This is a service / maintenance or supply contract in Cedar Rapids, Iowa. Contact the soliciting agency for additional information.

General Description of Work The City of Cedar Rapids (hereinafter, the City) is requesting written proposals from qualified Contractors to provide Elevator Maintenance & Repair Services. The intent of this project is to provide a complete systematic maintenance and repair program for the City's elevators listed in Attachment section, to ensure the safe operation of these elevators and to minimize their downtime. The resulting contract shall include all of the necessary inspections, testing, maintenance and repairs for a monthly firm fixed price as requested on the Proposal Pricing Submittal Form. The Eastern Iowa Airport is also participating in this RFP. 2.0 Contract Additions and Deletions 2.1 The City may require the addition of services from the Contractor as the requirements of the City change. This may entail additional facility areas and/or additional services required at contracted facilities. The Contractor shall provide the City with a cost for these additional services based upon the cost structure utilized in establishing the cost for the areas that were initially contracted. 2.2 The City reserves the right to delete any portion of this contract at any time without cause. If such right is exercised, the total fee shall be reduced by the amount established for that service. If work has already been accomplished on the portion of the contract to be deleted, the Contractor shall be paid for the deleted portion on the basis of the percentage of completion. 3.0 Scope of Work to be Included in Monthly Fee 3.1 Contractor shall maintain the City-owned elevator equipment using trained employees who are qualified to keep the equipment properly adjusted and use all reasonable care to maintain the equipment in proper and safe operating condition. 3.2 Contractor shall regularly (at least monthly) and systematically examine, adjust and lubricate all elevators as required by the manufacturer's original instructions. 3.3 Contractor shall maintain a comfortable elevator ride with smooth acceleration, retardation and a soft accurate stop within 1/4" with minimum noise. 3.4 Door operation shall be quiet and positive. 3.5 If conditions warrant, unless specifically excluded elsewhere in this RFP, the Contractor shall repair or replace all elevator components. 3.6 Contractor shall perform five-year full load and annual no-load safety tests for all traction elevators in accordance with applicable code requirements. 3.7 Contractor shall perform an annual no-load relief valve test and cylinder leakage test on all hydraulic elevators in accordance with ANSI A17.1 Code. 3.8 Contractor shall reset all elevator fire service equipment when activated by the fire alarm system. 3.9 The cost of the first hour of labor necessary to make repairs resulting from misuse of equipment or vandalism shall be included in the monthly fee. 3.10 All in-car communication devices shall be tested on a monthly basis, including telephones, intercoms, and alarm bells. 3.11 All signals shall be re-lamped during the monthly inspection. 3.12 Hoist ways, pits, elevator equipment and elevator equipment rooms shall be left in a clean condition. 3.13 Prior to leaving the work site, a written statement (service ticket is sufficient) shall be furnished to the facilities Site-Based Administrator after each examination, emergency service, or test. The statement shall clearly indicate what type of service was provided. The Contractor shall ensure that an authorized City representative signs the statement immediately after the work is done when routine services are performed and the next business day when emergency services are required. 3.14 Contractor shall have a constantly monitored 24-hour a day phone number(s) to contact for service and be on call 24 hours per day, 7 days a week. Some work may occur in the evening or weekends. No additional compensation will be provided during these instances (i.e., overtime). 3.15 Contractor shall keep the area clean while the service is provided and leave the work area clean and free of materials, debris and equipment. Remove and dispose of all defective materials removed in accordance with all applicable rules, regulations, codes, law, ordinances, statutes, etc. 3.16 If an injury on an elevator or escalator occurs, the equipment is immediately shut down and a "Safety Check" is required to be conducted by the Contractor. "Safety Checks" are included in the monthly maintenance fee. 4.0 Scope of Work NOT Included in Monthly Fee 4.1 Contractor shall not be required to install new attachments as may be recommended or directed by insurance companies, Federal, State, Municipal or Government authorities, subsequent to the date of contract commencement, unless compensated for such installation. 4.2 Repairs required because of obsolescence of the equipment. Parts will not be considered obsolete due to the difficulty of obtaining parts. If a part is no longer supplied by the manufacturer it is the responsibility of the Contractor to replace the part with a similar part manufactured by a different company, if available. 4.3 Labor costs, after the first hour, and repair parts necessary for repairs due to misuse of equipment or vandalism. 4.4 Repair or replacement of building items, hoist way or machine room walls and floors, car enclosures, car finish, floor material, hoist way entrance frames and sills and emergency phone. 4.5 Machine and auxiliary disconnect switches, fuses and feeders to control panels. 4.6 Lamps for car and machine room illumination. 4.7 Replacements with parts of a different design. 4.8 Servicing of the following equipment: car enclosure (including removable panels), door panels, car gates, plenum chambers, hung ceilings, light diffusers, light tubes, bulbs, mirrors and carpets, hoist way entrance frames and sills. 4.9 Neither Party nor its affiliates shall be liable for any loss, damage, detention or delay caused by accidents, strikes, lockouts, material shortages or by any other cause which is beyond its reasonable control or, in any event, for incidental or consequential damages. 4.10 Hydraulic cylinders and underground piping. 5.0 Parts and Materials 5.1 Contractor agrees that it shall perform all said work and supply necessary materials to the entire satisfaction of the City. All materials or parts used in complying with this contract are to be equal to or better than the original equipment and non-proprietary in nature. All material used and/or labor performed shall be subject to the inspection and approval or rejection of the City. 5.2 Any replacement part used and shown defective shall be the sole responsibility of the Contractor. 5.3 Contractor shall assure, or present satisfactory evidence that he is able to acquire major replacement parts of suitable and genuine manufacture from a reliable source, and that such parts shall be compatible or interchangeable with the worn or defective part or impairment to the operation of the elevator machinery and the expected life thereof. 5.4 All oils and grease used shall be the equipment manufacturer's recommended or equal or better quality. 5.5 In order to make replacement and repairs as expeditiously as possible, Contractor shall stock within the confines of the building site or Contractor's facility within twenty-four (24) hour delivery time from the site, all renewal parts, material, tools or other equipment required to maintain the City's elevator equipment. 5.6 Deliveries to the site of replacement, parts, tools and other equipment ordered by the Contractor shall be made directly to the Contractor's facility whenever possible. Interim storage of such deliveries elsewhere at the site will be permitted only with permission of the designated City's site based administrator. 5.7 Contractor shall use only suitable tools, ladders, etc., which meet OSHA approval. 6.0 Elevator Maintenance Technicians 6.1 The Contractor shall be equipped with the normal tools of their trade and shall furnish all labor, tools and all other items necessary for and incidental to executing and completing all required work. Contractor shall provide all required tools, equipment, consumable products and testing instruments needed for the job. 6.2 All labor furnished by the elevator maintenance Contractor shall be trained, certified and thoroughly skilled in elevator maintenance and directly employed and supervised by the Contractor. The technicians will use all reasonable care to maintain the elevator equipment in proper and safe operating condition. 6.3 Any person providing services to City facilities must be identifiable by uniform, proper identification and a marked vehicle. The Contractor shall only furnish employees who are competent and skilled for work under this contract. 6.4 If, in the opinion of the City, an employee of the Contractor is incompetent or disorderly, refuses to perform in accordance with the terms and conditions of the contract, threatens or uses abusive language while on City property, or is otherwise unsatisfactory, that employee shall be removed from all work under this contract. 7.0 Contract Administrator - Site Based Administrator The contract administrator will be Heather Mell, Purchasing Agent for the City of Cedar Rapids. The Site-Based Administrators are listed in the Attachment Section. During the term of the contract, should a Site-Based Administrator request a change of scope, function, design, etc. of the project, such request shall be reported to the City's contract administrator prior to any changes being made. 8.0 Scheduling of Work 8.1 Contractor shall contact the appropriate Site-Based Administrator to schedule the performance of all routine inspections and tests at least 48 hours in advance. 8.2 All work to be performed pursuant to the contract is to be between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, unless otherwise authorized by the Site-Based Administrator in charge of the respective elevators. During heavy service demands, Contractor will offer preferential repair, replacement or emergency service to the City in either regular or overtime situations. 8.3 It is understood that each elevator will have significantly different preventative maintenance and cleaning time requirements. The frequency of service and the amount of time to be spent servicing and maintaining a unit shall be the Contractor's scheduling responsibility. 8.4 It shall be the Contractor's responsibility to schedule as much time as may be necessary to maintain each individual elevator at peak operating efficiency and to keep all equipment clean and properly lubricated. The Contractor's ability to fulfill its contractual obligations shall be in part based on the satisfactory performance of the various elevators contained within this Contract. 8.5 Response time for Non-Emergency Maintenance Call: Contractor shall have a mechanic on the premises within two (2) hours of said call by the City's representative. 8.6 Response time for Emergency Call: In the event of an "occupied" condition or if an unsafe condition exists, Contractorshall make every effort possible to respond immediately to said emergency call but not later than one (1) hour from the call from the City's representative. 9.0 Safety 9.1 Contractor will ensure that its employees observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds. All buildings, equipment and furnishings shall be protected by the Contractor from damage, which might be done or caused by work performed under the Contract. Such damages to the foregoing shall be repaired and/or replaced by approved methods so as to restore the damaged areas to their original condition at the expense of the Contractor. The Contractor shall erect, install, and maintain all temporary public walks, warning signs, barricades, and other protective means as may be necessary for the protection of the public from injury. Contractor certifies that all items or service delivered herein comply with all ANSI Standards and with the Federal Occupational Safety and Health Act of 1970, as applicable. 9.2 Contractor shall exercise the utmost care when working on City property. The Contractor shall be responsible for, and indemnify and hold the City harmless from all damage to the facility that may occur during this project. Any damage that may occur shall be reported to the City immediately. The City may direct the Contractor to undertake immediate and reasonable steps to repair and remediate any damage. The Contractor shall maintain a written log describing all property damage reports, and the Contractor's activities to repair and remediate. This log shall include the dates for each damage report, pictures, contact information and resolution. If property damaged by the Contractor is not repaired or remediated in a timely basis as directed by the City, and to the satisfaction of the City, the City may, at its option, have the damage repaired at the Contractor's expense to be reimbursed to the City. 10.0 Subcontracts - Assignments No part of this project will be subcontracted or assigned without prior written consent of the City, excluding any emergency work. Any subcontractor or assignee must meet the same qualifications in their field as the prime Contractor. Contractor shall be responsible for any payments to subcontractors. Subcontractors must meet all requirements as specified in this contract (i.e. training, safety, insurance, etc.). 11.0 Workmanship, Materials & Equipment Unless otherwise provided in the contract requirements and specification, the Contractor shall furnish all labor, materials and equipment for satisfactory contract performance. When not specifically identified in the specifications, such materials and equipment shall be of suitable type and grade for the purpose. 12.0 Regulatory Agency Compliance Compliance with laws and regulations set forth by regulatory agencies is required. These agencies include, but are not limited to, OSHA - Occupational Safety & Health Agency, EPA - Environmental Protection Agency, ICC - Interstate Commerce Commission, DNR - Department of Natural Resources, and DOT - Department of Transportation. The City of Cedar Rapids expects that bidders will offer expertise on conformance of regulations applying to the products they sell. Failure to assist the City of Cedar Rapids in this area may be just cause for rejection. 13.0 Permits/Licenses Contractor is responsible for all permits and/or licenses to perform the duties of the contract. 14.0 Airport - Contractor Security Requirements The Badging Guide for the Contractors working at the Eastern Airport is included in the Attachment Section and made part of this RFP. 15.0 Cedar Rapids Public Library Security Contractor must apply for a badge from the Site-Based Administrator to gain access to the Public Library. 16.0 Police Dept. - Contractor Security All Contractors and their employees that will be doing work on-site at the Cedar Rapids Police Department (CRPD) facility will be required to adhere to the security procedures of the Police Department in accordance with national standards. 16.1 Please be advised that every time an individual arrivesto do work at the CRPD facility, they will be required to report to the front desk and present a photo ID. A criminal history check is required prior to the individual commencing work at the CRPD facility. 16.2 After the award of a contract, the Contractor will provide a list of each employee (name and date of birth) who will be engaged in the projectso the criminal history check may be completed at least one week prior to work commencing. 16.3 If the individual has not been screened within the past twelve months, a criminal history check will be completed. If it is not possible to submit the name of the employee(s) prior to the day he or she reports for work, a criminal history check will be completed prior to the employee beginning work; however, the City will not pay for the time that the employee waits for the criminal check to be completed. 16.4 Upon passing the criminal history check, or if already screened, the individual will be issued a visitor badge in exchange for his photo ID. The ID will be exchanged for the badge at the completion of the contract employee's service or at the conclusion of that visit. 16.5 The CRPD will require the individual to be accompanied by a CRPD employee while working in the facility. 16.6 The City reserves the right to prohibit the participation of any individual based on the results of the criminal history check. The City will not pay for any service call that could not be completed due to the rejection of any employee, or for the time of any rejected employee. 16.7 The Contractor will not be charged for the criminal history check.