Elevator and Lift Maintenance Contract Webinar

1. Group: 71004 - Elevator, Escalator, Wheelchair Lift, Stage Lift & Dumbwaiter Preventive and Corrective Maintenance The webinar will begin at 10:00 AM. How to Use Webinar Vehicle Marketplace

2. Procurement Services Contact Information • Contract Manager: • Dana Ferris, dana.ferris@ogs.ny.gov , 518-474-3382 • Team Supervisor: • Todd Kayser, todd.kayser@ogs.ny.gov, 518-473-6469 Questions regarding the contract should be submitted to the above contacts.

3. Agenda • Introduction • How to find the Contract Documents • Features of the Contract • When to Use/When Not to Use • What is a Mini-bid? • Mini-bid Vs. Backdrop Contract Pricing • Regions • Lots • Mini-bid Process • Contract Administration • Questions

4. How to Find the Contract The contract and corresponding information can be located on the New York State Office of General Services website. Below is the link to the OGS Contract and the link to the Elevator, Escalator, Miscellaneous Lift Equipment and Preventive and Corrective Maintenance Contract “Elevator Contract”. OGS Contract: http://www.ogs.ny.gov Elevator Contract: https://ogs.ny.gov/purchase/snt/awardnotes/7100422913c.HTM The next slide illustrates how to navigate the OGS Contract.

5. Navigate to the Contract Page From the OGS homepage at www.ogs.ny.gov: • Click “Procurement” • Click “Go To The Procurement Services Website” • Click “Find Contracts” • Click “Service Contracts” • Select “Group 71004 Elevator Maint/Repairs” • Select “Award 22913 Elevator, Escalator, Misc Lift Equipment, Preventive & Corrective Maintenance”

6. Landing Page Once you have reached the “Landing Page” you will be able to access the necessary documents for Group: 71004 Award: 22913 Elevator, Escalator, Miscellaneous Lift Equipment and Preventive and Corrective Maintenance. The next slide provides a description for each link on the Landing Page that you can refer back to.

7. Landing Page Contents • Award Document – Contains Award Information, OGS Contact, Contractor List • Contract Updates – Contains all Contract Award Updates • Contractor Information – Contains the Contractors Information with links to their Executed Contract. • Pricing and Award Summary – Listing of Regions, Lots and Vendors pricing for said Lot. • Project Definition Template – Mini-Bid Template • Prevailing Wage Rates – Prevailing Wage Rates for this service. • How to Use –Information on how to use this contract. • FAQ’s – Frequently Asked Questions/Answers. • Historical Details – Historic Details of contract. • Customer Service – Contact information for Customer Service and the Contract Performance Report.

8. When To Use This Contract This a Preventative and Corrective Maintenance Contract for Elevator, Escalator and Misc. Lift Equipment. The following services are Applicable Services under this section. • Preventive Maintenance • Minor Corrective Maintenance • Maintenance Control Program • Call-back Service • Notification of Conditions Requiring Repair • Safety Inspections and Tests • Fire Service Testing • Contract Meetings • Inspection of Work • Access for Repairs • Staffing for Scheduled Building Shutdowns • On-Site Mechanic, if required by the Mini-bid Project Definition • Documentation and Recordkeeping • Preparation of As-Built Drawings for Equipment, Wiring and Circuit Changes • Preparation of Schematic Wiring Diagrams

9. When Not To Use This Contract The Contractor is not responsible for performing the following work: • Modernization of existing elevators • Refinishing of the elevator car interior walls, elevator car interior ceiling, elevator car floor covering, and escalator balustrades, trim and moldings; • Maintenance and repair of lighting ballasts and fixtures in the elevator equipment room, except for the replacement of lamps or bulbs which is included; • Maintenance and repair of hoist way enclosure walls, hoist way door frames and hoist way sills; • Maintenance and repair of telephone company lines with the exception of elevator telephone or intercommunication systems which are included; • Maintenance and repair of main line power switches; and Maintenance and repair of emergency power plants and associated supplies.

10. What is a Mini-Bid? The definition of a Mini-bid from the Contract, “shall refer to the resulting agreement from the competitive bidding of each Authorized User’s Mini-bid Project Definition which is used to solicit bids from Centralized Contract holders and is used as a basis for any resulting contract awards.” To sum it up, Authorized Users will solicit bids (using the Mini-bid Project Definition template) from New York State Contract holders under this Award who fall within their Region and Lot as defined within the Pricing and Award Summary.

11. Mini-Bid vs. Backdrop Contract Pricing • Mini-bid unit pricing must be less than or equal to the backdrop contract unit pricing • When evaluating a Mini-bid, you must check the unit prices to verify that it is less than or equal to the backdrop contract unit pricing. Note: Contractor’s may increase prices on a Mini-bid agreement only after the adjustments are approved by OGS and are reflective on the OGS website. Requests must requested by the Contractor to the Authorized User.

12. Regions

13. LOTS This contract is divided into 4 Lots. Determining the Lot will dictate which vendor(s) are authorized to receive the Mini-bid. Lot 1: Traction Elevator Equipment (Geared and Gearless Traction Elevators) Lot 2: Hydraulic Elevator Equipment Lot 3: Escalator Equipment; and Lot 4: Miscellaneous Lift Equipment (Dumbwaiters, Wheelchair Lifts, Stage Lift Elevators).

14. LOTS - Cont’d Lot 1 Traction Elevator Equipment (Geared and Gearless Traction Elevators) “Geared Traction Elevator” - An elevator, typically powered by an electric motor, which utilizes traction to propel the elevator with the use of worm gears or a gearbox. “Gearless Traction Elevator” - An elevator, typically powered by an electric motor, which utilizes traction to propel the elevator without the use of worm gears or a gearbox.

15. LOT 1 – Traction Elevator Equipment Traction Elevator: A car and counterweight attached to opposite ends of a hoist rope, which is moved by a traction machine. Used in buildings with more than five floors. (Courtesy of National Elevator Industry, Inc)

16. LOT 2 – Hydraulic Elevator Equipment Hydraulic Elevators  Elevators which are powered by a piston that travels inside a cylinder. An electric motor pumps hydraulic oil into the cylinder to move the piston. The piston smoothly lifts the elevator cab. Electrical valves control the release of the oil for a gentle descent.

17. LOT 3 – Escalator Equipment Escalator Equipment: A moving staircase that is used to transport pedestrians between floors and consists of a motor driven chain of individual, linked steps that are attached to a continuously circulating belt.

18. Lot 4 – Miscellaneous Lift Equipment StageLift Dumbwaiter WheelchairLift

19. What Should I Do Before Conducting the Mini-Bid? • Perform a survey of current needs for Lift Equipment preventive and corrective maintenance. • Identify any specific service needs such as an on-site mechanic or special reporting needs. • Identify all known deficiencies of the Equipment. (If possible have a third party qualified Elevator Inspector evaluate your equipment to identify if there are repairs that may be the responsibility of the current contractor before bidding). Have the current contractor remedy the deficiencies if they were contracted under a full service contract. • Review current list of awarded Regions and Lots to verify that the needed services are on contract and identify the qualified contractors. This is located on the NYS OGS Contract for Elevator, Escalator, Miscellaneous Lift Equipment And Preventive And Corrective Maintenance Landing Page under Pricing and Award Summary. • (https://ogs.ny.gov/purchase/snt/awardnotes/7100422913summary.pdf)

20. What Should I Do Before Writing a Mini-Bid?Determining Technical/Financial Weighting Authorized Users need to determine the parameters of how their Mini-bid should be scored by determining the importance of Financial and Technical weighting: • Technical weighting can be no more than 70% (out of 100%) • Financial weighting can be no less than 30% • Refer to the New York State Procurement Guidelines for more information. Best Value may also be based on Contractor meeting the mandatory requirements (pass/fail) and lowest cost (100% financial weighting). Note: If the Authorized User specifies minimum requirements for the Maintenance Control Plan, then these shall be evaluated on a pass/fail basis. Note: If the Authorized User requires the Contractor to submit proposed staffing information (names of elevator mechanics, years of experience, etc.) with their response, the Authorized User must set forth in the Mini-bid Project Definition the relative weight and scoring methodology for evaluating the staffing information.

21. Personalizing the Mini-Bid (Project Definition Template) After you have identified the Region and Lots, it is time to create the Mini-bid. A template is available to assist you (see Slide 38 to locate the Mini-bid Project Definition template). Areas where information should be added are highlighted and include: • Project name, date, prepared by • Scope & key event dates • Procurement schedule • The location of the facility(s) • Multiple facilities within the same region may be combined into a single Mini-bid • Primary and secondary contacts • Additional terms and conditions • Additional terms must not conflict with the terms of the master contract

22. Personalizing the Mini-Bid (Project Definition Template) – Cont’d • The services being sought, identified by lot number • Lot number by equipment type • See Reference 2 in the Project Definition Template for examples • The term of the Mini-bid • May be up to five years • May have an expiration date up to 3 years beyond the backdrop contract termination date. • MWBE utilization goals of 5% of WBE and 5% of MBE are tracked at the backdrop contract level • No goals are necessary at the Mini-bid level • Pricing page for the lots/items • See Reference 4 in the Project Definition Template for examples

23. Properly preparing the Mini-Bid (Project Definition) Fill in Header (Mini-bid #, Project Name, etc.) -mail Address Insert Primary/Secondary Contact E-mail Address Enter Tentative Start Date and Ending Date

24. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Authorized Users should indicate how they intend to make the Award; combination of cost and technical parameters or cost alone*. *If the award is to be made on cost alone, Technical Evaluations will be Pass/Fail. In this particular instance the Award is being made on Financial/Cost alone.

25. ProperlyPreparing the Mini-Bid (Project Definition) – Cont’d Insert brief introduction about your organization. If needed, use this section to identify any additional reserved rights beyond those included in the OGS Centralized Contract. Insert dates as they pertain to your procurement schedule.

26. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Indicate details in regards to the Pre-Bid Conference Site Visit, date, time, location. This is mandatory for Contractors. If an Authorized User requires a vendor to provide an “Intent To Bid”, please enter details in this box.

27. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Provide information in regards to the project, i.e. Facility, Lots, # of Elevators, Escalators and/or Miscellaneous Lift Equipment requiring service. Describe the facility of where the equipment will be serviced. Describe in detail the Lift Equipment that will be maintained

28. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Provide information about the Equipment that will be maintained by the Contractor.

29. Properly Preparing the Mini-Bid (Project Definition) – Cont’d For Table 1: Geared Traction Elevator Equipment (Lot 1) Table 2: Gearless Traction Elevator Equipment (Lot 1) Table 3: Hydraulic Elevator Equipment (Lot 2) For Table 4: Escalator Equipment (Lot 3)

30. Properly Preparing the Mini-Bid (Project Definition) – Cont’d For Table 5: Dumbwaiter Equipment (Lot 4) Table 6: Wheelchair Lift Equipment (Lot 4) Table 7: Stage Lift Equipment (Lot 4)

31. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Detail any Specific Service Needs (Over and above what has already been detailed). Provide any known deficiencies of Lift Equipment. Please obtain a PRC # for your project and insert it within 2.4.

32. Properly Preparing the Mini-Bid (Project Definition) – Cont’d If needed, use this box to indicate any limits on subcontracting If needed, use this box to indicate any limits on subcontracting Fill this out if there is specific equipment that requires additional preventive maintenance issued by the contract and/or ASME Fill this out if there is specific equipment that requires additional preventive maintenance issued by the contract and/or ASME

33. Properly Preparing the Mini-Bid (Project Definition) – Cont’d Use only if Staffing Information is being used in the evaluation methodology; if not, please delete. Use if the project involves any type of pollutant as described within this section.

34. Conducting the Competitive Mini-Bid After the Mini-bid document has been drafted you can now disseminate the Mini-bid to the Contractors in your region. • Refer to the Pricing and Award Summary located on the Landing Page to identify the Contractors authorized to bid for the Region and the Lots for your facility; Separate Mini-bids must be done for each location for organizations with facilities located in multiple regions. No Statewide Mini-bids. • Distribute the project definition to all eligible contractors in your facilities region; Contractors are not required to submit a bid but they should be asked why they did not for the Procurement record. 3. Host a mandatory site visit so bidders can evaluate your equipment. Include your facility maintenance or operations manager. 4. Hold a bid opening; Bids should remain unopened until the bid due date and time.

35. Conducting the Competitive Mini-Bid – Cont’d 5. Evaluate the bids and identify the winning contractor; Notify all bidders of results (both winner and non-winners); • Obtain a Mini-bid contract number from OGS Procurement Services (Required) Email the “Contact Person” listed on the contract Landing Page. Provide all bids and bid summary. • For State Agencies/Authorities, your new contract number needs to be set up in SFS. Enter your unique Mini-bid contract number into SFS (the audit type will be TNT). Mini-bids are not subject to OSC preapproval. 8. Issue purchase orders against your unique Mini-bid contract number, not the OGS backdrop contract number.

36. ContractAdministration Before entering in to any contract, please read the NYS OGS executed contract and become familiar with the specifications. Contract Administration is a continuous process throughout the term of the Contract.

37. ContractAdministration – Cont’d Proper contract administration may prevent significant issues when you go to bid your next contract. It also ensures that your equipment is being properly maintained.

38. Useful Links • Landing Page: https://ogs.ny.gov/purchase/snt/awardnotes/7100422913HowToUse.pdf • Contract Information Page (Executed Contracts):https://ogs.ny.gov/purchase/snt/awardnotes/7100422913ContractorInfo.pdf • Project Definition Template: https://ogs.ny.gov/purchase/snt/awardnotes/7100422913Template.docx • How to Use: https://ogs.ny.gov/purchase/snt/awardnotes/7100422913HowToUse.pdf

39. Questions???