ADMINISTRATIVE REPORT
MEETING DATE: June 25, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: March 26, 2025
SUBJECT: Elevator modernization at the BPD Headquarters (Ward 2)
1. Resolution determining that elevator modernization work can most efficiently be procured through cooperative procurement bidding procedures from TK Elevator Corporation and authorizing the Finance Director to dispense with bidding.
2. Approve contract to TK Elevator Corporation for elevator modernization at the Bakersfield Police Department Headquarters in the amount of$423,350.
3. Authorize staff to approve, as necessary, up to $26,650 in City controlled contingency for unforeseen conditions encountered during the construction of the project for a total budget amount of $450,000.
RECOMMENDATION:
Staff recommend approval of the agreement, and the City controlled contingency
BACKGROUND:
The Bakersfield Police Department’s Headquarters is a two-story facility located at 1601 Truxtun Avenue that was built approximately in 1975. The existing two elevators are the original from wh en the facility first opened. Both elevators are over 48 years old.
The elevators at the Bakersfield Police Department’s Headquarters are antiquated and outdated. As a result, parts and materials required for repairs are difficult to find which has caused both elevators down time to increase up to three weeks until parts are found. This downtime adversely affects operations of the facility. The elevator issues that have occurred due to their age and poor condition are the following:
burned or faulty re lays, inoperable control buttons, oil leaks, faulty seals, electrical issues, high cost of maintenance and energy inefficiency.
The modernization of the elevators for the Bakersfield Police Department’s Headquarters would ensure compliance with all curren t fire and life safety standards and State of California standards as well as addressing all the maintenance issues. In addition, modernizing both elevators will decrease energy consumption, reduce maintenance costs and eliminate extended downtime of the elevators.
The City municipal code section 3.20.060(D)(6) allows the City to dispense with bidding when it is determined that work, supplies, equipment or materials is not available from local vendors and that it is in the best interests of the City, and to the City’s economic advantage that such work, supplies, equipment or materials be obtained at the lowest possible cost by entering into a cooperative procurement contract that was competitively bid within the last thirty -six months or is one that is s till active and valid. TK Elevator Corporation has entered into a competitive procurement contract with Sourc ewell to offer discount pricing for their work. Staff recommend adoption of the Resolution to dispense with bidding to procure elevator modernization services and approval of the agreement for the Police Department.
The City of Bakersfield Municipal Code section 3.20.105(E) authorizes Public Works Contract Amendments to be executed via Change Order, provided that Change Orders which exceed $10,000 must be approved by the City Council. Staff request pre-approval of up to $26,650 for City-controlled contingency for
unforeseen conditions encountered during construction of this project, to be executed via authorized Change Order(s). Any costs which exceed the City Council approved contingency, cumulative or otherwise, it would require action and approval from the City Council. The City -controlled contingency will save staff time by eliminating the need to prepare separate Council reports for e ach routine change order that may arise during the project. Any unused contingency funds will be returned to the fund balance upon project completion.
FISCAL IMPACT:
Sufficient funds are budgeted in the Capital Outlay Fund for this project.
COUNCIL GOAL:
Reliable Infrastructure
ATTACHMENTS:
1. Resolution
2. Partially signed agreement