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8859 - Scope of WorkRFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work A. PURPOSE This document is designed to provide prospective respondents with comprehensive information to assist in preparing and submitting proposals for the City of Denton ("City"). The proposals are for providing all labor, materials, tools, equipment, and supervision required for Overhead Doors & Gates Services. The City intends to utilize this Statement of Work, Request for Proposals (RFP), and any resulting Contract on an "as-needed" basis. However, the scope of work will be subject to the City’s discretion in determining whether to perform the covered tasks internally or through a City- wide staffing solution. The contractor acknowledges this condition by entering into a final agreement with the City. At its sole discretion, the City reserves the right to execute some, or all activities outlined in the Scope of Work using internal resources, a City-wide staffing solution, or any other resource configuration deemed in the City’s best interest. The contractor understands and accepts this condition upon entering a final contract. Respondents are expected to provide a clear and accurate explanation of their understanding of the objectives and scope of the required services. Additionally, proposals should include an outlined approach to fulfilling the requirements of the Scope of Work. Failure to provide all the necessary information may result in disqualification. Overhead Doors & Gates Services: a. New installation, repairs, and routine preventative maintenance of overhead doors and gates. b. Supply and programming of gate/door remotes upon request. OVERHEAD DOOR AND AUTOMATIC GATE PREVENTIVE MAINTENANCE SERVICES: This contract defines routine preventive maintenance as quarterly, bi-annual, or yearly inspection and proactive servicing of overhead door systems and gates to facilitate minimal downtime. The routine maintenance and repairs shall be provided by the industry's highest standards of workmanship and applicable trade practices, meet warranties, and conform to all applicable laws, codes, and regulations. The contractor shall provide all preventative maintenance and inspection of all doors and gates, including any adjustment, lubrication, or alignment. Preventive Maintenance shall be performed during regular work hours. Preventative maintenance includes but is not limited to: RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work INSPECT LUBRICATE ADJUST Rollers Hinges Counterbalance Springs Hinges Rollers Operator Limit Switches Cables Operator Operator Brakes Door Panels Operator Chain Operator Belts Operator Drive Chain / Belt Gear Boxers Operator Clutch Electrical Connections Reversing Devices Chains Reversing Switches/ Relays Safety Loop and Devices Counter 1. OVERHEAD DOORS AND AUTOMATIC GATE REPAIRS: a. The contractor shall troubleshoot /inspect all moving parts or components, investigate noises. b. Review the existing materials, drawing reports, etc. prepared by City staff on the proposed project. c. Evaluate the problem and review the existing associated infrastructure in the facility. d. Locate replacement parts and provide a quote for products and labor costs. 2. PRODUCTS / MATERIALS a. Materials shall be in accordance with the requirements of the individual projects. All materials shall be new and of the quality intended. b. The contractor warrants that the materials furnished will conform to an area suitable for the purpose for which they are used. c. Materials found damaged or unacceptable by the City, shall be removed. Inspection before installation shall not relieve the contractor from any responsibility to furnish quality materials. B. PROJECT CONTROLS 1. WORK HOURS a. Regular Hours: Monday through Friday, 7:00 a.m. – 5:00 p.m. i. Normally scheduled day hours. Paid for by the hour. The hourly rate shall include all costs, overhead, and profit. Work time on the job only. b. Weekend Hours: Saturday and Sunday, any hour, day or night. i. Extra time beyond regular day work hours. Paid for by the hour. The hourly rate shall include all costs, overhead, and profit. Work time on the job only. c. Emergency Services: The contractor is required to respond on-site within one hour of being contacted. d. The contractor cannot perform on-site work without advanced notice/approval. e. Holidays: any hour day or night per this listing: i. New Year’s Day (observed) RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work ii. MLK Day iii. Memorial Day iv. Juneteenth v. 4th of July vi. Labor Day vii. Veteran’s Day viii. Thanksgiving Day ix. Day After Thanksgiving x. Christmas Eve (observed) xi. Christmas Day (observed) If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on Sunday, it will be observed on the following Monday. Holiday hours are extra time beyond normal day work hours, needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time on the job only. f. Overtime Hours: Monday through Friday, after regular hours and weekends. i. Extra time beyond normal day work hours, needed to finish tasks in progress. Paid for by the hour. The hourly rate shall include all items of cost, overhead, and profit. Work time on the job only. 2. PROJECT ESTIMATES a. Respondent shall provide written “not to exceed” estimates on all projects except for emergencies. This estimate shall include the estimated number of hours, contracted hourly rate, number, and type of employees required, estimated material cost, and project completion in the number of days. b. The contractor shall respond to requests for estimates for non-emergency work within two (2) days and provide written estimates within five (5) days of the first contact by the City. The Contractor shall ensure they have all information to prepare accurate estimates. c. Non-emergency work shall only be performed with the City’s written authorization by issuing a Work Order from the Facilities Department. Actual work shall not exceed the Contractor’s estimate without prior written approval by the City. d. The contract price includes all cost items including overhead and profit for preparing project estimates. e. All estimates are required to note the City of Denton work order number. f. Time begins when the work crew arrives at the worksite and ends once the work crew leaves. 3. WORK IN PROCESS RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work a. The Contractor will meet with selected representatives regularly or as determined necessary by the Facilities Department staff/project manager to review progress and provide necessary guidance in solving problems that may arise. b. Facilities Department project managers will meet with the Contractor’s project manager as often as required to review progress and provide necessary guidance. c. The Contractor will, regularly, submit brief written summaries of the work accomplished during the reporting period, work to be performed during the subsequent reporting period, actual or anticipated problems, and notification of any significant deviation from previously agreed-upon work plans. d. The contractor performing services for this contract shall be responsible for safeguarding their materials, tools, and equipment. The City shall not be responsible for vandalism and/or theft of materials, tools, and/or equipment. e. The Contractor shall obtain permission from a Facilities Department representative regarding any materials and equipment that must be stored. Such storage shall be done so as not to interfere with the schedule for that building. The City shall not accept responsibility for losses of material or equipment regardless of approval to store in any of the City’s facilities or grounds. f. All work areas shall be kept orderly, free of unnecessary material and equipment. The contractor will pick up and haul away all debris. No additional charge for hauling away debris shall be permitted under the contract. 4. INVOICES a. Invoices will be required to verify overhead doors, gates, and repair and maintenance services. b. The contractor’s invoice shall clearly state actual hours worked at labor rates quoted, the actual cost of materials, thereof, a complete description of work performed, location, date, and Work Order and Purchase Order Number. i. Accompanying their invoices, the Contractor must also include copies of invoices provided by any subcontractor utilized for the work and any invoices for material used thereby verifying actual material costs and copies of all daily work orders listing each skill level of labor and their hours worked. c. Equipment Rental i. Any rental of equipment required to perform the job (i.e., pumps, air compressors, etc.) will be paid for at a rate of the actual cost of the rental multiplied by the contract mark-up. Equipment rental invoices shall accompany the Contractor’s invoice to be considered for payment. 5. EMPLOYEES a. All contractors' employees shall wear company uniforms that identify the company and the employee. The uniforms shall be clean and neat in appearance. All employees RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work working at City facilities must obtain and display a visitor’s pass from the Facilities Department. b. The contractor shall complete background checks and maintain an active policy on drugs and alcohol in the workplace that supports a drug-free environment. The contractor shall be prepared to submit such a policy upon the City's request. c. The contractor shall complete background checks and shall perform criminal background checks on all employees assigned to work on City property (“Assigned Employees”) before the Assigned Employee is eligible to perform duties for the City. i. Contractors shall follow all the most current EEOC guidelines regarding the process for performing criminal background checks. ii. The contractor shall exclude any possible Assigned Employee who does not pass the background checks from working for the city. d. If an Assigned Employee appears to the City to be incompetent or act in a disorderly or improper manner, such person shall be removed immediately on the request of the City and shall not be re-employed on the same project except on written consent of the City. e. All work shall be performed according to City building codes' standards and the City's complete satisfaction. B. MINIMUM QUALIFICATIONS a. Commercial Experience: The contractor has been in business for at least 5 years b. Licensed to do business in the State of Texas (copy of Certification required) c. 5-years’ experience doing business with a governmental agency the size of the City or larger d. Respond within 30 minutes on Emergency Calls e. Meets City insurance requirements and maintains a current certificate of insurance with the Procurement department C. PERMITS a. The Contractor shall, without additional expense to the City, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, Local, or Municipal laws, codes, or regulations, in connection with the prosecution of the work. D. CLEANING UP a. The Contractor shall always keep the work area, including storage areas used by him, free from accumulations of waste material or rubbish and before completion of the work remove any trash from the premises and all tools, scaffolding, equipment, and materials not the property of the Authority. b. The contractor shall leave the work and premises in a clean, neat, and workmanlike condition satisfactory to the Facilities Department. RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work E. ACCIDENT PREVENTION a. To provide safety controls for protection to the life and health of employees and other persons, for prevention of damage to property, materials, supplies, and equipment, and avoidance of work interruptions in the performance of this Contract, the Contractor shall safely perform all work and comply with all governing regulations concerning safety. This shall include, but not be limited to, OSHA requirements, and all local, state, and federal safety regulations. b. The Contractor shall maintain an accurate record of and shall report to the Facilities Department in the manner and on the forms prescribed by the Facilities Department exposure data and all accidents resulting in death, traumatic injury, occupational disease, and damage to property, materials, supplies, and equipment incidental to work performed under this Contract. c. The Facilities Department will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. After receiving such notice, the Contractor shall immediately take corrective action. When delivered to the Contractor or his representative at the work site, such notice shall be deemed sufficient for the purpose. If the Contractor fails or refuses to comply promptly, the Facilities Department may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such stop orders shall be made the subject of the claim for extension of time or excess costs or damages by the Contractor. d. Before commencement of the work the Contractor shall: i. Submit his proposals for effectuating this provision for accident prevention in writing. e. Meet at a conference with representatives of the Facilities Department to discuss and develop mutual understanding relative to the administration of the overall safety program. f. The contractor shall be similarly responsible for all damages to persons or property caused by the Contractor's fault or negligence. g. The contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire job, except for any completed construction unit that theretofore may have been accepted. F. WARRANTY OF WORK a. Except as otherwise expressly provided in this Contract, the Contractor shall remedy at his own expense any failure of the work for one year, including equipment, to conform to Contract Specifications and any defect of material, workmanship, or design in the work, but excluding any defect of any design furnished by the Authority under the Contract, provided that the Facilities Department gives the Contractor notice of any such failure or defect promptly after discovery but no later than one year after final RFP 8859 – Automatic Gate & Overhead Doors Replacement, Repairs & Service Scope Of Work acceptance of the work, except that in the case of defects or failures in a part of the work of which the Authority take possession before final acceptance, such notice shall be given not later than one year from the date the Authority take such possession. At his own expense, the Contractor shall also remedy damage to equipment, the site, or the buildings or the contents thereof resulting from any failure or defect, and restore any work damaged in fulfilling the terms of this Article. Should the Contractor fail to remedy any such failure or defect within a reasonable time after receipt of notice thereof, the Authority shall have the right to replace, repair, or otherwise remedy such failure or defect at the Contractor's expense. This warranty shall not delay the final acceptance of or final payment for the Contract Work. b. All subcontractors', manufacturers' and suppliers' warranties and guarantees, expressed or implied, respecting any part of the work and any materials used therein shall be deemed obtained and shall be enforced by the Contractor as the agent and for the benefit of the Authority without the necessity of separate transfer or assignment thereof; provided that, if directed by the Facilities Department, the Contractor shall require such subcontractors, manufacturers, and suppliers to execute such warranties and guarantees in writing to the Facilities Department. c. Any work repaired or replaced according to this Article shall also be subject to the provisions of this Article to the same extent as work originally performed. The rights and remedies of the Authority provided in this article are in addition to and do not limit any rights afforded to the Authority by any other article of this Contract. G. AWARD: The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. The City reserves the right to award a contract to a primary vendor, and one or multiple secondary vendors; whichever is most advantageous or provides the "best value" to the City, unless denied by the respondent. Evaluation Criteria Proposals will be evaluated based on detailed criteria including, but not limited to, the following: Experience, Qualifications and Probable Performance 30% Cost Proposal 40% Compliance with Scope of Work Specifications 30%