Elevator Maintenance

CITY OF MADISON
REQUEST FOR PROPOSALS
RFP #: 15013-0-2026-BP
Title: Elevator Maintenance
City Agency: City-Wide
Due Date: October 9, 2026
2:00 PM Central Time
Our Madison - Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
1 OPPORTUNITY AND WELCOME
Thank you for your interest in bidding on a City of Madison contract opportunity. The City's mission is to
provide the highest quality service for the common good of our residents and visitors.
The City of Madison is seeking proposals from qualified vendors for Elevator Maintenance.
Thank you for considering this opportunity to work with the City and further our mission!
2 IMPORTANT INFORMATION
DEADLINE FOR PROPOSALS: October 9, 2026 at 2:00 PM Central Time.
The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on
the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.
RFP NAME: Elevator Maintenance
MANDATORY SITE September 8, 2026, at 8:30 AM and
September 9, 2026, at 8:30 AM
VISITS:
DEADLINE FOR The deadline for questions is September 14, 2026 at 2:00 PM Central Time.
Questions and/or inquiries must be submitted by email.
QUESTIONS:
The City's answers to your questions will be posted as an addendum by
CITY'S ANSWERS
September 21, 2026. You must check the bid distribution websites for any
POSTED BY:
addendums.
DUE DATE FOR October 9, 2026
PROPOSALS: 2:00 PM Central Time
BID DISTRIBUTION https://vendornet.wi.gov/Bids.aspx
WEBSITES:
https://www.demandstar.com/
Brian Pittelli
Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
CONTACT
Madison, WI 53703-3346
INFORMATION:
Phone: (608) 267-4969
Email: bpittelli@cityofmadison.com
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
Table of Contents
1 OPPORTUNITY AND WELCOME ................................................................................................... ii
2 IMPORTANT INFORMATION .......................................................................................................... ii
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON ............................ 1
Official Bid Distribution Websites - IMPORTANT ............................................................... 1
Contact Information ............................................................................................................. 1
4 OUR PURCHASING VALUES ......................................................................................................... 2
Local Preference Purchasing Policy ................................................................................... 2
Equity in Contracting ........................................................................................................... 2
Equitable Hiring & Affirmative Action Plan .......................................................................... 2
Limitations on Nuclear Weapons Producers ....................................................................... 2
Sweatfree Purchasing ......................................................................................................... 2
5 SCOPE OF WORK AND REQUIRED INFORMATION ................................................................... 3
Scope of Work ..................................................................................................................... 3
Required Information and Content of Proposals [55%] ...................................................... 3
Pricing and Listing of Units [40%] ....................................................................................... 4
Local Vendor Preference [5%] ............................................................................................ 4
Basis for Selection .............................................................................................................. 4
6 HOW TO SUBMIT YOUR PROPOSAL ........................................................................................... 5
Proposal Checklist .............................................................................................................. 5
Submit your Proposal by the Deadline................................................................................ 5
Format ................................................................................................................................. 5
Questions ............................................................................................................................ 6
Addendum (Changes or Clarifications to this RFP) ............................................................ 6
Multiple Proposals ............................................................................................................... 6
Changing or Withdrawing your Proposal ............................................................................ 6
Correcting Errors in your Proposal after the Due Date ....................................................... 6
No Exceptions from Bidders ............................................................................................... 7
You are Responsible for all of your Costs in Making a Proposal ........................................ 7
Public Records and Trade Secrets ..................................................................................... 7
7 RULES FOR THE SELECTION PROCESS .................................................................................... 8
8 LEGAL CONTRACT REQUIREMENTS .......................................................................................... 9
Sample Contract ................................................................................................................. 9
Affirmative Action Requirements for Contractors ................................................................ 9
Insurance ............................................................................................................................ 9
Sample Contract
Appendix A
Form A: Price Proposal and Signature Affidavit
Form B: References
Form C: Vendor Profile
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON
Official Bid Distribution Websites - IMPORTANT
The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and
announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of
Madison bids.
These two websites are the only places to get the official RFP and updates to the RFP.
Updates and addendums will only be posted on these websites. It is your responsibility to check the
websites for updates and "addendums." An addendum is a document that answers questions from
bidders. It could make important changes to the RFP. If the addendum requires a response, and you
fail to respond to it, you could be disqualified.
State of Wisconsin State of Wisconsin and local government bid network. Registration is
VendorNet System free. Search for City of Madison in the Agency search field.
VendorNet link https://vendornet.wi.gov/Bids.aspx
DemandStar by Onvia National bid network. Free subscription is available. Sign up for the
free "Basic Plan" and select Wisconsin Association for Public
Procurement (WAPP) as the agency to access City of Madison RFPs.
DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-
purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-
86ec-401cd5abf736/
Register on DemandStar www.demandstar.com/app/registration
Contact Information
City of Madison Purchasing Brian Pittelli
Contact (Buyer) Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
Madison, WI 53703-3346
PH: (608) 267-4969
bpittelli@cityofmadison.com
Questions about Affirmative Contract Compliance, Department of Civil Rights
Action Plans 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building
Madison, WI 53703
PH: (608) 266-4910
dcr@cityofmadison.com
Email note Some email to the City gets lost in "spam."
If you send the City an email and you do not hear back within 3 days,
please call the Buyer at (608) 267-4969.
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
4 OUR PURCHASING VALUES
Local Preference Purchasing Policy
The City of Madison gives preference to local vendors and suppliers. You must be registered with the City
as a local vendor by the RFP due date to get preference points. Learn more and register at the City of
Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/
If you are a local vendor, be sure to complete the Local Vendor section on Form C.
Equity in Contracting
The mission of the City of Madison is to provide the highest quality service for the common good of our
residents and visitors. The City's values include
* Equity - fairness, justice and equal outcomes for all, and
* Shared prosperity - where all are able to achieve economic success and social mobility.
It is our goal to spend money equitably, including among businesses owned by women, people of color,
and small businesses. Our contractors should reflect shared dedication to equity in their work and
employment practices, and we invite you to become part of this mission!
Equitable Hiring & Affirmative Action Plan
Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our
contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual
contracts with the City (each calendar year) must submit an Affirmative Action Plan.
Information about the Affirmative Action Plan and how to comply is found here:
https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers
Or call the Affirmative Action Division at (608) 266-4910.
See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.
Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin
if you have 15 or more employees. You must agree to interview candidates that we refer to you through
our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:
http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-
raise-program
The job posting requirement is found in Section 13 A. of the Sample Contract.
Limitations on Nuclear Weapons Producers
It is the City's policy not to make purchases from companies that produce nuclear weapons, or their
subsidiaries. See Common Council Resolution 79719 for more information.
Sweatfree Purchasing
It is the City's policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors
who source their materials from sweatshops, where labor practices are inconsistent with international
standards of human rights. See Madison General Ordinances Section 4.25
(https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--
10_CH4FI_4.25PRITAP) for more information.
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
5 SCOPE OF WORK AND REQUIRED INFORMATION
Scope of Work
Please review Appendix A, which lists the scope of services.
Required Information and Content of Proposals [55%]
Proposals should be as thorough and detailed as possible so that the City may properly evaluate your
capabilities to provide the required services; however, proposals need not exceed 10 (ten) pages. Please
note that resumes will not count towards the 10-page limit. Responses must be in the same sequence
and identified with the corresponding question number (Example: Question 1, Question 2, etc.). The
percentage of the total score that each question is worth is listed as [x%] in each question.
1. Provide a brief overview of the general background and services provided by your firm,
description of organization structure, and experience in serving governmental entities. [10%]
2. State organization's size: local, regional, national and international, in relation to providing
services requested in this RFP. State the location of the office from which this engagement will be
serviced and the range of activities performed at that office. [10%]
Include the following information:
A) Dunn & Bradstreet No.
B) Business Established Year
C) Years Under Current Ownership
D) 2025 Total Local Revenue
E) 2025 Local Service Sales
F) Total Local Number of Employees
3. Field Personnel. Please list the following in your proposal: [10%]
A) Total Number Madison Service Routes
B) Total Madison Area Units under Contract
C) Primary Mechanic for this Account
D) Miles from Residence to State Capitol (use 2 E Main St, Madison, WI 53703 as address)
E) Number of years as Mechanic
F) Number of years in Elevator Trade
G) Secondary Mechanic for this Account
H) Number of years as Mechanic
I) Number of years in Elevator Trade
4. Describe method of allocating manpower for night or weekend callbacks and number of total pool
of available service mechanics. [10%]
5. Technical Competence and Support: [15%]
A) What is your Maintenance Parts Inventory in total dollars?
B) Describe your commitment to supporting the maintenance of the specific equipment located at
City of Madison facilities, through capabilities of Contractor.
Include at a minimum for each of the various models of control equipment: Kone LCE, GAL
Manufacturing GALaxy, Dover relay hydro, MCE Motion 4000, Kone Miprom, Kone KCM,
Schindler Miconic HX, Schumacher SS5-PLC, Savaria Concord:
* Primary mechanic's hands-on experience with control equipment
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
* Formal technical training and manuals for these products.
* Availability of handheld diagnostic tools for interfacing with elevator controls.
* Your ability to successfully complete ALL applicable Category 1 and Category 5 tests.
* Location of nearest Electrical Engineer or Technical Field Operations support.
* Expected typical turnaround time for printed circuit board repairs and for the repair AC
or DC drives.
C) Provide instructions and 24-hour telephone numbers for requesting callback service. Indicate
location of call center (local or national answering service).
Pricing and Listing of Units [40%]
Please reference and complete Form A2: Cost Proposal Excel Workbook which has pricing for each
location and unit, as well as hourly rates and pre-paying discounts. Please return this as an Excel
workbook, do not send it as a pdf.
Local Vendor Preference [5%]
Madison has a local preference purchasing policy that grants a 5% scoring preference for firms based in
Dane County. Please complete the checkbox on Form C: Vendor Profile. Note that the main/prime
contractor must be a local company. Secondary/subcontractors are not eligible to receive credit as local
vendors.
Proposers seeking to obtain local preference must register online prior to the proposal due date at:
https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/
Basis for Selection
Proposals shall be evaluated using the following criteria:
Refer to Criteria Point Value
5.2.1 Overview 10
5.2.2 Business Information 10
5.2.3 Personnel 10
5.2.4 Manpower Allocation 10
5.2.5 Technical Competencies 15
5.3 Pricing 40
5.4 Local Preference 5
Total Points 100
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
6 HOW TO SUBMIT YOUR PROPOSAL
Proposal Checklist
Required Documents to Submit:
Answers to Questions in Section 5.2
Required Forms to Submit:
Form A: Price Proposal and Signature Affidavit
Form A2: Pricing Excel Workbook
Form B: References
Form C: Vendor Profile
RFP ADDENDUM
Check the bid websites for any addendum. See Section 3.1.
* You can use the area below to track addendums.
* An addendum might require you to submit additional documents. Make sure to read it
carefully and send any additional documents.
Have you
submitted any
Addendum # (if any) Have you read it? documents
required by the
addendum?
Addendum # _______
Addendum # _______
Submit your Proposal by the Deadline
Submit your proposal by email to City of Madison Purchasing Services by October 9, 2026 at 2:00 PM
Central Time.
* Make sure your proposal is complete (see checklist above) and readable.
* Include RFP 15013-0-2026-BP in the email subject line.
* Email proposals to: bids@cityofmadison.com
* Do not send your proposal to any other City email or agency
* If you cannot send your proposal by email, please contact the Buyer at (608) 267-4969
You must include RFP 15013-0-2026-BP on your proposal and all other communication to the City. For
email, include RFP 15013-0-2026-BP in the subject line.
For example, an email subject line could read: RFP 15013-0-2026-BP Elevator Maintenance Questions
Format
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
* Electronic - proposals are submitted electronically. Exceptions can be made for paper
submittals but you must contact the Buyer ahead of time to make those arrangements.
* Legible and readable - if not the City might reject it.
* Simple - not necessary to include elaborate/ high tech/ expensive graphics or similar features.
* Complete - your proposal must include all required sections and forms. See checklist.
Questions
You can ask questions about the RFP until the deadline for questions of September 14, 2026 at 2:00
PM Central Time.
Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFP 15013-0-
2026-BP in the subject line.
Any questions that are asked in person, over the phone, or on-site visits, and subsequently answered by
City staff are considered "off the record" and "unofficial". The only official answers must be submitted
through email and answered on the addendum(s).
We post answers to bidder questions as an addendum on the bid websites. Check the websites
regularly.
Addendum (Changes or Clarifications to this RFP)
RFP addendums make clarifications, answer bidder questions, make changes to RFP timeline, and
provide other important information. Addendums are posted on the bid websites listed in Section 3.1.
IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit
additional information. Your proposal could be disqualified if you do not:
* Check the bid websites regularly during the posting period
* Read all addendum
* Follow the instructions in the addendum
Multiple Proposals
You may submit more than one proposal if you are proposing more than one way to fulfill the scope
requested by this RFP. If so, each proposal must meet the requirements of the RFP. Clearly label each
proposal by number (Proposal #1, Proposal #2) and submit each separately.
Changing or Withdrawing your Proposal
You may make changes to your proposal before the due date of October 9, 2026 at 2:00 PM Central
Time.
You may withdraw your proposal before the due date. After the due date, no proposals may be withdrawn
for 90 days or as otherwise provided by law.
Correcting Errors in your Proposal after the Due Date
The City will notify you if we believe you made an error in your proposal and may allow you to correct the
error. The City will decide if correcting the error is in the City's best interest, is fair to the other bidders,
and preserves competition. The City will decide whether an error can be corrected and will notify you.
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REQUEST FOR PROPOSALS RFP 15013-0-2026-BP
No Exceptions from Bidders
Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that
take exceptions or don't follow the requirements of this RFP. If you ask to change the requirements,
specifications, sample contract, or legal terms, that is considered an "exception." A statement that you will
not or cannot comply with any part of this RFP or the sample contract will also be considered an
"exception." (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will
make this clear, and that is not considered an "exception.")
You are Responsible for all of your Costs in Making a Proposal
You participate in this RFP at your own expense. You may be asked to attend virtual or in-person
meetings, make presentations, give demonstrations, inspect City locations, or make your facilities
available for a site inspection. The City will not pay any costs incurred in your preparation of bids, even if
this RFP is changed or cancelled.
Public Records and Trade Secrets
Your response to this RFP is a public record. Wisconsin and other public records laws may require the
City to share your proposal or the resulting contract if someone makes a public records request. If a
public records request is made, the City's Records Custodian applies the law to decide whether the
record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few
exceptions to disclosure under Wisconsin law. One exception is for "trade secrets" as defined by sec.
134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by
Wisconsin law if you think any part of your proposal might be a "trade secret." The City cannot give
private legal advice to you. Most things will NOT meet this exception.
You may label items you believe meet this definition as a "trade secret" and submit them separately from
the rest of your proposal, but the City cannot guarantee that information will be treated as a trade
secret or confidential.
Things that are not considered confidential: your proposal or bid in its entirety, price proposal, pricing
information, references, or the resulting contract. This is not a complete list.
Preserving competition: To the extent permitted by law, the City intends to withhold proposals under
this RFP from public view until competitive or bargaining reasons no longer require it, in the City's
opinion. At that time, all proposals will be available for review in accordance with public records laws.
The City will not provide advance notice to bidders prior to releasing any requested public record.
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