HomeMy WebLinkAboutAuthorize City Manager to sign a Contract with Gallatin Valley Elevator at City Hall.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager
SUBJECT: Award of the elevator service contract for City Hall to Gallatin Valley Elevator
MEETING DATE: May 17, 2010
AGENDA ITEM TYPE: Consent Agenda
RECOMMENDATION: Authorize the City Manager to sign the elevator service contract
for City Hall with Gallatin Valley Elevator in the amount of $500.00 a year.
BACKGROUND: During the remodel of the old Library into the new City Hall the 28 year
old elevator was renovated to bring it up to current code and current Americans With Disabilities
Act requirements. The renovation included a one-year warranty that will soon expire.
Bids were received from the primary elevator service providers in the area and Gallatin Valley
Elevator was the lowest responsive bidder. All city buildings with elevators have service
agreements in place. The contracts cover general monitoring and maintenance, an annual
pressure test required by the state before they will issue a license for the elevator, and the 24
hour a day monitoring of the emergency call button in the elevator.
Currently the city has three companies that take care of the 8 elevators in city facilities – City
Hall, Professional Building, Senior Center, 2 at the Library, and 3 at the Parking Garage. The
next elevators to come due will be the garage, when the warranty expires, and the library when
the current contract is up in October of this year.
All of the companies offer contracts at various levels of service. The contract proposed for City
Hall is a base level service program, what is called in the industry a standard oil and grease
contract. It covers 4 visits a year. The visits include a visual inspection, adjustments, cleaning
and lubrication of needed parts. Parts are extra. Included is the phone monitoring and annual
pressure test. Cost for this service is $125.00 per quarter.
The next level of service is a standard monthly service. It is the same service as the base contract
but he work is performed on a monthly basis rather than a quarterly basis. The other major
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difference is this contract includes any needed parts. The cost for the monthly service is $130.00
per month.
Under either contract any additional service visits are paid on an hourly basis, with additional
charges for evenings, weekend, or holiday visits. There is a premium contract which is monthly
visits and all labor costs for $150.00 a month.
Based on the amount of use this elevator receives and the fact that the unit is fairly new, staff has
opted for the standard oil and grease contract. As the elevator ages and we experience more
maintenance expenses we will weigh the benefits of a more intensive and expensive plan.
UNRESOLVED ISSUES: The vendor has been notified that an addendum will be added to the
Maintenance Agreement prior to signing adding the non-discrimination language to the contract
as outlined in Commission Resolution #4250. Staff will work with the Legal Department to get
the proper wording in the agreement.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: The cost for the service agreement is covered under the Facilities
budget for City Hall under contracted services. The standard term for most elevator contracts is
3 to 5 years. Staff is recommending a 3 year contract for this elevator.
Attachments: Service Agreement Explanation
Contact Maintenance Agreement
Proof of Insurance
Non-discrimination addendum
Report compiled on: May 7, 2010
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Addendum to the Maintenance Agreement
For the Bozeman City Hall Elevator
With Gallatin Valley Elevator LLC.
On March 29, 2010, the Bozeman City Commission adopted Resolution 4250. This resolution
establishes numerous new policies prohibiting discrimination on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability in the development, execution, and implementation of
city contracts and other agreements.
In order to comply with the requirements of this Resolution, the contractor, (with their signature
on this addendum), agrees to the adoption of the Addendum to the contract for services. With
their signature, the contractor also agrees to follow the conditions specified in this anti-
discrimination policy.
A full copy of the Resolution 4250 is available upon request. Should the contractor be unable to
meet the anti-discrimination requirements for any reason during the term of this contract, he or
she must notify the city’s primary contact person for this contract.
The Contractor Gallatin Valley Elevator LLC. agrees not to discriminate in the
fulfillment of this Agreement for Elevator Service and Maintenance for City Hall on
the basis of race, color, religion, creed, sex, age, marital status, national origin, or
actual or perceived sexual orientation, gender identity or disability.
The Contractor Gallatin Valley Elevator LLC. agrees this requirement shall apply
to the hiring and treatment of the Contractor’s employees and to all subcontractors.
_________________________________________
Owners Name (printed)
__________________________________________
Signature
____________________
Date
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