REQUEST FOR PROPOSAL (RFP)
STATE OF WISCONSIN
DEPARTMENT OF COMMERCE
DIVISION OF SAFETY AND BUILDINGS
BUREAU OF INTEGRATED SERVICES
Elevator Inspection Services
Proposals must be submitted
September 14, 2006
no later than 2:30 PM
For further information regarding this
RFP contact Noreen Ray at 608-267-7201
State of Wisconsin
Department of Commerce
LATE PROPOSALS WILL BE REJECTED
RFP #DDGSB0002-Elevator Inspection Services Page 1 of 26 Pages
TABLE OF CONTENTS
STATE OF WISCONSIN i
Elevator Inspection Services i
LATE PROPOSALS WILL BE REJECTED i
1.0 GENERAL INFORMATION........................2
1.1 Introduction of background........................2
1.2 Scope of the project........................2
1.3 Procuring and contracting Department........................3
1.5 Clarification and/or revisions to the specifications and requirements. 4
1.6 Contractor conference........................4
1.7 Reasonable accommodations........................4
1.8 Calendar of events........................5
1.9 Contract term........................5
1.10 VendorNet registration ........................5
2.0 PREPARING AND SUBMITTING A PROPOSAL........................6
2.1 General instructions........................6
2.2 Incurring costs........................6
2.3 Submitting the proposal........................6
2.4 Proposal organization and format........................6
2.5 Multiple proposals........................7
2.6 Oral presentations and site visits........................7
3.0 PROPOSALS SELECTION AND AWARD PROCESS........................8
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3.1 Preliminary evaluation........................8
3.2 Proposal scoring........................8
3.3 Right to reject proposals and negotiate contract terms........................8
3.6 Notification of intent to award......................10
3.7 Appeals Process......................10
4.1 Contractor ......................11
4.2 Contractors staff qualifications......................12
4.5 Starting date......................19
1.0 GENERAL INFORMATION
1.1 Introduction and background
The purpose of this document is to provide interested parties with information to
enable them to prepare and submit a proposal for Elevator Inspection Services in
Wisconsin for new installations and existing altered and remodeled elevators.
The State as represented by its Department of Commerce intends to use the
results of this process to award a contract for Elevator Inspection Services.
1.2 Scope of the project
1.2.1 Project Description
The Contractor shall perform Elevator Inspection Services as required by
the code of the State of Wisconsin, as well as those services described
herein. Elevator Inspection Services will initially be provided for new and
remodeled elevators in the 4 districts per Attachment G. It is estimated
that there will be a 367 new and remodeled elevators in those districts.
The Department reserves the right to amend the list of those elevators to
be inspected by the Contractor. The Contractor shall submit via electronic
inspection reports per the Electronic Data Interface (EDI) guideline reports
on the results of such inspections or re-inspections on Department form
SBD-10663-e or as requested by the Department.
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1.2.2 Objectives and Needs
The Contractor shall develop a schedule and perform acceptance
inspections of the elevators in the specified area pursuant to s. Comm 18
and ANSI/ASME A17.1 and A18.1 as appropriate (depending on when the
elevator was placed in service). The Contractor shall submit a written
report on the results of such inspections in letter form or upon such forms
as requested by the Department. The report shall certify to the operation
of the elevator, or itemize the violations, citing the appropriate sections of
ch. Comm 18, Wis. Adm. Code. The Contractor will be a deputy, as
defined in s. 101.02, Stats. When the Contractor identifies violations, it will
issue corrective orders.
The Contractor shall submit reports via electronic mode on a weekly basis
to the Department in letter form or upon such forms as requested by the
Department. The report shall summarize the status of each inspection
pending before the Contractor or closed within reporting period.
1.2.3 Current Operation
The Department was responsible for the inspection of 672 new
installations for 2005. Currently, the Department has 4 elevator inspectors
covering the whole state, 3 that reside in the northern part and one in the
southern part of the state. Staff are not able to schedule and perform all
the new installation inspections in a timely manner in addition to the
consulting, training and auditing services.
1.3 Procuring and contracting Department
This Request for Proposal (RFP) is issued by the Wisconsin Department of
Commerce, which is the sole point of contact during the selection process. The
person responsible for managing the procurement process is Noreen Ray.
The contract resulting from this RFP will be administered by the Wisconsin
Department of Commerce. The contract administrator will be the Elevator
Program Section Chief.
The following definitions are used through the RFP.
Acceptance means the initial inspection and tests of new or altered equipment to
check for compliance with the applicable Code requirements.
Department means the Wisconsin Department of Commerce.
Proposer/Vendor means a firm submitting a proposal in response to this RFP.
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State means State of Wisconsin
Elevator means an elevator, dumbwaiter, escalator, lift, moving sidewalk, stage
lift, or other similar device within the scope of ch. Comm 18, Wis. Adm. Code.
Contractor means proposer awarded the contract.
1.5 Clarification and/or revisions to the specifications and requirements.
Any questions concerning this RFP must be submitted in writing before the
mandatory vendor conference or presented on 07/31/06, to:
Department of Commerce
201 W. Washington Avenue, 4TH Floor
Post Office Box 2689
Madison, WI 53701-2689
608/267-7201 - Voice
608/266-9946 - Fax
Vendors are expected to raise any questions, exceptions, or additions they have
concerning the RFP document at this point in the RFP process. If a vendor
discovers any significant ambiguity, error, conflict, discrepancy, omission, or other
deficiency in this RFP, the vendor should immediately notify the above named
individual of such error and request modifications or clarification of the RFP.
In the event that it becomes necessary to provide additional clarifying data or
information, or to revise any part of this RFP, revisions/amendments and/or
supplements will be provided to all recipients of this initial RFP.
Each proposal shall stipulate that it is predicated upon the terms and conditions
of this RFP and any supplements or revisions thereof.
Any contact with State employees concerning this RFP is prohibited, except as
authorized by the RFP manager during the period from date of release of the
RFP until the notice of intent to contract is released.
1.6 Vendor Conference
A vendor conference will be held August 10, 2006 at 10:00 a.m. in Conference
Room 4A, 201 W. Washington Avenue, 4th Floor, Madison, Wisconsin, to respond
to written questions and to provide any needed additional instruction to vendors
on the submission of proposals. All proposers are required to attend the vendors
conference. If a vendor fails to attend the conference and submits a proposal,
the proposal will be rejected. Teleconferencing may also be arranged if a request
is submitted by phone to Noreen Ray no later than 4:30 PM, August 2, 2006.
1.7 Reasonable accommodations
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The Department will provide reasonable accommodations, including the provision
of informational material in an alternative format, for qualified individuals with
disabilities upon request. If you think you need accommodations at a bid
opening/vendor conference, contact Noreen Ray at 608-267-7201 (voice) or
1.8 Calendar of events
Listed below are specific and estimated dates and times of actions related to this
Request for Proposal (RFP). The actions with specific dates must be completed
as indicated unless otherwise changed by the Department. In the event that the
Department finds it necessary to change any of the specific dates and times in
the calendar of events listed below, it will do so by issuing a supplement to this
RFP. There may or may not be a formal notification issued for changes in the
estimated dates and times.
07/27/06(est.) Date of issue of the RFP.
08/08/06(est.) Last Day for submitting written inquiries
08/10/06(est.) Vendor Conference
08/17/06(est.) Mail notification to Vendors of supplements or
revisions to the RFP.
09/14/06(est.) Proposals due from Vendors.
09/27/06 (est.) Vendor On-site Demonstration
10/10/06 (est.) Notification of intent to award sent to Vendor.
10/30/06 (est.) Contract start date.
1.9 Contract term
The contract shall be effective on the date indicated on the contract execution
date and shall run to 7/31/2007.
1.10 VendorNet registration
The State of Wisconsin’s purchasing information and vendor notification service is
available to all businesses and organizations that want to sell to the state.
Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get
information on state purchasing practices and policies, goods and services that
the state buys, and tips on selling to the state. Vendors may use the same Web
site address for inclusion on the bidders list for goods and services that the
organization wants to sell to the state. A subscription with notification guarantees
the organization will receive an e-mail message each time a state agency,
including any campus of the University of Wisconsin System, posts a request for
bid or a request for proposal in their designated commodity/services area(s) with
an estimated value over $25,000. Organizations without Internet access receive
paper copies in the mail. Increasingly, state agencies also are using Vendor Net
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to post simplified bids valued at $25,000 or less. Vendors also may receive e-
mail notices of these simplified bid opportunities.
2.0 PREPARING AND SUBMITTING A PROPOSAL
2.1 General instructions
The evaluation and selection of a Contractor and the contract will be based on
the information submitted in the vendor’s proposal plus references and any
required on-site visits or oral presentations. Failure to respond to each of the
requirements in the RFP may be the basis for rejecting a response.
Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a
complete and effective proposal are not necessary or desired.
2.2 Incurring costs
The State of Wisconsin is not liable for any cost incurred by the proposers in
replying to this RFP.
2.3 Submitting the proposal
Proposers must submit an original and three copies of all materials required for
acceptance of their proposal by September 14, 2006, to Noreen Ray at the
address listed in Section 1.5, which appears on Page 5 of this RFP.
Proposals must be received in the above office by the specified time stated
above. Proposals will be time-stamped. Late proposals will not be accepted.
Receipt of a proposal by the State mail system does not constitute receipt of a
proposal by the Department for purposes of this RFP.
All proposals must be packaged, sealed and show the following information on
the outside of the package, in the upper lefthand corner, just below the return
-- Contractor’s name and address
-- Request for proposal title
-- Request for proposal number
-- Proposal due date
One original copy of each Cost Proposal for any or all Districts must be sealed
and submitted as a separate part of the proposal. The outside of the envelope
must be clearly labeled with the words “Cost Proposal, RFP #DDGSB0002” and
name of the vendor and due date. The cost proposal is due to the addressee on
the due date and time noted above.
2.4 Proposal organization and format
Proposals must be typed and submitted on 8.5 by 11 inch paper and bound
securely. Proposals should be organized and presented in the order and by the
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number assigned in the RFP. Proposals must be organized with the following
headings and subheadings. Each heading and subheading should be separated
by tabs or otherwise clearly marked. The RFP sections which should be
submitted or responded to are:
RFP Cover Page (form DOA-3261)
Response to General Proposal Requirements (sect. 4.0)
Tabulate responses for 4.1 thru 4.5
Required forms (sect. 6.0)
Designation of Confidential and Proprietary Information (Attachment C)
Vendor Information (Attachment D)
Vendor References (Attachment G)
Cost Proposal(s) (Attachment B)
The vendor must submit its Cost Proposal(s) on the form provided in Attachment
B according to the instructions provided. Failure to provide any requested
information in the prescribed format may result in disqualification of the proposal.
No mention of the cost proposal may be made in the response to the general
requirements of this Request for Proposal.
2.5 Multiple proposals
Multiple proposals from a vendor will be permissible; however each proposal
must conform fully to the requirements for the RFP. Each such proposal must be
submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page
included in the response. Alternate acquisition plans do not constitute multiple
2.6 On-site Demonstration
Top-scoring vendor(s) will be required to demonstrate their service(s) at a site
identified by the Department. All staff who will be responsible for the contracted
inspections must have a resume submitted per Section 4.2. At least one of the
staff who will be responsible for these contracted inspections must perform the
on-site demonstration. The Department will furnish detailed specifications
concerning the demonstration site and the particular test it will use to exercise the
Failure of a proposer to furnish the service(s) it has proposed for demonstration
within the time constraints of the proceeding paragraph will result in rejection of
that proposal. Failure of any service(s) to meet the Department’s specified
requirements during the demonstration may result in rejection of the proposal.
The successful demonstration of the proposer’s service(s) does not constitute
acceptance by the Department. Any service(s) furnished by the proposer for the
purposes of this demonstration must be identical in every respect to those, which
will be furnished if a contract results.
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2.7 Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is
withdrawn. Proposers may withdraw a proposal in writing at any time up to the
proposal closing date and time. To accomplish this, the written request must be
signed by an authorized representative of the proposer and submitted to the RFP
project manager. If a previously submitted proposal is withdrawn before the
proposal due date and time, the proposer may submit another proposal at any
time up to the proposal closing date and time.
3.0 PROPOSAL SELECTION AND AWARD PROCESS
3.1 Preliminary evaluation
The proposals will first be reviewed to determine if mandatory requirements are
met. Failure to meet mandatory requirements will result in the proposal being
rejected. In the event that all Contractors do not meet one or more of the
mandatory requirements, the Department reserves the right to continue the
evaluation of the proposals and to select the proposal which most closely meets
the requirements specified in this RFP.
3.2 Proposal scoring
3.2.1 Written accepted proposals will be reviewed by an evaluation committee
and scored against the criteria stated in Section 3.4. The Department may
require the proposers to make an oral presentation for the purposes of
clarifying the proposal submitted. Proposals from certified Minority
Business Enterprises may have points weighed by a factor of 1.00 to 1.05
to provide up to a five per cent (5%) preference to these businesses. The
evaluation committee’s scoring will be tabulated and proposals ranked
based on the numerical scores received.
3.2.2 Demonstration: The top scoring proposers from the written section will be
required to conduct an elevator inspection at a site designated by the
Department. The inspection conducted will be scored based on the criteria
stated in Section 3.4.
3.2.3 Cost Proposals: The cost proposals submitted by the proposer will be
scored based on the methodology stated in Section 3.4.3 & 6.2.
3.3 Right to reject proposals and negotiate contract terms
The Department reserves the right to reject any and all proposals and to
negotiate the terms of the contract, including the award amount, with the selected
proposer prior to entering into a contract. If contract negotiations cannot be
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concluded successfully with the highest scoring proposer, the Department may
negotiate a contract with the next highest scoring proposer.
3.4 EVALUATION CRITERIA:
3.4.1 Written Evaluation 200
A. Professional Qualifications
1. Proposer has significant experience in conducting 24
elevator acceptance inspections.
2. Proposer has experience in issuing orders to building 10
owners to correct identified problems and conducting
follow-up inspections and actions to ensure problems
have been corrected.
3. Proposer has experience in working with building owners 10
to correct problems identified during elevator inspections.
4. Proposer has the ability to bill customers for services 16
B. Staff Qualifications:
1. Lead/key staff have substantial experience in conducting 20
elevator acceptance inspections and directing other staff
in the completion of inspections.
2. Lead/key staff have substantial experience in working 10
with building owners to correct problems identified.
3. Lead/key staff are credentialed to conduct the required
inspections in Wisconsin or have the necessary training
or other qualifications to be credentialed in Wisconsin.
C. Adequacy and Completeness of Operational Plan
1. The proposed plan of operation is complete and adequate. 10
2. The proposed plan of operation indicates that adequate 4
staff resources will be made available to perform the
services required in the RFP.
3. The proposed plan of operation contains adequate
provisions for ensuring that all inspections conducted by
the proposers staff are thorough and completed
D. Electronic Reporting Process:
1. The proposer has adequate electronic capability and 20
knowledge for reporting as required in this RFP.
E. Adequacy of Inspection Protocol:
1. The process defined by the proposer is complete and 30
ensures that inspections will be carried out in accordance
with RFP requirements.
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2. The proposer has presented a logical sequence for 20
conducting the inspection.
3.4.2 On-Site Demonstration Evaluation: 100
A. The proposer conducted a complete and thorough 40
inspection of the elevator.
B. The proposer identified all problems. 40
C. The proposer prepared a complete inspection record. 20
3.4.3 Cost Proposal Scoring: 100 100
3.5 Award and final offers
The Department will compile the final scores (technical and cost) for each
proposal. The award will be granted in one of two ways. The award may be
granted to the highest scoring responsive and responsible proposer.
Alternatively, the highest scoring proposer or proposers may be requested to
submit final and best offers. If final and best offers are requested by the State
and submitted by the vendor, they will be evaluated against the stated criteria,
scored and ranked by the evaluation committee. The award then will be granted
to the highest scoring proposer. However, a proposer should not expect that the
Department will request a final and best offer.
3.6 Notification of intent to award
All vendors who respond to this RFP will be notified in writing of the Department’s
intent to award the contract as a result of this RFP.
After notification of the intent to award is made, and under the supervision of
Department staff, copies of proposals will be available for public inspection from
8:00 a.m. to 4:30 p.m. at 201 W. Washington Avenue, 4th Fl., Madison,
Wisconsin. Vendors should schedule reviews with Noreen Ray at 608-267-7201.
3.7 Appeals Process
Notices of intent to protest and protests must be made in writing to the head
procuring Department. Protestors should make their protests as specific as
possible and should identify statutes and Wisconsin Administrative Code
provisions that are alleged to have been violated.
Any written notice of intent to protest the intent to award a contract must be filed
Department of Commerce
David K. Storey, Deputy Secretary
201 West Washington Avenue, 6th Fl.
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PO Box 7970
Madison, Wisconsin 53707-7970
and received in his office no later than five (5) working days after the notices of
intent to award are issued.
Any written protest must be received within ten (10) working days after the notice
of intent to award is issued.
The decision of the head of the procuring Department may be appealed to the
Secretary of the Department of Administration within five (5) working days of
issuance, with a copy of such appeal filed with the procuring Department. The
appeal must allege a violation of a Wisconsin statute or a section of the
Wisconsin Administrative Code.
4.0 GENERAL PROPOSAL REQUIREMENTS:
4.1 Contractor Qualifications and Experience.
4.1.1 Business History:
a. Indicate the date the business was formed
b. Indicate the current number of employees
c. Indicate the total business revenues for each of the last three years.
d. Indicate the name of the current owner(s) and if a corporation the
name(s) of the current officers.
e. Provide financial statements for the last three (3) years.
4.1.2 Past Experience:
a. Describe the firm’s experience and capabilities in providing similar
services to those required in this RFP. Be specific and identify
contracts, dates, and results including information on the volume of
elevator acceptance inspections completed.
b. Describe the firm’s experience in issuing orders to building owners to
correct problems identified and the types of follow-up actions taken.
c. Describe the firm’s experience in working with building owners to
correct identified problems and the results. Be as specific as possible.
d. Describe the firm’s ability to bill customers for elevator inspection
e. Indicate whether or not any contracts (within the last five years) which
the firm had for elevator inspection services where terminated/canceled
prior to the end of the contract period. If contracts were terminated,
provide the name of the party who canceled the contract.
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4.2 Vendor’s staff qualifications
Provide resumes describing the educational and work experience for each of the
key staff who would be assigned to the contracts and whether or not the
individuals are licensed to conduct elevator inspections in Wisconsin. Indicate
the responsibilities which will be assigned to each person. All staff responsible
for the contracted inspections must have a resume submitted.
4.3 Plan of Operation:
Describe your firms plan for providing the services required under this RFP
including the number of staff that will be needed, whether existing staff will be
used or additional staff will be hired, and how inspections will be scheduled.
4.4 Acceptance Inspection Protocol/Process:
Describe in detail the elevator inspection procedures that your firm will use in
conducting the required elevator acceptance inspections.
4.5 Electronic Reporting Process
Describe your firm’s electronic capability and knowledge to comply with reporting
via Electronic Data Interface (EDI) on the results of inspections and reinspections
and any other reporting, such as Revenue generated reports (sect. 5.2.9) as
required in this RFP.
5.0 MANDATORY AND TECHNICAL REQUIREMENTS/SCOPE OF SERVICE:
5.1 Mandatory Requirements:
5.1.1 All proposers are required to attend the vendor conference in accordance
with Section 1.6. Proposals will not be accepted from any proposer who
fails to attend the conference in accordance with Section 1.6.
5.1.2 All persons employed by the selected proposer to conduct elevator
inspections in Wisconsin must be licensed to conduct inspections in
Wisconsin. In its proposal, the proposer must provide assurances that
only credentialed individuals will be used.
5.1.3 Proposers must demonstrate that they have the ability to obtain the
required insurance coverage specified in this document. The proposer
selected will be required to provide certificates of insurance.
5.1.4 Proposers must have a minimum of five years experience in the provision
of inspection services or equivalent technical background.
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5.1.5 The Proposer shall demonstrate that it has the necessary personnel and
expertise to perform the work outlined in the preceding sections and
subsections, including staff who meet the criteria of Elevator Safety
Inspector 3, which is the classification of existing state employees
conducting similar work. The position description for Elevator Safety
Inspector is attached hereto and incorporated herein as Attachment E.
5.1.6 All inspectors shall be credentialed in accordance with s.Comm 5.64, Wis.
5.1.7 Contractor must demonstrate they have a computer system with at least
windows 98 and is compatible with EDI guidelines.
5.2 Technical Requirements/Scope of Services
5.2.1 The Contractor shall perform Elevator Inspection Services for new, altered
and remodeled elevators as required by the code of the State of
Wisconsin, as well as those services described herein. Elevator Inspection
Services will be provided for specific elevators.
5.2.2 The Contractor shall perform inspections of elevators as described in
section 1.2 of this RFP, pursuant to s. Comm 18 and ANSI/ASME A17.1
and A18.1a as appropriate. The Contractor shall submit via electronic
inspection reports per the Electronic Data Interface (EDI) guidelines written
reports on the results of such inspections in letter form or upon such forms
as requested by the Department. The report shall certify to the operation of
the conveyance, or itemize the existing violations, citing the appropriate
sections of ch. Comm 18 and ASME A17.1 and A18.1a. The Contractor
will be a deputy, as defined in s. 101.02, Stats. When the Contractor
identifies violations, it will issue corrective orders.
5.2.3 The Contractor shall submit via electronic mode on a weekly basis reports
to the Department in letter form or upon such forms as requested by the
Department. The report shall summarize the status of each inspection
pending before the Contractor or closed within the reporting period.
5.2.4 Except as otherwise specified in this Proposal, all equipment, materials,
and supplies required to carry out the provisions of the Proposal, and to
perform the services described above shall be furnished by the Contractor.
5.2.5 The Contractor must provide its own transportation and furnish the
necessary equipment for use in conducting periodic inspections, which
includes, but may not be limited to the following:
22.214.171.124 A flashlight with a non-conductive case for inspecting wire ropes
and other equipment in locations where sufficient natural or
artificial light is not available.
126.96.36.199 A 6-foot ruler of non-conductive material.
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188.8.131.52 A set of thickness gauges.
184.108.40.206 A small hammer, preferably a one-half (1/2) pound ball peen.
220.127.116.11 Chalk or crayon.
18.104.22.168 A small metal mirror to be used in examining wire ropes or other
parts of equipment normally inaccessible.
22.214.171.124 Safety hat (non-conductive).
126.96.36.199 Rope caliper.
188.8.131.52 Sheave groove gauge.
184.108.40.206 A copy of Chapters IND.4, ILHR/Comm 16, 18, and 50-64,
Wisconsin Administrative Code.
220.127.116.11A copy of the 1980 through current edition of the American
National Standard, Safety Code for Elevators, Dumbwaiters,
Escalators, and Moving Walks, ASME/ANSI A17.1 and Safety
Standard for Platform Lifts and Stairway Chairlifts, ASME A18.1.
18.104.22.168A copy of the 1980 through current editions of the National
22.214.171.124 A stop watch.
126.96.36.199 A fifty (50) foot non-conductive tape.
188.8.131.52 A tachometer, preferably one provided with a one (1) foot
circumference wheel for measuring speeds, or one that reads
directly in feet per minute.
184.108.40.206 A meter, to check grounding continuity, and verify of voltages.
220.127.116.11 A spirit level.
18.104.22.168 A door test scale (gauge) to check closing door force.
22.214.171.124 Pressure gauge with suitable adapters.
126.96.36.199 A light meter for measuring light level in foot-candles.
188.8.131.52 Governor speed and safety/pressure test seals.
5.2.6 Within one week of receipt of a Contract, the Contractor will develop and
submit to the Department a schedule for completing the inspections.
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5.2.7 Each elevator will be identified as requiring acceptance inspections as
described in Comm 18. The appropriate inspection will be conducted, as
identified. Inspections shall include, but not be limited to, the activities
identified as follows:
Acceptance Inspections, Passenger and Freight Elevators
Inspections of Hoistway and Car Doors or Gates and Their Operating,
Locking, and Contact Devices
hoistway door or gate interlock-locking functions and closed position
hoistway door interlocks-auxiliary locks
hoistway door or gate-separate or combination mechanical locks and electric
power operation of door systems
car door or gates and electric contacts
emergency doors in blind hoistways
emergency-release switch in car
Inspections Made From Inside the Car
operating and control devices
car floor, sills, and landing sills
protection of projections and recesses in hoistways
car emergency signals for elevators
Inspections Made Outside of Hoistways
hoistway enclosures and doors
hoistway access switches
parking devices and hoistway door unlocking devices
rope and rope fastening inspection-counterweight in separate hoistways
car platform guards
Inspections Made From Top of Car
top car clearance
counterweight and counterweight buffer
wire rope fastening and sheaves
wire rope inspection
compensating chain inspection
normal terminal stopping devices
final terminal stopping devices
car and counterweight horizontal clearances
car and counterweight guide rails, rail fastenings, car crossheads, and car guiding
alignment of rails
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car and hoistway door and gate operating, locking, and contact devices and
interlock retiring cams
hoistway and car door and gate hangers and associated equipment,
interconnections of multisection door panels and hoistway door vision panels
top of car operating devices and working platforms
governor-rope releasing carrier
car frame stiles
hoistway junction box and traveling cables
overhead and deflecting sheaves
protection of projections and recesses in hoistways
glass curtain walls
installation of pipes, wiring, and ducts in hoistways
hoistway protection in case of fire
Inspections Made in Overhead Machinery Spaces and in Machine Rooms
inspection of wire rope and rope fastenings
overhead secondary and deflecting sheaves
overhead beams and fastenings
overhead grating or platforms
top counterweight clearances
traction driving sheaves
guards of exposed equipment
winding drum machines
driving-machine terminal stopping switches, slack rope devices, and normal
terminal stopping switches
gears and bearings
motor-generator sets used with generator-field control
controller mechanisms, wiring, and fuses
absorption of regenerated power
belt- or chain-driven machines
light, fire extinguishers, housekeeping, and ventilation
installation of pipes, wiring, and ducts in machine rooms, and machinery spaces
hoistway protection in case of fire
Inspections Made in Pit
pit, pit stop switch, and pit light
car and counterweight oil buffers
car and counterweight spring buffers
car and counterweight solid bumpers
speed governor rope-tension sheave
compensating chains, rope and compensating-rope tension-sheaves
compensating-rope tension-sheaves locking devices
rope, wheel, and lever operating devices
RFP #DDGSB0002-Elevator Inspection Services Page 17 of 26 Pages
final terminal stopping switch
bottom car and counterweight runby and clearance
car frame and platform
car and counterweight bottom guide shoes and safety parts
Any other applicable requirements that the equipment was required to at
the time of installation and/or any major alteration.
Additional requirements for Hydraulic Elevators
anti-creep leveling devices
relief and check valves
flexible hydraulic hose and fitting assemblies
storage and discharge tanks
sheaves of roped-hydraulics elevators
mechanically controlled hydraulic elevators
drifting of cars
Acceptance Inspections of Escalators and Moving Walks
balustrades and ceiling intersection guards
steps of escalators
moving walk treadways and treadway supports
normal operating inspections
step tread and landing light
escalator combplates and demarcation lighting
moving walk threshold plates
escalator broken step-chain device
broken drive-chain device
moving walk broken treadway devices
escalator skirt-obstruction devices
escalator reversal stop device
escalator step upthrust devices
RFP #DDGSB0002-Elevator Inspection Services Page 18 of 26 Pages
handrail entry device
comb-step impact devices
comb-pallet impact devices
step lateral displacement device
5.2.8 Orders shall be issued in accordance with the code in effect at the date of
5.2.9 The elevator shall not be released for use and Permit to Operate (PTO)
shall not be issued until it complies with the provisions of Comm 18.
Violations identified during inspections will be processed as follows:
The contractor will issue an order to the building owner or his/her agent.
The order will specify the specific code or standard section violated, the
nature of the violation, how the violation should be corrected, and the date
of the reinspection. The order may be handwritten and will be presented
to the owner or agent at the time of the inspection. A copy will be
forwarded to the Department.
5.2.10 Within one (1) week of receipt of a Contract, the Contractor will propose
practices and forms that can be used for all elevator inspections. The
Contractor shall use any forms or procedures as requested by the
Department or agreed upon.
5.2.11 The contractor shall be responsible for collecting from the building owner
the authorized elevator inspection/reinspection fee and shall report on a
monthly basis to the Department the dollar amount of fees collected for the
month and for the contract period. If it is determined by the Department
that the contractor has collected a fee to which they are not entitled, the
contractor shall refund the fee to the building owner.
184.108.40.206 Fee for Inspection
An owner may be charged fees for all reinspections required
under this contract.
5.2.12 The inspector’s decision to require a reinspection may be appealed to the
Department by the building owner.
5.2.13 If the building owner fails to take the corrective actions specified within the
allowed time period, the contractor shall notify the Department to begin
5.2.14 The Contractor shall provide, at his own expense, a toll free business
telephone number for building owners to contact staff. The toll free
number shall be staffed for business calls a minimum of eight (8)
consecutive hours per day Monday through Friday.
5.2.15 The Contractor shall appear as a witness, if required, regarding
inspections it conducts.
RFP #DDGSB0002-Elevator Inspection Services Page 19 of 26 Pages
5.2.16The Contractor shall have an inspector available for emergencies that may
arise after working hours. An after-hours telephone number shall be
furnished to the Elevator Program Section Chief. All emergencies shall be
responded to within two (2) hours of the time of notification.
5.3 Starting date
The services required of the Contractor pursuant to this proposal shall commence
on a date agreeable to both the Contractor and the Department. Services for
work required by this Proposal shall not commence until such time as a Contract
has been duly executed and validated by the Contractor and the Department.
6.0 COST PROPOSAL
6.1 General instructions on preparing cost proposals
The cost proposal should be submitted in a separate envelope with the written
proposal. The cost proposal will be scored using a standard quantitative
calculation where the most points in each category will be awarded to the
proposal with the lowest total cost per category.
After the scoring of the written and on site demonstration are complete, cost will
be scored. The maximum number of points will be awarded to the contractor with
the lowest price total for each of the categories listed below. The formula which
follows will be used to award cost points.
Lowest Bid X Maximum Points For Cost Category = Points Awarded
6.2 Format for submitting cost proposals
Submit a bid price on the Cost Proposal Sheet (Attachment B) identifying the bid
District number where the proposal applies. A separate cost proposal form shall
be provided for each bid District number listed on Attachment G. It is not required
that you bid on all bid areas.
Attachment G provides information about the number of estimated elevators in
the counties of each bid Districts. Note that counties for which the Contractor will
be responsible for actual enforcement could change.
Complete and submit Attachment B Cost Proposal for any or all districts. The
Cost Proposal scoring will have the following criteria:
A. Inspection/Reinspection Acceptance & Reinspection
1. Per 0 to 4 landings 70
2. Per 5 to 10 landings 12
3. Per 11 or more landings 4
4. Per escalator 2
5. Per remodeled elevator or escalator 12
RFP #DDGSB0002-Elevator Inspection Services Page 20 of 26 Pages
6.3 Cost Proposal Limit
The cost proposal(s) for acceptance and reinspections shall not exceed those
values given in the last column of Comm Table 2.15-1, Reinspection Fee.
6.4 Fixed price period
All prices, costs and conditions outlined in the proposal shall remain fixed and
valid for acceptance for sixty (60) calendar days starting on the due date for
7.0 SPECIAL CONTRACT TERMS AND CONDITIONS
In addition to any other standards, procedures, rules or regulation adopted by the
Department, the Contractor shall comply with the following:
7.1 Payment requirements
The Department is not responsible for the payment of any services to the
contractor. The contractor shall provide its own invoicing and fee collection
system for those services the contractor provides. No fees shall be collected for
services provided until an inspection/reinspection has been completed. The
department shall review and approve the payment system provided prior to
7.2 Elevator Industry Conflict of Interests
The Contractor affirms that it does not and will not engage in, or have any
interest, direct or indirect, in any wholesale or retail operation involving elevators,
that transacts business in the State of Wisconsin, and further states that the
Contractor does not engage in the work of installing or repairing elevators in the
State of Wisconsin.
The Contractor will not engage the services of any person or persons employed
by the State, including any department, commission or board thereof, for a
period of 2 years.
7.4 Department Oversight
All inspections shall be subject to re-inspection, examination, and tests by the
Department at any and all times during the course of the work and at any and all
places where such work is being carried on. The Department shall have the right
to reject substandard inspections or reports and require reinspection or
resubmission of reports within five (5) working days. The department may
inspect any installation which is also inspected by a contractor’s inspector. When
RFP #DDGSB0002-Elevator Inspection Services Page 21 of 26 Pages
the department inspection confirms that the inspection report is incomplete,
invalid or unacceptable, the department shall assess the contractor a fee
determined in accordance with sub. (2).
7.5 Department Follow-Up
The Contractor shall notify the Department of, and release to the Department
compliance enforcement of any elevator for which the Contractor will be required
to conduct a third reinspection.
7.6 Inspection Responsibility
In the case of failure by the Contractor to comply with the prescribed performance
of any part on inspection, or if any inspection is omitted on any occasion when
scheduled for performance, the Contractor will be notified of this failure or
omission and will be required by the State to perform the omitted inspection
within two (2) working days.
7.7 Department Meetings
The Contractor agrees to meet with the Department at reasonable times and with
reasonable notice. All records, data, and files created from the performance of
duties outlined in this document shall be available to the Department at all times.
7.8 Activity Reporting
The Contractor agrees to provide appropriate monthly reports as required by the
Elevator Program Section Chief.
7.9 Scheduling of Work
7.9.1 The Contractor will be responsible for performing acceptance inspections
and tests within two (2) working days of the date scheduled. The
Contractor may observe all State Government holidays. Inspections shall
generally be conducted during regular working hours of regular working
days of the State Government unless otherwise ordered by the Elevator
Program Section Chief. Inspections shall be performed during other hours
when necessary to prevent disruption of normal work activities or when
requested by the building owner or manager.
7.9.2 The Contractor, at his option, and with the consent of the building owner or
his authorized representative, may work on State holidays and at other
than regular working hours if it is at no additional cost to the elevator
7.9.3 The Contractor shall work with the Department to establish a schedule that
minimizes travel. Travel will be minimized by methods including, but not
limited to, adjusting certificate of operation expiration dates to correspond
RFP #DDGSB0002-Elevator Inspection Services Page 22 of 26 Pages
to those of surrounding elevators and scheduling for inspection at the
same time elevators located in proximity to each other.
7.10 Amendments to the Elevator Inspection List
7.10.1 Number of elevators assigned
Vendors should be aware that the number of elevators is subject to
change. Future inspections may include elevators or lifts within dwelling
units with the passage of 2005 Wisconsin Act 456.
7.10.2 Errors and Omissions
The elevator list was compiled from a translated file. Errors and omissions
may have resulted during the translations. The Contractor would be made
aware of the additional elevators requiring inspection. Likewise, the list
may contain duplicate listings, and the Contractor will be made aware of
7.10.3 Vacancies, Illness, and Competing Workloads
The Contractor may be requested to add to its workload, inspections
normally assigned Department employees. Such a request would result
when a position vacancy, inspector illness, or inspector competing
workload prevented the Department from completing an annual inspection
within time limits. The additional elevators may be removed from the
Contractor’s list when the vacancy is filled.
7.10.4 Agent Municipality Inspections
Municipalities may petition the Department to conduct their own elevator
inspection programs regardless of this contract.
7.11 Insurance Requirements:
Workers Compensation: The contractor shall maintain workers compensation
insurance for all employees engaged in work under this contract. A copy of the
contractor’s insurance policy or certificate of insurance must be filed with the
state’s contract administrator prior to execution of the contract.
The contractor shall maintain commercial general liability and property damage
insurance including Completed Products and Completed Operations, as well as
Errors and Omissions for all claims that might occur in carrying out the work
under this contract. Minimum coverage shall be General Liability and Property
Damage: $2 mil. – Errors & Omissions, $2 mil. – General Liability & $2 mil. –
Motor Vehicle Insurance: The contractor shall maintain motor vehicle insurance
for all owned, non-owned and hired vehicles that are used in carrying out work
RFP #DDGSB0002-Elevator Inspection Services Page 23 of 26 Pages
under this contract. Minimum coverage shall be $1,000,000 per occurrence
combined single limit for automobile liability and property damage.
State of Wisconsin Named: The State of Wisconsin shall be named as an
additional insured on the commercial general liability and property damage and
automobile liability policies.
Insurer: The insurer shall be licensed to do business in the state of Wisconsin
and rated A- or better by A.M. Best Co. The insurer shall be required to give the
Department a 60 day notice of cancellation or changes in coverage, except 10
days for non-payment premium.
Certificate of Insurance: The contractor shall provide the Department with a
certificate of insurance indicating that the required coverage is in place prior to
commencement of any work under the contract.
Insurance Limits: The Department reserves the right to require higher or lower
limits where warranted.
7.12 Termination of contract
The Department may terminate this contract at any time for performance reasons
at its sole discretion by delivering a written notice to the Contractor. For other
reasons, termination by the Department shall be upon delivering a written notice
90 days before termination. Upon termination, the agency’s liability will be limited
to the pro rata cost of the services performed as of the date of termination plus
expenses incurred with the prior written approval of the agency. In the event that
the contractor terminates the contract, for any reason whatsoever, it will require
written notice to that effect to be delivered by the contractor to the agency not
less than 90 days prior to said termination.
7.12.1 Prime Contractor and minority business subcontractors
The prime Contractor will be responsible for contract performance when
subcontractors are used. However, when subcontractors are used, they
must abide by all terms and conditions of the contract. If subcontractors
are to be used, the Contractor must clearly explain their participation.
The Department is committed to the promotion of minority business in
the state’s purchasing program. Authority for this program is found in ss.
15.107(2), 16.75(4), 16.755, and 540.036, Wis. Stats.
The successful Contractor will be encouraged to purchase services and
supplies from minority businesses certified by the Wisconsin Department
of Commerce, Bureau of Minority Business Development. The
Department will require from the successful Contractor a quarterly report
of purchases of such supplies and services necessary for the
implementation of the contract.
RFP #DDGSB0002-Elevator Inspection Services Page 24 of 26 Pages
The supplier/contractor shall furnish appropriate quarterly information
about its effort to achieve this goal, including the identities of such
enterprises certified by the Wisconsin Department of Commerce and
their contract amount.
A listing of certified minority businesses, as well as the services and
commodities they provide, is available from the Department of
Administration, Office of the Minority Business Program, 608/267-7806.
The listing is published on the Internet at: http://www.doa.state.wi.us/dsas/
7.12.2 Executed contract to constitute entire agreement
In the event of contract award, the contents of this RFP (including all
attachments), RFP addenda and revisions, and the proposal of the
successful proposer, and additional terms agreed to, in writing, by the
Department and the contractor shall become part of the contract. Failure
of the successful proposer to accept these as a contractual agreement
may result in a cancellation of award.
The following priority of contract documents will be used if there are
conflicts or disputes.
Contractor’s Proposal Dated (09/05/06)
State Request for Proposal Dated 07/20/06
Standard Terms and Conditions
8.0 STANDARD TERMS AND CONDITIONS
The Department reserves the right to incorporate standard State contract provisions into
any contract negotiated with any proposal submitted responding to this RFP Attachment
A(Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and
Conditions for Procurements for Services (DOA-3681)). Failure of the successful
proposer to accept these obligations in a contractual agreement may result in
cancellation of the award.
9.0 REQUIRED FORMS
The following forms must be completed and submitted with the proposal in accordance
with the instructions given in Section 2.4. Blank forms are attached.
Cover Form Request for Proposal
Designation of Confidential and Proprietary Information (DOA-3027)
Vendor Information (DOA-3477)
Vendor Reference (DOA-3478)
Cost Proposal(s) (Attachment B)