Agenda Item Wording:
title
Award Contract for Elevator Repair - Authorize the City Manager to enter into an agreement with TK Elevator Corporation for $804,013.00 for the modernization of elevators within both parking structures and Fire Station 52.
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Deadline for Action: 11/18/2024
Submitting Department: Community Services
Contact Name and Phone Number: Donny MacLennan, Building Maintenance Superintendent 713-4525; donny.maclennan@visalia.city <mailto:donny.maclennan@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> Jason Glick, Parks and Recreation Director 713-4042; jason.glick@visalia <mailto:jason.glick@visalia>
Department Recommendation:
Staff recommends the City Council authorize the City Manager to enter into an agreement with TK Elevator Corporation for $804,013.00 for major modernization of elevators within both parking structures and Fire Station 52.
Background Discussion:
Summary:
The City currently operates thirteen (13) elevators at various facilities. There are two (2) elevators within the 222 W. Acequia Parking Structure, one (1) at the 300 E. Acequia Parking Structure, and one (1) located at Fire Station 52 2224 W. Monte Vista. These elevators are twenty plus years old and have started to experience operational failures. This modernization is a major overhaul of the elevators.
Background:
The elevators at both the 222 W. Acequia Parking Structure and 300 E. Acequia Parking Structure are twenty plus years old and 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 has become especial noticeable at the 222 W. Acequia Parking Structure because of the need by patients using the parking for the Kaweah Health facility nearby.
The elevator at Fire Station 52 has been down since April of this year after failing the state required load test. After performing diagnostics on the elevator 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. Staff then requested cost estimates from TK Elevator for the replacement of the hydraulic ram. Because of the design of the system the cart would need to be raised, the old hydraulic ram removed, and a new pit drilled for the placement of a new hydraulic ram to be installed. This would be a costly repair and still leave the twenty-year-old elevator with dated equipment on the elevator cart and obsolete electronic controls that would need to be replaced soon. Therefore, a more major overhaul is being recommended.
The life expectancy of an elevator now is typically twenty years. Staff had prepared the recently approved Capital Improvement Project (CIP) budget with the elevator repairs being performed in phases, starting with the two (2) elevators at the 222 W. Acequia Parking Structure in FY 24-25, and the one (1) elevator at the 300 E. Acequia Parking Structure to be completed in FY 25-26, Fire Station 52 was an unexpected failure to the elevator load test. The elevators listed above have reached or exceeded their expected life expectancy. Many of the replacement parts are now obsolete and have made it very difficult to keep the elevators in compliance with state requirements and functioning for users. For these reasons staff is requesting to combine and accelerate the elevator repairs in FY 24-25. This will help reduce mobilization and overall costs to the project.
Staff is recommending the modernization of the four (4) elevators to update the electrical control panels, hydraulic systems, cart tracks, and elevator cart interior with TK Elevators piggybacking on the Region 4 Education Service Center Omnia Contract #R200502. The Omnia Contract provides a 5% reduction in material and labor costs for the elevator modernization and was competitively bid through an RFP process in March of 2024 and expires on September 30, 2025.
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 miscellaneous repairs to City facilities. The required elevators repairs that were anticipated to be done over the next two year budget is needed with this year’s capital project. In order to repair these elevators, staff will be utilizing funds that were earmarked for roof repairs. Staff will return to Council and the Measure N Committee at a future date to request funds for roof repairs that will not be completed until spring or early summer due to weather.
Prior Council Action: 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: None
Alternatives: Reject the TK Elevator Corporation proposal using the Omnia Purchasing Contract and go out for 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 approve the contract to TK Elevator Corporation of Carol Stream, IL, in the amount of $804,013.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: TK Elevator Modernization Proposal, Omnia Elevator RFP, Omnia TKE RFP Proposal, TKE Omnia Contract, TKE Omnia Contract Update, TKE Omnia Contract Renewal