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TO: Mayor John Laesch
FROM: Michael Kaufman, Assistant Fire Chief
DATE: May 21, 2025
SUBJECT:
Requesting approval to enter a garage door maintenance contract with Allied Door Inc. for an annual cost of $9,120.00. This is a one-year contract with an option to extend it to 2026 and 2027 at the same rate.
PURPOSE:
The goal of setting up a garage door maintenance program is to avoid major garage door issues that put the doors out of service and cause the city to pay for emergency repairs. The maintenance program includes quarterly maintenance to all of the Fire Department's 33 garage doors.
BACKGROUND:
The maintenance and repair of garage doors is one of the Fire Department's biggest station expenses on an annual basis. The garage doors are used on a constant basis as fire companies enter and exit the buildings, causing the need for regular maintenance. The department has never had a maintenance program and has historically been reactive to fixing problems rather than preventing them with maintenance. The fire department spent $38,000 in 2024 to repair and replace doors within our stations. The goal of routine maintenance is to eliminate the need for major emergency repairs by maintaining our doors properly.
DISCUSSION:
The maintenance program will benefit the city by reducing the annual amount of funds spent on the repair/replacement of the doors. The Fire Department currently has a budget line item for garage door maintenance in account 101-3033-422.38-05. The annual budget for 2025 is $16,000. The contractor that the department has chosen is Allied Door Inc. As shown on the bid tabulation sheet, their annual cost of maintenance is a bit higher than BDK, however their hourly rate and emergency rate are significantly lower than BDK. Given these factors, Allied Door Inc. will be the least expensive and most qualified bidder for the maintenance program. Allied Door Inc. has no outstanding debt with the City of Aurora.
IMPACT STATEMENT:
The garage door maintenance program will have a positive effect on our residents and visitors by eliminating or reducing any delays in emergency response due to garage door issues.
RECOMMENDATIONS:
I respectfully request approval to enter into a one-year agreement with Allied Door Inc. for garage door maintenance, with an option to extend the contract for two more years.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to execute a one-year contract with Allied Door Inc. for garage door preventative maintenance and repairs, with an option for two additional years.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The Fire Department has a need to get preventative and consistent maintenance of the garage doors at the various fire stations; and
WHEREAS, the city published a formal bid via OpenGov for contractors to submit bid proposals April 2025; and
WHEREAS, Allied Door Inc. is the most responsible and lowest bidder to maintain all garage doors for the Fire Department; and
WHEREAS, funding is available each year for this maintenance in account 101-3033-422.38-05.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Execution of a one-year garage door maintenance contract with Allied Door Inc. of Lombard, IL with the option to extend it to two additional years.