RFQ 25_02 Elevator Preventative Maintenance.pdf

RFQ 25-02

Request for Qualifications (RFQ) Elevator Preventative Maintenance and Pre-Inspection Readiness

1. Introduction

The city of Dunwoody is seeking quotes from qualified vendors to provide preventative maintenance and pre-inspection readiness services for elevators located at Dunwoody City Hall and Annex. The selected vendor will be responsible for routine maintenance, inspections, and ensure that the elevators meet all safety and compliance requirements before official state or local inspections.

2. Scope of Work

The selected vendor will provide the following services:

• Preventative Maintenance: Conduct routine inspections, lubrication, adjustments, and minor repairs per industry standards and manufacturer recommendations.

• Pre-Inspection Readiness: Perform checks to ensure compliance with local, state, and federal regulations prior to official inspections.

• Emergency Repairs: Provide priority response for emergency service calls as needed.

• Compliance Assurance: Ensure elevators meet all applicable safety codes and regulatory requirements.

• Reporting & Documentation: Provide maintenance logs, service reports, and compliance checklists for each service visit.

3. Site Location and Equipment Details

• Location(s): City Hall 4800 Ashford Dunwoody Rd & Annex 4470 N Shallowford Rd, Atlanta, GA 30338

• Number of Elevators: 2 (1 per facility)

• Type of Elevators: Both Hydraulic

• Manufacturers and Serial Information: City Hall is Dover OEM Serial # EE8716 & Annex is Dover OEM Serial #EC1665

4. Vendor Qualifications

Vendors must meet the following qualifications:

• Licensed and certified to perform elevator maintenance in the State of GA.

• Minimum of 10 years of experience in elevator maintenance and compliance inspections.

• Provide references from at least 3 similar clients.

• Ability to respond to emergency maintenance requests within 24 hours.

5. Proposal Requirements

Vendors submitting a proposal must include:

• Company profile and contact information.

• Detailed service plan, including frequency of maintenance visits and pre-inspection checks.

• Cost breakdown (monthly/annual service rates, emergency service rates, parts/labor costs).

• Proof of insurance and licensing.

• List of references from similar projects.

6. Submission Details

Submission Deadline: - 3 p.m. Monday, May 12, 2025

Submission Method: - A proposal must be submitted in a sealed envelope which shall be clearly marked RFQ 25-02 and your company name. Cost proposals must be in a separate sealed envelope.

Proposals must be addressed as follows: Purchasing Department

City of Dunwoody

4800 Ashford Dunwoody Road

Dunwoody, GA 30338

7. Selection Criteria

Proposals will be evaluated based on:

• Compliance with scope of work and qualifications.

• Cost-effectiveness and value.

• Experience and references.

• Service response time and availability.

8. Terms & Conditions

• The City of Dunwoody reserves the right to accept or reject any and all proposals.

• The selected vendor must enter into a formal agreement before commencing work.

• All work must comply with applicable local, state, and federal regulations.

Questions regarding proposal should be directed to purchasing @dunwoodyga.gov no later than 2:00pm on April 30, 2025

No Proposal may be withdrawn for a period of ninety (90) days after the time and date scheduled (or subsequently rescheduled) for proposal opening.

The City’s staff will review all proposals submitted. After reviewing the proposals, staff may, at its discretion request formal presentations from one or more of the proposers (at proposer’s expense at the city’s site) whose proposal appear to best meet the city’s requirements.

The proposer awarded the Contract must provide proof of liability insurance in the amount of one million dollars ($1,000,000.00), along with any other required insurance coverage and evidence of business or occupational license, as outlined in the Proposal Documents.

The City reserves the right to waive any informalities or irregularities of proposals, to request clarification or information submitted in any proposal, to request additional information from any proposer, or to reject any or all proposals, and to re-advertise for proposals. The City also reserves the right to extend the date or time scheduled for the opening of proposals.

Award, if made, will be to the responsible and responsive proposer submitting the proposal which is deemed by the City, in the sole discretion, to be the most advantageous to the City, price and other factors being considered.