840900doorArl.pdf

ITB No. N1491

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

INVITATION TO BID NO. N1491

ELECTRONIC SEALED BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 12:00 P.M. ON

THE 25TH DAY OF SEPTEMBER 2026 FOR:

MAINTENANCE AND REPAIR SERVICES FOR ADA, REVOLVING, AND POWER DOORS

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

• NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. AS A PART OF NEW SUPPLIER

REGISTRATION, IT IS IMPORTANT TO SELECT THE PRODUCTS AND SERVICES RELEVANT TO YOUR

ACCOUNT.

• EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE. TO MAKE

CHANGES TO YOUR PRODUCT AND SERVICE OFFERINGS, PLEASE SUBMIT YOUR REQUEST HERE.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE BID SOLICITATIONS IN PRISM+, REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM

ARLINGTON COUNTY.

The County will conduct a virtual bid opening via Microsoft Teams Application (APP). Bidders interested in viewing the public bid opening must download the APP and join the meeting via the Microsoft Teams APP and enable audio, video or both. The link to join the virtual bid opening is provided below:

Join Microsoft Teams Meeting +1 347-973-6905 United States, New York City (Toll)

Conference ID: 366 703 177# https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-exkk-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Fredwood%2Fsupplier-registration%2Fregister-supplier%2Fregister-supplier-verification%3Fid%3DRBAftsyLsxSthoDqyfAnzfehRnTK0SFy3Lx4mg8FNL22rWJ%252FZ8sUGRoTNQ%253D%253D&data=05%7C02%7Clalexander%40arlingtonva.us%7Cde2fad2841704c609bb608dd4dd5f468%7C803548041fdf428e9f5f5091e994cf54%7C0%7C0%7C638752303541450466%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=6e8v7qravz6alsbuEcEY0kSxFqjz%2FZEy8JQ3%2F9PcHh8%3D&reserved=0 https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/ https://egov.arlingtonva.us/TicketGeneration/Tickets/SupplierTechTicket https://teams.microsoft.com/meet/266674695507173?p=ZN7cLUY7n9zzORrlc7 https://teams.microsoft.com/meet/266674695507173?p=ZN7cLUY7n9zzORrlc7 tel:+1%20347-973-6905,,814000887#%20

PREBID CONFERENCE

A virtual prebid conference will be held September 4, 2026, at 11:30 a.m., on Microsoft Teams to allow potential bidders an opportunity to obtain clarification of the specifications and requirements of the solicitation. To join the meeting, please click the following link Microsoft Teams Meeting, or join by dialing +1 347-973-6905,,200829163# and enter Conference ID 200 829 163#. ATTENDANCE AT THE PREBID CONFERENCE IS OPTIONAL. Minutes of the prebid conference will be recorded by the County and may be incorporated into the solicitation documents through an Addendum. Interested bidders are, however, urged to attend.

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP, OR REGISTERED AS A LIMITED LIABILITY PARTNERSHIP, MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF VIRGINIA

BEFORE CONTRACT AWARD (REFER TO AUTHORITY TO TRANSACT BUSINESS SECTION OF THE

SOLICITATION FOR FURTHER INFORMATION).

Arlington County reserves the right to reject any and all bids, cancel this solicitation, and waive any informalities as defined in the Arlington County Purchasing Resolution.

Arlington County, Virginia Office of the Purchasing Agent

Antonino Mautino Aguirre, VCA

Buyer amautino@arlingtonva.us https://teams.microsoft.com/meet/241532147476894?p=JN1gyWuSBN89uNpTDE tel:+13479736905,,200829163 mailto:amautino@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. SCOPE OF SERVICES

III. CONTRACT TERMS AND CONDITIONS

EXHIBIT C - CONTRACTOR PERFORMANCE EVALUATION FORM……………………………………………….38

IV. ATTACHMENTS AND FORMS

BID FORM

ATTACHMENT A – PRICING SHEET

I. INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS INVITATION TO BID.

All communications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award of a contract resulting from this solicitation, bidders are prohibited from contacting any County staff other than those assigned to the Office of the Purchasing Agent.

QUESTIONS REGARDING THE ORIGINAL SOLICITATION MUST BE SUBMITTED BY SEPTEMBER 10. 2026, AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION

DEADLINE WILL BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued by the Office of the Purchasing Agent.

If the County issues an addendum after a bidder submits a bid, the bidder must acknowledge the addendum in PRISM+ and resubmit the bid. The bidder must take these steps after each addendum if the County issues more than one in the course of a solicitation. If the bidder does not take these steps, the County will no longer see or consider the bidder’s original bid. The County is not responsible for missed PRISM+ acknowledgments or the bidder’s failure to acknowledge the addendum or resubmit a bid.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a bidder is interested in more than one bid for a solicitation, including both as a bidder and as a subcontractor for another bidder, or that collusion exists between two or more bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on bids of two or more different bidders. Bidders rejected under the above provision will also be disqualified if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the bidder considers the material confidential or proprietary. It is the bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

4. DEBARMENT STATUS

The bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from https://fa-exkk-saasfaprod1.fa.ocs.oraclecloud.com/fscmUI/faces/NegotiationAbstracts?prcBuId=300000009743672&_afrLoop=14301948248763335&_afrWindowMode=0&_afrWindowId=null&_adf.ctrl-state=5or86ikyg_1&_afrFS=16&_afrMT=screen&_afrMFW=1504&_afrMFH=915&_afrMFDW=1504&_afrMFDH=1003&_afrMFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0 submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. AUTHORITY TO TRANSACT BUSINESS

Any bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the bidder is not required to be so authorized. The County may require a bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

6. ARLINGTON COUNTY BUSINESS LICENSES

The successful bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

7. VIRGINIA CONTRACTOR LICENSE

For all work that is classified as being performed by "Contractors" as defined by the Virginia State Board for Contractors, a Class A, B, or C License is required.

If a contract for performing or managing construction, removal, repair or improvements is for $120,000 or more, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $750,000 or more, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS A CONTRACTOR."

If a contract for performing or managing construction, removal, repair or improvements is for $10,000 or more, but less than $120,000, or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is $150,000 or more, but less than $750,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS B CONTRACTOR."

If a contract for performing construction, removal, repair or improvements is for $1,000 or more, but no more than $10,000 or if the total value of all such construction, removal, repair, or improvements undertaken by the bidder within any twelve month period is less than $150,000, the bidder is required under Title 54.1, Chapter 11, Code of Virginia, as amended, to be licensed as a "CLASS C CONTRACTOR."

Class C contractors shall not include electrical, plumbing, and heating, ventilation and air conditioning contractors.

http://www.scc.virginia.gov/ mailto:business@arlingtonva.us

For further information, contact the State Board for Contractors, 2 South Ninth Street, Richmond, VA 23219, (804) 367-8511.

8. ESTIMATED QUANTITIES/NON-EXCLUSIVITY OF CONTRACTOR

The contract that will result from this solicitation will not obligate the County to purchase a specific quantity of items during the Contract Term. Any quantities that are included in the contract documents are the present expectations the County has for the period of the contract, and the County is under no obligation to the estimated quantity, or any, amount as a result of having provided this estimate or of having had any normal or otherwise measurable requirement in the past. The County may require more goods than the estimated annual amount, and any such additional quantities will not give rise to any claim for compensation over the unit prices and/or rates specified in the contract.

The items covered by this contract may be or become available under other County contract(s), and the County may determine that it is in its best interest to procure the items through such other contract(s).

The County does not guarantee that the selected contractor will be the exclusive provider of the goods covered by the resulting contract.

9. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the bidder.

The bidder name on the electronic bid submittal shall be the same as the Contractor/Vendor name on the uploaded W9 Form and the registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSION IS ALLOWED. NO BID SUBMITTED VIA MEANS OTHER THAN PRISM+

ELECTRONIC UPLOAD WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the bidder.

Arlington County is not responsible for late submissions, missed Addendums, or questions not submitted before the last date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to bid acceptance, Arlington County may request the bidder to withdraw or modify any such modifications or additions, if it does not affect quality, quantity, price, or delivery.

10. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission, if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

11. ERRORS IN EXTENSION

If the unit price and the extension price differ, the unit price will prevail.

12. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for nonresponsiveness.

The County reserves the right to permit a bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of nonresponsiveness.

13. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

14. NEW MATERIAL

Unless the solicitation specifically allows it, all offered goods, materials, supplies and components must be new, not used or reconditioned, and must be current production models. If the bidder believes that used or reconditioned goods, materials, supplies or components will be in the County's best interest, the bidder must notify the County in writing of the reason(s) at least ten business days before the bid deadline.

If the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components, such approval will be communicated to the bidders in an Addendum to the solicitation.

15. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful bidder.

16. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

17. QUALIFICATION OF BIDDERS

The Purchasing Agent may require a bidder to demonstrate that it has the necessary facilities, ability and financial resources to furnish the materials or goods specified herein. A bidder may also be required to provide past history and references.

18. ALTERNATE BID

Bidders who have other items they wish to offer in lieu of, or in addition to, what is required by this solicitation shall submit a separate bid clearly marked “ALTERNATE BID”. Alternate bids will be automatically deemed nonresponsive.

19. BID WITHDRAWAL PRIOR TO BID OPENING

The bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the bidder to remove and/or resubmit a bid before the bid deadline.

20. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

21. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible bidder determined by the Grand Total of Attachment A – Pricing Sheet. Bidders must bid on all items to be considered responsive.

22. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation in a bid insofar as those defects or variations do not affect the price, quality, quantity, or delivery schedule of the goods being procured. If insufficient information is submitted for Arlington County to properly evaluate a bid or a bidder; the County may request such additional information after bid opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

23. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County Purchasing Agent at least 10 working days prior to bid due date. If the County permits alternate coverage, an amendment to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

24. NOTICE OF DECISION TO AWARD

When the County has made a decision to award a contract(s), the County will post a Notice of Award or Intent to Award to the Arlington County’s Purchasing Division website.

25. EXPENSES INCURRED IN PREPARING BID

The bidder is responsible for all expenses related to its bid.

26. RIDER CLAUSE

The bidder will have the option to extend any contract resulting from this solicitation as follows:

A. Extension to Other Jurisdictions The County extends the resultant contract(s), including pricing, terms and conditions, to all public entities under the jurisdiction of the United States of America and its territories.

B. Inclusion of Governmental & Nonprofit Participants Eligible entities include but are not limited to private schools, parochial schools, non-public schools such as charter schools, special districts, intermediate units, non-profit agencies providing services on behalf of government, and/or state, community and/or private colleges/universities.

C. Contract Agreement

The contractor may be required by a using jurisdiction to enter into a separate contract containing general terms and conditions unique to that jurisdiction.

27. NEGOTIATIONS WITH LOWEST RESPONSIVE AND RESPONSIBLE BIDDER

If the bid by the lowest responsive and responsible bidder exceeds available funds, the County reserves the right to negotiate with the apparent low bidder to obtain an acceptable price. Negotiations with the apparent low bidder may involve discussions of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject to final approval of the County, in its sole discretion.

28. ELECTRONIC SIGNATURE

If awarded, the bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II. SCOPE OF SERVICES

1. INTRODUCTION

Arlington County is seeking to establish a five (5) year contract with a qualified firm to provide preventive maintenance, inspection, replacement, testing and repair of ADA doors and operators, revolving doors and other similar power doors associated with controls in county owned and leased facilities. Included but not limited to door types in this solicitation are commercial exterior/store front, automatic door systems and revolving systems.

2. SERVICE REQUIREMENTS

The Contractor shall furnish all necessary labor, transportation, parking fees, tools-of-the-trade including specialized testing equipment, consumable supplies and materials (i.e. caulking, tape, screws, fasteners, etc.) as required to provide repair, modification, replacement, and installation of doors, door closures and automatic pedestrian door systems, and ADA door operators in County-owned and leased facilities.

The Contractor shall supervise and direct the work of its employees and subcontractors. The Contractor shall only assign those employees and subcontractors to work under this Contract that are fully qualified to perform the assigned task and have the necessary certification and training.

NO “PORTAL TO PORTAL” CHARGES OR FUEL SURCHARGES ARE PERMITTED UNDER THE CONTRACT.

3. CONTRACT CHANGES

The County reserves the right to add or remove equipment and services to or from the Contract through a written amendment, executed by both parties. The additions or removals shall be at the sole discretion of the County, at prices agreed upon between the County and the Contractor. The negotiated cost of servicing of listed equipment discontinued from service during the contract term shall be deducted from the Contract price. Price for servicing the equipment added shall be added to the annual Contract price.

The value of any such additions or subtractions shall be negotiated between the County and the Contractor.

4. PROGRESS MEETINGS

On an as needed basis, the Contractor’s Contract Manager shall meet with the County Project Officer or designee at a time and location accommodating to the County to review the performance and to discuss any Contract related items.

The Contractor shall take meeting notes and produce meeting minutes for all progress meetings. The minutes shall be provided to the County Project Officer or designee within five (5) business days after the date of the meeting.

5. PREVENTIVE MAINTENANCE

The Contractor shall be able to repair and provide preventive maintenance for revolving and ADA doors in the County facilities per the Preventative Maintenance (PM) task listed in Schedule A and the equipment listed in Schedule B. The Contractor shall provide to the County Project Officer within ten (10) calendar days of the issuance of a valid County Purchase Order an inspection, testing, and preventive maintenance first-month schedule for all equipment in Schedule A for review and approval by the County Project Officer. The Contractor shall begin inspection and maintenance on all equipment in Schedules A upon County approval of the submitted schedule. The Contractor shall submit a bi-annual schedule for approval to the County Project Officer ten (10) calendar days prior to the start of each period. The County reserves the right to have the Contractor adjust the preventive maintenance frequency on an as needed basis.

Upon completion of the initial service of all equipment listed in Schedule A and within sixty (60) calendar days of the County’s approval of the schedule, the Contractor shall submit to the County’s Project Officer one (1) electronic PDF copy of a written report identifying the building name, building address, the date of service visit and the following information.

a) Equipment type and manufacturer (the Contractor shall verify the equipment listed in Schedule A for accuracy). Include any equipment not indicated on Schedule A;

b) A statement as to the current condition of the equipment;

c) A description of work performed as a part of the semi-annual preventive maintenance visit;

d) Specific recommendations for any repair or modification which the Contractor believes could enhance the operation of the equipment; and

e) An estimate of the cost of each task to accomplish the work recommended in item 4 above using the contract labor rates.

A written report shall be provided yearly after each annual service and within sixty (60) days.

All major deficiencies found during any service visit shall be relayed by phone to the County Project Officer or designee on the same day of the service visit.

All recalled parts shall be replaced with the new parts by the Contractor at no cost to the County and reported to the County Project Officer or designee.

All inspection, testing, and preventative maintenance of all equipment shall be performed by technicians that meet the criteria of technicians identified in the Contractor’s Personnel Requirements Section.

6. WORK TICKET & WORK ORDERS (Work less than $10,000) For service work less than $10,000, the County will issue Work Orders to the Contractor. All service performed work shall require associated Work Tickets indicating the issued Work Order number. The Contractor’s employees shall validate their time and material work through sign-off on the Work Ticket by the County Project Officer or designee. The sign-off on the Work Ticket shall be considered evidence of the site visit only and shall not be construed as the County’s acceptance of any work performed during the visit.

The Contractor shall provide a daily update to the County Project Officer or designee of all completed and open work orders.

7. PROJECT WORK (Work greater than $10,000) The Contractor shall submit a formal proposal for all inspection, testing, maintenance, repair, replacement, and new installation projects (excluding preventative maintenance) for approval by the County. The Contractor’s proposal shall be based strictly on the Contract Labor Rates listed on the Bid Form, and on the actual cost for materials used to complete the work. The proposal shall indicate the cost for the work, all the necessary materials and the associated labor, each as a separate line item. Upon acceptance of the proposal by the County Project Officer or designee, the County will issue a separate Purchase Order (PO) for the work. The Contractor shall not begin the work without receipt of the approved PO and an official written notice to proceed authorized by the County Project Officer or designee. The County reserves the right to solicit additional cost proposals or issue separate solicitations(s) for any such project work.

8. PROJECT SCHEDULES & GUIDELINES

To ensure timely project delivery, the Contractor must adhere to these maximum turnaround times:

A. Initial Response: Within one (1) business day of receipt of work request.

B. Site Visit: Conducted within three (3) business days (if required).

C. Written Proposal: Submitted within seven (7) business days following the site visit.

The following timelines represent the maximum allowable duration for each phase. All deliverables will be finalized no later than the schedule listed above.

9. EMERGENCY REQUEST SERVICES

If the project is identified by the County project officer or designee as an emergency, the Contractor shall provide a verbal quote and proceed with the work upon receipt of verbal or email notification approval from the County project officer or designee. A written proposal shall be submitted to the County project officer or designee no less than three (3) calendar days of the emergency work being completed. The County reserves the right to solicit additional cost proposals or issue a separate bid (s) for any such project work.

10. WORK OF OTHER TRADES

When job assignments require that the Contractor cut holes in surfaces (walls, floor, ceilings, entranceways etc.), the Contractor shall notify the County’s project officer in charge of the assignment so that arrangements may be made to have the affected surface repaired by others, or to add the surface restorations to the Contractor’s estimate to the County and issue an increase to the Purchase Order for the job assignment, if applicable. All requests to increase the Purchase Order must be submitted via Change Order and approved by the Purchasing Agent. The Contractor shall obtain an approved purchase order prior to beginning work.

11. SUBCONTRACTOR WORK

The Contractor may use subcontractors to perform work only with prior written approval by the County project officer or designee. A detailed subcontractor cost proposal shall be provided to the County project officer. The County will reimburse the Contractor for any subcontractor work at the labor rate and materials charged by the subcontractor at the Contractor’s cost per Contractor Bid Form - no cost mark-ups are allowed under this contract. Contractor must be onsite to always oversee subcontractor work.

12. WORK HOURS

Regular work hours are defined as: 7:00 a.m. to 5:00 p.m., Monday through Friday, except weekends and County-observed holidays per the schedule linked here https://topics.arlingtonva.us/holiday-schedule/ .

All work shall be performed during regular working hours unless directed otherwise by the County project officer or designee.

https://topics.arlingtonva.us/holiday-schedule/

13. ON-CALL SERVICE

The Contractor shall provide twenty-four (24) hour on-call and emergency repair services. The Contractor shall respond onsite within two (2) hours of a call identified as an emergency and shall respond onsite within twenty-four (24) hours for routine service calls. On-call repair services shall be completed on a time and materials basis using contract unit prices per Contractor Bid Form. If the Contractor is unable to perform same day repairs on date of arrival due to the necessity of ordering additional materials, such MUST be communicated to the County Project Officer immediately upon that assessment. No work is authorized unless specifically approved in advance by the County project officer and unless a valid County Purchase Order is issued.

The Contractor must check in with the County project officer or designee upon arrival to perform work and must inform the County project officer or designee (via email to the County project officer) upon completion of work and provide an end-of-day status on all repairs being performed.

14. CHECK-IN AT SITE AND SIGN-OFF

The Contractor’s employees shall check in and out with the County’s Facilities Management Bureau Hotline (703-228-4422) to allow for proper notification to County staff at the various sites.

THE CONTRACTOR’S PERSONNEL SHALL CALL THE FACILITIES MANAGEMENT BUREAU

HOTLINE (703-228-4422) AND INFORM THE DISPATCHER IN ADVANCE OF THEIR TIME OF ARRIVAL AT THE

COUNTY FACILITY AND TIME OF DEPARTURE.

15. OVERTIME WORK

Work authorized to be performed on a time and material basis outside of regular work hours shall be paid at the overtime hourly rate (s) provided on the Contractor Bid Form. The Contractor shall not perform overtime work for any reason without advance approval of the County project officer. Work performed outside of regular work hours without advance approval of the project officer or for the Contractor’s convenience shall be paid for at straight-time hourly labor rate (s) only.

16. MATERIAL AND WORKMANSHIP

Prior approval of the County project officer is required when rebuilt parts are proposed for use.

The Contractor understands and agrees that payment to the Contractor for materials used in the performance of any work under this contract on a cost-plus-percentage-of-cost basis is specifically prohibited. All charges for materials for all contract work shall be at the Contractor’s cost. The Contractor must provide supporting invoices/receipts for materials.

The County may, at its option and sole discretion, provide materials or fixtures to the Contractor for installation by the Contractor at the contract unit prices.

Tools of the trade and other trade consumables are not valid contract expenses. The cost of consumable is considered administrative expenses. These shall be included as part of the hourly rates listed on the Pricing sheet.

17. ADDITIONAL EQUIPMENT REQUIREMENTS

Standard tools of the trade and trade consumables shall be available to the Contractor’s personnel from their service vehicle. If the project assigned requires the use of equipment and/or services not covered by this contract or normally associated with the provision of door repair and maintenance services, the estimated costs of the additional equipment and/or services shall be identified in the Contractor’s written proposal for the job. If the County accepts the use of additional equipment and/or services, the Contractor shall be reimbursed only for the actual amount of the cost of such equipment and/or services. The County reserves the right to obtain from others the additional equipment and/or services.

18. CONTRACTOR’S PERSONNEL

A. CONTRACT MANAGER

The Contractor shall assign a qualified individual to serve as the Contract Manager (Field Supervisor, etc.). The Contractor shall identify the Contract Manager to the County within ten (10) days of contract award notification. The Contract Manager shall be experienced in: project management;

supervision of employees; knowledgeable in all aspects of door operation, installation and repair;

have the ability to troubleshoot problems and issues quickly; and be able to consult with the County Project Officer about remedies.

The Contract Manager shall report to the County’s Project Officer for communication, coordination and evaluation of maintenance services and quality control. The Contract Manager shall serve as the single point of contact with the County for work assignments, Contractor cost proposals, and problem resolution.

The Contract Manger shall meet with the County Project Officer for progress meetings on an as needed basis at the County Project Officer’s request.

The Contract Manager hours are not billable and shall be considered Contractor overhead.

B. PROJECT MANAGER

The Contractor shall provide project management on an as-needed basis. The Project Manager shall be responsible for project coordination of installation, repair, and replacement projects. The coordination tasks shall include, but not be limited to: scheduling, ordering and delivery of equipment and materials, project oversight, coordination, and close-out (i.e. checklist, start-up, warranty, etc.).

A Project Manager may only be charged for project work over $10,000.00

C. DOOR TECHNICIAN

The Contractor shall provide two (2) technicians who have at least five (5) years of field work experience in door repair and installation, are Boon Edam Factory trained and certified in repair and inspections of Automatic Door Systems in accordance with ANSI A156.10, ANSI 156.19 and American Association of Automatic Door Manufacturers (AAADM) standards. The Contractor shall always employ during the Contract term at least two (2) door technicians that meet the qualification requirements above.

All employees shall be uniformed or otherwise neatly attired with appropriate employment identification displayed and shall conduct themselves in a professional manner at all times.

19. REQUIRED DOCUMENTATION FOR PAYMENT

The Contractor shall submit invoice for payment for each project. All invoices shall contain the following information:

Associated documentation required for invoice payment:

a) Building name where work was performed.

b) Date and time the repair work was done.

c) Brief description of the service.

d) Amount of billing showing all materials used and total hours required to complete the work.

Contractor’s invoices for materials and signed work order tickets shall be attached.

e) Both Purchase Order and Work Order numbers shall appear in the upper right corner of the invoice.

f) Contractor must submit invoice within fifteen (15) days after the service is completed.

20. TIMELY COMPLETION OF WORK

The Contractor shall proceed diligently to complete the work during regular working hours without interruption, except for scheduled lunch breaks. Scheduling of priority work, including the interruption of a current assignment, requires the advance approval of the County project officer. Priority work identified by the County project officer of designee shall take precedent over current work.

21. COUNTY’S RIGHT TO STOP WORK

The County reserves the unilateral right to cancel any job assigned and in progress if the Contractor, in the opinion of the County Project Officer or designee, is not performing work at a satisfactory pace or fails to perform work in a professional manner commensurate with accepted trade and safety standards.

If a job is canceled, the County will reimburse the Contractor for all work performed and all reasonable quantities of materials delivered to the site prior to the time of cancellation. The County may then contract for completion of the work with another vendor.

22. SPECIAL REQUIREMENTS

A. TRAFFIC MANAGEMENT: The Contractor shall be responsible for maintaining traffic flow, and for protection and safety of vehicles and pedestrians in the area affected by all Contract work. The Contractor must provide all signs, barricades, flashers, and flag-personnel required to maintain traffic flow and safety. Signs and other traffic control devises must be in accordance with the most current VDOT standards. At least one Contractor employee at each site where traffic control is required shall be a VDOT certified flagger trained on Basic Work Zone Traffic Control. All costs associated with traffic management will be paid at Contractor’s cost and reimbursed by Arlington County upon receipt of a detailed invoice. No mark ups are allowed.

B. EQUIPMENT ACCESSIBILITY: The Contractor shall provide the means and methods to access all equipment. This includes, but is not limited to, ladders and scissor lifts (man-lifts).

C. ROOF SAFETY: The Contractor shall follow all applicable federal, state, and local safety requirements and regulations for roof safety.

D. MATERIAL DISPOSAL: The Contractor shall be responsible for proper disposal of all waste and shall remove all trash and waste produced by service. Disposal shall be in accordance with local, state, and federal regulations. The Contractor shall not dispose of any materials in County owned or operated refuse devices and/or equipment (i.e. trash cans, dumpsters, etc.).

E. SAFETY WORK PLAN: The Contractor shall provide a safety work plan to the County Project Officer or designee upon request from the County Project Officer or designee. This plan shall be submitted for approval prior to the start of work.

F. CODES AND STANDARDS: All work performed under this contract shall be in strict accordance with all applicable codes, industry standards, and County Standards https://vbcoa.org/resources/codes/ . Should permits for any work performed by this Contractor be required by Arlington County, the Contractor shall prepare, submit, and obtain approval and the permit from the County. The Contractor shall be responsible for all permit fees.

G. PARKING: Parking for the Contractor will not be provided. The Contractor is responsible for all parking fees associated with its vehicles on job assignments.

23. JUSTICE CENTER BACKGROUND CHECK

Within thirty (30) calendar days after award of the contract, a minimum of two (2) plumbers employed by the Contractor anticipated to work on this contract must obtain background check approval from the Arlington County Sheriff and receive one day Arlington County Detention Facility (ACDF) training to work in the ACDF and Courthouse. Upon the Contractor’s request, the County will reimburse the Contractor for time required for ACDF training.

24. METHOD OF MEASURING PERFORMANCE

The performance of the Contractor shall be measured during the term of the contract by consideration of the following performance criteria:

a) Provision of appropriately certified and trained personnel as required in the section titled “Contractor Personnel”.

b) Number of call-backs to correct malfunctions/failures.

c) Response to requests for work as provided for in these specifications.

d) Performance of services within accepted industry standards and codes.

e) Adherence to contractual requirement for onsite response for emergency work and routine service calls.

f) Performance of services within the time prescribed within accepted industry standards and codes.

g) Contract Manager’s ability to evaluate performance, quality control, and effectively communicate and/or report to the County’s Project Officer as required in the Contractor’s Personnel section; and

h) Adherence to all applicable local, state and federal standards regarding confined space entry and material disposal.

25. SERVICES FOR OTHER COUNTY DEPARTMENTS

This Contract is extended to other County Departments. If other Departments make use of this Contract, a separate Purchase Order (“PO”) must be issued by that Department. All the following, including, but not limited to, project and Contractor management, invoices, scheduling, coordination, and payments shall be the responsibility of the Department issuing the PO.

https://vbcoa.org/resources/codes/

SCHEDULE A

FACILITIES MANAGEMENT BUREAU DOOR TYPES & PREVENTIVE MAINTENANCE LIST

Building Name & Location Qty. of Doors Agency Point of Contact

Min.

Service Door Type

Make & Model

Arlington Art Center (AAC)

Facilities Management

Bureau

(FMB)

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually Boon Edam Revolving

Door

Ingersoll Rand

LCN4630/4640

Series

Arlington County Detention Facility (ACDF)

13 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

LCN R7303

Dormakaba x8

Stanley x 5

Arlington Mill Community Center (AMCC)

27 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Norton Assa Abloy 6000 series

Aurora Hills Library

2 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Besam 074-306 Dorma 081-253

AOMF 1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually Ada Doors

ASSA ABLOY

SW200

Barcroft Sports Complex

3 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Stanley 373354 Stanley 380326 Nabco 089-056

Central Library

5 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Horton Automatics Series 7000

Courts Police Building (CP)

2 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201

Annually ADA Doors

Boon Edam Tour Lock 180+90

Courts Square West (CSW)

4 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Horton Automatic Series 4900

Dormakaba x 3 Carolina Door

Equipment Bureau 4 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Nabco GT 500 Dorma 238-624

Fairlington Recreation Center

3 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Horton T-266 Series 4900

LCN/IR 4640

Fire Station #5

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

ASSA ABLOY

939D

Fire Station #9

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

ASSA ABLOY

SW200

Head Start Building

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

LCN

Homeless Services Center

(2020A)

5 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dormakaba x 4 Carolina Door

Lee Community

Center

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dorma DS1350-

ED700

Lubber Run Recreation

Center

8 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Magic Force x2 Stanly x6

Madison Recreation Center

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Ingersoll Rand LCN 9100 Series

Parks Operations

Building

(PRCR)

4 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Stanley 083051

Residential Program Center

(RPC)

1 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Horton Series4190

Shirlington Bus Station

3 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201

Stanley 115-941

Shirlington Theater

4 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dorma 108-114

Shirlington Library

6 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dorma 085-160

Walter Reed

Community Center

10 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dorma 118-625 x6 Horton x4

Westover Library

2 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Ingersoll Rand

LCN4630-4640

Woodmont Center

2 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

Dorma 155-578 X2

WETA 3 FMB

FMB Hotline 1400 N. Uhle St., Ste 602

Arlington, VA 22201 703.228.4422

Annually ADA Doors

LCN 4630/4640

X 5

DEPARTMENT OF PARKS AND RECREATION EQUIPMENT LIST

Building Name & Location

Qty of doors

Agency Point of Contact

Min Service Door Type Make & Model

Long Bridge Aquatic Center

4 DPR 333 Long Bridge Drive Arlington, VA 22202

1 ADA Doors Dormakaba

FOLLOWING THIS PAGE IS THE AGREEMENT THAT WILL BE ENTERED INTO BETWEEN THE COUNTY AND THE CONTRACTOR. THE AGREEMENT IS PART OF THIS SOLICITATION. THIS AGREEMENT IS SUBJECT TO REVIEW BY THE COUNTY ATTORNEY PRIOR TO BEING SUBMITTED FOR CONTRACTOR'S

SIGNATURE.

III. AGREEMENT AND CONTRACT TERMS AND CONDITIONS

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

SUITE 500, 2100 CLARENDON BOULEVARD

ARLINGTON, VA 22201

AGREEMENT NO.

THIS AGREEMENT is made, on the date of execution by the County, between ____Contractor’s name__ (“Contractor”), a name of state jurisdiction listed on SCC check______ type of entity (i.e., corporation) , authorized to do business in the Commonwealth of Virginia with a place of business at ___address______, and the County Board of Arlington County, Virginia (“County”). The County and the Contractor, for the consideration hereinafter specified, agree as follows:

1. CONTRACT DOCUMENTS

The “Contract Documents” consist of:

• This Agreement

• Exhibit A – Scope of Work

• Exhibit B – Pricing Sheet

• Exhibit C – Contractor Performance Evaluation Form

The Contract Documents set forth the entire agreement between the County and the Contractor. The County and the Contractor agree that no representative or agent of either party has made any representation or promise with respect to the parties’ agreement that is not contained in the Contract Documents. The Contract Documents may be referred to below as the “Contract” or the “Agreement”.

2. SCOPE OF WORK

The Contractor agrees to perform the services described in the Contract Documents (the “Work”), more particularly described in the Scope of Services included with the Invitation to Bid. The primary purpose of the Work is to provide maintenance and repairs services for ADA, revolving, and power doors. The Contract Documents set forth the minimum work estimated by the County and the Contractor to be necessary to complete the Work. It will be the Contractor’s responsibility, at its sole cost, to provide the services set forth in the Contract Documents and sufficient services to fulfill the purposes of the Work.

Nothing in the Contract Documents limits the Contractor's responsibility to manage the details and execution of the Work.

3. PROJECT OFFICER

The performance of the Contractor is subject to the review and approval of the County Project Officer, who will be appointed by the Director of the Arlington County department or agency requesting…