RFP 26-22-SSP House & Remote Maintenance for Elevators

Description: Moffitt Cancer Center Overview The H. Lee Moffitt Cancer Center and Research Institute, Inc. (“Moffitt”), located in Tampa, Florida, began operations in 1986. As an academic and research medical center, Moffitt is a National Cancer Institute-designated oncology research institute in Florida and one of the Southeast's leading cancer centers. Comprised of two inpatient facilities, ambulatory outpatient surgery centers, ambulatory clinics, a cancer screening facility and research laboratories, Moffitt offers a sophisticated network of services and technologies that assure the citizens of its region convenient, cost-effective, high quality health care. Moffitt’s workforce is currently comprised of a robust group of individuals ranging from full-time and part-time employees, medical residents, volunteers, students and interns, all engaging in varying scopes and projects across the institution. RFP Purpose and Objectives H. Lee Moffitt Cancer Center & Research Institute, Inc. ("Moffitt" or "Purchaser") invites qualified elevator service contractors to submit proposals for a comprehensive five-year preventive maintenance and repair agreement covering the vertical transportation equipment listed in Appendix A. The successful contractor shall provide full-service preventive maintenance, testing, repair, replacement of covered components, emergency response services, code compliance support, and documentation services for Moffitt's elevator portfolio. This RFP is intended to establish a long-term partnership with an experienced elevator contractor capable of maintaining a diverse inventory of traction elevators, hydraulic elevators, machine-room-less elevators (MRLs), dumbwaiters, and wheelchair lifts across multiple Moffitt facilities. The successful contractor shall provide complete preventive maintenance services including all labor, supervision, parts, materials, lubricants, tools, transportation, and technical support required for reliable operation of the equipment. Services shall include but not be limited to: Preventive Maintenance Routine inspections Cleaning Lubrication Adjustments Testing Scheduled maintenance Maintenance Control Program (MCP) compliance Repair and Replacement Repair or replacement of covered components Electrical systems Controllers Drives Motors Brakes Door operators Interlocks Safety devices Traveling cables Governors Hoist ropes and belts Hydraulic system components Communication devices Required Testing Contractor shall perform and coordinate all required code-mandated testing, including: Category 1 Testing Category 5 Testing Annual safety testing Fire service testing Standby power testing Hydraulic pressure relief testing Emergency communication testing Equipment Inventory The portfolio consists of approximately: 42 Elevators 2 Dumbwaiters 4 Wheelchair Lifts Equipment includes: Traction Elevators Hydraulic Elevators MRL Elevators Dumbwaiters Wheelchair Lifts A complete equipment inventory, including state serial numbers, controller types, capacities, and locations, is listed below: House: Elevator # Area State Serial # Original Manufacturer Controller Model Landings Capacity Type 1 SE Garage -1 95558 Kone Smart Rise 9 4500 LBS Ecospace/ Trac 2 SE Garage -2 95559 Kone Smart Rise 9 4500 LBS Ecospace/ Trac 3 MCC-5 35854 MCE / HW / GAL / INNOVATION MCE 4000 6 4500 LBS Traction 4 MCC-6 35855 MCE / HW / GAL / INNOVATION MCE 4000 6 4500 LBS Traction 5 MCC-7 35856 MCE / HW / GAL / INNOVATION MCE 4000 6 4500 LBS Traction 6 MCC-8 36537 MCE / HW / GAL / INNOVATION MCE 4000 6 4500 LBS Traction 7 MCC-3 35853 Schindler/ Haughton MCE 6 3500 LBS Traction 8 MCC-4 35851 Schindler/ Haughton MCE 6 3500 LBS Traction 9 MCC-1 35852 Schindler/ Haughton MCE 6 3500 LBS Traction 10 MCC-2 60169 Schindler/ Haughton MCE 6 3500 LBS Traction 11 MCC-11 (SPD) 35848 General MCE 4 2500 LBS Hydraulic 12 MCC-12 (SPD) 36536 General MCE 4 2500 LBS Hydraulic 14 DW-127 (Dumbwaiter) (SPD) 106398 Matot Matot 2 Dumbwaiter 15 DW-128 (Dumbwaiter) (SPD) 106498 Matot Matot 2 Dumbwaiter 16 MCB-9 62361 Thyssenkrupp TAC50 5 4500 LBS Traction 17 MCB-10 62362 Thyssenkrupp TAC50 5 4500 LBS Traction 18 West Clinic - C1 88276 Kone Smart Rise 5 2500 LBS Traction 19 West Clinic - C2 88277 Kone Smart Rise 5 2500 LBS Traction 20 MCB-5 62359 Thyssenkrupp TAC50 4 3500 LBS Traction 21 MCB-6 62360 Thyssenkrupp TAC50 4 3500 LBS Traction 22 MCB-7 86646 Thyssenkrupp TAC50 4 3500 LBS Traction 23 MCB-8 86647 Thyssenkrupp TAC50 4 3500 LBS Traction 24 Garage North 60639 Kone Smart Rise 7 2500 LBS Traction 25 Garage North 60640 Kone Smart Rise 7 2500 LBS Traction 26 SRB-WCL 1 62800 Thyssenkrupp TVL-S 2 750 LBS WC 27 SRB-WCL 2 62801 Thyssenkrupp TVL-S 2 750 LBS WC 28 SRB-WCL 3 62802 Thyssenkrupp TVL-S 2 750 LBS WC 29 SRB-5 86160 Thyssenkrupp TAC 20 3 2500 LBS Hydraulic 30 SRB-3 86161 Thyssenkrupp TAC 50 5 5000 LBS Traction 31 SRB-4 62357 Thyssenkrupp TAC 50 5 5000 LBS Traction 32 SRB-1 86162 Thyssenkrupp TAC 50 5 5000 LBS Traction 33 SRB-2 62358 Thyssenkrupp TAC 50 6 5000 LBS Traction 34 MRC-Bridge 86178 Thyssenkrupp TAC 20 4 2500 LBS Hydraulic 35 MRC-R5 42466 Otis LRV H 4000 4 4000 LBS Hydraulic 36 MRC-RN 42465 Otis LRV H 4000 4 4000 LBS Hydraulic 37 MRC-Vivarium 49585 Dover DMC 1 3 4500 LBS Hydraulic 61 MKC - 1 101705 Kone KCM 831 6 4000 LBS Traction 62 MKC - 2 101706 Kone KCM 831 6 4000 LBS Traction 63 MKC - 3 101707 Kone KCM 831 6 4000 LBS Traction 64 MKC - 4 101708 Kone KCM 831 6 5200 LBS Traction 65 MKC - 5 101709 Kone KCM 831 6 5200 LBS Traction 66 MKC - 6 101710 Kone KCM 831 3 3500 LBS Traction 67 MKC Garage 1 100961 Kone KCM 831 7 3500 LBS Traction 68 MKC Garage 2 100962 Kone KCM 831 7 3500 LBS Traction 69 MIOMS Lobby 96699 Kone KCM 831 4 2500 LBS Traction 70 MIOMS Frieght 96716 Kone KCM 831 4 4500 LBS Traction 116 MIOMS Gene Eng Wheel Chair Lift 115551 Multilift W/C Remote: Elevator # Area State Serial # Original Manufacturer Controller Model Landings Capacity Type 38 CSB - 1 108193 Thyssenkrupp EVO-TAC32T 8 2500 LBS Belted/ Traction 39 CSB - 2 108201 Thyssenkrupp EVO-TAC32T 8 2500 LBS Belted/ Traction 40 CSB - 3 108195 Thyssenkrupp EVO-TAC32T 8 3500 LBS Belted/ Traction 41 CSB - 4 108196 Thyssenkrupp EVO-TAC32T 8 3500 LBS Belted/ Traction 42 MEB (Elec Building) 112250 Thyssenkrupp TAC32T 3 5000 LBS Traction 43 MSS-1 116515 TKE TAC32T Slim/PMB285 XL 1.75 2 3500 LBS Traction 44 MSS-2 116520 TKE TAC32T Slim/PMB285 XL 1.75 2 3500 LBS Traction 45 MSS-3 116521 TKE TAC32T Slim/PMB285 XL 1.75 3 5000 LBS Traction 91 MIP - #2 98712 Thyssenkrupp TAC 32H 2 3500 LBS Hydraulic 92 MIP - #1 98711 Thyssenkrupp TAC 32H 2 3500 LBS Hydraulic 93 MIP Frieght 98713 Thyssenkrupp TAC 32H 2 5000 LBS Hydraulic 101 MMH Visitor Elevator 111913 Thyssenkrupp EVO-TAC32T 9 4000 LBS Traction 102 MMH Visitor Elevator 111914 Thyssenkrupp EVO-TAC32T 9 4000 LBS Traction 103 MMH Visitor Elevator 111911 Thyssenkrupp EVO-TAC32T 9 4000 LBS Traction 104 MMH Visitor Elevator 111912 Thyssenkrupp EVO-TAC32T 9 4000 LBS Traction 106 MMH Patient/Staff Elevator 111916 Thyssenkrupp EVO-TAC32T 10 5000 LBS Traction 107 MMH Patient/Staff Elevator 111917 Thyssenkrupp EVO-TAC32T 10 5000 LBS Traction 108 MMH Patient/Staff Elevator 111918 Thyssenkrupp EVO-TAC32T 10 5000 LBS Traction 109 MMH Patient/Staff Elevator 111919 Thyssenkrupp EVO-TAC32T 10 5000 LBS Traction 110 MMH Freight Elevator 113164 and 111920 Thyssenkrupp TAC32T 9 8000 LBS Traction 111 MMH SPD Elevator 111921 Thyssenkrupp EVO-TAC32T 2 4000 LBS Traction 112 MMH SPD Elevator 111922 Thyssenkrupp EVO-TAC32T 2 4000 LBS Traction 114 MMH Parking Garage 111548 Thyssenkrupp EVO-TAC32T 3 2500 LBS Traction 115 MMH Parking Garage 111549 Thyssenkrupp EVO-TAC32T 3 2500 LBS Traction MAC/PROTON 117908 TKE TAC32T Slim/PMB285 XL 1.75 2 3500 Traction MAC/PROTON 117909 TKE TAC32T Slim/PMB285 XL 1.75 2 3500 Traction MAC/PROTON 117906 TKE TAC32T Slim/PMB285 XL 1.75 3 5000 Traction MAC/PROTON 117907 TKE TAC32T Slim/PMB285 XL 1.75 4 5000 Traction Contract Term The proposed agreement shall be: Five (5) years in duration. Beginning on a mutually agreed-upon contract start date. Fixed-price for all five years. Renewable upon mutual agreement. Should a successor agreement not be executed upon expiration, services shall continue month-to-month at Year 5 pricing until a new agreement is established. Moffitt reserves the right to add or remove units during the contract term with thirty (30) days written notice. Contract Requirements The selected contractor shall: Staffing Assign a dedicated route mechanic to this portfolio. Provide backup personnel during vacations and absences. Maintain qualified Florida-certified elevator technicians. Notify Moffitt at least thirty (30) days before changing assigned personnel. Uniforms and Identification All personnel must: Wear matching company uniforms. Display company identification badges. Comply with all Moffitt security procedures. Site Access and Check-In Procedures Contractor personnel shall: Park only in designated contractor parking areas. Check in with facility security upon arrival. Sign in and out whenever onsite. Obtain required elevator keys and radios. Carry communication devices during the duration of work. Complete all required maintenance logs before departing. For recurring or major issues, contractor personnel shall meet with Facility Management prior to leaving the site. Service Levels and Response Requirements Monday through Friday 7:00 AM – 4:30 PM Response Times Service Type Response Requirement Normal Callback Within 60 Minutes Passenger Entrapment Within 30 Minutes After-Hours Response Service Type Response Requirement Normal Callback Within 120 Minutes Passenger Entrapment Within 60 Minutes Equipment Reliability Requirements The contractor shall maintain all equipment to provide: Safe operation Reliable service Maximum uptime Long-term asset preservation Compliance with applicable code requirements Equipment Availability Minimum system availability: 99.5% Callback Performance Maximum allowed: Four (4) callbacks per unit annually One (1) entrapment per unit annually Key Performance Indicators The contractor shall be evaluated against the following standards: KPI Requirement Preventive Maintenance Completion 100% Equipment Availability ≥99.5% Callback Response Time (Regular Hours) ≤60 Minutes Entrapment Response Time (Regular Hours) ≤30 Minutes Callback Response Time (After Hours) ≤120 Minutes Entrapment Response Time (After Hours) ≤60 Minutes Audit Deficiency Correction ≤30 Days AHJ Deficiency Resolution ≤90 Days Failure to meet KPI requirements may result in: Financial penalties Service credits Notice to Cure Contract termination Shutdown and Repair Standards Minor Shutdowns Examples include: Door rollers Door belts Safety switches Relays Adjustments Required restoration: Within 24 Hours Standard Shutdowns Examples include: Hydraulic valves Motors Pushbuttons Circuit boards Required restoration: Within 48 Hours Major Shutdowns Examples include: Hoist ropes Drives Gearboxes Major machine components Requirements: Written recovery plan within 48 hours. Restoration in accordance with approved schedule. Reporting and Documentation Contractor shall provide: Maintenance Records Monthly maintenance reports Callback logs Repair histories Testing records MCP documentation Inspection Reports Copies of all inspection reports shall be submitted to Facility Management: Same day as inspection. Corrective action plan within five (5) business days. Digital Reporting Contractor shall provide electronic reporting capable of tracking: Service calls Response times Equipment downtime Maintenance activities Code testing activities Equipment availability Real-time email notifications shall be provided whenever an elevator is restored to service. Obsolescence Requirements Contractors must identify all known obsolete components at the time of proposal submission. For each obsolete item, contractors shall provide: Unit identification Component description Basis for obsolescence determination Estimated replacement cost No additional obsolete component claims shall be accepted during the initial five-year contract term unless specifically identified and accepted during the proposal process. Excluded Work The following items shall generally remain outside the maintenance scope unless otherwise noted: Building electrical feeders Main disconnects Generator systems Fire alarm devices HVAC systems Building structural components Hydraulic jack casings and underground piping Access control systems Damage resulting from vandalism, misuse, or acts beyond contractor control Pricing Respondent must provide a proposal with maximum cost for the proposed product(s), solution(s), and/or service(s) identified within this response to the RFP for the totality of the project as described herein. To the extent desired, additional recommendations and services or options may be included as additions to the project on an optional basis. These optional items shall be priced separate and apart from this RFP. Moffitt will most likely request more details regarding Respondent’s cost proposal during its bid proposal evaluation process. Moffitt understands that the actual costs will be detailed in the final purchase agreement between it and the successful Respondent. However, Respondent Is required to provide a breakdown of all applicable rates, fees, and/or charges for the proposed product(s), solution(s), and/or service(s); detailed by each phase individually, and for the totality of the project, and a proposed payment schedule. Respondent must also include an estimate for any travel expenses that they expect to be charged as part of the project and typical return on investment information, if available, as well as any payment/purchase alternatives (e.g., purchase versus licensing options). Workday Strategic Sourcing RFP Event Contents This RFP package includes the following documents and contents, which require responses as part of the Respondent’s proposal as indicated: 1. Supplier Utilization and Subcontracting Plan – Requires Response 2. Appendix 4 - Response Summary - Requires Response REQUESTED DOCUMENTS Copy of W-9 Form OSHA 300A Logs (last 3 years) EMR Letter Sample Preventive Maintenance Report Sample Monthly KPI Dashboard Technician Certifications Organizational Chart Financial Statements or D&B Report Insurance Certificate Sample Modernization Schedule Healthcare References Local Technician Roster Safety Manual (or summary) RFP Timeline This RFP shall be conducted under the following timeline, which is subject to change only upon prior approval by the Moffitt Purchasing Department and granted to all responsive parties (hereinafter “Respondent(s)” or “Vendor(s)”). Event Date Issuance of Bid September 15th, 2026 Respondent Pre-Submission Conference Call September 22nd, 2026 On-Site Walkthrough Weeks of October 9th and 16th Respondent Questions Due October 23rd, 2026 by 2pm EST RFP Responses Due October 30th, 2026 by 5pm EST Award of Bid TBD On the date indicated above for "RFP Responses Due” in the timeline section of this RFP, Respondent’s bid must be received, online, in accordance with the requirements below, by no later than 5:00 p.m. Eastern Time. RESPONDENT PRE-SUBMISSION CONFERENCE CALL Moffitt will conduct a vendor pre-submission conference call to further clarify and discuss the requirements of this RFP on September 22nd, 2026, at 10:00am EST. Zoom Link: https://moffitt.zoom.us/j/99406446271 Dial in: 305-224-1968. Conference ID: 994 0644 6271. RESPONSE REQUIREMENTS All responses, proposals, communications, and correspondence required during the Request for Proposal process must be routed through the Workday Strategic Sourcing portal. All responses will be confidential. Failure to adhere to this requirement may result in your organization not being considered. Proposals shall include: Company Qualifications Corporate profile Relevant healthcare experience Local office information Number of certified mechanics in the region References from comparable healthcare facilities Staffing Plan Dedicated route mechanic information Florida certification numbers Years of experience Supervisor and management contacts Pricing Provide pricing for: Year 1 through Year 5 maintenance costs Unit add/deduct pricing Standard labor rates Overtime labor rates Team labor rates Obsolete component replacement pricing Pricing shall remain fixed for the full five-year term. Exceptions Any exceptions to this RFP must be clearly identified. Failure to disclose exceptions may result in rejection of the proposal. Award Criteria The award of this RFP is subject to the terms and conditions contained herein, in addition to any supplemental terms and conditions developed by Moffitt during the course of this RFP process to augment purchase order conditions of the purchase. Quality of service, pricing, products, acceptance of Moffitt’s Vendor Contracting Requirements, and other terms of purchase will be an integral part of the decision selection process. Moffitt reserves the right to award this RFP bid, in whole or in part, to the Respondent that can best meet Moffitt’s business and regulatory needs, in Moffitt’s sole and absolute discretion. Moffitt reserves the right to request either all or just a shortlisted group of firms to participate in interviews. Firms may be selected, based on their submittal information, to present their proposal and qualifications to the Moffitt selection committee. Should Moffitt choose to interview firms, firms shall be prepared to make presentations per the RFP timeline. Presentation directions and invitations will be provided at least two (2) days ahead of time. Firms participating in the interview process are asked to have the proposed Project team members who will participate in this project present for this meeting. Moffitt requests that these team members participate in the presentation and respond to the interview questions. Moffitt assumes no responsibility and bears no liability for costs incurred by a Respondent in the preparation and submittal of a bid in response to this RFP.