Elevator Maintenance Agreement

Monthly preventive maintenance services for 6 Elevators; including lubrication and inspection services, testing of safety devices, cleaning of pits and machine areas as needed, door operator inspection and adjustment, corrections and estimates for repairs as needed for safe and functional operation, expedited repairs and support with State of California inspections.

Background

Monthly Elevator Service for 6 Elevators in 4 buildings in Los Gatos, 3 of the elevators reside in public buildings that are open after normal business hours. These are in the Library and Theatre which are open 7 days a week.

Project Details

• Department: Parks and Public Works
• Department Head: Nicolle Burnham (Parks and Public Works Director)

Important Dates

• Questions Due: 2026-04-15T00:00:00.000Z
• Answers Posted By: 2026-04-16T00:00:00.000Z
• Pre-Proposal Meeting: 2026-04-10T18:00:00.000Z — 100 Villa Ave - Library Parking Lot

Evaluation Criteria

• Responsiveness or Other Evaluation Criteria (5 pts) —

  When determining Responsiveness of the Proposal, the Town may consider any of the following but not limited to:

  • Proposal received on time and completed per instructions.
  • Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.
  • Proposal is compliant with specifications and industry standards.

  When determining Other Evaluation Criteria of the Proposer, the Town may consider any of the following but not limited to:

  • Possession of industry standard licensing and/or certifications.
  • Financial capacity of the Proposer.
  • Experience or past performance of the Proposer.
  • Use of Subcontractors / Subconsultants.
  • Past, Present and Pending Legal Actions.
  • Exceptions with Town's standard terms and conditions.
  • Anticipated adherence with Project delivery schedule.
  • Ability to respond to Town’s inquiries for Proposal clarification.

  If the Evaluation Committee determines, at its sole discretion, that the Proposer passes Phase 1, the Evaluation Committee shall advance the Proposal to Phase 2.

   

• Cover Letter (10 pts) —

  Description of how the Proposer can meet the needs of the Town and stating all deviations or exceptions if any.

• Technical Qualifications (15 pts) —

  Company and Technicians to hold a C-11 Elevator Contractor License.

  Technicians need to be Certified Competent Conveyer Mechanics (CCCM).

  The Contractor shall propose repairs and improvements accordingly to adhere to latest codes and requirements of the following regulatory agencies, associations and policies:

  ADA: Americans with Disabilities Act

  ASME: American Society of Mechanical Engineers= A17.1; Safety Code for Elevators CBC: Title 24; California Building Codes

  CCR: Titles 8; California Code of Regulations NEC: National Electric Code. NFPA

• Annual Cost for Services (25 pts) —

  Hourly Rates for all staff working on any part of agreement.

• Regulatory Experience (20 pts) —

  Experience working directly with the state of California with an established line of communication for addressing annual inspection requirements and repairs.

• Team Qualifications, Expertise, and Experience (15 pts) —

  Proven experience and expertise for your Certified Technician(s) that will provide Elevator preventive maintenance and repair for the Town of Los Gatos

• Scope of Services / Work Plan (10 pts) —

  Monthly schedule coordination, tasks to be completed, reports and condition assessment approach.

Submission Requirements

• Formation date of company (required) —

  Please enter Month and Year.

• Number of years providing the specified services (required)
• Please list names and titles of all officers and directors. If an individual or partnership, please list names and addresses of all partners, indicating whether they are general or limited partners. (required)
• Indicate whether Proposer has ever failed to complete any Agreement awarded to it. If so, note when, where, and why. Attach additional sheets, if necessary. (required)
• Indicate whether Proposer has been or is the subject of a bankruptcy or insolvency proceeding or subject to assignment for the benefit of creditors. (required)
• Required Documents (required) —

  Please upload the following documents related to the proposal:

  • Technical Qualifications
  • Cost Proposal
  • Regulatory Experience
  • Team Qualifications, Expertise, and Experience
  • Scope of Work - Work Plan
• List of Subcontractors (required) —

  Please download the below documents, complete, and upload.

• References (required) —

  Please download the below documents, complete, and upload.

• Affirmations and Certification (required) —

  RESERVATION

  It is understood that the Town reserves the right to reject this Proposal, but that this Proposal shall not be withdrawn for a period of 45 days from the date prescribed for its opening.

  DISCLOSURE

  The undersigned declares that this Proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that the Proposal is genuine and not collusive or sham; that the undersigned has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal and has not directly or indirectly colluded or agreed with any Proposer or anyone else to put in a sham Proposal or to refrain from bidding; that the undersigned has not directly or indirectly sought by agreement, communication or conference with anyone to fix his/her Proposal price or the Proposal price of any other Proposer, or to fix any overhead, profit or cost element of such Proposal price or of that of any other Proposer, or to secure any advantage against the Town of Los Gatos or anyone interested in the proposed Contract; that the only persons or parties interested in this Proposal as principals are those named herein; that all statements contained in this Proposal are true; that the undersigned has not directly or indirectly, submitted his/her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any other persons, partnership, corporation, or association except to such person or persons as have a direct financial interest in Proposer’s general business; and that the undersigned has not accepted any Proposal from any subcontractor or vendor through any Proposal depository, the Bylaws, Rules or Regulations of which prohibit or prevent the undersigned from considering any Proposal from any subcontractor or vendor, which is not processed through said Proposal depository, or which may prevent any subcontractor or vendor from bidding to any general contractor who does not use the facilities of or accept bids from or through such Proposal depository; and that the undersigned has not paid, and will not pay, any fee to any corporation, partnership, company, association, organization, Proposal depository, or to any member or agent thereof to effectuate a collusive or sham Proposal.

  WORDS AND PHRASES           

  Wherever in this Proposal an amount is stated in both words and figures, in case of discrepancy between words and figures, the words shall prevail; if all or any portion of the Proposal is required to be given in unit prices and totals and a discrepancy exists between any such unit prices and totals so given, the unit prices shall prevail.

  CERTIFICATION

  The Proposer certifies that the Proposal Documents have been thoroughly read and understood and that, except as may be specifically noted and contained in addenda, there are no discrepancies or misunderstandings as to the meaning, purpose or intent of any provision in the Proposal Documents or as to the interpretation of the same. The undersigned hereby incorporates by reference, the same as though set out in full, all provisions of Request for Bids published by the Town and pertaining to the work described in this Proposal.

  By confirming below, the submission of a Proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the Proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.

• Will there be a Pre-proposal Conference and Site Tour? (required)
• Is the attendance at Pre-Proposal Conference and Site Tour Mandatory? (required)
• Does the RFP require specific and/or special qualifications? (required)
• Please list the qualification requirements here (required)
• Initial Term of the Agreement resulting from this RFP? (required) —

  Please select one

• Does this contract/project meet prevailing wage requirements? (required) —

  Prevailing Wage
  Prevailing wage applies to all projects in which more than $1,000 of public funds is used for:

  • Construction
  • Repair
  • Maintenance
  • Demolition
  • Emergency work

  DIR’s Contractor definition

  • Contractors
  • Subcontractors
  • Surveyors and Inspectors
  • Material Testing
  • Trucking
  • Employment services

  Any for whom prevailing wages have to be paid (not just contractors with CSLB)

  Contractors must be registered at TIME OF BID (including all subcontractors) except if exempt. If not, the Town may:

  • Reject the bid as non-responsive; or,
  • Provide notice to the prime contractor and allow 24 hours to “cure”. Offending contractor will pay a $2,000 penalty for registering after bid date.

  DIR Registered Contractors Exemption
  Small project exemption means that contractors who work exclusively on small projects are not required to register as public works contractors or file electronic certified payroll reports for those projects.  However, prevailing wages must still be paid, and contractors are required to maintain certified payroll records on a continuous basis.
  Small project exemption applies for all public works projects that do not exceed:

  • $25,000 for new construction, alteration, installation, demolition or repair
  • $15,000 for maintenance 
• Agreement beginning Month and Year (required) —

  Please enter in following format: Month 4-digit year

• Will there be option to renew the agreement beyond the initial term? (required)
• Options to renew the Agreement for up to how many additional one-year terms? (required)
• Is this project funded by Federal Grant? (required)

Questions & Answers