Five Questions to Ask Before Signing an Elevator Modernization Proposal in Pennsylvania
A practical guide for building owners, property managers, and facility teams
If you own or manage a building in Pennsylvania and are considering an elevator modernization, you may already have a proposal in hand. And while the proposal may look complete, it could be leaving out important details, such as which code applies, what’s included and excluded, whether the equipment limits future service options, and who is responsible for work outside the contract.
Pennsylvania’s updated elevator regulations take effect December 20, 2026, and adopt ASME A17.1-2016 with state-specific modifications for covered work. Permit applications submitted before that date generally remain subject to ASME A17.1-2000 with the 2002 addenda, while applications submitted on or after that date generally fall under the updated rules.
For more on the broader inspection and testing changes, see ATIS’s Pennsylvania elevator code update.
This article focuses on the proposal and procurement decisions owners should make before signing.
In general, existing elevators do not need to be modernized simply because the code has changed. However, a modernization project may entail repairs, replacements, and alterations that are subject to different requirements. The applicable code, permit timing, equipment, and project scope can all affect the final cost. That makes it especially important to have a complete, accurate proposal as Pennsylvania transitions to the new rules.
Key Takeaways
Pennsylvania’s updated elevator code takes effect December 20, 2026, and adopts ASME A17.1-2016 with state-specific modifications.
The project scope and permit application date help determine which requirements apply.
A thorough proposal should clearly identify inclusions, exclusions, permits, testing, fees, and work assignments.
Qualified contractors should price the same scope of work so you can compare their proposals fairly. Some contracts may require proprietary parts or limit your choice of service providers. If you work with an independent advisor, they should also be transparent about any financial relationships that could influence their recommendations.
Understanding the Pennsylvania Code Transition
The Pennsylvania Department of Labor and Industry oversees elevator safety, permitting, and inspections. Under the updated rules, the new technical standards generally apply to covered permit applications submitted on or after December 20, 2026. Equipment with a certificate of operation issued before that date may remain in use as long as the conditions in the regulation are met. The detailed requirements appear in Pennsylvania Code Chapter 405.
If you’re an owner reviewing a modernization proposal, the issue isn’t simply the code change. The important questions to consider are which requirements apply to the planned work, when the permit application will be submitted, and whether the proposal includes all related responsibilities. If those assumptions are missing, the quoted price may not represent the full project cost.
Five Questions to Ask Before You Sign an Elevator Modernization Contract
1. Does the proposal identify the applicable code and permit requirements?
A proposal should identify the code edition and permit requirements used to develop the scope. It should also explain which compliance requirements are included, which are excluded, and whether you must separately budget for permit fees, acceptance testing, inspection coordination, electrical work, fire alarm work, emergency power work, or other supporting services.
This is particularly important for projects priced before December 20, 2026, but submitted for permit on or after that date. An older proposal may need to be reviewed against the rules in effect when the application is submitted. Because the applicable requirements can vary by project, do not assume that a modernization proposal is ”up to code.”
Ask This: What code edition and permit date is this proposal based on, what compliance items are included or excluded, and who is responsible for permits, testing, inspections, and related building work?
2. Is the specification performance-based or product-based?
A performance-based specification defines the results an elevator must deliver, such as speed, capacity, reliability, safety, maintainability, and acceptable equipment characteristics. Qualified contractors can then propose solutions that meet the same requirements. A product-based specification, on the other hand, names specific brands, models, or systems and may limit which contractors can bid.
Naming a product is not necessarily a problem. In fact, existing conditions, compatibility needs, or owner standards may justify it. The concern is whether the specification creates unnecessary dependence on one original equipment manufacturer (OEM), and whether that dependence affects access to replacement parts, diagnostic tools, software, technical support, and competitive maintenance after the warranty ends.
Ask This: Does this specification describe the performance we need and allow reasonable alternatives, or does it require proprietary equipment? How will the choice affect parts availability and our ability to choose from multiple service providers in the future?
3. Have qualified contractors priced the same written scope?
A structured request for proposal (RFP) gives qualified contractors a clear, consistent scope to process. ATIS helps owners develop RFPs, define the scope and requirements, solicit comparable proposals, and evaluate the results.
But competitive bidding doesn’t just mean trying to get the lowest price. It provides an apples-to-apples comparison of scope, exclusions, alternatives, qualifications, schedule, warranty, commercial terms, and long-term service requirements.
Ask This: Did qualified contractors price the same scope, and who is managing clarifications, bid comparisons, interviews, and negotiations?
4. Who prepared the proposal, and how are they paid?
A proposal prepared by the current maintenance contractor, an OEM, or another vendor can contain useful technical information, but it may also be one-sided. That doesn’t mean the company isn’t trustworthy, but it’s something to consider before accepting the proposed scope.
Ask each company to disclose financial relationships with the contractors, manufacturers, and service providers they recommend. An independent elevator consultant like ATIS can evaluate those recommendations, develop a competitive specification, and help determine which work is necessary and which is optional.
Ask This: Does anyone advising us on scope, equipment, or contractor selection have a financial interest in the products, parts, or services being recommended?
5. Does the scope address the complete project, not just the elevator equipment?
Modernization often involves more than the controller, machine, pump unit, or door equipment named in a contractor's proposal. A good plan looks at the entire system, explains what will be retained and replaced, considers the condition of the entire system, and identifies what it will take to get the elevator back into safe, reliable operation. It also considers how the work will impact building operations and the people who depend on using the elevator.
Depending on the building and scope, review whether the proposal addresses:
Machines, motors, controllers, door equipment, fixtures, safety devices, wiring, and retained components
Accessibility, emergency communication, fire alarm, emergency power, security, card access, and other systems
Architectural, electrical, mechanical, demolition, patching, and finish work needed
Permits, testing, inspections, documentation, training, and final acceptance
Elevator downtime, tenant or occupant impacts, temporary arrangements, staging, and schedule assumptions
Warranty coverage, maintenance during construction, and the post-modernization service agreement
Ask This: Has an independent assessment evaluated the full system and the supporting building work, or does this proposal address only the items identified by the contractor?
Proposal Comparison Checklist
Before comparing prices, make sure that every proposal clearly identifies the following:
Base scope, alternates, allowances, exclusions, and retained equipment
Applicable code and permit assumptions
Work performed by others and who is responsible for each item
Project schedule, shutdown periods, lead times, and milestone dates
Testing, inspections, fees, documentation, and who is responsible for final acceptance
Warranty terms and maintenance responsibilities before, during, and after the work
Proprietary parts, tools, software, or service access
Payment terms, escalation provisions, change-order rules, and any contract exceptions
Work With an Independent Elevator Consultant
ATIS provides independent guidance to owners planning modernization projects in Pennsylvania and nationwide. Our consulting fees are not tied to equipment sales or installation, so our recommendations are based on what makes sense for your elevator and building—not what needs to be sold. We help you assess existing equipment, define the scope, develop project requirements, solicit competitive bids, negotiate terms, and oversee the project through completion. Talk to an ATIS elevator consultant before you commit to a modernization proposal.
Frequently Asked Questions
Does the 2026 code update require every Pennsylvania elevator to be modernized?
No. Existing elevators generally are not required to be modernized just because the code has changed. However, existing equipment must still meet applicable maintenance, inspection, and testing requirements. Planned repairs, replacements, or modifications should be reviewed separately to determine which requirements apply.
Which code edition applies to a modernization proposed in 2026?
The answer can depend on the permit application date and the work being performed. Pennsylvania's updated requirements take effect December 20, 2026, and adopt ASME A17.1-2016 with state-specific modifications for covered work. Owners should have the proposal and permit strategy reviewed before moving forward rather than relying only on the proposal date.
Disclaimer
This article is for general informational purposes only. It does not constitute legal, engineering, or code-compliance advice. Building owners should consult qualified professionals regarding requirements applicable to their specific project, equipment, permit, and jurisdiction.