RFQ_Event 189 Admin Documents Elevator Maintenance.docx

Idaho State Liquor Division

RFQ 189

Elevator Maintenance Services Contract

1. Purpose The Idaho State Liquor Division (ISLD), through the Division of Purchasing (DOP) is requesting quotes for Elevator Maintenance Services, as further detailed below.

The contact for this RFQ is:

Mark Ward, Buyer Division of Purchasing Phone: (208) 332-1609 E-mail: Mark.Ward@adm.idaho.com

2. Background ISLD is looking for Elevator Maintenance Services for a Dover Elevator.

This is a Dover, two thousand (2000) lbs. capacity, two stop hydraulic passenger elevator that was installed in 1997-98.

A two-story building with one (1) elevator at this location.

3. Timelines Please See event in IPRO (Powered by LUMA) for dates.

4. Specifications for Scope of Work for Services See Specifications

Contractor shall begin service at ISLD, in Boise ID, on 08/19/2024 or as coordinated with the Agency contact.

The agency contact is:

Mike Long | Building Superintendent Idaho State Liquor Division 1349 E Beechcraft Ct.

Boise, ID 83716 Phone 208-473-9822

ISLD is a secure facility and requires all who enter the facility to sign in at the lobby and sign out before leaving the facility.

5. Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Annual Cost, as provided on Exhibit A, Price Sheet.

The Contract term shall be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The total contract term, with all renewals or extensions, is not anticipated to exceed five (5) years. All prices shall be held firm for one year from effective date of this proposed contract. A price adjustment may be allowed at the end of each contract or renewal period thereafter. If a price increase is requested in the existing contract, all price increases must come at the renewal period. Prices provided are set for the contract year, any adjustments would be made during the renewal period the next year. The Contractor shall provide supporting documentation for the reasoning of the increase. Increases shall be limited to the actual cost increase to the vendor. If a price decrease exists at the end of each contract or renewal period, the Contractor shall notify the State of the change in price and the decrease shall be effective immediately.

6. Site Inspections All interested Vendors are advised to attend the site inspection at their expense. Vendors must submit a written request to the RFQ Lead no later than 5:00 p.m. MST, via E-Mail one (1) business day prior to the date of the site inspection. The written request must specify the name and title of each person who will be attending. A maximum of two (2) people for each party interested will be allowed to attend in-person.

Site inspections will be held on, Thursday the 14th at 10:00 a.m. Mountain Time, at the Idaho State Liquor Division Central Office, 1349 E Beechcraft CT., Boise, ID 83716. It will be the responsibility of the Vendors to provide transportation to each location.

Failure to attend the site inspection on the scheduled date will in no way relieve a Vendor from their performance or duties outlined herein.

Vendors are advised to thoroughly examine the elevator and fully inform themselves of its condition. Upon request, ISLD will supply the Vendors with prior Repair and Maintenance logs. Failure to do so will in no way relieve the Contractor from the performance of the work as specified.

7. Contractor Responsibilities In the event of any conflict between the requirements of this RFQ and the statutory requirements contained in Idaho Code §39, Chapter 86 Idaho Elevator Safety Code Act, the provisions of Idaho Code will take precedence. The Contractor must comply with all applicable chapter(s) of Idaho Code, as well as all other applicable state, local and Federal regulations.

7.1. In the performance of this Contract, the Contractor must abide by all existing laws, codes, rules and regulations set forth by State and Federal Laws having jurisdiction in the location where the work is to be performed.

7.2. Contractor must conduct periodic tests and maintenance inspections of all elevator equipment as required by current applicable Idaho Elevator Safety Code Act Chapter 86, code 39, for each elevator. Written reports of the tests must be submitted to ISLD’s designated Point of Contact and in the case of running a safety test, forty-eight (48) hour notification must be given so ISLD’s designated Point of Contact may be present.

7.3. Contractor must comply with all applicable Idaho Elevator Safety Codes. Contractor must take all steps necessary to ensure the safety of its employees, ISLD employees and the visiting public, and they must follow OSHA rules and guidelines.

7.4. If the Contractor spills or otherwise releases any harmful or hazardous substance into the environment, while working at ISLD, the Contractor or its agent must immediately report the incident to the ISLD’s designated Point of Contact. The liability of the spill or release of such substance’s rests solely with the Contractor.

8. Experience, Qualifications, and Licensing Contractor must be licensed as required by state and federal licensing regulations applicable to elevator maintenance and repair work. Contractor must provide proof of this license with their bid.

8.1. Contractor must demonstrate that it has been in the business of elevator maintenance and repair for at least the last five (5) consecutive years prior to the date of issuance of this RFQ.

8.2. All work performed under the resulting Contract must be done by a journeyman or Master level elevator mechanic, unless otherwise agreed upon by ISLD and Contractor.

9. Exclusions

The following are excluded from the coverage under the Contract:

9.1. Repairs necessitated by negligence, accident, or misuse of the equipment by anyone other than the Contractor, his employees, sub-contractors, or agents, or other causes beyond the Contractor’s control, except ordinary wear.

9.2. Repair or replacement of building items, such as hoistway or machine room walls and floors, car enclosures, car finish floor material, hoistway entrance frames, doors and sills, telephone equipment and signal fixture faceplates.

9.3. Mainline and auxiliary disconnect switches, fuses, and feeders to control panels. Defined as those conductors providing power from a main power distribution panel or sub panel disconnect and feeding a cabinet or electrical enclosure containing the elevator controlling switchgear and equipment.

9.4. Lamps for car and machine room illumination.

9.5. Telescopic hydraulic lifting rams.

10. Additional Repair Services If it is determined by ISLD that certain repairs fall outside the list of maintenance or repair tasks listed in this RFQ, the ISLD Manager or designated staff may request that Contractor provide the additional related service. Contractor and the agency contact will agree upon an estimated level of effort prior to commencing work, and Contractor must invoice ISLD at the fully burdened hourly rate provided on Exhibit A, Price Sheet for such additional services, based on the actual level of effort to complete the repair. ISLD will be responsible for payment of the parts required to perform the repairs ordered under this subsection, at manufacturers’ cost. Contractor must provide copies of the parts invoices when submitting its invoice to ISLD.

11. Inventory Contractor must provide a list of replacement parts and lubricants for normal maintenance and repair of the elevator. The Contractor must own and maintain a sufficient amount of the replacement parts and lubricants. All replacement parts must be equal to or better than the original manufacturer’s parts. Any part the Contractor intends to use that is not supplied by the original elevator manufacturer or that is not of equal quality will need written prior approval from ISLD’s designated Point of Contact.

Component parts not typically stocked for normal maintenance or repair must be delivered and installed within five (5) business days of notification of approval from ISLD’s designated Point of Contact. If lead time for components is longer, Contractor must notify the ISLD contact and offer solutions for delays.

12. Microprocessors and Reprogramming

12.1. The Contractor must maintain, in stock, available for immediate use, an inventory of replacement parts for any microprocessor, or electrical/electronic controller or switching component equipment used in the elevator system.

12.2. The Contractor must be professionally certified to reprogram or change the program of the elevator microprocessor.

12.3. The Contractor’s service technicians must carry diagnostic equipment to analyze programming and microprocessor functions and malfunctions.

12.4. All diagnostic equipment, microprocessor printed circuit boards, solid-state circuitry parts and reprogramming capabilities must be of the original equipment manufacturer (OEM) parts. If original equipment manufacturer (OEM) parts are not available, Contractor must use equal to or better than the original manufacturer’s parts. Any part the Contractor intends to use that is not supplied by the original elevator manufacturer or that is not of equal quality will need written prior approval from ISLD’s designated Point of Contact.

13. Hours of Service The Contractor must perform all preventative maintenance, repairs, routine adjusting and service procedures during regular business hours of 7:00 AM. – 4:00 PM MST, Monday through Friday. Excluding State of Idaho recognized Holidays. https://www.idaho.gov/government/state-holidays/

14. Contractor’s Personnel

14.1. Within 5 (five) business days following Contract award, Contractor must provide ISLD with a list of all personnel assigned to the Contract. In addition, the Contractor must provide a listing of names, emergency telephone numbers, and cell phone numbers of supervisory personnel assigned to the Contract. Contractor must keep this list up to date by providing ISLD’s Point of Contact with a hard copy (preferably via e-mail) of any modifications to the list promptly upon updates being made (Note: changes in personnel are subject to approval by ISLD as provided below).

14.1. ISLD will approve the designated personnel prior to assignment and may require the Contractor to provide additional information regarding past work experience. Any future additions or changes to personnel must be approved by ISLD Manager or designee before the employee begins work under the Contract.

14.2. Contractor’s employees are to present a professional appearance. Contractor’s employees must be neat, clean, well groomed, courteous, properly uniformed, and conduct themselves in a professional manner while performing their duties on ISLD’s property.

Contractor’s employees must wear a “uniform” with a company name or logo on it while working on ISLD’s premises, clearly identifying the individual as an employee of the Contractor.

14.3. While working on ISLD property, all Contractors’ vehicles must be visibly and properly identified.

15. Diagrams, Manuals, Etc.

15.1. Contractor must maintain the wiring diagrams properly reflecting any changes made by the Contractor to the equipment. ISLD will provide Contractor with current wiring diagrams reflecting all previously made changes to the elevator.

15.2. All drawings, diagrams, and manuals for the elevator (and any updates made by Contractor) are the sole property of ISLD and must be kept in the elevator machine room.

16. ISLD Supervision and Inspection All work performed under this Contract is subject to inspection by ISLD, or an agent designated by ISLD, at any time, to ensure compliance with all terms and conditions of the Contract.

17. Removal of Elevator from Service

17.1. The Contractor must coordinate and obtain approval for removal of elevator from service by contacting the ISLD designated Point of Contact. ISLD’s Point of Contact’s telephone number will be provided to the Contractor upon Contract Award.

17.1. ISLD agrees to permit the Contractor to remove the elevator from service for a reasonable time, in order to perform the elevator maintenance. The Contractor must place an “Out of Service” sign on of the elevator door at each floor which states the Contractor’s name, the Contractor’s phone number, and the estimated time before the elevator will be returned to service.

17.2. If the elevator is shut down for more than seventy-two (72) continuous hours (except for pre-scheduled or major equipment repairs), the billing for the maintenance of that elevator must be suspended until the unit is restored to proper working order.

18. Examination Log, Records and Reports

18.1. The Contractor must include a sample Log/Report, to the ISLD contact, before work can begin, a schedule of proposed maintenance for the ISLD elevator. The schedule must conform to the manufacturer’s maintenance requirements for the ISLD elevator type, and will indicate frequency of inspections, adjustments, and lubrication procedures.

18.2. The Contractor must provide a report and records after each service containing the date, times of arrival and departure, name of service technician(s) and/or repair personnel. The report must identify the elevator serviced or repaired, describe the service or repairs performed, and designate whether the work was regularly scheduled, an after-hours call, emergency, or a callback. If there is an emergency or callback, the report must provide the reason as well as the status.

18.3. The Contractor must provide an annual written performance report to ISLD covering ISLD’s performance requirements identified in Section 9. The first report must be delivered to the designated Point of Contact six (6) months after contract award and six (6) months after each Contract renewal.

19. Emergency Situations and Callback Services

19.1. The Contractor must respond to all emergency situations, a situation that poses an immediate risk to health, life, property, or the environment, twenty-four (24) hours a day, seven (7) days per week, three hundred sixty-five (365) days per year, including State & Federal Holidays, within one and a half (1 1/2) hours of the initial notification of emergency from ISLD’s designated Point of Contact. Notifications must be made by phone or email.

19.2. The Contractor must, without additional charge to ISLD, provide a callback service during regular business hours of 7:00 AM. – 4:00 PM MST, Monday through Friday. The Contractor must respond to the callback within four (4) hours of time reported from ISLD’s designated Point Contact.

19.3. The Contractor must provide a twenty-four (24) hour callback service (a call to the Contractor to work after normal working hours, as for an emergency and non-emergency) in which the Contractor will bill for the overtime rate if the call is outside regular business hours. Contractor must provide a telephone number for emergency and non-emergency callback services on a twenty-four (24) hours per day, seven (7) days per week, three hundred sixty-five (365) days a year, including Idaho State recognized Holidays.

20. Invoicing Contractors must invoice Accountspayable@liquor.idaho.gov on or before the 15th day of each month, for work performed the prior month. Any invoices submitted incorrectly (any information mentioned below is missing) will be rejected until a corrected invoice has been submitted.

The invoice must include, but not be limited to:

1. Detailed form/checklist (must include at minimum: Names of Contractor staff performing the work performed, and location the work was performed)

2. Dates of service

3. Total amount billed for the billing period

4. Contractor name, address, phone number, and e-mail address

5. Contract number

6. Invoice Number

7. Invoice Date

8. Invoices and reports are to be submitted to:

Agency Contact: AccountsPayable@liquor.idaho.gov; cc ISLD Building Superintendent Agency Name: Idaho State Liquor Division Address: 1349 E. Beechcraft Ct., Boise, Idaho 83716

**Final invoices must be submitted to ISLD no later than thirty (30) calendar days after the contract expiration date.

21. Response Enter your Total Cost for Services on Exhibit A, Price Sheet, and submit your quote via IPRO (Powered by LUMA) so that it is received at Division of Purchasing, prior to the deadline established in IPRO.

Quotes must include all Required Submittal Items (See below).

When submitting via IPRO enter your Total Cost on Exhibit A and in IPRO, and UPLOAD all Required Submittal Items.

Specification A – Scope of Work Exhibit A – Price Sheet Exhibit B – Reference Sheet State of Idaho Signature Page

Exhibit A – Exhibit A - Price Sheet State of Idaho Signature Page Proof of License compliant with Federal and State Regulations

Specifications

Elevator Maintenance Services Specifications for Scope of Work

1. Quarterly Maintenance and Repair The Contractor must make quarterly inspections and, at a minimum, systematically examine, clean, repair or replace (when necessary), the following:

1.1. Hydraulic oil;

1.2. Reservoir tank;

1.3. Pumps;

1.4. Hydraulic lines;

1.5. Pressure controllers;

1.6. Keep guide rails properly lubricated, except where roller guides are used;

1.7. Replace guide shoe gibs or rollers, when conditions warrant, providing a quiet operation;

1.8. Repair or replace control cables, when conditions warrant;

1.9. Drain the gear case, flushing to remove sediment and grit, refill with new gear oil;

1.10. Re-lamp all signals;

1.11. Furnish lubricants that meet the equipment manufacturer’s specifications;

1.12. Examine, clean, lubricate, adjust:

1.13. Interlocks and door closures.

1.14. Car and counterweight buffers.

1.15. Over speed governors, governor tension sheaves assemblies and car and counterweight safety.

1.16. Limit, Landing and slowdown switches.

1.17. Door protective devices and alarm bells.

1.18. Examine all sheaves, governor tension sheaves, secondary or deflection sheaves and compensating sheaves.

1.19. Examine, lubricate, and adjust the following accessory equipment:

1.20. Car and Corridor operating pushbuttons.

1.21. Load weighting equipment.

1.22. All hall lanterns, car position and hall position indicators, lobby control panels, car operating panels, and all other signal and accessory facilities furnished and installed as part of the whole equipment.

1.23. Clean all elevator machine rooms, secondary areas, elevator hoistways, and pit areas.

1.24. The Contractor must be responsible for keeping the machine rooms, the exterior of the machinery, and any other parts of the equipment subject to rust, properly painted with anti-rust paint, identified, and presentable at all times.

1.25. The Contractor must, during each examination, remove all accumulated water, oil and refuse in the pit areas.

1.26. Steel parts cabinets must be maintained in the machine room areas to provide for the orderly storage of replacement components;

1.27. Contractor must test the car and counterweight safeties, governors, buffers, and all other safety devices. The car balance must be checked, and the governor set. If required, the governor must be re-calibrated and sealed for proper tripping speed.

1.28. Contractor must provide to the State authority all information necessary in order to maintain each elevator license;

1.29. Conduct a yearly no-load, low speed test of car and counterweight safeties and a test of buffers;

2. Annual Maintenance and Repair The Contractor must make annual inspections and, at a minimum, systematically examine, clean, repair or replace (when necessary), the following:

2.1 Annually clean the elevator hoistway and related equipment, including rails, inductors, hoistway door hangers and tracks, relating devices, switches, buffers, car tops and water, oil and debris from the pit areas.

2.2. Annually check the group dispatching systems and make necessary tests to ensure that all circuits and time settings are properly adjusted, and the system performs as designed and installed.

3. Biannual Maintenance and Repair The Contractor shall make annual inspections and, at a minimum, systematically examine, repair or replace (when necessary), the following:

3.1. The Contractor must schedule and perform a Biannual (Twice a year) testing of the Fireman’s Emergency Service operation, this must be performed to ensure the proper operation of the system.

4. Performance Requirements The Contractor must maintain a comfortable, quiet elevator ride with smooth acceleration and retardation, and a soft stop. Door operation must be quiet and positive with no issues.

The Contractor must maintain the following minimum performance requirements for all elevators under this Contract:

2.

3.

4.

4.1. Floor to Floor Time in Seconds: Thirteen (13.0) sec.

4.2. Door Opening Time in Seconds: two and half (2.5) sec.

4.3. Door Closing Force in Foot Pounds must be under Thirty (30) ft. lb.

4.4. Floor Accuracy must be within 3/8 in.

4.5. Floor-to-floor times (seconds) are measured from the time the doors start to close, including a typical one-floor travel and until the elevator is approximately level with the next successive floor, either up or down, and the doors ¾ open (per schedule).

4.6. Door opening times (seconds) are measured from start of car door open until doors are one (1)” from the fully open position (per schedule).

4.7. Door closing force (foot pounds) is measured at rest with the doors between one third (1/3) and two thirds (2/3) closed.

4.8. Floor accuracy (inches) must be measured under all load conditions.

4.9. Variance from rated speed, regardless of load, must not exceed +/- five percent (5%) for traction, +/- Ten percent (10%) for hydraulic.

4.10. Shutdowns for emergency minor adjustment callbacks must be minimized. Shutdown frequency must be maintained at no more than one (1) per unit per month.

4.11. The Contractor must check and adjust the dispatching system and conduct all necessary tests to ensure all circuits and time settings are properly adjusted at least one (1) time per year, and any time proper adjustment is questioned by ISLD. This must be accomplished within thirty (30) calendar days of Contract award and within thirty (30) calendar days after each Contract renewal.

Exhibit A

Elevator Maintenance Services Price Sheet

Prices quoted below must be fully burdened to include but not limited to: elevator maintenance and repairs for the listed elevator, tools, equipment, lubricants, materials, personal, transportation and any additional cost associated with preventative maintenance established in the RFQ.

For annual cost, the bidder must take their quarterly cost and times it by four (4) to get Bidders annual cost.

Quarterly Maintenance:

Annual Maintenance:

Biannual Maintenance:

The items below will not be evaluated. Bidder must submit a cost for items listed below.

ADDITIONAL SERVICE RATES:

Provide the labor rates for Additional Services as defined in Section 10, all other hours that are not during normal business hours. This includes any / all hours worked on weekends and Federal Holidays.

Mechanic Regular Time Monday through Friday – 7:00 am to 4:00 pm

Mechanic After Hours Monday through Friday – 4:00 pm to 7:00 am

Mechanic Weekend and Holiday Saturday, Sunday, and Federal Holiday

MARK-UP RATE

Provide the percentage of mark-up that will be applied to parts that are outside of parts needed for normal maintenance and repair. (See Section 11).

COST PLUS _____________% percent (Mark-up)

Company Name: ________________________________________________________________ Name of Individual submitting quote: _____________________________ _____________ Signature of individual submitting quote: _________________________ ___________________ Phone: _______________________________ E-mail: _______________________________