|
Item 1.C.
|
| City Council Regular | |
| Date: | 02/12/2024 |
| Title: | New City Hall Elevator Modernization |
| Presented by: | John Caterino, Facilities Manager |
| Department: | City Hall Administration |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends that Council approve and award a contract for elevator modernization at New City Hall to TK Elevator Corporation for $768,574.00.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
New City Hall has a three-car hoistway that utilizes a geared machine traction elevator system and serves six stories. The elevator controls and equipment are Dover Traflomatic IV and were installed in 1996. The average useful life of a traction elevator system is 30 years. Due to the age and condition of the equipment and the fact that the equipment will have to be replaced in 5-10 years it makes sense to modernize during the build-out to ensure security requirements are met and continuity of services are maintained post-occupancy.
Additionally, other major obstacles that we currently face with the existing equipment are:
- The controls are obsolete, and replacement parts are becoming increasingly difficult to source, with removal and repair being the only viable option
- Engineering support is minimal
- It is impossible to overlay access control security onto the current equipment per the design intent. There is a way to override the car call functionality, but it requires physically inserting a key into a switch at knee level. This could be a liability for staff and is not a long-term sustainable solution
- Modernization in the future will see an increased cost for material and labor, anticipated to be minimum 5% annually
- Modernization in the future will see a business continuity disruption of approximately 16 weeks per car
Modernization includes the below scope of work for three elevator cars:
- Controls – new modern controls and associated components
- Machine – new geared traction machine and associated components
- Governor – new governor and associated components
- Cars – new interior finishes and lighting, hoistway upgrades, fixtures, and buttons
- Security – we can overlay Verkada access control on the new equipment for uninterrupted car capture
- Cab – new doors and associated components
- Hall fixtures – new hall fixtures/lanterns and associated components
The benefits of modernizing are:
- Increased reliability
- More robust security functionality and the ability for access control interface
- Reduction in energy consumption
- Reduction in possibility of downtime as parts will be readily available
- Reduction in operating costs
- No need to worry about modernization for 30 years
The drawbacks of not modernizing are:
- Dwindling parts supply and availability
- Unknown timeline of catastrophic failure of equipment post-occupancy
- Discontinuity of service if modernized post-occupancy
- Potential of damaging finishes and requiring rework of areas that are complete
The Building Committee met with the Council Budget and Finance Committee on 12/13/2023 and presented a business case to modernize all three elevators. There was unanimous approval to move forward with modernization.
The Building Committee received modernization quotes from two qualified vendors via cooperative purchasing contracts as per Montana Code Annotated 2023 18-4-14.
Modernization time is approximately 56 weeks in total: 6 weeks for engineering, 26 weeks for manufacturing of equipment and 24 weeks for installation. This timeline will delay the anticipated occupancy date by approximately 12 weeks.
Additionally, other major obstacles that we currently face with the existing equipment are:
- The controls are obsolete, and replacement parts are becoming increasingly difficult to source, with removal and repair being the only viable option
- Engineering support is minimal
- It is impossible to overlay access control security onto the current equipment per the design intent. There is a way to override the car call functionality, but it requires physically inserting a key into a switch at knee level. This could be a liability for staff and is not a long-term sustainable solution
- Modernization in the future will see an increased cost for material and labor, anticipated to be minimum 5% annually
- Modernization in the future will see a business continuity disruption of approximately 16 weeks per car
Modernization includes the below scope of work for three elevator cars:
- Controls – new modern controls and associated components
- Machine – new geared traction machine and associated components
- Governor – new governor and associated components
- Cars – new interior finishes and lighting, hoistway upgrades, fixtures, and buttons
- Security – we can overlay Verkada access control on the new equipment for uninterrupted car capture
- Cab – new doors and associated components
- Hall fixtures – new hall fixtures/lanterns and associated components
The benefits of modernizing are:
- Increased reliability
- More robust security functionality and the ability for access control interface
- Reduction in energy consumption
- Reduction in possibility of downtime as parts will be readily available
- Reduction in operating costs
- No need to worry about modernization for 30 years
The drawbacks of not modernizing are:
- Dwindling parts supply and availability
- Unknown timeline of catastrophic failure of equipment post-occupancy
- Discontinuity of service if modernized post-occupancy
- Potential of damaging finishes and requiring rework of areas that are complete
The Building Committee met with the Council Budget and Finance Committee on 12/13/2023 and presented a business case to modernize all three elevators. There was unanimous approval to move forward with modernization.
The Building Committee received modernization quotes from two qualified vendors via cooperative purchasing contracts as per Montana Code Annotated 2023 18-4-14.
Modernization time is approximately 56 weeks in total: 6 weeks for engineering, 26 weeks for manufacturing of equipment and 24 weeks for installation. This timeline will delay the anticipated occupancy date by approximately 12 weeks.
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The total cost for the prime contract is $768,574.00 and is being procured through Sourcewell contract #080420-TKE.
There will be an additional cost of approximately $90,000.00 for design, code upgrade, and coordination which will be an amendment to the Dick Anderson GMP contract. Currently, there is a $50,000 allowance in the GMP for elevator upgrades which will offset part of that cost.
We will investigate other funding options and savings that could offset the cost, but the Budget and Finance Committee agreed it is a worthwhile investment to be funded through borrowing if needed.
The elevator modernization is a qualified reimbursable expense for historic tax credits.
There will be an additional cost of approximately $90,000.00 for design, code upgrade, and coordination which will be an amendment to the Dick Anderson GMP contract. Currently, there is a $50,000 allowance in the GMP for elevator upgrades which will offset part of that cost.
We will investigate other funding options and savings that could offset the cost, but the Budget and Finance Committee agreed it is a worthwhile investment to be funded through borrowing if needed.
The elevator modernization is a qualified reimbursable expense for historic tax credits.