Sparks City Council Meeting 9/23/2019 2:00:00 PM

    Monday, September 23, 2019 2:00 PM
    Council Chambers, Legislative Bldg, 745 4th Street, Sparks, NV

General Business: 9.4

Title: Consideration, discussion, and possible ratification of the City Manager's execution of a contract (AC-5603) between the City of Sparks and Koch Elevator Co. in the amount of $95,815.55.
Petitioner/Presenter: John Martini, P.E., Assistant City Manager/Brian Cason, P.E., S.E., Capital Projects Manager
Recommendation: Staff recommends City Council approve the action taken by the City Manager in executing a contract (AC-5603) between the City of Sparks and Koch Elevator Co. in the amount of $95,815.55.
Financial Impact: $95,815.55. Funds will be used from Program CIP #20-1094 Annual Citywide Elevator Retrofit & Upgrades Project; Account #603150 Buildings Non-Cap
Total Costs: $95,815.55
Fund: Capital Projects    Account: 603150
Program: 1404 City Facilities - Annual City Wide Elevator Retrofit & Upgrades (20-1094)
Amount: $95,815.55    Budget Status: Budget Exists
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

The Sparks City Hall elevator had a mechanical failure in July 2019 that required replacement of multiple components.  It is imperative that the elevator become operable as soon as possible to maintain elevator access to the basement of city hall.  Because of a 10-week lead time on materials, the City Manager executed a contract with Koch Elevator Co. which  allowed  procurement of long lead-time supplies needed to repair the elevator on an expedited basis. Staff recommends City Council ratify the action taken by the City Manager.


The elevator at City Hall  was installed when the building was constructed in 1979.  The elevator cab and mechanical components are approximately 40 years old and maintenance required in recent years has increased in frequency and expense.  In July 2019, the elevator had a mechanical failure and an elevator maintenance technician was called for repair.  After extensive review of the failure, the technician determined that full replacement of the major elevator components is required.  A 10-week lead-time was anticipated for materials, so the City Manager directed staff to proceed with the project in order to allow the contractor to order materials as soon as possible.


NRS 338.13862(1)(a) requires the city to solicit quotes from at least three (3) properly licensed contractors for a project with an anticipated cost greater than $25,000 but less than $100,000.  Staff solicited quotations from four (4) contractors, and on August 20, 2019, received two (2) qualified quotes.  Two (2) contractors did not respond.  A quote received from Koch Elevator Co.  in the amount of $95,815.55 was the lowest responsive quote.  A full summary of the quotes received, and the executed contract are attached for review by Council.

A summary of the qualified quotes is shown below:

                Koch Elevator Co.                                             $95,815.55

                Kone Elevators                                                  $151,495.00

                Otis Elevator Company                                     Did not submit quote

                Schindler Elevator Corporation                         Did not submit quote

Per Section 2.25.130 (B) of the Sparks Municipal Code, the City Manager may authorize emergency procurements to mitigate risks that may lead to the impairment of the health, safety or welfare of the public if not immediately attended to. The failure of the City Hall elevator posses a clear and present risk of impairment to the safety and welfare of the public and city employees.  This risk was mitigated through the expedited authorization of a contract to repair the elevator. Section 2.25.130 (B) also requires that “If such emergency action is taken by the authorized representative or chief administrative officer, he or she shall report it to the City Council at its next regularly scheduled meeting for ratification.”

  1. City Council may ratify the City Manager's execution of the contract with Koch Elevator Co. (AC-5603) as outlined by Staff.
  2. City Council may decline to ratify the action taken by the City Manager and provide direction to the City Manager.

Recommended Motion:

I move to ratify the City Manager's execution of contract (AC-5603) between the City of Sparks and Koch Elevator Co. in the amount of $95,815.55.

Attached Files:
     01 - CH Elevator Project Ratification - Quote Tab.pdf
     02 - CH Elevator Project Ratification - Executed Contract.pdf
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