HomeMy WebLinkAbout22C - ELEVATOR MAINTENANCEREQUEST 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
Contract Amendment for Elevator Maintenance and Repair
March 5, 2019
Page 2
order to incorporate Police facilities with other City facilities, and due to the Facilities & Fleet
Maintenance Manager position being vacant, staff requests a one-year extension of the Excelsior
Elevator agreement, and an eight-month extension of the agreement with Amtech Elevator
Services. The extensions would allow for continued services of all City elevators, make both
agreements co -terminus, and allow the necessary time to develop a more comprehensive RFP that
results in the selection of an acceptable service provider for all elevators citywide.
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 Invest 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
Amtech Elevator Contract Extension $61,000
Funds in the amount of $5,083 are available in FY 2018-19 (June 2019) and $55,917 will be
included in proposed budget for FY 2019-2020 (July 2019 — January 2020) in the Police
Department Building & Facility Contract Services account (no. 01114403-62300).
Excelsior Elevator Contract Extension $63,500
Funds in the amount $26,458 are available in FY 2018-19 (Feb. — June 2019) and $37,042 will be
in proposed budget for FY 2019-2020 (July 2019 — January 2020) in the Finance and Management
Services Building Maintenance account (no. 07310100-62300).
r
alentin
Chief of Police
Santa Ana Police Department
EG/SS
APPROVED AS TO FUNDS AND ACCOUNTS:
Kat ryn Dow s, CPA W 1AzuD
Executive Director
Finance and Management Services Agency
220-2