STATEMENT OF WORK

ELEVATOR MAINTENANCE AND REPAIR SERVICES

IFB #6100036012 to the original bid #6100035077

The Commonwealth of Pennsylvania (COPA), Department of General Services is issuing this

Supplemental Invitation for Bids (IFB) to add additional qualified Contractors to the Elevator
Maintenance & Repair Services Contract. Suppliers who have received a Contract under the
original IFB #6100035077 are not permitted to respond to this supplemental IFB #6100036012;
if you do your bid will be rejected.

Attachment F – Required documents has been changed to clarify the documentation that is
required to be submitted with a supplier’s bid.

OVERVIEW: The Department of General Services (“Issuing Office”) has issued this Invitation for
Bid (IFB) on behalf of the Commonwealth of Pennsylvania. This contract will meet the needs of
Commonwealth agencies for routine and preventative maintenance and repair services for
elevators. Modernization, alteration, and upgrades to existing equipment needs will be met as
well. Contractors will be required to maintain all machinery and equipment in accordance with
the Uniform Construction Code Statute Act 45 of 1999 as amended, Title 34, Labor & Industry
Part XIV Uniform Construction Code Chapter 405, the terms and conditions of this Contract, and
also using good maintenance practice.

All references to elevators included herein shall be considered to include escalators, lifts,
dumbwaiters, hoists and tramways where applicable. It shall also be considered to include
hoisting and lowering devices governed by ASME standards adopted by the Department of Labor
& Industry under the Uniform Construction Code and other lifting devices subject to the
requirements of the Uniform Construction Code.

PRICING: Bidders must complete Attachment A, Geographic Price List by County and provide
hourly rates for regular time and premium time and any applicable trip charge, as indicated by
the form and this statement of work. In addition, Bidders must complete Attachment B,
Manufacturer Parts Price List Discount, by providing a discount from price list for elevator repair
parts. The manufacturers’ repair parts that must be provided through this contract have been
identified on Attachment B. Bidders cannot quote a percentage markup for parts. The
percentage discounts provided will be used when providing estimates for repairs and determining
best value. Failure to complete and submit both forms may result in rejection of your bid.

METHOD OF AWARD: This is a multiple award contract to all responsible and responsive
bidders who comply with the eligibility requirements set forth in this Invitation for Bid (IFB).
When services are needed, using agencies will issue a Request for Quote (RFQ) to the awarded
Contractors on the List of Awarded Suppliers and will issue a Purchase Order to the selected
Contractor based on best value.

BEST VALUE DETERMINATION: Using agencies will be required to solicit quotations from all
Contractors who can provide the required services and in the desired County. Price will be used
as the primary best value factor but other considerations such as delivery times, availability, and
past performance will also be utilized. The using agency will specify the Best Value Determination
criteria on the RFQ. All quotes must be firm. If a quote is submitted with conditions or
exceptions to the terms and conditions of the Contract and RFQ, it shall be rejected. The quote
shall also be rejected if the services offered by the Contractor are not in conformance with the
scope of service and specifications contained in the RFQ. Contractors may quote hourly rates
lower than those stated on their contract for time and materials, but they may not quote hourly
rates higher than their contract rates.

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

MONTHLY MAINTENANCE VISITS: Supplier shall inspect each elevator at least once each
month, not including service calls. During monthly maintenance visits, supplier shall
include the following services:

A. ADJUSTMENTS: Adjust machinery and equipment as required. Circuit breakers or main

line switches, together with fuses for same are excluded. Supplier shall maintain the
performance times as outlined in the modernization specification for each unit. These
times include door open & close times, door open duration times, car speeds and floor to
floor performance times. In addition to the performance times the supplier shall maintain a
smooth quiet ride and stopping accuracy for each unit.

B. CLEANING: Remove accumulated dirt, dust, and rubbish from machine rooms, hoist
ways, and pits. Furnish cleaning supplies and tools. Cleaning and refinishing of interiors of
cars and exteriors of hoist way doors and frames are excluded. Complete hoist way clean
downs shall be performed no less than annually, car tops and car door equipment shall be
cleaned no less than quarterly and machine rooms and pits monthly as a minimum.

C. LUBRICATION: Lubricate machinery and equipment with materials recommended by the

manufacturer of the specific machinery and equipment. Supplier shall furnish all lubricants.

D. REPAIRS: Determine nature and extent of parts and labor required to restore machinery
and equipment to satisfactory performance condition. See also Section titled Repairs
below.

E. LABOR, PARTS, TOOLS AND SUPPLIES: Provide labor, parts, tools, cleaning supplies,
miscellaneous supplies, and lubricants required to complete services. Replacements parts
shall be new and genuine parts equal to parts supplied by the O.E.M. or its successor, to
maintain system integrity. All costs for parts and supplies shall include any related
shipping costs and all applicable taxes.

F. MONTHLY HOURS: The supplier shall provide scheduled preventive maintenance, to

include systematic examinations, adjustments, cleaning, and lubrication of all machinery,
machinery spaces, hoist ways, and pits. At minimum, the supplier shall dedicate the
following times for preventive maintenance of the specified equipment:

1. Traction type elevator, two hours per month per unit

2. Hydraulic type elevator, one hour per month per unit
3. Escalator, four hours per month per unit
4. Dumbwaiter, one hour per quarter per unit
5. Handicap lifts, one hour per quarter per unit
6. Other lifting devices, one hour per month

REPAIRS:

A. TRACTION TYPE: Supplier shall furnish and install or repair when and as necessary:
machine motors, motor generator, controllers, hoist cables, selectors, worms, gears,
thrusts, bearings, brake magnet coils, brake shoes, magnet frames, cams, car door and
hoist way door hangers tracks and guides, door operating devices, interlocks, and
contacts, car gates, safety devices, governors, push buttons, enunciators, shell lanterns
and indicators, lamps replacements in systems, and other elevator signal and accessory
equipment complete.

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

B. HYDRAULIC TYPE: Supplier shall furnish and install or repair when and as necessary:
power unit, pump motor and controller including valves, including relief valve, pilot,
lowering, leveling, and check valves; or any of the parts thereof; V-belts, strainers, spring
and gaskets; controller relays, solid state control components, contacts, coils, timers,
magnet frames and controller wiring, traveling cable and components for entire operating
circuit; plunger, guide bearings, packing gland; guide rails and guide shoes. Maintain
hydraulic fluid at proper operating level, push buttons, enunciators, shell lanterns and
indicators, lamps replacements in systems, and other elevator signal and accessory
equipment complete.

C. EXCLUSIONS: The following services are excluded from an annual service maintenance
agreement: lamps for interior car/cab lighting fixtures, floor covering on elevator car
platforms; repairs necessitated by reason of negligence or misuse of equipment by
persons other than supplier or supplier’s representatives and employees, or by reason of
cause beyond control of supplier, except normal wear and tear; addition of new
attachments as may be recommended or directed by inspection firms or by federal, state,
municipal, or other government authorities. These services may be performed by the
using agency Contracted maintenance provider but at an additional charge. The using
agency must obtain a quote from the Contracted maintenance provider.

INSPECTIONS AND TESTS: The following requirements must be met as part of a using
agencies’ annual service maintenance agreement.

A. Supplier shall be responsible for contacting the Department of Labor and Industry to
schedule periodic inspections of equipment and systems covered by the UCC Elevator
Code, 405.7 as amended.

B. Supplier shall conduct periodic load tests on those elevators identified in accordance with
paragraph C below.

C. Inspections will be made by statutorily authorized agencies. Citations and

recommendations in accord with terms and conditions of this contract may be issued by
inspectors, and supplier shall comply with citations and recommendations immediately.

D. Service work, parts, materials, equipment, and supplies used in performance of this
contract are subject to inspection and test. Items that do not meet specifications will be
rejected, and agency may withhold payment until corrections are made. Failure to reject
upon receipt, however, does not relieve supplier of liability. When subsequent tests, after
receipt, are conducted and reveal defective material or workmanship, the agency may
seek damages regardless of whether part or all items has been consumed.

REPORTS:

A. Supplier will leave completed service tickets detailing the purpose of each visit. Such
tickets will describe the maintenance performed, repair made, or the reported call and the
corrective action taken.

B. Supplier will submit quarterly reports summarizing services performed, current condition
of elevators, and the report shall outline all scheduled preventive maintenance, as well as
repairs and replacements (service calls) and emergency service, performed in the previous
contract month. The report shall also include all outlines required and/or recommended
in the latest adopted edition of the ASME A17.1 including all latest revisions and addenda

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

and other related standards as adopted by the Uniform Construction Code. American
Standards Safety Code for Elevators, Dumbwaiters and Escalators, including all latest
revisions and addenda. Reports are due by the tenth day following end of quarter.

C. As part of the second quarterly report, supplier shall identify elevators covered by this
contract which are due for periodic testing before the end of the fourth quarter, and
identify the date on which periodic tests and inspections shall be performed as noted in
Section Inspections and Tests, paragraphs A and B above. Periodic testing is required in
accordance with the UCC Elevator Code as amended.

D. As part of the third quarterly report, supplier shall report the conditions found during
inspections and tests required by Section Inspections and Tests, paragraphs A and B
above, and propose remedies for defects and maintenance problems.

TECHNICAL ASSISTANCE: Supplier shall furnish competent technical support for all covered
equipment within twenty-four (24) hours of agency's request at no additional charge.

BREAKDOWNS AND SHUTDOWNS:

A. If applicable, the agency specific statement of work should be considered to be the ruling
document concerning response times and liquidated damages. At a minimum, the supplier
must respond to an agency call for repair by placing a return phone call to confirm receipt
of the service call request and communicate the repair plans within one hour after receipt
of any call for maintenance or repairs. For life and safety threatening situations response
time shall be within 30 minutes after receipt of the call. If the supplier fails to respond
within the designated time, the supplier shall pay agency, as liquidated damages, the sum
of $75.00 for each failure to respond. Also, the agency statement of work will detail the
maximum allowable time required for the supplier to arrive on site. If the supplier fails to
arrive on site within the designated time, the suppliers shall pay agency, as liquidated
damages, an additional $75.00 for each failure to arrive at the site. The supplier shall
have round-the-clock availability of its service Center and provide agency with a 24-hour
telephone number.

B. The supplier shall respond to an agency call for repair of any systems unit that has broken
down by arriving at the premises within one hour after receipt of any call for maintenance
or repairs, except in life and safety threatening situations response time shall be within 30
minutes after receipt of the call. If the supplier fails to arrive within the designated time,
the supplier shall pay agency, as liquidated damages, the sum of $75.00 for each
occurrence delay. The supplier shall have round-the-clock availability of its service center
and provide agency with a 24-hour telephone number.

C. Under no circumstances shall the supplier permit any minor shutdown or breakdown to
continue longer than 24 hours after arrival at the premises without the concurrence of the
agency administrator. Repairs or maintenance must be completed within this time frame.
If the supplier fails to complete the repair or maintenance within the designated time, the
supplier shall pay the agency, as liquidated damages, the sum of $75.00 for each
occurrence of delay.

D. The supplier shall report all major shut-downs or breakdowns to the agency administrator
within 2 hours after making a determination that the situation is a major breakdown or
requires a major shutdown.

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

1. If the supplier is unable to immediately repair or correct the problem, the mechanic
shall immediately notify agency administrator as to the reason immediate action
cannot correct the problem and provide supplemental information regarding the
restoration of services.
2. Within 3 working days following the major shut-down or breakdown, the supplier
shall submit a follow-up written report, detailing the of the problem and the
expected date when the problem will be corrected, to the agency administrator.

E. Agency will not assess liquidated damages where act of God, freight embargoes, strikes,
fire, acts of government, or any other cause beyond the cause of the supplier, prevents or
delays performance, provided that the supplier notifies the agency of such circumstances,
and the agency concurs with the information provided.

F. Agency will deduct the amount of any liquidated damages assessed against the supplier
from the monthly payment.

HOURS OF WORK: Work required in performance of the Contract shall be performed during
regular working hours on regular work days, as defined in Section B.1. of Service Agreement
Types. However, Contractors are required to provide prompt emergency call-back service
regardless of the time or day of the week at prices indicated.

A. STATE HOLIDAYS: The Commonwealth’s offices are closed for eleven scheduled holidays
during the calendar year. The specific Holidays and dates are identified in accordance with
the Commonwealth’s Directives Management System and are issued via an Administrative
Circular. For example: The 2015 Holidays were published as Administrative Circular 14-13
on September 24, 2014. This information is published annually on the Office of
Administration’s website at the URL provided above. The awarded Contractors will be
required to check the website for the most current published Holidays and dates.

B. All work that is scheduled to be performed on the day of a scheduled holiday shall fall on
the next regular Commonwealth workday.

C. The agency administrator shall approve any special maintenance or repair work to be
performed on a scheduled holiday prior to the performance of any work.

SERVICE ORGANIZATION: Contractor shall have an adequate service organization with local
service representatives for the geographical area encompassing the machinery and equipment
serviced under this Contract. Such service representatives shall be the Contractor’s employees or
designated by the Contractor as authorized representatives on a full time basis and not as a
subcontractor. No part of this Contract may be assigned, sublet, or transferred without the
written consent of the agency. Agency's communications to service representatives shall have
full effect of communication to Contractor.

TIME IN BUSINESS AND EXPERIENCE: Prior to entering into this Contract, bidders shall have
occupied a bonafide place of business and maintained a representative inventory of products or
supplies necessary for fulfillment of the term of this contract. Bidders must provide supporting
documentation showing a minimum of five (5) years in business, such as; Articles of
Incorporation, registration of a fictitious name, income tax return, Dunn & Bradstreet report, etc.
In addition, bidders shall have successfully completed comparable contracts for at least three
customers within the past three (3) years. Bidders must complete Attachment C, Time in

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

Business and Experience Sheet, with your comparable customer information, and attach it and
the supporting years in business documentation to your bid response in the PA Supplier Portal.
Failure to complete and submit this documentation may result in rejection of your bid.

SERVICE AGREEMENT TYPES: Using agencies will determine which service agreement type is
the most cost effective method for their location. The service agreement types available through
this contract are Annual Service Maintenance Agreement or Time and Materials Agreement (paid
by the hour).

A. ANNUAL SERVICE MAINTENANCE AGREEMENT: The using agency will identify in their
RFQ their specific requirements for their annual service maintenance agreement. These
annual service maintenance agreements will vary from agency to agency depending on the
equipment installed in the facility(ies) and the agency’s specific requirements. However,
all Annual Service Maintenance Agreements will include the requirements identified within
this statement of work. The agency will determine whether site visits will be required and
indicate on the RFQ if they are mandatory. Contracted suppliers will provide cost quotes in
response to the agency RFQ. Actual annual maintenance service costs will be invoiced and
paid by the agency in accordance with the requirements of the agency RFQ and purchase
order.

B. TIME AND MATERIALS AGREEMENTS: The using agency will identify in their RFQ their
specific requirements for their Time and Materials Agreement. Hourly rates, trip charges,
and repair parts apply to such work. Suppliers will have the option to quote an hourly rate
lower than the rates identified on their Contract during the RFQ process; they may not
offer a higher rate. Supplier shall bill the agency based upon the following terms.

1. Regular Time: Regular time refers to normal hours of operation; Monday through
Friday, 8:00 A.M. e.s.t to 6:00 P.M. e.s.t, or as identified in the agency request for
quote (RFQ). Regular hourly labor rate unit cost shall apply to services during
these hours.

2. Premium Time: Premium time refers to any hours outside of normal hours of
operation Monday through Friday, Saturdays, Sundays, and State holidays; unless
otherwise identified in the agency RFQ. Premium time hourly labor rate unit cost
shall apply to services during these hours.

3. Trip Charge: Such charges are limited to a single charge per round trip and per
given service call. Trip charges, as bid, shall include all associated expenses. Return
trips associated with the same service call which is required due to obtaining parts,
returning to complete work, or call-back due to incomplete and/or unsatisfactory
work shall not be considered for a “trip charge”.

4. Each hourly rate and single charge per round trip must be completed on
Attachment A, Geographic Price List by County for Elevator Services, and
attached to the bidder’s bid response. Failure to attach the completed Attachment
A may result in rejection of your bid.

5. Repair Parts and Accessories: All repair parts and accessories must be billed at
suppliers cost. Note: Suppliers may choose to bid a discount from cost to improve
opportunity for selection. The supplier shall submit as backup information a copy of
the original purchase invoice(s) as proof of cost for parts. This must accompany the
job invoice in order for the agency to process payment for services performed. If no

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

purchase invoice is available for proof of cost for repair parts, the agency may
verify current market value and if necessary, alter the payment invoice to reflect
market price.

6. The percentage discount must be completed on Attachment B, Manufacturer

Parts Price List Discount, and attached to your bid response. Failure to attach
the completed Attachment B may result in rejection of your bid.

EQUIPMENT MODERNIZATION/ALTERATION/UPGRADES: Services performed under this

category are not included in an annual service maintenance agreement. A separate best value
quote process must be completed as defined in the Best Value Determination Section of this
Statement of Work.

A. The supplier shall include full comprehensive service and repair coverage under the terms
of this contract in the event agency modifies or upgrades any equipment and/or
components of the systems.

B. Agency may initiate changes in equipment under a separate, voluntary, extra-cost upgrade
agreement, with or without the maintenance supplier’s permission or direct authorization
and involvement, before such work is performed, necessitating continuing full maintenance
coverage.

C. All non-elective changes or modifications required due to obsolescence, parts

unavailability, or the supplier’s inability to maintain the systems in accordance with
contract specifications shall be fully covered under this contract for its entire term,
regardless of application, method, or cost assignment.

D. Modernized or otherwise upgraded systems and their components shall automatically be

included under the terms of this contract, regardless of whether such components are
specifically identified, without extra cost to Agency.

PRICE ADJUSTMENT: Pricing will be firm, fixed from the effective date through the initial
contract term. For the optional renewal periods, Contractor may submit proposed, revised pricing
not to exceed a 3% increase in the hourly rates. Proposed pricing must be received sixty days
prior to the start of the renewal period. The proposed pricing will be reviewed and verified using
the Producer Price Index (PPI), Index number PCU8113 Commercial Machinery Repair and
Maintenance. If approved, the Department of General Services will update the contract to include
the new pricing. The new pricing will not impact existing purchase orders; price adjustments will
be made at the issuance of new purchase orders. For existing purchase orders with renewal
terms using agencies will make applicable price adjustments during the next renewal which is
exercised.

SUPPLEMENTAL BIDS: DGS reserves the right to issue supplemental bids if the Department
deems it to be in the best interest of the Commonwealth to add suppliers.

DOMESTIC WORKFORCE UTILIZATION: To the extent that any services could be performed
outside of the geographical boundaries of the United States, the Bidder will be required to certify
that those services will be performed exclusively within the geographical boundaries of the United
States or specify the percentage of the direct labor that will be performed outside the United
States. The certification form, Attachment D, is included with the IFB and must be completed
by the Bidder. The Contracting Agency will use the certification in making a best value selection.

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 STATEMENT OF WORK
ELEVATOR MAINTENANCE AND REPAIR SERVICES
IFB #6100036012 to the original bid #6100035077

POST AWARD ADMINISTRATION: The Contractors’ performance shall be monitored and

evaluated in accordance with the requirements outlined in the contract and the agencies’ requests
for quotes. At a minimum, the contractors’ performance shall be evaluated on an annual basis.
Contractors may be required to attend contract performance review meetings. These meetings
will be for the purpose of providing contractor performance reviews, discussion of issues either
party may have concerning the contract or to evaluate the overall progress of the contract. The
meetings will be held quarterly, semi-annually or annually at the discretion of the Department of
General Services, or upon special request of the using agency.

PURCHASE ORDERS: Using agencies may issue Purchase Orders against this Contract to cover
maintenance requirements for a set period of time (i.e., month, quarter, or year) as defined by
the agency RFQ. No agency Purchase Order can exceed 12 months in length for a single term;
however, a using agency may include renewal periods in their RFQ. Using agencies will be
required to adjust pricing according to the price adjustment language for any renewal terms
exercised. These orders constitute the Contractor’s authority to perform the services at the
requesting agency site(s). All Purchase Orders received by the Contractor up to and including the
expiration date of the Contract are acceptable and must be performed in accordance with the
Purchase Order and the Contract.

The period of performance under any Purchase Order can extend beyond the expiration date of
the Contract, but cannot exceed the performance time periods specified in the Purchase Order.
While no Purchase Orders can be issued under the Contract after the expiration date, the Contract
does not expire and continues to be in effect for all existing Purchase Orders until the
performance time periods of the existing orders have expired. Each Purchase Order will be
deemed to incorporate the terms and conditions set forth in the Contract.

ISSUING OFFICE: The point of contact for this IFB shall be Ann Kimmel, the Issuing Officer for
this IFB. Please refer all inquiries to the Issuing Officer via E-mail at akimmel@pa.gov. The
issuing Office address is:

Ann M. Kimmel
Department of General Services
Bureau of Procurement
6th Floor, 555 Walnut Street
Harrisburg, PA 17101-1914
Telephone: 717-346-2674
FAX: 717-783-2641
Email: akimmel@pa.gov

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