SR-11-12-2013-3DCity Council Meeting: November 12, 2013
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To: Mayor and City Council
From: Gigi Decavalles- Hughes, Director of Finance
Subject: Citywide Locksmith Services
Recommended Action
Staff recommends that the City Council award Bid #4100 and authorize the purchase of
Citywide locksmith services from First Security Safe Co., Inc. and Miller's Lockshop,
which are both California -based companies, in the cumulative annual amount not to
exceed $90,200 for FY 2013 -14, with two one -year options to renew, for a total
cumulative amount not to exceed $270,600 over a three -year period.
Executive Summary
City divisions require ongoing maintenance, repairs, and adjustments for existing locks,
as well as installation of new locks for various City facilities. A consolidated Citywide
bid was conducted in August 2013 so that all City departments would have the ability to
use the services of the selected vendors. First Security Safe Co. and Miller's Lockshop
are recommended as the best bidders for a total contract amount of $270,600 over a
three -year period.
Discussion
In response to organization -wide needs, a bid was conducted to secure services from
locksmith vendors that would be able to perform a wide range of service requests on an
as needed basis. Departments were given the opportunity to provide feedback on the
specifications and scope of work from which the bid was drafted. Due to the nature and
the frequency at which locksmith services are requested, the City requires multiple
contractors to fulfill its needs. In order to ensure that multiple service requests would be
completed as needed, staff recommends that Council approve two vendors to provide
locksmith services.
1
Vendor Selection
In August 2013, the City published Notices Inviting Bids to provide locksmith services as
required by various City departments in accordance with City specifications. The bid
was posted on the City's on -line bidding site, and notices were advertised in the Santa
Monica Daily Press in accordance with the City Charter and Municipal Code provisions.
Thirteen vendors were notified and eighteen vendors downloaded the bid. Four bids
were received and publicly opened on August 29, 2013, per Attachment A. The bids
were evaluated based on price, compliance with City specifications, availability and
response time for service requests, as well as maximum number of simultaneous jobs
which the vendors could manage. First Security Safe Co. offered the lowest hourly
labor rate, proposed a two hour response time for service requests, and indicated that
they could accommodate three simultaneous jobs for the City at any given time. Miller's
Lockshop is a Santa Monica -based company and therefore was able to propose a
maximum of two hours for their response time for service requests. They offered a
competitive hourly labor rate and indicated that they could accommodate one job for the
City at any given time. Both vendors adhered to all requirements and also offered two
renewal options at no price increase. Based on these criteria, First Security Safe Co.,
Inc. and Miller's Lockshop are recommended as the best bidders.
I%
Financial Impacts & Budget Actions
The purchase orders to be awarded to First Security Safe Co., Inc. and Miller's
Lockshop are for a combined total annual amount not to exceed $90,200, with two one -
year options to renew, for a combined total amount not to exceed $270,600 over a three
year period. Funds in the amount of $90,200 are included in the FY 2013 -14 adopted
budget within the various departments utilizing the locksmith services; locksmith
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 and budget
adoption
Prepared by: Regina Benavides, Senior Buyer
roved:
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Gi ii Decavalles- ghesghes
Director of Finance
Attachments: Attachment A — Pricing
3
Forwarded to Council:
Rod Gould
City Manager
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