SR-11-13-2012-3FCity Council Meeting: November 13, 2012
Agenda Item: 3— F_
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award for Rolling Door Repair and Installation Services
Recommended Action
Staff recommends that the City Council award Bid #4019 for rolling door repair and
installation services to Commercial Door, a California -based company, as the primary
contractor; and Specialty Doors + Automation, a California -based company, as the
secondary contractor, in a cumulative amount not to exceed $40,000 for FY 2012 -13,
with two one -year options to renew, for a cumulative not to exceed amount of $120,000
over a three -year period.
Executive Summary
The City contracts out rolling door repairs and installations at various City facilities. In
August 2012, the City solicited bids for such services. After reviewing the four bids
received, staff recommends Commercial Door as the best bidder and Specialty Doors +
Automation as the secondary best bidder to provide rolling door contractor services for
a total not to exceed amount of $120,000 over a three -year period. Due to the number
of work requests and variety of door makes and models at City facilities, staff
recommends awarding this bid to multiple contractors.
Discussion
The City contracts out repairs and installations of rolling doors at various City facilities
including automatic and hand - cranked rolling steel service doors, garage vehicle bay
doors and speed doors. Approximately 15 jobs are performed per year on a variety of
door makes /models, ranging from simple same -day adjustments to multiple door
replacements, which may have a lead time of several weeks if custom manufacturing is
required. For security reasons, rolling door repairs must be performed promptly to
prevent unauthorized facility access or property damage. A single contractor may not
have the expertise, vendor relationships, or resources to be able to provide support on a
timely basis or provide the best pricing or service for certain brands of doors.
Therefore, it is important for the City to have a backup vendor in place that could
commence work immediately by awarding this bid to multiple contractors.
1
Vendor Selection
In August 2012, the City published Notices Inviting Bids for rolling door repair and
installation services. The bid was posted on the City's online bidding site and notices
were advertised in the Santa Monica Daily Press in accordance with the City Charter
and Municipal Code provisions. Four bids were received and publicly opened on
September 18, 2012, as described in Attachment A. Bids were evaluated on price,
vendor qualifications and experience, response time, proximity to Santa Monica, and
compliance with City specifications. Commercial Door is recommended as the best
bidder and Specialty Doors + Automation is recommended as the secondary best bidder
to provide rolling door repair and installation services based on their close proximities to
Santa Monica, response time, relevant experience and qualifications with a variety of
door makes and models, competitive pricing, and compliance with City specifications.
Financial Impacts & Budget Actions
The purchase orders to be awarded to Commercial Door and Specialty Doors +
Automation will cumulatively not exceed $40,000 for the first year. Payments will be
made using the Facility Renewal Program account M010085.589000 and expenditures
will be transferred to the divisions incurring the maintenance services. Funds are
available in individual division FY 2012 -13 operating budgets. Budget authority in
subsequent years will be requested in each budget cycle for Council approval. Future
funding is contingent upon Council approval.
Prepared by: Kevin Nagata, Administrative Analyst
Approved:
Martin Pastucha
Director of Public Works
Attachments: A — Bid Summary
`A
Forwarded to Council:
Ro Gould
City Manager
ATTACHMENT A
BID # F4019
CLOSING DATE: 9 /18/2012
DESCRIPTION: PROVIDE DOOR REPAIRS AND INSTALLATION SERVICES TO INCLUDE OVERHEAD DOORS, ROLLING DOORS, AND COILING COUNTER DOORS AS REQUIRED BY FACILITIES MAINTENANCE
Action Door Repair
Garden Grove, CA
Commercial Door
Montebello, CA
Specialty Doors & Automation
El Segundo, CA
Vortex Industries, Inc.
Costa Mesa, CA
ITEM
DESCRIPTION
PRICE /RESPONSE
PRICE /RESPONSE
PRICE /RESPONSE
PRICE /RESPONSE
1
Hourly Labor Rate
$72.00 /hr /man
$135.00 /hr (2 men)
$85.00 /hr /man
$92.00 /hr /man
2
OT /After -Hours Hourly Labor Rate
$108.00 /hr /man
$202.50/hr (2 men)
$127.00 /hr /man
$138.00/hr /man
3
After -Hours Days/Times
M -F 4:31pm -10pm
Sat until 10pm
M -F 4:30pm- B:OOam
Sat, Sun & holidays
M -F 3:30pm -7am
Sat, Sun
M -F 4:30pm- 8:30pm
Sat 8am- 4:30pm
4
Labor Clock Begins Upon:
Departure from vendor location
Departure from vendor location
Departure from vendor location
Departure from a vendor location
5
Labor Clock Ends Upon:
Arrival at vendor location
Arrival at vendor location
Arrival at vendor location
Arrival at vendor location
6
Discount Off MSRP for Materials
10 % -15%
N/A
0 % -10%
15%
7
Minimum Call -Out Charge
$144.00 /Man (2 Hours)
2 Hours at applicable rate
$250.00
$138.00
8
Additional Fees & Charges
Forklift /Scissor Lift Charges
Double -time by Statute
Double Time: $170.00
Double Time-
9
Warranty on Repairs & Installations
60 Days
90 Days Repairs /1 Yr Installation
Mfr warranty on parts /90 Days labor
3 -5 Yrs for Doors /1 Yr on new parts
10
24/7 Services?
Yes
Yes
Yes
Yes
11
Response Time for Short Notice Calls
1 -3 Hours
4 Hours
2 Hours
2 -4 Hours
12
Year 2 Renewal Increase
0%
0%
0%
0%
13
Year 3 Renewal Increase
0%
0%
0%
0%
14
Payment Terms
Net 30 Days
Net 30 Days
Net 30 Days
Net 30 Days
15
Vendor Comments
Double Time Rate:$144 /hr /man;
Double Time Days/Times: M -F
10:O1pm - 8am & Sundays
Double Time M -F 8:30pm -8am;
Sat after 4:30pm, Sun & Holidays