Elevator Service and Repair.pdf

CENTRAL SERVICES

Request for Proposal #: 320-040926AG

Elevator Service and Repair Contract

Date of Issue: 09/16/2026

Proposal Opening Date: 10/1/2026

At 03:00 PM ET

Direct all inquiries concerning this RFP to:

Alicia Gaines

Purchasing Associate III

Email: Alicia.Gaines@rockymountnc.gov

Phone: 252-972-1227

Request for Proposal # 320-040926AG

For purchasing division processing, please provide your company’s Federal Employer Identification

Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina

General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

“All bidders are hereby notified that they must have the proper license as required under the North Carolina laws. All prospective contractors shall be responsible for complying with state law and local ordinances.”

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or the City. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts;

or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the City, or from any person seeking to do business with the City. By execution of this response to the RFP, the undersigned certifies, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED.

Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO

VENDORS ITEM #12):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF

VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this proposal are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount Purchasing Office shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Vendor proposal response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFP to:

Alicia Gaines

Purchasing Associate III

Request for Proposal # 320-040926AG

Proposals will be due: 10/1/2026 3:00 pm

Contract Type: Service

CITY OF ROCKY MOUNT

CENTRAL SERVICES

Proposal Number: 320-040926AG Vendor: __________________________________________

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Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.3 RFP SCHEDULE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 AUTHORIZED SIGNATURE REQUIREMENT

2.7 PROPOSAL CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 INVOICES

4.3 MINORITY BUSINESS PARTICIPATION

4.4 VENDOR EXPERIENCE

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

5.0 SCOPE OF WORK (PRODUCT SPECIFICATIONS)

5.1 GENERAL SPECIFICATIONS

5.2 PROJECT ORGANIZATION

5.3 ACCEPTANCE OF WORK

5.4 LIQUIDATED DAMAGES

5.5 TRANSITION ASSISTANCE

6.0 CONTRACT ADMINISTRATION

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6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 DISPUTE RESOLUTION

6.3 CONTRACT CHANGES

6.4 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

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1.0 PURPOSE AND BACKGROUND

The City of Rocky Mount is seeking proposals from qualified vendors to maintain the elevators for the City of Rocky Mount in line with its original design, performance, and in safe operating condition that requires the service to be performed by an experienced and competent elevator contractor who has satisfactorily maintained elevators of this type and to the degree included in these specifications.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If the City determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer.

By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the City’s election.

2.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP City Wednesday 9/16/2026

Pre-bid Meeting Vendors Wednesday 9/23/2026 10:00 am

Submit Written Questions Vendor Friday 9/25/2026 5:00 pm

Provide Response to Questions City Tuesday 9/29/2026

Submit Proposals Vendor Thursday 10/1/2026 3:00 pm

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Pre-Bid Meeting

Date: 9/23/2026 Time: 10:00 a.m. Eastern Time Contact #: 252-972-1227

Instructions: Vendor representatives are URGED and CAUTIONED to attend this event and apprise themselves of the conditions and requirements that will affect the performance of the work called for by this Invitation for Bid. A non-mandatory Pre-Bid Meeting is scheduled for 10:00 a.m. Eastern Time at 331 S Franklin St, Rocky Mount, NC 27804 on 9/23/2026. Submission of a bid shall constitute conclusive evidence of Vendor’s understanding of the purpose and significance of this event, and no allowance will be made for unreported conditions that a prudent Vendor would recognize as affecting the performance of the work called for in this bid. This conference is the only occasion on which this information shall be made available.

Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this Invitation for Bid, must be confirmed by written addendum before it can be considered as a part of this bid.

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Written questions shall be emailed to Alicia.Gaines@rockymountnc.gov by the date and time specified above.

Vendors should enter “RFP # 320-040926AG: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page https://www.rockymountnc.gov/Bids.aspx, and the North Carolina Department of Administration website https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. It is the Vendor’s sole responsibility to ensure its proposal has been submitted to this Office by the specified time and date of opening. The time and date of submission will be marked on each proposal when received.

Any proposal submitted after the proposal deadline will be rejected. For hand delivered bids please note that the

Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building accompanied with a City employee.

MAILING ADDRESS FOR DELIVERY OF

PROPOSAL VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, HAND DELIVERY,

OVERNIGHT DELIVERY OR BY ANY OTHER

CARRIER

mailto:Alicia.Gaines@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/

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PROPOSAL NUMBER: 320-040926AG

Attn: Alicia Gaines, Purchasing Associate III

City of Rocky Mount

PO BOX 1180

Rocky Mount, NC 27802

PROPOSAL NUMBER: 320-040926AG

Attn: Alicia Gaines, Purchasing Associate III

City of Rocky Mount

331 S. Franklin Street

Rocky Mount, NC 27804

For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the City’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the department ’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting a proposal by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine or telephone in response to this RFP shall NOT be accepted.

a) Vendors shall deliver either one (1) signed electronic emailed copy to alicia.gaines@rockymountnc.gov response or, one (1) signed original executed proposal to the address identified in the table above.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional information, clarifications, or exceptions must be provided on a separate sheet of paper and clearly referenced in the proposal. Failure to comply with this requirement may result in disqualification of the proposal.

2.6 AUTHORIZED SIGNATURE REQUIREMENT

All proposals, bids, or other offers must be signed by an individual authorized to bind the firm contractually. The City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in disqualification of the offer or rejection of the executed contract.

2.7 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order:

a) Cover Letter

b) Title Page: Include the company name, address, phone number and authorized representative along with the

Proposal Number.

c) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned).

d) Completed version of ATTACHMENT A: PRICING

e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS

f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.

mailto:alicia.gaines@rockymountnc.gov

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b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will administer this contract for the City.

c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.

d) RFP: Request for Proposal

e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation.

f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

Pursuant to North Carolina General Statutes Section 143-131, “award shall be made to the lowest responsible, responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the performance of the contract.”

While the intent of this RFP is to award a Contract(s) to single Vendor, the City reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the City to do so.

The City reserves the right to waive any minor informality or technicality in proposals received.

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price. An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.

An application can be found at https://rockymountnc.gov/services-finance-vendor-registration/

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each

Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department , issuing department , other government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the City would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract https://rockymountnc.gov/services-finance-vendor-registration/

P a g e 9 | 24 resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and

“requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this

RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 PRICING

Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and include in Proposal.

4.2 INVOICES

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed.

b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable

PO BOX 1180

Rocky Mount, NC 27802

Or acctpayable@rockymountnc.gov

c) Payment amounts will be made on a NET 30 day pay period upon submission of an invoice and appropriate pick tickets to support such invoice.

4.3 MINORITY BUSINESS PARTICIPATION

The Bidder has the responsibility to make a good faith effort to solicit minority proposals and to attain the aspirational ten percent (10%) goal. We encourage all Bidders even MWBE/HUBs to obtain the aspirational goal where sub-contracting and supplier opportunities exist. Use the table below to note the MWBE businesses that will be used as suppliers or subcontractors for this contract.

MWBE FIRM OWNERSHIP STATUS ADDRESS WORK TYPE

mailto:acctpayable@rockymountnc.gov

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If the goal of 10% participation by HUB Certified or minority businesses is not achieved, the Bidder shall provide the following documentation to the City of his/her good faith efforts:

Examples of documentation that may be required to demonstrate the Bidder's good faith efforts to meet the goals set forth in these provisions include, but are not necessarily limited to, the following:

a) Copies of solicitations for proposals to at least three (3) minority business firms from the source list provided by the State for each subcontract to be let under this contract (if 3 or more firms are shown on the source list).

Each solicitation shall contain a specific description of the work to be subcontracted, location where bid documents can be reviewed, representative of the Prime Bidder to contact, and location, date and time when proposals must be received.

b) Copies of proposals or responses received from each MWBE responding to the solicitation.

c) A telephone log of follow-up calls to each firm sent a solicitation.

d) For subcontracts where a minority business is not considered the lowest responsible sub-bidder, copies of proposals received from all firms submitting proposals for that particular subcontract.

e) Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal.

f) Copy of pre-bid roster

g) Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority business.

h) Letter detailing reasons for rejection of minority business.

i) Letter documenting proposed assistance offered to minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letter of credit, including waiving credit that is ordinarily required.

Failure to provide the documentation as listed in these provisions may result in a non-responsive bid.

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the City of Rocky Mount. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.5 REFERENCES

Vendors shall provide at least three (3) references for which your company has provided Services of similar size and scope to that proposed herein. The City may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the proposal.

COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

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Optional: City of Rocky

Mount

4.6 BACKGROUND CHECKS

Any personnel or agent of the Vendor performing Services under any contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so, requested by the City.

4.7 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The City will approve or disapprove the requested substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.8 VENDOR’S REPRESENTATIONS

a) Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the City. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies, and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF WORK (PRODUCT SPECIFICATIONS)

5.1 GENERAL SPECIFICATIONS

QUALIFICATION OF BIDDERS: The importance of maintaining the elevator equipment for the City of Rocky Mount in line with its original design performance and in safe operating condition requires the service to be performed by an

P a g e 12 | 24 experienced and competent elevator contractor who has satisfactorily maintained elevators of this type and to the degree included in these specifications.

FULL-SERVICE, ALL-INCLUSIVE ELEVATOR MAINTENANCE AGREEMENT

Bidder shall therefore furnish with his bid:

• A statement that he is regularly engaged in the business of installing, and/or servicing elevators of the type and character of equipment covered by these specifications.

• A complete description and location of his nearest service and warehouse facilities available for furnishing maintenance on the elevators covered by these specifications and including the following items: Contractor agrees to allow the inspection of these facilities by State Personnel.

• A list including names of personnel directly employed by the bidder, whose responsibility is performing maintenance, giving the length of time each has been employed by the bidder and the amount of experience each has had in maintaining elevators of the same type and manufacture as covered by these specifications.

• An outline of service and warehousing facilities, showing a complete list of parts, equal to or better than original manufacturers’ spare parts on hand of the same type and specifications as used on the elevators covered in these specifications.

• A list of elevator installations, service contracts, and cancellations during the last two (2) years within the State of North Carolina by the bidder.

• A description of any other factors concerning the bidders maintenance program, personnel and service facilities that will substantiate his ability to properly maintain the elevators in a safest dependable manner.

• A list of any technical information and engineering data shall be furnished by the bidder in order to prove the technical capability to perform maintenance specified.

• The City of Rocky Mount reserves the right to request a copy of the current annual report or Certified financial statement prepared by a Certified Public Accountant, indicating financial capability to furnish the elevator maintenance specified. This information will be kept confidential.

• All personnel employed by the Contractor in this work shall be duly trained and competent.

MAINTENANCE SPECIFICATIONS

REQUIRED MAINTENANCE SERVICE:

• Contractor under this contract shall maintain the entire elevator equipment as hereinafter described, on the terms and conditions subsequently set forth. Contractor will use trained men directly employed and supervised by the Contractor. These men will be qualified to keep the equipment properly adjusted, and shall use all reasonable care to maintain the elevators in proper and safe operating condition.

• Contractor shall regularly and systematically examine, adjust, clean, lubricate, furnish lubricants, and when conditions warrant, repair or replace: MACHINE, MOTOR, GENERATOR AND CONTROLLER PARTS, including but not limited to Worms, Gears, Thrusts, Bearings, Commutators, Rotating Elements, Coils, Contacts, Resistors, Magnet Frame, Hydraulic Valves, and other parts.

• These replacement parts shall be equal to or better than the parts installed by original manufacturer in terms of both performance and quality. Contractor shall provide a list of all repair parts, repair part numbers and source of manufacturer plant to Facility Management as repairs are completed.

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• Contractor shall keep the guide rails properly lubricated, secured, and aligned at all times. Where roller guides are used no lubrication is required. When necessary, renew guide shoe gibs or guide rollers in order to assure smooth and quiet operation.

• Contractor shall periodically examine all safety devices and governors and equalize the tension on all hoisting ropes. All safety tests required by the ANSI-A17.1 and the State of North Carolina shall be performed when due and in the presence of a state official, or his designee.

• Contractor shall renew all wire ropes as often as necessary to maintain an adequate factor of safety, and repair and/or replace conductor cables.

• All lubricants used by the Contractor shall be equal to or better than the quality specified by the manufacturer of the equipment.

• Contractor shall also examine, lubricate, adjust, repair and/or replace the following equipment:

1. Interlocks

2. Car and hatch Door Operators

3. Car and Hatch Door Hangers

4. Door Closures

5. Signal System and Emergency Power Pack, Emergency power lower devices. H. The following items of elevator equipment are not included in this contract:

• Underground and/or buried piping and jack casing.

• Smoke and fire sensors with related control equipment not specifically part of the elevator controls.

• Refinishing, repairing or replacement of car enclosure, car doors, hoist way door panels, frames and sills, main line power switches, breakers, and feeders to controller.

The contractor shall furnish necessary qualified elevator mechanic (s) to the Contracting Agency to properly maintain elevators an/or escalators in accordance to manufactures’ specifications Monday through Friday, 8:00 AM to 5:00 PM for all buildings.

Schedule of Maintenance Operations:

The following schedule of inspection and maintenance operations shall be followed in carrying out the performance of this contract. This schedule constitutes the minimum of operations to be provided. The successful bidder must recognize that additional service may be required in order to comply with performance evaluation requirements.

This service is to be performed at least once per month or more often as required according to the elevator industry standard maintenance requirements so as to maintain the equipment at proper performance levels.

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

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

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

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• Clean and adjust all controller and selector contacts. Renew worn contacts and/or shunts where necessary.

Check sequence of operation.

• Wipe clean all motor, generator, and exciter commutators, clean and check brushes and brush holders.

Renew or reset brushes if necessary.

• Clean and lubricate direction and accelerating switches.

• Inspect brake operation. Check shoe to brake pulley clearance and adjust as required for proper operation.

Clean pulley, as needed, and lubricate pivot pins.

• Inspect, and clean working parts of all governors for free operation.

• Clean hoist way pits and inspect equipment in them.

• Inspect all door operating equipment including motor brushes, commutator, belts or chains, contacts, drive vanes and blocks. Clean, lubricate, adjust, or replace as necessary.

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

• Clean car position indicators, arrival gongs, adjust or replace as necessary.

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

• Examine traveling cables for wear and position, replace as necessary.

• Examine counterweight and compensator ropes. Check and adjust compensator switch. Clean compensator, lubricate bearings as necessary.

• Inspect door monitoring equipment, photo eyes, safety screens and safety edge units. Clean, lubricate, adjust or repair as necessary.

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

• Clean and lubricate automatic slow down and stop switches on top of cars.

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

• Clean and Check car fan motors for proper operation, replace if necessary.

• Inspect drive and secondary sheaves, clean and lubricate as required.

• Check bearings for proper operation and wear.

• Examine machine gear teeth for cutting or noise, keep machine oil at proper levels.

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

• Perform electrical test of door interlock circuits.

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• Clean, lubricate and examine door locks and door closer equipment.

• Examine car and counterweight guide shoe and fastenings.

• Renew gibs or rollers, lubricate as necessary. Clean door tracks.

• Remove car station cover, blow out, clean, and adjust contacts, switches and buttons.

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

• Thoroughly examine and clean starter and control panels, replace all worn contacts and shunts.

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

• Clean governor and safety for proper operation and lubricate.

• Examine and clean the buffers, Oil plunger if necessary. Perform “hand test” of plunger return.

• Blow out and vacuum controller motors and M. G. Sets.

• Check machine gear oil, seal any oil leaks, examine gear teeth, and refill with fresh oil as necessary.

• Annually, Check and clean machine brake. Disassemble and replace worn components, reassemble and readjust as necessary.

• Clean and lubricate hoist way door hanger tracks and door arms.

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

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

• Perform annual no load safety test.

• Perform ANSI A17.1 five-year safety test (contract speed, full load) is required within the period of the contract by project specifications, and any other test that may be required during your contract period.

• All parts subject to rust will be painted as required to maintain a presentable appearance.

• Check monthly to be sure the car lights and alarm system operate when on emergency power (emergency power battery pack) as per ANSI A17.1, Rule 204, Rule 211, Rule 2.14.7.1.3

• Check all car handrails monthly and tighten as necessary.

NOTE: *Items 37, 41 and 42 will not be required monthly, but as stated.

This schedule constitutes the minimum of operations to be provided. The successful bidder must recognize that additional service may be required in order to comply with performance evaluation requirements.

Performance Requirements:

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It is the intention of this specification that elevator equipment be maintained so as to preserve the operating characteristics in line with the original design. Should designated authority find through his own investigation or that of his representative that these standards are not being maintained, the Contractor will 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 the fourteen (14) day period shall constitute sufficient cause for termination of the contract by reason of default, at the option of the City of Rocky Mount. Cannibalization of elevators to restore other elevators to operational status is strictly prohibited without prior approval of the Contract Administrator.

The following are performance levels which are a part of the original design, and which shall be maintained at all times.

• Contract speed of all elevators shall be maintained, and brake to brake flight times shall be maintained as originally installed.

• Leveling accuracy of all elevators shall be maintained at all times.

• Opening and closing times of all hoist way and car doors shall be maintained within limits of ANSI A17.1 code yet assuring minimum standing time at each floor.

• Door reversals on all elevators equipped with mechanical safety shoes shall always be initiated within the stroke of the shoe. Light ray, and safety screen devices shall be operable at all times under normal operation.

• “Variable car and hall door hold open times shall be maintained in accordance with original design.”

Deviations from this will not be permitted.

• Elevators operating under Group Supervisory Systems shall operate at all times in accordance with design specifications as originally installed. The Contractor shall be required to periodically test these systems and submit to Facility Management, test data indicating performance levels of systems and proof that variable and fixed features are operating properly and all circuits and time settings are properly adjusted.

• Emergency Fire Service Operation and Emergence Communication Devices shall be tested monthly to be sure it is functioning properly as required by ANSI A17.1 and the North Carolina Building Code. Test record shall be entered on appropriate form located in mechanical room.

Spare Parts:

To assure the maximum use of elevators and a minimum shutdown time for emergency repairs the successful bidder will be required to have and maintain on the jobs in metal cabinets furnished by him, a supply of spare parts sufficient for normal and repair of the elevator. These spare parts and lubricants shall be equal to or better than original manufacturer’s parts.

• Master controller, door operation, and any other component parts must be delivered within forty-eight (48) hours of needed repair.

• Used parts or parts that are not equal to or better than genuine manufacturer’s parts are not acceptable and will not be permitted.

SCHEDULE:

The Contractor shall furnish the City of Rocky Mount a written schedule of when major service, resulting in downtime, will be performed at least thirty (30) days prior to service.

Additional Provisions and Requirements:

• Contractor shall not be under any obligation hereunder to make any renewals or repairs except those incidental to the operation of the machinery.

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• Contractor is not required under this contract to make renewals or repairs necessitated by reason of negligence, accident, or misuse of machinery, apparatus or car, by person other than Contractor or his employees. If renewals or repairs are required under these conditions, the Contractor will obtain approval from the Contract Administrator at the facility before any repairs are made, giving an estimated cost to complete the renewal or repair.

• If overtime work is required by the designated authority covering routine work (service work, examinations) at times other than regular work hours, 8:00 a.m. - 5:00 p.m., Monday-Friday, the designated authority will compensate the Contractor for overtime hours at rate specified on Cost Proposal page.

DEFAULT: The designated authority may, by written notice of default to the Contractor, terminate the whole or any part of this contract if the Contractor fails to perform the service within the time specified in the manner required herein or if the Contractor does not cure such failure within a period of fourteen (14) days after receipt of notice from the designated authority specifying each failure.

In the event the designated authority terminates this contract in whole or part as provided herein, he may procure, in such manner as seems appropriate supplies or services similar to those so terminated and the Contractor shall be liable for any excess cost for such similar supplies or services, however, Contractor shall continue the performance of the contract to the extent not terminated under the provisions of the clause.

INSPECTION: The Contractor shall accompany a designated representative(s) of the Contracting Agency on inspections of the work location at any time during business hours of the State. The Contracting Agency reserves the right to make determinations as to whether service is being performed satisfactorily. Failure to satisfactorily perform any or all services outlined in the contract will be grounds for cancellation of the contract. Contractor will furnish, as required, at no cost to the State of North Carolina, Qualified Personnel to accompany State Elevator Inspector when requested.

JOB CONFERENCES: At least every thirty (30) days, the Contractor will make himself available for a conference on the past month(s) performance of the contract with a representative of the Contracting Agency. A written periodic performance report may be requested by proper authorities within the City.

UTILITIES: The City of Rocky Mount will provide the contractor with all normal utilities such as electricity, lights, water, etc., necessary for performing this contract. Upon written request from the Contracting Agency, the Contractor will comply with energy conservation requirements initiated by State Government.

EQUIPMENT AND SUPPLIES: The Contractor shall furnish all necessary equipment, supplies and materials necessary for professionally performing all work in this contract. Losses to the State caused by inferior quality work, equipment or supplies shall be reimbursed by the Contractor.

PERMITS AND TECHNICAL DATA AND WIRING DIAGRAMS: Contractor shall provide to the State of North Carolina at the end of the contract a set or reproducible wiring diagrams covering all changes, modifications, etc., which took place during the term of the contract.

EMERGENCY CALL BACK SERVICE: The Contractor shall provide at all times (24 hours per day, 7 days per week) emergency call back service at no additional cost to the Contracting Agency. Emergency callback service shall consist of responding (responding means being on the job site) within a one (1) hour period of notification (s) by an authorized representative of the Contracting Agency to restore an elevator to service in a case where a shutdown or emergency develops between routine maintenance. The Contracting Agency is not responsible for any cost if the unit is found running when the technician arrives.

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The Contractor is responsible for retrieving keys and other items which may be dropped in elevator pits. This work shall be performed by a mechanic or mechanic helper assigned to the complex. This work shall be performed as part of the contract at no additional cost to the Contracting Agency, if required during normal business hours. M-F, 8:00 AM

– 5:00 PM. If required after normal business hours, contractor shall be paid at the overtime rate provided as part of the cost proposal Hourly Labor Rate. The contractor will not be paid more than one (1) hour for each occurrence.

Overtime emergency call back service is included in this contract at no additional cost to the Contracting Agency.

Under no circumstances will any travel time, mileage, or expenses be paid by the Contracting Agency under this contract. Contractor shall have employees stationed within a twenty-five (25) mile radius of this facility.

PLANT ENGINEERING CHECK: Each time an elevator is serviced, whether emergency or regular routine, a report on approved form shall be submitted to the facility within forty-eight (48) hours after servicing. This report shall cover all work done at the time of servicing.

FAILURE TO PERFORM: Contractor shall guarantee all work required during the contract period for the duration of the contract, and for a period of ninety (90) days after the termination date. Should the City of Rocky Mount determine during the contract period or within thirty (30) days after termination that any required work has been performed improperly or not performed at all, the Contractor shall, after mailing of written notification by the City, correct said difficulty within fourteen (14) days. Failure to correct the defect in fourteen (14) days will be construed as default of the contract and the City may attach all or a portion of the performance bond to satisfy the contract requirements by obtaining the work from other sources.

All requirements written during the contract period by the North Carolina Department of Labor Elevator Division that are the responsibility of the elevator contractor, shall be completed before the abatement date of the report, or expiration of the contract period, whichever is less.

The City of Rocky Mount will not allow the elevator contractor who is awarded the contract to make this determination.

CONTRACTOR EMPLOYEE POLICY: Contractor employees shall be of a good character as decided by the

Contractor and City of Rocky Mount as determined by reference, work record, and police check; shall wear distinctive uniforms or badges while on State Property; shall be instructed to abide by any rules and regulation set forth by the City of Rocky Mount; shall report immediately any property damage; shall not engage in unnecessary…