CITY OF
LONG
Department of Financial Management
411 W. Ocean Blvd., 6th Floor
Long Beach, CA 90802
562-570-6425
May 3, 2022
HONORABLE MAYOR AND CITY COUNCIL
City of Long Beach
California
RECOMMENDATION:
C-6
Adopt a Resolution authorizing the City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with Otis Elevator Company, of Farmington, CT, for elevator maintenance, repair and related services, on the same terms and conditions afforded to University of California, through OMNIA Partners, Public Sector, in a total annual amount of $238,000, and authorize a 30 percent contingency in the amount of $71,400, for a total annual contract amount not to exceed $309,400, until the University of California contract expires on September 30, 2024, with the option to renew for as long as the University of California contract is in effect, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Otis Elevator Company (Otis) for providing preventative maintenance, repair and related services for City of Long Beach (City) elevators at various locations. Currently, the City owns and operates 43 elevators at 26 locations that vary in condition.
The Purchasing Division of the Financial Management Department researched procurement options for elevator maintenance, repair, and related services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed three cooperative agreement options and determined that the contract between University of California, through OMNIA Partners, with Otis Elevator Company provided the best value to the City.
Otis was selected based on their competitive pricing, service level, and breadth of product offerings. Otis was selected through a nationwide competitive solicitation process with eight (8) proposals submitted. Otis was one (1) of four (4) vendors selected to provide elevator services to the UC System.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
HONORABLE MAYOR AND CITY COUNCIL
May 3, 2022
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley and Revenue Management Officer Geraldine Alejo on April 11, 2022, and by Business Services Manager Tara Mortensen on March 31, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on May 3, 2022, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $309,400, inclusive of a 30 percent contingency. The cost is budgeted across various fund groups and departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for four full-time employees residing in Long Beach.
SUGGESTED ACTION:
Approve recommendation.
Respectfully submitted,
J~~
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
ATTACHMENT: RESOLUTION
APPROVED:
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THOMAS B. MODICA
CITY MANAGER
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28 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LONG BEACH AUTHORIZING THE CITY
MANAGER OR DESIGNEE TO EXECUTE A CONTRACT
WITH OTIS ELEVATOR COMPANY, FOR ELEVATOR
MAINTENANCE, REPAIR AND RELATED SERVICES, ON
THE SAME TERMS AND CONDITIONS AFFORDED TO
THE REGENTS OF THE UNIVERSITY OF CALIFORNIA
THROUGH OMNIA PARTNERS, PUBLIC SECTOR, IN AN
ANNUAL AMOUNT OF $238,000, WITH A 30%
CONTINGENCY OF $71,400, FOR A TOTAL ANNUAL
AMOUNT NOT TO EXCEED $309,400, UNTIL THE
REGENTS OF THE UNIVERSITY OF CALIFORNIA
CONTRACT EXPIRES ON SEPTEMBER 30, 2024, WITH
THE OPTION TO RENEW FOR AS LONG AS THE
REGENTS OF THE UNIVERSITY OF CALIFORNIA
CONTRACT IS IN EFFECT, AT THE DISCRETION OF THE
CITY MANAGER
WHEREAS, the Charter of the City of Long Beach, Section 1802, permits the City Manager to enter into a contract on behalf of the City, in writing or otherwise, without advertising for bids, for services, supplies, materials, equipment or labor, with other government agencies, when authorized by resolution; and WHEREAS, the City requires elevator maintenance, repair and related services for elevators at various City locations; and
WHEREAS, the Regents of the University of California through Omnia Partners, Public Sector, has a contract with Otis Elevator Company for elevator EWM:bg A22-01134 (04-06-2022)
01378214.DOCX
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1 maintenance, repair and related services, Contract No. 2019.001563 ("Omnia Contract"); 2 and
3 WHEREAS, the City's participation in the Omnia Contract will facilitate 4 timely acquisition of the elevator maintenance, repair and related services as well as 5 provide considerable cost benefits to the City; and
6 WHEREAS, if the City had to go to formal bid rather than participate in the 7 Omnia Contract considerably more funds would be required; 8 NOW, THEREFORE, the City Council of the City of Long Beach resolves as 9 follows:
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28 Section 1. The City Manager or designee is hereby authorized to enter an agreement with Otis Elevator Company for elevator maintenance, repair and related services, of the same kind identified in the Omnia Contract in an annual amount of Two Hundred Thirty-Eight Thousand Dollars ($238,000), with a thirty percent (30%) contingency int the amount of Seventy-One Thousand Four Hundred Dollars ($71,400), for a total annual amount not to exceed Three Hundred Nine Thousand Four Hundred Dollars ($309,400), until Omnia Contract No. 2019.001563 expires on September 30, 2024, with the option to renew for as long as Omnia Contract No. 2019.001563 is in effect, at the discretion of the City Manager.
Section 2. This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting this resolution.
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2 EWM:bg A22-01134 (04-06-2022)
01378214.DOCX
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28 I hereby certify that the foregoing resolution was adopted by the City Council of the City of Long Beach at its meeting of ___________ , 2022 by the following vote:
Ayes: Councilmembers:
Noes: Councilmembers:
Absent: Councilmembers:
Recusal(s): Councilmembers
EWM:bg A22-01134 (04-06-2022)
01378214.DOCX
City Clerk
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