ATTACHMENT H Scope of Work

Transcription

1 ATTACHMENT H Scope of Work Elevator RFP Scope of Work: The elevators covered by this contract shall be maintained in a satisfactory and safe operating condition, in accordance with the requirements of these specifications, and be capable of providing their contract speed, capacity, and performance at all times. BHA reserves the right to request or make such tests as and when advisable to ascertain that the requirements of these conditions are being fulfilled. The purpose of this agreement is to have the elevators maintained in an excellent manner. The flexibility provided herein permits the elevator service company to have sufficient time to perform the indicated maintenance. Elevator Service Company (ESC) Qualifications: The ESC will have no less than five (5) years successful experience with the maintenance of similar projects. The ESC must have maintenance capability to meet requirements of this specification in the local area and be able to place a Service Technician at the buildings within two (2) hours after notification except for emergency calls, which shall be within one (1) hour. General Requirements: Awarded Contractor shall be responsible for: Providing full service maintenance that includes inspection, housekeeping/cleaning, lubrication, adjustment, repair and replacement of worn parts, call back and emergency call back service, safety tests and inspections all as more particularly described herein. The hydraulic pressure relief tests are included in this contract. Tests are to be completed on schedule. This means that if the tests were conducted on March 3, 2016, they must be completed on or before March 3, Failure to do so will be considered a breach of contract. All mandated cleanings are included in this contract. Maintaining elevators in accordance with the original equipment manufacturers (OEM) specifications. Furnishing all labor, transportation, equipment, materials, parts, tools, supplies, supervision, and management. Maintaining elevator as hereinafter described, using technicians trained, licensed and qualified in the proper maintenance of the appropriate elevator type. These technicians will be qualified to keep the equipment properly adjusted and shall use all reasonable care to maintain the elevators in proper and safe operating condition. Ensuring elevator receive services necessary to meet the safety and operating standards of the latest edition and/or revisions of the American Society of Mechanical Engineers (ASME) Guide for Inspection of Elevators ; Safety Code of Escalators and Elevators. Keeping the elevator maintained to operate at the OEM speed, keeping the original performance time, including acceleration and retardation as designed and installed by the elevator manufacturer. If OEM information is not available, the information in Building Transportation Standards and Guidelines NEII shall apply. The contractor shall perform the necessary adjustments as required to maintain the original door opening and closing time, within limits of applicable codes.

2 Providing recommended solutions to accurately determine the maintenance needs for individual units. Providing call back services on a twenty-four hour, seven days a week schedule (24-7) Awarded Contractor shall immediately notify BHA of any condition which the Awarded Contractor discovers that may present a hazard to either the elevator or passengers. Awarded Contractor shall maintain a record of non-emergency maintenance items in need of correction that come to the Contractor s attention, and shall provide a list to BHA for necessary corrective action during routine visits. Supplies, Materials and Replacement Parts The ESC shall furnish all labor, supplies, parts and materials necessary to perform cleaning, maintenance, inspection, repairs, or replacements to elevator equipment, appurtenance and accessories, including hoist machinery, controllers, selectors, windings, commutators, rotating elements, SCRs, contacts, coils, resistors, magnet frames, traveling cables, cams, car door and hoist way door hangers, tracks and guides, door operating devices, interlocks and contacts, hatch lighting, pit lights, bulb replacement in signal system, and all other elevator signal and accessory equipment where included as a part of the installation at the time the bid/offer is submitted. Particular attention is to be given to maintaining all emergency light units in an operating condition (and tested). Where applicable to hydraulic elevator(s), the above listed parts shall include the cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, exposed pipe fittings and flexible pipe connections, operating control, check and relief valves, gauges, storage, discharge, pressure and vacuum tanks. Work, identified as needed, shall be performed by Elevator Service Contractor. If work is covered by this contract, it shall be performed at no additional cost to BHA. If work is not covered by this contract, it shall be paid for by BHA at the ESC s usual rates. Current wage rates will be submitted with the bid for these services. Rate increases are to be negotiated at the end of each year of this contract and based on changed labor and material rates proportionately changed in accordance with job experience. Exclusions under this contract: The ESC shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the ESC, its representatives and employees, or by reason of any other cause beyond the control of the ESC, except ordinary wear and tear. The ESC is to assume no responsibility for the following items which are not included under this agreement: hoist way door hinges, panels, frames, gates and sills, cabs, sump pumps, sub-flooring, floor coverings, cab doors, gates and removable cab panels, cab mirrors and handrails, power switchers, fuses and feeders to controllers, light fixtures and lamps, cover plates for signal fixtures and operating stations, smoke detectors, cleaning of cab interiors, exposed sills, plungers, casings and cylinders, all hydraulic piping and connections except that portion which is exposed in the machine room and hoist way, emergency power generators, telephones, intercom or music systems, and air conditioners or heaters.

3 Safety tests covered by this agreement may impose greater stress on the equipment and the building structure than that experienced in day-to-day operation, and the ESC shall not be responsible for any resultant damage to the building structure or equipment. The ESC will not be responsible for correction of outstanding violations or test requirements cited by appropriate state or municipal authorities prior to the effective date of this agreement except as identified in the state elevator website; however, the ESC may be asked to make the corrections required to rectify outstanding violations. Site Conditions: Awarded Contractor shall notify BHA, in writing, of any defects or repairs required to the elevator which the Awarded Contractor does not consider to be its responsibility. The Awarded Contractor shall furnish BHA with a written estimate of the cost to correct such defects. Upon receipt of a written estimate, BHA will make the final determination concerning the responsibility of such defects, corrections or repairs. Any repairs that are determined not to be the Awarded Contractor s responsibility but will be conducted by Awarded Contractor will be paid at the labor rate and part(s) cost indicated in the Contractor s proposal. Current elevator taken over by Awarded Contractor: If the Awarded Contractor takes over the maintenance of an elevator that was maintained by a previous Contractor, the Awarded Contractor may inspect the elevator to identify if there are any components in violation of the State of Washington Department of Labor & Industries Elevator Program to verify required repairs. Upon receipt of the list, BHA will make the final determination as to which repairs are necessary for the safe operating condition of the elevator. BHA may consult with the State of Washington Department of Labor & Industries Elevator Program to verify required repairs. Any disputes regarding required repairs will be resolved by the State of Washington Department of Labor & Industries Elevator Program who will indicate what repairs are necessary for the safe operating condition of the elevator. Any needed repairs may be bid separately from this Contract. Preventive Maintenance: The Awarded Contractor shall perform preventive maintenance for each elevator at a minimum of once per quarter. The Awarded Contractor may recommend to BHA an alternate preventive maintenance schedule that is tailored to the facilities needs based on criteria such as usage, operating environment, control and drive types, number of openings, door type, etc. Any recommendations will be submitted to BHA in writing for approval.

4 A copy of the agreed upon maintenance schedule will be given to BHA. The Awarded Contractor shall place a maintenance schedule in each elevator equipment room to be available for review by all appropriate BHA personnel. The maintenance schedule will contain at a minimum: building name, elevator manufacturer, elevator serial numbers, model number(s), examination frequency, examination date and hours. Housekeeping The Awarded Contractor shall clean all elevator equipment, equipment in hoist ways, and pit and machine rooms. Cleaning will occur at regular intervals sufficient to maintain a professional appearance and preserve the life of the equipment. The cleaning will include at a minimum all elevator guide rails, overhead sheaves, beams and counterweight rails, car tops, bottom of platforms, pits, car door seals, hoist ways, pits and machine room floors and will take place on a monthly basis at a minimum. Lubricate The Awarded Contractor shall lubricate machinery and equipment at intervals recommended by the equipment manufacturer or as directed by OEM or industry standards. All lubricants will meet or exceed the minimum requirements specified by the manufacturer of the equipment and shall be furnished by the Awarded Contractor. The Awarded Contractor shall remove all drained oils from the site and dispose of, at the Awarded Contractor s expense, in a manner that is safe to the environment and in conformance with Federal and State of Washington environmental regulations. Adjust The Awarded Contractor shall use qualified individuals and proper diagnostic tools to make all necessary adjustments when the operation of the equipment varies from its normal or originally designed performance standards, as a result of normal wear and use and at regular intervals frequent enough to maintain a smooth quiet ride and optimum operating condition. Replace The Awarded Contractor shall replace all items covered under the Contract as required. Replacement of the items will occur during the course of scheduled maintenance, at a frequency sufficient to prevent an unscheduled elevator shutdown and/or ensure the continued normal operation of the elevator and to extend the useful life of the elevator. Parts redesigned by and recommended as replacement parts by the original equipment manufacturer will be used. Repairs The Awarded Contractor shall be responsible for all necessary repairs to elevator components due to wear and use of the elevator. The Awarded Contractor shall determine the nature and extent of parts and labor required to restore machinery and equipment to satisfactory performance condition. The Awarded Contractor shall absorb all costs for labor, materials, expenses, and supplies which occur as a result of the stated repair, including blueprints, schematics, and special tooling. Safety Test and Inspections The Awarded Contractor shall make safety tests on all safety devices, governors, relief valves, etc. as required. The ESC shall treat State of Washington Inspection Reports as Emergency Work requiring immediate corrective action. Immediately upon being advised of Violations, the ESC shall immediately (within 5 working days) notify BHA and BHA s Representative of the scheduled correction of items under control of the ESC. They shall also notify BHA of items they believe are the responsibility of BHA.

5 Awarded Contractor shall promptly correct any defects that may be found in testing and examining the safety devices without any additional charge. Test results will be recorded on forms and submitted according to code. Periodic inspections, including smoke detector tests in the shafts as required by the city, county, state, federal government, and/or insurance agencies, or their representatives, will be included as part of this contract. Call Back Service The ESC shall provide callback service when requested by BHA. Callback service consists of responding to requests from BHA by telephone or other means and at any hour, Monday through Sunday. The Awarded Contractor shall respond to a call from BHA to correct any problem and/or condition with an elevator which, in BHA s opinion, needs attention before the Awarded Contractor s next scheduled maintenance visit. The Awarded Contractor shall respond to a call back that is not an emergency within a maximum of two (2) hours from the time reported to the Awarded Contractor. Failure of the ESC to restore an elevator to service within twenty-four (24) hours of failure to operate shall be reason for concern by both parties to this contact. Failure to restore the unit to operation within seventy-two (72) hours shall be reason for cancellation of the work order allowing BHA to have another contractor complete the work. Emergency Call Back Service The Awarded Contractor shall provide emergency services on a 24 hour, 7 days a week schedule (24-7). An emergency call back is a request from BHA for the Awarded Contractor to provide elevator service within one (1) hour. The Awarded Contractor shall provide BHA with an emergency contact phone number. The following is a list of emergency situations: o Entrapments o Single elevator in a building down o Two elevators in a building, both down. Running on Arrival If a call back service request is made on any elevator and that elevator is found to be running on arrival (ROA), it will be treated as any other service call to determine if the elevator is operating properly. BHA shall make every attempt to verify that the elevator is in fact out of service before the call back service request is made. Scheduled Work All scheduled maintenance should be performed between the hours of 8:00 a.m. and 4:30 p.m. Monday through Friday unless alternate hours are agreed upon by BHA and the Contractor in writing. Equipment, Wiring and Circuit Changes The Awarded Contractor shall not make changes or alterations to the existing elevator, circuit wiring or sequencing, or alter the original circuit or wiring design of the elevator, without written authorization from BHA.

6 If changes or alterations are required, the Awarded Contractor shall submit a request in writing to BHA. This request will include complete drawings and wiring diagrams as well as a complete description of the proposed changes. Prior to submitting the proposed change to BHA, the Award Contractor shall, at its own expense, have obtained comments from the original elevator system manufacturer concerning the impact of the change on the overall system. If the changes are made, the Awarded Contractor shall provide asbuilt drawings of the modifications to BHA. Records and Reporting Requirements Awarded Contractor shall maintain complete and accurate records of all services performed for each elevator and provide detailed reports as requested by BHA. Maintenance Checklist: The Awarded Contractor shall provide a maintenance checklist for each elevator. The checklist will be placed in each elevator equipment room and be available for review by all appropriate BHA personnel. The checklist shall contain at a minimum: building name; elevator manufacturer; elevator serial numbers and model numbers; maintenance work performed and frequency; examination hours; and required safety tests. The checklist will be maintained throughout the year and used as a guide by the mechanic. The mechanic will initial all work performed on the checklist. If the checklist is not maintained showing that maintenance is up-to-date, BHA will assume the work has not been completed and will consider this to be a default of the agreement. Oil Usage/Loss Log The Awarded Contractor shall keep and maintain oil usage and oil loss logs on all elevators. This log will be placed in each elevator equipment room. Abnormal loss will be reported to BHA as soon as possible. Callback Service Report For all call back service, the Awarded Contractor shall submit a callback service report as requested by BHA. The report will contain at a minimum: the building name; the state elevator number; the name of the person who called it in; the date and time it was called in; the reported problem; the reason for equipment failure and corrective action(s) taken; and who performed the repair. A list of material and parts used in the repairs, and adjustments made, will be included in all reports. Shut Down Times Maintenance under this Contract will provide a constant, high quality service to properly protect elevator from deterioration and to provide peak constant performance of elevator resulting in a minimum of down time for any portion of the system. No more than one elevator per bank will be out of service at one time for maintenance, lubrication and service. Elevator shutdowns are to be scheduled at a minimum 48 hours in advance. All elevator shutdown or out-of-service requirement requested by the Awarded Contractor will be coordinated and approved by BHA before any elevator is removed from service.

7 If an elevator may be out of service for more than one hour, the Awarded Contractor shall notify BHA of when the elevator was taken out of the service, the reason it was taken out of service, and at what time the elevator is expected to be put back into service. Replacement for Burned Out Lamps Replacement for burned out lamps in all lanterns, push buttons, car and corridor position indicators, direction stations, this car up signs and other signal fixtures will be supplied and installed by the Awarded Contractor. Replacement for burned out lamps in cars, machine rooms and pits, will be furnished by BHA and installed by the Awarded Contractor. Records to be Supplied by BHA Any available drawings can be obtained from BHA on signed receipt for use, and such drawings shall be retained on Owner s premises. Applicable changes shall be noted on drawings and they shall be maintained up to date at all times. On termination or expiration of the contract, they shall be returned to Owner. Additional Terms and Conditions: Price Increases or Decreases: The Contractor may request an adjustment in prices to reflect increases or decreases in material or labor costs in accordance with Attachment I Price Schedule of the contract document. Third Party Inspections: BHA reserves the right to have a qualified third party of its choice inspect the maintenance work being performed by the Contractor. This inspection cost will be paid by BHA. The third party inspection (if used by BHA) may generate a punch list of items to be completed by the Contractor. BHA shall provide written notice to the Contractor of any items to be completed. Safety or code violations will be corrected immediately by the Contractor. Other punch list items will be completed within thirty (30) days at no additional cost to BHA. The third party inspector s decision regarding compliance will be considered final. In the event that the Contractor does not complete items within the stated timeframes, BHA may, at its sole discretion, have the necessary items completed by an alternate source and all costs incurred will be the responsibility of the Contractor. BHA shall provide an itemized list of necessary labor and materials provided by the alternate source. Performance: BHA will require a full month credit for any quarter in which the Contractor does not perform the required scheduled maintenance service. BHA may, at its sole discretion, not pay the Contractor s monthly maintenance cost for a unit if: An elevator is out of service for longer than two (2) consecutive work days for a break-down repair. The Contractor does not respond to an emergency callback service within allotted timeframe specified.

8 During thirty (30) consecutive days, BHA experiences three (3) callback services on the same elevator for the same problem. Price Schedule: Full Service Maintenance o Pricing for full service maintenance is based on a monthly fee for each elevator type for services specified throughout this Contract. The monthly fee will be a composite rate based on labor and materials/parts. Labor Rate o The labor rate is for exclusions as specified through this Contract. Hourly rates will be broken down in quarter hour increments for billing purposes. Parts o Pricing for parts is based on a percentage increase over Awarded Contractor s cost of the part and are for exclusions as specified throughout this Contract. The Awarded Contractor shall submit original supplier invoices to BHA. Travel time will be charged at a set rate per visit. If a modernization is undertaken or if a building is sold, this contract or any portion of the contract, at the discretion of BHA, may be terminated upon three (3) days written notice to the ESC. It is agreed that units may be added or deleted from time to time at prices included in the bid for these services and as agreed by the parties. Additional Provisions Assignment of an Account Executive to provide direct contact between BHA and the ESC and to oversee conduct of the work required by this contract. Attend additional meetings with Owners and tenants, if required, to discuss high profile problems or corrective actions in process. Possession and control of the equipment shall remain with BHA who will retain his/her normal responsibility and liability as Owner, lessor, lessee, possessor or custodian of the equipment. The ESC shall be responsible for maintaining the equipment in a safe, dependable condition. Elevators with unsafe equipment must be taken out of service. No safety devices shall be rendered inoperative or ineffective. The ESC will advise BHA in writing of any deficiencies or code violations which exist with the equipment. The ESC has the responsibility to make replacements, adjustments and repairs required under this agreement. The ESC shall submit copies of all Work Orders by hand, fax or within 48 hours of the work. The ESC shall notify BHA of any work awaiting parts or not otherwise completed during the initial call by hand, fax, or as soon as the condition is determined. All ESC representatives shall check in and out with the designated building representative at all times.