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, Senior Center, Monona Terrace, Police, Metro Transit, Water Utility, and Community Development Division at an estimated cost of $133,000 annually. Each of the 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
A resolution authorizing the Mayor and City Clerk to enter into a three (3) year, competitively selected contract with Schumacher Elevator Company for elevator maintenance and repair services to various City agencies, including Engineering, Parking Utility, Streets, Community Development Authority, Parks, Senior Center, Monona Terrace, Police, Metro, Water Utility, and Community Development Division, and authorizing the Purchasing Agent to sign up to two (2) optional one-year renewals.
Body
WHEREAS, several departments within the City, including Engineering, Parking Utility, Streets, Community Development Authority, Parks, Senior Center, Monona Terrace, Police, Metro, Water Utility, and Community Development Division require elevator maintenance and repair services by properly licensed an qualified contractors for approximately fifty-four (54) elevators in different City owned buildings and parking ramps; and,
WHEREAS, City Purchasing issued a Request for Proposals #10002-0-2021-BP for elevator maintenance and service, and received four (4) responses; and,
WHEREAS, an evaluation team consisting of team of five (5) supervisors and building facility managers from different departments and representatives from Performance Elevator Consulting conducted a detailed evaluation, scored and ranked each of the proposals using criteria including cost, technical questions, and local vendor preference; and
WHEREAS, Schumacher Elevator Company 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(3)(e), service contracts of more than one year that average more than
$100,000 per year in cost require Common Council approval and signature by the Mayor and City
Clerk; and,
WHEREAS, the average annual cost for maintenance of elevators included in the bid is approximately $133,000;
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign a contract on behalf of various City departments with Schumacher Elevator Company for the purposes and at the price described above, for a term of three (3) years; 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 they determine such renewal to be in the City’s best interest and the form of the renewal document is approved by the City Attorney.