IFB_23-189492_Q_and_A_.docx
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- Attached to
- 23-189492. FMD. Elevator Repair & Maintenance
- Solicitation number
- 0000031772
About this file
This document is a Q&A regarding IFB 23-189492 for Elevator Repair and Maintenance services for the Facilities Management Division (FMD) of the California Department of General Services. The IFB covers buildings located in the Sacramento and Bay Area regions, including the Bateson Building, Ronald M. George State Building, and CA State Library. Bidders were allowed to bid on one or both contracts covering the Sacramento and Bay Area locations. The Q&A addresses questions regarding elevator warranties, access to buildings for site inspections, and the inclusion/removal of certain buildings from the IFB. It also clarifies that "Unforeseeable Repairs" such as hoisting cable/belt replacement and hydraulic jack repacking can be billed at the listed rates and markup.
The IFB indicates that FMD intends to award up to two contracts from this solicitation. Pricing will likely include both fixed and variable components, with variable pricing applicable to "Unforeseeable Repairs." The IFB does not mention any set-asides or incumbents, but details the existing warranty status and expiration dates for elevators in the covered buildings. Funding for the contract will come from the State of California, though specific amounts are not provided.
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IFB 23-189492 Elevator Repair and Maintenance– Q & A
Date: 8/21/2024
To: All Bidders for Multi-Award IFB 23-189492 Elevator Repair and Maintenance
| From: | Department of General Services |
| Office of Business and Acquisition Services (OBAS) |
Subject: Multi-Award IFB 23-189492 Elevator Repair and Maintenance – Questions and Answers
As of August 19, 2024, OBAS received on behalf of Facilities Management Division (FMD) the following questions (Q) and is providing the following answers (A):
Q1: DGS staff was not able to provide elevator room access at the four new buildings off Richards Blvd. A second walk-through will be needed for potential bidders to see the equipment when someone is present with access. The site staff mentioned that Otis Elevator (the installing firm) has a 2-year warranty on all these elevators. Please confirm the length and expiration date(s) for the elevators on this new campus.
A1: The May Lee Building (058) and May Lee Building Parking Garage (059) have been removed from this IFB per Addendum 7.
Q2: The Bateson Building is under construction so we were not able to access the site. Please advise when the elevators will be able to be surveyed, and how long any warranty(ies) will be.
A2: A new walk-through for the Bateson Building (011) was scheduled through Addendum 6 to the solicitation with a walk-through date of August 14th at 10:00am so that equipment could be accessed. Elevators in this building are under warranty through December 2025.
Q3: The Jesse Unruh was not listed on the walk-through schedule so we were not able to view the elevators and do not know if construction is complete. Please advise when the elevators will be able to be surveyed, and how long any warranty(ies) will be.
A3: Jesse Unruh State Building (002) has been removed from this IFB per Addendum 7.
Q4: The Library & Courts building in this bid appears to be under a warranty. Please provide the warranty expiration date(s) for these elevators.
A4: Elevators in this building are not under warranty.
Q5: Our firm is under contract with [named construction company]. We have not started our 2-year installation (yet) and the elevators will have a one-year minimum warranty following our completion. None of the elevators at this building will need to be under a separate Service Agreement for roughly 3-4 years.
A5: The Secretary of State Building (036) has been removed from this IFB per Addendum 7.
Q6: Can a bidder bid JUST the Sacramento area properties? Or do they need to bid all the buildings (including the Bay Area) to be able to submit a bid?
A6: Per Section A.5) Purpose and Description of Services, “FMD intends to award up to two contracts from this IFB. The contracts will include the following locations:
· Sacramento Area
· Bay Area
A Bidder can bid on one, or both contracts. A Bidder can be awarded one, or both contracts.”
Q7: I believe one or both of the Bay Area buildings are also under active Elevator Modernization installations and/or warranties. You may want to check this and add any warranty expiration dates to your bid documents.
A7: Elihu Harris Building (602) has been removed from this IFB per Addendum 7.
Ronald M. George State Building (402) elevators 4-16 are not under warranty.
The Historic side elevators 1-3 have warranties that end 8/31/2025.
Q8: Please advise if the following repairs would be considered “Unforeseeable Repairs” and allowed to be billed using the rates + markup listed on associated cost sheet?
1) Removal and replacement of elevator hoisting cables/belts on traction elevators.
2) Removal and replacement of flexible hose and fittings on hydraulic elevators
3) Repacking of hydraulic elevator jacks A8: Yes, the listed services would be considered “Unforeseeable Repairs” as they are not listed under the “Foreseeable Repair Services” table.
Q9: Regarding Page 52, section 7. Special testing subsection d:
The last sentence of this subsection reads, “Any malfunctions shall be corrected at no additional cost to the state”. Does this include required repairs resulting from properly stress testing the elevator systems (as required by the preceding subsection c.) One purpose of the tests required in subsection c. is to stress the system in a controlled environment & identify potential failure points. When done thoroughly/properly, elevator components can become damaged through no fault of the contractor. We would like to respectfully offer the following alternative language for your review/consideration in an effort to collaboratively establish a more equitable agreement:
“Any malfunctions resulting directly from any type of “stress testing” shall be corrected as an Unforeseeable Repair.”
A9: Language has been modified in Work Details – Administration Section 8.F.7.d. per Addendum 9.
Q10: Please provide a warranty expiration date for each of the elevators that will be under warranty coverage during the term of the agreement. If the exact warranty expiration date is not yet defined, please provide an approximate anticipated warranty expiration date.
A10:
Ronald M. George Building (402) elevators 1-3 under warranty through 8/31/2025.
Ronald M. George Building (402) elevators 4-16 are not under warranty.
Bateson Building (011) elevators under warranty through December 2025.
CA Sate Library (038) elevators are not under warranty.
Administration Division, Office of Business and Acquisition Services | State of California | Government Operations Agency Contracts Services Section | 707 Third Street, MS 508 |West Sacramento, CA 95605 | t 916-376-1768
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