Elevator Repair Services Annual Contract

INVITATION FOR BIDIFB #004-46For the provision of:     Elevator Repair Services Annual ContractHall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors on to provide Elevator Repair Services (herein “Services”) on an as needed basis to various departments within Hall County with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services. Schedule of Events:Date IFB Issued: April 2, 2025Bid Due Date: April 17, 2025 Bidding Process: Hall County is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, April 17, 2025. Bidders must submit two (2) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents. Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.Proposal Documents: Bidders may download bid submittal documents via the County’s website at https://www.hallcounty.org/Bids.aspx then scroll down and choose IFB #004-46, Elevator Repair Services Annual Contract.  All bid documents are available for download at the bottom of the webpage.Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled “Mandatory” must be completed and returned with the bid. Please sign Exhibit B – Contract for Services.Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County will award the contract to one (1) vendor to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.1.0    SCOPE OF WORKGeneral Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia.       Specifications: The following minimum specification shall apply to the requested services:1.      All elevator repair and maintenance work shall be performed or supervised by a Mechanic or Technician who is certified and licensed by the Georgia Office of Insurance and Safety Fire Commissioner.2.      Contractor shall provide the County with monthly maintenance services at the monthly rate identified in Section H. Bidder’s Response – Site Specific, and Elevator Repair Services on an ‘as-needed’ basis at the rates identified in Section I. Bidder’s Response - General. County will not pay separate fees for trip charges, fuel surcharges, etc.  All fees are to be incorporated and included in the listed rates.   3.      Contractor shall provide all labor, tools, equipment, and material necessary for the completion of assigned tasks.  a.   Materials required for project completion must be approved by the supervising County Employee prior to purchase and installation.      b.   Purchased materials shall be new and unused and will be billed to the County at the cost-plus percentage rate identified in Section H. Bidder’s Response - General, Item 4.   Contractor will be required to submit individual itemized invoices in original form showing labor hours, materials, location, work performed and have original signature of County personnel showing work has been performed and accepted as being complete and correct.   Contractor shall provide supporting proof of product cost at time of invoicing for any product(s) with a single unit cost exceeding $50.00/each.  Those items shall be itemized on the submitted invoice.   Invoices received with any of these items missing will be returned to vendor for proper correction before being considered as a proper invoice.                                      4.      Basic services to be covered by this contract:a.   Equipment Evaluation: Each unit is to have an initial evaluation to determine condition and possible concerns.b.   Routine Service: Regular systematic examinations and service of equipment to include lubrication, adjustment, and other required services per this contract. Minimum of (12) twelve examinations in a one-year period.c.   Scheduled Examinations: Regular, systematic, complete, thorough examinations of the equipment to include lubrication, adjustment, and other required services per this contract. Minimum of (4) four examinations in a one-year period. A report is to be filed showing condition of equipment and recommendations of inspector.d.   Equipment Update: Vendor is to keep the County informed of any change in code requirements, reliability standards and performance improvements and to provide periodic report outlining any recommendations for improvement.e.   Equipment Repairs or Replacement: When conditions warrant, due to wear and tear of normal usage, equipment and parts covered by this contract are to be repaired or replaced.f.    Safety Tests: Replacement of equipment or repairs are to be tested to insure proper operation and safety. Further, any test required by code requirements in effect during contract.g.   Hours of Service: Regular working hours are to be considered Hall County’s normal office hours of 8:00 am to 5:00 pm, Monday thru Friday. The basis for this contract are to be for those hours of operation. All other hours and county recognized holidays (Martin Luther King Jr., Memorial Day, July 4th, Veteran’s Day, Thanksgiving Day, Christmas Day and New Years Day) are to be considered as overtime.h.   Emergency / Overtime Service: Emergency service to be available 24 hours per day, all year. any service performed at any time other than the above named regular working hours is to be considered as overtime. 5.      Items to be covered by this contract include, but are not limited to, the following:a.   All systems listed as well as sub-assemblies and sub- components that comprise these systems.b.   Pump Unit, including tank, fluid, jack packing, exposed piping, motor, pump, and valve system.c.   Selector, including motors, cams, switches, bearings, wiring, cable, tape, and driving mechanism.d.   Controller and dispatcher, including wiring, relays, capacitors, timers, resistors, computers, solid state components, circuit boards, rectifiers, transformers, load weighing and transoucers.e.   Hoistway equipment, including switches, cams and sheaves.f.    Car guide shoes, including gibs and rollers.g.   Car buffers, including switches, springs and oil.h.   Car guide rails.i.    Car, shaftway, and machine room wiring, including traveling cables.j.    Car and hall signal devices, including lamps and displays.k.   Car and hall operating devices, including buttons, lamps and switches.l.    Hoistway door hardware, including hangers, interlocks, gibs and closers.m.  Door operator system, including motor, clutches, sheaves, belts, bearings, contacts, cams, gears, car door hangers, and door reversal devices.6.      Items that are not covered by this contract are as follows:a.   Elevator Car Enclosures;b.   Ventilation Equipment;c.   Car Lighting Tubes and Lamps;d.   Finish Flooring;e.   Mirrors;f.    Glass;g.   Architectural Metals;h.   Car and Hoistway Gates and Door Panels;i.    Hoistway Enclosures;j.    Swing Door Closures and Hinges;k.   Door Frames;l.    Sills;m.  Hoistway Brackets and Fastenings;n.   Electrical Feeders and Mainline Disconnects;o.   Smoke Sensors;p.   Fire Alarm Systems;q.   Communications and Signaling Equipment Installed By Others;r.    Cylinders;s.   Plungers;t.    Buried Equipmentu.   Escalator Lighting and Balustrades.7.      Response Time: Defined as the time necessary to arrive at a problem location and begin actual repairs after a call has been placed, based on normal circumstances. County personnel placing calls will notify you as to the status of the call, normal or emergency. When a service call is identified as being an emergency, a technician must respond and be on scene to begin the actual repairs within three (3) hours of call receipt. This section of a contract resulting from this invitation will be strictly enforced.  Failure to respond according to stated response times may be grounds for cancellation of contract.8.      Regulatory agencies: All services are to be performed according to any and all codes and regulations of any agency, private or public, local, state, federal or independent, having jurisdiction for such codes and regulations and any changes thereto during the contract period. Vendor will be responsible for all requirements necessary for providing services to include but not be limited to meeting all regulatory and/or agency’s requirements, local, state, federal or independent, in the permitting and proper application and execution of providing such services.9.      Contractor shall provide safety measures such as fencing, signs, etc., that are required to ensure visitor’s safety during the performance of any repair/maintenance services.10.    Contractor’s technicians shall sign-in/out or check-in/out with the appropriate County personnel upon daily arrival/departure or when leaving the job site temporarily to pick up additional parts or equipment.2.0    SUBMISSION OF BIDS2.1    Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.2.2    Bidders must submit their response in a sealed envelope clearly marked with “IFB #004-46, Elevator Repair Services Annual Contract,” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.2.3    Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.Exhibit A – Mandatory Bid Response SheetExhibit B – Mandatory Contract for ServicesExhibit C – Mandatory Cost Proposal WorksheetExhibit D – Mandatory W-9 FormExhibit E – Mandatory E-Verify AffidavitExhibit F – Mandatory Ethics AffidavitExhibit H – Mandatory IFB Service QuestionsCopy of Business LicenseCertificate of Insurance 2.4    Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.2.5    All bids must be sealed.2.6    If a Bid Bond is required then it must be included in the bid response.2.7    Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.2.8    Bids openings are open to the public. Bidders may attend, but they are not required to do so.2.9    All bids, supporting materials, and correspondence relating to this IFB become property of the County.2.10  Bidder bears all responsibility for expenses incurred in responding to this IFB.2.11 Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays.Julie Dorough Issuing OfficerHall County Government CenterPurchasing Division – 4th Floor2875 Browns Bridge RoadGainesville, Georgia 30504NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4th floor.