City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
It is respectfully recommended that the City Council authorize the Public Works
Department to solicit Requests for Proposals (RFP) for the maintenance of thirteen (13)
elevators at nine (9) City facilities including City Hall, Police Facility, Public Works
Maintenance Yard, Transportation Facility, Veteran’s Memorial Building, Ince Parking
Structure, Watseka Parking Structure, Cardiff Parking Structure and Ivy Sub-station.
BACKGROUND:
At its July 10 meeting, the City Council authorized the extension of the maintenance
agreement of the three elevators at City Hall until November 30, 2006. This extension
allows the City Hall elevator maintenance agreement to concurrently expire on the same
date as the maintenance agreement for the elevator at the Public Works Maintenance
Yard. The elevators at these two facilities are maintained by the same vendor.
The maintenance of elevators at the City’s three parking structures (Ince, Watseka, and
Cardiff) is currently on a month-to-month basis with a separate vendor. The elevators at
the Veteran’s Memorial Building, Police Facility, Transportation Facility and Ivy Sub-
station are maintained via separate agreements as well. Currently, the maintenance
contracts for the elevators at Ivy Sub-station and the Veteran’s Memorial Building expire
in 2007, while the maintenance of elevators at the Police Facility and Transportation
Facility are currently on a month-to-month basis.
The objective of the extension of the maintenance agreement for the City Hall elevators
was to give Staff adequate time to prepare an RFP and consolidate the maintenance of
all the elevators at these facilities into a single agreement. With regards to the elevator
maintenance agreements for the Veteran’s Memorial Building and Ivy Sub-station, Staff
Meeting Date: August 28, 2006 Item Number: C-6
AGENDA ITEM: Authorization to Solicit Requests for Proposal for the
Maintenance of Elevators at Various City Facilities.
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master Notification List on 8/23/06;
Department Approval:
Charles D. Herbertson 8/16/06
City Manager Approval:
Martin Cole for Jerry Fulwood 8/22/06
City Controller Approval:
Marlee Chang 8/21/06City of Culver City, California
City Council Agenda Item Report
has the option of either terminating these agreements via a thirty day notice and
incorporating them into the new consolidated agreement, or waiting for the agreements
to expire and incorporating them via agreement amendments. Staff believes
consolidating all elevator maintenance agreements at these facilities into a single scope
of service will generate overall cost savings.
DISCUSSION:
Currently, there are separate maintenance agreements for the elevators at City Hall,
Public Works Maintenance Yard, the City’s three parking structures (Ince, Watseka, and
Cardiff); Police Facility, Transportation Facility; Ivy Sub-station and Veteran’s Memorial
Building.
With the City Council’s authorization, the Public Works Department will solicit proposals
from qualified firms via the attached RFP for the maintenance of elevators at these City
facilities. As a result, Staff will have the ability to consolidate all of the existing separate
elevator maintenance agreements into a single consolidated agreement and scope of
work. This consolidation will simplify the management of a single agreement rather
than managing multiple agreements. The consolidation of these agreements will also
be more cost effective.
Should the City Council approve the release of the RFP, the following table includes the
timeline for the project:
Task Time Frame
RFP Approval by City Council August 28, 2006
Release of Notice Inviting Proposals August 29, 2006
Deadline for Receipt of Proposals September 13, 2006 at 2:00 PM
Consideration of Award of Contract September 25, 2006
Data Gathering and Study Preparation N/A
Presentation of Study to Council N/A
FISCAL ANALYSIS:
Payments for the elevator maintenance agreements for City Hall, Public Works
Maintenance Yard and Veteran’s Memorial Building are paid out of the Public Works
Building Maintenance Account (10163200.619800), while payments for the
maintenance agreements of the other facilities are paid by the respective departments:City of Culver City, California
City Council Agenda Item Report
Parking Structures (Redevelopment)
Police Facility (Police Department)
Ivy Sub-station (Redevelopment)
Transportation Facility (Transportation Department)
With the new consolidated agreement, the respective departments/divisions will
continue to pay for the maintenance of the elevators at their respective facilities but
management of the new agreement will be done by the Public Works Department.
ATTACHMENTS:
Copy of the Request for Proposal
MOTION:
That the City Council:
1. Authorize staff to solicit Requests for Proposal for maintenance of thirteen
elevators at nine City facilities.
MEETING DATE: 08/28/06
AGENDA ITEM:
Authorization to Solicit Requests for Proposal for the
Maintenance of Elevators at Various City Facilities.
ATTACHMENTS
Pages|1010| Copy of the Request for Proposal
1-8EPtJRLJC WORKS DEPARTMENT
REQUEST FOR PROPOSAL
ELEVATOR MAINTENANCE AT
CITY FACILITIES
August 2006PROJECT OVERVIEW
The City of Culver City, incorporated in 1917, operates under a charter originally
adopted in 1947 and has a Council/City Manager form of government. The five-
member Council is elected at large. Culver City is a full-service city with its own police,
fire, refuse disposal, municipal bus and other ancillary services. The City is located in
the western area of Los Angeles County, generally situated north of Los Angeles
International Airport, southeast of Santa Monica, south of Beverly Hills and southwest of
West Hollywood. The City is 5 square miles with a residential population of
approximately 41,000 and a daytime population of approximately 250,000. The City has
approximately 700 employees.
The City is soliciting written proposals from qualified contractors to provide elevator
maintenance services at various City facilities over a five (5) year term. The scope of
service shall include but is not limited to the regular and systematic examination,
cleaning, lubrication, adjusting, repair and replacement of the machine, motor,
generator, hydraulic system, controller, dispatching equipment, selector, governor,
hoistway equipment, structural car frame, power door operator, elevator control wiring,
fixtures, safety devices, wire rope cables,lubricants/fluids and weight testing capacity.
The maintenance provided by the selected contractor shall be for a total of thirteen (13)
elevators located throughout nine (9) City-owned facilities:
• Culver City City Hall (3). 9770 Culver Blvd.
• Police Department (1) 4040 Duquesne Ave.
• Public Works Yard (1) 9505 W. Jefferson Blvd.
• Veteran's Memorial Building (1) 4117 Overland Ave.
• ivy Substation (1) 9070 Venice Blvd.
• Cardiff Parking Structure (1) Cardiff Ave. & Venice Blvd.
• Watseka Parking Structure (1) Watseka Ave. & Culver Blvd.
• Ince Parking Structure (3) Ince Blvd. & Culver Blvd.
• Transportation Department (1) 4343 Duquesne Ave.
Interested contractors will be asked to price each facility on a monthly rate basis rather
than as one lump sum amount. Once an agreement is established between the City
and the selected contractor, either party may terminate the agreement without cause
with a thirty-day (30-day) written notice.
PROPOSAL SUBMITTAL
Proposal Due Date:
Proposals shall be delivered in one (1) original and two (2) photocopies to the contact
person indicated below by no later than 2:00 PM on September 13, 2006.
2Contact Information:
Eric Mirzaian
Sr. Management Analyst
City of Culver City
Public Works Department
Maintenance Operations Division
9505 W. Jefferson Blvd.
Culver City, CA 90232
(310) 253-6410
eric.mirzaian@culvercity.org
The City of Culver City reserves the right to reject any and all proposals, to waive any
informality or technical defects in any proposal, to award all or any individual part/item of
the proposal and to make an award in the best interest of the City.
Proposals will not be accepted after the proposal due date and time stated above.
Incomplete proposals or proposals that do not conform to the requirements specified
herein may not be considered. Electronically submitted proposals will not be accepted,
unless accompanied by an original and hard copies as indicated above.
SCOPE OF WORK
The selected contractor shall provide all labor, material, repair parts, tools, emergency
repair and preventative maintenance required to maintain the elevators described
herein and their respective equipment components in accordance with the original
manufacturer's design specifications, operational efficiencies, and capacities, as well
as, all applicable state and federal regulations and standards. These components shall
include but not limited to:
Machine: Worm, gear, thrust bearings, drive sheave, sheave shaft bearings, brake coil,
brake linings and components.
Motor: Windings, bearings, rotating elements, commutators, couplings, bearings,
brushes and brush holders.
Motor Generator: Windings, bearings, rotating element, commutators, brushes and
brush holders.
Hydraulic: Pump unit, valves and motors, jack unit except underground cylinders and
piping.
Controller: Dispatching and power equipment, selectors, all relays, contacts, solid
state components, computer components, transformers, mechanical/electrical timing
devices, chokes and filters.
‘.;
3Dispatching Equipment: All relays, resistors, contacts, coils, leads, fuses,
transformer, timing devices and solid-state components.
Selector: All electrical or mechanical drive components, selector drive tapes, cams,
contacts, relays, resistors, leads, transformers, hoist way vanes and solid state
components.
Governor: Sheave, bearings, shafts, contacts and governor jaws.
Hoistway Equipment: Buffers, compensating sheave assemblies, compensating cable
or chains, guide rails, counterweight safeties and guide shoes, load weighing equipment
seismic devices, hoistway door interlocks or locks and contacts, hoistway door hangers
and tracks, hoistway limit switches, slowdown switches, and leveling switches.
Structural Car Frame: Safeties, guide shoes.
Power Door Operator: Car and hoistway door hanger tracks and rollers, car opening
protective devices, door auxiliary closer, door jibs and door interlocks.
Elevator Control Wiring: Located in the machine room, hoistway, and car including
the traveling cables.
Fixtures: Car and hall operating buttons, contacts and signal bulbs, key switches and
locks and lamps and sockets of button stations, hall lanterns, position indicators, and
direction indicators. Replacement of signal fixture bulbs is to be performed during
regular examinations or otherwise be billed separately at standard billing rates.
Furnish: Lubricants and hydraulic fluid. Contractor shall keep the guide rails free of
rust where roller guides are used and properly lubricated when sliding guides are used.
Renew guide shoe rollers and jibs as required to insure smooth and satisfactory
operation.
Safety Devices: Will be periodically examined.
Wire Rope Cables: Will be renewed as often as necessary to maintain an adequate
factor of safety. Tension and hoist cables shall be equalized as well. Traveling cables
and compensating chains or cables shall be maintained as well.
Parts Inventory & Lubricants: Selected contractor shall maintain a supply of
frequently used replacement parts and lubricants required for routine maintenance.
Replacement parts furnished under the proposed Agreement will be original equipment
manufactured or parts specifically selected by the selected contractor for use on the
elevator units. All replacement parts will be new or refurbished to current standards. In
the event the proposed Agreement is terminated for any reason whatsoever, the City
shall provide the selected contractor access to the premises where the equipment is
4located to allow for the removal of any spare parts or tools stored by the selected
contractor.
Operational Characteristics: The selected contractor shall maintain optimal
operational characteristics of the equipment including door operation, car speed floor
leveling, and ride quality as determined by the original equipment design, age of
equipment and building use type. The selected contractor shall also examine, adjust,
clean and lubricate the equipment as set forth above.
Documentation: The selected contractor shall maintain a record of examinations,
callbacks and repairs for each elevator unit. Contractor shall be responsible for
notifying the City, in writing, of the existence or development of any defects in, or repairs
required to, the elevator equipment that he does not consider being his responsibility
under the terms of the contract. Contractor shall furnish the City with a written estimate
of the cost to correct any such defects or make the required repairs. The City reserves
the right to make the final determination concerning the responsibility for such defects,
corrections or repairs.
Callback Service: The selected contractor shall respond promptly to all emergency
callbacks during regular working hours, Monday through Friday (8:00 am to 4:00 pm),
except holidays, recognized now and hereafter by the local elevator union. Covered
repairs will be performed only during regular working hours. The selected contractor
shall absorb the worked hours at straight time rates and the City will be charged for the
overtime premium portion only.
Excluded Maintenance: The selected contractor shall not be responsible for upgrading
equipment to meet changes in Code requirements as may be recommended or directed
by insurance companies, federal, state, local or other Governmental authorities. The
Contractor is not responsible for hydraulic cylinders, plungers and piping which are
buried and are not maintainable.
Contractor shall not be required by this agreement except as herein noted, to make
renewals or repairs necessitated by proven negligence or misuse of the equipment by
persons other than the Contractor, his representative and employees, or by reason of
any other proven cause except for normal wear and tear, beyond the control of the
Contractor.
PROPOSAL REQUIREMENT & FORMAT
Required information to be provided by Proposer:
A. Company Profile: Identify the legal name, address, telephone and fax
number of your firm.
B. Qualifications: At a minimum, eligible proposers will have qualifications in the
maintenance, repair and inspection of public elevators, knowledge of state
5codes and regulations, and equipment necessary to undertake the work
required under this RFP.
C. Scope of Services: Describe the recommended scope of service to be
performed by your firm that clearly displays an understanding of the project as
described in the "Scope of Work" section of this RFP. Additionally, specific
items that will not be maintained by proposers shall be clearly indicated in the
proposal.
D. References: Provide a minimum of five (5) references the City may contact
concerning your performance on other similar elevator maintenance
contracts.
E. Claim History: Provide information on any legal judgments or claim
settlements your firm and any individual has had in the past 5 years against
any public or private entity for whom it provides service, with an explanation
of their disposition.
F. Schedule of Fees: Provide a monthly fee-based proposal for each facility to
provide the services you have outlined in response to the items above. If
separate from the monthly fee-based proposal, proposals should include
hourly rates for emergency callback services.
G. Proof of the Following Minimum Insurance Coveraqe:
• General Liability including coverage of premises, products and complete
operations, independent contactors/vendors, personal injury and
contractual obligations with combined single limits of coverage of at least
$1,000,000 per occurrence.
• Automobile Liability, including owned, non-owned and hired vehicle of at
least the following limits:
a. Primary bodily injury with limits of at least $500,000 per person;
$500,000 per occurrence; and
b. Primary property damage of at least $500,000 per occurrence; or
c. Combined single limits of $500,000 per occurrence.
• Worker's Compensation insurance as required by the Labor Code of the
State of California.
• Proof that if selected, your insurance carrier will execute the attached City
of Culver City Special Endorsement. If an additional fee will be charged
by your insurance carrier, then you must include that in your fee based
proposal.
Any changes in the scope of work resulting in a contract increase or decrease in fee
shall be approved by the Public Works Director in writing prior to commencement of
actual change in work. No fee adjustment will be allowed unless said prior approval is
authorized exclusively in writing by the City, without explanation.
6METHOD OF SELECTION
Evaluation of proposals will be made in accordance with the following criteria:
A. Qualifications, Business History, and Past Performance
1) Suitability of the proposer and all of its sub-consultants to perform
preventative maintenance and repair of elevators.
2) Demonstrated competence, education and experience of the proposer.
3) References that justify items 1 and 2.
B. Responsiveness
1) Responsiveness to this RFP and the completeness of the information
provided.
2) Ability to respond to the City's requirements, safety record, financial
capability, insurance coverage and ability to provide a skilled work force.
C. Proposal Price
1) A low monthly price per facility is desirable.
2) The City reserves the right to reject any or all proposals and shall not be
liable for any expenses or costs incurred by proposers in preparing their
proposals.
3) The City shall also have the right to accept or reject alternates in any order
or combination, unless otherwise specifically provided in these
specifications.
Final evaluation scores will be calculated using the scoring system described above,
and the proposer with the highest final score will be awarded the contract.
The City reserves the right to reject any and all proposals. Results of the proposal
review process will be utilized to establish a preliminary ranking of the proposers. The
City may interview the top ranked candidates and may negotiate the fee and scope of
work. If an agreement can not be reached with the top candidate, negotiations with
subsequent candidates will be undertaken until an agreement is reached.
PROJECT SCHEDULE (Dates subject to change)
RFP Release Date August 29, 2006
Proposal Due Date September 13, 2006 @ 2:00 PM
Council Approval for Award of Contract September 25, 2006 @ 7:00 PM
7ATTACHMENT - A
ELEVATOR LOCATIONS & SUMMARY
City Hall
(2) 5-stop, Dover Passenger Hydroelectric, 2,500 lb capacity
(1) 5-stop, Dover Passenger/Freight Hydroelectric, 4,500 lb capacity
Police Department
(1) 3-stop, Dover Passenger Hydroelectric, 2,100 lb capacity
Public Works Yard
(1) 2-stop, Dover Passenger Hydroelectric, 2,100 lb capacity
Veterans Memorial Building
(1) 2-stop, Westinghouse 1951, Passenger Traction (overhead), 2,000 lb capacity
Ivy Substation
(1) 2-stop, Montgomery Passenger Hydroelectric, 2,500 lb capacity
Cardiff Parking Structure
(1) 6-stop, Schindler Passenger Hydroelectric, 2,500 lb capacity
Ince Parking Structure
(3) 5-stop Duplex, Schindler Passenger Hydroelectric, 3,500 lb capacity
Watseka Parking Structure
(1) 5-stop, U.S. Elevator Passenger Hydroelectric, 2,000 lb capacity
Transportation Department
(1) 2-stop In-Line, Precise Passenger Hydroelectric, 2,000 lb capacity|1013|