The Village of Arlington Heights owns and operates 15 elevators located in public buildings and parking garages. On September 23, 2020, the Village held a public bid opening for Elevator Maintenance.  Six bids were opened and publicly read aloud.  The bids ranged from $64,523 to $150,571, with Mid-American Elevator Inc. offering the lowest bid of $64,523 total for all three years of the proposal.

This contract is a lump sum bid award, payable in monthly installments for regularly scheduled preventative maintenance and required testing of the elevators. In addition to the preventative maintenance costs, the total amount expended for these services in any year will include costs to repair equipment as the need arises. The proposal includes an hourly rate for these repairs. 

The 2020 Public Works Operating Budget for Equipment Maintenance Account has $333,100 for various equipment maintenance items, which includes this contract.  Historically, additional repair costs have ranged between $2,000 to $28,000 in addition to the preventative maintenance costs.  Staff has successfully worked with Mid-American Elevator in the past and a recent Elevator Condition Assessment noted the maintenance has been performed at a high standard, and therefore staff recommends award.  It is also recommended that the Village Board reject the bid from Anderson Elevator, due to the company not quoting prices correctly, Anderson has confirmed that they misquoted their annual costs.

Funding for these services is available in Account No. 101-7101-531.21-02.

RECOMMENDATION

It is recommended that the Village Board approve a three-year contract totaling $64,523 for elevator scheduled preventative maintenance and annual repair costs to Mid-American Elevator Inc. of Chicago, Illinois, and authorize staff to execute the necessary documents.