Agenda Report
April 4, 2022
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: CONTRACT AWARD TO SOUTH COAST INDUSTRIAL DOOR, INC.
FOR INSPECTING, MAINTAINING, AND REPAIRING ELECTRICAL OR
MECHANIZED ROLL-UP DOORS AND ROLLING GATES IN A GRAND
TOTAL AMOUNT NOT-TO-EXCEED $870,055, FOR UP TO FIVE
YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; and
2. i) Accept the bid dated February 3, 2022, submitted by South Coast Industrial Door, Inc. (SCIO) for inspecting, maintaining, and repairing electrical or mechanized roll-up doors and rolling gates; ii) reject all other bids; and iii) Authorize the City Manager to enter into a contract with SCIO for an amount not to exceed $522,033 (which includes a $24,858 contingency) over a three-year period, with the option for two additional one-year extensions, in the annual amount of $174,011 (which includes a $8,286 contingency), at the discretion of the City Manager. for a maximum total contract length of five years and a grand total contract amount of $870,055.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division is responsible for maintaining City buildings. Part of the maintenance responsibilities include repair and maintenance of roll-up doors and rolling gates. BSFMD uses contract services to furnish labor and materials for the routine inspection, preventative maintenance, and repair services of the 123 roll-up doors and rolling gates at various City buildings including fire stations, police heliport, city yard, community centers, and parks.
On January 7, 2022, a Notice Inviting Bids for Inspecting, Maintaining, and Repairing Electrical or Mechanized Roll-up Doors and Rolling Gates was posted on PlanetBids as MEETING OF 04/04/2022 AGENDA ITEM NO. __ 4 __ _
Contract Award - South Coast Industrial Door for Roll-Up Doors/Rolling Gates Services April 4, 2022
well as published in the local paper on January 13, 2022. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. Staff referenced a list of local vendors in the City's business license database as well as online web searches in an attempt to reach potential local vendors that can provide industrial mechanized or electrical rolling doors and rolling gates services including 24/7 emergency service. No such local vendors were identified.
A total of 19 vendors downloaded the specifications of which none were local. Three non local bids were received by the February 3, 2022 bid opening date.
BID RESULT:
Per bid specification, bidders were asked to provide service rates for annual scheduled routine inspection and preventative maintenance for all roll-up doors and rolling gates at City facilities, including pricing for typical parts for repairs and hourly labor rate for additional, after hours, or emergency service especially critical at public safety facilities with 24/7 operations.
The bid results are as follows:
Bidder
1. AM/PM Door Inc., Pacoima, CA
2. South Coast Industrial Door, Inc., Corona, CA
3. McKendry Door Sales, Inc., Santa Fe Springs, CA
Bid Amount ($)
Non-Responsive
$165,725
$169,010
The bidder deemed non-responsive was due to confirmation of a line item pricing error that they could not honor as is.
SCIO is the lowest responsive and responsible bidder. SCIO has not done business with the City but has operated in Southern California since 1959 providing industrial door maintenance and repair services. They are currently in contract performing commercial door services for over 25 Amazon facilities, City of Riverside and City of Anaheim.
Therefore, staff recommends that SCIO be awarded a three year contract with two one year extension periods, renewable at the discretion of the City Manager.
The contract will be set out as follows:
Year 1 to 3 Year 4 Optional
Base Bid
Contingency Allowance
$497,175
$ 24,858
$522,033
1st Extension
$165,725
$ 8,286
$174,011
TOTAL
Year 5 Optional
2nd Extension
$165,725
$ 8,286
$174,011
$870,055
The contingency allowance is to cover Consumer Price Index adjustments.
Contract Award - South Coast Industrial Door for Roll-Up Doors/Rolling Gates Services April 4, 2022
COUNCIL POLICY CONSIDERATION:
This contract supports the City Council's goals to maintain and enhance public facilities and infrastructure; and to ensure public safety.
ENVIRONMENTAL IMPACT:
This action is exempt from CEQA pursuant to State CEQA Guidelines Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have a significant effect on the environment.
FISCAL IMPACT:
The cost of this contract is $522,033 and the total cost of this action is $870,055.
Funding will be addressed by the utilization of existing budgeted appropriations from the Building Maintenance Fund budget account (50222051-811400). There is no anticipated impact to other operational programs or capital projects as a result of this action.
Respectfully submitted,
~
Director of Public Works
Prepared by:
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Mark McCullough
Public Works Administrator BSFMD
Approved by: