Q&A Addendum 2.pdf

Elevator Preventative Maintenance, Repair, Inspection, and Testing

Services

Invitation to Negotiate (ITN)

DMS-22/23-089

Questions & Answers and

Addendum No. 2

DMS-22/23-089 Q&A and Addendum No. 2 Page 2 of 10

Questions and Answers

The Department has received the following questions from the vendor community to the Procurement Officer. The Department’s answers are provided in the following table.

Question Number Question Response

Please provide in detail how any pre-existing deficiencies will be handled/abated upon entering a new contract term. Note: some of the units were visited/reviewed in Dec 2022 and the rest in Jan 2023, if award takes place in July-Aug that means over ½ year has passed since units looked at.

Please advise.

The Department anticipates that its current vendor(s) will perform all necessary repairs prior to the expiration of the current contract.

Please provide direction regarding contract exceptions/exclusions. Will bidding contractors be allowed to clarify, exclude and take exception to any/all parts of the SOW, contract documents?

See subsection 3.5 of the ITN, Contents of Reply. “The Respondent’s Reply may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Reply. The only recognized changes to this ITN prior to the opening of Replies will be by written amendments issued by the Department.”

The negotiation team reserves the right to negotiate different terms, additional terms, and related price adjustments, with Respondents invited by the Department to negotiate, if the negotiation team determines that such changes would provide the best value to the State. Additional operational requirements may be defined, and clarifications required.

The term inspection and test are interchanged throughout the body of the SOW. They both are considered different in the elevator industry.

Nonetheless, please confirm the work inspection refers to monthly maintenance and the term test refers to annual, 3-year and 5-year tests.

Inspection Services and Testing Services are defined in Section 2, Definitions, of Revised Attachment A – Scope of Work.

Please provide a list of all elevators that are designed and operate on emergency power.

The Department does not have this information.

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Please confirm the State will hire and pay for the 3rd party elevator inspector.

The third-party Elevator Inspector shall be provided by the Contractor. See subsection 3.6, Certified Elevator Inspector, of Revised Attachment A – Scope of Work, which provides, “At the Contractor’s expense, the Contractor shall utilize an independent Certified Elevator Inspector to perform all elevator tests, or tests required for any systems covered in this Scope of Work, as required by the AHJ. All required tests, including annual, three-year, five-year, or other required test shall be witnessed by the Certified Elevator Inspector.”

Please provide the name of the 3rd party inspection firm the State will use to perform annual and 5-year tests.

See response to Question 5 above.

Please confirm a list of all signed forms that need to be submitted with bidders bid.

ITN subsection 3.5, Contents of Reply, contains all necessary letters, forms, attachments, and additional Reply contents that must be submitted with a Respondent’s Reply. See also ITN subsection 3.7, Mandatory Responsiveness Requirements.

SOW - Page 5 of 28 – 3.1.3 Service Times

Please confirm the 1-hour response for all emergency calls, even emergency calls occurring outside normal business hours.

See subsection 3.9, Emergency and Scheduled After Hours Repairs, of Revised Attachment A – Scope of Work. Section 3.9.1.

reads in part “The Contractor shall respond on-site to all emergency Service Calls within one

(1) hour from the time the request is made.

Responses to designated Emergency Service Calls from the Facility Manager or Contract Manager will be billed at the Emergency Repairs Hourly Price referenced in Attachment G – Price Sheet.”

SOW - Page 6 of 28 – 3.1.4 Contractor Offices

Please confirm a bidder may or may not use the same office to cover more than one region. If a contactor has one office centrally located in more than one region can it use the same office for more than one region? We are not asking about an office in region 1 to cover work in region 4, but rather using an office in region 1 to cover region 2 etc.?

See subsection 3.1.4, Contractor Office(s) and Equipment, of Revised Attachment A – Scope of Work which provides in part: “For each awarded Region, the Contractor shall maintain at least one office located in that awarded Region.”

DMS-22/23-089 Q&A and Addendum No. 2 Page 4 of 10

SOW - Page 6 of 28 – 3.2 General Facility & Site Procedures

Please provide an example of when a Licensed Generator Contractor would be required during any/all repairs. At present we cannot recall a time when this was a requirement, obviously the State of FL has experience with this matter, is there a specific region or area this is a requirement? Please share whatever knowledge you can provide.

See item number 10 under subsection 3.2, General Facility and Site Procedures, of Revised Attachment A – Scope of Work. The Department does not have specific examples available.

SOW – Page 7 of 28 – 3.4.1

Please confirm all equipment is currently operating as per “Original Manufacturers Design and Equipment Control.

This cannot be confirmed.

SOW – Page 11 of 28 – 3.4.2 Monthly Preventive Maintenance, Repair, Inspection and Reporting

Please confirm awarded contractor is responsible and level of responsibility for “In-Ground Hydraulic lines”. Also note there appears to be a conflict between 3.4.4 8 where “above ground piping” is identified as equipment awarded contractor is required to repair/replace. Please clarify.

Subsection 3.4.4, List of Equipment Components, of Revised Attachment A – Scope of Work, provides in part that the Contractor is “required to inspect, maintain, repair, replace, and test under this Contract” all components listed in 3.4.4. Number 8 in subsection 3.4.4 provides further clarification.

Numbers 7 and 8 under subsection 3.4.2, Monthly Preventative Maintenance, Repair, Inspection, and Reporting provides additional information.

SOW – Page 12 of 28 – 3.4.5 Component Exclusion After review we believe there are several additional components that do not receive any preventive maintenance and should be considered for this list, including but not limited:

• Door Sills – Hoistway and Car

• Door Frames –

• Cab Ceilings –

• Underground pipe –

• Jacks –

• Any fixture face and/or cover plates

See response to question 2 above.

DMS-22/23-089 Q&A and Addendum No. 2 Page 5 of 10

• Damage (Building and/or Elevator) created by annual tests

• Damage (Building and/or Elevator) created by 5-year tests

SOW – Page 12 of 28 – 3.5 Inspection, Test and Reports

Please provide in detail what the elevator contractor is exactly responsible for, is the SOW requiring the elevator contractor to contact, setup, execute and pay the Fire and Life Safety contractor as well as the Emergency Power contractor?

Please provide a list of all elevators this requirement is applicable.

Please see Revised Attachment A – Scope of Work Section 3.5, Inspections, Tests, and Reports.

SOW – Page 13 of 28 – 3.5 Inspection, Test and Reports

Please confirm the elevator contactor is required to pay for the 3rd party elevator inspector?

If contractor is required to pay the 3rd party elevator inspector, may the contractor use any inspection company it wants to use? If the State has a preferred 3rd party inspector, please identify by name and contact number.

The Department does not have a preferred third-party elevator inspector. See Section 2, Definitions, of Revised Attachment A – Scope of Work for the definition of Certified Elevator Inspector. Payment of all fees and charges associated with Testing Service procedures and filings will be the responsibility of the Contractor. Also, see Section 7, Department of State, Corporate Status Certificate, of Attachment B – Draft Contract for further clarification of Contractor and subcontractor requirements.

SOW – Page 13 of 28 – 3.5 Inspection, Test and Reports Please confirm contactor is required, regardless of cause, to pay any/all fines for any portion of the elevator test? Please discuss in detail if the elevator inspector fails an elevator because of a bad lobby smoke detector is the fine, reinspection etc…still the responsibility of the elevator contractor?

Number 13 of subsection 3.5, Inspection, Tests, and Reports, of Revised Attachment A

– Scope of Work states “The Contractor shall be solely responsible for the payment of any fines incurred for failure to complete required Testing Services, Inspection Services, or for filing irregularities.” See also numbers 12 and 20 of subsection 3.5 of Revised Attachment A – Scope of Work.

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SOW – Page 14 of 28 – 3.5 Inspection, Test and Reports

Please provide a number of times the elevator contractor shall budget to accompany a 3rd party inspector to review elevator equipment during the annual term of the contract.

Frequency will be contingent on need. There is no minimum or maximum number of times.

SOW – Page 14 of 28 – 3.5 Inspection, Test and Reports

Please explain why the elevator contractor is responsible to pay any part of a fine, testing and retesting fees if a component fails from an entirely different system. Will the state pay the elevator contactor for the retest for any retests required out of the elevator contactor control?

See response to question 16 above.

SOW – Page 18 of 28 – 3.9.2 Billing

Please confirm no travel time will be paid even for service calls for work that falls under paragraph 3.8 of this statement of work. If a service call for negligence is received and the contactor incurs real cost via travel time to respond to a call that is not its responsibility under this contract, will the contactor be paid for travel time?

Any work performed during a Service Call will be compensated at the applicable approved Hourly Price, excluding travel time to and from a job site. See number 1 of subsection 3.9.2 of Revised Attachment A – Scope of Work. See also subsection 3.3, Bills for Travel, of Attachment B – Draft Contract.

The Department determines whether Contractor will not be required to make a replacement or repair as set forth in the Service Exceptions contained in subsection

3.8 of Revised Attachment A – Scope of Work.

The Department will make every effort to call the Contractor only for services covered under this Agreement.

SOW – Page 18 of 28 – 3.9.2 Billing

Regarding number 4, please provide an example of when and how this works. At present if any work starts at 4:30 PM including but not limited to work meeting the definition of paragraph 3.8 of this statement of work is the State saying it will not pay overtime for completion of the repair?

The Department does not have an example to provide. Number 4 of subsection 3.9.2 of Revised Attachment A – Scope of Work reads in part “For repairs, service or work started prior to 4:30 p.m., local time, which the Contractor and Facility Manager determine must be completed outside Business Hours, the Standard Hourly Price for Business Hours will continue to be charged…unless otherwise designated by the Facility Manager or Contract Manager as an Emergency Repair in compliance with Section 3.9.3, Designation of

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Emergency Repairs.” The Contractor will not be required to make any replacements or repairs for work described in subsection 3.8 of Revised Attachment A – Scope of Work.

SOW – Page 18 of 28 – 3.9.3 Designation of Emergency Repairs

Is there a dispute resolution available if contractor and Facility and/or their designee cannot agree on a repair?

Please advise.

Section 4.1 of Attachment B – Draft Contract incorporates the PUR 1000 General Contract Conditions. As stated in Section 31, Dispute Resolution, of the PUR1000, the Contract Manager will be the arbiter of any disputes.

SOW – Page 19 of 28 – 3.11 Component Obsolescence

If a component and/or replacement component is not available how does the Department determine it will only pay 30% of the cost to replace its own parts with new and/or upgraded parts.

Please consider revising this section.

How can an elevator contractor be responsible for 60-70% of the material replacement price for a component that is no longer available. We understand if the component was still available then the contactor in theory would be required to replace the parts without question. However, you are asking contactors to predict and budget for the unknown. Using this methodology it is in the Departments best interest to have a contactor replace all obsolete parts. Please reconsider this situation and make it more equitable for contactors.

See subsection 3.5 of the ITN, Contents of Reply. The negotiation team reserves the right to negotiate different terms, additional terms, and related price adjustments, with Respondents invited by the Department to negotiate, if the negotiation team determines that such changes would provide the best value to the State. Additional operational requirements may be defined, and clarifications required.

SOW – Page 19 of 28 – 3.11 Component Obsolescence

If a replacement drive is no longer available from a proprietary controller and the only way to return service to the elevator is to replace the controller.

Does the Department believe it should only pay 30% or 40% of that total price?

See subsection 3.5 of the ITN, Contents of Reply. The negotiation team reserves the right to negotiate different terms, additional terms, and related price adjustments, with Respondents invited by the Department to negotiate, if the negotiation team determines that such changes would provide the best value to the State. Additional operational requirements may be defined, and clarifications required.

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SOW – Page 25 of 28 – Elevator Controller Third Party Agreement –

Please explain this paragraph and how this requirement works. We do not understand its purpose or what the expectation is. Is this for one 3rd party or all 3rd party controller manufacturers.

See Attachment J – List of Elevators for a list indicating which Elevators currently require an agreement with a third-party elevator controller manufacturer in each Region, including the third-party elevator controller manufacturer name. The Contractor is required to maintain a contract with the third-party elevator controller manufacturer to conduct maintenance, repairs, testing, and inspections. The third-party elevator controller manufacturer is only responsible for the controller systems indicated on Attachment J – List of Elevators.

SOW – Page 25 of 28 – Section 4 Payment

Please provide payment terms of the contract. Once a proper invoice is received how long does it take the Department to pay?

What method of payment does the Department use, check, credit card, ACH?

Section 4.1 of Attachment B – Draft Contract incorporates the PUR 1000 General Contract Conditions. As stated in Section 15, Invoicing and Payment, of the PUR1000, payment shall be made in accordance with sections 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices.

The Department of Financial Services currently uses ACH for payments.

SOW – Page 26 of 28 – Damaged Equipment

Please provide lost employee productivity will be calculated in this situation. Has this previously occurred?

Subsection 7.2.2, Damaged Equipment, of Revised Attachment A – Scope of Work reads in part “The Department, in coordination with the tenants of the Facility affected, shall determine the costs of this productivity interruption. However, the Department shall make the final decision on the costs.” At present, the Department does not have a record of damaged equipment disrupting facility operations that resulted in a calculated employee productivity lost.

Attachment E

Please confirm where “Total Facility Invoice” is mentioned. It refers to the specific facility and not the entire monthly invoice.

Total Facility Invoice refers to the invoiced amount for the specific Facility affected by the non-performance.

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ITN Addendum No. 2

The Invitation to Negotiate, ITN No. DMS-22/23-089, is hereby amended within this Addendum No. 2 as noted below. All additions and deletions are indicated through highlighting and strikethrough, respectively. In the event of a conflict between previously released information and the information contained herein, the information herein shall control. The information included in this addendum is now made part of this solicitation.

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED

BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER

OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

Any protest concerning this agency decision or intended decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax to 850-922-6312, or by email to agencyclerk@dms.myflorida.com. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the reply.

1. ITN subsection 2.5.1, Reply Deadline, is amended as follows:

The Respondent is responsible for ensuring the Department receives the Reply their Response is successfully submitted in MFMP no later than the date and time provided in Section 1.8, Timeline of Events (or as revised by addenda). Address the Reply to the Procurement Officer at:

Pegah Bowman Departmental Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 335.2Y Tallahassee, FL 32399-0950

2. Number 14, Firm Response, of ITN subsection 3.2, Special Instructions, is amended as follows:

The Department may make an award within sixty (60) days 180 Calendar Days after the date of the opening, during which period Replies shall remain firm and shall not be withdrawn. If award is not made within sixty (60) days 180 Calendar Days, the Reply shall remain firm until the Department enters into a Contract or the Department receives from the Respondent written notice that the Reply is withdrawn.

3. Letter (a) in ITN subsection 3.4.1, MFMP Registration, is amended as follows:

Create an account through VIP at https://vendor.myfloridamarketplace.com if not already registered. For information on how to register in VIP, access MFMP training materials using the link in Section 3.3.2 3.4.2, MFMP Training, below.

mailto:agencyclerk@dms.myflorida.com

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4. Attachment A – Scope of Work is replaced in its entirety with the attached Revised Attachment A – Scope of Work. All references to Attachment A – Scope of Work contained in ITN No.

DMS-22/23-089 are hereby amended to refer to Revised Attachment A – Scope of Work.

End of Addendum No. 2

Real Estate Development and Management 4050 Esplanade Way

Tallahassee, FL 32399-0950

Ron DeSantis, Governor Pedro Allende, Secretary

REVISED ATTACHMENT A – SCOPE OF WORK

INVITATION TO NEGOTIATE

FOR

ELEVATOR PREVENTATIVE MAINTENANCE, REPAIR,

INSPECTION, AND TESTING SERVICES

ITN NO. DMS-22/23-089

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

SECTION 1. OVERVIEW

SECTION 2. DEFINITIONS

SECTION 3. CONTRACTOR DELIVERABLES

SECTION 4. PAYMENT

SECTION 5. CONTRACT MONITORING

SECTION 6. PERFORMANCE MEASURES

SECTION 7. FINANCIAL CONSEQUENCES FOR NONPERFORMANCE

SECTION 8. ADDITIONS AND DELETIONS

SECTION 9. INITIAL MEETING AND TRANSITION PLAN

SECTION 10. WARRANTIES

SECTION 11. DEPARTMENT RESPONSIBILITIES

ITN No. DMS-22/23-089 Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 2 of 28

SECTION 1. OVERVIEW

The Contractor shall provide elevator preventative maintenance, repair, inspection, and testing services required by the Department. All work shall be in accordance with the applicable provisions of Chapter 399, Florida Statutes. All services outlined in this Scope of Work will be services that the Contractor is responsible for providing under the resulting Contract and provision of these services shall be included in the Monthly Price unless otherwise specified herein.

SECTION 2. DEFINITIONS

Abatement – The act or process of reducing a fine or violation related to the inspection of an elevator and the resulting decision by the Agency Having Jurisdiction.

Affirmation of Correction (“AOC”) – A certification that all unsatisfactory items identified during an annual inspection have been corrected within the required timeframe established by the Authority Having Jurisdiction after the date of the inspection and test. If a Contractor receives a non-hazardous violation on an inspection, it can seek a reinspection from the Inspector and submit an Affirmation of Correction along with a copy of the violation to the Authority Having Jurisdiction to seek to have the violation removed. The Affirmation of Correction must be filed with the Authority Having Jurisdiction within the required timeframe established by Authority Having Jurisdiction and a copy provided to the Department. All hazardous conditions must be corrected immediately.

Authority Having Jurisdiction (“AHJ") – The organization, office, or individual responsible by law or rule for approving elevator layout drawings, Equipment, installation, maintenance, and/or testing procedures. Usually, the AHJ is the building and/or fire official of the city or county in which the Facility is located.

ASME - The American Society of Mechanical Engineers. All services performed in accordance with this Contract will be provided in compliance with applicable local codes and current ASME codes.

Business Hours – Defined as the hours between 8:00 a.m. and 4:30 p.m. local time, Monday through Friday, excluding state holidays referenced in section 110.117, Florida Statutes.

Certificates of Operation – A current Certificate of Operation is required annually (from the date of the prior year's passed inspection) in order for elevator owners to legally utilize elevators. State law requires that the Certificate of Operation be posted in the elevator car. A Certificate of Operation shows that the elevator has passed a periodic examination.

Certified Elevator Inspector – A person registered with, and authorized by, the State to construct, install, inspect, maintain, or repair any vertical conveyance, after having properly acquired the qualified elevator inspector credential as prescribed by the American Society of Mechanical Engineers. Each Certified Elevator Inspector must annually register with the Division of Hotels and Restaurants of the Department of Business and Professional Regulation and provide proof of completion of eight (8) hours of continuing education, proof that the qualified elevator inspector credential remains in good standing, and proof of general liability insurance coverage in the minimum amounts set by the Division.

Component Obsolescence – A component of the Elevator System that is no longer produced by the original equipment manufacturer or a third-party after-market supplier and which can no longer be repaired, rebuilt, or refurbished with the same durability, reliability, maintainability, longevity, and safety.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 3 of 28

Critical Service Interruptions – An interruption or degradation in elevator function not planned in advance, whether anticipated or unanticipated, which disrupts the normal course of business operations resulting in the inability to receive services placing health or safety at risk. This includes the failure of the Contractor’s back-up plan. If these events occur, the Contractor must have a plan for temporary stabilization. An interruption or degradation in elevator function not planned in advance.

Elevator Preventative Maintenance – Preventative maintenance seeks to avoid or prevent problems through regular upkeep in an effort to keep Equipment in proper operating order, detect potential complications, and avoid costly repairs. Preventative Maintenance includes scheduled periodic examinations of the Equipment in accordance with ASME guidelines, with special attention to moving parts with the intention of preventing malfunctions from occurring during operation, as well as inspections, tests, adjustments, cleaning, and similar activities carried out on elevator and escalator Equipment. A technician performing Elevator Preventative Maintenance must look for existing faults, signs of wear, or impending problems.

Emergency Repairs – Repairs which require immediate action which are designated as serious, unexpected, or potentially dangerous, as approved by the Facility Manager or Contract Manager.

Emergency Repairs Hourly Price – The amount the Contractor may charge for Emergency Repairs when such repairs have been approved by the Facility Manager or Contract Manager.

Equipment – The machinery, functional devices, and accessories which serve the purpose of operating and maintaining the elevator, dumbwaiters, escalators, moving walkways, and vertical inclined chair lifts and all its components (also referred to as Elevator System) in good working order and in accordance with the original manufacturer’s design.

Facilities – The locations of buildings managed by the Department of Management Services as provided in Attachment C – Facility List, and any additional locations added in accordance with Section 8, Additions and Deletions.

Facility Manager – The designee of the Department of Management Services at a Facility who oversees the performance of the services performed under this Contract and is the day-to-day contact for the Contractor.

Fixed Capital Outlay Project – The appropriation category used to fund real property (land, buildings, including appurtenances, fixtures and fixed Equipment, structures, etc.), including additions, replacements, major repairs, and renovations to real property which materially extend Equipment necessary to furnish and operate a new or improved Facility, when appropriated by the Legislature in the fixed capital outlay appropriation category.

Inspection Services – Inspection Services are to provide access to the hoist way and car top for inspection and maintenance purposes and are typically performed by the AHJ. The purpose of an inspection is to evaluate whether or not all elevator Equipment and its related counterparts meet current State and Municipal elevator code to ensure safety of all Equipment for use.

Licensed Generator Contractor – A contractor licensed by the State of Florida to service generators.

Monthly Price – The amount the Contractor may charge per elevator type per month for the required preventative maintenance, repairs, inspection, and testing services. The Monthly Price includes the Contractor’s provision and installation of replacement parts unless stated otherwise, herein.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 4 of 28

Percentage Mark-up – The maximum percentage mark-up the Contractor may apply to parts when a percentage mark-up is authorized by the Contract.

Qualified Technician – The Contractor’s assigned staff who has skills and knowledge related to the construction and operation of elevators, including but not limited to parts and installations, and has received safety training to recognize and avoid the hazards involved.

Scheduled After Hours Repairs – Repairs which occur outside of Business Hours, and which have been approved by the Facility Manager or Contract Manager to occur outside of Business Hours.

Scheduled After Hours Repairs Hourly Price – The amount the Contractor may charge for Scheduled After Hours Repairs when such repairs have been approved by the Facility Manager or Contract Manager.

Service Call – A trip made by a Qualified Technician to visit a Facility at the request of the Facility Manager or designee to perform a repair on Equipment in need of service. Service Calls will be compensated at the applicable approved Hourly Price (Standard, Scheduled After Hours Repairs approved by the Facility or Contract Manger, or Emergency Repairs as designated and approved by the Facility or Contract Manager).

Service Tickets – A time sheet or ticket evidencing work performed by the Contractor on Equipment. Service Tickets shall be submitted to the Facility Manager for approval within twenty-four (24) hours of servicing or repairing an elevator or any elevator parts or components. The Service Ticket shall include the date the work was performed, the time of day the work started and finished, the Facility name, and the elevator number.

Standard Hourly Price – The amount the Contractor may charge per hour for services as specified in this Scope of Work, which are in addition to the required preventative maintenance, repairs, inspection, and testing services set forth in this Scope of Work.

Testing Services – Testing is a component of an elevator inspection. An elevator or escalator cannot pass inspection without the proper testing being completed. The type of test mandated by ASME A17.1, Safety Code for Elevators and Escalators, depends on whether the unit is hydraulic, traction, escalator, dumbwaiter, or other vertical transportation conveyances regulated by the AHJ. Some examples of testing are Category 1 (annual) tests and Category 5 (every 5 years) tests for traction elevators. Hydraulic elevators require an Annual Pressure Test. Escalators also must be tested annually or when the AHJ requires. Testing is the responsibility of the Contractor.

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

SECTION 3. CONTRACTOR DELIVERABLES

3.1 Facilities Served, Equipment, and Service Times

3.1.1 Facilities and Equipment Services

The specific addresses and regional locations of current Facilities containing Equipment to be serviced are identified in Attachment C – Facility List. Regions are outlined in Attachment D – Regional Map. Information regarding the elevators to be serviced is contained in Attachment J – List of Elevators. All Equipment referenced in this Scope of Work is defined by ASME.

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 5 of 28

3.1.2 Temporary Suspension of Services due to Fixed Capital Outlay Project The Department may, in its sole discretion, temporarily suspend all Equipment services, including the required monthly preventative maintenance, repairs, inspection, and testing, at an entire Facility or identified areas of a Facility due to a Fixed Capital Outlay Project. Such suspension shall be effective thirty (30) Calendar Days from the date of delivery of a written notification to the Contractor, or a later date, if the Department otherwise notifies Contractor of a later beginning suspension date.

Should the Fixed Capital Outlay Project completion date occur after the expiration date of this Contract, the suspended services for that Equipment will no longer be eligible to resume, as this Contract will have expired.

During the time an elevator is not in service due to a Fixed Capital Outlay Project, the Contractor may not invoice for monthly preventative maintenance, repairs, inspection, and testing. If the Fixed Capital Outlay Project is for the replacement or upgrade of an elevator that includes a warranty period for the elevator preventative maintenance and repairs, the Contractor may not invoice for monthly preventative maintenance and repairs during that warranty period.

3.1.3 Service Times

1. The Facility Manager, Facility Manager’s designee, or Contract Manager will contact the Contractor to schedule a Service Call using the method established by the Contractor or the person designated as the Contractor’s main point of contact.

2. All Service Calls shall be provided by a Qualified Technician.

3. All services shall be provided by the Contractor during Business Hours. In addition, the Contractor shall perform Emergency Repairs during and outside of Business Hours, and shall perform Scheduled After Hours Repairs, when directed by the Facility Manager or Contract Manager.

4. The Contractor shall respond on-site to non-emergency Service Calls within two (2) hours from the time the request for service is made. Non-emergency Service Calls shall be billed at the Standard Hourly Price.

5. The Contractor shall respond on-site to all Emergency Service Calls within one (1) hour from the time the request is made. An Emergency Service Call is a request for a Qualified Technician to provide services for an Emergency Repair.

6. The Contractor may provide the required monthly preventative maintenance, repairs, inspection, and testing services at any time during Business Hours with the provision of a minimum of twenty-four (24) hours’ notice to the Facility Manager or designee.

7. Elevator services at the Capitol Complex (Capitol building, House Office, Senate Office, Knott Building, and Historic Capitol) shall include an on-site Qualified Technician during Business Hours. During the legislative session, special session, and committee meetings, the on-site Qualified Technician will respond in-person to all Service Calls within thirty (30) minutes. The Contractor may request the Capitol Complex schedule from the Contract

Elevator Preventative Maintenance, Repair, Inspection and Testing Services Page 6 of 28

Manager. This on-site technician will be provided space within the Facility including a desk, access to copier, or other equipment and supplies in connection with Contractor’s performance of the services under this Scope of Work. The Contractor shall not use the Department Facilities, equipment, or services other than for the services required under this Contract.

3.1.4 Contractor Office(s) and Equipment

For each awarded Region, the Contractor shall maintain at least one office located in that awarded Region. The Contractor shall equip this office(s) with the necessary tools and machinery to perform the services in this Scope of Work. The office shall be operational within sixty (60) Calendar Days of the Contract’s Effective Date.

3.2 General Facility and Site Procedures

For each visit to perform Monthly Elevator Preventative Maintenance under this Contract, the Contractor's staff shall:

1. Check in and out with the Facility Manager or designee.

2. Perform all work without unnecessary interfering with Facility occupants. The

Contractor shall confine operations at the site to areas permitted by law, ordinances, permits, and the Contract documents and shall not unreasonably encumber the site with any materials or Equipment.

3. Protect existing Facilities from damage by employees and suppliers. Report any damage to property caused by employees or suppliers to the Facility Manager or designee within the same day the damage was discovered or occurred. The Contractor shall be responsible for repair and replacement of any damaged property resulting from services provided by its employees, subcontractors, or suppliers, at the Contractor’s expense, and to the Facility Manager’s satisfaction.

4. Keep premises free from accumulation of waste materials or rubbish caused by operations and from leaks and spillage from Equipment. Upon completion of the work, Contractor shall remove all waste materials and rubbish from and about the installation area as well as all tools, Equipment, machinery, and surplus materials. Contractor shall clean all building surfaces, leaving the work area clean. During projects outside of Business Hours, the Contractor shall clean and remove all debris, tools, Equipment, machinery, and surplus materials from tenant access areas prior to 7:30 a.m., local time.

5. Keep the elevator pit(s) and Equipment room(s) clear and free from rubbish and debris.

6. Maintain lamps, ballasts, starters, and exhaust fans in the cabs.

7. Verify proper fuse sizing for all disconnects providing electrical power to elevator

Equipment. Verification shall be documented in writing and provided to the Contract Manager no later than thirty (30) Calendar Days after the Purchase Order start date.

8. Maintain, service, and replace the lights and light fixtures in the cab interior, top of elevator cab, and the elevator pit, regardless of fixture or bulb type.

9. Maintain and service any communications equipment installed in the cabs, including hands-free audio and/or visual two-way emergency communication equipment

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10. When the AHJ requires a Licensed Generator Contractor to be present during repairs or maintenance, it is the responsibility of the Contractor to engage, schedule, and compensate the third-party contractor. It is the responsibility of the Contractor to be aware of the requirements of any AHJ regarding the need to engage a Licensed Generator Contractor.

3.3 Asbestos-Containing Materials

Contractor shall not disturb materials that are assumed, confirmed, or suspected to contain asbestos. If Contractor encounters such materials, the Contractor shall stop work before any such material is disturbed and contact the Contract Manager and Facility Manager or designee immediately. If the Facility Manager determines there is a need to disturb such materials, it will contact the Department’s Environmental Specialist for direction and to retain the services of other consultants or contractors to aid in the asbestos work as necessary. The Contractor is responsible for ensuring that when it comes into contact with asbestos-containing material, it handles such material in accordance with this Contract and all applicable law.

3.4 Preventative Maintenance and Repairs, Testing, Inspections, and Reporting

3.4.1 Service Requirements

3.4.1.1 Qualified Technician

The Contractor’s Qualified Technician shall perform required monthly preventative maintenance and repairs, inspections, and testing services on elevator Equipment listed on Attachment J – List of Elevators for the Facilities in Contractor’s Purchase Order. The Contractor shall provide electronic reports to the Facility Manager or designee at the completion of all services.

3.4.1.2 Original Manufacturer’s Design and Equipment Control

The Contractor shall maintain all elevator Equipment such that the operating characteristics will be as provided in the original manufacturer's design or better. The Contractor shall not at any time assume possession or control of any part of the Equipment, which shall remain the Owner's exclusively.

3.4.1.3 Tools

At all times, the Contractor shall provide all tools necessary to perform any maintenance or repair required under this Contract, at the Contractor’s expense. All tools shall be readily accessible.

3.4.1.4 Initial List of Annual Tasks

The Contractor shall annually provide the Contract Manager and Facility Manager with a list of all tasks to be performed on all Equipment, as detailed in this Scope of Work, as well as the schedule for the tasks that will be performed during each scheduled service visit. The initial list shall be provided within thirty (30) Business Days of the Purchase Order start date, and annually thereafter. Emergency Repairs are not included in this list. The initial and annual lists are subject to Department approval.

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3.4.2 Monthly Preventative Maintenance, Repair, Inspection, and Reporting The Contractor shall complete the required monthly preventative maintenance and repair services. Failure to provide services at a Facility within the month will result in non-payment for the listed services on the invoice for the Facility. Failure to provide services for an elevator at a Facility will result in a deduction from the invoice in the amount of the applicable monthly fee for each elevator not serviced.

Required monthly services on Equipment includes, but is not limited to, cleaning, inspection, lubrication, calibrations, hardware tightening and replacement, alignment adjustments, repair and replacement of parts, technical support, and evaluation of needed repairs.

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

2. Equipment Inspection – Inspection of Equipment shall follow the applicable original equipment manufacturer’s guidelines and the Contractor shall identify and document any Equipment condition that may impair the normal operation of the Equipment.

3. Emergency Repair Notification - If the Contractor discovers the need for

Emergency Repairs, the Contractor shall follow the requirements of Section 3.9, Emergency and Scheduled After Hours Repairs. Contractor shall immediately communicate the need for Emergency Repair directly to the Facility Manager or Contract Manager, and shall immediately provide notice in email to the Facility Manager. If the Facility Manager or Contract Manager has approved the designation of Emergency Repair, the Contractor shall perform the Emergency Repair and include the designated Emergency Repairs on the Monthly Report.

4. Equipment Lubrication – The Contractor shall lubricate Equipment at intervals recommended by the original equipment manufacturer or more frequently as indicated through use of the Equipment. All lubricants shall be suitable for the purpose intended and shall meet or exceed the minimum requirements specified by the original equipment manufacturer.

5. Equipment Adjustment – When the operation of the Equipment varies from its normal or originally designed performance standards as a result of normal wear and use, the Contractor shall make the necessary adjustments to correct for proper operation. Adjustments shall be made by a Qualified Technician properly equipped with the appropriate tools and instruments. Adjustments shall be made at regular intervals, frequent enough to maintain the elevator and all its Equipment in good working and normal operating condition and to preserve the useful life of all parts and assemblies.

6. Equipment Painting – The Contractor shall paint the Equipment at intervals frequent enough to maintain a professional appearance, prevent rusting, and preserve the Equipment. All paint shall be suitable for the purpose intended and be labeled by the manufacturer as high quality or premium paint.

Application of the paint shall, in all circumstances, comply with applicable local codes and current ASME codes.

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7. Parts and Assemblies Replacement – Parts and assemblies which have worn or deteriorated beyond normal or originally designed performance standards shall be repaired or replaced at the expense of the Contractor. Replacement of the items shall occur during the course of the Equipment Inspection in which such condition was found or reported. If the part or assembly is not readily available, the technician must record the defect in the logbook and notify the Facility Manager or designee. The worn or deteriorated part or assembly must be replaced within one (1) Business Day of the inspection, unless the part or assembly must be ordered. If the part or assembly must be ordered, the Facility Manager or designee must be notified within one (1) Business Day.

8. Equipment Repairs – The Contractor shall make all repairs attributed to normal wear and use of the Equipment at the Contractor’s expense, and the Contractor shall, at all times, maintain in-ground hydraulic lines and all other Equipment that directly affects the operation of the elevators, in good working condition.

Repairs to such Equipment must be made timely and the Facility Manager or designee must be notified in accordance with number 7 above, Parts and Assemblies Replacement, for any parts or assembly which require replacement.

3.4.3 Dedicated Maintenance Hours

The Contractor shall provide scheduled Elevator Systems inspections, adjustments, cleaning, and lubrication of all Equipment, including machinery, machinery spaces, trusses, hoistways, and pits in accordance with current ASME guidelines. The Contractor shall provide Preventative Maintenance Services a minimum of one (1) hour per month per unit for hydraulic elevators, two (2) hours per month for traction elevators, and thirty (30) minutes per month for dumbwaiters and chair lifts. All elevator types are defined by ASME.

If for any reason the Department, through the Contract Manager or the Facility Manager, notifies the Contractor that maintenance services are not required for any said time period, the Contractor shall not be penalized for not performing the required maintenance for that period.

3.4.4 List of Equipment Components

The following list includes, but is not limited to, of Equipment Components which are items that the Contractor is required to inspect, maintain, repair, replace, and test under this Contract:

1. Automatic door systems, power operated door systems, and manual door/gate systems:

a. Power operator and engagement linkages.

b. Car door top track and hanger roller assemblies.

c. Car doors and gate, eccentrics, stops, bumpers and related operating mechanisms for multiple speed or multiple panel doors and gates.

d. Car gates, bottom guides, retainers, fire stops, gibs, entrance sills and threshold plates, gate-handles, and protection-guards.

e. Electrical safety switches and activation mechanisms, door protective and/or retracting devices, and power door operators.

f. Electromechanical safety interlock assemblies, related operating mechanisms, clutch, or other master system engaging devices, Linkages, zoned locking devices, and self-closing devices.

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g. Car panel doors, trim, entrance thresholds, entrance frames, and door panels.

2. Car frame, platform, and car safety devices:

a. Crosshead, stiles, hitch plates, anti-spin devices, tie rods, supports, and related structures.

b. Car guides, car rollers, shoes, stands, spindles, gibs, rollers, and tensioning devices.

c. Sub-platform, under car platform fireproofing, car sills with support cradles, load weighing devices, exit access, operating and safety hardware, and electrical switches.

d. Car fans, blowers, and cab ventilation systems.

3. Hoisting machinery and rotating power drives with mounting supports and beams, raised platforms, hoistway enclosures, and weighted foundations and structures:

a. Geared traction and winding, drum units, gearless traction, and related systems.

b. Worms, gears, shafts, couplings, drive sheaves, deflector sheaves, 2:1 sheaves, bearings, support/mounting apparatus, brake assembly, rotating elements, and all associated castings, guards, retainers, and hardware.

c. Integral and free-standing brake units, drums, discs, pulleys, shoes, linings, pads, pins, sleeves, plungers, coils, caps, adjustment devices, and hardware.

d. Alternate Current and Direct Current motors, motor generators, rotating regulators and exciters, armatures, field coils, pole pieces, interpoles, commutators, brush riggings, brush holders, carbon brushes, stator windings, fan or other ventilation mechanisms, bearings, bushings, shafts, caps, packings, seals, junction boxes, leads, connectors, and related wiring.

4. Controls, selectors, solid state power drives, encoding devices, transformers with related wiring, conduit, and circuitry:

a. Relays, contactors, switches, capacitors, resistors, fuses, circuit breakers, overloads, power supplies, regulators, tach generators, arc shields, shunts, holders, and hardware.

b. Circuit boards, transmitters, encoders, transformers, rectifiers, transistors, solid state switching devices, insulators, timing devices, suppressors, and computer apparatus.

c. Filters, fans, blowers, control cabinet air conditioning, wiring, studs, terminal blocks, plug connectors, CRTs or other diagnostic devices, keyboards, and printers.

d. Cabinets, frames, isolation pads, isolation transformers, chokes, diagnostic tools, status indicators, solid state, and hard wire circuitry.

e. Verify annually the operation of Emergency Evacuation Systems and Battery Lowering. Replace batteries, if required.

5. Car and Counterweight Safety Systems:

a. Overspeed governors and electromechanical safety devices, wire ropes and tensioning devices with related hitch and connection apparatus.

b. Car and counterweight safety devices, drums, rods, linkages, clamps, and hardware.

c. Rope grippers and similar apparatus used for compliance with ASME A 17.1 Rule 2.19, Ascending Car Overspeed and Unintended Car Movement

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Protection, and any subsequent ASME rules which may supersede ASME A 17.1 Rule 2.19.

6. Hoistway and Pit Equipment:

a. Guide rails, fishplates, brackets, inserts, and related hardware to include jack bolts or other special mechanisms for mounting and alignment.

b. Wire ropes, chains, and cables with guards used for suspension, compensation, safety, and selector encoding with related hitch and connection hardware.

c. Corridor entrance top track and hanger rollers, toe guards, fascias, dust covers, sills, stops, bumpers, eccentrics,…