Title
Resolution to Approve Amendment no. 1 to the General Services Agreement with Ann Arbor Door Systems, Inc. for Overhead and Roll-up Door Preventative Maintenance, Assessment and Repair ($60,000.00 Increase, Total Contract Not to Exceed $185,000.00)
Memorandum
Attached for your review and approval is a resolution requesting approval of an increase to the existing general services agreement with Ann Arbor Door Systems, Inc. to perform overhead and roll-up door preventative maintenance, assessment and repair not to exceed $185,000.00.
The City of Ann Arbor performs preventative maintenance inspections and as needed repairs to overhead and roll-up doors at various buildings. These facilities have a total of seventy (70) overhead doors with motorized operators and ten (10) roll-up doors with motorized operators. The City shall pay for any repair services over and above that of the preventive maintenance service on a time and materials basis as outlined in ITB 4765.
A General Services Agreement (GSA) was approved by Council on May 5, 2025 (R-25-147) in an amount not to exceed $125,000.00 for FY26-27 projected needs. The GSA provides provisions for overhead door repairs and maintenance for City Hall, Fire Stations, Airport maintenance facility, and the Wheeler Service Center.
A request for an additional $60,000.00 to the existing purchase order for a revised contract total of $185,000.00 is proposed based on actual repairs and maintenance expenses outpacing prior cost projections.
Ann Arbor Door Systems, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances.
Budget/Fiscal Impact: Sufficient funds for overhead door maintenance and repair services are available within the appropriate approved FY27 operations and maintenance budgets of the affected facilities.
Staff
Prepared by: Robert West, Public Works Assistant Manager
Reviewed by: Paul Matthews, Public Works Manager
Jordan Roberts, Public Services Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, Overhead and roll-up door maintenance and repairs for Ann Arbor facilities is essential to efficient City operations;
Whereas, A single proposal (ITB 4751) was received by Purchasing on March 19, 2025, and included overhead door maintenance and repair rates;
Whereas, Ann Arbor Door Systems, Inc., was determined to be a responsible bidder for overhead and roll-up door preventative maintenance, assessment and repairs;
Whereas, Council approved a general services agreement with Ann Arbor Door Systems, Inc. on May 5, 2025 (R-25-147) not-to-exceed $125,000.00;
Whereas, Repairs have outpaced initial cost projections necessitating a request to increase the general services agreement by $60,000.00; and
Whereas, Ann Arbor Door Systems, Inc., complies with the City’s Non-Discrimination, Conflict of Interest and Living Wage Ordinances;
RESOLVED, That City Council approve Amendment no. 1 to the General Services Agreement with Ann Arbor Door Systems, Inc. totaling $60,000.00 for continued repairs and maintenance required to sustain overhead doors at City of Ann Arbor facilities for a total contract not-to-exceed $185,000.00;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute the contract, subject to approval by the City Administrator as to substance and subject to approval by the City Attorney as to form; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.