Maintenance & Repair of Vertical Conveyance Systems

The City of Tucson is seeking proposals to establish an annual requirements contract for a comprehensive preventive maintenance and repair program for Vertical Conveyance Systems (VCS), elevators, material handling units, and chair lifts, to include routine preventive maintenance of all equipment, annual and five-year testing of elevators and for the full-time monitoring of elevator emergency communication.

The purpose of the resulting contract is to ensure that all equipment operates in a continual and optimal manner, down-time due to mechanical failure is minimized, and that maintenance-related deficiencies are avoided, that passenger safety is assured, that emergencies are responded to and resolved promptly, that all units function at all times in full and unconditional compliance with all applicable regulatory requirements, and that emergency communication from elevators received prompt and effective response.

Background

The City’s Facilities and Communication Maintenance Division (FCM) is responsible for providing building maintenance services at many (but not all) City-owned buildings and facilities through a combination of in-house staff and contract services. At this time, the units covered by this contract will include units that are operated by various City departments. However, the City reserves the right to add or delete equipment that are operated by FCM or other City Department, at the City' sole discretion. Various FCM staff will interact with the Contractor to ensure optimal contract performance. Locations specific to FCM control are listed in Section F.5. Vertical Conveyance Systems Inventory Preventive Maintenance (PM) Price Page, of this solicitation.

The City’s Housing and Community Development Department (HCD) is responsible for providing VCS services at Craycroft Towers, Tucson House and Commerce Park Loop. Locations specific to HCD control are also to be listed in Section F.5. Vertical Conveyance Systems Inventory Preventive Maintenance (PM) Price Page of this solicitation. Various Housing Management staff will interact with the Contractor to ensure optimal contract performance at those locations. For these locations references to FCM staff in the scope of work would be changed to HCD staff. Federal Housing and Urban Development (HUD) guidelines are applicable to equipment locations at the Tucson House and Craycroft Towers.

Services provided by the Contractor(s) funded with Housing and Urban Development (HUD) federal grants monies and are subject to the terms and conditions included in HUD Documentation, Certificate of Living Wage Requirements, HUD 5369-B, HUD 5369-C, HUD 5370-C, and the Section 3 Contract Clause, hyperlinked and found at the end of this solicitation. These terms and conditions cannot be modified or negotiated. By submitting a proposal, Offeror must agree to abide by the applicable federal terms and conditions included.

Project Details

• Reference ID: 260200
• Department: General Services
• Department Head: General Services (General Services)

Important Dates

• Questions Due: 2026-06-26T19:00:00.000Z
• Pre-Proposal Meeting: 2026-06-25T16:30:00.000Z — MICROSOFT TEAMS VIRTUAL MEETING

Evaluation Criteria

• Method of Approach (40 pts) —
  1. Describe in detail and separately for each category of service delineated in the Scope of Work the firm’s proposed program for conducting all maintenance, repair, testing, cleaning activities, and emergency telephone monitoring services. Provide sufficient detail to clearly display and explain to the City the techniques, procedures, methods, materials, and labor and time requirements, and to clearly itemize the equipment, components parts and systems to be covered by the service.
  2. Describe how the Contractor proposes to schedule and to cooperate with scheduling procedures in compliance with the contract’s scheduling requirements.
  3. Describe how the Contractor proposes to ensure that all units receive a monthly PM Service within 30 days of contract commencement.
  4. Describe the proposed PM Program, include sufficient detail to clearly explain to the City the techniques, procedures, methods, materials, labor, and time requirements necessary to ensure the equipment operates in all respects completely as intended, is in compliance with industry standards and manufacturer recommended or required maintenance procedures, is safe for passengers at all times, is in full compliance with all applicable code and regulatory requirements, and is maintained to operate without maintenance-related failures.
  5. Describe how the Contractor’s proposes to avoid the issuance of state Correction Orders and to respond to Correction Orders that may be issued by the state.
  6. Describe how the Contractor proposes to provide to the designated FCM/HCD Representatives an orientation session on all services and all equipment.
  7. Provide a proposed standard written maintenance logbook format to be used by the Contractor to document the work of the Contractor in performing routine PM services.
  8. Provide information about the ability of the Contractor to provide on-line access to maintenance database, including hard copy samples of each page of the database, and provide the City access to the database of actual or sample maintenance information.
  9. Describe and provide samples of any standard and ad-hoc reporting available by your firm.
  10. Describe any proposed methods for monitoring elevator machine room environmental conditions, including but not limited to temperature monitoring, remote alarming, predictive maintenance tools, and integration with building monitoring systems. 
  11. Describe all available methods for submitting, tracking, documenting, and closing service requests, including customer portals, mobile applications, email notification systems, and automated status updates.
  12. Describe the firm's capability and experience providing elevator emergency communication systems utilizing cellular, IP-based, or hybrid communication technologies, including redundancy features and migration from legacy analog telephone services.
• Qualifications and Experience (40 pts) —
  1. Provide a description of the company including the number of years in business, organizational chart, corporate headquarters, principle type(s) of business.
  2. Provide detailed information of your firm’s experience in performing elevator, material handling, and chair lift, maintenance, repair and testing.
  3. Describe in detail your firm’s understanding, knowledge, experience and training related to local and state regulations, codes, and ordinances specific to the systems covered by this solicitation.
  4. Describe in detail your firm’s understanding, knowledge, and experience related to the various manufacturers, and manufacturer recommended or required maintenance and repair procedures.
  5. Identify and detail the experience, certification, and training of the key management personnel that will be managing, coordinating, and supervising the required work and services.
  6. Identify and detail the experience, certification, and training of the technicians that will be performing the required work and services.
  7. List and provide documentation of all contractors’ licenses held by Contractor and critical sub-contractors.
  8. Provide a list of 5 companies, with representative contact information (Company/agency, contact name, title, phone number and email address), that the Contractor currently provides these services to as reference.
  9. List and provide documentation of the licenses of any critical subcontractors if subcontractors will be used.
  10. Has your firm, either presently or in the past, been involved in any litigation, bankruptcy, or reorganization?
• Price Proposal (20 pts) —

  Please complete hourly rates in the Price Page section AND complete Attachment C titled 260200 - Price Page v.2.

Submission Requirements

• Discounts —

  As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.

• Cooperative Purchasing Program —

  Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide the City of Tucson, as the lead agency on this regional contract, a rebate in the form of a percentage of sales based upon the other agencies sales?

• If yes, please state the percentage rebate you will provide.
• Does your firm have a City of Tucson Business License?
• Please upload a copy of your business license.
• Forms to be Filled Out —

  Please ensure that all required information is included with your response.

  1. Response to Evaluation Criteria
  2. Pricing Proposal
  3. Offer and Acceptance Form
• Response to Evaluation Criteria (required) —

  Please upload your response to the Evaluation Criteria.

• Pricing Proposal —

  Please upload your Pricing Proposal (if applicable).

• Offer and Acceptance Form (required) —

  Please upload your signed Offer and Acceptance form.

• Does your response to this solicitation include a request to keep any portion confidential and withhold it from the public record? (required) —

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Confidential Information (required) —

  If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record. 

  If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.

  Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.

• Is your firm submitting any exceptions for the City's consideration?  (required) —

  In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.

• Define the exceptions you are requesting. (required)
• Living Wage (required) —

  Will Living Wage Requirements be a part of the resulting contract?

• Will the resultant contract have Federal Funding? (required)
• Special Terms and Conditions (required) —

  Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.

• Insurance Requirements (required) —

  Please select the additional insurance coverages required for this project. Please select all that apply.

• Initial Term of Contract (required) —

  What is the initial term of the contract?

  Please use the following format: one (1)

  Even if you selected auto renewal, you need to add the initial term, i.e. one (1)

• Renewal Options (required) —

  Will renewal options be given with this contract?

  If you selected Auto Renewal, select No.

• Renewal Term (required) —

  What is the renewal term of the contract?

  Please use the following format: four (4)

  If no extension options will be given or you selected automatic renewals, please enter "N/A".

• Pricing (required) —

  Will you build the pricing table in OpenGov Procurement?

• Separate Pricing Document (required) —

  If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?

• Attachments (required) —

  Do you have any attachments?