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CC - CONSENT ITEM: (1) Approval of an Amendment to Existing Agreement with Elevators Etc., Inc. in an Amount Not-to-Exceed $760,436 for Elevator Modernization for the Cardiff, Watseka, and Ince Parking Structures, for a Total Agreement Amount of $1,307,365; and (2) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Budget Amendment Appropriating $150,436 from the Parking Authority Fund Balance to CIP #PA010.
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Meeting Date: August 12, 2024
Contact Person/Dept.: Luis Gonzalez / Office of Economic and Cultural Development
Phone Number: 310-253-5767
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/07/2024)
Department Approval: Jesse Mays, Assistant City Manager (07/25/2024)
RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing agreement with Elevators Etc., Inc. in an amount not-to-exceed $760,436 for elevator modernization for the Cardiff, Watseka, and Ince parking structures, for a total agreement amount of $1,307,365; and (2) approve a budget amendment appropriating $150,436 from the Parking Authority Fund Balance to Capital Improvement Project (CIP) #PA010 (budget amendment requires four-fifths vote).
BACKGROUND
In spring 2024, staff conducted a request for proposals (RFP) for elevator repair and maintenance. 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 current agreement includes elevator maintenance and repairs conducted as necessary and billed on a time and material basis. Annual repairs and maintenance are estimated at approximately $75,000 annually.
DISCUSSION
The existing elevators in the Downtown Culver City parking structures have been in service for over 20+ years. Over the last several years, the elevators in the Cardiff, Watseka, and Ince Parking Structures have experienced frequent breakdowns, leading to disruptions in service and inconvenience for users. Staff has coordinated inspections with the City’s Parking Manager and has identified the need for an overall modernization due to the age of the units, availability of parts and interior condition.
Currently, the elevator units are comprised of proprietary equipment which are costly to maintain and contribute to higher repair and maintenance expenses over time. It is anticipated that after modernization, the elevators functionality would increase, and maintenance requirements would decrease.
Although components of the proposed modernization work are reflected in the existing repair and maintenance scope, the City’s current agreement with Elevators Etc., Inc does not include funding for the comprehensive upgrades required in the Cardiff, Watseka and Ince Parking Structures.
Per Culver City Municipal Code Section 3.07.065, the City may award general services contracts based on competitive quotes. Staff reached out to several elevator repair firms to solicit quotes for the proposed elevator modernization including Elevators Etc. and found the quotes to be comparable. Since the City recently conducted a comprehensive RFP process for elevator repair and maintenance and Elevator Etc. was selected and will be responsible for maintaining the City’s elevators for the next five years, staff recommends that the City’s existing agreement with Elevator Etc. be amended to include the proposed modernization work for a not to exceed amount of $760,436 for a total agreement amount of $1,307,365.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes funding for elevator modernization in the amount of $610,000 in CIP #PA010 (Parking Structure Elevator Modernization), which can be found in the Capital Improvements section of the budget in Fund 475 (Culver City Parking Authority). Staff is requesting a budget amendment appropriating $150,436, from the Parking Authority Fund Balance to CIP #PA010 to include interior upgrade allowances of $30,000 for each elevator. The fund balance in the Parking Authority (Fund 475) as of June 30, 2024 is projected to be approximately $17.2 million. Approval of the budget amendment requires a four-fifths vote.
The total cost proposal for elevator modernization and interior refurbishment for five elevators in the Cardiff, Watseka, and Ince parking structures is $691,305 excluding a 10% contingency of $69,131, which would bring the not-to-exceed total to $760,436. If Council approves the budget amendment, there will be sufficient funding for the project.
MOTIONS
That the City Council:
1. Approve an amendment to the existing agreement with Elevators Etc., Inc. in an amount not-to-exceed $760,436 for Elevator Modernization for the Cardiff, Watseka, and Ince parking structures, for a total agreement amount of $1,307,365; and,
2. Approve a budget amendment appropriating the amount of $150,436 from the Parking Authority Fund Balance to CIP #PA010 to fund elevator interior refurbishments (requires a four-fifths vote);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; and,
5. Provide direction to the City Manager as deemed appropriate.