Elevator Maintenance

The City of Madison is requesting proposals for elevator maintenance services across approximately 16 city buildings and facilities citywide under RFP 15013-0-2026-BP, with proposals due October 9, 2026, at 2:00 p.m. Central Time and mandatory site visits on September 8–9, 2026. A 5% local vendor preference applies to Dane County–based firms.

The scope covers comprehensive maintenance, repair, and 24-hour callback services for 47 distinct elevator and lift units distributed across city departments including Parks, Transit, Water Utility, Parking, Engineering, Housing, Police, and others. Maintenance frequencies range from quarterly to monthly inspections with 0.5 to 1 hour minimum per inspection. Pricing must be submitted in Excel on Form A2 and includes all labor, parts, travel, and expenses for the first year. Contractors must offer advanced payment discounts for quarterly, semiannual, or annual billing. Annual price adjustments are capped at 4%, calculated as 80% labor cost adjustment and 20% commodity price index adjustment.

The contract term is three years with two optional one-year renewals commencing January 1, 2027, or upon execution. Proposals are evaluated on a 100-point scale: company overview and experience (10%), business information (10%), field personnel qualifications (10%), manpower allocation for emergency service (10%), technical competencies and support (15%), pricing and hourly rates (40%), and local vendor preference (5%). Contractors must maintain commercial general liability insurance of at least $1 million per occurrence, workers' compensation, automobile liability, and $2 million umbrella coverage. Contractors with 15 or more employees earning $50,000 or more annually from the City must submit an Affirmative Action Plan. No subcontracting is permitted except for specialized off-site services such as motor shop or hydraulic repair. Questions are due September 14, 2026, at 2:00 p.m., with answers posted as addenda by September 21, 2026. The City reserves the right to terminate with 30 days' notice.