September 10, 2024
Public Works
DATE: September 10, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works
Carl Capistrano, Public Works Superintendent
Will Santana, Stationary Engineer Supervisor
Subject: Resolution to Award a Contract to Automatic Door Systems, Inc. for As-Needed Repairs and Service
FINANCIAL IMPACT: The proposed expenditure of $150,000 for the duration of the three-year contract and $50,000 for the entire
duration of the two optional one-year extensions with the approval from the Public Works Director will be funded
from the approved fiscal years 2024/25 – 2026/27 and
2027/28 – 2028/2029 Public Works Facilities budget
(01232331-400524).
PREVIOUS COUNCIL
ACTION:
Not applicable
STATEMENT OF THE
ISSUE:
The Facilities Maintenance Division is requesting City
Council to adopt a resolution approving a three-year
contract, with two optional one-year extensions, with
Automatic Door Systems, Inc. for as-needed repairs and
service.
AGENDA
REPORT
September 10, 2024
RECOMMENDED ACTION:
ADOPT a resolution to award a three-year contract with
Automatic Door Systems, Inc. beginning on October 1,
2024, and ending on September 30, 2027, in an amount
of $150,000, with two optional one-year extensions for a total amount of $50,000 for both extension years – Public Works Department (Daniel Chavarria 510-620-
5478/Tawfic Halaby 510-620-548 Carl Capistrano 620-
6896/Will Santana 510-620-6696).
DISCUSSION:
Background
The City of Richmond owns more than 40 buildings and facilities which are secured and maintained by City staff. Ensuring the safety and security of said sites is crucial for the accessibility and protection of the residents, visitors, and employees of the City.
Of the 40 sites, 13 locations use automatic doors which are installed and maintained.
There are a total of 19 a utomated doors that offer streamlined access while maintaining robust security protocols . These doors also improve ADA accessibility and safe emergency evacuations, if needed . Below is the table showing the locations and the number of automated doors installed at each location.
LOCATIONS (13) NO. OF DOORS
(1) 450 Civic Center 6 automatic doors
(1) 440 Civic Center 2 automatic doors
(2) Libraries 2 automatic doors
(7) Community Centers 7 automatic doors
(2) Swim Centers 2 automatic doors
TOTAL 19 doors
The City of Richmond has been working with Automatic Door Systems, Inc., for approximately 12 years now. Throughout this period, Automatic Door Systems, Inc has been the City’s contractor for the inspection and as-needed maintenance work of the City’s automated doors.
City staff lack the specialized training and the City lacks the equipment necessary for the complex technical requirements of maintaining and servicing automatic doors. This makes the continued support from a professional service provider needed for proper
September 10, 2024
upkeep, particularly some of our automatic doors which use S2 Access Control Systems (i.e. 440 and 450 Civic Center locations).
The urgency of addressing this matter stems from the expiration of the City’s contract with Automatic Door Systems Inc., on June 30, 2024. This resolution is needed to enter into a new contract for the continued maintenance and service of the automatic doors.
Analysis
City staff issued a Request for Proposal (RFP) on April 25, 2024 . The RFP outlined specific requirements and set forth evaluation criteria to guide potential vendors/bidders.
A total of 9 prospective bidders accessed and downloaded the RFP but only 1 submitted a bid/proposal. The sole bidder was Automatic Door Systems, Inc. which submitted its proposal on May 16, 2024.
A thorough evaluation was conducted by City staff from the Public Works – Facilities Maintenance Division to assess the proposal. Members of the evaluation panel collectively determined that Automatic Door Systems, Inc. was the lowest responsible, responsive bidder.
A 3-year period with two optional one-year extensions strikes a balance between stability and flexibility. The initial 3 -year contract provides sufficient time to evaluate the performance of the contractor, Automatic Door Systems, Inc. The extension option allows for adaptability based on changing needs, offering a c hance to continue the relationship with Automatic Door Systems, Inc., if conditions necessitate it.
Conclusion
In conclusion, City staff requests that the City Council adopts the Resolution to award a three-year contract with Automatic Door System Inc. beginning on October 1, 2024, and ending on September 30, 2027 for an amount not to exceed $150,000, with two optional one-year extensions for an amount not to exceed $50,000 for the whole duration of the two optional one -year extension s. The extension opt ions will be exercised with the approval of the Director of Public Works.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Contract
Attachment 3 – RFP
Attachment 4 – Evaluation Rating Form