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CC - CONSENT ITEM: (1) Ratification of Termination of an Existing Agreement with Elevators Etc.; and (2) Approval of a Multi-Year Agreement with SmartRise Elevators, Inc. for the Maintenance and Repair of 13 Elevators at Nine Facilities in an Amount Not-to-Exceed $314,375.
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Meeting Date: May 11, 2026
Contact/Dept.: Joe Susca, Public Works
Phone Number: (310) 253-5636
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (05/07/2026); SmartRise Elevators, Inc. (04/23/2026); Elevators Etc., (04/27/2026)
Dept Approval: Yanni Demitri, Public Works Director/City Engineer (04/27/2026)
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RECOMMENDATION
Staff recommends the City Council (1) ratify termination of an agreement with Elevators Etc.; and (2) approve an agreement with SmartRise Elevators, Inc. to maintain and repair 13 elevators at nine facilities in an amount not to exceed $314,375 effective from June 1, 2026 to June 30, 2029.
BACKGROUND
To maintain an active permit to operate an elevator, California requires a minimum once-per-month inspection, regular monitoring and servicing of the elevators’ moving parts, and conducting a series of tests designed to safeguard their operation.
In February 2024, staff posted RFP No. 2502 on PlanetBids and received three responsive proposals as follows:
Elevator repairs are performed when needed and are billed on a time and material basis using the hourly rates contained in the proposal. $75,000 annually has been added to the maintenance agreement fee to cover the cost of repairs.
During their meeting of April 29, 2024, the City Council approved a 5-year agreement with Elevators Etc. in the total amount of $546,929 that was executed on June 24, 2024.
DISCUSSION
The Elevators, Etc. agreement was first amended on September 9, 2024 ($760,436) and again on September 16, 2025 ($321,269) to complete the modernization of five elevators located at the City’s parking structures and two at City Hall. To date, only one elevator has been modernized.
Although Elevators Etc. performed adequately over the first 18 months of their agreement, recently their performance has declined, has become erratic and is unacceptable. On March 19, 2026, the City notified Elevators Etc. that they failed to adhere to one or more of the Agreement’s terms and provided them 35 days to cure the matter, however, they failed to do so. Therefore, on April 28, 2026 staff notified Elevators Etc. that the City was exercising its right to terminate this Agreement. Under the terms of the Agreement, termination will become effective 30 days after the April 28, 2026 notice of termination.
On April 9, 2026, staff administratively executed a $50,000 emergency standby agreement with SmartRise to step in and complete elevator repairs when needed.
SmartRise references are favorable, and staff recommends selecting them to take over the City’s elevator maintenance and repair activities effective from June 1, 2026 to June 30, 2029. If approved, staff will request that SmartRise prepare a proposal to modernize the six remaining elevators that Elevators Etc. did not complete.
FISCAL ANALYSIS
Over the term of the agreement, the maintenance costs will come from various accounts. Payments for the elevator maintenance for City Hall, the Public Works Maintenance Yard, and the Veteran’s Memorial Building, totaling $10,740 will be paid out of Account No. 10163200.6198000 (Public Works Building Maintenance - Other Contractual Service), while payments for the remaining facilities will come from the following accounts:
• Cardiff Parking Structure ($2,148 -- Account No. 47555310.60200)
• Ince Parking Structure ($6,444 -- Account No. 47555380.60200)
• Watseka Parking Structure ($2,148 -- Account No. 47555580.60200)
• Ivy Substation ($2,148 -- Account No. 10160230.619800)
• Police Station ($2,148 -- Account No. 10140200.600100)
• Transportation Facility ($2,148 -- Account No. 20370200.619800)
When specific repairs are necessary, payment for up to $75,000 in additional annual repair costs will be charged directly to the accounts listed above.
Sufficient funds have been included in the Budget for Fiscal Year 2025/2026 in the accounts listed above to cover the first year of the SmartRise agreement. Funding to cover future years of the agreement will be included in future fiscal year budgets.
ATTACHMENTS
None.
recommended action
MOTION(S)
That the City Council:
1. Ratify termination of the existing agreement with Elevators Etc., Inc.; and
2. Approve an agreement with SmartRise Elevators Inc. in an amount not-to-exceed $314,375 for maintenance and repair of 13 elevators at nine facilities effective from June 1, 2026 to June 30, 2029; and
3. Authorize the City Attorney to prepare the necessary documents; and
4. Authorize the City Manager to execute the documents on behalf of the City.