RFP Elevator Maintenance

The Town of Oro Valley, Arizona, is requesting proposals for elevator maintenance services covering three elevators at town facilities, with sealed proposals due July 29, 2026, by 2:00 p.m. AZ Time. A pre-proposal conference is scheduled for July 15, 2026, at 1:00 p.m. via Microsoft Teams.

Proposers must hold a current Arizona Registrar of Contractors C-12 license and provide proof of $1,000,000 per occurrence general liability insurance ($2,000,000 aggregate) and workers' compensation coverage. Three client references are required.

The scope encompasses preventive maintenance (minimum monthly frequency), on-call repair, 24/7 emergency callback capability, periodic testing, and regulatory compliance for two hydraulic elevators (Thyssenkrupp units at Town Hall and 500 W. Magee) and one traction elevator (Schindler unit at the Community & Recreation Center). Repairs estimated below $2,500 are authorized without prior approval; those exceeding $5,000 per unit annually trigger joint review for possible modernization consideration.

Pricing uses a preventive maintenance plus time-and-materials structure with separate line items for monthly preventive maintenance fees per unit type, hourly labor rates for regular business hours and after-hours callbacks, parts markup percentages, and unit pricing for five-year Category 5 periodic tests.

The contract term is one year from execution, with four optional one-year renewal periods available at the Town's discretion. Evaluation spans 100 points: price (30), maintenance program and MCP documentation (25), response and dispatch capability (10), contractor qualifications (15), personnel qualifications (10), and references/past performance (10). The Town reserves the right to conduct interviews, shortlist offerors, make multiple awards, and reject any or all proposals. Proposals are due at the Town Clerk's office, 11000 N. La Canada Drive, Oro Valley, Arizona 85737.