22-03 - Request for Bid Clear Creek County Annual Elevator Inspection & Maintenance Cont

Request for Bid
Clear Creek County Annual Elevator Inspection & Maintenance Contract
Multiple Facilities, Clear Creek County


PURPOSE


Clear Creek County is seeking bids from qualified professional vendors for an annual elevator inspection and maintenance contract for a two-year period beginning this fall of 2022.  The qualified vendor must show possession of skills necessary to maintain and improve effectiveness, enhance its quality of services, minimize down time and support costs, and ensure elevator safety and operation.

The purpose of this Request-for-Bid is to obtain relevant information, credentials, qualifications, experience and a proposed Project Approach from interested Firms to inform the Board for selection of an elevator-specialized company to maintain, inspect, and test multiple elevator units monthly at each location and to recommend the replacement or repair of units in need. 



REQUEST FOR BID SCHEDULE



The Request-for-Bid Schedule is as follows. The County of Clear Creek reserves the right to revise the Schedule or other portions of this as necessary.

DescriptionDate
Release SolicitationAugust 31, 2022
Question & Answer Period Begins September 2, 2022
On-site Prebid Meeting – 9:00 a.m.September 12, 2022
Question & Answer Period EndsSeptember 19, 2022
Bids Due – 4:00 p.m.September 26, 2022
Anticipated Award DateSeptember 28, 2022

• These dates are subject to change based on funding appropriations.
• Any revisions to the above schedule will be posted on the Clear Creek County website “Bid Postings” link.  It is the responsibility of all submitting firms to review this website for scheduling updates as well as Request-for-Bid modifications and addendums. 

Expected Period of Contract: A contract beginning in September of 2022, and the maintenance contract to be a term of 2 years ending September of 2024.



BACKGROUND INFORMATION



Clear Creek County owns and relies upon several elevators in the Clear Creek County community.  Below is a list of the elevators the County expects to have tested/inspected on a monthly basis:

AddressEquipmentElevator typePermit #
County Courthouse
405 Argentine Street, Georgetown, CO 80444Montgomery Relay 19824 landings; 3 openings (front); hydro-unit, 2000 lbs.;CP09-001789
County Courthouse
405 Argentine Street, Georgetown, CO 80444TKE TAC 20 20142500 lbs.; Adjacent; 3 openings (front); hydro-unitCP11-000761
County Courthouse
405 Argentine Street, Georgetown, CO 80444Garaventa Wheelchair Lift 2015Lift; 700 lbs., 2 openings (front)CP15-000111


1969 Miner Street, Idaho Springs, CO 80452Schindler 3300/3100 Traction Elevator2 openings (front), N5839



REQUEST FOR BID PRE-BID MEETING


A pre-bid meeting will be held on Wednesday, September 12, 2022 meeting at 9:00 a.m. at the County Courthouse in Georgetown (405 Argentine Street, 80444).  Bidders are not required to attend but it is helpful to get all the questions out on the table so all bidders hear the same information.






SCOPE OF SERVICES



Elevator Annual Inspection & Maintenance Contract

• Inspect controller and wiring—including relays, resistors, contacts, coils, leads, transformers, timing devices, and solid-state components.
• Inspect motor including motor windings, bearings, rotating elements, commutators, brushes, and brush holders.
• Inspect motor generator including motor generator windings, bearings, rotating elements, commutators, brushes and brush holders.
• Inspect the elevator including worm gear, thrust bearings, drive sheaves, drive sheave shaft bearings, brake coils, brake linings and components.
• Inspect entire car, interior and exterior—including power door operator, door protective devices, car door hangers, car door contacts, load weighing equipment, car safety devices, car guide shoes including roller guides.
• Inspect power unit, Maxton valve, muffler, Victaulic fittings.
• Inspect selector—including electrical or mechanical drive components, cams, contacts, relays, resistors, leads and transformers.
• Perform full load run test and relief valve test.
• Inspect door package, GAL operator, clutch assembly and related hardware, gate switch, ceiling tiles and solid panels.
• Inspect hatch door equipment, rollers, interlocks, locking bars, reel closers.
• Inspect push buttons, car position indicator, ADA access, emergency lights and operational key switches.
• Inspect fire service key-switches, floor stops, and ensure each button corresponds to the direction of the elevator travel.
• Inspect elevator door jambs and indicators.
• Inspect underground hydraulic cylinder, pistons, heads, isolation pad.
• Adjust and pressure test the elevator.
• Inspect cab interior and door skins.
• Inspect electrical lighting, emergency power circuits. 
• Inspect controller traction.
• Inspect dispatching equipment including relays, resistors, contacts, coils, leads, transformers, timing devices and solid-state components.
• Inspect the selector including electrical and mechanical drive components, cams, contacts, relays, resistors, leads and transformers.
• Inspect the governor including sheave, bearings, shafts, contacts and governor jaws.
• Inspect the hoistway including deflector sheave, secondary sheaves, buffers governor tension assemblies, guide rails, limit switches, compensating sheave assemblies, compensating chain or cables, traveling cables, hoistway and machine room wiring, hoistway door interlocks, hoistway door hangers and gibs and auxiliary closer.
• Clean machine rooms, car tops and pits.
• Check for proper leveling.
• Check the operation of each elevator phone.
• In the case of hydraulic elevators, regularly and systematically examine, lubricate as required, repair/replace:  pump unit, motor, muffler and controller parts, valves, valve magnet coils, valve motors, packing windings, rotating elements, contacts, coils, resistance for operating and motor circuits, magnet frames, hydraulic oil and all other electrical and mechanical parts not excluded in this agreement.
• Cost estimates.

BUDGET DETAILS:


The funding for this project is included in the 2022 Clear Creek County General Fund Capital-Improvement-Plan.



EXHIBITS:


Exhibit A:  Site Plan of each address and location of the units
Exhibit B:  County Unified Form Construction Contract


SUBMITTAL REQUIREMENTS:


The Request-for-Bid response shall include the following information and shall be organized as follows:

Cover Letter

Table of Contents

1. Firm Overview:  Provide concise details of your Firm which includes information describing size, services, credentials, qualifications and expertise, office location and specific experience in facility programming, planning and design.
2. Relevant Experience:  Provide specific examples of relevant projects of similar scope and complexity the Firm has completed in the last five years. 
3. Current Workload:  Provide a description of projects undertaken by your Firm that would be concurrent with the timeframe of this project.
4. Project Team:  It is the expectation of Clear Creek County that the individuals noted in the team will not be changed after the Project is awarded except in unusual circumstances beyond the Firm’s control.
5. Project Approach:  Provide a detailed narrative and proposed schedule describing your specific approach as well as your ability to meet the needs of this Project.  Outline your understanding of the Project and identify critical issues based on your Firms’ experience. 
6. Formal Cost Estimates:  Please provide a line item budget for each elevator for the cost of its annual maintenance contract.

Appendix:
Provide any other information – unique capabilities, value-added services, etc. – relevant to the County’s evaluation of your Firm.

Response information shall be limited to the information requested as noted above.

Clear Creek County will not be responsible for any cost associated with the preparation of the Firms’ responses to this Request-for-Bid. 



SUBMISSION OF RESPONSE:


Responses shall be submitted via email clearly identified as follows:

RESPONSE TO REQUEST FOR BID
Clear Creek County Elevator Inspection & Maintenance Contract

The firm shall submit one electronic copy of their response to this Request-for-Bid.

Firms may not contact any team members, staff or employees of Clear Creek County or other parties involved in this project.  All communications regarding this project should be directed to:  Beth Luther, Clear Creek County Representative.

Please deliver your responses to:

Beth Luther
303-679-2312
bluther@clearcreekcounty.us

The deadline for submitting a Response is 4:00 p.m. local time on September 26, 2022. 

Responses will be time-stamped and logged upon receipt.  Responses received after the deadline will NOT be considered and will be returned unopened.  All timely and properly prepared Responses will be considered for evaluation.



SELECTION



The County will appoint a Selection Committee.  The Selection Committee will analyze the submittals and will evaluate the Firms regarding their qualifications and expertise, including, but not limited to, relevant experience, capability of professional staff, location, project approach and demonstrated performance as well as ability to maintain budget and schedule considerations. 




RESERVATIONS:


The County reserves the right to reject any and all Responses and to waive any informality, technical defects or clerical errors in any Reponses as the best interest of the County may require.  Selection procedures will be conducted in conformance with all applicable qualifications-based selection requirements.



ADDITIONAL INFORMATION



Questions & Inquiries:
Applicants may submit written questions to Beth Luther, Clear Creek County Representative via email to bluther@clearcreekcounty.us.

All responses to any Questions and Inquiries will be posted on the County website and can be accessed using the following link: https://www.clearcreekcounty.us/bids.aspx  

Addenda:
The County reserves the right to issue addenda to the Request-for-Bid at any time as a result of questions, change in schedule or other matters. 

Changes:
The County also reserves the right to cancel or reissue the Request-for-Bid. 


     



Please see the “bid postings” website for edits to the Request-for-Bid.
https://www.clearcreekcounty.us/bids.aspx   UNIFIED-FORM CONSTRUCTION CONTRACT
ENTER PROJECT NAME

THIS Contract is made                                          , 20                 , between Clear Creek County, Colorado, a body corporate and politic acting by and through its Board of County Commissioners (“County”), and Enter Contractor’s Name,  Choose an item., authorized to do business in the State of Colorado, dba Enter Contractor’s DBA name if applicable, if not, enter N/A,(“Contractor”).

In consideration of the mutual covenants, agreements, conditions and undertakings hereinafter specified, County and Contractor agree as follows:
                                   
            Section 1.     Scope of Work.  Contractor shall, in a good and workmanlike manner and at its own cost and expense, furnish all labor, materials and equipment and do all work necessary and incidental to performing Enter project name.  (“Project”)  as specified in the Contractor’s bid, and this Contract ("Work").  Contractor shall perform the Work in strict accordance with the Contract Documents.

Contractor is required to have a competent superintendent (by whatever title), authorized to act on behalf of the Contractor, who will be on the project at all times.  Contractor shall provide County the name and contact information for the superintendent.  Contractor’s superintendent must be on the project when subcontractors are working, even if the Contractor is not performing work with its own forces.  A superintendent who is not competent should be removed from the project.  The superintendent is responsible for all subcontractors and suppliers and must schedule and control their respective operations. 

Section 2.     Contract Documents.  The Contract Documents, which comprise the entire agreement and contract between County and Contractor, consist of this Contract and Invitation for Bids, Bid,Project Specifications and Drawings, Notice of Award, Notice to Proceed, and any modifications, change orders or other such revisions properly authorized after the execution of this Contract.

Section 3.     Price.  County shall pay Contractor for the performance of the Work and completion of the Project the sum $Enter Contract Amount. (“Contract Price”).  The funds appropriated for this Project are equal to or in excess of the Contract Price.

Section 4.     Changes to Contract Price.  The Contract Price may be changed only by a written change order executed by both parties.  Pursuant to the provisions §24-91-103.6, C.R.S., and notwithstanding anything to the contrary contained elsewhere in the Contract Documents, no change order or other form of order or directive by County, and no amendment to this Contract, requiring additional compensable work to be performed which work causes the aggregate amount payable under the Contract to exceed the amount appropriated for the original Contract, shall be of any force or effect unless accompanied by a written assurance by County that lawful appropriations to cover the costs of the additional work have been made or unless such work is covered under a remedy-granting provision in the Contract.  Further pursuant to §24-91-103.6, C.R.S., any form of order or directive by the County requiring additional compensable work to be performed shall contain a clause that requires the County to reimburse the Contractor for the Contractor’s costs on a periodic basis for all additional directed work performed until a change order is finalized, but periodic reimbursement shall not be required before the Contractor has submitted an estimate of cost for the additional compensable work to be performed.

Section 5.     Commencement and Completion of Performance.  Contractor shall commence the Work within seven calendar days after the County gives its Notice to Proceed,  and will complete the Work not later than Enter date of completion..  The dates of beginning and for completing the Work are essential conditions of this Contract.  In the event Contractor fails to timely commence or timely complete the Work, County may take over the Work and prosecute the same to completion.  Contractor shall proceed with the Work at such rate of progress to insure full completion within the contract time.  If Contractor fails to complete the Work within the contract time, or extension of time granted by the County, then Contractor shall pay to County, as liquidated damages and not as penalty, the sum of Spell out penalty amount eg One Hundred  dollars ($Enter Penalty Amount) for each calendar day that Contractor is in default.  If Contractor promptly gives County notice of delays in the performance of the Work due to unforeseeable causes beyond the control and without the fault of Contractor from unforeseen conditions, acts of God or of the public enemy, acts of County, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and abnormal and unforeseeable weather, and County agrees, the completion date will be extended for the delay period, which will be Contractor’s sole remedy for the delay.

Section 6.     Times and Methods of Payment.

A.        Progress Payments:  County will make monthly progress payments on account of the Contract Price on the basis of Contractor's applications for payments.  All progress payments will be on the basis of the progress of the Work. If the County objects to any invoices submitted by Contractor, the County will so advise Contractor in writing giving the reason within fourteen (14) days of receipt of the invoice.

B.         Retainage Withheld Against Progress Payments: Before final completion, progress payments will be in an amount equal to 95% of the value of the Work (including materials delivered to and suitably stored at the work site or for the project) which has been satisfactorily completed, as provided in §24-91-103, CRS.

C.        Final Payment:  Upon final completion and acceptance by County, County will pay the remainder of the Contract Price.  If the amount of the contract exceeds one hundred fifty thousand dollars ($150,000.00), final payment shall not be made until after final settlement of this Contract has been duly advertised by publication of notice thereof at least twice in a public newspaper of general circulation published in Clear Creek County, the Board of County Commissioners has held a public hearing thereon, and County has complied with the requirements of §38-26-107, CRS.
           
            Section 7.     Final Acceptance. 

A.        Final Acceptance, When, and Effect on Warranties:  Final acceptance of the Project shall follow inspection and approval of Contractor’s performance by County, along with inspection by appropriate governmental officials pursuant to local, state and federal requirements.  County’s determination of the acceptability of Contractor’s performance for conformity with this Contract shall be conclusive and binding upon Contractor.  Final acceptance by the County is subject to the provisions of this Contract, and in no manner affects or releases any warranties by Contractor, manufacturers of Project equipment or suppliers of Project materials.

B.         Project Must be Claim Free for Final Acceptance:  The Project, when presented to County for final acceptance, shall be delivered free from any and all claims or encumbrances whether then in existence or later established by law, statute, ordinance or otherwise.  No claim or encumbrance against the Project or the Project site shall be outstanding or otherwise unsettled at the time of final acceptance.  The right to assert any claim or encumbrance against the Project, after final acceptance by County and final payment to Contractor, is hereby waived by Contractor on behalf of itself and any subcontractor.

            Section 8.     Contractor’s Obligations Are Absolute.  Contractor's obligation to perform and complete the Work in accordance with the Contract Documents is absolute.  Neither the recommendation of any progress or final payment nor the payment by County to Contractor, nor any use or occupancy of the Work or any part thereof by County, nor any act of acceptance by County, nor any correction of defective Work by County, shall constitute an acceptance of Work not in accordance with the Contract Documents or a release of Contractor's obligation to perform the Work in accordance with the Contract Documents.

            Section 9.     Contractor’s Representations.  In order to induce County to enter into this Contract Contractor makes the following representations:

            A.        Contractor has familiarized himself with the nature and extent of the Contract Documents, Work, locality, and with all local conditions, and federal, state, and local laws, ordinances, rules and regulations that in any manner may affect cost, progress, or performance of the Work.
            B.         Contractor has made, or caused to be made, examinations, investigations, and tests and studies of such reports and related data as he deems necessary for the performance of the Work at the Contract Price, within the Contract Time, and in accordance with other terms and conditions of the Contract Documents; and no additional examinations, investigations, tests, reports, or similar data are, or will be required by Contractor for such purposes.
            C.        The contract time for the completion of the Work is a reasonable time, taking into consideration the average climatic and economic conditions and other factors prevailing in the locality of the Work during the period the Work is to be performed. 

            Section 10.   Bonds.  If the Contract Price exceeds Fifty Thousand Dollars, Contractor shall deliver to the County both a labor and materials payment bond and  a performance bond securing the performance of the Work and Contractor’s payment therefor (§§38-26-105, 106, CRS).  Bonds required by this Contract shall be issued in a penal sum not less than 100% of the Contract Price by sureties licensed to do business in Colorado.  All bonds shall be in forms satisfactory to Owner, and be executed by such sureties as (a) are licensed to conduct business in Colorado, and (b) are named in the current list of “Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies” as published in Circular 570 (amended) by the Financial Management Service Bureau of the U.S. Treasury Department.  The performance bond shall remain in effect until the later of two (2) years after (a) the date of final payment for the Work or (b) the expiration of the warranty period, except as otherwise provided by law.  The payment bond shall remain in effect not less than one year following the date of final payment for the Work. The bonds (and original powers of attorney, if applicable) shall be delivered before Contractor may commence the Work; and County shall have no liability or obligation hereunder unless and until the bonds have been so delivered.  

            Section 11.   Insurance. 
 

1. Contractor shall obtain and maintain during the life of this Contract, and shall cause any subcontractor to obtain and maintain during the life of this Contract, the minimum insurance coverages listed below.  The insurance shall be obtained from insurers acceptable to the County who are licensed to do insurance business in Colorado, and in forms acceptable to the County.  All coverages shall be continuously maintained to cover all liability, claims, demands and other obligations assumed by the Contractor under this Contract.

1.         Workers’ Compensation and Employer’s Liability Insurance: Workers’ Compensation and Employer’s Liability Insurance must be maintained as required by law. 
2.         Commercial General Liability Insurance: Contactor shall maintain a Commercial General Liability Form of insurance with bodily injury and property damage liability limits of the greater of (a) $424,000 for any one person in any one occurrence and $1,195,000 for two or more persons in any one occurrence, or (b) the maximum government liability under the Colorado Governmental Immunity Act, CRS §24-10-101, et seq.
3.         Automobile Liability Insurance:  Contractor shall maintain an Automobile Liability form of insurance with bodily injury and property damage liability limits of the greater of (a) $424,000 for any one person in any one occurrence and $1,195,000 for two or more persons in any one occurrence, or (b) the maximum government liability under the Colorado Governmental Immunity Act, CRS §24-10-101, et seq.

4.       THIS PARAGRAPH A.4 
          Protective Liability and Property Damage Insurance:  Contractor shall maintain protective liability and property damage insurance covering the liability of County, including any employee, officer or agent of County, with respect to all operations under the Contract by the Contractor or his subcontractors. 

B.         Certificates of insurance acceptable to the County shall be delivered to County before commencement of the Work.  These certificates must contain provisions naming the County as an additional insured (except as to worker’s compensation) and that coverage afforded under the policies will not be cancelled or terminated until at least thirty days prior written notice has been given County.  Contractor shall not permit any of his subcontractors to start Work until all required insurance have been obtained and certificates with the proper endorsements have been delivered to County; and County shall have no liability or obligation hereunder unless and until the certificates have been so delivered.   Failure of Contractor to comply with the foregoing insurance requirements shall in no way waive County's rights hereunder.

C.        The insurance provided by Contractor shall be primary to insurance carried by County.

D.        All policies shall contain waiver of subrogation and rights of recovery against County.