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Home My WebLink About2013-337 RESOLUTION NO. 2013-337 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE A 3 "REQUEST FOR PROPOSAL FOR THE MAINTENANCE OF ROLL-UP, BI-FOLD AND MECHANIZED SLIDING DOORS IN CITY BUILDINGS." RFP F-14-20. 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Public Works Director is directed to issue a "Request for Proposal 7 8 for the maintenance of roll-up, bi-fold and mechanized sliding doors in City buildings." RFP 9 F-14-20 attached and incorporated herein as Exhibit"A." 10 11 /// 12 IN 13 /// 14 /11 15 /// 16 17 /11 18 /// 19 /// 20 /// 21 /// 22 /// 23 24 /// 25 /1/ 26 /// 27 /// 28 2013-337 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO DIRECTING THE PUBLIC WORKS DIRECTOR TO ISSUE A 2 "REQUEST FOR PROPOSAL FOR THE MAINTENANCE OF ROLL-UP, BI-FOLD AND MECHANIZED SLIDING DOORS IN CITY BUILDINGS." RFP F-14-20. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a joint regular meeting 6 thereof, held on the 2nd day of December , 2013, by the following vote, to wit: 7 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 MARQUEZ x 10 JENKINS x 11 VALDIVIA x 12 13 SHORETT x 14 VACANT 15 JOHNSON x 16 MULVIHILL x 17 18 George Hanna, ity Clerk 19 1,,%- 20 The foregoing resolution is hereby approved this � day of December , 2013. 21 22 Patria J. Morris, • •• 23 ' •f San Bernardino 24 Approved as to form: GARY SAENZ, 25 City Attorney 26 � 27 28 2013-337 RFP F-14-20 Page 1 of 13 City of San Bernardino TECHNICAL SPECIFICATIONS, RFP F-14-20 DOOR MAINTENANCE SERVICES NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" The Public Works Department, Operation & Maintenance Division, is responsible for maintaining roll up, bi-fold, and sliding doors on various buildings throughout the City. The intent of this document is to solicit proposals from qualified CONTRACTOR'S with experience in providing door maintenance services. There are 100 roll up, bi-fold, and sliding doors in the City. The City is looking for the most responsive and responsible CONTRACTOR that will be committed to provide the City of San Bernardino with door maintenance services. Through a competitive qualification and bid based procurement process, the City of San Bernardino intends to enter into an agreement with a qualified CONTRACTOR for door maintenance services. Services: Bidder shall complete right-hand column indicating brief reasoning for exemptions to requirements when not applicable. State "Acceptable" if requirements are agreeable as set forth in left-hand column. Whenever the terms "Standard Specifications" is used, it shall mean the "Standard Specifications for Public Works Construction, latest edition." In case of conflict between these specifications and Standard Specifications, these specifications shall take precedence over and be used in lieu of the Standard Specifications. FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID CATEGORY I ACCEPTABLE / AS SPECIFIED 1. SCOPE The CONTRACTOR shall furnish the City with full repair and maintenance service on all roll up doors, screens, and bi-fold doors in accordance with these special provisions and all other maintenance required to keep all doors in a safe and useable condition. 2. SCHEDULING OF WORK The CONTRACTOR shall accomplish all normal maintenance required under this contract from Monday through Friday. Exceptions may be EXHIBIT "A" RFP F-14-20 Page 2 of 13 made to normal working hours for each facility, where incidences of use may be too great during the hours specified to allow for proper maintenance. The supervisor may grant, on an individual basis, permission to perform contract maintenance at other hours. The CONTRACTOR shall establish a schedule of routine work to be followed in the performance of this contract. A copy of this schedule shall be provided to the supervisor prior to the performance of any work required by these specifications, and any changes in scheduling shall be reported in writing to the supervisor immediately. The CONTRACTOR shall conduct the work at all times in a manner which will not interfere with normal pedestrian traffic on adjacent sidewalks or vehicular traffic on adjacent streets or parking lots. 3. EQUIPMENT, LABOR, MATERIALS The CONTRACTOR shall provide all equipment, labor, and materials to adequately maintain the following list of doors in a good working order in accordance with Section 5. The CONTRACTOR shall furnish replacement doors/parts that fail through no fault of the CONTRACTOR. Any door that fails due to negligence of the CONTRACTOR shall be replaced/repaired entirely at the CONTRACTOR'S expense. Any replacement must conform to the type and kind of the existing equipment or hardware. Any deviation must be approved in writing by the supervisor. Any painting required to match existing facilities will be done by others. All work and materials shall be in full accordance with the latest rules of the California Administrative Code Title 24, Part 3, "Basic Electrical Regulation", the National Electrical Code, National Board of Fire Underwriters, the State of California Division of Industrial Safety, Electrical Regulations of the State Fire Marshall, and local ordinances, with any prevailing rules and regulations pertaining to adequate protection and/or guarding of any moving parts of otherwise hazardous locations. Nothing in these specifications is to be construed as permitting work not conforming with these codes. 4. LOCATIONS Doors to be maintained under the terms of this contract are located at the following sites: RFP F-14-20 Page 3 of 13 LOCATIONS DOOR TYPE NO 1. City Hall Manual/Electric 4 300 North "D" Street 2. Carousel Mall Electric 12 281 North "E" Street 3. Central Garage Electric 32 182 S Sierra Way 4. Fire Station #1 Electric 8 200 E Third Street (sliding doors) 5. Fire Station #2 Electric 4 1201 E Third Street (bi-fold spring doors) 6. Fire Station #3 Electric 4 2121 Medical Center Drive (bi-fold spring doors) 7. Fire Station #4 Electric 4 2641 North "E" Street (bi-fold spring doors) 8. Fire Station #5 Electric 4 1640 Kendall Drive (bi-fold spring doors) 9. Fire Station #6 Electric 4 1920 Del Rosa Avenue (bi-fold spring doors) 10. Fire Station #7 282 W 40th Street (bi-fold spring doors) Electric 2 (hinge doors) Manual 2 11. Fire Station #8 Electric 4 3398 E Highland Avenue (bi-fold spring doors) 12. Fire Station #9 Electric 4 202 Meridian Avenue (bi-fold spring doors) RFP F-14-20 Page 4 of 13 13. Fire Station #10 Electric 4 502 S Arrowhead Ave (bi-fold spring doors) 14. Fire Station #11 Electric 6 450 Vanderbilt Way (bi-fold spring doors) 15. Building Maintenance Shop Manual 1 247 S Pershing Avenue (bi-fold hand pull) 16. Feldheym Library Electric 1 555 W 6th Street (roll up grill) TOTAL 100 DOORS 5. PREVENTATIVE MAINTENANCE Preventative Maintenance is a variable of the many conditions within which a sectional door is required to operate. The following recommendations should be established as routine and shall consist of, but not be limited to the following: A. Track • The track surface should be maintained free of oil or grease. • Check tightness of track bolts to angles and fasteners attaching angle to the jambs for tightness. B. Door Surface and Hardware • Top fixture — With the door in the down position, adjust roller assembly holder so that the wheel is tight against the track surface on the door side. Lightly oil the roller stem and races of the roller assembly wheel. Wipe off excess oil. • NOTE: The above procedures for oiling should be followed for all roller assemblies in the End Hinges and Bottom Fixture. • Oil the hinge points on all center hinges. • Check all door hardware fasteners for tightness and freedom from corrosion. • Bottom seal — Inspect for damage and replacement if necessary. C. Counterbalance, (every three months or as required) • Drum — Check set screw for tightness. RFP F-14-20 Page 5 of 13 • Cable — Examine for frayed or broken strands. Replace if necessary. • Torsion Spring — Lightly oil across top of coils. • Winding Plug — Check set screw for tightness. • Anchor Plug — Check bolts which attach the plug to the anchor bracket for tightness and freedom from corrosion. • Mounting Brackets — Assume that attachment fasteners to mounting pad are secure. Oil the bearing. • Shaft— Lightly oil contact points of components on shaft. • Couplings — Check connection of couplings for security. • Collars — Check tightness of set screws. • Light Switch — Check for proper adjustment. • Brake & Clutch — Check for proper operation and adjustment. • Safety Switch — Check for proper adjustment and operation and make any necessary repairs. To keep the doors in good working condition, periodically oil all moving parts of the door. The only operator parts requiring occasional oiling are the roller chains and the limit switch spur gear and worm. The operator motor is protected against burn-out by an internal overload protector. If the operator motor quits running because the protector has tripped, any condition which may have caused the overload shall be corrected. At least twice a year, manually operate the door by disconnecting it from the operator. The door should open and close freely. If it does not, correct the condition causing the malfunction. 6. SCHEDULE OF WORK 1. City Hall — Cycle test, inspect for physical damage, 3 times per year, plus drop test 1 time per year. Four (4) services annually. 2. Carousel Mall — Cycle test, inspect for physical damage, lubricate limit assemblies every 2 months. Six (6) service calls annually. 3. Central Garage — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Four (4) service calls annually. 4. Fire Station #1 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Four (4) service calls annually. RFP F-14-20 Page 6 of 13 5. Fire Station #2 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 6. Fire Station #3 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 7. Fire Station #4 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 8. Fire Station #5 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 9. Fire Station #6 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 10. Fire Station #7 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Four (4) service calls annually. 11. Fire Station #8 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 12. Fire Station #9 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 13. Fire Station #10 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 14. Fire Station #11 — Cycle test, inspect for physical damage, lubricate as required, check operator breaks, limits and drive chains. Six (6) service calls annually. 15. Building Maintenance Shop — Cycle test, inspect for physical damage, lubricate as required. Six (6) service calls annually. 16. Feldheym Library — Cycle test, inspect for physical damage, lubricate assemblies. Sic (6) service calls annually. RFP F-14-20 Page 7 of 13 7. REPAIRS TO EXISTING FACILITIES The CONTRACTOR shall provide the following repairs and perform the work as necessary in accordance with the following: A. Any door damaged by collision or malfunction shall be repaired or replaced as soon as materials can be obtained and the door placed back in operation. All parts of doors shall include, its operating mechanism, for both electrical and manual, frames, guides, brackets, rollers, cables, rails, and securing hardware and anything else that is required for a fully functional and operational door. B. All doors shall be lubricated as required for a smooth and functional operation. C. All replacement counter balance shafts shall be solid metal. No hollow metal shafts will be allowed. D. All replacement counter balance steel springs shall be of sufficient size to assure long life expectancy. The intention of these Special Provisions is to provide complete repair and maintenance of the City's roll up doors, screens, and bi-fold doors to assure that all doors are fully functional and operational. Any other such items or details, not mentioned above, that are required to keep all doors in good working order in accordance with the Standards of the industry. 8. RESPONSE TIME The CONTRACTOR shall provide a call answering service on a 24- hour, 7-days a week basis and with a 2-hour or less response time on an emergency call. If the CONTRACTOR cannot respond to an emergency all, then he must notify the supervisor so the City can take the necessary action to provide the required security. 9. PAYMENT Payment for preventative maintenance services shall be paid at the contract unit bid prices and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals and for doing all the work involved performing preventative maintenance service and no additional compensation will be allowed therefor. RFP F-14-20 Page 8 of 13 Payment for non-emergency and emergency call outs shall be made at the respective contract unit prices per hour and shall include full compensation for furnishing all labor, tools, equipment, and incidentals and no additional compensation will be allowed therefore. Payment will be made only for the time a service man is actually on the jobsite or involved in acquiring parts within a 20-mile radius of the jobsite. For any part not available within a 20-mile radius of the jobsite, the CONTRACTOR shall notify the supervisor and request approval for purchasing the necessary parts. 10. SUBCONTRACTOR The CONTRACTOR must list all subcontractors used for the duration of this contract. If a new subcontractor is hired to provide services during the contract, the CONTRACTOR must submit the name of the new subcontractor, subcontractor's license, and insurance information one week prior to work performed. 11. REFERENCE LIST Provide three (3) local government agencies and/or company's previous or current contact references that support your ability to provide door maintenance services. 12. CONTRACT LENGTH The length of this contract shall be for one year with two (2) one-year extensions at the City's option. 13. LICENSES The CONTRACTOR represents that it has all licenses including the D28 Overhead Doors & Electric Openers license, permits, qualifications and approvals of whatever nature that are legally required to provide door maintenance services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Contract. 14. CONTRACTOR NON-COMPLIANCE A. If the Public Works Department Director, or his designee, determines that there are deficiencies in the performance of this Agreement, the Public Works Director, or his designee, will provide a written notice to the CONTRACTOR stating the deficiencies and specifying a time frame to correct the specified deficiencies. This time frame shall be reasonable, as determined by the Public Works RFP F-14-20 Page 9 of 13 Director, or his designee, to correct the specified deficiencies. B. Should the CONTRACTOR fail to correct any deficiencies within the stated time frame, the Public Works Director, or his designee, may exercise the following measures: 1. Deduct from the CONTRACTOR'S payment the amount necessary to correct the deficiency, including City overhead costs and impose a deficiency deduction. 2. Withhold the entire or partial payment. 3. Terminate the contract and award to second bidder. RFP F-14-20 Page 10 of 13 PRICE FORM REQUEST FOR QUOTES: RFQ F-14-20 DESCRIPTION OF RFQ: Door Maintenance Services COMPANY NAME: ADDRESS: PRINT NAME OF AUTHORIZED REPRESENTATIVE Provide pricing that is a Firm Fixed Fee for the following: UNIT FEE Maintenance Service Call: Sliding Doors — Electric Monthly $ Bi-fold Spring Doors — Electric Monthly $ Hinge Doors — Manual Monthly $ Bi-fold Hand Pull — Electric Monthly $ Roll Up Grill — Electric Monthly $ Rolling Doors — Manual Monthly $ Non-emergency Call Out Hour $ Emergency Call Out Hour $ TOTAL FIRM FIXED FEE $ RFP F-14-20 Page 11 of 13 ANNUAL PURCHASE ORDER Effective on or about January 1, 2014 through June 30, 2014 with two (2) one-year renewal options, at the City's discretion for City's requirements. Option year one, if exercised, shall be effective July 1, 2014 through June 30, 2015. Option year two, if exercised, shall be effective July 1, 2015 through June 30, 2016. Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order. Are there any other additional or incidental costs which will be required by your firm in order to meet the requirements of the Technical Specifications? Yes / No (circle one). If you answered "Yes", please provide detail of said additional costs: Please indicate any elements of the Technical Specifications that cannot be met by your firm. Have you included in your bid all informational items and forms are requested? Yes / No (circle one). If you answered "No", please explain: This offer shall remain firm for 90 days from RFQ close date. Terms and conditions as set forth in this RFQ apply to this bid. Cash discount allowable % days; unless otherwise stated, payment terms are: Net thirty (30) days. In signing this bid, Bidder warrants that all certifications and documents requested herein are attached and properly completed and signed. From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate all Addenda to this RFQ received by your firm, and the date said Addenda was/were received. RFP F-14-20 Page 12 of 13 Verification of Addenda Received Addenda No: Received on: Addenda No: Received on: Addenda No: Received on: AUTHORIZED SIGNATURE: PRINT SIGNER'S NAME AND TITLE: DATE SIGNED: COMPANY NAME & ADDRESS: PHONE: FAX: EMAIL: IF SUBMITTED A "NO BID", PLEASE STATE REASON(S) BELOW: C 0 U P ca a. o o E o a o d o • - 0 o o .U a, o w ›80o _^. 0 a (-' o U O, �O •k @) .2 -0 O °> 0.d � 0Ua F °q .0w c U d F M "0 b o U w N .. ° b o V co Ha� , -d ai 9 a> z •az � zuQ b o'14 CU CD OU o ^ w °; „ - o � rn It n� 4k - o0 M C M M ON N Q 71. 00 00 0\ ly o �O o o, is ■o v U r rn � — It � ° O �oM CC W _ 00 N00 M Lc-) M 00 N z C Z V kn O � o0 O M t N vN •-, 00tn \o o\ a : N DO M I-- M l- 0 a 0 0 0 O O O ..d N 0\ 00 0, 01 00 00 — N — cn v-) M ■o 00 O N `'- •-- VO N V - O N ■". ••-■ M M N M N O vl N N N N ,--+ N O N — 4cd 01 0\ 0\ 0\ 0C 01 0\ F • ¢ Q < < ¢ Q Q CA EQ„ UUUUUU U - C a) U It .� r_ N o jy d• U N u)d >p U ; -d at o U ° Q x a w o H 1. a O :� a) • CQ > RI � Q a fl a)73 70 o U o • . o a o a 5 o f:0 .y - a 5 i o o .0 — ' 0� 0 ,b •..0 00 Q w) —. 1 O W N 0 O 0 N M N d O r•+ r y _ . - N --- •-" - • - V z a — c x �. a) 0 ° cu0 a ^ci � � z 9 w o �, w > v° 0 0 .0 0 0, 1:1 O 0 ° C7 —