TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary documents including any necessary subsequent amendments, with Otis Elevator Company, of Farmington, CT, for elevator maintenance, repair and related services, on the same terms and conditions afforded to University of California, through OMNIA Partners, Public Sector, in a total annual amount of $238,000, and authorize a 30 percent contingency in the amount of $71,400, for a total annual contract amount not to exceed $309,400, until the University of California contract expires on September 30, 2024, with the option to renew for as long as the University of California contract is in effect, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Otis Elevator Company (Otis) for providing preventative maintenance, repair and related services for City of Long Beach (City) elevators at various locations. Currently, the City owns and operates 43 elevators at 26 locations that vary in condition.
The Purchasing Division of the Financial Management Department researched procurement options for elevator maintenance, repair, and related services and discovered other agencies had completed an open, fair, transparent, and competitive procurement process. The City reviewed three cooperative agreement options and determined that the contract between University of California, through OMNIA Partners, with Otis Elevator Company provided the best value to the City.
Otis was selected based on their competitive pricing, service level, and breadth of product offerings. Otis was selected through a nationwide competitive solicitation process with eight (8) proposals submitted. Otis was one (1) of four (4) vendors selected to provide elevator services to the UC System.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment, and labor with other governmental agencies. This alternative procurement method can save time and reduce costs through economies of scale by purchasing under existing contracts from other government agencies on a voluntary and selective basis, when authorized by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley and Revenue Management Officer Geraldine Alejo on April 11, 2022, and by Business Services Manager Tara Mortensen on March 31, 2022.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and award a contract concurrently is requested on May 3, 2022, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $309,400, inclusive of a 30 percent contingency. The cost is budgeted across various fund groups and departments. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. The award of this contract will provide continued support to our local economy by assisting in the preservation of employment for four full-time employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER