Item 1.6 - Award of Contract to Superior Gate Services for Automatic Gate Inspection, Maint and Repair Services; Bid 19-019G`� { OF POIP�J
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City of Poway
COUNCIL AGENDA REPORT
APPROVED
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APPROVED AS AMENDED
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(SEE MINUTES)
DENIED
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REMOVED
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CONTINUED
RESOLUTION NO.
DATE: June 4, 2019
TO: Honorable Mayor and Members of the City Council
FROM: Michael Obermiller, P.E., Director of Public Works
CONTACT: Eric Heidemann, Assistant Director of Public Works for aintenance
Operations
(858) 668-4705 or eheidemann@poway.org
SUBJECT: Award of Contract to Superior Gate Services for Automatic Gate
Inspection, Maintenance and Repair Service, Bid No. 19-019
Summary:
A notice inviting proposals for Automatic Gate Inspection, Maintenance and Repair Service was
duly advertised on April 11, and April 20, 2019. One proposal was received and opened on
May 9, 2019. Superior Gate Services' proposal was selected as the vendor to provide gate
inspection and maintenance services for the City. The first term of the Contract is two (2) years
beginning July 1, 2019, through June 30, 2021. The Contract may be extended through a total of
three (3) separate one-year term extensions. The maximum length of the Contract would be up
to five (5) years.
Recommended Action:
It is recommended that the City Council award the Contract for Automatic Gate Inspection,
Maintenance and Repair Service, Bid 19-019, to Superior Gate Services and authorize the City
Manager to execute the necessary documents.
Discussion:
The City has 16 automatic gates at various facilities throughout the City that require inspections,
preventive maintenance and as -needed repairs. The City's current contract for gate inspection
and maintenance services expires June 30, 2019. As a result, a notice inviting proposals for gate
inspection and maintenance services was advertised in April 2019. One proposal was received
and opened on May 9, 2019. The evaluation criteria for the proposal included experience and
ability to perform; such as, the history of the firm as well as the amount proposed for services.
The proposal received from Superior Gate Services was responsive and staff determined
Superior Gate Services meets the City's requirements. Superior Gate Services is the current
provider of these services to the City and has met or exceeded all contract requirements and
performance expectations.
Under the Contract, Superior Gate Services will provide biannual testing and preventive
maintenance, which includes, but is not limited to testing gate safety components, inspecting gate
hardware for proper alignment, inspecting wiring and sensors, inspecting for structural integrity
and ensuring overall proper operation. Additionally, Superior Gate Services will provide
as -needed maintenance services for unexpected repairs and work not included as part of the
preventive maintenance.
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The following table includes the results of Superior Gate Services proposal for the biannual
inspection and yearly preventive maintenance of the 16 gates:
Superior Gate Services
1,432
In addition to the inspection and preventive maintenance fee above, hourly rates were submitted
for as -needed repairs:
Monday -Friday 7:00 a.m. — 3:30 p.m.
1 technician, 1 vehicle
$95
2 technicians, 1 vehicle
$125
After Hours & Saturdays
1 technician, 1 vehicle
$145
2 technicians, 1 vehicle
$199
Sundays & Holidays
1 technician, 1 vehicle
$170
2 technicians, 1 vehicle
$225
The length of the initial Contract is two (2) years beginning July 1, 2019, through June 30, 2021.
The Contract may be extended subject to Council appropriation of funds and the mutual
agreement between the City and the contractor through a total of three (3) separate one-year
term extensions. The maximum length of the contract would be up to five (5) years.
Environmental Review:
This item is not subject to California Environmental Quality Act review.
Fiscal Impact:
Funds to award the Contract to Superior Gate Services are included in the Fiscal Year 2019-20
Proposed Budget (415010-43040) for consideration by Council on June 18, 2019. The Contract
will be awarded upon adoption of the proposed budget.
Public Notification:
A copy of this report has been sent to Superior Gate Services.
Attachments:
None.
Reviewed/Approved By:
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Wend Kaserman
Assistant City Manager
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
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Ch is FTa K -fine
City Manager
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