Title
Recommendation to Amend the Contract with Dream Ride Elevator to Increase the Contract Amount by $22,211.80, Including Contingencies, for Full Service Elevator Maintenance, for a Total Contract Amount of $105,871.67. (Public Works 706001)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Amend the Contract with Dream Ride Elevator to Increase the Contract Amount by $22,211.80, Including Contingencies, for Full Service Elevator Maintenance, for a Total Contract Amount of $105,871.67.
BACKGROUND
On February 28, 2011, the City awarded a competitively bid contract in the amount of $7,666.00 including contingencies, to Dream Ride Elevator for full service elevator maintenance. In awarding the contract, the City authorized extensions for up to four additional years. On July 1, 2011, the City awarded a first amendment in the amount of $17,000.00. On July 1, 2012, the awarded a second amendment in the amount of $17,000.00. On July 1, 2013, the City awarded a third amendment in the amount of $13,859.30. On July 1, 2014, the City awarded a fourth amendment in the amount of $13,859.30. On July 1, 2015, the City awarded a fifth amendment in the amount of $14,275.27 for a total contract amount of $83,650.77, reaching the threshold requiring Council approval. While Professional Services Contracts, unlike Construction Contracts, are not required to be rebid by the City’s ordinance, it is considered a best practice to rebid contracts after five years to ensure the City is receiving a fair and competitive bid.
Annual extensions are based on mutual agreement and satisfactory performance of all aspects of the contract. Contract prices are adjusted in accordance with the construction cost index reported in the Engineering News Record for the San Francisco Bay Area; other contract terms remain the same.
DISCUSSION
The City continues to be satisfied with the services provided by Dream Ride Elevator. A sixth amendment to the contract is needed for the continued full service elevator maintenance, in the amount of $22,211.80, including contingencies. The Public Works Department will be going out to bid for a new contract within the fiscal year.
FINANCIAL IMPACT
The project is budgeted under General Fund Facility Maintenance Program (Fund 001), Base Reuse Fund Alameda Point Administration & Facility Maintenance Program (Fund 858), and Civic Center Garage Fund Parking Structure Program (Fund 224.1).
|
Contract Phase |
Effective Date |
Authorized Amount |
Expended to Date |
|
Original Contract |
February 28, 2011 |
$7,666 |
$ 4,101.00 |
|
1st Amendment |
July 1, 2011 |
$17,000 |
$ 9,050.00 |
|
2nd Amendment |
July 1, 2012 |
$17,000 |
$11,915.20 |
|
3rd Amendment |
July 1, 2013 |
$13,859.30 |
$11,507.20 |
|
4th Amendment |
July 1, 2014 |
$13,859.30 |
$11,237.20 |
|
5th Amendment |
July 1, 2015 |
$14,275.27 |
$21,775.52 |
|
6th Amendment (as proposed) |
July 1, 2016 |
$22,211.80 |
$ 0.00 |
|
Total |
|
$105,871.67 |
$69,586.12 |
Although the Council authorized contract amount was not expended for a number of years, those funds are returned to the General Fund if not used, necessitating the current request for additional Council authorization.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under CEQA Guidelines Section 15301(b), Existing Facilities.
RECOMMENDATION
Amend the contract with Dream Ride Elevator to increase the contract amount by $22,211.80, including contingencies, for full service elevator maintenance, for a total contract amount of $105,871.67.
Respectfully submitted,
Bob Haun, Public Works Director
By,
Shahram Aghamir, City Engineer
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Contract
2. First Amendment
3. Second Amendment
4. Third Amendment
5. Fourth Amendment
6. Fifth Amendment
7. Sixth Amendment