March 11, 2025
Agenda Item No. 9
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
David A. Webb, Public Works Director - 949-644-3311, [email protected] PREPARED BY:
Kyle Brodowski, Facilities and Equipment Superintendent - 949-718-3464, [email protected]
TITLE:
Approval of On-Call Maintenance and Repair Services Agreement for Roll-Up Doors and Gates with Excel Door & Gate Company, Inc.
ABSTRACT:
Based on the results of a request for proposals (RFP) process, staff recommends the City Council approve a new five-year, on-call maintenance and repair services agreement for doors and gates with Excel Door and Gate Company, Inc., for a total not-to-exceed (NTE) amount of $550,000.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve a Maintenance and Repair Services Agreement with Excel Door and Gate Company, Inc. for on-call Roll-Up Door and Gates Maintenance and Repair Services for a five-year term and total not-to-exceed amount of $550,000; and c) Authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
Based on the results of an RFP process, staff recommends the City Council approve a new five-year, on-call agreement with Excel Door and Gate Company, Inc. for these services, for a not-to-exceed amount of $550,000. Many City of Newport Beach facilities have large roll-up doors, automated security gates, sliding glass doors, and exterior swing doors that require routine service and repairs for safe and reliable operation.
Staff issued RFP No. 25-24 through the PlanetBids website on November 13, 2024, and received four proposals by the December 5, 2024 due date. Three staff members independently evaluated the proposals’ technical scores, and three of the proposals received the 70% minimum score necessary to qualify for cost proposal review.
The table below shows the average scores of the three qualifying proposals. Excel Door and Gate Company, Inc. received the highest aggregate score.
Proposer
Technical Score
(60 Maximum)
Cost Score
(40 Maximum)
Total Score
(100 Maximum)
Overall Rank
Excel Door and
Gate Company, Inc.
55.00 34.91
89.91 1
GMAT
43.33 36.84
80.17 2
Action Door Repair Corporation
45.67 28.07
73.73 3
The proposed rates are roughly equal to those on the City’s previous agreement for these services, and the proposed contract amount of $550,000 is based on historical costs over the previous five years.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this purchase. It will be expensed to various accounts in the Fire, Police, Public Works and Utilities Departments depending on the respective door and gate location.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – On-Call Maintenance and Repair Services Agreement 9-3
9-1
Approval of On-Call Maintenance and Repair Services Agreement for Roll-Up Doors and Gates with Excel Door & Gate Company, Inc.
March 11, 2025
CITY OF CITY OF
CITY OF
CITY OF
City Council Staff Report COUNCIL STAFF REPORT City Council Staff Report COUNCIL STAFF REPORT NEWPORT BEACH NEWPORT BEACH City Council Staff Report COUNCIL STAFF REPORT
City Council Staff Report COUNCIL STAFF REPORT
NEWPORT BEACH
NEWPORT BEACH