City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: SEPTEMBER 1, 2026 FROM: GENERAL SERVICES DEPARTMENT WARDS: ALL
SUBJECT: SERVICES AGREEMENT WITH OTIS ELEVATOR COMPANY OF ANAHEIM, CALIFORNIA FOR ANNUAL MAINTENANCE AND REPAIRS OF ELEVATORS AT VARIOUS CITY FACILITIES IN THE AMOUNT OF $1,000,258.49 UNDER OMNIA CITIES/90C NATIONAL AGREEMENT #2019.0011563, PLUS CHANGE ORDER AUTHORITY IN THE AMOUNT OF $200,000, FOR A TOTAL NOT-TO-EXCEED AMOUNT OF $1,200,258.49 THROUGH JUNE 30, 2029 ISSUE:
Consider approving a Services Agreement with Otis Elevator Company of Anaheim, California for annual maintenance and repairs of elevators located in various City facilities in the amount of $1,000,258.49 under OMNIA Cities/90C National Agreement #2019-0011563, plus change order authority in the amount of $200,000, for a total not-to-exceed amount of $1,200,258.49, through June 30, 2029.
RECOMMENDATIONS:
That the City Council:
Approve the Services Agreement with Otis Elevator Company of Anaheim, California for annual maintenance and repairs of elevators located in various City facilities in the amount of $1,000,258.49 through June 30, 2029, under OMNIA Cities/90C National Agreement #2019-0011563; Authorize change order authority in the amount of $200,000 for unforeseen changes such as increased service frequency or emergency repairs; and Authorize the City Manager, or designee, to execute the agreement with Otis Elevator Company including making minor and non-substantive changes.
BACKGROUND:
For over 20 years, Otis Elevator Company (Otis) has provided high quality elevator installation, maintenance and repair services to the City of Riverside. Otis has the skill, specialized knowledge, tools and equipment to maintain and repair the City’s elevators, with adequate staffing to respond to calls in a timely manner. Otis possesses the specialty training and tools to maintain obsolete equipment and equipment manufactured by other elevator companies.
DISCUSSION:
City elevators require a high level of service in order to meet all State of California elevator testing requirements and maintain the operation of elevators with a variety of manufacturers, and some elevators having obsolete parts. Otis will maintain and repair City elevators using trained personnel directly employed and supervised by Otis. Otis currently maintains elevators for the City and over the years, has proven to be reliable, responsive, and provided excellent customer service, safety training and other valuable services.
Monthly maintenance services are provided at a fixed monthly rate and include State-required inspections, lubrication and adjustment of various parts such as electronic components, load weighting equipment, hoisting assemblies, brake assemblies, motors, state compliance tasks and other services. Repair needs identified during monthly maintenance services or from elevator breakdowns, such as broken or vandalized elevator components, will be addressed on an as-needed basis.
The table below shows the location, number of elevators to be maintained, and Fiscal Year 2026-2027 costs for monthly inspections and maintenance and estimated repairs. There will be an annual increase each year for Years 2-3 of up to 5%, in accordance with the terms of the OMNIA agreement. The repair estimates are based on average costs incurred at each location. Staff is requesting contingency in the amount of $200,000 for unforeseen repairs that may exceed these averages, such as a catastrophic equipment failure.
FY2026-2027 Monthly Inspection & Maintenance and Estimated Repair Costs (Note: Monthly inspection and maintenance service is pro-rated for the 10-month period of September 2026 – June 2027) Facility
Address & Elevator Count
Mthly Inspection and Maint
Subtotal
Est. Repair Costs
Total
Airport
6951 Flight Road (1 Elevator)
$390.69
$3,906.90
$5,000.00
$8,906.90
City Hall
3900 Main Street (3 Elevators)
$2,807.88
$28,078.80
$8,000.00
$36,078.80
Fire Station 1
3401 University Ave (1 Elevator)
$345.00
$ 3,450.00
$2,000.00
$5,450.00
Library Main
3900 Mission Inn Ave (4 Elevators)
$2,840.00
$28,400.00
$2,000.00
$30,400.00
Library Marcy
6927 Magnolia Ave (1 Elevator)
$345.00
$3,450.00
$10,000.00
$13,450.00
Heritage House
8193 Magnolia Ave (1 Wheelchair lift)
$190.00
$1,900.00
$2,000.00
$3,900.00
PD Magnolia
10540 Magnolia Ave (1 Elevator)
$347.40
$3,474.00
$3,000.00
$6,474.00
Garage 1
3743 Orange St (1 Elevator)
$373.35
$3,733.50
$27,000.00
$30,733.50
Garage 2
3851 Orange St (1 Elevator)
$391.59
$3,915.90
$27,000.00
$30,915.90
Garage 3
3780 Market Street (1 Elevator)
$345.00
$3,450.00
$27,000.00
$30,450.00
Garage 6
3901 Orange St (2 Elevators)
$1,585.72
$15,857.20
$27,000.00
$42,857.20
Garage 7
3601 Market St (1 Elevator)
$340.84
$3,408.40
$27,000.00
$30,408.40
The Cheech
3581 Mission Inn Ave (2 Elevators)
$1,608.00
$16,080.00
$10,000.00
$26,080.00
Utilities Ops Center (UOC)
2911 Adams Street (1 Elevator)
$345.00
$3,450.00
$1,000.00
$4,450.00
Total
$12,255.47
$122,554.70
$178,000.00
$300,554.70
Purchasing Overview
This action is pursuant to Purchasing Resolution 24101, Section 702, which states that, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances…(f) When Cooperative Purchasing is available and undertaken or when services can be obtained through Federal, State and/or other public entity pricing contracts or price agreements”.
The Purchasing Manager concurs that the recommendation is in accordance with Purchasing Resolution No. 24101.
FISCAL IMPACT:
The total contract amount is $1,000,258.49. The fiscal impact for Fiscal Year 2026/27 is $300,554.70.
Funding for Fiscal Year 2026/27 has been budgeted in the accounts listed below to cover the cost of this Agreement.
Table 1. Funding for FY 2026/27
Fund
Account
Department/Divisions
Amount
General Fund
2210000-421000
General Services / Building Services
$95,752.80
Electric
6000010-421000
RPU / Electric Field Operation
$4,450.00
Airport
1165000-421000
City Manager’s Office / Airport
$8,906.90
Public Parking
4150000-421000
Public Works / Public Parking
$165,365.00
Cheech Marin
5242000-424130
Parks, Recreation & Community Services / Cheech Marin Center Maint $26,080.00
Total:
$300,554.70
Funding for subsequent fiscal years will be appropriated through the annual budget process in the applicable accounts.
Table 2. Total Contract Cost
Fund
Account
FY26/27
FY27/28
FY28/29
General Fund
2210000-421000
$95,752.80
$114,978.53
$120,727.45
Electric
6000010-421000
$4,450.00
$5,397.00
$5,666.85
Airport
1165000-421000
$8,906.90
$10,172.69
$10,681.33
Public Parking
4150000-421000
$165,365.00
$180,009.90
$189,010.40
The Cheech
5242000-424130
$26,080.00
$30,760.80
$32,298.84
Annual Total:
$300,554.70
$341,318.92
$358,384.87
3-Year total
$1,000,258.49
Prepared by: Mike Combs, Building Services Project Manager Approved by: Lee Withers, General Services Director
Certified as to
availability of funds: Julie Nemes, Finance Director
Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/Treasurer
Approved as to form: James Johnson, City Attorney
Attachments:
Otis Elevator Co. Service Agreement
Omnia Agreement 2019.001563
Omnia Agreement 2019.001563 Amendment # 1
Omnia Agreement 2019.001563 Amendment # 2
Agreement with Otis Elevators for Inspections, Maintenance, and Repairs of City Elevators ● Page 2