CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: July 28, 2025
SUBJECT:
Citywide Elevator Maintenance Services – Agreement
RECOMMENDATION:
Adopt a Resolution approving an alternative purchasing procedure to award a three-year agreement to Advanced Elevator Solutions, Inc. for Citywide Elevator Maintenance Services in the amount of $232,200, with two optional one-year extensions subject to future Council approval; establish an annual contingency in the amount of $8,000 per year of the initial three-year agreement; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue amendments within the contingency amount.
BACKGROUND:
The City of San Mateo is the largest city on the Peninsula, with a population exceeding 100,000 residents. The City has over 19 conveyances, such as elevators and wheelchair lifts, across its facilities and parking garages, all of which require ongoing repair and maintenance. To ensure public safety and protect workers in the elevator industry, elevators and wheelchair lifts must undergo monthly inspections to comply with State Division of Occupational Safety and Health permit requirements, as well as pass annual inspections by the State of California. As such, certified specialists are required to perform regular inspections, testing, and maintenance of the elevators and lifts in City-owned facilities. The City’s existing elevator maintenance services agreement expires on July 31, 2025.
In May 2025, the City issued a Request for Proposals (RFP) outlining specific criteria for performing elevator maintenance services for a three-year term with two (2) optional one-year extensions. An RFP was issued rather than a using competitive bidding process, as explained below. Staff reviewed and assessed each submitted proposal based on the following criteria: Organization and Experience, Key Personnel, Approach and Understanding, and Cost Proposal. These factors were then assessed and weighted according to the RFP guidelines. The results of the scoring were:
Based on the results of the evaluation, in addition to checking references with other municipal agencies, staff identified Advanced Elevator Solutions, Inc., to be the recommended firm. The breakdown of Advanced Elevator Solutions, Inc.’s annual elevator maintenance services cost proposal is shown below:
Company Avg Score
(200 Max) Ranking
Advanced Elevator Solutions, Inc. 175 1
Metro Elevator Northern California, Inc. 170 2
TK Elevator 145 3
Peninsula Elevator Company 140 4
CITY OF SAN MATEO
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The initial agreement period will be in place for three years with an option to extend the agreement for up to two (2) additional one-year periods, bringing the total potential agreement term to a maximum of five (5) years. For the proposed three-year term, the agreement amount results in a total of $232,000. The two additional one-year periods may only be granted through an amendment to the agreement, which will require Council approval.
To address any market fluctuations and any unknown additional expenses, staff also recommends establishing an annual contingency in the amount of $8,000 renewing each agreement year to be utilized within the agreement term for which it is reserved. If the service provider's initial three-year term performance warrants staff to recommend pursuing any of the optional term extensions, staff will return to Council to request an amendment for the term extension and associated increase in fee.
San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for agreements of $100,000 or more.
San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it finds doing so is in the best interest of the City. In this case, utilizing the RFP process is more beneficial to the City because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding. In addition, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists.
This process is in the best interest of the City as proposals are considered based upon ability along with cost savings to the City.
Staff recommends awarding the Citywide Elevator Maintenance Services agreement to Advanced Elevator Solutions, Inc. to ensure a service provider is in place for the next three fiscal years, and as the proposal received the highest scoring based on the established rating criteria.
BUDGET IMPACT:
Funding for Citywide elevator maintenance services is budgeted annually through the operating budgets of the Fleet and Building Maintenance Fund. Sufficient funding is available to cover the cost of this agreement.
ENVIRONMENTAL DETERMINATION:
This City Council action is exempt from CEQA review as an “existing facility,” because inspections, testing, and maintenance of the City’s elevator and wheelchair lifts consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
Total Year 1 $77,400
Total Year 2 $77,400
Total Year 3 $77,400
Total Agreement Amount $232,200
CITY OF SAN MATEO
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STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345