HomeMy WebLinkAbout1996-01-16 City Council (20)Manager’s Repor
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
AGENDA DATE:January 16, 1996 CMR:111:96
SUBJECT:Award of Contract to United States Elevator Corporation for
Maintenance and Service at the Civic Center
REQUEST
This report recommends that Council award a six month contract, with an option for two
additional years, to United States Elevator Corporation in the amount of $6,480 for the first six
months for maintenance and repair services to four elevators located at 250 Hamilton Avenue.
RECOMMENDATIONS
1. Staff recommends that Council approve and authorize the Mayor to execute the attached
six month contract, with the option for two additional years, with United States Elevator
Corporation in the amount of $6,480 for the first six months of the contract, for
maintenance and repair of four elevators.
Authorize the City Manager or her designee to negotiate and execute one or more change
orders to the contract with United States Elevator Corporation, the total value of which
change orders shall not exceed $650 for the first six months of the contract.
o Authorize the City Manager or her designee to exercise the option for the second and
third years and execute amendments for service related to or incidental to the scope of
work or services, the total value of which shall not exceed $14,893 for FY 96-97, and
$1.5,640 for FY 97-98.
POLICY IMPLICATIONS
Authorization of the contract does not represent any change to the existing policy.
EXECUTIVE SUMMARY
This contract will provide for maintenance and repair service to the four elevators located at the
Civic Center building, 250 Hamilton Avenue. The initial award of a six month contract will
align the elevator maintenance and repair contract cycle with the fiscal year cycle.
CMR:111:96 Page 1 of 2
Plans and specifications were distributed to four qualified contractors on October 27, 1995.
Bids were received from three qu.alified contractors on November 28, 1995, as listed on the
attached summary (Attachment A). Staff has reviewed all bids submitted in a timely manner,
and recommends that the bid submitted by United States Elevator Corporation be accepted,
that United States Elevator Corporation be determined by Council to be the lowest responsible
bidder, and that the contract be awarded accordingly. Bids ranged from a high of$11,550 to
a low bid of $6,480 for the first six months. The low bid is 13 percent below the Engineer’s
estimate of $7,500 for the first six months.
FISCAL IMPACT
Funds have been appropriated in Public Works, Facilities Management Division’s operating
budget.
ENVIRONMENTAL ASSESSMENT
This project is exempt from CEQA under Section 15301(a) of the CEQA guidelines.
ATTACHMENTS
Bid Summary
Contract Documents
PREPARED BY:Karen Smith, Facilities Manager
DEPARTMENT HEAD REVIEW:
GLENN S. ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:
RN~J~ M. STI~6J~Y
Assistant City Manager
CMR: 111:96 Page 2 of 2
J~N-11-96 THU 9:64 P~LO ~LTO HSO-B F~× NO, 41549889~8 P, 02
ELEVATOR MAINTENANCE AND REPAIR SERVICE
BIDDERS
united States Elevator Corp.
Tri-County Elevator Coo Inc~
Montgomery Kone
BID SUMMARY
CONTRACT YEARS
FY 95/96
$6,480
$8,970
$11,550
FY 96/97
$13,543
$17,940
$23,568
FY 97/98
$$4,220
$17,940
$23,940
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE.DAY OF
BY AND BE]]NEEN THE CITY OF PALO ALTO "CITY", AND United States Elevator
,8
(ADDRESS) 1660 Factor Avenue (CITY) San Leandro
¸No.
19__
Corp.
DATE TO BE ENTERED
BY CITY PURCHASING
(mp)94577 (PHONE)510--614--7300
"CONTRACTOR’: IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
° CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION) Contract Specificationas -- Civic Center Building Elevator Maintenance
and Service.
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE PART OF THIS AGREEMENT:
Bid Documents, Insurance,
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON
onAND SHALL BE COMPLETED B~=~. June 30, 1996 . (FY 96/97 and
approva!)
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
January i, 1996
FY 97/98 pending budget
[] CITY SHALL PAY CONTRACTOR: $6,480 (FY 95/96); $13,543 (FY-96/97); $14,220 (FY 97/98)
e
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE OBJECT I PROJECT PHASE NO.I DOLLAR AMOUNT
02514262 3100 I I $6,480.00
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE.
HOLD HARI~ILESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors,
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
00NTRACTOR.
ENTIRE AGREEMENT. This agreement and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services ~,~rr~y bt
statements, negotiations and undertakings whether oral or written are superseded hereby. "~
PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONT~
NAME ~ir, Arnold Brood ~
DEPT. PW/Facilities Management TITLE~
P.O. BOX 10250
PALO ALTO, CA 94303
Telephone (415) 496-6970
t~,ibject~this agreement. All prior agreements, representations,
SOCIAL SECURITY
OR I.R.S. NUMBER
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS:(ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CiTY~.,4~DEPARTM~NT f"~-~%.~udgett~]~’~’~ run~ds Have Been FINANCE RISK MANAGER PURCHASING & CONTRACT ADMINISTRATION
(1) / ....~ /~’~.-’~’t..% 1(2)(3)(4)
L.~I<~__~L0_ILIF OVER $5,000, REQUIRES CITY MANAGER’S SIGNATURE
IF OVER $25 000 REQUIRES MAYOR AND CITY A]-FORNEY SIGNATURES
~2~ .." -¯" MAYOR CITYCLERK CITY ATTORNEY