CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Waive the applicable provisions of the Naperville Procurement Code and award Procurement 23-036, Fire Station 10 Overhead Door Replacement - Phase VI and Final, to Allied Door, Inc. for an amount not to exceed $180,487.27 and a 5% contingency (Requires six positive votes)
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building Operation division (DPW-PBO) is responsible for maintaining 46 vehicular doors located at the City’s ten fire stations. This item recommends replacing the doors at Fire Station 10 because of age, the frequent need for maintenance, and number of repairs due to high volume use and weather conditions.
In 2018, the City awarded Contract 18-125 to Allied Door, Inc. for the installation of new vehicular doors at Fire Station 3. The contract included a two-year maintenance plan with three one-year options to extend.
Contract 18-125 was intended to be a pilot (Phase I) to evaluate the selected four-fold doors. The contract also included language to retain the awarded contractor for additional phases if the four-fold doors met performance expectations. Additional phases of overhead door replacements were completed at Fire Stations 2 and 7 in 2019, Fire Stations 4 and 8 in 2020, Fire Stations 1 and 9 in 2021 and Fire Stations 5 and 6 in 2022.
Since the installation in 2018, DPW-PBO and the Fire Department has monitored the performance and not reported any issues with quality or functionality. The doors open in approximately 11 seconds, which ten seconds less than a sectional overhead door. The speed at which the doors open improves response times while at the same time reducing energy and maintenance costs. As part of the original bid award, if the four-fold doors met the desired outcomes, it was the City’s intent to update the door systems at the remaining fire stations with the same doors.
Allied Door, Inc. retains Contract 18-125 with the City for the installation and maintenance of the doors at all stations. In addition, Allied Door, Inc. provides a complete three-year warranty on parts and labor, user training and a maintenance plan after installation is complete.
DISCUSSION:
In 2023, DPW-PBO plans to complete the sixth and final phase of the overhead door replacements at Fire Station 10.
Approval of the award for the installation of the four-fold doors at Fire Station 10 requires a Waiver of Section 1-9B-4 (Methods of Source Selection) of the Naperville Procurement Code because the original bid was developed to pilot the doors at Fire Station 3 and install at six additional stations if they met performance and maintenance needs. Fire Station 10 will be the tenth and final location to have four-fold doors installed.
Allied Door, Inc. has performed well during the installation and on-going maintenance of the four-fold and overhead doors at the other fire stations and the cost proposal for Fire Station 10 is consistent with the marketplace.
The completion date of the project is November 30, 2023.
FISCAL IMPACT:
CIP #: MB188-Municipal Facilities Man & Overhead Replacement
Fire Station 10 Overhead Door Replacement - Phase VI and Final is expensed to the Building Improvements account below. The project is budgeted as a part of capital improvement project MB188, Municipal Facilities Man & Overhead Door Replacement, for which $385,000 is budgeted for 2023. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551500 |
Capital Projects Fund |
$3,742,000 |
|
|
|
|