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CC - CONSENT ITEM: Approval of a Second Amendment to the Existing General Services Agreement with Elevators Etc., Inc. in an Additional Amount Not-to-Exceed $321,269for Two Elevator Modernizations at City Hall, for a Total Agreement Amount Not-to-Exceed $1,628,634.
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Meeting Date: September 8, 2025
Contact/Dept: Gary Wansley, Public Works Dept - Maintenance Operations
Joe Susca, Public Works Dept - Administration
Phone Number: (310) 253-6444
(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 (09/04/2025); Elevators Etc. (08/05/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (08/15/2025)
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RECOMMENDATION
Staff recommends the City Council approve a second amendment to the existing general services agreement with Elevators Etc., Inc. in an additional amount not-to-exceed $321,269 for two elevator modernizations at City Hall, for a total agreement amount not-to-exceed $1,628,634.
BACKGROUND
In early 2024, staff released a Request for Proposals for elevator repair and maintenance, and on April 29, 2024, the City Council approved a five-year agreement with Elevators Etc., Inc. for the maintenance and repair of 13 elevators at nine facilities in an amount not-to-exceed $546,929. The original agreement includes elevator inspection and maintenance services required by California's Occupational Safety and Health Administration to maintain active permits to operate the elevators, along with $75,000 set aside annually for repairs to be conducted when necessary and billed on a time and material basis.
On August 12, 2024, the City Council approved a $760,436 amendment to the Elevators, Etc., Inc. agreement to modernize the elevators located at the Cardiff, Watseka, and Ince public parking structures, increasing the amount from $546,929 to $1,307,365. Elevators Etc. is more than half-way done with this project and the City has been satisfied with the work performed to date.
DISCUSSION
The existing elevators at City Hall, comprised of two passenger elevators and one freight elevator, have been operating since City Hall opened in 1995. The elevators are now 30 years old and the typical lifespan of an elevator ranges from 20 to 30 years. Recently, all three elevators have become unreliable and experience frequent and costly repairs and now require modernization.
Modernization includes replacing hydraulic and other motor parts, doors, exterior call buttons, exterior directional arrows, operating panels and software systems. The existing cabins will remain in place, however, their aging interior components will be replaced, including the call button panels, handrails, paneling, light fixtures, ceilings, and fans. As a new feature contained in modern elevators, a battery backup system will be installed that, when the power fails, provides enough electricity to return the cabin to the ground floor and open the doors to allow passengers to exit.
The City's existing agreement with Elevators Etc., Inc for on-call maintenance and repair includes the maintenance work required to modernize the City Hall elevators. However, it does not include sufficient funding to cover the costs for the comprehensive maintenance upgrades required to completely modernize City Hall's two passenger elevators. Staff reviewed the proposal submitted by Elevators Etc. to modernize City Hall's elevators and determined that it was reasonable and in line with the proposal received for the parking structure elevators. Staff recommends that the City's existing agreement with Elevator Etc. be amended a second time, increasing the amount by $321,269 (from $1,307,365 to $1,628,634) to modernize two of the three City Hall elevators.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding for the proposed elevator modernization in the amount of $321,269 including $300,000 in CIP No. PF-042 (City Hall and Police Department Elevator Upgrades) and $21,269 from CIP No. PZ-132 (Building Maintenance) which can be found in the Capital Improvement Section of the budget book in General Fund Facility Planning Reserve (Fund 420F)
The Adopted Budget for Fiscal Year 2025-2025 does not include sufficient funds to modernize the City Hall freight elevator. Staff will request additional funding as part of the budget process for Fiscal Year 2026-2027 to modernize the freight elevator.
MOTIONS
That the City Council:
1. Approve a second amendment to the existing general services agreement with Elevators Etc., Inc. in an amount not-to-exceed $321,269 to modernize two passenger elevators at City Hall for a total agreement amount not-to-exceed $1,628,634; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.