Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MATTHEW BAUMGARDNER, DIRECTOR OF PUBLIC WORKS/CITY
ENGINEER
DATE: FEBRUARY 25, 2025
SUBJECT: AUTHORIZATION TO SOLICIT CONSTRUCTION BIDS FOR THE
MODERNIZATION OF THE CITY HALL ELEVATORS, CAPITAL
IMPROVEMENT PROJECT (CIP) NO. 19-21
EXECUTIVE SUMMARY
The City Council will consider authorizing the solicitation of construction bids for the modernization of the City Hall elevators, CIP No. 19-21. The proposed improvements are necessary to ensure reliable elevator service within City Hall. The existing elevators are original to the building and have antiquated parts, which are operated under older technology. The new elevators will run on updated technology that meet current standards and can be reliably serviced going into the future.
RECOMMENDATION
That the City Council:
Authorize the solicitation of construction bids for the modernization of the elevators at City Hall, CIP No. 19-21.
BACKGROUND
The elevators located in City Hall are approximately 40 years old and are approaching the end of their design life. These elevators use older electronic technology, and, as such, it is becoming a challenge to find replacement parts for repairs. Furthermore, the repairs have to be completed by technicians who are familiar with these older model elevators.
As a result, repairs are delayed waiting for parts, technician availability, and are costly due to parts availability. As a result, the elevators must be updated and brought to the most current standards to maintain functionality, lower costs, and ensure operations for the next several years.
ANALYSIS
The existing City Hall elevator system is outdated and in need of upgrades to the mechanical and control systems to improve safety, performance, and reliability. The scope of work for elevator modernization includes:
AUTHORIZATION TO SOLICIT CONSTRUCTION BIDS FOR THE MODERNIZATION OF THE CITY HALL ELEVATORS, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 19-21 FEBRUARY 25, 2025
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• Replacing parts: Replacing worn parts, such as the drive system, electronics, controllers, motors and pumps
• Upgrading systems: Upgrading the elevator's control systems, wiring, power units, and hoisting machines
• Improving safety features: Adding emergency call buttons, automatic sensors, emergency lighting, and card readers
• Improving accessibility: Making the elevator more accessible to passengers • Ensuring compliance: Ensuring the elevator is up to the most current code
Following the authorization to solicit bids by the City Council, staff will be completing the plans and specifications and advertising the project on the PlanetBids website by the end of February. Staff expects to return to the City Council at a April 2025 meeting to consider an award of the project. It is anticipated that the work will be completed by December 2025.
CITY COUNCIL PRIORITIES
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action will result in an estimated expenditure for the project of $350,000. Depending on actual bids received, a detailed project cost summary will be provided at the time of award of the contract for this project.
Description Amount
Materials, Labor for installation, and Contract Administration $350,000 Total Estimated Project Cost: $350,000
There are sufficient fund balances in the approved Fiscal Year 2024-2025 CIP budget for the recommended actions.
Account
No. Funding Source Amount
40-1-3304 City Hall Improvement Project, CIP 19-21 $395,823 Total Available Funds: $395,823
AUTHORIZATION TO SOLICIT CONSTRUCTION BIDS FOR THE MODERNIZATION OF THE CITY HALL ELEVATORS, CAPITAL IMPROVEMENT PROJECT (CIP) NO. 19-21 FEBRUARY 25, 2025
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ATTACHMENTS
None.