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

City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Escalator Maintenance and Repair Services

26-P-00005

Convention & Tourism

Joshua Lamonde, Procurement Analyst

2555 E Hanna Avenue

Tampa, FL 33610

Phone: (813) 274-7048

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE

B - DMI-40-Form-LOI-Letter-of-Intent_SLBE

C - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V4-SLBE

D - ADA Requirements

E - Escalators

F - Freeman's_Escalator_Measurements_2016.11.10 (1)

G - Price Sheet

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Escalator Maintenance and Repair Services, RFP # 26-P-00005 will be received by the Director of Purchasing, City of Tampa, until Friday, December 12, 2025; 2:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Joshua Lamonde (joshua.lamonde@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY PRE-PROPOSAL CONFERENCE will be held at 10:00 am,Thursday, November 20, 2025, at Tampa

Convention Center Admin Boardroom, 3rd Floor 333 S. Franklin Street Tampa, FL 33602 to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

NOTE: Any Proposer who fails to attend a mandatory pre-proposal conference will not be eligible to submit a proposal on the project. All Proposers must be present and signed in prior to the start of the mandatory Pre-Proposal

Conference. Anyone not signed in at the commencement of the presentation from the Procurement Contact will be considered late and will not be allowed to submit a proposal on the project.

1.3. MANDATORY SITE VISIT

A MANDATORY SITE VISIT shall immediately follow the pre-proposal conference. This shall be the only site visit for Proposers prior to the RFP opening. PROPOSERS THAT HAVE NOT PERFORMED THE MANDATORY SITE VISIT AT THIS DESIGNATED TIME

SHALL NOT BE CONSIDERED.

1.4. INSTRUCTIONS

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. Proposer Submittals

The following must be submitted in the proposal:

1. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the

Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

2. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Company in the last five years.If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.2. Management

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or rejection of proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.3. Coordination with the City

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

2.4. City's Roles and Responsibilities

The City will oversee contract administration and ensure compliance with the terms outlined in the agreement. Specific responsibilities include:

• Providing access to all relevant escalator equipment for servicing and inspections.

• Coordinating scheduling with the contractor to minimize disruptions to facility operations.

• Ensuring timely approvals for necessary repairs, upgrades, or parts replacement.

• Facilitating communication between the contractor and internal facility management teams.

• Monitoring contract performance and adherence to service level agreements.

2.5. Project Timeline or Milestones

The project will be structured around the following key milestones:

• RFP Release Date

• Pre-Proposal Conference

• Deadline for Questions

• Proposal Submission Deadline

• Evaluation and Contractor Selection

• Contract Start Date

• Initial Equipment Assessment and Baseline Report: Within 30 days of contract award

• Ongoing Monthly Preventive Maintenance Reports: Submitted by (TBD) of each month

• Annual Performance Review and Contract Assessment: Every 12 months

2.6. Minimum Criteria

To be considered for this contract, the Contractor must meet the following minimum requirements:

• A minimum of ten (10) years experience in maintaining, repairing, and servicing escalators of similar scale.

• Certification and licensing in compliance with all local, state, and federal escalator maintenance regulations.

• Demonstrated experience providing connected service monitoring and predictive maintenance technology.

• Ability to provide a dedicated on-site technician for direct facility support and event-based coverage.

• Proven track record of effective communication and responsiveness in service contracts.

• 24/7 emergency repair capabilities with a guaranteed response time.

• Sufficient staffing levels to ensure continuity of service, including backup technicians.

2.7. KPI's (Key Performance Indicators)

1. Response Time

• Requirement: The Contractor must respond to call-outs within 3 hours of notification.

• Incentive/Penalty: For each hour beyond the 3-hour window, the associated service invoice will be reduced by 10% per hour, up to a maximum reduction of 50% per incident.

2. Overtime Avoidance Clause

• Requirement: If a service call is placed before 3:00 PM local time, the contractor shall respond without incurring overtime charges.

• Industry Adjustment: This clause supports regular business-hour service; the contractor must manage scheduling to avoid OT charges unless the delay is due to client constraints.

3. Extended Downtime Penalty

• Requirement: If any escalator unit remains out of service for over two business days, the contractor will incur a monetary deduction.

4. Repeat Service Callbacks

• Requirement: If the same issue recurs within 30 calendar days of service, the contractor shall return and resolve the problem at no additional charge.

• Clarification: “Same issue” is a repeat failure of the same component or function addressed during the prior visit.

5. Event Coverage Support

• Requirement: The contractor shall provide hourly coverage for large-scale facility events upon request. The facility management must pre-approve and schedule the coverage.

2.8. Scope of Work

PURPOSE

To provide the department with escalator services on a basis, pursuant to the terms outlined in this

Scope of Work. All work shall be performed in accordance with the applicable provisions of Chapter 399, Florida Statutes.

DEFINITIONS

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative

Code (F.A.C.); and Enterprise Standard Terms and Conditions, are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions for this

Scope of Work. All definitions apply in both their singular and plural sense.

American Society of Mechanical Engineers (ASME) – The American Society of Mechanical

Engineers (ASME) is a non-profit organization that develops and publishes codes, standards, technical guidelines, and draft regulations relating to the design, construction, and operation of mechanical systems and equipment.

ASME A17.1 – The ASME Safety Code for Escalators and Escalators, as adopted by reference into

Florida law pursuant to Rule 61C-5.001(2)(a)1, F.A.C., subject to the exclusions stated therein, and in accordance with sections 399.02, 399.03, and 399.10, F.S.

ASME A17.3 – The ASME Safety Code for Existing Escalators and Escalators, as adopted by reference into Florida law pursuant to Rule 61C-5.001(2)(a)2, F.A.C., subject to the exclusions and effective dates stated therein, and in accordance with sections 399.02, 399.03, and 399.10, F.S.

ASME A18.1 – The ASME Safety Standard for Platform Lifts and Stairway Chairlifts, as adopted by reference into Florida law pursuant to Rule 61C-5.001(2)(b), F.A.C., subject to the exclusions and effective dates stated therein, and in accordance with sections 399.02, 399.03, and 399.10, F.S.

ASME Code – Collectively, ASME A17.1, ASME 17.3, and ASME A18.1, as adopted by reference into

Florida law pursuant to Rule 61C-5.001(2), F.A.C., subject to the exclusions and effective dates stated therein, and in accordance with sections 399.02, 399.03, and 399.10, F.S.

Authority Having Jurisdiction (AHJ) – The Florida Elevator Safety Act (FESA), Chapter 399, F.S., designates the Florida Department of Business and Professional Regulation (DBPR) as the state agency responsible for enforcing and administering the FESA and promulgating rules implementing the same, as adopted in rule in the Florida Elevator Safety Code, Chapter 61C-5.

F.A.C. Pursuant to section 399.13, F.S., DBPR may contractually delegate to Florida municipalities and counties, certain of its duties to regulate and enforce safety standards for elevators, escalators, and related equipment pursuant to the FESA and FESC.

Business Day – Monday through Friday, inclusive, except for those holidays specified in section

110.117, F.S., from 6:00 a.m. to 6:00 p.m. at the time-of-service call. At the Department’s location

Callback Inspection – A follow-up Inspection to determine if the violations cited on the Inspection report or order to correct have been corrected.

Certificate of Operation – As defined in section 399.01(2), F.S.

Certified Escalator Inspector – As defined in section 399.01(13), F.S. May be used interchangeably with Inspector.

Certified Escalator Technician – As defined in section 399.01(14), F.S. May be used interchangeably with Technician.

Confidential Information – Information that is a trade secret or otherwise confidential or exempt from disclosure under Florida or federal law.

Contract Manager – The representative designated by the Department who will oversee all aspects of the Contract, monitor performance expectations, and serve as the primary point of contact for the

Contractor.

Contractor – A Vendor that enters into a Contract with the Department.

Customer-Specific Scope of Work (SOW) – Tasks, deliverables, and specific requirements for the requested Escalator Services established by the Customer. May be used interchangeably with Customer

SOW.

Department – Tampa Convention Center is a City of Tampa agency.

Escalator Maintenance – Means preventative maintenance to avoid and prevent problems through regular upkeep to keep equipment in proper operating order, detect potential complications, and avoid costly repairs based on the type of Escalator System. Preventative maintenance includes scheduled periodic examinations of the Equipment in accordance with ASME Code, FESA, and FESC, and other local, state, and federal requirements, laws, regulations, and any additional requirements as identified by the AHJ, with special attention to moving parts with the intention of preventing malfunctions from occurring during operation and keep Equipment in compliance with Equipment Manufacturer specifications.

Escalator Services – Means, collectively, all services to be provided by a Contractor pursuant to this

Contract, including but not limited to: Escalator Maintenance, Testing Services, Repair Services, and

Inspection Services.

Escalator System – System used to lift or transport resources that includes, but is not limited to, a hydraulic elevator, traction elevator, dumbwaiter, escalator, moving walkway, or inclined platform lift.

Eligible User – As defined in Rule 60A-1.001, F.A.C.

Equipment – All components, functional devices, accessories, and machinery associated with an

Escalator System.

Facility Manager – The individual(s) designated by the Department who will oversee and manage the operations, maintenance, and performance of Escalator Services, and serve as the point of contact for the Contractor.

Florida Elevator Safety Act (FESA) – The comprehensive law designed to ensure the safety of

Escalators and other lifting devices in the state of Florida, and also known as Chapter 399, Florida

Statutes.

Florida Elevator Safety Code (FESC) – The Florida rules promulgated by the Department of

Business and Professional Regulation (DBPR) at Chapter 61C-5, F.A.C., in accordance with the statutory requirements of the Florida Escalator Safety Act.

Inspection – Inspections are performed by a Certified Escalator Inspector or by a public entity under contract with the AHJ. The AHJ will enforce Escalator System safety standards, ensure operational efficiency, and enforce regulatory compliance with ASME Code, FESA, FESC, and other local, state, and federal requirements, laws, regulations, and any additional requirements as identified by the AHJ.

Inspection Services – The Inspection Services to be provided by the Contractor are intended to facilitate Inspection. The Contractor must provide access to the hoist way and car top for Inspection by the AHJ.

Maintenance Control Plan (MCP) – Required by ASME A17.1, as adopted by reference in Rule 61C-

5.001, F.A.C., and required by Rule 61C-5.013(5), F.A.C. May be used interchangeably with

Maintenance Control Program.

Manufacturer – The producer or provider of Equipment that possesses the minimum quality, reliability, service, and value required by the Customer. May be used interchangeably with Brand

Name.

Manufacturer’s Suggested Retail Price (MSRP) – The Manufacturer’s recommended retail selling price, list price, published price, or other usual and customary price that the purchaser would pay for specific parts without the benefit of the Contract.

Original Equipment Manufacturer (OEM) – Parts produced by the original equipment

Manufacturer.

Order to Correct – As defined in section 399.061(4), Florida Statutes.

Parts – Repair or service parts for an Escalator System which meet the requirements, specifications, terms, and conditions herein, and may be installed to, uninstalled from, or provided with or separately from the Escalator System by the Manufacturer or Dealer, as specified, ordered, legal, customary, reasonable, and prudent in the industry.

TCC – Tampa Convention Center

Repair Services – Includes the repair and replacement of equipment to proper working order to be consistent with the Equipment Manufacturer’s specifications. May be used interchangeably with Repair.

City – The City of Tampa.

Contract – The written agreement between the Department and the Contractor.

Testing Services – Testing is a component of an Escalator Inspection. An escalator cannot pass

Inspection without the proper testing being completed. May be used interchangeably with Testing.

SCOPE OF WORK

Description of Scope

The Contractor shall provide Escalator Services as defined herein.

General Requirements

All Escalator Services provided shall be in strict compliance with all requirements, specifications, terms, and conditions outlined in the Contract, as well as with ASME Code, FESA, FESC, and other local, state, and federal requirements, laws, regulations, and any additional requirements as identified by the AHJ.

All Escalator Services shall comply with the Equipment manufacturer’s specifications using the most appropriate industry standards and Equipment.

The Contractor shall be responsible for the removal and disposal of damaged or unusable equipment.

Inventory of Equipment

The Contractor shall maintain an inventory of parts sufficient for the escalator services.

The Contractor shall maintain an inventory of enough parts for the escalator services.

For equipment repaired during the life of this Contract, the Contractor shall keep any working and usable parts from the removed equipment in the Department's inventory for use on the same

Department’s equipment. When such parts are used, the invoice will reflect the use of said parts. The

Department will not be charged for these parts. The Contractor shall have and maintain all required and necessary escalator services tools for the duration of the Contract.

Records, Documentation, and Reporting

The Contractor shall maintain Escalator Services records and documentation for all services provided under this Contract. The record shall include, but shall not be limited to, records of all service calls, Escalator Services performed, any Equipment modifications as applicable, any Inspection lists, and an annual report on all service logs. The Department may request documentation regarding Escalator

Services provided under this Contract at any time. The Department may request additional reports with written notice to the Contractor.

The Contractor shall furnish a report of each Inspection and Test to the Facility Manager on standard forms acceptable to the Department. If the contractor can provide connected services, this will also be part of the SOW.

Maintenance Control Plan (MCP)

A Maintenance Control Plan (MCP) is a requirement of ASME A17.1. The Contractor shall provide the Department with an MCP within ten Business Days after the start of the Department’s order. The MCP shall be placed in all machine rooms once approved by the Customer.

Service Ticket

The Contractor shall prepare a service ticket (paper or electronic) for all Escalator Services. The Service Ticket will be provided to the Department within one Business Day of the completion of the service contemplated in the Department's SOW. At a minimum, the Service Report shall include:

• Address, Escalator Systems, and Escalator System serial numbers

• Date, time of arrival, time of departure, and time elapsed.

• Brief description of the condition of the Escalator Systems

• The Escalator Services performed by the Contractor

• If any Equipment was replaced or altered

• Recommendations for future services based on service or Inspection results

• Name and signature of the Technician

• Signature of the Facility Manager or Designee

• Any additional information as requested by the Department

Monthly Service Report

For Monthly Maintenance, the Contractor shall submit a summary of any monthly reports for the applicable month to the Department. An example is provided in the Monthly Summary Report.

The Department shall determine the due date of the Monthly Service Report each month. At a minimum, the Monthly Service Report shall include:

• Service Tickets signed by the Facility Manager or Designee

• Any Escalator Services performed

• Any Inspections, Testing, or certifications performed

• Any additional information as requested by the Department

Inspection Certifications

The Contractor shall submit Inspection reports to the Bureau of Escalator Safety at the Department of Business and Professional Regulation within five Business Days of the Inspection. Copies of Inspection reports and proof of submittal to the AHJ should be provided to the Facility Manager.

The Contractor shall obtain and post a Certificate of Operation and other standard forms in the Escalator designated location and in the Escalator machine rooms as required by section 399.07, F.S. Up-to-date copies shall be provided to the Facility Manager.

Required Reporting

The Contractor shall maintain monthly oil consumption records on-site at the applicable Department’s location in accordance with ASME A17.1, and as required by the AHJ for hydraulic Escalators only.

The Contractor shall comply with all reporting and records requirements as identified in FESA, FESC, and the ASME Code. These reports include, but are not limited to:

• Monthly Oil Consumption records on-site at the Department’s location

• Annual Electric Traction Escalator Safety Test as applicable

• Annual Hydraulic elevator Safety Test as applicable

• Annual Safety Certification Letter and Escalator Certificate of Competency

• Five-Year Full Load Safety Test

Pricing

The Contractor shall adhere to the initial term and renewal term pricing submitted in Exhibit A, Price

Sheet for Escalator Services. Pricing shall be in accordance with the Contract. The Contractor shall only provide Escalator Services for which it has an executed Contract. The prices contemplated in

Exhibit A, Price Sheet, are not-to-exceed rates which shall include all applicable fees, disposal, labor, tools, materials, supplies, safety equipment, transportation, travel, and other costs associated with performing the applicable Escalator Services. The Contractor’s travel time, fuel, and mileage shall be non-billable.

Escalator Maintenance (Per Month)

The Contractor shall perform all monthly Escalator Maintenance and adhere to the monthly

Escalator Maintenance rates listed in Exhibit A, Price Sheet.

Repair Service Rates

The Contractor shall perform all Repair Services and adhere to the Repair Hourly Rate and the

Emergency Repair Hourly Rate for Repair Services listed in Exhibit A, Price Sheet.

Repairs (Hourly Rate)

The Repairs Hourly Rate shall pertain to Repairs conducted during the Department’s

Business Day. The Repairs Hourly Rate shall apply to all scheduled and non-emergency service calls.

Emergency Repair (Hourly Rate)

The Emergency Repair Hourly Rate shall pertain to Emergency Repairs conducted outside and during the Department’s Business Day. The Emergency Repair Hourly Rate shall apply to all such unscheduled and emergency service calls for which the

Contractor is required to be on-site within two hours of notification from the

Department, as identified in the Response Time section of this SOW.

% off MSRP for Parts

The Contractor shall provide Parts during the initial term and renewal term at the % off MSRP pricing listed in Exhibit A, Price Sheet, for new and unused Parts.

Additional Escalator Consulting Services (Hourly Rate)

The Contractor may provide additional Escalator consulting services during the initial term and renewal at the hourly rate listed in Exhibit A, Price Sheet.

Staffing Requirements

The Equipment and Escalator Systems must be serviced and repaired only by Technicians, and the

Contractor shall ensure that all Technicians have current Certificates of Competency and Certified

Escalator Technician certifications. The Contractor’s Technicians shall carry identification as prepared by the Contractor. Identification information shall include the employee’s full name, photograph, and

Contractor name.

The Contractor shall ensure it has sufficient personnel to provide the Escalator Services outlined in this Contract. The Contractor shall provide all applicable documentation related to Technician training and certifications to the Department upon request.

Customer Acceptance

The Customer has 30 Business Days to review and confirm that the Escalator Services are completed to the required specifications. The Department shall notify the Contractor if services are unsatisfactory and additional work is needed to meet the requirements of this SOW and an applicable Department

SOW. Any such callbacks will be performed at no extra charge and within two Business

Days of the Department’s notification.

Monthly Escalator Maintenance Service

The Contractor shall complete the required monthly Escalator Maintenance. A Technician performing

Escalator Maintenance must look for existing faults, signs of wear, or impending problems. All monthly

Escalator Maintenance shall meet or exceed the requirements of the Equipment Manufacturer. Failure to provide services within the month will result in non-payment for the monthly Escalator Maintenance on the Department invoice.

Required monthly Escalator Maintenance includes, but is not limited to, Equipment cleaning, inspection, lubrication, calibrations, alignment adjustments, painting, repair, and replacement of parts, technical support, and evaluation of needed Repair Services, as specified in the subsections below. The

Department may request additional services to be incorporated in the Escalator Maintenance.

Equipment Cleaning – The Contractor shall clean Equipment to maintain a clean condition and preserve the life of the Equipment.

i. Equipment Inspection – Inspection of Equipment shall follow the applicable Equipment

Manufacturer guidelines, and the Contractor shall identify and document any Equipment condition that may impair the normal operation of the Equipment. Replacement of the Parts shall occur during the Equipment

Inspection in which such conditions were found or reported. The Contractor shall include in each monthly service log and note the condition that would lead to a failure of the Escalator System. The monthly service log prepared before the annual Inspection should note that there are no issues or should provide a list of problems needing correction before the yearly Inspection.

i. Equipment Lubrication – The Contractor shall lubricate Equipment at intervals recommended by the Equipment Manufacturer or more frequently as required for normal operation of the Equipment. All lubricants shall be suitable for the purpose intended and shall meet or exceed the minimum requirements specified by the Equipment Manufacturer.

ii. Equipment Calibration – The Contractor shall calibrate Equipment to maintain safe operation of the Equipment. Calibration includes, but is not limited to, the Types of calibrations

Speed

• Speed calibrations ensure the steps and handrails move at the proper rate and that safety systems react to overspeed conditions.

• Running speed: The operational speed of an escalator is measured to ensure it does not exceed maximum limits, which are often set by safety codes at around 0.5 m/s (100 ft/min).

• Overspeed and reversal protection: Specialized equipment is used to simulate overspeed or unintended reversal to test that the emergency brake and other safety circuits activate as designed.

• Handrail synchronization: The handrail's speed is checked and calibrated to match the steps to ensure a user's grip is not pulled forward or backward, which could cause a fall and making sure the friction wheel is within manufactures specifications.

Braking

• Brake calibrations are critical for passenger safety, particularly in the event of an emergency stop or power failure.

• Service and safety brakes: Technicians test both the regular service brake and the emergency safety brake, which engages on overspeed or power loss. Adjustments may involve setting the correct air gap or spring tension to achieve the manufacturer's specified stopping distance and time.

• Variable-torque brake controls: Some escalators have brake control boards that require calibration with a voltmeter to ensure the brake system functions correctly at different speeds and torque levels.

Safety switch and sensor

• Multiple switches and sensors are calibrated to trigger emergency stops in response to potential hazards.

• Combplate impact switches: These switches are located at the landings and stop the escalator if an object becomes wedged in the comb teeth. Calibration tools are used to measure the exact force required to trigger the switch and ensure it is working correctly.

• Skirt panel and step sensors: Sensors monitor the gap between the steps and the side skirt panels. Adjustments and calibrations are made to ensure proper clearance and to verify that any sensors designed to stop the escalator on contact are functioning correctly.

• Motion and vibration sensors: Sensors that detect unexpected vibration or motion (or the lack thereof) are also calibrated. For example, motion sensors may be calibrated to stop the escalator during periods of no use.

Structural and mechanical

• Structural components are also inspected and adjusted as part of a comprehensive maintenance program.

• Comb and step alignment: The teeth of the comb plate are aligned with the steps to ensure proper meshing and prevent snags. Clearance is checked and adjusted to meet specifications, typically a maximum of 4 mm.

• Component tension: Step chains and handrail belts are inspected and adjusted for proper tension. Excessive wear, looseness, or overtightening can lead to component failure, so correct tensioning is a critical calibration.

• Clearances and guides: The guides and rollers for the steps and handrails are checked and calibrated to ensure proper clearances, smooth movement, and to prevent excessive wear or damage to components, and load tests.

Step-related calibrations

• Step chain tension: Mechanics must adjust the tension of the step chain, which propels the steps. If the chain is too loose, it can vibrate or produce noise. If it is too tight, it can cause excessive wear.

• Combplate safety switches: Special tools are used to calibrate the comb plate switches, which are located at the landings. These switches are designed to detect if an object is caught between the step and the combplate. The calibration process ensures the switch is triggered at a specific, standardized force.

Brake calibrations

• Braking distance: The service and safety brakes are calibrated to ensure the escalator stops within a specified distance, based on the unit's speed and load. Stopping too abruptly can cause injuries, while stopping too slowly is a safety hazard.

• Brake torque and wear: On fixed-torque brakes, the spring height is adjusted to achieve the correct torque. Technicians also regularly check for wear on the brake linings.

• Weight testing: For refurbished or newly installed escalators, a full load test is performed by placing weights on the steps to verify the braking system meets safety codes under maximum capacity.

Speed and drive calibrations

• Handrail speed monitoring: The handrail is designed to move at a speed very close to the step band. If the deviation between the handrail and step speed exceeds a set percentage for too long, a speed-monitoring device will cause the escalator to stop. This monitoring system must be calibrated and tested.

• Drive chain tension: Similar to the step chain, the drive chain and handrail drive chain must be checked for proper tension and wear. Excessive sagging can indicate stretching and may require replacement.

Panel and clearance adjustments

• Skirt panel clearance: The gap between the moving steps and the stationary skirt panel must be carefully maintained within tight tolerances to prevent entrapment. Codes specify the maximum allowable static gap, as well as the "loaded gap," which is the clearance when force is applied to the step.

• Skirt panel rigidity: In addition to clearance, the skirt panels must be rigid enough to withstand a specified force without excessive deformation. This is checked during the testing and calibration process.

Other checks

▪ Vibration and sensors: Regular checks of vibration sensors, step-level sensors, and upthrust sensors ensure the escalator can detect and stop in the event of component misalignment or malfunction.

• Lubrication: While not calibration itself, proper lubrication of components like step chains and guide rails is a critical maintenance step that supports the correct function of calibrated systems.

i. Equipment Adjustment – When the operation of the Equipment varies from its normal or originally designed performance standards as a result of normal wear and use, the Contractor shall make necessary adjustments to correct for proper operation. Adjustments will be made at regular intervals, frequent enough to maintain the Escalator System in good working and normal operating condition and to preserve the useful life of all Equipment.

ii. Equipment Finishing – The Contractor shall paint or finish the Equipment at intervals frequent enough to maintain a professional appearance, prevent rusting, and preserve the Equipment. All finishes shall be suitable for the purpose intended and be labeled by the manufacturer as high-quality or premium finish. Application of the finish shall comply with the ASME Code.

iii. Equipment Repairs – The Contractor shall make all repairs attributed to normal wear and use of the Equipment at the Contractor’s expense. Repairs to such Equipment must be made timely, and the

Customer’s Facility Manager must be notified.

iv. Recommended Repairs – During the monthly Escalator Maintenance, if the Contractor discovers that any of the Escalator Systems need Repair Services due to issues not related to normal wear and use of the Equipment, the Contractor shall notify the Customer with the Service Ticket.

Repair Services

The Contractor shall provide Repair Services, not attributed to normal wear and use, to return

Equipment to proper working order consistent with the Equipment Manufacturer’s specifications.

The Contractor shall correct all deficiencies that were discovered during the Escalator Maintenance

Service, and for Repair Service visits, correct all deficiencies discovered as directed by the Facility

Manager. The Contractor is required to provide the Facility Manager with a written quote for Repair

Services, including recommended repairs.

Repairs

The Contractor shall provide Repairs, which are not included in Escalator Maintenance, for Equipment that is not operating correctly and requires repair or service aimed at maintaining the proper working order of the Equipment.

Emergency Repairs

The Contractor shall provide Emergency Repairs, which are not included in Escalator Maintenance, for Equipment that is not operating properly and requires immediate repair or service to return the

Equipment to proper working order consistent with Equipment Manufacturer's specifications and consistent with the requirements of the FESA and FESC. The Contractor must respond to an

Emergency Repair in accordance with the response times outlined in the Response Time section of this SOW.

Inspections

The Contractor shall utilize an independent Certified Escalator Inspector to perform all Inspections required for any Escalator System in accordance with ASME A17.1, section 399.061(1)(a), F.S., and as required by the AHJ.

Escalators must be inspected annually, unless exempt. Department should coordinate with the AHJ for any exemptions.

The Department reserves the right to have a Facility Manager witness all Inspections, Callback

Inspections, and Testing procedures. The Customer may request documentation regarding inspections at any time. Any deficiencies or issues discovered as a result of an Inspection shall be immediately reported to the Facility Manager or designee.

Order to Correct and Callback Inspections

All violations cited during an Inspection shall be corrected within 90 days from the date of the

Inspection or Order to Correct through a Callback Inspection. Failure to comply within 90 days is subject to administrative fines per 399.105, Florida Statutes, which shall be assessed to the

Contractor.

Testing

An Escalator System cannot pass Inspection without the proper testing being completed. The type of test mandated by ASME A17.1 depends on whether the unit is hydraulic, traction, escalator, dumbwaiter, or other vertical transportation conveyances regulated by the AHJ. Some examples of testing are Category 1 (annual) tests and Category 5 (every 5 years) tests for traction Elevators.

Hydraulic Elevators require a yearly pressure test. Escalators also must be tested annually or when the

AHJ requires.

Testing is the responsibility of the Contractor. Code mandates that testing documents and testing tags, which give the date and type of test, be present in the machine room. An inspector checks to see if the required testing is completed during an Inspection. The Contractor is responsible for scheduling the necessary Inspection checks.

Routine tests performed by city, county, state, federal government, and/or insurance agencies or their representatives, and otherwise not identified in this Scope of Work or Customer SOW, are specifically not a part of this Term Contract, and such tests do not satisfy the Contractor’s obligations to perform tests as set forth herein.

Any deficiencies or issues discovered as a result of a test shall be immediately reported to the Facility

Manager or Designee.

The Contractor may not provide Escalator consulting services throughout the term of this Contract if an hourly rate is not provided in Exhibit A, Price Sheet.

Response Time

All non-emergency Escalator Services, unless otherwise coordinated and approved by the Department’s

Facility Manager, shall be conducted during the Business Day.

Unless otherwise approved by the Department, the Contractor shall check in with the Facility Manager upon arrival and completion of Escalator Services.

Scheduling

The Contractor shall acknowledge the Department’s request for Escalator Services within 24 hours of initial contact. Escalator Services schedules shall be coordinated with and provided to the Facility Manager in advance. The Contractor shall also send a reminder notification at least

24 hours before arriving at the Department’s location.

The Contractor shall complete the Escalator Services within the scheduled time approved by the

Department. The completion time shall not be affected by the Contractor’s response to other service requests.

Emergency Repair Response Times

The Contractor shall provide a 24-hour contact number to the Department’s Facility Manager for any Emergency Repairs conducted outside and during the Department’s Business Day.

Response time for Emergency Repairs shall require that a Technician be on-site within two hours of notification from the Department.

General Facility and Site Procedures

The Contractor shall check in and out with the Facility Manager or designee to perform all work without unnecessarily interfering with occupants at the Customer’s location. The Contractor shall keep the premises free from accumulation of waste materials or rubbish and from leaks and spillage from the

Equipment, and aim to protect existing infrastructure. Upon completion of work, the Contractor shall remove all waste materials, rubbish, tools, machinery, and other related items.

Customer Service

The Contractor shall designate a Contract Administrator to oversee the Contract. The responsibilities of the Contractor Administrator shall include, but are not limited to, overseeing Escalator Services performed by the Technicians, scheduling, reporting, record keeping, and billing. The Contract

Administrator shall be the point of contact for the Contractor. The Contractor shall provide the contact information for the designated Contract Administrator to the Contract Manager within ten Business

Days after the Term Contract effective date and update the Contract Manager with any changes within two Business Days. The Contract Administrator shall work with the Customer to resolve any issues or discrepancies and ensure that all Escalator Services are provided to the Customer in accordance with this Scope of Work, applicable Customer order, and Customer SOW.

Parts

Only Parts approved by the Equipment Manufacturer for the specific Equipment being serviced shall be used when replacement Parts are required. Parts must be from the Original Equipment Manufacturer and in new, unused condition. Replaced or old Parts shall become the property of the Contractor, unless otherwise requested by the Department. New Parts shall become the property of the

Deprtment. At a minimum, the cost for Parts shall be provided at the percentage off MSRP listed in

Exhibit A, Price Sheet. The cost for any Parts, for which the percentage off shall be applied, shall not exceed the current Manufacturer’s price, regardless of the reason for replacement. Proprietary Parts shall not be installed on the Customer’s Escalator Systems.

If the Part or assembly is not readily available, the Technician must record the defect and notify the

Customer’s Facility Manager. The worn or deteriorated Part or assembly must be replaced within one

Business Day of Equipment inspection, unless the Part or assembly must be ordered. If the Part or assembly must be ordered, the Facility Manager must be notified within one Business Day.

Warranty

All calls for Escalator Services shall initially be reported to the Contractor. If the service call involves an

Original Equipment Manufacturer’s warranty, the Contractor shall notify the Facility Manager, who will be responsible for placing and tracking the warranty service call with the Manufacturer. The Contractor shall ensure that any Escalator Maintenance or Repair Services performed will not void or modify any existing Original Equipment Manufacturer’s warranties.

In accordance with this Contract, the Contractor’s warranty shall provide a minimum one-year standard warranty coverage for Parts and service. It shall not affect the warranty status of any other existing Parts of the Equipment. All the Contractor’s warranties under this Contract shall provide coverage against defective material, workmanship, and failure to perform in accordance with the specifications and

Manufacturer’s performance criteria. Should the Contractor’s standard warranty conflict with any requirements, specifications, terms, or conditions of the Contract, then the Contract requirements, specifications, terms, and conditions shall prevail.

Recalled Parts

The Contractor shall track and notify the Department of any recalls and is responsible for tracking recalls of any Parts supplied pursuant to the Contract.

In the event there is a recall Commodity supplied pursuant to the offered on the, the Contractor shall provide notice of such recall to the Department and affected Departmen, develop a recall strategy, and cooperate with the Department and affected Departmen in monitoring the recall operation. The

Contractor shall prepare recall-related reports as may be required. Each Contractor shall, at the request of the Department, give the Department assistance in locating and obtaining any needed replacement

Parts. Each Contractor shall immediately notify and provide copies to the Department of any communications, whether relating to recalls or otherwise, with any Department. The Contractor shall ensure recalled Parts are rectified, replaced, and destroyed in compliance with all applicable laws, rules, or regulations and the Department's instructions. All efforts relating to recalled Parts shall be at the Contractor’s expense.

Compliance and Compatibility

It is the Contractor’s responsibility to ensure that the Commodities and Services supplied are compliant with the Contract requirements, specifications, terms, and conditions.

Additionally, the Contractor shall ensure that all Commodities ordered by the Department are fully compatible with each other and with any associated pre-existing Commodity possessed by the

Department and disclosed to the Contractor by the Department. The Contractor’s acceptance of the

Department’s order shall indicate that the Contractor agrees to deliver Commodities and Services that are fully compliant and compatible with the Department’s order requirements, specifications, terms, and conditions.

Monetary Deductions

Failure to comply with the requirements of the Contract will result in the imposition of monetary dedutions. The following monetary deductions will apply for the Contractor’s failure to meet the performance metric standard and due date corresponding with the deliverables under the Contract. The

Department may impose additional monetary deductions beyond those stated herein to apply to that

Department's purchase. The City of Tampa reserves the right to…