CB-2645 Request for Proposals (PDF).pdf

REQUEST FOR PROPOSALS

OVERHEAD DOOR MAINTENANCE & REPAIR SERVICES

RFP #CB-2645

INTENT

It is the intent of this RFP to establish a term contract, with the possibility of multiple contractors for the City of Abilene for City owned facilities on a scheduled and “as needed” basis. After evaluation and award of the contract(s) the City intends to have a primary contractor with one or more backup contractors to perform the services mentioned in the scope of work.

SCOPE OF WORK

Maintenance, repair, and installation of new equipment will include labor, parts, tools, equipment, miscellaneous materials and supervision to facilitate the general maintenance, standard repair and emergency repair. This contract will be for overhead doors, Bi-fold doors, gates, operators, and all equipment associated with these systems. Contractors may bid on all types or partial types of automated doors. All work must be performed in compliance with all applicable laws, regulations and codes. The Contractor will be responsible for obtaining any necessary permits.

GENERAL REQUIREMENTS

The contractor shall furnish all labor, equipment, tools, parts, materials and supplies required to repair existing systems and install new door and control systems as well as scheduled inspections/ maintenance.

This includes the provision of all replacement parts and component systems required for existing building automated doors in accordance with all original equipment manufacturer specifications. The services shall include, but not be limited to:

1. Standard Service, Installation of New & Repair – reactive maintenance and repair activities to address failures or reduced downtime of automatic door systems and new installations of automatic door systems at City owned facilities.

2. Emergency Service & Repair – reactive maintenance and repair activities during after-hours or weekends to address failures or reduced performance of existing automated door systems at City owned facilities.

3. Turnkey Site Repair - (In House or Subcontractor) to return the work site to original condition, including, but not limited to concrete, ceramic tiles, painting, sheetrock, and landscape. This includes electrical and control wiring and termination to complete the job.

CONTACT & QUESTIONS

All questions about the meaning or intent of the Proposal, Contract Documents, including specifications must be submitted in writing to the Purchasing Agent. Replies will be issued by addenda on the City’s website. Only questions answered by formal written addenda will be binding.

Written questions should be submitted to Melissa Gorman at melissa.gorman@abilenetx.gov. The deadline for questions is Tuesday, August 11, 2026 at 5:00 p.m.

ADDENDA

Should specifications be revised prior to the deadline for submittals, the City’s Purchasing Department will issue an addendum addressing the nature of the change. Proposers must acknowledge the receipt/review of the addendums as provided in the Proposal Submission. Addenda will be posted on the City’s website as they are issued. Proposers are responsible for contacting the City or checking the City’s website to determine if any addendums have been issued prior to submitting a proposal. Failure to do so will be at the risk of the proposers and no accommodations will be made for failing to consider all addendums.

RELEASE OF INFORMATION

Information submitted in response to this RFP will not be released by the City of Abilene during the proposal evaluation process or prior to a contract award.

PROPRIETARY INFORMATION

All material submitted to the City becomes public property and is subject to the Texas Public Information Act upon receipt.

If a Proposer does not desire proprietary information in the proposal to be disclosed, each page must be identified and marked proprietary at time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to information that must be disclosed lies with the Texas Attorney General or a Court of Law.

Failure to identify proprietary information may result in all unmarked sections being deemed non-proprietary and available upon public request.

mailto:melissa.gorman@abilenetx.gov

RESTRICTION ON COMMUNICATIONS

Proposers are prohibited from directly or indirectly communicating with City Council members regarding their qualifications or any other matter related to the eventual award of Contract. Proposers are prohibited from contacting City staff or committee members regarding their qualifications or the award of a contract, unless in response to an inquiry from a staff or committee member. Any violation of this provision may result in immediate disqualification of the Proposer from the selection process.

CONFLICT OF INTEREST DISCLOSURE REQUIREMENT

Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity (i.e. The City of Abilene) must disclose in the Questionnaire Form CIQ (“Questionnaire”) the person’s affiliation or business relationship that might cause a conflict of interest with the local governmental entity.

The Questionnaire must be filed with the Abilene City Secretary no later than seven days after the date the person begins contract discussions or negotiations with the City, or submits an application or response to a request for proposals or bids, correspondence, or other writing related to a potential Agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176.

A copy of the Questionnaire Form CIQ shall be enclosed with the submittal documents. The form is available at https://www.ethics.state.tx.us/forms/conflict/.

If you have any questions about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 is a Class C misdemeanor.

NOTE: If you are not aware of a Conflict of Interest in any business relationship that you might have with the City, use N/A in each of the areas on the form. However, the company name in #1 box and a signature is required in the #7 box in all cases.

CERTIFICATE OF INTERESTED PARTIES FORM 1295

The successful proposer is required to complete online the Certificate of Interested Parties Form 1295 and the form must be submitted to the Purchasing contact listed in the solicitation before the purchase/contract will be presented to the City Council.

The form may be completed at https://www.ethics.state.tx.us/filinginfo/1295/.

https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/filinginfo/1295/

REQUEST FOR PROPOSAL TIMELINE

Deadline for questions related to request for proposal August 11, 2026 at 5:00 p.m.

Response to questions – will be posted online @: August 13, 2026 by 5:00 p.m.

Bid Postings • Abilene, TX • CivicEngage Proposals due August 20, 2026 at 3:00 p.m.

Evaluation of proposals by City staff August 21-31, 2026 Contract approval by City Council September-October 2026

SUBMISSION AND FORMAT

Sealed proposals shall be submitted to the following address in an envelope clearly marked “RFP #2645 – Overhead Door Maintenance & Repair Services” on the outside of the envelope. Please also include the company name on the outside of the envelope.

City of Abilene Attn: Purchasing

555 Walnut, Room 201A Abilene, Texas 79601

Proposals must be submitted no later than Thursday, August 20, 2026 at 3:00 p.m. in a sealed envelope.

Proposals received after the specified date and time will not be accepted. Please submit three copies of the proposal.

Proposal sections shall consist of the following information:

1. Statement of Qualifications – Brief history of company, how can you meet the contract requirements

2. Staffing/Services Description – How many employees and their work experience/license attainment; what type of services can you provide

3. Equipment List

4. Proposal Form – Exhibit B

5. Certificate of Insurance

Proposals are to be signed by an officer of the company who is authorized to bind the submitting company to the proposal’s provisions.

COST OF PROPOSALS

Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the City of Abilene. Proposers shall not include any such expenses as part of their proposals.

https://www.abilenetx.gov/Bids.aspx

EVALUATION CRITERIA

Proposals will be evaluated on, but not limited to, the following criteria:

1. Company and Staff Qualifications 25 points

2. Company Owned Equipment 5 points

3. Proposed Service Billing Proposal/Pricing 30 points

4. Company Experience History and References 15 points

5. Past Performance of Work with City of Abilene 25 points

EVALUATION & SELECTION PROCESS

Proposals will be evaluated in a fair, consistent, and objective manner based on the criteria established in this document. Selection will be based on the submitted response and requirements identified in the RFP and interviews, if applicable. The final recommendation will be subject to consideration and approval by

City Council.

TERM OF CONTRACT

The City of Abilene intends to award a contract for one (1) year with the option to extend for four (4) additional one (1) year terms at the same terms and conditions.

A sample City of Abilene Services Contract is attached.

AWARD

The City of Abilene reserves the right to accept or reject any or all proposals or parts of proposals and to waive any formalities and technicalities and to accept the proposal(s) most advantageous to the City.

The City of Abilene reserves the right to award a contract to more than one contractor, to select a contractor for specific purposes or for any combination of specific purposes.

EXHIBIT A

AUTOMATED DOOR AND GATE MAINTENANCE & REPAIR SERVICES

PART 1 – GENERAL

All work is to be performed according to industry standards, according to the material manufacturers’ recommendations and to the satisfaction of the City of Abilene. The Contractor will perform automated door and gate maintenance and repairs owned by the City of Abilene as requested by the Facilities Manager or their designee.

Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.

Contractor shall make its services available during the entire contract period.

The City of Abilene offers no guarantee of any amount of work to be performed under the contract.

The failure of any Contractor to provide service when contacted may result in that Contractor’s contract being canceled. The City of Abilene shall document failure to respond, and the Contractor may not be permitted to participate in future contracts for these services.

Service Locations

The City of Abilene owns approximately 100 locations and/or facilities. The list below is a sampling of locations but is not complete or limited to. A full list will be provided to the awarded Contractor and updated as needed.

• Fire Stations

• Water and Wastewater treatment plants

• Public Works buildings

• Zoo

Project Coordinators

Work performed under this contract must be authorized by the City of Abilene Facilities Division Manager or Assistant Director of Parks and Recreation.

Response Times and Hours

Regular work hours shall be 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City Holidays.

After-hours shall be 5:00 p.m. to 8:00 a.m., Monday through Friday, and Saturday and Sunday, including City Holidays.

Holiday hours shall be all City observed holidays, as listed below.

New Year’s Day Martin Luther King Day

Good Friday Memorial Day

Juneteenth Independence Day

Labor Day

Veteran’s Day Thanksgiving Day

Day after Thanksgiving Christmas Eve Christmas Day

Non-Emergency Work

When the City requests non-emergency service, the Contractor must respond via phone call within one business day to arrange the details of the work request. Failure to respond within this time frame will result in the city contacting the next available contractor on the pre-approved contractor list.

Before non-emergency work can proceed, the Contractor shall furnish to the City of Abilene a report, which shall include a scope of work, bill of materials, fixed price, and time required for completion, and request written authorization from the City of Abilene. In the event the price of the work exceeds $50,000, the City may be required to obtain multiple bids from other vendors to obtain the best value for the City and be required to obtain City Council approval.

The Contractor shall be required to visit the potential job site and submit a written quote prior to the authorization of non-emergency work, at no additional charge to the City of Abilene. The written quote shall be provided within three (3) business days of the original request and shall include a detailed summary in accordance with the contract rates. If the quote is accepted and the work performed, the Contractor’s invoice shall not exceed the quoted amount.

Emergency Work

When the City requests emergency service, the Contractor must be able to respond to the job site within one (1) hour of time of the call. Inability to respond within this time frame will result in the city contacting the next available contractor on the pre-approved contractor list.

Upon completion of the emergency service, the Contractor shall furnish to the City of Abilene a report, which shall include a scope of work, bill of materials, fixed price, and time required for completion, and request written acceptance from the City of Abilene.

*The contractor must provide a 24-hour contact number to be answered by a live person. Voicemail is not acceptable.

CONTRACTOR RESPONSIBILITIES

Work Warranty/Guarantee

All labor and work provided by any Contractor pursuant to any contract that ensues from this agreement shall be warranted or guaranteed by that Contractor for a period of time of not less than 180 days.

Parts Warranty

Contractor shall remedy at the Contractor’s expense any non-conforming or defective products and any damage to real or personal property owned by the City when that damage is the result of a defect of products furnished.

All parts offered shall carry the standard warranty of the manufacturer. The City shall notify the contractor, within a reasonable period of time after the discovery of any failure, defect or damage.

If the Contractor fails to remedy any failure, defect or damage within reasonable time after receipt of invoice, the City shall have the right to replace, repair or otherwise remedy the failure, defect or damage at the expense of the Contractor.

Contractors Employees

The Contractor shall ensure that personnel are knowledgeable of all the requirements of these specifications. The Contractor shall be responsible for instructing his employees in all safety measures.

Site Control

All work areas shall be secured from public access, clearly marked, and barricaded. At all times, work shall not unreasonably interfere with ingress or egress of the building or normal operations of citizens, City employees or vehicles. All surrounding surfaces and vegetation shall be protected from contact with any materials used in the project.

The Contractor is solely responsible for damage to surrounding surfaces, facilities, vegetation, vehicles, or persons caused by its materials, equipment, workers, or agents. The Contractor shall make every effort to maintain a clean, quiet, and orderly work area throughout the term of this project. No materials or equipment shall be left on the site when the contractor’s workers are not present. The Contractor is responsible for protecting the work from damage from any source prior to final acceptance.

Work Schedule / Response Times and Hours

The Contractor shall perform work when needed and requested, including day and night hours as well as weekends and holidays.

Clean Up

At the completion of work, the Contractor shall completely remove all materials, supplies, debris and rubbish and leave each area in a clean, acceptable condition.

Documentation

The contractor shall supply a sample of the checklist to be used for each inspection report along with recommendations for frequency of inspections to include Overhead doors, Bi-fold doors, gates, and other systems related as well as any other types of equipment that is recommended for inspection.

Documentation of parts purchased for verification of charges may be requested.

PART 2 – CONTRACT PROVISIONS

Minimum Proposer Requirements

The Contractor shall be a full time, commercial door contractor and must provide the appropriate certifications and licensing required. Contractors not meeting this requirement will not be considered.

General Contractors do not meet this requirement.

Possess all applicable licenses and certifications.

The Contractor shall provide evidence of his or her engagement in the overhead door business for a minimum of three (3) years.

Demonstrate that an adequate number of employees and equipment are maintained to satisfactorily perform scheduled and emergency services twenty-four (24) hours per day, 365 days per year; who are skilled, responsible persons; who in a manner and character are suitable to a business administering to the type of patronage expected by a City Contractor.

Employees who have certain criminal convictions may not be eligible to work at all City facilities.

Contractors selected to work for the city will be required to have employees cleared by the Abilene Police Department and the Abilene Regional Airport for criminal background check and clearance. The city will not be charged for the contractor’s employees going through the background check process. The background check is performed by the Abilene Airport and Abilene Police Department, this process may include only allowing a certain number of applicants at a given time.

Have company vehicles all clearly marked with company name.

The Contractor shall provide references from at least five (5) commercial facilities and/or municipalities for which work has been completed in the past twelve (12) months. References shall be indicated in the Proposal Form – Exhibit B.

Contractor shall perform its services in a prompt and timely manner and under the terms of the contract.

Contractor shall make its services available during the entire contract period.

Contract Pricing

Cost shall include all materials, equipment and labor for standard application.

Contractor shall provide rates for: Normal Work Rates, After Hours & Weekend Rates, Holiday Rates and scheduled inspection/ preventive maintenance work. Overtime work shall be performed only upon the City of Abilene request. The Contractor will be compensated at the quoted hourly rates. Scheduled inspections/ preventive maintenance shall be quoted as a set price based on the submitted checklist of items for each inspection/ maintenance needs.

Supplies and materials shall be provided to the City of Abilene at Contractor’s cost-plus markup amount.

The percentage shall be indicated on the Proposal Form – Exhibit B.

The following shall apply to hourly rate pricing:

1. Regular time is defined as the City of Abilene’s normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday.

2. Overtime work shall be performed only upon the City of Abilene request by the authorized Project

Manager or their designee.

3. Holiday work shall be performed only upon the City of Abilene’s request.

All hourly rates quoted must include overhead, profit, travel and all administrative costs. Trip, truck, or fuel charges are not permitted under this contract. The Contractor may be required to have the hours worked certified by City of Abilene personnel at the job site.

Work Authorization / Budget Estimates

The Contractor shall be required to visit the potential job site and submit a written quote prior to the authorization of non-emergency work, at no additional charge to the City of Abilene. The quote shall be provided within three (3) business days of the original request and shall include a detailed summary in accordance with the contract rates. If the quote is accepted and the work is performed, the Contractor’s invoice shall not exceed the quoted amount unless previously authorized by the authorized Project Manager or their designee.

Invoices & Payments

All payments shall be “Net 30 Days” unless otherwise specified in the proposal document. Invoices shall be legible. Invoices shall be itemized with the minimum:

1. Location/Building

2. Location Address

3. Name of requesting Department/Division.

4. Services provided and whether emergency or non-emergency.

5. Itemized list of hours worked and name for each Contractor employee, equipment, parts, materials provided, and price. Contractor shall provide proof of costs for material with every applicable invoice.

6. Date services provided.

Do not include Federal Excise, State or City Sales Tax.

Pricing

Hourly labor rates shall be actual time worked at the City’s job site to the nearest one-quarter hour.

Contractor delays, servicing delays, mileage, freight, parts procurement or travel time will not be accepted or paid by the City under the terms of the agreement. Items such as, but not limited to, equipment, parts, fixtures, and materials for City projects shall be charged to the City using a cost plus/mark up percentage listed on the Proposal Form – Exhibit B. Any standard charges, minimum or standard service charges should be listed on Exhibit B. Contractor must provide proof of cost with all invoices that list such item charges.

EXHIBIT B

RFP #CB-2645

PROPOSAL FORM

Company Name: ______________________________________________________________________

Legal Structure (Corp/Partner/Proprietor/LLC): ____________________ Tax ID # ___________________

Principal Office Address: ________________________________________________________________

Phone/Fax Number: ____________________________________________________________________

Contractor License Number: ______________________________________________________________

Number of Years in Business: _____________________________________________________________

Email: _______________________________________________________________________________

Item Description

Number Employed in Abilene

Area

Normal Hourly Rate/Amount

After Hours

City Observed Holiday

1. Overhead Door Technician

2. Bi Fold Door Technician

3. Gate Technician

4.

Markup Percentage - Over Vendor’s Cost for Parts, Materials & Supplies

5.

Equipment Charge (see separate list)

All hourly rates quoted must include overhead, profit, travel and all administrative costs. Trip, truck, or fuel charges are not permitted under this contract. The Contractor may be required to have the hours worked certified by City of Abilene personnel at the job site.

EQUIPMENT LIST/CHARGE

Equipment Type

Quantity

Age in Years

Standard Charge for

Use

REQUIRED REFERENCE LIST

COMPANY

ADDRESS

PHONE/EMAIL

CONTACT NAME/TITLE

TYPE OF WORK PERFORMED

PHONE/EMAIL

PHONE/EMAIL

PHONE/EMAIL

PHONE/EMAIL