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HomeMy WebLinkAbout22E - SPEC - ELEVATOR REPAIRSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 17, 2015 TITLE: CONTRACT AWARD TO KONE, INC. FOR REPAIRS TO ELEVATOR NO. 4H IN POLICE DETENTION CENTER (SPEC NO. 15 -013) (STRATEGIC PLAN IN 6,1,1c) CITY MANAGE RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: 9290• ❑ As Recommended ❑ As Amended ❑ Ordinance on 1s' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Award a contract to KONE, Inc. for the repair of failed Freight Elevator No. 4H in the Police Department Detention Center in an amount not to exceed $32,000.00, subject to non - substantive changes approved by the City Manager and City Attorney, DISCUSSION On November 6, 2014 Jail service elevator 4H became inoperable. Since then, Police Department staff has worked with the Building Maintenance Superintendent, the City's elevator maintenance company, Excelsior Elevator, elevator consultant HKA, and the equipment's original manufacturer (OEM) KONE Elevator to determine the cause of the failure. It has been determined that a faulty drive is the cause of the failure. To correct this component failure, KONE will replace the Allen Bradley Analog DC drive, which is no longer manufactured and obsolete, with a new State certified Magnetek Digital DC drive. KONE will also install new supporting software to the controller to ensure proper operation of the drive. KONE's proposal also includes plan check and approval required by the State of California for the installation and new drive module replacement. The City's elevator maintenance company, Excelsior Elevator, has stated that there is no available drive unit that can be installed and still maintain the controller's rating as California compliant. However, KONE is the original manufacturer installer and has stated they have engineered a compatible unit for which they will obtain State approval. Consequently, KONE is considered the best qualified to perform this repair /replacement, and as such, staff recommends approval of an exception to the competitive bidding process (Attachment A). Jail elevators 4H and 5H are the only two freight elevators in the Jail with roof access. Inoperable service elevators preclude Building Maintenance and contractors from completing necessary repairs by preventing them to transport heavy equipment to the roof and various housing units. Repair of this service elevator with ensure that Police Department staff are able to transport personnel and equipment to multiple floors during normal operations, and more importantly, during jail emergencies. 22E -1 Contract Award to KONE, Inc. February 17, 2015 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 Community Facilities & Infrastructure, Objective #1 (Establish and maintain a Community Investment Plan for all City assets), Strategy 1c. (Invest resources and technology to extend the service life of existing infrastructure to protect the City's investment and support a high quality of life standard). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are available in the 2013 Board of State and Community Corrections Local Assistance Fund (Account No. 12814413 -62300 Activity No. 14472301127). APPROVED AS TO FUNDS AND ACCOUNTS: Carlos Rojas. � Francisco �Gutierrez Chief of Police Executive Director Santa Ana Police Department Finance and Management Services Agency JA/ds /sp Exhibit: Attachment A 22E -2 fat CITY OF SANTA ANA FINANCE & MANAGEMENT SERVICES AGENCY PURCHASING DIVISION 20 CIVIC CENTER PLAZA NI.16 N.U. 13OX 1988 e SANTA ANA, CAr.1FOIiNiA 92702 REQUEST FOR EXCEPTION TO COMPETITIVE BIDDING PROCESS Requests for exceptions to the competitive bidding process require detailed justification. This form must accompany your requisition whenever an exception to the competitive bidding process is requested. Such a request should not be made unless supported by factual statements that will pass an independent audit. Failure to respond fully to any of the questions could result in delay or rejection of your request due to inadequate justification. The Buyer or F &MS Agency Administrative Services Manager will determine whether the justification is appropriate. 1. Describe the product or service you wish to procure. Use enough detail to clearly describe what you are procuring to someone not familiar with the process. Freight Service Elevator 4H In the Police Dept jail has been out of service since November 2014. The City's contract elevator service company has attfimpted to repair this elevator with no success A third party elevator consultant (HKA Consulting) was hired and determined that the drive unit, a part of the electronic control center, required replacement. The manufacturer of the drive unit, KONE, Inc., has confirmed the drive unit is obsolete. The City's current contract elevator services company has stated that no compatible replacement Is available. However, KONE, Inc., the equipment's Original Equipment Manufacturer (OEM) and installer has advised the City that they have engineered a compatible replacement unit, 2. What are the unique performance factors of the requested product or service that cannot be met by another vendor? Due to the stringent safety requirements of elevators being in proper safe working order, the State of Calif requires critical components of elevators, such as the electronic drive units to be State-approved; and any repair and /or modiflcatlon plans be submitted to the State for approval prior to any modifications being completed. Submitted for your consideration; all the schematics of the original Installation and the documentation required for the State's approval of the repaldreplaeement are owned by the OEM; the OEM was the original installer and has engineered the replacement to be approved by the State, thus is the best qualified contractor to gain State approval and to perform this repalr/replacement• the Police Dept res a tf liy requests approval of an Exception to Competitive Bidding and a preferred vendor status be granted to KONE, Inc., as the best qualified contractor for delivering this product and repair service in compliance with Calif State Code, I HEREBY CERTIFY THAT to the best of my knowledge, after having reviewed all pertinent information available to me at this time, the following vendor is the sole source of supply for the required product or service indicated REQUESTOR Robert Carroll c DATE: DEPT./DIV. HEAD; 't �� DATE:' / //� i REQUISITION #: 25406 J+^ ' Purchasing ,e commendation: City Manager Approve � Disapprove © Approve plsapprove 22E -4