Renew the Existing Bid Submitted by Thyssenkrupp Elevator Corporation - Request for Proposal (RFP) #10036-MST Elevator Preventive Maintenance and Repair (Business Division)

On March 22, 2010, the Procurement Department, in conjunction with the Facilities Maintenance Support Department, issued an RFP for elevator preventive maintenance.  Preventive maintenance consists of inspections, adjustments, and maintenance of elevators, lift systems, and dumbwaiters.  The district has 164 elevators and lift systems.

The initial term for this award was from July 21, 2010 to July 20, 2011, with four additional one-year renewal options, negotiable yearly.  The supplier has agreed to renew for the period beginning July 21, 2011, and ending July 20, 2012; negotiated rates will allow an overall increase of 1.75%.  The Superintendent is authorized to approve the renewal agreement for the terms of the specifications.                      

This agreement has only been in place for 11 months, during which time we incurred expenditures of $188,724.

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team.  Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report.  Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.