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RESOLUTION (ID #2925) DOC ID: 2925 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract
From: Tony Frossard M/CC Meeting Date: 04/07/2014
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Execution of a Vendor Services Agreement and Issuance of an Annual Purchase Order in an
Amount Not to Exceed $35,000 with Two Single Year Renewals at the City's Option to Inland
Overhead Door for the Maintenance of Roll-Up, Bi-Fold, and Mechanized Sliding Doors in City
Buildings. (#2925)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $261,400
Account No. 001-400-0037-5507
Account Description: Facilities Services
Balance as of. February 19,2014 $96,907.48
Balance after approval of this item: $61,907.48
es not indicate available funding.Please note this balance do . It does not include non-encumbered g
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
12/3/13 -Reso 2013-337 -The Mayor and Common Council directed the Director of Public
Works to issue a"Request for Proposal for the Maintenance of Roll-Up, Bi-Fold, and
Mechanized Sliding Doors in City Buildings." RFP F-14-20
Background:
The Public Works Department, Operation&Maintenance Division, is responsible for
maintaining roll-up,bi-fold, and mechanized sliding doors on various buildings throughout the
City. Routine maintenance is required to keep these doors operating properly.
On January 17, 2014, a formal bid process was initiated to solicit bids for the maintenance of
roll-up, bi-fold, and mechanized sliding doors in City buildings. Notices were posted on the
City's website,printed in the newspaper and mailed to the Chamber of Commerce. No local
vendors and four non-local vendors responded. One vendor,McKendry Door, submitted a bid
after the 3:00 p.m. deadline and was determined to be non-responsive. The bid requested
monthly and hourly pricing for door maintenance services.
The vendor,business location, and total price are listed below:
Updated: 3/27/2014 by Georgeann"Gigi"Hanna B Packet Pg.336
2925
Vendor Location Total Monthly Price
Inland Overhead Door Colton, CA $19455.00
Action Door Repair Huntington Park, CA $1,964.50
Barr Door Grand Terrace, CA $3,213.25
Precision Garage Doors & Gates Yucca Valley, CA $3,459.00
Inland Overhead Door was determined to be the lowest bidder. Staff recommends that the
Mayor and Common Council authorize the execution of an agreement issuance of an annual
purchase order in the amount of$35,000 with two single year renewals at the City's option to
Inland Overland Door for the maintenance of roll-up, bi-fold, and mechanized sliding doors in
City buildings.
City Attorney Review:
Supporting Documents:
reso 2925 (PDF)
agrmt 2925 (PDF)
Bid Packet (PDF)
Bid Summary (PDF)
Reso 2013-337 (PDF)
(61�
Updated: 3/27/2014 by Georgeann"Gigi"Hanna B Packet Pg. 337
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A VENDOR
3 SERVICES AGREEMENT AND ISSUANCE OF AN ANNUAL PURCHASE ORDER
4 IN AN AMOUNT NOT TO EXCEED $35,000 WITH TWO SINGLE YEAR
RENEWALS AT THE CITY'S OPTION TO INLAND OVERHEAD DOOR FOR THE
5 MAINTENANCE OF ROLL-UP, BI-FOLD, AND MECHANIZED SLIDING DOORS
IN CITY BUILDINGS.
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WHEREAS, Inland Overhead Door submitted the lowest bid for the maintenance of
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roll-up, bi-fold, and mechanized sliding doors in City buildings. o
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9 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE c
CITY OF SAN BERNARDINO AS FOLLOWS:
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11 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized
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12 and directed to execute on behalf of said City a Vendor Services Agreement between the City
13 of San Bernardino and Inland Overhead Door, a copy of which is attached hereto, marked a
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Exhibit"A", and incorporated herein by reference as fully as though set forth at length. M
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SECTION 2. That pursuant to this determination the Director of Administrative d
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17 Services, or his designee, is hereby authorized and directed to issue an annual purchase order a
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18 to Inland Overhead Door in the amount of$35,000 with two single year renewals at the City's N
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19 option. N
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SECTION 3. The Purchase Order shall reference this Resolution Number and shall
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read, "Inland Overhead Door for the maintenance of roll-up, bi-fold, and mechanized sliding
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23 doors in City buildings. Agreement not to exceed $35,000" and shall incorporate the terms Q
24 and conditions of the agreement.
25 SECTION 4. The authorization to execute the above referenced Agreement is
26 rescinded if it is not executed by both parties within sixty days of the passage of this
27 resolution.
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Packet pg 338
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
1 OF SAN BERNARDINO AUTHORIZING THE
OF OF A VENDOR
2 SERVICES AGREEMENT AND ISSUANCE OF AN ANNUAL PURCHASE ORDER
IN AN AMOUNT NOT TO EXCEED $35,000 WITH TWO SINGLE YEAR
3 RENEWALS AT THE CITY'S OPTION TO INLAND OVERHEAD DOOR FOR THE
4 MAINTENANCE OF ROLL-UP, BI-FOLD, AND MECHANIZED SLIDING DOORS
IN CITY BUILDINGS.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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and Common Council of the City of San Bernardino at a meeting
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8 thereof,held on the day of , 2014, by the following vote,to wit: 0
91 Council Members: AYES NAYS ABSTAIN ABSENT
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MARQUEZ L
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BARRIOS 0
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VALDIVIA
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14 SHORETT
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15 NICKEL
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JOHNSON a
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MULVIHILL N
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20 Georgeann Hanna, City Clerk
21 The foregoing resolution is hereby approved this day of , 2014.
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R. CAREY DAVIS, Mayor
24 City of San Bernardino
25 Approved as to form:
26 GARY D. SAENZ, City Attorney
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By.
Packet Pg. 339
VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
AND INLAND OVERHEAD DOOR FOR MAINTENANCE OF ROLL-UP,BI-FOLD
AND MECHANIZED SLIDING DOORS
This VENDOR Service Agreement is entered into this 7th day of April, 2014, by and
between Inland Overhead Door ("VENDOR") and the City of San Bernardino ("CITY" or
"San Bernardino').
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WITNESSETH: s
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WHEREAS, the Mayor and Common Council has determined that it is advantageous o
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and in the best interest of the CITY to contract for maintenance of roll-up, bi-fold, and c
mechanized sliding doors in City buildings and; 3
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WHEREAS, The City of San Bernardino did solicit and accept quotes from available p
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j VENDORs for such maintenance of roll-up, bi-fold, and mechanized sliding doors in City
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buildings; and
WHEREAS, VENDOR is the lowest bidder to provide said service to City; and
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NOW, THEREFORE,the parties hereto agree as follows:
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1. SCOPE OF SERVICES. N
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For the remuneration stipulated, San Bernardino hereby engages the services of Ln
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'I VENDOR to provide those services as set forth in RFQ F-14-20, a copy of which is on file in
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the Public Works Department and a copy of the Price Form is attached hereto as Attachment
"1" and incorporated here by this reference. E
2. COMPENSATION AND EXPENSES. a
a. For the services delineated above, the CITY, upon presentation of an invoice, shall
pay the VENDOR up to the amount of$35,000 for maintenance of roll-up, bi-fold,
and mechanized sliding doors in City buildings pursuant to RFQ F-14-20.
1 b. No other expenditures made by VENDOR shall be reimbursed by CITY.
Exhibit"A"
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Packet Pg. 340
3. TERM; TERMINATION.
The term of this agreement shall be from April 7, 2014 through June 30, 201.4,with twc
(2) one-year extensions at the City's option. 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.
This Agreement may be terminated at any time by thirty (30) days' written notice by
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either party. The terms of this Agreement shall remain in force unless amended by written 0
I agreement of the parties executed on or before the date of expiration of current term of the c
agreement. 3
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4. INDEMNITY. 0
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VENDOR agrees to and shall indemnify and hold the City, its elected officials, employees,
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agents or representatives, free and harmless from all claims, actions, damages and liabilities of
any kind and nature arising from bodily injury, including death, or property damage, based or (D
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asserted upon any or alleged act or omission of VENDOR, its employees, agents, or a�
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subcontractors, relating to or in any way connected with the accomplishment of the work or N
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performance of service under this Agreement, unless the bodily injury or property damage was
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actually caused by the sole negligence of the City, its elected officials employees, agents or N
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representatives. As part of the foregoing indemnity, VENDOR agrees to protect and defend at
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its own expense, including attorney's fees the City, its elected officials, employees, agents or E
representatives from any and all legal actions based upon such actual or alleged acts or Q
omissions. VENDOR hereby waives any and all rights to any types of express or implied
indemnity against the City, its elected officials, employees, agents or representatives, with
respect to third party claims against the VENDOR relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement.
Exhibit"A"
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Packet Pg.341
Q5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile
liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
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additional named insured in each policy of insurance provided hereunder. The Certificate of o
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Insurance furnished to the CITY shall require the insurer to notify CITY at least 30 days prior c
to any change in or termination of the policy. 3
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6. NON-DISCRIMINATION. o
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In the performance of this Agreement and in the hiring and recruitment of employees, emu
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VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin, d
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ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or rn m
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sexual orientation, or any other status protected by law. N
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Y 7. INDEPENDENT CONTRACTOR. Ln
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' VENDOR shall perform work tasks provided by this Agreement, but for all intents and
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purposes VENDOR shall be an independent contractor and not an agent or employee of the
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CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
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Income Tax, Social Security, State Disability Insurance Compensation, Unemployment a
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
Exhibit"A"
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Packet Pg.342
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR warrants that it possesses or shall obtain, and maintain a business registration
certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits,
qualifications, insurance and approval of whatever nature that are legally required of VENDOR
to practice its business or profession.
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NOTICES.
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Any notices to be given pursuant to this Agreement shall be deposited with the United 0
States Postal Service,postage prepaid and addressed as follows:
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TO THE CITY: Public Works Director 3
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300 North"D" Street
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San Bernardino, CA 92418 0
Telephone: (909) 384-5140
3 TO THE VENDOR: Inland Overhead Door 3
12401 South La Cadena Drive -ae
Colton, CA 92324
Telephone: (909) 783-3131
Contact: Greg Sherrett E
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9. ATTORNEYS' FEES. a
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In the event that litigation is brought by any party in connection with this Agreement, I.
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the prevailing party shall be entitled to recover from the opposing party all costs and expenses, N
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of a,
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its rights or remedies hereunder or the enforcement of any of the terms, conditions or
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provisions hereof. Attorney's fees for the City Attorney and members of his office shall be a
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calculated based on market rate for comparable services.
10. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
Exhibit"A"
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Packet Pg.343
.written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this
Agreement. Regardless of CITY'S consent, no subletting or assignment shall release VENDOR
of VENDOR's obligation to perform all other obligations to be performed by VENDOR
hereunder for the term of this Agreement.
11. VENUE. s
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The parties hereto agree that all actions or proceedings arising in connection with this 0
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Agreement shall be tried and litigated either in the State courts located in the County of San =
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Bernardino, State of California or the U.S. District Court for the Central District of California, 3
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Riverside Division. The aforementioned choice of venue is intended by the parties to be oL
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mandatory and not permissive in nature.
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12, GOVERNING LAW. �
This Agreement shall be governed by the laws of the State of California.
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13. SUCCESSORS AND ASSIGNS.
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This Agreement shall be binding on and inure to the benefit of the parties to this Agreement N
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and their respective heirs, representatives, successors, and assigns. Ln
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14. HEADINGS. w
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The subject headings of the sections of this Agreement are included for the purposes of
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convenience only and shall not affect the construction or the interpretation of any of its E
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provisions. Q
15. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any
Exhibit"A"
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Packet Pg.344 '
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other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect.
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16. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supercedes any prior agreements and understandings relating to the subject manner
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of this Agreement. This Agreement may be modified or amended only by a written instrument s
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executed by all parties to this Agreement. o
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Exhibit"A"
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packet Pg.345
VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
AND INLAND OVERHEAD DOOR FOR MAINTENANCE OF ROLL-UP,BI-FOLD
AND MECHANIZED SLIDING DOORS
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and
date set forth below.
Dated: 12014 INLAND OVERHEAD DOOR
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Its:
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Dated 52014 CITY OF SAN BERNARDINO 3
By: O
Allen J. Parker, City Manager U)
Approved as to Form:
Gary D. Saenz, City Attorney a
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Exhibit A
Packet Pg.346
City of San Bernardino
TECHNICAL SPECIFICATIONS
RFP F-14-20
DOOR MAINTENANCE SERVICES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
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The Public Works Department, Operation & Maintenance Division, is responsible for o
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 ?3
process, the City of San Bernardino intends to enter into an agreement with a qualified o
CONTRACTOR for door maintenance services. r
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Services: Bidder shall complete right-hand column indicating brief reasoning for a
exemptions to requirements when not applicable. State "Acceptable" if =
requirements are agreeable as set forth in left-hand column.
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Whenever the terms "Standard Specifications" is used, it shall mean the E
"Standard Specifications for Public Works Construction, latest edition." In ai
case of conflict between these specifications and Standard Specifications, a
these specifications shall take precedence over and be used in lieu of the N
Standard Specifications. N
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FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID ao
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CATEGORY I ACCEPTABLE / .2
AS SPECIFIED a
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.
Packet Pg.347
2. SCHEDULING OF WORK
The CONTRACTOR shall accomplish all normal maintenance required
under this contract from Monday through Friday. Exceptions may be
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 } 6
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 o
shall be reported in writing to the supervisor immediately.
The CONTRACTOR shall conduct the work at all times in a manner r
which will not interfere with normal pedestrian traffic on adjacent 3
sidewalks or vehicular traffic on adjacent streets or parking lots.
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3. EQUIPMENT, LABOR, MATERIALS N
The CONTRACTOR shall provide all equipment, labor, and materials
to adequately maintain the following list of doors in a good working a
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. a
Any replacement must conform to the type and kind of the existing � N
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.
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All work and materials shall be in full accordance with the latest rules m
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, a
with any prevailing rules and regulations pertaining to adequate a
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:
LOCATIONS DOOR TYPE NO
1. City Hall Manual/Electric 4
300 North "D" Street
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2. Carousel Mall Electric 12
281 North "E" Street
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3, Central Garage Electric 32
182 S Sierra Way
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4. Fire Station #1 Electric 8 3
200 E Third Street
(sliding doors) 0
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5. Fire Station #2 Electric 4 4 cc
1201 E Third Street
(bi-fold spring doors) a
6. Fire Station #3 Electric 4
2121 Medical Center Drive
(bi-fold spring doors)
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7. Fire Station #4 Electric 4 a
2641 North "E" Street N
(bi-fold spring doors) N
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8. Fire Station #5 Electric 4
1640 Kendall Drive a.
(bi-fold spring doors)
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9. Fire Station #6 Electric 4
1920 Del Rosa Avenue
(bi-fold spring doors)
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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)
Packet Pg. 349
12. Fire Station #9 Electric 4
202 Meridian Avenue
(bi-fold spring doors)
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)
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15. Building Maintenance Shop Manual 1
247 S Pershing Avenue
(bi-fold hand pull)
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16. Feldheym Library Electric 1
555W6 th Street o
(roll up grill) N
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TOTAL 100
DOORS a
5. PREVENTATIVE MAINTENANCE r
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Preventative Maintenance is a variable of the many conditions within
which a sectional door is required to operate. The following a
recommendations should be established as routine and shall consist
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of, but not be limited to the following:
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A. Track R
• The track surface should be maintained free of oil or grease. �p n
• Check tightness of track bolts to angles and fasteners attaching m
angle to the jambs for tightness.
B. Door Surface and Hardware
• Top fixture — With the door in the down position, adjust roller r
assembly holder so that the wheel is tight against the track a
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.
Packet Pg.350
• Bottom seal — Inspect for damage and replacement if
necessary.
C. Counterbalance (every three months or as required)
• Drum— Check set screw for tightness.
• 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 0
mounting pad are secure. Oil the bearing. -c
• Shaft— Lightly oil contact points of components on shaft.
• Couplings — Check connection of couplings for security.
• Collars — Check tightness of set screws. 3
• Light Switch — Check for proper adjustment.
• Brake & Clutch — Check for proper operation and adjustment. o
• Safety Switch — Check for proper adjustment and operation and
make any necessary repairs. s
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To keep the doors in good working condition, periodically oil all moving a
parts of the door. �
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The only operator parts requiring occasional oiling are the roller chains
and the limit switch spur gear and worm.
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The operator motor is protected against burn-out by an internal a
overload protector. If the operator motor quits running because the N
protector has tripped, any condition which may have caused the
overload shall be corrected. r
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 a.
not, correct the condition causing the malfunction.
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6. SCHEDULE OF WORK
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1. City Hall — Cycle test, inspect for physical damage, 3 times per R
year, plus drop test 1 time per year. Four (4) services annually. a
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.
Packet Pg.351
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.
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 L
chains. Six (6) service calls annually.
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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.
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8. Fire Station #5 — Cycle test, inspect for physical damage,
lubricate as required, check operator breaks, limits and drive o
chains. Six (6) service calls annually. N
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9. Fire Station #6 — Cycle test, inspect for physical damage,
lubricate as required, check operator breaks, limits and drive �� o.
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. a
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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, U
lubricate as required, check operator breaks, limits and drive a
chains. Six (6) service calls annually. m
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.
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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.'
Packet Pg. 352
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16. F'eldheym Library -- Cycle test, inspect for physical damage,
lubricate assemblies. Sic (6) service calls annually.
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. o
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 3
fully functional and operational door.
B. All doors shall be lubricated as required for a smooth and
functional operation. r�
C. All replacement counter balance shafts shall be solid metal. No a
hollow metal shafts will be allowed. R
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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 a
and maintenance of the City's roll up doors, screens, and bi-fold doors N
to assure that all doors are fully functional and operational. Any other N
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, a
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8. RESPONSE TIME Ec
The CONTRACTOR shall provide a call answering service on a 24- a
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.
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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.
Payment for non-emergency and emergency call outs shall be made
at the respective contract unit prices per hour and shall include full k�° L
compensation for furnishing all labor, tools, equipment, and incidentals
and no additional compensation will be allowed therefore. O
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. o
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10. SUBCONTRACTOR
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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. L
11. REFERENCE LIST a
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Provide three (3) local government agencies and/or company's X N
previous or current contact references that support your ability to 0
provide door maintenance services.
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12. CONTRACT LENGTH m
The length of this contract shall be for one year with two {2} one-year E
extensions at the City's option.
13. LICENSES Q
The CONTRACTOR represents that it has all licenses including the �q`�
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.
Packet Pg.354
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
Director, or his designee, to correct the specified deficiencies.
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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: o
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1. Deduct from the CONTRACTOR'S payment the amount
necessary to correct the deficiency, including City overhead
costs and impose a deficiency deduction. 3
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2. Withhold the entire or partial payment. o
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3. Terminate the contract and award to second bidder. ?
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PRICE FORM
REQUEST FOR QUOTES: RFQ F-14-20
DESCRIPTION OF RFQ: Door Maintenance Services
COMPANY NAME: 6MA C'CIA
ADDRESS: 1Z4p` S.uLce'Do--, C9<
Co�kL--, , CA qz5N o
PRINT
NAME OF AUTHORIZED
��'REPRESENTATIVE � ,���
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Provide pricing that is a Firm Fixed Fee for the following: t
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UNIT FEE
Maintenance Service Call: � �
Sliding Doors— Electric Monthly $ ��r E
(.$o
Bi-fold Spring Doors — Electric Monthly $ a
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Hinge Doors— Manual Monthly $
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Bi-fold Hand Pull— Electric Monthly $ �eO-
Roll Up Grill— Electric Monthly
Rolling Doors — Manual Monthly $
(,(50 4 m
Non-emergency Call Out Hour
Emergency Call Out Hour $
TOTAL FIRM FIXED FEE $ ��$o
Packet Pg.356
ANNUAL PURCHASE ORDER
Effective on or about February 1, 2014 through June 30, 2014 plus two (2) single year options,
for City's partial requirements, on an as-needed basis, with no guaranteed usage.
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.
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Prices may be adjusted annually (on the day the contract was signed by the City of San
Bernardino and the vendor). Under no circumstances will adjustments in the fees exceed five
k (5) percent per additional period. Vendor must provide the City 60 (sixty) day written
notification of any proposed price increase. Price increases shall become effective 30 (thirty) ;
days after the City receives written notification of such increases. Vendor must also pass on 0
any decreases in the same way.
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
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of a duly authorized Purchase Order.
Are there any other additional or incidental costs, which will be required by yqj4rfirm in o
order to meet the requirements of the Technical Specifications? Yes /( No N
(circle one). If you answered "Yes", please provide detail of said additional cos s�
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Please indicate any elements of the Technical Specifications that cannot be met by your a
firm.
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HjAva,you included in your bid all informational items and forms as requested?
es / No (circle one). If you answered "No", please explain: E
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Packet Pg.357
This offer shall remain firm for 120 days from RFP close date.
Terms and conditions as set forth in this RFP 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 RFP. Below,
please indicate all Addenda to this RFP received by your firm, and the date said L
Addenda was/were received.
0
Verification of Addenda Received
Addenda No: Received on: i
Addenda No: Received on:
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AUTHORIZED SIGNATURE: N
PRINT SIGNER'S NAME AND TITLE:
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DATE SIGNED:
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COMPANY NAME & ADDRESS: 6AA 1 ,,c2,1J�1'r
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PHONE: �') -�s3-313� FAX: q'S� EMAIL: m
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pe aCGcCaw ��ok\� rG� a�i
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
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7WOverhead Door Company of the Inland Empire flit,d«<��«��n�-�1-9-91
" OHD Inland Overhead Door Canpany License No. 492369
References:
Nestles Distribution
3450 Dulles Drive
Mira Loma, CA 91752
Contact: Darrell Elwell
951-360-7251 i
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Johnson-Machinery
P. O. Box 351
Riverside, CA 92502
Contact: Jerry Walsh
951-686-4560 3
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Chino Valley Fire District o
14011 City Center Drive N
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Chino Hills, CA 91709
Contact: Tim Stewart '
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909-902-5260
City of San Bernardino
300 D Street d
San Bernardino, CA 92418 °-'
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Contact: Rick Moreno Q
909-208-4018 LO
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92409 S. La Cadena Drive, Colton, California 92324 ♦ (909) 783-3131 ♦ Fax(909) 783-3478
Packet Pg.359"
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GMAI,Inc.dba:
Overhead Door Company of the Inland Empire .,dnw,,I,)za
Inland Overhead Door Company License No. 492369
City of San Bernardino
300 North D Street
4`h Floor,Attn:Vanessa Sanchez
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San Bernardino, CA.92418
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RE: RFP F-14-20 =
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City of San Bernardino, p
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Inland Overhead Door Company was established in 1982 and Incorporated in 1984. We operate out of our original a.'
ocation in Colton, California. The Company is an "S-Corp"and the officers are Joe Anderson, Martha Anderson and c
reg Sherrett. All the officers work full time for the company. We have 10 full time employees.
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We have performed the type work required by this proposal for more than 30 years including for the City of San
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Bernardino. We have performed similar work for several cities and counties in Southern California including Colton,
Riverside,Chino, Rancho Cucamonga,and Corona. N
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In addition to service and repair Inland Overhead Door specializes in the installation of new Fire Stations and is the
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recommended source for Overhead Door products in Southern California. a
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Thank you,
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J e Anderson
President
12401 S. La Cadena Drive, Calton, California 92324 s (909) 783-313.1 ♦ Fax(909) 783-3478
Packet Pg. 360
NON -COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free
competitive bidding in connection with RFP F-14-20.
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Business Name
Business Address 4'fY2t X 12ke
Signature of bidder X
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Place of Residence
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Subscribed and sworn before me this 1� day of 1=.2,� , 20
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Notary Public in and for the County of_j?i y1,2 ,s i�iT , State of Q
California.
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My commission expires - ) 1 20 19 ,
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GURPAL BAWA
COMM. #2052368 --
'° NOTARY PUBLIC-CALIFORNIA JJV TF1/7 y /J(/ l 1. E
SAN BERNARDINO COUNTY �' c
My Comm.Expires Jan.15,2018
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State Of California ,
CONTRACTORS STATE LICENSE BOARD(.-"' A
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Afrairs
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RE,ESOLU
TION 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
4 AND MECHANIZED SLIDING DOORS IN CITY BUILDINGS" RFP F-14-20.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE _
CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Public Works Director is directed to issue a "Request for Proposal o
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8 for the maintenance of roll-up, bi-fold and mechanized sliding doors in City buildings." RFP
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9 F-14-20 attached and incorporated herein as Exhibit"A."
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S.Z e
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 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a Dint regular meeting
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thereof,held on the 2nd day of December , 2013,by the following vote,to wit:
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8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ x 3
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10 JENKINS x
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11
VALDIVIA x
12 2
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13 SHORETT X.._
14 VACANT
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15 JOHNSON x 0
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16 MULVIHILL x a
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George 64n Hanna, ity Clerk M
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20 The foregoing resolution is hereby approved this_ 6 day of December , 2013. N
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22 Patri J.Z orris,23 f SBernardino
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24 Approved as to form: a
GARY SAENZ,
25 City Attorney
26 By: � l-
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Packet Pg. 365