CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award the fourth and final option year to Contract 19-074, Commercial Garage Door, Man Door and Security Gate Services, to Allied Door, for an amount not to exceed $255,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building 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 motorized security gates. DPW-PBO has historically retained the services of a professional contractor to perform scheduled maintenance and to perform repairs and project work beyond which in-house staff can accomplish on an as-needed basis.
In May 2019, the City Manager awarded Contract 19-074 for a one-year term form the date of award through April 30, 2020, with four, one-year options to extend. The first option year was awarded on March 19, 2020. The second option year was awarded on May 5, 2021. The third option year was awarded on April 25, 2022.
DISCUSSION:
Allied Door performed well during the term of the third option year and responded to 66 service calls. The repairs ranged from replacing springs and control boards to repairing wiring and door tracks. In addition, they completed door replacements necessary due to condition.
Based on the vendor’s performance, DPW-PBO recommends extending the contract for the fourth and final option year. In addition to the standard maintenance and repair costs associated with the contract, DPW-PBO has identified several construction projects to be completed during the fourth and final option year, including:
1. Replace the speed door at the Electric Service Center garage ($50,000)
2. Replace the speed door at the Public Works Service Center garage ($50,000)
3. Replace six overhead sectional doors at the Water Utility’s North Operations Center ($60,000)
The projects listed above will be installed as part of CIP MB188, Municipal Facility Window and Door Replacement.
Allied Door has agreed to maintain the rates and terms provided for under the contract. The term of the fourth and final option year is May 1, 2023 through April 30, 2024, with no additional option years available.
FISCAL IMPACT:
CIP #: MB188
Commercial garage door, man door and security gate services are expensed to the Building and Grounds Maintenance accounts below. A total of $450,000 is budgeted for contracted building maintenance services in 2023. The work is related to MB188, Municipal Facility Window and Door Replacement, has a total budget of $495,000 in 2023 in the below Building Improvement accounts. Overall, $945,000 is available for door replacement work in 2023. The requested award of $255,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$785,100 |
|
31341300-551500 |
Electric Utility Fund |
$192,000 |
|
31341500-531302 |
Water Utilities Fund |
$54,000 |
|
31342200-551500 |
Capital Projects Fund |
$3,742,000 |