HAS Automatic Door Repair Services 2026.pdf

CITY OF HOUSTON

HOUSTON AIRPORT SYSTEM

SUPPLY CHAIN MANAGEMENT

MAINTENANCE DIVISION

AUTOMATIC DOOR REPAIR SERVICES

Important Dates

Question Deadline: Thursday, November 5, 2026 @ 4:00 P.M.

Bids Due: Tuesday, November 10, 2026 @10:00 A.M.

Email: tanisha.smith2@houstontx.gov

It is the bidder's responsibility to ensure that they have secured and thoroughly reviewed all aspects of this bidding document.

Any revisions to this bid document by the HOUSTON AIRPORT SYSTEM (HAS) will be confirmed in writing by Letter(s) of Clarification prior to the bid due date. Verbal responses will not alter the specifications, terms, and conditions as stated herein.

The City reserves the right to reject any or all bids or to accept any bid or combination of bids deemed advantageous to it.

NOTE: TO BE CONSIDERED FOR AWARD, PLEASE SUBMIT ALL PAGES FROM THE OFFICIAL BID FORM AND HAVE

SIGNATURE FROM A COMPANY OFFICIAL AUTHORIZED TO BIND THE COMPANY.

Questions or Comments regarding the bid package should be directed to:

Senior Procurement Specialist- Governor. Henderson (281) 233-1091 Governor.Henderson@houstontx.gov

Project Manager- Tanisha Smith mailto:tanisha.smith2@houstontx.gov mailto:Governor.Henderson@houstontx.gov

Houston Airport System Automatic Door Repair Services 2

HOUSTON AIRPORT SYSTEM AUTOMATIC DOOR REPAIR SERVICES

General

The contractor shall furnish all supervision, labor, materials, tools, supplies, incidentals, mobilization, equipment, and transportation disassemble and reassemble.

Location

The locations needed to be service are as follows:

HAS properties at IAH ICP Departures

Background

Background: To keep up our Houston Friendly and Customer Focused atmosphere

1.0 Scope of Work

This procurement opportunity is for the Houston Airport System (HAS) to establish a three-year, multiple-award contract with qualified contractors to provide on-call maintenance, repair, and support services for various types of automatic doors throughout the airport facilities.

Key Bid Summary

• Issuing Agency: Houston Airport System (HAS)

• Scope of Work: On-call maintenance, repair, troubleshooting, and technical support for automatic doors.

• Contract Duration: Three (3) years.

• Contract Award: Multiple vendors may be selected.

• Pricing Requirements: Contractors must submit service rates for the different types of automatic doors.

• Service Structure: On-call services as required by the Houston Airport System.

Scope of Services – Expected Requirements

The selected contractors may be required to provide:

1. Preventive maintenance and inspections of automatic doors.

2. Emergency and routine repair services.

3. Troubleshooting of electrical, mechanical, and control-system issues.

4. Replacement of defective door components and hardware.

5. Adjustment and calibration of automatic door operators and sensors.

6. Testing and verification of door safety and operating systems.

7. Technical support and maintenance reporting.

8. Compliance with airport safety, security, and operational requirements.

Houston Airport System Automatic Door Repair Services 3

Important Contract Considerations

Because this is a multiple-award, three-year contract, contractors should consider:

• Competitive hourly labor rates.

• Separate pricing for different automatic door types.

• Emergency and after-hours service rates, if requested.

• Parts, materials, and replacement component pricing.

• Response times and service availability.

2.0 Contractor Qualifications

• Proven experience in the maintenance and repair of automatic door systems, preferably within airport environments or similar high-traffic settings.

• Licensed and certified technicians with relevant qualifications and training.

• Ability to provide 24/7 on-call services.

• Adequate insurance coverage including liability, Drug Compliance, and workers' compensation.

3.0 Service Specifications

• Response Time: The contractor must provide a guaranteed response time for emergency calls

(e.g., within 2 hour).

• Reporting: Detailed service reports for each visit, including findings, actions taken, and recommendations.

• Parts and Equipment: Use of high-quality, OEM (Original Equipment Manufacturer) parts and equipment.

• Safety: Adherence to airport safety regulations and protocols.

4.0 Proposal Content

• Service Plan: Detailed description of how the contractor will meet the scope of work, including preventive maintenance schedules and emergency response procedures.

• Pricing: Detailed pricing structure including service rates for various types of doors, hourly rates, parts costs, and any additional fees. Include a proposed payment schedule.

5.0 Door Types and Require Services

The following are automatic doors to be considered for repair, are but not limited to.

• Assa Abloy

• Stanley Access Technologies

• Dorma Kaba

Houston Airport System Automatic Door Repair Services 4

Door Repair Services Rate Chart Service Description Cost (USD)

Initial Service Call Fee Includes inspection and basic consultation

Door Adjustment Realigning or adjusting hinges and latches

Hinge Replacement Replacing broken or worn-out hinges

Handle and Lock Replacement Replacing door handles or locks

Door Frame Repair Fixing cracks, splits, or damage to the door frame

Glass Pane Replacement Replacing broken or damaged glass panes in doors

Auto Door Repair Fixing issues with sliding doors, such as track or roller problems

Panel Replacement Replacing damaged or broken panels on doors

Door Hardware Installation Installing new hardware, such as hinges, handles, or locks

Emergency Repairs Out-of-hours or urgent repair services

Notes:

Hourly Rate applies for tasks that are billed based on time rather than a fixed price, or for additional work beyond initial estimates

Houston Airport System Automatic Door Repair Services 5

Houston Airport System Automatic Door Repair Services

THE WORDS “BIDS, PROPOSALS, QUOTES” AND THEIR DERIVATIVES MAY BE USED INTERCHANGEABLY IN THESE TERMS AND CONDITIONS. THESE TERMS AND CONDITIONS ARE APPLICABLE ON ALL BIDS, PROPOSALS, QUOTES, PURCHASE ORDERS AND THEIR DERIVATIVES.

1. LATE BIDS: Late bids will not be accepted or considered. Late bids will be returned to Suppliers unopened. Houston

Airports will not be responsible for bids delivered incorrectly or misplaced bids. The date/time marked by the Purchasing Office shall be the official time of receipt.

2. UNSIGNED BIDS will NOT be considered. ONLY SEALED BIDS will be accepted. Faxed bids or electronic submissions will NOT be accepted.

3. BIDDER SHALL PROVIDE with their bid response, all documentation required including all required forms. Failure to provide this information may result in rejection of bid.

4. BID PRICES are to remain firm for one (1) year from date of award, unless otherwise specified.

5. BID MUST COMPLY with all federal, state, county, and local laws concerning these types of goods/services. ALL

ITEMS MUST MEET OSHA STANDARDS OF COMPLIANCE AND BE ASBESTOS FREE.

6. SAMPLES, if applicable or when requested, shall be furnished at no cost to Houston Airports within five (5) days of the request. If not destroyed during the evaluation, samples will be returned to the bidder upon request at the bidder’s expense. Samples for which no return request is received by Houston Airports within seven (7) days of bid award, will be considered a donation to the Houston Airports and will be distributed accordingly.

7. ALL ITEMS WHICH UTILIZE ELECTRICAL CURRENT MUST BE U.L. LISTING APPROVED.

8. DESIGN, STRENGTH, QUALITY of materials must be new and conform to the highest standards of manufacturing practice. All bid items shall be in first-class condition, including containers suitable for shipment and storage, unless otherwise indicated in the bid. Houston Airports will not accept “factory seconds” or otherwise inferior goods and reserves the right to return such item(s) within thirty (30) days of receipt at Supplier’s expense.

9. REMEDIES: BIDDERS OR THEIR AUTHORIZED REPRESENTATIVES are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids. Failure to do so will be at the bidder’s own risk and bidder cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of bidders.

10. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity.

11. RESPONSIBLE BIDDER. The business must be a well-established organization and have an adequate number of trained personnel to ensure quality and performance and completion of contract within a specified time period.

12. REFERENCES: Houston Airports may request bidders to supply, with this bid, a list of at least five (5) references where like goods/services have been supplied by their firm to entities of similar size and scope. Include name of firm, telephone number, email, and name of representative.

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13. WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the bidder without the permission of Houston Airports for a period of ninety (90) days following the date designated for the receipt of bids, and bidder so agrees upon submittal of their bid. Withdrawal of a bid or item(s) on a bid will be documented in the Supplier’s history file and may result in Supplier being placed on unresponsive Supplier list.

14. TO EXPEDITE EVALUATION of the bids, BIDS must be submitted on Houston Airports forms, although additional information may be attached for evaluation purposes.

15. SALES TAX: Houston Airports are exempt by law from payment of Texas and Local Sales Tax and Federal Excise Tax.

16. NO CASH ADVANCE discount will be considered.

17. BID EVALUATION. The lowest bid will not necessarily be the successful bid. Bids will be evaluated not only in terms of the cost of the goods/equipment, but also in terms of responsiveness of that proposed to the Houston Airports’ needs and requirements. The Houston Airports will award the bid on the basis of best value.

18. EVALUATION CRITERIA. In determining to whom to award a contract, the Houston Airports shall consider: (1) the purchase price; (2) the reputation of the Supplier and of the Supplier’s goods or services; (3) the quality of the Supplier’s goods or services; (4) the extent to which the goods or services meet the Houston Airports’ needs; (5) the long-term cost to the Houston Airports to acquire the Supplier’s goods or services; and (6) whether the Supplier or the Supplier’s ultimate parent company or majority owner has its principal place of business in this state or employs at least 500 persons in this state.

19. BID AWARD: Houston Airports reserves the right to award bids as a whole or on a line-item basis, whichever is in the best interest of the Houston Airports.

20. PLEASE BID on each item separately. Provide unit prices on quantity specified and extended amount. In cases of errors in extensions, unit price shall govern.

21. IF DURING THE LIFE OF THE CONTRACT, the successful bidder’s net prices to other customers for items awarded herein are reduced below the contracted price, it is understood and agreed that the benefits of such reduction shall be extended to Houston Airports.

22. DELIVERY: All products delivered as a result of this contract must have the delivery and/or freight charges (FOB)

Houston Airports Designated Location with inside delivery included in the bid price.

23. CONFLICT OF INTEREST: No public official shall have interest in this contract except in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5. Subtitle C, Chapter 171.

24. ETHICS: The bidder shall not offer or accept gifts or anything of value to enter any business arrangement with any employee, official or agent of Houston Airports.

25. DEVIATIONS FROM SPECIFICATIONS. All deviations from the specifications must be noted in writing, in detail by the bidder at the time of submittal of the bid. The absence of a written list of specification deviations will hold the bidder strictly accountable to the Houston Airports’ specifications as written. Any deviations from the specifications written not previously submitted, as required, will be grounds for rejection of the materials/goods and/or equipment when delivered.

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26. EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this invitation to bid will be considered for award.

Bidders taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. The absence of such a list shall indicate that the bidder has not taken exceptions and Houston Airports shall hold the bidder responsible to perform in strict accordance with specifications of the invitation. Houston Airports will not accept substitutes after item(s) have been awarded as specified. Houston Airports reserves the right to accept any and all or none of the exception(s)/substitution(s) bid which are deemed to be in the best interest of Houston Airports.

27. DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid specifications is descriptive, not restrictive. It is used to indicate the type and quality desired. Bids on items of like quality will be considered.

28. “OR EQUAL” PRODUCTS will be evaluated after bids are received, based on literature submitted and any required testing of the product. It is the Supplier’s responsibility to submit sufficient data for the Houston Airports to properly analyze an “or equal” item.

29. CHANGE ORDERS: No oral statement of any person shall modify, otherwise change, or affect the terms, conditions, pricing, or specifications stated in the resulting contract.

How Draw Down Repair Works:

1. Establishment of the PO:

• Contract Agreement: The client (e.g., a business or facility) and the service provider (e.g., a door repair company) agree to a contract specifying the terms, conditions, and scope of work for door repairs.

• PO Creation: A Draw Down PO is created, which outlines the total budget allocated for repair services.

This PO serves as a framework for ordering services as needed without issuing a new PO for each individual repair.

2. Budget Allocation:

• Pre-Approved Amount: The PO specifies a maximum budget that can be "drawn down" over a certain period (e.g., annually, quarterly). This budget is used for various repairs and maintenance activities.

• Flexibility: The client and service provider agree on a flexible approach where funds are drawn from this pre-approved amount as services are rendered.

3. Requesting Services:

• Service Requests: When a door repair is needed, the client submits a service request to the provider.

This request may include details of the issue, urgency, and location.

• Authorization: The service provider reviews the request, confirms the scope of work, and provides an estimate or a work order.

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4. Performing Repairs:

• Execution: The service provider performs the necessary repairs or maintenance as per the request.

The work is done based on the agreed-upon terms in the contract.

• Documentation: Detailed records of the work performed, including labor hours, materials used, and any other relevant information, are maintained.

5. Billing and Draw Down:

• Invoicing: After completing the repair, the service provider submits an invoice detailing the work performed and the cost. The invoice is referenced against the Draw Down PO.

• Draw Down: The cost of the repair is "drawn down" from the pre-approved PO budget. This means the amount specified in the invoice is deducted from the total budget available on the PO.

6. Tracking and Reporting:

• Budget Tracking: Both the client and service provider track the remaining budget as repairs are completed, and costs are drawn down.

• Reporting: Regular reports may be generated to show how much of the budget has been used and how much remains. This helps in managing and forecasting future repair needs.

7. Adjustments and Renewals:

• Adjustments: If the budget is exhausted before the end of the period, the client may need to negotiate additional funds or a new PO.

• Renewals: At the end of the period, the PO may be renewed or extended based on ongoing needs and budget considerations.

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Contractor Responsibilities & Qualifications

Contractor duties include, but are not limited to the following:

A. Contractor shall be responsible for proper installation of all signage and services provided. If follow- up work is required to bring the system into compliance with the design intent, HAS shall not be charged.

B. Personnel performing commissioning and startup services shall be fully qualified, experienced, and normally engaged in this type of work. If the Contractor does not have such personnel available from their own company, they shall hire, at their own expense, subcontractors who are qualified personnel.

C. The Contractor’s personnel shall conform to all Houston Airport Systems (HAS) security rules or regulations at all times while on HAS property per HAS Operating Instructions 05- 02 and 05-03. (Reference Website http://www.houstonairports.biz/iah-badging).

D. Contractor shall be solely responsible for Contractor's vehicles, equipment, tools, supplies, materials, and other property while on HAS property. Vehicles should be marked with company decals. Contractor shall remove such items as loose debris from the work sites at the end of each work shift, as practical, and kept in Contractor's possession.

E. Contractor shall be responsible for observing the actual working conditions and providing safety equipment, barricades or safety precautions as may be required to protect its personnel, Airport patrons, City, and airline personnel.

F. Contractor shall be responsible for keeping all debris, old materials, trash, and equipment resulting from the Work from impeding any traffic at the work site.

G. All debris, trash, etc. resulting from Work on this contract are considered property of Contractor. Contractor shall be responsible for the disposal of all waste or hazardous materials resulting from the Work under this contract. Handling, transport, and disposal of waste or hazardous materials must be done in such a manner as to insure the highest level of safety to the environment and to public health. Contractor shall assume full responsibility and liability for and act prudently in all aspects of handling, transport, and disposal of any hazardous materials, securing any licenses and permits required by law and ensuring that any disposal facility to which any scrap, waste or hazardous materials may be moved are in compliance with federal, state, and local laws and regulations.

H. Contractor shall perform final cleanup of the entire work area prior to requesting a final inspection of the completed project. All debris, trash, etc. resulting from the Work must be removed before final acceptance of Work.

I. In case of an emergency, HAS may order Contractor to stop Work on the project and clear the area of all personnel and equipment. Contractor shall comply with such an order with all possible haste.

J. Contractor shall comply with all applicable federal, state and local environmental rules, regulations, statutes, or orders, (Environmental Laws). In any conflict between this specification and applicable Environmental Laws, the more stringent shall govern.

K. Contractor shall promptly reimburse the City for any fines or penalties levied against the City because of Contractor’s failure to comply with Environmental Laws. Contractor shall perform its obligations under this specification and related purchase order in strict compliance with Environmental Laws.

http://www.houstonairports.biz/iah-badging

10 Houston Airport System Automatic Door Repair Services

Client Personnel

A. The contractor’s personnel shall be fully qualified and trained in the business of fabricating and installing the signs specified above.

B. Contract employees shall, at all times while on the job site, be attired in a distinctive company uniform that is acceptable to the Airports Authority. Uniforms shall consist of shirts and full-length trousers or coveralls. Shorts, cut-offs, etc. are not acceptable. All contract employees shall wear safety shoes as part of the approved attire. The contractor shall supply the required employee attire at no additional cost to the Airports Authority.

C. The contractor’s employees shall at all times while on the job site, whether on or off duty, conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or bringing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, taking pictures or bringing cameras or other photographic devices anywhere on Airports Authority property (unless fulfilling the requirements of this contract), and any immoral or otherwise undesirable conduct shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct.

D. The contractor agrees to transfer promptly from the Airport any employee that the Airports Authority advises is not satisfactory and to replace such personnel with an employee satisfactory to the Airports Authority; but in no event shall the Airports Authority be responsible for monitoring or assessing the suitability of any employee or agent of the contractor.

Work Hours & Coordination

A. Work hours must be coordinated with the Project Manager. Hours of Work to perform the installation must be between 6:00 A.M. and 6:00 P.M., Monday through Friday or as scheduled by the Division Mgr.

B. Contractor shall coordinate the Work with the Division Manager., tanisha.smith2@houstontx.gov.

Property Damage

Contractor shall ensure its Work methods, equipment, and personnel do not damage Airport property. Contractor shall bear all costs associated with any repairs or replacements to Airport property required as the result of Contractor’s negligence.

Contractor shall be responsible for prompt replacement of any surrounding systems and/or components that it may damage during the course of the Work.

Duties of the City

A. The City will provide access to the work site.

B. The City will provide electric hook-up, if required, but will not extend service.

C. The City will assume no responsibility for the Contractor's property.

D. The City will provide, if necessary, an area of sufficient size for temporary lay down of equipment and materials as close as possible to the job site.

E. The City will have the right to inspect all Contractor furnished materials and workmanship during the course of the work.

F. The City has the right to reject Contractor furnished materials and workmanship, which mailto:tanisha.smith2@houstontx.gov

11 Houston Airport System Automatic Door Repair Services do not conform to specification.

Insurance Requirements

If working on City property, City of Houston requests Proposer to provide, before award, Certificate of Insurance relating to the following categories of insurance, if required by law:

1. General Liability insurance, Endorsements & Waiver of Subrogation

2. Automobile Liability, Endorsements & Waiver of Subrogation

3. Worker’s Compensation, Waiver of Subrogation

Insurance Certificate

1. Certificate must not be more than 30 days old.

2. Name and Address of Producer writing coverage.

3. Name of each insurance company providing coverage (as listed in Best’s Key Rating

Guide or on company’s Certificate of Authority on file with Texas Department of Insurance). Each company must have a rating of B+ or better and a financial size category of VI or better according to Best’s Key Rating Guide, Property & Casualty – United States, of insurance companies or have a Certificate of Authority to conduct insurance business in the State of Texas.

4. Name and address of Insured (as shown on policy).

5. Letter in the column must reference the insurer of the policy being described.

6. Must be a policy number; no binders will be accepted.

7. Date policy became effective.

8. Expiration date must be at least 60 days from date of delivery of certificate.

Drug Policy

Awarded Contractor shall comply with or be exempt from The Mayor's Drug Policy.

Invoice Procedure

Contractor shall submit the invoice to via mail or email to HAS using the following address(s):

Mailing Invoice

Emailing Invoice

Reference Number

Houston Airport System Accounts Payable P.O. Box 60106 Houston, TX. 77205-0106

Invoices can be emailed to:

has.accountspayable@houstontx.

gov

Reference PO Number Provided