Bid Notice-Elevator Maintenance and Repair Services.pdf

REQUEST FOR PROPOSALS (RFP)

ELEVATOR MAINTENANCE AND REPAIR

SERVICES

PROJECT NO. OM-26-071

Issued by:

City of Stockton Public Works Department

Operations & Maintenance 1465 S. Lincoln Street Stockton, CA 95206

Date Issued: August 20, 2026

Written Questions Due: August 28, 2026

Deadline for Submissions: September 10, 2026, by 5:00 pm

LATE SUBMITTALS WILL NOT BE ACCEPTED

City of Stockton Public Works Department RFP | Elevator Maintenance and Repair Services

Project No. OM-26-071

1.0 INTRODUCTION

The City of Stockton (City) is soliciting proposals from qualified contractors to provide complete elevator and lift maintenance and repair services in accordance with the terms, conditions, and specifications. The contractor shall furnish all labor, supervision, materials, parts, tools, supplies, testing equipment, transportation, and other resources necessary to provide full-service coverage, including inspections, preventive maintenance, adjustments, tests, component replacement, callbacks, and repairs required to keep the City’s elevators in continuous use at their established capacity, efficiency, and intended purpose.

All maintenance, adjustments, testing, and repairs shall comply with the latest applicable California Code of Regulations, Title 8, Elevator Safety Orders; applicable building, electrical, fire, accessibility, and safety codes; manufacturer requirements; and all other laws and regulations governing conveyances.

The City intends to award a five (5) year Service Contract to the responsible contractor whose proposal represents the best value to the City, with cost and other factors considered.

The City does not guarantee a minimum quantity of work and reserves the right to use other contractors when determined to be in the City’s best interest.

2.0 BACKGROUND

The City owns and operates elevators and lift systems at multiple municipal facilities. Reliable elevator operation is necessary to maintain public access, accessibility, employee operations, and continuity of essential City services. The City requires an experienced elevator service provider with sufficient licensed personnel, technical capability, parts availability, and management systems to provide consistent preventive maintenance, regulatory testing, prompt callback response, and accurate equipment-level reporting.

3.0 JOB WALK

No job walk has been scheduled for this RFP; however, proposers may request to visit sites to view equipment and their current condition. Please direct requests for site visits to Alisha Singh, Project Manager, via email or phone at alisha.singh@stocktonca.gov, or (209) 937- 7582.

4.0 SCOPE OF WORK

The work provided herein consists, in general, of full elevator maintenance and repair for the City’s conveyance equipment.

Refer to Attachment A for the full Scope of Work.

Scope of Work Summary:

1. The contractor(s) shall furnish all labor, materials, parts, and equipment necessary to provide complete elevator maintenance and repair service. Services shall be provided as requested by the City of Stockton Public Works Department.

2. Contractor shall provide scheduled preventive maintenance at frequencies appropriate for each unit and sufficient to keep all equipment safe, reliable, and code-compliant.

3. Contractor shall provide all labor, equipment, materials, and necessary items to complete the work for the price quoted.

4. Contractor shall provide qualified personnel who meet and maintain the requirements of a Certified Competent Conveyance Mechanic (CCCM) and maintain the Contractor’s certification as a Certified Qualified Conveyance Company (CQCC).

5. Contractor shall provide emergency callback service in accordance with the response requirements identified in Attachment A.

6. Contractor shall perform and document all inspections and tests required by the State of California and other authorities having jurisdiction, including annual tests.

Contractor shall maintain an equipment-specific maintenance control program and complete service history for each conveyance. Records shall be made available to the City upon request and shall remain with the equipment as required by law. Contractor shall promptly notify the City of any unsafe conditions, obsolete equipment, or repairs not included in the contract. No out-of-scope work may be performed without the Project Manager's approval.

7. Contractor shall perform routine maintenance and repair services during the City's normal business hours unless otherwise approved by the Project Manager or emergency conditions require immediate response.

8. Contractor shall schedule equipment shutdowns for preventive maintenance, inspections, or repairs in advance with the designated Project Manager to minimize disruption to City operations and occupied facilities.

9. Contractor shall maintain adequate inventories of replacement parts and materials, or otherwise obtain required parts in a timely manner, to minimize equipment downtime and restore elevators and lift systems to service as quickly as possible.

5.0 LICENSING

Contractor shall possess a valid California contractor’s license for the following classification(s): Class C11 (Elevator). The selected vendor shall possess a valid City of Stockton Business License.

All contractors and subcontractors must be registered with the Department of Industrial Relations (DIR) in accordance with Senate Bill 854. The registration form is located on the DIR's website at http://www.dir.ca.gov/Public-Works/PublicWorks.html.

Insurance Requirements: The proposer must obtain and maintain the required insurance.

Proposer should review ATTACHMENT B, Instructions to Proposers, for information regarding insurance, indemnification, Disadvantaged Business Enterprises, prevailing wages, etc. Failure to comply with the Instructions to Proposers may be grounds for rejection.

6.0 REQUIRED PROPOSAL CRITERIA

Responsiveness of Proposals: All proposals must be in writing and fully responsive to this RFP. Non-responsive proposals or proposals found to be irregular or not in conformance with the requirements and instructions contained herein will not be considered or evaluated. Other conditions which may lead to the selection committee's decision not to evaluate a proposal include obvious lack of experience, expertise, or adequate resources to perform the required work, and/or failure to perform or meet financial obligations on previous contracts. The City reserves the right to reject any and all proposals for any reason whatsoever.

Contractor Identification: Provide the name of the company, the company’s principal place of business, the name, phone number and email address of the contact person.

Technical Approach/Resources: Responsive proposals will demonstrate an understanding of full-service elevator maintenance and repair, a preventive maintenance approach, callback procedures, quality control, and the ability to maintain reliable service. Include a comprehensive description of the resources and methodology that will be used to complete the requested services.

Cost Proposal: Responsive proposals will include the unit cost shown in this proposal, and the compensation schedule (ATTACHMENT C) shall be sent as a separate electronic document. The monthly price and load test should reflect fixed rates for the entire five-year term of the Contract. The price quoted shall include all taxes, equipment, materials, supplies and all other charges, including travel expenses. This is the cost the City will pay for the five-year term of any contract resulting from this RFP.

Proposer should provide hourly rates for work requested outside of the contract scope. All rates quoted shall include travel time, fuel charges and mileage. No additional charge for these items will be acknowledged or paid for by the City.

Qualifications & Experience: Outline experience your company has in meeting the needs of similarly sized organizations. Indicate the duration your company has been in business and maintains a service operation of sufficient size to execute a contract to the satisfaction of the City.

Staffing, Resources & Response: Responsive proposal shall describe technician staffing levels, dispatch procedures, emergency response capability, local part inventory, and resources available to perform the required services.

Local Preference: Local preference in accordance with Stockton Municipal Code Section

3.68.090. Local contractors who have a physical business location within the boundaries of the City of Stockton shall be granted a 5-point bid preference. Local contractors who have a physical address within the boundaries of San Joaquin County shall be granted a 2-point bid preference.

Proposal Submissions: Proposals shall be submitted electronically no later than September 10, 2026, by 5:00 pm, to Trina Manzer at trina.manzer@stocktonca.gov.

7.0 PROPOSAL EVALUATION & SELECTION PROCESS

The key factors to be considered in evaluating proposals are summarized below. The City's final selection will not be dictated by any single factor, including price. The relative importance of these factors involves judgment on the part of the City's selection committee and will include both objective and subjective analysis. A contractor may be eliminated from consideration for failure to comply with any of the requirements, depending upon the critical nature of such requirements. Proposals will be evaluated using the following criteria:

Technical Approach / Resources 30 Points Cost Proposal 25 Points Qualifications & Experience 15 Points Staffing, Resources & Response 25 Points Local Preference 5 Points Total 100 Points

Refer to Attachment D for the Evaluation Scoring Sheet.

Tentative Selection Schedule: The contractor selection process will follow the tentative timeline shown below:

EVENT DATE

Advertise RFP August 20, 2026 Written Questions Submitted by August 28, 2026, by 5:00 pm Responses to Written Questions September 2, 2026 Proposals Due September 10, 2026, by 5:00 pm Interviews Start September 14, 2026 Negotiations/Final Scope September 17, 2026 Council Approval November 10, 2026

Proposal Questions and Requests for Clarification: Any questions or requests for clarification shall be submitted in writing to Alisha.Singh@stocktonca.gov, by August 28, 2026, by 5:00 pm. It is the proposer’s responsibility to check the website for any addendums or responses to questions. The website address is as follows:

www.stocktonca.gov/PWbid

Fee Negotiation: Following the proposal ranking process, the selection committee will commence fee negotiations with the top ranked contractor. The goal of negotiation is to agree on a final contract that delivers to the City the services and products required at a fair and reasonable cost. If the City fails to reach an agreement with the top-ranked contractor, a new negotiation will commence with the next highest-ranked contractor. If the new negotiation fails, the process is repeated until a contract is negotiated successfully. Upon successful negotiation of a contract, staff will make a recommendation of award to the highest ranked qualified contractor.

Final Selection: Following selection committee review and screening of all proposals, the selection committee will choose a contractor with the highest-ranking score, with all selection criteria considered. The City requests contractors make themselves available if asked to participate in an interview.

Waivers: The City may waive informalities or irregularities in proposals received where such is merely a matter of form and not substance, and the correction or waiver of which is not prejudicial to other proposals.

Client References: Provide a minimum of three (3) client references. References should be California cities or other large public entities. Provide the designated person’s name, title, organization, address, phone number, email address and the projects(s) that were completed under that client’s direction (ATTACHMENT E).

8.0 CONCLUSION

The City reserves the right to accept or reject any or all proposals, to alter the selection process, to postpone the selection process for its own convenience at any time, and to waive any defects in any of the proposals. The City also reserves the right to accept or reject any individual sub-contractor that a bidder proposes to use.

This RFP shall in no way be deemed to create a binding contract or agreement of any kind between the City and the bidder. By submitting a response to this RFP, the successful bidder agrees to execute an agreement with the City. The City reserves the right to negotiate any and all terms of the agreement, including the Term, Scope of Work/Service and Compensation.

Each bidder submitting a proposal acknowledges and agrees that the preparation of all materials for submittal to the City and all presentations, related costs and travel expenses are the bidder's sole expense and the City shall not, under any circumstances, be responsible for any cost or expense incurred by the bidder. In addition, each bidder acknowledges and agrees that all documentation and/or materials submitted with the RFP shall remain the property of the City.

Each bidder should be aware that although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City might not be in a position to establish that the information which a bidder submits is a trade secret.

If a request is made for information marked "confidential", the City will provide the bidder who submitted such information with reasonable notice to allow the bidder to seek protection from disclosure by a court of competent jurisdiction.

Selection of a proposal and the award of any final contract will be based on an evaluation of which company will best assist the City to reach its goal of receiving the highest quality service at the lowest reasonable cost. The City reserves the right to reject any or all proposals, to accept or reject any one or more items of a proposal, or to waive any minor irregularities or informalities in any proposal.

ATTACHMENTS

Attachment A – Scope of Work Attachment B – Instructions to Proposers Attachment C – Cost Proposal Attachment D – Evaluation Scoring Sheet Attachment E – Client Reference Page