ESBD_513165_1778106070278_SOL_EXH_F.2_Statement of Work.pdf

Rev 06/03/2024

TEXAS DEPARTMENT OF PUBLIC SAFETY

ELEVATOR STATEMENT OF WORK

1.0 Service Location

1404 Lubbock Business Park Blvd.

Lubbock, TX 79403

* The Contractor is responsible for verifying the elevator(s) identified in Attachment A.

Each elevator is identified using the number shown near the outside of the cab.

2.0 Contractor Service Requirements

The Contractor must furnish all labor necessary to perform service. The Contract Monitor must approve any changes to this schedule in service in writing. (This excludes holidays when the office is closed).

During a pandemic, as determined by DPS, when the Contractor arrives at a DPS Office for a pre-bid conference or to perform contracted services after award, they must bring their own Personal Protective Equipment.

A. Contractor must follow agency-adopted pandemic protocols.

3.0 General Requirements

A. The Contractor service requirement includes preventive maintenance, minor adjustments, answering trouble calls, retrieval of objects which have fallen into elevator pits, and minor and major repairs.

Minor Repairs are considered as follows:

1. Services must be at most four hours.

Major Repairs are considered as follows:

1. Services performed by a Service Crew that exceeds four hours. (I.E., Hoist cable shortening or replacement, annual five-year safety tests, etc.)

B. All performance under this contract must conform to good trade practices, and all services must be rendered promptly and efficiently upon receipt of an official order or award. All elevators under this contract must be maintained in first-class operating condition. Maintaining the elevator equipment in a safe condition within proper operating limits as originally specified and with minimum downtime is of paramount importance.

C. The Contractor must procure all necessary licenses and permits from the Texas Department of Licensing and Regulation (TDLR) at their own expense.

D. All contract employees must meet with the DPS Contract Monitor before commencing work under this contract.

E. The Contractor is responsible for ensuring that a sufficient number of employees have passed the required background check for each location to prevent a lapse in service if the primary contract employee is unavailable. The Contractor must also provide a service technician on-site during inspections to answer questions and perform services as needed.

F. Each lead technician assigned to elevator maintenance must, to the degree included in the specifications, possess a minimum of three years of experience. Resumes of lead technicians must be presented at the time of bid submission.

G. The Contractor must designate a supervisor who must visit all selected job sites mentioned in the contract at least monthly. Additional visits may be required if requested by the Contract Monitor. At each visit, the Contractor's Supervisor must ride each car and inspect each elevator machine at the job site visited. The visit must be documented in the Service Logbook and require all applicable entries as required for visits by the service mechanic. The Contractor's supervisor must contact the Contract Monitor’s designated representative before the visit.

H. The service mechanics must, upon entering and leaving the premises each day, report to the Contract Monitor or his designated representative

I. All annual tests, full-load test inspections, and certifications as required by the Texas Department of Licensing and Regulation (TDLR) must be performed in accordance with ANSl 17.1, latest edition, as a part of this contract. The importance of the elevators and dumb waiters covered by these specifications demands that they be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and be kept capable of providing their initial maximum capacity, speed, and performance. (Attachment F)

J. The Contract Monitor reserves the right to make such tests when advisable to ascertain that the requirements of these conditions are being fulfilled. Should it be found that the standards herein specified are not being satisfactorily maintained, the Contract Monitor may immediately demand that the Contractor place the elevator in condition to meet these requirements:

1. The Contract Monitor must furnish A copy of all test/ inspection reports.

2. If an elevator fails to pass inspection, the Contractor has 30 days to complete repairs and discrepancies noted during the inspection. Any items that would retag the elevator and place it out of service would require repairs to be completed within 48 hours.

K. The Contractor is to notify the Contract Monitor or its designee anytime an elevator will be out of service due to damages, potential hazards, and conditions relative to this service and when that elevator is returned to service.

1. Work performed that is not associated with maintenance requirements, but is the result of abuse, physical damage, etc., is excluded from this maintenance contract.

The burden of proof that caused the elevator to malfunction due to the above must be the Contractor’s responsibility. The elevator must be placed out of service until the Contract Monitor's representative inspects the damages and authorizes the work to be completed. All charges for repair services not covered by the contract must be restricted to labor and material only.

2. The labor rate quoted in the bid must be the rate charged. If overtime is required, no more than one and one-half times the hourly rates quoted may be charged.

3. There must be no additional labor charge for any mechanic already provided for by this contract.

L. All major repairs must be completed, and the elevator returned to service within 72 hours from when the elevator fails or is taken out of service unless the Contractor receives written approval from the Contract Monitor. To receive a time extension, the Contractor must notify the Contract Monitor to request a time extension. The Contract Monitor may request additional information to decide on the time extension. The Contractor must staff all major repair jobs 24 hours per day, seven days per week, until the elevator is returned to service.

M. Any time the Contractor places an elevator out of service, a printed (8 1/2" X 11") OUT OF SERVICE sign must be placed on each elevator hall door. The Contract Monitor must be notified immediately.

N. Contractor must replace any DPS property damaged due to improper maintenance attention or neglect at no additional cost to DPS. Replacement material must be the same size and variety as the dead or damaged material. Property damage must be done within two weeks of identification of damage. Alternatives to size, variety, and replacement schedule must have DPS's written permission.

1. Contractor is not responsible for losses, repair, or replacement of damaged work resulting from theft, vandalism, vehicular incidents (other than Contractor's vehicles), or the acts of others over whom they have no reasonable control.

4.0 Call Back Service

This contract includes a minor emergency adjustment callback service, at no additional cost to DPS, for failures or malfunctions of a part, which is covered by this contract, or failures due to the mechanic’s inability, negligence, or lack of knowledge to correct a problem during regular working hours and any overtime hours. This requires that all telephone calls be answered in 30 minutes or less during regular working hours and less than one hour on any overtime hours. If a call is not responded to in the time required, the Contract Monitor may engage other parties to answer the call and charge the cost thereof to the Contractor. However, failure of items such as lights, alarms, and other components, which do not cause the elevator car to malfunction, must not be counted as a callback unless the same item is reported for two consecutive weeks. Malfunctions that are physical damage, misuse, or other excluded items must not be counted as callbacks.

(Attachment D)

5.0 Preventative Maintenance Program

A Preventive Maintenance Schedule must be generated using the latest edition of ANSl

17.1 and submitted to the Contract Monitor for approval before bid and payment under this contract. (Attachment C) It is the intent of the Preventive Maintenance Program that all components and systems of each elevator must be visually inspected and cleaned regularly. It is further intended that all parts and systems of each elevator must be cleaned, lubricated, and adjusted to manufacturers’ specifications at the manufacturers’ recommended frequency or once per year, whichever is the shorter period.

This program requires the following:

Preventive Maintenance Checklist.

This checklist is required for each elevator and must include the following:

• Name of building

• Elevator type

• Elevator number

• Elevator serial number

• Specific items of maintenance

• Frequency for each maintenance item

• Date maintenance performed

• Initials of the service mechanic

Service Logbook: The Service Logbook must be bound and maintained in each machine room covered in this contract. (Attachment B) The logbook must contain the following:

• Name of the building

• Elevator type(s)

• Serial number of each elevator served by that machine room

• An area for the mechanic to record each visit to the machine room.

Each visit to the machine room requires the following information to be entered into the Service Logbook:

• Name and signature of the service mechanic

• Date

• Time and duration of visit

• Preventive maintenance performed (mechanic may reference portion of the Preventive Maintenance Checklist performed).

• Specific information regarding malfunctions encountered, including corrective action taken and parts replaced

• General comments regarding the condition of the equipment, machine room, and items may require special attention on future visits.

Note:

The Preventive Maintenance Checklist and Service Logbook must be permanently maintained in each machine room covered by this contract and must become the property of the DPS.

6.0 Equipment and Supplies

The Contractor must furnish all materials, parts, necessary tools, lubricants, and equipment to comply with all requirements of these specifications and the American National Standards Institute Safety Regulations for Elevators, Dumbwaiters, Escalators and Moving Sidewalks, ANSI A17.1, latest edition, or revisions necessary to perform the elevator maintenance service to meet specifications.

A. Job Material Inventory: The Contractor must maintain a supply of Contacts, Coils, Leads and Generator Brushes, Lights, Lubricants, Wiping Cloths, and other minor parts on site or within their service vehicle to performance of routine and preventive maintenance and must furnish a copy of all Material Safety Data Sheets to the Contract Monitor.

Note:

All materials stored in the machine room must comply with the building code. Contact the Contract Monitor for building regulation information.

B. Spare Parts and Inventory: The Contractor must maintain a supply of replacement parts in the local warehouse inventory. This inventory must include but is not limited to: Generator Rotating Elements, Door Operator Motors, Brake Magnets, Generator and Motor Brushes, Controller Switch Contacts, Selector Switch Contacts, Solid State Components, Selector Tape or Cables, Door Hangers, Rollers, Hoistway Limit Switches, etc. Any parts not warehoused locally must be available for shipment to arrive within 24 hours of the failure of the part. The Contractor may be required to submit to the Contract Monitor an inventory of parts warehoused locally and in other cities before the award of this contract and at any time during the duration of this contract. At the Contract Monitor or the designated representative’s discretion, may visit warehouse locations during regular working hours to verify the inventory submitted. Replacement parts must be Original Equipment Manufacturer (OEM) or equivalent and meet OEM specifications.

C. Steel Parts Cabinets and Wiring Diagrams: The Contractor may maintain metal safety storage cabinets for the orderly storage of replacement parts in the machine room and original wiring diagrams with the latest changes for each elevator. The Contractor must furnish wiring diagrams to be mounted on Masonite, which must become part of the elevator equipment. All drawings, diagrams, and amendments must remain the property of DPS.

D. Excluded Equipment: The following items of elevator equipment are excluded from the contract:

• Car Enclosure

• Floor Covering

• Door Panels

• Plenum Chambers

• Hung Ceilings

• Light Diffusers

• Handrails

• Mirrors

• Carpets

• Hoistway Enclosure

• Hoistway Gates

• Doors

• Frames

• Sills

• Underground Piping

• Jack Casing.

7.0 General Elevator Service Duties

All work performed under this contract is subject to inspection by the Contract Monitor and/or the DPS's designated representative at any time to ensure compliance with all terms and conditions of this contract.

The following duties must be performed to place into operation a continuing system of complete preventative and routine maintenance, providing necessary systematic and periodic service and maintenance as follows:

A. Monthly Requirements

1. Maintain and clean the power unit in hydraulic and certain other elevators.

2. Contractor must clean the machine rooms, car tops, and pits.

3. Examine all safety devices and governors

4. Ride each elevator to check for proper leveling, note any unusual elevator operation in the Service Logbook, and complete and sign the Maintenance Service Checklist.

5. The Contractor must verify and maintain the original speed in feet per minute, performance time, including acceleration and retardation, as designed and installed by the Manufacturer of the equipment, and must make the necessary adjustments as required to maintain the original door opening and closing time, within limits of applicable codes.

6. The Contractor must check the group dispatching system and make the necessary traffic analysis to ensure that all circuits and time settings are appropriately adjusted, and the system performs as designed. At the Contract Monitor’s request, a report may be requested.

7. Each month, the Contractor must examine, adjust, lubricate as required (use Attachment E to track oil usage) and, if necessary, repair or replace the following:

• Bearings

• Brake Coil

• Brake Contacts

• Brake Pulley

• Brush Holders and Bearings

• Brushes

• Cab Emergency Light Fixtures

• Cab Fan and Fan Motors

• Car and Counterweight

Buffers

• Car and Counterweight

Guide Rails

• Car Door Contact

• Car Door Hanger

• Car Door Sill

• Car Frame

• Car Safety Mechanism

• Commutator

• Compensating Sheave

Assembly

• Computer Devices

• Condensers

• Contacts

• Contacts and Governor Jaws

• Controller

• Counterweight and

Counterweight Guide Shoes, including Rollers or Gibs

• Dashpots

• Deflector or Secondary

Sheaves

• Door Light Ray Device

• Drive Sheave

• Drive Sheave Shaft Bearings

• Elevator Car Guide Shoes

• Exposed Piping

• Gear

• Gibs and Rollers

• Governor

• Governor Sheaves and Shaft

Assembly

• Governor Tension Sheave

Assembly

• Hoistway Door Hangers

• Hoistway Door interlocks

• Hydraulic Fluid Oil as needed in Plunger Electric Elevator Equipment

• Hydraulic Fluid Tanks

• Indicator Lights

• Leads

• Linings and Component Parts

• Load Weighting Equipment

• Machine

• Mechanical and Electrical

Driving Equipment

• Motor and Motor Generator

• Motor Windings

• Operator

• Platform

• Plunger Packing

• Resistors

• Rotating Element

• Selector and Dispatching

Equipment Relays

• Selector Cable or Tape

• Solid State Components

• Solid State PC Boards

• Thrust Bearings

• Timing Devices

• Top and Bottom Limit

Switches

• Transformers

• Wood Platform Flooring

• Worm Gear

• Any other elevator equipment or controls typically covered by full maintenance contracts and not specifically excluded.

8.0 Inspection Failure

If the elevator fails to pass inspection, the Contractor has 30 days to complete repairs and discrepancies noted during the inspection. Any items that would retag the elevator and place it out of service would require repairs to be completed within 48 hours.

9.0 Prorating

The Contractor must only be entitled to payment for a service if fully and satisfactorily performed. Payments are prorated based on the amount specified in the contract for an entire month based on the number of days involved.

Payment may be withheld on any unit if scheduled maintenance is not performed and/or certification is not submitted as specified.

10.0 Invoices

Invoices must be submitted by the 5th day of each month following the previous month’s service. The itemized invoice must include the DPS PO number and month of service.

Note: If the document is not received, payments may be delayed until received. This information must be sent to:

Department of Public Safety, Finance, PO Box 4087, Austin, TX 78773-0130 or emailed to APinvoices@dps.texas.gov, and a courtesy copy must be sent to Choose an item.

DPS will incur no penalty for late payment if payment is made in 30 or fewer days from receipt of goods or services and an uncontested invoice.

mailto:APinvoices@dps.texas.gov

11.0 Attachments

Attachment A:

• Elevator List Attachment B:

• Elevator Service Logbook Attachment C:

• Elevator Preventative Maintenance Checklist Attachment D:

• Elevator Call Back / Repair Log Attachment E:

• Oil Usage Chart Attachment F:

• Fire Service Test Log End of Section

ATTACHMENT B.

Elevator List Elevator

Description # Building ELBI # Decal

# Manufacturer Model Type Serial # Speed Capacity Openings Floors Installed 5 Year Drive

1. Main Elevator (North)

1 Admin 37685 80364 Thyssen Krupp

Tac 32 EBK189 110/135 4500 lbs 1 2 9/2013 2018 Hydraulic

2. Lab Elevator (South)

1 Admin 37685 80363 Thyssen Krupp Tac 32 EBK189 110/135 4500 lbs 1 2 9/2013 2018 Hydraulic

3.

4.

5.

6.

7.

8.

9.

10.

ATTACHMENT B.

ELEVATOR SERVICE

LOGBOOK

Elevator Description:

Serial # ElBI# Capacity Manufacturer Model# Drive

Elevator Service Logbook

DATE

TIME

IN

TIME OUT

MECHANIC

NAME PRINT

INITIAL

WORK

PERFORMED

ATTACHMENT C.

Elevator Preventative Maintenance Checklist Elevator Description

Serial # ELBI # Capacity Manufacturer Model # Drive

Monthly PM

Se pt

O ct

N ov

D ec

Ja n.

Fe b.

M ar

A pr

M ay

Ju n.

Ju l.

A ug

1 Maintain and clean the power unit in hydraulic elevators.

2 Clean the Machine Room, car tops, and pits.

3 Examine all safety devices and governors.

4 Ride elevators to check for proper leveling and note any unusual elevator operation in the Service Logbook. Sign, then complete, and sign the Maintenance Service Checklist.

5 Verify & maintain original speed in ft. per min., performance time, including acceleration & retardation as designed & installed by the Manufacturer. Make adjustments as required to maintain the original door opening & closing time within the limits of applicable codes.

Each month the Contractor must examine, adjust, lubricate as required, and if necessary, repair or replace the following:

*Note: Highlighted action items listed below may or may not apply to the elevator(s) for this location.

6 Bearings 7 Brake coil 8 Brake Contacts 9 Brake Pulley 10 Brush Holders & Bearings 11 Brushes 12 Cab Emergency Light Fixtures 13 Cab Fan & Fan Motors 14 Car & Counterweight Buffers 15 Car & Counterweight Guide Rails 16 Car Door Contact 17 Car Door Hanger 18 Car Door Sill 19 Car Frame 20 Car Safety Mechanism 21 Commutator 22 Compensating Sheave Assembly 23 Computer Devices 24 Condensers

25 Contacts and Governor Jaws 26 Controller 27 Counterweight and Counterweight Guide

Shoes, including Rollers or Gibs

28 Dashpots 29 Deflector or Secondary Sheaves 30 Door Light Ray Device 31 Drive Sheave 32 Drive Sheave Shaft Bearings 33 Elevator Car Guide Shoes 34 Exposed Piping 35 Gear 36 Gibs and Rollers 37 Governor 38 Governor Sheaves & Shaft Assembly 39 Governor Tension Sheave Assembly 40 Hoistway Door Hangers 41 Hoistway Door Interlocks 42 Hydraulic Fluid Oil as needed in Plunger

Electric Elevator Equipment

43 Hydraulic Fluid Tanks 44 Indicator Lights 45 Leads 46 Linings and Component Parts 47 Load Weighting Equipment 48 Machine 49 Mechanical and Electrical Driving

Equipment

50 Motor & Motor Generator 51 Motor Wingdings 52 Operator 53 Platform 54 Plunger Packings 55 Resistors 56 Rotating Element 57 Selector & Dispatching Equipment Relays 58 Selector Cable or Tape 59 Solid State Components 60 Solid State PC Boards 61 Thrust Bearings 62 Timing Devices 63 Top and Bottom Limit Switches 64 Transformers 65 Wood Platform Flooring 66 Worm Gear

67 Any other elevator equipment or controls typically covered by full maintenance contracts and not specifically excluded.

ATTACHMENT D.

Elevator Call Back / Repair Log Elevator Description:

Serial # ElBI# Capacity

DATE

RT/OT

NAME

PRINT

INITIAL

WORK

PERFORMED

INDICATE REGULAR TIME (RT) OR OVERTIME (OT) CALL BACK

ATTACHMENT E.

Oil Usage Chart

Manufacturer Model# Drive

DA

TE

REASON FOR

LEAKAGE

ADDE

D

MEC

H

Excessive or frequent oil replacement requires a static leak test to verify the oil loss location.

Fire Service Test Log

DAT

E

Phase I

Phase

II

Tested by:

(initials)

Pass (P) Fail (F)

Reason for Failure (if applicable)

Date Repaired &

Technician Initials

The building owner or their designee must provide for a monthly test of Phase I and Phase II of firefighter's emergency service operation for each elevator in conformance with ASME A17.1a2005, 8.6.11.1

This log must be maintained in the elevator machine room and must be accessible for inspection by the authority having jurisdiction at all times.

The building owner or designee must promptly repair discrepancies and notify the appropriate authorities of outages relating to the firefighters' service operation.

Contact Name & Phone Number: BRENDA ROMERO 806-740-8960

(Contract Monitor)