Fiscal Note
The proposed resolution authorizes a three-year contract for elevator maintenance and repair services to various City departments including Engineering, Parking Utility, Streets, Community Development Authority, Parks Department, Senior Center, and Metro Transit at an estimated cost of $72,000 annually. Each of the these agencies sufficiently plan for the costs of elevator maintenance and repair within their annual operating budgets; no additional appropriation is required for the proposed contract agreement.
Title
Authorizing the Mayor and City Clerk to sign a three-year contract with Schumacher Elevator for elevator maintenance and repair services for various City departments, and authorizing the Purchasing Agent to sign up to two optional one-year renewals.
Body
WHEREAS, several departments within the City, including Engineering, Parking Utility, Streets, Community Development Authority, Parks, Senior Center and Metro Transit require elevator maintenance and repair services by properly licensed and qualified contractors for approximately 34 elevators in different City owned buildings and parking ramps; and,
WHEREAS, City Purchasing issued a request for proposals 8600-0-2017-JA for elevator maintenance and received two (2) responses which were evaluated by a team of two (2) supervisors and building facility managers from different departments and representatives from Performance Elevator Consulting; and,
WHEREAS, Schumacher Elevator received the highest score based on the company's responsiveness and responsibility, personnel competence and technical ability, cost and proven performance record; and,
WHEREAS, under MGO 4.26, service contracts for more than three years and averaging more than $50,000 per year must be authorized by the Common Council and signed by the Mayor and Clerk;
WHEREAS, the average annual cost for maintenance of elevators included in the bid is approximately $72,000;
NOW, THEREFORE, BE IT RESOLVED that the Mayor and City Clerk are authorized to sign on behalf of the City a three (3) year contract for elevator maintenance and repair services for various city departments with Schumacher Elevator, to be effective as soon as a final contract can be negotiated and signed by the Mayor; and
BE IT FURTHER RESOLVED that the initial contract may be renewed at negotiated contract prices for two (2) additional terms of one (1) year each, upon mutual written agreement of the parties; and
BE IT FINALLY RESOLVED that the Purchasing Agent is authorized to sign agreement(s) to effectuate the above- mentioned renewals, if upon consultation with the affected departments s/he determines such renewal to be in the City's best interest and the form of the renewal document is approved by the City Attorney