REQUEST FOR QUOTE ELEVATOR MAINTENANCE AND SERVICE #2019-ANC-RFQ-E01

Transcription

1 2019 REQUEST FOR QUOTE ELEVATOR MAINTENANCE AND SERVICE #2019-ANC-RFQ-E01 SUBMISSION DATE: JANAURY 25, 2019 AT 2:00 PM (AKSDT) SUBMITTED ELECTRONICALLY TO: OR DROP OFF AT 520 E 32ND AVENUE, ANCHORAGE, AK 520 E 32 nd AVENUE - ANCHORAGE, ALASKA MAIN (907) FAX (907)

2 January 4, 2019 Request for Quote 2019-ANC-RFQ-E01 Elevator Maintenance and Service Aleutian Housing Authority is requesting quotes for providing service and maintenance of a single elevator located at our office building in Anchorage, Alaska. Information packets can be downloaded from our website at beginning at 3:30 p.m. on January 8, 2019 in electronic format (PDF). The main office of Aleutian Housing Authority is located at 520 E 32 nd Avenue and is open from 8:00 a.m. to 4:30 p.m., Monday through Friday. Quotes must be received at the main office of Aleutian Housing Authority, 520 E 32 nd Avenue no later than 2:00 p.m., ADST January 25, 2019 or Proposals may be submitted via to sealed.bids@ahaak.org. Any quotes received after the time listed above will not be considered responsive. Aleutian Housing Authority reserves the right to reject any and all quotes and waive any informalities in the proposal process. John Santos, Facilities Operations Manager RFQ for Elevator Maintenance and Service - AHA Office Building Page 1 of 16

3 REQUEST FOR QUOTE 2019-ANC-RFQ-E01 Elevator Maintenance and Service 1 General Information 1.1 Purpose Aleutian Housing Authority, hereafter referred to as AHA, is soliciting quotes from qualified firms for Full Service and Preventative Maintenance Contract to include Survey and Report for Single Hydraulic Elevator at our office building in midtown Anchorage. 1.2 Location of Work AHA s building is located at 520 E. 32 nd Avenue, near the SE corner of Denali St. and 32 nd Avenue. Two story office building with single hydraulic elevator services requested are outlined in an attachment to this request for quote. 1.3 Scope of Work 1. Perform full preventative maintenance, repairs. Conduct and perform safety and mechanical inspections (monthly, quarterly, and yearly) as required for the entire elevator system. This service to include: inspections lubrications, adjustments, cleaning and replacing worn and defective parts which have resulted from normal operations. See Attachment T Technical Specifications for full details 2. Furnish all necessary resources as required to perform full inspections. All maintenance and repairs of elevators are to be in strict compliance with manufacturer, industry standards, municipality, state, and federal requirements, including but not limited to personnel (management, supervision, and labor), equipment, related tools, parts, materials, supplies and transportation. Parts, repairs and renewals shall be equal in design, workmanship, quality, finish, fit, adjustment, operation and appearance to the original installation. Only genuine parts and supplies as used in the manufacture and installation of the original equipment shall be provided. See Attachment T Technical Specifications for full details 3. Provide periodical and annual testing of all equipment as required by the manufacturer specs or when necessary but is not limited to: testing of governors and roped hydraulic units, no load test, full speed test of safety mechanisms, five (5) year full load test, recalibrations/seal of governor for proper tripping speed, car balance, quarterly test of the elevator fire safety system. See Attachment T Technical Specifications for full details 4. Provide 24-Hour On Call Emergency Assistance. RFQ for Elevator Maintenance and Service - AHA Office Building Page 2 of 16

4 1.4 Existing Equipment Information provided from AHA s construction documents Sheet A Time of Performance CONTRACT TERM will be from approximately February 1, 2019 through January 31, 2020 with the option to renew for four (4) additional one-year periods. AHA reserves the unilateral right to exercise the option to renew. Options to renew, if exercised, shall be contingent upon funding and satisfactory performance. The Contractor shall be notified in writing by AHA of its intention to renew the contract period at least 30 calendar days prior to the expiration of the previous contract period. AHA shall have the right to cancel this contract upon 30 days written notice to the Contractor 1.6 Contract Changes AHA reserves the right, without invalidating the contract, to increase, decrease, delete, or contract out facilities and services, or to modify the level of service, types of service, task frequencies, etc., during the term of any contract or any extension resulting from this solicitation. All changes outside the scope of the original Contract shall be by means of a written change order to the Contract. Changes in pricing shall be in accordance with existing contract pricing. RFQ for Elevator Maintenance and Service - AHA Office Building Page 3 of 16

5 1.7 Interpretation or Correction of Bidding Documents: Bidders shall promptly notify AHA in writing of any ambiguity, inconsistency, or error which they may discover upon examination of the bidding documents. 1.8 Questions Any questions regarding this Request for Quote can be submitted to: Aleutian Housing Authority Attn: John Santos, Facilities Operations Manager 520 E 32 nd Avenue Anchorage, Alaska Voice (907) Fax (907) john.santos@ahaak.org 2 Proposal Submittal 2.1 Requirements: To be considered responsive, all Proposers must provide at a minimum an Acknowledgement that the proposals and fee schedule are valid for at least 30 days from the established deadline as well as Acknowledgement of any addenda issued on the transmittal form provided in the RFP packet and Statement that the individual or firm can or will meet the insurance requirements as outlined in the RFP. A. Bid Form Quotes/Bids are to be prepared using the Bid Forms A & B provided with the RFQ. This provides a straight forward, concise delineation of the proposer s quote/bid to satisfy the requirements of the RFQ. Emphasis should be concentrated on: FORM A - Comprehensive Monthly/Annual rate This monthly rate will meet the requirements of all maintenance and repairs of elevators are to be in strict compliance with manufacturer, industry standards, municipality, state, and federal requirements, including but not limited to personnel (management, supervision, and labor), equipment, related tools, parts, materials, supplies and transportation. Parts, repairs and renewals shall be equal in design, workmanship, quality, finish, fit, adjustment, operation and appearance to the original installation. FORM B - Shop Rates - Provide the shop rates charged to AHA for non-contract callouts, non-contract repairs, out of scope of work, and emergency work. AHAs normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding Holidays. B. Client references - Provide 3 client references C. Signature Requirement - All quotes must be signed by an authorized representative of the company. The name and title of the individual(s) signing the proposal must be clearly shown immediately below the signature. D. Section 3 Certification - Business concerns seeking Section 3 preference in contraction and demonstration of capability (if applicable) E. Non-Collusive Affidavit RFQ for Elevator Maintenance and Service - AHA Office Building Page 4 of 16

6 2.2 Submission: All proposals must be submitted and time-stamped received in the designated AHA office no later than the submittal deadline. Paper copy submission: A total of 1 original signature copy and 2 exact copies in a sealed package and addressed to: RFP: 2019-ANC-RFQ-E01 DUE DATE & TIME: January 25, pm ALEUTIAN HOUSING AUTHORITY 520 E. 32ND Avenue, Anchorage, AK The package exterior must have the proposer s name and return address. Proposals received after the deadline will not be accepted. submissions will not be accepted. Electronic copy submission: A total of 1 PDF document containing the minimum required forms as identified in section 2.1 may be submitted to: sealed.bids@ahaak.org All electronic submissions will be time stamped based on AHAs time server. 2.3 Submission Responsibilities It shall be the responsibility of each proposer to be aware of and to abide by all dates, times, conditions, requirements and specifications within all applicable documents issued by AHA, including but not limited to this RFP document, the documents listed within the RFQ and any addenda and required attachments submitted by the proposer. By virtue of completing, signing and submitting the completed documents, the proposer is stating their agreement to comply with all conditions and requirements set forth within those documents. 3 Other Information 3.1 Site Visit No site visit is scheduled but can be arranged as needed. 3.2 Late Submissions Proposals received after the date and time specified will not be considered and will be returned to the proposer unopened. 3.3 Right to Modify/Cancel/Reject Quotes AHA reserves the right to cancel this procurement or reject any and/or all proposals determined to be not in conformance with the requirements of this RFP at AHA s sole discretion. AHA also reserves the right to modify the proposal process and timelines as it deems necessary to AHA s needs and requirements. 3.4 Modification/Withdrawal of Quotes A respondent may withdraw a proposal at any time prior to the final submission date and time by sending written notification of its withdrawal, signed by an agent authorized to represent the agency. The respondent may thereafter submit a new or modified proposal prior to the final submission date. Modifications offered in any other matter, oral or written, will not be RFQ for Elevator Maintenance and Service - AHA Office Building Page 5 of 16

7 considered. A final proposal cannot be changed or withdrawn after the time designated for receipt, except for modifications requested by AHA after the date of receipt. 3.5 Working Hours and Conditions Regular service for all work including regular examination and repairs in accordance with this contract shall be made during the regular business hours of AHA, 8 a.m. to 4:30 p.m., Monday through Friday, excluding holidays. Emergency service provided by the Contractor shall consist of promptly dispatching qualified employees in response to requests from AHA by telephone or otherwise, for emergency service, repair or adjustment, 7-days a week, (24) hours a day with a response time of not more than (1) hour during regular business hours and not more than (2) hours after regular business hours. Emergency repairs shall be made to restore the equipment to operating order. If repairs cannot be made immediately the mechanic shall notify the Facilities Operations Manager as to the reason. The Contractor shall provide the Facilities Operations Manager with emergency telephone numbers. At least one (1) number shall be for assistance twenty-four hours (24) per day, seven (7) days per week, including all holidays. The Contractor shall keep the work premises free from debris and accumulation of waste at all times, remove construction and other smears and stains from the finished work surfaces and remove surplus materials, tools and construction equipment that may present a hazard to the traveling public by the end of each day. Equipment shutdowns for maintenance and access to the equipment at times other than those listed above shall be coordinated with and approved by the Facilities Operations Manager. Any repairs that require overnight shutdown of equipment due to a lack of parts or repair components off of the job site shall be reported to the Facilities Operations Manager. Motor repairs performed off site shall be processed with a rush priority by the repair shop at no additional cost to AHA. 3.6 Theft Reimbursement The Contractor is responsible for selecting and supervising its employees sufficiently to prevent any theft from AHA premises by Contractor s employees. The Contractor shall reimburse AHA for all losses and associated expenses arising because of theft of property at AHA under any one or more of the following circumstances: AHA establishes by a preponderance of the evidence that an employee of the Contractor took property without permission; or, AHA establishes by a preponderance of the evidence that: o o o Property was taken by someone without permission, and An employee of the Contractor has taken or assisted in taking property of AHA without permission under circumstances that are sufficiently similar to cast reasonable suspicion on that employee as to taking the property referenced in subparagraph a. above, and, The Contractor does not establish by a preponderance of the evidence that the employee did not take or assist in the taking of the property. RFQ for Elevator Maintenance and Service - AHA Office Building Page 6 of 16

8 AHA proves by a preponderance of the evidence that some employees of the Contractor took property of AHA without permission, even though AHA cannot identify which employee was involved. 3.7 Key Control The Contractor is responsible for the security of all keys, key cards, other entry devices and codes provided by AHA. The Contractor shall not duplicate, and shall prevent duplication of key devices issued by AHA. All keys will be returned to AHA when contract period is terminated or requested. The Contractor shall immediately report any lost, missing or stolen keys devices to the Facilities Operations Manager. Failure to do so may result in a $ assessment against the Contractor. If the building or area requires re-keying due to lost keys by the Contractor, or one of its employees, the Contractor is responsible for paying AHA for all re-keying costs. 3.8 Property/Equipment Any damage to building structures, contents, or personal property caused by Contractor's employees or Contractor's cleaning methods shall be corrected, repaired, or replaced by Contractor at no cost to AHA. At its discretion, AHA reserves the right to correct damage and deficiencies caused by the Contractor. Any costs incurred by AHA associated with correcting damages or deficiencies shall be charged to the Contractor or deducted from payment to the Contractor. 3.9 ASME CODE Proper adjustment and safe operating condition shall be maintained at all time so as to comply with all requirements with the current American National Standard Safety Code for Elevators, including maintenance section Part 10 and any applicable supplements, and all other applicable laws, regulations, ordinances, codes, etc. The ASME Code shall be used as guide to establish that the elevators are operating safely. 4 Contract and Provisions Certain contract provisions and documents must be included in all contracts and agreements entered into, related to this RFQ. Contractor will provide a copy of their current business license and certification(s). Please read carefully all of the requirements, insurance, workers compensation and similar provisions. By submitting a quote, the proposer is deemed to have read and accepted these terms, conditions and provisions. 4.1 Contract Award At the conclusion of the selection process, the highest ranked proposer will be invited to enter into a contract with AHA. The form of contract will be Professional Service Agreements, amended to reflect the requirements of this RFP and the accepted proposal. If an agreement cannot be reached with the highest ranked proposer, the second highest ranked proposer may be contacted. Certain contract provisions and documents must be included in all contracts and agreements entered into, related to this RFP and project, due to the nature of its programs and funding. RFQ for Elevator Maintenance and Service - AHA Office Building Page 7 of 16

9 By submitting a proposal, the Proposer is deemed to have read and accepted these terms, conditions and provisions. 4.2 Notification of Award It is expected that a decision selecting the successful audit firm will be made within thirty (30) days of the closing date from the receipt of proposals. 5 Insurance 5.1 General Each policy of insurance required by this section shall provide for no less than 30 days advance notice to AHA prior to cancellation. With the exception of Worker s Compensation and Professional Liability, each policy shall name Aleutian Housing Authority as an additional insured. A Certificate of Insurance shall be provided to AHA, listed as such. General Liability and Automobile policies shall be endorsed to waive all rights of subrogation against AHA by reason of any payment made for claims under the said coverage. Contractor The contractor shall provide the following insurance: Worker s Compensation $100,000 per person/$100,000 per occurrence; includes compliance with Alaska Workers Compensation Act, United States Longshoremen & Harbor workers Compensation Act, and Jones Act for maritime liability, as applicable. The Proposer shall provide and maintain Workers Compensation Insurance for all employees of the Proposer engaged in the work under this solicitation and/or subsequent agreements with AHA. The Proposer will be responsible for Worker s Compensation Insurance for any contractor or subcontractor who directly or indirectly provides services under this solicitation and/or subsequent agreements with AHA. Commercial Automobile Liability 1,000,000* *$1 Million combined single limit of bodily injury including all owned, non-owned and hired automobiles Comprehensive (Commercial) General Liability $1,000,000 General Aggregate $1,000,000 Products/Completed Operations Aggregate $1,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence $ 50,000 Fire Damage (any one fire) $ 5,000 Medical Expense (any one person) Professional Liability Insurance (E&O) $1 Million minimum limit to remain in force for a period extending to at least two years beyond the date of completion of construction RFQ for Elevator Maintenance and Service - AHA Office Building Page 8 of 16

10 *The required insurance coverage is mandated by the funds used. Any changes in coverage will be outlined in contract amendment. 6 Evaluation and Selection Process Non price factors will be considered in awarding this quote. Determining factors are listed below along with the evaluation matrix that will be used to determine the winning proposer. The following evaluation factors will be utilized by AHA on each proposal submittal received; award of points for each listed factor will be based upon the proposal submittal. AHA will assign an initial reviewer to evaluate and award points pertaining to the Initial review. All other factors will be reviewed by the selection committee. 6.1 Initial Review All proposals received by the established deadline will be initially reviewed for responsiveness to the minimum requirements identified in the Proposal Minimum Requirement Section. In addition, AHA will verify that no firms included on the proposed project team have been disbarred, suspended, or limited in any way from participation in federally-funded contracts by reviewing the Procurement List maintained by the General Services Administration (GSA) at AHA will also verify that no firms have been disbarred, suspended, or limited in any way from participation in grant funded by the State of Alaska. If a proposal is found to be non responsive for any reason, the proposer will be advised of the reason for the determination; proposals found to be responsive will be referred to the AHA selection committee. 6.2 Selection Committee Proposals determined to be responsive to the minimum requirements will be evaluated by up to a three-person committee. Each member of the selection committee will independently review each proposal and assign points in the following areas, up to a maximum total of 90 points: CRITERIA Qualifications of the firm s staff as it relates to this maintenance and service activity. Alaska Native/American Indian owned business preference (if applicable) OR Small/Minority/Woman-Owned/ Section 3 Business Concern (if applicable). (Maximum points shall be 15) Price: Include price for audit of combined financial statements, statement of cash flow, notes to financial statements, and supplemental information, including the management discussion and analysis, as well as standalone financial statements and tax returns. If price is subject to change based on major programs with regard to state and federal single audit requirements, price structure must be clearly defined. In addition, price structure should reflect experience of senior and manager of audit team. POINTS POSSILBE OR 5 25 RFQ for Elevator Maintenance and Service - AHA Office Building Page 9 of 16

11 6.3 Preference Factor Alaska Native/American Indian and Minority preference in contracting is applicable to this Request for Proposal and any contractor/firm/vendor stating a preference must submit a signed HUD 5369-C Certification Form (Section ) with their submitted bid to qualify for a preference; ownership must be a minimum of 51% and be active in the day-to-day control and operation of the business. {Tribe/TDHE} shall reserve fifteen percent (15%) of the total of available rating points for qualified Alaska Native/American Indian-owned organizations or economic enterprises and five percent (5%) for Small Minority/Women-Owned, and Section 3 businesses. The prospective contractor must provide, to the greatest extent feasible, preference in employment and training opportunities created as a result of this Request for Proposal. END RFQ for Elevator Maintenance and Service - AHA Office Building Page 10 of 16

12 ATTACHMENT T TECHNICAL SPECIFICATIONS 1 Labor All actual maintenance work shall be performed by personnel directly performed by the Contractor. No actual maintenance work shall be subcontracted. 1.1 Supervisor Qualifications The Contract Supervisor named by the Contractor shall be responsible for the management and scheduling of all work to be performed under this Contract. The Contract Supervisor shall possess, prior to this employment as supervisors on this Contract, at least four (4) years of recent experience (within the last ten (10) years) in the supervision of mechanics involved in the operation and maintenance of the kinds of equipment to be maintained under this Contract. Documentation submitted to AHA upon request. 1.2 Mechanics Qualifications All maintenance personnel directly engaged in the work to be accomplished under this Contract shall possess, prior to their employment in a mechanic s capacity on this contract, at least four (4) years of recent (within the last six (6) years) experience in the operation and maintenance of the kinds of equipment to be maintained under this Contract. Documentation submitted to AHA upon request. RFQ for Elevator Maintenance and Service - AHA Office Building Page 11 of 16

13 2 Maintenance Program Requirements The Contractor shall have an established maintenance program which includes pre-established and documented maintenance procedures and pre-established schedules on which to base the frequency of the performance of these maintenance procedures. 2.1 Pre-established Maintenance Procedures The Contractor shall have in his possession, written procedures of all maintenance tasks to be performed, complete and thorough enough in description, to allow compliance with the Scope of Work and maintenance requirements of this Bid. These written procedures will include the step-by-step tasks necessary to comprehensively complete the procedure. Written procedures will be available to all Contractor personnel who could reasonably expect to be working on the equipment covered under this Contract on either a permanent or temporary basis. These written procedures will remain the property of the Contractor, but will be made available to the Facilities Operations Manager for examination. 2.2 Maintenance Procedures Scheduling The Contractor will have a pre-established system whereby all maintenance tasks and procedures are planned and scheduled in advance, based upon actual site conditions. This scheduling is to be thorough and complete enough to include all maintenance procedures required to comply with the Scope of Work and maintenance requirements of this bid. 3 Reporting Requirements 3.1 Performing Work All Contractor employees performing any work provided for under this Contract shall be required to report in person or by phone (907) to the Facilities Operations Manager from 8:00 a.m. to 4:30 p.m., and after hours to (907) to notify us that you are on site working a call or performing maintenance. 3.2 Service Reports Service reports shall be provided to the Facilities Operations Manager or designee electronically by 11 a.m. the next business day after the completion of each inspection or service call or problem(s) found, how repaired, and any recommendations regarding the equipment. All deficiencies or repairs considered to be outside the scope of this contract shall be specifically described. 3.3 Permanent Record of Service A permanent record of service including all inspections, maintenance, lubrication and call-back service for the elevator under service will be kept in the appropriate elevator machine room. These record of service cards are to be available to the Facilities Operations Manager or representative at all times. The records shall identify the mechanic and indicate the reason the mechanic was in the building, arrival and departure time, the work performed, etc. RFQ for Elevator Maintenance and Service - AHA Office Building Page 12 of 16

14 3.4 Annual Equipment Survey The Contractor shall perform an annual equipment survey and to provide the Facilities Operations Manager with a written report covering the physical condition of the equipment, including any noted deficiencies. The survey shall be conducted by a person at a supervisory level, independent of the elevator mechanic(s) performing other specified work. The survey should be performed in October or November of each year and the written report must be available no later than February 10 th of each contract year. 4 Performance Requirements 4.1. Safety Inspections and Testing Safety inspections and testing shall be conducted to periodically examine all safety devices and governors and conduct annual pressure relief tests, no-load tests, and five (5) year full load, full speed tests of safety mechanisms, overhead speed governors, car and counterweight buffers as required. Car balance shall be checked, and the governor set. The governor shall be calibrated and sealed for proper tripping speed, as required. Perform quarterly test of the elevator fire safety system; i.e. Manual Recall and Firemen s Elevator Operation. Confirmation and results of all tests shall be forwarded to the Facilities Operations Manager on the same day of testing. The testing shall be overseen by a person at a supervisory level, independent of the elevator mechanic(s) performing other specified work Repair, Renewal and Replacement of Parts Repairs, renewals and replacements shall be made by the Contractor monthly or when examinations reveal the necessity for, or when AHA advises the Contractor under the terms of this agreement. It is understood and agreed that all work conducted under this contract shall in accordance with the highest standards of workmanship. Parts, repairs and renewals shall be equal in design, workmanship, quality, finish, fit, adjustment, operation and appearance to the original installation. Only new and genuine parts supplied by the elevator manufacturer shall be acceptable. The Facilities Operations Manager must be notified in writing of substitute or third party aftermarket parts supplied by the original elevator manufacturer. These standards shall apply to the repair, renewal or replacement or all mechanical, electronic and electrical parts, including but not limited to the following: a. Automatic power operated door operator, car door hanger, car door contact, door protective device, load weighing equipment; car safety mechanism, platform, wood platform, elevator car subflooring, elevator car guide shoes, gibs or rollers. b. Machine worm gear, thrust bearing, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, shoes and linings, and component parts. c. Controller, selector and dispatching equipment, all relays, solid state components, fuses, resistors, condensers, transformers, contacts, leads, dashpots, timing devices, computer devices, insulators, solenoids, resistance grids, and mechanical and electrical driving equipment. d. Motor, motor generator, motor windings, rotating element, commutator, field coil, brushes, brush holders and bearing, rotors, stators, ship rings. e. Governor, governor sheave and shaft assembly, bearings, contacts and governor jaws. f. Deflector or secondary sheaves, bearing, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assemble, counterweight guide shoes including rollers or gibs. RFQ for Elevator Maintenance and Service - AHA Office Building Page 13 of 16

15 g. Hoistway door interlocks and hangers, bottom door guides and auxiliary door closing devices. h. Hall lanterns, main lobby fixtures, main car operating panel and lights, car position indicator, electric door operators, safety edge, photo eyes (electronic detector), and battery power supplies. i. Hydraulic elevators; jacks, air bleeders, wiper rings, packing glands, oil inlet on plunger casing, hydraulic oil in power unit tanks, sheaves, belts, valves and valve electric boxes excluding buried or underground piping and casing. j. Car enclosure; (including removable panels, suspended ceiling, fluorescent light tubes, light diffusers, flooring and car finishes etc.), car doors, hoistway enclosures, hoistway doors, door frames and sills, car frame, casting, elevator communication systems. k. Excluded items; security systems, smoke and fire sensors, and related control equipment not specifically part of the elevator. 4.3 Lubrication Lubricating shall be performed on all mechanical parts as recommended by the original manufacturer, or to otherwise lubricate as often as is required and in the manner specified by the manufacturer. Lubricants shall consist of oils, greases and compounds furnished by the Contractor, and shall be of the highest quality, the consistencies of which shall be proper for the purposes employed and for the parts to which applied, it being under stood and agreed between the parties hereto that abrasive bearing lubricants shall not be employed except on new parts installed and only if and for the period recommended by the original manufacturer of the elevator equipment. Where abrasive bearing lubricants have been employed in conformity hereto, they are to be thoroughly removed by cleaning after the working-in period has elapsed. a. Ropes Hoist ropes, compensating ropes and governor ropes shall be examined, properly tensioned, and renewed whenever necessary to insure maintenance of an adequate safety factor. Hoist ropes shall be shortened as required to maintain legal counterweight bottom clearances. b. Electrical Repair or replace all wiring and conductors related to elevator operation from the main line switch in the machine room and outlets in the hoistways as necessary to maintain proper elevator function. c. Painting Painting shall be done as necessary to the exterior of the machinery and any other parts of the equipment subject to rust to keep the equipment properly protected and presentable at all times. Motor windings and controller coils are to be periodically treated with proper insulating compound. d. Relamping Relamping of all general purpose light fixtures shall be done as necessary in the pit and hoistway. Light lens cleaning and relamping of the cab will be done prior to the anniversary date of the contract by the Contractor. Any additional car relamping will be done by AHA maintenance personnel. RFQ for Elevator Maintenance and Service - AHA Office Building Page 14 of 16

16 4.8. Cleaning a. The Contract shall maintain all elevator machine rooms, pits, car tops and all equipment necessary to keep free of excessive oil and dirt cleaning of the pit areas shall be done during the course of all monthly examinations to remove all accumulated dirt and debris from the area. Prior to each anniversary date of the contract, the Contractor shall thoroughly clean the entire hoistway of all accumulated dirt, grease, dust and debris. b. Cleaning compounds and materials are to be supplied by the Contractor. Cleaning agents employed shall be neither flammable nor noxious and shall be used in strict accordance with the manufacturer s recommendations and shall be stored in code complying metal containers provided by the Contractor. 5 Elevator Performance 5.1 Door Dwell Times Minimum long and short door dwell times shall be maintained at 7.0 and 3.0 seconds respectively. 5.2 Door Closing Pressure Door closing pressure shall not exceed 30 pounds. 5.3 Floor Landing Tolerance Floor landing tolerances shall be such that the elevator is capable of arriving at all door landings with the car floor stopping within 1/2 of the landing when the elevator is full loaded. Cars shall also be maintained approximately level with the landing, irrespective of the load. 5.4 Elevator Speed Elevator speed shall be maintained within +/-5% of manufacturer s specifications under all conditions. 6 Parts 6.1 Parts Inventory A parts inventory sufficient to support this contract, shall be maintained by the Contractor consisting of, but not limited to brushes, thrust bearings, brake magnet coils or brake motors, brake shoes, contacts, coils, resistors for motor circuits, magnet frames, leveling devices, cams, car hoist way door hangers, guides, door operating devices, car lights, push buttons, indicators, hall lanterns, and all other elevator signal scheduling, and accessory equipment. The parts shall be kept in a local warehouse to insure immediate on-site availability when required. 6.2 Sources of Supply The Contractor shall maintain resources of supply such that major components are available for shipment and can be delivered by air with three (3) days. 6.3 Parts for Emergency Repairs If there is a requirement for parts not readily available (those requiring long lead times for manufacturing), the Contractor shall make every effort to perform emergency repairs that will allow safe operation of the elevators with the shortest practicable time. All repairs will be RFQ for Elevator Maintenance and Service - AHA Office Building Page 15 of 16

17 considered temporary and incomplete until the standard parts are procured and installed. If parts not in stock are needed, the Contractor shall make every effort to obtain the needed parts with the least practicable delay. All replacement parts shall meet or exceed original manufacturer s specifications or be an equivalent to be approved by the Facilities Operations Manager in writing. 7 Related Work Not Included 7.1 Equipment Repairs, Renewals or Replacements of Existing Parts and Equipment Hatchway enclosures, car styles, bodies of doors, cab interiors, and main line disconnect switches and fuses. 7.2 Installation of New Attachments and Equipment Parts and equipment other and different from those now constituting the equipment specified in this Bid. 7.3 Other Exclusions Repair of damage caused by negligence or misuse of the equipment other than the Contractor, and damage from fire, flood or other disasters, and vandalism. 7.4 Schedule B Work Vandalism repair, minor repairs and rehabilitation may be required outside the scope of the normal maintenance under this contract. In such cases, the Contractor shall be reimbursed for such work at rates prescribed under Schedule B of the Bid Form. The Contractor shall not perform work under Schedule B without prior written approval of the Facilities Operations Manager, or designee (emergencies excluded). RFQ for Elevator Maintenance and Service - AHA Office Building Page 16 of 16

18 BIDDERS NAME: BID FORM RFQ 64 E64 Elevator (A) Aleutian Housing Authority: RFQ 64 E64 Elevator, for the Aleutian Housing Authority Office Building located at 520 E 32nd Avenue, Anchorage, Alaska. The Undersigned hereby proposes to furnish all labor and materials to perform the work as outlined and specified in the above referenced RFQ as required and in strict accordance with the said bidding and contract documents. follows: YEAR 1 Monthly Maintenance Services Dollars $ (in words) YEAR 2 Monthly Maintenance Services Dollars $ (in words) YEAR 3 Monthly Maintenance Services Dollars $ (in words) YEAR 4 Monthly Maintenance Services Dollars $ (in words) YEAR 5 Monthly Maintenance Services Dollars $ (in words) Total Maintenance for all five (5) years I acknowledge by the signature below that the quote/bid and the attached bid forms and fee schedule is valid for a minimum period of 30 days from time of proposal submission. In submitting this bid, the Undersigned declares that they have carefully examined the contract requirements. The Undersigned agrees to execute a contract in the prescribed form and furnish the required items within ten (10) calendar days after written notice (mail or facsimile) of acceptance of the proposal. The Aleutian Housing Authority reserves the right to reject any or all proposals and waive any informalities in the proposal process. A proposer s failure to provide the information as required may be cause for the rejection of the Name Seal Address Signature Date Title: ACKNOWLEDGMENT OF ADDENDDUM(s) The bidder acknowledges receipt of the following addenda: Addenda No. Date of Addenda Addenda No. Date of Addenda Addenda No. Date of Addenda

19 BID FORM RFQ 64 E64 Elevator (B) BIDDERS NAME: Provide below the shop rates charged to AHA for non contract coallouts, non contract repairs, out of scoope work, and emergency work. AHAs normal buisness hours are 8:00 am to 4:30 pm Monday through Friday, excluding Holidays. Mechanics YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 Regular Shop Rate (M F, 8 4:30pm) $ $ $ $ $ Time and a Half Shop Rate $ $ $ $ $ Double Time Shop Rate $ $ $ $ $ Mechanic and Laborer* Regular Shop Rate (M F, 8 4:30pm) $ $ $ $ $ Time and a Half Shop Rate $ $ $ $ $ Double Time Shop Rate $ $ $ $ $ Provide explanation fo when Time and Half Shop Rates Apply Provide exlanation fo when Double time Shop Rates Apply *laborer or mechanics helper Bidders Representative Date

20 FORM OF NON-COLLUSIVE AFFIDAVIT AFFIDAVIT (Prime Bidder) State of ) County of ) ) ss, being first duly sworn, deposes and says That he/she is the owner/a partner/ a corporate officer of the party making the foregoing proposal or bid, that such proposal or bid is genuine and neither collusive nor a sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or any other bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any bidder, or to secure any advantage against the Aleutian Housing Authority or any person interested in the proposed Contract; and that all statements in said proposal or bid are true. Signature of: Owner/Partner/Corporate Officer Subscribed and sworn to me this day of, 20 My Commission Expires:

21 SECTION 3 BUSINESS CERTIFICATION BUSINESS CONCERNS SEEKING SECTION 3 PREFERENCE IN CONTRACTING AND DEMONSTRATION OF CAPABILITY Name of Business Address of Business Type of Business: Corporation Partnership Sole Proprietorship Joint Venture Non Profit Attach the following documentation as evidence of Section 3 eligible status (Definition of Section 3 Business Concern in 24 CFR 135) For Business claiming status as a Section 3 resident owned enterprise: Copy of resident lease Copy of receipt of public assistance Other evidence Copy of evidence of participation in a public assistance program For business entity as applicable: Copy of Articles of Incorporation Copy of Certificate of Good Standing Assumed Business Name Certificate Partnership Agreement Corporation Annual Report Latest Board minutes Additional documentation List of owners/stockholders and % ownership of each appointing officers Organization chart with names and titles and brief function For business claiming Section 3 status by subcontracting 25 percent of the dollar awarded to qualified Section 3 business: List of subcontracted Section 3 business(es) and subcontract amount For business claiming Section 3 status, claiming at least 30 percent of their workforce are currently Section 3 residents or were Section 3 eligible residents within 3 years of date of first employment with the business: List of all current full time employees List of employees claiming Section 3 status PHA/IHA Residential lease less than 3years form day of employment Other evidence of Section 3 status less than 3 years from date of employment Evidence of ability to perform successfully under the terms and conditions of the proposed contract: Current Financial Statement Statement of ability to comply with public policy List of owned equipment List of all contracts for the past two years Authorizing Name and Signature (Corporate Seal) Attested by:

22 Professional Service Agreement Between Owner and Contractor ORIGINAL PRIME AGREEMENT IS MADE: CONTRACT ENDS: BETWEEN: The Owner: And the Contractor: UPON COMPLETION OF SOW Aleutian Housing Authority (AHA) 520 E 32 nd Avenue Anchorage, AK TEL: (907) FAX: (907) Project: Which Consists of: To provide elevator full service and preventative maintenance at 520 E 32 nd Avenue, Anchorage, Alaska. 1. Relationship of Parties: The parties intend that an independent Contractor relationship be established by this Agreement. Contractor is retained only for the purpose and to the extent set forth in this Agreement. Contractor is not to be considered an agent or employee of AHA for any purpose and will not be eligible to participate in or receive any of the benefits to which AHA employees are entitled. Contractor is free to contract for similar services to be performed for others except as may be precluded by this Agreement. 2. The Contract Documents: The Contractor shall complete the Work described in the Contract Documents for the project. The Contract Documents consist of: 2.1 This agreement signed by the Owner and Contractor 2.2 The General Conditions for Non Construction Contracts consisting of pages 2.3 Written Change Orders, Task Orders, or orders for minor changes in the Work issued after execution of this Agreement 2.4 The Proposal submitted dated 3. Date of Commencement and Substantial Completion Date: The date of commencement shall be the date of this agreement. The contactor shall substantially complete the maintenance service portion of the work per maintenance schedule annually before the end of each contract period. Period of Performance: 7 days from the date of this agreement until the annual contract ends. Closeout Period: 45 days from completion of scope of work. Page 1 of 4 Aleutian Housing Authority CONTRACTOR:

23 4. Scope of Work: The Contractor agrees to perform full service and preventive maintenance on the elevator located at the address mentioned above for the Housing Authority. Provide services as specifically outlined in the RFQ and proposal dated ENTER DATE (see attachment A) which may include but not be limited to: Preventive Maintenance Safety Inspections and Testing Annual Equipment Survey DELIVERABLES Elevator Certificate (Municipality of Anchorage): Contractor shall provide the service and maintenance needed to pass elevator inspections to receive the operations certification. 5. Compensation: Subject to additions and deductions by Change/Task Order(s), the Owner will pay the contractor for the performance of the agreement as not to exceed (NTE) of $ENTER AMOUNT (ENTER WORDS Dollars) for the scope of work outlined in section 5 above and based on the proposal, revised scope of work and costs as attached to this contract as submitted. The Contract Sum shall include all items and services agreed upon for the proper execution and completion of the work as identified in the RFQ s (as attached). Reimbursables: the Contractor shall obtain the Owner s advance written approval for any reimbursable expenses prior to incurring such expenses. The owner will pay the Contractor for authorized reimbursable expenses within 30 days of receipt of the Contractor s acceptable itemized invoice. Reimbursable expenses include airfare, room, onsite travel, testing supplies (exceeding proposal). Changes in Scope of Work or Supplemental Services The Owner will pay the Contractor for the performance of Changes in Scope of Work or for supplemental services by Change/Task Order which shall require the written consent of both parties and be based on the proposal and fee schedule submitted ENTER DATE. 6. Invoicing and Payments: 6.1 All payments shall require a written invoice for Payment. Invoicing shall be made no more frequently than on a monthly basis. Upon the Contractor s proper submission of invoices for work performed or reimbursable expenses, the Owner shall review and, if the work is in conformance with the terms of the Agreement, make payment within thirty days of the Owner's receipt of the invoice. 6.2 The Owner may authorize material delivered on the site and preparatory work done to be taken into consideration when computing payments for the material to be used to perform this contract. Before any payment which includes delivered material is made, the Contractor shall furnish such documentation as the Owner may require assuring the protection of AHA s interest in such materials. The Contractor shall remain responsible for such stored material notwithstanding the transfer of title to Owner. 6.3 All material and work covered by progress payments made shall, at the time of payment become the sole property of Owner, but this shall not be construed as (1) relieving the Contractor from the sole responsibility for all material and work upon which payments have been made or the restoration of any damaged work; or, (2) waiving the right of AHA to require the fulfillment of all of the terms of the contract. 7. Quality of Work: AHA, acting through their designee, reserves the right to reject as unsatisfactory any work products deemed unusable for the purposes intended because they fail to meet reasonable Page 2 of 4 Aleutian Housing Authority CONTRACTOR:

24 professional standards or do not conform to the specifications for the proper maintenance of elevators Prior to any final rejection of Contractor work product, Contractor shall be notified of any specific deficiencies, and will be given ten (10) days to correct such identified deficiencies and resubmit the work product for approval and payment. 8. Insurance: Without limiting Contractor s indemnification, it is agreed that the Contractor will maintain in force at all times during the performance of services under this Agreement the following policies of insurance. Insurance policies required to be maintained by Contractor will name AHA as additional insureds for all coverage except Workers' Compensation and Professional Liability Insurance. Contractor and its subcontractors agree to obtain a waiver, where applicable, of all subrogation rights against AHA, its officers, officials, employees and volunteers for losses arising from work performed by the Contractor and its contractors for AHA. Where specific limits are shown, it is understood that they will be the minimum acceptable limits. If the Contractor's policy contains higher limits, AHA will be entitled to coverage to the extent of such higher limits. Certificates of Insurance stating the insurance company, type of coverage, limits, effective date, expiration date, additional insured, and waiver of subrogation must be furnished to AHA prior to execution of this agreement by AHA and must provide for a thirty (30) day prior notice of cancellation, non renewal or material change. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of the contract and grounds for termination of the agreement. 8.1 Workers' Compensation Insurance: The Contractor will provide and maintain, for all employees of the Contractor engaged in work under the Agreement, Workers' Compensation Insurance as required by AS The Contractor will be responsible for ensuring that any contractor who, directly or indirectly, provide services under this Agreement has adequate Workers' Compensation insurance for its employees. This coverage must include statutory coverage for States in which employees are engaging in work and employer's liability protection for not less than $100,000 per occurrence. 8.2 Comprehensive (Commercial) General Liability Insurance: The Grantee will provide and maintain Comprehensive (Commercial) General Liability Insurance with coverage limits not less than $1,000,000 combined single limit per occurrence and annual aggregates where generally applicable and will include premises operation, products/completed operation, broad form property damage, blanket contractual and personal injury coverage. 8.3 Comprehensive Automobile Liability Insurance: The Contractor will provide and maintain Comprehensive Automobile Liability Insurance covering all owned, hired, and non owned vehicles with coverage limits not less than $100,000 per person/$500,000 per occurrence bodily injury and $50,000 property damage, or $500,000 combined single limit per accident. 8.4 Professional Liability Insurance: If applicable, the Contractor will provide and maintain Professional Liability Insurance covering all errors, omissions or negligent acts of the Contractor, its contractors or anyone directly or indirectly employed by them, made in the performance of this Agreement which results in financial loss to the State. Limits required are per the following schedule: Contract Amount Minimum Required Limits Less than $100,000 $100,000 per occurrence/annual aggregate $100,000 $499,999 $250,000 per occurrence/annual aggregate $500,000 $999,999 $500,000 per occurrence/annual aggregate $1,000,000 or over Negotiable Refer to AHA The Professional Liability Insurance requirement may be substituted at the sole discretion of AHA. Before the Contractor enters into a contractual arrangement with Subcontractors to provide any tasks in connection with this Agreement, the Contractor will require the Subcontractor to comply, at a minimum, with the bond provisions specified by AHA. Page 3 of 4 Aleutian Housing Authority CONTRACTOR: