Report Prepared by: Dan Arnold Public Works Manager - Operations
Title
SUBJECT: Civic Center Elevator Upgrades, Request for a Supplemental Appropriation from the General Fund
REPORT IN BRIEF
Staff is requesting an appropriation from the General Fund unappropriated reserves and, waiving the City’s competitive bidding requirement in order to provide optimum continued service for the Civic Center passenger elevators and approving an agreement with ThyssenKrupp for Civic Center elevator upgrades.
RECOMMENDATION
City Council - Adopt a motion:
A. Appropriating funds from the General Fund, unappropriated reserves in the amount of $161,031.00, transfer to Fund 671, and appropriate the same and;
B. Waiving the City’s competitive bidding requirement and;
C. Approving an agreement with ThyssenKrupp for Civic Center elevator upgrades and;
D. Authorizing the City Manager or Assistant City Manager to process all applicable documents.
Body
ALTERNATIVES
1. Approve, as recommended by (identify); or,
2. Approve, subject to other than recommended by (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Title 3, Article III of the Merced Municipal Code, purchases over twenty five thousand dollars.
Section 3.04.210 - Exemptions from Competitive Bidding
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of twenty-five thousand dollars ($25,000.00), the "bidding threshold," may be waived with the approval of the city council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 <http://library.municode.com/HTML/16096/level3/TIT3REFI_CH3.04PUSY_ARTIIPUNOEXTWVETHDO.html> of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 2016/17 Council Priorities under Operational Sustainability.
DISCUSSION
The City currently inventories two passenger elevator cars within the Civic Center. The elevators are perfectly safe and fully functional at this point in time. However, due to the nature of the age of the current system, ThyssenKrupp, can no longer obtain some electronic parts for the two cars, primarily the main push button controls. Upgrades would be made without disruption of service and would include but are not limited to, new push button control panels with vandal resistant floor buttons, hands free phone, safety sensitive infrared door detection system, upgraded hydraulic pump, motor and associated other parts, see Attachment 1-Civic Center Elevator Upgrade 2017 for additional details. The estimated time for completion of repairs is five weeks per car, for a total of ten weeks.
BACKGROUND
Currently, ThyssenKrupp is under contract with the City to provide elevator maintenance services for all City elevators through to 2019. Due to their familiarity with the elevator systems and in an effort to maintain continuity of maintenance services of the elevator cars, staff is recommending for the Civic Center elevator upgrades and is hereby requesting the waiving of the City’s bidding process.
IMPACT ON CITY RESOURCES
Staff is requesting an appropriation from the General Fund unappropriated reserves in the amount of $161,031.00,transfer to Fund 671 and to appropriate the same.
ATTACHMENTS
1. Attachment 1 - Civic Center Elevator Upgrades 2017 Proposal-Agreement