The URL can be used to link to this page

Home My WebLink AboutTR-44-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT PURPOSE AND ADMINISTRATION COMMITTEE Meeting: GENERAL File# Date: TUESDAY, MAY 20, 1997 fees. # �/ ) ()CJ - �7 Report#; TR-44-97 File#: Q By-Law# / -- Subject: MAINTENANCE AGREEMENT - PASSENGER ELEVATOR MUNICIPAL ADMINISTRATIVE CENTRE Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: I 1 . THAT Report TR-44-97 be received; 2 . THAT the written proposal (Attachment "A") from United Technologies Otis Canada, to provide extended maintenance for the Otis Hydraulic Passenger Elevator located at 40 Temperance Street, Bowmanville, Ontario, at a contract price of $473 . 52, less 5% per month ($449 . 84) subject to price adjustment on March 1st of each year, for a term of five (5) years, with an option of a second term of five years, be accepted; 3 . THAT the procedures set out in Purchasing By-law ##94-129, Section 5, Paragraph 5 . 06, be waived for this particular transaction; 4 . THAT the funds be drawn from the current operating accounts which are allocated for Elevator Maintenance; and 5 . THAT the attached By-law (Attachment "B" ) be forwarded to Council, authorizing the Mayor and the Clerk to execute an agreement with United Technologies Otis Canada. BACKGROUND AND COMMENT: The initial contract for maintenance of the elevator at the Municipal Administrative Centre was entered into in 1989, with an option to renew for an additional five (5) years . This option was exercised in May 1994, and is due to expire February 1999 . I The manufacturer of the elevator has offered to extend the existing contract for an additional five year term, with an automatic CI RPAPELRD RECY.IE 9 ,✓ �PR WED U4 RECYCLED PAPER / 41•• uJl 1H� REPORT NO. : TR-44-97 PAGE 2 extension for a second five years unless notice of cancellation is given. The proposal includes a five percent (5°s) discount to the existing contract price of $473 . 52 per month, effective June 1, 1997, as well as a Remote Elevator Monitoring Device, at no charge . This offer is open for acceptance until May 30, 1997 . All other terms of the original agreement, including a price adjustment, based on a predetermined formula, may be applied on March ist, of each year. As the subject firm is the manufacturer of the elevator, it is staff' s opinion that they are the best qualified to perform the required maintenance . It is therefore recommended that the requirement for tendering under Purchasing By-law #94-129, Section 5, Paragraph 5 . 06, be waived for this transaction. Satisfactory service has been provided by the firm in past years . The Treasurer has reviewed the funding requirements and concurs with the recommendation. Queries with respect to department needs, specifications, etc . , should be referred to the Property Manager. After further review and analysis by the Property Manager and the Purchasing Manager, it was mutually agreed that the proposal from United Technologies Otis Canada, Scarborough, Ontario, be accepted. Respectfully submitted, Reviewed by, i M i Mar ')c . ,AMCT. , W.H. Stockwell, Treasurer } Chief Administrative Officer Fred Horvath, DMR, RRFA Property Manager MM*LB*ld `/4 OTIS �x DATE: March 24, 1997 ;W TO: FROM: � Corporation of the Town of Clarington OTIS CANADA, INC. 40 Temperance Street 21 Progress Avenue. Unit 8 Bowmanville. Ontario Scarborough. Ontario L1C 3A6 MIP 4S8 EQUIPMENT LOCATION: `'}" Clarington Administration Building - CONTRACT NUMBER: FAX5262 CONTRACT DATE: January 25, 1989 ' We propose the following modification to the Contract referred to above, to take effect as of: June 1, 1997 : K?L1 Effective June 1, 1997 Otis will apply a five percent(5%) discount to the Contract Price and will include the following program in the existing contract: h Otis REM"Maintenance gp We will provide Otis Remote Elevator Monitoring(REM$) Service on the following Units: Machine Numbers: 932210 . �V�f;s We will provide a microprocessor system that continuously monitors the Unit(s) on a 24-hour per day, year- %" != round basis. Tlie system will notify our OTISLINE dispatching center that a Unit is inoperative by sending a ' message via telephone line, Upon the receipt of such message, we will either notify your on-site representative #B or initiate the dispatch of our personnel for emergency minor adjustment callback service during regular working hours of our regular working days for the mechanics who perform the service. We will collect data on the equipment condition, including hydraulic tank oil level, door operation. leveling s and whether the operation of a Unit has been interrupted. That information will be used to tailor the Otis Maintenance Management Systems't preventive maintenance program for the Unit(s). You will furnish us at your expense, one(1)outside touch-tone telephone line to the elevator machine room that allows data calls to and from a toll-free number at our OTISLINE dispatching center. The telephone line may be a separate line dedicated to the REM maintenance equipment or may be an existing line that is shared t $ between another telephone and the REM maintenance equipment. . G- All of the REM maintenance monitoring equipment installed by us remains our property and if the Contract is '�a terminated for any reason, we will be given access to your premises to remove the monitoring equipment at our expense. L" •1rzj+Ci?d2~t OTIS ELEVATOR COMPANY, 1995 All Rights Reserve(l 09513 Form Ntti-t-ADD-C(1/96) Page I of 2 925 Beginning on the Effective Date of the Addendum, the Term of the Contract referred to will be extended for an additional five(5)years from the current term, to March 1,2004 and will continue thereafter for au additional five(5) year periods unless terminated as follows. Either party may terminate the Contract as modified herein at the end of the =` Term or at the end of any subsequent five year period by giving the other party at least ninety(90)days written notice prior to the end of the then current Term. This proposal, when accepted by you below and approved by our authorized representative, will become binding as an addendum and modification to the Contract. All other terms, conditions and obligations in the Contract referred to are to remain in full force and effect. This quotation is valid for ninety(90)days from the proposal date. Accepted in Duplicate Submitted by: "1 Otis k6resentative CUSTOMER OTIS CANADA, INC. ' Approved by Authorized Representative Approved by Authorized Representative � Date: k--`' Date: Signed: X g Signed: Print Name: Print Name: Title: Title: y1,- Name of Company: �y ❑ Principal, Owner or "* Authorized Representative of Principal or Owner ❑ Agent (Name of Principal or Owner) a.i sJ •, err,,��'< , 0 OTIS ELFVATOR co%(PANY,1995 AI(Rights Reserved 0A515 E:onn,%tN7-ADD-C(1/96) Page 2 of 2 926 SCHEDULE "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 97- I Being a By-law to authorize a contract between United Technologies Otis Canada, Scarborough, Ontario, for the maintenance of the Otis Hydraulic Passenger Elevator located at the Municipal Administrative Centre. I THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington, and seal with the Corporation Seal, a Contract between United Technologies Otis Canada, and said Corporation; and 2. THAT this agreement attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of May, 1997. By-law read a third time and finally passed this day of May, 1997. Mayor Clerk I i i I i I 927