September 16, 2025
Public Works
DATE: September 16, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Darin Fitzpatrick, Assistant Deputy Director of Public
Works for Operations and Maintenance
Subject:
Contract with R&S Doors and Gates for Commercial Roll
Up Door and Automatic Gate Repair Services
FINANCIAL IMPACT: The proposed expenditure of $225,000, with the option for two one-year extensions of $75,000 per year is
included within the approved fiscal year 2025-2026
Public Works – Facilities budget and will be budgeted
accordingly in subsequent fiscal year (Account String:
01232331 – 400524).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City of Richmond operates multiple commercial roll
up doors and automatic gates at municipal facilities,
including Corporation Yard, Fire Stations, and other
secured public works sites. These systems require
regular preventive maintenance, timely repairs, and
replacement services to maintain operational reliability, public safety, and secure facility access. The existing agreement for these services is expiring, and City staff has completed a competitive procurement process to
select a qualified contractor for ongoing support.
AGENDA
REPORT
September 16, 2025
RECOMMENDED ACTION:
ADOPT a resolution and APPROVE a contract with R&S
Doors and Gates of Richmond, Inc., for commercial roll
up door and automatic gate repair services, for a three- year term in a not-to-exceed amount of $225,000, with
two one-year extension options in a not-to-exceed
amount of $75,000 per year; and AUTHORIZE the city
manager or their designee to execute the contract and
any necessary amendments – Public Works Department
(Daniel Chavarria 510-620-5478/Darin Fitzpatrick 510-
231-3044).
DISCUSSION:
The City of Richmond operates multiple commercial roll up doors and automatic gates at municipal facilities, including Corporation Yard, Fire Stations, and other secured public works sites. These systems require regular preventive maintenance, timely repairs, and replacement services to maintain operational reliability, public safety, and secure facility access. The existing agreement for these services is expiring, and the City needed to select a qualified contractor for ongoing support.
On April 17, 2025, the Public Works Department issued a Request for Proposals (RFP) for commercial roll up door and automatic gate repair services through the City’s BidsOnline System. The RFP was distributed to 352 vendors, and four proposals were received by the submission deadline.
The scope of work included:
Preventive maintenance and inspection of commercial roll up doors and automatic gates.
Emergency repair services with rapid response times to restore operations. Compliance with manufacturer specifications, safety standards, and applicable building codes.
Provision of all labor, tools, equipment, and materials necessary to complete repairs and installations.
Capability to service multiple City sites, including high-security and public safety facilities.
Proposals were evaluated by three Public Works subject matter experts using the published criteria: Experience, References, Licensing & Compliance, RFP Response & Approach, and Cost (100 points possible), plus a 5-point Richmond Business Enterprise (RBE) incentive.
EVALUATION RESULTS:
VENDOR AVERAGE SCORE
R & S Richmond Inc. 88
Nor Cal Overhead, Inc. 75
September 16, 2025
Electronic Innovations, Inc. 74
D.W. Nicholson Corporation 65
RECOMMENDATION:
Based on the evaluation results, R & S Richmond Inc., received the highest overall score and demonstrated superior qualifications, technical expertise, and value. The firm’s proposal reflects extensive experience with municipal clients, strong references, competitive pricing, and the capacity to meet the City’s service requirements, including rapid emergency response. Awarding the contract to R & S Richmond, Inc., will ensure the City receives timely, high-quality repairs and maintenance, improved operational reliability, and a consistent service provider for the duration of the agreement (Attachment 2).
City staff recommend that the City Council adopt a resolution awarding a contract to R & S Richmond, Inc. for commercial roll up door and automatic gate repair services for a three-year term, with a payment limit of $225,000, with the option two one-year extension options with a payment limit of $75,000 per option year (Attachment 3).
DOCUMENTS ATTACHED:
Attachment 1 – Evaluation Forms
Attachment 2 – Proposed Contract
Attachment 3 – Resolution