COMPLETE ELEVATOR MAINTENANCE SERVICES CONTRACT AGREEMENT Attached pages 8, 9, 24, 39 replace previously issued pages 8,9,24,39

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1 The Florida State University B.J. Lewis, Purchasing Agent 969 Learning Way, 114F Mendenhall, Bldg A Tallahassee, Florida (P) ; (F) Addendum 2 Dated: May 5, 2011 Regarding: Reason: Bid #FAC / Elevator Maintenance NOTE ATTACHED PAGES PROPOSAL INSTRUCTIONS & RESPONSE DOCUMENT Attached pages 8-13 replace previously issued pages 8-12 COMPLETE ELEVATOR MAINTENANCE SERVICES CONTRACT AGREEMENT Attached pages 8, 9, 24, 39 replace previously issued pages 8,9,24,39 PROPOSER EVALUATION CRITERIA FOR DETERMINATION OF AWARD OF CONTRACT Attached page replaces previously issued page Any questions please /Fax B.J. Lewis, Purchasing Agent blewis@admin.fsu.edu (F)

2 per quarter and annual price, shall also be provided on the separate unit list forms provided herein, for the first year of the Contract Agreement. In the case of error in extension, unit price will govern. Contract Year Quarterly Contract Price ($) Annual Contract Price ($) Year 1 Year 2 Year 3 Year 4 Year 5 In the event the University elects to extend the term of this Contract Agreement for five (5) additional years, please provide the prices for renewal in the table below: Contract Year Year 6 Year 7 Year 8 Year 9 Year 10 Quarterly Contract Price ($) Annual Contract Price ($) B. Additional Work Price Adjustment Provisions: The hourly net labor cost used in establishing the initial price for this contract: $ Note: See Part V.B.1 and V.B.2 of the Complete Elevator Maintenance Contract Agreement for the complete details regarding this cost. 8 P age

3 COMPLETE ELEVATOR MAINTENANCE CONTRACT AGREEMENT PROPOSAL RESPONSE DOCUMENT Proposal # FAC SECTION III: PROPOSAL SPECIFICATIONS As indicated in Section XIII (above) of the RFP Instruction and Response Document, please use the table below to indicate your point-by-point response to the Proposal Specifications for Complete Elevator Maintenance Contract Agreement document. If you understand and can comply with the requirement please place an X in the column labeled Understand & Comply. Include required information under each Document Section, where applicable. If you have exceptions or cannot meet a requirement please place an X in the column labeled Exception Noted Attach Explanation. Attach additional pages to explain any exceptions you note in the table below identifying each by section number. Be aware that the use of the terms must and shall in the Contract Agreement indicate mandatory requirements and taking exception to these requirements may disqualify your proposal. Document Section PART I: GENERAL SCOPE Proposal Specification Description I.A Summary Of Intent And Requirements I.B Extent Of Work I.C Schedule Of Elevator Equipment Covered By Contract Agreement I.D Parties To This Contract Agreement I.E Term Of This Contract Agreement I.F Cancellation Provisions Which Shall Apply To This Contract Agreement I.G Settlement Of Disputes During Term Of Contract Agreement I.H Additional Contract Requirements I.I Assignment I.J Contract Changes PART II: SERVICE REQUIREMENTS Understand & Comply Exception Noted Attach Explanation II.A II.B II.C II.D II.E II.F II.G Elevator Contractor s Local Maintenance And Service Office Facilities Elevator Contractor Training Of Elevator Maintenance Staff On Frequency Of Maintenance, Technical Requirements And Other Aspects Of This Contract Agreement Elevator Contractor s Organizational Chart Trained Employees Field Supervision Safety Training And Safe Work Practices Steel Maintenance Cabinets And Elevator Wiring Diagrams 9 P age

4 II.H Major Parts, Minor Parts, Supplies And Tools Inventory In Local Maintenance Facility II.I Complete Maintenance Records II.J Semi-Annual Meeting Between Elevator Contractor, University Personnel And Elevator Consultant II.K Annual Training Meeting Between Elevator Contractor And University Employees II.L Response Times For Call-Backs And Elevator Outages II.M Response Time To Return Vertical Transportation Equipment To Service II.N Group Control System Tests II.O Equipment Performance, Parts Replacement And Condition Requirements II.P Elevator Performance Subject To Evaluation By Elevator Consultant II.Q Routine Maintenance Provisions II.R Working Hours II.S Monthly Maintenance Schedule II.T University Agrees To Provide Proper Building Maintenance II.U Additional Contract Requirements Part III: ELEVATOR EQUIPMENT COVERAGE AND MAINTENANCE FREQUENCY III.A Equipment Parts, Lubricants And Supplies Included III.B Frequency Of Scheduled Routine Maintenance And Time Required On Each Unit III.C Periodic Tests III.D Additional Performance Requirements III.E Elevator Equipment Or Work Not Included In Contract III.F Additional Exclusions III.G Additional Equipment Coverage PART IV: GENERAL TERMS AND CONDITIONS IV.A Insurance Coverage IV.B Performance And Payment Bond IV.C Drug & Alcohol Free Workforce PART V: CONTRACT PRICE, PRICE ADJUSTMENTS AND MARK-UP PROVISIONS V.A Contract Price For Year One Of The Contract Agreement And Subsequent Years Of Contract V.B Additional Work Price Adjustment Provisions V.C Mark-Up On Extra Work Not Included In Contract Agreement V.D Negotiations For Work Not Included In Contract V.E V.F V.G Contract Agreement Suspension; Billing Credits During Major Repairs, Equipment Shut-Down, Or Buildings Removed From Use Addition of Elevators or Other Vertical Transportation Equipment to Contract Price University Shall Have The Right To Solicit Competitive Bids For Elevator Renovation Work While This Contact Agreement Is In Force 10 P age

5 EXPLANATION FOR EXCEPTIONS: Please attach additional pages as necessary to explain any exceptions you have relative to the attached RFP Specification Document. Please reference the section numbers and descriptions above when providing any explanations. PROPOSER EVALUATION CRITERIA FOR DETERMINATION OF AWARD OF CONTRACT The contract will be awarded to the proposer who received the highest point score from a university evaluation committee based on the following weighted criteria. Each committee member will individually assign a point score for each criteria for each proposer in accordance with the maximum evaluation points listed below. The total of each criteria score will be multiplied by the weight factor to provide a total score for that criteria. The total weighted scores from each bidder as assigned by each committee member will be added together to reach a grand weighted total for each proposer. The proposer with the highest total committee score will receive the proposal award. The university reserves the right to reject any and all proposals or an individual proposal if it is deemed to be nonresponsive to the RFP. 11 P age

6 Qualifications Of Company Maximum Evaluation Points Number Of Similar Projects 175 Company Experience On Various Brands Of Equipment 200 Company Organization And Depth Of Manpower 175 Quality Of References ** 200 Weight Score Total Points For Qualifications % **If any proposer received 10% negative or derogatory references, may be grounds for rejection of proposal. Tool And Parts Inventory Parts Inventory (Section H) 250 Tools Inventory (Section H) 250 Company Library Of Adjustment & Parts Manuals 250 Total Points For Tools And Parts Inventory % Management, Personnel And Training Qualifications/Training Of Recommended Technicians 200 Quality Of Key Personnel Resumes 150 Qualifications Of Classroom Trainers 150 Quality And Completeness Of Training Program & Materials 250 Overall Quality Of Training Program % Pricing Costs For Monthly Maintenance Of Equipment 750 Total Points For Costs % 3000 Totals 12 P age

7 RFP #FAC SECTION IV: AUTHORIZATION TO BIND I certify that I am authorized to bind my company to the responses and pricing in these RPF documents as well as execute the actual Contract documents, if selected. The Contract Agreement, along with the Purchasing Department RFP Specifications and the Elevator Contractor response documents, will represent the entire Agreement between the Elevator Contractor and University. Elevator Contractor: Firm Name Name of Authorized Signer Authorized Signature Address, City and Zip Code Telephone Number Fax Number Address 13 P age

8 With the proposal, each proposer shall provide copies of State of Florida Certificate of Competency licenses for all technical personnel assigned to the local offices referred to in this RFP. D. Trained Employees: Only fully trained and experienced journeyman certified elevator mechanics, and trained elevator mechanic s helpers, all in the direct full time employment of the Elevator Contractor, shall be allowed to perform work on the vertical transportation systems covered by this Contract Agreement. Any employee of the Elevator Contractor who appears not to perform in a competent manner, or be able to work in a safe manner, can be directed to leave the University premises, and the local office manager for the Elevator Maintenance Contractor shall be notified by a University Representative. Elevator mechanic s helpers with, or without, temporary mechanic s status, are not acceptable to work as journeymen elevator mechanics on this Contract Agreement regardless of their standing with a Local Union or the Employer. Journeymen elevator mechanics shall answer all regular time and over-time call-backs, and perform all tests, perform all routine maintenance examinations, and perform all repairs on the vertical transportation equipment. Elevator mechanic s helpers can only perform cleaning, painting and replacement of indicator lamps on the elevator equipment, or assist a journeyman elevator mechanic who is working on the site at the same time as the elevator mechanic s helper. Helpers shall not answer emergency call-backs. Elevator Contractor shall regularly engage in providing and requiring continuing education classes and training sessions to improve the skills of the elevator mechanics. Failure to do so demonstrates lack of commitment on the part of the Elevator Contractor, and is not in compliance with the requirements of this Contract Agreement. Complete records must be maintained indicating the extent and type of training, and shall be made available to the Owner in the event such a request is made during the course of this Contract Agreement. Elevator Contractor shall maintain, throughout the life of this Contract Agreement, at least three (3) fully trained, highly experienced journeyman classified, State of Florida certified elevator mechanics regularly scheduled to work at the Leon County campus of the University to fully maintain, service and repair the elevators and other vertical lifting devices shown on enclosed equipment list, to provide the required routine maintenance services, emergency call-back service, repairs and related work on the elevators covered under this Contract Agreement. More than three (3) fully qualified, certified elevator mechanics may be required, in which case, the Elevator Contractor shall furnish the necessary personnel to accomplish the required work to comply with this Contract Agreement. Qualified, certified, elevator mechanic technicians shall not rely entirely on their time in the industry as the criteria, but qualifications shall also include all of the required training and expertise necessary to fully maintain all of the vertical transportation equipment owned by the University. All such mechanics shall live within twenty-five (25) miles of the area where the elevators are located, in order to suitably respond to any emergency conditions whatsoever that occur on the elevators, and to be available to promptly respond to emergency call-backs, entrapments, emergency repairs and other such undefined emergencies in accordance with the time periods listed in this Contract Agreement. The elevator maintenance mechanic technicians, who perform work at the Sarasota Campus, shall have equal training, and meet all of the same requirements. Page 8

9 Additionally, at least one (1) fully trained repair crew (certified mechanic and mechanic s helper), as well as a trained mechanic s helper, shall be readily available at on very short notice (within two hours from the time the need for such additional personnel is recognized, to be on the site), to provide additional support and assistance to at least three (3) certified maintenance technicians that are regularly assigned to the University campus vertical transportation systems. Additional technical personnel shall also be available to be dispatched to either campus, within two (2) hours of the need, in the event of such emergencies as wide-spread power outages, and the like. All certified journeyman mechanics assigned to work on this equipment shall be trained as follows: Must have the ability to provide maintenance service all of the different brands and types of vertical transportation equipment covered by this Contract Agreement. Must have the complete ability to adjust, troubleshoot and repair all of the different brands and types of vertical transportation equipment covered by this Contract Agreement. Must have the ability to test all of the different brands and types of vertical transportation equipment covered by this Contract Agreement. Must have the ability to modify or change the operational adjustments on all types of vertical transportation equipment covered by this Contract Agreement, including those conditions that require modification to better serve the University needs, improve reliability and to increase safety of operation. Must have the ability to adjust all types and brands of hydraulic control valves to improve reliability, safety of operation and performance of the equipment. Must have the ability to diagnose intermittent operational problems and make needed corrections, on driving machines, electrical controller equipment, door operators and other technical systems. Shall not need the assistance of other elevator technicians to correct at least 99+% of all operational problems which may arise. Shall be trained to be efficient, accurate and responsible for completing all tasks without delays in accomplishing the tasks assigned in connection with the Contract Agreement. Shall be a courteous, self-starting, highly motivated, accurately focused, safety oriented person. Certified mechanics shall always exhibit an interest in carrying out each and every requirement of this Contract Agreement, without delays and excuses. E. Field Supervision: Page 9

10 speed of the elevator. The down speed shall be checked on a quarterly basis, and correction made, where necessary. The rate of acceleration and deceleration shall be maintained to operate the elevator equipment in a smooth and efficient manner, approximately feet per second, free from jerky and uncomfortable operation. The rates of acceleration and deceleration, including the leveling operation, shall be the maximum achievable to provide the best service possible for the building. Check on quarterly basis. The car shall commence movement in the up direction as quickly as possible once the door locks and switches are closed, and the motor commences operating at full speed in up direction. Movement in down direction shall commence as soon as the door interlock and gate contacts are closed. Ride Quality: The elevator car ride shall be smooth, quiet and free from objectionable noises, scrapes, rattles, vibrations, lateral car movement or harshness in all positions throughout the travel of the elevator car. Any discrepancies found shall be corrected immediately. The elevator ride quality shall be checked monthly, during the preventive maintenance work. Stage Lift, Dumbwaiters and Wheel Chair Lifts: The operating speeds of all equipment of this type shall be maintained at the speed at which the unit was designed to provide, within 5%. The qualities of the equipment operation shall be smooth and reliable. Noise levels shall not exceed the design characteristics of the equipment. Not adverse noises, vibrations, rattles or scrapes shall be allowed to exist on the equipment. Any discrepancies shall be corrected as soon as detected. P. Elevator Performance on All Vertical Transportation Subject to Evaluation by Elevator Consultant: The overall work performance of the Elevator Contractor, and the vertical transportation equipment covered by this Contract Agreement, is subject to periodic evaluation by the University hired Independent Elevator Consultant, during the entire term of this Contract Agreement. The payment for Elevator Consultant services shall be the responsibility of the University. Any items identified by the Independent Elevator Consultant, as requiring improvement or correction in order to comply with this Contract Agreement, elevator industry standards, elevator performance requirements or latest edition of ASME A17.1 Safety Code for Elevators and Escalators, shall be corrected within thirty (30) days by the Elevator Contractor. In the event the Elevator Contractor fails to comply with the recommendations of the Elevator Consultant, the University shall have the sole right to cancel the Contract Agreement and engage the services of another Elevator Contractor. The Elevator Contractor, who failed to correct the deficiencies, shall be responsible for paying for the correction of the deficiencies, either directly or through the Surety who provided the Payment and Performance bond(s). Under no circumstances, shall the Elevator Maintenance Contractor be required to perform work that is not required by this Contract Agreement. Page 24

11 The Elevator Contractor must perform all of the required elevator annual safety code tests on all elevators, as well as the required five (5) year safety and buffer tests on traction elevators, all at the Elevator Contractor s sole expense, and provide documentation that the tests have been performed as required by ASME A , or latest edition, as adopted by the ASME A17.1 Main Code Committee, Safety Code for Elevators and Escalators, the latest edition of ASME A7.2 Elevator Inspectors Manual, and the State of Florida, for any periodic tests required as of the date of this Contract Agreement. Evidence of such tests being performed shall be provided to the University, and to the State of Florida, all as may be applicable by State Law. Costs of performing the tests, except for the cost of any required Elevator Inspector fees and State elevator annual operating licenses, shall be at the expense of the Elevator Contractor, and are to be included in this Contract Agreement. Elevator Contractor shall perform periodic tests of the firemen s emergency recall system on all elevators on a monthly basis, and maintain a written log of the tests. The tests shall be as required by the elevator code. Notify the University in the event any test, involving University supplied equipment, is not successful. D. Additional Performance Requirements: This elevator maintenance Contract Agreement is intended to provide the Elevator Contractor with sufficient available time for the elevator maintenance technicians to perform the require preventive maintenance work necessary towards keeping the elevator equipment in the highest quality condition or standards at all times. Elevator Contractor is expected to perform the preventive maintenance work in a manner that will keep the elevator call-backs and outages to a minimum. For purposes of this Contract Agreement, the following number of call-backs or outages due to equipment failure should not exceed the following number, otherwise the Elevator Contractor may be considered to be failing to maintain the elevator equipment in a suitable manner: Three (3) call-backs, per year, per hydraulic elevator; four (4) call-backs, per year, per traction elevator. The number of call-backs or equipment outages shown does not include conditions related to power failure, excessive vandalism or abuse, or other conditions over which the Elevator Contractor has no control. E. Elevator Equipment or Work Not Included in Contract: The University shall be responsible for the following items, equipment and conditions: Finished flooring materials on elevator car platforms. Wear and tear on car and hoist way entrance thresholds or sill, except wear or damage created by failure of the Elevator Contractor to maintain or replace the door guide shoe assemblies, or guide shoe gibs, when necessary to avoid such damage to doors and thresholds. Page 39

12 PROPOSER EVALUATION CRITERIA FOR DETERMINATION OF AWARD OF CONTRACT The contract will be awarded to the proposer who received the highest point score from a university evaluation committee based on the following weighted criteria. Each committee member will individually assign a point score for each criteria for each proposer in accordance with the maximum evaluation points listed below. The total of each criteria score will be multiplied by the weight factor to provide a total score for that criteria. The total weighted scores from each bidder as assigned by each committee member will be added together to reach a grand weighted total for each proposer. The proposer with the highest total committee score will receive the proposal award. The university reserves the right to reject any and all proposals or an individual proposal if it is deemed to be nonresponsive to the RFP. Qualifications Of Company Maximum Evaluation Weight Score Points Number Of Similar Projects 175 Company Experience On Various Brands Of Equipment 200 Company Organization And Depth Of Manpower 175 Quality Of References ** 200 Total Points For Qualifications % **If any proposer received 10% negative or derogatory references, may be grounds for rejection of proposal. Tool And Parts Inventory Parts Inventory (Section H) 250 Tools Inventory (Section H) 250 Company Library Of Adjustment & Parts Manuals 250 Total Points For Tools And Parts Inventory % Management, Personnel And Training Qualifications/Training Of Recommended Technicians 200 Quality Of Key Personnel Resumes 150 Qualifications Of Classroom Trainers 150 Quality And Completeness Of Training Program & Materials 250 Overall Quality Of Training Program % Pricing Costs For Monthly Maintenance Of Equipment 750 Total Points For Costs % 3000 Totals