Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Dream Ride Engineering, Inc. for Full Service Elevator Maintenance and Repairs in City Building Facilities (Various Locations) for an Amount Not-to-Exceed $183,898.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301(c) (Existing Facilities). (Public Works 60341590)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) uses contract services to maintain its elevators, which are located throughout seven separate facilities. Staff completed the Request for Proposals (RFP) process and is now recommending execution of a five-year agreement with Dream Ride Elevator for full service elevator maintenance and repair in an amount not-to-exceed $183,898.
BACKGROUND
Public Works maintains 76 City facilities, seven of which have elevators that require routine, specialized maintenance, repair, and testing to ensure safety and compliance with applicable laws. The elevators are at the Alameda Police Department, City Hall, City Hall West, the Civic Center Parking Garage, the new Emergency Operations Center, the Main Library, and the Veterans Building.
DISCUSSION
On June 22, 2023, the Public Works Department issued an RFP for Full Service Elevator Maintenance and Repairs in City Buildings (Various Locations). To solicit the maximum number of bids and most competitive prices, the RFP was published on the City’s website and the Alameda Sun, as well as forwarded to the City’s list of qualified contractors and 13 separate builders’ exchanges throughout the Bay Area. After a bidding period of 15 days, the City received two responsive bids.
|
Proposer |
Location |
Proposed Annual Amount for Defined Work |
|
Dream Ride Elevator |
Benicia, CA |
$17,304 |
|
EnPro Elevator, Inc. |
Rancho Cordova, CA |
$35,700 |
Staff reviewed the proposals, consistent with the City’s Purchasing Policy Guidelines and the selection criteria outlined in the RFP. Based on past performance with Dream Ride as the City’s current provider for elevator service and the details of the new proposal, Dream Ride is the recommended service provider best suited to meet the City’s needs.
The contract is based on an annual amount for defined preventive maintenance work plus $20,000 per year for annual repairs resulting from State inspections and a five percent (5%) contingency. The $20,000 is based on previous annual spending for these types of repairs. Staff recommends a five-year agreement with Dream Ride Elevator for a total not-to-exceed amount of $183,898. This total includes a prorated first year for a 9-month term and an annual three percent (3%) CPI increase for subsequent years. Use of the annual contingency shall be for items of work outside the original scope and requires prior written authorization by the City. Dream Ride Elevator shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations.
ALTERNATIVES
• Modify the scope of the contract and/or adjust the approved contract authorized amount.
• Do not award this contract and give another direction to staff. In-house staff do not have the capacity to perform all the services in this contract. Not having this contract available will lead to deficiencies and other operational issues in our building facilities.
FINANCIAL IMPACT
Funds for this contracted service are budgeted in the Fiscal Year 2023-25 Facilities Maintenance operating budget (60341590). Funding for the last three years of the proposed contract will be subject to future City Council appropriations approval.
|
Cycle |
Sum |
CPI - 3% |
Contingency |
Total Authorized Amount |
|
10/1/23 thru 6/30/24 |
$27,978 |
$0 |
$2,798 |
$30,776 |
|
FY 24/25 |
$32,304 |
$969 |
$3,327 |
$36,600 |
|
FY 25/26 |
$33,273 |
$998 |
$3,427 |
$37,698 |
|
FY 26/27 |
$34,271 |
$1,028 |
$3,530 |
$38,829 |
|
FY 27/28 |
$35,299 |
$1,059 |
$3,636 |
$39,994 |
|
5 Year Total |
$163,126 |
$4,054 |
$16,718 |
$183,898 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301(c) (Existing Facilities).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Dream Ride Engineering, Inc. for full service elevator maintenance and repairs in City Building Facilities (Various Locations) for an amount not-to-exceed $183,898.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Exhibit:
1. Agreement