Memorandum

City of Lawrence

Public Works

TO:	Mark Thiel, Assistant Public Works Director
FROM:	Jason Stowe, Facility Division Manager
DATE:	3/29/2016
RE:	Project PW1609, City Hall elevator rehabilitation

Background

The elevators in City Hall were installed during original construction of the building in 1980.  The normal life expectancy of an elevator system such as the one installed at City Hall is 30 years. Due to the age, these elevators have been experiencing elevated occurrences of unreliability and down time. Entrapments of the public and employees at City Hall are the primary concern with elevators when they first began having trouble. The current contracted vendor has worked to correct this but parts availability makes the west elevator especially unreliable.  Most recently the elevators have been out of service for a two week period of time while parts are on order. The elevator operated for one 24 hour period and went down again. City staff has engaged with the vendor that maintains these elevators to identify root cause of reoccurring issues and the reality is that these elevators are six years past their normal life expectancy and need rehabilitated.

Currently the west elevator is out of service and cannot be repaired with any reliability and safety.

During the 2015-2016 budget discussion, Public Works identified the elevator as a Capitol Improvement Project (CIP) need, ensuring travel inside City Hall by all doing business is safe, efficient and in compliance with ADA.

Staff Recommendation

The elevators cannot wait until the 2017 budget year to be rehabilitated. It is staff recommendation that funding is authorized and the necessary upgrades be performed as soon as possible. Staff recommends, following proper procurement practice, to enter an RFP process to select a qualified firm to evaluate, design/engineer and construct/rehabilitate City Hall elevators. This upgrade will only rehabilitate the mechanical and safety mechanisms of the elevators. During the RFP we would seek alternate pricing to include security cameras, card readers and upgrades to the ceiling, lighting, wall panels and floor coverings for the cars.

Project Funding

Staff has identified and is recommending that the rehabilitation of these elevators be funded from the capital equipment reserve fund in an amount not to exceed $250,000.00

Action

Authorize staff to solicit proposals for project PW1609 for rehabilitation of city hall elevators, to include alternate bid pricing for security cameras, card readers, ceiling lighting, wall and floor covering upgrades.