Sign_In_Sheet_RFQ_26-185_2-6-26.pdf

This is a Sign-In Sheet for a mandatory site visit related to RFQ 26-185, issued by the New Smyrna Beach Utilities Commission in Volusia County, Florida, for elevator maintenance and inspection services. The New Smyrna Beach Utilities Commission is soliciting quotations from certified, licensed, and insured elevator contractors to provide quarterly preventive maintenance, repairs, testing, and inspections for two elevators located at 200 Canal Street, New Smyrna Beach, Florida 32168: an Otis Traction Elevator (State # 511) and an MCE Motion 2000 Hydraulic Elevator (State # 47809). The scope of work includes annual independent third-party inspections, five-year weight tests and annual no-load tests, submission of required documentation to regulatory agencies, quarterly preventive maintenance encompassing inspection, repairs, adjustments, lubrication, pit cleaning and onsite record keeping, and ensuring elevators operate at rated speed and capacity with proper floor leveling. All work must be completed during normal business hours Monday through Friday from 7:00 AM to 3:30 PM and must comply with applicable local, state, and federal building codes. The mandatory site visit was held on Friday, February 6, 2026 at 9:00 AM, with quotations due by Tuesday, February 17, 2026 at 2:30 PM. The initial contract term runs from May 1, 2026 to April 30, 2027, with options to renew for up to three additional one-year periods at the Commission's discretion.

The sign-in sheet documents attendance at the mandatory site visit, capturing vendor contact information and participation. Vendor qualifications must include a minimum of five years of elevator maintenance experience, three professional references, E-Verify compliance, comprehensive general liability insurance with a $2,000,000 general aggregate limit and $1,000,000 each occurrence limit, workers' compensation insurance, and drug-free workplace certification. The Commission will evaluate quotations based on overall best value considering price, references, and experience rather than lowest price alone. No specific set-aside designations, incumbent vendor information, or predetermined budget range is disclosed. Vendors must submit detailed quotations including unit prices for quarterly maintenance, independent third-party inspection fees, hourly labor rates for both normal and after-business-hours work, and five-year weight testing costs, along with compliance submissions including Non-Collusion Affidavits, Foreign Country of Concern Attestations, Human Trafficking Affidavits, W-9 forms, and vendor questionnaires.