RFPM26006450 Scope of Services MPA-534.pdf

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– AGENCY SOLICITATION SPECIFICATIONS

TITLE: Service, Repair and Maintenance for Elevators, Escalators and other Vertical Transportation Equipment

SECTION A. BACKGROUND

The solicitation for MPA-534 is for Service, Repair and Maintenance for Elevators, Escalators and other Vertical Transportation Equipment including various types of vertical transportation equipment and engage in maintenance & repair contracts for individual equipment. This contract may be utilized for new installation if deemed appropriate by the Division of Purchases.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

PART 1 - GENERAL REQUIREMENTS:

The Contractor shall be responsible for ensuring that all work performed as scheduled maintenance or under separate order, not included in the maintenance service monthly cost as a result of inspection recommendations, is completed in compliance with chapter 23-33 of the General Laws of the State of Rhode Island as Amended, and The National elevator Code Section

8.6 ASME A17.1 must be compiled within its entirety. He shall also pay for all permit fees required.

If, at any time during the contract period, the Rhode Island Department of Labor, Division of Occupational Safety, determines the completed work has not been done in compliance with previously cited portions of Rhode Island Law, the Contractor shall correct the work to ensure compliance, at no additional cost to the Department.

Emergency Service:

The Contractor shall provide emergency call back service at any hour, at no additional cost over and above the monthly cost. This is a full-service maintenance contract to include all emergencies, and intervening services call in the monthly cost. This service shall consist of a prompt response to a request for services and such adjustments and/or repairs as may be required to restore the elevator to safe and satisfactory operation.

Response times shall be:

1. One (1) hour during regular business hours

2. Two (2) hours during non-business hours

3. Twenty (20) minutes for entrapment

4. Thirty (30) minutes to aid those with disabilities.

Call back service shall be initiated by the Agency office during regular business hours or the Capitol Police during non-business hours. Service requests from other sources must be verified before responding. The Contractor will respond immediately, regardless of the origin of the call, if someone is trapped in an elevator.

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The Contractor may invoice on a time and material basis, for authorized callbacks in which the service requirement results from vandalism, negligence (to include dropped keys), abuse or misuse of the elevator by persons other than the Contractor, his agents or employees, or damages resulting from a cause other than normal wear and tear.

Invoices for billable call back service as required and described in paragraph 3 must include the date and time of the call and the name of the authorized caller. Also included, there should be a copy of the technician’s time sheet or service report clearly showing the time of arrival and departure, the nature of the service problem and its resolution, materials used, and a statement of the operation status of the elevator. It shall be the Contractor’s responsibility to ensure that his employees and agents maintain sufficient records to provide the Authority with all documentation required by this paragraph.

Contractor personnel working in state buildings shall sign in and out at the Agencies facility office.

Scope of Service:

During regularly scheduled maintenance, the following services will be performed in conjunction with monthly inspections. Additionally, the national Elevator Code Section 8.6 ASME A17-1 must be complied with in its entirety.

Clean the elevator machine, including motor and brake; control equipment including controller, selector, hoist way and car operating devises’ safety equipment including car safety, over speed governor, safety linkages, releasing devices, interlock and automatic door protective devices;

door operator equipment including linkage, drive motor, speed reduction units and electro-mechanical or motor operated cam devices. In addition, contractor will brush down and vacuum the hoist way, divider beams, door hangers, car top and bottom, and doorsills (beyond opening).

Elevator pits shall be kept clean and dry. Water or other liquids shall be pumped out.

Lubricate bearings, gear reduction unit, selector, governor, tension frame, sheaves, hoist ropes, cam equipment, door operator, hangers, interlocks, safety and door operator linkages, roller guides and guide rails.

Adjust associated equipment and devices including the following, providing the adjustment can be performed by the examiner as part of examiner’s normal routine:

1. Operating switches and relays on the following: controller, selector, brake, governor, leveling device, car safety systems, door operator system including door protective device, car and hall button operating stations, and the hoist way and pit.

2. Mechanical and electro-mechanical devices (not requiring disassembly for adjustments) including brake, machine, safety shoe and door operator linkages, hangers, interlocks, pit equipment, cams and rollers, roller guides and guide shoes.

Provide Parts and Supplies as follows:

Lubricating oils and greases; cleaning materials; operating switch and relay components (including metal and carbon contacts, insulators, springs, connectors, holders, arc deflectors and barriers, and distance pieces); motor brushes, special lamps for cars and hall signal fixtures, and fuses (Except main line disconnect).

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Parts, Inventory and Wiring Diagrams: Contractor will, during the term of this contract, maintain for the performance of routine preventive maintenance, either in each elevator machine room or as part of their inventory, a supply of frequently used replacement parts and lubricants selected by Contractor to meet the specific requirements of the units. Any parts replaced under this contract will be with new parts, manufactured or selected by Contractor or with parts refurbished to Contractor’s standards. All replacement parts will be furnished by Contractor in exchange for the parts replaced. Contractor further agrees to maintain a supply of replacement parts in their local parts warehouse, available for express delivery in case of emergencies. Contractor, during the term of the contract, must obtain and maintain all original wiring diagrams for the units.

Safety Tests Rhode Island General Law requires that car safety and speed governor devices be tested annually in the presence of a State Elevator Inspector or other authorized inspectors. The elevator Contractor shall schedule all tests to be completed no later than the last working day in May of each year.

Three-year full load safety test shall be performed on all hydraulic elevators, and a five-year full load safety test shall be performed on all cable elevators in accordance with Rhode Island General Law. Hydraulic elevators must be maintained according to new regulations pertaining to underground cylinders.

Agency Facilities shall be notified, by letter, when the testing date is established.

The Contractor shall furnish all necessary labor, tools, and weights required for the test. All necessary retests, as may be required by the State Elevator Inspector, will be made at no cost to the State or State Agency.

Annual, three-year, and five-year tests will be included in the price for monthly maintenance.

Reports Service Personnel shall leave a written copy of a report of the condition of the elevators, which he has inspected, with the Building Manager when he signs out at the end of each monthly inspection.

Facilities office shall be immediately notified by service personnel of any elevator found to be in unsafe operating condition. This notification shall be confirmed in a special report. The Contractor shall, within seven (7) calendar days, submit a report to the State Buildings and Grounds coordinator advising him of the problem, cost to repair, shutdown time, and if parts are required, the elapsed time required to obtain the parts.

Part 2 – Service, Repairs, Parts as needed

This portion of the contract is for all other repairs, services and parts not covered under Part 1.

Bidders will respond and quote all hourly rates and any other charges. No ‘hidden’ charges will be accepted or paid as part of this contract.

This section will be on an as needed, as requested basis. No work shall be performed without an approved Purchase Order Number. The contractor is responsible for obtaining the said number BEFORE work is performed.

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The contractor shall invoice the department for the time spent at the facility only. Minimum charges or travel time will not be charged to the department. It is the contractor’s responsibility to detail on the work completion slip and have verified (by department personnel) the exact date and time in and time out. Billing will be to the closest half-hour. If all requirements are not recorded on the work completion slip, this contract allows the department to adjust the invoice to reflect the department’s decision as to what is owed. In said case, the contractor shall immediately issue a credit against the institution’s account. Payment may not be processed until the department is satisfied with said billing/credit.

Although normal services and repairs should be scheduled during normal working hours, the contractor(s) are required to be available on a 24-hour, 7 days a week basis.

This section also includes the outright purchase of parts. Contractor’s pricing will be based on a cost-plus basis. All parts will be delivered FOB. The contractor will not bill the department for shipping charges.

Contract Expansion: The State reserves the right to include, amend or negotiate any additional commodities or services to this existing contract in which the successful bidders offer, when necessary, and only as approved by the Division of Purchases of this contract, without having to conduct a separate competitive procurement.

Labor Rates

Labor rates shall be all inclusive without limitations, wages, benefits, vehicle, fuel, tools, mobilization and demobilization, supervision, insurance, all licenses, permits, overhead and profit and all other requirements necessary for the commencement, performance and completion of the Work.

Monthly or one (1) Year Agency Agreements:

Agencies must acquire a minimum of three (3) quotes to obtain monthly or one (1) year of service under an agency purchase agreement (APA) from this contract. Scope of services as described within.

Pricing per Month per Unit:

User Agencies reserve the right to negotiate and execute price adjustments with the contractor for equipment determined “not good condition” as necessary to result in the intent of this RFQ.

Fixed Fee Lump Sum Award:

*This method will apply to those PROJECTS that have a defined scope of work outside scope described within PART 1 or 2.

A minimum of three (3) written quotes will be required from user agency. The Contractor shall submit a properly itemized proposal covering the requested Work. This proposal shall be itemized to include the various components of work and shall be segregated by labor, materials and equipment in a format satisfactory to the User Agency. Any amount more than the maximum dollar amount must be reviewed and received authorized by the Division. The Division reserves the right to solicit quotes from all Contractors for any project regardless of its estimated value.

Contractors must conduct a no cost site inspection and issue a no cost-written price quote for any project at the request of the User Agency. The quotation shall be provided within three (3) business days of the original request and shall include a detailed summary in accordance with the MPA

2026-1 Page 5 of 5 Revised 04/02/2026 contract rates. The User Agencies shall be under no obligation to pay for Work done without prior approval and the State may at its sole option request alternative quotations.

Time and Materials Award:

*This method is for those projects or special tasks for which the specifications are uncertain or difficult to determine in advance.

The cost of the services to be performed under the time and materials provision shall not be increased over the initial cost estimate without a written estimate signed by the agency and Contractor. Contractors must document and submit an estimate for a change in cost or time with sufficient data to allow an evaluation of the estimate. Provide detailed breakdown of the cost and estimate for labor and materials including a detailed breakdown for subcontractors or vendor’s work. Include copies of written estimates from subcontractors or vendors.

SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assessment

Narrative and format: Vendor responses must address specifically each of the following elements:

A. Licensing – Provide a copy of your current elevator license issued by the RI

Department of Labor and Training.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria Pass/Fail

Licensing Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.