RFB Amendments 1 and 2.pdf

AMENDMENT NUMBER 1 – Questions/Answers November 15, 2023 Request for Bid 28400-JB Elevator Maintenance and Repair Services

Bidders shall acknowledge receipt of this Amendment, by answering the appropriate Bid Factor on Event 12995, to ensure you have read, understand, and the bid/proposal of your company is predicated upon the contents of this Amendment.

Revision to RFB 28400-JB Document Attachment 1, Cost Sheet Elevator Services, RFB 28400-JB is revised with changes noted in instructions tab.

Questions and Answers:

1. There are a number of elevators listed in the specification which contain obsolete components

(such as printed circuit boards, drives, etc.) that are no longer supported or manufactured by the OEM. Will the State permit obsolete components to be omitted from coverage under CS level coverage?

If a component fails and the elevator is out of service, with the item requiring replacement being obsolete, and the only option is to install a new attachment or feature, then the cost of the new attachment or feature is excluded from “Complete Service” and will be billable to the end-user facility. The end-user pays for the cost of the new attachment or feature (without a markup of the part cost) in addition to the hourly labor. It is the Contractor’s responsibility to repair the obsolete part at no additional cost to the end-user facility whenever economically feasible. Any additional cost must be approved and agreed upon by both parties.

2. What is the meaning of obsolescence, there has to be some sort of timeline in the age of the equipment etc. if there is a part that cannot be repaired/replaced then is it allowed to be quoted? If the equipment is completely obsolete, such as the controller are we allowed to provide a bid for a modernization?

Please see answer provided in Question #1.

3. 3.2.1.3 – Alternative language request: add “if due to the proven negligence or willful misconduct of the contractor.”

Section 3.2.1.3 is modified as follows:

“Contractor is fully liable for injury to any person at any site for which the contractor is responsible, if due to the negligence or misconduct of the contractor.”

4. 3.2.2.1 – Additional language request: “It is understood that the testing of elevator safety devices impose greater stress than normal operation thereby creating the possibility of damage to the elevator equipment and/or associated building components. Contractor will take every reasonable precaution before the tests to minimize this possibility but will not be responsible for damages to equipment or building should they occur as a direct result of required elevator testing.”

Section 3.2.2.1 is modified as follows:

“Contractor is fully liable for injury to any person, at any site they are awarded a contract through this procurement. Testing of elevator safety devices imposes greater stress than normal operation, thereby creating the potential of impairment to elevator equipment and/or associated building components. Contractor will take all reasonable precautions prior to performing these tests, assuring to be proactive to minimize the possibility of impairment to the system. The Contractor will not be responsible for damages to equipment or associated building components, should impairments occur as a direct result of the required elevator testing.”

5. Does State have job specific wiring diagrams onsite for each elevator in RFP?

Yes, all machine rooms have wiring diagrams.

6. If required for troubleshooting or programming, does the State have proprietary tools or diagnostic equipment that selected vendor could use as needed?

No.

7. 3.3.1.1 – Is a local WI number (such as 414 area code) sufficient in lieu of 1-800 toll free number? Is fax required?

Section 3.3.1.1 is modified as follows:

“Contractor must provide a phone number and email address that all designated end-user representatives may use for requesting service, inquiring about invoices, conducting contract business and general inquiries.”

8. For elevators equipped with auto-dialing phones, will the phones need to be reprogrammed to dial another number?

Yes.

9. Are there any elevators out of service currently that will be added to the maintenance service in the future?

No state agency elevators are currently out of service and planned for addition. UW campuses may have some units in this category.

10. Are there any planned elevator upgrades or modernizations within the current unit list?

Yes, Lot 22, GEF I, estimated to occur in 2025/2026 and Lot 29, Administration Building, estimated for late 2024-2025 have planned modernizations. There are likely several other modernizations planned for UW campuses that may or may not be approved or scheduled.

11. Do you happen to have the last bid results for Platteville?

Bid results from solicitation RFB #28252-MH (current contract) and 2023 pricing workbooks are posted on VendorNet:

Final Bid Abstract RFB #28252-MH Annual Elevator Prices Effective 20230701 https://vendornet.wi.gov/Download.aspx?type=contract&Id=7a0acb13-7e5b-e711-80fc-0050568c7f0f&filename=Final+Bid+Abstract+RFB+28252-MH+2017.xlsx https://vendornet.wi.gov/Download.aspx?type=contract&Id=7a0acb13-7e5b-e711-80fc-0050568c7f0f&filename=Annual+Elevator+Prices+Effective+20230701+R1.xlsx

AMENDMENT NUMBER 2 –

Additional Question/Answer, Bid Due Date Extension

November 29, 2023 Request for Bid 28400-JB Elevator Maintenance and Repair Services

Bidders/Proposers shall acknowledge receipt of this Amendment, by responding to the appropriate Bid Factor, to ensure you have read, understand, and the bid/proposal of your company is predicated upon the contents of this Amendment.

Amendment 2 contains questions that were received after the Questions and Answer period concluded.

The State identified these questions as integral to the nature of the solicitation and has elected to answer them.

1. RFB 28400-JB Document - Section 4.8, CERTIFICATES OF INSURANCE shall be removed/struck from Section 4.0 Special Terms and Conditions of Bid.

2. RFB 28400-JB Document- The following shall be added into Section 3.0 Mandatory Specifications of Bid as 3.4 CERTIFICATES OF INSURANCE as follows:

3.4 CERTIFICATES OF INSURANCE

A certificate of insurance must be provided upon contract award and provided on an annual basis to the State Bureau of Procurement and must contain Elevator Maintenance and Repair Services contract number 505ENT-M24-ELEVATORSV-00. DOA shall evaluate all insurance certificates for compliance.

Should the Contractor not provide the appropriate Certificates of Insurance within 30 calendar days of the State’s issuance of the Notice of Intent to Award, the Contractor shall be given an additional seven calendar days to comply. Should the appropriate Certificates of Insurance not be received within that time, the State reserves the right to cancel the award or contract and make another award.

The Certificates of Insurance listed in Section 3.4.1 (below) must be provided as stated herein to:

Agency name Department of Administration

Agency division, bureau Division of Enterprise Operation/Bureau of Procurement

Program manager name, title John Burnett

Agency address 101 E. Wilson St., 6th Floor

City, state & zip code Madison, WI 53703-3405

3.4.1 HIGH RISK CERTIFICATES OF INSURANCE

The following minimum insurance coverage and limits shall be required in the contract resulting from the Bid award:

Minimum Insurance Requirements:

Workers Compensation (WC): Statutory

Limits Employers Liability Each Accident $100,000 Employers Liability Disease—Policy Limit $500,000 Employers Liability Disease—Each Employee

$100,000

Commercial General Liability (CGL):

General Aggregate including Products and Completed Operations $2,000,000 Each Occurrence $1,000,000

Automobile Liability:

Combined Single Limit $1,000,000 Professional liability (Errors & Omissions) Each Occurrence or claim $2,000,000

3.4.1.1 All policies shall be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A-, and signed by an authorized agent.

3.4.1.2 The vendor shall add the “State of Wisconsin, its officers, employees and agents” as an additional insured under the commercial general liability and auto liability for primary and non-contributory limits.

3.4.1.3 For Auto Liability, General Liability, and Workers’ Compensation insurance the vendor shall provide a waiver of subrogation on behalf of the State of Wisconsin, its officers, employees and agents. If the insurance carrier requires additional insured status to be added by endorsement, a copy of that endorsement must be included with the certificate of insurance.

3.4.1.4 The Contractor shall provide DOA with a certificate of insurance indicating that the required coverage is in place prior to commencement of any work under the contract.

3.4.1.5 DOA reserves the right to require higher or lower limits where warranted.

3.4.1.6 The insurer will provide the State 30 calendar days written notice in the event of cancellation or material change in the coverage or limits.

3.) RFB 28400-JB SECTION 6.1 CALENDAR OF EVENTS

Revised Bid Due Date:

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

October 27, 2023, 1:00 PM CDT Date of Issue of the RFB.

November 3, 2023, 5:00 PM CDT Date Questions Due November 9, 2023, 5:00 PM CST Responses to Questions Posted to VendorNet, Estimated November 30, 2023, 2:00 PM CST Bids Due from Bidders December 7, 2023, 2:00 PM CST Bids Due from Bidders December 14, 2023 Anticipated Award Date January 1, 2024 Contract Start Date

4.) RFB 28400-JB Attachment 1: Revision Cost Sheet Elevator Services, RFB 28400-JB REV 3 with changes noted in instructions tab.

5.) RFB 28400-JB - Attachment 4 – Sample Contract added requirement as detailed in Question 2, of this Amendment 2, added 3.4 CERTIFICATES OF INSURANCE requirements to Item 12. Contractor’s Insurance.