Placement: Consent Agenda
Action Requested: Motion / Vote
title
Ratify Contract # 20240164 for Emergency Elevator Modernization to Schindler Elevator Corporation.
body
Submitted By: India Barr, Procurement Contracting Officer I (PMD)
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr, Procurement Management Division.
2. Parties: City of Port St. Lucie and Schindler Elevator Corporation
3. Purpose: Upgrade elevators including controls, door openers, car levelers, and complete upgrades at City Hall.
4. New/Renewal/Modified: New.
5. Duration: The Contract is for one year. Fabrication to begin immediately, and installation is estimated to begin in twelve weeks.
6. Benefits to Port St. Lucie: Strategic Plan Goal #5: High Quality Infrastructure & Facilities.
7. Cost to Port St. Lucie (Annual and Potential): $439,926.00 for the Base Bid, cab work for shell, interior, flooring, electrical, mechanical, fire alarm, and miscellaneous general work.
Presentation Information: N/A.
Staff Recommendation: Move that the Council Ratify Contract # 20240164 for Emergency Elevator Modernization to Schindler Elevator Corporation under City Code of Ordinances, Section 35.08(b)(1)a., Emergency Procurement by the City Manager.
Alternate Recommendations:
1. Move that the Council amend the recommendation and award the Contract # 20240164.
2. Move that the Council not approve Contract # 20240164 and provide staff with direction.
Background: the City’s Facilities Maintenance Department has experienced several issues with the two (2) elevators in the City Hall Bldg. A requiring them to shut-down one or both elevators at the same time for extended periods of time. The issues are related to the controls which are proprietary to Schindler Elevator. The control circuit boards are no longer available and have been repaired to keep the elevators operational. Facilities continues to have issues with the controls, door openers, and car levelers. There have been several incidents where persons have been stuck in the elevators. These are potential safety issues for the elevator users and affects the City’s barrier-free access to the second and third floors of the Bldg. A. Schindler is under contract with the City for Elevator repairs and maintenance, as the elevators are proprietary equipment.
Issues/Analysis: To keep the terms of the "Preventive Maintenance Agreement," for maintaining the City Hall Schindler elevators, the City must abide by the terms in the Agreement to "not permit others to make alterations, additions, adjustments, repairs, or replacements to the equipment."
A Purchase Order was issued for this purchase on August 23, 2024. Section 35.08(b)(1)a., permits the City Manager to authorize procurement of supplies, materials, equipment, or services using the most efficient and effective procurement methods for an Emergency Procurement. Such approval is uploaded as an attachment. Based on the above Background explanation, and the attached memorandum, staff has set forth the factors outlining how this purchase qualifies as an Emergency Procurement under section 35.05 (“Emergency Procurement means a purchase made in response to a need when the delay incident to complying with all governing rules, regulations, and/or procedures would be detrimental to the life, health, welfare, safety, or convenience of the City and/or its residents.”). After an Emergency Procurement is made, section 35.08(b)(1)a., then requires staff to provide a full report to City Council at the earliest available Council meeting, which, here, is the meeting in which this item is placed on the agenda. Further, the information required to be furnished in section 35.08(b)(1)a., is supplied in this agenda summary and the attachments.
It is requested to have Schindler be the Contractor for the modernization of the existing elevators. Schindler Elevator performs elevator maintenance for the City and provided the proposal for the work. This work is recommended to be performed by Schindler Elevator who has performed satisfactorily.
Financial Information: Funds are appropriated in Facilities GL #0011900-546100-00000.
Special Consideration: N/A.
Location of Project: City Hall Bldg. A.
Attachments:
1. Signed Contract.
2. Expenditure Memo and Proposal.
3. Request for Approval Form.
4. CM Memo Designating Acting CM on 8/23/2024.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 24235-04.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.