RFI_DGS_ANN_COMPREHENSIVE_ELEVATOR_MAINTENANCE_POSTED.pdf

Version 2. 01/10/2024

Office of State Procurement Department of General Services

REQUEST FOR INFORMATION (RFI)

RFI NUMBER: BPM043914

Issue Date: Monday, April 25, 2024

Annapolis Public Buildings and Grounds Comprehensive Elevator Maintenance

STATE OF MARYLAND

OFFICE OF STATE PROCUREMENT

DEPARTMENT OF GENERAL SERVICES

RFI KEY INFORMATION SUMMARY SHEET

Request for Information: Annapolis Public Building and Grounds Comprehensive Elevator Maintenance

Solicitation Number: BPM043914

Solicitation Type: Request for Information

RFI Issue Date: April 26, 2024

RFI Issuing Office: Department of General Services

Procurement Officer: Jessica Knott

301 W. Preston Street Baltimore, MD 21032

410-767-7064 jessica.knott@maryland.gov

Closing Date and Time: May 10, 2024; 11PM Eastern Standard Time

Responses are to be submitted online only at eMarylandMarketplace Advantage emma.maryland.gov mailto:jessica.knott@maryland.gov

CONTENTS OF THIS SOLICITATION PACKAGE

Section A General Information Attachment 1 Response

Attachment 2 Specifications/Requirement Documents

SECTION A

GENERAL INFORMATION

REQUEST FOR INFORMATION

BPM043914

A. OBJECTIVE:

a) The purpose of this Request for Information (RFI), which is not a solicitation to procure, is a means of conducting market research to identify capable parties having an interest in the Annapolis Public Building and Grounds Comprehensive Elevator Maintenance procurement and to increase the likelihood of increased socioeconomic inclusion. This Annapolis Public Building and Grounds Comprehensive Elevator Maintenance RFI is in addition to any formal forthcoming virtual pre-bid conference that would occur after the procurement solicitation posting once a date is determined.

b) The requirements stated in this RFI may not accurately reflect those which may be contained in a Request for Proposal, Invitation for Bid, Purchase Order RFP, Task Order RFP or other procurement vehicle. This issuance does not constitute a commitment to issue a request for bids, award a contract, or pay any costs incurred in preparation of a response to this request. Furthermore, the Department of General Services requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

c) Any information received in response to this RFI will assist DGS in collecting information that may be used at a future date for a solicitation. A submission in response to this RFI does not guarantee that the respondent will be included in any subsequent procurement. Likewise, a non-submission in response to this RFI does not preclude a recipient or vendor from inclusion in any future procurement.

d) As part of DGS efforts to gather this information, DGS may schedule information sessions as it determines necessary with participants or others. The purpose of these sessions is strictly information gathering. This is not a procurement activity and will not result in an evaluation or a purchase.

e) DGS intends on subsequently soliciting and awarding a Fix Firm Pricing contract for Comprehensive Elevator Contract. The term of the contract is a three (3) year Period of Performance anticipated to commence on September 1, 2024. It is anticipated that the contract will be for multiple years and contain renewal options of Two (2), one (1) year options.

f) The contract award may be by a single award for the entire Annapolis Public Buildings and Grounds Region, however, the makeup of this has not been determined at this time. DGS would like to logically break this requirement up to increase the likelihood of being able to designate one or more portions of this requirement as a Small Business Preference (SBP) Procurement, and to allow for the maximum opportunity for Minority Business Enterprise (MBE) and Veteran Small Business Enterprise (VSBE) utilization at both the prime and subcontracting-levels.

B. BACKGROUND

a) The intent of this RFI is to gauge the potential opportunities for MBE/SBR participation regarding a future solicitation for a Firm Fixed Price Maintenance Contract for Annapolis Public Buildings and Grounds.

b) DGS Office of Facilities Management is currently under contract for these services.

c) Any solicitation resulting from this RFI shall require Elevator Preventative and Routine Maintenance, Testing, and Repair for The Annapolis Public Buildings and Grounds. This includes ALL labor, materials, parts, supervision, equipment, tools, insurance, permits, etc. necessary to provide repairs, adjustments, emergency services, preventive maintenance, routine maintenance, testing, and personnel extraction services on elevators, chairlifts, and dumbwaiters at the Annapolis Public Buildings and Grounds on a 24/7 basis. In addition, Contractor will secure proper certification for elevators, chairlifts, and dumbwaiters where applicable. Contractor will maintain annual certification.

C. INSTRUCTIONS

a) This information is for internal planning purposes only. Responses will not be used to evaluate firms.

b) In order to facilitate an expedited review and response period, the Office of State Procurement is requesting that vendors structure their responses to match the order and number sequence provided below. Wherever possible, please duplicate the tables shown. Responses in Microsoft Word, 11pt font, Times New Roman are strongly preferred. The page limit for this response is three (3) pages.

c) Respondents should give specific attention to the identification of those portions of its response which it considers confidential, proprietary, commercial information, or trade secrets, and provide justification why such materials, upon request, should not be disclosed by the State under the Public Information Act, Title 4 of the General Provisions of the Annotated Code of Maryland. Respondents are advised that, upon request for this information from a third party, the Procurement Officer will be required to make an independent determination regarding whether the information may be disclosed.

d) Responses are to be submitted via eMaryland Marketplace Advantage no later than Monday, May 6, 2024; 5pm Eastern Time. While this date is the cutoff for submissions, it is preferred Contractors submit their information as soon as completed and not wait until the deadline. Submission prior to the deadline will assist the State in expediting the review process.

e) Attachment 2 – Annapolis Public Buildings and Grounds Comprehensive Elevator Maintenance Specifications are for informational purposes only and are subject to change.

REQUEST FOR INFORMATION

BPM043914

ATTACHMENT 1 - RESPONSE

A) Contractor Contact Information:

Company Name Address Email Address Website Address Telephone Number Authorized Representative: (Name, Phone and email) responsible to disseminate requested information.

Satellite/Branch Office Locations

B) Socioeconomic Information: MBE/VSBE/SBR:

MBE

VSBE

SBR:

C) Please fill out the checklist below based on your firm’s (including any anticipated team subcontractors) capabilities. Only check the box if you believe you can meet all the requirements outlined in the attached Specifications. Contractors may not have the organizational/staff capability to provide performance coverage in all areas, therefore please indicate your capabilities.

1. Contractor(s) shall respond and report to the location specified in the Repair request, within one (1) hour, during the work week Monday through Friday 7:30am to 5:00pm. Respond within two (2) hours at all other times and holidays except for emergencies. See Locations in ATTACHMENT 2 – Annapolis Public Buildings and Grounds Comprehensive Elevator Maintenance

2. Please provide tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability within the Annapolis Public Buildings and Grounds locations you indicated above. If there is a particular task outlined in the Statement of Work that hinders you from being able to cover a particular zone or region, please provide this information in your statement.

3. Please provide prior experience of projects of similar scope and magnitude. Describe no more than three (3) projects relating to the work areas outlined in the attached specifications that have been completed within the past five (5) years.

4. The Contractor shall perform all preventative and routine maintenance work during normal working hours, 7:30 am to 4:00 pm, Monday – Friday, except during Maryland State observed holidays. Any exception to these hours must be arranged in advance and approved by the Superintendent or Designee.

5. The Contractor shall assign an on-site technician to the complex for the months the General

Assembly in convened (January through Mid-April), the on-site technician shall remain on site until 10:00pm on Monday evenings, Saturday Session and/or other evenings that maybe designated as late session nights. The on-site technician shall be present Monday through Friday from 7:30am to 4:00pm. (Approximately 48 hours per week during Maryland Session). Schedules may be coordinated with the Contractor and Superintendent or Designee. The costs for this provision are to be included in the Contractor’s bid. The Contractor shall provide an on-site technician, Post Session, during the hours of 7:30am – 4:00pm, Monday through Friday.

6. When repair services are requested by the Superintendent or Designee by email, or telephone, the Contractor shall respond and report to location within one (1) hour, during the work week Monday through Friday 7:30am to 5:00pm. Respond within two (2) hours at all other times and holidays except for emergencies.

a.

Project Examples Project 1 Project 2 Project 3 Project Title Firm(s) performing the work

Location Dollar Value of the Contract

Contract Type Performance based (Yes or No)

Business owner for which the work was performed, with a reference and contact information

General description of work to demonstrate relevance to the

SOW

Tasks self-performed

Tasks that were subcontracted

7. General Questions.

a. Is there anything unduly restrictive about the draft specifications that would prevent your company from being able to compete?

b. What part of this requirement do you believe could be subcontracted out to increase MBE/VSBE participation (and why)?

c. What do you believe MBE/VSBE goals should be for this requirement, by region/county (and why?

i. As the prime, how would you go about subcontracting this work or breaking it up to achieve these goals?

ii. Are there any Annapolis locations that you believe can be designated as SBR (and why?)

iii. Are there any other items you believe that The Department of General Services, Office of State

Procurement should consider before finalizing the specifications and soliciting?

SECTION 2 – MINIMUM QUALIFICATIONS

2.1 Bidder Minimum Qualifications

The Bidder must provide proof with its Bid that the following Minimum Qualifications have been met (see also Section 4):

Unless stated elsewhere in the IFB, the minimum qualifications for award for this solicitation are as follows:

2.1.1 Prior to submitting a bid for the work covered by the specifications for this solicitation, the successful Bidder must have: a) a minimum of three (3) consecutive years of its entity being formed and in business; and b) a minimum of three (3) complete and consecutive years, within the last ten (10) years of successful Elevator Maintenance and Service performance comparable in scope, type, size, magnitude, and complexity as required in this IFB. The Bidder must provide three (3) references that can substantiate this experience timely upon the request of the Procurement Officer.

The Bidder shall submit online with the bid response on the Company Profile (Attachment S) a minimum of three (3) references of companies or organizations for which the Bidder provided services in scope, type, size, magnitude and complexity comparable to those specified in the Scope of Work. Each reference shall be from a client for whom the Bidder has provided services within the past ten (10) consecutive years and shall include the following information:

2.1.2 Each reference must include:

a. Name and complete address of business or company

b. Name of the contact person, email address, and current phone number

c. Term and length of each contract

d. Size and type of facility (square footage)

e. Type of services provided

f. Names of supervisory personnel who will perform under the contract, specifying the length and type of experience of each such personnel

g. Contract value

The Department reserves the right to request additional references or utilize references not provided by a Bidder.

2.1.3 Upon request, The Contractor shall submit documentation qualifying the Supervisor responsible for overseeing this scope of work detailed in this Invitation for Bid, a resume, background clearance, and three (3) client references. These documents must reflect at least two (2) years of experience, with Elevator Services Supervision, for services of that type of size of this IFB.

2.1.4 List of Current or Prior State Contracts: (References used to meet any Bidder Minimum Qualifications in Section 2.1.1 may be used to meet this request.

Provide a list of all contracts with any entity of the State of Maryland for which the Bidder is currently performing services or for which services have been completed within the last five (5) consecutive years. For each identified contract, the Bidder is to provide:

a. The State contracting entity;

b. A brief description of the services provided;

c. The dollar value of the contract;

d. The term of the contract;

e. The State employee contact person (name, title, telephone number, and, if possible, e-mail address); and

f. Whether the contract was terminated before the end of the term specified in the original contract, including whether any available renewal option was not exercised.

Information obtained regarding the Bidder’s level of performance on State contracts will be considered as part of the responsibility determination by the Procurement Officer.

2.1.5 Qualifications of Bidders and Determination for Responsibility / Communication

The bidder/contractor must provide a reliable means of contact throughout the responsibility determination and throughout the execution of any contract. Failure to respond to any contact (phone, email, fax, letter, etc.) by the Procurement Officer or designee within 24 hours will jeopardize a Bidder’s determination of responsibility and the bid may be rejected.

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SECTION 3 – SCOPE OF WORK

3.1 Background and Purpose

3.1.1 The Department of General Services (DGS) is issuing this Invitation for Bids (IFB) in order to procure the services defined in this Section 2, as specified in this IFB, from a contract between the successful bidder(s) and the Department of General Services. Elevator Preventative and Routine Maintenance, Testing, and Repair for The Annapolis Public Buildings and Grounds. This includes ALL labor, materials, parts, supervision, equipment, tools, insurance, permits, etc.

necessary to provide repairs, adjustments, emergency services, preventive maintenance, routine maintenance, testing, and personnel extraction services on elevators, chairlifts, and dumbwaiters at the Annapolis Public Buildings and Grounds on a 24/7 basis. In addition, Contractor will secure proper certification for elevators, chairlifts, and dumbwaiters where applicable. Contractor will maintain annual certification.

3.1.2 It is the State’s intention to obtain goods and services, as specified in this IFB, from a Contract between the selected Bidder and the State.

3.1.3 The Department of General Services intends to make a single award for the work under this IFB.

See IFB Section 4.9 Award Basis for more Contract award information.

3.1.4 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

3.1.5 Maryland State and local entities as defined in Finance and Procurement §13-110(a) and nonprofit entities within the State of Maryland may purchase from the Contractor goods or services covered by the Contract at the same prices chargeable to the State. All such purchases by non-executive branch entities, non-State governments, government agencies or nonprofit entities:

Shall constitute Contracts between the Contractor and that entity;

Shall not constitute purchases by the State or State agencies under the Contract;

Shall not be binding or enforceable against the State; and

May be subject to other terms and conditions agreed to by the Contractor and the purchaser.

3.1.6 All Contract prices, terms, and conditions must be provided to any Maryland local government or nonprofit entity requesting services under the Contract. The Contractor bears the risk of determining whether or not a government, agency or organization with which the Contractor is dealing is a state entity.

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3.2 Scope of Work - Requirements

It is the States intention to obtain Elevator Preventative and Routine Maintenance, Testing, and Repair for The Annapolis Public and Grounds Buildings, for services on elevators, chairlifts, and dumbwaiters, as specified in this IFB, from a Contract between the selected Bidder and the State for a term of Three (3) years, with two (2), one (1) year renewal options.

3.2.1 Project Goals

3.2.1.1 Annapolis Public Buildings and Grounds Locations and Elevators, the Contractor shall provide services specified under the specifications of this IFB.

Calvert Street Garage 19 St. Johns Street

ST #5534 Virginia Controls Hydraulic (Basement) Passenger ST #5535 Virginia controls Hydraulic Passenger

Central Services Building 29 St. Johns Street

ST #1127 Dover Hydraulic (Basement) Passenger ST #1128 Dover Hydraulic (Basement) Freight

James Senate Building 110 College Avenue

ST #1007 Virginia Controls Drum (Basement) Passenger ST #1008 Virginia Controls Drum (Basement) Passenger ST #1707 Virginia Controls Hydraulic (Overhead) Passenger (Tunnel) ST #5007 Porchlift Hydraulic (Basement) Chairlift

Miller Senate Building 11 Bladen St, Annapolis, MD 21401

ST #3042 Virginia Controls Hydraulic (Roped) Passenger ST #3041 Virginia Controls Hydraulic (Roped) Passenger ST #3043 Virginia Controls Hydraulic (Roped) Passenger ST #3044 Hydraulic (Roped) Hydraulic (Roped) Passenger ST #3045 Virginia Controls Hydraulic (Roped) Passenger

Lowe House Office Building / Taylor House Office Building (Connected Buildings known as House of

Delegates) 6 Bladen St, Annapolis, MD 21401

ST #1192 Standard Traction Overhead Passenger ST #1193 Standard Traction Overhead Passenger ST #1194 Standard Traction Overhead Passenger ST #5510 Virginia Controls Hydraulic (Basement) Passenger

ST #5511 Virginia Controls Hydraulic (Basement) Passenger ST #5512 Virginia Controls Hydraulic (Basement) Freight

Annapolis Data Center 108 Carroll Street, Annapolis MD 21401

ELEVATOR MAKE TYPE OPERATION

ST #1765 Dover Hydraulic (Basement) Passenger ST #1766 Dover Hydraulic (Basement) Passenger ST #1791 Sew-Euro Drive Traction Freight

Revenue Administration Department Building 110 Carroll Street, Annapolis, MD 21401

ST #1401 Motion Controls Traction (Basement) Passenger ST #1402 Motion Controls Traction (Basement) Passenger ST#1403 Motion Controls Traction (Basement) Passenger ST #1404 Motion Controls Traction (Basement) Freight

Attman-Glazer Building 45 Calvert Street, Annapolis, MD 21401

ST #6034 Tak-22 Hydraulic (Basement) Passenger ST #6035 Tak-22 Hydraulic (Basement) Passenger ST #1887 Tak-22 Hydraulic (Basement) Freight

Goldstein Treasury Building 80 Calvert Street, Annapolis, MD 21401

ST #1004 General Traction (Basement) Passenger ST #1005 General Traction (Basement) Passenger ST #1006 Amtech Hydraulic (INACTIVE) Freight

Maryland State House 100 State Circle, Annapolis, MD 21401

ELEVATOR MAKE TYPE OPERATION

ST #1001 Otis Traction (Overhead) Passenger ST #1002 General Traction (Overhead) Passenger

Government House Also referred to as "The Mansion or Governor's

Mansion" 110 State Circle, Annapolis, MD 21401 ST NONE Energy Traction Overhead Dumbwaiter ST #1508 Sedgwick Traction Passenger

Historic Annapolis Post Office Building 1 Church Circle, Annapolis, MD 21401

ST# 6001 Thyssen Krupp Hydraulic (Basement) Passenger Wineland Building

16 Francis St, Annapolis MD 21401 ST #1462 Elevator

Engineering Hydraulic (Basement) Passenger

Archives / Hall of Records 350 Rowe Blvd, Annapolis, MD 21401

ELEVATOR MAKE TYPE OPERATION

ST #1503 U.S. Hydraulic (Basement Passenger ST #1504 U.S. Hydraulic (Basement) Passenger ST #1460 U.S. Hydraulic (Basement) Passenger / Freight ST #1547 D.A. Matot Inc. Drum Overhead Dumbwaiter

Tawes State Office Building 580 Taylor Ave, Annapolis, MD 21401

ST #1146 Armor Hydraulic (Basement) Freight ST #1840 Cemco Hydraulic (Basement) Passenger ST #1100 Virginia Controls Traction (Basement) Passenger ST #1142 Virginia Controls Traction (Basement) Passenger ST #1143 Virginia Controls Traction (Basement) Passenger ST #1144 Virginia Controls Traction (Basement) Passenger ST #1145 Virginia Controls Traction (Basement) Passenger

Community Place 100 Community Place, Annapolis, MD 21032

ST #1823 Dover Hydraulic (Basement) Passenger ST #1824 Dover Hydraulic (Basement) Passenger ST #1825 Dover Hydraulic (Basement) Passenger

3.2.2 State Staffing and Roles

3.2.2.1 DGS shall assign a Contract Monitor to administer the day-to-day functions and communications between DGS and the Contractor. DGS shall submit the name and phone number of the respective Contract Monitor or Designee to the Contractor as well as other management personnel that may have authority to request work and information.

3.2.2.2 The Superintendent or Designee shall decide all questions, which may arise under the

Contract, including but not limited to the quality and acceptability of materials furnished, work performed, and the manner of performance and rate of progress of the work. In addition to the Contract Monitor, the Superintendent, or their Designee for each DGS facility as required will provide oversight and direction to the Contractor. The Contractor, during their work under this contract, is responsible for maintaining continuous communications and coordination with DGS.

3.2.3 Responsibilities of the Contractor

THIS IS A FULL-SERVICE MAINTENANCE CONTRACT

3.2.3.1 As a Maryland licensed “Elevator Contractor” through Dept. of Labor and Licensing, the Contractor shall visit the sites required and shall perform all necessary adjustments and service requirements as indicated on the Contractor’s elevator checklist ASME A17. 1- 2010, Safety Code for Elevators and Escalators.

3.2.3.2 The Contractor shall, upon notification from DGS, provide preventive maintenance and repairs to comply with any violation(s) issued by the Department of Labor, (DOL) and recommendation(s) of corrective action from the third-party elevator inspection provider.

3.2.3.3 Any portion existing items that are repaired or replaced shall confirm to the standards of the American Society of Mechanical Engineers (ASME) A17.2.1-1996 Inspectors’ manual for Electric Elevators, ASME A17.1-1996 Safety Code for Elevators and Escalators, and American Society of Manufacturing Engineers A17.3-1996 Safety Code for Existing Elevators and Escalators. The Contractor shall use new replacement parts as recommended by the elevator manufacturer. DGS will not accept after market or reconditioned parts as replacement parts.

3.2.3.4 At no additional cost to DGS, the Contractor shall be required to attend Contract status meetings that will be held quarterly or as needed as determined by the Superintendent, or Designee. The meetings may be held at and agreed upon DGS facility, by teleconference or virtually via web-based platforms.

3.2.3.5 Before work is started, the Contractor shall arrange with the Superintendent or Designee a sequence of procedure, means of access, space for storage of materials and equipment, and the use of entry areas, elevators, and stairwells.

3.2.4 Required Services References

3.2.4.1 All work shall confirm to ASME A 17.1 of the American Society of Mechanical Engineers of Elevators, Dumbwaiters, Escalators, and Moving Walkways, A 17.2 American Standard Practice for the Inspection of Elevators, Inspectors Manual, and the National Fire Protection Associated (NFPA) Code. The importance of the elevators covered by these specifications demands that each be maintained in a satisfactory and safe operating condition in accordance with the requirements of these specifications and be kept and capable of providing their initial maximum capacity, speed, and performance.

DGS reserves the right to make such tests when advisable to ascertain that the requirements of these conditions are being fulfilled.

3.2.4.2 Unless modified or otherwise distinctly specified, all required materials, design, clearances, definitions, construction, workmanship, and tests shall conform to the requirements of the stringent applicable provisions of the latest National Fire Protection Association Code (NFPA) 72 edition of the standards and authorities, adopted by the local enforcing authority, including any revisions and changes made to the following:

i. Inspectors’ Manual for Electric Elevators – ASME A17.2.1

ii. Inspectors' Manual for Hydraulic Elevators – ASME A17.2.2

iii. Qualifications of Elevator Inspectors – QEI-1

iv. National Electrical Code – ANSI/NFPA 70

v. National Fire Alarm Code - ANSI/NFPA 72

vi. Requirements of the local fire authority

vii. Requirements of Building Officials Code Administrators International (BOCA) National Building Code and any other applicable code, ordinance, or law within the governing jurisdiction.

viii. National Electrical Manufacturers Association (NEMA)

ix. Underwriters Laboratories Inc. (UL)

x. Safety Code for Elevators ASME A17.1 as adopted by the local enforcing authority including errata, interpretations, and revisions.

3.2.5 Initial Elevator Inspection and Deficiency Report

3.2.5.1 Within thirty (30) calendar days after the Contract start date, the Contractor shall complete inspections of all elevators identified in this IFB.

3.2.6 Identifying Deficiencies that Require Corrective Action

3.2.6.1 The purpose of these inspections is to identify all existing deficiencies that require corrective actions. The inspections of all equipment and the preparation of a deficiency report shall be performed as part of this Contract without additional charge to the State. The inspections shall include:

i. An evaluation of the current operating performance levels of each elevator.

ii. An analysis of each elevator to note maintenance deficiencies that need to be improved to result in proper operating conditions.

iii. A complete examination and evaluation of all elevators will determine the required level of maintenance and repair needed for maximum safety and efficiency of operation for the term of the contract.

iv. Survey all elevators to determine if each complies with the American with Disabilities Act. (ADA)

v. Provide visual documentation (pictures) of all recommended corrective actions required to bring all elevators up to maximum operating level to include any code deficiencies that might exist.

vi. A list of other recommendations that would improve the operating levels of all the elevators.

3.2.7 Completion of Inspections

3.2.7.1 After completing the inspections of all elevator equipment covered under this Contract, the Contractor shall prepare and submit a deficiency report with visual documentation to the Superintendent or Designee. This report shall identify any deficiencies found for each elevator separately, by elevator number, i.e. (ST- 1449). For each elevator, detail the corrective actions and/or repairs needed to resolve each deficiency and include a detailed cost proposal for each item. The cost proposal shall separate part costs from labor costs. DGS reserves the right to competitively bid on any or all specified repairs. The quoted “corrective action” repair prices contained in the proposal shall remain firm for a period of one hundred twenty (120) calendar days after submission.

3.2.7.2 The Superintendent, or Designee will evaluate the Contractor’s deficiency report for accuracy. The DGS Superintendent may determine that some of those deficiencies can be accomplished through routine preventative maintenance (“PM”) and paid at the PM listed rates on the Contractor's Bid Worksheet. No additional monies will be paid to the Contractor when PM procedures are utilized to correct deficiencies.

3.2.7.3 It is the intent of this Contract to allow for remaining deficiencies to be corrected by the issuance of a work order. The decision whether to move forward with the work will be determined by the Superintendent or Designee, based upon the acceptability of the Contractors estimated proposal. Should DGS elect to have the Contractor correct acknowledged deficiencies, the Contractor shall invoice for the actual work performed, which may differ from the original estimate/quotation submitted, at the labor rate(s) shown on the Contractor’s Bid Worksheet, and Parts shall be reimbursed at the Contractor's cost with ten percent (10%) added for markup upon presentation of paid invoice. The Contractor shall submit with invoices, visual documentation before and after work completion.

3.2.7.4 DGS reserves the right to have any deficiencies corrected by others through a competitive bid process if the cost proposal is deemed excessive.

3.2.7.5 Should the Contractors inspection disclose any deficiencies which present a hazard, the hazard shall immediately be brought to the attention of the Superintendent or Designees, verbally and immediately repaired to a non-hazardous status. A written report detailing the inspection details and corrective action(s) taken must be provided to the Superintendent or their Designee within one (1) working day.

3.2.7.6 Should the Contractors’ inspection disclose any deficiencies which present a hazard, the hazard shall immediately be brought to the attention of the Superintendent or Designees, verbally and immediately repaired to a non-hazardous status. A written report detailing the inspection details and corrective action(s) taken must be provided to the Superintendent or their Designee within one (1) working day.

3.2.8 Work Hours

3.2.8.1 The Contractor shall perform all preventative and routine maintenance work during normal working hours, 7:30 am to 4:00 pm, Monday – Friday, except during Maryland State observed holidays. Any exception to these hours must be arranged in advance and approved by the Superintendent or Designee.

3.2.8.2 Overtime for weekend and holiday repair work shall be coordinated and approved by the Superintendent, or designee prior to the start of the overtime work.

3.2.8.3 The Contractor shall obtain written approval from the Building Manager or designee prior to performing work outside the normal working hours identified above. If such approval is granted, all work shall be performed in accordance with the amounts on the Contractor’s Bid Worksheet.

3.2.8.4 The Contractor shall schedule work at the appropriate time for the services that are required (e.g., freezing weather). The contractor shall recognize the critical nature of completing all required services in a timely manner; however, work hours may be adjusted in consideration of inclement weather. Any work performed outside of Business hours must be pre-approved by the Superintendent or designee. The Contractor shall schedule weather-delayed services as soon as appropriate and shall monitor weather conditions to adjust schedules to complete work without causing impairments to operations. The Superintendent or designee shall be notified of all modifications to the routine schedule and shall approve such modifications during emergency services.

3.2.9 State Observed Holidays

i. New Year’s Day

ii. Martin Luther King, Jr. Day

iii. Presidents Day

iv. Memorial Day

v. Juneteenth National Independence Day

vi. Independence Day

vii. Labor Day

viii. Columbus Day

ix. Presidential Election Day

x. Veteran’s Day

xi. Thanksgiving Day

xii. Christmas Day

3.2.9.1 The above Holidays are typical and subject to change on an annual basis. The

Contractor will not be permitted to perform any work related to this contract on State Holidays, unless the work is emergency related, and it’s approved by the Superintendent or designee in advance.

3.2.10 On-Site Technician Requirements

3.2.10.1 The Contractor shall assign an on-site technician to the complex for the months the General Assembly in convened (January through Mid-April), the on-site technician shall remain on site until 10:00pm on Monday evenings, Saturday Session and/or other evenings that maybe designated as late session nights. The on-site technician shall be present Monday through Friday from 7:30am to 4:00pm. (Approximately 48 hours per week during Maryland Session).

Schedules may be coordinated with the Contractor and Superintendent or Designee. The costs for this provision are to be included in the Contractor’s bid.

The Contractor shall provide an on-site technician, Post Session, during the hours of 7:30am – 4:00pm, Monday through Friday.

3.2.11 Repair Services Requirements

3.2.11.1 Repair Services work is defined as unscheduled work found because of Preventative Maintenance by the Contractor or found by DGS, which requires immediate action to restore equipment or system operations to correct mechanical problems that will cause imminent interruptions.

3.2.11.2 The Contractor shall provide all labor, supervision, materials, replacement parts, supplies, tools, equipment, transport, permits, expenses, and all incidental items for all repairs, replacements, and adjustments necessary to maintain the operation and condition of the equipment provided under this Contract, in accordance with the requirements of the NFPA 72 Code and the Specification. All labor and parts supplied shall be compensated in accordance with the Bid worksheet form.

3.2.11.3 When repair services are requested by the Superintendent or Designee by email, or telephone, the Contractor shall respond and report to location within one (1) hour, during the work week Monday through Friday 7:30am to 5:00pm. Respond within two (2) hours at all other times and holidays except for emergencies.

3.2.11.4 When performing repairs, the Contractor shall replace all parts necessary to restore equipment to complete operational services. When making repairs, the most cost-effective repair method shall always be utilized. DGS reserves the right to request to give prior approval for costs submitted by proposal for additional repairs to be approved in advance in writing by DGS. Any work found to be non-compliant with the DOL Codes or Contract requirements may be rejected and may be corrected by DGS at the Contractor’s expense.

3.2.11.5 Unless otherwise authorized by the Superintendent, or Designee, the Contractor shall complete all repairs withing 24 hours (1 day) from the time an elevator is removed from service for repairs. All repairs shall continue until the elevator is back in operation.

3.2.11.6 If the repairs cannot be c completed within 24 hours (1 day), the Contractor shall notify the Superintendent or Designee during the 24-hour (1 day) period. The Contractor maybe granted and additional 24 hours (1 day) to complete the repair.

3.2.11.7 The following schedule shall be considered maximum shut down times allowed on non-emergency repairs:

Non-emergency repairs – completion shall be within 24 hours (1 day)

i. Replace relay coils

ii. Replace relays

iii. Replace door interlocks

iv. Replace door gibs

v. Door operator repair

3.2.11.8 Should any elevators be out of service beyond the time specified, DGS reserves the right to pro-rate the hourly maintenance cost of that elevator and deduct it from the monthly invoice.

3.2.11.9 Under no circumstances shall equipment shutdown or system failure that results in loss of essential service exceed 48 hours, unless approved by the Superintendent. The inability to obtain parts, supplies, or lack of qualified personnel, special technical or engineering expertise service may not be considered reasons to extend this period. In the event the Contractor fails to meet the applicable service response requirement(s) for a repair request, the Superintendent may utilize another Contractor to perform the services, can charge the difference to the awarded Contractor.

3.2.11.10 In the event repairs cannot be complete within 72-hour (3 day) timeframe, after the 48-hour (2 day) timeframe specified above, the Contractor shall submit the Superintendent or Designee a written explanation on Company Letterhead, explain the reason(s) for the delay(s) and when DGS can expect the repairs to be completed and how delays can be prevented in the future. In addition, the Contractor is to submit a proposal to the Superintendent or Designee detailing a description of the work to include breakdown of labor hours and materials.

3.2.11.11 The Superintendent is authorized to waive the 72-hour (3 day) requirement, in which case the Contractor shall be notified in writing of the new date by which the repairs must be completed. In the absence of documented and accepted extenuating circumstances justifying the failure to meet the required response/restoration times, the Contractor shall be assessed Liquidated Damages at the rate of $150 per day for elevator, chairlift, or dumbwaiter outages.

3.2.11.12 Thes rates have been calculated utilizing the cost of personnel assisting, guiding, escorting in lieu of available equipment. DGS reserves the right to exercise non-payment of the monthly invoice when the Contractor does not respond in accordance with and according to these contractual obligations. DGS must be notified of potential service delays, so that the non-payment may be waived.

3.2.11.13 In the event of repetitive failures, DGS reserves the right to assess liquidated damages. A repetitive failure shall be defined as multiple shutdowns or events occurring on the same elevator for the same reason, and at a rate equal to or greater than three (3) failures in 72 hours (3 days). This shall not include shutdowns or events due to vandalism, misuse, acts of God or where service was not requested by DGS. Liquidated damage shall be assessed at $150.00 per elevator per day for each affected day. This rate has been calculated utilizing the overall contract value divided by the number of elevators.

3.2.11.14 Liquidated damages are not accessed as a penalty, but as an agreed to liquidated damages amount for each failure to complete elevator and chair lift repairs withing 72 hours (3 days) time frame specified above.

3.2.11.15 DGS Facilities will remain open for business during the performance of service work under this Contract. The elevator Contractor shall ensure that all appropriate signs, barriers, etc., are posted and/or in place to keep all buildings occupants aware of all work activities. Such signs, barriers, etc., shall be approved in writing by the Superintendent or Designee.

3.2.12 Repair Services Requirements

3.2.12.1 The Contractor shall fully integrate into DGS Computerized Maintenance Management System (CMMS) and be responsible for purchasing and maintaining, at a minimum, one Professional License of current CMMS software for the duration of the contract. Currently, DGS uses eMaintenance (eMaint) as its CMMS. The current estimated cost per user per year is $1,020.00. This license must be purchased from eMaint using DGS eMaint Customer Success Manager Contact. Contractor shall provide a shared email account that will be monitored

365/24/7. Contractors shall attend training provided by the DGS CMMS Department within 30 days after receiving the CMMS credentials. The Contractor shall maintain a complete, orderly written record of all service calls and repairs, and provide a copy of this Service Ticket to the Building Manager or Designee. The Service Ticket shall include the following:

i. Date, Time of Service, and length of service

ii. Names of technicians on site during work, including the time of service per tech

iii. Building address.

iv. Elevator serial number or identification number.

v. Reported problem.

vi. Corrective measures taken to eliminate all problems or to follow-up.

vii. Signed by the Contractor and the Building Manager or Designees.

viii. Repair Service Records Requirements

ix. Before and after pictures (visual documentation) of work being completed

3.2.12.2 The Contractor shall maintain an accurate and complete log of all work performed under this Contract. This includes repairs, routine preventive maintenance, and annual maintenance inspections.

3.2.12.3 The Contractor shall maintain and as-build record of all elevator system modifications. This record shall be delivered to the Superintendent, or Designee withing thirty (30) calendar days after the completion and written acceptance of work by DGS.

3.2.12.4 DGS reserves the right to conduct a field visit to verify the Contractor’s service records. The Contractor shall keep an approved copy of all work schedules on display on the respective elevator machine rooms. The schedules shall be maintained throughout the year and used as a guide to correspond with the PMs and Inspection Requirements in the Contract, and with the elevator checklist checked off the Contractor’s technician who shall print their names to the checklist indicating when scheduled PMs and inspections are performed.

3.2.13 Outages, Permits, and Licenses

3.2.13.1 Requests for utility outages shall be made in writing to the Superintendent or Designee at least five (5) workdays in advance of the time required. Each request shall state the area involved, the approximate duration of the outage, and the nature of the work being performed.

3.2.13.2 The Contractor shall obtain all the required permits and licenses prior to performing any work.

3.2.14 Delivery and Storage Requirements

3.2.14.1 The Contractor shall obtain written approval from the Superintendent or Designee on all delivery procedures to include locations of the deliveries and time periods when delivery can occur.

3.2.14.2 DGS is not responsible for the safekeeping/security of the Contractors equipment or materials on site. The Contractor shall ensure that all its items are always properly secured during and after working hours.

3.2.14.3 The Contractor shall coordinate all deliveries; such that it has a company representative on site to receive them. DGS will not accept any deliveries on behalf of the Contractor.

3.2.14.4 DGS will not reimburse for any shipping, handling, and/or freight costs, unless otherwise approved by DGS.

3.2.15 Execution of Work Requirements

3.2.15.1 The Contractor’s work shall not have any negative impact on any DGS operations or any of its other Contractors. DGS will accommodate the Contractor as much as possible to ensure that its work effort is not adversely affected. The Contractor shall immediately advise the Superintendent or Designee in writing of any circumstances that is impeding its progress on a project.

3.2.15.2 The Contractor shall make prior arrangements with the Superintendent or Designee for access to the facilities for performance of the service and to validate all work required.

3.2.15.3 At no additional cost to DGS, a pre-performance meeting may be held between the Contractor and the Superintendent or their Designee(s) prior to the start of any installation work, if required. The meeting will be coordinated by the Contract Monitor or Designee.

3.2.15.4 The Contractors’ personnel may gain access to the elevator room by coordinating with the Building Manager or Designee. The Contractor must, upon arrival, report to the Building Manager or Designee.

3.2.15.5 Upon completion of the work, the Contractor shall return all keys to the Building Manager or Designee.

3.2.15.6 The Contractor shall notify the Building Manager when an elevator is out of service for more than one (1) hour, and again when the elevator is returned to service.

3.2.15.7 When it is necessary for the Contractor to render service at any other time outside the regular working hours, to include holidays and weekends, the Contractor shall sign in and out of the logbook provided by DGS personnel on duty.

3.2.15.8 DGS will provide all electrical utilities to the Contractor free of charge.

3.2.15.9 DGS will not reimburse for any shipping, handling, and/or freight costs, unless otherwise approved by DGS.

3.2.15.10 All work that will result in items being covered up shall have the items inspected jointly by the Contractor and Building Manager or Designee prior to the items being covered from view. This joint inspection shall be documented in writing and made part of the project records to validate that the work was acceptable.

3.2.15.11 The Contractor is advised that there may not be any original manufacturing drawings or manuals available for use in performing elevator work.

3.2.16 Personnel Requirements

3.2.16.1 All Contractors’ personnel shall always have visible photo identification on them, while on DGS property.

3.2.16.2 Within ten (10) days of Notice to Proceed Letter, and during the term of the Contract, the Contractor will submit to the Superintendent, or Designee in writing on the Contractor’s business letterhead, a listing of existing and new technicians to include name, license, and years of experience in the elevator trade. This is an addition to the resumes that were submitted at time of Bid.

3.2.16.3 The Contractor shall designate an Office Manager, who will be responsible for managing the day-to-day operation of the Contract. This includes submitting all deliverables timely, receive, and respond to service calls, and emails; provide written updates to the Contract Monitor, Superintendent or Designee, provide background checks on current and new personnel, scheduling, preparing, and responding to invoice issues, attending status meetings, and addressing the performance of work specified in the Contract. The Office Manager is also responsible for assisting and coordinating the Third-Party Elevator Inspectors schedules to ensure certification inspections are complete and paperwork processed appropriately and timely. Elevators must have unexpired certifications always displayed. The cost of the services of the Office Manager shall be included in the overall bid by the Contractor.

3.2.16.4 The mechanic(s) assigned to this contract must be fully licensed to perform the work and have attended an accredited apprenticeship program, have extensive knowledge of the type of equipment outlined in this Contract. The mechanic(s) shall be capable and licensed to drive a motor vehicle. The Administration shall have the right to review resumes of any proposed elevator maintenance service personnel and accept or reject any service personnel based on experience and qualifications. Under NO circumstances shall apprentices perform work on elevators.

3.2.16.5 The Contractor shall have available, under the company’s direct employment and supervision, the necessary organization to properly fulfill all specifications. This hall includes mechanics who are licensed in the State of Maryland as Elevator Mechanic. In addition, the Contractor shall have adequate full-time professional personnel to manage, operate equipment and to provide corrective repairs including the system upgrades, routine preventive maintenance, and all tasks required under the Scope of Work.

3.2.16.6 During the contract term, based upon unsatisfactory performance or upon refusal by the Contractors’ assigned personnel to follow Agency guidelines, rules or procedures, the Agency has the right to request a change of the Contractor’s assigned personnel. The Contractor shall, upon written notification from the Agency, provide the Agency with resumes for the replacement personnel for the acceptance or rejection of Agency. Should the Contractor’s assigned personnel cause a safety or security concern for the Agency or should conduct business in a manner that is not in the best interest of the Agency, that employee may be asked to be removed from site immediately and asked to be removed form the Contractor’s approved personnel roster.

3.2.17 Elevator Safety Requirements

3.2.17.1 Contractor’s employees and Subcontractors shall always be aware of the potential hazards involved during the maintenance and repair of elevators. This may include automatic starting, high voltage, moving machinery, sharp edge, and exposure to u unguarded heights.

3.2.17.2 All workers shall be suitably clothed before starting any work. Loose clothing and neckties should be avoided. Buttons on all clothing must be fastened.

3.2.17.3 All Contractors employees and Subcontractors must be always alert of moving objects, (e.g., hoist-way projections, overhead clearances, operating controls, emergency switches, and other safety devices) during the performance of work.

3.2.17.4 Pits containing water shall not be entered. The Superintendent or Designee shall be notified of all locations where water problems and structural breakdown exist.

3.2.17.5 The Contractor shall provide all equipment and tolls of the appropriate type for the assigned task(s). All equipment and tolls must be well maintained, calibrated, and in proper working order before performing the services.

3.2.17.6 The Contractor shall, prior to commencing work, thoroughly examine and become familiar with the system(s) and associated facilities to ensure the service can be completed in an orderly, timely and safe manner. At all times, the Contractor shall maintain a safe work environment. The Contractor shall report immediately to DGS the existence of unsafe work condition(s), which will compromise the performance of the service.

3.2.17.7 The Contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.