Elevator Maintenance and Repairs

The City of Richmond is accepting bids to establish term a contract(s) with one or more firms to perform annual elevator, lift, and escalator preventative maintenance and repair services by NAEC-certified technicians.

Project Details

• Reference ID: 260013144
• Department: General Services
• Department Head: Joe Damico (Director)

Important Dates

• Questions Due: 2026-05-15T16:00:00.000Z
• Pre-Proposal Meeting: 2026-05-04T18:00:00.000Z — City Hall 900 E. Broad Street Richmond, Va. 23219 DPW Conference Room (7th floor)

Evaluation Criteria

• Cooperative Procurement. —
  1. Pursuant to City Code § 21-40 / Va. Code § 2.2-4304, this procurement is being conducted on behalf of other public bodies as well as the City. Other public bodies must make their own legal determinations as to whether use of this Contract is consistent with their laws, regulations and other policies.
  2. Unless the Contractor took exception to the requirements of this section at the time the Contractor submitted its response to the solicitation resulting in this Contract, the Contractor shall allow public bodies, as defined by the Virginia Public Procurement Act, within the United States of America to make purchases under this Contract at the prices set forth herein and in accordance with the terms, conditions and specifications of this Contract. Exception to this requirement by a respondent to the solicitation shall not affect any evaluation by the City of that respondent's response to the solicitation.
  3. The Contractor shall deal directly with any public body that elects to use this Contract. Solely for purposes of the relationship between the Contractor and such other public body that makes purchases under this Contract, such other public body shall have the rights and obligations ascribed to the City by this Contract.
  4. The City, its officers and its employees shall not be responsible for the placement of orders, invoicing, payments, contractual disputes or any other transactions between the Contractor and any other public body. In no event shall the City, its officers or its employees be responsible for any costs, damages or injuries resulting to any party from the use of the resulting contract by another public body. Should another public body make purchases under the resulting contract and breach or default in its obligations to the Contractor, the City shall have no liability for such breach or de fault by the other public body.
  5. The City assumes no responsibility for any notification of the availability of this Contract for use by other public bodies. However, the Contractor may conduct such notification after award of this Contract.
  6. The Contractor shall furnish the City with semiannual reports identifying all other public bodies which used this Contract within the six months preceding the report, the quantities purchased from the Contractor by each, and the dollar amounts paid to the Contractor by each.
• Audit —

  The City reserves the right to audit all aspects of this Contract, including but not necessarily limited to (i) the Contractor’s financial capability and accounting system, (ii) the basis for progress payments, (iii) the Contractor’s compliance with applicable laws and (iv) appropriate vendor records.  The City further reserves the right to review, on demand and without notice, all files of the Contractor or any subcontractor or vendor employed by the Contractor to provide services or commodities under this Contract where payments by the City are based on records of time, salaries, materials or actual expenses.  The Contractor shall maintain all records subject to audit under this provision for a period of not less than five years after the expiration or earlier termination of this Contract locally or in a manner deliverable at the Contractor’s expense to a location in the metropolitan Richmond area.

• Governing Law —

  All issues and questions concerning the construction, enforcement, interpretation and validity of this Contract, or the rights and obligations of the City and the Contractor in connection with this Contract, shall be governed by, and construed and interpreted in accordance with, the laws of the Commonwealth of Virginia, without giving effect to any choice of law or conflict of laws rules or provisions, whether of the Commonwealth of Virginia or any other jurisdiction, that would cause the application of the laws of any jurisdiction other than those of the Commonwealth of Virginia.

• Commencement and Expiration —

  This Contract shall commence on the Commencement Date set forth in the Goods and Services Contract and shall expire three (3) years  later, unless terminated earlier in accordance with the provisions of this Contract.

• Default —

  In case of default of the Contractor or if the Contractor fails to deliver the supplies or services ordered by the time specified, the City, after due notice in writing, may procure them from other sources and hold the Contractor responsible for any excess cost occasioned thereby.  This remedy shall be in addition to any other remedies available to the City.

• By City —

  The City may assign its rights or delegate its duties, in whole or in part, under this Contract by written notice delivered to the Contractor. Such transfer of rights or duties shall take effect upon the date specified in the notice or upon the assumption, if necessary, of the delegated duties by the assignee, whichever is later.

• Price Escalation/De-Escalation —

  Price adjustments may be permitted for changes in the contractor’s cost of materials not to exceed the increase in the following index/indices Consumer Price Index – All Urban Consumers; Not Seasonally Adjusted; Area – U.S. City Average; Item – Commodities. Price increases will be authorized only once for 365 calendar days after the effective date of the contract. Price escalation may be permitted only once every 365 days thereafter and only where verified to the satisfaction of the purchasing office. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the City.

  Contractor shall give not less than 30 days advance notice of any price increase to the purchasing office. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable just to the City; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers.

  The Department of Procurement Services will notify the using agencies and contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the Department of Procurement Services.

• Acknowledgement —

  The Contractor acknowledges and agrees that the City has informed the Contractor of the United States Department of Treasury Final Rule (available online at home.treasury.gov/policy-issues/coronavirus/assistance-for-state-local-and-tribal-governments/state-and-local-fiscal-recovery-funds) and related guidance regarding allowable and non-allowable expenditures relevant to the Coronavirus State and Local Fiscal Recovery Funds established under the American Rescue Plan Act of 2021. The Contractor acknowledges that the funds used by the City to make payments under the Contract may be derived in whole or in part from the City’s allocation of Coronavirus State and Local Fiscal Recovery Funds established under the American Rescue Plan Act of 2021 (“ARPA”).

• Independent Contractor —

  The Contractor shall provide the services required under this Contract as an independent contractor.

• General —

  The Contractor shall have, prior to submitting a bid, inspected the existing elevator(s) systems, condition of equipment (cars, mechanical rooms and shafts), the buildings in general and all reasonable scope items related to elevator system(s) and general working conditions.

   

  The Contractor shall, prior to submitting a bid, inspect each elevator to establish the current condition of the elevator equipment.  No claim shall be allowed for correction of deficiencies claimed to exist prior to the award of the contract.

   

  This contract is shared by several departments within the City of Richmond. Each department will provide contact names for their department upon issuance of the contract. All billing and authorization or approvals will come from one of the following responsible departments:

  • Department of General Services
  • Department of Public Utilities
  • Department of Parks, Recreation, and Community Facilities.

   

  The City’s Representative is the person, or his designee, for each department who administers the contract on the day to day basis and is the point of contact for all client or contractual issues (and shall be the City’s first point of contact).

   

  The Contractor shall immediately notify the City’s Representative, in writing, of the existence or the development of any defects in, or repairs required to the elevator, which the Contractor does not consider as being covered by this contract, and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility for these repairs will be by mutual agreement between the City and the Contractor.

   

  The Contractor shall, within three months prior to completion of this Contract, provided written notice to the City’s Representative of all defects found during inspection(s) of all elevator equipment.  The Contractor shall correct all defects within thirty (30) calendar days and notify the City, in writing, that the deficiencies have been corrected and re-inspection can be made.

   

  The Contractor shall be experienced in the elevator trade as follows:

  1.   At least ten (10) continuous years of recent operating as an elevator company with experience in the operation and maintenance of elevators for this type of annual maintenance and repairs contract.

   

  Under no circumstances shall the Contractor allow any elevator breakdown or other shutdown to last longer than three (3) consecutive business days, from initial notification to the contractor, without prior approval of the City’s Representative.

   

  Under no circumstances shall any elevators be taken out of service without prior approval by and notification to the City’s Representative.

   

  All tests, inspections, or maintenance repairs that require removing an elevator from service shall be scheduled a minimum of five (5) days in advance with the City’s Representative. The Contractor shall comply with the following procedures when an elevator is to be removed from service for any reason:

   

  1. Notify the City’s Representative before removing elevator from service (for any reason).  If work requires more than one day (out of service), daily notification shall be made to the City’s Representative.

   

  2. A Work Release Form is to be completed by Service Technicians and the City’s Representative for all Service Calls, Emergency Service Calls, Preventive Maintenance or other related tasks. The Work Release Form requires signing in and signing out for every event or every day. Failure to complete this form in full may result in denial of payment.

   

  1. When an elevator is taken out of service for any reason, a sign must be placed at each elevator door/opening notifying the building occupants that the elevator is being serviced and is out of order.

   

  2. 1. 1. Sign must be professionally made. Hand-written signs or signs constructed without letter templates are not acceptable.

   

  3. Subcontracting elevator work to another company is not allowed.

   

  4. Notify the City’s Representative when the elevator is placed back in service.

   

  Contractor's appointed employee shall turn in a Service Ticket to the City’s Representative, which includes the information below. Failure to turn in a ticket that is complete may result in denial of payment.

   

  1. Name and address of Contractor.

   

  2. Name of Contractor's employee in charge of the work.

   

  3. Dates work was performed and materials and labor hours expended.

   

  4. Description of work performed and equipment identification.

   

  5. Signature of Contractor's employee and signature block for City’s Representative.

   

  All adjustments, repairs, and modifications to any and all elevator equipment, must be in compliance with current editions of ANSI/ASME A17 (A17.1, A 17.2, and A17.3).

   

  The Contractor’s employees, while on duty, shall be identified with Contractor’s name on employee’s uniform and shall wear a City issued identification badge at all times while on site. All work vehicles shall be identified with the Contractor’s name and shall possess active registration in the contractor’s name.

   

  The Contractor shall furnish a list of names of employees who will be assigned to work at the City’s facilities to the City’s Representative, in advance of placement. This list shall be revised and updated monthly, as necessary, to ensure accuracy. The Contractor shall notify the City’s Representative immediately of any employee that is terminated who may pose a safety risk.

   

  The City does not provide parking for the Contractor, employees or vendors.

   

   

• Indemnification —

  The Contractor shall indemnify, defend and hold harmless the City, its officers, agents and employees from and against any and all losses, liabilities, claims, damages and expenses (including court costs and reasonable attorneys’ fees) arising from any material default or breach by the Contractor of its obligations specified in this Contract, as well as all claims arising from errors, omissions, negligent acts or intentional acts of the Contractor, its officers, agents and employees.  Further, the Contractor shall assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Contractor, its subcontractors, its agents or its employees under or in connection with this Contract.  The Contractor shall hold harmless and indemnify the City and its agents, its volunteers, its servants, its employees, and its officers from and against any and all claims, losses or expenses, including but not limited to court costs and attorneys’ fees, which either or both of them may suffer, pay or incur as the result of claims or suits due to, arising out of or in connection with any and all such damage, real or alleged.  The Contractor shall, upon written demand by the City, assume and defend at the Contractor’s sole expense any and all such claims or legal actions.

• Basis —

  The City shall pay the Contractor for all goods delivered and services performed under this Contract by the pricing provisions set forth in the Bid.

• Advertising —

  The Contractor shall not use any indication of its services to the City for commercial or advertising purposes without the prior written consent of the Director of Procurement Services.

• Insurance —

  The Contractor shall provide and maintain throughout the life of this Contract insurance in the kinds and amounts specified in this section with an insurer licensed to transact insurance business in the Commonwealth of Virginia.  Each insurance policy, endorsement and certificate of insurance shall be signed by duly authorized representatives of such insurers and shall be countersigned by duly authorized local agents of such insurers.

  1. Costs and Premiums.  The Contractor shall pay all premiums and other costs of such insurance.  The consideration paid or to be paid to the Contractor for the performance of the Contract includes the premiums and other costs of such insurance, and the City shall not be responsible therefor.
  2. Policy Requirements.  All insurance contracts and policies shall provide, or be endorsed to provide, as follows:
     1. Subrogation against the City shall be waived.
     2. The City and its officers, employees, agents and volunteers shall be named as an additional insured, except for Workers Compensation and Professional Liability.
     3. Coverage will not be canceled, non-renewed or materially modified in a way adverse to the City without 30 days’ written notice to the City.
     4. The insolvency or bankruptcy of any of the insured shall not release the insurer from its obligation to satisfy claims otherwise within the coverage of such policies.
     5. No insurance contract or policy shall be expanded to afford coverage which is greater than the maximum coverage approved for writing in the Commonwealth of Virginia.

     6. All Certificates of Insurance shall show the Certificate Holder as:

        City of Richmond
        Dept of Finance
        Attn: Risk Management
        900 East Broad Street, Suite 1000
        Richmond VA 23219

  3. Evidence to Be Furnished.
     1. Endorsements.  The Contractor shall furnish the City with a copy of the policy endorsement naming the City and its officers, employees, agents and volunteers as an additional insured for each policy, other than Workers Compensation and Professional Liability, required under this section 3.4.2 (“Insurance”).  The Contractor shall furnish the City with copies of such other endorsements as may be required under this Contract upon request by the City therefore.
     2. Certificates of Insurance.  The Contractor shall furnish the City with a certificate of insurance evidencing the above coverage, indicating that the City and its officers, employees, agents and volunteers are named as additional insured for each policy, other than Workers Compensation and Professional Liability, and that the coverage will not be canceled, non-renewed or materially modified in a way adverse to the City without 30 days’ written notice to the City.  All certificates of insurance shall show the City’s Contract Number.
     3. Contracts and Policies.  The Contractor is not required to furnish the City with copies of insurance contracts or policies required by this section 3.4.2 (“Insurance” ) unless requested at any time by the City’s Director of Procurement Services.
  4. Schedule of Coverage.  The Contractor shall provide and maintain the following types of insurance in accordance with the requirements of this section 3.4.2 (“Insurance”):
     1. Commercial General Liability Insurance with a combined limit of not less than $1,000,000 per occurrence.
     2. Automobile Liability Insurance with a combined limit of not less than $1,000,000 per occurrence.
     3. Statutory Workers’ Compensation and Employers’ Liability Insurance with the Alternate Employer Endorsement WC 000301.
     4. Either (a) for professional services, Professional Liability Insurance with limits of not less than $1,000,000 per claim, or (b) for non-professional services, Errors and Omissions Insurance with limits of not less than $1,000,000 per claim.
• CONDUCT OF EMPLOYEES —
  1. Personnel employed by the Contractor shall be competent, trustworthy, and properly trained for the work requirements.

   

  2. The Contractor and employees shall be required to comply with all applicable regulations of the City as directed, and full cooperation shall be expected and required at all times.

   

  3. Personnel shall be employed by the Contractor. Day laborers or temporary agency employees are not acceptable.

   

  4. Employees must wear a company shirt or uniform with the company name/logo visible, along with a City issued identification badge.

   

  5. Contractors shall not allow its employees to bring any non-employee or animals on City property at any time.

   

  6. Contractors shall ensure that all employees are drug-free.  No alcohol or drugs use shall be permitted on City property at any time.

   

  7. No smoking or vaping is allowed on City property.

   

  8. Contractor employees shall not be in possession of guns, knives, or other weapons while working on City property, to include parking lots and public spaces immediately around the property.

   

  9. The Contractor shall remove all or any employees from City property that are deemed careless, incompetent, insubordinate, objectionable, a safety risk, or otherwise whose continued employment on the job would be contrary to the best interest of the City.  The City reserves the right to hold judgment without cause or reason.

   

  10. The Contractor is responsible for having Elevator Technician sign-in at each location they work daily. A “Work Release Form” may be required daily.

   

  11. The Contractor elevator mechanics must be certified and have registered with the Commonwealth of Virginia DPOR Board of Contractors for elevator mechanics.
• Deliveries —

  All deliveries shall be F.O.B. destination to the destination specified on the Bid Form.  All bid prices are for F.O.B. destination and include only the actual freight rate costs at the lowest and best rate, based upon the actual weight of goods to be shipped.  The required time for delivery will be as stated on the Bid Form unless the Contractor proposes a time for delivery that the City deems to be more favorable to the City than the required time for delivery stated on the Bid Form, in which case the Contractor’s proposed time for delivery will govern.  The required time for delivery is stated either as a fixed date by which the Contractor must make delivery or as a number of calendar days following the City’s issuance of a purchase order within which the Contractor must make delivery.

• By Contractor —

  The Contractor shall not assign its rights or delegate its duties, or any part thereof, under this Contract without the prior written consent of the City. Further, the Contractor shall not assign, sublet or transfer its interest or any part thereof in this Contract by means or as part of any sale, merger, consolidation, assignment or any other event that would result in new or different ownership, control, operation or administration of the Contractor’s business affairs without the prior written consent of the City.

• Extension of Contract —

  The City reserves the right to extend the Contract for any reason for a period or periods up to but not to exceed 12 months.  This extension clause may be exercised when the City determines that an extension of the Contract is advantageous to the City.  Any extension beyond 12 months will be subject to the City’s renewal clause as set forth in this Contract.  This provision in no way affects or alters the City’s ability to renew the Contract consistent with the renewal option clause.  If it is then decided to renew the resulting Contract, the renewal date will commence on the day following the last day of the contract extension.

• Requirements —
  1. The Contractor shall comply with all financial reporting guidelines from the United States Department of Treasury, to include use of any financial reporting templates made available by the United States Department of Treasury and submission of ongoing financial reporting as required. The Contractor shall submit to the City a copy of any report required by the United States Department of Treasury related to the funds received pursuant to this Contract.  The Contractor agrees that it will conduct its activities in accordance with ARPA and abide by all relevant federal laws, rules, regulations, and guidance applicable thereto.
  2. The Contractor shall complete any additional forms or reports and provide any additional information that may be reasonably required by the City.
  3. In addition to the reports required by Sections 4.1.2(A) and 4.1.2(B) herein, the Contractor shall furnish the City's point of contact with any information reasonably requested by the City's point of contact in order to enable the City's point of contact to determine whether the Contractor is meeting or has met applicable reporting requirements.
  4. For infrastructure projects (as defined in the United States Department of Treasury Final Rule), the Contractor shall provide the City with the detailed project-level data required by the United States Department of Treasury Final Rule.
  5. Pursuant to Section 2-187 of the Code of the City of Richmond, the Contractor shall, as a condition of receiving monies from the City, be subject to periodic audits of its finances and expenditures of such City monies by the City Auditor on demand and without notice. In cases where the Contractor maintains multiple offices, the Contractor shall maintain all records subject to audit under this provision locally or in a manner deliverable at the Contractor’s expense to a location in the metropolitan Richmond area.  The Contractor further agrees to any audits as may be required in connection with ARPA funding and agrees to fully cooperate with the City in connection with any such audits.
  6. The Contractor shall maintain all books, records, and other documents relating to this Contract for as long as required under applicable law, rule, or regulation, including the United States Department of Treasury Final Rule, and for no less than five years following expiration of this Contract.
• Captions —

  This Contract includes the captions, headings and titles appearing herein for convenience only, and such captions, headings and titles shall not affect the construal, interpretation or meaning of this Contract.

• Construction and Interpretation —

  Each of the parties has had the opportunity to have its legal counsel review this Contract on its behalf. If an ambiguity or question of intent arises with respect to any provision of this Contract, this Contract will be construed as if drafted jointly by the parties. Neither the form of this Contract, nor any language herein, shall be construed or interpreted in favor of or against either party hereto as the sole drafter thereof.

• Termination with Cause —
  1. Notice. The City may terminate this Contract with cause at any time for the Contractor’s failure to perform its obligations under this Contract or to otherwise adhere to the terms and conditions of this Contract by delivery of written notice to the Contractor of the City’s intent to so terminate.  Such notice shall be delivered at least seven calendar days prior to the date of termination and shall otherwise be given in accordance with the requirements of this Contract for the delivery of notices.
  2. Cure. If the Contractor cures the failure to perform or otherwise adhere to the terms and conditions of this Contract to the City’s satisfaction, indicated in writing to the Contractor, during this seven calendar day period, then the City’s notice of termination with cause shall be deemed null and void.
  3. Effect. Any such termination shall not relieve the Contractor of the obligation to deliver or perform, or both, on all outstanding orders issued prior to the effective date of termination. The City shall have full right to use that which the Contractor delivers or performs in any manner when and where the City may designate without claim on the part of the Contractor for additional compensation not set forth in the order.
• Termination without Cause —
  1. Notice. The City may terminate this Contract without cause by delivery of written notice to the Contractor of the City’s intent to so terminate.  Such notice shall be delivered at least 90 calendar days prior to the date of termination and shall otherwise be given in accordance with the requirements of this Contract for the delivery of notices.
  2. Effect. Any such termination shall not relieve the Contractor of the obligation to deliver or perform, or both, on all outstanding orders issued prior to the effective date of termination. The City shall have full right to use that which the Contractor delivers or performs in any manner when and where the City may designate without claim on the part of the Contractor for additional compensation not set forth in the order.

   

• Subcontracting —

  This Contract shall not be subcontracted without the prior written approval of the City’s Director of Procurement Services.

• Subcontractors to be Contractually Obligated —

  The Contractor shall contractually obligate its subcontractors to abide by the same requirements set forth in section 4.1.2 above. This section 4.1.3 will survive expiration of this Contract.

• Terms —

  The City’s payment terms are Net 45 unless the bidder proposes payment terms that the City deems to be more favorable to the City than Net 45 by uploading such payment terms through OpenGov.  Time allowed for cash discounts will be computed from the date of the City’s receipt of a proper invoice or the date of delivery to the City of the items invoiced, whichever is later.

• Force Majeure —

  If either party is unable to perform its obligations under this Contract due to acts of God or circumstances beyond its reasonable control, such obligations shall be suspended as long as those circumstances persist, provided that the delaying party promptly notifies the other party of the delay and the causes.  Except where the delay is caused by an act or omission of the delaying party, any costs arising from such delay shall be borne by the party incurring the delay.

• Renewal —

  The City may, at its sole option, renew this Contract for up to 7 one-year renewal terms by furnishing the Contractor with written notice of its decision to renew at least 60 calendar days before the expiration of the then-current term.

• Anti-Kickback Provision —

  The Contractor warrants that it has not employed or retained any company or person other than a bona fide employee working solely for the Contractor to solicit or secure this Contract and that it has not paid or agreed to pay any company or person other than a bona fide employee working solely for the Contractor any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this Contract.  For breach or violation of this warranty, the City shall have the right to annul or void this Contract without liability or, in its sole discretion, to deduct from the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

• Contractual Claims —
  1. Notice and Submission.  The Contractor shall give written notice of its intention to file a contractual claim at the time of the occurrence or the beginning of the work upon which the claim is based.  In addition to such notice of its intention to file a claim, the Contractor shall submit all contractual claims, whether for money or other relief, in writing to the Director of Procurement Services no later than 60 calendar days after final payment.  (See City Code § 21-167(a); see also Va. Code § 2.2-4363(A).)
  2. Required Contents of Claim Submission.  The Contractor’s claim submission shall (i) set forth the primary, secondary and indirect claim issues in a clear, concise manner, (ii) identify the specific contract provisions, schedule impact and cost consequences related to each claim issue, and (iii) include all factual data supporting the claim as well as all supporting cost and delay data.  The Director of Procurement Services, in the Director’s sole discretion, may return claim submissions lacking any of the elements enumerated in the preceding sentence for resubmission or review the claim as though the missing elements are not factually present to support the claim.  Such return of a claim submission shall not toll the 60-day period within which the Contractor must submit a claim.
  3. Procedures and Time Limit.  The procedures set forth in this section 3.7.3 (“Contractual Claims”) and in City Code § 21-167 shall govern the consideration of contractual claims.  The Director of Procurement Services shall issue a written decision on a claim no later than 90 calendar days after receipt of such claim in writing from the Contractor.  (See City Code § 21-167(b); see also Va. Code § 2.2-4363(B).)
  4. No Action before Decision.  The Contractor may not invoke administrative procedures as provided in City Code § 21-168 or institute legal action as provided in City Code § 21-169 prior to receipt of the decision on the claim, unless the Director of Procurement Services fails to render such decision within the 90-day time limit.  A failure of the Director of Procurement Services to render a final decision within the 90-day time limit shall be deemed a final decision by the City denying the claim.  (See City Code § 21-167(c); see also Va. Code § 2.2-4363(D).)
  5. Finality of Decision.  The decision of the Director of Procurement Services shall be final and conclusive unless the Contractor appeals within 30 calendar days of the date of the final decision on the claim by the Director either as provided in City Code § 21-168 for administrative appeals or, in the alternative, by instituting legal action as provided in City Code § 21-169.  (See City Code § 21-167(d); see also Va. Code § 2.2-4363(E).)
  6. No Cessation of Performance.  Nothing in this section 3.7.3 (“Contractual Claims”) shall be construed to authorize or permit the Contractor, while pursuing, by any available procedure, an appeal of a contractual claim or dispute, to cease performance of the Contract while such claim or dispute is pending.  (See City Code § 21-167(e).)
• CONTRACTOR’S WORK PLAN —

  Within ten (10) days after award of the contract, the Contractor shall submit to the City’s Representative a complete plan of his/her operations to include the following:

   

  1. 1. 1. 1. 1. Name, address, and telephone number of the individuals who are responsible for supervising the assigned employees and who will be responsible for attainment of the performance standards.
              2. Detailed schedule of maintenance and preventive maintenance functions, including dates which will be performed during the period of the contract.
              3. Samples of Maintenance Logs, Service Reports and other necessary documentation that provides standards and information related to maintenance, repair and preventive maintenance.
• Century Compliance —

  The Contractor warrants that the hardware, software and firmware products, provided for the City’s use or used by the Contractor to provide any service or commodity that is the subject of this Contract, individually and in combination, shall successfully process, store and perform calculations with dates regardless of the century in which the dates occur.

• ANNUAL AND SEMI-ANNUAL INSPECTIONS —

  The Contractor is responsible for all annual and semi-annual testing that’s

  required by the City of Richmond Elevator Code Enforcement (or other building authority, as required). The Contractor will provide support to a third party inspector, provided by the Contractor at the Contractor’s cost. The Contractor is responsible for assisting, providing access, providing entry, providing the necessary tools, equipment and other support to assist the third party inspector in every way. The third party inspector must be approved by the City’s Representative prior to all inspections or testing.

   

  The Contractor is responsible for third party inspector scheduling of inspections and making sure all deficiencies are corrected before the required due date by the City of Richmond Elevator Code Enforcement (or other building authority, as required).

   

  The Contractor is responsible for all deficiencies found by the third party inspector including but not limited to cables, belts, filters, relays, lamps, call stations, covers, oil in pit, necessary oiling and greasing, adjustments, items covered under preventive maintenance and full service maintenance agreements.

• Termination by Contractor —
  1. Notice. The Contractor may terminate this Contract if the City Council does not appropriate sufficient funds for the City to perform its obligations under this Contract by delivery of written notice to the City of the Contractor’s intent to so terminate. Such notice shall be delivered at least 45 calendar days prior to the date of termination and shall otherwise be given in accordance with the requirements of this Contract for the delivery of notices.
  2. Cure. If the City cures the non-appropriation of funds by appropriating sufficient funds during this 45 calendar day period, then the Contractor’s notice of termination shall be deemed null and void.
  3. Effect. Upon such termination, the Contractor shall have no further obligations under this Contract.
• Alternative Dispute Resolution —

  The Director of Procurement Services, with the concurrence of the City Attorney, may agree in writing on behalf of the City to submit particular disputes arising from this Contract to arbitration and to utilize mediation and other alternative dispute resolution procedures; however, any such procedures entered into by the City shall be nonbinding. (See City Code § 21-170; see also Va. Code § 2.2-4366.)

• Subject-to-Appropriations —

  All payments and other performance by the City under this Contract are subject to annual appropriations by the City Council; consequently, this Contract shall bind the City only to the extent that the City Council appropriates sufficient funds for the City to perform its obligations hereunder.

• Merger/Entire Agreement —

  This Contract, including the exhibits incorporated herein, constitutes both a complete and exclusive statement and the final written expression of all the terms of this Contract and of the entire understanding between the Contractor and the City regarding those terms.  No prior written agreements or contemporaneous or prior oral agreements between the Contractor and the City regarding this Contract’s subject matter shall be of any effect.

• When City Obligated to Pay —

  The City shall not be obligated to purchase or pay for any goods or services covered by this Contract unless and until they are ordered and either delivered or performed, as the case may be.

• Modification —

  This Contract shall not be amended, modified, or otherwise changed except in the form of a City Contract Modification signed by the authorized representatives of the Contractor and the City in accordance with the City’s Purchasing Policies and Procedures.

• Forum and Venue Choice —

  Any and all disputes, claims and causes of action arising out of or in connection with this Contract, or any performances made hereunder, shall be brought, and any judicial proceeding shall take place, only in a federal or state court located in the city of Richmond, Virginia. The Contractor accepts the personal jurisdiction of any court in which an action is brought pursuant to this article for purposes of that action and waives all jurisdiction- and venue-related defenses to the maintenance of such action.

• Compliance with Laws —

  The Contractor shall comply with the provisions of any statutes, ordinances, rules, regulations, or other laws enacted or otherwise made effective by any local, state, or federal governmental entity which may be applicable to the performance of this Contract and shall obtain all necessary licenses and permits thereunder.

• Waiver —

  The waiver by either party of any term or condition of this Contract shall not be deemed to constitute either a continuing waiver thereof or a waiver of any further or additional right that such party may hold under this Contract.

• No Third-Party Beneficiaries —

  Notwithstanding any other provision of this Contract, the City and the Contractor hereby agree that: (i) no individual or entity shall be considered, deemed or otherwise recognized to be a third-party beneficiary of this Contract; (ii) the provisions of this Contract are not intended to be for the benefit of any individual or entity other than the City or the Contractor; (iii) no individual or entity shall obtain any right to make any claim against the City or the Contractor under the provisions of this Contract; and (iv) no provision of this Contract shall be construed or interpreted to confer third-party beneficiary status on any individual or entity.  For purposes of this section, the phrase “individual or entity” means any individual or entity, including, but not limited to, individuals, contractors, subcontractors, vendors, sub-vendors, assignees, licensors and sub-licensors, regardless of whether such individual or entity is named in this Contract.

• Contractor Misrepresentation —
  1. In General.  If the Contractor knowingly makes a material misrepresentation in submitting information to the City, such misrepresentation will be sufficient grounds for rescinding the award of this Contract.
  2. MBE/ESB Participation.  By issuing the Invitation for Bids, the City intends that MBE / ESB participation proposed as part of any bid in response hereto be binding on the Contractor.  Consequently, if the Contractor falsely represents proposed MBE/ESB participation, or fails to comply with proposed participation, the Contractor may be in breach of contract.   Upon determination of a breach, the City shall have all available remedies for breach of contract, which may include, but is not limited to, one or more of the following: (i) forfeiture, (ii) investigation, and (iii) debarment.    
• Offset Clause —

  Pursuant to the Richmond City Charter, the City may withhold the payment of any claim or demand by any person, firm or corporation against the City until any delinquent indebtedness or other liability due the City from such person, firm or corporation shall first have been settled and adjusted.

• Service Standard —

  All adjustments, repairs, and modifications to any and all elevator equipment, must be in compliance with current editions of ANSI/ASME A17 (A17.1, A 17.2, and A17.3).

• Taxes —

  All bids shall be submitted exclusive of direct Federal, State and Local Taxes. The City is exempt from payment of State Sales and Use Tax on all tangible personal property purchased or leased for its use or consumption and will furnish its tax exemption certificate upon request.  However, if the bidder believes that certain taxes are properly payable by the City, it may list such taxes separately in each case directly below the respective item bid price.

• Service Tickets —
  1. The Contractor's appointed employee shall provide a Service Ticket to the City’s Representative, which includes the information below. 
     1. Name and address of Contractor.
     2. Name of Contractor's employee in charge of the work.
     3. Dates work was performed and materials and labor hours expended.
     4. Description of work performed and equipment identification.
     5. Signature of Contractor's employee and signature block for City’s Representative.
  2. Failure to turn in a ticket that is complete may result in denial of payment.
• Notices —
  1. In General.  Any written notice by either party to the Contract shall be sufficiently given by any one or combination of the following, whichever shall first occur: (i) delivered by hand to the last known business address of the person to whom the notice is due, (ii) delivered by hand to the person’s authorized agent, representative or officer wherever they may be found or (iii) enclosed in a postage prepaid envelope addressed to such last known business address and delivered to a United States Postal Service official or mailbox.  Notice is effective upon such delivery.
  2. Address.  All notices to the City shall clearly indicate the City’s Contract Number and shall be directed to:

  Director of Procurement Services
  Department of Procurement Services
  City of Richmond
  900 East Broad Street, Room 1104
  Richmond, Virginia 23219

  All notices to the Contractor shall be directed to the contact person stated at the address given in the Contractor’s bid.

• Drug-Free Workplace —
  1. Policy.  City Council Resolution No. 2000-R197-191 prohibits the City from contracting with any contractor that fails to comply with this policy.  The Contractor certifies that it has taken and will continue to take appropriate and effective action to (i) educate its employees about the dangers of drug abuse in the workplace, (ii) provide its employees with effective drug counseling, rehabilitation and employee assistance programs, any or all, (iii) discipline employees who violate the requirement of a drug-free workplace, and (iv) minimize, to the greatest extent possible, the risks of drugs entering the workplace.  The Contractor is also prohibited from contracting with any other party that fails to comply with this policy.  Failure by the Contractor or its subcontractor to comply with the provisions outlined above will be cause for termination of the Contract.
  2. Contractor’s Plan.  The Contractor shall implement and maintain a Drug-Free Workplace Plan specific to the services and work covered by this Contract that is implemented and effectively used throughout the duration of this Contract to accomplish the requirements of section 3.2.7 A (“Policy”) above.
• Out of Service Equipment —
  1. The Contractor shall not any elevator breakdown or other shutdown to last longer than three (3) consecutive business days, from initial notification to the Contractor, without prior approval from the City’s Representative.
  2. The Contractor shall not take any elevator, lift, or escalator out of service without prior approval by and notification to the City’s Representative.
  3. All tests, inspections, maintenance, or repairs that require removing an elevator from service shall be scheduled a minimum of five (5) days in advance with the City’s Representative. The Contractor shall comply with the following procedures when an elevator is to be removed from service for any reason:
     1. Notify the City’s Representative before removing elevator from service (for any reason).  If work requires more than one day (out of service), daily notification shall be made to the City’s Representative.
     2. Complete a Work Release Form in conjunction with the City’s Representative for all Service Calls, Emergency Service Calls, Preventive Maintenance, or other related tasks. The Work Release Form requires signing in and signing out for every event or every day. Failure to complete this form in full may result in denial of payment.
     3. When an elevator is taken out of service for any reason, place a sign at each elevator door/opening notifying the building occupants that the elevator is being serviced and is out of order.
        1. The sign must be professionally made. Hand-written signs or signs constructed without letter templates are not acceptable.
     4. Subcontracting elevator work to another company is not allowed.
        1. Notify the City’s Representative when the elevator is placed back in service.
• Invoices —

  The Contractor shall submit invoices that include a unique invoice number, the applicable City purchase order number, and the Contractor’s federal Taxpayer Identification Number.  All invoices submitted by the Contractor must set forth each item billed in sufficient detail to enable the City to ensure that the item was ordered and corresponds with the contract price for such item.  If the Contractor does not include all of the required information on the invoice, the City may reject and return the invoice unpaid.  The Contractor shall submit the original invoice to the City’s Department of Finance at either:

  accountspayable@rva.gov or
  City of Richmond
  Accounts Payable
  900 East Broad Street
  Richmond, VA 23219.

  The City prefers that the original invoice be sent to the above electronic mail address to facilitate timely payment.  The Contractor shall submit a duplicate invoice to the attention of the “Requester” identified on the purchase order at the “Ship To” address identified on the purchase order.

• Human Rights —
  1. Civil Rights Act Compliance.  During the performance of this Contract, the Contractor agrees, pursuant to Resolution No. 74-R8-11 adopted February 25, 1974 by the Council of the City of Richmond, to comply fully with Titles VI and VII of the Civil Rights Act of 1964, as amended, and all regulations promulgated thereunder.
  2. The essence of this requirement is found in the United States Code Annotated, Title 42, Section 2000e-2, which states in part:
     1. “It shall be an unlawful employment practice for an employer:
        1. to fail or refuse to hire or to discharge any individual, or otherwise to discriminate against any individual with respect to his compensation, terms, conditions, or privileges of employment, because of such individual’s race, color, religion, sex, or national origin; or
        2. to limit, segregate, or classify his employees or applicants for employment in any way which would deprive or tend to deprive any individual of employment opportunities or otherwise adversely affect his status as an employee, because of such individual’s race, color, religion, sex or national origin.”
     2. By entering into this Contract, the Contractor certifies that it has complied with Titles VI and VII of the Civil Rights Act of 1964, as amended.
  3. Richmond City Code Compliance.  Pursuant to section 21-70 of the Code of the City of Richmond (2004), as amended:
     1. 1. During the performance of this Contract, the Contractor agrees as follows: 
           1. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor.  The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
           2. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, shall state that such Contractor is an equal opportunity employer.
           3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
        2. During the performance of this Contract, the Contractor shall include the provisions of subsection (1) of the section in every subcontract or purchase order of over $10,000.00, so that the provisions will be binding upon each subcontractor or vendor.
• MBE/ESB Participation—Reporting Requirement —

  In cases where the Contractor uses a MBE or ESB subcontractor or vendor, it shall indicate the percentage of the invoiced amount that such MBE or ESB subcontractor or vendor performed on the MBE-3 form available on the City’s website. The Contractor shall submit this form directly to the Office of Minority Business Development.  The Contractor may contact the City’s Office of Minority Business Development at (804) 646-3985 for questions or clarifications on the reporting policy.  At the end of its performance of this Contract, the Contractor shall submit a summary in a format designated by the City of all payments made to MBE or ESB subcontractors or contractors.

• Intellectual Property —

  The Contractor represents and warrants that all goods and services that it will furnish under this Contract do not and will not infringe on any valid copyright, patent, service mark or trademark.  The Contractor shall pay all royalties and license fees which may be due on the inclusion of any patented or copyrighted materials, methods or systems selected by the Contractor or used by the Contractor in the performance of its services.  The Contractor shall defend, hold harmless and indemnify the City from all suits or claims for infringement of any patent rights or copyrights arising out of such selection.

• Hours of Operation —

  Except for emergency service calls (entrapments, et al), the Contractor shall perform all full maintenance service and preventive maintenance service work during normal business hours (between 7:00 a.m. and 5:00 p.m.) unless specifically instructed otherwise by the City's Representative.

• Payment by ACH —

  The Contractor agrees that the City may make all payments to the Contractor, at the City’s option, of any or all amounts due under this Contract through the Automated Clearing House network.

• Experience —
  1.   At least ten (10) continuous years of recent operating as an elevator company with experience in the operation and maintenance of elevators for this type of annual maintenance and repairs contract.
• Personnel —

  The personnel designated in the management summary for key positions shall not be changed except with the permission of the City.  The City will only approve such change when, in its opinion, the substitute personnel have equal or greater qualifications and experience than those they replace.

• Prior Defects —

  The Contractor shall immediately notify the City’s Representative, in writing, of the existence or the development of any defects in, or repairs required to the elevator, which the Contractor does not consider as being covered by this contract, and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility for these repairs will be by mutual agreement between the City and the Contractor.

  The Contractor shall, within three months prior to completion of this Contract, provided written notice to the City’s Representative of all defects found during inspection(s) of all elevator equipment.  The Contractor shall correct all defects within thirty (30) calendar days and notify the City, in writing, that the deficiencies have been corrected and re-inspection can be made.

• Payments by Contractor —

  The Contractor shall take one of the following actions within seven calendar days after receipt of amounts paid to the Contractor by the City for goods delivered or work performed under the Contract:

  1. Pay each subcontractor or supplier for the proportionate share of the total payment received from the City attributable to the goods delivered or work performed by the subcontractor or supplier under the Contract; or
  2. Notify the subcontractor or supplier, in writing, of the Contractor’s intention to withhold all or a part of the subcontractor’s or supplier’s payment with the reason for nonpayment.

  The Contractor shall include in each of the Contractor’s subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

• Property of Work —
  1. Work Product.  Any material, report or product, whether in electronic or paper form, that results from the execution of this Contract shall be the sole property of the City.  The Contractor shall not copyright any material or reports. Upon request, the Contractor shall turn over all work papers and related documents to the City.
  2. City Property.  Any data or material with which the City furnishes the Contractor shall remain the property of the City.  When it no longer needs such data or material for its performance of this Contract, the Contractor shall return such data or material to the City or destroy such data or material using a method approved by the City.
• Pre-Bid Inspection —
  1. The Contractor shall have, prior to submitting a bid, inspected the existing elevator(s) systems, condition of equipment (cars, mechanical rooms and shafts), the buildings in general and all reasonable scope items related to elevator system(s) and general working conditions.
  2. The Contractor shall, prior to submitting a bid, inspect each elevator to establish the current condition of the elevator equipment.  No claim shall be allowed for correction of deficiencies claimed to exist prior to the award of the contract.
  3. The City’s Representative is the person, or his designee, for each department who administers the contract on the day-to-day basis and is the point of contact for all client or contractual issues (and shall be the City’s first point of contact).
• Contractor Personnel —
  1. The Contractor shall furnish a list of names of employees who will be assigned to work at the City’s facilities to the City’s Representative, in advance of placement. This list shall be revised and updated monthly, as necessary, to ensure accuracy. The Contractor shall notify the City’s Representative immediately of any employee that is terminated who may pose a safety risk.
  2. The Contractor’s employees, while on duty, shall be identified with Contractor’s name on employee’s uniform and shall wear a City issued identification badge at all times while on site. All work vehicles shall be identified with the Contractor’s name and shall possess active registration in the Contractor’s name.
  3. The City does not provide parking for the Contractor, employees, or vendors.
  4. All work on City equipment shall be completed by employees of the Contractor; subcontracting shall not be permitted. 
• FULL MAINTENANCE SERVICES —

  The Contractor shall furnish all material, labor, supervision, tools, and equipment necessary to provide full maintenance services, to include all inspections, adjustments, tests, parts replacement, and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety and efficiency) as originally specified by the equipment manufacturer.

  The Contractor shall be responsible for obtaining and paying for all necessary licenses and permits required for performing the work.

  The Contractor shall have in his possession throughout the term of the Contract all diagnostic equipment necessary to fully maintain, test, repair, adjust, or reprogram the systems.

   

  The Contractor shall perform tests, and inspections as per the scheduled below:

   

  1. 1. 1. 1. All gearless elevators shall be examined at least once per month.

   

  2. 2. 2. 2. All geared elevators shall be examined at least once per month.

   

  3. 3. 3. 3. All dumbwaiters and wheelchair lifts shall be examined at least once per quarter.

   

  4. 4. 4. 4. All hydraulic elevators shall be examined at least once per month.

   

  5. 5. 5. 5. All escalators shall be examined at least once per month.

   

  Provide a physical ticket or electronic email ticket at the completion of each service to Facilities Management.

   

  Inspections shall be used to ensure a safe and efficient level of elevator equipment operation, and all work relative to the cleaning, lubrication and adjustment of the equipment that is necessary for the desired level of operation shall be performed. Time spent on maintenance shall average one (1) hour per unit per visit.

   

  The Contractor shall post a “Check Chart” for each elevator in an easily visible place in the associated elevator machine room.  This chart shall list all components/parts and include the following columns:

  1. Component/Part Name – A name and/or description of each serviceable part or component for the equipment

   

  2. Manufacturer’s Recommended Inspection Schedule – Indicate how often the manufacturer recommends the component or part to be inspected (weekly, bi-weekly, monthly, quarterly, etc.)

   

  3. Most Recent Inspection – The date which the Contractor’s personnel most recently inspected the listed component/part.

   

  4. Status – The result of the most recent inspection of listed component/part.

  The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor's employee to indicate that the work has been accomplished.  Check Charts shall be available for review at the City’s Representative’s request.

   

  Safety tests and other tests and inspections shall be performed by the Contractor.

  The Contractor shall perform all safety tests and other tests and inspections as recommended and required by Uniform Statewide Building (USB) Code, ASME A17.1-current edition and ASME A17.2-current edition at the contractor expense.

  Contractor shall be required to attach tags after testing, as specified by ANSI Code, on such parts and assemblies as the governor, releasing carrier, oil buffer, etc. Inspection tags will have the date of test, inspector’s name, signed, and equipment being tested.

   

  All repairs or adjustments necessary to complete a test and return the elevator to service are within the scope and price of the maintenance services and shall be performed by the Contractor at no additional expense to the City.

   

  After completion of the required tests, the Contractor shall submit a document demonstrating all tests, repairs, maintenance etc that has been repaired to the

  City’s Representative.

   

  All elevators provided with firefighter’s service shall be subjected monthly to a Phase I recall and minimum of one floor operation on Phase II to assure the system is maintained in proper operating order in accordance with A17.1 ANSI Code. A written record of findings on the operation shall be made by the Contractor on a Firefighter’s Service Test Log form and kept on the premises of said operation. Firefighter’s Service testing shall be performed on weekends and holidays or between the hours of 6:00 p.m. and 7:00 a.m. These tests are within the scope and price of the maintenance services and shall be included in the monthly and annual bid rate by the Contractor, despite the stipulated hours.

   

  The Contractor shall provide testing of the interface between the elevator equipment and systems and the building fire alarm system, sprinkler systems and any shunt-trip electrical power systems. These tests will be performed as required and assistance by the Contractor is required once each year. These tests are within the scope and price of the maintenance services and shall be included in the monthly and annual bid rate by the Contractor.

   

  An adequate supply of spare parts shall be maintained at all times to ensure prompt preventive maintenance and repair services.

   

  The Contractor shall furnish all labor and supplies, parts and material necessary to regularly and systematically clean, examine, adjust, lubricate, all following components/parts as required. If conditions warrant, Contractor is to repair or replace.

   

  1. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings, guide wheels and component parts.

   

  2. Machine motor, motor and generator, motor windings, rotating element, commentator, brushes, brush holders and bearings.

   

  3. Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, CRT devices, selector tape or wire and mechanical, leveling equipment or devices and electrical driving equipment.

   

  4. Governor, governor ropes, governor sheave and shaft assembly, bearings, contacts and governor jaws.

   

  5. Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, counterweight, and counterweight guide shoes including rollers or gibs.

   

  6. Hoistway door interlocks, hoistway door hangers, bottom door guides, and auxiliary door closing devices.

   

  7. Automatic power operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoes including gibs and rollers.

   

  8. Car operating panel(s) and equipment, hall lanterns, hall buttons and signal devices.

   

  9. All door trim and trim attached to doors and door opening devices

   

  10.  Where applicable to hydraulic elevators, include cylinder head, hydraulic shaft, hydraulic shaft packing assembly, plunger-exposed surfaces, plunger gland and packing, pumps, exposed piping, fittings and flexible pipe connections, operating controls, check and relief valves, valves, gauges and tanks and all hydraulic devices related to elevator.

   

  11.  Anything normally required to provide continuous operation of elevators under a full service maintenance contract.

   

  The Contractor shall also:

   

  1. Periodically examine all safety devices and governors and conduct an annual no-load safety test. Every each fifth (5th) year (on a previously established cycle), Contractor is to perform a full load, full speed test of safety mechanisms, overhead speed governors, car and counterweight buffers.

   

  2. The car’s balance shall be checked and the governor set.  If required, the governor will be calibrated and sealed for proper tripping speed.

   

  6. 6. 6. 6. 1. When required by the Building Inspector's Office (semi-annually and annual inspections at the previously-established schedule), the third party inspector shall be provided at no expense to the City to provide a documented routine inspection for each elevator.

   

  3. Furnish and install new wire ropes as often as it is necessary to maintain an adequate factor of safety; to equalize the tension on all hoisting ropes, repair and replace conductor cables and hoistway and machine room wiring.

   

  4. Keep car emergency light units in an operable condition all times, test special emergency (fireman's) service and emergency power circuits, where provided in accordance with ANSI Code requirements.

   

  5. Provide whatever support is required to maintain operating emergency telephones in each elevator where provided or required.

   

  6. Furnish lubricants specified as per the various lubrication needs.

   

  7. Maintain a supply of contacts, coils, leads, brushes, lubricants, wiping cloths, and other minor parts in each machine room for the performance of routine preventative maintenance.

   

  8. Maintain a complete set of current, legible schematic wiring diagrams in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams is not available at the time of contract award, it will be the responsibility of the Contractor to provide same at no cost to the City.  Any and all schematic wiring diagrams provided by the Contractor shall become property of the City and shall remain on the City's property at all times.  All circuit changes made shall be clearly marked up on each applicable wiring diagram.

   

  9. Periodically clean the hoistway (monthly), including all equipment located in, or moving through the hoistway, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers (monthly). Clean elevator machine room floors as needed.

   

  The following elevator performance levels shall be maintained at all times:

   

  1. Contact speed and brake to brake flight time shall be maintained as originally installed and adjusted.

   

  2. Leveling accuracy shall be maintained at all times regardless of any issues.

   

  3. Opening and closing times, door close torque of all cars shall at all times be maintained within the limits of ANSI A17.1 Code, current edition, with a minimum of stand open time consistent with traffic demands at each floor.

   

  4. Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe. Ensure all electric eyes or door detectors are working at all times.

   

  5. Variable car and hall door open times shall be maintained in accordance with original field adjustments.  Deviations from this will not be permitted unless requested and/or approved by the City.

   

  6. Elevators operating under Group Supervisory Systems shall operate at all times in accordance with intervals as requested by the Contractor shall submit to the City’s Representative, test data, including performance levels of system and proof that variable and fixed features are operating properly and that all circuits and time settings are properly adjusted.  All features that are pertinent to efficient handling of the building's traffic patterns shall be put into operation and properly adjusted.  This check and subsequent adjustment shall not interfere with normal operation. Written approval of the City’s Representative is required when overtime is necessary for completion of the work outlined in this paragraph.  The Traffic Test Information required each 24 months shall be documented and submitted to the City’s Representative.  This test is within the scope of the full maintenance services and shall be included in the monthly and annual bid rate.

   

  7. Upon satisfactory completion of this or subsequent Group Supervisory Systems readjustments, a computerized elevator analyzer or similar type event recorder shall be utilized to accurately record the hall waiting time at each landing and other data necessary to establish that the systems is operating at peak efficiency. Results shall be submitted and be labeled as to floor, time, date, and identification of all other pertinent data and shall be delivered together with an analysis of the tapes/disks to the City’s Representative. This is within the scope of the full maintenance services and shall be included in the monthly and annual bid rate.

   

• WORK EXCLUDED FROM FULL-SERVICE MAINTENANCE AGREEMENT —

  The following work is excluded from the full service maintenance service category, however, it may be negotiated as a spot purchase as needed for repairs and replacement of equipment beyond the maintenance services provision of this contract.  Each occurrence shall be mutually agreed by the Contractor and the City of Richmond.

   

  1. 1. 1. 1. Repair or replacement made necessary due to negligence or misuse of the equipment by persons other than the Contractor, its representatives, or its employees.

   

  2. 2. 2. 2. The City’s Representative must approve, in advance, any extra charge work attributed to negligence, vandalism, or misuse.  No invoice will be paid without prior approval by the City’s Representative.

   

  3. 3. 3. 3. Any repairs due to negligence, vandalism, or misuse shall be billed according to the labor rate specified in the pricing Schedule, Section V111.B. Premium labor rates will be allowed only for overtime work.  Parts will be billed at actual supplier invoiced cost with no mark-up allowed.

   

  4. 4. 4. 4. Installation of new attachments which may be required or recommended by insurance agencies or agreement authorities.

   

  5. 5. 5. 5. Repairs or replacement of cab enclosures, hoistway enclosures, doorframes and sills, cab lighting, machine room lighting, and cab tile or carpet.

   

  6. 6. 6. 6. Replacements of underground hydraulic piping or cylinders (repairs to hydraulic cylinders are covered and the removal and replacement are covered in the service maintenance agreement).

   

• ON-CALL SERVICE AND REPAIR —

  Emergency callback services shall be provided 24 hours a day/7 days a week, as required by the City’s Representative.

   

  The Contractor shall provide emergency callback services as follows:

   

  1. Callback service is defined as requests for service from the City’s Representative to correct any elevator problem or condition, which needs attention before the Contractor's next scheduled preventative maintenance visit. All callbacks outside of the working hours the contractor will be responsible for the straight time portion and the City will be responsible for premium portion with the exception of the locations identified as a “simplex” elevator (which are covered 24 hours a day/7 days a week). Any entrapment calls cost will be absorbed by the contractor. Callbacks will not be charged to the City as additional service, nor will after hour service calls, for repairs and emergencies related to the deficiency.

   

  2. Callback service consists of responding to the service call and beginning to take corrective action within 30 minutes for passenger entrapments, four (4) hours or the same day for all other service calls (elevator down/not operating as intended).  If circumstances beyond the Contractor's control preclude resolution of the problem that day, the City’s Representative must be notified with an explanation of the delay.

   

  3. Callback service after normal working hours shall be provided within a maximum of one (1) hour from time of request.

   

  4. Emergency service for entrapments requires a 24 hours a day/7 days a week response and is within the scope of the full maintenance services and shall be included in the monthly and annual bid rate.

   

  5. The City shall not be responsible for incidental charges including, but not limited to, waste disposal, waste removal, oil (purchases new or removal of used), grease, rags, wipes, power / electrical, hydraulic fluid, truck fees, parking, tolls, mileage, phone, etc., on straight time or overtime work.

   

  The Contractor shall notify the City’s Representative by telephone or in person after completion of each regular service call and notify the City’s Representative of overtime calls.

• ESCALATORS —

  Maintenance services shall be performed in accordance with the following schedulk:

   

  5. 1. Weekly: Services performed once during each seven (7) day period, with a maximum of eight (8) days between services:

   

  5. 2. 1. Escalator Operation: Check operation for smoothness, unusual vibration or noise and condition of handrails.

   

  5. 1. 2. Inspection: Inspect comb plates at both ends of escalator for broken teeth and check for proper clearance between combs and step treads.  Check for broken step treads.  Check clearance between steps and skirt panels. Check for loose trim, screws, or bolts that could snag or damage clothing or cause injury. Check operation of handrail brushes. Check motor for signs of overheating.  Inspect controller for loose leads, burned contacts, etc. and repair as required. Replace bulbs as required.

   

  5. 2. 3. Check all resistance tubes grids and other controller equipment.  Check oil in overload relays, setting, and operation of overloads. Check operation of all safety devices including skirt switches, handrail switches, broken chain switches, lower unit tension devices, etc. Repair, reinstallation or replacement of any parts as indicated by inspection shall be included in the monthly and annual bid rate.

   

  5. 3. 4. Lubrication: Lubricate step rollers, step chain, drive gears, or chains, handrail drive chains, etc. according to manufacturer’s instruction.  Lubricate intermediate gear bearing, motor bearing and worn shaft bearing.  Lubricate governor and sheave shaft bearings as required.  Lubricate tract rollers and pivots as required.

   

  5. 4. 5. Clean escalator pan and truss assembly on an annual basis. The first cleaning shall be completed within 90 days of contract award.
• WORK SITE CONDITIONS —

  All surfaces to be covered shall be thoroughly inspected prior to leaving job site for the day. Patrons will need to conduct business as usual. No storage will be available and is the contractor’s responsibility to coordinate with Facilities Management for any access or delays to Service Schedule.

   

  All necessary health precautions will be made by contractor to create a safe environment for the owner’s staff.  Again, loading docks must be able to conduct normal operation every weekday (*NOTE*unless coordination with City to close with a 48 hour notice). Preventive measures will be necessary to cut down tripping hazards on the public. All tools/material that is necessary must be moved and stored safely. Caution tape and barricades to allow traffic flow to and from the work area may be required. All vertical elevators and escalators must be able to be used daily. The cleanliness of this service work will be the responsibility of the contractor.  It is the contractor’s responsibility to protect surfaces and clean up any debris left behind.

   

  ALL SHUT DOWN WORK TO BE PERFORMED AT AFTER HOURS AND/OR WEEKENDS. ALL REGULAR MAINTENANCE WORK WILL BE PERFORMED DURING NORMAL BUSINESS HOURS AND CONDUCTED IN A PROFESSIONAL MANNER AND DRESS ACCORDINGLY DUE TO HIGH EXPOSURE TO THE PUBLIC

• GENERAL CONDITIONS —
  1. All material and process’s to be submitted to owner and approved before installation, samples to be submitted to owner for approval.

   

  2. All work hours will be scheduled at the discretion of the City of Richmond. Any after hours, weekend work will be included at no extra cost to the City of Richmond.  The City will not be responsible for Contractor overtime.   

   

  3. Contractor shall ensure work site is cleaned after service.  The City will not be responsible, nor provide storage for any tools or equipment. 

   

  4. Contractor shall adhere to all applicable requirements.

   

  5. In case an accident onsite or on any location owned by the City, report the incident immediately to the City of Richmond.

   

  6. Provide MSDS information for all products used during services.

   

  7. Contractor shall comply with all OSHA, VOSH, State, and Federal Regulations.

   

  Award shall be made based on the lowest responsive, responsible bidder

Submission Requirements

• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this legally binding response on behalf of my company. (required)
• Acknowledgment of Addenda (required) —

  We acknowledge that we have received, reviewed and attached all Addenda in our submission.

• Primary Contact (required) —

  Please provide the following information for the main contact for all communication regarding this solicitation:

  Name
  Title
  Phone Number
  Email Address

• Secondary Contact - OPTIONAL —

  Please provide the following information for the secondary contact for all communication regarding this solicitation:

  Name
  Title
  Phone Number
  Email Address

• Signature Sheet (required) —

  Please upload your completed signature sheet.

• State Corporation Commission Form (required) —

  Please upload your completed State Corporation Commission Form.

• Consent to Accept Electronic Signatures (required) —

  Please upload your completed Consent to Accept Electronic Signatures.

• Bid Submittals —

  Please upload any and all required forms listed in the solicitation and the corresponding attachments.

• Bid Price Worksheet (excel format) —

  Please upload Bid Price Worksheet in Excel format (XLS), if applicable.

  Delivery F.O.B: TBD

  Required Time for Delivery: TBD

• Debarment Certification (required) —

  This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, or by any town, city, or county, from submitting Bids, nor are they an agent of any person or entity that is now so debarred.

  https://logi.cgieva.com/External/rdPage.aspx?rdReport=Public.Reports.Report9020_Data

• Authorization to Transact Business in Virginia (required) —

  Please provide your State Corporation Commission (SCC) Identification Number. If the Firm/Company is not required to have/maintain registration, please provide the reason. If the Firm/Company is in the process of registering with the SCC, please state so.

  For more information on registration and requirements, please visit https://www.scc.virginia.gov/.

•  Proprietary Information (required) —

  Trade Secrets or Proprietary information submitted by an Offeror or a Bidder in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror or bidder or Contractor must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. Price quotations in proposals or bids submitted to the City are not “proprietary” or “confidential”. They are considered public information. Information leading to the decision to award, including prices and other factors, shall be made public. Please clearly list out exactly what sections of your submittal are proprietary. Do Not Mark the Whole Submission Proprietary (bid/proposal).

• MBE and ESB Participation (required) —

  What is the percentage of minority business enterprise (MBE) and emerging small business (ESB) participation determined for this solicitation? Example: 15%

• Contract Term (required) —

  Example: one (1) year, two (2) years, etc.

  This Contract shall commence on the Commencement Date set forth in the Goods and Services Contract and shall expire _________  later, unless terminated earlier in accordance with the provisions of this Contract.

• Renewal Term of the Contract (required) —

  Example: 2 two-year

  The City may, at its sole option, renew this Contract for up to ________ renewal terms by furnishing the Contractor with written notice of its decision to renew at least 60 calendar days before the expiration of the then-current term.

• Cooperative Procurement (required) —

  Will this contract be available for cooperative procurement?

• Are there any additional special terms and conditions? (required) —

  Please select yes if you want to add more special terms and conditions beyond Cooperative Purchasing, Price Escalation/De-Escalation, or American Rescue Plan Act (ARPA) Provisions.  Cooperative Purchasing and Price Escalation/De-Escalation will automatically be included.  American Rescue Plan Act (ARPA) Provisions will only be included if the American Rescue Plan Act (ARPA) Funds question is answered Yes.

  Refer to SPECIAL TERMS AND CONDITIONS for existing Special Terms and Conditions.

  ADD OTHER SPECIAL TERMS AND CONDITIONS AS NEEDED.  LEGAL REVIEW MAY BE REQUIRED DEPENDING ON WHAT IS BEING ADDED.

• American Rescue Plan Act (ARPA) Funds (required) —

  Will this project be funded by American Rescue Plan Act (ARPA) funds?

• Pricing
• Type of Pricing (required)
• Delivery F.O.B (required)
• Required Time for Delivery (required)