Agenda Report
Fullerton City Council
MEETING DATE: July 2, 2024
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: stephen bise, p.e., public works director PREPARED BY: DAVID GRANTHAM, P.E., CITY ENGINEER
JUDY BOOTH, LIBRARY DIRECTOR
ALEC MACLENNAN, ADMINISTRATIVE ANALYST
SUBJECT: CONTRACT WITH OTIS ELEVATOR COMPANY FOR MAIN LIBRARY BUILDING ELEVATOR REPAIRS FORWARD GRANT PROJECT
SUMMARY
Award $325,247.72 construction contract to Otis Elevator Company for Main Library Building elevator repairs as part of the Forward Grant Project.
PROPOSED MOTION
Approve Main Library elevator repairs at scope of work
Award $325,247.72 construction contract for Main Library Building Forward Grant Project to Otis Elevator Company through sole source purchasing and authorize City Manager, or designee, to execute and administer the contract, in a form approved by the City Attorney.
Authorize Public Works Director, or designee, to approve any future change orders for construction and professional engineering construction support services within the approved project budget.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Reject all bids
Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statements:
Public Safety
Infrastructure and City Assets.
FISCAL IMPACT
The Adopted Capital Improvement Program (CIP) Budget has sufficient funding in Project 55062 Main Library Building Forward Grant Project provided from State Library Grant, Library Foundation and Friends of the Library funds.
Staff attached a budget Data Sheet and the contractor quote for reference (Attachments 1 and 2, respectively).
BACKGROUND AND DISCUSSION
City Council adopted Resolution 2023-085 on December 5, 2023 accepting Building Forward Infrastructure Grant funds and approving a funding agreement between the City and California State Library for improvements to the Main Library Forward Project. The California State Library awarded $778,055 grant funds with the City required to contribute $389,027 matching funds. The Library Foundation and Friends of the Library each provided $194,513.50 matching funds.
The project involves a variety of repairs and improvements to the Main Library including:
Elevator Repair and Upgrade - public and staff elevators Emergency Generator Replacement
Osborne Auditorium Renovation, including:
Accessible ramp to stage construction
Ceiling tiles repair
Audio-Visual upgrades
Painting
Cabinetry
Children’s Area Renovation, including:
Lighting Improvements
Shelving / Book Racks
Young Adult Area Renovation
Community areas
Audio-Visual upgrades
Carpeting replacement – various locations.
Both the public and staff elevators have experienced operational issues for several years with the public elevator recently failing and now non-operational. Otis Elevator Company (Otis) has an ongoing maintenance agreement with the City and provided service citywide for elevators for many years. Staff recommends all maintenance and repair use compatible manufacturer Otis parts rather than retrofitting with third party parts and equipment which may void warranties or not have full compatibility. Staff recommends contracting with Otis on a sole source basis (in compliance with the City procurement policy, Administrative Policy No. 4.1.2.) to perform repairs and upgrades The scope of work to repair and upgrade the elevators involves replacing equipment, including motor, power unit, etc. and installing an emergency return unit, new operating panel, new door protection device, emergency cab lighting and new operating steel cylinder and plunger. Staff attached the cost proposal and scope of work for this project.
Construction would tentatively start three to four months after contract award to accommodate material and equipment lead times. Staff anticipates four weeks to complete the work with significant impact to Library patrons and staff for approximately two weeks during the new cylinder installation which may require the Library to reduce operating hours and/or reassign affected programs and staff to Hunt Library.
Staff prepared an environmental assessment in accordance with California Environmental Quality Act Guidelines and determined the project is categorically exempt.
Attachments:
Attachment 1 – Budget Data
Attachment 2 – Otis Elevator Company Quote
cc: City Manager Eric J. Levitt
Contract With Otis Elevator Company for Elevator Repairs July 2, 2024 - Page 2