request for proposals – (rfp) for full ......customer service building, 625 murray st.,...

REQUEST FOR PROPOSALS – (RFP)

FOR

FULL MAINTENANCE CONTRACT WITH OPTIONAL

(04) FOUR-YEARS FULL MAINTENANCE SERVICE

Alexandria City Hall, 915 3rd Street, Alexandria, LA

(1) One Geared Traction Passenger Elevator

(1) One Drum Geared Freight Elevator

(2) Two Hydraulic Passenger Elevators

Customer Service Center, 625 Murray Street, Alexandria, LA

(2) Two Hydraulic Passenger Elevators

City Project Monitor

Jim Ligon, Building Services Superintendent

2021 Industrial Park Road, Building "A", Alexandria, LA 71303

[email protected], 318-446-6023

Inspector / Consultant

Mr. Bobby N. Jones, Elevator Technical Services, Inc.

2324 Highway 457, Alexandria, LA 71302-9248

[email protected], (800) 755-8475 Mobile: (318) 880-8138

mailto:[email protected]


TABLE OF CONTENTS

SECTION - 1. INFORMATION TO PROPOSING CONTRACTOR

General

Schedule of Events for Preventative Maintenance RFP. Definitions Equipment list Purpose of Request for Proposal Scope of Work Addendums, Clarifications and other representations Period of Agreement:

Holiday Schedule for CITY (AFEAT) Alexandria Fairness, Equality, Accessibility and Teamwork Program

SECTION - 2. PROPOSAL RESPONSE

In General Proposal Response Format

Non-mandatory Pre-proposal Conference EMP Site Inspection Representation

Proposer Inquiries and Clarifications Errors and Omissions in EMP Proposals Performance bond not required for this contract.

Addenda, Changes and Withdrawals Proposal Rejection

Ownership of Proposal Cost of Offer Preparation

Acceptance of Proposal Content

SECTION - 3. EVALUATION & SELECTION

Selection Criteria

Contract Negotiations Contract Award Execution

SECTION - 4. SCOPE OF SERVICES

General Requirements: EMP will be responsible for all costs

Adding or Deleting Elevators EMP Qualifications

SECTION - 5. TECHNICAL SPECIFICATIONS

General

Installed equipment becomes CITY property Utilize EMP employees only

EMP to provide Technician for CITY’s inspections Code Compliance

Elevator Technician Availability Documentation of ALL work by EMP EMP to notify CITY when on site Basic Full-Service Preventative Maintenance Equipment, Wiring and Circuit Changes

Repairs/Callback Services Wire Diagrams and Elevator Reports Annual Meeting with EMP regional manager. EMP Maintenance Responsibilities Safety Inspections and Testing

Firemen’s Recall Service

Emergency Phone Operation: Parts to be covered under the Full Preventative Maintenance Program

SECTION - 6. GENERAL MAINTENANCE SPECIFICATIONS

Examine periodically all safety devices and governors

All 5-year full load and Annual no-load safety inspections and tests Other requirements

Type Vertical Transportation Frequency Facility BUILDINGS AND LOCATIONS WITH ELEVATORS. City Hall, 915 Third St., Alexandria, LA71301

SECTION - 7. INSURANCE REQUIREMENTS FOR CONTRACTORS

MINIMUM LIMITS OF INSURANCE

DEDUCTIBLES AND SELF-INSURED RETENTIONS OTHER INSURANCE PROVISIONS All Coverages

SECTION - 8. PRICING SCHEDULES

INFORMATION TO PROPOSING CONTRACTOR | COA – Elevator PM RFP

TABLE OF CONTENTS 1-1

SECTION - 1. INFORMATION TO PROPOSING CONTRACTOR

General

The City of Alexandria, represented by the Mayor or his designee herein after referred to as CITY is

seeking proposals for an Elevator Maintenance. The primary point of contact will be the CITY’s assigned

Contract Monitor who is the Building Maintenance Superintendent.

Schedule of Events for Preventative Maintenance RFP.

April 25, 2018 - RFP available to prospective bidders Release Date.

May 10, 2018 - All potential “Proposing Contractors” are to acknowledge receipt of this RFP with

City Project Monitor, Jim Ligon, by email: [email protected]. This is to register as a

“Proposing Contractor.” This will help ensure that you receive any addendum or any

correspondence concerning this RFP by email. Acknowledgement must be received by this date.

May 10, 2018 - 1:00pm – Pre-quote Conference and Site tour sign in will begin at City Hall, 915

3rd Street, Alexandria, LA, in the 1st Floor Lobby then the meeting will move to Customer Service

Center.

May 15, 2018, 4:00pm CST - Deadline for receiving proposer inquiries

May 24, 2018 CST - Proposal submission deadline and Opening Date City Compound,

Administration Building Conference Room, 2021 Industrial Park Road, Building “A”, Alexandria,

LA 71303

May 29, 2018 - Introduction of Ordinance to award in City Council Meeting

June 12, 2018 - Final adoption of Ordinance to award by City Council.

July 8, 2018 - Estimated date for Contract Period to start

Definitions

Shall – Denotes mandatory requirements

Must – Denotes mandatory requirements

May - Denotes an advisory or permissible action

Should – Denotes desirable

Contractor – Contractor is the selected proposing contractor also known as Elevator Maintenance

Provider (EMP)

CITY – The City of Alexandria, Louisiana represented by the Mayor or his designee.

City Project Monitor (CPM) – Person designated by Mayor to administrate Contract

INSPECTOR – Person designated by City Project Monitor to inspect work, assist in technical

matters, specification, monitoring of condition of elevator and advise on matters related to this

contract.

Equipment list

Customer Service Building, 625 Murray St., Alexandria, LA 71301

1. # 1 Front Elevator – Hydro - 3 landings – Microprocessor EC – 2,500 lb. – 125 fpm.

2. # 2 Rear Elevator – Hydro - 3 landings – Relay Logic US Elevator – 2,500 lb. – 125 fpm. (Service

Car)




City Hall, 915 Third St., Alexandria, LA 71301

1. # 1 Visitors Elevator – Traction - 4 landings – Relay Logic Otis – 2,000 lb. – 100 fpm.

2. # 2 Visitors Elevator – Hydro - 3 landings – Microprocessor EC – 2,500 lb. – 125 fpm.

3. # 3 Elevator – Hydro - 3 landings – Microprocessor EC – 700 lb. – 100 fpm.

4. # 4 Freight Elevator – Drum - 2 landings – Relay Logic Otis – 2,500 lb. – 25 fpm.

Purpose of Request for Proposal

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as allowed by the State

of Louisiana laws and statutes concerning vertical transportation from bona fide, qualified proposers who

are interested in providing full service Preventative Maintenance, Emergency Call-back and Repair

Services for the elevators under the umbrella of the CITY.

Scope of Work

The scope of work for this contract is to provide full service elevator maintenance, emergency call back

service and repairs by a qualified Elevator Maintenance Provider (EMP) for the elevators currently

operated and maintained for the CITY. All functions performed by the EMP, as defined in accordance

with this Request for Proposal (RFP) including SECTION - 8. below (Pricing Schedules) shall be

provided by the EMP.

Addendums, Clarifications and other representations

All clarifications, corrections, approvals and other information shall be by written addendum, amendment

or change order. Any other representations or discussions are without legal effect.

Period of Agreement:

The term of any contract resulting from this solicitation shall begin on the date set in contract. Upon start

of contract, EMP shall begin a (1) one-year Full Preventative Maintenance, Emergency Call-back &

Repair Service on locations awarded. Contract will have the option for the CITY to renew each year by

letter for (4) four additional years at the costs indicated on the Pricing Schedule SECTION - 8. below.

Holiday Schedule for CITY

CITY is closed for designated holidays. From year to year CITY holidays vary and this schedule is

illustrative of a typical year to plan for. Facets of this RFP will not require staffing on CITY’s base

holidays. This antidotal schedule of holidays is illustrative and intended to allow for EMP to schedule and

plan its staffing resources as well as apply the appropriate pricing to this RFP.

January 1, New Year's Day

January 19, Martin Luther King's Birthday

Friday before Easter Sunday

Last Monday in May,

Memorial Day July 4, Independence Day

First Monday in September, Labor Day

November 11, Veteran's Day

Fourth Thursday and Friday of November, Thanksgiving

December 25, Christmas



Note: If a holiday lands on Saturday, then it is taken on the previous Friday. If a holiday falls on Sunday,

it is taken on the following Monday.

(AFEAT) Alexandria Fairness, Equality, Accessibility and Teamwork Program

Under the City’s AFEAT (Alexandria Fairness, Equality, Accessibility, and Teamwork Program),

participation by minority and/or disadvantaged business enterprise firms is encouraged. The AFEAT

Program should be inquired about through the Division of Finance. The goals for qualifying

disadvantaged, minority and female owned business in the use of professional service agreements with

prime contractors will help effectuate the goals of increasing: the competitive viability of small business,

minority, and women business enterprise by providing contract, technical, educational, and management

assistance; business ownership by small business persons, minority persons, and women (including

professional service opportunities); and the procurement by the City of professional services, articles,

equipment, supplies, and materials from business concerns owned by small business concerns, minority

persons, and women.

Prime contractors offering subcontracting should take specific action to ensure that a bona fide effort is

made to achieve maximum results towards meeting the established goals. Primes shall document efforts

and shall implement steps at least as extensive as the following in a good faith effort to reach or exceed

the established goals:

Establish and maintain a current list of minority and female owned businesses in Alexandria, in

Rapides Parish, and in the State of Louisiana.

Document and maintain a record of all solicitations of offers for subcontracts from minority or

female construction contractor and suppliers in Alexandria, in Rapides Parish, and in the State of

Louisiana.

Secure listing of minority and women owned businesses from the City of Alexandria Purchasing

Department, the Central Louisiana Business Incubator, and the State of Louisiana Department of

Minority Affairs.

Participate in associations which assist in promoting minority and women owned businesses such

as the Central Louisiana Business League, the Central Louisiana Business Incubator, and the

Entrepreneurial League System.

Designate a responsible official to monitor all activity made in the effort to achieve or exceed the

established goals; record contacts made, subcontracts entered into with dollar amounts, and other

relevant information.

Should you have any questions or comments regarding AFEAT, please do not hesitate to contact our

Finance Department at 318-449-5091

END OF SECTION.

Proposal Response | COA – Elevator PM RFP


SECTION - 2. PROPOSAL RESPONSE

In General

Vendors/contractors now have the option to submit their bids and proposals, electronically. To

submit or view bids, download, and receive bid notices by email, your company/agency will need

to register with Central Bidding at centralauctionhouse.com. If you need help registering or

completing an e-bid, please call (225) 810-4814.

Proposals may be emailed, mailed through the USPS or other service, delivered by hand courier

service to our physical location at:

Jim Ligon, Supt. of Building Services, City of Alexandria Louisiana

2021 Industrial Park Road, Building “A”, Alexandria, LA 71303,

(318) 441-6023, [email protected]

All proposals submitted MUST be received by the CITY on or before the date and time shown in

the “Schedule of Events” at the beginning of the RFP.

Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries

to our physical location. CITY is not responsible for any delays caused by the Proposer’s chosen

means of proposed delivery. CITY is also not responsible for any proposals received after the

cutoff deadline for receiving proposal packets. Proposer is solely responsible for the timely

delivery of its proposal. To be considered the proposal should be in our office by deadline.

By signing the proposal, the EMP certifies compliance with the signature authority required in

accordance with all CITY requirements and are within the State of Louisiana Laws and Statutes.

The person signing the proposal must be a current corporate officer, partnership member, or other

individual specifically authorized to submit a proposal as reflected in the appropriate records on

file with the Louisiana Secretary of State; or an individual authorized to bind the company as

reflected by a corporate resolution or power of attorney or other documents indicating authority

which are acceptable to the CITY.

Proposal Response Format

The EMP’s proposal shall be submitted in three parts:

Part I - Cover Letter: Contain a summary of Proposer’s ability to perform the services described

in the RFP and confirm that Proposer is willing to perform those services and enter into a contract

with the CITY. The cover letter should also:

1. Identify the submitting Proposer and provide their State of Louisiana Contractors number.

2. Identify the name, title, address, telephone number, fax number, and email address of each person

authorized by the Proposer to contractually obligate the Proposer;

3. Identify the name, address, telephone number, fax number, and email address of the contact

person for technical and contractual clarifications throughout the evaluation period.

Part II– Shall contain Cost Data as requested in Price Schedules (SECTION - 8. below), which

includes base bid pricing).

Part III - Method of Performance: Proposals will be evaluated based on the Proposer’s distinctive

plan for performing the requirements of the RFP and should include the following:.




1. Written proposal which demonstrates the method or way the Proposer will satisfy these

requirements. The language of the proposal should be straightforward and limited to facts and

plans of action to deliver full preventative maintenance, emergency call-back and repair service.

2. Work Plan: Provide a description of proposed maintenance plan including but not limited to:

3. The data or references you intend to use to support the scheduling and execution of the various

maintenance tasks,

4. How your firm intends to provide the service as well as the definition of what work you will do

and how your firm will determine when to do it.

5. SHALL include a submission of a task / frequency schedule

Include all required information listed in Section 4.04 below and 5.14B below

Each Proposer shall submit three (3) signed original response counterparts and one (1) electronic

copy in PDF format.

Non-mandatory Pre-proposal Conference

A non-mandatory pre-proposal conference regarding this Request for Proposal will be held at the time and

place indicated in schedule located in Section 1.02 above of this RFP. Prospective proposers may

participate in the conference to ask for clarifications of the requirements and to receive answers to relevant

questions. The Proposer should bring a copy of the RFP as it will be used as the agenda for the Pre-

Proposal Conference.

EMP Site Inspection Representation

Each proposer is solely responsible for a prudent and complete personal inspection, examination and

assessment of the facility and any other existing condition, factor, or item that may affect or impact the

performance and cost of service described and required by the contractual requirements.

Proposer Inquiries and Clarifications

An initial inquiry period is hereby firmly set for all interested proposers to perform a detailed

review of the bid documents and to submit any written questions relative thereto. Without

exception, all questions MUST be in writing (even if an answer has already been given to an oral

question during the Pre-Proposal Conference) and received by the close of business on the inquiry

deadline date set forth in the Calendar of Events in Section 1.02 above. Initial inquiries may not

be entertained thereafter. Oral answers are without legal effect.

An addendum may be issued and sent to Proposers by the CITY to address all written inquiries

received and any other changes or clarifications to the solicitation. Thereafter, all proposal

documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand

as written and/or amended by any addendum. No negotiations, decisions, or actions shall be

executed by any proposer because of any oral discussions with any CITY employee or

INSPECTOR.

Inquiries shall be submitted in writing by an authorized representative of the proposer, clearly

cross-referenced to the relevant solicitation section. Only those inquiries by the established

deadline shall be considered by the CITY. Answers to questions that change the solicitation will

be issued by addendum and provided to all registered prospective proposers.



The EMP shall be responsible to make reasonable discovery and for notifying CITY in writing of

the existence of any defects in or repairs required to the elevator equipment which the EMP does

not consider to be their responsibility under the terms of the RFP prior to the inquiry period and

for which EMP would want fixed prior to entering into a contract.

Inquiries concerning this RFP may be delivered by mail, express courier, e-mail, or hand, to:

Jim Ligon, Supt. of Building Services

City of Alexandria Louisiana

2021 Industrial Park Road, Building “A”

Alexandria, LA 71302

Phone: (318) 441-6023

[email protected]

Errors and Omissions in EMP Proposals

CITY will not be liable for any error in submitted proposals. Proposer will not be allowed to alter their

proposal documents after the deadline for proposal submission, except under the following condition:

CITY reserves the right to make corrections or clarifications due to patent errors identified in proposals

by CITY or the Proposer. CITY, at its option, has the right to request clarification or additional

information from the Proposer.

Performance bond not required for this contract.

Addenda, Changes and Withdrawals

CITY reserves the right to change the calendar of events (1.02 above) or issue Addenda to the RFP

at any time. CITY also reserves the right to cancel or re-issue the RFP.

The proposer may replace their previously submitted proposal IF it meets all the following criteria:

1. Signed by an authorized representative of the proposer

2. Must be prior to the proposal opening and be submitted in a sealed envelope.

3. Meets all requirements for the proposal.

Withdrawal of Proposal may be made by written request signed by the authorized representative

of the proposer and must be submitted to the CITY Project Monitor prior to the deadline for

submitting proposal.

Proposal Rejection

Issuance of this RFP in no way obligates the CITY to award a contract. CITY reserves the right to accept

or reject any or all proposals submitted or to cancel this RFP if it is in the best interest of CITY.

Ownership of Proposal

All materials submitted in response to this request becomes the property of CITY. Selection or rejection

of a response does not affect this right. All proposals submitted will be retained by CITY and not returned

to proposers. Submitting Proposer should consider that all contents may become subject to public records

request and any proprietary information may be released.

Cost of Offer Preparation

CITY is not liable for any costs incurred by prospective Proposers or “EMP’s” prior to issuance of or

entering into a Contract. Costs associated with developing the proposal, preparing for oral presentations,




and any other expenses incurred by the Proposer in responding to the RFP are entirely the responsibility

of the Proposer, and shall not be reimbursed in any manner by CITY.

Acceptance of Proposal Content

The mandatory RFP requirements shall become contractual obligations if a contract ensues. Failure of

the successful Proposers to accept these obligations shall result in the rejection of the proposal.

END OF SECTION.

Evaluation & Selection | COA – Elevator PM RFP


SECTION - 3. EVALUATION & SELECTION

All responses received because of this RFP are subject to evaluation by CITY staff Evaluation Committee

for selecting the Proposer with whom CITY shall contract. Written recommendation for award shall be

made by the CITY’s Project Monitor for the Proposer whose proposal, conforming to the RFP and will be

the most advantageous to CITY. The CITY staff committee may reject any or all proposals if none are

considered in the best interest of CITY.

Selection Criteria

(10 Points) Understanding the Problem: This refers to the EMP’s understanding of CITY’s needs

and objectives and the nature and scope of the work involved.

(20 Points) EMP Qualifications: This refers to the ability of the EMP to meet the terms of the RFP

and its demonstrated performance in similar situations. Consideration will be given to the EMP’s

demonstrated organizational capabilities, technical resources, number and scope of current or

recent maintenance efforts of similar nature, and quality of references.

(20 Points) Personnel Qualifications: This refers to the competence of the personnel directly

assigned to CITY as evidenced by formal training and experience in the type of tasks/services

required.

(20 Points) Preventative Maintenance, Service and Repair Plan: Emphasis here is about the EMP’s

demonstration of a credible maintenance plan, and the EMP’s commitment and process for

providing timely repair services. EMP is to provide a list for all preventative maintenance tasks to

be performed and a monthly, semi-annual and yearly schedule showing when preventative

maintenance will be performed.

(30 Points) Cost: While this area will be weighted heavily, it normally will not be the deciding

factor in the selection process. CITY is interested in both quality and economy in evaluating a

total Cost/Benefit ratio.

.

Contract Negotiations

If for any reason the proposal which is most responsive to CITY’s needs, does not agree to a contract, that

proposal shall be rejected, and CITY may negotiate with the next most responsive proposal.

Contract Award Execution

CITY reserves the right to enter into an Agreement without further discussion of the proposal based on

the initial offers received.

The RFP, and any addendums and the EMP proposal of the selected Elevator Maintenance

Provider will become part of any contract initiated by CITY.

Contract terms are provided by CITY. If the selected Proposer fails to sign the contract within

seven (7) calendar days of delivery to EMP, the CITY may elect to cancel the primary award and

award the contract to the next-highest-ranked Proposer.

END OF SECTION.

SCOPE OF SERVICES | COA – Elevator PM RFP


SECTION - 4. SCOPE OF SERVICES

General Requirements:

The scope of services contained within this RFP both outline and define the various requirements for EMP

to provide maintenance, call-back and repair services for the CITY. These services are broad and

comprehensive in nature; the EMP will be responsible for all corrective/unscheduled maintenance

(including pre-existing conditions) and repair services along with their associated costs. They are other

scope requirements throughout the RFP, particularly in SECTION - 5. below

EMP will be responsible for all costs

The EMP will also be responsible for all costs (management, labor, materials, travel, etc.)

associated with the preventive/scheduled maintenance (including but not limited to maintenance

certifications, inspections, compliance inspections, and tests, including all tests required by the

current ANSI/ASME A17.1 Elevator Safety Code, etc.) The EMP shall develop and implement an

effective, consistent and documented Preventive/Scheduled Maintenance (PM) program that

targets system performance, life-cycle sustainability, efficient cost management and safety. This

PM program will be submitted to and approved by CITY to allow the ability to audit the

performance of the EMP’S preventative maintenance program on a regular basis. All planned PM

work performed under these specifications shall be performed during regular working hours on

regular working days, 7:30 A.M. to 5:00 P.M. Monday thru Friday.

The EMP shall furnish all labor, personnel, parts, materials, test equipment (including proprietary

test equipment, EMP with access will purchase if required at EMP’s expense), tools, mileage and

services in conformance with the specifications within this RFP. The EMP must meet all

requirements within this RFP. Any proposal not meeting these requirements may be considered

non-responsive

Adding or Deleting Elevators

Through the duration of the Contract, CITY reserves the right to add or delete elevators or services stated

in this RFP as deemed necessary. Deleted elevators are at cost listed in proposal. Added elevators cost are

to be negotiated, but in line with comparable elevators under contract.

EMP Qualifications

The following qualifications shall be considered the minimum standard for a EMP to be considered as

qualified to provide the services listed herein. Their complete fulfillment shall be an absolute requirement

for a EMP to be considered responsive.

The EMP and their managing staff shall demonstrate that it has been actively and normally engaged

at a minimum of the past 10 years in the installation, maintenance, service, repair and replacement

of materials and equipment in elevators of a similar manufacturer, capacity and control system as

those covered by this RFP.

EMP must submit with proposal a list of references for (3) three contacts, showing company name

and the names of their representatives for which similar elevators are being maintained within the

last 3 years.

SCOPE OF SERVICES | COA – Elevator PM RFP


EMP and their managing staff shall demonstrate that it has available, under its direct employment

and supervision, the necessary organization to properly fulfill all the services and conditions

required under this specification.

EMP shall provide resumes for primary and backup technicians whom will be assigned to maintain

the CITY’s equipment

The EMP and their managing staff shall use only skilled, competent, trained elevator personnel

having a minimum experience of (5) five years in maintaining elevator systems like those in this

specification. (It is not necessary for all the required experience to have been acquired with the

EMP’s firm). Under no condition will any work specified herein be subcontracted without CITY’s

prior written approval.

The EMP shall provide an endorsement letter certifying that the elevator specialist/technician is

qualified. All elevator technicians must carry a current certification issued by one of the following

organizations:

1. National Association of Elevator Contractors (NAEC)

2. National Elevator Industry Education Program (NEIEP)

END OF SECTION.

Technical Specifications | COA – Elevator PM RFP


SECTION - 5. TECHNICAL SPECIFICATIONS

The required services include but are not limited to the following:

General

The work to be performed by the EMP under the specifications listed shall consist of furnishing all

necessary supplies, materials, parts, tools, proprietary testing equipment, labor and supervision to provide

full preventative maintenance and repair services, including inspections, adjustments and test and

replacement of parts as herein specified for all equipment covered under this solicitation, as listed. All

parts and materials shall be of a good quality.

Installed equipment becomes CITY property

All existing items and/or equipment installed or attached to any part of the building elevator (including

control devices) are the property of the building owner and any new and/or necessary equipment added to

the existing elevator immediately become property of CITY.

These items are not to be removed by any EMP under any circumstance which includes prints,

diagrams and schematics for the elevator equipment unless the CITY grants written approval. Any

deletion of equipment without CITY’s approval will result in the EMP immediately reinstalling

the equipment at their cost.

Utilize EMP employees only

The EMP shall utilize only personnel directly employed, trained and supervised by the EMP. Maintenance

and service personnel shall be qualified to make adjustments and provide necessary maintenance to the

equipment. CITY reserves the right to request the replacement of any personnel deemed by CITY to be

unsatisfactory.

EMP to provide Technician for CITY’s inspections

The EMP shall ensure supervision and assistance by the maintenance and service personnel by

providing a technician for the semi-annual or other inspections by the CITY supervisor staff or

consultant/inspector. The consultant/inspector will schedule these inspections with CITY’s

representative and the EMP on contract with the CITY.

The EMP shall be required to provide access and supervision during State Fire Marshal’s

inspection, Municipal and CITY Inspections, make corrections, and complete on-site certificates,

and submit test reports to CITY for their use in filing and obtaining operating certificates.

The EMP will be expected to perform repairs as may be necessary outside of the usual preventative

maintenance duties. The EMP will be responsible for all deficiency repairs found during all

inspections. EMP will prepare an estimate for repairs that are not covered within the RFP. No

repairs incurring cost will be performed until written permission is received from CITY.

Code Compliance

The EMP must comply with all federal, local, State and Parish laws, rules and regulations, specifically

including those related to elevator maintenance, repair and testing.



Elevator Technician Availability

The EMP shall provide to the CITY a minimum of one (1) elevator technician for on-site preventative

maintenance, emergency call-back service and repair work, to be available (Monday through Friday for

the hours 7:30 AM to 5:00 PM, excluding holidays).

Documentation of ALL work by EMP

The EMP is required to document all preventative maintenance tasks and repair work performed. The

EMP will provide a computer generated monthly report showing all activity that has occurred during the

month including, but not limited to, names of employees that performed the work, exact locations

including floor that repairs or maintenance took place, parts including cost and time to complete the task.

The monthly report should also be in electronic format, so they can be sent to the CITY via e-mail to

CITY’s Project Monitor at [email protected]. Failure to document required man-hours shall be

grounds for cancellation of contract and or payment.

EMP to notify CITY when on site

The EMP is mandated to contact and inform the CITY representative(s) that work is being performed on

all elevator equipment. (This mandate does not apply to emergency service, repair or entrapments).

The EMP is mandated to have all service and repair tickets signed by “OWNER’s” authorized

representative for all repairs and service. A copy of signed service and repair tickets is mandated

to be provided to “OWNER’s” authorized representative. Failure to have service tickets signed and

a copy provided may result in non-payment of work performed.

Basic Full-Service Preventative Maintenance

Maintenance Service shall consist of constant, high quality service to properly protect all elevator

equipment from deterioration and to provide constant peak performance of all elevators, resulting

in a minimum down time for any portion of the system.

The time of day that each elevator can be shut down for routine maintenance will be scheduled

with CITY to minimize the disruption caused by the elevators being out of service. If for any reason

the elevator should be out of service for more than 60 minutes, the EMP shall notify CITY when

the elevator was taken out of service, the reason why, and what time the elevator is expected to be

put back into service for proper and safe operation. The EMP shall be responsible for all signage,

on all floors, to inform users of elevator outage.

The EMP shall systematically examine, adjust, lubricate, clean and when conditions warrant, repair

and replace the necessary items and components thereof and all other mechanical and electrical

equipment. All replacement parts shall be new and specifically designed for the elevators on which

they are to be used. Submit a detailed description for your maintenance procedures including

routine and methodical examinations and adjustments etc.

All scheduled preventative maintenance calls will be performed during the normal working hours

defined as Monday – Friday; 7:30 a.m. to 5:00 p.m. The selected firm must have the ability to

respond to all service requests regardless of weather conditions (snow, ice, etc.).




All service calls shall be provided during regular work days and in a manner as to minimize

downtime and inconvenience to CITY and its guest. All entrapments are mandated to have a 60-

minute on-site response time. If an emergency service call is requested and inspection does not

reveal any defect in the systems and equipment the EMP will notify CITY. Emergency service

shall be performed as part of the contract without additional charge.

The EMP shall be responsible for notifying CITY representatives immediately, and a follow up by

email within 24 hours of the discovery of the existence or development of any defects in or repairs

required to the elevator equipment which the EMP does not consider to be their responsibility

under the terms of the RFP. The EMP is mandated to furnish CITY with a email estimate for the

cost to correct any such defects within 72 hours of notice; and CITY shall make the final

determination concerning the responsibility for such defects, corrections or repairs.

The EMP shall be responsible for giving immediate notice to CITY of any conditions which it

discovers that may present a hazard to either the equipment or passengers.

Misuse of the term vandalism will not be accepted as extra cost to CITY. Vandalism shall be

defined as the intent to destroy. EMP shall immediately notify CITY of any misuse, abuse or

accidental damage and document incident before the owner accepts as extra cost.

The EMP shall not be liable for loss or damages resulting from strikes, lockouts, fires, explosion,

theft, flood, riots, war, malicious mischief, storms, acts of God or other similar or dissimilar cases

beyond its control.

Equipment, Wiring and Circuit Changes

The EMP shall not make any changes or alterations to the existing mechanical equipment, circuit

wiring or sequencing, nor alter the original circuit or wiring design of the elevators unless changes

are authorized, in writing, by the CITY. If changes are made, the EMP is mandated to provide as-

built drawing of the modifications. EMP to update drawings on kept on site and forward an

electronic copy to the CITY, represented by the City Project Monitor.

All wiring diagrams and prints are the property of CITY. Any changes made to the diagrams will

be duly noted signifying the type of change, the date the change was made, and the name of the

person and firm making the change. Prints and diagrams will not be removed from the premises

without the written permission of CITY.

When microprocessor control is utilized, the diagnostic tools shall be maintained on the job site.

The tools shall be listed under verification of qualifications for the type equipment applicable to

this requirement. Diagnostic tools will be the property of the EMP as will the maintenance and

repair of such diagnostic tools.

Repairs/Callback Services

The EMP must make repair/callback services available on a twenty-four (24) hour a day, seven

days a week basis at listed overtime rate. In the event of a failure of the equipment, or to operate

properly, CITY, at its option, will notify the EMP and request immediate repair services.

The EMP shall provide emergency callback service for all elevators on a twenty-four (24) hour a

day, seven days a week basis. This emergency callback service shall include but not be limited to

minor adjustments or repairs to provide uninterrupted elevator service. Emergency afterhours or

holiday callback service shall be performed at the listed OVERTIME rate.



The EMP is mandated to provide repair and callback records indicating the reason for the callback,

repairs made and status. Dates and initials of service technicians and repair personnel are required

for all work. Schedules and records will be made available to CITY at all times.

Provide a breakdown of replacement/completion timelines for major and minor repairs. Give

examples of such repairs.

Wire Diagrams and Elevator Reports

Wiring Diagrams. The EMP shall maintain up to date wiring diagrams, lubrication charts,

preventative maintenance schedule, firefighters service log, parts manuals and service manuals in

the machine room. These items are or will become the property of CITY and shall remain on the

job-site always.

Elevator Reports. The EMP is mandated to maintain a complete Monthly written record of all

maintenance inspections, testing results, overall conditions and emergency callback, replacement

and repair work performed. This information shall be consolidated by the EMP into a Quarterly

report submitted to CITY’s authorized representative.

Annual Meeting with EMP regional manager.

The EMP is mandated to meet with CITY on an annual basis, to discuss the maintenance program, repair

schedules, call back reports and other issues. An annual elevator report will be sent to CITY (1) week in

advance of the annual meeting for review and discussion of items of concern determined by CITY.

EMP Maintenance Responsibilities

The EMP shall keep the elevators maintained to operate at the original contract speed, keeping the

original performance time, including acceleration and retardation as designed and installed by the

manufacturer. The door operation shall be adjusted as required to maintain optimum door openings

and door closing times, within code mandated limits.

The EMP shall provide a schedule of proposed maintenance visits (and what types of services will

be performed at each visit) in its proposal. The schedule will conform to the manufacturer’s

requirements and will indicate the frequency of adjustments, maintenance and lubrication

procedures.

CITY reserves the right to make inspections and test as and when deemed advisable. If it is found

that the elevators and associated equipment are deficient either electrically or mechanically, the

EMP will be notified of these deficiencies in writing, and if no life-threatening situation exists, it

shall be the EMP’s responsibility to make the necessary corrections within sixty (60) days of

receipt of such notice. In the event of a life-threatening situation, the EMP must make the necessary

repairs immediately. In the event that the deficiencies have not been corrected within sixty (60)

days, or immediately as the case may be, CITY may terminate the contract.



Safety Inspections and Testing

All service and repair work shall be performed in compliance with the most current version of the

elevator code, not to include any mandated changes to the existing equipment or operation

American Society of Mechanical Engineers Safety Code for Elevators, Dumbwaiters, Escalators

and Moving Walks, ASME A17.1- 2016 including supplemental adoptions will be required and

shall be subject to QEI safety inspections. The Elevator EMP shall provide personnel who are

familiar with the equipment for the QEI Inspector to witness the EMP performing the Annual

Periodic and Semi-annual Routine Elevator inspections and tests. The EMP is mandated to test all

safety devices and make formal safety tests and inspections as required and outlined in the ASME

A17.1-2016 Code.

The annual no-load and 5-year full load inspections and tests are mandated to be conducted in the

presence of the QEI elevator inspector designated by CITY. Test and inspections shall be

performed at intervals specified in the ASME Code and when designated by the elevator inspector

designated by CITY.

It will be the responsibility of the EMP and the Elevator Inspector to schedule when these tests are

due. Once inspection and test schedule are provided to CITY, arrangements will be made for each

facility to be inspected or tested per schedule. Any conflicts with schedule due to facility needs or

other circumstances will be forwarded to EMP for rescheduling.

After completion of the required safety test, the EMP must submit a document to CITY indicating

the following information. The document may be the EMP standard form (ASME compliant) or

the ASME Standard form:

1. Type of test

2. Name of organization performing the test

3. Address of Facility being tested

4. Elevator identification number

5. Car capacity

6. Speed

7. Type of elevator

8. Type of machine

9. Manufacturer of Safety

10. Type of Safety

11. Indication that governor has been checked for proper tripping speed and that the over speed

switch is functional

12. Type, size and condition of the governor rope before and after the test

13. Load at which safety was tested

14. Speed at which governor tripped

15. Length of marks on each guide rail made by safety laws

16. Number of turns remaining on Drum

17. Did car or counterweight set level?

18. Did governor set satisfactorily?

19. Was governor calibrated? At what speed?



20. Was safety test satisfactory?

21. At what speed and load were buffers tested?

22. Was oil level satisfactory after test?

23. Indicated plunger compression return time

24. Indicate date test was performed

25. Signature of individual performing tests

26. Any additional remarks which are applicable

27. Name of CITY elevator inspector/representative witnessing the test

28. Copy of results are to be submitted at the Annual Meeting

After tests have been performed, all safety devices shall be checked and adjusted as required to

meet the manufacturer’s recommendations. Cars shall not be placed in service until all tests, checks

and adjustments are completed, and elevators are in proper working condition. The EMP shall not

be held responsible for any damage to the building and equipment caused by these tests unless

such damage is a result of the CITY negligence. Failure to follow correct procedures to prevent

damage and failure to perform pre-test examinations shall be considered negligence by the EMP.

Firemen’s Recall Service

The following ASME Code A-17.1-2016 – 8.6.10.1 test is mandated to be performed monthly and is the

responsibility of the EMP to perform without additional charge:

Emergency Phone Operation:

Remove phone receiver from phone, wait for response from a CITY representative. Once response is

received, inform CITY representative with elevator number and facility name and that an emergency

phone operation test is being conducted. Repeat for next elevator. All elevator emergency phones must

ring to the EMP call center.

Elevator emergency phones are mandated to be checked monthly and after each and every power

failure that affects the buildings. If there is no response from a CITY representative, technician is

to notify CITY of emergency phone operation failure immediately and document on service ticket

to be signed by CITY authorized representative.

Parts to be covered under the Full Preventative Maintenance Program

Elevator contractor shall furnish, replace, maintain, adjust, service and install when and as necessary,

the following: Machine, motors, bearings, sheaves and sheave assemblies, controllers, variable voltage

variable frequency drives, selector, worm gears, thrust bearings, radial bearings, brake magnet, brake

coils, brake shoes, motor brushes and brush holders, motor winding, rotating elements, commutations,

armatures, over-speed governors, governor shafts and assembles, governor jaws, gears, bearings,

unintended movement devices, rotating elements, contacts, coils, mechanical and electrical driving

equipment, condensers, car and hoist-way wiring, controller wiring, auxiliary door closing devices, load

weighing equipment and devices, car and counterweight guides, car safety mechanism, oil buffers,

resistors for operating and motor circuits, car lighting and transformers, car top lighting, pit lighting, car

ventilation fan and fan motor, car emergency lighting, firefighters service Phase I & II, dispatching

systems, hall lanterns, car travel lanterns, voice synthesizers, starters, indicators and control panels, relay

panels, all relays, electrical contacts and coils, filters and isolation transformers, power supply boards,

rectifiers, shunts, wiring harness, leveling devices, slow down devices, operating devices, switches on the



car and in the hoist-way, door re-opening devices, top and bottom limit switches, push buttons,

annunciators, elevator signal system circuitry, leveling vanes, belts, all fuses, terminals, and connections,

all car top operating devices, handicap signals, motor couplings, isolation pads, relay leads and wiring

connectors, overload devices, corridor position indicators and car position indicators, signal chimes, alarm

bell, signal lamps and indicators, hoist-way pushbuttons and indicators, timers, hoist-way limit switches,

computer devices, switch and switch assemblies, electronic circuit boards and discreet solid state

components, monitoring tachometers, two-way communication devices, door operator motors, electronic

sensors, hoist cables and governor ropes, cable shackles, selector cables and tapes, travel cables,

compensation cables, car and counterweight guide rails and brackets , equipment guards and covers ,

magnet frames, leveling devices and sensors, cams, car and hoist-way door or gate operating devices,

interlocks and electric contacts, car and counterweight roller guides and slide guide assemblies.

The EMP shall furnish shaft and car lighting lamps. The EMP shall furnish and replace signal system

lamps. Re-lamping of light and signal fixtures shall be done at least once per month, but more often if

required.

END OF SECTION.

GENERAL MAINTENANCE SPECIFICATIONS | COA – Elevator PM RFP


SECTION - 6. GENERAL MAINTENANCE SPECIFICATIONS

Examine periodically all safety devices and governors

Examine periodically all safety devices and governors and conduct a no-load test annually. Every five (5)

years perform a full-load, full-speed test of safety mechanisms, overhead speed governors, car and

counterweight buffer. If the tests are due, such tests will be performed at the inception of this contract and

thereafter within one week of these dates. EMP shall be responsible for any elevator equipment damages

caused during the performance of any tests. The car balance will be checked, and the governor tested and,

if required, the governor will be adjusted for proper tripping speed and sealed. Reports shall be submitted

to CITY within thirty (30) days for the date the test was made. The report shall include: machine number,

manufacturer, type governor, condition, tripping speed, type safety, safety rope pull out, car slide, pull

through force of governor, then the governor setting shall be sealed and tagged with date of test and name

of the mechanic performing test. All tests will be performed in accordance with the current ASME A17.1

-2016 and all rules and regulations required by the State of Louisiana.

All 5-year full load and Annual no-load safety inspections and tests

All 5-year full load and Annual no-load safety inspections and tests must be witnessed by CITY QEI

inspection service contractor. Each visit to the building must be documented and signed (with printed

name and signature), by a CITY designated representative.

Other requirements

EMP shall maintain their service vehicles, always for immediate delivery and installation, a

sufficient supply of emergency parts for repair of each type elevator on contract with CITY.

Equal parts shall be measured as identical replacement of part or component installed by the

manufacturer or a part or component proven superior. In no case, shall a part or component with

smaller parts or horsepower be considered equal or will a part that requires any modification to

existing equipment be acceptable unless the part is a modification recommended by the

engineering department of the original manufacturer.

It is understood that parts required to be maintained on the premises remain the property and

responsibility of the EMP.

It is imperative to lubricate, adjust and check operation of all units of vertical transportation at

regular intervals and anything less will place the EMP in default. A route sheet shall be furnished

for CITY’s record and follow-ups. All inspections, cleaning and tests will be made at intervals as

specified in the maintenance procedures. Inspections shall be made within two (2) days of

schedule.

GENERAL MAINTENANCE SPECIFICATIONS | COA – Elevator PM RFP


Type Vertical Transportation Frequency

Geared Traction Passenger Elevators Monthly

Hydraulic Passenger Elevators Monthly

Drum Freight Elevator Monthly

Cleaning of Hoist-ways – Car-tops - Pits Semi-annual

Tests current NFPA/ASME A17.1 - 2016 As Required by Code.

Facility Building Locations with Elevator List

Customer Service Building, 625 Murray St., Alexandria, LA 71301

# 1 Front Elevator – Hydro - 3 landings – Microprocessor EC – 2,500 lb. – 125 fpm.

# 2 Rear Elevator – Hydro - 3 landings – Relay Logic US Elevator – 2,500 lb. – 125 fpm. (Service

Car)

City Hall, 915 Third St., Alexandria, LA71301

# 1 Visitors Elevator – Traction - 4 landings – Relay Logic Otis – 2,000 lb. – 100 fpm.

# 2 Visitors Elevator – Hydro - 3 landings – Microprocessor EC – 2,500 lb. – 125 fpm.

# 3 Elevator – Hydro - 3 landings – Microprocessor EC – 700 lb. – 100 fpm.

# 4 Freight Elevator – Drum - 2 landings – Relay Logic Otis – 2,500 lb. – 25 fpm.

END OF SECTION.

INSURANCE REQUIREMENTS FOR CONTRACTORS | COA – Elevator PM RFP


SECTION - 7. INSURANCE REQUIREMENTS FOR CONTRACTORS

EMP shall procure and maintain for the duration of the contract, insurance against claims for injuries to

persons or damages to property which may arise from or in connection with the performance of the work

hereunder by the EMP, his agents, representatives, employees or subcontractors. The cost of such

insurance shall be included in the CITY bid.

Minimum Limits of Insurance

EMP shall maintain limits no less than:

Commercial General Liability: $2,000,000 combined single limit per occurrence for bodily injury,

personal injury and property damage. Automobile Liability: $1,000,000 combined single limit per

accident, for bodily injury and property damage.

Automobile Liability: $1,000,000 combined single limit per accident, for bodily injury and

property damage.

Workers Compensation and Employers Liability: Workers’ Compensation limits as required by

the Labor Code of the State of Louisiana and Employers Liability coverage.

Deductables and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to and approved by Alexandria City Attorney.

At the option of City Attorney, the EMP may be required to:

Reduce or eliminate its deductibles or self-insured retentions as respects the CITY, its officers,

officials, employees and volunteers; or

The EMP shall procure a bond guaranteeing payment of losses and related investigations, claim

administration and defense expenses.

Other Insurance Provisions

The policies are to contain, or be endorsed to contain, the following provisions:

General Liability and Automobile Liability Coverage’s

1. CITY, its officers, officials, employees, Boards and Commissions and volunteers are to be added

as “additional insured’s” as respects liability arising out of activities performed by or on behalf

of the EMP; products and completed operations of the EMP, premises owned, occupied or used

by the EMP. The coverage shall contain no special limitations on the scope of protection afforded

to CITY, its officers, officials, employees or volunteers. It is understood that the business auto

policy under “Who is an Insured” automatically provides liability coverage in favor of CITY.

2. Any failure to comply with reporting provisions of the policy shall not affect coverage provided

to CITY, its officers, officials, Boards and Commissions or volunteers.

3. The CITY insurance shall apply separately to each insured against whom claim is made or suit

is brought, except with respect to the limits of the Insurer’s liability.

Workers” Compensation and Employers Liability Coverage

The insurer shall agree to waive all rights of subrogation against CITY, its officers, officials, employees

and volunteers for losses arising from work performed by the EMP for CITY.

INSURANCE REQUIREMENTS FOR CONTRACTORS | COA – Elevator PM RFP


All Coverages

Each insurance policy required by this clause shall be endorsed to state that coverage shall not be

suspended, voided, canceled by either party, or reduced in coverage or in limits except after thirty (30)

days prior written notice by certified mail, return receipt requested, has been given to CITY.

ACCEPTABILITY OF INSURERS: Insurance is to be placed with Insurers with a Best’s rating

of no less than A: VI. This rating requirement will be waived for workers’ compensation coverage

only.

VERIFICATION OF COVERAGE: EMP shall furnish CITY with certificates of Insurance

affecting coverage required by this clause. The certificates for each insurance policy are to be

signed by a person authorized by that Insurer to bind coverage on its behalf. The certificates are to

be received and approved by CITY before work commences. CITY reserves the right to require

complete, certified copies of all required insurance policies, at any time. CITY shall be named as

additionally insured and a separate certificate provided to OWNER as an exhibit to agreement.

SUBCONTRACTORS: EMP shall include all subcontractors as insured under its policies or shall

furnish separate certificates for each subcontractor. All coverages for sub-contractors shall be

subject to all the requirements stated herein.

END OF SECTION

PRICING SCHEDULES | COA – Elevator PM RFP


SECTION - 8. PRICING SCHEDULES

CITY and Facility Management: The Proposer shall provide a firm, fixed annual price for each elevator

for each year of the contract period, and a maximum annual price for each potential renewal period for the

provision of CITY in accordance with the provisions and requirements of this Request for Proposal (RFP).

All costs associated with providing the required services shall be included in the stated prices.

HOURLY RATE CHARGE FOR REPAIR ITEMS NOT COVERED UNDER THIS RFP.

• Hourly Rate Charge: The proposer shall state a firm hourly rate price for all

services and repairs performed outside the specifications and requirements of this

RFP. Repairs outside the scope of this RFP may include: • Code Deficiencies and Violations that CITY may be required to meet in accordance with Code

standards and Inspection agency recommendations.

• Damage to the elevators caused by vandalism.

• Damage to the elevators caused by weather, such as storm, lightning, water, wind, etc.

• Items CITY may need installed to improve the performance and/or appearance of the elevators.

The EMP shall submit the material cost invoice to the CITY. The EMP will be allowed to charge CITY

a maximum of 20% above the cost of parts that are not covered under this RFP.

$_____________ Firm, Fixed Hourly Rate Charge. (Shall not increase for the contract year and the four

option years.

$ .00 for Overtime.

$ .00 for over-time on Sundays and Holidays.

$ .00 for team labor straight time.

$ .00 for team labor overtime.

$ .00 for team labor on Sundays and Holidays.

Continued on next page



Pricing for (05) years for full preventative maintenance, emergency call-back & repair services:

FACILITY NAME”

City of Alexandria

Dates estimated.

FIXED

ANNUAL

PRICE

MAXIMUM

ANNUAL

PRICE

MAXIMUM

ANNUAL

PRICE

MAXIMUM

ANNUAL

PRICE

MAXIMUM

ANNUAL

PRICE

YEAR 1

FIRST

RENEWAL

OPTION

SECOND

RENEWAL

OPTION

THIRD

RENEWAL

OPTION

FOURTH

RENEWAL

OPTION

(7/1/2018 -

6/30/2019)

(7/1/2019

-

6/30/2020)

(7/1/2020

-

6/30/2021)

(7/1/2021

-

6/30/2022)

(7/1/2022

-

6/30/2023)

Customer Service. #1

Elevator

Front Hydraulic Passenger.

Customer Service. #2

Elevator

Rear Hydraulic Service.

City Hall. #1 Visitors

Elevator

Traction Passenger.

City Hall. #2 Visitors

Elevator

Hydraulic Passenger.

City Hall. #3 Elevator

Hydraulic Passenger.

City Hall. #4 Freight

Elevator

Drum Freight Elevator.

TOTAL ANNUAL PRICE

for FULL PREV. MAINT

Emerg. Call-backs, &

Repairs.

$ $ $ $ $

YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5

TOTAL PRICE FOR:

YEARS 1, 2, 3, 4 & 5



RFP SIGNATURE PAGE.

Name of Bidder:

Signature of Bidder:

Title:

State License Number:

Date:

This “PROPOSAL” with ALL its contents, including “Proposer’s”

Full-Preventative Maintenance Service Plan and Schedule with the Itemized Pricing in APPENDIX “A,”

is hereby

SIGNED BY AN AUTHORIZED REPRESENTATIVE OF

Contractor:

(Signature of Elevator Contractor Officer) Date

END OF RFP

request for proposals – (rfp) for full ......customer service building, 625 murray st.,...

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