RFP2026-01

Elevator Maintenance and Services

REQUEST FOR PROPOSAL (RFP)

Oklahoma City Housing Authority

Request for Proposal (RFP)

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RFP No. RFP2026-01 Elevator Maintenance

Owner:

Oklahoma City Housing Authority & Community Enhancement Corporation 1700 NE 4th St., Oklahoma City, OK 73117

Contact:

Spencer Matheny – smatheny@ochanet.org Support: Misty Johnson – mjohnson@ochanet.org

1. INTRODUCTION

The Oklahoma City Housing Authority (OCHA) and Community Enhancement Corporation (CEC) (“Owner”) hereby solicit sealed proposals from qualified, licensed, and responsible elevator service contractors to provide comprehensive full-service elevator maintenance, repair, inspection, and emergency services for multiple properties owned and operated by OCHA and CEC.

The proper�es included in this solicita�on consist of the following developments and facili�es:

• Marie McGuire Plaza, 1316 N.E. 12th Street (2 elevators)

• Wyatt F. Jeltz Center, 1225 N. Kate (4 elevators – 2 North Wing, 2 South Wing)

• The Towers, 135 N.W. 9th Street (4 elevators total – 2 Towers Building, 1 Normel Building, 1

BelAire Building)

• Classen Center, (2 elevators)

• Shartel Towers (2 elevators)

• Hillcrest Senior Citizen Center (2 elevators)

• Andrews Square (4 elevators – 2 North Wing, 2 South Wing)

• Louis F. Danforth Senior Center (2 elevators)

• Candle Lake Senior Center (2 elevators)

The intent of this RFP is to secure a contractor capable of ensuring safe, reliable, and uninterrupted elevator operations in compliance with all federal, state, and local regulations.

2. PRE-BID CONFERENCE

A Non-Mandatory Pre-Bid Conference and Site Visit will be held as follows:

Date: Thursday, May 21, 2026 at 9:00 a.m.

Time: 9:00am Location:

Oklahoma City Housing Authority 1700 NE 4th Street Oklahoma City, OK 73117

Attendance is strongly encouraged to allow proposers to review site conditions, equipment, and service expectations. Contractors will have the opportunity to ask questions and inspect representative elevator systems.

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Failure to attend shall not relieve the Contractor of responsibility for understanding the scope and site conditions.

3. PROPOSAL SUBMISSION

Proposal Due Date and Time

Proposals must be received no later than:

Thursday June 25, 2026 at 1:30 p.m.

Proposals received after this deadline will not be accepted or considered.

Submission Requirements

Submit one (1) original hard copy in a sealed envelope clearly marked:

“RFP P2026-001 – Elevator Maintenance Services”

Delivery Address:

Oklahoma City Housing Authority Attn: Technical Services Department 1700 NE 4th Street Oklahoma City, OK 73117

It is the proposer’s sole responsibility to ensure delivery prior to the deadline. Late submissions will be returned unopened.

Questions and Addenda

All questions must be submitted through the Housing Agency Marketplace (HAM):

www.housingagencymarketplace.com

• Questions Due: Thursday, June 4, 2026

• Addenda Issued: Tuesday, June 16, 2026

Only written addenda issued by OCHA shall be binding.

4. SCOPE OF SERVICES

The Contractor shall provide full-service elevator maintenance including all labor, supervision, materials, equipment, tools, permits, insurance, and supplies necessary to maintain elevators in safe and proper opera�ng condi�on.

4.1 General Requirements

The Contractor shall maintain all hydraulic, mechanical, electrical, and electronic elevator components in proper working condition. All work must be performed by licensed and trained technicians under the direct supervision of qualified personnel. The Contractor is responsible for obtaining and maintaining all required permits, licenses, bonds, and insurance necessary to perform the work. Upon completion of http://www.housingagencymarketplace.com/

RFP # P2025-005, Elevator Maintenance and Services Page 3| 5 services, all work areas must be left clean and free of debris, and the Contractor shall be responsible for repairing any damage caused during the performance of services.

4.2 Preven�ve Maintenance

Full-service maintenance shall include preven�ve maintenance performed in accordance with manufacturer specifica�ons and industry standards. The Contractor shall provide con�nuous 24-hour, 7-day coverage and develop writen preven�ve maintenance schedules for each elevator. Rou�ne maintenance services shall be performed during normal business hours, defined as 8:00 a.m. to 5:00 p.m.

The Contractor must provide emergency callback response within sixty (60) minutes and ensure that no elevator remains out of service for more than seventy-two (72) hours, including weekends and holidays.

Failure to restore service within these required �meframes may cons�tute default under the contract.

4.3 Maintenance Responsibili�es

The Contractor shall be responsible for examining, adjus�ng, lubrica�ng, repairing, and replacing all necessary elevator components to ensure safe and reliable opera�on. This includes, but is not limited to, machines, motors, generators, bearings, brake components, coil windings, brushes, commutators, rota�ng elements, resistors, guide rails, guide shoes, rollers, hois�ng ropes, conductor cables, safety devices, governors, door operators, interlocks, signal systems, cab components, flooring, controllers, power switches, cylinders, and plungers. All replacement parts must be original manufacturer parts or Owner-approved equivalents. The Contractor shall also maintain an adequate inventory of spare parts to ensure uninterrupted service.

4.4 Annual Inspec�ons

The Contractor shall coordinate all required annual inspec�ons with the City of Oklahoma City and ensure compliance with applicable regula�ons. This includes performing load tests and five-year inspec�ons in accordance with the American Na�onal Safety Code. The Contractor is responsible for obtaining all required permits, providing test cer�ficates to the Owner, and correc�ng any deficiencies iden�fied during inspec�ons in a �mely manner.

4.5 Service Calls & Emergency Response

The Contractor shall respond to service calls within four (4) hours during regular business hours. For a�er-hours emergencies, the Contractor must provide a response within two (2) hours to ensure the safety and opera�onal con�nuity of elevator systems.

5. PROPOSAL REQUIREMENTS

Each proposal must include:

1. Company Profile and Qualifica�ons

2. Proof of Licenses

3. Preven�ve Maintenance Plan

4. Emergency Response Plan

5. Staffing Plan with Cer�fica�ons

6. Minimum of Two (2) Comparable References

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7. Insurance Cer�ficate(s)

8. Pricing Proposal

9. All Required Forms (Sec�on 10)

Failure to submit required documents may render proposal non-responsive.

6. EVALUATION CRITERIA

Proposals will be evaluated on a 100-point scale:

• Technical Approach & Maintenance Plan – 15 points

• Experience & References – 25 points

• Staffing & Qualifica�ons – 20 points

• Emergency Response & Service Capacity – 15 points

• Price – 25 points

Award will be made to the proposer whose submission is most advantageous to OCHA.

7. CONTRACT TERMS

• Ini�al Term: One (1) year

• Renewal: Up to four (4) addi�onal one-year periods

• Maximum Term: Five (5) years

• Renewals subject to annual review

• Payment Terms: Net thirty (30) business days

• Termina�on: For cause or convenience upon writen no�ce

8. OCHA RIGHTS

OCHA reserves the right to exercise full discre�on throughout the procurement process. This includes, but is not limited to, the right to reject any or all proposals received, waive informali�es or minor irregulari�es in submissions, nego�ate terms with one or more proposers, make mul�ple contract awards if deemed in the best interest of the agency, and cancel the RFP at any �me. OCHA also reserves the right to retain all proposals submited and to decline to award a contract if it is determined that doing so would not serve the best interests of the agency.

9. INSURANCE REQUIREMENTS

The successful Contractor shall be required to maintain adequate insurance coverage throughout the duration of the contract to protect against all applicable risks associated with the performance of services. At a minimum, this shall include Commercial General Liability insurance with coverage limits of $1,000,000 per occurrence and $2,000,000 in the aggregate, Automobile Liability insurance with a combined single limit of $1,000,000, and Workers’ Compensation insurance in accordance with the laws of the State of Oklahoma. Proof of such coverage must be provided prior to contract execution and maintained for the duration of the agreement.

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10. REQUIRED FORMS

The following must be submited:

1. OCHA 574 – Contractor Contact Form

2. Pricing Proposal

3. OCHA 565 – Debarment and Suspension Cer�fica�on

4. F3881 ACH – Vendor Payment Enrollment

5. OCHA 570 – Non-Collusive Affidavit

6. HUD-5369-C – Cer�fica�ons and Representa�ons

7. EEO-1 - Equal Employment Opportunity Form

8. IRS W-9

9. References

Reference Documents (Do Not Return):

• HUD-5369-B – Instruc�ons to Offerors

• HUD-5370-C – General Condi�ons

11. TIMELINE

• RFP Issued: May 7, 2026

• Pre-bid Conference: May 21, 2026

• Questions Due: June 4, 2026

• Addenda Issued: June 16, 2026

• Proposal Due: June 25, 2026

• Anticipated Award: July 22, 2026