Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: ACTING DIRECTOR OF PUBLIC WORKS
DATE: JUNE 18, 2024
AGENDA REPORT
SUBJECT: AMENDMENT NO. 1 TO AGREEMENT WITH AMTECH INC. FOR ELEVATOR
MAINTENANCE SERVICES
FISCAL
IMPACT: EXPENSE: $75,431.50 AGREEMENT AMENDMENT
BUDGET: $17,487.50 FY 23-24 OPERATING BUDGET (103654-6290) $12,944.00 FY 24-25 & 25-26 OPERATING BUDGET (103654-
6290)
$45,000.00 FY 24-25 & 25-26 OPERATING BUDGET (103654-
6130)
SUMMARY:
On July 18, 2023, a Maintenance Services Agreement was awarded to Amtech Elevator Services, (Amtech) for elevator maintenance services for three (3) years for a cumulative contract not -to - exceed amount of $12,816, pursuant to the City Administrator's award authority under Placentia Municipal Section 3.08.085. Funds under the current agreement are nearly exhausted due to the need for emergency repairs to keep the elevators operational. Staff recommends an amendment to increase the contract amount by $75,431.50 to account for monthly service, annual testing support, and pending and future repair needs. The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The contract costs for elevator maintenance services are included in the current Fiscal Year 2023-24 Operating Budget.
The future cost of the services will be included in operating budgets for future fiscal years.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 1 to the Maintenance Services Agreement with Amtech for elevator maintenance services to increase the contract amount by $75,431.50 for a revised cumulative contract not -to -exceed amount of $88,247.50 for the remaining contract term; and
2. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
City Council Agenda
June 18, 2024
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
DISCUSSION:
Public Works is responsible for elevator maintenance at City facilities, including the Bradford pedestrian bridge elevators. Maintenance responsibilities include monitoring, annual testing, emergency response and repairs. Staff solicited bids for these services for a proposed term of three years. Four bids were received on June 1, 2023, as outlined in the table below.
Contractor Bid Amount
Amtech Elevator Services $12,816
A -Z Tech Elevator Company $12,960
TK Elevator $16,920
Otis Elevator Company $46,224
After reviewing the bid proposals, it was determined that Amtech was the lowest responsive and responsible bidder. Bid proposals were submitted based upon monthly service costs. Amtech submitted the lowest monthly rate of $356 per month over a 36 -month contract term totaling $12,816. On July 18, 2023, a Maintenance Services Agreement was administratively awarded to Amtech for elevator maintenance services for three years for a cumulative not -to -exceed amount of $12,816, pursuant to the City Administrator's award authority under Placentia Municipal Section
3.08.085.
The contract award amount is based upon routine monthly service. The cumulative amount does not include annual testing support which is $2,200 per year. Amtech accompanies the State inspector on the required annual inspection to retain the elevator permit. The current amount also does not leave any funds available to complete repair work. Due to the technical nature of elevator maintenance, repairs tend to be more expensive than repairs on other types of infrastructure as they must be performed by specially certified technicians. During the current fiscal year, repair costs totaled $11,037.50, which have exhausted the contract funds. Additionally, the North elevator is currently out of service and in need of replacement of the track along the cab doors.
The track has been damaged after several emergency openings to retrieve confined passengers.
The track has been realigned in the past but can no longer be realigned and needs to be replaced.
The cost for the replacement is $4,250.
Staff recommends amending the contract to add $75,431.50. This includes $6,600 for three years of annual testing, $8,544 for the remaining two years of monthly service, $15,287.50 for prior and pending repairs as well as $45,000 for future repairs throughout the remaining contract term. This increases the total contract not -to -exceed amount to $88,247.50 for the three-year term. The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The contract costs for elevator maintenance services with Amtech are included in the current Fiscal Year 2023-24 Operating Budget.
City Council Agenda
June 18, 2024
FISCAL IMPACT:
The recommended actions will approve Amendment No. 1 to the Maintenance Services Agreement with Amtech, increasing the contract amount by $75,431.50 for the remainder of the extended term, for a revised total not -to -exceed contract amount of $88,247.50. Sufficient funds exist for the recommended actions. The future cost of the services will be proposed in the operating budgets for future fiscal years.
Prepared by: Reviewed and approved:
s-tumeuitt6 t6LL
Samantha Byfield
Public Works Manager
Reviewed and approved:
Christopher Tanio
Acting Director of Public Works
Attachment:
Amendment No. 1 — Amtech
Jennifer Lampman
Director of Finance
Reviewed and approved:
Oaw,iwt, l(mut &
Damien R. Arrula
City Administrator