HomeMy WebLinkAbout22A - SPEC - ELEVATOR SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 19, 2015
TITLE:
CONTRACT AWARD TO AMTECH
ELEVATOR SERVICES FOR
ELEVATOR MAINTENANCE
AND REPAIR SERVICES
(SPEC. NO. 13 -070)
(ST R GI
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 16tReading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to Amtech Elevator Services for elevator maintenance and repair services on
the elevators at the Police Department, for a two -year period in an annual amount of $61,000 not
to exceed the amount of $122,000 with provisions for two one -year renewals exercisable by the
City Manager, subject to non - substantive changes approved by the City Manager and City
Attorney.
The Finance and Management Services Building Maintenance Division (Building Maintenance) is
responsible for maintaining approximately 30 elevators in City buildings. In order to comply with
regulations from the State of California Department of Industrial Relations, Division of
Occupational Safety and Health (Cal- OSHA), regular preventive maintenance and periodic testing
is required. Upon successful inspection by a Certified Conveyance Technician, a conveyance
permit for each piece of equipment is issued.
Council awarded the elevator maintenance contract to Excelsior Elevator Services on January 21,
2014, (Spec. No. 13 -070). The Building Maintenance Division entered into a three -year contract
with two one -year options with Excelsior Elevator Services (Excelsior) who offered the best
pricing. Over the past year, the Police Department (PD) experienced elevator failure and
excessive down time. Building Maintenance and PD staff actively worked with Excelsior Elevator
to improve the elevator maintenance services being provided at PD facilities, and service
continued to be unsatisfactory. One of the Holding Facilities freight elevator 4H has been
inoperable since March 2014, and is now having the drive replaced.
To augment the City's evaluation of Excelsior's contract performance, the City contracted with
HKA Elevator (HKA), a third party consultant to assess possible causes for PD elevators being
out of service for an excessive period of time, which impacted PD Holding operations. The
findings by HKA disclosed various deficiencies and discrepancies, specifically Excelsior's failure
to satisfactorily maintain the Police Department's elevators as operational.
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Contract Award for Elevator Maintenance and Repair
May 19, 2015
Page 2
The City provided Excelsior Elevator with a corrections demand letter dated January 9, 2015,
outlining Excelsior's continued lack of performance in meeting the terms outlined in the contract.
Furthermore, correspondence was also prepared by the City Attorney's Office to Excelsior on
March 24, 2015, terminating the City's contract with the firm for servicing PD elevators. The
contract executed between the City and Excelsior allowed for the termination of the contract by
each respective party, where the service standards as outlined in the agreement were not being
met.
Building Maintenance contacted the next highest ranked firm, Otis Elevator Company; however
they declined to honor their 2014 proposal pricing. Subsequently Building Maintenance staff met
with the next highest ranked firm, Amtech Elevator Services and they agreed to honor their
pricing of $4,250 per month for the PD and Detention facility elevator maintenance and repair
services, as outlined in their 2014 proposal. Amtech is a recognized leader in elevator
maintenance and has agreed to the service standards as outlined in the City's RFP. In order to
address any future emergency needs, a $10,000 contingency has been added to the agreement
for an annual contract amount of $61,000, or $122,000 for the full two -year term.
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 C (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).
FISCAL IMPACT
Funds are available in the Police Department Building & Facility Contract Services account (no.
01114403 - 62300) for the following fiscal years: FY 2014 -15 - $4,250; FY 2015 -16 - $61,000; FY
2016 -17 - $56,750.
Carlos Rojas
Chief of Police
Police Department
LE /RC /ds /ja
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services AgencYA_
11
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