STATEMENT OF ISSUE
The Department of Management and Administration, Procurement Services Division request City Commission approval to award three-year term contracts to Mowrey Elevator, Schindler and Otis Elevator, to provide elevator maintenance services for various City buildings, in accordance with the pricing, terms and conditions of Bid No. 0003-09-VA-BC.

In accordance with the City’s Procurement Policy No. 242, City Commission approval is required for this award, as the total expenditures are expected to exceed $50,000.00 over the life of the contract.

RECOMMENDED ACTION
Option 1 – Approve and authorize staff to execute three year term contracts to the lowest responsive bidders, Mowrey Elevator, Schindler Elevator and Otis Elevator.

FISCAL IMPACT
Based on past year’s expenditures, it is estimated that the City will expend approximately $107,750 over the life of the three year contract.

Funding will be provided from the approved operating funds of various City departments.

Cathy R. Davis, Manager, Procurement Services Division

Anita Favors Thompson, City Manager

For information, please contact: Vida Addison, 891-8289

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS

HISTORY/FACTS & ISSUES
The Procurement Services Division routinely issues Invitation for Bid (IFB) solicitations for various repetitive and as-needed commodities for Citywide-use. Citywide-use term contracts enable departments to obtain contracted items as needed without having to request bids for each individual purchase. As a result, the City realizes the best prices possible by combining the needs of several departments for the same-type of commodities or services.

Elevator maintenance is required to ensure that facility elevators are safe and operating properly. Procurement Services solicited invitations to bid for this service and received 4 responses. It is the intent of Procurement Services, with approval from the City Commission, to award three-year contracts to Mowrey Elevator, Schindler and Otis Elevator; however, should any of these vendors fail to execute the awarded contract or perform under the terms and conditions of the contract, staff shall award the contract to the next lowest bidder.

Budget and Policy reviewed this agenda item and concur that it meets purchasing and budget guidelines.

CHARITABLE CONTRIBUTIONS
1. Bids received from four vendors.
2. There was no claim of charitable contributions.
3. Award not based on Charitable Contribution Preference.

OPTIONS

1. Approve and authorize staff to execute three year term contracts to the lowest responsive bidders, Mowrey Elevator, Schindler Elevator and Otis Elevator.

2. Reject all firms and direct staff to re-advertise the Invitation to Bid.

3. Provide alternate direction.

ATTACHMENTS/REFERENCES

Tabulation of Bids