bond is required

Performance Bond Requirements: Yes, a bond is required

Labor & Materials Payment Bond Requirements: Yes, a bond is required

Certificate of Insurance Requirements: Yes, a certificate is required

Pre-Bid Conference Date and Time: Not Applicable/Not Required

Deadline for Questions:

March 27, 2025 @ 5:00 PM CST All questions must be submitted in writing to Carrie.power@huntsvilleal.gov

IFB Closing Date and Time: April 3, 2025 @ 2:00 PM CST

Procurement Services Contact:

Carrie Power Carrie.power@huntsvilleal.gov

(256) 564-8060

City Internet Site: https://www.bidnetdirect.com/alabama/cityofhuntsville

IFB E-Documents: N/A

Bid Copies to be Submitted: 1 Original and 1Copy

City File Reference: Elevator Preventive Maintenance & Service mailto:Carrie.power@huntsvilleal.gov mailto:Carrie.power@huntsvilleal.gov https://www.bidnetdirect.com/alabama/cityofhuntsville

Periodic Bid for

Elevator Preventive Maintenance & Services Table of Contents

Section Title Nbr. of Pages

Advertisement for Bids – Notice to Contractors 4

Appendix A Scope of Work & Related Information 2

Appendix B Bid Proposal and Pricing Form 2

Appendix C Bidder Pricing Form – Bid Quantities 1

Appendix D Bidder Information & Acknowledgments 2

Appendix E Report of Ownership Form 1

Attachment A General Terms and Conditions 4

Attachment B Bonds and Insurance Requirements

Attachment C Mailing Labels

ADVERTISEMENT FOR BIDS – NOTICE TO CONTRACTORS

BID # 32-2025-15

BID OPENING DATE: April 3, 2025 at 2:00PM local time DEADLINE FOR QUESTIONS: March 27, 2025 at 5:00PM local time

The City of Huntsville will receive sealed bids, priced on a firm fixed price basis (stipulated sum), to provide all necessary equipment, materials, labor and supervision necessary, as outlined in the Plans, Specifications, and Bid Manual for the Elevator Preventive Maintenance & Services

PROJECT ADDRESS Various Facilities through the City

LEAD DEPARTMENT General Services – (256) 427-5660

PROCUREMENT SERVICES Carrie Power – carrie.power@huntsvillalg.gov - (256) 564-8060 305 Fountain Cir., 3rd Floor, Huntsville, AL 35801 (physical address) P. O. Box 308, Huntsville, AL 35804 (mailing address)

DECRIPTION OF PROJECT: The City of Huntsville is seeking a qualified contractor(s) for the Elevator Preventive Maintenance & Services (City-wide). The resulting contract shall include all labor, equipment, materials, tools, licensing, travel, and all other items necessary to provide preventive maintenance, services, and repairs required to ensure continuous and efficient operation of elevators owned and/or operated by the City of Huntsville. The minimum requirement or this contract shall be for the provision of the monthly, semi-annual, and annual preventative maintenance. Services shall also include but are not limited to repairing and servicing elevators on an as-needed basis. Services provided under this contract is intended to be performed within the shortest possible time frame with the work beginning and ending on dates selected by the City of Huntsville for each work authorization. Failure to comply with the times specified in the Notice to Proceed (NTP) may result in the contractor being prohibited from bidding on additional work for the City of Huntsville until such time as contractor is back on schedule.

BID OPENING: The bid opening will be held in the City Council Chambers located on the second floor of the City of Huntsville Administration Building, 305 Fountain Circle, Huntsville, Alabama.

PLANS: The contract documents, plans, and specifications will be available for inspection no later than March 12, 2025 and can be downloaded through Bidnet Direct at https://www.bidnetdirect.com/alabama/cityofhuntsville .

Bidders will be responsible for costs of duplicating their own plans and can choose photocopying facility of their choice. Additionally, Bidders are responsible for registering with Bidnet Direct and monitoring it for any revisions/updates. Contractor is required to submit pricing, provided by the COH (Appendix B - Bid Proposal and Pricing Form”) and made available for download from Bidnet Direct. Bid must be submitted from the file provided and downloaded from Bidnet Direct. Failure to do so may cause for rejection of bid. The City reserves the right to reject any altered bid resulting from altering the file in any manner. All bids must be SEALED before submittal at the bid opening. Any bids received that are not sealed will be immediately rejected.

INTERPRETATIONS: Any bidder finding discrepancies in or omissions from documents or in doubt as to their meaning should immediately notify the Procurement Services Division. If necessary, written additional instructions or clarifications will be sent to all plan holders in the form of addenda issued by the City of Huntsville. The City of Huntsville will not be responsible for oral instructions.

RECEIVING BIDS: All bids shall be submitted to the City of Huntsville, Procurement Services, no later than the time to be determined on the above referenced bid date at which time the bids will be publicly opened and read aloud in the City Council Chambers of the Municipal Building located at 305 Fountain Circle. All bids received prior to the time of bid opening shall be kept secure and unopened. Late bids will not be accepted. All bids shall be submitted on the bid forms prepared and furnished by the City of Huntsville in a sealed envelope addressed to the City’s Procurement Services Division.

mailto:carrie.power@huntsvillalg.gov

After proposals are opened and read, they will be compared based on the base bid price as detailed on Appendix B – Bid Proposal & Pricing Form. In the event of a discrepancy between base bid and the summation of the unit bid prices and extensions, the unit bid price shall govern. A proposal will not be considered unless signed by the bidder or this authorized agent and accompanied by cashier's check or properly signed bid bond, as required by law.

In determining the successful bidder, the Owner will consider in addition to the bid prices, such responsibility factors as characteristics and responsibility, skill, experience, record of integrity in business, and of performance offered and past record of performance on Owner contracts on other similar projects. Any other factors not specifically mentioned or provided for herein, in addition to that of the bid price which would affect the final cost of the Owner, will be taken into consideration in making award of contract. The right is reserved to reject any bid where investigation of the business and technical organization of the bidder available for the contemplated work, including financial resources, equipment, and experience on similar projects does not satisfy the Owner that such a bidder is qualified to perform the work. The City Council of the City of Huntsville reserves the right to reject any and all bids and to waive informalities.

BID WITHDRAWAL: No bid may be withdrawn after the scheduled closing time for receipt of bids for a period of ninety (90) days without consent of the City of Huntsville.

REJECTION OF BIDS: The City of Huntsville reserves the right to reject any or all bids and to waive informalities.

BID BOND: A Bid Bond payable to the City of Huntsville, in an amount not less than five (5%) percent of the amount of the bid, but in no event more than $10,000 must accompany the bid response. The bid bond/deposit shall be in the form of a cashier’s check drawn on an Alabama bank or an original bid bond executed by a surety company duly authorized and qualified to make such bonds in the State of Alabama, payable to the City of Huntsville.

PERFORMANCE BOND: A Performance Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder to whom the contract is awarded shall furnish at his expense an acceptable bond to the City of Huntsville, in the amount equal to one hundred (100%) percent of the purchase order amount (forms are attached in specifications) within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. Bond shall be countersigned by the authorized agent resident in the state and shall attach thereto power of attorney of signing official. The date of the bond shall not be earlier than the purchase order issuance date.

LABOR AND MATERIALS BOND: A Payment of Labor, Materials, Foodstuffs and Supplies Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder shall furnish at his expense an acceptable bond to the City of Huntsville , in the amount not less than fifty (50%) percent of the purchase order amount, with the obligation that the Contractor shall promptly make payment to all persons furnishing him or them with labor, materials, foodstuffs, or supplies for, or in, the prosecution of the work, including the payment of the reasonable attorney’s fees incurred by successful claimants or plaintiffs in suits on said bond. The bond shall be provided within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. The date of the bond shall not be earlier than the purchase order issuance date.

ALTERNATES: If alternates are requested, the City of Huntsville reserves the right to award only the basic effort without any of the alternates or may award the basic effort along with one or more of the alternates.

INSURANCE: Insurance requirements for this project are included in the contract documents.

DOMESTIC PREFERENCES: In the performance of this contract, the contractor shall comply with Ala. Code (1975) §§ 39-3-1 through 39-3-5 in supplying steel, materials, supplies, other products, and labor. Failure to comply with these requirements shall subject the contractor to the penalties set forth in the sections of the Alabama Code set forth above.

AMERICANS WITH DISABILITIES ACT: The contractor must comply fully with the Americans with Disabilities Act and indemnify and hold harmless the City of Huntsville from all cost, including but not limited to damages as well as attorney's fees and staff time, in any action or proceedings brought alleging a violation of the Americans with Disabilities Act. The City of Huntsville is an "Equal Opportunity" entity and encourages all Contractors to utilize the services provided by minority, disadvantaged and/or women-owned businesses whenever possible.

NON-RESIDENT CONTRACTOR: In awarding the Contract, preference will be given to Alabama resident contractors and a nonresident bidder domiciled in a state having laws granting preference to local contractors shall be awarded the Contract only on the same basis as the nonresident bidder's state awards contracts to Alabama contractors bidding under similar circumstances.

SALES AND USE TAX: General Contractors are responsible for paying all applicable taxes on materials used for this job.

E-VERIFY: The City has adopted an ordinance that requires certain contractors of the City to comply with certain requirements regarding the hire of unauthorized aliens under federal law. Contractor must complete and submit the Contractor E-Verify Certification prior to Award Notification upon request of the City and comply with the requirements described therein.

IRON OR STEEL PRODUCTS: This project is subject to Alabama Department of Transportation Alabama Standards Specifications, 2022 Editions, Section 600, Subitem 106.01(a)2a:

(a) Any contractor for a public works project, financed entirely by the State of Alabama or any political subdivision thereof, within this state, shall use iron or steel produced within the United States when specifications in the construction contract require the use of iron or steel and do not limit its supply to a sole source under subsection (f) of Section 39-2-2. If the awarding authority decides that the procurement of domestic iron or steel products becomes impractical as a result of a national emergency, national strike or other cause, the awarding authority shall waive the above restriction. (b) In the event the contractor violates the domestic iron or steel requirements of subsection (a), and domestic iron or steel is not used, there shall be a downward adjustment in the contract price equal to any realized savings or benefits to the contractor.

APPENDIX A

SCOPE OF WORK & RELATED INFORMATION

CITY OBJECTIVES AND DESCRIPTION OF PROJECT

The City of Huntsville is seeking a qualified contractor(s) for the Elevator Preventive Maintenance & Services (City-wide). The resulting contract shall include all labor, equipment, materials, tools, licensing, travel, and all other items necessary to provide preventive maintenance, services, and repairs required to ensure continuous and efficient operation of elevators owned and/or operated by the City of Huntsville. The minimum requirement or this contract shall be for the provision of the monthly, semi-annual, and annual preventative maintenance. Services shall also include but are not limited to repairing and servicing elevators on an as-needed basis. Services provided under this contract is intended to be performed within the shortest possible time frame with the work beginning and ending on dates selected by the City of Huntsville for each work authorization. Failure to comply with the times specified in the Notice to Proceed (NTP) may result in the contractor being prohibited from bidding on additional work for the City of Huntsville until such time as contractor is back on schedule.

Preventative maintenance, service, and repairs shall be performed at the locations detailed in Appendix B. The City reserves the right to add or remove facilities during the duration of contract.

AWARD & CONTRACT TERM

Awards shall be made to the lowest responsive and responsible bidder(s). The term of the contract shall be for a period of one (1) year from the date of award, with services provided on an as-needed basis up to the Not to Exceed (NTE) Amount. The City of Huntsville reserves the right to extend the contract time for up to two (2) additional one (1) year terms.

It is the intent of the City of Huntsville to award this contract to one (1) or more contractors as deemed in the best interest of the City and contractors’ ability to service the elevators owned and/or operated by the City.

Any questions pertaining to the attached specifications should be directed in writing to Carrie Power, Procurement Analyst II at carrie.power@huntsvilleal.gov.

SPECIFIC REQUIREMENTS

In accordance with §39-2-8 of Code of Alabama (1975), as amended, a Performance Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder to whom the contract is awarded shall furnish at his expense an acceptable bond to the City of Huntsville, in the amount equal to one hundred (100%) percent of the purchase order amount (forms are attached in specifications) within fifteen (15) days of the purchase order issuance date and prior to the commencement of any work authorized by the purchase order. Bond shall be countersigned by the authorized agent resident in the state and shall attach thereto power of attorney of signing official. A Payment of Labor, Materials, Foodstuffs and Supplies Bond (Surety Bond) shall be required for each City-issued Purchase Order in an amount equal to or in excess of $100,000. The successful bidder shall furnish at his expense an acceptable bond to the City of Huntsville , in the amount not less than fifty (50%) percent of the purchase order amount, with the obligation that the Contractor shall promptly make payment to all persons furnishing him or them with labor, materials, foodstuffs, or supplies for, or in, the prosecution of the work, including the payment of the reasonable attorney’s fees incurred by successful claimants or plaintiffs in suits on said bond. The date of the bond shall not be earlier than the purchase order issuance date. Performance and Payment Bonds shall ONLY be required for individual projects equal to or more than $100,000 as authorized by the issuance of a Purchase Order (PO).

In accordance with §39-2-4(a) of the Code of Alabama (1975), as amended, the bidder shall provide a certified check or bid bond in the amount of not less than five percent (5%) of the total amount shown on the schedule of prices not exceeding $10,000.00 payable to the City of Huntsville, Alabama, which is to be forfeited, as liquidated damages, if, in the event that his proposal is accepted, the undersigned shall fail to execute the contract and furnish a satisfactory contract bond under the conditions and within the time specified in this proposal; otherwise, said certified check or bid bond is to be returned to the undersigned.

OTHER REQUIREMENTS

mailto:carrie.power@huntsvilleal.gov

• A Certificate of Insurance is required of the successful bidder for the term of this Contract as outlined in the attached General Terms and Conditions. A valid Certificate of Insurance must be maintained for the entire term of the contract.

• A current copy of your City of Huntsville business license will be required of the successful bidder.

• The following shall be included in your submittal:

o Bid Proposal and Pricing Form o Detailed Requirements Checklist o Bidder Information & Acknowledgments o Report of Ownership o E-Verify MOU (Memorandum of Understanding) – www.e-verify.gov

• One (1) original and one (1) copy of all completed forms listed above.

http://www.e-verify.gov/

APPENDIX B

BID PROPOSAL AND PRICING FORM

The City reserves the right to make an award in whole or part to one or more Bidders whenever deemed necessary and in the best interest of the City. Per Appendix A-Scope of Work & Related Information, bids will be evaluated as a whole. All minimum quantities provided are considered to be estimates only.

Bidder must include in its Bid price all labor, supervision, materials, equipment, and tools of the trade required to meet the Contract requirements. Prices quoted shall be in U.S. Dollars, delivered prices, F.O.B. destination, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will not accept charges for transportation, handling, packaging, installation or out-of-pocket expense other than as specified in the Bid.

Prices quoted to the City shall remain firm for a minimum of ninety (90) days from the date of opening of the bid, unless so stated differently in the bid. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. The City will be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be considered unless so stipulated in the Invitation for Bid. Discounts will be considered in determining the lowest responsible bidder, however, any payment term based on less than 30 days will not be considered. Discounts will be figured from the date of acceptance by the City regardless of date of delivery or invoice.

The undersigned bidder understands that when unit prices are called for, the quantities shown herein are approximate only and are subject to increase or decrease and offers to do the work whether the quantities are increased, or decreased, at the unit prices stated in the following schedule. The undersigned bidder also understands that when lump sum bids are called for, he will be required to furnish all equipment, labor, materials and other items or cost to construct a complete facility. The undersigned bidder further understands that any deletions or additions designated on the outside of the bid envelope, must indicate the particular bid item relative to the deletion or addition, even if the deletion or addition references to deduct or add to the Total Base Bid. Any bids received that are unsealed will be immediately rejected.

The undersigned bidder has carefully examined the drawings or plans, bid documents, the specifications, the general requirements, the supplement to general requirements, the general terms and conditions, this proposal, the agreement, together with any addenda thereto, and agrees to furnish and deliver all the materials, and to do and perform all the work and labor required to be furnished and delivered, done and performed in and about the improvements as described above and in accordance with certain specifications prepared and approved by the OWNER (City of Huntsville, Alabama).

In the event a project requires a work item(s) not specified herein, the successful contractor shall submit to the City of Huntsville a description of the additional work items required and the proposed additional charges for such work, which shall be reviewed by the City of Huntsville for content and costs approval. At such time that unspecified work items are discovered at the site, all work shall cease on that particular project until final approval is obtained from the City of Huntsville.

Certificates of Insurance are required naming the City as the Certificate Holder. Also, the name of the project and project number should be included on the certificate. The Certificates should reflect the insurance coverage required herein. In addition, a copy of the policy may be requested upon award. Certificates signed using digital signatures will not be accepted unless accompanied by a written statement from the insurance/surety company indicating that their electronic signature is intended as their signature. The Certificates are to be signed by a person authorized by the Insurer to bind coverage on its behalf and must indicate coverage will not be canceled or non-renewed except after thirty

(30) days prior written notice to the City at the following address: City of Huntsville, Procurement Services Division, P.O. Box 308, Huntsville, Alabama 35804.

The undersigned bidder understands that the contract for this specific periodic contract is one (1) year from the date of award, with services provided on an as-needed basis up to the Not to Exceed (NTE) amount. The City of Huntsville reserves the right to extend the contract for up to two (2) additional one (1) year terms with each renewal year having a new NTE amount in the same amount as the initial year. Yearly renewals are at the discretion of the City of Huntsville and are subject to the availability of funds. Notification of yearly renewal shall be by written letter from the City of Huntsville.

In the event the NTE amount is reached prior to the end of any yearly term, the Director of General Services, at his or her discretion and subject to the availability of funds, may elect to advance the time for renewal in order to best meet the needs of the City, provided that total term of the original contract year and the two potential renewal periods does not exceed a total of three years from the initial date of award of the contract and provided the total expenditures are no more than three times the original Not to Exceed Amount.

Each project to be performed within this contract will require a separate work authorization and purchase order from City of Huntsville. Beginning and end dates for each project will be stated and shall be signed by contractor accepting the terms for each work authorization. Bid prices shall remain firm for the entire length of the contract. Any price increase imposed during the extended contract period shall be in exact increments of any ·increase imposed by the contractor's supplier. Written verification of any such increase must be submitted to the City of Huntsville for consideration and approval prior to any costs being incurred.

If an agreement cannot be reached concerning any such price increases, the City of Huntsville reserves the right to cancel the contract.

The City of Huntsville will direct and approve the work element and the quantities required for each project location and will compute the overall cost for each element of work and their respective quantities.

THE UNDERSIGNED BIDDER ALSO AGREES AS FOLLOWS:

All bonds must be approved by the Mayor and the Clerk of the City of Huntsville. Within fifteen (15) days of the purchase order issuance date, the contractor shall execute the contract and furnish to the OWNER a payment (labor and material) bond and a performance bond. No contract extension will be allowed for delays in the issuance of the notice to proceed that are a result of the contractor failing to submit the required items within the 15 days.

It is further understood and agreed that the Contractor shall commence upon issuance of a purchase order, unless otherwise instructed in writing by the OWNER. All work shall be carried on continuously to completion.

Accompanying this proposal is a certified check or bid bond in the amount of not less than five percent (5%) of the total amount shown on the schedule of prices not exceeding $10,000.00 payable to the City of Huntsville, Alabama, which is to be forfeited, as liquidated damages, if, in the event that his proposal is accepted, the undersigned shall fail to execute the contract and furnish a satisfactory contract bond under the conditions and within the time specified in this proposal; otherwise, said certified check or bid bond is to be returned to the undersigned.

Bidder shall acknowledge receipt of all addenda in the space provided on the Bidder Pricing Form below. Failure to acknowledge receipt of addenda shall not relieve Bidder of full responsibility for all requirements contained in addenda.

We acknowledge receipt of the following addenda: ______________________________

Total Base Bid-Pricing A (Based on estimated quantities) $__________________________

Total Base Bid-Pricing B (Based on estimated quantities) $__________________________

Description Description Unit of

Measure Bid Price Estimated Quantity Estimated Annual Cost

PRICING A

Tech rate for work outside the scope of this IFB Hourly Rate Per Hour

PRICING B

These locations must be billed to:

City of Huntsville General Services 615 Washington Street Huntsville, Alabama 35801 Huntsville Tennis Center (2305 Airport Road)

One (1) Schindler 330A Passenger Elevator

Per Month

Public Service Building (320 Fountain Circle)

One (1) Dover E23280 One (1) Dover E23281

Police Precinct/Fire Station 1 (2110 Clinton Avenue)

One (1) Otis Hydraulic Elevator

Lowe Mill Office Complex (2411 Ninth Avenue)

One (1) Elevator Hydraulic

Per Month

Municipal Justice Safety Complex (815 Wheeler Avenue)

Two (2) Otis Passenger 0409820

DOT Visitor Center (500 Church Street)

One (1) Thyssen Krupp TAC20

Per Month

Huntsville Depot (Early Works) (404 Madison Street)

One (1) Dover E-61408 One (1) Dover Hydraulic Passenger Elevator

Huntsville City Hall (305 Fountain Circle)

Three (3) Kone

KCM831

Per

These locations must be billed to:

City of Huntsville Parking Division Parking P.O. Box 308 Huntsville, Alabama 35804

Central City Garage “O” (116 Clinton Avenue)

EAST: One (1) Bagby 1036-1 WEST: One (1) Bagby 1036-2

Note 1: Estimated hours shall be used to establish the not to exceed (NTE) for each contract term. Actual amounts will be subject purchase orders issued.

This Price Bid Form is hereby submitted by the undersigned. I affirm that I understand and agrees that any form of electronic signature, including but not limited to signatures via facsimile, scanning, or electronic mail, may substitute for the original signature and shall have the same legal effect as the original signature.

Signature of the Proposer Legal Name of Firm

Print or Type Name of Proposer Mailing Address

Date City, State, Zip Code

Email Address

Huntsville City Hall (305 Fountain Circle)

One (1) KONE

KCM831

Per Month

BB&T Bank Garage “B” (305 Church Street)

Three (3) Dover

T-4 TRACN

Elevators

This location must be billed to:

Huntsville Museum of Art 300 Church Street Huntsville, Alabama 35801

Huntsville Museum of Art (300 Church Street)

2-Otis Passenger 1-Schindler Passenger 1-Otis Freight

This location must be billed to:

Huntsville Madison County Library 915 Monroe Street Huntsville, Alabama 35801 North Huntsville Public Library (3011 Sparkman Dr.)

One (1) Otis HydroFit 2112

Per Month

TOTAL $

APPENDIX C

DETAILED REQUIREMENTS

Line Ref

# SPECIFIC FUNCTIONAL REQUIREMENTS

VENDOR

COMPLIANCE

YES NO

A. NOTICE TO BIDDERS

1.

Each bidder, before submitting a bid shall become fully informed as to the extent and character of the work required. No consideration will be granted for any alleged misunderstanding of the material to be furnished or work to be done, it being understood that the submission of a bid is an agreement with all of the items and conditions referred to herein.

B. LAW AND REGULATIONS

2. The contractor shall perform in accordance with all applicable state, local and federal regulations and legal requirements in his performance of the contract.

C. LICENSES, APPROVALS, PERMITS, ETC.

3.

The successful contractor must have in place, before the award of the bid, any and all local, state and federal licenses, approvals, permits, authorizations and/or certifications which would be applicable for all services to be rendered during the term of the agreement.

D. SCOPE OF SERVICES

4.

The contract shall be a fixed labor rate with reimbursement for materials and any disposal costs. The contractor must furnish all labor, materials, tools of the trade, equipment, subcontractor work, supervision, and other services, without exception, for the proper execution and completion of the contract.

E. CONTRACTOR REQUIREMENTS

5. The bidder is regularly engaged in the business of maintaining and servicing elevator equipment, systems & controls

6. Bidders have five years of experience in elevator maintenance and possess all tools of the trade.

7.

Bidders will keep a local service office within 50 miles of 305 Fountain Circle for the duration of this contract. (The City of Huntsville has the right to verify office during the duration of this lease)

8.

Bidders are required a minimum of three (3) Certified Elevator Service Technicians within 50 miles of 305 Fountain Circle in order to provide adequate elevator emergency service.

This requirement must remain intact for the duration of the contract. (Vendor to verify address upon request by the City of Huntsville)

9.

Whenever specific services are hereafter specified, it is understood and agreed that any one of the following words shall also mean and include the others as conditions warrant:

Examine, Adjust, Clean, Lubricate, Repair or Replace.

10.

Bidder will regularly and systematically examine, adjust, clean, lubricate, furnish lubricants, and when conditions warrant, repair or replace: MACHINE, MOTOR, AND CONTROLLER PARTS, including but not necessarily limited to: Worms, Gears, Thrusts, Bearings, Brake Magnet Coils, Contacts, Resistors, Magnet Frames, and other mechanical parts. All replacement shall be original equipment or equal.

11.

Bidder will keep the Guide Rails properly lubricated at all times except where roller guides are used, and when necessary renew guide shoe gibs or guide rollers in order to assure smooth and quiet operation.

12. Bidder will periodically examine all safety devices and governors and equalize the tension on all hoisting ropes.

13.

Contractor shall have the capability of programming and/or re-programming the elevators as needed. Within 30 days after award, contractor will provide, for each elevator, a complete list of programming features and what the current settings or values are. The list shall include Duplex Collection, Group Supervision, Sequencing, Schedule Timing, Traffic Handling and Demands, etc. to allow for the most effective service to the ultimate

VENDOR

COMPLIANCE

YES NO

users. The bidder awarded this contract must meet with the General Service representative within 60 days of the award to discuss the programming features and the correct queuing and timing of each and location of each elevator during different times of the day.

14.

Bidders will renew all wire ropes as often as necessary to maintain an adequate factor of safety; and repair/or replace the following equipment.

Interlocks Car & Hatch Door Operators Car & Hatch Door Hangers Door Closers Signal System Cab Fan

15.

The following items of elevator equipment are not included in this contract:

Hoistway Enclosure Interior Finish of Cab Cab Flooring Cab Door (finish) Power Switches & Feeder to Controller

EA. Monthly Services:

16.

Monthly Inspections are to be provided. During these inspections, the following operations are to be performed on alternate weeks, part one week and the remainder the following week, and continuing on this basis throughout the contract period. Examine, adjust, clean, lubricate, repair or replace as condition warrant as follows:

17. Ride each car, check operation of car and hatch doors, acceleration, deceleration, floor stops and brake action. Make corrections as necessary.

18. Inspect and wipe clean all motors, machines and generators.

19. Inspect controllers, selectors, selector drives and governors.

20. Clean and adjust all controller and selector contacts. Renew worn contacts and/or shunts where necessary. Check sequence of operations.

21. Wipe clean motor, clean and check brushes and brush holders. Renew or reset brushes if necessary.

22. Clean and lubricate direction and accelerating switches.

23. Inspect brake operation. Check shoe to brake pulley clearance and adjust as required for proper operation. Clean pulley if necessary.

EB. Quarterly Services:

24. Examine, adjust, clean, lubricate, repair or replace the following on a quarterly basis as conditions warrant.

25. Clean hoistway pits and inspect equipment in them.

26. Inspect working parts of all governors for free operation.

27. Inspect all door operating equipment including motor brushes, commutator, belts or chains, contacts, drive vanes and blocks.

28. Check retiring cam operation and make necessary adjustments or corrections.

29. Examine all wire ropes and fastenings, check and adjust rope tension.

30. Examine traveling cables for wear and position.

31. Examine counterweight and compensator ropes.

32. Inspect door equipment and Saf-T-Edge units, clean, lubricate, adjust, or repair as necessary.

33. Lubricate selector drive screws and guides and clean contacts if necessary.

34. Clean and lubricate automatic slow down and stopping switches on top of cars.

35. Clean car position indicators, adjust if necessary.

36. Inspect, clean, and lubricate car guides (unless roller guides are used).

VENDOR

COMPLIANCE

YES NO

37. Check car fan motors for proper operation.

38. Inspect drive and secondary sheaves, clean if necessary.

EC. Semi-annual Service:

39. Examine, adjust, clean, lubricate, repair or replace the following on a semi-annual basis as conditions warrant.

40. Check bearings for proper operation and wear.

41. Examine machine gear teeth for cutting or noise.

42. While riding on top of cars, physically check condition and operation of door locking equipment.

43. Perform electrical test of door interlock circuits.

44. Examine door locks and door closer equipment. Clear door channels.

45. Examine car and counterweight guide show and fastenings.

46 Renew gibs or rollers when necessary. Lubricate sliding guide shoes.

47. Remove car station cover, blow out, clean or lubricate switches and buttons.

ED. Annual Services

48. Examine, adjust, clean, lubricate, repair or replace the following on an annual basis as conditions warrant.

49. Examine, clean with proper solution, and repair as necessary commutator, brushes, and brush holders of all small control motors and regulators.

50. Thoroughly examine and clean starter and control panels.

51. Check, clean and adjust operation of slow down and limit switches.

52. Examine all moving parts of governor and safety for free operation. Clean and adjust.

Perform actual test of safety at slowest operating speed with no load.

53. Examine, clean and oil if necessary buffers. Perform "Hand Test" of plunger return.

54. Blow out and vacuum controller motors and M.G. sets.

55. Drain machine gear oil, seal any oil leaks, examine gear teeth, refill with fresh oil.

56. Overhaul machine brake, including disassembly, cleaning, replacement of worn components, reassembly and readjustments.

57. Clean and lubricate hatch door hanger tracks and door arms.

58. Examine car and counterweight wire hoist ropes and governor ropes for wear and condition. Re-rope if necessary.

59. Clean rails, hatch walls, car top, pit, overhead sheaves and beams. Check bracket bolts for tightness.

60.

Perform ASA A17.1 900.7 Five (5) year safety test (contract speed, full load). This test must be conducted and results reported to the General Services Department six months before the end of the 3-year contract.

EE. Spare Parts

61.

To assume the maximum use of the elevators and a minimum shut-down time for emergency repairs, the successful bidder will be required to have and maintain on the job, in cabinets furnished by him, a supply of spare parts sufficient for normal maintenance and repair of the elevator. These spare parts and lubricants shall be genuine manufacturer's parts of the manufacture type and character of equipment covered by these specifications or equal and will include but not necessarily be limited to the appropriate quantity of the following: contacts, leads, brushes (Motor & Generator), coils, fuses, electronic tubes, push buttons, cleaning materials, lubricants and check chart.

62.

In addition to the above parts, to further assure a minimum shutdown time, the contractor shall have in stock in the Huntsville area for replacement purposes under this contract, the following genuine manufacturer's parts of the manufacture type and character of equipment covered by these specifications or equal and not necessarily limited to:

condensers, door locks, mechanical switches and relay.

VENDOR

COMPLIANCE

YES NO

63. Contractor shall allow a representative of City of Huntsville to inspect the warehouse of the contractor at any time to insure that the above parts are in stock.

EF. Availability of Rotating Elements:

64.

To further assure a minimum shutdown time, the contractor should have in stock available for replacement purposes under this contract at least one armature and one set of motor field coils for each type of generator, drive motor, gearless machine, or exciter which is included in the equipment covered by these specifications, and at least one of each type of door control motor included in the equipment covered by these specifications. These parts shall be of same manufacture as original or equal thereto. Defective or inoperative rotating element shall be repaired or replaced within forty-eight (48) hours.

EG. DOVER, BAGBY, SCHINDLER, OTIS, KONE and other ELEVATORS EH. Items Not Included:

65.

The following items of elevator equipment are not included in this agreement:

Refinishing, repairing, or replacing of car enclosure, car doors, hoistway enclosure, hoistway door panels, frames and car doors, hoistway enclosure, hoistway door panels, frames and sills, car flooring and floor covering, main line power switches, breakers and feeders to controller, underground piping, jack casing, acts of God and vandalism.

EI. Bidder also agrees:

66. To keep the guide rails properly lubricated at all times, and when necessary to renew guide shoe gibs to insure smooth and quiet operation.

67. To furnish lubricants which are specially prepared and compounded, and repair and/or replace conductor cables.

68. To make any adjustments, repairs and replacements which it may be advisable to make before the next regular examination.

69.

Perform ASA A17.1 900.7 Five (5) year safety test (contract speed, full load) as require.

This test must be conducted and results reported to the General Services Department six months before the end of the 3 year contract.

70. To examine, lubricate, adjust, and if conditions warrant, repair or replace all accessory equipment, with exceptions as stated hereinafter.

71.

Contractor shall have the capability of programming and/or re-programming the elevators as needed. Within 30 days after award, contractor will provide, for each elevator, a complete list of programming features and what the current settings or values are. The list shall include Duplex Collection, Group Supervision, Sequencing, Schedule Timing, Traffic Handling and Demands, etc. to allow for the most effective service to the ultimate users. The bidder awarded this contract must meet with the General Service Representative within 60 days of the award to discuss the programming features and the correct queuing and timing of each and location of each elevators during different times of the day.

72.

Description of work to be performed: Bidder will regularly and systematically examine, adjust, lubricate as required, and if conditions warrant repair or replace: POWER UNIT, PUMP, MOTOR AND CONTROLLER including valves (including relief valve, pilot, lowering, leveling and check valves; or any of the parts thereof), V-belts, strainers, springs and gaskets, controller relays, contacts, coils, timers magnet frames and controller wiring, traveling cable and components for entire operating circuit, plunger, guide bearings, packing and packing gland.

F. RESPONSIBILITY OF THE CONTRACTOR

73.

The successful contractor must inspect each job and provide a written estimate of the materials and labor hours at the hourly contract rate per labor category in a timely manner.

Any estimate of $100,000 or require the issuance of separate purchase order (PO) and cannot be performed under an established blanket PO. Projects with an estimate of $100,000 or more shall require the provision of Performance Bond and Payment Bond in

VENDOR

COMPLIANCE

YES NO

accordance with the requirements detailed in Appendix A – Scope of Work & Related Information, within fifteen (15) days of the PO issuance date.

74.

A purchase order will be issued based upon the estimate which will also serve as the contractor’s authorization to proceed. No work shall be performed without a purchase order from the General Services Department.

75.

At the completion of work, an invoice must be submitted for the actual cost and itemized in accordance with the contract for each labor category. Only one (1) skilled technician will be allowable on repair projects unless approved by the General Services Representative. Under no circumstances shall any invoice exceed the original estimate.

76. The contractor is responsible to familiarize himself with local conditions, nature and extent of work, and to carefully examine the specifications.

77. The contractor must provide competent workmen and supervision.

78.

Take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The contractor is responsible for any injury to himself, his employees, or others as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him or his employee’s fault or negligence.

79. Perform work without unnecessarily interfering with the City of Huntsville activities or other contractor(s).

80.

Successful bidder is required to maintain an inventory of original manufacture (or equal) parts sufficient to insure against any unwarranted delay in the safe and reliable operation of the equipment covered by these specifications.

81.

It is understood and agreed upon that one of the major purposes of this contract is to provide the maximum use of the elevators for health, safety, convenience, performance, and efficiency of the City of Huntsville, its officers, employees and citizens. In the event one or more of the elevators is rendered inoperable due to the contractor’s failure to perform required services or to stock parts and elements specified hereof, it is understood and agreed that the contractor shall pay to the City of Huntsville the sum of $100.00 per working day for each day after such elevator has failed to operate for a continuous 48 hour period.

G. BACKGROUND CHECKS

82.

The successful bidder must have police background checks completed at their expense, on all employees that will be in City facilities. The background check must be maintained at the bidders place of business and be available for review at reasonable times by the General Services Department Director or his agent. Any negative history indicated on the background check must be immediately brought to the attention of the General Services Department. Any employees with a negative history on the background check must be approved by the General Services Department before entering a City facility to work on any portion of this bid.

H. OSHA & LOCK OUT TAG OUT

83. Contractor must abide by all OSHA regulations and requirements including Lock Out Tag Out of energy sources

I. ADDITIONAL VENDOR REQUIREMENTS

84.

Check-In/Check-Out At the City’s option, the contractor may be required to check-in or check-out using one of the following methods:

a. The contractor shall post in a conspicuous place, at site locations, a check sheet and enter thereon the date of each service visit, the name of the individual performing the service, and the time of the service.

b. The contractor shall call, from the work site location phone, the requesting department and give the operator the name of the individual performing the service, work order numbers, and the time of the start and stop of service.

VENDOR

COMPLIANCE

YES NO

c. The contractor shall call, from the work site location phone, the requesting department and log into an automated check in system at the time of the start and stop of service.

85.

The Contractor will be responsible for providing their lead personnel with cellular or digital portable telephones whereby they can be contacted and can contact the requesting department at all times.

86.

The Contractor’s personnel must wear appropriate professional working attire including pants, shirts with sleeves, tennis shoes/boots and have a picture I.D. badge visibly worn at all times.

J. REPAIR STATUS, WHEN A DELAY

87.

Notify the requesting department whether project has been completed or if job site is abandoned to pick up or order materials to complete project and estimated time frame to return to job.

88.

In the event the Contractor must leave the site to purchase parts for the completion of job, this departure time must be reported to the requesting department with estimated time allotted to pick up parts and estimated time to return to the job site for the completion of the project. Time to and from location site not reported to the requesting department will not be credited for processing of invoices.

K. EXECUTION OF WORK

89.

When possible and practical, division personnel will instruct the contractor of what the work consists of and, when applicable, the materials and equipment to be used. A Purchase Order will be issued to the Contractor based upon an estimate before any work is performed. The estimate must itemize anticipated technician hours. It is required that only one (1) technician will respond for a repair or maintenance call. Furthermore, the contractor must obtain approval to having another technician or helper on site to assist in repairs/maintenance. Any project, which is estimated at $100,000 or more in cost, will be separately bid. No project shall be split in order to avoid this limitation.

90. Work schedule shall be coordinated with the General Services representative to minimize the effect on the building occupants.

L. RESPONSE TIME

91. The contractor shall have personnel available to provide repair and/or maintenance services on a twenty-four (24) hour a day, seven (7) days a week basis.

92.

All work shall be started within one (1) hour for emergencies and twenty-four (24) hours for non-emergencies after notification to proceed unless further delay is authorized by General Services. All such work shall be completed in accordance with the compilation schedule submitted as part of the written estimate.

93.

It is the intention of this contract that equipment be maintained so as to preserve the operating characteristics in line with the original design. Contractor must respond (including weekends) within the times listed in the main specification of the request for service. Should the City of Huntsville find through its own investigation or that of its representative that these standards are not being maintained, the contractor shall be given fourteen (14) days’ notice to restore the performance to the required level. Failure by the contractor to restore the performance to the required level within that time shall constitute sufficient cause for termination of the contract by reason of default.

M. INSPECTION AND ACCEPTANCE

94.

The City of Huntsville inspection and acceptance of contractual compliance will be accomplished by a representative of General Services. General Services Management will approve a record of time and materials used for the job as maintained by the contactor, and state on the invoice that they inspected and accepted the work performed.

N. CALL BACK SERVICES

95. Call back service for previous repairs or maintenance will be on a twenty-four (24) hour, seven (7) days a week basis at no additional cost to the City, and response time will be

VENDOR

COMPLIANCE

YES NO

within one (1) hour of notification for emergencies and two (2) hours for non-emergencies unless further delay is authorized.

O. ALLOWANCE OF IN-HOUSE WORK

96.

No section or portion of this contract shall be construed or interpreted to preclude the City from accomplishing any task or undertaking any operation or project utilizing its own work force.

P. MATERIALS & EQUIPMENT

97. All materials to be used on each job must be approved by General Services Representative.

98.

New or added materials or equipment installed shall be invoiced at the Contractor’s actual cost to include any and all discounts offered by their supplier.