Overhead Door Maintenance & Repair Services Annual Contract

all County, Georgia Board of Commissioners is seeking qualified vendors to provide overhead door maintenance and repair services for various Hall County Departments (herein “Services”). The County seeks to award one (1) vendor to perform all the services.  The County will make any extension of the bidding period by a formal written addendum and publicly posted on the County Website. Date IFB Issued: March 27, 2024                           Bid Due Date: April 11, 2024                               Bidding Process: Hall County (herein “County”) is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, April 11, 2024. Bidders must submit four (4) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include on one (1) USB Flash Drive with all documents.  Proposal Documents: Bidders may download bid submittal documents via the County’s Website at https://www.hallcounty.org/Bids.aspx  then choose Overhead Door Maintenance & Repair Services Annual Contract. General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded if required to do so in the State of Georgia.  Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one-hundred and twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award.   The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled ‘Mandatory’ must be completed and returned with the bid. Please sign Exhibit B - Contract.                           Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any bidder, without liability on part of the County to the Bidder to complete the described Work.  The County will award the contract to one (1) company to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason. The County may take into consideration lead times in its decision to award. Vendor shall provide the following with their bid response:     A.   Valid Business License     B.    Required licenses and certifications     C.   Bid Bond – not required                  SCOPE OF WORK: General: To provide Overhead Door Maintenance & Repair Services to various Hall County departments with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2025. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.          Specifications: The following minimum specification shall apply to the requested services: 1.1       Vendor shall supply all equipment, material, and labor required to provide overhead door   maintenance and repair services for Fire Rescue locations identified on Attachment A and  other County locations as applicable.  Vendor shall furnish any and all other items that are standard, necessary, and expected to be provided in a project such as this and not actually stated in this invitation.      1.2       Maintenance and repair materials and installation methods will be consistent with product            manufacturer’s specifications. 1.3       Purchased materials shall be new and unused and will be billed to the County at the cost-plus         percentage rate identified on Exhibit C – Cost Proposal.   Vendor shall provide supporting proof         of product cost basis at time of invoicing for any product(s) with a single unit cost exceeding         $75.00/each.    1.4        Bi-Annual Inspections:  If any parts are needed to complete the inspection/repair of the        locations identified in Attachment A, a quote should be submitted for review.  The parts should        include a parts mark-up or discount percentage off the dealer’s pricing.  A price sheet should        be presented   to the County’s Buyer at the beginning of the contract year.  If a trip charge is to         be assessed for the inspections, it should be expressed on the bid that is returned to the        Purchasing Department.  Inspection services shall consist of the following: Detach operator from door to check spring tension and adjust as necessary.Inspect and lube bearings on spring anchor bracket.Inspect belts, brakes, boom, and carriage for wear. 1.5    General Maintenance: Considered by Fire Rescue to be calls for service during the average         business day; Monday-Friday from 8:00am to 5:00pm, excluding holidays. Detach operator from door to check spring tension and adjust as necessary.Inspect and lube bearings on spring anchor bracket.Inspect belts, brakes, boom, and carriage for wear.  Inspect cables, lube rollers, springs, and other moving parts. Adjust track brackets to                         prevent coil cord failure. Test the electric sensing edge.     Inspect auxiliary chain hoist for proper operation. 1.6    Emergency Maintenance:  Considered by Fire Services to be calls for service for equipment         failure blocking facility access or for after business hours, Monday-Friday from 5:01pm to         7:59am, County-observed holidays (New Year’s Day, Martin Luther King Day, Memorial Day,         Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and Christmas Day), and         weekends (Friday at 5:01pm to Monday at 7:59am). a.      Vendor shall respond to calls within two (2) hours of call receipt.b.      Vendor to provide contact numbers for a minimum of two (2) company employees or an          on-call service center which will answer calls on a 24-hour basis.  Contact numbers must          be kept current at all times.c.      Vendor is to provide permanent repairs, if possible, or temporary repairs if part are not          available or damage is so severe as to prevent permanent repair.d.      A predetermined price should be set for trip charges, labor charges, and mark-up or          discount percentage for parts charges. 1.7    A copy of the work order shall be left in the location being repaired.  A County employee’s         printed name and signature verifying the work done should be placed on any work orders.         The estimate, work order, or invoice should be signed by the highest-ranking employee         present.   If Fire Rescue personnel are out of station when repairs are completed, the         technician will make a comment on the form stating that personnel were out of station.         1.9    Any and all change orders requested by the Vendor must be approved per the County’s         purchasing policies through the contract administrator prior to any work being performed. Any         work performed outside the contract agreement for which compensation over and above the         contract is requested, must have an approved change order.  If work is done before approval         of a change order, the subsequent invoiced change order amount will be rejected. 1.10   Vendor shall be responsible for the maintenance and removal of all debris during and upon          completion of the project.  During the project, materials and debris cannot interfere with day-          to-day operations of the facility.  Upon completion of the project, the successful bidder will           remove all surplus materials, tools, machinery, and equipment. 1.11   Vendor shall be responsible for all licenses, permits, and inspections (during and final)          required of any regulatory agency having jurisdiction over this project. 1.12   Vendor shall provide safety measures such as fencing, signs, etc., that are required to          ensure visitor’s safety during this project. 1.13   Vendor shall provide copies of any serious or willful federal, state, or local regulatory agency worker safety and health, or environmental non-compliance, or other regulatory agency violation citations issued to any of their firm’s overhead door maintenance and repair operations during the previous 36 months.  Each bidder shall provide resolution/settlement/notice of contest documentation, if applicable, as well as a brief summary of policy changes and actions your company has taken as a result of citations.                                      2.0 SUBMISSION OF BIDS                   2.01   Complete and include all the Mandatory Exhibit Documents shown below in 2.03.  Failure to include any of the mandatory documents listed may result in disqualification.  All responses must be in writing.    2.02     Bidders must submit their response in a sealed envelope clearly marked with “INVITATION FOR BID #010-45” on the outside.  The submittal must be signed.  Faxed or emailed bids are not accepted.  2.03     Complete and return the following Mandatory Documents included in your bid envelope:                 Exhibit A - Bid Response Sheet               Exhibit B – Signed Contract                Exhibit C - Cost Proposal                                                Exhibit D - Mandatory W-9 Form               Exhibit E - E-Verify Affidavit               Exhibit F – Ethics Affidavit                Copy of Business License                                              Certificate of Insurance                        2.04     Bidders are responsible to review and comply any Addenda regarding this IFB posted on the County Website.                                         2.05     If a Bid Bond is required then it must be included in the bid response – N/A          2.06     Any exceptions to specifications must be in writing and enclosed in the bid                     response.                   2.07      Bids openings are open to the public and bidders may attend but are not                      required to do so.            2.08       All bids, supporting materials and correspondence relating to this IFB                       become property of Hall County when received.           2.09       Bidder bears all responsibility for expenses incurred in responding to this                       IFB and such to be borne exclusively by the proposer.            2.10       Bidders may submit bids to the following address by the deadline date and                       time. Deliver Bids in person or by FedEx/UPS/USPS or Courier to:                                     Julie Dorough                                     Issuing Officer                                    Hall County Government CenterPurchasing Division - 4th Floor, 2875 Browns Bridge Road, Gainesville, Georgia 30504