RFQ Elevator Inspections

Agency:	City of Chicago Housing Authority
State:	Illinois
Type of Government:	State & Local
NAICS Category:	238290 - Other Building Equipment Contractors 541350 - Building Inspection Services
Posted Date:	Apr 30, 2024
Due Date:	May 2, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR QUOTES

ELEVATOR INSPECTION SERVICES

THURSDAY, APRIL 25, 2024

Tracey Scott, Chief Executive Officer

Sheila Johnson, Deputy Chief of Procurement

PART 1 – GENERAL INFORMATION

1.1 Chicago Housing Authority

CHA is the third largest public housing authority in the nation and the largest single owner of rental

housing in Chicago. Through its public housing and voucher programs, CHA serves 132,000 people in

almost 63,000 households across all 77 of Chicago’s community areas. CHA’s mission is to create and

sustain strong communities where seniors thrive and everyone can unlock their economic power,

ensuring that every neighborhood in Chicago has quality affordable housing and everyone feels

welcome.

In its procurement of its good and services, CHA seeks relationships with vendors who share our

values for inclusive and equitable contracting opportunities. CHA strives to be fair, transparent, and

practical, and works to optimize the use of public funds through purchasing decisions. For more

information, visit www.thecha.org..

1.2 Solicitation Purpose

The Chicago Housing Authority is soliciting quotes from qualified and experienced elevator

maintenance services providers. The Selected Respondent must have three (3) years of experience

and have completed projects of similar scope and size. Contract term shall be for a base period of

four (4) weeks from the Effective Date of the contract.

Please Note: Respondents are responsible for reading this Request for Quotes and all exhibits,

attachments, addendums, or amendments, in its entirety, as updates and revisions may be added.

By submitting a response to this solicitation, the Respondent acknowledges that it has read the

entire document and is responding with full knowledge of all terms, conditions, and requirements

as set forth.

1.3 Solicitation Schedule

The following Schedule of Events represents CHA’s estimate of the timetable that will be followed in

connection with this solicitation:

MILESTONES

RFQ Released

Quote Due Date and Time

DATE AND/OR TIME

Thursday, April 25, 2024, by 3:00 P.M. CST

Thursday, May 2, 2024 by 1:00 P.M. CST

CHA reserves the right, at its sole discretion, to adjust this Solicitation Schedule as it deems necessary.

All agencies doing business with the Chicago Housing Authority must be a registered vendor.

Registration can be completed via https://supplier.thecha.org.

1.4 Communications

All procurement actions facilitated by CHA will be conducted in an open, transparent, and

competitive manner. CHA will consider with each transaction competitive pricing, quality of work,

reputation, and referrals, and understanding of the solicited deliverables and/or requirements.

CHA supports solicitation of quotes from all markets with no geographical preferences and to give

qualified businesses, including those that are owned by minorities, women, and small business

enterprises, opportunity to do business with CHA as Contractors and Subcontractors within CHA’s

procurement policy and procedures.

To maintain a fair and impartial competitive process, CHA and any outside consultants assisting CHA

with this solicitation shall avoid private communication concerning this procurement with

prospective Respondents during the entire procurement process. From the issue date of this RFQ

until the final award is announced, Respondents are not allowed to communicate about this RFQ

for any reason with any CHA staff and/or outside consultants assisting CHA with this solicitation

except:

•

Through the RFQ Point of Contact named below;

•

As otherwise specified in this RFQ; and/or

•

As provided by existing work agreement(s) (if any).

Prohibited communications includes all contact, including but not limited to, telephonic

communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or

otherwise. CHA reserves the rightto reject the quote of any Respondent violating this provision.

The Point of Contact for this RFQ is:

Gary Bell

Senior Procurement Specialist

Chicago Housing Authority

Procurement & Contracts

60 E. Van Buren

Chicago, IL 60605

Phone: 312-913-7407

Email: Gbell@thecha.org

Questions must be submitted via email to the above contact.

1.5 Amendments to the RFQ

CHA reserves the right to increase or delete any scheduled items, and/or increase or reduce the

quantity of any scheduled item as deemed necessary, to waive informalities and technicalities, and

to make other changes and modifications consistent with CHA’s policies, and the laws and

regulations governing HUD programs.

PART 2 – SCOPE OF WORK

2.1 Scope of Work

A. Overview

The Chicago Housing Authority currently has 47 elevators at 24 locations that must be inspected annually in

accordance with Section 13-20-100 of the Municipal Code of Chicago. The elevators to be inspected within this

contract are listed in Exhibit C.

The awarded bidder shall provide all equipment, fuel, labor, management, materials, transportation, and any/ all

other services necessary to inspect and report on CHA elevators.

B. Inspections and Standards

The awarded vendor is responsible for inspecting all elevators listed in Exhibit C, they shall comply and be in

accordance with:

1) All instructions for authorized technicians posted on the Chicago Department of Buildings website, AIC

program and/ or set forth in forms required to be submitted by the authorized technician in connection with

the technician’s statement and certification.

2) The requirements set forth in the Municipal Code of Chicago at the time the elevator was installed or

modernized; and

3) The standards required for “periodic inspections” as set forth in Table N-1 of ASME A17.1-2007/CSA 844-07,

Safety Code for Elevators and Escalators”. If a periodic test is not witnessed, as required by the

aforementioned Safety Code for Elevators and Escalators, the authorized technician shall verify that the

required periodic testing was performed, and shall verify each applicable category set forth in Table N-1 of

the applicable American Society of Mechanical Engineers (“ASME”) requirement has been met.

C. Reporting

Pursuant to the rules of the Chicago AIC program, the CHA has a master account for all elevators to be inspected

under this Contract in the DOB’s on-line reporting system. Once this Contract is awarded, the vendor shall create

a user account on the DOB website. Following inspections, the authorized technician will confirm and report

specifics for each elevator inspected on the DOB website. Each elevator will be logged/ reported separately and

certified that it either complies or does not comply with it’s applicable codes. If information is incorrect for any

of the CHA’s elevators, the authorized technician shall correct the information on the DOB website when

completing the report(s).

D. Detailed scope of services for reporting findings to the CHA

If following an inspection of any elevators under this contract, the authorized technician determines a repair is

required to bring the elevator into compliance with Chicago Municipal code, the CHA shall be notified as follows:

1) Reporting- Minor Repairs

If minor repairs (not requiring a permit) are required to bring the elevator into compliance, the technician shall

notify the CHA’s Project Manager of the non-compliance issue in writing. Upon completion of the repairs by the

CHA’s elevator maintenance contractor or engineer, the authorized technician shall re-inspect the elevator to

confirm all repairs were completed and are compliant with all applicable codes. Accordingly, the authorized

technician shall report the compliance on the DOB website.

2) Reporting- Major Repairs

If major repairs (requiring a permit) are required to bring the elevator into compliance, then the authorized

technician shall notify the CHA Project Manager of the non-compliant issue and repairs required in writing. Then,

they shall also indicate the device is non-compliant on the DOB website. Because a permit is required for this type

of repair, the DOB will inspect the work upon completion, and no further inspection will be required of the

Bidder’s authorized technician until the next regularly scheduled inspection for the elevator.

3) Reporting- Dangerous or Hazardous conditions

If the authorized technician determines an elevator is dangerous, hazardous, or unsafe for use by any person, it

shall be the duty of the authorized technician to immediately contact the CHA Project Manager to report the

discovered condition. The authorized technician shall also immediately post a written temporary notice on the

doors of the elevator.

4) Reporting- timeline

Compliance reports shall be completed for each elevator on the DOB website by the designated due date

provided by the CHA. After the inspection due date has passed for each elevator, incomplete compliance reports

are considered delinquent and/or in violation by the DOB. The awarded vendor will be responsible for paying any

fine related to a delay or delinquency that is the fault of the awarded bidder.

5) Conflicts of Interest

The CHA may hold a contract(s) for elevator maintenance and repair. The awarded bidder of this elevator

inspection contract and any authorized technicians assigned to this contract shall not be employed or otherwise

engaged with the awarded bidder under the CHA maintenance and repair contract(s) held by the CHA.

6) Pricing – Annual Inspection

The annual inspection price is all inclusive, it shall include all costs of inspection, inspection time, report, permit,

all labor, equipment, materials, permit fee, overhead and profit in order to complete the annual inspection

services.

7) Pricing – Re-inspection services

In the event that an elevator does not pass the initial inspection, the awarded bidder shall perform a re-

inspection(s) after the CHA has communicated that the issue(s) has been addressed and resolved. The re-

inspection will be compensated per elevator and the price shall again be all inclusive.

8) Inspection schedule

The awarded bidder is expected to provide the CHA Project Manager with a schedule for approval at least two

weeks prior to the first scheduled inspection. The CHA reserves the right to modify the schedule based on

operational needs. The 24 properties must be completed within 30 calendar days from NTP.

All elevators inspections or re-inspections shall be scheduled between 9AM and 4PM, Monday through Friday

excluding designated CHA holidays.

The number of elevators inspected each day may vary, depending on the conditions/ status of the equipment.

The CHA shall provide access to the elevator machine rooms and all other areas requiring access for inspection

of the devices.

During the inspection, the awarded bidder must provide and install barricades and or out of service signage in

the work area, all signage must be in compliance with all applicable regulations. The awarded bidder is

responsible to place the barricades and or the out of service signage around the work area and ensure that the

area is secured.

2.2 Performance of Work

Contract period shall be four (4) weeks base term from the Effective Date of the contract. The Effective Date of

the contract is the date on which the original contract is executed by CHA. The contract may be amended in

writing from time to time by mutual consent of the parties.

2.3 RFQ Narrative Response

Each Respondent must submit a narrative response that addresses the scope of work described in Section 2.1 of

the RFQ. Brevity with respect to responses is strongly encouraged. CHA will look favorably upon succinct and

direct language. Emphasis should be placed on conformity to CHA’s instructions, requirements of this RFQ, and

completeness and clarity of content.

Quote responses shall be no more than ten (10) pages in length and shall be organized in the following

structure:

Cover Page

A. Identify the name of the project;

B. Company name, address, and main telephone number;

C. Name and title of primary contact person with their direct contact information Team Identification;

D.Identify key staff who will complete the major tasks of this study; and

E. Provide a clear statement indicating current workload and demonstrate ability to take on additional

work.

Approach & Work Plan

The Respondent must provide a narrative describing Respondent’s approach to the Statement of Work,

including Quality Assurance/Quality Control (QA/QC) standards that will be used to prevent errors, project

management systems to be utilized, plans for effective communications including reporting tools, and specific

approaches to technical problems that may lead to cost savings for the CHA.

References

Respondents must provide references from at least three (3) organizations or clients that can address the

Respondents’specific capabilities as they relate to the requirements of this RFQ, including company names,

addresses, telephone numbers, email addresses, fax numbers and contact persons. Respondent will also list the

timeframe of each project and list all uncompleted work.

Financial Information

A. Quote Form (Exhibit B) which includes a separate “not to exceed” fee total to complete the project. The

Date	Categories	Description	Attachments
Apr 30, 2024	Informal Under 250K	RFQ_Elevator Inspections	RFQ_Elevator Inspections

RFQ Elevator Inspections

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