Exhibit A - SOW - RFP AAGA 2027-0019 Elevator Maintenance Services.pdf

EXHIBIT A - STATEMENT OF WORK

1. OVERVIEW

The State of Colorado (State), Department of Personnel & Administration (DPA), Division of

Capitol Assets, Capitol Complex program is seeking a contractor (Contractor) to perform Elevator

Maintenance and Repair Services (Services) for thirty-eight (38) total elevators in the thirteen (13) listed State locations in Metro Denver.

Services shall include, but not be limited to, the furnishing of all labor, materials and equipment to provide safe and continual elevator service.

Elevators undergoing replacement or remodeling that are covered by a manufacturer or contractor warranty will be temporarily excluded from Services under any contract resulting from this solicitation. Upon warranty expiration, Services for these elevators will automatically resume under the contract resulting from this solicitation. Reference Attachments described below in Section 2.

Elevator Information.

2. ELEVATOR INFORMATION

Reference Attachment 1 – Elevator Information; Attachment 2 - Annex Building Elevator Modernization

Specification Summary; Attachment 3 – State Capitol Building (SCB) Elevator Modernization Specification

Summary; Attachment 4 – State Office Building (SOB) Modernization Specification Summary; Attachment

5 – State Services Building (SSB) Modernization Specification Summary.

3. STANDARDS GOVERNING INSPECTION, MAINTENANCE AND REPAIR

a. All conveyances regulated by the Colorado Conveyance Regulations (7 CCR 1101-8) shall be maintained in accordance with all requirements of the following:

(1) Conveyance Regulations and associated policies

(2) Local jurisdictional laws and ordinances

(3) Applicable codes referenced in these documents

b. Below is the section of the State Conveyance Regulations, administered by the Department of

Labor and Employment, Division of Oil and Public Safety, Conveyance Section, as it relates to Code adoption:

(1) Section 2-2 Adoption of Nationally Recognized Safety Standards

(2) Section 2-2-1 Standard Adoption

Within this regulation, the Administrator adopts standards and codes as listed below.

• ASME A17.1 - 2007

• ASME A18.1 - 2005

• ASME A17.3 – 2005

c. Contractor shall have current licenses as required by State, city and local jurisdictions which govern the State locations.

4. INSPECTION AND TESTING

a. Contractor shall schedule and perform all elevator inspections and testing in accordance with

Section 3 Standards Governing Inspection, Maintenance, and Repair of this Exhibit A, either independently, or in collaboration with, independent testing contractors hired by the State. All annual periodic maintenance inspections and tests shall be completed no later than May 15th of each year.

b. All five-year tests shall be completed no later than May 15th of each scheduled year and shall be witnessed by an independent inspection and certification contractor and the Capitol Complex

Maintenance Manager or designee. No later than fifteen (15) days before the start of each calendar year, Contractor shall email the Capitol Complex Maintenance Manager a written schedule of all upcoming safety inspections and tests, including those conducted independently or with State-designated entities.

c. For inspections and testing for which Contractor bears the primary responsibility, a written inspection report to the Capitol Complex Maintenance Manager shall be submitted within one (1) week of completion for each unit inspected and tested.

d. If an elevator fails to meet minimum safety requirements, or if a dangerous condition is found, the inspector shall immediately inform the Capitol Complex Help Desk, by phone (303-866-4357), of the conditions found, with written confirmation to be provided to the Capitol Complex

Maintenance Manager immediately via email.

e. Should an elevator be shut down due to failure to meet safety requirements or if a dangerous condition is found, Contractor shall coordinate any required acceptance inspections to be witnessed by the independent inspection and certification contractor and obtain all needed approvals prior to returning the elevator to service.

f. Upon completion of inspections, Contractor shall furnish the inspection certificate to the independent inspector for signature who will then forward the certificate to the Capitol Complex

Maintenance Manager.

g. If deficiencies are identified, Contractor shall immediately provide written communication of the proposed response to the Capitol Complex Maintenance Manager. Upon successfully addressing each deficiency, Contractor shall provide written confirmation, as required by the local jurisdiction, and copy the Capitol Complex Maintenance Manager.

h. The Capitol Complex Maintenance Manager shall submit completed elevator certifications to the appropriate jurisdiction.

i. Contractor shall prepare a record of all Services for each elevator and any associated maintenance logs. Contractor shall also update a current maintenance log for each elevator in the machine room. The record shall include the building name, maintenance individual’s name, date of examination and elevator number, serial number, and account number.

j. Contractor shall furnish separate annual and five-year test and inspection reports for each unit via email to the Capitol Complex Maintenance Manager. The report shall include recommendations for correction of all defects found during the inspection. Contractor shall include additional sheets with the report form, if necessary.

k. The recommendations shall show the item line number corresponding to the standard industry inspection form, a brief description, date, repair time required, building name, elevator number, inspector name and estimated repair cost only for those items not covered by Services.

5. MAINTENANCE

a. Shall be performed by Contractor in accordance with:

(1) Conveyance Regulations and associated policies

(2) Local jurisdictional laws and ordinances

(3) Applicable codes referenced in these documents

(4) Manufacturer specifications and recommendations

b. A schedule of Services shall be emailed to the Capitol Complex Maintenance Manager at least forty-five (45) days prior to the start of Services. The Services schedule shall include the week and month each covered elevator will be inspected and tested.

c. Contractor shall be responsible for Services and re-inspection permits for all elevators.

d. The State shall be responsible for providing the elevator inspection and certification contractor(s).

e. Contractor shall adjust, lubricate, repair, or replace parts when conditions warrant to include but not limited to:

(1) Elevator machine, motor generator and control parts.

(2) Mechanical gears, worms, bearings, ram packing thrust bearings, drive sheave and bearing, break pulley, coil contact linings, frames, coils and resistors for motor and operating circuits.

(3) Controllers, selector and dispatching equipment, all relays, solid state components, resistors, capacitors, transformers, switches, contacts, leads, dashpots, timing devices, fan units, computer devices, steel selector tap, governor and associated parts, deflector or secondary sheave and bearings, buffers, guide rails and counterweight and associated components.

(4) Hoist way door hangers, guides, interlocks and closing devices. Door or gate operator, hanger, contacts, door or gate protective devices, load-weighing equipment, car frame, safety mechanisms, elevator guide shoes, gibs or rollers.

(5) Contractor shall periodically examine all safety devices and governors and equalize the tension on all hoisting ropes.

(6) Inspect and renew all wire ropes as often as necessary to maintain an adequate safety factor, repair or replace conductor cables and hoist way and machine room elevator wiring as often as necessary.

(7) Furnish and apply all lubricants, per the original manufacturer’s specifications. The State reserves the right to determine equality to manufacturer’s specifications.

f. Ad hoc and extra services requested by the State that fall outside of Services, as defined in

Sections 5 Maintenance and 6 Preventative Maintenance, shall be considered “Ad Hoc Services”.

These include, but are not limited to, major aesthetic upgrades, non-routine repairs due to misuse, or equipment additions. Contractor shall not perform any Ad Hoc Services without the written request or change order authorized by the Capitol Complex Maintenance Manager.

g. The State shall not incur additional charges, fees, or travel expenses for service calls where the elevator equipment is found to be in normal operating condition and running upon the technician's arrival.

h. All parts/materials provided under this Section shall be provided as a cost plus rate.

6. PREVENTIVE MAINTENANCE

a. Services shall be performed by Contractor in accordance with:

(1) Conveyance Regulations and associated policies

(2) local jurisdictional laws and ordinances

(3) applicable codes referenced in these documents

(4) Manufacturer specifications and recommendations.

b. A schedule of the preventive maintenance plan shall be emailed to the Capitol Complex

Maintenance Manager at least forty-five (45) days prior to start of Services. The preventive maintenance schedule shall include the week and month each covered elevator will be inspected and tested.

c. Preventive maintenance routines are divided into three groups based on the frequency of performance, i.e. quarterly, semi-annual, and annual intervals. The requirements outlined in each category represent the minimum acceptable standards, not a maximum limit, needed to fulfill this contract.

d. Contractor shall supply a signed copy of all completed routine maintenance tasks within one (1) week of completion to the Capitol Complex Maintenance Manager.

e. Contractor shall check on a monthly basis all call lights and signals, elevator interior floor indicating lights, car fans and signals and repair or replace, as needed.

6.1. Quarterly Routine: Performance of the following tasks is required every three (3) months in addition to routine inspection.

(1) Clean and lubricate car door hangers, rollers and pivot points.

(2) Change the lubricators.

(3) Check the door margins and gibs. Remove binds.

(4) Check eccentrics.

(5) Check all door arm bearings.

(6) Check and adjust chains and belts and then tighten all points in the door drive system.

(7) Check center for center-opening doors; for two-speed side opening doors, check the slow speed to the soffit.

(8) Check and clean the gate switch contacts.

(9) Check the door speed control switches.

(10) Check the condition of resistors and tighten the bands.

(11) Check the door clutch.

(12) Check the astragels.

(13) Check the cords to all car doors.

(14) Check the safety, show mounting and adjustments, including retraction, and lubricate pivot points.

(15) Clean the photo-eye components and check for proper operation.

(16) Check the electrical operation (hall door pick-up, acceleration, deceleration, and final stop open and close, etc.).

(17) Clean all lamps and sensors in the car top controller

(18) Clean the car top.

(19) Check all hall door rollers, gibs, gearing cables, and lock clearances.

(20) Check for unusual hoist way noise in occupied or adjacent hoist ways.

(21) Check car guides and lubricate, if required.

(22) Check the car top and the hoist way for loose covers, vanes or components.

(23) Check the traveling cables for damage.

(24) Clean the pit and report any unusual conditions.

(25) Inspect the packing and piston for oil leaks or foreign material.

(26) Check and insure that the piston is isolated from the car sling (if isolation is provided) and that clearances are normal.

(27) Check the cab and sling for unusual noises during normal elevator operation.

(28) Check all indicator lamps and gongs.

(29) Check and record the logic voltage on your quarterly check list.

(30) Check all relays for good contact wipe, armature clearance, coil pins (IBM) and replace or stone defective contacts.

(31) Check decelerations and accelerations to insure that all cars are matched and meet industry standards.

(32) Check oil level in tank with car at top floor.

(33) Remove covers from motor starting relay contacts and replace contacts if badly burned and tighten all contacts.

(34) Check pump unit for oil leaks.

(35) Check belts for oil and proper tension.

(36) Check fan motor and replace if needed.

6.2. Semi-Annual Routine: Additional performance of the following tasks is required every six (6) months.

(1) Reset all timers in the system.

(2) Lubricate the limit switch roller pins.

6.3. Annual Routine: Performance of the following tasks is required each year.

(1) Clean and lubricate hall door hangers, rollers, linkage and sheaves.

(2) Change the lubricators.

(3) Check door margins and gibs. Remove binds.

(4) Check eccentrics.

(5) Adjust the gearing table tension.

(6) Check centers for center-opening doors; for two speed side-opening doors; check the slow speed door to the soffit.

(7) Check the lock box to the unlocking hook.

(8) Check stationery hook to lock box (center-opening doors only).

(9) Check movable hook to roller linkage.

(10) Check spirator on center-opening doors and spring on side-opening doors.

(11) Check sight guards and astragels.

(12) Inspect and clean the door lock contacts.

(13) Clean down hoist way.

(14) Lubricate motor bearings, if necessary.

(15) Remove the dust from controllers and relays.

(16) Clean all relay contacts with a non-lubricating spray-type contact cleaner.

(17) Run car against stop ring, check to see that final opens, then check that relief valve key-passes fluid.

(18) Check valve sizing.

6.4. Spare Parts:

To ensure maximum use of the elevators and a minimum shut down time for emergency repairs, Contractor shall be required to have and maintain on the job site, in metal cabinets furnished by

Contractor, a supply of spare parts sufficient for normal maintenance and repair of the elevator.

These spare parts and lubricants will be OEM parts per manufacturer specifications and shall include, but not necessarily be limited to, the following:

All cabinets and spare parts shall be in place within ninety (90) days of contract execution. If locking cabinets are used, Contractor shall provide at least one (1) key per lock to the Capitol

Complex Maintenance Manager. The Capitol Complex Maintenance Manager shall only use key in case elevator technicians require access.

PART NAME QUANTITY PER ELEVATOR OR PAIR OF ELEVATORS

Contacts Twelve (12) of each size and type

Leads Twelve (12) of each size and type

Brushes Two (02) sets of each size and type

Coils (Motor & Generator) One (01) of each size and type with one extra for each two that are identical

Fan Motor One (01) of each size and type

Toggle Switches One (01) of each size and type

Relays One (01) of each size and type

Springs One (01) of each size and type

Condensers One (01) of each size and type

Selector Tape One (01) of sufficient length to fit any elevator in the building

Fuses Twelve (12) of each size and type

Electronic Tubes Six (06) of each size and type

Push Buttons Six (06) of each size and type

Door Locks One (01) of each type

Mechanical Switches One (01) of each size and type

Cleaning Materials One (01) can of each type in each machine room

Lubricants One (01) can of each type in each machine room

Check Chart One (01) for each type elevator

7. OBSOLETE PARTS

a. Contractor shall make every effort to obtain replacement parts from the manufacturer and appropriate OEM sources of supply. Should parts no longer be available from these sources, Contractor shall provide the Capitol Complex Maintenance Manager via email with a listing of the sources contacted to include contact information, the description of the alternative parts or equipment needed to complete the maintenance or repair of the unit, the cost of the parts or equipment, and the labor hours required to complete the process.

b. In the event the alternative part is approved for use under Section 5 and 6, the net amount due for alternative parts or equipment and labor will be calculated as follows:

(Alternative Parts Cost + Alternative Labor Cost) − (Standard Parts Cost + Standard Labor Cost)

If the alternative part is approved for use under ad hoc work, the charge should be cost plus as shown in Exhibit C Pricing and Rates.

c. No alternative parts or equipment shall be purchased and no alternative work performed without prior written approval by the Capitol Complex Maintenance Manager.

8. ELEVATOR PHONES

a. Contractor shall be responsible for maintaining all elevator car phones and voice lines from where voice lines enter the elevator shaft to the elevator car. Services shall include all labor and materials to repair or replace as needed, including all phone hardware. The Capitol Complex program will test elevator phones for proper operation and voice clarity monthly and report any problems via email to Contractor. Voice lines outside of the elevator shaft are the responsibility of

Capitol Complex program.

9. SERVICE CALLS AND RESPONSE TIME REQUIREMENTS

a. Authorized Capitol Complex Program Employees: Service calls shall be made to Contractor by employees listed on the current authorized Capitol Complex employee listing to be maintained by the Capitol Complex program with updates provided to Contractor as needed.

b. Service Calls – Standard Hours are to be from 7:00 AM to 6:00 PM (MST/MDT) Monday through

Friday. Required response time is one (1) hour from the time the call is placed by an authorized

Capitol Complex Program.

c. For ad hoc services, Contractor shall charge at the rates as shown in Exhibit C Pricing and Rates.

Contractor shall not charge any travel time, mileage or trip charges.

9.1. Service Calls – After Hours

a. Shall be from 6:01 PM –6:59 AM (MST/MDT) Monday through Friday and any time on weekends.

Required response time is one (1) hour from the time the call is placed by the Capitol

Complex Program.

b. For Services that are outside of the contract, the hourly rate provided for After-Hours Service

Calls shall be charged. After-hours rates will apply to “on-site” time only and will not include any other charges including, but not limited to travel time, mileage, trip charge.

c. After-hours work requires prior written authorization by a Capitol Complex program authorized employee. Any verbal authorization issued by the Capitol Complex program shall also be followed up with an email.

9.2. Response Time Definition

This is defined as the time for Contractor employees to be on the job site after receipt of a service call.

9.3. Lead Time for Parts

Any required parts must be ordered within one (1) business day of the time the need was determined and must be installed within one (1) business day of receipt of the part(s). The State reserves the right to request the supporting documentation in order to determine that these requirements are being met.

9.4. Service Call Performance Standards and Penalties

If Contractor fails to respond within one (1) hour, damages shall be assessed against Contractor as described below for the building where the one (1) hour response time was not met. The damages shall be the hourly Standard Service Rate or the After Hours Rate (as appropriate).

Damages shall be assessed in 15 minute increments; (1/4 hourly rate) per each 15 minutes or partial 15 minute time block until Contractor arrives. Verification of arrival time shall meet the standards set forth in the contract and is logged by Capitol Complex Help Line personnel.

Damages are not to be used in lieu of meeting the required one (1) hour response time. Failure to meet the required one (1) hour response time shall be considered a failure to meet contract obligations. Repeated failure to meet the required response time of one (1) hour may be considered a default of the contract. The State shall provide documentation to Contractor substantiating the claim of any penalty.

10. COORDINATION OF WORK

a. For all Services, including emergency services calls, Contractor personnel must check in and check out with Capitol Complex Help Desk at 303-866-4357 and give notification of their arrival on site, status of call, when the elevator is returned to service, and their departure from the site.

11. PERSONNEL IDENTIFICATION AND CONDUCT

a. Personnel employed by Contractor, including subcontractors, engaged in this work shall be duly trained, competent and appropriately licensed.

b. Contractor employees must be clearly identifiable at all times while authorized to perform

Services on site to include uniforms and Capitol Complex program supplied picture identification cards.

c. Contractor shall require employees to comply with instructions pertaining to personal conduct and building policies, or as may be issued by the responsible department occupying the State location.

d. State of Colorado ID badges for Contractor employees who pass the background checks will be provided by the Capitol Complex program at a cost of ten (10) dollars per badge. Contractor is responsible for the cost of ID badges for the term of the contract.

12. BACKGROUND CHECKS

a. The Capitol Complex program will require Colorado State Patrol background checks for all

Contractor employees performing Services under this contract prior to granting access into any buildings.

b. Within one (1) week following award of a contract, Contractor shall provide a roster indicating the full name and Colorado driver’s license of all personnel who will perform Services in any State building. Contractor will be provided a form for each Contractor employees that will have access to State property. Contractor shall complete the form for each employee and return all forms to the Capitol Complex Maintenance Manager within three (3) days to submit to the Colorado State

Patrol. There will be no charge to Contractor for the background checks.

13. USE OF PREMISES

a. Contractor shall confine apparatus and storage of materials to elevator rooms and operations of Contractor to areas that will not interfere with or inconvenience the users of the site or building.

14. SITE CLEAN UP

a. Upon completion of Services, Contractor shall remove all tools, materials and residue from the premises, clean any spills or stains and leave the work are in the same condition as prior to the performance of Services.

15. UTILITIES

a. The Capitol Complex program will provide Contractor with standard utilities such as electricity, lights, water and voice lines outside of elevator shaft which may be required to perform

Services.

16. INSPECTION OF WORK

a. Contractor shall make inspections of Services accompanied by authorized Capitol Complex staff upon written request via email by authorized employees. The State reserves the right to determine whether Services are satisfactory.

b. Upon written request via email by the Capitol Complex Maintenance Manager, Contractor shall furnish personnel, at no additional cost to the State, to accompany Capitol Complex employees and inspectors.

c. The Capitol Complex Maintenance Manager, and authorized representative of the Capitol Complex program, will at all times have access to the elevator units and the elevator equipment rooms for the purpose of inspection.

17. DOWN TIME SCHEDULING

a. Scheduled down time shall be approved by the Capitol Complex Maintenance Manager in writing prior to the occurrence. When an elevator requires Services resulting in down time of more than two (2) hours, Contractor shall provide a written schedule at least thirty (30) days prior to

Services.

18. INTERNET INFORMATION SYSTEM FOR ELEVATOR DATA

a. Contractor shall provide the Capitol Complex program with an on-line Internet accessible site that is updated at least weekly, which allows authorized employees to obtain the information specified below at any time.

b. For each State building, all elevator equipment shall be identified, to include the elevator type

(passenger or freight), the machine number, the manufacturer, the capacity and the number of landings.

c. Standard Services shall be listed and include the following information:

(1) The date and time the call was placed.

(2) The name and phone number of requester.

(3) A description of the problem reported.

(4) The date and time Contractor arrives on site.

(5) Contractor technician’s name.

(6) The description of the problem(s) found.

(7) The description of the resolution of the problem(s) to include the repairs made.

(8) The required inspections to include the date(s) and time(s).

(9) The date and time the elevator is returned to service.

d. After Hours Service Calls shall be listed and include the following information:

(1) The name of the authorized Capitol Complex employee who placed the call.

(2) The name of the authorized Capitol Complex employee who authorized repairs.

(3) A description of the repairs.

(4) The date the repairs were completed.

(5) The number of hours billed.

(6) The hourly rate billed.

(7) The total billing for each after-hours service call.

e. Maintenance Services

(1) The date and time the service was performed.

(2) A description of the Services performed.

(3) Contractor technician’s name.

(4) The description of any problem(s) found.

(5) The description of the resolution of the problem(s) to include repairs made.

(6) The required inspections to include the date(s) and time(s).

(7) The date and time the elevator is returned to service.

f. Elevator Upgrades

(1) The description of any elevator up-grades.

(2) The date and time Services were performed.

(3) The name and phone number of requester, if applicable.

(4) Contractor technician’s name.

(5) The description of any problem(s) found.

(6) The description of the resolution of the problem(s) to include repairs made.

(7) The required inspections to include the date(s) and time(s).

(8) The date and time the elevator is returned to service.

g. Work Orders: Contractor shall provide a copy of each completed work order to the Capitol

Complex Maintenance Manger via email within eight (8) business hours service performed, with the following information:

(1) The date

(2) The building address

(3) The elevator machine number

(4) The technician name

(5) The description of the work completed.

(6) The type and description of all completed preventive maintenance Services.

19. INVOICING

a. Monthly invoices shall be provided by Contractor for the elevator units at each State location within fifteen (15) days following the end of the month to be invoiced. The invoices shall identify the location and list the following information for each elevator:

(1) The monthly cost for each elevator

(2) The cost for standard Services outside of the covered Services, if any, to include the hourly rate charged

(3) The cost for after-hours Services, if any, to include the hourly rate charged

(4) The cost of any obsolete parts and the cost of the required labor

(5) Any additional charges shall be approved in writing by the Capitol Complex Maintenance

Manager prior to any Services being performed.

(1) No additional charges will be incurred by the State for an elevator that has been placed on standby or switched to manual operation. The Capitol Complex program will not be responsible for mileage or other expenses incurred by Contractor prior written approval provided by an authorized Capitol

Complex employee.

(2) The following days will be considered normal workdays, unless they fall on a weekend: Martin

Luther King Birthday, President’s Day and Veteran’s Day.

20. ELEVATOR UPGRADES AND MODERNIZATION

a. During the term of the contract, elevators may be upgraded as part of an ongoing State project based on available funding.

b. Contractor shall be provided written notification at least thirty (30) days in advance of the date when an elevator will be scheduled for upgrade or modernization by a State contractor.

c. Any elevator upgrade or modernization project which causes any elevator to be suspended from this contract will not result in any price increase from Contractor to offset the reduction of

Services caused by the elevator upgrade or modernization.