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HomeMy WebLinkAboutPR 15676: RESCIND OTIS ELEVATOR COMPANY CONTRACTMEMORANDUM PUBLIC WORKS DEPARTMENT TO: Stephen B. Ftzgibbons, City Manager FROM: Ross E. Blackketter, P.E., Director of Public Works SUBJECT: P. R.# 15676, Rescind Otis Elevator Company Contract DATE: 23 December 2009 RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 15676 rescinding a contract with Otis Elevator Company for elevator maintenance. BACKGROUND: On 09 September 2008, the City Council. approved a contract with Otis Elevator Company for elevator maintenance with the right to terminate with thirty (30) days written notice. Since that time, the City Council awarded a contract to ThyssenKrupp Elevator for upgrades to the City Hall elevators. In order to avoid shared liability, the contract with Otis will. be rescinded and awarded to ThyssenKrupp. ThyssenKrupp will provide maintenance services at the same monthly rate as Otis for the 12 month warranty period of the elevator upgrades. BUDGETARY/FISCAL EFFECT: None. EMPLOYEE/STAFF EFFECT: None. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 15676 rescinding a contract with Otis Elevator Company for elevator maintenance. ~~ Ross E. Blackketter, P.E. Director of Public Works REB/reb Z:\engineer\Documents\CAMS\Rescind Otis Elev Cont.doc P. R. 15676 12/23/09 reb RESOLUTION NO. A RESOLUTION RESCINDING A CONTRACT WITH OTIS ELEVATOR COMPANY FOR ELEVATOR MAINTENANCE SERVICES, EFFECTIVE DATE FEBRUARY 5, 2010. WHEREAS, on September 9, 2008, the City Council approved a contract with Otis Elevator. Company for elevator maintenance (see Exhibit "A'~; and, WHEREAS, the, City retains the right to terminate with thirty days written notice; and, WHEREAS, the City has contracted with ThyssenKrupp for elevator upgrades, and to prevent shared liability, will award a maintenance contract with them for the warranty period of the upgrades; now, therefore, BE TT RESOLVED BY THE CITY COUNCIL OF THE. CITY OF PORT ARTHUR: THAT, the Purchasing Manager is hereby authorized to provide written notice to Otis Elevator .Company terminating the contract for elevator maintenance, effective February 5, 2010; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council READ, ADOPTED, AND APPROVED this the _ day of , A.D. 2010 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Councilmembers: P.R. 15676 Page 2 Mayor ATTEST: City Secretary APPROVED AS TO FORM: Ot.X~ City Attorney (/~ ~}' APPROVED FOR ADMINISTRATION: ~~ ~~~ Stephen B. Ftzgibbons City Manager Ross E. Blackketter, P.E. Director of Public Works i /~ ) Shawna Tubbs Purchasing Manager Z: \engineer\Documents\Resol utions\PR15676 EXHIBIT /~ P.R.14915 09/04J08 reb RESOLUTION NO. Og ~~5 A RESOLUTION AUTHORIZING A TWO (2}YEAR CONTRACT WITH OTIS ELEVATOR COMPANY OF BEAUMONT, TEXAS FOR MAINTENANCE SERVYCES FOR THE CITY HALL ELEVATORS IN THE AMOUNT OF $560 PER MONTH, FOR AN ANNUAL COST OF $6,720. FUNDS ARE AVAILABLE IN THE PUBLIC WORKS CITY HALL ACCOUNT NO. 001-1206-531.32-00. WHEREAS, the bids for elevator maintenance services at City Hall were. received and opened on August 27, 2008 with three (3) bids being submitted as shown in Exhibit "A"; and, WHEREAS, the bid of Otis Elevator Company of Beaumont, Texas was determined to be the bestvalue for the City of Port Arthur at a 2te of $560 per month or $6,720 per year and. a two (2) year cost of $13,440; now, therefore, BE YT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the two (2) year contract for elevator maintenance ervices with. Otis Elevator Company, for City Hall (attached as Exhibit "B'~, is hereby approved in the amount of $6,720 per year or $560 per month; THAT, funds for the contract are available in the City Hall Budget; and, THAT, this approval is contingent on funding in each fiscal year; and, THAT, Otis Elevator Company of Beaumont, Texas shall sign this resolution agreeing to the terms thereof; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the. City Council. READ, A~DOPTED AND APPROVED this the % day of~,' A.D. 2008 at a b /„ ~ meeting of the City of Port Arthur, Texas by the following vote: P.R.14915 Attest:. City Secretary APPROVED AS TO FORM: ~~ City Attorney APPROVED FOR ADMINISTRATION: Stephen B. Fitzgibbons CitynManager ®/ ~ ®. E' r:.,(CJohn A. Comeaux, P.E. ~ Director of Public Works ' /~ ~( ayor APPROVED AS TO AVAILABILITY OF FUNDS: Z~~p~~ Rebecca Underhill, CPA Finance Director AGREED TO: Otis Elev r Company File: Z:•,engineer\documents\Elevatorl~lnx\PR14915.doc EXHIBIT A CITY OF PORT ARTI~UR TEXAS BID TABULATION SHEET DESCRIPTION: ELEVATOR MAINTENCE FOR C[TY HA[,L DATE: AUGUST 27, 2008 NAME OF BIDDER NAME OF BIDDER NAME OF BIDDER SCHMDLER ELEVATOR OTIS ELEVATOR A & F ELEVATOR CO. QTY UOM ITEM UNIT TOTAL COST COST UNIT TOTAL COST COST UNIT TOTAL COST COST 24 MTHS ELEVATOR. MAIN7ENANCF. $640.00 $15,360 $560.00 $13,440.00 $995.00 $23,880.00 LOCATION BEAUMONT, TEXAS BEAUMONT, TF,XAS GARLAND, TEXAS DATE: ~ (fi u PURCHASING MANAGER: ~ , a uu ~ 1-~^~ EXHIBIT B ELEVATOR MAINTENANCE CONTRACT THIS AGREEMENT, made this ~° day of ~~20~8, between the City of Port Arthur, herein referenced to as the "CITY" and TO ~ ~D R Q R 4 FI acting individuallyor through a form, partnership or corporation known as aTs L-li=VaTaR ComPA~ril ,hereinafter referenced to as "CONTRACTOR". WITNESSED: That for and in consideration of the payments, terms, conditions and Agreements set forth herein, Owner and Contractor agree as follows: 1. The term of this Contract shall be from St.r. ~ z«+ 8 to S.sr. 9. Ao l o it is subj ect to yearly reevaluation by the City Counal and is contingent on funding in the annual fiscal budgeting process. 2. During the term of this Contract, the Contractor will famish at his own. ezpcnse all of the materials, supplies, tools, equipment, labor and other services necessary to completion therewith, excepting those supplies specifically not required of Contractor in the specifications. 3. The Contractor agrees to perform all the work described in the specifications, and contract documents and comply with terms therein for the sucn $ ~~a- Annually; To be paid in equal installments at a rate of $ ~loD °~- per month 4. The term "Contract Documents" means and includes the following: (a.) Agreement (b.) Advertisement of BIDS (c.) Information for BIDDERS (d.) BID (e.) BID BOND (f.) General Conditions {g.) Specifications 5. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. Page 12 of 17 6. IN WITNESS WHEREOF; the parties hereto have executed, err caused to be exewted by their duly authorized officials, this Agreement in (2 copies) each of which shall be deemed as original on the date first above written. Signed on the day of 2008 ATTEST CITY OF PORT ARTHUR BY Signed on the ATTEST day of r CONTRACTOR 2008 BY ~ t ~ ~L Page 13 of 17 CITY OF PORT ARTHUR, TEXAS BID PROPOSAL PAGE 1 OF 2 BID OPENING DATE: Av_QUSt 27, 2008 Bid Proposal For: ELEVATOR MAINTENANCE SERVICE FOR CITY HALL. doing The undersigned c~ r i~ ice= ~ aTo R coMPAa y business in the City(I'own of t3 E+~y MorJ-r Tt~[RS submits herewith, in conformity with the General Instructions, Conditions, and Specifications for the following Bid: OUTLINE OFBID DATA: QUAN UOM DESCRIPTION UNIT TOTAL COST COST lq MTHS ELEVATOR MAINT. $ ~/ D ~ S~ D Receipt of addenda is acknowledged: No. 1 Dated N/~ Received OT~S ELEVA~ORCOMPRIJ~ ~7~rJ EASTE-x'FREEt.}A~' COMPANY STREET ADDRESS ~/A SIGNATURE OFBIDDER P. O. BOX SoF NoE1RATF) bEn~MOnf"t- TE)CAS -77708 (PRINT OR TYPE NAME) CITY STATE ZTP rt/aQ;-r~ Mv~a~-t~ ~to4 ~R9-5~{~li TITLE AREA CODE TELEPHONE NO. • 5oe ~oel3a-~I(~ nT S ~ Ce~M E-MAIL Page 14 of 17 BID OPENING DATE: Au~Y27 2008 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDER Bidders aze requested to fiimish tfieir complete REMTT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: COMPANY D7iS FLFV`ATO2 Cmn~Ray ADDRESS P o box 730 ~0a CTI'1'lSTATEIZIP n R LL A~ 7'X 7 537 3- d 4 DO _ SEND PURCHASE ORDER TO: COMPANY O f-iS ELEVA'7"O2 C~MPAtitS~ ADDRESS B'7 ~ S EAS'r'cX l=A~-WA`s CITY/STATE/ZIP QG-AUn~o~rTY `7'7748 TAX IDENTIFICATION NUMBER 13 - 558 33 $ 9 Page 15 of 17 PLEASE NOTARIZE THIS FORM AND RETURN TffiS AFFIDAVIT AS PART OF THE BID PROPOSAL AFFIDAVIT All pages in offer's bid proposal containing statements, letters, etc. shall be signed by a duly authorized officer of the company, whose signature is binding on the bid proposal. The undersigned. offer; and agrees to one of the following: x I hereby certify that I do not have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they became due during this agreement. I hereby certify that I do Gave outstanding debts with the City of Port Arthur and agrees to pay said debts prior to execution of this agreement. I hereby certify that I do have outstanding debts with the City of Fort Arthur and agrees to enter into an agreement for the payment of said debts. I fiuther agree to pay succeeding debts as they become due. NAME OF OFFEROR: ©Ti5 e LEVAro2 ceMpaa~ Toy {~o2I~Ai N TITLE TFrt~,-ra2Y MArJFlCse ADDRESS B7 ~l5 EASTER FREEU:tA~ CTT'Y/STATEIZIP 13FAUM0~1`~ TX ~770g TELEPHONE NUMBER _ ~l D - S 4~Y - 5 y SIGNATURE ~• Stste of TiYUS County of ,SeFFe.r~. SUBSCRIBED AND SWORN to before me by the above named ,-,~ h{v~ b ~ on this the 2`lH`day of cis ~ 20 0 ~ ,.. gs;;r. JUDY GRAHAM Nctary Public. State of Taoms Notary h A~ My Commissfan E,rylrea ~ °rtia~ Sept~nber Od, 2009 Page 16 of 17 CONFLICT OF INTEREST STATEMENT Please delineate all owners of your company. If you have any contractual business relationship or family relationship with any member of the governing body of the City or if you expect this to occur, please so state: lure Page 17 of 17 DELORIS "BOBBIE" PRL~lCE, MAYOR JACK CHATMAN, 7R., MAYOR PRO-TEM COUNCIL MEMBERS: City Of ~~ry' ELIZABETH "LIZ" SEGLER // MORRIS ALBRIGHT,.n7 MARTINFLOOD IOHN BEARD, IR. O T t T t h uc,~y_ ROBERT E. WII.LGLMSON - D. KAY WISE Texas THOMAS 7. HENDERSON _ INVITATION TO BID - Vendors: STEPHIN F!TZGIBBONS CCTV MANAGER TERRI HANKS ACTING CrrY SECRETARY MARK T. SOKOLOW CITY ATTORNEY _.. _._ . Au¢ust 12, 2008 Sealed Bids, subject to the General Instructions, Conditions and Specifications, as provided will be addressed. to the City Secretary of the City of Port Arthur, Texas in DUPLICATE. Sealed BIDS shall be received no later than 3.00 P. M. August 27, 2008 at the Citv Secretary's Office on the 4`a Floar of Ciri Hall and all bids received thereafter will be opened and read. aloud at 3:15 P. M. on August 27, 2008 in the City Council Chambers on the 5th Floor of C~ Hall, Port Arthur, Texas for the following: ELEVATOR MAINTENANCE SERVICE FOR CITY HALL BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder'Bname and address in the upper left-hand comer of the envelope. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. BIDS MUST BE submitted on the pricing form included for that purpose in this packet and SIGNED BY A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A CONTRACT.. MARK ENVELOPE: ELEVATOR MAINTENANCE FOR CITY HALL Sealed Bids shall be submitted: CITY OF PORT ARTHUR CITY SECRETARY4th Floor P. O. BOX 1089 PORT ARTHUR; TX 77641 CITY OF PORT ARTHUR CTTY SECRETARY 4`h Floor 444 4TH STREET PORT ARTHUR, TX 77640 ALL BIDS MUST BE RECEIVED IN THE CTTY SECRETARY'S OFFICE BEFORE. OPENING DATE AND TIME. Page 1 of 17 P.O. BOX 1089 • PORT ARTHUR, TEXAS 77641-1089 • 4091963-8715 • FAX 4091983-8291 Bids received after the closing-time specified will be returned to the bidder unopened: Award v~ill be made as soon as practicable after opening. To obtain results, or if you have any questions, please contact the Purchasing Department, at (409) 983-8160. The City of Port Arthur reserves the right to reject any or all Bids and to waive informalities or defects in bids, or to accept such bids as it shall deem to be in the best interests of the City of Port Arthur. Sinc ely, ," ~~~~ - ~~~~~ Shawna Tubbs Purchasing Manager Page 2 of 17 CITY OF PORT ARTHIIR GENERAL SPECIFICATIONS GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in the Bid or Proposal. Specifications listed in this Bid Package. The intent of this INVTI'ATION TO BID (TTB) is to provide bidders with sufficient information to prepaze SEALED BIDS IN DUPLICATE for famishing:. , _ .. , _ ELEVATOR MAINTENANCE SERVICE FOR CITY HALL Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur; P. O. Box 1089, Port Arthur, Texas 77641. Bids shall be received no later than 3:00 P. M. Aueust 27, 2008. Bid proposal MUST BE SIGNED BY THE BIDDER. A11 bids meeting the intent of this request for bid will be considered for: award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exception and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to accept any and all or none of the exception(s)lsubstitutions(s) deemed to be in the best interest of the City of Port Arthur. Bids cannot be altered or amended after: submission deadline. Any interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid, guazanteeing authenticity. The City reserves the right to: 1. Reject any and all bids, and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit price basis, whichever is in the best interest of the City. 3. Reject any or all,bids and to waive informalities, defects in bids, onto accept such bids as it shall deem to be in the bestinterests of the City. 4. Awazd bids to bidders whose principal place of business is in the City of Port Arthur and whose bid is within 5% of the lowest bid price. This preference can't be granted for purchases involving Federal Funds. The award. shall be made to the responsible vendor(s) whose bid is determined to be the lowest offer; taking into consideration the relative importance of price, conformance to specifications and capability and experience of the contractor. Page 3 of 17 TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this I'CB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this TTB carefully and to submit a complete response to all requirements and questions as directed. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vemon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, and Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value,. nor enter into any _ business arrangement with any employee; official or.agent of the City of Port.Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business, and can assume liabilities for any performance or warranty service required. 6. The City Council shall not awazd a contract to a company that is in aaeazs in its obligations to the City. 7. No payments shall be made to any person of public moneys under. any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. Any interpretations, corrections or changes to the ITB and. Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. Addenda will be mailed to all who aze known to have received a copy of the TTB. Offeror shall acknowledge receipt of all addenda. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall. be mailed directly to the City of Port Arthur, Attn.: Public Works Dept., P. O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur. Page 4 of 17 SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax; therefore the proposal shall not. include Sales Tax. VENUE: This ageement will be governed and. construed according to the laws of the State of Texas. This agreement is performable in PortArthur, Texas, JeffersonCounty. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules,. orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City,._. and no other officei, employee or agent of the City. who exercises.any.functions or. _ . , .. _ responsibilities in connection with the planning and carrying out of the program, shall have any personal fmancial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance: DELINQUENT PAYMENTS DUE CTTY: The City of Port Arthur Code of Ordinances prohibits the City from granting. any license, privilege or paying money to anyone owing delinquent taxes, paving assessments or any money to the City until such debts. aze paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB: CONTRACT: The following will comprise the contract between the City and the successful bidder: 1. Information for Bidders 2. Bid Sheet 3. Notice of Awazds 4. Specifications 5. Addenda QUANTITIES: Quantities shown aze estimated, based on projected use. It is specifically understood and agreed that these quantities aze approximate and any additional quantities will be paid for at the quoted price. It is further understood that the supplier shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. All bids will remain in effect for one year after the bid opening date. If through any cause the Bidder fails to fulfill in a timely and proper manner, his obligations under this Contract, or fails to perform in accordance with these specifications, the City reserves the right to temunate this Contract by giving written notice to the Bidder of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Page 5 of 17 TERMINATION OF CONTRACT If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, orif the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least five (5) days before the effecfive date ofsuch termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damagesdue the City from the Contractor is _ ..... ,. - :. _ determined. TERD4 OF CONTRACT: This is a two (2) yeaz contract, the City can terminate this contract at its convenience which includes, but is not limited to, funding not being available in any budget cycle with thirty (30) days written notice. INSURANCE: All insurance must be writtenby an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract, whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them maybe liable, of the following types and limits (no insurance policy or certificate of insurance required below shall contain any aggregate policy yeaz limit unless a specific dollaz amount ( or specific formula for determining a specific dollaz amount) aggregate policy yeaz limit is expressly provided in the specification below which covers the particulaz insurance policy or certificate of insurance. 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance (products/completed operations coverage must be included, and City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or $500,000 each person/$SOO,000pey occurrence for contracts of $100,000 or less; or b. Bodily injury $1,000,000 single limit per occurrence or $500,000 each person /$1,000,000 per occurrence for contracts in excess of$100,000; and, c. Property Damage $100,000 per occurrence regazdless of contract amount; and, d. Minimum aggregate policy yeaz limit of $1,000,000 for contracts of $100,000 or less; or, e. Minimum aggregate policy yeaz limit of $2,000,000 for contracts in excess of$I00,000. Page 6 of 17 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of $500,000 per occurrence, for bodily injury and property damage. b. If individual limits aze provided; minimum limits aze $300,000 per person, $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. 4. Contractual Liability Insurance covering the indemnity provision of this Contract in the same amount and wverage as provided for Commercial General. Liability . Policy; specifically referring to this contract by date, job number and location. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, Contractor and insurance companies, and policy numbers, effective dates and: expiration dates) and to dates and sign and do all other things necessary to complete and make into valid certificate of insurance the CERTIFICATE OF INSURANCE Form attached to and made apart of the Information To Bidders, and pertaining to the above listed items 1, 2, 3 and 4; and before commencing any of the work and within the time otherwise specified, Contractor shall. file completed Form with the Owner. None of the provisions in said Form should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form contains a provision that coverage afforded under the policies will not be altered, modified or canceled unless at least fifteen (15) days prior written notice has been given to the Owner. Contractor shall also file with the Owner valid CERTIFICATE OF NSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF NSLiRANCE Form (s) shall in any event be filed with the OWNER not more than ten (10) days after execution of this Contract. The original Builder's Risk policy (if required) shall provide for fifteen (15) days written notice of alternation, modification or cancellation and shall be famished to OWNER. Provided, however until the original policy, which original policy must be received by the OWNER not later than (thirty) days after issuance of the Notice to Proceed for the project.. Notwithstanding any other provision in the Contract Documents, it is further mutually understood. and agreed that no payment will be due and owing or made to the CONTRACTOR for any work performed under the Contract until all of the required insurance documentation, including the original policy specified above, are received by the OWNER Page 7 of 17 SPECIFICATIONS FOR ANNUAL CONTRACT FOR ELEVATOR bIAINTENANCE AT CITY HALL CONTRACTOR shall use trained men, employed and supervised by CONTRACTOR, selected to use all reasonable caze in performance of the work specified herein. UNDER THIS CONTRACT, CONTRACTOR will regulazly and systematically examine, adjust, lubricate as required, and when in CONTRACTOR'S opinion, condifions warrant, unless specifically excluded in the exceptions stated below, repair or replace the:. _. __ _ _ MACHINE (traction); including worrri and gear, thrust bearings and housings, drive sheave, drive sheave shaft bearings: brake including brake pulley, brake coil, brake contact, linings and. component parts. MOTOR AND MOTOR-GENERATOR; including auxiliary rotating systems (tachometer and regulator), motor windings, rotating elements, commutator; brushes, brush holders, and. bearings. GOVERNOR; including GOVERNOR sheave and shaft assembly, bearings, contacts, and jaws. ALL IDLER SHEAVES; including defiecfor and secondary, caz counterweight, and compensation; related bearings; governor tension assemblies. CONTROLLER COMPONENTS; including all relays, contactors, solid state components, resistors, condensers, transformers, contacts, leads, mechanical or electrical timing devices, computer devices. SELECTOR COMPONENTS; including selector drive (tape, wire or cable),. and all mechanical and electrical drive components. HOISTWAY DOOR INTERLOCKS or locks and contacts; hoistway door hangers and tracks, bottom door gibs and auxiliary door closing devices for power operated doors. GUIDE SHOES; including roller or replaceable liners. BUFFERS; including spring or oil. AUTOMATIC POWER OPERATED DOOR OPERATOR; door protective devices, caz door hanger, track and caz door contact. CAR safety mechanism and load weighing equipment. Page 8 of 17 FIXTURES; contacts, buttons, key switches and locks and lamps and sockets of the following devices: button stations (caz & hall), hall lanterns, position indicators, drrection indicators, master indicator and control panels. TRAVELING CABLES for elevator operation and caz lighting. ELEVATOR CONTROL WIRING in hoistway and machine room. UNDER THIS CONTRACT, CONTRACTOR will also provide: EMERGENCY call-back service during CONTRACTOR'S. regulaz working hours. LUBRICANTS compounded to rigid specifications and selected and tested for the service conditions required. LUBRICATION of guide rails (caz and counterweight) except where type of guides andlor safety devices required dry rails. PERIODIC CLEANING of elevator hoistway(s) and pit(s) PERIODIC DRAINING of the geaz case, flushing to remove sediment and grit, and refilling with new gear oil. LABOR AND MATERIAL required replacing all hoist, governor, and compensating cables-when, in CONTRACTOR'S judgment, replacement is necessary to maintain the recommended factor of safety. LABOR AND MATERIAL required to equalize tension on hoist cables and to replace compensating chains when conditions warrant. i UNDER THIS CONTRACT CONTRACTOR AGREES: Where applicable to check the group dispatching systems and make the necessary tests to insure that all circuits and time settings are properly adjusted to provide, subject to the limitations of the equipment, the best possible overall service. To provide, where necessary, a parts cabinet complete with replacement parts, wiping cloths and lubricants. Such supplies shall be maintained on the premises for the term of the contract. To keep wiring diagrams in the machine room for use by CONTRACTOR'S examiners. City agrees to furnish a complete set of "as built" wiring diagrams where necessary. EXCEPTIONS: CONTRACTOR SHALL NOT be required to install new attachments on the elevators whether recommended or duected by insurance companies or by government authorities; or Page 9 of 17 to make any replacements with parts of a different design, onto replace or realign guide rails.. It is agreed that CONTRACTOR will not be required to make renewals or repairs necessitated by negligence or misuse of the equipment or by any other cause beyond its control except ordinary weaz and teaz. No work or service other than that which is specified herein is included in this contract. CONTRACTOR ASSTMES NO RESPONSIBILTTY for the following items of elevator equipment which aze not considered part of this contract: 1. CAR ENCLOSURE; including removable panels, door panels, caz gates, plenum chambers, hung ceilings, light diffusers,. caz lighting tubes, bulbs or batteries, handrails„mirrors, carpets, file wood platform sub flooring, music...... _ systems, caz heaters or fans.- - - Z. HOISTWAY ENCLOSURES; hoistway door, hoistway door frames and sills, swing door closers,. pit ladders, pit screens, pit and secondary level access doors, beams. 3. FIX'T'URE FACEPLATES; or finished surfaces of any kind; power switches or fuses therefore and electrical power feeders to controllers. ALL EXAMINATION, adjusting, lubrication and repair work included in this contract is to be performed during CONTRACTOR'S regulaz working hours of its regulaz working day unless otherwise specified below. IF EMERGENCY call-back services during CONTRACTOR'S overtime working hours aze deleted from this contract and aze later requested by the City, CONTRACTOR will provide same and the City agrees to pay as an extra to the contract price stipulated herein CONT`RACTOR'S standazd overtime billing rate for the time consumed in accomplishing the work including travel time. CITY agrees to keep the elevatorpit(s) and motor room(s) free from water and to not use these azeas for storage purposes; to give CONTRACTOR written notice withintwenty-four hours of any accident, alteration or change affecting the equipment and of any change of ownership; to discontinue immediately the elevator from service when the equipment becomes unsafe or operates in a manner which.might cause injury to a userthereof, and to maintain surveillance of the equipment far such purposes. Successful contractor shall agree and shall be required to carry in stock a sufficient supply of normal replacement parts for those elevators covered by this contract. If called prior to 12:00 p.m., successful contractor shall. agree to dispatch a maintenance representative that same afternoon and diligently pursue the required repairs completed and the elevator back in service prior to 12:00 p.m., the following afternoon. (Normal or routine maintenance failures). Lazger or more expensive items not normally expect ~o~e most ex editiourys m hod~l bidder shall. agree to have the required part(s) Shipp y P possible. Page 10 of 17 Failure to satisfactorily comply with the stated requirements shall be grounds to ternlinate the elevator maintenance contract. Successful contractor shall maintain a resident agent in 3efferson County to be continuously available for maintenance service. Page 11 of 17