Posting Language
Title
Authorize execution of cooperative contracts for elevator and escalator maintenance, repair and modernization through BuyBoard and Sourcewell for all City departments with various contractors, for an initial term of one year with up to four 1-year extension options in an amount not to exceed $18,750,000. Funding: $2,954,167 is available in the Operating Budgets of various City departments. Funding for the remaining contract term is contingent upon available funding in future budgets.
Body
Lead Department
Austin Financial Services.
Client Department(s)
All City Departments.
Fiscal Note
Funding in the amount of $2,954,167 is available in the Fiscal Year 2025-2026 Operating Budgets of various City departments.
Funding for the remaining contract term is contingent upon available funding in future budgets.
Procurement Language:
Multiple cooperative purchase programs were reviewed for these services. Austin Financial Services has determined these contractors best meet the needs of the City to provide these services required for the City.
MBE/WBE:
This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the services required for this solicitation, there were subcontracting opportunities; therefore, no subcontracting goals were established.
For More Information:
Direct questions regarding this Recommendation for Council Action to Austin Financial Services - Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500.
Additional Backup Information:
The contracts will provide elevator, escalator, lift, dumbwaiter, and moving walkway preventive maintenance, repair, inspection, and modernization services at various City buildings. The services provided under the terms of this contract are vital to the City’s overall efforts to provide quality, safe, and reliable elevator, escalator, lift, dumbwaiter, and moving walkways for City staff, customers, and citizens. In addition to providing parts and services for preventative maintenance and repairs, the contractor will also maintain all registrations and/or licenses required by the City and the State of Texas. Additional departments and building locations may be added to this contract as existing contracts expire, and new City facilities are built.
The contracts will replace an existing contract, which expires on August 26, 2026. The requested authorization amount was determined using a departmental estimate based on historical spend and future usage.
BuyBoard and Sourcewell are cooperative purchasing associations recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
If these contracts are not secured, the City will be unable to keep up with required inspections, maintenance and repairs for elevators, escalators, and other lift equipment in City facilities creating compliance and public safety hazards.
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Contract Details: |
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Contract Term |
Length of Term |
Contract Authorization |
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Initial Term |
1 year |
$3,545,000 |
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Optional Extension 1 |
1 year |
$3,485,000 |
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Optional Extension 2 |
1 year |
$3,250,000 |
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Optional Extension 3 |
1 year |
$4,235,000 |
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Optional Extension 4 |
1 year |
$4,235,000 |
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Total |
5 years |
$18,750,000 |
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Note: Contract Authorization amounts are based on the City’s estimated annual usage