Subject:
Title
Award of bid to Schindler Elevator Corporation for annual requirements of elevator maintenance and repair services.
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Recommended Action:
Recommended Action
Award of bid to Schindler Elevator Corporation for the requirements of elevator maintenance and repair services.
• This contract provides elevator maintenance and repair services, scheduled, and as needed, for equipment at all County owned and leased properties.
• Requirements include monthly inspections, preventative maintenance, repairs, repair labor and parts to maximize equipment life and usage.
• Three responses to the competitive solicitation were received with award recommendation to Schindler Elevator Corporation as the lowest responsive and responsible bidder.
• Award recommendation is in the amount of $1,291,880.00 for a thirty-six-month term. This contract has a provision for two, twelve-month extensions and provides for increases/decreases at twelve-month intervals during the initial contract term and any exercised extension in an amount not-to-exceed the average of the consumer price index or 4%, whichever is less.
• This contract replaces contract No.178-0498-M the annual price of this contract increased 34% due to higher labor and materials costs.
• This contract will be expensed from multiple departments and funding will be derived from multiple funds, centers, programs, and accounts, including the Capital Improvement Plan. Departments have specifically budgeted $218,500.00 in Fiscal Year 2024 (which is lower than the contract’s estimated average annual expenditure of $430,626.67). On a case-by-case basis, Departments will need to identify available funds at the point of each purchase order.
Contract No. 23-0726-ITB in the total not-to-exceed amount of $1,291,880.00 on the basis of being the lowest responsive and responsible qualified bid received; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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Strategic Plan:
Ensure Public Health, Safety, and Welfare
2.1 Provide planning, coordination, prevention, and protective services to ensure a safe and secure community
Deliver First Class Services to the Public and our Customers
5.2 Be responsible stewards of the public’s resources.
Summary:
Summary
The contract is for requirements of elevator maintenance and repair services including preventative maintenance, inspection, lubrication and testing of equipment at county owned and leased properties, as required
Body
Background Information:
On August 7, 2023, the Purchasing Division, on behalf of the Facilities and Real Property Division, released an Invitation to Bid with the intent to establish a full-service contract for preventative elevator maintenance and repair services for equipment at County owned and leased facilities.
Three submittals were received with award recommendation to Schindler Elevator Corporation as the lowest responsive and responsible bidder.
This contract has provision for two, twelve-month extensions. Increases are allowed at twelve-month intervals and any exercised extensions in an amount not-to-exceed the average of the consumer price index or 4%, whichever is less.
Fiscal Impact:
Thirty-Six Month total not-to-exceed: $1,291,880.00
This will be expensed from multiple departments and funding will be derived from multiple funds, centers, programs, and accounts, including CIP.
Departments have specifically budgeted $218,500.00 in FY24 (which is lower than the contract’s estimated average annual expenditure of $430,626.67). On a case-by-case basis, Departments will need to identify available funds at the point of each purchase order.
Approval for the use of funds and whether budgetary conditions are met will need to be made on a department-by-department basis.
Staff Member Responsible:
Joe Lauro, Director, Administrative Services
Diana Sweeney, Deputy Director, Administrative Services
Merry Celeste, Division Director, Purchasing and Risk Management, Administrative Services
Partners:
N/A
Attachments:
Agreement
Bid Tabuation