| Date | Type | Memo |
|---|---|---|
| 04-10-2007 : | Refer to bid # 01507; Intent to award letters were sent April 10, 2007 and award of new contract is anticipated to be five days from this date. | |
| 04-05-2007 : | Refer to remarks dated 12/21/06 for extension information on this contract. | |
| 01-24-2007 : | Contract extensions for two month extension and for Attachment "A" price sheets have been done and faxed to the vendor for signature. Once I have received these signed documents back I will forward to unit manager for approval and then post to the internet. | |
| 12-21-2006 : | 1) Extend the Elevator Maintenance Contract #01700 through March 31, 2007, or until the new contract is awarded. The original contract was awarded on May 1, 2000, without remaining extension options; and this two (2) month extension will allow for time to solicit a long term statewide elevator maintenance contract. Also updating the number of elevators at the four agencies list on this contract. Many new agencies have requested to join this contract, gathering their information has been time consuming; we currently have in the excess of 360 plus elevators that will be on the new statewide contract. Per the attached email, management approval was given to extend the contract past the original term on January 24, 2006 on an emergency basis to allow sufficient time for re-bid. It is important to note that allowing the contract to expire at this point would greatly impact those utilizing the current contract because; 2) Emergency situations may arise that that require immediate attention and there is a current plan in place with the existing contractor to meet those needs. The impact of implementing a new process and changing vendors at this stage is costly and time sensitive, 3) Regularly scheduled maintenance is of utmost importance to keep them in good working order. Extending this contract for an additional two (2) months will have statewide impact due to the fact that it allows for preparation of a long term state elevator maintenance contract with tremendous savings for the State of Washington. Have created extension offer. Will send to vendor and post to webs with unit managers approval. | |
| 07-14-2006 : | Will allow contract to expire due to max term date. IFB #01205 currently in draft. | |
| 04-11-2006 : | Updated CCI was posted to the web 3/31/06 with contract extension and SPSCC items additon. | |
| 03-20-2006 : | CCI is updated and waiting for management approval. The purpose of the CCI update is to extend the contract for an additional six (6) months through 10/31/2006, to add Building 320 at SPSCC as it's factory warranty has expired, and to update contract administrator. In collaboration with WSDOT, the RFP is being developed. An items . I am meeting with vendors next week to finalize information to be included in the customer survey. I anticipate the customer survey to go out in the April 7th GA Broadcast and to Statewide Maintenance Supervisors with a due date for response April 21st. When I receive the customer surveys I will prepare a spreadsheet with the information received to prepare for a vendor forum scheduled for April 26, 2006. I anticipate releasing the bid mid-August | |
| 02-09-2006 : | The sourcing team for the new elevator maintenance contract met again on 2-7-06. Based on the recommendation of the L&I Elevator Chief (Jack Day), the team reviewed and discussed the Missouri elevator maintenance bid contract to determine if it might serve as a template for the replacement contract. The team agreed it would be best to combine various terms and conditions of the Missouri bid with our existing bid template. One of our team members volunteered to do so such that a bare bones bid document will result. I will then refine the bid document and incorporate the new recommended terms and conditions to serve as our first draft. I am hopeful that the first draft will be ready for review by the time of our next regularly scheduled meeting but my workload with regard to the Smartbuying fuel project has prevented me from dedicating as much time as I had hoped to this project. Management has approved my recommendation to extend the existing contract until the new contract is in place and the contractor has agree to do so. No lapse in contract coverage is anticipated. | |
| 01-10-2006 : | Although the bid development team is making good progress, the Smartbuying Fuel workload is keeping me from dedicating sufficient enough time to the development of the actual bid. I expect that very soon I'll be freed up more to work on this contract. Because the replacement contract will extend throughout the state, I've asked management to consider allowing the existing contract be extended pending the award of the new replacement contract. No word as yet but no lapse in contract coverage is anticipated. | |
| 01-10-2006 : | Union Labor rates increased effective January 1 2006 and the contractor petitioned for an increase in Labor and Materials 60 days prior to the effective date as required. The price increases were granted in accordance with contract terms. Also, The Cherberg building has been removed from contract coverage until further notice. Consequently, the 320 minimum hourly commitment per month for capitol campus has been adjusted to 74 hours per week (74 hours x 52 weeks ÷ 12 months = 320.6 hours per month). | |
| 12-14-2005 : | Although the elevators seem to be in operational order the campus manager and VTS continue to have disputes. We are working with the contractor to ensure contract terms will be met. The new contract kickoff meeting went well and the L&I elevator chief has already provided a wealth of valuable suggestions. I'm confident that the new contract will result in improve quality and yield additional savings. Unfortunately the Smartbuying fuel workload issues have prevented me from spending the time I need to develop the replacement contract bid document. The sourcing team met again today and good information was exchanged. As I understand Missouri has a well regarded contract and we will be attempting to use their bid document as the basis for the new contract. | |
| 11-15-2005 : | The state is planning on developing a new statewide elevator maintenance contract that will replace the capital campus elevator maintenance contract which is scheduled to expire on April 30, 2005. A stakeholder committee has been formed and the kickoff meeting is scheduled for November 16, 2005. I expect that this will be my primary focus over the next few months. No lapse in coverage is anticipated. | |
| 11-07-2005 : | General Administration is scheduled to regain responsibility of the Legislative Building Elevators beginning November 12, 2005. Therefore, the contractor has agreed to coverage of these elevators at the old price times the 23% labor increase that was instituted in May. The service frequency for all the Legislative Building Elevators will now be 3 times a month as reflected by most of the elevators. It should be noted that this contract is scheduled to expire April 30 2006 without the possibility of further extensions. A team has been assembled and our kick off meeting is scheduled for November 16. Although this contract has been acceptable, the team believes that we can make improvements based on some lessons learned and we may also be able to achieve savings at the same time. | |
| 04-29-2005 : | An extension has been granted to VTS for the final contract period ending April 30, 2006. | |
| 04-18-2005 : | This contract can be extended one more year. When GA retook possession of the Legislative building following earthquake repairs, some issues surfaced and I'm working with all parties in finding a mutually agreeable resolution. However, in discussing these matters with management it is believed that these issues fall outside of the bounds of this contract. The information lessons learned will be applied in the replacement contract that is scheduled for next year. I've already started the development of a new statewide elevator maintenance contract but there is still much work that still needs to be completed. The current contractor has agreed to a contract extension and I'm hoping to submit my recommendation for a contract extension this week. No contract lapse is anticipated. | |
| 03-04-2005 : | The Legislative Building was removed from contract coverage while the building contractor (Mortenson) made repairs as a result of the Earthquake. GA has since taken possession of the building but it appears as though elevator repairs will be needed for this building. I'm currently in the process of working through these issues with Department of Capitol Facilities, Vertical Transportation Systems and Mortenson. Nonetheless, I expect that this contract will be extended through the final year. | |
| 02-28-2005 : | CPE's suggest a contract extension is warranted and the contractor has already expressed a desire to have the contract extension. The contract extension form has been sent out and over the next few weeks I'll be preparing the paper work. No contract lapse is anticipated. | |
| 02-10-2005 : | I had hoped to have a new statewide elevator service contract in place by early May but due to my current workload I don't believe this will be possible. CPE's have been collected and I expect that this contract will be extended for the final year. No contract lapse is anticipated. | |
| 01-07-2005 : | This contract is slated to expire on 4/30/05 but it can still be extended one more year. I had hoped to have a new statewide contract in place by the time this contract came up for renewal but if I don't my current plan is to extend this contract. Hopefully my workload will allow me the time to award a new contract and I have recently had some time to work more on this project. No lapse in contract coverage anticipated. | |
| 12-13-2004 : | I started the process of developing a more comprehensive statewide Elevator Maintenance contract this past summer but workload issues have delayed the process. However, It looks as though I may have more time to dedicate to this contract in the months ahead. If not, there is still one more year that this contract can be extended and I don't anticipate there will be a lapse in contract coverage. | |
| 04-23-2004 : | The Elevator Maintenance contract 01700 has been extended through April 30, 2005. Also the Tacoma Rhodes Center elevators were added to the contract and the IBM Inclinator #42 was removed from service per customer request. | |
| 04-08-2004 : | I followed up with customer concerns identified in the CPE's and discovered that although customers are satisfied with the work being performed, better communication between both parties was needed. I met with both parties whereby a mutually agreeable strategy for success was worked out and implemented. However, because my market research suggests the need for a contract that's accessible to all agencies and political subs throughout the state, I'm planning on developing a replacement elevator contract over the next year. Therefore, I'm planning on extending this contract for one additional year (instead of two) while I develop the new contract. No contract lapse of this current contract is anticipated. | |
| 03-05-2004 : | I have all the information I've gathered suggest that a contract extension makes sense. I have the signed contract extension agreement from Vertical Transportation Systems and hope to dedicate some time to completing the paper work in the next few weeks. No contract lapse is anticipated. | |
| 02-02-2004 : | The primary issue that has been raised during the contract period is the question of who is responsible for the purchase of parts considered to be obsolete and no longer available. Ultimately the contractor has agreed to provide replacement parts for obsolete parts through the final two year extension period but has suggested that future bids include language surrounding this issue. I'm pursuing the final two year extension with contractor. | |
| 01-08-2004 : | Contractor performance evaluations are being prepared and should be disseminated in the next few days. I expect to be meeting with the appropriate representatives of Vertical Transportation Systems in the next few weeks to discuss liability expectations. Depending upon the outcome of this meeting will impact the decision to grant the final two year extension. Because it's often difficult to identify appropriate and relevant customers who can comment on contractor performance please feel free to email me at skruege@ga.wa.gov with the name(s) and email address of individuals that I should contact. | |
| 12-08-2003 : | This contract is eligible for extension but before extending the contract, I want to meet with the vendor to ensure that the state's expectations match the vendor's expectations. I'm hoping to meet with the contractor soon but other contract action has taken priority. | |
| 11-05-2003 : | Contract will becomes eligible for extension on 4/30/04. Plan to meet with contractor soon to discuss performance issues and expections before proceeding with contract extension. | |
| 06-11-2003 : | The CCI was updated as follows: a) Placed elevator #42 into service. b) Added new elevator #6 on Attachemtn C & D. c) Updated Contractor phone & fax numbers. d)Updated Office of State Procurement contacts. | |
| 02-19-2003 : | 1. The CCI was updated as follows on 2/15/03: a) established a pricing option for maintenance servicing “after hours” on thirteen selected units. Note: Capital Campus’ elevators no. 10, 12, 13, 14, 15, 20, 24, 31, 32, 41, 47, 53 and 600 Franklin building, #1 will have an additional monthly charge of $220.00 for after hours maintenance servicing. The customer will coordinate with the Contractor when these elevators will exercise this option. After hours maintenance work will be from 7:00PM to 5:00AM, b) removed the Legislature elevators during the Capitol repair project, no. #1,2,3,4,5,6,and 7, c) removed Library #16 as billable, no longer in service, d) added elevator #66 in OB2, unit #5 as a billable elevator, elevator put back into service, | |
| 02-19-2003 : | e) changed the requirement on the Capital Campus that required the Contractor to supply and install lamps in the elevators. The lamps will now be supplied by Division of Capitol Facilities (DCF), DCF will have the lamps available at their supply locations for Contractor use. The Contractor will be responsible to install the DCF supplied lamps as needed. f) change General Administration contact from Julie DeRuwe to Pat Paulsen, g) added Labor and Industries, Tumwater, WA building to the Emergency Service Response requirement for the Capitol Campus. Defined “will respond” as, “personal contact via phone or radio.” h) updated Contractor name to Vertical Transportation Service, and other information as needed. 2. All other terms, conditions, and specifications remain unchanged |
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