Elevator Services RFP - 2026.pdf

- 1- Rev. 5/24

CITY OF FEDERAL WAY

REQUEST FOR PROPOSAL

I. PURPOSE OF REQUEST.

The City of Federal Way (“City”) is requesting proposals for the purpose of Elevator

Maintenance Service for a period of January 1, 2027 through December 31, 2029, for designated locations within the City. The City’s needs are outlined in the following

Request for Proposal (“RFP”).

II. TIME SCHEDULE.

The City will follow the following timetable:

Issue RFP November 2, 2026

Deadline for Submittal of Proposals November 16, 2026, 5:00 pm

Preliminary Selection of Firm November 19, 2026

Notify Firm Chosen November 20, 2026

III. INSTRUCTIONS TO PROPOSERS.

A. All bidders responding to this request are required to register on the City of Federal

Way public procurement portal Euna Procurement at:

https://federalwaywa.bonfirehub.com/portal/?tab=openOpportunities for this RFB.

Proposals will only be accepted through this portal.

B. All proposals must be received by the Deadline for Submittal of Proposals detailed in II. Time Schedule, at which time they will be opened.

C. The Parks and Facilities Manager, George Richen or representative will notify the firm selected by the date stated in II. Time Schedule.

D. All proposals must include the following information:

• The names of individuals from those firms who will be working on the project and their areas of responsibility.

• Specific experience of individuals relative to the proposed project.

• A proposed outline of tasks, products and project schedule, including the number of hours required to complete each task or product.

• A proposed budget based on the above outline of tasks, products and schedules.

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

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• References.

IV. SELECTION CRITERIA.

In addition to price, it is the intent of the City to award the Agreement to the highest ranked, “responsible” Contractor providing the best value to the City. In determining whether the

Contractor is responsible, the City will consider the following elements:

A. Experience and Past Performance (25 points total)

a. Responses must clearly show that the Contractor is in compliance with these qualifications. The City reserves the right, but is not obligated, to obtain clarification from the Contractor if compliance to the qualifications is not clear in the Contractor’s response. The City, without further consideration, shall reject those that are not clearly responsive to the qualifications. Contractors must include supporting documentation with their proposal demonstrating how they meet the following qualifications:

i. Contractor shall have a minimum of three (3) years’ experience in providing similar commercial services.

1. 2 points for each year of experience up to 3 years, additional 6 bonus points for 5+ years’ experience, for a maximum of 12 points

ii. Contractor shall have successfully performed at least two contracts within the last 5 years of a similar, or larger, size with a public or private agency.

1. 2 points for each contract, additional 3 bonus points if contractor has successfully completed more than 3 contracts, for a maximum of 7 points

iii. Resume(s) for no more than 3 key management individual(s) designated to have supervisory authority for any person considered key to the successful administration of the Agreement.

1. 2 point for each key management individual for a maximum of

6 points

B. Reporting and Documentation Requirements (25 points total)

a. Bidders must provide samples of reports previously furnished to customers for comparable commercial elevator maintenance contracts. Samples shall demonstrate the Contractor's ability to provide clear, comprehensive, accurate, and timely documentation of preventive maintenance, inspections, repairs, emergency service calls, and equipment conditions. Reports may be submitted as a separate attachment to the proposal. Confidential customer information may be redacted; however, sufficient detail must remain to allow the City to evaluate the quality and completeness of the documentation.

b. Preventive Maintenance Reports shall demonstrate the Contractor's ability to document scheduled preventive maintenance activities, equipment inspected, maintenance tasks performed, deficiencies identified, and corrective actions recommended or completed. 1 point for each of the

- 3- Rev. 5/24 elements clearly demonstrated in the submitted sample reports, for a maximum of five (5) points:

i. Identification of elevator equipment, location, and service date.

ii. Detailed description or checklist of maintenance activities performed.

iii. Documentation of equipment condition and operational status.

iv. Identification of deficiencies and recommended corrective actions.

v. Technician identification and verification of completed work.

c. Service and Repair Reports shall demonstrate the Contractor's ability to provide detailed documentation of service requests, troubleshooting activities, repairs performed, and equipment operating conditions following service. 1 point for each of the elements clearly demonstrated in the submitted sample reports, for a maximum of five (5) points:

i. Description of the reported issue or service request.

ii. Documentation of diagnostic findings and identified cause.

iii. Description of repairs performed and parts replaced.

iv. Verification of equipment operation following completion of work.

v. Identification of outstanding issues or recommended follow-up actions.

d. Inspection and Safety Testing Reports shall demonstrate the Contractor's ability to document required inspections, safety testing, regulatory compliance, and identified deficiencies in accordance with applicable codes and industry standards 1 point for each of the elements clearly demonstrated in the submitted sample reports, maximum of five (5) points:

i. Identification of inspections or testing performed, including applicable code or testing requirements.

ii. Documentation of inspection findings and test results.

iii. Identification of safety concerns, deficiencies, or noncompliant conditions.

iv. Recommended corrective actions and associated priority or urgency.

v. Documentation of corrective actions completed or items requiring follow-up

e. Emergency Service and Response Reports shall demonstrate the

Contractor's ability to document emergency service calls, response times, troubleshooting activities, corrective actions, and equipment status 1 point for each of the elements clearly demonstrated in the submitted sample reports, for a maximum of five (5) points:

i. Date and time the emergency service request was received.

ii. Technician dispatch and arrival times.

iii. Description of the emergency condition and diagnostic findings.

iv. Documentation of corrective actions performed.

v. Equipment operational status upon departure, including any restrictions or outstanding repairs.

vi. Reporting Format and Accessibility

f. Reporting Format and Accessibility - Bidders shall demonstrate their ability to provide organized, accessible, and timely electronic reporting that supports

- 4- Rev. 5/24 the City's oversight of elevator maintenance activities, equipment performance, and contract compliance. Bidders must describe their reporting systems and provide examples of available reporting formats, including customer portals or electronic maintenance tracking systems, if applicable. 1 point for each of the elements clearly demonstrated in the submitted proposal, for a maximum of five (5) points:

i. Ability to provide electronic service reports following each preventive maintenance visit, inspection, repair, or emergency service call.

ii. Availability of an online customer portal or electronic reporting system that allows the City to access maintenance records and service history.

iii. Ability to track outstanding deficiencies, recommended repairs, and the status of corrective actions.

iv. Ability to identify recurring equipment issues, maintenance trends, and historical repair activities.

v. Ability to generate consolidated maintenance summaries or reports for individual elevators and the City's overall elevator inventory.

C. References (10 points total)

a. Your company must have contracted with each reference listed for a minimum of 12 months or completed contracted work within the last three (3) years.

Relevant contracts are defined as contracts for elevator services of the similar, or larger, size and scope contemplated herein.

b. Provide a list of no more than five (5) relevant contract references with the following information:

i. company name

ii. contact name

iii. phone number

iv. e-mail address

c. 2 point per provided reference for a maximum of 10 points.

Factor Possible Points

1. Pricing 40

2. Experience and Past Performance. 25

3. Reporting and Documentation 25

4. References 10

Total Possible Points 100

Pricing: Pricing will be re-calculated by the City to ensure accuracy. In the event of a math error, unit pricing will be considered the correct price and used to re-calculate the total price. If any cost item is missing from the Price Proposal Form, the City may reject that proposal.

Formula: Lowest price divided by a higher price (Response that is being evaluated) multiplied by number of available points equals the cost factor evaluation points. Points will be rounded to two places to the right of the decimal point using standard rounding method.

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The Service Provider with the lowest Total Proposal price will receive the maximum allotted points for pricing. All other Service Providers pricing points will be proportionate to the most favorable pricing. The example calculation below shows that a Service Provider whose price is twice as much as the lowest proposed price would receive only half of the maximum available points.

Lowest Total ÷ Evaluated response x maximum available points = Awarded

Proposal Price Price Points

$100 ÷ $200 x 40 points = 20 points

Each proposal will be independently evaluated on factors one through four.

V. TERMS AND CONDITIONS.

A. The City reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal.

B. The City reserves the right to request clarification of information submitted, and to request additional information from any proposer.

C. The City reserves the right to award any contract to the next most qualified contractor, if the successful contractor does not execute a contract within thirty (30) days after the award of the proposal.

D. Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to sell to the City, the services described in the attached specifications, or until one or more of the proposals have been approved by the City administration, whichever occurs first.

E. The contract resulting from acceptance of a proposal by the City shall be in a form supplied or approved by the City, and shall reflect the specifications in this RFP. A copy of the contract is available for review and shall include requirements to comply with ADA, Civil Rights Act, and EEO requirements. The City reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP, and which is not approved by the City

Attorney’s office.

F. The City, as a recipient of federal funding, in accordance with Title VI of the Civil

Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the

Secretary, Part 21, Nondiscrimination in Federally-Assisted Programs of the

Department of Transportation issued pursuant to such Act, hereby notifies all

- 6- Rev. 5/24 bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part

26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award.

G. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFP.

VI. SCOPE OF SERVICES.

A. This full-service maintenance agreement request covers five (5) elevators located at the following facilities:

1. City Hall, 33325 8th Ave S., Federal Way, WA 98003-6325 (1) Hydraulic passenger elevator

2. Federal Way Community Center, 876 S. 333rd St, Federal Way, WA (1)

Hydraulic passenger elevator

3. Performing Arts & Event Center (PAEC), 31510 Pete von Reichbauer Way

South, Federal Way, WA 98003. (1) Hydraulic passenger elevator & (2)

Hydraulic Orchestra Pit Lifts

B. Bidders shall have a minimum three-year record of successful experience in the business of installing and/ or servicing elevators of the type covered by these specifications. Subcontracting shall not be allowed.

C. All elevator maintenance shall be performed by qualified elevator mechanics trained through an accredited training program, to service the equipment on which they will be working. Elevator mechanics must be part of an ongoing safety program and must be employed by the bidder, no subcontracted labor will be permitted.

D. When so requested, the Contractor shall provide service within twenty-four (24) hours, unless notified that an emergency exists which requires immediate attention to keep a facility in operation. In the event of an emergency, service shall be provided within two (2) hours.

E. The Contractor shall provide non-emergency and emergency type service to keep all electrical equipment in operation. If non-emergency service is not provided within twenty-four (24) hours after direct verbal or telephone notification from the City, or if emergency service is not provided within two (2) hours after direct verbal or telephone notification from the City representative, the City has the right to secure the same service from another source.

F. The contractor is required to have maintenance book on hand in the elevator equipment room with the various check points that are included in the preventative maintenance program of each elevator. The log should note time spent, parts replaced

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Failure to maintain the log shall be construed as failure to perform the services required. Payment shall not be made for any period that the log indicates service has not been performed.

G. The Parks & Facilities Manager, Deputy Park Director, or other designated representative shall be the final authority on whether standards have been met.

VII. SPECIFICATIONS

A. Inspections and services shall be done in accordance with ASME A17.1 and all local, state and federal requirements and certifications, including “Appendix A” of

Washington State Department of Labor & Industries Policy # 07-16-105 if applicable.

B. The Contractor will furnish all labor, tools, specialized equipment, materials, and disposal of waste material generated by the work, unless other arrangements have been made with the Contract Administrator or appointed designee. Labor rates based upon prevailing wage rates.

C. All fieldwork shall be performed by or under the direct supervision of a licensed elevator mechanic. licensed elevator mechanics will be skilled working with related tools and equipment. Work related to the annual shunt trip test, must be performed by or under the direct supervision of a qualified journey electrician.

D. The Contractor will ensure that employees comply with all applicable City of Federal

Way and Washington State regulations and practices with respect to work performed on City sites.

E. The Contractor’s personnel will conduct themselves on site in a professional manner at all times.

F. The Contract Administrator or appointed designee will inspect work performed by the

Contractor. Contractor shall notify the City twenty-four (24) hours before being on site except for cases of emergencies. In the event of work performance deficiencies, the

Contract Administrator will notify the Contractor. Notification may be verbal or written. The City may choose to require the Contractor to rectify the deficiency within 48 hours, or the City may withhold payment until the deficiency is corrected.

G. Report any damage, or potential hazard, involving City property immediately to the

City of Federal Way Parks Department, (253) 835-6901. After hours emergencies should be reported to the Police/Fire Communications Center - 911.

H. Hazardous conditions shall be immediately remedied or secured to prevent further damage and/or protect public from injury. It is the Contractor’s responsibility to provide close supervision of operations and management of the site.

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I. Incidents, altercations, or accident involving the public shall be reported to the Contract

Administrator within 24 hours. The Contract Administrator, at his or her discretion, may require a written report from the Contractor describing the incident or accident.

J. Contractor will coordinate with the Parks Facility Dept. or each site Facility Manager when work is to be performed.

K. All technicians, operators and Supervisors who will be on City properties must be in a

Company identifiable uniform and must be able to pass a background check.

L. Managers and support personnel shall be available 24/7.

M. All company vehicles must have signage identifying the Company.

N. City reserves the right to solicit quotes on any single repair or improvement that may exceed $5,000.

VIII. REQUIREMENTS

A. Complete Labor and Industries inspection report checklist items within sixty (60) days or less, after receipt from the City or the state.

B. The contractor shall regularly and systematically examine, adjust, lubricate and clean the elevators at a time agreeable to the City, and if conditions necessitate, repair or replace parts and equipment with the following exceptions: The repairing, refinishing or replacing of cab enclosures, cab floors, cab door panels, hoist-way door panels, frames and sills, hydraulic cylinders, and power switches and feeder to the controller.

C. It is expected that the above work will be performed during normal daytime working hours of the elevator trade, 8:00 am to 5:00 pm Monday through Friday, excluding holidays.

Other arrangements can be made through the Contract Administrator.

D. When required, emergency callback service shall be provided during the normal working hours stated above at no additional cost to the City. Emergency callbacks requested and/ or any examinations, adjustments or repairs conducted at the specific request of the City, during overtime hours shall be billed to the City at a rate equal to the difference between the regular and overtime rate listed on the contractor’s bid form.

E. The cost of materials and labor for the installation of any attachments or features required by insurance companies or by governmental authorities, or for any parts of items which may be damaged by vandalism, misuse, fire, theft, water, or an Act of God, shall not be included in the contract price for this maintenance service. However, it is understood that the contractor shall be required to furnish the parts at a cost not to exceed the current market price for the parts and the labor for the installation of the parts at the hourly rates established in the bid.

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F. The City shall approve all necessary examination forms to be used by the contractor in order to ensure compliance with the specifications. These forms will be filed in the elevator machine room for each elevator and shall become property of the City.

G. If the maintenance level is in question by the City, a State of Washington Licensed Elevator

Inspector may be called to verify possible negligence on the part of the contractor. If the alleged negligence is verified, the costs of such inspection and corrective action will be borne by the contractor.

H. Evaluation standards shall be met to assure that the elevators are maintained at a performance level in line with the original.

1. Door Performance: In evaluating the door performance, complete door opening and closing times will be used. A determination that the doors open and close smoothly without slamming will also be required. Door closing pressures will be maintained in conformance to existing codes. Door reopen devices shall be maintained to operate as originally installed.

2. Maximum door-opening time: Door opening times are measured from the start of car-door open until the doors are fully open. Minimum requirement is 15 seconds;

maximum 30 seconds.

3. Maximum door-closing time: Door-closing times are measured from the start of door close until hoist-way doors are fully closed. Door closing static pressure shall not exceed 30 pounds.

4. Door-dwell time: Door-dwell time is measured from the time the door is fully open until the time the doors begin to close. Door-dwell time from a hall call shall be 5.0 seconds +/- 1.0 seconds, or as agreed upon with the City. When the system is capable of establishing a different dwell time from a car call, this shall be set at 3.0 seconds +/- 1.0 second. When the hall button is located at a lengthy distance from an elevator in a group, the door-dwell time from a hall call shall be established at minimum acceptable ADA/accessibility standards.

5. Landing Performance: Landing accuracy shall be plus or minus ½”, regardless of number of passengers, up to rated capacity. Floor to floor times are measured from the time the doors start to close, including a typical one-floor travel, until the elevator is level with the next floor and the doors are 3/4 open to fully open position.

Minimum requirement is 30 seconds; maximum is 60 seconds.

6. Rated Speed Performance: The Contractor shall maintain all passenger elevators at their manufacturer-designated rated speeds, within a target tolerance of five percent

(±5%), where supported by the equipment design and applicable operating conditions. All elevators shall operate in accordance with the manufacturer's specifications, applicable provisions of ASME A17.1/CSA B44, Chapter 296-96

WAC, and current Washington State Department of Labor & Industries Elevator

Program policies.

7. Quality of ride: Elevators shall provide smooth acceleration/deceleration transitions

- 10- Rev. 5/24 in and out of floors. The travel between floors shall be smooth and quiet.

8. Performance: Performance shall be measured by original installation design parameters. Eliminating operations or shunting any circuits without written permission by City may be considered a default of contract.

I. Schedule of Maintenance Operations: The following schedule of examination and maintenance operations shall be followed in carrying out the performance of this contract.

This schedule constitutes the minimum of operations and frequency of performance required. The successful contractor must recognize that additional services may be required in order to comply with performance evaluation requirements. Equipment will be tested as outlined in the American Society of Mechanical Engineers for elevators, ASME A17.1 &

A17.3, and American National Standards Institute/Entertainment Services and Technology

Association ANSI/ESTA E1.42 for pit lifts.

J. Quarterly Services: During examinations the following services are to be performed, but not limited to:

1. Ride each car; check operation of car and hoist-way doors; also, acceleration, deceleration, floor stops, leveling, and brake action. Make required corrections.

2. Inspect and wipe clean all motors, machines and generators.

3. Inspect controllers, selectors and governors.

4. Clean and adjust all controller contacts and renew worn contacts and/or shunts where necessary. Check sequence operation.

5. Clean direction and accelerating switches.

6. Clean machine room.

7. Check floors for missing indicator plates, arrows, buttons, etc. and replace where required.

8. Replace or repair all non-functional lamps.

9. Inspect door monitoring equipment and safety edge units. Clean, lubricate, adjust or repair, as necessary.

10. Test emergency telephones.

11. Clean hoist-way pits and inspect equipment in them.

12. Inspect working parts for free operation, clean and lubricate as necessary. Check contacts, shaft, brushings, and rubbing surfaces for cleanliness and wear.

13. Inspect all door operating equipment, including motor brushes, commutator, belts or chains, contacts, drive canes and clocks. Clean, lubricate, adjust or replace, as necessary.

14. Examine traveling cables for wear and position.

15. Clean and lubricate automatic switches on top of cars and in hoist way.

16. Clean car position indicators; adjust if necessary.

17. Inspect and clean car guides. Replace worn and cracked parts.

18. Check and clean car fan motors for proper operation.

K. Semi-annual Services: During examinations the following services are to be performed, but not limited to:

1. While riding on top of car, physically check condition and operation of door locking equipment.

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2. Perform electrical test of door interlock circuits.

3. Examine door locks and door closer equipment. Clean door channels.

4. Renew gibs or rollers when necessary. Lubricate sliding guide shoes.

5. Remove car station cover, blow out; clean switches and buttons.

L. Annual Services: CAT 1 Testing Annually, CAT 5 Testing every 5 years During examinations the following services are to be performed, but not limited to:

1. Thoroughly examine and clean starter and control panels. Check each contactor and relay by hand for ware, cleanliness, proper adjustment; replace, as necessary.

2. Check, clean and adjust operation of slow down and limit switches.

3. Clean and lubricate hoist-way door hangers, track and door arms.

4. Clean rails, hatch walls, car top, pit, overhead sheaves and beams. Check brackets and bolts for tightness.

5. Perform a complete system check of all logic features and/or programs.

6. Automatic dialing communication systems that are part of elevator car shall be tested and maintained as originally installed.

7. Hydraulic elevators shall be inspected and tested as per ASME A17.1 & A17.3.

8. Shunt trip testing to verify that the elevator's electrical disconnect is coordinated with the fire alarm system.

9. Pit lifts to receive regular required inspection, testing, and maintenance in accordance with ANSI/ESTA E1.42 and other industry standards to ensure safety, compliance, and operational reliability. This includes annual comprehensive inspections by a qualified technician, operational testing, safety device verification, structural and mechanical checks, and documentation to support a written inspection report.

IX. COMPENSATION.

A. Please present detailed information on the firm’s proposed fee schedule for the specifications proposed and for any variation for non-routine services, inclusive of

Washington state sales tax and any other applicable governmental charges. Please provide specifics as to definitions of routine versus non-routines tasks, what is fixed as opposed to variable, and how costs are adjusted according to that classification.

B. Payment by the City for the services will only be made after the services have been performed, an itemized billing statement is submitted in the form specified by the

City and approved by the appropriate City representative, which shall specifically set forth the services performed, the name of the person performing such services, and the hourly labor charge rate for such person. Payment shall be made on a monthly basis, thirty (30) days after receipt of such billing statement.

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X. PUBLICATION.

Name of Publication: Dates:

__Bonfire___________________ ___10/26/2026_______