Exhibit_B_-_Elevator_Maintenance_Requirements.pdf

Alameda County General Services Agency PROJECT #25203 Admin Building Elevator Modernization MASTER CONTRACT ID #902686

ALAMEDA COUNTY GSA-BMD ELEVATOR MAINTENANCE REQUIREMENTS

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EXHIBIT B

ELEVATOR MAINTENANCE REQUIREMENTS

PART 1 - GENERAL

1.01. Summary

A. This section describes the elevator maintenance, operation, testing, emergency response, and requirements required as part of the elevator modernization project located at 1221 Oak Street, Oakland, CA.

B. The elevator modernization contractor shall assume full responsibility for:

(1) Operation of elevators under construction.

(2) Maintenance of elevators placed back into service.

(3) All emergency response.

(4) Code compliance during phased turnover.

(5) Protection of County operations.

C. The County’s existing maintenance provider will be formally notified on the date agreed upon by the County and elevator modernization contractor, upon issuance of the Notice of Proceed unless otherwise directed or agreed upon.

1.02. Transfer of Maintenance Responsibility

A. Existing Elevator Maintenance:

(1) The existing maintenance agreement for the elevators will stop on the date the project Notice to Proceed is issued.

(2) The elevator modernization contractor will assume maintenance on the elevators that are subject of this modernization once the project Notice to Proceed is issued to the Contractor.

(3) Elevators taken out of service for modernization will not be billed for maintenance during any time the elevator is under modernization.

B. Interim Maintenance:

(1) The Contractor shall assume maintenance on the elevators once the project Notice to Proceed is issued.

(2) Interim Maintenance shall be provided for the duration of the project.

(3) Elevators taken out of service for modernization will not be billed for maintenance during any time the elevator is under modernization. Time not under maintenance charges is from the time of the elevator being removed from service until the time of certificate for public use.

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C. Warranty Maintenance:

(1) The Contractor shall provide twelve (12) month warranty maintenance upon final acceptance of elevator modernization project by the County.

(2) Once the elevators are turned over for substantial use of the County after modernization project, no additional maintenance charges will be due for the elevator until after the 12-month Warranty Maintenance period has ended.

D. Post-Warranty Preventive Maintenance:

(1) After the 12-month warranty maintenance concludes, the preventative maintenance contract will be taken over by Alameda County’s current elevator maintenance contract provider.

1.03. Contractor Qualifications

A. Contractor’s personnel shall be certified by the State of California as an elevator Certified Competent Conveyance Mechanic (CCCM) and must use only licensed journeymen elevator mechanics who are in compliance with all governing laws and regulations regarding elevator maintenance.

B. Contractor must possess an active C11-Elevator contractor licensed by the State of California and shall forward a copy of their renewed license to the Contract Administrator each year they hold the contract.

1.04. Responsibility of the Contractor

A. Contractor’s work to be performed shall consist of furnishing all materials, labor, tools, and equipment required to provide 100% maintenance services for the elevators. Any work not specifically mentioned, but which is needed to make the work complete within the intent of the specifications, shall be performed without additional cost.

B. Contractor shall take responsibility for the work and shall bear all losses resulting from negligence on account of the Contractor. Contractor shall be responsible for all work of its subcontractor(s).

C. Contractor shall not allow the performance of work by the subcontractor(s) unless the subcontractor has been approved by the County in writing, and in no case shall the Contractor use subcontractor(s) that in any way alter the position of the Contractor with relation to the contract with the County. If a subcontractor is used, the responsibility for every portion of the work shall remain with the Contractor.

D. Contractor shall obtain prior approval of the County’s authorized elevator representative in writing for any area or space required for the Contractor’s storage during operations.

Materials, equipment, etc., shall not be filed or stored in any location which shall interfere

Page 3 EXHIBIT B with the conduct of the normal functions of the building and/or facilities nor to constitute a hazard to persons or property. All required safety precautions such as barricades, signs, danger signals, etc., shall be furnished and installed by the Contractor during operations.

E. Upon demand of the County’s authorized representative, the Contractor shall correct any dangerous or hazardous situations. Contractor shall completely protect against damage, from either materials or equipment, all surfaces, equipment, and facilities adjoining his work, including, but not limited to, woodwork, walls, and floors. All repair or replacement costs resulting from this damage shall be borne by the Contractor. At the conclusion of each day’s work, the Contractor shall remove refuse, debris, or waste materials and leave the premises in an orderly condition as required by the County.

F. Contractor shall perform periodic tests and maintenance inspections as required by the current applicable safety codes and in compliance with all applicable statutory requirements for all the elevators described herein. Written reports of all tests shall be made available for review upon request by the County.

G. Contractor will perform a five-year load test per elevator (if required during the life of the contract), all required monthly and yearly fire recall testing per elevator, and all work required for permitting, as prescribed by the State of California’s Preliminary Orders.

H. Contractor is completely responsible for the maintenance and operations of all contracted elevator systems in each building. Contractor shall perform complete maintenance services on all contracted equipment to be maintained.

1.05. Contractor Personnel

A. Contractor shall provide competent, licensed, and qualified service people on- site, in a timely manner, fully equipped with all tools and parts necessary to maintain the specified unit(s).

B. All work shall be performed by skilled elevator adjusters, mechanics, and apprentices/helpers directly employed and supervised by the Contractor. Only qualified elevator mechanics with a minimum of four years of journeyman experience shall be allowed to perform service or maintenance work. Apprentices and helpers must work under the direct supervision of a journeyman mechanic.

C. Contractor’s service personnel shall at all times when on County property, wear uniforms which bear Contractor’s name or other appropriate symbols which identify them as employees of the Contractor. Uniform shall be clean and in good condition. Where required by the County, Contractor’s staff shall exhibit personal photo identification (ID).

D. Contractor’s personnel who perform any work of the County’s detention facilities must successfully pass the Alameda County Sheriff’s Office (ACSO) Site Security Clearance. This is an individual clearance. Once obtained, this clearance must be renewed on an annual

Page 4 EXHIBIT B basis by attending a mandatory 8-hour training class for all site-cleared personnel. The ID Badge, issued by ACSO, must also be worn above the waist at all times while within any ACSO detention facility.

E. Contractor shall provide an updated listing of names, and emergency telephone numbers of all technician(s) and his/her supervisors and/or manager every quarter to the County representative.

1.06. Deliverables and Reports

A. Contractor shall inspect and report to the County where the equipment is susceptible to mechanical or physical damage.

B. Contractor shall provide electronic notifications via Email to the County Representative(s) including when service calls or preventative maintenance services are dispatched and when they are completed for all elevators. These reports must include Date, Time, Location, Address, Serial Numbers, Units, Ticket Numbers, Description of Issues, Technicians, and Resolutions when applicable.

C. Contractor shall check for wear and tear and report quarterly to the County.

D. Contractor shall provide copies of all relevant certifications held for both the company and any individuals expected to perform the services requested herein upon request.

E. Contractor shall create a form for each test and deliver a signed copy to GSA-BMD representative after a successful test has been concluded. The form will describe any malfunctions together with any corrective action taken.

F. Contractor shall maintain records of all equipment serviced including a list of equipment make and model, the location of the elevator, and reason(s) for service. Records shall be maintained for the duration of the contract.

G. Contractor shall include elevator ID number, address of the elevator, work completed, and/or recommendations on all reports and payments (invoice) requests submitted to the County.

H. Contractor shall provide a quarterly report of all maintenance performed per unit.

I. The Contractor shall submit a comprehensive annual report to the County’s elevator representative showing actual measurements of operational performances of all elevators.

Report shall be on an approved form and shall include brake to brake times, cycle dwell times, door open and door close times, door waiting times, ride quality, and other pertinent information.

J. Payments and Service Reports

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(1) As a basis for payment of a claim for services rendered, the Contractor’s monthly bill must be accompanied by service reports indicating dates, hours worked, and work accomplished on each elevator during the month. Reports shall be verified by the signature of the appropriate, authorized County representative. Failure to comply will result in withholding monthly payments. Contractor shall adhere to schedule service frequencies to receive full payment. Trouble callbacks will not be considered maintenance service.

(2) Contractor shall render electronic invoices, on the last day of each month.

(3) Contractor shall submit, at minimum, the following electronic reports to the County, on the last day of each month:

(i) Inspection Log Reports

(ii) Service Call Reports

(iii) Callback Reports

K. Contractor shall meet with the County virtually on a monthly basis.

PART 2 – PRODUCTS

2.01. Parts and Materials

A. Use OEM parts or County-approved equals. Only parts correctly designed to the Original Equipment Manufacturer (OEM) Requirements and suitable in all respects shall be used as replacements.

B. Contractor shall maintain a sufficient amount of replacement parts by the original manufacturer, or approval equals, to maintain the equipment in safe operating condition.

PART 3 – EXECUTION

3.01. Maintenance Requirements

A. Maintenance services shall consist of the following work:

(1) Make the necessary number of inspections required to maintain all elevators in first-class operating condition at all times. Minimum frequency of regular monthly service inspections is required.

(2) Inspections shall include regular and systematic examination, adjustment, cleaning, and lubrication.

(3) All features of operation control and dispatching included in the original installation shall be maintained functional. Where provided, the emergency fire service shall be tested monthly and recorded per code.

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(4) Battery-operated emergency lowering, lights, and earthquake systems shall be tested quarterly and any defects corrected in a timely manner.

(5) Elevators provided with derailment devices, seismic switches or other special circuitry shall be tested each year to ensure these devices are operating as designed. County’s authorized elevator representative and Contractor shall arrange for mutually acceptable dates to perform the tests. The emergency power operation will be tested by the County staff and, if the elevator system fails, Contractor shall make corrections and retest.

(6) Supply, repair, clean and replace all parts as required by wear and tear. Only parts correctly designed to the Original Equipment Manufacturer (OEM) Requirements and suitable in all respects shall be used as replacements.

(7) Contractor shall be responsible for procuring substitute replacement parts required for replacing obsolete parts at Contractor’s expense. The County’s authorized elevator representative shall approve the use of the substitute parts.

(8) If in the opinion of the County’s authorized representative, if an unreasonable amount of time is consumed by the Contractor in restoring normal service because of parts procurement, payment for the month which service is requested will be withheld.

(9) Contractor shall provide a locally available supply of spare parts adequate for said services within a reasonable time. If the lack of available parts causes extended elevator down time (24 hours or more) and parts are available from other local sources, Contractor will purchase the necessary parts locally at no additional cost to the County. If parts are not available locally, then Contractor shall obtain outside of the County, and have the parts shipped, overnight if necessary, to restore the down elevator.

(10) Test all safety devices, governors, etc. Per American Nation Standards Institute (ANSI) A17.1, national elevator safety code requirements, as applicable at the time the elevator was installed or date of alteration of the component. Contractor shall promptly correct any defects and subsequent testing damage that may be found in testing and examining the safety devices and shall send a notice to the County’s representative advising of the tests and corrections.

(11) Maintain guaranteed performance levels.

(12) All wiring and construction prints or diagrams of elevators covered under this contract are the property of the County and upon the termination of this contract shall be delivered to the County Representative. Absolutely no changes are to be made to the circuitry or mechanical systems without prior approval of the County

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Representative. Any change without prior approval may be considered a breach of contract. All changes in circuitry made by the Contractor shall be properly recorded on the diagrams, including the date of change and the name of the person making the same. It is the responsibility of the Contractor to maintain clean, legible, readable, and accurate schematics and wiring diagrams at all times. Prints and diagrams are to remain on the job site.

(13) Telephone instruments shall be checked quarterly and any problems reported to the county. The responsibility to replace/restore defective telephone devices belongs to the Contractor.

B. Additional Service Requirements

(1) Contractor shall assign two technicians responsible for all County buildings awarded to the Contractor. Back-up technicians shall always be available to support the one technician assigned to County under this contract.

(2) A repair crew shall be designated to perform all routine maintenance repair works on County elevators.

(3) The initial service visit shall be conducted by a Service Adjuster to program elevator telephones to call the Contractor’s 24-Hour Dispatch Line and test for proper operation. Any maintenance issues found during the initial visit shall be resolved within 90 days of the contract execution date. Contractor shall work with County staff to prioritize which buildings and/or elevators should have priority and determine which repair parts need to be added to County’s on-site storage and/or the Contractor’s local inventory.

(4) Contractor shall stock replacement parts in their facilities. Elevator technicians shall carry "truck stock" in their service vehicles to allow for immediate repairs. In the event that parts are not available locally, Contractor shall order parts and have them shipped overnight.

(5) Contractor shall utilize check charts and a Maintenance Control Plan that is elevator specific, which allows technicians to perform maintenance items in an organized and consistent manner. The maintenance plans shall be reviewed monthly and adjusted based on equipment condition, ride quality, and call-back history.

(6) Contractor shall assign an Account Manager who will be responsible for generating all required reports. The County shall meet with the Contractor’s representative monthly to review the Contractor’s performance, discuss changes in building use or occupancy, review proposals, and potential elevator improvements, and provide feedback to Contractor’s technicians and staff.

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3.02. Phone Inspection and Monitoring

A. 24-hour monitoring of all elevator telephones. Program dialer.

B. Verbal acknowledgment within 10 seconds of elevator phone activation.

C. Regularly testing that the phones in the elevator work by making an outgoing call to the appropriate party and confirming a response during routine monthly maintenance.

D. Document the phone tests results and notify the County’s Representative on what elevators have non-working phones.

E. Doing an initial survey of all elevators to document the phone numbers on elevator phones, how each elevator phone dials out and where the calls go to when someone needs help.

(Answering service, automatic dialer, etc.) Forwarding said document in MS Excel format to the County’s Representative within the first 30 days of the newly executed contract.

3.03. Equipment Performance

A. Operational “full service” level performance standards for elevators maintained under the contract shall be brought up to the Contractor’s standards within the first six (6) months of the contract and so maintained at all times during the contract.

B. Bi-annually, all elevators are to be checked and adjusted by an elevator adjuster, with a written report submitted to the County representative, with a final report submitted during the final 30 days of the contract. If the County’s elevator representative directs that it is necessary to adjust an elevator on a more frequent time period, Contractor shall abide by the request.

C. Periodic checks of the condition and performance of equipment by the County’s representative or the County’s elevator consultant will be made throughout the length of the contract. Any material, labor, or readjustments needed to restore equipment to specified standards shall be provided by the Contractor under the terms of this contract without additional cost to the County and at times as instructed by the County Representative.

D. The Contractor will maintain the required minimum performance standards described in this contract and conformance with the latest and all applicable code requirements, whether Federal, state, or local. In accomplishing these standards, the Contractor shall maintain a comfortable elevator ride with smooth acceleration, retardation, and a soft stop. Door operation shall be quiet and positive with smooth checking at the extremes of travel.

3.04. Emergency Work: Trouble and Entrapment Calls

A. When the on elevator is reported stuck and passengers are entrapped, between normal business hours of 7:00 a.m. to 7:00 p.m. Monday through Friday, except if the day lands on

Page 9 EXHIBIT B a County Holiday, the Contractor shall dispatch the closest technician (including construction, repair, and modernization personnel) to respond to the entrapment and secure the elevator within 30 minutes of the initial notification. For all other times, Contractor must be able to respond to emergencies by having the technician on duty arrive on-site within 60 minutes of reported entrapment.

B. In the event an elevator is reported shut down without trapped passengers, Contractor’s service person shall arrive at the site within two hours of notification.

C. Failure to furnish emergency call-back service within the allotted time of notification of need will result in forfeiture of the monthly payment for the given elevator maintenance. Cost for emergency service described herein shall be included in the monthly rate of the contract.

D. Contractor shall at all times, 24 hours per day, 7 days per week have a backup mechanic on standby to respond to emergency callbacks or necessary after-hours repairs, in the minimum time frames as specified.

3.05. Required Response and Restoration Times

A. Except for emergency call-back service and minor corrections and/or adjustments hereinafter provided for, all preventive maintenance work shall be performed during working hours and days of the trade. Regular working hours are from 7:00 a.m. until 5:00 p.m., Monday through Friday. No equipment requiring restoration shall be allowed to remain out of services due to the lack of diligent effort by the Contractor. Any parts or equipment locally available will be purchased locally if necessary to expedite the job. Restorations shall begin and be carried to completion, as soon as possible, unless other arrangements are approved by the County’s Representative. Equipment shutdowns for regular maintenance or extra examinations must be scheduled in advance with the designated County representative as not to interfere with building operations during normal usage times.

B. Contractor shall respond to non-emergency warranty calls within one (1) hour and be on site within four (4) hours.

3.06. Callbacks

A. Contractor shall furnish an exclusive service technician for regular call-backs hours and as follows:

(1) At minimum one hour per month.

B. Contractor shall routinely review call-back reports and perform equipment audits to ensure compliance with County standards, Code compliance, and safety.

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3.07. Field Inspection, Testing, and Safety Test

A. Field inspections will be made by County staff on an ongoing basis. Notices of imperfections of work shall be given to the Contractor account representative. Inspections shall not relieve the Contractor of his obligations to furnish materials and workmanship in accordance with the contract and imperfections of materials and workmanship overlooked by inspectors and/or the County shall not be exempt from rejection if they shall later be discovered.

B. Contractor shall assist with Firefighter’s Service Testing and standby power as requested by the County.

C. A County’s representative may elect to have specific elevators evaluated and tested in accordance with “special tests” and witnessed by a neutral party. The Contractor shall provide the necessary manpower, tools, instruments, tests weights, etc.

D. County’s representative may retain the services of an independent elevator consultant to evaluate the elevator performance covered under this agreement. The elevator consultant will issue results to the County’s representative.

E. If non-compliance items are included in the report, County’s representative will issue a punch-list to the Contractor who shall correct those items within 30 days. If punch-list items are not corrected within 30 days, County’s representative may solicit a corrective bid to abate the non-compliance items. The cost of this corrective action will be deducted from money owed to the maintenance Contractor and/or recovered from the Contractor’s surety.

F. Contractor shall supply labor and equipment to conduct tests and inspections required by the State of California at no additional charge to the County.

G. Contractor shall keep a record of tests required, including, but not limited to the five-year safety test A17.1 part 10. Copies of all test results shall be kept in a binder in each elevator’s machine room.

H. Contractor shall make periodic tests and maintenance inspections of all elevator equipment as required by current applicable safety codes for elevators.

I. Contractor shall submit to County authorized elevator representative written reports of the tests. Contractor shall notify the County prior to performing the safety test. The County reserved the right to witness all tests.

3.08 Preliminary Orders

A. All correction/modification orders issued by the State of California elevator inspector shall be completed by the Show Case Date issued by CAL-OSHA.

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B. In the event, the Contractor does not complete the required work within 10 working days, the County shall have the option to hire others to complete the work at the Contractor’s expense.

C. If the County is fined by the State for preliminary work not completed by the Contractor, the Contractor shall reimburse the County for the full amount of the fine.

3.09. Performance Guarantee

A. If an elevator is out of service due to a non-scheduled correction or restoration for longer than three consecutive workdays during a given month, the monthly maintenance payment to the Contractor for that elevator shall be forfeited. All other corrections shall be prescheduled in writing to the County’s representative.

B. All parts required for elevators that are out of service shall be shipped for next arrival at Contractor’s expenses.

C. If motor rewinding or machine work is needed to restore elevators that are out of service and require overtime work, that overtime is at Contractor’s expense.

D. If during a given month, a given elevator experiences four (4) call-backs on the same elevator, the monthly maintenance cost for that elevator will be forfeited.

3.10. Schedules and Records Required

A. The Contractor must notify the County Representative on the elevator site/building 24-hours before coming on-site to perform any routine or non- emergency work, regardless of the facility.

B. The Contractor must keep all work schedules on display in the respective elevator equipment rooms. Technicians must complete the schedule when working on equipment and list all tasks completed for that visit.

C. All inspections, lubrication, adjustments, tests, cleaning, correcting, restoring, and other maintenance activities shall be performed in accordance with schedules submitted by the Contractor with his proposal. These work schedules shall be designed for each type of equipment to be serviced and shall conform to the manufacturer’s recommended practice for the particular equipment concerned.

D. After approval of schedules by the County Representative and commencement of work, Contractor shall keep these work schedules on display in each equipment room and perform regular maintenance service in accordance therewith. Schedules posted shall be of the chart type which shall be initialed by the serviceman when each scheduled inspection is performed. Contractor and Contractor’s employees will, when requested by the County Representative, check-in upon arrival and check-out when leaving the building.

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E. Contractor shall also maintain an accurate and complete on-site log of all work performed in addition to routine inspection at each location. On-site logs will contain the day, date, time, printed name, and wet signature of the service person for all units and all site visits. These logs shall include an emergency call back service describing the nature of all complaints and the corresponding resolution. The logs shall be kept in the equipment rooms at each location.

F. Contractor shall submit with his monthly billing to the County’s representative, as a basis for payment of a claim for services rendered, a monthly worksheet for each installation clearly indicating all work performed, scheduled or unscheduled, and the hours worked.

G. All forms required for the above schedules, monthly worksheets, call-back records, and performance reports must be approved by the County’s authorized representative before work of the contract commences. All completed logs, schedules, and records become the property of the County.

H. Any condition found affecting the immediate safety of the passengers or elevator equipment must be reported immediately. Within 12 hours, a written report clearly listing the defects found and the action recommended must be emailed to the assigned General Services Agency (GSA) – Building Maintenance Department (BMD) Shop Supervisor. Contractor shall notify the County when a recall is imposed on any equipment/component services.

Notifications shall include the reasons for the recall and procedures for replacement and the disposition of the recalled equipment.

I. Contractor shall immediately call the assigned GSA–BMD representative to notify of the status of an elevator after any work required to restore normal operation.

END OF DOCUMENT