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HomeMy WebLinkAboutAgenda - 10-23-2007-4qORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 23, 2007 Action Agenda Item No. ~~ -G SUBJECT: Authorization for Purchasing Director to Exceed Signature Authorization for Emergency Work on Elevator at Whitted Building DEPARTMENT: Purchasing, Public Works PUBLIC HEARING: (Y/N) No ATTACHMENT (S): INFORMATION CONTACT: Pam Jones, 245-2652 Wilbert McAdoo, 245-2627 PURPOSE: To consider authorizing the Purchasing Director to issue purchase orders not to exceed $60,000 in order to expedite the repair/refurbishment of an elevator at the Richard E. Whitted Center. BACKGROUND: The elevator at the Richard E. Whitted Center between buildings A and B was installed in 1979. Some improvements were made during the renovations in 2002, primarily for ADA and fire safety components; however refurbishing and modernizing the elevator is critical at this point. The elevator has experienced periodic problems in the past, but since late- Septemberthe elevator has failed with far greater frequency and has left clients and staff stranded on several occasions. During the week of October 15, 2007, the frequency of failure left the elevator unusable for a period of approximately three days, causing serious operational difficulties, in particular for Social Services staff located on the top floor. The Social Services Director relocated workers to the ground floor to serve clients, which allowed them to maintain uninterrupted service to the clients, but was extremely disruptive to staff. The Public Works staff report the immediate problem has been resolved and the elevator is operational for the moment, although given the recent history and age of the unit, further problems are likely. While there are two elevators in the Whitted Center, this is the only unit that serves the top floor and as such is heavily used by persons visiting Health and Social Services as well as the approximately 100 staff members that work on the upper two floors of the building. Given the tenuous status of the repairs this week, staff believes it is imperative to move forward with refurbishment as quickly as practicable. Otis, the elevator manufacturer and the vendor who would carry out the work, is currently preparing final pricing, which has previously been estimated at $60,000. Assuming the Board authorizes the Purchasing .Director to exceed the current approval threshold of $20,000 for this item, the notice to proceed can be released as quickly as pricing is finalized within the next few days. Upon .receipt of the notice to proceed from the County, the vendor will complete drawings and submittals for County and State approval. Approximately 2 eight weeks will be required for manufacturing the necessary components for work. Actual work time is estimated to be four to six weeks, during which the elevator will be out of service. Public Works and staff will collaborate to develop a plan that will have the least impact on customer service during this period. The scope of work will include replacement or upgrade of the mechanical and hydraulic power units, installation of state of the art controls, new telephone, emergency lights, infrared sensors and automatic return to ground floor in the evet the emergency system is activated, such as in the case of a fire or power outage. FINANCIAL IMPACT: Total cost of this work will not exceed $60,000. Sufficient funding for this project is included in the County's Elevator Repairs Capital Project Ordinance. RECOMMENDATION(S): The Manager recommends that the Board authorize the Purchasing Director to issue purchase orders for the referenced work in an amount not to exceed $60,000.