Advertisement, Specification, Insurance Requirements, Sample Agreement, and Conditions and Instructions to Bidders
For
Elevator and Escalator Inspection Services
Bid No.: Q21-04-22A
Electronic proposals are due at 11:00 A.M. on May 6, 2021
Executive Summary
The Port Authority of Allegheny County has recently implemented eBusiness. eBusiness is a mechanism which allows contractors and vendors to electronically submit bids on Port Authority procurement events. It is a system of modules that provides everything from procurement to contract management and you will see advantages like these:
• Monitor Invoice Payments • Improved Purchasing Process • More Fluid, Automated and Single System Return Authorization • Automated RFP/Bid Process Including Bidding, Procurement Contracts & Purchase Orders • The Latest Technology from Workflow to E-mail Notification to Approval Process
The implementation of eBusiness represents a change in the method of the competitive bidding process; however, the Port Authority must continue to adhere to stringent governmental and internal procurement regulations.
Additionally, this document contains the Advertisement, Specification, Insurance Requirements, Sample Copies of the Agreement, Sample Copies of Performance Bond and the Conditions and Instructions to Bidders. It is recommended that you take the time to read the attached documents – especially the “Conditions and Instructions to Bidders”.
TABLE OF CONTENTS
Attachment 1 …...... Specification PAT-9146-5
Attachment 2 ……………………………….………...………………… Insurance Requirements
Attachment 3 ……………………………………….……….…..…………… Sample Agreement
Attachment 4 …………………………………….…..….… Conditions & Instructions to Bidders
Port Authority of Allegheny County Elevator and Escalator Inspection Services Specification PAT-9146-5 March 2021
1.0 Scope Of Work
This Specification outlines the requirements to furnish third-party inspection and testing services required to maintain the Port Authority’s compliance with the current Commonwealth of Pennsylvania regulations covering inspections of elevators, escalators, and wheelchair lifts, complete as specified herein.
2.0 Technical Data
2.1 The Contractor shall be a certified elevator/escalator inspector, licensed in the State of Pennsylvania, and shall directly employ personnel who are qualified and certified by the Commonwealth of Pennsylvania to inspect elevators and escalators. The Contractor shall be on the Pennsylvania Department of Labor and Industry’s “Certified Third-Party Agencies” listing as of the submission date of this bid.
2.2 The Contractor shall perform Elevator and Escalator inspections in compliance with the Pennsylvania Department of Labor and Industry’s Elevator Regulation Law (Act of 1929, P.L. 1518, No. 452 latest revision) and at the intervals as established by the Pennsylvania Department of Labor and Industry, latest revision. It shall be the responsibility of the Contractor to ensure the latest standards and guidelines are adhered to throughout the duration of this contract.
2.3 The Contractor shall perform semi-annual inspections and shall witness Periodic Testing (currently required once every three or five years) to maintain compliance with the Pennsylvania Department of Labor and Industry’s Elevator Regulation Law at the rates as indicated on the proposal. The Contractor shall notify the Authority’s Assistant Manager of Facilities, Mr. Ralph Flory, telephone (412) 488-2052, of such inspections at least one week prior to the inspection. The Authority will make arrangements to have the Contractor access all sites. Periodic testing shall be coordinated through the Port Authority and its service/repair Contractor.
2.4 It shall be the responsibility of the Contractor to ensure the Authority’s elevator and escalator certifications do not lapse or expire throughout the duration of the contract.
2.5 The Contractor shall report all inspection results, compliance reports, and/or certifications to the Commonwealth of Pennsylvania Department of Labor and Industry as required. Reports and certificates of compliance shall be submitted in a timely manner to maintain compliance with all regulations. A copy of the inspection report and the certificate of compliance shall be forwarded to the Port Authority within ten calendar days of the inspection. The Contractor shall install the compliance certificates into/on the units successfully complying with the inspections as required by the Pennsylvania Department of Labor and Industry. The Contractor shall notify the Port Authority’s Project Manager immediately of any equipment shutdown or lockout/tagout of equipment. Reports and copies of the certificates of compliance shall be sent to the following:
Port Authority of Allegheny County 611 W. Warrington Ave. Pittsburgh, PA 15226 Attn: Ralph Flory
2.6 Section 6.0 of this specification provides lists of the Authority’s current equipment and respective locations. The Authority reserves the right to add or delete locations/equipment within Allegheny County at any time during this Contract.
2.7 The Contractor shall notify the Pennsylvania Department of Labor and Industry of this contract upon the effective date of “Notice to Proceed”.
2.8 The Contractor shall report any deficiencies in regard to the inspections and/or periodic testing to the Authority immediately upon completion of the inspection or periodic testing via telephone call to the Authority’s Mr. Ralph Flory, telephone (412) 488-2052. The Contractor shall also notify the Authority’s designee(s) via e-mail to [email protected] of the exact deficiencies within 24 hours of the inspection or periodic testing revealing a deficiency.
2.9 The Contractor shall conduct any necessary re-inspections within forty-eight (48) hours of request by the Authority.
3.0 Record Keeping and Reporting
3.1 The Contractor shall provide a list of all Authority elevators and escalators on this contract and their respective inspection expirations within thirty calendar days of “Notice to Proceed”. This list shall be forwarded to the following location and addressee: Port Authority of Allegheny County 611 W. Warrington Avenue Pittsburgh, PA 15226 Attn: Ralph Flory
3.2 The Contractor shall make a copy each newly issued certification and forward it to the above address. The Contractor shall install each new inspection certification / compliance certificate into the unit for which it is designated.
3.2 The Contractor shall maintain records of all inspection services. The Contractor shall gather this information and prepare a monthly report, indicating at a minimum the following:
. Date of inspection.
. Location of the inspection.
. Type of inspection (elevator, escalator) and identification of the unit.
. The final column shall indicate the total cost each inspection.
. Monthly total for all inspections shall be indicated at the bottom of the page.
3.3 The Contractor shall develop a format to indicate all of the above information utilizing Microsoft Excel within thirty (30) calendar days of “Notice to Proceed” to be approved by the Port Authority.
3.4 The Contractor shall supply the completed report in electronic format to Port Authority designee(s) by the 10th of each month. Reports shall contain all of the previous month’s activities.
4.0 Contractor Qualifications
To be eligible for award, the Bidder shall meet the following requirements:
4.1 The Contractor shall have been in the business of providing contract inspection services on equipment covered by these specifications for a minimum of two (2) years.
4.2 The Contractor shall employ a minimum of two (2) trained inspection technicians, licensed in Pennsylvania, and each having a minimum of two (2) years of experience in the services specified herein. The Contractor shall submit copies of the respective current Pennsylvania licenses / certifications yearly of any individual that may be assigned to work on Authority property.
4.3 The Bidder shall provide at least three (3) references for which work of a similar size and complexity as stated within this specification has been performed within the last two (2) years. The Bidder shall list the company name, address, telephone number and contact person for each reference. The Authority may contact any or all references regarding the quality of work, timeliness of work, and general overall services provided by the Bidders firm. The Authority will decide if the reference provided a “favorable” rating. If a rating other than “favorable” is obtained, the Authority may elect to reject the bid at its sole discretion, and the Authority’s decision will be final.
4.4 The Bidder shall have a substance abuse policy in place that includes drug and alcohol testing. The Authority may request any individual assigned to work on Authority property to be tested for substance abuse at any time during the contract. The Contractor shall test that individual within 24 hours. The Contractor shall immediately conduct a reasonable suspicion test on any individual, which the Authority determines may be under the influence of drugs and/or alcohol. Failure to adhere to this policy will result in termination of this contract. Contractor personnel that do not pass a substance abuse test will not be permitted to enter Port Authority property.
4.5 The Contractor shall perform criminal background checks for all of its employees assigned to work on Authority property. Employees identified as having unacceptable results shall be prohibited from being assigned to work on Authority property. Failure to adhere to this policy will be considered a breach of the contract and may result in termination.
4.6 The Bidder shall provide sufficient evidence of compliance with all requirements listed in Section 4.0 of this Specification either with the proposal or within seven (7) calendar days of request by the Authority to be considered eligible for award. Failure to provide information as required will result in the rejection of the proposal.
4.7 Subcontracting shall not be permitted on this contract.
5.0 Delivery
5.1 The Contractor shall schedule inspections of equipment listed within thirty (30) calendar days of the expiration of the current certification.
5.2 Inspections shall be scheduled through the Authority’s Assistant Manager of Facilities, Mr. Ralph Flory, telephone (412) 488-2052.
5.3 Submission of reports shall be as specified herein.
6.0 Elevator and Escalator List
The following tables list the locations and types of elevators, wheelchair lifts, and escalators in operation at Port Authority facilities:
6.1 Elevators and Wheelchair Lifts
Location Equipment Manchester Central Storeroom One (1) Marshall Oildraulic freight elevator (Island and Preble Avenues) Manchester Office Building Two (2) General Elevator Company hydraulic (2235 Beaver Avenue) passenger elevators South Hills Village Rail Center Maintenance Building One (1) Marshall Oildraulic passenger elevator (1000 Village Drive) South Hills Village Rail Center Maintenance Building One (1) Amco Oildraulic freight elevator (1000 Village Drive) South Hills Village Rail Center Maintenance Building One (1) Marshall Oildraulic passenger elevator (1000 Village Drive) South Hills Village Rail Center Maintenance Building One (1) Marshall Oildraulic passenger elevator (1000 Village Drive) South Hills Village Rail Center Three (3) Marshall Three Traction passenger Maintenance Building elevators (1000 Village Drive) First Avenue Station One (1) Marshall Oildraulic passenger elevator (First Avenue) Steel Plaza Subway Station Three (3) Westinghouse hydraulic passenger (Sixth and Grant Streets) elevators Wood Street Station Three (3) Westinghouse hydraulic passenger (Wood and Sixth Streets) elevators Gateway Station Two (2) Schindler hydraulic passenger (Liberty Avenue and Stanwix Streets) elevators North Side Station Four (4) Schindler hydraulic passenger (644 W. General Robinson Street) elevators Two (2) Schindler hydraulic passenger Allegheny Station elevators One (1) Wheelchair lift (Allegheny Avenue and Reedsdale Street) (located in crew room) Pitt Tower One (1) Marshall Oildraulic passenger elevator (1500 Martin Luther King Jr. East Busway)
Location Equipment South Hills Junction Building # 5 One (1) Otis hydraulic passenger elevator (611 W. Warrington Avenue) South Hills Junction Building # 1 One (1) Schindler hydraulic passenger elevator (611 W. Warrington Avenue) East Liberty Garage One (1) Schindler hydraulic passenger elevator (6831 Fifth Avenue – Pittsburgh) East Liberty Garage One (1) Marshall Oildraulic freight elevator (6831 Fifth Avenue – Pittsburgh) West Mifflin Garage One (1) Schindler hydraulic passenger elevator (1011 Lebanon Road – W. Mifflin) West Mifflin Garage One (1) P Flow Industries Hydraulic freight (1011 Lebanon Road – W. Mifflin) elevator Monongahela Incline (Lower Station 205 W. Carson Street – One (1) Otis hydraulic passenger elevator Pittsburgh) Ross Garage One (1) Schindler hydraulic passenger elevator (Perry Highway – Pittsburgh) Ross Garage One (1) P Flow Industries Hydraulic freight (Perry Highway – Pittsburgh) elevator
6.2 Escalators
Location Equipment First Avenue Station One (1) Schindler reversible escalator (First Avenue) Steel Plaza Subway Station Four (4) Schindler reversible escalators (Sixth and Grant Streets) Wood Street Station Four (4) Schindler reversible escalators (Wood and Sixth Streets) Gateway Station One (1) Schindler reversible escalator (Liberty Avenue and Stanwix Streets) North Side Station Three (3) Schindler reversible escalators (644 W. General Robinson Street) Allegheny Station Four (4) Schindler reversible escalators (Allegheny Avenue and Reedsdale Street)
7.0 Insurance Requirements
The Contractor shall maintain insurance in accordance with the attached requirements throughout the duration of a resultant contract. Proof of insurance will be required prior to award.
8.0 Payment
8.1 The Contractor shall submit invoices to the Port Authority on a monthly basis. Invoices shall include the following:
. Date of inspection . Description of inspection . The name of the Contractor’s employee performing the inspection
Billing shall be limited to actual inspections at the rates quoted on the proposal. Travel time or other expenses shall not be billed on this contract. Bill for payment shall be itemized to show each of the above criteria. Bills for payment shall be sent to:
Port Authority of Allegheny County South Hills Junction, Building No. 1 611 Warrington Avenue Pittsburgh PA 15226 Attention: Ralph Flory
Insurance
General.
Contractor shall procure, and cause any subcontractors to procure, before the Contract Services are commenced hereunder, and maintain at its own cost and expense, during the entire period of the performance under this Agreement, the types and amounts of insurance listed in this Section with insurance companies authorized to operate in Pennsylvania and with insurance companies having a minimum A- rating as then stated by A.M. Best. Limits shall be primary and non- contributory. Evidence of coverage shall be provided on an annual basis and/or upon request of Port Authority.
Limits may be satisfied by any combination of primary and excess or umbrella per occurrence policies. In the event that the required limits must be satisfied by any combination of primary and excess or umbrella the policies shall provide drop down coverage and provide at least as broad of coverage as the underlying policies.
Worker's Compensation and Employer's Liability.
(a) Workers' Compensation - Statutory Limits
(b) Employer's Liability in an amount not less than:
$500,000 Each Accident $500,000 Disease - Policy Limit $500,000 Disease - Each Employee
Notes:
(i) Coverage shall be provided in accordance with the laws of the Commonwealth of Pennsylvania and the laws of such other jurisdictions as may apply.
(ii) The Contractor shall require, and hereby certifies, that each of its Subcontractors maintains Workers’ Compensation Insurance in accordance herewith, and shall provide to Authority written evidence of such coverage then in effect for each Subcontractor upon Authority’s request.
Commercial General Liability.
In an amount not less than:
$2,000,000 General Aggregate $2,000,000 Products – Completed Operations Aggregate $1,000,000 Each Occurrence
Notes:
(i) Contractor shall maintain such Products and Completed Operations liability coverage for at least one (1) year after final payment.
(ii) Policy shall provide that “Port Authority of Allegheny County” be named as an Additional Insured for Contractor's full limits of coverage on a primary and non-contributory basis, but in no case less than the limits specified. Policy shall be endorsed with a waiver of subrogation clause with respect to Authority, and neither Contractor nor its insurer shall have any claim against Authority to the extent the claim is or should have been covered by insurance.
Business Automobile Liability.
With a Combined Single Limit not less than:
$1,000,000 Each Accident
Notes:
(i) Policy shall cover the use of all owned, hired and non-owned vehicles.
(ii) Policy shall provide that “Port Authority of Allegheny County” be named as an additional insured for Contractor’s full limits of coverage on a primary and non-contributory basis, but in no case less than the limits specified. Policy shall be endorsed with a waiver of subrogation clause with respect to Authority, and neither Contractor nor its insurer shall have any claim against Authority to the extent the claim is or should have been covered by insurance.
Professional Liability.
In an amount not less than:
$1,000,000 Each Claim/Aggregate
Notes:
(i) Policy shall provide coverage for legal liability for damages caused by an error, omission or negligent act in the performance of professional services.
(iii) Policy retroactive date shall be effective prior to date of this Agreement and the extended reporting period or policy renewal must provide that the policy will respond to claims made for at least 24 months after completion of the Contract Services.
Approval.
Contractor shall not commence work under this Agreement until it has forwarded to Authority, for review and approval, certificate(s) of the insurance required. Authority shall be given a minimum of thirty (30) days’ notice in the event of change or cancellation of any of the insurance required. The fact that Contractor has obtained the insurance required in this Agreement shall in no manner lessen nor affect Contractor's other obligations set forth in any provision of this Agreement. The policies of insurance referenced above are not to contain any deductible or self-insured retention, as applicable to PAAC as an additional insured. In the event the insurance policies purchased by Contractor pursuant to the above insurance requirements contain any deductible or self-insured retention provisions, Contractor shall provide PAAC with disclosure of said deductible or self-insurance retention prior to execution of the Contract, which will be subject to PAAC approval. If PAAC approves any insurance policy that includes a deductible or self-insured retention, Contractor shall be responsible for payment of any and all deductibles or self-insured retentions, whether owing from the named insured or PAAC as an additional insured, applicable to the policies of insurance referenced above.
Indemnification.
Contractor, for itself, its officers, members, employees, agents, consultants, contractors, subcontractors, and its successors and assigns, shall indemnify (including but not limited to indemnification for costs of defense), and hold harmless AUTHORITY, its officers, members, employees, agents, consultants, contractors, subcontractors and its successors and assigns, from and against any losses, costs, liability or damage, and attorney’s fees, including but not limited to claims for property damage, bodily injury or wrongful death, claimed against, suffered by, or incurred by AUTHORITY, its officers, members, employees, agents, consultants, contractors, subcontractors and its successors and assigns, as a result of or arising in connection with and to the extent of Contractor's performance of the Project or otherwise relating to Contractor's use of AUTHORITY'S property pursuant to this Agreement. This indemnification provision further applies to any claims brought by any employee, subcontractor, or employee of a subcontractor of Contractor against AUTHORITY, and Contractor expressly waives protections afforded under the Pennsylvania Workers’ Compensation Act as is necessary to comply with its responsibilities under this indemnity provision.
Certificate Holder.
Port Authority of Allegheny County, 345 Sixth Avenue, Pittsburgh, PA 15222
SAMPLE AGREEMENT
THIS AGREEMENT made this [Date], by and between PORT AUTHORITY OF ALLEGHENY COUNTY, a body corporate and politic organized and existing under the laws of the Commonwealth of Pennsylvania and having its principal office in the City of Pittsburgh, Allegheny County, Pennsylvania, hereinafter called "Port Authority", and [Contractor's Name], with principal office at [Contractor's Address], hereinafter called "Contractor". WHEREAS, Contractor submitted to the Port Authority a proposal to furnish certain item or items for the prices specified, and said proposal was accepted by Port Authority.
NOW, THEREFORE, Contractor and Port Authority agree as follows: 1. Contractor shall furnish the following when ordered at the prices shown:
[SAMPLE]
2. The Contract Documents are made a part hereof with like force and effect as though recited herein at length and are comprised of the following: (a) Invitation for Proposals (b) Proposal (c) Certification (d) Specification (e) Conditions and Instructions to Bidders (f) All addenda issued prior to the time of opening Proposals (g) Insurance [if required]
2. Port Authority, upon delivery of above equipment, parts, materials and/or supplies in accordance with this Agreement and the Contract Documents, and upon submission of invoices, shall pay the current amounts due for current deliveries under this Agreement.
[SAMPLE]
PORT AUTHORITY OF ALLEGHENY COUNTY
By______
______
CONTRACTOR
______(Company Name)
By______(Signature and Title)