RFP-02-Scope of Services (1).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 1 of 35 RFP Title: Elevator and Escalator Maintenance and Repair

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (“City”) is requesting proposals from qualified companies to provide preventative maintenance, routine maintenance, inspection, testing, repair, and emergency response services for elevators and escalators located at facilities managed by the Property Management Department and the Public Events Department.

The City reserves the right to award agreements to one or more qualified Vendors. Awarded Vendor(s) shall provide all labor, supervision, equipment, materials, transportation, and other resources necessary to perform the requested services. The successful respondent(s), hereafter referred to as “Proposer” or “Vendor,” shall provide all labor, supervision, equipment, materials, and transportation necessary to perform the requested services.

Attachment B – Elevator and Escalator Inventory identifies the elevators and escalators currently covered under these specifications by facility and equipment type. The inventory is provided for informational purposes to assist Proposers in preparing their proposals and pricing.

2.0 VENDOR REQUIREMENTS

2.1 The Vendor shall have a minimum of five (5) years of experience providing elevator and/or escalator maintenance and repair services.

2.2 The Vendor shall maintain all licenses, registrations, certifications, and qualifications required by applicable federal, state, and local laws.

2.3 The Vendor shall maintain sufficient personnel, equipment, and resources to meet all response time requirements described herein.

2.4 The Vendor shall designate a dedicated team of maintenance technicians to service all City facilities covered under these specifications. The proposed team shall consist of a minimum of five

(5) personnel. All personnel performing work under this Agreement shall maintain the registrations, licenses, certifications, and qualifications required by applicable laws and regulations for the services they perform.

2.5 The Vendor shall be capable of providing emergency response services twenty-four (24) hours per day, seven (7) days per week.

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2.6 The Vendor shall provide and maintain a web-based service management portal or equivalent electronic system for documenting maintenance activities, service calls, inspections, testing, repairs, and equipment history

Failure to demonstrate vendor requirements may result in rejection as non-responsive.

3.0 GENERAL SERVICE REQUIREMENTS

3.1 The Vendor shall furnish all labor, supervision, materials, tools, equipment, transportation, replacement parts, lubricants, and incidentals necessary to perform the services described herein.

3.2 The Vendor shall perform all services in accordance with applicable federal, state, and local laws, regulations, and industry standards, including the latest adopted edition of American National Standard Institute (ANSI) A17.1 Safety Code for Elevators and Escalators.

3.3 The Vendor shall provide preventive maintenance, inspections, testing, repairs, and emergency response services necessary to maintain all covered equipment in safe and reliable operating condition.

3.4 The Vendor shall provide and maintain a Maintenance Control Program (MCP) and all records required by applicable codes and regulatory authorities.

3.5 The Vendor shall furnish all required inspection reports, test reports, maintenance records, certifications, and other documentation required by the City.

3.6 The Vendor shall maintain an adequate inventory of replacement parts and materials necessary to support maintenance and repair activities.

3.7 The Vendor shall examine the conditions under which the elevators and escalators are operated to ensure compliance with applicable codes and regulations. The Vendor shall notify the authorized City employee for the facility in writing of any improper conditions.

3.8 All services shall be performed by, and under the supervision of, qualified elevator and escalator service and repair personnel who

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 3 of 35 possess the appropriate experience, training, registrations, licenses, and certifications required for the work being performed.

3.8.1 Personnel shall be qualified to keep the equipment properly adjusted and shall exercise the utmost care in maintaining the equipment and associated machinery spaces in a professional manner.

3.9 The Vendor shall not make alterations, additions, or deletions to the equipment without prior written approval from the City.

3.9.1 Requests to make alterations, additions, or deletions to the equipment shall include the reason for the proposed change, complete information regarding the proposed component, and a statement acknowledging the Vendor's responsibility for the change.

3.9.2 The cost of any alternate source, modification, or addition of parts or equipment purchased by the Vendor pursuant to this Agreement shall be included in the monthly service price and shall not be an additional charge to the City.

3.10 The Vendor shall provide and perform all maintenance and testing of all equipment, including but not limited to Periodic Test Requirements

- Category 1, Periodic Test Requirements- Category 3 and Periodic Test Requirements- Category 5, all as required by the latest adopted edition of ANSI A17.1 Safety Code for Elevators and Escalators.

3.10.1 If any Category 1, Category 3, or Category 5 test results in the need for recalibration, readjustment, or repair of the elevators, escalators, or associated components (including governors, safeties, load-weighing devices, and similar equipment) to maintain the Original Equipment Manufacturer, OEM's, design criteria, the Vendor shall perform the required recalibration, readjustment, or repair at no additional cost to the City.

3.11 The Vendor shall perform all monthly and annual firefighter service operational tests and after-hours standby emergency generator power tests, all as required by the latest adopted edition of ANSI A17.1

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Safety Code for Elevators and Escalators at no additional cost to the City.

3.12 Written reports of all tests described above will be submitted concurrently to the City Representative and the Authority Having Jurisdiction (AHJ) upon completion.

3.13 The Vendor shall coordinate and schedule all required testing with the City's Representative to allow the City the opportunity to witness such testing, if desired.

3.14 Vendor will not be required to install new attachments or perform tests as may be recommended or directed by inspecting entities, insurance companies, and federal, state or municipal governmental authorities after the date of the Agreement, unless compensated for such tests, installation or services.

4.0 ELEVATOR SERVICE REQUIREMENTS

4.1 The Vendor shall perform routine cleaning, maintenance services, and repairs on a minimum monthly frequency, and as often as necessary, to keep all traction and hydraulic elevators in first-class operating condition at all times.

4.2 All parts and lubricants will meet or exceed original manufacturer’s specifications. If parts and lubricants are utilized on City’s equipment, documentation must be provided to City to show proof of meeting original specifications.

4.3 The Vendor shall regularly, periodically, and systematically service, adjust the complete elevator installation for proper operation and where malfunction or improper operation, broken or missing parts are found, will then make corrections and/or repairs.

4.4 The Vendor shall weekly and systematically, according to the approved “Preventive Maintenance Checklist”, examine, adjust, lubricate as required and if necessary, repair or replace:

4.4.1 Hoist-machine, ring and/or worm gear, thrust bearings, drive sheave, shaft bearings, drive-belts, tach-generators, velocity and/or position encoders, brake assembly and brake coil, contacts, linings and components parts.

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4.4.2 Hoist-motor and motor generator, motor windings, field

coils, rotating elements, commutator, brushes, brush holders and bearings.

4.4.3 Hydraulic pump, motor, rotating elements, control valve, oil coolers, muffler, shut off valves, couplings, flexible hoses, jack packing seals and hydraulic fluid.

4.4.4 Silicon Control Rectifiers (SCR), Insulated Gate Bipolar Transistor (IGBT) modules, motor-drives, Alternating Current Variable Frequency (ACVF) drives, inverters/convertors, reactors, filters, heat sinks, amp traps, line-starters, transducers, printed circuit boards, cabinet and controller fans, fuses and control components.

4.4.5 Controller, selector and dispatching equipment, all relays, solid state components, printed circuit boards, resistors, condensers, transformers, contacts, leads, dashpots, timing devices, computer devices, steel selector tape, traveling cable and other mechanical or electrical operating equipment.

4.4.6 Governor, governor sheave and shaft assembly, position

and velocity encoders, bearings, contacts, governor jaws, governor cable and car safeties.

4.4.7 Unintended car movement devices and ascending car

over speed protection devices.

4.4.8 Deflector or secondary sheaves, deflector or secondary

shaft bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating and car roller guides and/or slide guides, hoist ropes, suspension means, governor ropes, compensating ropes and/or chains and related guides and/or dampening system, load weighing equipment, car frame, car safety mechanism, platform, hoist-way and car sills.

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4.4.9 Door operator assemblies, clutch assemblies, pick-up

rollers, interlocks, car and/or hoist-way door hanger rollers, door tracks and/or liners, up-thrusts, car and/or hoist-way bottom door guides/gibs, safety edges, door detectors, printed circuit boards, electric eyes, astragals, auxiliary door closing devices, hatch inductors and vanes, access switches and inspection stations.

4.4.10 Signal system devices and fixtures, signal devices

including hall buttons, printed circuit boards, hall lanterns, operating panels, intercommunications system, telephones, position indicators, dials, bells, buzzers, gongs, chimes, light bulbs and light emitting diodes

(LED).

4.4.11 In-car emergency lighting, bulbs, batteries, trickle charger and related wiring and components.

4.4.12 In-car exhaust/ventilation fans.

4.4.13 Elevator operating devices for fire emergency operations.

4.4.14 Elevator operating devices for emergency power

operation.

4.4.15 Suspension means monitoring systems.

4.4.16 Machine room and/or on-site remote diagnostic

monitoring or Destination Oriented Based computer systems including each associated monitor and printer.

4.5 Elevator Performance Requirements

4.5.1 Elevator speed shall meet the following:

4.5.1.1 Traction elevator: plus or minus three percent (±

3%) of rated speed under any load condition.

4.5.1.2 Hydraulic elevator: plus or minus ten percent (±

10%) of rated speed under any load condition.

4.5.1.3 Maintain Stopping Accuracy plus or minus one-

fourth inch (± 1/.i" or± 6.3 mm) under any load condition.

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4.5.2 Door opening times will meet OEM and code requirements.

4.5.3 Elevator performance times shall not exceed the following when the hoist-way doors start to close, elevator making a typical one floor run of thirteen-foot (13') typical floor height, to within one-fourth inch (1/4" or 6.3mm) at the floor with elevator car doors two thirds open:

Hydraulic Elevators 15.5 seconds Machine Room Less Elevators 10.5 seconds Traction Elevators 10.5 seconds

4.5.4 Elevator acceleration and deceleration rates shall be a minimum rate of 3 ft. /s2.

4.5.5 Vertical jerk rates shall be a minimum of 6 ft./s2.

4.6 Ride Quality

4.6.1 The Vendor shall take whatever means necessary to provide a comfortable elevator ride. A comfortable elevator ride is defined as having smooth acceleration and retardation, a soft and accurate stop, and smooth and efficient door operation (both car and hoist-way doors).

4.6.2 The Vendor will provide a pre-maintenance comprehensive ride quality testing report (derived from a certified accelerometer device) to determine if the elevator in question has a ride quality that is less than, equal to or greater than the Ride Quality Minimum Standard.

4.6.3 Ride Quality Minimum Standard: Any periodic motion or

oscillation of an elevator cab's interior platform vibration (measured horizontally front to back "X-axis", horizontally side to side "Y-axis" and vertically "Z-axis"), under any ride condition (excluding door operation), will not exceed fifteen

(15) milli-g peak to adjacent peak when measured in the one to ten hertz (1-10 Hz) range with International Organization for Standard (ISO) 8041 filtering weights applied. Peak to Adjacent Peak shall be defined as the absolute magnitude of

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 8 of 35 a cycle (adjacent peaks) above and below the reference point.

4.6.4 Should the pre-maintenance ride quality testing findings be outside of the acceptable range of the Ride Quality Minimum Standard, the Vendor will provide the City with options that would improve the ride quality testing findings to a level equal to or better than the Ride Quality Minimum Standard. The Vendor will not be responsible for costs associated with improving the pre-modernization ride quality should readings/findings be outside the acceptable range of the Ride Quality Minimum Standard.

4.6.5 Should pre-maintenance readings/findings be in the

acceptable range of the Ride Quality Minimum Standard, the Vendor shall maintain the Ride Quality Minimum Standard.

5.0 ESCALATOR SERVICE REQUIREMENTS

5.1 The Vendor shall perform routine cleaning, maintenance services, and repairs on a minimum monthly frequency, and as often as necessary, to keep all escalators in first-class operating condition at all times.

5.2 The Vendor shall repair or replace any worn and/or defective equipment, including, but not limited to, the following:

5.2.1 Driving machine, worm, gear, external gearing, drive chain, thrust bearing, main bearings, and brake assembly, coil, linings and component parts.

5.2.2 Drive motor, motor windings, rotating elements and

bearings.

5.2.3 Controller, all relays, contacts, starter assemblies, coils, resistance for operating and motor circuits, operating transformers, and operating rectifiers.

5.2.4 Handrail, handrail drive chains, handrail brush guards, handrail guide rollers, alignment devices, steps, step tread, step wheels, step chains, step axle bushings, comb plates, floor plates and tracks.

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5.2.5 Upper drive, upper drive bearings, tension sprocket

bearings, upper newel bearings and/or rollers and lower newel bearings and/or rollers.

5.2.6 All balustrades, deck, skirt and trim fastenings (screws, clips, etc.)

5.2.7 Under step lighting.

5.2.8 Vendor will periodically examine all safety devices, including but not limited to skirt switches, emergency step switches, handrail switches, stop switches, broken chain switches, step out of position switches, missing step detectors, step up-thrust safety switches, etc.

5.2.9 Furnish lubricants selected by the Vendor to meet the

specific requirements of the equipment. Annually remove all gearbox lubricant and replace with OEM approved or superior lubricant.

6.0 PARTS INVENTORY AND MATERIALS

6.1 General Inventory Requirements

6.1.1 The Vendor shall maintain an ample supply of contacts, relays, coils, shunts, hoist-motor and generator brushes, fuses, amp-traps, car and hoist-way door rollers, spirators, pick-up rollers, electrical switches/lights, lubricants, wiping cloths and other minor parts in each elevator machine room and stored in a metal fire resistant cabinet for the term of the Agreement.

6.1.2 The Vendor shall maintain an inventory of printed circuit boards, motor drives, ACVF drives, modules and component parts to replace and/or repair any of these units should failure occur. In cooperation with the Building Manager, defined as the person, company or appointed representative(s) representing the City at property in which the specified work is to be performed, the awarded vendor will be responsible for compiling an inventory list for each elevator.

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6.1.3 The Vendor shall maintain an ample supply of OEM spare

exchange and replacement parts in its warehouse (local or national) inventory and available for overnight delivery to building.

6.1.3.1 The inventory will include, but not be limited to

door operator motors, brake magnets, switch contacts, solid state and/or microprocessor components, selector tapes and/or cables, door hangers, rollers and terminal limit and/or speed reducing switches.

6.1.4 No elevator shall remain out of service for more than

forty-eight (48) hours due to a lack of spare parts inventory.

6.1.5 If the Vendor fails to maintain ample spare part

inventory, the City, at their sole discretion, may reduce monthly maintenance rate by two-hundred fifty dollars per day, per occurrence ($250.00 per day/ per occurrence). Cumulative penalties will not exceed 75% of the monthly contract value, per month.

6.1.6 Consideration will be given at the City’s sole discretion, for extenuating circumstances beyond the control of the Vendor.

6.1.7 If motor and generator armatures are not maintained in

inventory, field coils and armatures shall be rewound or repaired immediately by a qualified motor rewind shop, at no additional cost to the City.

6.1.8 Vendor is solely responsible for the payment of the cost of premium work, provided that the City will reimburse the Vendor for the difference between the cost of such work at regular billing rates and the cost of the premium work.

6.1.9 Should the Vendor fail to obtain the City’s written approval prior to employing a motor rewind shop to perform premium work, then the City will not be required to reimburse the Vendor any amount of such premium work.

6.1.10 Vendor agrees that if it does maintain (local or national)

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 11 of 35 stock of machine gears, frames, sheaves, cabs, rails, chains, handrails, steps, drive chains and similar major equipment components, the Vendor will provide the City documentation for the procurement related to the parts inventory items.

6.1.11 Vendor will maintain a supply of replacement parts in local warehouse inventory and will include, but not limited to the following: Generator Rotating Elements, Door Operator Motors, Brake Magnets, Generator and Motor Brushes, Controller Switch Contacts, Selector Switch Contacts, Solid State Components, Selector Tape or Cables, Door Hangers, Rollers, Hoist-way Limit Switches, etc.

6.1.12 Any parts not warehoused in Fort Worth must be available for shipment to arrive in Fort Worth within twenty-four (24) hours of failure of the part. If a part is not in current supply or normal production the Vendor will make every effort to promptly fabricate, and will notify City, as to the source of supply and anticipated delivery and repair completion date.

6.1.13 The City or its designated representative may inspect

warehouse locations during normal business hours to verify the availability of inventory represented in the Vendor's proposal or otherwise provided to the City.

6.1.14 The Vendor shall maintain a supply of Contacts, Coils, Leads and Generator Brushes, Lubricants, Wiping Clothes, and other minor parts in each elevator machine room for the performance of routine and preventive maintenance.

6.2 Elevator Parts

6.2.1 The following replacement parts are to be stocked for each type of elevator covered by these specifications:

6.2.1.1 Coils; minimum of one (1) for each type relay or

contactor used.

6.2.1.2 Contacts; minimum of three (3) of each type used.

6.2.1.3 Motor brushes; minimum of one (1) set of each

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6.2.1.4 Supply of lubricants and hydraulic oil for each

requirement.

6.2.1.5 Supply of fuses.

6.2.1.6 Interlock rollers and contacts; minimum of two (2)

of each type.

6.2.1.7 Car and hoist-way door hanger rollers; minimum

of two (2) of each type.

6.2.1.8 Car and hoist-way door gibs; minimum of one (1)

set of each type.

6.2.1.9 Car and hoist-way door closer parts (Springs, spirators, etc.).

6.2.1.10 Door operator belts, chains, and brushes; minimum

of one (1) set of each type.

6.2.1.11 Door operator drive blocks, clutch rollers, and

fingers; minimum of one (1) set of each type.

6.2.1.12 Photo electric tubes; minimum of one (1) of each

type.

6.2.1.13 Landing switch equipment and magnetic inductors;

minimum of one (1) of each type.

6.2.1.14 Solid state timers and printed circuit door boards, car and corridor call board position indicators boards, mother boards, controller boards, regulator boards, etc.; minimum of one (1) of each type.

6.2.1.15 Safety edge pivot arm assembly and switch;

minimum of one (1) of each type.

6.2.1.16 Signal fixture-lamps; minimum of five (5) of each

type.

6.2.1.17 Selector cams and contact assemblies; minimum of

one (1) of each type.

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6.2.1.18 Brake contact; minimum of one (1) of each type.

6.2.1.19 Normal renewal parts peculiar to equipment

covered by this specification.

6.3 Escalator Parts

6.3.1 The following replacement parts are to be stocked on each job for each type of escalator covered by these specifications:

6.3.1.1 Coils: minimum of two (2) for each type relay or

contactor used.

6.3.1.2 Contacts: minimum of ten (10) of each type used.

6.3.1.3 Comb finger sections: minimum of ten (10) of

each type used.

6.3.1.4 Rollers: minimum of twenty (20) of each type

used.

6.3.1.5 Supply of lubricants for each requirement.

6.3.1.6 Supply of fuses.

6.3.1.7 The following parts will be owned by the Vendor

and stored within two (2) hours travel time from the job:

6.3.1.7.1 Stop tread inserts (if renewable) or step

assemblies.

6.3.1.7.2 Brake shoe and lining (or disc and pad)

assemblies.

6.3.1.8 The following replacement parts will be owned by

the Vendor and ready for immediate shipment within twenty-four (24) hours:

6.3.1.8.1 Drive motor of each type and size used.

6.3.1.8.2 Modular reducer (if so equipped).

6.3.1.8.3 Complete step assemblies.

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6.4 Obsolete Parts

6.4.1 Should a nonfunctional Original Equipment Manufacturer

(OEM) part or component become obsolete and/or unavailable for purchase from either the OEM or a reputable industry source, and not available on the shelf, City agrees to compensate the Vendor for the difference in cost between the latest known or published price of said OEM part or component and the actual material cost for upgrading, modifying or re manufacturing said nonfunctional OEM part or component. Elevator Vendor bears the responsibility to provide the City all supporting pricing documentation.

City agrees that "unavailable" includes any/all parts that are no longer manufactured from either the OEM or a reputable industry source. If any part or component is required to be fabricated for availability, it will be deemed obsolete.

6.4.2 If a part or component is no longer manufactured by the OEM or a reputable industry source, and must be fabricated, the awarded Vendor will offer City the option of repairing the existing component prior to having said component fabricated. The aforementioned repairs or additional replacement labor will be billed at the applicable hourly labor rate identified in the Bonfire Bid Table (BT-56CT) and, should a third-party vendor be required to repair the component, the repair cost will be billed at the cost of the repair by the third-party vendor plus a agreed upon mark-up.

Invoices from the third-party vendor will be provided upon request of City.

6.4.3 Rotating equipment such as motors, armatures, stators, field and/or brake coils are excluded from "obsolescence," as local, regional and/or national electric motor shops routinely dip, bake, rewind and/or rebuild these components for the elevator industry. In addition, Solid-State Printed Circuit Boards will be able to be "repaired" by any qualified local, regional and/or national reputable industry source.

6.4.4 Maintenance and repair situations in which parts are

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 15 of 35 unavailable due to obsolescence will be handled as an alteration to the affected elevator that is outside the scope of the monthly maintenance service. The Vendor will be required to submit a written quote detailing the parts needed and the work to be performed to the affected facility’s manager and obtain authorization to proceed prior to performing such alterations.

7.0 ONLINE PORTAL

7.1 The Vendor will provide and maintain access to a web-based digital service management portal (Online Portal) for the duration of the resulting Agreement. The Online Portal will serve as the single system of record for all maintenance activities, service calls, inspection records, and compliance documentation associated with the equipment referenced in this solicitation.

7.2 The Vendor shall provide reports and records generated through the Online Portal to the City upon request. Such reports and records shall become property of the City.

7.3 The Online Portal shall contain, at minimum, the following information: name of the building, elevator type, serial number of each elevator served by that machine room, and space for the mechanic to record each visit to the machine room.

7.4 An entry is required for each visit to the machine room which will include the following information; name and signature of the service mechanic; date, time and duration of visit; preventive maintenance performed (mechanic may reference portion of the preventive maintenance checklist performed); specific information regarding malfunctions encountered including correct action taken and parts replaced; general comments regarding the condition of the equipment and machine room; and items which may require special attention on future visits.

7.5 Authorized City personnel may also make entries into the Online Portal.

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8.0 PREVENTATIVE MAINTENANCE REQUIREMENTS

8.1 A preventive maintenance schedule will be established and adhered to by the Vendor, and a copy of the proposed preventive maintenance program will be submitted to the City for approval prior to commencement of services. The Vendor will provide a Maintenance Control Plan (MCP) as required by State Code.

8.2 The MCP shall establish the frequency of maintenance activities for each piece of equipment in accordance with applicable codes, manufacturer recommendations, and these specifications. Maintenance activities may occur at varying intervals (e.g., weekly, monthly, quarterly) based on the approved MCP.

8.3 The preventive maintenance program will include a preventive maintenance checklist for each elevator and/or escalator at each location and an Online Portal account for each machine room covered by these specifications. Preventive maintenance checklists and maintenance records shall be maintained for each piece of equipment.

The Vendor shall provide reports and records generated through the Online Portal to the City upon request. Such reports and records shall become property of the City.

8.4 There will be a separate preventive maintenance checklist for each elevator and/or escalator which contains, at a minimum, the following information: building name, elevator type, elevator number, elevator serial number, specific maintenance items, maintenance frequency, date maintenance was performed, and initials of the service mechanic.

8.5 All components and systems of each elevator and/or escalator will be visually inspected and cleaned regularly. All components and systems of each elevator and/or escalator will be cleaned, lubricated, and adjusted to manufacturers' specifications at the manufacturers' recommended frequency or once per year, whichever is the shorter period.

8.6 An electronic certification that preventive maintenance has been completed according to the checklist will be submitted monthly with each invoice to the City or designated representative. Payment may be withheld on any unit if scheduled maintenance is not performed and/or

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 17 of 35 certification is not submitted as specified.

9.0 SERVICE PERSONNEL

9.1 The Vendor shall maintain a dedicated service team consisting of a minimum of five (5) personnel assigned to support the City's elevator and escalator maintenance and repair services. The composition of the team is at the Vendor's discretion and may include mechanics, technicians, apprentices, helpers, supervisors, or other qualified personnel. The City does not require a specific mix of personnel classifications; however, the Vendor shall ensure the team possesses the qualifications, certifications, licenses, and experience necessary to perform all services required herein.

9.2 The Vendor shall furnish a qualified mechanic trained to perform routine preventive maintenance procedures. Excluding emergency call-backs, scheduled and unscheduled repair work, and work not covered under these specifications, each building shall receive a minimum of forty (40) preventive maintenance hours per month.

9.2.1 If the Vendor fails to provide the minimum preventive

maintenance hours specified above (exclusive of emergency call-backs, Category 1 and Category 5 testing, scheduled and unscheduled repair work, or work not covered under these specifications), the City may, at its sole discretion, reduce the monthly service payment by two hundred fifty dollars ($250.00) for each hour not provided. Cumulative reductions shall not exceed seventy-five percent (75%) of the monthly contract value.

9.3 The service mechanic's work shall include preventive maintenance, minor adjustments, answering trouble calls, and minor repairs not exceeding four (4) man-hours.

9.4 Major repairs shall be performed by qualified personnel with the appropriate expertise and shall include, but not be limited to, hoist cable shortening or replacement, five-year safety tests, and repairs exceeding four (4) man-hours.

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10.0 MAINTENANCE REQUIREMENTS

10.1 Vendor will provide and maintain a Maintenance Control Program and maintenance records as specified in the latest adopted edition of ANSI A17.1 -8.6.1.2 through 8.6.1.4, and as otherwise required by the Authority Having Jurisdiction. All maintenance tasks and/or procedures will be documented and recorded specific to the individual elevator and/or escalator’s maintenance control plan (MCP).

10.2 Vendor will, in accordance with the maintenance schedule and State requirements, clean machine rooms, car tops and pits, ride each elevator, check and replace all burned out indicator lights, check for proper leveling, note any unusual elevator operation in the Online Portal and complete and sign the Maintenance Service Checklist.

10.3 Vendor will examine periodically all safety devices, governors, and conduct annual no-load safety test. Annual tests will be conducted in the first quarter of each year.

10.4 Perform a full-load, full speed test of safety mechanism, over-speed governors, check car and counterweight buffers, car balance will be checked and the governor set.

10.5 The governor will be re-calibrated for proper tripping speed and sealed, and the new seal number will be recorded on the test report submitted to the City.

10.6 Testing will be made every five (5) years and if there are no records of the last five-year test, a test will be made in the first quarter of the due year. A copy of the annual and five-year test report will be provided to the City once the service is completed. Tests will be performed in accordance with the latest edition of ANSI A17.1.

10.7 The following maintenance is to be completed on a yearly basis.

10.7.1 Vendor will tighten all electrical connections, terminals and lugs; megger motor, generator and windings and provide City with a written report.

10.7.2 Blow out generator with compressed air.

10.7.3 Renew all wire ropes as often as is necessary to maintain an

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 19 of 35 adequate factor of safety as per the ANSI A17.1 or latest edition.

10.7.4 Equalize the tension on all hoisting ropes; replace conductor cables and hoist- way and machine room elevator wiring as necessary.

10.7.5 Furnish suggested manufactures’ lubricants compounded for elevator specifications.

10.8 All annual and full-load test inspections and certifications as required by Texas Department of Labor and Standards will be performed as a part of this contract. Any fee imposed by the Department of Labor and Standard will be paid by the City.

10.9 The City will provide the Qualified Elevator Inspector (QEI).

10.10 Elevator emergency battery lighting will be tested on a quarterly basis. Emergency power batteries will be replaced every two (2) years with a copy of the test results forwarded to the authorized Building Manager.

10.11 Vendor will keep the escalators properly lubricated at all times and will periodically examine escalators, when conditions warrant, replace step rollers to provide smooth and quiet operation.

10.12 Vendor will monthly, weekly, regularly and systematically examine, clean, lubricate, adjust and, when conditions warrant, repair or replace the following using genuine original manufacturer’s parts:

10.12.1 Escalator Machines or Drive Units, Step Chains or Links, Main Drive Chains or Belts, Handrail Drive Chains or Belts, Tracks, Sprockets, and parts thereof, including:

10.12.1.1 Drive motors

10.12.1.2 Worms and gears

10.12.1.3 Reducers

10.12.1.4 Bearings

10.12.1.5 Rotating elements

10.12.1.6 Brake magnet coils or solenoids

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10.12.1.7 Brake shoes, linings, discs and pads

10.12.1.8 Windings and coils

10.12.1.9 Contacts and relays

10.12.1.10 Resistors and transformers

10.12.1.11 Solid state devices

10.12.1.12 Windings and coils

10.12.1.13 Contacts and relays

10.12.1.14 Resistors and transformers

10.12.1.15 Solid state devices

10.13 Vendor will examine, clean, adjust, and when conditions warrant, repair or replace the following operating and safety devices:

10.13.1 Stop buttons

10.13.2 Brake on main drive sprocket

10.13.3 Slack step chain/link switches

10.13.4 Skirt safety switches

10.13.5 Governor switches

10.13.6 Other switches as installed on the escalators

10.14 Vendor will test all operating and safety devices as required by ANSI A17.1 code and furnish lubricants compounded to manufacturer's specifications. Weekly/monthly examine, adjust and, when conditions warrant, repair or replace the following parts:

10.14.1 Step treads

10.14.2 Comb-plate finger sections

10.14.3 Handrails

10.14.4 Handrail guides

10.15 As a minimum, or as conditions warrant, the Vendor will perform routine and systematic maintenance work found in Attachment A – Maintenance Tasks.

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11.0 TESTING AND INSPECTIONS STANDARDS

11.1 The City reserves the right to perform any tests deemed necessary to verify that the requirements of these specifications are being met.

Should it be determined that the standards specified herein are not being satisfactorily maintained, the City may require the Vendor to take corrective action to bring the equipment into compliance with these requirements.

11.2 Failure to take the required corrective action within the timeframe specified by the City may result in the City pursuing remedies available under the solicitation, contract documents, or applicable law.

11.3 If the required corrective action is not completed within the specified timeframe, the City reserves the right to obtain such services from another source and recover any associated costs from the Vendor.

11.4 All work performed under these specifications is subject to inspection by the City or a specialist designated by the City at any time to verify compliance with these specifications and all applicable local, state, and federal requirements.

11.5 A joint inspection of all equipment shall be conducted every three (3) months, or four (4) times per year, by the City and a representative of the Vendor.

11.6 The Vendor shall document all discrepancies identified during the inspection and correct such discrepancies within sixty (60) days of the inspection.

11.6.1 Payment may be withheld for any elevator for which

identified discrepancies have not been corrected within the required sixty (60) day period.

11.7 Annual inspections with the City's Qualified Elevator Inspector (QEI) shall be conducted in accordance with State of Texas requirements.

12.0 HOURS AND DAYS OF SERVICE

12.1 Regular Working Hours

12.1.1 Monday through Friday from 7:00 AM to 6:00 PM.

12.1.2 Saturday and Sunday from 8:00 AM to 4:00 PM.

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12.2 After Hours

12.2.1 Monday through Friday before 7:00 AM or after 6:00 PM.

12.2.2 Saturday and Sunday before 8:00 AM or after 4:00 PM.

12.3 Emergency Services

12.3.1 Emergency service calls may be requested when the City determines that an elevator must be returned to service immediately.

12.4 The City does not require the Vendor to perform scheduled services on City-observed holidays. However, the Vendor shall maintain all service levels and response requirements identified in these specifications. The Vendor shall be responsible for scheduling maintenance, inspections, testing, service calls, and repairs as necessary to meet these requirements. Work performed on City-observed holidays shall be compensated at the rates established in the bid table.

12.5 The following are City-observed holidays

12.5.1 New Year’s Day

12.5.2 Martin Luther King Day

12.5.3 Memorial Day

12.5.4 Juneteenth

12.5.5 Independence Day

12.5.6 Labor Day

12.5.7 Thanksgiving Day and the Day after Thanksgiving

12.5.8 Christmas Day.

13.0 SERVICE RESPONSE REQUIREMENTS

13.1 Any elevator removed from service by the Vendor shall have a printed

"OUT OF SERVICE" sign (8 ½" x 11") displaying the Vendor's company name placed on each elevator hall door.

13.2 After notification of an emergency call, the Vendor shall respond within fifteen (15) minutes and arrive onsite within two (2) hours.

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13.3 All calls will be answered in one hour or less.

13.4 Except for emergency repairs, all repairs shall be completed and the elevator returned to service within seventy-two (72) hours of the elevator being taken out of service unless the Vendor has received prior written approval for additional time.

13.5 Requests for additional repair time shall be submitted to the Building Manager for approval. The City may request additional information necessary to evaluate the request.

13.6 A callback is any elevator malfunction resulting from the failure or malfunction of a part covered under these specifications. Failures of lights, alarms, and other components that do not cause the elevator to function improperly will not be considered a callback unless the same item is reported for two (2) consecutive weeks. Malfunctions resulting from physical damage, misuse, or other excluded items will not be considered callbacks.

13.7 Mean Time Between Callbacks (MTBC) is the average amount of operational time between elevator failures that result in the loss of use of the equipment. MTBC includes only operational time between failures and does not include scheduled or unscheduled repair time.

14.0 EXCLUSIONS

14.1 The following items are excluded from the scope of services:

14.1.1 Car Enclosure

14.1.2 Floor Covering

14.1.3 Door Panels

14.1.4 Plenum Chambers

14.1.5 Hung Ceilings

14.1.6 Light Diffusers

14.1.7 Handrails

14.1.8 Mirrors

14.1.9 Carpets

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14.1.10 Hoist-way Enclosure

14.1.11 Hoist-way Gates

14.1.12 Doors, Frames, Sills

14.1.13 Underground Piping

14.1.14 Jack Casing

14.1.15 Exterior panels

14.1.16 Skirt and deck panels

14.1.17 Balustrades

14.1.18 Re-lamp of illuminated balustrades

14.1.19 Power switches, fuses and feeders to controllers

14.1.20 Cleaning of exposed surfaces

14.2 Work resulting from abuse, physical damage, or other causes not associated with the maintenance requirements of these specifications is excluded from the scope of services. The burden of proof that the cause of the malfunction was due to an excluded condition shall be on the Vendor.

15.0 TRANSITION OF SERVICES

15.1 The City will transition service locations to the awarded Vendor, prioritizing the transition of services at 100 Fort Worth Trail and 2900 Alta Mere Drive. This phase will include the full transfer of operational responsibilities as outlined in the scope of work, ensuring minimal disruption to ongoing activities.

15.2 Following successful transition of services at 100 Fort Worth Trail and 2900 Alta Mere Drive, Vendor and City Representative will integrate services for the remaining service locations. A full transition of services will be completed by March 31, 2027.

16.0 SAFETY

16.1 All Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), The National Electric Code (N.E.C.), American National Standard Institute for Safety regulations

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16.2 The Vendor shall also abide by the Texas Hazardous Communication Act.

16.2.1 Vendor agrees to provide Material Safety Data Sheets

(MSDS) for all materials/products used on the Properties.

16.2.2 Under no circumstances shall hazardous substances or toxic materials regulated by federal, state, local, or other environmental laws, rules, or regulations be brought onto, used on, or stored on City property without the Building Manager's prior written consent.

16.2.3 Possession of drugs or alcoholic beverages on City-

owned/operated property is strictly prohibited at all times.

16.2.4 All modifications must comply with current Americans

with Disabilities Act (ADA).

17.0 CLEANING

17.1 Vendor will at all-time keep premises clean and free from accumulation of waste materials or rubbish caused by the work under this contract.

17.2 Vendor is responsible for removal and disposal of all trash and debris. Upon completion of the project, and prior to the final inspection, the Vendor will have the premises in a neat and clean condition.

17.3 Under no circumstances are the City’s waste removal systems to be used by the Vendor for the disposal of rubbish or waste materials generated by or from the Services, which are the subject of this Agreement.

17.4 Elevator mechanical rooms and elevator pits will be kept clean and free of trash.

17.5 Sweeping and mopping of floor will be required to keep rooms carbon free. All cleaning will be approved by Building Manager.

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17.6 Carbon tracking to corridor carpeting will not be permitted. Parts and materials will not be stored in hoist-ways and elevator pit lighting will be maintained by the Vendor.

18.0 CONDUCT AT JOB SITE

18.1 These rules are intended to facilitate Vendor activities while maintaining a safe and comfortable working environment.

18.2 The City respects the needs of the Vendor and asks that the Vendor respect our needs, as well. Please contact the Facilities Manager with any questions.

18.3 Vendor and Elevator Subcontractor employees and/or agents will be instructed to refrain from unprofessional conduct while at the City’s properties.

18.4 No smoking is permitted in any location of the facilities.

18.5 Any unprofessional conduct and/or smoking on the premises will be grounds for permanent removal from the job site.

18.6 Carefully follow the check-in procedures for each facility. Proper identification badges must be worn always while in City buildings.

Keys must be signed out and returned daily.

18.7 Chewing tobacco is strictly prohibited.

18.8 Many of the facilities covered under these specifications may remain occupied during service activities. The Vendor shall make reasonable efforts to minimize noise and disruptions to staff, visitors, and facility operations during normal business hours (7:00 a.m. to 6:00 p.m., Monday through Friday). The following guidelines are intended to reduce unnecessary disturbances while performing services.

18.8.1 No hammer or core drilling allowed.

18.8.2 No throwing or dropping materials or tools on the floor.

18.8.3 Radio playing music or other programming are strictly

prohibited.

18.8.4 Please be courteous to tenants and visitors.

18.8.5 Vendor personnel will use the service elevator for

RFP Ref. #: 26-0225 Doc. Ref#: RFP-02 Page 27 of 35 transporting all materials, tools and equipment.

18.8.6 Vendor Supervisory personnel may use the passenger

elevators with prior approval from Building Management.

18.8.7 No activities are permitted during normal business hours which result in noxious fumes or vapors.

18.8.8 The use of oil-based paints, solvents, sealants, etc. must be scheduled with Building Management on an after-hours basis.

18.8.9 Any requirements to shut off any building water or

electrical services must first be approved by the Building Manager.

18.8.10 The Building Manager will coordinate work required in existing offices to facilitate any Vendor work.

18.8.10.1 Access to building mechanical and electrical

rooms is granted only upon approval from the Building Manager.

18.8.10.2 Contact the Building Manager during normal

business hours for access authorization.

18.8.10.3 Access to roof areas is restricted.

18.8.10.4 Contact the Building Manager for policies

involving access authorization.

18.8.10.5 Any Vendor personnel caught using tools to open

a locked building door will be permanently dismissed from the building and may be fined or prosecuted.

18.8.10.6 Any Vendor personnel found roaming building

areas, which are not construction areas, will be dismissed from the building.

18.8.10.7 No parking is allowed on the loading dock at 100

Fort Worth Trail unless approved by the Building Manager.

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18.8.10.8 Construction materials are not to be stored in

corridors.

18.8.10.9 Never store flammable materials in the building

(i.e., gas cans, flammable paints and cleaners, etc.).

18.8.10.10 Do not prop open stairwell doors.

18.8.10.11 Defacing or destruction of City's facility may

result in permanent dismissal from the building.

18.8.10.12 Causing a fire alarm without proper notification

will result in permanent dismissal from the building. A willful false alarm is a criminal offense and will result in prosecution.

18.8.10.13 All sprinklers or fire alarm work must be pre-

approved by Building Manager.

18.8.10.14 Remove debris/trash daily.

18.8.10.15 Keep construction areas clean, especially

mechanical rooms and stairwells.

18.8.10.16 No materials will be removed from the building, except construction trash and debris.

18.8.10.17 Any Vendor found removing unauthorized

building materials may be subject to prosecution.

18.8.10.18 After-hours or weekend building access must be

previously approved by the Building Management.

18.8.10.19 All construction work will comply with local and

state building and fire safety codes.

18.8.10.20 The Vendor will always post the proper permit

signs in construction areas, as applicable.

Violations will be reported to the appropriate authorities.

18.8.10.21 Proper dress is required, preferably company

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18.8.10.22 The use of profanity is strictly prohibited.

19.0 DAMAGES

19.1 The Vendor shall be responsible for any damage to existing facilities, equipment, or previously completed work caused by its employees, subcontractors, or representatives during the performance of services.

Any damaged item shall be repaired or restored to a condition equal to or better than its original condition at no additional cost to the City.

20.0 INVOICING REQUIREMENTS

20.1 Invoicing requirements are provided in RFP-01 Instructions to

Proposers, Section 26.

20.2 No work shall be performed without an authorized Purchase Order

(PO). Invoices submitted for work performed without an authorized PO may be rejected and will not be eligible for payment.

21.0 INSURANCE REQUIREMENTS

21.1 Insurance requirements are provided in RFP-03-Draft Vendor Service

Agreement, Section 10.

22.0 MEHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

23.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

23.1 Cost – up to 20 points available

Small Business Participation – up to 25 points available Participation will be based on the following tier: 0% = 0 points, 1% to

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10% = 10 points, 11% to 20% = 15 points, 21% to 29% = 20 points, 30% or more (goal met) = 25 points

23.2 Relevant Experience – up to 20 points available

23.3 Operational Capacity and Availability – up to 25 points available

23.4 Service Area Coverage and Responsiveness – up to 10 points available

24.0 PRICING STRUCTURE

24.1 Pricing for monthly maintenance shall be based on the equipment identified in Attachment B – Elevator and Escalator Inventory.

24.2 The monthly maintenance price shall include all maintenance activities required by the Vendor's Maintenance Control Plan (MCP) and…