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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Amendment to Contract for Proprietary Maintenance and Repairs of Mitsubishi Elevators at Police Building and Central Library
1. Resolution dispensing with competitive bidding and authorizing the City Manager or a designee to execute an amendment to contract 8002359 with Mitsubishi Electric US, Inc. for the proprietary maintenance and repairs of Mitsubishi elevators at Police Building and Central Library adding the maintenance and repair of the elevator in the Police Building Parking Structure to the scope and increasing the contract amount by $50,000.
COUNCIL ACTION
Item Type: Action Item
Approved for August 26, 2025 calendar
EXECUTIVE SUMMARY
The Public Works Department is responsible for the maintenance of all conveyance systems including elevators and wheelchair lifts. This currently includes 46 units at 24 city facilities. The repair and maintenance of most of these units is currently handled by the contractor AZ Tech under a competitively bid contract. However, three of the units are Mitsubishi elevators that are proprietary and require specialized support and are maintained and repaired under a separate contract awarded without competitive bidding.
An amendment to this contract is proposed to bring a fourth elevator under this Mitsubishi contract. The elevator at the Police Building Parking Structure isn’t Mitsubishi but it includes a door operator system made by Mitsubishi that cannot be procured by AZ Tech.
Rather than have this vital component replaced with a non-Original Equipment Manufacturer (OEM) product at higher cost, staff believes adding this unit to the Mitsubishi contract is a better alternative that will improve the condition of the elevator and save the city money in repair costs.
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RECOMMENDATION
Approve a resolution dispensing with competitive bidding and authorizing an amendment to contract with Mitsubishi Electric US, Inc. for the proprietary maintenance and repairs of Mitsubishi elevators at Police Building and Central Library adding the maintenance and repair of the elevator in the Police Building Parking Structure to the scope and increasing the contract amount by $50,000.
ANALYSIS
The Public Works Department is responsible for the maintenance and repair of all city buildings and associated systems at: fire stations, police station, libraries, parks, Civic Center, utility sites, corporation yards, and parking garages, totaling over 200 facilities and 1,250,000 occupied square feet. Maintenance and repair responsibilities are addressed with a strategic combination of in-house staff and contracted services. This strategy allows for sufficient and available resources to address regular assignments and emergency services.
To best maintain the integrity of the city's facilities and address tenant and public needs, it is necessary for the Public Works Department to always have sufficient resources available to address all types of building related issues. Historically, the Public Works Department competitively bids the required building maintenance and repair services on a regular cycle and awards multi-year contracts.
Maintenance of conveyance systems is primarily handled by the contractor AZ Tech Elevator Company under the five-year contract for $1,002,930 that expires September 30, 2028. However, currently three units are proprietary Mitsubishi elevators that are maintained by Mitsubishi Electric, Inc. under a separate contract.
On June 27, 2023, the Council approved a resolution dispensing with competitive bidding, awarding a 5-year contract to Mitsubishi Electric US, Inc. for $200,000 for the proprietary maintenance and repairs of Mitsubishi elevators at Police Building and Central Library.
The continuity of conveyance systems maintenance is required by the state to continue the operation of these units. Due to the specialized training, certifications, liabilities, and resources, these services are best provided by a specialty contractor. The city owns and operates three Mitsubishi elevators that are proprietary and require specialized support that only Mitsubishi can provide.
Recently, the elevator at the police building parking structure went out of service and it was determined by the vendor AZ Tech that the issue was the Mitsubishi manufactured door operating system. Since AZ Tech is unable to procure Mitsubishi parts, they proposed to replace the system with a non-OEM product. Staff reviewed their proposal and also discussed the issues with the elevator with Mitsubishi. As a result, we have concluded that this necessary repair can likely be performed at a lower cost by Mitsubishi and it is also in the city’s best interest to have Mitsubishi assume the responsibility for maintenance and repairs of this elevator going forward due to it having proprietary Mitsubishi parts.
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STAKEHOLDERS/OUTREACH
Public Works, Facilities Management staff will coordinate work with the Glendale Police Department.
FISCAL IMPACT
The Proprietary Maintenance and Repair of Mitsubishi Elevators contract will cost approximately $50,000 annually which was requested as part of the FY 2025-26 budget.
No new appropriation is being requested at this time. The City Council approved funding is outlined below.
Existing Appropriation
Amount Account String Funding Source
$50,000 43110-6070-PWD-7508-P0000 Building Maintenance
Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item includes routine maintenance and repairs activities and therefore, not subject to CEQA review.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit # 1, in accordance with the City Campaign Finance Ordinance No. 5744.
ALTERNATIVES TO STAFF RECOMMENDATION
1: The City Council may choose to not approve the resolution and staff will repair and maintain the elevator at the police building parking structure with non-standard parts at likely greater cost.
2: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Shea Eccleston-Banwer, Public Works Administrator
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Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Mitsubishi Campaign Finance Form