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CI1C) OF SAN BERNARDIO - REQUO" FOR COUNCIL AC'Q)N
From:
Dean R. Meech, Sr. Buyer
Subject: Elevator - Escalator Maintenance -
Contract
Dept:
Purchasing
Date:
December 12, 1984
Synopsis of Previous Council action:
On May 7, 1984 The Mayor And Common Council authorized the cancellation of the
,existing elevator and escalator maintenance contract with U.S. Elevator Corpor-
ation for non-performance. A formal bid was administered for a new five year
contract. Subsequent to this process and prior to contract award the Public
Works Director advised of substantial specification changes that would invali-
date the bids. On November 8,' 1984 The Mayor And Common Council rejected the
bids and directed the Purchasing Agent to re-advertise for same.
Recommended motion:
Adopt Resolution
Dean R. Meech
Signature
Contact person:
Supporting data attached: Yes
Dean R. Meech
Phone: 5085
Ward: N/A
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Source: Annual Build~ngl: &!ri~'tt:"~~,, ,.......
Finance: /tI"" c t"-.~
FUNDING REQUIREMENTS: Amount: $107,716.56
(Maximum 5 YR.)
Account Note: Contract contains non-appropriation of
Funds Clause.
Council Notes:
75-0262
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CI-R OF SAN BERNARDICb - REQUQr FOR COUNCIL AC~N
STAFF REPORT
On May 7, 1984 The Mayor And Common Council authorized the cancellation of the
existing elevator and escalator maintenance contract with U.S. Eievator Corpor-
ation for non-performance. A formal bid was administered for a new five year
contract. Subsequent to this process and prior to contract award the Public
Works Director advised of substantial specification changes that would invalidate
the bids. On November 8, 1984 The Mayor And Common Council rejected the bids
and directed the Purchssing Agent to re-advertise for same. In accordance with
that action and in order to provide continued maintenance, appropraite specifi-
cations were prepared, published, and furnished to area elevator service com-
panies.
The City currently owns seven elevators and two escalators. Periodic cleaning,
adjustment and repair is required to maintain this equipment at a level that
will insure public acceptance and safety. The most cost effective method of
providing this level of maintenance is a long term full service maintenance
contract. Coverage under this type contract provides for parts replacement,
preventive maintenance, repair on an as required basis, and annual maintenance
and overhaul at a fixed monthly cost. Bids were publicly opened and declared
on December 10, 1984. Only one bid was received, that of Reliable Elevator Co.
which is summarized as follows:
Maximum Monthly Cost
1st 2nd 3rd 4th 5th
Year Year Year Year Year
Annual Adjustment Ceiling 5% 5% 10% 10%
$1575.00 $1653.75 $1736.44 $1910.09 $2101.10
Second, third, fourth, and fifth year monthly cost as reflected above is maximum
cost based on the annual adjustment ceiling. Actual adjustment is based on per-
centage changes in material and labor cost or this adjustment ceiling which ever
is less. As a matter of information in the elevator maintenance industry, labor
and material cost has increased at a rate of approximately 7% per year for the
last 10 years.
The lack of bidding is attributed to stringent aspects of the specifications,
that require the successful bidder to maintain an inventory of parts and demon-
strate competency in the maintenace of elevators with solid state controls.
In view of the foreging it is recommended that the bid be accepted for contract.
75-0264
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH RELIABLE ELEVATOR CO. RELATING TO
ELEVATOR AND ESCALATOR MAINTENANCE SERVICE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby
authorized and directed to execute on behalf of said City an
Agreement with Reliable Elevator Co. relating to elevator and
escalator maintenance service, a copy of which is attached hereto,
marked Exhibit "A" and incorporated herein by reference as fully
as though set forth at length.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
the
day of
meeting thereof, held on
, 1984, by the following vote,
Bernardino at a
to wit:
AYES:
Council Members
,
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day
of
, 1984.
Mayor of the City of San Bernardino
Approved as to form:
City Attorney
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A G R E E MEN T
(maintenance service)
THIS AGREEMENT is made and entered into this
day of
, 1985, by and between the CITY OF SAN
BERNARDINO, a municipal corporation, referred to as "City", and
RELIABLE ELEVATOR CO., referred to as "Company".
The parties agree as follows:
1. Services for Elevators.
A. Company agrees to furnish City full maintenance
service on the following listed City elevators:
TYpe
~anti ty
Make
Job or I.D.# Landing & Q;>ening
Gec:red Pass 3 U.S. Elevator 364-3252/54 8 - 8 in line
Hydro Frt 1 U.S. Elevator 364-3255 2 - 2 in line
Hydro Pass 1 Oliver & Wi 11 ians 5 - 5 in line
Hydro Elec. Plunger 1 M:lntganery 36067 2 - 2 in line
Hydro Elec. Plunger 1 M:lntganery 36060 2 - 2 in line
B. Company shall furnish the following work and
materials on the above referenced elevators:
(1) Periodically provide such full maintenance
service as is necessary to maintain said elevators in good
working condition.
(2) When conditions warrant, Company shall
adjust, repair or replace machine, motor, generator and
controller parts including generator, worms, gears, thrusts,
bearings, brake magnet coils, brake shoes, brushes, windings,
commutators, armatures, coils, contacts, resistance units,
frames, sheaves, shafts, bearings, solid state components, and
other parts as needed.
(3) When necessary, repair or renew car guide
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shoes, counterweight guide shoes, and 8ibs; adjust or replace
belts, and, when necessary, equalize the tension on all hoisting
ropes; when necessary renew all wire rope cables and repair
conductor trail cables; replace fuses, repair wiring for shaftway
door interlocks, push buttons, car operating stations; repair or
replace renewal parts of the automatic car door operator and
other accessory equipment; replace indicator bulbs in the
operating panels and indicators during periodic servicing or as
needed.
(4) Company shall within four (4) weeks of award
of contract, at its own expense maintain at a minimum the
following inventory of parts on the job site, verifiable by the
City.
(a) Three (3) generator field control II
(GFC II) units.
(b) Two (2) light emitting diode leveling
vanes.
(c) Three (3) W.E.S.S. (World Electronics
Sales & Service) Solid State Leveling P.C. Boards.
(d) Three (3) W.E.S.S. Solid State Stepper
P.C. Boards.
(e) Three (3) W.E.S.S. Solid State Door
Operator P.C. Boards.
(f) Six (6) Light Emitting Diode leveling
Pods.
(g) Two (2) G.A.L. Safety Edges.
(h) One (1) G.A.L. Master Door Operator
Motor.
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(i) Fifteen (15) G.A.L. Door Rollers.
(j) Twenty-five (25) G.A.L. Pick-Up Rollers.
(k) Twelve (12) u.s. Square, Black Bezeled
Push Button Housings~
Repairs or renewals necessitated by ordinary wear and tear
only shall apply only to this contract, and the Company shall not
be required to make adjustments, repairs or renewals necessitated
by reason of negligence on the part of others or misuse of said
equipment. Company shall not be required to make capacity or
safety tests or to install new attachments on the elevator
whether or not recommended or directed by insurance companies or
by governmental authorities, or to make any replacements with
parts of a different design.
The repair, refinishing or replacement of any of the
following is not included in this agreement: car lighting
fixtures, tubes and ballasts, car and hoistway enclosures, car
and hoistway door panels, frames and sills, rams and cylinders,
undergound pipe or conduit, power switches or fuses for same, and
power wiring to the controller.
Should City request Company to correct trouble which
develops with the elevator equipment between regular routine
examinations, the Company will absorb the cost of all labor
expended at, and in traveling to or from the job site in
performing the corrective work, except premium on overtime which
City shall pay in the event City requests service outside of the
regular workday hours of the City. The premium on overtime hours
worked and traveledwill be billed at Company's standard billing I
rates and City agrees to pay the resultant charges in addition to I
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the compensation stipulated herein. Such trouble-calI answering
service will be provided on these terms on a 24-hour, 7-day week
basis, and the Company guarantees a one hour or less response
time on a trouble call.
2. Services for Escalators.
A. Company agrees to furnish City full maintenance
service on two (2) Montgomery escalators 10cated at Central City
MaIl, San Bernardino, California.
B. Company shall furnish the following work and
material:
(1) Periodically provide such full maintenance
service as is necessary to maintain said escalators in good
working condition.
(2) When conditions warrant, Company shall
adjust, repair or replace machine, motor and controller parts
inc Iud ing worms, gears, thrusts, bearings, b,rake magnet coils,'
brake shoes, brushes, windings, commutators, armatures, coils,
contacts, resistance units, magnet frames, sheaves, shafts,
bearings, solid state components and other parts as needed.
(3) When necessary, repair or renew guide
rollers, adjust or replace chains and equalize the tension; when
necessary replace fuses, repair wiring for shaftway, operating
stations, repair or renew parts of other accessory equipment, and
perform other related repair work as needed.
(4) Company will also repair, and, if in
Company's judgment it is necessary, Company shall replace
handrails, comb plates, threads and risers.
(5) Company shall perform "annual maintenance and
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overhaul" as is standard in the industry. Such service shall be
performed by one mechanic and one helper (1 team) under the
supervision of the Public Buildings Superintendent or his or her
designated representative.
(6) Company shall within four (4) weeks of award
of contract at its own expense maintain at a minimum the
following inventory of parts on the job site verifiable by the
City.
(a) Two (2) comb plates, one each for the up
and down escalators.
(b) Necessary fuses and/or switches.
Repairs or renewals necessitated by ordinary wear and tear
only shall apply, and the Company shall not be required to make
adjustments, repairs or renewals necessitated by reason of
negligence on the part of others or misuse of the equipment.
Company shall not be required to make capacity or safety tests
or to install new attachments on the escalator whether or not
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recommended or directed by insurance ~ompanies or by governmental i
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authorities or to make any replacements with parts of a different I
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design. Also excluded from this agreement are all lights
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located i
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within the balustrades and escalators.
The repair, refinishing or replacement of the following are
not included in this agreement: lighting fixtures, hoistway
enclosures, hoistway door panels, frames, power switches or fuses
for same, power wiring for controller, balustrades and escalator
frame.
Should City request Company to correct trouble which
develops with the escalator equipment between regular routine
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examinations, the Company will absorb the labor expended at, and
in traveling to or from the jobsite in performing the corrective
work, except premium on overtime which City shall pay in the
event City requests service outside of the regular workday hours
of City. The premium on overtime hours worked and traveled will
be billed at company's standard billing rates, and City agrees to
pay the resultant charges in addition to compensation stipulated.
Such trouble-call answering service will be provided on these
terms on a 24-hour, 7-day week basis, and Company guarantees a
one hour or less response time on a trouble call.
3. Conditions. Nothing shall be construed to mean that the
Company assumes any liability on account of accidents to persons
or property except those directly and solely due to negligent
acts of the Company or its employees. When not working in,
about, or on the said equipment, the Company does not assume the
management or control thereof. At any time the Company's service
representative is servicing the equipment, the Company is
asserting possession and control only over the specific component
being serviced at any given moment, and possession and control of
the remainder of the equipment shall remain with the City.
Company shall hold City, its elective and appointive boards,
commissions, officers, agents and employees, harmless from any
liability for damage or claims for damage for personal injury,
including death, as well as from claims for property damage which
may arise from Company's performance and operations. Company
shall defend City and its elective and appointive boards,
commissions, officers, agents and employees from any suits or
actions at law or in equity for damages caused, or alleged to
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have been caused, by reason of any of the' aforesaid operations.
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The Company shall, at its own expense, during the term of
the agreement, maintain public liability insurance in the amount
of $250,000 for injury or death of anyone person subject to the
limit of $500,000 for anyone accident, and property damage
insurance in the amount of not less than $100,000.
Policies or certificates evidencing the above required
coverage shall be filed with the City and shall include the City
as an additional insured.
The Company shall not be held responsible or liable for any
10ss, damage, detention, or delay caused by accidents, strikes,
10ckouts, fire, floods, acts of civil or military authorities, or
by insurrection or riot, or by any other cause which is
unavoidable or beyond its control. In no event shall Company be
liable for consequential damages. City agrees that Company, in
performing work shall be bestowing its skill and services
necessary for the construction and for proper maintenance of the
construction of the aforesaid equipment at the jobsite.
The City agrees to keep the elevator pit(s) and motor
room(s) free from water and rubbish;, to give the Company written
notice within twenty-four (24) hours of any accident, alteration
or change affecting the equipment of which City has knowledge, to
discontinue the equipment from service immediately when it
becomes unsafe or operates in a manner which might cause injury
to a user thereof; and to maintain surveillance of the equipment
for such purposes.
In the event of suit by the Company or City under the
agreement or damages for its breach, the prevailing party shall
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be entitled to recover as part of the judgment in any such action
reasonable attorneys' fees and costs of suit.
4. Term. This agreement shall commence on January I, 1985,
and continue thereafter for a term of five (5) years; provided,
however, this agreement shall automatically terminate at the end
of any City fiscal year in the event the Mayor and Common Council
of City fail to allocate funds for the purpose of this agreement.
5. Compensation. The maximum monthly price for the
services stated herein shall be as set forth below for each year
of the contract. Monthly payments shall be made within thirty
days of receipt of invoice.
First Year = $1575.00
Second Year = $1653.75
Third Year = $1736.44
Fourth Year = $1910.09
Fifth Year = $2101.10
It is und~rstood that the actual adjustment for the second,
third, fourth and fifth years is to be based on percentage
changes in material and labor costs, or the adjustment ceiling
listed above, whichever figure is less.
6. Assignment and Delegation. Neither party hereto shall
have the right to assign or delegate this contract without prior
written consent of the other party, and any assignment or
delegation made without such written consent shall be void and of
I no effect.
7. Severability. If any provision of this agreement is for
any reason held to be invalid or unconstitutional by the decision
of any court of competent jurisdiction, such decision shall not
affect the validity of the remaining portions of said agreement.
8. Time of Essence. Time is of the essence of this
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agreement.
9. Entire Agreement. Specification No. F-84-38 is hereby
incorporated by reference into this agreement as though set forth
at full. This agreement, including the specifications
incorporated by reference, constitutes the entire agreement
between the parties hereto and supersedes any prior negotiations
and understandings between the parties.
lO. Termination. Should Company fail to comply with any
term, condition or provision of this agreement, City may
terminate the agreement by giving ten days' written notice to
Company. Upon such termination, City shall be under no further
obligation to Company. Should City fail to comply with any term,
condition or provision of this agreement, Company may terminate
this agreement by giving ten days' written notice to City. Upon
such termination, Company shall be under no further obligation to
City.
Other than as described above, this agreement may be
amended, modified or terminated only by written agreement signed
by both parties and failure on the part of "either party to
enforce any provision of this agreement shall not be construed as
a waiver of the right to compel enforcement of such provision or
provisions.
II. Notices. Any notices required hereunder other than
trouble call requests which may be made by telephone shall be in
writing and delivered in person or sent by certified mail,
/ / / / / /
/ / / / / /
/ / / / / /
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postage prepaid, addressed as follows:
CITY COMPANY
City Clerk
300 North "D" Street
San Bernardino, CA 92418
Reliable Elevator Co.
13215 E. Penn Street
Suite 630
Whittier, CA 90602
IN WITNESS WHEREOF, the parties hereto have subscribed their
names the day and year first hereinabove written.
ATTEST:
City Clerk
Approved as to form:
City Attorney
CITY OF SAN BERNARDINO
By
Mayor
RELIABLE ELEVATOR CO.
By
Title
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GUVER & WILLIAMS
E LEV A TOR COR P. 0433 SO. WATERMAN AVE., SUITE "G" 0 SAN BERNARDINO, CA 92408
EASTERN DIVISION
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CONTRACTORS LICENSE #119523
TELEPHONE: (114) 825-0113
December 28, 1984
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The Honorable Bob Holcomb
Mayor of the City of San Bernardino
300 North "D" Street
San Bernardino, California 92418
Re: Specification Number F-84-38
Letter dated December II, 1984
Dear Mr. Holcomb:
Pursuant to our telephone conversation of December 26, 1984,
regarding the parts inventory in the above-referenced
specification, the parts inventory is ludicrous and leans
heavily towards one (1) company.
The items in the inventory are not high wear items and
are brand new. If the installer claims the efficiency
and longevity are suppose to be better than what was
replaced, the installer should be queried if the parts
do not perform to expectancy.
We have taken from the specifications the inventory out-
lined and have modified the inventory to sufficiently take
care of the needs of the City, to open up the bidding for
all the elevator industry, and to save the City money (see
Attachment) .
Another situation, to take into consideration, is the
fact that the company that was awarded the bid has only
one (I) service/mechanic in the San Bernardino area;
whereas, Oliver & Williams Elevator Corporation has nine (9)
service/mechanics in the area.
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The Honorable Bob Holcomb
December 28, 1984
Page Two
If I can, be of further assistance, please feel free to
call me.
Sincerely,
r~m!!_~ILLIA
"'::
Richard
Eastern
CORPORATION
T. cinas
Division Manager
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Attachment
ccs. with Attachment:
1. Councilman Robert Castaneda
Ward I, City of San Bernardino
2. San Bernardino Chamber of Commerce
3. Sun Telegram
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The Honorable Bob Holcomb
Attachment
December 28, 1984
TECHNICAL SPECIFICATIONS, ELEVATOR SERVICE
1. Services for Elevators
(4) Contractor shall within four (4) weeks of award
contract, at his own expense maintain at a minimum
the following inventory of parts on the job site,
verifiable by the City.
(a)
Three (3) generator field control II (GFC II)
units (only one (1) necessary).
Two (2) light emitting diode leveling vanes
(only one (1) necessary).
(c) Three (3) W.E.S.S. (World Electronics Sales
& Service Solid State Leveling P.C. Boards
(only one (1) necessary) 0
(b)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
Three (3) W.E.S.S. Solid State Stepper P.C.
Boards (only one (1) necessary).
Three (3) W.E.S.S. Solid State Door Operator
P.C. Boards (only one (1) necessary).
Six (6) Li~ht Emitting Diode Leveling Pods
(only two (2) necessary).
Two (2) G.A.L. Safety Edges (only one (I)
necessary) .
One (1) G.A.L. ~~ster Door Operator Motor
(this is reasonable).
Fifteen (15) G.A.L. Door Rollers (only four
(4) necessary).
Twenty-Five (25) G.A.L. Pick-Up Rollers
(only four (~) ~ecessary).
Twelve (12) U.S. Square, Black Bezeled Push
Button Housings :~nly cr.ree (3) necessary).