Elevator Maintenance Proposal 4-19-2013
HARNETT COUNTY
FINANCE/PURCHASING
REQUEST FOR PROPOSALS
ELEVATOR SERVICES CONTRACT
FOR THE PERIOD OF JULY 1, 2013 THROUGH JUNE 30, 2016
DUE DATE: NO LATER THAN 5:00 PM, APRIL
19, 2013
QUESTIONS: CHRIS JOHNSON, PUBLIC BUILDINGS SUPERVISOR
CJOHNSON@HARNETT.ORG, TELEPHONE: 910-893-7538
FAXES OR E-MAILS ARE NOT ACCEPTED FOR THIS QUOTE
THE COUNTY OF HARNETT
RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS RECEIVED, OR TO SELECT THE BID WHICH, IN OUR OPINION, IS THE BEST OVERALL INTEREST OF THE COUNTY.
MAIL OR DELIVER BIDS IN A SEALED ENVELOPE
IDENTIFIED “QUOTE ENCLOSED PB1-04192013”, YOUR FIRM NAME AND THE DELIVER BY DATE ON THE OUTSIDE OF THE ENVELOPE
TO: Renea Warren-Ford
Purchasing Specialist
102 E. Front Street
P.O.
Box 760
Lillington, N.C. 27546
INFORMAL REQUEST FOR PROPOSALS
Title: Elevator Service Contract RFP#: PB1-04192013
Issue Date: April 5, 2013
Due Date/Time: April 19, 2013 by 5:00 p.m.
Issuing Agency: Harnett
County
Public Buildings Department
801 S. First Street
Lillington, NC 27546
The Harnett County Public Buildings Department hereby solicits sealed proposals to provide a (3)
three-year contract for the service and maintenance of elevators located in various County government locations, as more particularly described in the attached specifications. All proposals
shall be sealed indicating “Proposals Enclosed, PB1-04192013, your firm name, and opening date prominently on the front of the each sealed proposal envelope or package. Electronically
submitted (e-mail/fax) proposals will not be accepted. Sealed proposals will be accepted until 5:00 p.m., April 19, 2013.
The County will hold a pre-proposal viewing of the elevator
locations on Friday, April 12, 2013 from 9:00 a.m. until 3:00 p.m. If you wish to attend the escorted viewing, you will need to be at the Public Buildings Meeting Room, located at 801
S. First Street, Lillington, North Carolina, at 9:00 a.m. During the escorted viewing, you will be able to make notes and view all the elevator locations specified in the Request for
Proposals. This will be the only opportunity for viewing the elevator locations provided or allowed. All persons attending a pre-proposal viewing will be required to sign-in at the
beginning of the session and sign-out at the end of the site visits.
The Request for Proposal form to be used by the bidders, and specifications of the services and maintenance to be
performed are attached. The County of Harnett hereby reserves the right to reject any and all Request for Proposals.
GENERAL CONDITIONS
How to Submit Bid Proposals: Proposals must be mailed or delivered allowing sufficient time to ensure receipt by the County of Harnett on April 19, 2013.
Proposals not received by the date specified will not be opened or considered, unless the delay is a result of the negligence of the County, its agents, or assigns.
Mailing Address:
Harnett
County Finance
Renea Warren-Ford, Purchasing Specialist
PO Box 760
Lillington, N.C. 27546
Hand Delivery:
Harnett County Finance
Renea Warren-Ford, Purchasing Specialist
102 E. Front
St.
Lillington, N.C. 27546
Contact Information:
Harnett County Public Buildings
Chris Johnson
910-893-6463
Standards for Acceptance of Proposal for Award Contract: The County reserves
the right to reject any or all proposals. The award for Harnett County’s elevator maintenance service contract may be made to the responsible bidder (also sometimes referred to as “Contractor”)
that best meets the needs and interests of Harnett County, taking into consideration quality and performance. Harnett County reserves the right to bid any other services for generators
not listed herein and/or award same to successful vendor.
Compliance with Laws: The Contractor shall obtain and maintain all licenses, permits, liability insurance, worker’s compensation
insurance and comply with any and all other standards or regulations required by Federal, State, or County statute, ordinances and rules during the performance of any contract between
the bidder/contractor and the County. Any such requirement specifically set forth in any contract document between the bidder and the County shall be supplementary to this section and
not in substitution thereof.
Bids for All or Part: Unless otherwise specified by the County or by the bidder, Harnett County reserves the right to make award on all items or on any of the items according to the
best interest of the County. Bidder may restrict his bid to consideration in the aggregate by so stating, but must name a unit price on each elevator bid upon.
Contract Term/Conditions:
This is an annual contract for (3) three years starting July 1, 2013 and ending on June 30, 2016. Although the contract is for three (3) years, said contract may be terminated at anytime
if funds are not appropriated and made available by the Harnett County Board of Commissioners. Bidder warrants that bid prices, terms, and conditions quoted in his/her bid will be firm
for acceptance for a period of three (3) years. The County has the right to add or remove equipment if the occasion arises.
Contract Extension: Harnett County reserves the right to
renew this contract each year with the same terms and conditions upon agreement of both parties, provided that funds have been appropriated by the governing board and performance under
this contract has been satisfactory. Price increase shall be considered at contract renewal time and may be cause for non-renewal.
Completeness: All information required by Request
for Proposal must be complete and submitted to constitute a responsible bid. Attachment D and Attachment E must be filled out in its entirety and a copy of all licenses and certifications
required must be attached.
Acceptance of Service: In the event that the service supplied to the County does not conform to specifications, the County reserves the right to cancel the
service upon 30-day written notice to the Contractor at the Contractor’s expense.
Guarantee: Unless otherwise specified by the County, the Contractor will unconditionally guarantee
the service and workmanship on all services. If within the guarantee period, any defects occur which are due to faulty services, the Contractor, at his/her expense, shall repair, adjust
the condition, or replace the services to the complete satisfaction of the County. These repairs, replacements, or adjustments shall be made only at such time designated by the County
to be the least detrimental to the operation of County business.
Transfer or Assignment: The covenants and agreements contained within the awarded bid are specifically binding and
the County will not allow the awarded bid to be transferred or assigned to any other party or parties without the express written consent from the County, which shall not be unreasonably
withheld.
Indemnity & Insurance: The Contractor will indemnify and hold harmless the County, its officers, agents, and employees from and against all loss, cost, damages, expense and liability
caused by accident or other occurrence resulting in bodily injury, including death and disease to any person, or damage or destruction to property, real or personal, arising directly
or indirectly from operations, products, or services rendered or purchased under the contract.
Where Contractors are required to enter or to go onto County property to deliver materials
or perform work, the contractor, at his/her sole expense, will purchase and maintain the insurance listed below as A, B, & C.
Where Contractors will not be required to enter or go onto
County property and will only provide supplies, materials, or equipment, the Contractor, at his sole expense, will purchase and maintain insurance coverage designated below as B.
Automobile
– Automobile bodily injury and property damage liability insurance when the services to be performed require the use of motor vehicles.
Commercial General Liability-Bodily injury
and property damage liability as will protect the contractor from claims of bodily injury or property damages which arise from operations of this contract. The amounts of such insurance
shall not be less than $1,000,000.00 bodily injury and property damage – combined single limit each occurrence/aggregate. This insurance shall include coverage for products/completed
operations, personal injury liability and contractual liability.
Workers’ Compensation and employers’ liability meeting the statutory requirements of the State of North Carolina.
The
successful bidder shall provide the County with a certificate of such insurance and shall contain the provision that the County will be given thirty (30) days written notice of any intent
to amend or terminate by either the insured or the insuring company. However, a ten (10) day notice is sufficient for cancellation due to non-payment of premium.
Default Provision:
Failure to satisfactorily perform the services required by the contract for the project will be grounds for Harnett County to declare the successful bidder in default. Unless otherwise
provided herein, the Contract may be canceled or annulled with a 30-day notice by Harnett County in whole or in part by written notice of default to the bidder upon nonperformance or
violation of contract terms. An award may be made to another bidder for services specified, or they may be purchased on the open market and the defaulting Contractor shall be liable
to Harnett County for costs to the County in excess of
the defaulted contract prices. The bidder shall continue the performance of this contract to the extent that any part is not terminated under the provisions of this clause.
Certification
of Independent Price Determination: By submission of this bid, the bidder certifies and, in the case of a joint bid, each party thereto certifies as to its own organization, that in
connection with this procurement:
The price in this bid have been arrived at independently, without consultation, communication, or agreement for the purpose of restricting competition
as to any matter relating to such prices with any other bidder or with any competitor;
Unless otherwise required by law, the prices which have been quoted in this bid have not and will
not be knowingly disclosed by the bidder prior to bid opening, directly or indirectly, to any other bidder or to any competition; and
No attempt has been made or will be made by the
bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.
Offer/No Bid. All contractors in receipt of a Request For Proposal
for a project are urged to respond with an Offer or a No Bid.
Oral Explanations. The County will not be bound by oral explanations or instructions given at any time during the proposal
process or after a project is awarded.
Qualified Vendor: A “Qualified Vendor” is defined for this purpose as one who meets, or by the date of bid acceptance can meet, all requirements
for licensing, insurance, and service contained within these specifications.
List Five References For Whom You Are Providing Services:
The County requires a minimum of ten (10) years
experience. Prospective Contractor must supply at least five (5) references from government agencies and/or private firms for which it has done similar or related work during the past
three years.
1. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
2. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
3. Agency or Firm Name:
Business Address:
Contact Person:
Telephone
Number:
4. Agency or Firm Name:
Business Address:
Contact Person:
Telephone Number:
5. Agency or Firm Name:
Business Address:
Contact Person:
Telephone
Number:
N.C.G.S. Sect. 143, Articles 3 and 3C. :
Pursuant to Article 3 and 3C, Chapter 143 of the North Carolina General Statutes, the State invites and encourages participation
in this procurement by businesses owned by small contractors, minorities, women, and the disabled. Place an X by the appropriate response below if you choose to be identified as a qualified
business as referenced above.
_____ I American Indian
_____A Asian American
_____B Black, African American
_____D Disabled
_____F Female
_____H Hispanic
_____S Small Contractors
Contractor’s Representative for Business Purposes: The name, mailing address, electronic mail address, facsimile number, and telephone number
of the Contractor’s authorized agent with authority to bind the firm and answer official questions concerning the Contractor’s proposal must be clearly stated.
20. Equal Opportunity
Employer: Harnett County is an equal employment
opportunity employer. The County is a federal contractor, and therefore the
provisions and affirmative
action obligations of 41 CFR § 601.4(a), 41 CFR 60-
741.5(a), and CFR 60-250.4 are incorporated herein by reference, where
applicable.
COUNTY OF HARNETT
LILLINGTON, NORTH CAROLINA
SPECIFIED
TERMS AND CONDITIONS
FOR
ELEVATOR SERVICE
This describes the terms and conditions for a three-year elevator service contract
for Harnett County.
This agreement shall be for three years starting July 1, 2013 and ending June 30, 2016, subject to appropriation by the Harnett County Board of Commissioners.
1.
Required Services for Elevators:
A. Preventative Maintenance:
i. All preventative maintenance shall be performed in accordance with the
maintenance schedule specific
to each elevator identified in Attachment A attached hereto and hereby incorporated herein.
ii. Examine, lubricate, adjust, and as needed, repair or replace the covered
components listed below:
a. Basic components: controller components, resistors, timers, fuses,
overloads, minor contacts, wiring, coils, packing, drive belts,
functional components of car and corridor operating stations, hangers and tracks, door operating devices, door gibs, car fans,
guide shoes, rollers,
traveling cables, signal lamps, interlocks, door
protection devices, alarm bells, hoistway door interlocks and hangers, bottom door guides and auxiliary door
closing devices.
b. Major components: exposing piping in Machine Room and hoistway, motor, PC boards, pump unit, solid state devices,
contractors, valves, bearings, brake pulleys, brake coils and
component parts.
c. Replace all wire ropes as often as necessary to maintain an appropriate factor of safety. As condition, usage or code warrants,
Contractor shall equalize the tension on the hoisting ropes, resocket
ropes for drum machines and repair conductor cables and hoistway
and machine-room elevator
wiring.
d. All parts installed in the County elevators shall be new and suitable for the used intended.
iii. Cleaning and Painting: Contractor shall periodically
clean the machine room, car top and pit of debris related to the work of Contractor in order to keep these areas in good operating order, and shall
periodically paint the machine room floor, such that it remains in the same or better condition as existed as of the date of contract.
B. Annual Safety Testing. Contractor
shall annually test equipment as
Outlined in the American National Standard Safety Code for Elevators and
Escalators, ANSI A17-1. Contractor shall perform governor and safety tests
on traction elevators annually and relief pressure test on traction elevators annually and relief pressure tests on hydraulic elevators annually.
C. Repair Service. A qualified
service technician will be available and respond to all calls for repair service within two (2) hours of notification during regular business hours and within twelve (12) hours
after normal business hours. All repair work performed, both during normal business hours, shall be performed at no additional charge.
D. Emergency Calls. Dispatch shall be
available twenty-four (24) hours a day, seven (7) days a week for emergency calls. Contractor guarantees a forty-five (45) minutes response time when needed to remove someone
from an elevator.
E. Coordination with Other County Vendors. Contractor shall be available to work in conjunction with other vendor responsible for the County’s smoke
detectors
and heat detectors, which require a qualified elevator technician to be on-site when the vendors perform inspections or repairs to their contracts. Smoke and heat detector vendors
shall give Contractor at least twenty-four (24) hours notice. Contractor shall perform this service at no
additional charge.
F. Service records. All service records shall be maintained by Contractor and shall be easily accessible to the dispatcher and County upon request.
G. Non-Interference
with County Business. Contractor shall take all necessary precautions to avoid jeopardizing the security of the County and shall not
interfere with the normal operations of the County while performing under its contract.
H. Contract Price. The contract price, as proposed in Attachment B, shall include all
parts, materials and labor outlined within this Section 1.
2. Personnel Qualifications:
A. All service technicians must be licensed and trained by the International Union
of Elevator Construction (IUEC) or another federally recognized apprenticeship program.
B. Contractor shall adhere to the rules, regulations and interpretations of the
North Carolina Department of Labor relating to Occupational Safety and Health Standards for the Construction Industry, and revisions thereto as codified
in N.C. Gen. Stat.95-126 et seq. The vendor shall provide all
necessary safety measures for the protections of all persons on the job, including the requirements
of the A.G.C. Accident Prevention Manual in
Construction, as amended, and shall fully comply with all federal, state and
local laws and the North Carolina State Building
Code requirements to prevent accident or injury to persons on or about the location of the work.
Contractor shall protect against damage or injury resulting from
falling materials and shall maintain all protective devices and signs throughout the
progress of the work.
C. At the Contractor’s sole expense, all personnel working
on the County elevators should, at a minimum, completely satisfy the following conditions or
trainings before working on the County premises:
1. Verified, clear background
check
2. Verified reference checks
3. All required OSHA training
4. Product and equipment knowledge
D. The Contractor warrants and agrees that all of its personnel performing service and maintenance upon the County elevators pursuant to this proposal shall be trained
for the services they are to perform.
3. Employee Rules: Contractor shall ascertain that all employees abide by the following rules:
A. Supervisors/employees shall not disturb
any papers, boxes, or other
materials.
B. Employees shall report any personal injury or property loss or damage
to their supervisor immediately. The supervisor shall report the location and extent of damage to the County as soon as possible.
C. Supervisors/employees shall not open
drawers, file cabinets, or use any
telephone, except public pay phones, unless given specific prior approval by the County.
D. Supervisors/employees shall
not leave keys in doors or admit anyone to any building or office who is not a designated employee or the County. All doors, which were locked upon entry, will be
immediately re-locked after entry.
E. Supervisors/employees shall not engage in idle or unnecessary
conversation with County employees or visitors to the buildings.
F.
Supervisors/employees shall not remove any article or materials from the premises, regardless of its value or regardless of any employee or
tenant’s
permission. This includes the contents of or any item found in
trash containers in or around the premises.
G. Supervisors/employees shall abide by rules and regulations set
forth by
the State of North Carolina which affect the performance of the work.
H. Upon written request of the County to the Contractor, any Contractor’s employee
who fails to abide by these or other rules established by the County will be immediately removed from the job and replaced.
4. Elevator Specifications and Locations:
The
information provided in Attachment A regarding the elevator specifications
locations was gathered and produced by the County. It is the Contractor’s responsibility to bring any descrepancies
found in the specifications to the County’s attention before the proposal is submitted.
5. Payments:
Invoices for services shall be submitted by Contractor to County each month for services rendered. Invoices should be submitted on or before the twenty-eighth (28th)
day of each month in twelve (12) months of service.
Respectfully submitted this ____________day of _____________2013.
By:____________________________Title:_______________________
Telephone
Number:__________________________________________
Vendor:_____________________________________________
EXECUTION OF PROPOSAL PAGE
Elevator Service Contract
Date:
By submitting this proposal, Contractor certifies the following:
An authorized representative of the firm
has signed this proposal.
It can obtain insurance certificates as required within 10 calendar days after notice of award.
The Contractor has determined the cost and availability of
all equipment, materials and supplies associated with performing the services outlined herein.
All labor costs, direct and indirect, have been determined and included in the proposed
cost.
The Contractor is aware of the prevailing conditions associated with performing this contract.
The Contractor agrees to complete the scope of work for this project with no
exceptions.
Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is
accepted within (60) days from the date of the opening, to furnish the services for the prices quoted.
Contractor:
Mailing Address:
City, State, Zip Code:
Telephone Number:
Princ
ipal Place of Business if different from above:
By
Title:
(Type or Print Name)
(Signature)