CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Option Year #2 to Contract 24-094, Commercial Garage Door, Man Door and Security Gate Services, to Allied Door, Inc. for an amount not to exceed $50,000 and a total award of $143,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph, P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Manager awarded Contract 24-094 to Allied Door, Inc. on April 29, 2024, for a one-year term from the date of award to April 30, 2025, with four one-year options to extend. The first option year was awarded by the City Manager on May 20, 2025, and the second option year was awarded on April 21, 2026.
The Department of Public Works - Public Buildings Operation (DPW-PBO) is responsible for the maintenance of 57 buildings, including the operation of commercial garage doors (overhead and four-fold), man doors, and gates. DPW-PBO has historically retained the services of a professional contractor to perform scheduled maintenance as well as complete repairs that are beyond that which in-house staff can accomplish on an as-needed basis.
DISCUSSION:
This Change Order is requested to increase the contract amount by $50,000, from $93,000 to $143,000, to provide additional funding for door maintenance and repair services through April 30, 2027.
The additional funding is necessary due to increased service demands associated with aging equipment, vandalism-related damage, and other unanticipated repairs at City facilities.
Service request data indicates a 31% increase in door-related work orders from May through October 2026 compared to the same period in 2025. Additionally, approximately $16,900 in outstanding invoices from the previous contract year were paid after the May 1, 2026, renewal, further reducing available funding.
With six months remaining in the contract term, additional repairs are anticipated due to aging equipment and continued service demands. The requested increase will provide funding to address these repairs, accommodate additional maintenance needs, and complete the remaining scheduled preventive maintenance services through April 30, 2027.
FISCAL IMPACT:
CIP #: N/A
Commercial garage door, man door, and security gate services are expensed to the Building and Ground Maintenance Services accounts listed below. Public Works included $935,100 in the 2026 budget for various building and ground maintenance services include garage door, man door, and security gate services. The change order requested can be accommodated within the 2026 budget and staff will ensure sufficient funds are included in the 2027 budget to support future expenses associated with this change order.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$748,100 |
|
31341300-531302 |
Electric Utility Fund |
$125,700 |
|
31341500-531302 |
Water Utility Fund |
$61,300 |