BACKGROUND

Request for Proposals were sent out on March 24, 2015 for Elevator Inspection and Maintenance Services. These services are for both new installations and existing elevators to ensure compliance with state laws, rules, codes and standards for elevator safety for commercial buildings and residential homes throughout the Village. Elevators are added, removed and modernized annually. Currently, there are 438 such conveyance systems in the Village. The contractor will be responsible for inspecting the operating conditions of new, existing and altered elevating equipment in accordance with Illinois Elevator Safety Rules and safety codes referenced under American Society of Mechanical Engineers A17.1-3, as required by the Office of the State Fire Marshal.

Proposals were mailed to ten vendors and two responses were received. The first proposal, which is from our current service provider, Thompson Elevator Services, was complete and included a slight decrease in price from the current contract. The second proposal, from City Wide Elevator, did not meet the specifications in terms of providing references and proof of State certification of its inspectors. Thompson Elevator Inspection Services has been a vendor for the Village in the past and has been determined to be a responsible vendor. 

The total annual expense is based on unit prices for the total number of units reviewed in the Village. The volume of inspections varies from year to year. Building Services has a budget amount of $20,500 for inspection services for fiscal year ending 12/31/15 and estimated $30,000 for Fiscal Years 2016 and 2017. Inspection fees are reimbursed to the Village by the property owners.

RECOMMENDATION

It is recommended that the Village Board award a three year contract for elevator inspection and maintenance services to Thompson Elevator Inspection Services of Mount Prospect, IL in an amount not-to-exceed $20,500 for the first year and $30,000 for each of the next two years (2016 and 2017) and authorize the Village Manager to execute all necessary documentation to effectuate the contract.