September 2, 2025
Public Works
DATE: September 2, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works, Operations and Maintenance
Will Santana, Stationary Engineer Supervisor
Subject:
Contract with San Francisco Elevator Services, LLC for
As-Needed Elevator Maintenance, Service, and Repairs.
FINANCIAL IMPACT: The proposed total three-year term not to exceed cost of $225,000, with the option to extend for two one-year
terms not to exceed $150,000 is included within the
approved fiscal year 2025-2026 Public Works – Facilities budget and will be budgeted accordingly in subsequent
fiscal year budgets (Account String: 01232431 –
400383).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City of Richmond operates multiple elevators in Civic Center Plaza and other municipal facilities that require regular preventive maintenance, timely repairs, and
code-compliant inspections to ensure safety,
accessibility, and uninterrupted service for staff and the public. With the current service agreements nearing
expiration, it is necessary to award a new contract to a qualified vendor to continue these essential services
without interruption.
AGENDA
REPORT
September 2, 2025
RECOMMENDED ACTION:
ADOPT a resolution approving a contract with San
Francisco Elevator Services, LLC, for elevator
maintenance, service, and repairs for a three-year term, in a total not-to-exceed amount of $225,000, with the
option to extend for up to two additional one-year terms in a total not-to-exceed amount of $150,000, and
AUTHORIZE the city manager or their designee to
execute the contract and any necessary amendments –
Public Works Department (Daniel Chavarria/Darin
Fitzpatrick/Will Santana 510-231-3008).
DISCUSSION:
The Public Works Department issued a Request for Proposals (RFP) on April 17, 2025, through the City’s BidsOnline System for qualified elevator maintenance contractors.
The RFP was publicly posted, with 352 vendors notified, and three complete proposals were received by the June 5, 2025, deadline.
The scope of work includes:
Routine preventive maintenance and inspections for passenger and freight elevators Compliance with all applicable building codes, safety regulations, and manufacturer guidelines
Emergency repair response within two hours of notification Detailed annual reporting of inspections, repairs, and maintenance activities Provision of all labor, materials, and equipment needed to perform services to industry standards
Elevators covered under this agreement are located at:
333 12th Street (Parking Garage)
330 25th Street (Employment & Training)
325 Civic Center Plaza (Main Library)
403 Civic Center Plaza (Auditorium)
440 Civic Center Plaza (Council Chambers)
450 Civic Center Plaza (City Hall)
400 Nevin Street (Nevin Plaza)
Bid Evaluation and Selection Process:
Proposals were evaluated by a panel of three Public Works subject matter experts using the criteria published in the RFP, totaling 100 points plus a potential 5-point Richmond Business Enterprise (RBE) incentive. The criteria included:
1. Experience – 20 points
2. Qualifications – 20 points
3. Organization – 20 points
4. Approach – 20 points
September 2, 2025
5. Cost – 20 points
6. Local RBE Incentive – 5 points bonus
Evaluation Results (:
VENDOR AVERAGE SCORE
SAN FRANCISO ELEVATOR
SERVICES, LLC
88 METRO ELEVATOR 75
SHINDLER ELEVATOR 75
San Francisco Elevator Services, LLC received the highest average score of 88 from the evaluation panel, demonstrating superior qualifications, technical expertise, and competitive pricing compared to the other respondents (Attachment 1). The company has a proven record of reliable service delivery, the ability to respond promptly to emergency calls, and experience with municipal elevator systems of similar scale and complexity.
Based on these findings, the Public Works Department recommends City Council adopt a resolution awarding a contract to San Francisco Elevator Services, LLC for elevator maintenance, service, and repairs for a three-year term, in a total not-to-exceed amount of $225,000, with the option to extend for up to two additional one-year terms in a total not-to-exceed amount of $150,000 (Attachment 2 and 3).
DOCUMENTS ATTACHED:
ATTACHMENT 1 – BID SCORING SUMMARY
ATTACHMENT 2 – RESOLUTION
ATTACHMENT 3 – PROPOSED CONTRACT