Elevator_Maintenance_&_Repair_Services_(Group_1).pdf

REQUEST FOR PROPOSAL

2025-RFP-028-PR

ELEVATOR MAINTENANCE & REPAIR SERVICES (GROUP 1)

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: June 16, 2025

DEADLINE FOR QUESTIONS: July 22, 2025

RESPONSE DEADLINE: July 29, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Elevator Maintenance & Repair Services (Group 1)

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Attachments:

A - Attachment A - Conveyance List & Site Contacts - Group 1

B - Attachment B - Performance Standards - Group 1

Request For Proposal #2025-RFP-028-PR Title: Elevator Maintenance & Repair Services (Group 1)

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated Elevator Maintenance & Repair Services (Group 1).

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

Mandatory Site Visit - Inspection of Premises

1. The site visit/vendor conference will be held for vendors to view the conveyances at the City

County Building, Public Safety Building, Courthouse and Airport (in that order) and to provide any additional needed instruction to vendors on the submission of proposals. If a vendor fails to attend the conference and submits a proposal, the proposal will be rejected.

a. NOTE: Site Visits for all other locations on this bid (other than the City County Building, Public Safety Building, Courthouse and Airport) are optional but encouraged. Site visits for these other locations can be set up by contacting the staff member noted on Attachment

A - Conveyance List & Site Contacts at any time during the RFP process - please plan ahead accordingly.

2. Email Pete Patten at patten.peter@danecounty.gov to sign up.

3. Date: June 26, 2025

4. Time: 8:00 am (CST)

5. Location: Meet at the Wilson Street Entrance of the City County Building located at 210 Martin

Luther King Jr. Blvd., Madison, WI 53703

a. City County Building (1st)

b. Public Safety Building (2nd)

c. Dane County Courthouse (3rd)

d. Dane County Regional Airport (4th)

i. Park in the Hourly Ramp

ii. Meet inside Door #1 (a yellow airplane hands over this area) mailto:patten.peter@danecounty.gov

1.2. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Administration

1.3. Timeline

Release Project Date June 16, 2025

Vendor Conference (Mandatory) June 26, 2025, 8:00am

Meet at the Wilson Street Entrance of the City

County Building located at 210 Martin Luther King

Jr. Blvd., Madison, WI 53703 (This vendor conference will cover both RFPs for Group 1 and

Group 2)

Question Submission Deadline July 22, 2025, 4:00pm

Question Response Deadline July 24, 2025, 4:00pm

Proposal Submission Deadline July 29, 2025, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Tuesday, July 22, 2025.

a. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Tuesday, July 29, 2025. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

a. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

b. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

c. Once registered, click on the "draft" button to draft your proposal.

d. Provide company information

e. Complete the entire Vendor Questionnaire

f. Where indicated, upload the required documents.

g. The file upload status can be seen for each document uploaded.

h. Confirm all files have been uploaded

i. Review your work and click on "submit" proposal

j. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

a. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

2. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

3. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

4. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

a. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

b. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

5. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

6. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

7. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

a. The award may be granted to the highest scoring responsive and responsible proposer.

b. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services mailto:risk.management@danecounty.gov elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

a. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

b. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

c. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

1. The contract shall be effective on the date indicated on the Dane County Purchase Order or the

Dane County Contract execution date and shall run until December 31, 2027. The initial term length and renewal terms available are estimates only and are subject to change.

2. If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor. Vendor performance may be taken into consideration in the decision by the contracting agencies and the Purchasing Division to either continue the contract into each of the three (3) optional renewal years.

3. Dane County may terminate the Contract with written notice if the Authorized Representative determines the level of service does not meet the terms of this Agreement, if recurring service problems exist, or if the Contractor materially fails to perform any of the obligations under this

Agreement or Elevator Code. Dane County shall be the sole judge of compliance.

4. Dane County may also terminate the Contract with written notice should Periodic Tests required by the SPS 318 Elevator Code and the Technical Specification be past the due date, or for failure to promptly correct elevator inspection violations resulting from the Periodic (annual) elevator inspections by the Compliance Date.

5. Anticipated Terms (Calendar Dates) o Term 1: January 1, 2026 - December 31, 2026 (Initial Contract Term) o Term 2: January 1, 2027 - December 31, 2027 (Initial Contract Term) o Term 3: January 1, 2028 - December 31, 2028 (Renewal) o Term 4: January 1, 2029 - December 31, 2029 (Renewal) o Term 5: January 1, 2030 - December 31, 2030 (Renewal)

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Scope of Work

1. Bidder acknowledges that Dane County is seeking bids for professional expertise in performing proactive, predictive and preventive maintenance on their portfolio of elevators (hereafter conveyances). The terms Bidder, Contractor, and Elevator Service Provider are interchangeable, and any reference to specification requirements shall be met by Bidder.

a. The County reserves the right to split the award and award by individual location only or for all locations listed by a single Department/Division or not award specific parts of the bid as deemed necessary.

2. This service is intended to advance safe operation of the Conveyances, to minimize the probability of accidents, to promote the efficient, reliable operation and performance of the equipment, to minimize shutdowns and the disruption of service, to ensure that elevator safety code requirements are met or exceeded, and to maximize usage of the Conveyances and extend equipment life, through a systematic and documented maintenance control program (MCP).

3. Bidder shall deliver maintenance service meeting the Technical Specification at a minimum, but tailored to each unit’s specific requirements.

4.2. Locations & Contact Information

1. Dane County Purchasing Division (hereafter Dane County) is located at Room 425 City County

Building, 210 Martin Luther King Jr Blvd, Madison, Wisconsin. The Conveyances are located at multiple Contracting Agency sites, and a listing of the locations, contact information, and billing contact address is found in Attachment A – Conveyance List.

2. A listing of the Conveyances is provided in Attachment A – Conveyance List as a convenience to

Bidders, who are responsible for verifying the accuracy of the information in Attachment A –

Conveyance List.

4.3. General Requirements - Qualifications to Bid

1. Bidder shall be competent and experienced in the field of elevator maintenance with a minimum of five (5) years prior experience on equivalent or more complex mid-rise electric elevators, and shall presently service comparable geared traction and hydraulic equipment.

https://www.danepurchasing.com/

2. Bidder bears complete responsibility for their employees obtaining the elevator mechanic credential, and shall also maintain the required WI Elevator Contractors’ license in good standing.

3. Bidder shall maintain a local service office within 15 miles of the City of Madison and demonstrate the ability to consistently meet the callback response times required in the Special

Conditions.

4. Contractor shall have a sufficient quantity of competent elevator mechanics on call in order to respond to callback service requests within one hour of receipt of call and to respond to simultaneous requests for service (callbacks) at three buildings.

4.4. General Requirements - Personnel

1. All elevator maintenance and repair work shall be performed by qualified personnel supervised by Contractor. Subcontracting or assignment of maintenance responsibilities is not permitted without the advance authorization of the Dane County representative.

2. Such personnel must have been trained in the construction, maintenance, repair, inspection, or testing of the equipment on which they will be working. Contractor agrees to provide sufficient workers, equipment and materials for prompt and diligent execution of the work. The

Contractor work force shall be equipped with the skills, tools and equipment, supplies, ongoing training to maintain and improve skills, and sufficiently equipped to properly troubleshoot and repair the elevators, all at no additional cost to the County.

3. Apprentices and Temporary Mechanics (hereafter TM) can be assigned maintenance and repair work only with advance notification to Dane County. The use of an Apprentice or Helper shall be under the direct supervision of a qualified elevator mechanic.

4. If the assigned personnel do not meet the qualifications and/or do not perform satisfactorily then Dane County can make reasonable requests to the Contractor to remove and assign qualified replacement personnel.

5. Contractor shall provide personnel that use reasonable care in the performance of Elevator

Maintenance Service. Contractor shall make reasonable efforts to ensure that personnel will work in harmony with County management and others.

4.5. General Requirements - Security Procedures

1. A photo identification badge shall be issued by the Bidder to their employees, and shall be clearly displayed at shirt pocket height while on any Dane County facility. Badges shall be provided by Bidder at Bidder’s expense.

2. Bidder employees shall comply with all new or existing security procedures, background checks, reasonable sign-in and sign-out procedures, etc.

4.6. General Requirements - Notification & Procedures

1. Mandatory procedures: Bidders employees shall check in with each County representative or other designated contact upon arrival each time on site to be made aware of any reported problems that require immediate action and to schedule equipment out of service. Before leaving the premises, check out to advise of corrective actions taken or any work in progress.

2. All regular and overtime Elevator Maintenance time shall be documented by a records management system. Billable special repairs and callbacks require that a physical time ticket shall be furnished at the time of each special repair or callback documenting labor hours on site, travel time, and parts used. Regular maintenance shall be documented by either time tickets or an internet-based records management system. The records management system shall be in addition to the required maintenance records in the machine rooms.

3. Contractor shall schedule and coordinate the temporary removal of equipment from service for testing or other procedures 48 hours in advance with the Agency representative or designated representative whenever possible in order to minimize the disruption to normal building operations. Suitable barricades and signage acceptable to Dane County shall be posted by

Contractor where requested by the County representative, advising building occupants that a conveyance is out of service.

4. The CCB, Courthouse, PSB, and Airport generally provide for parking. Contractor shall utilize street parking for their vehicles, or the vehicles of their employees at the other locations.

5. Contractor shall coordinate with the building managers at the following locations to determine an agreed upon recurring schedule and time for performing the required regularly occurring preventive maintenance visits.

a. Badger Prairie Healthcare – All Elevators

b. Consolidated Food Services – Only Elevator

c. Public Safety Building – All Elevators

d. City County Building – Elevators #7-8

4.7. General Requirements - Billing Procedures

1. All transportation and travel charges shall be incorporated in the bid for regular time callbacks or service.

2. All invoices shall comply with the pricing and markups established by this specification and bid and/or the Dane County contract.

3. An invoice shall be issued and emailed to the Dane County invoice email address found on the

Bill To section of the Dane County purchase order issued for each location. The invoicing format shall be subject to change at any time as subsequently requested by Dane County.

4. Maintenance shall be billed on a quarterly basis as indicated below:

a. March 31st (for services performed and completed January 1 – March 31)

b. June 30th (for services performed and completed April 1 – June 30)

c. September 30th (for services performed and completed July 1 – September 30)

d. December 31st (for services performed and completed October 1 – December 31)

5. All invoices must be itemized and contain the following information:

a. Contractor’s name

b. Remit to address

c. Dane County Purchase Order number

d. Service location, including street address, building or department name

e. The building Elevator Number, DSPS State Registration Tag Number, and Regulated Object

ID number on which the work was performed

f. Time period of the services invoiced

g. Inspection frequency as required by the contract

h. Description of service provided

i. Price per the contract, itemized so that the service and cost can be readily identified as being a part of this Contract

j. A copy of all time tickets pertaining to services provided must be attached to each invoice for each location.

6. All invoices for Other services, including callbacks or repairs must specify the following:

a. Date of service, time of arrival and departure

b. A complete description of the services provided

c. A complete breakdown of number of labor hours

d. The applicable hourly labor rate(s)

e. Individual parts prices and manufacturer’s part number

f. Copy of invoice(s) for replacement parts and materials

g. Copy of invoice(s) for equipment rental charges and markup (if applicable)

h. Copy of subcontractor’s invoice (if applicable). Note: no markup allowed

i. Name of County’s representative that authorized the service

7. Only properly submitted invoices will be processed for payment. Any invoice failing to comply with these provisions may be returned for correction and reissue.

8. Dane County expressly reserves the right to reduce the maintenance premium for any upcoming quarter in proportion to the number of maintenance visits missed in the previous quarter.

9. Dane County shall not be responsible for paying any general charges, including but not limited to ‘sundries’, ‘miscellaneous parts charge’ or transportation, fuel, or other surcharges.

10. An electronic copy of the Contractor’s time ticket shall be provided within 48 hours of each special, callback or repair service to match up with the subsequent invoice.

11. Overtime is generally not included and any billable overtime must be expressly authorized in advance by the designated Dane County representative. It is agreed that charges for unauthorized overtime will not be considered legitimate and may not be paid.

12. Contractor shall provide a summary spreadsheet to Dane County on a quarterly basis of billable services. Spreadsheet shall include the invoice number, date of invoice, property, elevator number, date paid, and date returned for correction (if applicable).

13. Invoices that are reviewed by Dane County or their Consultant and sent back to the Elevator

Contractor for correction, shall be corrected and resubmitted for payment within 30 days.

Invoices that are sent back for correction and not returned within 90 days shall be subject to an automatic price reduction of 25% of the corrected amount. Contractor shall not withhold services or place Dane County on a credit hold due to unpaid invoices that are waiting to be revised by the Contractor.

14. Dane County reserves the right to require a refund from the Elevator Service Provider if the

Elevator Service Provider repeatedly misses the required maintenance visits. Repeated visits that warrant a refund shall be when 25% or more of the maintenance visits are not performed on an annual basis by the Elevator Service Provider. Amount of refund shall be an equivalent percentage of the annual maintenance premium, matching the percentage of missed visits.

15. Contractor shall provide an electronic report on approximately the first of each month of all callbacks taking place the prior month. Report may be delivered to the designated Dane County representative by email or fax. Printouts shall contain detailed callback information, repairs, testing, and entrapments. If Contractor has callback reports available via an internet records management system, Contractor shall set up the quarterly reporting upon request.

4.8. General Requirements - Management Audits

1. Contractor shall perform audits of the elevators by supervisory personnel to ensure compliance with the requirements of the Technical Specification, and share the written audit results with

Dane County.

2. At least 25% of the elevators shall be audited in the first 12 months, with the remaining 75% in the subsequent 24 months.

4.9. General Requirements - Semi-Annual Performance Review

1. The Contractor’s Maintenance Supervisor and Sales Representative shall meet with the designated Dane County representatives collectively every three months, or more frequently upon request.

2. Contractor shall present a maintenance records summary report for review and discussion at each meeting. Reports shall include an analysis of callbacks and a summary of hours worked per building for various time periods. Meeting discussion shall identify performance trends, promote feedback on performance, discuss scheduling pending preventive maintenance tasks, and review any outstanding recommendations or proposals.

3. The format and content of the report shall be subject to the approval of Dane County.

4. Recommendations made by Contractor shall be followed up with written proposals where appropriate, and submitted on a timely basis.

5. It is the Contractor’s obligation to schedule the quarterly meetings.

4.10. General Requirements - Written Reports

Contractor shall at any time during the term of this contract, upon the request of Dane County or

Contracting Agency:

1. Provide a report of inspections, repairs, callbacks, or replacements made by Contractor, itemized as to parts installed or services performed.

2. Provide an account of reported incidents or accidents investigated by Contractor.

3. Provide prompt written recommendations and pricing for elevator repairs or upgrades.

4.11. General Requirements - Notice to Repair or Replace

1. Contractor shall comply with the written recommendations of Dane County, as well as periodic inspection reports by the Madison Fire Department or other Elevator Inspector licensed by the

Wisconsin Department of Safety and Professional Services (DSPS).

2. However, Contractor is not required to install new attachments on the equipment where they did not previously exist, without compensation.

4.12. General Requirements - Maintenance Documentation

1. All regular and overtime Elevator Maintenance shall be documented by a records management system.

2. Billable special repairs and callbacks require a physical time ticket documenting labor hours on site, travel time, and parts used, and shall be furnished at the time of each special repair or callback.

3. Regular maintenance shall be documented by either time tickets or an internet-based records management system. The records management system shall be in addition to the required maintenance records in the machine rooms. Access shall be provided to Dane County

Purchasing, Dane County representatives, and Dane County’s Consultants.

4.13. General Requirements - Required On-Site Documentation

1. Compliance with ASME A17.1-2016 Req. 8.6.1.2.2 On-Site Documentation is the sole responsibility of the Elevator Service Provider. Failure to comply with requirements defined in this specification and ASME A17.1-2016 as determined solely by Dane County, shall be construed as failure to perform services required by this Agreement.

2. On-site Documentation shall be written and permanently kept on-site and available to the specified personnel. On-site maintenance records shall be updated prior to the conclusion of any and all visits for repairs, maintenance, inspection, callbacks or testing.

3. Procedures for inspections and tests not described in ASME A17.2 and unique procedures or methods required for elevator personnel.

4. Written checkout procedures per Req. 8.6.1.2.2(c).

5. It is stipulated that all on-site documentation shall become the property of Dane County. The expiration or termination of the maintenance agreement does not allow the Elevator Service

Provider to remove any on-site records.

4.14. General Requirements - Required On-Site Maintenance Records

1. Compliance with ASME A17.1-2016 Req. 8.6.1.4.1 On-Site Maintenance Records is the sole responsibility of the Elevator Service Provider. Records shall be kept on-site for immediate viewing by elevator personnel in hard copy or in electronic format including the requirements of

8.6.1.4.1 as clarified by this specification. If in electronic format, Elevator Service Provider shall have any equipment required available for immediate viewing of electronic records in each machine room without password restricted access. Instruction for immediate viewing shall be posted on the controller.

2. Maintenance Control Program Records shall document compliance with the maintenance tasks listed in the MCP, other tests, examinations and adjustments, and the specified scheduled intervals based on 8.6.1.2.1(e) shall be identified, published, and met.

a. A unique maintenance checklist subject to approval by Dane County shall be kept in each machine room or control room.

b. Maintenance records shall be kept up to date, retained, and archived in the elevator machine room or control room, and made readily available to Dane County and elevator inspectors or consultants at all times without charge.

c. Maintenance records in each machine or control room shall include the following activities at a minimum:

d. Description of maintenance task performed, mechanic name and dates;

e. Description and dates of examinations, tests, adjustments, repairs, and replacements;

f. Description and dates of callbacks or reports that are reported to elevator personnel by any means, including corrective action taken.

g. A minimum quarterly record of elevator telephone, alarm operation, emergency lighting, and door restrictor testing shall be included on the maintenance checklist. (Interval shall be at each inspection, if less than a scheduled quarterly frequency).

h. Copies of all test reports

i. Copies of the periodic (annual) inspection reports and reinspection reports

3. Repair and Replacement Records. The record of repair and replacement records shall be included in the on-site maintenance record.

4. Callback Records: Contractor is required to keep all maintenance records in the machine room or control room for each elevator, reported trouble, dates, time, and corrective action(s) taken that are reported by any means to elevator personnel.

5. Maintenance records shall be kept up to date, retained, and archived in the…