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Republic of the Philippines
DEPARTMENT OF I.ABOR AND EMPLOYMENT
lntramu ros, Manila
AJA
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cenificate No AJA15.0048
B
III. GENERALMAINTENANCE

A.
1
Scope of Preventive Maintenance
. The scope of the preventive maintenance program shall be comprehensive and
shall include at a minimum:

. Adjustments
. Lubrication
TERMS OF REFERENCE . Repairs and replacements
. lnsulation Resistance Test
. Load Bank Testing
PROJECT PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE . Cleaning
AND REPAIR SERVICES OF THREE (3) ELEVATOR UNITS AT THE . Recordkeeping
DOLE MAIN BUILDING
The program shall include but not limited to, maintaining the elevator to run at
LOCATION DEPARTMENT OF LABOR AND EMPLOYMENT, INTRAMUROS,
rate speed, rated capacity, desired door open/ close timing of designated floor
MANILA
stops, required floor leveling parameters, and built-in air-condition.
DURATION : ONE (1) YEAR STARTING FROM 02 NOVEMBER 2021 TO 01
2. Maintenance, repairs or replacements shall have performed only by the trained
NOVEMBER 2022
technicians of the Contractor.

I. PURPOSE
3. Recordkeeping- a complete log must be kept that contains records of all
maintenance, adjustments, repairs, replacements performed on the elevator.
The log must include the following:
The Department of Labor and Employment (DOLE) Central Office (CO) desires to
engage the services of a
CONTRACTOR to provide a
COMPREHENSIVE
. Dates
PREVENTIVE MAINTENANCE AND REPAIR SERVICES OF THREE (3) ELEVATOR
UNITS at the DOLE MAIN BUILDING for a period of one (1) year starting 03 November . Names of participating personnel
2021 to 02 November 2022. . Description of tasks performed, including tests and inspections,
reports trouble calls, corrective action, recommendations, or any
other incidents related to the elevator.
II. DESCRIPTION OF THE ELEVATORS
Manufacturers data and drawings for the elevator equipment shall be
ONE (1) UNIT WELLS PASSENGER ELEVATOR accessible and maintained to reflect the current state of equipment. lmportant
data such as manufacturer names, parts numbers, serial numbers, sizes and
Location of Elevator Muralla wing types shall be readily accessible. Any pertinent service bulletins shall be kept,
Lift Model TKJ 1 000/1 .0 checklists for the scheduled preventive maintenance tasks shall be developed
Number of Elevator One (1) and kept to ensure that the tasks are performed.
Capacity 1000 kg/ 13 Persons
Speed 1 meter per second
4. Safety
Number of stops/opening Six (6)
The following practices shall be observed, at a minimum during maintenance,
Service Passenger
inspection, or testing procedures:
TWO (2) UNITS WELLS PASSENGER ELEVATOR
o All safety devices must be in operational condition;
Location of Elevator Muralla wing and General Luna wing
o LockouUtag out procedures must be followed if maintenance procedures
require that equipment not be operated;
Lift lt/odel TKJ 1 000/1 .0
Number of Elevator Two (2)
o Ensure that personnel performing maintenance, inspection and testing task
wear a clothing that is not loose fitting and that they are provided with proper
Capacity 1000 kg/ 13 Persons
protective equipment such as shoes, hard hats, eye protection and hand
Speed 1 4eler per second
protection;
Number of stops/opening Seven (7)
Service
. Provide barriers and signage where applicable, especially at hoisting doors;
Passenger . Upon completion of work, remove any jumper wires that were used;
o Provide proper lighting:
. Determine the adequate refuge space exist above and below the car;
. Ensure the working area is clean and drfi and

TOR' PRoVISION OFC0MPREHENSM PREVENTIVE MAINTENANCEAND REpAIR SERVICESOFTHREE (3) [LEVATOR tJNtTSAT TOR. PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE AND REPAIR SERVICIS OF TIIREE (3) EI,I]VATOR UNITS AT
THE DOLE MAIN BUILDINC THE DOLE MAIN BUILDING
 . Observe Fire Codes of the Philippines 3. The contractor shall use a structured maintenance management program to
deliver high quality service tailored to the specific units need.
B. INSPECTIONS
4. The contractor is required to perform preventive maihtenance and emergency
A. Areas of inspection repair to keep the equipment properly adjusted and in safe operating condition
by regularly and systematically inspecting, adjusting, cleaning, lubricating,
lnside Car- door reopening device, stop switches, operating and control testing, repairing (if required) or replacing (if required) the equipment, including
devices, car lloorl landing sill, lighting car emergency signal, car door closing but not limited to:
force, power opening/ closing of doors, vision panels, car enclosure,
emergency exit, ventilation, signage, rated load, platform area, date plate, a. Machine gears, worms, bearings, breaks, motor, motor brushes, motor
emergency power, restricted door opening, car ride, door monitoring, stopping windings (field and armature), commutators, rotating elements, coils,
accuracy. contracts, resistors, magnet frames;

2. Machine Room- access, head room lighting, receptacles machine enclosure b. Controller- contracts, resistors, Central Processing Unit (CPU), solid state
space, housekeeping, ventilation, fire suppression, pipes wiring, ducts, components;
guarding of equipment, numbering/labeling, disconnecting means, controller
wiring/ fuses/ grounding, static control, overhead beam, machines and machine c. Selector relay printed circuit boards, silicon controlled rectifier (SCR)
breaks, motor generators, regenerated power, alternating current (AC) drives,
' controls, condensers, transformers, contacts leads, timers;
sheaves, rope fastenings, governor, safeties and data plate.
d. Traveling cables;
3. Top of car- stop switch, light outlet, operating device/ refuge space, counter
weight, buffer, counter safeties, floor numbering, hoist way construction, smoke e. Main line disconnects;
control, pipes/ wiring/ ducts, wrndows/ projections/ recesses/ setbacks,
clearances multiple hoist ways, traveling cables/ junction boxes, door f. Emergency lighting;
equipment, car frame, guide rails, guide rail alignment, guide rail fastenings,
governor/ traction/ compensation ropes, rope fastening device. g. Buillin air-condition;

4. Outside the hoist way- platform guard, hoist way doors, vision panels, hoist way h. Governor- Sheaves assembly, governor rope tension sheave assembly,
door locking devices, access power closing hoist way doors, sequence bearings, contacts, jaws, safeties-car weight;
operations, enclosure, parking devices, emergency access, separate
countenrveight hoist way, standby power selection switch, condition, clearance i. Sheaves- deflector, car top, secondary compensation, etc., bearings, shafts;
run by, buffer, normal/ final terminal stopping devices, traveling cables,
governor rope, compensating chains/ ropes/ sheaves, car lramel platform, car j. Ropes- hoisting, compensation (may be chains), governor equalize hoisting
safeties, car guides. ropes, tensions;

5. Pit Platform- dust iron works, sweep floor empty, drip pond, re-lamp, remove k. Buffers- car and counterueight, including switches, seals and packing;
trash and check for leaks.
l. Guides- car and counterweight rails, rail clips, guide shoes/ rollers, renew
C. TESTS guide shoe gibes or guide rollers as required for smooth and quiet operation;

'l . Test and trigger effectiveness of safety gear; m. Car- frame, platform, flooring cab enclosure, fans, lighting, hand railing load
2. Test and rest car at buffer and weighing device. top of car:
3. Align and test all mechanical instrument of door
n. Fixtures- position indicators, operating panels;
D. RESPONSIBILITY OF THE CONTRACTOR
o. Hoist way lighting, limit switches, vanes and
1. The contractor shall diligently undertake, perform and complete all preventive
and routine maintenance including all material labor, supervision, tools, supplies p. Door equipment- operators, clutches interlocks, hangers, safety edges,
and all the expenses necessary to provide service, preventive maintenance, electric eyes, rollers, astragals, auxiliary door- closing devices.
inspections, adjustments, testing as set forth in the Scope of Works to the DOLE
satisfaction once a month. 5. The Contractor shall maintain work log in the machine room that list required
maintenance actions, time intervals, and notations indicating the work done.
2 The contractor shall check and ensure that the elevator performance parameters
are satisfactory per manufacturers sRecification and conformance to safety 6. The Contractor is responsible for maintaining the elevator as required by wear
codes and standards. \ and tear of normal elevator usage. \

TOR- PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE AND REPAIR SERVICES OF THREE (3) EL[VA'I'OR UNIl'S AT TOR' PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE AND REPAIR SIRVICES OF THREE (3) ELEVATOR IJNI'TS A'T
THE DOLE MAIN BUILDING TIIE DOLE MAIN BUILDING
 7. The Contractor shall furnish tools, equipment, lubricants and cleaning supplies compensation, properly damage and an umbrella liability policy
required for the work.

8. The Contractor shall include the maintenance of removable panels, door panels,
light diffusers, hung ceilings handrails, fans ladders, support, beams, flooring,
frames, sills door frames, cover plates, main line power disconnect, controller,
breakers and feeders, emergency power supply, batteries and fire smoke
detectors.
IV. GUARANTEED SPARE PARTS
Should there be a need to correct system failure by reasonable wear of parts; the
Contractor shall replace lhe defective parts at no cost. When the spare parts are not
available, a similar and/or better replacement parts shall be provided.

9. The Contractor shall identify any intermittent or potential machine problems

V ELEGIBILITY OF THE CONTRACTOR
10. The Contractor shall submit the periodic maintenance and trouble call report
based on records. 1 . Duly licensed Filipino citizens/ sole proprietorships;
'1
1. The Contractor shall observe monthly safety test, including issuance of monthly 2. Duly registered with the Regional Office of the Department of Labor and
safety certificate in compliance with the issuance of elevator permits. Employment where it principally operates pursuant to the DOLE Department Order
No. 174, Series of 2017.
12. The Contractor shall submit a tvlonthly lnspection Report with findings and
recommendations. 3. Partnership duly organized under the laws of the Philippines and of which at least
sixty percent (60%) belongs to the citizen of the Philippines;
13. The Contractor shall take the best efforts to maintain the machine in proper
operating condition. 4. Corporation duly organized under the laws of the Philippines, and of which at least
sixty percent (60%) of the outstandrng capital stock belongs to the citizens of the
14. The Contractor shall faithfully perform the services in accordance with standards
Philippines;
of care, skill, training, diligence, and judgement provided by highly competent
individuals.
5. Cooperatives duly organized under the laws of the Philippines, and of which at
least sixty percent (60%) belongs to the citizens of the Philippines; or
15. Maintenance service, adjustments and callback service shall be available from
lvlonday to Sunday 7:00 am to 6:30 pm (including holidays, if needed) in case of
breakdowns, disorderly operations, or malfunctioning of the equipment without 6. Persons/entities forming themselves into a joint venture i.e. group of two (2) or
additional cost to the DOLE. Response time for trouble call shall be within one more persons/entities that intend to be jointly and severa'lly responsible or liable
( 1 ) hour from the time of service call. for a particular contract: Provided, however, that Filipino ownership or interest of
the joint venture concerned shall be at least sixty percent (60%). For this purpose,
16. lf, for any reason, the elevator should be out of service for more than. two (2) Filipino ownership or interest shall be based on the contributions of each of the
hours, the contractor shall notify the General Services Division (GSD)- Building members of the joint venture as specified in their Joint Venture Agreement (JVA).
Administration (BA) Engineer when the equipment was taken out of service for
proper and safe operation. Sufficient signage shall be placed at each opening
(where applicable) notifying the employees and guests that the equipment is VI. MAINTENANCE FEE
being serviced.
lnclusive Monthly Total Monthly Total Monthly
17. The Contractor shall dispatch a technician immediately on emergency case such Period Maintenance Fee Maintenance Fee Maintenance Fee
as entrapment in the elevator. Response time for emergency trouble call shall be per Unit (a+b) ( x 12 months )
less that one (1) hour from the time was service call. Response time for non- 12 months a. 1 to 7rh Floors
emergency request shall as well within one (1) hour. (Two (2) Units)
P 20,000.00 x 2
18. The Contractor shall advise the GSD-BA Engineer all defective and worn-out =P40,000.00 P60,000.00 P720,000.00
parts to be replaced, of the cost of the replacement parts, works done and the b. 1 to 6th Floors
specified downtime to be undertaken to put the equipment inlo normal running (One (1) Unit)
condition. The Contractor will carry out such repair worn upon written approval =P20,000.00
by the Administrative Service Director. GRAND TOTAL. P720,000.00

19. All tools, implements and consumables necessary for the Preventive
Maintenance shall be provided by the Contractor. vil. TERMS OF PAYMENT
\ \
20. The Contractor must submit certificates (and any changes thereafter) of Payment (VAT inclusive) shall be on a monthlybasis upon receipt of the monthly billing
insurance showing Contractor coverage for liability for bodily injury, workers based on actual services rendered and upon submission of the Monthly preventive
Maintenance Report.
TOR. PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE AND REPAIR SERVICES OF THREE [3} ELEVATOR UNIIS A1' T0R- PROVISION OF C0MPREHENSIVE PREVENTIVE MAINTENANCE AND REPATR SERVTCES OF THREE (31 ELEVATOR UNITS AT
THE DOLE MAIN BUILDING THE DOLE MAIN BUILDING
VIII. EFFECTIVITY

The duration of this contract is for one (1 ) year subject to extension at the option of the
DOLE if the performance is found to be satisfactory subject to applicable procurement
rules and regulations. Violation of the terms and conditions stated herein shall be
ground for the pre- termination of the contract. Either party may pre- terminate the
contract by giving the other party a thirty (30) days notice prior to such termination. ln
the event of dispute, the law of the Philippines shall apply.

IX. BUDGETARYREQUIREMENTS

Funds necessary to implement the PROVISION OF COMPREHENSIVE

PREVENTIVE MAINTENANCE AND REPAIR SERVICES OF THREE (3) ELEVATOR
UNITS AT THE DOLE MAIN BULDING services is estimated at Seyen Hundred
Twenty Thousand (P720,000.00) inclusive of taxes.

bmitted by

LILY PE L. GU ERO
OIC-Director, ministrative Service

Certified Funds Available:

s^4<n t, *ypnv"!
?f t' Dzl .{ 2.022- G*A,
1
R A L. BAL
o"[" rt rch ief Accountant, FMS

Recommending Approval:

NATO L. EBARLE
Undersecretary

Approved

ilt
Secretary

TOR. PROVISION OF COMPREHENSIVE PREVENTIVE MAINTENANCE AND REPAIR SERVICES OI THREE 13) EI,EVATOR UNITS AT
THE DOLE MAIN BUILDINC