9190 PFA OVERHEAD DOOR REPAIR & MAINTENANCE SERVICES ON-CALL

Agency: City of Fort Collins
State: Colorado
Level of Government: State & Local
Category:
  • J - Maintenance, Repair, and Rebuilding of Equipment
  • Z - Maintenance, Repair or Alteration of Real Property
Opps ID: NBD14162726505521643
Posted Date: Sep 10, 2020
Due Date: Oct 2, 2020
Source: Members Only
Option Title Description End Date
Download/View RFP 9190 PFA OVERHEAD DOOR REPAIR & MAINTENANCE SERVICES ON-CALL REQUEST FOR PROPOSAL Oct 02, 2020

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Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
REQUEST FOR PROPOSAL
9190 PFA OVERHEAD DOOR REPAIR & MAINTENANCE SERVICES ON-CALL
The City of Fort Collins, on behalf of the Poudre Fire Authority (PFA), is requesting proposals
from qualified Vendors to provide on-call installation, repair, replacement, and maintenance
services for the overhead doors at fire stations.
Proposals should be submitted online through the Rocky Mountain E-Purchasing System
(RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins by 3:00 PM MST
(RMPES Clock) on October 2, 2020. Note: please ensure adequate time to submit proposals
through RMEPS. Proposals not submitted by the designated Opening Date and Time will not
be accepted by the system.
All questions should be submitted, in writing via email, to Beth Diven, Buyer at
bdiven@fcgov.com, no later than 5:00 PM MST (our clock) on September 23, 2020. Please
format your e-mail to include: RFP 9190 PFA Overhead Door Repair & Maintenance Services
On-Call in the subject line. Questions received after this deadline may not be answered.
Responses to all questions submitted before the deadline will be addressed in an addendum and
posted on the Rocky Mountain E-Purchasing System webpage.
Rocky Mountain E-Purchasing System hosted by Bidnet
A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
This RFP has been posted utilizing the following Commodity Code(s):
910-55
Overhead Door Installation, Maintenance, and Repair
Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the
provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-
4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises will be
afforded full and fair opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, or national origin in consideration for an
award.
The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of
gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age
40 years or older, marital status, disability, sexual orientation, genetic information, or other
characteristics protected by law. For the purpose of this policy “sexual orientation” means a
person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality.
The City also strictly prohibits unlawful harassment in the workplace, including sexual
harassment. Further, the City strictly prohibits unlawful retaliation against a person who
engages in protected activity. Protected activity includes an employee complaining that he or
she has been discriminated against in violation of the above policy or participating in an
employment discrimination proceeding.
RFP 9190 PFA Overhead Door Repair & Maintenance Services On-Call
Page 1 of 22
The City requires its vendors to comply with the City’s policy for equal employment opportunity
and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to
all third-party vendors and their subcontractors at every tier.
Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records
Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject
to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit
one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version
of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary
pursuant to CORA. Such statement does not necessarily exempt such documentation from
public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other
applicable law. Generally, under CORA trade secrets, confidential commercial and financial
data information is not required to be disclosed by the City. Proposals may not be marked
“Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from
this request for proposal will be public information.
New Vendors: The City requires new Vendors receiving awards from the City to fill out and
submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the
W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s
Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please
do not submit with your proposal.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly any
decision-making authority concerning such sale or any supervisory authority over the services to
be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will
be rejected and reported to authorities as such. Your authorized signature of this proposal
assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow
other state and local governmental agencies, political subdivisions, and/or school districts to
utilize the resulting award under all terms and conditions specified and upon agreement by all
parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in
the current term or in any future terms.
The selected Vendor shall be expected to sign the City’s standard Agreement prior to
commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry Paul
Purchasing Director
RFP 9190 PFA Overhead Door Repair & Maintenance Services On-Call
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I. BACKGROUND & OBJECTIVE / OVERVIEW
A. Objective
The City of Fort Collins, on behalf of the Poudre Fire Authority (PFA), is requesting
proposals from qualified Vendors to provide on-call installation, repair, replacement and
maintenance services for the overhead doors at fire stations.
The awarded Vendor will provide all hardware and accessories necessary to perform
installation of new doors, repairs, regular routine maintenance, emergency services calls
and/or replacement of overhead doors, as authorized and approved by PFA’s
Representative.
B. Background
PFA has overhead doors of varying sizes at 13 fire stations and 2 training buildings. An
interactive map of the fire station locations can be found online at https://www.poudre-
fire.org/about-us/pfa-facilities-stations.
The following is a brief summary of the existing overhead doors:
Station #
Station 1
Size 1 Door
Width x Height
14’2” X 14’ 0.5”
# of
Doors
6
Size 2 Door
Width x Height
10’2” X 7’ 4.5”
# of
Doors
1
Brand/Manufacturer
Front Range Raynor
Station 2
12’2” X 11’8”
2
Front Range Raynor
Station 3 12’2” X 11’ 0.5”
2
Front Range Raynor
Station 4
14’2” X 14’2”
8
Wayne Dalton
Station 5
12’2” X 14’
3
10’2” X 8’
1
Front Range Raynor
Station 6
12’6” X 14’
10
Front Range Raynor
Station 7 12’2” X 12’ 0.5”
2
10’2” X 12’
1
Front Range Raynor
Station 8
14’2” X 14’2”
8
Wayne Dalton
Station 9 12’2” X 14’ 0.5”
3
Front Range Raynor
Station 10
12’2” X 14’
3
Front Range Raynor
Station 11
12’2” X 12’
2
Unknown/No Label
Station 12 12’2” X 14’ 0.5”
3
Front Range Raynor
Station 14
12’2” X 14’
5
Front Range Raynor
Training A 12’2” X 14’ 0.5”
2
Front Range Raynor
Training B 12’2” X 14’ 0.5”
2
Front Range Raynor
The above list is a general overview of the PFA facilities at the time of issuance of the
RFP. This list may be subject to change over the life of the resulting Agreement.
RFP 9190 PFA Overhead Door Repair & Maintenance Services On-Call
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II. SCOPE OF PROPOSAL
A. Scope of Services
At the start of the Agreement, the awarded Vendor will be expected to conduct an audit of
all PFA overhead doors at the fire stations and training facilities. Vendor will be expected
to maintain an accurate record of the overhead doors at each facility along with
maintenance and repair records for each.
The following is indicative of the services expected during the term of the Agreement:
Vendor shall provide, at no additional cost to the City, consultation regarding
equipment selection, site visits, meetings, estimates and/or quotes.
Upon arrival at each site, Vendor shall check in with the designated contact and
evaluate the specific materials needed and develop an estimate of the expected cost
of materials.
Vendor shall provide all parts and materials of the type used in the original equipment
manufacturer (OEM) installation unless otherwise approved by the City. If OEM parts
and materials are not available, materials of similar type and quality are required. The
contractor must offer fair and reasonable pricing for all parts and materials.
All parts must be new and unused. Prototype, refurbished, used or demo parts are
not allowed.
Vendor shall maintain a reasonable supply of available parts and maintain a
reasonable supply system for acquisition of additional parts either immediately or with
minimal delay.
Vendor shall list all materials furnished on the invoice. Material listing shall contain a
description, quantity, single item cost, and an extended cost of each material.
Any individual item with an extended cost exceeding five hundred dollars ($500.00)
will require a copy of the supplier’s invoice attached to their invoice to the City as
backup documentation. This will serve to document material mark-up charges.
Any materials supplied to the City that are covered by the OSHA Hazard
Communications Standard must be accompanied by the applicable Safety Data Sheet
(SDS) at the time of delivery.
The awarded Vendor will also be responsible for the annual servicing of the overhead
doors at all facilities. The Vendor and PFA’s Representative will coordinate a mutually
agreed upon schedule for performing the annual services to optimize overhead door
performance and reliability with minimal operation disruption to PFA’s facilities. The
annual service will include, but is not limited to:
A full system function test
An inspection of all components
Lubrication on all moving parts
Adjustments to doors as needed
Ability to order and install necessary parts
Adjustments to door timers as needed
RFP 9190 PFA Overhead Door Repair & Maintenance Services On-Call
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B. Repair/Service Quotes
Vendor will provide to PFA’s designated representative a written quote for any services or
repairs totally greater than $500. The quote will include an itemized list of parts, pricing
by line, labor hours and rate, any shipping expenses, and an estimated time/date for
completion.
C. Service Timeframes
The Vendor will be expected to respond onsite to a general service or repair request within
24 hours of PFA’s request. In the event of an emergency repair request, PFA will indicate
that the repair is an emergency, and Vendor will be expected to respond onsite within 2
hours of receipt of the repair request.
D. Warranty Guaranty
Vendor shall be fully responsible for any and all warranty work, regardless of whether or
not manufacturers of equipment, and/or its component parts, provide the actual warranty
coverage. In addition, Vendor shall have or establish a single, local source that will
accomplish or coordinate any necessary warranty work if the Vendor is not self-performing
the work. Vendor shall respond to requests for warranty assistance within twenty-four (24)
hours.
E. COVID-19 Compliance
The Vendor and its subcontractors shall comply with all state, county, and local laws,
ordinances, and public health orders established to reduce the spread of COVID-19, as
applicable. The Vendor shall ensure employees and subcontractors with COVID-19
symptoms do not report to the job site. Vendor must organize work to ensure individuals
minimize contact and maximize social distancing. Individuals must wear all standard
worksite personal protective equipment (PPE). In addition, individuals should wear a
mask or cloth face covering consistent with OSHA and other applicable safety
requirements.
F. Anticipated Schedule
The following represents the City’s target schedule for the RFP. The City reserves the
right to amend the target schedule at any time.
RFP issuance:
September 11, 2020
Question deadline:
5:00 PM MST on September 23, 2020
Proposal due date:
3:00 MST (our clock) on October 2, 2020
Interviews (tentative):
Week of October 19, 2020
Award of Contract (tentative):
End of October 2020
G. Interviews
In addition to submitting a written proposal, the top-rated Vendors may be interviewed by
the RFP assessment team and asked to participate in an oral presentation to provide an
overview of the company, approach to the project and to address questions. The
evaluation criteria for the oral interviews will be the same as the criteria for the written
evaluations and is included in Section IV.
RFP 9190 PFA Overhead Door Repair & Maintenance Services On-Call
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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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