TO: Mayor and Commissioners
FROM: Missie Barletto, Public Works Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: April 16, 2024
Title
APPROVAL OF RESOLUTION NOS. 35-24, 75-24, AND 76-24 TO AWARD AGREEMENTS WITH DOOR SYSTEMS OF SOUTH FLORIDA, INC., ABOVE ALL GARAGE DOOR OF SOUTH FLORIDA, INC., AND COAST TO COAST GARAGE DOOR LLC FOR THE PURCHASE, INSTALLATION, SERVICE AND REPAIR OF OVERHEAD ROLL-UP DOORS AND GRILLS, AND HYDRAULIC BI-FOLD DOORS, PURSUANT TO DEERFIELD BEACH ITB #22-24-PC IN THE AMOUNT OF $400,000.
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Recommended Action:
Recommendation
Motion to Approve Resolution Nos. 35-24, 75-24, and 76-24 to award Agreements with Door Systems of South Florida, Inc., Above All Garage Door of South Florida, Inc., and Coast to Coast Garage Door LLC for the Purchase, Installation, Service and Repair of Overhead Roll-up Doors and Grills, and Hydraulic Bi-fold Doors, pursuant to Deerfield Beach ITB #22-24-PC in the amount of $400,000 ($100,000/annually).
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Background:
On September 18, 2022, the city of Deerfield Beach awarded agreements to Door Systems of South Florida, INC., Above All Garage Door of South Florida, Inc., and Coast to Coast Garage Door LLC pursuant to ITB #22-24-PC for the purchase, installation, service and repair of overheard roll-up doors and grills, and hydraulic bi-fold doors. The initial term is September 18, 2022 - September 17, 2024, with the option to renew for three (3) one-year terms.
The Building Maintenance Division (Building Maintenance) of the Public Works Department is responsible for the maintenance and operation of all overhead roll-up doors at city facilities. Most of these door types are located on the bays that house emergency vehicles at the City’s fire stations. Staff is requesting approval of these agreements to allow for the use of multiple vendors to ensure prompt and efficient response to calls for service of these doors, especially during the upcoming (and future) hurricane seasons.
The agreement values are as follows:
|
Agreement Value |
|
Initial Term |
April 16, 2024 - September 17, 2024 |
$100,000 |
|
Renewal Term 1 |
September 18, 2024 - September 17, 2025 |
$100,000 |
|
Renewal Term 2 |
September 18, 2025 - September 17, 2026 |
$100,000 |
|
Renewal Term 3 |
September 18, 2027 - September 17, 2028 |
$100,000 |
|
TOTAL |
$400,000 |
The agreements may be terminated for convenience by the City. Termination for convenience by the City shall be effective on the termination date stated in the written notice provided by City, which termination date shall be not less than thirty (30) days after the date of such written notice. The agreements may also be terminated by the City Manager upon such notice as the City Manager deems appropriate under the circumstances in the event the City Manager determines that termination is necessary to protect the public health, safety, or welfare. The agreements may be terminated for cause for reasons including, but not limited to, Contractor’s repeated (whether negligent or intentional) submission for payment of false or incorrect bills or invoices, failure to suitably perform the work, failure to continuously perform the work in a manner calculated to meet or accomplish the objectives as set forth in this Agreement, or other breach of this Agreement. The termination date shall be not more than ten (10) days after the date of such written notice. The parties agree that if the City erroneously, improperly or unjustifiably terminates for cause, such termination shall be deemed a termination for convenience, which shall be effective thirty (30) days after such notice of termination for cause is provided.
This motion is in accordance with Code of Ordinances Section 36.02 Commission Approval Required.
Attachments:
1. Agreements P2024-013 with Door Systems of South Florida, INC., Above All Garage Door of South Florida, Inc., and Coast to Coast Garage Door LLC.
2. Resolution Nos. 35-24, 75-24 and 76-24
3. Legal Review Checklists
4. Deerfield Beach Agreement ITB 22-24-PC
5. ITB 22-24-PC
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source:
Funding is available from 001-41-350-519.46-20 (Repair and Maintenance Service Building Maintenance)
Timing of Request:
Timely approval this agreement allows for prompt and efficiently repairs and replacement.