HomeMy WebLinkAboutAppropriate $300,000 to Replace City Hall Elevator Control SCouncil/Agency Meeting Held:
Deferred/Continued to:
Approved El Conditionally Approved ❑ Denied
Cit I rlc's ignat
Council Meeting Date: 4/18/2005
Department Number. PW 05-027
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
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SUBMITTED TO: HONORABLE MAYOR AND CITY
OUCJL EMBERS _
SUBMITTED BY: PENELOPE CUL ETH GR-FT, CITY ADMINISTRATOR
PREPARED BY: PAUL EMERY, ACTING DIRECTOR OF PUBLIC WORKS
SUBJECT: Appropriate Funds to Replace City Hall Elevator Control System
Statement of Issue, Funding source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: Parts to support the control system for the City Hall elevators are no
longer available. To ensure reliable elevator service, a new control system is necessary.
Fundino„Source: Funds in the amount of $300,000 would be appropriated from the
Undesignated General Fund balance to Civic Center Maintenance, Capital Improvements
account (10085403.82000).
Recommended Action: Motion to:
Appropriate $300,000 from the Undesignated General Fund balance to replace the City Hall
elevator control system.
Alternative Action(s): Deny appropriation and direct staff to defer the replacement of the
elevator control system.
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REQUEST FOR ACTION
MEETING DATE: 4/18/2005 DEPARTMENT ID NUMBER:PW 05-027
Analysis:
The control system directs all operating functions of the elevator cabs. Control system
functions include the call buttons, speed, smoothness, stopping, and door timing.
The current control system, installed in 1992, consists of certain proprietary parts such as
circuit boards, power supplies, and fuses, which are either in limited supply or no longer
available. The manufacturer, Q. Thompson, was bought out, and the new company has
discontinued producing replacement parts for the controller. Aftermarket products are
available for some components, but cannot be relied upon to meet all repair needs. For the
past several calls, the service company has mentioned that parts were difficult, or
impossible, to secure in a timely manner. Substitute parts are extremely limited, and the task
of locating replacement parts will delay future repairs. Staff has confirmed the parts
availability problem with two other service companies. In the past year, the elevators have
been out of service for approximately 28 days.
Maintenance staff will coordinate specifications with the Purchasing Manager and the
Building Department to ensure equipment that is compatible and widely available. As the
replacement is a maintenance function, the Purchasing Division will locate a qualified
contractor in accordance with Section 3.02 of the Municipal Code. The estimated cost to
replace the control systems for both elevators is $300,000.
Fiscal Impact Statement: Per City Council action, a new appropriation must meet one of
the following three criteria:
1. It is an unanticipated emergency,
2. It is required to implement labor negotiations, or
3. It is a new expense that is offset by related new revenues.
This new appropriation meets criteria # 1, an unanticipated emergency.
Public Works Commission Action: Not applicable.
Environmental Status: Not applicable.
Attachments :
ATTACHMENT #1 -----Jl
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICATION
To: Penelope Culbreth-Graft, City Administrator
From: Dan Villella, Finance Officer
Subject: FIS 2005 — 14 Appropriate Funds for Replacement of City Hail
Elevator Control System.
Date: April 18, 2005
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Appropriate Funds for Replacement of City Hall
Elevator Control System."
If the City Council approves this action (total appropriation $300,000),
the estimated unreserved General Fund balance at September 30,
2005 will be reduced to $20,101,000.
Dan Villella,
Finance Officer
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Public Works
SUBJECT:
Appropriate Funds to Replace the City Hall Elevator
Control System
COUNCIL MEETING DATE:
Aril 18, 2005
RCA ATTACHMENTS
STATUS
Ordinance (wlexhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Resolution (wlexhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Contract/Agreement (wlexhibits if applicable)
Attached
Not Applicable
❑
10
in full by the City Attome
—(Signed
Subleases, Third Party Agreements, etc.
Attached
Not Applicable
El
(Approved as to form by City Attome )
Certificates of Insurance {Approved by the City Attomey)
Attached
Not Applicable
❑
Fiscal Impact Statement (Unbud et, over $5,000)
Attached
Not Applicable
❑
Bonds If applicable)
( pp )
Attached
Not Applicable
CT
Staff Report (If applicable)
Attached
Not Applicable
Commission Board or Committee Re ort applicableIf a
p ( pp )
Attached
Not Applicable
Findings/Conditions for Approval and/or Denial
pp
Attached
Not Applicable
Li
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED
RETURNED
FORVYAR.DED
Administrative Staff
)
Assistant City Administrator Initial
City Administrator Initial
City Clerk
EXPLANATION FOR RETURN OF ITEM: