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HomeMy WebLinkAboutAgenda Report - October 17, 2007 E-06I AGENDA ITEM (0 CITY OF LODI COUNCIL COMMUNICATION zr� AGENDA TITLE: Adopt Resolution Authorizing Extension of Elevator Services Contract with Elevator Technology, Inc., of EI Dorado Hills ($22,375) and Authorizing Option to Extend Contract for an Additional Two Years MEETING DATE: October 17, 2007 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to extend the contract for the above project to Elevator Technology, Inc., of EI Dorado Hills, in the amount of $22,375 for two years and authorizing the City Manager to extend the contract up to an additional two years, if an extension is in the best interest of the City. BACKGROUND INFORMATION: The attached agreement is to provide for ongoing services to elevators at City Hall, Carnegie Forum, Police Facility, Lodi Station Parking Structure, Public Safety Building, and Hutchins Street Square, for a period of two years. Plans and specifications for this projectwere approved on October 5, 2005, and on November 2, 2005, the contract was awarded to Elevator Technology, Inc., in the amount of $19,975 for two years, with an option to renew. That contract consolidated elevator services City-wide from four contractors to one, and included the option to add two Hutchins Street Square elevators serviced under separate contracts, when they expire. The contract with Elevator Technology will expire in December, and they agreed to extend the contract for an additional two years with a $100 per month increase, which will be $2,400 added to the existing contract amount. Elevator Technology has provided competent and responsive service and, even with the increase, is comparablewith the second low bidder's cost of two years ago. Their requestfor a 6% per year price increase is justified by their previous and new 5 -year union labor contractswith 6% annual labor cost additions, plus other operational cost increases (i.e., gasoline). All other terms and conditions of the contract will remain the same. FISCAL IMPACT: The fiscal impact is minimal, at an additional cost of $100 per month. FUNDING AVAILABLE: Budgete,O,in Facilities Services Operating and Hutchins Street Square Maint 66caecounts. ns, Budget Rkei C. Prima, Jr. Public Works Director Prepared by Dennis J. Callahan, Fleet and Facilities Manager Attachment cc City Attorney Purchasing Officer FacilitiesSupervisor Community CenterDirector HSS Senior Facilities Maintenance Worker Elevator Technology. Inc. APPROVED: Blair City Manager K IWP\PROJECTSWISCIElevator Services\ElevatorService$Oct0510EztendContract.doc 101912007 AGREEMENT TO EXTEND CONTRACT FOR ELEVATOR MAINTENANCE SERVICES FOR CITY FACILITIES THIS CONTRACT EXTENSION AGREEMENT, made and entered into this day of , 2007, by and between the CITY OF LODI, a municipal corporation, hereinafter called "Owner", and ELEVATOR TECHNOLOGY, INC., hereinafter called "Contractor." WITNESSETH: Pursuant to the Option to Renew set forth in the Contract for Elevator Maintenance for City Facilities, dated December 6, 2005 (the "Contract"), the parties agree to extend the term of the Contract from December 1, 2007 to November 30, 2009. Parties further agree that City has the option to renew the Contract for an additional two-year period (December 1, 2009 — November 30, 2011), by providing Elevator Technology notice of its intention to renew no later than August 1, 2009. All terms and conditions of the Contract (attached hereto as Exhibit A and incorporated herein by this reference) will remain as written. IN WITNESS WHEREOF, Owner and Contractor have executed this Contract Extension Agreement on the date and year first above written. CITY OF LODI BV: BLAIR KING, City Manager Attest: Elevator Technology Inc., a California Corporation By: Name RANDI JOHL, City Clerk Title Approved as to Form: JANICE D. MAGDICH, Deputy City Attorney KAWP\PROJECTSWISC\Elevator Services\ElevatorServicesOct05\ContractExtension.doc Exhibit A ELEVATOR MAINTENANCE FOR CITY FACILITIES CONTRACT CITY OF LODI, CALIFORNIA THIS CONTRACT made by and between the City of Lodi, State of California, herein referred to as the "City," and ELEVATOR TECHNOLOGY, INC., herein referred to as the "Contractor." WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other, as follows: The complete Contract consists of the following documents which are incorporated herein by this reference, to -wit: Notice Inviting Bids Information to Bidders General Conditions Special General Conditions Bid Proposal Contract All of the above documents, sometimes hereinafter collectively referred to as the "Contract Documents," are intended tocooperate so that any work called for in one and not mentioned in the other is to be executed the same as if mentioned in all said documents. ARTICLE I - That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the City, at Contractor's cost and expense, to do all the work and furnish all the materials except such as are mentioned in the specifications to be furnished by the City, necessary to maintain in a good workmanlike and substantial manner and to the satisfaction of the City the proposed service and maintenance of the listed elevators located in city facilities. ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does hereby employ, the Contractor to provide all materials and services not supplied by the City and to do the work according to the terms and conditions for the price herein, and hereby contracts to pay the same as set forth in Section 5, 2.3, "Payment for Work Performed," of the General Conditions, in the manner and upon the conditions above set forth; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. ARTICLE III - The Contractor agrees to conform to the provisions of and accepts all responsibility for compliance with all Labor Code requirements. ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this Contract; also for all loss or damage arising out of the nature of the work aforesaid or from the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City, and for all risks of every description connected with the work; also for Contract.doc 1 1113/05 all expenses incurred by or in consequence of the suspension or discontinuance of work and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Contract Documents and the requirements of the Facilities Manager under them, to -wit: Perform the maintenance and service work, and furnish all labor and equipment necessaryto maintain elevators operated in City of Lodi Facilities and other incidental and related work in accordance with these specifications. The areas to be maintained are shown below and in Section 5, General Conditions, 5.1, Description of Work, and in the specifications for "Elevator Maintenance for City Facilities". Estimated quantities are based on a two (2) year contract, monthly frequency. Estimated quantities defined in Section 6.3, I, Refer to Section 6.3, J for elevator price calculation instructions. The contract price is to be all inclusive (labor, overheads, supervision, equipment, disposal costs, fees, licenses, etc.). Elevator Maintenance Item Location 'Service Unit Estimated Number of Unit Price Total Occurrence Quantity Schedule Rate Quantity Cars at per Car Price Call -outs Time Hr.($/Hr.) ($) visits Location perVisit 1. Parking Structure Friday, 8:00 a.m.- 50 N. Sacramento St. Complete Visit 24 2 $ 100.00 $4,800.00 2. Police Department 8 Monday through 215 W. Elm St. Complete, Visit 23 3 $ 100.00 $6,900.00 3. Public Safety Building (Included) Saturdays 230W. Elm St. Oil & Lube Visit 24 1 $ 60.00 $1,440.09 4. Carnegie Forum (Included) 1 '/2 hr. 305 W. Pine St. Complete Visit 24 1 $ 100.00 $2,400.00 5. City Hall 221 W. Pine St. Complete Visit 24 1 $ 100.00 $2,400.00 6 3 Hutchins Street Square Senior Center 125 S. Hutchins St. Complete Visit 14 1 $ 100.00 $1,400.00 Item Time of Estimated Typical Repair Travel Total Repair Occurrence Quantity Repair Rate Time Cost ($) Call -outs Time Hr.($/Hr.) ($) 7 Monday through Friday, 8:00 a.m.- (Included) 5:00 p.m. 7 % hr. $125.00 $0.00 $437.50 8 Monday through Friday, 5:01 p.m. - 7:59 a.m., (Included) Saturdays 1 %Z hr. $185.00 $0.00 $92.50 9 Sundays, Holidays (Included) 1 '/2 hr. $210.00 $0.00 $105.00 Contract,doc 2 77/03/05 1. Service Schedule - Refer to Section 6.3, C & 6.3, D. 2. Police Department Elevators - Begin service at this location on January 1, 2006. 3. Hutchins Street Square - Service begins on September 1, 2006. 4. Billable Call -outs Refer to Section 6.3, L for the definition of billable call -outs and bidding formula. 5. Additional Contractor Provided Services - Bidders may propose additional services or value during the contract term. These additional items will be included in the evaluation process, if in the City's best interest. Additional services or value shall be described in sufficient detail for each item to allow the City to clearly evaluate the bid. Refer to Section 6.3, M. Examples of these items include: Providing proprietary software to the City • Offering new pricing on existing, unexpired service contracts • Reduced parts mark-ups. • Elevator car refitments • Elevator load tests Additional Contractor provided services or value shall be submitted and attached to the bid documents, on company letterhead, and signed by the Bidder. ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code, which requires every employer to be insured against liabilityfor workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performanceof the work of this contract. ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should there be any conflict between the terms of the Contract Documents and the Bid Proposal of the Contractor, -then the Contract Documents shall control and nothing herein shall be considered as an acceptance cf the terms contained in said proposal that conflict herewith. ARTICLE VII —Not applicable (grades/easements) ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract within 15 calendar days after the Mayor has executed the Contract. Period of Contract This Contract provides for accomplishment of specified work for a period of twenty-four (24) months following award cf Contract, from December 1, 2005. Contract.doc 3 11/03/05 Additional on ac or provided services included during State -required load tests included at no 10 contract term (see note s, below) additional cost. Quantity unknown. 25% mark-up on parts. $0.00 1. Service Schedule - Refer to Section 6.3, C & 6.3, D. 2. Police Department Elevators - Begin service at this location on January 1, 2006. 3. Hutchins Street Square - Service begins on September 1, 2006. 4. Billable Call -outs Refer to Section 6.3, L for the definition of billable call -outs and bidding formula. 5. Additional Contractor Provided Services - Bidders may propose additional services or value during the contract term. These additional items will be included in the evaluation process, if in the City's best interest. Additional services or value shall be described in sufficient detail for each item to allow the City to clearly evaluate the bid. Refer to Section 6.3, M. Examples of these items include: Providing proprietary software to the City • Offering new pricing on existing, unexpired service contracts • Reduced parts mark-ups. • Elevator car refitments • Elevator load tests Additional Contractor provided services or value shall be submitted and attached to the bid documents, on company letterhead, and signed by the Bidder. ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code, which requires every employer to be insured against liabilityfor workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performanceof the work of this contract. ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should there be any conflict between the terms of the Contract Documents and the Bid Proposal of the Contractor, -then the Contract Documents shall control and nothing herein shall be considered as an acceptance cf the terms contained in said proposal that conflict herewith. ARTICLE VII —Not applicable (grades/easements) ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract within 15 calendar days after the Mayor has executed the Contract. Period of Contract This Contract provides for accomplishment of specified work for a period of twenty-four (24) months following award cf Contract, from December 1, 2005. Contract.doc 3 11/03/05 Option to Renew By mutua I agreement, the City and Contractor may enter into an agreement to extend this Contract. Price Adiustment No price adjustment will be made during the term of this Contract. If the City elects to renew the contract, the Contractor may request price adjustment consideration prior to renewal. Contractor must request and justify any price increases in writing 60 days prior to renewal date. Assignment The Contractor shall not assign nor shall not attempt to assign this Contract without the written consent of the City having been first obtained. Damages The Contractor will report to the Facilities Manager any damages caused by the Contractor's employees or equipment to any public facilities or equipment, and repair same at Contractor's expense, subject to the City's prior approval of the means, methods, and materials associated with such repair. WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE PERIOD FOR THIS CONTRACT S DECEMBER 1, 2005 THROUGH NOVEMBER 30, 2007, AND THE CONTRACTOR AGREES TO SUBMIT MONTHLY BILLINGS. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date written below. CONTRACTOR: CITY OF WDI -e.�a�L�--�"e c�• rug 1 cw By: May By:Date: maul Attest: Title Citv Clerk (CORPORATE SEAL) Approved as to form: Contract.doc 4 11/03/05 RESOLUTION NO. 2007-202 A RESOLUTIONOF THE LODI CITY COUNCIL AUTHORIZING CITY MANAGER TO EXECUTE AGREEMENT TO EXTENDTHE ELEVATOR TECHNOLOGY, INC., CONTRACT THROUGH 2009 WITH AN ADDITIONAL OPTION TO EXTEND FOR TWO YEARS WHEREAS, in 2005, the City of Lodi entered into an agreement with Elevator Technology, Inc. for elevator services that contained an option to renew. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby authorizes the City Manager to execute agreement to extend the Elevator Technology, Inc., contract through 2009 in the amount of $22,375; and BE IT FURTHER RESOLVED that the City Council hereby authorizes the option to add to this contract the service of two Hutchins Street Square elevators currently serviced under a separate contract when that contract expires; and BE IT FURTHER RESOLVED that the City Council hereby authorizes the City Manager to extend the contract for an additional two years (to 2011), if an extension is in the best interest of the City. Dated: October 17, 2007 hereby certify that Resolution No. 2007-202 was passed and adopted by the City Council of the City of Lodi in a regular meeting held October 17, 2007, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Katzakian, Mounce, and Mayor Johnson NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None ANDIJOHL City Clerk 2007-202 CITY COUNCIL BOB JOHNSON, Mayor JOANNE L. MOUNCE Mayor Pro Tempore LARRY O.HANSEN SUSAN HITCHCOCK PHIL KATZAKIAN CITY OF LODI PUBLIC WORKS DEPARTMENT Elevator Technology, Inc. 2050 Arroyo Vista EI Dorado Hills, CA 95762 CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LOOI, CALIFORNIA 95241-1910 (209)333-6706 FAX (209) 333-6710 EMAIL pwdept@lodi.gov http:\\www.lodi.gov October 12, 2007 BLAIR KING City Manager RAN 01 JOHL City Clerk D. STEVEN SCHWABAUER City Attorney RICHARD C. PRIMA, JR. Public Works Director SUBJECT: Adopt Resolution Authorizing Extension of Elevator Services Contract with Elevator Technology, Inc., of EI Dorado Hills ($22,375) and Authorizing Option to Extend Contract for an Additional Two Years Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, October 17, 2007. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunity to address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letterto City Council, City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the mail. Or, you may hand-deliverthe letter to City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Randi Johl, City Clerk, at (209) 333-6702. If you have any questions about the item itself, please call Dennis Callahan, Fleet and Facilities Manager, at (209) 333-6800, extension 2690. Richard C. Prima, Jr. jr. Public Works Director RCP/pmf Enclosure cc: City Cleric NCEXTENDCONTRACT.DOC