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6369 - Overhead Door and Automatic Gate Maintenance, Repair and Replacement Services, 3.Statement of Work/ SpecificationsThe scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: The proposal shall include all of the following information. Failure to include all of the required information may result in disqualification of a vendor. SCOPE OF WORK: The intent of this document is to provide interested vendors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton for: Overhead Door and Automatic Gates for designated City buildings, and for preventive maintenance, repairs, replacement, remodel of existing facilities and new installation. The contractor awarded the contract must be able to work on overhead door up to 24 X 20. The scope of services is to include but not limited to the following: OVERHEAD DOOR PREVENTIVE MAINTENANCE SERVICES: For the purpose of this contract, the routine preventive maintenance shall be defined as annual inspection and proactive servicing of garage/warehouse door systems so as to facilitate minimal downtime. The routine maintenance and repairs shall be provided in accordance with the highest standards of the industry, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes, and regulations. The successful Contractor’s maintenance program and repairs shall, at a minimum, include but not limited to the specifications outlined herein, Exhibit 4. The contractor shall provide a report by building on each door to the Facilities Management designee/or supervisor. The contractor shall provide a schedule of when the prevent maintenance will be performed to Facilities Management designee or supervisor within 10 days after the contract is awarded. OVERHEAD DOORS AND AUTOMATIC GATE REPAIRS: Contractor shall trouble shoot /investigate the issue of all moving parts, components, and/or noises that are reported. Evaluate the problem and review the existing associated infrastructure in the facility. Provide a quote for the repair of door or gate to the Facilities Management designee or supervisor with all information stated in section F1-A in this scope of work. PRODUCTS / MATERIALS Materials shall be in accordance with the requirements of the individual projects. All materials shall be new and of the quality intended. The contractor warrants that the materials furnished will conform to an area suitable for the purpose for which they are used. Materials found damaged or not acceptable by the City, shall be removed. Inspection before installation shall not relieve the contractor from any responsibility to furnish quality materials DELIVERY, HANDLING AND STORAGE The delivery of materials shall be in accordance with the contractor’s schedule of work. Material shall be delivered to the site in sequence with the work being performed to prevent delays. Contractor shall furnish and maintain dollies, lifts, hoists and other equipment as necessary to unload and handle materials and equipment at the project site. Equipment shall be maintained in a safe and substantial manner. Equipment shall be stored in a manner not to interfere with the timely or safe execution of the cities activities. Flammable or other hazardous materials will not be stored inside the building or within seventy-five (75) feet of the building at any time. SAFETY The contractor is solely responsible for the safety and welfare of their workers and the general public in and around the sites where the work is being performed. The contractor shall take precautions to adequately safeguard the safety of all persons on or near the site where work is being performed. The contractor shall comply with the “Occupational Safety and Health standards” and other mandated safety regulations and practices. All projects performed within buildings, structures, or City property shall comply with all applicable state and local codes and regulations pertaining to the nature and character of the work being performed. Do not disconnect fire safety devices without the approval from the Facilities Management designee or supervisor. If the necessity arises, the City will coordinate the disconnection of any fire or security alarms with the Fire department and associated Alarm Company. The contractor shall limit his operations to the minimal amount of space needed to complete the specified project, successfully. Do not store materials inside buildings, unless specifically permitted by the Facilities Management designee or supervisor. The contractor shall erect construction barriers repairs or replacement is performed. Construction barriers will comply with life safety standards, maintaining exit paths and clearances. The contractor will keep driveways, fire lanes, sidewalks, and entrances serving the building clear and available to the City and its employees at all times. The contractor will maintain the existing building security and weather tight conditions. The contractor shall maintain the work site in a clean condition at all times. At the end of each work day. This includes collection of all loose trash and debris from around the site and place in trash containers or remove from site. Contractor shall not stack trash or other debris on the ground or in the open. Trash must be placed in closed containers. Upon completion of the work, the contractor shall remove construction debris, boxes, and trash from the site. The contractor shall coordinate activities to assure efficient and orderly installation of each part of the work and coordinate activities that are dependent upon each other for proper installation, connection, and operations. Any damage to the existing facilities, including contamination, caused by the contractor or their subcontractor, suppliers materials, equipment or employees shall be repaired or corrected at the contractor’s expense, to a condition that existed prior to their occupancy of the site. The contractor shall not permit any alcoholic beverages, tobacco products, illegal substances, or fire arms on the site, at any time. The contractor shall require adequate dress of employees consistent with the nature of the work being performed. SPECIAL INSTRUCTIONS WRITTEN COST ESTIMATE: The contractor shall provide written cost estimates on a per job basis to the Facility Supervisor. Develop an estimate of the expected costs to include: City of Denton work order # Work site/ building where the work is to be performed Date and time the work is to be performed. Description of services needed Listing of hours required to complete the project Listing of equipment required to complete the work, including cost Itemized parts and materials necessary to complete the project, including cost for each item. Develop potential alternatives, with costs, in case of repair versus replacements (if requested). After approval of the Project / Repair, upon arrival at each site: Time begins when the work crew arrives to the work site and ends once the work crew leaves the work site. Advise on-site contact person if any additional work is required and when a technician will return to perform said work. Proceed with the work only after authorization by the Facilities Management designee or supervisor and complete all work in accordance with the approved cost estimate. Prepare a service call report detailing the work performed and e-mail the report to Facilities Management designee or supervisor. The report shall include: Time of arrival and time of departure Brief summary of the work performed Summary of any additional work required or recommended. HOURS OF WORK AND NOTIFICATIONS All work shall be performed during normal working hours, 7:00 a.m. to 5:00 p.m.; Monday thru Fridays, unless otherwise requested (with the exception of emergencies). If notified of a repair prior to 10:00 a.m., the Contractor shall respond the same day and complete work within normal work hours. If notified of a repair after 10:00 a.m., Contractor shall respond the same day if possible and complete work within normal work hours OR Contractor shall respond by 8:00 a.m., the next work day and complete work within normal work hours. If notified that the work is an emergency, Contractor shall respond immediately and continue the work until completed. If complete repairs cannot be completed during normal work hours: The door or gate shall be secured in the full-open or full-closed positon at the discretion of the Facilities Management designee or supervisor. There shall be “No after Normal Hours Work” performed without the express authorization of the Facilities Management designee or supervisor. Any “after hours work” performed without express authorization will be paid only regular hourly rates. “After hours work” may be authorized in those cases where immediate repair is essential or where it is advantageous to complete the work in progress, to avoid a return trip. 3. CONTRACTOR REQUIREMENTS City of Denton reserves the right to require a change in personnel assigned to represent the Contractor if the assigned representative is not serving the needs of the City in an acceptable manner. This right shall carry forward through the response period and with the successful Contractor during the term of the contract. For preventive maintenance, the vendor will submit brief written summaries of the work accomplished during the reporting period, work still to be accomplished during the subsequent reporting period, real or anticipated problems and notification of any significant deviation from previously agreed upon work plans. Within 10 working days of the award of the contract, the vendor will submit to the Facility Supervisor, a work plan which includes the following: The vendor’s name and titles of personnel assigned to the project.