City of Richmond
Request for Proposal
For
Automatic & Storefront Door
Inspection and Repair Services
Proposals must be submitted
no later than 3:00 p.m.
May 16, 2024
Any questions regarding this RFP may be made to:
Will Santana, Stationary Engineer Supervisor
510- 620-6696
Facilities Maintenance Division
City of Richmond / Department of Public Works
# 6 13th Street
Richmond, CA 94801
Purpose:
It is the City’s intent to acquire Automatic & Storefront Door Inspection & Repair Services as needed for facilities owned by the City of Richmond, and maintained by Public Works, Facilities Maintenance Division.
The City of Richmond’s Facilities Maintenance Division services and maintains multiple City facilities, and is inviting qualified vendors to submit a written proposal (RFP) to supply “on call” repair services for a wide variety of automatic and storefront doors located in City buildings.
Qualified Vendor (s) will be placed on a service provider list that will remain in effect for three years, for an amount not to exceed $150,000.00 over the three years. After three years the list may be updated and / or have a possible $50,000 two year extension with Department Head approval.
PROSPECTIVE SERVICE PROVIDERS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THIS ENTIRE REQUEST FOR PROPOSAL.
Vendors who wish to participate must meet certain criteria. Examples of such criteria may include being a member in good standing with the California State Licensing Board, being a member in good standing with the Better Business Bureau, be registered with the City’s “Bids Online” program, possess and demonstrate special knowledge, training, and skills applicable to this RFP, and have all required licenses, permits, and insurance.
Receipt of Proposals
All proposals shall be submitted in sealed envelope(s) and shall be clearly marked with the proposers name and RFP name: Automatic & Storefront Door Inspection and Repair Services RFP. One signed original RFP submittal, and two copies must be submitted no later than 3:00 p.m. on Wednesday, May 16, 2024 at #6 13th street, Richmond CA 94801, addressed to Will Santana. Unsigned, incomplete or late RFP’s will not be considered.
Site Visits
Site visits are encouraged and highly recommended to field verify door manufacturers, door types and existing conditions prior to submitting a RFP. Site visits may be scheduled by contacting Will Santana, Stationary Engineer Supervisor at [email protected] Three (3) days advance notice shall be provided.
General Scope of RFP
The City of Richmond desires to engage qualified service providers to provide inspections, maintenance, and “on call” repairs associated with a wide variety of Automatic and Storefront doors in City maintained facilities. These services will generally be coordinated through Public Works staff.
Services shall include, but are not limited to, ability to provide general inspections, reports, and maintenance; and provide “on call, same day repair services”. Additionally service providers shall maintain a working relationship with an S2 Access Control approved service provider.
Doors serviced may be manual, automatic, handicap, fire rated, or security doors, and include pedestrian sliding, bifolding, telescoping, swinging doors, and various door operators..
Selected service providers must be able to:
• Accurately inspect and report, troubleshoot, provide parts for, and repair various, handicap, and automatic door systems in a timely manner. • Maintain a working relationship with an S2 ACCESS CONTROL approved S2 ACCESS CONTROL SYSTEM service provider. Selected automatic and storefront door service providers SHALL be able at all times to subcontract, coordinate, and manage any and all repairs with an S2 ACCESS CONTROL approved service provider on an as needed basis.
• Inspect service and repair a variety of manual storefront doors, and have the ability to inspect service and repair different types of door closers and panic hardware. • Must be able to inspect, repair and / or replace steel and aluminum door frames and trim and in some cases perform new installations.
• Must be able to accurately measure and replace door glass as required. • Caulking and/or weatherproofing of repaired door frames, and the cleaning of all new windows and store fronts.
• Automatic and Storefront Doors to be inspected, serviced, and/or repaired would typically be located in buildings owned by the City of Richmond, and maintained by Public Works, Facility Maintenance Dept. A partial list would include …
o 450 Civic Center (6 automatic doors)
o 440 Civic Center (2 automatic doors)
o Libraries (2 automatic doors @ two locations)
o Community Centers (7 automatic doors @ seven locations) o Swim Centers ( 2 automatic doors @ two locations)
Special Conditions
o Because 440 & 450 Civic Center utilizes S2 ACCESS CONTROL SYSTEMS; service providers are required to maintain a working relationship with an approved S2 ACCESS CONTROL SYSTEMS service provider. Selected automatic and storefront door service providers SHALL be able at all times to subcontract, coordinate, and manage any and all repairs with an S2 ACCESS CONTROL approved service provider on an as needed basis.
o The approved S2 ACCESS CONTOL service provider shall be identified by the applicant in the RFP submittal package.
o Provide bi- yearly inspections, reports, and maintenance associated with the care and maintenance of Automatic Doors and operators.
o Any repair and/or replacement of steel and aluminum door frames and trim must be able to accept the City’s approved hardware. This shall be, but is not limited to, Schlage locks and handles, Von Duprin panic hardware, Roton hinges and LCN door closers, Backing plates for door closers where required.
The City will have the salvage rights, if requested, for all parts and material that is removed from each project. All work/materials shall be in accordance with the City’s Building Regulations Department.
General Conditions
o Door repairs and installations shall be subject to general oversight, quality assurance, and final acceptance by representatives of the “City”, including, but not limited to, Facility Maintenance staff, Building Regulations officials, and Engineering officials.
o Occasionally, for larger repairs, door replacements, or new installations, competitive bidding shall be required prior to service. Pre-qualified service providers will be asked to visit a selected job site with a representative from the Maintenance or Facility Department. At this time, each service provider will be informed of what the project is and what the problems are. It then will be the service providers responsibility to develop a scope of work in writing of how the project will be completed, and provide a cost breakdown for labor, materials, and equipment.
o All Services shall be completed in an efficient and professional manner. The Service Provider shall provide all labor, materials, and equipment for delivery.
Products and service shall meet the satisfaction of the Facilities Maintenance Supervisor, or other City designee.
o The Service Provider shall deliver exceptional customer service, and shall meet or exceed industry standards of workmanship. All employees must conduct themselves courteously and professionally and be drug and alcohol free while working for the City of Richmond.
o The Service Provider agrees to disclose an annual report to Public Works, Facilities Maintenance Division which includes, but is not limited to, the type of repair or service provided, the location of such service, parts provided, and a summary of costs for each service provided.
o All deliveries shall be in compliance with regulations of all applicable codes and standards of governing authorities having jurisdiction, including provision for adequate protection to persons and property by means of insurance, bonding, traffic, etc.
o Deliveries shall be subject to general oversight, quality assurance, and final acceptance by representatives of the “City”, including, but not limited to, Facility Maintenance staff.
o Delivery arrangements must be made and agreed upon with an authorized City of Richmond representative.
o Two (2) failures to show may result in being removed from the qualified vendor list.
o The Service Provider shall be able to deliver service to the specified site upon one (1) days (24hrs) notice or less from a responsible City representative. Service shall be made Monday’s through Friday’s b etween the hours of 7:00am and 5 :00pm unless alternate delivery times are agreed to a responsible City representative.
Warranty / Guarantee
All service repairs furnished under these specifications shall be guaranteed by the vendor against defects in materials and/or workma nship for a minimum of ninety (9 0) days from date of acceptance. The vendor shall replace any such item(s) necessary during the guarantee period at the vendors own cost and expense without cost to the City.
New door installations shall be guaranteed by the vendor against defects in materials and/or workmanship for a minimum of one (1) year from date of acceptance . The vendor shall replace any such item(s) necessary during the guarantee period at the vendors own cost and expense without cost to the City.
Qualifications Criteria
The Qualifications criteria for this solicitation are as follows: 1) conformance to the terms and conditions in the solicita tion; 2) completeness of the proposal and required forms; 3) availability of service; 4) references and past performance information (PPI) review; 3) price.
Content of RFP Response
The service provider’s response to this RFP shall include the following information. Missing or incomplete information will not be considered in the evaluation, and may result in rejection for being nonresponsive.
• Written Statement of Qualifications
• Written responses to Supplemental Questions.
o For evaluation and selection purposes, the Statement of Qualifications should include complete and accurate answers. Vague or ambiguous answers may be considered nonresponsive.
• List three (3) verifiable current business references. • Your company’s written statement regarding Substance Abuse Policy. • Your company’s written Safety Policy.
• Written verification of City of Richmond Business License ( Upon Award ) • Written verification of California State License (If applicable) o Limited Specialty License – D28
Evaluation and Selection Criteria
RFP responses should be concise, well organized according to the requested information, and limited to no more than 30 pages including resumes. Information not provided cannot be considered or presumed. The review process places considerable emphasis on the responsiveness to the Supplemental Questions contained in this RFP. RFP responses not written specifically to this RFP request cannot be given serious consideration.
All RFP responses will be evaluated on the basis of the criteria listed in the qualifications section of this RFP.
All firms under consideration of this RFP will be evaluated by an evaluation committee. The City reserves the right to request supplemental information that the Evaluation Committee deems necessary to make a selection. The Committee may be supplemented by outside professionals, or professionals from other City departments who can provide additional expertise.
Bid award(s) shall be made to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and evaluati on criteria set forth in the RFP.
All service providers that provide a RFP response will be notified when selections are made.
Reservation of Rights by the City
The City is in no obligation to accept any submittal or to negotiate with any service provider.
The City reserves the right to accept submittals which are deemed most favorable and in the best interest of the City after all submittals have been examined and canvassed, to reject any or all submittals, and to be the sole judge of the best service provider suited for the City.
The issuance of this RFP and the acceptance of an RFP response does not constitute an agreement by the City that any contract shall actually be entered into by the city.
The City expressly reserves the right to:
• Waive any immaterial defect or informality in any RFP response or proposal procedure.
• Reject any or all RFP responses.
• Reissue a RFP.
• Procure any service by any other means.
• Request additional information and data from any or all companies. • Negotiate with any qualified service provider.
• Confirm any information provided in the service providers submittal, or inspect any of the service provider’s facilities that would be utilized in connection with performing services under any resulting contract.
Required Documents Submitted with Proposal
1. Background and experience of company with indication of how long company has been an established business
2. Written verification of California State License (If applicable)
3. References – a minimum of three (3) verifiable references from local municipalities, building authorities, counties, utility districts, school district, medical organization ( i.e.
Kaiser Permanente / Sutter Health) , transportation authority, housing authority, or other organization with a similar facility complex.
4. Written blank copy of your company’s employment application.
5. Answers to Supplemental Questions
6. Cost
Required Documents upon Award
Within five days of acceptance of proposal, the awarded contractor must sign the purchase of services contract and submit the following documentation. Other documentation may also be needed, and will be noted in the final contract.
• Sign the City’s Purchase of Services Contract – Attachment A
• Provide a “Certificate of General Liability Insurance” with an attached “additional insured endorsement” that names the City of Richmond as additional insured. – Attachment B
• Provide a copy of a current “Business License “with the City of Richmond, which will remain in effect for the duration of the project.
Questions
Questions regarding this RFP are to be directed by e-mail to: Will Santana, Stationary Engineer Supervisor at [email protected] no later than five (5) working days prior to the closing date. All questions should be in writing and such contact shall be for clarification
purposes only. Any questions, which in the opinion of the City warrant a reply or material changes to the scope of services or proposal procedures will only be transmitted in writing to all parties receiving this RFP.
Terms
By submitting a proposal, applicants declare this proposal is made without collusion with any other person, firm or corporation. Applicants further declare the proposal has been carefully considered and studied, and agrees if this proposal is accepted, that they will supply and service the City of Richmond.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
Licensing and Service Contact Section
(This page is required to be submitted with Proposal)
License (If applicable):
The undersigned hereby declares that he is a Licensed Contractor and has been in business for _________ years with store front; has a valid State of California Contractor's License sufficient to qualify as Contractor in this case, and a current City of Richmond, CA Business License (needed upon contract award); and will obtain all required permits.
Name of Company: __________________________________________________________ California Contractors License Number: ___________________________________________ Expiration Date: __________________ Classification Numbers: ________________________ Name: ______________________________ Signature: ____________________________ Title: _______________________________
Service Contact Information:
Vendor shall indicate person or persons, and phone numbers to contact for service during normal working hours. (Type written only )
Vendor shall indicate the person or persons, and phone numbers to contact of afterhours emergency service (Type written only) .
Statement of Qualifications
(This page is required to be submitted with Proposal)
Statement of Qualifications:
Describe your company’s local main office, operations and warehouse facility. Describe your company’s skills, qualifications, licensing, and experience that best qualify your company as a vendor for the City of Richmond. In order to be considered, “skills, qualifications, and experience” must be submitted with this request Please be as complete and specific as possible. Use additional typed pages as needed. Vague and ambiguous answers will be considered unresponsive and may result in disqualification.
.
Supplemental Questions Section
(This page is required to be submitted with Proposal)
Please answer the following Supplemental Questions:
1. What, if any, applicable California State Licenses and certifications does your company possess, and describe any applicable Trade Associations your company belongs to.
2. Brief assessment of the present workload capacity.
3. What applicable licenses, certifications’ or required training does your company require employees to have?
4. What is your company’s safety record? Have any employees lost time from work due to workplace injury? Has your company had any serious injuries or deaths for the past three years? Has your company received any CAL OSHA violations in the past three years? Please be as specific as possible. Use additional typed pages as needed. Vague and ambiguous answers will be considered unresponsive and may result in disqualification.
5. Is your company aware of the minimum insurance, licensing, and bonding requirements to perform work in the City of Richmond ? (Please date & initial )
YES ___________________ NO ____________________
Supplemental Questions Section
(This page is required to be submitted with Proposal)
6. Will your company meet, and maintain the minimum levels of insurance, licensing, and bonding requirements required by the City of Richmond? (Please date & initial)
YES _________________ NO _______________
7. Does your company have any unsettled liens, suits, or judgments against it?
YES __________
NO ____________
8. What are your company’s average gross yearly sales for the past 7 years? $______________________________
9. Is your company based in Richmond California? _____________________________
10. Are any Richmond residents currently employed by your company?
_____________ YES
_____________TOTAL NUMBER OF EMPLOYEES WHO RESIDE IN RICHMOND
_____________TOTAL PERCENTAGE OF EMPLOYEES RESIDING IN RICHMOND
_____________NO, Our company does not currently employ any Richmond residents.
11. Your company is ____________ miles away from 450 Civic Center Plaza, Richmond CA 94804
12. Your company’s average response time to calls for service is ____________ hours.
Supplemental Questions Section
(This page is required to be submitted with Proposal)
Has your company has made site visits and performed field inspections of the automatic doors listed below? YES _____________ NO ________________
Richmond CA.
Existing Automatic Door Locations and throughout the City of Richmond
450 Civic Center (City Hall)
• One pair of pivoting automatic doors w/ ADA push plate on the south side of the building. • One pivoting automatic door w/ ADA push plate on the north side of the building. 440 Civic Center
• One pair of pivoting automatic doors w/ ADA push plate on the east side of the building • One pair of pivoting automatic doors w/ ADA push plate on the west side of the building 325 Civic Center (Main Library)
• Two single retracting automatic doors (front main entrance) 330 25th Street (Employment and Training Building)
• One telescoping automatic door on west side of building. • One sliding automatic door on east side of building.
2525 Macdonald Ave (Main Senior Center)
• One pivoting automatic door w/ ADA push plate.
1 Richmond Ave (Richmond Municipal Natatorium / the Plunge) • One pivoting automatic door with ADA push plate (front main entrance) 4300 Cutting Blvd (Richmond Swim Center)
• One pivoting automatic door with ADA push plate (front main entrance) 598 Nevin Ave (Nevin Community Center)
• One pair of sliding automatic doors ( front main entrance) 900 Williams Drive (Parchester Community Center)
• One sliding automatic door (front main entrance)
1410 Kelsey Ave (Shields Reid Community Center)
• One pair of automatic sliding doors (front main entrance) 960 South 47th St (Booker T. Anderson Community Center) • One pair of sliding automatic doors
1900 Barrett Ave (Disabled People Recreation Center)
• One automatic sliding door (front main entrance)
3230 Macdonald Ave (Recreation Complex)
• One automatic sliding door (front main entrance)
139 Washington Ave (Point Richmond Center)
• One pair of automatic sliding doors (front main entrance) 403 Civic Center (Auditorium)
• One pair of telescoping automatic sliding doors (front entrance)
Supplemental Questions Section
(This page is required to be submitted with Proposal)
Please complete the pricing information below.
PLEASE NOTE: Prevailing Wage Applies to this Contract
Inspection and service rate per automatic door / 15
locations identified above / 19 doors / Field
verification required.
Minimum Service Call Rate
Hourly Service Rate for Journeyman
Hourly Service Rate for Assistant
Minimum Afterhours Service Rate
Overtime Service Rate for Journeyman
Overtime Service Rate for Assistant
Percent of markup for materials & supplies.
Please initial below.
My company understands the City reserves the right to evaluate and/or purchase any item, whether offered at a higher or lower price, if we consider it to be in the best interest of the City. The City’s decision shall be final. Price alone may not be the sole factor in making bid award(s).
Initial and date: _____________________
Supplemental Questions Section
(This page is required to be submitted with Proposal)
The selected automatic and storefront door service providers SHALL be able at all times to subcontract, coordinate, and manage any and all repairs with an S2 ACCESS CONTROL approved service provider on an as needed basis. A minimum of one (1) must be identified.
Identify the S2 ACCESS CONTROL approved service provider (s) your company has a working relationship with.
References
(This page is required to be submitted with Proposal)
A minimum of three (3) verifiable references from local municipalities, building authorities, counties, utility districts, school district, medical organization ( i.e. Kaiser Permanente / Sutter Health) transportation authority, housing authority, or other organization with a similar facility complex whom the bidder has provided a similar scope of work during the past twelve (24) months of comparable settings, complexities and quantities as required of this request for proposal. These companies will be contacted prior to award of proposal.
1. Name of Business: _________________________________________________________ Address: ________________________________________________________________ Approx. size of company: ________________ Dates of service: ___________________ Contact person: _______________________ Phone number: ( ) __________ E-mail address: __________________________________
2. Name of Business: ___________________________________________________________ Address: _________________________________________________________________ Approx. size of company: ________________ Dates of service: _____________________ Contact person: _______________________ Phone number: ( ) _____ E-mail address: _____________________________
3. Name of Business:___________________________________________________________ Address:___________________________________________________________________ Approx. size of company: __________________ Dates of service: ___________________ Contact person: _______________________ Phone number: ( ) ___________ E-mail address: _____________________________________________________________