RFP#121448, Elevator Maintenance and Repair Services

DGS OFFICE OF PROCUREMENT SERVICES (OPS)

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219-3638

REQUEST FOR PROPOSALS (SEALED) RFP - 121448

ELEVATOR MAINTENANCE AND REPAIR SERVICES

DEPARTMENT OF GENERAL SERVICES

NIGP COMMODITY CODE: 91013, 91839, 29540

Issue Date: July 24, 2026, • Due Date/Time: August 24, 2026/ 3:00 PM

Contracting Officer: Jacole Thomas • E-mail Address: procurement@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED:

Capitol Complex Buildings for Department of General Services, Richmond, Virginia 23219

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer whose name appears on the face of this solicitation, in writing, no later than 2pm

EDT, August 4, 2026 (14) business days before the due date. All inquiries must be submitted in writing to Jacole Thomas via e- mail at procurement@dgs.virginia.gov. Please include “RFP -121448 in the title of the message. Any revisions to the solicitation will be made only by an addendum issued by the Contracting Officer named above.

Offerors must be registered in eVA in order to submit and upload an electronic proposal within eVA. Emailed proposals are not accepted. The following are instructions for submitting an electronic proposal within eVA:

1. Go to eVA.virginia.gov;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and

4. Click on Viewing and Responding to Solicitations. If an Offeror needs assistance submitting an electronic response, the Offeror must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the proposal is received by the required date and time.

*It is the Offeror’s responsibility to ensure that the proposal is received by the time and date indicated. *

PERIOD OF CONTRACT: Initial two (2) year term Contract shall begin on the services commencement date with three (3) successive one

(1) year renewal options.

The undersigned hereby offers and agrees to furnish all services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name:

Address:

City/State/ZIP:

Signature:

Printed Name:____ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ __ _ __ __ _ __ _ _

Title:

Date:__________________________________

DSBSD -Certified No. ________________________________

Contractor’s TIN: _____________________________

Virginia Contractor License No. _________________

Class:______ Specialty Codes: ___________________ eVA Vendor ID or DUNS Number: _______________

Telephone:_______________

Emergency After Hours Number: _____________

Cell:____________________

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

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TABLE OF CONTENTS

I. PURPOSE PAGE 3

II. BACKGROUND PAGE 3

III. STATEMENT OF NEEDS PAGE 3

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS PAGE 12

V. EVALUATION AND AWARD CRITERIA PAGE 14

VI. REPORTING AND DELIVERY INSTRUCTIONS PAGE 16

VII. PRE-PROPOSAL CONFERENCE PAGE 17

VIII. GENERAL TERMS AND CONDITIONS PAGE 17

IX. SPECIAL TERMS AND CONDITIONS PAGE 25

X. METHOD OF PAYMENT PAGE 30

XI. ATTACHMENTS PAGE 31

Attachment A – Vendor Data Form

Attachment B – Small Business Subcontracting Plan

Attachment C – State Corporation Commission Form

Attachment D – Proposal Pricing

Attachment E – Security

Attachment F – Firefighters Service Test Log

Attachment G – Machine Room Oil Log

Attachment H – DGS Glass Cleaning Policy

Attachment I – DGS RF Policy

Attachment J – Schedule of Active Units

Attachment K – Capitol Complex Test Schedule

I. PURPOSE:

The intent and purpose of this Request For Proposals (RFP) is to establish a term contract through competitive negotiation with a qualified firm that can provide repair and maintenance services for elevators located in multiple

Capitol Complex Buildings in Richmond, Virginia as specified in the schedule of elevators for the Department of

General Services (DGS).

II. BACKGROUND:

The Capitol Complex has 31 buildings which contain 150 active units (131 elevators, 5 dumbwaiters, 6 vertical platform lifts, and 8 inclined stairway lifts, and 14 wheelchair lifts). Services are required for maintenance, repair, and testing in order to meet compliance required by the Virginia Uniform Statewide Building Code (VUSBC) and operational needs of the Capitol Complex.

Note: As used in this Request For Proposals (RFP), the word “elevator” shall include dumbwaiter or wheelchair lift, as appropriate.

III. STATEMENT OF NEEDS:

A. Service Requirements

The Offeror shall furnish all labor, supervision, tools, and equipment as necessary to perform all elevator maintenance, service, and repair as required by the Virginia Statewide Building Code and this proposal. This service shall be provided for all Capitol Complex units listed in Attachment J – Schedule of Active Units. All testing shall be performed based on the installation code year (per VUSBC) listed in Attachment J – Schedule of

Active Units, and in compliance with the appropriate editions of ANSI/ASME A17.1, A17.2, A17.5, A17.6, A18.1, A117.1, NEC, and NEII standards.

B. Qualifications:

The Offeror shall:

1. Prior to submitting his proposal, have met all insurance requirements listed in the terms and conditions sections herein. Failure to meet these requirements will disqualify the Contractor.

2. Have four (4) years of continuous previous experience in the service and repair of elevators. Failure to meet these requirements will disqualify the Contractor.

3. Provide resumes of elevator mechanics and elevator apprentices assigned to the Department of General

Services complex.

4. Comply with all terms and conditions outlined in Attachment E - Security, as well as all other listed requirements.

5. Have, prior to submitting his offer, reviewed the elevators to establish number of stories, elevator stops, building population, official working hours, and other working conditions.

6. Prior to submitting his proposal, investigate each elevator to establish the condition of the elevator equipment.

No claim shall be allowed for correction of deficiencies claimed to exist prior to the award of contract.

C. Repair and Maintenance Services:

Maintenance shall be used to ensure a safe and efficient level of elevator equipment operation.

The Offeror shall:

1. Furnish all material, labor, supervision, tools, equipment, and incidentals necessary to provide full-maintenance services, including all inspections, adjustments, tests, parts replacements, and repairs necessary to keep the elevators in continuous use at their initial performance ability (same speed, capacity, safety, and efficiency) as originally specified by the original equipment manufacturer (OEM). All adjustments and repairs must be in compliance with the current editions of ANSI/ASME A17.1, A17.2, A17.5, A17.6, A18.1, A117.1, NEII standards, and NEC.

2. Obtain all necessary licenses and permits required to perform the work. The Offeror shall have in his possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust, or reprogram the system. The Contractor shall demonstrate the ability to interface with the microprocessor controller, to change parameters and to otherwise communicate with the elevator to the

Department of General Services satisfaction.

3. Provide qualified standby personnel on the Capitol Complex at all times during the days of Monday through

Friday except on holidays recognized by the IUEC. These qualified personnel shall be immediately available in case of any emergency or entrapment. Coverage shall be provided (in three shifts), and personnel hours on site shall be as follows:

Mechanic 1- 6:00 a.m. through 2:30 p.m. (shift 1)

Mechanic 2- 9:30 a.m. through 6:00 p.m. (shift 2)

Mechanic 3- 8:00 a.m. through 4:30 p.m. (shift 3)

Apprentice 1- 6:00 a.m. through 2:30 p.m. (shift 1)

Apprentice 2- 9:30 a.m. through 6:00 p.m. (shift 2)

Removal of any qualified personnel from site (without replacement personnel on site) during mandated hours for any reason may result in Contract termination by the Department of General Services.

Replacement personnel notification shall be given in advance to the Department of General

4. Ensure that qualified service personnel be dispatched by the Offeror’s communication system. All Offeror qualified standby service personnel shall have additional communication devices (phones) capable of direct communication with the Department of General Services Maintenance and Operation personnel. The

Department of General Services OMEGA will record and notify the contractor’s office of all service calls regardless of any direct communication with contractor personnel.

5. Ensure that a qualified elevator mechanic is present during the performance of any work under this contract.

(No temporary mechanics shall be permitted to work in place of a mechanic) The minimum requirements for mechanics performing work under this contract are as follows:

a. Have a minimum of four (4) years’ experience in the operation and maintenance of elevators of the type listed in Attachment J - Schedule of Active Units (150)

b. Be certified as a mechanic through the National Elevator Industry Education Program (NEIEP), or National Association of Elevator Contractors Education Program (NAEC).

c. Be Certified as a Certified Elevator Mechanic by the Commonwealth of Virginia.

6. Ensure that the standby apprentices listed above shall be a second-year apprentice or higher (minimum requirements).

7. Seek approval to use personnel without these qualifications on a case-by-case basis. The personnel without these qualifications shall have credentials and experience submitted to the Department of General Services

Elevator Maintenance Office prior to any work. The Department of General Services reserves the right to refuse assignment of any individual deemed by the Department of General Services to be inadequate in training, safety, and any other contract requirement.

8. Follow the Elevator Industry Field Employees’ Safety Handbook at all times.

9. The Offeror Comply with all Security Clearance Requirements as outlined in attachment E -Security. This includes service calls that occur after normal working hours.

10. Be in full company uniform with the Capitol Police contractor ID badge displayed at all times while on the

Capitol Complex.

11. Be responsible for the following tests and inspections:

a. Examinations shall be used to ensure a safe and efficient level of elevator equipment operation, and all work related to cleaning, lubrication, and adjustment of the equipment that is necessary for the desired level of operation shall be performed.

b. Post a check chart for each elevator in each machine room in a conspicuous place. This check chart shall list each elevator component showing schedule of manufacturer’s recommended frequency of examination of each component on a weekly, bi-weekly, monthly, semi-annually, or other frequency.

Entries shall be made to indicate the status of scheduled maintenance work performed. The check chart shall be kept up to date at all times and must be initialed and dated by the Contractor’s employee to indicate that the work has been accomplished. The check chart shall always be available for review at the Department of General Services request. The contractor can at his option use electronic month summary. This summary must be printed by the contractor each month and submitted to the Department of General Services on the 1st day following the month of work. The summary shall list the building, elevator, and description of work for the whole month. The Maintenance Control Program (MCP) for each elevator shall be provided, in place, and kept up to date for applicable elevators (elevators in which the MCP is required due to the acceptance code year per the VUSBC).

c. When applicable to hydraulic elevators, an additional oil log (see Attachment G – Machine Oil Room) shall be posted for each elevator in each machine room. The amount of oil added to the tank, and the amount of oil removed from the collection system shall be recorded with any comments. No oil from the collection system may be placed back into a system tank. All collection oil must be removed from site and disposed of properly by the contractor.

d. Safety testing, other testing, examinations, maintenance adjustments and repairs shall be performed by the Contractor as recommended and according to the current editions of ASME/ANSI A17.1, A17.2, A17.3, A17.5, A17.6, A18.1, A117.1 codes, NEII standards, and the Field Employees’ Safety

Handbook. The upgrading of equipment to meet changes in the code is not within the scope of the contract.

e. Perform all safety tests as recommended and required by the Uniform Statewide Building Code, ASME

A17.1, and A17.2. All safety tests shall be performed by the Contractor during hours directed by the

Department of General Services. Testing during normal working hours shall be provided at no additional cost to the Department of General Services. Any testing after normal hours, weekends, or on non IUEC holidays shall be provided with only the premium cost paid by the Department of General

Services. The Contractor shall be required to attach tags after testing as specified by code, such as governor, releasing carrier, oil buffer, etc. The Department of General Services reserves the right to coordinate all test times of the Elevator Inspection Contractor and Elevator Maintenance Contractor.

The Capitol Complex schedule is the month of April for periodic inspections and testing, and the month of October for routine inspections. Any scheduled elevator additions to the Capitol Complex (new construction, modernization, or repair) shall be advanced to comply with the overall testing schedule at no additional expense to the Department of General Services.

f. Any repairs or adjustments necessary to complete a test and return the elevator to service shall be performed by the Contractor at no additional expense to the Department of General Services.

g. After completion of the test, the inspector witnessing the test will submit the appropriate signed test form. This test form shall be signed by the Contractor’s employee who performed the test, and their DPOR Certified elevator Mechanic identification number shall be listed.

All elevators provided with firefighters’ service shall be subjected monthly to Phase I recall and a minimum of one-floor run operation on Phase II to assure the system is maintained in proper operating order in accordance with the A17.1 code. A written record of findings on the operation shall be made by the Contractor and kept in the machine room (with the maintenance checklist).

(See Attachment E for Firefighters Service Test Log.) Firefighters service testing shall be performed on weekends, holidays, or the hours before 6:00 a.m. or after 6:00 p.m., at no additional costs to the Department of General Services.

h. All tests or inspections that remove the elevator from normal operation shall be scheduled with the Department of General Services.

i. The Offeror shall have one of the two standby personnel apprentices to assist the Department of

General Services and elevator inspection contractor as needed in both the semi-annual routine and annual elevator inspections at no additional cost to the Department of General Services.

D. Performance Levels :

1. The Offeror shall maintain the required performance levels:

a. Contract speed and brake to brake flight times shall be maintained as originally installed and adjusted.

b. Leveling accuracy shall be maintained at all times.

c. Opening and closing times, and door closing torque of all cars shall at all times be maintained within the limits of A17.1 and A117.1 codes. A minimum of stand-open time consistent with traffic demands at each floor shall be maintained.

d. Door reversal devices shall be fully operational at all times.

e. Variable car and hall door-open times shall be maintained in accordance with original field adjustments. Deviations from this shall not be permitted unless approved by the Department of

General Services.

f. Elevators operating under group supervisory systems shall operate at all times in accordance with the design specifications as originally installed.

g. Elevators installed with door restrictors shall maintain proper restrictor operation at all times.

Elevators shall not be placed in service without proper restrictor operation. Restrictors may be disabled for test and repair purposes only. Any restrictor found intentionally disabled on a car in service will result in contract termination by the Department of General Services.

h. Any safety device such as door locks, door restrictors, governor switches, safety switches, etc.

found intentionally disabled (except for testing and repair purposes) will result in contract termination by the Department of General Services.

2. Shall furnish all labor, supervision, supplies, parts, material and incidentals necessary to regularly and systematically clean, examine, adjust, lubricate as required, and if conditions warrant, repair and replace, as follows:

a. Machine, worm, gear, thrust bearings, drive sheave, drive sheave shaft bearings, brake pulley, brake coil, brake contact, brake linings, and component parts.

b. Machine hoist motor, motor windings, rotating element, commutator, brushes, brush holders, and bearings.

c. Controller, selector and dispatching equipment, all relays, solid state components, controller drives, encoders, resistors, fuses, condensers, transformers, contacts, leads, dashpots, time devices, computer devices, display devices, selector tape or wire and mechanical and electrical driving equipment.

d. Governor, governor ropes, governor sheave and shaft assembly, bearings, bushings, contacts, and governor jaws.

e. Deflector or secondary sheave, bearings, car and counterweight buffers, car and counterweight guide rails, top and bottom limit switches, governor tension sheave assembly, compensating sheave assembly, car and counterweight guide shoes including rollers or gibs.

f. Hoistway door interlocks, hoistway door hangers, bottom door guides, aux. door retaining devices, and auxiliary door closing devices.

g. Automatic power-operated door operator, car door hanger, car door contact, door protective devices, load weighing equipment, car frame, car safety mechanism, and platform.

h. Car operating panel(s) and equipment, hall lanterns, hall button assemblies and signal devices.

i. Where applicable to hydraulic elevators, include cylinder head, plunger exposed surfaces, plunger gland and packing, pumps, o rings, seals, exposed piping fittings, flexible pipe connections, operating controls, check and relief valves.

j. Repair and replace conductor cables in hoistway, controller, and machine room wiring.

k. Compensation cables, jacketed compensation chains, compensation safety switches, guides, sheaves, and support frames.

3. The Offeror shall also:

a. Examine periodically all safety devices and governors and conduct an annual Category 1 safety test, and each fifth year perform a Category 5 test of safety mechanisms, speed governors, car and counterweight buffers. The car balance shall be checked and the governor set. If required, the governor shall be calibrated for proper tripping speed and sealed.

b. Furnish and install new wire ropes as often as it is necessary to maintain an adequate factor of safety and equalize the tension on all hoisting ropes every six months. When replacing hoist ropes, Natural/Synthetic Fiber (NFC/SFC) hoist ropes will only be allowed for systems where the travel is less than 80 feet. All other applications will require Independent Wire Rope Core (IWRC) or

Parallel Wire Rope Core (PWRC) hoist ropes. The Contractor shall submit replacement rope data sheets to the Department of General Services for verification prior to installation. In the case of providing new wire ropes on 2:1 elevators, a minimum of 3 personnel shall be provided to perform the installation. Standby personnel are not part of wire rope installation crews. Whenever new wire ropes are furnished, the Contractor shall provide a regrooving specialist to check the main drive sheave and perform work as needed. The Department of General Services shall pay the original regrooving specialist invoice at cost (by submitting copy of original regrooving specialist) as submitted by the Contractor. Hoisting and securing elevators for this operation shall be performed at no additional expense to the Department of General Services. Hoist rope runby shall be maintained per pit signage and range. At no time shall buffers be compressed during normal operation.

c. Keep car emergency light units and phones in an operable condition at all times, test firefighters’ service, emergency power circuits and phones, where provided in accordance with code requirements.

d. Keep car cab normal light units in operable condition at all times. Where repair is needed, provide all labor to complete repair. The Department of General Services will provide all cab normal light unit materials. The contractors shall provide all emergency lighting lamps, labor, and all repair materials.

e. Furnish all lubricants specified for the various lubrication needs.

f. Maintain a supply of lubricants, brushes, wiping cloths, and cleaning supplies in each machine room for the performance of routine maintenance.

g. Maintain an adequate supply of spare parts in the machine room at all times to ensure prompt preventive maintenance and repair services.

h. Maintain a complete set of current, legible schematic wiring diagrams and manuals in each elevator machine room for each elevator contained therein. To the extent that any of the required schematic wiring diagrams are not available at the time of Contract award, it shall be the responsibility of the Contractor to provide same at no cost to the Department of General Services.

Any and all schematic wiring diagrams provided by the Contractor shall become the property of the Department of General Services. All circuit changes made shall be clearly marked up on each applicable wiring diagram.

i. Periodically clean all pits, machine rooms, and hoistways, hoistway vents, including all equipment located in or moving through the hoistway, car top, car sling, safeties, appliances, sills, door tracks, door hangers, interior car lights, and interior car light lenses/diffusers.

j. The removal or placement of elevators on independent service shall be performed at no additional charge during normal working hours.

k. Replace batteries on controllers, selectors, proximity devices, phones, and restrictor devices once a year.

E. Excluded Work: The following work is excluded from the full-maintenance service category and is addressed under the work estimates term in the Special Terms and Conditions.

1. Repair or replacement made necessary due to the negligence or misuse of equipment by persons other than the Contractor, his representatives, or his employees.

2. Installation of new elevator components (including automated systems) which may be required or recommended by insurance agencies, inspectors or government authorities.

3. Repairs or replacement of cab enclosures, hoistway enclosures, door frames, and sills, machine room lighting and pit lighting, cab tile, cab threshold strips, cab carpet or other cab finishes.

4. Replacement of underground hydraulic piping or hydraulic cylinders.

5. Repair or replacement of Department of General Services central remote elevator monitoring system (Lift-Net) and associated LAN wiring.

6. The cleaning of all glass associated with the hydraulic observation elevators 1 & 2 at the Capitol

Building.

FOR THE PURPOSE OF CLARIFICATION, ANY ITEM NOT SPECIFICALLY EXCLUDED

SHALL BE CONSIDERED THE CONTRACTOR’S RESPONSIBILITY UNDER THE SCOPE

OF FULL ELEVATOR MAINTENANCE SERVICES.

The Department of General Services must approve, in advance; any extra charge work attributed to negligence, vandalism or misuse. No invoices shall be paid without prior approval by the Department of General Services.

Any repairs due to negligence, vandalism or misuse shall be billed according to the labor rate specified in the Pricing Schedule. Premium rates shall be allowed only for overtime work. Parts shall be billed at actual supplier invoice costs (with actual supplier invoice copies provided to DGS with the invoice).

7. Pricing requirements for work that is excluded from the full service elevator maintenance category:

a. The Department of General Services shall prepare and deliver to the Contractor the required work specification.

b. The Contractor shall develop and deliver a detailed cost estimate to complete the work specified. At a minimum, the Contractor shall provide:

i. A list of categories/types of labor proposed and the hours and rates per labor category/type proposed.

ii. A detailed cost analysis of materials and prices proposed.

iii. Any other costs and reason(s) for these costs, for example, rental of equipment required to accomplish the specified task(s).

c. The Department of General Services and Contractor shall negotiate a fair and reasonable price for the out-of-scope work.

The Offeror shall perform all work during regular working hours of regular working days other than

Elevator Fire Service Monthly Tests, unless specifically instructed otherwise by the Department of General

Services Representative.

F. Contractor Callback Service:

1. Callback service is defined as request for service from the Department of General Services to correct any elevator problem or condition which needs attention before the Contractor’s next scheduled preventive maintenance visit.

2. Emergency callback services shall be provided 24 hours a day, seven (7) days per week, as requested by the Department of General Services Representative and be provided within a maximum of one

(1) hour from time of request, one-half (1/2) hour for entrapments.

3. Equipment malfunctions shall be corrected the same day that the service call was issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the Department of General Services must be notified with an explanation of the delay.

4. The Contractor shall have a service ticket on each service call signed by the Department of General

Services. The service ticket shall identify the respective pieces of equipment, description of problem, description of corrective measures taken, hours expended, and date and time unit was returned to regular service.

5. Emergency service or repairs authorized by the Department of General Services which occur after the normal hours of operation shall be accomplished at the overtime hourly rates specified in the

Pricing Schedule. The Department of General Services shall be responsible for premium portion of the overtime rate only. All overtime calls shall be handled by one mechanic only, unless approved in advance by the Department of General Services. If regular time work must be carried over and the Contractor wishes to continue work beyond the Department of General

Services normal hours or operation, authorization for overtime work must be obtained from the

Department of General Services before proceeding.

Travel time, trip charges, and fuel charges or associated miscellaneous charges will not be allowed. The Contractor shall include the charges and incidentals in their base hourly rates.

6. The Offeror shall notify the Department of General Services immediately after completion of each service call.

Under no circumstances shall any shutdown or breakdown last longer than five (5) working days (40 working hours), from initial notification to the Contractor, without prior approval of the Department of General Services.

G. Use of Standby Personnel

1. The following stipulations involve the use of the listed standby personnel in this contract:

a. Standby personnel shall not be used for “Team Repairs” as listed in Article VIII of the

NEBA Agreement with IUEC.

b. Standby personnel may be used for “One Man and One or Two Man Repairs” as listed in

Article VIII of the Master Company Agreement with IUEC, except for motors repairs, machine repairs, and babbited socket changes.

c. Standby personnel may not be used for Capitol Complex safety testing or rope replacements. (All standby personnel shall not be removed from normal service calls & maintenance duty.)

d. Standby personnel shall be available for independent service operation assisting special equipment loading and tenant moves at no additional cost to the Department of General

Services.

e. Standby personnel shall be available for building alarm calls to assist Fire Department and the Department of General Services personnel at no additional cost to the Department of

General Services.

2. The Department of General Services reserves the right to negotiate changes, additional work, or emergency work involving standby personnel under the work estimate terms in the Special Terms and Conditions.

H. The Offeror shall comply with the following procedures when an elevator is removed from service for any reason:

1. Notify OMEGA and the DGS Elevator Maintenance Supervisor or Technician at the Office of

Facilities Management, either by phone (225-2590) or in person before removing elevators from service. (If work requires more than one day, daily notification shall be made.)

2. Notify the OMEGA and DGS Elevator Maintenance Supervisor or Elevator Technician immediately after placing an elevator back in service.

3. The Offeror shall immediately notify the Department of General Services in writing of the existence or the development of any defects in, or repairs required to the elevator which the Contractor considers are not covered by the contract and shall furnish a written estimate, when requested, of the cost. Final determination of responsibility shall be by mutual agreement between the Department of General Services and the Contractor.

4. The Offeror will, within three (3) months prior to completion of the Contract, receive written notice from the Department of General Services of all defects found during inspection of the elevator equipment. The Contractor shall correct all defects within thirty (30) calendar days and notify the

Department of General Services in writing that the deficiencies have been corrected, and reinspection can be made.

4. The Offeror shall have all maintenance and repair tickets signed by the Department of General

Services (by next working day). Invoices will not be paid on unsigned work.

5.

6. The Offerors service manager or other company representative shall meet on site with the DGS elevator maintenance supervisor on a regularly scheduled monthly basis. Review of contract performance, planned operations, and building elevator operations will be required.

I. Unsafe Conditions

Whenever, during the course of work, the Contractor finds any serious deficiency in the safety features as required by referenced codes and standards on any elevator or any other condition which, in the Contractor’s judgment, renders the equipment unsafe, that equipment shall be sealed out of service immediately. In addition to these general requirements, the Contractor shall (upon finding unsafe conditions) perform the following:

1. Seal the elevator out of service per the requirements of the Field Employees’ Safety Handbook and

ASME A17.1.

2. Execute any company policies & requirements.

3. Notify the OMEGA (225-2590) of elevator sealed out of service.

4. Notify the elevator maintenance supervisor (786-0777 or 640-9284) of the elevator sealed out of service.

5. Await further instruction from the DGS elevator maintenance supervisor.

Elevators installed with door restrictors shall maintain proper restrictor operation at all times. Elevators shall not be placed in service without proper restrictor operation. Restrictors may be disabled for test and repair purposes only. Any restrictor found intentionally disabled on a car in service shall be reported immediately to the

Department of General Services Elevator Maintenance Supervisor or Director of Facility Management.

Any safety device such as door locks, door restrictors, governor switches, safety switches, etc. found intentionally disabled (except for testing and repair purposes) shall be reported immediately to the

Department of General Services Elevator Maintenance Supervisor or Director of Facility Management.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, offerors must submit a complete response to this

RFP. One (1) original electronic proposal, one (1) electronic proposal redacting any proprietary information, and one (1) electronic proposal that redacts all identifying information of the Offeror. No other distribution of the proposal shall be made by the offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP.

All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia

Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted.

The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that the

Department of General Services may properly evaluate your capabilities to provide the required goods/services.

Offerors are required to submit the following items as a complete proposal:

1. Return the RFP Vendor Data Form (Attachment A) and all addenda acknowledgments and attachments, if any, signed and filled out as required, along with any other specific items or data requested in the RFP.

2. A written narrative statement to include:

a. Background information about the Offeror including: its size, number of employees, and annual volume of business.

b. Experience in providing the services described herein.

c. Approach to providing the service.

d. Names, qualifications and experience of personnel to be assigned to the project.

3. Specific plans for providing the proposed services including:

a. Provide a plan of operation to achieve the objectives as defined in Section II: Background and

Section III: Statement of Needs.

b. Provide a plan including a narrative and timeline for transition of services.

c. Describe the specific features that distinguish the Offeror from other Offerors in the field and state how the Offeror evaluates the effectiveness of its services.

d. Provide a list of all clients lost within the last three (3) years and include a contact name, title and telephone number. In addition, state the length of service at the account and reason for loss.

e. Describe the Offeror’s method for dealing with problems and complaints presented by the

Department of General Services assigned Contract Administrator detailing at what point the problem would escalate to the next level of supervision/management.

f. Time frame for completion (if not otherwise specified by the Agency in the Statement of Needs).

4. Provide a copy of the Offeror’s most recent independently audited financial statements.

5. Verify the Offeror’s acceptance of the General Terms and Conditions and Special Terms and Conditions that are detailed in this RFP.

6. Small Business Subcontracting Plan – Summarize the planned utilization of DSBSD-certified small businesses under the contract to be awarded as a result of this solicitation. This is a requirement for all prime contracts in excess of $100,000 unless no subcontracting opportunities exist (see Attachment B).

7. State Corporation Commission Form: Required of all offerors pursuant to Title 13.1 or Title 50 (see

Attachment C).

V. EVALUATION AND AWARD CRITERIA

A. Proposals will be evaluated by the Department of General Services, Office of Procurement Services, using the following criteria:

The Proposal Evaluation Committee will review all proposals received by the proposal submission deadline.

Proposals should be complete and responsive to all sections of the RFP. Proposals that do not fulfill all solicitation requirements or omit any of the requested contents may receive a reduced evaluation score. Factors upon which proposals will be evaluated include:

EVALUATION CRITERIA POINT VALUE

1. Qualifications and Experience as per the Statement of Needs 20

2. Methodology and Approach to meet the Statement of Needs 50

3. Price 10

SWaM: Participation Of Small, Women-Owned And

Minority-Owned (SWaM) DSBSD certified Businesses

TOTAL 100

B. Calculation

The lowest price shall be scored the maximum number of evaluation points for price.

The lowest price is then divided by each of the higher offeror’s proposed price in turn.

The quotient is then multiplied by the points assigned for price to determine the evaluation points to be assigned to each higher price proposal.

Lowest Price Offered = % Factor x Maximum Points Available = Points Assigned

Price of offer being Evaluated

Offeror/Price Lowest offeror’s price

Offeror’s Price

= % Factor x Max. Eval

PTS

(25)*

= Points Assigned

A

$32,500

$24,250

$32,500

= 75 x 25 = 18.75

B

$24,250

$24,250

$24,250

= 100 x 25 = 25

C

$26,350

$24,250

$26,350

= 93 x 25 = 23.25

D

$27,600

$24,250

$27,600

= 88 x 25 = 22

* Point value shown is only an example and will vary with the RFP based on points assigned to price criteria.

Points for the Small Business Subcontracting Plan criteria, a DSBSD-certified small business, which shall not exclude women-owned and minority-owned businesses when they have received DSBSD small business certification, who serves as the prime contractor, will receive the maximum number of evaluation points for this criterion. The weight for the small business subcontracting plan shall not be less than 20% of the total point value.

Example: 20 points available for Small Business Subcontracting and the Offeror is DSBSD-certified small business then that offeror would receive 20 points. No further subcontracting would be required.

Other businesses that are not DSBSD-certified small businesses will receive credit based on their Small Business

Subcontracting Plan not to exceed 75% of the points assigned to this evaluation criterion i.e. 20 points x 75% =

15 maximum points when meeting the 42% agency goal. Small Business Subcontracting Plan submitted with less than the 42% shall be scored using the same formula.

Offeror’s proposed use of DSBSD-certified Small businesses as subcontractors = % Factor x Available = Points

C. AWARD OF CONTRACT:

AWARD TO MULTIPLE OFFERORS: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor.

After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth reserves the right to make multiple awards as a result of this solicitation. The Commonwealth may cancel this

Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of

Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

VI. REPORTING AND DELIVERY INSTRUCTIONS:

A. The contractor shall provide the following documentation to the designated DGS contract administrator.

B. The contractor shall provide a quarterly progress report to the designated DGS Contract Administrator outlining the following:

1. The specific accomplishments achieved during the reporting period.

2. The specific tasks completed pursuant to the provisions of the contract and the completion dates of such tasks.

3. The projected completion dates for the remaining specific tasks required by the contract.

C. Within thirty (30) calendar days after the award date of the contract, the contractor shall furnish a preliminary outline of the organizational structure of the final report to the designated DGS Contract Administrator.

1. The preliminary outline shall delineate the main topics and subtopics that will later be described in detail in the final report.

2. Beneath each topic and subtopic, the contractor shall furnish a brief narrative description of the subject matter encompassed by the topic or subtopic.

3. The agency shall have the right to edit, modify and/or rearrange the organizational structure, topics, and subtopics as it deems necessary to insure the inclusion of all work required by the contract.

4. At least two (2) weeks prior to the submission of the final report, the contractor shall present a preliminary draft of the final report to the DGS designated contract administrator. The agency shall have the right to modify and/or to require additional elaboration as it deems necessary to insure a comprehensive and thorough written study of all work required by the contract.

5. On or before the date specified in the contract, a final report shall be delivered to the designated DGS contract administrator for its approval. The contractor shall furnish (2 ) copies of the final report.

6. See 3.10 h. outlining requirements for a Small Business Subcontracting Plan in solicitations where the prime contract is in excess of $100,000. Prime contractors are required to complete Annex 7-G which should be attached to the RFP solicitation. For competitive negotiation, the Small Business Subcontracting

Plan shall be used as one of the evaluation criteria. A DSBSD-certified small business who serves as prime contractor will receive full credit for subcontracting for work performed by such prime. See Appendix B, Section II, 36 for the special term and condition that may be included in RFPs requiring the contractor to provide evidence of compliance with this requirement. Receipt of a small business subcontracting plan may be a condition of the award and if so, a requirement for a report from the prime contractor must be stated in the solicitation indicating the frequency of the report required in the contract.

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VII. PREPROPOSAL CONFERENCE:

A. MANDATORY PRE-PROPOSAL CONFERENCE: A Microsoft Teams mandatory preproposal conference will be at 2:00 p.m., Monday August 3, 2026 .

https://teams.microsoft.com/meet/251456639404082?p=vYmJZRCJTDilgPsqfW Meeting ID: 251 456 639 404

082 Passcode: 53qh6qJ6 Dial by phone +1 434-230-0065 phone conference ID: 221864580#

The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Due to the importance of all offerors having a clear understanding of the specifications/scope of work and requirements of this solicitation, attendance at this conference will be a prerequisite for submitting a proposal.

Proposals will only be accepted from those offerors who are represented at this preproposal conference.

Attendance at the conference will be evidenced by the representative’s signature on the attendance roster. No one will be admitted after 10:05 a.m.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VIII. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors

Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual.