biddoc.pdf

CITY OF LITTLETON, COLORADO

REQUEST FOR QUALIFICATIONS

ON-CALL GARAGE DOOR REPAIRS

RFQ PUBLISHED October 20th, 2026

MANDATORY

PRE-PROPOSAL MEETING

and SITE VISIT

November 3rd, 2026 At 2:00 pm MT

QUESTIONS DUE November 9th, 2026 At 12:00 pm MT

QUESTIONS and ANSWERS

PUBLISHED

November 12th, 2026 SUBMISSION DEADLINE November 24th, 2026

At 12:00 pm MT INTENT TO AWARD December 2026

CONTRACT EXECUTION January 2027

TABLE OF CONTENTS

REQUEST FOR QUALIFICATIONS (“RFQ”)

Section 1 - PROJECT DETAILS

Section 2 – SCOPE OF WORK

Section 3 - SUBMISSION REQUIREMENTS

Section 4 - RFQ TERMS AND CONDITIONS

Section 5 - SELECTION PROCESS

ALL ATTACHMENTS ARE UPLOADED SEPARATELY IN RMEPS

ATTACHMENT A - CONTRACT CERTIFICATION FORM

ATTACHMENT B - SAMPLE CONTRACT

REQUEST FOR QUALIFICATIONS (“RFQ”)

The City of Littleton (“City”) is requesting qualifications for commercial overhead garage door repair, replacement, installation, preventative maintenance, and emergency services.

Responses must be submitted electronically through Rocky Mountain E-Purchasing System (“RMEPS”) by November 24th, 2026 at 12:00 PM MT.

MANDATORY Pre-Proposal Meeting and Site Visit:

Respondents are REQUIRED to attend the mandatory pre-proposal meeting which shall take place on November 3, 2026 at 2:00 PM MT in the Service Center Meeting Room at the Belleview Service Center, 1800 West Belleview Avenue, Littleton, Colorado 80120. The meeting room is located in Building 1, the first building encountered upon entering the property. Immediately following the meeting, respondents must attend the site visit.

Respondents will be held responsible for all information presented at the meeting. The City will publish meeting notes and questions/answers in RMEPS as indicated on page 1.

Respondents who do not attend the pre-proposal meeting and site visit are not eligible to submit a response or be awarded a contract. No additional meetings or other site visits will be offered by the City.

Questions:

All inquiries and questions regarding this RFQ must be submitted electronically in RMEPS by November 9th, 2026 at 12:00 PM MT.

Selection:

A City selection committee shall review the responses received and consider any causes for rejection or disqualification. Respondents may be requested to participate in interviews to further assess their qualifications.

RFQ Designated Contact:

Ryan Rogers, City of Littleton Procurement Specialist, is the RFQ Designated Contact. From the date of issuance of the RFQ through completion of the selection process, any respondent who contacts City employees other than the RFQ Designated Contact may be disqualified from further participation in the selection process, at the City’s sole discretion.

https://www.bidnetdirect.com/colorado

Section 1 - PROJECT DETAILS

A. BACKGROUND:

The City is seeking qualifications for commercial overhead garage door repair, replacement, installation, preventative maintenance, and emergency services.

The City seeks to establish a group of qualified on-call contractors to provide these services on a continuing on-call basis.

B. WORK ISSUANCE:

The City anticipates awarding a two (2) year contract (with an option to renew for one additional year at the City’s sole discretion) to multiple contractors, with work issued on an as-needed basis.

The contractors’ compensation will vary depending upon the number of contracts awarded. No minimum amount of work is guaranteed. The City’s anticipated budget for all services combined is $100,000 per year.

When services are needed, documents describing the nature of the work will be issued to the pool of on-call contractors for preparation of quotes. The selected on-call contractor will receive a Work Order specifying a scope of work, cost, and timing expectations as the need arises.

A Performance and Payment Bond shall be furnished covering all Work Orders performed hereunder. An initial bond in the amount of $100,000.00 shall be provided at the time of contract execution. In the event the dollar amount of Work to be performed exceeds this amount on any given Work Order, the Contractor shall provide properly executed bond Change Riders, in the amount(s) not less than 100% of all Work Orders issued.

The City aims to ensure that work is distributed equitably among all awarded contractors during the term of the contract. It is anticipated that work will be assigned on a rotational basis, and/or by requesting quotes from all contractors for work that is over a specific project cost threshold.

For emergency services, work will be distributed on a rotational basis based on the contractor’s immediate availability and spend capacity remaining on their on-call contract, regardless of project cost. The City reserves the right to request quotes or services from multiple contractors, or from a single contractor, based on the City’s need.

Section 2 – SCOPE OF WORK The Contractor shall provide services on an on-call, as-needed basis to support the functional operation, maintenance, repair, and/or replacement of garage doors at City-owned properties.

Garage door sizes vary, including but not limited to 8' x 8', 10' x 10', 12' x 12', 14' x 14', and 16' x 16'.

NON-EMERGENCY WORK: Scheduled and unscheduled services shall primarily be performed during normal business hours of Monday through Friday 7:00 AM – 4:00 PM. Services may be requested to be performed outside of normal business hours, along with weekends and City holidays.

EMERGENCY WORK: Emergency services shall be performed at the City’s request. The Contractor shall be available to provide services “on call” on a 24/7 basis for any emergency that may occur, including weekends and holidays. The City may request emergency services when a door is inoperable or its condition creates a security concern. When the City submits an emergency work request, the Contractor shall arrive at the location within two (2) hours. Upon arrival, the Contractor shall diagnose the issue and complete the repair if the necessary parts are available. If the repair cannot be completed because parts are unavailable, the Contractor shall provide the City with an estimated timeline for obtaining the parts and completing the repair.

A. GENERAL REQUIREMENTS:

The Contractor shall furnish all labor, supervision, equipment, tools, materials, transportation, disposal, permits (if required), and incidentals necessary to perform work. The Contractor’s staff shall follow all City security protocols. The Contractor shall warrant labor for a minimum of one year, and shall provide the City with manufacturer warranties. All work shall be completed by the Contractor; no sub-consultants are allowed to provide services under this contract.

The Contractor shall be licensed to perform work where required, employ trained technicians, service multiple manufacturer brands, maintain local service personnel, and obtain replacement parts in a timely manner.

B. REPAIR AND REPLACEMENT SERVICES:

Services include, but are not limited to:

• repairing, replacing, and/or installing broken torsions, extension springs, cables, drums, rollers, hinges, bottom seals, weather stripping, sections, panels, bearings, shafts, motors, gear reductions, chains and belts, photo eyes, safety edges, control stations, radio receivers, loop detectors, and tracks

• repairing, replacing, and/or installing commercial operators including jackshaft operators, trolley operators, hoist operators, heavy-duty industrial operators, smart access controls, wi-fi enabled controls, and battery backup systems

• balancing doors

• operator troubleshooting

• remote programming

• keypad installation

• vehicle barrier integration

• electrical troubleshooting

• welding repairs

• replacement of existing commercial overhead doors including sectional steel doors, rolling steel doors, insulated doors, high-lift doors, full-view aluminum doors, fire-rated doors.

Replacement work shall include removal and disposal of existing equipment, programming, testing, and owner training.

C. PREVENTATIVE MAINTENANCE:

The Contractor shall perform preventative maintenance including:

• lubrication

• spring inspection

• hardware tightening

• cable inspection

• roller inspection

• track alignment

• operator inspection

• safety reversal testing

• photo eye testing

• cycle count review

• safety inspections

A written inspection report shall be provided to the City after each visit.

D. MATERIALS:

The Contractor shall supply new materials meeting or exceeding original manufacturer specifications. Acceptable equivalent manufacturers include:

• Overhead Door

• Clopay

• Wayne Dalton

• Raynor

• Cookson

• Cornell

• LiftMaster

• Genie

• Hormann

• Rytec

E. SERVICE REPORTING:

Following each service visit, the Contractor shall provide the City with a report summarizing the work performed and identifying any outstanding issues or follow-up work.

Section 3 - SUBMISSION REQUIREMENTS

In order to be deemed responsive, you must submit all of the following in RMEPS:

1. Signed Contract Certification Form (Attachment A)

2. Certificate of Good Standing issued by the Colorado Secretary of State

3. Bid Questions

• Bid Questions are answered directly in Bidnet as part of the bid submission process. You will be prompted to answer these questions during your bid submission. Prior to bid submission, the questions may be viewed in the “notice” section on Bidnet.

4. Pricing

• Submit your pricing directly in RMEPS using the template provided in

RMEPS.

• The awarded percentage markup for parts and materials shall remain unchanged throughout the contract term.

• The Contractor’s awarded hourly rates and mobilization charge shall automatically increase by three percent (3%) at the beginning of each subsequent contract year, including the optional renewal year.

DO NOT SKIP ANY ITEMS OR QUESTIONS. DO NOT INCLUDE ANY ADDITIONAL

DOCS OR INFO THE CITY DID NOT REQUEST.

Section 4 - RFQ TERMS AND CONDITIONS

A. INTERPRETATIONS AND ADDENDA:

Should a respondent find a discrepancy or omission in this RFQ, or should a respondent be in doubt as to the meaning of any provision of this RFQ, the respondent should submit their question in RMEPS, and any necessary clarifications or addenda will be provided by the City in writing. Respondents are solely responsible for obtaining and reviewing all addenda.

THE CITY WILL NOT BE RESPONSIBLE FOR ANY ORAL INSTRUCTIONS OR

INTERPRETATIONS GIVEN BY OR TO ANYONE. It shall be conclusively presumed that the respondent did, before submitting a response, closely review the RFQ, all exhibits/attachments, and other items relevant to the RFQ. The instructions contained within are not intended to completely define the proposed contractual relationship between the City and the successful respondent. The awarded contract will be similar in form to the attached Sample Contract (Attachment B), but the City reserves the right to make changes and additions prior to contract execution at the sole discretion of the City.

B. PRICING:

All prices quoted shall be firm and fixed for the specified contract period. All City of Littleton sales taxes, which may become due and payable as a result of materials purchased for this contract, shall not be included in the amount of the response and shall not be reimbursed.

The respondent is solely responsible for determining any and all direct and incidental costs associated with performing the work, including but not limited to, insurance, bonds, permits, licenses, tools, vehicles and equipment, labor, minimum wage requirements (if applicable), overhead, and any other related costs.

C. ELECTRONIC RESPONSE SUBMISSION:

The City will only accept and consider responses electronically submitted via RMEPS.

Registration with RMEPS is available at no charge. Hardcopy responses or responses submitted by any other means will not be accepted. The City is not responsible for the actions or lack thereof on the part of the respondent in regards to their interaction with RMEPS, and the City does not have access to or control the vendor side of RMEPS; for technical assistance, contact RMEPS at 1-800-835-4603.

Costs for developing responses to this RFQ are entirely the obligation of the respondent and shall not be chargeable in any manner to the City. This includes travel to and from the City for the purpose of participating in any interviews as part of the selection process.

Respondents cannot modify submitted responses after the response submission deadline.

Any respondent, upon their authorized representative’s written request, will be given permission to withdraw their response at any time before the submission deadline.

D. CONFLICT OF INTEREST:

The respondent and its subsidiaries, affiliates, subcontractors, principals, or employees shall not engage in any transaction, activity or conduct which would result in a conflict of interest. If applicable, prior to submitting a response, the respondent must disclose to the City RFQ Designated Contact any and all current or potential conflicts of interest, including transactions, activities, or conduct that would affect the judgment, actions, or work of the respondent by placing the respondent’s own interests, or the interest of any party with whom the respondent has a contractual arrangement, in conflict with those of the City. The respondent should contact the City RFQ Designated Contact with any questions regarding what may constitute a conflict. The City, in its sole discretion, shall determine the existence of a conflict of interest and may disqualify responses in the event such a conflict exists.

Respondents must comply with the City’s Code governing prohibited unethical acts and conflicts of interest.

E. CONTRACT EXECUTION:

Using the Contract Certification Form (Attachment A), respondents shall indicate whether all terms and conditions of the Sample Contract are acceptable, or whether the respondent has any proposed modifications. The City reserves the right to conduct negotiations with the successful respondent(s) and to accept scope of work revisions prior to contract execution.

The successful respondent must be properly registered to do business in the State of Colorado or provide certified documentation indicating that the respondent meets an exemption under C.R.S. § 7-90-801(2).

Respondents cannot be presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. By submitting a response, respondents certify they have not, within a three year period preceding this RFQ, been convicted of or had a civil judgment rendered against them for a commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, local) contract or subcontract; violation of Federal or state antitrust statutes relation to the submission of offers; commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making a false statement(s), tax evasion, or receiving stolen property; or presently been indicated for, or otherwise criminally or civilly charged by a governmental entity with, the commission of any of the offenses enumerated above.

Respondents shall provide immediate written notice to the City if, at any time prior to contract award, the respondent learns that its certification was erroneous when submitted or has become erroneous by reasons of changed circumstances. If it is later determined that the respondent knowingly rendered an erroneous certification, in addition to other remedies available to the City, the City may terminate the contract resulting from this RFQ for default;

termination for default may result in additional charges being levied for the costs incurred by the City to initiate activities to replace the awarded contractor.

No rights to provide goods or services shall arise unless and until the awarded contract is signed by the City and approved by ordinance/resolution, if applicable. Failure to comply with any of the requirements to execute the contract within 10 days of the City’s request shall be just cause for the annulment of the award. Award may then be issued to the next qualified respondent, or work may be readvertised, or may otherwise be handled at the City’s sole discretion. The City shall not incur any liability whatsoever if the awarded contract is not approved by ordinance/resolution or City Council.

The awarded contract shall be non-exclusive. In the City’s best interests, the City reserves the right to purchase the same materials and services through other procurements.

F. COLORADO OPEN RECORDS ACT:

Any information submitted with the response shall become public information, subject to release, under the Colorado Open Records Act (C.R.S. §§ 24-72-201 through 205) (“CORA”).

It is the responsibility of the respondents to ensure that no confidential or proprietary information is included in the response that the respondent would not wish to be released, or https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4728 https://online.encodeplus.com/regs/littleton-co-cc/doc-viewer.aspx#secid-4727 to identify in its response any information the respondent deems confidential, or which contains proprietary information, patents, copyrights, or trade secrets. The respondent must provide justification of what information, upon request, should not be disclosed by the City under CORA. The City may otherwise use or disclose the information submitted by the respondent for any purpose, unless its use is so identified and restricted by the respondent;

however, the respondent’s opinion of what constitutes confidential information under CORA is not binding upon the City. The City shall be held harmless from any claims arising from the release of information within the response.

G. ACCESSIBILITY:

In accordance with the City’s Digital Accessibility Statement, please contact the RFQ Designated Contact if you encounter any accessibility barriers or would like to request reasonable accommodations such as remediated PDFs, sign language interpretation for a meeting, etc.

H. COOPERATIVE PURCHASING:

Other governmental entities seeking like equipment, goods, and/or services are permitted to utilize this solicitation and resulting Contractor award(s) for cooperative purchasing, should the Contractor agree to offer their bid to other governmental entities (“Purchasing Entity”).

Each Purchasing Entity shall determine any reasonable allowances for service delivery areas or other material factors that may impact the price structure. The terms and conditions shall be exclusively between the Purchasing Entity and the Contractor, and each Purchasing Entity shall issue its own purchase orders or contracts, be invoiced directly, and render its own payments. The City is not legally bound to either party on any contract or order issued by the Purchasing Entity and accepted by the Contractor a result of this solicitation. Purchasing Entities using this solicitation in a cooperative purchasing or piggyback manner agree to defend and hold harmless City of Littleton from any dispute or action arising from its use.

https://www.littletonco.gov/Government/City-Policies/Digital-Accessibility-Statement

Section 5 - SELECTION PROCESS

A. EVALUATION CRITERIA:

Respondents ranked highest based on qualifications and technical elements, as evaluated by the City's selection committee, will be short-listed and move to the next step of City evaluations during which the City will evaluate pricing as part of its final award decision.

Responses may be evaluated based on other relevant considerations as determined by the selection committee. Responses shall also be evaluated to confirm the respondent has conformed with the requirements of the RFQ (signed forms, etc.), and to confirm the respondent is not in arrears to the City, in default with the City, or otherwise subject to award disqualification. The City may, if it deems necessary, request clarifications, conduct discussions or interviews, or request best and final offers.

B. RESPONSE ACCEPTANCE AND DISQUALIFICATION:

In the City’s best interests, and at the City’s sole discretion, the City reserves the right to cancel, suspend, or modify the solicitation; to reject any or all responses; and/or to waive informalities, irregularities, or omissions in any responses. As the City deems necessary and appropriate, and in its sole discretion, the City reserves the right to make any inquiries or other follow-up required to verify or clarify information provided by the respondent. Any one or more of the following causes may result in the disqualification of a respondent and the rejection of a response:

i. Failure to provide complete information, pricing, and/or documentation as required.

ii. Submission of more than one response for the same work from an individual, firm, partnership, or corporation under the same or different names.

iii. Evidence of collusion among contractors; participants in such collusion may receive no consideration for award for any future work.

iv. Default, breach, or termination of other contracts pertinent to respondent’s ability and willingness to perform contractual obligations.

v. Breach or violation of terms and conditions of existing City contracts, licenses, or permits.

vi. Delinquent federal, state, or local tax obligations; or outstanding debts to the City.

vii. Federal debarment or suspension.

viii. Omissions or fraudulent statements.

ix. Lack of competency as revealed by the respondent’s submission, or lack of ability to operate as required.

x. Uncompleted work which, in the judgment of the City, might hinder or prevent the prompt completion of additional work if awarded.

xi. Conviction or indictment of a respondent or respondent’s staff for a felony involving violence, including sexual offenses, and/or listing of same on the Colorado sex offender registry or a similar sexual offender registry of another state or the federal government.

xii. Not being in good standing with the Colorado Secretary of State.

xiii. Failure to disclose potential conflicts of interest.