SR-11-12-2013-3CID
City of City Council Report
Santa Monica'
City Council Meeting: November 12, 2013
Agenda Item: -CC
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bid Award and Establishment of a Pre - Qualified Vendor List for Door
Contractor Services
Recommended Action
Staff recommends that the City Council award Bid #4095 for door contractor services to
a pre - qualified list of three contractors: All Access Doors, Lawrence Doors, and
Specialty Doors + Automation, which are all California -based companies, in a
cumulative amount not to exceed $100,000 for FY 2013 -14, with two one -year options
to renew, for a total not to exceed amount of $300,000 over a three -year period, with
future year funding contingent on Council budget approval.
Executive Summary
The City contracts door replacements and repairs for various City facilities. In July
2013, the City solicited bids for such services. After reviewing the five bids received,
staff recommends All Access Doors, Lawrence Doors, and Specialty Doors +
Automation be pre - qualified to provide door contractor services for a total not to exceed
amount of $300,000 over a three -year period. Establishment of a pre - qualified vendor
list would allow staff flexibility in obtaining contractor services on a timely basis, while
ensuring a competitive bid process is followed for individual jobs that meet the threshold
for a competitive bid process per Municipal Code provisions.
Discussion
The City requires contractual services for demolishing existing doors, disposal of
materials and installation of new types of doors such as wood, metal and glass with
associated hardware, hinges, jambs, locks, flush bolts, deadbolts, and door closers at
various City facilities. Approximately 35 door repair and replacement jobs are
performed by contractors each year. City maintenance staff performs the majority of
repairs (approximately 270 door - related work orders per year), but requires contractor
assistance for jobs involving multiple door replacements and repairs involving
specialized hardware or parts. A single contractor may not have the necessary
resources to provide such services in a timely manner; therefore, in order to prevent
1
unauthorized access and maintain the security of City facilities, awarding this bid to a
pre - qualified list of three contractors is recommended.
Establishment of a short list would allow staff to obtain the services of a contractor with
the required expertise to repair or replace facility equipment and systems in a timely
manner, but still ensure that individual jobs will be competitively bid as required by
Municipal Code provisions. Prior to each door replacement or repair job that meets the
threshold for a competitive bid, staff would solicit bids from each pre - qualified contractor
and award a purchase order to the best bidder based on price, experience, response
time and other relevant factors. For door replacement or repair jobs under the threshold
for a competitive bid, City maintenance staff would select a pre - qualified door contractor
in accordance with City Purchasing guidelines.
Vendor Selection
In June 2013, the City published Notices Inviting Bids for door contractor services. The
bid was posted on the City's online bidding site in accordance with City Charter and
Municipal Code provisions. Thirty -two vendors downloaded the bid. Five bids were
received and publicly opened on July 15, 2013, per Attachment A. The bids were
evaluated based on price, experience, and compliance with City specifications. All
Access Doors, Lawrence Doors and Specialty Doors + Automation offered the best
pricing on a door replacement job for the Street Maintenance offices and offered a
minimum one -year warranty on other door work. Based on these criteria, a pre - qualified
list of three vendors is recommended as best bidders to provide door contractor
services: All Access Doors, Lawrence Doors, and Specialty Doors + Automation.
Staff has previously used All Access Doors, Lawrence Doors, and Specialty Doors +
Automation for door replacements and repairs with satisfactory results at reasonable
cost. Staff also verified with the Contractors State License Board that licenses for All
Access Doors, Lawrence Doors, and Specialty Doors + Automation are current, active,
and in good standing.
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Financial Impacts & Budget Actions
The bid to be awarded to All Access Doors, Lawrence Doors, and Specialty Doors +
Automation is for an amount not to exceed $100,000 in FY 2013 -14, with two one -year
options to renew, for a total not to exceed amount of $300,000 over a three year period.
Funds are available in FY 2013 -14 in various operating and capital improvement
program budgets managed by divisions incurring the maintenance services. Door
contractor services will only be performed if funds are available in the appropriate
accounts. Budget authority for subsequent years will be requested in each budget cycle
for Council approval. Future funding is contingent upon Council approval.
Prepared by: Shidan Adlparvar, Facilities Services Administrator
Approved:
W `�
I
Martin Pastucha
Director of Public Works
Attachments: A —Bid Summary
3
Forwarded to Council:
Rod Gould
City Manager
Bid No. 4095
Bid Dv,efipti.n: Provide Owr Contractor Services as Required by Facilities Maintenance ONides
Bid Closing Date: July 15, 2013
■ I ■\/ \ d
Iewence
Roll U DT Inc
Action Door Repair Corporation
All Access Doors, Inc
Vortex Industries, Inc
Specialty Doors
Commerce, CA
Huntington Park, CA
Fullerton, CA
Costa Mesa, CA
El Segundo, CA
Item
Oeedplf0n
U/M
Response
Res
Res o e
Response
Res .nse
1
Materials
N/A
NA
$1,3ROR0
$80575
$1886.00
$1,339.87
2
Tax 9.556
N/A
N/A
$27.00
$26.55
$0.00
$0.00
3
tabor
N/A
N/A
1152.00
$625.00
$944.00
$425.00
4
Other
N/A
N A
N/A
$100.00
$0.00
N/A
S
Total Price
N/A
N/A
$2619.00
$1,602.30
$2,830.00
$1264.82
Any charges marked as
N/A
N/A
N/A
City Business UCene
N/A
N/A
6
"Other,
The brand / model of the
N/A
N/A
Door Components
18005erv1ce, DRS Steel Doors
Door Components
Door Components
7
door priced
Manufacturer's warranty on
Years
N/A
1
10
5
1
e
the door
Item
De.cri Ikon
Ulm
Res o f
Res o se
es
R o se
Response
Response
Hourly labor Rate
Per Hmar
$108 (1 man)
$84.00
$75.00
$118 Per Man
$85.00
1
OT /After Hours - Hourly
Per H.ur
$162(1 man) /$216(2 man)
$126.00
$120.00
$122 Per Man
$122.50
2
Rate
Days and Times which the
N/A
Regular hours Man Fri Sam-
OT: Mon Fri 4:31pm 10:00pm and
Mon -Fri Spin Sam and Sat Sun
Mon Fri 4:30pm to 7:30am the
Man -Fr13:30pm to 7mom
OT /After Hours Rate Apply
Spm All other hour are
Sat until 10:00pm DOUbieNme:
All day
next day. All day Sat -Sun
3
overtime
Mom Fri 10:O1pm to 8:00am and
sun
Iabor Clock Begins Upon
N/A
Arrival at customer location
Departure from vendor location
Arrival at customer location
Departs re from vendor
Departs in from vendor location
4
plus one hour service call
location
her Clock Ends Upon
N/A
Departure tram customer
Arrival at vendor location
Depa rom from customer
Arderf at sooner location
Arrival at vendor location
5
location
location
The % Discount /Mark -Up
Percent
Please see 8 and 9
Discount 10%-15% Discount off
0%
Discount l0 % -15% off list
Discount l0 % -25%
6
Offered on Materials
manufacture list price
Minimum Call -Out charge
N/A
$103 Service call
$16S 2 Hours at applicable rate
$145.00
$118.00
$120.00
2
Overhead Margin
N/A
Projects with material costs
Varies based on product and
80%
60%
15%
8
less than $1000 material mark
manufacture
up of 45% when material costs
Varies based on product and
20%
40%
5%
Profit margin
N/A
exceed $1000 mark ups are
9
reduced to 32.5 %. Mark ups
m nufacture
me a combination of overhead
and profit
Any additional fees a ad
N/A
Double time. Any equipment
Holiday Emgergenry minimum
N/A
N/A
charges not covered above
rentals -cost+ 30 %(forkliet,
charge $300
10
(vehicle charges,
...lift, etc)
mileage /fuel surcharges,
double -time, etc)
Item
Description
Res 0
Res o e
Response
Res o e
Response
Years of experience
Founded 1925 (88 years)
35 Year,
6year,
76 Years
18 Years
1
performing door contractor
rvices
List .or Callf.rnia State
#574446 Types C61 D28
11435492 Type(s) C61/ D28
4899118 Type(s) C61/ D28
9282885 Type(s) C61/ D28
#284940 Types) C61/ D28
2
Contractor Uouron Number
and indicate the type(,) of
31
Firm's Business Tax lO
#954195806
495- 3732162
#37- 1620423
495 - 2261304
#95 -065 -3065
Firm's warranty on new
l year min more on some products
60 Days
l year upon final acceptance
35 years on new door; l year
Parts-Menufacture warranty
4
construction and repair
on new parts
labor1year
work
Does your firm provide
Yes
Yes
Yes
Yes
Yes
5
29 services?
Response time for short-
2Hours
1 -3 Hours
2Hear,
24 Huma
2HOar,
notice calls - Please Indicate
haw scan your firm ran be
6
n -site ata Santa Monica
location after Intitiai
notification
Item
Descci il..
Response
Response
Res 0 ne
Response
nse
Response
1
Payment Terms
Net30
Ne[30
Net 30
NOW
Net30
Renewal Option Petl nd2
5 %Increase
Same price, terms, and conditions
10 %Increase
Same nice, term and
s,
Same price, terms, and
2
offered
conditions offered
conditions offered
Renewal Option Period
5 %Increase
Same price, terms, and conditions
10% Increase
Same price, terms, and
Same price, terms, and
3
offered
conditions offered
conditions offered