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HomeMy WebLinkAbout2024-10-15 Council PPW PacketAgenda Edmonds City Council PARKS AND PUBLIC WORKS COMMITTEE CITY COUNCIL CONFERENCE ROOM 121 - 5TH AVENUE N, EDMONDS, WA 98020 OCTOBER 15, 2024, 1:30 PM Edmonds City Council Agenda October 15, 2024 Page 1 COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. PERSONS WISHING TO JOIN THIS MEETING VIRTUALLY IN LIEU OF IN-PERSON ATTENDANCE CAN CLICK ON OR PASTE THE FOLLOWING ZOOM MEETING LINK INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM.US/J/95798484261 OR JOIN BY DIAL-UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 STAFF AND COUNCILMEMBERS ATTEND COMMITTEE MEETINGS VIRTUALLY, AND MEMBERS OF THE PUBLIC ARE ENCOURAGED TO ATTEND THE SAME WAY. IF MEMBERS OF THE PUBLIC CANNOT ACCESS THE VIRTUAL COMMITTEE MEETINGS WITH THEIR PERSONAL DEVICES, A MONITOR IS PROVIDED AT THE CITY COUNCIL CONFERENCE ROOM AT 121 5TH AVE N, EDMONDS WA. COMMITTEE MEMBERS: SUSAN PAINE (CHAIR), MICHELLE DOTSCH, COUNCIL PRESIDENT (EX- OFFICIO MEMBER) 1. CALL TO ORDER 2. COMMITTEE BUSINESS 1. Anthology Senior Living - Disposition of Sanitary Sewer Easement (10 min) 2. Supplemental LAG Agreement with KPG Psomas for the Main St Overlay Project (10 min) 3. Amendment for On-Call Stormwater Review Services (10 min) 4. Fleet Building Emergency Roof Repair (5 min) 5. Public Works Operations Automated Gate (5 min) 6. Job Order Contracting - Frances Anderson Center Exterior Doors (10 min) 7. Building Controls - Global Control Device Replacement (5 min) 8. Building Controls - Public Safety Controls Update (5 min) 9. Elevator Service Contract - Request for Proposal Consultant (5 min) 10. Discussion of Ecoremedy, LLC extended Operations and Maintenance Contract (5 min) Edmonds City Council Agenda October 15, 2024 Page 2 ADJOURNMENT City Council Agenda Item Meeting Date: 10/15/2024 Anthology Senior Living - Disposition of Sanitary Sewer Easement Staff Lead: Rob English Department: Engineering Preparer: Emiko Rodarte Background/History On March 8, 2022, this item was presented to the PPW Committee. While the committee had approved the item at that time to move forward with a public hearing, this action was put on hold by City staff in order to ensure compliance with RCW 35.94.040. In addition, due to utility conflicts that arose during construction, the proposed sewer connection for the project required redesign and therefore City staff also held off on bringing this item back to committee until that was resolved. Staff Recommendation Forward Resolution to the consent agenda declaring easement as surplus. Narrative A building permit has been issued for a 127-unit senior living facility at the southwest corner of 212th St SW & 72nd Ave W, addressed as 21200 72nd Ave W. The previous office building on the site was connected to the City’s public sanitary sewer main through an easement at the south property line. With the development of the new senior living facility, this sewer line was cut and capped and a new direct connection was provided to the City’s public sewer main in 212th St SW. As such, that portion of the easement that encumbers the subject property is no longer needed. RCW 35.94.040 addresses the release of surplus lands or property that were originally acquired for public utility purposes but are no longer required for providing continued public utility service. The City Council may, by resolution and pursuant to a public hearing, release or otherwise sell, the surplus lands or property at its fair market value or the rent or consideration to be paid. Toward that end, a public hearing should be scheduled as soon as the council’s agenda will allow. A staff report and detailed analysis on the disposition of the sanitary sewer easement, with recommendation to City Council, will be provided for the public hearing. Attachments: Attachment 1 - Vicinity Map Attachment 2 - Survey Sewer Easement Attachment 3 - Sewer Easement AFN7711230226 2.1 Packet Pg. 3 18,056 1,504.7 © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION WGS_1984_Web_Mercator_Auxiliary_Sphere Feet Notes Vicinity Map 21200 72nd Ave W Legend This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. 1,010.380 1:12,125 Anthology Senior Living 2,020.8 2.1.a Packet Pg. 4 At t a c h m e n t : A t t a c h m e n t 1 - V i c i n i t y M a p ( A n t h o l o g y S e n i o r L i v i n g - D i s p o s i t i o n o f S a n i t a r y S e w e r 2.1.b Packet Pg. 5 At t a c h m e n t : A t t a c h m e n t 2 - S u r v e y S e w e r E a s e m e n t ( A n t h o l o g y S e n i o r L i v i n g - D i s p o s i t i o n o f S a n i t a r y S e w e r E a s e m e n t ) 1/20/22, 12:46 PM Landmark Web Official Records Search https://www.snoco.org/RecordedDocuments/search/index?theme=.blue&section=searchCriteriaInstrumentNumber&quickSearchSelection=#1/3 U n o f f i c i a l D o c u m e n t 2.1.c Packet Pg. 6 At t a c h m e n t : A t t a c h m e n t 3 - S e w e r E a s e m e n t A F N 7 7 1 1 2 3 0 2 2 6 ( A n t h o l o g y S e n i o r L i v i n g - D i s p o s i t i o n o f S a n i t a r y S e w e r E a s e m e n t ) 1/20/22, 12:46 PM Landmark Web Official Records Search https://www.snoco.org/RecordedDocuments/search/index?theme=.blue&section=searchCriteriaInstrumentNumber&quickSearchSelection=#2/3 U n o f f i c i a l D o c u m e n t 2.1.c Packet Pg. 7 At t a c h m e n t : A t t a c h m e n t 3 - S e w e r E a s e m e n t A F N 7 7 1 1 2 3 0 2 2 6 ( A n t h o l o g y S e n i o r L i v i n g - D i s p o s i t i o n o f S a n i t a r y S e w e r E a s e m e n t ) 1/20/22, 12:46 PM Landmark Web Official Records Search https://www.snoco.org/RecordedDocuments/search/index?theme=.blue&section=searchCriteriaInstrumentNumber&quickSearchSelection=#3/3 U n o f f i c i a l D o c u m e n t 2.1.c Packet Pg. 8 At t a c h m e n t : A t t a c h m e n t 3 - S e w e r E a s e m e n t A F N 7 7 1 1 2 3 0 2 2 6 ( A n t h o l o g y S e n i o r L i v i n g - D i s p o s i t i o n o f S a n i t a r y S e w e r E a s e m e n t ) City Council Agenda Item Meeting Date: 10/15/2024 Supplemental LAG Agreement with KPG Psomas for the Main St Overlay Project Staff Lead: Rob English Department: Engineering Preparer: Emiko Rodarte Background/History On May 9, 2023, this item was presented to the Parks and Public Works Committee and it was forwarded to the consent agenda for approval. On May 23, 2023, this item was approved by City Council on the consent agenda. On January 19, 2024, supplemental agreement was approved by City Council for the design of stormwater improvements. Staff Recommendation Forward the item to the consent agenda for approval. Narrative On May 26, 2023, a contract was executed with KPG for design of the Main St Overlay project. The total amount payable for this contract was $125,114.44. The project consists of a full-width grind and pavement overlay along Main St from 6th Ave to 8th Ave. Other improvements include upgrading all noncompliant ADA curb ramps within the project limits, pavement striping and signage. During the design, City engineering staff identified the need for additional professional services necessary to analyze and design stormwater improvements to support the project. The $20,224.00 supplemental agreement with KPG raised the total amount payable to $145,338.44. Before construction begins, a supplemental agreement with KPG must be executed in order to secure their services for engineering support during construction. City staff have negotiated a fee of $12,727.44 for KPG to provide review of RFIs and submittals, and record drawings after the project is complete. This brings the project total to $158,065.88 The project costs are being funded by grants from FHWA and TIB, REET (Fund 126), and Stormwater Utility Fund (Fund 422). Attachments: Attachment 1 - Main Area Map 2.2 Packet Pg. 9 Attachment 2 - Supplemental Agreement 2.2 Packet Pg. 10 MAIN ST PAVE - AREA MAP BEGIN PAVE END PAVE Main St Dayton St Maple St Bell St Frances Anderson Center Civic Field 6t h A v e 7t h A v e 8t h A v e 9t h A v e 5th Ave 4thAve3rdAve/SR-524 2ndAve 2.2.a Packet Pg. 11 At t a c h m e n t : A t t a c h m e n t 1 - M a i n A r e a M a p ( S u p p l e m e n t a l L A G A g r e e m e n t f o r t h e M a i n S t O v e r l a y ) Supplemental Agreement Number Organization and Address Phone: Original Agreement Number Project Number Execution Date Completion Date Project Title New Maximum Amount Payable Description of Work The Local Agency of desires to supplement the agreement entered in to with and executed on and identified as Agreement No. All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: I Section 1, SCOPE OF WORK, is hereby changed to read: II Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: III Section V, PAYMENT, shall be amended as follows: as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate spaces below and return to this office for final action. By: By: Consultant Signature Approving Authority Signature Date DOT Form 140-063 Revised 09/2005 2.2.b Packet Pg. 12 At t a c h m e n t : A t t a c h m e n t 2 - S u p p l e m e n t a l A g r e e m e n t [ R e v i s i o n 1 ] ( S u p p l e m e n t a l L A G A g r e e m e n t f o r t h e M a i n S t O v e r l a y ) Basic Agreement Supplement #1 Supplement #2 Total Direct Salary Cost $34,697.29 $6,677.00 $4,226.00 $45,600.29 Ovehead (Icluding Payroll Additives)$60,154.69 $11,479.00 $7,360.42 $78,994.11 Direct Non-Salary Costs $10,894.20 $65.00 $0.00 $10,959.20 Fixed Fee $9,368.27 $2,003.00 $1,141.02 $12,512.29 Total $125,114.44 $20,224.00 $12,727.44 $158,065.88 Exhibit "A" Summary of Payments 2.2.b Packet Pg. 13 At t a c h m e n t : A t t a c h m e n t 2 - S u p p l e m e n t a l A g r e e m e n t [ R e v i s i o n 1 ] ( S u p p l e m e n t a l L A G A g r e e m e n t f o r t h e M a i n S t O v e r l a y ) City of Edmonds Page 1 of 1 KPG Psomas Inc. Main St Overlay. Engineering Services Exhibit A 10/7/24 PN 9EDM010300 City of Edmonds Main St Overlay Construction Engineering Services Project Number – 9EDM010300 Supplement KPG Psomas, Inc. Scope of Work October 7th, 2024 Purpose KPG Psomas will support the City for the Main St Overlay Project with Construction Engineering Services during construction. The specific task to be performed as part of this scope of work include: Task 1 Construction Engineering Services Task 1.1 – Project Admin: Consultant shall attend pre-con meeting and prepare up to eight (8) monthly invoices. Task 1.2 RFI and Submittal Review: Consultant shall provide review of RFI’s, bid item material submittals, two (2) site visits and up to two (2) Field Work Directives for any changes, as needed during construction. Assume City shall review and approve standard bid item submittals and typical Div 1 traffic control, scheduling, and logistical submittals to support the project. Task 1.3 – Record Drawings: Consultant shall prepare record drawings with adequate mark-ups provided by the Contractor for any changes made during construction. Task 1 Assumptions: • Construction Management Services Consultant will be responsible for sending over any construction documentation requiring review and coordination directly with Contractor. Task 1 Deliverables: • Prepare responses for up to six (6) RFI’s. • Prepare responses for up to ten (10) submittals. • Prepare up to two (2) FWD revisions. • Record Drawings: (11x17 PDF) electronic copy. Exhibit B 2 2.2.b Packet Pg. 14 At t a c h m e n t : A t t a c h m e n t 2 - S u p p l e m e n t a l A g r e e m e n t [ R e v i s i o n 1 ] ( S u p p l e m e n t a l L A G A g r e e m e n t f o r t h e M a i n S t O v e r l a y ) EXHIBIT B PRIME CONSULTANT COST COMPUTATIONS City of Edmonds Main St Overlay KPG Psomas Inc. Project Number:9EDM010300 Date: 10/7/2024 Pr i n c i p a l En g i n e e r i n g Ma n a g e r I En g i n e e r i n g Ma n a g e r I I Pr o j e c t E n g i n e e r I Se n i o r C A D Te c h n i c i a n Bu s i n e s s M a n a g e r Of f i c e A s s i s t a n t $103.00 $76.00 $91.00 $58.00 $49.00 $61.00 $34.00 Hours Totals 1.1 PROJECT ADMIN 5 12 2 19 1,090.00$ 1.2 RFI AND SUBMITTAL REVIEW 8 24 32 2,120.00$ 1.3 RECORD DRAWINGS 4 16 20 1,016.00$ 0 -$ 0 0 8 33 16 12 2 71 4,226.00$ 0 0 8 33 16 12 2 71 4,226.00$ ICR Overhead @ 174.17% =7,360.42$ Fixed Fee @ 27% =1,141.02$ Total KPG Psomas (DL + OH + Fixed Fee) =12,727.44$ Mileage at current IRS rate Reproduction Allowance -$ Management Reserve -$ 12,727.44$ Total Estimated Budget Total Labor Hours and Fee Reimbursable Direct Non-Salary Costs Total Reimbursable Expense Client: Project Name: Task No.Task Description Labor Hour Estimate Total Hours and Labor Cost Computations by Task Task 1 - CONSTRUCTION ENGINEERING SERVICES Task Total 2.2.b Packet Pg. 15 At t a c h m e n t : A t t a c h m e n t 2 - S u p p l e m e n t a l A g r e e m e n t [ R e v i s i o n 1 ] ( S u p p l e m e n t a l L A G A g r e e m e n t f o r t h e M a i n S t City Council Agenda Item Meeting Date: 10/15/2024 Amendment for On-Call Stormwater Review Services Staff Lead: Rob English Department: Engineering Preparer: Rob English Background/History On February 28, 2023, City Council approved on-call stormwater review services and authorized staff to advertise a request for qualifications. On March 19, 2024, City Council approved amendment to provide additional professional services for on-call stormwater review of private development projects. Staff Recommendation Forward item to the consent agenda for approval. Narrative Since February 2023, the City has contracted with Atwell, LLC to provide on-call professional services for stormwater drainage review of private development permits. In February 2024, the City's Stormwater Engineer retired and the City had to transition all stormwater review services to Atwell. There is an on - going recruitment to fill the vacancy, but it has been a difficult position to fill, due to the specialized stormwater engineering experience and knowledge needed for the position and current demand for professional engineers in the region. The proposed amendment will provide $140,000 in additional budget. This amount should provide enough budget to continue the on-call services thru June 2025, based on an average monthly expenditure of $17,000 per month. The actual amount will depend on how much private development and permit activity occurs in the first half of 2025. The cost related to the on-call services will be reimbursed by permit applicants as part of their plan and permit review fees. Attachments: Amendment 2 2.3 Packet Pg. 16 CITY OF EDMONDS 121 5TH AVENUE NORTH · EDMONDS, WA 98020 · 425-771-0220 · WWW.EDMONDSWA.GOV PUBLIC WORKS DEPARTMENT | ENGINEERING DIVISION MIKE ROSEN MAYOR 1 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WHEREAS, the City of Edmonds, a Washington municipal corporation, hereinafter referred to as the “City,” and Atwell, LLC, hereinafter referred to as the “Consultant,” entered into an underlying agreement for On-Call Stormwater Review Services, dated August 15, 2023 (“Underlying Agreement”); and WHEREAS, Section 12 of the Underlying Agreement provides that changes thereto must be documented by a written amendment executed by both parties; and WHEREAS, the parties executed Amendment No. 1 to the Underlying Agreement (“Amendment No. 1”) on March 25, 2024 to increase the contract amount and establish the Consultant’s 2024 rates; and WHEREAS, the parties have determined that it is necessary to further amend the Underlying Agreement to further increase the contract amount to allow the Consultant to complete the work provided for therein and to provide for a rate adjustment for 2025; NOW THEREFORE, in consideration of mutual benefits accruing, it is agreed by and between the parties thereto as follows: 1. The Underlying Agreement of August 15, 2023 between the parties, as amended by Amendment No. 1, both of which are incorporated by this reference as fully as if herein set forth, is hereby further amended in, but only in, the following respects: 1.1 The $80,000 amount set forth in paragraph 2A of the Underlying Agreement and stated as an amount which shall not be exceeded, which amount was increased by Amendment No. 1 by $120,000, is hereby further amended to include an additional not to exceed amount of $140,000 for the original scope of work identified in Exhibit A to the Underlying Agreement. As a result of this Amendment No. 2, the total contract amount of the Underlying Agreement is hereby increased to a new total not-to-exceed amount of $340,000 ($80,000 plus $120,000 plus $140,000). 1.2 Exhibit B to the Underlying Agreement consisting of the rate and cost reimbursement schedule was amended by Amendment No. 1 to establish the Consultant’s 2024 2.3.a Packet Pg. 17 At t a c h m e n t : A m e n d m e n t 2 ( A m e n d m e n t f o r O n - C a l l S t o r m w a t e r R e v i e w S e r v i c e s ) 2 rates. The Consultant may adjust its rates for 2025 up to a five percent (5%) increase above the 2024 rates without further approval. A proposed rate adjustment of more than five percent (5%) will require justification and will be subject to prior City approval. 2.In all other respects, the Underlying Agreement between the parties, as amended by Amendment No. 1, shall remain in full force and effect, further amended as set forth in this Amendment No. 2 but only as set forth herein. DONE this day of October 2024. CITY OF EDMONDS ATWELL, LLC Mike Rosen, Mayor Brian Darrow, Vice President ATTEST/AUTHENTICATE: Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney 2.3.a Packet Pg. 18 At t a c h m e n t : A m e n d m e n t 2 ( A m e n d m e n t f o r O n - C a l l S t o r m w a t e r R e v i e w S e r v i c e s ) 3 STATE OF WASHINGTON ) )ss COUNTY OF KING ) On this day of 2024, before me, the under-signed, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared Brian Darrow to me known to be the Vice President of the corporation that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument and that the seal affixed is the corporate seal of said corporation. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC My commission expires: 2.3.a Packet Pg. 19 At t a c h m e n t : A m e n d m e n t 2 ( A m e n d m e n t f o r O n - C a l l S t o r m w a t e r R e v i e w S e r v i c e s ) City Council Agenda Item Meeting Date: 10/15/2024 Fleet Building Emergency Roof Repair Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History The Public Works Operations Center was constructed in 1993 to support the Public Works Department operations and maintenance for the City. The building and facility are aging and in need of some practical updates and replacements to remain functional in support of 24/7 Public Works and City operations. The Fleet Division service the entire city motor pool including police, public works, utilities, parks and many other vehicles. This division supports storm response, police operations and city vehicle fueling. Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds accept this proposal and forward to the Consent Agenda. This will authorize the executed contract for Fleet building emergency roof repair and coating, using 016 bond funding for deferred maintenance backlog in the 2024 budget. Narrative The Fleet building supports all aspects of the City motor pool and all vehicle maintenance activities as well as emergency response for utilities and storm related events. Maintaining a suitable environment for repair and maintenance of city vehicles is a critical support function for business continuity. Early in 2024 during a routine roof inspection a large area of surface rust and metal pitting was discovered on the fleet roof. Edmonds facilities team determined this was a critical fall hazard for any work on the roof and reported this to facilities manager. Director Antillon instructed facilities to conduct an emergency repair and rust prevention project on this roof. Roof has been repaired to Facilities satisfaction and treated with a rust prevention coating with a 10 year warranty Attachments: Small Works - Mono Rooftop Solutions_Oct 2024 2.4 Packet Pg. 20 2.4.a Packet Pg. 21 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 22 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 23 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 24 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 25 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 26 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 27 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) 2.4.a Packet Pg. 28 At t a c h m e n t : S m a l l W o r k s - M o n o R o o f t o p S o l u t i o n s _ O c t 2 0 2 4 ( F l e e t B u i l d i n g E m e r g e n c y R o o f R e p a i r ) City Council Agenda Item Meeting Date: 10/15/2024 Public Works Operations Automated Gate Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History The Public Works Operations Center was constructed in 1993 to support the Public Works Department operations and maintenance for the City. The building and facility are aging and in need of some practical updates and replacements to remain functional in support of 24/7 Public Works and City operations. Operations yard is accessed by multiple City departments 7 days a week, and the vehicle access gate is critical to operations and business continuity. Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds accept this proposal and forward to the Consent Agenda. This will authorize the executed contract for the Public Works Security Gate replacement using 016 bond funding for deferred maintenance backlog in the 2024 budget. Narrative The Public Works yard vehicle access gate is the main operations entry and exit point for all of Public Works operations, including Water, Streets, Storm Water, Fleet, Sewer and Custodial operations. This access gate is used by Police, Parks and all city motor pool vehicles regularly with operations support 24/7. Rapid vehicle response is not possible without securing the gate manually. This, with other security concerns, has been identified as a significant public safety concern. Due to age, construction, and damage, the current gate is in disrepair and has been the source of security concerns on numerous occasions. The new gate will operate with an access control system. It can open and close with an electric opener as scheduled, open on demand after regular business hours, and operate on back up power during power outages. The new gate will allow for entry auditing as necessary, eliminate security concerns, and allow for quicker vehicle response for public safety. Attachments: Small Works, All City Fence Proposal & Contract_Sept 2024 2.5 Packet Pg. 29 2.5.a Packet Pg. 30 At t a c h m e n t : S m a l l W o r k s , A l l C i t y F e n c e P r o p o s a l & C o n t r a c t _ S e p t 2 0 2 4 ( P u b l i c W o r k s O p e r a t i o n s S e c u r i t y G a t e ) 2.5.a Packet Pg. 31 At t a c h m e n t : S m a l l W o r k s , A l l C i t y F e n c e P r o p o s a l & C o n t r a c t _ S e p t 2 0 2 4 ( P u b l i c W o r k s O p e r a t i o n s S e c u r i t y G a t e ) 2.5.a Packet Pg. 32 At t a c h m e n t : S m a l l W o r k s , A l l C i t y F e n c e P r o p o s a l & C o n t r a c t _ S e p t 2 0 2 4 ( P u b l i c W o r k s O p e r a t i o n s S e c u r i t y G a t e ) 2.5.a Packet Pg. 33 At t a c h m e n t : S m a l l W o r k s , A l l C i t y F e n c e P r o p o s a l & C o n t r a c t _ S e p t 2 0 2 4 ( P u b l i c W o r k s O p e r a t i o n s S e c u r i t y G a t e ) City Council Agenda Item Meeting Date: 10/15/2024 Job Order Contracting - Frances Anderson Center Exterior Doors Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History Frances Anderson Center is the City's main Parks and Recreation building. It hosts Parks recreation programs, tenant spaces, arts and creative spaces as well as the Human Services staff for the City. Tenant spaces include a Dance/Ballet company, public youth sports programs, Montessori School, daycare and sculptor studio. The building has had numerous partial remodel efforts and updates, exterior doors date from the 1960’s Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds City Council accept JOC proposal for exterior door replacements at Frances Anderson Center and forward to the Consent Agenda. Narrative The building has eight exterior door openings that are 50 to 60 years old that are problematic from a security point of view and their functionality is at end of life. To elevate security concerns, ADA compliance and unpredictable hardware failure eight of nine door openings that are publicly accessible will be replaced with new standard size doors, with new hardware and closures. New doors will meet current security resilience, allow for future electronic access control and operate in compliance with ADA and safety standards. This project appeared on the approved 2024 Bonded Project decision package. Attachments: JC24-01S - Frances Anderson Ext Doors, Saybr Construction_Oct 2024 2.6 Packet Pg. 34 2.6.a Packet Pg. 35 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 36 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 37 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 38 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 39 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 40 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 41 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 42 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 43 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 44 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 45 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 46 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 47 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 48 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 49 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 50 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 51 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 52 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 53 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 54 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 55 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 56 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 57 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 58 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 59 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 60 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 61 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 62 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 63 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 64 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 65 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 66 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 67 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 68 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 69 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 70 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 71 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 72 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 73 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 74 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 75 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 76 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 77 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 78 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 79 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) 2.6.a Packet Pg. 80 At t a c h m e n t : J C 2 4 - 0 1 S - F r a n c e s A n d e r s o n E x t D o o r s , S a y b r C o n s t r u c t i o n _ O c t 2 0 2 4 ( J O C - F r a n c e s A n d e r s o n C e n t e r E x t e r i o r D o o r s ) City Council Agenda Item Meeting Date: 10/15/2024 Building Controls - Global Control Device Replacement Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History In 1999 and 2000 the City added Direct Digital Controls(DDC) to eight city owned buildings. These controls allow for remote viewing of indoor building conditions and HVAC operations. The remote interface is a web-based proprietary interface with the Alerton controls nationwide network, locally franchised with ATS Corporation. Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds accept proposal to update building Global Controllers and forward to the Consent Agenda. This item is to be funded by the 016 fund allocated in the 2024 budget. Narrative This contract is for the replacement of obsolete DDC Building Global Controllers at the five city owned buildings, currently using existing legacy equipment. Three controllers are not functional, requiring replacement to be operational for the winter heating season. Individual controllers are no longer mix and match like the previous versions. A complete building retrofit of global controllers at each location is required. The city has suffered numerous failures of the legacy controllers (three in 2024) which control multiple heating/cooling zones at Public Works and Library plaza room and City Hall. With a third of the legacy controllers still in operation city wide, risk of failure is high. Failed components require building HVAC systems to be manually operated by city staff, and do not allow for building schedules or conservation optimization with temperature and program settings. Attachments: ATS Automation JMC24-163, Global Controllers with Sole Source Justification 2.7 Packet Pg. 81 2.7.a Packet Pg. 82 At t a c h m e n t : A T S A u t o m a t i o n J M C 2 4 - 1 6 3 , G l o b a l C o n t r o l l e r s w i t h S o l e S o u r c e J u s t i f i c a t i o n ( B u i l d i n g C o n t r o l s - G l o b a l C o n t r o l s D e v i c e 2.7.a Packet Pg. 83 At t a c h m e n t : A T S A u t o m a t i o n J M C 2 4 - 1 6 3 , G l o b a l C o n t r o l l e r s w i t h S o l e S o u r c e J u s t i f i c a t i o n ( B u i l d i n g C o n t r o l s - G l o b a l C o n t r o l s D e v i c e 2.7.a Packet Pg. 84 At t a c h m e n t : A T S A u t o m a t i o n J M C 2 4 - 1 6 3 , G l o b a l C o n t r o l l e r s w i t h S o l e S o u r c e J u s t i f i c a t i o n ( B u i l d i n g C o n t r o l s - G l o b a l C o n t r o l s D e v i c e City Council Agenda Item Meeting Date: 10/15/2024 Building Controls - Public Safety Controls Update Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History In 1999 and 2000 the City added Direct Digital Controls(DDC) to eight city owned buildings. These building controls help to optimize building mechanical system operation to aid in building efficiency and align operation with industry best practices for indoor comfort and resource conservation of HVAC and plumbing equipment. Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds accept proposal to replace the Public Safety building trunk line #2 Variable Logic Controllers and forward to the Consent Agenda. This item is to be funded by the 016 fund allocated in the 2024 budget. Narrative This contract is for the replacement of obsolete DDC Variable Logic Controllers at the Public Safety building on trunk line # 2 which is the lower floor. The VLC’s allow for individual pieces of mechanical equipment to optimize efficient operation with variable speed controls of pumps and fans. The current TUX style VLC’s are no longer available and are failing after their 25 year use. Replacement of the trunk line #2 will free up 12 known working TUX style VLC’s for use to support the other 60+ still in operation at city buildings. This will replace the two non-operational TUX VLC’s at Public Safety and upgrade the currently operational 12 devices, and leave the city with 12 known good spares to support the legacy TUX controllers at Public Safety trunk #1 & 3 and the other seven building locations. This project will provide resilience and aid in continuity of city operations and resource conservation at city owned buildings. Attachments: ATS Automation JMC24-160, Police Station Trunk 2 with Sole Source 2.8 Packet Pg. 85 2.8.a Packet Pg. 86 At t a c h m e n t : A T S A u t o m a t i o n J M C 2 4 - 1 6 0 , P o l i c e S t a t i o n T r u n k 2 w i t h S o l e S o u r c e ( B u i l d i n g C o n t r o l s - P u b l i c S a f e t y C o n t r o l s U p d a t e ) 2.8.a Packet Pg. 87 At t a c h m e n t : A T S A u t o m a t i o n J M C 2 4 - 1 6 0 , P o l i c e S t a t i o n T r u n k 2 w i t h S o l e S o u r c e ( B u i l d i n g C o n t r o l s - P u b l i c S a f e t y C o n t r o l s U p d a t e ) City Council Agenda Item Meeting Date: 10/15/2024 Elevator Service Contract - Request for Proposal Consultant Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History The City owns six buildings with elevators that require contracted on-call elevator services by a licensed elevator contractor. Currently, all elevators are on month-to-month agreements that are in need of updated expectations and critical service language. Staff Recommendation At this time, the Public Works Director recommends that City of Edmonds authorize the agreement with AEC, Architectural Elevator Consulting, LLC and forward to the Consent Agenda. Narrative Public Works is updating the required elevator services contract for the Six (6) Hydraulic Elevators. The proposal include preparing new performance agreement language. The document would become the standard elevator service contract and provide on-call and routine maintenance for all city owned building elevators. These contracts are required in order to operate elevators by the state, and include routine maintenance, on call safety response, annual testing and compliance related reporting. This contract will be competitively advertised to modernize and update contract language and expectations that have changed with market and industry best practices. Attachments: City of Edmonds - Maintenance Contract 9_18_18 AEC Fee Proposal - City of Edmonds Elevator RFP 8_20_24 2.9 Packet Pg. 88 Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 1 of 15 ELEVATOR MAINTENANCE CONTRACT For The Vertical Transportation System Located at: Edmonds City Hall Elevator 121 5th Avenue North Edmonds, WA 98026 Elevator Service Contractor, (hereinafter called Contractor) shall furnish services to City of Edmonds (hereinafter called Owner) on all elevator equipment listed in Appendix “A”. 100. SCOPE OF WORK A. The entire elevator system shall be maintained as hereinafter described, in accordance with the following detailed terms: Trained employees of the Contractor will use all reasonable care to keep the elevators in proper adjustment and in safe operating condition, in accordance with all applicable Federal, State, and local laws, ordinances and regulations. B. This Contract establishes the minimum requirements for a full maintenance program, which shall be contracted for by the Owner with an approved Contractor. The full maintenance contract shall cover the elevator equipment as set forth in Appendix “A”. C. All elevators under this Contract shall be maintained in first class operating condition and must comply with all maintenance and other requirements of the latest revised edition (as of the date bids are taken) of the American Society of Mechanical Engineers (ASME) Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks (ASME A17.1 2010), ASME Inspection Manual (ASME A17.2 - 2012) and all other applicable laws including but not limited to the State of Washington regulations, ordinances, codes, including WAC 296-96. Contractor shall have a Maintenance Control Program (MCP) in place that meets State of Washington requirements. Both sections of 8.6 and 8.11 shall be included. Should the AHJ Elevator Inspector call for a re-inspection as a result of Contractor not performing to this Contract, Contractor shall pay for the re- inspections costs. If the re-inspection is due to a building deficiency, then the Owner shall pay for the re-inspection. Within 5 days of receiving a preliminary order from the Owner, the elevator Contractor shall respond indicating which items are covered in the contract and which items are billable. For billable items Contractor shall provide a price to Owner for correcting the items. If items in the report are Owners responsibility Contractor shall so state in response. 2.9.a Packet Pg. 89 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 2 of 15 101. CONTRACTOR INSURANCE A. During the term of this Contract, the CONTRACTOR shall maintain such insurance as will protect him from claims as set forth below which may arise out of or result from the CONTRACTOR’S operations, products and completed operations under the Contract, whether such operations be by himself or by a Subcontractor or Sub-subcontractor or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be held liable. The Contractor shall provide the Owner, prior to commencement of work, a certificate of insurance naming Owner as “Additional Insured” and providing insurance coverage with the following minimum coverage: 1. Worker's Compensation in accordance with applicable state laws and regulations and Employer's Liability Insurance with a limit of not less than $1,000,000.00.Contractor will provide a waiver of subrogation in favor of the Owner. 2. Commercial General Liability covering both operations, products and completed operations liability with a single limit of not less than $5,000,000 each occurrence and in the annual aggregate for Bodily Injury and Property Damage including loss of use. Personal Injury, Advertising Injury and Blanket Contractual Liability of not less than $5,000,000 each occurrence and in the annual aggregate. Contractor will add Owner as an “Additional Insured” on a Primary Basis for both operations and completed operations as per the Indemnification Agreement. Contractor will provide Owner with a waiver of subrogation in favor of the Owner. 3. Comprehensive Automobile Liability insurance including owned, non- owned, and hired vehicle coverage and with the same limits of liability of not less than $5,000,000. 4. Any deductible or retention, if applicable to loss covered by provided insurance or any self insurance program will be the responsibility of the Contractor. 5. Contractor shall maintain valid required insurance during all operations and services performed under this agreement. Contractor shall provide Owner with a Certificate of Insurance evidencing all required insurance conditions. The certificate of insurance shall provide the Owner with a minimum of thirty (30) days notice in case of cancellation, termination or non-renewal of insurance. B. Waiver of Subrogation. Contractor releases and relieves Owner, and waive the entire right of recovery for loss or damage to property or person located within or constituting a part or all of the Building to the extent that the loss or damage is actually covered (and claim amount recovered) by commercial insurance carried by Contractor and in force at the time of such loss or damage, or such loss would have been covered if Contractor had maintained the insurance required to be carried by this Agreement. This waiver applies whether or not the loss is due to 2.9.a Packet Pg. 90 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 3 of 15 the negligent acts or omissions of Owner or Contractor, or their respective officers, directors, employees, agents, contractors, or invitees. Contractor shall have its insurers endorse the applicable insurance policies to reflect the foregoing waiver of claims, provided, however, that the endorsement shall not be required if the applicable policy of insurance permits the named insured to waive rights of subrogation on a blanket basis, in which case the blanket waiver shall be acceptable. 102. WORK HOURS A. All work shall be performed during regular working hours of regular working days unless otherwise specified. Any regular time or overtime work not otherwise included in the contract shall be billed to the Owner after proper approval as an extra charge at the Contractor's billing rate as stated in section 121. B. The Contractor shall provide scheduled routine maintenance during regular hours for all elevators. C. The Contractor shall perform preventative maintenance, as a minimum, per the table below. If additional hours are required to maintain reliability, performance and overall safe operation of the elevators, then Contractor shall perform this additional work at no extra cost to Owner. Minimum Preventative Maintenance Hours Per Month/Per Unit Type of Equipment Frequency and Hours per visit for each unit Total Hours per Month Per Unit Hydraulic 1 hour per month 1 hour 103. INSPECTION OF EQUIPMENT AND CONDITIONS AT JOB SITE A. Prior to bidding, it shall be the responsibility of the Contractor to visit the job site and inspect each elevator to establish to its satisfaction the condition of the elevator equipment to be maintained and any other conditions affecting the work to be performed. The elevators shall be accepted in “as-is condition” and the Contractor shall be required to bring the elevators up to the performance level specified in this Contract within ninety (90) days. 104. WIRING DIAGRAMS A. Contractor shall provide to the Owner a set of reproducible wiring diagrams covering all changes, modifications, etc., which take place during the Contract term. These diagrams are to be furnished to the Owner immediately following modifications. 2.9.a Packet Pg. 91 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 4 of 15 105. PERFORMANCE CONFERENCES AND REPORTS A. Annually the Contractor shall meet with the Owner's representative to review performance for the previous year and to schedule major repairs contemplated during the next year. The Contractor shall submit written performance reports on forms approved by Owner on the anniversary date of the contract. 106. CHECKING IN AND OUT AND COMMUNICATIONS A. The Contractor's personnel shall report to the Owner’s Management office prior to commencing work and check out after completing the work. This requirement applies to regular maintenance, repairs and callbacks. At time of check-in, the Owner shall provide Contractor's personnel with a list of any reported problems requiring the Contractor's attention. The Contractor shall sign in and out of logbooks kept at the management office. In the event of an emergency such as an entrapment the Contractor shall go directly to the elevator. 107. BILLING PROCEDURE A. Contractor shall render a monthly billing for regular monthly maintenance service, and any Owner approved extra work, broken down by building name and elevator number along with purchase order number where applicable. 108. TIME SHEETS A. Each time an elevator is serviced, inspected, repaired, etc., whether emergency or regular, a report on an approved form shall be submitted to Owner’s representative at the beginning of each month for the work performed during the previous month. The time sheet or ticket shall include the date the work was performed, a description of the work performed, the elevator number the work was performed on, along with the Owner name and number along with the time in and out of the building. Owner may at any time request a copy of the work order prior to the monthly report. Acceptance of work is subject to approval by the assigned Owner Representative. Signing of daily work reports is not considered approval. 109. SCOPE OF MAINTENANCE A. This specification provides for complete maintenance coverage including examinations, cleaning, painting, lubrication, adjusting, parts replacement, repairs, and testing on all parts of the elevator equipment including, but not limited to, machines, bearings, commutators, brushes, gears, hoist ropes, compensation ropes or chains, governor ropes, thrust bearings, drive sheaves, sheave bearings, brake pulleys, brakes, brake coils, linings, motors, tachs, controllers, selectors, relays, contacts, solid state devices, computers, monitors, transformers, resistors, and all related control equipment including card readers. Provide 24-hour phone monitoring and an offsite answering service in conjunction with the phone. If remote elevator monitoring for the control system is 2.9.a Packet Pg. 92 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 5 of 15 provided, the Contractor shall maintain the remote system and ensure all functions are working properly. B. It also includes safety governors, governor sheaves, car safeties, hydraulic oil, pump, motor, valves (main and seismic), plunger, above ground oil lines, jack packing, deflector and secondary sheaves, bearings, car and counterweight buffers, car and counterweight guide rails, limit switches, guide shoes (slide and roller), door operators, car and hall signal fixtures, remote hall call stations and all components, all car and hatch door equipment, contacts, interlocks, auxiliary door closing devices, infrared safety edges, fans, blowers, emergency lights, emergency phones, car frames, platforms, and all other elevator related devices. Contractor will change cab ceiling light bulbs when furnished by the Owner during preventative service visits. The following equipment is not included: 1. Car enclosures including removable panels, door panels, hung ceilings, light diffusers, fluorescent tubes, fluorescent ballasts, handrails, mirrors, carpets, tile flooring, hoistway enclosure, door panels, frames, sills, underground hydraulic jacks, and underground oil lines. 2. Contractor is not responsible for any work required due to abuse, misuse, vandalism, negligence or other causes beyond their control. 110. SCHEDULED MAINTENANCE A. All preventive maintenance performed by the Contractor shall be scheduled elevator by elevator prior to commencement of the work and subject to final approval of the Owner. B. The preventive maintenance schedule, as prepared by the Contractor, shall show Owner name, elevator serial numbers, examination frequency, examination hours and be keyed to a preventive maintenance schedule prepared for the specific equipment covered by this specification. 1. Examine: The Contractor shall examine the equipment on a regular interval as set forth in Section 119 of this specification. a) When, as a result of an examination, corrective action is found to be the responsibility of the Contractor, the Contractor shall proceed immediately to make (or cause to be made) replacements, repairs and corrections. When such work is determined not to be the Contractor's responsibility, a written report, signed by the Contractor, shall be delivered to the Owner for further action. b) Items of an emergency nature shall be communicated to the Owner immediately and followed up in written form. c) Examinations of the equipment shall follow the basic procedures recognized by the elevator service industry. 2.9.a Packet Pg. 93 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 6 of 15 2. Clean: The Contractor shall clean all of the elevator equipment as well as car and hoistway door sills and grooves, elevator equipment rooms, pits, and hoistway rail equipment. Cleaning of the equipment shall occur at regular intervals sufficient in frequency to maintain a professional appearance and preserve the life of the equipment. Minimum interval shall be as set forth in Section 119 of this specification. 3. Paint: The Contractor shall paint the elevator equipment, including the machine room, at intervals frequent enough to maintain a professional appearance, prevent rusting, and preserve the equipment. All paint shall be suitable for the purpose intended and be of a high quality. Application of the paint shall, in all circumstances, comply with applicable local codes and/or current ASME codes. Contractor shall consult with the Owner as to the best times to perform the work in an effort to minimize disruption to the building’s operations due to paint odors. 4. Lubricate: The Contractor shall lubricate all moving parts of the equipment. Lubricants shall be applied at intervals recommended by the equipment manufacturer or as dictated through use of the equipment. All lubricants shall be suitable for the purpose intended and shall meet or exceed the minimum requirements specified by the manufacturer of the equipment to which the lubricant is applied. 5. Adjust: The Contractor shall adjust the equipment. Adjustments shall be made as necessary and when the operation of the equipment varies from its normal or originally designed performance standards, as a result of normal wear and use. See Section 120 for performance standards. a) Adjustments shall be made by qualified individuals properly equipped with tools and instruments, employed by the Contractor. Adjustments shall be made at regular intervals frequent enough to maintain the elevator in optimum operating condition. b) Parts or assemblies which have worn (or otherwise deteriorated) beyond "normal" adjustment limits shall be replaced as provided for under the "Replace" and/or "Repair" section of this specification. 6. Replace: The Contractor shall, when required, "replace" items covered under the contract during the course of scheduled preventive maintenance when in the reasonable opinion of Owner such replacement will prevent an unscheduled elevator shutdown and/or ensure the continued normal operation of the elevator or which otherwise will extend the useful life of the elevator. All replacements shall be made using original manufacturer's parts or Owner approved equal. 2.9.a Packet Pg. 94 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 7 of 15 7. Replacement Parts: To assure the maximum use of elevators and a minimum shutdown time for emergency repairs, the Contractor shall be required to have and maintain on the job, in metal cabinets furnished by the Contractor, a supply of spare parts sufficient for normal maintenance and repair of the elevators. These spare parts and lubricants shall be equal to or better than original manufacturer's parts. All lubricants, oils and other flammable liquids shall be stored in a suitable UL listed metal cabinet. a) Motors, armatures, field coils, and any other component parts must be delivered within five (5) working days. b) Refurbished parts or parts that are equal to or better than genuine manufacturer's parts are acceptable and will be permitted, without prior approval. 8. Repairs: a) Repairs which are the responsibility of the Contractor: (1) Repairs shall be made by the Contractor to elevator components covered by the agreement. The Contractor shall make (or cause to be made) all repairs made necessary due to normal wear and use of the elevator system. The Contractor shall be responsible for all cost for labor, materials, expenses, and supplies that occur as a result of the stated repair. b) Repairs, which are the responsibility of the Owner: (1) Repairs shall be made by the Contractor, when authorized by the Owner, where such repairs are not included in the contract. The Contractor shall make (or cause to be made) all repairs made necessary for any reason during the term of the contract. The Contractor shall supply all labor, materials, and supplies at the Contractor's billing rates as stated in this agreement. On completion of all repair work, the Contractor shall submit to the Owner for payment an invoice detailing the nature of the work performed and related charges. (2) Prior to any repairs being made by the Contractor, the Contractor shall submit a written cost estimate to the Owner to obtain formal approval to proceed. 2.9.a Packet Pg. 95 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 8 of 15 9. Perform Periodic Tests: The Contractor shall, during regular business hours, perform periodic Safety Tests of the elevator components, including monthly testing of Emergency Fire Service, telephone communications, emergency car light and alarm bell. The periodic tests and cleaning shall be conducted at the frequency stated in the ASME A17.2 code and follow the procedures set forth in said code. Test results shall be recorded on forms supplied by or acceptable to the Owner. Certified copies of the completed test forms shall be submitted to the Owner. a) Periodic inspections as required by city, county, state, federal government and/or insurance agencies or representatives are included in this specification. One (1) year tests and seismic rupture valve tests shall be included. 10. Callback Service: For the purpose of this specification, a "callback" is a request from the Owner to the Contractor, requesting the Contractor to go to a specific elevator to correct any elevator problem and/or condition, which in the Owner's opinion needs attention before the Contractor's next scheduled preventive maintenance visit. a) Additionally, a "callback" is work which can ordinarily be performed by one person working alone at the job site for a period of time not exceeding two hours. b) Work required in excess of the basic two hours and/or which requires a second person shall be considered "Repair" work and shall be governed by the "Repair" provisions and specifications set forth elsewhere in this specification. c) Callback service during regular working hours: (1) The Contractor shall, without additional charge to the Owner provide callback service during normal working hours for calls placed to the Contractor Monday through Friday/7:00 am to 5:00 pm. The Contractor shall respond to a callback within one (1) hour of the time reported to the Contractor. d) Callback service during overtime working hours: (1) The Contractor shall provide 24-hour callback service. Contractor shall bill for the overtime portion only if the call is performed during overtime. The Contractor shall respond to an overtime callback within two (2) hours of the time reported to the Contractor. e)Entrapments: Callbacks for entrapments shall be responded to by Contractor within 30 minutes of the call during normal working hours and one (1) hour after normal working hours. 2.9.a Packet Pg. 96 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 9 of 15 111. CONTRACT TERMS A. It is the Owner's intention to award a contract covering an initial period of Three (3) years with the Owner having the option to renew the Contract thereafter for successive one (1) year periods or to terminate the Contract as provided for below in paragraph 112. At the end of the 112. TERMINATION OF CONTRACT A. This Contract terminates at the end of the first term and goes month to month until extended by Owner or cancelled by either party. The Owner has the option of renewing the Contract for two (2) additional successive one-year periods. It shall be the Contractor’s responsibility to inform the Owner in writing, at least ninety (90) days prior to the expiration of the Contract period, of the upcoming date of expiration of the Contract so that Owner may decide whether or not to renew the Contract for successive one-year periods as provided for above in paragraph 111. The Owner may terminate the Contract for failure to perform as outlined in paragraph 113-B. If the Owner sells the building, the Contract will be cancelled with a thirty-day notice. Should the Owner decide to roll this agreement into a facility wide agreement, this Contract shall be cancelled with thirty (30) days notice. 113. FAILURE TO PERFORM A. Contractor shall guarantee all work required during the contract period for the duration of the Contract, and for a period of ninety (90) days after the termination date. Should the Owner determine during the Contract period or within thirty (30) days after termination that any required work has been performed improperly or not performed at all; the Contractor shall, after mailing of written notifications by the Owner, correct said difficulty within thirty (30) days. Failure to correct will be construed as default of the Contract and the Owner may secure others to perform the services and deduct the cost of these services from the contractual amount due under the Contract. B. All maintenance deficiencies brought to the Contractor's attention during the Contract period by the Owner which are the responsibility of the Contractor, shall be completed within thirty (30) days during the Contract period and on or before the abatement date of the report, or expiration of the Contract period, whichever is less. C. The Owner reserves the right to engage an independent party to perform an inspection to determine responsibility. 114. EQUAL OPPORTUNITY EMPLOYMENT STATEMENT A. The non-discriminatory clause contained in Section 202 Executive Order 11246, as amended by Executive order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor, are 2.9.a Packet Pg. 97 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 10 of 15 incorporated herein. 115. INDEMNIFICATION AGREEMENT A. To the fullest extent permitted by law, Contractor shall indemnify, defend and save harmless the Owner against any and all liability, claims, expenses, costs and fees of whatsoever kind and nature for any injury to or death of any persons and for loss of or damage to any property in connection with or in any way incident to or arising out of the occupancy, use, service, operation, or performance of work pursuant to this agreement resulting in whole or in part from negligent acts or omissions of the Contractor or Subcontractor. In addition, the Contractor shall pay any and all royalties and license fees associated with its service and shall defend all suits or claims for infringement of any patent rights and shall hold the Owner harmless from and shall indemnify the Owner against any and all liability, claims, expenses, costs and fees associated therewith. B. Notwithstanding anything in this Agreement to the contrary, neither Contractor nor Owner shall be deemed in default under this Agreement nor liable for any damages arising from its failure to perform its duties and obligations hereunder if such default or failure is due to acts of God, acts of civil or military authorities, fires, floods, windstorms and other unforeseeable weather, strikes or labor disturbances, civil commotion, governmental delays, war or other similar causes beyond the reasonable control of , and not caused by, the party from which the performance is due (each an "Unavoidable Delay"). In the event of an Unavoidable Delay, the dates for the performance of the affected duties or obligations hereunder shall be extended by such number of days as reasonably necessary to compensate for such Unavoidable Delay. 116. COMMENCEMENT DATE(ANNIVERSARY DATE) A. This Contract shall commence on ___/___/___. The Commencement Date shall also serve as the Anniversary Date for escalation and cancellation purposes. 117. CONTRACT EXCLUSIONS A. The Contractor shall not be responsible for the following: 1. For the main line power feeders and associated disconnect switches and breakers. 2. For the elevator components specifically excluded under Section 109-B-1. 118. EQUIPMENT COVERED BY THIS CONTRACT: A. Appendix “A” Equipment and Performance Tables. 119. ELEVATOR MAINTENANCE FREQUENCY AND TASKS (PER ELEVATOR) A. HYDRAULIC 2.9.a Packet Pg. 98 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 11 of 15 FREQUENCY: 4 WKS. 1. CLEAN AND INSPECT POWER UNIT, CONTROLLER, SELECTOR, VALVE, AND PUMP MOTOR. CHECK LEVELING, STOP SWITCH, COMMUNICATIONS AND DOOR PRESSURE. 2. CLEAN AND INSPECT CAR TOP, OPERATING SWITCHES, DOOR OPERATOR AND CONTROLS, CAR DOOR HANGERS, GIBS, PHOTO EYES AND SAFETY EDGE. CHECK DOOR RESTRICTOR FOR PROPER OPERATION. 3. CLEAN AND INSPECT HOISTWAY DOOR HANGERS, INTERLOCKS, LINKAGE, PICK UP ASSEMBLY, DOOR GIBS, NON-VISION WING AND HOISTWAY SWITCHES. 4. CLEAN PIT AND CHECK TRAVEL CABLE LOOPS. 5. CHECK OIL LEVEL AND JACK PACKING FOR PROPER SEAL. RECORD OIL LEVEL EACH MONTH IN A SPECIAL MACHINE ROOM LOG. RECORD AMOUNT OF ANY NEW OIL ADDED. IF NO OIL IS ADDED INITIAL THAT THE OIL LEVEL WAS CHECKED AND NO OIL WAS ADDED. FREQUENCY: 8 WKS. 6. CLEAN POWER UNIT, CHECK VALVE, CLEAN AND ADJUST CONTROLLER AND SELECTOR CONTACTS AND RELAYS. 7. CHECK CAR AND HALL FIXTURE LAMPS, LEVELING AND FLOOR STOPS, ALARM BELL AND EMERGENCY STOP, AND INSPECT TRAVEL CABLE. FREQUENCY: 26 WKS. 8. CHECK CONTROL AND MAIN LINE FUSES, VOLTAGE READINGS, PUMP MOTOR AND VALVE WIRE CONNECTIONS. FREQUENCY: 52 WKS. 9. CHECK CAR FRAME, GUIDE RAIL AND BRACKET FASTENINGS, CLEAN GUIDE RAILS AND BRACKETS, OVERHEAD SHEAVES DOOR HANGERS, SILLS AND PITS. 10. PERFORM ANNUAL STATIC AND PRESSURE RELIEF TEST INCLUDING CAT 1 TEST. 11. CHECK RUPTURE VALVE AND DEVICES. 2.9.a Packet Pg. 99 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 12 of 15 FREQUENCY: 260 WKS. 12. PERFORM FIVE YEAR FULL LOAD RUPTURE TEST INCLUDING ALL CAT 1 REQUIREMENTS. 120. PERFORMANCE STANDARDS A. It is the intention of this contract that the elevator equipment be maintained so as to preserve the operating characteristics in line with the original design. Should the Owner find through its own investigation or that of its representative that these standards are not being maintained, the Contractor will be given thirty (30) days to restore the performance to the required level. Failure by the Contractor to restore the performance to the required level within the thirty (30) day period shall constitute sufficient cause for termination of the contract by reason of default, at the option of the Owner, in accordance with Section 112. B. The following are performance levels which are a part of the original design and which shall be maintained at all times. 1. Contract speed of all elevators, dumbwaiters and lifts shall be maintained, and brake to brake (flight times) shall be maintained as originally designed. 2. Leveling accuracy of all elevators shall be maintained at all times. Traction elevators shall be within 1/16” level and hydraulic elevators shall be within ¼” level. 3. Opening and closing times of all hoistway and car doors shall be maintained within limits of ASME A17.1 Code, yet assuring minimum standing times at each floor. 4. Door reversals on all elevators equipped with mechanical safety shoes shall always be initiated within the stroke of the shoe. Light ray devices shall be operable at all times under normal operation. 5. "Variable" car and hall door hold open times shall be maintained in accordance with original design and or local code requirements. Deviations from this will not be permitted. 6. Elevators operating under group supervisory systems shall operate at all times in accordance with original design specifications. The Contractor shall be required to periodically test these systems no less than annually and submit to the Owner test data indicating performance levels and proof that variable and fixed features are operating properly and all circuits and time settings are properly adjusted. 7. Emergency fire service operation, seismic operation, telephone communications, emergency car light and alarm bell shall be periodically tested to be sure it is functioning properly as required by ASME A17.1 Elevator Code. 2.9.a Packet Pg. 100 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 13 of 15 C. As a minimum requirement the performance levels for passenger and service cars shall be per Appendix “A” – Equipment and Performance Table. For the purpose of this Contract, the following performance criteria shall apply: 1. Floor-to-floor time is the elapsed time in seconds from car doors starting to close until the doors are ½ open at the next floor for side opening doors and ¾ open for center opening doors on a one (1) floor run of approximately 12’-0” For traction elevators if the one floor run is above or below 12’-0”, .25 seconds should be added or subtracted for each foot above or below 12’-0”. For hydraulic elevators if the one floor run is above or below 12’-0” .50 seconds should be added or subtracted for each foot above or below 12’-0”. 2. Door Open Time is the elapsed time in seconds from the time the car doors start to open after arriving at a landing until they are fully open. 3. Door Close Time is the elapsed time in seconds from the time the car doors start to close after a call is initiated until they are fully closed with the interlock engaged. Speed must not exceed requirements as set forth in A17.1. 121. Compensation A.PAYMENT The Owner agrees to pay Contractor ($ ) every month for the term of this Contract. B. ANNUAL PRICE ADJUSTMENT The Contractor shall be entitled to a review of his labor and material costs for the purpose of adjusting the maintenance fee thirty (30) days prior to the annual anniversary date of this agreement. Upon submission of proof, satisfactory to the Owner, that the Contractor's actual labor and/or material costs for performance of service have changed, the monthly price for service coverage’s shall be adjusted in an amount equal to the established variance based on the following formula; 1. Eighty percent (80%) of the fee shall be used to represent the labor portion of the contract. 2. Twenty percent (20%) of the fee shall be used to represent the material portion of contract. The current labor portion of the contract shall be increased or decreased by the percentage of increase or decrease of the current straight-time hourly rate for the Elevator Contractor Maintenance Mechanic, compared with same rate used for the previous year's labor portion of the agreement. The initial base labor amount 2.9.a Packet Pg. 101 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 14 of 15 is $ _______. This represents the Maintenance Mechanics hourly wage with associated cost fringe benefits. The current materials portion of the contract shall be adjusted based on the established monthly difference in the "Wholesale Metals and Metal Products Index" as published by the United States Department of Labor, Bureau of Labor Statistics. Using __________as the base month, the material factor is ______. In any event, the total annual price adjustment (increase or decrease) shall not be more than 3% of the previous year’s base monthly service charge pursuant to paragraph 121 A above. B. BILLING RATES: The following billing rates shall be used for extra work performed by the Contractor and pre-approved by the Owner. The rates shall be adjusted annually in accordance with paragraph 121.B. Overtime (M-F, 5:00pm to 7:00am, Saturday, Sunday and IUEC Holidays) (Bonus portion only – work is included in contract but Owner requests Contractor to perform work on overtime.): Overtime Portion Only –Included in contract but requested during overtime 1.7 Overtime Portion 2.0 Overtime Portion Mechanic Billing Rate Helper Billing Rate Team Billing Rate Billing Rates for Extra Work (Owner requests Contractor to perform work that is not included in the contract): Billing Rate for Extra Work Not In Contract Straight Time (7:00am to 5:00pm) 1.7 Overtime 2.0 Overtime Mechanic Billing Rate Helper Billing Rate Team Billing Rate The above rates shall be adjusted annually in accordance with the labor portion of the maintenance agreement. The above rates are for small emergency repair type projects with estimated times of 1 to 8 hours. For larger size projects Owner has the right to negotiate better hourly pricing and/or fixed prices for specific work. 2.9.a Packet Pg. 102 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Exhibit “B” Elevator Maintenance Contract _________________________________________________________________________________________ Edmonds City Hall ©AEC 2018 Page 15 of 15 ACCEPTANCE: Owner: City of Edmonds Department of Public Works & Utilities 7110 210th Street SW Edmonds, WA 98026 Contractor: Authorized Signature: Authorized Signature: Printed Name: Printed Name: Date: Date: End of Contract Appendix A – Equipment Detail and Performance Times Elevator No. Brand Type (1)Capacity (lbs) Speed (FPM) Door Type Door Size Number of Stops F/R (2) Door Open Door Close Floor-to- Floor 1 Dover Hydro 2,500 lbs.125 1SCO 42x84 4 4F 1.6 2.4 13.0 2.9.a Packet Pg. 103 At t a c h m e n t : C i t y o f E d m o n d s - M a i n t e n a n c e C o n t r a c t 9 _ 1 8 _ 1 8 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) ________________________________________________________________________ _________________________________________________________________________________________ 1326 Fifth Ave., Suite 630, Seattle, WA 98101 - P (206) 527-2049 - F (206) 624-7226 August 20, 2024 Mr. Thom Sullivan Facilities Maintenance Manager City of Edmonds Department of Public Works & Utilities 7110 210th Street SW Edmonds, WA 98026 RE: Six (6) Hydraulic Elevators – City of Edmonds Elevator RFP Dear Thom, Architectural Elevator Consulting, LLC (AEC) proposes to provide the following elevator consulting services for the referenced elevators. Prepare New Performance Maintenance Agreement: 1.AEC will prepare a new maintenance elevator service agreement. The new full service agreement will become the standard elevator service contract for all elevators, dumbwaiters and wheel chair lifts at the building. The new maintenance agreement will be performance based and include preventative maintenance and callbacks. Benefits of the agreement include but are not limited to the following: a.Performance based provisions designed to ensure the elevator equipment is kept at peak performance at all times. b.Detailed list of items covered ensuring that all equipment is covered. c.Similar coverage at all locations. By contracting for the same coverage at each location the management of the contract will become much more simplified. d.Terms and conditions that favor Owner/Management Company. e.Increased coverage and detailed frequency of performance tasks resulting in lower liability for Owner/Management Company. f.Extended life of equipment due to a higher level of maintenance. 2.AEC will survey each of your elevators in order to put together an accurate listing of the equipment and performance tables. 3.An electronic copy, in Microsoft Word, will be provided to Owner/Management Company. 4.AEC will develop a performance penalty to be included as part of the contract. The penalty will encourage the elevator service companies to keep the number of service related callbacks to a minimum. A performance based cancellation clause will be included. 5.Once the scope of work has been defined AEC will work with Owner/Management Company to ensure the final contract meets the insurance and indemnification requirements and that the package is ready to go to bid. 6.AEC will work with Owner/Management Company in evaluating the bids and awarding the contract to the lowest qualified bidder. 7.Optional: AEC will conduct a job walk and survey the elevators with the prospective bidders. 2.9.b Packet Pg. 104 At t a c h m e n t : A E C F e e P r o p o s a l - C i t y o f E d m o n d s E l e v a t o r R F P 8 _ 2 0 _ 2 4 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Page 2 of 3 August 20, 2024 City of Edmonds Elevator RFP ___________________________________________________________________ _______________________________________________________________________________________________ 1326 Fifth Ave., Suite 630, Seattle, WA 98101 - P (206) 527-2049 - F (206) 624-7226 The above services will be provided for the following fees: Pricing Schedule Type of Elevator Price/Elevator Number of units Total Items 1-6 $600 6 $3,600.00 Item 7 –Optional Pre-bid Job Walk $200 6 $1,200.00 Total $4,800.00 Architectural Elevator Consulting, LLC Client’s Acceptance Submitted by: (Signature) Accepted by: (Signature) Printed Name:Bob Nicholson Printed Name: Title:President Title: Date: 8/20/24 Date: Co. Name:Architectural Elevator Consulting, LLC Co. Name: Upon review and approval sign, date and return two copies. Upon receipt we will countersign with our approval and return one fully executed contract for your files. Terms and Conditions of This Agreement: I. INSURANCE: Upon request by the Owner or Owners’ representative, AEC will issue its standard professional and general liability insurance. Liability shall be limited to the fee proposal amount of this Agreement or $250,000 whichever is lower. II. INDEMNIFICATION PROVISIONS: a. The Consultant shall be responsible for all of the work performed directly by their employees, any Associates or those persons retained or independently contracted by the Consultant to perform any of the work identified in this Agreement in concurrence with this project and the Consultant shall defend, indemnify and hold harmless the Owner/Client (as identified in the Agreement) against claims arising out of their sole negligence. b. The Consultant shall not be held responsible for any damages, injuries, etc., arising out of the acts and/or omissions of the Owner/Client or any of the Owners/Clients designated representatives, Agents, employees, other Consultants, Contractors, Sub-Consultant, Sub-Contractors, or any other persons performing any of the work requested by the Owner/Client. c. The Consultant shall not be held responsible for any delays to the project that is beyond their direct and immediate control. III. PROVISIONS FOR TERMINATION OF THE AGREEMENT: a. This Agreement may be terminated by either party at any time upon the receipt of a fifteen (15) calendar day written notice to the other party to this Agreement. Should the Agreement be terminated by the Owner/Client, the Owner/Client shall provide all up-to-date compensation to the Consultant for all work performed within fifteen (15) calendar days from the date of the termination letter. IV. MISCELLANEOUS PROVISIONS TO THE AGREEMENT: a. This Agreement is binding upon the parties identified in this Agreement and shall be binding upon their legal representatives, executors, heirs, or administrators. b. Should the Agreement have any provisions found to be invalid or unenforceable, the remainder of the Agreement shall continue to be in effect, less the offending provisions. c. The written Agreement shall constitute the binding requirements of the contract by both parties of the Agreement and shall not allow the introduction of any other oral and/or written agreements or understandings between the parties that are not properly identified in this Agreement. d. If the equipment is to be installed in a new or modified hoistway or in an existing hoistway, enclosure or structure, there exists the possibility that certain unforeseen field conditions may be encountered that could result in re- design work and/or additional services being required by the Consultant. If this unforeseen condition should arise, then this extra work shall be considered beyond the initial and original Scope of Work of this project as previously outlined. Therefore, any additional work required and authorized by the Owner/Client, shall be 2.9.b Packet Pg. 105 At t a c h m e n t : A E C F e e P r o p o s a l - C i t y o f E d m o n d s E l e v a t o r R F P 8 _ 2 0 _ 2 4 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) Page 3 of 3 August 20, 2024 City of Edmonds Elevator RFP ___________________________________________________________________ _______________________________________________________________________________________________ 1326 Fifth Ave., Suite 630, Seattle, WA 98101 - P (206) 527-2049 - F (206) 624-7226 invoiced periodically, as the work progresses, utilizing a time card basis based upon the noted Hourly Rate Schedule. e. Architectural Elevator Consulting, LLC reserves the right to obtain the services of an Associate or Associates to assist with any of the services or work that has been identified in this Agreement. f. This Fee Proposal shall be valid for a total of sixty (60) calendar days from date of issuance. g. This proposal covers the use of any Architectural Elevator Consulting, LLC specifications, drawings and/or documents for the project that is identified in this Fee Proposal only. Any use of the specifications, drawings and documents provided to the Owner are prohibited from being copied and/or used by the Owner/Client for any other project or projects without express written permission and additional compensation provided to the Consultant. V. Excluded: Structural, electrical and mechanical engineering services are not part of this Agreement. We will provide preliminary loads for these items. Actual engineering for these items shall be by others and is not included in our fee proposal. VI. Expenses: Traveling expenses are not included in our proposal fee. We estimate that we will perform ____field visits throughout this project. Our traveling expense per trip shall include hotel, airfare, parking, mileage, hotel, and other miscellaneous traveling expense and shall be billed at cost. VII. Reproduction Costs: We will email all our reports in PDF format as part of our base fee. If hardcopies of the report are needed we will charge for the reproduction costs. For the construction documents we will prepare PDF Electronic files and e-mail the documents to the bidders.Any bulk specification and/or document reproduction costs required for the project shall be billed as an extra at our cost. VIII. Billing/Payment: At the completion of the initial field review and submission of our report or contract documents we will invoice for the entire contract amount for said phase. During the Project Management phase we shall bill based work completed to date. All invoices shall be due within 30 days of invoice date. Invoices that are not paid within 60 days are subject to 1.5% interest per month or the highest legal amount permitted by state law, on the open balance. All legal and collection fees associated with collecting the fees shall be the responsibility of the Client/Owner. IX. Scheduling: As part of our work we will require to remove a (an) elevator from service. We will work with the building manager to schedule this during non-peak periods to ensure minimal disruption to the building operations. For the escalators we will require that the elevator service company have a mechanic on site to open and close the escalators and run the units so we can witness the operation and testing. The cost for the elevator service company’s labor and expense is not included in our proposed fee. 2.9.b Packet Pg. 106 At t a c h m e n t : A E C F e e P r o p o s a l - C i t y o f E d m o n d s E l e v a t o r R F P 8 _ 2 0 _ 2 4 ( E l e v a t o r S e r v i c e C o n t r a c t - R F P C o n s u l t a n t ) City Council Agenda Item Meeting Date: 10/15/2024 Discussion of Ecoremedy, LLC extended Operations and Maintenance Contract Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History City Council authorized a contract and funding with the State Department of Enterprise Systems (DES) for design of the WWTP Phase 6 Energy Conservation Project - Carbon Recovery in the 2019 budget. City Council appropriated $11,037,000 in the 2020 budget for construction to begin. On June 2nd, 2020 City Council received a presentation on the current status of the Incinerator Replacement Project (Carbon Recovery Project). The presentation presented a summary of work done to-date to identify and screen available options, described the significant design work done on the short-listed options, and presented a recommended option for City Council to consider as the preferred alternative. The comparisons included data on how the options actually work as well as how they compare on initial cost, on-going maintenance costs, and environmental performance. On June 9th, 2020 City Council received an additional presentation on this recommended project. Staff was directed to again place the project on the Action Agenda for June 16th. On June 16th, 2020 Council reviewed some of the preliminary funding considerations for the project but due to time constraints that discussion was unfinished. On June 23rd, 2020 Council again reviewed the project and entertained taking action to approve the project using an ESCO delivery model but ultimately decided to hold an optional Public Hearing on July 7th to get comments from the public regarding the project, its required funding, financing methods, and rate impacts. July 7th, 2020 - upon conclusion of the Public Hearing, the Mayor was authorized to sign all necessary documents between the City and the Department of Enterprise Systems to deliver this project for the Guaranteed Maximum Cost of $26,121,040. October 27, 2021 - Construction started, significant progress has been made and the project is starting the commissioning phase in February 2023. July 2023 - System placed into Operation in Measure and Verify status. Council received updates of project through reporting and previous discussion on Construction Status. Staff Recommendation Authorize the Public Works Director to continue work with Legal Staff for ongoing comments and revisions work and to agree to terms with Ecoremedy, LLC for an Operations and Maintenance contract. Narrative The work on the Wastewater Treatment Plant Incinerator project has entered the Operations and Maintenance (O&M) training phase of the Measure & Verify period. The contractor, Ecoremedy LLC, has 2.10 Packet Pg. 107 a major responsibility to provide staff training to take over the operations of the facility. The City will enter into a six-month agreement for Operation and Maintenance training with a one-month extension. Further update and documentation provided during Council Committee presentation. 2.10 Packet Pg. 108