biddoc.pdf

Town of Parker Elevator Maintenance

Aug 28th 2026, 4:00PM MDT - Sep 18th 2026, 2:00PM MDT

Table of Contents

Contents Page #

Project Details 3

1. Solicitation Overview 4

2. Bid Instructions 5

3. Contract Framework 6

4. Facilities and Equipment 7

5. Scope of Services & Other Requirements 8

6. Supplier Response Requirements 11

6.1. Response Files 12

7. Evaluation Process & Selection Criteria 13

7.1. Cover Sheet 14

8. Terms & Conditions 15

8.1. Sample Professional Services Agreement 15

Project Details

Project Town of Parker Elevator Maintenance

Ref. # 26-023

Type RFP

Description The Town of Parker, Colorado (Town) is soliciting proposals from qualified elevator contractors to provide full-service preventive maintenance, inspection, witness testing, repair, emergency callback, code-compliance monitoring, and reporting for elevator equipment at multiple Town facilities.

The portfolio includes equipment from multiple original equipment manufacturers. The selected contractor must provide consistent, complete service across all makes, models, and control platforms.

Open Date Aug 28th 2026, 4:00PM MDT

Questions Due Date Sep 10th 2026, 10:00AM MDT

Close Date Sep 18th 2026, 2:00PM MDT

Project Owner Charles Ellis

Events

Event Name Duration Description

Open Date Aug 28th 2026, 4:00PM MDT Posting date for the Opportunity

Questions Due Date Sep 10th 2026, 10:00AM MDT Deadline to submit Questions

Close Date Sep 18th 2026, 2:00PM MDT Deadline for Submissions

1. Solicitation Overview

The Town of Parker, Colorado (Town) is soliciting proposals from qualified elevator contractors to provide full-service preventive maintenance, inspection, witness testing, repair, emergency callback, code-compliance monitoring, and reporting for elevator equipment at multiple Town facilities. The portfolio includes equipment from multiple original equipment manufacturers. The selected contractor must provide consistent, complete service across all makes, models, and control platforms.

Some material in this document was generated using AI tools and was reviewed for accuracy by a member of the Town’s Procurement Division before publication.

2. Bid Instructions

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through Town of Parker EUNA Procurement Portal (formerly Bonfire). A Submittal Log will be posted after the opening of responses and after the Town has had an opportunity to review and verify the submittals.

The original Offer must be received before the due date and time through an electronic package transmitted to Town of Parker EUNA Procurement Portal (formerly Bonfire).

The Consultant is responsible for ensuring its proposal is posted by the due date and time outlined in the solicitation document.

If the submittal arrives late, it will not be included.

TERM OF CONTRACT: An initial annual contract with up to four (4) annual renewals.

RESPONSE TO QUESTIONS: QUESTIONS REGARDING THIS SOLICITATION

MUST BE SUMBITTED ELECTRONICALLY VIA Town of Parker EUNA Procurement Portal (formerly Bonfire).

The consultant submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s). Questions are to be submitted one question per question field in the EUNA platform.

Any official interpretation of this Solicitation must be made by an agent of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by employees of the Town who are not agents of the Town’s Procurement Division.

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through Town of Parker EUNA Procurement Portal (formerly Bonfire).

Copies of solicitations obtained from any other source are not considered official copies. Only those Consultants who obtain solicitation documents from the EUNA Procurement platform will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker. The Town cannot be held responsible for incorrect information, nor can it attest to the accuracy of information found on websites other than the EUNA Procurement platform.

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

3. Contract Framework

3.1 Term

The anticipated initial agreement term is one-year although an initial three-year term will be considered. The Town and contractor may mutually agree to successive one-year renewals, subject to satisfactory performance, continued funding, approved pricing, and execution of the required amendment or renewal document.

3.2 Full-Service Coverage

The proposed full-service rate shall include the labor, supervision, travel, tools, diagnostic equipment, routine preventive maintenance, callbacks, adjustments, repairs, parts, components, lubricants, cleaning supplies, testing support, reports, and other items expressly included by the accepted proposal and final agreement. Every exclusion, allowance, limit, and separately billable service must be clearly identified.

3.3 Contractor Status, Insurance, and Compliance

The selected contractor will act as an independent contractor and shall execute a Town-approved agreement, provide required insurance and endorsements, maintain all licenses and permits, comply with applicable laws and codes, and meet Town safety, security, and access requirements. No work may begin until the agreement is fully executed and the Town provides written authorization or a purchase order, as applicable.

4. Facilities and Equipment

The following preliminary inventory is provided for proposal development. The selected contractor shall verify manufacturer, model, serial number, controller, drive type, capacity, stops, entrances, code data, and condition during transition. Offerors shall identify assumptions or missing information that materially affect pricing.

Facility Address Units Manufacturer Equipment

Notes

Town Hall 20120 E.

Mainstreet

2 TK Elevator 2 stop hydro & 3 stop traction

PACE Parking

Garage

20000 Pikes

Peak Drive

2 TK Elevator 4 stop tractions

PACE Center 20000 Pikes

Peak Drive

1 TK Elevator 3 stop hydro

Schoolhouse

Event Center

19650 E.

Mainstreet

1 Savaria Lift 3 stop electric

Fieldhouse 18700 Plaza

Drive

1 TK Elevator 3 stop hydro

Recreation

Center

17301 E. Lincoln

Avenue

1 TK Elevator 2 stop hydro

PRELIMINARY COUNT: The listed portfolio contains eight elevator units at six facilities. Final equipment quantities and data will be confirmed through the transition inventory and the resulting agreement.

5. Scope of Services & Other Requirements

5.1 General Full-Service Requirements

Provide all labor, supervision, transportation, tools, diagnostic equipment, software access, technical documentation, materials, parts, and services necessary to keep the covered elevators safe, code-compliant, clean, reliable, and properly adjusted. Service quality shall not vary by OEM, model, age, or control platform.

Maintain each unit in accordance with applicable code, manufacturer requirements, accepted industry practice, and the maintenance control program.

Provide qualified, properly licensed mechanics and adequate supervision and technical support.

Coordinate all shutdowns and return each unit to normal safe operation before leaving unless the Town is notified and the unit is properly secured out of service.

Protect Town property; maintain clean work areas; and immediately report accidents, damage, unsafe conditions, or service interruptions.

5.2 Transition, Inventory, and Condition Assessment

Within 30 calendar days after notice to proceed, unless otherwise approved, complete a baseline inventory and condition assessment for each unit. Document the facility, unit designation, OEM, model, serial number, capacity, speed, stops, entrances, controller, drive, door operator, fixtures, communications, machine-room or machine-room-less configuration, code and inspection status, maintenance records available, observed deficiencies, recommended priorities, and photographs. Submit a transition plan that preserves service continuity, emergency coverage, documentation, and code compliance.

5.3 Maintenance Control Program and Routine Maintenance

Establish and maintain a unit-specific maintenance control program and service log accessible to the Town and authorized inspectors. Perform systematic examination, adjustment, lubrication, cleaning, and testing at a frequency appropriate to each unit’s type, usage, age, condition, OEM guidance, and applicable Colorado requirements.

State the proposed frequency and anticipated duration for every unit.

Controllers, drives, motors, brakes, governors, encoders, selectors, wiring, relays, contactors, and control cabinets.

Hoist ropes or belts, compensation, sheaves, bearings, guide rails, guide shoes or rollers, counterweights, and suspension components.

Door operators, hangers, tracks, rollers, gibs, interlocks, restrictors, reopening devices, door protection, and entrances.

Hydraulic systems, pumps, valves, cylinders, piping, oil, seals, and scavenger equipment where applicable.

Car and hall fixtures, position indicators, emergency lighting, alarms, phones or communications, fans, and accessibility features.

Safeties, buffers, limits, terminal devices, leveling systems, pit equipment, machine spaces, hoistways, and other safety devices.

Cleaning of pits, machine spaces, equipment areas, and accessible components as related to safe mechanical operation.

5.4 Parts, Repairs, and Obsolescence

Furnish and install compatible parts, components, and materials necessary for safe, reliable operation as included in the accepted full-service coverage. Repair or replace worn, defective, or failing components identified through maintenance, inspection, testing, or callback service. Use OEM, OEM-approved, or demonstrably compatible parts appropriate to the equipment and code requirements. Obtain written Town authorization before excluded or additional-cost work. Promptly identify obsolete or long-lead components, available alternatives, risks, lead times, and recommended capital planning.

5.5 Inspections and Witness Testing

Perform or coordinate annual inspections and all required periodic tests, including load, safety-device, governor, buffer, pressure, relief, emergency-power, and other tests required for the equipment.

Coordinate the Town, contractor personnel, and applicable inspecting authority;

provide advance notice and minimize disruption.

Provide weights, test equipment, qualified personnel, documentation, permits, and certifications included in the accepted pricing.

Submit test results, certificates, deficiencies, repair recommendations, and closure documentation; track findings through completion.

5.6 Emergency and Callback Service

Provide emergency callback service 24 hours per day, seven days per week, year-round. A qualified technician shall arrive on site within two hours after notification for every emergency request. Passenger entrapments and life-safety events receive the highest priority. Maintain reliable dispatch, escalation, tracking, backup coverage, and communication with Town representatives.

For an entrapment, promptly dispatch, maintain communication, coordinate with emergency responders as appropriate, safely release passengers, inspect the unit, and return it to service only when safe.

Provide callbacks included in full-service coverage without additional charge except for exclusions expressly accepted in the agreement.

Notify the Town immediately when a unit is unsafe, noncompliant, or must remain out of service, and provide the expected restoration plan and timing.

Document arrival, diagnosis, work performed, parts used, operational status, and follow-up action for every callback.

5.7 Code Compliance and Safety Monitoring

Monitor and maintain covered equipment in accordance with elevator codes, licensing rules, inspection requirements, and regulatory standards applicable in Colorado and the local jurisdiction. Maintain awareness of changes and promptly advise the Town of mandatory or recommended modifications. Unsafe or noncompliant conditions shall be documented, communicated immediately, and controlled through appropriate removal from service, barricades, signage, lockout/tagout, or other safety measures.

5.8 Multi-Manufacturer Capability

Demonstrate access to the proprietary and non-proprietary parts, technical documentation, diagnostic tools, interfaces, software, passwords, and trained personnel needed to fully maintain, adjust, troubleshoot, repair, and test TK Elevator, Schindler, Otis, and other equipment in the portfolio. The contractor shall not restrict service quality or defer required work because of an equipment manufacturer or control platform.

5.9 Staffing and Qualifications

Assign licensed, trained, and experienced elevator mechanics qualified for the specific equipment.

Maintain adequate regular and backup staffing to meet scheduled work, inspection deadlines, callbacks, entrapments, holidays, simultaneous events, and absences.

Provide current licenses, certifications, OEM training, years of experience, assigned roles, service territory, and supervisory escalation contacts.

Notify the Town before material changes to key assigned personnel and provide equally qualified replacements.

5.10 Reporting and Records

Provide a searchable electronic service report after each visit and maintain complete unit records throughout the contract. Routine reports shall be submitted within five business days; emergency callback reports within one business day; unsafe conditions immediately. Records shall include date, arrival/departure, mechanic, unit, purpose, tasks, measurements, adjustments, parts, callbacks, shutdowns, inspection/test data, deficiencies, operational status, recommendations, and photographs when useful.

Provide periodic summary reports at least quarterly covering condition, visits, callbacks, recurring problems, code findings, open repairs, reliability trends, and capital recommendations.

5.11 Coordination and Site Access

Coordinate maintenance, inspection, testing, repair, and planned shutdowns to minimize disruption to building occupants and Town services. Provide reasonable advance notice, obtain approval for outages, follow facility-specific access and security requirements, protect public areas, and coordinate work affecting emergency power, fire alarm, access control, or other building systems.

5.12 Warranty

State the warranty for parts and workmanship, including duration, coverage, exclusions, and response procedure. Warranty correction shall include labor, travel, removal, replacement, reinstallation, testing, and return to service unless an exclusion is expressly accepted by the Town. Manufacturer warranties shall be passed through and administered by the contractor.

6. Supplier Response Requirements

In this section, please provide your response including company information, responses to the Vendor Questions, and a completed Price Sheet.

Vendor Response Questions-These questions are required and are being separated for the response. Please provide the response in a separate file below.

Respond to each question in the order presented. Restate the question or clearly label each response by question number. Cross-references shall identify the exact proposal section and page. “See website” responses are not sufficient.

1. Describe your experience servicing, maintaining, and repairing TK Elevator, Schindler, and Otis equipment. Provide examples of contracts where all three manufacturers were maintained concurrently.

2. For TK Elevator, Schindler, and Otis equipment, explain how you obtain the proprietary parts, components, diagnostic tools, technical documentation, passwords, interfaces, and control-platform software necessary to provide complete service.

3. Describe your maintenance control program and approach to ensuring consistent preventive and routine maintenance quality across the manufacturers, models, and control platforms installed at Town facilities.

4. Detail the examination, adjustment, lubrication, cleaning, and testing procedures technicians will perform on controllers, drives, motors, brakes, suspension components, sheaves, guide systems, door equipment, leveling systems, hydraulic equipment, and safety devices.

5. State the proposed frequency and anticipated duration of routine maintenance visits for each unit. Explain how frequency was established using equipment type, usage, age, condition, OEM recommendations, applicable standards, and Colorado requirements.

6. Explain how technicians determine when wear items or major components require adjustment, repair, or replacement. Describe how compatible parts will be sourced for each OEM, model, and control system.

7. Describe the process for coordinating and performing annual inspections and required witness testing, including periodic load tests and safety-device tests, with the Town and applicable inspecting authority.

8. Identify the documentation, certifications, test results, and reports provided after each inspection or witness test, including how deficiencies and corrective actions are documented and tracked through closure.

9. Describe your 24/7 emergency dispatch and communication system, including how calls are received, prioritized, assigned, escalated, tracked, and communicated to Town representatives.

10. Explain how you will ensure a qualified technician arrives within two hours of notification. Identify the nearest service location, anticipated technician locations, available resources, and backup coverage.

11. Describe procedures for passenger entrapments and other life-safety events, including communication, emergency-responder coordination, safe release, inspection, documentation, and restoration to service.

12. Explain how you will monitor and maintain compliance with elevator safety codes, licensing requirements, and regulatory standards applicable in Colorado throughout the contract.

13. Describe the process for notifying the Town when equipment is unsafe, noncompliant, or must be removed from service. Include documentation, interim safety measures, corrective recommendations, estimates, and authorization.

14. Explain how you monitor code and regulatory changes and advise the Town of mandatory or recommended modifications needed to maintain compliance.

15. Provide licenses, training, OEM-specific qualifications, certifications, assigned roles, and years of experience for proposed mechanics and supervisors, specifically addressing TK Elevator, Schindler, and Otis.

16. Describe how you will maintain adequate staffing, licenses, certifications, parts availability, diagnostic capability, and supervisory support for routine schedules, inspections, and simultaneous emergencies.

17. Describe the maintenance records maintained for each unit, report content, electronic access for the Town and inspectors, cybersecurity or access controls, and record-retention period.

18. Describe the content and frequency of summary reports addressing condition, maintenance, callbacks, recurring problems, code deficiencies, outstanding repairs, reliability, and recommended capital improvements.

19. Explain how routine maintenance, inspections, testing, repairs, and shutdowns will be coordinated to minimize disruption. Include advance notice, scheduling, site access, security, safety, and communication procedures.

20. Provide full-service pricing by unit; hourly rates and markups for excluded work;

three-year pricing and renewal methodology; comparable references; and examples of successful transitions for multi-manufacturer portfolios.

6.1 Response Files

Attachments (Documentation):

Town_of_Parker_Elevator_Maintenance_Price_Workbook.xlsx

6.1.1 RFP Response [Required] [PDF]

(Vendor file upload)

6.1.2 Vendor Questions Response [Required] [PDF]

(Vendor file upload)

6.1.3 Elevator Maintenance Price Workbook [Required] [Excel]

(Vendor file upload)

7. Evaluation Process & Selection Criteria

GENERAL FORMAT: The Consultant shall submit a response electronically via the Town of Parker EUNA Procurement Portal.

INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

EVALUATION CRITERIA AND COMMITTEE REVIEW: A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria. Consultants shall not contact members of the evaluation committee. Responses will be evaluated according to the Consultant’s ability to best satisfy the Town requirements. Consultant submissions are evaluated and scored on a weighted system to determine the best value as follows:

The evaluation committee will score Responses based on the following criteria listed in order of importance:

Criterion Points

Technical Capability and

Multi-Manufacturer

Expertise

Price 20

Emergency and Callback

Response

Technician Qualifications and Staffing

Experience and Past

Performance

Evaluation Focus

Ability to fully service TK Elevator, Schindler, Otis, and other equipment; parts, tools, software, maintenance controls, and code capability.

Completeness, competitiveness, and reasonableness of full-service, excluded-work, three-year, and renewal pricing.

24/7 dispatch, guaranteed two-hour arrival, proximity, staffing, entrapment procedures, and backup coverage.

Licenses, training, OEM qualifications, experience, supervision, staffing sufficiency, and continuity.

Comparable contracts, references, transition success, reliability, reporting, safety, and compliance performance.

1.

2.

3.

INTERVIEWS: Optional / To be determined

NEGOTIATIONS: Upon completion of evaluation scoring, the Town reserves the right to enter into negotiations with one or more selected Consultants.

AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the Consultant that provides the best value in the performance of this service. The Town will make the final determination on the best value and award.

7.1 Cover Sheet

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Consultant, (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her offer,

(3) that the offer is being submitted on behalf of the Consultant in accordance with any terms and conditions set forth in this document, and (4) that the Consultant will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety calendar days following the date of submission.

4.

5.

6.

7.1.1 Company Name - Legal Name [Required] [Text]

(Vendor text input)

7.1.2 Company Address - Full Address [Required] [Text]

(Vendor text input)

7.1.3 Authorized Representative's Name / Title / Email Address - (must be an Officer of the Company or Designated Signer) [Required] [Text]

(Vendor text input)

7.1.4 Contact Name-Project Manager / Title / Email Address [Required] [Text]

(Vendor text input)

8. Terms & Conditions

Sample Professional Services Agreement for Review for informational purposes only.

8.1 Sample Professional Services Agreement

Sample Professional Services Agreement for Review for informational purposes only.

Attachments (Documentation): Professional_Services_Agreement- SAMPLE_9.27.24.pdf

8.1.1 Acknowledgement of Terms & Conditions in General [Required] [Single Choice]

(Yes) / (No)

8.1.2 Acknowledgement of Exhibit C - Insurance Requirements [Required] [Single Choice]

(Yes) / (No)