Elevator Service Contract RFP Template

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.

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:
- 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.

- 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.

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.

Mechanical room access via [location]. Pit access via main floor. Coordinate maintenance during off-peak hours where possible.

• 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?

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.