22C - ELEVATOR MAINTENANCE - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 5, 2019 TITLE: APPROVE CONTRACT AMENDMENTS WITH AMTECH ELEVATOR SERVICES AND EXCELSIOR ELEVATOR FOR ELEVATOR MAINTENANCE AND REPAIR ($124,500) (SPECIFICATION NO. 13-070) {STRATEGIC PLAN NO. 6, 1C} CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to amend the contracts with Amtech Elevator Services and Excelsior Elevator for elevator maintenance and repair services, extending the term through January 31, 2020, and extending the combined contract amount not to exceed $124,500, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On January 21, 2014, Council awarded an elevator maintenance and repair services contract to the lowest bid contractor, Excelsior Elevator for a three- year period with two one-year renewals. The service contract with Excelsior Elevator included regular lubrications, adjustment and replacement of all major and minor parts, prompt and efficient repairs of elevator trouble, as well as the rewind of burned motors and replacement of electric coils. The annual contract amount is $63,500, with term of the original contract set to expire January 31, 2019. A year into the City's contract with Excelsior Elevator, the Police Administrative and Holding Facilities experienced mechanical failures and excessive down time with their elevators. With the inconvenience, impact to PD Holding operations, and the lack of performance in meeting the terms of the contract, Police brought in an independent consultant to assess the conditions of their elevators. The findings disclosed various deficiencies due to failure to satisfactorily maintain the elevators. Both the City and Excelsior terminated the agreement in servicing Police facilities' elevators. On May 19, 2015, Council awarded Amtech Elevator Services with the maintenance and repair services agreement for the Police facilities. This contract is set to expire May 30, 2019, and has an annual not to exceed amount of $61,000. In the Fall of 2018, with the approaching termination of the Excelsior agreement, staff began a scope of work for a Request for Proposal (RFP) process to secure a new contract for elevator maintenance and repair services for City facilities. The Police Department has requested to be reinserted in the new RFP, although their contract with Amtech is effective through May 2019. In 22C-1