Exhibit B - Offeror Response Form - RFP AAGA 2027-0019 Elevator Maintenance Services.pdf
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- Attached to
- Elevator Maintenance Services
- Solicitation number
- RFP AAGA 2027000019 3
- Issued by
- Denver County, Denver City, Colorado
About this file
This is an Offeror Response Form (Exhibit B) for RFP AAGA 2027-0019, issued by the State of Colorado for elevator maintenance services at the State Capitol Complex in Denver. The RFP requires offerors to provide comprehensive technical responses addressing regulatory compliance with Colorado Conveyance Regulations and ASME standards, preventive maintenance management procedures, annual inspection and five-year safety testing schedules with a May 15th deadline, and documentation of experience maintaining elevators in a minimum of thirteen buildings. Offerors must demonstrate current elevator maintenance contracts covering multiple buildings and elevators, concurrent repair capabilities for multiple out-of-service units simultaneously, and valid licensing with the Colorado Secretary of State, City of Denver, State of Colorado, and relevant municipalities. The response form requires detailed descriptions of emergency response protocols with a mandatory one-hour maximum on-site response time for both standard hours (7:00 AM - 6:00 PM) and after-hours/weekend calls, along with acknowledgment of 15-minute incremental damage deductions of $1/4 of hourly rate for late arrivals.
Offerors must also demonstrate robust supply chain management capabilities including the establishment of fully stocked OEM-compliant spare parts cabinets within 90 days of contract execution, one-business-day parts ordering and installation timelines, and protocols for sourcing alternative parts with state authorization. Personnel requirements include valid technician licenses, background checks completed within one week of award, and access to an online client portal updating at least weekly with service data. Administrative requirements mandate written inspection reports submitted within one week of completion and finalized work orders within twenty-four hours of service delivery. The RFP requests company history, competitive strengths, and three current references from entities with buildings containing a minimum of four elevators each, with one reference potentially from the State of Colorado itself. The document does not specify contract term, renewal options, pricing methodology, or funding sources within this exhibit.
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EXHIBIT B – OFFEROR RESPONSE FORM
1. Technical Capability and Maintenance Compliance
A. Regulatory Alignment: Describe your experience with, and process for, ensuring that all maintained conveyances continuously comply with Colorado Conveyance Regulations (7 CCR 1101-8), ASME A17.1-
2007, ASME A18.1-2005, and ASME A17.3-2005.
B. Preventive Maintenance Management: Provide a sample 12-month preventive maintenance schedule detailing how your technicians track and execute specific monthly, quarterly, semi-annual, and annual routines (such as cleaning car door hangers, testing door speed control switches, and running cars against stop rings).
C. Safety & Testing Deadlines: Outline your plan for executing annual periodic maintenance inspections and 5-year safety tests to ensure full completion and reporting by the strict May 15th annual deadline. How do you coordinate with independent testing contractors and state representatives for the testing witnessed? Please provide a sample report on third-party testing.
D. Comparable Commercial Experience: Provide details that demonstrate experience in providing elevator maintenance services for a minimum of thirteen (13) buildings.
E. Comparable Operations Experience: Provide a detailed description of your company’s operations including the number of buildings and the number of elevators that are currently under contract for elevator maintenance services.
F. Compliance: Provide confirmation that Offeror will conform to the specifications and requirements stated in Exhibit A - Statement of Work.
G. Concurrent Repair Capabilities: Describe your company’s capabilities for providing concurrent maintenance and repair services in cases where multiple elevators are out of service at the same time.
H. Colorado Business & Conveyance Licensing: Confirm your organization is licensed and registered with the Colorado Secretary of State and authorized to conduct business in the State of Colorado.
Additionally, confirm your company holds current licenses for the following:
o City of Denver conveyance program, o State of Colorado conveyance program, o Municipalities where State elevators are to be serviced.
2. Response Time and Emergency Service Reliability
A. Emergency & Standard Deployment: The program mandates a maximum 1-hour on-site response time for both standard hours (7:00 AM – 6:00 PM) and after-hours/weekends. Describe your dispatching infrastructure, local technician availability in Metro Denver, and how you guarantee fulfillment of this requirement.
Additionally, provide your company’s physical address in the Denver Metro area.
B. Performance Penalty Accountability: Confirm your understanding of, and agreement to, the 15-minute incremental damages deductions ($1/4 of the hourly rate per 15 minutes over the 1-hour mark) for late arrivals. How does your internal logging system reconcile with the Capitol Complex
Help Desk logs to verify arrival and completion times, services performed and issues identified?
C. Shutdown & Failure Communication: In the event an elevator fails to meet safety requirements, or a dangerous condition is identified, what is your protocol for immediately notifying the Capitol
Complex Help Desk by phone and providing rapid written confirmation via email to the DPA representative?
3. Supply Chain and Inventory Management
A. On-Site Inventory Mobilization: Explain your logistical plan to establish, secure, and fully stock
OEM-compliant spare parts cabinets (containing mandatory minimum quantities, such as 12 contacts/fuses of each size, and 6 push buttons) at each required machine room within 90 days of contract execution.
B. Parts Lead Time Pipeline: How does your procurement system ensure that required parts are ordered within one (1) business day of diagnosing a need, and successfully installed within one (1) business day of receipt? What documentation can you provide to prove compliance with the State's request?
C. Obsolete Parts Protocol: Describe your workflow for sourcing alternative parts when original OEM components are entirely unavailable. Confirm your organizational acceptance of the requirement for explicit written authorization from the State before ordering alternative components.
4. Personnel Qualifications, Company History, Security, and Reporting
A. Staff Licensing & Background Screening: Provide documentation proving that all technicians and subcontractors assigned to this contract hold valid, active licenses required by State and local jurisdictions. Confirm that a complete personnel roster and completed background check forms can be delivered within one (1) week of contract award to facilitate State Patrol background checks.
B. Online Internet Information System: Provide a detailed overview of your online, internet-accessible client portal. Confirm that it updates at least weekly and captures all mandatory data points outlined in Exhibit A - Statement of Work, including specific request dates, arrival times, completion times, problem resolutions, and total hours billed for after-hours calls.
C. Administrative Turnaround: Detail your operational process for ensuring written inspection reports are emailed within one (1) week of completion to the DPA representative, and that finalized work orders are transmitted within twenty-four (24) hours of service delivery. Provide a detailed description of your company’s administrative staff capabilities to support billing and reporting requirements.
D. Company History: Provide a short history of your company. Include the founding date, major clients, staffing, and parent/subsidiary/affiliations/relationships with other firms, and types of elevator maintenance services provided.
E. Company Strengths: In general, what key strength and/or competitive advantage does your company possess that will generate superior performance of elevator services to the State of Colorado?
5. References: Provide references from three companies for which your company currently provides commercial elevator maintenance for buildings of similar sizes with a minimum of four (4) elevators per building. One company may include the State of Colorado.
Current Reference
Name
Address
Contact Name and Title
Contact Phone Number
Contact Emeal Address
Brief Description of Services Provided
Current Reference
Address
Contact Name and Title
Contact Phone Number
Public Entity Reference
Address
Contact Name and Title
Contact Phone Number
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