RFP Request for Proposal Elevator Repair and Inspection Services

Transcription

1 RFP Request for Proposal Elevator Repair and Inspection Services Boulder Housing Partners, identified hereafter as BHP, is requesting bid proposals from companies to provide the following services for multi-family housing sites. Elevator Repair/Inspection Services General Boulder Housing Partners will award contracts to the top bidder for the above listed contract. A contract will be generated for a term of three years, with an option to renew for two additional years. Prices for services will be frozen for a period of three years at amounts proposed and agreed to in said contracts for the term of the contracts. Exceptions will be noted. All interested qualified parties should contact Laura Sheinbaum at BHP at (720) The bid packet is available for viewing and printing from our website, after 4:00 pm on February 10, Please click on Bid/RFP tab on the website and bid packet with attachments will be listed as Request for Proposal, RFP # , Elevator Repair and Inspection Services. Submittals are due by 4:00 pm on February 27, One copy of your bid, printed single-sided, must be submitted in a sealed envelope, clearly marked as RFP# Proposals should be delivered to the following address and date and time stamped by the due date and time. Any RFP received after the due date and time will be returned unopened to the bidder. No faxed or ed RFPs will be accepted. Summary of RFP Dates: Boulder Housing Partners Attention: Laura Sheinbaum Project Manager 4800 Broadway, Boulder, CO February 10, 2014: February 27, 2014: March 11, 2014: RFP Package Available RFP Proposal Submission Deadline, 4:00 pm Award of Contract and Notification 1

2 Submittal Requirements and Format: Submittals from contractors will not be evaluated unless BHP receives submittal letter and supporting data which shall include the following list of items and in this order. Submittals are prepared at the firm s expense and upon submission become the property of BHP and therefore become a matter of public record once the successful firm has been chosen and contract awarded. Proposals shall be delivered in a sealed envelope clearly marked with the RFP # To be included in the submission in this order: 1. Cover letter of no more than two pages that includes a written summary of why your firm would provide excellent service to BHP. 2. Owner s name, company name, address, phone, fax, and Type of work contractor licensed to perform and specialization of firm. 4. Pricing as requested in the appropriate attachment for the service contract being bid. Please copy and use the pricing table(s) for your submission. 5. Insurance Company Name, address, phone, fax, and Proof of General Liability, Workers Compensation, Automobile Insurance, and Pollution Insurance (if applicable). Appropriate limits for insurance are listed in the attached contract. If a contract is awarded, BHP must be named on your insurance forms. 7. List and description of projects in which the firm has participated in the past three years. 8. Organizational chart or narrative including principals and individual responsible for work. 9. Two references for whom the firm has performed related work for in the last three years. 10. Sample Contract. If your firm needs additional language or addendums, please provide with proposal. 2

3 SELECTION CRITERIA: BHP will use the following selection criteria to select the top two firms for each service contract identified. The selection criteria are based on a 100 point evaluation: Criteria Pricing Ability and experience in performing the required service or product supply References Ability to sign BHP contract Complete Proposal Points on 100 point Basis 35 points 25 points 20 points 10 points 10 points Boulder Housing Partners does business in accordance with the Federal Fair Housing Law (the Fair Housing Amendments Act of 1988). BHP shall not discriminate against or in favor of any bidder on the basis of race, religion, sex or sexual preference, age, national origin, disability or political affiliation. Boulder Housing Partners reserves the right to terminate the selection proceedings at its option at any time during the process. Grievance If after submitting a proposal, contractors feel that they or their proposal were not treated or considered fairly, contractors may contact BHP Maintenance Department for information on grievance procedures no later than March 30, 2014 at 2:00 pm. 3

4 BHP Reservation of Rights: 1. BHP reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests. 2. BHP reserves the right not to award a contract pursuant to this RFP. 3. BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful bidder. 4. BHP reserves the right to inspect work at any time during the ongoing work. 5. BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP. 6. BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer. 7. BHP reserves the right to negotiate the fees proposed by the bidder. 8. BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or nonrequested services. 9. BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP. 10. BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. 4

5 Additional Requirements Once Contract Signed The contract generated by this RFP may be cancelled by BHP for noncompliance with specifications, inability to perform the contracting requirements of BHP or continued safety hazards. The cancellation notification shall state the cause or reason for the cancellation. Such cancellation would be at no charge to BHP other than for work authorized and completed at the time of termination. The contractor shall provide all items, articles, operations mentioned or herein specified, related labor services, tools, equipment, transportation and incidentals necessary and required for satisfactory, acceptable completion of the contracted work or delivery of materials. Owner may inspect work at any time during the ongoing work. Should a problem with the materials or the work performed by the Contractor occur during the course of this contract, and should it be shown that the case of this problem is faulty work, the Contractor shall repair such problem fully at Contractor s own expense. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at the Contractor s expense. Contractor will repair damage to the site which is caused by the contractor. After completion of work, Contractor will return the site to its original condition as determined by the Managing Agent. Any work required to return the property to its original condition will be at Contractor s expense. Contractor will repair damage to the site which is caused by the contractor. Contractor shall be responsible for any injury, damage or loss to all public and private property caused directly, in whole or in part, by their employees or agents or anyone directly or indirectly employed by them or anyone for whole acts any one of them may be responsible. The contractor shall comply with all applicable laws and codes bearing on the safety of persons or property of their protection, from injury, damage, or loss. Contractor is responsible for the means, methods and sequence of work and all safety aspects of this work. To the maximum extent permitted by law, Contractor agrees to indemnify, hold harmless, and defend Owner and Owner s Agents from and against any and all claims or damages arising from Contractor s performance of this agreement, as well as acts committed during the course of this agreement by any of Contractor s officers, employees, guests, invitees, and those doing business with Contractor. Contractor assures that all existing and every new staff working on site do not have a criminal background which would indicate that they could present a threat to residents or staff. Acceptable criminal background is no felony arrests or convictions within five years and no pattern of misdemeanors (three or more) within five years. The Managing Agent may terminate this contract if this provision is violated. Contractor certification regarding criminal background included in attachments. 5

6 Every effort must be taken to insure the safety and security of the residents of BHP and properties owned by BHP. Contractor agrees that if keys to buildings are misplaced, lost or stolen, the Contractor will absorb all costs incurred to correct the situation. Work will be completed by BHP maintenance staff or contracted and billed to Contractor. Contractor will disclose to the Managing Agent if anyone working for the contractor is related to an employee of Boulder Housing Partners prior to signing this contract. Insurance Requirements Contractor shall secure, pay the premiums for, and keep in force until the expiration of their contract adequate liability insurance and Worker s Compensation Insurance as provided by Colorado law. Certificate of insurance for Worker s Compensation and for liability shall be delivered to BHP or kept on file at BHP prior to start of contract. Any policy change shall be reported to BHP and certificate forwarded to BHP. By signing a contract generated by the RFP, the contractor understands that neither they nor their employees are covered by any BHP insurance policy. All copies of proof of insurance will be submitted to BHP along with the RFP. Contractors may send a copy of the required insurances with their proposal, but the work of the RFP can not begin, nor contract executed until original insurance verification forms are on file at the BHP offices. The following insurance coverage is required: Commercial General Liability: Minimum of $150,000 per person and $1,000,000 per occurrence. Worker s Compensation Insurance: Equal to or at least $100,000 per employee. Automotive Insurance: Minimum of $100,000/$300,000 for bodily insurance and $50,000 for property damage. Pollution Insurance: Recommended minimum coverage of $1,000,000 per occurrence. Only necessary if contractor spraying or applying chemicals outdoors. Wage Rate Determination: If applicable, the Contractor is responsible for certifying that all of the contractor s employees are being paid the same or more than the HUD Wage Rate Determination for Boulder County for the trade being bid. 6

7 Section A: Scope of Work for Elevator Services 1. BHP owns and manages residential properties that contain two elevators at each location, one office building with one elevator, and one community center with one elevator. Two additional residential apartment buildings are in the process of being built and will be coming on-line for service in All elevators require monthly routine service, annual inspection and safety tests, coordinated with a third party inspector and the State of Colorado, and occasional emergency service calls. The elevator service company contracted by BHP will be required to be on call 24 hours a day, 7 days a week to respond to any necessary emergency maintenance calls. 2. Service Locations: The successful proposer will, as required by code, law or regulation, provide the required services to the elevators installed in the following HA developments: Location # of Elevators # of Stops Canyon Pointe Apartments, 700 Walnut Street, Boulder, CO Walnut Place Apartments, 1940 Walnut Street, Boulder, CO Northport Apartments, 1133 Portland Place, Boulder, CO BHP Office Building, 4800 Broadway, Boulder, CO Broadway East Community Center, 3114 Broadway, #1, Boulder, CO Broadway West Apartments, 3120 Broadway, Boulder, CO Full-maintenance Contract: The ensuing contract shall be considered to be a full-maintenance contract, in that the Contractor shall be responsible to perform all services necessary to maintain all of the applicable equipment in working order at all times. The HA will reimburse the Contractor for parts used on a cost plus basis as detailed herein. 5. Required Services: The services shall include, but are not limited to, no less than monthly inspection and servicing to include the cleaning, lubrication, adjusting and repair of the vertical transportation equipment, including the cleaning of the machine room, hoist way, pits and elevator car tops. The maintenance shall include the repair or 7

8 replacement of electrical and mechanical parts, including hoist ropes, whenever required. As conditions warrant, repair or replace all portions of the elevator systems to maintain code standards, manufacturer's standards and the standards listed within this contract. 6. Contractor shall have on call 24 hours a day 7 days a week qualified personnel to respond to emergency elevator maintenance. 7. Contractor shall be responsible for assuring that each service call or inspection is performed correctly and in compliance with all applicable codes and laws governing elevator equipment service and maintenance. 8. Contractor shall leave elevator equipment rooms in a clean safe condition. 9. Return to Site: Within no more than 1 hour of being notified by the HA, the Contractor shall return to any site to correct or again inspect any work already performed. In the case of a call-back due to an emergency (i.e. person stranded in elevator or elevator out of operation, etc.), the Contractor shall return to the site within 1/2 hour of being notified by the HA or the HA's representative. 10. Repair/Replacement: As a part of the services provide pursuant to this RFP and the ensuing contract, the Contractor shall provide the labor to repair or replace any worn or defective elevator equipment, including but not limited to the following, if applicable to the existing HA equipment: a. Machine; worm; gear; thrust bearing; drive sheave; drive sheave shaft bearings; brake pulley; brake coil; brake contact; linings; and component parts; b. Motor and motor generator; motor windings; rotating element; commutator; brushes; brush holders, and bearings; c. Controller; selector and dispatching equipment; all relays; solid state components; resistors; condensers; transformers; contacts; leads; dashpots; timing devices; computer devices; steel selector tape; electrical traveling cable; and mechanical and electrical driving equipment; d. Governor; governor sheave and shaft assembly; bearings; contacts; governor jaws; and governor wire rope; e. Deflector or secondary sheave; bearings; car and counterweight guide rails; top and bottom limit switches; governor tensions and sheave assembly; compensating sheave assembly; counterweight and 8

9 counterweight guide shoes; including rollers or gibs, hoist cable and comp-cable; f. Elevator pump; motor; plunger; plunger packing; v-belts; strainers; valves; and mufflers; g. Hoist way door interlocks; hoist way door hangers; bottom door guides; and auxiliary door closing. 11. Labor vs. Parts/Supplies: The Contractor shall be responsible to provide all labor to accomplish the services noted herein. The HA shall be responsible to pay to the Contractor, at the rate agreed upon (i.e. cost plus) for all parts, equipment and supplies used to accomplish the work. 12. Additional Work: Additional work shall be performed by the Contractor only if the HA has given prior written permission to do so. All such work shall be at the HA s expense, unless such damage or problem was necessitated by the actions or lack of action of the Contractor. 13. Parts/Supplies: In performing the required work the Contractor agrees to provide only genuine parts used by the manufacturer of the equipment for replacement or repair and to only use those lubricants obtained from and/or recommended by the manufacturer of the equipment, except that equivalent parts or lubricants may be used if approved in writing by the HA representative named in the ensuing contract. Parts or equipment required for repairs shall, if applicable, be rebuilt to an "as new" condition. No parts or vertical transportation equipment covered under the ensuing contract shall be permanently removed from the job site without the written permission of the aforementioned HA person named in the ensuing contract. 14. Performance Requirements: Each proposer shall provide the performance standards he/she will meet for each of the applicable elevators. In any case, all work shall be conducted pursuant to the manufacturer s current standards. Please note that: a. Floor-to-floor times are measured from the time the doors start to close, including typical one-floor travel, and until the elevator is approximately level with the next successive floor, either up or down, and the doors is 3/4 open. b. Door opening times are measured from the start of the car door opening until the doors are in the fully open position. c. Door closing times are measured from start of door closing until the hoist way doors are fully closed. d. Accuracy of leveling shall be measured under all load conditions. 9

10 e. Variance from rated speed, regardless of load, shall not exceed +/- 5%. f. All hydraulic elevators will have a running speed of FPM (feet per minute) recommended by the manufacturer and shall meet door opening time, door closing time, and floor accuracy as described above. g. Door closing pressure shall not exceed the pounds recommended by the manufacturer. h. In accomplishing these requirements, the Contractor shall maintain a comfortable elevator ride ("comfortable," in the opinion of the designated HA contact person), with smooth acceleration, retardation and soft stop. Door operation shall be quiet and positive with smooth checking at the extremes of travel. 16. Service Calls: After completing a service call, the Contractor's representative shall provide to the HA a job ticket. The ticket shall include, but not be limited to, the following information: a. Company name; b. Printed name(s) of the personnel performing the work; c. Date of service; d. Specific elevator and equipment worked on; e. Detailed description of the work performed; f. Parts used; g. Specific and total time spent on job. 17. Service Log: The Contractor shall maintain at the site, at the location designated by the HA, a complete log of all visits, service and trouble calls by the Contractor. This log will be filled out whenever the Contractor visits the site for any reason, and shall include, at a minimum, the date and time the work was performed, a description of the work performed, and the printed name of the person performing the work. 18. Modifications: At any time during the ensuing contract period, should the Contractor wish to make any change, modification or addition to the existing equipment, including whether or not such entails additional payment to the Contractor by the HA, the Contractor shall submit such request in written form to the designated HA contact person and may not proceed unless written permission is granted to proceed. 10

11 19. Wiring: All exposed wiring shall be held to an absolute minimum. Wiring shall typically be installed in conduit, EMT or pipe, especially when required by any of the aforementioned regulations, codes and/or laws. 20. Equipment: No related equipment, whether the HA or the Contractor owns such, may be removed without the written permission of the designated HA contact person, and then such will occur only at the convenience of the HA. If the Contractor desires to remove such equipment, he/she shall deliver to the designated HA contact person at least 10 days prior to such a written notice of his/her intent to do so, along with a detailed explanation as to why he/she feels such is necessary. 21. Traffic Plan/Public Safety: The Contractor shall be responsible for maintaining public convenience and safety, both inside and outside of the related areas of the premises, during the performance of the work. When necessary, the Contractor shall provide portable barriers, clearly distinguishable, and placed at least 20 feet in front of the work area. All barriers must be prominently marked to warn pedestrians and placed in such a manner to ensure safe passage around the work area. 22. Employee Identification: At all times while on HA property to perform work, all employees, agents and representatives of the Contractor shall wear distinctive identifications (i.e. uniforms; photo ID badge; etc.) to clearly identify that person as a representative of the Contractor. 23. Periodic Testing: The Contractor shall make required tests, including annual no-load, low speed test of car safeties and governors; full-load, rated-speed test of hydraulic buffers and safeties on cable-type elevators. 24. Response Time: The Contractor shall arrive at the site within 2 hours or receipt of the call that the equipment is inoperable or in problem status. If the Contractor cannot do so due to another emergency situation, the Contractor shall immediately notify the designated HA contact person of such. As to emergencies (i.e. person stuck in elevator), the Contractor must arrive within 1/2 hour of receipt of such call, or must immediately notify the designated HA contact person of his/her inability to do such. In each case, the HA shall then have the right to contact another firm to address the problem at the Contractor's expense. 25. Normal Work Hours/Overtime Costs: Unless otherwise approved by the designated HA contact person, all scheduled work shall be performed during normal business hours and day (typically, Monday-Friday, 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m., excluding designated holidays). However, the Contractor shall respond to any emergencytype calls (i.e. elevator down; etc.) at the time that such occurs. To perform the work required by the ensuing contract the Contractor shall 11

12 not be entitled to any overtime payment, except as approved by the designated HA contact person. Whenever possible, as long as it does not compromise the security or endanger HA property and/or residents, such work shall be performed during normal business hours. 26. Call-backs: The Contactor shall provide unlimited call-back service on a 24-hour, 7-day a week basis. 27. Emergency Situations: The Contractor must inform the HA designated contact immediately by telephone, and then within 24 hours thereafter in writing) of any life-threatening or possibly dangerous situations that come to the attention of or are discovered at any time by the Contractor. 28. Subcontracting: Unless prior written permission is given by the HA, all work performed by the Contractor shall be performed by the Contractor only and shall not be sub-contracted to another firm. The HA reserves the right to not grant such approval. 29. Guarantee: All work performed by the contractor shall be fully guaranteed between inspections. 36. State Contractor s License: As required by State of CO law, the contractor shall have a Colorado license. Section B: Pricing Pricing Table: Please copy this table and utilize exact format in your submission: Function Site Price Price per month for above stated services: Canyon Pointe Walnut Place Northport BHP Office Broadway East Broadway West Material mark-up percentages: Additional charges not included in monthly service contract including if necessary additional service rates for repairs on systems occurring during normal operations, weekends, or after hours: Describe after hours service and response times: 12

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