Agenda Item Wording:
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Award of an Emergency Repair Contract - Authorize the City Manager to award an emergency repair contract to RLH Fire Protection Inc, of Bakersfield for a not to exceed amount of $196,275.00.
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Prepared by: Donny MacLennan, Building Maintenance Superintendent 713-4525; donny.maclennan@visalia.city Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city Jason Glick, Parks and Recreation Director 713-4042; jason.glick@visalia.city
Department Recommendation: It is recommended that the City Council authorize the award of an emergency repair contract for the updating of the Fire, Life, Safety Systems at both parking structures and Fire Station 52 to RLH Fire Protection Inc, of Bakersfield, CA, for the not to exceed amount of $196,275.00.
Summary:
The City entered into a contract with TK Elevator for $804,013 to modernize four elevators by doing a major overhaul on them. Over the last six months TKE has been manufacturing components for the elevators. Council approved an additional $519,638 for the modernization of elevators within both parking structures and Fire Station 52 from the Measure N (141) Fund.
Part of this additional funding is allocated for the required Fire, Life, Safety Systems update to meet the current building code. The systems will need to be updated for all three facilities receiving the elevator modernization and will need to be completed in conjunction with TK Elevator’s modernization work for the elevators in order to maintain compliance with the California Department of Industrial Relations requirements. Staff reached out to RLH Fire Protection Inc., which is our current contracted vendor for fire systems testing within the parking structures and Fire Station 52 for cost estimates. RLH Fire Protection Inc. has knowledge of our current fire system and was able to provide cost estimates for the facilities. To keep the elevator modernization project moving forward, staff are requesting an emergency repair contract be awarded to RLH Fire Protection Inc.
Background Discussion:
The East Parking Structure was built in 2001 (24 years old) and the West Parking Structure was built in 2007 (18 years old). Both the Parking Structures have been experiencing equipment failures, costly repairs, and many of the replacement parts have become obsolete. Staff have been working with TK Elevators for the past several years to keep the elevators functional and in compliance with the State of California regulations. This has led to costly repairs and the elevators to be down for long periods of time until replacement parts could be located. The non-functioning elevators have become more frequent as the elevators continue to age and have become especially noticeable at the West Acequia Parking Structure due to the high-volume use for Kaweah Health patients and staff.
There are two (2) elevators within the West Acequia Parking Structure and one (1) at the East Acequia Parking Structure. Of these elevators only one elevator is currently operational at West Acequia Parking Structure and continues require maintenance to resolve functional issues. The other two (2) elevators have experienced operational failures and have been out of service for several months.
Fire Station 52 was built in 1995 and is 30 years old. The elevator has been non-operational since April 2024 after failing the State required load test. During this time, TK Elevators discovered that the hydraulic ram that lifts and lowers the elevator cart was failing and would need to be replaced for the elevator to pass inspection and be operable for use. This is a costly repair due to the design of the system.
Measure N serves as a funding source to repair buildings. These projects are typically roof repairs, HVAC replacements, and large miscellaneous repairs to City facilities. The City currently operates thirteen (13) elevators at various facilities. There are two (2) elevators within the West Acequia Parking Structure (located across from the Hospital), one (1) at the East Acequia Parking Structure (located across from City Hall East), and one (1) at Fire Station 52 (located at 2224 W. Monte Vista). Of these elevators only one elevator is currently operational at West Acequia Parking Structure. The other three (3) elevators have experienced operational failures and have been out of service for almost a year due to part manufacturing, repair personnel availability and the time involved in design.
On November 18, 2024, Council awarded a contract to TK Elevator for $804,013 to modernize the four elevators by doing a major overhaul on them. Over the last six months, TKE has been manufacturing components for the elevators. Since the contract award, tariffs have been put in place by the Federal Government causing an increase in material costs by $10,000 (change order #1). In addition, it was discovered that the insulation inside the hydraulic tank of the south elevator at the West Acequia Parking Structure had separated and contaminated the hydraulic oil, destroying the hydraulic control valve. The cost for the removal and installation of new hydraulic tanks is $90,000 (change order #2)
Staff are also anticipating a third change order for the replacement and relocation of the elevator hydraulic line at Fire Station 52 for an estimated cost of $100,000 (potential change order #3). TK Elevator will need to install the new hydraulic ram to test the existing hydraulic line. It is hopeful that the line is functional, but if the line fails the pressure test, the City will need to install a new hydraulic line across the building from the machine room to the elevator. The estimated cost for this change order is $100,000. These three change orders total $199,306.
TKE has also informed staff that the Fire, Life, Safety systems will need to be updated to meet the current building code. This update will be completed by RLH Fire Protection who will coordinate with TKE. RLH is the current fire system testing vendor and staff received a quote of $196,275 for the system upgrade.
Fiscal Impact: During the 2024/25 Budget process, Council approved a $1.18 million capital project in the Measure N Fund for Building Maintenance. This project is used for roof repairs, HVAC replacements, and large miscellaneous repairs to City facilities.
The life expectancy of an elevator is now twenty years. Based on the age of the elevators and ongoing issues, staff had included the elevator repairs in the budget to be performed in phases, starting with the two (2) elevators at the West Acequia Parking Structure in FY 24-25, and the one (1) elevator at the East Acequia Parking Structure to be completed in FY 25-26. Fire Station 52 was not originally included in the budget due to not having any major issues. To stay within the elevator budget, Station 52 was swapped with the second elevator in the West Parking Structure.
Council approved the appropriation of $519,638 as shown in the table below.
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Modernization of elevators within both parking structures and Fire Station 52 Project |
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Current Budget |
$1,319,926 |
|
Change Order #1 – Tariff cost increase |
$9,306 |
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Change Order #2 –
Hydraulic Oil Reservoir Tanks (West Parking Structure) |
$90,000 |
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Anticipated Change Order #3 –
Hydraulic line replacement and relocation (Fire Station 52) |
$100,000 |
|
Fire, Life, Safety required upgrades – All elevators (actual) |
$196,275 |
|
Construction Contingency (est.10%) |
$120,332 |
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Total Estimated Project Costs |
$1,319,926 |
Any remaining funds at the completion of the elevator modernization project would be disbursed back to the Measure N fund.
Prior Council Action:
September 2, 2025 – City Staff presented the second of two public hearing
August 18, 2025 – City Staff presented the first of two public hearing
August 4, 2025 – Authorized staff to enter into Measure N Amendment Process and approved change orders 1 through 3 to TK Elevator.
June 17, 2024 – the City Council approved the appropriation of $310,000 in CIP CP0250 for the modernization of the elevators within the 300 E Acequia Parking Structure.
Other: N/A
Alternatives: Reject staff’s request to award an emergency repair contract and direct staff to perform a Request for Bids. This will delay the repairs and use of the elevators to reach the upper levels of the facilities.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award an emergency repair contract for the updating of the Fire, Life, Safety Systems at both parking structures and Fire Station 52 to RLH Fire Protection Inc, of Bakersfield, CA, in the not to exceed amount of $196,275.00.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 9/15/2025
Attachments: 222 W Parking Structure Fire Alarm Proposal, 300 E Parking Structure Fire Alarm Proposal, Fire Station 52 Fire Alarm Proposal, Draft RLH Contract