IWK Health Centre - novascotia.canovascotia.ca/tenders/pt_files/tenders/IWK14-006.pdf · IWK Health Centre, Halifax, NS 2. Terms and Conditions These Instructions to Bidders, Equipment

IWK Health Centre for Children, Women and

Families

IWK Health Centre 5850/5980 University Ave.

P.O. Box 9700

Halifax, Nova Scotia

Canada, B3K 6R8

REQUEST FOR PROPOSAL (RFP)

ELEVATOR UPGRADE

WOMENS AND NEWBORN

HEALTH SERVICES BUILDING

5980 UNIVERSITY AVENUE

HALIFAX, NS for

IWK HEALTH CENTER Issued

SEPTEMBER 10, 2014 By

IWK HEALTH CENTRE HALIFAX, NOVA SCOTIA

IWK Health Centre, Halifax, NS

5850/5980 University Ave.

Post Office Box 9700


Canada, B3K 6R8

http://www.iwk.nshealth.ca/index.cfm IWK Health Centre for Children, Women and Families

Request for Proposal (RFP)

Elevator Upgrade

Located in Halifax, Nova Scotia, the IWK Health Centre provides quality care to children, youth, women

and families in the three Maritime Provinces of eastern Canada and beyond. The IWK is a tertiary care

hospital dedicated to education, research, family centered care and health promotion. The Health Centre

has a total of 271 beds consisting of 74 adult beds, 76 beds for babies, 78 children’s beds and 43 off-site

residential program beds.

We are requesting proposals for Elevator Upgrades as described below

FOR ALL INTERESTED VENDORS

All interested vendors should forward their proposals if they meet the

following requirements as outlined in the following required specifications.

Please forward Four (4) copies of all information which will include Three (3) hard copies and one (1)

electronic copy on DVD or CD to the attention of

Blair Myers, Manager of Purchasing no later than 3:00 p.m. on September 23, 2014

No facsimiles will be accepted.

Any questions regarding this RFP shall be conducted through Ian Williams (see below).

Any questions, clarifications or discussions regarding this RFP must be conducted through Ian Williams

at the address below.

Ian Williams

Manager

Plant Maintenance

Ph: 902.470.7295

http://www.iwk.nshealth.ca/index.cfm

http://www.iwk.nshealth.ca/allaboutus/familycare.cfm


2. Terms and Conditions

These Instructions to Bidders, Equipment Requirements, and Terms and Conditions the IWK

Health Centre, 5850/5980 University Avenue, Post Office Box 9700, Halifax, Nova Scotia,

Canada, B3K 6R8 (Courier only address Charter Place Offices, 1465 Brenton Street, 5th

Floor

Finance, Halifax, NS, B3J 3T3), hereafter referred to as BUYER or IWK.

Criteria Selection: The order in which the above selection criteria are listed is not necessarily

indicative of their relative importance. It is expected that vendors submitting proposals will

demonstrate extensive and substantial qualifications, capabilities, and experience in

manufacturing, installing and servicing the equipment sought, including successful provision

of similar goods and services to comparable institutions.

Vendor Selection: The BUYER intends to select a vendor on the basis of proposals received

in response to this RFP and any other information it obtains from other sources regarding the

equipment and the vendor. The BUYER reserves the right to make its final decision

independent of any or all of the above factors.

Independent Servicing: The BUYER reserves the right to solicit service contract bids from

qualified independent service organizations, in the interest of reducing its technical support

costs.

Acceptance Testing: The system shall be subject to and must pass acceptance testing,

performed by the IWK Health Centre.

Pricing: All quotations shall be firm for at least 180 days. Pricing shall be net of any taxes

proposed/quoted pricing is to be in Canadian dollars. Items such as delivery/freight costs, set-

up fees, in-servicing, taxes, etc. are to be shown as separate line items. Note: All pricing

proposals are to be delivered to Finance in a separate sealed envelope clearly identified as

pricing information.

Additional Terms and Conditions: Successful Vendor must agree to comply with and be

bound by IWK General Terms and Conditions for Purchase Orders in Appendix 1.

Governing Laws: This agreement and all items pertaining to it shall be governed and

interpreted in accordance with the laws of the province of Nova Scotia.

Vendor Questions: Any questions regarding this RFP must be directed through the RFP

Coordinator who has been specified in this document. The RFP Coordinator will direct the

vendor to the most appropriate contact. Information offered from sources, other than the

direction given by the RFP coordinator, is not official and may be inaccurate. ALL vendor


questions must be submitted to the RFP Coordinator no later than the date specified in the

Acquisition Schedule that follows. After this date, the RFP Coordinator will post the questions

and Answers on the following website for all vendors to see … https://www.gov.ns.ca/tenders/

Closing Date: The RFP Coordinator must receive all proposals at the address specified no later

than 3:00 p.m. local time on the date identified in the acquisition schedule. Failure to submit a

proposal, by the deadline specified, will result in the rejection of the vendor’s proposal.

Submission of the Proposal constitutes the vendor’s acceptance of the

procedures, evaluation criteria, and other administrative instructions of the

RFP.

It is NOT acceptable to fax the Proposal.

The BUYER assumes no responsibility for delays in Canada Postal Service

or any delivery or courier service that the vendor may select.

Time extensions will not be granted.

Vendor Contact: Each vendor shall appoint an individual to act in an official capacity on

behalf of the vendor for this acquisition. The following information shall be included in the

proposal: o Name of the Vendor Representative

o Representative’s Title

o Name of the Company

o Company Address

o Telephone /Fax Number

o Cell Phone /Pager Number

o E-mail address

Scheduling and Amendments: The BUYER reserves the right to change the acquisition

schedule or issue amendments to the RFP at any time.

Right to Cancel: The BUYER reserves the right to cancel and/or reissue the RFP if so

required.

Withdrawing Proposals: Vendors may withdraw a proposal that has been submitted at any

time up to the proposal closing date and time. To accomplish this, a written request signed by

the authorized representative of the vendor must be submitted to the RFP Coordinator. After

withdrawing a previously submitted proposal, the vendor may submit another proposal at any

time up to the closing date and time.

Indemnity: As a governmental unit, the IWK cannot provide an indemnity in the contract.

Provincial Initiative: It is understood that any agreement and/or purchase that results from

this tender are available to all Nova Scotia Health Districts (1 through 9) at their discretion.

While the exact resultant configuration may not be appropriate for any District, it is expected

that the vendor will afford the same pricing and/or discount structure to all districts. Each

https://www.gov.ns.ca/tenders/


district will be responsible for issuing its own separate Purchase Order and/or contract for

services/product.

NOTE: It is a condition, precedent to the IWK Health Centre’s acceptance of any tender, that

the Vendor confirm that they have no outstanding or pending litigation, action, claim, demand

or cause of action against the IWK Health Centre which in any way relates to the subject

matter of the RFP or which relates to the supply of goods and services to the IWK Health

Centre.

Vendors will not be allowed to alter proposal documents after the deadline for submission.

3. Vendors Proposal Format

All proposals submitted shall follow the format as outlined below:

3.1 First Section (Compliance Documentation)

The first section of the vendor’s proposal shall include details and compliance claims as

they relate to the following sections of this RFP. The vendor shall reference the same

line item numbers for easy reference by the BUYER. Provide as many details and

information as necessary to avoid unnecessary follow-ups and unwanted frustrations

with the vendor that may jeopardize the sale.

Any mandatory requirement requested by the BUYER in this RFP, is an essential

need that must be met by the vendor. Failure to meet a mandatory requirement may

be grounds for disqualification and shall be established by any of the following

conditions: 1) Vendor states that a mandatory requirement cannot be met, 2)

Vendor fails to include information necessary to substantiate that a given

mandatory requirement has been met, 3) A response of “will comply” is not

sufficient, 4) Responses must indicate present capability, 5) Representations that

future developments will satisfy the requirement, are not sufficient, 6) The vendor

presents the information requested by this RFP in a matter inconsistent with

instructions stated by any portion of this RFP, 7) Customer references, or site

visits, report the vendor’s inability to comply with one or more of the mandatory

requirements and 8) The vendor fails to include the customer references required.

3.2 Second Section (Supporting Documentation)

The second section of the proposal shall include any brochures, references, support

documentation, training schedules, licenses, etc.

3.3 Third Section (Pricing)

All pricing proposals are to be delivered in a separate sealed

envelope clearly identified as pricing information.


The third section of the proposal shall be a line-item price quotation that separately lists

all of the components of the proposed equipment/system, installation costs and any

other costs associated with this acquisition.

Installation costs should be included in the price. All pricing is to be installed (freight

prepaid and included in price proposal), including rigging and inside delivery.

Each line item, for each quotation, must have both the standard list price as well as any

discounted price. This shall include service and equipment.

Pricing for all options and accessories shall also be included in this section of the

proposal.

4. Special Instructions Part 1 General

4.1 SUMMARY .1 Provide labour, materials, products, equipment and services

necessary for the full maintenance of the elevators included in this

Contract for the periods specified by Section 14 21 00.

.2 Maintain, repair or replace controller parts, microprocessors,

integrated circuits, printed circuit boards, door operating equipment,

motors, door equipment, elevator intercommunication system, car

ceiling lights and other mechanical and electrical parts required for

the operation of the equipment.

.3 Complete any and all requirements of the latest edition of the ASME

A17.1/CSA B-44 safety Code for Elevators including any Category 5

tests or any other requirements of the Elevator Inspecting Authority.

4.2 WORK NOT

INCLUDED

.1 Do not maintain, repair or replace:

.1 Elevator car finishes, handrails, floor coverings, hoist way

enclosure, hoist way door and frame finishes and door sills,

.2 Conduit and wiring external to the hoist ways and machine

rooms.

.2 Submit to the Owner’s Representative proposals for repair or

replacement of parts damaged by malicious action of others or for

alterations and additions not covered by the maintenance contract but

required by the inspecting authorities, all of which are excluded from

the maintenance contract.

4.3 RELATED SECTIONS .1 Section 14 21 00 - Elevator Modernization.


4.4 REFERENCES

.1 Canadian Standards Association (CSA).

.1 CSA B-44.2 (latest edition), Maintenance Requirements and

Intervals for Elevators, Dumbwaiters, Escalators and Moving

Walks.

.2 ASME A17.1/CSA B44 (latest edition) Safety Code for

Elevators and Escalators.

4.5 DEFINITIONS .1 The term "Owner’s Representative", as used herein, refers to the

Owner’s Plant Operations & Maintenance Manager, designated

representative or consultant, or any other Owner designates

specializing in elevators.

.2 The term "Owner", as used herein, refers to IWK Health Centre –

Halifax, Nova Scotia.

.3 The term "elevator contractor" or "contractor", as used herein, refers

to any person, partners, firm or corporation having a contract with the

Owner to furnish labour and materials for the execution of the work

herein described.

.4 All terms in the specifications that are not otherwise defined shall

have the definitions as given in the latest edition of the ASME

A17.1/CSA B44 and the CSA B44.2

4.6 QUALITY

ASSURANCE

.1 Perform all Work as specified herein and in accordance with the

latest edition of the ASME 17.1/CSA B44 and the CSA B44.2.

Where conflicts occur, the interpretation of the Owner shall prevail.

.2 Comply with all existing laws, codes, rules and regulations set forth

by all appropriate Authorities Having Jurisdiction in the location

where work is performed.

.3 Maintain the equipment at all times in the same or better condition as

at the commencement of the maintenance work.

.4 Only certified elevator mechanics are to be employed in the

performance of the work outlined in this specification while such

elevator(s) is licensed and/or registered for public use.

4.7 DOCUMENTATION .1 Building Log: Complete required entries for building log systems.

.2 Elevator Log Book:

.1 The owner will provide a maintenance log in a permanently

bound journal having pre-numbered pages.

.2 Indicate in the journal the following information: date, time,

name of maintenance person, regular maintenance, regular

time call back, over time call back, action taken, work

completed, and further repairs required.


.3 The journal is the property of the Owner.

.4 Maintain the journal current, at a location specified by the

Owner’s Representative, and available for inspection by the

Owner’s Representative at any time.

.5 Make entries in ink, legibly, consecutively and without

blanks.

.3 Time Tickets:

.1 Submit to the Owner’s Representative on a monthly basis

computer printouts or copies of time sheets showing the work

done with detail of the portion of the regular maintenance

completed.

.2 Submit time tickets for each callback detailing the cause of

the callback and the action taken.

.4 Manuals:

.1 Supply to the maintenance personnel a manual describing

proper maintenance procedures and methods of maintaining

the equipment in proper order.

.2 Prior to the start of the maintenance contract give three copies

of this manual to the Owner’s Representative so that its staff

may better describe and report problems that arise.

.3 If, in the course of the maintenance contract, changes are

made to this manual, supply to the Owner’s Representative

revised copies of the manual.

.5 Electrical Diagrams:

.1 Provide a set of schematic electrical diagrams covered in

clear plastic and mounted on the machine room wall.

.2 If, in the course of the maintenance contract, changes are

made to the wiring or control, supply to the Owner’s

Representative two sets of marked-up prints of the altered

schematics and field wiring diagrams showing the changes.

.6 Monthly Report: In the first week of each month provide the Owner’s

Representative with a written report detailing call backs (cause and

correction) and the total number of hours that equipment was not

available for the Owner’s Representative's use due to service

problems, repairs or maintenance work.

.7 Yearly Report: Each year, on the anniversary date of the contract,

submit to the Owner’s Representative a report consisting of the

following terms:

.1 A complete summary of the activity for the year including,

but not limited to, call backs, repair work, complaints;

.2 A certification that the various items as listed above were

checked at the specified times and that they were found to be

functioning correctly or, if not functioning correctly,

notations of the problems and the corrective action taken;

.3 An evaluation of the standard of maintenance for the year as

compared to prior years and to the standards of the industry


for similar installations.

.4 Provide as part of this contract any report required by the

elevator inspection authority with regard to application for

renewal of annual elevator license/permit is to be provided to

the Owner 30 days prior to elevator license/permit renewal

date.

.8 Equipment Status Reports:

.1 Advise the Owner’s Representative each year on the

anniversary date of the contract of the expected future life

and the value assigned for replacement of the major

components.

.3 Advise the Owner’s Representative six months prior to the

end of the contract of the expected future life and the value

assigned for replacement of the major components term, and

rebate to the Owner’s Representative an amount to

compensate for the percentage wear over the term of the

contract.

4.8 TERMS AND

CONDITIONS

.1 Subcontracting and assignment of Work:

.1 Do not subcontract or assign portions of the Contract without

the written consent of the Owner.

.2 Do not assign any payment due or to become due as a result

of this contract without the written consent of the Owner.

.2 Discounts on Work: An overall discount of five (5%) percent shall

apply and be shown on all invoices for all work completed (labour

and materials) outside the scope of this Contract but performed on

the equipment covered by this Contract, including but not restricted

to the following:

.1 Extra repair

.2 Extra examinations

.3 Abnormal cleaning as a result of building retrofit construction

.4 Material and labour resulting from misuse or vandalism

.3 Provide minimum monthly labour of 2 man-hours (on site) per

elevator per month for the maintenance of the geared equipment.

.4 Perform a routine once a month minimum maintenance examination

of the elevators.

.5 Provide full maintenance on the equipment to the maintenance

procedures set out in this Section for such other periods as defined in

Section 14 21 00.

.6 Personnel: Maintenance personnel to present a neat appearance and

shall maintain movement in the building within the requirements of

the work. Provide uniforms or other obvious means of identification

for personnel.


4.9 OWNER’S RIGHT

TO COMPLETE WORK

.1 The Owner reserves the right to correct any defective work and to

deduct the cost of such work from moneys owing on the Contract.

.2 The Owner reserves the right to withhold payment in the event of

non-performance or to pay only for that portion of the work that has

been executed.

.3 The Owner will give reasonable notice in writing prior to taking such

action unless the defective work or non-performance prejudices the

safety of the installation.

4.10 TERMINATION

OF SERVICE

.1 The Owner may elect to cancel the contract prior to its normal

termination, when:

.1 If the maintenance is not executed in accordance with this

Section, as evidenced by the report of a recognized

independent elevator consultant, and

.2 If, within four weeks of written notice, the necessary

corrective action has not been completed; and

.3 If there is a continuing failure to perform as evidenced by

more than two negative reports in any twelve month period

with no positive or neutral reports in the same twelve month

period. (A negative report is one which defines the level of

contract performance as less than 95% of the specified

requirements.)

.2 In the event of such cancellation, the Owner may elect to use another

company to restore the equipment to the requirements of this Section

and to charge the cost to this Contract.

.3 The Owner reserves the right to cancel the Contract upon one month's

written notice if there is a significant change in the circumstances of

the contract (e.g. a change in ownership of the equipment, a major

modernization of the equipment, a change in ownership of the

maintenance company).

4.11 SCHEDULING .1 Advise the Owner’s Representative at least two weeks prior to

scheduled repair work, outside of the regular maintenance procedure.

.2 Advise the Owner’s Representative immediately of any non-

scheduled repair work requiring equipment to be removed from

service.

.3 Communicate the status of repairs to the Owner’s Representative at

the beginning and close of the normal working day.

.4 In the case of repairs, advise and discuss with the Owner’s

Representative the merits of continuing in overtime to completion of

the repair, and proceed with such overtime work when authorized in

writing by the Owner’s Representative.


.5 Where possible, indicate the time required for completion of repairs.

4.12 PROTECTION OF

SAFETY DEVICES

.1 At no time shall the equipment be permitted to operate while any of

the safety devices, mechanical or electrical are inoperative.

.2 In the event that any of the emergency safety devices such as final

limits, safety operated switches, governor switches, overspeed

devices, car safeties, are activated while the equipment is in use by

the public submit a written report to the Owner’s Representative

detailing the incident and the corrective action taken.

4.13 PERFORMANCE

REQUIREMENTS

.1 Maintain the equipment in substantially new condition.

.2 Maintain the performance, as a minimum, to the levels established at

total performance as defined by Section 14 21 00.

.3 Maintain the elevator so that the:

.1 Elevator carries its rated load at its rated speed within the

ratings of the machine;

.2 Brake stops the elevator under any condition of load from full

speed in the down direction within the normal stopping

distance of the car without shock or jar.

.4 Do not change any of the elevator adjustments in such a way as to

lead to a de-rating of the performance.

.5 Do not:

.1 Increase the door open pause times without written

instructions from the Owner’s Representative;

.2 Decrease the door operating speed;

.3 Change the brake spring setting;

.4 Change the brake lift setting;

.5 Decrease the acceleration;

.6 Decrease the deceleration;

.7 Change the contract speed.

.6 Do not, in the course of routine maintenance or troubleshooting, re-

adjust any of those settings, which affect the performance of the

equipment.

.7 Should it appear that some setting has changed or some problem has

arisen such as to alter the performance of the equipment, arrange that

a qualified adjuster with the appropriate tools, manuals and training

make the necessary re-adjustments in an organized, systematic way.

.8 Do not allow ad hoc adjustments to the equipment.

4.14 SERVICE

REQUIREMENTS

.1 Safety Inspections: Carry out instructions of the inspecting authorities

within the period of time allowed by the authorities or, if no period is

designated, within 30 days of notice of deficiency except for those


items that are the responsibility of the Owner’s Representative and

directives resulting from changes to the existing codes.

.2 Call Back Service:

.1 Include, as part of the maintenance program, 24 hour call

back service at no extra cost to the Owner.

.2 Respond only to calls placed by the Owner’s Representative

except in the case of emergency calls.

.3 At the time the call is placed the Owner’s Representative may

choose to indicate that the call can be handled during regular

hours; otherwise, answer the call immediately whether it be

in overtime or regular time.

.4 Provide regular call back response within a maximum of one

hour from the time a call is placed until the arrival of a

maintenance person at the site.

.5 Provide emergency call back response within a maximum of

1 hour from the time a call is placed until the arrival of a

maintenance person at the site.

.6 Provide a telephone answering service staffed 24 hours per

day.

.7 Ensure that calls received by the answering service are

transmitted immediately to a responsible person for action.

.3 Emergency Call Back:

.1 Include, as part of the maintenance program, emergency call

back service.

.2 Arrange that staff is available so that the response to an

emergency call back is within 1 hour from the time the call is

placed until the arrival of a maintenance person at the site.

4.15 MAINTENANCE

SERVICE INTERVALS

.1 Refer to Section 14295, subsection 1.8 TERMS AND

CONDITIONS, subsection .4, Page 4.

Part 2 Products

2.1 MANUFACTURER’S

PARTS

.1 Use genuine OEM parts where possible.

.2 Where genuine OEM parts are not available, or a better substitute is

available, submit the alternative part for the approval of the Owner’s

Representative.

2.2 SUBSTITUTE PARTS .1 Where items visible to the general public, in particular exposed finish

and fixtures, are to be replaced, submit drawings, photographs or

samples, as required, in ample time for consideration and review.

.2 Submit samples of metals, plastic laminates and finishes properly


identified as to project, location and material.

.3 Supply materials in accordance with the reviewed samples.

.4 The review does not include the checking of measurements or the

approval of variations from the Specifications or the Contract

Documents.

2.3 MAINTENANCE

PARTS

.1 Provide a metal container for the purpose of storing clean wipers in

the machine room.

.2 Parts Cabinet: Provide in the machine room a cabinet of steel finished

in baked enamel and of a minimum 0.15 mª (5 cubic feet) capacity.

.3 Keep on the site the following spare elevator parts:

.1 Hall button fixtures; two complete hall button switch

assemblies (with call registered light assemblies), and four

button heads;

.2 Car operating panel fixtures: two complete car button switch

assemblies (with call registered light assemblies);

.3 Two-car door sheaves;

.4 One safety-edge microswitch;

.5 One complete hoist way door closer assembly;

.6 Two sets of door gibs for car and hall doors;

.7 Three fuses of each size used in the controllers and in the

main line disconnect;

.8 One complete hall station assembly of each type;

.9 One complete hall lantern assembly;

.10 Four hall door sheaves;

.11 One complete hoist way door interlock;

.12 Two signal lamps of each type used;

.13 One complete relay of each type with spare contacts and

coils;

.14 An adequate supply of cleaning solvent, wipers, general

purpose oil, buffer oil and door operator oil.

.4 Arrange that the following spare parts are readily available from the

local maintenance office and allow the Owner’s Representative, at his

request, to inspect these parts in this local office:

.1 One printed circuit board of each type used complete with

components, assembled and tested;

.2 One complete door operator assembly;

.3 One complete safety edge assembly;

.4 One complete door detector assembly;

.5 One complete roller guide assembly of each size used;

.6 One emergency stop switch;

.7 Hall button fixtures, two complete hall button switch

assemblies (with call registered light assemblies), and four

button heads;

.8 Car operating panel fixtures; two complete car button switch


assemblies (with call registered light assemblies);

.9 Two car door sheaves;

.10 One complete hoist way door closer assembly;

.11 Two sets of door gibs for car and hall doors;

.12 Three fuses of each size used in the controllers and in the

main line disconnect;

.13 One complete hall station assembly of each type;

.14 One complete hall lantern assembly;

.15 Four hall door sheaves;

.16 Two complete hoist way door interlock;

.17 Two signal lamps of each type used;

.18 One complete relay of each type with spare contacts and

coils;

.19 An adequate supply of cleaning solvent, wipers, general

purpose oil, buffer oil and door operator oil.

.5 In addition to the above, keep spares for parts used in quantity on the

equipment in the ratio of one spare for every 100 such parts.

2.4 TOOLS .1 Keep the following tools on site and in good working order:

.1 One blower;

.2 One door pressure gauge;

.3 One rechargeable fluorescent portable light;

.4 Signs stating "REGULAR MAINTENANCE BEING

PERFORMED" in both official languages;

.5 One vacuum cleaner.

.2 Arrange that the following tools are readily available in good

working order from the local maintenance office and allow the

Owner’s Representative, at his request, to inspect these tools in this

local office:

.1 One step ladder;

.2 Two telephone headsets;

.3 One dual channel analogue brush recorder;

.4 Twelve cable pullers;

.5 Two chain blocks or lift pulls;

.6 Two sets of feeler gauges;

.7 One microprocessor analyser for checking the control and

dispatch functions;

.8 One sound level meter;

.9 One acceleration and vibration meter to allow measurement

and recording of the accelerations in the elevator cab in three

axes;

.10 One F.E.T. volt-ohm-milliammeter;

.11 One dual channel storage oscilloscope;

.12 One paging unit for each maintenance mechanic;

.13 Four wire rope slings;

.14 One stop watch;

.15 One tachometer;

.16 Three thousand pounds of test weights and a handcart for


transporting weights.

Part 3 Execution

3.1 ROPE

REPLACEMENT

PROCEDURES

.1 Use rope terminations of the wedge clamp type.

.2 Provide hoist ropes of sufficient number, size and characteristics such

that the addition of 50% of the rated load to the car cab will cause no

more than a 0.04% elongation in the rope.

.3 Where ropes are used in parallel to share a load, ensure that the ropes

are from the manufacturing run.

.4 If Lang's Lay rope is used, provide means during and after

installation to prevent the ropes turning (do not use swivel

connections).

.5 Provide sufficient removable counterweight buffer blocking to allow

adjustment for rope stretch without requiring cable shortening.

3.2 SOLID STATE

CONTROL DEVICE

REPLACEMENT

PROCEDURES

.1 The date, time and reason of component failure shall be noted in the

log.

.2 Ensure the replacement solid state control device is at least equal in

current carrying capacity to the original part.

.3 Ensure the replacement solid state control device is at least equal in

peak inverse voltage rating to the original part.

.4 Ensure the new component is installed in accordance with the

manufacturer's instructions using, as required, heat sink compound

and the correct torque on the mounting device.

.5 Ensure the replacement solid state control device is compatible with

the other solid state control devices in the same bank.

3.3 MAINTENANCE

INTERVALS

.1 Routine Maintenance: Perform the following duties:

.1 In the course of the examination, should faulty parts be

discovered replace them at once, and should any unusual

operations or noises be found take corrective action

immediately;

.2 Schedule parts showing excessive wear for replacement on

the next regular examination.

.2 Monthly Checks: verify or perform the following at least once every

month:

.1 Ride the car and check the general operation;


.2 Lubricate and clean car door tracks;

.3 Clean pit;

.4 Clean top of car;

.5 Clean machine and machine room floor.

.6 Levelling operation;

.7 Door operation;

.8 Emergency stop switch;

.9 Alarm bell;

.10 Communication devices;

.11 Door open button;

.12 Door closing pressure (not to exceed 30 pounds / 135

Newtons);

.13 Car door rollers and eccentrics;

.14 Car door clutch assembly;

.15 Position indicators and signal lamps;

.16 Door protective devices;

.17 Car door contacts;

.18 Landing door interlocks.

.3 Quarterly Checks: perform the following duties at least once every

three months:

.1 Check brushes in rotating electrical equipment for freeness

and tension;

.2 Replace those brushes having 40 percent or less of their

original length remaining;

.3 Clean rotating electrical equipment with vacuum and blower;

.4 Check rotating electrical equipment connections;

.5 Check commutators for oil or foreign matter and clean with

non-abrasive material if dirty;

.6 Clean the controller with blower and vacuum and inspect

each relay for wear;

.7 Check all protective circuits and devices on controller;

.8 Check resistors for indications of overheating;

.9 Check roller guides;

.10 Check the car emergency lighting;

.11 Check fastenings and switches;

.12 Check and lubricate the governor tension sheave;

.13 Check and lubricate the governor.

.4 Semi-annual Checks: perform the following duties at least once every

six months:

.1 Check operation of hoist way doors and adjust where

necessary;

.2 Check door interlocks, door guides, door hanger wheels and

door closer cables;

.3 Inspect and check for proper operation of the limit stopping

devices;

.4 Check the emergency power operation;

.5 Check the fire or emergency service operation;

.6 Check the security system operation;

.7 Check the intercommunication system operation;


.8 Check the door open pause times;

.9 Check the door open pause time cancellation (i.e. monitor)

circuit;

.10 Check the lift and governor ropes;

.11 Check the compensating devices;

.12 Check the load weighing devices.

.5 Yearly Checks: perform the following duties at least once every year:

.1 Check electrical and mechanical safety devices;

.2 Check main motor contactors;

.3 Replace the filters on the controller air inlets;

.4 Check operation of overloads;

.5 Open the car operating station, clean and check for loose

wires;

.6 Check door operator, clean and lubricate pivot points;

.7 Clean guide rails;

.8 Vacuum hoist way from top to bottom;

.9 Check hall buttons and their connections;

.10 Check rope hitches;

.11 Inspect ropes for wear in accordance with standards for

elevator wire rope inspection;

.12 Check rope tension and adjust if necessary;

.13 Check rope stretch and remove buffer blocks or shorten ropes

if required;

.14 Check the auxiliary safety mechanism;

.15 Clean and check safety mechanism;

.16 Perform a safety test;

.17 Check sheaves and shafts for soundness and wear;

.18 Check the emergency terminal slowdown device;

.19 Check hangers and junction box connections;

.20 Check guide rail fastenings;

.21 Check all components and fastenings that under failure might

create a dangerous situation (e.g. sheave bolts and welds, gear

bolts, car slings et cetera);

.22 Strip, clean and lubricate the brake;

.23 Arrange the brake to stop the elevator with full load in the car

from full speed in the down direction with an average

deceleration of approximately 0.1g without shock or jar (Test

by turning the disconnect switch off under these conditions

and measuring the resultant stopping distance);

.24 Adjust the brake to hold a minimum of 125 percent of the

contract load;

.25 Adjust the brake so that when it operates no noise can be

detected either in the elevator cab, at the top floor landing or

outside the closed machine room door;

.26 Clean and paint machine room floor;

.27 Check the buffer oil levels, check for water in the oil and test

the buffers.

3.2 TESTING .1 Perform periodic tests and maintenance inspections of all elevator


equipment as required by current applicable safety codes as might be

applicable for elevators, dumbwaiters and lifts. This is to include all

requirements for the Maintenance Control Program (MCP) required

by the Elevator Inspection Authority.

.2 Submit written reports of tests to the Owner’s Representative and

governing bodies as required. In the case of running safety or load

tests, prior notification shall be given so that a representative of the

Owner may witness said test.

.3 Provide necessary cooperation, assistance, and personnel to allow

tests and inspections of the equipment by the Owner’s Representative

and or the regulatory inspection authorities.

.4 Where re-inspection is required because of major or numerous

deficiencies, provide the necessary manpower to assist in the re-

inspection.

.5 Where applicable, in coordination with the Owner’s Representative,

perform semi-annual tests of the elevator emergency power

operation, fireman’s service, as well as code blue control feature.

These tests to be carried out in overtime hours at no extra cost to the

Owner where they cannot be performed during business hours.

NOTE: Submitting a proposal, in response to this RFP, constitutes the vendor’s acceptance of

procedures, terms and conditions, evaluation criteria, and other administrative

instructions of this RFP.

Vendor’s ACCEPTANCE:

_______________________________ ______________________________ _____________________

Signature Title (Please Print) Date

5. Installation of proposed system and associated components

5.1 Vendor is responsible for Installation of proposed system and accessories.


6. Warranty

The vendor shall provide a description of warranty contracts including your standard warranty and

any special extended warranties offered. Provide a description of proposed warranty terms

including any partial (less than one year), or extended warranties.

It should be understood that the warranty period shall not begin until all proposed system(s) are

approved by the Health Centre.

7. Terms of Payment

a. Include the proposed equipment payment terms, including any cancellation fees and any

alternatives that result in a cost saving to the BUYER.

b. Include a proposed method for determining price changes (if any) if a delivery date longer

than one (1) year from the proposed delivery date is requested by BUYER.

8. Patient Privacy & Information Security (if applicable)

It is essential that the Health Centre ensure that the privacy aspects and protection of information

have been properly addressed as it relates to the following provincial and federal “ACTS”.

The vendor shall indicate compliance to the following …

8.1 Provincial Legislation

12.1.1 Hospitals Act … is an Act relating to Hospitals and in particular Section 71(1) of

the Hospitals Act provides that the hospital records and particulars of patients are

confidential and shall not be made available to any person or agency except with the

consent or authorization of the patient concerned. Section 71 of the Hospitals Act prevails

over the disclosure provisions of the FOIPOP Act, such that the availability of patient

records and particulars falls under the Hospitals Act and not under the FOIPOP Act.

12.1.1 The Personal Health Information Act (PHIA) … is an Act respecting the

collection, use, disclosure and retention of personal health information. The purpose of this

Act is to govern the collection, use, disclosure, retention, disposal and destruction of

personal health information in a manner that recognizes both the right of individuals to

protect their personal health information and the need of custodians to collect, use and

disclose personal health information to provide, support and manage health care. PHIA

was passed in legislation in December 2010 and proclamation date is pending.

12.1.3 PIIDPA … Nova Scotia’s Personal Information International Disclosure Protection

Act was created to protect the personal information of Nova Scotians from being disclosed

outside Canada. PIIDPA affects Nova Scotian public bodies and public body service

providers.


12.1.4 FOIPOP … Freedom of Information and Protection of Privacy Act. An act

respecting the right of access to documents of public bodies in Nova Scotia and a right of

privacy with respect to personal information held by public bodies in Nova Scotia.

8.2 Federal Legislation

12.2.1 PIPEDA … Personal Information Protection and Electronic Documents Act. An

act to support and promote electronic commerce by protecting personal information that is

collected, used or disclosed in certain circumstances, by providing for the use of electronic

means to communicate or record information or transactions and by amending the Canada

Evidence Act, the Statutory Instruments Act and the Statute Revision Act

8.4 Vendor Confidentiality Agreement

12.4.1 The vendor will be required to sign a Vendor Confidentiality Agreement for

servicing. See Appendix 3 for a “sample” of the Form

9. Appendix I - General Terms and Conditions for Purchase Orders

GENERAL TERMS AND CONDITIONS

1.0 The IWK acknowledges that any information submitted in confidence by a vendor, if disclosed to

third parties, could reasonably be expected to cause financial harm or harm the competitive

position of the vendor. Any information contained in a proposal that is considered confidential by

the vendor must therefore be clearly identified as confidential. The IWK and its representatives

shall, to the extent permitted by law, respect the confidential nature of any information so

identified.

2.0 The vendor agrees that it shall not seek information regarding this purchase or any proposals or

decisions relating to this purchase by application under the Freedom of Information and Protection

of Privacy Act (Nova Scotia). The vendor acknowledges that all information and records relating

to this procurement process may be released to the vendor only at the discretion of the IWK and

subject to the procurement process, applicable law and confidentiality concerns.

3.0 The IWK will not pay for the information solicited by any RFP. All costs incurred by a vendor in

the preparation of a proposal are the responsibility of the vendor. The IWK makes no

representation or assurance regarding the outcome of proposals, and specifically reserves the right

to terminate the tendering process without consequence or liability.

4.0 All bid materials will become the property of the IWK, unless otherwise specified by the vendor.

5.0 The vendor represents and warrants that none of the bid materials infringe any intellectual property

rights of third parties.


6.0 The IWK reserves the right to seek clarification on existing requirements contained in any RFP.

Should additional requirements be identified, they will be submitted to all vendors in writing as an

addendum to this document.

7.0 All proposed equipment/goods/furniture (if any) must comply with and be approved for all

applicable codes and standards.

8.0 All vendors and any subcontractors performing work at the IWK must be registered in the

Province of Nova Scotia under the Corporations Registration Act or the Partnerships and Business

Names Registration Act.

9.0 All prices / costs are to be quoted in Canadian dollars and exclusive of any taxes. Items such as

delivery, set-up fees, in-servicing, taxes, etc. are to be shown as separate line items.

10.0 It is a condition precedent to the IWK’s acceptance of any tender that the vendor confirms that

they have no outstanding or pending litigation, action, claim, demand, or cause of action against

the IWK which in any way relates to the subject matter of the RFP or which relates to the supply

of goods and services to the IWK.

11.0 A vendor’s proposal must be signed by an authorized signing officer of, or authorized person for,

the vendor, certifying that all information contained in the proposal is accurate and agreeing to

comply with all of the terms, conditions, and provisions of the RFP.

12.0 Vendors must clearly identify any Third Party software or hardware components, if applicable,

including optional vendor modules that are not included as part of the vendor’s pricing response.

13.0 Provincial Initiative: It is understood that any agreement and/or purchase that results from this

tender are available to all Nova Scotia District Health Authorities (DHAs 1 through 9) at their

discretion. While the exact resultant configuration may not be appropriate for any given DHA, it

is expected that the vendor will afford the same pricing and/or discount structure to all districts.

Each district will be responsible for issuing its own P.O.

14.0 The IWK encourages the use of electronic commerce for business transactions; therefore, vendors

are requested to include a description of their capabilities and experience with electronic

commerce. Vendors should also include any discount structure they offer with this.

15.0 Vendors submitting bids involving the collection, use, or disclosure of personal information are

required to certify that the vendor’s business is fully compliant with the Personal Information

Protection and Electronic Documents Act (Canada).

16.0 All prices are to be FOB destination (freight included) upon delivery to the IWK.

17.0 The vendor shall identify any component of their shipment that includes hazardous materials

requiring the IWK to take any environmental or personnel precautions.

18.0 This Purchase Order and all items pertaining to it shall be governed and interpreted in accordance

with the laws of the province of Nova Scotia.


IWK Health Centre 5850/5980 University Avenue

P.O. Box 9700


B3K 6R8

Appendix 3 … Vendor Confidentiality Agreement

{V E N D O R}

{V e n d o r a d d r e s s}

{VENDOR} acknowledges during the course of performing it’s obligations hereunder, {VENDOR}

and their employees, officers, directors or other Client approved personnel or independent contractors

may become aware of/have access to information from Client that is not publicly known, including but

not limited to; information relating to the identity, condition, history, care or treatment of Client’s

patients and Client personnel information or Client business information.

{VENDOR} agrees to ensure that all of {VENDOR} employees, officers, directors, or other Client

approved personnel or independent contractors engaged by {VENDOR} who become aware of/have

access to such information, shall treat all information as strictly confidential.

Such information shall not be disclosed to any non- {VENDOR} employees or representatives or

entity without prior written approval of Client. The obligation of confidentiality in this paragraph shall

apply regardless of whether the subject information was supplied to {VENDOR} or whether the

information was learned by {VENDOR} inadvertently during the course of its performance, or

otherwise. The obligation of confidentiality in this paragraph shall survive the termination of this

agreement regardless of the method or timing of its termination.

{ VENDOR } ________________________________

Vendor Vendor Rep. Name (print)

______________________________ ________________________________

Vendor Rep. Name (Signature) Vendor Rep. Title (Print)

______________________________