biddoc.pdf

RFP #008

5601 S Broadway, Suite 250

Littleton, CO 80121

REQUEST FOR PROPOSAL

RFP008-Elevator Maintenance

October 19th, 2026

Important Notice: In order to receive future notifications pertaining to this solicitation and notice of future business opportunities of upcoming solicitations from SMHO, please register your company on Rocky Mountain E-Purchasing (BidNet) by going to https://www.bidnetdirect.com/colorado/southmetrohousingoptions and completing the registration form. For help registering or questions about the Rocky Mountain E-Purchasing System, please contact BidNet at 1-800-835-4603, Option 2 for vendor support.

CONTACT Procurement Email: procurement@smho.co

SOLICITATION RFP008-Elevator maintenance

ISSUANCE DATE October 19th, 2026

PROPERTY VISIT October 20th-30th, Please contact kkeller@smho.co to setup a time to look at the elevators

QUESTIONS &

CLARIFICATION

REQUESTS

Due Date October 30th, 2026

SEND DIRECT INQUIRIES THROUGH:

BIDNET www.bidnetdirect.com//SouthMetroHousingOptions

SMHO RESPOND

DATE TO ALL

QUESTIONS

Date November 6th, 2026

Questions to be posted as responses in Bidnet

PROPOSAL

SUBMITTAL RETURN

& DEADLINE

Due Date November 13th,2026 2pm MST

Submit proposals through the Bidnet/Rocky Mountain e- Purchasing System-https://www.bidnetdirect.com/colorado

ANTICIPATED

SELECTION OF

PROPOSAL BY

Date November 20th, 2026 https://www.bidnetdirect.com/colorado/southmetrohousingoptions mailto:procurement@smho.co mailto:kkeller@smho.co http://www.bidnetdirect.com/SouthMetroHousingOptions https://www.bidnetdirect.com/colorado

1.0 GENERAL PROJECT OVERVIEW

SMHO is requesting quotes/proposals for Elevator Maintenance. It is SMHO’s intention to award an initial one

(1) yearly service contract for a service period of 0/1/2027-12/31/2027 with the opportunity to renew for up to four (4) more one-year contracts at SMHOs discretion.

2.0 ADDITONAL INFORMATION

• Service Contract Act (SCA) Wages, rules and regulations apply to this project, SCA#2015-5419 11210

• SMHO is a non-profit organization and is tax exempt for Colorado.

• City of Littleton waives permit fees for SMHO.

• SMHO requires awarded Contractor to provide certificate of insurance coverage that meets or exceeds

SMHO limit and content requirements as shown in the insurance certificate sample included in this packet.

• SMHO requires awarded Contractor to register and be approved by SMHO’s vendor credentialing service, RealPage/Compliance Depot, within two (2) weeks of awarding project and prior to commencement of work.

3.0 SUBMITTAL REQUIREMENTS

• It shall be the Contractor’s obligation to confirm all measurements and materials, and to fully familiarize him/herself to his/her complete satisfaction with all information concerning site and conditions relating to the Contractor’s work and bid.

• Contractor must provide a fee proposal for the scope of work listed under section 4.0 SCOPE OF WORK.

Fee proposal should separate out and itemize cost by labor, material (with type of materials and specifications listed) and permits (if applicable).

• Contractor must include estimated timeframes for both mobilization/start of project and how long it will take to complete the designated work if awarded the project.

• Contractor is invited to include any recommendations or clarifications that Contractor deems relevant and pertinent to performance and successful completion of the work.

• List of primary and backup equipment (plow trucks, skid steers, snow blowers, broadcast spreaders) and dedicated crew sizes assigned to SMHO properties.

• Contractor should include preferred payment terms and method and if Contractor is able and willing to accept ACH payment.

• Minimum of three (3) professional commercial or multi-family residential references. Provide contact name, title, phone number, email address, scope of work completed, total contract value, and state whether the contract involved HUD or prevailing wage compliance.

4.0 SCOPE OF WORK

4.1 Covered Facilities and Equipment Inventory

South Metro Housing Options (SMHO) 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 across four (4) SMHO properties.

The covered portfolio consists of eight (8) hydraulic passenger elevators (two units per building):

Location/Property Sites:

Facility Name Address Total Elevators Manufacturer Equipment Type

Alyson Court 5807 S Gallup St Littleton, CO 80120 2 TK Elevator 3-stop hydraulic passenger elevator

Amity Plaza 200 W Sterne Pkwy Littleton, CO 80120 2 Otis Elevator 7-stop hydraulic passenger elevator

Bradley House 5844 S Datura St Littleton, CO 80120 2 TK Elevator 6-stop hydraulic passenger elevator Overlook at Powers

Park 5599 S Elanti St

Littleton, CO 80120 2 Otis Elevator 2-stop hydraulic passenger elevator

4.2 General Full-Service Requirements

The Contractor shall 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, attention, and technical standards shall not vary by OEM, model, age, or control platform.

• Maintain each unit in accordance with ASME A17.1 Section 8.6, Colorado Division of Oil and Public Safety (OPS) rules, and manufacturer recommendations.

• Provide qualified, state-licensed elevator mechanics with adequate local supervision and engineering support.

• Coordinate all shutdowns in advance and return units to safe operation before leaving the site.

• Maintain clean work areas, protect SMHO property, and immediately report accidents, damage, or service interruptions.

4.3 Maintenance Control Program & Routine Maintenance

The Contractor shall establish and maintain a unit-specific Maintenance Control Program (MCP) and service logbook in each machine room and via an electronic portal. Perform systematic monthly examination, adjustment, lubrication, cleaning, and testing covering:

• Controllers, microprocessor boards, drives, relays, contactors, wiring, selectors, and dynamic leveling systems.

• Hydraulic power units, pump motors, control valves, relief valves, strainers, piping, cylinder head packing seals, hydraulic fluid quality/levels, and scavenger pump systems.

• Car and hoistway door operators, clutches, hangers, tracks, rollers, door gibs, interlocks, restrictors, and infrared multi-beam optical reopening curtains.

• Car operating panels, hall stations, call buttons, position indicators, emergency lighting battery packs, alarm bells, cab ventilation fans, and two-way hands-free emergency communication telephones.

• Guide rails, guide shoes/rollers, traveling cables, hoistway switches, terminal limits, and car top inspection controls.

• Pit emergency stop switches, spring buffers, cylinder casings, and maintaining clean, dry pits free of oil and moisture accumulation.

4.4 Parts, Repairs, and Obsolescence

Furnish and install compatible parts, components, and materials necessary for safe, reliable operation as included in the full-service coverage. Repair or replace worn, defective, or failing components identified through maintenance, callbacks, or inspections using OEM or OEM-approved parts. Obtain prior written authorization and a Purchase Order from SMHO before performing any excluded or additional-cost work.

Promptly identify obsolete or long-lead components in writing with recommended capital modernization options.

4.5 Inspections and Witness Testing

The Contractor shall perform and coordinate all annual inspections and periodic tests required by the State of Colorado Division of Oil and Public Safety (OPS), City of Littleton, and ASME A17.1/A17.2, including:

• Annual hydraulic system tests, relief valve pressure tests, static pressure tests, and cylinder leakage evaluations.

• Monthly and annual operational tests of Firefighters' Emergency Operation (Phase I recall and Phase II in-car operation).

• Provide a licensed mechanic, test gauges, equipment, and weights (as needed) to witness tests alongside certified third-party inspectors.

• Correct any contractor-maintenance-related inspection deficiencies within thirty (30) calendar days at no additional cost to SMHO.

4.6 Emergency and Callback Service

Provide emergency callback service 24 hours per day, 7 days per week, 365 days per year. Callbacks during regular working hours (8:00 a.m. – 5:00 p.m., Monday–Friday) are included in full-service coverage at no extra charge.

• Standard Emergency Response: A qualified technician shall arrive on-site within two (2) hours of notification for emergency service calls.

• Passenger Entrapment Priority: Passenger entrapments receive Priority 1 life-safety status. Dispatch is immediate with a guaranteed on-site arrival within sixty (60) minutes or less. Coordinate with emergency responders (South Metro Fire) as needed, safely release passengers, identify the root cause, and restore the car only when verified safe.

• Document arrival, diagnosis, corrective work performed, parts used, and operational status for every callback within twenty-four (24) hours.

4.7 Multi-Manufacturer Capability and Staffing

Contractor must demonstrate documented expertise and possess all proprietary and non-proprietary diagnostic tools, software, passwords, and documentation needed to fully maintain, adjust, and troubleshoot TK Elevator (TKE) and Otis equipment. Service shall not be delayed or degraded due to OEM platform.

• All personnel performing work must hold active Elevator Mechanic Licenses issued by the State of Colorado (CDLE / OPS).

• Maintain adequate local staffing in the Denver/Littleton metro area and assign consistent primary mechanics to SMHO facilities.

4.8 Reporting and Records

Submit searchable electronic service tickets within five (5) business days for routine maintenance visits and within twenty-four (24) hours for emergency callbacks. Maintain complete physical service and oil usage logs in each machine room. Provide quarterly summary reports to SMHO Procurement and Asset Management detailing portfolio uptime, callback trends, open repairs, and capital planning recommendations.

4.9 Coordination, Site Access, and Resident Safety

SMHO facilities provide affordable housing for seniors and residents with disabilities who depend on elevator access. Maintenance and repairs shall be managed to minimize disruption:

• Single-Car Outage Rule: In two-elevator buildings, scheduled work must be performed on one elevator at a time so that one car remains in continuous, safe operation for residents.

• Advance Notice: Provide at least forty-eight (48) hours written notice to the onsite Maintenance Manager prior to scheduled maintenance outages.

• Standard Working Hours: Routine work shall occur between 8:00 a.m. – 5:00 p.m. MST, Monday through Friday.

• Safety Enclosures: Erect OSHA/ASME-approved barricades and landing signage around open hoistways and out-of-service cars.

4.10 Administrative and Housing Authority Requirements

• HUD Form 5370-C & Prevailing Wages: This contract is governed by HUD Form 5370-C (Section II) and Service Contract Act (SCA Wage Determination #2015-5419, Labor Category 11210 - Elevator Mechanic). Certified payrolls must be maintained.

• Vendor Credentialing: Awarded Contractor must register and maintain compliance with SMHO's vendor credentialing platform, RealPage / Compliance Depot, within two (2) weeks of award.

• Keys and Access Fobs: Contractor is responsible for issued keys and fobs. Re-issue and replacement fees due to contractor loss: $8.50 per key/fob.

• Warranty: One (1) year minimum warranty on all parts, components, and workmanship from the installation date.

5.0 SELECTION PROCESS

SMHO intends to utilize the following criteria in selecting the most advantageous proposal:

• Best pricing and scope of work options

• Job/project references

• Project timeframe

• Equipment suitability

• Crew availability

NOTE: While SMHO appreciates each bidder’s time and effort in submitting a response to the RFP, SMHO will not be able to provide any written or verbal communication as to why a respondent was not selected.

6.0 RESPONSE

Please submit any bid questions via BidNet by October 30, 2026at 4pm MDT. Please submit RFP Bid through BidNet no later than November 12th, 2026 at 4pm MDT and reference RFP #008