1. The webinar will begin at 10:00 AM.
Group: Elevator, Escalator, Wheelchair Lift, Stage Lift & Dumbwaiter Preventive and Corrective Maintenance
How to Use Webinar
The webinar will begin at 10:00 AM.
2/24/2015
Vehicle Marketplace

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

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

4. How to Find the Contract
The contract and corresponding information can be located on the New York State Office of General Services website. Below is the link to the OGS Contract and the link to the Elevator, Escalator, Miscellaneous Lift Equipment and Preventive and Corrective Maintenance Contract “Elevator Contract”. OGS Contract: Elevator Contract: The next slide illustrates how to navigate the OGS Contract.

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

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

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

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

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

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

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

12. Regions Region Counties 1 Nassau, Suffolk 2
Bronx, Kings, New York, Richmond 3
Orange, Putnam, Rockland, Westchester 4
Dutchess, Sullivan, Ulster 5
Albany, Columbia, Greene, Rensselaer, Schenectady, Schoharie 6
Clinton, Essex, Warren, Washington 7
Franklin, Fulton, Hamilton, Herkimer, Lewis, Montgomery, Oneida, St. Lawrence 8
Cayuga, Cortland, Jefferson, Oswego, Onondaga 9
Broome, Chemung, Chenango, Delaware, Otsego, Schuyler, Steuben, Tompkins 10
Genesee, Livingston, Monroe, Ontario, Orleans, Seneca, Wyoming, Yates 11
Allegany, Cattaraugus, Chautauqua, Erie, Niagara

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

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

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

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

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

18. Lot 4 – Miscellaneous Lift Equipment
Dumbwaiter
Stage Lift
Wheelchair Lift

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

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

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

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

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

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

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

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

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

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

29. Properly Preparing the Mini-Bid (Project Definition) – Cont’d
For Table 1: Geared Traction Elevator Equipment (Lot 1)
Table 2: Gearless Traction Elevator Equipment (Lot 1)
Table 3: Hydraulic Elevator Equipment (Lot 2)
Facility Name
Elevator Number
Passenger or Freight
Mfr
Floors Served
Speed (Fpm)
Rated Load (pounds)
Freight Class
Essential
Estimated Hours of MCM*
For Table 4: Escalator Equipment (Lot 3)
Facility Name
Escalator Number
Mfr
Floors Served
Speed (Fpm)
Width (inches)
Rise (feet)
Essential
Estimated Hours of MCM*

30. Properly Preparing the Mini-Bid (Project Definition) – Cont’d
For Table 5: Dumbwaiter Equipment (Lot 4)
Facility Name
Dumbwaiter Number
Mfr
Machine Type
Floors Served
Speed (Fpm)
Rated Load (pounds)
Essential
Estimated Hours of MCM*
Table 6: Wheelchair Lift Equipment (Lot 4)
Facility Name
Wheelchair Lift Number
Mfr
Drive Train
Width (inches)
Depth (inches)
Rise (feet)
Rated Load (pounds)
Essential
Estimated Hours of MCM*
Table 7: Stage Lift Equipment (Lot 4)
Facility Name
Stage Lift Number
Mfr
Drive Train
Stage Width (inches)
Stage Depth (inches)
Rise (feet)
Rated Load (pounds)
Essential
Estimated Hours of MCM*

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

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

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

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

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

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

37. Contract Administration – Cont’d
Proper contract administration may prevent significant issues when you go to bid your next contract. It also ensures that your equipment is being properly maintained.
Be sure to collect the Maintenance Control Program (MCP) per section 2.6 of backdrop contract
Create a log book and require contractors to log in and log out when they arrive at and leave the facility.
Perform a walk through with the contractor and your facility maintenance staff to identify any equipment or contract covered areas for deficiencies that should be rectified prior to when you will conduct another mini-bid
Ensure Performance Evaluations are in-line per section 2.15 of the backdrop contract.
Take the time to have contract meetings per section 2.11 of the backdrop contract.

38. Useful Links
Landing Page:
Contract Information Page (Executed Contracts):
Project Definition Template:
How to Use:

39. Questions???