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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 the two elevators at the Bozeman
Public Library to Gallatin Valley Elevator.
MEETING DATE: November 1, 2010
AGENDA ITEM TYPE: Consent Agenda
RECOMMENDATION: Authorize the City Manager to sign the elevator service contract
for the Bozeman Public Library with Gallatin Valley Elevator in the amount of $2,640.00 a year.
BACKGROUND: The multi-year service agreement for the two elevators at the Bozeman
Public Library was continued with the same company that installed the elevators upon
construction, (Thyssenkrupp Elevator Corp.), after the warranty period expired. The company
was contacted earlier in the year, as per the terms of the service agreement, and notified that the
city was going to rebid the contract.
The four primary elevator service companies were contacted and bids were requested from each
one of them. 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.
Based on heavy use of the elevators at the library - The number of visitors per day at the library;
that the library is a 7 day a week operation 9 months of the year; and the volume of book carts
loaded on the staff elevator each day; a standard monthly service visit contract was selected for
this service contract.
Other factors considered in the selection of this service company were the hourly rate charged by
their technicians, the potential percentage increase each year for the service contracts. The
service contract for Gallatin Valley elevator also covers the replacement of elevator related parts.
The insurance requirements for the 4 companies were reviewed by the City Attorney and
Gallatin Valley Elevator will name the City as an additionally insured party on their policy.
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UNRESOLVED ISSUES: None related to this particular issue.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: The cost for the service agreement is covered under the Facilities
budget for the Bozeman Public Library under contracted services. The standard term for most
elevator contracts is 3 to 5 years. Staff is recommending a 5 year contract which will run
through 2014. All our other elevator service contracts are set to expire in 2014 and all the
agreements can be rebid at this time to achieve some cost savings through multiple contracts.
Attachments: Service Agreement Explanation
Contact Maintenance Agreement
Proof of Insurance
Non-discrimination addendum
Report compiled on: October 15, 2010
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ADDENDUM
Elevator Maintenance Agreement
For the Bozeman Public Library
With Gallatin Valley Elevator
Non-Discrimination Policy
The Bozeman City Commission has adopted Commission Resolution # 4250. According to the
Resolution all written agreements including but not limited to collective bargaining agreements,
contracts, and leases, entered into by the City, including agreements for professional services and
sole source services, shall include a provision prohibiting discrimination in the fulfillment of the
agreement 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 provision shall clearly
indicate that the contracting entity or individual will ensure this obligation pertains to the hiring
and treatment of the contractor’s employees and to all subcontractors.
The Contractor, Gallatin Valley Elevator, agrees not to discriminate in the fulfillment of this
Agreement for Elevator Maintenance 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, agrees this requirement shall apply to the hiring and
treatment of the Contractor’s employees and to all subcontractors.
Name: _______________________________
Company: ___________________________________
Signature: ________________________________________
Date: ___________________
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