DATE: March 26, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVE A PUBLIC WORKS AGREEMENT AND PURCHASE ORDER FOR THE CIVIC CENTER ELEVATOR MODERNIZATION PROJECT
RECOMMENDATION
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Staff recommends that the City Council approve a Public Works Agreement (PWA) and purchase order with 24 Hour Elevator, Inc., in an amount of $625,000, for the controls and component modernization of the five elevators at the Civic Center Complex; authorize the City Manager to execute the agreement upon receipt of all supporting documents; and authorize the Financial Services Director, or designee, to execute the purchase order.
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BACKGROUND AND ANALYSIS
The Civic Center Complex has five elevators that were installed during the original construction of the Civic Center Complex. The original operation controls for these elevators are now largely considered obsolete. The Original Equipment Manufacturer (OEM) no longer supports the elevator controls and there is only one third-party vendor making the control board parts that the elevators need to operate. If the software for these electronic boards is damaged or corrupted, the City is no longer able to purchase parts needed to make corrective repairs. Also, the third-party parts support vendor does not make every version of the control boards needed. In addition to their obsolescence, the elevator’s control components have now been in service beyond the anticipated lifespan and are now in need of a control modernization upgrade.
As part of the recommended modernization project, each of the five elevator interior passenger cabs will be upgraded with new stainless steel plates including digital LED display control buttons, braille tags, ADA speakerphones, and emergency lighting units. The internal control system for each elevator will also be upgraded to include all new electrical wiring in the elevator shafts, replacement of elevator door operating equipment, new hydraulic tanks, hoses and valves, and new electronic elevator microprocessor controllers.
Staff solicited proposals for the elevator modernization project in accordance with the City’s Procurement of Goods and Services Administrative Directive. Five elevator contractors attended a mandatory walk-through to assess the scope of work for the modernization project. Of the five contractors who attended the mandatory walk-through, only one contractor, 24 Hour Elevator Inc., submitted a bid proposal and provided a bid of $625,000. 24 Hour Elevator Inc., is also the current elevator contractor who has been providing maintenance service for the City’s elevators since 2012.
FISCAL IMPACT
The total cost of the Public Works Agreement with 24 Hour Elevator Inc. is $625,000 and will be charged to the Civic Center Elevator Controller Replacement and Deferred Building Maintenance accounts as shown in the following table. The Civic Center Elevator Controller Replacement account has an available balance of $500,000 and the Deferred Building Maintenance account has an available balance of $144,050; therefore, sufficient funds are available.
|
Description |
FY 24/25 Amount |
Business Unit |
Available Balance |
|
24 Hour Elevator Inc. |
$500,000 |
907184723503.5703.10600 Civic Center Elevator Controller Replacement |
$500,000 |
|
|
$125,000 |
630607581.5320 Deferred Building Maintenance |
$144,050 |
|
Total |
$625,000 |
|
|
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The bid documents were previously reviewed by the City Attorney and approved as to form. The contract must be awarded to the lowest responsible bidder who has submitted a responsive bid. The Public Contract Code defines “responsible bidder” as a bidder who has demonstrated the attributes of trustworthiness as well as quality, fitness, capacity and experience to satisfactorily perform a public works contract.
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Prepared by: Tony Visco, Senior Building Maintenance Supervisor
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. PWA