QQ #70470 Elevator PM and Repair Annual Contract DFS Central & Eastern Labs.pdf

QQ-70470

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF FORENSIC SCIENCE (DFS)

700 North 5th Street, Richmond, Virginia 23219

Unsealed Invitation for Bids (UIFB) (QQ-70470)

FURNISH Elevator Preventative Maintenance & Repair

NIGP COMMODITY CODE(S): 91013

Issue Date: June 25, 2024 Closing Date and Time: (Thursday) – July 17, 2024 – at 10:00 AM ET

DFS Procurement Consultant: Mike Oprysko, CPPB, VCO E-Mail Address: mike.oprysko@dfs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL

BE PERFORMED:

DFS Richmond, VA and Norfolk, VA (see Section 2 Background)

PERIOD OF CONTRACT: The initial Contract Period will be one-year with two optional (one-year) renewal periods.

BID & BID SAMPLE SUBMISSION:

Unsealed Bids are being received until the closing date and time shown above. Electronic Bid submission is required.

Any bids received after the stated closing date and time are late and will not be opened. See Attachment D, for information regarding “Bid Submission Requirements.”

CLARIFICATION OF THE UIFB:

It is the Bidder’s responsibility to: 1) Contact DFS Procurement Consultant, Mike Oprysko, CPPB, VCO in writing, with questions regarding the solicitation no later than five (5) working days before the due date. Verbal requests for information will not be accepted. (See Section 6.A Bidder Question Submission Requirements)

ALL INQUIRIES FOR INFORMATION SHOULD BE

DIRECTED TO:

Mike Oprysko, CPPB, VCO mike.oprysko@dfs.virginia.gov 804-588-4316

In compliance with this UIFB and all conditions imposed, the bidding firm hereby offers and agrees to furnish all goods and services required by this UIFB at the price indicated in the pricing schedule, and the bidding firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid.

mailto:mike.oprysko@dfs.virginia.gov

TABLE OF CONTENTS FOR UIFB QQ-70470

1. PURPOSE

2. BACKGROUND

3. CONTRACT ADMINISTRATION

4. SCOPE OF WORK ......................................................................................................................................................... 4-30

5. SITE VISIT

6. BIDDER UNDERSTANDING OF REQUIREMENTS ........................................................................................................ 31-32

7. GENERAL TERMS AND CONDITIONS ......................................................................................................................... 32-40

8. SPECIAL TERMS AND CONDITIONS ........................................................................................................................... 40-46

9. METHOD OF PAYMENT

10. ATTACHMENTS

1. PURPOSE

The Contractor shall perform preventive maintenance (PM), full coverage parts repair, and replacement on elevators owned and operated by the Department of Forensic Science (DFS), an agency of the Commonwealth of Virginia. These elevators are operational in the DFS laboratory locations in (Richmond, VA and Norfolk, VA).

2. BACKGROUND

DFS is established under § 9.1-1100 of the Code of Virginia to provide forensic laboratory services upon request of any law enforcement agency, Commonwealth’s Attorney, medical examiner, fire department, or any state agency in any criminal matter in the Commonwealth (§ 9.1-1101). The Department of Forensic Science provides comprehensive forensic laboratory services to over 400 law enforcement agencies in the Commonwealth, while remaining independent of any of them.

2.1. Location 1: Richmond, VA (Central Lab)

2.1.1. The regular business hours are between 8:00 a.m. and 5:00 p.m. Eastern Standard or Daylight Savings Time.

2.1.2. The Richmond forensic laboratory is located at 700 North Fifth Street, Richmond, VA 23219.

2.2. Location 2: Norfolk, VA (Central)

2.2.1. The regular business hours are between 8:00 a.m. and 5:00 p.m. Eastern Standard or Daylight Savings Time.

2.2.2. The Norfolk forensic laboratory is located at 830 Southampton Avenue - #400, Norfolk, VA 23510.

3. CONTRACT ADMINISTRATION

3.1. The DFS Contract Officer is designated as Mr. Mike Oprysko. Mr. Oprysko’s telephone number is 804-588-4316, and his email address is mike.oprysko@dfs.virginia.gov. This individual (or authorized designee) will be the only person authorized to make changes and modifications to the contract. All requests for changes and modifications must be directed to the DFS Contract Officer, and the changes and modifications will be formally processed as a modification to the contract.

3.2. DFS will provide an individual to serve as the Contract Administrator during the performance of this contract at each individual laboratory location as designated below.

Richmond (Central Lab):

The DFS Contract Administrator is designated as Mr. Trip Roberson, DFS Facility Supervisor. Mr. Roberson’s telephone number is 804-640-7383 and his email address is trip.roberson@dfs.virginia.gov.

Norfolk (Eastern Lab):

The DFS Contract Administrator is designated as Mr. Jason McCullough, DFS Facility Supervisor. Mr. McCullough’s telephone number is 757-355-5943 and his email address is timothy.mccullough@dfs.virginia.gov.

mailto:trip.roberson@dfs.virginia.gov mailto:timothy.mccullough@dfs.virginia.gov

4. SCOPE OF WORK

4.1. The Contractor shall comply with all terms and conditions outlined, as well as all other listed requirements.

Contractor shall not add additional terms and conditions or modify the scope of work. Contractors MUST complete Attachment A and attach to electronic submission AND fill out electronically the Total Cost of each lot in eVA.

4.2. The Contractor shall have prior to submitting the bid, inspected the elevators to validate number of stories, elevator stops, building population, official working hours, and other working conditions.

4.3. Per laboratory location, there will be Regular Scheduled Preventive Maintenance Inspections provided monthly for each elevator, Mid-Year inspections provided every six (6) months for each elevator and one (1) Annual Inspection for each elevator done each year. There will be a five (5) year load bank test provided on traction elevators.

4.4. REGULAR PREVENTATIVE MAINTENANCE ELEVATOR INSPECTIONS:

4.4.1. The Contractor shall furnish, all labor, supervision, tools, equipment, necessary to provide preventive maintenance services, including all inspections, adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety, and efficiency) as originally specified by the original equipment manufacturer (OEM). All adjustments and repairs must be in compliance with the current editions of ANSI/ASME A17.1, A17.2, A17.5, A117.1, NEII standards, and NEC and all applicable rules and regulations. See Attachment F, Equipment Details (Monthly Maintenance Checklist)

4.4.2. The Contractor shall provide full coverage for all labor, tools, equipment, and materials necessary for the satisfactory performance of regularly scheduled preventive maintenance servicing. Elevator preventive maintenance shall be performed once per month on all elevators and shall include, but not be limited to examining elevator equipment to operate at optimum levels. The examination, lubrication, cleaning, adjustments and testing shall include, but not be limited to the following components:

4.4.2.1 Control and landing positioning

4.4.2.2 Signal fixtures

4.4.2.3 Machines, drives, motors, governors, sheaves and wire ropes

4.4.2.4 Power units, pumps, valves, and jacks

4.4.2.5 Car and hoistway door operating devices and door protection equipment

4.4.2.6 Loadweighers, car frames and platforms, and counterweights

4.4.2.7 Safety mechanisms

4.4.2.8 Lubricate equipment for smooth and efficient performance

4.4.3.9 Adjust elevator parts and components to maximize performance and safe operation

4.4.3 The Contractor shall complete during the monthly preventive maintenance:

4.4.3.1 Ride car and observe operation of elevator throughout its full range and at all floors it serves to ensure conformance with design criteria. Test controls, safety and performance devices, leveling, re-leveling, and other devices. If re-leveling occurs, determine cause and correct it.

Maintain proper stopping accuracy. The elevator shall maintain a stop and hold floor accuracy of + or – one quarter (¼) inch in vertical distance between car sill and the hoistway sill at all floors.

4.4.3.2 Perform general inspection for proper operation of all machinery including, but not limited to, the tanks, heaters, controllers, gearbox, pulleys, pumps, piping, brakes, governor, drive valves, selectors, and floor controllers. Lubricate as required.

4.4.3.3 Observe and perform any necessary testing to ensure the motor, pump, oil lines, tank, controls, plunger, packing, brakes, and governor, are in accordance with design criteria.

4.4.3.4 Check door operation to ensure conformance with design criteria. Clean, lubricate and adjust performance, brake checks, linkages, gears, wiring, motor, check keys, set screws, contacts, chains, and cams.

4.4.3.5 Inspect interior of cab. Test telephone or communication system, normal and emergency lights, fan, emergency call system or alarm, miscellaneous hardware, control panel, and emergency lights. Repair as necessary.

4.4.3.6 Check hoistway doors for quiet, smooth operation in accordance with design criteria. Clean, lubricate, and adjust tracks, hangers, eccentrics, linkage, closers, gibes, interlocks, clutch rollers, bumpers, relating mechanism, etc.

4.4.3.7 Check car doors for quiet, smooth operation in accordance with design criteria. Clean, adjust and lubricate tracks, pivots, gibes, hangers, car grille and stile channels.

4.4.3.8 Inspect all lighting associated with the elevators, including, but not limited to pit lights, equipment room lights, shaftway lights, position indicators, floor indication lights, car and hall station push button lights, interior and exterior direction lights, arrow lights, signal lantern lights, underfloor lights, cab, entrance and roof lights. Replace/re-lamp as needed. Check all alarms, and communications systems, and maintain in proper working order.

4.4.3.9 Empty drip pans and discard oil in a proper manner; check reservoir oil level, replenish oil as needed, and maintain log of hydraulic oil replacement. The level of oil shall be properly maintained above the minimum required. Pressure tank shall be kept at least 2/3 full. Any unexplained oil leak shall immediately be reported to the DFS Facilities Supervisor.

4.4.3.10 Inspect, repair and lubricate machinery, contacts, linkage and gearing.

4.4.3.11 If rails are lubricated, check condition and lubrication. Service lubricators. Lubricate as needed.

Ensure proper means are maintained to collect excess lubrication.

4.4.3.12 Test manual and emergency control to ensure operation is in accordance with design criteria.

Repair as needed.

4.4.3.13 Check packing glands of valves and cylinder and tighten to prevent loss of fluid, and if necessary, replace. The amount of leakage shall not exceed 1 gallon over a period of 30 days. Log all fluid replacement.

4.4.3.14 Worn or damaged equipment shall be replaced. A part shall be replaced when its condition could present a safety hazard, malfunction or shut down prior to the next monthly visit.

4.4.3.15 All safety and electrical protective devices shall perform both electrically and mechanically at least in accordance with the manufacturer’s design criteria and the applicable ASME A17.1 and A17.2.

4.4.3.16 Remove litter, dust, oil, and other extraneous materials from machine room, machinery area hoistway, and other areas of the elevator not accessible by the general public.

4.4.3.17 Inspect hoistway and pit. Clean trash from pit and properly discard debris. Examine plunger seals and correct excess leakage. Excess leakage is defined as more than 1 gallon of oil accumulated from one visit to the next. Clean equipment as required and lubricate per manufacturer’s recommendations.

4.4.4. MID-YEAR PREVENTATIVE MAINTENANCE INSPECTIONS

4.4.4.1 A Mid-Year Preventive Maintenance Inspection will be done once (1) a year or as recommended by the equipment manufacturer, in addition to the scheduled Regular Preventive Maintenance Inspections service listed above, perform the following:

4.4.4.1.1 Check controllers and selectors for operation in accordance with design criteria.

Clean with vacuum then blower, check alignment of switches, relays, timers, contacts, hinge pins, and other controller components, adjust and lubricate. Check all resistance tubes, grids, and associated wiring for heat damage. Damaged items shall be replaced as well as changes made to prevent reoccurrence. Check oil in overload relays settings and operation of overloads. Clean and inspect fuses and holders and all controller connections to ensure proper conduction.

4.4.4.1.2 In hoistway, examine guide rails, cams and fastenings. Inspect and test limit and terminal switches for proper operation. Check and adjust car shoes, gibes or roller guides for proper contact with guide rails. Adjust or replace as needed.

4.4.4.1.3 Clean all overhead beams, sills, bottom of platform, car tops and hoistway walls.

4.4.4.1.4 Check car run-by and clearances. Adjust to meet all ANSI/ASME A17.1 & A17.2 Code requirements.

4.4.5. ANNUAL PREVENTATIVE MAINTENANCE INSPECTIONS

4.4.5.1. An Annual Preventive Maintenance Inspection will be done once (1) a year or as recommended by the equipment manufacturer in addition to the scheduled Regular Preventive Maintenance Inspections, and Mid-Year Inspection services listed above, perform the following:

4.4.5.1.1 Thoroughly clean car guide rails using a nonflammable or high flash point solvent to remove lint, dust and excess lubricant in accordance with ANSI/ASME A17.1 and 17.2.

4.4.5.1.2 Thoroughly clean the mechanism, pit, top and bottom of car, hoistway, machine room, and all other elevator components and areas.

4.4.5.1.3 Flexible hoses and fittings shall be replaced during the first annual preventive maintenance in accordance with ANSI/ASME A17.1 and A17.2.

4.4.5.1.4 Pressure tanks and piston rods shall be cleaned during the first scheduled monthly preventative maintenance, then every 3 years in accordance with ANSI/ASME A17.1 and A17.2.

4.4.5.1.5 Perform Annual Weight Test.

4.4.6. The Contractor shall examine the equipment at each interval. The Contractor’s examination shall be designed to identify equipment conditions for determining corrective actions, which may be required to maintain the normal and safe operation of the equipment. If at any time during the Contractor's examination any elevator is determined to be unsafe, the Contractor shall be responsible to discontinue elevator operation and notify DFS Facilities Supervisor or designee immediately, followed by a written report of the conditions encountered. This routine examination shall be in accordance with ANSI/ASME A17.1 and A17.2.

4.4.7. The Contractor shall provide all labor, tools, and equipment (including weights) to perform all testing as required by ANSI/ASME A17.1 and A17.2, to include but not be limited to One-Year Testing for Electric (Traction) Elevators. The Contractor shall correct all deficiencies identified by the independent inspection Contractor or local authorities, as directed by DFS Facilities Supervisors or designee. The Contractor shall be available on-site during the semi and annual elevator state inspections. The Contractor shall also be available on-site during the five (5) year load test.

4.4.8. The Contractor shall be responsible for the following tests and inspections:

4.4.8.1 Examinations shall be used to ensure a safe and efficient level of elevator equipment operation, and all work relative to cleaning, lubrication, and adjustment of the equipment that is necessary for the desired level of operation shall be performed.

4.4.8.2 Safety testing, other testing, examinations, maintenance adjustments and repairs shall be performed by the Contractor as recommended and according to the current editions of ASME/ANSI A17.1, A17.2, A17.3, A117.1 codes, NEII standards, and the Field Employees’ Safety Handbook. The upgrading of equipment to meet changes in the code is not within the scope of the contract.

4.4.8.3 Perform all safety tests as recommended and required by the Uniform Statewide Building Code, ASME A17.1, A17.2. All safety tests shall be performed by the Contractor during hours directed by the DFS Facilities Supervisor. The Contractor shall be required to attach tags after testing as specified by code, such as governor, releasing carrier, oil buffer, etc. DFS reserves the right to coordinate all test times of the Inspection Contractor and Elevator Maintenance Contractor.

4.4.8.4 Examine on a quarterly basis all safety devices and governors and conduct an annual no-load safety test.

4.4.8.4.1 When the fifth-year full load is due, provide a quote to perform the full speed test of safety mechanism, speed governors, car and counterweight buffers and other tests as required. The car balance shall be checked, and the governor set. If required, the governor shall be calibrated for proper tripping speed and sealed.

4.4.8.5 Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor.

4.4.8.6 After completion of the test, the inspector witnessing the test will submit the appropriate test form. This test form shall be signed by the Contractor’s employee who performed the test.

4.4.8.7 All elevators provided with firefighters’ service shall be subjected monthly to Phase I recall and a minimum of one-floor run operation on Phase II to assure the system is maintained in proper operating order in accordance with all applicable codes. A written record of findings on the operation shall be made by the Contractor and kept in the machine room (with the maintenance checklist). See Attachment G, Firefighters’ Service Test Log.

4.4.8.8 All tests or inspections that remove the elevator from normal operation shall be scheduled with DFS Facilities Supervisor.

4.4.9. The Contractor shall lubricate all parts of the machinery and equipment requiring lubrication with lubricants of a grade recommended by the manufacturer. The Contractor should not use excessive amounts of lubricant.

4.4.10. The Contractor shall maintain elevator oil level in accordance with manufacturer’s guidelines. The Contractor shall use the grade of oil as indicated on the buffer marking plate.

4.4.11. Contractor shall maintain Buffer plungers clean.

4.4.12. The Contractor shall maintain controller and relays cleaned and lubricated (if required) as recommended by the manufacturer.

4.4.13. The Contractor shall clean and lubricate moving parts of the car-safety mechanisms at frequent intervals.

4.4.14. The Contractor shall routinely adjust all elevator equipment and devices, including but not limited to:

4.4.14.1 Operating switches and relays on controller

4.4.14.2 Selector brake and governor

4.4.14.3 Leveling device

4.4.14.4 Car safety systems

4.4.14.5 Door operator system including door protective device

4.4.14.6 Car and hall button operating stations

4.4.14.7 Hoist way and pit

4.4.14.8 Mechanical and electro-mechanical devices, including brake, machine, safety shoe and door operator linkages

4.4.14.9 Hanger, interlocks, pit equipment, cams and roller, roller guides and guide shoes.

4.4.15. The Contractor shall clean all machine, motor, generator, and controller parts, including but not limited to:

4.4.15.1 Motor and brake

4.4.15.2 Control equipment inducing controller

4.4.15.3 Selector, hoist way and car operation devices

4.4.15.4 Safety equipment inducing car safeties

4.4.15.5 Over-speed governor, safety linkages

4.4.15.6 Releasing devices

4.4.15.7 Interlocks and automatic door protective device

4.4.15.8 Door operator equipment including linkages

4.4.15.9 Drive motor, speed reduction units and electro-mechanical or motor operated cam devices; and the hoist way, divider beams, door hanger, car top and bottom, doorsills, pit, and machine rooms.

4.4.16 The Contractor shall maintain a safe and clean workroom around the elevator cabinet, machine room, and keep the pits maintained and clean at all times.

4.4.17 The Contractor shall coordinate dates and times of monthly preventative maintenance visits scheduled to the satisfaction of the Contractor and DFS Facilities Supervisor or designee. Unless requested otherwise, The Contractor shall perform all preventative maintenance services during the regular working hours.

4.4.18 The Contractor shall test elevator fire service monthly for each elevator and maintain a log in each machine room.

4.5. PERFORMANCE LEVELS

4.5.1. The following performance levels shall be maintained at all times:

4.5.1.1. Contract speed and brake-to-brake flight times shall be maintained as originally installed and adjusted.

4.5.1.2. Leveling accuracy shall be maintained at all times.

4.5.1.3. Opening and closing times, and door closing torque of all cars shall at all times be maintained within the limits of A17.1 and A117.1 codes. A minimum of stand-open time consistent with traffic demands at each floor shall be maintained.

4.5.1.4. Door reversal devices shall be fully operational at all times.

4.5.1.5. Variable car and hall door-open times shall be maintained in accordance with original field adjustments. Deviations from this shall not be permitted unless approved by the DFS Facilities Supervisor. Elevators operating under group supervisory systems shall operate at all times in accordance with the design specifications as originally installed.

4.5.1.6. Elevators installed with door restrictors shall maintain proper restrictor operation at all times. Elevators shall not be placed in service without proper restrictor operation.

Restrictors may be disabled for test and repair purposes only. Any restrictor found intentionally disabled on a car in service would result in contract termination by DFS.

4.5.1.7. Elevators installed with door restrictors shall maintain proper restrictor operation at all times. Elevators shall not be placed in service without proper restrictor operation.

Restrictors may be disabled for test and repair purposes only. Any restrictor found intentionally disabled on a car in service would result in contract termination by DFS.

4.5.1.8. Any safety device such as door locks, door restrictors, governor switches, safety switches, etc. found intentionally disabled (except for testing and repair purposes) would result in contract termination by DFS.

4.6. FULL COVERAGE PARTS, REPAIRS, AND REPLACEMENT

4.6.1. The Contractor shall provide all labor, tools, equipment, materials, and full coverage parts repair and/or replacement for all components worn due to normal wear, for the satisfactory performance of elevators, to keep the elevators performing in accordance with the Performance Levels and Standards as specified herein.

DFS Facility Supervisor or designee shall approve and schedule repair work prior to its commencing services.

4.6.2. The contractor shall furnish all labor, supervision, supplies, parts, material and incidentals necessary to regularly and systematically clean, examine, adjust lubricate as required:

4.6.2.1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings, and component parts.

4.6.2.2. Machine hoistmotor, motor, generator, motor windings, rotating element, commutator, brushes, brush holders, and bearings.

4.6.2.3. Machine hoistmotor, motor, generator, motor windings, rotating element, commutator, brushes, brush holders, and bearings,

4.6.2.4. Controller, selector and dispatching equipment, all relays, solid state components, resistors, fuses, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical and electrical driving equipment.

4.6.2.5. Governor, governor ropes, governor sheave and shaft assembly, bearings, bushings, contacts, and governor jaws.

4.6.2.6. Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, car and counterweight guide shoes including rollers or glides.

4.6.2.7. Hoist way door interlocks, hoistway door hangers, bottom door guides, aux. door retaining devices, and auxiliary door closing devices.

4.6.2.8. Automatic power-operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, and platform.

4.6.2.9. Car operating panel(s) and equipment, hall lanterns, hall button assemblies and signal devices.

4.6.2.10. Where applicable to hydraulic elevators, include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed piping fittings and flexible pipe connections operating controls, check and relief valves.

4.6.2.11. Furnish all lubricants specified for the various lubrication needs.

4.6.2.12. Periodically clean all pits, machine rooms, and hoistways including all equipment located in or moving through the hoistway, car top, car sling, safeties, appliances, sills, door tracks, and door hangers, interior car lights, and interior car light lenses/diffusers.

4.6.3. All replacement parts in DFS elevators shall be new and meet the quality standards of the performance level and standards as specified by the manufacturer.

4.6.4. The Contractor’s monthly rate shall include labor for repair and breakdown services of DFS equipment, 24 hours per day, 7 days per week. A qualified elevator mechanic for the Contractor shall be on the job site within 1 hour of notification for all repair calls. Onsite response time is defined as the time between initial telephone notification by DFS to the Contractor’s service department and initial onsite arrival of the Contractor’s service personnel. The Contractor’s technicians arriving outside of the required response time shall be documented and may be cause for contract termination.

4.6.5. The Contractor shall be prepared to handle more than two repair calls at any given time. Repairs must be completed in a timely manner and not result in excessive downtime of elevators. Contractor must inform the Facility Supervisor of any delays in parts or equipment that could result in delay of service.

4.6.6. The Contractor shall clearly document on the schematic wiring diagrams for that elevator all wiring and circuit modifications made by the contractor. If DFS does not have the required schematic wiring diagrams available at the time of contract award, it shall be the responsibility of the Contractor to provide at no cost to DFS. All schematic-wiring diagrams provided by the Contractor shall become the property of DFS.

4.6.7. A reliable emergency call phone number must be provided at the commencement of the contract.

4.7. REPAIRS AND REPLACEMENT PARTS (TIME AND MATERIALS BASIS)

4.7.1. Labor for repair and/or replacement of parts, outside of normal preventative maintenance requirements and within normal business hours, shall be billed at the hourly rate.

4.7.2. Repairs that are not the result of Contractor’s improper performance or failure to perform preventative maintenance shall be completed on a time and materials basis.

4.7.3. For repairs identified during scheduled preventative maintenance, emergencies and component replacements, the contractor shall submit an estimate of required man-hours, at bid labor rate and parts and materials at cost.

4.7.4. DFS Facility Supervisor reserves the right to make or obtain other repair cost estimates prior to authorizing the Contractor to proceed.

4.7.5. Damages to equipment covered by these specifications caused by the Contractor’s negligence or nonfeasance shall be repaired to the satisfaction of DFS Facility Management, at no cost to DFS.

4.7.6. The Contractor shall notify DFS Facility Supervisor of any repairs, which are the result from defects in the equipment prior to proceeding with any work.

4.7.7. The Contractor shall be required to provide manufacturer authorized replacement parts to fulfill the requirements of the contract. Replacement parts shall be billed at Contractor’s actual invoice cost or discounted off list price no markup shall be allowed in accordance with Section 2.2-4331 Code of Virginia.

4.8. EXTRA REPAIR SERVICES [See Section 8, Paragraph Y. Work Estimates (Extra Repair Services)]

4.8.1. Repairs, which are not included in full coverage services, may be paid for on an as needed hourly labor rate basis according to contract pricing. Transportation, travel time, and other expenses will not be paid for separately, but shall be included in the hourly labor rates. Material cost shall be billed at contractor’s actual invoice cost (contractor shall furnish copies of invoices for materials if requested by DFS).

4.8.2. The Contractor shall be required to provide a not to exceed estimate of the cost and descriptive information of the necessary repairs in accordance with Section 8, Paragraph Y, Work Estimates (Extra Repair Services).

The Contractor shall submit extra repair services for approval to DFS Facility Supervisor or designee prior to commencing, and schedule according. DFS reserves the right to request bids from other vendors for Extra Repair Service to elevators and reserves the right to purchase repair parts and materials from other sources.

4.8.3. The following are the only repair items, which are excluded from Annual Elevator Maintenance agreement and may be paid for in addition to the contract prices:

4.8.3.1. Repairs needed due to vandalism.

4.8.3.2. Repairs needed due to Acts of God.

4.8.3.3. Repairs to the elevator cab floor and wall surfaces.

4.9. CONTRACTOR REQUIREMENTS

4.9.1. The Contractor shall provide all labor, parts, tools, supervision, materials, equipment, and all incidentals required and/or implied for the complete and satisfactory performance of preventive maintenance and repair services, as required by the Virginia Statewide Building Code and this bid. All safety testing shall be performed based on the installation code year, and in compliance with the appropriate editions of ANSI/ASME A17.1, A17.2, A17.5, A117.1, NEII standards, and NEC for the Department of Forensic Science Laboratories. The preventive maintenance to include monthly scheduled preventive maintenance visits, parts, labor (regular and overtime) and all repairs incidental to regular PM visits needed to keep the elevators in safe operating condition.

4.9.2. The Contractor shall provide Emergency Elevator Communication 24/7/365 Voice Link Monitoring Service to the elevators under this PM Agreement. See Attachment H, Emergency Elevator Communications for requirements.

4.9.3. The Contractor shall provide extra repair services as described in Section 4.28, Extra Repair Services, the Contractor shall assign another mechanic. The mechanics that are assigned to the contract to perform routine preventative maintenance shall NOT perform the extra repair services.

4.9.4. The Contractor shall have in his possession through the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust, or reprogram the system.

4.9.5. Check-in and out Procedures: During the Department of Forensic Science's normal working hours, the Contractor’s personnel shall check in with Security immediately upon arrival. Check out during DFS’ normal working hours shall include sign out and return of any keys issued. Additionally, Contractor’s personnel may be asked to check in and out with building contact person. Contractor will be escorted by DFS Facilities Personnel at all times.

4.9.6. The Contractor shall seek and install Manufacturer Software Upgrades when they are released.

4.10. CONTRACTOR QUALIFICATIONSThe importance of maintaining this equipment in line with its original design and upgraded performance and in proper and safe operating condition requires the service to be performed by an experienced and competent mechanic who has satisfactorily maintained equipment of this type and manufacturer to the degree included in these specifications.

4.10.2. The Contractor shall obtain all necessary licenses and permits required to perform the work.

4.10.3. The Contractor shall provide personnel to perform the work as specified in the contract that are experienced & trained in the maintenance & repair of the types of equipment specified in Attachment C, Equipment List, and shall be capable and qualified to perform the work, and at a minimum shall:

4.10.3.1. Have a minimum of five (5) years’ experience as a mechanic in the maintenance and repair of elevators and be certified through the National Elevator Industry Education Program

(NEIEP).

4.10.3.2. A qualified elevator mechanic shall be present during the performance of any work under this contract. No temporary mechanics shall be permitted to work in place of a mechanic.

The Contractor shall submit to DFS the qualifications of the elevator mechanic(s) assigned to the contract for approval prior to performing any work under this contract.

The minimum requirements for mechanics performing work under this contract are as follows:

4.10.3.2.1. Use of personnel (other than a mechanic supervised helper) without these qualifications shall be considered on a case-by-case basis. The personnel without these qualifications shall have credentials and experience submitted to the DFS Facilities Office, prior to any work. DFS reserves the right to refuse assignment of any individual deemed by DFS to be inadequate in training, safety, and any other contract requirement.

4.10.3.2.2. All Contractor personnel shall be in company uniform with the DFS visitor ID badge displayed at all times while on the premises.

4.10.3.3. Elevator Helpers shall be capable of assisting the Elevator Mechanics and shall be equipped with all tools, equipment, safety equipment, and other incidentals necessary to perform the work. The Contractor shall have technical support personnel specifically trained and experienced in the adjusting and testing of equipment similar to the type covered by this contract. The Contractor’s technical support personnel shall be available at all times to support or assist assigned mechanics.

4.10.3.4. The Contractor shall submit to DFS Contract Administrator any changes that may occur in personnel assigned during the term of this contract in writing within five (5) working days of such change. All Mechanics’ training and experience credentials shall be provided along with the notice of change in the mechanics’ assignments. DFS will notify the Contractor within five (5) working days after receipt of notice of mechanic change of approval or disapproval. DFS reserves the right to refuse assignment of any personnel deemed by DFS to have inadequate training, and credentials. Only those mechanics specifically named and approved by DFS shall be allowed to perform service under this contract, excluding the 5-day notification of mechanic change period and the 5-day approval of change period.

4.11 CONTRACTOR AND CONTRACT ADMINISTRATOR RESPONSIBILITIES

4.11.1 The Contractor shall comply with the following procedures when an elevator is removed from service for any reason:

4.11.1.1. Notify the Facility Supervisor, either by phone or in person before removing elevators from service.

4.11.1.2 . Notify the Facility Supervisor immediately after placing an elevator back in service.

4.11.2.3. The Contractor shall notify the Facility Supervisor or Representative in writing of the existence or the development of any defects in, or repairs required to and shall furnish a written estimate, when requested, of the cost.

4.12. PERFORMANCE LEVELS

4.12.1. The Contractor shall maintain equipment under this contract as originally specified, designed, manufactured, installed, and upgraded by the OEM. As a minimum requirement, the following original designed and upgraded performance levels are to be maintained at all times:

4.12.1.1. The Contactor shall maintain the speed of elevators and brake-to-brake flight times.

4.12.1.2. The Contractor shall maintain leveling accuracy of all elevators at all times.

4.12.1.3. The Contractor shall maintain closing times of all hoist way and car doors within limits of ANSI 17.1 code, yet assuring minimum standing time at each floor.

Opening times of all hoist way and car doors shall be the minimum time allowed by the design of the specific operator.

4.12.1.4. The Contractor shall ensure door reversals on all elevators equipped with mechanical safety shoes initiate within the stroke of the shoe. Light ray devices shall be operable at all times under normal operation.

4.12.1.5 . The Contactor shall maintain variable car and hall door hold open times in accordance with original design.

4.12.1.6. The Contractor shall ensure the following performance requirements are maintained in accordance with the Original Equipment Manufacturer's specifications:

4.12.1.6.1 Minimum Rated Load Test

4.12.1.6.2. Gravity Stopping Distances

4.12.1.6.3. Governor Tripping Speeds

4.12.1.6.4. Stopping Distances for Car and Counterweight Safeties

4.12.1.6.5. Factors of Safety for Suspension Wire Ropes for Power Elevators

4.12.1.6.6. Impact on Buffer Supports

4.13. STANDARDS

4.13.1. All work shall be quality work performed in a professional manner according to the standards of the industry. The Contractor shall be responsible to maintain all elevators under this contract in safe operating condition in accordance with the latest version of ANSI/ASME A17.1, Safety Code for Elevators and Escalators.

4.14. MATERIAL AND WORKMANSHIP

4.14.1. Materials and parts required for the performance of repair work under this contract must be using equivalent material, strength and design as replaced material or part, new, or top quality, and shall be manufactured by or recommended by the same manufacturer of the equipment being repaired or serviced. Broken or damaged parts subject to tension, torsion, or bending; or parts, in which the support of the car operates, shall not be repaired by welding, but replaced.

4.15. GUARANTEE

4.15.1. The Contractor shall guarantee all work and materials supplied under this contract against defects resulting from the use of substandard materials, equipment, or workmanship for one year from the date of final acceptance by DFS Facilities Management. Any work that has to be corrected due to the Contractor’s faulty workmanship, equipment, tools, or materials shall be performed at no additional expense to DFS. The guarantee on materials is not applicable when the materials are supplied by anyone other than this Contractor, but the guarantee on workmanship still stands.

4.16. REPORTS

4.16.1. The Contractor shall submit a written report to DFS Facilities Supervisor or designee upon completion of, and on the same day as, Preventive Elevator Maintenance, repairs and/or Extra Repair service call. The report may be made on the Contractor's form, to be approved by DFS and shall include the following:

4.16.1.1. Company Name; Mechanic(s) Name(s); Helper(s) Name(s) (if applicable);

Time and Date of Service or Repair Work.

4.16.1.2. Identification of Elevator Serviced or Repaired; Checklist of Examinations Made and Work Performed; Time Worked; Type and Quantity of Material and Parts Used.

4.16.1.3. Certification that work performed is in accordance with the specifications, signed by the Mechanic.

4.16.1.4. Required repair work, problems, failures, or malfunctions discovered during scheduled preventative maintenance and repair work.

4.16.1.5. Document any recommendations for extra inspection and testing if required by ANSI/ASME A17.1.

4.17. RECORDS

4.17.1. The Contractor shall keep and maintain a file on each elevator to contain accurate records of all maintenance work, repairs, including trouble calls, parts used, and all wiring and circuit changes and modifications made. These records are to be available upon request by DFS Facilities Supervisor or designee.

4.18. QUALITY CONTROL PROGRAM

4.18.1. The Contractor shall establish and follow a quality control program for identifying and correcting deficiencies in the quality of services performed before the level of service becomes unacceptable.

This program may involve periodic inspections or supervision of work performed by the Contractor, or any other program to ensure a sufficient level of service.

4.19. CONTRACT COMPLETION

4.19.1. Within 30 days prior to the completion of the initial contract period, or the completion of any subsequent contract renewal period, the Contract Administrator(s) or his/her designee will make a thorough inspection of all equipment covered under this contract. The Contractor shall correct all defects found within fifteen (15) calendar days. The Contractor shall notify the Contract Administrator in writing that the deficiencies have been corrected and re-inspection can be made.

4.20. DFS REQUIREMENTS

4.20.1. DFS shall provide:

4.20.1.1. Analog telephone line to the elevator machine room (to be terminated on the appropriate phone jacks). If the phone line is an extension of an existing phone system, backup power source must also be provided. An extension, if applicable, must be a direct inward dial (DID) extension. All telephones and associated equipment shall comply with the requirements of ASME A17.1, local codes and applicable law, as amended.

4.20.1.2. Elevator telephone number(s) and/or extension(s) for the phone(s) being programmed.

4.20.1.3. Names and phone numbers of at least two (2) of the Agency representatives to the selected Contractor to contact on a 24-hour basis, and at least one (1) police, fire or local 911 agency name and phone number.

4.20.1.4. Any changes in these names or numbers shall be communicated immediately to the Contractor. In the event of a call from the elevator, the Contractor's Service Center shall contact the points of contact in the order listed below. The local authorities will be contacted only if the previously mentioned point of contacts cannot be reached.

4.21. The Contractor shall comply with all terms and conditions outlined, as well as all other listed requirements.

Contractor shall not add additional terms and conditions or modify the scope of work.

4.22. The Contractor shall have prior to submitting the bid, inspected the elevators to validate number of stories, elevator stops, building population, official working hours, and other working conditions.

4.23. Per laboratory location, there will be Regular Preventive Maintenance Inspections provided monthly for each elevator, Mid-Year inspections provided every six (6) months for each elevator and one (1) Annual Inspection for each elevator done each year. There will be a five (5) year load bank test provided on traction elevators.

4.24. REGULAR PREVENTATIVE MAINTENANCE ELEVATOR INSPECTIONS:

4.24.1. The Contractor shall furnish, all labor, supervision, tools, equipment, necessary to provide preventive maintenance services, including all inspections, adjustments, tests, parts replacement and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety, and efficiency) as originally specified by the original equipment manufacturer (OEM). All adjustments and repairs must be in compliance with the current editions of ANSI/ASME A17.1, A17.2, A17.5, A117.1, NEII standards, and NEC and all applicable rules and regulations. See Attachment F, Equipment Details (Monthly Maintenance Checklist)

4.24.2. The Contractor shall provide full coverage for all labor, tools, equipment, and materials necessary for the satisfactory performance of regularly scheduled preventive maintenance servicing. Elevator preventive maintenance shall be performed once per month on all elevators and shall include, but not be limited to examining elevator equipment to operate at optimum levels. The examination, lubrication, cleaning, adjustments and testing shall include, but not be limited to the following components:

4.24.2.1. Control and landing positioning

4.24.2.2 . Signal fixtures

4.24.2.3 . Machines, drives, motors, governors, sheaves and wire ropes

4.24.2.4 . Power units, pumps, valves, and jacks

4.24.2.5. Car and hoistway door operating devices and door protection equipment

4.24.2.6. Loadweighers, car frames and platforms, and counterweights

4.24.2.7. Safety mechanisms

4.24.2.8 . Lubricate equipment for smooth and efficient performance

4.24.2.9 . Adjust elevator parts and components to maximize performance and safe operation

4.24.3 The Contractor shall complete during the monthly preventative maintenance:

4.24.3.1. Ride car and observe operation of elevator throughout its full range and at all floors it serves to ensure conformance with design criteria. Test controls, safety and performance devices, leveling, re-leveling, and other devices. If re-leveling occurs, determine cause and correct it. Maintain proper stopping accuracy. The elevator shall maintain a stop and hold floor accuracy of + or – one quarter (¼) inch in vertical distance between car sill and the hoistway sill at all floors.

4.24.3.2 . Perform general inspection for proper operation of all machinery including, but not limited to, the tanks, heaters, controllers, gearbox, pulleys, pumps, piping, brakes, governor, drive valves, selectors, and floor controllers. Lubricate as required.

4.24.3.3. Observe and perform any necessary testing to ensure the motor, pump, oil lines, tank, controls, plunger, packing, brakes, and governor, are in accordance with design criteria.

4.24.3.4. Check door operation to ensure conformance with design criteria. Clean, lubricate and adjust performance, brake checks, linkages, gears, wiring, motor, check keys, set screws, contacts, chains, and cams.

4.24.3.5. Inspect interior of cab. Test telephone or communication system, normal and emergency lights, fan, emergency call system or alarm, miscellaneous hardware, control panel, and emergency lights. Repair as necessary.

4.24.3.6. Check hoistway doors for quiet, smooth operation in accordance with design criteria. Clean, lubricate, and adjust tracks, hangers, eccentrics, linkage, closers, gibes, interlocks, clutch rollers, bumpers, relating mechanism, etc.

4.24.3.7. Check car doors for quiet, smooth operation in accordance with design criteria. Clean, adjust and lubricate tracks, pivots, gibes, hangers, car grille and stile channels.

4.24.3.8. Inspect all lighting associated with the elevators, including, but not limited to pit lights, equipment room lights, shaftway lights, position indicators, floor indication lights, car and hall station push button lights, interior and exterior direction lights, arrow lights, signal lantern lights, underfloor lights, cab, entrance and roof lights. Replace/re-lamp as needed. Check all alarms, and communications systems, and maintain in proper working order.

4.24.3.9. Empty drip pans and discard oil in a proper manner; check reservoir oil level, replenish oil as needed, and maintain log of hydraulic oil replacement.

The level of oil shall be properly maintained above the minimum required.

Pressure tank shall be kept at least 2/3 full. Any unexplained oil leak shall immediately be reported to the DFS Facilities Supervisor.

4.24.3.10. Inspect, repair and lubricate machinery, contacts, linkage and gearing.

4.24.3.11. If rails are lubricated, check condition and lubrication. Service lubricators.

Lubricate as needed. Ensure proper means are maintained to collect excess lubrication.

4.24.3.12. Test manual and emergency control to ensure operation is in accordance with design criteria. Repair as needed.

4.24.3.13. Check packing glands of valves and cylinder and tighten to prevent loss of fluid, and if necessary, replace. The amount of leakage shall not exceed 1 gallon over a period of 30 days. Log all fluid replacement.

4.24.3.14. Worn or damaged equipment shall be replaced. A part shall be replaced when its condition could present a safety hazard, malfunction, or shut down prior to the next monthly visit.

4.24.3.15. All safety and electrical protective devices shall perform both electrically and mechanically at least in accordance with the manufacturer’s design criteria and the applicable ASME A17.1 and A17.2.

4.24.3.16. Remove litter, dust, oil, and other extraneous materials from machine room, machinery area hoistway, and other areas of the elevator not accessible by the general public.

4.24.3.17. Inspect hoistway and pit. Clean trash from pit and properly discard debris.

Examine plunger seals and correct excess leakage. Excess leakage is defined as more than 1 gallon of oil accumulated from one visit to the next. Clean equipment as required and lubricate per manufacturer’s recommendations.

4.24.4. MID-YEAR PREVENTATIVE MAINTENANCE INSPECTIONS

4.24.4.1. A Mid-Year Preventive Maintenance Inspection will be done once (1) a year or as recommended by the equipment manufacturer, in addition to the scheduled Regular Preventive Maintenance Inspections service listed above, perform the following:

4.24.4.1.1. Check controllers and selectors for operation in accordance with design criteria. Clean with vacuum then blower, check alignment of switches, relays, timers, contacts, hinge pins, and other controller components, adjust and lubricate.

Check all resistance tubes, grids, and associated wiring for heat damage. Damaged items shall be replaced as well as changes made to prevent reoccurrence. Check oil in overload relays settings and operation of overloads.