A communication transmitted from Louis A. DePasquale, City Manager, relative to Awaiting Report Item Number 18-02, regarding repairs and maintenance of the elevators at Fresh Pond Apartments

Fresh Pond Apartments 364 Rindge Avenue Cambridge, MA 0214( schochet companies Tel: [phone removed] development • property management • investments Fax: [phone removed] S February 6, 2018 Mr. Louis A. DePasquale City Manager City of Cambridge City Hall 795 Massachusetts Avenue Cambridge, MA 02139 RE: Amended Order O-2 regarding Fresh Pond Apartments Elevators Dear Mr. DePasquale: In response to Amended Order O-2 dated on January 8, 2018, regarding the condition of the elevators at Fresh Pond Apartments, we address the concerns of the Council as well as our residents in this report. Fresh Pond Apartments consists of 2 buildings of 22 stories each. Each building is serviced by a bank of three elevators for a total of six elevators. The elevator equipment was last replaced as part of refinancing expenditures in 2000 and the cabs refurbished in 2004. The capital repair and replacement plan for the property uses industry standard useful life estimates. Currently, the cabs are projected to be refurbished in 2019, and the control panels and motors in 2023 and 2025 respectively. Fresh Pond has a maintenance service contract with Otis Elevator Company. This contract is proprietary to the manufacturer of the elevator equipment. The contract includes parts and normal work day labor costs, as well as routine preventative maintenance of all six elevators. In addition to a service contract, Fresh Pond budgets for repairs not covered under the contract, such as extraordinary repairs and overtime labor costs. As the description below clarifies, the longer waiting times experienced recently by the residents of Fresh Pond Apartments have been an inconvenience and have not met the level of service that we seek to provide them. It is our expectation to have all three elevators in each building operational at all times so as to provide the highest level of service to our residents. Below is a recap of annual service issues for each of the elevators at Fresh Pond Apartments, as well as a brief summary of the elevators service record in regards to Management's goal of achieving our expectations. building communities • building value www.schochet.com

362 Rindge Elevator #1: Date/Time of Is Work Emergency Customer Problem Description, Call?, Unit Name Completed, Call Date/Time, 362 Bldg Elv 1, Was Getting Stk On The 5Th Flr, Was Reset, Now 04/09/2017 04/09/2017 362 BLDG Non- Workingpls Ck, Otcb Sun/Auth 12:45:00 ELV 1 09:21:00 Emergency 10/16/2017 Elv 1 Bldg 362, Stk On 13, Drs Non- 10/24/2017 362 BLDG 14:39:00 10:00:00 ELV 1 CIsd, No Pass, Rtcb Tue Eta Ndd Emergency 362 Bldg Elv 1 Stk On 8Th FIr Drs 11/21/2017 11/21/2017 362 BLDG Non- Clsd No Pass * Rtcb Tdy ELV 1 09:28:00 11:58:00 Emergency 362 Bldg Elv 1 Drs Damage 5 flr; 12/17/2017 362 BLDG Mechanical Dmg 09:28:00 OPEN ELV 1 Emergency Comments: On Sunday December 17th, the elevator stalled on the fifth floor, causing an entrapment. During the call to 911, the person stated difficulty breathing. The Cambridge Fire Department determined this medical emergency necessitated prying open the elevator doors to rescue the trapped person. Management is happy to report the resident was okay and did not require transport to the hospital. There was substantial damage to the operating equipment of the elevator as well as the elevator doors and frame. The elevator was shut down until such time as the contractor could complete its assessment. Upon receipt of proposal, the work was approved and Otis and contractors began the process of re-fabricating the doors and manufacturing replacement casements. The process required extensive coordination of subcontractors by Otis. Repair work began the second week of January and the elevator is scheduled to be back on-line Wednesday, February 7, 2018. This delay has been frustrating to both residents and Management, but is thankfully reaching completion this week. Prior to the events of 12/17/17, Elevator #1 has experienced only 4 service calls in the last year.

362 Rindge Elevator #2: Bldg 362 Elv # 2 Stk On 1St Flr Drs CIsd No Pass Rtcb Tdy Eta Non- 02/22/2017 02/23/2017 Nddbldg 364 Elv 6 Still Dn Since 362 BLDG 09:29:00 12:00:00 Yesterday Mech Never Came Out ELV 2 Emergency 02/27/2017 02/27/2017 362 BLDG *Emg* 362 Bldg Elv 2, Stk On ? Fir, 08:35:00 ELV 2 12:02:00 Trapped Pass Emergency 02/28/2017 02/28/2017 363 Bldg Elv 2, May Be Stk On The 362 BLDG Non- 15:59:00 4Th Flr, No Pass, Nfi, Rtcb Tdy 09:00:00 ELV 2 Emergency 09/06/2017 Non- 09/05/2017 362 BLDG 362 Bldg Elv 2, Burning Smell On 14:22:00 Top Of Car, Stl In Svc, Rtcb Wed ELV 2 20:18:00 Emergency 12/03/2017 01/06/2018 *Emg* 362 Bldg Elv 2, Stk On 2Nd 362 BLDG 08:59:00 13:00:00 FIr W/ Pass Fire Dept On Site ELV 2 Emergency Bldg 362 Elv 1 & 2 Nt Working, S/D, Drs Clsd, No Pass, Power Was Outnow Is Back 01/06/2018 362 BLDG 12/05/2017 Non- 13:00:00 On, Rtcb Tdy,Eta Ndd, No Overtime Emergency 08:50:00 ELV 2 Elv 2 Stk On ? FIr W/No Pass--- 01/10/2018 Non- 01/10/2018 362 BLDG Rtcb Tdy *Pls Rush, Bldg Has 2 14:16:00 Elvsoos* 08:17:00 ELV 2 Emergency Elv 2, Stk On 1 W/Drs Closed, No 01/11/2018 Non- 01/11/2018 362 BLDG Pass, Tried To Reset, Keeps ELV 2 15:24:00 08:35:00 Emergency Gettingstuck, Rtcb Tdy Non- 362 BLDG 01/16/2018 01/15/2018 Elv 2, Stl In Svc, Dr Take Too Long 06:29:00 ELV 2 Emergency 07:48:00 To Operate, Rtcb Mon Non- 01/17/2018 01/17/2018 362 BLDG 362 Bldg Elv 2,Oos, Nfi, No Pass, Ot ELV 2 Auth, Otcb Tnt,Eta Ndd 17:12:00 22:07:00 Emergency 01/19/2018 362 BLDG 01/19/2018 Non- 362 Bld, Elv 2 Oos, Dr WI Nt Opn, ELV 2 16:15:00 09:49:00 Emergency Nfi * Rtcb Rush, Ot Is Nt Approved 362 Bld, Elv 2 Oos, Dr WI Nt Opn, Nfi * Rtcb Rush Reocurring Issue Non- 01/19/2018 362 BLDG 01/19/2018 Mech Pls Chk In W/Cust Upon Arrival Eta Ndd ELV 2 13:53:00 16:21:00 Emergency

Elv #2 Stk On 1St FIr Drs Clsd/No Pass/ Otcb, Tnt Auth Ot Ot 362 BLDG Non- 01/19/2018 01/19/2018 ELV 2 23:27:00 19:49:00 Incldd, P/Ms Choi, Emergency Non- 362 BLDG 01/20/2018 01/20/2018 362 Bldg Elv 2 Stk On 1St FIr, No ELV 2 21:05:00 Emergency 07:59:00 Pass ==Otcb Tdy== Ot Incl 362 Bldg Elv 2 Is Down Again Stk Non- 01/22/2018 362 BLDG 01/22/2018 Closed On Flr 1 - No Passrepeat 17:04:00 08:02:00 ELV 2 Emergency Issue -- Rtcb Tdy Asap 362 BLDG 01/25/2018 01/25/2018 *Emg* 362 Bldg Elv 2, Stk ? Fir, Drs ELV 2 18:52:00 22:52:00 Emergency CIsd, Trappd Pass Non- 02/05/2018 362 BLDG 02/05/2018 Elv 2, Stk On 1St Flr, Drs Clsd, No 13:47:00 ELV 2 16:49:00 Emergency Pass, Rtcb Tdy *Eta Ndd Comments; On 12/4/17, at 10am, the power to all of 362 and 364 Rindge Avenue went out. Coincidently, at the time of the power outage Eversource maintenance crews were on the property performing electrical repairs beneath ground via the manholes. Eversource has not provided the reasons for the power failures to either building. Fresh Pond is equipped with a safety measures for our residents in instances of power failures. Each building has a fuel generator to power emergency lights in all hallways, service to all common areas, and provide electrical service to one elevator. The generator does not power service to any of the residential units, but those needing electricity can relocate to community common spaces as necessary. During the power outage, all of these systems were operational. By the morning of 12/5/17 power had been restored to both buildings. Following power restoration, Elevator #2 went off-line due to a mechanical drive failure. An assessment was completed by Otis and proposal provided that equipment needed to be replaced, not repaired. Approximately one week later, at a cost of $14,000, the drive was replaced. Following replacement, it was discovered that an adjuster was also not functioning properly. Replacement was immediately authorized and the back-ordered part purchased. The replacement part was installed on January 5th putting this elevator back on line. Otis continually cites "power surge" as the source of mechanical failings. It is interesting to note that the most of the service issues of the property reside with the middle elevators, those hooked up to the emergency generator. This elevator is one of those. Further diagnostics on the two generator- backed elevators is scheduled for the middle of February. 362 Rindge Ave, #2 had only 5 service calls in the first 10 months of the year. Since the power outage, there have been 11 service calls to this elevator.

362 Rindge Elevator #3: 362 Bldg Elv 3, Intermittently Working, Sparks In Motor In 04/09/2017 Non- 362 BLDG 04/10/2017 Machinerm, S/D On Its Own, Power ELV 3 13:30:00 Emergency 09:20:00 Was Shut Off, Otcb Sun/Auth Non- 05/16/2017 05/16/2017 362 BLDG 362 Bldg Elv #3 Stk On ?? Flr, No 14:49:00 ELV 3 Emergency 09:36:00 Pass ==Rtcb Tdy== 362 Bldg Elv 3, Fire Dept S/D Elv(Pass Released On 10)Drs Non- 09/04/2017 362 BLDG Clsd, No Passotcb Mon, 1St Am CI 09/03/2017 19:09:00 ELV 3 Pls, Ot Auth 10:01:00 Emergency *Emg* Pass Trapped In 362 Bldg 12/10/2017 Elv 3. Stk On 14Th FIr 12/10/2017 362 BLDG 21:30 ELV 3 Emergency 22:56:00 19:26:00 01/15/2018 Non- 362 BLDG 01/14/2018 Elv 3, Skipping Flrs, Stopping And ELV 3 13:35:00 20:29:00 Emergency Starting On Its Own, Rtcb Mon Elevator #3 has experienced only 5 service calls in the last year.

364 Rindge Elevator #4: At 364 Bldg 4 Is Oos, Stk On The Non- 364 BLDG 22Nd FIr W/Drs Clsd, No Passinside 03/14/2017 03/13/2017 18:25:00 15:27:00 Rtcb-Tue ELV 4 Emergency Non- 06/01/2017 06/01/2017 364 BLDG 364 Bldg Elv 4 Mkng Loud Grndng Emergency ELV 4 17:18:00 09:47:00 Noise While Travelling *Rtcb Tdy* 364 BLDG Non- 07/27/2017 07/27/2017 Elv 4, Stk On 13, Drs Clsd, No Pass, 11:54:00 ELV 4 08:57:00 Rtcb Tdy364 Bldg Emergency Bldg 364 Stk 4 Stk On 20, Drs Non- 364 BLDG 10/27/2017 10/27/2017 Clsd, No Pass -Rtcb Tdy - 1 Of 2 - 14:58:00 Rusheta Ndd ELV 4 09:30:00 Emergency Non- 364 BLDG 11/21/2017 11/20/2017 364 Bldg Elv 4, Oos, Stk On 8Th Flr, ELV 4 10:56:00 15:23:00 Drs Clsd No Pass, Rtcb-Tues Emergency 11/22/2017 Non- 364 BLDG 11/22/2017 Elv 4 Stk On 14Th Flr, No 10:20:00 ELV 4 Emergency Pass.....Rtcb Tay, 1 Of 2 09:04:00 Non- 01/11/2018 01/11/2018 364 BLDG 364 Bidg; Elv #4 Stk On 1St Flr; Drs ELV 4 11:28:00 15:29:00 Emergency Closed; No Pass ! Rtcb Tdy Non- 364 BLDG 01/31/2018 02/01/2018 364 Bldg Elv 4, Stk On 20Th Flr, No 19:13:00 14:17:00 ELV 4 Emergency Pass -Rtcb Tdy-- Non- 364 BLDG 02/05/2018 02/05/2018 Bldg 364 Elv 4, Stk On 21St Flr, No ELV 4 14:30:00 16:51:00 Emergency Pass--Rtcb Tdy- Comments: Due to the nature of the service issues, a full assessement was done of the equipment on 12/6/17. Although only minor adjustments were needed, this elevator will have a full PM assessment performed the second week of February in hopes of identifying possible adjustments and upgrades to prevent future problems. Elevator #4 has experienced 9 service calls within the last year.

364 Rindge Elevator #5: 364 BLDG Non- 03/17/2017 03/17/2017 364 Bld Elv 5, Stk On 4 Flr, Drs ELV 5 11:33:00 Emergency 15:46:00 Clsd, No Pass, Nfir, Tcb Tdy 364 Bldg Elv 5 Stk On 1St Flr Drs 364 BLDG Non- 05/24/2017 05/22/2017 Open Rtcb Tdy... Ms Authd Tnteta ELV 5 Ndd 12:54:00 Emergency 02:20:00 364 BLDG Non- 11/08/2017 11/08/2017 364 Bldg/Elv 5, Stk On 5Th Flr, Drs ELV 5 11:25:00 Emergency 14:05:00 Clsd, No Pass --Rtcb Tdy- Non- 364 BLDG 11/13/2017 11/14/2017 Elv 5 Stk On 1, Prev Entrapmnt, No ELV 5 Emergency 13:27:00 Pass, Rtcb 10:46:00 Non- 364 BLDG 11/14/2017 11/15/2017 Elv 5 Stk On 1St Flr, No ELV 5 12:42:00 Emergency 14:55:00 Pass.........Rtcb Weds Am Non- 364 BLDG 11/22/2017 11/22/2017 Elv 5 Stk On 15Th Flr, No ELV 5 Emergency 10:23:00 09:04:00 Pass.....Rtcb Tdy, 2 Of 2 364 BLDG Non- 11/25/2017 11/27/2017 364 Bldg Elv 5, Oos, No Pass, Nfi, ELV 5 14:30:00 22:38:00 Emergency Rtcb Mon Bldg 364 Elv 5 Stk On 1St Flr Its Ongoig Issue Nd It Ckd Out 12/03/2017 Non- 364 BLDG 12/01/2017 Reallythoroughly To Get It Wrkg ELV 5 09:13:00 08:28:00 Emergency Properly Rtcb Tdy 364 Bldg Elv 5. Stk On 1, Drs 364 BLDG Non- 12/02/2017 12/04/2017 Clsd, No Pass, Recurr Prob, Rtcb- ELV 5 |17:40:00 14:33:00 Emergency Mon Am Svcpls

Non- 12/05/2017 12/05/2017 Elv 5 364 Bldg, Stk On 1, Drs Clsd, 364 BLDG ELV 5 16:55:00 13:43:00 No Pass, Eta Ndd, Rtcb Tdy Emergency Elv 5, On Going Issue, Stk On 1 12/12/2017 Non- W/Drs Closed, No Pass, Rtcb 364 BLDG 12/11/2017 16:07:00 ELV 5 10:28:00 Tuesday Emergency 364 Bldg Elv 6 Stk On Flr 1, Drs Non- 01/01/2018 364 BLDG 01/01/2018 Csld, Pass Was Stk, F/D Released- 14:36:00 16:57:00 ELV 5 Otcb Tdy- Ot Auth Emergency Non- 01/09/2018 01/09/2018 364 BLDG 364 Bldg Elv 5, Stk On The 13Th Flr, 08:14:00 13:34:00 ELV 5 Dr(S) Clsd, No Pass, Rtcb Tdy Emergency Comments: As previously discussed, during the first week of December, Fresh Pond Apartments experienced power surges and outages. Upon restoration of power, this is the only elevator which went offline. After initial calibration repair, it was also placed on a scheduled preventative maintenance assessment due to the large number of service issues previously recorded. After adjustment of calibration in January, there have been no further service issues with this elevator. It is interesting to note that the most of the service issues of the property reside with the middle elevators, those hooked up to the emergency generator. This elevator is one of those. Further diagnostics on the two generator- backed elevators is scheduled for the middle of February. 364 Rindge Elevator #6: 02/21/2017 Non- 364 BLDG 02/22/2017 364 Bldg Elv 6, Stk On 7,Drs CIsd, No ELV 6 13:58:00 09:52:00 Emergency Pass, Rtcb Tdy Bldg 364 Elv 6 Stk On 5, Drs Open & They Key Was Used To S/D B/C Non- 10/27/2017 364 BLDG 10/27/2017 Itwas Shaking -Rtcb Tdy- 2 Of 2 - Rush - Eta Ndd 09:30:00 15:05:00 ELV 6 Emergency 364 Bldg Elv 6 Only Goes Up To 12/15/2017 12/15/2017 364 BLDG Non- 2Nd Flr Only, Will Not Pass To ELV 6 17:50:00 12:49:00 Emergency Thehigher Fir'S, Rtcb Tdy 364 Rindge Elevator #6 has experienced 3 service calls in the last year.

Management strives to maintain all 3 elevators in both buildings operational at all times. Management takes serious efforts and capital planning to diagnose, report and repair any non-operational elevator. The following protocols are in place to help management achieve this goal: 1. Site maintains a contract for semi-annual preventative maintenance, as well as funds to be used for overtime or necessary upgrades as advised by the Contractor. 2. Each building staffs a courtesy officer 24-hours per day, 7 days a week. Every four hours, this contractor monitors the elevators to confirm all 3 are operational in both buildings. 3. All maintenance staff, administrative staff, and courtesy patrol officers are provided the information to report non-operational elevators as soon as they are detected. 4. Otis Elevator provides confirmation of service call and resolution at each instance they are on site so that management can track trends and monitor effectiveness of contractor. 5. Our Management team and the Resident Service Coordinators are kept up to date on all repair issues so they can communicate progress with residents at all times. 6. Emergency generators are checked monthly and under a bi-annual tune-up service contract. 7. The Resident Service Coordinators maintain a list of all residents with accessibility issues and notify city emergency personnel at regular intervals of those requesting special assistance in emergency situations. Given the unusual number of operational issues with the elevators in December and early January, Management has contracted with Otis Elevator to perform a full assessment of the equipment and life expectancy of the current equipment earlier than previously scheduled. This full inspection of ALL elevators will take place the week of February 5-9, 2018. The assessment will assist in making any necessary revisions to long-range capital improvement plans for our elevators, as well as better planning for budgeted 2018 expenditures. Our goal is it to provide full service of all elevators to the residents of our community, respond swiftly and effectively to resolve the issue when an elevator goes offline, and prevent future delays in service by properly maintaining the elevator equipment. The residents of Fresh Pond Apartments, our customers, are of highest priority. Respectfully, Caroline Starta Caroline Fortin Senior Property Manager Fresh Pond Apartment