Elevator Maintenance, Renovation, Alteration and Installation

Project Overview Minnesota State is requesting proposals to inspect, test, service and maintain elevators and lifts. Technical/Functional Requirements Vendor shall provide maintenance and testing for ALL campus elevators and lifts indicated on attachment RATE SHEET 2. All elevators will be maintained on monthly basis with the lifts on a biannually basis. All elevators will be required to have their annual Category 1 tests completed by their due date and also all lifts to have their Category 1 tests done by their due date. Category 5 full load testing will be done through a separate bid process. Contractor Effort Required The Contractor must take all steps and measures to provide a minimum elevator operational availability of 98% and maintenance of the elevator plant to maximize the life expectancy of the elevator plant in accordance with the latest edition of American Society of Mechanical Engineers (ASME) A17.1 –Safety Code for Elevators and Escalators. Throughout this document, this standard may be referred to as “the Code” or “A17.1”. The contractor must assume responsibility for maintenance upon commencement of the maintenance contract. The Contractor must provide qualified elevator mechanics, work crews, and supervisory personnel in such numbers, places, and times as may be required to fully meet the contract requirements. Scope A. At no additional cost to Owner, Contractor shall provide full comprehensive repair, replacement, adjustment, and related service coverage for all component systems including spare or replacement parts unless specifically excluded herein. Failure to provide a particular component, service or other procedure does not limit Contractor's obligation or liability to provide the necessary work or service. B. Contractor shall furnish all materials, labor, supplies, parts, equipment barricades, warning signs, semi-permanent structures, or other apparatus necessary or proper for and incidental to maintenance procedures. C. Contractor shall be responsible for clearing and paying for any violations and fines related to the Equipment. D. Contractor shall be responsible for keeping the exterior of the machinery and any other parts of the equipment free from rust. E. The following list of equipment is provided as a means to establish the full comprehensive intent of this Agreement. Coverage shall include all associated parts, apparatus and procedures whether specifically defined or not and shall include the necessary hoisting, rigging or other procedures required for execution of the repair, replacement, adjustment, and service of equipment covered under this Agreement. 1. Automatic door systems, power operated door systems and manual door/gate systems complete a. Power operator and engagement linkages. b. Car door top track, hangers, and hanger roller assemblies. c. Car doors and gate, eccentrics, stops, bumpers and related operating mechanisms for multiple speed or multiple panel doors and gates. d. Car gates, bottom guides, retainers, fire stops, gibs, entrance sills and threshold plates, gate handles and protection guards. e. Electrical safety switches and activation mechanisms, door protective and/or reversing devices, and power door operators. f. Electromechanical safety interlock assemblies, related operating mechanisms, clutch, or other master system engaging devices, linkages, zoned locking devices, and self-closing devices. 2. Car frame, platform and car safety devices complete a. Crosshead, stiles, cab steadier’s, cab isolation pads, hitch plates, anti-spin devices, tie rods, supports and related structures. b. Car guides, car rollers, shoes, stands, spindles, gibs, rollers and tensioning devices. c. Load weighing devices, top/side exit access operating/safety hardware and electrical switches. d. Car fans, blowers, and cab ventilation systems. 3. Hoisting machinery, and rotating power drives with mounting supports and beams, raised platforms and weighted foundations and structures complete a. Geared traction and winding drum units, gearless traction, and related systems complete. b. Worms, gears, shafts, couplings, drive sheaves, deflector sheaves, 2:1 sheaves, bearings, magnets, support/mounting apparatus, brake assembly, rotating elements and all associated castings, guards, retainers, and hardware. c. Integral and free-standing brake units, rope grippers, drums, discs, pulleys, shoes, linings, pads, pins, sleeves, plungers, coils, caps, adjustment devices and hardware complete. d. AC and DC motors, motor generators, rotating regulators and exciters; armatures, field coils, pole pieces, interpoles, commutators, brush riggings, brush holders, carbon brushes, stator windings, fan or other ventilation mechanisms, bearings, bushings, shafts, caps, packings, seals, junction boxes, leads, connectors and related wiring. 4. Controls, selectors, solid state power drives, encoding devices, transformers with related wiring, conduit, and circuitry complete a. Relays, contactors, switches, capacitors, resistors, fuses, circuit breakers, overloads, power supplies, regulators, tach generators, arc shields, shunts, holders, and hardware. b. Circuit boards, regenerative drives, resistor networks, transmitters, encoders, transducers, transformers, rectifiers, transistors, solid state switching devices, insulators, timing devices, suppressors, and computer apparatus. c. Filters, fans, blowers, control cabinet air conditioning, wiring, studs, terminal blocks, plug connectors, CRTs or other diagnostic devices, keyboards, and printers. d. Cabinets, frames, isolation pads, isolation transformers, chokes, diagnostic tools, status indicators, solid state, and hard wire circuitry. e. Verify operation of firefighters’ service monthly and Emergency evacuation systems annually. f. Verify operation of battery lowering and/or battery rescue devices semi-annually and replace batteries when required. 5. Car and counterweight safety systems a. Overspeed governors and electromechanical safety devices, wire ropes/coated steel belts and tensioning devices with related hitch and connection apparatus complete. b. Car and counterweight safety devices, drums, rods, linkages, clamps, and hardware. c. Rope grippers and similar apparatus used for compliance with ASME A17.1 Rule 2.19. d. Coated steel belt testing equipment, if applicable. 6. Hoistway and pit equipment a. Guide rails, fishplates, brackets, inserts and related hardware to include jack bolts or other special mechanisms for mounting and alignment. b. Wire ropes/coated steel belts, chains and cables with guards used for suspension, compensation, safety, and selector encoding with related hitch and connection hardware complete. c. Corridor entrance top track and hanger rollers, toe guards, fascia, dust covers, sills, stops, bumpers, eccentrics, retainers, and bottom guides. d. Overhead machine room, secondary and 2:1 wire rope sheaves, dead-end hitches, rope shackles/wedges, shafts, bearings, bushings, seals, mounting supports, lubrication devices, guards, and hardware complete. e. Electrical wiring and conduit, electrical traveling cables, electrical limits, slowdowns, activating cams, switches, vanes, inductors, tapes, readers, leveling and encoding systems complete with all related hardware and wiring. f. Compensation sheaves, shafts, frames, guides, switches, rollers, cams, guards, “S” hooks, guidance systems, safety chains, and all related hardware. g. Counterweight assemblies, guides, rollers, retainers, stands, strike plates, safeties, and hitch devices. h. Car and counterweight buffers, stands, strikes, blocking, ladders and platforms, extension devices, mounting hardware, and appurtenances. i. Pit safety switches, cable tensioning devices, access ladders, light switches, lighting assemblies, bulbs, and guards. j. Hoistway signage. 7. Operating and signal fixtures with electrical wiring a. Car operating panels, push buttons, stop switches, audible signals, engraved signage, keyed or other control switches, visual signals, jewels, and indicators with electrical wiring. b. Car position indicators, riding lanterns, signal annunciators, visual and audible signals complete. c. Corridor push button stations, hall kiosks with touch screens complete, hall lanterns, hall position indicators, keyed switches, access controls, electrical wiring, and traveling cables complete. d. Emergency lighting systems, emergency audible and visual communication devices, ventilation equipment, and signal systems complete including batteries. e. Corridor and lobby fixtures with remote controls and operational monitoring devices, starter panels, emergency power selectors, telltale panels, location indicators, elevator security and fire command controls and monitors. f. Remote monitoring systems, controls, monitors, printers, and related apparatus. 8. Hydraulic systems’ components, including but not limited to, tanks, valves, pump, cylinder head, above ground piping, hoses, fittings, gauges, seals, O-Rings, filters, screens, packings, belts, recovery devices overflow devices, battery lowering devices or other emergency operating and signal systems, above grade cylinder and plunger assemblies complete, mufflers, rupture valves, scavenger pump systems, heaters and shut-off valves. 9. Inspect all lighting associated with the vertical transportation systems, including, but not limited to pit lights, equipment room lights, shaft way lights, floor indication lights, car and hall station push button lights, interior and exterior direction lights, arrow lights, signal lantern lights, underfloor lights, cab, entrance and roof lights. Relamp as needed. 10. Component Exclusions: a. The following vertical transportation system components are excluded for normal wear and tear repairs or replacements: b. Car enclosures (including removable panels, suspended ceilings, lighting fixtures (lamps are included), light diffusers, floor coverings, trim and car panel doors). Hoistway enclosures, entrance frames and door panels. c. Below grade hydraulic cylinders and buried piping. d. Machine room power disconnect switches together with fuses, power wiring located before the means of primary disconnect, power fuses or circuit breakers located in the primary means of disconnect, elevator machine/control room general lighting and ventilation. Cab, Pit and shaft way lighting fixtures and wiring (lamps are included). Support structures for machine beams or other apparatus normally provided by others and not subject to preventative maintenance procedures by the Elevator Contractor, machine/control room or other equipment access doors with associated locks, closers, and labeling. NOTE: Any items not specifically excluded will be covered under this agreement. 2. Elevator contractor will be required to inspect, clean and lubricate elevators on a monthly basis which will include: · Controller · Machine/Power Unit · Governors, Sheaves and Ropes · Car Safeties · Cab, Platform and Rollers or Guides · Car Doors and Operator · Hoistway Doors, Rollers, Tracks, Closures, Gibs and Sills · Interlocks and Pickup Assemblies · Guide Rails, Joints and Anchoring System · Pit Equipment, Buffers, Sheaves, Hydraulic Lines and Seals, Hydraulic Cylinders · Monthly Fire Service Testing 2. Maintenance Records will be kept in accordance with A17.1 and Minnesota Building Code · All Records will be kept in the equipment room · Electronic records will be accepted as long as hard copies are also posted in the equipment rooms as noted herein. · Records will be kept neat and orderly · All records will be left on site for future use if there is a change in contractors · Records of all callbacks and repairs will be kept in the equipment room (signed and dated) 3. Perform Annual Testing of Elevators · All testing will be done in accordance with the most current A17.1 and the Minnesota Building Code 1307 · Before testing, the Contractor will be required to contact the AHJ (Elevator Inspector) · All testing will be witnessed or performed by QEI-certified personnel. · Category Test Forms: One copy is to be left in maintenance records in the equipment room and one copy will be brought to the Minnesota State Physical Plant. · All test forms will be signed and dated by the elevator personnel that performed the testing · Testing of emergency phone will be done by Minnesota State staff in accordance with A17.1 4. Communication · Contractor should check-in with Minnesota State designee upon arrival to notify them of location and nature of work. After hours, Contractor should check-in with Minnesota State Public Safety at +1 (555) 000-0000 · Contractor will be required to communicate and report to facilities management on all finding through maintenance in a timely manner · If the contractor finds an issues with an elevator that is a danger to the public, it must be taken out of service and reported immediately to facility management. 5. Safety Devices · Anyone caught rendering safety devices inoperative will terminate contract with such Contractor effective immediately. · If a safety device is found to not be in working order, elevator will be taken out of service and reported to the Minnesota State Physical Plant. Elevator will then not be placed back into service until elevator safety device is repaired and tested in accordance with A17.1 6. Repairs · All elevators in need of repairs will be reported to the Minnesota State Physical Plant. · The list of findings must be in detail, to assure elevator is repaired in accordance with elevator code · Minnesota State will have the right to put out for bid, all repairs to the elevator(s) · It will be the responsibility of the elevator contractor to check with the Authority Having Jurisdiction (AHJ) to assure all testing and or required permits are taken out for the listed repair 7. Quality Control Program · The Contractor must perform to the standards as contained in this Scope of Work Document and utilize a comprehensive quality control program to assure that the contract requirements are provided as specified. This must include a maintenance control program specified in the latest edition of ASME 17.1; at no additional cost to the Minnesota State. · Annually, the Contractor must survey the elevator units to verify that they conform to the specifications and the other provisions of this Scope of Work Document. At the conclusion of the survey, the Contractor will provide the Minnesota State representative a copy of the equipment survey report and performance evaluation for each individual unit covered by this contract. The report must indicate all repairs and upgrades as well as general condition and cleanliness of each unit. This report must be verified and signed by QEI certified personnel. · In keeping with environmental protection as well as Code requirements, the contractor must immediately notify Minnesota State in writing (email is acceptable) of any indication of underground oil seepage which may be attributed to a leaking underground hydraulic cylinder. 8. Equipment Changes · The Contractor must not change or alter the existing elevator equipment or any electrical circuits, safety mechanisms, wiring, or controls outside of the contractual terms and conditions without written authorization from Minnesota State. If Minnesota State authorizes changes, the Contractor must develop and/or make appropriate revisions to the elevator drawings and/or specifications and a copy to be provided to Minnesota State. All improvements and/or changes must be documented by the Contractor during the term of this contract and must become and remain the property of Minnesota State. If applicable, Contractor must provide updated as-built drawings within 30 calendar days of the completion of major repair work. Proposal Content - Vendors must submit the following information: Adherence to Minnesota State Terms and Conditions: A statement of the objectives, goals, and tasks to show or demonstrate the vendor's view and understanding of the nature of the contract. Work Plan: A description of the deliverables to be provided by the vendor along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. Qualifications of Vendor and its Personnel: An outline of the vendor's background and experience with examples of similar work done by the vendor and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the proposal that personal contact information is being provided. All personnel performing work under this contract must successfully complete a criminal background check that meets or exceeds the requirements contained in the Kari Koskinen Manager Background Check Act (MN Statutes 299C.66 – 299C.71). Written notice (email is acceptable) of this compliance must be provided to Minnesota State prior to commencement of work by any individual. Cost/Value: Cost/Value shall be provided on the RFP Response Form in the following ways. Provide the yearly lump sum costs for all routine inspections, maintenance and testing services as described in the proposal. Provide an hourly rate for work requested on an as-needed basis during normal business hours including any travel costs or other expenses at this rate and including a response time for this service. Provide an hourly rate for work requested on an on call/emergency basis including travel costs or other expenses in this rate and including a response time for emergency service. Emergency Callback Service · Contractor shall provide emergency callback service which consists of promptly dispatching qualified employees in response to requests from the owner, by telephone or otherwise for emergency adjustments or minor repairs on any day of the week, at an hour, day or night · Passenger entrapment callback service shall be provided within Forty-five minutes during regular working hours and within one and a half hours during all other time periods. · Callback services for out-of-service units shall be provided within one hour during regular working hours and within one and one-half hours between 6:00 am and 8:00am and 4:30 pm and 6:30pm. Monday through Friday, except holidays · Callback services for out of service units shall be provided within two hours at all other times not specified in “3” above · Travel time for callback service shall be capped at 2.0 hours total per callback contractor agrees to provide documentation to support travel related charges for the employee responding to the callback if requested by owner. f. f. Entrapment Callback Response Time Guarantee Contractors’ failure to comply with the callback entrapment response times contained in Section 6 will result in the callback, including any premium time charges, travel time and travel expenses being provided at no cost to the owner. This applies to all entrapment callbacks regardless of their billability under the terms of the contract. Selection Process The selection process includes representatives from the Barron Nixon, Physical Plant Director; Darla Benson, Contract Administrator; and Brian Huntly, Master ElectricianThis group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No Factor 1. Adherence to Minnesota State Terms and Conditions 10% 2. Work Plan 20% 3. Cost of yearly lump sum costs for all routine inspections, maintenance and testing services 30% 4. Hourly rate and response time for work requested on an as-needed basis during normal business hours. 10% 5. Hourly rate and response time for work requested on an on call/emergency basis 10% 6. Qualifications of Vendor and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 10% 7. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10% Total 100% Contract Terms Minnesota State desires to enter into a contract with the successful Vendor(s) effective July 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be five (5) years. If Minnesota State and Vendor are unable to negotiate and sign a contract by July 1, 2026, then Minnesota State reserves the right to seek an alternative Vendor(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.