Subject:
Title
Request approval for replacement of Town Hall elevator
Body
EXPLANATION AND SUMMARY:
DPW is requesting to utilized Kone Inc for elevator system replacement at Town Hall riding Omni Partners/US Communities contract 2019001564.
The elevator system in the Town Hall was manufactured and installed by Dover Elevator Company in 1997. Over time, equipment design and technology changes have made several components in the existing dispatching, motor control and door operation systems obsolete. This obsolete system requires modernization or replacement for safe and reliable operation.
In late 2021, the Department of Public Works (DPW) utilized Kone, Inc. for an emergency repair of the Town Hall elevator. This repair included installing a sump pump, waterproofing, and replacing rusted components to address an elevator inspection violation. This violation was categorized by Fairfax County as a life-safety issue during a regular elevator inspection. Fairfax County required DPW to immediately fix the elevator or face a shutdown. DPW worked with Kone Inc. under purchase order 20220227 for $48,314 to complete the emergency repair work. This work is complete, and the elevator has since passed inspection by Fairfax County.
Even after the emergency repair, the elevator is still obsolete and requires modernization or replacement. DPW received a cost estimate from Kone, Inc. for $292,905 to modernize outdated elevator components. A modernized system operates in a manner like the current elevator but with updated equipment. The hydraulic oil lift system would essentially be the same and could eventually develop the same uneven operation experienced in the existing elevator.
DPW also received a cost estimate from Kone, Inc. for $291,311 to replace the existing elevator with a new machine-room-less (MRL) elevator. Benefits of a new MRL elevator include smoother operations, elimination of the under stairs machine room, lower cost for installation, and lower cost for maintenance.
DPW recommends proceeding with replacing the Town Hall Elevator instead of modernizing the existing elevator. For a cost of $291,311 plus a 10% contingency ($29,131) for a total recommended award of $320,442.
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval
Town Attorney Recommendation: The Town may ride the U.S. Communities contract for the proposed elevator replacement of solicit bids in the discretion of the Town Council.
Town Manager's Recommendation: I recommend the Town Council approve of the award of $320,442 to Kone, Inc. for the Town Hall elevator replacement, as presented.
Cost and Financing: $320,442
Account Number: CIP
Decision Needed by This Date: Jan. 24, 2022
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to award $320,442 to Kone, Inc. for the Town Hall elevator replacement riding Omni Partners/US Communities contract 2019001564.”
Or
Other action deemed necessary by Council.