1. Brainstorm with your team (this must include the stakeholders on the ground who deal with the elevators on a day-to-day basis), to find out the biggest issues you have had with your elevator contractors in the past, and also what Here are a handful that we regularly hear: Elevator Maintenance: Elevator contractor has not fulfilled the contractual obligations of maintenance intervals (ie if the contract is monthly, they are not coming all 12 months, or at least not signing Off their Maintenance Control Program (MCP log) in the machine room, which the TSSA requires). Poor housekeeping and PM – pits are messy (often full of oil), machine rooms are messy; cartop of elevator car is full of dust with no Footprints (code requires getting on cartop); rails not lubed, noisy doors and rollers etc. TSSA Issues – TSSA inspector writes up deficiencies and the contractor does not correct them, so owner gets fined. Lack of management response – cannot reach m Anagement when there are issues that need to be escalated and addressed; lack of sales response; excessive elevator breakdowns. Elevator New Construction or Modernization: Projects not completed on time. Unreasonable extras charged on the project well beyond the “initial price”. Proprietary equipment Installed so that no, or a few, other Elevator Lift contractors can maintain the unit post installation. Inordinate amounts of time project managing the project due to non-cooperation of installing contractor. 2. Create an RFP which addresses each of the concerns. , the RFP should be weighted to effectively deal with the issues that you have had in the past. Here are some examples of how RFPs can be laid out:
Maintenance RFPs
Please provide details of type of elevating devices, contract start/end date, $value of contract, reference contact person, phone and email. (Note: when calling these references, it is important to Ask if contractor is coming as prescribed in the contract, also whether they have frequent TSSA directions that are not being completed, do they have access to senior management when required etc.) Manpower & Management (weighting 15%) – please provide explanation of how You will maintain the elevators, listing the primary site technicians (please upload their TSSA licenses) for the portfolio, and the number of technicians available in the specific region of this contract, for on-call support and repairs. Please also provide a description of All office staff who will be involved in the project, their responsibility, and describe escalation paths for issues. Internal & External metrics of performance (weighting 20%) – please provi De a detailed description of how you track the performance of your technicians, the performance of your portfolio of elevators, and as a contractor as a whole. Please identify all internal and external metrics you use, and provide any actual statistics you have. Any pertinent documents. (Note: the contractor can provide past TSSA statistics, their own internal metrics such as trouble call numbers, and also WSIB reports.) Company Strength & Stability (10%) – Please attach a letter from your financial institution establishing the Financial strength of your company (years as a customer, credit arrangements, lines of credit, NSF activity if any, etc). Please describe the structure of your organization (private, public, % Canadian owned). Provide an organizational chart, including total Number of employees. Price (weighting 30%) – please refer to section X which describes the pricing being requested, and then fill in the pricing information in appendix Y (monthly main Tenance price, and labour rates)