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SR 09-10-2019 3B City Council Report City Council Meeting: September 10, 2019 Agenda Item: 3.B 1 of 3 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 2 of 3 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. 3 of 3 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 1 of 4 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). 2 of 4 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 3 of 4 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. 4 of 4 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)