HomeMy WebLinkAboutAgenda Report - October 5, 2011 C-05AGENDA ITEM Coe
CITY OF LODI
. TM
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Two -Year Contract for
Elevator Services with Elevator Services Company, of North Highlands ($21,468.66)
and to Negotiate and Extend Contractfor an Additional Two -Year Term
MEETING DATE: October 5,2011
PREPARED BY: Public Works Director
RECOMMENDEDACTION: Adopt resolution authorizing City Managerto execute two-year
contract for elevator services with Elevator Services Company, of
North Highlands, in the amount of $21,468.66, and to negotiate and
extend contract for an additional two-year term.
BACKGROUND INFORMATION: This service contract will provide for ongoing elevator services on
both a scheduled and on -demand basis to 11 elevators located at
City Hall, Carnegie Forum, Police Facility, Lodi Station Parking
Structure, Public Safety Building, and Hutchins Street Square. The
11 elevators represent all elevators in City -owned facilities. Elevator inspections done yearly by the State
of California are not covered under the service contract and will incur a separate charge.
Specifications for this project were approved on June 15, 2011. The City received the following six bids
for this project on August 24, 2011.
Bidder
Location
Bid
Elevator Services Company
North Highlands
$
21,468.66
Schindler Elevator
Sacramento
$
23,035.00
Kone Elevators
West Sacramento
$
23,131.00
Thyssen Krupp Elevator
West Sacramento
$
24,783.68
Otis Elevator
North Highlands
$
30,941.00
Elevator Technology, Inc.
EI Dorado Hills
$
32,250.00
The contract shall be for the initial term of two years, with the City Manager authorized to negotiate an
extension of the contractfor an additional two-yearterm if in the best interest of the City. The contractor
will invoice the City monthly for actual work performed.
FISCAL IMPACT: Not applicable.
FUNDING AVAILABLE: Funds for elevator services will be coming from the Facilities Services
Operating Account (103511): $21,468.66
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Jordan Ayers
Deputy City Manager/Internal S rvices Director
AQ. A4
F. Wally 9�ndelin
Public Works Director
Prepared by John Munoz, Facilities Supervisor
FWS/JM/pmf
APPROVED:
Konradt Bartlam, City Manager
K OP\PROJECTSWIISC\Elevator Services0evatorServices2011\CAward.doc 9/27/201 1
ELEVATOR MAINTENANCE
FOR CITY OF LODI 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 SERVICES COMPANY, 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 to cooperate 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.C, "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 I I I - The Contractor agrees to conform to the provisions of Chapter 1, Part 7, Division
2 of the Labor Code. The Contractor and any Subcontractor will pay the general prevailing
wage rate and other employer payments for health and welfare, pension, vacation, travel time,
and subsistence pay, apprenticeship or other training programs. The responsibility for
compliance with these Labor Code requirements is on the prime contractor.
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
Contract.doc 1 09/02/11
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 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 City Representative under them, to -wit:
Perform the maintenance and service work, and furnish all labor and equipment necessary to
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 of Lodi Facilities". Estimated quantities are based on a two (2) year
contract, monthly frequency. Estimated quantities defined in Section 6.3, G. Refer to Section
6.3, H for elevator maintenance price calculation instructions.
The bid price is to be all inclusive (labor, overheads, supervision, equipment, disposal costs,
fees, licenses, etc.).
Elevator Maintenance
Item
Time of
Estimated
Unit
Estimated
Number
Unit Price
Total
Occurrence
Quantity
Schedule
Rate
Quantity
of Cars at
per Car
Price
Call -outs
Time Hr.
/Hr.
_
visits
Location
perVisit
1.
[Parking structure
Friday, 8:00 a.m.-
N. Sacramento St.
Complete
Visit
24
2
$ 80_.00
$_3,84000
2.
1 Police Department
$86.60
$0.00
$606.20
8.
Monday through
_
215 W. Elm St.
Complete
Visit
24
3
$ 80.00
$5.,..7_"0_:.00
3.
Public Safety Building
7:59 a.m.,
230 W. Elm St.
-Complete
Visit
?4_
1
$ 75.00
$1,800.00
4.
Carnegie Forum
9.
Sundays, Holidays
1
1 hr.
$111.23
$0.00
305 W. Pine St.
Complete
Visit
24
1
$ 80.00
$1,920.00
_
5.
City Hall
included during
_
10.
contract term
See Section.6.3.K
221-W. Pine St.
Hutchins Street Square
Complete
Visit
24
1
$ 80.00
$1,920.00
6.
125 S. Hutchins St.
Complete
Visit
24
3
$ 75.00
$ 5,400.00
Billable Callouts for Repair
item
Time of
Estimated
I Typical
Repair
I Travel
Total Repair
Occurrence
Quantity
Repair
Rate
Time
Cost ($)
Call -outs
Time Hr.
/Hr.
($)
7.
Monday through
Friday, 8:00 a.m.-
5:00 p.m.
7
1 hr.
$86.60
$0.00
$606.20
8.
Monday through
Friday, 5:01 p.m. -
7:59 a.m.,
Saturdays
1
1 hr.
$111.23
$0.00
$ 111.23
9.
Sundays, Holidays
1
1 hr.
$111.23
$0.00
$ 111.23
Additional Contactor
No cost for use of proprietary diagnostic
provided Services
software. Price is fixed, budgetable for the
included during
term of contract. Parts are not marked up.
10.
contract term
See Section.6.3.K
$0.00
Notes:
1. Service Schedule and Monthly Maintenance and Applicable Tests- Refer to Section 6.3,
A, B,& D.
2. Billable Call -outs -Refer to Section 6.3, J for the definition of billable call -outs and bidding
formula.
3. 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, K.
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
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 liability for 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
performance of 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 of 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 on
December 1, 2011 after the City Manager 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 of Contract, from December 1, 2011.
Option to Renew - Initial Contract term will be for two years commencing December 1, 2011,
with an option to extend the Contract for an additional two years or as mutually agreed upon.
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.
Contract.doc 3 09102111
Damages - The Contractor will report to the City Representative 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 IS DECEMBER 1, 2011 THROUGH NOVEMBER 30, 2013, 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:
By:
Title
(CORPORATE SEAL)
CITY OF LODI
By:
City Manager
Date:
Attest:
City Clerk
Approved as to form:
D. Stephen Schwabauer
City Attorney M��
Contract.doc 4 09/02/11
RESOLUTION NO. 2011-148
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
TWO-YEAR CONTRACT FOR ELEVATOR SERVICES AND
AUTHORIZING THE CITY MANAGER TO EXECUTE
CONTRACT AND TO NEGOTIATE AND EXTEND CONTRACT
FOR AN ADDITIONAL TWO-YEAR TERM
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on August 24, 2011, at
11:00 a.m., for elevator services, described in the specifications therefore approved by the City
Council on June 15, 2011; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
Elevator Services Company $ 21,468.66
Schindler Elevator $ 23,035.00
Kone Elevators $ 23,131.00
Thyssen Krupp Elevator $ 24,783.68
Otis Elevator $ 30,941.00
Elevator Technology, Inc. $ 32,250.00
WHEREAS, staff recommends awarding the two-year contract for elevator services to
the low bidder, Elevator Services Company, of North Highlands, California, in the amount of
$21,468.66.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the two-year contract for the Elevator Services to the low bidder, Elevator Services Company, of
North Highlands, California, in the amount of $21,468.66; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
two-year contract for elevator services and to negotiate and extend the contract for an additional
two-year term.
Dated: October 5, 2011
I hereby certify that Resolution No. 2011-148 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 5, 2011, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
RANDI JOHL
City Clerk
2011-148