SS Elevator Specs .pdf

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Maryland Department of General Services

Silver Spring District Court/Multi-Service Center

Elevator Maintenance Service Contract eMaryland Marketplace Small Procurement Solicitation

SECTION C - SPECIFICATIONS

1. SCOPE OF WORK:

1.1 The contractor shall furnish all labor, materials, supplies, tools, insurance, permits, inspection fees, equipment, electrical and/or electronic parts, hydraulic and mechanical parts and any testing equipment necessary to provide for the maintenance and repair of two (2) Otis hydraulic elevators as described below:

1.1.2 Elevators 1 & 2 located in the front lobby of this building.

1.1.3 Make: Otis LR3012, 460 volt, 3 phase, 3 wire, 60 Hertz A.C.

1.2 The contractor shall assume total maintenance and repair of this equipment as directed by these specifications and/or in compliance with the manufacturer's recommendations.

1.3 This Elevator Contract pertains only to:

Silver Spring District Court/Multi-Service Center

8552 Second Ave

Silver Spring, Maryland 20910

2. TERM OF CONTRACT:

The term of this contract shall be for a period of three (3) years, from

July 1, 2024, through June 30, 2027.

3. SITE VISIT:

A time and date has been established for a site visit on the Invitation to Bid (ITB) of this solicitation. All bidders are encouraged to attend so that they may examine the scope of work and have any questions answered pertaining to this contract, or contract documents.

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4. QUALIFICATIONS OF BIDDER:

4.1 Prior to submitting a bid for this contract, the bidder must have had no less than five (5) years of successful experience in providing the type of service required by these Detailed Specifications.

The experience of officials gained prior to the formation of a corporation or other business entity can be considered when evaluating responsibility.

4.2 The bidder shall furnish with their bid the following information:

a. The names and addresses of no less than 3 concerns and/or similar institutions for which they have provided comparable service. The concerns and/or institutions rendered by the bidder must be of the size, or greater than, the building and equipment for which this bid is submitted.

b. The bidder shall furnish the name and telephone number of the person who shall represent the contractor in all matters of concern regarding this contract on a 24 hour basis.

The person whose name is given as required above, must be available to consult with the Maintenance Supervisor and/or his/her designee at a time, place, or method deemed appropriate by that authority.

c. The contractor shall provide maintenance and repairs on the elevators at this building and his/her business must be provided by a machine shop.

The machine shop shall be available when necessary to provide parts for the elevators if it is expected that a replacement part(s) would hold the elevator out of service beyond a 48 hour period, starting with the time the elevator breaks down until it is back in service.

d. The contractor shall maintain an adequate amount of electrical, electronic, hydraulic and mechanical parts, materials, and supplies as part of his/her regular inventory to provide maintenance, preventive maintenance or repairs on two (2) Otis LR3012, 460 volt, 3 phase, 60 hertz, hydraulic elevators.

e. The required inventory shall be specifically designed, rated or otherwise manufactured for the elevators and/or equipment on which they are being used.

f. Replacement parts shall be supplied by the original manufacturer of the elevator, or manufactured by the

3 | P a g e supplier of such parts, whether or not it be replaced as a unit or integral part of a unit. Any and all replacement materials, parts, electrical and mechanical equipment shall be new and prior to use delivered to this building in its original container. If during the term of this contractor the machine shop facility is used to provide a service for this center, as required in 4.2.(c) of these specifications, the materials used must be the same material as the part being replaced and/or the best stock and quality available on the market.

5. CONTRACTOR'S ORGANIZATION AND CHAIN OF COMMAND:

5.1 Five working days following the award of this contract, the contractor shall submit an organizational chart to the Maintenance Supervisor. The chart shall clearly identify each position in the contractor's organization, beginning with the highest local position in his/her chain of command and list in descending order his/her subordinate positions that will, or may manage or supervise the contractor's employees during the term of this contract.

5.2 For each position given, a telephone number where the Maintenance Supervisor or his/her designee may reach that person during normal working hours and at least one telephone number where the contractor or his/her representative can be reached on a seven (7) day a week, twenty-four (24) hour a day basis.

5.3 The organizational chart shall be maintained current at all times during the full term of this contract, and should a change occur during this contract period, the contractor shall notify the State in writing, specifying any changes.

6. EQUIPMENT BREAKDOWNS OR SHUTDOWNS:

6.1 Where any one (1) of the two (2) or both elevators have been rendered inoperable as a result of but not limited to:

Electrical/electronic trouble

Burned out coils or relays

Grounded circuits

Shorted circuits

Electrical or mechanical adjustments

Electrical or mechanical failures

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The contractor shall supply the necessary experienced manpower; parts, materials, and equipment to assure the elevator(s) are back in service within a twenty four

(24) hour period starting from the time the breakdown is reported to the contractor.

6.2 The contractor shall make every effort to repair the elevator(s) as quickly as possible, and when this condition has been declared an emergency by the

Maintenance Supervisor or his/her designee, the contractor shall maintain a continuous on site operation until the emergency has been declared over by the above authority.

7. BUILDING ACCESS:

The contractor’s personnel shall be responsible for signing in and picking up keys for building access. The keys may be picked up at the office of the Department of General

Services. At the conclusion of each site visit, the representative must sign out and return all keys to the Department of General Services.

8. REGULAR SERVICE CALLS:

8.1 Regular maintenance of the elevators and related equipment shall be accomplished during regular working hours of 8:00 a.m. to 5:00 p.m. excluding weekends and State holidays. Any other work that must be accomplished outside of those hours should be coordinated with the Building Manager/Maintenance

Supervisor at no additional expense to the State.

8.2 The contractor shall respond to a regular service call within four (4) hours after receiving a request from the Maintenance Supervisor or his/her designee.

However, where the contractor cannot respond within the four (4) hours timeframe during the building's normal operating hours as set forth in 8.1 above because of the hour the call was made by the State, he/she shall have a mechanic on site at 8:00 a.m. the following day irrespective of the day of the week, or the month of the year.

9. EMERGENCY CALL-IN SERVICE:

9.1 The contractor shall provide a 24 hour a day, seven days a week emergency call-in service. The emergency shall be declared by the Maintenance Supervisor or his/her designee, and the contractor shall respond to this call by having service personnel on site within two (2) hours after having been notified.

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9.2 The extent of the emergency shall be determined by the Regional Manager or

Maintenance Supervisor, and the contractor may be required to provide a continuous operation as set forth in 7.2 of these specifications.

9.3 An emergency may occur and be declared as such at any time by the Regional

Manager, Maintenance Supervisor or his/her designee and the contractor may not invoice for extra payment when rendering a service under this condition.

10. MAJOR BREAKDOWNS OR SHUTDOWNS:

10.1 Where the elevator(s) have experienced a major breakdown or shutdown the contractor shall make every possible effort to re-establish normal and safe operation of this equipment as soon as possible.

10.2 However, and in no case shall this equipment remain inoperable beyond seventy-two (72) hours beginning with the time the first report of breakdown is reported.

10.3 The above condition shall include locating the trouble, obtaining the parts and/or materials necessary for repairs, installation of the parts and/or materials, the return of the elevator(s) back to a trouble free and safe operation.

10.4 When performing major repairs and overhauls as defined in these contract documents, the contractor shall be responsible for the total cost of work-related materials and supplies. All individual repair and replacement parts costing

$1,000.00 or less per part shall be paid by the contractor. Any cost for individual repair and replacement parts beyond $1,000.00 shall be borne by the State. In all cases, this cost responsibility shall apply to each part required. NO

COMBINING OF COSTS FOR MULTIPLE PARTS WILL BE

PERMITTED.

10.5 Repair and replacement parts charged to the State will be invoiced at cost. At cost is defined as the manufacturer’s charge to the contractor including freight and transportation charges reflected on the manufacturer’s invoice. The State reserves the right to selectively audit the contractor’s invoices in order to verify the cost price for said parts.

10.6 The $1,000.00 deductible includes parts only applicable to work designated as major repairs/overhauls. Hourly rates associated with major repairs/overhauls must be provided in writing and submitted with your bid documents prior to the award. All parts applicable to preventive maintenance are supplied on a no-charge basis. All labor costs and all supply and materials costs are included in the bid price.

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11. TECHNICAL OR ENGINEERING SUPPORT:

11.1 The State will not accept any excuse from the contractor for not being able to acquire technical or engineering support if semi-professional or professional experience is required to resolve a problem with the elevators at this center.

11.2 Where the contractor has failed to satisfy the requirement in 10.1 above, the

Procurement Officer may at his/her discretion, obtain the service necessary outside the terms and conditions of this contract to place the elevator(s) back into a trouble free and safe operation.

11.3 If the Procurement Officer deems it necessary to obtain service outside the concerns of this contract, the contractor will be found in default of this contract and required to reimburse Department of General Services for any cost occasioned by this circumstance.

12. MAINTENANCE, PREVENTIVE MAINTENANCE AND REPAIRS:

12.1 Upon the award of this contract and acceptance thereof by the contractor, he/she shall establish contact with the Regional Manager, and/or Maintenance Supervisor by telephone at (301) 563-8884 to arrange a meeting for the purpose of creating a standard operational procedure in terms of an ongoing preventive maintenance program that will include:

a. An on-site elevator inspection once each month for the entire term of this contract.

b. A week during each month the contractor's mechanic will report to this center and service the elevators.

c. A day during the selected week the contractor's mechanic will arrive.

12.2 Maintenance:

12.2.1 One (1) day each month for thirty-six (36) months the contractor's mechanic shall report to this facility and conduct a complete inspection and maintenance on elevators housed within this center. This inspection and maintenance procedure shall include but not limited to:

a. Riding each car observe their operation and listen for unusual

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b. Checking to see that reopening and stopping accuracy is proper and does not present a trip hazard.

c. Checking the door operation and each reopening device.

d. Replacing all burned out elevator signal lamps, call registered lamps, fans, etc.

e. Checking for leaks in the hydraulic system.

f. *Machine room - (1) Clean drip pan if necessary, (2) Check pump and motor for proper operation and leaking, (3) Motor run limit timer, (4) Floor selector, (5) Valves, (6) Piping, (7) Oil level and temperature and (8) Clean strainer.

g. Cars - (1) Check safety "T" edge (2) Light ray and (3) Car operating panel.

h. Car top - (1) Clean top (2) Check guide shoes (3) Check leveling switches (4) Check door operator and (4) Check clutch.

i. Hoist way - (1) Check hoist way equipment (2) Check door equipment (3) Check traveling cable (4) Check all lanterns (5)

Check all P.I. and (6) Check call stations.

j. Pit - (1) Clean (2) Check packing (3) Check piston (4) Check buffers (Car and CWT), (5) Check guide shoes (6) Check switches, limits, stop and all others (7) Check piping and supports and (8)

Check platen plate fastenings.

12.2.2 In addition to the maintenance checks specified in 12.1 & 12.2.1 of this section, the contractor shall purchase or acquire from the manufacturer of these elevators a maintenance manual written specifically for this equipment and perform the manufacturer's maintenance procedure specified therein.

12.2.3 Repairs - Any electrical, electronic, mechanical, hydraulic or other problems found during the inspection and maintenance procedure shall be repaired during that particular inspection visit.

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12.2.4 The intent of this section is to provide this facility with a complete and total and preventive maintenance program to include everything specified above in addition to the manufacturer's maintenance recommendations.

12.2.5 Failure of the contractor to provide the monthly inspection as required by section 11.2.1, (a), will be a default of this provision by contractor and a deduction of the monthly invoice to equal (1/36) of his total base bid will be made. Should the contractor continue to violate this provision, he shall be held in default of contract and the appropriate actions will be taken by the State to relieve the contractor of his obligation under this contract.

13. STATE RIGHTS OF INSPECTION AND TEST:

The State reserves the right to make, or cause to be made, such inspections and tests as deemed advisable to ascertain that the requirements of these specifications are being fulfilled. Should it be determined that the standards herein specified are not being satisfactorily maintained, the State may immediately demand that the contractor place the elevators in a condition to meet those requirements. If the Contractor fails to comply with such demands, within a reasonable time, the State may, by written notice to the contractor, terminate his right to proceed further with the work. In such event, the State may take over the work and prosecute it to completion, by contract or otherwise, and the Contractor and his sureties (if any) shall be liable for any additional cost to the State.

14. IN HOUSE SERVICE REPORTS:

The State reserves the right to implement and have executed by the contractor's service mechanic, in-house service reports if it is deemed necessary by the Regional Manager or

Maintenance Supervisor, to augment the maintenance/preventive maintenance schedule required in paragraph 11 of this specification.

15. TECHNICAL STANDARDS:

The item(s), materials(s), or appliance(s) required by this invitation must conform to the standards of the ANSI Practice for the Inspection of Elevators, Inspectors Manual A17.2 and the ANSI Safety Code for Elevators, Dumbwaiters and Escalators, A17.1.

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16. SERVICE RECORDS:

It shall be the responsibility of the contractor’s service personnel to sign in and out each site visit for either routine or demand service checks.

A service ticket indicating the work accomplished will be left with the State representative after each visit. The service ticket must be legible and a detailed description of work performed.

17. AFTER HOURS SERVICE AREA ACCESS AND BUILDING REGISTRATION:

17.1 When it is necessary for the mechanic to render a service to this center at any other time outside regular working hours, to include holidays or weekends, he/she shall sign in and out on the log provided at the security guard’s desk.

17.2 The security guard will unlock the elevator equipment room to allow the mechanic to perform work that is related to the problem for which called.

18. SAFETY INSPECTIONS AND TESTS;

In addition to the maintenance checks specified in Section 12, the following annual safety inspections and tests are to be performed according to ANSI A 17.1 and witnessed by a certified Third Party QEI Inspector. All tests shall be scheduled and coordinated to allow the Third Party QEI Inspector and required Contractors/Service Providers be present.

The Regional Manager and Maintenance Supervisor shall be notified immediately of the date each test is scheduled once it has been determined, but no later than (3) three working days prior to the event. The tests/inspections must be scheduled in time to be completed along with any deficiency corrections before the expiration of the DLLR certificate. The tests and inspections for each elevator include the following:

Hydraulic Elevators:

Annual-Safety Inspection; Pressure Test; Smoke, Heat, Shunt Trip Test; and Generator

Backup Power (If Equipped)

Traction Elevators:

Annual-Safety Inspection; Smoke, Heat, Shunt Trip Test; and Generator Backup Power

(If Equipped)

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Five Year Full Load Test (If it occurs within the term of this contract)

19. LOCAL CONDITIONS COVERING WORK:

The Contractor shall cooperate with those in authority on the premises to prevent the entrance and exit of all workmen and/or removal of all materials and equipment (to observe all rules and regulations in force on the grounds), to avoid unnecessary dust or accumulated debris, or undue interference with the convenience, sanitation, or routine of the State (and to prevent the loss of, or damage to, the property of the State and/or its employees). The Contractor shall repair any and all damage he may cause to the building or property, to the full satisfaction of the Supervisor.

The Contractor shall maintain equipment, machine room, hoist way, and overhead areas in reasonable clean condition at all times.

20. NO SUBCONTRACTING:

20.1 All work performed under the provisions of these Detailed Specifications shall be held exclusively to the successful bidders in-house personnel. The contractor shall not solicit a service outside his/her own concern in this regard to perform maintenance, preventive maintenance or repairs to any equipment specified herein.

20.2 To violate the above provisions may be viewed by the Department of General

Services as a breach of contract, and action initiated against the contractor under the authority of that provided in the Terms and Conditions governing default of contract proceedings.

21. PROTECTION FROM INJURY DURING SERVICE TO THIS CENTER:

21.1 The contractor shall constantly guard against unsafe conditions when rendering a service to this center and shall save harmless the State of Maryland, Department of General Services and this Multi-Service Center from any litigation arising from any injury resulting from the contractor's work or negligence on the part of his/her service personnel in the performance of their duties at this center.

22. PAYMENT TO THE CONTRACTOR:

22.1 The contractor shall submit an invoice for payment at the end of each calendar month for the services provided.

22.2 Each invoice submitted shall clearly identify the month for which payment is

11 | P a g e due under this invoice period in a conspicuous place on the face of the invoice, and the payment called for shall not exceed (1/36) of the total sum of the base bid.

22.3 The Department of General Services shall not be responsible for any invoice submitted prior to the last day each month as called for in 22.1 above, or after the

15th of the following month for which the service was rendered.

22.4 To avoid mailing problems please properly address all invoices to the following:

Department of General Services

Fiscal Services

301 West Preston Street

Room 1309

Baltimore, Maryland 21201

23. STATE HOLIDAYS:

State holidays which services will not be required (unless in the case of an emergency) by the Contractor shall be:

New Year’s Day Columbus Day

Martin Luther King Day Election Day

Washington’s Birthday Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Day After Thanksgiving

Labor Day Christmas Day and all other additional days authorized by the Governor plus official general election holidays.

24. LIABILITY:

The Contractor shall not be held responsible for non-operation of said equipment by reason of fire, flood, acts of civil or military authorities, or by insurrection, or riot.

25. BASIS FOR TERMINATION OF CONTRACT:

The following items indicate reasons that may be used to terminate this Contract by the

State. The list is not all inclusive.

a. Failure to provide specified level of preventive maintenance.

b. Failure to make needed repairs and perform safety tests.

c. Failure to provide new parts unless approved by the Regional Manager or

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Maintenance Supervisor.

d. Failure to notify the State of changes in assigned employees or job supervisor.

e. Failure to respond to emergency calls.

f. Failure of personnel to follow work reporting requirements.

g. Failure to keep required maintenance and repair logs in accordance with DLLR requirements.

26. BASE BID:

The base Bid for this Contract shall include the total amount for three years for the provision of all labor, equipment, supplies, permits, fees and transportation required to completely fulfill this contract.

27. BASIS OF AWARD:

The Contract will be awarded to the responsive and responsible bidder who submits the lowest base bid for the total three (3) year duration of the contract.