RFP 2026-P14 Elevator Maintenance and Repair Services

Hays County Purchasing Office in San Marcos, Texas, has issued Request for Proposal (RFP) 2026-P14 for comprehensive elevator maintenance and repair services across all county facilities. The procurement seeks a qualified vendor to provide preventative maintenance, routine repairs, emergency services, and 24/7 on-call support for ten elevators distributed across three county locations: seven Kone Solid State/KCM831 traction elevators at the Government Center, one Dover Solid State/DMC-1 hydraulic elevator at the Historic Courthouse, and two Otis hydraulic elevators at the Public Safety Building. Required services include monthly preventative maintenance at each location, response to service requests within two hours during regular business hours (8:00 a.m. to 5:00 p.m., Monday-Friday), emergency response within two hours for standard emergencies and 45 minutes when persons are trapped, and availability seven days per week including holidays. All work must be performed by trained, licensed personnel directly employed by the contractor with no subcontracting permitted. Vendors must demonstrate at least five years of experience in elevator maintenance and repair services, maintain valid Texas Department of Licensing and Regulation licenses and required certifications, provide three current customer references, and maintain Commercial General Liability insurance ($1,000,000 per accident), Worker's Compensation meeting statutory requirements, and Business Automobile Liability ($500,000 per accident). The evaluation criteria are weighted as follows: Proposed Cost (50 points), Capacity to Perform and Methodology/Approach (30 points), and Relevant Project Experience (20 points). Sealed proposals are due by 10:30 a.m. Central Time on April 20, 2026, submitted either electronically via BidNet Direct with one hard copy within 24 hours or manually (one original and one digital copy on thumb drive) to the Hays County Purchasing Office at 712 S. Stagecoach Trail, Suite 1012, San Marcos, Texas 78666. Written questions must be submitted by 5:00 p.m. Central Time on April 8, 2026, and contract award is anticipated in May 2026. An addendum was issued on March 26, 2026, to correct an error in Attachment A, and all bidders must acknowledge receipt by signing and returning the cover page with their proposal submission.

The procurement does not appear to contain specific set-aside designations for disadvantaged enterprises or restrictions limiting organizational types, though vendors must acknowledge Hays County's HUB (Historically Underutilized Business) Practices and comply with House Bill 89 verification requirements. No incumbent vendor or existing contractor information is identified in the solicitation documents. Bidders must submit pricing on the corrected Attachment A cost proposal, which requires fixed monthly preventative maintenance rates for each location, hourly rates for four personnel classifications (licensed foreman, licensed adjuster, licensed mechanic, and helper) across different time periods (regular Monday-Friday, after-hours, weekends, and holidays), a markup percentage for parts and materials subject to verification and county audits, and clearly identified additional charges. The contract carries an initial one-year term with four optional one-year renewal terms available. No specific budget range or estimated contract value is disclosed in the solicitation documents, though funding is provided through the Hays County annual budget approved by Commissioners Court, with payment made by check or warrant within 30 calendar days of satisfactory delivery and invoice submission to the County Auditor. All inquiries regarding the RFP should be directed to Stephanie Hunt, CPPB, Purchasing Agent, at purchasing.bids@hayscountytx.gov or 512-393-2267.