title
APPROVE MOTION TO AWARD A SERVICE CONTRACT FOR ON-CALL AUTOMATIC GATE, DOOR, AND ACCESS CONTROL REPAIR SERVICES
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
2. Award a five-year Service Contract, in the amount not to exceed $750,000, to R&S Erection Tri-County, Inc. of Modesto, CA, for On-Call Automatic Gate, Door, and Access Control Repair Services, Project No. OM-24-069, with the option of one two-year extension.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
body
Summary
The City maintains 131 roll-up doors, 44 rolling gates, and 10 automatic doors at 53 locations, including fire stations, public safety buildings, sewer and stormwater pump stations, libraries, and community centers. Proper operation of these roll-up doors, gates, and automatic doors is critical to the City’s daily service operations.
On February 23, 2024, the City advertised a Request for Proposals (RFP) for On-Call Automatic Gate, Door, and Access Control Repair Services, Project No. OM-24-069. Two companies submitted proposals for this project. The Selection Committee evaluated the proposals and found R&S Erection Tri-County, Inc. of Modesto, CA, to be the most qualified company to provide the needed services.
It is recommended that Council approve a motion authorizing the City Manager to execute a five-year Service Contract, in the amount not to exceed $750,000, with R&S Erection Tri-County, Inc. (Attachment A). Contracted services will begin July 1, 2024, and expire June 30, 2029, with the option for one two-year extension. The Service Contract is a Unit Price Contract, and the City will only pay for the services performed. The Service Contract will be funded from Public Works, Community Development, and Municipal Utilities Departments’ Operating Budgets (Attachment B).
DISCUSSION
Background
The City maintains 131 roll-up doors, 44 rolling gates, and 10 automatic doors at 53 locations, including fire stations, public safety buildings, sewer and stormwater pump stations, libraries, and community centers. Timely maintenance and repair of these roll-up doors, gates, and automatic doors is necessary to ensure ongoing daily operations, particularly for public safety departments. Public Works does not have the qualified staff or the variety of specialized equipment needed for the unscheduled and unique repairs that occur with the various doors and gates at City facilities. Past practice was to solicit local contractors for individual services on a case-by-case basis.
On September 5, 2019, the City advertised an RFP for Automatic Door, Overhead Door, and Gate On-Call Repair Services, Project No. OM-19-034. On March 10, 2020, the City entered into a Service Contract with R&S Erection Tri-County, Inc. of Modesto, CA, for Automatic Door, Overhead Door, and Gate On-Call Repair Services, Project No. OM-19-034. The Service Contract is set to expire on June 30, 2024.
Present Situation
On February 23, 2024, the City advertised an RFP for On-Call Automatic Gate, Door, and Access Control Repair Services, Project No. OM-24-069. On March 13, 2024, two proposals were received from the following companies:
• Nor-Cal Overhead, Inc. (Oakley, CA)
• R&S Erection Tri-County, Inc. (Modesto, CA)
A Selection Committee comprised of Fire and Public Works staff evaluated and ranked both proposals based on each company’s experience, ability to provide a full range of repair services at all required locations within the City’s required response times, the ability to maintain readily available replacement parts, and cost. R&S Erection Tri-County, Inc. received the highest ranking, based on the noted criteria, and was determined to be the most qualified company for this project.
It is recommended that Council approve a motion authorizing the City Manager to execute a five-year Service Contract, in the amount not to exceed $750,000, with R&S Erection Tri-County, Inc. of Modesto, CA, for On-Call Automatic Gate, Door, and Access Control Repair Services, Project No. OM-24-069 (Attachment A). Contracted services will begin July 1, 2024, and expire June 30, 2029, with the option for one two-year extension. The Service Contract is a Unit Price Contract, and the City will only pay for services performed. The annual amount of $150,000 is an estimate based on historical expenditures for labor and materials for these services.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bidding process.
These findings include:
1. The on-call repair Service Contract involves specialized requests requiring an experienced, qualified contractor who has successfully provided services of similar frequency and scope.
2. The City does not have the specialized equipment or enough qualified staff available to perform the work required for this project.
3. Use of the RFP process is appropriate for this Service Contract because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. Use of the criteria helps ensure selection of a vendor that will provide the highest quality professional service, which is in the public interest.
4. The City negotiated a contract following solicitation of competitive proposals in accordance with SMC section 3.68.070.A.3.
FINANCIAL SUMMARY
The Service Contract is proposed to be funded at the set fees listed below and in accordance with the Scope of Work in the Service Contract.
FIVE-YEAR TERM ANNUAL COST
July 1, 2024 - June 30, 2025 $150,000
July 1, 2025 - June 30, 2026 $150,000
July 1, 2026 - June 30, 2027 $150,000
July 1, 2027 - June 30, 2028 $150,000
July 1, 2028 - June 30, 2029 $150,000
TOTAL $750,000
The Service Contract will be funded from Public Works, Community Development, and Municipal Utilities Departments’ Operating Budgets (Attachment B). Funding for the remaining years of the Service Contract will be contingent on future annual budget appropriations. The funding split will remain the same over the life of the Service Contract.
There is no additional impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Service Contract with R&S Erection Tri-County, Inc.
Attachment B - Financial Breakdown by Account