COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

June 5, 2003

BOARD MEETING DATE:

June 17, 2003

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Agreement for Elevator Maintenance and Repair Services at Various County Facilities

Recommendation

Adopt a resolution authorizing the President of the Board to execute agreements for elevator maintenance and repair services at various County facilities.

Key Facts

1.

Multiple elevator repair contracts have been consolidated to improve services and reduce costs.

2.

The low bids for elevator maintenance of the two geographical bid areas are 23% less than the existing contract amounts for these services.

Discussion

The County entered into multiple contracts for elevator maintenance and repair services as new buildings came on line and as existing elevators were rebuilt. These contracts are due to expire within sixty (60) days and it was determined through an evaluation of the current cost and services provided, that the grouping of facilities and consolidation of services would provide improved service at a substantial savings to the County.

A request for bids was prepared and elevator services were grouped into two geographic areas with contractors having the option of bidding on one or both areas.

We sent letters of “Invitation to Submit Bids” to twenty-eight (28) Bay Area elevator companies, seventeen (17) trade papers, and advertised two (2) times in the Independent Newspaper Group in an effort to reach as many potential bidders as possible. A mandatory pre-bid meeting was held on April 1, 2003, and ten companies were represented. On April 14, 2003, five (5) companies submitted bids which were publicly opened. The results of the bids are as follows with the lowest bidder in boldface.

Bidder Name and Address

Section I. Health and Hospital

Section II. Facilities

D & D Elevator Company

$34,047

$195,772

Kone Elevator Corporation

$61,920

$144,000

ThyssenKrup Elevator

$65,520

$176,520

Star Elevator, Inc.

$77,952

$201,648

Empire Elevator

No Bid Included

No Bid Included

D & D Elevator Company submitted the lowest bid for Section I: Health and Hospital. Kone Elevator Corporation submitted the lowest bid for Section II: Facilities.

We have reviewed the contract documents of both companies and they meet the equal benefit provisions of the County Ordinance Code.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to a “ensure basic health and safety for all,” and Goal Number 7, “maintain and enhance the public safety of all residents and visitors,” as providing continual maintenance will insure the proper operation of the elevators in the County owned facilities.

Fiscal Impact

The proposed agreements are for two (2) years with an option by the County to renew for an additional two (2) years. The costs for the proposed agreements for the two (2) year length of the contracts are: $37,452 ($34,047 bid and $3,405 in reserve) for D & D Elevator for Section I: Health and Hospital; and $158,400 ($144,000 bid and $14,400 in reserve) for Kone Elevator Corporation for Section II: Facilities. The reserve amounts will provide for emergency and non-routine repairs as may be requested by Public Works.

An appropriation in the Facilities budget financed with Facilities Service Charges are included in the 2003/2004 budget and will be included in the 2004/2005 budget to cover the cost of the services. There is no additional impact to the General Fund.

A form of resolution has been approved by County Counsel.