Teria G. Sheffield
SOLICITATION TYPE: Invitation for Bids
DATE: April 28, 2021
ID Number: 2755
Title: Elevator Maintenance
Due Date/Time: Thursday, May 20, 2021 at 11:00 a.m.
LATE SUBMITTALS WILL NOT BE ACCEPTED
Mail or Deliver To:
York County Procurement
PO Box 180
Government Center Building, Room 3501
6 S. Congress St., York, SC 29745
Government Center Building
6 S. Congress St., York, SC 29745
Pre-Solicitation Conference: N/A
Point of Contact: Bryant Cook, Procurement Manager
Additional Documents available from: N/A
Questions Deadline: No later than 5:00 p.m. on Thursday, May 13, 2021
Submittals required: One (1) signed original, and one (1) signed copy
Tentative Date of Council Approval: Monday, June 7, 2021
Note: As York County continues to monitor the activity of the COVID-19 (Coronavirus) throughout
South Carolina, the County also continues to assess daily operations and take proactive measures to
protect the public. As such, in an effort to protect the public’s health, safety, and welfare, York County
requires all participants attending York County’s pre submittal conferences and public bid openings to
practice social distancing and the wearing of masks.
PO Box 180, 6 South Congress Street, York, SC 29745
Telephone: 803-684-8520 Fax: 803-684-8580 Web: www.yorkcountygov.com
OFFERORS MUST COMPLETE AND SIGN THE FORM BELOW
The submittal must be signed by an authorized representative of the Offeror accepting all terms and
conditions contained in this document and any addenda. Modifying the terms and conditions of this
solicitation may result in your response being rejected.
CITY, STATE, ZIP+4
_____ Not Minority Owned
_____ African American Male
_____ Caucasian Female
_____ African American Female
_____ East Indian
_____ Native American
_____ Other (Please Explain)
COMPANY TELEPHONE NUMBER
COMPANY FAX# (IF APPLICABLE)
SECTION 1 SCOPE OF WORK AND SPECIFICATIONS
The purpose of this request is to solicit sealed bids from qualified proposing firms
hereafter referred to as “Bidders” able to perform the services of elevator preventive
maintenance for York County Government building elevators. York County Government
currently has 23 elevators and lifts in multiple buildings throughout the county that require
service and preventive maintenance.
Bidder service employees must hold current certifications for Certified Elevator Technician
(CET). Bidder must have all licenses and certifications to perform work on all listed elevator
models in this bid.
The work to be performed by the Bidder under this agreement shall consist of furnishing all
material, labor, tools and equipment necessary to provide full preventative maintenance repair
service on the equipment described in this solicitation.
Any work not specifically mentioned, but which is needed to make the maintenance complete
within the terms of this agreement shall be performed without additional cost.
The Bidder warrants that capability of maintaining this equipment covered by this agreement to
its original design capabilities based on the equipment condition as surveyed and all the
technical information available at the time of award of this agreement.
Bidder shall provide personnel necessary to accompany and assist the State Elevator Unit’s
representatives in the inspection of York County’s elevators for issuance of operating
Bidder will complete all South Carolina LLR Abatement issues within 5 business days of
Bidder will furnish a report/ticket for any and all visits to the Facilities Maintenance
Supervisor within 48 business hours of site visits. This includes all scheduled maintenance
visits as well as emergency, abatement or any other visits. The followings items must be
included on all report/tickets:
Elevator’s South Carolina LLR Number
Check in time, check out time per job
A record of the problem reported, a description of work performed, materials used;
materials on order
Date of return if needed to complete repair
Name of York County employee that requested service
Name of any York County employee assisting in repair
In the event an elevator is shut down, Bidder shall guarantee sixty (60) minutes response
time during 8:00 a.m. to 5.00 p.m., Monday-Friday, and one and half (1.5) hour response
time from 5:00 p.m. to 8:00 a.m. daily and on holidays.
Bidder assumes all costs for elevator service repairs/materials due to proprietary parts; such
as belts, software, wiring diagrams, etc.; and/or controls from elevator manufacturer.
Bidder shall be obligated to keep all records, tests performed and any/all South Carolina
LLR requirements in elevator mechanical rooms or designated areas for each location
1.3 Scope of Work
Required Maintenance Service: Bidder under this contract will maintain the entire elevator
equipment as hereinafter described on the terms and conditions subsequently set forth. Bidder
will use trained staff directly employed and supervised by the Bidder. Staff members will
be qualified to keep the equipment properly adjusted, and will use all reasonable care to
maintain the elevators in proper and safe operating condition.
Bidder will quarterly (4 times a year) and systematically examine, the following conditions for
each type/style of elevator:
a. Machine, drive sheave, drive sheave shaft bearings, brake pulley, brake
coil, brake contact, linings, seals and component parts, gears, worms,
b. Motor and motor generator, motor and generator windings, rotating
element, commutator, brushes, brush holders and bearings.
c. Controller, selector and dispatching equipment, all relays, solid state
components, resisters, condensers, transformers, contacts, leads,
dashpots, timing devices, computer devices, computer monitors,
keyboards, CRT’s and lobby display panels, steel selector tape or cable
and mechanical and electrical driving equipment.
d. Governor, governor sheave and shaft assembly, bearings, contacts, and
e. Deflector, car and counterweight sheaves, bearings, car and
counterweight buffers, car and counterweight guide rails and brackets,
hoistway top and bottom limit switches, governor tension sheave
assembly and compensating sheave assembly.
f. Guide rails and their support brackets unless their failure is related to
seismic activity or building settling.
g. Hoistway door interlocks, hoistway door hangers, bottom door guides and
auxiliary door closing devices. Automatic power operator, car door hanger,
car door contact, door protective devices, and all related door equipment
h. Load-weighing equipment, car frame, safety mechanisms, platform,
platform sub-flooring, elevator car and counterweight roller and/or slide
guides, gibs or rollers, ventilation fans, emergency lighting systems, signal
and operating fixtures, including lights, buzzers and gongs in all signal and
i. Renew all suspension means as often as recommended by the original
equipment manufacturer and as required by AHJ adopted Code to
maintain an adequate factor of safety. Equalize the tension on all hosting
ropes as recommended by manufacturer.
j. Shorten and re-shackle suspension means if stretching makes this
k. Bidder shall check the condition and operation of all door protection
devices and all operating fixture lamps on each car at every visit. If the
door devices and/or operating fixture lamps are inoperative, they shall be
repaired within one business day. If, in the Bidder’s opinion, the door
protection devices are not maintainable, they shall be replaced at no cost
to York County.
l. Seismic triggers and/or derailment devices; collision switches.
m. Fire related elevator controls.
n. Make corrections and respond to discrepancies identified by the local
elevator enforcing authorities.
o. Repair or replace conductor cables and hoistway and machine room
a. Complete pumping plant, valves, exposed piping, fittings, piston (unless
damaged by cylinder failure), packing, tank, heaters, mufflers and oil
b. If flexible hose and fitting assemblies are used, they shall be changed as
required by ASME A 17.1 Code or sooner if necessary.
c. Materials and services covered by traction elevators as applicable.
d. Furnish all oils, lubricants, packing and other materials required.
e. Bidder shall monitor system hydraulic fluid levels on a quarterly basis and
notify York County if hydraulic fluid is added to the tank due to an
unaccountable loss of fluid. Bidder shall also make York County
aware of the implication of possible underground leaking, and, with York