SR 09-10-2019 3B
City Council
Report
City Council Meeting: September 10, 2019
Agenda Item: 3.B
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Agreement with Casco Equipment Corporation for Citywide Door and
Gate Maintenance and Repair Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with Casco Equipment Corporation, a California-based company,
to provide door and gate maintenance and repair services for City facilities, per Bid
#4329, for a total amount not to exceed $487,500 over a five-year period, with future
year funding contingent on Council budget approval.
Summary
The Facilities Maintenance Division of the Public Works Department oversees the
maintenance and repair of doors and gates at various City facilities including City Hall,
the Public Safety Facility, public library branches, City Yards and fire stations. These
services are critical to ensuring that the public can safely and securely access City
facilities and staff can carry out City operations without interruptions. Staff recommends
executing an agreement with Casco Equipment Corporation to maintain and repair City
doors and gates, per Bid #4329 which was accepted by the Public Works Department in
2018 for similar services at the Santa Monica Airport.
Discussion
The City uses contractor services to ensure the safe and proper operation of doors and
gates of varying types and sizes at City facilities. Failure to maintain and repair these
doors and gates could affect emergency response times, solid waste and fleet
operations, and general access to City facilities. It is necessary to contract out these
services as in-house staff do not possess the required equipment, specialized skills,
training and licensing to service industrial doors and gates. The City must also be
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prepared to address any equipment failures and as-needed repair work on a 24-hour
basis.
Casco Equipment Corporation was awarded a contract as best bidder for the same
scope of services for the Airport, based on Bid #4329, authorized by Council at its
October 9, 2018 meeting. Casco Equipment has agreed to hold its bid prices for other
City Facilities.
Past Council Action
10/09/18 (Attachment A) Council awarded an agreement with Casco Equipment
Corporation for access gates and hangar door
maintenance and repair services at the Santa Monica
Airport
Vendor Selection
Best Bidder Justification
Staff recommends Casco Equipment Corporation as best bidder for door and gate
maintenance and repair services, based upon Bid #4329 for access gates and hangar
door maintenance and repair services at the Santa Monica Airport, which was awarded
to Casco Equipment Corporation on October 9, 2018. Staff recommends contract award
with Casco Equipment Corporation at the same hourly rate s in Bid #4329.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a contract with
Casco Equipment Corporation for door and gate maintenance and repair services.
Contract Request
Request Amount FY 2019-20 Budget
Department Account #
Total Contract Amount
$97,500 01500020.529480 $487,500
Future year funding is contingent on Council budget approval.
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Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. October 9, 2018 Staff Report
B. Casco Equipment Corporation Oaks Initiative Disclosure Form
City Council
Report
City Council Meeting: October 9, 2018
Agenda Item: 3.I
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Agreement for Airport Access Gates and Hangar Door Maintenance
and Repair Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4329 to Casco Equipment Corporation, a California-based company,
for access gates and hangar door maintenance and repair services for the Public
Works Department; and
2. Authorize the City Manager to negotiate and execute an agreement with Casco
Equipment Corporation in an amount not to exceed $389,500 for one year, with
two additional two-year renewal options in the amount of $610,500 on the same
terms and conditions for a total amount not to exceed $1,000,000 over a five-
year period, with future year funding contingent on Council budget approval.
Summary
The Santa Monica Airport oversees the maintenance of over 100 airplane hangar doors
varying in size and type, as well as 10 perimeter security access gates. Preventative
maintenance and repair services are essential to ensure both hangar doors and access
gates are operational 24 hours a day. Failure to maintain and repair these doors and
gates could affect the tenants’ safety and increase the amount of rent credits payable to
tenants due to inoperable equipment. Staff recommends awarding Bid #4329 to Casco
Equipment Corporation for hangar door and gate maintenance and repair services for a
total amount not to exceed $1,000,000 over a five-year period.
Discussion
Over the past two years, the Santa Monica Airport has ended master tenant
agreements and assumed the role of property manager. This has resulted in the
incorporation of 105 hangar doors into its Preventative Maintenance Program (PM).
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Beginning in March 2016, the Airport started overseeing the following buildings and
hangars:
Building Address Date City Began Managing
3000 31st Street March 2016
3100 Donald Douglas Loop North March 2016
2501 Airport Ave April 2017
2828 Donald Douglas Loop North February 2018
Although the City benefits from the higher lease revenues, the added responsibility
comes with the burden of hangar door maintenance and repair. The significant quantity
of doors, as well as their large size and weight, prevent this work from being completed
by City staff. In order to address any issue that might arise in either hangar doors or
security gates, the City recommends establishing a contract that allows for both
preventative maintenance and large repairs. To address all deficiencies, staff proposes
the following:
1) Have the successful bidder conduct a thorough assessment of all hangar
doors and access gates. The assessment would include thorough notes on
the current condition of the equipment, remaining life of equipment, and
estimated cost for any large-scale repairs.
2) All recommended immediate repairs by the vendor would be reviewed by City
staff and approved depending on the urgency. Large, non-immediate repairs
would be reviewed, planned for, and released as the budget allows.
3) The successful bidder would then be placed on a routine maintenance
schedule.
Also to be noted, this will be the City’s third attempt to secure a vendor for the Santa
Monica Airport. The previous two advertisements resulted in zero submissions. In
seeing the potential for a similar outcome, the City extended the submission date for
this third advertisement and notified over 20 vendors of the bid. This added effort by
City staff resulted in a total of three bids, two of which were disqualified due to a lack of
meeting state mandated requirements.
Vendor Selection
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Financial Impacts
Staff seeks authority to award an agreement with Casco Equipment Corporation for
hangar door and gate maintenance and repair services. This agreement is funded by
the Airport Fund, and current year funding is available in the FY 2018-19 operating and
capital budgets at the accounts below.
Agreement Request
Request Amount
FY 2018-19 Budget
Department Account #
Total Agreement
Amount
$89,500 57500002.529190 $250,000
$300,000 C5704690.689000 $750,000
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
06/06/2018 City's Online
Bidding Site
Santa Monica
Daily Press 20 3 07/23/2018
Submittals Received Vendor Selection Recommendation
R&S
Overhead
Doors
Unqualified
Bidder
Municipal
Code SMMC 2.24.072
Himco
Security
Unqualified
Bidder
Evaluation
Criteria
Price, previous experience, and compliance
with City specifications.
Casco
Equipment
Corporation
$113,907.81
Best Bidder Casco Equipment Corporation
Best Bidder Justification
Although Casco Equipment Corporation was the only qualified bidder, they offered
quality references when compared to one of the other disqualified vendors. Where the
disqualified vendor provided three sets of references that proved to have conflicts of
interest, unresponsiveness, and little knowledge of the services they were provided with,
the Casco references explained how they were always provided with reliable and quality
service. Unfortunately, R&S Overhead Doors of South Bay, Inc. and Himco Security were
disqualified due to expired California Department of Industrial Relations (DIR) registration
numbers. It is a State Prevailing Wage Law requirement to have current and valid
registration numbers in order to bid on any City projects. Although being the only
qualified bidder, Casco Equipment Corporation proved to be a highly recommended
vendor capable of adhering to City requirements.
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The proposed contract is to be funded by both operating and CIP budgets due to the
potential for large scale repairs that the Airport is currently experiencing with its newly
managed hangars. The preventative maintenance aspect of the contract would be
meant only for inspections and minor repairs, while the CIP aspect would allow for the
larger repairs such as full hangar door and/or operator replacement. When compared to
previous cost estimates from other vendors, Casco’s pricing is comparable, if not
cheaper. Future year funding is contingent on Council budget approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Casco Equipment Corporation Oaks Form
REFERENCE:
Contract No. 10931
(CCS)