AGENDA CAPTION:
Title
Consider approval of Resolution 2026-71R, approving an agreement with Fortress Elevator, LLC, through the Texas Interlocal Purchasing System Cooperative, for materials and installation services to upgrade the elevator located in the City Hall Complex, Building 3 at 630 East Hopkins Street, in the estimated amount of $124,918.40; authorizing the City Manager, or her designee, to execute the agreement on behalf of the city; and declaring an effective date.
Body
Meeting date: May 5, 2026
Department: Public Works - Facilities (by Veronica Bradshaw, Purchasing Manager)
Amount & Source of Funding
Funds Required: $124,918.40
Account or Project Number (C = CIP funds): 10003180 - 60126
Funds Available: Yes
Account Name: Facility Remodel
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Background Information:
The purpose of this item is to complete necessary upgrades and repairs to the elevator serving Building 3, located in the City Hall Complex at 630 E. Hopkins Street, which houses the Engineering and Planning & Development departments on the second floor and the Finance and Information Technology departments on the first floor.
The elevator has been in service since 1984, and over the past 40 years certain proprietary components have become increasingly difficult to source and procure. The proposed upgrades will upgrade and replace several existing components with nonproprietary parts, allowing future maintenance and service to be performed by a broader range of elevator service providers. Over the past five (5) years, service costs have included the annual inspection fee and maintenance services provided under our agreement with TKE Elevator Services (proprietary elevator vendor). These recurring expenses-comprising the yearly elevator maintenance agreement and inspection fees-total $18,176.18 for the five-year period.
Even though the City is working on a new City Hall which will include the departments that office in this building, elevator systems must be properly maintained while in service. Due to the age of this elevator, the manufacturer has discontinued certain components, making it increasingly difficult for our service provider to source replacement parts. This upgrade is intended to introduce universal components, allowing the service provider to more easily obtain parts when replacements are needed. Approximately five years ago our elevator maintenance company notified us that in the next five years the parts for this elevator would become extremely difficult to source and would eventually cease to be available. Staff spoke to TK Elevator Services on April 23rd and confirmed that the Dover Microprocessor Control Board (DMC) is no longer available due to obsolescence. This elevator is currently outfitted with proprietary parts. The upgrade will replace those parts with universal parts. Staff recommend upgrading because if the current DMC control board is lost, it could take months for us to get a contract approved (4-6 weeks), source parts (8-10 weeks), and complete the work (15 weeks). During that 7-8 month period the city would be out of compliance with Americans with Disabilities Act (ADA) requirements for the second floor. Staff are seeking to proactively prevent that from happening.
Almost all the upgrades will be to the exterior of the elevator and the operating components. Some components of this upgrade, “Sundries”, will be sourced from local businesses and include items such as hydraulic hoses and fittings, piping, wire, nuts and bolts, and similar materials.
The only upgrade to the interior of the elevator is the Car Operating Panel. The Car Operating Panel is the push button system which an occupant utilizes to signal the elevator for service.
Fortress Elevator, LLC, will be contracted by the standard terms and conditions of the City and none of the exclusions, except exclusion 1 listed in the proposal will apply to the contract. Except for Exclusion 1, these items listed have not been identified as needing repair/replacement during the assessment by Fortress Elevators; therefore, these items are not needed to upgrade the elevator. Exclusion 1 is embedded into the Fortress quote due to city terms and conditions so the quoted price in the contract includes tax and bonds.
These improvements will help maintain compliance with ADA accessibility standards by ensuring a safe and accessible access to the second floor, while also maintaining compliance with Texas Department of Licensing and Regulation (TDLR) requirements for elevator owners. These upgrades will also meet all current Fire Code life safety requirements.
Benefits of this project include:
• Re-establishing and upgrading the elevator system with universal nonproprietary components.
• Ensuring continued full compliance with TDLR, Life Safety, and ADA requirements.
• Reducing elevator downtime related to repairs by installing universal parts that are more readily available for maintenance and replacement
Fortress Elevator, the selected contractor, has extensive experience performing this type of work. Pursuant to Local Government Code 271.102, the City has authority to participate in cooperative purchasing programs therefore, staff recommends award of this work to Fortress Elevator, LLC, Lockhart, Tx, in the estimated amount of $124,918.40 through the TIPS contract # RCSP 250502.
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Recommendation:
Staff recommends approval.