Maintenance___Repair_of_Vertical_Conveyance_Systems (1).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260200

MAINTENANCE & REPAIR OF VERTICAL CONVEYANCE SYSTEMS

Due Date: Tuesday, July 7, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/250181

PUBLISH DATE: June 12, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260200

BUSINESS SERVICES DEPARTMENT Page 2 of 69 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Joseph Palacino

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4126

Attachments:

A - Offer and Acceptance C - 260200 Price Page

E - HUD-5369-B

F - HUD-5370-C1 (MWRD > $250,000)

G - HUD-5370-C2 (MWRD > $2,000)

H - HUD-MWRD (FY25-26)

I - HUD-SECTION 3 (FY26)

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260200

TITLE: Maintenance & Repair of Vertical Conveyance Systems

SUBMITTAL DUE DATE: Tuesday, July 7, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Thursday, June 25, 2026

TIME: 9:30 am LOCAL AZ TIME

LOCATION: MICROSOFT TEAMS VIRUTAL MEETING

Meeting ID: 292 674 936 398 580

Passcode: pB3GA9v9

Dial in by phone +1 213-293-2303,,868322055# United States, Los Angeles Find a local number Phone conference ID: 868 322 055#

QUESTIONS SHALL BE DIRECTED TO: Joseph Palacino

(520) 837-4126 joseph.palacino@tucsonaz.gov

Posted Date: Friday, June 12, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/meet/292674936398580?p=H4qqr4l8DUxHtuYYHC tel:+12132932303,,868322055 https://dialin.teams.cloud.microsoft/2c60b41f-ade1-4bcb-8fa6-36d6e327015e?id=868322055

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B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals to establish an annual requirements contract for a comprehensive preventive maintenance and repair program for Vertical Conveyance Systems (VCS), elevators, material handling units, and chair lifts, to include routine preventive maintenance of all equipment, annual and five-year testing of elevators and for the full-time monitoring of elevator emergency communication.

The purpose of the resulting contract is to ensure that all equipment operates in a continual and optimal manner, down-time due to mechanical failure is minimized, and that maintenance-related deficiencies are avoided, that passenger safety is assured, that emergencies are responded to and resolved promptly, that all units function at all times in full and unconditional compliance with all applicable regulatory requirements, and that emergency communication from elevators received prompt and effective response.

B.2. Background

The City’s Facilities and Communication Maintenance Division (FCM) is responsible for providing building maintenance services at many (but not all) City-owned buildings and facilities through a combination of in-house staff and contract services. At this time, the units covered by this contract will include units that are operated by various City departments. However, the City reserves the right to add or delete equipment that are operated by FCM or other City Department, at the City' sole discretion.

Various FCM staff will interact with the Contractor to ensure optimal contract performance. Locations specific to FCM control are listed in Section F.5. Vertical Conveyance Systems Inventory Preventive Maintenance (PM) Price Page, of this solicitation.

The City’s Housing and Community Development Department (HCD) is responsible for providing VCS services at Craycroft Towers, Tucson House and Commerce Park Loop. Locations specific to HCD control are also to be listed in Section F.5. Vertical Conveyance Systems Inventory Preventive Maintenance (PM) Price Page of this solicitation. Various Housing Management staff will interact with the Contractor to ensure optimal contract performance at those locations. For these locations references to FCM staff in the scope of work would be changed to HCD staff. Federal Housing and Urban Development (HUD) guidelines are applicable to equipment locations at the Tucson House and Craycroft Towers.

Services provided by the Contractor(s) funded with Housing and Urban Development (HUD) federal grants monies and are subject to the terms and conditions included in HUD Documentation, Certificate of Living Wage Requirements, HUD 5369-B, HUD 5369-C, HUD 5370-C, and the Section 3 Contract Clause, hyperlinked and found at the end of this solicitation. These terms and conditions cannot be modified or negotiated. By submitting a proposal, Offeror must agree to abide by the applicable federal terms and conditions included.

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B.3. Contact Information

Joseph Palacino Senior Contract Officer, CPPB Email: joseph.palacino@tucsonaz.gov Phone: (520) 837-4126 Department:

General Services mailto:joseph.palacino@tucsonaz.gov tel:(520)837-4126

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C. SCOPE OF WORK

C.1. PREVENTIVE MAINTENANCE and REPAIR PROGRAM

A. The Contractor shall propose and implement upon acceptance by the City, a comprehensive Preventive Maintenance Program with monthly inspections of elevators, material handling units, chairs lifts, and associated equipment, including the repair of equipment and components as may be required. The intent of the Preventive Maintenance (PM) Program is that each conveyance shall remain fully functional for normal operation between each service inspection and that maintenance related failure is minimized or avoided entirely.

B. The PM Program proposed by the Contractor shall be specific to each unit, based on its age, manufacturer and condition, and shall identify the equipment and components to be included or excluded by the program. The program proposed shall contain sufficient detail to clearly explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure the equipment operates in all respects completely as intended, in compliance with industry standards and manufacturer recommended or required maintenance procedures, is safe for passengers at all times, is in full compliance with all applicable code and regulatory requirements, and is maintained to operate free from avoidable failures.

C. The contractor shall clearly identify any services (other than those identified separately below) that are not included in the proposed PM Program, and which would be charged to the City separately from the PM Program.

D. The PM program shall, at a minimum, include:

1. Monthly site visits to each unit and mechanical room by a fully trained and qualified Contractor Technician.

2. Visual inspection of units, equipment, and components.

3. Testing of units, equipment, and components as appropriate for a comprehensive preventive maintenance service.

4. Performance of maintenance procedures and techniques, such as calibration, adjustments, lubrication, or repair and replacement of equipment and components appropriate for preventive maintenance service.

5. Documenting procedures performed via an on-site maintenance log book at each site, and if available, via an on-line maintenance database accessible to the City.

6. Verbal and written consultation, briefing, advise, and/or recommendations by the Contractor to the City as appropriate and necessary to inform the City of the condition, maintenance, and recommended course of action to ensure the optimal operation of the units.

7. Other procedures or steps the Contractor may propose in addition to or as an alternative to the above.

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E. The Contractor may, in addition to the above PM Program, propose to the City alternative

PM frequencies that the Contractor believes would satisfy the interests of the City and that would ensure the proper maintenance and operation of all equipment. However, such a proposal must be shown separately and in addition to the above monthly program.

F. Pricing for the PM Program shall be based on a single, fixed price per unit per month, to cover all contractor expenses for conducting all Preventative Maintenance procedures and for conducting any subsequent repairs required between PM visits that are due to normal service, and any maintenance- related failures should they occur. The fixed monthly price will include after-hours maintenance related repairs.

G. Machine Room Environmental Conditions

1. The Contractor shall visually inspect elevator machinery rooms during each preventive maintenance visit and shall notify the City designated Contract Representative of any observed environmental conditions that may adversely affect elevator equipment operation, including nut not limited to excessive temperature, humidity, water intrusion, ventilation deficiencies, or cooling system failures.

2. Maintenance, repair, replacement, and operation of building HVAC systems, cooling equipment, ventilation systems, and associated controls serving elevator machinery rooms are not included under this contract and shall remain the responsibility of the City unless specifically identified elsewhere in the contract.

H. Machines Room Environmental Monitoring

1. The Contractor shall evaluate and provide recommendations regarding machine room environmental monitoring systems capable of detecting elevated temperatures and cooling system failures.

2. The Contractor shall identify any elevator equipment manufacturer temperature requirements and recommend alarm thresholds.

3. The City reserves the right to install temperature monitoring devices and connect such devices to existing City building monitoring systems.

I. During each preventive maintenance visit, the Contractor shall inspect machine room environmental conditions including operation of cooling and ventilation equipment serving the machinery room, verify that ambient conditions appear suitable for elevator operation, and document any deficiencies in the maintenance log.

C.2. ON-CALL ENTRAPMENT RELEASE AND REPAIR SERVICE

A. The Contractor shall provide emergency entrapment release and repair service for all units, equipment, and components when requested by the City through an FCM/HCD Representative. Emergency entrapment release and repair services shall include inspection, testing, problem identification, and repair or component replacement as necessary to ensure the equipment’s full and reliable operation.

B. The Contractor shall accept service requests twenty-four (24) hours per day through multiple communication methods.

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1. These methods are to include, but shall not be limited to:

a. Telephone

b. Email

c. Web-based service portal (if available)

d. Mobile application (if available)

2. Telephone notification shall remain the required method for emergency entrapment situations unless otherwise approved by the City.

C. Calls shall be made by an FCM/HCD Representative to the Contractor’s designated telephone number(s) that shall be available and answered by a person at all times.

D. The Contractor shall arrive on site to the location of an emergency entrapment release and repair request involving entrapped passengers within 30 minutes, fully prepared to assess the problems and commence repairs.

E. The time of the notification shall be documented by the FCM/HCD Representative. The Contractor shall immediately notify the appropriate City Representative by telephone call if the Contractor is unable to arrive on-site to the entrapment release and repair service call within the required response times, and provide a reason for being unable to do so.

F. In responding to emergency entrapped passenger call, the Contractor shall be responsible for freeing passengers through the normal execution of the Contractor’s expertise, skill, and use of appropriate equipment and tools. However, the Contractor shall yield to emergency responders when the situation is deemed by them to constitute a true emergency requiring an emergency extraction of the passengers by the emergency responders. The Contractor shall provide advice and assistance to emergency response personnel (such as the Fire Department) as appropriate to effect the safe extraction of passengers.

G. After releasing the entrapped passenger(s) and identifying the cause of the equipment or component malfunction, the Contractor shall proceed as follows in relation to the root cause of the failure:

1. Failures or service disruptions which are independent of PM program and inspection activities, (examples include age and service related failure, acts of nature, wear-out failure, and electrical anomalies,) will be considered as operating costs to be funded by the City.

2. PM dependent failures or service disruptions (those which are influenced by conduct or frequency of PM) will be considered a contractor responsibility. For any such situation the contractor shall inform the FCM/HCD Representative of the nature of the failure and estimated time to restore service. Upon approval by the FCM/HCD representative, the contractor shall promptly schedule and complete the repair at no additional cost to the City.

H. Pricing for Non-Maintenance Repairs (i.e., Vandalism, Misuse, Acts of God, etc.) not covered by preventive maintenance (PM) under this contract, shall be based on an hourly labor rate.

This rate shall cover all Contractor expenses for providing On-Call Repair Services and will include labor, materials, equipment, travel time, and anything else necessary to provide On- Call Repair Services. There shall be two separate hourly rates for On Call Service:

1. Business Hour Rate: Monday through Friday, 7:00 am to 5:00 pm, excluding holidays.

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2. After Hours/Holiday Hours Rate: Monday through Friday, 5:01 pm to 6:59 am, weekends and City holidays.

I. For non-maintenance related On-Call repair work conducted during a single day but conducted over the course of both Business Hours and After Hours/Holiday Hours, the applicable rate shall be paid for time worked during each time frame (business hours rate paid for work conducted during those hours, after hours/holiday hours rate paid for work conducted during those hours).

J. Parts required for any non-maintenance related repair job shall be paid based on Contractor’s invoice cost only, no markup or margin. Proof of parts cost shall be submitted with the invoice.

C.3. ON-CALL REPAIR SERVICE

A. The Contractor shall provide On-Call Repair Service for all units, equipment, and components when requested by the City through an FCM/HCD Representative. On-Call Repair Services shall include inspection, testing, problem identification, and repair or component replacement as necessary to ensure the equipment’s full and reliable operation.

B. The Contractor shall be notified by telephone call of all requests for On-Call Repair Services. Telephone calls shall be made by an FCM/HCD Representative to the Contractor’s designated telephone number(s) that shall be available and answered by a person at all times.

C. The Contractor shall arrive on site to the location of an On-Call Repair Service request within two (2) hours, fully prepared to assess the problems and commence repairs.

D. The time of the notification shall be documented by the FCM/HCD or designated City Representative. The Contractor shall immediately notify the appropriate City Representative by telephone call if the Contractor is unable to arrive on-site to the repair service call within the required response times, and provide a reason for being unable to do so.

E. After completing an assessment of the cause of the equipment or component malfunction, the Contractor shall proceed as follows for the following conditions:

1. Failures or service disruptions which are independent of PM program and inspection activities, (examples include age and service related failure, acts of nature, wear-out failure, and electrical anomalies,) will be considered as operating costs to be funded by the City.

2. PM dependent failures or service disruptions (those which are influenced by conduct or frequency of PM) will be considered a contractor responsibility. For any such situation the contractor shall inform the FCM/HCD Representative of the nature of the failure and estimated time to restore service. Upon approval by the FCM/HCD representative, the contractor shall promptly schedule and complete the repair at no additional cost to the City.

3. Equipment failures, damage, or service interruptions resulting from loss of machine room cooling, HVAC system failures, inadequate ventilation, excessive ambient temperature, building utility failures, or other building systems not maintained by the Contractor shall be considered non-maintenance related failures and shall be the responsibility of the City.

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a. However, if the Contractor becomes aware of such conditions during a service visit and fails to notify the FCM/HCD Representative, any resulting damage attributable to that failure to notify may be considered a Contractor responsibility.

F. Pricing for non-maintenance related failure on-call repair Services not covered under this contract, shall be based on an hourly labor rate. The On-Call Hourly Service Price shall cover all Contractor expenses for providing on-call repair services, including labor, materials, equipment, travel time, and anything else necessary to provide on-call repair services. There shall be two separate hourly rates for On-Call Service:

1. Business Hour Rate: Monday through Friday, 7:00 am to 5:00 pm, excluding holidays.

2. After Hours/Holiday Hours Rate: Monday through Friday, 5:01 pm to 6:59 am, weekends and City holidays.

G.

H. For non-maintenance related On-Call Repair work conducted during a single day but conducted over the course of both Business Hours and After Hours/Holiday Hours, the applicable rate shall be paid for time worked during each time frame (business hours rate paid for work conducted during those hours, after hours/holiday hours rate paid for work conducted during those hours).

I. Parts required for any non-maintenance related repair job shall be paid based on Contractor’s invoice cost only, no markup or margin. Proof of parts cost shall be submitted with the invoice.

C.4. ELEVATOR TESTING PROGRAM

A. Annual Hydraulic Elevator No-Load Test

1. Contractor shall propose and implement an annual Elevator No-Load Test for hydraulic elevators as indicated in Section F.5. Vertical Conveyance Systems Inventory PM Price Page of this solicitation. The proposed Annual Hydraulic Elevator No-Load Test program shall contain sufficient detail to clearly display and explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure that the equipment is safe, is in full compliance with all applicable code and regulatory requirements, and how the Contractor shall respond to a failed test.

2. Pricing for this service shall be based on a separate single price per unit, to include all contractor expenses related to performing the test.

B. Five-Year Traction Elevator Load Test

1. The Contractor shall propose and implement a Five-Year Traction Elevator Load Test for the traction elevator units (see Section F.5. Vertical Conveyance Systems Inventory PM Price Page of this solicitation, Inventory). The proposed Annual Five-Year Elevator No- Load Test program shall contain sufficient detail to clearly display and explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure that the equipment is safe, is in full compliance with all applicable code and regulatory requirements, and how the Contractor shall respond to a failed test.

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2. Pricing for this service shall be based on a separate single price per unit, to include all contractor expenses related to performing the test.

C. Other Testing

1. The City will rely on the Contractor’s expertise to inform and propose to the City any other testing or evaluative techniques that may be required or beneficial to the operation of the equipment. Proposals for such additional testing shall contain sufficient detail to clearly display and explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure that the equipment is safe, is in full compliance with all applicable code and regulatory requirements, and how the Contractor shall respond to a failed test. There shall be a separate price per unit for such proposed additional testing.

C.5. SCHEDULING REQUIREMENTS AND EQUIPMENT SHUT-DOWN

PROCEDURES

A. The Contractor shall cooperate with the scheduling requirements as discussed below.

The intent of the scheduling requirements is to ensure services are performed predictably and reliably, occur at the convenience of the City and building occupants, and that FCM/HCD Representatives or third-party experts are provided the opportunity to observe and inspect the Contractor performed work at the City’s discretion.

B. The Contractor shall also provide to the FCM/HCD Representative advance or immediate notice of planned or un-planned equipment shut down. FCM/HCD has in place procedures for the notification of building occupants. The Contractor, through the FCM/HCD Representative, shall provide sufficient notice so that the FCM/HCD Representative can implement the procedures. At no time shall the Contractor shut down a unit without providing this advance notice, except when in the Contractor’s expert judgment, shutting down equipment is necessary without advance notice due to an emergency or to protect equipment from further damage, or to protect persons from injury.

C. Scheduling Maintenance Services

1. The Contractor shall create for FCM/HCD review and approval a schedule for conducting the routine preventive maintenance based on the following scheduling parameters:

a. Monthly PM Services shall be performed on each unit 12 times per year, once during each calendar month.

b. All units shall receive a monthly PM Service no later than 30 calendar days after commencement of the contract.

c. PM Service on any given unit shall be conducted no less than 20 calendar days and no more than 30 calendar days from the previous PM Service. This shall provide in most instances a 4 to 5 day scheduling window for the Contractor to complete a routine PM Service. The Contractor shall otherwise be free to perform and complete PM Services at any time during normal working hours (7:00 am to 4:00 pm, Monday through Friday, excluding holidays) during this scheduling window.

d. The Contractor shall cooperate with the FCM/HCD Representative’s verbal request made to the Contractor before a Preventive Maintenance Service is to be provided, by

BUSINESS SERVICES DEPARTMENT Page 12 of 69 providing the date and time of a PM Service call so that the FCM/HCD Representative may observe the Contractor’s performance of the PM Service.

e. The Contractor shall notify the FCM/HCD Representative at least 24 hours in advance by telephone call if the Contractor will be unable to adhere to the schedule by conducting a scheduled maintenance service during the 4 to 5 day scheduling window.

The Contractor shall provide to the FCM/HCD Representative a written explanation of the reason for being unable to adhere to the schedule. In such instances, the FCM/HCD Representative shall schedule a specific date and time for the Contractor to perform the late PM Service. The Contractor shall adhere to that schedule.

D. Scheduling Annual Hydraulic Elevator No-Load Tests and Five Year Traction Load Tests

1. The Contractor shall adhere to schedules set by the FCM/HCD Representative, developed in collaboration with designated building contact persons and with the Contractor, for conducting Annual Hydraulic Elevator No-Load Tests and Five-Year Traction Load Tests.

Tests will be scheduled to minimize disruption to the building and will be set at the convenience of the City.

2. The attached inventory (Section F.5. Vertical Conveyance Systems Inventory PM Price Page of this solicitation) identifies the date of the last no-load test for each unit. Future tests shall occur no earlier or later then 14 calendar days from this date.

3. Once scheduled, annual and five year tests shall occur as scheduled and be completed no later than due date, unless otherwise rescheduled by the City. The Contractor may not reschedule clean downs.

4. On the date and time scheduled for a clean down service to commence, the Contractor shall arrive on site ready to perform and complete the clean down service within the schedule as established.

C.6. DOCUMENTATION OF WORK PERFORMED

A. Contractor shall propose and implement a Maintenance Log Book for the purpose of providing on-site documentation of Contractor inspection, maintenance, and repair services.

1. The Log Book shall provide sufficient detail and documentation to provide the City inspectors evidence of Contractor performance of all required procedures.

2. The log book shall comply fully with any state or code requirements.

3. The on-site log shall include the following:

a. Checklist Summary of procedures performed.

b. Notations of other procedures, repairs, etc. performed in addition to standard PM procedures.

c. Space for the Contractor Technician to provide the date that PM Service was performed, and the time PM Service was begun and completed.

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d. Standard language stating that the Contractor Technician, by dating and signing the log book, has performed all procedures required by the contract and all applicable regulations.

e. Space for the Contractor Technician to sign with full name the log book after each PM Service Call.

f. The maintenance log shall include a section documenting the following, though not limited to:

i. Machine room temperature (if available),

ii. Observed Operation of cooling/ventilation equipment,

iii. Environmental concerns requiring City attention,

iv. Notification date provided to the FCM/HCD/City designated contract representative.

B. The Contractor Technician shall, at the conclusion of performing monthly PM procedures, fully complete the on-site maintenance log book, with all the required elements.

C. The On-Site Maintenance Log Books shall be evidence of Contractor performance of required procedures. However, signing of the log book does not absolve the Contractor from responsibility should it subsequently be discovered that not all procedures were performed or that procedures were not performed properly.

D. The Log Book shall be visually inspected by the FCM/HCD Representative on a monthly (or other established frequency) basis, promptly after the conclusion of the scheduling window for each unit. Completion of the log book is required for invoicing.

E. Log books shall be considered incomplete when no date and signature are noted.

Incomplete log books shall be considered as “No Service Provided.” In such instances, the log book shall be evidence of a missed service and the Contractor will not be compensated for service at that location during that billing cycle.

F. Standard or Ad-Hoc Reporting

1. The Contractor shall propose standard and ad-hoc maintenance reporting, in a format useful to the City, that shall display in summary or detailed fashion, the maintenance and repair activities of the Contractor on each unit.

2. Maintenance reporting shall be provided at no additional cost to the City.

G. Online Access to Maintenance Database

1. The Contractor may propose providing to the City on-line computer access to the Contactor’s maintenance data base, if the Contractor maintains such a database. Should such service be proposed, the Contractor shall provide sufficient technical information and detail for the City to access and use the service.

2. The service shall be provided at no additional cost to the City.

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C.7. CORRECTION ORDERS ISSUED BY THE ARIZONA INDUSTRIAL

COMMISSION, ELEVATOR SECTION

A. The Arizona Industrial Commission, Elevator Section, is responsible for monitoring regulatory compliance of elevator owner/operators within the state. The City of Tucson, as an owner/operator, has a strong and compelling interest in maintaining, through the services provided by the Contractor, all equipment in full compliance with regulatory requirements, thereby avoiding state-issued Correction Orders identifying violations of standards or regulations.

B. The Contractor shall conduct its Preventive Maintenance, repair, and all other work in full compliance with all applicable regulatory requirements so as to preclude the City from receiving a Correction Order at any time. All units, equipment, components, etc., covered by this contract shall be maintained by the Contractor in such condition as to be fully compliant with any and all regulatory requirements at all times, except unavoidable normal wear and tear occurring between scheduled monthly maintenance service.

C. The Contractor shall maintain all systems and equipment in a perpetual state of readiness for state inspection, regardless of when the state’s annual inspection shall occur. The Contractor shall not defer any maintenance until just before annual state inspections are to occur.

D. The issuance of Correction Orders to the City will be used by the City to evaluate the services performed by the Contractor.

E. The Contractor shall respond to any Correction Order (CO) issued to the City of Tucson by the Industry Commission of Arizona, Elevator Section as follows:

1. A designated FCM/HCD Representative shall upon receipt of a Correction Order from the state immediately transmit a copy of the Correction Order via email to the Contractor.

The email transmission shall include the PDF attachment of the CO, and information about the date it was received by FCM/HCD, the date by which the Contractor must have completed all corrections required by the CO, and the process by which the Contractor may request a time extension. The date of completion by the Contractor shall be five working days before the abatement date established set by the state.

2. Upon completion of any required corrective work, the Contractor shall notify the FCM/HCD Representative by letter (email version acceptable), certifying that the corrective work has been completed and that the equipment is in full compliance with regulatory requirements. The letter shall be signed by the Contractor’s designated management representative.

3. The FCM/HCD Contract Superintendent, upon receipt of the letter, shall return the CO to the state.

4. Within five (5) business days after notifying the FCM/HCD Representative of the resolution of a Correction Order, the Contractor shall also provide to the FCM/HCD Representative a letter explaining the Contractor’s failure to maintain the equipment in regulatory compliance.

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C.8. CONTRACTOR PROVIDED ORIENTATION FOR FCM/HCD

REPRESENTATIVES

A. The Contractor shall provide to the designated FCM/HCD Representative an orientation session on each type of equipment (elevator and chair lift) and contract service components (PM service, and elevator testing). The purpose of the orientation session shall be for the Contractor to assist the FCMHCD Representatives to obtain a general layperson’s understanding of the equipment and of the Contractor’s maintenance activities, process, and procedures, thereby cooperatively facilitating their understanding of the Contractor’s work and performance.

B. The orientation sessions may occur during normal service provision, but no later than 90 calendar days after the start of the contract for equipment and PM Service, and no later then the next scheduled date for any other services. The FCM/HCD Representative shall coordinate with the Contractor to set schedules for orientation.

C. There shall be no additional cost for this service.

C.9. ELEVATOR EMERGENCY COMMUNICATION MONITORING SERVICE

A. The Contractor shall provide Elevator Emergency Communication Monitoring Service.

In response to all calls from elevators, including non-verbal responses, the Contractor’s Communications Division shall contact an FCM/HCD Representative, dispatch the elevator maintenance contractor, and the Tucson Fire Department if necessary.

B. The proposed telephone monitoring service shall include all of the following features:

1. Monitoring of all elevator emergency telephone line by a person at all times.

2. Immediate response by a person to any and all calls initiated from an elevator emergency phone.

3. Gathering and evaluating information from the caller regarding the reason for the call and the nature of the problem.

4. Responding to any ‘non-response’ or silent response, wherein there is no verbal response by elevator occupants.

5. Immediate notification of emergency responders and the elevator maintenance firm in the event of a breakdown, entrapment, injury, heath related emergency, crime, or other matter.

6. On-going monitoring, verification of emergency response, verification of maintenance response, and close-out of the call.

7. Immediate and assured backup capabilities necessary for any reason, including by not limited to natural disaster, staffing issues, equipment failure, power failure, etc.

8. Other features or service components that may be beneficial to the City as recommended by the Contractor.

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C. The proposed communication program shall contain sufficient detail to clearly display and explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure that the service is provided in a reliable and optimal manner and is in full compliance with all applicable code and regulatory requirements.

D. Pricing for this service shall be included in the pricing for monthly PM Service.

E. The Contractor shall identify available communication technologies capable of supporting elevator emergency communications.

1. These are to include, but not be limited to:

a. Traditional analog telephone service

b. VoIP-based service

c. Cellular-based emergency communication systems

d. Dual-path or redundant communication systems

2. The Contractor shall provide recommendations regarding migration strategies from legacy analog telephone services and identify any equipment upgrades required to maintain code-compliant emergency communications.

F. The Contractor shall be capable of furnishing, installing, monitoring, and supporting cellular-based elevator emergency communication systems compliant with applicable elevator code requirements.

C.10. INDEPENDENT EVALUATION OF CONTRACTOR PERFORMANCE

A. The City may at any time obtain the services of a third party expert consultant or state elevator inspector for the purpose of conducting a maintenance audit, any other inspection, or evaluating the work performed by the Contractor, to include methods, materials, means, condition, operating function, regulatory compliance, safety, industry maintenance and repair standards, or any other relevant matter. The results of any such inspection shall be shared with the Contractor and the Contractor shall be afforded an opportunity to respond to such an evaluation. The results of any such an evaluation or inspection may be used by the City to evaluate the performance of the Contractor at any time.

B. The services of a third party consultant may also be used to independently evaluate any proposal made by the Contractor for any service, repair, replacement, or other work that may be made by the Contractor after this contract is established, or by potential contractors as a result of their submitting a bid that includes cost requirements outside of those requested by the City that they may identify as a result of their pre-proposal inspection.

C.11. INVOICING

A. Invoices for Preventive Maintenance Services

1. The Contractor shall submit a separate invoice for each On-Call Repair Service that was not considered a maintenance-related failure already covered by the PM Service and

BUSINESS SERVICES DEPARTMENT Page 17 of 69 price. Invoices for On-Call Repair Services shall be separate from invoices for Preventive Maintenance Services.

2. Invoices for On-Call Preventive Maintenance services shall include:

a. The unit’s State Serial Number that was repaired.

b. The Work Order number provided by the FCM/HCD Representative.

c. Information about the cause of the failure and the nature of the repair.

d. The total charge/price for the repair or service that includes the Hourly Service rate, the number of hours or partial hours (calculated to the quarter hour) for performing the repair or service, a list of parts used for the repair and the Contractor's invoice cost for parts. Or, by using firm written estimate agreed to prior to initiating repair.

B. Invoices for All Other Services

1. The Contractor shall submit a separate invoice each for annual no-load testing and five-year load testing. Such invoices shall include the unit’s identifier date of service, and shall include the price per unit consistent with this contracts pricing.

C. Invoice Submissions:

1. Original invoice shall be submitted by the 10th day of each month following the month the services were performed by the contractor to:

City of Tucson Finance Accounts Payables PO Box 27450 Tucson, AZ 85726-7450

D. Send an electronic copy of the invoice and supporting documentation to GSDPayables@tucsonaz.gov for those services rendered at the request of a GSD/FCM Representative to the General Services Department (FCM Division). Email address for HCD invoices shall be given upon contract award.

C.12. GENERAL REQUIREMENTS

A. In performing services under this contract, the Contractor and its technicians, workers, employees, and sub- contractors shall Contractor Expertise, Knowledge, and Training.

1. Maintain complete and up-to-date expertise, knowledge, and training (including all appropriate professional and technical certifications) for the professional performance of any and all required work.

2. Acquire and utilize appropriate engineering expertise, either through in-house or subcontracted resources, for the proper sizing and specification of replacement of equipment, and to verify all sizing calculations for the replacement of existing systems.

3. Consult with the FCM/HCD Representatives as necessary or upon request to clarify the scope of existing specifications, to discuss changes to specifications or procedures, and to otherwise inform, advise, and consult.

mailto:GSDPayables@tucsonaz.gov

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4. Utilize manufacturer’s recommended or required specifications and procedures in place when this contract commences and those changes to manufacturer’s recommended or required maintenance or repair procedures that may occur during the term of this contract.

5. Provide written notification to the FCM/HCD Representative within 30 business days of any changes to manufacturer's required or recommended maintenance or repair procedures. Such changes shall automatically and instantly become part of this contract, shall not result in increased cost to the City or decreased cost to the Contractor, and shall not result in additional cost to the City at the time of their implementation but may be considered as part of annual contract renewal.

B. Contractor Preparation and Mandatory Contract Review Meeting

1. Be fully knowledgeable of and understand all contract requirements and specifications before commencing any work and at all times thereafter.

2. Participate in a mandatory Contract Review Meeting with FCM/HCD Representatives, to be scheduled by the FCM/HCD Contract Superintendent. This mandatory meeting shall be held after the contract award but before the Contractor begins providing services. The purpose of the Contract Review Meeting is to ensure that all parties fully understand and agree to all contract requirements before services commence and to obtain clarifications and preclude future misunderstandings. The Contractor and Contractor representatives shall use this meeting to verify scheduling and receive clarification regarding any contract requirements. Any requirements that are not discussed in this meeting shall not relieve the Contractor of any responsibility under this contract.

3. Have with them at all times a copy of the contract specifications and requirements.

C. Employees

1. Assign work to Contractor employees who are fully trained and qualified to perform work, and provide evidence of their qualifications and training upon request.

2. Utilize only individuals to work on this contract who have successfully completed a background investigation conducted by the Tucson Police Department. The Contractor shall submit the names of individuals the Contractor intends to perform work to the FCM/HCD Contract Representative. Individuals shall not perform work until the FCM/HCD Contract Representative notifies the Contractor of successful completion of the background investigation. The FCM/HCD Contract Representative will notify the Contractor of the results of the background investigation as either ‘Pass’ or ‘Fail.’ No other information will be provided. The Contractor shall not assign work to individuals who have failed the criminal background investigation. Personnel may begin work only after the background investigation is complete and the FCM/HCD Contract Representative has notified the Contractor. Criminal background investigations are conducted at no cost to the Contractor.

3. Designate at least one individual to act in a management capacity. The individual(s) shall be responsible for, and have authority to act in overseeing and supervising Contractor employees and workers, be available at the request of the City to inspect and discuss work, to resolve performance issues, and to provide technical advice, consultation, or input as requested by the City. The Company Representative shall be available at all times via

BUSINESS SERVICES DEPARTMENT Page 19 of 69 telephone and shall be able to respond within 24 hours to requests for meetings or consultations, and within two (2) hours to emergencies as determined by the FCM/HCD Contract Representative.

4. Ensure that all employees and personnel wear photo identification badges that clearly show the Contractor's company name and the first and last name of the employee.

5. Ensure that all Contractor employees and personnel conduct themselves in a professional manner, and maintain positive, open, respectful, and constructive communication with the FCM/HCD Representatives, other City staff, and the public.

6. Ensure that all Contractor employees and personnel, while working at City buildings and sites, or otherwise engaged in performing work for the City, are not under the influence of alcohol, drugs or other intoxicants, do not engage in any illegal activities, and are not in possession of weapons.

7. Remove immediately and permanently from assignment to this contract any Contractor employee who is determined by the FCM/HCD Representative to be incompetent, abusive, disorderly, disruptive, uncooperative, ineffective, intoxicated, in possession of or under the influence of any illegal substance, in possession of weapons, firearms, explosives, or dangerous substances, or is otherwise determined to be generally ineffective. The FCM/HCD Contract Representative will rely on his or her own observations of the employee’s work performance, work products, or resulting system performance, and the input of other City employees or citizens in making a determination. The City reserves the right to have Contractor employees removed with the assistance of contract security or the Tucson Police Department and therefore the individual may be subject to arrest and criminal prosecution. The City reserves the right to have a contractor employee removed at the City’s sole discretion.

D. Legal and Regulatory Requirements

1. Be fully knowledgeable of, and fully comply with, all laws, regulations, building and construction codes, manufacturer specifications and instructions, accepted and recognized industry work practices and standards, safety practices and procedures, and any other relevant requirement, guideline, standard, or instruction.

2. Be knowledgeable of, obtain, and maintain during the term of this contract any and all licenses, permits, certifications or other relevant documents and authorizations required to perform any work under this contract, and provide evidence of such to the FCM/HCD Representative upon request.

3. Pay all taxes, charges, and fees that may be necessary or required.

4. Conduct all work in strict and absolute adherence to all applicable professional and legal safety standards and requirements, particularly Occupational Safety and Health Administration (OSHA) requirements.

E. Materials and Logistics

1. Maintain a permanent, local Tucson metropolitan area business presence and physical business address, and employee locally residing technicians fully capable of performing all services.

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2. Be on-call and available to receive service calls at all times.

3. Provide all necessary labor, materials, equipment, supplies, tools, vehicles, chemicals, necessary to complete all work. All supplies, labor, vehicles and equipment shall be compliant with the specifications, terms and provisions set forth herein and shall be subject to random, unannounced inspection by the FCM/HCD Representative.

4. Provide materials and workmanship that is of the highest industry standards.

Materials purchased by the City through this contract shall be new and subject to inspection and approval by the City Representative prior to delivery or installation.

5. Use new materials and parts that are of the standard grade for the intended purpose. In the event that new material or parts are not immediately available, the Contractor shall obtain approval from the FCM/HCD Representative for the temporary use of rebuilt or reconditioned materials or parts while new materials and parts are obtained.

6. Provide storage and office space for all supplies, vehicles, materials, and equipment at the Contractor's own facilities, and not use City facilities for office space or storage, unless specifically specified elsewhere in this contract.

7. Normally stock routine repair items or be able to obtain parts from the factory, factory distributor, or other source within 24 hours, 7 days per week.

8. Clean-up and dispose of off-site all work-related refuse, materials, chemicals, or other items at no additional cost to the City, in full compliance with all legal and regulatory requirements.

9. Avoid incidental structural damages and repair at no cost to the City any damage caused by the Contractor or its employees within 24 hours, or earlier if the damage is determined by City representatives to be of an emergency nature. Repairs shall be completed to the full satisfaction and acceptance of the appropriate City representative.

10. Adhere to the Facility and Communication Maintenance Division Equipment Shut Down Procedures when work causes equipment to be shut-down.

11. Provide in advance of their use Safety Data Sheets (SDS) for all products used under this Contract.

12. Receive and be responsible for City issued keys and badges that may be assigned by the FCM/HCD. Contractor employees shall be required to sign for each key and badge issued to them by the City. The Contractor shall be required to pay $100 for each key lost by the Contractor’s personnel. If a breach in security results from the loss of keys requiring that locks be changed or re-keyed, the Contractor will be responsible for the associated actual costs.

F. Guarantees and Warranties

1. In performing services under this contract, the Contractor and its technicians, workers, employees, and sub- contractors shall:

a. Fully and unconditionally guarantee all workmanship, parts, materials, supplies, equipment performance, included accepted trade standards of workmanship, quality, BUSINESS SERVICES DEPARTMENT Page 21 of 69 and fitness for the intended use, for two (2) years or in the case of parts and materials, for the length of the manufacturers’ standard warranty, whichever is longer. No other express or implied warranty shall eliminate the bidder’s liability. The two year warranty period shall commence at the date the FCM/HCD Representative accepts the work as complete and satisfactory.

b. Accept and respond to all requests for warranty-related inspection, assessment, and work within 24 hours after notice by the City Representative and at no additional cost to the City.

C.13. FCM/HCD REPRESENTATIVE RESPONSIBILITIES

A. The City will designate one or more FCM/HCD Representatives to assist with and oversee Contractor work. The FCM/HCD Representative shall:

1. Coordinate and schedule work with the Contractor and met the Contractor at work sites and buildings as necessary to facilitate and monitor the Contractor’s work.

2. Monitor Contractor performance, consult with and be advised by manufacturer representatives, review, accept, or decline to accept the work performed by the Contractor, and to ensure overall contract compliance.

3. Provide or coordinate Contractor access to work sites, buildings, yards, etc.