INVITATION TO BID
SCHOOL BOARD OF LAKE COUNTY
PURCHASING DEPARTMENT
29529 COUNTY ROAD 561
TAVARES, FLORIDA 32778-2496
The School Board of Lake County, located in Tavares, Florida, solicits your company to submit a bid on our Bid #4290DG- Elevator Preventative Maintenance and Repair Service.
All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor’s signature will constitute an offer to sell to the Board under the stated terms and conditions.
All prospective vendors are hereby cautioned not to contact any Board member of the School Board of Lake County or any other employee, officer, staff or agent, nor to attempt to persuade or promote through other channels. All contacts must be channeled through the Procurement Department. Failure to comply with these procedures shall be cause for disqualification of firm’s Submittal.
From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns pertaining to any technical aspects of this bid should be posed through Public Purchase.
Purchasing Contact: Deborah Gardner, CPPB, Certified Purchasing Agent
E-mail:
Fax: 352-253-6761
Address: 29529 CR 561
Tavares, Florida 32778
Formal bid openings will no longer be held for bids other than construction. Only the names of the bidders will be read.
1. BIDDERS RESPONSIBILITY: Before submitting their bid proposal, each bidder is required to carefully examine the invitation to bid specifications and to completely familiarize themselves with all of the terms and conditions that are contained within this bid. Ignorance on the part of the bidder will in no way relieve them of any of the obligations and responsibilities, which are a part of this bid.
IMPORTANT NOTICE TO BIDDERS: The Procurement Services Department of Lake County Schools has partnered with Public Purchase for the posting, notification, and processing of their bid opportunities. There is NO COST to Vendors to use this service for Lake County Schools bid opportunities.
Please follow the link www.publicpurchase.com to register with Public Purchase for Lake County Schools. This will place the Bidder on the notification list for any forthcoming addendum or other official communications. Failure to register as a prospective Bidder and/or accept receipt of each document may cause your Submittal Package to be rejected as non-responsive. If you have submitted a package without Lake County School Board issued forms and/or acknowledgment of issued addenda as provided by the Lake County School Board your submittal may be considered non-responsive.
2. ONLY ON LINE RESPONSES shall be accepted on line at www.publicpurchase.com prior to 2:00 pm on June 28, 2016.
It is strongly recommended THAT respondents submit bids as early as possible. time should be allowed to receive any requested assistance FROM PUBLIC PURCHASE. waiting until the last hours of the solicitation could impact the bid submittal.
3. SCOPE OF WORK AND SPECIFICATIONS: The intent of this ITB is to establish firm bid prices for elevator preventative maintenance, in accordance with all terms, conditions, and specifications listed and described in the body of these specifications, to be used as needed, by the School Board. The Lake County School Board has maintained our elevators with a full service program since 2003.
A. Successful Bidder(s) shall furnish all parts, labor, tools, equipment, fluids/lubricants, and supervision necessary to provide full preventative maintenance, inspections, adjustment, replacement, repairs and emergency services for elevator systems described herein. The successful bidder(s) shall furnish the Maintenance Manager with a quarterly report.
All materials and work shall meet the requirements of the following codes:
1. National Electrical Code
2. American National Standards Institute/Safety Code for Elevators
3. State and Local Codes
4. Americans with Disabilities Act (ADA)
B. Preventive Maintenance: The successful bidder(s) shall visit each site one (1) time per quarter and perform preventive maintenance per manufacturers’ recommendation on each elevator. Upon completion of service email notification shall be sent to Maintenance and Operations manager and bookkeeper. Notification shall include school name, address, date, time, and elevator information on repairs and or preventive maintenance. In the event of any incident of vandalism, Acts of God or power surges a written estimate for repairs shall be provided by the successful bidder(s) to the Maintenance Manager for approval before a purchase order is issued. Exceptions to written estimate shall be emergencies.
Preventative maintenance shall consist of a quarterly inspections with hydraulic cylinder test. During one of the quarterly inspections a State certified inspector (as the third party) shall be present to witness the pressure test for Annual State Certification. Systematic quarterly safety inspections, adjustments, cleaning, painting, lubrications, including when necessary, repairing or replacement (Original Equipment Manufacturer (OEM) parts shall be used) of the following components:
1. Controller parts, selectors and dispatching equipment, relays, solid-state components, transducers, resistors, condensers, power amplifiers, transformers, contacts, leads, dashposts, timing devices, computer and microcomputer devices, steel selector tapes, mechanical and electrical driving equipment, signal lamps, and positions indicating equipment.
2. Door operators, car door hangers, car door contacts, door protective devices, load weighting equipment, car frames, car safety mechanisms, platforms, car and counterweight guide shoes including rollers and gibs, and emergency car lighting.
3. Hoist way door interlocks and hangers, bottom door guides, and auxiliary door closing devices. The successful bidder(s) shall maintain all hoist way door sills and groves on each visit.
4. Machines, worms, gears, thrust bearings, drive sheaves, drive sheave shaft bearings, brake pulleys, brake coils, contacts, linings, and components parts.
5. Motors, motor generators, motor windings, rotating elements, communicators, brushes, brush holders, and bearings.
6. Governor components, governor sheaves and shaft assemblies, bearings, contacts, governor jaws, deflector or secondary sheaves, car and counterweight buffers, car and counterweight guide rails, car and counterweight sheave assemblies, top and bottom limit switches, governor tension sheave assemblies, and compensating sheave assemblies.
7. Pumps, pump motors, operating valves, valve motors, leveling valves, plunger packings, exposed piping, above ground plungers and cylinders, and hydraulic fluid tanks.
8. Other repairs or replacements necessary to maintain safety shall be covered under this Agreement.
9. Additionally, the successful bidder(s) shall be responsible for keeping equipment room clean and in orderly condition.
10. The successful bidder(s) shall be required to ensure that equipment operates at original design and speed for floor travel and door opening/closing speeds.
C. Hours: All non-emergency work shall be performed during regular working hours of 8:00 AM to 5:00 PM Monday through Friday, excluding holidays, at no additional cost. Successful bidder(s) shall respond to messages within 1 ½ hours. Service shall be started within 4 hours from notice to proceed. Emergency Service call from elevator response time shall be within one (1) hour.
D. Callbacks: Successful bidder(s) shall provide unlimited callback service. For the purpose of this Agreement, a “callback” is defined as a prior inspection and/or repairs/replacement to the scheduled maintenance in order to correct any fault that requires attention before the regular scheduled visit, at no additional cost. The successful bidder(s) shall be back on site within two (2) hours of the time the callback is reported to the successful bidder(s) whether it is during regular business hours or non-business hours.
E. Should any elevator be shut down for any extended period, exceeding twenty-four (24) continuous hours (except for pre-scheduled repairs approved by the Maintenance Manager), the maintenance billing for the elevator shall be suspended until the elevator is back in service. Quarterly billing shall be prorated, deducting the amount for the elevator down time.
F. Repairs: Any time the Maintenance Manager authorizes the successful bidder(s) to perform work not included in the preventative maintenance of this contract the successful bidder(s) shall be paid at the successful bidder(s)’s regular billing rates shown in the Cost Proposal Form. Field Labor hourly rates will commence and end at the Lake County Schools location. At the job site, the successful bidder(s) shall check in and out at the school office. Cost of transportation of workers to this point is the responsibility of the successful bidder(s) and should be included in the hourly rates. No travel time shall be paid. Repair parts for vandalism, Acts of God or power surges shall be billed at the Manufacturer’s Suggested Retail Price (MSRP), less the percentage discount listed in the Cost Proposal. Any non OEM materials would be reimbursed at invoice.
Successful bidder(s) shall ensure that the School Board is at all times in possession of the most recent manufacturer's catalog with Manufacturer’s Suggested Retail Price (MSRP) or successful bidder(s) shall provide a link to a website with the most current Manufacturer’s Suggested Retail Price list for materials and parts required under this Agreement. Failure on the part of the successful bidder(s) to furnish current MSRP information to School Board may result in payments being made to successful bidder(s) in accordance with the prices provided in the last list provided to School Board by successful bidder(s). In such event, successful bidder(s) shall not be entitled to claim additional costs based on the School Board’s reliance on the last price list provided to it by successful bidder(s).
G. Site Documentation: The successful bidder(s) shall maintain a Fireman’s log and preventative maintenance schedule/work log on site in the elevator’s machine room. These logs shall include entries for all maintenance and repairs. Entries shall show date of service, building name, elevator serial number description of work, mechanic’s name, and approximate time required for work. The Maintenance Manager or representative may review and copy the logs at any time.
H. Inspection of Work: The Maintenance Manager or representative reserves the right to make inspections and tests whenever necessary to ascertain that the requirements of this Agreement are being fulfilled. Deficiencies noted shall be promptly corrected at the successful bidder’s expense.
I. Experience/Licenses: The successful bidder(s) shall have experience in the complete maintenance and repair of elevator systems and employ competent personnel to insure fulfillment of this service. Successful bidder(s) shall have qualified certified individuals, properly trained and equipped with the necessary tools and equipment to make inspections, adjustments and repairs/replacements to the brands herein. The successful bidder(s) must at all times maintain appropriate licenses as required by the State of Florida and the Scope of Work. Successful bidder(s) shall provide, with bid proposal, current copies of Certificate of Competency (CC card) and Technician licenses (CET) to the School Board.
J. Inspections: Inspection fees charged by third party inspectors for state certification shall be paid by the successful bidder(s). Fees for re-inspection due to successful bidder(s)’s failure to eliminate deficiencies covered by this maintenance agreement shall be paid by the successful bidder(s). The successful bidder(s) shall schedule inspections required per code with the third party inspectors and shall be present during said inspections.
K. Additional Elevators and Components: The School Board reserves the right to add or delete elevators to this Agreement.
L. Contractor Information: Upon award, the successful bidder(s) shall provide a twenty-four (24) hour emergency service number to all elevator emergency phone dialers and provide any changes or updates to this number thereafter to Mike Corr, Director, 352-253-6736.
M. Reprogramming: If elevators need to be reprogrammed with telephone numbers or identification numbers, reprogramming and cost shall be the sole responsibility of the successful bidder(s).
4. BID SCHEDULE:
Deadline for Questions: June 13, 2016 @ 4:00PM
Last Date for Addendums: June 14, 2016
Bid Opens: June 28, 2016 @ 2:00 PM
Posting of Award Recommendation: July 13, 2016
Board Action on Recommendation: July 25, 2016
A. AWARD: It is anticipated that Award recommendations shall be made to one Primary and one Alternate vendor who submits the first and second “lowest” and “best” responsive and responsible bid submitted based on conformity to specifications and price. The Primary vendor shall always be contacted first for all work and the School Board shall contact the alternate vendor only when the Primary vendor cannot complete the work within the required period of time as determined by the School Board of Lake County. As the best interests of the School Board may require, the School Board reserves the right to make award(s) on a lowest price basis by item, group of items, all or none, or a combination thereof; with one or more Vendors; to reject any and all bids, that in it’s judgment will be for the best interest of the Lake County Schools, or waive any minor irregularity or technicality in bids received. Award shall be made on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price.
It is important that vendors understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities we are requesting that all pricing submitted be as competitive as possible so that we may return maximum value to the District. By providing a bid the vendor is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s projections under this bid and/or may materially impact the District’s ability to consider renewal of any subsequent terms. Please also see Item 9.
B. The Board reserves the right to use the next lowest and best responsive and responsible bidder in the event the original awardee(s) of the bid cannot fulfill their contract, subject to the terms and conditions provided herein. The next lowest and best responsive and responsible bidder’s prices must remain the same as originally bid and must remain firm for the duration of the contract.
5. Bid tabulations with recommended awards will be posted for review by interested parties on or about July 13, 2016 and will remain posted for a period of 72 hours.