1-Specifications.pdf

Procurement Division

Request For Bid (RFB)

Project: Overhead Door and Gate System Maintenance and Repair Services

Ref #: RFB-26-297

August 2023

SPECIFICATIONS

It is the City of Yuma’s intent of these specifications to set the minimum standards to be used for the bidding of the products/services. Any references to Make, Model and Manufacturer are only to indicate minimum specifications for quality and performance. They are not intended to be restrictive in nature or to eliminate use of any manufacture’s products.

1. SCOPE OF WORK

The Contractor shall provide comprehensive corrective maintenance, as-needed preventive maintenance, repair, and installation services for all City overhead doors and automated gate systems under an indefinite delivery/indefinite quantity (IDIQ) contract. Services include diagnostic and corrective repairs; component replacements (springs, rollers, cables, tracks, hinges, safety sensors, operators/motors, weather‑seals); operator installation and calibration; emergency response;

integration with existing access‑control equipment; site safety and housekeeping; and full documentation of work performed, in accordance with City requirements and applicable codes/standards.

All work shall comply with manufacturer specifications and the following industry standards, as applicable: UL 325 (door/gate operators and entrapment protection), ASTM F2200 (automated vehicular gate construction), ANSI/DASMA 102 (sectional overhead doors), OSHA 29 CFR 1910.147 for lockout/tagout during servicing, and applicable IBC/IFC provisions adopted by the City.

1.1. Operator Installation Requirements

1.1.1. General

Install door and gate operators strictly per manufacturer instructions; set travel limits, force settings, and braking/clutch features; ensure correct shaft coupling/mounting for jackshaft/trolley/chain‑drive configurations. Verify all controls, signage, and labels.

Electrical work shall conform to NFPA 70 (NEC) and UL 325 scope for door/gate operators (rated ≤600 V, ordinary locations). Provide listed components and proper disconnects where required.

1.1.2. Overhead Doors

A. Mounting and coupling shall follow manufacturer rules for jackshaft/trolley and door shaft alignment, including specified center‑distance off wall and chain/sprocket assemblies, similar to prior RSX jackshaft guidance.

B. Confirm duty cycle and cycle counters where provided; test delay‑on‑reverse protocols and maximum run times that protect against clutch slippage/faults.

1.1.3. Automated Gates

A. Install operators listed to UL 325 and commission monitored entrapment protection devices; align photo‑eyes and test fault behavior.

B. Where loop detectors are required, cut/install exit loops in asphalt and restore surface per City practice; test full system functionality (operator + access control).

C. Conform to ASTM F2200 gate‑construction requirements applicable to the gate type.

1.2. Service Levels & Response Times: Provide 24/7 availability. Respond on‑site to regular service requests within 48 hours of City request; emergency requests during regular hours within 4 hours; after‑hours/weekend/holiday emergencies within 2 hours. Maintain 24‑hour access to staff and respond to contact within 30 minutes; provide emergency contact numbers.

1.2.1. Hours of Service:

A. Regular Service Hours: 7:00am to 6:00pm Monday through Friday

B. After-hour Service Hours: 6:01pm to 6:59am Monday through Friday

C. Weekend and Holiday Service Hours: 12:00am to 11:59pm

1.3. Estimate Requirements (Times & Materials Work): All Quotes must be Estimates (not Proposals) with no lump sums; include contract number, site name/address, detailed scope, itemized labor hours at the City‑accepted rates, and itemized materials at actual cost + Bidder provided markup. Only actual hours on the job shall be billed; City may verify hours.

Bidder‑provided quote sheets shall contain no contractor terms, City solicitation terms control.

1.4. Parts, Materials & Warranty Standards

1.4.1. Cost‑plus pricing: All parts/components/units shall be sold at contractor’s actual cost plus the percentage indicated in the Bid Table, remaining firm for the contract term (and renewals). Contractor shall provide proof of actual cost upon request and procure at fair‑market value.

1.4.2. Salvage/Disposal: The City may elect to keep replaced items; if retained, contractor shall deliver salvage to the City warehouse or, if deemed non‑salvageable, remove/dispose properly.

1.5. Project Assessment: Each project will be individually assessed and quoted by the contractor in collaboration with the Facilities Management Supervisor or designee. The contractor and City personnel shall meet at the worksite where the overhead door and gate systems maintenance services are to be performed for a Project Assessment Meeting. During this meeting, both the contractor and City representatives will conduct a thorough site walk to identify and assess the need/issue. The City and contractor will align on the estimated hours to complete the project.

1.6. Project Commencement: After receiving the Contractor’s Estimate, the Facilities Management Supervisor will determine, based on the scope and complexity of the requested Services, whether a requisition and purchase order (PO) are required. For larger or more complex projects, the Supervisor may prepare a requisition that includes the Contractor’s line‑item Estimate, anticipated start date, and estimated completion date for issuance of a PO by the Procurement Division. For routine or lower‑complexity maintenance and repair services, the Supervisor may authorize the Contractor to proceed without a PO when appropriate.

The Contractor shall not begin work until receiving direction from the Facilities Management Supervisor.

1.7. Project Execution: The work for this project shall be executed in the best and most workmanlike manner and certified efficient mechanics/tradesmen, skilled in their respective trade. Work to be performed under this project shall be in accordance with all applicable codes, regulations, standards, and criteria. All work to be performed by Contractor under the general supervision of the city’s Facilities Management Supervisor.

1.8. Final Inspection: Upon project completion, a final inspection shall be conducted by the contractor and the Facilities Management Supervisor to assess the compliance of the work with the agreed specifications, safety standards, and applicable building codes. The contractor shall cooperate fully during the inspection process and promptly address any identified deficiencies or outstanding items to ensure a satisfactory outcome. Final acceptance of the project will be granted upon the Facilities Management Supervisor approval of the completed work.

1.9. Manufacturer’s Instruction: All Services to be performed must strictly follow the product manufacturer's instructions as a primary guideline and ensure that all specifications or code requirements relevant to the project are adhered to. Any deviations from the manufacturer's instructions or specifications should be documented and presented to the Facilities Management Supervisor for approval before proceeding with the work.

1.10. Quality Assurance and Control:

1.10.1. Materials and Workmanship: The Contractor shall ensure that all materials used under this contract conform to relevant industry standards and are of satisfactory quality.

Workmanship shall be executed in a professional and skillful manner, meeting or exceeding prescribed performance and safety criteria.

1.10.2. Inspections and Testing: Prior to installation or usage, all materials shall be subject to inspection and testing to verify compliance with specifications. The Contractor shall conduct regular inspections and tests during the course of the project to maintain quality standards.

1.10.3. Non-Conformance: In the event of identifying non-conforming materials, work, or processes, the Contractor shall take immediate corrective action to rectify the issue.

The City may request supplementary inspections or tests to verify compliance with specified requirements.

1.10.4. Records and Documentation: If applicable, the Contractor shall maintain accurate records of quality control inspections, test results, and any corrective actions taken.

These records shall be made available to the City upon request and shall be retained for a specified period after the completion of the project.

2. LABOR RATE

Provide requested hourly rate on the “Rate BidTable” – Document BT-27CG.

Due to the nature of some City facilities operating on a 24/7 schedule, Bidder shall make available to City services 365 days per year, 24 hours per day. Labor rate provided on the BidTable shall be per hour, per man.

2.1. Regular (Standard) Rate: work performed by a technician between 7:00 a.m. and 6:00 p.m., Monday through Friday, excluding City‑recognized holidays.

2.2. After Hours (Overtime) Rate: work performed by a technician between 6:01 p.m. and 6:59 a.m., Monday through Friday, excluding City‑recognized holidays.

2.3. Weekend and Holiday Rate: work performed by a technician at any time on weekends or on City‑recognized holidays.

3. MATERIALS and SUPPLIES

Provide the requested information on the “Project Scenario BidTable” – Document #BT‑06NT. The markup submitted in the BidTable shall be applied to all components, parts, materials, and supplies purchased under this contract.

3.1 Cost Plus Percentage: The Vendor shall provide their percentage markup above actual cost for all components, parts, materials, and supplies. The markup must be submitted as a decimal (for example, 5% shall be entered as .05) in the “Upcharge (% as a decimal number)” column of the BidTable. This upcharge shall be uniform across all materials and components for the life of the contract.

4. PROJECT SCENARIOS

In an effort to gather more pricing information, the City is asking for the two different scenarios listed on the “Project Scenario BidTable” – Document #BT-06NT. Price each project as if you were being asked to price them for the actual work. Project scenario pricing will be part of the overall low bid criteria. The hourly rate must match the price submitted on the “Rate BidTable” – Document BT-27CG.

4.1. Scenario 1: Overhead Door Repair – Torsion Spring and Jackshaft Operator Replacement: A commercial insulated sectional overhead door (12 ft wide × 14 ft high) at a City facility has experienced torsion spring failure and intermittent jackshaft operator malfunction. The door is operated by a wall-mounted jackshaft operator. The work must be performed during regular business hours and is estimated to require four hours.

The contractor is responsible for the following:

4.1.1. Secure the work area and perform lockout/tagout procedures to ensure safe working conditions.

4.1.2. Remove the failed torsion spring and install a new torsion spring properly sized for the door weight and lift type.

4.1.3. Remove the existing malfunctioning operator and install a LiftMaster LJ8950W Light- Duty Commercial Jackshaft Operator (Model: LJ8950W) or equivalent.

4.1.4. Reconnect and calibrate the new operator with existing controls.

4.1.5. Replace all rollers with new DURA-LIFT Ultra-Life 2-Inch Nylon Rollers (Model:

DLB2400) or equivalent.

4.1.6. Balance the door to manufacturer specifications and perform a full operational test.

4.1.7. Verify correct opening/closing limits, safety reversal functions, and smooth operation in accordance with UL 325 and manufacturer guidelines.

4.1.8. Provide a basic service report documenting the work performed, parts replaced, and any additional recommended repairs.

The price submitted for Scenario 1 shall include the purchase and installation of all listed components, removal and proper disposal of existing parts, labor at the Regular (Standard) Rate, balancing, testing, calibration, and documentation. No separate trip charges, mobilization fees, or markups on labor are permitted.

4.2. Scenario 2: Automated Slide Gate – Heavy-Duty Operator and Safety Sensor Replacement: A 20-foot chain-driven sliding gate at a City operations yard has experienced motor failure and unreliable entrapment protection due to aging safety sensors. The repair must be performed after hours and is expected to require approximately three hours to complete.

The Contractor is responsible for the following:

4.2.1. Diagnose and confirm operator motor failure and safety-sensor malfunction.

4.2.2. Remove the existing gate operator and install a LiftMaster SL595UL Heavy-Duty Slide Gate Operator (Model: SL595UL) or equivalent.

4.2.3. Replace the safety sensor with a Miller Edge / EMX IRB-RET Retroreflective Photoeye Sensor (Model: IRB-RET) or equivalent, including reflector.

4.2.4. Align the new sensor, test detection range, and verify monitored entrapment protection per UL 325.

4.2.5. Adjust chain tension and verify smooth gate travel.

4.2.6. Test full gate operation with existing access-control equipment.

4.2.7. Provide a basic service report documenting the work performed, parts replaced, and any additional recommended repairs.

The price submitted for Scenario 2 shall include the purchase and installation of all listed components, removal and proper disposal of existing parts, labor at the After-Hours Rate, chain adjustment, sensor alignment/testing, and documentation. No separate trip charges, mobilization fees, or markups on labor are permitted.