Elevator Service Contract RFP Template
Monthly maintenance + emergency call-out contract for one or more elevators.
Your existing elevator service contract is up for renewal, or you're tired of the incumbent's service. Multi-year contracts dominate this category — switching is rare so it's worth doing right.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Elevator Service Contract — [Property Name] — [#] elevators
[#]-year service contract for [#] elevators at our [property type]. Monthly preventive maintenance, emergency call-out, and TSSA-required annual inspections.
Scope of work
Scope of work: - Monthly preventive maintenance per ASME A17.1 / CSA B44. - All wear-item replacement (cables, brake pads, rollers, controllers per OEM schedule). - 24/7 emergency call-out, [X]-hour response time guarantee. - Annual TSSA inspection coordination and certificate. - Modernization recommendations and reserve-fund input. - Online customer portal with service log and call-out history. Inclusions (full-maintenance contract): - All parts and labour included (vs. parts-not-included "oil & grease" contracts). - Major component replacement up to $[X] per elevator per year. - Major modernization quoted separately. Out of scope: - Modernization / upgrades. - Cab interior finishes. - Vandalism repair. Service standards: - Response time: [X] hours non-emergency / [X] minutes emergency (entrapment). - Uptime target: [X]% per elevator per month. - Penalty / credit clause for missed uptime targets.
Standard requirements
- TSSA-licensed elevator mechanic. - $5M general liability insurance. - WSIB clearance. - 24/7 dispatch capability with local mechanics (not just call centre). - Online customer portal. - Three references for similar building types in the last 2 years. - Transparent escalation path if our concerns aren't addressed.
Suggested timeline
- 1
RFP open
30 days (longer due to multi-year nature of contract).
- 2
Shortlist + site walk
Top 3 walk site, inspect equipment, propose maintenance plan.
- 3
Award
Within 2 weeks of site walks.
- 4
Contract term
Typical 1–3 years with renewal options. 90-day termination clause preferred.
- 5
Start date
Aligned with current contract end date.
Site access & logistics
Mechanical room access via [location]. Pit access via main floor. Coordinate maintenance during off-peak hours where possible.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Full-maintenance vs. oil-and-grease contract — what do you recommend and why?
- Per-elevator monthly rate?
- What's your emergency response time guarantee, and what happens if you miss it?
- What's your local mechanic-to-elevator ratio?
- What's included vs. add-on for major component replacement?
- Do you offer an online customer portal? Can we see a demo?
- What's the contract termination clause?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Per-elevator monthly cost.
- 2.Coverage scope (full vs. partial maintenance).
- 3.Response time guarantees and accountability.
- 4.Local mechanic depth.
- 5.Customer portal quality.
- 6.Termination flexibility.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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