ELEVATOR MAINTENANCE SERVICES AGREEMENTe
BRIGHT AND BEAUTIFUL BAY TO BEACH
ELEVATOR MAINTENANCE SERVICES AGREEMENT
FOR
CITY OF CLEARWATER
thyssenkrupp
CITY OF CLEARWATER
P.O. BOX 4748
CLEARWATER, FL 34616-4748
Contact Manager & Location:
Mr. Thomas Wojtkiw, Superintendent
Building & Maintenance Division
City of Clearwater
1900 Grand Avenue
Clearwater, FL 33765
727.562.4890, ext. 2805
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Elevator Maintenance Agreement
CITY OF CLEARWATER
ELEVATOR MAINTENANCE SERVICES AGREEMENT
PART I: GENERAL INFORMATION
A. Parties to this Agreement
This agreement is between ("Contractor") and The City of
Clearwater, Clearwater, Florida (Owner), for Elevator Maintenance Services at the facilities
and/or buildings listed in Part I.0 of this Agreement to commence on , 2018.
B. Summary of Intent and Requirements
The maintenance work on the elevators is highly critical to the successful operation of the Owner's
facilities. This agreement establishes a long-term partnership with the selected elevator
maintenance Contractor to ensure a high level of service for City of Clearwater employees and
taxpayers, and to extend the life of the elevator systems as much as safely and reliably practical. At
Agreement commencement twenty-eight (28) elevator units and two (2) wheel chair lifts are
covered; this number subject to modification as a result of additions or deletions.
C. Schedule of Elevator Equipment Covered by Agreement
License # Building Name Location
100340 Sid Lickton Park 714 Saturn
6591 City Hall - South 112 S. Osceola
6592 City Hall - North 112 S. Osceola
24150 WPC MS - Central 1605 Harbor Drive
26098 WPC NE - Central 3290 SR 580
38511 Garden Avenue Garage 28 Garden Avenue
43605 Long Center 1501 N. Belcher
43989 UPARC Side Elevator 1501 N. Belcher #249
45950 Sailing Center 1001 Gulf Blvd
50860 Main Police Dept - South 645 Pierce
50861 Main Police Dept - North 645 Pierce
50988 MSB - West 100 S. Myrtle
50989 MSB — East 100 S. Myrtle
53552 MSB - Garage 640 Pierce St
62156 Fire 44 (Sand Key) 50 Gulf Blvd
100529 Fire 45 (Main) 140 Court
62658 Beach Police Dept 700 Bayway Blvd
73299 Main Library - South 100 Osceola
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Elevator Maintenance Agreement
73300
73301
73454
73455
86118
104656
98599
102064
102984
100698
97347
Not assigned
Main Library - Center
Main Library - North
Spectrum Field - West
Spectrum Field - South
General Services — WC Lift
Jack Russell Stadium
Clearwater Beach Lifeguard Station — WC Lift
Joe Dimaggio Field
Eddie C Moore - 8 & 9
WTP#2/RO#2
Carpenter Field Clubhouse
DOT Building (newly acquired)
100 Osceola
100 Osceola
601 N Old Coachman
601 N Old Coachman
1900 Grand Avenue
801 Phillies Drive
180 Gulfview
2450 Drew Street
2780 Drew Street
3290 SR580
651 N Old Coachman
Gulf to Bay (at causeway)
D. Term of This Agreement
This Agreement shall have an initial term of three (3) years, with the option to renew for two (2)
three (3) year additional terms. At the end of the initial term of this contract, the City may initiate
renewal(s) as provided herein. The decision to renew a contract rests solely with the City. The City
will give written notice of its intention to renew the contract no later than thirty (30) days prior to
the expiration.
E. Termination Provisions
By Owner: This Agreement is subject to termination for convenience by the Owner, without any
recourse whatsoever from the Contractor, if the Owner elects to send a thirty (30) days written
notice (to be sent via certified mail) to the Contractor for any of the following reasons, including but
not limited to:
1. Contractor fails to fully keep the equipment operating in a highly reliable, well
maintained, professional workmanship and safe operating condition.
2. Contractor fails to respond to emergency call-backs in a timely manner, during both
regular and overtime hours, as specifically listed in this agreement.
3. Contractor fails to continuously provide skilled, knowledgeable elevator technicians
and repair personnel, including fully trained and qualified supervision, to provide
regularly scheduled service, maintenance, scheduled Contractor unscheduled repair
work and proper care for the elevator equipment listed hereinafter, in a manner that
will keep the elevator systems in "like -new" operating condition, and equipment/work
area in condition required hereinafter.
4. Contractor fails to comply with all specified requirements of this Agreement, including,
but not limited to the following: submittal of unreasonable pricing of any additional
Contractor work, parts, or Contractor labor that is not included in the requirements;
failure to comply with all record keeping requirements and submittal of regularly
required reports; failure to focus on regularly and properly cleaning the elevator
equipment and machinery areas; failure to repair the elevators are requested
Contractor required, consistent with requirements; failure to perform the preventive
maintenance and adjustment work in a manner that will keep the number of
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Elevator Maintenance Agreement
emergency call-backs to a minimum number, as listed hereinafter; failure to perform
analytically based repairs, remedial work, testing and adjusting as required to keep the
elevator equipment in first-class operating condition; failure of Contractor to furnish
completely skilled personnel, who display good work habits or professional Contractor
attitudes while on the premises of the Owner. Additionally, the Elevator Contractor
shall notify the Owner's representatives when arriving on site in response to
emergency call-backs, and notify the Owner's representative when leaving the site, all
by e-mail as required by Owner.
5. Contractor personnel shall be notified by Owner in the event funds for this are not
approved or appropriated by the Owner, for purposes of continuing this Agreement.
6. In the event the Owner becomes dissatisfied with the business relationship with the
work of the Contractor for any reason whatsoever, even though it may not be
specifically listed herein. The Contractor hereby agrees that no recourse can be taken
by the Contractor.
By Contractor: The Agreement is subject to cancellation by the Contractor, subject to sixty (60) days
prior notice, based on the following provisions:
1. Owner fails to provide payments to the Contractor in accordance with Chapter 218,
Florida Statutes.
2. Owner fails to correct any safety items or other issues that could impact the normal
operation, life expectancy or safe use of the elevators, within a reasonable time after
Contractor's proper notice in writing. Notice shall be provided in certified letter form
to City of Clearwater, Superintendent of General Services or designee, as may be
determined during the term of this Agreement.
3. Owner fails to maintain the following: sufficient cooling of elevator machine room
spaces; machine rooms, pit areas, and hoist ways free of water and other hazards;
security of machinery spaces; proper electrical power to the elevator systems, feeders
and disconnect switches for the elevator equipment; damage to the elevator
equipment due to fire, floods, and other disasters; compliance with all work by Owner
related responsibilities as listed herein.
F. Order of Precedence
Any inconsistency in documents relating to this Agreement shall be resolved by giving
precedence in the following order: (i) this Agreement (including the Exhibit(s) attached
hereto) and subsequent Amendments; (ii) the Provider's Request for Proposals #06-18
response; and (iii) Request for Proposals #06-18, Elevator Maintenance Services and
subsequent Addenda; all of which are incorporated by reference and attached hereto.
G. Assignment
This Agreement may not be assigned either in whole or in part without first receiving the City's
written consent. Any attempted assignment, either in whole or in part, without such consent will be
null and void and in such event the City will have the right at its option to terminate the Agreement.
No granting of consent to any assignment will relieve Contractor from any of its obligations and
liabilities under the Agreement.
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H. Changes
Any changes to this Agreement shall be agreed upon in writing by both parties (Amendments). No
oral or other representations, modifications, or waivers will be acceptable to either party.
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Elevator Maintenance Agreement
PART II: SERVICE REQUIREMENTS
A. Contractor's Local Maintenance and Service Office Facilities
The Contractor shall have an established maintenance and service organization staffed with full
time personnel including management, supervisor(s), and technicians, located within the Tampa Bay
Metropolitan Area (encompassing Tampa/St. Petersburg/Clearwater, specifically Hillsborough and
Pinellas Counties). A minimum of twelve (12) highly skilled, journeyman certified elevator
maintenance and repair technicians shall be currently and consistently assigned to perform the
Contractor's elevator maintenance and elevator repair work only, specifically within the Tampa Bay
Metropolitan Area.
B. Maintenance Staff Awareness of Agreement Requirements
The local technical and supervisory staff of the Contractor shall be fully trained in the procedures
required of this Agreement.
Contractor management shall properly train all technicians who will be assigned to work this
Agreement, to communicate the following requirements:
1. Notification requirements when an emergency call-back is received. This includes e-
mail notification when technician arrives at the site, and when the technician leaves
the site after work is completed.
2. Response times required, to meet Agreement requirements.
3. Preventive maintenance time required on each elevator, intervals, and tasks.
4. Items to be checked on a monthly basis and action that must be taken if any systems
fail to function properly.
5. Cleaning schedule for all portions of the elevator systems, including areas for cleaning
by the Owner.
6. Maximum time allowed for any elevator to be out of service for repairs, based on
failure type.
7. Elevators which are to receive rapid response to overtime call-backs as part of this
Agreement, and those which require prior approval to receive overtime call-back
service.
8. Other items that are required by the Agreement, as well as additional Owner related
details, such as: building entry requirements; scheduling; communication; contact
persons; procedures; and so forth, all in compliance with this Agreement.
C. Contractor Organizational Chart
The Contractor shall provide,- with his proposal, a complete organizational chart showing the
responsibilities of all management and supervisory personnel, and technical personnel, associated
with the regional and local office maintenance organization responsible for the scheduled
preventive maintenance and unscheduled maintenance and repairs, tests and associated work on
the elevator equipment covered by this Agreement. The Organizational Chart shall list all names of
personnel (including local, district and regional technical, supervisory, and management personnel),
job titles, business and residence phone numbers, business and home addresses of each person on
the Organizational Chart. Complete information on each person listed, shall include the following:
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Elevator Maintenance Agreement
education, history of uninterrupted time in the elevator industry, specific types of training in the
elevator industry, geographical territory covered by each crew/person(s), who reports to whom, etc.
The complete Organizational Chart must be updated each time there is a change in personnel or
responsibilities during the entire term of this Agreement.
D. Trained Employees
Only fully trained and experienced journeyman certified elevator mechanics and elevator mechanic's
helpers, all in the direct, full-time employment of the Contractor, shall be allowed to perform work
on the elevators covered by this Agreement. Any employee of the Contractor who appears not to
perform in a competent, or be able to work in a safe manner, can be directed to leave the Owner's
premises, and the local office manager for the Contractor will be notified by the Owner's
Representative. Elevator mechanic's helpers with, or without, temporary mechanic's status, are not
acceptable to work as journeymen elevator mechanics on this Agreement regardless of their
standing with the Local Union or the Contractor.
Journeymen elevator mechanics must answer all regular and over -time call-backs, and perform all
tests, perform all routine maintenance examinations, and perform all repairs on the elevator
equipment. Elevator mechanic's helpers can only perform cleaning, painting and replacement of
indicator lamps on the elevator equipment, Contractor assist a journeyman elevator mechanic who
is working on the site at the same time.
Contractor shall regularly engage in providing and requiring continuing education classes and
training sessions to improve the technical skills of the elevator mechanics. Failure to do so
demonstrates lack of commitment on the part of the Contractor, and is not in compliance with the
requirements of this Agreement. Complete records must be maintained indicating the extent and
type of training, and shall be made available to the Owner in the event such a request is made
during the term of this Agreement.
E. Field Supervision
The elevator maintenance, service and repair mechanic(s) assigned to perform work on the
elevators covered by this Agreement shall be properly and regularly supervised by a fully trained
supervisory representative of the Contractor, to ensure the work is being performed in the most
effective, thorough, efficient, and safe manner to keep the elevators operating and appearing in
"like new" condition. As indicated in Part ILA, all supervisory personnel must be based in the Tampa
Bay Metropolitan Area office. Likewise, all routine elevator maintenance work, call-backs, tests and
repairs must be regularly monitored by the supervisor(s) for maintenance of a very high level of
reliability of service, with a very low or limited frequency rate in terms of outages or call-backs due
to failures of the elevator systems. Failures in equipment operation, higher numbers than the
industry standards for similar types of new or newly renovated elevators are not acceptable, and are
not in compliance with this Agreement.
Field supervision shall include regular work site examinations of the work quality and compliance
with the terms of this Agreement. Written reports of findings during each supervisor examination
shall be supplied to the Owner's Superintendent of General Services or designee, during the term of
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the Agreement. Written confirmations and details of site examinations, deficiencies, action
requirements, etc., shall occur at least three (3) times per calendar year.
Follow-up examinations of site work shall occur if the Contractor supervisor determines that there
are deficiencies which do not meet the Agreement requirements.
F. Safety Training and Safe Work Practices
The Contractor shall provide all employees working on the Owner's premises with regularly
scheduled training in safe work habits and practices, including regularly updated safety awareness
training, as required by applicable Federal and State Laws, company policies and current practices in
the elevator industry. All employees must observe safe work habits while performing their assigned
work under this Agreement. Complete records must be kept of all regular safety training, as
required by applicable laws. Copies of training records shall be made available to the Owner, if
requested.
G. Storage Cabinets and Elevator Wiring Diagrams
The Contractor shall have the option of providing a suitable locked storage cabinet in each of the
machinery rooms for storage of small parts, clean wiping rags, wiring diagrams and the like, or he is
permitted to transport those small parts in the maintenance vehicles, along with other parts needed
to avoid unnecessary delays in maintaining the system or promptly restoring a malfunctioning
elevator to service. Likewise, normal wearing parts should be available during regular maintenance
visits to install as part of the required preventive maintenance. This Agreement requires a heavy
focus on preventive maintenance work, including replacing wearing parts in advance of their
complete failure.
Elevator electrical wiring diagrams shall be properly maintained and stored on the elevator
equipment site in a safe manner, to protect the diagrams from excessive damage or misuse. The
Contractor shall be responsible for safe storage and for cost of obtaining the necessary wiring
diagrams or drawings required for any of the elevators, where drawings are not currently available.
Wiring diagrams shall become the property of the Owner. In the event efforts are required from
the Owner to obtain drawings from elevator equipment manufacturers, the Owner shall cooperate
with the Contractor in obtaining the drawings.
H. Major Parts, Minor Parts, Supplies, and Tools Inventory in Local Maintenance Facility
The Contractor, while providing maintenance and repairs under this Agreement, shall stock the
following parts, materials and tools, in addition to all other normal maintenance components, parts,
supplies, special equipment lubricants, and tools, to be used in servicing elevators included in this
Agreement. The following major and minor parts, and tools, shall be located within the Tampa Bay
Metropolitan area facility:
1. A minimum of one (1) set of major and minor electronic boards, except for elevator
specific "mother board" configurations, which will properly fit each type of elevator
electronic type controller included in this Agreement. The requirements include any
and all elevator controller parts which may be needed to restore any elevator, to
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Elevator Maintenance Agreement
reliable service. Mother board configurations shall be available from other stocking
locations, obtainable within 48 hours of the need being established.
2. A minimum of one (1) set of all electronic or conventional controller components,
motor drive assemblies and the like from the local stock, or obtainable within 48
hours after the need is established.
3. A minimum of (1) set of all relays, coils, resistors, rectifiers, terminal strips, timers,
transformers and other elevator controller devices.
4. A sufficient number and type of all electrical parts, switches, board edge connectors,
fuses, fuse blocks, electronic type components, for repair.
5. A minimum of two (2) door operator motors for each type of elevator equipment.
6. Complete sets and miscellaneous components, devices, cables and such for the
electronic door detectors, for prompt repair purposes.
7. A minimum of one (1) each of the alternating current elevator drive motors for all
types, sizes, and voltages for pumping units on oil -hydraulic elevators.
8. A minimum of one (1) set of oil control valves, valve internal components, hydraulic
system gaskets and seals, drive belts, pumps and all such components for the various
types of oil hydraulic pumping units.
9. A minimum of two (2) sets of all types of hydraulic elevator cylinder packing seals.
10. A minimum of twelve (12) rollers, for car doors and hoist way doors, including all
associated devices.
11. A minimum of two (2) types of interlocks, interlock releases and related equipment.
12. A minimum of four (4) door closers, and associated parts.
13. A minimum of one (1) set of door operator components, belts, control boards, and the
like, for each type of door operator machine.
14. A minimum of four (4) of roller guide wheels.
15. A minimum of twelve (12) car and hoist way door panel guides of all types, for the
elevators.
16. Sufficient number of signal fixture components, including a wide selection of lamps,
available to repair all such equipment.
17. Sufficient number of emergency lighting batteries, lamps, operating devices, chargers
and the like, which will restore all elevators. Also, emergency alarm bells and like
items.
18. Sufficient number of emergency telephone devices that will make it possible to
restore elevator safety as soon as possible.
19. Selection of cab lighting lamps and fixtures for elevator cab illumination.
20. Sufficient number of traction machine minor parts, seals, brake parts and the like, for
expeditious elevator repairs.
21. Sufficient number of heavy duty tools such as high capacity chain -falls, hydraulic cable
cutters, hydraulic elevator piping tools and other such tools for purposes of restoring
elevators to service.
22. Sufficient number of test weights for testing elevators, where needed.
23. Sufficient number of high capacity hydraulic fluid filtering systems for use on these
and other elevators. An adequate supply of oil filtering cartridges shall be available.
24. Sufficient number of blowers, vacuum cleaners, step ladders, oil transfer pumps, hoist
rope tension gauges, door closing pressure spring type gauges, governor jaw/rope
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tension gauges, stop watches, voltage/resistance meters, amp. Meters, fully
programmed lap -top computers, software archives, adjustment and trouble -shooting
manuals, parts manuals, and other such tools. Each technician shall be issued a stop
watch and door closing tension gauge.
25. Various types of painting supplies, coatings, lubricants, "Corrosion Block" protective
coating, all appropriate types of hydraulic fluids. Environmentally approved cleaning
solvents and supplies must be on hand and available to the maintenance/repair
technicians.
26. Wiping clothes and other cleaning media, for use on the elevators.
27. Various other equipment, components, supplies, tools and the like, suitable for a
highly efficient elevator maintenance and repair operation.
I. Maintenance Records
This Elevator Maintenance Agreement requires that the Contractor provide detailed, legible, and
complete records of all work performed on the elevator equipment; each visit's work on an elevator
must be documented by the elevator maintenance technician, regardless of the circumstances. The
written record must be signed by the maintenance technician and by an authorized representative
of the Owner. The signature of the Owner's representative is not considered a confirmation that the
work was performed or performed correctly, but only to signify that the Contractor's employee was
at the building(s) on the specific date shown on the report.
The forms to be used for providing written information to the Owner regarding all work associated
with the elevator equipment covered by the Agreement shall be provided by the Contractor. Copies
of all work records shall be submitted to a designated representative of the Owner for a perpetual
file on the elevators.
These written records must be in addition to those created by a hand-held or similar "PDA" type
electronic devices utilized by the Contractor, and shall include the following information:
1. Date (month, day and year) of the work performed.
2. Exact time period during which the work was performed, including starting and ending
times at the building.
3. Complete description of all work performed on the elevator(s). Simply stating "PM"
maintenance is not an acceptable description of the work.
4. List of parts, supplies or equipment being replaced or installed on the elevator
equipment.
5. All work time shall be broken down on a per elevator basis rather than a
generalization of tasks. Time tickets shall apply to each elevator individually, not as a
group.
6. Mechanic and mechanic's helpers must sign a log when reporting to each building,
and sign a log when leaving the building. No exceptions will be accepted, unless if the
building has no location at which to report to log in/out. In this case, an email shall be
sent to the person designated by the Owner. The log must be maintained at each
location designated by the Owner.
7. All records of elevator maintenance, repairs, call-backs, tests and other work shall be
recorded on paper documents located in each elevator machine room.
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8. Fully comply with the elevator maintenance and repair reporting, record keeping and
related requirements listed in ASME A17.1-2016 Safety Code for Elevators &
Escalators.
On a quarterly basis, the Contractor shall email a complete print-out of all elevator related work
performed for the Owner, with a listing of each elevator and separately listing all the work
performed on each elevator. This report shall be easily understandable and legible, and list all
preventive maintenance work, emergency call-backs, unscheduled elevator work of any type,
scheduled work and all required tests. The report shall also include times of arrival and departure at
the buildings. Emergency call-backs shall also include the time the call was received by the
Contractor. These reports shall be provided to the Superintendent of General Services or designee.
The Contractor shall make all maintenance records available via internet, by assigning an account
number and password to a representative of the Owner. These records must provide all relative
information regarding elevators covered by this Agreement.
Written records to be kept in each elevator machine room, which shall be legible and sufficiently
complete as to reflect the work performed. The records shall include the dates for preventive
maintenance, emergency call-backs, repairs, adjustments, tests, voltage checks and other
information regarding the care and operation of the elevators.
When elevator technicians respond to emergency call-backs, the technician shall send an e-mail to
the Owner's representative as soon as s/he arrives at the site, and shall send an e-mail to the same
person prior to leaving the site after the repairs are complete.
J. Semi -Annual Meeting Between Contractor and Owner
Semi-annually, a meeting shall be scheduled by the Contractor to meet with the Owner's designated
representative(s) and Owner's Elevator Consultant to discuss the performance of the Contractor and
the elevator equipment, including emergency call-backs, repair -work, general operation of the
elevators, periodic tests and maintenance records, as well as any other issues Contractor concerns
related to the elevator equipment. Any areas needing improvement shall be included in the
discussion. This meeting shall be scheduled at least twenty-one (21) days in advance of the meeting
date, and shall be at the location designated by the Owner.
K. Annual Training Meeting Between Contractor and Owner's Employees
On a regular basis, representative(s) of the Contractor shall meet with representatives of the Owner
to discuss and verify procedures relating to Owner's responsibilities in terms of elevator equipment
maintenance requirements and other important issues. These requirements shall include, but not
be limited to, the following subjects:
1. Cleaning elevator cabs, including walls, ceilings and other components.
2. Cleaning elevator entrances, including doors and frames.
3. Cleaning elevator cab thresholds and hoist way entrance thresholds.
4. Cleaning the signal fixtures, buttons, and other devices.
5. Cleaning of electronic car door safety protection devices.
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6. Cleaning of all stainless steel surfaces in a proper manner to prevent damage.
7. Replacing filters in air conditioning equipment cooling machine rooms.
8. Cleaning excessive debris from elevator pit areas. Normal amounts to be cleaned by Contractor.
9. Operation of specific keyed operation control features.
10. Access to machine room spaces.
11. Cleaning of elevator floors, and flooring outside the elevator entrances.
12. ASME A17.4 Emergency Evaluation from Elevators, including video.
13. Any other features Contractor items that need to be discussed.
A written report shall be generated by Contractor to verify the subjects and recommendations
made during the training meeting. Copy of report shall be provided to Owner's Superintendent of
General Services or designee.
L. Response Times to Call -Backs and Elevator Outages
Response times are a critical aspect of this Agreement. The Contractor shall be responsible to the
Owner by promptly responding to unscheduled service, maintenance, and repair call-backs on the
elevator equipment covered by this Agreement, in the following manner:
Call-backs during regular working hours: Contractor technician shall arrive at the building within
forty-five (45) minutes after the service call is received by the Contractor.
Call-backs during overtime working hours: Contractor technician shall arrive at the building within
ninety (90) minutes after the call for service has been received by the Contractor.
Call-backs related to entrapments on stalled elevators: Contractor technician shall respond as
quickly as possible — the Contractor's technician is required to arrive at the building site within forty-
five (45) minutes during regular time hours, and within ninety (90) minutes during overtime hours.
Contractor shall be mindful that a number of the elevators covered by this Maintenance Agreement
are located in buildings with only one (1) elevator.
The need for extremely prompt responses to emergency call-backs is critical and is a primary
performance element of this Agreement.
Contractor shall place suitable, professionally designed signs on all elevator entrances anytime an
elevator is removed from service for maintenance or repairs, and when the maintenance technician
arrives at the building in response to an emergency call-back. Install the signs immediately upon
arrival, and remove the signs when the elevator repair is completed.
Contractor technician shall send an e-mail to Superintendent of General Services or designee when
s/he is dispatched to the site, with an estimated time of arrival. Contractor technician shall send an
e-mail to Superintendent of General Services or designee when s/he arrives at the building when an
elevator is out of service.
Contractor technician shall send an e-mail to Superintendent of General Services or designee when
the elevator has been repaired and restored to service, and prior to leaving the premises.
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Failure of the Contractor to comply with the response time requirements, placement of the out of
service for repairs or maintenance signs, shall place the Contractor in default of this Agreement.
M. Time to Return Elevators to Service
Contractor shall promptly provide all staffing, technical manpower, supervision, materials, parts
inventory, supplies and needed tools to make necessary repairs to elevators in need of repairs due
to call-backs, scheduled elevator repairs, or unscheduled elevator repairs, all as follows:
Repair of elevator when only minor parts are required: four (4) hours from the time the emergency
call-back is reported to the Elevator Contractor. Repairs in this category would include the following
work: relays of all types, starter contacts, interlock and interlock release mechanisms, hoist way and
car door rollers, pushbutton components, door guides and shoe gibs, limit switch contacts, timers,
resistors, rectifiers, electrical connections, electronic door protective devices, door operator motors,
door operator drive belts, car door clutches, position indicators, guide shoes and rollers, small
printed circuit boards, fuses, other small parts and the like.
Repair of elevator when major parts or repairs are needed (except drive machine motors, rotating
elements, worms and gears, drive sheaves, and similar major components): fifty-six (56) hours
maximum time from the reporting of an emergency call-back to Contractor, where extensive repairs
are required. Repairs under this category would include the following: traveling cables, jack
packings and seals, hydraulic elevator oil control valves, "mother" boards, driving machine bearings,
motor bearings, complete machine brake assembly, major machine oil seals (not worm shaft seals),
governor jaw assemblies, deflector sheave bearings, governor tail sheave assembly, governor cable
and other similar work. Traction elevator hoist ropes, on a scheduled basis, should be accomplished
in no more than the 56 hours.
Work to replace hoisting cables tor belts, on an unscheduled basis: not more than eighty-five (85)
hours from the determination of such required work, until the elevator is returned to service.
Major scheduled repairs or major parts replacement such as driving machine motors, driving
machine worms and gears, drive sheave assembly and similar major components: one hundred -
twenty (120) hours maximum from the time the major repairs are determined to be necessary until
the Contractor restores the elevator to service.
In the event the Contractor fails to comply with the requirements set forth in Agreement Part II.M,
the Owner shall have the right to deduct the sum of sixty (60) percent of the next monthly invoice
for the elevator involved, on a per incident basis, during a single calendar month. Multiple failures
on the part of the Contractor to properly perform, on the same elevator, can result in no payment
for monthly maintenance.
In the event the Contractor appears to have been negligent or not proactive in returning any
elevator to service after the equipment being out of service due to failing components, lack of parts
availability, lack of suitable preventive maintenance program, or the like, the Contractor shall be
penalized by a charge of $150.00 per elevator, per event, for failing to return the elevator(s) to
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serviceable condition as promptly as possible. This is in addition to invoice deductions taken per
Part II.M.
The number of hours listed in Part II.M are intended to be continuous hours within the regular work
week days, beginning 12:01 A.M. Monday and ending 11:59 P.M. Friday, and do not include
weekends and holidays.
N. Group Control System Tests
Where group type elevator systems exist, the Contractor shall verify the multi -car systems on an
annual basis to determine that the equipment is functioning properly as a group operation. Copies
of any system performance reports generated shall be presented at the semi-annual meetings with
the Owner(s) representative.
O. Equipment Performance, Parts Replacement, Maintenance Tests, and Condition Requirements
The mechanical, electrical and safety related equipment associated with the elevators covered by
this Agreement must be kept in "like -new" condition, in terms of operation, performance and
appearance, throughout the entire term of this Maintenance Agreement. All suitable, appropriate
and necessary adjustments, repairs, replacements and renewals of the equipment are required to
be performed as needed to maintain the original design, or the renovated equipment design
performance, as such conditions apply, including the following: car ride; floor to floor times; door
operation smoothness and speeds, door opening and closing times, as shown herein; door closing
pressure, as shown herein; reliability, dependability, "as new" performance condition; car speed, as
shown herein; noise levels; passenger traffic handling capabilities; floor leveling accuracy; car safety
of operation; system free of vibrations, squeaks and rattles; elimination of oil leaks of any type
(except for the buried portion of oil -hydraulic cylinders and buried hydraulic pressure lines);
cleanliness and housekeeping appearance; operational items such as signal fixtures and operating
buttons; corrosion control; painting.
The Contractor shall replace all needed parts of all types, equipment, bearings or assemblies with
genuine original elevator equipment manufacturer's parts manufactured for the elevator
assemblies, driving machines, elevator electrical controllers, motors, pumps, seals, interlocks,
rollers, relays, electronic boards, door operators and related items incorporated into these elevator
systems. No parts from other elevator equipment or parts manufacturers shall be acceptable to the
Owner, unless the original equipment manufacturer is no longer able to provide a genuine
replacement part or assembly.
All incandescent operating fixture lamps shall be replaced with LED type lamps when a fixture
requires any type of lamp replacement.
Claims made by Contractor, relating to any type of parts obsolescence, shall not be accepted by the
Owner. The Contractor shall be responsible, at their sole expense, for replacement of any parts or
assemblies that may become obsolete during the term of this Agreement. The Owner requires that
the entire assembly be replaced with a new assembly of equal or greater quality if repair or
replacement parts are no longer available for any existing assembly.
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As part of this Agreement, the following items shall be measured on regular intervals to ensure
compliance with the following performance characteristics. Elevator technicians shall have in their
possession the necessary tools and equipment to accurately determine and test the following
operations of the elevator equipment as required:
Door Opening and Closing Times —to be checked by Contractor on a quarterly basis
Door Opening: Single speed and two -speed doors = 2.2 seconds; center -opening doors = 1.8
seconds; all times measured from door fully closed position to door fully open-door position.
Door Closing: Single speed and two -speed doors, for 3'-6" wide doors = 4.0 seconds; for 3'-0" wide
doors or Tess = 3.5 seconds; for 3'-6" wide center -opening doors = 2.2 seconds; all times measured
from door fully open position to door fully -closed position.
Make any required adjustments at the time the doors speeds are checked. Note the testing results
in maintenance documents.
Door Closing Pressure — to be checked by Contractor on a quarterly basis
Door Closing Pressure: to be measured at approximately 1/3 to 2/3 closed, shall be set at a
maximum of 18-20 pounds of door torque for all power operated doors.
Make any required adjustments as soon as the variation from the requirements is detected. Note
the testing results in maintenance documents.
Floor Leveling Accuracy — to be checked by Contractor on a monthly basis
Floor Level Accuracy: shall be set and maintained at no more than 3/16" from exact floor level at all
floors, regardless of direction of travel and load on the elevator car platform.
Make any required adjustments as soon as the variation from the requirements is detected. Note
the testing results in maintenance documents.
Door Stand Open Times — to be checked by Contractor on a quarterly basis
Door Stand Open Time: shall be set at 5.5 seconds for each elevator, unless the Owner's
Representative requests that the time be lengthened. If the door time is lengthened, the time
period should be noted on the machine room records and on the report of work performed at the
time of readjustment.
Make any required adjustments as soon as the variation from the requirements is detected. Note
the testing results in maintenance documents.
Elevator Travel Speeds & Performance
Traction Elevators — to be checked by Contractor on a quarterly basis
The high-speed operation of all elevators shall be within 3% of the system Original design speed, or
the renovated equipment design speed, in both directions, with or without a load on the elevator.
• The rate of acceleration and deceleration is to be maintained at 3.0 feet per second.
• The car shall commence movement from the floor approximately one (1) second after all door
locks or switches are closed.
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• Ride Quality: Car ride on all elevators shall be smooth, quiet, and free from objectionable
noises, scrapes, rattling sounds, vibrations, lateral car movement, or harshness in acceleration
and deceleration control. Check on monthly basis.
Make any required adjustments as soon as the variation from the requirements is detected. Note
the testing results in maintenance documents.
Hydraulic Elevators — to be checked by Contractor on a quarterly basis
The high-speed operation of the elevators shall be within 5% of the system Original, or the
renovated elevator equipment design speed, whichever is the latest design criterion. The down
direction speed, without a load on the elevator, shall be set within 8% percent of the up speed of
the elevator.
• The rate of acceleration and deceleration shall be maintained to operate the elevator
equipment in a smooth and efficient manner, approximately 1.75-2.0 feet per second, free from
jerky and uncomfortable operation. The rates of acceleration and deceleration, including the
leveling operation, shall be the maximum achievable to provide the best service possible for the
building.
• The car shall commence movement in the up direction as quickly as possible once the door locks
and switches are closed, and the motor commences operating at full speed in up direction.
Movement in down direction shall commence as soon as the door interlock and gate contacts
are closed.
• Ride Quality: The elevator car ride shall be smooth, quiet and free from objectionable noises,
scrapes, rattles, vibrations, lateral car movement or harshness in all positions throughout the
travel of the elevator car. Check on a monthly basis.
Make any required adjustments as soon as the variation from the requirements is detected. Note
the testing results in maintenance documents.
P. Elevator Performance Subject to Evaluation
The overall work performance of the Contractor, and the elevator equipment covered by this
Agreement, is subject to periodic evaluation by the Owner, during the entire Agreement term. Any
items identified by the Owner as requiring improvement or correction to comply with this
agreement, elevator industry standards, elevator performance requirements or the latest edition of
ASME A17.1 Safety Code for Elevators and Escalators, shall be corrected within 30 days maximum,
by the Contractor. In the event the Contractor fails to comply with the required corrections the
Owner shall have the sole right to cancel the Agreement and engage the services of another
Contractor. The Contractor shall have the responsibility of paying for the corrections by the new
Contractor, either directly or indirectly through his bonding company who provided the Payment
and Performance Bond(s). The Contractor who is a party to this Agreement shall not be required to
make changes or perform work that is not already required in this Agreement.
Q.
Routine Maintenance Provisions
The Contractor shall perform the following work in addition to the routinely scheduled preventive
maintenance, call-backs, adjustments, repairs, and component replacement or renewal work on the
elevator equipment.
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Elevator Maintenance Agreement
1. Elevator Cars —All Elevators
Check condition of all components and systems, and provide all needed repairs or adjustments to
the elevator car and car top equipment; clean all car tops, cross -head support members, car door
operator machine, car door hanger equipment, car threshold, roller and slide guides on cars, other
top of car related equipment, car door switches, electronic safety screens Contractor door edges,
car door clutch(s) and related equipment at least every two (2) months, to maintain a professional
appearance, function and operation. Adjustments and/Contractor repairs of guide shoes, roller
guides, door operator machines, car door hangers and tracks, door hanger up -thrusts and related
equipment must be made when first diagnosed as being required or needed.
2. Elevator Driving Machines — Traction Elevators
Geared Driving Machines
Contractor shall replace the worm gear oil in each geared traction driving machine at least bi-
annually (every two [2] years). This work includes draining of used oil, thorough flushing the gear
case of all oil, sludge and metal particles, before refilling the gear case Contractor reservoir with
fresh oil of the proper grade, and weight of only synthetic type worm gear oil, of the type and
viscosity recommended by the driving machine manufacturer. Contractor shall maintain a
permanent tag on the driving machine gear case which identifies the lubricant that is installed in the
driving machine, and the dates at which the oil has been replaced. Note in the maintenance records
when the worm gear oil is replaced or added to the gearbox, including the brand/type that was
installed.
Properly lubricate all other lubrication points on the elevator driving machines, using the machine
manufacturer's recommended lubricants and procedures, and at the proper frequency. This
includes drive sheave support bearings, brake pivot points, brake magnet cores and sleeves, drive
motors and other locations where lubrication is required. Follow equipment manufacturer's
recommendations.
Elevator driving machine worm gear lubrication must be kept at the proper level. Waste oil must
not be allowed to accumulate on the machine room floor, on machines or under the driving
machine. All leaking seals shall be repaired or replaced as quickly as they are discovered as leaking.
The use of absorbent pads around or under driving machines is not an acceptable substitute for
replacing seals or gaskets on driving machines, and will not be accepted.
Each month, verify that the thrust bearings, worm shaft bearings, drive sheave bearings and the like
are in good condition. Any deteriorated bearings shall be replaced immediately.
Gearless Driving Machines
The gearless driving machines on any elevators with such design shall be kept clean and maintained.
The brake assemblies shall be examined, quarterly, for proper operation, low noise level and
functionality. Perform any type of maintenance, specific to the type of equipment installed on the
elevator. Verify the performance and wearing characteristics, based on the manufacturer's
recommendations and maintenance instructions. Check the security of mounting and noise levels of
the machinery.
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3. Elevator Driving Machines (Pumping Units) — Hydraulic Elevators
Contractor shall filter the hydraulic fluid in the reservoir of each hydraulic elevator at least every
three (3) years, using a high capacity type portable filtering system and clean filter cartridges (use
new filters for each elevator), to operate for a period of at least five (5) days while the elevator
remains in operation. Clean the reservoir of any dirt and debris that may have collected on the
bottom of the tank, prior to filtering the oil supply.
On dry mounted motor and pump assemblies, clean the pump, drive motor, oil control valve, and oil
collection pan under unit, at least every two (2) months to alleviate the accumulation of dirt, debris
and waste oil. The belt tension and condition should also be checked at least every two (2) months,
and belt replacements or adjustments made where required. Clean exterior of units at least one (1)
time per month. Belts that are badly worn or cracked should be replaced as soon as possible to
prevent failure. No waste oil should ever be returned to the oil reservoir. Check the oil level in the
tank on monthly basis, after installing a magnet inside the tank to verify the proper fluid level.
On dry or wet mounted types of hydraulic pumping units, check the condition of the wiring, tank for
leakage, oil level in tank, and noise levels of the pumps and motors each month. Clean the exterior
of the pumping units at least one (1) time monthly. Replace any spin-off oil filters on oil cooler
systems, as frequently as necessary, to maintain efficient operation of the oil cooling systems.
Regularly check the condition of all hoses, sound and vibration couplings, silencers and other
components with rubber components, and replace in the event of leakage. The rubber pads inside
all oil -hydraulic type silencer units shall be replaced at least every three (3) years, and records shall
be kept indicating replacement of the pads.
4. Elevator Driving Machine Motors — Geared & Gearless Traction Elevators
Check the operating condition of all the alternating and direct current motors and related
components completely, at least monthly. Exterior of the driving machine motors and related
electrical gear must be cleaned at least monthly, to maintain a professional appearance and
operation. Check the condition of the motor bearings at least one (1) time per month. Motor
bearing lubrication, if required, must be as recommended by the motor manufacturer.
5. Elevator Driving Machines —Geared Traction Elevators
Check operation, adjust and repair, if necessary, and clean all worm geared traction type elevator
driving machines, drive sheaves, brake pulleys, brake assemblies, gearboxes and all other related
components or equipment on a regular basis, at least one (1) time monthly, to maintain a
professional appearance and operation. Adjustments to the driving machine brake assemblies shall
be made when necessary, and in accordance with ASME A17.1 safety Code for Elevators and
Escalators. Machine brakes must perform smoothly and quietly. All machine brake assemblies shall
be dismantled, cleaned, repaired as necessary, lubricated, reassembled and tested on an annual
basis. All vibrations, noises or other unfavorable operational problems, of any type, must be
corrected when detected.
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Elevator Maintenance Agreement
Replace when appropriate, and before elevator performance deteriorates, machine drive sheaves,
brake shoes, worms and gears, coupling bushings, machine and motor bearings, machine isolation
pads, gaskets, seals and other wearing parts, under this maintenance Agreement. Perform the
work when any worn or damaged condition if first detected.
6. Hydraulic Cylinders, Piping, and Related Conditions, and Hydraulic Cylinder Maintenance — Oil -
hydraulic Elevators
Regularly check, repair and adjust, the conditions at the top of each hydraulic cylinder for conditions
involving leakage, damage to the packing gland or other conditions that may impact safety of
operation. If the packing or seals leak more than one (1) quart per month, the seals or packing shall
be replaced immediately. The tops of the cylinders must be cleaned monthly to prevent dirt and
debris from being dragged into the hydraulic system. Check all of the piping, valves and fittings in
the machine room and pit area at least one (1) time bi-monthly.
Five (5) gallon metal or plastic containers, with enclosed tops, must be used to collect leaking
hydraulic fluid. Properly dispose of any oil leakage; however, never return the waste oil to the
power unit reservoir.
The buried portion of hydraulic cylinders and any buried hydraulic pressure piping cannot be
maintained; therefore, this equipment is excluded from this Contractor's responsibility. When a leak
is discovered, the Contractor shall remove the elevator from service and notify the Owner in writing
that corrective action is required before the elevator can be returned to service.
7. Hoist way Door Equipment — All Elevators
Examine, adjust, repair and clean all hoist way door tracks and hanger equipment, interlocks and
interlock release mechanisms, door guide shoe assemblies, door closers, relating cables and
hardware, thresholds in the hoist way and the related door operating equipment, completely, at
least every four (4) months, to maintain a professional appearance, function and operation. All
damaged or worn components shall be replaced or repaired when first determined that corrective
work or replacement is necessary or suitable for continued high quality, reliable system operation.
8. Hoist way Equipment —All Elevators
Thoroughly examine, adjust and clean all of the hoist way equipment, guide rails and brackets, roller
or slide guide assemblies on cars (on bottom of all cars, and on counterweight assemblies of traction
elevators) separator beams, side and lower car frame, hoist cables (traction elevators), governor
cables (traction elevators), entire under -car safety devices (traction elevators), traveling cables,
compensating cables or chains (where used on traction elevators), exterior of elevator cab walls,
edges and bottom of car platforms, bottom of car roller guides or slide guides and all other related
equipment at least one (1) time per year. Clean more often, as needed, to maintain a professional
appearance and operation. All worn or damaged elevator equipment items must be replaced or
repaired when the condition is first determined as necessary to maintain reliable elevator operation.
Note the cleaning activities in the maintenance records.
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9. Machinery Room Areas — All Elevators
All the equipment in the elevator machine room areas, including over -speed governors (traction
elevators), driving machines, power units and oil coolers (hydraulic elevators), driving sheaves and
deflector sheaves (traction elevators), exterior of elevator electrical controllers, isolation
transformers, disconnect switches and all other electrical equipment, piping, ductwork and devices
shall be kept clean at all times, including the machine room floors.
Machine room floor must be painted regularly, at least every three (3) years, to provide a
professional appearance at all times.
Elevator Electrical Controller Equipment in each machinery room shall be examined during each
visit to see if any obvious problems are apparent. The following operations apply to the controller
equipment:
• Clean the exterior of the controller cabinets on a monthly basis.
• Clean the interior of the controller equipment on a semi-annual basis.
• Retighten the main power supply conductors on the starters and drive systems at least annually.
• Keep the door(s) closed on controllers when not performing maintenance on the equipment, if
they are equipped with doors or panel covers.
• Do not store miscellaneous items, including wiring diagrams, inside the controller panels.
• Listen for unusual noises or sounds which can indicate potential problems with the equipment.
• Do not touch sensitive components on circuit boards with bare hands. Use approved techniques
when handling or examining electronic equipment.
• Examine terminal strip connections periodically, to see that connections are securely fastened
and have no corrosion.
10. Pit Equipment and Pit Area — All Elevators
Thoroughly examine, repair and clean the pit areas and pit mounted equipment, including buffers
and buffer supports, compensation equipment (traction elevators only, if applicable), governor tail
sheave and weight assemblies (traction elevators), counterweight guards (traction elevators),
hydraulic cylinders (hydraulic elevators only) limit switches, ladders, light fixtures, electrical conduit
and electrical duct work, various protective guards or screens, and all other equipment or devices, at
least one (1) time bi-monthly.
Pit floor shall be cleaned at least one (1) time bi-monthly, or more often if needed to maintain the
area free of accumulation of dirt, dust and debris. Pit floors shall be painted periodically to maintain
a professional appearance and ease of cleaning. Pit floors that accumulate water should not be
painted.
11. Miscellaneous Areas and Items — All Elevators
Depending on building conditions and usage, more frequent cleaning may be required to maintain
professional quality housekeeping standards. The Contractor shall take all necessary steps, at his
expense, to keep the equipment in a first class, professional looking condition. All necessary painting
for appearance and control of rust or corrosion is a requirement of this Agreement.
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Examine hoist cables or belts, and equalize the rope/belt tension on hoist ropes & belts (on traction
elevators only) at least two (2) times per year. Shorten hoist ropes as may be required so that the
counterweight does not strike the pit buffers on traction elevators. Shorten governor cables, as
needed, to prevent the governor tail sheave assembly from dropping below normal operating
position, which is normal to have the support arm in horizontal position.
On all elevators, replace all door guide shoes, or replaceable gibs, according to the following
schedule:
• Car door guide shoes complete shall be replaced at least annually, Contractor more often, if
needed.
• Main floor, hoist way door panels, door guide shoes shall be replaced every two (2) years,
Contractor more often, if needed.
• All other hoist way door panel guide shoes should be replaced at least every five (5) years,
Contractor more often, if needed.
• These requirements are mandatory, and are intended to avoid damage to doors, thresholds and
door equipment.
Examine security of handrails on elevators regularly, and tighten if they become loose. Tighten all
other cab, cab door, cabinet and signal fixtures fasteners, when required to prevent loose fasteners,
noises, rattles, squeaks and alignment problems. Replace all broken or damaged signal fixture
components, screws or devices when damage is first recognized. All this work is required under this
Agreement.
Examine the elevator cab interiors on a monthly basis, for components that may be damaged or
missing. Notify the Owner in writing of any needed repair work which should be provided but is not
included in this Agreement.
All elevator equipment components or systems requiring lubrication for proper, reliable, safe
operation shall be lubricated at regular intervals to assure that the equipment operates in a suitable
manner. Contractor shall have on hand the correct lubricants, and apply the proper lubricants to
items of equipment needing lubrication. Follow directions and recommendations recommended by
the Original equipment manufacturer.
12. Corrosion Control on All Elevator Equipment—All Elevators
The Contractor shall be responsible to prevent miscellaneous rusting and corrosion on the elevator
equipment. Suitable steps shall be taken to keep rust and corrosion from impacting the elevator
systems. Equipment shall be examined periodically to determine if additional work is required at
the expense of the Contractor.
Note: In the event of building flooding, plumbing leaks or overflows, roof leaks and similar
conditions, that creates damage to the elevator equipment, the Contractor shall provide a detailed
written report, photographs, recommendations for correction and appropriate pricing for total
correction of the damage that occurred, beyond the normal environmental conditions.
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13. Resetting of Elevator Control Systems
From time to time, elevators may not function due to control systems needing to be reset because
of a variety of conditions or causes, including but not limited to power outages, power fluctuations,
doors being held open too long, or for any other reason. The Contractor shall be responsible for
resetting of elevator control systems regardless of the nature of the failure or cause. This work
shall typically be provided without additional billing to the Owner.
In the event frequent failures, or conditions not associated with the elevator system, continue to
cause elevator shut -downs, these conditions should prompt a meeting with the Superintendent of
General Services or designee to discuss a resolution to the problems. The need to reset the control
systems should not be a reason to make the Contractor responsible for all nuisance issues that
should be eliminated or accepted by the Owner.
14. Minor Repairs Not Directly Associated with Elevator Equipment Failures
Occasionally, an elevator will fail due to fire service recall operation, trash in the elevator thresholds,
damaged pushbuttons or similar circumstances. So long as the repair for such events does not take
more than one (1) hour while working on the site, the Contractor shall typically restore the elevator
to service without charge to the Owner.
R. Working Hours
All the routine scheduled preventive maintenance work and required tests under this Agreement
shall be performed between the hours of 8:00 AM to 4:30 PM, of regular working days of the
elevator trade in the area in which the work is being performed.
This Agreement includes some elevators receiving both regular time and overtime call-backs for
emergency minor elevator failures, as well as call-backs for major elevator related repair work that
can be accomplished in less than three (3) hours in the building, for each occurrence, on the basis of
24 hours, seven (7) days per week, including all legal holidays.
All elevators, except those located in the following locations, shall be regular time work and regular
time call-backs. The following elevators are subject to regular time maintenance work and call-
backs, as well as emergency overtime for call-backs and minor repairs (up to three [3] hours on the
job):
o City Hall, South and North, 112 S. Osceola
o Main Police, two (2 - South and North) elevators, 645 Pierce
o Municipal Services Building, two (2 - East and West) elevators, 100 S Myrtle Ave
o Garden Avenue Parking Garage, one (1) elevator, 28 N Garden Ave
o Main Library, three (3) elevators, 100 Osceola Ave
o Long Center, one (1) elevator, 1501 Belcher
o UPARC, one (1) elevator, 1501 Belcher
In the event a single overtime major repair event requires more than three (3) hours to complete
(time on the job), the Owner shall be given the option of paying only the over -time premium of the
repair work hourly cost for the time greater than the three (3) hours on the job, in order to expedite
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the repair work. The Owner, or designated representative of the Owner, must be contacted for
approval to continue working beyond three (3) hours in the event the overtime repair work will
exceed the three (3) hours, on the job.
S. Owner to Provide Proper Building Maintenance
While the successful operation of elevator equipment is a team effort by Owner and Contractor, the
Owner shall provide proper maintenance and repairs to the following items, equipment, and
building areas (Contractor shall advise when work is required of the Owner):
1. Proper and safe access to the elevator equipment areas, including the access doors (must be
self-closing, self-locking, requiring a restricted key to enter the rooms. Access to machine room
areas must be properly illuminated for safety purposes. Do not allow unauthorized personnel to
enter the elevator machinery areas.
2. Machinery rooms must be well lighted, with at least 19 foot candles of illumination in all areas in
the rooms, measured at floor level, in the darkest spot in the room. No dark areas or major
shadows are allowed or permitted. Provide a light switch on the strike jamb of the access door,
just inside the room.
3. Machinery room air conditioning is required, and should be functional 24/7, and capable of
keeping the machinery room spaces between 72-78 degrees F, at times the elevator system is in
operation. Owner shall maintain this equipment on a consistent basis, and make repairs
Contractor replacements as needed to keep the equipment functional and reliable. Keep the air
conditioning equipment condensate from dripping onto the machinery room floor, or onto
elevator or electrical equipment. Routine air conditioner filter replacement is the responsibility
of the Owner.
4. Maintain wall outlets in the elevator machinery room and pit areas. These outlets should be
GFCI protected, for added safety.
5. Keep all water from leaking into the machinery room areas, hoist way areas and pit areas. It is
an elevator code violation for water to be present in any of these areas. Contractor shall notify
Owner if water is present in any of these spaces.
6. Electrical equipment (lighting, receptacles, lighting switches, electrical conduit and the like)
located in the pit areas shall be kept in highly serviceable and operable condition at all times.
Contractor shall advise the Owner when any undesirable conditions. In the interest of safety,
the Contractor shall physically replace the lamps in the pit areas, using high quality LED lamps
provided by the Owner. High output type LED lamps are highly recommended for long life and
low energy usage.
7. Lighting level in elevator pits is currently required to be at least 10 foot candles, measured at the
pit floor. No shadows are permitted. Generally, it will require at least two (2) lighting fixtures,
per elevator, to provide the required lighting in an elevator pit.
8. Cleaning and minor maintenance of elevator cab walls and interior components; cleaning cab
door surfaces; cleaning cab operating fixtures; cleaning cab lighting fixtures and ceiling
components; cleaning landing operating fixtures; cleaning of landing doors and frames; cleaning
of door safety device, and all other cleaning of surfaces exposed to the public. Building
maintenance and cleaning personnel should be trained by the Contractor so that they do not
create conditions which cause elevator failures and reliability problems, or damage the
architectural finishes or equipment.
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9. Regular vacuuming, at least daily, the hoist way and car door threshold grooves, which are
exposed to public view. Accumulation of dirt and debris in the grooves will cause elevator shut-
downs and other reliability problems.
10. Frequent cleaning of elevator cab flooring, and removal of any water or slippery substances
from the floor covering, in the interest of safety.
11. Frequent cleaning and removal of water from floor landing surfaces, in front of the elevator
doors.
12. Daily check of ceiling lighting in front of the elevator systems. Make required repairs
immediately.
13. Daily riding of each elevator, while checking for basic safety related items including the
following: floor leveling; door operation; door safety detector; alarm bell, car lighting;
emergency telephone device; unusual noises, vibration and the like. Immediately advise
Contractor of any noticeable defects. Owner should keep daily records of this physical check of
the elevator systems.
14. Periodic (at least annually) check the elevator main power wiring, disconnects and circuit
breaker panels, which feed the elevator systems. Contractor is not responsible to check the
power supplies and disconnect means. Loose connections and failing equipment can cause
damage to the elevator equipment, which would result in major costs to the Owner due to
damaged elevator controller and motor equipment.
15. Arrange and pay for the required annual elevator safety inspections conducted by a third party
QEI certified elevator inspector, whom is fully qualified by State of Florida to perform this work.
Contractor shall coordinate the elevator inspections with Owner. Contractor shall work with
inspection firm to suitably perform the work as efficiently as possible.
T. Additional Requirements
This Agreement shall be recognized by the Contractor and Owner as a "time is of the essence" and
"high performance level" Agreement. Both parties to this Agreement shall make every effort to
respond to all needs of the Agreement without causing delays in performance of duties or impacting
time schedules.
Either party to this Agreement shall notify the other party in the event the required responsibilities
are not being responded to in a timely manner. Communication in writing is required by this
Agreement.
END OF PART I1
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Elevator Maintenance Agreement
PART III: ELEVATOR EQUIPMENT COVERAGE AND MAINTENANCE FREQUENCY
A. Equipment Included
The following items or components are included in this Agreement as routine maintenance
components, materials, parts, or equipment. Contractor shall regularly and systematically provide
preventive maintenance work to include examinations, preventive maintenance, adjustments,
cleaning, lubrication as necessary, repairs or replacement components, and if conditions warrant, in
the reasonable judgment of the Owner or Contractor, the Contractor shall further professionally
repair or replace all worn, damaged, defective or broken parts, components and assemblies, in order
to maintain a high level of equipment performance with a minimum of elevator system or
equipment outages or failures. This Agreement requires the Contractor to be pro -active in a highly
focused preventive maintenance program to maintaining these elevators in a first-class condition.
The elevators shall be kept in "like new" conditions, free from any accumulated wear or
deterioration whatsoever that detracts from the elevator appearance, performance, and reliability.
The elevator(s) must be must be maintained to the highest elevator industry standards, including
providing the following:
1. Geared and gearless type traction hoisting machines complete, including gearboxes, worm,
gears, seals, gaskets, drive sheaves, sheave shafts, gear spiders, bearings, bearing supports and
mountings of all types, brake assemblies complete, brake coils, brake switches, brake shoes and
linings, couplings and bushings, brake pivot pins and bearings, oil seal retainer flanges,
alternating current or direct current drive motors complete, motor housings, drive motor
bearings, drive motor rotors and armatures, drive motor stators, encoders, motor brushes, and
brush rigging; drive motor cooling fans, tachometers, machine isolation pads and mountings,
synthetic type lubricants, and all other driving machine components, whatsoever.
2. Oil -hydraulic pumping units, including reservoirs, pumps, motor components and motor
bearings, motors complete, belts, sheaves, oil control valves, couplings, piping, sound and
vibration isolation couplings, shut-off valves of all types, thermostats, oil cooler assemblies
complete, hydraulic silencers with renewable interior and exterior components, isolation pads
under pumping units, electrical and pressure piping fittings, wiring of all types, connectors,
grommets, and all other components of the pump and pressure systems.
3. Hydraulic cylinder plungers and plunger couplings, platen plates, hydraulic packing and seals of
all types, hydraulic cylinder guide bearings, hydraulic cylinder packing glands and other
components, pressure lines and fittings, piping supports, pressure line shut-off valves, pipe
rupture valves, cylinder gas venting fittings, and all other pressure line system components.
Include five (5) gallon oil leakage collection containers and collection tubes.
Note: Replacement of buried cylinders and buried hydraulic pressure lines is not a requirement
of this Agreement; however, the Contractor shall promptly notify the Owner in the event of any
underground leakage in any hydraulic system.
4. Car movement and logic controller equipment complete, including dispatching equipment,
relays, timers, rectifiers, batteries, transformers of all types, isolation transformers, wiring,
power conversion devices, fuse holders, electronic boards Contractor devices of all types, printed
circuit boards of all types, software programs, contactors, capacitors, resistors, terminal strips,
computers, leads, fuses, amp -traps, encoders, tachometers, electrical panels, electronic starters
and motor drive units and components; floor selector systems complete, selector components
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Elevator Maintenance Agreement
and devices, vanes, switches of all types, cams of all types, and all other components in the
elevator control systems(s), whether or not listed herein.
5. Traction elevator hoist ropes and traction belts, and governor ropes, including fastenings and
shackles, isolators and springs.
6. Car and counterweight guide rails; rail support brackets; car and counterweight guide shoe
assemblies, complete with rollers or slide type assemblies, mountings, springs, pivots, bolts, or
other devices. Correct rail alignment, where needed, to provide smooth ride. Car roller guide
wheels shall also be replaced when the rubber tires become inflexible enough to impact the car
ride comfort.
7. Elevator car platforms, car frames, sub -flooring, load -weighing devices of all types, under -car or
car top safety devices, platform isolation devices, cab steadying devices, fastenings or
attachments, and all car related hardware. Equipment or platforms severely damaged by
frequent contact with water is not covered.
8. Car and/or counterweight buffers, buffer supports, and buffer switches, if any are installed.
9. Traction elevator counterweight fillers, weights, tie rods, weight fastening assemblies, frames,
hitches and other counterweight components, including guides.
10. Car and hall (landing) signal devices, key switches, pushbuttons, button caps, position indicators,
lanterns of all types, indicators of all types, mounting screws, gongs, chimes, indicators of all
types, light emitting diodes, incandescent or fluorescent signal lamps of all types, displays, lobby
panels, elevator mounted cameras and camera monitors, elevator mounted camera and monitor
wiring or cables, all other electrical cables and wiring, and all related equipment. All
incandescent lamps in operating fixtures of all types shall be replaced with LED type lamps when
lamps have failed due to burnout.
11. Hoist way door hangers, door hanger tracks, door rollers, door relating cables and sheaves,
interlocks, interlock release mechanisms of all types, door closers of all types, door guide shoes
and any replaceable gibs or slides, door security flanges, up -thrusts or eccentrics, markings for
handicapped personnel on door frames, and all other door related hardware.
12. Door operating systems, including entire car door operator machines, machine motors, motor or
system encoders, drive belts, car door clutches, contacts, switches, door hangers, door hanger
tracks, door rollers, electronic safety screens Contractor edges complete, drive arms, wiring and
cables, car door opening restrictor devices of all types, car door hanger up -thrusts or eccentrics,
car door guide shoes and replaceable gibs and all other car door related components.
13.Traction elevator speed governors, rope deflector sheaves, encoders, tension sheaves,
overspeed switches, contacts, over -speed jaws and weights, and all other related equipment.
14. Traction elevator secondary, 2:1 and mountings, deflector and overhead sheaves, sheave beams
and supports, all such bearings, bearing seals, guards, shafts, sheave mountings, bolts and
fasteners, and all other related equipment.
15. Limit switches, directional and emergency switches, cams and miscellaneous hardware.
16. Lubricators on traction elevator hoist ropes, including recommended rope lubricants.
17.Traction elevator ascending car safety devices for hoist ropes, including all related components in
the emergency system.
18. Emergency car lighting equipment, including batteries, chargers, inverters, lenses, fixtures, and
all related equipment. Emergency alarm bell, including wiring, batteries and all other equipment.
19. Emergency communication equipment, including all types of telephones, intercommunication
equipment and other such devices, all batteries and battery chargers, and related equipment and
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Elevator Maintenance Agreement
wiring. Wiring from outside building to elevator controller panel is the responsibility of the
Owner.
20. Cab ventilating fans or blowers, including blower motors, housings, safety screens, louvers,
switches, wiring and related equipment.
21. Cab lighting tubes, bulbs, fixtures, starters, transformers, lighting system components, relays,
timers, wiring and switches, as well as any related equipment for normal cab lighting systems.
LED type systems, and all such related components, are also the responsibility of the Contractor.
22. All elevator electrical wiring, including traveling cables, wiring troughs, ducts, conduit, electrical
fittings, conductors of all types, and all related electrical equipment.
23. All wheel chair lifts, dumbwaiters and like equipment, wiring and apparatus, driving machinery
and motor assemblies, driving machinery brakes and gearbox assemblies complete, cables,
rollers, guides of all types, electrical controller and switches, signal fixtures of all types, door
interlocks and gate assemblies, car lighting and light switches, and all other specialty type lifting
equipment components.
24. All required specialized lubricants for elevator equipment, including minor fills of the hydraulic
fluid in the event of leakage due to need for cylinder seal replacement. Replacement of all the
hydraulic fluid in an elevator system is not the responsibility of this Contractor.
25. Safe and effective cleaning solvent products that are approved for the application for which they
are used. These products must also be environmentally safe.
It is the intention that all equipment or devices, which are incorporated into the elevator and lift
equipment systems, are included in this Agreement, except those which are expressly excluded.
B. Frequency of Scheduled Routine Preventive Maintenance and Time Required in the Building
The Contractor shall provide scheduled routine preventive maintenance on all the elevators
included in this Agreement, at least one (1) time per month, with at least the amount of time shown
to be spent on each elevator, each month. This time requirement is based on the time spent in the
building in the process of providing scheduled preventive maintenance work, not including travel
time, time required to obtain parts and supplies, emergency call-backs, tests aside from normal
routine maintenance tests, or other such time required in connection with this Agreement.
Scheduled Preventive Maintenance Work is required as follows:
• All oil -hydraulic elevators and Schindler 3300 units shall receive at least 1.25 hours of
scheduled preventive maintenance work per month, on the job.
• All traction elevators shall receive at least 2.0 hours of scheduled preventive maintenance work
per month, on the job.
• Wheel chair lifts shall receive at least .50 hour of scheduled preventive maintenance work per
month, on the job.
In the event the Contractor fails to perform the scheduled monthly preventive maintenance work in
accordance with the requirements of this Agreement, the Owner shall have the right to deduct from
monthly invoice, the total cost of the monthly maintenance plus 15% penalty for failure to perform,
for any elevator unit that is not properly serviced or maintained during any month, in the sole
opinion of the Owner. The deduct amount shall not be prorated, and is on a per incident basis.
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Elevator Maintenance Agreement
In the event additional preventive maintenance or repair time is required to keep the elevator
equipment operating in a professional, trouble-free, first-class manner, the Contractor is required
to provide the necessary maintenance required to accomplish the work without additional cost to
the Owner.
C. Periodic Tests
The Contractor must perform all of the required elevator annual safety code tests on all elevators, as
well as the required five (5) year safety and buffer tests on traction elevators, all at the Elevator
Contractor's sole expense, and provide documentation that the tests have been performed as
required by ASME A17.1-2016, or later, Safety Code for Elevators and Escalators, the latest edition
of ASME A7.2 Elevator Inspectors Manual and the requirements of the State of Florida, for any
periodic tests required as of the date of this Agreement.
Evidence of such tests being performed must be provided to the Owner, and to the State of Florida,
all as may be applicable by State Law. Costs of performing the tests, except for the cost of any
required third -party Elevator Inspector fees and State elevator annual operating licenses, shall be at
the expense of the Contractor, and are to be included in this Agreement.
Contractor shall perform periodic tests of the firemen's emergency recall system on all elevators on
monthly basis, and maintain a written log of the tests. The tests shall be as required by the elevator
code. Notify the Owner in the event any test, involving Owner supplied equipment, is not
successful.
D. Additional Performance Requirements
This Agreement is intended to provide the Contractor with sufficient available time for the elevator
maintenance technicians to perform the required preventive maintenance work necessary towards
keeping the elevator equipment in the highest quality condition.
Contractor is expected to perform the preventive maintenance work in a manner that will keep the
elevator call-backs and outages to a minimum. For purposes of this Agreement, the following
number of call-backs or outages due to equipment failure should not exceed the following number,
otherwise the Contractor shall be considered failing to maintain the elevator equipment in a suitable
manner:
1 Four (4) call-backs, per year, per elevator. This is not to be interpreted to be an average of
all units, but a maximum number per each individual unit.
The number of call-backs or equipment outages shown does not include conditions related to power
failure, excessive vandalism or abuse, or other conditions over which the Contractor has no control.
E. Elevator Equipment or Work Not Included
The Owner shall be responsible for the following items, equipment and conditions:
• Finished flooring materials on elevator car platforms.
• Wear and tear on car and hoist way entrance thresholds or sills. Except when the wear or
damage is the result of failure by the Contractor to maintain or replace the door guide shoe
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Elevator Maintenance Agreement
assemblies, or replaceable guide shoe gibs, when necessary, to avoid such damage to doors and
thresholds.
• Cab or car enclosure walls and car tops, light diffusers, handrails (except for the regular
tightening of the rails and rail supports, which is a requirement of this Agreement), hung
ceilings, translucent plastic ceiling panels, exposed ceiling fixtures or lighting globes, car door
panels, protection pads and buttons. Tightening of components or elimination of squeaks or
rattles, in cab or on car platform equipment is a requirement of this Agreement.
• Equipment replacement necessary due to major abuse, misuse, water intrusion or other
similarly harsh conditions.
• Machine room power supplies, all machine room power disconnects, conduits and wire troughs,
feeders, and main line power fuses. If failure of elevator equipment causes the fuses to be
blown, the Contractor shall replace the fuses at their cost.
• Hoist way door panels, unless the panels are damaged by failure of the Contractor to maintain
the door guide shoes or replaceable gibs and balance of door hanger equipment.
• Hoist way enclosure, machine room enclosure, access to machine room area or hoist way area,
machine room air conditioning equipment/heating equipment, machine room lighting and
fixtures, machine room electrical outlets, emergency power supply and electrical gear from an
emergency generator, and any other electrical power related equipment that was not installed
by the Contractor.
• Pit lighting circuits and convenience outlets, disconnects or fuses, conduit and wiring.
Contractor shall be responsible for replacing pit lighting bulbs in the interest of work safety.
Lamps shall be provided by the Owner.
• Car lighting and alarm circuit disconnects in machine room areas (including wiring to
disconnects), including fuses or circuit breakers.
• Fire detection systems complete, including smoke and/Contractor heat detectors, wiring,
alarms, sirens and similar equipment.
• State of Florida elevator inspections, which are required annually.
The Contractor shall not be required to add additional equipment or devices to the elevators or
perform additional safety tests at the direction of others without additional charge for the expenses
incurred. Also, it shall be understood that the Contractor shall not be responsible for making
repairs, renewals, or replacements for work damaged by obvious major abuse, misuse, or
circumstances completely beyond their control, except for ordinary wear and tear.
The Contractor shall not be responsible for catastrophic repairs or renewals necessitated by the
events of fires, floods, storms, lightning, civil unrest, acts of the government or civil authorities, or
other major unforeseen events. The Contractor must, however, promptly notify the Owner in
writing of any such circumstances and how the event(s) impacted the elevator system(s). Include
photographs of damaged areas or components, if possible.
Further, the Contractor shall not be responsible for any loss, damages, penalties due to any cause
completely beyond his control, including strikes or labor disputes, negligence by others, major acts
of vandalism or abuse, or other conditions out of their control.
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Elevator Maintenance Agreement
The Contractor does not assume control of the elevator equipment while being a party to this
Agreement. The Owner shall immediately notify the Contractor of any known operational defects
which may occur during regular maintenance visits, and post any appropriate signage warning
passengers not to ride on or use the elevator equipment in the event of elevator related
malfunctions. Further, Owner shall remove any elevator equipment from service that is judged to
be unsafe for passengers.
F. Additional Equipment Coverage
During the term of this Agreement, the Owner shall have the right to include additional elevators to
the Agreement. The maintenance pricing structure for elevators to be added shall be on the basis of
similar elevators already included in the Agreement, or on a "fair price" basis as determined by both
Parties.
END OF PART III
City of Clearwater
30IPage
Elevator Maintenance Agreement
PART IV: ADDITIONAL TERMS AND CONDITIONS
A. Insurance Coverages
The Contractor shall continuously provide the insurance coverages as set forth in RFP #06-18,
Elevator Maintenance Services, Detailed Specifications, #5, INSURANCE REQUIREMENTS.
B. Performance and Payment Bonds
The Contractor shall provide an annual Performance and Payment Bond as set forth in RFP #06-18,
Elevator Maintenance Services, Instructions, #i.6, PERFORMANCE SECURITY.
C. Owner Shall Have the Right to Solicit Competitive Bids for Elevator Renovation Work
During the course of this Agreement, the Owner may elect to solicit competitive bids to renovate or
modernize certain elements of the elevator equipment. The Contractor shall have the ability to
respond to the Invitation to Bid at their sole discretion.
D. Billing Credits During Maior Repairs, Equipment Shut -down, Elevators Removed from Use
The Contractor shall suspend the monthly billing or provide billing credits for maintenance on one
(1) or more elevators, during any time period that an elevator is removed from service for an
extended period of time of over fifteen (15) days during any single occurrence. These conditions can
be the result of myriad events such as building renovation, fire damage, storms, other catastrophic
events, major repair work, or other occasions during which the Owner is not beneficially using the
elevator equipment.
The Owner is permitted to permanently remove specific elevator(s) from this Agreement, in the
event a building is: destroyed due to unavoidable causes; sold; closed; torn down; or if the elevator
equipment is permanently removed from service. The respective price for maintenance of any
elevator(s) impacted by such events shall be deducted from the price, based on the Agreement
pricing in effect at that time.
E. Schindler 3300 Exception
The design of Schindler 3300 elevators are known to be extremely proprietary, Schindler makes a
concerted effort in their product design in order to push customers into using them as their
maintenance provider. ThyssenKrupp has basic maintenance and adjustment capabilities for this
equipment and ThyssenKrupp will put forth full efforts to meet response time requirements and
adjustments when needed, however, ThyssenKrupp shall be subject to monetary penalties only on a
case-by-case basis in case of shutdown of Schindler 3300 units due to the proprietary nature of the
equipment, lead times + costs associated with controller components, and lead times + costs
associated with job -specific software on the controllers
F. Parts Acquisition Exception
Costs to acquire door motors, valves, drive motors, and full sets of boards for non-
ThyssenKrupp/Dover controllers is cost prohibitive, we will make best efforts to accumulate and stock
these parts over the first year of the agreement. When needed we will expedite as much as possible
to minimize downtime and aim for 24-48 hour turnaround. All other spare components listed per the
31IPage
City of Clearwater
Elevator Maintenance Agreement
RFP will be stocked locally and on the trucks of our mechanics. This exception does not apply to
ThyssenKrupp and Dover equipment which comprises of roughly 1/3 of the portfolio.
G. Contract Price
Total Initial Monthly Billing shall be $12,240
END OF PART IV
City of Clearwater
321 Page
Elevator Maintenance Agreement
PART V: EXECUTION - ELEVATOR MAINTENANCE AGREEMENT
Contractor:
ThyssenKrupp Elevator 4710 Eisenhower Blvd Suite B5
Firm Name
uthorized Signature
813 505 5164
Address
Tampa, FL 33634
City, State, Zip Code
3;'/ 1ji
Telephone Number Fax Number
Countersigned:
CITY OF CLEARWATER, FLORIDA
c <<<nce 04.k(05
George N. Cretekos
Mayor
Approved as to form:
/I/ - (,
Michael D Fuino
Assistant City Attorney
END OFPARTV
alkAit,„.-
William B. Horne II
City Manager
Attest:
14-0ak14.1
Rosemarie Call
City Clerk
City of Clearwater
33 !Page