Elevator Inspections and Maintenance

REQUEST FOR QUOTE
For
Elevator Inspections and Maintenance Services
for 2027-2028
Release Date: October 2nd, 2026
Quotes are due
October 16th, 2026 at 2:00 PM
Send quotes by email, mail, or hand deliver to:
Chris Kennedy
Dakota County Facilities Management
Administration Center
1590 Highway 55
Hastings, MN 55033
651 438 4914
chris.kennedy@co.dakota.mn.us
For additional information, or would like to schedule site visit, please contact:
Dakota County Facilities Management
Chris Kennedy
chris.kennedy@co.dakota.mn.us
651-438-4914
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 1 of 34

SCOPE OF WORK AND SPECIFICATIONS
(Includes Exhibits A and B below)
The Elevator Maintenance Agreement is classified as Full Maintenance with 24-hour callback service. All
callbacks, regardless of time of day, or day of week, are to be responded to promptly. (Callbacks are defined
as an unscheduled outage or breakdown.)
The maintenance of all elevator equipment is the responsibility of the Contractor. The Contractor is to provide
all labor, tests, material, parts, travel time, parking fees, and permit fees, etc., necessary to fulfill the
contractual obligations of this maintenance agreement for all of the elevators listed. The maintenance
services must conform to and be in compliance with all City, State, O.S.H.A. and all other applicable codes.
The elevators covered by this maintenance agreement are subject to periodic review and audits for
compliance. Completion of audit deficiencies must be corrected by the contractor within 30 days of receiving
the audit report. Audits may include the use of a ride quality analysis tool.
Along with the normal 30-day cancellation clause at the end of this Agreement, the County also has the
following authority:
If, during the effective period of this Agreement, the Contractor violates any of the provisions of this Contract,
or fails to properly provide the services required by the Contract, as judged by the Owner, in his sole
discretion, the Owner may terminate this Agreement with or without notice. See Termination Without Cause
in the General Conditions of Contract.
The ANSI A17.1 one-year and five-year test shall be performed as part of this Agreement. An electronic report
for each elevator tested shall be provided to the Owner and proper code authorities. If there are any
adjustments, repairs, or replacements identified by the test, the contractor is responsible for such adjustments,
repairs or replacements.
The Contractor is responsible to monitor oil levels on all hydraulic elevators on a monthly basis, and supply an
electronic copy to the Owner at each quarterly meeting. Oil level monitoring reports must be provided to
Dakota County representative at each quarterly meeting. The Contractor shall perform pressure tests
conducted on an annual basis.
The Contractor will be responsible for all repairs and replacements unless specifically excluded by this
Agreement. There will be no proration allowed for worn components, including, but not limited to such items as
cables, commutators, and brushes.
The Contractor shall have a preventive maintenance program in place to regularly and systematically
examine, clean, lubricate, adjust and, when conditions warrant, repair or replace parts (within an eight hour
time frame), devices and components including, but not limited to the following:
The Contractor shall repair or replace hoist cables and traveling cables when conditions warrant. The
replacement of these and other major items shall be scheduled a minimum of 30 days in advance with Dakota
County. The Contractor shall re-lamp signals as required, during regular examinations. It will be the total
responsibility of the service contract vendor to make sure all elevator cab indicator lights and lobby indicator
lights are working at all times, as well as elevator exhaust fans. The fans must be made to run quietly. Fans
need to be cleaned of excess dirt and dust on a regular scheduled basis.
The Contractor shall furnish lubricants compounded to original manufacturer's specifications. The Contractor
shall also supply and post Material Safety Data Sheets (MSDS) for all solvent and lubricants. The Contractor
shall keep the machine rooms, hoistways, pits and car tops and bottoms clean.
It is the Contractor responsibility to ascertain that all equipment is properly painted with good quality enamel.
All equipment shall appear to be freshly painted and conspicuously clean at all times. The motor windings and
armatures, where applicable, are to be cleaned periodically and painted with insulating varnish, in conjunction
with Dakota County. The cleaning and painting may be required to be performed after regular business hours.
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 2 of 34

Each machine room will be provided with necessary parts cabinets and waste containers. Oily rags and waste
are to be disposed of promptly and properly, according to applicable laws and rules.
The following items of equipment are not included in the maintenance portion of the agreement: Refinished or
replacing of elevator car enclosures, hoistway door panels, frames, sills, underground piping and hydraulic
cylinders.
Traction Elevators
* Hoisting motors * Motor Generators
* Selector Motors * Solid State Motor Drives
* Worms and Gears * Controllers
* Bearings * Dispatchers
* Rotating Elements * Relay Panels
* Brake Magnet Coils * Machine Brake
* Brushes and Commutators * Door Rollers and Equipment
* Brake Shoes, Linings and Pins * Door Operators
* Windings and Coils * Car Stations and Components
* Contacts and Relays * Hatch Reading Systems
* Resistors and Transformers * Cable Tension
* Solid State Devices * Cables
* Motors
Hydraulic Elevators
* Pump * Controllers
* Bearings * Door rollers & equipment
* Door operators * Windings and coils
* Car stations & components * Contacts and relays
* Hatch reading systems * Resistors and transformers
* Solid state devices * Motors
In the event of a major component failure, such as hoist motors, MG sets, hoist cables, etc., the Contractor is
required to have the elevator back in service in no less than 4 days, and is expected to having the part in
stock or replaced within 8 hours.
If overtime is required by the Contractor or their sub-contractors to maintain a prompt turn-around, the
Contractor will bear the cost.
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 3 of 34

The Contractor shall provide a copy of the preventive maintenance program to the Owner. This preventive
maintenance program shall consist of named "check chart" as described in this Agreement. The chart must be
kept in the machine room and kept current.
The Contractor shall use genuine original manufacturer's parts or equal.
The Contractor shall keep guide rails properly lubricated except where roller guides are used.
The Contractor shall replace guide shoe gibs or rollers, when conditions warrant, providing smooth and quiet
operation.
All floor-to-floor time, door opening time, door closing time, and floor leveling accuracy must be within the set
tolerance of the manufacturer's specifications and the criteria outlined in these specifications and meet all
local and state codes.
Floor-to-floor time: measured from the time the doors start to close until the elevator is approximately level at
the next floor and the doors: open.
Door opening time: measured from start of door open until doors are in the fully opened position.
Door closing time: measured from start of door close until doors are fully closed.
Accuracy of leveling: under all load conditions plus or minus 3 inches.
Variance from rated speed regardless of load shall not exceed plus or minus 5%. Door dwell,
speeds and pressures to meet ADA requirements.
The Contractor shall maintain a comfortable elevator ride with smooth acceleration and
deceleration and a soft stop. The door operation shall be quiet with smooth checking at both
open and close extreme of travel.
One specific contact person from the Contractor's office shall be assigned before the commencement
of this contract. Dakota County shall always be able to communicate with this contact person
regarding this contract or any work related to this contract. In the event of his/her absence, another
contact person will be assigned this responsibility.
The Contractor shall perform a total elevator dispatch system check, individual car check and adjustment
within the first 6 months of the effective date of the Agreement and every year thereafter in the same month for
the duration of the contract. The system evaluation and adjustment is to be performed at the most convenient
time for each facility, to be arranged with Dakota County Facilities Management. If dispatch system work must
be performed on the equipment during off hours to prevent interfering with the Building's normal operation, it
shall be done at no additional cost to the Owner. The cars and dispatch system are to meet original
manufacturer's specifications.
The Contractor shall provide, to the Owner, a written performance report after the elevator system check and
adjustment has been performed each year. The report will outline average system response time,
performance standards; shut downs, repairs and callbacks.
Quarterly meetings will be held with the Contractor, Consultant, and Owner or the Owner's Representative to
discuss callbacks and any other issues which pertained to the elevators. The Contractor shall provide an
electronic report containing all repair activity, callbacks, shutdowns, and preventive maintenance performed in
the previous quarter.
The Contractor shall furnish a dedicated mechanic for a minimum of 14.5 hours per month to perform routine
preventive maintenance. Time spent for callbacks and repair work is also included in this Agreement, and is
not part of the routine preventive maintenance.
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 4 of 34

The Contractor shall provide 24-hour callback service. Emergency callback service will consist of promptly
responding, within ONE (1) Hour of a request from Dakota County by telephone for emergency service on any
day of the work week, and any hour of the day or night.
LAW ENFORCEMENT CENTER will require response within ONE (1) Hour after hours and weekends as well
as during regular business hours.
If anyone is trapped in an elevator, the response time will be as soon as is possible. All emergency call- backs
for service during the regular working day hours shall be included in the basic contract price.
Response time for remedial service after normal working hours shall be within ONE (1) Hour after the call is
placed to the Contractor for service.
If overtime repair work is required, due to an emergency call, the owner will pay ONLY the difference between
normal and overtime labor at the elevator company's regular billing rate. This type billing must include a copy
of the job ticket to support the actual amount of time on the job site. Only actual time worked will be paid at the
hourly rates indicated herein.
If additional elevator services are performed outside this Agreement at the Owner's request, the Contractor will
be paid for the services at the hourly billing rates listed herein.
It shall be the responsibility of the successful bidder to provide skilled, qualified elevator preventive
maintenance persons, directly employed and supervised by the contractor, perform all routine maintenance, as
well as any emergency service required. All contractor staff shall be acceptable to the owner. The owner
reserves the right to reject any employee.
If less than the specified hours are spent in the Building performing monthly maintenance, the Contractor may
be liable for back charges and/or cancellation of this Agreement. The hours on the job, performing routine
maintenance, will be averaged quarterly and determined during the quarterly meeting. The Contractor shall
NOT be held liable for back charges if the delay of response time is caused by strikes, acts of God, any
preference or priority allocation order issued by the government, or any unforeseeable cause beyond the
Contractor's control, or any cause with the Owner determines justifies the delay.
In addition to the mechanic hours required, a minimum of 1 hour per quarter of supervisory examination at the
facilities is required evaluating the elevator maintenance. An electronic report shall be generated from the
examination performed by the supervisor. The supervisor must be part of the Contractor's normal supervisory,
non-hourly paid staff.
Availability of Equipment Subject to the Owner's occupancy and time of day requirements, the Contractor
shall be afforded full and free access to the Equipment to render elevator service thereon. The Contractor shall
arrange their visit at least ONE (1) week in advance with Dakota County Facilities Management to coordinate
the maintenance of the Equipment in such a manner as to interfere as little as possible with the normal
operation of the Owner's facilities. Removal of elevators from service shall be coordinated with and approved
by Dakota County Facilities Management. Only one elevator per facility at a time can be shut down for routine
maintenance work.
Any repair that will take a car out of service shall be reported to Dakota County Facilities Management, giving
the reason for the prolonged outage and what parts are necessary for the repair. Any time an elevator is taken
out of service for a period of time longer than 30 minutes, an "Out of Order" sign shall be posted at every floor
being served, so people are not kept waiting or keep reporting the problem.
The Owner shall provide adequate working space including heat, light, ventilation, electric current and outlets
for the use of Contractor's maintenance personnel. No utility service of any kind shall be interrupted by
Contractor without prior approval of the Owner.
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 5 of 34

Any equipment maintenance performed that is not in conformance with this Agreement shall be subject to
rejection. All rejected work shall be immediately replaced or modified, at the Contractor's expense, so as to
conform to this Agreement.
If, in the judgment of the Owner or its authorized representative, the parts furnished or the work being
performed by the Contractor is not in strict conformance with this Agreement, the Owner or its authorized
representative shall have the right to order the work of the Contractor wholly or partially stopped, or
suspended until any nonconforming work has been corrected. Such stoppage or suspension shall not
invalidate or modify any terms of this Agreement, and no extra compensation or reimbursement will be
allowed the Contractor by reason of such stoppage or suspension.
The Contractor is not responsible for components that require repair or replacement due to misuse,
vandalism, or acts of God. However, verification and confirmation by representatives of the County is
required.
The employees and/or subcontractors furnished by the contractor must be acceptable to Dakota County, and
employees at each facility covered by this contract. Each person must comply with Dakota County's security
requirements, and have a uniform identifying the contractor organization.
Hours of Service The Contractor's technician(s) assigned to the Dakota County Buildings will check in with the
designated representative at the facility upon arrival and prior to their departure; during normal business hours.
The technician is to record all work completed on the log sheet. All calls will be logged with both the
Contractor's main office and Dakota County.
In the event of his/her absence, another technician will be assigned this responsibility. The elevators are to be
serviced between the hours of 7:00 a.m. and 5:00 p.m. on weekdays.
The Contractor shall check the building's trouble log on each work day and take necessary corrective action on
items listed.
The Contractor's technician will be required to have a cellular telephone and respond to the Owner' call.
Check Charts / Maintenance Logs The Contractor shall submit to Dakota County for approval, a complete
electronic set of check charts that are intended to be used in each Building. The check charts shall list all the
parts of the elevators and the frequency of which they are to be serviced. A check chart shall be maintained for
each elevator. The check charts are to be maintained in a protective plastic holder. These maintenance charts
will be kept in the elevator machine room of each building, and shall be turned over to Dakota County on a
quarterly basis, at the Quarterly Meeting.
The Contractor shall also maintain a complete maintenance log, at each Building, which includes a record of
all callbacks, repairs, and check chart maintenance performed on each elevator. The Contractor shall
maintain a complete file at the Building including drawings, a list of spare parts maintained at the Building, and
wiring schematics reflecting current conditions. The file shall be available for inspection at any time by Dakota
County personnel and are to remain in the Building as property of the Owner.
THE OWNER'S RIGHT TO INSPECT AND REQUIRE WORK : The Owner reserves the right to make such
inspections and tests as and when it deems necessary to ascertain that the requirements of this agreement
are being fulfilled. Deficiencies noted shall be expeditiously corrected at the Contractor's expense.
If the Contractor fails to perform the work required by the terms of this Agreement in a diligent and satisfactory
manner, the Owner may, at their option, and without prejudice to any other rights they may have, given ten
days written notice to the Contractor, to perform or cause to be performed, all or any part of the work. The
Contractor agrees that it will reimburse the Owner for any expense incurred therefore, or the Owner, at their
election, may deduct the amount from any sum owing or to owe the Contractor.
Parts: Contractor must stock sufficient supply of spare parts for repair of each elevator. Materials or parts to
be used are to be the original manufacturer's renewal parts or equal. An inventory of parts to be stocked at
the Building shall be furnished by the Contractor, if requested by the Owner. Adequate spare parts shall be
maintained at the building to minimize the length of any elevator shut down. The Contractor shall own and
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 6 of 34

have available in stock and/or be able to acquire within 8 hours, all parts necessary to fulfill this maintenance
contract.
If the parts routinely replaced under this contract are not identical to the original equipment or to the
equipment manufacturer's recommended replacement parts, then written approval from Dakota County
Facilities Management shall be obtained for any part or device not of the above description. Approval
requests shall be made in writing and shall include the reasons for the proposed substitution and a full
technical description of the part or device.
Work Not Permitted and/or Requires Real Estate and Construction Services Approval. Elevator repair work
covered by this Agreement does not extend to modification of building structural, mechanical or electrical
components, even though his work may be incidental to, and/or necessary for, elevator repair/ modification
unless approved in advance by Dakota County. Should such work be required, immediately notify the facility
director/representative that the initiated said work request to contact Dakota County Facilities Management to
ensure qualified professional building design resources are involved in undertaking such modifications.
Any repairs involving labor and/or materials not covered by this Maintenance Agreement must be pre- arranged
and approved by Dakota County, before proceeding. Otherwise, payment for these services will not be made.
Safety: The Contractor shall take all reasonable necessary steps to provide for the safety of and prevent
damage, injury or loss to:
1. All persons;
2. The Building and all other real or personal property at the work site; and
3. All the Equipment at the Building, under the care, custody or control of the Contractor or any of
its employees, agents, representatives or subcontractors,
4. Provide barricade at any and all open hoistway when a company representative is not
present.
The Contractor shall promptly notify the Owner if, during the term of this Agreement, the Contractor
observes or otherwise learns of any condition which:
1. In the Contractor's judgment poses a threat to the safety of persons or property;
2. Adversely affects the Equipment; or
3. Is in violation of any applicable codes or regulations.
4. Damage: At its expense, the Contractor shall promptly remedy and repair all damage or loss to
any property caused in whole or in part by the Contractor, or their subcontractors. The
Contractor shall not be responsible for damage or loss attributable to the fault or negligence of
the Owner.
5. Invoicing and payment terms: Invoices are to be submitted at the end the month after services
are performed. Payment for services will made based on these invoices, on or before the last
day of each and every month. Invoices provided by the Contractor shall detail charges for
standard maintenance, Owner requested work not covered by the Agreement, overtime, and
weekend or holiday work performed (supported by enclosed copies of records of time and
materials).
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 7 of 34

6. If, on an average basis calculated each quarter, less than the specified hours are spent in the
Building performing weekly maintenance, the Contractor's invoice payments will be suspended
until specified time commitments have been met.
7. Any repairs involving labor and/or materials not covered by the maintenance contract will require
an IC134 form for the Department of Revenue, AND must be pre-arranged and approved by
Dakota County, before proceeding. Otherwise, payment for these services will not be made.
8. Warranty: So long as the Equipment is maintained by Contractor pursuant to this Agreement,
the Contractor warrants that the Equipment shall operate in accordance with the manufacturer's
specifications for the particular model.
9. The Contractor warrants that all maintenance work shall be performed in a professional and
workmanlike manner and that all materials used or incorporated in the maintenance work will be
new and shall be free of material defects or faults. The Contractor further warrants that all
workmanship shall be in accordance with the National Electric and/or American Standard Safety
Elevator, Dumbwaiter and Escalator codes, the National Fire Protection Association (N.F.P.A.)
code and all other applicable codes. All maintenance work not in conformance with this
Agreement, including substitutions not properly approved and authorized, shall be considered
defective.
10. The Contractor shall promptly correct all maintenance work rejected by the Owner as defective
or as failing to conform to this Agreement whether observed before or after completion. The
Contractor shall bear all costs or correcting such rejected maintenance work.
ALL REPAIR work must be pre-approved by the Regional Supervisor.
Note: Contractors must be registered with the Minnesota Secretary of State and authorized to do business in the
State of Minnesota.
Please note: All labor related services performed on County property require a Certificate of Insurance,
evidencing Commercial, General, and Business Automobile Liability in amounts no less than $2,000,000 per
Occurrence and Statutory limits of Workers' Compensation.
Certificates are to be provided to the County PRIOR to beginning work under this release.
Disruption of Work
Work which is noisy or creates unusual odors or dust will be completed after hours, on weekends, or during
business hours with prior approval from the site supervisor.
PAYMENT OF SERVICES
The contractor shall submit an invoice reflecting all services performed or provided based on the prices submitted
on the quote form. Send invoices to:
facilitiesinvoices@co.dakota.mn.us or
Dakota County Facilities Management
1590 Highway 55
Hastings, MN 55033
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 8 of 34

EXHIBIT A
PERFORMANCE REQUIREMENTS
Hydraulic Elevators
A. Door Performance
Door Opening Time: measured from start of door open until doors are in the fully opened position.
Door Closing Time: measured from start of door close until doors are fully closed.
Door Width
(In Inches) Side Open Center Open Side Open Center Open
36 Inches 2.8 1.9 3.3 Approximately 2.1 Approximately
42 Inches 3.1 2.1 3.7 Approximately 2.4 Approximately
48 Inches 3.5 2.2 4.5 Approximately 2.9 Approximately
All door speeds and pressures must meet requirements of all applicable codes and ADA requirements.
Door closing kinetic energy shall be reduced to 2 2 ft. lbs. or less when door protective device is
rendered inoperative.
B. Floor - to - Floor Times
Measured from the time the doors start to close until the elevator is approximately level at the next floor
w i t h the doors 3/4 open. Times shown are for 12' floors. Adjustment is needed per the last row on
chart for travel differential.
DOOR WIDTH (f.p.m) 100 125 150 175 200
Side Opening 36 Inches 15.5 14.5 13.5 12.5 11.5
Side Opening 42 Inches 16.5 15.5 14.5 13.5 12.5
Side Opening 48 Inches 17.5 16.5 15.5 14.5 13.5
Center Opening 36 Inches 13.5 12.5 11.5 10.5 9.5
Center Opening 42 Inches 14.0 13.0 12.0 11.0 10.0
Center Opening 48 Inches 14.5 13.5 12.5 11.5 10.5
Adjustment 12 feet 0 inches 0.60 0.50 0.40 0.30 0.20
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 9 of 34

EXHIBIT B
PERFORMANCE REQUIREMENTS
Traction Elevators
A. Door Performance
Door Opening Time: measured from start of door open until doors are in the fully opened position.
Door Closing Time: measured from start of door close until doors are fully closed.
Door Width
(In Inches) Side Open Center Open Side Open Center Open
36 Inches 2.8 1.7 3.3 Approximately 2.1 Approximately
42 Inches 3.1 2.0 3.7 Approximately 2.4 Approximately
48 Inches 3.5 1.9 4.5 Approximately 2.9 Approximately
All door speeds and pressures must meet requirements of all applicable codes and ADA requirements.
Door closing kinetic energy shall be reduced to 2 2 ft. lbs. or less when door protective device is
rendered inoperative.
B. Floor - to - Floor Times
Measured from the time the doors start to close until the elevator is approximately level at the next floor
w i t h the doors 3/4 open. Times shown are for 12' floors. Adjustment is needed per the last row on
chart for travel differential.
DOOR WIDTH (f.p.m) 250 300 350 450 500 700
Side Opening 36 Inches 11.5 11.1 10.9 10.2 9.8 9.8
Side Opening 42 Inches 12.4 12.1 11.9 11.2 10.8 10.8
Side Opening 48 Inches 13.5 13.1 12.9 12.2 11.8 11.8
Center Opening 36 Inches 9.6 9.3 9.1 8.5 8.0 8.0
Center Opening 42 Inches 10.2 9.8 9.6 9.0 8.5 8.5
Center Opening 48 Inches 10.9 10.3 10.1 9.6 9.0 9.0
Adjustment 12 feet 0 inches 0.25 0.20 0.20 0.18 0.18 0.18
Performance Requirements the Contractor shall maintain the original contract speeds for each elevator, and
performance time, which include acceleration and deceleration as designed and installed by the manufacturer.
Contractor shall perform the necessary adjustments as required to maintain the Performance Criteria as
specified in Exhibit A "Hydraulic Elevators" section or Exhibit B "Traction Elevators" section.
The Contractor agrees to maintain the following minimum performance requirements of the elevators as
designated.
End of Scope of Work and Specifications
RFQ Elevator Inspections and Maintenance Services 2027-2028 Page 10 of 34