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CONTRACT K-1516-116: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND DH PACE COMPANY, INC., D/B/A DH PACE DOOR SERVICES IN THE AMOUNT OF $62,382 FOR THE MUNICIPAL BUILDING 201 DOOR REPLACEMENT PROJECT AND ADOPTION OF PROJECT AGENT RESOLUTION R-1516-89.
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BACKGROUND: The FYE 2016 Capital Budget includes funding for the Access Control System (ACS) Consolidation/Migration Project and the Municipal Building 201 Exterior Door Replacement Project for a combined project budget of $211,500. The projects/budget requests were originally submitted as independent projects; however, due to the history of problems with both the doors and the access control system in Building 201, the complexity of the projects, and the need for compatibility, Staff thought it prudent to combine the projects and hire a consultant with the professional knowledge and expertise needed to coordinate and oversee the installation of both projects.
In August 2015, Ross Engineering was selected as a consultant for this project to develop technical details and a RFP, evaluate our existing facilities, assist with the selection of vendors, and oversee implementation and acceptance of the project. The consultant identified and recommended a solution for the Building 201 doors that meets today’s egress standards. Also, the “strikes” on doors are in need of replacement because the method of wiring used on the initial installation allows the strikes to get hot to the touch creating a safety issue.
On December 9, 2015 the City of Norman, OK released RFP-1516-22 soliciting responses for three (3) specific areas - repair and replacement of all exterior aluminum store front doors to Building 201, the removal and replacement of the security access control system in Building 201, the gates located at the North Base facilities, and implementation of the new access control system into an existing Genetec system as the base proposal. The RFP also included alternates to be incorporated if sufficient funding was available. The RFP was split into separate contracts due to the complexity and detail of the access control system, uniqueness and requirement for locksmith credentials for the doors that would apply outside of certification for Genetec security access control, and finally motor and gate replacement.
DISCUSSION: The exterior glass doors on Municipal Building 201 do not close properly and as a result, there have been times when the building was not secured. These doors have had numerous repairs over the years with little improvement over all. Over the course of time the mechanisms within the doors have been removed trying to achieve a solution, which ultimately has rendered them unrepairable.
There were a total of seven (7) vendors that were contacted by the Consultant, Ross Engineering of the City’s behalf. Two pre-proposal mandatory site visits were held on December 18 and 30, 2015, with two vendors represented. One (1) proposal was received on January 15, 2016, for this project.
The Selection Committee consisted of Tim Powers, IT Director; Kari Madden, Network Manager; Stacey Baker, IT Department; Matthew Smith, Facility Maintenance Superintendent; and the City’s consultant, Joe Barry, Ross Group. The members of the selection committee evaluated the proposal based on criteria set forth in the RFP, e.g., expertise, bonding capacity, references, and certifications, etc, and pricing.
Staff recommends the contract be awarded to DH Pace Door Services for the base bid in the amount of $59,352 plus Alternate 2 for City Hall for a total contract amount of $62,382. Contract K-1516-116 awards the removal and replacement of the double glass doors and the locking hardware at Municipal Building 201, the replacement of locking hardware for three exterior steel doors and three interior doors, and adds the locking hardware for three additional interior doors. Additionally, it includes Alternate No. 2 - Add ACS equipment to three (3) new interior doors at City Hall.
Funds are available in Capital Projects, Project No. BG0057, Exterior Door Replacement: 201 West Gray, Construction 050-9644-419.61-01 to complete the project.
RECOMMENDATION: Staff recommends approval of contract K-1516-116 between the City of Norman and DH Pace Company, INC. in the amount of $62,382 and adoption of the project agent resolution and authorization for the Mayor to sign Performance Bond B-1516-70; Statutory Bond B-1516-71; Maintenance Bond MB-1516-57 contingent upon the City Attorney’s approval.