CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Option Year Three to Contract 19-074, Commercial Garage Door, Man Door and Security Gate Services, to Allied Door for an amount not to exceed $85,721
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
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.
The City Manager awarded Contract 19-074 to Allied Door in May 2019 for a one-year term from the date of award to April 30, 2020, with four, one-year options to extend. The first optional renewal term was awarded on March 19, 2020. The second optional renewal term was awarded on May 5, 2021.
DISCUSSION:
During the second renewal term of the contract, Allied Door completed over 56 work orders and satisfactorily performed preventative maintenance at all exterior door locations.
Based on the vendor’s performance, DPW-PBO would like to extend the contract for the third option year. Allied Door has agreed to maintain the rates and terms provided for under the contract.
In addition to the maintenance and repair costs estimated within the bid document, DPW-PBO is requesting an additional $30,721 to address repairs needed at seven facilities discovered during recently performed preventative maintenance. The repairs vary between locations but generally include the replacement of rollers, weather seals, coils, cables, hinges, switches, gearboxes and other safety components that are not included in the cost of preventative maintenance.
The term of the third option year is May 1, 2022, to April 30, 2023 with one option year remaining on the agreement.
FISCAL IMPACT:
CIP#: N/A
Commercial garage door, man door and security gate services are expensed to the Building and Grounds Maintenance accounts below. A total of $430,000 is budgeted for contracted building maintenance services, including door and security gate maintenance in 2022. The requested award of $83,721 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$691,100 |
|
31341500-531302 |
Water Utilities Fund |
$45,000 |
|
31341300-531302 |
Electric Utility Fund |
$55,000 |