Procurement Division

Request For Bid (RFB)

Project: Overhead Door and Gate System Maintenance and Repair Services

Ref #: RFB-26-297

11/3/2025

Public opening to be conducted via Microsoft Teams at 11:10 AM MST Teams: Click here to join the meeting Meeting ID: 250 375 466 245 Passcode: GNHyjB

All City of Yuma solicitations are accessed through the City’s Procurement Portal1 (Portal). A schedule of events and all other information pertaining to the solicitation are located in the Portal. Bid submittal assistance is available at Support@gobonfire.com, Monday through Friday, 8AM to 8PM, EST.

All documents issued as part of this solicitation, including but not limited to the Instructions, Standard Terms and Conditions, Special Terms & Conditions, Additional Requirements, Specifications, Addenda, and any Attachments, collectively constitute the contract between the City and the awarded party.

Throughout these documents, the entity responding to or awarded this solicitation may be referenced as “Bidder,” “Contractor,” or “Vendor.” These terms are used interchangeably and refer to the same party.

1. SPECIAL TERMS AND CONDITIONS

1.1. ANNUAL CONTRACTS: Bidder will hold firm, fixed pricing for a period of 12 months after notice of award.

1.2. AWARD OF BID: The City reserves the right to award the contract resulting from this solicitation to the lowest responsive and responsible Bidder who meets all specifications and requirements set forth in this document. The determination of the lowest responsive and responsible bid will be based on the Total Evaluated Price, which shall consist of the sum of:

1.3. Scenario 1 Total Cost;

1.4. Scenario 2 Total Cost; and

1.5. the Service Call Fee.

Labor rates submitted in the Rate BidTable must exactly match the labor rates submitted in the Project Scenario BidTable. Any mismatch or omission will render the bid non-responsive. The City may reject any bid deemed unbalanced or not in the best interest of the City.

1.6. BRAND NAMES: Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type of quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and/or specifications. Failure to provide descriptive literature and/or specifications with alternate offers may be considered non-responsive.

1.7. CONTRACT EXTENSION: In the event the City does not opt to renew the contract or the City and Contractor(s) are unable to reconfirm or renegotiate unit rates for another year, the City will have the option of extending this contract at the current rates, but not-to-exceed six months total.

1 https://yumaaz.bonfirehub.com/portal/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d mailto:Support@gobonfire.com https://yumaaz.bonfirehub.com/portal/

Ref #: RFB-26-297

11/3/2025

1.8. COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns in order to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Bidder(s) to whom this contract is awarded may be requested by other parties to said interactive purchasing agreements to extend to those parties the right to purchase goods or services provided by the Contractor(s) under this contract, pursuant to the terms and conditions stated herein.

1.9. EMERGENCY DELIVERIES: The City may purchase goods or services required under “emergency” situations, after-hours, or on weekends.

1.10. EXPANSION CLAUSE: This contract may be further expanded to include any other item normally offered by the Contractor, as long as the price of such additional products is based on the same cost/profit formula as the listed items.

1.11. INSURANCE: Before the commencement of any services, the Contractor shall name the CITY, and its employees as Additional Insured on all required insurance policies, except Workers’ Compensation. Any insurance carried by the CITY, and its employees, is excess coverage, and non-contributory coverage to include endorsements provided by the Contractor.

All insurance policies are subject to approval by the CITY.

Failure to provide required coverage and failure to comply with the terms and conditions of this Agreement shall not waive the contractual obligations herein.

Moreover, failure to provide evidence of required insurance as set forth below shall delay payment for services rendered. If the policy or policies are canceled or not renewed, the insurance company shall provide thirty (30) days written notice to the CITY prior to the effective date of such cancellation or termination.

The Certificate Holder must be named as follows: City of Yuma, Yuma, Arizona All certificates are to be emailed to: purchasingweb@yumaaz.gov

A. Commercial General Liability

The policy shall include bodily injury, property damage, personal injury, and broad form contractual liability, and at least the minimum limits of the following:

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $ 500,000

• Personal and Advertising Injury $ 500,000

• Blanket Contractual Liability – Written and Oral $ 500,000

• Fire Legal Liability $ 50,000

• Each Occurrence $1,000,000

The policy shall be endorsed to include the following additional language: “The City of Yuma, its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by the Contractor”.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

mailto:purchasingweb@yumaaz.gov

Ref #: RFB-26-297

11/3/2025

B. Business Automobile Liability

The policy shall include bodily injury and property damage for any owned, hired, leased, borrowed, and/or non-owned vehicles used in the performance of this Agreement.

• Combined Single Limit (CSL) $1,000,000

If hazardous materials or wastes are transported, CA 9948 endorsement must be included and $3,000,000.00 per accident, limits for bodily injury and property damage will apply.

The policy shall be endorsed to include the following additional insured language: “The City of Yuma its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by or on behalf the Contractor involving automobiles owned, leased, hired, borrowed, and/or non-owned by the Contractor”.

The policy shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf the Contractor.

C. Worker’s Compensation and Employers’ Liability

• Workers’ Compensation: Statutory

• Employers Liability Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000

The Contractor shall require sub-Contractors to provide Worker’s Compensation and Employer’s Liability with at least as much coverage as that provided by the Contractor.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

D. The polices of insurance required under this section are to be primary insurance policies and any insurance policy maintained by the City is considered excess insurance. The existence of excess insurance policies should in no way be construed to limit the requirements of insurance described herein.

In the event, any of the above insurance policies are written on a “claims made” basis, coverage must extend for three years past completion and acceptance of the work or services as evidenced by annual Certificates of Insurance.

1.11 MULTIPLE AWARDS: The City has numerous departments that could become potential customers. In order to ensure that any ensuing contracts will allow the City to fulfill current and future requirements, the City reserves the right to award contracts to multiple companies. The actual utilization of any contract will be at the sole discretion of the City. The City may make multiple awards and should be taken into consideration by each Contractor.

1.12 NO REPRESENTATION OF COVERAGE ADEQUACY: By requiring insurance herein, the City does not represent that coverage and limits will be adequate to protect Contractor. The City reserves the right to request and review any and all complete insurance policies and/or endorsements cited in this Contract but has no obligation to do so. Failure to demand such evidence of full compliance with the insurance requirements set forth in the Contract Documents or failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to always maintain the required insurance during the performance of the Contract.

Ref #: RFB-26-297

11/3/2025

1.13 PRICE ADJUSTMENT: The City’s Procurement Manager and the user department will review documented requests for price increases after any contract has been in effect for one year. Any general price increase adjustment will only be made at the time of contract extension and will be a factor in the extension review process. The City Procurement Manager will determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.

1.14 PRICE REDUCTION: If the contracted price is higher than the current Fair Market Value for the commodity, the City of Yuma may request the awarded Bidder(s) to reduce the price to the current Fair Market Value. The current awarded Bidder may offer to the City of Yuma a price reduction adjustment at any time during the term of contract. The price reduction adjustment will become effective upon the City’s receipt of notice.

1.15 TERM: This contract will be renewable for four (4) additional one-year terms, one year at a time.

It will be the vendor's responsibility to notify City of any price change 30 days prior to the anniversary date of contract renewal. Failure to do so may result in the denial of any increase requested. The contract will automatically be renewed annually at the same price(s) if no request has been received.

END OF SPECIAL TERMS AND CONDITIONS

Ref #: RFB-26-297

11/3/2025

2. Additional Requirements

2.1. BACKGROUND: The City of Yuma requires comprehensive services to ensure the safe, reliable, and compliant operation of its overhead doors and automated gate systems. This project encompasses the corrective maintenance, as-needed preventive maintenance, repair, and replacement of various types of commercial and industrial door systems located throughout City facilities.

The City maintains approximately 94 overhead doors and 55 automated gate operators across multiple sites, including public safety facilities, public works operations, utility yards, transit locations, and other municipal structures. Regular maintenance and timely repairs are critical to maintaining operational readiness, ensuring continuity of City services, and complying with manufacturer specifications, safety codes, and applicable regulatory standards.

The services and tasks to be performed include the furnishing of all labor, materials, tools, equipment, supplies, and incidental or customary work necessary to competently perform overhead door and gate system maintenance, repair, replacement, and related services.

Services may include but are not limited to:

- Lubrication, Adjustment, and Calibration, including tightening hardware, lubricating moving components, adjusting door balance and spring tension, setting travel limits, and confirming proper gate operator sequencing.

- Repair and Replacement Services for damaged, worn, or non-operational components, including rollers, tracks, hinges, cables, pulleys, springs, weather seals, safety sensors, access control interfaces, and electric motors. Parts shall be billed at cost plus the awarded markup.

- Automated Gate Operator Services, including diagnostics, safety feature testing, entrapment protection verification, motor repair or replacement, loop detector functionality checks, and integration with existing access control equipment.

- Emergency and Routine Service Calls, including a standard 24-hour response window for routine requests and a 4-hour response requirement for emergency service calls or situations affecting facility operations or safety.

- Evaluation of System Condition and Safety Compliance, including confirmation of proper counterbalance, structural integrity, safe operation, and conformity with OSHA safety guidelines and manufacturer recommendations.

- Documentation and Reporting, including maintenance logs, inspection checklists, identified deficiencies, recommended corrective actions, parts replaced, and labor hours, provided to the Facilities Maintenance Representative.

- Site Safety and Workmanship Compliance, requiring all work to be performed by trained and qualified technicians in accordance with applicable safety standards, including OSHA and manufacturer installation/maintenance specifications.

- Additional Services, including installation of new units when required, safe removal and proper disposal of replaced equipment, and providing recommendations for system upgrades, improved safety features, and long-term asset performance.

Ref #: RFB-26-297

11/3/2025

2.2. MINIMUM QUALIFICATIONS: Each Bidder must, at a minimum, meet and maintain the qualifications or requirements listed in the following sections. Sections specifying Bidder action will do so on Qualification Questionnaire #Q-38IX.

2.2.1. Prior to award, the Bidder must possess a City of Yuma business license. All Bidders awarded contracts with the City that come on City property to conduct business or perform services shall be required to obtain a City of Yuma Business License. For further information, email businesslicenses@YumaAz.gov or call (928) 373-5074.

2.2.2. Knowledge of Regulatory Requirements: The Contractor must be thoroughly knowledgeable of all applicable local, state, and federal regulations governing the inspection, maintenance, repair, installation, and replacement of commercial overhead door systems and automated gate operators. This includes compliance with the City of Yuma–adopted building and safety codes, which incorporate the International Building Code (IBC), International Fire Code (IFC), and associated provisions governing powered doors, rolling steel assemblies, automated gates, and means‑of‑egress requirements.

Contractors must also adhere to Arizona State requirements related to mechanical systems, electrical connections, and access control equipment, including those enforced by the Arizona Registrar of Contractors (ROC) under classifications such as B‑1, B‑2, or CR‑5. In addition, the Contractor must comply with all Occupational Safety and Health Administration (OSHA) standards governing the safe servicing of overhead doors, torsion spring systems, chain‑drive and jackshaft operators, gate operators, and related equipment, including lockout/tagout, strain and pinch‑point hazards, and fall‑protection requirements.

The Contractor must comply, where applicable, with Environmental Protection Agency (EPA) regulations related to the handling, disposal, and recycling of lubricants, electronic components, motors, batteries, sensors, and metal assemblies. All work must also comply with relevant provisions of the Arizona Administrative Code concerning contractor licensing, electrical systems, workplace safety, and equipment operation.

The Contractor is responsible for obtaining any necessary permits or approvals required for the installation, modification, or replacement of overhead doors, structural supports, or powered gate systems. All work performed under this contract must meet or exceed these regulatory requirements as well as all manufacturers’ specifications and recognized industry standards.

2.2.3. In the Requested Document section of Bonfire, bidders must upload copies of all applicable certifications and licenses required to perform overhead door and automated gate system maintenance, repair, and installation services. This includes:

2.2.3.1. Proof of technician training or factory certification for commercial door and gate operator systems.

2.2.3.2. Documentation of any specialized training relevant to high‑cycle industrial operators, automated gate systems, safety sensor technologies, or access‑control integration.

Ref #: RFB-26-297

11/3/2025

All certifications must be current and clearly identify the issuing authority, the individual’s name (where applicable), and the company name.

2.2.4. All personnel employed by the Contractor shall be properly trained, licensed, and insured as required for the performance of overhead door and automated gate system work. Only qualified technicians may perform installation, adjustment, or servicing of springs, operators, sensors, and related mechanical or electrical components.

2.2.5. The Contractor shall maintain all required licenses for its work and is responsible for securing all necessary permits associated with door or gate installation, structural alterations, electrical connections, and access control interfaces. Failure to secure or maintain required permits, documentation, or certifications may be considered grounds for termination of the contract.

2.2.6. Safety Protocols and Training: The Bidder must have comprehensive safety protocols in place to protect workers, City personnel, and the public while performing Services.

Technicians must receive appropriate safety training related to overhead door and gate systems, including but not limited to OSHA requirements, hazard recognition, lockout/tagout procedures, operator safety devices, tensioned spring systems, lifting hazards, and equipment operation in active municipal environments.

2.2.7. The Bidder must have been actively engaged in the commercial overhead door and automated gate system maintenance, repair, and installation business for a minimum of three (3) years within the last five (5) years.

2.3. VENDOR EMPLOYEES:

2.3.1. Bidder shall have a local field representative available at all times during the contract period.

2.3.2. Bidder employees shall be required to wear a clean uniform bearing the Bidder’s company name and/ or logo. All employees shall conduct themselves in a professional and courteous manner.

2.3.3. Bidder employees are not to be accompanied in the work area by acquaintances, family members, or any other person unless said person is an authorized Bidder employee.

2.4. WORK AREA: It shall be the Contractor’s sole responsibility to insure the work area is maintained in a safe and secure condition at all times. The Contractor shall, upon completion of work, remove all debris, and put the work site and public right-of-away in a neat and clean condition. The Contractor shall carry on the operation in such a manner that damage is not inflicted to existing facilities, grounds, utilities or other structures. In the event Contractor causes damage to City property, Contractor shall replace or repair the same at no cost to the City as directed by the Director of Facilities Management.

2.5. EQUIPMENT: The Contractor shall provide and maintain during the entire period of this contract, equipment sufficient in number, operational condition, and capacity to efficiently perform the work and render services required by this contract. This includes “back-up” equipment to provide uninterrupted service when equipment breakdown occurs.

Equipment used in the execution of this contract shall comply with all applicable local, state, federal, and tribal laws, statues, ordinances, rules and regulations, and the acts, codes orders

Ref #: RFB-26-297

11/3/2025 and decrees on any administrative bodies, councils or tribunals. All vehicles must be maintained in good repair, appearance, and conditions at all times.

Equipment, machinery, component, or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment. In addition, the Contractor’s vehicles and mobile equipment shall be clearly marked with company name and/or logo and identification number.

The City reserves the right to inspect equipment at any time and require the replacement of any that does not meet the minimum serviceability standards. Equipment, machinery, component or system failures that affect the safe operation of any equipment shall be corrected prior to using the equipment.

2.6. SUSPENSION OF WORK: The Contractor is required to suspend operations if there are concerns regarding hazardous conditions, such as the discovery of dangerous materials, utility disruptions, or any other potential risks that could endanger bidder employees, City staff, or the public. In the event of such a suspension, it is the Bidder's responsibility to promptly notify the Facilities Maintenance Supervisor.

The Facilities Maintenance Supervisor has the authority to suspend work operations at any time if, in their judgment, conditions exist that make it unsafe or ineffective to continue work. The Facilities Maintenance Supervisor or designated City staff shall immediately suspend operations when observed work performance is in violation of safety rules, regulations, or practices. Violation of safety rules, regulations, or practices may be considered grounds for termination of the contract.

2.7. SAFETY: The Bidder shall adhere to all regulations, rules, ordinances, and standards set by federal, state, county, and city of Yuma governments when providing these services. The Bidder shall be responsible for the training and instruction of all workers, employees and subcontractors on all required job safety standards. Upon request, the Vendor shall demonstrate to the City’s satisfaction any programs, procedures and other activities used to ensure compliance.

2.8. PRICING: The Contractor shall provide all services under this contract at the rates submitted in the applicable Pricing Schedules (BidTables). Pricing shall be structured according to the type of service rendered and shall remain firm for the initial contract term and any renewal periods unless otherwise approved by the City. The Pricing Schedules shall include all billable services, such as service calls, corrective maintenance, repairs, as-needed preventive maintenance, new installations, and specified parts and materials. No additional charges beyond those identified in the Pricing Schedules will be permitted unless expressly authorized by the City.

2.8.1. Repairs, Maintenance, and New Installations – Time and Materials: All repairs, corrective maintenance, and new installations performed under this contract shall be billed on a time‑and‑materials basis.

2.8.1.1. Labor: The Bidder shall provide hourly labor rates and a percentage markup for materials in the Pricing Schedules. The hourly rate must be fully burdened, including overhead, tools, equipment, travel, mileage, and all other associated costs. No separate trip charges, mobilization fees, Ref #: RFB-26-297

11/3/2025 equipment fees, or other surcharges shall be allowed unless expressly authorized by the City.

2.8.1.2. Materials - Cost Plus Percentage: All parts, components, and materials required for repairs, maintenance, or installation shall be billed at the Bidder’s actual cost plus the percentage markup submitted in the Pricing Schedules. The markup percentage shall remain firm for the duration of the contract. The City reserves the right to request documentation to verify actual cost at any time. No markup may be applied to labor.

2.8.1.3. Estimate Requirements: All services performed on a time‑and‑materials basis require a written Estimate prior to work being authorized. All Quotes requested by the City must be Estimates, not Proposals. Lump‑sum Estimates will not be accepted. Each Estimate must provide individual line items for labor and materials and must contain the contract number, the name and address of the work site, a detailed scope of work, and itemized labor and material costs. Only actual hours spent on the job may be billed, and the Contract Administrator or designee will verify hours worked to ensure accuracy and compliance.

If the Bidder uses their own quote sheet, any contractor terms and conditions appearing on the document shall be deemed non‑applicable and void. Only the terms and conditions contained in this solicitation and the resulting contract shall apply, regardless of any language printed on the Bidder’s forms.

2.8.2. Service Calls: Unscheduled service calls shall be billed at a flat rate. Only one service call fee may be charged per site visit, regardless of the number of overhead doors or automated gate systems serviced. No additional service call fees may be charged for follow‑up inspections or repairs occurring within a four‑week span at the same street address listed in Attachment A or as otherwise designated by the City, unless expressly authorized.

2.9. INVOICING: Payment shall be made in accordance with the City of Yuma’s Terms and Conditions. The Contractor shall submit an itemized invoice for all services performed. Each invoice must include, at a minimum, the following information:

2.9.1. The department and location where services were performed.

2.9.2. The type and quantity of overhead doors and/or automated gate systems serviced.

2.9.3. For repairs or corrective maintenance: the quantity of labor hours billed, applicable labor rate(s), and a description of the work performed.

2.9.4. An itemized list of parts, components, and materials used, including the Contractor’s actual cost and the applied markup percentage in accordance with the Pricing Schedules.

2.9.5. For new installations: description, quantity, and unit price of any new overhead doors, operators, gate systems, or related components provided.

Ref #: RFB-26-297

11/3/2025

2.10. SALVAGE AND DISPOSAL OF MATERIALS: The City reserves the right to keep any item(s) being replaced under this contract on a case-by-case basis. If the City elects to keep the item(s), the successful Bidder shall be responsible for removing and delivering the items to the Procurement Warehouse, 190 W. 14th Street. If the City determines the material or equipment is not salvageable and can be disposed of, successful Bidder shall be responsible for proper disposal.

2.11. BACKGROUND CHECKS: All Bidder employees who perform work under this contract shall be subject to a background check. Bidder will be required to provide any required personal information, as may be requested, to process background clearances for access to any City building.

2.12. DEBRIS MANAGEMENT: All materials, debris, and waste generated during the Services shall be disposed of through proper channels in compliance with applicable regulations and local waste management guidelines. The bidder shall be responsible for the safe and responsible disposal of all materials, ensuring that they are transported to approved disposal sites. Any costs associated with the lawful disposal of materials shall be the sole responsibility of the bidder.

2.13. WARRANTY: The successful Bidder shall guarantee the work performed for a period of one year, or as specified by manufacturer, from the date of final acceptance and/or inspection of the project by City personnel. The warranty period shall commence the day after inspection has been completed and approved by City personnel. The successful Bidder shall furnish the City with all manufacturers or suppliers’ written guarantees and/or warranties covering materials and equipment furnished under each project. In the event the successful Bidder must perform repairs during the warranty period, all costs associated with warranty item(s) shall be borne by the successful Bidder, unless other arrangements have been mutually agreed upon between the City and successful Bidder.

2.14. REPORTING: The City reserves the right to request a semi-annual report on orders placed against the contract. The report shall indicate a description of service or item, quantity purchased, unit price and extended price. The report shall indicate the period of time covered by the report starting from the date the first order is received and ending with the date it is prepared. The report must be organized as follows:

QUANTITY LOCATION

DESCRIPTION OF

SERVICE/ITEM UNIT PRICE

EXTENDED

PRICE

The City reserves the right to request reports within a particular time frame, i.e. fiscal year.

These reports must be furnished within 14 days of request.

2.15. MONITORING CONTRACT COMPLIANCE: The City of Yuma will utilize a contract compliance function to ensure that it receives all contracted services, and that the Bidder is paid promptly and in full for work performed to the City’s satisfaction.

2.15.1. The Facilities Maintenance Supervisor, Public Works Supervisor, and/or Utilities Supervisor (City Designee) are responsible for routine direct coordination with the Bidder. This includes requesting services, providing or coordinating access to

Ref #: RFB-26-297

11/3/2025 worksites for the Bidder’s employees when necessary, providing technical assistance and support, monitoring the Bidder’s performance, discussing overall contract administration and compliance, documenting contract performance, and coordinating with the City’s Procurement Division.

2.15.2. Monitoring Bidder Performance: The City of Yuma will utilize the following steps to monitor Bidder performance:

2.15.2.1. On-Site Monitoring: The City Designee shall monitor the Bidder's performance at any time during service through observation, discussion, and technical assistance. They may use the contract, personal expertise, judgment, inspection, and independent third-party review to draw conclusions about the Bidder's performance.

2.15.2.2. Inspection of Equipment, Parts, Materials, and Supplies: The City Designee may conduct inspections or testing of any and all equipment, parts, materials, or supplies provided by the Bidder to verify compliance with contract requirements and manufacturer specifications.

2.15.2.3. Equipment Testing and Performance: The City Designee may independently test or have equipment tested by an outside third-party to verify specifications and performance. The performance of the equipment provided by the Bidder shall be a key indicator of the Bidder's overall performance.

2.15.2.4. Independent Inspection of Audit: Notwithstanding any audit clause in this contract, the City Designee may conduct a review, inspection, or audit of the Bidder’s work or performance related to any contract requirement at any time.

2.15.3. Correcting Contractor Performance: The Bidder will adhere to and cooperate with the following processes and steps for documenting and correcting performance issues.

These steps will be in addition to any other standard contractual remedies and are intended to resolve performance-related matters to the full satisfaction of the City Designee, thereby ensuring the interests of the City are protected.

2.15.3.1. Informal Discussion: The City Designee shall promptly and informally resolve non-critical contract performance issues at the first level through a discussion with the on-site Bidder employee.

2.15.3.2. Notification to Building Safety Division: If, in the judgment of the City Designee, performance is deemed repetitive, serious, or critical, or if an informal discussion has not resolved a non-critical issue, the City Designee shall notify the Assistant Director of Facilities Management.

2.15.3.3. Reporting Deficient Performance to the Bidder: The City Designee will forward copies of written performance comments (Vendor Incident Report) to the Assistant Director of Facilities Management, requesting follow-up action from the Bidder’s representative to resolve the performance matter.

Ref #: RFB-26-297

11/3/2025

2.15.3.4. Consultation with the Bidder: The Bidder’s designated management representative shall, at the request of the Assistant Director of Facilities Management and Procurement Agent, meet to discuss and resolve noted instances of deficient contract performance. This step aims to formally provide the Bidder the opportunity to correct the deficiencies. A member of the Procurement Division shall be in attendance during this meeting. The Bidder shall respond to said deficiencies with a formal response detailing corrective actions.

END OF ADDITIONAL REQUIREMENTS