IFB 2027-16 Overhead Rolling and Bi-Fold Door Service.pdf

INVITATION FOR BIDS

Via eProcurement System

IFB NO. 2027-16

OVERHEAD, ROLLING AND BI-FOLD DOOR SERVICES

OPENING: NOVEMBER 4, 2026 AT 11:00 A.M.

PRE-BID CONFERENCE: OCTOBER 15, 2026 AT 10:00 A.M.

BUYER: Angela Sales PHONE: 410-313-4306 EMAIL: asales@howardcountymd.gov

HOWARD COUNTY, MARYLAND

OFFICE OF PROCUREMENT

AND CONTRACT ADMINISTRATION

6751 Columbia Gateway Drive, Suite 226, Columbia, MD 21046 https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration mailto:asales@howardcountymd.gov https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration https://www.howardcountymd.gov/Departments/County-Administration/Procurement-and-Contract-Administration

Invitation For Bids No. 2027-16

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SPECIFICATIONS

1 SCOPE: Howard County, Maryland (the “County”) seeks a qualified firm (the “Contractor”) to furnish all labor, materials, tools, equipment and supervision necessary to repair, restore, service, install and/or maintain various types and sizes of overhead, rolling and bi-fold doors.

2 PRE-BID CONFERENCE:

2.1 A pre-bid conference will be held virtually via WebEx on the date and time specified to discuss objectives and answer questions relating to this solicitation. Contractor’s attendance is not required but is strongly encouraged. Additionally, attendance may facilitate the Contractor’s understanding and ability to meet the County’s Equal Business Opportunity goals. Please see PlanetBids for the meeting link.

2.2 It is recommended that Contractors read the solicitation prior to attending the conference and bring a copy to the conference.

2.3 Please confirm attendance by selecting the RSVP button at the Pre-Bid Meeting Information section in the eBidding system.

2.4 If there is a need for language interpretation and/or other special accommodations, please advise purchasing@howardcountymd.gov so that reasonable efforts may be made to provide special accommodations.

3 INQUIRIES AND ADDENDA:

3.1 The Buyer in the Issuing Office is the sole point of contact for this solicitation. Questions must be submitted in the eProcurement system by the date and time specified.

3.2 Addenda to solicitations often occur prior to the bid opening, sometimes within a few hours of the opening. It is the potential Contractor’s responsibility to visit the Office of Procurement and Contract Administration eProcurement website to obtain Addenda. Addenda, when issued, must be acknowledged in the eProcurement system.

4 CONTRACTOR’S QUALIFICATIONS:

4.1 Contractors must be qualified commercial contractors engaged in servicing, repairing, restoring, and the installation and maintenance of overhead, rolling and bi-fold horizontal-opening doors and must have been actively engaged in this field for a period of no less than five years. The experience of owner(s) may be imputed to a newly formed company/contractor provided the owner(s) has/have at least five years of demonstrated experience of reliability and meets the criteria set forth herein.

4.2 The County reserves the right to inspect the Contractor's equipment and to perform such investigations as may be deemed necessary to ensure that competent personnel and management will be utilized in the performance of the Agreement.

4.3 In accordance with Howard County Code Sec. 4.117 (a) (4), the quality of performance of previous contracts or services shall be considered in determining the lowest responsive and responsible bidder. Quality of performance may be determined through contracts or services provided to the County or to other entities. Quality of performance to other entities will be determined from reference checks when references are required. The determination of quality performance includes the Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction and the Contractor’s businesslike concern for the interests of the customer. The County reserves the right to reject any bid deemed not responsible or non-responsive.

mailto:purchasing@howardcountymd.gov

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4.4 Include copies of the following with your proposal; failure to provide this information may result in rejection of your proposal:

4.4.1: Copy of Contractor’s License.

4.4.2: Number of incidents cited for non-compliance by MOSH/OSHA/MDE/EPA or a letter, on company letterhead, stating no incidents.

4.5 The Contractor shall employ and assign technicians to work under this agreement who are properly trained in accordance with industry recognized programs, including but not limited to being certified by the Institute of Door Dealer Education and Accreditation (IDEA).

4.6 All technicians assigned to work under this agreement shall have a minimum of 2 years of relevant experience.

5 BACKGROUND CHECKS AND INVESTIGATIONS:

5.1 If a Contractor’s employees or subcontractors are on-site in County buildings working without a County escort, each employee and subcontractor of the Contractor shall agree to a background check or investigation consisting of national criminal database search covering misdemeanors and felonies and the release of that information to the County in the event that it is required.

5.2 The Contractor shall assume the cost to have background checks completed for each employee or subcontractor assigned to each facility. The County may bill the Contractor $100 for each standard background check. Public safety buildings require a higher level of security and in-depth background checks referred to as “investigations”. The County may bill the Contractor $250 for each in-depth background investigation. This fee, when billed to the Contractor, shall be payable to the County prior to the check or investigation being conducted.

5.3 The background checks or investigations shall include all employees, new employees, subcontractors, and replacement employees to be completed prior to assignment of a building.

5.4 The Contractor shall not assign any individual convicted of the following offenses which shall include, but are not limited to: Abduction, Homicide, Rape, Aggravated Assault, Sex Offender, Assault with Intent to Murder, or Assault with Intent to Rob.

5.5 The Contractor shall not assign any individual convicted, or having incomplete probation for the following offenses which shall include, but are not limited to: Burglary, Breaking and Entering, Carrying or Wearing a Weapon, Destruction of Property, Possession of a Controlled Dangerous Substance with Intent to Distribute, Explosives, Kidnapping, Theft/Larceny, Maiming, Manslaughter, Sexual Assault, Hate Crimes, Robbery, and Distribution of a Controlled Substance.

5.6 The Contractor reserves the right to seek exception to the above guidelines governing acceptability for assignment to the facility by providing documented specifics pertaining to convictions of the employee or subcontractor in question. The County will, at its sole discretion, accept or reject the requested exception.

6 AGREEMENT PERIOD: The Agreement period shall be for one year commencing after approval and proper execution of the Agreement documents, with a renewal option for five additional years in one-year increments, exercisable at the sole discretion of the County.

7 COOPERATIVE PURCHASE:

7.1 The County reserves the right to extend all of the terms, conditions, specifications, and unit or other prices of any Agreement resulting from this solicitation to any and all public bodies, subdivisions, school districts, community colleges, colleges, and universities including non-public schools. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The Contractor agrees to notify the issuing body of those entities that wish to use any

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Agreement resulting from this solicitation and will also provide usage information, which may be requested.

7.2 The County assumes no authority, liability, or obligation, on behalf of any other public or non-public entity that may use any Agreement resulting from this solicitation. All purchases and payment transactions will be made directly between the Contractor and the requesting entity. Any exceptions to this requirement must be specifically noted in the bid response.

8 PRICE ADJUSTMENT:

8.1 Prices offered shall be firm against any increase for one year from the effective date of the Agreement.

Prior to the commencement of subsequent renewal periods, it shall be the Contractor’s responsibility to notify the Issuing Office in advance of any requested price changes.

8.2 Requests for price adjustments must be submitted to the Issuing Office, not the User Agency.

8.3 The County may entertain requests for escalation in accordance with the current Consumer Price Index at the time of the request or up to a maximum 5% increase on the current pricing, whichever is lower.

(For purposes of this section, “Consumer Price Index” shall be the Mid-Atlantic Consumer Price Index- All Urban Consumers (CPI-U), Baltimore-Columbia-Towson, MD, All Items, Not Seasonally Adjusted, as published by the United States Department of Labor, Bureau of Labor Statistics.) All written requests shall be issued to the Office of Procurement and Contract Administration and such requests shall include detailed justification for the price adjustment as well as all countermeasures developed by the Contractor to offset cost increases. The County reserves the right to grant or deny the request for a price increase and will do so in writing. If the price increase is approved, the price increase will be effective upon written approval and will remain firm through the renewal period.

8.4 If a price increase is requested following Agreement renewal and it has been longer than one year since the last increase, the County may entertain a request for escalation if it is in the County’s best interest.

If the price increase is granted, the price increase will be effective upon approval and will remain firm through the renewal period, or for one year, at the County’s sole discretion.

9 NON-EXCLUSIVITY: Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. The contract shall not restrict the County from acquiring similar, equal or like goods and/or services from other entities or sources.

10 ESTIMATED QUANTITIES: The estimated annual quantities stated are provided as a general guide for bidding and are not guaranteed. Actual quantities may be more or less than those estimated. The County reserves the right to add, change or delete items as deemed necessary.

11 INSURANCE: The Contractor will be required to purchase and maintain during the life of the Agreement, including any subsequent renewal terms, Commercial General Liability Insurance, Automobile Liability Insurance, and Worker's Compensation Insurance with limits of not less than those set forth below:

11.1 Commercial General Liability Insurance: Combined Single Liability limits of $1,000,000 each occurrence and $1,000,000 aggregate naming “Howard County, Maryland, its officials, employees, agents and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder.

11.2 Automobile Liability Insurance: Combined Single Liability limit of $1,000,000 any one accident.

11.3 Worker's Compensation Insurance: Statutory coverage for Maryland jurisdiction, including Employer's Liability coverage, with a limit of at least $100,000.

11.4 The Contractor shall assure that all subcontractors or independent contractors performing services in accordance with this solicitation carry identical insurance coverage as required of the Contractor, either individually or as an Additional Insured on the policies of the Contractor. Exceptions may be made only with the approval of the County. The Contractor shall indemnify the County for any uninsured losses relating to contractual services involving subcontractors, including workers' compensation claims.

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11.5 The Contractor shall provide the County with Certificates of Insurance within ten days of award notification, naming “Howard County, Maryland, its officials, employees, agents and volunteers” as Additional Insured and “Howard County, Maryland” as Certificate Holder. Failure to provide the certificates as required shall result in rejection of award by the County. Such certificates shall provide that the County be given at least 30 days prior written notice of any cancellation of, intention to not renew, or material change in such coverage.

11.6 The providing of any insurance required herein does not relieve the Contractor of any of the responsibilities or obligations assumed by the Contractor in the Agreement awarded or for which the Contractor may be liable by law or otherwise.

11.7 Failure to provide and continue to enforce such insurance as required above shall be deemed a material breach of the Agreement and shall operate as an immediate termination thereof.

11.8 Failure to comply with this requirement at any time during the initial term and any subsequent renewals may be sufficient cause for termination for default.

12 METHOD OF AWARD:

12.1 The County intends to make awards to one or more Contractors for the same line items, effectively to the lowest responsive and responsible Contractors. The estimated annual quantities on the line items represent the total volume of work for all Contractors combined.

12.2 The assignment of work shall be at the sole discretion of the County. The Contractor(s) shall waive any claim of either Contractor against the County for extra compensation or damages arising out of assignment of work by the County.

12.3 If only one bid is received, the County reserves the right to award a single Contractor if it is in the best interest of the County.

13 METHOD OF ORDERING:

13.1 Purchase Orders will be issued from time to time for such quantities as may be required by the County.

Purchase Orders issued against the Agreement, even if not completed within the term of the Agreement, shall continue to be bound by the terms and conditions until completion.

13.2 Small purchases may also be made by the County’s procurement card. The Contractors agrees to accept the card for such quantities as may be required by the County. Contractors are prohibited from charging additional fees over and above their bid prices to process payments on procurement cards.

14 WORK SCHEDULE: The Contractor(s) shall state as part of their bid, their normal workday hours. The County considers normal work hours between 7:00 AM through 4:00 PM, Monday through Friday.

15 TRAVEL: All labor rates shall be inclusive of travel to and from work locations in Howard County. Labor rates are billable from the time that the Contractor(s) arrive at the designated County work location (fixed address).

The County does not compensate “point to point” travel; nor travel between work locations.

16 OVERTIME: No work shall be performed during overtime, Sunday and/or holiday time labor rates without the prior written approval of the County.

17 BILLING AND PAYMENT:

17.1 The Contractor shall submit separate invoices for each Purchase Order issued. Invoices shall be sent to Howard County Department of General Services, 9200 Berger Road, Columbia, Maryland 21046.

Invoices in the proper form and approved by the County shall be paid by the County within 30 days of receipt. Invoices without the necessary information may be returned for correction prior to payment.

17.2 Each invoice shall include the following information:

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17.2.1 Contractor’s name;

17.2.2 Address;

17.2.3 Federal tax identification number;

17.2.4 Contract number, if applicable (i.e., 44XXXXXXXX);

17.2.5 Purchase Order number (i.e., 2XXXXXXXXX);

17.2.6 Contract line number;

17.2.7 Unit price and extended price (unit price must match a contract line); and

17.2.8 Description of goods provided and/or services performed.

17.3 The County reserves the right to make payments on Visa procurement cards when orders are placed using procurement cards as indicated in the Purchase Order Terms and Conditions, Method of Ordering. Contractors are not permitted to charge the County additional fees over and above their bid prices to process payments on procurement cards.

17.4 The County reserves the right to make payments via electronic funds transfer (a.k.a. ACH).

17.5 Delivery tickets signed by authorized County personnel shall accompany invoice, if applicable.

17.6 Payment shall be made after delivery and upon receipt of proper invoice from Contractor and authorization by the head of the department or their designee.

17.7 All amounts, costs, or prices referred to herein shall be United States of America currency.

17.8 The proper form of County invoices requires that the necessary information be included on all invoices.

Invoices without the necessary information may be returned for correction prior to payment. The County reserves the right to approve invoices, in its sole discretion, and to request such detail and additional information as the County, in its discretion deems appropriate.

17.9 All pricing shall be quoted as FOB Destination, Inside Delivery.

18 EXCEPTIONS: If the Contractor cannot meet the terms, conditions and/or specifications of the IFB, the Contractor must furnish a statement on company letterhead giving a complete description of any exceptions to the terms, conditions, and specifications. Failure to furnish the statement shall mean that the Contractor agrees to all terms, conditions, and specifications. Exceptions taken do not obligate the County to change the terms, conditions and/or specifications. Exceptions to the terms and/or conditions may be sufficient cause for rejection of the Contractor’s response. The County will not consider any exceptions to the terms, conditions and specifications after the solicitation closing date and time.

19 WARRANTY:

19.1 The Contractor warrants the equipment furnished to be of the highest quality, complying with the specifications and free from all defects whatsoever in workmanship and materials, for a period of one year from the date of delivery. Replacements and repairs under this warranty are to be made by the Contractor at no cost and to the satisfaction of the County.

19.2 The material supplied by the Contractor shall carry the manufacturer's standard new material warranty.

20 TECHNICAL SPECIFICATIONS: The Contractor shall provide the following types of services on an as needed basis:

20.1 Repair or replacement of rolling and horizontal opening bi-fold doors, door panels, glazing, hinges, etc.

20.2 Repair of door operators (both manual and motor-driven), related controls, electric drive motors, drive belts, chains, etc.

20.3 Repair or replacement of counterbalancing springs, rollers, tracks, cable, cordage, weather seals, safety edge, control panel, logic controller, pre-hung door frames, etc.

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20.4 Repair or replacement of rolling door slats, end locks, windsocks, etc.

20.5 Adjustment of the door and its moving parts, as required, to achieve smooth operation.

20.6 Replacement of door section or door slates due to damage beyond repair.

20.7 Unexpected or emergency services to repair, replace, install overhead and/or rolling and horizontal opening bi-fold doors.

20.8 Repair, replace service, install and/or maintain various types and sizes of overhead and rolling doors at various County locations. See Exhibit I for locations and door inventory.

20.9 Annual and/or other frequency of preventative maintenance inspections as requested by the County;

inclusive of adjustments as needed and component evaluation; to be documented on a formal report per location.

21 CONTRACTOR’S OBLIGATION TO STOCK REPLACEMENT PARTS:

21.1 The Contractor(s) shall respond to calls for service in a fully equipped service vehicle, carrying a full complement of replacement parts and expendable supplies.

21.2 The awarded Contractor(s) shall tour assigned service location within 45 days of award and take an inventory of equipment required for future services. The inventory shall list all major equipment by manufacturer’s nameplate data, as well as data describing equipment components. The complete inventory list shall be made available to the County with a copy of the site-specific inventory items for each location of service.

21.3 This inventory of equipment shall be on file in the Contractor’s offices, for convenient reference by the dispatcher. Site representative calling the Contractor for service will make every effort to provide the correct identification of the equipment believed to be defective at the time of the service call. The Contractor’s dispatcher and service technicians shall rely on the inventory to determine if, for example, the service vehicle should be restocked in anticipation of repairs that may be necessary.

22 WORK HOURS/RESPONSE TIME: It shall be understood that timely performance is of the essence in this contract.

The Contractor shall immediately schedule to achieve completion of the work within eight hours, if so requested.

22. 1 The Contractor shall respond onsite to general service calls within 24 hours.

22.2 The Contractor shall respond onsite to emergency service calls no later than 2 hours from the time of initial contact.

22.3 Annual maintenance reports shall be delivered to the County no later than 72 hours after the inspection is performed. Reports shall be delivered electronically in PDF form.

23 CONTRACTOR SUBMITTAL: The following items may be a factor for consideration of award.

23.1 Provide an example preventative maintenance inspection report for an overhead coiling door, with an approximate size of 10 feet wide by 12 feet high.

23.2 Provide a resume, inclusive of applicable required experience for each technician who will be assigned to the contract.

23.3 Provide a summary of the company’s relevant experience, demonstrating the required minimum 5 years in the services requested. Include a list of manufacturers that the company is an authorized dealer of.

Include a list of manufacturers that the company is authorized to work on for warranty repairs.