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Agenda Item # 13

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute a contract with Industrial Door Service, Inc., the lowest responsive and responsible bidder, for door maintenance and repair services at all VTA facilities.   The term of the contract is for three years with two one-year options at an estimate cost of $109,000 a year for the first three years.  Option years four and five are estimated at $116,000 and $117,000 respectively.  The total amount of the contract is estimated at $560,000 for the five-year period. 

BACKGROUND: 

VTA maintains a total of 128 motorized maintenance shop bay doors and warehouse doors, 15 fire doors, and eight motorized gates at its facilities.  These motorized doors and gates must be maintained in accordance with Californias Occupational Safety and Health Administration (OSHA) regulations and must comply with all fire codes.  This contract for door maintenance and repair services includes semiannual and annual preventive maintenance on all door and gate components, replacement of related equipment, modifications and emergency repairs as necessary.  VTAs current contract for door maintenance and repair services is with Industrial Door Service, Inc. and expires on May 2, 2003.

DISCUSSION:    

On February 28, 2003 an Invitation for Bid (IFB) was advertised to solicit qualified firms to provide door maintenance and repair services.  Three bids were received with the following results:

• Industrial Door Service, Inc.                          $327,000
• Marcor Glass & Door                                     $334,272
• Vortex Industries, Inc.                                    $392,037 

·  Engineers Estimate (3-year: Basis of award)                        $345,000

Bids were quoted based on VTAs door maintenance and repair service requirements using a fixed cost for scheduled semiannual and annual preventive maintenance.  Unit pricing was used for unscheduled labor (on call), emergency labor and materials.  The first year cost of this fixed price and time and materials type contract is $109,000 that includes $10,000 for scheduled preventive maintenance, $20,000 for 500 regular labor hours, $9,000 for 150 emergency (on call) labor hours, and $70,000 for the cost of materials.

Industrial Door Service, Inc. is the lowest responsive and responsible bidder.  The bid is approximately 5.2% lower than the Engineers Estimate.  Industrial Door Service, Inc., located in San Jose, California has provided satisfactory preventive maintenance and repair services over the past three years under the current contract.  Therefore, VTA staff recommends this contract for door maintenance and repair services be awarded to Industrial Door Service, Inc.

ALTERNATIVES:

There are no practical alternatives to the recommended action.

FISCAL IMPACT: 

Sufficient funds for door maintenance and repair are included in the FY 2003 Adopted Budget and the FY 2004 Recommended Budget.  Funds for the additional years of this contract will be proposed in future operating budgets.

SMALL BUSINESS ENTERPRISE (SBE) PARTICIPATION:

Based on the limited scope of work and no subcontracting opportunities, no specific goal was established for this contract.  Contractor is encouraged to make reasonable efforts to utilize SBEs in its procurement of ancillary services and products associated with the performance of this contract.

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